Council Minutes - 18 December 2004

Minutes of a General Meeting of the Council of InternetNZ held at POD on Saturday 18 December 2004 at 9.30am

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

Status: Final, as adopted by Council at its meeting on 4 March 2005.

WELCOME FROM CHAIR

The President opened the meeting at 9.40am.

ATTENDANCE

Present

• Keith Davidson (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, and Peter Macaulay (Executive Director).

In Attendance

• Frank March, Colin Jackson, Debbie Monahan (.nz Oversight Committee Report)
• Carol Stigley, Nick Griffin (Chair NZRS)
• Chris Lipscombe (Communications Review)
• Peter Dengate-Thrush (International Committee Report)
• Jordan Carter (APTLD) and Stuart Meiklejohn (observer)
• Gale Blikshavn, Minute Taker

APOLOGIES

• David Farrar - the President noted this was the first time in 4 years that Cr Farrar had missed a Council meeting.

MOVED (Secretary/Treasurer) "THAT apologies be accepted." Carried U

COUNCIL NON-ATTENDEES

DECLARATIONS OF COUNCILLOR INTERESTS

• Cr Harris noted he held a legacy Class C IP address which may be subject to action by APNIC.

MINUTES OF THE MEETING 29 OCTOBER 2004

MOVED (Treasurer/Cr Sutton): "THAT the minutes of the Council meeting held on 29 October be accepted as a true and correct record.

CARRIED U

Matters Arising from the Minutes
None

Ratification of E-Votes
None

NZOC Report

Frank March noted it had been mostly business as usual with no major points from October report. He noted the recent meeting held 15 December, which gave final approval of the process section, Part B, of the Second Level Domains policy. NZOC had approved the final policy and procedure document and this will come into effect on 1 March 2005.

Public submissions will be sought when an application is received.

At the end of the submission period, NZOC will consider the submissions against the criteria set for the creation of a new 2LD. NZOC will make a preliminary decision on whether the 2LD should be created. For unmoderated domains they will also decide on a proposed threshold for the provisional registrations to meet before the 2LD is confirmed.

The InternetNZ Council will be asked to consider the NZOC recommendations at its next meeting and make a final decision as to whether the application will be accepted.

Provisional registrations follow a positive decision for unmoderated domains. These registrations will be undertaken by registrars.

Application fees have been set at $1,000 for unmoderated 2LDs (with $500 refunded if successful) and $3,000 for moderated 2LDs.

Cr Wallingford queried on parameters setting levels and it was noted this would be decided by the community of interest.

Debbie Monahan noted that the Whois policy had been open for comment however no comments had been received so far. The dispute resolution policy going up today and consultation was open until end of February. It was also noted that the Communications pamphlets are being printed and should be available after Christmas.

In answer to Cr Sutton's query on fees, DNC noted that with moderated domains there was no real reason to apply an annual fee.

Zone transfer reports had been requested and will be explicitly reported on next time, however Frank noted there had been no zone transfers.

Domain Name Setting Process - Frank tabled letter to Council on the domain name setting process. Meeting went into committee.

Upon coming out of committee congratulations were extended to Frank March upon his appointment to the secretariat of WGIG.
Frank noted he hadn't been appointed until the form filling had been completed.

Grant Forsyth joined the meeting 10.00

NZRS Report

Carol noted there was no written report as the NZRS quarterly report is not due, however she had four points for Council to consider.

The meeting went into committee for first point.

On point two, Carol noted have NZRS have completed their business continuity exercise and disaster recovery planning, noting there are now DNS secondaries in operation off shore. Cr Riley queried whether there would be any increase in operational costs. In reply Carol noted there would be a small increase as it is envisaged that NZRS will run business continuity exercises bi-annually.

Point three concerned an informal meeting with the Treasurer, auditors and accountants for NZRS and InternetNZ as to when the International Accounting Standards would be adopted and this has tentatively been set for 31 March 2006. Noting then that account comparison files will commence for the 2005 financial year and go live 1 April 2006. A working group will be formed to undertake requirements including rewriting the chart of accounts and treatment of income.

Meeting again went into committee for the last point.

Keith thanked for representatives from .nzOC and NZRS for attending inviting them to stay if they so wished.

Debbie Monahan, Nick Griffin, Carol Stigley, Frank March and Colin Jackson left the meeting.

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President's Report

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

CARRIED U

TUANZ Conference

MOVED (President/Treasurer):"THAT the President's report on attending this conference be accepted and remain confidential to Council.

CARRIED U

Action: Secretariat obtain copies of TUANZ conference material.

Treasurer's Report

The Treasurer spoke to his reports and fielded queries. Cr Northover thanked the Treasurer for his efforts and queried whether International could be shown as a separate figure to DNC figures which was agreed. Cr Riley thanked the Treasurer for the new format of the accounts.

MOVED (Treasurer/Cr Riley): "THAT Treasurer's Report for October 2004 be accepted."

CARRIED U

MOVED (Cr Harris/Cr Prescott): "THAT the balance ICANN fund account be transferred to general council funds .

CARRIED U

Executive Director's Report

Peter Macaulay introduced the new staff present, and tabled Kath Moran's first paper. He noted the Cook report had been included as an introduction as we have now subscribed to it. It will be provided online.

Cr Riley requested feedback from the Auckland members' event. Cr Wallmannsberger noted although only six members had attended positive feedback had been received and it was envisaged to hold 3 or so members meetings per year. Cr Weekes suggested feedback be requested from attendees and put up on the website for reference.

Cr Forsyth endorsed holding regular members meetings/roadshows and suggested the plan includes holding one of these meetings in each centre and work with regional development agencies who would be keen to be involved along with local businesses and educational institutions.

Cr Riley raised a query on peering. The Executive Director noted a recent meeting with John Small at Covec and noted we were looking to work with Covec to finalise a NZ economic position on peering to be ready prior to Bill Norton arriving.

Cr Riley noted a forum discussion on peering would be useful, that our role should be neutral to facilitate informed industry discussion and indicated support if more resource was required. It was noted that no useful progress could be made even with resource prior to Christmas.

Cr Forsyth queried when Council will be receiving Covec report, it was noted once decision on content had been made report would be worked into January 2005.

InterOp - Peter Macaulay noted apologies for including the draft SIF application as a project meeting had been held yesterday and handed over to Cr Riley to update Council on that meeting. Cr Riley noted a large fund from GIF was available for ICT enablement and noted that the meeting was held to pull apart the draft included in the papers for the different proposals and a further meeting will be held on Tuesday. It was noted a progress report will be forthcoming from meeting with John Houlker. Cr Forsyth raised several queries including when would seed funding be reimbursed and it was noted that funding applications would be going to both NZT&E and GIF.

There was some discussion on make up of proposals/applications and Peter Macaulay noted the process for obtaining funding was complex.

Action: PM to provide redrafted proposals to Council after meeting with John Houlker .

ICTUS
It was noted ICTUS website had been launched and that InternetNZ would be working with ICTUS on a web based survey for the Telecommunications Act Review submission.

Cr Forsyth requested an indication of what if any input they would require from him, he was more than willing to be part of society's response, or is the view to keep separate and raised similar query from Telecom's Bruce Parkes. The President noted the Society's position is that we needed everyone's submissions to be robust in the responses InternetNZ presents.

Cr Riley thanked Cr Forsyth for raising the issue of alignment versus involvement which needed to be addressed equally.

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

CARRIED U

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Communications Review

Chris Lipscombe of Ground Zero presented a power point presentation on the first stage of the communications review.

The meeting broke for lunch.

Strategic plan

The Treasurer asked for input to planning from Chairs of Committees. Special Project Fund was discussed and funds left unspent will roll over.

Chris Streatfield left the meeting.

Technical Committee

Cr Murray spoke to his report, noting the meeting held yesterday and that the next meeting will be held at NZNOG and the various proposals that will be presented there including the innovation fund. Cr Harris noted a report on Certification Authority would be circulated next week.

MOVED (Cr Murray/ Cr Prescott) "THAT the Technical Committee report be received."

Carried U

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ENUM

Cr Sutton noted thanks to Cr Forsyth on his assistance in collating the reports and proposals. He then spoke to his reports and ENUM Steering Group Proposal.

Crs Sutton and Forsyth responded to several queries on the draft proposal noting research requirements and that these could be undertaken internally or externally depending on work load of secretariat staff. If all points were approved by Council then approaches to other agencies would also be progressed.

Peter Dengate-Thrush joined the meeting.

Moved (Cr Sutton/Cr Forsyth) "THAT the report be received and that Council support the establishment of the proposed NZESG (ENUM Steering Group), and in particular:

1. the specifics as detailed in the proposal.
2. the development of a draft budget to accompany the proposal
3. allocation of seed funding to support the first year's operation of the Steering Group

Additionally the following initiatives were put forward for the Council's agreement:

1. development of an independent web presence www.enum.org.nz with background info and links to appropriate international efforts
2. writing of a discussion paper with a working title "The development of governance and management arrangements necessary to secure the delegation of the New Zealand 4.6.e164.arpa from the ITU" (it is expected that this work should be undertaken by either Stuart or Jordan and use as a starting point the paper )
3. Support for the Project proposal by Catalyst to study end user security and privacy through the use of Personal User Agents and Universal Communications Identities.

noting the proposal that InternetNZ provide seed funding of $30k which will come from next year's budget.

CARRIED U

IPv6 Gateway

Cr Sutton spoke to his report and noted initiative had been successful and that Citylink had decided to keep up the link themselves. It was now was a question of giving it more extension and promotion. Peering/access issues with Telecom customer base were noted.

MOVED: ( Cr Sutton/Cr Riley) that the IPv6 report be accepted

CARRIED U

Multicast

Cr Sutton spoke to his report noting Funnel Web running with BT software is up and working and the project is seeking a Java expert and also seeking a server installed outside the firewall early January.

MOVED: (Cr Sutton/Cr Prescott) that the Multicast report be adopted.

CARRIED U

International Affairs Committee

Peter Dengate-Thrush opened his report by requesting if anyone had a current international travel policy would they please forward a copy to him for research purposes.

International Committee called for representatives from NZOC and Legal & Regulatory Committee so the IAC can be ratified.

Peter then spoke to his reports, noting smooth transition from TWNIC APTLD Secretariat to InternetNZ, and congratulations to Jordan on his INZ staff appointment. Noted also that Jordan is collating who's going to what sessions at APRICOT, and that representation particularly by technical committee cover as many events as possible.

He also noted a potential sponsorship for Wolfgang Kleinwaechter (Professional of International Communication Policy at the University of Aarhus in Denmark) to attend a public workshop or panel discussion noting timeframe is before July 2005.

After some discussion, Cr Riley requested IAC come back with short list of potentials for the most appropriate person for a New Zealand speaking tour,

Action: Peter Dengate-Thrush to provide report to Council for e-vote prior to end of January 2005 .

MOVED (Cr Forsyth/Cr Wallingford) "THAT IAC be authorised to spend an amount to bring someone and stage an event or events around the subject of WGIS/WSIS prior to July next year .

CARRIED U

IAC had recommended Steering Group be formed. The President noted the Executive Committee had also indicated that a project team be appointed through IAC. It was noted there will be substantial liaison required with tourism and other agencies to ensure not only the conference but extra curricular activities are well co-ordinated.

MOVED (Cr Wallingford/Cr Harris) "THAT the ICANN Meeting Project Group be formed. Members will be Keith Davidson, David Farrar, Grant Forsyth, Peter Dengate-Thrush, Jennifer Northover and the Executive Director; and that the group will report directly to Council.

CARRIED
Abstained
Jennifer Northover

The President noted he had been appointed GAC ccNSO Interim Co Chair. It was also noted that 60 governance reps attended the last GAC meeting at ICANN.

Peter Dengate-Thrush then updated the meeting on recent ICANN/WSIS/WGIG issues.

Apricot 2007

It was noted the hosting bid has gone in. The decision expected 16 February at end of Apricot 2005 and prior to that a site visit will take place.

Action: Executive Director and Cr Forsyth to liaise on recent questions that had been asked .

PIP

Cr Riley noted no activity of note since last report, there was an intention to gear up to a three year program and expanding activity over the next two or three years. He noted UNDP is now in as a line item. Peter Dengate-Thrush requested Pacific Island cctld managers be approached and requested to attend APRICOT, with some financial assistance from APTLD being available.

Action: PDT/KD/SR to discuss Pacific issues.

MOVED (Cr Northover/Cr Weekes) "THAT the International Committee reports be accepted."

CARRIED U

Project Application Round

Membership and Hotel deposits proposals were deferred by the President due to communications review and appointment of ICANN Working Group above.

PUA Feasibility Study

Cr Sutton spoke to his proposal. Cr Weekes queried whether we wanted to widen the scope. It was noted this would have a budget implications. Cr Riley noted some issues with timing and context, Cr Sutton noted that if the NAD do not come on board we are still committed to going forward with an ENUM process. The President noted that the issue had been the cause of grief in at least two international trials therefore this study will give us a clear idea of the issues so that the moment we start going out with ENUM we can warn users of the risks and mitigation.

Cr Forsyth noted a context issue in reply it was noted InternetNZ has interest in progressing ENUM - this study is part of that commitment, that there were significant pieces of work that needed to be undertaken and this was part of that.

MOVED (Cr Northover/Cr Weekes) "THAT the PUA report be received, carried SR abstained."

Resolution to establish fund was moved by Cr Sutton however Cr Riley suggested using the ENUM budget and motion would only be required when study used up available funds, the meeting noted agreement and therefore resolution not required.

General Business

Cr Riley noted this meeting had been held at POD on his request and asked for indication for future meetings. Cr Northover noted better access to internet was required. Cr Wallingford noted disappointment in having to have meet externally. Moved by consensus to continue having Council meetings at POD.

Cr Northover requested that InternetNZ provide a funding policy for itself. The President requested Cr Northover to provide discussion paper at next meeting.

Action: Cr Northover .

Cr Weekes noted support of .asia and resulting challenge from a member and had Council had any issues in agreeing. The President noted that Council had entered no objection however this had been seen as support. Cr Weekes inquired did we wish to do anything about it? There was some discussion and noted that reciprocal "no objection" to any forthcoming pacific cctld may be useful.

Cr Sutton spoke to his paper on list management.

Peter Macaulay left the meeting.

MOVED: (Cr Sutton/Cr Forsyth) adopt policy principles as follows:

• It shall be presumed that all Lists established for InternetNZ administration, business and Committee Affairs must be configured to permit subscribed members of those Lists to view, using their user access identity and password, the make-up of current list membership at any time.
• Public Lists, which are established for consultation, shall be presumed not to permit subscribed members to view the membership list, unless otherwise decided in which case all List members shall be notified that the List discloses this information. It is noted that some lists such as Membership Discuss would likely remain closed, It is noted that other OPT-IN lists such as InterOP and Enum Discuss disclose this information as part of the exchange of information in support of their objectives.
• Every List should be associated with a specific Committee. It is proposed that the Chairman of the responsible Committee shall in all cased be authorized as a List Administrator for that specific list. For example, I am a List Administrator for the Public Enum List. As Chair of the Enum TaskForce I have also requested List Administration rights for the other Enum Lists InternetNZ established at my request.
• That the InternetNZ Office will also have, unless otherwise decided by Council, List Administration rights over all List(s).

CARRIED U

David Harris left the meeting

Next meeting will be 4 March 2005.

The President wished everyone a enjoyable holiday and Merry Xmas.

Meeting closed 4.30pm

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

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