IEEE Sensors Council Advisory Committee Meeting

IEEE Sensors Council Advisory Committee Meeting October 25-26, 2008 Lecce, Italy

Saturday, October 25, 2008

10:00-10:30 AM Opening Remarks Sensors Council President - M. Zaghloul

a. Roll call of ExCom/AdCom Attendees and Society represented.- B. Cunningham b. Update on IEEE TAB Meetings – M. Zaghloul

10:30- 11:00AM Award Committees Report Sensors Council President-Elect – C. Schober a. Meritorious Service Award – C. Schober b. Technical Achievement Award – B. Bannon c. SJ Best Paper Award – V. Lumelsky d. President’s Award ($2K)

11:00- 11:45AM Sensors Council VP Technical Operations Report – V. Lumelsky a. AdCom Members Societies, report on contacting societies for active representatives b. SC Technical committees, Chapters c. SC Distinguished Lecture Program (DLP) , Responsibilities of the Selected Person(s) and expected duties d. Responsibilities of SC AdCom members at large in AdCom – General discussion

13:00 – 13:30 PM Sensors Council Publicity Chair Report – J. Vig

13:30-14:00 PM Staff Report – Linda Matarazzo

14:00 – 16:00 PM Sensors Council VP Conferences Report – A. Shkel a. Review of Sensors 2007 – Atlanta, GA – C. Schober & A. Shkel b. Review of Sensors 2008 – Lecce, Italy – Pietro Siciliano c. Review of Sensors 2009 – New Zealand – A. Shkel d. Review of Sensors 2010 – Hawaii – R.Bannon/A. Shkel e. Review of Sensors 2011 – Limerick, Ireland / Bunratty Castle – A. Shkel f. Review of Sensors 2012- Americas Seattle, WA / Boston, MA/? g. Technical Co– Sponsoring of conferences – A. Shkel h. Update on preparing standard procedure for Planning and implementation of Sensors Conference

16:00 – 16:30 PM New Initiative Recording Tutorials at the Sensors Conference proposal -J. Vig & Linda Matarazzo

16:30- 17:00PM Closing Remarks

1 Sunday, October 26 , 2008

8:30 – 10:00 AM Report on Nomination and Appointment Chair- R. Bannon

a. List of Nominee for the vacant officers positions b. Introduction to Nominee position statement s c. Election of Officers

10:00 – 10:15 AM Short Break

10:15-12:00 Noon Report VP Finance and Secretary Treasurer P.Hurst/B.Cunnungham

a. Proposed standard procedure & timelines to prepare budgets – P. Hurst/B. Cunningham b. 2008 Budget Review – P.Hurst/B. Cunningham c. Sensors Journal Pricing – B. Cunningham / T.Nagle d. Finance Review – TAD / All Society Review Preparation – M. Zaghloul, P. Hurst & B. Cunningham e. 2009 Budget adjustments– M. Zaghloul , and P. Hurst & C. Schober f. 2010 Preliminary Budget – M.Zaghloul, P. Hurst, and C. Schober

13:00 PM – 14:30 PM Report SC VP Publications M. Shur

a. Sensors Journal Report – T. Nagle b. Preparation for Sensors Journal IEEE Review February 2009- T. Nagle c. Nomination for New EIC - T. Nagle, M.Zaghloul d. SC Newsletter on the web – M. Shur e. Web Update: New Editor in Chief– C. Schober, M. Shur

14:30 – 15:00 PM SC Constitution and By Laws Changes , IEEE “ Must Haves” T. Weiner

15:00- 16:00PM Headquarter Initiatives – J. Vig and T. Wiener

16:00- 16:30PM Other Business and Closing Remarks

2 Minutes

Roll call

Bob Bannon Linda Matarazzo (staff) Lisa Jess (staff) Brian Cunningham Tony Lavietes Mike McShane Andrei Shkel Vladimir Lumelsky Mona Zaghloul Chris Schober John Vig Thilo Sauter Michael Shur David Horsley Kang Lee Darrin Young Subhas Mukhopadhyay Tom Wiener Pam Hurst Troy Nagle Bernhard Jokoby Lina Sarro Dr. Vellekoop

Awards (Chris Schober)  Discussed selection process for Technical Achievement Award. Subhas Mukhopadhyay’s application will automatically forward to next year.  Best Paper Award: Need to make some improvements to the process. In future, should we recognize the 1st and 2nd runners-up? Winning paper received 16 citations. Runners-up had less than 10. o Time period to be considered – to be fair, needs time to accumulate citations. Compare to what other societies do? o Can the process for selecting the Best Paper Award be posted on the website?  Research Award: did not receive a single nomination from any university or society for the Best Researcher. Universities said we had a better announcement system. Two students commented: “It’s too much work to produce a $3000 award when for the same amount of work you can get a $30K grant.” o Mona to work on defining the selection criteria more thoroughly. o Mike McShane and David Horsley volunteered to help with distributing the award announcement to universities through IEEE student chapters  Best Student Award: Decided to keep this award active

3 AdCom Member Society Representation at Sensors Council  Question and Discussion: Should we keep pushing? o Tony Lavietes: This meeting often conflicts with the AdCom of NPSS, plus the conference, which he also manages. Locations can make it impossible to attend, and not local representation at meeting sites. o Michael Shur: Suggested phoning in for AdCom members who cannot attend in person. o Mike McShane: Suggest that each society appoint people who represent them because of their connection to the conference, e.g., already going because they are presenting a paper. o Tom Wiener: Do we believe that the Sensors Council is made up of society reps or is a society made up of individuals working in sensors? This is about energizing the Sensors Council. o Amir Zaghloul: DO we really want 27 AdCom attendees at the next AdCom meeting? The answer from Tom Wiener and Bob Bannon was a resounding YES. o Bob Bannon: An AdCom rep should attend every 2 years. Majority votes are required for elections, motions, etc. o Michael Shur: Maybe sister societies can share one rep when one cannot attend. o Alan Edelstein: Cooperative efforts between societies related to sensors can bring groups together. o Tom Wiener: The TAB SRC will ask: What is the Sensors Council? We must discuss in detail later.

SC Technical Committees, Chapters (Vladamir Lumelsky) (Appendix H):  First SC chapter created in winter 2008, Richland, WA. In summer 2008 work started on a DC/Northern VA area. Paperwork is done and approval is expected soon.  Subhas: When they get 12 signatures, first you go through section, then IEEE HQ.  Vladimir: Still some confusion on the process. Doesn’t seem very clear.

Distinguished Lecturers program (Vladamir Lumelsky) (Appendix H):  Same problem as with Best Paper Award process: it’s hard to get nominations. Solicited nominations from SC AdCom and SJ Editorial Board. Received 3 self- nominations. Winner: Krikor Ozanyan.  Question of overseeing this activity. How much pressure should the Council put on this person?  Bob: DL winner set up an aggressive travel program. Also wants to make presentation to Dupont. Private corporations can well afford speakers’ fees and travel expenses and should pick up the tab. High schools, churches, universities, and other groups are more deserving.

4  Bob: Made a motion to limit where DL goes, e.g., not to corporations. The Sensors Council should not endorse or pay for a DL speaking for an individual company, big or small. The motion did not pass (tie vote).

 SC is going to follow the requirement for DL now, that the individual must be invited by a chapter, section, or IEEE (not an individual). We are not endorsing sending the individual to a corporation that has not gone through endorsement via the IEEE process. They should pick up the expense of the DL speaking for their company.

Publicity Chair’s Report (John Vig) (Appendix G):  Went over exhibit plans and activities and costs YTD.

Conference Chair’s Report (Andrei Shkel) (Appendices B and E):  Meetings Committee o Need a better balance of committee members among Americas, Asia, and Europe  Agenda o Bid – 2012 – Thailand . Preliminary bid – 2013 (Barcelona, open nominations) . Discuss 2010 – Hawaii  Conference wrap-ups – 2007 o Atlanta 2007 net income $41K  2008 Conference update  There was discussion regarding whether SC would consider co-sponsorship of other sensor-related conferences, such as EuroSensors. No decisions were made or votes taken.  Andrei Shkel described how conference planning and implementation would be streamlined from year-to-year by using the same management company (PMMI), the same web page template, and a to-do list for the local organizing committee.

On-line Conference Presentations (John Vig) (Appendix F)  John Vig described an IEEE initiative to make conference presentations available to download for a fee. Slides and audio will be recorded with software.  Beta testing is occurring this year with two software packages (Camtasia and Echo360), with one session of IEEE Sensors serving as one of the trials.  There was discussion on whether there may be some way to also make posters available for downloadable viewing.

TAB Council Review (Bob Bannon)  IEEE TAB reviews every society and council every 5 years. SC review will occur in 2009.  The ExCom will serve as the SC review committee. We will be soliciting inputs from all officers before the holidays.  Our review report must be complete by March 1, 2009.

5  Pam and Linda will establish a web site as an information repository of review information. Margared Januchi has the IEEE forms.  Linda will get an example review from another society (LEOS) that we can use as a template for our own.  The TAB meeting will be in February 2009. ExCom may schedule an extra day to address/complete the review information.

Budget Review (Pam Hurst and Brian Cunningham) (Appendices C and L)  The 2009 budget was reviewed  Budget categories that had been mistakenly zeroed out by Rich Januzzi have been restored. Excom officers have been assigned responsibility for specific budget categories.  Deadlines for preparing the 2010 budget were reviewed.  A meeting later in the week to review the budget in greater detail was scheduled.

Elections of SC Officers  Evgeny Katz was elected (unopposed) as Sensors Journal Editor-in-Chief  Michael Shur was elected (unopposed) as VP of Technical Activities  Vladamir Lumelsky was elected (unopposed) as VP of Publications  Pamela Hurst and Jim Barbera (represented by Tom Wiener) gave presentations to support their candidacy for VP of Finance  A motion was made (Mona Zaghloul) to suspend the ordinary voting process rules for the VP of Finance position. The motion carried, 14-1.  Brian Cunningham was nominated as a candidate for VP of Finanance.  Brian Cunningham was elected as VP of Finance  A Treasurer/Secretary for 2009 will be needed

Publications (Michael Shur)  There was discussion about including raw data from publications only. May include multimedia files, high resolution images, and spreadsheets. It was decided to encourage our authors to use the capability for including Supporting Information with their journal submissions.  Troy Nagel gave a report on the status of the Sensors Journal.  There was discussion about whether to produce s “Best Papers of IEEE Sensors Journal” book by IEEE Press.

Constitution and Bylaws (Tom Wiener) (Appendix I)  Proposed changes to the SC Constitution and Bylaws were proposed.  Proposed changes PASSED by unanimous decision.

State of IEEE (John Vig)  John Vig reviewed several ongoing IEEE Headquarters initiatives.

Committee on Earth Observation (Tom Wiener) (Appendices J and K)  Tom Wiener described a new IEEE initiative on Earth observation/monitoring.

6 Other Business  There was discussion on the review policy for papers at the IEEE Sensors conference. There was a suggestion to modify the acceptance criteria to get fewer papers from identical authors or research groups to encourage greater participation from underrepresented regions. No actions or votes were taken.

Presentation Files (Appended)

A. Meeting Schedule.pdf B. VP of Conferences Report Oct 2008 v1.pptx C. VP of Finances Report – Oct08 Lecce.ppt D. Web EIC.ppt E. Conference Report Sensors 08.ppt F. Capturing Presentations.ppt G Publicity Chair Report.ppt H. VP of Technical Affairs Report.ppt I. Constitution and Bylaws Must Haves.ppt J. IEEE Committee on Earth Observation.ppt K. IEEE Water Project.ppt L. Sensors Council 2009 Budget.xls