IEEE Conferences Committee (formerly MSC)

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IEEE Conferences Committee
Minutes

Hyatt Morristown
Morristown, NJ - USA
Thursday - 19 October 2006

FEEDBACK & CONTACT: Samantha Padilla, Sr. Manager, Conferences
E-mail: s.padilla@ieee.org or Phone: +1 732 465 5889

I.	Roll Call and Welcome (Rassa)
	Chair Rassa called to order the 3rd meeting of the 2006 IEEE Conference Committee at 8:00am. (List of attendees)

II.	Review and Adoption of Agenda (Rassa)
	The agenda was approved as amended. The following items were added:
	1. Discussion of preferred vendors and resource list 2. Conference publication algorithm distribution change 3. Membership requirement for publishing proceedings

III.	Approval of IEEE Conferences Committee Minutes 22 June 2006 (Rassa)
	The minutes of 22 June 2006 were approved as written.

IV.	Chairs Report (Rassa)
	A.	SRC Review of IEEE Conf Com - Sept 06 Report
		Chair Rassa reported on success of 2006 POCO, date and location for 2007 POCO, approval of mission and vision statement, new initiative for conference tools package, finance budget tool

		ACTION
		S. Padilla to send new planning budget form to conference committee to review.

		ACTION
		Create a list of Core Values for the IEEE Conference Committee.

		IEEE CONFERENCE COMMITTEE CORE VALUES
		Integration of conferences as an integral part of IEEE Encourage entrepreneurial approaches to new areas Appropriately reward excellence in IEEE conferences and their volunteers Facilitate smooth, efficient, user friendly conference operations for all conference stakeholders Embrace diversity in all its forms Conferences promote application of research and development, networking and new member acquisition Early delivery of cutting edge technology to help further the IEEE Brand image and to enhance IEEE's technical achievement record.

V.	Conference Committee Charter (Rassa)
		Chair Rassa said Administrative change made, quorum received and will be put on TAB agenda

VI.	Conference Policy Discussion (Rassa)
	A.	10.1.6 Tiered Surplus Proposal - W. Tonti
		Proposal by W. Tonti - Not accepted

	B.	10.0.C $25K Change Proposal - C. Rubenstein
		Proposal by C. Rubenstein - tabled

		MOTION
		S. Padilla find out from IEEE Audit what was the basis for establishing the $25,000 limit requiring IEEE approval for meetings, including admin, training, etc.
		MOTION APPROVED

VII.	Conference Strategy (Rassa)
	A.	Action Plan Summary (Information Item)
		Chair Rassa reviewed the status of the 8 top issues and asked the question "Are they still valid for us to pursue?"

		ACTION
		S. Padilla to provide a status update to the Committee of conference related projects in process at the IEEE.

	B.	Panel of Conference Organizers Review
		a.	Questionnaire Responses Summarized by M. Ward-Callan
		b.	2007 POCO Preliminary Planning
			Committee agreed to tentatively schedule POCO 2007 in Vancouver, second week of July (13-14). Recommendation, from the floor, to begin planning POCO two years in advance to allow societies to budget accordingly.
		ACTION
		S. Padilla to prepare a draft 2007 POCO agenda for committee review

VIII.	Conference Business (Padilla)
	A.	Conference Business Report (Ward-Callan/Padilla via phone)
		a.	List of Open Conferences
		b.	Conference Closing Graph

	B.	Conference Publications Report (Vasquez)

	C.	Conference Xpress (Burgmeyer)

	D.	Currency Hedging Project (Sosa)

	E.	Review of 2007/2008 Conferences Listing

IX.	New Business
	Discussion on "No Shows"
	A.	Must provide value for attendees and uphold IEEE/OU/Conference reputation Ideas for conference no shows;
		1. Use Live Meetings to get speaker to present at conference 2. Electronic poster sessions 3. Pre Pay registration per paper

	B.	If 'no shows' occur, what are some options (committee to explore further):
		1. Cannot omit paper from Xplore but can black out - similar to process for plagiarism or egregious behavior) 2. Sanctions on perpetual offenders - refuse to accept papers from no-show authors 3. Electronic on site access to proceeds with no hard copy. This implies that conference organizers can pull the papers when authors are no shows 4. Label paper as 'no show' in Xplore

		MOTION
		IEEE Conference Committee will continue to seek a resolution to this issue. In the meantime, the committee agrees to the following: 1. Inform conference organizers that if a paper is published in the original proceedings they cannot withhold content from Xplore 2. OU can censure (if they have history) an author who habitually does not show at the conference to present their paper 3. Conferences are encouraged evaluate opportunities for author to present using alternate means
		MOTION APPROVED

X.	Next Meeting
	Next meeting will be Thursday 15 February 2007 at the Sheraton Universal Hotel in Universal City, CA USA

XI.	Adjournment
	Meeting adjourned at 5:04pm

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