Council Minutes 06/07/01

Minutes of the General Meeting of the Council of InternetNZ Held in the InternetNZ Boardroom, 1:00 PM, Friday July 6 2001

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

Status: Minutes adopted at Council Meeting 010803

1. ELECTION OF OFFICERS

Peter Dengate Thrush (as Interim Chair) opened the meeting at 1.08 pm. He called for nominations for the position of Chair.

• Keith Davidson (Nominated De Salis/ Teernstra)
• Richard Bourne (Nominated Northover/Heath) – declined

01/68 MOVED (Chair/) "THAT nominations be closed." CARRIED U

01/69 MOVED (Chair/) "THAT Keith Davidson be elected Chair of InternetNZ"

CARRIED U (Acclamation)

Keith Davidson assumed the Chair and noted that the meeting should now proceed with election of Secretary and Treasurer.

Nominations for Secretary

David Farrar (nominated Heath/Carter)

01/70 MOVED (Chair/) "THAT nominations be closed." CARRIED U

01/71 MOVED: (Chair/) "THAT David Farrar be elected Secretary of InternetNZ" CARRIED U

Nominations for Treasurer:

1. Steven Heath (Nominated Streatfield/Bourne)
2. Chris Streatfield (Nominated Northover/) – declined
3. Jennifer Northover (Nominated Frederick/) - declined

01/72 MOVED (Chair/) "THAT nominations be closed." CARRIED U

01/73 MOVED: (Chair/) "THAT Steven Heath be elected Treasurer of InternetNZ" CARRIED U

Nominations for Shareholders Representative

• Cr Heath described the role as he had undertaken it for the past year: voting at the Domainz AGM on behalf of the Shareholder, and acting as an informal 'sounding board' for the Chair of Domainz. He noted that he didn't get to hear anything which the other Councilors did not.
• It was suggested that this was a suitable position for the Chair of InternetNZ, but it would be desirable for the Shareholder Representative to attend Domainz Board meetings.

The Chair stated that would be resigning from the Board of Domainz now he was Chair of InternetNZ.

Nominations were called for the Shareholder's Representative.

1. The Chair of InternetNZ (Nominated Heath/Teernstra)

The Chair was handed over to Cr Bourne

01/74 MOVED (Chair/) "THAT nominations be closed"

CARRIED U

01/75 MOVED: (Bourne/Teernstra) "THAT the Chair of InternetNZ be the Shareholder's Representative to Domainz."

CARRIED

Abstentions: Davidson

Keith Davidson returned to the Chair

2. WELCOME

The new Chair, Keith Davidson, welcomed new and returning councilors and reminded them that the proceedings are recorded. He described the meeting procedures he intended to follow:

• The Mover and Seconder may speak to their motion
• A speaking order will be maintained, with a limit of 2 minutes per speaker, and then the vote will be taken. (Mover may have right of reply)
• Council is to avoid relitigation of issues previously decided
• If issues can't be decided after discussion they will be moved to online rather than prolong the Council Meetings.

He extended thanks to Peter Dengate Thrush for his work over the past year.

01/76 MOVED (Chair/Northover) "THAT thanks be extended to Peter Dengate Thrush for his hard work and commitment as Chair of Council for the past year." CARRIED U (Acclamation)

3. PRESENT

• Peter Dengate Thrush (Interim Chair for the start of the meeting), Keith Davidson, Richard Bourne, Jordan Carter, Roger De Salis, Howard Frederick, Steven Heath, Jennifer Northover, Simon Riley, John Russell, Rick Shera, Chris Streatfield, Joop Teernstra, Drew Whittle, David Zanetti, Sue Leader (Executive Director).

4. IN ATTENDANCE :

• Beverley Irvine (Administration Manager),
• John Vorstermans (Technical Manager) for part of the meeting.
• Rose Percival (SRS Implementation Project Manager) for the presentation of her report
• P Dengate Thrush (after relinquishment of the Chair) for the presentation of the International Affairs Committee report.

5. APOLOGIES

• Absence: David Farrar, Bob Gray, Andy Linton, Peter Mott, Simon Blake,

01/77 MOVED : (Chair/) "THAT the apologies be accepted." CARRIED U

6. OBSERVERS

John Rumsey, (3.05pm), Jonathan Ah Kit, (3.10pm)

7. ADOPTION OF AGENDA

Cr Riley noted that there seemed to be some conflicting views as to the role of the Shareholder Representative and should there be an action point to clarify the role. This to be added under general business if there is time. Cr Northover suggested that it could be discussed with other Role descriptions. Cr Teernstra asked Council to discuss representation on the ICANN Board. This will be covered under the report from the International Affairs Committee. Executive Director suggested having the International Affairs report early so that Peter Dengate Thrush can leave the meeting.

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

E-vote 010601

"Total of 15 votes received
FOR option (a) 2 votes: Davidson; Northover
FOR option (b) 11 votes: Linton, Blake, Hine, Bourne, Heath, Carter, Zanetti, Shera, De Salis, Harris, Frederick
Abstain 2 (non) votes: March, Mason

Decision declared in favour of Option (b), ie that the next Chair to beelected from Council members nominated by the membership."

ACTION Executive Director : Correction – recording of e-votes – numbers don’t add up. Executive Director will obtain correct information from former Secretary and correct. [Correct numbers above - Cr Frederick added later ED] Content/Format of Minutes to be reviewed as a separate Agenda item next meeting in view of the change in technology.

01/78 MOVED : (Chair/) "THAT the Minutes of the Council Meeting held 21 May 2001 be accepted as a true and correct record."

CARRIED

Abstentions: newly elected Councilors

• Matters Arising from the Minutes

There were no matters arising

• Ratification of the E-Vote

01/79 MOVED : (Chair/) "THAT E-vote 010601 be ratified." CARRIED Abstentions: newly elected Councilors

9. REPORT FROM EXECUTIVE DIRECTOR

Executive Director apologized for the report not being circulated prior to the meeting. The report was shown on screen and the items worked through.

• Congratulations to the newly elected and returning Councilors.
• Suggests that Council should formally approve the adoption of the Best Practices Guidelines.

a. Cheque Signatories

New motion needed for cheque signatories. Instead of authorizing specific people to sign it seems more efficient to have a more generic motion which states the names of positions rather than individuals.

01/80 MOVED : (Shera/Bourne) "THAT any two of the following be authorised to sign cheques on the Society's behalf: the Chair, Secretary, Treasurer and Executive Director; and that if the Constitutional changes are duly passed by the SGM of the Society that the authorised signatories become any two of the President, Vice-President, Secretary, Treasurer and Executive Director."

CARRIED U

b. Logo Competition.

This process has begun. An offer from 2Day.com to sponsor the competition to a value of $2000 was received and the terms passed to Council for consideration. Executive Director will be working with a marketing firm to plan the publicity for the Competition next week. A decision from Council is needed to either accept the sponsorship offer from 2Day or volunteers to seek other sponsorship.

RECOMMENDATION : "THAT the Council accept 2Day.com's offer of sponsorship for the logo competition under the conditions detailed in the offer."

There was discussion on the best way to proceed. This was seen as an opportunity to make the Society better known in the Internet industry. The AGM directed the competition is to be open to the public. Executive Director noted that we need professional advice assess that the logo is suitable in all media (letterhead, cards, signs, banners, web, print).

There was debate about whether it was appropriate to accept this particular offer.

01/81 MOVED : (Shera/Heath) "THAT the Council accept 2Day.com’s offer of sponsorship for the logo competition under the conditions detailed in the offer."

CARRIED

For: Davidson, Bourne, Heath, Northover, Russell, Shera, Streatfield, Whittle

Against: Frederick

Abstentions: De Salis, Zanetti, Riley, Carter, Teernstra

Judging of Logo will be discussed on the Council list.

ACTION : Executive Director to send Council the list of alternative judging methods along with the Competition marketing outline after her meeting next week.

c. Legal Advice about AGM Motion re Domainz Directors

Advice was received this morning.

Cr Shera disagreed with the advice, he believes the definition of who owns a subsidiary company includes a body corporate as there are many different ways of owning a company.

ACTION : Executive Director will circulate the advice from KPMG Legal.

ACTION: Cr Shera will liaise with Executive Director and KPMG regarding Section 5 of the Act.

d. Second Level Domains Moderation

• ".mil.nz" - Change of moderator (from Murray Russell to Warren Quennell) – acknowledgement needed that this has been noted.
• State Services Commission – letter addressed to Chair has been received and passed to the Interim Chair and Chair designate. Letter is regarding the SRS changes and any changes to the Moderators’ roles. Response needed by 31 July 2001. They feel they have not been consulted and wanted to flag their interest.
• Chair will refer to those on Council who have an interest, including SRS IOC and Legal and Regulatory Committee.

e. Change of Name Server and Address notification

Notification of change of Nameservers and Administration address has been made using the IANA email modification template. Last time we did this there was a significant time delay. Despite a follow-up Executive Director has had no acknowledgment from IANA. There is now an IANA-ccTLD Liaison: at Stockholm he said there would be a timely response, but there has been no response to date. This is to replace the secondary servers, we are at risk of "stale data". Executive Director will continue to follow-up.

f. Held over business

The Society Open Documents Policy will come into effect when the Addendum is completed. We need someone to carry this on.

RECOMMENDATION : THAT the Council ask John Hine to work with the Executive Director to write the Addendum

Chair suggested this was an appropriate course of action, if John Hine was prepared to carry on the work.

ACTION : Executive Director to approach John Hine to assist writing the Addendum to the Society Documents Policy.

g. ISP Forum

This was postponed until later in the year to give incoming Council time for input. Type of forum to be run still needs to be decided.

Executive Director suggested that either the Council appoint two Councilors to work with the Executive Director on this, or that the planning be referred to the Social Impact Committee in the light of their successful work on the Road Shows.

Executive Director explained the background to this (as noted in previous minutes) for the benefit of new Councilors.

Chair pointed out that some action on this was needed as Government is interested in self regulation of the industry.

Referred to the Social Impact Committee to come up with a plan, this to have some priority. Dates need to be set quite quickly.

ACTION : Social Impact Committee to create ISP Forum Plan promptly

h. Internet Safety Group

Executive Director met with representatives of the "Netsafe Trust" - the group working for Internet Safety for Kids. She was impressed with their approach to the issue, which is that of training schools, parents, and kids to take responsibility for safe Internet practices and behaviour for children rather than an ISP-liability approach. They have offered to speak at the ISP Forum and would like our involvement in their conference next year.

Executive Director will continue to network with the group and will bring any specific proposals to Council.

Cr Heath asked if the Group had a "software" solution, Executive Director replied that self-education was their approach.

01/82 MOVED : (Chair/) "THAT the Council accept the Executive Director’s report." CARRIED U

10. INTERNATIONAL AFFAIRS COMMITTEE (IAC) (Peter Dengate Thrush)

Background papers were distributed to Council. <LINK when available>

a. Report on the Stockholm meetings:

Board meeting

The repetition of proceedings has a definite benefit for non-English speaking delegates so that they can understand the issues and contribute.

Day 2

• 70 pages of minutes. Important to note the lack of presence of the ICANN staff and Board Members.
• Considerable progress on the Best Practice Documents (to be attached to Contract on how the ccTLDs will be run). Changes have been made from the Melbourne meeting.
• Discussion on the formation of a ccSO including feed back and acceptance from the ICANN Staff.
• Both issues are currently being voted on on-line.

Day 3

• General Assembly met – no specific achievements
• Names Council – the ccTLD's have withdrawn energy from this.

Day 4

Public Forum – reports presented to Board. Achieved public statements of support for establishment of ccSO from other DNSO Constituencies

Day 5

Board meeting – no ability to influence as public cannot speak. Transcripts available

b. ccTLD Secretariat

Spoke to background papers. Acknowledgement of our payment of US$5000. Report on web page. <LINK> Has since been a teleconference (early hours of the morning). Emphasis on outreach – now in Africa.

c. ".cx" - Letter from lawyers Newman & Newman re plight of the Christmas Islanders (".cx"). Delegation has changed, general approval but Australian Government (who have sovereignty over the physical islands) are blocking it therefore ICANN/IANA cannot make the changeover.

d. Nominations for ICANN Independent Review Panel

Original panel (IRAC) recommended that this regulatory Review Panel be set up to supervise ICANN. (P Dengate Thrush a member of IRAC). Nominating panel has been set up. We should nominate a New Zealander if at all possible. Cr Teernstra asked that the Executive Director should circulate a list with backgrounds of suitable people.

General Assembly announcement that they want to designate a task force of intellectual property lawyers to review the Uniform Dispute Resolution Process. We should take part in that.

ACTION: Executive Director to discuss this action item with Chair International Affairs Committee

e. DNSO

Committee to set up a Secretariat.

f. Hosting ICANN Meeting

There was general agreement that International Affairs Committee should proceed to try and bring a meeting to New Zealand, probably in 2003.

g . The IAC Chair recommended that another Summit be held. Need to discuss Best Practice document and update mandate form last Summit.

h. ICANN Montevideo : Next meeting is in Uruguay . Need a vote that Executive Director and Chair of International affairs should attend – costs are within budget.

01/83 MOVED : (Northover/Carter) "THAT the Executive Director and Peter Dengate Thrush be authorized to attend ICANN in Montevideo."

CARRIED U

Discussion:

• Cr Teernstra raised that the delegation should be as large as possible and asked that some of the budget be used to subsidize other attendees. The Chair clarified that this has been done in the past.

ACTION: Executive Director to provide Council with budget availability once prices for travel are available.

Discussion:

• There was discussion as to whether the Chair of International affairs rather than a specified person should be paid to attend. However, there is specific work for the Montevideo meeting which Peter Dengate Thrush is a key figure in. There was support for settling now who will be the Chair of the International Affairs Committee. The advantage of having someone who is already known in these for a attend them was pointed out. P Dengate Thrush was nominated for this position.
• Support was expressed by Peter Dengate Thrush for more personnel to be present at meetings and this was generally supported. Chair pointed out that he felt there was a need for a scribe to attend As it is very difficult to report back as things are happening.

ACTION : All the matters raised to be referred to the new International Affairs committee to make recommendations as to what is the best use of resources.

Peter Dengate Thrush indicated that he is willing to serve on the International Affairs Committee.

Political position re ccSO positions – there will be major restructuring and representation of the "At Large" constituency must be supported. These issues to be further discussed at the International Affairs Committee.

Question: What is the current situation between ICANN and the Verisign Agreements. Peter Dengate Thrush reported that he believes Verisign have got what they wanted. He pointed out that we really need someone from Domainz with technical knowledge to be present at these discussions. It would help our representation to have someone who can answer questions about the NZ registry.

i. ICANN ‘donation’ approval

US$10 000 has been put aside but it is not recommended that it be paid yet in view of the lack of progress on ccTLD issues. Payment should be deferred in total until recommendation from those present at the meetings is received. Paying a token amount would make no difference at all.

The Executive Director noted that there has been considerable correspondence on this issue with the CEO of ICANN, last letter asking for Pledge to be signed by June 30 - Executive Director response was that there could be no reply until after the AGM and the first meeting of the new Council. Cr Teernstra asked if there was a connection between our not paying the Pledge and the slow acknowledgement of our change of address and nameservers by IANA ("No").

01/84 MOVED : (Chair/) "THAT the report of the International Affairs Committee be received." CARRIED U

11. REPORT FROM THE TREASURER

The Immediate Past Treasurer presented his report.

It is in a new format prepared by the Admin Manager showing the current month vs budget.

In reply to a question it was noted that the report shows the last reported month (in this case May 2001) vs budget and the year to date (in this case April and May) vs budget.

01/85 MOVED: (Chair/) "THAT the Immediate Past Treasurer's report be received"

CARRIED U

A short break was taken at this point.

12. SRS IMPLEMENTATION OVERSIGHT COMMITTEE (Cr Shera and Rose Percival)

• Cr Shera noted that he is not Acting Chair of this committee but will report as a member of it. He pointed out that the process is gaining momentum but membership of the committee is down and asked for urgent action from the Council to augment the membership.
• The Chair commented that he wants to leave the allocating of places on committees until he has a clear understanding from Councilors as to where they would like to serve.
• Cr Shera commented that this was critical and asked that it be dealt with urgently, within days. This was noted.

SRS Implementation Manager's Report

Rose Percival presented an oral report.

• SRS IOC is running the project as a series of strands of activity in an attempt to keep all issues running.
• Two papers have been circulated: one for information - "SRS Model" and the other "SRS - High Level Requirements" for Registrars and Resellers feedback, and comments are being received.
• Paper on Draft Business Rules in preparation and available shortly
• Within two months will be papers on:
• the Charging Regime and Policy
• ccTLD Manager/Registrars Agreements
• process is to produce a draft with basic content and seek comment
• ccTLD Manager draft discussion paper has been posted to Council for feedback.
• The SRS Implementation Manager has established a small consultative working group with Registrars and also the SRS implementation list has been reactivated.
• Aiming for a complete package of papers for presentations to potential registrars and current resellers in September.
• Looking for Technical Project Manager – requires a technical person to assist with interviews for that position. Cr Zanetti will make himself available.

• There has been some disquiet at the process but she reassured Council that this is quite normal and encourages people to participate.

Discussion:

Cr Bourne raised the issue of the competitive actions by Cr Mott who has set up a Registrars group.

Cr Shera believes that this is a good thing as it is encouraging participation from industry groups. Cr Shera asks that it be noted that he believes it is a valid activity for the appointee from the

Cr Mott's Registrar Group to take part in the SRS IOC and discussions.

ACTION : Council feedback on the discussion paper on ccTLD Manager's role in the next 2 weeks, before the paper goes out to members

The Implementation Manager stressed that it is important to ensure that there are contributors from all sectors or there is a risk of bias towards larger Registrars.

01/86 MOVED: (Chair/) "THAT the report from SRSIOC member Rick Shera and the report of the SRS Implementation Manager be received"

CARRIED U

The Chair announced an apology had been received from Simon Blake via email. He also welcomed member observers Jonathan Ah Kit and John Rumsey

Point of Order: Taping

Council moved into Committee to clarify reporting structures for the Implementation Manager.

Taping resumes

• Cr Riley noted that people are leaving the SRSIOC committee. Is a committee needed since there is a paid employee?
• The Chair pointed out that some Committees are thin because of retirements at the AGM, but we need to fill them out now that the new Council has been elected.
• Cr Shera believes that the Committee is working but it does require a commitment in time and effort but the issues are some of the most important that Council have to deal with.
• Cr Heath noted that there is a constant time commitment needed to be on this particular committee. The best outcome with the appointment of the technical project manager is for the committee to be more consultative rather than "hands on".
• Cr Streatfield pointed out from his experience on the Constitutional Working Group that being part of working groups and committees is a significant undertaking.

3.30pm - Break for Coffee

3.45pm – meeting resumes

13. DOMAINZ BOARD REPORT (Cr De Salis)

Cr De Salis, Acting Board Chair, reported briefly explaining that the Domainz CEO had circulated an Annual Report to the Board which would be available at the Domainz AGM

In summary:

• The Company has spent a year dealing with issues with departure of one CEO, appointment and term of an Interim CEO, who has done a very good job, and has now departed, and a new CEO (Derek Locke) has been appointed. His background is as a "troubleshooter" in a software implementation environment.
• Cr De Salis will make no substantive decisions while is "minding" the job.
• Cost of upgrades to propriety brands of software are becoming untenable. Board recommended that the company move away from this strategy.
• Invitation extended to Councilors to attend Domainz AGM to be held here on 25 July at 4.30pm. They would be attending as observers only as the InternetNZ Chair is the Shareholder Representative.
• Executive Director to advise members of InternetNZ of invitation and ask for RSVP. Report from the Chair of Domainz will be published. There is the usual Published Annual Report available, probably at the AGM.
• Process for appointing new Board Member (to replace Keith Davidson) should await new CEO and return from overseas of Cr Gray. Board is aware of need for specific skills to add to those already available to the Board.
• It was clarified that the current Board Members have no time limit on their current terms. Current Board is made up of 3 Councilors and 1 member. Council asked to be advised what skills particularly are needed.

ACTION : Executive Director add the process to appoint the new Board member, length of term of current Directors, to Agenda for next Council Meeting.

ACTION : Cr De Salis - provide Executive Director with needed skills description for new Board member for circulation to Council before next Council Meeting.

ACTION : Executive Director - issue invitation to members to attend Domainz AGM and request RSVP's

01/87 MOVED: (Chair/) "THAT the Domainz Board report be received"

CARRIED U

14. CONSTITUTIONAL REVIEW WORKING GROUP (Chris Streatfield)

Chris Streatfield apologized for not circulating his report in advance. He invited questions on the report on the outcome of the on-line voting for the Constitutional Amendments.

• The most decisive defeat was of the setting up of constituencies.
• Closest vote was on the changing the time of year to hold the AGM.
• There was not a simple majority in the vote for the abolition of proxies. It was pointed out there was no relationship between the proxies and the election of officers - the proxy situation was raised because of the early advertising of issues to be voted on and the provision for e-votes, therefore there should be no need for anyone to give their proxy to be voted at the meeting. It was pointed out that proxy wars are not good for the society, they are not democratic.
• The working group agreed that anything that failed to receive a simple majority would not be revisited.
• Steps now are to look at the Passed Motions, sort out the legal issues, have another straw poll of members on issues not covered, then construct new constitution and then bring changes to an SGM.

Discussion:

• Cr Northover asked to what extent the WG saw itself bound by the results. Cr Streatfield pointed out these were policy proposals only, they are not constitutional amendments. Legal and sound document which is future-proofed is the outcome the WG is aiming at.
• There were difficulties noted in that some items had more than one implication e.g. Voting against honoraria being paid was not because the honoraria should not be paid, but because the 3 month measure was too short.
• There was concern that the time to vote was too short – it was pointed out that these items were to be voted on at the AGM but time was too short. John Vorstermans reported that there was a week to vote and most of the voting took place in the first 2 days.
• The Executive Director asked that the record show that with regard to the abolition of the extra vote for organizational members – there is no extra vote for organizational members. Although the Constitution does provide for this, in practice with the setting up of Bronze, Silver, Gold and Platinum memberships there is no additional vote for an organization.
• It was pointed out that the Constitution needs to be amended to reflect this.
• Cr Streatfield commented on how disappointed the Working Group was about how the matter of the proposed SGM before the AGM was handled by the Council. The group felt let down and not supported by the Council in this matter.
• However, there was quite a reasonable response rate from the members and the WG feels that it has a clear idea of the wishes of the members.

01/88 MOVED : (Northover/Teernstra) THAT the Council acknowledges the amount of work put in by the Constitutional Working Group and thanks the members for their efforts.

CARRIED (Acclamation)

Abstained: Carter, Streatfield

4.10pm - Cr De Salis leaves

15. Motion of Censure from the AGM (Mark Harris and Bob Gray)

Mark Harris requested that this item is not discussed in Committee. Neither of the protagonists is present. The topic has been covered in detail on the members list so is in the public domain.

The outcome required by Mark Harris is set out in his email submission. The content of the email was read out to the meeting by the Chair.

MOVED : (Carter/Riley) THAT Cr Gray be censured for removing Cr Harris from the SRS IOC list without his knowledge and without consulting the Chair of ISOCNZ.

Discussion:

There was discussion as to whether the council has enough background to make a statement on this issue. Chair pointed out that there had been correspondence on the lists and Cr Gray had unreservedly apologized twice so it is quite clear that a wrong had been perpetrated.

Cr Heath explained that he had problems receiving mail and had sorted it out himself and wondered why Mark had not followed up on it. It was pointed out that Mark Harris only found out this had happened at the AGM.

Cr Northover pointed out that the Council’s reputation and credibility needs to be upheld and when a problem has occurred it is important to be seen to correct a perceived wrong.

Proposer and seconder agree to the wording being changed to reflect what Mark had asked for.

01/89 MOVED: (Carter/Riley) "THAT the Council acknowledges on behalf of the Society that Cr Gray acted wrongly and inappropriately, and that an injustice was done to former Councilor Harris in terms of the humiliation caused to Mark Harris at the AGM by the revelation, and that the Society regrets that that occurred."

For: Bourne, Carter, Frederick, Northover, Riley, Russell, Shera, Streatfield, Teernstra, Whittle

Abstentions: Davidson, Heath, Zanetti

CARRIED

Cr Bourne suggested that a process should be set up to stop this kind of issue arising again.

Cr Russell suggested that when a member is removed from a mailing list an automatic message, pointing out that they are no longer on the list, should be sent.

Cr Streatfield suggested that in addition to the motion, which has now been passed, that Mark’s submission should be appended to the minutes as requested.

01/90 MOVED : (Carter/Shera) THAT Mark’s Harris's email submission of 05 July 2001 (entitled Submission for Council) and Cr Gray’s apology of 23 June 2001 be referenced in the body of the Minutes of this meeting."

For: Carter, Davidson, Frederick, Heath, Riley, Russell, Shera, Streatfield, Whittle, Zanetti

Abstentions: Northover, Bourne, Teernstra

CARRIED

There was discussion that everything discussed in Council should be available to members, but that a precedent should not be set. However, if the record was to be complete for the future both sides of the matter should be available.

ACTION: The Chair will advise Mark Harris of the outcome of these deliberations.

The question of formal dispute resolution between councilors was raised, the Chair commented that hopefully disputes could be resolved by reference to the Chair on a case by case basis.

16. Decision on Payment of Honoraria for last year (Audit Requirement)

Background: because of financial uncertainties last year, Council resolved to not pay honoraria until income was clarified. Last year’s Administration Committee was to create an assessment method for the performance of officers for payment of honoraria. The Chair's Performance Assessment was created and completed, and he was paid. The Administration Committee did not complete the Performance Assessment criteria for other Officers and Committee Chairs. The money was accrued and the Auditors stipulated this should be paid promptly.

Discussion:

• Cr Heath commented that it seemed unfair that Officers be paid and Working Group members, where much of the work is done, are not paid.
• Those to be paid are: Chairs of Admin, Tech, Social Impact, Legal and Regulatory Committees, as well as Treasurer; other: the International Affairs (not paid as chaired by Society Chair) and Secretary (not to be paid as is Admin Committee Chair)
• Society Chair has had performance review and has been paid.
• Cr Northover asked that it be noted that the Chair of the Social Impact Committee had done a significant amount of work over the last year.

01/91 MOVED : (Carter/Bourne) "THAT the outstanding honoraria be paid"

For: Bourne, Carter, Northover, Russell, Streatfield, Whittle, Zanetti

Against: Heath

Abstention: Davidson, Frederick, Riley, Shera, Teernstra,

ACTION : Administration Committee to report back to Council with processes to arrange for the assessment of performances and payment of honoraria for the new term.

17. Social Impact Committee Report (Cr Frederick)

• Cr Frederick reported that the recent elections to council supported the Society moving into the field of education and research. He asked for comment on what people would like from Council in this area.
• Provincial cities seem to be more receptive to knowledge economy issues. We need to find other avenues. It may be that there are other vehicles than the civic authorities.
• Part of re-branding includes selling the society. This is an opportunity to make our aim well known.
• We need to be more strongly identified with other organization and events such as ThinkQuest and Internet Safety, including active support.

It was suggested that there should be outreach to Registrants of domain names but this was disagreed with on the basis that they were mostly technically oriented.

01/92 MOVED: (Chair/) "THAT the report of the Social Impact Committee be received"

CARRIED U

18. Legal and Regulatory Committee (Cr Shera)

Domain Names Dispute Resolution Working Group met before the AGM. By the end of July there is to be a green Paper out from that group. Cr Farrar is to prepare a short survey to be sent to leading law firms and organizations just to get an idea of the size of the problem.

The Green paper seems to be going to be a series of alternatives. The paper has not been drafted yet.

Executive Director reported there had been a further sign up to the ICoP during the month.

01/93 MOVED: (Chair/) "THAT the report of the Legal and Regulatory Committee be received"

CARRIED U

19. Technical Committee

Time has been spent on the Zone Transfer (AXFR) Policy – Implementation <LINK>. The outcome was agreement to restrict zone transfers to those parties with a reasonable cause to do so. Cr Linton is modifying core RFC 2870 to create a NZ version of it which would be common best practice for NZ name server operation. To be discussed further at the ISP Forum.

Executive Director clarified that the Zone Transfer Policy was not a change of Policy, just a clarification of implementation and on that basis she had passed it on to Domainz

01/94 MOVED: (Chair/) "THAT the report of the Technical Committee be received"

CARRIED U

20. UBE (Unsolicited Bulk emails)

No report prepared. There are now several "ORBS" in existence.

21. MEP

Cr Bourne reported on the outcomes from the AGM - some minor problems but mostly satisfactory.

• The Audio server only had 10 licenses which was not enough.
• There was some server instability – we did not have that at the SGM which was held in this room. This is being investigated.
• Should there be a Society owned Wireless LAN facility? This will be looked at.

01/95 MOVED : (Whittle/Shera) THAT the Technical and administration team at the AGM be applauded for their efforts

CARRIED U (Acclamation)

There has been significant feedback from the AGM – the Technical manager has prepared a report for the MEP Working Group.

Good coverage received from IDG.

01/96 MOVED: (Chair/) "THAT the report of the MEP Committee be received"

CARRIED U

22. Admin Committee

No report

25. Standing Committees and Work Group composition

Councilors are requested to give indications to the Chair as to which groups and committees they wish to participate in.

Cr Northover raised that special interest groups within the membership should be encouraged to find outlets in the structured groups within the Society.

Chair asked for input into the structure of the Committees and Working Groups. Current structures seem to be working quite well but if anyone has any further ideas they should discuss these on the lists.

ACTION : All Councilors - email the Chair regarding Committees and WG's they have interest by Friday July 13.

The Bylaws prescribe a convoluted process to appoint IAG representative to Council. Need a foreshadowed motion to get this started.

Foreshadowed Bylaw change:

MOVED : (Heath/Teernstra) "THAT until replaced by the new Constitution, Section 15 of the current Bylaws be amended to read that "The IAG, comprising the Organisational Members of the Society, shall self-determine the method of appointing their representative to Council."

ACTION : Council to conduct an online vote on the foreshadowed motion regarding change to Section 15 of the Bylaws before the next Council Meeting.

26. General Business

• Executive Director advised the Council that, as mandated in her contract negotiations, she would be on leave from 16 July, would be in the Office again on 30 and 31 July before being at the Knowledge Wave conference in Auckland on August 1,2 and 3.
• There will be an online discussion about the location of the next meeting, set down for 3 August.
• Councilors were asked to consider early booking for travel to save the Society costs as much as possible.
• Other items of General Business referred to next meeting.

Meeting closed at 5.22 pm.

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

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Last updated 13 February 2002