The 2009 FLAIRS Business Meeting was called to order at 12:23pm on
Thursday, May 21, 2009 by President Douglas D. Dankel II.
The following officers were present:
-Douglas D. Dankel II, President
-Geoff Sutcliffe, Vice President
-Avelino J. Gonzalez, Treasurer
-David Wilson, Secretary
-Susan Haller, Treasurer Elect
The following 2009 Conference Organizers were present:
9 other members of the FLAIRS community were present, including:
Ingrid Russell, David Bisant, Klaus Jankte, Rainer Knauf, and Michael
Officer / Organizer Reports
The following officer reports were made.
Report of President - nothing to report.
Report of Vice President - nothing to report.
Report of Secretary - nothing to report.
Report of Treasurer
As of April 30, the financial status of FLAIRS was as follows:
-Main bank account: $82,874.01
-Secondary bank account: $1,361.00
-FLAIRS credit card: $640 credit balance
-Certificate of Deposit: $55,000
It was noted that the secondary bank account is used for transactions
that could be considered more risky for giving out the account number,
such as receiving wire transfers.
It was noted that the current status report does not include current
conference expenditures, such as approximately $32,000 in hotel costs,
invited speaker costs, organizer incidental costs, and AAAI Press
publication costs. Based on previous experience, once the expenses
are incurred, the main bank account is expected to balance out in the
high 30s to low 40s.
It was noted that ideal practice for FLAIRS is that the conference
should be structured to make a small amount of money, on the order of
1K-2K per year.
Report of General Conference Chair
It was reported that the 2009 conference had a total of 102 presenter
registrations, 13 regular early registrations, 16 regular
registrations, and 2 on-site registrations. There were 162
registrants total, including 13 complementary registrations, and 141
participants checked in to the hotel.
Election of Officers
Douglas Dankel II was nominated for President by Avelino Gonzalez, and
David Wilson seconded the nomination. Nominations were closed, and
Douglas was elected by general consent.
Geoff Sutcliffe was nominated for Vice-President by David Bisant, and
Ingrid Russell seconded the nomination. Nominations were closed, and
Geoff was elected by general consent.
Susan Haller was nominated for for Treasurer by Geoff Sutcliffe, and
Avelino Gonzalez seconded the nomination. Nominations were closed,
and Susan was elected by general consent.
David Wilson was nominated for Secretary by Avelino Gonzalez, and Hans
Guesgen seconded the nomination. Nominations were closed. David was
elected by general consent.
Future sites for FLAIRS were discussed. David Wilson discussed the
Daytona Beach site for 2010. The proposal for Palm Beach in 2011
was discussed, as well as the possibilities for St. Petersburg in 2012
and for Orlando in 2013. Other options for locations were discussed,
including: Port St. Luce, Jupiter, Jacksonville, Sarasota, Marco
Island, Key Largo.
There was a discussion about having the conference outside of Florida.
The consensus was that the identity of FLAIRS as a Florida conference
was an important asset and that it was not approprite to move outside.
Moreover, the conference gains a significant benefit in terms of tax
breaks in Florida.
There was a request to that future conferences should ensure that
wired internet access was available at conference hotels.
It was noted that the 2012 organizers for the proposed Palm Beach
-General Chair: Hans Guesgen
-Local Arrangements: Geoff Sutcliffe (assisting Hans)
-Program Chairs: Chas Murray and Phil McCarthy
-Special Tracks Chair: Art Ward (suggested)
There was a discussion on authors of accepted papers that pay, but do
not show up for the conference. It was noted that we are maintaining
a list of such persons, and that the list needs to be communicated
consistently to program chairs.
There was a brief discussion on the issue that one author in the
proceedings had a trademark issue that needed to be resolved for the
conference. It was noted that the conference should remind authors to
verify that system names are not under trademark.
The issue of corporate sponsorship, potential structuring, and
potential sponsors was discussed.
It was noted that this year's poster session was uncomfortable,
because of the narrow hallway space, as well as the lack of table
space for use in breaks. It was also noted that the timing of the
poster session in the morning after the invited talk was fairly
The question of conditional acceptance of papers was discussed.
The 2009 FLAIRS Business Meeting was adjourned at 1:23pm.