Board of Trustees Meeting Minutes - 18 March 2003 [Archived]

San Francisco, CA

Attendees:

Trustees:

• John Curran, Chairman
• Scott Bradner, Secretary
• David Conrad, Trustee
• Lee Howard, Treasurer
• Bill Manning, Trustee
• Ray Plzak, President
• Bill Woodcock, Trustee

ARIN Staff:

• Thérèse Colosi, Recording Secretary

ARIN Counsel:

Dennis Molloy, ARIN Counsel

1. Agenda Bashing
2. Formal Approval of Board of Trustees Minutes of January 10, 2003
3. Procedure for the Appointment of an Interim Member of the ARIN Advisory Council
4. Acceptance of AC’s recommendation to abandon Policy 2002-7, Micro-Assignments for Multi-Homed Organizations
5. Formal confirmation of the Appointment of Interim member to ARIN AC Member, Dana Argiro
6. Formal approval of the Procedure for Approving Meeting Minutes
7. Policy Development Process Document
8. ICANN Reform Discussion
9. Formal Approval of the Appointment of Interim ARIN AC Member Andrew Dul
10. Internal Policy Process Procedure Document
11. Privacy Statement
12. Next Board of Trustees Meeting Location and Time
13. Board Travel Policy
14. Budget Milestones Discussion
15. ARIN ASO AC meeting with the Board at ARIN XI
16. Any Other Business
17. Adjournment

The Chair, John Curran, called the meeting to order at 7:16 p.m. PST. The presence of a quorum was noted.

1. Agenda Bashing

Ray Plzak requested adding a discussion regarding converting from a 15-member to 9-member Advisory Council. The Board to agreed to add this as item 16a under Any Other Business. Scott Bradner requested adding Key Signing Key as 16b and APNIC joining ITU as 16c. David Conrad requested discussing IETF financial situation as 16d. The Board agreed to add these items under Any Other Business.

2. Formal Approval of Board of Trustees Minutes of January 10, 2003

Scott Bradner, acting as Secretary of the Board, moved that

“The ARIN Board of Trustees adopt the minutes of the January 10, 2003 meeting as written."

This was seconded by David Conrad. The motion carried unanimously.

3. Procedure for the Appointment of an Interim Member of the ARIN Advisory Council

After review and discussion, Scott Bradner moved that

“The ARIN Board of Trustees adopt the Procedure for the Appointment of an Interim Member of the ARIN Advisory Council as written.”

This was seconded by David Conrad. The motion carried unanimously. This is attached as Exhibit A .

4. Acceptance of AC’s recommendation to abandon Policy 2002-7, Micro-Assignments for Multi-Homed Organizations

Scott Bradner moved that

“The ARIN Board of Trustees accept the Advisory Council’s recommendation to abandon Policy 2002-7, Micro-Assignments for Multi-Homed Organizations.”

This was seconded by Bill Manning. The motion carried unanimously.

5. Formal confirmation of the ARIN AC Appointment of Dana Argiro as Interim Member to ARIN AC

On January 22, 2003 via electronic means, the Board unanimously consented to the ARIN AC’s appointment of Dana Argiro as an Interim Member to the ARIN AC to fill the seat vacated by Barbara Roseman. The AC’s appointment process now needs to be formally confirmed by the Board in accordance with Article VII, Section 5.c. of the ARIN Bylaws.

Scott Bradner moved that,

“The ARIN Board of Trustees confirms the electronic actions taken by the Board to confirm the ARIN AC’s appointment of Dana Argiro as an Interim Member of the ARIN AC, effective January 22, 2003.”

This was seconded by Bill Manning. The motion carried unanimously.

6. Formal Approval of the Procedure for Approving Meeting Minutes

At the December 11, 2001 board meeting, the board adopted a procedure for approving meeting minutes, subject to final parliamentary review by the Chairman. At the January 22, 2002 teleconference meeting of the Board, it was agreed a header stating the minutes were ‘draft’ until the next regularly scheduled meeting would be added to the procedure. The Board had not formally adopted this procedure as modified by the Chairman during his parliamentary review.

The procedure for approving meeting minutes is included herein for reference:

Staff-composed meeting minutes are sent to the Board Secretary for approval. Upon the Secretary’s approval, the draft minutes are sent via electronic means to the Minutes Committee comprised of the Board as a Committee of the whole. Members have ten (10) business days to respond with approval or suggested changes. Lack of response within ten days will be construed as approval of the minutes as drafted. If changes are received, they will be incorporated by the Secretary and the revised draft will be sent back to the Committee for final approval. If a second round of review is necessary, response is required within five (5) business days. The Minutes will be posted as “draft” to the ARIN website until formal approval by the Board at the next regularly scheduled board meeting at which time the minutes would be posted as approved.

Scott Bradner moved that

“The ARIN Board of Trustees adopt the Procedure for Approving Meeting Minutes as modified.”

This was seconded by David Conrad.

Ray then made a friendly amendment to change the procedure to state that the draft minutes would be changed to read “approved” after approval by the Board. All agreed to this friendly amendment.

Scott moved that the new motion read,

“The ARIN Board of Trustees adopts the Procedure for Approving Meeting Minutes as modified and amended.”

All were in favor, and the motion passed unanimously.

7. Policy Development Process Document

Scott Bradner stated he would have this document completed by the ARIN meeting in Memphis

8. ICANN Reform

Ray Plzak gave an update on the status of the ICANN Reform Process and noted that the mail list for the ASO MOU editing team had been created.

9. Formal Approval of the Appointment of Andrew Dul as an Interim Member of the ARIN AC

Scott Bradner moved that

“The ARIN Board of Trustees confirm the ARIN AC’s appointment of Andrew Dul as an Interim Member of the ARIN AC, effective March 18, 2003.”

This was seconded by Bill Manning. The motion passed unanimously.

10. Internal Policy Process Procedure Document

Scott Bradner stated that after the Policy Development Process Document was discussed at the member meeting, he would work on this document.

11. Privacy Statement

Dennis Molloy led the discussion. After review and discussion, Ray Plzak moved that

“The ARIN Board of Trustees adopt the Privacy Statement as modified during the discussion.”

This was seconded by Scott Bradner. The Chair noted this document is subject to review and modification. All agreed. The motion passed unanimously. This is attached as Exhibit B .

12. Board Travel Policy

Ray Plzak announced the policy. Several Board members had comments and these were noted. This policy will be re-distributed to the Board with their comments incorporated.

13. Meeting Place and Date for next Board of Trustees Meeting

The Board proposed the next Board meeting to take place July 21, 2003 at ARIN’s offices.

14. Discussion of Budget Milestones

Lee Howard provided the Board with information concerning the development of the 2004 Budget.

15. Discuss having a meeting with the ARIN ASO AC members during ARIN XI

Ray Plzak led the discussion. The Board agreed to meet with these members during ARIN XI.

16. Any Other Business

a. Conversion from 15-Member to 9-Member Advisory Council. After discussing, the Board agreed to consider this and address it at the member meeting in Memphis. Ray Plzak noted that it would be added to the agenda for the member meeting.

b. Management of the Root Server Key Signing Key. Discussion ensued with the Board agreeing that this is not an appropriate role for the ARIN to take at this time.

c. APNIC joining the ITU. Discussion amongst the Board took place.

d. IETF financial situation. Scott Bradner led the discussion regarding the fact that support for the Secretariat may be needed since the IETF may be in financial trouble in the future.

17. Adjournment

The Chair entertained a motion to adjourn at 9:57 p.m. PST. Ray Plzak moved to adjourn. This was seconded by Scott Bradner. The motion carried unanimously.

EXHIBIT A

Procedure for the Appointment of an Interim Member of the ARIN Advisory Council

In the event that one of the elected positions on the ARIN Advisory Council (AC) is vacated before the end of the term for that position, the following procedure may, at the option of the ARIN AC, be used to select an individual to fill that position until the next regularly scheduled ARIN AC election. At that time, the remaining term of that position will be open to the general election process.

1. When there are runner-up nominees from the previous ARIN AC election who received at least 5% of the total votes cast, the AC will ask the runner up with the highest number of votes if they are willing to serve out the term until the next regular election. The AC may continue down the list of candidates, in order of highest number of votes and still within the 5% category, until a replacement is found.

2. When there are no eligible candidates from the prior election, the Advisory Council may, by majority vote, appoint an interim representative.

EXHIBIT B

PRIVACY STATEMENT

The American Registry for Internet Numbers places a high value on the privacy of our members and other visitors to our site. Because we value your privacy so highly we have developed this Privacy Statement to inform you about our privacy practices for the entire ARIN website.

WHAT INFORMATION DO WE COLLECT?

Personal Information.

ARIN does not collect any personal information from you unless you personally, explicitly and intentionally provide it to us.

As is standard practice for most web sites, certain visitor characteristics are reflected in our web server logs (e.g. operating system, browser version, and Internet Protocol (IP) address). We make no attempt to link them with the individual visitors to the site.

On its web site, ARIN requires some visitors to provide certain personally identifiable information for purposes such as becoming a member, renewing membership, handling template requests, participating in discussion groups, submitting inquiries and comments, or registering for conferences. This information may include name, postal address, email address, and other pertinent data.

Questions about this privacy statement should be directed to webmaster@arin.net. Please specify “Privacy Statement> in the subject line of your email. You will receive a response within three business days of your inquiry.

WHAT WE DO WITH THE INFORMATION

With regard to non-personally identifiable information, we may periodically analyze our web site logs to assess aggregate usage trends in order to better serve the needs of visitors to the site. Under some circumstances this information may be used for purposes of systems administration or server troubleshooting and security. The web site logs are archived in their entirety and kept purely as an internal reference.

We do not sell, rent or share any personally identifiable information voluntarily supplied by visitors or our membership mailing list.

Membership information is collected and maintained solely in order to provide our members with access to specific benefits accorded to them through membership in ARIN. Any further email addresses, phone numbers, or other contact information submitted by visitors voluntarily in the course of inquiries and comments are used only for purposes of taking action in relation to the nature of the inquiry or comment.

In addition, ARIN’s WHOIS program provides information on IP addresses, autonomous system numbers (ASNs), and related objects including name servers and Points of Contacts (POC). The point of contact information is stripped when ARIN provides organizations a bulk copy of the WHOIS output, and ARIN requires the requester of Bulk WHOIS data to affirm that they will only use the data for Internet operational or technical research purposes.

USE OF COOKIES

“Cookies” are pieces of information that a browser can record after visiting a web site. We currently do not use cookies on our site, but may do so in the future.

MEMBERSHIP DATABASE

ARIN members may receive periodic email or postal mailings from us with information about ARIN, upcoming events, or issues related to ARIN and RIR policy. In addition, our website lists our member organization’s names and a link to their website (if the URL is provided by the member).

SECURITY

While no data transmission over the Internet can be guaranteed to be 100 percent secure, we take measures designed to protect the security of data transmitted to us upon receipt. Our databases, including the member database, and system administration logs, are restricted only to authorized users. Online transactions of a sensitive nature, e.g. credit card numbers, are protected by secure browser connections.

Our site supports use of secure socket layer (SSL) encryption technology to encrypt your personally identifiable information prior to transmission over the Internet. Users whose browsers do not support SSL encryption are encouraged to contact us by phone or in writing.

LINKS

This web site contains links to other sites. Please be aware that ARIN cannot be responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of those sites that collect personally identifiable information. This privacy statement pertains only to this Web site.

DISCUSSION GROUPS

Please note that this privacy statement does not apply to any posting by you in any of the ARIN discussion groups, discussion threads, or interactive areas of this Web site. Your participation in those discussion areas and anything you post in those areas may be attribute to you and displayed, republished and otherwise disseminated by ARIN, in accordance with the Acceptable Use Policy you agree to abide by in order to participate in those areas.

COMPLIANCE AND QUESTIONS

If you have any questions regarding our privacy policy or you feel that this site is not following its stated information policy, please contact the ARIN Member Services Department by email to webmaster@arin.net. You may also contact us at that address if you have any concerns about the accuracy of personally identifiable information associated with your ARIN membership, or wish to correct what we have collected from you. Contact information for where to send changes regarding your information in the ARIN WHOIS database can also be found on the “Contact Us” page of this website.

CONSENT AND CHANGES TO THIS PRIVACY STATEMENT

Subject to the above provisions, by using our site, you consent to the collection and use of information by us in accordance with this privacy statement. If we decide to make a material change to our privacy statement or the way we use your personally identifiable information then at least thirty (30) days prior to making any material change to the Privacy Statement or in the way we use your personally identifiable information we will post such changes in this Privacy Statement, we will post notice of the nature of such change on the ARIN home page at http://www.arin.net and on the arin-announce mailing list.