Minutes 90th Executive Board Meeting

Draft Minutes 90th RIPE NCC Executive Board Meeting

27 August 2013, 1300-1700, Hotel Westin Xi’an, China

Attendees:

  • Dmitry Burkov, ICANN Liaison Christian Kaufmann, Secretary Nigel Titley, Chairman
  • Remco Van Mook, Treasurer
  • János Zsakó, Adviser
  • Rob Blokzijl, RIPE Chairman, RIPE
  • Sabine Mader, Assistant to the Managing Director, RIPE NCC
  • Axel Pawlik, Managing Director, RIPE NCC
  • Paul Rendek, Director of External Relations, RIPE NCC
  • Jochem de Ruig, Chief Financial Officer, RIPE NCC

Apologies:

  • Fahad AlShirawi, Member

Agenda:

1. Agenda / Comments (1300-1305)

1.1 Apologies, New Agenda Points

1.2 Approval of Previous Minutes, EB#89

1.3 Date of Next Meetings (1305-1310)

    • RIPE-67 Athens, informal meetings: 14 & 16 October 1230-1330.
    • 12 December 2013, Amsterdam, 1300-1800

1.4 Conference Attendance by Executive Board 2013-Q2/2014 (1310-1315)

2. Remaining Outstanding Actions Not Covered by Agenda (1315-1330)

3. Report from the RIPE NCC (1330-1430)

3.1 Update on Member & Stakeholder Survey 2013

3.2 Legal & Corporate Documents

3.2.1. The Updated RIPE NCC Transfer Procedure

3.2.2 The Updated RIPE NCC Closure and De-Registration Procedure

3.2.3 Proposed Changes to the Arbitration Procedure

3.3 Financial Update (Statistics Page)

4. Current Hijacking Activity and Proposed Actions (1430-1500)

5. General Meeting Preparations (1500-1600)

5.1 Draft RIPE NCC Activity Plan and Budget 2014

5.2 Proposed Amendments to Articles of Association (AoA)

5.3 Draft Agenda RIPE NCC General Meeting 16 October 2013

5.4 Presentations, Board Activities

6. Review of Active Policy Proposals (1600-1615)

7. External Relations (1615-1645)

7.1 ICANN / IANA

7.2 NRO / RIRs

7.3 ITU

7.4 RIPE

7.5 IETF

8. AOB (1645-1700)

 

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

 

1. Agenda / Comments

1.1 Apologies, New Agenda Points

Apologies were received from Fahad AlShirawi, who was not present at the Executive Board meeting.

No further agenda items were brought forward.


1.2 Approval of Previous Minutes, EB#89

No comment was brought forward on the previous minutes; the Board approved the minutes of Executive Board Meeting #89.

 

1.3 Date of Next Meetings

  • RIPE-67 Athens, informal meetings: 14 & 16 October, 1230-1330.
  • 12 December 2013, Amsterdam, 1300-1800
  • 11 March 2014, Amsterdam, 1300-1800
  • 12 & 14 May 2014, RIPE-68 Warsaw

 

1.4 Conference Attendance by Executive Board 2013-Q2/2014

Nigel asked for the Board to review their plans for attending events.

Minor changes in plans were reported. Paul confirmed that there was solid Board coverage for events where necessary.

2. Remaining Outstanding Actions Not Covered by Agenda

a) Completed

EB259 25/06/2013 AP

A revised financial forecast 2013-2015 with explanations of expenses will be sent to the Executive Board.

Status 27/08/2013: DONE

 

EB260 25/06/2013 AP

The Board asked Axel to provide an updated version of the impact analysis on the “No Need” policy for their approval.

Status 27/08/2013: DONE

 

EB261 25/06/2013 AP

The Board tasks the RIPE NCC Management to contact ROSNIROS and correct the administrative issue.

Status 27/08/2013: DONE

 

b) In Progress

EB235 08/12/2011 RM & CK

Remco and Christian agreed to closely cooperate with Daniel to prepare future project plans for RIPE ATLAS.

Status 8/03/2012: ONGOING, a meeting has been held. Deliverables are expected.

Status 14/06/2012: ONGOING, Remco and Christian will review the information provided by the RIPE NCC and suggest a way of moving forward.

Status 02/08/2012: ONGOING

Status 29/11/2012: ONGOING – Remco and Christian agreed to contact Daniel to coordinate a meeting.

Status 26/03/2013: ONGOING

Status 25/06/2013: ONGOING - As the RIPE ATLAS project has recently been handed over to Kaveh; Remco and Christian agreed to review the future project plans with him in 2 month’s time.

Status 27/08/2013: ONGOING - the Board is pleased with the progress.

The Board will continue to monitor developments and will review the future of Atlas in the December Executive Board Meeting.

 

EB246 08/03/2012 AP

RIPE NCC will hand over the secretariat support for the financial accounts of MENOG by July 2012. The RIPE NCC will coordinate this with the MENOG Chairman.

Status 14/06/2012: ONGOING, expected to meet the target deadline. Status 02/08/2012: The RIPE NCC is awaiting the MENOG Chairman’s signature. IN PROGRESS

Status 29/11/2012: IN PROGRESS - Paul and Fahad to speak to Osama and suggest a way forward for the MENOG accounts. The Board asked for a proposal by the MENOG 12 Meeting.

Status 26/03/2013: ONGOING

Status 25/06/2013: ONGOING – The Board decided that if the MENOG funds are not taken by MENOG by the end of August 2013, the funds will be added to and reported in the RIPE NCC financial administration.

Status 27/08/2013: ONGOING - The RIPE NCC will draft a letter to the MENOG Chairman stating that the MENOG funds will be reported in the RIPE NCC financial administration but will be made available for MENOG activities at the discretion of the MENOG Chairman.

 

EB248 26/03/2013 AP

The Board asked Axel to investigate ICANN contingency plans and to incorporate the relevant aspects into the reply letter to the tax authorities. The Board asked Axel to liaise with Remco for the final approval of the text.

Status 25/06/2013: ONGOING, the text document was sent to Remco with request for comments and approval. Jochem and Remco will schedule a meeting with the fiscal advisors to finalise the letter for the Dutch tax authorities.

Status 27/08/2013: ONGOING - The final draft of the text will be produced and sent to the Dutch tax authorities.

 

EB252 26/03/2013 AP

The Board requested that Axel report back after the interim audit Q3/Q4 2013 based on the action points raised by the auditors in the 2012 management letter. Status 25/06/2013: ONGOING

Status 27/08/2013: ONGOING - a report from Axel will be provided in the December 2013 Executive Board Meeting.


EB257 25/06/2013 AP

The Board asked Axel to prepare the format of his presentation in the General Meeting to be discussed during the morning session of the RIPE NCC Board meeting on 27 August 2013.

Status 27/08/2013: DONE

3. Report from the RIPE NCC

Axel referred to his monthly report to the Board submitted prior to the Executive Board Meeting and he briefly covered new topics of interest to the Board.

The Board discussed the RIPE NCC long-term deposits and in summary Remco mentioned that with recent currency changes in the Australian dollar deposits, currency fluctuations have not worked in RIPE NCC’s favour. He stressed that currency deposits will encounter such fluctuations; after some debate the Board concluded that this was in line with keeping such deposits, and still in accordance with minimising the risk to the RIPE NCC reserve.

 

3.1 Update on Member & Stakeholder Survey 2013

The Board was very pleased with the work carried out and are looking forward to the final report expected by the Oxford Internet Institute(OII), due to be published in the coming week.

The Board agreed that this was an exceptional effort and the results reported thus far have given much appreciated direction from members and other interested parties alike.

 

3.2 Legal & Corporate Documents

3.2.1. The Updated RIPE NCC Transfer Procedure

The Board reviewed the changes to the “Transfer of Internet Number Resource Records and Change of a Member’s Official Legal Name” document. The Board asked for a minor change in the document.

The following resolution was unanimously agreed:

Resolution EB#90-R-01

“The Executive Board approves the updated version of the RIPE NCC procedural document “Transfer of Internet Number Resource Records and Change of a Member’s Official Legal Name” and tasks the RIPE NCC to publish and implement the updated version”.

 

ACTION: EB263 27/08/2013 AP

Updated RIPE NCC Transfer Procedure: With the modification of section 3.2 of the document the Board asked the RIPE NCC to publish and implement the updated version of the document.

The Board briefly reviewed the changes to the “Closure of Member and De-Registration of Internet Number Resources” document.

The following resolution was unanimously agreed:

 

Resolution EB#90-R-02

“The Executive Board approves the updated version of the RIPE NCC procedural document “Closure of Member and De-Registration of Internet Number Resources” and tasks the RIPE NCC to publish the updated version”.

 

ACTION: EB264 27/08/2013 AP

The Board asked the RIPE NCC to publish the updated “Closure of Member and De-Registration of Internet Number Resources” document.

 

3.2.3 Proposed Changes to the Arbitration Procedure

EB256 25/06/2013 AP

Axel to provide the Board with the results of the Arbitration Panel review.

Status 27/08/2013: DONE

Jochem provided the Board with an update on developments with the proposed changes to the arbitration procedures. The main changes added were:

  • Removing the reference to "Contributors" and "Direct Assignment Users"
    • to be replaced by "members"
  • Making sure that in case the RIPE NCC is a party in an Arbitration case that the secretariat function is provided by an external third party.

 

ACTION: EB265 27/08/2013 AP

The Board asked the RIPE NCC to include the report of the changes to the arbitration procedures as a resolution in the agenda of the upcoming RIPE NCC General Meeting in October 2013.

 

3.3 Financial Update (Statistics Page)

Jochem provided a brief review of the financial update that was prepared for the Executive Board prior to the Board meeting.

Jochem also reminded the Board that the financial updates are available in the Board document repository.

No further questions were raised about the financial update.

Nigel thanked the RIPE NCC for their reporting on this activity.

After discussion, Nigel asked that in keeping with transparency towards the community and members that the hijacking activity is presented at the upcoming RIPE meeting. He called for a draft document to keep the members and community informed about the procedure that the RIPE NCC intends to follow when confronted with address hijacking.

The following resolution was unanimously agreed:

 

Resolution EB#90-R-03

“The Executive Board directs the RIPE NCC to increase scrutiny for hijacking activities and to bring suspected cases to the attention of the authorities”.

 

Action: EB266 27/08/2013 AP

The Board asked the RIPE NCC to prepare a presentation and communicate the draft procedure for handling address hijacking in time for the upcoming RIPE Meeting.

5. General Meeting Preparations

5.1 Draft RIPE NCC Activity Plan and Budget 2014

Jochem provided an update of the RIPE NCC Activity Plan and Budget 2014. During the update the Board discussed the Assisted Registry Check (ARC) activity that listed 4 FTEs for 3000 audits to be carried out yearly. After discussion the Board agreed that this activity would directly support the quality of the registry.

The Board also asked when the RPKI activity would become part of registration services as a “business as usual” activity. After some discussion the Board concluded that it expects that the project of deploying and integrating Certification will end in 2014. After this point the Board stated that the FTEs should be released from this activity.

The Board asked for more communication and documentation on the other services (including DNSMON, TTM, etc.) that will be integrated into Atlas and RIPE Stat activities.

The Board also discussed RIPE NCC training activities, as it was clearly a point raised by many in the RIPE NCC survey 2013. The Board supported the RIPE NCC providing training courses and enhancing the training portfolio. They also supported train-the-trainer approach in the provision of courses in areas such as IPv6 hands-on training.

After considerable discussion on the various areas of operation the Board asked the RIPE NCC to prepare a revised version of the RIPE NCC Activity Plan and Budget 2014 for final Board approval.

The following resolution was unanimously agreed:

 

Resolution EB#90-R-04

“The Executive Board approves the publication of the Draft RIPE NCC Activity Plan and Budget 2014”.


ACTION: EB267 27/08/2013 AP

The Board asked the RIPE NCC to prepare a revised version of the Activity Plan by 6 September. Comments from board and approval are due by 13 September. Upon approval the Board has asked the RIPE NCC to publish the documents.

 

5.2 Proposed Amendments to Articles of Association (AoA) EB258 25/06/2013 AP

The Board asked Axel to prepare a resolution for the upcoming RIPE NCC General Meeting to update the Articles of Association and include it as a formal agenda item in the upcoming General Meeting.

Status 27/08/2013: DONE

 

The Board reviewed the proposed changes to the Articles of Association. During the discussion the Board discussed the 5 points and in conclusion agreed to 3 of the resolutions to be brought forward to the members in the General Meeting in October 2013.

The following resolution was unanimously agreed:

 

Resolution EB#90-R-05

“The Executive Board approves the proposed GM resolutions 1-3 and associated amendments to the Articles of Association and directs the RIPE NCC to publish these for approval at the RIPE NCC General Meeting on 16 October 2013”.

 

ACTION: EB268 27/08/2013 AP

Proposed Amendments to Articles of Association (AoA):

The Board asked the RIPE NCC to prepare the resolutions and include them in the agenda of the upcoming RIPE NCC General Meeting on 16 October 2013.

 

5.3 Draft Agenda RIPE NCC General Meeting 16 October 2013

Following discussions in agenda point 5.2 the Board requested the RIPE NCC to remove proposed resolutions 5 & 6 from the General Meeting draft agenda.

The following resolution was unanimously agreed:

 

Resolution EB#90-R-06

“The Executive Board approves the draft agenda for the RIPE NCC General Meeting on 16 October 2013”.

 

Action: EB269 27/08/2013 AP

The Board asked the RIPE NCC to publish the proposed changes to the Articles of Association and publish the draft agenda for the RIPE NCC General Meeting on 16 October 2013.


5.4 Presentations, Board Activities

Axel asked the Board if they had any additional input for presentations or documents that need to be prepared prior to the RIPE Meeting. No new actions were raised.

The Board thanked Axel and his team and agreed that they had provided all input necessary and look forward to the revised documents and preparation of presentations for the upcoming General Meeting and RIPE Meeting.

6. Review of Active Policy Proposals

Nigel proposed that the Board review the 7 active policy proposals currently in discussion in the RIPE policy development process.

The Board briefly discussed each policy proposal concentrating on the potential impact on

RIPE NCC operations.

No new areas of impact were identified during the discussions.

7. External Relations

7.1 ICANN / IANA

The Board discussed the ICANN proposal to mitigate name collision risks that was produced by ICANN (http://www.icann.org/en/news/public-comment/name-collision-05aug13-en.htm) that references problematic use of the RIR registry databases.

 

ACTION: EB270 27/08/2013 AP

The Board asked Axel to cooperate with the other RIRs to formally communicate the concerns of the RIRs to ICANN management.


 

7.2 NRO / RIRs

The Board discussed the informal meeting of the RIR Boards and the proposed agenda. No new items were brought forward.

 

7.3 ITU

Axel provided a short update on ITU activities. He reported that the RIRs submitted a joint response to the ITU CWG Consultation on IPv4 addresses and referenced the document on the NRO site:  http://www.nro.net/news/joint-rir-response-to-itu-cwg-consultation-on-ipv4-addresses


7.4 RIPE

Rob provided an update on the progress leading up to the RIPE meeting in Athens. He confirmed that the Program Committee would shortly publish the RIPE program.

He stated that all organizational matters were on track and looked forward to welcoming everyone to Athens.

 

7.5 IETF

Paul reported that IETF and IAB members would be given a slot at the upcoming RIPE NCC Roundtable meeting to present their working to governments in the RIPE NCC service region.

8. AOB

No further points of business were brought forward.

The Chairman thanked the RIPE NCC and the Board members and closed the meeting at 17:10.

Outstanding Action Items:

EB235 08/12/2011 RM & CK

Remco and Christian agreed to closely cooperate with Daniel to prepare future project plans for RIPE ATLAS.

Status 8/03/2012: ONGOING, a meeting has been held. Deliverables are expected.

Status 14/06/2012: ONGOING, Remco and Christian will review the information provided by the RIPE NCC and suggest a way of moving forward. Status 02/08/2012: ONGOING

Status 29/11/2012: ONGOING – Remco and Christian agreed to contact Daniel to coordinate a meeting. Status 26/03/2013: ONGOING

Status 25/06/2013: ONGOING - As the RIPE ATLAS project has recently been handed over to Kaveh; Remco and Christian agreed to review the future project plans with him in 2 month’s time.

Status 27/08/2013: ONGOING - the Board is pleased with the progress.

The Board will continue to monitor developments and will review the future of Atlas in the December Executive Board Meeting.


 

EB246 08/03/2012 AP

RIPE NCC will hand over the secretariat support for the financial accounts of MENOG by July 2012. The RIPE NCC will coordinate this with the MENOG Chairman.

Status 14/06/2012: ONGOING, expected to meet the target deadline. Status 02/08/2012: The RIPE NCC is awaiting the MENOG Chairman’ssignature. IN PROGRESS

Status 29/11/2012: IN PROGRESS - Paul and Fahad to speak to Osama and suggest a way forward for the MENOG accounts. The Board asked for a proposal by the MENOG 12 Meeting.

Status 26/03/2013: ONGOING

Status 25/06/2013: ONGOING – The Board decided that if the MENOG funds are not taken by MENOG by the end of August 2013, the funds will be added to and reported in the RIPE NCC financial administration.

Status 27/08/2013: ONGOING - The RIPE NCC will draft a letter to the MENOG Chairman stating that the MENOG funds will be reported in the RIPE NCC financial administration but will be made available for MENOG activities at the discretion of the MENOG Chairman.

 

EB248 26/03/2013 AP

The Board asked Axel to investigate ICANN contingency plans and to incorporate the relevant aspects into the reply letter to the tax authorities. The Board asked Axel to liaise with Remco for the final approval of the text.

Status 25/06/2013: ONGOING, the text document was sent to Remco with request for comments and approval. Jochem and Remco will schedule a meeting with the fiscal advisors to finalise the letter for the Dutch tax authorities.

Status 27/08/2013: ONGOING - The final draft of the text will be produced and sent to the Dutch tax authorities.

 

EB252 26/03/2013 AP

The Board requested that Axel report back after the interim audit Q3/Q4 2013 based on the action points raised by the auditors in the 2012 management letter.

Status 25/06/2013: ONGOING

Status 27/08/2013: ONGOING - a report from Axel will be provided in the December 2013 Executive Board Meeting.

New Action Items:

EB263 27/08/2013 AP

Updated RIPE NCC Transfer Procedure: With the modification of section 3.2 of the document the Board asked the RIPE NCC to publish and implement the updated version of the document

 

EB264 27/08/2013 AP

The Board asked the RIPE NCC to publish the updated “Closure of Member and De- Registration of Internet Number Resources” document.

 

EB265 27/08/2013 AP

The Board asked the RIPE NCC to include the report of the changes to the arbitration procedures as a resolution in the agenda of the upcoming RIPE NCC General Meeting in October 2013.

 

EB266 27/08/2013 AP

The Board asked the RIPE NCC to prepare a presentation and communicate the draft procedure for handling address hijacking in time for the upcoming RIPE Meeting.


EB267 27/08/2013 AP

The Board asked the RIPE NCC to prepare a revised version of the Activity Plan by 6 September. Comments from board and approval are due by 13 September. Upon approval the Board has asked the RIPE NCC to publish the documents.

 

EB268 27/08/2013 AP

Proposed Amendments to Articles of Association (AoA):

The Board asked the RIPE NCC to prepare the resolutions and include them in the agenda of the upcoming RIPE NCC General Meeting on 16 October 2013.

 

EB269 27/08/2013 AP

The Board asked the RIPE NCC to publish the proposed changes to the Articles of Association and publish the draft agenda for the RIPE NCC General Meeting on 16 October 2013.

 

EB270 27/08/2013 AP

The Board asked Axel to cooperate with the other RIRs to formally communicate the concerns of the RIRs to ICANN management.

Resolutions:

EB#90-R-01

“The Executive Board approves the updated version of the RIPE NCC procedural document “Transfer of Internet Number Resource Records and Change of a Member’s Official Legal Name” and tasks the RIPE NCC to publish and implement the updated version”.

 

EB#90-R-02

“The Executive Board approves the updated version of the RIPE NCC procedural document “Closure of Member and De-Registration of Internet Number Resources” and tasks the RIPE NCC to publish the updated version”.

 

EB#90-R-03

“The Executive Board directs the RIPE NCC to increase scrutiny for hijacking activities and to bring suspected cases to the attention of the authorities”.

 

EB#90-R-04

“The Executive Board approves the publication of the Draft RIPE NCC Activity Plan and Budget 2014”.

 

EB#90-R-05

“The Executive Board approves the resolutions 1-3 and associated amendments to the Articles of Association and directs the RIPE NCC to publish these for approval at the RIPE NCC General Meeting on 16 October 2013”.

 

EB#90-R-06

“The Executive Board approves the draft agenda for the RIPE NCC General Meeting on 16 October 2013”