Paper 11 - Domain Name Commission Reporting Protocol

The Domain Name Commission Limited (DNCL) will have two types of reporting to InternetNZ:

o governance reporting to InternetNZ as DNCL’s shareholder

o operational reporting to InternetNZ on the stewardship of .nz

The reporting to InternetNZ on the stewardship of .nz should complement the reporting from New Zealand Domain Name Registry Limited, and provide a total overview of the operation of the .nz domain name space.

1. DNCL reporting to InternetNZ as its Shareholder

All reports (e.g. quarterly reports, annual business plan)/major letters, etc to InternetNZ as shareholder should be authorised by the Board and signed by the Chair of DNCL. All documents should clearly note whether the information contained within is “commercially sensitive” and where that is the case, must be accompanied by a request from DNCL that InternetNZ respect the commercial sensitivity of the information and not treat it as public information, for example, by entering it into open meeting records or posting it to its website.

Annual

(a) The key report each year will be the Annual Report incorporating the annual financial statements (as required under Companies Act).

o The Annual Report should follow statutory/standard format and disclosure regimes

o It is InternetNZ policy that the Annual Report of DNCL will be made public. Any commercially sensitive information that would have been included but for the publication of it, should accompany the Annual Report in a separate document and be annotated as such (i.e. to be read in conjunction with the Annual Report, but not to be made available outside the Council).

(b) The other key document each year will be the Annual Business Plan incorporating its budget

o InternetNZ, as DNCL’s shareholder, will approve the Annual Business Plan

o The Annual Business Plan will contain :

Ø Strategies, objectives and plans for the ensuing 12 months, key strategic issues facing the company, key policy issues, commentary on the registrar market, risk analysis, any significant international issues, key budget assumptions, etc

Ø Budgets – 3-year budget (Statement of Financial Performance, Statement of Financial Position, Statement of Cash Flows, Capital Expenditure, ratios and key performance indicators) consisting of monthly budgets for ensuing 12 months and annual budgets for the following two years.

Quarterly Communications

(a) During the year, DNCL should submit a Quarterly Report from Chair of DNCL to InternetNZ. This report should include:

Ø Summarised quarterly and year to date financial statements together with ratios and key performance indicators – actual against the budgets and KPI’s in the approved Business Plan

Ø A 1 to 2 page written commentary at a quite high level commenting on financial performance, major operational and strategic issues, outlook for the rest of the year

Ø A copy of all published reports, and policies approved by the Board over the last quarter.

The quarterly report should not be submitted to the shareholder until it has been reviewed and ratified by the Board of DNCL.

Monthly Communications

DNCL will not be required to submit any formal monthly reporting to the shareholder, but there may be informal contact from the Chair to the President as judged appropriate by the Chair and/or President on a situation-by-situation basis.

2. DNCL reporting to InternetNZ on the stewardship of .nz

This is separate to the relationship with InternetNZ as shareholder.

The monthly report should contain information that is relevant to the sound stewardship of .nz such as:

• performance data from the SRS (e.g. system availability, performance times for key transactions)

• performance data from the DNS (e.g. server availability, performance stress testing, zone push data)

• active number of domain names and trends

• registrar issues – number, authorizations/deauthorisations, sanctions

• policy issues – new second level domains etc

• DRS issues

• other operational issues.