Board of Trustees Meeting Minutes - 10 January 2003 [Archived]

Teleconference

Attendees:

Trustees:

• John Curran, Chairman
• Scott Bradner, Secretary
• David Conrad, Trustee
• Lee Howard, Treasurer
• Bill Manning, Trustee
• Ray Plzak, President
• Bill Woodcock, Trustee

ARIN Staff:

• Thérèse Colosi, Recording Secretary
• Richard Jimmerson, Director of Operations
• Bob Stratton, Director of Business

ARIN Counsel:

Dennis Molloy, ARIN Counsel

Chairman of the Board, John Curran, called the meeting to order at 5:05 p.m. EST. The presence of a quorum was noted, with David Conrad and Bill Woodcock not present on the call.

1. Agenda Bashing
2. Election of Officers
3. Formal Approval of Board of Trustees Minutes
4. November 17, 2002
5. November 25, 2002
6. Discussion of Maintenance Fees
7. Schedule date of Board of Trustees meeting in San Francisco, CA
8. Procedure for the appointment of an ASO AC ARIN-region representative
9. 2003 Budget Approval
10. Any Other Business
11. Adjournment

1. Agenda Bashing

The Chair called for any comments on the agenda and Ray Plzak proposed that the Board may want to draft a procedure similar to item number 6 for the ARIN Advisory Council. All agreed to incorporate this into the agenda.

2. Election of Officers. Three positions were up for election: Chairman, Secretary and Treasurer.

Ray Plzak nominated John Curran for Chairman and this was seconded by Scott Bradner. At this time, 5:06 p.m. EST, David Conrad and Bill Woodcock joined the call. They were updated on what was taking place. John Curran then accepted the nomination. A roll call vote was taken, with John Curran abstaining, and the motion carried.

Lee Howard nominated Scott Bradner for Secretary and this was seconded by Ray Plzak. Scott accepted the nomination. The Chair thanked Scott for his past efforts and expressed his appreciation. The Chairman called the vote. A roll call vote was taken, with Scott Bradner abstaining, and the motion carried.

Scott Bradner nominated Lee Howard for Treasurer, and this was seconded by David Conrad. Lee accepted the nomination. Ray Plzak expressed his appreciation to Lee for his efforts as Treasurer. The Chairman called the vote. A roll call vote was taken, with Lee abstaining, and the motion carried.

3. Formal Approval of Board of Trustees Minutes

Scott Bradner, acting as Secretary of the Board, moved that the ARIN Board of Trustees adopt the minutes of the November 17, 2002 meeting as written. This was seconded by Lee Howard. A roll call vote was taken. The motion passed unanimously.

Scott Bradner, acting as Secretary of the Board, moved that the ARIN Board of Trustees adopt the minutes of the November 25, 2002 meeting as written. This was seconded by Ray Plzak. A roll call vote was taken. The motion passed unanimously.

4. Discussion of Maintenance Fees

Ray Plzak led the discussion. It was the sense of the Board that since there was community support at the ARIN Public Policy Meeting in Eugene, OR (during the discussion of finances and fees) the Board would adopt the fee change, and it could be further discussed at the ARIN Public Policy Meeting in April in Memphis, TN. This announcement would also be posted to the mailing list for any discussion.

Ray Plzak moved that the ARIN Board of Trustees change the maintenance fee from $30.00 annually to $100.00 annually to become effective July 1, 2003. This was seconded by Lee Howard.

Bill Woodcock then suggested amending the motion to consolidate all maintenance fees into one maintenance fee. Ray Plzak withdrew the motion in favor of re-introducing the motion upon the Board’s consensus of what the fee would encompass. The Chair recognized the motion withdrawn.

The Chair called for any objections to establishing a consolidated maintenance fee. There were no objections. The Board noted no objection to this amendment by consensus. Ray Plzak then re-introduced his motion that the ARIN Board of Trustees change the maintenance fee from $30.00 annually, and establish a consolidated maintenance fee of $100.00 annually to be effective July 1, 2003. It was the sense of the Board that no vote needed to be taken. Ray Plzak will announce the fee change.

5. Schedule date of the Board of Trustees Meeting in San Francisco, CA

Scott Bradner requested tabling this item until he could gather more information on the schedule of the IETF meeting. It was agreed that this item would be coordinated on the Board list.

6. Procedure for the Appointment of an Interim Member of the ASO AC ARIN Region representative

The proposed draft procedure is included as Exhibit A .

Bill Woodcock and Ray Plzak suggested new language for the procedure, presented as Exhibit B . Scott Bradner, acting as Secretary of the Board, moved that the ARIN Board of Trustees adopt the Procedure for the Appointment of an Interim Member of the Address Supporting Organization Address Council from the ARIN Region as modified. This was seconded by David Conrad. A roll call vote was taken and the motion carried unanimously.

Ray Plzak then reminded the Board that the ARIN AC needed to appoint a member, and proposed that a similar procedure be applied to the ARIN AC for this task. It was the sense of the Board that this issue could be discussed in a future meeting.

7. 2003 Budget Approval

Lee Howard presented the proposed budget for 2003.

Lee Howard, acting as Treasurer of the Board, moved that the ARIN Board of Trustees adopt the Budget for Fiscal year 2003 as presented. This was seconded by Scott Bradner. A roll call vote was taken, and the motion passed unanimously.

At this point, 5:45 pm EST, David Conrad needed to leave the call.

8. Any Other Business

Ray Plzak discussed the appointment of the interim member of ASO AC. He stated that the next regularly scheduled election would be in mid-October, and that an ASO AC Workshop will take place this month in Amsterdam. The Chair suggested five (5) business days to send nominations to mailing list. All were in agreement. Ray also stated that if someone from the ARIN AC was is chosen, they must resign from the ARIN AC in order to fill the position on the ASO AC. This would be done to preclude any conflict of interest. After further discussion, it was decided that the deadline for the Board nominations would be set for 3:00 p.m. EST, Monday, January 13, 2003.

9. Adjournment

The Chair entertained a motion to adjourn at 5:50 p.m. EST. Scott Bradner moved to adjourn and this was seconded by Bill Manning. All were in favor and the motion passed unanimously.

EXHIBIT A

Procedure for the Appointment of an Interim Member of the Address Supporting Organization Address Council from the ARIN Region

In the event that one of ARIN-elected positions on the Address Supporting Organization (ASO) Address Council (AC) is vacated before the end of the term for that position, shall be used by the ARIN Board of Trustees (the Board) to select an individual to fill that position until the next regularly scheduled ARIN ASO AC election. At that time, the remaining term of that position will be open to the general election process.

1. When there are runner-up nominees from the previous ASO AC election who received at least 5% of the total votes cast, the Board will ask the runner up with the highest number of votes if they are willing to serve out the term until the next regular election. The Board may continue down the list of candidates, in order of highest number of votes and still within the 5% category, until a replacement is found.

2. When there are no eligible candidates from the prior election, the Board will reconvene the previous Nomination Committee and ask for their recommendations in the form of a candidate slate. These names will be added to those recommended by members of the Board. If necessary, in order to evaluate a candidate, a curriculum vita will be requested. Once the Board has determined its short list of interested candidates, by majority vote, the Board will appoint an interim representative.

EXHIBIT B

Procedure for the Appointment of an Interim Member of the Address Supporting Organization Address Council from the ARIN Region

In the event that one of the ARIN-elected positions on the Address Supporting Organization (ASO) Address Council (AC) is vacated before the end of the term for that position, the following procedure may, at the option of the ARIN Board of Trustees (the Board), be used to select an individual to fill that position until the next regularly scheduled ARIN ASO AC election. At that time, the remaining term of that position will be open to the general election process.

1. When there are runner-up nominees from the previous ASO AC election who received at least 5% of the total votes cast, the Board will ask the runner up with the highest number of votes if they are willing to serve out the term until the next regular election. The Board may continue down the list of candidates, in order of highest number of votes and still within the 5% category, until a replacement is found.

2. When there are no eligible candidates from the prior election, the Board may, by majority vote, appoint an interim representative.