Executive Committee Minutes - 12 February 2004

Present

Keith Davidson (Chair), Chris Streatfield, Simon Riley, David Farrar, Peter Macaulay (ED), Michael Wallmannsberger (minutes).

(No Apologies).

Interop Project

Previous action (ED) to establish a Project Management Office. ED has retained Hilary Carlile, Programme Manager & Project Manager to come up with governance and management guidelines ($5,000 budget, commences week 16 th February).

Key outcome is to ensure that staff and volunteers work together to best advantage.

$50,000 contribution from Telecom is outstanding (invoice awaiting payment). ED had expected to have received these funds before now.

ED reported TUANZ have withdrawn their opposition to Interop. Their position is not one of wholehearted support. However, opposition is expected to cease.

Two streams of work still to commence:

• Interoperability plug test; and
• Standards

SR indicated a preference for InternetNZ to take on plug test rather than subcontract to a third party.

Project Management responsibility has moved from outsource (Judy Speight) to insource (ED, InternetNZ office).

Treasury Policy

CS has circulated a draft (David Harris) Treasury Policy to the Executive Committee mailing list.

ACTION - ExCom members to review draft Treasury Policy and identify specific amendments with a view to approving a final at the next meeting.

Currently holding all funds with one bank on rolling term deposits. ExCom prefers that two other accounts be established with other banks and no more than fifty per cent of total funds be held in any one account. ED to action now (not pending the completion of the Treasury Policy).

Internet Code of Practice

Good progress. Reports referred to ICOP before referral to Council.

Member Communications

DPF has draft in progress.

Office Move

Work in progress on the office.

Brief visit to new premises for Council at next meeting.

Only issue is some complexities with the PABX integration. ED is resolving.

All other work on schedule.

Date for move is 4 th March. Debbie will be on leave during this period.

Employment Policies

ED using existing policies. MW to circulate policy received from DNC.

Cyberlaw

Position being re-advertised as applicants to date have not been fitted the requirements completely.

Polling of Registrants

Pending response from Victoria - awaiting quote on conducting poll. DPF has provided draft of questions, which has been provided to Victoria.

Feeback on the questions to DPF/ED over the next few days. ED to follow up with Victoria. Result required by mid-march at the latest.

E-Vote Announcements

PDT has requested on Council list that e-votes be announced to the members at the time of a vote being taken.

ExCom resolved that the appropriate action to take is to circulate notification of the result of e-votes to members. Ordinary motions are not notified to the members (by virtue of logistics). E-votes should be equivalent.

Notification of future e-votes will be made to members when a result is achieve.

Website

Shane Middlemiss (Project Manager - Contract) briefed ExCom on status of the Website redevelopment.

• Interim update (delivery: weeks) - refresh the look of the website. Design for the home page is pretty much complete. Classic portal style. Progress has been slower than expected. Attempting to resolve as many of the usability issue as possible.
• Stage One - content management engine. CMS chosen by February. Implementation depends on meta-data description requirements. 4-6 months approximate window.
• Stage Two - target mid 2005. Project Management and collaboration; online payments; e-services; common CRM; visualization (of data-streams: Internet usage information, spam, other statistics, etc).

ED to demonstrate work-in-progress of interim update to Council on Friday 20th February.

SR raised budget implications for budget 2004/2005. Website update needs to be established as a formal budget item. ED to include numbers for Council report 20 th February.

Business Plan, Budget, Strategic Plan

DPF presented draft business plan and budget implications. DPF has some more work to conclude this draft. Aiming to circulate to Council for February 20 th Meeting.

Pete to advise staffing and office expenses for Strategy Seven.

Sponsorship - MS

SR and CS expressed some reservations. No recommendation from Executive Committee but ED will include this issue in his report to Council meeting, which will promote a debate on the issue.

Outreach (Issues)

SR reported that it is unlikely that Outreach will be developing a programme of activities for this year rather it will be more a "task force " driven approach (Cyberlaw being an example ie a dedicated tiger team). The Digital Pacific Initiative which is under discussion with UNESCO will probably evolve in much the same manner. Other related issues which impact on Outreach committee - lack of an INZ commmunications plan (which should include sponsorship and educational priorities for INZ), lack of internal communications resource and as well a web site presence .

Since all committees have a outreach function and that the ED has prime responsibility for managing external relationships it might be more appropriate for Outreach to focus on more directly on research and education driven activities (for further debate).

Annual Planning Cycle

SR wants escalation of APC on agenda.

Remuneration/Honorarium

SR is working on the process. The deadline for Council recommendation by 31 March. Simon to report to Council.

NZOC Appointments

David is working on the appointments process and remuneration levels.

Next Meetings

Exec Committee on Saturday 13 March

Pencil Exec Committee on 9 or 10 April

Council on Saturday 24 April

Council Agenda

Summary of Action Points