Lawrence D'Antonio (LD) (Chair)
Mark Bailey (MB) (non-voting guest)
Alice Fischer (AF) (non-voting guest)
Frank Ford (FF)
Michael Gousie (MG)
Mark Hoffman (MH)
Adrian Ionesco (AI)
Stoney Jackson (SJ)
Laurie King (LK) (non-voting guest)
Bonnie MacKeller (BM)
Sandeep Mitra (SM)
Shamsi Moussavi (SM2) (non-voting guest)
Ingrid Russell (IR)
Tony Sena (TS)) (non-voting guest)
Jim Teresco (JT)
Karl Wurst (KW)
Richard Wyatt (RW)
MOTION (FF/IR): To accept the minutes of the September meeting.
Passed: 12/0/0.
I. Report from National 1. The next national board meeting will be held October 9-10, 2015 at the Seattle Pacific University in Seattle. 2. Regions are required to include language to the following effect in the Call for Papers and on the web site: "All papers are double-blind peer-reviewed and, if accepted, published in the Journal for Computing Sciences in Colleges. An author is required to present any accepted paper. The Journal for Computing Sciences in Colleges is printed and distributed to all CCSC members. The Journal also appears in the ACM Digital Library. Only those works that are presented at the conference will be allowed to appear in the ACM Digital Library." II. Future Conferences 1. 2016 Conference The 2016 conference will be held April 29-30 at Hamilton College in Clinton NY (a short drive from Utica NY). Mark Bailey will be the conference chair. The September planning and board meeting will take place on Saturday, September 12. 2. Future Conferences I visited MassBay Community College in Wellesley Hills, MA. They have very good facilities and are eager to host our 2017 meeting. Shamsi Moussavi has been my primary contact at MassBay. I recommend them as the 2017 meeting site. I need suggestions (or volunteers) for the 2018 meeting and beyond.
RE II.1: Mark reports as regards the 2016 conference: Space is being arranged. Budget - fees will need to be increased to balance the budget, but here will not be a late fee for student registration. Hotels - there are no negotiations at present but there will be soon. Two hotels will be needed. If possible, a hotel shuttle is be arranged for transport to the conference. In any case, attendees need to be made aware of the transport options. The September planning meeting at Hamilton College will be Saturday, September 12, 2015. RE II 2: As regards the 2017 conference: MOTION (LD/IR): To accept MassBay Community College as the venue for the 2017 conference.
Passed: 12/0/0
The conference should avoid being held so as to conflict with the Boston Marathon, which will be held on April 17, 2017. The specific date have not yet been set. For conference venues after 2017, Larry reports that there are three possibilities -- for 2018-2020.
Larry appointed Jim Teresco as membership chair to serve out the remainder of Paul's term.Paul Tymann has stepped down from his position as CCSCNE Membership Chair and from the CCSCNE Board. I want to thank Paul on behalf of myself and the board for all of his contributions to CCSCNE. Besides his work on the board he also was the conference chair for the 2007 meeting at R.I.T. This means that we need a replacement for Paul to fill the remainder of his term as Membership Chair. This position is up for election in 2017. Volunteers are welcome.
There are three positions up for election at this meeting. CCSCNE Chair, Secretary, and Editor. Any volunteers for these positions are welcome. I am willing to again stand for election as the CCSCNE Chair. Richard Wyatt, the current Secretary, is willing to stand again for that position. Michael Gousie is the current Editor, but is not going to run again. I want to thank Mike for his more than 10 years as Editor, he did an excellent job in this important position. This means we will need a new person in this position.
Chair: nominations - Larry MOTION (FF/LD): To close nominations for Chair.
Passed: 12/0/0MOTION (LD/(none asked for)): To accept Larry D'Antonio as CCSCNE Chair for 2015-2018.
Passed: 12/0/0
Secretary: nominations - Richard MOTION (FF/(none asked for)): To close nominations for Secretary.
Passed: 12/0/0MOTION (LD/(none asked for)): To accept Richard Wyatt as CCSCNE Secretary for 2015-2018.
Passed: 12/0/0
Editor: Michael has decided not to stand again as editor. However, he is not resigning until September, so no nominations/election is needed at present.
Karl will offer a proposal at the September Meeting.There was some confusion this year about the National Partners who want to participate in our meeting. Karl Wurst suggested that we discuss aligning our vendor levels with National Partner levels. Also, he proposed deadlines be established for National Partners to indicate that they will be participating in the local conference.
Larry will mention vendor time lines to National.
Larry remarked that he is inclined to accept these suggestions. A question arose: should we eliminate the PDF option? The consensus reaction seemed to be: perhaps.Sandeep Mitra has suggested some changes to the language on our web page that we use to describe student posters. The following are Sandeep's specific recommendations. "One, at the Undergraduate Research page, the sentence "No other formats (such as PDF) will be accepted" should be bolded. But perhaps more importantly, in the actual submission form, the option to choose PDF as the submission format should be eliminated. I realize that those forms date from a number of years ago, but I hope it is possible to edit the code. This was the primary cause of confusion among many submitters this year, according to feedback received. Two, in the "Submit" section, we have the sentence "A confirmation will be emailed to you". This should be changed to "A confirmation email with the submission number clearly indicated will be sent to you". Following this sentence, we should have the following sentence(s) in bold: "Please note that if you did not receive such a confirmation email for each poster submitted, your submission has not been received. Any correspondence should quote the submission number. It will not be possible for us to entertain inquiries about your poster without reference to the submission number". Third, in the "Submit" section, we should have another paragraph that says: "Early submissions of poster abstracts are STRONGLY encouraged. A submission received a week or so before the deadline gives the committee a chance to preview your submission and contact you regarding any issues such as formatting. It is usually not possible for us to consider incorrectly submitted abstracts beyond the stipulated deadline". In the section, "How should undergraduate posters be displayed at the conference?" the sentence "At least one of the authors must register for the conference by the early registration date and be there to present the poster during the Undergraduate Posters session" should be bolded. The following sentence should be changed to "A poster abstract will be removed from the conference documentation if an author does not register. Also, a poster will be disqualified from the competition if at least one presenter is not present." "
MOTION (SJ/SM)): To add the following to the standing rules:(a) Motion to create deputy officers This motion is to add the following to the standing rules: Article 3, Section VII - To assist in the duties of an office, an officer may appoint one or more deputies to the office. Any such appointment must be confirmed by the board by a majority affirmative vote. A deputy serves for the remainder of the appointing officer's term. This amendment is in accordance with Article 6 of the Bylaws which state that "The Regional Board may define Standing Rules to implement these Bylaws". This motion requires a 2/3 affirmative vote. (b) Motion to appoint a Deputy Webmaster If the previous motion passes, as Webmaster Stoney Jackson moves to appoint Karl Wurst as a Deputy Webmaster. (c) Motion to form an ad hoc committee on documentation This motion asks the chair to form an ad hoc committee to review and update the documentation related to the roles and responsibilities of the conference committee members and expectations of would-be host sites. I also recommend that members of this committee have no other obligations CCSCNE.
Passed: 12/0/0 (being at least 2/3 of the affirmative vote)Article 3, Section VII - To assist in the duties of an office, an officer may nominate one or more deputies. Any such nomination(s) must be confirmed by the board by a majority affirmative vote. A confirmed deputy is entitled "deputy (title of the relevant officer)". A deputy serves at the pleasure of the relevant officer.
MOTION (SJ/IR)): To confirm the nomination of Karl Wurst as deputy Webmaster.
Passed: 12/0/0
RE (c): There was no motion on this matter. However, Larry appointed the following as the members of an ad hoc committee on documentation: Michael Gousie(chair), Laurie King, Frank Ford, and Larry D'Antonio (ex officio).
These matters were discussed briefly at the membership meeting. The budget is here.In order for the 2016 budget to balance, registration fees were raised as follows. Regular registration is raised from $125 to $135. Late registration is raised from $155 to $170. Vendor registration is raised from $200 to $300. I have attached the budget and would welcome any comments on how we could avoid raising the fees. But the reality is that many colleges are charging us fees and food costs are going up.
Larry will send Hemant an email notifying him of the motion and the result.