Lawrence D'Antonio (LD) (Chair)
Mark Bailey (MB) (non-voting guest)
Steven Block (SB) (non-voting guest)
Frank Ford (FF)
Michael Gousie (MG)
Krista Hill (KH) (non-voting guest)
Adrian Ionesco (AI)
Stoney Jackson (SJ)
Jim Teresco (JT)
Paul Tymann
Karl Wurst (KW)
Richard Wyatt (RW)
MOTION (FF/(none)): to accept minutes from September meeting.
Passed: unanimously.
Providence College April 26, 2014 Chair's Report I. Report from National 1. The next national board meeting will be held November 14-15, 2014 at the York College of Pennsylvania. 2. There has been great turnover in leadership at National. Starting this summer, Scott Sigman will take over as President (from Laura Baker). Susan Dean will take over from Bill Myers as Treasurer. Tim McGuire is taking over from Bob Neufeld as Membership Chair. II. Future Conferences 1. 2015 Conference Our twentieth anniversary meeting will be held April 17-18, 2015 at Holy Cross College. Laurie King and Karl Wurst will be the conference co-chairs. 2. Future Conferences I visited Hamilton College on Tuesday, April 15. I was very impressed by their facilities and I propose that Hamilton host our 2016 meeting. Mark Bailey would be conference chair. I need suggestions (or volunteers) for the 2017 meeting and beyond.
The September Board Meeting is to be help on September 13, 2014 at Holy Cross College. RE: II.1: Larry appointed Jim Teresco as "program overseer" for the 2015 conference. It was argued that it is very desirable to have just one person responsible for program matters. RE: II.1: It was noted that workshop attendees do not know/remember which workshop they signed up for. Two suggestions were made: address it via how we handle registration; have the individual workshop chairs handle it. No firm decision was made as to which approach is to be followed. Relatedly, it was suggested that we might charge $10 for workshops in order to discourage persons from signing up frivolously. RE: II.2: MOTION (FF/JT): to accept Hamilton College (in Clinton, NY, near Utica) as the CCSCNE 2016 venue.
Passed: unanimously.
RE: II.2: Massachusetts Bay Community College (MassBay) in Wellesley Hills, MA has offered to host the 2017 conference. Larry will visit the campus to inspect its suitability. RE: II.2: Jim reports that Siena College in Loudonville, NY has offered to host a conference for 2018 or later.
CCSCNE Webmaster Report Plans for the first 2 weeks of June 2014: 1. Content frozen during this time 2. ccscne.org - Main website a. Infrastructure updates b. Add last updated to each page c. Add content maintainer email to each page 3. Email aliases: Reset email aliases a. Point confchairs@ccscne.org to next program committee chairs' emails b. Point all other committee aliases to confchairs@ccscne.org c. List of committee aliases available here: http://ccscne.org/conferences/ccscne2014/ 4. ccscne.org - Submission system a. Archive b. Reset 5. program.ccscne.org a. New mobile site - Thanks Karl!! b. If we want to keep this, someone needs to encode the content. c. Move to another domain? Choices: p.ccscne.org m.ccscne.org I made some progress on the new submission system during my sabbatical and over winter break. I will continue work on new submission system in July and/or August. Regards, Stoney Jackson Webmaster CCSCNE
RE: 5(b): It was reported that, perhaps, Nadine Hanebutle will do it.
CCSCNE Board Meeting Providence College April 26, 2014 Editor's Report As always, I worked with John Meinke to put the Journal together. We have been doing this for quite some time now, so we have a good working partnership. Keeping John apprised of deadlines and the status of camera-ready submissions is the Editor's primary mission. This year we did not have the myriad problems that plagued us last year (late or no camera-ready submissions, copyright form problems, etc.). However, somewhat like one of last year's issues, we again had problems communicating with the Conference Chair. The biggest issue was getting a (preliminary) program in a timely fashion so that we could be sure what papers/tutorials/etc. had been accepted. John uses the conference program as a kind of template to put the Journal together, so getting this information is vital. It is the job of the Conference Chair to gather the information regarding accepted items from the various Program Chairs. In addition, the "Welcome Statement" must be written. It is imperative that future Conference Chairs know that there will be a flurry of work to do in January, many months before the conference itself, and that this work is time-critical. The only other issue was that I received some complaints about the Web site not working for camera-ready submissions. As this issue concerned only a small number of submissions and I could find no pattern, this seemed to be a user problem rather than a system one. In any case, the authors simply sent their camera-ready materials to me directly, which worked out fine. Respectfully submitted, Michael Gousie
None.
It was agreed that we would not now decide the matter, and that we will ask Karl and Laurie to decide it based on past dates.From the September board meeting we stated that the dates for the 2015 conference should be decided at the April board meeting.
Karl mentioned as possible coordinators: Kelly Powers, and Padmaja Bandaru.We had some discussion about this at the September meeting. Karl had stated he had a couple of names in mind as possible coordinators.
The following positive remarks were made:What went well or did not go well with the meeting and how can we be better in the future?
The following negative remarks were made:The PC support staff were excellent, and we thanks them all for the efforts.
The hackfest was a clear success. It was noted that we might want to consider holding it on the Saturday, or even on the Friday and Saturday. Frank explicitly thanked all 2014 chairs for their outstanding efforts.
The posters were reviewed too early. Larry remarked that we should have the students present for the judging, and that we should allow judging up to 1.00pm. No decisions were reached on these matters, and it was agreed that they should be postponed until our September meeting. Having the second plenary session on Saturday morning (9.00-10.00am) was deemed too early. It was noted that attendance was lower that it usually is. It was remarked that our CCSCNE conferences are becoming increasingly student focused. Is was asked whether this was desirable; no conclusions were reached. However, Larry convened an ad hoc committee consisting of himself, Mark Bailey and Paul Tymann to examine a range of possible models for future conferences. They will report back. It was noted that there were some no shows this year: one speaker failed to appear, as did two faculty poster presenters.
David Hemmendinger, formerly of Union College (NCAA 2014 ice hockey champions!) has stepped down from our board since 2004. Besides being the conference chair for the 2004 meeting at Union, David was Membership Chair from 2005-2010. I want to express my deep gratitude to David for his service and his always excellent ideas that have helped make CCSCNE a successful organization.
MOTION (PT/FF): That Sandeep Mitra be elected to the CCSCNE Board as a member.Sandeep Mitra has expressed interest in becoming a new CCSCNE board member. Sandeep has had a long association with CCSCNE, including several years involved with student posters. I strongly support Sandeep's application to the board.
For Treasurer:The following board positions are up for election. Treasurer - Adrian Ionescu is standing up for reelection for this position. Webmaster - Stoney Jackson is standing up for reelection for this position. Nominations can be made from the floor at the board meeting.
For Webmaster:
Larry asked for nominations from the floor; none
were made. The secretary again cast a single (positive) vote, and Stoney was
Jackson reelected webmaster.
It was noted that this is a ConfTool issue; and that there is no easy solution. There was no resolution to this matter.There were some problems with the registration of student poster presenters. They are required to preregister in order to present their posters at the conference. But student poster presenters can also be members of a programming contest team. The problem is that the way we are currently registering contest teams. Advisers register for a team, paying the fee for the team and for three individual team members. But the adviser does not enter the names of the students. So there was no way for the student poster chairs to easily determine if a student had not yet registered or was included in a contest team. After some time and effort Sandeep Mitra and Mark Hoffman were able to resolve this issue. But it would be nice to have a more transparent system to deal with this issue.
A policy will be worked on, and a final decision will be made at the September meeting.We get occasional requests for a refund of registration. We do not have any policy and decide on a case by case basis. This feels somewhat arbitrary and I would like to put some sort of policy in place before the next conference. That way we can advertise our policy and refer to it when we get refund requests.