Re: [admin-discuss] LLC Board Meeting - February 14, 2024

["Livingood, Jason" <[e-mail]>]

Hope folks can attend. As an experiment, I am pasting below a detailed agenda as well as a draft of the ED's report - maybe this will interest a few more folks in joining our call. ;-)



Jason



Agenda - IETF LLC Board Meeting

Date: February 14, 2024

Time: 1800 UTC



Webex link: https://ietf.webex.com/ietf/j.php?MTID=ma16fc89647f9d62496032ce99db14894

Meeting number (access code): 2439 494 5746

Webex password: 1234





Part I: Public

  *   Jason:  Agenda review & Conflict of Interest declarations (if any)
  *   Michelle: Review e-votes since last meeting
  *   Sean/Jay: Review & approve prior month’s financial statement
  *   Lars: Update on the IETF’s technical work
  *   Jay: Executive Director Report
  *   AOB & Questions from Observers



Part II: Board + Senior Staff

  *   Plan/timing of joint Board/Trust meeting in Brisbane
  *   Update on 119 Plenary Financial presentation
  *   Discuss board retreat
  *   AOB



Part III: Board + ED

  *   Draft ED Goals 2024 for review
  *   Check in on fundraising - status on Q1 commitments
  *   AOB



Part IV: Board Only

  *   AOB



Next meeting: 27 March 2024 at 17:00 UTC



Public Executive Director Report

For the IETF Administration LLC Board meeting on 14 February 2024

1.     Strategic Matters
Risk policy and register

The board is asked to approve the Risk Management Policy and Risk Register.  The Risk Register is expected to be a living document and will be updated at least annually.

ED Goals

A draft of my goals for 2024 is ready for review.  These are covered in the Board/ED section of the agenda.

2.                 Policies
Antitrust

Lead IETF counsel has returned from extended leave and provided feedback on the work that took place during their absence.  This feedback is now being considered.

3.                 Finance
2024 Budget

We have discovered an error in the 2024 budget where the old registration fees were used.  We will be providing a corrected version to the board in due course.

VAT

The French VAT company that owes us money finally made contact with French counsel and proposed a payment plan, including some of our legal fees, to avoid court action.  We have therefore postponed, but not cancelled, our court action and the first instalment of €14,000 has been paid to our French counsel.  The second instalment is due by the end of February.

For IETF 119 Brisbane we have received a private ruling that we are required to collect GST and have therefore begun the process of applying for an Australian Business Number in order to register.  GST is not back-dated in Australia and is limited to Australian residents, which means that once we are registered, we will need to charge it solely for Australian residents registering for IETF 119, whether remote or onsite participants.

Following discussions with our VAT consultants, we will not be applying for PST registration for Vancouver.

Audit

The audit is continuing with no issues to report.

4.                 RFPs and contracts

Nothing to report.

5.                 Meetings
IETF 125 Asia

I will be accompanying the meetings planning team on a site visit to Shenzhen in April.

IETF 119 Brisbane

Onsite registration numbers are well down on previous meetings at this stage and we are not expecting a late surge given the high cost of travel.  Current registration numbers will be provided at the board meeting.


One of the two anticipated co-hosts of the meeting has dropped out leaving us with a funding gap that we are aiming to fill with a local consortium.

6.                 Tools/RPC/RSWG/RSCE
Infrastructure migration

Our infrastructure migration project is well underway and continues approximately to plan.  As a reminder, this is a high risk/reward project that is consuming much of the resources of the Tools Team and will do so until the end of March..


On the linked email migration project, the major upgrade of the mailing list software is due to complete by the time of the board meeting.

7.                 IESG/IAB/IRTF/Trust

Nothing to report.

8.                 Communications/Outreach
Community survey

The annual community survey completed with over 2,000 responses.  Work is underway on the report.

IETF LLC Comms meeting

The second IETF LLC comms meeting was held in January with a positive response to continuing these as regular briefings so they will now be planned and held monthly.

9.                 Fundraising
Planned activities

We will be hosting a small dinner at IETF 119 Brisbane with a foundation that has strong alignment with the IETF.  This reflects our new strategy of focusing on a small set of potentially large donors.

10.            Miscellaneous

Nothing to report


//end//



On 2/7/24, 12:39, "admin-discuss on behalf of IETF Administration LLC Board of Directors Chair" <[e-mail] <mailto:[e-mail]> on behalf of [e-mail] <mailto:[e-mail]>> wrote:





The next monthly meeting will be held on Wednesday, 14 February 2024 at 10:00 PT (18:00 UTC). WebEx and Dial-in information is at the bottom of this message and also at <https://urldefense.com/v3/__https://www.ietf.org/about/administration/llc-board/__;!!CQl3mcHX2A!Ab4V11kefqpvAEgC95F6A4aIDkLPQN1ZiJlWm_UBaUQSenJRZ3ViPh_Bh0QfajdbOWYq-_8h0dBwkXOrldYWTraiDx_v2tVH$ <https://urldefense.com/v3/__https://www.ietf.org/about/administration/llc-board/__;!!CQl3mcHX2A!Ab4V11kefqpvAEgC95F6A4aIDkLPQN1ZiJlWm_UBaUQSenJRZ3ViPh_Bh0QfajdbOWYq-_8h0dBwkXOrldYWTraiDx_v2tVH$> >. The agenda for the meeting can be found on the same page.





IETF LLC Board of Directors meetings are conducted via web/teleconference. Members of the community are welcome to attend certain portions of these meetings as observers. Regular meetings are divided into four sections:





1. Open (to Observers)

2. Board + Senior Staff Only

3. Board + Executive Director Only

4. Executive Session (Board-Only)





Agenda for public portion of February 14, 2024 meeting:

-Agenda review & Conflict of Interest declarations (if any)

-Review e-votes since last meeting

-Review & approve prior month’s financial statement

-Update on the IETF’s technical work

-Executive Director Report

-AOB & Questions from Observers





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