Minutes 14th Executive Board Meeting

Draft Minutes

Version: 1.3


Present:
Keith Mitchell, (KM)
Frode Greisen, (FG)
Kees Neggers, (KN)
Wim Vink, (WV)
Mike Norris (MN)
Rob Blokzijl (RB)(invited guest)
Kees van Draanen (KvD)(Financial Controller-RIPE NCC)
John Crain (JC)(Head Internal Services- RIPE NCC)
Mirjam Kuehne (MK)(Head External Services-RIPE NCC)


KM chaired the meeting.
The agenda was agreed as follows:

AGENDA

1.1 Agenda/schedule bashing
1.2 Approval of previous minutes - #12, 990617
1.3 Approval of previous minutes - #13, 990625
1.4 Date of next meeting

2. Outstanding Actions

3. Financial

3.1 2nd quarter financial report
3.2 Activity Plan & Budget 2000 (RIPE 197)
3.3 Charging Scheme (RIPE-198)

4. AGM of 19th October
4.1 Approve Clearinghouse
4.2 Audited Accounts
4.3 EB Elections and Candidates

5. New Managing Director
5.1 Proposed candidate
5.2 Salary/package
5.3 Offer letter/contract
5.4 Feedback from G4 and OR

6. Other Staffing Issues
6.1 Staff contracts
6.2 Salary survey


7. ICANN ASO
7.1 Developments
7.2 Statement to members
7.3 RIPE/RIPE NCC Address Council Nominees
7.4 Meeting clashes:
- - EU Commission meeting 21st Sep/RIPE Meeting
- RIPE35/APRICOT

8. RIPE NCC Public Image update

9. AOB


1.1 Agenda/schedule bashing
The Agenda was approved.

1.2 Approval of previous minutes - #12, 990617
The minutes of the 12th Board Meetings were approved with a correction.

1.3 Approval of previous minutes - #13, 990625 The minutes of the 13th Board Meetings were approved.

It was confirmed that the full minutes have to be published on the web server. Personal matters and matters on negotiations where publication may be be detrimental to the outcome will not be published.


1.4 Date of next meeting
Next meeting will take place on the 19th of October at 9.00 am before the AGM meeting. The Board members will meet on the 18th at 20.00 hrs for an informal dinner.


2. Outstanding Actions
The NCC to keep a list of action points separately from the
minutes and to circulate them to the EB before the next EB meeting.

The following two actions are still open:

TC 18 17/06/99 DK Email for Gar-Board members regarding our OPEN
Contractual relationship with ICANN/IANA

TC 22 25/06/99 KM Will take an action to approach EuroISPA OPEN
via ISPA UK.


3. Financial

Kees van Draanen KvD has distributed to the Board the following documents:(3.1,3.2 3.3, 4.1 and 4.2) 10 days prior to this meeting for their comments and queries:

The Board asked KvD to include historical data from now on in the financial report, so that trends can be seen more easily.

Wim Vink will contact KvD and look with him into possible legal actions against debtors.


3.1 2nd quarter financial report
KvD presented the 2nd quarter financial report and the Board approved it.

3.2 Activity Plan & Budget 2000 (RIPE 197)
The board suggested some small changes, specifically regarding the
sections dealing with new activities. KvD made the necessary changes
and the document was approved shortly after the EB meting.

3.3 Charging Scheme (RIPE-198)
The Charging Scheme document was approved.

4. AGM of 19th October
Kees Neggers' term expires and his seat is open for elections.
Keith Mitchell announces that he is also considering standing down
as member of the EB or at least as chair.

4.1 Approve Clearinghouse
KvD described the Clearinghouse procedure. A few textual changes were
suggested and there was an action on KvD to have the Clearighouse
document signed off by the auditors.

4.2 Audited Accounts
The Audited Accounts will be presented by KvD

4.3 EB Elections and Candidates
The term of Kees Neggers expires in October. He was asked to
consider standing for re-election.
Keith Mitchell reported that he is stepping down as Chairman of the Board.

The Executive Board felt that this year they were heavily involved with operational matters and agreed that they need to delegate more in the future.
Another possibility would be to increase the number of EB members and/or to
appoint a deputy chair in addition to the position of the chair in order to
share the workload.

5. New Managing Director
5.1 Proposed candidate
5.2 Salary/package
5.3 Offer letter/contract
5.4 Feedback from G4 and OR

This agenda item was discussed among the EB members only. The EB later
reported that it discussed the above agenda items thoroughly. The next
steps would be to seek advice from the current management (g4) and the
workers council (Onderneemings raad).
After feedback is given to the EB, an offer will be made to the candidate.

6. Other Staffing Issues
6.1 Staff contracts
6.2 Salary survey

The RIPE NCC Management explained to the Board the steps and procedures
involved in preparing new contracts, Terms of Employment and the Salary

Scales Survey since 1998 (For instance Some of the previous conditions are outdated and some issues
needed to be consolidated. A Consultancy Group has been employed to assist in
the procedure and a new Job Descriptions/Function Competencies need to be
written again with the involvement of the staff.

The Terms of Employment, which are independent from the Salary Scales will
now include a document of explanation for the Expatriates explaining their rights/obligations. This will be continually revised in accordance with the changes in the Dutch law.

The Board will have to approve the Terms of Employment after they are
presented by the Management of the RIPE NCC. There was also a reminder that
The Workers Council must approve any changes of the Terms of
Employment.
The RIPE NCC Management were urged to accelerate the process as much as
possible.


7. ICANN ASO
7.1 Developments
MK gave a brief summary of the decisions made at the ICANN Meeting in
Santiago. More details were already sent to the EB mailing list
shortly after the ICANN meeting.

7.2 Statement to members
7.3 RIPE/RIPE NCC Address Council Nominees
http://www.ripe.net/info/ncc/asonomin.html


The Board discussed and decided that both the RIPE NCC and RIPE will
call for nominations of individuals to serve as members for the AddressCouncil. The announcement will be distributed also to those who showed interest like ETSI, EuroISPA. The existing open processes will be used: The selection process will be defined by the LIR-WG and implemented at theplenary of the upcoming RIPE Meeting 34.

RB clarifies that this selection process can be only an interim
procedure. The ICANN board asks to have the Address Council and theICANN board members in place asap (before the ICANN Meeting in November). Therefore there is no time at present to develop a full procedure or to follow the time schedule as defined in the ASO proposal. This interim procedure will be reviewed and refined at the next RIPE.

Meeting in February.-

The Board decided to inquire if the signing of the MoU can be held during the ICANN meeting and not at the ARIN Meeting, because it will be difficult for the EB members to attend the ARIN Meeting.


7.4 Meeting clashes:
- EU Commission meeting 21st Sep/RIPE Meeting
This meeting will be attended by representatives of the member states to
discuss post Santiago, pre LA and inparticular the charter of the 'ad hoc group'.It was decided to Inform the EU Commission that MK and KM are available on a limited basis to go to Brussels on the 21st, but that it would be preferable if the meeting could be moved
to another date.


The EB suggested that enquiries be made about a professional lobby firm to help in the ICANN process. KM would send a message to our membership and would extend an invitation to EuroISPA stating our position and our ability to represent them.

- RIPE35/APRICOT

It was pointed out that the above two meetings happen at the same time.

8. RIPE NCC Public Image update
The EB stresses again that the public image of the RIPE NCC is very important and that more attention should be given to a cleardistinction between RIPE and the RIPE NCC. The EB recommended that attention be given to completing the restructuring of the RIPE NCC web site.
MK confirms that the new site will be ready in October

To further improve the public image of the RIPE NCC, it was also suggested
that all possible ripe-ncc domains be registered with the InterNIC."


9. AOB
No other Business was discussed.


Actions this meeting:

No. Date Who What

TC 18 17/06/99 DK Email for Gar-Board members regarding our OPEN
Contractual relationship with ICANN/IANA



TC 22 25/06/99 KM Will take an action to approach EuroISPA OPEN
via ISPA UK.

TC 24 07/09/99 KvD include historical data from now on in the OPEN
financial report, so that trends can be seen
easier.

TC 25 07/09/99 WV contact Kees v.D. and to look into possible OPEN
legal actions against debtors.

TC 26 07/09/99 KvD have the clearig house document signed off by the
auditors.

TC 27 07/09/99 JC If needed, send reminders for nominees OPEN
for the EB elections.

TC 28 07/09/9 WV/KM send an offer to the candidate as soon as
feedba ck has ben received from the G4
and the OR.

TC 29 07/09/99 JC Follow up on the Executive Board OPEN
nominations


TC 30 07/09/99 MK Announce the Address Council Nominees. OPEN
JC follow up if there is changes in the
MoU of ASO for the ARIN & APNIC regions

TC 31 07/09/99 RB Announce he Draft agenda of the RIPE 34 OPEN
plenary meeting.

TC 32 07/09/99 KM send a message to our membership and Euro OPEN
ISPA stating our position for the
address Council nominations and for our
ability to represent them.

TC 33 07/09/99 RIPE start inquiring about a professional lobby firm
NCC to help in the ICANN process.
TC 34 07/09/99 MK register all possible ripe-ncc domain names
with the InterNIC. OPEN



Done Actions


TC 19 13/04/99 DK Second quarter financial Report by Email
in July DONE

TC 20 25/06/99 KM Approval the cover letter DONE

TC 21 25/06/99 DK Solicitation of ISP Support DONE


TC 23 25/06/99 DK Will sign ICANN Document at the CAO DONE