IEEE Newfoundland and Labrador Section
Executive Meeting Minutes
Tuesday May 22, 2001

In Attendance:
Yves Fontaine, Dennis Peters, Eric Gill, Kathleen Chafe, Doug Squires, Todd Hynes, Siu O'Young, Mike Janes (arrived at 1:15)

Missing:
Terry Hussey, Brian Kidney

Location: Fort William Building, Conference Room 314

Summary of Action Items:

Action:
Yves to ensure that trinket options are discussed and a decision made at the Sept. meeting.

Action:
Doug to ensure that we are in compliance with all aspects of the IEEE edict concerning the assignment of a co-signor from IEEE Central.

Action:
Doug to submit his senior member application ASAP.

Action:
Kathleen to compose an engrossing article on IEEE senior membership for the next edition of the newsletter.

Action:
Dennis to get some info, pics etc. about IEEE Night up on the website. Also this can be included in the newsletter.

Action:
Siu to ask Lisa Pearcy to write an article on the student perspective of IEEE Night for the newsletter.

Action:
All to get Lobster boil meal choices back to Dennis by June 11.

Action:
Siu to arrange entertainment for the Lobster boil.

Action:
Doug to send a cheque to ECC for $100.

Action:
Yves to get the address of the ECC treasurer for Doug.

Action:
Eric and Doug to assist with local knowledge for Historical Society conference July 25-27.

Action:
Siu to follow up with the student branch to see if any suitable historical papers could be produced for the competition.

Action:
Siu to contact schools before the end of the school year to let them know about the upcoming Marconi competition. Todd suggested that the Science co-ordinator for the School Board(s) might be a good place to start.

Action:
Siu to send Dennis a link to the Marconi project web page.

Action:
Yves to arrange for a conference room and refreshments for June 14.

Review acceptance of minutes from April 10th meeting

Minutes were reviewed and accepted.

Review of action items arising from last meeting

• Action:
  Yves to ask Imprint for catalogue of trinkets complete with pricing.

  Closed. Yves has a catalogue. We'll want to make a decision in time for NECEC 2001 (Nov. 13).

  Follow-up action:
  Yves to ensure that this is discussed and a decision made at the Sept. meeting.

• Action:
  Doug to ensure that we are in compliance with all aspects of the IEEE edict concerning the assignment of a co-signor from IEEE Central (not Region 7). Carry over from last meeting.

  Carry forward. Cheques are being re-processed having come in wrong. Forms will need to be signed when the cheques are correct.

• Action:
  Kathleen to print address labels using the most up-to-date list when needed for mail-out (Newsletter, NECEC Call for Papers).

  Closed.

• Action:
  Siu to arrange for newly-hired co-op student (Jeff Newhook) to present an overview of the Marconi project to the executive in late April or early May.

  Closed. Jeff presented at IEEE Night.

• Action:
  Siu to give update on Marconi project progress.

  Closed. See item below.

• Action:
  Doug to submit his senior member application ASAP.

  Carry forward.

• Action:
  Gervase to compose an engrossing article on IEEE senior membership for the next edition of the newsletter.

  Re-assigned:
  Kathleen will take on this task.

• Action:
  Yves to track down the status of the Aliant NECEC delinquents.

  Closed.

• Action:
  Kathleen to give updated membership numbers breakdown at the next meeting.

  Closed. Kathleen provided the following current numbers (as of April 30)
  

  Grade	Count
  Associate	10
  Affiliate	7
  Fellow	1
  Life Fellow	1
  Life Member	3
  Life Senior Member	1
  Member	100
  Student	91
  Senior Member	11
  Total	225

  Status	Count
  Active	108
  Arrears	63
  Delinquent 1	17
  Delinquent 2	18
  Delinquent 3	15
  Resigned	4
  Total	225

• Action:
  Dennis to get some info, pics etc. about IEEE Night up on the website. Also this can be included in the newsletter. Lisa Pearcy could be asked to give a student perspective on the event.

  Carry forward.

  Follow-up action:
  Siu to ask Lisa Pearcy to write the student perspective article.

• Action:
  Todd to finalize the details of the IMD tour planned for the week of May 14.

  Closed. The tour went well.

• Action:
  Kathleen to forward the e-mail from Ivana Vujosevic to Brian and Terry to see if any of the students are interested.

  Closed. No response.

• Action:
  Dennis and Doug to look in to options for location, catering etc. for the Lobster boil.

  Closed. See below.

• Action:
  Yves to arrange for a conference room and refreshments for next meeting.

  Closed. Yum.

Lobster Boil

Dennis and Doug reported on their activities. The Lobster boil will be held at the Fluvarium on June 15.
1. Tickets
   Cost is $15 for members, $25 for non-members. Members can bring a guest at the member rate. Tickets were distributed as follows:

   Ticket #s	Seller
   0-10, 71-99	Dennis
   11-20	Kathleen
   21-30	Yves
   31-40	Siu
   41-50	Todd
   51-60	Doug
   61-70	Mike

   Action:
   All to get meal choices back to Dennis by June 11.

2. Entertainment
   It was agreed that some entertainment would be appropriate.

   Action:
   Siu to arrange entertainment.

3. Bar
   The cash bar will be open 6:30 - 10:30.
4. Wine
   We'll have wine on the tables. We'll purchase sufficient bottles from the bar.
5. Menu choices
   We agreed that Lobster, Steak and Vegetarian will be the three options. There was some discussion of the options for salads and desert, but it's left to Doug to make the final decisions (taking into consideration the discussion). It was agreed that we'd pay for the caterer to rent a BBQ so that the steaks will be BBQ'd at the Fluvarium.

ECC Funding Request

Yves reported that the Eastern Canada Council (ECC) is in financial trouble since they have no source of income. At the Spring meeting they passed a motion asking that the member sections make a one-time contribution of $100 or $1 per non-student member. This is seen as a stop-gap measure to fund their immediate needs. As a source of continued funding they plan to request that member sections who host IEEE sponsored conferences contribute 10% of any profit from the conference to the ECC.

Motion:(Yves/Dennis)
That the section make a one-time contribution of $100 to the ECC.
Carried

Action:
Doug to send a cheque to ECC for $100.

Action:
Yves to get the address of the ECC treasurer for Doug.

Historical Society Meeting Assistance Request

Yves reported that he had received a request from Wally Read for assistance with the Historical Society conference being held in St. John's July 25-27. He requires some volunteers to work on the registration desk and to act as advisors for the delegates as to what to do in St. John's. Eric and Doug volunteered.

Action:
Eric and Doug to assist with local knowledge for Historical Society conference July 25-27.

Yves also reported that Wally found the response to the student paper competition to be less than overwhelming (total of three submissions worldwide). He said that, despite the deadline being well past, he'd still be willing to consider submissions if they were to arrive.

Action:
Siu to follow up with the student branch to see if any suitable historical papers could be produced for the competition.

Marconi Project Update

Siu reported that the section was awarded $7250 from the Govt. of NF (Special Events) and $8000 from IEEE Region 7 to support the Marconi project. With this we're doing the following:
• 1/2 a co-op worked last term to develop the prototype kits, which are now working.
• 1/2 a co-op has been hired for the summer term to develop a microcontroller based transmitter and receiver to be used in judging the competition.
• 2 WISE students will be working for the summer as well (I believe this represents a contribution from WISE).
• A full co-op will be hired in the Fall to support the schools and other groups involved.
The plan is for the kits to be at the schools in September, but Siu will be contacting them before the end of the school year.

Action:
Siu to contact schools before the end of the school year to let them know about the upcoming Marconi competition. Todd suggested that the Science co-ordinator for the School Board(s) might be a good place to start.

Action:
Siu to send Dennis a link to the project web page.

Other Business

1. McNaughton Centre

   Siu reported that the funding request for the McNaughton Centre was approved for the budgeted amount of $11242 of which the section has agreed to fund 24% ($2700) and the student branch will contribute %1 ($112). So far they have spent $8240, using the MUN Engineering to front them the cash. They're hoping that R7 will be forthcoming with the money soon.

2. Student Section

   Elections will be held soon. Look forward to a new student executive.

Next Meeting

The next meeting will be held on June 14, 2001 at the Fort William Building.

Action:
Yves to arrange for a conference room and refreshments.

Scribe: Dennis Peters
Posted: Wed 2001.06.06 at 16:48 NDT by Dennis Peters