Minutes of the EXECUTIVE COMMITTEE MEETING

Number : 5                             Date : October 30, 2005                            Place : Lisbon, Portugal

Attendance :

Absentee :

Robin Spence, President

Martin Koller, Vice President

Panayotis Carydis, Vice President

 Roger Musson, ESC Representative

Atilla Ansal, Secretary General

 Pierre-Alain Nazé, France

Rainer Flesch, Treasurer Rafael Blasquez, Spain
Mauro Dolce, Secretary

 

Carlos Oliveira, Portugal

 

Peter Fajfar, Slovenia   

Prologue :

The fifth Meeting of the Executive Committee of the European Association for Earthquake Engineering was held in Lisbon, Portugal before the International Conference on 250th Anniversary of the 1755 Lisbon Earthquake on Sunday October 30, 2005 between 10:00 and 17:00 hours. The Executive Committee meeting was chaired by the President. 

Agenda :

1.	Approval of the Agenda
2.	Report by the President
3.	Report on ECEES in 2006
4.	Report of the Central Office Activities
5.	Budget
6.	Membership
7.	Task Groups
8.	News Letter
9.	Statutes
10.	Miscellaneous

Item 1: The Agenda of the Meeting was approved by all the members present. 

Item 2: The President summarised the activities concerning the organisation of the EAEE-EU Workshop on Earthquake Risk Reduction in Europe. He stressed the importance of the earthquake risk reduction in Europe and mentioned the names of the possible lecturers that will take part in the Workshop. He mentioned the preferences of EU that appears to be inclined toward multi-hazard approach. The Committee discussed the possibilities of establishing links with related organisations and basically with European Counsel of Civil Engineers to find out if collaboration can be established with respect to multi-hazard risk reduction issues.

      Rainer Flesch summarised their activities within the LessLoss project concerning the earthquake response assessment of some hospitals.

     The Secretary General mentioned about the participation of EAEE and Robin Spence in the Global initiative started Brian Tucker that is basically aiming to determine how earth science and earthquake engineering professional societies can jointly influence public policy and advocate seismic safety to reduce global earthquake losses. This initiative had their first meeting in USA during the SSA Conference in 2004 and is planning to have the second meeting in China in 2006.

      Upon the proposal of Prof.Carydis, the possibility of forming a Natural Hazard Union was discussed briefly and it was decided to make some efforts to establish the initial contacts with the related associations and NGOs to investigate the possibilities of joint future actions.

Item 3: The Secretary General presented the progress report concerning the organisation of the First European Conference on Earthquake Engineering and Seismology (1ST ECEES), the first joint EAEE and ESC conference in 2006, provided by Dr.Olivier Lateltin, the Executive Secretary of the Organising Committee of the 1ST ECEES. The progress report summarised the details of the conference program, invited keynote speakers, abstract and paper submission deadlines, the estimated budget of the conference and expected number of participants. Secretary General also informed the EC that the second announcement will be distributed by the web site in the near future and the EAEE General Assembly will be held on Tuesday evening, September 4, 2006 since the Conference Banquet is going to be on Wednesday evening, September 5, 2006 and ESC General Assembly will be held on Thursday evening, September 6, 2006.  

      The EC discussed the possible contributions of the EAEE Task Groups to 1ST ECEES. One possibility for the Task Group Coordinators is to prepare a state-of-the-art report concerning the major topics of their Task Groups jointly with their committee members and submit this manuscript through the standard paper submission procedure specified by the organising committee. These manuscripts can be presented a special TG presentations during one of the related session according to the program. It was decided that the Secretary General should write to all Task Group Coordinators to inform them about the decision of the EC and to encourage them to prepare the state-of-the art reports related to their Task Groups.

     The Secretary General informed the EC concerning to informal inquiry that he received from Greece and Italy to organise the 14th ECEE to held in 2010. The possibility of organising the second joint conference with ESC was discussed briefly but it was decided to leave this matter to a future joint meeting with ESC if it could be arranged before or otherwise during 1ST ECEES.

Item 4: Secretary General introduced to the participating members of EC Mrs.Gökçe Tönük, who has been part time assistant of the Secretary General in Central Office for almost one year.

      He summarised the Report of the Central Office Activities for the term Sep. 2004 – Oct. 2005 concerning the Memberships, Bulletin of Earthquake Engineering, EAEE Newsletter and Marie Curie proposal.

      He informed the Committee about the number of individual and organizational members, and explained the ongoing efforts to increase the number of individual membership by sending invitation letters via e-mail to the participants of recently held conferences and to the members of EAEE National Associations. He mentioned that most of the EAEE National Member Associations have paid their National membership dues for 2003 and 2004, however; there are still 10 EAEE National Associations (from Algeria, Bulgaria, Cyprus, Egypt, Greece, Iran, Kazakhstan, Romania, Turkey and Ukraine) that have not paid at all. It was decided to inform the Delegates of these National Associations to encourage them to submit their membership dues in the near future.

      He explained the new electronic manuscript submission and review procedure that became effective as of June 1, 2005 for Bulletin of Earthquake Engineering. He mentioned that all the manuscripts for the third issue of volume 3 were forwarded to Springer and after 3rd Volume is published completely, Bulletin of Earthquake Engineering will get a citation index review. Starting from 2006, BEE will be published as four issues per year. Arrangements were made to have 4 special issues during 2006 and 2007. The Secretary General explained his proposal to establish a secure server in Central Office to support the electronic subscription of EAEE individual members. The new EAEE server will be connected to the internet via the national ADSL system and will be the main location for the EAEE web pages as well as for the BEE secure site for individual EAEE members with electronic subscription to connect using specially designated passwords to download BEE articles. The EC approved all the preparations for the establishment of the EAEE server and BEE secure site within the Central Office in Kandilli Observatory and Earthquake Research Institute of Bogazici University. Secretary General also informed the Committee concerning his efforts jointly with Mrs. Petra van Steenbergen from Springer in drafting a protocol specifying the mutual commitments and responsibilities of both parties regarding to the publication and subscription to BEE.

      The Secretary General summarised his proposal to get a legal registration in Istanbul for the EAEE Central Office as an NGO with international members starting from the year 2006. An application will be filed with the Istanbul City Governorship for establishing EAEE as an international society in Turkey under the auspices of Bogazici University, Kandilli Observatory and Earthquake Research Institute. Once the legal registration of EAEE is finalised, an EAEE bank account will be opened most likely ın HSBC Bank to give Central Office the advantage to control money transfers and to keep books which will be still under the control of Treasurer. The Executive Committee approved the proposal to establish legal registration in Istanbul and the opening of the EAEE bank account.
The EC discussed the representation of the Individual Members in the EAEE General Assembly during the forthcoming conference. According to the EAEE Statutes for each 50 Individual Members there will be one representative participating to the EAEE General Assembly. The suggestion of the President for the selection of representatives of individual members by postal balloting was approved and Central Office was given the responsibility of preparing and sending the mail asking the members to vote for their nominees.

     Secretary General summarised the efforts to publish and distribute the electronic EAEE Newsletter regularly twice per year. The Newsletter is distributed electronically to all members and is also inserted in the EAEE web pages. The delegates of National Member Associations were asked each time to distribute the Newsletter among their members. Central Office is planning to produce printed copies of the Newsletter to be distributed if the forthcoming conferences.

      As the last item, Secretary General informed EC about the reviews and suggestions received for the FP6 Marie Curie training course project proposal (ETCEE) that was turned down in the evaluation process. The Executive Committee discussed different alternatives and decided to prepare a revised proposal to be resubmitted in 2006. It was agreed to decrease the number of training courses and to supply more detailed information for each training course as suggested by the reviewers. The Secretary General was given the responsibility to communicate with the related officers of EU about the problematic points on the proposal to find out how improvements can be implemented and to communicate with the Task Group Coordinators to prepare the first draft to be discussed in the next EC meeting.

Item 5: The Treasurer Prof. Rainer Flesch informed the Executive Committee about the present situation concerning the budget. He summarised his approach in connection with the book keeping and related to the invoices received from the Springer. He presented the latest budget for the term of 2004-2005. The budget was approved by the Executive Committee.

      It was decided to keep the present financial arrangements until the official bank account is established by the Central Office in Istanbul and once the EAEE bank account is established, all the accounting and book keeping will be transferred to the Central Office. The Treasurer Prof.Rainer will review and audit the accounting and book keeping conducted by the Central Office.

      It was also decided to send an apology to all individual members for the delays encountered related to the distribution of BEE.

Item 6: The activities of the Task Groups were discussed briefly and it was decided to inquire from all TG Coordinators brief TG Reports summarising their views and suggestions concerning; (1) the future activities of their TG for the period of 2006-2010; (2) their decisions for participating to the new project proposal to be submitted for the Marie Curie training courses, and (3) their decisions regarding the preparation of the TG state-of-the-art report to be submitted to 1st ECEES.

Item 7: The EC discussed briefly possible improvements concerning EAEE Statutes, and it was agreed that some updates and clarifications are needed. Atilla Ansal, Rainer Flesch and Robin Spence were given responsibility of bringing a proposal of changes in the Statutes to the next EC meeting in order to be able to submit the chances to the EAEE General Assembly in September, 2006.

Item 8: It was decided to have the next EC meeting in Geneva, Switzerland on 25 February 2006, depending on the availability of all EC members.

Epilogue : The fourth Meeting of the Executive Committee of the EAEE held in Potsdam was finalized.  The meeting ended with the thanks of the President to all participating members.  A dinner was organised by EAEE to all participating members.

 

Atilla Ansal

Secretary General