DaveG>> Sounds like no...
DaveG>> https://ewh.ieee.org/reg/3/excom/meetings/adhoc/2001-09-17/main.html
DaveG>> has agenda which is ...
DaveG>> 1. - Current Status SEC02 Registration - Jim Howard
DaveG>> 2. - Possible Alternatives - All
DaveG>> 3. - Volunteer from Committee for duties - All
DaveG>> 4. - Future SEC's Discussion - All
DaveG>> 5. - Next Meeting Time/Date
DaveG>> Any changes to agenda? Q/C?
DaveG>> JimH -> any opening comments?
JimH>> Yes ...
JimH>> Hopefully everyone has seen the emails I sent out about this mtg ...
JimH>> over the last few days and has had a chance to reveiw them ...
JimH>> is this correct?
DaveG>> Q/C?
ChipD>> c
DaveG>> GA ChipD
ChipD>> I have not seen
ChipD>> Jims emails
DaveG>> seem to have been sent 9/12 to <c.j.lord@ieee.org>, <d.green@ieee.org>, <r.riddle@ieee.org>
JimH>> q
DaveG>> GA JimH
JimH>> Charles, did you forward the emails to the Conf Comm?
CharlesL>> (sorry system hung) - no, was not forwarded
JimH>> c
DaveG>> Chip, I just mailed #2 to you... GA JimH
JimH>> Ok, I will start with a little background ...
JimH>> Background:
JimH>> - SEC02 Host Comm. mbrs worked on the registration for SEC01 at the conference.
JimH>> - SEC02 Host Comm. felt this was the hardest area for the local volunteers to handle.
JimH>> - SEC02 Host Comm. found a local contractor to handle the Registration for SEC02.
JimH>> - R3 could not approve the contract with the local contractor - it had no toal cost.
JimH>> - R3 met with the SEC02 Host Comm.
JimH>> - R3 has agreed to handle the registration for SEC02.
JimH>> (Refer to Mtg Min on SEC02 Comm. - June 2, 2001 for more details on the
JimH>> agreements.
DaveG>> OK. Q/C?
DaveG>> OK to the agenda...
DaveG>> 1. - Current Status SEC02 Registration - Jim Howard ...
DaveG>> JimH do you have more to add to start this item?
JimH>> yes
JimH>> Current Status:
JimH>> - Jim Howard working with SEC02 Committee on Registartion form
JimH>> - R3 is responsible for all aspects for SEC02 registrations. This may include contracting out the registration, handling it with R3 volunteers, etc.
JimH>> - R3 has indicated they will have a report on the registration, along with a registration form, where to send advance registration, etc. for the SEC comm by Oct 1, 2001.
DaveG>> OK. Q/C?
DaveG>> OK, ...
DaveG>> 2. - Possible Alternatives - All ...
DaveG>> Ideas?
CharlesL>> c
DaveG>> GA CharlesL
DaveG>> (I meant Ideas to anyone)
CharlesL>> After the initial mtg on this subject at Tampa at the PACE session...
CharlesL>> I had proposed an operating committee that works year to year to provide SECon support...
CharlesL>> I floated the original idea on the Conf NG, got one response from Chip on behalf of the '04 committee...
CharlesL>> as they have sufficient base to run regist. as well as other aspects it was unappealling...
CharlesL>> My hope is that we can capture the knowledge and experience base from past (and future) confs to help...
CharlesL>> where sections are volunteer weak (such as Columbia). Otherwise we may have 5-6 sections repeating year to year...
CharlesL>> as hosts which gets away from original hopes for the conf. The challenge is how to recruit and inspire...
CharlesL>> such a group while at the same time not alienating the hosts. Bottom line, SECon is a low-margin event...
CharlesL>> it cannot afford a commercial mgmt company unless it gets a major shot in the arm in funds. This is ...
CharlesL>> dillema as I see it. (sorry for typing delays).
DaveG>> thanks. Othe Q/C?
JimH>> c
DaveG>> GA JimH
JimH>> I think Charles is right. R3 can supply help when and where ...
JimH>> it is needed, but not where it is not...
JimH>> SEC02 and SEC03 will more than likely need the help.
DaveG>> Thanks. Q/C?
DickR>> c
DaveG>> GA DickR
DickR>> I think that what we need is an action plan...
DickR>> that defines what and who is going to it....
DickR>> I see that we need a standard registration form...
DickR>> and the software to record and etc. the folks that...
DickR>> plan on attending....
DickR>> Jim you said that you were working on the REg Form Right?
JimH>> correct
DickR>> c
DaveG>> GA DickR
DickR>> Do you have it done?
JimH>> almost ...
JimH>> I am trying to make it generic enough for all future SEC's.
DickR>> c
DaveG>> GA DickR
DickR>> Could someone that what you have and start...
DickR>> planning the requirements for the software?
JimH>> I don't see why not.
DickR>> c
DaveG>> GA DickR
DickR>> It has been too long for me to develop a program...
CharlesL>> c
DickR>> but I'll bet someone in our group could do it...
DickR>> and even look for some off the shelf stuff that might work.
DaveG>> Thanks. GA CharlesL
CharlesL>> If the "software" (are we talking reg package or web site or what?) includes registration it needs to include credit card handling...
CharlesL>> This needs to be put in place and made consistent as start-up cost is the $$ part of this. This aspect alone...
CharlesL>> is where R3 can do the most good year to year to year. Do we want to throw that together or make an investment in the future?
DaveG>> Q/C?
JimH>> c
DaveG>> GA JimH
JimH>> First, the reg form is in Word and I will send it to this group for ...
JimH>> review by the end of the week (I hope) ...
JimH>> Second, I have a reg software package in Access...
JimH>> that the FWCS has used for it's last 3 conferences ...
JimH>> that I can also forward to you to look at ...
JimH>> it is software that other conferences developed and ...
JimH>> used and seems to work fairly well ...
JimH>> it includes badges, costs, etc.
DaveG>> OK. What other items need to be in action plan besides...
DaveG>> what DickR mentioned?
JimH>> c
DaveG>> GA JimH
JimH>> Did eveyone see the future reg list email I send out?
DickR>> No
DaveG>> I don't think so, when was it sent?
JimH>> Friday I believe.
JimH>> c
DaveG>> GA JimH
JimH>> It included: Reg form, Reg Program, Reg Support, Reg Confirmation, and On-site Reg ...
JimH>> suggestions. Some required, some optional...
CharlesL>> (was part of 9/12 email to Green, Riddle, and me)
JimH>> BTW - I think I sent it out Sat.
DickR>> c
CharlesL>> 9/12
DaveG>> Agree. GA DickR
DickR>> I have it in front of me now and all I see is a ...
DickR>> set of requirements is that what you mean?
JimH>> c
DaveG>> GA JimH
JimH>> Yes, however these were meant as discussion items for the conf com ...
JimH>> and I suggested that some be required and some be optional ...
JimH>> as a starting point for discussion.
DaveG>> OK, Charles sorta mentioned the $$$ issue associated with the registration process.
DaveG>> I think we could add 'reporting' to the list of activities.
DaveG>> Anything else?
CharlesL>> c
DaveG>> ga CharlesL
CharlesL>> We really need reps from '02, '03, and '04 to be part of the future discussion on this as they are to be affected...
CharlesL>> What we do has to be applicable to all (can't do this for one year and toss). All must buy in.
DickR>> c
DaveG>> GA DickR
DickR>> I think you should add one more requirement...
DickR>> we must be able to handle credit card information.
DaveG>> OK. Other items?
DickR>> c
DaveG>> GA DickR
DickR>> Jim does the program that FWCS have credit card info as a part of...
DickR>> it?
JimH>> c
DaveG>> GA JimH
JimH>> We have been accepting credit cards at all the conferences ...
JimH>> but I am not sure what specific info the program collects ...
JimH>> Richard Beatie is the one who handles and uses the program ...
JimH>> for the fwcs, but several other members have worked with and ...
JimH>> on it.
DaveG>> OK. Is Richard available to work on this as a special project?
JimH>> I can ask.
DaveG>> Seems like a good idea to me. Any Q/C?
JimH>> c
DaveG>> GA JimH
JimH>> Are any of you ...
JimH>> really good at access?
DaveG>> Silence. I am on Linux these days.
JimH>> c
DaveG>> GA JimH
JimH>> Mark McKeage from the FWCS really know Access, and if Charles, would ...
JimH>> like I could ask him about working with us on it?
DaveG>> OK. ...
DaveG>> It looks like we have several issues: development of plan, staffing, ...
DaveG>> meeting deadlines already agreed to with SEC02, ...
DaveG>> merging this quick action with long range Region actions.
DaveG>> Welcome back.
CharlesL>> (sorry - another Win98 spontaneous combustion reboot)
DaveG>> OK, am I correct... this is a Conference Committee (in R3) activity ...
DaveG>> that perhaps we have not involved in the commitments that have been ...
DaveG>> made but need to get back into our normal (and or new) processes?
DaveG>> Q/C?
DaveG>> Hmmm. Is this something that organizationally needs to be moved into the conference committee or is this an ad hoc committee activity?
JimH>> c
DaveG>> GA JimH
JimH>> I think the Conf Comm needs to lead this. I am willing to help ...
JimH>> make sure SEC02 gets the Reg part done (we did this to keep ...
JimH>> the whole SEC02 committee from quiting)...
JimH>> but otherwise SEC02 and our future plans needs to be ...
JimH>> handled by the conf comm (at least that is my thoughts).
DaveG>> OK. CharlesL is this in line with your thoughts also?
CharlesL>> Yes...
CharlesL>> I see some action items here...
CharlesL>> JimH to forward strawman reg form...
CharlesL>> JimH to forward Access application...
CharlesL>> JimH to ask FWCS experts for assistance to group...
CharlesL>> CharlesL to gather resources for possible web / mail / onsite reg solutions...
CharlesL>> CharlesL to form review group including reps from next three confs for critique of ideas...
CharlesL>> CL to work with grp to come up with acceptable soln for '02 with basis for future years...
CharlesL>> MEANWHILE, CL to take interim results to MSC at Mexico and ask once and for all why HQ isn't helping with this...
CharlesL>> Also, JH and CL to take soluntion abck to Columbia and talk committee from jumping ship.
JimH>> c
DaveG>> Perhaps Director Riddle and incoming Director Howard can also talk with with MSC.
DaveG>> GA JimH
JimH>> SEC02 is on board and OK, they just would like an update ...
JimH>> on the reg portion R3 is handling...
JimH>> As I see it right now, for SEC02, we have the following ...
JimH>> tasks to handle quickly ...
JimH>> R3 SEC02 Registation Tasks/Volunteers Needed:
JimH>> - Help SEC02 with Registartion form (Jim Howard is working on this now)
JimH>> - Find an R3 volunteer to handle faxed and snail mail registrations and provide the SEC02 committee with updates.
JimH>> - Find an R3 volunteer to handle on-site registation with SEC02 comm. volunteer help.
JimH>> - Find a program to use for SEC02 Registations (and possible all future SEC registrations)
DaveG>> OK. What is minimum needed by Oct 1st?
JimH>> c
DaveG>> GA JimH
JimH>> Reg form, be prepared to handle advance registrations ...
JimH>> and an update report for their committee meeting...
JimH>> And I think it would be good if Charles could make their next ...
JimH>> committee meeting. ....
JimH>> Thanks to Charles Hickman, we have the hardware contest ....
JimH>> rules out and posted and the teams are working on that ...
JimH>> and we have a good communication going with the students.
DaveG>> Hmmm, this is off topic but my guys tell me the ...
DaveG>> Student Contest site seems 'stale' and they are not getting answers to questions.
DaveG>> Back on topic...
DaveG>> When is earliest advance registrations will happen?
JimH>> c
DaveG>> GA JimH
JimH>> call for papers is already out and I would think that registrations ...
JimH>> will follow shortly, at least for the authors.
DaveG>> Hmmm, usually the incoming papers come back with the registrations for...
DaveG>> authors and this is the leading edge of registration (if memory serves).
JimH>> c
DaveG>> GA JimH
JimH>> that is the way I also remember it, so I think they may start ...
JimH>> coming soon.
DaveG>> OK, I think we have listed the items and Charles has laid out a list of items, and ...
DaveG>> JimH has focused attention on those which need attention soonest, ...
DaveG>> are there other items on "Registration" to discuss?
DaveG>> Just found mailing by John Bowles on this subject...
DaveG>> > November 1, 2001 Initial full-length refereed paper due
DaveG>> > December 1, 2001 Initial abstract of unrefereed paper due
DaveG>> > December 1, 2001 Proposals for tutorials and workshops due
DaveG>> > Mid-January, 2002 Authors notified of acceptance/rejection of paper
DaveG>> > February 17, 2002 Camera-ready paper and presentation materials due
DaveG>> I would guess that Feb 17 is due date for paper and preregistration with ...
DaveG>> mid-January being earliest any of them would send $$$ since paper acceptance is not ...
DaveG>> till then. (This may be 'late'.) Q/C?
DaveG>> 3. - Volunteer from Committee for duties - All ...
DaveG>> Charles has agreed to pull this together as Conf. Committee Chair with help from JimH and others...
DaveG>> hopefully including the members JimH mentioned earlier as well. Are there other ...
DaveG>> items under this item?
DaveG>> 4. - Future SEC's Discussion - All ...
DaveG>> I have a couple items here: '03 Hardware Contest, '03 Planning at Jamaica 10/01 ...
DaveG>> what items did you have in mind JimH?
JimH>> c
DaveG>> GA JimH
JimH>> CharlesL has posted on the NG the items we need to ...
JimH>> look into, and I would suggest we all try to provide him ...
JimH>> some feedback on them and possible set up an econf to discuss...
JimH>> these items for future sec's.
DaveG>> OK. Q/C?
JimH>> c
DaveG>> GA JimH
JimH>> Dave, you, I and Dick had started an email dicussion on SEC03 ...
JimH>> and the possible difficulties ...
JimH>> involved with the items you mentioned. Is is time to expand ...
JimH>> this to a newsgroup and/or econf discussion with the conf ...
JimH>> comm. leading the effort?
DaveG>> Yes, I think so...
DaveG>> the two items I had were:
DaveG>> 1. '03 Hardware Contest -- my colleagues feel that this can't be done ...
DaveG>> and they are already dismissing this as a viable thing for UAB to ...
DaveG>> participate in. Not a big deal whether we participate or not really but ...
DaveG>> it may be indicative of a trend. We may be able to sway them ...
DaveG>> with good plans but this is indicative (to me) of the size of the mountain. ...
DaveG>> 2. '03 Planning at 10/01 Excom meeting...
DaveG>> my 'vision' was to have one of the major foci of the October meeting...
DaveG>> to be working on some of the many issues related to Southeastcon'03 ...
DaveG>> with the Jamaica folks. I wonder 1) if we are going to do this and 2) if we are ...
DaveG>> going to have the meeting at all with the recent issues and possible ...
DaveG>> reactions by members (and their spouses).
JimH>> c
DaveG>> GA JimH
JimH>> On the UAB participation, was that based on the travel or ...
JimH>> getting the hardware to and from?
DaveG>> Well we are under proration this year (for 2nd year) which impacts the funds but it is...
DaveG>> that coupled with the thought that we can't get entry there and back ...
DaveG>> with the team that built it. (Both I guess tied together).
DaveG>> Again...
DaveG>> this is preliminary but I am not doing the team course any more due to ...
DaveG>> the large # of folks in my other classes so others are doing it and ...
DaveG>> raising these questions.
JimH>> c
DaveG>> GA JimH
JimH>> This may be something Rsac needs to survey the other schools ...
JimH>> on before our mtg in Oct (that is if we are still having it ...
JimH>> in Jamaica).
DaveG>> Agree.
DaveG>> DickR -> do you want to talk about 10/01 meeting?
DaveG>> 10/2001
DaveG>> (or another e-conf)?
DickR>> Ok...
DickR>> I have not given much thought to a 10/1 meeting I have 10/15...
DickR>> for our ExCom e-conf....
DickR>> am I worng?
DaveG>> I meant the meeting in 2001 (the 01), that was our face-to-face meeting in Jamaica. I assume there are no real issues associated with having the e-conf. I am speaking about the travel part.
DickR>> OK as far as...
DickR>> I am concerned we still plan on having our meeting...
DickR>> as scheduled...
DickR>> I know that there is some concern by some about...
DickR>> the saftey issue but I have asked MPS to keep me...
DickR>> posted on any warnings concering meeting in Jamaica.
DaveG>> OK.
DaveG>> Is BruceW supposed to be there?
DickR>> Yes he will arrive a day late burt should be there for...
DickR>> the Saturday meeting.
DaveG>> Morning or afternoon?
DickR>> I'll check and get back to you but I think it may be afternoon.
DaveG>> OK, that would mean he could not chair a meeting on the student part Saturday AM...
DaveG>> CharlesL -> I think I heard that you can't make it due to conflicts. Right?
CharlesL>> I can't be there Sunday. Was off checking avail of Sat returns.
DaveG>> 10-4. OK. Looks like idea of focus on '03 may not work.
JimH>> c
DaveG>> GA JimH
JimH>> we are meeting with the SEC03 host committee on Sat morning, correct?
DickR>> c
DaveG>> We are meeting with whole Excom, I am assuming that this is the SEC03 host committee ...
DaveG>> but DickR may know better -> GA DickR
DickR>> Yes that is the plan is for SEC03 to meet early with the...
DickR>> conf comm and any others.
DickR>> c
DaveG>> GA DickR
DickR>> I think that some of the small committiees are planing on...
DickR>> meeting from 8-10 Saturday morning and ...
DickR>> we will start the ExCom at 10 until 4 ...
DickR>> we may end the formal meeting at 4 on Saturday because...
DickR>> some may have an early flight back to the US on Sunday.
DaveG>> OK.
DaveG>> Q/C?
CharlesL>> c
DaveG>> GA CharlesL
CharlesL>> Sounds like I need to look at Plan B. I can fly down Fri and back Sat. There is a 4PM flight back which means I can be there til 2 PM Sat.
DaveG>> OK. Other Q/C?
DickR>> c
DaveG>> GA DickR
DickR>> Charles be sure and let MPS know that you are...
DickR>> coming and the change in your plans I think they have ...
DickR>> reponded to your cancel room request.
CharlesL>> If I decide to go that route they will be the first to know. Maybe second after family.
DickR>> 10-4
DaveG>> <G>. OK, any other items for tonight?
DaveG>> I assume we are going to move this to ...
DaveG>> the r3conf newsgroup with all working on the action plan posted ...
DaveG>> by CharlesL. Charles will call the next e-conf meeting if needed. Is this OK with you...
DaveG>> CharlesL?
CharlesL>> 10-4
DaveG>> JimH?
DickR>> c
JimH>> I would like to have another mtg next monday 9/24 -9pm to ...
DaveG>> is this ok with you also JimH?
JimH>> discuss sec02 action items - it may be a short mtg, but it ...
JimH>> would help keep us on track.
DaveG>> CharlesL -> OK?
DaveG>> Actually before CharlesL, GA DickR
CharlesL>> I yield to the Dicktater
DickR>> I'll have a chance to check out of flights this week...
DickR>> I'll be in Nashville I hope from 9/21-9/23 wish me luck.
DaveG>> We wish you and the rest of the country such luck.
DaveG>> GA CharlesL
CharlesL>> I think we can do Monday - let me check calendar (left at work). This is incredibly busy time and don't want to commit then cancel.
DaveG>> OK, let's decide to meet on Monday and let CharlesL and JimH move us if ...
DaveG>> it turns out that time is bad. As info, r3 e-conf meets 9/26 and I have ...
DaveG>> class 9/25, 9/27 at meeting times. OK Charles/Jim?
CharlesL>> OK here. will confirm Monday tomorrow.
DaveG>> Anything else for tonight?
DaveG>> Hearing nothing, thanks everyone for meeting and discussing this...
DaveG>> Have a safe week and good night.