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Minutes 70th Executive Board Meeting

2 December 2009, RIPE NCC Offices, Amsterdam, 1300-1800

Author: Paul Rendek
Date: 2009/12/08
Revision No.: 1.0
Status: Final
Maintainer: Sabine Mader

Attendees:

Fahad AlShirawi, Member
Dmitry Burkov, ICANN Liaison
Nigel Titley, Chairman
Andreas Wittkemper, Secretary
János Zsakó, Treasurer
Rob Blokzijl, Chairman, RIPE
Sabine Mader, Assistant to the Managing Director, RIPE NCC
Axel Pawlik, Managing Director, RIPE NCC
Paul Rendek, Head of External Relations and Comms., RIPE NCC
Jochem de Ruig, Chief Financial Officer, RIPE NCC

AGENDA:

1. Agenda / Comments
- 1.1 Apologies, New Agenda Points
- 1.2 Approval of Previous Minutes, EB#69
- 1.3 Date of Next Meetings
2. Remaining Outstanding Actions Not Covered by Agenda
3. Report from the RIPE NCC
- 3.1 Review of Membership Developments
- 3.2 Review of Estimated End of Year Financials
- 3.3 Update on Treasury
- 3.4 Update e-voting Implementation
4. Approval of RIPE NCC Activity Plan 2010
5. Review of Budget Amendments & Approval of RIPE NCC Budget 2010
6. External Relations
- 6.1 ICANN / IANA
- 6.2 NRO / RIRs
  - 6.2.1 NRO Incorporation Discussion / Review
- 6.3 RIPE
- 6.4 IETF
7. AOB
8. Executive Session

Nigel Titley, RIPE NCC Chairman, opened the meeting at 13:00.

1. Agenda / Comments

1.1 Apologies, New Agenda Points

Fahad asked to include an agenda point under AOB regarding the measurement of RIPE NCC performance and member satisfaction with its services. This point is related to action item EB 155 located in agenda point 3 of this document.

1.2 Approval of Previous Minutes, EB#69

No comment, the minutes of Executive Board meeting #69 were approved. The Board discussed the publication of RIPE NCC General Meeting minutes. Axel explained the production process. The Board was pleased to see them published in a timely manner.

1.3 Date of Next Meetings

EB #71 - Tuesday, 23 March 2010 - 12:00-18:00, RIPE NCC Offices, Amsterdam.
RIPE 60 - preparations for General Meeting. Monday, 3 May & Wednesday, 5 May during the scheduled RIPE Meeting lunches, 12:30 - 14:00.
EB #72 - Tuesday, 15 June 2010 - 12:00-18:00, RIPE NCC Offices, Amsterdam.

2. Outstanding Actions Without Associated Agenda Point

Please see the complete list of action items and their status enclosed at the end of this document.

3. Report from the RIPE NCC

Axel published the RIPE NCC report prior to the meeting for Executive Board review. The Board reminded Axel to check the links to supporting graphs in this Executive Board update.

EB155 11/03/2009 AP
The Board asked Axel to produce a list of performance areas that would be reported to the Board monthly and every quarter. Status: 2009/06/03 - Ongoing. Axel has produced an initial set of performance areas as a starting point. This will be extended as necessary based on Board input.
Status: 2009/09/02 - Nigel confirmed that he had an initial review but asked for the material to be sent to the Board list for final comment. Ongoing
Status 2/12/2009: Ongoing

3.1 Review of Membership Developments

Jochem de Ruig provided an update on membership developments at the RIPE NCC. He reported that net growth for 2009 will be ~ 600 members. This is out of 1010 applications received.

The Board discussed the membership growth and retention and agreed to keep a close watch on developments.

3.2 Review of Estimated End of Year Financials

Jochem de Ruig presented the Q3 2009 figures and gave an update on the latest estimated figures for the full year 2009.

Fahad asked what amount of the Intangible Fixed Assets was resulting from Certification efforts.

3.3 Update on Treasury

Jochem de Ruig reviewed the principles of stability, liquidity and return on investment used to determine the portfolio of RIPE NCC financial deposits.

There was discussion on the current status of the RIPE NCC deposits. Axel asked the Board to agree on the way forward with deposits that mature and require re-negotiation. After discussion the Board agreed to continue with the same principles of investment. Axel agreed to update the Board with a proposal of re-negotiated terms for the deposits.

ACTION: Axel was asked to invest 2 million in a fixed year deposit. In March 2010, Axel to provide the Board with proposals for RIPE NCC deposits that requires re-negotiation with banks.

3.4 Update e-voting Implementation

Axel provided a presentation giving a status update on e-voting. For clarification, there was discussion about the legal requirements as well as other requirements for elections using e-voting. The Board asked that the business requirements be translated to specifications and circulated to the Board list by 18 December 2009.

The Board reinforced that the timeline to secure e-voting capabilities needs to be followed and met.

ACTION: Axel to produce the specifications needed to enable e-voting for the May 2010 RIPE NCC General meeting no later than 18 December 2010.

The Board asked for a review of the contingency plan in case the e-voting system breaks down. Axel commented that if the system would break down then the elections will revert back to paper ballot. He stated that this was made clear that no guarantee could be made for remote voting. It was also agreed that the system should be housed at the facility of a 3rd party. The Board asked for the system choice to be made by 14 January 2010.

ACTION: Axel to choose an e-voting system no later than 14 January 2010.

4. Approval of RIPE NCC Activity Plan 2010

The Board discussed the Activity Plan and points that were raised from the GM meeting. The Chairman asked the Board to agree on the Activity Plan 2010. Following a short discussion, the Executive Board formally approved the Activity Plan 2010.

5. Review of Budget Amendments & Approval of RIPE NCC Budget 2010

Jochem provided an update on the budget amendments to the RIPE NCC budget 2010. The Board discussed the budget amendments and reviewed the overall budget 2010.

The Chairman asked the Board to agree on the RIPE NCC Budget 2010. The Executive Board formally approved the RIPE NCC Budget 2010.

In future, the Board asked that the budget be more clearly linked to the Activity Plan.

6. External Relations

6.1 ICANN / IANA

Axel provided an update on discussions with ICANN at both the ICANN meeting in Seoul and IGF in Sharm el Sheikh. Axel reported that the RIRs all support that ICANN is performing well with regards to the IANA function.

Axel also suggested that the RIPE NCC would like to hold regional Roundtables in the Middle East in 2010 and will approach ICANN to participate. The Board supported this effort.

There was discussion in the Board meeting surrounding the IANA contract renewal scheduled to take place in October 2011.

6.2 NRO / RIRs

6.2.1 NRO Incorporation Discussion / Review

Axel provided an update on the incorporation of the NRO. He further mentioned that there were a few issues with the proposed articles that were currently under discussion. Once resolved, he mentioned that he would report the outcome to the Board.

As the Chairman of the NRO in 2010, Axel reported that he plans to carry out preparations needed so that if incorporation is agreed it could take place swiftly.

Axel distributed the NRO incorporation documentation for the Board to review. There was general discussion surrounding the incorporation of the NRO.

ACTION: Axel was asked to encourage close NRO coordination with the IAB/IETF on RPKI trust anchor issues.

ACTION: Axel was asked to work with his RIR colleagues to finalise the NRO incorporation documentation and provide the Board with an executive summary of the outcome.

The Chairman summarised by saying that the NRO in its current state makes unified statements for the RIRs and it is agreed by the RIPE NCC Board that this is a good vehicle for such communication. In this case, it does not need incorporation. However, if we need to bid for the IANA function he suggested that the RIPE NCC would support incorporation of the NRO.

6.3 RIPE

Rob Blokzijl provided an update on the RIPE meetings scheduled for 2010. RIPE 60 will take place in Prague and RIPE 61 will be held in Rome. The organisation is well underway and all contracts and logistics have been settled.

6.4 IETF

Axel provided an update on issues in the IETF that are of importance to the RIRs. The Board briefly discussed these issues and asked that the RIPE NCC continue to monitor and contribute in IETF business.

7. AOB

Axel talked about the importance of securing access to ITU documents and actively participating in ITU events that relate to RIPE NCC business. It was reported that this effort would increase in 2010. In order to carry this out effectively and be notified and included in the ITU distributed documentation and organised events it was suggested to become a sector member of ITU.

Following discussion the Board asked Axel to investigate the appropriate membership category and take action to secure the RIPE NCC as a member.

ACTION: The Board asked Axel to investigate the appropriate ITU sector membership and notify the Board of the appropriate way forward.

Fahad provided an update on work he carried out surrounding a CSI - Customer Satisfaction Index. He provided background on his findings and brought forward an initial list of stakeholders to take into consideration. He also discussed the role of the RIPE NCC and RIPE, he explained that the RIPE NCC and RIPE need to evaluate how and where their roles are evolving. Fahad stated that he believes the Board should realise the express requirements of the RIPE NCC membership.

Fahad explained that the RIPE NCC must look at how to measure itself and provide the best service possible and improve service where necessary.

On moving forward, Fahad commented that the Board should build a list of important issues and focus on those and that implied requirements need to be outlined.

ACTION: Fahad and Axel to both produce a list of implied requirements for measuring RIPE NCC performance to meet the requirements of a Customer Service Index. Both lists will be sent to the Board list for further discussion.

The Chairman brought the meeting to a close at 17:20.

8. Executive Session

An Executive session took place following the formal Executive Board meeting but at the request of the Board it was not formally recorded.

Outstanding Action Items:

EB168 2009/06/03 AP
Axel was asked to distribute the ITU-TSB survey response directly to the ITU member states. Status: 2009/09/02 - Axel reported that document will be sent upon sign off by the RIRs. - Ongoing
Status 2/12/2009: Overtaken by events - Closed

EB170 2009/09/02 AP
The Board asked Axel to summarise the APNIC system for e-voting for the Board.
Status 2/12/2009: Overtaken by events - Closed

EB171 2009/09/02 AP
The Board asked Axel to modify Article 17.24 of the AoA include Instant run-off, one seat one vote. It was agreed that the winner would fall off the ballot for any subsequent vote for vacant seats.
Status 2/12/2009: Done

EB172 2009/09/02 AP
Axel was asked to make the changes to the AoA that reflect the changes discussed and agreed by the Board in agenda point 4.1 of the minutes of the 69th Exec. Board Meeting. The changes will be published to the members prior to 9 September 2009.
Status 2/12/2009: Done

EB173 2009/09/02 AP
The Board asked Axel to produce a financial plan to take TTM and related services to a break-even point. The plan should be presented at the December 2009 Board meeting.
Status 2/12/2009: Ongoing

EB174 2009/09/02 AP
The Board asked Axel to show the link between the financial outlook and the budget and a specification for the additional FTEs in the proposed budget.
Status 2/12/2009: Done

EB175 2009/09/02 AP
The Board asked Axel to produce a presentation that outlines the scenario used to prepare the budget.
Status 2/12/2009: Done

EB176 2009/09/02 AP
The Board asked Axel to produce an alternative charging scheme should the proposed charging scheme fail to be accepted by the membership.
Status 2/12/2009: Done

EB177 2009/09/02 AP
The Board asked Axel to produce another agenda with the change to the charging scheme section as discussed in agenda point 4.4.
Status 2/12/2009: Done

EB178 2009/09/02 AP
The Board asked the RIPE NCC to contact legal council for advice on whether discussion on the policies about the use of the last /8 could lead to unfair trade allegations.
Status 2/12/2009: Done

New Action Items:

EB179 2009/12/02 AP
Axel was asked to invest 2 million in a fixed year deposit. In March 2010, Axel to provide the Board with proposals for RIPE NCC deposits that requires re-negotiation with banks.

EB180 2009/12/02 AP
Axel to produce the specifications needed to enable e-voting for the May 2010 RIPE NCC General meeting no later than 18 December 2010.

EB181 2009/12/02 AP
Axel to choose an e-voting system no later than 14 January 2010.

EB182 2009/12/02 AP
Axel was asked to encourage close NRO coordination with the IAB/IETF on RPKI trust anchor issues.

EB183 2009/12/02 AP
Axel was asked to work with his RIR colleagues to finalise the NRO incorporation documentation and provide the Board with an executive summary of the outcome.

EB184 2009/12/02 AP
The Board asked Axel to investigate the appropriate ITU sector membership and notify the Board of the appropriate way forward.

EB185 2009/12/02 AP
Fahad and Axel to both produce a list of implied requirements for measuring RIPE NCC performance to meet the requirements of a Customer Service Index. Both lists will be sent to the Board list for further discussion.

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