1. Welcome and Introduction

Keith Davidson, the President of InternetNZ, welcomed everyone and introductions were made. Keith went through the agenda items and explained that he would chair this first meeting until a new Chair was elected. Keith declared that his company was possibly looking at becoming a registrar and that there may be times when he has to excuse himself due to a possible conflict.

2. Attendance

1. Present

Keith Davidson, Frank March, Roger Hicks, Richard Currey, Colin Jackson, Jennifer Northover, David Russell, Debbie Monahan

2. In attendance

3. Overview of the SRS project and development

Keith outlined the history of ISOCNZ, Domainz and the delegation of the .nz responsibility.

Rose spoke of the SRS project and the intent of establishing the SRS. Key point was that the .nz SRS was to be a competitive environment but with a market regulator (the DNC) to ensure registrants rights were protected whilst the marked remained competitive. Rose spoke to a presentation paper.

Questions were asked about how the .nz Oversight Committee fitted in with the rest of InternetNZ and the committees, companies etc. Keith commented that the Committees most affected were International Affairs, and Legal and Regulatory.

Jennifer suggested a flow chart or diagram showing all the relationships and functions of the various parts of InternetNZ would be useful. Keith agreed and said he was currently working on a structure and a 'Roles and Responsibility' document for the new Council.

Frank commented that it was important that determined the role of .nz Oversight Committee in relation to Council, and that the relationship needs to be reflected more in the Terms of Reference of the .nz Oversight Committee.

Questions were asked about the legal risks and insurance for the .nz Oversight Committee members. It was commented that InternetNZ has cover that includes Councillors etc and it is expected this will cover this Committee also.

4. Registry Company

Carol Stigley spoke about progress in establishing New Zealand Domain Name Registry Limited. The Board is up and running and have already met a few times. Carol out lined the Board members (Ann Urlwin, David Farrar, David Zanetti, Merv Delaney and herself as Chair). A Registry Manager, Nick Griffin, has also been appointed and he started work on 4 July.

Carol speaks for the Registry company.

One of the things they are working on is designing a protocol for communication between the different parts of InternetNZ, and also what the agreement with the DNC regarding registry performance may look like.

5. Migration and Implementation

• Migration plan — involving both the Registry and Domainz. Overseen by Doug Mercer who reports through to Debbie on it.
• Implementation plans — being developed by Domain, the DNC and the Registry. Overseen by Debbie to ensure consistency between them, and to make sure all issues covered off. Implementation plans to address any of the risks identified in the risk register.

6. Status of meetings and documentation

A discussion was held about the status of information arising from the .nz Oversight Committee.

Keith commented that the InternetNZ Council and Members believe in making sure everything is open and transparent. For example, the minutes etc go on line. InternetNZ has a policy that unless there is a specific reason to keep something secret, everything should be in the open.

Frank said that he agreed with this in the broad terms but that it was not always as simple as that. He proposed that the Meetings and Minutes are public, but that the Committee needs to maintain a discipline of going into Committee when required. He also proposed that what was put on the .nz Oversight Committee mailing list remains within this group and that the only public release of information is through the DNC or Chair (under exceptional circumstances) or the President of InternetNZ (under even more exceptional circumstances).

Jennifer raised the issue of the status of archives and whether any information through the .nz Oversight Committee mailing list would be public after a period of time.

After a discussion it was agreed that:

• Meetings and minutes are public but the .nz Oversight Committee needs to ensure it goes into Committee if required
• The existing list is confidential for all time
• The list is archived but there is no public access to archives

It was also discussed that some delegations currently with the Executive Director need to be reviewed as they should be transferred to the DNC. This includes media delegation to talk about .nz matters, contact with Domainz etc.

7. Process for working

Debbie outlined how she would like to work with the .nz Oversight Committee to try and make the Committee work as effectively as possible. This involved the DNC office producing papers summarising enclosed documents and making recommendations for the .nz Oversight Committee to make decisions on.

Where there are options present, it was agreed that they would be presented to the .nz Oversight Committee to identify what option (or options) to follow up on. Such discussions could take place through the email mailing list or by conference call. It was also suggested that options for chat groups be explored.

8. Election of Chair

Debbie left the meeting for this.

Frank March was duly elected Chair.

Next meeting: 4pm, Monday 5 August at InternetNZ