Board of Trustees Meeting Minutes - 29 April 2004 [Archived]

Teleconference

Attendees:

Trustees

• John Curran, Acting President
• Scott Bradner, Acting Chair
• David Conrad, Trustee
• Lee Howard, Treasurer
• Bill Manning, Trustee
• Bill Woodcock, Trustee

ARIN Staff

• Thérèse Colosi, Recording Secretary
• Susan Hamlin, Director of Member Services
• Richard Jimmerson, Director of Operations
• Mary K Lee, Director of H.R. & Administration

ARIN Counsel

• Stephen Ryan

1. Welcome

The Chair called the meeting to order at 9:34 a.m. EDT. The presence of a quorum was noted.

2. Agenda Bashing

The Chair called for any comments. There were no comments.

3. Discussion of the ARIN Board Election Petition Process

John Curran moved that:

“The ARIN Board of Trustees adopts the ARIN Board Election Petition Process as described in the document referenced.”

This was seconded by David Conrad. The Chair called for any comments and stated the differences between this process and the previous version. The Chair noted that the petition process would now start, after the NomCom finished its work, so that the community could augment the candidate list if they are dissatisfied with the NomCom-produced list.

The Chair called for a roll call vote. The motion carried unanimously.

Susan Hamlin mentioned that since it was too late in the year to implement the process this year, it would be implemented next year. The Board was in agreement.

4. Discussion of the ARIN Elections Guidelines Document

John Curran moved that:

“The ARIN Board of Trustees adopts the ARIN Elections Guidelines Document as described as referenced.”

This was seconded by Lee Howard. The Chair called for any discussion. Lee Howard stated he had not had a chance to review the document. Discussion and review ensued. Susan Hamlin gave a brief overview of this document and noted that the Bylaws Section and Articles references need to be updated.

The Chair suggested amending the motion to specify that this information be included in this document.

John Curran accepted the amendment and moved that:

“The ARIN Board of Trustees adopts the ARIN Elections Guidelines Document as described, with the appropriate updates to the ARIN Bylaws references.”

This was seconded by Lee Howard. The Chair called for a roll call vote. The motion carried unanimously.

5. Discussion of the Finance Committee Charter

Lee Howard moved that:

“The ARIN Board of Trustees amends the Finance Committee Charter to state in Item 4., under ‘Investment’, The Committee shall make changes to individual investments, as required, and report to the Board.”

This was seconded by David Conrad. The Chair called for comments. A brief discussion ensued on the clarity of this text with all in agreement.

The Chair called for a roll call vote. The motion carried unanimously.

6. Discussion of ASN Fee Proposal

BW discussed this proposal submitted by Robert Seastrom.

Lee Howard moved that:

“The ARIN Board of Trustees adopts the proposal forwarded by Bill Woodcock to the Board from Robert Seastrom.”

This was seconded by David Conrad. The Chair called for comments with discussion taking place regarding the importance of the proposal, the impact on staff to implement it, and any impact on revenue.

After discussion, Lee Howard moved to table the motion until further implementation details could be investigated. This was seconded by John Curran. John stated his concern that the benefits of the policy not die in the process of fulfilling the policy, and that looking into the implementation was important to protect policy integrity.

The Chair called for a roll call vote. The motion carried with Bill Woodcock abstaining.

The Chair tasked Richard Jimmerson and Bob Stratton with working with him on this issue.

7. Discussion of Trustee Voluntary Resignation Letter

The Chair noted that he did not support the draft as written, but that the topic was up for discussion with the draft as a guiding document. The Chair called for comments. Susan Hamlin and Counsel explained that under the Virginia Nonstock Corporation Act, the Board of a non-profit organization cannot remove another Board member, any such removal must be done by membership vote. The intent of a letter of this type is to deal with a Trustee of the Board who becomes incapacitated, or for any other reason, fails to exercise their responsibilities as a Trustee without having to go through the time-consuming and expensive process of having a membership vote. Discussion ensued with Counsel being tasked by the Board to further research this issue and report back to the Board at its next meeting.

8. Discussion of ARIN Travel Policy

The Chair raised the issue of purchasing Business class tickets versus Coach class tickets when traveling long distances internationally. The Chair stated he was bringing this to the Board to discuss purchasing Business class tickets for flights longer than X amount of hours, and/or if the individual does not have the ability to upgrade through miles or certificates. He noted that ARIN staff had done preliminary research of the cost differences between the class fares. Mary K Lee had also provided the Board with the government’s regulations on international travel as a guide.

Discussion ensued with John Curran suggesting that ARIN follow the U.S. Government’s rules, and offer to purchase Business class tickets if the total duration of travel by air, including layovers, is more than 14 hours, and as long as ARIN staff makes the reservations for the individual. All were in agreement.

The Chair tasked John to work with staff to implement ARIN’s use of the U.S. Government’s criteria for the purchase of Business class tickets. He also requested regular reports from ARIN staff on costs incurred under this new procedure.

9. Any Other Business

The Chair called for any other business.

• Richard Jimmerson and Bob Stratton addressed the Board on their decision to release 50% of the funds in escrow to ICANN as of April 1,2004 because the other RIRs were not releasing the same amount of funding. The Board noted that they had discussed this issue at their last Board meeting and had decided to release 50% of the funds in escrow, even though this was somewhat different than what the other RIRs were doing.
• The Chair requested ARIN staff work with the Board to schedule their next meeting. A two week timeframe was discussed and would be addressed to the Board via email for sometime during the week of May 10, 2004.
• Bill Manning requested discussing ARIN coverage at upcoming meetings, due to Ray Plzak’s absence. John Curran updated the Board on ARIN staff attendance at upcoming RIR and Internet meetings stating that all were covered up through mid-June, and that the rest would be reviewed at a later date to ensure the rest of the year were covered, pending Ray’s return.

10. Adjournment.

The chair entertained a motion to adjourn at 10:36 a.m. EDT. Lee Howard moved to adjourn and this was seconded by John Curran. The motion carried unanimously.