in030273

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

Date: February 19, 2003
Reply to: Jennifer Garner
Phone: (202) 626-5737
Email: jgarner@itic.org

Draft Minutes

INCITS Executive Board
Meeting Number 1 - Inaugural Meeting

NIST
325 Broadway
Building 1
Conference Room 1107
Boulder, Colorado 80305
Messages: (303) 497-4500
Faxes: (303) 497-5208

February 10, 2003 10:00 AM - 12:00 Noon
February 14, 2003 9:00 AM - 3:50 PM



1. Administrative

1.1 Call to Order

Ms. Higginbottom, Chairman of the former INCITS Executive Board, and Mr. Thewlis, Chairman of the former US TAG to JTC 1, called the inaugural meeting of the INCITS Executive Board to order at 10:00 AM on Monday, February 10, 2003. Ms. Higginbottom noted in order to move through the agenda the committee would operate under the draft procedures as contained in in030017 (addressed under agenda item 1.3).   

1.2 Membership and Attendance
1.2.1 Introduction of Attendees and Members

The meeting participants were introduced. The attendance list for the February 2003 inaugural meeting of the INCITS Executive Board is available in Attachment 1.

Voting members without representation at the February 10 and 14, 2003  inaugural meeting of the INCITS Executive Board were:

Business

  • Panasonic Technologies
  • Xerox

Non-Business

  • EIA
  • US DoD/DISA
Advisory (non-voting) members without representation at the February 10 and 14, 2003  inaugural meeting of the INCITS Executive Board were:

1.2.2 For Action - Membership Report

Ms. Garner reviewed information concerning membership and representation on the Executive Board:

The Executive Board considered the EIA contribution (in030213) requesting an attendance waiver for voting members of the previous organizations. Following discussion, the Executive Board addressed this motion:

(Jameson/Michael)

The INCITS Executive Board grandfathers the voting privileges, until the April 2003 Executive Board meeting,  for those members of the predecessor organizations, the JTC 1 TAG and the INCITS Executive Board, in good standing as of December 31, 2002.

Vote on the motion: unanimous consent [13 - 0 - 0]

The motion passed.

Action Item:  The INCITS Secretariat will notify the following members that if they are not represented at the April 7-11, 2003 meeting of the Executive Board, they will have failed to establish voting membership on the committee and will need to attend two out of three successive meetings to establish voting rights on the Executive Board:   EIA, Panasonic Technologies, US DoD/DISA and Xerox.

Executive Board membership stands at:

Voting membership stands at 20 organizations. Quorum is 11 . Sixteen organizations with voting memberships attended the February 2003 inaugural meeting of the INCITS Executive Board. The attendance list is available in Attachment 1.

Reference: it021295 (Intel), in030011 (Sun Microsystems), in030085 (Boeing), in030093 (IEEE), in030129 (Farance, Inc.), in030179 (Unisys), in030183 (IBM), in030213 (EIA contribution), in030215 (DCTA Inc.), in030216 (Intel), in030217 (Imation)
1.3 For Action - Adoption of Procedures

The Executive Board members were referred to the proposed draft procedures, the INCITS/RD-2, Organization and Procedures , for the new INCITS organization (in030017) and the proposed correction to Section 5.4.1 (in03101). Following discussion, this motion was addressed:

(Neumann/Michael)

The INCITS Executive Board agrees to operate using the INCITS/RD-2, Organization and Procedures as contained in in030017 with the correction detailed in in030101, until such time as the 30-day letter ballot on the approval of the RD-2 has passed.

Vote on the motion:  unanimous consent [13 - 0 - 0]

The motion passed.

Action Item: The INCITS Secretariat will initiate a 30-day letter ballot on approval of the INCITS/RD-2, Organization and Procedures. 

Reference: in030017 , in030101 (correction to Section 5.4.1)
1.4 Approval of the Draft Minutes for the November 13-15, 2002 Meeting of the INCITS Executive Board

The Executive Board was referred to the draft minutes of the November 13-15, 2002 meeting of the INCITS Executive Board (it021276) and the T4 Chairman's proposed change (it021280).

Following discussion, the Executive Board accepted the change proposed by the T4 Chairman (it021280). The draft minutes of the November 13-15, 2002 meeting of the INCITS Executive Board were approved as revised at this meeting by unanimous consent (Jameson/Neumann).

Action Item: The INCITS Secretariat will revise and distribute the approved minutes of the November 2002 INCITS Executive Board meeting.

Reference: it021276 , it021280 (T4 Chair's proposed change)
1.5 Approval of the Draft Minutes for the November 18-19, 2002 Meeting of the JTC 1 TAG

The Executive Board was referred to the draft minutes of the November 18-19, 2002 meeting of the JTC 1 TAG (jt020591) and the changes proposed by IEEE representative, Dr. Pritchard, (in030117). 

Following discussion, the Executive Board accepted the change proposed by the IEEE representative (in030117). The draft minutes of the November 18-19, 2002 meeting of the JTC 1 TAG were approved as revised at this meeting by the following vote (Deutsch/Zajaczkowski) 8 - 0 - 3.

Action Item: The INCITS Secretariat will revise and distribute the approved minutes of the November 2002 JTC 1 TAG meeting.

Reference: jt020591 , in030117 (IEEE proposed changes)
1.6 Review of the Actions Items for Consideration by the Executive Board

Ms. Garner reported that the Transition Team had reviewed the action items from the previous INCITS and JTC 1 TAG organizations and transferred them to the appropriate body in the new INCITS organization. The action items assigned to the INCITS Executive Board are contained in in030018. Ms. Garner reported that with the exception of the following, the action items were completed or overcome by events:

Action Items Previously Assigned to the INCITS Executive Board

9. Ms. Karinch will contact publications that mention INCITS to investigate obtaining permission for posting their articles on our members' intranet web sites. (Agenda Item 4.3, November 2002 INCITS EB minutes - IT/02-1276)

14. The INCITS Secretariat will make the marketing/PR collateral more readily available to the INCITS community on the INCITS web site. (Agenda Item 5.3, November 2002 INCITS EB minutes - IT/02-1276)

18. The INCITS Secretariat will work with ITI legal counsel to conduct a closer review of the ITI Errors and Omissions Insurance policy to determine the level of coverage for INCITS officers. (Agenda Item 5.3, November 2002 INCITS EB minutes - IT/02-1276)

21. The INCITS Secretariat will seek clarification from legal counsel with respect to hotel contracts and liability for cancellation. (Agenda Item 6.4.3, November 2002 INCITS EB minutes - IT/02-1276)

22. The INCITS Secretariat will contact Dr. Vanderheiden at the Trace Center of the University of Wisconsin to determine the preferred method of payment of the $10,500 committed to support US participation on SC 35 activities. (Agenda Item 8.1, November 2002 INCITS EB minutes - IT/02-1276)

Action Items Previously Assigned to the JTC 1 TAG

26. The JTC 1 TAG Administrator was instructed to get clarification on which reserve accounts would be consolidated into one. (Agenda Item 5.2, November JTC 1 TAG 2002 minutes - JT/02-0591)

30. Ms. Higginbottom, Chairman of the INCITS Executive Board, will ask the CT22 Chairman to represent the US on the SC 22 SG on LINUX. She will notify the JTC 1 TAG Administrator of the representative's contact information for formal submission. (Agenda Item 9.7, November JTC 1 TAG 2002 minutes - JT/02-0591)

35. When the JTC 1 Secretariat issues a call for candidates to serve as the JTC 1 Vocabulary Rapporteur, the call will be issued to the US community with the request that a US candidate shall submit documentation in support of their candidacy, as this activity will require travel and financial support, for consideration at the subsequent meeting of the new organization. (Agenda Item 9.23, November JTC 1 TAG 2002 minutes - JT/02-0591)

As reference, the proposed program of work for the INCITS Executive Board is detailed in in030157.

Reference: in030018 (action items), in030157 (EB program of work)
1.7 Approval of the Draft Agenda, February 10 and 14, 2003

The participants were referred to the second revised draft agenda for the February 10 and 14, 2003 meeting of the INCITS Executive Board (in030203). The following changes to the agenda were made at the meeting:

The second revised draft agenda was approved as revised at this meeting by unanimous consent (Neumann/Mondello) . The final agenda for the February 10 and 14, 2003 inaugural meeting of the INCITS Executive Board is available in Attachment 2.

Following approval of the agenda, these additional documents related to Standards Development Board and Standards Policy Board recommendations were addressed at the February 2003 Executive Board meeting:

Reference: in030203
2. Chairmen's Remarks

Ms. Higginbottom and Mr. Thewlis welcomed the members to the inaugural meeting of the new INCITS organization and invited the host, Mr. Hogan of NIST, to provide logistical information.

2.1 Schedule for the Week

Ms. Higginbottom and Mr. Thewlis reviewed the meeting schedule for the week:

In fact, the Standards Development Board addressed the issue of teleconference participation in the Monday morning session of the Executive Board meeting and the recommendation was addressed under agenda item 11.2.
2.2 High Priority Issues

It was noted that in addition to the numerous votes to be conducted under agenda item 13, the Executive Board would need to address participation/representation on external activities (agenda item 14).

2.3 New JTC 1 Plenary Matters

No matters were posted for consideration at this meeting.

3. Secretariat Report (J. Garner)

Ms. Garner reviewed the report of the INCITS Secretariat to the February 2003 meeting of the Executive Board (in030182). The report highlights staff accomplishments over the period of November 2002 to February 2003.

Reference: in030182
3.1 Staff Accomplishments

As detailed in the Secretariat's report (in030182), the staff accomplishments over the period of November 2002 to February 2003 were as follows:

  1. Support of the Transition Team. This includes two meetings, preparation of action items for the team, setting up the formats of the new agendas, travel, and revising the website.
  2. Invoicing: Preparation for issuing invoices (making final 2002 collections and cleaning up the membership database); issuing the 2003 invoices, debugging and revising invoices.
  3. End of year activities: closing out the 2002 financials and setting up one new document register.
  4. Normal workload as defined in IT/02-0987 and JT/02-0299 (lists of required services as approved by INCITS EB and the JTC 1 TAG). Action items from the previous committees, for the new committees and those action items assigned by the Transition Team.
  5. Performance reviews. Each member of the staff reviewed her accomplishments of the past year in preparation for discussion of goals and objectives for 2003.
  6. Secretariat staff met with ITI legal counsel 10 hours since the last meeting (this excludes the time legal counsel spent on work between meeting with staff).
  7. Secretariat staff worked with the ITI accounting manager in preparing for the end of fiscal year external audit of ITI finances, including the financials of the JTC 1 TAG and INCITS.
  8. Implementation of the web design for the New Organization.
  9. Implementation of the new balloting system for the New Organization.
Mr. Neumann thanked the Secretariat staff for handling the added workload during Ms. McMillan's illness.  The Executive Board thanked the staff by acclamation.  

As a wireless LAN was not available for this meeting, some members initiated a discussion about the availability of a wireless LAN at the next INCITS meeting.

Action Item:  Mr. Davis volunteered to work with the Secretariat staff to set up a wireless LAN for the April 2003 INCITS meetings.
3.2 For Action - Public Relations Report (M. Karinch)

Ms. Karinch reviewed the presentation created to assist INCITS members and potential members in developing return on investment statements in support of participation on INCITS (in030190).  Following extensive discussion, members were invited to provide comments to Ms. Karinch.  It was agreed that a revised presentation would be addressed on Friday, February 14, 2003 under agenda item 6.

Reference: in030190
3.3 ITI Report (R. Dawson)

At the invitation of the Transition Team, ITI will prepare quarterly reports to the Executive Board. Mr. Dawson, ITI President, presented the ITI report for the February 2003 inaugural meeting of the Executive Board (in030185). He reported that Ms. McMillan's health continues to improve and in February, she will begin a gradual return to work. In the interim, Executive Board members were encouraged to contact Mr. Dawson, Ms. Garner or Ms. Vago to discuss concerns with the current services provided by the Secretariat.  Mr. Dawson briefly reviewed the reorganization of the ITI Technology and Trade Program as detailed in in030218.

The Executive Board agreed that quarterly reports from ITI were beneficial.
Reference: in030185 , in030218
3.4 Key Concerns

No key concerns were identified at this time.

3.5 2004 ANSI Audit

As detailed in in030072, ANSI has scheduled INCITS for its regular ANSI audit in 2004. Further details concerning the audit process and its anticipated cost will be provided later this year or at the beginning of 2004.

Action Item:  The INCITS Secretariat will post in030072, Notification of the 2004 ANSI Audit, for further discussion at the April 2003 Executive Board meeting.

Reference: in030072
3.6 Review of INCITS Antitrust Guidelines

ITI legal counsel developed antitrust guidelines for all ITI-sponsored activities and requires that the guidelines be reviewed with the committees at the first meeting of the year. The guidelines were revised in 2002. While compliance with the antitrust guidelines is a condition of employment for all ITI staff, the guidelines provide advice to the members.

INCITS members had been asked to review the INCITS Antitrust Guidelines (in030204) so that any questions could be addressed at this meeting. No questions were raised. Members having specific concerns or questions were asked to forward them to the INCITS Secretariat for consideration by ITI legal counsel.

Reference: in030204
4. New Items for Consideration by the Standards Development Board (SDB) and the Standards Policy Board (SPB)

The Executive Board briefly reviewed the programs of work for the Standards Development Board (in030158) and the Standards Policy Board (in030159).

As noted under agenda item 2.1, the Executive Board asked that the Standards Policy Board address the following issue:

In fact, the Standards Development Board addressed the issue of teleconference participation in the Monday morning session of the Executive Board meeting and the recommendation was addressed under agenda item 11.2.
Reference: in030158 (SDB program of work), in030159 (SPB program of work)
5. Finance Board Committee (FBC) Report
(Financial Reports - Current Year, Preliminary Next Year Budget, Rolling 3 Year Outlook)

The Executive Board reviewed the action items assigned to the Finance Board Committee (in030049) and the committee's program of work (in030160).  Ms. Higginbottom reported that the 2002 audit results and 1st Q 2003 financial report were not available for consideration at this meeting.  It was agreed that an interim meeting of the Finance Board Committee would be held to review the audited 2002 results and 1st Q 2003 financial report for the INCITS program.  A two-hour teleconference was scheduled for March 26, 2003 from 4:00 - 6:00 PM (EST) and 1:00 - 3:00 PM (PST).

At the August 2002 meeting of the INCITS Executive Board, continuation of the committee's contract with Ms. Karinch was approved through March 1, 2003.  Ms. Higginbottom reported that the Secretariat had built the continuation of the contract into the 2003 INCITS budget. As the next Executive Board meeting would be held in April, the continuation of the marketing/PR contract was addressed at this meeting. The INCITS Executive Board addressed the following motion:

(Michael/Zajaczkowski)

The INCITS Executive Board approves the continuation of the marketing/PR contract with Ms. Karinch for 6 months with a checkpoint at the April 2003 meeting at which time a report on her activities will be reviewed. 

Vote on the motion: unanimous consent 

The motion passed.

Action Item: The INCITS Secretariat will extend the marketing/PR contract with Ms. Karinch through September 1, 2003.

Action Item:  Ms. Karinch will submit a report and status of her marketing/PR activities to meet the two-week rule for the April 2003 Executive Board meeting.

Reference: in030049 (action items), in030160 (FBC program of work)
5.1 2004 Budget Process

The INCITS Executive Board reviewed the Panasonic contribution (in030156) requesting an analysis of the INCITS Secretariat's percentage allocation of time with respect to the list of approved Secretariat services.  The Executive Board reviewed but did not support the Panasonic request as contained in in030156.

Reference: in030156 (Panasonic contribution)
6. Marketing & Recruitment Board Committee (MRBC) Report (M. Karinch)

The Executive Board reviewed the program of work assigned to the Marketing & Recruitment Board Committee (in030161).  Ms. Karinch reviewed her revised internal marketing presentation based upon member comments provided at this week's meeting.  

Action Item:  Ms. Karinch will submit a revised version of the internal marketing presentation (in030190) to the INCITS Secretariat for distribution to the Executive Board.

It was noted that the call for candidates to serve as Chairman of the Marketing & Recruitment Board Committee would be issued on March 18, 2003 and would close on April 17, 2003. In the interim, the Executive Board agreed that Ms. Karinch would fulfill this function.

Reference: in030161 (MRBC program of work)
7. Long Range Planning Board Committee (LRPBC) Report

The Executive Board reviewed the program of work assigned to the Long Range Planning Board Committee (in030162).

It was noted that the call for candidates to serve as Chairman of the Long Range Planning Board Committee would be issued on March 18, 2003 and would close on April 17, 2003.

Reference: in030162 (LRPBC program of work)
8. Procedures Board Committee (PBC) Report

The Executive Board reviewed the action items assigned to the Procedures Board Committee (in030050) and the committee's program of work (in030163). One of the first items of business for the PBC would be a thorough review of the ANSI Essential Requirements (in030123) to ensure the compliance of the INCITS/RD-2.

Action Item:  The Procedures Board Committee is instructed to conduct a thorough review of the ANSI Essential Requirements (in030123) to ensure the compliance of the INCITS/RD-2, Organization and Procedures.

It was noted that the call for candidates to serve as Chairman of the Procedures Board Committee would be issued on March 18, 2003 and would close on April 17, 2003.

Reference: in030050 (action items), in030123 (ANSI Essential Requirements), in030163 (PBC program of work)
9. Executive Board Administrative Matters
9.1 Start-up Election Process for the New INCITS Organization

The Executive Board was referred to the start-up election process for the new INCITS organization (in030007). Members of the Executive Board were encouraged to consider volunteering to serve in leadership roles.

The calls for volunteers to serve as Chairman of the Executive Board (in030090) and Vice Chairman (in030091) had been issued on January 20 and will close on February 19, 2003. On February 20, 2003, accelerated 15-day letter ballots will be issued and will close on March 7, 2003.  It was reported that in the case that a call closed without response, a 30-day second call would be issued.

Reference: in030007 (process), in030090 (call for EB Chair), in030091 (call for EB Vice Chair)
9.2 Administrative Issues