<<<<<<<<<<>>>>>>>>>>>>>> 30 Jan 2000 - update minor edits per Reed Thompson Minutes of the Region 3 EXCOM Jan 29, 2000 E-Conference Using IRC Attendees --------- EXCOM: Dick Riddle* (Chair), James M. Howard*, Dale Caston*, David G. Green*, Charles E. Hickman*, Andrew Hargrove*, Charles J. Lord*, Edward O'Brien*, David L. Bower*, John Parr*, John R. Twitchell*, Brian K. Swail*, Atef Elsherbeni*, Kathy Drevik*, James H. Beall*, Donald W. Hill*, Robert S. Duggan*, Bruce Walcott*, Joey A. Duvall*, Sean Haynes, Vernon Powers, K. Reed Thompson, David McLaren, Percy F. (Butch) Shadwell, Jr., R. Brian Skelton, Lee Stogner, George F. McClure, Bill Harrison, Bill Ratcliff, Roy H. Harris Not present: Darrell G. Piatt* (with notice), Kalpathy Sundaram* (with notice), Allen Thomas* (with notice), Stephen Legister*, Daniel W. Jackson (with notice) Guests: Chip Dawson Minutes ------- The Winter meeting of the Region 3 EXCOM was called to order by David Green who had been named the facilitator for the E-Conference at 10 AM EST. After introductions and a review of procedures, Director Riddle made opening remarks noting the historic nature of the meeting. The secretary noted that a quorum existed. The Director then asked for approval of Director's Ad Hoc Committees and Appointments. Jim Beall move, Bob Duggan seconded the motion to the Ad Hoc Committees and appointments were confirmed by vote. (This vote represented the first known IEEE EXCOM vote by E-Conferencing.) The following Consent Agenda items were then detailed: 1. The EXCOM to approve the minutes of its December 1999 meeting held in Nashville TN. 2. The EXCOM to approve the 2000 Travel Policy. Note the Travel Policy is unchanged from 1999. However, the policy locks the mileage rate to the rate established by the IEEE Controller. This rate changes from $0.31 to $0.325 effective 1 January 2000. The web version of the Travel Policy has an editorial comment giving this rate. 3. The EXCOM to receive the reports listed in the Information Agenda section of the agenda. The agenda was reviewed and after discussion, Bob Duggan moved (Charles Lord seconded) that the EXCOM approve its agenda as published except for changing the notation on the Information Agenda to 'discussed time permitting' and approve the items on the consent agenda. Motion approved. The officer reports (Director, Past Director, Director-Elect, Secretary, and Treasurer) were discussed. Treasurer Hickman noted that he had still not received the 31 December report on Long-Term Investments. Discussion included status of the New Financial Model which Director Riddle said will be recast into an alternate model. Dale Caston remarked that an Ad Hoc IEEE Committee will be appointed by President Bruce Eisenstien to look at other ways to solve the financial problems of IEEE. On behalf of the Finance Committee, Treasurer Hickman moved the adoption of the 2000 Budget as presented with the knowledge that some of $30,000 in restricted account for the Scout Jamboree will be expended in 2000 and the remainder will be expended in 2001. Treasurer Hickman remarked that the budget would be submitted to RAB upon approval of the EXCOM for "information only". The group discussed the $32K deficit that was also present in the 1999 Budget noting that 1999 actually is 'ending' about even and noted that the Region always seems to underestimate income and overestimate expenses. Motion approved. Having agreed to take up awards at a later time, the group then began the discussion agenda. Charles Lord brought up several items during the agenda item: Schedule and plans for SoutheastCon 2000. He asked that 1. If a committee needs space at the Nashville meeting that they have not yet communicated their need for, they should make their request immediately to him by e-mail. 2. Sections be encouraged to bid on hosting SoutheastCon's. He noted that we only have arrangements for two years out (through 2002). 3. Sections be encouraged to pursue Sections Congress 2005 bids. He noted that the congress will be in either Region 3, 8 or 10. The group discussed how to support sections pursuing Sections Congress including providing financial support. During this discussion, possible locations of Atlanta, Orlando, Charlotte, and Memphis were mentioned. It was noted that the location should be able to supply a hotel with at least 500 rooms and access to an international airport. Charles Lord and Dan Jackson will pursue these issues further. Bill Ratcliff, Chair of the ad hoc Electronic Conferencing Committee, emphasized from his distributed discussion item that the preparation for the meeting requires a considerable amount of work whether the meeting is electronic or face to face. The e-Conferencing Committee has likewise found this to be true and is planning to focus the next development effort toward performing work in a collaborative, on-line environment. He invited members to help in the design and testing phases and promised to be in close contact. Bill Harrison stated that the Corporate Relations Project would welcome support to use e-conferencing in the next phase of its work. Members discussed the issues related to the Communications CD and Lee Stogner noted that he could still supply copies to those that need it. Educational Activities Chair Elsherbeni then discussed his plans for the lending library which potentially include a database to track resources and usage; and digitizing the present material for easier access by member. He remarked that these plans might incur costs of $6000 over a development period of 6-9 months. Treasurer Hickman noted that the EAC budget for 2000 was $2000. Chair Elsherbeni agreed to develop a business plan and address the feasibility of the project (including cost vs service, copyright issues, possible involvement of a student branch) for later action by the EXCOM -- perhaps as a special project. Vernon Powers agreed to assist upon request. At the announced time, an executive session was held to discuss the Region 3 Awards. This was the first known executive session held using E-Conferencing. The EXCOM was recessed for lunch at the end of the session with the announcement of actions made after lunch. After lunch, it was announced that during executive session the EXCOM approved the following awards to be given at SoutheastCon at the Awards Luncheon: Outstanding Service Award: Don Hill, University of Kentucky, for outstanding performance in the management of SoutheastCon '99. Outstanding Engineer Award: Dr. William J. Chimiak, Wake Forest School of Medicine, Department of Medical Engineering - For outstanding contributions to the advancement of high-speed computer networks applied to Telemedicine and Medical Informatics Systems. Outstanding Engineering Educator Award: Dr. Parveen Wahid, University of Central Florida - for outstanding contributions to the Electrical Engineering program, curriculum and lab development at UCF. Employer Professional Development Award: Gilbarco Inc. "For Outstanding Contributions in Support Of IEEE North Carolina Council and Central North Carolina Section Continuing Education Activities". Chip Dawson noted that Gilbarco Inc. had a name change from its parent to Marconi Commerce Systems Inc. effective 12/08/1999. Director Riddle, EAC Chair Elsherbeni and ARC Chair Twitchell agreed to look into this and make the appropriate adjustments. Members were requested to wait until Director Riddle has had a chance to inform each recipient of their selection before publicizing these selections. Returning to the discussion agenda, GOLD Representative Sean Haynes discussed the 2000 Professional Development Conference that will be held in Scottsdale AZ over Labor Day weekend. $500 grants will probably be available so that sections/chapters can send PACE and GOLD reps to the conference. Estimated costs (after the grant will probably $500-$700. Lee Stogner brought up the issue of immigration reform and referred members to the documents submitted. He discussed IEEE-USA's position and strategy. He solicited members to help change the direction of Congress. The group discussed the issue raising issues on both sides and proposing several tactics that might be used to further develop the issue. Having completed the discussion agenda, the group agreed to review the information agenda with a time specific completion. The minutes reflect additional information beyond the reports that were submitted by members. In general, these reports contain more complete information on items discussed as well as items that were not discussed in the meeting due to time. Treasurer's Report: Treasurer Hickman remarked that IEEE sent out a revision to the revised L-50 that may impact some Sections. Robert Danco will notify sections about this revised form. Director Riddle noted that RAB had sent a note noting that two Region 3 entities were not in compliance with where our Council/Section funds can be invested -- mutual funds are not acceptable. Awards Chair Twitchell noted that he was seeking suggestions for a Vice Chair for the Awards Committee. Public Information: Bob Duggan noted that this e-conferencing was an excellent item for Region 3 to publicize. He, Dale Caston, and Lee Stogner are going to work on this issue. Conferences: Conference Committee Chair Charles Lord remarked that he planned, as part of the EXCOM planning for our meetings at SoutheastCon, to send a mailout to EXCOM and Region folks for hotel and R3 registration for delivery about February 7th. Education Committee: Chair Atef Elsherbeni requested suggestions to improve Region 3 EAC service. Members suggested that he should interact with the IEEE EAB Region Chairs, contact Area/Council Chairs to name EAC chairs, and use e-conferencing. Membership Development Committee: Chair Kathy Drevik remarked that the committee had gotten off to a slow start but that the committee hoped to have it's first meeting next Saturday. She plans to submit a report to the EXCOM after this meeting. Members suggested referring to the Operations Manual for useful information including the charter for the committee. Professional Activities Operations Committee: Chair Don Hill accepted Lee Stogner's earlier challenge re IEEE-USA's initiative to notify and educate regarding H1B. He gave special thanks to Guy Meador who is leaving PAOC. PACE Chair George McClure called attention to initiatives in the PACE Report including the newsgroup idea, and the platinum member database, to aid experienced members in connecting with others who need mentoring, advice, etc. Student Activities: Student Activities Chair Bruce Walcott gave special thanks to Pat Donohoe and Joey Duvall for their great efforts these past years. He added that members should keep an eye out for someone to serve as Regional Student Representative. Area 1/Virginia Council: Sean Haynes remarked that the next council meeting would be using e-conferencing after an upcoming training session. Area 5/Tennessee Council: Chair David Bower related the officers of the Tennessee Council and his goals for 2000. He will be submitting an electronic report to the group to detail these and other items. Area 7/SC Council: Lee Stogner noted that Allen Thomas was unable to connect in using IRC. He also remarked that SC Council will have a meeting on Feb 22nd to rebuild. Area 9: Charles Lord reminded all that the Area 9 members are busy putting together JamCon 2000 and noted that paper submission has been extended to Feb 19 if you would like to present a paper in Jamaica in August. He guaranteed NO SNOW. Special Review Committee: Chair Roy Harris remarked that every 6 years, it is prudent to review each standing committee. He ask that members to please support these reviews when you are requested to do so. There was no old business. There was no new business. In response to a question, the Facilitator remarked that evaluation forms are being composed by the E-Conferencing Committee which will be making a request for all attendees to respond to the evaluation form so that the committee can be effective in facilitating collaborative work within the Region. Director Riddle thanked all who attended and made history for Region 3. He announced that the next meeting would be 9 April 2000 as part of SoutheastCon 2000 at the Nashville Marriott Airport, Nashville, TN. He also hoped to have the fall meeting worked out by that time. Jim Beall thanked the e-conference committee and especially Dave Green for the first class running of this meeting. The facilitator accepted the thanks on behalf of the e-conferencing committee. The group noted that 31 members attended the meeting. Facilitator Green noted that the agenda had been completed, and congratulated members for achieving this milestone of an electronic EXCOM meeting. After thanking members for their efforts in making the meeting a success, he invited Director Riddle to assume control of the meeting. Director Riddle thanked everyone and adjourned the meeting at 3:58 PM EST. Respectively submitted, David Green Region 3 Secretary