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Attendance List AdCom 100502

Attendance: October 5, 2002 AdCom
ADCOM VOTING MEMBERS:  23 QUORUM: 10 ATTENDING VOTING MEMBERS 
(17 out of 23)
Officers
Dario President 1
Tanie President Elect 1
Orin VP for Finance & Treasurer 1
Guglielmelli Secretary 1
Past President
Hsia 1
Elected Members - Term Ending December 2002
Choset 0
Kozlowski 1
Maciejewski 1
Papanikolopoulos 1
Lumelsky 1
Yuta 1
Elected Members - Term Ending December 2003
Bicchi 0
Fiorini 1
Hashimoto 1
Kavraki 0
Khatib 1
George Lee 1
Elected Members Ending December  2004
Arkin 1
Bekey 0
Casals 1
Goldberg 0
Ikeuchi 0
Kosuge 1
NON-VOTING ATTENDEES
Caplan 1
Siciliano 1
Volz 1
Siegwart 1
Shibata 1
Fu 1
Fukuda 1
Luo 1
Meng 1
S. Lee 1
Luh 1
W. Snyder 1
R. Snyder 1
Sugano 1
Stramigioli 1
Laschi 1
Dubey 1
T.J. Tarn 1
Valavanis 1
36

IEEE Robotics and Automation Society AdCom Meeting Minutes Orlando, Florida Saturday, May 20, 2006

Attendees

ExCom Members

Dick Volz, Bruno Siciliano, T.J. Tarn, Antonio Bicchi, Ken Goldberg, Sukhan Lee, William Hamel, Xiaoping Yun, Shigeki Sugano

AdCom Members

Pierre DuPont, Katsu Ikeuchi, Kevin Lynch, Seth Hutchinson, Hideki Hashimoto
Raja Chatila, Rudiger Dillman, Polo Fiorini, Alex Zelinsky Robin Murphy,
Kazuhiro Kosuge, Stefano Staramigioli, David Orin, Toshio Fukuda, George Bekey

Other Attendees

Ian Walker, Norman Caplan, George Lee, Paolo Dario, Alessandro De Luca,
Alicia Casals, John Hollerbach, Nikos Papanikolopouls,?Peter Luh, Steve Hsia,
Vladimir Lumelsky, Wes Snyder, Krzysztof Kozlowsky, Roz Snyder Number of voting members constituting a quorum: 19 voting

PART 1 - INTRODUCTION

1. Introduction

1.1 Welcome and introduction

President Richard A. Volz called the meeting to order at 9:30 AM.

1.2 Approval of the current and past minutes

The minutes of the October 16, 2005 were approved.
The agenda was approved.

1.3 Report on Status of Society

1.3.1 Business conducted outside of meetings

President Richard Volz gave a summary of items and pointed out issues related to the society.

  • Adapted meeting policy for meetings held in conjunction with ICRA and IROS.
  • Approved revisions to INABA Technical Award for Innovation Leading to Production and invention and Entrepreneurship Award.
  • Membership Activities Board asked to consider creating plan for ICRA helping members from underdeveloped countries to attend ICRA.
  • Membership Activities Board asked to suggest policy on RAS support of robotics and automation contests.

MOTION(06-S-01): To approve MOU between the Robotics and Automation Society and the International Foundation of Robotics Research to jointly support a School of Robotics Science.

The Motion passed with 17 in favor, 0 opposed, and 0 abstention.

PART 2 - INTERNAL ACTIVITIES (1)

2.1 Nominations Committee Report

Past Vice President Steve Hsia gave a report on nominations for VP. This report included approval of Ian Walker as nominee for VP Finance. MOTION(06-S-02): To approve Ian Walker as VP for Finance.
The Motion passed with unanimously by acclamation.

2.2 CONFERENCE ACTIVITIES

2.2.1 Vice President for Conference Activities Report

Vice President for CAB?T.J. Tarn gave a presentation on Conference Activities and ICRA 2008 Budget Approval. MOTION(06-S-03): ICRA 2008 Budget.
The motion passes with 19 in favor, 0 opposed and 0 abstention.

2.2.2 Conference Editorial Board

Associate Vice President John Hollerbach gave a report on Conference Editorial Board. MOTION(06-S-04): To approve CEB Establishment
The motion passed with 15 in favor, 2 opposed, 0 abstention.

2.2.3 Conference Activity Report

Alicia Casals gave a report on ICRA 2005 in Barcelona, Spain.
Norman Caplan gave a report on ICRA 2006 in Orlando, America.
Paolo Dario gave a report on ICRA 2007 in Roma, Italy such as venue, cost and so on.
R.Dillmann gave a presentation on ICRA 2013. MOTION(06-S-05): To approve ICRA 2013 in Karlsruhe, Germany.
The motion passed with 18 in favor, 0 opposed and 0 abstention. Kazuhiro Kosuge gave a report on Sponsor/Co-Sponsor Technical Co-Sponsor Conferences. MOTION(06-S06): Sponsor/Co-sponsor, Technical Co-Sponsor Conference (Item #06-23?#06-34, #07-03?#07-10).
The motion passed with 18 in favor, 0 opposed and 0 abstention. President Dick Volz gave a report on INABA Award. MOTION(06-S-07): To approve the Inaba Technical Award for innovation Leading to Production and Invention and Entrepreneurship Award. The approval is to take effect when the IEEE Foundation gift Agreement and the IFR MOU, respectively, have been signed.
The motion passed 18 in favor, 0 opposed, 0 abstention.

COFEE BREAK

2.3 FINANCIAL ACTIVITIES

2.3.1, 2.3.2 Treasurer Reports, Vice President for Financial Activities Report

Treasurer Xiaoping Yun gave a report on Review of 2005 Actual Financial Results, 2007 Society Budget, and Financial Impact of New Initiatives.

  • 2005 Income increased and 2005 Expense decreased compared with 2005 budget, which means the balance in 2005 kept good.
  • Society budget must be break-even or better in 2007.
  • 2007 publication Rate Principles.

MOTION(06-S-08): To approve all 2007 publication rates and page counts for Magazine, T-RO, T-ASE.
The motion passed with 18 in favor, 0 opposed, 0 abstention. MOTION(06-S-09): To approve expansion of RAS budget to include a total of $1,500 ($500 addition to each publication budget) to cover the Xplore access costs for all active editors.
The motion passed with 18 in favor, 0 opposed, 0 abstention. MOTION(06-S10): To approve $40K for Conference Editorial Board (CEB) in 2007, and 30K for future years.
The motion passed with 15 in favor, 2 opposed, 0 abstention. MOTION(06-S11): To approve $5K in 2006 and $10K/year in future years for a part-time assistant to help the treasurer.
The motion passed with 17 in favor, 1 opposed (Toshi Fukuda) and 0 abstention.

2.4 TECHINICAL ACTIVITIES

2.4.1 Vice President for Technical Activities Report

Vice President Ken Goldberg gave a report on review of new TAB website and database, review of TCs, TAB meeting, Young Professionals Lunch and so on.

  • RAS Technical Activities Website shows information on all Technical Committees, distinguished Lecturers information?and so on.
  • Young Professionals Lunch was held and successfully adjourned.

MOTION(06-S-12): Micro/Nano Robots changes its name to Micro / Nano Robotics and Automation.
The motion passed 16 in favor, 0 opposed, 0 abstention. MOTION(06-S-13): To approve establishment of TC on Space Robotics.
The motion passed 16 in favor, 0 opposed, 0 abstention. MOTION(06-S-14): To approve establishment of TC on Algorithms for Planning and control of Robot Motion.
The motion passed 16 in favor, 0 opposed, 0 abstention. MOTION(06-S-15): To approve expansion of DLs (Distilling Lecture) from 5 per region to 8 per region.
The motion passed 16 in favor, 0 opposed, 0 abstention. MOTION(06-S-16): To approve Additional $1K per year, allocated to most active DL award.
The motion passed 18 in favor, 0 opposed, 0 abstention. MOTION(06-S-17): To approve expansion to $10,000/year for maintaining the YCRA YP Lunch at IROS.
The motion passed 18 in favor, 0 opposed, 0 abstention. MOTION(06-S-18): To approve Charter, summarized the roles, objectives, duties, and procedures of the RAS Technical Activities Board, including its officers, Technical Committees, and Distinguished Lecturers.
The motion passed 18 in favor, 0 opposed, 0 abstention.

2.4.2 New proposal

George Bekey stated that it is important for the society to create network linkage between people in government such as NASA and in academia.

2.5 Awards and Fellow Evaluation / Selection Report

Past President Paolo Dario gave a report. A number of suggestions were made . There are as follows:

  • The change of name of the committee was changed to “Awards Committee”.
  • The guidelines should be reinforced to guarantee the same format for all awards nomination.
  • HARASHIMA Award: purpose of this award is to honor Professor Fumio HARASHIMA and to recognize an individual who has pioneered activities in robotics and intelligence.

The only one that was boted upon was "Harashima Award" and "1,000 USD per society per year". MOTION(06-S19): To support and co-sponsor the HARASHIMA Award together with IES, RSJ and SICE with a RAS contribution of 1000 USD per year. This contribution shall be covered from the surplus originated for RAS by the IROS Conference of the same year.
The motion passed unanimously.

Break for lunch

2.6 PUBLICATIONS ACTIVITIES

2.6.1,?2.6.2 Vice President for Publications Activities Report Includes reports on T-RO, T-ASE, and RAM, Update on Transactions on Mechatronics

Vice President William Hamel gave a report the current situation on publication reviews, and RAS membership survey highlights.

  • Web-based RAS Membership Survey was held (“How do you view your relationships/roles with the RAS?”and so on.)

Editor-in-Chief, Peter B. Luh gave a report on T-ASE.

Editor-in-Chief, Alessandro De Luca gave a report on T-RO. He summarized that T-RO are in good shape, then, we should expand on content and keep top quality.

Editor-in-Chief, Stefano Stramigioli gave a report on Magazine. He summarized that Magazine runs smoothly, and pages extension can be attained and so on. He also showed reconstruction of RAS homepage.

PART 3 IEEE ACTIVITIES

3.1 IEEE Council

3.1.1 Report on systems Council

Alicia Casals gave a report on IEEE System Council.

PART 4 INTERNAL ACTIVITIES (2)

4.1 INDUSTRIAL ACTIVITIES

4.1.1 Vice President for Industrial Activities Report

4.1.2 Discussion, summary and working conclusions by the VP for IA

Vice President Sukhan Lee gave a summary status report 2005 and summary 2006 plan. He is also introducing National IAB in major countries around the World, e.g., Finland and Korea. MOTION(06-S-20): To approve to award influence Sony not to dismantle the TEAM the Qurio Team by recognizing their remarkable technical achievement by our Society.
For this motion, there were some discussion on the reason why SONY was only awarded although there are many companies worthy to be awarded.
As result of the discussion, the motion is failed 3 in favors, 8 opposed, 3 abstention. 8 opposition includes Toshio Fukuda’s opposition.

4.2 MEMBERSHIP ACIVITIES (Part 1)

4.2.1 Vice President for Member Activities Report

4.2.2 Discussion, summary and working conclusions by the VP for MA

Vice President Antonio Bicchi gave a report on societies such as Chapter and International activities, Human rights and ethics, membership, retention and admissions, Education activities. According survey, 62% of RAS members are satisfied with their level of involvement in the society. On the other hand, 20% expressed dissatisfaction. MOTION(06-S-21): The Educational Committee of the Member Activity Board asks 6K$ to provide partial travel support to students whose papers are accepted to the special session on “Robotics Education” at ICRA2007.
The motion was passed with 10 in favor, 5 opposed, 0 abstentions. MOTION(06-S-22): To approve financial support (a total of 10K$ per year) to assist authors of papers to be presented at ICRA.
For this motion, there were discussions on definition of the words, e.g., Third World.
Accordingly, first, we took vote on the motion if we took vote on the above-mentioned MOTION here and now, or we did not. MOTION(06-S-23): To approve to take vote on the above-mentioned MOTION.
The motion passed with favor in 10, 5 opposed, 0 abstention. As a result of the vote, we took vote on the MOTION (To approve financial support (a total of 10K$ per year) to assist authors of papers to be presented at ICRA). . The motion failed with 4 in favor, 5 opposed, 6 abstention Robin Murphy proposed a motion for changing the order of agenda for keeping a quorum MOTION(06-S-24): For the purpose of forming a quorum, the order of agenda changes.
(Ras Secretary Report gave a presentation before MEMBERSHIP ACTIVITIES and Long-Range Planning Committee Report (4.3)
The motion passed unanimously. As a result of this, MEMBERSHIP ACTIVITIES was interrupted. Then, RAS Secretary Report (5.1) gave a presentation ahead of MEMBERSHIP ACTIVITIES and Long-Range Planning Committee Report (4.3).

MOTION(06-S-25): To approve financial support (5K$) to develop a detailed design of RAS web-based courses in Robotics and Automation and a comparative analysis of educational material available on the Internet.
The motion passed 11 in favor, 0 opposed, 3 abstentions.

PART5 CONSTITUTION AND BYLAWS

5.1 RAS Secretary Report

5.1.1 Bylaws and Standing rules Amendments

Secretary Shigeki Sugano gave a report on Amendments. The following three points are to be clarified:

  • The procedure of nominating, selecting, awarding nominees in RAS Bylaw should be changed.
  • Education Standing Committee should be included in RAS Bylaw.
  • The number of voting member for petition in RAS Standing Rules should be changed related to IEEE rule.

MOTION(06-S-26): Amendment RAS Standing Rules AMENDMENT Nominated candidates from the Nominations Committee and additional candidates nominated by petitions signed by two (2) % or more voting members of the Society shall appear on the ballot, provided that eligibility has been checked by the Nomination Chair, in consultation with the Secretary and IEEE Membership Services. In addition, the Nomination Committee shall consider candidates nominated by petitions signed by twenty five (25) or more voting members of the Society. The straw vote in favor of the motion passed with 14 in favor, 0 opposed and 1 abstention. MOTION(06-S-27): Amendment RAS GENERAL Rules. AMENDMENT Nominations will be submitted to the Nominations Chair. The President-Elect will provide nominations for the Vice President positions by August 31 in the year of the elections of Vice Presidents elect who will serve as Vice President during the President-Elect’s term as President. The straw vote in favor of the motion passed with 14 in favor, 0 opposed and 1 abstention. Amendments in Bylaws were just explained. the final vote on the motions will occur at Fall AdCom Meeting in IROS on October 14, 2006

5.2 MEMBERSHIP ACTIVITIES (Part 2)

Vice President Antonio Bicchi recommenced a presentation.

5.3 PRESIDENT-ELECT ACTIVITIES REPORT

5.3.1 Long-Range Planning Committee Report

Vice president Bruno Siciliano gave a report on the current situation and future plans of LRPC.

  • New ideas for LRPC are welcomed.

PART 6 NEW BUSINESS

6.1 6.2 New Issues, and Next AdCom meeting & adjourn

The next AdCom meeting will take place at IROS conference in Beijing, China on October 14, 2006.

IEEE Transactions on Haptics Management Committee

Representatives from IEEE RAS

Alessandro De Luca

alessandro-deluca

Università di Roma "La Sapienza"
Dipartimento di Informatica e Sistemistica
Roma (RM), Italy
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Pierre Dupont

pierre-dupont

Boston (MA), United States 
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Representatives from the RAS Technical Committee on Haptics

William Harwin

william-harwin

University of Reading
Reading, United Kingdom
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Robert Howe

Cambridge (MA), United States
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IEEE Robotics and Automation Society AdCom Meeting Minutes Beijing, China Saturday, October 14, 2006

Attendees

ExCom Members

Richard Volz, Bruno Siciliano, Antonio Bicchi, Ken Goldberg, William Hamel, Sukhan Lee,

T.J. Tarn, Ian Walker, Xiaoping Yun, Shigeki Sugano

AdCom Members

Raja Chatila, Rudiger Dillman, Toshio Fukuda, David Orin,

Stefano Staramigioli, George Bekey, Robin Murphy, Klas Nilsson, Kazuhiro Kosuge,

Aude Billard, Pierre DuPont, Katsu Ikeuchi, Seth Hutchinson, Hideki Hashimoto,

Surya Singh

Other Attendees

Kazuo Tanie, Paolo Dario,

Alessandro De Luca, John Hollerbach, Michael Yu Wang, Rosalyn Snyder

Number of voting members constituting a quorum: 20 voting

PART 1 - INTRODUCTION

1. Introduction

1.1 Welcome and introduction

President Richard Volz called the meeting to order at 9:00 AM.

1.2 Approval of the current and past minutes

The minutes of the May 20, 2006 were approved.

The agenda was approved.

1.3 Report on Status of Society

President Richard Volz gave a report and pointed out issues related to the society.

  • IEEE TAB Highlights
  • Society & Pubs Reviews
  • Transactions on Mechatronics

PART 2 - CONSTITUION AND BYLAWS, NOMINATION, VP ELECTION

2.1 Bylaws and Standing rules Amendments

Secretary Shigeki Sugano gave a report on Amendments of Bylaws and Standing Rules. The following three points are to be clarified:

  • The procedure of nominating, selecting, awarding nominees in RAS Bylaws and Standing rules should be changed.
    • Education Standing Committee should be included in RAS Bylaws.
    • All the Vice Presidents should be included in the Long Range Planning Committee.

MOTION (06-F-01): Amendment of RAS Bylaws

Amendment 1

Section 2: Notice to Members

On or before April 1 of each year, the Secretary shall notify all members of the Society, individually or through the Transactions/Magazine of the Society, that nomination for election to the AdCom may be made by petitions signed by two (2) % or more of the eligible voting members of the Society. These petitions must be received by the Nominations Committee by August 15.

Amendment 2

Section 3: Awards Committee

This Committee shall be chaired or co-chaired by the Senior Past-President, unless said person is unavailable, in which case the President shall appoint a replacement. This committee shall be responsible for: 1) appointing an award nomination committee for each society and IEEE level (within RAS fields of interest) award, 2) appointing one or more award selection committee(s) to review society level award nominations and select the winner(s), 3) appointing a Fellow Evaluation Committee, 4) reviewing all new award proposals to ensure that there is no conflict with existing awards and that an appropriate description suitable for submission to IEEE has been prepared, 5) submission of new/modified award proposals to IEEE, and 6) reviewing existing awards periodically to recommend whether or not they should be continued.

The Award Nomination Committee(s) shall be responsible securing a suitable number of nominations of deserving candidates for the award(s) for which they are responsible. The Award Selection Committee(s) shall be responsible for reviewing the nomination packets of the candidates for the award(s) for which they are responsible and selecting the winner(s), if any. The award selection committee(s) shall have no members who were members of the nomination committee of any award for which selection is to be made.

The Fellow Evaluation Committee shall be responsible for evaluating the qualifications of candidates for Fellow as requested by the IEEE Fellow Committee. This committee shall be chaired or co-chaired by the Senior Past President, unless said person is either unavailable or not a Fellow, in which case the President shall appoint a Fellow as chair. The Fellow Evaluation Committee will consist of the chair and at least 5 members. The committee shall have no members who either nominated or wrote a reference for any candidate to be considered.

Amendment 3

Section 7: Fellow Evaluation Committee

Delete

Amendment 4

Section 7: Education Committee

This Committee is in charge of coordinating and fostering educational initiatives in the Society. An important means toward this goal are specialized meetings, workshops and dedicated conference sessions on the education of students. Society-sponsored books and summer schools are also under the responsibility of this Committee. A concern of the society shall be to ensure that quality of the educational activities sponsored by the Society is constantly checked through feedback from students, and by emphasizing their interactive participation.

Amendment 5

Section 9: Long Range Planning Committee

This Committee shall be responsible to the AdCom for reviewing the trends of science and technology as they may concern the Society, the profession and the public, and for recommending changes in the objectives, organization, and operations of the Society as may be indicated by these trends. This Committee shall be chaired by the President-Elect and shall include the additional following members: the Junior Past-President, all the Vice Presidents, the Chair of the Student Activities Committee and additional members appointed by the Chair with approval of the President.

The Motion passed with 18 in favor, 0 opposed and 0 abstention.

MOTION (06-F-02): Amendment of RAS Standing Rules

Amendment 1

Part.1 Standing Rules on Nominations and Awards for AdCom, President-Elect and Vice Presidents

1.1. General rules

By May 31 each year a Call For Nominations will be distributed to AdCom members, published in the Magazine and posted at the RAS website.

Nominations will be submitted to the Nominations Chair. The President-Elect will provide nominations for the Vice President positions by August 31 in the year of the elections of Vice Presidents-elect who will serve as Vice President during the President-Elect’s term as President. Nominators (or self nominations) should indicate the position for which the nominee is being considered and the nominee’s agreement to serve if elected.

Nominees will be considered by the Nominations Committee in consultation with the Advisory Committee. A slate of candidates will be announced prior to the elections. The Nomination Committee (co-)chair(s) is (are) responsible for communicating AdCom nominees to IEEE within the IEEE prescribed deadline.

Amendment 2

1.2. Specific rules for the Nominations and Election of AdCom members

Nominated candidates from the Nominations Committee and additional candidates nominated by petitions will appear on the ballot, provided that eligibility has been checked by the Nomination Chair, in consultation with the Secretary and IEEE Membership Services. A candidate that produces a nomination petition with signatures from 2% or more of the eligible voting membership shall be placed on the ballot as per the Bylaws. A candidate that produces a nomination petition with 25 or more signatures from the eligible voting membership may be added to the ballot, at the discretion of the Nominations Committee.

Amendment 3

Part 2. Standing Rules on Awards

The RAS Awards that may be given annually are the following:

  • Pioneer Award
  • Industrial and Academic Early Career Awards
  • Distinguished Service Awards
  • Chapter of the Year
  • Most Active Technical Committee
  • Inaba Technical Award for Innovation Leading to Production
  • Invention and Entrepreneurship Award
  • Most Active Distinguished Lecturer
  • IEEE RAS Technical Field Award. This Award is assigned directly by the IEEE.

According to the Bylaws, the Awards Committee will be chaired or co-chaired by the Senior Past President. The Committee will be composed of the (co-)Chair(s), the Vice President for Technical Activities, the Vice President for Membership Activities, and at least two more Society members appointed by the Society President usually from outside the AdCom membership.

By January 1st each year, a Call For Awards will be issued to AdCom members, and also posted at the RAS website.

The Awards Committee will organize Award Nomination Technical Sub-committees for each Award. Only Fellows may participate in discussion of Fellow nominees. Each Award Sub-committee will have appropriate expertise according to the Award category and will work in consultation with the TCs for selecting candidates. Members from outside the Society (e.g., from industry) will be encouraged to serve in these nomination Sub-committees.

The Award Nomination Sub-committees will set up their own internal procedures to proactively stimulate qualified nominations.

The Award Selection Committees will evaluate the candidates and select the winner for each Award.

The number of Awards given in any category shall be no more than one fewer than the number of nominees.

The winners will be awarded a plaque and a certificate in a ceremony at the Society annual meeting together with Society members who have been awarded the Fellow Grade by IEEE in the previous year, except that the Field Award winner may select an IEEE venue for presentation and the Invention and Entrepreneurship Award is presented by IFR in alternate years.

The Awards Committee (co-)chair(s) is (are) responsible for ensuring that the request for the award plaques, certificates and checks are submitted to IEEE and that the required tax are obtained from the winner(s) and submitted to IEEE.

In order to accomplish the above tasks in a timely manner, the following schedule should be followed:

  • Pioneer Award
  • Field Award Nominations Committee - to be appointed no later than August 31.
  • All other award nomination committees appointed by November 30.
  • All award evaluation committees, including Fellow Evaluation, appointed by December 31.
  • All nominations due March 1.
  • Society award evaluations done by March 21.
  • Certificates and checks requested from IEEE by 1 month before ICRA. Note that in order for checks to be available in time for ICRA, the required tax forms must be received by IEEE at least one month before ICRA as well.
  • Fellow evaluations performed in a meeting at ICRA and submitted to IEEE by June 15.

The Motion passed with 19 in favor, 1 opposed and 0 abstention.

2.2 Nomination Committee Report and VP Election

Chair of the Nomination Committee, Art Sanderson introduced the candidates for Administrative Committee and Vice Presidents:

VP Conference Activities: Toshio Fukuda

John Hollerbach

VP Financial Activities: Ian Walker

VP Industrial Activities: Alex Zelinsky

VP Membership Activities: Alicia Casals

Chris Koslowski

VP Publication Activities:Peter Luh

VP Technical Activities:Kenneth Goldberg

At the election of VP Conference Activities and VP Membership Activities, each of two candidates made presentation their statements except Chris Koslowski, who was absent from the AdCom meeting. Following the voting results, John Hollerbach and Alicia Casals were elected.

As the other VPs, there are candidates mentioned right for each VP, Ian Walker, Alex Zelinsky, Peter Luh and Kenneth Goldberg were approved unanimously.

PART 3 - INTERNAL ACTIVITIES (1)

3.0 Extra Reports

3.0.1 Conference Activities Report (1)

Honorary Chair of ICRA2008 George Bekey made a status report of ICRA08.

  • Organizing Committee Structure
  • Conference Venue and Accommodation, Pasadena
  • Budget
  • Program, WS, Technical Tour

3.0.2 Membership Activities Report (1)

Vice President for MAB Antonio Bicchi moved the financial support to assist authors of papers of ICRA.

MOTION (06-F-03): To approve financial support (a total of 10K$ per year) to assist authors of papers to be presented at ICRA.

The Motion passed with 20 in favor, 0 opposed and 0 abstention.

3.1 FINANCIAL ACTIVITIES

3.1.1, 3.2.2 Treasurer Reports, Vice President for Financial Activities Report

Vice President for FAB Ian Walker and Treasurer Xiaoping Yun gave a report on 2006 Year-to-Date Financial Status, 2007 Society Budget Update, RAS Income Trends, and Initiatives. Summary is as follows:

  • RAS currently in “time of plenty” – large reserves, surpluses
  • However, the near future is highly uncertain
  • Move to usage-based distributions problematic for RAS

Already lower ASPP income from publications

Likely significant drop in income in CP/IEL income when conferences move to usage-based distribution

  • RAS also running “controllable” part of budget closer to red
  • Likely larger dependence on investments for much of future surpluses/initiatives – probably not a stable situation
  • Still probably ok for new initiatives, but caution recommended - may need to “pick and choose”

MOTION(06-F-04): To approve $1000 for Local Chapter activities support (Italian Chapter) 

The Motion passed with 19 in favor, 0 opposed and 0 abstention.

MOTION (06-F-05): To approve $2,500 for Women in Robotics and Automation lunch meeting at ICRA 2007

The Motion passed with 19 in favor, 0 opposed and 0 abstention.

 MOTION (06-F-06): To approve $3,500 for RAS/IFRR Summer School student and faculty lunch meeting at ICRA 2007

There were lots of discussions on this motion. The discussions did not reach agreement. Therefore, it was suggested that the motion (06-F-06) was forwarded to MAB Committee for further discussion. After the discussion, MAB was requested to suggest a revised-motion by e-mail.

MOTION (06-F-07): The motion (06-F-06) will be forwarded to MAB Committee for further discussion. After the discussion, the revised motion will go to an electronic vote.

The motion passed with 17 in favor, 0 opposed and 2 abstention.

Vice President for MAB Antonio Bicchi proposed the new students program made by CAB and MAB. After discussion, the revised motion proceeded to the vote.

MOTION (06-F-08): It is required that future ICRA’s include the following in their budgets, beginning in 2007

  • Requirements:
  • RAS student member fee for each tutorials/workshops ($15, 15Euro).
  • RAS student member fee is to be no greater than 50% of the RAS regular member fee.
  • Student travel awards of $500 each and (RAS members, inc. reg. fee waived) totaling $15,000.
  • Podcasts of selected events such as plenaries, $1000.
  • Provide either of the two benefits:
  1. 1.Awards luncheon given free to students.
  2. 2.Students provided banquet tickets at cost of $25, (25 Euro) banquet.
  • Recommendation: Provide both benefits (1 & 2).

The motion passed with 16 in favor, 0 opposed and 3 abstention.

3.2 INDUSTRIAL ACTIVITIES

3.2.1 Vice President for Industrial Activities Report

3.2.2 Discussion, summary and working conclusions by the VP for IA

Vice President for IAB Sukhan Lee gave a recent progress report.

  • IEEE RAS Formal Cooperation Agreement with IFR
  • IEEE/IFR Industry Forum on “Invention and Entrepreneurship in Robotics and Automation”, IERA
  • A New Momentum for Standards Activity

3.3 CONFERENCE ACTIVITIES

3.3.1 Vice President for Conference Activities Report

Vice President for CABT.J. Tarn gave a report on Conference Activities. The new rotation policy of ICRA conference venue was proposed and discussed.

MOTION (06-F-09): After 2012, the RAS annual conference (ICRA) should be held at three regions, America, Europe and Asia in rotation.

The Motion passed with 18 in favor, 0 opposed and 0 abstention.

Program Co-Chair of ICRA2006 Katsushi Ikeuchi gave a report on ICRA2006 in Orlando, USA.

Editor in Chief of CEB Seth Hutchinson gave a report on CEB activities.

General Co-Chair of ICRA2007 Alessandro De Luca gave a report on ICRA2007 in Rome, Italy.

General Chair of CASE2006 Michael Yu Wang gave a report on CASE2007 in Scottsdale, USA.

Conference Board, Meetings Chair Kazuhiro Kosuge gave a report of Sole-Sponsorship, Co-Sponsorship, Technical Co-Sponsorship Conferences.

MOTION (06-F-10): To approve five Sole-Sponsorship, seven Co-Sponsorship, five Technical Co-Sponsorship and three G&A fee waivers.

The Motion passed with 15 in favor, 0 opposed and 0 abstention.

3.4 IEEE Council

3.4.1 Report on systems Council

Alicia Casals gave a report on IEEE Systems Council.

MOTION (06-F-11): To present that the Systems Council shall consult with its Member Societies regarding the dates of their main meetings before organizing an activity that could involve sponsoring society members so as to avoid conflicts and thus facilitate sponsoring society participation.

The Motion passed with 17 in favor, 0 opposed and 0 abstention.

3.5 Other Issues

3.5.1 RAS Meeting Policy

President Richard Volz gave a report on the RAS Meeting Policy.

Motion (06-F-12): To approve the policy on meetings to be held in conjunction with ICRA and IROS.

The meetings we hold at ICRA conferences can be divided into several categories that can be handled differently.

General

All audio/visual equipment expenses will be covered by the Society for all RAS meetings at ICRA. Space considerations may result in a prioritization and a limit to the number of meetings that can be held. The Treasurer and Conference General Chair work out how the payment is handled, i.e., by the Conference directly or by the Treasurer.

Category I

Meetings in this category do not require prior budget approval. This category consists of the following regularly scheduled meetings:

  • AdCom and ExCom meetings
  • Financial Activities Board
  • Conference Board
  • Steering Committee on Technical Programs
  • Publications Activities Board
  • Industrial Activities Board
  • Technical Activities Board
  • Membership Activities Board
  • Electronic Product and Services Board
  • Long Range Planning Committee
  • RAS Publication Advisory Committee, Editorial Board and Senior Editors meetings
  • Nominations and Award Nominations Committee
  • Award evaluation and selection committees
  • Town Hall Meeting (Open Forum Meeting)
  • Standing Committee meetings not otherwise identified above
  • SMALL ad hoc meetings organized by the President, President-Elect, or an RAS VP.

Requests from the meeting organizers are only needed for time and space so that we can fit their meeting into contracted rooms. The meeting organizer will be directed whom to contact regarding services such as projectors, screens and refreshments*.

Category II

Other meetings for which RAS is financially responsible should receive prior budget approval from the cognizant Executive Committee Member and the Treasurer.

Category III

Meetings for which RAS is not financially responsible, and other requests are to be reviewed on an individual basis by the Conference General Chair. ICRA may help with rooms, if available, and may, depending upon the nature of the A/V contract be able to help with A/V. For non-commercial requests (e.g., governmental agencies), the RAS Activities Coordinator will act as an intermediary with the General Chair if desired. There may be charges for facilities and services rendered. Once approved, the RAS activities coordinator will assist with the scheduling and schedule conflict resolution for ICRA and will do so for IROS if the IROS General Chair agrees. Food and beverage will not be covered unless approved by a member of the Executive Committee uninvolved in the meeting and the Treasurer.

It is expected that all will exercise fiscal responsibility in planning meals and refreshments.

The Treasurer regularly tracks all RAS funded meeting expenses. If any become excessive, adjustments may be made for future meetings.

The Motion passed with 15 in favor, 0 opposed and 0 abstention.

PART 4 - INTERNAL ACTIVITIES (2)

4.1 TECHINICAL ACTIVITIES

4.1.1 Vice President for Technical Activities Report

Vice President for TAB Ken Goldberg gave a report on Technical Activities.

  • Review of Young Professionals Lunch
  • Review of Technical Committees
  • Establish New TC
  • New DL Candidates

MOTION (06-F-13): To approve the name change of Young Professionals Lunch to GOLD Lunch (Graduates of the Last Decade).

The Motion passed with 17 in favor, 0 opposed and 0 abstention.

MOTION (06-F-14): To approve the name change of the TC on Semiconductor Factory Automation to the TC on Semiconductor Manufacturing Automation.

The Motion passed with 17 in favor, 0 opposed and 0 abstention.

MOTION (06-F-15): To establish an RAS Technical Committee on Haptics (TCH).

The Motion passed with 16 in favor, 0 opposed and 0 abstention.

4.2 MEMBERSHIP ACIVITIES (Part 2)

4.2.1 Vice President for Member Activities Report

4.2.2 Discussion, summary and working conclusions by the VP for MA

Vice President for MAB Antonio Bicchi gave a report on Membership Activities including membership data of the RAS.

PART 5 - INTERNAL ACTIVITIES (3)

5.1 PUBLICATIONS ACTIVITIES

5.1.1,?5.1.2 Vice President for Publications Activities Report Includes reports on T-RO, T-ASE, and RAM, Update on Transactions on Mechatronics

Vice President for PAB William Hamel gave a report the current situation on publication activities.

Editor-in-Chief, Alessandro De Luca gave a report on T-RO. He summarized that T-RO are in good shape, and we should expand on content and keep top quality and exploit electronic publication facilities.

Editor-in-Chief, Stefano Stramigioli gave a report on Magazine. He summarized that Magazine runs pretty smoothly, he gets nice feedback from readers especially tutorials.

William Hamel on behalf of Editor-in-Chief, Peter B. Luh gave a report on T-ASE.

William Hamel gave a report on the proposal for a new publication Transactions on Haptics.

MOTION (06-F-16): To authorize the development and promotion of a Phase I proposal to the IEEE for a new Transactions on Haptics. The proposal will be developed through the “haptics ad hoc group” with co-oversight from PAB and MAB team.

The Motion passed with 16 in favor, 0 opposed and 0 abstention.

5.2 ELECTRONIC PRODUCTS & SERVICE BOARD

5.2.1 EPSB Report

The Chair of EPSB Stefano Stramigioli gave a report on Electronic Product and Services and showed a demonstration of the new RAS web page.

5.3 PRESIDENT-ELECT ACTIVITIES REPORT

5.3.1 Long-Range Planning Committee Report

Vice president Bruno Siciliano gave a report on the current situation and future plans of LRPC.

MOTION (06-F-17): To approve to start to consider re-organization of the RAS Meeting series at ICRA and IROS. ICRA2007 team should start it first.

The organizers of future ICRA and IROS conferences should run experiments to implement the proposed reorganized RAS Meeting series in respect of the local constraints imposed by the conference venue and program.

The RAS Meeting series would be organized in the three subsequent phases:

  1. AdCom Caucus - To be held either on the Tutorial/Workshop day preceding the conference, or on the first day of the conference, with a duration of half a day at most. The Caucus should feature the presentations by the President and the Vice-Presidents representing the various Boards, which should form a kernel of information to AdCom members and Standing Committee members for the subsequent meetings during the week, thus avoiding duplications of presentations during the various meetings. The Caucus should be open to all Society members and conference attendees in a spirit of transparency and visibility of the administration of the Society.
  2. Break-up Board and Committee Meetings - To be held during the conference days, with minimal conflicts against technical program. Such meetings should focus mainly on discussion, as there should be no need to go again through the presentations. The repository material from the Caucus should be made promptly available on the RAS web site, and WiFi access should be available in all meeting rooms.
  3. AdCom - To be held at the end of the conference, i.e. after the last Tutorials and Workshops. Only motions should be presented, discussed openly and voted. Periodic elections should be held according to the calendar. The duration should be at most four hours.

The Motion passed with 16 in favor, 0 opposed and 0 abstention.

PART 6 NEW BUSINESS

6.1 6.2 New Issues, and Next AdCom meeting & adjourn

The next AdCom meeting will take place at ICRA conference in Rome, Italy on April 15, 2007.