Executive Committee Minutes - 7 August 2004

ATTENDEES: Keith Davidson, David Farrar, Michael Wallmannsberger, Chris Streatfield, Peter Macaulay (by video link), Simon Riley (from 9.22), Michael Sutton (observer), Gale Blikshavn (minutes).

The meeting opened at 9.10

Apologies Peter has to attend a funeral from 9.30 -11.30

MINUTES

Moved (Chris Streatfield/Michael Wallmannsberger) that the minutes be accepted.

Carried U

MATTERS ARISING

None

PROJECTS ISSUES Updates

ICANN - Keith noted there had been discussions in both Exec and International committee. The Duxton would no longer accept the booking without a down payment so this had been cancelled. There was some discussion on change of venue, however the indication from ICANN was that a site visit is a requirement but as yet no date had been confirmed, therefore down-payment was not viable at this stage. David noted that a tour for the top technologists/alumnae would be in our favour. Action : David to contact Simon regarding a Weta tour for the ICANN site visit. Peter noted that Computer Society had registered interest for doing ICANN registrations.

Apricot 2007 - Keith noted that APRICOT bid for 2007 had been raised for Auckland as there was a large technical community there.

Simon Riley joined the meeting 9.22

APTLD Secretariat - Keith inquired how the APTLD Secretariat proposal was progressing. Peter noted Gale has papers and President noted that as there was no dissent, to go forward and submit proposal prior to 31 August. Action: Peter/Peter Dengate-Thrush/ Gale to progress APTLD bid by 31 August.

Election Issues - meeting went into committee. Michael Sutton and Gale left the meeting. Upon their return it was noted that election results have been posted. They had been posted to Members Announce and put up on the website. There was some discussion on the interface and it was noted that some change to specifications was required. David noted to the meeting the process of the current software. Action: Chris to take Election interface specifications to constitutional committee. The specifications are to then go to technical committee to release the software. Simon noted there were some issues with releasing and tech committee to report back suggestions.

WORK PLAN FOR THE YEAR

Simon updated history of process to date. David noted that we needed to put this into action now with the new councillors. He noted the usefulness of the action point list at the end of each meeting and requested that at each Exec meeting these be reviewed and be entered into the work plan.

David had been working on a task action planning sheet that links in to business plan in Excel so the various web based project mgmt systems can export to it. David went through the plan as he had created it so far and discussion on various items was held.

Action: An approach to be made to MED/Frank March for ENUM policy. David noted ENUM was in MEDs work plan. Michael Sutton noted a meeting yesterday he had with Catalyst and some of the questions they had raised. David noted an initial working group of Inz people should be set up which may then spin off to be involved with others. The working group will include Grant Forsyth, David Farrar, Michael Sutton, Chris Streatfield, Ross Barclay, Keith Davidson (ex officio) and invite someone from NZRS. Simon noted the working group to come up with watching brief for circulation and quarterly reporting to Council/Exec.

Internet Safety Group

Keith noted that if not already paid, he would take the donation cheque to Liz in Vanuatu. It was noted there isn't a board to board relationship at this stage however Liz was coming on to the Legal and Regulatory Committee. Simon noted Internet Safety Group website is now very rich and David noted Ewen's recent comments on our website with regard to internet safety end user issues. He noted that Liz is very keen to work with us on internet safety, and community involvement was also raised. Keith noted a mousepad with printed links to help pages for viruses/spam could be produced to hand out to ISPs, send to Dynalink etc, so everyone gets a good quality mouse mat. Michael Sutton noted redirects on URLs appropriate for longevity of links over the life of the mat.

Action: Peter to investigate any URLs that have good educational for Internet Safety promotion, i.e. virus.nz and to obtain them for the society future use.

David noted promoting Internet safety will be a major item for next year and is looking for a project plan to be completed half way through this year, Simon noted it is high on the list for digital strategy.

David took the meeting through the rest of the Working Plan/Strat Plan and noting key staff on his work plan.

It was noted that the workplan will be indicative or the general overview/broad initiatives for each committee and it will be up to each committee to develop their own work plan. Once this is signed off, each committee to report against their part of strategic plan and their work plan at Council meetings, this should identify who are the stake holders we are currently engaging. The report should also include what outreach components are included.

David noted when the strategic planning reviewing happens later in the year it would be expected of each committee to have their own plan developed to be submitted for it.

ANNUAL PLANNING CYCLE

Simon noted this had been going round for 18months with no resolution. The template needed to include meetings, AGM, Annual report and Committee meetings initially. The President and Committee reiterated its time to happen now and to use Excel. It was noted the calendar in Portal was not appropriate.

It was noted that in future the calendar/annual planning cycle, register of interests and the work Plan to be included in Council meeting papers  

Action: Gale to obtain a copy of NZRS calendar template and send template to Michael W. There may be some plug-ins to be investigated to assist in Excel.

Action: David/ Michael W to circulate work plan and Michael W to present at next Council meeting.

EXECUTIVE DIRECTOR'S CONTRACT

Meeting went into Committee and Gale left the meeting for duration.

Meeting broke for lunch.

MEETINGS/WORKING GROUPS

See attached Recommendations Report.

There was discussion around audit committee chair, and it had been agreed that only Councillors should be on the Audit Committee and Nick Wallingford asked to act as deputy chair.

It was noted that:

• Chairs are to determine the Outreach champion for each committee.
• Chair of each committee to verify committee membership.

ICOP discussion revolved around what would be best vehicle to process. Chris updated the committee on last nights meeting and noted the only thing that needs to be done is actually preparing the Code of Practice document. Keith asked for discussion. The recommendation is not to have ICOP taskforce but to convene a group for oversight at a later date.

There for the committee recommends that ICOP, Outreach, Domainz Future Task Force, 2LD Review and International Review Groups are no longer operational and are to be closed.

Simon requested who has oversight responsibilities? He recommended oversight be an agenda item on committees first meeting, i.e. oversight of NZNOG relationship.

Sponsors of Projects were reconfirmed

• Chris ICOP
• Simon Interop
• David/Simon Comms Review
• Michael W Website
• Simon  PIP initiative (working jointly)

MEMBERSHIP & COMMUNICATIONS FROM AGM Comms Plan

Simon reported a contract proposal from a communications consultant Peter, David and Simon had met to discuss. From the meeting they now required some authorisation to proceed. Exec approved Simon and David to proceed Communications and Membership Review.

WEBSITE

Michael W raised a concern that no recent formal status reports on the Website Project had been tabled to Executive Committee or Council.

Apart from that, from issues with the interim site appear to have been raised and are being dealt with.

It was noted the logo is squashed needs addressing (Action: Gale).

Action: PMO oversight team (Simon/Michael W/Chris) to meet with Gale on website.

APRICOT  February 2007

It was noted that registers of interest were required by end of August, and the proposal to be completed by end of October. Action: Incoming Technical Committee to address viability of Apricot meeting in regard to RFP. who is putting in the register of interest/proposal?

VANUATU

Keith noted the upcoming Pignet event in Vanuatu, that about 72 international visitors were already attending and therefore it will be largest geek meet in the Pacific Islands to date, and it will be webcast.

InternetNZ sponsored 3 Samoans to attend, however only one so far had claimed. It was noted UNDP are now sponsoring several attendees, and are meeting with INZ on Oct 26 to look at initiatives over the next 12 months.

Concern was raised that we are not managing this event from a press point of view. Keith noted PIP site was needed on the website, Simon to work with Dean this week. Action: PIP on the website - Gale to liaise with Dean and Simon on Monday.

EXECUTIVE DIRECTORS REPORT

Peter noted that no-one was acting on our response to ICT Strategy. Action: Keith to progress ICT Strategy on Monday, David will review, and then Council to review on list prior to submission date. Peter noted the key thing is government working with us on distilling it after submissions have been made.

ICANN Fees what are we doing about ICANN membership? Action: David to visit secretariat on Monday so ICANN cheque can be posted. It was noted Peter Dengate-Thrush and David have spoken and a figure of $10k had been raised, but this needs to come through international committee. Action: International Committee to progress.

Peter noted that the State Services Commission definitely wanted InternetNZ involvement. Peter also sought clearance to meet with 28 th August NZCS. This was approved.

STAFF TRAINING/COUNCILLOR TRAINING

David noted with only two new councillors not sure an outside lawyer to come in a do presentation was necessary. He saw induction as an Exec Committee session which would lead into the business plan and we can do it all internally.

David also noted he was working on the induction agenda, and noted it would be useful to get current Councillors along too as a refresher and forward view to the year session. Action: David Gale and Peter to meet to do draft councillor induction agenda before end of week.

INSURANCE

Legally obliged to pay Liability insurance, can't be reduced. Invoice tabled.

PEERING

Peter noted that Hamish MacEwan had been retained by Citylink to prepare submission and that it was beneficial to work with him and John Small with their interface with techs at Telstra/Telecom meetings. David noted that Grant needs to be asked to arrange meeting with Telstra Clear to explain InternetNZ position. Action: Peter to speak to Grant Forsyth re meeting with Telstra Clear on InternetNZ position with regard to peering on Monday.

PRESSURE ON MPs re. FIBRE

Keith noted our voice needed to be heard. Simon noted any issues we want to raise need to go into the Digital Strategy response as a priority and we have to be positive about PROBE, and note preference to building on it. Submission to include that we recommend fibre to every home.

PHOTOS OF FELLOWS:

David noted a couple of honours boards commemorating contributions from ex presidents and Councillors in the secretariat would be appropriate. Action: David to compile a list of past Councillors, Gale to obtain photographic services for Fellows and progress plaques/photos for the secretariat.

E-REGIONS RELATIONSHIP

Peter noted we need to tighten this up. Simon noted that the E regions initiative was an important development and there is a need to define a working relationship ie common issues . Support of the development of regional networks is an obvious issue that we could work with them on. Peter noted a meeting with Chris Matthews. Action: Simon, Keith, Peter, Chris to meet with E- regions rep (diary dependent) Friday if possible to define relationship and support of E-regions.

Keith noted the next the TUANZ broadband meeting with e-region focus was in November and wondered if we seek to do an advocating fibre, fibre loops session including InternetNZ position at it. David noted he had registered to go anyway. Simon noted that the TUANZ November 2002 Broadband conference while a very good networking event, many participants have since questioned whether there was any value in terms of ongoing outcomes form the conference and in particular there have beem questions over the value of Central Government funding for the event.

David noted it could be a good opportunity for us to show leadership. Chris noted this had been done previously and benefits had been minimal. Keith noted it was something for decision at the next Exec committee meeting,

Action : Michael W to add Tuanz/E-Region meeting to next Exec Com agenda and Exec to consider position prior to it.

NZCS SCHOLARSHIPS

Keith noted there is a need to find out from geek community which module from year 3 studies would be required to qualify. Action: Technical committee to consider what modules that students would need to complete to be eligible for the NZCS scholarship and forward to Peter (??).

ISG

Peter noted that the sponsorship had been undertaken and asked for post approval. Invoice was yet to be received. Exec approved but noted that when the cheque is sent that a covering letter to Rick and Linda be included and that an acknowledgment/thank you was expected.

Chris noted it had to be strings free, general untagged sponsorship.

ICT UMBRELLA

Peter noted a lot of bouncing around from government, and that primarily that we be seen as facilitator/conduit for information and not running it. David asked had there been specific response to Peter's email sent to sibling orgs, ICANZ, e-regions, TUANZ, government departments, Colin, Frank John sent Thurs. Yes from Colin but concerns re Jim Higgins. Simon asked what was ITANZ position? Jim O'Neil wanted to run but it needed to be neutral party to be Chair, Peter noted he had been offered the position. Discussion was held on approach and nominee, noted that ITANZ and TUANZ needed to be on side with appointment. Simon asked whether person would be paid, and whos paying them. Peter noted government should be 50% contribution and would it would be part time position.

CODE OF PRACTICE/GOVERNANCE

Keith updated Peter on the closing of ICOP taskforce

PGP

signatures on all emails was suggested.

AUCKLAND OFFICE

Exec approved annual rent payment of $2,500.

INTEROP BUDGET

not completed will be completed Monday - Action: Peter to complete Interop Budget by Monday. David noted that Council will be expecting robust reporting.

AUDIT COMMITTEE

Chris spoke to the security audit had been completed and report had been received, one copy to JV as requested for reply, which had been received and forwarded to audit committee. I understand from Pete his concerns that he had not been interviewed. Chris Streatfield will be discussing with Audit and full report will be tabled to Council and circ to Exec prior to the meeting.

COUNCIL AGENDA

Proposed items were discussed agenda to be finalised with papers to the office by 5pm Thursday. Action: Michael W to finalise Council agenda.

NZOC HONORARIA

Keith noted the paper had been received and was there any discussion? Simon raised issue of benchmark for the chair, will it be based on the meetings or hours? Discussion was held. Keith requested endorsement to notify Frank of decision, (which will be taken to Council) prior to the first meeting NZOC for the year. Agreed.

Keith Davidson handed chair to David and left the meeting for the rest of the discussion in committee.

Keith re-joined the meeting

There is a consensus that deputy chair should have a 25% loading and for Keith to come back with final loading but not to be more than $9,000 and total amount would therefore be $27,750 would be total package to be apportioned from DNC current years budget.

GENERAL BUSINESS

Annual Report Simon noted we should be tabling the total cost for this year and debrief for what do we do next year Action: David to prepare report on Annual Report for next Exec Com.

Email within InternetNZ Keith noted as of yesterday we are no longer able to use InternetNZ for outgoing mail, recommendation to JV uses one of the old servers as a pop re sorry couldn't keep up can someone fill this in please. Action: Peter to liaise with John V to set up an externally accessible SMTP server. ??

MEMBERSHIP

Simon raised if people have specific ideas on membership, lets use these people.

Membership report was tabled. Exec agreed format. Where platinum/significant memberships go unfinancial, Peter to make courtesy phone call. Action: Gale to check Brendan Murray/Richard Currey membership details.

Noted common birthday for membership had been suggested by the auditors and it was suggested that a subscription holiday to new date which may coincide with annual report mailout be investigated. Action : Chris to progress common birthday for membership subscription with Constitution and Governance Committee

PETE FRIDAY

Action: Keith and Peter to liaise re schedule for Fridays meetings and notify Chris if he is required.

File structure of Open Exchange - Simon noted a file structure was non existent in Open Exchange and asked Gale if she had involvement in the management of it. Gale noted that as she was unable to see the majority of files that it was outside the scope of her involvement. Simon requested that someone set up the a data structure, Chris suggested flying filing squad: Action: Chris to progress with Flying Filing Squad, and work with Secretariat to review filing systems.

Performance Evaluation - Simon asked for update, only half had been received. Action: Gale to email reminder to complete performance evaluation with form attached to Council.

Spyware Concern was raised on the recent splurge of email acknowledge pips. Action: Exec Committee to request David Harris to investigate new spyware acknowledge pips, and provide position paper.

RENUMERATION REVIEW AND HONORIA ISSUES

Simon Riley left the meeting.

Members went into Committee.

IOD GOVERNANCE TRAINING

Michael Sutton registered interest IOD governance training.

Meeting Closed at 4.22pm and the next Exec Meeting September 17 2004.

Outstanding Action Points 7 August Exec Comm

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© 2004 The Internet Society of New Zealand
Last updated Thursday, 17-Mar-2005 17:01:27 NZDT