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Minutes | Board Finance Committee (BFC) Meeting

Published 17 October 2015

BFC Attendees: Cherine Chalaby (Chair), Chris Disspain, Asha Hemrajani and Bruno Lanvin

BFC Member Apologies: Gonzalo Navarro

Other Board Member Attendees: Ram Mohan, Mike Silber, Jonne Soininen and Suzanne Woolf

ICANN Executive and Staff Member Attendees: Susanna Bennett (Chief Operating Officer), Megan Bishop (Board Support Coordinator), Xavier Calvez (Chief Financial Officer), Vinciane Koenigsfeld (Board Support Content Manager), Jacks Khawaja (Enterprise Risk Director), Ashwin Rangan (Chief Innovation and Information Officer), Amy Stathos (Deputy General Counsel), Samuel Suh (Senior Director, Back Office Solutions), and Randy Watanabe (U.S. Enterprise Risk Manager)

The following is a summary of discussions, actions taken and actions identified:

  1. Contract with ERP Vendor – Staff presented an overview of the proposed new enterprise resource planning (ERP) platform. The BFC discussed the BFC's role, which is to determine whether the proposed cost is reasonable, whether the procurement process has been followed, and whether such expenditure is affordable within the fiscal year in question. Staff explained the inefficiencies and functionality challenges with the current system, and described the proposed solution to integrate back-office functions onto one ERP platform with full functional/integration offering. The scope of the ERP project includes systems within the Human Resources, Finance, and Procurement departments, which support the entire ICANN organization, as well as statutory and compliance reporting requirements. Staff also presented an overview of the financial costs affiliated with the purchase and implementation of a new integrated ERP platform. The members of the Risk Committee that were present asked staff to provide a follow-up response regarding a summary of the implementation plan, the potential risks of the new ERP implementation, management of those risks, and key success factors of the project. The BFC then discussed the specifics of the cost breakdown of the ERP proposal to determine whether the proposed costs are reasonable and affordable, and whether staff followed the procurement process. The BFC agreed to recommend to the Board, subject to the BRC being satisfied with staff's follow-up response regarding risks and subject to the inclusion of a contingency amount in the proposed cost of the project, to contract with the staff selected ERP vendor.

    • Actions:

      • Staff to provide a follow-up response to the BFC and the BRC regarding a summary of the implementation plan, the potential risks of the new ERP implementation, management of those risks, and key success factors of the project.

      • Staff to prepare paper for Board consideration and approval at its next meeting.

  2. Contract with Venue for ICANN56 – Staff presented an overview of the venue selection and estimate of costs for ICANN56 in the Latin America/Caribbean geographic region. Based upon the venue proposals submitted and analysis of those proposals, ICANN has identified the location for ICANN 56. Staff further explained that the costs associated with this venue are comparable to venues for past ICANN meetings. The BFC discussed the venue costs and agreed to recommend that the Board delegate to the President and CEO, or his designee(s), the authority to enter into a contract, and make expense disbursements pursuant to that contract, for the venue where ICANN will hold the June 2016 Public Meeting.

  3. Minutes – The BFC approved the Minutes from the 19 June 2015 BFC Meeting.

  4. Withdrawal from Reserve Fund for USG Stewardship Transition – Staff explained that the Board previously approved that the USG transition project would be funded from the reserve fund up to a budgeted amount of US$7 million. Staff further explained that the total amount of costs for the USG transition project now exceed the originally budgeted amount due to the additional costs of external independent legal counsel that was put in place at the request of the CWG and the CCWG. The BFC discussed the additional costs and agreed to recommend that the Board approve that the USG transition project for FY15 will be funded from the reserve fund in an amount of US$8.7.

    • Action:

      • Staff to prepare resolution for the Board's approval, and to include messaging to encourage the CWG and CCWG to continue monitoring and controlling spending, as appropriate.

Domain Name System
Internationalized Domain Name ,IDN,"IDNs are domain names that include characters used in the local representation of languages that are not written with the twenty-six letters of the basic Latin alphabet ""a-z"". An IDN can contain Latin letters with diacritical marks, as required by many European languages, or may consist of characters from non-Latin scripts such as Arabic or Chinese. Many languages also use other types of digits than the European ""0-9"". The basic Latin alphabet together with the European-Arabic digits are, for the purpose of domain names, termed ""ASCII characters"" (ASCII = American Standard Code for Information Interchange). These are also included in the broader range of ""Unicode characters"" that provides the basis for IDNs. The ""hostname rule"" requires that all domain names of the type under consideration here are stored in the DNS using only the ASCII characters listed above, with the one further addition of the hyphen ""-"". The Unicode form of an IDN therefore requires special encoding before it is entered into the DNS. The following terminology is used when distinguishing between these forms: A domain name consists of a series of ""labels"" (separated by ""dots""). The ASCII form of an IDN label is termed an ""A-label"". All operations defined in the DNS protocol use A-labels exclusively. The Unicode form, which a user expects to be displayed, is termed a ""U-label"". The difference may be illustrated with the Hindi word for ""test"" — परीका — appearing here as a U-label would (in the Devanagari script). A special form of ""ASCII compatible encoding"" (abbreviated ACE) is applied to this to produce the corresponding A-label: xn--11b5bs1di. A domain name that only includes ASCII letters, digits, and hyphens is termed an ""LDH label"". Although the definitions of A-labels and LDH-labels overlap, a name consisting exclusively of LDH labels, such as"""" is not an IDN."