Executive Committee Minutes 23 June 2004

PRESENT Keith Davison (Chair), Simon Riley, Chris Streatfield, David Farrar, Michael Wallmannsberger, Peter Macaulay

IN ATTENDANCE Isabel Carberry (minutes), Michael Sutton (observer)

Meeting Opened 1.12 pm

Minutes

Moved: (Secretary/Treasurer) THAT: the minutes of the previous meeting be accepted as a true and correct record

Carried U

Matters Arising from the Minutes

Cr Streatfield agreed that a hard copy of the audited annual accounts be included to all members as part of the mail-out for the Annual General Meeting.

Staffing

The Executive Director (ED) introduced Isabel Carberry, who has started work in the Society office. ED reported that Isabel is adapting quickly and will have training within the next few weeks, including one-on-one InternetNZ training, quick books and training on the SuSE open exchange portal. The President welcomed Isabel to InternetNZ.

Interop Project

Cr Riley raised concerns about the Project Initiation Document, which has not been well received. All raised concerns about invoices for $21,450 that had not been agreed to by InternetNZ or approved by the Executive Committee. ED wishes to proceed with the Interop program. In order to do this, InternetNZ may need to use the work done by Judy Speight and, may therefore be obliged to pay for it.

Executive Committee agreed that a decision to proceed with Interop required the approval of Council. ED undertook to prepare a proposal for the Council meeting on 2 July.

Action: ED

Peering - Current Issues

It was noted the importance of peering issues being more widely understood with full and open peering the best practice option. The President noted he had been approached by the media on this issue. It was suggested to have a formal meeting with interested parties to discuss. The President noted that an international expert in peering could be invited by InternetNZ to assist in clarification of peering benefits.

Cr Riley noted that internal discussion on this issue is also required in order to address the technical, political and legislation issues involved. Action: ED to meet with Grant Forsyth. It was noted as an additional agenda item for the next Council meeting that Simon Blake be invited to undertake a Peering Exchange presentation. Action: ED

Cyberlaw

Cr Farrar noted that he was still waiting on VUW. Action: Cr Farrar to follow up.

Internal Systems

ED noted that John Vorstermans had been doing excellent work installing the new servers and SuSE systems and bedding in was nearly complete. All staff will receive a quick reference guide and training would be provided. Cr Riley noted to check that all alias email addresses are working correctly. Spam filtering had been setup and will be documented over the next few days.

Committee Support

ED noted changes in telephone system. Action: PM to meet with CS to discuss. Administration issues would be addressed next week including a standard for the way meetings, agendas, documentation and discussions are scheduled. Cr Riley noted often the time line is very difficult for meetings and recommended that the calendar system for all staff be available.

Vice-President noted that support from the office has been excellent.

Government ICT Strategy

Action: ED to co-ordinate with Council to draft a response for the ICT Strategy. ED requested a volunteer from Exec to assist. Cr Riley noted a combined response was required. A community section was proposed for the Strategy involving partnerships with other organisations.

Action: Office to provide 15 hard copies.

Action: Office

NZRS Director Appointments

The President noted that the recommendation from the appointments panel will be put to Council 2 July meeting.

NZRS Director Remuneration

The President noted that the recommendation will be put to Council 2 July meeting for approval.

APNIC Sponsorship

The President noted that any requests here will come from the designated special project fund. The Treasurer noted that justification of any funding for special projects would be required for the records. Silver sponsorship for APNIC Fiji, at US$2,500 is approved Action: ED

Pignet Vanuatu

Agreed that KD and Andy Linton expenses would be around $5,000 total, and that one probable sponsored attendee identified. Still seeking to identify a further 1 or 2 potential attendees to sponsor. Likely that full budget of $10,000 will be used. Cr Riley to assist with identification of suitable candidates. Action: Pres / Riley

Action: Vice President to compose letter of thanks to CityLink for their assistance. ED noted a small gesture was appropriate. Action: ED

Noted that the photograph from the signing of the Mou be circulated, copies of the MoU would be included with Council papers Action: Cr Riley/Office

ICANN Bid

It was noted that a word smith be employed to do final edit Action: ED. President/V-President to discuss printing prior to Monday. Members to be invited to comment. Copies to be included with Council papers.

Annual Report

The Treasurer noted his report had been submitted.

Accounting system

It was noted that the chart of accounts had been updated for the accounts to supply information against the business plan in future.

Council Agenda

Draft agenda was tabled. Moved (Secretary/President) THAT: the Council meeting 2 July commence at 10.30am.

CARRIED U

Observers to be invited. Action: ED

AGM

It was noted that the incumbent positions of Secretary and Treasurer are the only Officer nominees to date. Two re-nominations for Council had been received, one member standing down. Nominations for a further three Councillors had been received.

Noted that the Boardroom be set up as a theatre style. Action: Office.

It was noted by Cr Farrar and the Treasurer that the budget figures be included in the mailout to members on 30 June. Action: Office/Cr Farrar/Treasurer

Website project

ED to review the status and compile report with recommendations by 9 July. Cr Riley suggested that the IT communication needs attention. ED to update Gale on issues.

Action: ED

Domainz Retention Fund :

Cr Farrar advised that reply had been sent and no response had yet been received.

General Business

It was noted that Dividends be made an agenda item for the next Executive Committeee Meeting.

Governance and Constitutional Committee Report (verbal)

What Kind of Society - Remuneration

Noted by the Chair that the constitutional and governance committee determined that the members have input to this issue. Action: The Committee will undertake the necessary work to obtain Member input. A full report will be forthcoming from the Committee once the input has been received and reviewed.

Travel Sponsorship

The chair of Technical committee to consider sponsorship funding for international travel for technical events. Action: Brendan Murray

Next Meeting:

Telephone Conference: Wednesday 21 st July 2004

Next Meeting in office scheduled for 13 th August 2004 - Cr Farrar noted his apologies.

Meeting finished a 4.26pm

Outstanding Action Points from 5 June Executive Committee