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Council Minutes 27/10/01

DRAFT Minutes of the General Meeting of the Council of InternetNZ Held in the InternetNZ Boardroom, 10:00 AM, Saturday 27 October, 2001

Note - for links to papers etc, see the Agenda

1. WELCOME FROM CHAIR

Keith Davidson (Chair) opened the meeting at 10.05 am and welcomed those present. The Chair raised the matter of the length of meetings, which has been the subject of discussion on the list. He commented that he intended to keep speakers to the point of the discussion but would not stifle it, and pointed out that the practicality of having a Council of up to 20 people meant that for everyone to comment would take time.

a. PRESENT

  • Keith Davidson (Chair), David Farrar (Secretary), Steven Heath (Treasurer), Jordan Carter, Howard Frederick, Jennifer Northover, Simon Riley, John Russell, Chris Streatfield, Joop Teernstra, Drew Whittle, David Zanetti, Sue Leader (Executive Director).

b. IN ATTENDANCE:

  • Beverley Irvine (Administration Manager)
  • Ross Johnston (KPMG Legal) to present legal points of the DRS Review

Rose Percival (SRS Implementation Project Manager) and Doug Mercer (SRS Technical Project Manager) for the presentation of their report

2. APOLOGIES

  • Absence: Bob Gray, Rick Shera,
  • Lateness: Richard Bourne 10.15am
  • Roger De Salis 10.15am

01/135 MOVED : (Chair/) "THAT the apologies be accepted." CARRIED U

OBSERVERS

Jonathan Ah Kit

Karaitiana Taiuru (for the discussion of the .maori.nz proposal)

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

01/136 MOVED : (Riley/Whittle) "THAT the Minutes of the Council Meeting held 15 September 2001 be accepted as a true and correct record."

CARRIED U

4. MATTERS ARISING FROM THE MINUTES

There were no matters arising

5. APPOINTMENT OF DOMAINZ BOARD MEMBERS

10.10am POO Recording

10.17am;Recording restarts

01/137 MOVED : (Farrar/De Salis) "THAT The Council of InternetNZ, acting on behalf of the InternetNZ as sole shareholder of the New Zealand Internet Registry Ltd, appoints

Donna Hiser and Elizabeth Longworth to the Board of the New Zealand Internet Registry Ltd

FOR: Davidson, Farrar, Bourne, Carter, De Salis, Frederick, Northover, Riley, Russell, Streatfield, Teernstra, Whittle

ABSTAINED: Heath, Zanetti

AGAINST: -

CARRIED

ACTION : Executive Director to notify Domainz Board candidates and Domainz of the outcome appointments

6. CONSIDERATION OF DRS REVIEW

10.20am POO Recording

11.20am Ross Johnston leaves

11.22 – 11.27 Short Recess

11.35am Recording restarts

7. REPORT FROM SRS IMPLEMENTATION COMMITTEE

SRS Progress Report

Rose Percival explained that she and Doug Mercer were going to make a presentation about the Functionality of the SRS as they see it and the Business Rules. Council has a paper which outlines the framework and business rules

Draft process model has been developed, have talked to providers, the model has been refined but is within the bounds of the Hine Report. There will be a similar presentation to .nz providers who have more than 50 names they are managing as a provider.

Presentation:

  • Hine report is the basis
  • Various Papers have been released over the last 3 – 4 months
  • Draft process model
  • Agreements and contracts
    • CcTLD – Registrar
    • Registry-registrar
    • CcTLD-registry
    • Registrar-registrant
  • Draft of the authorisation agreement and connection agreement have been given to a range of providers
  • There must be a balance between an open market and protection of registrant rights
  • There will be a low entry requirement but probably higher than initially anticipated
  • In answer to a question she noted that government and GAC have not been involved although she has spoken to the Commerce Commission and has had discussion with Frank March, MED
  • In answer to comments from Councillors she explained that there were basic needs to be met by potential registrars particularly liability insurance and that terms and conditions must be clear to clients. There is a need for protection for InternetNZ. Rose is negotiating to set up a group scheme. The plan is that there should be perhaps 30 registrars rather than 5. Do need to ensure that bulk of the registrars are providing a service to the non-technical customer and that registrars must be robust.
  • Registry fees are anticipated to be no more than $2 per month and cost driven
    • If ICANN increases fees, this will have an impact on fees
    • Amount of the fee that supports InternetNZ activities is for discussion and a decision at the next Council meeting. Needs significant consultation, there has been little discussion or comment on the proposals so far.
    • . Using part of the fee for supporting InternetNZ needs to be quite clearly visible to users.
  • .nz Manager decision needs to be made next month
  • .nz policies need to be repackaged
  • One of the thorniest issues is the transfer of Domain Names from Domainz to registrars. This is currently under discussion.
  • Domainz role after the transition. A recommendation will be made, taxation advice is being taken. There should be options for decision.

Doug Mercer presented an overview of the SRS

  • System overview
    • Registry-Registrar interface
    • Open source software – mixture of technical spec, (with test environment) software development kit.
    • DNS won't be changed
    • Simple register design
    • Simple billing package – separate from the Register- probably "off the shelf"
  • Diagram – shows the relationships between Registrant/registrar/registry
  • Business Model
    • Rules and processes will be kept simple
    • The document has been presented to providers then refined and represented
    • 2day.com were the only provider asked who did not participate, although some others did not return calls. Cross section of sizes of providers were targeted.
    • Confident that from registrars' point of view what they need to do business is included
    • Registrars have day to day dealings with registrants (not the registry)
  • Key Processes
    • XML based transaction
    • Registration will be as simple as possible
    • Basic validation for mandatory information
    • 2LD – moderation checks
    • Authentification ID (UDAI) will be issued
    • 5 day registration grace period to cancel (? spelling mistakes etc) – audit record
      • There was some discussion with potential registrars – those who use credit cards wanted 60 days for charge back period, but it was thought a relatively infrequent occurrence and is a risk of e-commerce. It is an issue banks/credit card companies need to address..
    • Zone files will be updated twice daily
    • Domain names could be locked, only by the registry in extraordinary circumstances, Registrar cannot lock a domain name., A name would remain in its current state as at the time of locking.
    • Process for changing registrars was explained and the issue of proof of identity within registrar's responsibility of "reasonable care" was raised
    • "Losing Registrars" could have concerns because currently any bill must be paid before changing but with the new system a change of registrar can be made with the "losing" registrar not knowing until after the event.
      • ccTLD should be involved if there was fraud
      • DNDR Working group to be involved
      • Domainz has worked to establish that any dispute should be between the registrant and the registry
    • Problems in the industry when updating name servers. Need for a code of practice. Passed to Technical Committee for action
    • If there is a dispute with name server service registrant should change registrar.
    • Domain names have to be proactively cancelled – names automatically rollover at the end of the billed period.
    • Basic queries provided
      • Whois
      • General register query
      • Billing transaction query
    • There is to be an historic snapshot of any Domain name mainly for billing purposes. Change histories will be kept.
    • There may be issues with which registrars are to administer which domain names at which time.
  • Billing
    • There will be one rate per Domain name
    • No part months will be billed, if a name is active at any time in a month the bill is for the full month.
    • Multiple months, up to 10 years, can be purchased

Formal evaluation of the RFP is issued by Domainz to replace the DRS with an SRS. There were 4 responses which were average to poor. Not possible to recommend any proposal. Recommended further evaluation of options

Integrated package solution

Hybrid solution

Hybrid came out best in all areas – this approach has been adopted. Next Stage is an RFI to be issued on 29 October

Domainz have started looking at their own requirements

Timeframes

  • 4th quarter 2001
    • finalise requirements
  • 1st half 2002
    • Register component design
    • Registry accounting module
    • Software for Domainz
  • 2nd half 2002
    • Implementation

Budget

  • $1 – 2 Million should fall well within this, a lot of the costs would be incurred with any replacement software.
  • The idea is "to do it right"
  • Are there Intellectual property issues in this? If there is a heavy investment the protection should be sought
  • This all needs to be discussed. Is it a money making venture, or for the good of the community.
  • There will be no discussion on individual costs.

Roadshows are to be held in Auckland, Hamilton, Wellington, Christchurch and Dunedin during 7 – 14 November.

ACTION Technical Committee to address problems in the industry when updating name servers. Need for a code of practice.

ACTION: Secretary to start discussion with members over what the SRS Registry fees cover.

12.55pm LUNCH

1.25pm Meeting resumes

8. REPORT FROM DOMAINZ BOARD

In the absence of Cr Gray the Domainz Board report was presented by Cr De Salis.

There has been a considerable drop off in registrations and increase in cancellations, this is consistent with a worldwide downturn in the industry.

The SRS papers have been reviewed by the Domainz Board and they believe there is excellent work being done by the Implementation team.

1.30 POO Recording

2pm Recording resumes

2pm Karaitiana Taiuru arrives

More discussion is needed on the lists about what costs there are with the implementation of the SRS and the creation of the ccTLD manager.

9. MAORI.NZ APPLICATION

Karaitiana Taiuru was welcomed to the meeting to speak for the application by the New Zealand Maori Internet Society/Te Whanau Ipurangi for the creation of a new second level domain (2LD) - .maori.nz. He commented that he was looking to answer questions.

Discussion :

  • It was noted that this new application was unmoderated whereas the previous application was moderated. He commented that this was mostly for "identity" – he sees no problem with "offensive" names.
  • The level of membership of the New Zealand Maori Internet Society was noted by Council. Karaitiana said that there is no membership fee, the executive is voted by members and meets monthly.
  • There may be a 'landrush' when first registered. How this is to be managed needs some consideration.
  • If it goes live unmoderated, it is very difficult to change.
  • There is no intention to replace .iwi.nz which will remain moderated
  • The reason for the change in stance re .maori.nz is that it is very difficult to decide the criteria to be in .maori.nz
  • The process for creating a new 2LD was explained
  • If Council is considering removing 2LDs, can this be approved?
    • There is a process so it should proceed
  • Discussion about this could be divisive because of ethnicity issues
  • Suggestion is that there could be a moderator on the 2LD discussion list
  • .maori.nz does not fit into the business categories of the present 2LDs
  • Suggestion to use current 2LDs but using Maori language words
    • it was felt that .maori.nz was inclusive
  • Once this is set up it is difficult, if not impossible to undo it.
  • The application will now proceed
  • Fees have been set since the first application

MOVED : (Farrar/Whittle) "THAT the application from the New Zealand Maori Internet Society Inc for the second level domain maori.nz be accepted and put out for consultation.

Friendly amendment: and that any applicable fees be those that applied at the time of the original application."

01/138 MOVED : (Farrar/Whittle) "THAT the application from the New Zealand Maori Internet Society Inc for the second level domain maori.nz be accepted and put out for consultation and that any applicable fees be those that applied at the time of the original application

CARRIED U

ACTION: Executive Director and Cr Heath will oversee the .maori.nz process.

10. REPORT FROM INTERNATIONAL AFFAIRS COMMITTEE

Executive Director spoke in the absence of the Chair

- Attendance at Los Angeles

Owing to the change in the agenda for the November Los Angeles meeting the Committee recommends that Peter Dengate Thrush be sent as delegate to that meeting. Given the change of Agenda by ICANN to security issues only, there is nothing to be gained by sending the Executive Director or a Government representative. However because of the security issues being discussed it was suggested that Don Stokes be sent, Domainz have agreed to pay his expenses.

01/139 MOVED : (Farrar/Heath) "THAT Peter Dengate Thrush be authorized to have budget to attend the Los Angeles ICANN meetings and that Don Stokes should attend as well."

CARRIED U

11 REPORT FROM DOMAIN NAME RESOLUTION WG

The working group met in Auckland for 2½ hours with the Deputy Director General of WIPO Arbitration center. Clarified opportunities, we can design our system and they will run it for us.

Cr Shera has just published the discussion paper, which is going out. Hope to have recommendations to council first quarter of next year

12. REPORT FROM TECHNICAL COMMITTEE

No Report

13. REPORT FROM CONSTITUTIONAL WORKING GROUP

No Report – SGM to ratify new Constitution take place after this meeting.

14. REPORT FROM SOCIAL IMPACT COMMITTEE

Has been involved with the Internet Safety Group in preparation for the conference in February 2002 for which InternetNZ is providing some sponsorship. We are one of 2 sponsors so far, it is hoped to have 5. The February conference is aimed at a high level and will lead to an international conference in Auckland in 2003. Safety in schools, workplace and home.

It is aimed to be a "Think Tank" to open up communication with DIA, Police etc. NZ is the first country to have taken a national initiative on internet safety. (www.Netsafe.org.nz) Products are in use in schools and with parents.

Will involve InternetNZ as speakers, will keep council informed.

There has not yet been a request for the sponsorship funding to be passed over. Probably early next year.

15. REPORT FROM LEGAL AND REGULATORY COMMITTEE

01/140 MOVED: (Chair/ ) "THAT the first discussion paper of the DNDR Working Group be received with thanks and that it be published for comment on the Society's web site and further as deemed appropriate CARRIED U

Process is as a "Green Paper" with options, then "White Paper" with refined options probably next year.

ACTION: Executive Director to arrange further publicity for DNDR Discussion Paper

Short break 2.38pm

Meeting restarts 2.50pm

16. REPORT FROM ADMIN COMMITTTEE

- Expenses policy

Proposed expenses policy was outlined. Not a big change from the status quo, and there has been no abuse in past – is to formalize existing policy. Amendment to be "all expenses to be submitted within 60 days".

  • InternetNZ is a non profit organisation so be reasonable in claims
  • Daily expenses should be less than per diem rate
  • Economy class for travel up to 12 hours
  • Business class for more than 12 hour travel, treasurer to approve
  • Taxis, parking, car mileage expenses
  • Accommodation for meetings if you cannot return or if it makes airfare cheaper
  • Alcohol only for hospitality – to Treasurer for approval
  • Not retroactive
  • Councilor's expenses being approved by Executive Director,
  • Executive Director's expenses and Admin Committee approved by Treasurer, Treasurer's approved by Secretary

01/141 MOVED: (Farrar/Whittle) "THAT the proposed expenses policy be approved with the addition that any claims for re-imbursement be made within 60 days of incurring them"

CARRIED U

Los Angeles is a special case because Business Class fare is much more than the usual increment over Economy. Travel time is close to 12 hours. "Air points" can be used to upgrade because of the frequency of flights to Los Angeles. Current practice is to be very careful of expenses incurred overseas, including not staying at the venue which is mostly expensive, but at a lower priced site.

Generally Council should be seen to be careful and frugal in making arrangements and spending Society funds

2.57pm Cr De Salis leaves

- Election of Vice President and by-election for councilors

If the Constitution amendments are passed at the SGM this afternoon (as is anticipated) there will need to be an election of Vice President and a by-election for councilors. A timetable has been set out which would see the result being announced at the Internet Industry Forum and new members taking their places at the 1 December council meeting.

01/142 MOVED: (Farrar/Frederick) "THAT the election of Vice President and by-election of Councilors be delegated to Administration Committee" CARRIED U

ACTION : Admin Ctte to conduct the election for Vice President and by-election for Councillors

- Interests Register

Voluntary Interest Register is not wanted.

Background:

  • For protection of Councilors
  • Councilors would publicly list interests (eg political, commercial)
  • Would need to be updated consistently
  • No intention to force people to breach client confidentiality

Would be public – published on the Website.

Discussion :

  • Cr Bourne explained that he was completely against the proposal, it is difficult to keep up to date and to know at any time what interests people have (without the Register in front of you.) The onus should be, as is common practice, for Councilors to declare their interest in any topic being discussed, when it is raised.
  • Cr Carter supported the motion as it shows the Society is operating in an open manner. Having a Register does not excuse not mentioning a conflict when it occurs.
  • Cr Riley will only support if it is part of a bigger package. There is a need for "Rules of Conduct".
  • Constitutional Working Group did intend to address this issue as part of "a code of ethics".
  • Up dating would be responsibility of councilors, they could be exposing themselves if they did not keep it up to date.

01/143 MOVED: (Farrar/Frederick) "THAT Council adopt the Compulsory Register of Interest which current Councilors are required to complete"

FOR: Davidson, Farrar, Carter, Frederick, Russell, Streatfield, Whittle, Heath, Zanetti

ABSTAINED: Riley, Teernstra

AGAINST: Bourne

CARRIED

ACTION: Admin Ctte to create Interests Register for Councillors, and to notify members so that candidates for election are aware of the requirement before standing.

- ED Contract (in committee)

3.22pm POO Recording

Executive Director, Administration Manager and observers leave the meeting

3.30pm Recording resumes

Executive Director, Administration Manager and observers rejoin the meeting

17. EXECUTIVE DIRECTOR'S REPORT

- ISP Summit

Now called Internet Industry Forum , organisation is now advanced, it is intended that registrations will be starting from next week. Speakers have mostly been approached and are confirmed or we are awaiting responses.

Executive Director went through the outline of the content of the sessions.

Questions for Council:

  • Should money be available for a bar tab at the end of the sessions.
  • Do we wish this to be audio or video cast. Given that the target is CEO level and the audience for video or audio cast is technical, it may not be necessary.
  • Suggestion that there be a discount for unwaged or student was discussed. It was decided this was not the target audience and should not be offered.

APNIC is to decide when they will hold their training session – either concurrent on the 29th or the day before. We are paying for the venue for them.

Charges should be at recovery of cost level but no more. Proposal is $150 for non members and $100 for members (for the two day conference).

Clear Communications is providing the video-conference link, but no other sponsorship has been sought.

The conference was designed to focus on legal and security issues. There will be some discussion on international issues.

  • Suggestion that SRS session should not include any reference to implementation.

Registration will provide for participants to join the Society and obtain members discount.

The Executive Director noted that the Internet Code of Practice is not widely supported and its future is in real doubt. It is not the Society's Code of Practice but is the industry Code of Practice. We can only offer to facilitate and assist. It may be necessary to discard it as a result of the Forum.

  • The Government will be forced to act if the industry does not self regulate. The Minister is awaiting the outcome of this Forum. Options will be presented at the Forum.

There was some support for audiocast to reach a wider audience.

Consensus of the meeting was for money to be made available for refreshments.

- Rebranding

The Executive Director showed the new colour scheme for the logo (Green/black). The designer has come back with suggestion for the colour. There is a need to sign off quickly to get cards ready for Los Angeles and other items needed for the Internet Industry Forum.

ACTION : Executive Director to work further on brighter color and simpler artwork

01/144 MOVED : (Chair) "THAT the Reports from SRS IOC, Domainz Board, International Affairs Committee, DNDR Working Group, Social Impact Committee, Legal and Regulatory Affairs Committee, Administration, Executive Director be accepted

CARRIED U

18. GENERAL BUSINESS

  • Treasurer mentioned that there will be a significant need to purchase equipment for the SRS next March – about $120000. Council needs to be aware that this is coming.
  • Strategic Planning needs to be addressed, Chair will lead discussion on this

ACTION : Chair to lead discussion on Strategic Planning for 2002.

  • Cr Riley commented on the Internet2 Workshop on 16 October.

19. MEETING ENDS

The meeting closed at 4.05 pm.

Note - for links to papers etc, see the Agenda

© 2001 InternetNZ
Last updated 12 November 2001

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