I. Report from National The past board meeting was held October 21-22, 2005 in the Rocky Mountain meeting at Metropolitan State College of Denver. 1. The next national board meeting will be at SIGCSE, March 1-5 in Houston. 2. Much of the discussion was taken up with the by-laws revisions that will be voted on at SIGCSE. The new bylaws can be accessed at http://www.ccsc.org/board/ProposedBylawsChanges.pdf Some highlights of the changes. - Currently there is a President, President-Elect, and Past-President. This will be changed to a Vice-President who serves a two-year term and then becomes President for a two-year term. - The Publications Chair, Treasurer, and Membership Secretary will be elected by the board, rather than by the membership. - Consortium membership begins on the first of the month after the membership application is received, and continues for 12 months. 3. National Vendor Program. There have been the following changes - It is now called the National Partners Program. - There are currently three National Partners: IBM, Microsoft, and National Computational Science Institute. - If anyone has a contact for a potential national partner, please contact Ernie Ferguson, whose email isn't listed on the CCSC web site. But his email is ferg@mail.nwmissouri.edu - National partners get display space at conferences, listed in the program, logo on CCSC web site. - National partners are not be charged vendor or registration fees. They do pay for meals and extra presentations. - For each national partner the conference will receive $100. 4. Membership - Bill Myers asks Regional registrars to be prompt in marking attendees as paid, since the membership period is based on date paid (not on conference date). - Conference Chairs need to make sure that Kris Powers receives a post-conference report. II. Future Conferences 1. 2007 Conference at R.I.T. The 2007 CCSCNE conference will be held April 20-21, 2007 at R.I.T. Paul Tymann will give a short report on progress. 2. Future Conferences Several colleges have shown interest in hosting future meetings. Here is a table of these possible hosts and contact persons. POSSIBLE HOST CONTACT Pace University Narayan Murthy Ramapo College Whoever Salem State College Edward Wilkens SUNY Potsdam Timothy Fossum Wagner College Adrian Ionescu Williams College Jim Teresco
Williams College is no longer available for a CCSCNE conference,
It was noted that it was regrettable that Paul Tymann -- from RIT, the 2007 host -- was not present for the discussion.
RIT's Dean has allocated $2000 for CCSCNE-07.
No dates for CCSCNE-07 have been set yet.
The issue of insurance for RIT was raised and it was reported that National can furnish a letter saying that CCSC assumes full responsibility for CCSCNE-07.
For CCSCNE-07, the cheques and acknowledgments letters for the best paper winners are to be coordinated.
For CCSCNE-07, there will be no cash for Poster winners.
At the September meeting in 2006, it will be decided if the January 2007 meeting (assuming we have one at all) will be in Rochester or somewhere else. The issue is the possibility of inclement weather at that time of the year in Rochester.
For CCSCNE-08, Wagner College on Staten Island seems to be the most likely venue.
Any CCSCNE conference at SUNY Potsdam should not be in 2008 as it is physically too close to Rochester, the location of CCSCNE-07.
The location of CCSCNE-08 is to be finalized by April 2006.
Other possible future locations mentioned were: Hartford (Ingrid), and "somewhere else" in Connecticut.
a. Any item which the President deems urgent is to be transmitted to the
Board for discussion and possible email voting.
b. All percentages will be of the number of eligible voting Board members,
rather than the number of votes.
c. A minimum time of 72 hours (3 business days) will be allowed for all
discussions.
d. A minimum time of 48 hours (2 business days) will be allowed for all
votes.
e. At the beginning of each email discussion or vote, the President shall
indicate the length of time for discussion or voting.
f. The Secretary shall be responsible for collecting and reporting the
votes. The report should include the overall counts as well as the
individual votes.
g. The President will distribute these rules whenever a proposal is
transmitted to the Board.
Motion (RW/IR): That email voting be introduced according to
the above rules.
Passed: unanimously
There was much discussion on whether we should obey National's edict of a 6 page limit.I discussed this with John Meinke and the national board. It seems like everyone else is happy with the 6 page limit on manuscripts and have not noticed any drop in submissions since the limit was adopted.
Motion (IR/DH): CCSCNE will instruct authors that, in
addition to the instruction already in force for CCSCNE, the following
are also to be observed (unless they are inconsistent with those
already in force): papers are to be no more than 6 pages long and are
to be single spaced and in 10pt.
Passed: unanimously
It was noted that this motion is to come into force beginning with CCSCNE-07.
There was no discussion or action.I was tasked to ask National about the issue of bonding and insurance. There was no time at the national board meeting to discuss this.
There was no discussion or action.CCSC Ads This also got postponed at the national board meeting because of the amount of time spent on by-laws revision.
Kopec Danny requested time on the agenda to address the board.
Danny read a statement and made the following points:
CCSCNE and its members are to be praised.
Structural issues confronting CCSCNE were mentioned, such as the percentage of students.
Brooklyn College and its application to host a CCSCNE conference was mentioned.
An emergency phone number to be called during the conference for conference business was proposed.
Viera expressed the Board's thanks for Danny's 10 years for service.
There was much discussion, without resolution, of the make-up of CCSCNE conference with emphasis on the proportion of students to faculty.
Plaques were suggested, as per recent Board policy, for newly retired Board members Richard Close and Danny Kopec. As per policy, they are to be presented at the upcoming CCSCNE-06. Larry was charged with acquiring the plaques, and with sending appropriate letters to their respective Deans.
Motion (DH/AK): That CCSCNE discontinue the January Board Meetings.
Defeated: 3/3/2
It was agreed that the CCSCNE Board needs a few more members and that therefore the Board should encourage new blood on conference committees.
It was agreed that conference committees members are to be chosen by the conference chair in consultation with the Board President.
After much discussion the following was moved:There has been talk at National as to what the purpose of the CCSC Journal. Is it a Proceedings of the conference or just the papers presented at the conference? If it is the latter then panels, tutorials, and student abstracts would not be published in the Journal (we are the only region to publish student abstracts). This question hasn't been decided at national, but there is still the issue of whether we want to continue to publish the student abstracts past the 2006 conference. One reason why this question arose is the possibility that publishing non-papers weakens the overall tone of the Journal. Is it as impressive publishing a paper if it appears alongside of student abstracts?
Motion (VP/AK): Beginning with CCSCNE-07, student posters
are to be published separately from the proceedings. The
deadline for their submissions is to be late February, and the final
deadline, for camera-ready versions, in to be late March. Further,
reviews are required for acceptance.
Question called -- Passed: 6/2/0
Motion called -- Passed: 5/1/2
The matter of precisely how the abstracts are to be published was then discussed, also at length, resulting in the following motion:
Motion (AK/FF): Student posters are to be published
in booklet form and distributed at the conference in question.
Question called -- Passed: 6/1/1
Motion called -- Passed: 7/0/1
The discussion then turned to the matter of what to publish: abstract or camera-ready version. It was estimated that the cost difference was approximately $700.
Motion (AK/VP): That the camera-ready version of the student
poster abstracts to be published are to be no more than 2 pages long,
in 10pt, and have a minimum of a 1 inch margin all around.
To meet the additional costs, the student registration fee is to increase
by $5.
Passed: 7/0/1
It was noted that Amruth would amend the CCSCNE-07 budget to reflect this change. It was further noted that, by way of clarification of the implications of the motion, that students are to no longer receive copies of the conference proceedings.
It was agreed that authors are to get a refund, and that participants might or might not get a refund, depending on the disposition of the Board, who will decide the matter on a case by case basis.This issue came up at national. Should an author get a refund if they had a paper published but were not able to attend the conference? The national board adopted the policy that if your paper is published then no refund. As far as I can tell, we don't seem to have any policy about giving refunds (not just for authors). Do we wish to have such a policy?
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Respectfully submitted,
Richard Wyatt
(CCSCNE Secretary)