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Minutes 123rd RIPE NCC Executive Board Meeting

21 June 2019, 13:00-17:00 (UTC+2), Stockholm, Sweden, SUNET Offices
Author: Sabine Mader
Date: 2019/06/25
Status: Final


Attendees:

  • Falk von Bornstaedt (FB), Member
  • Ondřej Filip (OF), Member
  • Maria Häll (MH), Member
  • Christian Kaufmann (CK), Chairman
  • Remco van Mook (RM), Treasurer
  • Nigel Titley (NT), Leaving Member
  • Piotr Strzyżewski (PS), Secretary
  • Salam Yamout (SY), Member

  • 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
  • Carolien Vos (CV), HR Director, RIPE NCC

 

1. Agenda / Comments

1.1 Apologies, New Agenda Points

1.2 Approval of Previous Minutes, EB#121 and EB#122

Resolution EB#123-R-01:

The RIPE NCC Executive Board approves the minutes of EB#121 and EB#122.

The RIPE NCC Executive Board unanimously approved the resolution.

1.3 Dates of Next Meetings

  • 13 September 2019, Chiang Mai, Thailand, Joint meeting RIPE NCC Board & APNIC Executive Council, 09:00-12:00
  • 14 September 2019, Chiang Mai, RIPE NCC Executive Board meeting 09:00-12:00, Discussion 13:00-14:30
  • 12 December 2019, Amsterdam, RIPE NCC Offices, Discussion 09:00-12:00, RIPE NCC Executive Board Meeting 13:00-17:00
  • 26 March 2020, Amsterdam, Discussion 09:00-12:00, Board Meeting 13:00-17:00

2. Action Item Review (not covered by agenda)

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. Status 15-03-2019: The action items remains open until the next CEO’s monthly board report.
Status 21-06-2019: CLOSED

Action EB400 / 15/03/2019 / AP
The action item was specified and rephrased as follows: RIPE NCC to provide a draft conflict of interest policy to the RIPE NCC Executive Board that applies to RIPE NCC staff and RIPE NCC Executive Board members and which is transparent for RIPE NCC members and meets legal requirements for disclosure.
Status 21-06-2019: IN PROG – In order to support the production of a policy, the RIPE NCC will invite the RIPE NCC Executive Board members to state possible interest in other industry organisations; a similar staff survey will be done and the results shared with the RIPE NCC Executive Board for review.

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.
Status 21-06-2019: IN PROG.

Action EB402 / 15/03/2019 / HH
Meeting Presenters Terms and Conditions: The Chairman (CK) proposed that the RIPE Chair (HH) will approach the working group collective for input and will present a summary for informed discussion at the next RIPE NCC Executive Board meeting in June 2019.
Status 21-06-2019: IN PROG. RIPE NCC Legal to produce a new proposal for RIPE NCC Executive Board review and approach of the Working Group collective and the RIPE Programme Committee.

3. Report from the RIPE NCC

3.1 Report from the Managing Director

Axel Pawlik referred to the RIPE NCC Report he had provided to the RIPE NCC Executive Board in a separate discussion session on 21 June 2019.

Further, he provided an update from a meeting with European Commission (EC) and Europol representatives in Brussels in response to concerns about inclusivity of the RIPE Policy Development Process (PDP). Following this, the discussions at the RIPE BoF on the topic in Reykjavik were received well by the concerned parties.

The RIPE NCC Executive Board noted that it has established a process for coordinated responses to questions raised on the members-discuss mailing list.

3.2 Report from the HR Director

The new RIPE NCC HR Director, Carolien Vos, provided an update on the activities of the HR team and the HR strategy for 2019/2020.

3.3 Report from the CFO

Gwen van Berne provided an update on operational issues in the Finance Department.

4. Review RIPE NCC General Meeting May 2019

4.1 Facilitation Board Elections

The RIPE NCC Executive Board voiced concern about the repeated technical problems experienced with remote elections. The RIPE NCC Executive Board tasked the RIPE NCC to supply a postmortem document, including cause, timeline and remedies, and back-up plans. 

Action EB404 / 21/06/2019 / AP
Remote elections at RIPE NCC General Meetings: To supply a postmortem document, including cause, timeline and remedies, back-up plans.

4.2 Candidates for Board Elections Issue as brought forward by Job Snijders

The RIPE NCC Executive Board advised to establish one method of listing candidates and then to maintain it consistently.

4.3 Paper ballots

Hans Petter Holen raised an apparent lack of understanding among the members about the use of paper ballots at RIPE NCC General Meetings. The RIPE NCC Executive Board agreed to re-evaluate the option of offering paper ballots at RIPE NCC General Meetings.

Action EB405 / 21/06/2019 / AP
To review & improve the RIPE NCC General Meeting presentation on voting.

5. Integrated Risk Management Program

The RIPE NCC Executive Board amended some of the defined risk categories and resolved that an overall low risk appetite is appropriate for the RIPE NCC.

The RIPE NCC Executive Board agreed to review high-risk items at the next RIPE NCC Executive Board meeting on 14 September 2019.

6. RIPE NCC Corporate Governance

6.1 Legal & Corporate Documents

6.1.1 RIPE NCC LIR Account Agreement

Resolution EB#123-R-02:
The RIPE NCC Executive Board approves the amendments to the RIPE NCC LIR Account Agreement.

The RIPE NCC Executive Board unanimously approved the resolution.

6.1.2 Amendments to the RIPE NCC Services for Legacy Internet Resources

Resolution EB#123-R-03:
The RIPE NCC Executive Board approves the amendments to the RIPE NCC Services for Legacy Internet Resources Agreement (Legacy Agreement)

The RIPE NCC Executive Board unanimously approved the resolution.

6.1.3 Proposed Procedure of Appointing and Dismissing Arbiters from the Arbiters Panel

Action EB403 / 15/03/2019 / AP
RIPE NCC to review the process of filling the Arbiters Panel
Status 21-06-2019: CLOSED

The RIPE NCC Executive Board decided not to change the process of populating the Arbiters Panel at this time. It agreed that it will seek discussions with the membership regarding arbitration.

6.1.4 RIPEstat Service Terms & Conditions

Resolution EB#123-R-04: The RIPE NCC Executive Board approves the document ‘RIPEstat Service Terms and Conditions’.

The RIPE NCC Executive Board unanimously approved the resolution.

6.2 RIPE NCC Treasury Update

6.2.1 RIPE NCC Treasury Report Q1/2019
6.2.2 Treasury Statute

Resolution EB#123-R-05:
The RIPE NCC Executive Board reviewed the RIPE NCC Treasury Statute, according to the agreed yearly review cycle, and resolved that the Treasury Statute remains unchanged.

The RIPE NCC Executive Board unanimously approved the resolution.

7. Direction 2020

7.1 Planned Activities and Budget 2020 - Verbal update by Axel Pawlik and discussion

Axel Pawlik referred to the planning options regarding RIPE NCC activities until 2020 that were presented by his management team in a separate discussion session with the RIPE NCC Executive Board on 21 June 2019.

7.2 Review KSK Signing Activities and Planning 2020

The RIPE NCC Executive Board instructed the RIPE NCC to continue travel support for Dmitry Burkov for 2019, but not beyond, as ICANN provides funding for travel to Root KSK Ceremonies.

Action EB406 / 21/06/2019 / AP
KSK Activity travel support until end of 2019, not beyond. Axel Pawlik to communicate this to Dmitry Burkov.

7.3 Review outcomes of Strategy Retreat 20 June, Guidance

The RIPE NCC Executive Board reviewed the outcome of the strategy session on 20 June 2019. The RIPE NCC Executive Board requested that the RIPE NCC produce a text version of the 2018 strategic document presented on, to be used as the basis for the 2020 strategy and Draft RIPE NCC Activity Plan and Budget 2020.

8. RIPE NCC Executive Board Functions

The RIPE NCC Executive Board agreed on the functions of board members as required by the RIPE NCC Articles of Association (AoA), as follows:

Chairman: Christian Kaufmann
Treasurer: Remco van Mook
Secretary: Piotr Strzyżewski

9. RIPE

The RIPE Chair, Hans Petter Holen, reported on the current status of the draft RIPE Chair selection procedure which is reaching the end of the comment phase. The draft document calls for the RIPE NCC Executive Board to appoint the Nomination Committee (NomCom) chair and to confirm the selections made by the NomCom.

After discussion the RIPE NCC Executive Board noted its willingness to take on that role. Once the RIPE Chair selection procedure will be adopted by the community, the RIPE NCC Executive Board will pass a formal resolution to accept their role in the process.

Hans Petter reported that a list of action items was created from RIPE task force meetings. Further, he reported his plans to propose a change of the RIPE Meeting program scheme.

10. AOB

10.1 Transfers and the consistency of RIPE NCC to request information.

Action EB407 / 21/06/2019 / AP
The RIPE NCC Executive Board requested that an overview of long-term tickets for transfers and related process improvements be provided.

10.2 Insurance

Action EB408 / 21/06/2019 / AP
To provide information in travel and liability insurance cover.

The Chairman adjourned the meeting at 17:00 (UTC+2).

Resolutions

Resolution EB#123-R-01:
The RIPE NCC Executive Board approves the minutes of EB#121 and EB#122.

Resolution EB#123-R-02:
The RIPE NCC Executive Board approves the amendments to the RIPE NCC LIR Account Agreement.

Resolution EB#123-R-03:
The RIPE NCC Executive Board approves the amendments to the RIPE NCC Services for Legacy Internet Resources Agreement (Legacy Agreement).

Resolution EB#123-R-04:
The RIPE NCC Executive Board approves the document ‘RIPEstat Service Terms and Conditions’.

Resolution EB#123-R-05:
The RIPE NCC Executive Board reviewed the RIPE NCC Treasury Statute, according to the agreed yearly review cycle, and resolved that the Treasury Statute remains unchanged.

Action Items:

- In Progress:

Action EB400 / 15/03/2019 / AP
The action item was specified and rephrased as follows: RIPE NCC to provide a draft conflict of interest policy to the RIPE NCC Executive Board that applies to RIPE NCC staff and RIPE NCC Executive Board members and which is transparent for RIPE NCC members and meets legal requirements for disclosure.
Status 21-06-2019: IN PROG – In order to support the production of a policy, the RIPE NCC will invite the RIPE NCC Executive Board members to state possible interest in other industry organisations; a similar staff survey will be done and the results shared with the RIPE NCC Executive Board for review.

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.
Status 21-06-2019: IN PROG.

Action EB402 / 15/03/2019 / HH
Meeting Presenters Terms and Conditions: The Chairman (CK) proposed that the RIPE Chair (HH) will approach the working group collective for input and will present a summary for informed discussion at the next RIPE NCC Executive Board meeting in June 2019.
Status 21-06-2019: IN PROG. RIPE NCC Legal to produce a new proposal for RIPE NCC Executive Board review and approach of the Working Group collective and RIPE Programme Committee.

- Closed Action Items

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. Status 15-03-2019: The action items remains open until the next CEO’s monthly board report.
Status 21-06-2019: CLOSED

Action EB403 / 15/03/2019 / AP
RIPE NCC to review the process of filling the Arbiters Panel
Status 21-06-2019: CLOSED

- New Action Items

Action EB404 / 21/06/2019 / AP
Remote elections at RIPE NCC General Meetings: To supply a postmortem document, including cause, timeline and remedies, back-up plans.

Action EB405 / 21/06/2019 / AP
To review and improve the RIPE NCC General Meeting presentation on voting.

Action EB406 / 21/06/2019 / AP
KSK Activity travel support until end of 2019, not beyond. Axel Pawlik to communicate this to Dmitry Burkov.

Action EB407 / 21/06/2019 / AP
The RIPE NCC Executive Board requested that an overview of long-term tickets for transfers and related process improvements be provided.

Action EB408 / 21/06/2019 / AP
To provide information in travel and liability insurance cover.