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Minutes 136th Executive Board Meeting

16 June 2020, 13:00-17:00 (UTC+2), via videoconference
Author: Sabine Mader
Date: 2020/06/16
Status: Draft

Attendees:

  • Christian Kaufmann (CK), Chair
  • Falk von Bornstaedt (FB), Member
  • Ondřej Filip (OF), Treasurer
  • Raymond Jetten (RJ), Member
  • Remco van Mook (RM), Member
  • Maria Häll (MH), Member
  • Piotr Strzyżewski (PS), Secretary
  • Gwen van Berne (GB), Chief Financial Officer, RIPE NCC
  • Chris Buckridge (CB), Head of External Relations
  • Fergal Cunningham (FC), Acting Chief Communications Officer, RIPE NCC
  • Athina Fragkouli (AF), Chief Legal Officer, RIPE NCC
  • Hans Petter Holen (HH), Managing Director, RIPE NCC
  • Rumy Kanis (RK), Head of Learning and Development, RIPE NCC
  • Sabine Mader (SM), Assistant to the Managing Director, RIPE NCC
  • Kaveh Ranjbar (KR), Chief Information Officer, RIPE NCC
  • Felipe Silveira (FS), Chief Operations Officer, RIPE NCC
  • Carolien Vos (CV), HR Director, RIPE NCC

The Chair opened the meeting at 13:00 (UTC+2)

1. Agenda Setting

1.1 Apologies, New Agenda Points

There were no apologies and no new agenda points.

1.2 Approval of Minutes, EB#132, #133, #134, EB#135

Resolution EB#136-R-01:
The RIPE NCC Executive Board approves the minutes of EB#132, EB#133, EB#134 and EB#135.
The RIPE NCC Executive Board unanimously adopted the resolution.

1.3 Dates of Next Meetings

7 Sep 2020, 09:00-13:00 (UTC+2) Discussion Session
8 Sep 2020, 09:00-13:00 (UTC+2) Formal Executive Board meeting

Mon, 26 Oct 2020, 09:00-12:00, informal preparation meeting, one day before virtual RIPE 81. Wed, 28 Oct 2020, informal meeting at RIPE 81, 12:30-13:30.

10 Dec 2020, Formal Executive Board Meeting, likely as virtual meeting, depending on COVID-19 regulations by the Dutch government.

2. Action Items Review

2.1 Done

2.2 In Progress

Action EB402 / 15/03/2019 / HH, AF
Meeting Presenters Terms and Conditions:
Status 16/06/2020:
AF provided a status update on work in progress.

3. Report from the RIPE NCC

3.1. Report from the Managing Director

Hans Petter Holen referred to the report he provided to the RIPE NCC Executive Board in a separate discussion session on 15 June 2020.

3.1.1 RPKI Resiliency Status Update

Felipe Silveira gave a presentation, informing on the status of RPKI projects and actions taken after incidents earlier this year.

3.2 Report from the CFO

Gwen van Berne provided an update on Q1-2020 Financials.

3.2.1 Quarterly Integrated Risk Management Dashboard

Gwen van Berne provided the quarterly report on risks and KPIs.

After the change of the RIPE NCC Executive Board Treasurer, the RIPE NCC Executive Board re-assigned top-level risks to individual board members, according to the risk management framework.

3.2.2 Sanctions

The RIPE NCC Executive Board reconfirmed its current positions and emphasised that the RIPE NCC shall proceed with all legal means.

4. Review RIPE NCC General Meeting May 2020

4.1 Facilitation General Meeting

Fergal Cunningham gave a presentation, reviewing the first fully remote RIPE NCC General Meeting and highlighting areas for improvements, in particular the RIPE NCC Executive Board Election Procedure. After discussion, the RIPE NCC Executive Board agreed that calling for a Task Force would be appropriate to involve the membership and gain valuable feedback for discussion at the next RIPE NCC General Meeting in October 2020.

Action EB413 / 16/06/2020 / HH
To formulate a statement for setting up a Task Force on the RIPE NCC Board Election Procedure and announce it to the members mailing list. To prepare a timeline for the Task Force to report the outcome on time for the General Meeting in October 2020.

Deadline: within 2 weeks, by 30 June 2020.

4.2 Executive Board Powers

A draft document was shared in the meeting and the RIPE NCC Executive Board will provide further input by 26 June 2020.

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 16-06-2020: In progress
Executive Board to provide feedback on the draft document by 26 June. RM and AF to consolidate input from the RIPE NCC Executive Board after 26 June and revise the draft document for adoption.
Deadline: 18 August 2020

5. RIPE NCC Corporate Governance

5.1 Procedural Documents Issued by Legal

Resolution EB#136-R-02:
The RIPE NCC Executive Board approves the proposed amendments to the document “RIPE NCC Privacy Statement”.
The RIPE NCC Executive Board unanimously adopted the resolution.

Resolution EB#136-R-03:
The RIPE NCC Executive Board approves the document “Virtual Meeting Registration Terms and Conditions”.
The RIPE NCC Executive Board unanimously adopted the resolution.

5.2 RIPE NCC Treasury Update

5.2.1 RIPE NCC Treasury Report Q1/2020

5.2.2 RIPE NCC Treasury Statute Review

Resolution EB#136-R-04:
The RIPE NCC Executive Board reviewed the RIPE NCC Treasury Statute, according to the agreed yearly review cycle, and resolves that the Treasury Statute remains unchanged.

The RIPE NCC Executive Board unanimously adopted the resolution

6. Direction 2021

6.1 Planned Activities and Budget 2021

The RIPE NCC Executive Board provided guidance and direction in a separate session with the RIPE NCC Management Team.

6.2 Review Outcome of Strategy Session 15 June 2020, Guidance by EB

Action EB414/ 16/06/2020 / HH
The RIPE NCC Managing Director will provide a document with strategic objectives as discussed with the RIPE NCC Executive Board.

Deadline: until next EB meeting in September 2020.

7. NRO Memorandum of Understanding– Internet Number Registry System Joint Project Agreement Addendum (NRO INRS JPAA)

Resolution EB#136-R-05:
The Executive Board instructs Hans Petter Holen, in his role as RIPE NCC representative in the NRO EC, to negotiate the content of the proposed document "NRO Memorandum of Understanding – Internet Number Registry System Joint Project Agreement Addendum (NRO INRS JPAA)” and sign the agreed upon version of the document.

The RIPE NCC Executive Board unanimously adopted the resolution.

8. Rob Blokzijl Foundation

According to the articles of the Rob Blokzijl Foundation, Article 5.2:

“At least one member of the board shall be the RIPE Chair, or a person appointed by the RIPE Chair, and at least one member of the board shall be a member of the RIPE NCC Executive Board.”

Resolution EB#136-R-06:
The RIPE NCC Executive Board resolves that Falk von Bornstaedt will be the RIPE NCC Executive Board member to be appointed by the board of the Rob Blokzijl Foundation, in accordance with Article 5.2 of the Rob Blokzijl Foundation Articles of Association.

The RIPE NCC Executive Board unanimously adopted the resolution.

9. RIPE

9.1 Proposal from RIPE Chair

Resolution EB#136-R-07:
The RIPE NCC Executive Board resolves that the RIPE NCC will provide funds for the physical participation of working group chairs at RIPE Meetings in accordance with the relevant published procedure until the end of 2023. The RIPE NCC Executive Board will re-evaluate this resolution for the RIPE Meetings after 2023.

The RIPE NCC Executive Board unanimously adopted the resolution.

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 16-06-2020: In progress

Link to the proposal for Working Group Chair Financial Support.

9.2 RIPE Chair/Vice Chair Selection Process and the RIPE NCC Executive Board’s role in the process of the RIPE Nomination Committee (NomCom)

Due to time constraints, the RIPE NCC Executive Board agreed to continue its discussion on the board mailing list.

9.3 RIPE Chair/Vice Chair compensation

The RIPE NCC Executive Board discussed different options for RIPE Chair/Vice Chair compensation.

9.4 Next RIPE Meeting

The interim RIPE Chair reported that the next RIPE Meeting will be a virtual meeting. After consultations with the Working Group Chairs and the RIPE Programme Committee, it was agreed to move the RIPE Meeting back by one month. New dates for the virtual RIPE Meeting will be 27-30 October 2020.

10. RIPE NCC Executive Board members’ Functions and Additional Tasks

The RIPE NCC Executive Board discussed each board member’s functions and additional tasks. An overview of functions and assignments for official representation will be published on the RIPE NCC website.

11.AOB

None.
The EB Chair adjourned the meeting at 17:30 (UTC+2).

Resolutions

Resolution EB#136-R-01:
The RIPE NCC Executive Board approves the minutes of EB#132, EB#133, EB#134 and EB#135.

Resolution EB#136-R-02:
The RIPE NCC Executive Board approves the proposed amendments to the document “RIPE NCC Privacy Statement”.

Resolution EB#136-R-03:
The RIPE NCC Executive Board approves the document “Virtual Meeting Registration Terms and Conditions”.

Resolution EB#136-R-04:
The RIPE NCC Executive Board reviewed the RIPE NCC Treasury Statute, according to the agreed yearly review cycle, and resolves that the Treasury Statute remains unchanged.

Resolution EB#136-R-05:
The Executive Board instructs Hans Petter Holen, in his role as RIPE NCC representative in the NRO EC, to negotiate the content of the proposed document "NRO Memorandum of Understanding – Internet Number Registry System Joint Project Agreement Addendum (NRO INRS JPAA)”, and sign the agreed upon version of the document.

Resolution EB#136-R-06:
The RIPE NCC Executive Board resolves that Falk von Bornstaedt will be the RIPE NCC Executive Board member to be appointed by the board of the Rob Blokzijl Foundation, in accordance with Article 5.2 of the Rob Blokzijl Foundation Articles of Association.

Resolution EB#136-R-07:
The RIPE NCC Executive Board resolves that the RIPE NCC will provide funds for the physical participation of working group chairs at RIPE Meetings in accordance with the relevant published procedure until the end of 2023. The RIPE NCC Executive Board will re-evaluate this resolution for the RIPE Meetings after 2023.

Action Items

- Action Items 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 16-06-2020: 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 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 Working Group Chairs Collective and RIPE Programme Committee.

Status 16-06-2020: 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 16-06-2020: In progress

Executive Board to provide feedback on the draft document by 26 June. RM and AF to consolidate input from the RIPE NCC Executive Board after 26 June and revise the draft document for adoption.
Deadline: 18 August 2020

- Closed Action Items

Action EB412 / 07/04/2020 / MT
The RIPE NCC Executive Board tasks the RIPE NCC to provide regular updates on RPKI resiliency at each board meeting.

Status 16-06-2020: Closed

- New Action Items

Action EB413 / 16/06/2020 / HH
To formulate a statement for setting up a Task Force on the RIPE NCC Board Election Procedure and announce it to the members mailing list. To prepare a timeline for the Task Force to report the outcome on time for the General Meeting in October 2020.

Deadline: within 2 weeks, by 30 June 2020.

Action EB414/ 16/06/2020 / HH
The RIPE NCC Managing Director will provide a document with strategic objectives as discussed with the RIPE NCC Executive Board.

Deadline: until next EB meeting in September 2020.