RAS AdCom Minutes: 3 November 2007, San Diego. California USA

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
  some (2005-2007)
  George Bekey, Kazuhiro Kosuge, Robin Murphy, Klas Nilsson, Stefano Stramigioli, Alex Zelinsky
  (2006-2008)
  Aude Billard, Pierre DuPont, Hideki Hashimoto, Seth Hutchinson, Katsu Ikeuchi
  (2007-2009)
  Hajime Asama, Rudiger Dillman, Toshio Fukuda, Vijay Kumar, Jean-Paul Laumond, Roland Siegwart
  (Student Activities Committee)
  Surya Singh
• Other Attendees
  John Hollerback, George Lee, Peter Luh, David Orin, Frank Park, Erwin Prassler, Art Sanderson, Rosalyn Snyder
• Number of voting members constituting a quorum: 15 voting

PART 1 - INTRODUCTION

1.1 Welcome and Introduction

President Richard Volz called the meeting to order at 8:30 AM.

1.2 Approval of the Current Agenda and the Past Minutes

The minutes of the April 15, 2007 was approved.

The agenda was approved.

PART 2 - NOMINATIONS AND ELECTION

2.1 Nomination Committee Report and President-elect Election

Chair of the Nomination Committee, Art Sanderson made a status report on the AdCom election and introduced the candidates for President-elect for the term 2008-2009 as below.

• Katsushi Ikeuchi
• Kazuhiro Kosuge

The two candidates presented their statements. Following the voting result, Kazuhiro Kosuge was elected.

PART 3 - INTERNAL ACTIVITIES

3.1 Treasurer Reports, Vice President for Financial Activities Report

Treasurer Xiaoping Yun gave a report on 2007 Budget and Year-End Forecast, 2007 Initiatives Implementation Status and Initiatives Competition 2008, and made some comments on Initiatives. He suggested that the society started a new way of paying our member for services rather than 100% volunteer services. In regard with this, new Implementation of payment will be needed as following matters:

• Is there a monthly/total salary limit?
• Who is eligible to receive compensation?
• Society funds to purchase laptops and so on?
• Intellectual property rights
• Overhead

In discussion, as for overhead, universities insist on overhead for contracts made with the society. Therefore, we should make a new guideline on this matter. George Bekey made a motion regarding this matter.

MOTION(07-F-01): President appoints a committee to make recommendation regarding overhead be charged grant or contract made with between the society and university.

The motion passed with in favor 19, opposed 0, abstention 1 (Toshio Fukuda).

3.2 Award Committee Report

Award Committee Co-Chair George Lee gave a report on the Award Committee. He made motions for the establishment of the new six awards and the two changes of the prize money.

• George Saridis Leadership Award
• Invention and Entrepreneurship Award
• KUKA Best Conference Service Robotics Paper Award
• CASE Conference Paper Awards
• Best Conference Automation Paper Award
• Form a subcommittee to create the IEEE Medal on 'Environmental Electronics'sponsored by Toyota Motor Co.
• Raise the Pioneer Award prize money of $1,000 to $2,000
• Raise the Industrial and Academic Early Career Awards prize money of $500 to $1,000

MOTION (07-F-02): George Saridis Leadership Award

• To recognize outstanding contribution for exceptional leadership, innovation and dedication that benefit the RAS community.
• Up to two awards
• Hidden rule:
  • one for Junior
  • one for Senior
• $1000 + Plaque

There were some discussions on this motion. Seth Hutchinson made a motion to amend the main motion to drop Junior from the candidates in the hidden rule.

MOTION (07-F-02-1): To amend the main motion 07-F-02 to drop Junior from the candidates.

The Motion passed with 13 in favor, 5 opposed and 4 abstention.

George Bekey made a motion to amend the main motion to add a condition to avoid the conflicts with other awards of Pioneer Award, Distinguished Service Award and Technical Field Award.

MOTION (07-F-02-2): To amend the main motion 07-F-02 to avoid the conflicts with other awards of Pioneer Award, Distinguished Service Award and Technical Field Award.

The Motion failed with 9 in favor, 10 opposed and 0 abstention.

Surya Singh made a motion to amend the main motion to include the length of time a nominee has had in which to perform his/her leadership in the evaluation criteria.

MOTION (07-F-02-3): To amend the main motion 07-F-02 to include the length of time a nominee has had in which to perform his/her leadership in the evaluation criteria.

The Motion failed with 2 in favor, 18 opposed and 0 abstention.

MOTION (07-F-02-4): To approve the amended main motion of 07-F-02, George Saridis Leadership Award. To recognize outstanding contribution for exceptional leadership, innovation and dedication that benefit the RAS community.

• Up to two awards
• Hidden rule: not for Junior
• $1000 + Plaque

The Motion passed with 16 in favor, 2 opposed and 4 abstentions.

Erwin Prassler introduced the background of the Invention and Entrepreneurship Award.

MOTION (07-F-03): Invention and Entrepreneurship Award Award for original work into commercial application, jointly with the International Federation of Robotics.

• MOU for the first two years with the International Federation of Robotics
• $2,000: $1,000 from RAS + $1,000 from IFR

The Motion passed with 18 in favor, 0 opposed and 4 abstention.

Erwin Prassler introduced the background of the KUKA Award.

MOTION (07-F-04): KUKA Best Conference Service Robotics Paper Award
A Best Paper Award in the area of service robotics sponsored by KUKA Roboter GmbH will be established for the IEEE International Conference in Robotics and Automation (ICRA). The purpose of the award is to promote between robotics science research and industry R&D advancement in the area of service robotics applications (both professional and domestic).

• The sponsorship by KUKA will be initially for five years (2008-2012)
• The first award will be given at ICRA 2008. There is no conflict with existing ICRA awards.
• A call for the award nomination will be announced in the ICRA call for papers, R&A Magazine, and Society website.
• A selection committee will be appointed by the Conference Awards Committee with memberships who have appropriate expertise in the field of service robotics.
• $1,000 Sponsored by KUKA for 5 years

The Motion passed with 19 in favor, 0 opposed and 2 abstention.

George Lee introduced the detail of the two CASE Conference Paper Awards

MOTION (07-F-05): CASE Conference Paper Awards

• Spansion Best Conference Paper Award
  • $1000
  • Sponsored by Spansion for 5 years
• Best Student Conference Paper Award
  • $1000
  • Sponsored by RAS

Toshio Fukuda made a motion in order to amend the original motion, so that Best Student Conference Paper Award was sponsored by Conference, not RAS.

MOTION (07-F-05-1): To amend the main motion 07-F-05 to change the sponsor of the Best Student Conference Paper Award from RAS to Conference.

The Motion passed with 15 in favor, 4 opposed and 0 abstention.

MOTION (07-F-05-2): To approve the amended main motion of the 07-F-05, CASE Conference Paper Awards.

• Spansion Best Conference Paper Award
  • $1000
  • Sponsored by Spansion for 5 years
• Best Student Conference Paper Award
• $1000
• Sponsored by Conference

The Motion passed with 20 in favor, 0 opposed and 1 abstention.

George Lee introduced the detail of the Best Conference Automation Paper Award.

MOTION (07-F-06): Best Conference Automation Paper Award

• $1000
• Sponsored by RAS

Toshio Fukuda made a motion in order to amend the original motion, so that Best Conference Automation Paper Award was sponsored by Conference, not RAS.

MOTION (07-F-06-1): To amend the main motion 07-F-06 to change the sponsor of the Best Automation Paper Award from RAS to Conference.

The Motion passed with 16 in favor, 0 opposed and 4 abstention.

MOTION (07-F-06-2): To approve the amended main motion of the 07-F-06, Best Conference Automation Paper Award.

• $1000
• Sponsored by Conference

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

Toshio Fukuda introduced the background of the IEEE Medal on 'Environmental Electronics' sponsored by Toyota Motor Company.

MOTION (07-F-07): Forming a subcommittee to create the IEEE Medal on 'Environmental Electronics' sponsored by Toyota Motor Company.

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

MOTION (07-F-08): Pioneer Award
To approve to raise the prize money of $1,000 to $2,000.

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

MOTION (07-F-09): Industrial and Academic Early Career Awards
To approve to raise the prize money of $500 to $1,000.

The Motion passed with 20 in favor, 0 opposed and 4 abstentions.

3.3 Long Range Planning Initiatives

President-elect Bruno Siciliano and Vice President for Membership Activities Antonio Bicchi gave a report on Technical Communities. The followings are the summary of Technical Communities.

• The Society continuous growth and diversification indicates that a reorganization of our structure might help to serve our members better, by introducing a further technical level between RAS and the Technical Committees (TCs).
• A Technical Community (TComm) is a formal subcommittee of the Technical Activities Board (TAB). A TComm should be the focal point of industry and academia for activities and discussion within a technical area.
• A TComm is typically comprised of a number of members that is an order of magnitude less than the Society itself, and an order of magnitude larger than the average TC
• A TComm has a financial entitlement and autonomy in investing in its activities, but periodically reports to RAS Financial Activities Board for budget forming and approval

MOTION(07-F-10): Modification of Bylaws to establish in principle IEEE RAS Technical Communities as formal subcommittees of TAB.

• Proposers: LRPC & TAB
• Amount requested and budget
  • $ 1K/year per TComm (minimum)
  • TComms will have some financial autonomy, submit annual budgets, and retain some percentage of meeting surpluses, subject to Society budgetary constraints

The Motion passed with 18 in favor, 0 opposed and 3 abstentions.

3.4 Industrial Activities Financial Report

Vice President for IAB Sukhan Lee gave a report on use of past initiative funding by Industrial Activities.

• Industry Forum: IERA with Award
  The allocated fund 19.5k was not necessary to spend due to the surplus generated by IERA.
• Standards
  RAS Standing Committee on Standard Activities became an official sponsor of IEEE standards. The initiative fund 20k was never retrieved and used.
• Roadmaps
  After the collection of 50 roadmaps available and two roadmap workshops. no progress has been made, and the initiative fund 25k was never retrieved and used.

Sukhan Lee summarized the IAB activities and suggested to activate RAS members from industrial and commercial sectors, because, among about 30% of our membership, those members from industrial and commercial sectors who are active in our society are less than 1%.

3.5 Technical Activities

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

• 23 Technical Committees
• 24 Distinguished Lecturers
• New RAS Field of Interest Statement
• TC Review Policy
• Goals: 2008-2009
  • - Implement Triennial Review Policy/Process
  • - Regular 'TC spotlights' in RAM
  • - DL Database
  • - Increasing DL size, from 24 to 30+
  • - Birds of a Feather meetings
  • - Open Source Wiki on Research Milestones
  • - TC's post list of related papers before ICRA
  • - RAS website manages TC mailing lists, allow members to join easily.

MOTION(07-F-11): To approve the name change of the TC on Intelligent Transportation Systems and the TC on Programming Environments to the TC on Autonomous Ground Vehicles and ITS and the TC on Software Engineering for Robotics and Automation.

The Motion passed unanimously.

3.6 Publications Activities Financial Report

Vice President for PAB William Hamel gave a financial report on the financial issues for PAB.

MOTION (07-F-12): To approve the Budget $8,500 per year, beginning in 2009, for new T-RO Paper Management System (PaperPlaza)

• Startup in 07, funds for this already committed by AdCom
• Endorsed by Financial Activities Board

The Motion passed with 17 in favor, 0 opposed and 1 abstention.

3.7 Conference Activities Financial Report

No report.

3.8 Membership Activities Financial Report

Vice President for MAB Antonio Bicchi gave a MAB financial report and made the following motions.

• RAS/IFR Summer School
• Dance/Party for RAS students at ICRA'08 (or possibly IROS'08)
• Robot Comics contest at ICRA'08
• MoU at request of RoboCup to formalize relationship

Regarding the first issue on RAS/IFR Summer School, at first Antonio Bicchi only proposed the budget of $30,000 per year. There were some discussions on contents of the budget and as a result, he made a motion, that the budget was increased up to $40,000 including $10,000 for student travel support.

MOTION (07-F-13): To approve the budget $40,000 per year for RAS/IFRR Summer School including $10,000 for Student Travel Support. In 2008, $40,000 to be taken from 2008 Initiative Funds.

The Motion passed with 18 in favor, 0 opposed and 2 abstention.

MOTION (07-F-14): To approve the budget $5000 in 2008 for a Dance/Party for RAS students (but open to senior members), 9-12pm after welcome reception at ICRA'08 or possibly IROS'08.

There was lots of discussion on this motion.

MOTION (07-F-14-1): Proposal to close the discussion.

The Motion passed with 18 in favor, 2 opposed and 0 abstention.

A vote was taken on the main motion of 07-F14. The Motion passed with 14 in favor, 5 opposed and 2 abstention.

MOTION (07-F-15): To approve the budget $500 in 2008 for a Robot Comics contest at ICRA' 08.

• For students and members registered at ICRA '08.
• Individual or team entry, upload (PaperPlaza) by end of conference day 1, show in plenary, winner by applause.

The Motion passed with 14 in favor, 4 opposed and 1 abstention.

MOTION (07-F-16): To approve the MOU at request of RoboCup to formalize relationship. MOU summary:

• For students and members registered at ICRA’08.
• Finances are completely separate.
• Organizing committee represents both RAS and RoboCup.
• $500 RAS technical co-sponsorship fee waived.
• MOU will be in place for 2 years

The Motion passed with 17 in favor, 0 opposed and 3 abstention.

3.9 Electronic Products & Service Board

No report.

President Richard Volz made a motion to get on with the meeting, so that each presenter had to finish his/her presentation within five minutes except making motions.

MOTION (07-F-17): AdCom presenters have to finish his/her presentation within five minutes except make motions.

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

PART 4 - INTERNAL ACTIVITIES

4.1 Conference Activities

Conference Board Meetings Chair, Kazuhiro Kosuge gave a report (2007F Approved List) of Sole-Sponsorship, Co-Sponsorship, Technical Co-Sponsorship Conferences.

MOTION (07-F-18): To approve two Sole-Sponsorship, ten Co-Sponsorship, and nine Technical Co-Sponsorship.

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

Kazuhiro Kosuge gave a report of Sponsorship of IEEE Xplore for Technically Cosponsored Conferences.

Current rules for Technical Co-Sponsorship are as follows:

• They have to pay US$500 as the IEEE RAS G&A (General and Administration) Fee.
• At least two RAS ExCom/AdCom members must be involved in the conference organizing and/or program committees. See the RAS Homepage http://www.ieee.org/ras for a list of the ExCom and the AdCom members.
• The conference report must be submitted to the society within 6 months after completion of the meeting.
• The IEEE and the RAS do not assume any financial responsibility for the Technically Co-sponsored conference.
• The RAS will not endorse the IEEE Catalog Number for the Conference Proceedings.

According to the new IEEE policy for the CPP (Conference Proceedings Program), Kazuhiro Kosuge proposed a new concept of the rule that the society endorses putting the Technical Co-Sponsored Conference Proceedings into the IEEE Xplore subject to quality check by the Conference Activities Board. He showed a simulation of that influence on the society income and expense. He also proposed a new concept of the CPP in case of the Co-Sponsored Conference.

MOTION (07-F-19): To approve a new rule basically that the society endorses putting the Technical Co-Sponsored Conference Proceedings into the IEEE Xplore. The detailed procedure should be discussed later.

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

MOTION (07-F-20): To approve a new rule that the society encourages conference organizers to put the Proceedings into the IEEE Xplore subject to quality check by the Conference Activities Board.

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

4.2 Technical Activities

No report.

4.3 Membership Activities

No report.

4.4 Publication Activities

Vice President for PAB William Hamel gave a status report and made a motion on the MOA on the Transactions on Haptics.

MOTION (07-F-21): To approve the Memorandum of Agreement for the Transactions on Haptics as provided in the written draft. The RAS President and VP for Publications be authorized to make minor changes in the agreement as may occur in final discussions with C and CE society representatives.

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

4.5 Electronic Products & Service Board

No report.

4.6 Constitution and Bylaws

Secretary Shigeki Sugano gave a report of the amendment of the constitution, Bylaws and Standing rules mandated by IEEE. These amendments are based on the IEEE must haves.

4.7 Industrial Activities Financial Report

No report.

4.8 IEEE Liaison

President Dick Volz explained the agenda regarding to Biometrics Council. This subject was already rejected by TAB. However, every president of the societies was requested to propose a straw vote on this matter.

STRAW VOTE 1: Formation of biometrics council

Result: 5 in favor, 1 opposed and 10 abstention.

4.9 Society Management and Assistance

President Dick Volz introduced the RAS Administrator Job Description. Performance Review will be conducted in January.

PART 5 - NEW BUSINESS

5.1 New Issues and President-elect Report

Vice president Bruno Siciliano gave a report on the new actions in the upcoming his presidential term.

• RAS AdCom Meeting @ ICRA™08
  • Middle day of technical sessions ¦ less interference w/ program
  • 4 hours with free lunch ... increase public attendance
• RAS AdCom date at Fall, at IROS or at CASE

Option: Hold some Board Mtgs. @ CASE™08 T-ASE Ed Board Mtg., CAB Mtg., TAB Mtg.

Bruno Siciliano proposed straw votes.

STRAW VOTE 1: Move next fall AdCom meeting from IROS'08 to CASE'08
Result: 8 in favor

STRAW VOTE 2: Hold some Board Meetings (T-ASE Board meeting, CAB meeting, TAB meeting) at CASE'08
Result: 14 in favor

STRAW VOTE 3: Hold next fall AdCom meeting at IROS'08
Result: 8 in favor

5.2 Next AdCom meeting & adjourn

The next AdCom meeting will take place at ICRA conference in Pasadena, USA on May 22 (middle day of Technical Session), 2008.