AsiaFi Steering Group Meeting Minutes Title: Minutes of AsiaFI steering committee meeting (04/28/11) Data: 04/28/11 Written: CS Hong Revised: Executive Summary A bi-monthly AsiaFi steering committee meeting was held as follows: Date: 2011.4.28, China: 15:00-17:00, Korea/Japan: 16:00-18:00 (chaired by CS Hong) Participants (remote): CS Hong (acting chair), Kilnam Chon, Akira. Kato, S. Moon(on behalf of DM Lee), R. Van Meter, Fumio Teraoka Apology: Xiaohong Huang, Jun Bi, DM Lee, No Response: Yasuo Okabe Key discussion items were: - 2011.02 Hong Kong AsiaFI Workshop report - AsiaFI assessment - 2011 Summer School - Board steering group Election process dicument - 2011 Winter/ 2012 Summer / 2012 Winter Schools - Finance Issue Action Items were: - A1: All the activities of young research paper/poster sessions and Architecture WG workshop of 2011 AsiaFI summer school are recommended to be synchronized and two chairs, Prof. Xu and Prof. Teraoka should come up with a joint CFP by the first week of March. Discussion: Teraoka: have collaborated with S. Moon for the good quality papers for summer school. The best paper would be recommended to the Special Issue. Deadline is November. Call for paper has been sent on the summer school mailing list. - A2: All the steering committee members should contribute their inputs to the Assessment document proposed by Prof. Chon Discussion: The steering group has not contributed anything in last 8 months. Steering group members should look at the Final document (by K Chon) and give comments or give recommendations. At least say yes or no. - A3: Prof. Kanchana and Prof. Jun Bi will come up with a plan for 2011 winter AsiaFI workshop jointly held with AINTEC until the next steering committee meeting Discussion: They have finished their work but they have not uploaded it on the website. CS Hong would remind them to upload it asap. - A4: Prof. Okabe will provide a 2012 summer school plan at the next steering committee meeting Discussion: Okabe was not present. CS Hong will contact Y. Okabe and put the reply in the meeting minutes. [reply by Prof. Okabe] Actually I have not yet done any concrete action about the 2012 summer meeting except tentative reservation of meeting rooms in our university on the provisionally scheduled week 22 to 26 August. Comments by K. Chon: For the coming Asia FI Summer school, it is very late, there should be a revised proposal for the AsiaFI Summer Workshop by now. The schedule (for School, Workshop, dinner) is needed to be finalized. The budget also needed to be finalized. (This has been added to the agenda as A5.) - A5: Prof. Huang will submit a process document for 2011 board/steering committee elections before the next steering committee meeting (04/21/11) and it will be approved by the steering committee Discussion: Prof Huang has submitted the process document. However, K. Chon comments that it should be approved by the secretariat. June Bi sent document twice and X. Huang once. It should be sent after the secretary＊s permission. Agenda should have linked to the documents for easy access. Ask the website manager or Jun Bi to upload all the documents on the website. - A6: Financial Issues: Discussion: China contribution should be monitored by Prof. Hong. Details: Chair of this meeting: CS Hong 0. Roll Call and Agenda Bashing 0.1. 5 steering group members participated 0.2. Bash: Financial issues should be included (included as A6). 1. Last meeting minutes review 1.1. 2011 Feb 24 Hong Kong AisaFI Assessment, AsiaFI Summer, Winter schools (2011), Next Year (2012) Summer and Winter Schools. 1.2. Action items (5+1) included in today＊s agenda also. 1.3. Detail discussion 2. Board/WG/Committee/BoF/MG Updates (not discussed) 2.1. Board (not discussed) 2.2. Working Groups Update (not discussed) 2.2.1. Architecture WG - F.Teraoka (not discussed) 2.2.2. Testbed WG - Y.Okabe (not discussed) 2.3. Committee (not discussed) 2.3.1. Ad hoc Committee on Assessment 每 K.Chon (not discussed) 2.4. BoF reports (not discussed) 2.4.1. NDN BoF (not discussed) 2.4.2. Mobile Wireless BoF(not discussed) 2.4.3. Recursice BoF (not discussed) 3. Previous AsiaFI Workshop report 3.1. 2011.2 Hong Kong - Jun Bi Dr. Huang has submitted the report. But it is not uploaded on the website. However, the format of the report and the process to create the report need to be discussed. Either it can be an Administrative or IAB kind of report. There should be a format for the workshop report before every workshop. This is the Agenda for the next meeting. A4: Steering group should review the report submitted by Prof Huang for the 2011.02, Hong Kong AsiaFI workshop and propose (comments and guidelines) to the next workshop organizer. 4. Future AsiaFI School/Workshop Plan Discussion 4.1. 2011.08 Daejon 每 DY Lee /SueMoon (on the behalf of DM Lee) Prof. S. Moon/Prof. Xu/Prof. Okabe has the responsibility of arranging the invited speakers and student fellowships. She has contacted many speakers who will come. However, she needs to know the budget assigned for the expenses on the speakers, so she can decide which speakers and how many speakers she should invite. CS Hong says that same number of fellowships can be provided as in the previous AsiaFI Schools what were held in Korea. Agenda for the next meeting. A5: CS Hong will provide a budget for the AsiaFI Summer School in early May. Specifying how much money is allocated for invited speakers and student fellowships. Comments by K. Chon: An event proposal must have been made till now. Specifying where Demo and Poster session would be performed? Is there any facility? The event proposal should be developed by the secretariat, taking into consideration the time required to reserve tickets for the attendees. Post travel advisory ASAP because August is the peak travel season and it'd be tough to get air tickets past June. 4.2. 2011.11 FI Session in AINTEC 4.2.1. Session had undergone and the document has been created. 4.3. 2012.01 (joint) Workshop during APAN Meeting 4.3.1. Workshop proposal is needed to be finalized in August 4.4. 1~2 Workshop/meeting on NDN,Wireless/Mobile,＃ 4.4.1. NDN Workshop proposal is needed to be finalized in August 4.5. 2012. 08 Kyoto 每 Y. Okabe 4.5.1. CS Hong will contact to Okabe and put the plan in meeting minutes. 4.6. 2013.01 Honolulu Will be organized by Okamura. He is looking for co-chair from China or Korea. Action Item A6: For the workshops and meeting in the first quarter of 2012 and 2013, the proposal is required. CS Hong (as the chair) was responsible for this. 5. Elections of Board and Steering Group Discussion: Prof Huang has submitted the process document. However, K. Chon comments that it should be approved by the secretariat. June Bi sent document twice and X. Huang once. It should be sent after the secretary＊s permission. Agenda should have link to the documents for easy access. Ask the website manager or Jun Bi to upload all the documents on the website. Election plan: Nomination phase from June 1st. Nomination must be seconded by 1memeber. Nominee must be an AsiaFI member. Comments: AsiaFI members have the right to vote. Election plan is passed on 1condition i.e. election should be done by the secretariat not by just Dr. Huang. The first part of the document (election plan by Jun Bi) should be corrected. 6. Next Meeting 6.1. -- 2011.6.23 15:00-17:00 China/16:00-18:00 Japan Korea, Polycom (Chaired by Prof. Xu) 6.1.1. Teraoka will join at 4:30 6.2. 每 201.06.13, Korea/Japan 9:00am 每 12:00 (chaired by Prof. Kato) 6.2.1. During AsiaFI school 6.2.2. Steering group dinner: Friday evening A. Rules for Technical Group Termination B. Steering Group (Meetings &) Frequency Note: Wiki page for the AsiaFI is not working, professor Kato is sorry for this and he will fix it soon. Action Items for the next meeting: - A1: All the steering committee members should contribute their inputs to the Assessment document proposed by Prof. Chon - A2: Prof. Okabe will provide a 2012 summer school plan at the next steering committee meeting - A3: Finance Issues: China contribution to be monitored by Prof. Hong - A4: Steering group should review the report submitted by Prof Huang for the 2011.02 Hong Kong AsiaFI workshop and propose (comments and guidelines) to the next workshop organizer. - A5: CS Hong will provide a budget for the AsiaFI Summer School in early May. Specifying how much money is allocated for invited speakers and student fellowships. Also the revised proposal (schedule for School, workshop and dinner, posters, demo etc) is needed to be finalized and provided before the next meeting. Similarly, the budget is required to know how many fellowships could be provided, how much sponsorship money has been raised? Plan? Expected income from registration? - A6: A revised Organizational plan for AsiaFi Summer School is required; specifying the schedule and event plan. Would there be a poster and/or Demo session. Also need a post travel advisory because August is the peak travel season and it would be tough to get air tickets past June. - A7: For the workshops and meeting in the first quarter of 2012 and 2013, the proposal is required. CS Hong (as the chair) is responsible for this. - A8: S Moon would specify how many speakers are invited and How is she coordinating with speaker invitations with the CFI. How many student fellowships would be awarded? -A9: AsiaFI group meetings(board, steering, wg, bof,...) need to be scheduled by secretariat. need the initial proposal as soon as possible (this weekend, may 8?).