Draft Minutes

INCITS Executive Board (EB)
Meeting Number 10
US Delegation Meeting in Preparation for the October 25-29, 2004 JTC 1 Plenary in Berlin, Germany

Information Technology Industry Council (ITI)
1250 Eye Street, NW
Suite 200
Washington, DC 20005
Telephone:  (202) 737-8888
Fax:  (202) 638-4922

Tuesday	October 19, 2004	10:00 AM - 5:00 PM
Wednesday	October 20, 2004	9:00 AM - 2:00 PM

1.1 Call to Order

(K. Higginbottom)

Ms. Higginbottom, Chairman, called the tenth meeting of the INCITS Executive Board to order at 10:00 AM on Tuesday, October 19, 2004.

1.2 Membership and Attendance

(J. Garner)

1.2.1 Introduction of Members and Attendees

The meeting participants were introduced.  The attendance list for the October 2004 meeting of the INCITS Executive Board is available in Attachment 1.

Voting members without representation at the October 19-20, 2004 meeting of the INCITS Executive Board were:

Business (Large/Small Business)

• EMC²
• Panasonic Technologies
• Sony Electronics
• Sun Microsystems

Non-Business (Government/Major and Minor SDOs)

• EIA
• IEEE
• Uniform Code Council (UCC)
• US Department of Defense
• US Department of Homeland Security (DHS)
  

Special Interest (User Groups/Academic/Consortia)

• ICCP
• Purdue University

The Advisory (non-voting) member without representation at the October 2004 meeting of the INCITS Executive Board was:  Unisys.

1.2.2 Membership Report

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

• As noted in in041223, Mr. Zimmerman has been named the DHS principal representative with Mr. Neumann serving as the alternate representative on the Executive Board.

Executive Board membership stands at:

• 11 Business (Large/Small Business): Apple Computer,  EMC², Farance Inc., Hewlett-Packard, IBM, Intel, Microsoft, Oracle, Panasonic Technologies, Sony Electronics, Sun Microsystems  
• 6 Non-Business (Government/Major and Minor SDOs): EIA, IEEE, NIST, Uniform Code Council (UCC), US Department of Defense, US Department of Homeland Security (DHS)
• 2 Special Interest (User Groups/Academic/Consortia): ICCP, Purdue University
• 1 Advisory (non-voting): Unisys

Voting membership stands at 19 organizations.  Eight organizations with voting memberships attended the October 2004 tenth meeting of the INCITS Executive Board. The attendance list is available in Attachment 1.

Reference:  in041223 (DHS)

The participants were referred to the second revised draft agenda for the October 19-20, 2004 meeting of the INCITS Executive Board (in041295).

The second revised draft agenda (in041295) was approved as presented at this meeting by unanimous consent (Michael/Stanwyck). The final agenda for the October 2004 meeting of the INCITS Executive Board is available in Attachment 2.

Reference:  in041295

Ms. Higginbottom referred the Executive Board to the final plenary agenda (JTC 1 N 7645) and noted that it would be reviewed at this meeting for the preparation of US positions on plenary issues.

As is customary, the formulation of delegates' instructions is not captured in the minutes of INCITS Executive Board meetings. Executive Board members who would like to receive a copy of the final delegates' instructions for the October 2004 JTC 1 Plenary are asked to contact the INCITS Secretariat. 

During the review of the Plenary agenda, some issues were identified for consideration at the January 2005 INCITS meetings:

• The delegates expressed concern with the lack of responsiveness by some US TAGs to requests that they provide recommendations for consideration by the US delegation to the JTC 1 Plenary.  

Action Item:  At the January 2005 meeting, the INCITS Executive Board is asked to request that the PBC consider making the requirement for US TAG officers to provide input to the US delegations to JTC 1 meetings clear in the procedures, officer guidelines and training materials.  

Action Item:  At the January 2005 INCITS Executive Board meeting, the responsibility of US TAGs to provide recommendations to the US delegations to JTC 1 meetings will be proposed as a topic for the 2005 TC Officers' Symposium.

• The status of the SC 36 Secretariat was addressed.
  

Action Item:  The status of the SC 36 Secretariat will be posted for consideration at the January 2005 INCITS Executive Board meeting.

• The JTC 1 Directives state the following with respect to appointment and term of office for SC Chairmen:

5.4.1.1 The Chairman of an SC shall be nominated by the Secretariat of the SC subject to endorsement by the individual's NB, endorsed by the SC, and appointed by JTC 1 at its plenary meeting. The Chairman shall serve for a nominal term of three years ending at the next SC plenary session following the three-year term. The Chairman may be reappointed, normally for one additional three-year term. Exceptionally, a Chairman's term may be extended due to special circumstances.

Action Item:  The INCITS Secretariat will remind the subsidiary Chairs and Administrators of US TAGs to JTC 1 Subcommittees that SC Chairs are permitted to serve two terms and in special circumstances, a Chair's term may be extended due to special circumstances.  When a US candidate is put forward for endorsement for a third term, a detailed explanation of the special circumstances should be provided along with the candidate's documentation.

• The delegates agreed that the US should be given the opportunity at the January 2005 INCITS Executive Board meeting to develop a contribution to the ITSIG meeting regarding File Name Conventions (reference JTC 1 N 7236 and JTC 1 N 7609).
  

Action Item:  In advance of the January 2005 INCITS Executive Board meeting, the INCITS Secretariat will issue a call for contributions on File Name Conventions (reference JTC 1 N 7236 and JTC 1 N 7609).  The matter will be posted for action at the January 2005 Executive Board meeting.

• It was agreed that the topic of appropriate discussions related to IPR would be proposed as a topic for the 2005 TC Officers' Symposium.
  

Action Item:  At the January 2005 INCITS Executive Board meeting, the issue of appropriate IPR discussions at INCITS TC and TG meetings would be proposed as a topic for the 2005 TC Officers' Symposium.

Ms. Higginbottom reported that the first 2005 meeting would be hosted by Sun Microsystems January 18-20, 2005 at the Riverwalk Plaza Hotel in San Antonio, Texas (in041269).

Final Agenda

INCITS Executive Board (EB)
Meeting Number 10
US Delegation Meeting in Preparation for the October 25-29, 2004 JTC 1 Plenary in Berlin, Germany

Information Technology Industry Council (ITI)
1250 Eye Street, NW
Suite 200
Washington, DC 20005
Telephone:  (202) 737-8888
Fax:  (202) 638-4922

Tuesday	October 19, 2004	10:00 AM - 5:00 PM
Wednesday	October 20, 2004	9:00 AM - 5:00 PM

1.1 Call to Order

(K. Higginbottom)

1.2 Membership and Attendance

(J. Garner)

1.2.1 Introduction of Members and Attendees

1.2.2 Membership Report

Reference:  in041223 (DHS)

Reference:  in041295