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Minutes 130th RIPE NCC Executive Board Meeting

12 December 2019, 13:30-18:00 (UTC+1), RIPE NCC Offices, Amsterdam, The Netherlands
Author: Sabine Mader
Date: 2019/12/16
Status: Draft

Attendees:

  • Christian Kaufmann (CK), Chairman
  • Falk von Bornstaedt (FB), Member
  • Ondřej Filip (OF), Member
  • Remco van Mook (RM), Treasurer
  • Maria Häll (MH), Member
  • Piotr Strzyżewski (PS), Secretary
  • Salam Yamout (SY), Member
  • Gwen van Berne (GB), Chief Financial Officer, RIPE NCC
  • Kaveh Ranjbar (KR), Chief Information Officer, RIPE NCC
  • Felipe Victolla Silveira (FS), Chief Operations Officer, RIPE NCC
  • Hans Petter Holen (HH), RIPE Chair
  • Carolien Vos (CV), HR Director, RIPE NCC
  • Athina Fragkouli (AF), Chief Legal Officer, RIPE NCC
  • Sabine Mader (SM), Assistant to the Managing Directors, RIPE NCC

The Chairman opened the meeting at 13:30 (UTC+1).

1. Agenda / Comments

1.1 Apologies, New Agenda Points

1.2 Approval of Previous Meeting Minutes

Resolution EB#130-R-01:
The RIPE NCC Executive Board approves the minutes of EB#124, EB#125, EB#126, EB#127, EB#128, EB#129.

The RIPE NCC Executive Board unanimously approved the resolution.

1.3 Dates of Next Meetings

  • 26 March 2020, Amsterdam, Discussion 09:00-12:00, Board Meeting 13:00-17:00
  • 11+13 May 2020, informal meetings during RIPE 80, Berlin, 12:30-13:30
  • 16 June 2020, Amsterdam, Discussion 09:00-12:00, Board Meeting 13:00-17:00
  • September 2020, date TBD

2. Action Item Review, not covered by agenda

Action EB400 / 15/03/2019 / CV
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 progress: 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.
Status 12-12-2019: In progress: It was agreed that all Internet and industry related activities would be published in the biographies of RIPE NCC Executive Board members on the RIPE NCC website. The action item will be closed once all information is published.

Action EB411 / 12/12/2019 / RM, AF
To draft a document that defines and describes how members of the RIPE NCC Executive Board function, engage and work among themselves.

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 12-12-2019: In progress

Action EB402 / 15/03/2019 / HH, AF
Meeting Presenters Terms and Conditions: The Chairman (CK) proposed that the RIPE Chair (HH) will approach the RIPE Working Group Chairs 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 progress
RIPE NCC Legal to produce a new proposal for RIPE NCC Executive Board review in coordination with the RIPE Working Group Chairs collective and RIPE Programme Committee.
Status 12-12-2019: In progress

3. Report from the RIPE NCC 

3.1 Report from the Managing Directors/Management Team

Felipe Victolla Silveira, Gwen van Berne and Kaveh Ranjbar provided an extensive report that covered issues involving membership, people, stakeholders, innovation and internal processes. 

3.2 Report from the HR Director

3.2.1 Status Update Remuneration Project 

Action EB409 / 14/09/2019 / CV
To prepare a presentation on progress of the RIPE NCC Remuneration Project for next meeting in December 2019.
Status 12-12-2019: In progress

3.2.2 Cultural Change Initiative - Pulse Check #2 Results

The presentation of results was provided to the RIPE NCC Executive Board in a separate discussion session. 

3.2.3    Other HR Issues Relevant for EB

The RIPE NCC HR Director, Carolien Vos, provided an update on current HR activities, the progress of ongoing projects and planned projects for 2020.

3.3 Report from the CFO

The RIPE NCC Chief Financial Officer, Gwen van Berne, provided a financial update. 

3.3.1 Ongoing Audits

Gwen van Berne shared the results of an ongoing audit by the Dutch tax authorities which were discussed with the RIPE NCC Executive Board.

Resolution EB#130-R-02:
The RIPE NCC Executive Board agreed to make the necessary provisions for the 2019 books regarding a tax audit in progress. 

3.3.2 Quarterly Integrated Risk Management Dashboard

Gwen van Berne provided a report on risks and KPIs. The RIPE NCC Executive Board discussed options for a risk governance model and concluded that a Risk Committee would not be suitable.

Instead, the RIPE NCC Executive Board agreed to link top level risks to individual board members.

In case there is a high risk to be reported by the RIPE NCC, the CFO should inform the Secretary and the Chairman. And in return, the RIPE NCC Executive Board should report high risks to the RIPE NCC Management Team if such issues arise.

4. RIPE NCC Corporate Governance

4.1 Procedural Documents

4.1.1    Amendments to the RIPE Atlas Service Terms & Conditions

Resolution EB#130-R-03:
The RIPE NCC Executive Board approves the proposed amendments to the RIPE Atlas Service Terms and Conditions.
The RIPE NCC Executive Board unanimously approved the resolution.

4.1.2 Entities without legal personality - Amendments to the RIPE NCC procedural document “Due Diligence for the Quality of the RIPE NCC Registration Data”

Action EB410 / 14/09/2019 / AF
To proactively approach signees of the SSA that are neither natural nor legal persons and update their SSAs in line with the due diligence requirements as outlined in the procedural document Due Diligence for the Quality of the RIPE NCC Registration Data. 

Resolution EB#130-R-04:
The RIPE NCC Executive Board approves the proposed amendments to the RIPE NCC procedural document “Due Diligence for the Quality of the RIPE NCC Registration Data.
The RIPE NCC Executive Board unanimously approved the resolution.

4.2 Making NRTM a public service

Resolution EB#130-R-05:
The RIPE NCC Executive Board resolves to make the NRTM Service public.
The RIPE NCC Executive Board unanimously approved the resolution.

5. Review RIPE NCC General Meeting October 2019

5.1. Feedback from RIPE 79 Rotterdam

RIPE 79 in Rotterdam was a very successful meeting. For the first time there was a community plenary which was well received.

6. RIPE NCC Activity Plan and Budget 2020

6.1 Approval of RIPE NCC Activity Plan and Budget 2020

Resolution EB#130-R-06:
The RIPE NCC Executive Board approves the RIPE NCC Activity Plan and Budget 2020.
The RIPE NCC Executive Board unanimously approved the resolution.

7. RIPE

The RIPE Chair, Hans Petter Holen, provided a report on the RIPE Chair Selection Process. The work of the Nominating Committee (NomCom) is progressing well. The RIPE Database Requirements Task Force is continuing to work on their list of recommendations and planning for transparent communication on planned actions. Potential RIPE Meeting venues are being investigated for future meetings. An impact analysis for the Code of Conduct is ongoing.

8. AOB

8.1 Travel RIPE NCC Executive Board and RIPE NCC Staff

Members of the RIPE NCC Executive Board agreed in September 2019 that they would liaise among each other about conference attendance outside agreed upon long-term planning. The RIPE NCC Executive Board discussed how it can moderate future planning of board representation at RIR meetings, industry conferences and RIPE NCC organised events.

The Chair adjourned the meeting at 18:00 (UTC+1).

Resolutions: 

Resolution EB#130-R-01:
The RIPE NCC Executive Board approves the minutes of EB#124, EB#125, EB#126, EB#127, EB#128, EB#129. 

Resolution EB#130-R-02:
The RIPE NCC Executive Board agreed to make the necessary provisions for the 2019 books regarding a tax audit in progress. 

Resolution EB#130-R-03:
The RIPE NCC Executive Board approves the proposed amendments to the RIPE Atlas Service Terms and Conditions. 

Resolution EB#130-R-04:
The RIPE NCC Executive Board approves the proposed amendments to the RIPE NCC procedural document “Due Diligence for the Quality of the RIPE NCC Registration Data.

Resolution EB#130-R-05:
The RIPE NCC Executive Board resolves to make the NRTM Service public.

Resolution EB#130-R-06:
The RIPE NCC Executive Board approves the RIPE NCC Activity Plan and Budget 2020.

Action Items:

- In Progress:

Action EB400 / 15/03/2019 / CV
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 progress: 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.
Status 12-12-2019: In progress: It was agreed that all Internet and industry related activities would be published in the biographies of RIPE NCC Executive Board members on the RIPE NCC website. The action item will be closed once all information is published.

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 12-12-2019: In progress

Action EB402 / 15/03/2019 / HH, AF
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 progress
RIPE NCC Legal to produce a new proposal for RIPE NCC Executive Board review in coordination with the Working Group collective and RIPE Programme Committee.
Status 12-12-2019: In progress

Action EB409 / 14/09/2019 / CV
To prepare a presentation on progress of the RIPE NCC Remuneration Project for next meeting in December 2019.
Status 12-12-2019: In progress

- Closed Action Items

Action EB410 / 14/09/2019 / AF
To proactively approach signees of the SSA that are neither natural nor legal persons and update their SSAs in line with the due diligence requirements as outlined in the procedural document Due Diligence for the Quality of the RIPE NCC Registration Data.

- New Action Items

Action EB411 / 12/12/2019 / RM, AF
To draft a document that defines and describes how members of the RIPE NCC Executive Board function, engage and work among themselves.