Attending: Duane Bailey, Amy Briggs, Dick Close, Matt Dickerson, Frank
Ford, Doug Green, Timothy Huang, Laurie King, Amruth Kumar, Scott McElfresh,
Viera Proulx, Ingrid Russell, Daniel Scharstein, Bill Taffe, Charles Welty,
Karl Wurst,
2001 Conference Committee Meeting and Board Meeting
The conference spaces in Bicentennial Hall were toured. The Great Hall will be the location of the meals. Vendors and posters will be on the 3rd floor around the Great Hall. Social hour will be up there, too. The social hour will be alcohol-free due to the rule of no alcohol in Bicentennial Hall and the probability that the weather in April will preclude it being served outside. It was suggested that a vendor might want to sponsor a social hour at the Middlebury Inn on Friday after the banquet. Alcohol could be served there.
One session room was viewed. It is an excellent space. All the connections and services we will need seem to be there. There are also lots of outlets and connections in the hallways for vendors and others needing them.
Parking will be a problem, especially on Friday. Valet parking may be required to move cars to available spaces. Matt Dickerson will be taking care of this.
There was a discussion of the location of the 2003 conference. Viera Proulx will discuss this with various people.
Scott McElfresh and Karl Wurst will put together a budget for the 2002 conference.
Web site is up with reviewer pages and information for submissions. There are lots of forwarding email addresses available. For example we could set up a vendors@ccscne.org address and could forward any mail to the current vendors chair.
The letter to vendors (or discussion with vendors) should include the fact that the vendor's page will include links to each vendor companies page. The preferred URLs for these pages should be asked for.
Elections will be held next year, January 2001. The bylaws show that
the chair and membership officer are up for election.
Membership Report (Viera reporting for Ralph) - Viera
reported that the National is discussing the impact of our
incooperation with SIGCSE on registration fees. One possibility
that is being considered is to having one registration fee with discounts
if an attendee attends more than one conference.
Treasurer's Report (Scott) CCSCNE 2000 lost money if we include a set of expenses that really did not belong to that conference. These were for the gifts and web site expenses.
2001 budget must include income from extra proceedings sales.
There is $150 for student aids that was not included in the budget for the 2000 conference.
UPE (honor society) has given the national board $1200. We suggest that the money be prorated by attendance when given to conferences. Higher attendance means a larger portion of the funds. Viera will take care of this.
Daniel Scharstein is interested in other ways to advertise the student poster and programming contest. It was suggested that the ACM student chapters could be contacted and that CUR (Council for Undergraduate Research) could help. The student email list kept by Cathy B. has been culled of graduated students.
Ralph Morelli needs to know how to get member addresses.
CFP 2001. Matt will take out the titles of invited talks until both are known. Matt will mail it out this week.
Programming Contest (Frank Ford and Tim Huang) Programming contest needs a mailing. We should hand out announcements at any of the regional programming contests we go to. All programming team members must register including the advisor. Maximum team size is 3 students. Prizes of $600 (1st - $300, 2nd - $200, 3rd - $100) will be awarded. A $90 registration fee for each team was suggested with the idea that department might pick it up if it were a team registration rather than individual registrations. Certificate of [participation for all teams. We will try to arrange for free (cheap?) team member housing in local student housing at Middlebury and St. Michael's. This will encourage students to stay for the rest of the conference. We will give out copies of Bentley's Programming Pearls to the winning teams. There is $200 in the budget for a light breakfast before the programming contest on Friday. We might also supply pizza for the teams for lunch on Friday. Languages used can be C++, Java, or C. Prizes for the contest (and student posters) will be awarded at the beginning of the banquet. Student monitors for the contest are needed, probably from Middlebury. People must actually write the programming questions, contact Tim Huang if interested.
Moved/Seconded (Viera/Frank) The student registration for CCSCNE 2001 will be $30 for students and $90 for programming teams. Passed by acclamation.
Next year (2002) we may have an increased fee for students registering late. We should look into how mush it really costs us for students to attend and decide how much of a subsidy we can afford to give them.
Panels, Turorials, and Workshops (Duane Bailey) There are two workshops suggested. One on NSF funding and one on security.
Workshops are 3 hours, hands-on, on Friday morning before the conference starts.
Tutorials are 70 minutes during the conference.
Duane wants suggestions. He will contact various people.
SIGCSE will sponsor at least one session from its conference.
There were lots of suggestions from the members.
Papers (Scott McElfresh) Have not started to sign up reviewers. All Web-based materials are now set up. Members should submit papers and give the CFP to colleagues.
We continued a discussion from the last meeting concerning standards for papers and paper content. Pure research papers are not appropriate for this conference, there are other venues for these. All papers should have some educational content. We will not be setting up guidelines for 2001. WE will for later conferences.
The paper abstract should go to the paper chairs along with the reviews to remind the chairs of the paper content. Referees must be encouraged to write in the narrative space. Change narrative label from "Additional comments" to "Justify your score".
Moved/Seconded (Matt/Bill) Official policy of the CCSCNE that the papers cochairs may not submit papers to the conference. Passed unanimously.
Amruth was concerned that people with Web access will have access to all reviews. Various suggestions were made.
Moved/Seconded (Viera/Matt) If there is a conflict of interest between submitters and Web access then the submitter must make arrangements with the papers chair to ensure a double blind review process. Passed unanimously.
Ingrid reported seeing some outdated links on the web page.
Undergraduate Posters (Amy Briggs) All submitted posters have been accepted in the past because we have had enough room for them. This is not a policy, though. Students need copyright form signed by all authors (faculty member is not an author). Chairs will decide how the posters will be judged. Suggestions were that all attendees could vote or judges could be assigned to judge a reasonable number of posters.
Speakers report (Matt for Scot Drysdale) Keynote: Jon Bentley. Invited talk: Mike Goodrich. No banquet speaker.
Local Arrangements (Matt) Hotels f or CCSCNE 2001: The main hotel will be the Middlebury Inn (80 beds). They will supply 1 free room. Another inn supplying 17 beds and 12 free room is being negotiated with.
Things that need to be done are: Student housing; parking; good directions and signage on campus; student volunteers (registration, parking, and programming contest); vendor mail needs to have a storage place, needs to be delivered to the venue, needs secure storage for Friday night, needs to be shipped back; vendors must be notified if materials do not arrive; registration packets must be stuffed with proceedings, gifts, etc.; hotels should be asked if they can supply shuttle service; room signs are needed for the various sessions; Audio visual support needed during the conference; photographer to put pictures on the Web.
Vendors (Roger) Change fees for vendors. $200/table (3 people, maximum). No banquet, no lunch. Extra will be charged for a presentation. Mail Matt with suggestions for other things that vendors can pay for. Code Warrior should be contacted. Amruth will give Matt the name and address of contact. We should suggest sources for freebies. Vendors check should be made out to CCSC (Northeastern). That way they will be credited to us independent of where they go.
Moved/Seconded (Matt/Charlie) Adjourn. Passed unanimously.
Respectfully submitted,
Charles Welty, Secretary
September 16, 2000