Council Minutes 01/02/02

Minutes of the General Meeting of the Council of InternetNZ Held at the InternetNZ Council Room, L4, 4 Bond Street Wellington

1 February 2002

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

Status: Minutes Adopted at Council Meeting 020301

1. WELCOME FROM CHAIR

Keith Davidson (President) opened the meeting at 11.10am and welcomed those present. He offered congratulations and a special welcome to newly elected Councillors Bill Parkin and David Archibald, and welcomed back re-elected Treasurer Steven Heath.

a. PRESENT

Keith Davidson (President), Rick Shera (Vice President), David Farrar (Secretary), Steven Heath (Treasurer), Jonathan Ah Kit, David Archibald, Richard Bourne, Jordan Carter, Roger De Salis, Bob Gray, Jennifer Northover, Bill Parkin, Simon Riley, Chris Streatfield, Joop Teernstra, Drew Whittle, David Zanetti, Sue Leader (Executive Director).

b. IN ATTENDANCE :

• Beverley Irvine (Administration Manager)
• SRS Implementation Manager (SRS Implementation Project Manager) and Doug Mercer (SRS Technical Project Manager) for the presentation of their reports
• Derek Locke, CEO Domainz, as noted
• Peter Dengate Thrush, for the duration of his report.

c. OBSERVERS

• Kupe Waa

2. APOLOGIES

Absence: John Russell

Short absence: President (at 4.45pm)

Lateness: Howard Frederick

02/01 MOVED : (President/) "THAT the apologies be accepted." CARRIED UNANIMOUSLY

3. MINUTES OF THE PREVIOUS MEETING

• the abbreviation for Point of Order Recording (PoR) has been incorrectly applied at one point replacing the word 'poor'
• The Vice President raised that Motion 01/151

02/02 MOVED : (Gray/Streatfield) "THAT the Minutes of the Council Meeting held on 1 December 2001 as amended be accepted as a true and correct record."

CARRIED UNANIMOUSLY

4. MATTERS ARISING FROM THE MINUTES

- DRS Review

11.14am PoR Recording Stops

11.20am PoR Recording resumes

The President explained for the benefit of the new Councillors present that the purpose of recording proceedings was to have available on the website an audio record of the public sections of meetings, available to members.

5. SRS IMPLEMENTATION

a. SRSIOC REPORT - Bob Gray

The Chair of the SRSIOC tabled his published Report . The Vice President asked if this was the time to discuss the pricing issues. Cr Gray referred to the President who agreed.

11.22am PoR Recording stops

11.25am PoR Recording resumes

11.24am Cr Frederick arrives

11.28am Derek Locke arrives

b.SRS IMPLEMENTATION MANAGER'S REPORT - Rose Percival

The SRS Implementation Team Report as published was tabled.

i. SRS Technical Project Manager's Report - Doug Mercer

The Technical Project Manager noted that the RFP was complete by Christmas

• 3 proposals considered
• Selected supplier was Catalyst IT who use both open source and proprietary solutions
• Contract signed 31 January 2002 by Domainz
• Contract may not last duration of the project
• May need changes for new units of work
• Schedules will be added as needed
• Project QA will be undertaken by Ad van der Tol
• Independent look at project management and processes
• Regular review 4 - 6 weekly and report to SRS IOC
• Schedule and budget for implementation have not changed materially
• Major revision of budget due in 4 - 6 weeks when technical architecture developed
• Will know hardware and software development costs then
• More known then about structures of entities
• Target is trial implementation by end of September with Domainz as first Registrar. Full implementation once all systems confirmed as stable.
• Working closely with Domainz
• Prefer phased approach if possible, multiple small scale implementation to minimize impact on customers
• Minimize risk of catastrophic failure
• No massive parallel run
• SRS software would be running at Domainz before SRS Business model implementation
• As soon as technical architecture is available it will be published

Discussion :

Cr Riley asked if the personnel involved in decision-making could be made known. Doug Mercer referred to the project plan chart, which will be published at the next meeting and he was very willing at any time to talk to Councilors about any issues.

• Compliance with the Hunter Group Review of the DRS

• The SRS development demonstrably complies in most areas.
• There is no migration strategy yet as other work needs to be completed and decisions taken - one will be developed and it will be published
• Knossos are QAing the technical development output
• It was noted that Ad van der Tol should be given a copy of the Hunter Group report on the DRS
• Needs to be QA on all parts of the project particularly on the security of the system
• The project is heavily "QA'd"
• It is running "on track"
• Cr Frederick congratulated Doug on the clarity of his presentation and commented that it gave him the impression of calmness, which has been lacking from much of the discussion about SRS matters.
• In response Cr Riley, SRS Implementation Manager commented that the cost would be about $1.1M but a more exact figure would be available when the Technical Architecture was complete; cost includes:
• Project Manager
• development
• anticipated hardware and software for the Registry software.
• this software does not include the replacement for the DRS (Registrar software)
• there is still to be an RFI for the accounting system
• there is no need for a resolution of Council for the expenditure at this stage.

ii. SRS Implementation - ccTLD Management Structure

SRS Implementation Manager reported that at the request of Council Gavin Adlam had been consulted about Governance Structure Issues and his advice concludes:

• Most risk is in authorisation and de-authorisation of Registrars
• To mitigate risk a separate entity is preferable and would go some way to limit the risk to InternetNZ
• Separate contractor would have to be convinced to take on the risk
• Insurance (acts, errors and omissions insurance) is planned for .nz (cover if a Registrar makes an error)
• There is an inherent risk in holding the function of the ccTLD manager which exists regardless of structure.

Discussion :

• Cr Farrar asked Derek Locke if Domainz had been sued on any matter of this nature, he responded no, only threats to do so had been received.
• Cr Gray mentioned that there are ongoing problems with transfers in cases such as Asia OnLine
• Cr Northover raised considering splitting the ccTLD functions.
• SRS Implementation Manager commented that some functions could be given to the Registry- making it have a relationship with Registrars, instead of just a technical entity.
• Cr Frederick noted that the risks were difficult to quantify and he favoured a ccTLD Limited because of the risk, although he now wonders at the level of the risk
• Cr Riley did not agree with the level of risk described, pointing out that good management was important no matter what the structure, he felt there was no need to set up yet another company. Concerned that the Council will be mainly functioning to appoint directors to companies
• Cr Bourne commented on a paper, which he had just received - he objected to receiving a paper during the meeting, which was unlabelled as to who had produced it.
• Cr Carter does not support separate entity for manager, believes it should be a subcommittee
• Cr Farrar explained that he produced the paper Cr Bourne referred to - he was only trying to put in writing his reasons for not supporting a separate entity being created as ccTLD manager. He believes it changes the model too much.
• SRS Implementation Manager commented that Gavin Adlam's advice is conservative. Key is to be prepared to manage risk carefully
• Cr Heath supports a separate ccTLD but not a company - suggests a secretariat with the Society.
• Cr Gray supports separate company - comments that there is not the high level standard of governance skills within Council of InternetNZ to competently manage the ccTLD. Having asked Gavin Adlam for his advice believes it should be taken.
• President pointed out that Directors could all be Councilors.
• Cr Shera put to CEO of Domainz whether he would have felt more exposed if he was not a limited liability company when deciding on authorisation/de-authorisation matters. Both Domainz CEO and Board agreed they would feel more exposed.
• Cr Frederick asks council to get on with decision making and move on from implementation of the SRS and he will vote in favour of a separate entity.
• Cr Heath supports separate entity - points to governance problems with Schedule A. Believes the Society is dysfunctional.
• Cr Farrar supports ccTLD being kept within the Society. Believes that .nz is not big enough to attract huge law suits. Therefore the risk is manageable. Society has the ability to pay debts by increasing domain name fee if necessary. Risk to the Society if its company is wound up is just as great.
• Cr Gray also has concerns about the costs involved in setting up the ccTLD manager within the Society. Council does not have a history of managing effectively. Intention of the SRS was to be simple and low cost.
• President agrees with problem of managing multiple entities.
• Cr Teernstra supports ccTLD manager within the Society. Why then is the Registry being treated differently?
• Cr Riley believes the biggest risk is in the management of the Registry.
• Cr Carter points out that the ccTLD manager will be making decisions - a competent person will be hired. Why relitigate the SRS- it was voted for at the last meeting subject to legal advice.
• Cr Shera raised again the legal risks. Committee vs Company costs are not relevant - difference is only around $20K. Groups of Companies can co-locate and keep communication open.
• Cr Archibald asked when the decision needs to be made. (Today)
• Cr Heath does not see Council giving control to a company
• Cr Farrar asked to put a resolution confirming the decision taken at the December meeting.
• Decision on Governance needed urgently, only asked Gavin Adlam for advice on risk, not on how to make the society work better. It is not rejecting his advice.
• President noted that there is no discussion on the Registry becoming a separate company.
• President called for a straw poll. Not binding poll.
• Cr Bourne called for consensus for such an important matter.
• Decision must be made today.
• Cr Northover asked how many activities would be brought back into the Society which are currently maintained by Domainz.
• SRS Implementation Manager responded that the effective issues would be accreditation, authorisation and de-authorisation of Registrars.
• President called for compelling new arguments.
• Cr Shera disagrees with a wholly owned subsidiary having a contract with its parent. Both boards should just pass resolutions. Structure makes no difference, it is the people working effectively that is important.
• This is part of responsible stewardship of the .nz. This is the most important decision made in the Society's history.
• Cr Heath asked that it be noted that he had changed his mind since the straw poll.

02/03 MOVED : (Farrar/Whittle) "THAT Council confirms it's decision of 1 December 2001 establishing the ccTLD office (Motion 01/151.b) a ccTLD Office within InternetNZ and a .nz board as a subcommittee of Council"

CARRIED

FOR: Secretary, Ah Kit, Bourne, Carter, Parkin, Riley, Teernstra, Whittle, Zanetti,

AGAINST: President, Vice President, Treasurer, Archibald, Frederick, Gray, Streatfield,

ABSTENTION: De Salis, Northover,

• Cr Bourne noted that later on a Company could be set up if that is seen as advantageous.
• President again reinforces that the caliber of the people running any organisation is most important. He supports the formation of a separate legal entity to run the ccTLD. Is not convinced

iii. SRS Implementation - Registry Establishment

The SRS Implementation Manager continued, reporting that advice had been sought from Ernst and Young on the best way to establish a Registry if it were to be a separate company. Their brief was that that the Registry and Registrar would be separate entities and that was the basis of their advice. EY Advice ; Appendix One ; Appendix Two

Cr Gray pointed out that the advice might change if the brief was widened to include the option of Domainz being split into two and retaining the Registry, or should the date of implementation be later.

• SRS Implementation Manager replied that the EY advice is based on two alternatives:
• Domainz is Registrar, new company is Registry (Option 1)

• Leave Registry in Domainz, set up new Registrar (Option 2)
• Unknown is what value of Registrar would be either on day 1 or day 365.
• Domainz as both has risks.

12.50pm PoR Recording Stops

1.12pm Lunch is taken

1.53pm Meeting resumes

Discussion on Ernst and Young advice Option 1 vs Option 2

• Secretary suggests advice should be followed.
• Cr De Salis points out that EY say Option 2 is simpler
• Cr Heath pointed out that the brief included the AGM motion that Domainz should not be the Registry, there is no council motion to change it. EY were told specifically to take the motion into effect. The advice could well change if the motion was excluded.
• Cr Riley commented that EY suggest 1 as the preferred option but there are good reasons for 2 and he could be persuaded to support 2.
• President noted that staff a seen as an intangible asset.
• Cr De Salis suggested that the name "Domainz" be got rid of. Council should be looking for the least cost and complicated solution.
• President raised that "Domainz" is purely a trading name.
• Cr Carter raised that the culture with Domainz was set, this was not suitable for the Registry. The Registry should have its own culture, even if some of the staff shifted to it.
• Cr Gray noted that if the split is not immediate then different advice may well be forthcoming from EY. A new Registry must be fully staffed and trained on day 1. He suggests leaving options open, utilize current staff and infrastructure
• Treasurer read the 2000 AGM Motion 22:

• Secretary stated that the changes required were not primarily motivated by personalities. Council should not just change the trading name, that was not what was intended. Domainz would be difficult to scale down, Domainz Staff may transfer to the new company.
• Cr Whittle expressed horror at the semantics about the name. He questioned the costings contained in Cr De Salis paper (option 9). It appears staff are mostly on the Registrar side, so it is straightforward to "split off" the Registry.
• Cr De Salis expressed concern that Domainz will be working on both the current and the new scenarios. He believes that in the new ISP landscape ISPs may not sign contract.
• Cr Parkin noted that his previous employer had in effect "sold" him to a new entity so this would be quite simple for Domainz to apportion staff to the areas they are needed. He supports Option 2.
• Cr Bourne commented that he believed that AGM Motion 22 was voted for by many people to change the former management structure at Domainz. The most important issue is how to produce lower costs for Domain names for the Public.
• Cr Gray noted that Council should not be doing what is patently the wrong thing because of the AGM motion, should go back to membership.
• Treasurer pointed out there were 60000 names at the time of the SRS WG. The Board at that time thought it was a Registry, but the Working Group believed it was a Registrar. Since then Domainz looks more like a Registry. The AGM over-ruled the Hine WG. It will be necessary to get members approval to change the AGM motion.
• Secretary points out the EY advice recommends Option 1, although there are benefits of Option 2. Calling an SGM will cause delay.
• SRS Implementation Manager can see merit in option 2 but points out the difficulty in outside perception if there are "Chinese Walls" within Domainz - other potential Registrars will be watching and the market may not be as robust if there is only one company.
• SRS Technical Project Manager points out the project will only be a success if there are good relationships with the Registry. Staff must buy-in. Not important who it is but they must see themselves devoted to the Registry. Registry will only have one contract- with InternetNZ and one with Domainz as the only Registrar. The ccTLD manager will have the contracts with the Registrars.
• Cr De Salis commented that it would be easy to split the Registry and the Registrar. The costs in scenario 9 can be backed up by commercial information. The Registrar could be worthless because all the big providers will take their names.
• Secretary pointed out that the work to do is with the Registrar. 67% of names will be left and some bigger ISPs may not take their names away.
• Cr Gray fully agrees with SRS implementation. Simplest way is to split Domainz, despite AGM Motion. Some people are charged with running the business on a day to day basis and do so but Council does not have governance experience to set up and run new entities, no matter how good its intentions. He suggests that the division between Registry and Registrar be deferred, and NZIRL become the Registry.
• Cr Teernstra commented that this would need an SGM.
• Treasurer noted that no one knows if there will be a perception in the marketplace that things have not changed. He asked if Domainz can easily split.
• CEO Domainz replied that the business was beginning to separate the two divisions from 1 April.
• Cr Carter raised that it is a key role for Domainz to be a stabilizing Registrar
• Secretary pointed out that going back to members to rescind AGM motion, then seeking more advice will take months, by which time the SRS Implementation Manager will have completed her contract and someone new will need to be appointed.
• Cr Gray advised that he was not speaking for the Domainz Board but as a councilor with commercial experience.
• Cr De Salis pointed out that it would be very difficult to negotiate with existing providers if there was to be a new Registry
• Domainz will remain an important Registrar

02/04 MOVED : (Farrar/Carter) "NOTING that the advice from Ernst Young provides two options for the SRS being:

• Domainz is Registrar, new company is Registry (Option 1) or
• Leave Registry in Domainz, set up new Registrar (Option 2);

AND FURTHER NOTING that Option 2 does not meet the requirements of AGM Motion 22;

THAT Council should choose either Option 1 or Option 2,

AND should Option 2 be chosen, that this decision be referred back to members via an SGM for ratification."

CARRIED - Option 1 (by a vote of 9/8/1)

FOR Option 1: Vice President, Secretary, Treasurer, Archibald, Carter, Frederick, Streatfield, Whittle, Zanetti

FOR Option 2: President, Bourne, De Salis, Gray, Northover, Parkin, Riley, Teernstra

ABSTENTION: Ah Kit

ABSENT: Russell, Blake

3.01pm Cr Gray left the meeting

iv. SRS Implementation - ccTLD manager

An appointment panel needs to be arranged for the manager of the ccTLD. Suggestion Chair of SRSIOC, Chair of Admin Committee and Implementation Manager. To be discussed later

• Executive Director pointed out that with the passing of Motion 02/03 that Sections 2-5 of the SRS Implementation Manager's Recommendations are voided.

(SRS Report continues after the International Affairs Committee Report)

8. INTERNATIONAL AFFAIRS COMMITTEE REPORT - Peter Dengate Thrush

President welcomed the Chair of the International Affairs Committee (IAC) to the meeting. Peter Dengate Thrush presented the paper which had been presented to the IAC earlier in the day.

IAC recommends

1. that the Chair of IAC and The President go to the next scheduled ICANN meeting in Ghana in March 2002.
2. that $2000 above budgeted expenses be made available to send the Executive Director to the APTLD meeting in Bangkok, as well as the Chair of IAC and the President
3. that InternetNZ investigates the potential for bidding for the APTLD Secretariat
4. that InternetNZ supports the concept of the formation of a ccSO
5. that InternetNZ supports the At Large composition of the ICANN Board at 50% as per the founding articles.
6. that InternetNZ nominates Peter Dengate-Thrush for appointment as a director of the APTLD Board

The Committee noted that the Vice President has been appointed to the Transfer Taskforce. The committee sees its focus to be in Regional matters (APTLD), membership of CENTR, and where possible supporting individual users, e.g., sponsoring At Large involvement. A submission will be made to the Strategic Planning process on this basis.

Discussion:

• Treasurer pointed out that before the money was requested to send the Executive Director to Bangkok all of the funds in the International Affairs budget had been used.
• The importance of the Executive Director's history in the ICANN area was noted and also that she will be needed if InternetNZ is to pursue the APTLD Secretariat coming to New Zealand.

3.15pm Cr De Salis leaves the meeting

• Executive Director pointed out that it is necessary to separate out the issues of support for the At Large constituency and the Boards seats. 50% of the Board seats should be At Large and the ccSO also needs support. Delegates should not be tied to supporting one at the expense of the other.

02/05 MOVED : (Heath/Farrar) "THAT InternetNZ supports the concept of the formation of the ccSO"

CARRIED

FOR: President, Vice President, Secretary, Treasurer, Ah Kit, Archibald, Bourne, Carter, Frederick, Northover, Riley, Streatfield, Teernstra, Whittle, Zanetti,

AGAINST: -

ABSTENTION: Parkin

02/06 MOVED : (Heath/Teernstra) "THAT InternetNZ supports the At Large composition of the ICANN Board at 50% as per the founding articles."

CARRIED UNANIMOUSLY

02/07 MOVED : (President/Farrar) "THAT InternetNZ accepts the report of the IAC and that $2000 be made available to send the Executive Director to the APTLD meeting in Bangkok, over the approved budget for the year and that NZ investigates the potential for bidding for the APTLD Secretariat"

CARRIED

FOR: President, Vice President, Secretary, Ah Kit, Archibald, Bourne, Carter, Frederick, Northover, Parkin, Riley, Streatfield, Teernstra, Whittle, Zanetti,

AGAINST: Treasurer

ABSTENTION: -

02/08 MOVED : (President/Northover) "THAT InternetNZ nominates Peter Dengate Thrush for the Board of APTLD

CARRIED UNANIMOUSLY

• Treasurer asked that extra travel costs be noted for the budget round for next year.

3.25pm Peter Dengate Thrush leaves the meeting

PoR Recording

Break for afternoon tea

3.45pm Meeting Resumes

5. SRS IPLEMENTATION (continued)

iv. SRS Implementation - ccTLD manager (continued)

There is a need to set up a panel to appoint a "Commissioner of New Zealand Domain Names" (previously referred to by the working title of ccTLD manager).

Admin Committee discussed this and felt it should be made up of SRSIOC Chair, Admin Chair, President and SRS Implementation Manager. Space is booked to advertise next Saturday.

02/09 MOVED : (Farrar/Heath) "THAT InternetNZ authorizes the advertising of the position "Commissioner of New Zealand Domain Names" and appoints IOC Chair, Admin Chair, President and Implementation Manager as an interviewing and appointment panel."

CARRIED UNANIMOUSLY

7. REPORT FROM DOMAINZ BOARD - Bob Gray

Derek Locke, CEO Domainz, rejoined the meeting. As the Chair of the Domainz Board had departed the CEO answered questions regarding the Report .

3.46pm PoR Recording stops

4.20pm PoR Recording resumes

• Cr Teernstra noted that he would be voting against the motion because he believes this motion is not straightforward.
• Cr Northover inquired on the effect this would have on the Domainz Board - President commented this is unknown.
• Vice President commented that it would be imprudent to alter charges until after the SRS is implemented- better to hold prices than have them go up and down.

02/10 MOVED : (Vice President/Frederick) "THAT Whilst Council is keen to reduce domain name prices, Council does not consider that it would be in the best interests of the Society or the internet community to introduce changes to the annual renewal fees for domain names at this stage given that the SRS is scheduled to be introduced within the next calendar year and structures/pricing for this have not yet been finalised. "

CARRIED

FOR: President, Vice President, Secretary, Treasurer Ah Kit, Archibald, Bourne, Carter, Frederick, Northover, Parkin, Riley, Streatfield, Whittle, Zanetti,

AGAINST: Teernstra

ABSTENTION: -

 4.30pm PoR Recording Stops

4.33pm PoR Recording resumes

7. REPORT FROM ADMIN COMMITTEE - David Farrar

The Chair of the Admin Committee spoke to his report which had been circulated.

02/11 MOVED : (Secretary/President) "THAT the following appointments to committees be made:

• Jonathan Ah Kit and David Archibald to Social Impact Committee
• Steven Heath to International Affairs Committee
• Bill Parkin and Richard Bourne to SRS IOC"

CARRIED UNANIMOUSLY

a. 02/03 Draft Budget

Page 2 of " Draft Budget Notes " - Council Expenses - Honoraria should be 500 x 13 instead of 1000 x13

Suggest that the Draft Budget should be published to members for consultation, Admin Committee to receive comments, make any revisions and bring to March Council meeting for adoption. Note that this is for 6 months only.

02/12 MOVED : (Secretary/Treasurer) "THAT the draft budget be received and published to the members for consultation."

CARRIED UNANIMOUSLY

b. Strategic Planning

A paper has been produced setting out the process, asking members and Council for suggestions.

Admin Committee will prepare a template for submissions, comparing against Aims and Objectives and setting out thinking behind submission. Special meeting on 12 ^th of April followed by Council meeting on 13 ^th of April to set prioritization of key areas. Members will then be consulted and results come back to Council. The Executive Director and Admin Committee will draw up a draft Strategic Plan. Probably won't need two days this year as the Admin Committee will have already done a lot of the background work. A professional facilitator to be brought in to oversee the deliberations. Executive Director suggested waiting until the number of proposals put forward is known to assess how much time will be needed.

02/13 MOVED : (Secretary/Carter) "THAT the Strategic Planning paper be received

CARRIED UNANIMOUSLY

c. Society Documents Policy Addendum

Will allow most areas of the web site to be available without a password. Executive Director explained the details of the paper , including description of what are archives. Do we want all working papers included or only end papers. Consensus is end papers only.

02/14 MOVED : (Secretary/Vice President) "THAT the "Confidentiality of Society Documents Addendum" be adopted and the " Confidentiality of Society Documents Policy " be published and actioned, noting that the working paper archives in 2 Standing Committees and 3 The Council remains confidential for 12 months.

CARRIED UNANIMOUSLY

Executive Director pointed out that the policies in relation to mailing lists come into effect now.

e. Expenses Policy

Paper to bring local Councilors into line with those out of town when claiming expenses. Treasurer noted that this may slightly increase cost of Council travel.

02/15 MOVED : (Secretary/Streatfield) "THAT the Expenses paper be adopted as policy"

CARRIED UNANIMOUSLY

d. Electoral Guidelines

There are still details to come on how preferential votes are counted but otherwise this paper covers the process.

02/16 MOVED : (Streatfield/ Secretary) "THAT the Electoral Guidelines paper as circulated be adopted."

CARRIED

FOR: President, Vice President, Secretary, Treasurer Ah Kit, Archibald, Carter, Frederick, Parkin, Riley, Streatfield, Whittle, Zanetti,

AGAINST: -

ABSTENTION: Bourne, Northover, Teernstra

5.00pm President leaves the meeting

Vice President assumes the Chair

Secretary confirmed that the dates of the next 2 Council Meetings will be Friday 1 March and Saturday 13 April (10am- 5pm : subject to flight details being arranged).

9. 2 ^nd LEVEL DOMAINS - Executive Director

The Executive Director gave an oral report. The date for the .maori.nz straw poll is 22 February + 14 days inclusive. Will co-ordinate with Te Whanau Ipurangi/New Zealand Maori Internet Society for limited advertising.

02/17 MOVED : (Vice President/Carter) "THAT the report on 2 ^nd Level Domains be accepted."

CARRIED UNANIMOUSLY

• The Executive Director noted that the straw poll voting starts at 2359 on 22 February and ends at 2359 on 8 March 2002. It was asked that the start and finish times always remain at 2359 for different votes for the sake of consistency and to allow the process to be automated.
• The Executive Director noted that in his Report the President suggests that Steven Heath take over 2 ^nd Level Domains matters again as in fact he need not have stopped doing it when he resigned as it did not require a Councilor to be appointed.

02/18 MOVED : (Vice President/Secretary) "THAT Steven Heath be reappointed co-ordinator for 2 ^nd Level Domains."

CARRIED UNANIMOUSLY

• Evotes on scrutineers to come.
• The Vice President thanked the Executive Director for dealing with 2 ^nd Level Domains matters.

10. LEGAL AND REGULATORY AFFAIRS COMMITTEE - Rick Shera

The Chair of the L&R Committee spoke to his Report as circulated. The Society needs a mechanism for becoming aware of all the detail of requirements coming out of Parliament that the Society wants to comment on

02/19 MOVED : (Vice President/Zanetti) "THAT the Executive Director be charged with working with Legal & Regulatory Affairs Committee to develop an early warning system to catch legislative or quasi-regulatory developments likely to have an impact on members and/or the use and development of the Internet in New Zealand."

CARRIED UNANIMOUSLY

11. SOCIAL IMPACT COMMITTEE - Howard Frederick

• The published Report details the Net Safety Conference, which the Society is supporting. The Executive Director is now speaking in the opening Keynote slot.
• Microsoft intended to pull out of the conference because of lack of staff in NZ but are now bringing someone in.
• This is a symposium "Think Tank" with representatives of major opinion makers from around New Zealand.
• At the next meeting Councilor Frederick asks for some time to be set aside to discuss the outcomes of the conference.

02/20 MOVED : (Vice President/) "THAT the report of the Social Impact Committee be accepted

CARRIED UNANIMOUSLY

14. INTERNET2 (NZ) STEERING GROUP - Neil James

The published Report was presented by the Executive Director on behalf of the Convenor. There are an ongoing series of issues. There is no request for funding.

02/21 MOVED : (Vice President) "THAT the report of the Internet2(NZ) Steering Group be accepted

CARRIED UNANIMOUSLY

• The Steering Group are intending to rename because of Trade Mark issues with the current name. The Executive Director to get a firm proposal from the group for its intentions for the Council to consider.

16. EXECUTIVE DIRECTOR'S REPORT

The Executive Director presented her circulated report . She highlighted:

i. Internet Industry Forum

• The final budget of the Internet Industry Forum shows that it is above budget as flagged. This is largely due to this being budgeted as a one day event and being run as a two day event. There has been no follow-up as yet, issues of setting up a Task Force will be addressed in the Strategic Planning round. All Papers presented at the Forum are on the website.
• The Treasurer commented that as the Admin Committee had approved the budget over-run no transfer from the Rebranding budget was required.

ii. November Financials

• November financials were circulated in December.

iii. Rebranding

The Executive Director had pared the Rebranding budget where possible and it will come in finally well under budget. Drafts of the website are ready. Fruitful Communications have put in much more work and assistance with the project than is reflected in the amount paid to them.

iv. Institute for International Research (IIR)

IIR have asked the Executive Director to chair a conference on Intranets. The Society has also been invited to sponsor for this and two future conferences (e-Law and e-Government issues). Sponsorship is not by cash but by way of endorsement via our logo. In return the Society gains publicity and two free entries. RECOMMENDATION: that these places be "raffled" among members - cost of attending otherwise is over $1600.

02/22 MOVED : (Vice President/Treasurer) "THAT Council advise members that the tickets exist, inviting them to send email expressions of interest, and that a draw be held to choose the winners of the free tickets.

CARRIED UNANIMOUSLY

02/23 MOVED : (Vice President/) "THAT the Executive Director's Report be accepted"

CARRIED UNANIMOUSLY

5.25pm Cr Whittle leaves the meeting

15. FINANCES

Treasurer spoke to his report and explained how the reports are prepared. In future there will be a Cash-flow Report, both short and long term. ( December Financials )

02/24 MOVED : (Treasurer/Vice President) "THAT Treasurer's report be accepted."

CARRIED

FOR: Vice President, Secretary, Treasurer Ah Kit, Archibald, Carter, Frederick, Northover, Parkin, Riley, Streatfield, Teernstra, Zanetti,

AGAINST:

ABSTENTION: Bourne,

14. PRESIDENT'S REPORT

In the absence of the President the Vice President presented the Report .

02/25 MOVED : (Vice President/) "THAT the President's Report be accepted."

CARRIED UNANIMOUSLY

18. GENERAL BUSINESS

The Executive Director wished to discuss a communication received by the Staff.

5.30pm PoR Recording stops

The meeting closed at 5.35 pm.

The next meeting of Council will be at the InternetNZ Office Boardroom in Wellington on Friday 1 March 2002.

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

© 2001 InternetNZ
Last updated 15 February 2002