Minutes 138th Executive Board Meeting


Author:	Daniella Coutinho
Date:	2020/09/10
Status:	Final

Attendees:

Christian Kaufmann (CK), Chair
Falk von Bornstaedt (FvB), Member
Ondřej Filip (OF), Treasurer
Raymond Jetten (RJ), Member
Remco van Mook (RvM), Member
Maria Häll (MH), Member
Piotr Strzyżewski (PS), Secretary

Gwen van Berne (GvB), Chief Financial Officer, RIPE NCC
Chris Buckridge (CB), Head of External Relations, RIPE NCC
Daniella Coutinho (DC), Management Assistant, RIPE NCC
Fergal Cunningham (FC), Acting Chief Communications Officer, RIPE NCC
Athina Fragkouli (AF), Chief Legal Officer, RIPE NCC
Hans Petter Holen (HPH), Managing Director, RIPE NCC
Rumy Kanis (RK), Head of Learning and Development, RIPE NCC
Mirjam Kühne (MK), RIPE Chair
Kaveh Ranjbar (KR), Chief Information Officer, RIPE NCC
Felipe Victolla Silveira (FVS), Chief Operations Officer, RIPE NCC
Carolien Vos (CV), HR Director, RIPE NCC

1. Welcome and Agenda

The Chair opened the meeting at 09:04 and welcomed everyone. It was noted that all members of the RIPE NCC Executive Board were present.

1.1 Apologies, New Agenda Points

There were no apologies. Maria Häll noted she needed to leave at 12:30. The presentation of the Languages proposal would be shared today as time did not allow for it during the Board briefings on 7 September 2020. Hans Petter added Selection of NRO NC seat under AOB.

1.2 Approval of Minutes

Resolution EB#138-R-01:
The RIPE NCC Executive Board approves the minutes of EB#136 and EB#137. The RIPE NCC Executive Board unanimously adopted the resolution.

1.3 Dates of Next Meetings

20 October 2020, 09:00-13:00, 13:00-14:00, Board briefings RIPE 81 + Meetecho system test
28 October 2020, GM, Virtual
10+11 December 2020, 09:00-13:00, Executive Board Meeting, Virtual

2. Action list review

Action Items in Progress

Action EB414/ 16/06/2020 / HPH
The RIPE NCC Managing Director will provide a document with strategic objectives as discussed with the RIPE NCC Executive Board.

Deadline: until next EB meeting in September 2020.

Status 08-09-2020: In progress.

HPH to review and complete the document for the Board to comment on. Final version in December 2020 Board meeting

Closed Actions

Action EB411 / 12/12/2019 / RvM, AF
To draft a document that defines and describes how members of the RIPE NCC Executive Board function, engage and work among themselves.

Status 16-06-2020: In progress, Executive Board to provide feedback on the draft document by 26 June. RM and AF to consolidate input from the RIPE NCC Executive Board after 26 June and revise the draft document for adoption.

Deadline: 18 August 2020

Status 08-09-2020: Closed, on the agenda at topic 4.4

Action EB413 / 16/06/2020 / HPH
To formulate a statement for setting up a Task Force on the RIPE NCC Board Election Procedure and announce it to the members mailing list. To prepare a timeline for the Task Force to report the outcome on time for the General Meeting in October 2020.

Deadline: within 2 weeks, by 30 June 2020.

Status 08-09-2020: Closed, on the agenda at topic 4.3

Action EB401 / 13/12/2018 / HPH
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, HPH will present a draft procedure to the RIPE Working Group Chairs mailing list for discussion.

Status 16-06-2020: In progress

Status 08-09-2020: Closed, the new RIPE Chair will discuss the implementation of the draft procedure with the Working Group Chairs.

Action EB402 / 15/03/2019 / HPH, AF
Meeting Presenters Terms and Conditions: The Chairman (CK) proposed that the RIPE Chair (HPH) will approach the Working Group Chairs 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 in coordination with the Working Group Chairs Collective and RIPE Programme Committee.

Status 16-06-2020: In progress

Status 08-09-2020: Closed. Necessary terms and conditions for presenters are included in Meeting Registration Terms and Conditions and Virtual Meeting Registration Terms and Conditions.

3. Reports from the RIPE NCC

3.1 Report from the Managing Director

Hans Petter Holen referred to the report he provided to the RIPE NCC Executive Board in a separate briefing session on 7 September 2020.

3.2 Quarterly Integrated Risk Management

Hans Petter Holen provided the quarterly Integrated Risk Management Report on KPIs, key actions and annual validation. The RIPE NCC Executive Board asked to add the names of the relevant Board members to the different risk types in the next quarterly report.

3.3 Q2 Report from the CFO

Gwen van Berne shared the Finance Report for Q2 2020. She reported on key financial results and LIR and FTE information. The RIPE NCC Executive Board asked the RIPE NCC to provide an improved version showing transparency in purchases in order to get a better overview of the full spending.

Action EBD415 / 08/09/2020 / GvB
To improve transparency in the purchases by separating consultancy in the Finance Report.

Deadline: Briefing Session before RIPE 81

3.4 Sanctions

Athina Fragkouli gave an update on the status regarding sanctions, explaining the areas of concern and the next steps to be taken. The RIPE NCC Executive Board agreed to go forward with the outlined proposal and evaluate further details in the briefing session before RIPE 81.

Athina Fragkouli explained the proposed amendments in the introduction and sanctions section of the procedural document "Due Diligence for the Quality of the RIPE NCC Registration Data". The amendments highlight the responsibility of the RIPE NCC to comply with Dutch legislation and focus on the recently made procedural changes for sanctions compliance. Further, an addition of a table of contents is proposed for a clear outline.

Resolution EB#138-R-02:
The RIPE NCC Executive Board approves the amendments to the procedural document “Due Diligence for the Quality of RIPE NCC Registration Data”. The RIPE NCC Executive Board unanimously adopted the resolution.

3.5 ER Report

Chris Buckridge reported on highlights in the External Relations area, such as the remote engagement approach for membership and community and other industry organisations and the engagements with governments and in the public policy making process. The RIPE NCC Executive Board indicated they appreciate the regular reports and would like an addition of a section with key messages of various items of interest.

3.6 RPKI

Felipe Victolla Silveira presented the RPKI Resilience Report and gave an overview of the strategic focus for RPKI and target KPIs for the coming five years and the project highlights. Reports will be shared at RIPE 81 in the Routing Working Group and RIPE NCC Services Working Group.

4 General Meeting

4.1 Agenda of the GM

Resolution EB#138-R-03:
The RIPE NCC Executive Board approves the publication of the Draft Agenda for the RIPE NCC General Meeting in October 2020. The RIPE NCC Executive Board unanimously adopted the resolution.

4.2 Activity Plan and Budget 2021 incl. Languages proposal

Hans Petter Holen referred to the presentation on the content of the Draft RIPE NCC Activity Plan and Budget 2021 provided to the RIPE NCC Executive Board in a separate briefing session on 7 September 2020. Each contributor presented their own section.

Fergal Cunningham shared the key elements of the Languages proposal, which aims to increase engagement with the members and their understanding of RIPE NCC processes/services/activities. The RIPE NCC Executive Board endorsed the proposal.

Resolution EB#138-R-04:
The RIPE NCC Executive Board approves the publication of the Draft RIPE NCC Activity Plan and Budget 2021 with the proposed amendments of adding a section on sanctions and FTEs per activity. The RIPE NCC Executive Board unanimously adopted the resolution.

4.3 Report from the Executive Board Elections Task Force and amendments to AoA

The RIPE NCC Executive Board reviewed the draft report and recommendations of the Executive Board Elections Task Force. The RIPE NCC Executive Board agreed with all the recommendations and asked the Task Force to add this to the report. The RIPE NCC Executive Board appreciated the work the members of the Task Force have done so far: Erik Bais, Randy Bush, Carlos Friaças, Töma Gavrichenkov, Sergey Myasoedov, Arnold Nipper, Cynthia Revström and Jan Žorž

Resolution EB#138-R-05:
The RIPE NCC Executive Board adopts the recommendations of the Executive Board Election Task Force and instructs the Managing Director to implement the recommendations that are not subject to an amendment of the RIPE NCC Articles of Association.

Furthermore, the RIPE NCC Executive Board approves the proposed amendments to the RIPE NCC Articles of Association and instructs the Managing Director to prepare a relevant resolution(s) for the adoption of the proposed amendment by the next General Meeting. Provided that the proposed amendments are adopted by the next General Meeting, the RIPE NCC Executive Board instructs the Managing Director to implement the Task Force recommendations that are subject to these proposed amendments. The RIPE NCC Executive Board unanimously adopted the resolution.

Action EBD416 / 08/09/2020 / FC
To publish the final report of the Executive Board Election Task Force to the membership as soon as possible.

4.4 Board procedures

The RIPE NCC Executive Board discussed the document Management Regulations of RIPE NCC. This document defines and describes how members of the RIPE NCC Executive Board function, engage and work among themselves and the Board amended some of the wording. The RIPE NCC Executive Board asked Athina Fragkouli to refine the wording before they approve the document.

Resolution EB#138-R-06:
The RIPE NCC Executive Board decides to increase the number of the Executive Board members that acting jointly have the authority to represent the Association from two to four. The RIPE NCC Executive Board approves the relevant proposed amendment to Article 10.4 of the RIPE NCC Articles of Association and instructs the Managing Director to prepare a relevant resolution for the adoption of the proposed amendment by the next General Meeting. The RIPE NCC Executive Board unanimously adopted the resolution.

Action EBD417 / 08/09/2020 / AF
To refine the wording of the document Management Regulations of RIPE NCC and have it approved by the RIPE NCC Executive Board afterwards.

Action EBD418 / 08/09/2020 / HPH
To implement a system that allows electronic signing of documents by members of the RIPE NCC Executive Board.

5. RIPE

The new RIPE Chair, Mirjam Kühne, and RIPE Vice Chair, Niall O’Reilly, have assumed their role as RIPE Chair Team as of 1 September 2020.

Mirjam Kühne thanked the RIPE NCC Executive Board for continuing the tradition of inviting the RIPE Chair to the Executive Board meetings and shared the priorities the RIPE Chair Team will focus on, next to the work items that are taken over from the previous RIPE Chair:

Preparations for RIPE 81, including finalising the meeting plan
Code of Conduct, ask for volunteers to form a small task force to finalise the code of conduct document and accompanying documents
Review of the nomination process for RIPE Chair and Vice Chair.
RIPE Database Requirements Task Force, inquire about status, milestones and next steps.
Engagement with RIPE WGs
Communications with RIPE Chair Team: https://www.ripe.net/participate/ripe/chair

6. AOB

Hans Petter Holen asked the RIPE NCC Executive Board if they want to make a call for volunteers for the NRO NC seat as in other years.

Action EBD419 / 08/09/2020 / HPH
To call for volunteers for the NRO NC seat.

Remco van Mook asked to add Brexit to the agenda of the Executive Board meeting in December 2020, to understand what it entails for the RIPE NCC.

Action EBD420 / 08/09/2020 / HPH
To add Brexit – consequences for the RIPE NCC to the agenda of the Executive Board meeting in December 2020

7. Meeting Adjourn

The Chair of the RIPE NCC Executive Board closed the meeting at 13:24.

Resolutions

Resolution EB#138-R-01:
The RIPE NCC Executive Board approves the minutes of EB#136 and EB#137. The RIPE NCC Executive Board unanimously adopted the resolution.

Resolution EB#138-R-05:
The RIPE NCC Executive Board adopts the recommendations of the Executive Board Elections Task Force and instructs the Managing Director to implement the recommendations that are not subject to an amendment of the RIPE NCC Articles of Association. Furthermore, the RIPE NCC Executive Board approves the proposed amendments to the RIPE NCC Articles of Association and instructs the Managing Director to prepare a relevant resolution(s) for the adoption of the proposed amendment by the next General Meeting. Provided that the proposed amendments are adopted by the next General Meeting, the RIPE NCC Executive Board instructs the Managing Director to implement the Task Force recommendations that are subject to these proposed amendments. The RIPE NCC Executive Board unanimously adopted the resolution.

Action Items

Action Items in Progress

Action EB414/ 16/06/2020 / HPH
The RIPE NCC Managing Director will provide a document with strategic objectives as discussed with the RIPE NCC Executive Board.

Deadline: until next EB meeting in September 2020.

Status 08-09-2020: In progress. HPH to review and complete the document for the Board to comment on. Final version in December 2020 Board meeting

New Action Items

Action EBD415 / 08/09/2020 / GvB
To improve transparency in the purchases by separating consultancy in the Finance Report.

Deadline: Briefing Session before RIPE 81.

Action EBD416 / 08/09/2020 / FC
To publish the final report of the Executive Board Election Task Force to the membership as soon as possible.

Action EBD417 / 08/09/2020 / AF
To refine the wording of the document Management Regulations of RIPE NCC and have it approved by the RIPE NCC Executive Board afterwards.

Action EBD418 / 08/09/2020 / HPH
To implement a system that allows electronic signing of documents by members of the RIPE NCC Executive Board.

Action EBD419 / 08/09/ 2020 /HPH
To call for volunteers for the NRO NC seat.

Action EBD420 / 08/09/2020 / HPH
To add Brexit – consequences for the RIPE NCC to the agenda of the Executive Board meeting in December 2020.

Closed Action Items

Action EB411 / 12/12/2019 / RvM, AF
To draft a document that defines and describes how members of the RIPE NCC Executive Board function, engage and work among themselves.

Deadline: 18 August 2020

Status 08-09-2020: Closed, on the agenda at topic 4.4

Deadline: within 2 weeks, by 30 June 2020.

Status 08-09-2020: Closed, on the agenda at topic 4.3

Status 16-06-2020: In progress

Status 08-09-2020: Closed, the new RIPE Chair will discuss the implementation of the draft procedure with the Working Group Chairs.

Status 21-06-2019: In progress RIPE NCC Legal to produce a new proposal for RIPE NCC Executive Board review in coordination with the Working Group Chairs Collective and RIPE Programme Committee.

Status 16-06-2020: In progress

Status 08-09-2020: Closed. Necessary terms and conditions for presenters are included in Meeting Registration Terms and Conditions and Virtual Meeting Registration Terms and Conditions.