Council Minutes 25/05/01

MINUTES OF THE GENERAL MEETING OF THE COUNCIL OF THE INTERNET SOCIETY OF NEW ZEALAND INC HELD IN THE ISOCNZ BOARDROOM, 12 NOON, FRIDAY 25 MAY 2001

Note - for links to papers etc, see the Agenda.

Status: Minutes adopted at Council Meeting 010706

1. WELCOME

Peter Dengate Thrush opened the meeting at 12:19 pm and welcomed those present.

2. PRESENT

• Peter Dengate Thrush (Chair), Frank March (Secretary), Keith Davidson (Treasurer), Richard Bourne, Jordan Carter, Roger De Salis, Howard Frederick, Bob Gray, Steven Heath, John Hine, Andy Linton, David Zanetti, Sue Leader (Executive Director).

3. IN ATTENDANCE

• Beverley Irvine (Administration Manager),
• John Vorstermans (Technical Manager)
• Rose Percival (SRS Implementation Manager) for the duration of her report.

4. APOLOGIES

• Absence: Andrew Mason, Jennifer Northover, Rick Shera, Mark Harris (illness).
• Lateness: Simon Blake,
• Domainz Board Members arrived five minutes late

01/51 MOVED : (Chair/) That the apologies be accepted. CARRIED U

5. OBSERVERS

• Chris Streatfield

6. MINUTES OF THE PREVIOUS MEETING AND SUBSEQUENT E-VOTES

The secretary reported that e-Votes had been held as follows (inserted following meeting for the record):

EV010501: That an SGM be held to consider amendments to the Constitution

(i) FOR holding an SGM to consider proposed amendments to theConstitution dealing with 'less contentious' issues, the remainder to beconsidered either at the AGM or subsequently

(ii) AGAINST holding an SGM to consider any Constitutional amendments prior to the AGM

(iii) FOR holding an SGM to consider all the matters raised by the report of the Constitutional WG

Total of 12 votes received as follows:

4 votes: Carter, Shera, Heath
9 votes: Hine, Mason, Gray, Bourne, Linton, March, Blake; Northover; Harris
1 vote: Dengate Thrush

EV020501: That John Hine be asked to convene a committee of the current Fellows of ISOCNZ in order to consider nominations for new Fellows and to elect such new Fellows as it deems appropriate in such a time and manner as to allow an announcement to be made at the 2001 AGM

Total of 12 votes received:

In favour: 11 Votes: Hine, Carter, Shera, Mason, Gray, Heath, Linton, March, Blake, Northover, Harris
Opposed: 1 Vote: Dengate-Thrush

Previous Minutes: Cr Zanetti pointed out that in the amendment to Motion 01/45:

(AMENDMENT (MOVED Linton/Heath) THAT the unabridged reports be provided to Council

LOST

FOR: Linton, Shera, Heath, Zanetti, Carter, Harris

AGAINST: Bourne, Blake, Davidson, Gray, Frederick, Northover, Hine, March

ABSTENTIONS: Chair)

It was in fact he and not Cr Linton who moved the amendment.

01/52 MOVED: (Chair/) That the minutes of the Council Meeting held 26 April 2001 with amendments as above be accepted as a true and correct record.

CARRIED U

7. MATTERS ARISING FROM THE MINUTES

The Chair stated that the items from the agenda of the last meeting, which were not dealt with at that meeting, would, as a matter of good order and form, be dealt with at the beginning of this meeting.

Motion 01/40 – publicizing the decision to rebrand: There has been discussion on the members list about this matter.

• Admin Committee intend that when there is a design it will be put up on the website for members to see.
• Secretary proposes that first ideas go to office. Desirable to have new name suggestions available before the AGM.
• Names reserved in .org, .net and .co.
• Executive Director reported she has obtained an indicative cost to prepare branding as requested.

01/53 MOVED: (Secretary/Bourne) That the Executive Director be authorised to commission 3 logo designs at a cost of up to $5000 for presentation to the AGM CARRIED U

ACTION: Executive Director to commission 3 logo designs at a cost of up to $5000 for presentation to the AGM

Cr Heath reported that The Executive Director had sent a letter to .maori about the second level domain process.

8. SOCIAL IMPACT COMMITTEE (Cr Frederick)

Report from last month was discussed. Cr Frederick raised that it is important not be squeezed off the discussion at the end of meetings – he appreciated this opportunity to discuss the work of the Committee.

From last month’s report he highlighted:

• The Internet Safety issues.
• Waitakere Summit raised the profile of ISOCNZ.
• The Tauranga Tech Expo coming up will also put the Society’s name forward.
• Manukau is also hoping to use ISOCNZ.
• Deb Struthers has suggested ISOCNZ join "Child-net"

01/54 MOVED: (Chair/) That the report of the Social Impact Committee be received. CARRIED U with Acclamation

9. SPAMMING AND BLOCKING WORKING GROUP (Cr Zanetti)

Cr Zanetti referred to the ToR presented last meeting:

Council was asked to adopt the terms of reference with amendments reflecting "opting in and opting out".

01/55 MOVED: (Chair/) That the Terms of Reference as amended be adopted CARRIED U

There was discussion on the policy contained in the ICoP. The working group intends to examine the policy.

Executive Director asked if these terms are adopted, can the office then refer the frequent complaints to the WG to deal with?

Chair commented that the working group is only developing the policy at this stage.

It was decided not to make a public announcement at this stage, in view of the other matters which will be discussed at the SGM today.

Executive Director suggested Council should avoid reaction to present issues and use the ISP Forum.

In answer to a query about the composition of the Working Group, Cr Zanetti said he wasn’t clear but that Crs Davidson and De Salis were on the mailing list.

Executive Director re-iterated that Council should not make any statements that were reactive to the current circumstances, but that advertising for the ISP Forum would be a good opportunity to let the public know that the Society was working on policy in this area.

10. MEP WORKING GROUP (Cr Bourne)

Cr Bourne presented reports from last month and this month.

The sample of members opinion about the mailing lists was very small and another sample should perhaps be taken to canvas a broader view.

The Constitutional Review working group is concerned that they are looking at the same issues.

Cr Bourne reviewed the recommendations from the April report.

01/56 MOVED: (Gray/Hine) That the Recommendations of the MEP Working group be adopted with the removal of item 14 (14. COUNCIL List archive should be available to members after 6 months(?)) which will lie on the table

CARRIED U

The report will now be referred to the Constitutional Review Working Group for their consideration.

Executive Director clarified that changes to operational procedure will be implemented forthwith

ACTION: Executive Director will implement operation changes to procedures as per the MEP Working group be adopted with the removal of item 14

Cr Bourne spoke to his May report

• that it is intended to use the e-voting system set up for the SGM for future Council votes.

01/57 MOVED: (Chair/) That the report of the MEP Working Group be received. CARRIED U

11. CONFIDENTIALITY OF SOCIETY DOCUMENTS

Cr Hine spoke to his paper as presented at the April meeting.

• There is a clear view that documents should be public unless stated otherwise.
• This does not cover archives.
• Where a document is deemed to be confidential a marker will be used to explain why
• All past lists will be labeled at "that was policy at the time"
• Has no impact on copyright

There was discussion about

• What should remain confidential
• When new policy would it take effect
• How to ensure those things that are confidential stay that way
• How to enforce policy
• Need to have a balance which is administratively workable
• Timing to set it up – probably after new Council has a chance to review
• Postings to the lists vs Society documents
• Why change what is in place now

01/58 MOVED: (Chair/Hine) That The following policy be adopted to provide a framework for the maintenance of confidential documents by ISOCNZ with effect from adoption of the addendum referred to therein CARRIED

FOR: Dengate Thrush, Hine, Blake, De Salis, Davidson, Frederick, Gray Bourne, Linton, Heath, Zanetti
AGAINST: -
ABSTENTIONS: March, Carter

12. FELLOWSHIPS

Cr Hine spoke to his report.

He highlighted the need to define the role of "Fellow" – is it just a title, or is it a level of membership, what are voting rights if not a financial member.

Intention is to have a Motion ready for the AGM.

There has been some discussion especially about the age restriction – this has been removed.

There was discussion of the nature of a Fellowship and the role and status of Fellows, and their contribution to the Society.

Constitutional Working Group will look at the proposals, probably listing it as a class of membership. This kind of thing can be a by-law.

There needs to be a statement of expectation of commitment before fellowships are awarded but this precludes the surprise element in awarding them.

The process as set out in the report will be used to nominate at the AGM.

Current policy is a Resolution of Council that Fellows should decide who Fellows should be.

ACTION: Fellowship Committee - include Honorary Life Membership, no charge for membership, and determine removal procedures and voting rights.

Break for refreshments

2.11pm

13. INTERIM REGISTRAR LIAISON WORKING GROUP (Cr Blake)

In response to a question from the Executive Director Cr De Salis reported that this group had begun developing a policy that the nameholder's name is the name in which the domain name is registered, not the Registrar's.

ACTION: Executive Director to refer complaints regarding nameholder/registrar disputes to Crs De Salis and Gray in the interim.

14. REPORT FROM DOMAINZ BOARD

The report was presented.

Cr De Salis spoke of the informal meetings to resolve conflicts arising from "packages" being offered which did not include the name of the owner of the domain name, and the implications arising if the domain name holder wished to change supplier.

15. BUSINESS PLAN

Chair suggested that as there has been no further discussion on the plan it now be published. Treasurer suggested that a figure reflecting the estimated Domainz Dividend be included and Executive Director asked Council to include $10000 provision for non-SRS legal fees.

01/59 MOVED: (Treasurer/Gray) That the Business Plan be amended to record Dividend from Domainz of approximately $570 000 and additional legal fees of $10 0000 be approved and the plan and budget be released to members forthwith CARRIED U

In answer to a question from the Executive Director as to whether, since it was intended to post AGM papers to members next week, the budget could be held until then, after discussion it was decided that it should be posted to the website so that discussion can take place before the meeting.

ACTION: Executive Director to arrange publication of Draft Business Plan and Budget on the website

16. REPORT FROM ISOCNZ CHAIR

The Chair spoke to his report. He commented on the amount of work needed with the calls for SGMs.

He commended the work of the Constitutional Working Group. He commented that we were looking forward to the judgment in the defamation case.

The Executive Director was commended for getting the Business Plan out to Council so quickly after the last meeting.

The Chair thanked Council Members for their work as this is the last meeting of the current Council.

The Chair said that he had been talking to Massey University School of Network Design about the involvement of Cisco with the school of design and wondered if the Society should be considering sponsoring a scholarship for the top graduating student for $1500.

This project has also been carried out by Cisco at Te Kaha (Eastern Bay of Plenty).

Social Impact Committee would be charged with following up this kind of initiative.

01/60 MOVED: (Chair/) That the report of Chair be received.

CARRIED U

16. REPORT FROM EXECUTIVE DIRECTOR

The Executive Director spoke to her report.

She reminded Councilors that there was no cost to the Society for her attendance at either of the marketing activities she attended.

She advised Councilors that there is now a web page for presentations made by staff or councilors – please let the Technical Manager have anything to be put up on the page.

ISP Forum – date tentatively set in late July. Concern is that ISP’s will not attend. Guidance needed on length of Forum and whether the date is suitable.

Discussion about

• the needs of technical people and legal people – is there a point in having them together.
• Date is too close to AGM – maybe October is more suitable

Help is needed with content. APNIC does not have funding to bring Pacific Island ccTLD staff to it.

Request for recommendations to come back about date and content.

Reminder about Stockholm meeting she is attending next week.

01/61 MOVED: (Chair/) That the Report from the Executive Director be received CARRIED U

17. REPORT FROM THE TREASURER

There was no report from the Treasurer. There were no issues which needed to be brought to the attention of Council arising in the previous month.

18. INTERNATIONAL AFFAIRS COMMITTEE (IAC) (Cr Dengate Thrush)

The Chair spoke to his report.

The Committee recommends sending the Executive Director and Chair of the IAC to the Stockholm meetings.

Fees to APTLD and ccTLD to be taken and paid at the meeting.

ICANN contribution to be withheld in the meantime.

How the figure of $US8114 (ICANN request) is arrived at was discussed.

There is resistance to payment being on a "per Domain Name" basis, which in effect is a tax on domain names.

01/62 MOVED: (Gray/Zanetti) That the Delegates take to the ICANN Meeting the NZ ccTLD objection to a Domain Name Tax based formula for ICANN contributions or fees. CARRIED U

There was discussion about the Verisign deal.

01/63 MOVED: (Gray/De Salis) That the NZ ccTLD expresses extreme displeasure at the processes followed by ICANN in relation to the Verisign agreements CARRIED U

The Chair disclosed that he has been asked to represent another ccTLD while he is there. He assured council there was no conflict of interest.

The Chair mentioned that some sectors of travel will be at Business Class rates. Usually economy class is used and air-points used to upgrade if possible.

The Secretary reported that he was consulted on the matter and felt that this was a long and arduous trip and the time the Chair takes out of his normal business should be minimized, and that the same applies to the Executive Director.

These decisions should be reviewed on a case by case basis rather than a fixed policy.

01/64 MOVED: (Chair/) That the recommendations as made by IAC be adopted

CARRIED U

Cr Blake arrived at 2.55pm

19. ADMINISTRATION COMMITTEE (Cr March)

Cr March reported that the Contract Negotiations with the Executive Director with regard to her contract had been concluded successfully and signed off. The date of the contract has been extended and increase in contract fee has been backdated to 1 March.

The paper tabled at the Strategic Planning Session on the role of the Executive Director will be appended to the Contract.

The Executive Director is to take leave before the end of July.

The Chair set out how he intended to use the remaining meeting time.

19. SRS IMPLEMENTATION OVERSIGHT COMMITTEE (Cr Gray)

The Chair welcomed Rose Percival, the SRS Implementation Manager, to the meeting and asked her to speak to her report.

She set out 2 options:

1. Set up a stand alone package with more ability to set out what is desired.
2. Implement an existing package with some limitations in detail.

Both have risks and opportunities

Cr March enquired about the costs of implementation. Where would the costs be carried.

There would be a clear split, but in working with Domainz there would be a 2 stage split. There should not be any additional costs.

Consultation needs to ensure from an early date potential registrars are identified. There is a need to work with Domainz because of the current instability of the DRS.

The issue of "buy" or "build" adds a further 2 choices.

Working with Domainz does not imply giving them a "headstart" as a registrar. There are no indications of timing for this.

There was discussion on interface issues and the buy/build alternatives

4.15pm

Cr Hine pointed out that a lot of the problems with the current system have to do with poor customer relations on the part of Domainz. It is really important that whatever is done is clearly in the interests of the customers.

01/65 MOVED: (Hine/Davidson) That this Council instructs the SRS Implementation Manager to work co-operatively with all stake holders, including Domainz, in the selection and implementation of the SRS.

CARRIED

FOR: Dengate Thrush, Hine, Carter, Blake, March, De Salis, Davidson, Frederick, Gray Bourne, Linton

AGAINST: Heath, Zanetti

20. CONSTITUTIONAL REVIEW WORKING GROUP (C Streatfield)

Cr Carter spoke to the Report.

The working group wants to put issues to the AGM as debating points, the AGM to decide on changes, legal advice to be taken in setting these into a constitutional format, an SGM to be held probably in August to implement the changes.

New constitutional changes to take come effect for the 2002 AGM.

An indicative poll to be taken as to whom the AGM would like elected as officers.

Emphasis on future AGMs to be forward looking not backward looking and increase member participation.

Cr Davidson pointed out that in general usage an EGM is an extraordinary general meeting, and electronic meeting should be titled eSGM. Constitutional Working Group is preparing papers to be posted out to members in advance of the AGM.

Expectation is that new Council will elect officers taking into account the views of the members.

01/66 MOVED: (Chair/) That the Report from the Constitutional Working Group be received CARRIED U

18. GENERAL BUSINESS

Meeting closed at 4.45pm

Note - for links to papers etc, see the Agenda.

© 2001 InternetNZ
Last updated 13 February 2002