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Minutes 120th RIPE NCC Executive Board Meeting

13 December 2018, 1300-1700 (UTC+1), Amsterdam, RIPE NCC Offices
Author: Sabine Mader
Date: 2018/12/27
Status: Draft

 

Attendees:

  • Falk von Bornstaedt (FB), Member
  • Maria Häll (MH), Member
  • Christian Kaufmann (CK), Chairman
  • Piotr Strzyżewski (PS), Member
  • Nigel Titley (NT), Secretary
  • Remco van Mook (RM), Treasurer
  • Gwen van Berne (GB), Chief Financial Officer, RIPE NCC
  • Athina Fragkouli (AF), Head of Legal, RIPE NCC
  • Hans Petter Holen (HH), RIPE Chair
  • Sabine Mader (SM), Assistant to the Managing Director, RIPE NCC
  • Axel Pawlik (AP), Managing Director, RIPE NCC

Apologies:

  • Salam Yamout (SY), ICANN Liaison

 

1. Agenda / Comments

1.1 Apologies, New Agenda Points

1.2 Approval of Previous Minutes, EB#118 and EB#119

Resolution EB#120-R-01:
The RIPE NCC Executive Board approves the minutes of EB#118 and EB#119.

1.3 Dates of Next Meetings

  • 15 March 2019, 09:00 Board Briefings, 13:00-17:00 Board Meeting
  • 20 June 2019, Stockholm, Sweden, reserved for strategy workshop
  • 21 June 2019, Stockholm, Sweden, 13:00-17:00 Board Meeting
  • September 2019: during APNIC meeting Thailand, 5-12 September 2019, date tbc.
    09:00 Board Briefings,13:00-17:00 Board Meeting

 

2. Action Item Review, not covered by agenda

2.1 Done

Action EB394 / 07/09/2018/ AP:
RIPE NCC to launch discussion on payment and billing options on the RIPE NCC members mailing list before the upcoming RIPE Meeting to enable informed discussion at the RIPE NCC Services Working Group.

Action EB396 / 07/09/2018/ AP:
The RIPE NCC Legal Counsel will provide a list of articles that should be put forward at the RIPE NCC General Meeting in October 2018. The RIPE NCC Executive Board will review the proposed changes on their board mailing list by Monday, 17 September 2018.

2.2 In Progress

Action EB395 / 07/09/2018/ AP:
RIPE NCC to establish a formal conflict of interest procedure.

See agenda item 4.7

 

3. Report from the RIPE NCC

3.1 Report from the Managing Director

Axel Pawlik referred to his report he had provided to the RIPE NCC Executive Board in preparation of the RIPE NCC Executive Board meeting.

3.1.1   Status Report & Outlook Restructuring

Axel provided a summary of his report he had sent to the RIPE NCC Executive Board prior to the meeting. His report included the activities, internal communications, strategic workshops and staff development trainings carried out in 2018 as well as planned activities and timelines for 2019.

3.1.2   Current Arbitration Cases

The Head of Legal, Athina Fragkouli, provided a report on current arbitration cases.

Action EB397 / 13/12/2018 / AP:
RIPE NCC to ensure that biographies of all current arbiters are published on the RIPE NCC website.

3.2 Report from the HR Director

The HR Director, Ingrid Veling, provided a verbal report in a separate briefing session in the morning.

3.3 Report from the CFO

3.3.1 RIPE NCC Integrated Risk Management Project

The RIPE NCC Chief Financial Officer, Gwen van Berne, presented the current status of the RIPE NCC Integrated Risk Management Project that was initiated mid 2018.

The RIPE NCC Executive Board acknowledged the usefulness of having an integrated risk management framework and was pleased with the results achieved. RIPE NCC Management will prepare documentation with more details for the next RIPE NCC Executive Board meeting in March 2019.

Action EB398 / 13/12/2018 / AP:
The RIPE NCC Executive Board requested additional regular reporting on the Integrated Risk Management Project from RIPE NCC Management via the CEO’s monthly board report.

3.3.2 Yearly Billing

Gwen van Berne presented an analysis of the current billing procedure.

The quarterly payment option is complicating member service regarding mergers and transfer requests.

The RIPE NCC Executive Board supports the proposed way forward and instructs the RIPE NCC Management to implement a more effective and efficient billing process. 

Resolution EB#120-R-02:
The RIPE NCC Executive Board supports the implementation of an enhanced billing cycle and instructs the RIPE NCC Management to implement a yearly billing process, including payment options for members with cash flow limitations.

Action EB399 / 13/12/2018 / AP:
The RIPE NCC Executive Board requested additional regular reporting on the number of complaints about billing from RIPE NCC Management via the CEO’s monthly board report.

3.3.3 Russian VAT

Gwen van Berne asked for support to approach the Russian Ministry of Finance regarding the interpretation of Federal Law No 335-FZ (VAT on e-services).

The RIPE NCC will prepare a White Paper to document its tax position, the paper will be shared with the RIPE NCC Executive Board.

 

4. RIPE NCC Corporate Governance

4.1 Terms & Conditions for Monitoring Infrastructure Domains in DNSMON

Resolution EB#120-R-03:
The RIPE NCC Executive Board approves the  RIPE NCC document "Terms & Conditions for Monitoring Infrastructure Domains in DNSMON".

The RIPE NCC Executive Board unanimously approved the resolution.

4.2 RIPE ATLAS Service Terms & Conditions 

Resolution EB#120-R-04:
The RIPE NCC Executive Board approves the  RIPE NCC document “RIPE ATLAS Service Terms & Conditions”.

The RIPE NCC Executive Board unanimously approved the resolution. 

4.3 RIPE Fellowship Terms & Conditions

Resolution EB#120-R-05:
The RIPE NCC Executive Board approves the  RIPE NCC document "RIPE Fellowship Terms & Conditions".

The RIPE NCC Executive Board unanimously approved the resolution. 

4.4 RACI Terms & Conditions

Resolution EB#120-R-06:
The RIPE NCC Executive Board approves the RIPE NCC document "RACI Terms & Conditions".

The RIPE NCC Executive Board unanimously approved the resolution.

4.5 Update to the RIPE Meeting Registration Terms & Conditions

Resolution EB#120-R-07:
The RIPE NCC Executive Board approves the amendments to the RIPE NCC document "RIPE Meeting Registration Terms & Conditions".

The RIPE NCC Executive Board unanimously approved the resolution.

4.6 Update to the RIPE NCC Standard Service Agreement (SSA)

Resolution EB#120-R-08:
The RIPE NCC Executive Board approves the proposed amendments to the RIPE NCC document "RIPE NCC Standard Service Agreement" for presentation and approval at the next RIPE NCC General Meeting.

The RIPE NCC Executive Board unanimously approved the resolution.

4.7 Conflict of Interest Policy

Action EB395 / 07/09/2018/ AP:
RIPE NCC to establish a formal conflict of interest procedure.

The RIPE NCC Executive Board noted that the presented document only addressed the RIPE NCC Management Team and the RIPE NCC Executive Board.

Action EB400 / 13/12/2018 / AP:
Conflict of Interest Policy: RIPE NCC to evaluate in how far potential conflict of interest policy issues are covered by current employment or consultancy contracts.

4.8 Regular Abuse-c Validation Implementation Options

After discussion the RIPE NCC Executive Board referred the proposed implementation options back to RIPE NCC Management for further investigation of alternative implementation.

4.9 Discussion whether to disallow Members from re-opening after being closed due to Fraud

The RIPE NCC Executive Board discussed and advised the RIPE NCC to amend the RIPE NCC Trust Model accordingly.

 

5. Review RIPE NCC General Meeting October 2018 (1445-1500)

5.1 Feedback from RIPE 77 Amsterdam

The RIPE NCC Executive Board briefly commented on feedback received after the RIPE Meeting in October 2018.

 

6. RIPE NCC Activity Plan and Budget 2019 (1500-1545)

6.1 Overview of Amendments since last Executive Board Meeting

The RIPE NCC Executive Board reviewed and briefly discussed the amendments to the RIPE NCC Activity Plan and Budget 2019.

6.2 Approval of RIPE NCC Activity Plan and Budget 2019

Resolution EB#120-R-09:
The RIPE NCC Executive Board approves the RIPE NCC Activity Plan and Budget 2019 including an additional 300k EUR for restructuring of the organisation.

The RIPE NCC Executive Board unanimously approved the resolution.

 

7. RIPE

The RIPE Chairman, Hans Petter Holen, reported that he was asked to consider funding options for working group chairs and asked the RIPE NCC Executive Board for guidance, before opening discussion on the working group mailing list.

Proposed options include waiving of meeting fees and funding for minimum travel requirements.

After discussion, the RIPE NCC Executive Board was positive about the idea.

Action EB401 / 13/12/2018 / HH:
Funding for RIPE Working Group Chairs: The RIPE Chair will bring forward a draft procedure, with very clear terms and conditions for applications, for RIPE NCC Executive Board review. Afterwards HH will present a draft procedure to the RIPE Working Group Chairs mailing list for discussion.

 

8. AOB

Falk von Bornstaedt (FB) requested a review of the terms and conditions of the liability insurance for RIPE NCC Executive Board members with a view of extension to world wide coverage. 

 

9. Meeting with RIPE NCC Works Council

The RIPE NCC Works Council members explained their roles and activities and exchanged views with the RIPE NCC Executive Board about the planned restructuring of the RIPE NCC. As required by law, the RIPE NCC Works Council will provide their formal advice to the RIPE NCC Management. The document will also be shared with the RIPE NCC Executive Board.

The RIPE NCC Executive Board will create an agenda item for further discussion with the RIPE NCC Works Council in the next board meetings in March and September 2019.

The meeting was adjourned at 16:55 (UTC+1).

 

10. Executive Session

No minutes were taken in the Executive Session.

 

Resolutions

Resolution EB#120-R-01:
The RIPE NCC Executive Board approves the minutes of EB#118 and EB#119.

Resolution EB#120-R-02:
The RIPE NCC Executive Board supports the implementation of an enhanced billing cycle and instructs the RIPE NCC Management to implement a yearly billing process, including payment options for members with cash flow limitations.

Resolution EB#120-R-03:
The RIPE NCC Executive Board approves the RIPE NCC document "Terms & Conditions for Monitoring Infrastructure Domains in DNSMON.

Resolution EB#120-R-04:
The RIPE NCC Executive Board approves the RIPE NCC document “RIPE ATLAS Service Terms & Conditions.

Resolution EB#120-R-05:
The RIPE NCC Executive Board approves the RIPE NCC document "RIPE Fellowship Terms & Conditions.

Resolution EB#120-R-06: The RIPE NCC Executive Board approves the RIPE NCC document "RACI Terms & Conditions.

Resolution EB#120-R-07:
The RIPE NCC Executive Board approves the amendments to the RIPE NCC document "RIPE Meeting Registration  Terms & Conditions".

Resolution EB#120-R-08:
The RIPE NCC Executive Board approves the proposed amendments to the RIPE NCC document "RIPE NCC  Standard Service Agreement" for presentation and approval at the next RIPE NCC General Meeting.

Resolution EB#120-R-09:
The RIPE NCC Executive Board approves the RIPE NCC Activity Plan and Budget 2019 including an additional 300k EUR for restructuring of the organisation.

 

Action Items

Action EB397 / 13/12/2018 / AP:
The RIPE NCC Executive Board requested additional regular reporting on the Integrated Risk Management Project from RIPE NCC Management via the CEO’s monthly board report.

Action EB398 / 13/12/2018 / AP:
RIPE NCC to ensure that biographies of all current arbiters are published on the RIPE NCC website.

Action EB399 / 13/12/2018 / AP:
The RIPE NCC Executive Board requested additional regular reporting on the number of complaints about billing from RIPE NCC Management via the CEO’s monthly board report.

Action EB400 / 13/12/2018 / AP:
RIPE NCC to evaluate in how far potential conflict of interest policy issues are covered by current employment or consultancy contracts.

Action EB401 / 13/12/2018 / HH:
Funding for RIPE Working Group Chairs: The RIPE Chair will bring forward a draft procedure, with very clear terms and conditions for applications, for RIPE NCC Executive Board review. Afterwards HH will present a draft procedure to the RIPE Working Group Chairs mailing list for discussion.