Board of Trustees Meeting Minutes - 10 October 2014 [Archived]

Baltimore, MD

Attendees:

• Vint Cerf, Chair

• Paul Andersen,Treasurer/ Vice Chair

• John Curran, President & CEO

• Timothy Denton, Secretary

• Aaron Hughes, Trustee

• Bill Sandiford, Trustee (via telephone)

• Bill Woodcock, Trustee

Note Taker:

• Thérèse Colosi

ARIN Staff:

• Nate Davis, COO

Counsel:

• Stephen Ryan, Esq

1. Welcome & Agenda Review

The Chair called the meeting to order at 8:00 a.m. EDT. The presence of quorum was noted.

2. Election Member List Issue

The President stated that the question was raised to staff about the release of e-mail addresses of the electorate, so that ARIN election candidates can communicate with them. Counsel informed the Board of its obligations in this regard, under the Virginia law governing non-profits.

Paul Andersen stated that there are organizations that send their members a packet of candidate information via postal mail. These packets typically include similar information for all candidates, such as their biographies and candidate statements. He suggested looking into what other organizations do for candidates to reach the wider membership.

Bill Woodcock did not support providing anyone’s email address directly to candidates. He noted that one needs to be in compliance with the law; and, that ARIN should provide that information, a list of member organizations, which is already on the ARIN website. He suggested that in order to foster better communication between candidates and the electorate, ARIN do either or both of the following: a) a package sent by e-mail to the candidate containing everything on the ARIN website that would encourage the candidate to get statements of support, etc., done sooner; and/or, b) one statement and one e-mail that ARIN forwards to the membership – where the information is sent from ARIN and is identifiable and in one format.

Aaron Hughes agreed with Bill Woodcock’s latter option, and also suggested documenting what type of candidate communication is acceptable and what is not.

Bill Sandiford expressed opposition to ARIN taking on what he thought should be the obligation of candidates to approach the electorate by their own efforts, rather than mediated through ARIN itself.

The President stated there were two issues: 1) Compliance with Virginia law- that is, providing a list with the name and mailing address of each organization entitled to vote in the upcoming election. This list could be made available on the ARIN election website publicly, rather than requiring requests for this information to be made at ARIN’s office; and, 2) Researching and discussing additional options for candidate communications.

The Chair tasked staff to prepare a range of recommendations for providing information about the electorate, as well as some options for improving candidate communications to the electorate. He stated that this item would be discussed at the Board’s first meeting of next year in January.

3. ITU Plenipotentiary Update

Bill Woodcock stated that he had requested to travel to the ITU Plenipotentiary in Busan, So. Korea. He presented suggestions for supporting other countries within the ARIN region with their engagement in the ITU.

It was the sense of the Board that Bill Woodcock should proceed, and that he should work with ARIN’s Executive Director of Government Affairs & Public Policy, Cathy Handley.

4. Adjournment

The Chair entertained a motion to adjourn at 8:56 a.m. EDT. Bill Woodcock moved to adjourn, seconded by Aaron Hughes. The meeting adjourned.