Report to TAB Finance Committee May 12 2005

Report to TAB Finance Committee May 12, 2005 Christina Schober VP Finances Bob Bannon Treasurer/ Secretary

Outline u. Sensors Council History u. Sensors Council Activities u. Sensors Council Reserves u. Sensors Council Net u. Plans u. Issues u. Fin. Com’s Q & Council’s A 5/12/2005

History u 1999: Formed under the leadership of John Vig v. Purpose: Foster joint activities among Societies doing sensors v 26 Societies participate u 2001: Sensors Journal 1 st published u 2002: IEEE SENSORS conference initiated 5/12/2005

IEEE Sensors Conference Summary 5/12/2005

Conferences u. Sensor Council goal is a Global rotation of locations, with a 3 year cycle v. Americas v. Europe v. Asia u 3 rd Week 5/12/2005 & Africa October is target week

Conferences u u u 2002 in Orlando, Florida 2003 in Toronto, Canada 2004 in Vienna, Austria u 2005 in Irvine, California u 2006 Daegu, Korea u 2007 Venue Selection in Process u 2008 Atlanta, Georgia u 2009 Leece, Italy or Athens, Greece u 2010 Sydney, Australia or Beijing, China 5/12/2005

Conference Financial budget summaries 2002 Orlando, Florida, USA 2002 Conf loss -$59. 9 k *audited 2003 Toronto Canada 2003 Conference loss -$43. 6 k US * audited (2003 Hotel Attrition payoff was – 29. 1 k US) 2004 Vienna Austria 2004 Conference gain +153. 6 k US ** in process of closing 2005 Irvine, CA, USA 2005 Conference gain +101 k US *** current budget 5/12/2005

Publication income from Conference pubs 2002 Conf Proceedings Income +$69. 3 k 2003 Conf Proceedings Income +111. 5 k 2004 Conf Proceedings Income +51 k New usage model in effect for 2004 Budget 2005 Conf Pub Income budget $58 k 2006 Conf Pub Income budget $59. 7 k 2007 Conf Pub Income budget $61. 5 k 5/12/2005

2002/2003/2004/2005 Florida/Toronto/Vienna/Irvine Registration #’s Attendees 617 357 596 # of students in total ~63 ~109 162 Tutorials 125 55 64 5/12/2005 650 56 120

Sensors Conf 2004 What went right! Better Management u u u u Committee managed budget & expenses (no management company) Includes returning $15 k Seed money to Sensors Council. Two bank accounts set up one US, one Austria. Only US did get seed money (in Oct). Multiple donations from Vienna University (meeting rooms etc) Food & Beverages provided at lower rate from University services Donation of city of ½ banquet costs No exposure to hotel attrition, room block or food & beverage minimums 5/12/2005

IEEE Sensors 2005 The 4 th IEEE Conference on Sensors Hyatt Regency Irvine, California Oct. 31 - Nov. 3, 2005 www. ieee. org/sensors 2005 Important Dates: Abstract Submission: April 15, 2005 Author Notification: June 30, 2005 Full Paper Deadline: October 1, 2005

Sensor Conf Bids must include u u Location & Date Proposed General Chair v v v u v v v v Advantages/Disadvantages How easy to reach by air Visa needed? Local transportation Nearby City Weather Tourist facilities Price Level Other attractive items? v v v u v v v Conference Rooms Hotels (availability, affordability) Public Transportation v v u u 5/12/2005 Pessimistic, Most Likely, optimistic # of expected participants Profit Conf rooms & facilities Food & Beverages Financial backup (government, societies, industry) Financial risks (guarantee that losses will be covered? ) Organizing committee v Facilities at Location v Cost Plan/budget v Experience in Org activities Experience in IEEE CV Location Description v u u General Chair Vice chairs are fixed (past & future general chairs) Local Chair Treasurer Exhibition & sponsoring chair Publications chair Turorials chair Publicity chair TPC Chairs (concensus with VP of Conf) Local Organizing Committee Organizing agency?

IEEE Sensors Journal Summary 5/12/2005

Sensor Journal as of Oct 28, 2004 2) Nonmember subscriptions: 37 print, 7 online as of the September month end Member: 1409 print, 406 online, 271 print plus online (combo) u Pricing plan for 2006 1) v Total paper costs are $48. 9 K. "Incremental" cost as defined in the budget is $23. 40 --t v e-subscription t t t 5/12/2005 Using new guidelines, the 2006 price is $31 for full members. There is no estimate for the cost of an e-subscription, as all Xplore costs are allocations of allocations. This journal’s flat-rate share of the expense is $10. 1 K. What's ignored is a missing expense for set-up of a subscription, which averages around $5 but is applied to neither the print or online membership subscription variable expenses. It was noted in budgets during prior year, but I don't see it being done now.

Sensors Journal Pages Budget vs. Actuals Year 2001 2002 2003 2004 2005 2006 2007 Budget 416 720 928 1200 976 1020 1110 (nets $117 K) Actual 5/12/2005 400 732 888 916 Will meet

Newsletter starting in 2005 u u u Two issues per year (Jan & July) Contacting each member society for appointing an Associate Editor who can provide short articles on sensor activity of his society. Use newsletter for timely reports on conferences Report on ten most popular articles published in the IEEE Sensors Journal viewed on line based on PDF views through IEEE Xplore We could also include the most frequently viewed articles from the latest IEEE SENSORS 200 X proceedings. Editor v v v 5/12/2005 M. Nurul Abedin, Ph. D. Passive Sensor Systems Branch NASA Langley Research Center

Reserves u u u Initially 26 Societies contributed $2 K each = $52 k in 1999 TAB loan of $100 K in 2000 2002 paid back $100 K TAB loan Reserves currently at $284 K Projected 2005 yr-end reserves = $430 K 5/12/2005

Plans u. Begin fostering joint activities v. Participate in Earth Observation Summit v. Develop Web-based tutorials v. Initiate joint workshops dealing with interface activities v. Inaugurate joint Distinguished Lecturer programs 5/12/2005

Issues u. Journal Budget v. Increased publishing costs in 2004 v. Voluntary page charges increased in 2006 budget u. Increased infrastructure allocations 5/12/2005

New 2006 Sensors Journal Pricing Print -- $590 u Online -- $590 u Combo -- $720 u 5/12/2005

Fin. Com Questions u. In what year is your S/C expecting to achieve breakeven or better, and what specific actions are you taking to do this? 2004 was positive. v. Actually 2003 was positive. +136. 9 k t. Hotel attrition for 2003 paid in 2004 v 5/12/2005

Fin. Com’s Questions (Reserves) u What actions are you taking to increase the revenue line while decreasing the expense line? v Reserves > 50% of expenses v Adjusted Journal costs / pricing v Budgeting conferences for 30% profit to ensure surplus (vs. IEEE recommended 20%) u Positive Actions have been put in place; Sensors Council is OK! 5/12/2005

Fin. Com Questions (Business Plan) u We would also like to hear other elements of your business plan, such as: v Do your dues and member sub prices meet the incremental costs of membership and optional publications? Yes v Are conference fees high enough with respect to your competitors? Yes v Are expenses under control? Yes 5/12/2005

Summary u. Actual or budget operating accounts positive to date u. Reserves are growing u. Corrected Conference and Journal problems u. Initiating new, joint activities 5/12/2005

Summary – cont’d. u. Sensors Council has a Strategic Plan u. Sensors Council has a projected and sustainable growing reserves u. Sensors Council has addressed all areas of financial concerns u. Sensors Council should be removed from the watch list 5/12/2005