Re: [802SEC] +++ EC Motion - Approve First round Site inspection Visit to Asia- Ballot Closes 9 March 2014 +++

["Mody, Apurva (US SSA)" <apurva.mody@BAESYSTEMS.COM>]

I Approve.

Mody

From: ***** IEEE 802 Executive Committee List ***** [mailto:STDS-802-SEC@ieee.org] On Behalf Of Jon Rosdahl
Sent: Thursday, February 27, 2014 08:32
To: STDS-802-SEC@LISTSERV.IEEE.ORG
Subject: [802SEC] +++ EC Motion - Approve First round Site inspection Visit to Asia- Ballot Closes 9 March 2014 +++

 

Dear EC members,
    We have been fortunate to have located several potential locations in Asia (2 in Bangkok, 2 in K-L, and 3 in Singapore).
These locations look promising, but unless we send someone to look at them, we will not be sure if these locations will work.
I will be in Singapore next week for other meetings and will try to visit some of the properties there, but it would be good to investigate all the opportunities in all three locals.
Bob Heile has agreed to take a trip that would combine investigation of these potential locations in one trip.  He has negotiated with the hotels to provide free hotel rooms, but the hotels want to give the credit for the hotel stay on a master contract once we have the meeting at the respective locations.
As some of these locations may also work for a Wireless Interim, the IEEE 802 and the IEEE 802.11/.15 treasury would share the costs for this site visit trip equally.
The total expected expenses are expected to not to exceed $6,000.

Once we have identified more definite targets, then we would have our service vendors look at only properties that we felt had a high probability to use for further follow-up visits to ensure a quality meeting.

Paul has authorized me to conduct a 10 day eballot on the motion below.

 
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Motion for 10 day ballot:
Start of ballot:  Friday 27th of February 2014
Close of ballot: Monday 9^th of March 2014   11:59PM AOE

Move to approve a first round site inspection trip to Asia for 1 person with an overall budget expenses expected less than $6,000 (expenses to be shared equally with the IEEE 802.11/.15 Treasury) to reduce the current prospect list from 7 sites in Asia (2 in Bangkok, 2 in K-L, and 3 in Singapore) to 2-3 that have the highest potential as measured by space, cost, and network. 

The purpose of the trip includes:

The site inspection would include review of all the meeting space, meeting room layouts, network capabilities, AV/power requirements, F&B specifications, security, staffing  coordination, shipment arrangements and any other session considerations, including pricing and billing procedures.

Standard Travel expenses (e.g. Coach Class Air travel, local transport, food and lodging) to be reimbursed. A Trip Report will be expected along with the expense report submission.

 

Moved:   Jon Rosdahl

Seconded: Clint Chaplin

Early close: As required in subclause 4.1.2 'Voting Rules' of the IEEE project 802 LAN/MAN Standards Committee (LMSC) Operations Manual (v15 As approved 19 July 2013) , this is notice that this ballot may close early once sufficient responses are received to clearly decide a matter.

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4.1.2 Voting rules

At times, it may become necessary for the Sponsor to render a decision that cannot be made prior to the close of one plenary but must be made prior to the opening of the following plenary. Such decisions may be made using electronic balloting.  Provision shall be made for the IEEE 802 LMSC membership to observe and comment on Sponsor electronic ballots. All comments from those who are not members of the Sponsor shall be considered.  Commenters who are not members of the Sponsor are urged to seek a Voting Member of the Sponsor (normally their WG or TAG Chair) to include the viewpoint of the commenter in their vote.

The Sponsor Chair, or a Sponsor member designated by the Sponsor Chair (usually a Vice Chair), shall determine the duration of the ballot, issue the ballot by e-mail and tally the votes after the ballot is closed. Sponsor Voting Members shall return their vote and comments by e-mail.

 

The minimum duration of an electronic ballot shall be 10 days. For urgent matters once sufficient response is received to clearly decide a matter, the ballot may be closed early. This allows a decision to be reach in less than 10 days. Ballots where the possibility of an early close exists must be clearly marked accordingly. Otherwise, the tally of votes shall not be made until at least 24 hours after the close of the ballot to allow time for delivery of the e-mail votes.

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Jon Rosdahl                         Standards Architect
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---------- This email is sent from the 802 Executive Committee email reflector. This list is maintained by Listserv.