Board Meeting No. 142

9-10 November 2018

Venue
Meeting Room 1, 7th Floor
Bangkok Marriott Marquis Queen’s Park
Bangkok, Thailand

Note: The Board may invite particular individuals to participate in any session (e.g., as presenters) as needed.

Internet Society Board of Trustees Meeting #142

Agenda

Times on this agenda are listed in UTC for the benefit of remote participants and observers in different regions.

Friday, 9 November

Open to Observers Session

01:45–01:49       
1. Welcome, Apologies and Declaration of Conflicts–G. Camarillo (4 mins)

01:49–01:53       
2. Document resolutions approved by e-vote since board meeting #141–J. Levine (4 mins)

Resolution 2018-XX: Approve the minutes of the 141st Board meeting
RESOLVED, that the minutes of the 141st meeting of the Board of Trustees, held in Panama City on June 30-July 1 2018 are approved.

Resolution 2018-XX: Appoint the Executive Committee
RESOLVED, that the Board creates an Executive Committee and as appoints as members, Kathy Brown (President & CEO), Sean Turner (Treasurer), John Levine (Secretary) and Gonzalo Camarillo (Chair of the Board) who serves as chair of the committee.

Resolution 2018-XX: Create the IETF Administration LLC
WHEREAS, the Internet Society has since its creation supported the Internet Engineering Task Force (the “IETF”), and
WHEREAS, the Internet Society and the IETF desire to more clearly define the relationship between the Internet Society and the IETF,
RESOLVED, that the Internet Society authorizes the creation of IETF Administration LLC (the “LLC””) with the Internet Society as its sole member, and
RESOLVED, that the Internet Society authorizes its CEO to sign the Limited Liability Company Agreement of IETF Administration LLC, as presented, and
RESOLVED, that the Internet Society authorizes its CEO to sign the Transition and Shared Services Agreement between the Internet Society and the LLC as presented, and
RESOLVED, that the Internet Society is hereby authorized to perform all of its obligations under the foregoing agreements, and
RESOLVED, that CEO and the management of the Internet Society are authorized to take such further actions as may be necessary or desirable to carry out the transactions contemplated by and the intent and purposes of the foregoing resolutions.

Resolution 2018-XX: Election of President
RESOLVED, that Andrew Sullivan was elected President of the Internet Society by secret ballot. The tally was 12 votes for Andrew, no abstentions.

Resolution 2018-XX: Approve Governance Committee guidance to the Nominations Committee
RESOLVED, that the ISOC Board of Trustees approves the Governance Committee Guidance, as presented, to the 2018-2019 Nominations Committee.

Resolution 2018-XX: Appoint members of the 2018-2019 Elections Committee
RESOLVED, that Hans Peter Dittler, Sean Turner, Sivasubramanian Muthusamy, and Ted Hardie be appointed as members of the 2018-2019 ISOC Elections Committee chaired by Walid Al-Saqaf.

Resolution 2018-XX: Approve the Elections calendar
RESOLVED, that the ISOC 2018-2019 ISOC Elections Timetable is approved as presented.

Resolution 2018-XX: Appoint members of the 2018-2019 Nominations Committee
RESOLVED, that Desiree Miloshevic, Hiroshi Esaki, John Levine, Robert Pepper, Rob Evans, Beatriz Rodriguez, Chris Wood, and Peter St. Andre be appointed to the 2018-2019 ISOC Nominations Committee, chaired by Glenn McKnight.

Resolution 2018-XX: Appoint a member of the IETF LLC
RESOLVED, that Sean Turner is appointed to the board of the IETF LLC for a term of three years.

Resolution 2018-XX: Approve records retention policy for board e-mail list archives
RESOLVED, that staff is directed to retain archives of board and board committee e-mail lists according to the ISOC records retention policy for general correspondence.

Resolution 2018-XX: Approve Governance Committee guidance to the Nominations Committee
RESOLVED, that the ISOC Board of Trustees approves the Governance Committee Guidance, as presented, to the 2018-2019 Nominations Committee.

Resolution 2018-XX: Appoint members of the 2018-2019 Elections Committee
RESOLVED, that Hans Peter Dittler, Sean Turner, Sivasubramanian Muthusamy, and Ted Hardie be appointed as members of the 2018-2019 ISOC Elections Committee chaired by Walid Al-Saqaf.

Resolution 2018-XX: Approve the Elections calendar
RESOLVED, that the ISOC 2018-2019 ISOC Elections Timetable is approved as presented.

Resolution 2018-XX: Appoint members of the 2018-2019 Nominations Committee
RESOLVED, that Desiree Miloshevic, Hiroshi Esaki, John Levine, Robert Pepper, Rob Evans, Beatriz Rodriguez, Chris Wood, and Peter St. Andre be appointed to the 2018-2019 ISOC Nominations Committee, chaired by Glenn McKnight.

Resolution 2018-XX: Appoint a member of the IETF LLC
RESOLVED, that Sean Turner is appointed to the board of the IETF LLC for a term of three years.

Resolution 2018-XX: Approve records retention policy for board e-mail list archives
RESOLVED, that staff is directed to retain archives of board and board committee e-mail lists according to the ISOC records retention policy for general correspondence.

01:53–01:57       
3. Consent Agenda–G. Camarillo (4 mins)

• Amend the charter of the Nominations Committee
• Appoint a trustee of the IETF Trust

Resolution 2018-XX: Approve Consent Agenda
RESOLVED, that the following items contained in the Consent Agenda were approved and ratified:

Amend the charter of the Nominations Committee

Resolution 2018-XX: Amend the charter of the Nominations Committee
RESOLVED, that Section III of the charter of the Nominations Committee is amended as follows:

“III. Special Conflict of Interest Rules
The Committee shall include at least two members who are neither Trustees nor officers of the corporation. No Committee members may be elected or selected as Trustees in the year during which they sit on the Committee. Note that those elected or selected to serve as trustees during the year will typically start their new term the following year.”

Appoint a trustee of the IETF Trust

Resolution 2018-XX: Appoint a trustee of the IETF Trust
RESOLVED, that John Levine is appointed as a trustee of the IETF Trust for a term of two years.

01:57–02:00       
4. Welcome to Rejuvenated Chapter–G. Camarillo (3 mins)

PURPOSE: To welcome a newly rejuvenated ISOC Chapter.

Resolution 2018-XX: Welcome rejuvenated Chapter
RESOLVED, that the ISOC Board of Trustees warmly welcomes the rejuvenated Colombian Chapter of the Internet Society (ISOC Colombia).

02:00–03:00      
5. Reports from the IETF community (60 mins)

PURPOSE: To receive updates from Chairs of the IETF LLC, the IAB and the IETF.

• IETF LLC update–G. Deen
• IAB workshops and recent IAB outputs–T. Hardie
• Overview of recent new technical work in the IETF–A. Cooper

03:00–03:30      
6. OMAC Co-Chair’s Report–J. Galvin (30 mins)

PURPOSE: To receive a report from the Organization Member’s Advisory Council of the Internet Society.

03:30–03:45     
Break (15 mins)

03:45–04:15      
7. Chapters Advisory Council Steering Committee Report–S. Muthusamy (30 mins)

PURPOSE: To receive a report from the Chapters Advisory Council Steering Committee of the Internet Society.

04:15–04:30     
8. Chapter charter process documents–R. Echeberria (15 mins)

PURPOSE: To record the Board’s receipt and acceptance of documents from staff which define processes for Internet Society chapter formation, rejuvenation and de-chartering.

No resolution required.

04:30-05:30       
9. Presentation on the Internet Society’s work in the Middle East–Middle East Bureau Staff (60 mins)

PURPOSE: To receive a report on Internet Society priorities and programs in the Middle East.

No resolution required.

05:30–06:30      
Break for Lunch (60 mins)

Open to Observers Session (continued)

06:30–06:50       
10. Update on InterCommunity–J. Wood (20 mins)

PURPOSE: To receive a report from staff on plans for the 2018 InterCommunity.

No resolution required.

06:50–07:05       
Break (15 mins)

Move to Closed Executive Session

07:05–07:15       
11. ISOC Nominations Committee update–G. McKnight (10 mins)

PURPOSE: To receive an update on the Nominations Committee’s progress.

No resolution required.

07:15–07:25       
12. PIR Nominations Committee update–O. Cavalli (10 mins)

PURPOSE: To receive an update on the PIR Nominations Committee’s progress.

No resolution required.

07:25–07:55       
13. Board Conflict of Interest policy–G. Camarillo (30 mins)

PURPOSE: To discuss the board Conflict of Interest policy.

07:55–08:25       
14. Board travel policy–G. Camarillo (30 mins)

PURPOSE: To discuss the board travel policy.

08:25–09:10       
15. Future Open Board Forums–D. Miloshevic (45 mins)

PURPOSE: To discuss future Open Board Forums.

09:10-09:30        
16. Discussion of ISOC Records Retention Policy and Board Materials–D. Miloshevic (20 mins)

PURPOSE: To discuss a retention policy for board materials.

09:30-10:00      
17. Any Other Business (50 mins)

10:00       
Board meeting recess until next day.

Saturday, 10 November

Closed Executive Session

02:00–03:00       
17. PIR Report–J. Daley & S. Woolf (60 mins)

PURPOSE: To receive a report on PIR business matters.

03:00–03:10       
Break (10 mins)

Resume in Open to Observers Session

03:10–03:15       
Introduction–G. Camarillo (5 mins)

03:15–03:20       
18. 2019 Public Interest Registry budget–G. Camarillo (5 mins)

PURPOSE: To approve the 2019 Public Interest Registry budget.

PROPOSED RESOLUTION:
Resolution 2018-XX: Approve the 2019 PIR budget
RESOLVED, that the Board hereby approves the 2019 budget of the Public Interest Registry, as presented.

03:20–04:20       
19. Internet Society 2019 Plan–A. Sullivan (60 mins)

PURPOSE: To receive an overview of the 2019 Plan.

No resolution required.

04:20–04:30       
Break (10 mins)

Move to Closed Executive Session

04:30–04:55       
20. Internet Society 2019 Budget–A. Sullivan and S. Spector (25 mins)

PURPOSE: To receive an overview of the 2019 budget.

No resolution required.

Resume in Open to Observers Session

04:55–05:05       
21. Finance Committee report on 2019 budget proposal–S. Turner (10 mins)

PURPOSE: To receive the report of the Finance Committee.

No resolution required.

05:05–05:10       
22. Approve the Internet Society 2019 Plan and 2019 Budget–G. Camarillo (5 mins)

PURPOSE: To approve the Internet Society 2019 Plan and 2019 Budget.

PROPOSED RESOLUTION:
Resolution 2018-XX: Approve the Internet Society 2019 Plan and 2019 budget.
RESOLVED, that the Board approves the Internet Society 2019 Plan and 2019 Budget as documented in the 2019 Plan submission.

05:10–05:15       
23. Contributions to the IETF LLC–G. Camarillo (5 mins)

PURPOSE: To approve Contributions to the IETF LLC.

PROPOSED RESOLUTION:
Resolution 2018-XX: Approve Contributions to IETF Administration LLC
WHEREAS the Internet Society and IETF Administration LLC (“IETF”) are parties to the Limited Liability Company Agreement of IETF Administration LLC dated as of August 27, 2018 (the “IETF Operating Agreement”); and
WHEREAS Exhibit B provides that the Internet Society would contribute to the IETF an amount of money intended to serve as an operational reserve equal to IETF’s budgeted Net Loss for 2019 (as such term is defined in the IETF Operating Agreement) multiplied times three (the “Operational Reserve Contribution”); and
WHEREAS the IETF has recently approved its budget for 2019; and
WHEREAS based on such budget and the terms of Exhibit B of the IETF Operating Agreement, the amount of the Operational Reserve Contribution is computed to be $13.65 million, and
WHEREAS Internet Society will fund $10.4 million of the Operating Reserve Contribution with Internet Society Foundation funding the balance,
RESOLVED, that the Internet Society’s contribution of the Operational Reserve Contribution is hereby approved, with such funds to be sourced as follows: (i) all of the funds remaining from the $1 million designated to the IASA 2.0 process pursuant to Resolution 2017-40; and (ii) the balance to be funded from the Internet Society’s general operating reserve; and
FURTHER RESOLVED, that the Internet Society’s obligation to fund the Operational Reserve Contribution are each subject to the prior approval by the Internet Society’s Chief Financial Officer, or such person’s delegate, of an investment policy for the IETF.

05:15 – 06:15       
Break for Lunch (60 mins)

Open to Observers Session (continued)

06:15–06:25       
24. PIR Nominations Committee call for nominations and timetable – O. Cavalli (10 mins)

PURPOSE: To approve the 2019 PIR board call for nominations and appointment timetable.

PROPOSED RESOLUTION:
Resolution 2018-XX: Approve the call and timetable for the 2019 PIR Director selections
RESOLVED, that the call for nominations for the 2019 PIR Director selections is approved, as presented, and the following appointment timetable is adopted:

Application period begins: 26 November 2018.
Application period ends: 4 February 2019 at 15:00 UTC.
Slate sent to ISOC Board: 22 February 2019.
Board vote on slate: 4 March 2019.
Announcement of selection: 22 March 2019.

06:25–08:45       
25. Any other business (140 mins)

08:45                     
26. Adjournment of Board Meeting #142

Break (15 mins)

Internet Society Foundation Board of Trustees Meeting #2

Agenda of Foundation Meeting is posted on Foundation’s website.

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