ASO AC Teleconference 11 December 2008

AC Attendees:

• Jean Robert Hountomey, JRH : AfriNIC
• Vincent Ngundi, VN : AfriNIC
• Alan Barett, AB : AfriNIC
• Kenny Huang, KH : APNIC
• Tomohiro Fujisaki, TF: APNIC
• Louis Lee : ARIN (Chair)
• Martin Hannigan, MH : ARIN
• Jason Schiller, JS : ARIN
• Sebastian Bellagamba, SB : LACNIC
• Hartmut Glaser, HG : LACNIC
• Francisco Obispo, FO: LACNIC
• Dave Wilson, DW : RIPE
• Hans Petter Hollen, HPH : RIPE

Secretariat:

• Ernest Byaruhanga, EMB : AfriNIC
• Lillian Sharpley, LS : AfriNIC

Observers:

• Einar Bohlin, EB : ARIN
• Richard Jummerson, RJ : ARIN
• Nate Davis, ND : ARIN
• Raul Echebberia, RE : LACNIC
• Fergal Cunningham, FC : RIPE NCC
• Nick Hyrka, NH : RIPE NCC
• Filiz Yilmaz, FY : RIPE NCC
• Naresh Ajwani, NA : APNIC AC member elect.

Apologies:

• Leo Vegoda, ICANN
• Olof Nordling, ICANN

Absent:

• Hyun-Joon Kwon, APNIC
• Kenny S. Huang, APNIC

Draft Agenda

1. Welcome
2. Agenda review
3. Approval of the minutes for the 17 Nov 2008 meeting
4. Review of Open Action Items
5. ICANN Nominations
6. Update of the ASO AC Operating Procedures
7. ASO Website review
8. Global Policy Proposal for ASNs
9. Global Policy Proposal for Remaining IPv4 Address Space
10. RIR Boards’ Visions for the ASO AC
11. AC Chair Election
12. 2009 ASO Work Plan
13. 2009 AC Meetings
14. Updates from RIR meetings since last meeting
15. Thank You(s)
16. AOB
17. Adjournment

1. 1. Welcome.

      The Chair welcomed participants and started the meeting at 1309UTC. He asked if Naresh Ajwani, the AC elect for the APNIC region was on the call, and mentioned that he had planned to officially welcome Naresh during this meeting. Naresh was not yet on the call. The Chair said he will be looking forward to hear from Naresh when he joins the call.

   2. Agenda review.

      The Chair reviewed the agenda, and asked if anyone had any comments. There were none. MH asked about the observers present, and EMB read out the present observers to the meeting.

   3. Approval of the minutes from the 17 Nov 2008 meeting

      The Chair asked if all comments received on the mailing list were incorporated, other than that of changing the RIPE NCC association to RIPE for the AC members from the RIPE region, which the Chair noticed was not yet done. EMB mentioned that all comments, including that specific change, were all incorporated.

      The Chair called for a motion to approve the minutes of the 17 Nov 2008 meeting as published on the AC website. MH proposed the motion and KH seconded. There were no objections. The motion was carried, and the Chair asked the Secretariat to change the status of the minutes from ‘DRAFT’.

   4. Review of Open Action Items

      Action: #0808-02
      The Chair to seek approval from the NRO EC for adoption of the procedure to select the AC Representative to the ICANN Nominating Committee into the AC Operating Procedure.

      The Chair mentioned that he mistakenly thought he had originally sent the document, which was not the case. He mentioned that it was since sent recently to the EC, and is awaiting feedback and comments. He asked for any questions but there were none. The Chair said this item will be carried onto the 2009 AC work plan.

      Action: #0808-03
      The secretariat to post the procedure for the selection of the AC Representative to the ICANN Nominating Committee on the website after approval received from the NRO EC.

      The Chair mentioned that this is still awaiting the EC approval before the Secretariat can post it to the AC website.

      Action: #0808-04
      The secretariat to ensure the following regarding the proposed documents page:

      • add tabs for minutes and draft documents.
      • ensure compatibility with non javascript browsers.

      The Chair called on the Secretariat to comment on this action item. EMB mentioned that this is not done, and will be handed over to the next Secretariat, RIPE NCC, on 15 December, who will take care of this and other pending issues with the AC website. The Chair asked for questions but there were none.

      Action: 1117-01
      Secretariat to change the status of the 0807 TC from DRAFT.

      The Chair mentioned that this action item is completed.

      Action: 1117-02
      Chair to follow up on “Action Item 0808-02” with the NRO EC Chair (Paul Wilson).

      The Chair said that he emailed Paul Wilson, and no feedback has been received yet.

      Action: 1117-03
      Secretariat to create nomcom mailing list and subscribe the members selected during the meeting.

      The Chair mentioned that this action item is completed. MH confirmed that the mailing list is already active.

      Action: 1117-04
      The Chair to request that AfriNIC & RIPE NCC start the transfer of secretariat responsibilities immediately and conclude this process by December 31st.

      The Chair mentioned that this action item is completed. He said that if anyone has any comments or would like to have additional information, they may contact the Secretariat.

   5. ICANN Nominations

      MH mentioned that the nom-com suggested to do interviews at the next ARIN meeting, along with a possible AC face-to-face meeting. The Chair said he would need to request approval from the EC for a face-to-face meeting. The Chair asked the Secretariat if the “nominations” alias had been created. EMB said it is already created, and would verify after the meeting.

      MH said that Sec 7.4.1 of the MoU requires the AC to define timelines and dates for nominations procedure, and asked if he should email this information to the list, or read it out. The Chair said MH can email it, unless there is something else the AC needs to know. MH said he will read it in summary anyway, and wondered if there is a need for a possible vote during this meeting to determine timelines and dates. He mentioned that the nominations period starts on 28th December 2008 and that the voting ends on 17 May 2009.

      The timeline as called for under Section 7.4.1 of the MoU is as follows:

      Phase	Days	Start Date	End Date	Comment
      Nomination	60	24 DEC 08	22 FEB 09	COMMENCED
      Comment	30	22 FEB 09	24 MAR 09
      Interview	30	24 MAR 09	24 APR 09	Encompases written, telephonic, and in-person
      Written		24 MAR 09	18 APR 09	Responses sent to SEC
      Telephonic		21 APR 09	24 APR 09	Teleconference with WG arranged by SEC
      In Person		28 APR	29 APR	3 Candidates Face to Face
      Selection	14	03 MAY 09	10 MAY 09
      Deliberations		03 MAY 09	10 MAY 09	Part of Selection Phase
      Voting		10 MAY 09	17 MAY 09	Part of Selection Phase

      [# JRH disconnected at 1321UTC]

      MH mentioned that the relevant dates for the interviews are between 24 April 2009 and 28 April 2009, and said there is a need to start the process on 14th December with the nominations announcement. He said the process should generally end on 28 May 2009

      [# JRH rejoined at 1322UTC]

      The Chair asked if the someone can do a quick motion to accept the schedule and timelines as suggested by MH.

      DW – proposed a motion to accept timelines. JRH seconded. The Chair asked JRH if he actually heard the timelines as mentioned by MH, since he was out of the teleconference during that time. MH said JRH probably knows them already, since he is on the working group. There was no opposition to the motion, and it was carried.

      The Chair asked if anybody else has questions on the ICANN nominations issue and there were none.

   6. Update to the ASO AC Operating Procedures

      The Chair said he sent a follow-up to Paul Wilson about the letter on 01 Dec, but has not yet received a response.

      He also said that he has yet to see a draft of PPFT review template for reviewing the Global Policy Proposals sent from the NRO EC.

      The Chair mentioned that this item will carry over into the 2009 AC work plan. RE advised the Chair to send an email to Paul Wilson with a reminder about the items pending a response from the EC. The Chair asked if the reminder should be sent to the entire EC, or just to Paul. RE said it can be sent to Paul, and said that he will commit to try to finalize those issues as soon as possible. The Chair asked RE if he expects the EC to meet before next AC meeting. RE said that there is no meeting planned, but said that any if there are any urgent issues requiring the attention of the EC, they can schedule a meeting.

      The Chair asked if there were any other comments, and there were none.

      Action: 1211-01
      The Chair to send a message to the NRO EC Chair with a list of items pending a response from the EC.

   7. ASO website review.

      The Chair asked the Secretariat to comment on this agenda item. EMB said that as mentioned before, the maintenance of the AC website will be passed on to RIPE NCC after the handover of this function on the 15 December 2008. The Chair mentioned that the list of the AC members on the website needs to be updated urgently, preferably before the next teleconference, and called for a motion for the secretariat to update the list of the AC members before 15 Dec 2008.

      HPH proposed the motion for the secretariat to update the list of the AC members on the ASO website by 15 December 2008. JRH seconded, and there was no opposition. The motion was carried, and the Chair asked EMB to record it as an action item:

      Action: 1211-02
      The Secretariat to update the list of AC members on the ASO AC website before 15 December 2008.

   8. Global Policy Proposal for ASNs

      The Chair mentioned that this was completed. He called for questions or comments and there were none.

   9. Global Policy Proposal for Remaining IPv4 Address Space

      The Chair said that the proposal from NRO EC has been received, and that the next step to submit it to ICANN. He said he saw an email from JS about the GPP, and mentioned that the PPFT members can review the process as written by JS.

      The Chair also said that any observers may review the draft until a final report is ready. He said that he hopes by the next meeting, a vote can be made to accept this as a final report. He asked for any thoughts and comments from the meeting. DW mentioned that there will be feedback from him in the next few days. The Chair said that a letter of advice to ICANN about this proposal is needed. He suggested that the PPFT should draft it, so that it can be ready to be sent to ICANN by next AC meeting.

   10. RIR Boards’ Visions for the ASO AC

       The Chair referred to the message from AB about AfriNIC board’s vision for the ASO AC. AB said he sent the email about AfriNIC board thoughts to the list, and there were discussions on the mailing list about the issue. The Chair asked AB if he can summarize what the AfriNC board suggested.

       AB said the AfriNIC board felt that the AC should hold at least one face-to-face meeting per year, shouldn’t be involved in policy creation except under the ICANN MoU exception of Global Policy Proposals, and that the same members of the ASO AC also in the NRO NC could have a larger role to play in general policy development.

       The Chair asked for feedback from other RIR boards. MH said that the ARIN board suggested that the AC should only follow the guidelines for their scope of work as defined in the MoU.

       The Chair asked the meeting if the AC tasks are clear based on what has been mentioned so far. He said the purpose of asking the board is to find the thoughts about what the NRO NC should do outside the ASO MoU.

       RE said that speaking on behalf of LACNIC, he will add this to the agenda for the next board meeting, and will let AC know what the board discusses about this issue. He said he however doesn’t think the AC should do something different other than what is defined in the MoU. HPH said it will be interesting to hear the outcome of this discussion.

       The Chair asked for any further thoughts. HPH said he has some ideas to contribute later during the AC 2009 work plan discussion.

       TF said he sent something from the APNIC board to the AC list – and said that the APNIC board would like the AC to focus on the global policy implication of the exhaustion of IPv4 address space. The Chair inquired if APNIC board is asking for any advice about this. TF all the board wants is the AC to consider looking at the global implication of the IPv4 address space exhaustion. HPH said this has been noted, and that it will be added to the draft 2009 work plan.

       [#RB joined at 1346UTC]
       [#NA joined at 1347UTC]

       The Chair welcomed Naresh (NA) to the meeting.

       The Chair asked for any other thoughts on the RIR boards vision and there were none.

   11. AC Chair Election

       The Chair thanked LS for starting the process on the mailing list, and said there is one nomination so far, for Louie Lee, and that his support has been sent to the list by several AC members. He said he already accepted the nomination. He stated that the nomination period ends on 14th December and that anyone else interested should send their nomination quickly.

       The Chair noted that eligible voters are the 2009 ASO AC members and that it is better to open polls not earlier than January 1st 2009. He said the poll can go up to 1 week until January 7th 2009, and that there is a need to consider when the January teleconference will happen – most likely in the 2nd or 3rd week.

       He then asked for any thoughts. JS asked whether there will be online voting, and when it will be available. LS said that AfriNIC will install and avail an online voting platform before final transition of the secretariat duties to RIPE NCC. HPH said there was a 2 week learning curve with several issues for the system setup last year.

       [#RB joined at 1352UTC]

       The Chair agreed with HPH said that he prefers to use the same platform that was setup last year, since the AC has used it already and is comfortable with it.

       EMB said that that the secretariat was looking at installing the same platform used last year, as well as other open source options, but will do as the AC decides. The Chair asked if anyone opposed to the system used last year. DW said he is happy with the system used last year, and is happy to have it tested weeks before. The Chair asked if anyone is opposed to using the voting software used last year and there was none, and he advised the secretariat to go ahead and install the same software used by the AC last year.

       The Chair called for a motion to establish the timeline of the polls.

       DW suggested that the election be done from 1st to 7th of January 2009 and that the next meeting should be scheduled after that.

       The Chair said that the Secretariat would have a few days to announce the winner – usually 3 calendar days, assuming that all 15 votes are cast well before that, and the polls are closed so that the winner can be announced.

       HPH said the 8th of January looks OK but there is a need to be reassured that there will be quorum on that date, based on last year’s experience. The Chair advised about having a meeting during the week of 12-16th January 2009.

       DW proposed a motion to conduct the AC chair voting from 1-7 January 2009. AP seconded and there were no objections. The Secretariat conducted a vote for this motion, with 13 votes in favour and none against. The motion passed unanimously. The Chair asked all to vote early.

       NA asked if he is eligible to vote. The Chair said NA is eligible to vote, because polls open on Jan 1st 2009 when his term starts. The Chair said that NA can even become Chair if he wants to be nominated.

   12. 2009 ASO Work plan

       The Chair asked if the mailing list is working, or if there was a test to confirm that the list is working. HPH confirmed that it is working, and that there has been a lot of work done on the list so far. The Chair asked for more feedback.

       HPH said that the work plan was created on his wiki and several members contributed to it. He said that it was circulated to the mailing list, with a draft on the table for discussion if anyone is interested.

       The Chair asked if anyone ready to add to it the draft, and said there will be a need to hold a vote in January. HPH went through the work plan and talked about the main items. He mentioned the time schedule on the ICANN Board election process, review of the ASO in the ICANN framework, the return of IPv4 legacy address space and the role of NRO NC. He said that no items from 08 work plan have been included in the 2009 draft yet.

       The Chair proposed that the AC make a proposal during the work plan discussion, for items outside the scope of the AC that should be defined in the draft work plan of the NC, and then send the proposal for discussion, and later to the EC for advice on what direction to take outside the AC scope. He mentioned that there were some items taken off work plan last year because there were outside the AC scope.

       The Chair asked if there were any other issues, and hoped that ASO AC members will review the work plan and will be ready to vote on it in the January 2009 meeting.

   13. 2009 AC Meetings

       The Chair mentioned that this item was here to focus mainly on the January 2009 Teleconference.

       He mentioned that the general plan is to look at the meeting schedule of the RIRs and ICANN, and if interested, to see if there are other meetingsto work around, like NANOG or IGF. He also said the AC needs to talk about a possible face-to-face meeting.

       [#VN rejoined at 1409UTC]

       JS asked if there is need to change the time of the meetings to the RIPE NCC schedule. HPH also said that mail sent to the list had a link to the meeting schedule, and said the dates in there are the 1st Thursday of every month, and is yet to identify any conflicts. The Chair said that major holidays have been identified in the past, and that this should be done again this year. HPH said he can add European holidays.

       [#VN rejoined at 1411UTC]

       The Chair said he does not know Lunar new year by memory, but HPH thinks it is January 26 2009, and the European metro holiday would be 3 weeks before that. He asked if Thursday works out for everyone. He asked the RIPE NCC observers if this works out well for the RIPE NCC as the Secretariat, especially the timing.

       The Chair mentioned that he would not mind extending it by 1 hr ahead, since 1300UTC is 5am for him in California, and asked if it is OK for others. UNKNOWN said that in other times zones, the current timing, as well as the previous timing is a lot easier. The Chair asked to keep the time at 1300UTC and will look for another analysis in the mean time.

       NH said there would not be a problem to switch back to the old time which seemed to suit everyone just fine. The Chair suggested sending such an idea to the list so that other folk on the list that were not on the call can discuss it. MH mentioned that the final decision is going to depend upon the secretariat and the chair, since these two are needed to be in a convenient time zone for the meetings to happen efficiently.

       The Chair asked if anyone on the call has objection with moving to the old timing. JS asked if the AC can vote about the time using the online voting platform.

       On the issue if the face-to-face meeting, the Chair asked if, aside from the interview of the ICANN board member candidates, there are other things that would have to be accomplished at a face-to-face meeting that are part of the work plan. He said that the interview itself is one of the most important reasons for doing the face-to-face meeting, but said interviews have been conducted by the nominations committee in the past, not the full AC.

       HPH stated that the objectives of face-to-face meeting as stated in the MoU are Global Policy, selection of candidates for the ICANN board seat and procedures for the ASO AC work plan. He said that the AC should look at these objectives therefore and decide which of those will be handled at the face-to-face meeting.

       AB said that one reason why the AC needs to meet physically is because the MoU says so. HPH said there is no such reference in the MoU, and said that this is in the operating procedures document. UNKNOWN mentioned that the EC previously gave the AC an opportunity to meet twice a year by funding the meetings, but this was reduced to one meeting effective last year. He said that the EC requires an agenda for justification of a physical meeting.

       UNKNOWN said the physical meeting is a good idea, and that the election and Global Policy are good agenda items to justify a meeting this year. RE said that the EC is supportive of AC face-to-face meetings, and doesn’t want meetings that are not well attended, and said that the two meetings were never well attended, and this is one of the reasons the EC cut the frequency to one meeting. RE mentioned that regarding the venue, if the face-to-face meeting is held with one of the objectives being an ICANN board election interview, then venue options will be limited.

       The Chair mentioned that ARIN meeting times will change from 2010 – and there will be 3 meetings a year, one in each of the 3 sectors in the ARIN region – 1 in the Caribbean Sector, 1 in the Canadian Sector, and 1 in the US sector. He said there won’t be an ARIN meeting in April with effect from 2010.

       HPH asked if the suggestion from RE is OK with the others. MH suggested that for simplicity, there is no need to hold a physical meeting at the same time as the face-to-face interviews. He also said that generally, RIR meetings are not conducive to ASO AC meetings, because fellow RIRs expect the AC members to be in meetings all the time. He said that AC activities can be done before or after the RIR meeting.

       SB said that the best place to hold physical AC meeting is the ICANN meeting, where there seems to be more flexibility. He said that based on the official timeline from MoU, there is need to hold a face-to-face meeting before the 3rd of May 2009 and that this is when ICANN board selection must be concluded. He said that this is the reasoning behind using the ARIN meeting for this interview.

       MH asked if the AC actually wants to hold a face-to-face meeting during the ARIN meeting. He asked if the two activities should be linked, or if they should be held at different times and places. The Chair asked the AC members if they are OK with not linking the two activities.

       MH said that if a face-to-face meeting is at the same time as an RIR meeting, then during policy discussions, the AC members won’t be available to their communities. RE said that the AC meeting can be held one day before or after, and that there are some options to make it work well. He also said that one cannot sure if all are free during an ICANN meeting.

       The Chair said the AC meeting can be one day after or before but not during active sessions in an RIR meeting. JS invoked the Chair to ask if there are any objections to hold the meeting before or after one of the RIR or ICANN meetings. SB said he prefers the RIR meetings as there is much closeness to the community, and said he likes the concept of one day before or after. RE proposed the 29-30th May 2009 LACNIC meeting in Panama City. The Chair asked if he will be able to attend, and RE said yes.

       VN said he supports the idea of meeting at an RIR meeting, but after the meeting, so that anything coming in during the meeting can be added to the AC meeting agenda. HPH asked if a motion that the AC meets one day after an RIR meeting can be proposed and vote on.

       The Chair said that if this motion passes, it will be voted on again during the 2009 AC meeting. The Chair suggested a roll call vote. RE said options about a specific date can be made and decisions taken at the next AC meeting.

       [# FO rejoined at 1344UTC]

       The Chair asked for someone to suggest a motion that the AC plan for a face to face meeting during the LACNIC meeting of the 29 to 30th May 2009 in Panama City. HPH moved the motion and SB seconded. JS said he will not be able to make it at that date, but is not necessarily opposed. The motion was carried and the Chair said that it will be necessary to propose a discussion for information gathering on the mailing list.

       Regarding the January 2009 Teleconference, the Chair mentioned that 1st Thursday is not possible because it is January 1st, that the 2nd Thursday might be problematic due to Chair elections, but that the 3rd Thursday, the 15th might be best. He asked when the January meeting can therefore be held. DW asked if there would be any impact on any of the processes like the ICANN board election or others if any of these dates are chosen.

       MH said that on the Global policy, the AC can vote to have the task completed by 1st Feb 2009. He said there is no impact on the proposed dates to the ICANN board election timetable. JS said that the global policies are usually done in 30 days. The Chair said that this activity is crossing over the new year and holiday season, and that there are 45 days, and the proposal received from the NRO EC will be received in 1 month. JS said there is until Feb 5th 2009 to complete this.

       [# JRH – rejoined at 1454UTC]

       The Chair said he sees no issues with doing a vote on the Global policy in January 2009. He asked if the 8th or 15th January should be considered for the next AC meeting. DW said he prefers going for 8th, but the chair election will be just completed, and that there may not be quorum.

       [# RB – rejoined at 1455 UTC]

       MH said that the AC should also consider that there will be electronic voting as well. He said that if the Chair election result is announced immediately after the election, before the 8th, then there would not be a problem with having a meeting on that date. The Chair asked if secretariat can announce chair election results early. EMB said that would be done. JS asked if the meeting will be at 1300UTC. The Chair said the meeting will be at 1300UTC.

       The Chair asked for a motion to have the next AC meeting on the 8th January 2009. The Chair asked if DW wants to modify proposal to include the time. AB said if the case arises that there is no clear winner, and a second round is needed, the date of the meeting would have to be changed. AB however said he supports 8th Jan 2009 and can adjust if the date changes.

       DW proposed a motion that there should be an AC meeting on 8th of Jan 2009 at 1300UTC. AB seconded. None opposed. The motion was carried.

   14. Updates from RIR meetings since last meeting

       MH excused himself for business reasons.

       The Chair said that LS posted an update to the mailing list and called for the AC members if there is any update. VN gave a quick update about the AfriNIC-9 meeting, and referred all to the email update just posted on the list for more information

   15. Thank You(s)

       The Chair thanked all AC members that worked so hard this year for the AC work, was grateful for support received as the Chair, and said if elected again, he will continue his work and improve upon it. He also thanked Hyun-Joon Kwoon for service to the AC whose term ends this year. He also thanked Ray for his advisory role.

   16. AOB

       JRH said that in December 2006 there was an email from SB about the ICANN reviewing the work of the AC. The Chair said he doesn’t believe the AC will be reviewed since it is under MoU. He said that anything related to the AC work would be reviewed in the MoU.

       The Chair also said that on some occasions during the ICANN meeting, he has been asked to talk about the AC on various matters on some panels without ample notice of what is to be discussed. He said he hopes that they will let him know what the discussion topics are in future at significant notice.

       DW thanked the Chair and co Chair for the work done.

   17. Adjournment

       JS moved to adjourn the meeting and VN seconded. None opposed. The Motion was carried, and the Chair adjourned the meeting at 1511UTC

       • add tabs for minutes and draft documents.
       • ensure compatibility with non javascript browsers.
       • add tabs for minutes and draft documents.
       • ensure compatibility with non javascript browsers.

Open Action items

Action: 1211-01
The Chair to send a message to the NRO EC Chair with a list of items pending a response from the EC.

Action: 1211-02
The Secretariat to update the list of AC members on the ASO AC website before 15 December 2008.

Action: #0808-02
The Chair to seek approval from the NRO EC for adoption of the procedure to select the AC Representative to the ICANN Nominating Committee into the AC Operating Procedure.

Action: #0808-03
The secretariat to post the procedure for the selection of the AC Representative to the ICANN Nominating Committee on the website after approval received from the NRO EC.

Action: #0808-04
The secretariat to ensure the following regarding the proposed documents page:

Last modified on 29/01/2020