Final draft minutes of the GA(95)040 4th TERENA General Assembly 19 October 1995 10:00 - 17:30 20 October 1995 09:00 - 13:00 location: Consiglio Nazionale delle Ricerche Marconi Room (2nd floor) Piazzale Aldo Moro 7 I 00185 Rome 1. Welcome and Apologies A list of participants is attached to these minutes. Invited guests: Mr. Vitaly Lopota, Mr. Tarasov and Mr. Shemanin on behalf of the SSC IRTC of Russia. 2. Approval of Agenda Decision 04-01 The General Assembly approves the following agenda, with the understanding that items 4, 11 and 12 would be treated on the second day of the meeting: ---------------------------------------------------------------- 3. Minutes and Action List of Previous Meeting a) Minutes of the 3rd TERENA General Assembly meeting, 18/19 May 1995, Tel Aviv b) GA Action list update 4. Membership matters a) Application for National Membership from Ministry of Science and Technical Policy and State Committee for Higher Education of Russia b) Change in representation of Italy c) Other 5. EARN 1995 liquidation report, audited - to be tabled 6. TERENA 1995 financial matters TERENA 1995 3/4 financial report - to be tabled 7. TERENA in 1996 a) Activity plan and Business plan 1996 b) Decision budget 1996 c) Decision Membership fees 1996 8. Executive and Secretariat matters a) Confirmation proposal Secretary General (Statutes art. 12.3) b) TERENA staffing report c) Secretariat report 9. TERENA Services a) RIPE NCC b) GUM-NCC 10. TERENA Technical Programme a) Report from TTC b) SCIMITAR progress c) TERENA Projects progress 11. TERENA Conferences and Workshops a) Results JENC6 b) JENC7 (Budapest) c) NSC 1996 d) JENC8 (Edinburgh) e) Joint INET/JENC proposal f) NATO workshops 12. Election TERENA VP Conferences 13. TERENA liaisons a) CCIRN b) ISOC c) UNESCO 14. Next Meetings GA 5 Budapest; 16/17 May 1996 15. Any Other Business ---------------------------------------------------------------- 3. Minutes and Action List of Previous Meeting 3a) Minutes of the 3rd TERENA General Assembly meeting, 18/19 May 1995, Tel Aviv Decision 04-02 The General Assembly approved the minutes after changing one sentence in item 7, which now reads ‘Sven Tafvelin resigned from the Executive Committee on 2 April, on the basis of his too high work load;’ 3b) GA Action list update The General Assembly noted the information in the action list, update per 16 September 1995. No other updates on the information were available other than those covered during the meeting in regular agenda items. Action 04-01 MGD to update minutes of 3rd GA meeting. 5. EARN 1995 liquidation report, audited. The report, due to the unforeseen circumstance that no staff were working from the Paris office since 1 August, was not yet available. The preliminary outcome (worst case prediction) is that the reserves have decreased by 187362 ECU during 1995. There are several EARN debtors, who (in the case the debt is higher than 10 k FRF, have been reminded. Iceland has paid and Russia is in the process of paying. Furthermore some money is expected from France. In the case the EARN debtor is also TERENA member, it is expected that these organizations will pay. In the case the debtor is another organization, the TERENA member is requested to assist with resolving the debt situation. 6. TERENA 1995 financial matters The TERENA 1995 3/4 financial report, incorporating a statement of budget against expenditure, was tabled to the meeting. The most significant part of the forecasted outcome on 1995 is that the result of the year will be slightly positive, whereas the budget accounted for a slight deficit. This is a result of a higher than expected additional income as well as an overall lower expenditure, which still compensates for the higher than expected EARN and transition costs. 7. TERENA in 1996 7a) Activity plan and Business plan 1996 These two documents are closely linked. The President introduces the Business plan by reiterating the activities funded by the membership fees, i.e. the core activities. These comprise: * Policy and liaison: national and international networking organizations, European Union, standards bodies, international research and development organizations and G7 actions; * Technical programme: coordination and functioning of the WGs; * Conferences and training (planning and organization thereof; * Technology transfer (coordination); * the Central office, Executive Committee, management and administration. The self-financing activities of TERENA are: Innovation, Projects and Conferences. Where the central organization contributes actively to the self- financing activities, these activities need to compensate for this work and need to allow the central organization to grow without necessitating a raise of the membership fees. The Secretary General introduced the Activity plan. In particular the work on the document store has suffered from the lack of technical staff at the Secretariat but this will be restarted soon, through contracting out the work. The technical programme uses the membership fees to prepare projects and facilitate their start-up. More effort will be dedicated to the technical programme in 1996. The ensuing discussion centred around the technical activities and the cost recovery of the central organization’s effort in getting projects off the ground and provide the clearing of the innovation, this recovery should be related to the overhead generated and the Executive will draft a formula to do so. It was mentioned that the membership fees for TERENA, are actually quite low in relation to the benefits from the membership. The EC representative welcomed the plans for stronger links to the EU and urges the Executive to take action quickly, in view of the changing of the Director General of DG XIII by the end of the year, plus the 5th F/W programme for which preparations have just started. 7b) Decision budget 1996 The budget for 1996 as incorporated in the Business plan 1996 was slightly changed, in particular the foreseen travel costs were raised in view of the planned higher number of Executive meetings and the travel of the Vice Presidents. The income from the RIPE NCC for 1996 will be 20 k ECU and the foreseen modest positive result on conferences is based on the mean result of regular JENCs in the past years. The strategy regarding the build-up of reserves entails on the one hand to have enough reserves to pay all liabilities in the case TERENA should fold, and on the other hand to have a high enough cash flow to secure the day to day operations. Decision 04-03 The General Assembly unanimously approved the following budget 1996: in k ECU 1996 EXPENDITURE technical prog. external 40000 travel 130000 memberships 26000 personnel 590000 bought in services /publ 87500 O&A infrastructure 158000 TOTAL operations 1031500 INCOME via members membership basic 800000 technical basic sub-TOTAL members 800000 ADDITIONAL INCOME interest 50000 Ebone 15000 Insight 35000 conference 5000 GUM / RIPE NCC 25000 2Mbps management coord. TT Projects 25000 sub-TOTAL additional 145000 RESULT operations -76500 TRANSITION costs 0 ADDITIONAL funds necessary 76500 MEMBERSHIP FEE REQUIRED 876500 MEMBERSHIP FEE foreseen: 800000 RESULT OF YEAR -76500 RESERVES situation opening balance 945666 result year -76500 closing balance 869166 liabilities 715000 7c) Decision Membership fees 1996 With the approval of the budget 1996, the membership fee income to the Association needs to be around 800 k ECU. This can be achieved with a membership contribution unit (as defined in the TERENA Rules and Regulations) of 4000 ECU. Decision 04-04 The General Assembly unanimously approved a membership fee unit of 4000 ECU for 1996. Action 04-02 The Executive will draft a formula for cost recovery from self- financing activities by the central organization, when appropriate. 9. TERENA Services 9a) RIPE NCC The participants at the RIPE NCC CO meeting of 1 September 1995 expressed their satisfaction with the services provided by the NCC. The number of local registries has been growing fast and is now 265, of which 220 are ISPs. The number of staff at the RIPE NCC is growing too. The revenues expected for 1995 are around 1 M ECU, part of which will be used to build the necessary reserves. A more usage based fee structure will be developed for 1997. The Contributors Committee has requested the RIPE NCC to do more technical work for the IP community. The TERENA view on additional routing registries is that these cannot compete, only cooperate with each other on a global level. 9b) GUM-NCC Since Daniele Bovio left TERENA, Ulrich Giese of Nijmegen University has taken his place as GUM NCC manager. Turgut Kalfaoglu is contracted for the monitoring. The situation regarding the contributions for 1995 is as follows: 112 k ECU was paid for GUM NCC service, out of 163 k ECU invoiced. The contributions so far are enough to cover TERENA's costs for 1995. The service will be offered during 1996 and wind down at the end of the year. The contributions for 1996 follow the RIPE NCC model of categorizing by size and are set at 2000, 1000 and 500 ECU. CREN agreed to pay 9000 USD for 1996. The total budget 1996 is around 70 k ECU. All work is outsourced. The GA requests the Executive to provide a management document for the next GA meeting on the winding down of the service and possibly providing a central gateway for 1997. CERN is prepared to contribute to gatewaying. LISTSERV license Few organizations responded to TERENA's offer of a discounted license resulting in only a minimal discount for LISTSERV for our membership, and therefore the central purchasing of licenses as TERENA activity was stopped. Action 04-03 Executive to provide a management document for the next GA meeting on the winding down of the GUM NCC service and the possibility of providing a central gateway for 1997. 10. TERENA Technical Programme 10a) Report from TTC The limited availability of just one PDO at the Secretariat (with 3 vacancies) has caused problems in the area of technical programme support. Because of changes in workload three WG have new convenors: John Kwan is Convenor of WG - NMA, Claudio Allochio of WG - MSG and Olav Kvittem of WG - LLT. The Convenorship of WG - NOI is still open. The ATM TF created an overlay network based on the PNO ATM pilot which was used for carrying real traffic during the IETF in Stockholm. The C3 TF produced tools for transliteration. 10b) SCIMITAR progress The SCIMITAR project took some time to negotiate. It is a 2 year project of 700 k ECU. SCIMITAR is the support action project for the Research sector of the Telematics Applications programme and aims to promote and enhance interworking and concertation between the other 10 projects in this sector. SCIMITAR will provide three things: Concertation, Information Dissemination and Demonstration Support as well as Technology Watch. TERENA is co-contractor together with Universite Libre de Bruxelles, which will provide technical support and be responsible for the Technology Watch. Two FTEs will work on SCIMITAR. The reason the negotiating phase was longer than expected is because the 10 projects that will be coordinated through SCIMITAR were also in a negotiating phase and their requirements changed while negotiating. The nature of SCIMITAR is such that it might actually change as the projects and their requirements evolve during the projects’ lifetime. 10c) TERENA Projects progress * Multilingual Support for the WWW This project entails the development of a multilingual WWW client. NSCA has agreed to provide the source code for free and will incorporate the result in their own code and maintain it. Furthermore, TERENA has received a commercial offer for a multilingual browser. This browser is currently being tested. It is only available for Windows 3.1, and is not stable yet. The costs would be between 2500 and 7500 USD depending on number of students per institution plus 25 % maintenance costs per year. A demo version is available for those interested. The GA feels that TERENA should not accept the commercial offer. * State of the Art in Networked Multimedia Applications This project has started with a call for participation which has already yielded positive responses. Both the survey and the Desktop video conferencing interoperation testing are underway. * Information Services and User Support: Tools and Mechanisms and *Quality Documentation Server These projects overlap with 4th F/W approved projects and are being revised accordingly. * PGP This is a new activity, on initiative of the UK and the Netherlands, for the preparation and distribution of a CD ROM containing all necessary information for using PGP to write secure email and for the integration of it with other applications. The funding for this project is already agreed (but other interested parties can join in) and TERENA is asked to publish this under the TERENA umbrella. The code will also be available on the net. WG SEC got assurance that TERENA is not seen to promote PGP over PEM. * TWICE The Terena Wide Certification authority Infrastructure for Europe build on the ICE results. The WG Messaging is working on a project PANTOMIME, concerned with the interoperability testing and facilities between MIME and X.400(88). CERT The CERT TF final report was tabled to the meeting and presented by the Secretary General. The CERT Task Force was chaired by Klaus Peter Kossakowski, with members: J.N. Ferriera, A.Hansen, T.Klobucar, M.Medina, D.Rajnovic, O.Schjelderup, D.Stikvoort. The proposal envisages three levels of increasing service: * Incident Handling Support (1 FTE) * Basic Incident Handling Coordination (3 FTEs) * Full Incident Handling Coordination (5 FTEs) Time Schedule * start project + 6 months: full operational status for Incident Handling * start + 9 months: move to Basic Incident Handling * start + 21 months: review process - decision on moving to Phase 3, Full Incident Handling. The GA compliments the Task Force for their excellent work, and wishes the Executive to organize a project to be started ASAP, to further define the service specification and to pilot the service on the basis of the specs. The Executive will in 2/3 months deliver the design of the service to the GA, to be approved by electronic mail before the Budapest GA. Action 04-04 TSEC to inform company offering the multilingual browser that TERENA will not accept their offer. Action 04-05 The Executive to organize a project on CERT to be started asap, to further define the service specification and to pilot the service on the basis of the specs. 8. Executive and Secretariat matters 8a) Confirmation proposal Secretary General (Statutes art. 12.3) As announced, Tomaz Kalin will leave TERENA employment for personal reasons, but wishes to be flexible and could stay until the end of March if that is necessary. The Executive is in discussion with a candidate for the position of TERENA Secretary General, however, his decision will not be made before the end of November. Therefore the GA members are asked to suggest names to the President of suitable candidates. These candidates should apply before 17 November. The Executive foresees an email approval procedure for the successful candidate. 8b) TERENA staffing report The TERENA staffing report, status 25 September 1995, is attached for information. Daniele Bovio has left TERENA. Two more RIPE NCC junior hostmasters were hired recently. The GA is asked to provide input to the Executive to identify good candidates for the Senior Technical Officer position (a position created for the possibility the new SG would not have extensive technical knowledge of networking) and the PDO positions. The secretariat is continuing the recruiting process of the technical staff and is for the time being outsourcing part of the work that PDOs should normally be doing. 8c) Secretariat report The TERENA Secretariat report was noted. For lack of time, resources and pressure of work also in the non-technical part of the Secretariat, the report from the previous Executive meeting has not been prepared. Action 04-06 All GA members help locating suitable candidates for the Secretary General position, before 17 November. Action 04-07 All GA members help locating suitable candidates for the Senior Technical Officer. Action 04-08 All GA members help locating suitable candidates for the PDO positions. 13. TERENA liaisons 13a) CCIRN The draft minutes of the last CCIRN meeting are available through URL: http://www.fnc.gov/ccirn.html/ The last meeting entailed status reports from the different regions and a discussion on the GII (Global Information Infrastructure) and G7 pilot projects status. The Scope and Charter of CCIRN is under revision. The pilots of GII and G7 are gaining momentum, and will result in a 34 Mbps intercontinental infrastructure, for pilot applications, initially open for the G7 countries only. 13b) ISOC ISOC is also restructuring. ISOC may play a major role in the resolution of the problem of the "ownership" of the Domain Name issue, to make it an activity with international supervision and responsible to the global networking community. It is the task of the three European BoT members to represent the European interests in the global networking community. ISOC has three charter members, of which Terena is one, who have special privileges. One is that the charter member can veto changes of the bylaws that negatively affect the charter member’s position. Terena is willing to give up charter member status. 13c) UNESCO The GA noted the information on UNESCO. 11. TERENA Conferences and Workshops Bernie Plattner had a problem with his flight and could not attend the meeting. Tomaz Kalin presented agenda item 11. 11a) Results JENC6 Over 320 participants from about 50 countries gathered in Tel Aviv (May 15-18) to take part in the 6th JENC which featured as conference theme: 'Bringing the World to the Desktop'. This was the first conference organized by TERENA, after the merger of RARE and EARN. This was also the first time the JENC conference did not take place in Europe. The selected proceedings of JENC6 are being printed at the time of writing. The accounts are being finalized. 11b) JENC7 (Budapest) The conference preparations are on track. The PC, headed by Wulf Bauerfeld (DeTeBerkom) is established, and the track leaders are identified. The Call for Papers has been distributed electronically and on paper. Deadline for submission of papers is 19 November and the first PC meeting is 11 December. The Conference Committee, chaired by Roland Acra of CISCO, will meet again in Budapest on 19 January. The conference will take place in the Academy of Sciences building. The registration fees are set at 400 ECU for early registration, 450 ECU for late registration and 500 ECU for desk registration. The accompanying persons fee is 85 ECU. With these fees plus sponsorhip money the break-even point will be at 350 participants. 11c) NSC 1996 (Bled) The PC is slowly being established. The conference (including the GA meeting) will take place in the week of 21 October. [change from previsous version of the minutes] The Executive will decide on the precise dates of the conference and the GA meeting. 11d) JENC8 (Edinburgh) Preparations have started for the JENC8. Brian Gilmore will visit the brand new conference centre in October. The budget for the conference is being finalized. 11e) Joint INET/JENC proposal A limited call for proposals for the organization of the 1998 conference, jointly with ISOC, resulted in two proposals from SWITCH. One for Geneva, the most elaborate one, plus a later submitted one for Lausanne. However - it was recently discovered that ISOC is planning to organize the European INET in 1997, in competition with the JENC8, even with respect to the time of the year (June). ISOC has not been in touch with Terena on these plans. Edinburgh Conference centre has a maximum capacity of 1800 people. The GA considers this a dangerous situation and asks the President to get in touch with the ISOC President and arrange to avoid competition, and to try to arrange that ISOC and Terena jointly organize the European INETs. 11f) NATO workshops Workshop WWW, Budapest, 16-18 November 1995 This workshop is organized by INSIGHT and TERENA with funding from NATO. Workshop for technically developing countries, Budapest, May 1996 The traditional pre-conference workshop will be partly funded by NATO, a request for confirmation of funding is submitted. A further CEENet Workshop, building on the success of the CEENet workshop in Warsaw in September 1995, will be organized with again NATO and Soros’ Foundations funding in September 1996. Action 04-09 The Executive to decide on the precise dates of the NSC’96 conference and the GA meeting, during the week of 21 October 1996. Action 04-10 The President to get in touch with the ISOC President and arrange to avoid competition between INET and JENC, even if this would mean the cancellation of the JENC8, and further to try to arrange that ISOC and Terena jointly organize the European INETs. 4. Membership matters 4a) Russian Application for National Membership from Ministry of Science and Technical Policy and State Committee for Higher Education of Russia There are two applications for TERENA National Membership. One appointing the State Scientific Centre - Central R&D Institute of Robotics and Technical Cybernetics (SSC IRTC) as representative of Russia, as signed by the Minister of Science and Technical Policy and the primary deputy Chairman of the State Committee for Higher Education. The other one by the Russian Foundation for Basic Research (RFBR). The current Terena member, UNICOR, has requested that UNICOR’s membership be transferred to RFBR. UNICOR further warns that unless the situation is resolved the TERENA membership fee will not be paid. The Executive Committee has talked to both parties and has received new and also conflicting information. The delegation on behalf of the Ministry of Science and Technical Policy and State Committee for Higher Education of Russia had subsequently left the GA meeting as a protest against voting on this issue. After discussion of the issue in the GA meeting the President asked who in the GA would want to vote, upon which only two GA members wished to take a decision. Therefore, the Executive will request the writers (of high level bodies in Russia) of the letters with new information for further clarification and request them to resolve the situation. The GA will be kept informed. During the meeting Dr. Mendkovich announced the change in first representative of UNICOR from Dr. Mendkovich to Mr. Alfimov; a change which will be submitted on paper to the TERENA Secretariat. The application for Associate membership of TERENA, by RELARN, Russia, is postponed until the full picture in Russia has become clear. 4b) Change in representation of Italy Italy will formally change membership from INFN to CNR, with Stefano Trumpy becoming first and Enzo Valente deputy representative. Decision 04-05 The General Assembly accepts the change of membership organization in Italy. 4c) Other * Change of representation in TERENA by UKERNA. The GA noted that the UKERNA first representative in the TERENA General Assembly is John Dyer, with James Hutton the alternate representative. Action 04-11 The Executive will request the authors (of high level bodies in Russia) of the letters with new information regarding the membership applications for further clarification and will also request them to resolve the situation re. Russian membership of Terena. 12. Election TERENA VP Conferences As announced during the previous General Assembly meeting, Bernie Plattner, the Vice President for Conferences will no longer be available for this position starting 1996. There have been no valid nominations for the position. Therefore the Executive proposes to try and find a candidate and co-opt this person to the Executive, until elections can be held in Budapest. Action 04-12 The Executive will try and find a VP Conferences candidate and co-opt him/her to the Executive, until elections can be held in Budapest. 14. Next Meetings The next GA meeting, the 5th, will take place in Budapest, following the JENC 7. The GA meeting dates are 16 and 17 May 1996. end-of-minutes annexes to the minutes of the 4th TERENA GA meeting Annex I - List of participants at the 4th TERENA General Assembly meeting, Rome, 19/20 October 1995. National members Albania Neki Frasheri Austria Peter Rastl Azerbaijan Ali Abbasov Belgium Stephan Biesbroeck Bulgaria Kiril Boyanov Cyprus Agathoclis Stylianou Czech Republic Jan Gruntorad Egypt Adeeb Ghonaimy Finland Matti Ihamuotila FYRM Margita Kon-Popovska Hungary Lajos Balint Iran Ebrahim Mashayakh Israel Avi Cohen Italy Stefano Trumpy Lithuania Vytautas Reklaitis Netherlands Kees Neggers Norway Petter Kongshaug Poland Daniel Bem Roumania Adrian Toia Russia Andrej Mendkovich Slovakia Jaroslav Bobovsky Slovenia Marko Bonac Spain Manuel Rincon Sweden Arne Sundstrom Switzerland Thedi Hatt Turkey Mehmet Okur United Kingdom John Dyer International member CERN Olivier Martin During the meeting 93 votes were represented. Associate members DEC Dave Probert ESA Erhard Jabs NORDUnet Peter Villemoes Permanent observer EC Simon Holland Apologies from members not represented: Croatia Predrag Pale Denmark Frode Greisen Germany Klaus Ullmann Luxembourg Antoine Barthel Portugal Heitor Pina Ukraine Alexander Saban ECMWF Geerd Hoffmann EMBL Peter Stoehr Observers Faik Farmanov (Azerbaijan), Albena Vutsova (Bulgaria), Vitaly Lopota (Russia)(Thursday only), Yuri Shemanin (Russia)(Thursday only), Stanislav Tarasov (Russia)(Thursday only), Steve Druck (Executive), Brian Gilmore (Executive), Marco Sommani (Executive), Marieke Dekker and Tomaz Kalin (both TERENA Secretariat) Annex II - decisions and actions SUMMARY of the 4th TERENA General Assembly, Rome, 19 and 20 October 1995. DECISIONs D04-01 The General Assembly approves the agenda proposed, with the understanding that items 4, 11 and 12 would be treated on the second day of the meeting: D04-02 The General Assembly approved the minutes after changing one sentence in item 7, which now reads ‘Sven Tafvelin resigned from the Executive Committee on 2 April, on the basis of his too high work load;’ D04-03 The General Assembly unanimously approved the proposed budget 1996 D04-04 The General Assembly unanimously approved a membership fee unit of 4000 ECU for 1996. D04-05 The General Assembly accepts the change of membership organization in Italy. ACTIONs A01-01 The TERENA Executive Committee to come to a recommendation on Russian representation in TERENA A02-03 Executive to investigate outsourcing of publication effort. A03-13 The Executive will assess ways of publishing TERENA documents electronically A04-01 MGD to update minutes of 3rd GA meeting. A04-02 The Executive will draft a formula for cost recovery from self-financing activities by the central organization, when appropriate. A04-03 The Executive to provide a management document for the next GA meeting on the winding down of the GUM NCC service and the possibility of providing a central gateway for 1997. A04-04 TSEC to inform company offering the multilingual browser that TERENA will not accept their offer. A04-05 The Executive to organize a project on CERT to be started ASAP, to further define the service specification and to pilot the service on the basis of the specs. A04-06 All GA members to help locating suitable candidates for the Secretary General position, before 17 November. A04-07 All GA members to help locating suitable candidates for the Senior Technical Officer. A04-08 All GA members to help locating suitable candidates for the PDO positions. A04-09 The Executive to decide on the precise dates of the NSC’96 conference and the GA meeting, during the week of 21 October 1996. A04-10 The President to get in touch with the ISOC President and arrange to avoid competition between INET and JENC, and further to try to arrange that ISOC and Terena jointly organize the European INETs. A04-11 The Executive will request the authors (of high level bodies in Russia) of the letters with new information regarding the membership applications for further clarification and will also request them to resolve the situation re. Russian membership of Terena.
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