InterNational Committee for Information Technology Standards
INCITS Secretariat, Information Technology Industry Council (ITI)
1250 Eye St. NW, Suite 200, Washington, DC 20005
Telephone 202-737-8888; Fax 202-638-4922;
Email: incits@itic.org


Doc: IT/02-1038
Date: September 15, 2002
Replaces: IT/02-0595
Reply to: Jennifer Garner
Phone: 202-626-5737
email: jgarner@itic.org

INCITS Approved Minutes
InterNational Committee for Information Technology Standards (INCITS)
Meeting Number 20

Oracle Corporation
350 Oracle Parkway
Redwood Shores, California 94065
Telephone: (650) 633-8300
Fax: (650) 633-8399

Monday

May 13, 2002

10:00 AM - 5:00 PM

Tuesday

May 14, 2002

9:00 AM - 5:00 PM

Wednesday

May 15, 2002

9:00 AM - 5:00 PM

1. Administrative

1.1 Call to Order

(K. Higginbottom)

Ms. Higginbottom, INCITS Chairman, called the meeting to order at 10:00 AM on Monday, May 13, 2002 and welcomed the members and guests in attendance.

1.2 Membership and Attendance

(J. Garner)

1.2.1 Introduction of Attendees and New Members

The meeting participants were introduced. The attendance list is available in Attachment 1.

Ms. Karinch attended to review the status of the Marketing/PR Services activity. The following TC Chairmen were in attendance to present their TC annual reports: Dr. Johnson (V3), Mr. Clamage (J16) and Mr. Haflich (J13). Mr. Andersen (L1) and Mr. Naujokas (B10) presented their TC annual reports via teleconference.

1.2.2 Roll Call of Members in Jeopardy Due to Failure to Attend Meetings

 (J. Garner)

At the February 2002 INCITS Executive Board meeting, no members were placed in jeopardy for failure to attend meetings.

Voting members without representation at the May 2002 INCITS Executive Board meeting were:

Producers

General Interest

New Member (will attain voting membership upon completion of membership requirements)

Action Item: The INCITS Secretariat will notify representatives of ICCP and Xerox that their organizations have been placed in jeopardy for failure of their representatives to attend two out of three successive meetings.

Non-voting advisory members without representation at this meeting were:

1.2.3 Roll Call of Members in Jeopardy Due to Failure to Return Letter Ballots

The INCITS Executive Board has agreed that the requirement to return letter ballots will not be tracked until implementation of the new balloting system has been accomplished.

1.2.4 Membership Report

Ms. Garner reviewed information provided since the February 2002 INCITS Executive Board meeting concerning new members and representatives for established members:

As Dr. Elliott of Purdue University was in attendance at this meeting, Purdue University has attained voting rights.

As Intel was not represented at this meeting, Intel will attain voting rights upon completion of the membership requirements.

Voting membership stands at 16 organizations. Quorum is 9. Thirteen organizations with voting rights were in attendance at this meeting.

The attendance list for the May 13-15, 2002 meeting of the INCITS Executive Board is available in Attachment 1.

INCITS membership stands at:

Reference: IT/02-0208 (Intel), IT/02-0283 (US DoD/DISA), IT/02-0334 (Open Strategies)

1.3 Approval of the Draft Minutes, February 20-22, 2002

(K. Higginbottom)

The draft minutes of the February 20-22, 2002 INCITS Executive Board meeting (IT/02-0281) were approved as revised at this meeting by unanimous consent (Zajaczkowski/Deutsch).

Revisions to the draft minutes of the February 20-22, 2002 meeting of the INCITS Executive Board:

Action Item: The INCITS Secretariat will revise the February 2002 minutes of the INCITS Executive Board meeting as approved at the May 2002 meeting.

Reference: IT/02-0281

1.3.1 Review of Action Items, February 20-22, 2002

(J. Garner)

Ms. Garner reviewed the status of the action items from the February 2002 INCITS Executive Board meeting. With the exception of the following, the action items were done or overcome by events:

Action Items Carried Over From Previous Meetings
3. Mr. Fox will provide the Secretariat a sample course presentation for use in developing a standards education course. (Agenda Item 5.6.2, November 2001 minutes) - CARRYOVER - email reminders sent to Mr. Fox on March 5, 2002 and April 16, 2002

6. The Secretariat will look into stabilized standards as a possibility for HIPPI standards. (Agenda Item 8.1.9, November 2001 minutes) - CARRYOVER - on hold pending approval of revised procedures

Action Items Carried Over From February 2002 Meeting
5. The INCITS Secretariat will expeditiously register with a paid service to secure INCITS listing under keywords in the web directory. The Secretariat will change the Yahoo registration to INCITS. (Agenda Item 5.6.1, February 2002 minutes) - CARRYOVER - in progress

11. PPC was instructed to determine whether or not procedural changes are required, and if so, to prepare text to document this change in the conduct of defect management reviews for incorporation into the next revision of the SD-2. (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002 - refers to Defect Management Reviews

12. PPC was instructed to determine whether or not procedural changes are required, and if so, to prepare text to document this change in the conduct of management reviews for incorporation into the next revision of the SD-2. (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002 - refers to INCITS Management Reviews

13. PPC was instructed to determine whether or not procedural changes are required, and if so, to prepare text to document this change in the conduct of five-year recommendations for maintenance actions for incorporation into the next revision of the SD-2. (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002 - refers to Monitoring TC Action on 5-Year Recommendations for Maintenance

14. PPC was instructed to determine whether or not procedural changes are required, and if so, to prepare text to document this change in the conduct of maintenance recommendations for national or international standards assigned to INCITS for incorporation into the next revision of the SD-2. (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002 - refers to Maintenance Recommendations for National or International Standards Assigned to INCITS

15. PPC was instructed to prepare text to document this change in the review of new INCITS projects for incorporation into the next revision of the SD-2. (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002

22. PPC is instructed to prepared revised text for section 5.2.7 of the SD-2 to be submitted for INCITS approval by letter ballot. If the revised text is approved, the Secretariat will post the designation of the B7 standards as stabilized for action at the May 2002 INCITS meeting. (Agenda Item 7.3.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002

23. MOC is instructed to perform a review of the B7 standards to ensure all required documentation is submitted for consideration by INCITS. (Agenda Item 7.3.1, February 2002 minutes) - CARRYOVER - sent to MOC (IT/02-0209) on March 7, 2002

24. Once the INCITS Stabilized Standards text has been revised, the Secretariat will notify the JTC 1 TAG of this change in US procedures so that corresponding international procedures in the JTC 1 Directives, proposed by the US, can be reviewed for similar issues. (Agenda Item 7.3.1, February 2002 minutes) - CARRYOVER - on hold pending approval of change to INCITS procedures

27. The Secretariat will seek guidance from ITI legal counsel on the subject of the having the INCITS Secretariat or ITI sign meeting contracts on behalf of the TCs. (Agenda Item 8.1.3, February 2002 minutes) - CARRYOVER - Secretariat received sample L3 contract on April 17, 2002 - working with ITI staff, legal counsel and L3

Reference: Action Items from the February 2002 Meeting

1.4 Approval of the Draft Agenda, May 13-15, 2002

(K. Higginbottom)

The second revised draft agenda (IT/02-0500) was approved as revised at this meeting by unanimous consent (Michael/Neumann).

Revisions to the agenda:

The final agenda for the May 2002 INCITS Executive Board meeting is available in Attachment 2.

Reference: IT/02-0500

2. Chairman's Remarks

(K. Higginbottom)

On behalf of the INCITS Executive Board, Ms. Higginbottom thanked Dr. Deutsch and Oracle for hosting this meeting. Ms. Higginbottom reported that a new ad hoc group, the INCITS Ad Hoc on Merger, had been established since the February 2002 INCITS meeting in response to the JTC 1 TAG Ad Hoc on Futures consideration of a plan to merge the JTC 1 TAG and INCITS committees.

3. Policy and Procedures

(K. Zemrowski )

3.1 PPC Action Items

Mr. Zemrowski, the PPC Chairman, participated via teleconference to report on the status of action items assigned to PPC at the February 2002 INCITS meeting (IT/02-0210):

8. PPC was requested to address the password protection issues arising from the access to TC annual reports as a policy issue. (Agenda Item 6.1, February 2002 minutes) - DONE - IT/02-0404  agenda items 3.2 and 6.3.  As a solution to the password problem, PPC agreed that copies of required items should be stored on the INCITS web site rather than having links to the TC web site.

11. PPC was instructed to determine whether or not procedural changes are required, and if so, to prepare text to document this change in the conduct of defect management reviews for incorporation into the next revision of the SD-2.  (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002 - refers to Defect Management Reviews

12. PPC was instructed to determine whether or not procedural changes are required, and if so, to prepare text to document this change in the conduct of management reviews for incorporation into the next revision of the SD-2.  (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002 - refers to INCITS Management Reviews

13. PPC was instructed to determine whether or not procedural changes are required, and if so, to prepare text to document this change in the conduct of five-year recommendations for maintenance actions for incorporation into the next revision of the SD-2.  (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002 - refers to Monitoring TC Action on 5-Year Recommendations for Maintenance

14. PPC was instructed to determine whether or not procedural changes are required, and if so, to prepare text to document this change in the conduct of maintenance recommendations for national or international standards assigned to INCITS for incorporation into the next revision of the SD-2. (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002

15. PPC was instructed to prepare text to document this change in the review of new INCITS projects for incorporation into the next revision of the SD-2. (Agenda Item 7.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002

22. PPC is instructed to prepared revised text for section 5.2.7 of the SD-2 to be submitted for INCITS approval by letter ballot. If the revised text is approved, the Secretariat will post the designation of the B7 standards as stabilized for action at the May 2002 INCITS meeting. (Agenda Item 7.3.1, February 2002 minutes) - CARRYOVER - sent to PPC (IT/02-0210) on March 8, 2002

Reference: IT/02-0210 (PPC action items assigned at February 2002 INCITS meeting)

3.2 PPC Report (also see agenda item 6.3)

Mr. Zemrowski, the PPC Chairman, presented the PPC report to the May 2002 INCITS Executive Board meeting (IT/02-0404). PPC met via teleconference on April 22, 2002 and addressed the following items:

Mr. Zemrowski reported that the next PPC meeting was scheduled to be held the week of Memorial Day. The meeting would be conducted by means of a combination of on-line meeting and teleconference technologies.

While acknowledging that INCITS had recently faced the need for expeditiously processing some procedural changes, the INCITS Executive Board expressed a desire to return to a mode of operation in which proposed changes to the SD-2 were discussed at meetings before they were submitted for approval by ballot. It was agreed that unless rapid processing of procedural changes was required in exceptional cases, proposed changes to the SD-2 would be posted for consideration at INCITS Executive Board meetings.

Reference: IT/02-0404

3.3 ANSI Procedural Changes

  

Mr. Zemrowski reported that the PPC Chairman and INCITS Secretariat staff had reviewed the revised American National Standards Process procedures to ensure INCITS compliance. ITLB 4386 has been issued to align INCITS procedures with ANSI procedures concerning the reporting of ballots and will close on May 30, 2002.

4. Report of the INCITS Secretariat

4.1 For Action - Review of Marketing/PR Services

(M. Karinch)

Background: At the November 2001 INCITS meeting, the proposed statement of work submitted by Ms. Karinch to cover Marketing and PR Services had been approved for six months. A total of $30K had been authorized to fund the activity. At the February 2002 meeting, Ms. Karinch distributed the collateral marketing and PR materials developed for INCITS. It was agreed that the INCITS officers and Secretariat staff would continue to work with Ms. Karinch to manage the marketing and PR activity until the May meeting, at which time the subject of additional marketing and PR services would be addressed.

At this meeting, INCITS discussed the status of the work and the proposal for future work, focusing on the cost and considering:

Ms. Karinch reviewed PR actions to date:

Ms. Karinch discussed completed marketing actions:

Ms. Karinch highlighted for the Executive Board newsworthy issues of the past 5 months:

Ms. Karinch reported that she looks for prospects at events such as the ANSER Institute Conference on Homeland Security.

The Executive Board members had previously expressed the need to see some measurements of success. Some of the goals of the project are difficult to measure (e.g., gaining mindshare among technology leaders) but some aspects can be quantified. Ms. Karinch presented these:

Finally, Ms. Karinch discussed with the Executive Board the "Next Steps" that must be taken to sustain progress in both marketing and PR:

The members provided specific feedback on the brochure:

The INCITS Board members had agreed to review the progress of this project quarterly. Members noted that it would help them evaluate the progress if Ms. Karinch prepared a report for distribution to the members 2 weeks prior to the meeting, especially as this program requires funding.

Ms. McMillan reviewed the funding of the contract that INCITS previously approved:

The remainder of the marketing funds from 2000 -- $13K
The surplus from operations in 2001 [audited results] -- $34K
Remaining after May 2002: $17K

Currently, the projected 2002 surplus from operations is $21K.  The combined amount ($17K and $21k) is enough to cover the remaining 6 months. Mr. Nelson noted concern that all of the 2001 surplus was allocated to fund this activity and expressed his interest in looking at all the financial commitments before allocating more to this one.

Ms. McMillan noted that ITI was without communications staff for over a year and she expressed hope that ITI's new manager of communications could help with some of the activities currently done by contract with Ms. Karinch. Recognizing that the ITI communications manager has an ITI/public policy focus in her program of work, INCITS agreed that this option should be investigated further before the August meeting.

Some members expressed an interest in using the numbers of new members as one of the metrics of success and were reminded that membership recruitment was specifically removed from Ms. Karinch's contract by this body.

Noting that this agenda contained a number of subjects that may require financial commitments (SC 35 TAG, SC 36 TAG, review of funding of the SC 11, SC 22 and SC 34 Secretariats), the members agreed to return to this item at an appropriate time. [At this point, the committee turned it attention to other items on the agenda.]

Following discussion of all other agenda items through 10.8, the Executive Board resumed discussion of the marketing and PR work.

Noting that the decisions made at this meeting did not result in significant additional expenses for this fiscal year, the members considered the advantages of a 3-month vs. 6-month contract. The INCITS Executive Board then addressed the following motion:

(Neumann/Elliott)

The INCITS Secretariat will contract with Ms. Karinch to perform marketing and PR services for an additional 6-month period, through November 2002, at the cost of $5K per month.

Vote on motion: 11-0 - 1* (*Panasonic voted to abstain)

The motion passes

Action Item: The INCITS Secretariat will contract with Ms. Karinch to perform marketing and PR services for an additional 6-month period, through November 2002, at the cost of $5K per month.

Action Item: A transition plan detailing the transfer of Marketing and PR activities to an ITI staff member will be presented at the August 2002 INCITS Executive Board meeting.

4.2 INCITS Finances

(K. McMillan)

4.2.1 Audited 2001 Results and 2002 Budget

Ms. McMillan referred the INCITS Executive Board to the audited 2001 results and approved 2002 budget for the INCITS program as detailed in IT/02-0381. INCITS realized a $24.6K surplus in 2001 which was slightly better than anticipated.

There were questions about the 20% increase in indirect costs. Partly the change reflects that expenses for 2001 were a little less than budget because of an open personnel slot [5 months], and partly it reflects the increase in the line item for depreciation, where the 2001 expense for database development will appear for 5 years [beginning with 2001].

Mr. Nelson expressed the thought that the 2001 document contained an error, and Ms. McMillan agreed to check it again. She also noted that the JTC 1 TAG had agreed to use ITI's report formats to eliminate the need for staff to re-type the financials [and thereby reduce errors]. After some discussion, the INCITS Executive Board agreed that it no longer needed a customized report that required re-typing.

Reference: IT/02-0381

4.2.2 1st Quarter 2002 Results

The approved 2002 INCITS Secretariat Services are detailed in IT/01-0334

Ms. McMillan referred the INCITS Executive Board to the 1st Quarter 2002 results for the INCITS program (IT/02-0382). Although $12.8K in INCITS EB member Dues and Fees and $284.3K in TC Service fees remain in outstanding income to be collected for the year, one half of the budgeted income for 2002 has been collected. Expenses are at 24% of the year's budget. Expenses and income appear, at this point, to be in line.

Members were interested in knowing when non-payment resulted in loss of voting privileges, and Ms. McMillan reported the date is customarily March 31. The members were eager to see improved results from the addition of Ms. Purnell to assist in the collection of dues.

Reference: IT/01-0334 (approved 2002 Secretariat Services), IT/02-0382 (1st Q 2002 results)

4.3 For Action - Approval of 2003 INCITS Secretariat Services

(K. McMillan)

Following the February 2002 INCITS Executive Board meeting, the list of proposed 2003 INCITS Secretariat services was issued (IT/02-0230) and members were requested to submit contributions proposing changes for consideration at the May 2002 meeting. Most items on the list are required by the SD-2 or ANSI procedures; others have been added over time by the officers to ensure smooth operations.

Ms. McMillan reported there are some items not on the list that may need to be added, and she noted considerable staff time will be needed to address them if they are added:

Ms. Higginbottom invited Dr. Nelson to present the Panasonic contribution (IT/02-0432) proposing that the Secretariat provide its best estimate of the fraction of its budget to be devoted to a list of functions tentatively prioritized by Dr. Nelson. Dr. Nelson noted that this is not the first time he has expressed these concerns and that he sincerely believes the current method of agreeing to list of services and accepting proposed budget without any negotiation can be improved. In his list, he assigned Secretariat activities to functions of INCITS, and he made a first pass at prioritizing them (noting that quite a few of the items are high priorities because they are required to maintain accreditation). He proposed asking Secretariat staff to determine the percent of time they anticipate spending on each of the functions when the 2003 budget is developed. When it is presented, the Executive Board can determine if inordinate amounts of time and resources are consumed by lower priority functions.

Considerable discussion ensued as the members noted that some high-priority activities are resource-expensive but generate more income, while other activities might be a low priority except that they are required by due diligence. Other members noted that there are always unforeseen impacts in reduction or elimination of functions. Others agreed with the concept of trying to determine if too much time is being spent on some items and not enough on others and whether there is consensus on the priorities and the list of functions. Others noted that some activities make take more time and resources than functions that are higher priorities, but the value justifies it. Prioritization is more than just looking at the subjects. Others expressed continuing concern that the cost of this activity (asking staff to determine how much time they spend in each function) is very high, and the possible outcomes are not worth the expense, given that the list is a list of required activities, and the Secretariat is performing well.

Mr. Michael noted that such a study was done in 1996 with in-depth review of services and priorities. Significant changes were made in staffing and expenses. That project required a huge amount of time, both for staff and members, and resources are not available today to repeat that work. Mr. Hogan noted that, as the last study was forced by economics, it may well be useful to review priorities as long as it can be done without adding weekend hours to the workload of the current staff. Members expressed support for a healthy, functioning Secretariat and asserted that a review of services may help with the triage they do when there are too many demands on their time.

Ms. Higginbottom noted a general thread in the discussion to separate a discussion of priorities from the budget process.

Action Item: Dr. Nelson agreed to update the Panasonic contribution (IT/02-0432) with the new items identified by the Secretariat. The revised Panasonic contribution will be distributed for comment and identification of additional items. Based upon responses to the contribution, a final list of Secretariat services will be compiled and distributed for ranking of priorities by the members.

Action Item: The additional services identified by the INCITS Secretariat will be added to list of Secretariat Services for 2003, and the final list will be used to develop the 2003 INCITS budget.

The Executive Board addressed two questions as initial guidance to the Secretariat on 2003 services. They observed that a heavy reliance on ad hoc groups appears to be increasingly the way this committee works, and it was noted that ad hoc groups closely administered by staff seem to be much more productive than those that are not. Accordingly, they advised the Secretariat to prepare a budget showing support for no less than the level of 2002 ad hoc groups and to consider more.

Ms. McMillan reported that the Secretariat staff and TC officers are more sensitive to the requirements in the antitrust guidelines recently distributed. The INCITS Executive Board members acknowledged that Secretariat review of all TC minutes would be huge expense involving a multistage process - review of draft minutes, feedback, review of revised minutes and possibly approved minutes.

Following further discussion, Ms. Higginbottom asked the Secretariat to go back to legal counsel with a specific request for an adequate alternative to staff being required to read TC minutes, and a general request for a total practical review of processes currently in the antitrust guidelines.

Action Item: The INCITS Secretariat was instructed to work with ITI legal counsel to initiate a total overhaul of the burdensome processes currently detailed in the antitrust guidelines.

Reference: IT/02-0230 (proposed 2003 Secretariat Services), IT/02-0432 (Panasonic contribution)

5. Committee Initiatives

5.1 JTC 1 TAG Finance Committee Report

(K. Higginbottom)

Ms. Higginbottom reported that the JTC 1 TAG Finance Committee (JTFC) held an interim teleconference on April 25 to discuss the proposed 2003 JTC 1 TAG service fees. The JTFC report to the May 2002 JTC 1 TAG meeting would incorporate the following elements:

5.2 Standards Education Opportunities

(J. Neumann/S. Elliott)

Mr. Neumann referred the INCITS Executive Board to the summary report of the INCITS education initiative prepared for the February 2002 meeting (IT/02-0180). Since the February 2002 INCITS meeting, Mr. Neumann, Dr. Elliott, Mr. Farance (L8 IR) and Ms. McMillan have been working on on-line officer training modules. They discussed the work, and Dr. Elliott showed the members the work on the Purdue web site. He reported that Purdue uses WebCT for its distance learning programs, and Purdue is willing to host a program for INCITS.

The Executive Bard members were encouraged to test the program by taking the pre-test (quiz), reviewing the material, and taking the quiz again. Progress will continue through the summer. Adjustments to the training materials will be made based upon the results of the Executive Board members' tests. A status report on the on-line training system will be presented at the August 2002 INCITS Executive Board meeting. The official rollout for the on-line training system will occur at the November 2002 TC Officer Symposium.

Dr. Elliott is preparing preliminary instructions for using the site at http://webct.cc.purdue.edu. Initially members can log on using the following:

User name:    wct_(first name)
Password: (first name)

The members expressed enthusiasm for the work done to date and noted how quickly significant progress has been made with the assistance of Dr. Elliott. They expressed their appreciation to all involved in this project.

Action Item: Once the on-line training materials have been prepared, the INCITS Executive Board members will be asked to take a pretest, a tutorial, and a test.

Reference: IT/02-0180 (summary of INCITS education initiative)

5.3 Funding of ANSI Administered SC 11, SC 22 and SC 34 Secretariats

(K. Higginbottom)

At the February 2002 meeting, the INCITS Executive Board reviewed the 2002 budgets for the SC 11, SC 22 and SC 34 Secretariats administered by ANSI (IT/01-1029). The 2001 audited results for the SC Secretariats are detailed in IT/02-0423

INCITS had agreed that there was value in determining its return on investment for funding the SC 11, SC 22 and SC 34 Secretariats as part of its normal business, and the US TAGs to SC 11, SC 22 and SC 34 were instructed to prepare business cases for the value to the US of continuing to fund the Secretariats of SC 11, SC 22 and SC 34 for consideration at the May 2002 meeting of the INCITS Executive Board.

Reference: IT/01-1029 (2002 SC Secretariat budgets), IT/02-0423 (2001 audited results for SC Secretariats)

5.3.1 For Action - Review of Business Case for the Value of Continued US Funding of the SC 11 Secretariat

The 2001 expense associated with administering the SC 11 Secretariat was $5.7K. The 2002 budgeted expense for the SC 11 Secretariat is $24.6K. Following the February 2002 INCITS EB meeting, B5, the US TAG to SC 11, was requested to prepare a business case for the value to the US of continuing to fund the SC 11 Secretariat (IT/02-0231). The B5 Chairman's business case, contained in IT/02-0458, recommends continued US support of the SC 11 Secretariat and notes the following:

In closing the B5 Chairman has requested that action be withheld until a decision on the future of SC 11 is reached at the SC's May 2002 Plenary. It was noted that the second call for volunteers to serve as the US candidate for SC 11 Chairman had closed without response. ANSI has been notified that the US is unable to provide a candidate to serve as SC 11 Chairman.

Executive Board members discussed Mr. Steinbrenner's report. They noted that B5 might go into maintenance mode or it may be sufficiently viable to remain an active TC. Others noted that the viability of SC 11 and B5 is based upon viability of ECMA TC 17, the main source of B5's technical work, which is subject to disbandment at the upcoming ECMA GA meeting.

In the expectation of more and better information, action was postponed until the August meeting.

Action Item: An agenda item entitled "For Action - Review of Business Case for the Value of Continued US Funding of the SC 11 Secretariat" will be posted to the agenda for the August 2002 meeting of the INCITS Executive Board. Mr. Hogan, the INCITS Liaison to B5, will work with the B5 Chairman to prepare an status report on B5 and SC 11 for consideration at the August 2002 INCITS Executive Board meeting.

Action Item: Mr. Neumann volunteered to forward to the INCITS Executive Board decisions concerning ECMA TC 17 from the upcoming meeting of the ECMA General Assembly.

Reference: IT/02-0231 (request for B5 development of business case), IT/02-0458 (B5 Chair's business case)

5.3.2 For Action - Review of Business Case for the Value of Continued US Funding of the SC 22 Secretariat

The 2001 expense associated with administering the SC 22 Secretariat was $48.4K. The 2002 budgeted expense for the SC 22 Secretariat is $41.3K. Following the February 2002 INCITS EB meeting, CT22, the US TAG to SC 22, was requested to prepare a business case for the value to the US of continuing to fund the SC 22 Secretariat (IT/02-0232). The CT22 business case, contained in IT/02-0339, strongly recommends continued US support of the SC 22 Secretariat and notes the following:

Discussion ensued. Some members observed that the case made by CT22 was very strong. There was some discussion about funding for a new SC, and it was observed that business cases are a good first step but not necessarily the final step in making these decisions.

In the end, INCITS accepted the CT22 business case and agreed to continue funding the SC 22 Secretariat.

Action Item: The INCITS Secretariat will thank the CT 22 Chairman for the rapid preparation of the business case and will notify CT22 that INCITS has agreed to continue US funding of the SC 22 Secretariat.

Reference: IT/02-0232 (request for CT22 development of business case), IT/02-0339 (CT22 business case)

5.3.3 For Action - Review of Business Case for the Value of Continued US Funding of the SC 34 Secretariat

The 2001 expense associated with administering the SC 34 Secretariat was $39.7K. The 2002 budgeted expense for the SC 34 Secretariat is $34.3K. Following the February 2002 INCITS EB meeting, V1, the US TAG to SC 34, was requested to prepare a business case for the value to the US of continuing to fund the SC 34 Secretariat (IT/02-0233). The V1 business case is contained in IT/02-0407 and notes the following:

Discussion ensued. Members noted that their early expectations for SC 34 have not been met, and the cost of funding the SC 34 Secretariat was greater than the value. The following motion was addressed:

(Neumann/Michael)

The INCITS Executive Board notifies the JTC 1 TAG of their intent to relinquish financial support of the SC 34 Secretariat.

Ms. Higginbottom entertained formal discussion on the motion. In the discussion that followed, Mr. Hill argued against the motion because he believed the dissatisfaction with SC 34 may be related to US leadership rather than the program of work. Others argued for the motion, noting that the work has little relevance, and the new work that might have invigorated SC 34 did not come to SC 34. The question was called, and the vote taken.
Vote on this motion: 9 - 0 - 2** (**Sun and US DoD voted to abstain)

The motion passes.

Action Item: The INCITS Secretariat will notify the JTC 1 TAG Administrator of the INCITS Executive Board's intent to relinquish financial support of the SC 34 Secretariat.

Action Item: As ITI's contract with ANSI for Secretariat services requires notification by June 1 of changes to services for the following year, the INCITS Secretariat will submit this change in services.

Reference: IT/02-0233 (request for V1 development of business case), IT/02-0407 (V1 business case)

5.4 2002 TC Officers' Symposium Planning Committee

(J. Neumann)

At the February 2002 INCITS Executive Board meeting, Mr. Neumann was named Chairman of the 2002 Symposium Planning Committee. It was agreed that a program proposal and possible locations would be presented for consideration at the May 2002 INCITS meeting.

Mr. Neumann reviewed the proposed sessions for the November 2002 INCITS TC Officers Symposium, detailed in IT/02-0433. His initial plan is to cover five subject areas over the course of two days:

Mr. Neumann noted that he started planning early this year with the hope of increasing the participation of the TC officers. The EB members were enthusiastic about his initial proposal. He noted that he choose a two-day program because some of the officers who attended the November symposium expressed interest in a longer program.

Mr. Hogan noted he has, from time to time, looked for information from past symposiums. He observed that the fruits of the symposiums should be posted in a very public way on INCITS web site for future reference.

Other members commented on the proposal. Mr. Michael offered to assist with a strategic planning aspect under the internationalization segment. Mr. Silletti and Dr. Deutsch have recently attended  or testified at hearings, and both agreed to assist Mr. Neumann with finding a speaker to address legal issues, including those raised at the Department of Justice (DoJ) and Federal Trade Commission (FTC) hearings. Ms. Higginbottom noted that the education initiative should be rolled out under "Steps Forward."

Ms. Higginbottom and the members thanked Mr. Neumann for his  proactive work on symposium, and accepted the proposed program as a working document.

Action Item: Mr. Neumann will present a status report on the 2002 TC Officers Symposium at the August 2002 meeting of the INCITS Executive Board.

The INCITS Secretariat has proposed the ASAE Conference Center in Washington, DC as the venue. The INCITS Executive Board reviewed the venue logistics for the 2002 symposium as detailed in IT/02-0335. Based upon 60 attendees, the minimum expense for the room rental, AV expenses and minimum morning and afternoon breaks associated with the two day symposium would be $2,390. Break out rooms, lunch and the awards reception will increase the cost, and the Secretariat requested guidance on a number of factors:

Following discussion, the INCITS Executive Board agreed to an expenditure of $6K-$8K for the following:

The Secretariat was asked to make calls for industry sponsorship of the event and to report at the August meeting with update on the program and the budget.

Action Item: The INCITS Secretariat will contract with ASAE to hold the November 2002 INCITS TC Officers Symposium at the ASAE Conference Center. The Secretariat will contact Executive Board members concerning sponsorship of the awards reception. The Secretariat will report at the August 2002 meeting on the status of the reception funding, the lunches and the reception.

Reference: IT/02-0335 (proposed venue logistics), IT/02-0433 (proposed symposium sessions)

6. Ad Hoc Activities

  

An updated list of INCITS ad hoc groups and planning committees and their respective participants has been prepared by the INCITS Secretariat.

Reference: INCITS Ad Hoc Committees

6.1 New Technologies Ad Hoc

(R. Richards)

Following the February 2002 meeting of the INCITS EB, a call for additional participants to serve on the INCITS New Technologies Ad Hoc was issued (IT/02-0246) and generated additional participants for the activity. The ad hoc group last met on April 3.

Mr. Richards presented the report of the New Technologies ad hoc (IT/02-0498), reporting on the deliberations related to each of the action items assigned at the May 2002 INCITS Executive Board meeting (IT/02-0248):

9. The INCITS New Technologies Ad Hoc was instructed to investigate the use of a LAN at INCITS meetings as way to improve productivity and to increase access to documents and other meeting materials. (Agenda Item 6.1, February 2002 minutes)

Mr. Richards presented the recommendation of the New Technologies Ad Hoc:

The New Technologies Ad Hoc also discussed V2 XML documentation, the search for an additional XML prototype and examples of XML being used in standards work. The ad hoc agreed to withhold recommendations until the results of the V2 activities and discussion were available.

There was some discussion about the duration of this ad hoc group. It was noted that the charter tended to new frontier investigations, rather than well-defined tasks that can be accomplished  within two meetings of the Executive Board. Mr. Richards noted the ad hoc group had agreed to follow up its technology tests with the development of a matrix with guidelines for use of electronic meetings for various uses.

The INCITS New Technologies Ad Hoc was reconstituted.

Action Item: The Chairman of the INCITS Ad Hoc on New Technologies will report on the progress of the ad hoc's deliverables at the August 2002 meeting of the INCITS Executive Board.

Reference: IT/02-0246 (call for participants), IT/02-0248 (action items assigned at February 2002 INCITS meeting), IT/02-0498 (ad hoc report)

6.2 Database Asset Ad Hoc

(J. Hill)

The INCITS Database Asset Ad Hoc was reconstituted at the February 2002 INCITS EB meeting to develop a plan to identify potential funding to complete the development of the database. Mr. Hill, Chairman of the INCITS Database Asset Ad Hoc, presented the ad hoc report to the May 2002 INCITS EB meeting (IT/02-0463):

Action Item: The INCITS Database Asset Ad Hoc's RFP will be distributed to the INCITS Executive Board for information.

Ms. McMillan reported that Mr. Dawson, ITI President, has been  working with Ms. Karinch and others on options to obtain partners to fund completion of database. [Ms. Karinch's participation on this activity is NOT being funded as part of her marketing/pr contract with INCITS]. She also noted that the $114k expenditure will be depreciated over several years, similar to way the 2001 development overrun was handled. In other words, if the $114k is spent in 2002, $19k will be added as an expense under depreciation.

The Executive Board discussed the effect of stopping the project where it is, and the most obvious effect is that all of the benefits for the TC officers will remain unavailable to them (electronic balloting, officer modules, etc). Another obvious effect is that there will be no possibilities to recover any of the costs if the project is left unfinished. Mr. Hogan noted that the government may be interested in using some aspects, such as the balloting system.

The ad hoc group was reconstituted to handle responses to the RFPs and to develop a recommendation for consideration at the August 2002 meeting of the INCITS Executive Board.

Action Item: The Chairman of the INCITS Database Asset Ad Hoc will present a recommendation to complete the database work at the August 2002 meeting of the INCITS Executive Board.

Reference: IT/02-0463 (ad hoc report)

6.3 SD-10 Revision Ad Hoc (also see agenda item 3.2)

(K. Zemrowski )

As addressed during the PPC report (see agenda item 3.2), ITLB 4387 has been initiated to determine INCITS Executive Board approval of the revised SD-10, along with a transition plan of recommended use for the August INCITS EB meeting and mandatory use by the November meeting. ITLB 4387 will close on May 30, 2002.  PPC will address any comments on the ballot.

The SD-10 Revision Ad Hoc had accomplished its task and was not reconstituted. On behalf of the INCITS Executive Board, Ms. Higginbottom thanked Mr. Zemrowski and the ad hoc participants for their work in developing the revised SD-10 format.

6.4 Merger Ad Hoc

(K. Higginbottom)

Ms. Higginbottom referred the INCITS Executive Board to IT/02-0286, notification of the establishment of the INCITS Merger Ad Hoc and a call for participants. The JTC 1 TAG Ad Hoc on Futures had been established in October 2001 to address the more strategic issues needed to provide long term stability for the JTC 1 TAG program. As a result of its deliberations, the JTC 1 TAG Ad Hoc on Futures had focused on the development of a plan to merge the JTC 1 TAG and the INCITS Executive Board (see IT/02-0421 for the consolidation work plan).

The INCITS Ad Hoc on Merger met via teleconference on April 30, 2002 and discussed a plan to include members of the INCITS Executive Board and TC Chairmen in the discussions. The contribution submitted by the J4 Chairman was addressed (IT/02-0321). The initial ad hoc report is contained in IT/02-0465 and requests that the INCITS community consider what the US IT industry needs to best promote US interest in a global economy. A meeting of the JTC 1 TAG Ad Hoc on Futures will be held July 2002 in the Washington, DC area. INCITS EB members and TC Chairs have been invited to attend.

Ms. Higginbottom agreed to Chair the INCITS Ad Hoc on Merger. INCITS Executive Board members interested in participating on the activity were encouraged to notify the INCITS Secretariat so they could be added to the ad hoc's distribution list. The TC chairs will be invited to participate at the July 11-12 meeting at NIST.

Reference: IT/02-0286 (establishment of ad hoc and call for participants), IT/02-0321 (input from J4 Chairman), IT/02-0421 (JTC 1 TAG Ad Hoc on Futures - consolidation work plan), IT/02-0465 (initial ad hoc report)

7. INCITS Technical Committees

7.1 INCITS Technical Committee Annual Reports

(K. Higginbottom)

IT/02-0435 is the TC annual report schedule for the May 2002 INCITS Executive Board meeting.

Reference: IT/02-0435 (annual report schedule for this meeting)

7.1.1 B10 - Identification Cards and Related Devices - Joseph Naujokas (B10 Chairman) (also see agenda item 7.3.1)

(J. Neumann - liaison)

Mr. Naujokas, the B10 Chairman, presented the annual report for B10 - Identification Cards and Related Devices, via teleconference (IT/02-0414). The B10 annual report covers the period January 2001 to January 2002. He  noted in his report that he believes that the two most significant challenges facing B10 this year, the Biometrics and the US Drivers License projects, will likely be resolved in a manner not favorable to B10. He noted that B10.8 and SC 17's work on Biometrics has been negated by INCITS action to consider removing the work to a new TC and SC. The Drivers License Project continues at a stalemate between Retailers and AAMVA, and processing delays in INCITS. It was noted that INCITS has initiated a two-year audit on B10 this year, and Mr. Naujokas reported that his response to the audit will be in a separate document.

Mr. Naujokas also reported at length on his perception of a negative attitude of B10 towards INCITS. He observed that recent actions by INCITS have made it worse and serve well to explain why INCITS, by its own admission, is having difficulties in being relevant in today's standardization efforts. The negative attitude and actions by INCITS towards SC 17 will make it more difficult for B10 to advance US interests.

Mr. Naujokas reported that since his report was submitted,  the Drivers License project was withdrawn.

He reported to the Executive Board that he was resigning effective at the end of his term (June 1) and he has encouraged B10 members to volunteer. He also indicated a willingness to serve through the August meeting, but no later, if  the members wanted him to during transition period. As reported under agenda item 7.3.1, the second call for volunteers to serve as B10 Chairman will close on May 28, 2002.

In IT/02-0414, Mr. Naujokas also reported that:

Mr. Naujokas reviewed the expected future challenges facing B10:

In discussion with the Executive Board, Mr. Naujokas reported that B10 petitioned for a change in regulations concerning the contactless cards addressed in ISO/IEC 14443 and ISO/IEC 15693, and that B10.5 has sent comments to FCC on this issue. Several Executive Board members immediately expressed concern with that activity because it is not appropriate for a standards body to submit comments on FCC ruling.

Mr. Naujokas said that B10 had been given permission by INCITS staff to work on this topic at the outset and that progress has been noted in previous B10 annual reports without any comment from INCITS.

Action Item: The INCITS Secretariat will notify B10 and B10.5 that commenting on FCC rulings is not within the scope of a TC's activity/authority.

There was some discussion about the scope statement included in the B10 annual report. Mr. Naujokas indicated he had just used the SC 17 scope statement. Members discussed the inclusion of "biometrics" in the informal scope statement, and after some encouragement to do so, Mr. Naujokas agreed to rename the scope "Informal Description of Work" and to remove "biometrics" from the list of technologies.

Ms. Baronas requested formal distribution to the members of B10.5 of the US HoD report to the SC 17 meeting in Ottawa. Mr. Naujokas agreed to do so.

Action Item: Mr. Naujokas will revise the B10 annual report as agreed upon at this meeting. He will submit the revised B10 annual report to the INCITS Secretariat.

Ms. Higginbottom thanked Mr. Naujokas for presenting the B10 annual report. The INCITS Executive Board accepted the B10 annual report with the revisions agreed upon at this meeting.

Reference: IT/02-0414

7.1.2 V3 - eCommerce - Douglas Johnson (V3 Chairman) (also see agenda item 7.5.7)

(T. Kurihara - liaison)

Dr. Johnson, the V3 Chairman, presented the annual report for V3 - eCommerce (IT/02-0416). The annual report covers the period January 2001 to May 2002.

Dr. Johnson reported that V3 membership levels are near the minimum permitted for an INCITS TC and that no new members have joined during the past year. Perhaps as a result of low membership levels, V3 has been unable to make significant progress on the TC's single work item, a Technical Report. Insufficient resources have been identified for progressing the report and no suggestions for addressing the problem have been forthcoming from the V3 membership, and the group has been unable to identify resources for a technical editor of determine how to proceed without one.

V3 has received briefings from other organizations working in the same general area. In addition, V3 recently completed a "Goals and Mission" statement.

After the initial organizational meeting, V3 membership consisted of six organizational members. Two members were issued jeopardy letters for non-attendance at the end of the February 2002 meeting.

There is agreement among the V3 members that eBusiness standardization activities are valuable and necessary. An important consideration in determining the relevance and viability of V3 is the makeup of organizational participation. Only one vendor participates on 'V3 while the balance of the membership represents various user communities. With its current membership and level of resource commitment, V3 is unlikely to progress its work item in a satisfactory manner.

With due respect for the effort and involvement of the participating members of V3, but also acknowledging the low, and apparently decreasing, membership in V3, Dr. Johnson recommended that INCITS Executive Board disband V3 until such time as greater resources from more participants could be brought to bear on the issue of eCommerce standardization activities.

The Executive Board also addressed agenda item 7.5.7 with Dr. Johnson. [See 7.5.7 for the action to disband V3.]

Ms. Higginbottom thanked Dr. Johnson for presenting the V3 annual report. The INCITS Executive Board accepted the V3 annual report as presented at this meeting.

Reference: IT/02-0416

7.1.3 J13 - Programming Language LISP - Steven Haflich (J13 Chairman) (also see agenda items 7.3.1 and 7.5.1)

(J. Hill - liaison)

Mr. Haflich, the J13 Chair, brought copies of his Annual Report to the meeting. Consequently, the document was not formally distributed and the annual report was not accepted at this meeting. It will  be reviewed formally at the August meeting.

Mr. Haflich announced that he believes that open source is the place where work previously done in formal standardization is now being conducted.

The dominant subject discussed with Mr. Haflich was the viability of J13. At the time of this meeting, J13 did not have 4 paid voting members. As a result, the Executive Board planned to address the issue of J13 disbandment later in this agenda. Mr. Haflich asserted that there will be four members in good standing (and paid up) by the August meeting of the EB. He asked that the committee postpone the question of disbandment until that time.

Until the committee has four paid voting members, J13 is unable to take any significant actions, including systematic review of ISO/IEC 13816:1997, due this year.

Action Item: The INCITS Secretariat will ask CT22 to make a recommendation on the systematic review of ISO/IEC 13816:1997 since J13 is unable to make a formal recommendation because its membership is currently below the required minimum level.

Members noted that Mr. Pittman cannot be a project editor on any international projects unless he is a member of the corresponding US TAG (per the JTC 1 TAG's TD-1, section 5.3.2, "Participants accepting a long-term SC or WG assignment such as an editorship shall be a representative of a voting member of the appropriate TAG for the duration of that assignment. ")

Action Item: Mr. Hill, the INCITS Liaison to J13, volunteered to work with J13 Chairman on the fast track opportunity identified in the J13 annual report.

Action Item:  Since the J13 annual report was not received in advance of the May meeting, acceptance of the J13 annual report will be posted to the August 2002 agenda of the INCITS Executive Board.

7.1.4 J16 - Programming Language C++ - Stephen Clamage (J16 Chairman) (also see agenda item 7.2.2)

(liaison - TBD

Mr. Clamage, the J16 Chairman, presented the annual report for J16 - Programming Language C++ ( IT/02-0420). The annual report covers the period January 2001 through December 2001.

Mr. Clamage reported that the primary work of J16 during 2001 was processing Defect Reports, continuing work on the study of efficient use and implementation of C++ and creation of a proposal for a new Technical Report on extensions to the C++ standards library. Final drafts of Defect Report resolutions for many issues were completed. The Project Editor was directed to use those resolutions in creating a Technical Corrigendum to be forwarded to ISO in 2002.

The work of J16 in 2002 will focus on two primary areas:

Mr. Clamage reported that interest in application and extension of C++ in several technical areas is stabilizing. The interest in object-oriented technology, of which C++ is a part, continues to grow. This may create in the future new dependencies with the national and international technical committees involved with object-oriented technology.

The members encouraged Ms. Karinch to interview Mr. Haflich because J16's story might be a success story for PR/Marketing purposes.

It was noted that the position of INCITS Liaison to J16 is currently open and will be addressed under agenda item 7.2.2.

Ms. Higginbottom thanked Mr. Clamage for his leadership of the activity and for presenting the J16 annual report. The INCITS Executive Board accepted the J16 annual report as presented at this meeting.

Reference: IT/02-0420

7.1.5 J1 - Programming Language PL/I - John Klensin (J1 Chairman)

(C. Camp - liaison)

Dr. Klensin, the J1 Chairman, and Mr. Camp, the INCITS Liaison to J1, were unable to attend this meeting. Ms. Garner presented the annual report for J1 - Programming Language PL/I (IT/02-0448). The J1 annual report covers the period April 2001 to April 2002.

J1 has development and maintenance responsibility for standards and technical reports related to the PL/I Programming Language. Since the relevant documents have been published and all of the committee's projects are in maintenance status, J1 went into maintenance status several years ago. There has been no significant activity during this reporting cycle. J1 is expected to shift its projects and documents into "stabilized" status during this year's reporting period.

Dr. Klensin has recommended that the JTC 1 Fast Track procedures, and probably the corresponding PAS ones, be reviewed with an eye toward providing more careful, competent, and, when appropriate, public, review of complex and/or critical documents. In particular, it should be possible for a TAG to conclude, after examination of a particular draft standard, that it is inappropriate for accelerated processing due to the need for more serious and public review, rather than merely submitting technical criticisms on details of the document.

The INCITS Executive Board considered the J1 Chairman's recommendation. Some members noted that the JTC 1 Fast Track procedures were modified at the last Plenary meeting to use the first month of fast track for NB review.  The PAS process already requires completion of a large application and negotiation for the PAS process to be used for specifications.

Others noted that Mr. Klensin's issues are with the CT22 processing and not that of JTC 1. The US review of fast tracked programming languages, i.e., sending them to CT22 for recommendation, has inherent in it the belief that a Fortran programmer can develop a position of C# because he is a programmer. There may be flaws in that assumption, and Dr. Klensin is essentially saying he can't work the problem with complex documents in time provided by current system.

Others suggested that accepting the use of a fast track procedure at all assumes that the fast-tracked specifications have technical merit and that they have already been vetted by some organization.

It was also noted that CT22 could do better job of getting advance copies of documents that will be the subject of ballots. There may be other reasons the ballots were delayed.

Action Item: The INCITS Vice Chairman will contact Dr. Klensin regarding his concerns with the fast track process and will request that the occurrences of X3/J1 in the J1 annual report be changed to J1.

Action Item: Dr. Klensin will submit the revised J1 annual report to the INCITS Secretariat.

Ms. Higginbottom expressed her appreciation of Dr. Klensin's thoughtfulness in preparing the J1 annual report. The INCITS Executive Board accepted the J1 annual report as revised as this meeting.

Reference: IT/02-0448

7.1.6 J3 - Programming Language Fortran - Daniel Nagle (J3 Chairman)

(R. Silletti - liaison)

Mr. Silletti, the INCITS Liaison to J3, presented the annual report for J3 - Programming Language Fortran (IT/02-0451). The report covers the period July 2001 to July 2002.

Mr. Silletti reported that work on Fortran 2000 is continuing. J3 spends about 1/3 of its effort on interpretation processing, 1/3 on OOP and 1/3 on its effort on interoperability with C. J3 anticipates that Fortran will maintain or increase its leadership in high performance numerical computation, while remaining an attractive modern language for general programming.

Ms. Higginbottom thanked Mr. Silletti for presenting the J3 annual report. The INCITS Executive Board accepted the J3 annual report as presented at this meeting.

Reference: IT/02-0451

7.1.7 L1 - Geographic Information Systems (GIS) - Norman Andersen (L1 Chairman) (also see agenda item 7.3.1)

(E. Barrett - liaison)

On behalf of the INCITS Executive Board, Ms. Higginbottom congratulated Mr. Andersen on his recent appointment as L1 Chairman. Mr. Andersen referred the INCITS Executive Board to the annual report for L1 - Geographic Information Systems (IT/02-0413). The L1 annual report covers the period July 2001 to April 2002. Mr. Anderson gave the L1 annual report presentation (IT/02-0453) via teleconference.

In his report, Mr. Andersen explained that the trend of incorporating geoprocessing functionality into major software and database products continues the need for spatial data standards and compatibility with information technology standards. Growth in the mass market/consumer oriented portion of the GIS industry will increase the demand for spatial data for location based services among wireless mobile users. Consortium developed specifications related to the GIS industry are emerging. Internationally, there has been considerable progress made in establishing spatial data infrastructures at the national, regional and global levels. The majority of these spatial data infrastructures intend to use the ISO/TC 211 family of standards.

Mr. Andersen reported that L1 anticipates a considerable number of geographic information system standards emerging from both domestic and international venues in the near future. Uncoordinated, this plethora of standards could destabilize the geographic information systems community in this country. At the very least, the number of standards and the relationships among them will be confusing to the prospective users. To effectively address this problem, L1 restructured itself by forming three task groups:

The annual report indicates that L1 proposes "closure" of three projects. Mr. Andersen will revise the L1 annual report to clarify the status of these three projects as follows:

Mr. Andersen was also asked to correct the liaison listing (e.g., L1 should have a liaison with H3 not SC 24).

Action Item: Mr. Andersen will submit the revised L1 annual report to the INCITS Secretariat.

Ms. Higginbottom thanked Mr. Andersen for presenting the L1 annual report. The INCITS Executive Board accepted the L1 annual report with the revisions agreed upon at this meeting.

Reference: IT/02-0413 (L1 annual report), IT/02-0453 (L1 annual report presentation)

7.2 INCITS Technical Committee Liaisons (Liaison Listing & 2002 TC Annual Report Schedule)

The current INCITS Liaison listing is available in Liaison Listing & 2002 TC Annual Report Schedule.

7.2.1 Liaison Assignment Status

(K. Higginbottom)

The Executive Board reviewed the current list of liaison assignments, noting that some members had none while others had as many as four TCs.

The three TCs with liaison vacancies (see agenda item 7.2.2) are J16, M1 and T20.

7.2.2 Liaison Vacancies (J16, M1 and T20)

(K. Higginbottom)

As noted in IT/02-0391, the position of J16 Liaison is vacant. INCITS Liaisons are also required for INCITS's two newest TCs, M1 and T20.

The following INCITS Executive Board members agreed to accept the open liaison assignments:

Action Item: The INCITS Secretariat will update the INCITS TC Liaison Chart and will contact the J16, M1 and T20 Chairmen concerning their newly assigned INCITS Liaisons.

Reference: IT/02-0391 (J16 liaison vacancy)

7.3 INCITS Subgroup Officers

(K. Higginbottom)

7.3.1 Appointment of Subgroup Officers

The INCITS Executive Board reviewed the report (IT/02-0431) detailing the status of calls for volunteers and officer appointments for INCITS subgroup officers. The following officers were appointed since the February 2002 INCITS meeting:

Reference: IT/02-0163 (J13 Chair), IT/02-0244 (T20 Chair), IT/02-0343 (L1 Chair), IT/02-0400 (MOC Chair), IT/02-0401 (M1 Chair), IT/02-0431 (report), IT/02-0497 (H3 IR)

7.3.2 Unanswered Calls

As noted in the officers report (IT/02-0431), the following calls for volunteers closed without response:

Reference: IT/02-0431 (report)

7.3.3 Subgroup Officer Training

The updated 2002 INCITS Subgroup Officer Training schedule is available in IT/02-0368. The following officers while not yet overdue are required to attend training prior to the August 2002 meeting of the INCITS Executive Board:

Action Item: Ms. O'Reilly, the INCITS Liaison to W1, will remind the W1 Chairman of the requirement that he receive training within one year of his appointment in June 2001.

Action Item: Mr. Hogan, the INCITS Liaison to T3, will remind the T3 Chairman of the requirement that he receive training within one year of his appointment in June 2001.

Reference: IT/02-0368 (updated 2002 training schedule), IT/02-0431 (report)

7.3.3.1 Status of Officers Due to be Trained within One Year

The following TC officers have enrolled to obtain the required training within one year of their appointments:

Reference: IT/02-0389 (T11 Chair - enrollment for May 16, 2002 training session), IT/02-0496 (T20 Chair - notification of intent to attend May 29, 2002 training session

7.3.3.2 Status of Officers Overdue for Training

The following officers are currently overdue for subgroup officer training:

Action Item: Mr. Hill, the INCITS Liaison to J11, will notify the J11 Chairman that unless he has obtained the required training prior to the August 2002 INCITS Executive Board meeting, INCITS would consider removing him from office at that time.

Reference: IT/02-0166 (J11 Chair - reminder of training requirement), IT/02-0167 (J11 IR - reminder of training requirement), IT/02-0251 (T10/T11 IR - reminder of training requirement), IT/02-0284 (T10/T11 IR - commitment to attend May 29, 2002 training session), IT/02-0324 (J11 IR - enrollment for May 16, 2002 training session), IT/02-0344 (H2 IR - enrollment for May 16, 2002 training session), IT/02-0460 (J7 Chair - reminder of training requirement), IT/02-0461 (J7 Chair - intent to attend training in June 2002)

7.4 INCITS Technical Committee Issues

7.4.1 B10 Procedural Review - Executive Session

(J. Neumann)

This agenda item was covered under executive session.

Reference: IT/02-0081 (preliminary report), IT/02-0425 (B10 audit)

7.4.2 B10 Processing Complaint Review - Executive Session

(K. McMillan)

This agenda item was covered under executive session.

Reference: IT/02-0076 (Response to Vic Andelin, B10.8 Chair), IT/02-0077 (Response to First Data Corporation Inquiry), IT/02-0078 (Response to Alan Thiemann inquiry), IT/02-0165 (background materials)

7.4.3 T11 Related Issues Investigation

(J. Baronas)

At the February 2002 meeting of the INCITS Executive Board, Ms. Baronas reported on the status of an action item from the November 2001 meeting:

Ms. Baronas will contact Kumar Malavalli to investigate the issues related to doing work within T11.
Ms. Baronas, as the INCITS Liaison to T11, had agreed to request the T11 Chairman's approval to formally distribute his correspondence explaining why standardization venues other than INCITS are appropriate for some projects under the scope of T11. Ms. Baronas referred the Executive Board to IT/02-0501 and reported the T11 Chairman's response that while all protocol and physical layer interfaces critical to T11 technologies are processed through INCITS, many specialized hardware or software components supporting the standards are developed within equally voluntary industry groups, many of whom have no standards accreditation.  INCITS members were concerned that he list the reasons for choosing NOT to bring technology to INCITS for standardization.

Additionally, at the February 2002 meeting of the INCITS Executive Board, the INCITS Secretariat was instructed to contact the T11 Chairman to obtain a copy of the Living Technology Roadmap mentioned during the November 2001 presentation of the T11 annual report (IT/02-0250).

Mr. Snively, the current T11 Chairman, attended this meeting. He reported that, while all protocol and physical layer interfaces critical to T11 technologies are processed through INCITS, many specialized hardware or software components supporting the standards are developed within equally voluntary industry groups, many of whom have no standards accreditation.

He further noted that Fibre Channel is a $5B industry that spends $1B in marketing. He agreed that marketing provided by INCITS is useful but stated that it is not adequate to meet that technology's needs.  A huge amount of data collection and market research is done by the Storage Network Industry Association (SNIA), and T11 responds to assessed standardization needs. He also noted that SNIA is considering a change from incubator to SDO.

Action Item: The Marketing and Technology Roadmap (IT/02-0504) will be distributed to INCITS Executive Board.

Reference: IT/02-0250 (request for living technology roadmap), IT/02-0501 (update from T11 liaison)

7.5 Status of TCs with Less than Four Paid Voting Members

(K. Higginbottom)

As reported in IT/02-0383, the INCITS Secretariat has notified the Chairmen of the following TCs that based upon information to date, their committees are in jeopardy for failure to meet the minimum requirement of four voting members:

The INCITS Executive Board had posed several options to these TCs:

Reference: IT/02-0383 (notification of TCs with less than four paid voting members)

7.5.1 For Action - Status of J13 - Programming Language LISP

At the February 2002 meeting of the INCITS Executive Board, Ms. Higginbottom observed that J13 membership has been below the required level for some time. The J13 Chairman's status report on 13 membership was reviewed (IT/02-0118). Following the meeting, Mr. Hill, the INCITS Liaison to J13, notified the J13 Chairman, Mr. Haflich, that unless J13 has four paid P-members by March 31, 2002, the disbandment of J13 will be addressed at the May 2002 INCITS meeting (IT/02-0325). As noted in IT/02-0383, J13 did not have four paid voting members as of April 15, 2002.

At the May EB meeting, the INCITS Secretariat reported that the J13 Chairman had provided information on new members, several invoice were issued on May 9 and payment of the outstanding invoices was in process. Based upon the new members, it is anticipated that J13 will be able to meet the minimum requirement of four paid voting members.

Action Item: If J13 does not have 4 paid members as of 60-days from May 9, 2002, the Secretariat will issue an ITLB on the disbandment of J13. The J13 project will be placed under responsibility of the INCITS Executive Board.

Reference: IT/02-0118 (J13 Chairman's status report on J13 membership), IT/02-0325 (correspondence from INCITS Liaison to J13 Chairman), IT/02-0383 (notification of TCs with less than four paid voting members)

7.5.2 For Possible Action - Status of B5 - Flexible Magnetic Media and Formats

As noted in IT/02-0383, B5 did not have four paid voting members as of April 15, 2002. At the May EB meeting, the INCITS Secretariat reported that the B5 Chairman had contacted the B5 membership concerning outstanding payments. It is anticipated that B5 will be able to meet the minimum requirement of four paid voting members.

Following discussion, the INCITS Executive Board agreed to postpone action until the August 2002 meeting. If B5 does not have four paid voting members prior to the issuance of the two-week agenda for the August 2002 INCITS EB meeting, the disbandment of B5 will be addressed at that meeting.

Action Item: If B5 does not have 4 paid members as of 60-days from May 15, 2002, the Secretariat will issue an ITLB on the disbandment of B5. MOC will be asked for a recommendation on the handling of B5 projects.

Reference: IT/02-0383 (notification of TCs with less than four paid voting members)

7.5.3 For Possible Action - Status of J7 - Programming Language APT

As noted in IT/02-0383, J7 did not have four paid voting members as of April 15, 2002. At the May EB meeting, the INCITS Secretariat reported that the J7 Chairman had contacted the J7 membership concerning outstanding payments. It is anticipated that J7 will be able to meet the minimum requirement of four paid voting members.

Following discussion, the INCITS Executive Board agreed to postpone action until the August 2002 meeting. If J7 does not have four paid voting members prior to the issuance of the two-week agenda for the August 2002 INCITS EB meeting, the disbandment of J7 will be addressed at that meeting.

Action Item: If J7 does not have 4 paid members as of 60-days from May 15, 2002, the Secretariat will issue an ITLB on the disbandment of J7. The J7 project will be placed under responsibility of the INCITS Executive Board.

Reference: IT/02-0383 (notification of TCs with less than four paid voting members)

7.5.4 For Possible Action - Status of K5 - Vocabulary for Information Processing Systems

As noted in IT/02-0383, K5 did not have four paid voting members as of April 15, 2002. Correspondence from the K5 Chairman concerning the future of K5 was reviewed (IT/02-0502). At the May EB meeting, the INCITS Secretariat reported that it appeared unlikely that K5 would be able to meet the minimum requirement of four paid voting members. The INCITS Executive Board discussed converting K5 to a Study Group as there is no minimum membership requirement for Study Groups.

Ms. Higginbottom reported that she has received information from M1 participants that the start-up of biometrics standardization will increase need for vocabulary, and she suggested converting K5 to a study group. Discussion followed, and the members were generally supportive of the vocabulary work.

The INCITS Executive Board addressed the following motion:

(Thewlis/Mills)

The INCITS Executive Board votes to disband K5 and instructs Mr. Richards to develop the charter, scope and program of work for a Vocabulary Study Group for consideration and approval at the August 2002 INCITS EB meeting.

Vote on this motion: unanimous approval

The motion passes.

Action Item: The INCITS Secretariat will notify K5 of their disbandment and will request that the K5 Chairman assist Mr. Richards in developing the charter, scope and program of work for a Study Group on Vocabulary for consideration at the August 2002 INCITS Executive Board meeting. MOC will be asked for a recommendation on the handling of K5 projects.

Reference: IT/02-0383 (notification of TCs with less than four paid voting members), IT/02-0502 (correspondence from K5 Chairman)

7.5.5 For Possible Action - Status of R1 - Real-Time Computing Systems

As noted in IT/02-0383, R1 did not have four paid voting members as of April 15, 2002. At the May EB meeting, the INCITS Secretariat reported that it appears R1 will have four paid voting members in the next few days.

Action Item: If R1 does not have 4 paid members as of 60-days from May 9, 2002, the Secretariat will issue an ITLB on the disbandment of R1.  MOC will be asked for a recommendation on handling of R1 projects.

Reference: IT/02-0383 (notification of TCs with less than four paid voting members)

7.5.6 For Possible Action - Status of V2 - Information Technology Access Interfaces

As noted in IT/02-0383, V2 did not have four paid voting members as of April 15, 2002. The INCITS Secretariat reported that V2 now has four paid voting members and that no further action should be taken with respect to V2's future due to membership levels.

Reference: IT/02-0383 (notification of TCs with less than four paid voting members)

7.5.7 For Possible Action - Status of V3 - eCommerce

As noted in IT/02-0383, V3 did not have four paid voting members as of April 15, 2002.

Dr. Johnson, Chair of V3, attended the meeting to discuss this issue. Some members reported they had not been able to participate in the data-gathering but hoped to see the results. Dr. Johnson agreed to provide to INCITS the TR.

As noted in IT/02-0383, V3 did not have four paid voting members as of April 15, 2002, and had two paid members through May 13.

While noting that the possible disbandment of V3 for lack of four paid voting members was posted to agenda item 7.5.7, the INCITS Executive Board considered the V3 Chairman's recommendation that V3 be disbanded. INCITS addressed the following motion:

(Jameson/Baronas)

As V3 does not meet the minimum voting membership requirements, the INCITS Executive Board approves the disbandment of V3 - eCommerce. V3's work item, project 1509, Information Technology - Standards Development to Further Enable Growth of eCommerce, will be withdrawn.

In discussion, members noted general agreement with the recommendation of Dr. Johnson. There was some discussion of a suggestion to establish a new subgroup to serve as a "home" for the technical experts whose committees are no longer sustainable. There were some members who preferred making an attempt to preserve the work.

The Executive Board addressed a motion to amend:

(Deutsch/Hogan)

Move to amend the motion to be as follows:

Considering the V3 Chairman's personal recommendation of disbandment, the lack of four paid members and with thanks and appreciation to the work of the committee, the INCITS Executive Board moves to disband V3. V3's work item, project 1509, Information Technology - Standards Development to Further Enable Growth of eCommerce, will be withdrawn.

Vote on motion to amend : 10 - 0- 1* (*Panasonic voted to abstain)

Motion to amend passes.

The Executive Board addressed the motion as amended:

Considering the V3 Chairman's personal recommendation of disbandment, the lack of four paid voting members and with thanks and appreciation to the work of the committee, the INCITS Executive Board moves to disband V3. V3's work item, project 1509, Information Technology - Standards Development to Further Enable Growth of eCommerce, will be withdrawn.

Vote on amended motion: 11 - 0 - 0

The motion passes.

Action Item: The INCITS Secretariat will notify V3 of their disbandment and the projects database will be updated to show that Project 1509 - DT, Information Technology - Standards Development to Further Enable Growth of eCommerce, has been withdrawn.

Ms. Higginbottom, on behalf of INCITS, thanked Dr. Johnson for his efforts in chairing this committee.

Reference: IT/02-0383 (notification of TCs with less than four paid voting members)

8. Standards Operations

(J. Hill)

On behalf of the INCITS Executive Board and TCs, Ms. Higginbottom congratulated Mr. Hill on his recent appointment as Chairman of the INCITS Management Operations Committee (MOC).

NOTE: Statistics on INCITS Standards are available on the INCITS web site:

8.1 Management Operations Committee Report

The Management Operations Committee (MOC) was established at the November 2001 INCITS meeting with the terms of reference as contained in IT/01-561r2. At the February 2002 INCITS Executive Board meeting, the roles and responsibilities of MOC were further defined. PPC has been asked to determine whether or not the approved process changes require changes to the SD-2.

The action items assigned to MOC at the February 2002 INCITS Executive Board meeting are detailed in IT/02-0209:

2. MOC will review the action item list to see if it can help close out any of the action items that are currently outstanding. (Agenda Item 1.3.2, February 2002 minutes) - DONE

16. INCITS instructed MOC to refer to its terms of reference in IT/01-0561R2, as well as the discussion at the February 2002 INCITS meeting, to ensure all of the elements of the liaison function are addressed in the future MOC recommendation on liaison functions. MOC was also guided to give additional consideration to the semi-annual report form based on these discussions and to consider seeking inputs from some of the experienced TC Chairmen. Additionally, MOC was requested to develop a transition plan from the current liaison system to the new MOC system. (Agenda Item 7.1, February 2002 minutes) - DONE - see IT/02-0446 under agenda item 8.1.1

20. The three outstanding maintenance items for 2000 (Project: 586 - M / A/I 7810 :1995 [1995 ], Project: 590 - M / A/I 7811-1 :1995 [1995 ] and Project: 590 - M / A/I 7811-3 :1995 [1995 ]) will be assigned to MOC to be reconciled with the Secretariat, B10 Liaison and B10 for the development of recommendations for consideration at May 2002 INCITS meeting, if necessary. (Agenda Item 7.3.1, February 2002 minutes) - DONE - ITLB 4377 for INCITS Approval of Request for Second Extension of Time to Process closes on May 16, 2002

21. The three outstanding maintenance items for 2001 (Project: 101 - M / X3.11 :1990 [R1996], Project: 443 - M / X3.117 :1984 [R1996] and Project: 26 - M / X3.172 :1996 [ ]) will be assigned to MOC to be reconciled with the Secretariat, the B9 and K5 Liaisons and B9 and K5 for development of recommendations for consideration at the May 2002 INCITS meeting, if necessary. (Agenda Item 7.3.1, February 2002 minutes) - DONE - PRs to REAFFIRM X3.11 and X3.117 closed February 25, 2002. ITLB closed April 14, 2002. BSR-9 conducted April 29, 2002. ITLB 4349 to revised and redesignate X3.172 closed on March 30, 2002. BSR-9 conducted.

23. MOC is instructed to perform a review of the B7 standards to ensure all required documentation is submitted for consideration by INCITS. (Agenda Item 7.3.1, February 2002 minutes) - CARRYOVER - sent to MOC (IT/02-0209) on March 7, 2002

25. MOC is instructed to provide maintenance recommendations for consideration at the May 2002 INCITS meeting, for those standards assigned to INCITS and for those standards not adequately under review in the assigned TCs. (Agenda Item 7.3.2, February 2002 minutes) - DONE - see IT/02-0445 under agenda item 8.3.5

Mr. Hill presented the MOC report to the May INCITS Executive Board meeting (IT/02-0444):

Reference: IT/01-561r2 (MOC charter), IT/02-0209 (action items assigned at February 2002 INCITS meeting), IT/02-0444 (MOC report to May INCITS Executive Board meeting)

8.1.1 For Action - "Agreement in Concept" for INCITS MOC Transition Plan for INCITS Liaison Responsibilities

At the February 2002 meeting of the INCITS Executive Board, MOC was instructed to refer to its terms of reference in IT/01-561r2, as well as the discussion from the meeting, to ensure all of the elements of the liaison function were addressed in the MOC recommendation on liaison functions. MOC was also requested to develop a transition plan from the current liaison system to the new MOC system. Mr. Hill reviewed the proposed MOC plan to replace the current INCITS liaison system, as detailed in ( IT/02-0446). MOC proposed that the current INCITS liaison system be replaced by the current MOC terms of reference (IT/01-561r2) and the proposed MOC responsibilities (see Attachment 2 of IT/02-0446). Before the new plan can be implemented, MOC proposed the following plan for approval by the INCITS Executive Board:

The INCITS Executive Board discussed the MOC plan to transition from the current INCITS liaison system, and specifically discussed whether the MOC model should have responsibility for training. Mr. Hill noted that INCITS currently has the responsibility for monitoring the training. The development, maintenance and delivery of training materials is currently a staff responsibility. MOC has not suggested moving those responsibilities from staff to MOC.

Action Item: MOC was requested to look at officer trends (training, TC problems, etc.) and make recommendations concerning updates/changes to the training materials.

Following additional discussion, the INCITS Executive Board addressed the MOC recommendation:

The INCITS Executive Board approves in concept the MOC recommendation that the current guidelines established for INCITS liaisons (see Attachment 1 of IT/02-0446) be replaced by the current MOC terms of reference (IT/01-561r2) and the proposed INCITS MOC responsibilities detailed in Attachment 2 of IT/02-0446.

INCITS agreed that MOC was on the right path and there was agreement in concept with the proposed MOC transition plan for INCITS liaison responsibilities.

Action Item: MOC was encouraged to investigate ways to improve and strengthen liaison with the TCs.

Action Item: The INCITS Secretariat was instructed to distribute the liaison transition plan for TC officer review and comment prior to the August 2002 meeting of the INCITS Executive Board. The results will be presented at the November 2002 INCITS TC Officers Symposium.

Reference: IT/01-561r2 (MOC charter), IT/02-0446 (proposed liaison transition plan)

8.2 INCITS Management Reviews (Milestone 5)

There were no items addressed under this standing agenda item.

8.3 Monitoring Recommendations for 5 Year Maintenance

8.3.1 Outstanding Maintenance Items for 1999, 2000, 2001

Mr. Hill reviewed the standards maintenance report (IT/02-0026r). Items requiring action are addressed under separate agenda items.

Reference: IT/02-0026r (maintenance report)

8.3.1.1 For Action - Request for INCITS Executive Board to Conduct Majority Vote for Second Extension on the Maintenance of X3.31:1988 [R1994]

In 2000, INCITS approved the L1 project proposal to revise X3.31:1988[R1994]. In order to allow L1 sufficient time to revise the project, an extension was requested and approved by ANSI. The first extension ended November 30, 2001. At the February 2002 meeting of the INCITS Executive Board, the INCITS Secretariat was instructed to initiate the public review for the reaffirmation of X3.31:1988[R1994], Structure for the Identification of the Counties and County Equivalents of the US and Its Outlying and Associated Areas for Information Interchange. The public review to reaffirm will close on May 13, 2002. Section 4.4.1.1 of the ANSI Procedures states:

"......................If the extension is granted and the American National Standard is not reaffirmed, revised, or withdrawn within the extension period, the standards developer may request a second extension. A request for a second extension shall be authorized by a majority vote of the standard committee or canvass list concerned. Second requests for extensions shall indicate the length of the extension required and shall provide the program and schedule of work. The ExSC or its designee shall review such requests and may grant the extension. No extension of time beyond ten years from the date of approval shall be granted for action on a standard."

Mr. Hill referred the INCITS Executive Board to IT/02-0450, the INCITS Secretariat's request that the INCITS Executive Board conduct a majority vote for a second extension of time to process the maintenance of X3.31:1988[R1994], Structure for the Identification of the Counties and County Equivalents of the US and Its Outlying and Associated Areas for Information Interchange. As noted above, the public review to reaffirm will close on May 13, 2002. It is anticipated that the formal transmittal of the reaffirmation request to BSR will be no later than late June 2002. The formal request for the extension will specify this time frame.

The INCITS Executive Board addressed the following motion:

(Baronas/Zajaczkowski)

The INCITS Executive Board approves the request for a second extension of time to process the maintenance of X3.31:1988[R1994], Structure for the Identification of the Counties and County Equivalents of the US and Its Outlying and Associated Areas for Information Interchange.

Vote on this motion: unanimous consent

The motion passes.

Action Item: The INCITS Secretariat will submit to ANSI ExSC the request for a second extension of time to process the maintenance of X3.31:1988[R1994], Structure for the Identification of the Counties and County Equivalents of the US and Its Outlying and Associated Areas for Information Interchange.

Reference: IT/02-0450

8.3.2