Minutes of the Regional Board meeting of the Consortium for Computing in Small Colleges Northeaster Region, January 9, 1999

Minutes of the Regional Board Meeting of the Consortium for Computing in Small Colleges Northeastern Region, January 9, 1999.

Attending: Richard Close, Larry, D'Antonio, Frank Ford, Amruth Kumar, Mark LeBlanc, Joan Peckham, Viera Proulx, Joel Silverberg, Roger Simons, Charles Welty, Ying Zhou,

Not attending, but sending email messages: Matt Dickerson, Ingrid Russell, Richard Wyatt

Conference Committee Meeting (CCSCNE 99)

Program Schedule:

Friday, April 23, 1999

Committee wants to be sure that the workshop has a lab component. Presenter will be contacted to find out what is needed in the way of lab space and lecture facilities. Mike Anderson should include in the brochure that the workshop is free with conference registration, that participants must preregister by email, and it has limited capacity. The exact person to contact (Frank Ford or Arnow) will be determined by Frank Ford.

11:30 AM - 5 PM. Registration: Larry D'Antonio, Roger Simons, secretary, and students will be at the desk.

11 AM - 7 PM: Vendors:

1 PM Opening remarks

1:15 - 2:15 PM Keynote speaker (Title of talk needed from Carolyn Pe Rosiene.)

2:15 - 2:45 PM Break

[ A maximum of 20 sessions are needed. 20 accepted papers require 7 slots with 3 papers in each. 6 panels (including Mary Russell's) each require a session. 7 tutorials (including a possible 3 sponsored by SIGSCE) require 7 (or 4, if the SIGSCE tutorials are cancelled) sessions. This is a total of 20 (or 17, if the SIGSCE tutorials are cancelled) sessions. Having 5 session times and 4 parallel sessions will accommodate this. The SIGSCE sessions will be distributed throughout the conference for scheduling ease if they are cancelled.]

2:45 - 4:00 PM Session A

4:00 - 4:45 PM Student posters and break

4:45 - 6:00 PM Session B

6:00 - 7:00 PM Social hour.

7:00 PM Banquet

8:00 PM Speaker (Andy Van Dam, Title of talk needed from Carolyn Pe Rosiene.)

Saturday, April 24, 1999

8:00 - 11:00 AM Registration

8:00 - 11:00 AM Vendors

8:30 - 9:45 AM Session C

9:45 - 10:30 AM Exhibit break

10:30 - 11:45 AM Session D

11:55 AM - 1:10 PM Session E

1:15 - 2:30 PM Conference lunch (Best paper presentation, closing remarks)

2:30 - 3:00 PM Membership meeting

3:00 - 4:00 PM Board Meeting

Student posters will have an author line for the student author(s) and a separate "Advisor:" line for the faculty advisor.

The student scholarship awards will be made by Wednesday, Jan. 13. There will be 7 awarded, so half of the 14 posters will get an award. Attendees will also vote for their favorite student poster and the top 3 will be announced.

All attendees giving papers, panels, and tutorials must register. All authors, panel members, and tutorial presenters must sign a copyright form.

Web materials are up. Board members are encouraged to review the Web pages. The presenter's page gives detailed information for presenters.

We will need information on what AV equipment is needed. Frank Ford will find out what is available and make up an AV form for presenters.

Prices remain the same. $95 - regular registration. $30 - students. $10 - extra proceedings. $30 guest tickets for Friday banquet.

Vendor registration will be $150 (for 2 people, including banquet). Additional people will be $30 each.

The registration packet will contain a check-off form for chicken, fish, or veggie banquet meal. Per person meal costs will probably be $25 to $30 for the banquet and about $15 for the luncheon. The social hour will cost at least $500 and probably more. The funds for the social hour will come out of vendor registration. Vendor contributions to explicitly sponsor the event will be solicited at about $250/sponsor.

Session chairs - 20 session chairs are needed. Ralph Morelli will email membership soliciting session chairs. Session titles will be included in the email and volunteers may select an appropriate session to chair. Session chair names will not be in the preliminary program but will be in the final program.

Amruth Kumar will send all camera ready copy, diskettes, etc. to John Meineke, the CCSC editor, in Germany. Special addressing and mailing procedures are needed.

Vendors (Joel Silverberg)

Now there are 5 definite vendors, 4 likely vendors, and about 8 possibles. The aiming is to have 10 vendors. Various vendors were suggested by board members including O'Reilly Press.

Vendors must have the exact mailing address to send their bulk materials to.

Inprise (previously Borland) may contribute software. They also may want some brochures displayed but are sending no people. Joel will decide on what, if anything to charge them.

Vendors may send material to be put in attendees packets. This must be received well in advance.

Best Paper Awards. Papers chairs will name 3 nominees before the conference. These nominees will not be specified in the schedule. Nominees will be notified of their nomination before the conference. Papers chairs will choose reviewers, each of whom must review all three presentations. All three nominees will get prizes (1^st, 2^nd, and runner-up). Prizes will be awarded at the luncheon.

Hotels: Days Inn Harborside (nice view) and the Crown Plaza at the Crossings are the conference hotels. Frank Ford will supply the registration deadlines for the next mailing.

Parking: Will be adequate but may not be adjoining the conference site.

Board Meeting

CCSCNE 2000 will be held April 28 - 29, 2000 (Friday and Saturday) at Ramapo College in New Jersey. This 5 year anniversary event will include a boat cruise, including dinner, around Manhattan. Attendees will be bussed to a port town (about 25 minutes from the conference) for a 3 hour cruise. This precludes a banquet speaker. What would normally be the banquet speech may be Friday PM or at the luncheon on Saturday.

Several conference committee members were selected. These are:

Papers chair - Larry D'Antonio

Vendors chair - Richard Close

Publicity chair - Frank Ford

Publicity Committee Member - Charles Welty (Web page only)

Speakers chair - Viera Proulx

Panels and tutorials chair - Roger Simons

Chairs are needed for student papers and local arrangements. Also conference co-chairs for many of the above positions will be needed. Amruth Kumar will find additional people for the conference committee. He has authority to fill the vacant positions in the conference committee.

Dates (to be included in the first Call for Papers in July or August, 1999)

Panel and tutorial submission - Dec. 3, 1999

Student poster submission - Dec. 17, 1999

Notification of paper acceptance - Jan. 15, 2000

Camera ready copy due - Feb. 14, 2000

Other dates:

Regional board meeting - January 8, 2000

This year there was a problem of author's names being included with the title, causing the review process not to be double blind. Paper committee should be sure that the author's name is not included with the title. The inclusion of the author's name in the body of the paper will not be checked.

Viera Proulx will prepare the budget for CCSCNE 2000 for the national CCSC meeting.

Adjourn.

Respectfully submitted,

Charles Welty, Secretary