Minutes 37th Executive Board Meeting

Author: Daniele Bovio
Date: 2003/10/06
Revision No.: 1.0

Attendees:
Kees Neggers – Chair (KN)
Frode Greisen – ICANN Liaison - Secretary(FG) (by phone)
Janos Zsako – Co-opted member (JZ)
Daniele Bovio – Co-opted member (DB)
Manfredo Miserocchi – Treasurer (MM)
Axel Pawlik – Managing Director (AP)
Sabine Mader – Executive Assistant
Rob Blokzijl – RIPE Chair

AGENDA

1. Agenda/Comments
   1.1. Apologies/New Agenda Points
   1.2. Approval previous Minutes - - # 35 and 36
   1.3. Date of next meeting
2. Outstanding Actions
3. Report from the RIPE NCC
4. General Meeting
   4.1. Presentation by Executive Board
   4.2. Presentations by RIPE NCC
   4.3. Overview GM registrations
   4.4. Review of voting procedure
   4.5. Any other GM preparatory business
5. ICANN
   5.1.Overview recent ICANN interactions
   5.2. Status of NRO MoU
   5.3. Status of ASO MoU
6. Any Other Business

   Action List

1. Agenda/Comments

1.1. Apologies/New Agenda Points

No new points were added

1.2. Approval previous Minutes - # 34, 030619

The minutes of the previous meetings #35 and 36 were approved.

1.3. Date of next meeting

The next meeting will be held on November 4th between 13h00 and 16h00 CET in Amsterdam (RIPE NCC).

2. Outstanding Actions

(see attached)

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

3. Report from the RIPE NCC

The influx of new members is higher than forecasted, expenditures are under control, slightly below budget, so the year will very likely end with a surplus. In the future the RIPE NCC will produce monthly financial updates, in a fixed format, for the Board. Registration service levels are satisfactory. A new procedure for customer authentication will be presented/proposed at RIPE46 for discussion.

ACTION:
EB96/01/09/03 AP
To kick off the production of a fixed format, monthly financial update for the board.

4. General Meeting

4.1. Presentation by Executive Board

The presentation was reviewed. AP and FG will review the slides concerning ICANN on Thursday 4th September, after the joint RIR meeting.

4.2. Presentations by RIPE NCC

AP will present shortly the activities of the RIPE NCC and the financial update. Afterwards, prior to each vote, he will explain the new activity plan, the new charging schemes (explaining the new algorithm), and the budget. KN will present and describe the changes to the bylaws before the vote.

4.3. Overview GM registrations

Legal counsel qualified the registration deadline, advising that in the case of personal members it would be undefendable. In the case of corporate members, and proxies, advice was that it was possible to use a shorter deadline, as long as authentification of GM participants was possible. This allowed a number of members to register during the last 2 weeks. More people might still register during the RIPE46 Meeting. People still not registered, who will show up at the AGM, will be admitted if they can identify themselves as representative of members.

4.4. Review of voting procedure

The voting procedure was reviewed. Board elections voting slips will be produced using printed names with boxes to tick if possible.

4.5. Any other GM preparatory business

None.

5. ICANN

5.1 Overview recent ICANN interactions

AP reported that the description of the "General Principles of Allocation of Numbering Resources" was slightly changed to accommodate Frode's concerns. The modification softened the referral to a contract between ICANN and the RIRs.

5.2 Status of NRO MoU

The NRO MoU was amended by legal advisors of the RIRs. The board is in general agreement with the new version (except minor details).

5.3 Status of ASO MoU

The document is still with the legal team.

6. Any Other Business

MM asked about the MYASN and NTOP projects that were proposed by RIPE NCC Staff on the mailing list. AP clarified these are already covered by the Activity Plan.

Outstanding Actions

EB70 / 03/09/02 / JR, AP
To review income and cost of RIPE meetings
Deadline: 13 December 2002
Status 16/12/02: more detailed data required
Status 28/01/03: ONGOING
Status 04/04/03: ONGOING, new deadline: 1 June 2003
Status 18/06/03: ONGOING the Board will receive it during week 26.
Status 22/07/03: ONGOING.
Status 01/09/03: ONGOING, will be sent during week 36.

EB76 / 16/12/02 / AP
Further development of financial scenarios, possible membership developments including alternative membership classes
Status 28/01/03: ONGOING
Status 04/04/03: ONGOING, expected to be ready by next meeting
Status 18/06/03: ONGOING, a full document describing 3 scenarios, activity plan and charging scheme, including explanation of the numbers, will be available by 11/7/03.
Status 22/07/03: ONGOING, It will be done by October 22, 2003.
Status 01/09/03: ONGOING, will be on the agenda of next meeting

EB86 18/06/03 JDR
To book the cost of RIPE NCC staff attendance to RIPE meetings to auditors' satisfaction.
Status 22/07/03: Ongoing
Status 01/09/03: ONGOING. JDR will produce a written statement from the auditors saying that the current practice is according to their advice.

EB87 18/06/03 AP
Prepare a document to comment on the Auditors management letter for the next Board meeting.
Status 22/07/03: Ongoing. To be ready in 2 weeks (August, 5, 2003)
Status 01/09/03: Done

EB96 01/09/03 AP
To kick off the production of a fixed format, monthly financial update for the board