Minutes - unapproved Region 3 ExCom January 6 &8, 2003 Participants (* if voting): Ackerman*, Baker*, Beall, Bellarmine, Davis*, Dawson*, Donohoe*, Duggan*, Duvall, Gayle, Geer*, Green*, Hardy, Harris, Hickman*, Hill*, Howard* (chair), Jackson, Lord, McClure, Morris, Neiditz, Ratcliff*, Riddle*, Roberts, Shadwell, Skelton*, Stogner*, Twitchell*, Walcott* David Green served as meeting facilitator at the invitation of Director Jim Howard. Director Howard wished members a Happy New Year and welcomed to the first meeting of the ExCom for 2003. He thanked members for volunteering to serve the membership. Region 3 Awards and Recognition Chair John Twitchell urged the Area/Council Chairs to return their evaluations by Tuesday so that their votes could be counted and the results announced during the second half of the ExCom meeting. The ExCom approved the DirectorÕs 2003 appointments as listed in the agenda. The ExCom approved the consent agenda as posted (with one change Ð see below): 1. Approval of November 2002 ExCom Minutes 2. Receipt of all reports that are part of the posted information agenda. 3. Approval of Travel Policy for 2003 (unchanged) although the mileage rate which tracks the Institutes reimbursement rate will be $0.36) 4. Approval of 2003 Budget (with item B-5.69b increased by $2000) The group briefly discussed the funding policy for the PACE attendance at the Region 3 Conference in Jamaica. As previously published, in order for a Section representative to be funded for the Region ConferenceÕs PACE meeting, the Section must have sent a representative to the national PACE meeting. The group then adopted its agenda as published. Secretary David Green noted that this was a quick cycle from "meeting call" to meeting time and invited members to submit their reports after the meeting for posting if necessary. Treasurer Charles Hickman noted that the budget for 2003 (adopted as part of the consent agenda) also contained the income and disbursements for 2002. These numbers are not final numbers for the year. Final 2002 closing numbers will be presented later. Director Howard asked each Area/Council to meet at least once face-to-face with the Section officers in their area this year and to have frequent contact with them during the year. During discussion, several items were proposed for discussion with Section leaders: 1. February 21st deadline for reports 2. Training needs (and R3Õs ability to help out) Director Howard noted that while funding was limited, funding from the discretionary budget might be available. Sections Congress Coordinator Dan Jackson reviewed plans for supporting Sections Congress 2005. The plan is similar to the 2002 plan with the addition of asking each Section to contribute $2.00 per member (not counting Student or Associate members). Dan, co-coordinator Butch Shadwell and Treasurer Charles Hickman will prepare a preliminary Region 3 Funding Plan. Region 3 is expected to also make a sizeable supplemental contribution to Sections Congress 2005 that will be in Region 3. Regional Student Representative Trish Davis was invited to discuss her report including Goals and Objectives for 2003 since she would not be able to attend the second half of the e-conference meeting. She noted that her present focus was working with Student Activities Chair to work out issues related with getting students to the Region 3 Student Conference. They are asking section leaders to help their branches and encourage them to participate. She referred members to the online elaboration of the Student Activities Goals and Objectives for additional information. Charles Hickman noted that the Alabama Section had budgeted $250 for each of the five student branches in the section. Bruce Walcott noted that 16 schools were confirmed, 3 were "maybes" and some had not responded. The group reviewed particular schools and several agreed to follow up with particular schools. Area 8 Chair John Parr was invited to discuss his report including Goals and Objectives for 2003 since he would not be able to attend the second half of the e-conference meeting. He reported that his main goal for the year was to establish consistent communication with the sections in Area 8 and referred participants to his online report. Jim Howard declared a recess of the ExCom until 8 January at 9pm EST. The ExCom reconvened at 9pm on 8 January as announced. David Green continued to serve as facilitator. He noted that there was an action item from the Awards Committee and that Director Howard had directed that it be placed at the end of the meeting to minimize the impact on the meeting since it might require an executive session. The group then proceeded to work though the information agenda. Many presenters referred participants to the submitted reports that are online and were distributed by e-mail prior to the meeting. Communications Chair Bill Ratcliff noted that the main thing was to engage the member and keep them in the loop; and the main thing is to keep the main thing the main thing. Archive Chair Charles Lord noted the need to develop a methodology for archiving our knowledge and asked that those interested give it some thought and be prepared to discuss it in Jamaica. Dave Green noted that some web- archived documents that were HTML pages with links to IEEE icons were now missing icons since they were pulled by IEEE. Electronic Communications Coordinator David Green thanked Brian Swail for continuing to support the section alias effort and Mark Stokes for continuing as Vice Chair. Conference Committee Chair Don Hill noted that four sections (Memphis, Atlanta, Jacksonville, Fort Lauderdale) were interested in hosting future SoutheastCons and asked the group to encourage them to come forward with formal proposals. He noted that SouteastCon 2002 was not yet "closed". Charles Hickman reported that Region 3 had received its checks from the conference. Charles Lord reported that he thought IEEE headquarters was happy regarding the conference complying with Institute deadlines. Don Hill will make sure that the Region is in receipt of a final report. Jim Beall noted that that there should be a letter sent to all concerned that the conference is closed and that the bank account has been closed. Don promised to follow up on these items. Halden Morris reported that the Jamaica Section was working hard to ensure the success of SoutheastCon 2003 and noted that a report was posted online. He reported that there were approximately 70 papers in hand but that registration fees had not yet been paid. Director Howard reported that a final decision on Vice Chair funding for SoutheastCon 2003 had not yet been made noting that funds were limited. Jim Beall reported on SouthCon which will be held 19-20 March 2003 in Tampa FL. He reported that booth sales were slow and urged everyone to help encourage a good attendance. There will be two pages of information and a registration form in the Region 3 Newsletter. He did not anticipate a surplus from the conference. Don Hill reported that he would contact the Huntsville Section about RadarCon and report later on this conference. Charles Lord reported for the SoutheastCon Support Committee. He said that he and Mark Stokes were working on getting the on-line registration for SoutheastCon 2003 operational. He expected the site to go live about 15 January. The site will process credit cards for the conference registration. The group discussed other issues related to registration and logistics. The group decided to move this discussion to e-mail and for Charles Lord to facilitate this action. Halden Morris noted that he thought the Region had planned to make an advance payment (in 2002) to the conference hotel. Charles Lord reported on the Special Project related to Conference training. He was looking into possibility of having a workshop before SoutheastCon for sections interested in bidding on a future SoutheastCon. Educational Activities Chair Pat Donohoe reported that his committee is working on an overhaul of the Educational Activities website where the lending library will be replaced with a web library of resources and will include links to materials elsewhere such as the EAB website. PACE Chair George McClure reported that the committee was planning to revitalize the PACE network connectivity and to be ready for the expanded emphasis from IEEE-USA on grass roots activities. He noted that the group had planned on a fall meeting for region training but that since funds were limited, it might be canceled. Student Activities Chair Bruce Walcott thank members who contributed to the SAC G&OÕs. He noted that there were 17 schools confirmed for the Region 3 Student Conference at this time. Area 1/Virginia Council Chair David Geer reported that he had recently sent in G&OÕs. He is currently working to fill empty officer slots and set the yearÕs calendar. Former Chair Sean Haynes has sent in the L50 report and was working to close other open items. Area 4/Florida Council Chair Eric Ackerman reported that he is trying very hard to make sure that every section attends SoutheastCon and to bring as many students as possible. Membership Development Chair asked for everyoneÕs help in motivating old members and finding new members. He reminded the group that our strength comes from a growing base of members. GOLD Chair Joey Duvall reported that G&OÕs had been submitted but were still being refined. She invited feedback from the group. She looks forward to a successful year with the goal of four more GOLD Affinity Groups. Awards and Recognition Chair John Twitchell reported that the committee had received seven nominations for Outstanding Engineer, five nominations for Engineering Educator, and three nominations for Outstanding Service. The TellerÕs Committee, consisting of Past Director D. Powers, Director Elect W. Harrison, and J. Twitchell, ARC Chair, compiled the evaluations of the Area/Council Chairs He moved, on behalf of ARC that the following awards be made: Outstanding Service Ð Percy (Butch) Shadwell Ð For identifying and putting into practice ways to inspire members of the electrotechnology profession toward development and maintenance of the highest levels of technical expertise and ethics. Outstanding Engineering Educator Ð Takis Kasparis Ð For excellence in teaching, course design, and research. Outstanding Engineer Ð Neelkanth G. Dhere Ð For engineering and research contributions to the profession in the area of thins-film photovoltaic and photoelectrochemical solar cells. The motion was approved. Educational Activities Chair Pat Donohoe moved (on behalf of EAC) that Region 3 present Dynetics, Inc. of Huntsville, AL with the 2002 IEEE Region 3 Employer Professional Development Award for outstanding contributions to employee continuing education and professional development. Motion carries. Director Howard then thanked the facilitator and members for their efforts. He noted that several Southeastcon items would need to be resolved in the next few days and members should expect additional information by e-mail soon. He reminded the group that the next meeting would be associated with the Region 3 Conference in March/April and then adjourned the meeting. Respectfully submitted, David Green Region 3 Secretary