Minutes of the 75th RIPE NCC Executive Board Meeting

Minutes of the RIPE NCC Executive Board Meeting EB#75

Status: Final

8 March 2011, RIPE NCC offices, Amsterdam, 1300-1800

Attendees:

Fahad AlShirawi, Member

Dmitry Burkov, ICANN Liaison

Nigel Titley, Chairman

Andreas Wittkemper, Secretary

Remco Van Mook, Treasurer

János Zsakó, Adviser

Rob Blokzijl, Chairman, RIPE

Sabine Mader, Assistant to the Managing Director, RIPE NCC

Axel Pawlik, Managing Director, RIPE NCC

Paul Rendek, Head of External Relations and Comms., RIPE NCC

Jochem de Ruig, Chief Financial Officer

Agenda

1. Agenda / Comments (1300-1315)

1.1 Apologies, New Agenda Points

1.2 Approval of Previous Minutes, EB#74

1.3 Date of Next Meetings

- RIPE-62 Amsterdam, informal meetings, date/time tbc

- 14 June 2011, RIPE NCC offices, Amsterdam

- 13 September 2011, RIPE NCC offices, Amsterdam

2. Remaining Outstanding Actions, not covered by agenda (1315-1330)

3. Report from the RIPE NCC (1330-1400)

3.1 Arbiters meeting on 8/9 February 2011

3.2 IPv4 depletion policy impact

4. Approval of Annual and Financial Reports (1400-1500)

4.1 Review Auditors’ Draft Management Letter

4.2 Draft RIPE NCC Financial Report

4.3 Draft RIPE NCC Annual Report

5. External Relations (1500-1545)

5.1 ICANN / IANA

5.2 NRO / RIRs

5.3 ITU

5.4 RIPE

5.5 IETF

6. Contractual Relationship Regarding Legacy Resources (1545-1615)

7. Preparation General Meeting May 2011 (1615-1645)

7.1 Draft Agenda & Draft Resolutions

7.2 Candidates

7.3 E-voting

Formal resolution: “The Board decides to allow Members in physical attendance at the General Meeting to cast their votes through electronic means.”

8. AOB (1645-1700)

 

Nigel Titley, RIPE NCC Chairman, opened the meeting at 13:00

1. Agenda / Comments

No new agenda points were raised.

1.1 Apologies, New Agenda Points

No apologies, all Board members were present. Fahad joined the meeting via tele-conference.

1.2 Approval of Previous Minutes, EB#74

No comment was brought forward on the previous minutes; the Board approved the minutes of Executive Board Meeting #74.

1.3 Date of Next Meetings

  • RIPE-62 Amsterdam, informal meetings, date/time tbc
  • 14 June 2011, RIPE NCC offices, Amsterdam
  • 13 September 2011, RIPE NCC offices, Amsterdam

2. Remaining Outstanding Actions, not covered by agenda

EB201 14/12/2010 AP

For the Russian membership, the Board tasked the RIPE NCC to investigate and when possible execute the option to open a bank account in Russia, to facilitate payments for Russian members.

Status: 08/03/2011: Ongoing

EB202 14/12/2010 AP

For the Iranian membership, the Board asked the RIPE NCC to provide an addition payment facility to make payments to the RIPE NCC. In addition the RIPE NCC will pursue receiving a formal confirmation from the Dutch government that it can continue to service its members in Iran.

Status: 08/03/2011: DONE

Jochem reported that the RIPE NCC has integrated PayPal as a payment option for RIPE NCC fees. Further, it was mentioned that the RIPE NCC has sent a letter to the Dutch authorities regarding service provision in Iran.

3. Report from the RIPE NCC

Nigel asked if anyone had any questions about the RIPE NCC report that was sent to the Board prior to this meeting.

ACTION: The Board asked Axel to prepare statistics about LIR closures to be included in the Board report.

No further questions were asked. Nigel suggested that the Board review the outstanding action items. The action items covered were:

EB155 11/03/2009 AP

The Board asked Axel to produce a list of performance areas that would be reported to the Board monthly and every quarter.

Status: 28/9/2010: In Progress. The Board asked Axel for the first report on performance to be delivered end of Oct. 2010. Due date is one month after every quarter.

Status: 14/12/2010: The Board asked Axel to submit a document with a view of historical KPI's, going back 2 years.

Status: 08/03/2011: Ongoing. Axel was asked to submit a document for the upcoming Board meeting.

EB199 28/09/2010 AP

The Board asked Axel to produce a proposal for measuring customer satisfaction.

Status: 14/12/2010: Ongoing

Status: 08/03/2011: Ongoing. The Board asked Axel to produce a proposal that includes the RIPE NCC Member and Stakeholder Survey 2011.

EB200 14/12/2010 AP

The Board suggested a few questionnaires that could be conducted after members use various RIPE NCC services - after a members experience with RIPE NCC customer services / post Registration services sign-up / post RIPE meeting attendance.

Status: 08/03/2011: Ongoing

3.1 Arbiters meeting on 8/9 February 2011

Axel provided an update on developments in the Arbitration procedures. He reported that timelines and procedures have been clarified and that the expansion of Arbitration panel was complete.

The Board discussed support for arbiters to join the RIPE meeting, in specific, to follow the RIPE NCC Services WG and the General Meeting.

The Board asked for clarification on the most common uses for the arbitration process. Axel commented that the majority of cases seen are member against the RIPE NCC and are mainly centred on financial fees required to re-open an LIR membership after an LIR has been closed due to non-payment of service fees.

3.2 IPv4 depletion policy impact

Axel gave an update on IPv4 depletion policy impact. Axel stated that this information was provided in the Board report but felt that it was important to review this again in this meeting.

No questions were raised.

4. Approval of Annual and Financial Report

4.1 Review Auditors’ Draft Management Letter

Following an introduction from Jochem, the Board reviewed and discussed the Auditors' Draft Management Letter for the 2010 financial year.

The Board asked about the way the RIPE NCC records revenue and loss. Jochem reported that the RIPE NCC would choose a model and the outcome will be documented.

Following discussion the Board agreed that the RIPE NCC is sufficiently addressing the issues raised in the draft management letter.

The Board discussed the period that the RIPE NCC has used the current financial auditors. After a brief discussion the Board agreed that based on good common practice it was time to change the organisation used to audit the RIPE NCC.

ACTION: The Board asked Axel to thank the current auditors for their service and acquire a new organisation to audit the RIPE NCC finances.

4.2 Draft RIPE NCC Financial Report

Jochem provided a presentation with an overview of the RIPE NCC Financial Report 2010. The Board briefly reviewed the figures. No questions were asked.

The Board provided feedback on the supporting text in the RIPE NCC Financial Report.

Nigel asked the Board for their approval of the financial report. The Board unanimously agreed to approve the RIPE NCC Financial Report 2010.

4.3 Draft RIPE NCC Annual Report

Nigel asked the Board if they had any final remarks on the RIPE NCC Annual Report.

The Board was pleased with the report. The Board signed off on the report but asked for a final review of the contents. The RIPE NCC was asked to provide a reviewed copy to the Board.

ACTION: The Board asked Axel to place a revised copy of the annual report on the Board document repository.

5. External Relations

5.1 ICANN / IANA

Dmitry provided an update on activities at ICANN. He referred to the discussion he initiated on the Exec. Board mailing list about the ICANN NOI. He suggested that the Board provide their input to Axel as guidance to prepare the response that will be provided by the NRO.

The Board reviewed the questions raised in the IANA NOI.

Axel reported that a small team of RIR staff was working on drafting the NRO response for the IANA NOI.

Axel reported that there was a meeting of CEOs from the I* organisations - this included ICANN, IANA, RIRs, ISOC, IETF, and IAB. The Board was pleased to hear that the organisations were engaged in discussions.

5.2 NRO / RIRs

Axel provided an update on NRO activities. He reported that the NRO Chairmanship and coordination groups reside with LACNIC in 2011.

ACTION: The Board asked Axel to work with the other RIR CEOs to incorporate the NRO.

5.3 ITU

Axel provided an update on the ITU and the status of the IGF. No questions were asked. The Board asked Axel to keep them informed on developments in this area.

5.4 RIPE

Rob provided the Board with an update on the outcome of the Working Group Chairs meeting that took place earlier this year in February.

He reported that the RIPE Meeting Task Force conducted a survey and approached ~1200 people and received 275 replies. The TF will be working with the community to introduce suggested changes to the meetings. The format of the meeting stays much the same so no impact on the cost of RIPE meetings is expected.

Rob reported that the organisation for RIPE 62 was well underway and that the program for RIPE 62 was taking shape.

5.5 IETF

Dmitry provided an overview of the topical issues in the IETF. He commented that although interesting in scope, the current issues in the IETF were not specific to RIR activities.

There were no questions. The Board thanked Dmitry for the report and asked that he continue to keep abreast of activities in the IETF so that topics related to RIR business could be identified.

6. Contractual Relationship Regarding Legacy Resources

Axel reported that in order to engage the legacy holders in the RIPE NCC service area various models including a registration service agreement were being investigated.

After dynamic discussions on this issue, the Board decided that this is not an issue that can be resolved during this meeting. It was agreed that the Board would investigate various scenarios over the coming months and discuss this in greater detail at the Board retreat scheduled later in the year.

ACTION: Axel was asked to prepare scenarios for contractual relationships with legacy resources holders for further discussion.

7. Preparation General Meeting May 2011

7.1 Draft Agenda & Draft Resolution

The Board reviewed the agenda, and accepted the draft agenda and draft resolution for the RIPE NCC General Meeting May 2011.

7.2 Candidates

The Board briefly discussed nominations received to date.

7.3 E-voting

After discussion the Board decided that e-voting will only be available for Executive Board elections at the upcoming meeting. All other resolutions will be voted on using the traditional methods.

The Board formally agreed the following resolution:

Formal resolution: “The Board decides to allow Members in physical attendance at the General Meeting to cast their votes through electronic means.”

8. AOB

Fahad provided an update from the latest Capacity Meeting in Dubai. He reported that the awareness of IPv6 on the corporate level is low. Fahad proposed that the RIPE NCC investigate how it could engage with the corporate layer about IPv6 deployment.

ACTION: RIPE NCC to investigate making contact with the corporate layer in PR activities regarding the run-out of IPv4 and the deployment of IPv6.

The Chairman closed the meeting at 16:15

Outstanding Action Items

EB155 11/03/2009 AP

The Board asked Axel to produce a list of performance areas that would be reported to the Board monthly and every quarter.

Status: 28/9/2010: In Progress. The Board asked Axel for the first report on performance to be delivered end of Oct. 2010. Due date is one month after every quarter.

Status: 14/12/2010: The Board asked Axel to submit a document with a view of historical KPI's, going back 2 years.

Status: 08/03/2011: Ongoing. Axel was asked to submit a document for the upcoming Board meeting.

EB199 28/09/2010 AP

The Board asked Axel to produce a proposal for measuring customer satisfaction.

Status: 14/12/2010: Ongoing

Status: 08/03/2011: Ongoing. The Board asked Axel to produce a proposal that includes the RIPE NCC Member and Stakeholder Survey 2011.

EB200 14/12/2010 AP

The Board suggested a few questionnaires that could be conducted after members use various RIPE NCC services - after a members experience with RIPE NCC customer services / post Registration services sign-up / post RIPE meeting attendance.

Status: 08/03/2011: Ongoing

EB201 14/12/2010 AP

For the Russian membership, the Board tasked the RIPE NCC to investigate and when possible execute the option to open a bank account in Russia, to facilitate payments for Russian members.

Status: 08/03/2011: Ongoing

EB202 14/12/2010 AP

For the Iranian membership, the Board asked the RIPE NCC to provide an addition payment facility to make payments to the RIPE NCC. In addition the RIPE NCC will pursue receiving a formal confirmation from the Dutch government that it can continue to service its members in Iran.

Status: 08/03/2011: DONE

New Action Items:

EB203 08/03/2011 AP

The Board asked Axel to prepare statistics about LIR closures to be included in the Board report.

EB204 08/03/2011 AP

The Board asked Axel to thank the current auditors for their service and acquire a new organisation to audit the RIPE NCC finances.

EB205 08/03/2011 AP

The Board asked Axel to place a revised copy of the annual report on the Board document repository.

EB206 08/03/2011 AP

The Board asked Axel to work with the other RIR CEOs to incorporate the NRO.

EB207 08/03/2011 AP

Axel was asked to prepare scenarios for contractual relationships with legacy resources holders for further discussion.

EB208 08/03/2011 AP

RIPE NCC to investigate making contact with the corporate layer in PR activities regarding the run-out of IPv4 and the deployment of IPv6.