Information

Minutes of the General Assembly

London, December 1994



Final minutes of the                     GA(94)026
2nd TERENA General Assembly              06.12.94
								Marieke Dekker
University of London Computer Centre
20 Guilford Street
London WC 1N 1DZ

2 December 1994 8:30 - 15:30


1. Welcome and Apologies

Participants

National members
Austria		Peter Rastl (+ TERENA EC)
Azerbaijan		Faik Farmanov
Belgium		Pierre Bruyere
Bulgaria		Kiril Boyanov
Croatia		Predrag Pale
Cyprus		Agathoclis Stylianou
Czech Republic	Jan Gruntorad
Denmark		Frode Greisen (President)
Egypt			Adeeb Ghonaimy
Finland		Matti Ihamuotila (by proxy)
FYRM			Margita Kon-Popovska
Germany		Klaus Ullmann
Hungary		Lajos Balint
Iceland		Sven Tafvelin (non-voting, see Sweden)
Iran			Ebrahim Mashayakh
Ireland		Dennis Jennings
Israel		Steve Druck (+ Vice-President Services)
Italy			Enzo Valente
Luxembourg		Antoine Barthel
Netherlands	Kees Neggers
Norway		Petter Kongshaug
Poland		Tomasz Hofmokl
Portugal		Pedro Amorim
Roumania		Adrian Toia
Slovakia		Jaroslav Bobovsky
Slovenia		Marko Bonac
Spain			Manuel Rincon
Sweden		Sven Tafvelin (by proxy; + Vice-President Technical
Programme)
Switzerland	Thedi Hatt
Turkey		Mehmet Okur
United Kingdom	James Hutton

International member
CERN			Olivier Martin

Observers
Executive Committee: Brian Gilmore, Bernhard Plattner (Vice-
President Conferences), Marco Sommani (Treasurer), Paul Van Binst. 


Further observers:
Hans Frese (HEPnet), Michael R. Gettes (CREN), Jasenka Gojsic
(Croatia), Juergen Harms (Switzerland), Simon Holland (EC), Ilya
Mafter (ISF), Viacheslav Shkavupin (ISF), Eugenie Staicut
(Roumania), Martin Wilhelm (Germany), Gordon Young (Ireland). 

Staff:
Daniele Bovio, Marieke Dekker (minutes) and Tomaz Kalin. 

Apologies
voting members:
Greece - Alexis Arvillias
ECMWF - Geerd Hoffmann

Executive Committee:
Peter Bakonyi

non-voting members:
NORDUnet is represented by Sven Tafvelin 

107 votes were represented

At the start of the meeting several GA members expressed concern
about the lack of a separate paper on the plans for the transition
to a lower budget operation of the Association. 

2. Approval of Agenda
The following agenda was approved:

3. Minutes and Action List of Previous Meeting 
a) Minutes of the 1st TERENA General Assembly meeting,  20/21
October 1994, Amsterdam
b) GA Action list update
c) membership matters:
* Albania
4. TERENA Rules and Regulations - updated 
5. TERENA Mission Statement
6. TERENA activity plan 1995
6.5 Report from EARN BoD meeting
7. TERENA Financial Matters
a) Discussion budget 1995 - 1997
b) Decision budget 1995
c) Decision Membership fees 1995
8. TERENA Technical Programme
a) TERENA Technical Committee
b) TERENA Project Proposals
9. TERENA Services
a) RIPE NCC
b) GUM-NCC / NJE NCC
10. Next Meetings
GA 3 Tel Aviv, 18/19 May 1995
GA 4 t.b.d.
11. Any Other Business





3. Minutes and Action List of Previous Meeting 
3 a) Minutes of the 1st TERENA General Assembly meeting, 
20/21 October 1994, Amsterdam

D02-01 The minutes of the 1st TERENA General Assembly meeting were
approved after incorporation of the correction provided before the
meeting, ie the fact that membership category 5 has a membership
fee factor of 8 and the correction tabled at the meeting that
SURFnet had not been the EARN member, rather the EARN
representative in the BoD. 

3 b) GA Action list update

A01-01 The TERENA Executive Committee to come to a recommendation
on Russian representation for the next General Assembly meeting. 
* open, the 'next GA meeting' was thought to be the May 1995
meeting when this action was decided. The Executive has already
made contact with the Russian representatives. *

A01-02 TERENA Executive to revise the Mission Statement and submit
it to the next GA meeting.
* done, agenda item 5 *

A01-03 TERENA Executive to revise Activity plan before next GA
meeting.
* done, agenda item 6 *

A01-04 TSec to send out a matrix to the GA on 24 October
encompassing the projects proposed, with a questionnaire (to be
answered by the GA within 2 weeks) about which projects the GA
members deem interesting enough to possibly commit funding for.
* done by TSec; not all GA members have submitted their selection
* 

A01-05 The GA to present its wishes on the budget within the next
days for the TERENA Executive to work on. 
* done and overtaken *

A01-06 The TERENA Executive to investigate whether or not ISOC is
interested in a combined European Conference in 1997. 
* open *


3 c) membership matters:
* Albania
Since no written material could be provided to the meeting, the
agenda item was postponed to the next GA meeting in May. The same
holds for the application of DEC, which arrived shortly before
the meeting. This application will also be treated at the next GA
meeting. 

A02-01 Executive to put Albania and Digital membership application
on agenda for GA03.

4. TERENA Rules and Regulations - updated The updated R&R,
incorporating the correction on page 5: ' the fee for members in
category 5 shall be eight Units', were accepted without comment.

5. TERENA Mission Statement
The reworked Mission Statement was well received and gave rise to
further sugggestions for improvements; Dennis Jennings offered to
assist Brian Gilmore with the drafting of the update. The
Executive will send out the final version as soon as possible, for
use by all GA members in order to make the TERENA goals knows as
widely as possible. 

A02-02 Executive to send the updated M&O to the GA list
immediately after the next Executive meeting on 21 December. 

6. TERENA activity plan 1995
Comments were made by the GA members, resulting in several
suggestions for change of the text.

The responsible Vice-Presidents introduced their chapter of the
Activity plan 1995.

I. The Technical Structure has three major parts: 
- The WGs in which (soon to be) experts cooperate and exchange
information and generate ideas for projects. The idea of
stimulating WG members to participate in the technical activities
of other bodies does not include sponsoring; sponsoring of WG
members to go to eg IETF meetings will be done via the relevant
projects. 

- The Projects are designed to solve pressing problems and are
selected and shared by the members.
For 1995 part of the permanent staff is foreseen to be used in the
projects. However the GA feels that the Projects should be managed
by the permanent staff and not executed by permanent staff unless
the staff member is an expert in the particular technical area and
the project is small. It is planned that in the longer term
suitable staff is attracted on a per project basis.

A detailed budget for the projects' execution cannot be provided
since many GA members have not submitted information on their
selection of projects.

- The TERENA Technical Committee which oversees the above and
provides its management, and furthermore takes initiatives in
European networking issues.

II. Conferences, seminars
Conferences are in principle self-financing. The NSC'94 went well
and will at least break even. The JENC6 preparation is on track.
That the idea of organizing a WG-week was scratched is questioned:
the previous RARE Executive considerd a WG-week to be crucial for
cross-stimulation between the WGs. If an NSC '95 should be
organized a host should be found asap. The Autumn 1995 GA will
then be attached to the NSC. Several members feel that organizing
two conferences, with their different focus, is useful. Several
others however object to organizing more than one conference per
year.

Concern was raised re. the cash-flow impact of the organization of
conferences, since quite large sums may have to be paid out long
before the conference and the pay-back and possible profits do
not appear earlier than half a year after the conference. 

It was agreed to postpone the decision on organizing NSC '95 until
later in the meeting.

III. Services
TERENA administers two services , RIPE NCC and GUM NCC. The RIPE
NCC is working as separate cost-center and the same will happen to
the NJE coordination, for which the Vice-President Services is
planning to issue a competitive call for tender. Several members
raised their concern regarding the high management effort foreseen
for the organization of a European CERT and felt that TERENA
should not engage in this except on a project basis. Similarly,
TERENA should not be involved in end-user services , except on a
project basis. 

Tomaz Kalin introduced the remainder of the Activity plan. 

IV. PR, Publications
CNRE is part of the basic budget and the contract with Elsevier
runs for the whole of 1995. An extension of the contract into 1996
can be cancelled in May 1995.
It is important to be able to show paper output of TERENA and CNRE
could serve well for the publication of policy papers. Important
for TERENA is a good WWW server, which should provide all PR as
well. Outsourcing of parts of the publication effort will be
investigated. 

A02-03 Executive to investigate outsourcing of publication effort. 


V. Memberships and liaisons
Memberships and liaisons are seen as an important means of
influencing developments in related organizations. To get better
results from this activity, an effort should be made to formalize
it, to submit policy papers to these organizations and report back
on the results to the GA.
The EC observer remarks that the bullet on optimization of the
utilization of development aid should be expanded upon in the
paper, since his understanding is that the funders coordinate this
with CEENet.

An example of result from a membership activity is EWOS. DG III,
with the support of EWOS, organized a workshop on 28-30 November
to address standardization in information and communication
technology areas, which at present is the responsibility of CEN,
CENELEC and ETSI. The preliminary conclusions of the workshop,
attended by 400 people, are that the approach to standardization
should be market- and user-oriented and implemented through a
workshop structure (as currently in ETSI and EWOS) rather than via
representation of national administrations (as currently in
CEN/CENELEC). The highest advisory body to the EC, SOGITS, is
endorsing these conclusions.

EEMA is no longer present in the Activity plan; some GA members
feel that EEMA should be a member of TERENA rather than the other
way around.

A02-04 Sven Tafvelin to assess pro's and con's of TERENA being
EEMA member and report back to the GA.

EuroCAIRN: The TERENA President is no longer automatically invited
as observer to the meeting, the EuroCAIRN members are addressing
this invitation in their next meeting.

DANTE is not mentioned as liaison organization since the Executive
felt that members of TERENA did not warrant to be mentioned
specially. The UK requests a paragraph on TERENA liaising with
DANTE as a TERENA purpose is to enhance cooperation within Europe
between all players and DANTE is an important player. Several GA
representatives support this position. During the discussion it
appeared that several GA members had a different view on what
DANTE is, ie service provider or not. The discussion on liaison
with DANTE is postponed until later in the meeting. 

With the above amendments and pending a conclusion/decision on
DANTE, EEMA, NSC'95 the 1995 TERENA Activity plan is accepted with
75 votes in favour, 0 against, 32 abstaining.

Since in particular the Activity plan ought to be the subject of
consensus within TERENA the members abstaining were asked to set
out their reasons. This was mostly due to the lack of clarity
about the budget associated with these activities and the funding
thereof. The UK's further reason is the lack of mentioning a
liaison with DANTE. A02-05 Executive to revise and finalize 1995
Activity plan 

6.5 Report from EARN BoD meeting
The EARN BoD met on 30 November and 1 December. The meeting
ratified the Heads of Agreement and decided that the merger had
taken place in full on 20 October, with the result that EARN
should from now be regarded as an empty shell. An Executive was
elected consisting of Frode Greisen, President, Marco Sommani,
Treasurer and Jean-Loic Delhaye as Secretary General. This
Executive will call the General Assembly to dissolve EARN.
Meanwhile the Executive will transfer assets and liabilities into
TERENA as soon as possible, preferably before 31 December 1994.
It may be that not all EARN assets can be made liquid in so short
a time-scale, but the President agreed that an advance payment of
about half of the estimated reserves seemed possible if needed.



7. TERENA Financial Matters
7a) Discussion budget 1995 - 1997
Marco Sommani introduced the various papers relating to the
financial situation of TERENA in 1995.

Only one GA member had submitted his requirements for the
financial planning of TERENA and the treasurer explained that the
Executive had treated these seriously; the plan is to arrive at a
basic budget of 500 k ECU in 1997. 1995 will see major
restructuring, particularly with regard to the rationalization of
staff. 

From 1996 onwards the technical programme is expected to be funded
by  subscriptions. For the RIPE NCC, completely funded by its
customers, an expansion is expected for 1996. The EARN BoD
members and CREN have committed to contribute to the GUM NCC for
1995. 

The budget as drafted includes all current staff at a cost of 1172
k ECU, also the short term contracts (at 180 k ECU). 

The table called 'estimate of net assets per 01.01.95 is in fact a
balance statement as it include receivables. 

The most uncertain item in the budget is the 'projects' line at a
budget of 600 k ECU. Since about 1/4 of the GA members have thus
far expressed their interest in projects, at an estimated
commitment of some 1/4 of the projects' cost, the Executive feels
that while the current known risk is 450 k ECU, in practice the
situation will be much healthier.

UK: Fundamental concern is the cash flow situation, in particular
if the EARN reserves are not tranferred soon. The lack of a good
definition of the projects will delay commitment of monies
towards these projects. Another fundamental concern is the fact
that there is no commitment from the Executive that the Paris
office will be closed as per 31 March 1995. Another concern is
that the budget assumes that all members pay the fee as listed.
This is not realistic since e.g. the UK can only commit to paying
the Associate membership fee unless the above concerns are
satisfactorily resolved. 

These concerns are shared by several other GA members, some might
likewise might opt for Associate membership. Some members support
all statements pleading for cutting expenditure immediately. The
organization needs to be restructured and needs to have resources
matched to the activities rather than the other way around. The GA
would like to understand how the Executive plans to arrive at the
budget as proposed, since there are no business plans available. 

The GA requests an assessment of the risks involved with the
various budget headings.

Services will only be executed on demand of the customres, hence
the risks are small. 

RIPE NCC: the Secretary General reports that some 260 k ECU is
committed and the budget can be cut in order to match the foreseen
income. The risk level consists of a possible cash-flow problem
unless the NCC moves to the Singel.

GUM NCC: while the BoD committed to funding, the customers still
need reassurance on its business plan. A cheaper solution might be
the outsourcing of the GUM service.
In the case of outsourcing, about one FTE would become redundant. 

The cost of termination of most staff contracts is around 3 months
pay in Paris and 6 months in Amsterdam.

The GA agrees that the TERENA services need to be ran as cost-
effective as possible.

The GA suggests that the budgets for TERENA services include the
risks TERENA incurrs ie the costs of a potential discontinuation
should be budgeted and borne by the service customers, not by
TERENA. Services risks should not exceed 100 k ECU. 

A02-06 Executive to include in next version of services ' budgets
the figures (as a contigency) that eventual discontinuation of the
service would cost.

Secretariat:
There is one basic Secretariat in Amsterdam, with various people
in other locations working on specific activities. The risk
involved includes empty floor space and unused equipment, plus of
course the costs of discontinuation of employment contracts. 

A cost-effectiveness plan of people collaborating in one versus
many locations might be helpful for the GA.

Projects risk assessment:
The Ebone support and WWW projects are secure. The Conferences are
in principle secure, however do entail a considerable cash-flow
risk.

The Technical projects are the most at risk, the extent of which
is not known since many members did not submit their preferences.
Moreover, there is a risk associated with the preference of the GA
that the existing technical staff should not automatically be used
for the work in the projects, rather manage these projects.
Nevertheless it is felt that with proper management of the
projects and well defined proposals, probably no staff would be at
risk. Again it is suggested that no more than 100 k ECU risk money
is to be budgeted. 

The GA accepted that a transition from the current situation to a
new organization may costs money; however, the GA stressed that
should transition not take place soon, all staff may be at risk. 

The GA accepts that the reserves may have to be used for
transition purposes.

The GA understands that in the case that the Association itself
would be dissolved the members have to cover eventual debts pro
rata of the membership fee.

Summary by the President:
* The Executive will work on lower costs business plans, in order
to cut resources;
* In the business plan it will not be automatically assumed that
TERENA staff is used for the execution of the projects. 
* The reserves of TERENA should be as high as the costs of
dissolving the organization

IT makes a proposal to keep TERENA alive, since there is no time
to have another meeting with another budget proposal before 1995,
and since EARN is formally still alive and may have problems
transferring the assets.
The proposal is for a transition phase of 6 months, encompassing:
* approval of 50 % of the budget, with the understanding that the
Executive prepares detailed refinements of the budget and
business plans in the meantime;
* invoicing only half of the membership fee, with the exception of
the countries with a discounted membership fee; these should be
invoiced in full.
* members that have not paid on 1 April 1995 will not have voting
rights in the GA meeting in May.

The proposal is met with general approval, with the further
requirement that the cutting down of expenditure starts
immediately and that the EARN assets are transferred asap to
TERENA. Some members further require that the Paris office is
closed on 31 March 1995 and that the conflict of interest caused
by the fact that the TERENA President also holds the position
(through a contract with UNI-C) of Ebone General Manager be
resolved. 
Furthermore, a plan, detailing the assignment of staff, possible
staff termination planning and an overall financial plan are
necessary. The GA feels that these should be available well in
advance of the May GA meeting for early circulation to the GA.
Another requirement is the availability of a plan to increase the
reserves from 1996 onwards.

During the discussion the issue of the respective responsibilities
of the Executive and the Secretary General was raised. Some GA
members inquire whether the Executive has entrusted its day to day
business to a Secretariat, headed by a Secretary General (as per
Article 13 of the Statutes), with the implication that there is no
direct involvement between Executive members and staff. The
Executive has not formally done so, however, the President
confirms that de facto the Secretary General has the day to day
management of staff and Secretariat.

A02-07 Secretary General and Executive to provide the business
plans and a proposal to increase the reserves and to submit these
in draft to the GA well in advance of the next GA meeting. 

7b) Decision budget 1995
D02-02 The GA decided that 50 % of the 1995 budget, ie half of the
budgeted 600 k ECU for the basic secretariat and 200 k ECU for the
basic Technical Programme, is approved and that in total
and additional 300 k ECU is available for transition expenditure.
Moreover, the technical projects may not assume to use TERENA
resources and will be invoiced on a per projects basis; the
 services are self-contained.

Vote: 100 votes in favour, 0 against, 7 votes abstention: The UK
abstained as it seeks reassurance that the Paris office is closed
as of 31 March 1995, that the EARN assets are transferred in full
to TERENA, that DANTE be recognized as a valid liaison partner and
mentioned in the Activity plan and that the TERENA President
separates himself from Ebone.

D02-03 The GA further agrees that the RIPE NCC fee may be invoiced
for the full year.

7c) Decision Membership fees 1995
The R&R allow to grant new members a step-up, irrespective of the
geographic location of these members. Hence all new members have
been granted a step-up, including Iran.

D02-04 The GA approves the Unit factor of 4400 for the full year
and mandates the Executive to invoice for 50 % of the 1995
membership fee. 

Votes: 96 votes in favour, 0 against, 11 votes abstaining: The UK
position is explained in 7b).
The foreseen TERENA membership fee for Portugal is higher than the
combined membership fees of RARE and EARN in 1994; nevertheless
Portugal did not vote against the fee, since any further
reduction of the budget would likely suffocate TERENA. 

8. TERENA Technical Programme
8a) TERENA Technical Committee
The TTC is established with all WG convenors and some members at
large, a.o. Brian Gilmore. The VP Technical Programme is looking
for continuation of liaison with RIPE and for establishing
liaison with CERN.

Regarding IVth F/W activities: rumour has it that the proposals
may not be based on Internet standards. However, the source (hence
the relevance) of this rumour is not certain. The IVth F/W
welcomes abstracts of projects to be proposed, in order to assist
proposers with the drafting of the proposals. Hence sending in one
Internet based abstract to test the rumour might be a good idea. 

8b) TERENA Project Proposals
The GA members are urged to submit their preferences in the TERENA
project proposals soonest to the TTC.

9. TERENA Services
9a) RIPE NCC
A new staff member joined mid November and currently no further
staff is being hired for the RIPE NCC.
The staff is overloaded, so from January onwards there will be
non-
priority service for non-paying customers. Daniel Karrenberg will
present his plan how and when to move to the cheaper Singel
premises to the next Executive meeting.

9 b) GUM-NCC / NJE NCC
Many GA members feel the service is useful and want to continue,
but it needs to be organized in the most cost-effective way. 

Postponed discussion items.
DANTE is an AM of TERENA. The list of liaison organizations is
very diverse hence there is not harm in listing DANTE as liaison
organization. Likewise the Ebone Association should be
mentioned there. DANTE's purpose is to act on behalf of its
shareholders in order to establish services on a European basis.
However, some organizations buy services from DANTE directly, in
that sense DANTE is a servcice provider. The conclusion of the
discussion is to list both DANTE and Ebone as liaison
organizations. 

A02-08 Executive to include DANTE and Ebone as liaison
organizations in the 1995 Activity plan.

NSC
The Vice-President of Conferences sees three possibilities for
1995: 1) organize a NSC, 2) take a break for 1995 and possibly
make it a two-yearly event; 3) stop NSCs.
His preference is for 2), given the cash-flow risk associated with
conferences as well as the additional load on both Executive and
Secretariat in an already overloaded year. There is the
possibility of organizing a bigger JENC, incorporating a full
'innovation' stream. Croatia offers, provisionally, to host the NSC
in the Autumn of 1995 and if accepted, to of-load the cash-flow
problem. The offer will be confirmed within 2 weeks.

The GA decides to mandate the Executive to decide on the
organization of an NSC in the Autumn of 1995.

A02-09 Executive to decide on the organization of a NSC in 1995. 

10. Next Meetings
GA 3 Tel Aviv, 18 May 14:00 - 18:00 and 19 May 09:00 - 17:00. GA 4
t.b.d.

11. Any Other Business
* Mr. Walter de Backer, EC DG XIII, advisor to Michel Carpentier,
will attend the JENC6 and give a key-note address. 

* Pronunciation of the second syllable of TERENA is as in 'rental'
rather than in 'here'.



SUMMARY of the 2nd TERENA General Assembly, London, 2 December
1994 

DECISIONs

D02-01 The minutes of the 1st TERENA General Assembly meeting were 
approved after incorporation of the correction provided before the
meeting, ie the fact that membership category 5 has a membership
fee factor of 8 and the correction tabled at the meeting that
SURFnet had not been the EARN member, rather the EARN
representative in the BoD.

D02-02 The GA decided that 50 % of the 1995 budget, ie half of the 
budgeted 600 k ECU for the basic secretariat and 200 k ECU for the
basic Technical Programme, is approved and that in total and
additional 300 k ECU is available for transition expenditure.
Moreover, the technical projects may not assume to use TERENA
resources and will be invoiced on a per projects basis; the
 services are self-contained.

D02-03 The GA further agrees that the RIPE NCC fee may be invoiced
for  the full year.

D02-04 The GA approves the Unit factor of 4400 for the full year
and  mandates the Executive to invoice for 50 % of the 1995
membership fee.

ACTIONS

A01-01 The TERENA Executive Committee to come to a recommendation
on  Russian representation for the next General Assembly meeting. 

A01-04 revised: GA to reply asap to the questionnaire about which 
projects the GA members deem interesting enough to possibly commit
funding for.

A01-06 The TERENA Executive to investigate whether or not ISOC is 
interested in a combined European Conference in 1997. 

A02-01 Executive to put Albania and Digital membership application
on the agenda for GA03.

A02-02 Executive to send the updated M&O to the GA list
immediately  after the next Executive meeting on 21 December. 

A02-03 Executive to investigate outsourcing of publication effort. 

A02-04 Sven Tafvelin to assess pro's and con's of TERENA being
EEMA  member and report back to the GA.

A02-05 Executive to revise and finalize 1995 Activity plan. 

A02-06 Executive to include in next version of services ' budgets
the  figures (as a contigency) that eventual discontinuation of
the service would cost.

A02-07 Secretary General and Executive to provide the business
plans  and a proposal to increase the reserves and to submit these
in draft to the GA well in advance of the next GA meeting. 

A02-08 Executive to include DANTE and Ebone as liaison
organizations  in the 1995 Activity plan.

A02-09 Executive to decide on the organization of a NSC in 1995. 


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