The Asian Civil Engineering Coordinating Council
(ACECC)
The Third Executive Committee Meeting
October 16, 2000
Sheraton Seattle Hotel & Towers
MINUTES
The 3rd Executive Committee Meeting of the Asian Civil Engineering Coordinating Council was held at Sheraton Seattle Hotel & Towers in
American Society of Civil Engineers
1. Dr Alfred Ang, ASCE International Director
2. Mr. Noel Raufaste, Managing Director, Technical and International Activities, ASCE
3. Ms. Marisa Sherard, Sr. Manager International Affairs, ASCE
4. Ms. Victoria Troy, Sr. Program Coordinator International Affairs, ASCE
Chinese Institute of Civil and Hydraulic Engineering
1. Dr. John Chien-Chung Li, President CICHE
2. Mr. Wan-Ning Liu, Chairman, International Activities Committee, CICHE
Japan
1. Dr. Tetsuya Hanamura, Vice Chair of the International Committee, JSCE
Korean Society of Civil Engineers
1. Mr. Kwang-Il Kim, KSCE President
2. Dr. Sung-Wan Hong, Director of the International Affairs, KSCE
Philippine Institute of Civil Engineers
1. Mr. Efren H. Sison, President PICE
2. Ms. Antonina(Nannette) C. Villanueva, National Administrative Officer
Apology: Mr. Felipe F Cruz, Past President and now Chair of Int?垾 Affairs Committee
ACECC
1. Dr. Osamu Kusakabe, Secretary General of the ACECC
2. Ms. Emiko Serino, ACECC secretariat
2nd CECAR LOC
1. Dr. Yukihiko Sumiyoshi, Chair of the Local Organizing Committee
2. Dr. Masaaki Terashi, Secretary General of the LOC
3. Dr. Fuminao Okumura, LOC Secretary for General Affairs
Vietnam
Apology: Nguyen Truong Tien
The Institution of Engineers, Australia
1. Mr. Andrew McIntyre, Chairman of the Civil College of the IEAust
AGENDA |
§ Welcome address by the ASCE President
§ Greeting by the ACECC Chair of the Executive Committee
§ Introduction of the Attendees (Attachment 1)
§ New Membership Approval ??IEAust (Attachment 2)
§ The 2nd CECAR preparation (Attachment 3, 2nd Circular)
1) Report of the progress after the 2nd Executive Committee Meeting
(2nd Circular to be completed)
2) Status of the Conference Budget including corporate contribution
3) Status of conference registrations and what each member society can do to ensure 700 persons register for the conference.
4) Detailed plans for ceremonial events (e.g.) Opening, Closing, other gatherings) and selection of important persons on stage.
5) Any other items
§ Proposal for the Presidential Meeting (Asian Civil Engineering
§ Secretariat Report (Home page, membership campaign, and account) (Attachment - 5)
§ Selection of the 3rd CECAR venue (Attachment - 6)
§ Proposal of TC establishment
§ Any other business
§ Next meeting (
Agenda Item 1 ??Welcome by the ASCE President
On behalf of the ASCE president, Dr. Delon Hampton, Mr. Noel Raufaste, Managing Director, Technical and International Activities, ASCE, welcomed all the delegates, wishing a productive meeting and a great success in CECAR April, 2001.
Agenda Item 2 ??Greeting by the ACECC Chair
Agenda Item 3 ??Introduction of the Attendees (Attachment 1)
Each attendee made a brief self-introduction and it was clarified who the formal representative from each society/institution was. The formal representatives who had voting rights were as follows:
ASCE ??Dr. Alfred Ang
CICHE ??Dr. John Chien-Chung Li
JSCE ??Dr. Tetsuya Hanamura (for Dr. Hiroshi Okada)
KSCE ??Dr. Kwang-Il Kim
PICE ??Mr. Efren H. Sison
ACECC Secretary General ??Dr. Osamu Kusakabe
It was confirmed that the meeting had a quorum of more than 50%, which made the meeting effective according to the Constitution Article 5. 7.
Agenda Item 4 ??New Membership Approval
The Institution of Engineers,
Dr. Kusakabe added some explanations about the Secretariat Report (Attachment 5) related to the e-mail correspondence between the IEAust and the Secretariat. Dr. Ang commented that although IEAust would be welcome as a member, the final approval for their membership should be pending until we receive a formal written application form. It was unanimously supported.
Agenda Item 5 ??2nd CECAR preparation (Attachment 3 ??2nd Circular)
(1) Report of the progress after the 2nd Executive Committee Meeting
Dr. Sumiyoshi explained the progress of LOC preparations that a series of LOC meetings had been held since the last Executive Committee Meeting and the Conference schedule was almost finalized and the budget was reexamined. Also, LOC had asked for the corporate contributions, and the speakers of the special lectures and parallel sessions were almost set, although there are a few sessions not yet decided on. LOC?塜 major concern is the income, especially corporate contributions, and also, how to make arrangements for good presentations to attract the target of 700 participants. Dr. Sumiyoshi mentioned that these issues could be the major points of the discussions.
(i) 2nd Circular: Dr. Terashi made explanations about the conference program in detail, showing the draft of the 2nd Circular (Attachment 3). The following points were discussed and LOC agreed to modify the 2nd Circular accordingly, if required.
1) Although there still are some sessions whose topics have not yet been decided, the program has been almost finalized. Dr.Terashi has just received an e-mail from
2) It was proposed and adopted that the following persons should be included in the list of Honorary International Advisors: Dr. John Chien-Chung Li, President, CICHE, Mr. Kwang-Il Kim, President, KSCE, Mr. Felipe F. Cruz, Past President and now Chair of Int?垾 Affairs Committee, PICE, Mr Efren H. Sison, President, PICE.
3) Mr. Ang suggested that it might be better to make it clear on the 2nd Circular cover that the conference dates are from the 16th to the 18th and the optional technical tours are to be made from the 18th to the 20th rather than to show the conference duration from the 16th to the 20th. Dr. Sumiyoshi pointed out that this was done according to an opinion raised at the Seoul Meeting that we should make the conference program sort of a package program: two days and a half conference plus a technical tour. A suggestion was made that page 3 of the draft 2nd Circular might be the best place to put the precise information clarifying that the conference dates are from the 16th to the 18th and the technical visits from the 19th to the 20th, that is, no change on page 1 and some modifications on page 3 and page 5.
4) ASCE made a suggestion that the names of the sponsoring societies should be shown somewhere (maybe on the back page) and the participating societies with their URLs as well.
5) There was a question about the registration form. It was suggested that the column of ?爫erson(s)??be deleted with a note that one person must submit one registration form.
6) IEAust raised a question about Mr. David Hood, nominated as Chairperson for Qualification & Education, if there would be no problem since he had resigned from IEAust. Dr. Terashi answered that it would be OK as long as he was recommended by IEAust.
7) So far there are seven topics missing, and whether they are going to be filled in is uncertain. However, Mr. Ralf Peterson has already given us his topic. LOC will continue to make efforts to fill in the missing topics. In case LOC is unable to get them in time for printing the 2nd Circular, it will be put on the website.
8) An opinion was raised that the 2nd Circular looked very similar to the 1st Circular and that it might be better to make it look somehow different from the 1st Circular.
(ii) Number of copies: The number of copies that each society should take on for distribution was confirmed as the same as the number of the 1st Circular except ASCE. ASCE has developed their own brochure, which is going to be put on their website. ASCE only wishes to have 10 copies of the 2nd Circular. Dr. Kusakabe added that the Secretariat of ACECC will keep sending the materials to the eight non-member societies that we had sent the documents to in the past as part of the invitation activity to ACECC.
(2) Status of the Conference Budget including corporate contribution.(Attachment 3-2)
(3) Status of Conference registrations and what each member society can do to ensure 700 persons register for the conference.
(i) Dr. Terashi explained about the updated cost estimate for the 2nd CECAR (Attachment 3-2) as follows:
1) 720 participations are expected:
If we get full payment from the 720 persons, we have ,900,000(US$300,000) from registration fees, but since we?垾l have the persons who will be exempted from the registration fees, we have to reduce the income total: we have 1 keynote lecturer, 3 special lecturers, 6 student essay contest winners and we anticipate a certain number of ?熴omplimentary registrations?? We reduced the participation number by 60 altogether and the income estimate from paid registrants has become ,020,000.(US$282,000).
2) Loans from the three societies: We have US$30,000 each from ASCE. PICE and JSCE which is equivalent to 9,307,000.-
4) Corporate Contribution estimate ,000,000,- in total: ASCE -
,000,000,-, CICHE - ,000,000.-, JSCE -
,000,000.-, KSCE - ,000,000.-, PICE -
,000,000.-.
Cost Estimate
1) The previous cost estimate was ,,149,969. After having scrutinized, we reduced the expenses to +,827,464. The current surplus estimate is about
,000,000?€(US$36,500), whereas the previous surplus estimate was ,500,000. We have increased the income estimate with the expectation of donations by new members.
(ii) Main discussions about the budget
1) Dr.Sumiyoshi stressed that two things are very important factors in deciding the income; one is the number of participants, and the other is how we can collect corporate contributions. To date LOC has only two commitments from CICHE ??US$3,000.- corporate contribution each from two companies: US$6,000.- and JSCE can get US$30,000.- from 8 contractors. ASCE responded that ASCE is taking very positive steps making their own brochure asking for $20,000 contribution and they have started to receive contributions and their target is US$30,000.
As to the target number of participants, the revised target number of participants were;
ASCE ??nbsp; 50-60, CICHE ??30, IEAust - not sure but at least 3, KSCE - 50, PICE - 20
Therefore, the target of the total number was reduced from 700 to 650, and the budget should be reconstructed. All the members of ACECC should keep trying our best to attract as many people as possible to participate in the conference during the next 6 months.
2) PICE expressed their difficulties in obtaining visas to
3) Dr. Terashi, LOC Secretary General made some confirmations related to the budget.
Expected number of participants;
Australia-3,
Corporate Contribution;
USA - JPY3,000,000, Korea - JPY1,000,000, Philippines - JPY2,000,000, Taiwan - JPY1,000,000, Japan - JPY3,000,000
Based on the above figures, the budget should be reexamined and the revised version will be dispatched to the members together with the minutes.
(4) Detailed plans for ceremonial events (e.g.) Opening, Closing, other gatherings and selection of important persons on stage.
(i) Dr. Terashi explained about the plans of the social events such as the Welcome Reception, Opening Ceremony, Closing Session and Gala Dinner. At the Welcome Reception, all the delegates from the member societies/institutions will be introduced, and top contributors will be especially highlighted. At the Opening Ceremony, representatives of participating societies/institutions and Guests of Honor, as well, will be introduced. At the Closing Session, representatives of participating societies/institutions will be introduced again and we may have VIP Addresses (Refer to Agenda Item 6) and Remarks from the next CECAR hosting society (Refer to Agenda Item 8). The following comments and suggestions were made.
1) It was suggested that Dr. Okada, ACECC Chair, is finishing his term by the date of the conference, therefore, it might be better to put ?爤utgoing??or ?爀ncoming?? before the title. Also, as for the remarks from the next CECAR hosting society, it might be better to take the time required for the presentation of the next venue into account. It was confirmed that the incoming Chair for the 3rd CECAR will be introduced at the Closing Session. Also we will have remarks from the new ACECC Chair at the Gala Dinner.
2) In the Opening Ceremony, it was suggested and agreed that we should have remarks from a representative from each society/institution, however, it should be a one-minute speech for each person.
3) A suggestion was raised that the Ceremony should start earlier, say at 8:45 not 9:00, and LOC will take it into consideration.
Agenda Item 6 ??Proposal for the Presidential Meeting (Asian Civil Engineering
(i) Dr. Kusakabe explained about the JSCE?塜 proposal for the Presidential Meeting (Asian Civil Engineering Summit) (Attachment-4). The idea is to have a half-day presidential meeting during the 2nd CECAR and announce the meeting results as the 2nd CECAR declaration at the closing ceremony. The following comments and suggestions were made.
1) The concept of the idea itself was regarded as excellent and was basically agreed upon, and it was suggested that the best possible time be on the evening of the 17th. It was also suggested that an announcement of the 3rd CECAR be made after this meeting, which was also agreed upon. It was proposed that the date be changed to the 17th instead of the 18th.
2) Dr. Kusakabe would further the preparation so as to get every member?塜 approval through correspondence and then would start inviting other societies?? presidents to join in the meeting and also he would like to have someone from each society working together with him drafting the documents. The Chair asked each society to give Dr. Kusakabe their ideas/requests in November, and they will be circulated among the members.
3) As for the theme, Dr. Ang suggested that it would be something like how we can get more collaboration and commitment toward the expansion of the ACECC/CECAR. Several comments/suggestions were shared such that the term ?熷eclaration??may sound rather too strong. Probably a ?焻ummary Report from the Presidential Meeting??would be a better term. Based on them, Dr. Kusakabe will make a revised version, which will be included in the minutes.
Agenda Item 7 ??Secretariat Report (Attachment ??)
Although more official reports would be prepared for the next meeting, Dr. Kusakabe made a brief report based on the Secretariat Report (Attachment ??5) what had been done by the Secretariat such as the communication between the IEAust and the Secretariat, and the status of membership dues payments.
(i) Membership campaign: Dr. Kusakabe reported that he had contacted Dr. Ching-Kwong Lau, incoming President of HKIE. He still had reservations about becoming a member because of the country?塜 name. Dr. Ang, ASCE, added that although Dr. Lau and other responsible people in Hong Kong have interest in joining ACECC, apparently HKIE is very reluctant to become an ACECC member because there is only one engineering society in
(ii) Budget: Mr. Sison, PICE, told that they had been assuming that the ACECC fiscal year started from the day of the ACECC Inaugural Meeting, September 27, 1999 to the end of September, 2000, therefore, they had a belief that they had paid the membership dues for this fiscal year. Dr. Kusakabe said that the original idea of the ACECC fiscal year was that it was starting on January 1 and ending on December 31. The Secretariat received US$2,000 from each of 5 member societies, which amounted to US$
Agenda Item 8 ??Selection of the 3rd CECAR venue (Attachment 6)
We discussed the nomination rule for the next CECAR at the Seoul Meeting and the key points we agreed on were: (1). An invitation from a member society to act as a host for the next CECAR shall be sent to the Secretary General at least six months before the CECAR for it to be placed on the agenda of the executive committee meeting at the time of the CECAR. (2). An invitation should include sufficient information showing the society?塜 suitability and commitment including possible conference facilities, reasonable accommodations, plan for technical visits to attract civil engineers and efficient logistics. (3) If only one invitation has been received before the executive committee meeting, and if the invitation has satisfied the criteria above, the voting is arranged by correspondence at the earliest convenience. The Secretary General received only one invitation from KSCE (Attachment-6). Dr. Hong, KSCE, then introduced the proposed venue, showing a video introducing
Agenda Item 9 ??Proposal for TC establishment
Dr. Kusakabe explained that we have not so far received any proposal and perhaps at the time of the next Executive Committee, more suggestions are expected to be raised. JSCE is preparing one or two TCs to set up, which would help the 3rd CECAR have technical aspects for mature discussions and also at the time of the JSCE?塜 Sendai Meeting there was a suggestion from Korea to have a TC to deal with the common code for the engineers qualifications, for example. At this moment, we need to prepare a more detailed plan to set up a TC because once we set up a TC, the society which proposed the TC is responsible for running it so we must be very careful to set it up well to be run effectively and financially soundly.
Agenda Item 10 ??Any other business
Mr. Kim, KSCE made a proposal that the ACECC permanent office should be located in 
