• ExCo Minutes - Cambridge, August 23, 2004
• Statement of Finances 2002 - 2003 (PDF)
• From the ExCo - February 2004 (PDF)
• From the ExCo - November 2003 (Word)
• From the ExCo - August 2003 (Word)
• ExCo Minutes - Göteborg, July 1, 2003 (Word)
• Scientific events announcements policy
• TC8 on MVA, members web site (From ExCo column for IAPR newsletter, May 2003)
• E-mail Ballots Policy
• Mailing Lists Policy
• ExCo Minutes - Quebec August 15, 2002
• ExCo Minutes - Quebec August 12, 2002

May 2003

As a service to the community at large, the ExCo sends out a mail, approximately once a month, with short announcements of scientific events in the interest field of the IAPR. This mail is sent to all Technical Committee chairs and all Governing Board members, with the request to forward it to the all members of their respective societies or committees. To avoid this being perceived as additional spam, rather than as a service, the ExCo policy is

• to keep each announcement short -- for instance, for a conference or workshop, the announcement basically contains the title, date and place of the event, the submission deadline, and a pointer to a web site with more information
• to only send one single announcement for each event -- i.e. no reminder, second call for papers, or whatever.

The ExCo reserves the right to make exceptions to this general rule in specific cases (e.g. for major IAPR events such as the ICPR).

December 2002

The ExCo has been discussing extensively the procedures to be followed in GB e-mail ballots to permit open discussion among members and provide opportunities to suggest potential amendments. We considered various options and took into account many suggestions that were made at the Quebec GB meeting. The outcome of these discussions is a new policy approved by the ExCo for e-mail ballots of GB:

1. Routine ballots without discussion period for time critical and routine items such as approval of KSFu award, Fellows, Nomination of officers, and revised version of C&B after incorporating changes approved at prior meeting and associated editorial corrections and renumbering as required.
2. 30 day discussion period on matters such as creation/dissolution of TCs, urgent changes to C&B that are needed before next meeting, and other such matters. ExCo may make necessary changes based on the deliberations before submitting for a GB vote with the usual 45 day voting period. The ExCo may also decide to withdraw the motion.

November 2002

1. The general principle is not to distribute any list of emails or addresses of ICPR attendees to anybody, with a few exceptions: the organizers of the next ICPR, and exceptionally, other major conferences organized by the IAPR. All other events, as well as messages from IAPR affiliated journals, can be announced through the general scientific announcements sent through the GB and TC channels, and by posting on the IAPR web site for IAPR-sponsored events.
2. In all cases, recipients of such a list (ICPR organizers included) must request approval by the ExCo, on a case-by-case basis, and will have to sign a non-disclosure agreement, stating that the property of the list remains with the IAPR, and that they are not allowed to use the list for other purposes than those agreed upon with the IAPR, nor to include it in a larger list, nor, obviously, to pass it on to anybody else.
3. The ExCo encourages IAPR conference and workshop organizers to include a statement in their attendee lists that such lists are for exclusive use of the attendees for personal non-commercial use, and that any other use is prohibited.
4. In the longer term, we aim at setting up an IAPR mailing list service to provide better facilities for managing all this.

Quebec , August 15, 2002

Present:	R. Kasturi	President
	G. Sanniti di Baja	Past President
	W. Kropatsch	1st Vice President
	Y Shirai	2nd Vice President
	M. Petrou	Treasurer
	K. Tombre	Secretary

1. Minutes of the previous ExCo meeting
   • The Secretary has prepared a TODO list of all action items for this new ExCo, passed on by the previous ExCo. This list is distributed to all the ExCo members.
2. Committee appointments and relative ballots for the nominating committee and KS FU Prize Committee
   • A list of suggested appointments and nominations for the various IAPR standing committees is reviewed and discussed. For each committee, an ExCo liaison is chosen. The previous ExCo suggested that some committees should have more stability, by appointing members for 2 or 3 terms. This is taken into account in the discussion.
   • Other duties (ad hoc committees, specific responsibilities) are also discussed.
   • The ExCo reviews and discusses the state and chairmanship of the Technical committee. A request has been made to all potential continuing chairs, and suggested new chairs, to provide a brief bio and a plan for their TC.
3. Financial situation
   • A brief summary of the financial situation is made by the outgoing treasurer. A number of possible expenses are discussed, including increasing the number of travel stipends, providing web and mail services, and maybe conference management services.
   • Practical matters are also discussed: tax reporting, accounts.

Quebec , August 12, 2002

Present:	G. Sanniti di Baja	President
	R. Kasturi	1st Vice President
	H. Bunke	Past Acting President
	H. S. Baird	2nd Vice President
	W. Kropatsch	Treasurer
	K. Tombre	Secretary
Invited for 1st part:	C. Arcelli	Chair, Fellow Committee
	K. Boyer	Chair, ad hoc committee on ICPR Software

1. Minutes of the Previous ExCo Meeting and Matters Arising
   • The next ExCo will work on the rules for the Zamperoni award, with the next Education Committee.
   • Discussion about the possible future implication of the IAPR in a more direct management of events such as the ICPR or other conferences and events.
   • Discussion on improvement of feedback mechanisms for IAPR sponsorship to conferences and meetings.
2. Suggested new rules for Fellow Committee (invited: Carlo Arcelli)
   • The next IAPR President and the next Fellow Committee chair will work on an improved version of the call for nominations to fellowship document.
3. Future of ICPR organization (invited: Kim Boyer)
   • Kim Boyer presents the preliminary results of the ad hoc committee on conference management software. The committee will continue its work, in close cooperation with past, present and future ICPR organizers.
   • A draft of a contract between IAPR and ICPR organizers will be worked on in the coming months. This should be validated by ExCo and implemented for ICPR'06.
4. Matters arising from the TC Chairmen meeting
   • The state of the Technical Committees is reviewed, with the potential names of replacements for some of the chairs.
   • The next ExCo should look into the possibility of providing list server software/services to the Technical Committees, and other IAPR committees, if necessary.
5. Treasurer's Report/IAPR Finances and budget for FY2002-2003
   • The financial report, and the budget, are examined and discussed, in preparation of the GB meeting.
   • The situation of the KS Fu funds appears to allow for continuing to give out the same amount for the Prize in coming years.
6. Transparency initiative
   • It is decided that in the future, excerpts of the ExCo and GB meetings - a summary prepared by secretary and submitted to ExCo - will be made available on the IAPR public web pages.