IEEE COMMUNICATIONS SOCIETY OPCOM Tuesday, April 2, 1996 Las Vegas, Nevada Minutes

Transcription

1 Attendees at the meeting were: IEEE COMMUNICATIONS SOCIETY OPCOM Tuesday, April 2, 1996 Las Vegas, Nevada Minutes Officers Directors Invited Guests Weinstein, Steve Plevyak, Tom Hinman, Steve Cheung, Nim Zuckerman, Doug Pelaez, Alex De Marca, Roberto Miki, Tetsuya Lee, Lin-shan Daigle, John Absent Anderson, Ross Decina, Maurizio Members-at-Large Ledbetter, Allan Division III Director Kurose, Jim Snelling, Dick Desmond, Celia Zuckerman, Doug 1. Opening Remarks -- Steve (Attachments 1a, 1b) Recording Secretary Swaim, Carole Steve called the OpCom to order at 8:30 a.m. welcoming Board members and visitors. Report on Allan s condition and discussion of Acting Executive Director On March 19 Allan was hit by a moving vehicle in New York City suffering severe head injuries and a fractured leg. He has undergone three operations and begins an extensive rehabilitation program in Alabama shortly. The Board resolved to send Allan their best wishes, love, and encouragement for a speedy recovery and return to the ComSoc office, extending their sympathy, support and encouragement to his wife and family. Steve asked IEEE s Managing Director of Technical Activities, Bob Wangemann, to serve as Acting Executive Director for two weeks following the accident. The OpCom met in Executive Session; a search committee consisting of Steve, Tom, Ross, and Jim was formed to select an acting Executive Director for a three-month interim period. (AI 96:10, new) Steve expressed the sincere hope of the Board that Allan would be back in a year. Summary of 1996 Strategic Goals Steve reviewed the major strategic goals for this year asking vice presidents and directors to shape their 96 programs toward these goals; all major initiatives are to reflect the strategic objectives. 2. Financial Report and 1996 Budget -- Ross (Attachments 2a, 2b, 2c, 2d) Allan s assistance on budget reports is invaluable and Ross acknowledged how much his input is missed at this time. Increased revenue at 1995 year end is due to increases in net worth and interest from investments. Ross will bring projections to the Board in June pinpointing conference revenue; he will convert conference accounts to cash flow and begin tracking the success rates of individual conferences. (AI 96:11, new) Ross will present a capital budget to the BoG in June. (AI:96:12, new)

2 2 Ross presented a draft of capital budgeting procedures, requesting OpCom s input (via e- mail) before he puts together final capital budgeting procedures for the Board in June. (AI 95:10, continuing) Tom and Doug will work with Ross to determine projected year-end figures for Publications and Meetings & Conferences based upon the first two months. (AI 96:13, new) Ross proposed that ComSoc s minimum reserve level equal an amount needed to withstand the most disastrous circumstances possible, recommending a minimum operating reserve of $2.5 million. He suggested that maximum limits be left open. (AI 95:21 and AI 96:2, closed) Steve and Ross will write a joint editorial in August on the financial state of the Society and vision. (AI: 96:14, new) Ross presented proposed revisions to ComSoc s travel reimbursement policy (section ) and asked the BoG to respond with their comments before ICC. 3. Progress on Major Initiatives A. Education -- John (Attachment 3) John will create a Web page describing how the Distinguished Lecture Program functions. (AI 96:15, new) Roberto will report to the Board in June on organizing lecture tours. (AI 96:16, new) The procedure for arranging tours is as follows: John solicits speakers and chooses topics, Tetsuya handles the requests for tours, and Roberto organizes the tour. Nim will ask our technical committees to contribute suggestions for the distinguished speaker list; seven additional speakers are needed. (AI 96:17, new) A plan to offer members two-hour video tapes (organized into three 40-minute lectures with questions/answers and recommended reading material) could potentially be utilized by conferences. Hal Sobol, Conference Tutorials Chair, will be included in future discussions. Steve will work with the staff (John participating) to prepare a business proposal for the Board in June to produce two high-quality video tutorials and two online tutorials. (AI 96:18, new) B. Chapters -- Tetsuya (Attachments 4a, 4b) In response to Steve s and Tetsuya s letter dated February 16 to chapters chairs (and in addition to the twenty responses already received by year-end 95), ten additional chapters have requested free publications subscriptions; one chapter has expressed interest in funding for a special project. Steve will write an editorial with Tetsuya and a student chapter member to stimulate member interest in local chapters and to point up the Board s interest in promoting and encouraging chapters. (AI 96:19, new) Tetsuya will write a letter to Board members (with a list of all chapters) explaining the decision that BoG members visit all ComSoc chapters in the next three years and inquiring which local chapters are possible to visit. Tetsuya will notify chapters chairs of the decision by ICC. (AI 96:20, new) Roberto will encourage Board members to join distinguished lecture tours. Doug proposed that Board members arrange to visit local chapters whenever business trips take them nearby.

3 3 C. Staff -- Carole and Alex (Attachment 5) Staff Report Carole stressed the staff s willingness to proceed with Allan s and the Board s initiatives and their intention to keep projects moving forward and the office running smoothly in Allan s absence. Bob Wangemann, as temporary Executive Director, is supportive and readily accessible via office visits, s, and telephone. The membership survey project is on schedule; Steve, Roberto, and Clark will determine prizes to encourage members to complete and return the form. The 1996 Volunteer Directory and Executive Brochure are completed. Doug moved that OpCom commend the headquarters staff for its outstanding production of the 1996 Directory which provides an exemplary description of Communications Society activities and leadership. Seconded; all approved. (motion 96:1) Carole (for Allan) asked that rough drafts of departmental and council procedures be submitted to her before ICC. (AI 95:14, continuing) Steve will take an active role in database discussions with the Computer Society in Allan s absence. Database Report Alex recommended a Pentium-based server; Windows NT is the operating system of choice. He requested an interim allocation of $5,000 for multimedia development software applications for Communications Magazine Interactive. (See EPSG report.) The database project is on schedule. A design phase is being developed; entity relationships are being finalized; index and table structures are being created. Production is scheduled to begin mid-may. Alex will design a document of user requirements and a document detailing data transfer from IEEE and its frequency; these will be circulated to the database task force in early May. (AI 96:21) Steve thanked Alex for his work on the database. D. Division III -- Celia (Attachments 6a, 6b) IEEE SAC TechFund proposal IEEE Student Activities Committee sent Celia two proposals to help reach IEEE Student Branches: a TechFund project to fund technical activities prepared by student branches and a Technical Activities Award recognizing outstanding technical projects prepared by student branches. SAC is requesting $5,000 the first year, and $10,000 the following year. Ross and Celia will evaluate these proposals and possible benefits to ComSoc and bring their proposal to the Board in June. (AI 96:22, new) IEEE has $500,000 in a Sloan Grant to produce career-planning materials for engineering students. Celia will keep the Board updated as ComSoc will be asked to provide volunteer assistance, data, and case studies. E. EPSG Progress Report -- Ron (conference call) (Attachments 7a, 7b) Communications Magazine Interactive will prove an effective tool for retaining members/attracting new ones; non-us readers will get information content days before their printed copy arrives in the mail. Six to twelve months of back issues are

4 4 scheduled for storage on the server by product launch (October, 1996), eventually increasing to five years of stored archives. Technical content will have member-only restricted access; other information will be public. An editor is needed to handle the details of this online magazine. Additional software must be allocated to have a prototype ready for June. Tom moved that the Board approve an interim appropriation of $5,000 to support Communications Magazine Interactive. Seconded; all approved. (motion 96:2) Tom will bring a detailed proposal and business plan to the Board in June. F. Technical Affairs -- Nim (Attachment 8) Internet Miniconference Jim expressed the IEEE Global Internet 96 Miniconference committee s concern that the high registration fee for participating in this miniconference during Globecom 96 will negatively affect attendance. This miniconference will draw Internet attendees who would not normally attend Globecom; Doug, Ross, and Nim will work on alternative registration rates and notify OpCom of their decision. (AI 96:23, new) 4. Future Meetings Board of Governors, Wednesday June 26, 1996, Dallas, Texas OpCom Mbone Session September 6, 1996 Board of Governors, Thursday November 21, 1996, London, UK The OpCom adjourned at 3:45 p.m. allowing Board members to meet with INTEROP officials. Remaining business on the agenda will be conducted by (See Attachments 9-13) ATTACHMENTS Attachment 1a Agenda Attachment 1b Major 1996 Strategic Goals Attachment 2a Budget Report (1995) Attachment 2b Proposed Capital Budgeting Procedures Attachment 2c Minimum Reserve Level - Disaster Scenario Attachment 2d Proposed Revisions to ComSoc Travel Reimbursement Policy Attachment 3 Education Major Initiatives/Update Attachment 4a Chapters Major Initiatives Attachment 4b 1996 Letter to Chapter Chairs Attachment 5 Staff Major Initiatives Attachment 6a Division III Major Initiatives Attachment 6b IEEE SAC TechFund proposal Attachment 7a EPSG Major Initiatives Attachment 7b EPSG Overview Attachment 8 Technical Affairs Major Initiatives Attachment 9 Publications Major Initiatives Attachment 10 Meetings & Conferences Major Initiatives Attachment 11 International Affairs Major Initiatives Attachment 12 Membership Affairs Major Initiatives

5 5 Respectfully submitted, Attachment 13 President s Major Initiatives Carole M. Swaim for G. Allan Ledbetter, Secretary MOTIONS PASSED 96:1 that OpCom commend the headquarters staff for its outstanding production of the 1996 Directory which provides an exemplary description of Communications Society activities and leadership. 96:2 that the Board approve an interim appropriation of $5,000 to support Communications Magazine Interactive. ACTION ITEMS 94:55 closed: Steve will appoint six volunteers to a two-year Strategic Planning Committee. 95:10 continuing: Ross will present final capital budgeting procedures to the Board in June. OpCom members will their input to Ross before ICC. 95:12 continuing: Allan will coordinate securing TAB approval for the three subscription packages for university libraries, so the packages can be implemented in :13 continuing: Maurizio will write Schwartz stating the BoG s assumption that the IEEE will cover liability with regard to infringement of trademarks, since IEEE s insurance does not include such protection. 95:14 continuing: Officers and directors should prepare policies and procedures for each of their councils/departments and submit them to Allan. 95:15 continuing: Roberto or Celia will pursue completion of sister societies main agreements with SEE, VDE and IEE. 95:16 continuing: Tom will complete the letters on publications with all new sister societies. 95:20 continuing: Nim should report to the Board in June on the Technical Affairs Council (TAC) task force which is preparing a policy statement with voluntary guidelines. 95:21 (and 96:2) closed: Ross proposed that ComSoc s minimum reserve level equal an amount needed to withstand the most disastrous circumstances possible, recommending a minimum operating reserve of $2.5 million. 95:22 continuing: Allan will prepare a statement for Jack to present at the IEEE audit committee on coverage for inadvertent violation of off shore tax laws. 95:7 continuing: Celia, Steve, and Allan will present a status report on the database at the Dallas BoG meeting. 96:1 closed: Roberto and Allan will develop a proposal for a Membership Survey by OpCom. 96:2 closed (see 95:21): Ross will analyze potential disaster scenarios and make a proposal at OpCom. 96:3 continuing: Roberto will prepare a plan offering free student memberships as awards for OpCom.

6 6 96:4 continuing: Lin-shan will prepare a plan to present at OpCom to award travel grants for people traveling long distances to attend a conference within their region. 96:5 continuing: Nim will make arrangements in coordination with Doug and John and Ross to organize an Internet miniconference for Globecom :6 continuing: Tom will pursue joint sponsorship of Network Magazine with Computer Society and ACM. 96:7 continuing: Steve, Allan, Doug, and Tom should participate in a summit meeting between selected leaders of the Computer Society and ComSoc on June 8 to enhance partnership and explore areas of cooperation. 96:8 continuing: Miki will prepare a plan to present at OpCom that will make it possible for Board members to visit every Chapter within three years. 96:9 continuing: Nim should prepare a proposal for OpCom providing easy access to selected information. 96:10 new: A search committee consisting of Steve, Tom, Ross, and Jim will select an acting Executive Director for a three-month interim period. 96:11 new: Ross will bring projections to the Board in June pinpointing conference revenue; he will convert conference accounts to cash flow and begin tracking the success rates of individual conferences. 96:12 new: Ross will bring a capital budget to the BoG at ICC. 96:13 new: Tom and Doug will work with Ross to determine projected year-end figures for Publications and Meetings & Conferences based upon the first two months. 96:14 new: Steve and Ross will do an joint editorial in August on the financial state of the Society and vision. 96:15 new: John will create a Web page describing how the Distinguished Lecture Program functions. 96:16 new: Roberto will report to the Board in June on organizing lecture tours. 96:17 new: Nim will ask our technical committees to contribute suggestions for the distinguished speaker list. 96:18 new: Steve will work with the staff (John participating) and prepare a business proposal to bring to the Board in June for two high-quality video tutorials and two online tutorials. 96:19 Steve will write an editorial with Tetsuya and a student chapter member to stimulate member interest in local chapters and to point up the Board s interest in promoting and encouraging chapters. 96:20 Tetsuya will write a letter to Board members (with a list of all chapters) explaining the decision that BoG members visit all ComSoc chapters in the next three years and inquiring which local chapters are possible to visit. Tetsuya will notify chapters chairs of the decision by ICC. 96:21 new: Alex will design a document of user requirements and a document detailing the data transfer from IEEE and its frequency; these will be circulated to the database task force in early May. 96:22 new: Ross and Celia will evaluate the IEEE SAC TechFund Proposal and bring their proposal to the Board in June. 96:23 new: Doug, Ross, and Nim will work on alternative registration rates for the Global Internet miniconference and notify OpCom of their decision.