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Minutes 108th Executive Board Meeting


Title:	Minutes 108^th Executive Board Meeting
Date:	2016/09/08

Attendees:

Dmitry Burkov, ICANN Liaison
Maria Häll, Member
Christian Kaufmann, Secretary
Nigel Titley, Chairman
Remco Van Mook, Treasurer
Salam Yamout, Member
János Zsakó. Member

Athina Fragkouli, Head of Legal, RIPE NCC
Hans Petter Holen, RIPE Chairman
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

1. Agenda / Comments
1.1 Apologies, New Agenda Points
1.2 Approval of Previous Minutes, EB#107
1.3 Date of Next Meeting

15 December 2016, 13:00-18:00, RIPE NCC (new) Offices, Amsterdam, TBC
17 March 2017, 09:00-17:00, RIPE NCC Offices, Amsterdam, TBC

1.4 Conference Attendance by Executive Board 2016/2017

2. Remaining Outstanding Actions, not covered by agenda

3. Report from the RIPE NCC
3.1.1 Treasury Statute Considerations 2016
3.1.2 Financial Outlook 2016-2018
3.2 Legal
3.2.1 LEA Requests
3.2.2    Update on Court Cases involving RIPE NCC
3.3       Arbitration Cases
3.4       Active Policy Proposals with Significant Impact on RIPE NCC Operations
3.5       Services
3.5.1    New LIR Applications for Legacy Holders

4. Good of the Internet
4.1 Foundation Rob Blokzijl

5. RIPE NCC General Meeting Preparations
5.1 Draft RIPE NCC Activity Plan and Budget 2017
5.2 Draft Agenda RIPE NCC General Meeting October 2016
5.3 RIPE NCC General Meeting Presentations
5.4 Updated RIPE NCC Conflict Arbitration Procedure

6. External Relations
6.1 ICANN / IANA
6.1.1 Selecting Staff Member for IANA Review Team
6.2 NRO / RIRs
6.3 RIPE
6.4 IETF

7. AOB

The Chairman Nigel Titley opened the meeting at 13:00.

1. Agenda / Comments

1.1 Apologies, New Agenda Points

No apologies, all Board members were present. Nigel asked if there were any new agenda points.

Remco stated that the meeting format and quantity and organisation of documentation for the meeting had not been addressed. After a brief discussion the Board concluded that the format of the meeting should be focused more on strategic discussion rather than operational issues. The Board requested an overhaul of board meeting structure and to further work on providing supporting documentation in a clear structure.

ACTION EB358 /08/09/2016 / AP: The Board asked Axel to propose a new meeting format and re-structure the documentation and reference material for Executive Board meetings. The new meeting format and re-structure of documentation and reference material should be implemented by the next Board meeting.

RIPE NCC Charging Scheme: under agenda point 5.
Training for the Executive Board: under agenda point 7.
Fraudulent activity: After discussion the Board asked the RIPE NCC to produce a document that outlines how the RIPE NCC handles fraudulent activity.

ACTION EB359 08/09/2016 / AP: The Board asked Axel to produce a document that outlines how the RIPE NCC handles fraudulent activity.

1.2 Approval of Previous Minutes, EB#107

There was some general dialogue about how Board discussion and decisions are recorded in the minutes. There was a specific reference made to Executive Board action item EB 355. After some clarification the Board agreed to amend the action item text to better reflect the decision taken by the Executive Board as follows:

Action EB355 /07/07/2016/ AP: RIPE NCC to increase resources for engagement and outreach and place additional focus on high-level Internet-related security issues. The Board asked Axel to record the strategic decisions taken by the Board at their recent strategy meeting that might require a restructure of the organisation in response to the evolved Internet landscape.

No further comment was brought forward and the Board approved the minutes of Executive Board Meetings EB#107.

1.3 Date of Next Meetings

15 December 2016, 13:00-18:00, RIPE NCC (new) Offices, Amsterdam, TBC
17 March 2017, 09:00-17:00, RIPE NCC Offices, Amsterdam, TBC

ACTION EB360 / 08/09/2016 / AP: The Board tasked Axel to create a poll to select dates for upcoming Board meetings in 2017.

1.4 Conference Attendance by Executive Board 2016/2017

2. Remaining Outstanding Actions, not covered by agenda

a) Completed

Action: EB343 / 31/03/2016 / AP
The RIPE NCC Board asked Axel to investigate the options to clarify the RIPE Database data quality and responsibility for accuracy.
Status 07/07/2016: IN PROGRESS
Axel reported on the progress of this action item by providing a presentation and the action plan moving forward. Axel will update the Board as developments progress.
Status 08/09/2016: DONE

Action: EB352 /07/07/2016 / AP
The Board asked Axel to identify the number of individuals that participate in the various RIPE NCC-organised events as well as in the Policy Development Process.
Status 08/09/2016: DONE

b) In progress

Action: EB349 / 31/03/2016 / AP
The Board asked Axel to contact the Russian authorities and formally offer a solution to mirror the RIPE Database.
Status 07/07/2016: IN PROGRESS: Contacting is done, negotiations on-going. Paul reported on the progress regarding a mirror of the RIPE Database in Russia stating that the RIPE NCC was in discussions with the Russian Ministry of Telecommunications. He reported that the work was in progress to ensure that a RIPE NCC NRTM contract could be signed according to the contract specifications.
Status 08/09/2016: IN PROGRESS

Action: EB340 / 31/03/2016 / AP
The Board asked the RIPE NCC to revisit the structure and quantity of material generated for the preparation of an Executive Board Meeting.
Status 07/07/2016: IN PROGRESS
The Board asked for a new structure of the agenda and related support material. This structure should contain sections on strategy and less focus on operational details. The Board asked for increased structure and integration of summaries of supporting documentation into the board meeting agenda.
Status 08/09/2016: IN PROGRESS

Action: EB345 / 31/03/2016 / AP
The Board asked Axel to join the SEED Alliance after the Board sets a level of funding for 2017 and sets up a committee to support the Seed Alliance.
Status 07/07/2016: IN PROGRESS: Axel provided a short description of the SEED Alliance and the status on joining this alliance. He also reported on the proposed structure of the budget line 'Good of the Internet'. The 'Good of the Internet' encompasses the SEED Alliance, the Rob Blokzijl Foundation, Sustainability of the IETF contribution and specific projects selected for funding.
Salam reported that there is a procedure for vetting proposals brought forward for funding. She agreed to share the document with the Board.
Status 08/09/2016: IN PROGRESS

Action: EB 351/ 07/07/2016 / AP
Axel to share RIPE NCC's plans in the area of IoT with the Board and keep them informed of relevant developments on this topic.
Status 08/09/2016: IN PROGRESS

Action: EB354 / 07/07/2016 / AP
The RIPE NCC Board asked the RIPE NCC management to prepare a summary of findings and a matrix of issues that the RIPE NCC could focus on resulting from the RIPE NCC Survey 2016.
Status 08/09/2016: IN PROGRESS

Action: EB355/ 07/07/2016 / AP
RIPE NCC to increase resources for engagement and outreach and place additional focus on high-level Internet-related security issues. The Board asked Axel to record the strategic decisions taken by the Board at their recent strategy meeting that might require a restructure of the organisation in response to the evolved Internet landscape.
Status 08/09/2016: IN PROGRESS – The action item was slightly edited on request of the Board to better reflect the requested action.

Action: EB356/ 07/07/2016 / AP
The Board asked Axel to produce a document that identifies the working relationship RIPE NCC has with ISOC and areas of opportunity relating to our Platinum sponsorship.
Status 08/09/2016: IN PROGRESS

3. Report from the RIPE NCC

Nigel referenced the reports from the RIPE NCC as provided to the Board.

3.1.1 Treasury Statute Considerations 2016

After a review of the recommendations on changing the Treasury Statute, the Board agreed on the following:

The deposit limits held per bank will be increased to 49% (previously 35%)
The requirement to hold a minimum of 5% in current accounts was removed. This has been reduced to zero.
The restriction to solely hold current accounts in EUR was removed. Current accounts could also be held in USD and AED.

In addition, a clarification will be made on the USD current account that states that the USD current account can cover operational expenses for the coming 24 months.

Jochem reported that it is becoming more difficult to find government bonds that meet the Treasury Statute requirements and have a reasonable return. He also mentioned that the return on deposits is almost reduced to zero and may be negative in the near future. The Board asked for a proposal that investigates passive investment, for instance exchange traded funds (ETF) options that meet the requirements set for the Treasury Statute. The strategy to keep risk at a minimum is continued.

ACTION EB361/ 08/09/2016 / AP: The Board asked Axel to revise the Treasury Statute in line with the agreed points under 3.1.1 of EB#108. The Board agreed to approve the text changes via email on the Executive Board mailing list.

ACTION EB362 / 08/09/2016 / AP: The Board asked Axel for a proposal of investments that meet the criteria of the Treasury Statute to maximise possible return and simplify the set up.

3.1.2 Financial Outlook 2016-2018

The Board discussed the Financial Outlook 2016-2018 and took note of the fact that in the near future (2018/2019) the reserves will drop below total expenses (i.e. the Capital / Expense ratio will drop below 100%). The Board agreed that with the current fiscal ruling and the increase in expenses it will allow for the reserve level to drop below the level of 100% of expenses.

ACTION EB363 / 08/09/2016 / AP: The Board asked Axel to update the no growth scenario with the natural membership closures observed. The Board agreed to approve the scenario on the Executive Board mailing list.

3.2 Legal

3.2.1 LEA Requests

Jochem informed the Board that of the LEA requests received so far in 2016, the RIPE NCC was not obliged to comply with any of them.

No questions were raised.

3.2.2 Update on Court Cases involving RIPE NCC

Athina provided an update on the court cases currently ongoing in Russia. She reported that there are two ongoing cases regarding Intellectual Property violations that the RIPE NCC is not responsible for. Athina reported that she has engaged with another law firm and will determine whether the RIPE NCC will move forward with them in the process to resolve the cases.

No questions were raised.

3.3 Arbitration Cases

Athina reported that there are currently three ongoing cases in the arbitration process. She explained that the arbiter has informed the RIPE NCC that the parties have all decided to drop the cases. In accordance with the arbitration procedure she expects the arbiter to produce a report of the work carried out during the process prior to the cases being formally dropped.

3.4 Active Policy Proposals with Significant Impact on RIPE NCC Operations

The Board briefly discussed active proposals in the RIPE Policy Development Process (PDP). No questions were raised.

3.5 Services

3.5.1 New LIR Applications for Legacy Holders

The Board reviewed the process for LIR applications for legacy address space holders. During the discussions it was proposed that an amendment of the charging scheme.

Resolution EB#108-R-01:
The RIPE NCC Executive Board instructs the RIPE NCC to temporarily not process any new requests from Legacy Internet Resource Holders to become RIPE NCC members in their capacity as Legacy Internet Resource Holders or open LIR accounts in their capacity as Legacy Internet Resource Holders until the close of the upcoming RIPE NCC General Meeting in October 2016.

ACTION EB364 / 08/09/2016 /AP: The Board asked Axel to propose amendments to the RIPE NCC Charging Scheme 2016 and RIPE NCC Charging Scheme 2017 that would address this issue.

4. Good of the Internet

Action: EB 353/ 07/07/2016 / AP
Salam was asked to share the document outlining the structure and mechanisms to support the 'Good of the Internet' activity.
Status 08/09/2016: DONE

The Board discussed the general points in the procedural document outlining the process to request financial support for a project under the auspices of funding earmarked for the ‘Good of the Internet”.

After some clarification and discussion the Executive Board agreed up to a maximum of 100,000 EUR per project per year could be allocated to a particular project. They also confirmed that the total budget allocation for the Community Projects Fund is 250,000 EUR per year.

4.1 Rob Blokzijl Foundation

The Board discussed the Articles of Association of the Rob Blokzijl Foundation and agreed on some small changes.

The Board selected Nigel Titley as the appointed Executive Board member for the Rob Blokzijl Foundation. Hans-Petter Holen and Daniel Karrenberg were appointed as founding Board members of the Rob Blokzijl Foundation.

Action: EB357 / 07/07/2016 / AP
The Board asked Axel to incorporate changes identified by the Board in the proposal for the Rob Blokzijl Foundation and asked that these changes be made and sent by email for final approval.
Status 08/09/2016: IN PROGRESS

5. RIPE NCC General Meeting Preparations

5.1 Draft RIPE NCC Activity Plan and Budget 2017

The Board discussed the Draft RIPE NCC Activity Plan and Budget 2017. In general, the Board was very pleased with the document but felt that some additional points related to specific strategic direction resulting from the recent Board strategy retreat should be included in the strategic focus points section of the document.

No further points were raised. With the inclusion of the additions discussed, the RIPE NCC Executive Board approved the publication of the Draft RIPE NCC Activity Plan and Budget 2017.

Resolution EB#108-R-02:
The RIPE NCC Executive Board approves the publication of the Draft RIPE NCC Activity Plan and Budget 2017.

5.2 Draft Agenda RIPE NCC General Meeting October 2016

The Board reviewed the Draft Agenda for the upcoming RIPE NCC General Meeting October 2016. As an outcome of discussion under agenda 3.5.1 (New LIR Applications for Legacy Holders) the Board agreed that an additional agenda item be added to the agenda to incorporate a resolution relating to legacy address space holders.

ACTION EB365 / 08/09/2016 / AP: The Board asked Axel to insert an agenda item before point six that includes a resolution for the GM on the legacy space holders prior to agenda point 6 in the Draft Agenda RIPE NCC General Meeting October 2016.

No further points were raised.

5.3 RIPE NCC General Meeting Presentations

Nigel reviewed the email exchange with a member who questioned the charging scheme model used for RIPE NCC membership. After discussion the Board agreed to propose that a discussion on this issue take place at the upcoming General Meeting in October. Nigel mentioned that, in his correspondence, the member questioned how a member could bring forward a proposal for member consideration.

The Board agreed that a reminder of how to bring forward a proposal for membership to vote on should be disseminated to the RIPE NCC membership. Nigel agreed to draft an email requesting membership input on the charging scheme model and proposed to have a discussion on this topic at the upcoming RIPE NCC General Meeting in October.

ACTION EB366 / 08/09/2016 / AP: Nigel to draft an email to the RIPE NCC membership to consider the current charging scheme model and to discuss the topic at the upcoming General Meeting in October 2016.

5.4 Updated RIPE NCC Conflict Arbitration Procedure

The Board discussed the proposed updates to the RIPE NCC Arbitration Procedure. It was suggested that an addition should be made to the process that the selection of an arbiter could not reside in the same country of origin to avoid process capture within a single country. The Board advised that capture, in general, should be reviewed in the arbitration process.

After further discussion, it was suggested that there should be a more specific description of what an "unresponsive" arbiter is.

Athina recommended that any further change should be discussed with the Arbitration Panel before formal publication for the General Meeting. The Board agreed with this recommendation.

6. External Relations

6.1 ICANN / IANA

6.1.1 Selecting Staff Member for IANA Review Team

The Board agreed to appoint Andrew de la Haye as the RIPE NCC staff member for the IANA Review Team.

6.2 NRO / RIRs

There were no questions raised.

6.3 RIPE

Hans-Petter gave an update on the upcoming RIPE meeting in Madrid. He reported the Programme Committee has put in a lot of work to complete the programme for the plenary sessions of the meeting. He was also pleased to report that there will be a meeting tool introduced at this RIPE meeting. He also reviewed the plans for RIPE meetings in 2017 with Budapest and Dubai as the host cities for these meetings.

6.4 IETF

Christian reported that the RIPE NCC received formal recognition from the IETF for its contribution to IETF at the latest IETF meeting that took place in Berlin in July. He presented a plaque that was gifted in recognition of the contribution that RIPE NCC has made to the IETF.

No further points were raised.

7. AOB

Christian proposed that the Board consider training that could enhance Board cohesiveness and strategic decision-making. He reported that this is an activity that he has seen introduced in Board structures in other organisation where similar training exercises have been seen as positive. The Board agreed that this could be useful and asked Axel to provide some options for the Board to consider.

ACTION EB367 / 08/09/2016 / AP: The Board asked Axel to prepare options for training courses the Board could attend to enhance Board cohesiveness and strategic decision making.

The Chairman thanked the RIPE NCC and the Board members and closed the meeting at 16:50.

Outstanding Action Items:

Action: EB349 / 31/03/2016 / AP
The Board asked Axel to contact the Russian authorities and formally offer a solution to mirror the RIPE Database.

Status 07/07/2016: IN PROGRESS: Contacting is done, negotiations on-going. Paul reported on the progress regarding a mirror of the RIPE Database in Russia stating that the RIPE NCC was in discussions with the Russian Ministry of Telecommunications. He reported that the work was in progress to ensure that a RIPE NCC NRTM contract could be signed according to the contract specifications.
Status 08/09/2016: IN PROGRESS

The Board asked for a new structure of the agenda and related support material. This structure should contain sections on strategy and less focus on operational details. The Board asked for increased structure and integration of summaries of supporting documentation into the board meeting agenda.
Status 08/09/2016: IN PROGRESS

Salam reported that there is a procedure for vetting proposals brought forward for funding. She agreed to share the document with the Board.
Status 08/09/2016: IN PROGRESS

Action: EB 351/ 07/07/2016 / AP
Axel to share RIPE NCC's plans in the area of IoT with the Board and keep them informed of relevant developments on this topic.
Status 08/09/2016: IN PROGRESS

New Action Items:

Action: EB358 / 08/09/2016 / AP
The Board asked Axel to propose a new meeting format and re-structure the documentation and reference material for Executive Board meetings. The new meeting format and re-structure of documentation and reference material should be implemented by the next Board meeting.

Action: EB359 / 08/09/2016 / AP
The Board asked Axel to produce a document that outlines how the RIPE NCC handles fraudulent activity.

Action: EB360 / 08/09/2016 / AP
The Board tasked Axel to create a poll to select dates for upcoming Board meetings in 2017.

Action: EB361/ 08/09/2016 / AP
The Board asked Axel to revise the Treasury Statute in line with the agreed points under 3.1.1 of EB#108. The Board agreed to approve the text changes via email on the Executive Board mailing list.

Action: EB362 / 08/09/2016 / AP
The Board asked Axel for a proposal of investments that meet the criteria of the Treasury Statute to maximise possible return and simplify the set up.

Action: EB363 / 08/09/2016 / AP
The Board asked Axel to update the no growth scenario with the natural membership closures observed. The Board agreed to approve the scenario on the Executive Board mailing list.

Action: EB364 / 08/09/2016 / AP
The Board asked Axel to propose amendments to the RIPE NCC Charging Scheme 2016 and RIPE NCC Charging Scheme 2017 that would address this issue.

Action: EB365 / 08/09/2016 / AP
The Board asked Axel to insert an agenda item before point six that includes a resolution for the GM on the legacy space holders prior to agenda point 6 in the draft Agenda RIPE NCC General Meeting October 2016.

Action: EB366 / 08/09/2016 / AP
Nigel to draft an email to the RIPE NCC membership to consider the current charging scheme model and to discuss the topic at the upcoming General Meeting in October 2016.

Action: EB367 / 08/09/2016 / AP
The Board asked Axel to prepare options for training courses the Board could attend enhance Board cohesiveness and strategic decision-making.

Resolutions:

Resolution EB#108-R-02:
The RIPE NCC Executive Board approves the publication of the Draft RIPE NCC Activity Plan and Budget 2017.