Open Meeting

Scott- This conference did well financially.  More attendees and vendors with cheaper meals.

Karl Wurst -

• Worcester State University (WSU) has enough space for the 2002 conference.
• It will be April 19 and 20, 2002.
• Vendors for 2002 - It is suggested that there be a committee member to handle book vendors and one to handle hardware/software vendors.

It was agreed that the proximity of the posters to the social hour worked very well as did the longer time before dinner.  It was suggested that the advisors be held more responsible and that all communication go through the advisor.

Open meeting adjourned
 
 

Board Meeting

Karl Wurst - 2002 Conference.

• Chairs are set except for one additional vendor chair needed.
• Another registration chair would also be a good idea.
• Two Worcester State faculty will help frank ford with the programming contest (with 3 student helpers).
• Karl was impressed with how well organized this conference was.

• We will not limit who can participate (e.g. Harvard, MIT, etc. would be allowed).
• He noted that there were too many teams to allow second teams this year.
• Kopec suggested that there be adequate work room for each team.

Planning meetings:  Sept. 8, 2001 and Jan. 5, 2002.  Both from 11 AM to 3 PM.

Bill Taffe - Suggested that it would work out well if committee people signed up for 2 years.  Then there would be 1 experienced person and 1 neophyte for each position.  We will aim for this but not make it a requirement.  Also suggested that all letters, etc. having to do with the conference be archived on the Web to help in future conferences.

M/S (Wyatt/Taffe) Regional board president and conference chair will work together to provide continuity from conference to conference with respect to conference committee.  Passed by acclamation.

Accommodations - About 90 rooms were used this year as opposed to 75 last year.  Remember to ask about complimentary rooms for speakers.  Also some rooms are usually needed for both Thursday and Saturday night.  Also find out about shuttle service and complimentary breakfast.  There should be 2 pricing levels available for attendees to choose from, one cheaper and the other more expensive.

Space - WSU has  a 200 seat room for large meetings, two 40 seat classrooms and two 25-30 set classrooms available.  It was thought that larger rooms would be necessary.  Karl will look for bigger rooms.

Should we restrict attendance at the workshops by having registration packets for registered workshop attendees at the workshops?  Registration chairs will decide on this and take care of it.

Karl has funds for student aid.

2003 Conference Katy Sanders thinks that Rhode Island College probably has adequate facilities.  They have not chosen a conference chair yet.  Rooms are mainly small but there are some hi-tech rooms.  No hotel problems.  Katy and others will check out the facilities and see about the cost to RIC.

Danny Kopec will check out Brooklyn College as a possible conference site.  The new library could be appropriate.

It was suggested that we set up a formal process for selection of conference sites.  This topic was delayed until a future meeting.

Richard Wyatt will be the contact person for site suggestions.

Amruth - Criteria for possible sites should be on the Web.  The data is fairly detailed and much has been done, but it needs organization.  We need a single person to look for possible sites.   We need to have deadlines and establish a proposal form.

After much discussion it was decided that we should set a goal of having a definite commitment for the conference site for Conference N + 2 at the January, N meeting.

Regional board chair bears responsibility for finding a site.

Possible sites for 2004 are Marist, Vassar, Union Colleges.  Also interest for future years from Stone Hill College and Latrobe, PA.

It was suggested that we should get an advance from the national board so the money awards could be actually distributed at the awards ceremony.  Checks would be fine.  Treasurer will talk to Bill Myers about this.

The report from the Sub-Committee on Paper Standards, Submissions, and RElated Matters (dated April 18, 2001) included 3 recommendations (numbered 1. - 3., below) and 3 more controversial items (labeled as (a), (b), and (c), below) for board consideration..

• M/S (?/?) 1.  Paper chairs should not be best paper judges.  Passed unanimously.
• M/S (Amruth/Larry) 2. Papers chairs should not submit papers. Passed unanimously.
• M/S (Laurie/Ingrid) 3. Panels/tutorials/workshops chairs should not submit panels, tutorials, or workshops. Passed unanimously.
• M/S (Amruth/Charlie) (a) Papers chairs should not be papers reviewers.  Passed unanimously.
• M/S (Frank/Ingrid) (b) Reviewers - distinct from chairs - are needed for the panels, tutorials,and workshops.  (At present, the chairs both review and select those to be accepted).  There was lots of discussion on this point.  People were concerned about lack of anonymity of reviewer if the reviewer is always the chair.  Lack of anonymity of presenters is not a problem because their identity is needed to see if they have the appropriate expertise.  This motion was delayed until the September meeting.
• M/S (?/?)  (c) Paper authors should not also be paper reviewers.  Rejected unanimously,

Taffe - Consider problem with conflict of interest in the programming contest with judges judging their own teams.  Frank and Tim will look at it for next year.

A subcommittee was formed to consider how to handle reimbursement for travel  The sub-committee consists of Scott, Danny, and Laurie.

Nominating and electing board members.  We need a more formal method.  The board should be given notice before the meeting of a new member's nomination.  Nominees could have position statements.  Nominees should demonstrate to CCSCNE.  This may require changing the bylaws.  Subcommittee:  Ingrid (chair), Amruth, Taffe.

Karl Wurst was elected to the board.

M/S (Amruth/Charlie) Future conference chairs (or co-chairs) be ex-officio board members (if not already a board member) for the academic year of the conference.  Delayed until September.

Decisions on how to handle certificates and letters in the future.  Delayed until September.

M/S (Richard/Charlie) Minutes and bylaws should be publicly accessible (excluding budgets) as links from the homepage.  Passed unanimously.

Adjourn (5:07 PM)

Respectfully submitted,
Charles Welty
Secretary