MINUTES  OF  THE  IEEE  ASIA-PACIFIC  REGION (REGION 10)  MEETING

8:30 am to 5:30 pm,

Friday, October 10, 2003 and Saturday, October 11, 2003

Shangri-La’s Rasa Sayang Resort, Penang, Malaysia

Present: 

·        Executive Committee Members

·        Chairs of Councils

·        Chairs/Representatives of Sections

·        Guests from IEEE HQ and Region 10

Delegate list is attached as Annex 1.

1.      Call to order

The Region 10 (R10) Meeting was held from 8.30 am to 5.30 pm, Friday, October 10 and 8.30 am to 5.30 pm, Saturday, October 11 at the Shangri-La’s Rasa Sayang Resort, Peneng, Malaysia. The Director, JU Seo, called the meeting to order at 8:30 am, Friday, October 10, 2003.

2.   Roll Call and Introduction

Secretary, YJ Park, called the roll and introduced members to the meeting.

3.   Welcome by Director Region 10

Director, JU Seo, welcomed members.

4.      Address by IEEE Vice President, RAB, Cleon Anderson

IEEE Vice President, RAB, Cleon Anderson shared his vision for IEEE with the meeting.

He emphasized value of volunteerism and the good position of volunteers to build bridges. He also mentioned some problems IEEE confronted, which are IEEE Membership issues in transition to GOLD and retention of it, and synergism that used to exist between Governments, Universities and Industries has deteriorated.

5.      Review and Adoption of Agenda

The following agenda and program was adopted by the Meeting.

Day 1: 10 October 2003

0830-0835         Call to order

0835-0900         Roll Call and Introduction

0900-0910      Welcome by Director Region 10

0910-0925      Review and Adoption of Agenda

0925-0940    Approval of minutes of the last R10 Meet, 21 Oct 2002 in Washington DC, USA

0940-0950      Report of the last Region 10 EXCOM Meet in Seoul, Korea, 26 Jan 2003

0950-1010         Tea Break

1010-1220       Presentation of programs for 2003 by committee chairs

  (a) Membership Development (K Kwack)

(b) Student Activities (M Khalid)

(c) Regional Award (YW Liu)

(d) Technical Activities (T Cheng)

(e) Regional GOLD (T Angkaew)

(f) Newsletter (H McDonald)

(g) Regional Chapter (M Yamamoto)

(h) Section/Chapter (L Wong)

(i) Regional Conference (J Mazierska)

(j) Electronic Communications (K Kwack)

(k) Strategic Planning (L Wong)

(l) Educational Activities (A Nishihara)

(m) Recognized Educational Program (A Nishihara)

1220                   Adjournment

1220-1250         Photocall

1250-1400         Lunch

1400-1530         Training/Workshop

                       (a) Organizing a Vibrant Student Branch (M Khalid)

                       (b) Membership Development (K Kwack)

                       (c) Award (YW Liu)

1530-1600         Tea Break          

1600-1730        Training/Workshop-continue

             (a) Section Support (F Su))

             (b) Chapter Support (M Yamamoto)

             (c) GOLD (T Angkaew)

1730                  Adjournment

1900-2130         Dinner (Formal)

* Presentation of Region 10, 2001 Outstanding Section Award (Bangalore)

* Presentation of Region 10, 2002 Outstanding Section Award (Bombay)  

* Presentation of Region 10, 2002 Outstanding Volunteer Award

(K. Rajgopal)

* Presentation of 2002 RAB Leadership Award

(Subrata Mukhopadhyay)

* Presentation of IEEE Madras Section 25th anniversary

* Presentation of IEEE Calcutta Section 25th anniversary

* Presentation of RAB GOLD Committee certificate to Malaysia Section in recognition and appreciation of their leadership and support for the GOLD Affinity Group

Day 2: 11 October 2003

0830-1000         Training/Workshop - continue

   Effective Planning for Region and Section

 (T Low, L Wong)

1000-1030         Tea Break          

1030-1230         Training/Workshop - continue

(a) Educational Activities (A Nishihara)

(b) Technical Activities (T Cheng)

(c) Newsletter (H McDonald)

1230-1400         Lunch

1400                Region 10 Meeting resumes

1400-1420         Rectification of 2003 Budget (DY Kim)

1420-1440         Outstanding business/old business

- Region 10 Operations Manual (F Su)

1440-1510         Presentation and approval of 2004 budget (DY Kim)

1510-1540         Tea Break

1540-1610         New Business and Information item

(a)    Region 10 Bylaws change in the charter of  Nomination and Appointments (H McDonald)

(b) Change of Student Branch Subsidy from R10 to New Student Branch (M Khalid)

1610-1710         TENCON 2002, TENCON2003, TENCON 2004 Reporting

(Beijing Section, Bangalore Section, Thailand Section)

1710-1730        Presentation and approval of TENCON 2005

(Victorian Section)

1730                  Adjournment of Meeting

1900                   Pick-up at Hotel entrance

1930-2130         Dinner (Informal)

6.      Approval of Minutes of the Last Region 10 Meeting in Washington DC, USA

Minutes of R10 meeting in October 2002, Washington DC, USA was accepted by meeting without amendments.

7.      Report of the last Region 10 EXCOM Meet in Seoul, Korea, 26 Jan 2003.

There were no comments on R10 EXCOM Meeting repots held in January 2003, Seoul Korea.

8.      Presentation of Programs for 2003 by Committee Chairs

Detailed reports of Committee Chairs/Coordinators will be available at R10 website.

(a)   Membership Development Committee (MDC)

A presentation was made by KD Kwack on behalf of Membership Development Committee Chair, H Haneda and the following was highlighted-

·        Membership Growth - total membership (inclusive of student members) of R10 has continued to grow. The growth was 10.3 % for R10 in 2002 and that for IEEE was 1.4 %. The growth in student members for R10 was at a tremendous 33.5 % and that for IEEE was 10.1 %. There were 156 members newly elevated senior memberships.

·        Student Branches – although R10 has one of the largest number of student branches at more than 250 student branch, many student branches are inactive mainly in India region.

·        Dues of Membership – member dues are US$115 and US$25 for students in R10 in 2003, which are one of the lowest dues. Member dues in R10 will be increased to US$118 in 2004.

·        Student Member Retention – this has been an issue of concern as R10 had only 43% retention for 2002, which is weakest in IEEE.

·        Workplan in 2003- membership growth goal is 4% in total and 20 new and active student branches. 100 new senior members will be the target.

·        Discussion- (i) Much concern was shown on student member retention. The major issues were high student dues, and where students can find value when their schools already provide digital library access to IEEE publications. (ii) It was suggested for Director to convey to Membership Development Committee to lower student dues to US$20. (iii) It was suggested for Director to convey to Membership Development Committee to review life member qualification years below 100 years in terms of age plus years of membership.

(b) Student Activities Committee (SAC)

A presentation was made by Student Activities Committee Chair, BK Marzuki, who highlighted the following -

·        All Student Branches have encountered significant reductions in student members with the exception of New Zealand.

·        More than 50% of Student Branches in India, Pakistan, Thailand, and China were inactive with less than 20 members.

·        Winners of Student Paper Contest 2003, Larry K Wilson Award 2002 and Exemplary Student Branch 2002 were announced.

·        The next Student Congress 2004 was awarded to Hong Kong.

·        The workplan for 2004 was presented..

.

(c)   Regional Awards Committee (RAC)

A presentation was made by Regional Awards Committee Chair YW Liu and he highlighted the following -

·        It was proposed that all Sections should have an Awards Chair to recognize good efforts and achievements within Section

·        An overview of the variety of IEEE Awards was given.

·        A relaxing of the quota on Best Volunteer Awards was suggested.

·        There were 11 submissions for the Outstanding Volunteer Award and 4 have been awarded.

·        Bangalore Section has been elected the 2001 Outstanding Section Award.

(d)   Regional Technical Activities

A presentation was made by Regional Technical Activities Coordinator TH Cheng. The highlights are as follows:

·        An Infocom Colloquia 2003 was organized but postponed to April 2004 due to SARS.

·        It was proposed to promote more interaction among Sections and Chapters through co-organization of workshops and seminars.

·        It was also proposed to support Student Activities Chairs in providing assistance to technical activities.

(e) Regional GOLD

A presentation was made by Regional GOLD Activities Coordinator, T Angkaew and the highlights are as follows:

·        There are 14 Affinity Groups in region and 4 out of them were formed in 2003.

·        A few of these Affinity Groups are inactive although some of them have done excellent activities.

·        Malaysia Section and Lahore Section were awarded by IEEE RAB GOLD Committee.

(f) Newsletter

A presentation was made by Newsletter Editor, Harry McDonald and the highlights are as follows -.

·        Inputs for newsletters were requested.

·        The clarification of articles was suggested.

·        In 2004 the total 4 issues would be published as well as in 2003, and the deadlines were suggested.

·        The long term goals were also suggested.

(g)   Regional Chapter

A presentation was made by Regional Chapter Coordinator, M Yamamoto and the highlights are as follows :

·        The current status of Chapters in region was shown.

·        In 2002 13 new Chapters were formed in region.

·        The goals of 2003 and 2004 was to support for the establishment of new chapters in the region.

(h)   Chapter & Section/Chapter

A presentation was made by Section/Chapter Coordinator, L Wong and the following were presented –

·        The statistics about R10 Section and Chapter was updated.

·        The workplan in 2004 was presented. The main goals are to improve synergy between Section and Chapter, promote formation of entities, and promote good governance.

(i) Regional Conference Committee

It was presented at the second day.

(j) Electronic Communications (EC)

A presentation was made by Electronic Communications (EC) Coordinator,

K Kwack and the highlights were -

·        The current R10 website structure and features were presented.

·        The R10 majordomo mailing lists were set up and introduced.

·        How to use the IEEE web hosting (EWH) was also explained.

·        The future workplan was presented.

(k) Strategic Planning Report  

A presentation was made by Strategic Planning Coordinator, L Wong and the highlights were -

·        The strategic planning in the last R10 Meeting of Bangkok was reviewed and updated.

·        The workplan for 2004 was presented.

·        The issue is to coordinate between Sections, Chapters, and Societies on imported conferences and events.

(l)    Educational Activities Committee (EAC)

A presentation was made by Educational Activities Committee Chair, A Nishihara and he highlighted the following -

·        The Regional Educational Committee Teleconferences were held on May 9 to exchange and share information among regions.

·        The EAC called for requests in support of educational activities in the Sections. Financial supports are given to Delhi, Gujarat, and Thailand Sections in support of their Distinguished Lecture Programs.

·        EAC supported the following Sections for their EAC activities; Culcatta, Daejeon, Hyderabad, Indonesia, Islamabad, Malaysia, Thailand, and Queensland.

·        The 2003 finance was also presented.

·        Madras requested special consideration of budget for an event to be carried out in 2003.

(m)   Recognized Educational Program (REP)

A presentation was made by REP Coordinator, A Nishihara, based on report by S Takeuchi and he highlighted the following -

·        The goal is to update the IEEE Reference list of Educational Programs (REP List) to assist Admission and Advancement Committee in evaluating the educatio9nal qualifications of member applicants. Without updated REP list, many applicants are improperly regarded as Associate Members.

·        The plan is to cooperate with Sections/Councils to update REP lists and upgrade Associate Members to Regular Members.

·        The proposed target dates are that Phase I should be completed in time for the elevation of Student Members in June/July.

·        A more effective strategy is needed to update REP list.

9.      Adjournment of Meeting

Part I of meeting adjourned at 12:20 pm, 10 October, 2003.

10.  Training/Workshop  (1)

A total of 6 training/workshop sessions were conducted from 2:00 pm to 5.30 pm on 10 October 2003.

(a) Organizing a Vibrant Student Branch (M Khalid)

            (b) Membership Development (K Kwack)

(c) Award (YW Liu)

(d) Section Support (F Su))

            (e) Chapter Support (M Yamamoto)

                    (f) GOLD (T Angkaew)

11.      Training (2)

A total of 4 training/workshops were continued from 8:30 am to 12:30 pm on 11 October 2003.

(a) Effective Planning for Region and Section (T Low, L Wong)

            (b) Educational Activities (A Nishihara)

            (c) Technical Activities (T Cheng)

(d) Newsletter (H McDonald)

12.  Resumption of Meeting

Part II of meeting resumed at 2:00 pm, 11 October 2003.

13.  Rectification of 2003 Budget

Treasurer, DY Kim, reported 2003 budget and it was approved.

14.  Awards  Training Session Report

Award Committee Chair, YW Liu, reported about the suggestions discussed during the Award Training Session.

        (a) It was suggested that Sections should establish their own recognition & awards program, either through Section Awards committee or Section Excom.

(b) RAB proposed to set up Small & Large Distinguish Section Awards.

(c) It is suggested to check with RAB to issue letters of appreciation to volunteers or volunteers’ employers.

15.  Outstanding business/old business

F Su presented the update on R10 Operation Manual. L Wong suggested freezing current version and then executing Change Control mechanism.

16.  Presentation and approval of 2004 budget

 Treasurer, DY Kim, presented 2004 budget and it was approved without any amendment.

17.   Recognized Educational Program

S Takeuchi presented proposals to maintain and build REP list in the region.

18. New Business and information item

(a)   Region 10 Bylaws change in the charter of Nomination and Appointments

H McDonald presented deliberations and outcome of the Nominations & Appointment Working Group. Motion to amend Bylaws to adopt new Nominations Committee was proposed by Working Group and seconded by TS Low. The motion was approved unanimously.

(b) Change of Student Branch Subsidy from R10 to New Student Branch

M Khalid proposed a motion to vary $100 subsidy to Student Branch into a 2-tier rebate mechanism depending on the “activity” of the Student Branch. Motion was seconded by TS Low. Motion reads:
        i) Instead of $100 subsidy, R10 only gives $50 subsidy for a new Student
           Branch. The other $50 should be supported by that particular Section to which
            the Student Branch belongs. This should start from 1 Jan 2004.

             ii) If the Student Branch continues to have more than 20 members in the 2^nd year,
                        then the Section will receive $50 for the compensation from R10.

 
J Mazierski proposed amendment to motion and seconded by JA Chowdary.
Amendment reads:
        i)          The R10 Student Branch subsidy will be paid in two instalments:
              $50 after a new Student Branch is formed, and another $50 in the second year
             if the Student Branch remains active with 20 or more student members.

Amendment to this motion was unanimously accepted.
Substantive motion was unanimously accepted.

(c) R Sitte proposed the following motion:

i) That the R10 Committee requests the IEEE Regional Activities Board to              implement changes such that Student Branches within the geographic boundaries of a Section be established under the control of that Section; to report their activities and finances annually to that Section; and to receive their funding through the Section rebate, in a manner similar to the Chapters.

Motion was seconded by M Khalid. Motion was supported by 28 and opposed by 11.  Motion was carried.

Darrel Chong will bring matter to attention of SAC.
WC Anderson will bring matter to attention of RAB.

19. TENCON 2002, TENCON 2003, TENCON 2004 Reporting

A presentation was made by Regional Conference (RC) Coordinator, J Mazierska, together with Regional Conference Committee Report for 2003 and she highlighted the following -

·        The goal for 2003-2004 is to assist conference organizers in Region 10, oversee organization of TENCON 2003, 2004, and 2005, and to choose sites for TENCON 2006 and 2007.

·        The Regional Conference Committee overlooked reporting of TENCON 2002 held in Beijing.

·        TENCON 2003 will be held in Bangalore on October 6-9, 2003.

·        An agreement was signed with TENCON 2004, Thailand Section, which will be held in Chiangmai, November 2004.

·        The approval of RCC for TENCON 2005 was given to Victoria Section.

·        TENCON 2006 bidding is open and Hyderabad Section has submitted their proposal.

 Victoria Section proposed TENCON 2005 in Melbourne during October 17 – 20, 2005 and it was approved.

20. J Mazierska presented IEEE financial benefit for information.

21. Adjournment of Meeting

Meeting closed around 5:30 pm, 11 October 2003.

Recorded by Secretary, YJ Park

Annex 1:

DELEGATE LIST FOR REGION 10 ANNUAL GENERAL MEETING (10 & 11 October 2003)