Minutes 125th Executive Board Meeting

Attendees:

• Falk von Bornstaedt (FB), Member
• Ondřej Filip (OF), Member
• Maria Häll (MH), Member
• Christian Kaufmann (CK), Chairman
• Remco van Mook (RM), Treasurer
• Piotr Strzyżewski (PS), Secretary
• Salam Yamout (SY), Member
  
  
• Gwen van Berne (GB), Chief Financial Officer, RIPE NCC
• Athina Fragkouli (AF), Chief Legal Officer, RIPE NCC
• Hans Petter Holen (HH), RIPE Chair
• Sabine Mader (SM), Assistant to the Managing Director, RIPE NCC
• Axel Pawlik (AP), Managing Director, RIPE NCC
• Felipe Victolla Silveira (FS), Chief Operations Officer, RIPE NCC
• Carolien Vos (CV), HR Director, RIPE NCC

1. Agenda / Comments

1.1 Apologies, New Agenda Points

1.2 Approval of Previous Meeting Minutes, EB#123

Resolution EB#125-R-01:

The RIPE NCC Executive Board unanimously approved the resolution.

1.3 Dates of Next Meetings

• 13 October 2019, informal meeting before RIPE 79, Rotterdam, 15:00-18:00
• 14+16 October 2019, informal meetings during RIPE 79, Rotterdam, 12:30-13:30
• 12 December 2019, Amsterdam, RIPE NCC Offices, Discussion 09:00-12:00, Board Meeting 13:00-17:00
• 26 March 2020, Amsterdam, Discussion 09:00-12:00, Board Meeting 13:00-17:00
• 11+13 May 2020, informal meetings during RIPE 80, Berlin, 12:30-13:30
• 16 June 2020, Amsterdam, Discussion 09:00-12:00, Board Meeting 13:00-17:00
• September 2020, TBD

2. Action Item Review (not covered by agenda)

2.1 Done

Action EB404 / 21/06/2019 / AP
Remote elections at RIPE NCC General Meetings: To supply a postmortem document, including cause, timeline and remedies, back-up plans.
Status 14-09-2019: Done

Action EB405 / 21/06/2019 / AP
To review & improve the RIPE NCC General Meeting presentation on voting.
Status 14-09-2019: Done

Action EB406 / 21/06/2019 / AP
KSK Activity travel support until end of 2019, not beyond. Axel Pawlik to communicate this to Dmitry Burkov.
Status 14-09-2019: Done

Action EB407 / 21/06/2019 / AP
The RIPE NCC Executive Board requested that an overview of long-term tickets for transfers and related process improvements be provided.
Status 14-09-2019: Done

Action EB408 / 21/06/2019 / AP
To provide information in travel and liability insurance cover.
Status 14-09-2019: Done

2.2 In Progress

Action EB400 / 15/03/2019 / AP
The action item was specified and rephrased as follows: RIPE NCC to provide a draft conflict of interest policy to the RIPE NCC Executive Board that applies to RIPE NCC staff and RIPE NCC Executive Board members and which is transparent for RIPE NCC members and meets legal requirements for disclosure.
Status 21-06-2019: In progress: In order to support the production of a policy, the RIPE NCC will invite the RIPE NCC Executive Board members to state possible interest in other industry organisations; a similar staff survey will be done and the results shared with the RIPE NCC Executive Board for review.
Status 14-09-2019: In progress: a Code of Conduct for RIPE NCC staff is in place since June 2019. The overview of ancillary activities has been completed for internal use.

3. Report from the RIPE NCC

3.1 Report from the Managing Director

3.2 Report from the HR Director

3.3 Report from the CFO

4. RIPE NCC Corporate Governance

4.1 Amendments to the RIPE NCC Articles of Association

Resolution EB#125-R-02:
The RIPE NCC Executive Board approves the proposed amendments to the “RIPE NCC Articles of Association” and instructs the RIPE NCC to prepare an appropriate resolution for the adoption of the proposed amendment by the next RIPE NCC General Meeting.

The RIPE NCC Executive Board unanimously approved the resolution.

4.2 Restrictions to Membership Applications and Due Diligence for the Quality of the RIPE NCC Registration Data

5. Preparation RIPE NCC General Meeting October 2019

5.1 Draft RIPE NCC Activity Plan and Budget 2020

The RIPE NCC Executive Board reviewed the Draft RIPE NCC Activity Plan and Budget 2020 and asked the RIPE NCC Management to incorporate a few amendments.

Resolution EB#125-R-04:
The RIPE NCC Executive Board approves the publication of the Draft RIPE NCC Activity Plan and Budget 2020.

The RIPE NCC Executive Board unanimously approved the resolution, given the requested amendments will be incorporated.

5.2 Draft Agenda RIPE NCC General Meeting October 2019

Resolution EB#125-R-05:
The RIPE NCC Executive Board approves the Draft Agenda for the RIPE NCC General Meeting in October 2019.

The RIPE NCC Executive Board unanimously approved the resolution, given the requested amendments under topic 3.3. will be incorporated.

6. RIPE NCC Integrated Risk management Program (IRM)

6.1 IRM Dashboard (Verbal update on a quarterly basis)

Gwen van Berne provided a report on the status of the RIPE NCC Integrated Risk Management Program. The progress of the program is on track. The RIPE NCC Management applied the methodology of risk assessment and has established measurements of key performance indicators.

6.2 Risk Charter

The Risk Charter will be reviewed again in a separate discussion meeting with the RIPE NCC Executive Board in December 2019.

7. RIPE

The Chairman of RIPE, Hans Petter Holen, reported that preparations for the upcoming RIPE Meeting in Rotterdam are progressing according to plan.

Further, Hans Petter reported that the RIPE Chair Selection Policy will soon be available as a RIPE document. Once the RIPE document has been published the RIPE NCC will inform the RIPE NCC Executive Board who will pass a formal resolution to accept their role in the process.

The Chairman of the RIPE NCC Executive Board will then approach potential candidates and ask them whether they would act as Chair and Vice-Chair of the Nomination Committee (NomCom). The Chair of the NomCom will then start the process, the latest 2 weeks before the RIPE Meeting.

8. Report from RIPE NCC Works Council

The Chairman noted that a separate meeting of the RIPE NCC Executive Board and a representative of the RIPE NCC Works Council took place on 11 September 2019. The RIPE NCC Executive Board received a report of the Works Council’s activities and the status of the current restructuring of the RIPE NCC from the RIPE NCC Works Council’s perspective.

9. AOB

9.1 The RIPE NCC Chief Legal Officer, Athina Fragkouli, provided an update on legal aspects of specific current tickets.

Action EB410 / 14/09/2019 / AF
To proactively approach signees of the SSA that are neither natural nor legal persons and update their SSAs in line with the due diligence requirements as outlined in the procedural document Due Diligence for the Quality of the RIPE NCC Registration Data.

9.2 RIPE NCC Executive Board presentation at next RIPE NCC General Meeting

The RIPE NCC Executive Board agreed that it will provide a report from their joint meeting with the APNIC Board on 13 September 2019.

9.3 Travel

The RIPE NCC Executive Board agreed that it will liaise among each other about conference attendance outside agreed upon long term planning.

The Chair adjourned the meeting at 16:30 (UTC+7).

Resolutions

Resolution EB#125-R-01:
The RIPE NCC Executive Board approves the minutes of EB#123.

Resolution EB#125-R-02:
The RIPE NCC Executive Board approves the proposed amendments to the “RIPE NCC Articles of Association” and instructs the RIPE NCC to prepare an appropriate resolution for the adoption of the proposed amendment by the next RIPE NCC General Meeting.

Resolution EB#125-R-03:
The RIPE NCC Executive Board resolves that the RIPE NCC will not approve new membership applications submitted on behalf of former members, in cases where the RIPE NCC Standard Service Agreement was terminated in accordance with Article 9.4.h (“if the Member provides the RIPE NCC with falsified or misleading data or provides the RIPE NCC repeatedly with incorrect data”).
The restriction shall cease to apply five years from the date the SSA was terminated. In the event that the former member is reported to the relevant authorities by RIPE NCC, and the relevant authorities acquit the former member or dismiss the charges against them before the end of this five year period, the restriction shall cease to apply on the day the RIPE NCC is informed of this.
The same applies for applications on behalf of natural persons who acted as contact persons or representatives of the former member.
Additionally, the RIPE NCC Executive Board approves the proposed amendments to the RIPE NCC procedural document “Due Diligence for the Quality of the RIPE NCC Registration Data” in line with the above restriction.

Resolution EB#125-R-04:
The RIPE NCC Executive Board approves the publication of the Draft RIPE NCC Activity Plan and Budget 2020.

Resolution EB#125-R-05:
The RIPE NCC Executive Board approves the Draft Agenda for the RIPE NCC General Meeting in October 2019.

Action Items:

- In Progress:

Action EB400 / 15/03/2019 / AP
The action item was specified and rephrased as follows: RIPE NCC to provide a draft conflict of interest policy to the RIPE NCC Executive Board that applies to RIPE NCC staff and RIPE NCC Executive Board members and which is transparent for RIPE NCC members and meets legal requirements for disclosure.
Status 21-06-2019: In progress.– In order to support the production of a policy, the RIPE NCC will invite the RIPE NCC Executive Board members to state possible interest in other industry organisations; a similar staff survey will be done and the results shared with the RIPE NCC Executive Board for review.
Status 14-09-2019: In progress:a Code of Conduct for RIPE NCC staff is in place since June 2019. The overview of ancillary activities has been completed for internal use.

Action EB401 / 13/12/2018 / HH
Funding for RIPE Working Group Chairs: The RIPE Chair will bring forward a draft procedure, with very clear terms and conditions for applications, for RIPE NCC Executive Board review. Afterwards HH will present a draft procedure to the RIPE Working Group Chairs mailing list for discussion.
Status 14-09-2019: In progress.

Action EB402 / 15/03/2019 / HH
Meeting Presenters Terms and Conditions: The Chairman (CK) proposed that the RIPE Chair (HH) will approach the working group collective for input and will present a summary for informed discussion at the next RIPE NCC Executive Board meeting in June 2019. Status 21-06-2019: In progress. RIPE NCC Legal to produce a new proposal for RIPE NCC Executive Board review and approach of the Working Group collective and RIPE Programme Committee.
Status 14-09-2019: In progress.

- Closed Action Items

Action EB404 / 21/06/2019 / AP
Remote elections at RIPE NCC General Meetings: To supply a postmortem document, including cause, timeline and remedies, back-up plans.
Status 14-09-2019: Done

Action EB405 / 21/06/2019 / AP
To review & improve the RIPE NCC General Meeting presentation on voting.
Status 14-09-2019: Done

Action EB406 / 21/06/2019 / AP
KSK Activity travel support until end of 2019, not beyond. Axel Pawlik to communicate this to Dmitry Burkov.
Status 14-09-2019: Done

Action EB407 / 21/06/2019 / AP
The RIPE NCC Executive Board requested that an overview of long-term tickets for transfers and related process improvements be provided.
Status 14-09-2019: Done

Action EB408 / 21/06/2019 / AP
To provide information in travel and liability insurance cover.
Status 14-09-2019: Done

- New Action Items

Action EB409 / 14/09/2019 / CV
To prepare a presentation on progress of the RIPE NCC Remuneration Project for next meeting in December 2019.

Action EB410 / 14/09/2019 / AF
To proactively approach signees of the SSA that are neither natural nor legal persons and update their SSAs in line with the due diligence requirements as outlined in the procedural document Due Diligence for the Quality of the RIPE NCC Registration Data.