Board of Trustees Meeting Minutes - 20 October 2004 [Archived]

Reston, VA

Attendees:

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

ARIN Staff:

• Thérèse Colosi, Recording Secretary
• Nate Davis, Director of Operations
• Susan Hamlin, Director of Member Services
• Bob Stratton, Director of Business

ARIN Counsel:

• Stephen Ryan

1. Welcome

The Chair called the meeting to order at 7:40 a.m. EDT. The presence of a quorum was noted.

2. Agenda Bashing

The Chair called for any comments. Ray Plzak requested adding a discussion on the selection of new members to the ASO AC. The Chair added this as Item 14a under Any Other Business. Ray Plzak also requested discussing items 9 through 12 before discussing items 7 and 8 due to time constraints. This was agreed upon, and the order of items on the original agenda was changed. These minutes reflect the actual order in which the items were discussed.

3. Approval of the Minutes of August 3, 2004

Scott Bradner, as Secretary, moved that:

“The ARIN Board of Trustees adopts the Minutes of the August 3, 2004 meeting as written.”

This was seconded by David Conrad. The Chair called for any comments. There were no comments. The motion passed unanimously.

4. Approval of the Minutes of September 29, 2004

Scott Bradner, as Secretary, moved that:

“The ARIN Board of Trustees adopts the Minutes of the September 29, 2004 meeting as written.”

This was seconded by Lee Howard. The Chair called for any comments. There were no comments. The motion passed unanimously.

5. Discussion of Trustee Voluntary Resignation Letter

ARIN Counsel provided the draft letter to the Board for approval to add to Trustee briefing materials. Counsel explained that this letter would serve the purpose of a voluntary resignation in the event of a Board member’s consistent lack of attendance. If said member’s lack of attendance was for a valid reason, then the letter would not need to be used. The letter was reviewed by the Board, with all in agreement that it was acceptable. It was acknowledged that this letter would be provided to existing and new Board members for signature next year.

The Chair thanked the Board for its support on this issue, and directed them to work with the President to ensure compliance.

6. Finance Committee Report

a. Experimental Allocation Fee.

Lee Howard, as Treasurer, moved that:

“The ARIN Board of Trustees sets the fee for the one year, non-renewable allocation of experimental IP space at $500.00.”

This was seconded by Scott Bradner. The Treasurer provided an update to the Board that no fee had previously been implemented, and that the ARIN Finance Committee recommended that the fee be introduced. Bill Woodcock commented that this fee might be too high for student researchers. Scott Bradner suggested that if the issue of subsidizing students arose in the future, a proposal should be made to do so, and that he would be supportive of any such proposal.

The motion passed unanimously via roll call vote.

b. IPv6 Fee Structure.

Lee Howard, as Treasurer, moved that:

"The ARIN Board of Trustees sets the fees for IPv6 allocations as follows:

"IPv6 Fee Structure"

Size Category	Block Size	Fee
XS/Micro	/48	$1,250
Small	/32	$2,250
Medium	/30-31	$4,500
Large	/27-29	$9,000
X-Large	/22-26	$18,000
XX-Large	/21 or greater	$36,000

This fee structure is effective January 1, 2005."

This was seconded by Scott Bradner. Discussion ensued with Bill Manning suggesting a friendly amendment to add “and renewals” after the word “allocations.” Lee Howard accepted this amendment.

The motion passed unanimously via roll call vote.

c. Waiver of IPv6 Fees for Non-IPv4 Subscriber Members.

Lee Howard, as Treasurer, moved that:

“The ARIN Board of Trustees extends the current waiver of IPv6 fees for IPv4 subscriber members to non-IPv4 subscriber members.”

This was seconded by Scott Bradner. Discussion ensued. Ray Plzak moved to table this item to discuss at the Board’s next scheduled meeting in November. He suggested that more analysis needed to be done and that the FinCom look deeper into this issue. It was decided to have a FinCom meeting before Board meeting in November.

The Chair asked if there were any objections to tabling this issue. There were no objections and the issue was tabled.

d. Current IPv6-only Subscriber Members.

Lee Howard, as Treasurer, moved that:

“The ARIN Board of Trustees waives the fees for IPv6-only subscriber members. This waiver is not extended to any outstanding fees of these subscribers.”

This was seconded by David Conrad. Discussion ensued. Ray Plzak moved to table this item to discuss at the Board’s next scheduled meeting in November. There were no objections to tabling this item and the issue was tabled

e. Waiver of IPv6 Fees.

Lee Howard, as Treasurer, moved that:

“The ARIN Board of Trustees extends the current waiver of all IPv6 fees for the period of January 1, 2005 until December 31, 2005.”

This was seconded by David Conrad. Discussion ensued. Ray Plzak moved to table this item to discuss at the Board’s next scheduled meeting in November. There were no objections to tabling this item and the issue was tabled.

f. Investment Advisor Recommendation.

Lee Howard updated the Board regarding recommendations from ARIN’s investment advisor to moving to the New Discovery Fund due to issues with the Putnum International Fund. The FinCom agreed to this advice. The Chair and Board thanked the Treasurer for this information.

g. Revenue Sharing for AFRINIC.

Lee Howard, as Treasurer, moved that:

“The Board of Trustees authorizes the President to disperse to AFRINIC fifty (50) percent of the revenue derived from the registration activities in the African portion of the ARIN region from January 1, 2003 until either such time as AFRINIC receives final recognition from ICANN, or December 31, 2005 which ever comes first.”

This was seconded by Bill Manning. After a brief discussion, the Chair called for a roll call vote and the motion passed unanimously.

Lee Howard, as Treasurer, moved that:

“The Board of Trustees authorizes the President to disperse to AFRINIC one-hundred (100) percent of the revenue derived from the collection by AFRINIC of all outstanding fees associated with registration activities in the African portion of the ARIN region until either such time as AFRINIC receives final recognition from ICANN, or December 31, 2005 which ever comes first.”

This was seconded by David Conrad. After brief discussion, the motion carried unanimously via roll call vote.

h. Adoption of FY ‘05 Budget.

Lee Howard, as Treasurer, moved that:

“The ARIN Board of Trustees adopts the Fiscal Year 2005 Budget as will be presented.”

This was seconded by Scott Bradner. Lee presented the budget to the Board. The Chair called for comments. Scott Bradner stated that the FinCom recommended that this budget be adopted. The motion carried unanimously via roll call.

i. Internal Certification of Controls.

Lee Howard informed the Board that the auditors Goodman and Company had been retained by ARIN. He stated that they would be conducting ARIN’s internal control audit that the Board had previously requested, and would also be conducting ARIN’s annual financial audit.

7. Discussion of ARIN Board of Trustees Annual Training

Susan Hamlin presented an outline for a resource manual to the Board. The Board reviewed the outline. Ray Plzak requested adding a list of regularly scheduled Board meetings.

Susan further explained that the manual would also include documents for signature to be returned to ARIN; an on-line ethics training program the Board could use on demand; and, the Board travel policy. She stated that the implementation schedule for the manual was slated to begin after ARIN’s election of officers and the actual training would take place in March of next year.

Scott Bradner requested a pointer to a directory of .pdf files in addition to the hardcopy of the manual.

8. Discussion of ARIN Advisory Council Annual Training

Susan Hamlin explained that the ARIN Advisory Council would have similar training and documentation that would be relevant to them.

9. Vendor Disputes

John provided an update to the Board on a vendor dispute.

10. New Law Applying to Serving California Members

Scott Bradner provided information on a new law in California regarding CA residents and the Internet, that became effective as of July 1, 2004, and one that becomes effective January 1, 2005. Scott requested ARIN to check with Counsel regarding these laws. Ray Plzak stated he would and report back to Board.

ARIN Counsel described a new California law, AB 68, which states that a privacy statement must be posted on an organization’s website with an effective date. It was noted that ARIN’s privacy statement meets the requirement of the law, except for an effective date which the President stated would be added to the website.

At this time the President suggested recessing until 12:00 p.m. EDT. There were no objections and the Chair called for recess at 8:48 a.m. EDT.

The Chair reconvened the meeting to order at 12:22 p.m. EDT. The presence of a quorum was noted.

11. Number Resource Organization (NRO) Incorporation

Ray Plzak provided an update stating the issue of whether or not incorporating the NRO was needed. He explained that a small committee of the CEOs of the RIRs, plus one Board member of each RIR, was formed to discuss the matter further weighing the pros and cons of incorporating the entity. The committee came to the conclusion incorporation was necessary.

He further stated that the incorporation of the NRO may be Montevideo, Uruguay. Ray stated that the NRO would be an international organization.

No permanent staff would be needed to be dedicated to the organization, but local counsel in Montevideo would be set up to represent the organization if ever needed.

12. ASO MOU

Ray Plzak provided an update on the ASO MOU stating that Paul Wilson was unable to be at ARIN XIV, therefore Paul signed seven copies as Chair of the NRO, and sent it to the ARIN meeting for signature by the rest of the NRO members for Thursday, October 21, 2004. The seven copies consisted of: one for ICANN, one for the NRO, one for each RIR, and one for AFRINIC to sign as a joinder, to be held in trust by ARIN until such time they are recognized as an RIR.

John Curran asked if there were any outstanding issues regarding the ASO. Ray responded that a service contract with ICANN for IANA services still needed to be drafted. He further stated that ARIN would be participating with ICANN in next year with WSIS issues.

13. Change to Regularly Scheduled Board Meetings

Ray Plzak recapped that the Board has three meetings per year, two in conjunction with the IETF, and one within the U.S. when the IETF is held overseas. Ray noticed that the Board also convenes at the two ARIN meetings. For scheduling purposes, he proposed adding those two meetings per year to the three regularly scheduled Board meetings, and holding them on the 1st morning of the ARIN meeting with the possibility to resume at lunch if the meeting did not conclude in the morning session.

The Chair summarized the current schedule: two dinner Board meetings during the IETF in-country meetings; 1 Board meeting within the U.S. when the IETF is overseas; and, 2 breakfast meetings during ARIN’s public policy meetings - with the possibility of a continued Board meeting during the lunch break.

Ray also discussed the predictable schedule for the Board’s telephonic meetings: one in January each year after the election of officers, and one after the Internet Resource Policy Evaluation Process has gone through ’last call’, and the ARIN AC has had their meeting for those proposals in last call. The Board then discussed the timeframe for the last call teleconference, and agreed to holding the call within 30 days of the ARIN meeting.

The Chair thought a yearly calendar schedule with anticipated Board meetings and teleconference meetings was a good idea. It was agreed it would be included in the Board’s annual training package.

The Treasurer requested a similar calendar be drafted for the Finance Committee. It was discussed and decided that the FinCom would meet prior to the Board meetings in conjunction with the IETF meetings, and one week prior to the ARIN member meetings.

14. Any Other Business

A. Selection of New Members to the ASO AC. Ray Plzak explained that with the formation of the NRO, the ASO AC will go from 3 elected positions to 2 elected positions, plus one position appointed by the NRO Board. This person will replace the person who has served the longest time on the current ASO AC, or the person with the least time left. Ray further explained that this person will be Mark McFadden, because Eric Decker is not running for office. The new person will be appointed for a three (3) year term, which the Board will appoint January 1, 2005. The procedure for appointing this person would be done in the same manner as the Interim Member of ASO AC is done.

Ray further stated that there was not enough time to go through process between now and November Board meeting and suggested teleconference in December to finalize the result of votes and appoint the new member.

The Chair called for any other business. Bill Woodcock stressed the importance of communication prior to joint meetings between ARIN, the organization with whom ARIN is holding its joint meeting, and the meeting hotel.

Chair called for any other business. There were none.

15. Adjournment

The Chair entertained a motion to adjourn at 1:09 p.m. EDT. Lee Howard moved to adjourn, and this was seconded by Bill Manning. The motion carried unanimously.