To: Region 3 Excom Fr: David Green Sb: 21 October 2000 Excom Caucus Notes Dt: 21 October 2000 Notes from Region 3 Excom Caucus, 21 October 2000 Attendees: Marilene Guardia-Baker (SC Council Vice Chair), Jim Beall, Dale Caston, Bill Clayton (for Andrew Hargrove), David Conner, Bob Duggan, Joey Duvall, David Green, Bill Harrison, Charles Hickman, Don Hill, Dan Jackson, Charles Lord, David Macchiarolo, David McLaren, Ed O'Brien, John Parr, Dick Riddle (Director & Chair), Butch Shadwell, Lee Stogner, Allen Thomas, Reed Thompson, and John Twitchell, Director Riddle convened the Excom Caucus at 11am. He welcomed attendees and announced that Jim Howard, Bill Ratcliff, and Brian Swail were unable to attend due to family reasons. Chip Dawson took ill and was unable to attend. The attending members introduced themselves. Director Riddle reviewed the caucus agenda and after adding a few items, began the meeting. [numbers refer to items in the web-published agenda at https://www.ewh.ieee.org/reg/3/excom/meetings/2000-10/ ] Action Agenda Discussion 2a. Treasurer discussed the proposed budget for 2001 previously distributed and modified in the Finance Committee meeting held earlier today. (((Charles reported the recommended changes as a result of a Finance Committee meeting: remove 50 from 5550, added 2000 to training 8000->10,000, Educ Act $4000 -> $2000 in 4.79). The intent is for this Excom to recommend this budget to the 2001 Excom but furnish the budget to IEEE headquarters. After discussion, the group agreed to move the item to the consent agenda. 2b. Southcon. Jim Beall reported on recent Southcon history and related discussions. The feeling is that the 'component show model' is no longer viable. Region 3 is 25% 'owner' of Southcon. Bob Duggan reported that SPC recommended that Southcon be closed down. After discussion, the group agreed to put this item on the consent agenda: Region 3 empowers it's Southcon representatives to take the necessary steps to close down Southcon. Bob Duggan reported that SPC recommended to the Excom that Southcon Board make the best deal possible for the Southcon Service mark. After discussion, the group agreed to put this items on the consent agenda: Region 3 empowers it's Southcon representatives to work with the Southcon Board make the best deal possible for the Southcon Service mark. 2c. Vice Chair Travel. Director Riddle reviewed the past discussions related to funding committee Vice Chairs to attend the Excom meeting associated Southeastcon for the purpose of training, networking, and strengthening the committees. The budget impact will be somewhere between $10-15K per year. In discussion, the group thought that the Director should not make substitutions by rather handle other training alternatives on a case by case basis. The treasurer will use $10K as the expected budget impact. Region 3 to fund Vice Chairs of Region 3 Excom (Standing & Ad Hoc) Committees, and Vice Chairs of Areas & Councils to attend the Excom meetings associated Southeastcon beginning 2001. 2d. Southeastcon 2001 Travel Policy. Director Riddle noted that it may be economical to blanket authorize car travel rental rather than taking taxi or shuttle service. Efforts are underway to get a group deal on rental cars from one or more airports. The group decided that the existing travel policy would accommodate the director making such a blanket approval. 2e. IEEE Staff Recognition Resolution Whereas, the IEEE Region 3 Excom depends heavily on electronic communications, and Whereas, Khanh Luu has distinguished himself in supporting Region 3 volunteer efforts by rapid assistance, innovative suggestions, and deploying new web server features, Be it resolved that ... IEEE Region 3 Excom recognizes Khanh Luu as an outstanding staff member at IEEE. 2f. SPC Call for Goals and Objectives. Bob Duggan requested that each committee submit their Goals and Objectives for 2001 (and beyond) to the SPC and the Director by the first of the year. Secretary Green reviewed the Consent Agenda that will be part of the Excom meeting. Information Agenda. (Items beyond the filed report and Excom discussions) 1. Director Riddle discussed Concentration Banking Account discussions and possible IEEE Board actions concerning Concentration. He mentioned some of the Region 3 members who are nominated for various positions within RAB and IEEE-USA. 3. Secretary Green thanked members who submitted their reports in advanced. 4. Treasurer Hickman $136K in concentration account and it's commitments. The Region has $73K uncommitted reserve and $136K in long term savings. 5. Past Director Caston asked members to inform sections that use Concentration Banking Accounts will (in the future) have tools available to assist them in filing the L50 financial report. He reminded members to vote in the IEEE election. He also reminded members to renew and discussed the web-based renewal process. 6. Awards & Recognition Chair Twitchell announced that nominations are due for the major Region 3 awards by 1 December 2000. 7. Communications Committee Chair Swail (and Vice Chair Dawson) were unable to attend. 7d. Public Information Chair Lee Stogner announced the new Public Information web site on the Region 3 web server. 8. Conference Chair Charles Lord reported on the Conference Committee e-conf that occurred since his report was filed. He announced that the Conference Committee was the first international e-conference since the Jamaica Section members participated in the conference. He briefly reported on Southeastcon 2001 and Jamcon 2000. Butch Shadwell did a tutorial on opto-electronics and Charles Lord did a presentation on e-conferencing. He announced that Jamaica is interested in hosting Southeastcon and he was interested in hearing of other sections' interest as well. Don Hill announced that the International Intel Science Fair is coming to Lexington in 2002 and that Lexington is one of the final four bidders on Sections Congress in 2005. Charles Lord and Dick Riddle are planning to visit the Southeastcon 2001 committee in the next month or two. 8d. Southeastcon 2002 Chair Yingli Wen reported on plans for Southeastcon 2002 and the delays in getting a Concentration Banking Account. The conference has received $3000 in seed money from the Region. 9. Educational Activities mentor Dan Jackson reported on Educational Activities Committee actions including the purchase of new materials for the lending library. A call for nominations for the Employer Professional Development award have been sent out. 10. Finance Committee Chair Charles Hickman requested any suggestions for Goals and Objectives for the Finance Committee. 11. Membership Development Chair Shadwell reported that a new kick-off for MDC that was held this morning. 12. Professional Activities Operations Chair Hill requested that all members ensure that their section has an active PACE person in their section. Lee Stogner reported that there will not be a 2001 PDC meeting. There will be a unified IEEE-USA committee meeting and PACE workshop. Each region will be requested to send (funded by IEEE-USA) approximately ten (10) members to the workshop. Lee also reviewed cost reducing activities being undertaken by IEEE-USA. David Macchiarolo reported that things we going well within the Region. David plans to participate in the 2001 Southeastcon PAO activities. 14 . Strategic Planning Committee Chair Bob Duggan reemphasized his solicitation of committee goals and objectives. He also requested that chairs reported their committee's actions relative to these goals and objectives. 16. Regional Student Representative Joey Duvall emphasized a few items from the Student Activities Report. Branch leadership training was held in Orlando with poor attendance. One further session is scheduled for Nashville. She reported on the recent Student Activities Committee meeting. A group in Region 3 has proposed a Student Congress for Tampa in 2001. She reported on interest in the Region 3 e-conferencing. Director Riddle inquired about trip reports from the students who were sponsored to attend the previous congress. 17a. Area 1/Virginia Council representative Bill Clayton reported that the council held an e-conference. He reviewed activities of the sections in the Region including the Girl Scout project that is almost completed. 17b. Area 2/North Carolina Council Chair Charles Lord reviewed activities within the council. He announced that while the 2001 North Carolina Symposium was canceled. There was interest expressed in the 2002 symposium. 17c. Area 3 Chair Ed O'Brien reviewed his report. He is looking for collaboration activities between the sections. They had an e-conference in spring. 17d. Butch Shadwell briefly reported for Area 6/Florida Council. Broward section seems to be having trouble finding officers to serve. 17e. Area 5/Tennessee Council Chair David Bower went over the officers of the council. He also reviewed the sections in the council. Two sections, Tri-Cities and Middle Tennessee, are having problems. Some joint meetings with stronger sections are being tried. 17f. Director Riddle announced the appointment of Lowell Brothers as the new area 6 chair. Lowell was unable to attend but submitted a report. David Green reported several items from this recently received reported. 17g. Area 7/South Carolina Council Chair Allen Thomas highlighted items from his report. The council has had four meetings this year and plans to complete the rewriting its bylaws. 17h. Area 8 Chair John Parr referred members to his report. He congratulated the Lexington section on their recent achievements. Dan Jackson reported that the Louisville Section will be having a 75 year anniversary soon. 18. Corporate Communications Chair Bill Harrison handed out a corporate communications CD. He made a short presentation on IEEE plans for corporate relations. Butch Shadwell volunteered to help the group work with metrics for this activity. 19. E-Conferencing Chair Bill Ratcliff was unable to attend. David Green reported on that the collaboration server had been bought and configured but that migration of the newsgroups to this machine has not yet occurred. Bill's question "Why are members not using e-conferencing in their committees?" was discussed. Dan Jackson announced that in the future, half of the Virginia Council meetings will be by e-conferencing. Bill Clayton requested that URLs be audited to make sure everything is current. 22. Leadership Development Chair Reed Thompson emphasized two items from his report. The treasurer's training program is about to be available on the web (in time for the new treasurers who are taking office in Janurary). The training effort is being delayed to wait on the IEEE RAB Leadership components that will be incorporated in the Region 3 program. Reed and Charles Lord will be attending the IEEE RAB train the trainer sessions on 20 January 2000. 23. Regional Life Member Coordinator David McLaren reported on the activities of the Life Member Committee. The group has been a strong supporter of Student Activities and is supporting the development of the IEEE Virtual Museum. He discussed an approach to developing Affinity Groups in various sections. 25. Sections Congress 2002 Co-Region Coordinators Dan Jackson and Butch Shadwell reminded folks to have their sections figure out how they fund their participation for Sections Congress 2002. The recommended approach is to set asside a 1/3 of the funds each year. Revised 27 October 2000 ======================== Student Congress for Tampa in 2001 (instead of 2002).