Alpha-numeric designators, such as "1A" refer to items not on the original printed agenda.
Lawrence D'Antonio (Chair) (LD)
Heidi Ellis (non-voting guest)
Lonnie Fairchild (LF)
Frank Ford (FF)
Michael Gousie (MG)
David Hemmendinger (DH)
Mark Hoffman (MH) (non-voting guest)
Stoney Jackson (SJ) (non-voting guest)
Amruth Kumar (AK)
Jim Teresco (JT)
Richard Wyatt (RW)
MOTION (FF/LF): To accept the minutes of the April meeting.
Passed: unanimously.
I. Report from National 1. The next national board meeting will be held at George Fox University in Newberg, Oregon, on October 8-9, 2010. 2. The usual discussion of a new, improved database, using a standardized paper submission system, and using a standardized conference registration system. Outcomes? Wait and see. 3. PayPal. Your guess is as good as mine. See the agenda.II. Future Conferences 1. 2012 Conference at Quinnipiac University. The 2012 conference will be held at Quinnipiac University on April 27-28. Mark Hoffman will be the conference chair. 2. Future Conferences: I visited Siena College (near Albany). I was very impressed by their facilities and their strong desire to host the conference. Nearly the entire CS department came in on a summer day to meet with me. Darren Lim would be the conference chair, but there would be support from the department and the administration. I strongly recommend that Siena be approved as the host for our 2013 conference. For beyond 2013, I will look into St Johns, University of New Haven, and College of St. Rose, who have expressed an interest in being a host.(AGENDA ITEM 8 has been inserted here for reference.) 8. PayPal National has stated many times that using PayPal for online registration was just around the corner. This has been a very long corner. Some of you received emails that CCSCE was using PayPal for their conference in October. I contacted them to find out how they managed to get National to set up a registration system using PayPal. Unfortunately, National had nothing to do with this. The CCSCE conference is being held at Juniata College. The Conference and Events people at Juniata have experience using PayPal. So they simply took over the registration process themselves. Where does that leave us? We could imitate CCSCE and go our own way. One way of doing this is to create a bank account, handle the registration on our own, and then mail National a check at the end. In any case, we should discuss if there is a practical way for us to use PayPal for our registration.
RE: item I-3: PayPal
The following observations and remarks were made:PayPal is used by Eastern CCSC and was set up locally, not by National. Without National's help, it would appear that we are unable to set it up ourselves. (The above not, apparently, with standing) WNEC might be able to set it up locally. We should consider following the AMA model, set it up on our own locally, and tell National later as a fait accompli. Larry is to look into doing exactly this. Should this idea in fact be implemented, mail-in registrations would still be permitted. RE: item II-1. The 2012 Conference at Quinnipiac University
It was suggested that Board Travel money of $2k is insufficient and that it be increased to $3k.
MOTION (FF/MG): To approve the 2012 budget as presented, with the modification that Board Members be reimbursed for travel up to $3000 (increasing the allowance from $2000). [It is the Secretary's understanding that this increase is to apply to future conferences, and the motion is to be so understood unless explicitly rejected by the Board in the future.]It would be good to have a flyer for the conference available somewhat earlier than has been usual.
Passed. (8/0/0)
RE: item II-2. Future Conferences -- 2013 Siena College and beyond
Jim Teresco generously agreed to co-chair the 2013 conference.MOTION (FF/MG): To accept Siena College as the venue for the 2013 Conference.Larry reported that for conferences beyond 2013, he has "not done much yet".
Passed. (8/0/0)
It was noted that the faculty posters and the student posters should be located in different places. No decisions have yet been made as to their locations.I have attached a document from the poster chairs (Issues to consider for Posters at CCSCNE) with a variety of recommendations for student and faculty posters. Several of these issues may be for the conference committee. But I put it here in case there are more general issues that the board may want to discuss.
It was suggested that we include John Meinke's instructions on our web page verbatim, as opposed to merely including a link to them. However, the consensus of the meeting appeared to be to reject this suggestion.I have attached a proposed revision of the instructions for authors and the instructions for presenters. We certainly need to make the instructions internally consistent and consistent with the instructions of John Meinke, the National CCSC Editor. Questions that were raised about the instructions: Should author bios be included with the panel proposal? Should we just include John Meinke’s instructions directly instead of providing a link to them? Should we put the deadlines into the instructions or have a separate page with all deadlines and simply link this page?
We were reminded that only PDF and Word formats are permitted for submissions, and that only Word format is allowed for the camera-ready version.
It was recommended that we include the conference deadlines only via a link to another page. It was noted that in favour of the recommendation is the fact that it is easier to maintain, and also that, in opposition to the recommendation, it is less clear to prospective submitters.
It was recommended that the formatting instructions and the deadlines all be put in one place, albeit, probably one merely virtual place.
As regards the Saturday box lunch and as to whether there should be a separate fee for it: there was much discussion, after which it was agreed that we will keep it as per last year, viz., that we are to pay separately, that is, in addition to the conference fee, for the boxed lunch.
For the 2011 Conference, Stoney will look into finding an AV person.
It was suggested, as a favour to Paul, that his duties be divided between two persons. No action was taken on the suggestion.
MOTION (AK/FF): That Amruth Kumar be granted a leave of
absence from the Board for a period of two years.
Passed. (7/0/1)
See Paul's report in the minutes of the Conference Meeting.Since it is anyone's guess as to when National will provide a paper submission system, we decided to look into Microsoft's Conference Management Toolkit. Paul has looked into this software and will give his observations in his report.
See Chair's Report above.I have attached the proposed budget for the 2012 meeting at Quinnipiac. Please look it over, I would like to approve the budget art this meeting.