Board of Trustees Meeting Minutes - 16 April 2018 [Archived]

Miami, FL

Attendees:

• Paul Andersen, Chair
• Bill Sandiford, Vice Chair
• Dan Alexander, Trustee
• Nancy Carter, Treasurer
• John Curran, President & CEO
• Patrick Gilmore, Trustee
• Aaron Hughes, Trustee

Note Taker:

• Nate Davis

ARIN Staff:

• Michael Abejuela, Associate General Counsel
• Kerry Carmichael, Communications Technical Writer
• Nate Davis, COO
• Richard Jimmerson, CIO

Regrets:

• Stephen M. Ryan, ARIN General Counsel

1. Welcome & Agenda Review

The Chair called the meeting to order at 8:02 a.m. EDT. The presence of quorum was noted. The Chair welcomed everyone to the meeting.

John Curran provided background on staff member Kerry Carmichael, who was observing the morning session of the meeting. The Chair welcomed her to the meeting.

2. Consent Agenda

Chair to lead.

1. Approval of the Board Minutes of 23 March 2018. (Exhibit A)
2. Approval of Action without Meeting – On via unanimous email consent, the Board directed staff to initiate the proposed Fee Change community consultation (Exhibit B)
3. Informational Item – Engineering Backlog (Exhibit C)
4. Informational Item – ARIN Privacy Policy Version 3.0 (Exhibit D)
5. Informational Item – ARIN Q4 Financials ((Exhibit E, Exhibit F, Exhibit G, Exhibit H)

It was moved by John Curran, and seconded by Aaron Hughes, that:

“The ARIN Board of Trustees adopts the Consent Agenda, as presented.”

The Chair called for comments. Patrick Gilmore stated that he had a question regarding Engineering Communications Costs.

The Chair stated that as this had been marked as item D on the consent agenda, it would be removed from the consent agenda for discussion, and that the Board did not have to vote on it, as it was an informational item only.

The motion carried with all in favor and no objections.

3. Engineering Communications Costs

(Exhibit I)

Patrick Gilmore asked that with in-kind service possibly terminating at the same time (i.e., those providers cease providing services at the same time) what is the risk to the organization for those services? John Curran responded that while that could present a problem, it is both unlikely to happen, and ARIN could readily find alternatives; including, perhaps transitioning one to a paid arrangement while ARIN worked out a transition plan. John Curran asked him if any further information or action from staff was needed. Patrick Gilmore stated that no additional work is required on behalf of ARIN staff, and that he was satisfied with the John Curran’s response.

4. 2018 Board Appointment Committee Report

Bill Sandiford, Committee Chair, stated that things are going well. The Committee provided feedback to staff regarding the announcement, which went out last week. The Committee solicited the community’s interest, and several Caribbean members have expressed an interest. Dan Alexander asked about how to proceed. John Curran stated that a questionnaire is being provided by the ARIN communications staff for any interested parties to complete and advance for the Committee’s consideration.

5. Customer Satisfaction Survey Results

(Exhibit J)

John Curran stated that he wanted to provided some detail before it is presented to the members. He provided general background, including the collected information from members in regard to where ARIN needs to focus, improve, and how the survey was scored.

He further reported that satisfaction in ARIN’s customer service is improved. He reviewed the Rockbridge report with the Board, and presented the slide of the report that indicated scoring from the customer satisfaction survey results. In measuring ARIN’s performance, we asked what customers expect, and then how ARIN scored against these expectations. Nearly every dimension has risen 10% across the board. John Curran stepped through the strengths and opportunities to improve. He pointed out that ARIN did well in customer service, but has areas that can continue to be improved. Requests and transfers are much better, but there is still opportunity for improvement. ARIN will continue to improve web-based services so that ARIN Online is self-service, and so that Registration Services, for example, can focus on more difficult requests.

Elections is an area that needs more transparency. Nancy Carter ask why there were fewer people that had responded in the most recent survey. Richard Jimmerson responded that the survey was promoted in the same way, but that ARIN had the prior benefit of presenting the survey at a NANOG meeting which resulted in larger participation.

6. ARIN Governance Development Program Discussion

John Curran stated that there are folks that might run for leadership positions for the Advisory Council (AC) or for the Board, but need assistance better understanding the responsibilities and their suitability. Based on the Board’s request, the President outlined a Leadership Development program that might serve this need. The program does not commit anyone, but this process will give interested persons a sense of what is required and a way to develop skills. When interested persons apply, they would be assigned an Advisor, who would help them become familiar with the role of an AC or Board member. There would be an Advisor/Protégé relationship in which the Advisor would orient the interested person to the role: what the AC/Board does, how to get elected, etc.

He further explained the time lines for getting involved in the process and in the elections. He presented a slide deck to the Board.

The Chair asked if there was any anticipated significant impact to staff in supporting the program. John Curran stated there was no additional staff anticipated, and that current staff would absorb the work. Patrick Gilmore believed it a fine idea, but requested more structure around it - such as outlining exactly the role of a Trustee of the Board. The Chair stated that there is a Trustee position document that is about 90% finished, and staff has worked around the concept of the position description.

John Curran stated that he was not ‘wedded’ to this particular approach, and that had he pulled the process together at the request of the Board from their January Board meeting. Nancy Carter noted that there may be some confusion between the name of the process and ARIN staff’s impression that this may be an ARIN staff leadership development program. John Curran responded that the name of the program might be confusing within ARIN, but internal perception is easily managed and it is important that the program name is not confusing to potential applicants. Patrick Gilmore liked the general approach.

The Chair requested that John Curran iron out the items mentioned for the next Board meeting. John Curran stated he would bring a revised process to Board’s May meeting for adoption.

7. Update on NRO Consultation on Future Structure of the ASO

John Curran stated that there would be a presentation on this matter today during ARIN 41, but that he wanted to provide more detail to the Board at this time. He provided background on the ASO review process explaining that a review was done five years ago, and was just done again this year. There were 18 recommendations provided. The NRO accepted, and is working on, 17 of them. The one remaining item is to have a consultation regarding the future structure of the ASO structure. A consultation will be held in each region. There were two comments made within the ARIN region: 1) is it even necessary to have an ASO structure anymore; and, 2) a suggestion doing away with the ASO.

John Curran stated that he will be providing an update to the ARIN community, noting it is likely that the different RIR communities will have different outcomes. If this cannot be harmonized by the NRO EC, then it is likely that a community-based proposal creation group (like the prior CRISP team) would need to be formed, and the considered, diverse approaches would be brought together into a single proposal.

The Chair stated that Item 9 would be discussed at this time.

9. ARIN Board August Workshop Planning Update

John Curran detailed the logistics for the August Board Workshop.

The Chair called for recess at 8:45 a.m. EDT. The Chair resumed the meeting at 12:25 p.m. EDT noting the presence of quorum with all Board members in attendance. He stated the agenda would resume at item 8.

Kerry Carmichael left the meeting at this time.

8. ARIN Consultation and Suggestion Process Discussion

John Curran introduced, and the Board discussed, the ARIN Consultation and Suggestion Process.

9. ARIN Board August Workshop Planning Update

(Previously discussed)

10. Legal Update

John Curran and Michael Abejuela had an attorney-client privileged discussion with the Board on a legal matter.

11. AFRINIC Update

John Curran shared an update regarding AFRINIC.

12. Any Other Business

The Chair called for any other business. There were none.

13. Adjournment

The Chair entertained a motion to adjourn at 1:20 pm EDT. Paul Andersen moved to adjourn, seconded by John Curran. The meeting adjourned with no objections.