Minutes 32nd Executive Board Meeting

Date/Time :28 January 2003: 14:00-17:45 + 30 January 2003 / 11:00 - 13:00
Venue: Hotel Krasnapolsky, Amsterdam

Minutes: Sabine Mader (SAM)
Version 3.0

Attendees:

Kees Neggers - Chair (KN)
Frode Greisen - ICANN Liaison (FG)
Janos Zsako - Treasurer (JZ)
Daniele Bovio - Secretary (DB)
Manfredo Miserocchi - Member (MM)
Axel Pawlik - Managing Director (AP)
Jochem de Ruig - CFO (JR) Agenda points 4+5

Apologies: none

AGENDA:

1. Agenda/Comments
   1.1 Apologies/New agenda points
   1.2 Approval previous minutes - # 31, 021216
   1.3 Date of next meeting
2. Outstanding Actions
3. Report from the RIPE NCC
4. Clearinghouse Procedure
   4.1 2002
   4.2 Proposal coming years
5. 2002 Financial Year Close
6. Annual Report
7. Membership Survey
   - discussion
   - next steps
8. General Meeting
9. ICANN
10. AOB
    10.1 Approval of Executive Board Document Format

    Action List

1. Agenda/Comments

1.1 New Agenda Point: No 3.a) Report from the RIPE NCC Personnel Fund Board, Kees Neggers

1.2 The Minutes of the 31st EB meeting, held on 16 December 2002, were approved.

1.3 The next meeting will be held from 14:00-17:00 on Fri, 4 April 2003 at the offices of the RIPE NCC in Amsterdam.

The meeting after that will be held from 13:00-17:00 on Wed, 25 June 2003 at the offices of RIPE NCC in Amsterdam.
Superceded by recent plannings, to be decided on 4 April 2003.

2. Outstanding Actions

Actions were discussed and marked as appropriate.
See attached action list.

3. Report From the RIPE NCC

3.a) Report from the RIPE NCC Personnel Fund Board, Kees Neggers

Kees Neggers reported from the Fund Board Meeting that took place earlier that day. A number of principles for Fund Board operations were discussed, as well as possible future developments.

3.b) Report from the RIPE NCC

Axel Pawlik updated his e-mailed report which was discussed.

4. Clearinghouse Procedure

4.1 2002

The procedure for 2002 was thoroughly discussed. It was decided that instead of invoicing negative clearinghouse accounts, these were to be maintained to be balanced in the future.

4.2 Proposal coming years

After discussion the following decisions were made:

• To allow for negative values in members' clearinghouse accounts
• To pay out positive accounts on official notification of registry closure after deducting any outstanding claims
• For defaulting members their clearinghouse accounts will be maintained for the duration of 5 years

5. 2002 Financial Year Close

The Chief Financial Officer Jochem de Ruig presented the preliminary result for the financial year 2002.

It was agreed that the final report, together with the auditors' letter, will be submitted to the Board for approval in due time before the next meeting on 4 April 2003.

6. Annual Report

The Board noted the draft of the Annual Report.
Final approval is scheduled for next EB Meeting on 4 April 2003.
The financial results, Chairman's foreword and MD's outlook remain to be integrated.

7. Membership Survey

• discussion
• next steps

The results of the Membership Survey were discussed together with the common Board position to be presented at the RIPE 44 Plenary.

Axel will ask the LIR list members for further comments on the survey and also will send a message to the admin contacts, with cc to the LIR list, to seek comments related to organisational issues.

See also:
http://www.ripe.net/ripe/meetings/archive/ripe-44/presentations/ripe44-plenary-survey/

Action on AP:

EB80 / 28/01/03 / AP
To draft an e-mail to the LIR list inviting further comment from the members on RIPE NCC Membership and Stakeholder Survey until 17 March 2003

EB81 / 30/01/03 / AP
To draft an e-mail to the admin contacts, with cc to the LIR list, inviting further comments from the members on organisational issues

8. General Meeting

The question of timing for the General Meeting 2003 was extensively discussed.

A final decision was postponed, to be made after additional information is available via the follow up activities on the survey.

9. ICANN

Frode again reported from the meeting with US Department of Commerce (DoC) and RIRs that was held in December 2002.

Axel reported that RIPE NCC and ARIN are working on a document for a joint MoU with DoC. LACNIC & APNIC lawyers are expected to join.

10. AOB

10.1 Approval of Executive Board Document Format

The Board formally approved the Document Format as presented by DB.

10.2 ITU

A brief discussion about the ITU's relevance for RIRs ensued.

ACTION LIST:

Outstanding Actions:

EB70 / 03/09/02 / JR,AP

To review income and cost of RIPE meetings
Deadline: 13 December 2002
ONGOING
Status 16/12/02: more detailed data required

EB76 / 16/12/02 / AP

Further development of financial scenarios, possible membership developments including alternative membership classes
ONGOING

EB77 / 16/12/02 / AP

To document revised clearinghouse procedure after negotiations with tax authorities
ONGOING

EB78 / 16/12/02 / DB

To work with Axel to improve the preparation of documentation in relation to the Board Meetings
DONE

EB79 / 16/12/02 / AP

To provide further information about the ongoing process to return unallocated IPv4 address space ( 17 /8s ) to IANA
DONE

New Actions:

EB80 / 28/01/03 / AP

To draft an e-mail to the LIR list inviting further comment from the members on RIPE NCC Membership and Stakeholder Survey until 17 March 2003.

EB81 / 30/01/03 / AP

To draft an e-mail to the admin contacts, with cc to the LIR list, inviting further comments from the members on organisational issues