Council Minutes 03/08/01

Minutes of the General Meeting of the Council of InternetNZ Held in the InternetNZ Boardroom, 1:00 PM, 3 August 2001

Note - for links to papers etc, see the Agenda

Status: Minutes Adopted at Council Meeting 010915

A. MEETING OF TOC (TLD Oversight Committee)

Keith Davidson (TOC Chair) opened the meeting at 1.15 pm and welcomed those present. The Chair reminded Councillors that they need to speak directly in to the microphones – there has been some comment on the lists that it is difficult to hear some speakers.

The Chair suggested that the meeting move on to deciding the Terms of Reference for the TOC (see item 2 below)

1. PRESENT

• Keith Davidson (Chair), David Farrar (Secretary), Steven Heath (Treasurer), Simon Blake, Jordan Carter, Roger De Salis, Bob Gray, Peter Mott, Simon Riley, Rick Shera, Chris Streatfield, Joop Teernstra, Drew Whittle, David Zanetti, Sue Leader (Executive Director).

2. IN ATTENDANCE

• Beverley Irvine (Administration Manager)

3. OBSERVERS

• J Rumsey, Jonathan Ah Kit

4. ROLE OF TOC

Cr Farrar spoke to the paper. He stated that there seems to be a need for to bring things together, noting that the TOC is an interim structure. He would be looking for guidance from the final report of the SRS IOC Implementation Project Manager for the final structure.

(Jonathan Ah Kit and Cr De Salis arrive 1.17pm)

Discussion:

• Council will always have policy oversight but should not need to be involved in management.
• Decision needs to be how much power will be devolved to the TOC from Council, which things Council needs to be involved in. TOC can’t act without Council approval
• Not everyone on Council wants to be on TOC. However, given that all fourteen Councillors who will attend the Council Meeting are present now, the majority seem to want to be involved (two Councilors present indicated they didn't wish to be on TOC).
• The proposal is interim, there will not be always be meetings of TOC and Council every month.
• There are concerns that TOC should not be separate from Council as the issues are vital.
• TOC is only useful if it is a reasonably small group
• Concern that from SRS point of view it just adds another point of reporting and discussion – seems like just another layer.
• TOC role would be to draw outcomes together particularly issues beyond the scope of the SRS IOC
• TOC needs the autonomy to do the job, most work is achieved on line where it is not facilitated, not face to face.
• If there are contentious issues they will need to be re-litigated at Council – Council should not become just a ‘rubber stamp’
• Existence of TOC will give Council time to focus on other issues
• International Affairs Committee note that under this structure they would be reporting to TOC – feel this is unwise as the issues are broader and they should be briefing full Council
• It is a good idea to separate ccTLD issues on the agenda
• Frustration was expressed as Councillors had voted in favour of forming the TOC in EV010702 (Moved: Chair/Farrar) "THAT the committees and working groups listed at [ link] be established and the initial memberships be as shown in the proposal". Response: the high level description in EV010702 differed from the description in the paper presented today.

01/97 MOVED: (Gray/Streatfield) "THAT TOC recommends to rescind the E-vote (EV010702) as it related to the establishment of TOC and that the TOC duties remain duties of Council"

FOR:Teernstra, Gray, Streatfield, De Salis, Shera, Zanetti, Blake
AGAINST:Farrar, Mott, Heath, Whittle
ABSTENTION:Riley, Carter, Davidson

CARRIED

POINT OF ORDER Shera: Councillors voted who are not members of TOC

RULED Out of order by Chair – TOC open to any Councillor who expresses an interest, therefore everyone can vote.

ACTION: Secretary to keep Agenda format of TLD issues separate from other issues.

Cr De Salis asked to be able to address Council informally about some Domainz matters. The Chair directed the comments to the Domainz Report section of the Agenda.

5 minute break taken at 1.55pm

2pm Meeting restarts

B. MEETING OF COUNCIL

Chair welcomed members to Council, particularly Crs Mott and Farrar who had not been present at the first meeting of the new Council.

1. PRESENT

• Keith Davidson (Chair), David Farrar (Secretary), Steven Heath (Treasurer), Simon Blake, Jordan Carter, Roger De Salis, Bob Gray, Peter Mott, Simon Riley, Rick Shera, Chris Streatfield, Joop Teernstra, Drew Whittle, David Zanetti, Sue Leader (Executive Director).

2. IN ATTENDANCE:

• Beverley Irvine (Administration Manager),
• Rose Percival (SRS Implementation Project Manager) for the presentation of her report

3. APOLOGIES

Absence:Richard Bourne, Howard Frederick, Andy Linton, Jennifer Northover, John Russell,

01/98 MOVED: (Chair/) "THAT the apologies be accepted." CARRIED U

4. OBSERVERS

• J Rumsey, Jonathan Ah Kit, Don Stokes

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

01/99 MOVED: (Chair/) "THAT the Minutes of the Council Meeting held 6 July 2001 be accepted as a true and correct record."

CARRIED U

6. MATTERS ARISING FROM THE MINUTES

• Reference to letter from State Services Committee being referred to the Legal and Regulatory and SRS IOC Committees – it has not been received by Legal and Regulatory. The Executive Director apologised for presuming that by giving it to Cr Shera it had reached both Committees. Executive Director confirmed that she had replied to the SSC and that they were happy to await the formal consultation.
• Re the ICANN Review Panel – Cr Shera will report in the International Affairs Committee.
• Reference to "Councillor Mott’s Registrar Group" – this is not it’s name, however this was how it was described at the meeting.
• Executive Director was to circulate advice from KPMG Legal. This was done by email. She noted that as the original advice was incorrect we will not be charged for it.
• Agenda will be reorganized to look at the issues that TOC was to discuss.

7. APPOINTMENT OF DOMAINZ BOARD MEMBERS

Cr Farrar referred to the previously circulated paper.

01/100 MOVED: (Farrar/Shera) "THAT Admin Committee resolved to recommend to Council the following time-frame:

And that the Secretary of InternetNZ and the Chair of Domainz be delegated to draw up a position description for the role of Domainz Board Director and submit this to Council"

CARRIED U

• Advertise on Announce
• Does Domainz Board endorse timetable – yes
• Last time each nominee attended Council and were questioned
• This should be a smaller group who make a recommendation to the Council – whole council can be intimidating
• Noted that last time it was applicants already known to Council, this time could be outsiders.

ACTION: Secretary of InternetNZ and the Chair of Domainz to draw up a position description for the role of Domainz Board Director and submit this to Council

ACTION: Secretary to advertise Nominations for Domainz Direcotrs open

Proposed Amendment:

MOVED: (Gray/Whittle) "THAT an interview panel be set up by the Chair to recommend to Council"

Is there a need, why not decide now: Amendment withdrawn

Discussion of make-up of panel - Should not be seen to be all current Directors.

Amendment:

01/101 MOVED: (Gray/Whittle)"THAT an interview panel be set up comprising Crs Farrar, De Salis, Davidson to recommend the appointment of new Directors to Council"

CARRIED U

2.15pm15 Minute recess

2.30pmMeeting resumes

8. REPORT FROM SRS IMPLEMENTATION COMMITTEE (Chair - R Gray)

The Chair of the SRS IOC presented his published report. The SRS Implementation Manager spoke to her published report. She noted that this is a time frame document – after today’s meeting dates will be set for pulling "building blocks" together.

• Cr Farrar asked if it is possible to assess whether the SRS will be up and running by AGM 2002. The SRS Implementation Manager indicated that this would depend on whether the final product was a "package" or "build". If a package, then she sees that date as achievable.
• In response to the question as to whether such a package is available - this is waiting until the Technical Project Manager is appointed but there is no stand-out option
• Current work in progress is getting contracts written and then put into plain English
• The Technical Project Manager has been appointed and reports through the SRS Implementation Manager
• Relationship of the ccTLD Manager and InternetNZ. A paper was circulated to Council two weeks before the last Council Meeting, but there has been no feedback. The SRS Implementation Manager asked that comment be made urgently - she refreshed memories by presenting overheads.
• Should this now be circulated – how is the ccTLD Standing Committee to be made up.
• We do not know all the costs associated with setting this up yet. Costs will be identified.

Two further papers are ready for circulation

• Draft Registry Business Model
• Draft Operational Business Rules

Council should note that Government will be regularly updated on progress. Cr Shera pointed out that he did not understand why Government should have any greater role than any other stakeholder. The SRS Implementation Manager explained that Government agencies have the ability to make things difficult so she is keeping them up to date. Government should not be outside public consultation.

Further papers are not required to be circulated before the next Council meeting

ACTION: All Councillors to send Implementation Manager any outstanding comments on the ccTLD Manager paper within two weeks

9. REGISTRARS’ MAILING LIST

Cr Mott reported that he had initiated a NZ Registrars mailing list – not incorporated in any way, for those who may wish to become registrars under the new SRS, to help build a view of what the SRS must provide for registrars.

• There is not a lot of substance yet, intends the outcome to be providing information back to InternetNZ, which can ask questions. This is a way of getting potential registrars to put forward a consensus view.
• Members of the list must reflect their employer’s policy. 4-5 are managers of 'middle tier' ISP's, several individuals from Telstra Saturn and Xtra; and quite a few overseas current ICANN Registrars.
• Society is presenting documents for comment, but most of those in industry do not respond to calls for comments.
• Consensus basically means what we all think, but it may be that consensus cannot be reached. This does not mean that individuals of the list cannot express their own opinion if it differs.
• Value of this list is people working in the same direction so a focused view can be forwarded.

Executive Director asked how they have canvassed for membership.

• Hasn’t canvassed further than those who have top 10-20% of business.
• Members really are those who want to know how things will work for them under the new system.
• Not exclusive, but not promoting any further advertising.

Discussion:

• Suggestion that all Accredited Agents be advised of it’s existence. Domainz Directors will need to consider the effect of this on Domainz business
• Public perception is important, Society should be promoting this.
• The Office is receiving inquiries from organisations who are not current registrars inquiring how to become Registrars who won't be reached by this group.
• Suggestion to put link from website.
• SRS IOC is concerned that consultation is as wide as possible. Domainz however cannot "Spam" it’s customers.

ACTION: Executive Director put link to Registrars Mailing list on website

01/102 MOVED: (Farrar/Heath) "THAT InternetNZ recognizes the NZ Registrar Interest Group as a body open to all potential .nz registrars and invites it to elect a representative to the SRS IOC"

FOR:Teernstra, Streatfield, Farrar, De Salis, Shera, Blake, Zanetti, Mott, Heath, Whittle, Riley, Carter

ABSTENTION: Gray, Davidson

CARRIED

Cr Shera: what is Cr Mott’s role on the SRS IOC at the moment?

• Cr Mott commented that he is there as a Councillor and that if someone is elected from the group it will not be likely to be himself.
• Cr Gray: as Chair of the SRS IOC he would be reluctant to see a 6^th member.
• Cr Mott: he will resign from the SRS IOC if the group elected a representative, and if it was to be him, then things would remain as they are.

3.15pm Jonathan Ah Kit leaves

10. REPORT FROM DOMAINZ CHAIR (R Gray)

Cr Gray presented his published report (Council only), thanking Keith Davidson for his work on the financials. (Council only)

• In response to a question about Verisign's transferring of names, Cr Gray replied that he didn't have the details, but it took a lot of work contracting nameholders for authorisation.

Cr De Salis raised the following as they are Policy issues so Council input is needed by Domainz:

10.1 Third Level Domain names

• the system allows 3^rd level domain names to be the same as ccTLD names which is counter to Council Policy.
• Executive Director reported that this was also counter to the policy WIPO and the GAC were promoting to ICANN
• The error arose as previously the Domainz CEO sighted every entry but this has not happened since his departure in October 2000. There are 26 names in breach.
• Referred to the Technical Committee as they are looking at changing the policy which is based on a historical situation with resolvers.
• Also referred to International Affairs Committee for comment.

ACTION: Technical Committee and International Affairs Committee to make recommendation to Council on ISO3166 codes in 3LD's.

ACTION: Domainz Chair to write to Council requesting formal policy guidance on ISO3166 codes in 3LD's.

10.2 Zone Transfers

Zone transfers are now restricted as per Policy so full transfers of the zone files are no longer possible without an application. Two applications have been received and granted: SearchNZ and Mark Davies.

10.3 Company Functions

• The Company performs many functions well, for example, the call centre, customer relations, domain name disputes. The Company acknowledges that the database system is not working well but wants to highlight to Council that there are a lot of other areas in which work well.
• The Company currently spends a lot of time dealing with Domain Name disputes and is pleased that the DNDR WG is progressing.
• The Hunter Group report is about what went wrong. The Hunter Group was engaged before the AGM to fix the problems in the DRS and because of their familiarity with the system they were engaged to do the Review of the DRS as mandated by the AGM. Their bill is unlikely to be less than $500,000. (which includes their other work as well as the DRS Review.)
• A Customer satisfaction survey was established before the AGM, and has been undertaken - it establishes a benchmark against which to measure progress. This cost $25,000.
• Point is that AGM mandated things to be done and they have cost a large amount of money. Need to consider costs when directing action.

10.4 InternetNZ Communications Which Impact the Company

• The Board requests that before documents are released by InternetNZ, the impact on Domainz, and particularly their staff, should be considered.
• If The Society destroys the income stream of Domainz there will be an impact on the amount of money available to implement the SRS.
• As a good employer Domainz is required to consult with staff in good faith.
• It is suggested that Councillors flag if they are going to discuss sensitive issues publicly, perhaps discussing them first with the Chair.
• There is a need for the Council to be open and transparent in all regards but Domainz has responsibility as an employer. Councillors should keep this in mind.
• This is not an attempt to restrain discussion, simply think about the impact in the way you couch your ideas.

Discussion:

• Facilitation of the Council list would enable the capture of 'sensitive' topics before they are discussed inappropriately.
• It was noted that Council does not employ the Domainz employees and constraining discussion seems inappropriate, but agreed that there is a moral issue to consider the impact on employees. Directors have a responsibility to make sure staff understand that Council is a discussion forum. (There was significant disagreement about the responsibility of the Shareholder under the Employment Contracts Act)

Point of Clarification:

De Salis - with the change to the Domainz Constitution when Directors are caught between acting in the best interest of the Company or the Shareholder, they must now act in the best interest of the shareholder.

• Chair: This reinforces that Council must be cautious about what they say and how they say it, particularly Officers and members of the SRS IOC. Clear decisions about the future of the company will assist.

10.5 Financial Statements

Cr Heath noted regarding the Quarterly financial results:

• Revenue is down for the quarter, interest received is considerably increased, personnel expenses are considerably up (maybe because the Hunter Group expenses were included as personnel expenses).
• Profitability is down on last year.

Point of Order - recording - 3:45pm

The Council moved in committee.

Point of Order - recording

The Council resumed public session 3:48pm

Discussion:

Cr Farrar requested that:

• Results of Customer Satisfaction Survey come to council after the Directors have considered it
• Reports are that the DRS cannot be fixed, the Shareholder needs to know why it cannot be fixed
• Three major policies adopted by Council have either not happened, or took a long time (noting this has taken place across several Boards).
• Who-is
• Zone Transfers
• 3^rd Level Domain Names

These are serious omissions and potentially are grounds to terminate of the Management Contract (if we didn't own the Company)

Cr Gray:

• Customer Satisfaction Survey will be released after the next Board Meeting
• The DRS Review contains a Code review – if there are still questions after the Report, the matter should be raised again
• The Board has again today demonstrated it's attitude to Policy implementation
• The present Board is trying to deal with Policy issues, but notes that this is a two way street – there has been no response from Council to previous requests for action (e.g. Nameservers Policy), so Domainz has had to act. There is a need for rapid Policy input. He suggested we all move forward.
• Cr Farrar noted that in fact the Management Contract required Council to provide Policy response within three days when requested.

Cr De Salis:

• a lot of money has already been spent trying to find out why things went wrong, it is time to move on.
• He emphasized the importance of Council considering again how, if, and how much of the Hunter Group report to release, given the potential harm this could do to Domainz, and therefore the income stream the Society needs to complete the SRS Implementation.
• The three policy items
• Change of CEO has allowed WHOIS to proceed
• Zone Transfer has been implemented, not as fast as desirable but in line with the magnitude of the other problems being addressed.

The Chair:

• when will the Hunter Group report be available. Cr Gray reported it is with KPMG Legal for review particularly with regard to natural justice issues. HE will provide it immediately the Board has considered it, noting that others in the report had to consider it as well.

Point of Order - recording 3:55pm

The Council moved in committee.

Point of Order - recording

The Council resumed public session - 4:00pm.

Discussion:

• Is income imminently at risk?
• There is a direct relationship between "bad press" and drop in income.
• Are stability problems having an impact on the customer side?
• The web interface is not running continuously - this is intermittent but on-going. It has stabilised.

11. REPORT FROM INTERNATIONAL AFFAIRS COMMITTEE (Chair - P Dengate Thrush)

Executive Director reported in the absence of the Chair. The Committee met today. New Members were welcomed, discussion was on the ccSO formation, the ICANN ‘At Large’ constituency, the need to expand focus on APEC-tel, Internet 2, WIPO and other treaty organizations, and the importance of networking with CENTR, and other affiliated bodies and Pacific neighbours.

Discussion did not take place on further representation at Montevideo.

Discussion:

• In answer to question on the level of attendance at Montevideo (i.e. IAC Chair and Executive Director) it was pointed out that the workload is substantial and is too much for one person to deal with. NZ has considerable influence
• Over time NZ may not have the resources to support this representation. The number of meetings are likely to reduce over time.

Request from Cr Teernstra referring to Action Item for Executive Director to check budget to see if there is sufficient funds to partially support further attendance at the Montevideo meeting.

• Executive Director reported that approximately $4000 remained in the budget for this meeting.
• Cr Farrar suggests the money should be better kept for the Los Angeles meetings where the costs will be a little lower and more decisions will be made.
• Treasurer mentioned that there was shortfall in annual budget so money should not be spent.
• Executive Director noted for new Councillors that Cr Teernstra has done a lot of work at ICANN at his own expense. Council has subsidized him at times.
• Cr Teernstra suggested that the budget for rebranding is excessive and money could be diverted from there. The subject will be discussed later in the meeting when the rebranding comes up for discussion. Assistance to IDNO is appreciated
• The number of people going to ICANN meetings is usually confirmed for each meeting. Montevideo is not easy to get to.

01/103 MOVED: (Gray/De Salis) "THAT Council support Cr Teernstra going to the ICANN meeting in Uruguay to the extent of $2500."

FOR:Blake, Riley, Carter, De Salis, Gray, Streatfield, Whittle

AGAINST:Zanetti, Farrar, Mott

ABSTENTION:Teernstra, Heath, Shera, Davidson

CARRIED

• ICANN Board decision Panel – person mentioned by Cr Shera would not be available.

Point of Order

Cr Carter: how does the Chair intend to complete the important business as the meeting was now running very late.

Chair indicated that he intended to deal with all matters as expeditiously as possible.

12. REPORT FROM DOMAIN NAME DISPUTE RESOLUTION WORKING GROUP (Convenor - R Shera)

Cr Shera referred to the published report, he had no comments or recommendations to add.

01/104 MOVED: (Chair/) "THAT the reports of the SRS IOC, the SRS Implementation Manager, Domainz Board, International Affairs Committee, and DNDR Working Group be accepted."CARRIED U

13. REPORT FROM CONSTITUTIONAL WORKING GROUP (Convenor - Streatfield)

Cr Streatfield referred to the Bylaws attached to the published report. There is a small list of proposals from the last meeting.

Cr Farrar pointed out that this is implementing instructions from the AGM.

Cr Gray asked that a comparison be prepared of the differences between the existing bylaws and any changes to be circulated to Council.

ACTION: Constitutional Review to circulate comparison of current By-Laws to proposed By-Laws to Council

RESOLVED: (Streatfield/Heath) "THAT changes to the bylaws be accepted and voted on at the next meeting".

FOR:Blake, Riley, Carter, De Salis, Farrar, Gray, Heath, Shera, Streatfield, Teernstra Whittle, Zanetti, Davidson

AGAINST:Mott

CARRIED

Bylaw changes foreshadowed at the last meeting that changes to IAG electoral process be put in place can now be voted on.

01/105 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."

FOR:Blake, Riley, Carter, De Salis, Farrar, Gray, Heath, Shera, Streatfield, Teernstra Whittle, Zanetti, Davidson

ABSTENTION:Mott

CARRIED

There are other points which flow from the Member votes.

• there should be a straw poll for the election for the position of Vice President – to be in that position until the AGM in 2003.
• the President and Vice President will be in office until AGM 2003 and therefore do not have to re-stand for election in 2002.
• Treasurer and Secretary until AGM 2002 and therefore have to re-stand in 2002.

SGM:

• Plan an SGM in September to implement the AGM decisions. Auditor also needs to be appointed at the SGM – note that Domainz also need an SGM to appoint an Auditor. The WG will come to Council to call SGM.
• Executive Director advised that Gavin Adlam offered to be part of a Working Group to review constitutional changes before the SGM.

14. REPORT FROM SOCIAL IMPACT COMMITTEE (Chair - H Frederick)

Cr Riley referred to the published report, no decisions required.

• Important to have working links with other organizations
• Recommends Council issues a Media release supporting Government Knowledge Economy initiatives.
• Is there a policy about Councillors joining the Society to other organizations.
• Our name should not be linked without Council knowledge and consent
• Clarification that ECAT is not an organization, is rather a mailing list
• Has the Committee tried to get sponsorship for the roadshows? To get best value for limited resources in brand exposure we are encouraging "Co-branding".
• TUANZ award function was missed because of late knowledge of their awards – can we reactivate cross memberships with other similar organizations. Executive Director reported that this was under consideration but there are administrative difficulties as we must also seek to preserve our unique identity.

ACTION: Executive Director to issues a Media release supporting Government Knowledge Economy initiatives

01/106 MOVED: (Chair/) "THAT the report of the Social Impact Committee be received"CARRIED U

15. REPORT FROM LEGAL AND REGULATORY COMMITTEE (Chair - R Shera)

Cr Shera referred to the published report and invited questions.

15.1 Crimes Amendment Bill #6

• Executive Director noted that she had had media inquiries requesting comment on the Crimes Amendment Bill #6, and had advised them of today’s meeting by ISWG before any comment would be made. Could Ewen McNeill to make a comment through the office.
• There was no ISWG meeting today. P Dengate Thrush was taking the lead.
• Cr Streatfield has taken on formatting the Crimes Amendment Bill for the Website

ACTION: Cr Shera follow up comment on Crimes Amendment Bill #6 and send to Executive Director.

15.2 Telecommunications Bill

Discussion:

Telecom states that one of the greatest inhibitors to Internet development is local free calling. There is overwhelming international data suggesting this is not the case.

ACTION: Chair and Executive Director to draft media release. (And refer to Cr Shera)

15.3 Electronic Transactions Act

Executive Director flagged the need for a comment on Electronic Transactions Act

ACTION: Cr Shera will arrange comment on Electronic Transactions Act and forward to Executive Director

15.4 Digital Copyright Act

Discussion paper on Digital Copyright Act from MED. It is not DCMA, we must avoid calling it that – it will ruin the Society's credibility. There should be input now. Working Group will be set up – there have been some expressions of interest. This should be flagged as an issue for the ISP Summit.

ACTION: Cr Shera to set up Digital Copyright Act WG.

ACTION: Executive Director add Digital Copyright Act to ISP Forum Agenda

01/107 MOVED: (Chair/) "THAT the reports of the Constitution Review, Social Impact and Legal and Regulatory Committees be accepted"

CARRIED U

Break taken 4.50pm

Meeting Resumes 4.55pm

Don Stokes arrives

16. ADMINISTRATION COMMITTEE REPORT (Chair - D Farrar)

16.1 Terms of Reference for Committees

Cr Farrar explained that these are not substantial changes.

• Any disputes would come back to Council
• Want to make details more explicit
• Committees asked to discuss at their next meetings.

01/108 MOVED: (Farrar/Shera) "THAT with the deletion of the TLD Oversight Committee the terms of reference for committees be approved."

CARRIED U

16.2 Delegation of Powers

This motion is to formalise the existing delegations.

Amendments:

• change the wording to read "That the President "leads" rather than "manages" the Society.
• language to be made gender neutral
• Executive Director to be delegated "the day to day management of the Society" and authority for staffing issues.

01/109 MOVED: (Farrar/Shera) "THAT with amendments as detailed, all Committees and the Executive Director be delegated powers as specified in their terms of references."CARRIED U

16.3 Council Meeting Schedule

Wanting to confirm September and November Council Meetings and leave flexibility in between.

• want to look at new ways of meeting
• please confirm early if Councillors need bookings for travel
• those who need to take leave would appreciate Saturday meetings
• some meetings could be held in Auckland – the issue is always one of cost.

ACTION: Admin Committee and Executive Director to work further on Council Meeting Schedule and look at holding an Auckland meeting

17. ISP FORUM

Executive Director reported that there has been no action from Council.

• Social Impact Committee was tasked with this last meeting.
• Need to move urgently - Admin Committee recommends 2-3 Councillors work with Executive Director - should include someone with recent ISP experience.
• Date should be deferred to October
• Undertaking from Cr Riley to hold discussions over the weekend and get back to Executive Director early next week.
• May be appropriate to hold this in Auckland in conjunction with a Council meeting

ACTION: Cr Rileyto hold discussions over the weekend with Social Impact Committee and get back to Executive Director early next week.

18. REBRANDING (Executive Director)

Executive Director referred to her published report (paper no 23)

• Process so far has been:
• Decision to re-brand came from Strategic Planning meeting
• Budget was allocated and approved at AGM
• Passed to Executive Director for operational implementation
• Timeline shows what has been achieved and plan for competition
• Advert example presented
• Credentials of Fruitful Communications presented
• Click through button is now on Website to design competition - next week details of competition will be published
• Rules of competition are being legally vetted to protect intellectual property rights over the winning design
• Media inserts were listed
• Judging to be:
• Straw poll of members for first cut
• Top ten entries to go to panel – details of panel will be listed on Q & A part of site
• Design schools are being targeted

01/110 MOVED: (Shera/Riley) "THAT the judging process for the logo design competition, as set out in the Executive Director’s report, be endorsed."

CARRIED U

ACTION: Judging Panel to choose the other 2 'ordinary' members

• Executive Director discussed restrictions on entry to the competition. She recommended that restriction should be on Judges, Councillors, Employees and their families.

01/111 MOVED: (Farrar/Whittle) "THAT Councillors, employees of InternetNZ and their immediate families will not be eligible to entry the logo design competition"

FOR:Farrar, Whittle, Carter, Riley

AGAINST:Heath, Teernstra, Zanetti, Streatfield, Blake

ABSTENTION:Mott, Gray, Shera, Davidson

LOST

01/112 MOVED: (Streatfield/Heath) "THAT Judges and employees of InternetNZ and their immediate families will not be eligible to entry the logo design competition"

FOR:Farrar, Whittle, Riley, Heath, Zanetti, Streatfield, Blake, Shera

AGAINST:Carter,

ABSTENTION:Mott, Gray, Teernstra, Davidson

CARRIED

• Executive Director pointed out the Budget Allocations listed on Page 8 of her report. She presented a slide to show where the advertising would be targeted. She emphasized that this is not purely competition advertising but an inherent part of the re-branding exercise to get InternetNZ known. She noted that media advertising is not inexpensive.

Discussion:

• Cr Mott raised that his logo has not been included in the sponsorship acknowledgment and what has been published is not his official brand.
• Executive Director apologized, noting that she understood from their email exchanges that '2day.com' was the brand. She will ensure that Cr Mott is put in touch with Fruitful Communications to make sure 2Day Internet is properly branded. The Chair also offered his apology that this had been overlooked as he had approved the ads in the Executive Director's absence.
• Are overseas residents eligible? (yes) The prize needs to be stipulated to be in $NZ
• There was discussion about the budget for rebranding - it has not been exceeded
• Budget issues should be sorted out by Admin committee.
• Concern was expressed that $50 000 has been spent to get a 'free' logo.
• The whole exercise has to do with getting the new name and brand out - the Budget includes implementation costs as well (e.g. printing). The design competition was not to save money but to give members more participation in the outcome.
• Concern that there is such reliance on print media.
• We are trying to broaden the media attention from the narrow IT sections. This is an effort to get ourselves known in other areas.
• Councillors are asked to spread the news about the competition wherever they have outlets.
• There should have been a written sponsorship agreement with 2day Internet to avoid problems with branding.

01/113 MOVED: (Shera/Riley) "THAT the rebranding exercise as presented should be authorised."

FOR:Teernstra, Whittle, Carter, Riley, Zanetti, Streatfield, Shera, Blake, Davidson

AGAINST:Farrar, Heath

ABSTENTION:Gray

5.45pm Don Stokes leaves

19. "INTERNET 2"

Cr Riley referred to the published report.

The "Internet 2" Seminar had high impact

• Objective would be to progress a National "Internet2" initiative.
• A major chance for InternetNZ to lead on this
• Should only cost time
• Is important so needs to be a Working Group of Council not of one Committee
• Social Impact and Technical committees to be kept informed
• Executive Director offers thanks to the organizers of the Seminar for the excellent reporting of InternetNZ, it was noted that Society Fellows were heavily involved.

01/114 MOVED: (Riley/Farrar) "THAT InternetNZ constitute an "Internet2" working group of Council to be chaired by Neil James. It's first task is to report back to Council on Terms of Reference and membership"

CARRIED U

ACTION: Executive Director prepare a media release on establishment of the "Internet 2" Working Group.

5.55 pm Cr Whittle leaves the meeting

20. DIGITAL COPYRIGHT WORKING GROUP

Previously covered (Legal and Regulatory Committee Report)

21. CRIMES ACT AMENDMENT No 6

Previously covered (Legal and Regulatory Committee Report)

22. CHAIR’S REPORT

Published report will be discussed on line and an e-vote will be held if necessary

23. EXECUTIVE DIRECTOR’S REPORT

The Executive Director spoke to her published report.

• Rebranding has already been dealt with
• Acquisition of "internet.org.nz".
• correspondence on this subject within the Executive Director's report, including copies of emails, should not be made public.
• should the Society "purchase" or exchange the name for membership of the society

Point of Order - recording

The Council moved in committee for three minutes.

Point of Order - recording

The Council resumed public session.

01/115 MOVED: (Carter/Streatfield) "THAT the Chair be authorized to negotiate for acquisition of internetnz.org.nz." CARRIED

ABSTENTION:Gray

• Request from Naenae School about wireless technology.
• Outside the objects of the Society - Cr De Salis volunteered to assist.

ACTION: Executive Director send email from Naenae School to Cr De Salis

24. TREASURER’S REPORT AND FINANCIAL STATEMENTS

Published report will be discussed on line and an e-vote will be held if necessary

25. SECRETARY’S REPORT

Published report will be discussed on line and an e-vote will be held if necessary.

Secretary offered thanks to the staff for the preparation of the bound copies of the meeting papers at short notice.

26. GENERAL BUSINESS

27. MEETING ENDS

The meeting closed at 6 pm.

Note - for links to papers etc, see the Agenda

© 2001 InternetNZ
Last updated 13 August 2001