APTLD Board On-line Meeting Logs

Wednesday Feb 11, 2004

Peter Dengate Thrush	09:49:07	hi Peter here
Peter Dengate Thrush	09:50:22	Gree ings all We have apology from Yumi, and possible difficulty for Chris to attend - anyone else?
Chiang Ian	09:50:42	And Vincent will not be here today
Chiang Ian	09:50:53	Shariya will join us later
Chiang Ian	09:51:17	Prof. Qian and Richard told that they will try their best
Chiang Ian	09:51:40	There's no any response from chan-ki
Peter Dengate Thrush	09:52:35	OK Lets begin Can we approve the minutes of the Wellington meetings?
Chiang Ian	09:56:36	Shariya is trying to log in
Peter Dengate Thrush	10:02:12	It will be good to haveShariya according to the constitution, we need 4 board members to have a quorum. How many do we have at present?
Chiang Ian	10:05:09	We might need one more board member. At present, we have you and joanna (vincent). Shariay will join us later.
tso joanna	10:05:19	Good morning Peter, Vincent can't join the meeting, he asked me to proxy for him.
SHZ, .my	10:07:45	Hi everyone. Sorry for joining late....
tso joanna	10:08:06	Goor morning Shariya!
Peter Dengate Thrush	10:09:15	Hi Joanna-welcome "as" Vincent..... Actually, thats a good remoinder of an issue for a bylaw . I ssume most people accept that a board member should be able to appoint a proxy if they can't be present. Might have to make it limited to only one meeting, without consent of the board... Hi Shariya - a good point to arrive at
Peter Dengate Thrush	10:11:44	Well, we now 3....and waiting. While we are waiting, can we have some feedback on arrangements for APRICOT, and our meeting Speakers lined up, attendances sufficient? anyone?
tso joanna	10:12:49	Peter, yes I understand, apology for Vincent because he should have written to the Board instead of to me alone. Vincent will be at the KL meeting, so it won't happend next time :-)
SHZ, .my	10:13:17	Could we add one more item to the agenda -- Peter's previous email on cctld adcom?
tso joanna	10:14:24	second Shariya. We need to add that as ccTLD will be coming to KL in July, and we might need to do some work on that.
Chiang Ian	10:14:27	So far, we have 11 register their attendance to our AGM
Peter Dengate Thrush	10:15:36	SHZ - yes -I thought it was on... Ian -which ones?
tso joanna	10:16:27	Ian is checking the registration from the system, will report back shortly
Chiang Ian	10:18:41	KL AGM Registration: 1 TWNIC: Ching Chiao (chiao@twnic.net.tw) 2 InternetNZ: Keith Davids (president@internetnz.net.nz) 3 Internet Users Society Niue: Stafford Guest (sguest@niue.nu) 4 SGNIC Pte Ltd: Lim Choon Sai (lim_choon_sai@nic.net.sg) 5 TWNIC: Joanna Tso (joanna@twnic.net.tw) 6 Japan Registry Service Co., Lt: Hirofumi Hotta (hotta@jprs.co.jp) 7 JPRS: Yumi Ohashi (yumi@jprs.co.jp) 8 auDA: Christopher Disspain (ceo@auda.org.au) 9 Asian Institute of Technology: Dr. Kanchana Kanchanasu (kk@cs.ait.ac.th) 10 LK Domain Registry: Gihan Dias (gihan@icta.lk) 11 InternetNZ: Peter DEngate Thrush (barrister@ch bers.gen.nz)
tso joanna	10:19:43	Adding to Ian's list: Vicnent Chen -- .tw will also attend KL meeting
Peter Dengate Thrush	10:22:08	Thanks for the list. Can we do a bit of advertising - to new members especially Excellent to see Sri Lank there Good to get a good turn out.
Chiang Ian	10:23:08	Yes, will do so
Chiang Ian	10:27:34	Chan-ki will join us later
tso joanna	10:29:07	he KL agenda is available at http://www.aptld.org/file/APTLD_AGM_Agenda.htm, please have a look while waiting for the others.
Chiang Ian	10:30:12	We have 4 board members at present.
tso joanna	10:33:29	Good morning Chanki!
Park Chanki	10:33:46	Hello~
Park Chanki	10:34:09	Are we waiting for more members?
tso joanna	10:35:18	As I'm carrying proxy for Vincent for this meeting, we now have 4 of our 8 Board members present at this meeting, and we can have the meeting now.
Chiang Ian	10:35:39	Today's agenda: APTLD On-line Meeting Agenda (draft) 11 February 2004 Chair: Peter Dengate Thrush Agenda: 1. Approval of the Wellington Meeting Minutes 2. Finalising the upcoming KL AGM agendas 3. Review on each committee report or charter 1) Meeting Committee 2) Constitutional Committee 3) Membership Committee
Peter Dengate Thrush	10:37:57	Welcome Chanki lets begin. Any discussion about the Wellington Minutes, or can we vote to approve those?
Richard StClair	10:38:31	I might be too late...anybody still here?
Peter Dengate Thrush	10:38:50	You make board member no 5 - welcome
Richard StClair	10:39:04	Thanks! Sorry I'm late..technical problem.
Peter Dengate Thrush	10:40:02	While waiting for any comments on the Wellington minutes, could Ian/Joanna cut and past the KL agenda please?
Richard StClair	10:40:34	Please do.
tso joanna	10:40:37	09:00-10:30 1. Guest Session with IANA GM, Mr. Doug Barton -What's in the pipeline for IANA in 2004 - Q & A 10:30-11:00 Morning Break 11:00-12:30 APTLD AGM 2004 1. Announcement and Approval of 2004 Board Election (by 2003 Board Chair) 1.1 2004 Board Election Result 1.2 2004 Board Chair and Office bearers 2. Introduction on new members (to be confirmed) 3. Updates from APTLD Committees (by 2004 Board Chair) 3.1 Membership/Sponsorship Committee by Yumi Ohashi 3.2 ICANN Relations Committee by Peter Dengate Thrush 3.3 Technical Committee by Kanchana Kanchanasut 3.4 Constitutional Committee by Shariya Zulkifli 3.5 Meeting Committee by Peter Dengate Thrush 3.6 Audit Committee by Chan-ki Park 12:30-13:30 Lunch Break 13:30-15:30 APTLD AGM 2004 (Continue) 4. Review and Approval of Secretariat Reports 4.1 2003 Annual Report 4.2 2003 Financial Report 4.3 2004 Action Plan 4.4 2004 Budget Plan 5. ICANN Issues 5.1 Upcoming ICANN Meetings 5.2 Update on ccNSO by Launching Group 5.3 Updates on ALAC activity in AP 5.4 Discussion on ccTLD AdCom 6. Other Business 6.1 ENUM 15:30 AGM 2004 Adjourn 15:45-17:00 APTLD Board Meeting 1. Election of principle officers for 2004 2. Adopting AGM Resolutions 3. AOB 4. Communique
tso joanna	10:41:28	If any of you wish to download the agenda, it's at : http://www.aptld.org/file/APTLD_AGM_Agenda.htm
Peter Dengate Thrush	10:43:25	Many thanks. I going to assume the minutes are ok, and move on.
tso joanna	10:43:43	And inaddition to the official agenda on Feb 26, we should have a working session between the Board and the Secretariat prior to the AGM to review and finalize last minutes details of the meeting. It could be a dinner on 25th or breakfast on 26th, comments?
Richard StClair	10:44:26	I would rather see it be a dinner on the 25th, so that the 26th won't be such a long day.
SHZ, .my	10:45:15	(1) I vote to approve the meeting minutes. (2) Can we decide on the topics to be covered by Doug Barton before we email him on the matter? I recall the following topics being raised -- IANA activities for 2004 (this includes the new features presented by Paul Twomey in Carthage) and IANA financing and funding (with emphasis on cctlds). Anything else?
Peter Dengate Thrush	10:46:34	Re the working session - this is not a board meeting, but open to all. It will be an admin check that speakers are ready, we have the agenda in order, with copies of papers etc. I'll be getting in latish on 25 so would prefer a breakfast...:-)
Richard StClair	10:46:57	Breakfast OK too....
tso joanna	10:47:31	Breakfast ok for Vincent as well, so how about Shariya and Chanki?
Chiao Ching	10:47:59	may i suggest that the title of Doug's presentation to be changed into simply "IANA services"?
Park Chanki	10:48:08	Breakfast is ok for me.
tso joanna	10:48:48	Shariya, is breakfast on 26th okay for you too?
SHZ, .my	10:48:50	Breakfast is fine.
Peter Dengate Thrush	10:48:54	Sounds like breakfast it is... SHZ on the Barton session - I agree - can we agree on some questions for him? Perhaps some else could faciltate this session, who has partifcia;lr interest/skil/problems with IANA matters?
Chiang Ian	10:51:01	Let us arrange the breakfast working session and inform you the details
tso joanna	10:51:12	question for Barton session: procedure to change IANA database (this is the basic, I assume it will be covered in Barton's presentation)
SHZ, .my	10:52:24	Could I suggest that we highlight this IANA session to all members and ask them to raise their issues? Then it could be compiled and forwarded to him.
tso joanna	10:54:03	Second SHZ, the secretariat could send an e-mail to members to gether questions of their concerns (especially if they can't attend the meeting)
Peter Dengate Thrush	10:54:32	OK SHZ. So we go to the members and explain this is an opprotunity to ask questions - so please let us have them?
SHZ, .my	10:57:05	Yes. Could we ask members to raise their questions soon (by next Monday perhaps?) as there isn't much time left....
Peter Dengate Thrush	10:57:16	OK - could the sec't please action. Can I raise a question about the Chair for KL - as I listed In Wellington we agreed I should chair "until the next AGM". Under the rules, the board meets after the AGM and elects officers including chair. Does this mean people would be happy for me to chair during this AGM? I happy to, but only if its what people want .
tso joanna	10:59:00	TWNIC supports Peter chairing the AGM until the new Chair is elected
Park Chanki	10:59:18	I second it.
SHZ, .my	10:59:20	Seconded.
Richard StClair	10:59:21	Peter I think you should chair.
SHZ, .my	11:00:14	A comment on item 1.2 of the 11-1230 slot (APTLD AGM 2004) -- the 2004 chair and office bearers will only be elected at the board meeting, not AGM. But AGM must endorse the board election results.
tso joanna	11:00:58	Yes, it should be moved to the afternoon's Board's meeting.
tso joanna	11:01:24	but, if the election is to happend a the afternoon
tso joanna	11:01:53	at the afternoon's Board meeting, how does AGM endorse that?
Peter Dengate Thrush	11:02:18	hanks SHZ _ was just getting ready on that Another technical point - under the rules we need to give 14 days notice of any m,atter to be voted on at an AGM. We are also required to elect our board at the AGM, but we have done it by online vote. We will (probably) change the constituion, but until then, we really should have a vote at the AGM electing the board. I suggest we move that the people elected by the online vote be elected as the board, and give 14 days notice of that. Is there a seconder?
SHZ, .my	11:02:55	Second this.
Peter Dengate Thrush	11:04:34	Thanks SHZ Is everyone clear on this? It means we will have a "confirming" vote of the earlier online election at the AGM, which means our new board members can not be accused of not being properely elected by an AGM.
Richard StClair	11:04:56	Sounds smart.
SHZ, .my	11:05:07	Joanna - AGM doesn't need to endorse the office bearers (ie Chair, Vice Chair etc); only board members.
tso joanna	11:05:31	meaning a confirmation of the voting result at the AGM?
tso joanna	11:05:53	thanks Shariya!
tso joanna	11:06:41	The voting result was announced on Feb 5 already
tso joanna	11:07:19	so we have met the 14 days request already
Richard StClair	11:08:17	Board meeting is 16 days away if you live on our side of the dateline. ;-)
SHZ, .my	11:08:48	Let me check to see if we need any specific wording for this AGM endorsement process. Will revert to Secretariat later today.
Peter Dengate Thrush	11:09:00	yes - the agm vote confirms who the board members are. Then, there is a meeting of the new board, and they elect from ong themselves the 4 office bearers, including chair The previous announcement might just not have sufficeint authority, as the Const. says the board has to be elected at the AGM. That requires a vote, and a vote requires notice - of the motion for the AGM. Sorry to be lawyer...
Peter Dengate Thrush	11:10:41	I suggest we leave it to Shariya and me ( the constituion committee) to work up some wording which won't confuse the members, to be sent out today or tomorrow.
tso joanna	11:11:00	Will publishing the AGM agenda serve that notice purpose? (speaking as the secretariat)?
Richard StClair	11:11:02	I agree!
Richard StClair	11:13:07	I think it should be an announcement by the constitution committee.
Peter Dengate Thrush	11:13:34	Joanna I don't think so - it needs to be "moved some one, seconded some else, that the follwoing bee elected by this AGM as board members for the terms indicated..." leave it to us....
tso joanna	11:13:55	okay
Peter Dengate Thrush	11:14:13	moving on.. Can we vote to receive the report of the Membership Committee? board members will ahve rec'd from ian
tso joanna	11:15:15	Second
Peter Dengate Thrush	11:16:58	Thanks " Vincent" :-)) any comment ? - it looks like we are really making progress with memberships - well done to all those involved!
Chiang Ian	11:20:35	1) Meeting Committee ＊Approval of the Charter of Meeting Committee: "The MC will prepare a set of requirements and timelines for the hosting of the regular meetings of APTLD, including a "Guidelines package for hosts ". ＊PDT to report on progress in preparing meeting timeline, with draft as below: ===== DRAFT 1. Request from Board to members ( others?) to host meeting is published. (the board should attempt to agree the dates of meetings, taking into account events such as APRICOT, ICANN, WSIS, etc at last 12 months in advance of any meeting. The location of the AGM is dependent on APRICOT) 2. + 3 months: Board should close and review offers. 3. + 6 months: after receiving recommendations from MC and any debate (online) Board should announce venue and appoint local hosts as responsible for the meeting. (With that should come the "Guideline for Hosting APTLD Meetings" package, which we need to prepare) 4. + 9 months: The host should report against criteria in the Guideline - hotels booked, catering arrangements, internet access arrangements, budget etc. Board receives the report and gives final go ahead for the meeting. Registrations commence then or shortly after. 5. + 11 months: Final board meeting before Meeting - final updates, numbers attending, arrangements with co-meeting hosts (APCAUSE, APNIC, etc) if any discussed. 6. + 12 months: Meeting begins. 7. + 15 months: Final reporting from host to board against Budget. ===== ＊Chris Disspain to be appointed Chair of this Committee
Peter Dengate Thrush	11:22:32	Thank Ian a bit early! Sorry for the surprise Before we leave membership I have one comment -I have suggested to Yumi that we really try and get the message about sponsorship out - with a p phlet available in KL- focus for July KL meeting be Asian potential members, and for Perth in November, the Pacific ones. Any other comment on Membership, or can we vote an move on?
SHZ, .my	11:24:15	Would it be possible to expand the scope of the July KL meeting to Arab nations as well? Or is that too much?
Chiao Ching	11:25:44	or we can promote to SEA region, might be easier :-)
SHZ, .my	11:27:36	OK. Do we move on to the next topic?
Peter Dengate Thrush	11:27:41	I agree that SEA is easier, but we are responsible for the Arab region, too I hope that others will join with Jordan, and attend the meetings.
Peter Dengate Thrush	11:29:07	OK moving on.... I an has posted the report of the meetings committee. Any discussion about the Charter?
Chiang Ian	11:29:38	Will send an invitation to .jo especially
tso joanna	11:32:23	speaking as the Secretariat, can we suggest that item 7 be changed to +14 months to ensure smoother financial operation?
Peter Dengate Thrush	11:33:47	Ok We have a draft timeline for a meetings process,which we can present and discuss in KL. For now, just note its overall structure. Feel free to make comments to the committe on line - like Jo's one, which I have noted.
SHZ, .my	11:35:10	Just a qn on the charter's timelines - 2004 meetings were pretty much decided in the Dec 03 meeting. Does this mean that meetings will now be decided 3 times a year, instead of once a year?
Park Chanki	11:37:26	Listing all the timeline seems rigid. Don
Park Chanki	11:37:49	Don't we need flexibility?
Peter Dengate Thrush	11:38:42	SHZ - yes, although the first 2 were pretty well set already. Iif we were really orgainsed, they could be done once, with the last one occurring nearly 2 years out... Chanki - yes, but we also need a little certainty for planning. If we find its too rigid, we can look again.
Peter Dengate Thrush	11:39:58	Lets move on - feel free to fed info online to the committee so that we can make a final decison on the timeline in KL. OK?
SHZ, .my	11:40:06	OK.
Peter Dengate Thrush	11:41:18	Unless there are question, I'd like the board to approve a change of Committee chair - from me to Chris. Chris is happy to do this. ( Committee chairs are appointed by the board, as they report to the board.)
tso joanna	11:41:49	Vincent : second
tso joanna	11:42:17	Sorry for the confusion of switching roles
SHZ, .my	11:44:26	Second
Park Chanki	11:44:28	If he agreed, I second it.
Peter Dengate Thrush	11:45:57	Ok next is Constitutional committee. We ( SHZ & Me) have a draft charter, which we are working on, but not quite finalized. Just to lket you know, current draft looks like this: * Charter to be approved as: "The Constitution Committee will monitor issues arising out the Constitution, preparing endments as required for consideration at Annual General Meetings of APTLD, and arranging formal recordal of any resulting changes. The Committee will also maintain and update as directed by the Board those resolutions of the Board which, because of their significance, are designated as "Bylaws".
Peter Dengate Thrush	11:49:23	Next part of report: The committee is looking at collating existing board resolutions on such matters as the conduct of elections, membership processes, sponsorship processes and preserving them in a set of bylaws. The constitution is being looked at to see where endment might be required, such as the requirement to elect officers at the AGM ( not before it by online process) and to that we can add today's point about proxxies for board members.
Peter Dengate Thrush	11:53:20	So, thats the end of committee reports, I think? Ok to move back to the KL agendaa, or have we done that now, too.?
SHZ, .my	11:54:13	KL agenda is done isn't it...?
tso joanna	11:55:07	we need confirmation for Audit Committee from Chanki, which is item 2.6 of the KL agenda :-)
Peter Dengate Thrush	11:55:08