Executive Director Recommendations - 16 June 2006

The following issues and accompanying resolutions have come forward from various meetings over the past week, and are for consideration at the Council meeting on 16 June 2006.

The following summary is of the recommendations included later in this report

Recommendation (AP-1):       That the Appointment Panel Terms of Reference be approved

Recommendation (IAC-1):      That InternetNZ vote in favour of the proposed ICANN bylaws changes

Recommendation (IAC-2):      That Council note that staff will lodge a submission, in line with previously agreed InternetNZ policy positions and our ongoing principles.

Recommendation (IAC-3):      That Council approve the payment of a donation of approximately US$10 -$12K to ICANN.

Recommendation (IAC-4):      That Council endorse the recommendations to ICANN relating to meeting hosting

Recommendation (Exec-1):  That Council endorse the Strategic and Business Planning Process and timetable

Recommendation (MP-1):      That Council approve the draft membership plan and delegate further development and execution to the Executive Director

1. Appointments Panel Terms of Reference

At the last Council meeting the Appointments Panel for NZOC and NZRS appointments was convened. Their desired Terms of Reference are consistent with last year, except for a $1,000 increase in budget, to cover costs of increased advertising, specifically in NBR. The draft ToR are:

• To consider the best means of advertising the vacancies for 3 NZOC positions and 2 directors positions for NZRS
• To advertise the vacancies
• To consider whether to advise those on NZOC and NZRS who’s terms are expiring if it is necessary for re-application if seeking re-appointment
• To review the applications for the vacancies and interview where appropriate
• To recommend appointments for Council approval
• That the 3 NZOC vacancies be filled with one x 1 year, one x 2 year and 1 x 3 year appointments
• To expend budget up to $5,000

The rationale for the changes to appointment terms is to allow for only 2 potential changes per year, rather than the prospect of changing half of the Oversight Committee in one year.

Recommendation (AP-1): That the Appointment Panel Terms of Reference be approved

2. ICANN Bylaw Changes

The IAC meeting of 7 March discussed the proposed bylaw changes outlined at

www.icann.org/announcements/announcement-26may06.htm

which are changes indicated as being required by some ccTLDs in order to join the ccNSO. On the basis that the bylaw changes may encourage further ccTLD membership the IAC unanimously resolved that “IAC recommend to Council that InternetNZ vote in favour of the proposed ICANN bylaws changes.”

Recommendation (IAC-1): That InternetNZ vote in favour of the proposed ICANN bylaws changes

3. US Government Consultation on ICANN

The US Department of Commerce is seeking submissions on the ICANN “White Paper Principles”, see

www.ntia.doc.gov/ntiahome/frnotices/2006/NOI_DNS_Transition_0506.htm

for details. Submissions close 7 July. IAC wish Council to note that staff have been requested to make submissions on behalf of InternetNZ, and that INZ delegates at ICANN Marrakesh seek alignment with our views from other ccTLDs. IAC suggested staff

• Express support for the White Paper principles
• Submission based largely on the material that will be researched for the above
• Submission needs to include background of InternetNZ’s involvement in this area over the years

Recommendation (IAC-2): That Council note that staff will lodge a submission, in line with previously agreed InternetNZ policy positions and our ongoing principles..

4. InternetNZ Donation to ICANN

IAC agreed that the DNC accrues the remaining International budget for donation to ICANN, approximately US$10-$12k.

Recommendation (IAC-3): That Council approve the payment of a donation of approximately US$10 -$12K to ICANN.

5. InternetNZ Recommendations to ICANN re Meeting Hosting

The final report on the organisation of the ICANN Wellington meeting is awaiting feedback from Providers before finalisation, but it is proposed that the draft report be tabled with the ICANN Meetings Committee members in Morocco. The proposed resolutions relating to ICANN are as follows:

Recommendations to ICANN:

1.      That registrations are either dispensed with entirely, or that a high-threshold requirement of proof of identify (e.g. production of passport) be required.

2.      That the requirement for names printed on the reverse of nametags be reviewed, as most attendees use the back of the nametag holder for storage, rendering usefulness as very low.

1.      That ICANN requires all attendees using ICANN Internet connectivity to use a username and password, provided at the time of registration, upon receipt of valid identification.

2.      That meeting room allocations must be *finalized* at least 7 days prior to the start of the ICANN meeting.

3.      That ICANN supply its own audio visual equipment in each location, relieving meeting hosts of a cost burden of around $US100,000 per meeting.

4.      That *immediately* after an ICANN meeting concludes, a link to the next meeting hosts website is activated by ICANN.

5.      That ICANN pay special attention to the speed and accuracy of data as it applies to the agenda and times and locations of ICANN meeting meetings.

6.      That the ICANN Meetings Committee meet with the hosts of the last 4 or 5 ICANN meetings in Morocco, to discuss improvements to ICANN’s communications and methodologies.

IAC have asked Council to endorse these recommendations for discussion by INZ delegates to Marrakesh.

Recommendation (IAC-4): That Council endorse the recommendations to ICANN relating to meeting hosting

6. Strategic and Business Planning Process for 2007/08

This paper proposes for Council’s consideration a process for the revision of InternetNZ’s Strategic Plan, and for the development of the 2007/08 Business Plan and Budget. It is based on the experience of the 2006/07 planning round, which highlighted some deficiencies in process which caused unnecessary complications for Council in making good decisions on these matters.

This paper sets out a revised process for the development of a new Strategic Plan, to take effect for three years from 1 April 2007, and for quantifying the budget envelope for 2007/08 and developing a Budget and Business Plan based on the new Strategic Plan. Agreement of a process now will resolve the ‘agreed process’ constraint identified above.

Proposed Process for 2007/08

The proposed process is based on the following assumptions:

• That Council does intend to develop a new Strategic Plan taking effect 1 April 2007
• That the 2007/08 Business Plan and Budget will conform to the new Strategic Plan
• That the expenditure of the Society in 2007/08 will be largely funded by means of a dividend from NZRS
• That the Council needs to be in a position to broadly define its dividend requirements for 2007/08 by 31 October 2006, to allow for an orderly fee-setting process

Summary Timeline:

The proposed detailed process is presented on the following page.

Recommendation (Exec-1):  That Council endorse the Strategic and Business Planning Process and timetable

7. Membership Plan

Following the discussions at the last Council and Executive Committee meetings, the draft membership plan is attached for Council’s consideration. As previously discussed, the membership plan is partly subject to members agreement with constitutional amendments to allow for the new categories of membership, and agreement with the proposed lower members fees. If adopted, the draft plan will continue development and will become operational after member approval of the constitutional changes at the AGM.

Recommendation (MP-1): That Council approve the draft membership plan and delegate further development and execution to the Executive Director