stds-802-16: Re: [802SEC] March 2004 EC re-affirmation process
Title: Re: [802SEC] March 2004 EC re-affirmation
process
The message below from 802 Chair Paul Nikolich and forwarded upon
his request.
Roger
=======================
Dear EC members,
Please see the attached note on how I plan to run the March 2004 EC
re-affirmations.
Regards,
--Paul Nikolich
Chairman, IEEE 802
Dear EC
members,
Per the LMSC P&P all members of the executive committee are
re-affirmed at the first
Plenary session of each even numbered year. That session is the
upcoming March 2004
Plenary session. I will stand for re-affirmation as Chair of 802.
There will be changes in the makeup of the EC appointed positions
since Geoff
Thompson has announced his intention not to stand for re-affirmation
as first Vice Chair.
Geoff, I sincerely thank you for the time, skill and the passion for
excellence you have
brought to the LMSC Executive Committee and the overall IEEE-SA.
It has been an
honor to serve with you.
If I am re-affirmed Chair of 802 Matthew Sherman has agreed to assume
the first Vice
Chair position and Howard Frazier has agreed to assume the second
Vice-Chair position.
Bill Quackenbush, Bob O'Hara and Buzz Rigsbee have agreed to continue
on in their
positions as Treasurer, Recording Secretary and Executive Secretary.
Unfortunately, Bill
has recently informed me that he will not be able to serve a full
term, hence Bill and I are
actively looking for treasurer candidates between now and July
2004.
If you, or others in you WGs, wish to be considered for the appointed
positions, please
contact me. The responsibilities of the appointed positions are
described below.
In the case of the WG Chairs and Vice-Chairs, we will observe the
process described
below.
Postion summary:
Elected by EC: Chair (1)
Chair appointment/Confirmed by EC: 1st Vice-Chair, 2nd
Vice-Chair, Executive Secy,
Recording Secy, Treasurer (5)
Elected by WG/Confirmed by EC: WG Chairs and
Vice-Chairs for 802.1, 802.3,
802.11, 802.15, 802.16, 802.17, 802.20, 802.21 (8)
Elected by TAG/Confirmed by EC: TAG chairs for 802.18 and
802.19 (2)
Total positions:
16
Please circulate this email to your WG members so they have ample time
to consider it
before the March meeting.
Regards,
Paul Nikolich
Chair, IEEE 802 LAN/MAN Standards Committee
Cell: 857 205 0050
Email:
p.nikolich@ieee.org
EC
re-affirmation process
Current
Working Group Chairs should announce to their Working Groups that
normal two-year elections are being held per the operating rules,
inform the Working Group if they wish to be considered as a candidate
for re-election and solicit new candidates. A formal election, within
the Working Group should occur during the plenary week and a statement
on the Working Groups selection for Chair and Vice Chair(s) be
reported to the SEC at their plenary closing meeting upon which they
must be confirmed by the SEC. Newly elected/confirmed occupants of
positions will formally take responsibility at the end of the March
plenary session.
Each
Working Group should also elect a Vice Chair or Vice Chair(s). A
Working Group may have more than one Vice Chair, if circumstances
warrant and to provide more leadership candidates.
If there
are additional candidates for IEEE 802 LMSC Chair they should notify
Bob O'Hara, the recording secretary by Monday morning, March 15, in
order that the process proceeds smoothly in an open manner.
Responsibilities of the IEEE 802 LMSC chair and
appointed positions are described below.
As
mentioned above, I will seek the LMSC Chair position and am announcing
myself as a candidate for re-affirmation. Of the current appointed
members of the EC Buzz Rigsbee, Bob O'Hara, Bill Quackenbush and Mat
Sherman seek re-appointment. Assuming I'm elected Chair, I will
appoint Mat Sherman to the first Vice Chair position and Howard
Frazier to second Vice Chair position.
The
confirmation of elected WG/TAG Chair and Vice-Chair will take place at
the closing EC meeting as the first item under "Motions,
Internal"(MI). Chairs, please be prepared to report the
numerical results of the elections in your WG/TAG. If there are new WG
or TAG Chairs or Vice-Chairs, they will take office at the end of
Plenary session.
The
election of LMSC Chair will then take place followed by the
confirmation of appointed officers. If a new IEEE 802 Chair is
elected, I propose that we delay the confirmation of the appointed
members until the following session in order to provide for adequate
review by the EC members.
LMSC
CHAIR RESPONSIBILITIES
1. 1. Fulfill Duties as Outlined in LMSC P&P
2. 2.
Obligations to Computer Society
(a)
Attend CS Standards Activities Board meetings as LMSC Chair
(oneface-to-face, nominally three telecons)
(b)
Represent LMSC views and needs
(c)
Guide/facilitate healthy evolution of SAB projects and
practices
(d)
Produce summary reports on LMSC activities, three times a
year
(e)
Generate LMSC Annual Report: past year highlights, next year target
goals, summary overviews, major changes, etc.
3.
Obligations to LMSC Beyond Explicit Duties Identified in
P&P
(a)
Sign and, in many cases, draft/author/edit official communications to
external organizations (eg. FCC, DAVIC, ITU-T, ITU-R...nominally 20-25
documents per year, but growing)
(b)
Review and sign-off on Sponsor Ballot lists generated by
SA
(c)
Review and sign-off on PAR submissions, send to CS-SAB and IEEE SA
Standards Board
(d)
Facilitate generation of LMSC agenda with significant help from the
recording secretary, finalize agenda for the closing executive
meeting
(e)
Review with the recording secretary all LMSC actions items after the
end of the plenary session
(f)
Review with the executive secretary all meeting planning
recommendations and help deal with meeting logistics issues as they
arise
(g) Review with the
treasurer the meeting budget and help deal with financial issues as
they arise
4 Plenary
Meeting Facilitation:
(a)
On-call entire week to coach/mentor/facilitate resolution of issues
and guide actions toward LMSC win-win results (usually 20-30 hours,
10-15 key projects). [This limits one's freedom to attend WG
meetings to no more than a few hours at best)
(b)
Act as liaison with IEEE Standards staff (at plenary session and in
Piscataway usually during SA Standards Board sessions) on working
issues/projects (usually 5-10 hours per Plenary
meeting)
(c)
Lead ad hoc activities as needed, usually one or two per
Plenary
5.
Inter-Meeting Activities:
(a)
Follow-up on items in (3) above
(b)
Work with IEEE staff on issue resolution (eg. Sponsor Ballot process,
SA directions, getIEEE802, CD-ROM, drafts for sale, etc.)
(c)
Respond to calls from the press, obtain approval of LMSC press
releases, etc
(d)
Respond to NesCom and RevCom concerns on behalf of LMSC PARs and draft
standard reviews (if needed beyond WG chair actions)
(e)
Monitor JTC 1 actions affecting 8802 series of standards
(f)
Monitor FCC, IETF, ITU-T and ITU-R activities, sign off on liaison
communications
General Notes: There are tremendous variations in the level of
time/resources needed to support LMSC. There is a somewhat constant
level of 40 hours per month (average) to do the various items
identified above. There are also actions that demand attention
whenever they occur, ranging from big issues that take 100+% of one's
time because of the magnitude of the issue, or the volume of
communications. Unfortunately, the latter events have become
more frequent and they can consume full-time effort from five to
twenty days.
There is
another level of activity that has tremendous advantages for LMSC at
the same time it consumes substantial resources. From
time-to-time the opportunity arises for LMSC spokespersons to speak at
conference and seminars. One could make this a full-time job, or
ignore it. Experience indicates that good/valuable opportunities
arise about once a year to make a major presentation at some national
or international meeting. It is my opinion that EC members
should do more of this on a coordinated basis to spread the word,
build further interest, gain added commitments to LMSC programs.
FIRST VICE CHAIR RESPONSIBILITIES
1. 1. To stand in for the Chair when needed. This is sometimes
just a few minutes at the executive committee meetings. Other
times it means chairing a whole Plenary session. In the latter case,
there are a couple of weeks' worth of work in the 4-6 weeks before the
Plenary session, and 100% consumption of one's time during the
session.
2. 2.
Chair rules change activities. When major issues are being addressed
this can consume significant amounts of time, occasionally precluding
meaningful participation in a working group.
3. 3. Be expert on process and Roberts Rules of Order to help resolve
issues in EC meetings and, when asked, at WG/TAG meetings.
4. 4. Visit WG meetings for short intervals during the Plenary week to
keep abreast of the pulse of the organization. This should be
coordinated with the 2nd vice chair to maximize coverage of all 802
projects.
5. 5. Interpret the LMSC Policy and Procedure and provide advice to
LMSC members, WG/TAG chairs, and other executive committee members
when requested. This also requires the VC to have in-depth knowledge
of the policies and procedures of the Computer Society SAB, and the
IEEE Standards Association Standards Board and Board of Governors.
6. 6. Present LMSC introductory information at each opening Plenary
session.
7. In coordination
with the Chair and 2nd Vice Chair, help resolve LMSC, SA and
BoG
issues (such as
timely issuance of sponsor ballots, Get802 program and draft sales)
with IEEE staff, IEEE Standards Board, BoG and CS-SAB.
7. 8.
Assist Chair with administrative and other assigned tasks.
SECOND VICE CHAIR RESPONSIBILITIES
1. 1. The primary responsibility of the person fulfilling this
position is to be available to help the Chair in situations where the
Chair believes he needs assistance with issues primarily arising in
the various working groups (e.g. lead 802 reorganization efforts).
2. 2. This position will also focus on the execution of the Education,
Mentoring and Support program which is intended to improve the overall
efficiency and quality of LMSC standards projects.
3. 3. Act as a mentor to new WG chairs and work with the Chair to
oversee the assignment of experienced 802 members to mentor WG/TAG
chairs as appropriate.
4. 4. Visit WG/TAG sessions for short intervals during the Plenary
session to keep abreast of the pulse of the organization. This
should be coordinated with the 1st vice chair to maximize coverage of
all 802 projects.
5. 5. Coordinate maintenance of LMSC Policy and Procedure with First
Vice-Chair and be an expert on the 802 P&P.
6. 6. Present LMSC introductory information at each opening Plenary
session.
7. 7. In
coordination with the Chair and 1st Vice Chair, help resolve LMSC, SA
and BoG issues (such as timely issuance of sponsor ballots, Get802
program and draft sales) with IEEE staff, IEEE Standards Board, BoG
and CS-SAB
8. 8.
Assist Chair with administrative and other assigned tasks.
RECORDING SECRETARY'S RESPONSIBILITIES
Required Core Responsibilities:
1. 1. Record minutes of executive committee meetings (ie. At a minimum
the opening and closing EC meetings, at each of three plenary sessions
per year).
2. 2. Draft, produce, distribute executive committee meeting minutes
to committee members and liaisons (nominally 40 people) (30-40 days
after meeting).
3. 3. Maintain official records of minutes for historical
purposes.
4. 4. Generate draft agenda for executive committee meetings.
5. 5. Edits and coordinates the release of the IEEE 802 CD-ROM once a
year with the IEEE-SA staff.
Additional Responsibilities (desired, could be given to
others);
1.
Maintain assignment lists (P802 decisions)
(a)
Liaisons
(b)
OUIs
(c)
LSAPs
2.
Maintain archival records for:
(a)
Functional requirements, document revisions
(b)
Operating Rules document revisions
(c)
802.0 Guidelines/Practices
(d)
PARs approved, revised, completed, withdrawn, etc.
3. Conduct 802.0 email ballots
TREASURER'S RESPONSIBILITIES
1.
Establishment and Maintenance of Accounts
(a)
credit card companies, (AmEX, Discover, VISA/MC)
(b)
bank account
(i)
checking account
(ii) credit card charge processing
(c)
vendor accounts
2.
Prepare Budget
(a) annual CS SAB submission
(b) periodic recommendations/justification for meeting fee
changes
3. Collect and Disburse Money
(a) establish money handling procedures for meeting registration
staff
(i) check and travelers check endorsement
(ii) credit card processing
(iii) temporary storage of receipts
(iv) daily cash-out
(b) credit card desposit transactions (one or two per meeting
day)
(c) void/adjusted credit card transactions (one to three per
meeting week)
(d) storage of cash/check/etc during plenary meeting
(e) preparation of deposits (deposit execution)
(f) review of vendor invoices (hotel master account, A/V,
etc)
(g)
expense reimbursement payments (executive committee member between
meeting expenses, items specifically approved by executive
committee)
(h)
deadbeat collections.
4.
Reports
(a) statement of operations, balance sheet
(i)
accounting period (meeting and following interval) at Monday executive
committee and plenary
(ii) estimated statements at closing executive committee and plenary
meetings
(b)
reports of expenses to Computer Society
(c)
deadbeat report (recommendations for removal of voting rights when
needed)
5. Capital Equipment
(a) maintain records of owned equipment and assigned
custodians
(b) procure equipment approved by executive committee
1. 6. Reprogram credit card transaction terminal for each meeting
2. 7. Maintain files of all financial transactions (database and
journal entry)
3. 8.
Audits. Supply all necessary information to IEEE-SA auditor and
provide oversight and guidance as needed.
EXECUTIVE SECRETARY DUTIES AND RESPONSIBILITIES
1. 802 Plenary Meetings: Facilities and Services
(a) oversee activities related to meeting facilities and
services
(b) ensure first-rate facilities and pricing
(c)
review and approve all decisions involving 802 funds for
meetings facilities/services
(d)
present unusual expenditures to executive committee for approval
(e) assist in identification of future site
choices/locations
(f)
tabulate site choice selections and maintain calendar for plenary
meetings
(g)
maintain Conference Guidelines for solicitation of hotel proposals
(h) review hotel proposals for correctness and conformance to
Guidelines
(i)
present summary of hotel options to executive committee and sign
approval proposal on behalf of 802
(j)
coordinate with CSP and LMSC Chair on major decisions
2. IEEE 802 Registration Database
(a) responsible for database maintenance
(b) oversee conference service staff on updates and
additions
(c) assure adequate backups and loss/corruption of data
4. Assist 802 Treasurer
(a) review of expenditures and future budget preparations
(b) identify meeting deadbeats and report to treasurer for
collection
5. Conference Service Provider (CSP)
(a) maintain document on CSP duties
(b) oversee CSP performance at meetings
(c)
serve as primary resource for planning and problem resolution both at
meetings and between as necessary
(d)
participate in letter of agreement between 802 and CSP
(e) present summary recommendations on future CSP contracts to
executive committee
(f) execute (sign) approved CSP agreement on behalf of 802