Minutes 25th Executive Board Meeting

Date: 16 August 2001
Time: 13:00-17:15
Location: RIPE NCC, Amsterdam

Scribe: Sabine Mader (SAM)
Version: 2.1

Attendees:

Kees Neggers - Chair (KN)
Wim Vink - Treasurer (WV) partly on the phone during topics 3 and 4.
Frode Greisen - ICANN Liaison (FG)
Nigel Titley - Member (NT)
Axel Pawlik - Managing Director RIPE NCC (AP)

Guest: Rob Blokzijl

Apologies:
Mike Norris (MN)
Wim Vink (WV)

AGENDA

1. Agenda/Comments
1.1. Apologies/New Agenda points
1.2. Approval of previous minutes - # 24, 010426
1.3. Date of next meeting

2. Outstanding Actions

3. Approval of Financial Report 2000

4. Approval of Annual Report 2000

5. Report from the RIPE NCC

6. ICANN-RIR contract

7. Presentation of financial results for first half of 2001

8. Personnel Fund Status Report

9. RIPE NCC Conflict Arbitration Procedure

10. RIPE NCC Activity Plan and Charging Scheme 2002 (AP)

11. GM

a) Approval draft agenda GM
b) Approval draft resolutions GM

12. AOB
- Address Allocation in the Netherlands(FG)

1. Agenda/Comments

1.1 Apologies from Mike Norris and Wim Vink/New agenda points were included in the agenda.

1.2 Minutes of the 24th EB meeting, held on 26 April 2001, were approved and signed by the Chair.

1.3 Next meeting will be held from 16:00-18:00 on 2 October 2001 at the conference venue during the RIPE 40 Meeting in Prague (superseded by recent planning: 17:00-19:00).

2. Outstanding Actions

Actions were discussed and marked as appropriate. See action list at the end of this document.

3. Approval of Financial Report 2000

Axel Pawlik gave a short summary and commented about the auditors' Management Letter and their investigation of the RIPE NCC systems, processes, procedures and use of IT. (ICT Report=Information Communications Technology Report).

As this report is written in Dutch, a copy will be sent to the Chair and the Treasurer for their information.

A meeting between the Managing Director RIPE NCC, Chair and Treasurer with the auditors will be arranged.

The Financial Report 2000 was approved by the Board.

ACTIONS:

EB56 16/08/01 AP
Copy of ICT Report (Information Communications Technology Report) to be sent to the Chair and Treasurer for their information.

EB57 16/08/01 AP
A meeting between the Managing Director RIPE NCC, Chair and Treasurer with the auditors will be arranged.

4. Approval of Annual Report 2000

The Annual Report 2000 was approved by the Board.

5. Report from the RIPE NCC

A comprehensive report on RIPE NCC operations since the last Board meeting was given by Axel Pawlik.

6. ICANN-RIR contract

The Board is concerned that ICANN does not seem to pay appropriate attention to finalising the contract with the RIRs. Axel reported that ARIN and ICANN have negotiated resulting in action on ICANN to deliver text on litigation and termination.

Action:

EB58 16/08/01 FG
E-Mail reminder to ICANN CEO Stuart Lynn with request for timeframe.

7. Presentation of financial results for first half of 2001

An update on the current financial situation of the RIPE NCC was given by Ben Oudshoorn.

8. Personnel Fund Status Report

RIPE NCC and Personnel Fund to draft new clean document since current paperwork contains many transitional provisions.

RIPE NCC will keep close contact with Personnel Fund to give more administrative
support.

Liabilities for the year 2000 including interests will be transferred
immediately.

Action:

EB 59 16/08/01 AP
Liabilities for the year 2000 inclduding interests to be transferred to the Personnel Fund immediately.

9. RIPE NCC Conflict Arbitration Procedure

- Nomination of Arbiters

The list of candidates for the Arbitration Procedure was approved by the Board and will be published on arbitration web pages.

10. RIPE NCC Activity Plan and Charging Scheme 2002

The Activity Plan (AP) for 2002 was presented in a draft version and was circulated to all Board members for comment and approval.

It will be presented at the annual General Meeting (GM) after approval by the Executive Board of the RIPE NCC.

The Board members want to emphasise that this document does not overrule any other RIPE documents.

The AP 2002 needs to be approved by all members at the GM to be held on 31 October 2001 in Amsterdam (Radisson SAS Hotel, Start time: 10:30 am).

Action:

EB60 16/08/01 AP
New draft version Activity Plan 2002 to be sent to the Board

11. GM 2001

a) Approval draft agenda GM
b) Approval draft resolutions GM

The GM draft agenda was approved.

The GM draft resolutions were approved.

12. AOB

- Hostcount results

Frode Greisen observed and commented some unexpected trends on the hostcount results published by the RIPE NCC.

Action:
EB61 16/08/01 AP
Status report on hostcount to be produced by RIPE NCC.

New Action List:

EB56 16/08/01 AP
Copy of ICT Report (Information Communications Technology Report) to be sent to the Chair and Treasurer for their information.

EB57 16/08/01 AP
A meeting among the Auditors, Managing Director RIPE NCC, Chair and Treasurer will be arranged.

EB58 16/08/01 FG
E-mail reminder to ICANN CEO Stuart Lynn with request for timeframe.

EB 59 16/08/01 AP
Liabilities for the year 2000 including interests to be transferred to the Personnel Fund immediately.

EB60 16/08/01 AP
New draft version Activity Plan 2002 to be sent to the Board

EB61 16/08/01 AP
Status report on hostcount to be produced by RIPE NCC.

Outstanding Actions:

EB49 06/02/01/AP
Key Performance Indicators (KPI) to be presented on a regular basis to the Board as part of the monthly report
IN PROGRESS

Completed since previous meeting:

EB52 06/02/01/AP
Definition of procedures in case of illness or injury. Formalised and amended version to be delivered by e-mail.

Action:EB53 26/04/01/AP
Distribution of draft indemnification letter to the candidate arbiters at RIPE 39 in Bologna

Action: EB54 26/04/01/AP
Monthly report for the Board to be delivered by Axel Pawlik

Action: EB55 26/04/01/AP
Draft of Activity Plan 2002 to be prepared for next Board meeting on 16 August 2001