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Minutes 132nd Executive Board Meeting

26 March 2020, 13:45-18:00 (UTC+1), via teleconference
Author: Sabine Mader
Date: 2020/04/07
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), Managing Director, RIPE NCC
  • Fergal Cunningham (FC), Acting Chief Communications Officer, RIPE NCC
  • Athina Fragkouli (AF), Chief Legal Officer, RIPE NCC
  • Hans Petter Holen (HH), RIPE Chair
  • Sabine Mader (SM), Assistant to the Managing Directors, RIPE NCC
  • Kaveh Ranjbar (KR), Managing Director, RIPE NCC
  • Felipe Victolla Silveira (FS), Managing Director, RIPE NCC
  • Carolien Vos (CV), Human Resources Director, RIPE NCC

The Chairman opened the meeting at 13:45 (UTC+1).

1. Agenda Setting

1.1 Apologies, New Agenda Points

Piotr Strzyżewski participated from 14:30 until the end of the meeting.

1.2 Approval Minutes of Previous Meeting, EB#130 and EB#131.

Resolution EB#132-R-01:
The RIPE NCC Executive Board approves the minutes of EB#130 and EB#131.

The RIPE NCC Executive Board unanimously adopted the resolution.

1.3 Dates of Next Meetings

  • 7 April 2020, 13:00-17:00, via videoconference.
  • 11 May 2020, 09:00-12:00, time TBC, informal preparation meeting before RIPE 80.
  • 15+16 June 2020, Amsterdam, Discussion time TBC, Board Meeting time TBC.
  • August 2020, date+time TBD.
  • 27 September 2020, informal preparation meeting, Milan, 15:00-18:00.
  • 28+30 September 2020, informal meetings during RIPE 81, Milan, 12:30-13:30.
  • 10 December 2020, tentative, date TBC.

 

2. Action Item Review, not covered by agenda

2.1 Done

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.
Status 26-03-2020: Closed.

2.2 In Progress

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.
Status 26-03-2020: In progress: Athina and Remco will continue working on a document.

3. Report from the RIPE NCC

3.1 Report from the Management Team

Kaveh Ranjbar provided a presentation on behalf of the RIPE NCC Management Team (Felipe Victolla Silveira, Gwen van Berne and Kaveh Ranjbar). The key messages covered updates on membership, people, stakeholders, innovation and internal processes.

3.2 Report from the CFO

Gwen van Berne provided a financial update including background information
for decisions by the RIPE NCC Executive Board under agenda items 3.2.1 and 3.2.3.

3.2.1 Extending the payment timeframe for 2020 invoices for existing members

Due to the lockdown as a result of COVID-19, several members reported difficulties
in paying their invoice. The RIPE NCC will accommodate members by extending the payment timeframe for three months. The payment due date will be set to 1 July 2020.

Resolution EB#132-R-02:
The RIPE NCC Executive Board resolves to extend the payment timeframe for 2020 invoices for existing members for three months.

The RIPE NCC Executive Board unanimously adopted the resolution.

3.2.2 Quarterly Integrated Risk Management Dashboard (IRM)

Gwen van Berne provided the report on risks and KPIs for Q4-2019. The new format combines quarterly finance reporting with the quarterly IRM Dashboard.

3.2.3 Sanctions

The RIPE NCC identified three members it believes are on the EU sanctions list.

Resolution EB#132-R-03:
The RIPE NCC Executive Board resolves that RIPE NCC has to explore all options for getting global exemptions for its operation from sanctions and also validate its interpretation of status of IP Address registration with relevant international authorities.

The RIPE NCC Executive Board unanimously adopted the resolution.

3.3. Report from the HR Director

3.3.1 Social Report
3.3.2 OCI Results
3.3.3 Status 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 26-03-2020: Closed.

The RIPE NCC HR Director, Carolien Vos, provided a presentation with a comprehensive update on Social Report, OCI Results and the status of the Remuneration Project.


4. RIPE NCC Corporate Governance

4.1 Draft RIPE NCC Annual Report 2019

The RIPE NCC Executive Board reviewed the Draft Annual Report and asked the RIPE NCC Management to incorporate a few amendments.

Resolution EB#132-R-04:
The RIPE NCC Executive Board approves the RIPE NCC Annual Report 2019.

The RIPE NCC Executive Board unanimously adopted the resolution.

4.2 Draft RIPE NCC Financial Report 2019

Resolution EB#132-R-05:
The RIPE NCC Executive Board approves the submission of the RIPE NCC Financial Report 2019 to the RIPE NCC General Meeting for its consideration.

The RIPE NCC Executive Board unanimously adopted the resolution.

4.3 Procedural Documents Issued by Legal

4.3.1 Certified Professionals Terms & Conditions

The RIPE NCC Executive Board confirms the decision, taken on the board mailing list, to approve the Certified Professionals Terms & Conditions.

Resolution EB#132-R-06:
The RIPE NCC Executive Board approves the document ‘Certified Professionals Terms & Conditions’.

5. Novel Coronavirus (COVID-19)

5.1 COVID-19 Mitigation Efforts

Fergal Cunningham, Acting Chief Communications Officer, provided the RIPE NCC Executive Board with an update on external and internal action taken by the RIPE NCC on mitigation of COVID-19.

6. Preparation RIPE NCC General Meeting May 2020

6.1 Draft Agenda RIPE NCC General Meeting

Resolution EB#132-R-07:
The RIPE NCC Executive Board approves the publication of the draft agenda for the RIPE NCC General Meeting in May 2020.

6.2 RIPE NCC Charging Scheme 2021

Resolution EB#132-R-08:
The RIPE NCC Executive Board approves the Draft RIPE NCC Charging Scheme 2021 and tasks the RIPE NCC Management to prepare the document for the RIPE NCC General Meeting in May 2020.

7. RIPE

7.1 Update from RIPE Chair

Hans Petter Holen reported from a videoconference with the working group chairs. The working group chair collective agreed on a new format in their work process.

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 26-03-2020: 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 26-03-2020: In progress

7.2 RIPE Chair Transition

Hans Petter Holen noted that having both roles as RIPE Chair and RIPE NCC Managing Director (as of 1 May 2020) will create a conflict. Hans Petter confirmed that he will step down as RIPE Chair by 30 April 2020. He is willing to serve as interim RIPE Chair until the new RIPE Chair and Vice-Chair have been selected.

8. AOB

8.1 The agenda item ‘travel guidelines for the RIPE Nomination Committee’
was postponed until the next meeting.

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

Resolutions:

Resolution EB#132-R-01:
The RIPE NCC Executive Board approves the minutes of EB#130 and EB#131.

Resolution EB#132-R-02:
The RIPE NCC Executive Board resolves to extend the payment timeframe for 2020 invoices for existing members for three months.

Resolution EB#132-R-03:
The RIPE NCC Executive Board resolves that RIPE NCC has to explore all options for getting global exemptions for its operation from sanctions and also validate its interpretation of status of IP Address registration with relevant international authorities.

Resolution EB#132-R-04:
The RIPE NCC Executive Board approves the RIPE NCC Annual Report 2019.

Resolution EB#132-R-05:
The RIPE NCC Executive Board approves the submission of the RIPE NCC Financial Report 2019 to the RIPE NCC General Meeting for its consideration.

Resolution EB#132-R-06:
The RIPE NCC Executive Board approves the document ‘Certified Professionals Terms & Conditions’.

Resolution EB#132-R-07:
The RIPE NCC Executive Board approves the publication of the draft agenda for the RIPE NCC General Meeting in May 2020.

Resolution EB#132-R-08:
The RIPE NCC Executive Board approves the Draft RIPE NCC Charging Scheme 2021 and tasks the RIPE NCC Management to prepare the document for the RIPE NCC General Meeting in May 2020.


Action Items:

- New Action Items

None

- In progress:

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 26-03-2020: 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 26-03-2020: In progress

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.
Status 26-03-2020: Athina and Remco will continue working on a document.
Status 26-03-2020: In progress

- Closed:

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.
Status 26-03-2020: Closed.

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 26-03-2020: Closed.