Steering board - The EvAAL Framework ..::The EvAAL Framework::..

The EvAAL Framework

Steering Board members:

Francesco Furfari (ISTI-CNR, Italy)
Reiner Wichert (Fraunhofer IGD, Germany)
Juan Pablo Lázaro (TSB Soluciones Tecnologicas, Spain)
Pilar Sala (ITACA-A, Spain)
Dario Salvi (Polytecnic University of Madrid, Spain)
Saied Tezari (Fraunhofer IGD, Germany)
Casper Dahl Marcussen (Region Syddanmark ,Denmark)
Stefano Chessa (University of Pisa and ISTI-CNR, Italy) — Chair
Francesco Potortì (ISTI-CNR, Italy)

The Steering Board (SB) is responsible for the maintenance and evolution of the competition. In particular, it fulfills the following roles:

Maintains a repository of the historical record
Seeks for locations for the competition and select the site where the competitions are held.
Selects the competition dates that do not conflict with other major international and regional related events (conferences/competitions) that might adversely affect the success of the planned competition.
Issues the call for competition ideas
Review and approve the special theme competition plans proposed by applications to the call for ideas
Recruit and appoint the annual competitions committees, in particular the general chair, the Special Theme Chair, the Financial, Publication and Publicity chairs.
Review and approve the logistic plan (i.e., venues for the competition, hotels, tasks, schedule, resources and financial plans) proposed by the organizing committee.
Work with the general chair(s) to get the necessary approvals from the IEEE including advance payment to help in the initial expenses
Work, as needed, with the general chair(s) to remedy any problems that could affect the long-term viability of the competition.
Evaluate the progress of EvAAL and determine strategic changes that include adding, reshaping or discontinuing features in future events.
Review this list of responsibilities as well as the responsibilities of the various committees and propose amendments to the EvAAL organization.
Yearly review and if needed update the evaluation criteria and the success metrics of EvAAL.
Selects the members of the Advisory Board

Decision making

The SB chair decides before of each meeting the agenda, which includes a list of proposals/options on which the SB should take a decision. Each proposal/option is first discussed in the SB, and the discussion is moderated by the SB chair, then the SB chair stops the discussion and request the SB members to vote. A proposal is accepted if at least 50%+1 SB members vote for it.

In the case in which two or more proposals/options are conflicting, the SB chair may decide to ask for a vote on each option independently, or he/her may ask for a vote in opposition. In the latter case the option that takes the larger number of votes (even if below 50%) is the one which is approved.

Voting can be conducted by email or by a show of hands in face-to-face meetings.

Membership

The SB is formed by at least 5 members with long-standing commitment for EvAAL and selected by the SB (initially the SB is composed by members of universAAL involved in Task 8.5 and other members of universAAL willing to contribute). In this regard, long-standing is defined as being active in any capacity in the running of the competition for at least 3 years. To ease the decision process, the maximum number of members of the SB is fixed to 7. At least two members of the SB should have an academic background and at least 2 members should have a industrial background. Anybody that fulfils the requirement of commitment to EvAAL may candidate himself/herself for the SB. The members of the SB evaluate the curricula of the candidate and vote for his/her acceptance. The candidate is accepted if at least 50%+1 of the members of the SB vote positively for him/her.

The SB elects a chair for a one-year term.

Terms of Membership

Members of the SB shall serve a single term of 5 years. The term starts immediately after his/her recruitment. To ensure continuity, the terms are staggered to ensure that, under normal operation, only one SB member is replaced every other year. In any case, each member of the SB will serve in the Committee for a term of duration of 5 years.

Vacancy

In case of an emergency vacancy, the SB recruits a new SB member according to the rules given in the Membership subsection.

Meetings

The SB shall conduct its business by meeting at least once per semester. In the semester in which the competition takes place the meeting shall take place during the competition.

The quorum for these meeting is 3.

The cost of conducting such meetings (excluding travel) should be budgeted in the next competition budget. Additional meetings, if needed, shall be held by conference calls and e-mail.

The SB Chair shall prepare the agenda for the meeting and take minutes of the meeting.

Decisions for running the business shall be made by a majority vote of those voting members attending. The Chair vote will be considered a tiebreaker.

Minutes of each meeting will be distributed to the SB within 30 days of the meeting.