AdCom Minutes, Denver, CO, USA, April 11, 2015 Ultrasonics, Ferroelectrics, and Frequency Control Society (UFFC-S)

IEEE (Institute of Electrical and Electronics Engineers) 1.

UFFC-Society AdCom Meeting Minutes of April 11, 2015

[Approved on October 25, 2015]

[Note: Attachments referred in the minutes are accessible only by AdCom members and its Representatives on the AdCom website.]

Table of Contents 1. LIST OF MOTIONS AND VOTED ITEMS, THEIR FINANCIAL IMPACT, ACTIONS NEEDED, AND TIME LINES .................................................................................................................................................................... 3 1.1. MOTIONS AND ITEMS VOTED VIA EMAILS ...................................................................................................... 3 1.2. MOTIONS AND ITEMS VOTED DURING THE CURRENT MEETING ...................................................................... 4 2. ATTENDANCE............................................................................................................................................. 8 2.1. ADCOM COMPOSITION................................................................................................................................ 8 2.2. VOTING ADCOM MEMBERS ACCORDING TO THE BYLAWS ............................................................................. 8 2.3. NON-VOTING ADCOM MEMBERS ACCORDING TO THE BYLAWS ..................................................................... 9 2.4. OTHERS................................................................................................................................................... 12 3. CALL TO ORDER ...................................................................................................................................... 13 4. PRESIDENT’S REPORT............................................................................................................................ 13 4.1. UPDATES SINCE LAST ADCOM MEETING.................................................................................................... 13 4.2. SUMMARY OF EMAIL DISCUSSIONS ............................................................................................................ 17 4.3. UPDATED PHOTOS OF ADCOM AND REPRESENTATIVES .............................................................................. 18 5. APPROVAL OF MINUTES ........................................................................................................................ 18 6. SECRETARY’S REPORT.......................................................................................................................... 18 7. STANDING COMMITTEE REPORT – FINANCE...................................................................................... 20 7.1. FINANCE COMMITTEE MEETING OVERVIEW ................................................................................................ 20 8. STANDING COMMITTEE REPORT – ULTRASONICS............................................................................ 20 8.1. CHAIR REPORT......................................................................................................................................... 20 8.2. ULTRASONICS OPERATIONS MANUAL......................................................................................................... 21 8.3. POLICY FOR SELECTION OF RAYLEIGH AWARDS ......................................................................................... 21 9. STANDING COMMITTEE REPORT – FERROELECTRICS..................................................................... 21 9.1. CHAIR REPORT......................................................................................................................................... 21 9.2. IMPLEMENTATION OF THE STRATEGIC PLAN ............................................................................................... 21 10. STANDING COMMITTEE REPORT – FREQUENCY CONTROL ........................................................ 22 10.1. CHAIR REPORT......................................................................................................................................... 22 10.2. 2016 IFCS BUDGET ................................................................................................................................. 22

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10.3. 2017 IFCS VENUE AND GENERAL CHAIRS................................................................................................. 22 10.4. IFCS PROCEEDINGS POLICY..................................................................................................................... 22 11. STANDING COMMITTEE REPORT – SYMPOSIA............................................................................... 23 12. STANDING COMMITTEE REPORT – PUBLICATIONS....................................................................... 23 12.1. CHAIR REPORT......................................................................................................................................... 23 12.2. TRANSACTIONS ........................................................................................................................................ 23 12.3. DISCUSSION FOR PUBLICATION BY FASS VERSUS IEEE............................................................................. 23 12.4. NEWSLETTER ........................................................................................................................................... 24 12.5. UFFC-S WEBSITE.................................................................................................................................... 24 13. STANDING COMMITTEE REPORT – AWARDS ................................................................................. 24 13.1. REPORT FROM THE CHAIR......................................................................................................................... 24 13.2. DISTINGUISHED LECTURERS...................................................................................................................... 24 14. STANDING COMMITTEE REPORT – FELLOWS................................................................................ 25 15. STANDING COMMITTEE REPORT – HISTORY.................................................................................. 25 16. STANDING COMMITTEE REPORT – MEMBER SERVICES .............................................................. 25 17. STANDING COMMITTEE REPORT – NOMINATIONS........................................................................ 25 18. STANDING COMMITTEE REPORT – STANDARDS........................................................................... 26 19. STANDING COMMITTEE REPORT – STRATEGIC PLANNING......................................................... 26 20. AD HOC COMMITTEE REPORT – WOMEN IN ENGINEERING (WIE)............................................... 27 21. AD HOC COMMITTEE REPORT – EDUCATION................................................................................. 28 22. AD HOC COMMITTEE REPORT – CHAPTERS .................................................................................. 28 23. AD HOC COMMITTEE REPORT – PUBLICITY ................................................................................... 28 24. STUDENT REPRESENTATIVES’ REPORT ......................................................................................... 29 25. UFFC-S REPRESENTATIVE REPORT – IEEE TRANSACTIONS ON MEDICAL IMAGING (TMI).... 29 26. UFFC-S REPRESENTATIVE REPORT – IEEE JOURNAL OF LIGHTWAVE TECHNOLOGY (JLT) 29 27. UFFC-S REPRESENTATIVE REPORT – IEEE SENSORS COUNCIL................................................ 29 28. UFFC-S REPRESENTATIVE REPORT – IEEE SUPERCONDUCTIVITY COUNCIL.......................... 29 29. UFFC-S REPRESENTATIVE REPORT – IEEE BIOMETRIC COUNCIL ............................................. 29 30. UFFC-S REPRESENTATIVE REPORT – IEEE NANOTECHNOLOGY COUNCIL ............................. 29 31. UFFC-S REPRESENTATIVE REPORT – IEEE REGION 8.................................................................. 30 32. UFFC-S REPRESENTATIVE REPORT – 2014 SPAWDA CONFERENCE IN CHINA........................ 30 33. IEEE RFID TECHNICAL COMMITTEE ................................................................................................. 30 34. OLD / NEW BUSINESSES .................................................................................................................... 30 35. ADJOURN.............................................................................................................................................. 33

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1. List of Motions and Voted Items, Their Financial Impact, Actions Needed, and Time Lines

The motions and voted items listed in this section are copied from other sections of the minutes for convenience. Their contexts and details such as who made and seconded the motions are given in relevant sections.

1.1. Motions and Items Voted via Emails Note: According to the email voting procedure prescribed in Section 6.2.5 of the UFFC-S Constitution, an affirmative vote of a majority of all the voting members is required to approve a motion or an action item. In 2015 UFFC-S AdCom, there are 24 voting members, and among them, 12 are Elected AdCom Members. Thus, if a motion or an action item is required to be approved by the AdCom via email, at least 13 affirmative votes are required. Otherwise, if a motion or an action item is required to be approved by Elected AdCom members, at least 7 affirmative votes are needed.

Email MOTION #1: To approve Dr. Susan Trolier-McKinstry to receive the UFFC-S Distinguished Lecturer Award [see attachment] Resolution: The motion was Approved (Vote: 18 favor, 0 opposed, 0 abstain). Financial impact: None

Email MOTION #2: UFFC-S becomes a member society of the IEEE RFID Council [see attachment] Resolution: The motion was Approved (Vote: 19 favor, 0 opposed, 0 abstain). Financial impact: $5,000 per year for at least 3 years, starting 2015

Email MOTION #3: To approve Washington D.C. as the venue of the 2017 IEEE IUS and Dr. Keith Wear as the General Chair [see attachment] Resolution: The motion was Approved (Vote: 19 favor, 0 opposed, 0 abstain). Financial impact: None

Email RATIFICATION OF APPOINTMENT(S) #1: To ratify the 2015 appointments of UFFC-S Officers and Committee Chairs by President Jian-yu Lu [see attachment] Resolution: The appointments was Approved (Vote: 8 favor, 0 opposed, 0 abstain). Financial impact: None

Email RATIFICATION OF APPOINTMENT(S) #2: To ratify the appointment of Dr. Peter Lewin as the EIC-Elect of IEEE TUFFC by President Jian-yu Lu [see attachment] Resolution: The appointment was Approved (Vote: 22 favor, 0 opposed, 0 abstain). Financial impact: None

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1.2. Motions and Items Voted during the Current Meeting Note: For motions that have a financial impact and require processing a payment, please contact the UFFC-S Treasurer, Dr. Dan Stevens, to initiate the payment process.

MOTION #1: By next meeting in October, AdCom should have a clearly defined policy for distributing mass emails. Responsibility should be transferred to Jennifer/Admin by the end of the year. Resolution: This motion was amended below by Motion #2. Financial Impact: None.

MOTION #2: AdCom establish an Ad Hoc committee to develop a set of guidelines for how emails should be disseminated. These guidelines be presented to AdCom in its October 2015 meeting. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: None. Action and Timeline: Establish an Ad Hoc committee and develop guidelines by next AdCom meeting on October 25, 2015.

MOTION #3: To approve September 3, 2014 AdCom meeting minutes. Resolution: The motion was Approved (Vote: All in favor, 0 opposed or abstain). Financial Impact: None.

MOTION #4: To approve the 2016 IFCS Symposium budget. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: Actual impact is to be determined after the conference.

MOTION #5: To approve the 2017 IFCS Symposium venue as Besancon and Lute Maleki (IFCS) and Bernard Dulmet (EFTF) as General Co-Chairs. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: None.

MOTION #6: To approve the IFCS Proceedings Policy [see attachment, P.23]. Resolution: The motion was Approved (Vote: 19 in favor, 1 opposed or abstain). Financial Impact: To be determined.

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MOTION #7: To remove Correspondence as a format from Transactions. Resolution: The motion was Approved (Vote: 21 in favor, 0 opposed or abstain). Financial Impact: None. Action and Timeline: The Publications Committee should implement the request as soon as possible.

MOTION #8: To return to IEEE to publish Transactions. Resolution: The motion was Approved (Vote: 19 in favor, 0 opposed or abstain). Financial Impact: FASS quote was $219,900 for 2016 and IEEE quote was $238,456. Action and Timeline: The Publications Committee should complete the transition before the end of 2015.

MOTION #9: To transition the Newsletter to be web based. Resolution: The motion was Approved (Vote: 18 in favor, 1 opposed or abstain). Financial Impact: Save about $14,000 Newsletters publication cost but adds a cost for maintaining the news column on UFFC-S web. Action and Timeline: The Publications Committee should establish the web infrastructure and complete the transition to web-based Newsletters as soon as possible but not later than the next AdCom meeting in October 2015.

MOTION #10: To approve the next Distinguished Lecturer by email vote. Resolution: The motion was Approved (Vote: 18 in favor, 1 opposed or abstain). Financial Impact: None. Action and Timeline: The Awards Committee should produce candidates of 2016 Distinguished Lecturers for AdCom approval via email before next AdCom meeting on October 25, 2015.

MOTION #11: To approve the slate of nominees of Elected AdCom Members as presented. Resolution: The motion was Approved (Vote: 18 in favor, 0 opposed or abstain). Financial Impact: None.

MOTION #12: Student members would receive mugs for free and members can opt to purchase mug during membership renewal. Resolution: The motion was Approved (Vote: 15 in favor, 3 opposed or abstain). Financial Impact: 200 UFFC-S students x about $15 per mug including domestic and international shipping = $3,000. Action and Timeline: The UFFC-S Strategic Planning Committee (including the proposer of the motion, Dr. Jan Kuypers) should organize to implement the idea before the 2016 IEEE

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membership renewal cycle with the help of the UFFC-S Member Services Committee, UFFC-S Secretary, UFFC-S Treasurer, UFFC-S Administrator, and IEEE. The implementation includes mug design (may change each year), finding vendors, price negotiation, setting up IEEE UFFC-S membership renewal system, and logistics for storing and shipping the mugs according to IEEE membership database, etc.

MOTION #13: To organize an Industry networking event (job fair) in 2016 IEEE IUS. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: To be determined. Action and Timeline: The 2016 IEEE IUS General Chair, Dr. Ayache Bouakaz, should ensure the event to take place during the conference.

MOTION #14: To approve $200 for honorarium for speakers at WIE events. Resolution: The motion was Withdrawn. Financial Impact: Estimated about $600 per year. Action and Timeline: This motion is related to Motion #20 below.

MOTION #15: To approve allowing active Student Branch Chapters to submit a detailed budget request for funds needed for Chapter activities (if beyond $500) to Chapters Chair for approval. Resolution: The motion was Withdrawn. Financial Impact: This motion was withdrawn based on an assumption that $10,000 had been budgeted for 2015 and beyond for Chapters but investigating this after the meeting, it was not. To support establishing new Chapters and Chapters activities, an amount of $10,000 should be budgeted for 2016 and thus there would be a financial impact of $10,000 in 2016. Action and Timeline: $10,000 should be budgeted as a new initiative for 2016. Student Branch Chapters can request additional funds through the Chapters Chair within the allotted $10,000 Chapter’s budget. (Background: A new initiative to provide $10,000 for establishing 20 Student Branch Chapters was submitted in 2013 and was approved by IEEE and the money was available in 2014 for one year period. However, for 2015 and beyond, this amount was not budgeted.)

MOTION #16: To approve a 10% financial co-sponsorship for 2015 IEEE WiSEE. Resolution: The motion was Withdrawn. Financial Impact: UFFC-S needs to pay $1,000 seed money. In 2014, WISEE returned the seed money with a small surplus. Action and Timeline: Jackie Hines will get more budget information and circulate via email.

MOTION #17: A nominator can nominate only one person per year for any given award. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain).

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Financial Impact: None.

MOTION #18: To donate $5,000 to IEEE History Center. Resolution: The motion was Approved (Vote: 21 in favor, 0 opposed or abstain). Financial Impact: $5,000. Action and Timeline: Dr. John Vig should contact the UFFC-S Vice President for Finance, Dr. Mark Schafer, to put the amount of $5,000 into the 2016 budget and then the UFFC-S treasurer, Dr. Dan Stevens, will handle the payment in 2016. (Note: Since this motion did not indicate the year that the money should be donated, Dr. John Vig has already donated the money in 2015. Also, the amount of $5,000 has already been included in the 2016 budget. Thus, the UFFC-S may also donate the same amount in 2016.)

MOTION #19: To donate $5,000 to join with IEEE Photonics Society to help eliminate kerosene lamps in African villages and donate 1,000 lamps. Resolution: The motion was Defeated (Vote: 6 in favor, 9 opposed, and 4 abstain). Financial Impact: $5,000. Action and Timeline: Dr. Jackie Hines to chair an Ad Hoc committee in finding a charitable organization for UFFC-S to support and report to AdCom in its meeting on October 25, 2015.

MOTION #20: To approve $5,000 to WIE for non-conference events. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: $5,000. Action and Timeline: The UFFC-S WIE Committee should contact the UFFC-S Vice President for Finance, Dr. Mark Schafer, to put the $5,000 into the budget of 2016. (This motion is related to Motion #14 above.) Lori Bridal will present a budget via email to AdCom so that it can be added into the 2016 budget over the summer, 2015.

MOTION #21: To have all conferences have a Finance Co-Chair from the Finance Committee. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: None. Action and Timeline: The UFFC-S Symposia Committee should implement the approved motion for all UFFC-S annual symposia as soon as feasible.

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2. Attendance

2.1. AdCom Composition The AdCom composition is defined in Section 3.1 of the UFFC-S Bylaws at http://www.ieee-uffc.org/main/governance-bylaws.asp . In 2015, AdCom consists of 24 Voting Members and a number of Non-Voting Members in 9 categories.

2.2. Voting AdCom Members According to the Bylaws

# Attendance Voting AdCom Members of UFFC-S AdCom (22 out of 24 physically attended the meeting –Required Quorum Met. 0 out of 24 attended the meeting via WebEx.)

Position

12 Society Officers:

1 Present Jian-yu Lu President

2 Present Clark T.-C. Nguyen President-Elect

3 Present Jacqueline H. Hines Jr. Past President

4 Present R. Michael Garvey Sr. Past President

5 Present Jafar Saniie VP for Ultrasonics

6 ABSENT Dragan Damjanovic VP for Ferroelectrics

7 Present Michael Driscoll VP for Frequency Control

8 Present Clemens Ruppel VP for Symposia

9 Present Mark Schafer VP for Finance

10 Present John Vig VP for Publications

11 Present Debra Coler Secretary

12 Present Dan Stevens Treasurer

12 Elected AdCom Members:

13 Present James Miller Elected AdCom 2013-2015

14 ABSENT Paul Muralt Elected AdCom 2013-2015

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15 Present Matteo Rinaldi Elected AdCom 2013-2015

16 Present Xiaoli Tan Elected AdCom 2013-2015

17 Present Jan Henrik Kuypers Elected AdCom 2014-2016

18 Present Ronald G. Polcawich Elected AdCom 2014-2016

19 Present Kurt Gibble Elected AdCom 2014-2016

20 Present Ken-Ya Hashimoto Elected AdCom 2014-2016

21 Present Yook-Kong Yong Elected AdCom 2015-2017

22 Present Geoff Brennecka Elected AdCom 2015-2017

23 Present Elizabeth Donley Elected AdCom 2015-2017

24 Present Jeremy K. A. Everard Elected AdCom 2015-2017

2.3. Non-Voting AdCom Members According to the Bylaws

# Attendance Non-Voting AdCom Members (16 out of 28 physically attended the meeting, and 2 out 28 attended the meeting via WebEx)

Position

13 Standing Committee Chairs: (including 8 who hold multiple positions - Grayed)

Jafar Saniie Ultrasonics

Dragan Damjanovic Ferroelectrics

Michael Driscoll Frequency Control

Clemens Ruppel Symposia

Mark Schafer Finance

John Vig Publications

25 Present Jan Brown Awards

26 Via WebEx Susan Trolier-McKinstry Fellows

27 ABSENT Glen R. Fox History

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28 Via WebEx Nikolai Kozlovski Member Services

Jacqueline H. Hines Nominations

29 Present Zuo-Guang Ye Standards

R. Michael Garvey Strategic Planning

4 AdHoc Committee Chairs:

30 Present Lori Bridal Women-in-Engineering

31 Present Gangbing Song Education

32 Present Qifa Zhou Chapters

33 ABSENT Zhen Xu Publicity

4 EICs: (including 1 who holds multiple positions - Grayed)

34 Present Steven Freear Editor-in-Chief of TUFFC

35 Present Peter Lewin EIC-Elect of TUFFC

R. Michael Garvey Editor-in-Chief of Newsletter

36 Present Sidney Lang Editor-in-Chief of Web

5 AdCom Emeriti: (including 2 who hold multiple positions - Grayed)

John Vig

Jan Brown

37 Present Donald Malocha

38 ABSENT Fred Hickernell

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39 Present Herman van de Vaart

6 AdCom Student Representatives:

40 Present Anton Shkel Sr. Rep for Ultrasonics

41 ABSENT Xuan Cheng Sr. Rep for Ferroelectrics

42 Present Jian Yao Sr. Rep for Frequency Control

43 Present Anurupa Shaw Jr. Rep for Ultrasonics

44 Present Elaheh Taghaddos Jr. Rep for Ferroelectrics

45 Present Duo Pan Jr. Rep for Frequency Control

9 Symposium General Chairs: (including 2 who hold multiple positions - Grayed)

Jafar Saniie 2014 IEEE IUS

46 ABSENT Pai-Chi Li 2015 IEEE IUS

47 ABSENT Ayache Bouakaz 2016 IEEE IUS

Susan Trolier-McKinstry 2014 IEEE ISAF

48 ABSENT Kui Yao 2015 IEEE ISAF

49 ABSENT Jürgen Röedel 2016 IEEE ISAF

50 ABSENT Wan-Thai Hsu 2014 IEEE IFCS

51 Present Gregory Weaver 2015 IEEE IFCS

52 ABSENT Lute Maleki 2016 IEEE IFCS

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2.4. Others

# Attendance Others (7 physically attended the meeting, in addition, 1 attended the meeting via WebEx)

Position

14 UFFC-S Representatives: (including 5 who hold multiple positions - Grayed)

53 ABSENT Kai Thomenius IEEE Transactions on Medical Imaging

54 ABSENT Rajesh Panda IEEE Transactions on Medical Imaging

55 ABSENT John N. Lee IEEE Journal of Lightwave Technology

56 ABSENT Xueding Wang IEEE Journal of Lightwave Technology

57 Via WebEx Venkat R. Bhethanabotla IEEE Sensors Council

58 ABSENT Moises Levy IEEE Superconductivity Council

59 Present Manfred Weihnacht IEEE Biometrics Council

60 Present Xiaoning Jiang IEEE Nanotechnology Council

61 Present James B. Spicer IEEE Nanotechnology Council

Gangbing Song Liaison to IEEE EAB

Lori Bridal Liaison to IEEE WIE

Dragan Damjanovic IEEE Region 8

Yook-Kong Yong 2015 SPAWDA Conference

Don Malocha IEEE RFID Technical Committee

1 Student Advisor:

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62 Attend Joel B. Harley Student Advisor

1 Awards Committee Vice Chair (for Distinguished Lecturers):

63 Present Bernard Tittmann Awards Vice Chair

1 In Place of VP for Ferroelectrics:

64 Present Ahmad Safari Substitute of VP for Ferroelectrics for this meeting

1 UFFC-S Administrator:

65 Present Jennifer Roland UFFC-S Administrator

Note: 22 Voting AdCom Members were present for the meeting’s business. A total of 3 people in the attendance tables above participated in the meeting remotely via WebEx.

3. Call to Order

The Administrative Committee (AdCom) meeting of the Ultrasonics, Ferroelectrics, and Frequency Control Society (UFFC-S) was called to order at 8:30 a.m. on April 11, 2015, by Dr. Jian-yu Lu, the President of the UFFC-S. The meeting was held in Denver, Colorado in conjunction with the 2015 Joint Conference of the IEEE International Frequency Control Symposium & European Frequency and Time Forum.

4. President’s Report

4.1. Updates Since Last AdCom Meeting President Jian-yu Lu presented updates to UFFC-S since the last AdCom meeting held on September 3, 2014 in Chicago in his President’s report [see attachment]

1. IEEE TAB Hall of Honors:

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a. The UFFC-S Vice President for Publications, Dr. John Vig, has been inducted into the Hall of Honor of IEEE TAB “For improving operations and processes of the IEEE Technical Activities Board.”

2. Additional Distinguished Lecturer selected [see attachment]: a. Dr. Susan Trolier-McKinstry, who is in the Ferroelectrics area, received this award in

2015. 3. Selected an Editor-in-Chief-Elect (EIC-Elect) of IEEE TUFFC [see attachment]:

a. According to the UFFC-S Bylaws, a new position, EIC-Elect of IEEE TUFFC, has been created. Dr. Peter Lewin from Drexel University has been appointed and then approved by AdCom to be the first EIC-Elect of TUFFC.

4. 5-Year Review of TUFFC [see attachment]: a. Conducted on June 19, 2014 in New Brunswick, New Jersey, by the IEEE TAB

Periodicals Review and Advisory Committee (PRAC). b. Participants from the UFFC-S: Jian-yu Lu – President; John Vig – VP for Publications;

and Steve Freear – Editor-in-Chief of TUFFC. c. Preliminary Result: Successful (waiting for final approval from IEEE TAB in June

2015). The PRAC comment: “This is a very healthy publication with an excellent track record.”

5. 5-Year Review of the UFFC Society [see attachment]: a. Conducted on November 20, 2014 in New Brunswick, New Jersey, by the IEEE TAB

Society Review Committee (SRC). b. Participants from the UFFC-S: Jian-yu Lu – President; Clark T.-C. Nguyen –

President-Elect; and John Vig – VP for Publications. c. Preliminary Result: The SRC is satisfied with the UFFC-S Report. We are waiting for

comments from SRC. 6. New Publicity Video:

a. Dr. Sidney Lang, UFFC-S Web Editor-in-Chief, is working on a new UFFC-S publicity video to give a more vivid introduction to UFFC-S.

7. UFFC-S became a Member of the IEEE RFID Technical Committee [see attachment]: a. Payment of $5,000 per year for at least 3 years have been committed to support the

IEEE Radio Frequency Identification (RFID) Technical Committee (TC) starting 2015 b. Dr. Don Malocha has been appointed as the UFFC-S representative to RFID-TC

8. A new Student Branch Chapter was formed in the University of Houston by UFFC-S Education Chair, Dr. Gangbing Song, and his team

9. Dr. Qifa Zhou, UFFC-S Chapters Chair, is forming a UFFC-S Student Branch Chapter at the University of Southern California (USC) in the Metropolitan Los Angeles Section with his team. A petition has been sent to IEEE for final approval. Other UFFC-S Chapters under development or consideration:

a. Qifa is working with a group of people to set up the following Chapters: (1) Singapore UFFC Chapter (venue of 2015 IEEE ISAF); (2) Xian UFFC Chapter in China (with Dr. Wei Ren, wren@mail.xjtu.edu.cn); (3) Shenzhen UFFC Chapter in China (with Dr.

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Hairong Zheng hr.zheng@siat.ac.cn); (4) Taiwan UFFC Chapter (venue of 2014 IEEE IFCS and 2015 IEEE IUS);

b. A Student Branch Chapter in EPFL, Switzerland (a big group) is being set up by a student of Dr. Dragan Damjanovic

c. Dr. Ji Wang (wangji@nbu.edu.cn) is working with Qifa to setup a UFFC-S Shanghai Chapter in China

10. MailChimp is now used for mass emails of UFFC-S Announcements. MailChimp allows UFFC-S to get some feedbacks on the effectiveness of email delivery. However, there are some issues with current UFFC-S email databases:

a. The current UFFC-S email databases (a total of tens of thousands of entries) only have a list of emails without even names associated with the email addresses. This may cause problems for us to understand the databases and to separate the databases for targeted audiences. Without the ability to tailor the email list for targeted audiences, there is a danger to spam people with uninterested contents. This in turn, may reduce the effectiveness of our communications with people on information that they may be interested in since many in the audiences may opt-out to receive any information from UFFC-S in the future with a simple click of “Spam” button in email clients such as Gmail if they feel they are spammed or overloaded with too many UFFC-S emails.

b. A challenge exists to establish and maintain (periodically update) databases of more details for targeted audiences such as students, three UFFC-S Standing Committees, awards announcements, and surveys on UFFC-S matters, etc.

The following motion came from Jackie Hines and was seconded by James Miller:

MOTION #1: By next meeting in October, AdCom should have a clearly defined policy for distributing mass emails. Responsibility should be transferred to Jennifer/Admin by the end of the year. Resolution: This motion was amended below by Motion #2. Financial Impact: None.

The following amendment was made to Motion #1 above and came from Jackie Hines and was seconded by James Miller:

MOTION #2: AdCom establish an Ad Hoc committee to develop a set of guidelines for how emails should be disseminated. These guidelines be presented to AdCom in its October 2015 meeting. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: None. Action and Timeline: Establish an Ad Hoc committee and develop guidelines by next AdCom meeting on October 25, 2015.

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11. UFFC-S website has been updated with information related to 2015 administration and committees

12. Single-Sign-On (SSO) Project for UFFC-S Website is complete and now IEEE username and password are used to login to access restricted contents for UFFC-S members.

13. Jian-yu presented a snapshot of the UFFC membership of March 25, 2015 to get an idea about the composition of the UFFC-S membership.

14. Jian-yu shows that the total increase of 2015 budget over 2014 could be about $111,000 due to motions passed during the two 2014 AdCom meetings, email voting before the April 11, 2015 AdCom meeting, and others:

a. History committee: $25,000 (one-year project) b. UFFC-S Video: $6,000 (one-year project) c. Increase the number of Distinguished Lecturers from one to two: $15,000 or $18,000

(from $15k or $18k, to $30k or $36k) d. Email harvesting: $6,000 (total for U, F, and FC annually) e. Presidential discretion fund increase: $10,000 (from $20k to $30k) f. Student travel support: $35,000 (from $75k to $110k) g. Student activities (a small amount <$1,000 annually) h. Educational webinars $5,000 (one year project) (AdCom consensus) i. To be a sponsor of the IEEE RFID-TC in Email Motion #2 at the beginning of the

minutes: $5,000 (annual fee with a commitment of at least 3 years) 15. Jian-yu did an analysis of 2013 UFFC-S budget that is now actual (actual incomes and

expenses) to help clarifying some misconceptions that IEEE should not request a surplus of 20% in its conference budgets since IEEE is a non-profit organization:

a. Conference surplus alone ($233.6 or 19.7% over conference expenses) covers < ½ of IEEE ($254.6) and UFFC-S ($216.1) overheads (total of $470.6) to sustain IEEE and UFFC-S daily operations. UFFC-S relies heavily on publications ($433.8, but this may be challenged by Open Access) and volatile investment income ($489.6, but could be negative in some years).

16. IEEE Update: IEEE TAB has passed a motion on February 6, 2015 to reduce the growth of IEEE overhead to lighten the burdens of IEEE Societies and other Organization Unites:

a. IEEE TAB vote (54 yes, 1 abstain, and 0 no) to request the IEEE Board of Governors to take action: “Whereas IEEE expenses continue to exceed its earned revenue; and Whereas IEEE's overhead expenses have grown faster than its revenue over the past five years; Therefore, be it resolved that the indirect expenses* that are subtracted from gross Packaged Products revenue before distribution to major Organizational Units shall be, and are, hereby capped, in U.S. dollars, at 2015 budget levels.”

b. * TAB NOTE: “Indirect expenses” are comprised of Indirect Infrastructure (~30% rule) plus Indirect Packaged Products Expenses in the report.

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4.2. Summary of Email Discussions President Jian-yu Lu presented a summary of email discussions since last AdCom meeting held on September 3, 2014 in Chicago [see attachment]:

1. Proposing new projects or initiatives: Dr. John Vig suggested that initiatives' be followed by a brief business plan that includes:

a. what the pros and cons are b. how much it will cost, and c. most importantly, who will do it and by when

2. Procedures for selection of AdCom Emeritus members [see attachment] a. UFFC-S Awards Committee should be in charge of developing a procedure to select

AdCom emeritus members. b. The Awards Committee has been asked to handle this task, including:

i. determining the number of candidates ii. frequency of call for nominations iii. ranking of candidates, and iv. making recommendations to AdCom, etc.

3. Future of UFFC-S Newsletters: is it effective [see attachment]? a. Suggestion is to have news items on a dedicated column on the UFFC-S website. b. Current plan is to have the UFFC-S Administrator, Jennifer Roland, to collect

information for Newsletters from AdCom meeting attachments as well as from other sources

4. UFFC-S Summer School [see attachment]: a. IEEE Magnetics Society has a summer school since 2008 and IEEE Nanotechnology

Council has approved $40,000 for Summer School for 2015. b. One way to start is to have the Education Committee to evaluate the idea and, if the

Committee endorses the idea, come up with a detailed plan of implementation before IEEE 2016 budget deadline for AdCom approval.

5. Student Design Projects [see attachment]: a. The IEEE Microwave Theory and Technology Society (MTTS) has an active Student

Design Project (SDC) program. Many people think that a scaled-down version of IEEE MTTS SDC could be tried in our three annual conferences to educate and inspire the next generation of UFFC-S.

b. The discussion also has stimulated other ideas such as: i. Videotaping of world-class UFFC-S experts to preserve their knowledge for

education purpose ii. Fund attendance at education workshops or seminars iii. Provide UFFC-S Scholarships for both undergraduate and graduate students iv. Establish more IEEE UFFC-S Student Branch Chapters

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v. Enhance current tutorials by extending them to two days, and making a competition (similar to a test) based on issues in the tutorial lectures

vi. Get good topics for Student Design Projects would be a key for the success of the SDC idea

vii. Need to have both theory and design at the same time for successful SDC projects

6. Recording slides plus audios for UFFC-S conferences [see attachment]: c. Beneficial for UFFC-S to invest on such a project for the three UFFC-S annual

conferences to make our conferences more unique to win competitions among competing conferences.

d. UFFC-S Symposia Committee could be tasked by AdCom in the future to develop an implementation plan and execute the plan for all of UFFC-S annual conferences.

4.3. Updated Photos of AdCom and Representatives Updated 2015 photos of the 2015 AdCom members and UFFC-S representatives are available on the AdCom website [see attachment].

5. Approval of Minutes

The minutes of the AdCom meeting held on September 3, 2014 in Chicago, Illinois, USA, had been circulated for comment and updated. There were no further comments or objections. The minutes were presented for approval. The following motion came from Debra Coler, the UFFC-S Secretary:

MOTION #3: To approve September 3, 2014 AdCom meeting minutes. Resolution: The motion was Approved (Vote: All in favor, 0 opposed or abstain). Financial Impact: None.

This approved the minutes of the AdCom meeting of September 3, 2014.

6. Secretary’s Report

Debra Coler, the UFFC-S Secretary, reported that the following 5 action items were voted on electronically. They were all passed. [see attachment]: The following motion was from the UFFC-S Awards Committee:

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Email MOTION #1: To approve Dr. Susan Trolier-McKinstry to receive the UFFC-S Distinguished Lecturer Award Resolution: The motion was Approved (Vote: 18 favor, 0 opposed, 0 abstain). Financial impact: None

The following motion was made by John Vig and seconded by Jackie Hines:

Email MOTION #2: UFFC-S becomes a member society of the IEEE RFID Council Resolution: The motion was Approved (Vote: 19 favor, 0 opposed, 0 abstain). Financial impact: $5,000 per year for at least 3 years, starting 2015

The following motion was from the UFFC-S Ultrasonics Standing Committee:

Email MOTION #3: To approve Washington D.C. as the venue of the 2017 IEEE IUS and Dr. Keith Wear as the General Chair Resolution: The motion was Approved (Vote: 19 favor, 0 opposed, 0 abstain). Financial impact: None

The following ratifications of the Presidential appointments are based on the current UFFC-S Bylaws: “5.1 Standing Committees. … Standing Committee Chairs shall be appointed by the President and ratified by a majority of Elected AdCom Members. While the terms of office shall be one year, consecutive terms of office are not limited by these Bylaws” and “The UFFC-S President, with the review and approval of AdCom, shall appoint a Transactions EIC-Elect at least one year before the expiration of the last term of incumbent EIC based upon input from the Vice President for Publications, the incumbent EIC, and AdCom.”

Email RATIFICATION OF APPOINTMENT(S) #1: To ratify the 2015 appointments of UFFC-S Officers and Committee Chairs by President Jian-yu Lu Resolution: The appointments was Approved (Vote: 8 favor, 0 opposed, 0 abstain). Financial impact: None

Email RATIFICATION OF APPOINTMENT(S) #2: To ratify the appointment of Dr. Peter Lewin as the EIC-Elect of IEEE TUFFC by President Jian-yu Lu Resolution: The appointment was Approved (Vote: 22 favor, 0 opposed, 0 abstain). Financial impact: None

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7. Standing Committee Report – Finance

Mark Schafer, UFFC-S Vice President for Finance, presented the UFFC-S sources of income and expenses. He broke down the different categories of expenses and income from the IEEE financial reports. He presented the first round of the 2016 budget which is due in June, and presented “new” spending guidelines from IEEE [see attachment]:

1. We can spend 50% of our “operational” surplus. This would be 0.5 * $109,800 = $54,900. We can spend this during FY2015 but it will affect our total net surplus for this year.

2. We can budget 3% of our 2014 reserve balance. This would be 0.03 * $2,688,000 = $85,980. We can put into FY2016 budget for new initiatives but must go through IEEE approval.

7.1. Finance Committee Meeting Overview Mark also presented a brief overview of the Finance Committee meeting held the night before AdCom meeting and ideas on how to improve financial operations of the Society.

1. Update travel policy currently only $3,500 a year for AdCom members to travel to both meetings a year

2. Have more WebEx meetings 3. Develop a FAQ document about finances related operations 4. Develop training sessions for new AdCom members, Conference Chairs, and Conference

Finance Chairs 5. Every conference should have a Finance Co-Chair that is a member of the Finance

Committee 6. Standardized retired member and life member registration fees for conferences 7. Include 10% overhead in conference budgets. Instead of saying 20% surplus, change to

10% overhead and 10% surplus.

8. Standing Committee Report – Ultrasonics

8.1. Chair Report Jafar Saniie, UFFC-S Vice President for Ultrasonics, reported that the number of submitted abstracts of 2014 IEEE IUS is an All-time high, 20% higher compared to 2013 and 18% higher compared to 2015. He reported the net income of the 2014 IEEE IUS was 33.9% [see attachment]. He gave a brief overview of the upcoming IEEE IUS conferences:

2015, Li Pai-Chi, Taipei, Taiwan [see attachment] 2016, Bouakaz Ayache, Tours, France [see attachment] 2017, Keith Wear, Washington DC, USA [see attachment] 2018, Ken-ya Hashimoto and Clemens Ruppel, Japan [see attachment] 2019, Sandy Cochran, Glasgow, Scotland, U.K. [see attachment]

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8.2. Ultrasonics Operations Manual Jafar also presented the mission of the Operations Manual of the Ultrasonics Standing Committee (UltraCom): This manual has been developed as a guide for the operations and policies of UltraCom to support the mission and goals of the UFFC Society. The first version was approved by UltraCom at its meeting on 10/10/2010, and version 2.0 was approved on 3/13/2015. [see attachment]

8.3. Policy for Selection of Rayleigh Awards In addition, Jafar has reported that the policy for selection of Rayleigh Awards of the Ultrasonics Standing Committee has been developed. [see attachment]

9. Standing Committee Report – Ferroelectrics

9.1. Chair Report Ahmad Safari presented a report on behalf of Dragan Damjanovic, UFFC-S Vice President for Ferroelectrics. He presented locations of future meetings: [see attachment]

2015 Singapore (Kui Yao) [see attachment] 2016 Darmstadt (Kyle Weber, Jürgen Rödel) 2017 Atlanta with PFM (Nazanin Bassiri Gharb) 2018 Hiroshima with AMF, AMEC, FMA in Japan (Takaaki Tsurumi) 2019 Lausanne with EMF and PFM (Paul Muralt)

9.2. Implementation of the Strategic Plan Ahmad also presented the progresses of implementing Ferroelectrics Strategic Plan: [see attachment]

1. Selected second Distinguished Lecturer: Susan Trolier-McKinstry starts in July 2015 2. The number of representatives from FE community has been increased in UFFC-S AdCom.

For example, Dr. Susan Trolier-McKinstry has been appointed as the UFFC-S Fellows Committee Chair and Dr. Qifa Zhou has been appointed as the UFFC-S Chapters Chair.

3. Robert E Newnham Award: description of the award has been discussed and will be decided at the next Ferroelectrics Standing Committee meeting in Singapore.

4. Increase interest in Ferroelectrics activities of UFFC-S and its symposia in the wider community

5. Seeking Graduate Student awards with a larger monetary remuneration (such as 3 x $1,000 awards)

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10. Standing Committee Report – Frequency Control

10.1. Chair Report Mike Driscoll, UFFC-S Vice President for Frequency Control, reported the following: [see attachment]

10.2. 2016 IFCS Budget Mike Driscoll presented the 2016 IFCS budget for AdCom approval on behalf of the Frequency Control Standing Committee. [see attachment]

MOTION #4: To approve the 2016 IFCS Symposium budget. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: Actual impact is to be determined after the conference.

10.3. 2017 IFCS Venue and General Chairs Mike Driscoll also presented the location of Besancon and Lute Maleki (IFCS) and Bernard Dulmet (EFTF) as General Co-Chairs of the 2017 IFCS. Conference is expected to be held on June 19-24, 2017. The following motion came from the Frequency Standing Committee:

MOTION #5: To approve the 2017 IFCS Symposium venue as Besancon and Lute Maleki (IFCS) and Bernard Dulmet (EFTF) as General Co-Chairs. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: None.

10.4. IFCS Proceedings Policy Mike Driscoll presented IFCS Proceedings policy developed by a subcommittee chaired by Andrew Ludlow. Mike Garvey called to vote on the IFCS Proceedings Policy. The following motion came from the Frequency Standing Committee:

MOTION #6: To approve the IFCS Proceedings Policy [see attachment, P.23]. Resolution: The motion was Approved (Vote: 19 in favor, 1 opposed or abstain). Financial Impact: To be determined.

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11. Standing Committee Report – Symposia

Clemens Ruppel, UFFC-S Vice President for Symposia, reported that discussion with IEEE MTTS on Technical Co-Sponsoring of a symposium organized by IEEE UFFC-S is still under discussions. [see attachment]

12. Standing Committee Report – Publications

12.1. Chair Report John Vig, UFFC-S Vice President for Publications, presented the following report. John reported that soon people will be able to download multiple PDF files at once from IEEE Xplore. [see attachment]

12.2. Transactions Steven Freear, the Editor-in-Chief of IEEE TUFFC, reported that average day from submission of a journal to a final decision is down from 80 days in 2013 to 55 days. He presented timeline for Conference Special Issues: Conference Chair should seek EIC approval 1 month prior to the conference; the submission deadline is 2 months after conference closes; and the Special Issues will be published within 6 months of the conference close. The Technical Special Issues of this year are the 50th anniversary of the Allan Variance which will be published on May 31st, Quantitative Ultrasound-Based Tissue Characterization will be published on June 30th, and Ultrasound Flow Measurement and Imaging will be published on December 15th. [see attachment] Steven Freear presented a discussion of removing the Correspondence format from IEEE TUFFC. A number of other IEEE Journals have removed the Correspondence format. The format is poorly understood and usually account only for 10-15% papers of the journal. The following motion came from John Vig and seconded by Jackie Hines:

MOTION #7: To remove Correspondence as a format from Transactions. Resolution: The motion was Approved (Vote: 21 in favor, 0 opposed or abstain). Financial Impact: None. Action and Timeline: The Publications Committee should implement the request as soon as possible.

12.3. Discussion for Publication by FASS versus IEEE Steven Freear, the Editor-in-Chief of IEEE TUFFC, led a discussion on publishing TUFFC with IEEE or FASS. [see attachment] The following motion came from Publications Committee:

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MOTION #8: To return to IEEE to publish Transactions. Resolution: The motion was Approved (Vote: 19 in favor, 0 opposed or abstain). Financial Impact: FASS quote was $219,900 for 2016 and IEEE quote was $238,456. Action and Timeline: The Publications Committee should complete the transition before the end of 2015.

12.4. Newsletter Mike Garvey, the Newsletter Editor-in-Chief, reported on if UFFC-S should continue to publish a newsletter and, if so, in what format. [see attachment] The following motion came from Jackie Hines and seconded by James Miller:

MOTION #9: To transition the Newsletter to be web based. Resolution: The motion was Approved (Vote: 18 in favor, 1 opposed or abstain). Financial Impact: Save about $14,000 Newsletters publication cost but adds a cost for maintaining the news column on UFFC-S web. Action and Timeline: The Publications Committee should establish the web infrastructure and complete the transition to web-based Newsletters as soon as possible but not later than the next AdCom meeting in October 2015.

12.5. UFFC-S Website Sidney Lang, the UFFC-S Web Editor-in-Chief, presented that two changes have been made to the UFFC-S website. The Student Page has been updated and a new Women-in-Engineering Page has been added. Sidney presented the current status of the UFFC-S video and reported that updates to the video will be made in the next version such as adding three-dimensional effects and changing some images. [see attachment]

13. Standing Committee Report – Awards

13.1. Report from the Chair There was no report from Jan Brown, Chair of the UFFC-S Awards Committee.

13.2. Distinguished Lecturers Bernie Tittmann presented that a second Distinguished Lecturer for 2015 was approved at the AdCom meeting in September 2014. This will mean that there will be 3 Distinguished Lecturers serving at any given time. Current list of Distinguished Lecturer: [see attachment]

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• Patrizia Travella July 2015 - Dec 2016, Frequency Control

• Susan Trolier-McKinstry Jan 2015 - June 2016, Ferroelectrics

• Roman Maev July 2014 - Dec 2015, Ultrasonics The following motion came from Mike Garvey and seconded by Mark Schafer for the 2016 Distinguished Lecturer:

MOTION #10: To approve the next Distinguished Lecturer by email vote. Resolution: The motion was Approved (Vote: 18 in favor, 1 opposed or abstain). Financial Impact: None. Action and Timeline: The Awards Committee should produce candidates of 2016 Distinguished Lecturers for AdCom approval via email before next AdCom meeting on October 25, 2015.

14. Standing Committee Report – Fellows

Susan Trolier-McKinstry, Chair of the UFFC-S Fellows Committee, presented a report via WebEx that the fellow’s evaluation process for this year’s class of potential fellows begins Monday, April 13. The UFFC-S Fellows Committee should complete their evaluation process in June. [see attachment]

15. Standing Committee Report – History

Sidney Lang presented the Oral History report and an interview video of Dr. Fukada who was born in 1922 in Japan. The report can be accessed on the History section of the UFFC website. [see attachment]

16. Standing Committee Report – Member Services

Nikolai Kozlovski, Chair of the UFFC-S Member Services, reported via WebEx that there was an increase in membership of 5.6%. He is currently working on Membership retention analysis specifically for UFFC-S, Membership grade conversion analysis, and Conference attendance break down (non-IEEE, IEEE but non-UFFC, UFFC, students, etc.) [see attachment]

17. Standing Committee Report – Nominations

Jackie Hines, as Junior Past President, is the Chair of the Nominations Committee; she presented a slate of nominations for election to AdCom for 2016-2018 as follows: [see attachment]

1. Ultrasonics:

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Mario Kupnik Georg Schmitz

2. Ferroelectrics: Shujun Zhang Alp Sehirlioglu

3. Frequency Control: Yoonkee Kim Aaron Partridge

4. IEEE Region 8-10: Patrizia Tavel (IEEE Region 8) Michael Tobar (IEEE Region 10) Hong Wang (IEEE Region 10)

The following motion came from the Nominations Committee:

MOTION #11: To approve the slate of nominees of Elected AdCom Members as presented. Resolution: The motion was Approved (Vote: 18 in favor, 0 opposed or abstain). Financial Impact: None.

18. Standing Committee Report – Standards

Zuo-Guang Ye, Chair of the UFFC-S Standards Committee, reported that the UFFC-S Sponsor Policies & Procedure (P&P) is valid until Dec. 31, 2015. The revised Policies and Procedures will be submitted to IEEE-SA Standards Board Audit Committee (AudCom) by October 16, 2015 for review and approval. He also reported the status of the Working Group #P1859: “Standard for Relaxor-Based Single Crystals for Transducer and Actuator Applications”. The Working Group was unable to publish draft standards in TUFFC and Newsletter to solicit feedbacks from communities due to IEEE policy. The Working Group then solicited feedback by using UFFC-S Standard Sub-Committee Website and mass emailing. The next step is for Revision and Mandatory Editorial Coordination. [see attachment]

19. Standing Committee Report – Strategic Planning

Mike Garvey, Chair of the UFFC-S Strategic Planning Committee, reported that the group came up with two goals of the Strategic Plan. The first is to increase Education. Some ideas are to expand short course/tutorials to include basic, fundamental courses including hands on workshops. The second is to increase Student retention in a UFFC industry. Some ideas are to increase the value of student society membership through increase in resources such as online courses. Committee developed two proposals: [see attachment]

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1. Annual perk as membership provide an annual UFFC-S mug with changing design 2. Create industry networking event in 2016 IEEE IUS to be held in Tours, France

The following motion came from Strategic Planning Committee to provide membership perks:

MOTION #12: Student members would receive mugs for free and members can opt to purchase mug during membership renewal. Resolution: The motion was Approved (Vote: 15 in favor, 3 opposed or abstain). Financial Impact: 200 UFFC-S students x about $15 per mug including domestic and international shipping = $3,000. Action and Timeline: The UFFC-S Strategic Planning Committee (including the proposer of the motion, Dr. Jan Kuypers) should organize to implement the idea before the 2016 IEEE membership renewal cycle with the help of the UFFC-S Member Services Committee, UFFC-S Secretary, UFFC-S Treasurer, UFFC-S Administrator, and IEEE. The implementation includes mug design (may change each year), finding vendors, price negotiation, setting up IEEE UFFC-S membership renewal system, and logistics for storing and shipping the mugs according to IEEE membership database, etc.

The following motion came from Strategic Planning Committee for industry networking event (job fair):

MOTION #13: To organize an Industry networking event (job fair) in 2016 IEEE IUS. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: To be determined. Action and Timeline: The 2016 IEEE IUS General Chair, Dr. Ayache Bouakaz, should ensure the event to take place during the conference.

20. Ad Hoc Committee Report – Women in Engineering (WIE)

Lori Bridal, Chair of the WIE Committee, presented the WIE events for the year. Lori presented that the Committee developed a check list document that is available in the attachments to the AdCom agenda (or the attachments listed in this paragraph) on how to organize future WIE events at conferences. AdCom discussed the need for a WIE budget. [see attachment #1] [see attachment #2] [see attachment #3] The following motion came from Jim Miller:

MOTION #14: To approve $200 for honorarium for speakers at WIE events. Resolution: The motion was Withdrawn.

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Financial Impact: Estimated about $600 per year. Action and Timeline: This motion is related to Motion #20 below.

21. Ad Hoc Committee Report – Education

Gangbing Song, Chair of the UFFC-S Education Committee, presented an update on the approved proposal for the Development of Online Educational Materials for Piezoceramics and Ultrasonics. He is currently recruiting a student to work on this project in the summer 2015. He presented other activities that he is working on such as helping to form more Student Branch Chapters, possible UFFC-S Summer School, and recording audios and slides of conference presentations for Education Purpose. Gangbing will work with John Vig on implementing the project to record slides plus audios and will try it out in the 2015 IEEE IUS to be held in Taipei, Taiwan, from October 21-24, 2015. [see attachment]

22. Ad Hoc Committee Report – Chapters

Qifa Zhou, Chair of the UFFC-S Chapters Committee, presented a report. [see attachment] The following motion came from Jackie Hines and seconded Mark Schafer:

MOTION #15: To approve allowing active Student Branch Chapters to submit a detailed budget request for funds needed for Chapter activities (if beyond $500) to Chapters Chair for approval. Resolution: The motion was Withdrawn. Financial Impact: This motion was withdrawn based on an assumption that $10,000 had been budgeted for 2015 and beyond for Chapters but investigating this after the meeting, it was not. To support establishing new Chapters and Chapters activities, an amount of $10,000 should be budgeted for 2016 and thus there would be a financial impact of $10,000 in 2016. Action and Timeline: $10,000 should be budgeted as a new initiative for 2016. Student Branch Chapters can request additional funds through the Chapters Chair within the allotted $10,000 Chapter’s budget. (Background: A new initiative to provide $10,000 for establishing 20 Student Branch Chapters was submitted in 2013 and was approved by IEEE and the money was available in 2014 for one year period. However, for 2015 and beyond, this amount was not budgeted.)

23. Ad Hoc Committee Report – Publicity

Zhen Xu, Chair of UFFC-S Publicity Committee, submitted a written report. [see attachment]

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24. Student Representatives’ Report

Jian Yao, a Senior Student Representative, reported that new student photo competition will be held three times a year. The student must be a UFFC-S student member to be eligible. They will advertise the competition on UFFC-S website, FaceBook and via email. Other ideas include working on career panels, mentor lunches, and a student representative meeting. [see attachment]

25. UFFC-S Representative Report – IEEE Transactions on Medical Imaging (TMI)

There was no report from Rajesh Panda or Kai Thomenius, the UFFC-S Representatives to the IEEE Transactions on Medical Imaging (TMI).

26. UFFC-S Representative Report – IEEE Journal of Lightwave Technology (JLT)

Xueding Wang and John N. Lee, the UFFC-S Representatives to the IEEE Journal of Light Wave Technology (JLT) has submitted a written report. [see attachment]

27. UFFC-S Representative Report – IEEE Sensors Council

Venkat Bhethanabotla, the UFFC-S Representatives to the IEEE Sensors Council, presented a report via WebEx. He reported that the 2015 Sensors Council meeting will be in Busan, South Korea from November 1-4, 2015. [see attachment]

28. UFFC-S Representative Report – IEEE Superconductivity Council

Dr. Moises Levi, the UFFC-S Representative to the IEEE Superconductivity Council, submitted a written report. [see attachment]

29. UFFC-S Representative Report – IEEE Biometric Council

Dr. Manfred Weihnacht, UFFC-S Representative to the IEEE Biometric Council, presented ideas for cooperation between Biometric Council and UFFC-S. Ideas include joint tutorials, conferences, and invited speakers. [see attachment]

30. UFFC-S Representative Report – IEEE Nanotechnology Council

Xiaoning Jiang, UFFC-S Representative of IEEE Nanotechnology Council, presented a report. He presented planning to increase involvement in education and hope to offer a one-week Summer

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School on nanotechnology, designed primarily for graduate students, postdocs, and recent graduates in the summer of 2016. [see attachment]

31. UFFC-S Representative Report – IEEE Region 8

There was no report from Dragan Damjanovic, the UFFC-S Representative to the IEEE Region 8.

32. UFFC-S Representative Report – 2014 SPAWDA Conference in China

Yook-Kong Yong, UFFC-S Representative to the 2014 SPAWDA Conference in China, presented a report. He presented the benefits of sponsoring the SPAWDA conference and hopes that it will increase interactions and participations between the UFFC-S community and SPAWDA committees. [see attachment #1] [see attachment #2]

33. IEEE RFID Technical Committee

Don Malocha, UFFC-S Representative to IEEE RFID Technical Committee (TC), reported that the RFID TC just became a Council and they have a small virtual journal. [see attachment #1] [see attachment #2] [see attachment #3] [see attachment #4]

34. Old / New Businesses

President Jian-yu Lu presented the following items: [see attachment] 1. A note regarding UFFC-S AdCom motions that have a financial impact: please let the UFFC-S

Treasurer, Dr. Dan Stevens, know to get IEEE payment setup if a payment is needed. 2. James Miller, the Chair of two Ultrasonics Awards, said that the UFFC-S Awards Committee is

still working on the updates of the Titles of the two Ultrasonics Awards. 3. Implementation of development of education materials update was given during Dr. Gangbing

Songs Education Committee report. Gangbing is working to get payment setup in his University. 4. Email harvesting update by John Vig: A colleague in Taiwan is writing a software program to

collect email addresses from IEEE websites. 5. Should UFFC-S drop from the IEEE Superconductivity Council?

a. Dr. John Vig will talk with the current president of the Council to see if they care if UFFC-S still participates in Council.

6. Conference attendee email lists: Discussion will be held over email as for a policy for the distributions of attendee email lists.

7. Technical Co-Sponsorship of IEEE International Conference on Wireless for Space and Extreme Environments (WiSEE) [see attachment]:

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The following motion came from Jackie Hines and seconded by James Miller:

MOTION #16: To approve a 10% financial co-sponsorship for 2015 IEEE WiSEE. Resolution: The motion was Withdrawn. Financial Impact: UFFC-S needs to pay $1,000 seed money. In 2014, WISEE returned the seed money with a small surplus. Action and Timeline: Jackie Hines will get more budget information and circulate via email.

8. Development of UFFC-S wide policy for proceedings of UFFC-S sponsored conferences: Clark

Nguyen was asked to establish a committee to figure out a policy for conference publications. Clark mentioned that it is difficult to have a uniform proceedings publication policy for all three technical areas of the UFFC-S. However, discussion ensued about having a uniform policy for (a) conferences on student travel and (b) rates for attendees such as guest and retirees. Clemens Ruppel, UFFC-S Vice President for Symposia, will head up a committee on forming this policy.

9. UFFC-S awards nominations policy:

The following motion came from Jackie Hines and seconded by Mark Schafer:

MOTION #17: A nominator can nominate only one person per year for any given award. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: None.

10. Donations with UFFC-S reserves (proposals from John Vig) [see attachment]

The following motion came from John Vig and seconded by James Miller:

MOTION #18: To donate $5,000 to IEEE History Center. Resolution: The motion was Approved (Vote: 21 in favor, 0 opposed or abstain). Financial Impact: $5,000. Action and Timeline: Dr. John Vig should contact the UFFC-S Vice President for Finance, Dr. Mark Schafer, to put the amount of $5,000 into the 2016 budget and then the UFFC-S treasurer, Dr. Dan Stevens, will handle the payment in 2016. (Note: Since this motion did not indicate the year that the money should be donated, Dr. John Vig has already donated the money in 2015. Also, the amount of $5,000 has already been included in the 2016 budget. Thus, the UFFC-S will also donate the same amount in 2016.)

The following motion came from John Vig and seconded by Mike Garvey:

AdCom Minutes, Denver, CO, USA, April 11, 2015 Ultrasonics, Ferroelectrics, and Frequency Control Society (UFFC-S)

IEEE (Institute of Electrical and Electronics Engineers) 32.

MOTION #19: To donate $5,000 to join with IEEE Photonics Society to help eliminate kerosene lamps in African villages and donate 1,000 lamps. Resolution: The motion was Defeated (Vote: 6 in favor, 9 opposed, and 4 abstain). Financial Impact: $5,000. Action and Timeline: Dr. Jackie Hines to chair an Ad Hoc committee in finding a charitable organization for UFFC-S to support and report to AdCom in its meeting on October 25, 2015.

11. Women in Engineering Policy:

The following motion came from Jackie Hines and seconded by James Miller:

MOTION #20: To approve $5,000 to WIE for non-conference events. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: $5,000. Action and Timeline: The UFFC-S WIE Committee should contact the UFFC-S Vice President for Finance, Dr. Mark Schafer, to put the $5,000 into the budget of 2016. (This motion is related to Motion #14 above.) Lori Bridal will present a budget via email to AdCom so that it can be added into the 2016 budget over the summer, 2015.

As for the "non-conference events", they are activities beyond the conference-related WIE expenses such as room rental, audio/visual, and food for WIE attendees. The conference-related WIE expenses are currently and will continue to be covered by AdCom. The $5,000 "non-conference events" may include travel of WIE Chair to the annual IEEE WIE conferences, honorariums to speakers, speaker travel support if the speakers have difficulties to get support from other funding sources, souvenir gifts for WIE attendees, and other activities that the WIE Committee may develop. 12. Finance Committee New Business:

a. Mark Schafer and Dan Stevens will work on creating a new travel policy for AdCom b. Finance Co-Chairs for Conferences

The following motion came from Finance Committee:

MOTION #21: To have all conferences have a Finance Co-Chair from the Finance Committee. Resolution: The motion was Approved (Vote: 20 in favor, 0 opposed or abstain). Financial Impact: None. Action and Timeline: The UFFC-S Symposia Committee should implement the approved motion for all UFFC-S annual symposia as soon as feasible.

AdCom Minutes, Denver, CO, USA, April 11, 2015 Ultrasonics, Ferroelectrics, and Frequency Control Society (UFFC-S)

IEEE (Institute of Electrical and Electronics Engineers) 33.

35. Adjourn

The meeting was adjourned at 5:02 pm.