Council Minutes 14/11/96

Minutes of a Meeting of the Council of The Internet Society of New Zealand Inc.held at the James Cook Centra Hotel, Wellington,on 14 November 1996

Status: These minutes have been approved as accurate by the Council.

PRESENT:

• Roger Hicks (chair), Stephen Bell, Liam Greenwood, Mark Harris (late), Jim Higgins, John Hine, Colin Jackson, Neil James, Arnim Littek, Brenda Lobb, Donald Neal, Rodney Prescott, Elizabeth Probert, Jim Shaw, John Vorstermans, Steve Withers

APOLOGIES:

• Mark Harris (late), Don Hollander, John Houlker, Andy Linton, Jenny Shearer,

Observer: Patrick O'Brien

Before the meeting was formally opened items to be be discussed were considered and a new agenda was constructed. It was this agenda which was followed by the meeting.

The meeting was formally opened at 10:20am.

The presence of Patrick O'Brien as an observer was acknowledged.

MINUTES OF THE COUNCIL MEETING OF 22 AUGUST 1996

Motion: That the minutes of the meeting of 22 August 1996 are a true and accurate record.
Chair/

CARRIED
NC - Abst.: 4

ELECTION OF OFFICERS

The only nomination for the position of Chairperson was for Jim Higgins, nominated by Neil James.

The only nomination for the position of Secretary was for Donald Neal, nominated by Liam Greenwood.

The only nomination for the position of Treasurer was for Colin Jackson, nominated by Jim Higgins. Colin Jackson having refused nomination, the election of Treasurer was left on the table.

Motion: That an extraordinary vote of thanks be given to the officers.
Lobb/

CARRIED
NC - Abst.: Hicks, Jackson, Neal

Jim Higgins took the chair.

Motion: That the Council record an official vote of thanks to Roger Hicks.
Chair/

CARRIED
NC - Abst. Hicks

PURPOSE AND OBJECTIVES OF THE SOCIETY

Colin Jackson outlined the discussion which had taken place at the Society's Annual General Meeting the previous day. A number of members had proposed that the society "offer services which are different in character from those we now offer", and that the society should review its sources of funding in order to achieve that.

Roger Hicks read the Society's objects as they appear in the Articles of Association, and there was some discussion of the relative importance of the objects.

Roger Hicks stated that the other work done by the society to date had been overshadowed by DNS-related issues.

John Hine and Steve Withers proposed three general areas for activity by the Society:

• Policy Development - with particular reference to government and to Internet infrastructure
• Education and Information
• Infrastructure - including administration of the DNS, promoting communication between ISP's, etc

Elizabeth Probert spoke of great public interest in having the Internet explained. She and Stephen Bell suggested that the list omitted a responsibility to the wider community.

Stephen Bell also suggested that funding might be available for Internet history. Liam Greenwood proposed that the Society make available, though not necessarily originate, material explaining why the Internet works in the way it does. For example, a complete set of RFC's. Among the aims of this would be to encourage adherence to standards.

John Hine argued that end users appear in all of the areas his list described, which would need to be reflected explicitly in any mission statement.

Colin Jackson observed that there can be areas where the interests of suppliers and users conflict.

Roger Hicks stated that the Society should not be doing things, such as providing training courses, which can be done competitively. He said that he saw the Society rather as a catalyst.

Jim Higgins described his communication with Xtra and Voyager during the period when Xtra were not permitting their customers to receive email directly from Voyager. He described the various actions and statements which some people expected of the Society, and spoke of the misconceptions some people have regarding the role of the Society.

Steve Withers proposed that the Society may wish to advance debate on the way in which competition in telecommunications should occur.

Jim Higgins suggested the Society examine the question of legislative support for the Domain Name System.

There was some discussion of the different groups with whom the Society must communicate. John Hine observed that this must include consideration of what members receive for their subscription.

Jim Higgins advised Council that he would be asking people to take responsibility in specific areas. Donald Neal, Rodney Prescott and Steve Withers were asked to investigate means of securing communications within the Council. Stephen Bell and Neil James were asked to look into the matter of the history of the Internet in New Zealand.

John Vorstermans advocated that all working groups have chairs, and Liam Greenwood that they have deadlines.

Roger Hicks left the meeting at noon.

PUBLIC RELATIONS / COMMUNICATIONS

Jim Higgins read a quote which he had obtained for the preparation of a PR strategy for the Society.

Brenda Lobb outlined what she would wish to see achieved during the coming year, including a publication detailing actions taken by the society, to be produced electronically and also on paper. She described other organisations with whom we should be communicating, and emphasised the importance of communicating with journalists.

She spoke also of material to be published relating to the election of Council members and the new Council. She said that she could "have out by the end of next week the first issue of our update bulletin", concentrating on material from the Chairperson's report to the AGM. "I also suggest we get out a letter to important individuals, introducing the new Council."

Neil James and Elizabeth Probert supported "the concept that we spend dollars" in this area. Colin Jackson observed that to meet our objectives, our main "outputs" are administration of the DNS and communications. These are not the Society's objectives as such, but need to be done to achieve the Society's objectives.

There was some discussion, initiated by Steve Withers, on the process to be used by the Society in making public statements.

Mark Harris arrived at 12.25pm. The meeting adjourned for lunch at 12.30pm and resumed at 1pm.

There was some discussion of the structure of a Corporate Communications Committee, its exact responsibilities, and of the possible budget to be allocated to it.

Motion: That Steve Withers as Chair, Brenda Lobb and Stephen Bell are appointed as the Corporate Communications Committee, with the power to coopt additional members.
Vorstermans/

CARRIED U

Motion: That the Corporate Communications Committee produce an immediate communication with respect to the Annual General Meeting and Forum.
Hine/

CARRIED U

Motion: That all official public statements of the Society be made by or with the approval of the Chairperson or the Chairperson of the Corporate Communications Committee.
Greenwood/

CARRIED U

COMMITTEES AND WORKING GROUPS

Steve Withers left at 1.50pm.

Motion: That the DNS Policy Committee be established to develop DNS policy, and that the membership be John Hine (chair), Liam Greenwood, Rodney Prescott and John Vorstermans.
Prescott/

CARRIED U

It was agreed that the DNS Policy Committee is to be responsible for the oversight of the company being set up by the society to administer the New Zealand DNS, but is not responsible for the process of establishing the company.

Motion: That the Internet Service Providers Liaison Committee be formed and that its membership be John Vorstermans (chair), Arnim Littek, Rodney Prescott, Elizabeth Probert and Steve Withers.
Chair/

CARRIED U

Motion: That a Working Group consisting of Mark Harris (chair), Brenda Lobb,Donald Neal, Jim Shaw and John Vorstermanshave set up to propose changes to theCouncil's rules and bye-laws to allow efficient decision-making by Council between face-to-face meetings, and that it complete its work by the next Council meeting.
Chair/

CARRIED U

Motion: That a Working Group be established to complete the formation of the DNS company, and that its membership be Jim Higgins (chair), Colin Jackson, Rodney Prescott and Michael Taylor.
Chair/

CARRIED U

Motion: That all Committees, Subcommittees and Working Groups existing prior to this meeting are abolished.
Chair/

CARRIED U

Motion: That the Administration Committee be established, and that its membership be Donald Neal (chair), Mark Harris, Colin Jackson and Brenda Lobb.
Chair/

CARRIED U

Motion: That John Hine be appointed as Internet Society liaison.
Chair/

CARRIED U

The election of Treasurer was taken from the table. Colin Jackson said that he was unwilling to accept nomination without the Council "addressing outstanding budget issues".

BUDGET

There was considerable discussion of how the Society should recover from the DNS activity costs incurred as a result of activities required by the DNS, such as DNS policy formation. Analysis of all costs item by item was seen as too difficult to administer.

Motion: That from 1 October 1996 to 31 March 1997 the domain name entity be invoiced for 75% of the Society's actual expenditure.
Prescott/

CARRIED U

Colin Jackson, as immediate past Treasurer, presented an indicative budget, which was agreed to:

(Note that these numbers exclude any recovery of expenses from the DNS entity.)

Colin Jackson took the chair, and there was some discussion of a an honorarium for the Chairperson. When the possibility of honoraria for other Officers was raised, Mark Harris took the chair.

Motion: That honoraria for Council Officers be further considered at the next Council meeting.
Hine/

CARRIED
NC - Abst.: Higgins, Jackson, Neal

Motion: That a Working Group, conssiting of Mark Harris (chair), Roger Hicks and Jim Shaw be established to make recommendations to the next Council meeting on honoraria for Council Officers.
Greenwood/

CARRIED
NC - Abst.: Higgins, Jackson, Neal

Jim Higgins resumed the chair.

It was agreed that the Administration Committee should set the date of the next meeting.

ELECTION OF TREASURER

To loud applause, Colin Jackson accepted nomination by John Vorstermans as Treasurer. There was no other nomination.

DNS MANAGER

Patrick O'Brien gave a verbal report on his activities to date as DNS Manager.

Brenda Lobb left at 3.05pm.

DNS POLICY

John Hine presented a short paper to Council.

Elizabeth Probert left at 3.30pm.

There was considerable discussion on whether two-letter domain names should be delegated.

Amendment: That two and three-letter domains be permitted subject to an appropriate warning.
Jackson/

CARRIED U

Motion: That the Council agree in principle to the proposals contained in the document submitted by John Hine, subject to items 6 and 7 being rewritten to
make it clear that a change of holder will be charged for on the same basis as a new registration, and subject to legal advice.
Hine/

CARRIED
- Against: Neal

The Chair asked the DNS Policy Committee to liaise with the Corporate Communications Committee.

DNS COMPANY - APPOINTMENT OF DIRECTORS

It was agreed that members should be asked to nominate possible directors, with nominations to close on Friday, 22 November 1996.

Motion: That a Working Group of Donald Neal and Patrick O'Brien be established to formulate a call for nominations, then circulate those nominations to Council no later than 23 Novermber 1996, and to advise Council Members in advance.
Chair/

CARRIED U

CONTRACT WITH THE UNIVERSITY OF WAIKATO

The item of correspondence from The University of Waikato was brought to the attention of the meeting. The status of negotiations with the university was discussed.

Motion: That a Letter of Intent be drafted indicating the Society's willingness to pay reasonable charges incurred, and to complete a formal contract.
Prescott/

CARRIED
NC, Abst.: Neal

The meeting was closed at 4.20pm.

©1997 The Internet Society of New Zealand