Adjourned: Next Call Is 17:00 Eastern U.S. Time on 15 March 2017

INTERNATIONAL BIOMETRIC SOCIETY

OFFICERS’ MEETING: 8 MARCH 2017, 16:00 EASTERN U.S. TIME

AGENDA

AGENDA ITEM: 1. Minutes from last Officer meeting

Updates Review of notes, as needed.

Comments

ACTIONS

AGENDA ITEM: 2. IBC Matters a. Barcelona 2018 i. IPC - Invited Sessions ii. Short Courses and Stats in Practice (Education Committee) iii. LOC – Conference management (Gruppo Pacifico) iv. Web site development v. Abstract system testing (mid-April, 2017) b. Seoul 2020 i. Venue contract

Updates 2ai: Right now, the expected completion of the invited session proposal review is 4/15 (subject to change). 2aiii: Gruppo Pacifico is preparing the next version of the contract for review. 2aiv: The IBC web site is “live”, but not yet ready for review. Peter estimates that it will be available for viewing by the Officers in one weeks’ time. 2av: Peter has confirmed that Dr. Dean is fine with the group already identified as testing the abstract system in April, 2017. 2b: Peter has asked to work with the COEX primary contact via phone/Skype to secure a contract for a portion of the COEX space for the duration of IBC2020.

Comments

ACTIONS

1 - - AGENDA ITEM: 3. Executive Board Follow-up a. Wiley contract b. Springer contract c. EE appointment process d. May, 2017 Executive Board Meeting i. Agenda e. Archives f. 70th Anniversary g. Statement regarding the importance of international collaboration and communications (to be discussed offline)

Updates 3a: A vote to approve the new Wiley contract will conclude on 13 March. Additionally, the committee to select a new Co-Editor is pending approval (due to be completed on 13 March). 3b: Springer has just mentioned that revisions to the contract will be sent to IBS by the end of this month. Bob Weil is aware that a revision is forthcoming. 3di.: Current Executive Board agenda is as follows:

- Call to Order - Minutes from Last Meeting - Financial Report - IBC 2018 Update - IBS 2020 Update - Membership Report - Publications Reports (Biometrics, JABES) - Executive Editor Selection Task Force Report - Committee Updates (all standing committees, plus Nominating Committee) - Representative Council Report - Management Report - Items for Approval  Adjustments to the Policies and Procedures Manual  Proposal re Representative Council leadership selection procedures.  Proposal re IBS/ISI funding for Young Statisticians to WSC and IBC - Items for Discussion  Update on the IBS 70 Year Anniversary - Meeting Adjourned

Comments

2 - - ACTIONS 3b: Communications between Peter Doherty and Barry Nussbaum of ASA should continue, so that Peter confirms that it is OK to ask Jennifer Hoeting to continue in the role of Chair on the JABES Management Committee. He is also waiting to hear back from Fred Eeuwijk on his willingness to serve an additional term on the committee. 3di: Peter was asked to look at the Nijmegen 2015 spring agenda. He is also to vary the order of agenda items to intersperse more thought- provoking content amongst the standard reports. He needs to provide more formal agenda for review on the next call. Also to be included is a report on the early successes in the ISI/IBS collaboration (30 submissions).

AGENDA ITEM: 4. Regional Matters a. Representative Council b. Network foundational documents c. Officer representation at Regional meetings i. ENAR – Louise, travel to be covered by ENAR ii. Brazil – John Hinde, IBS to pay airfare iii. Elizabeth - Nordic / Baltic

Update 4a: Peter reported that approval has been secured for the first Representative Council region/network collaboration project of the year (Central European Network). 4b: Peter has reached out to Taerim with a revised foundational document and is requesting more information (per John Hinde) on the status of Pakistan and Singapore, as well as any information available on the EAR-BC finances, the governance structure, a primary contact for the IBO, and a list of committees (if any).

Comments

ACTIONS 4b: Peter is to secure the necessary information from Taerim Lee and the East Asian Network. Similar templates are also to be developed by staff and shared with the other networks, in order to collect important information on the formation of those entities.

AGENDA ITEM: 5. Committee Matters a. Awards Fund Committee b. Committee on Communications c. Conference Advisory Committee d. Editorial Advisory Committee e. Education Committee f. Budget and Finance Committee

Update 5f: Brad has been in touch with all committee members, including those possibly left out of previous communications. And no responses have been received (positive or negative) regarding the shift of $10,000 USD to cover Representative Council region/network collaboration funding.

Regarding the committees in general, Elizabeth is reviewing the draft communication from Peter to committee Chairs regarding reports due in advance of the May meeting in Thessaloniki.

3 - - Comments

ACTIONS 5. The Thessaloniki committee reporting communication should be sent out as soon as possible by Peter (following revisions).

AGENDA ITEM: 6. IBO Matters a. Web site updates – video section b. Region Training – recap and next training c. Next IBO Update – 31 March (tent.) d. New Policies and Procedures language e. Wiley royalty payments – remove for next time f. IBO Update – look and feel g. Andreas Ziegler payment h. Spring time changes

Update 6b: The first Region Training session was deemed a success! 6d: Suggested language for when / how to recognize individuals online and with the naming of a session was shared just prior to this call. 6e: The transition from paper to electronic royalty payments is proceeding. Peter will work with Wiley (and Springer) to complete the process shortly). 6f: Ideas for a somewhat modified (more professional) look of the IBO Update! are being requested. 6g: Peter confirmed that the Andreas Ziegler reimbursement was completed recently.

Comments 6g: There was some concern regarding Andreas Ziegler’s availability for spring conferences (Nordic-Baltic Region, EMR/IBS). Peter is reaching out. 6h: A shift in the timing of Officer calls for Peter/Brad (due to local daylight savings time) means that Peter/Brad will join the next call at 17:00/15:00 respectively.

ACTIONS 6b: Peter was asked to send a copy of the Region Information Session PowerPoint presentation to the Officers. 6d: The Officers were asked to respond to Peter with comments and suggested changes to the new Policies and Procedures language related to the recognition of individuals online or through named sessions.

Adjourned: Next call is 17:00 Eastern U.S. time on 15 March 2017.