Council Minutes - 29 October 2004

Minutes of a General Meeting of the Council of InternetNZ held at InternetNZ on Friday 29 October 2004 at 1pm

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

Status: Final, as adopted by Council at its meeting on 18 December 2004.

WELCOME FROM CHAIR

The President opened the meeting at 1.11pm.

ATTENDANCE

Present

• Keith Davidson (President), David Farrar (Vice-President), Chris Streatfield (Treasurer), Michael Wallmannsberger (Secretary), Simon Riley, Michael Sutton, Jonathan Ah Kit, David Harris, Grant Forsyth, Sean Weekes, Rodney Prescott, Nick Wallingford, Jennifer Northover, Simon Riley and Peter Macaulay (Executive Director).

In Attendance

• Frank March, Jordan Carter (.nz Oversight Committee Report)
• Carol Stigley, (Chair NZRS), Nick Griffin
• Judy Speight and Chris Matthews (E-Regions)
• Peter Dengate-Thrush (International Committee Report)
• Lee Sycamore (observer)
• Gale Blikshavn, Minute Taker

APOLOGIES

• Brendan Murray

MOVED (President/Secretary) "THAT apologies be accepted."

Carried U

DECLARATIONS OF COUNCILLOR INTERESTS

• The President noted conflict with EAP section and would recluse himself.

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1.MINUTES OF THE MEETING 20 AUGUST 2004

MOVED (Treasurer/Sutton): "THAT the minutes of the council meeting held on 20 August be accepted as a true and correct record.

CARRIED U

Cr Sutton noted that wording should be "the" Register of Interests not "his"

The Treasurer also noted wire spiral binding would be preferred for papers.

Matters Arising from the Minutes

None

Ratification of E-Votes

Secretary noted in the matters of EVOTE 2004-10-11/1, 2 and 3 he haves received votes in favour of all motions from: Ah Kit, Davidson, Farrar, Harris, Northover, Streatfield, Sutton, Wallingford, Wallmannsberger, Weekes. The motions were noted as having been carried.

Since half plus one of the eligible votes have been cast in favour of the motions, he declared the motions CARRIED.

EVOTE 2004-10-11/1
"That the Legal & Regulatory Committee constitutes:

• David Farrar (Chair)
• Grant Forsyth (Deputy Chair)
• David Harris
• Rick Shera
• Sean Weekes
• Chris Streatfield
• Peter Dengate-Thrush
• and noting Liz Butterfield from the Internet Safety Group has agreed to act as an advisor to the Committee"

EVOTE 2004-10-11/2

That: the Governance and Constitutional Committee Composition be:

• Jordan Carter
• David Farrar
• Dave Moskovitz
• Michael Wallmannsberger (Deputy Chair)
• Chris Streatfield (Chair)
• In addition, on the G&C Mailing list, Rick Shera President, ex-officio Executive Director, ex-officio

EVOTE 2004-10-11/3

That: the Governance and Constitutional Committee Terms of Reference: as of 04/09/2004 be approved

1. Responsibilities:

• To reflect on the nature of the governance process and the governance/ management split in InternetNZ and to suggest reforms where appropriate.
• To examine and monitor the operation and implementation of the Constitution of InternetNZ.
• To propose reforms to the Constitution as issues arise.
  To accept from Council and Members specific topics to be examined as requested.
• To give Council guidance in case of disputes concerning interpretation of aspects of the Constitution.
• To reflect on, and monitor, the developing relationships between Council, NZOC, and InternetNZ subsidiary companies.

2. Powers:

• Report to Council on governance issues including any suggested changes
• Report to Council and Members on Constitutional matters.
• Determine and spend up to that level an annual budget as agreed by Council.

3. Meetings.

• Meetings shall be scheduled in advance for the forthcoming year and the schedule published. The Committee will meet at least three times F2F during the year. In addition, the Committee may also meet by teleconference or other electronic forms.

4. Budget

• The Committee can expend its authorised budget but all such expenditures must be notified and justified to the Office of the Society. No expenditures in excess of the authorised budget will be permitted without the prior authorisation of the Executive Committee.

5.Committee Reports.

• Committee Reports will be structured and include the agenda discussed, Committee Members in attendance, time and place of the meeting. When items discussed at the meeting give rise to recommendations to Council, the recommendations will be included at the end of the report and highlighted for easy reference.

Action: Office Email lists for the committees to be updated.

MOVED (Secretary/Vice President): "THAT the motions be ratified.

Carried U

Carol Stigley joined the meeting 13.15.

2. NZOC Report

Frank March and Jordan Carter joined the meeting. Frank spoke to the reports. A meeting had been held 18 October and Frank March noted he wished to bring forward a recommendation on the 2TLD Draft Policy

MOVED (Cr Northover/Cr Streatfield): " THAT NZOC Reports for August and September be received " .

CARRIED U

2TLD Draft Policy

Frank spoke to the draft policy. Part A makes the process of obtaining 2 nd level domains easier than it has been in the past. Part B that deals with what level of fees to set, is incomplete at this stage. However, it is an operational issue and does not require policy change. Therefore endorsement was sought for Part A only.

In response to questions it was noted that having the policy up and available while the levels were still be set, enabled registrants to start to progress their applications. Cr Harris queried Section 6.1 ? in what circumstances would an external moderator be appointed? It was noted an external moderator would be appointed on a case-by-case basis where there is a defined area of interest, as the process differs between moderated and unmoderated domains.

Cr Farrar noted a recent issue with a moderated domain, and questioned whether the policy needed to be more specific e.g. in holding moderators to account. It was noted that moderators are not defined in the Roles and Responsibilities policy and this is being addressed.

There was some discussion on moderators and policy framework. Cr Northover noted NZOC had spent several meetings in discussion over the issues involved.

Nick Griffin joined the meeting 13.26

MOVED (Northover/Weekes): " THAT the 2nd Level Domains policy be accepted.

Carried U

It was also noted that DNC brochures had been published and would be circulated and that there had been three submissions for the WHOIS Review. Also a draft paper on the dispute resolution process had been written and would be going to public consultation in the next month.

Simon Riley joined the meeting 13.53.

The President thanked NZOC representatives for their attendance and Jordan Carter and Frank March left the meeting.

3. NZRS 2nd Quarterly Report

Carol Stigley spoke to her report, noting new domain name registration is still very strong so NZRS is well above budget; other costs had dropped due in part to rise in the exchange rate. Negotiations with Catalyst were ongoing and looking to be completed by the end of next month. Business continuity detail was taking the extra time.

Carol thanked members of Council who had attended NZRS business planning day.

MOVED (Cr Streatfield/Cr Prescott): " THAT NZRS 2 nd quarterly report be received " .

CARRIED U

Lee Sycamore joined the meeting as an observer.

4. President's Report

MOVED (President/Cr Prescott): " THAT the President's Report be received.

CARRIED U

5. Vice-President's Report

Cr Farrar spoke to his report. The Antispam taskforce had held an adhoc meeting last night, and discussion paper was in process for .nz and would be circulated soon. It was noted Internet Law Seminar was offering a 10% discount for members and two free tickets had been issued to Peter Dengate-Thrush and the Vice-president. Cr Harris noted he had been invited as a guest speaker, and also had two free tickets; one which was to be held for the DNC.

MOVED (Cr Farrar/Cr Harris) " THAT Vice President's report be received. "

CARRIED U

6. Treasurer's Report

The Treasurer spoke to his reports, noting that there were discrepancies between the accounts and membership receipts due to change to current invoicing practice. This had been resolved with the accountant, and membership fees would now only be brought to account when the fee is received, and would be noted in future reports. Cr Northover noted that a column by column comparison for spend to date/budget to date would be useful and noted a further discrepancy between some reports. The Treasurer and Cr Northover to discuss correlation issue during break.

The Treasurer noted there will be a change to international financial standard reporting from 2007, and noted an IOD course coming up in the near future, A request had been tabled with the Exec to permit him to attend the course as InternetNZ accounting needed to work in tandem with NZRS and we are obliged to report in same manner.

After the break, the Treasurer noted the correlation issue had been resolved.

MOVED (Treasurer/Wallingford): " THAT Treasurer's Report for August and September 2004 be accepted. "

CARRIED U

Discussion was held on buying US dollars for investment, and possible creation of US$ policy with a variety of views being put forward.

MOVED (Riley/Northover) " THAT InternetNZ open and operate an overseas account of $NZ200,000 " .

MOVED: (Forsyth/Harris) "THAT motion be tabled until professional advice was sought. Further discussion was held. Motion was tabled and Exec Committee to seek professional advice and report back.

CARRIED

Abstained Wallmannsberger

7. ICOP Report

Cr Streatfield spoke to the ICOP report.

MOVED: (Streatfield/Northover) "THAT this report be received and that up to $24,000 be approved for the engagement of an ICOP researcher".

CARRIED U

Cr Riley asked for comment on Telecom involvement. The meeting went into committee.

E-REGIONs

• Judy Speight and Chris Matthews joined the meeting and gave a presentation on E-Regions and Ms Speight noted the importance of maximizing presence at the TUANZ broadband conference and of holding an Interop Meeting at the event. Chris Matthews noted that regional organisations wished to work with InternetNZ and E-Regions is facilitation group to bring together regions, agencies and community groups.

8. Executive Director's Report

Peter Macaulay spoke to his report and tabled the draft NZ portal proposal, Interop report and ICTUS business plan. He noted a new backup server had implemented and automatic backups were now in place off site. He also spoke re the proposal to join ICTNZ.

MOVED (Streatfield/Wallmannsberger) " THAT the President and one other councilor have the right to sign the document under seal to join ICT NZ Inc. "

CARRIED U

Cr Forsyth queried ICTUS CEO position - noted this is one day a week allocation. The Executive Director also noted ICTUS and ICTNZ were entirely separate organizations that from his suggestion had now converged for unified submissions. Noted ICTNZ had not included Tuanz in list of joining organizations but they were welcome to apply. It was reiterated that ICTUS is owned by InternetNZ, and is our initiative whilst ICTNZ is a NZT&E initiative.

Cr Riley noted it was beneficial to build in safeguards so we can remove ourselves from these organizations should we so choose. Cr Forsyth noted that the Council have had no written report on joining this organization, only a verbal report and also noted these two organizations are going to perhaps merge, therefore useful to have proposal put in writing to Council to formalize it. Cr Northover concurred. Constitution of ICTNZ to be circulated on the Council list. Cr Streatfield noted a requirement to also provide the proposed operational platform of new organization. Action: Executive Director.

Cr Forsyth noted a query on the peering investigation by Covac. In reply Cr Farrar noted John Small of Covac had indicated that may not be worthwhile completing formal investigation, however 8-10 page neutral interim report would be forthcoming shortly.

Cr Forsyth's offer to provide a person from TelstraClear to discuss specifically why TelstraClear have made the decisions they have in relation to peering was accepted. A presentation to take place at December 18 council meeting or on the evening of 17 th prior to the Xmas party. Action Cr Forsyth.

Cr Forsyth also noted InternetNZ being recently awarded APTLD secretariat, as asked whether the Executive Director is going to provide a paper from the operational point of view. Peter Macaulay replied that there would be no actual increase of staff, will be carried by the new research position and other parts of the organization and operational issues will be discussed with DNC/NZRS at the upcoming APTLD meeting in Perth.

MOVED (President/Treasurer): " THAT the Executive Director's reports be received.

EAP

Meeting went to committee, Lee Sycamore, Gale Blikshavn, Peter Macaulay and Keith Davidson left the meeting.

Meeting came out of committee

Simon Riley left the meeting

Committees and Workgroup Reports

9. Executive Committee Report

MOVED (Secretary/Treasurer): " THAT Council accept the Executive Committee report .

CARRIED U

10. Governance & Constitutional

The Treasurer spoke to his report and fielded questions noting any decision about a project that will attract honoraria will be a decision of full Council and not delegated

MOVED (Treasurer/Northover): " THAT Council accept this report .

MOVED (Treasurer/Northover): " THAT Council agree to the amended framework concerning projects having a financial benefit, as honorarium, where elected persons of InternetNZ are the beneficiaries

Cr Streatfield noted the performance evaluations had been received, and report will be tabled at next Council meeting.

10a. Audit

Cr Streatfield spoke briefly to his report.

MOVED (Treasurer/Weekes):

• THAT the Audit report be received
• THAT the Composition of the Committee at this time be confirmed as: Treasurer (Chair); Cr Sutton; Cr Wallingford.
• THAT the Audit Terms of Reference be confirmed for the coming year.

11. Legal & Regulatory Committee

The Internet Caucus Proposal had been tabled and there were no queries.

MOVED (Farrar/Forsyth): " THAT the Legal and Regulatory Committee report be accepted, and Council endorse the Internet Caucus proposal and empower Legal and Regulatory committee to proceed " .

CARRIED U

12. Technical Committee

It was noted the report in papers was out of date.

Cr Streatfield, noted this report as in other committee reports to include composition of committee members.

There were some queries on the report. Regarding video conference software it was noted that a transport layer component within it does require a license from BT. The application for use of this software has been signed by the President and the matter is in hand.

Cr Weekes noted the sustainability of technical library books, in reply Cr Harris noted the majority of books would be sufficiently specialised and only envisaged them being borrowed 3-4 times a year.

MOVED (Harris/Sutton) " THAT the Technical Committee report be received. " CARRIED U

MOVED (Harris/Sutton) " THAT Council ratifies the committee membership and terms of reference." CARRIED U

MOVED (Harris/Prescott) " THAT Council accepts the Technical Committee Work Plan for 2004/05 year. "

CARRIED
Abstained Cr Northover

ENUM Task Force

Noted the taskforce had met earlier in the day. The proposed membership was Michael Sutton (Chair), Grant Forsyth, Rodney Prescott, and Chris Streatfield. Ex Officio members would be: Chair of Technical Committee, Chair of L&Reg, President, Executive Director and the Domain Name Commissioner.

Proposed Terms of Reference were:

• Develop a proposal for the introduction of ENUM and UCI (Universal
  Communications Identifier) for New Zealand.
• Establish a Steering Group with representation for TCF, NAD, NZ Government and other identified relevant and interested parties.
• Through the ENUM Taskforce and Steering Group, establish Working Groups with specific functions of developing a working model for ENUM in New Zealand.
• Expend budget as allocated
• Report to Council
• Establish InternetNZ at the Registry for 4.6.e.164.arpa.

MOVED: (Cr Sutton/Cr Forsyth) " THAT: membership and terms of reference of ENUM Task Force be approved. "

CARRIED U

The President and Vice President thanked Cr Sutton for extensive work he had undertaken to date.

13. INTERNATIONAL

Peter Dengate-Thrush joined the meeting. Congratulated the Executive Director and his team for the successful APTLD secretariat bid. The Executive Director noted that Nick Griffin, Debbie Monahan, Keith Davidson and himself would be attending APTLD next week.

MOVED (Northover/Streatfield) " THAT IAC report be accepted " .

CARRIED U

Cr Harris noted his report from Bussan had not been circulated to International Committee, as he had been unaware that this was required. The President noted for future reference that all international attendance reports were to be circulated to International Affairs. Also noted the website should indicate international links.

Cr Forsyth noted to the meeting that a Register of Interest for holding an Apricot meeting had been submitted. The full proposal will go to international committee and that this event will also qualify for government funding therefore in preparing the bid event management professionals will be engaged and paid for by the government.

ICANN Site Visit

Meeting went into Committee.

On coming out of committee a vote of thanks to the President was recorded.

MOVED: (President/Prescott) " THAT the ICANN report be accepted and remain in confidence " .

PACINet

• The President spoke to his report.

MOVED : (President/Streatfield) " THAT this report be received " .

MOVED : (President/Streatfield) " THAT InternetNZ through PIP, supports PACINet 2005 at least to the same extent as 2004 support, by both providing quality speakers and sponsoring support of identified useful attendees.

MOVED : (President/Streatfield) " THAT InternetNZ continues to work with Netsafe and PIP to promote Internet safety throughout the region.

MOVED : (President/Streatfield) " THAT InternetNZ investigates entering a further PIP agreement with UN operations in Fiji.

MOVED : (President/Streatfield) " THAT InternetNZ investigates with the UN PIP partners the possibility of funding attendance by Pacific Island ICT people to such events as APRICOT and NZNOG conferences.

Noted that the International Committee membership will be formalised at an IAC meeting to be held in the near future.

President noted potential attendees at Apricot 2005 had been raised at Executive Committee level. Cr Farrar noted an e-vote decision would be useful. Peter Dengate-Thrush noted that as Kyoto/Japan is so expensive that if budgetary issues are a concern it would be better to not send extra attendees to Kyoto and invest attendance at other international meetings.

14. Project Application Round 1

History of Internet

Cr Farrar spoke to his proposal. There was a query of whether this history will also be in an electronic format would it be public domain? In reply Cr Farrar noted affirmative to both questions.

MOVED: (Farrar/Wallingford) " THAT Council approve up to $25,000 of the 2004/05 projects budget be set aside for publishing a history of the Internet in NZ " .

CARRIED U

MOVED: (Farrar/Wallingford) " THAT Council authorise the Executive Committee to sponsor the history project, and for the Executive Committee to call for proposals from interested parties " .

CARRIED U

Cr Streatfield noted that as some proposals continue over the financial year, there was a need to collectively say, that money not spent in year can flow over into the following year as it is INZ normal practice that no budget sums are carried across from one year to the next.

TECHNICAL COMMITTEE PROPOSAL

Discussion was held around a library proposal. Noted by Cr Streatfield that a proper record of purchase of books is kept, and agreed at the end of each quarter expenditure on purchases be reported.

Cr Forsyth noted concern technical libraries just become dinosaurs and would it not be more productive to make submissions to public/university libraries? Cr Farrar noted that public libraries may not be interested in purchasing them and that the lead-time is substantial. Noted this is a library for members only.

Cr Sutton noted he would be getting Safari library account and suggested investigating the resource for Councillors.

Cr Forsyth also raised a query regarding the NZCS scholarship noting concern using another agency - why not do it ourselves instead of funding another organisation to have exposure to an sector that InternetNZ should be involved in. Cr Wallingford noted InternetNZ future scholarships are desirable; however in the initial phases using NZCS provides a framework that InternetNZ does not currently have in place.

MOVED: (Farrar/Harris) " THAT $10k be allocated for NZCS Scholarship Modules for next financial year. "

CARRIED
Against
Cr Forsyth

MOVED: (Harris/Farrar) " THAT $20k be provided for an Internet Innovation fund for supporting Internet community in pilot type projects. Be approved in principal and a business case be developed for the December Council meeting.

MOVED: (Harris/Farrar) " THAT $5k be moved from Strategy 6 to Strategy 8 for a Technical Committee Travel fund.

CARRIED
Against
Cr Northover

MOVED: (Harris/Farrar) " THAT $3k be provided from the unallocated project fund for Technical Committee to progress a Technical library this financial year.

The President noted Cr Riley had 3 proposals however as he had to leave meeting early, they will be circulated on the Council list. Cr Farrar noted there was space available at further meetings to discuss future project fund allocations.

Cr Northover queried whether business cases for these would be forthcoming.

GENERAL BUSINESS

Cr Harris noted his paper had been deferred.

Interop

Upon query from Cr Forsyth, the Executive Director spoke to the report earlier tabled and asked Cr Sutton to update the meeting on the Lab at Canterbury University. Cr Forsyth queried whether the proposal was from Ray Hunt. In reply the Executive Director noted he was working with Ray Hunt on the proposal/business case. Cr Forsyth also raised concern that 3 full time people were required for the laboratory, discussion was held, and Cr Prescott noted a lot of complex equipment is involved. The Executive Director noted he would provide proposal/business case for the Lab to Council via the Executive Committee within three weeks. Action: Executive Director

The Executive Director reported that Judy Speight and Hilary Carlile were required for the project.

MOVED: (President/Cr Prescott) " THAT the Interop report be accepted. "

Carried
Abstention
Cr Forsyth

Noted by the Treasurer that Councillors and in particular Committee Chairs begin to consider the 2005/06 budget to be added to the action plan for next Council meeting.

Next meeting to be held on Saturday 18 December 2004. It was noted for Councillors that the Xmas party would be held on the 17th.

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

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