Transcript Executive Secretary

July 2013
doc.: IEEE 802-EC-13/0033r2
ExSec Agenda Items
July 2013 Plenary
Date: 2013-07-19
Authors:
Name
Jon Rosdahl
Submission
Affiliations
Address
Phone
email
CSR
Technologies
Inc.
10871 N 5750 W
Highland, UT, 84003
801-492-4023
[email protected]
Slide 1
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Abstract
Agenda Items from the IEEE 802 Executive Secretary for the
IEEE 802 March 2013 Plenary
Monday:
5.15 II Future venue contract status & Vendor Contract Renewal Statu s
5.16 II Geneva 2013 Expectation
Friday:
4.02 MI Future Venues
4.05 II Announcement of Nov 2013 802 EC Workshop
4.07 II Meeting Planner RFP AdHoc (Rosdahl, Gilb, Heile, Nikolich, Chaplin)
9.03 II Executive Secretary report
9.08 II EC Interim Telecon: Oct 1. 2013 13:00 EDT
9.09 II Call for Tutorials: November
Submission
Slide 2
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Monday Agenda Items
5.15 II Future venue contract status & Vendor Contract
Renewal Status
5.16 II Geneva 2013 Expectation
Submission
Slide 3
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
5.17 II Future venue contract status &
Vendor Contract Renewal Status
Future Venues
See doc: 802-EC-12/0040r4
https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-0400EC-802-plenary-future-venue-contract-status.xlsx
1. IETF Joint Meetings
2. OFC Meeting Dates
3. Non-North American Venues –Priorities Set from
March
4. Vendor Contract Status
Submission
Slide 4
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
IETF Joint Meetings
From the Discussion at the Joint IETF-IEEE meeting:
1. How often to meet face-to-face?
Once a year? Once every other year?
2014 not any clear choice as both groups are firm on
locations – no automatic choice
2015 – IETF is going to Dallas in March –
IEEE is going to Dallas in Nov -The possibility move to March, and have back to back
meeting in Dallas....?
Did not seem possible as IETF is meeting later in the
month.
Instead we need to pick a date to have leadership meet.
Submission
Slide 5
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Non-North American Venues
Priorities from March:
2015 March – Barcelona/Rome/Berlin
2016 March -- Macau/Shanghai/Yokahoma
2017 July – Copenhagen/Gothenberg/Vienna
2017 March – New Orleans / Florida
Even Years – Target Asia/Pacific
Odd Years – Target Europe
EC Session to discuss Future Venue details:
Tues 9-10am (CICG) or 6-7pm (ITU) –
Submission
Slide 6
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Status of Vendor Contracts
Network Services
Contract started: April 2012
Contract expires: March 2015
Meeting Services
Contract started: Nov 2008 (one extension)
Contract expires: July 2014
Plan for RFP process Nov 2013 to March 2014
Meeting Manager
No further effort – Proposal to remove from OM
Submission
Slide 7
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
5.18 II Geneva 2013 Expectation
What to expect?
Mainly it will be the same as any other Plenary
What is Different?
1.
2.
3.
4.
5.
6.
7.
Submission
No common hotel
Meeting rooms are in more than one building
Breaks on own – cafeteria are located in each building
Some rooms are not available in the evening
Some room configurations will be different (open square)
No organized Social
Opening Plenary – 11-12am
Slide 8
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Geneva Expectations (cont)
Monday, Tuesday, Wednesday and Thursday :
Meetings in CICG and CCV must end before 6:30pm
(18:30)
Please leave buildings promptly.
*All Evening Meetings (PM3) after 6pm must be held in ITU.
Note: that Power to ITU meeting rooms will be out from
9pm Tues until 6am Wed.
Friday :
*All Meetings are to be held in ITU.
Submission
Slide 9
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Geneva Expectations (cont)
Other Meeting items:
1. Opening Plenary Meeting ‐ Monday 11:00-12:00‐‐
Welcome to Geneva and give ITU chance to address
Participants.
802 EC officers at head table – WG Chairs in 2nd row
2. Tutorials ‐ Monday ‐‐ ITU Popov Room.
Submission
Slide 10
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Friday Agenda Items
4.02 MI Future Venues
4.05 II Announcement of Nov 2013 802 EC Workshop
4.07 II Meeting Planner RFP AdHoc (Rosdahl, Gilb,
Heile, Nikolich, Chaplin)
9.03 II Executive Secretary report
9.08 II EC Interim Telecon: Oct 1. 2013 13:00 EDT
9.09 II Call for Tutorials: November
Submission
Slide 11
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
4.02 MI Future Venues
1. Geneva Meeting Feedback
2. Motion to approve Site Visit for Beijing
3. Motion to approve Site visit for Barcelona – Possible
site for March 2015 Plenary
4. Motion to approve Sands Venetian Macau, China for
the March 2016 Plenary Venue.
5. Motion to approve Memorandum of Understanding to
complete Contract negotiations
Submission
Slide 12
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Geneva Meeting Feedback
Poll results:
.1 – did not poll –
.3 – 48 yes 76 no
.11 – 24 yes 16 no
.15 – 16 yes 20 no
.18 – comments no poll
.19 – 3 yes 3 no
.21 – 10 yes 0 no – if network better
.22 – ??
.24 – ??
Total Reported: 101 yes 115 No
EC Straw Poll: Should Geneva be targeted for July 2019?
Yes: 11 No: 2
Submission
Slide 13
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Motion to approve Site Visit for Beijing
Whereas China World Hotel and Traders Hotel, Beijing, China is the
venue for March 2014,
Move to approve a Site inspection trip for no more than 4 people with
an overall budget expenses expected less than $25,000.
The purpose of the trip includes:
The site inspection would include all the meeting space, meeting room
layouts, network capabilities, AV/power requirements, F&B
specifications, security, staffing coordination, shipment arrangements
and any other session considerations, including pricing and billing
procedures.
Standard Travel expenses (e.g. Coach Class Air travel, local
transport, food and lodging) would be reimbursed.
Moved: Rosdahl 2nd: Shellhammer
Results: 14-0-0
Submission
Slide 14
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Motion to approve Site visit for Barcelona
– Possible Plenary Venue for March 2015
or March 2017
Whereas Barcelona, Spain is a potential venue location for March 2015 or
March 2017
Move to approve a Site inspection trip for no more than 4 people with an
overall budget expenses expected less than $25,000.
The purpose of the trip includes:
The site inspection would include all the meeting space, meeting room layouts,
network capabilities, AV/power requirements, F&B specifications, security,
staffing coordination, shipment arrangements and any other session
considerations, including pricing and billing procedures.
Standard Travel expenses (e.g. Coach Class Air travel, local transport, food
and lodging) would be reimbursed.
Move: Rosdahl 2nd: Shellhammer --- Results: 14-0-0
Submission
Slide 15
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Proposed Future Venue for IEEE‐802 March 13‐18, 2016 Plenary Session
Sands Venetian Macau Hotel & Conference Center, Macau, PRC
• NUMBER OF MEETING ROOMS: 40++ (~65 with all breakouts), all excellent quality
• ESTIMATED FUNCTION SPACE COST: $0, all included with Room Block proposed
• AV Provided: Yes, with Hi‐Resolution LCD Projectors and Mics (included in DDR)
• NETWORK AVAILABLE: All fiber distribution with up to 1Gb/s in all meeting areas
• Option Dates: March 13‐18, 2016 | Est Reg Fee: $500/$600/$800 w/ $300 surcharge
• GUEST ROOM BLOCK RECOMMENDED (Y/N): 600+ (700 initial) (>3,000 total)
• RECOMMENDED HOTEL: Sands Venetian Macau Hotel & Conference Center
• Early‐bird Rate: 1,400 MOP (=US$175) +15% svc+tax, ≤50% of block before 1/29/2016
• Std Room Rate: 1,550 MOP (=US$195) +15% svc+tax, ≥50% of block after 1/29/2016
• Full Daily Delegate Rate(DDR): 740 MOP/day (=US$95) +10% svc, includes buffet breakfast,
3‐course, 3‐entrée choice buffet lunch, AM & PM Breaks, and all AV svcs.
• Airports: Macau International (MFM), or Hong Kong International (HKG)
• Airport Transfers: @MFM: free shuttle, 5 min, @HKG: 40 min ferry + free shuttle‐bus
• Business Currency & Estimated Exchange Rate: 1.00 $US = 7.99 MOP
• Incentives (Government, Trade, Tourism, Sponsors, etc.): Yes, Amounts are t.b.d.
• Contract Terms & Subsidies are still in negotiation. Expect net positive surplus.
Submission
Slide 16
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Motion to approve Macau, China for the
March 2016 Plenary Location
Motion to approve Plenary Venue location:
2016 March – Sands Venetian Macau Hotel & Conference Center,
Macau, PRC
Moved: Jon Rosdahl
Results: 13-0-0
Submission
2nd: Shellhammer
Slide 17
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Motion to approve Memorandum of
Understanding
Motion to approve the Memorandum of Understanding to
complete the Macau Contract negotiations with an
expenditure not to exceed $7500.
Moved: Rosdahl
2nd: Shellhammer
Results: 13-0-1
Submission
Slide 18
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
4.05 Nov 2013 EC Workshop
EC Workshop: Nov 16, 2013
Length: Dinner on Friday night, work Saturday 8am-5pm
Remember to register through the workshop, then adjustment for
workshop to be made for Friday and Saturday night stays.
Workshop Leader: - Adrian Stephens
Action Tracker to be named later
Agenda to be announced at Interim Call
Expectation is no treasury impact for workshop
Submission
Slide 19
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
Motion to approve a Nov Workshop
Move to conduct an 802 Workshop on Nov 16, 2013 in
Dallas . Workshop Leader to be Adrian Stephens
(Agenda to be Finalized at the Oct Telecon)
Move: Rosdahl 2 nd D’Ambrosia
Results: 11-0-2
Submission
Slide 20
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
4.07 II Meeting Planner RFP AdHoc
Meeting Planner Contract Expires July 2014
Plan to Start RFP after Nov 2013 Plenary
Plan to use some of the workshop time
Sub committee:
Nikolich, Rosdahl, Chaplin, Heile, Gilb
Submission
Slide 21
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
9.03 II Executive secretary report
LMSC 802 – P&P list of major duties:
1.
2.
3.
4.
Oversee Venue selection –
Present summaries of venue options.
Oversee activities related to facilities and services
Carry out Duties of Treasurer if Treasurer unavailable
Chairs Guideline list of major duties:
1) 802 Meetings: Efficiency Improvement
2) 802 Plenary Sessions: Facilities and Services
3) IEEE 802 Registration Database
4) Assist IEEE 802 Treasurer
Submission
Slide 22
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
9.08 -- 1 Oct 2013 Interim Telecon Agenda for Interim EC meeting
– Tuesday 01 OCT 2013 1-3PM ET
Initial Draft Agenda
– 1. Welcome/Intro/Approve Agenda
- Nikolich
5 min
– 2. Report:
– 3. Report: July EC Action Item Summary
- D’Ambrosia
– 4. Discussion: EC Leadership workshop action item review – ????
– 5. Report: March 2013 Beijing Meeting Plan Status
2 min
15 min
- Rosdahl
3 min
– 6. Motion: Confirm approval of March 2016 venue contract - Rosdahl
8 min
– 7. Discussion: Ethernet 40th Anniversary Celebration
- D’Ambrosia
15 mim
Per Chairs Guideline – Confirm during the Closing EC Plenary.
Submission
Slide 23
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
9.09 Call for Tutorials for the Nov 2013
Plenary in Dallas, Texas
Tutorials to be held Tuesday Nov 12, 2012
Tutorial Request form:
http://www.ieee802.org/802_tutorials/802_Tutorial_Re
quest_Form.doc
As a reminder please refer to Chair's Guidelines section
2.5 Tutorials for the logistics for participating in
sponsoring/presenting a Tutorial.
All requests for Tutorials must be made by Sept 27th 2013.
Submission
Slide 24
Jon Rosdahl, CSR
July 2013
doc.: IEEE 802-EC-13/0033r2
References
Future Venue Contract status:
https://mentor.ieee.org/802-ec/dcn/12/ec-12-0040-0400EC-802-plenary-future-venue-contract-status.xlsx
Submission
Slide 25
Jon Rosdahl, CSR