Minutes 84th Executive Board Meeting

Minutes of the RIPE NCC Executive Board meeting EB#84

14 June 2012, RIPE NCC Offices, Amsterdam, 1300-1700

Author: Paul Rendek

Date: 2012/06/15

Revision No.: 1.2

Status: Final

Maintainer: Sabine Mader

Attendees:

Fahad AlShirawi, Member

Dmitry Burkov, ICANN Liaison

Christian Kaufmann, Secretary

Nigel Titley, Chairman

Remco Van Mook, Treasurer

János Zsakó, Adviser

Rob Blokzijl, RIPE Chairman, RIPE

Sabine Mader, Assistant to the Managing Director, RIPE NCC

Axel Pawlik, Managing Director, RIPE NCC

Paul Rendek, Head of External Relations, RIPE NCC

Jochem de Ruig, Chief Financial Officer, RIPE NCC

Agenda

0. Presentation Philip Miles (1300-1400)

(Visit OR for duration of presentation and Q & A session).

1. Agenda / Comments (1400-1415)

1.1 Apologies, New Agenda Points

1.2 Approval of Previous Minutes, EB#82, #83

1.3 Date of Next Meetings

• 2 August 2012, RIPE NCC offices, Amsterdam
• RIPE-65 Amsterdam, informal meetings, 24+26 September 2012
• 29 November 2012, RIPE NCC offices, Amsterdam

1.4 Conference attendance by Executive Board

EB241 08/03/2012

The Board members agreed to finalise their entries in the conference list by the end of March and submit them to Sabine.

2. Remaining Outstanding Actions, not covered by agenda (1415-1430)

a) completed

EB240 08/12/2011 AP

The Board asked Axel to publish the IPv4 run out procedures and SLA documents to the RIPE NCC membership.

Status 8/03/2012: Ongoing, Axel published a draft to the Board, final version expected by the end of March 2012.

EB242 08/03/2012 AP

The Board asked Axel to prepare an update announcement regarding the way forward with regards to returned legacy space for publication on the RIPE NCC website and distribution to the RIPE list.

EB243 08/03/2012 AP

The Board asked Axel to draft another update about the police order by 14 March 2012 for Nigel to send along to the membership.

EB244 08/03/2012 AP

The Board asked Axel to produce a draft report from the Sen. Man. retreat to be circulated on the Board list by 26 March 2012.

b) in progress

EB235 08/12/2011 RM & CK

Remco and Christian agreed to closely cooperate with Daniel to prepare future project plans for RIPE ATLAS.

Status 8/03/2012: Ongoing, a meeting has been held. Deliverables are expected.

EB236 08/12/2011 AP

The Board has asked Axel to reinstate/redevelop the stand-alone version of the RIPE NCC ASused tool.

Status 8/03/2012: Ongoing

EB246 08/03/2012 AP

RIPE NCC will hand over the secretariat support for the financial accounts of MENOG by July 2012. The RIPE NCC will coordinate this with the MENOG Chairman.

3. Report from the RIPE NCC (1430-1530)

3.1 Financials

EB245 08/03/2012 AP

The Board asked Axel to produce a report that outlines the increase in expenses including the break down of costs and resources that have increased from 2008-2011.

3.1.1 Clearing House status

Proposed resolution "Upon review of the current reserves and the reserve in the RIPE NCC Clearing House, as well as current industry circumstances, the RIPE NCC Executive Board resolves to retain the reserves in the Clearing House to maintain organisational stability."

3.2 Legal

3.2.1 Organisational documents

Documents for the Executive Board to decide on approval process

In accordance with the Board document RIPENCC-EBD701, below the documents for EB to decide on the approval process for these documents.

3.2.2    Multiple Memberships

3.2.3    Member Liability

4. Directions 2013 (1530-1630)

4.1 Format RIPE NCC Activity Plan 2013 and RIPE NCC Budget 2013

4.2 Outline for expense development 2012-2013

4.3 RIPE NCC Charging Scheme Scenarios 2013

4.3.1 Process & Timeline

5. External Relations (1630-1700)

5.1 ICANN / IANA

5.2 NRO / RIRs

5.3 ITU

5.4 RIPE

5.4.1    General Review RIPE-64 Ljubljana

5.4.2    General Meeting

• Review
• Draft Minutes RIPE NCC General Meeting 18-19 April 2012

5.4.3    Board position on PDP involvement

5.5 IETF

6. AOB (1700-1715)

6.1 Admin Issues

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

0. Presentation Philip Miles – RIPE NCC Staff Survey

Axel introduced Philip Miles, who conducted the RIPE NCC staff survey 2012.

Philip explained the objective and methodology used to conduct the RIPE NCC staff survey.

He presented the high level results of the survey to the Board. He stated that the response rate for the survey was very high at 81% of RIPE NCC staff having responded to the survey. Overall, he mentioned that the scores were high in comparison to other organisations.

After some clarification on the results the Board thanked Philip for his work.

1. Agenda / Comments

1.1 Apologies, New Agenda Points

No apologies were received from Board members.

Nigel asked the Board members if they had any additional agenda items to add. No new agenda items were brought forward.

1.2 Approval of Previous Minutes, EB#82, #83

No comment was brought forward on the previous minutes; the Board approved the minutes of Executive Board Meetings EB#82 and EB#83.

1.3 Date of Next Meetings

• 2 August 2012, RIPE NCC offices, Amsterdam
• RIPE-65 Amsterdam, informal meetings, 24+26 September 2012
• 29 November 2012, RIPE NCC offices, Amsterdam

1.4 Conference attendance by Executive Board

EB241 08/03/2012

The Board members agreed to finalise their entries in the conference list by the end of March and submit them to Sabine.

Status 14/06/2012: DONE

2. Remaining Outstanding Actions, not covered by agenda

a) completed

EB240 08/12/2011 AP

The Board asked Axel to publish the IPv4 run out procedures and SLA documents to the RIPE NCC membership.

Status 8/03/2012: Ongoing, Axel published a draft to the Board, final version expected by the end of March 2012.

Status 14/06/2012: DONE

EB242 08/03/2012 AP

The Board asked Axel to prepare an update announcement regarding the way forward with regards to returned legacy space for publication on the RIPE NCC website and distribution to the RIPE list.

Status 14/06/2012: DONE

EB243 08/03/2012 AP

The Board asked Axel to draft another update about the police order by 14 March 2012 for Nigel to send along to the membership.

Status 14/06/2012: DONE

EB244 08/03/2012 AP

The Board asked Axel to produce a draft report from the Sen. Man. retreat to be circulated on the Board list by 26 March 2012.

Status 14/06/2012: DONE

b) in progress

EB235 08/12/2011 RM & CK

Remco and Christian agreed to closely cooperate with Daniel to prepare future project plans for RIPE ATLAS.

Status 8/03/2012: Ongoing, a meeting has been held. Deliverables are expected.

Status 14/06/2012: Ongoing, Remco and Christian will review the information provided by the RIPE NCC and suggest a way of moving forward.

EB236 08/12/2011 AP

The Board has asked Axel to reinstate/redevelop the stand-alone version of the RIPE NCC ASused tool.

Status 8/03/2012: Ongoing

Status 14/06/2012: Ongoing, the first version of the tool will be delivered in July 2012.

EB246 08/03/2012 AP

RIPE NCC will hand over the secretariat support for the financial accounts of MENOG by July 2012. The RIPE NCC will coordinate this with the MENOG Chairman.

Status 14/06/2012: Ongoing, expected to meet the target deadline.

3. Report from the RIPE NCC

In addition to the report published to the Board, Axel covered the results of the latest ITU IPv6 Group meeting in Geneva. He reported that the group praised the work of the RIPE NCC and decided to close the group as no further work or issues were suggested. However, further cooperation between government and the RIPE NCC was suggested and will be undertaken.

Axel also mentioned that the latest financial figures would be reviewed with the Board but that details would be discussed in agenda point 3.1

3.1 Financials

EB245 08/03/2012 AP

The Board asked Axel to produce a report that outlines the increase in expenses including the break down of costs and resources that have increased from 2008-2011.

Status 14/06/2012: DONE

The Board briefly discussed the document that reported the increase in expenses from 2008-2012. Nigel commented that the document outlined the information and no further questions for clarification were brought forward.

3.1.1 Clearing House Status

Proposed resolution "Upon review of the current reserves and the reserve in the RIPE NCC Clearing House, as well as current industry circumstances, the RIPE NCC Executive Board resolves to retain the reserves in the Clearing House to maintain organisational stability."

The Board unanimously approved the proposed resolution to retain the RIPE NCC reserves in the Clearing House.

3.2 Legal

3.2.1    Organisational documents

Documents for the Executive Board to decide on approval process

In accordance with the Board document RIPENCC-EBD701, below the documents for EB to decide on the approval process for these documents.

The Board reviewed the list of documents. Comments made to the documents were as follows:

1. Transfer of Resources and Name Changes:

The Board agreed to wait until consultation has been made with the RIPE community.

ACTION: The Board asked Axel to distribute the “Transfer of Resources and Name Changes” to the RIPE Address Policy and Services WG mailing list for comment.

2. Independent Internet Number Resources - Contractual relationship changes between sponsoring LIR and End User:

The Board suggested a change in the period of time from 15 days to 10 working days throughout the “Independent Internet Number Resources – Contractual relationship changes between sponsoring LIR and End User” document.

The Board asked if notification by email was binding for End Users. Jochem was asked to investigate this and report the legal obligations to the Board.

ACTION: Jochem was asked to investigate if email notification to the End User contact email address provided by the End User would be seen as official notification or whether the law required notification by registered post.

ACTION: The Board asked Jochem to update the End User template contract so that it requires the End User to provide a contact email address for notification.

3. Due Diligence:

The Board unanimously agreed to adopt the “Due Diligence” document.

3.2.2    Multiple Memberships

Jochem reported that under Dutch law it is not possible for one legal entity to hold multiple memberships in an association. He mentioned that there are a few cases of this that exist in the RIPE NCC membership due to activity such as mergers and acquisitions. He stated that the RIPE NCC will be documenting these LIRs and reporting this to the Board at the upcoming Board meeting.

ACTION: The Board asked Axel to investigate how many LIRs under one legal entity have multiple LIRs registered at the RIPE NCC. The Board asked for this to be reported in time for the upcoming Board meeting on 2 August and included in the agenda for the upcoming RIPE NCC General Meeting.

3.2.3    Member Liability

The Board accepts the legal statement presented by RIPE NCC legal counsel and asked Axel to prepare a draft statement to be disseminated by Nigel to the RIPE NCC membership list.

ACTION: The Board asked Axel to prepare a statement regarding member liability for the Board to approve and Nigel to disseminate to the RIPE NCC membership list.

4. Directions 2013

4.1 Format RIPE NCC Activity Plan 2013 and RIPE NCC Budget 2013

Nigel asked if the Board accepted the proposed format for the RIPE NCC Activity Plan. The Board was pleased with the work that has been delivered and was looking forward to the first draft of the plan.

4.2 Outline for expense development 2012-2013

Axel reviewed the expense development and asked the Board for their comment. He proposed the “service development” scenario to the Board as the way forward for the RIPE NCC.

The Board discussed the efficiencies of various areas in the RIPE NCC. After discussion the Board asked Axel to prepare a draft budget, and the related draft Activity Plan, based on the “service development” scenario.

ACTION: The Board asked Axel to prepare a draft budget, and the related draft Activity Plan, based on the “service development” scenario in time for the upcoming Board meeting on 2 Aug. 2012.

4.3 RIPE NCC Charging Scheme Scenarios 2013

Axel reviewed the three scenarios that were presented as possible proposals for the RIPE NCC Charging Scheme 2013. Nigel mentioned that he was very grateful for the input from the RIPE NC Charging Scheme Task Force.

The Board discussed the various perceived advantages and disadvantages of each model. The Board agreed that AS numbers would not be a part of the charging algorithm but that PI space needed to be added to the charging scheme. After discussion the Board proposed the simple Charging Scheme scenario 3 with the following modifications:

• Add the 50 Euro PI Fee charge to the Charging Scheme
• Remove AS numbers from the Charging Scheme algorithm
• Add a bandwidth for the fee for each category in the Charging Scheme proposal with a note stating that the final fees will be determined based on the category selection of members.

ACTION: The Board asked Axel to prepare the final proposal of the simple Charging Scheme Scenario in time for the Board to review at their upcoming Board meeting.

4.3.1 Process & Timeline

1. Disseminate the Charging Scheme proposal to the members for comment in the next two weeks.

2. Cut-off for comment / discuss should be set so that the Board can make a decision at their upcoming meeting.

ACTION: The Board asked Axel to send the Charging Scheme proposal to the RIPE NCC members for comment after Board approval by the first week of July 2012.

5. External Relations

5.1 ICANN / IANA

Axel provided a short report on IANA and ICANN activities. Axel also reported that the RIRs would present on Certification to the ICANN GAC at the upcoming ICANN meeting.

No questions were brought forward.

5.2 NRO / RIRs

Axel confirmed that the ASO AC re-appointed Ray Plzak to the ICANN Board.

Axel was asked to report on the points made by LACNIC regarding a global trust anchor held by ICANN. The RIPE NCC Board is aware of concerns in the RIPE Community that conflict with the LACNIC view.

5.3 ITU

Axel provided an update on the recent ITU IPV6 Group Meeting. He also stated that the RIPE NCC would be working with the other RIRs and industry partners to prepare for the ITU WCIT 2012 and ITU WTPF 2013.

5.4 RIPE

Rob provided an update to the Board on the upcoming RIPE Meeting in Amsterdam. He mentioned that this meeting would take place in the Okura Hotel. He also mentioned that the Program Committee was busy compiling the agenda for the plenary sessions of the meeting.

5.4.1    General Review RIPE-64 Ljubljana

The Board was very pleased with the organisation of the RIPE 64 meeting and were happy with the results from the work of the Program Committee.

5.4.2    General Meeting

- Review

The Board reviewed the feedback received. The Board was pleased with the open session scheduled to interact with the Board and asked for this to be organised again at the upcoming RIPE Meeting. They asked that the open meeting be held at the end of the day and that the invitation to members be sent in a timely manner.

- Draft Minutes RIPE NCC General Meeting 18-19 April 2012

Nigel asked the Board if they had any further comment on the draft minutes of the RIPE NCC General Meeting April 2012. No comment was brought forward and the Board agreed to publish the minutes.

5.4.3    Board position on PDP involvement

In the future, if a Board member is involved in the Policy Development Process it was agreed that it should be explicitly noted that this Board member makes their contribution to this process as an individual and member of RIPE Community and not as a representative of the Board.

The RIPE NCC Board reconfirmed that the Board has no formal involvement in the RIPE PDP.

5.5 IETF

No specific update was provided. Axel confirmed that the RIPE NCC participates in the IETF as necessary and will continue to report from meetings.

6. AOB

ACTION: The Board asked Axel to investigate and report why IPv6 allocation changes for LIRs moving from a /31 to /29 would only be implemented after a period of two months. Once identified, they asked Axel to communicate the reason to the RIPE community.

ACTION: The Board asked Axel to announce the updated corporate governance section of the website to the RIPE NCC membership list.

The Chairman closed the meeting at 16:25

Outstanding Action Items:

EB235 08/12/2011 RM & CK

Remco and Christian agreed to closely cooperate with Daniel to prepare future project plans for RIPE ATLAS.

Status 8/03/2012: Ongoing, a meeting has been held. Deliverables are expected.

Status 14/06/2012: Ongoing, Remco and Christian will review the information provided by the RIPE NCC and suggest a way of moving forward.

EB236 08/12/2011 AP

The Board has asked Axel to reinstate/redevelop the stand-alone version of the RIPE NCC ASused tool.

Status 8/03/2012: Ongoing

Status 14/06/2012: Ongoing, the first version of the tool will be delivered in July 2012.

EB246 08/03/2012 AP

RIPE NCC will hand over the secretariat support for the financial accounts of MENOG by July 2012. The RIPE NCC will coordinate this with the MENOG Chairman.

Status 14/06/2012: Ongoing, expected to meet the target deadline.

New Actions Items:

EB247 14/06/2012 AP:

The Board asked Axel to distribute the “Transfer of Resources and Name Changes” to the RIPE Address Policy and Services WG mailing list for comment.

EB248 14/06/2012 JdR:

Jochem was asked to investigate if email notification to the End User contact email address provided by the End User would be seen as official notification or whether the law required notification by registered post.

EB249 14/06/2012 JdR:

The Board asked Jochem to update the End User template contract so that it requires the End User to provide a contact email address for notification.

EB250 14/06/2012 AP:

The Board asked Axel to investigate how many LIRs under one legal entity have multiple LIRs registered at the RIPE NCC. The Board asked for this to be reported in time for the upcoming Board meeting on 2 August and included in the agenda for the upcoming RIPE NCC General Meeting.

EB251 14/06/2012 AP:

The Board asked Axel to prepare a statement regarding member liability for the Board to approve and Nigel to disseminate to the RIPE NCC membership list.

EB252 14/06/2012 AP:

The Board asked Axel to prepare a draft budget, and the related draft Activity Plan, based on the “service development” scenario in time for the upcoming Board meeting on 2 Aug. 2012.

EB253 14/06/2012 AP:

The Board asked Axel to prepare the final proposal of the simple Charging Scheme Scenario in time for the Board to review at their upcoming Board meeting.

EB254 14/06/2012 AP:

The Board asked Axel to send the Charging Scheme proposal to the RIPE NCC members for comment after Board approval by the first week of July 2012.

EB255 14/06/2012 AP:

The Board asked Axel to investigate and report why IPv6 allocation changes for LIRs moving from a /31 to /29 would only be implemented after a period of two months. Once identified, they asked Axel to communicate the reason to the RIPE community.

EB256 14/06/2012 AP:

The Board asked Axel to announce the updated corporate governance section of the website to the RIPE NCC membership list.