Summary Notes of the Fourteen Meeting of the JACoW Board of Directors

September 23, 2016

Present: Ivan Andrian, Christine Petit-Jean-Genaz, Raphael Mueller, Todd Satogata, Volker RW Schaa
Present on invitation: David Button

1. Approval of Notes of JBoDM#13

The Notes are agreed without comment.

2. Status of 2016 TM Organization (David Button)

David reports that the Programme is finally ready and Invitations to the speakers are ready to go. Twenty-two out of 51 talks are confirmed. The titles of some may be slightly different to initially announced. Guidelines for Speakers could also be proposed next week.

The Website is ready, but there is an issue concerning feed back of registration data into SPMS.

Hotels, social events, meeting rooms are all under control. David will confirm once again with Jana, and Christine will send the announcement in around a week.

David is considering asking all registered participants to write an abstract on what they are working on. He is also hoping to encourage everyone to submit a simple one page abstract/paper on what they are doing. This would make a nice paper on each of the JACoW conferences with statistics like number of papers, number published, etc.

Concerning the nomination of a Rapporteur, and since Ronny has indicated he prefers not to do this job this year, it is suggested that Jan Chrin would be a good alternative David will check with Jan.

Christine asks whether Volker will produce proceedings over the talks uploaded through SPMS. David notes that there will be BOTH updating the wiki, AND whatever has been uploaded.

Todd would like the procedure to be explained early on so that a good record of the TM will be easily available.

3. Elections: Plans and Election Manager Proposal

Ronny Billen is proposed to act as Elections Manager. The BoD will ask Ronny "officially" to be Elections Manager.

It is understood that it is the Elections Manager who makes a call for nominations. Christine will follow this up and prepare a proposal with Ivan/Todd for Ronny.

It is understood that elected members must have the agreement of their Management on the boundary condition that BoD members must attend at least the annual team meetings.

It is noted that Yong Bing stepped down and that Raphael will also step down in view of an increased workload in the coming years.

Since the Charter states all three regions must be represented on the BoD, Ivan wishes to ask David whether he would be willing to run for election as the Asian representative.

Concerning Raphael's vacancy, it is suggested that Charlie Horak might be encouraged to stand for election.

4. List of Co-opted: Analysis, New Names & Renewal of Appointments

Ivan asks Christine to ensure that members of the team who roll out of team member status, become co-opted, and co-opted members wish to continue in this status. Christine says that is how she has proceeded in the past, normally at the time she sends the announcement concerning the organization of the next TM.

She will update the list and share it with the BoD in due course.

5. Status of EPS-AG Feature Request (Ivan)

The feature request to improve the refereeing module in line with the IPAC'17 decision to referee a sub-set of all abstracts submitted has been tackled by Matt. The full history is in Sourceforge and the functionality is in place.

6. AOB

Christine is invited to check the status of contributions towards JACoW software by the IPAC regional managements.