IEEE-SA STANDARDS BOARD AUDIT COMMITTEE (AudCom)
Meeting Minutes
25 March 2008
IEEE Operations Center
Piscataway, New Jersey

1.         Call to Order
Chair Glenn Parsons called the AudCom meeting to order at 1:45 pm.   Following his opening remarks, introductions were made by those present.

2.         Review of the Agenda
Chair Parsons added agenda items 6.2c Repository for review, and 6.2d, Five year review, to the agenda.  With those two additions, there was a motion by Ron Petersen and a second by Howard Wolfman to approve the revised agenda.  Upon vote, the revised agenda was unanimously approved.

3.        Review of the AudCom process – Glenn Parsons
Chair Parsons described the AudCom process referring to the AudCom flowchart created in 2007.  The Chair also described the two types of SCCs explaining that Type1 does not develop standards and Type 2 does.  The Chair stated that AudCom has developed an approved Sponsor Policy and Procedure document, and is working on the approval of an SCC Type 2 document that will be completed this year.

4.         Old and/or Continuing Business
4.0.1          Unblock of SCC14
Following discussion, there was a motion by Clint Chaplin and a second by Howard Wolfman to recommend to the IEEE-SA Standards Board to rescind the decision to block SCC14, noting that this P&P document was accepted in 2003.  Upon vote, this motion was unanimously approved.

4.0.2          Unblock of DEI
Following discussion, there was a motion by Clint Chaplin and a second by Ted Olsen to recommend to the IEEE-SA Standards Board to apply the previously accepted DEI P&P document (dated June 2006) to DEI/SC.  Upon vote, this motion was unanimously approved.

4.0.3          Discussion of AES/RS
Following discussion there was a motion by Howard Wolfman and a second by Ted Olsen to:
1.  Assign Ted Olsen and Gary Robinson as mentors.
2.  Move to consider the AES/RS P&P document visibly under development. Upon vote this motion was unanimously approved.

4.1       Status Report on Review of Policies and Procedures Documents
4.1.1          Power Engineering Society (PES) TCOP
Arnie Greenspan stated that his review of the June 2006 document submitted by the Power Engineering Society Technical Council does not follow the format of the approved baseline sponsor P&P document.  The recommendation from Arnie is that the document be returned to the PES/TC sponsor to incorporate the material they developed into the approved baseline format.

Tom Prevost stated that he will take the action to make sure the document is developed in a timely manner so that final approval of the TC/OP document can be given at the July meeting of PES. 

AI – Arnie Greenspan and Clint Chaplin will review the June 2006 document and send their comments to Harold Kirkham and Tom Prevost.

4.1.2          Computer Society Environmental Assessment Standards Committee (C/EASC)
Following discussion, there was a motion by Howard Wolfman and a second by Clint Chaplin that this P&P document is visibly under development.  Upon vote, this motion was unanimously approved.

4.1.3          SCC40 - IEEE Committee on Earth Observation
Howard Wolfman and Ron Petersen will review this document within 3 weeks (16 April) and submit their comments to AudCom.

4.1.4          Status report on SCC38 – Gary Robinson
Gary Robinson stated that once the SCC Type 2 procedures are approved, SCC 38 will be able to structure their current procedures to be in compliance with the Type 2 procedures.  Gary’s report is attached to the minutes.

4.1.5          SCC Type 2 Model P&P
Following discussion, there was a motion by Clint Chaplin and a second by Gary Robinson to move to authorize the editors (Ron Petersen, Gary Robinson)  to edit the SCC Type 2 procedures based upon the feedback provided thus far, and then do a letter ballot of AudCom for their approval.  Upon vote, this motion was unanimously approved.

Following this motion, there was a second motion by Gary Robinson and Ron Petersen that states, when AudCom approves the SCC Type 2 document, AudCom requests the IEEE SA Standards Board to initiate a letter ballot to approve the SCC Type 2 procedures.  Upon vote, this motion was unanimously approved.

4.1.6         Model P&P for working groups
Gary Robinson will chair the ad hoc to develop the baseline working group P&P document based upon the model provided for this meeting.  A conference call will be scheduled and will include legal counsel.

Howard Wolfman will chair the ad hoc to develop the philosophy and rules guidance for the working group P&P document.  Legal counsel will be included.
     
5.   Recommendation for AudCom acceptance following review by committee members:
5.1 Computer Society/Portable Applications Standards Committee (PASC)
There was a motion by Gary Robinson and a second by Clint Chaplin to accept the PASC P&P document.  Upon vote, this motion was unanimously approved.

5.2 Vehicular Technology Society
There was a motion by Clint Chaplin and a second by Gary Robinson to accept the VTS/ P&P document.  Upon vote, this motion was unanimously approved.

5.3 SCC41
There was a motion by Clint Chaplin and a second by Howard Wolfman to accept the SCC 41 P&P document.  Upon vote, this motion was unanimously approved.

5.4 Broadcast Technology P&P – Glenn Parsons/Howard Wolfman
There was a motion by Clint Chaplin and a second by Howard Wolfman to accept the Broadcast Technology document.  Upon vote, this motion was unanimously approved.

6.   New Business
6.1 Availability of BOG/SASB resolutions
Glenn Parsons reported that ProCom approved a resolution to develop a précis set of minutes to be publicly available on the web.  This document will list motions and action items for SASB and SA BOG.

ProCom also approved a resolution to add language to the Operations Manual to allow the hierarchy of documents for the BOG, CAG and SASB to link to each other and be publicly available.

6.2 AudCom discussion points:
a) When is a document visibly under development?
It was decided that a document is visibly under development after a sponsor submits a P&P document, is assigned a mentor, the mentor determines that the document status is visibly under development and AudCom confirms this with a motion.

b) How many AudCom members should review a document?
The Audit Committee determined that a minimum of two AudCom members should review a document.

c) Repository for reviews
The Committee determined that if a P&P document is recommended for acceptance, the reviews and comments should be distributed to the entire committee and should be linked to the agenda.

d) 5-year review
AI – Rona Gertz will review all the approved P&P documents in myProject and provide the “accepted dates” for committee review at their June meeting.

6.3 Baseline sponsor P&P update – Mat Sherman
These comments will be considered by Ron Petersen and Gary Robinson (under item 4.1.5).
A further merging of baseline SCC Type 2 & Sponsor P&P will be considered at the next meeting.

7.   Date of next Meeting
The next meeting of AudCom will take place on 10 June 2008 at the IEEE Operations Center, Piscataway, NJ

8.   Adjournment
There being no further business, the meeting was unanimously adjourned at 5:15 p.m.