Board Minutes - 9 October 2006

Public Version
Meeting of the .au Domain Administration Board

9 October 2006 - 1.00pm
Maddocks. Level 7, 140 William Street. Melbourne VIC 3000

Greg Crew, Roger Dean, Chris Disspain, David Goldstein, Kim Heitman, Jo Lim, Bennett Oprysa, Josh Rowe and Tony Staley

Brett Fenton and Cheryl Langdon-Orr

Don Williams and Paul Szyndler (DCITA)

Peter Shilling, Greg Watson and Brenton Thomas

1. Continuous Disclosure

There were no matters to be disclosed.

2. Confirmation of Minutes

The minutes of the August 2006 meeting were confirmed.

3. Finance Report

Motion (proposed JR, seconded GC): That the board accept the 2005-06 audited accounts and authorise the chair and CEO to sign them for publication in the notice of AGM. Carried.

The board noted the September accounts.

4. CEO Report

The following issues were noted:

• auDA strategic plan
One of the CEO’s KPIs is to develop a 5 year strategic plan for auDA. Oakton Consulting has been engaged to facilitate the strategic planning process. The aim is to present a draft plan to the board in February 2007.

• Awareness raising
The KPIs also include raising awareness of auDA to 70% by September 2007. The board agreed to commission a survey of 800 SME domain name holders in order to set a starting benchmark. The board also agreed that the focus should be on increasing awareness among existing registrants, as opposed to the general public. Any awareness-raising actions should be assessed for cost effectiveness.

5. DCITA Review of .au

Don Williams advised that DCITA’s discussion paper is due to be released shortly for public consultation.

The board discussed whether auDA should make a formal submission to DCITA, but directors considered it more appropriate to wait for the outcome of the review.

The board noted that it may be possible to consider both the draft strategic plan and the outcomes of the DCITA review at the February meeting.

6. Policy Development

• Advisory Panel on name policy
The board agreed to appoint Derek Whitehead as chair of the Advisory Panel. The board also agreed, in principle, to provide funding assistance to Panel members where required, in order to ensure balanced representation of key stakeholder groups.

Action: auDA staff to draft Panel terms of reference.

• Fraudulent domain name registrations
The board was advised of recent instances where domain names have been fraudulently registered in the name of a company by someone who is not associated with that company.

7. auDA Foundation Report

The first round of grant recipients was announced on 5 October. The Foundation funded 16 projects totalling $275,000. All projects are required to provide a report to the Foundation within 12 months.

The Foundation board is aiming to launch a second round in the first half of 2007, following a review of the first round evaluation process.

8. auCD Report

Four CGDN licences have been granted since the launch on 8 August. auCD has set up a Stakeholders’ Group to provide advice and feedback about the CGDN application process and community website best practice.

The NSW Department of Commerce wrote to auCD raising a number of CGDN policy and governance issues which fall within auDA’s responsibility. auDA met with NSW departmental officials to discuss their concerns, and also provided a formal response to their letter.

9. 2006 AGM

The AGM will be held on Thursday 23 November 2006 at Maddocks’ offices in Sydney.

10. Independent Directors

TS and GC left the room for this item.

Motion (proposed KH, seconded JR): That TS and GC be appointed as independent directors for a further 12 months. Carried.

The board agreed that it would be desirable to appoint a third independent director next year, resulting in the need for an increase in the total amount of fees payable to independent directors (currently $60,000 per annum).

Motion (proposed DG, seconded RD): That members be asked to ratify an increase in total amount of fees payable to independent directors from $60,000 to $100,000 per annum. Carried.

11. Directors’ Fees

The board discussed the payment of fees to elected directors and agreed that $750.00 per meeting attended (in person or by teleconference) would be an appropriate starting amount which could be reviewed in 12 months. If ratified by members, payment of fees would commence in February 2007 and the total amount payable in the calendar year would be $4,500 (for attendance at six board meetings).

Motion (proposed KH, seconded GC): That members be asked to ratify payment to elected directors of $750.00 per meeting attended (in person or by teleconference). Carried.

12. Membership Applications

The members below were approved in the classes indicated:

Macquarie Regional Networks (demand)
Joel Ruffles (demand)
Sean McGuire (demand)
Alexander Ristovski (demand)

13. Board Correspondence

Correspondence from the NSW Department of Commerce was noted under agenda item 8.

14. Other Business

• Proposed WHOIS changes

Action: DG and CD to discuss the accessibility implications of the proposed changes to the public WHOIS display.

15. Next Meeting

The next board meeting will be held after the AGM on 23 November 2006.