Board of Trustees Meeting Minutes - 14 December 2000 [Archived]

San Diego, CA

Attendees:

• Scott Bradner
• David Conrad
• John Curran
• Scott Marcus
• Ray Plzak
• Michael Straty
• Kim Hubbard, ARIN Consultant (via teleconference)
• Dennis Molloy, ARIN Counsel
• Susan Hamlin, Notetaker

Chairman of the Board John Curran called the meeting to order at 6:08 PM. Full attendance was noted for the record.

The meeting agenda was reviewed and adopted.

The Chairman called for comments from the Board members. There were none.

Scott Bradner moved to accept the minutes of the November 22 teleconference meeting. Michael Straty seconded the motion. There being no discussion, the minutes were approved by unanimous vote; 6 ayes, 0 nays, 0 abstentions.

Action Item: Staff was directed to post the minutes to the ARIN web site.

Review of Action Items - ARIN staff read the list of action items from the previous meeting. Recognizing that all items have been completed and will be addressed as subsequent agenda items, further discussion was tabled until the appropriate place on the agenda.

OLD BUSINESS.

ICANN Contract - Ray Plzak provided an update on the status of the contract draft. The latest round of revisions offered by RIPE NCC were reviewed and discussed.

Scott Marcus moved, That the Board direct counsel to prepare a summary of Board comments on RIPE NCC’s proposed changes and submit them to RIPE NCC.

David Conrad seconded the motion. There being no further discussion, the motion was passed by unanimous vote; 6 ayes, 0 nays, 0 abstentions.

ARIN’s Percentage Contribution to ICANN - RIPE NCC’s suggested formula for determining the RIR contributions to ICANN was presented to the Board.

Scott Bradner moved, That the Board direct the ARIN President to respond back to RIPE NCC with ARIN’s comment that membership be dropped from the proposed three part equation used to apportion the RIRs’ monetary contribution to ICANN.

David Conrad seconded the motion. There being no further discussion, the vote was called and the motion passed unanimously; 6 ayes, 0 nays, 0 abstentions.

Scott Bradner moved, When agreed upon by all the RIR’s, the calculation formula for determining individual RIR contributions to ICANN should be treated as a guideline for the allocation of financial resources, noting that it can be revised for future allocations.

Scott Marcus seconded the motion. It then passed by unanimous vote; 6 ayes, 0 nays, 0 abstentions.

ARIN ASO AC Members - A discussion took place regarding the performance of ARIN elected ASO AC members.

Scott Bradner moved, That the Board direct the ARIN President to draft an appropriate process for recognizing non-performance by an ARIN elected member of the ASO AC and secondly, a procedure for the removal and replacement of a non-performing member.

Scott Marcus seconded the motion, which in turn passed by unanimous vote; 6 ayes, 0 nays, 0 abstentions.

Travel Reimbursement Policy - The President of ARIN presented a draft travel reimbursement policy for ARIN elected ASO AC members for courtesy comment by the Board. The Board offered some advise to amend the draft and took under advisement that such a policy, when finalized, would also apply to members of the Board of Trustees.

ARIN Fee Structure - Discussion of this agenda item was deferred until a similar item under New Business.

IPv6 Fee Structure - In light of the discussions at the October ARIN Public Policy and Member meetings, the Board agreed that the initial plan for IPv6 allocation fees was formulated in error. The following motions were offered in order to remedy the errors.

Scott Bradner moved, The Board of Trustees shall direct the President of ARIN to cease collecting fees for the allocation of IPv6 address space to current IPv4 subscribers. This will be effective from January 1, 2001 thru December 31, 2002. The Board of Trustees may modify the termination date if it determines that such action is necessary.

David Conrad seconded the motion. A call to vote resulted in unanimous approval of the motion; 6 ayes, 0 nays, 0 abstentions.

Scott Bradner moved, The Board of Trustees shall direct the President of ARIN to refund IPv6 subscription fees that have been paid under the previous policy by any IPv4 subscriber. This will be effective for allocations made prior to December 31, 2000.

Scott Marcus seconded the motion. During further discussion the President was directed to work with the individual companies involved to determine if they would prefer a refund or credit. The motion was called to a vote and passed by unanimous consent; 6 ayes, 0 nays, 0 abstentions.

Discussion of Size of ARIN Board - The Board discussed the pros and cons of increasing the size of its membership, and how many additional members might be added.

Michael Straty moved, That ARIN increase the size of its Board of Trustees by one elected Board member. Including the President, the Board would then total seven, providing an odd number to minimize the chance of Board deadlock. This change would occur in conjunction with the fall 2001 Board of Trustees election.

Scott Marcus seconded the motion. There being no further discussion, a vote was taken. The motion passed by unanimous consent; 6 ayes, 0 nays, 0 abstentions.

Scott Bradner moved, That the Board direct Counsel to draft language to incorporate into the ARIN bylaws the approved motion regarding the increase in Board size.

Scott Marcus seconded the motion, and the motion carried by unanimous vote; 6 ayes, 0 nays, 0 abstentions.

ARIN Policy Process Draft - Scott Bradner presented an overview of his draft policy formation process.

Scott Marcus moved, That Counsel be directed to craft a policy formation process for address allocation policy based on the presented draft, and ensuing discussion points, for subsequent Board review.

Ray Plzak seconded the motion. Discussion was called and there being no additional discussion the motion was passed by unanimous consent; 6 ayes, 0 nays, 0 abstentions.

Action Item: Scott Bradner was asked to draft another policy creation process for non-address policy issues. He agreed to have something ready for review at the next Board meeting.

Discussion of ARIN Outreach - Ray Plzak provided a background sheet of ideas for ARIN outreach and asked the Board members to review it and send in their comments.

Role of Nominating Committee - Scott Marcus provided an overview of the operations of the Nominating Committee this past year.

Scott Bradner moved, That the Board approve an expanded role for the NomCom to include aggressive recruitment of qualified candidates for both the Board and Advisory Council each election cycle. Secondly, that the Board direct Counsel to draft language to incorporate this change into the ARIN Bylaws and to propose language to change the percentage involved in the petition process for nominations from 15 % to 10%.

Discussion was heard and a call on the motion resulted in a vote of 5 ayes and 1 nay (John Curran), 0 abstentions.

Advisory Council Member Terms - A discussion took place regarding the staggered three-year terms of the 15- member ARIN Advisory Council. Due to a prior election oversight, the election rotation of 5 members each fall is out of sync.

Scott Bradner moved, In order to align the terms of the members of the Advisory Council so that they are in compliance with the Bylaws of ARIN, the Board of Trustees shall direct that in the election to be conducted in the fall of 2001, the term of the candidate receiving the sixth most votes shall be two (2) years.

David Conrad seconded the motion. There was no further discussion. The motion carried by a vote of 6 ayes, 0 nays, 0 abstentions.

Conflict of Interest Draft - Dennis Molloy presented proposed changes in the ARIN Bylaws under Article VI, Section 4. The Board discussed the language and deferred further comment until they reached the Bylaws agenda item.

Point of order: Messieurs Conrad and Curran recused themselves from the room prior to the beginning of discussion of the next agenda item. Ray Plzak took over as Chair of the meeting.

Contract Announcement - Ray Plzak apprised the Board of the current status of contract negotiations for the co-location of DNS servers. The President informed the Board that an announcement would be forthcoming in approximately two weeks.

Point of order: Messieurs Conrad and Curran rejoined the meeting. Mr. Curran resumed his role as Chair of the meeting.

NEW BUSINESS

ARIN Membership in ISOC - Scott Bradner introduced the topic and then he recused himself due to his past role as an ISOC trustee, other than to answer questions if so directed.

Ray Plzak moved, That ARIN join the Internet Society (ISOC) immediately as a Platinum member for one year, earmarking the membership fees to support the RFC Editor function.

Scott Marcus seconded the motion. There was additional discussion. Subsequently the motion was passed by a vote of 5 ayes, 0 nays, and 1 abstention (Scott Bradner).

Emerging RIR’s - Ray Plzak provided an informational update on LACNIC’s progress toward applying to ICANN for RIR status. The President outlined discussions he had with LACNIC interim Board members at a recent meeting in Buenos Aires.

6 to 4 Address and AS Allocation - There was discussion on an IETF request relevant to a proposed IETF standard.

Action Item: Scott Bradner will advise IETF and IANA that the request should be brought to IANA and then forwarded to the ASO AC for review.

Point of order: Kim Hubbard dropped off her telephone connection to the meeting at this point.

AS Numbers Allocation Policy - The Board discussed ARIN’s current AS allocation policy.

Action item: David Conrad will send a note to the ARIN Advisory Council concerning possible modifications of AS allocation policies.

ARIN’s Role in Gathering/Reporting Statistics - Scott Marcus led a discussion on the need for ARIN to take an active role in statistics gathering and reporting. He presented a detailed plan for review.

Scott Bradner moved, That the Board direct the President to take Scott Marcus’ proposal and propose a plan of action based upon its content and subsequent Board discussion. To be included is an ARIN role in posting website statistics for the global Internet. The Board at its next meeting will review this proposal.

There being no further discussion, the motion was passed unanimously by a vote of 6 ayes, 0 nays, 0 abstentions.

ARIN Staff Update - The President provided an update on ARIN staff assignments, departmental organization, and discussed efforts underway to improve staff retention.

Action Item: Scott Bradner requested that the President provide statistics at each Board meeting on the length of time it takes for ARIN staff to respond to various types of requests, and what percent of requests are approved. In addition, staff was asked to post these statistics on the ARIN web site in the form of a set of charts showing this information over time.

Investment Committee Report - Ray Plzak reported that, as directed by the Board at its last meeting, he had created an ARIN Investment Committee consisting of himself, Michael Straty and Scott Marcus. ARIN’s Director of Administration and Business has been interviewing financial planners and will set up a meeting in late January for the Investment Committee to review materials and meet prospective consultants.

Review of ARIN VII Meeting Format - Ray Plzak reviewed a draft outline of the ARIN VII meeting format and schedule for April 1-4, 2001 in San Francisco.

Action Item: ARIN Staff was directed to consult with all Board members regarding their availability before scheduling future ARIN Public Policy and Member meetings.

Change of ARIN Fiscal Year - Ray Plzak suggested the Board consider changing ARIN’s fiscal year from July 1 - June 30 to a calendar year beginning in 2002.

Scott Bradner moved, The fiscal year for ARIN will consist of 13 accounting periods and will approximately coincide with the calendar year. The President annually will establish the beginning of each fiscal year to occur during January of the calendar year.

Michael Straty seconded the motion. There being no further discussion, the motion was passed unanimously by a vote of 6 ayes, 0 nays, 0 abstentions.

Electronic Voting - The Board revisited the idea of electronic voting and discussed it further.

ACTION ITEM: The President and Counsel were directed to come up with a proposal to allow and implement electronic voting if legally possible by the Board of Trustees. The proposal will be reviewed at the next Board meeting.

Review of ARIN Bylaws - Several actions taken during the meeting will require changes in ARIN bylaws.

Scott Bradner moved, In light of discussion of the Board of Trustees tonight, the Board direct the President to organize a bylaw review committee to review the current bylaws and recommend appropriate revisions to the bylaws of ARIN.

David Conrad seconded the motion. No additional discussion took place. By a vote of 6 ayes, 0 nays, and 0 abstentions the motion passed unanimously.

Office Relocation - The President gave an informational update on plans to seek new office space, as the current lease expires October 1, 2001.

Changing 401(k) Trustees - The Trustees on the ARIN 401(k) Plan need to be updated to reflect staff changes.

Scott Bradner moved, The Board of Trustees direct that Ray Plzak, ARIN President and Mary K.Lee, Human Resources Manager be added as trustees of the ARIN 401(k) plan and that Susan Hamlin, be removed as a plan trustee.

There being no discussion, the motion was passed by a vote of 6 ayes, 0 nays, and 0 abstentions.

Board Meeting Calendar - It was the consensus of the Board that it hold its future meetings on the Thursday evening of regularly scheduled IETF meetings.

Tasking/Action Items - ARIN staff was directed to email the Board members the list of action items from this meeting.

Schedule Next Board Meeting - The next meeting was scheduled for Thursday evening, March 22, 2001 in Minneapolis during the IETF 50 meetings.

Adjournment - Scott Bradner moved that the meeting adjourn at 12:30 AM. Scott Marcus seconded the motion, which was then passed by unanimous vote; 6 ayes, 0 nays, 0 abstentions.