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[802SEC] March 2002 Election/Re-Affirmation Process

Dear SEC,
As you know all members of the executive committee are reaffirmed at the first Plenary session of each even numbered year.  Therefore SEC members must be reaffirmed at the upcoming March 2002 plenary meeting.  There will be changes in the makeup of the SEC as a result of Jim Carlo's resignation as Chair in November, my election to Chair and vacating the Vice-Chair position as of March 2002.  In addition, I intend to add second Vice-Chair position to the SEC to account for the fact 802 has grown significantly in the past two years and the chair can benefit from one vice chair that monitors/supports on wireline activities while the other monitors/supports wireless activities.
I will apply for re-affirmation as Chair of 802 at the March plenary as well in order to keep in strict compliance of the rules.  
Assuming I am re-elected Chair of 802 Geoff Thompson has agreed to assume the first Vice Chair position.  The second Vice-Chair position is TBA.  Potentially, the treasurer position will be open as well, assuming Bob Grow may be elected Chair of 802.3 to fill Geoff's vacancy.  Additionally, Vic Hayes will not be continuing as Regulatory Obudsman and I have had one candidate indicate interest in that position.  Bob O'Hara and Buzz Rigsbee have agree to continue on in their positions as Recording and Executive Secretary. 
If you, or others in you WGs, wish to be considered for the appointed positions, please contact me.  The responsibilities of the appointed postions are described below. 
In the case of the WG Chairs, we will observe the same process as usual (as defined by Jim Carlo for March 2000) described below.
Postion summary:
Elected by SEC:      Chair (1)
Appointed by Chair:  1st Vice-Chair, 2nd Vice-Chair, Exec. Secy, Recording Secy, Treasurer, Regulatory Ombudsman (6)
Elected by WG:       WG chairs for 802.1, 802.3, 802.11, 802.15, 802.16 and 802.17 (6)
Total positions:        13
Please circulate this memo, with appropriate comments, to your WG members so they have ample time to consider it before the March meeting.

Paul Nikolich
Chair, IEEE 802 LAN/MAN Standards Committee
Cell:  857 205 0050
Mail: 18 Bishops Lane, Lynnfield, MA 01940
SEC re-affirmation process
Current Working Group Chairs should announce to their Working Groups that normal two-year elections are being held per the operating rules, inform the Working Group if they wish to be considered as a candidate for re-election and solicit new candidates. A formal election, within the Working Group should occur during the plenary week and a statement on the Working Groups selection for Chair and Vice Chair(s) be reported to the SEC at their plenary closing meeting upon which they must be confirmed by the SEC.  The newly elected/affirmed occupants of positions will formally take responsibility at the end of the March plenary session.

Each Working Group should also elect a Vice Chair or Vice Chair(s).  A Working Group may have more than one Vice Chair, if circumstances warrant and to provide more leadership candidates.

If there are additional candidates for IEEE 802 LMSC Chair they should notify Bob O'Hara, the recording secretary by Monday morning, March 11, in order that the process proceed smoothly in an open manner.

Responsibilities of the IEEE 802 LMSC chair and appointed positions are copied below.

As mentioned above, I will seek the LMSC Chair position and am announcing myself as a candidate for re-election. Of the current appointed members of the SEC Buzz and Bob seek re-appointment.  Assuming I'm elected Chair, Geoff Thompson will be appointed to the first Vice Chair postion and TBD appointed to remaining appointed positions of second Vice Chair, Treasurer and Regulatory Obudsman. 

The reporting of WG chair elections to the SEC will take place at the closing SEC meeting as the first item under "Motions, Internal"(MI). If there are new WG chairs, they will take office at the end of Plenary Meeting.

The election of LMSC chair will then take place followed by the appointment and confirmation of appointed officers immediately following LMSC chair election. If a new IEEE 802 Chair is elected, I propose that we delay the affirmation of the appointed members until the following meeting to provide for adequate review.


1. Fulfill Duties as Outlined in LMSC Operating Rules

2. Obligations to Computer Society
  (a) Attend CS Standards Activities Board meetings as LMSC Chair (two face-to-face, nominally three telecons)
  (b) Represent LMSC views and needs
  (c) Guide/facilitate healthy evolution of SAB projects and practices
  (d) Produce summary reports on LMSC activities, three times a year
  (e) Generate LMSC Annual Report:  past year highlights, next year target goals, summary overviews, major changes, etc.

3. Obligations to LMSC Beyond Explicit Dutied Identified in OP Rules
  (a) Sign and, in many cases, draft/author/edit official communications to external organizations (eg.  RES 10, FCC, DAVIC, ITU-T...nominally 15-20 documents per year, but growing)
  (b) Review and sign-off on Sponsor Ballot lists generated by Piscataway
  (c) Review and sign-off on PAR submissions, send to SAB and IEEE
  (d) Facilitate generation of LMSC agenda with significant help from the recording secretary, finalize agenda for the closing executive meeting (noontime)
  (e) Review with the recording secretary, all LMSC actions items after the end of the plenary session

4   Plenary Meeting Facilitation:
  (a) On-call entire week to coach/mentor/facilitate resolution of issues and guide actions toward LMSC win-win results (usually 10-20 hours, 5-10 key projects).  [This limits one's freedom to attend WG meetings for more than a few hours)
  (b) Act as liaison with IEEE Standards staff (at meeting and in Piscataway) on working issues/projects (usually 5-10 hours per Plenary meeting)
  (c) Lead ad hoc activities as needed, usually one or two per Plenary

5.  Inter-Meeting Activities:
  (a) Follow-up on items in (3) above
  (b) Work with IEEE staff on issue resolution (eg.  Sponsor Ballot process, SPAsystem directions/policy)
  (e) Respond to calls from the press, obtain approval of LMSC press releases from CS SAB etc
  (f) Respond to NesCom and RevCom concerns on behalf of LMSC PARs and draft standard reviews (if needed beyond WG chair actions)
  (g) Monitor JTC 1 actions affecting 8802 series of standards.

General Notes:
There are tremendous variations in the level of time/resources needed to support LMSC.  There is a somewhat constant level of 20 hours per month (average) to do the various items identified above.  There are also actions that demand attention whenever they occur, ranging from big issues that take 100+% of one's time because of the magnitude of the issue, or the volume of
communications.  Fortunately, the latter events are infrequent but they can consume full-time effort from two to ten days.

There is another level of activity that has tremendous advantages for LMSC at the same time it consumes substantial resources.  From time-to-time the opportunity arises for LMSC spokespersons to speak at conference and seminars.  One could make this a full-time job (not really), or ignore it. Experience indicates that good/valuable opportunities arise about every two years to make a major presentation at some national or international meeting (eg.  MoMuC, Waseda University, 12/93, one-hour overview of all LMSC
projects).  It is my opinion that we should do more of this on a coordinated basis to spread the word, build further interest, gain added commitments to LMSC programs.

1.  To stand in for the Chair when needed.  This is sometimes just a few minutes at the executive committee meetins.  Other times it means chairing a whole Plenary meeting.  In the latter case, there are a couple of weeks' worth of work in the 4-6 weeks before the Plenary meeting, and 100% consumption of one's time during the meeting.

2.  Chair rules change activities.  When major issues are being addressed this can consume significant amounts of time, occasionally precluding meaningful participation in a working group.

3.  Be expert on process and Roberts Rules of Order to help resolve issues in EC meetings and, when asked, at WG/TAG meetings.

4.  Visit all wireline WG meetings for short intervals during the Plenary week to keep abreast of the pulse of the organization.

5.  Interpret the LMSC Operating Rules and provide advice to LMSC members, WG chairs, and other executive committee members when requested.  This also requires the VC to have in-depth knowledge of the policies and procedures of the Computer Society SAB, and the IEEE Standards Board.

6.  Present LMSC introductory information at each opening Plenary session.
7.  Help resolve LMSC issues (such as timely issuance of sponsor ballots, Get802 program and draft sales) with IEEE staff, IEEE Standards Board and CS-SAB.

8.  Assist Chair with administrative and other assigned tasks.
1.  The primary responsibility of the person fulfilling this position is to be  available to help the Chair in situations where the Chair believes he needs assistance with issues primarily arising with the wireless working groups.
2.  This position will focus on addressing co-existence issues between the wireless Working Groups in 802.  This includes active monitoring of relevant PAR development activities, working with 802 leadership to identify co-existence issues and resolve them, and developing guidelines for co-existence within 802. 
3.  Assist in addressing wireless regulatory issues of interest to 802, and developing consensus across WGs regarding those issues. 
4.  Visit all wireless WG meetings for short intervals during the Plenary week to keep abreast of the pulse of the organization.

5.  Coordinate maintainence of LMSC Operating Rules with First Vice-Chair and being an expert on the 802 Operating Rules.
6.  Understand regulatory issues and help manage correspondence with external regulatory and standards bodies such as the FCC an the ITU-R. 
7.  Maintain LMSC project management schedule and attendance records.
8.  Assist Chair with administrative and other assigned tasks.


Required Core Responsibilities:
1.  Records minutes of executive committee meetings (ie. Monday session and Friday session, at each of three plenary sessions
per year).
2.  Draft, produce, distribute executive committee minutes to committee members and liaisons (nominally 40 people) (30-40 days after meeting).
3.  Maintain official records of minutes for historical purposes.
4.  Generate agenda for executive committee meetings.
5.  Edits and coordinates press releases with Computer Society

Additional Responsibilities (desired, could be given to others);
1.  Maintain assignment lists (P802 decisions)
     (a) Liaisons
     (b) OUIs
     (c) LSAPs

2.  Maintain archival records for:
     (a) Functional requirements, document revisions
     (b) Operating Rules document revisions
     (c) 802.0 Guidelines/Practices
     (d) PARs approved, revised, completed, withdrawn, etc.

3.  Keep informal records of Monday pm Plenary

4.  Conduct 802.0 ballots

1. Establishment and Maintenance of Accounts
    (a) credit card companies, (AmEX, Discover, VISA/MC)
    (b) bank account
          (i)    checking account
          (ii)   credit card charge processing
    (c) vendor accounts

2. Prepare Budget
    (a) annual CS SAB submissin
    (b) periodic recommentations/justification for meeting fee changes

3. Collect and Disburse Money
     (a) establish money handling procedures for meeting registration staff
           (i)    check and travelers check endorsement
           (ii)   credit card processing
           (iii)  temporary storage of receipts
           (iv)   daily cash-out
     (b) credit card desposit transactions (one or two per meeting day)
     (c) void/adjusted credit card transactions (one to three per meeting week)
     (d) storage of cash/check/etc during plenary meeting
     (e) preparation of deposits (deposit execution)
     (f) review of vendor invoices (CCI, hotel master account, A/V, etc)
     (g) expense reimbursement payments (executive committee member between
         meeting expenses, items specifically approved by executive committee)
     (h) deadbeat collections.

4. Reports
    (a) statement of operations, balance sheet
          (i)   accounting period (meeting and following interval) at
                Monday executive committee and plenary
          (ii)  estimated statements at closing executive committee
                and plenary meetings
     (b) reports of expenses to Computer Society
     (c) deadbeat report (recommendations for removal of voting rights
         when needed)

5. Capital Equipment
    (a) maintain records of owned equipment and assigned custodians
    (b) procure equipment approved by executive committee

6. Reprogram credit card transaction terminal for each meeting

7. Maintain files of all financial transactions (database and journal entry)

1. Existing PC based programs are quite comprehensive and thought to be     useful for the next few years.
2. Pre-registration automation mechanisms are to be further encouraged.
3. The potential for IEEE CS assistance remains a possibility.


1. 802 Plenary Meetings:  Facilities and Services
    (a) oversee activities related to meeting facilities and services
    (b) ensure first-rate facilities and pricing
    (c) review and approve all decisions involving 802 funds for  meetings
    (d) present unusual expenditures to executive committee for approval
    (e) assist in identification of future site choices/locations
    (f)  tabulate site choice selections and maintain calendar for plenary
    (g) maintain Conference Guidelines for solicitation of hotel proposals
    (h) review hotel proposals for correctness and conformance to Guidelines
    (i)  present summary of hotel options to executive committee and sign
          approval proposal on behalf of 802
    (j)  coordinate with CSP and LMSC Chair on major decisions

2. IEEE 802 Registration Database
    (a) responsible for database maintenance
    (b) oversee conference service staff on updates and additions
    (c) assure adequate backups and loss/corruption of data

3. 802 Document List
    (a) oversee maintenance and distribution of IEEE (Stds) documents
    (b) ensure collection of draft standards for distribution service at end of meeting
    (c) maintain backup copy of draft standards documents as required

4. Assist 802 Treasurer
    (a) review of expenditures and future budget preparations
    (b) identify meeting deadbeats and report to treasurer for collection

5. Conference Service Provider (CSP)
     (a) maintain document on CSP duties
     (b) oversee CSP performance at meetings
     (c) serve as primary resource for planning and problem resolution both
           at meetings and between as necessary
     (d) participate in letter of agreement between 802 and CSP
     (e) present summary recommendations on future CSP contracts to executive committee
     (f) execute (sign) approved CSP agreement on behalf of 802

1. To be the single point of contact for IEEE 802 for communications to and from Radio Regulatory bodies and from other Bodies when the subject is related to Radio Spectrum issues.


2.  To lead the SEC SC on Radio Regulatory Matters


3.  To lead all maintenance of rules related to the Regulatory Ombudsman (or the SEC SC) function, within IEEE


4.  To have good contacts in and experience with Regulatory agencies, at national, regional and international level.


5.  To have a sponsor that commits to the support of the Ombudsman to conduct the meeting during plenary meetings and during at least 1 interim between plenary meetings while also maintaining good contacts with the Regulatory agencies.


6.  Work closely with the 2nd Vice Chair on regulatory matters.