Minutes CCSCNE Board Meeting, September 11, 2004, Providence College

Present: Larry D'Antonio, David Hemmendinger, Richard Close, Danny Kopec, Frank Ford, Amruth Kumar, Michael Gousie, Karl Wurst.

Announcements (not on Agenda) - Bill Taffe has resigned from the board. Larry asked for nominations for the board. Interested persons must submit materials and attend the January board meeting.

1. Minutes accepted from previous meeting (Frank/Michael, Passed 8-0)

2. Chair's Report (Larry)

Next National Board meeting will be in Kalamazoo on 9/30/2004. Send items for discussion to Larry.
The National Board is revising the bylaws. This is mostly a technical issue. No substantial changes are expected.
Kris Berry announced that the new database is available
Future Conferences
1. 2006 - Holy Cross
  Laurie Smith King will be at the January Meeting. She will start reserving rooms at Holy Cross.
  If she doesn't get tenure, we have a problem. Larry asked Karl to look into the possibility of using Worcester State as a backup location. Laurie should be asked who else at Holy Cross is involved in the planning. Parking at Holy Cross may be a problem on Friday. Programming contest space may be a problem.
2. 2007
  - Wentworth is iffy
  - RIT is too far away
  - Brooklyn
    A Sunday/Monday conference is the only possibility for religious reasons. The faculty of the department support hosting the conference 26-1. The provost is in favor of hosting the conference. Attendees may spend Friday and Saturday doing "touristy" things in NYC. Hotel rooms will be reserved for Friday to Monday. The Brooklyn Marriot will be $100-$150 per night and is 20 minutes to the college on the subway. Danny will look for Manhattan and Long Island hotels. Danny suggests that a NYC conference could draw 300-400 attendees.
    Amruth questioned the feasibility of a Sunday/Monday conference. Frank suggested that the conference begin Saturday after sundown and run through Sunday. We need to work out a schedule to see how much can fit in that time span.
    Danny is to get actual hotel costs, shuttle costs, room use fees from college (institution will cover), and costs for media support people. Danny will report to Larry.

3. Editor's Report (Larry)
We are inconsistent about the limit on the length of papers. John Meinke lists 6 pages, we say 12 pages. In 2004 we had 4 papers over 10 pages in length.
Larry suggests that we should set a limit of 10 pages for papers.
After some discussion the following motion is approved (Frank/Amruth, Passed 8-0)
Paper Length - maximum 10 pages
Panels Abstract Length - maximum 3 pages
Tutorials Abstract Length - maximum 2 pages
Workshops Abstract Length - maximum 2 pages
Student Poster Abstract Length - maximum 1 page

4. Webmaster's Report (Karl)
Electronic submission system is set-up and working. Karl is to make sure that last year's registration forms are not available. Karl is to check the Honor Roll and try to get it up-to-date.

5. Treasurer's Report (Scott)
Amruth will look into possibilites for 10th anniversary gifts. Larry will talk to John Meinke about getting 10 years of proceedings so we can produce a 10-year CD.

6. Membership Chair's Report (Danny)
Things are planned. Danny will distribute the announcement from Frank to the mailing list. Franks will get a list of department chairs from AMS. Danny will look up chairs of "usual" departments.

7. Registrar's Report (Frank)
Author registrations will go to Frank. Copyright forms will go to Michael. David asks about PayPal. Larry will ask at National.

8. Operating Document Subcommittee Report (Frank, Karl, Amruth)
Frank handed out the first draft. Is this what the board wants? The board decided yes. Frank will update it for the January Meeting.

9. Guidelines on Paper Submissions (Richard)
Put off since Richard was unable to make the meeting.

10. Leave of Absence for Board Members
Board members not attending have an effect on the quorum.
Motion: (Danny/Frank, Passed 4-1-3) Allow a board member to request a leave of absence for a period of up to 2 years. The board will consider the request.

11. Conference Evaluations - whose job is it? Should be the conference chair or delegate.

12. Submission procedure for hosting. There is already a process on the web site. Do we want to have some signed agreement with the school's administration? The person to chair should not host in year of tenure review.
Motion: (Amruth/Michael, Passed 6-0-2) Untenured faculty may only host the conference before their tenure review year.

13. The revised CCSC bylaws define three classes of membership. Teaching Assistants are not clearly in one of the three. Do they fall under regular membership? Larry will ask National for clarification.

14. Issues with the proceedings - settled earlier under Editor's Report.

15. It was suggested that we add Birds-of-a-Feather sessions, or table discussions at dinner. The registration form could ask for topic suggestions and ask for volunteers to be table leader/facilitators.

16. Frank asked Karl to try to fix the registration forms so that they print on a single page.

17. Danny suggested that the faculty/student ratio of the conference is off. A discussion began about how to get more faculty involved. Nothing was decided.

Meeting was adjourned at 4:00pm

Respectfully submitted, Karl R. Wurst.