Andrea Goldsmith IT Society BOG Meeting October 13, 2009 Taormina, Sicily

Executive Summary State of the society is excellent Society functioning well; vibrant committees and initiatives Finances in good shape with money to spend this year ITTrans, ISITs/ITWs, and members highly successful Changes on the horizon Distinguished Lecture program will start next year Potential budget changes could reduce our income New EiC next year, move to MC, and sub-to-pub initiatives Votes and discussion at today’s meeting Bylaws changes (main change wrt IT paper award process) Proposed AEs; AE seniority and appointment process Proposals for ITWs, ISITs, and co-sponsorship

State of the Society Healthy financial outlook and reserves (some concerns) Transactions highly prestigious Sub-to-pub time has not changed (have more AEs; moving to MC) Symposium/workshops this year highly successful so far Agenda item for discussion on nature/fees/venues Website a leap forward: heavily utilized, new initiatives New committees very active and engaging more members Members frequently honored for their work Membership steady with increase in students Chapters vibrant and growing New chapters in New Zealand and Chengdu, China

Financial Snapshot Little change from June Will get update from IEEE this month and at Nov. TAB Estimated $100K budget surplus this year (can spend now) Reserves IEEE lost $1.2M of our reserves, (~2006 levels) Reserve spending restricted by IEEE due to overall loss Market recovery should result in increase in our reserves and IEEE reserves (will know more in November) Risks Reduced Xplore income (~120K) due to a new formula Potential library subscription reductions May put current spending levels and spending for new initiatives at risk. More in Treasurer report.

Society Governance Officers are now ex-officio members of all committees Would like BoG members more involved in committees Most BoG members have expressed their interest in serving on one or more committees These interests will be forwarded to the Nominations and Appointments committee and Officers for staffing in 2010 The Pubs committee consists of AEs and Publication Editors Would need to change the bylaws to include BoG members Should we make this change to allow BoG members on Pubs?

Officer Initiatives on Sub-to-Pub My goal this year was to reduce sub-to-pub time without compromising quality Progress Ezio has put much effort into this issue Number of AEs increased; moving to MC, Best practices for Aes Still, the sub-to-pub time has not budged Officer initiatives to address both Budget for a 50% “managing editor” to track stats and help the EiC and AEs focus on editorship rather than administration Form ad-hoc committee to monitor and improve sub-to-pub. This committee could become a standing Steering committee Become more “businesslike” in our paper processing Develop an editorial policy for authors and reviewers Create and impose firm deadlines Track and act on AE, reviewer, and author statistics We have both cultural and administrative challenges

Awards Changes to IT Paper Award Process (Bylaws) Open call nominations go to Awards Committee Chair Publications Committee generates a separate list of nominations Awards Committee recommends up to 3 papers (3 weeks before ISIT) At Annual BoG meeting, BoG votes to accept Awards Committee Report or ask for revision. If accepted, a vote in taken. Baker Prize Status Endorsed by IEEE TAB and Awards Board Will be submitted to IEEE BoD at November meeting Will recognize outstanding paper published in any IEEE publication during 3-5 year window prior to nomination, on fundamentals of EE, computing, and related arts and sciences within the IEEE. Went from “near-dead” proposal to one co-sponsored technically and/or financially by 15 societies. Much help from Jose Moura (President of SP) Some controversy with Comsoc on 2-stage joint award process

Officers for 2010 President: Frank Kschichang 1 st VP: Giuseppe Caire 2 nd VP: Muriel Medard Junior Past President: Andrea Goldsmith Senior Past President: G. David Forney. Secretary: Aria Nostratinia Treasurer: Nihar Jindal

BoG Election Election for 6 new BoG members closed yesterday Results will be known by Oct. 12 First time we used web-based voting for this election Managed by the IEEE Any feedback?

BoG Meetings for 2010 BoG meeting #1: Sunday January 31 st in La Jolla at noon (just before the ITA workshop) Board meeting #2: Sunday June 13 in Austin, TX at noon (at ISIT). BoG meeting #3: Tuesday Sept. 28 in Monticello, IL at 6:30pm (at Allerton)