Publicity (Frank Ford):
Frank needs data from the other chairs to be able to send out the Call for Papers. He needs our changes by Sept. 14.Programming Contest (Frank Ford):Registration fee is now $100.
A programming contest co-chair from Worcester is needed.Ingrid reminded us that Microsoft gave $1200 for the programming contest last year. Ingrid will contact them this year. Danny will contact Computer Associates for a possible contribution.)
It was also suggested that the conference chair contact local companies as possibilities to sponsor the programming contest as it increases our chances of getting a sponsor and there's no problem with having more than one sponsor if we end up with more than one interested.
The $90 programming contest fee should be stated in the programming contest section of the CFP. Also say that the fee includes registration for the team members. The faculty sponsors should be encouraged to register and attend.
Frank needs programming problems and judges.
We will decide how many teams are possible after touring the labs later.
Need 3 - 4 students as runners during the contest.
We need to have the programming contest registration form by mid-October to hand it out at the ACM programming contest. Danny will take a form to the NY regional contest. We will try to get forms to other programming contests.
Each school will be allowed to have 1 team before any school can have a second team. Each school will have a chance to have a second team before any school can have a third team.
Papers (Richard Wyatt, Bill Taffe, Danny Kopec):
Danny Kopec is a co-chair and will be listed on the CFP and the Web.[Tangential discussion: There followed a discussion of when the next meeting should be held. The options are Jan. 5 and Jan. 12. Several members will be at a math meeting on the 5th. Bill Taffe can not attend on the 12th. It was decided to have the meeting on the 12th. The papers chairs will do much of their work before the meeting and communicate with the panels, etc. chairs on the mix of papers, panels, and tutorials that will be in the program.]The papers co-chairs must be sure that our submission date is after the SIGCSE notification date. Papers chairs will decide the papers submission date.
[Tangential discussion: Everyone should check that their email gets to them using their committee email addresses (e.g. papers@ccscne.org)]
Student posters (no chairs attended the meeting):
Will Web access and power be available? Power is probably adequate. Karl will check and notify the posters chairs.Panels, tutorials, and Workshops (Kate Sanders):It must be made clear in the call that there must be a faculty sponsor who does to have to attend. There needs to be a place on the poster registration form for the faculty member's name, a place for the faculty member to endorse the poster proposal, and a place for faculty member contact information (email, telephone number). the CFP should contain a sentence like, "A faculty sponsor is required."
Poster proposals are reviewed by chairs only. We have accepted all posters in the past because we have had enough room.
M/S (KW/RW) Eliminate the free registration for posters judged on their abstracts and put the money saved into more poster prizes. Poster chairs will determine a method for judging posters and awarding prizes. Passed: 12 - 5
(The CFP will now say "Prizes will be awarded." but will no longer say "Limited funding will be available for selected poster presenters.")
Dates on the CFP and Web should be checked.Speakers (Dale Fish):There was discussion on whether the workshops should be invited or submitted. It was decided to continue having them be submitted, but the chairs might request submissions from appropriate possible presenters.
Registration form and web site should specify the differences between the 3 items and require the submitter to classify their submission as one of the three.
We should state that the workshops are pre-conference.
It was suggested that members of the conference committee and board could email workshop suggestions to the chairs. It was also suggested that the entire membership be asked to submit ideas. This was a less popular idea. People thought that the membership may get tired of being solicited.
We decided to continue what was done last year, that is have no dinner speaker but have a Saturday morning speaker. We will still need 2 speakers, one for the keynote and one for Saturday morning.Registration (Betsey Brenneman):The speakers chair will email us asking for suggestions.
Suggested speakers [these may be misspelled]
Leslie Kebling (MIT AI) Allen Tucker (Bowdoin) Kim Bruce (Williams) Mitch Resnick (MIT) Fred Martin (MIT) Rodney Brooks (MIT) Jim Hendler (UMd) Beverly Wolf (UMass, Amherst)
There was strong support for finding someone from UMass, Amherst and for Kim Bruce from Williams.
We will do local registration. The Worcester secretary is willing to help. Authors must register early. We will collect everything and send checks to Cathy Bareiss. Checks should be sent out regularly so they are cashed (and clear the banks) in a timely manner. Attendees have been unhappy with the lateness with which their checks cleared.Local registration allows us to put more choices on the registration form.
We will used Cathy Bareiss's data base to record the information.Local arrangements (Laurie King):
Hotel rooms presently reserved:Tour of Facilities (Karl Wurst):
Thursday 40
Friday 90
Saturday 20Crown Plaza - $99/night - must register by March 23
Hampton Inn - $90 - must register by March 21.Laura will send information to Frank.
Other suggested hotels will be sent to Frank. These are for late registrants and people looking for different kinds of accommodation.
Worcester department secretary will also aid in registration.
All meetings will be held in the Ghosh Center except for meals which will be in the gym which is the next building over.The atrium and overlooking balconies will be used for vendors.
All meeting rooms are just off the atrium or its balconies.
The 3 computer labs are also just off the atrium. Two will be used for the programming contest. Each may hold 12 teams for a possible 24 teams.
New auditorium seating about 200 is also just off the atrium. This will be used for the keynote, Saturday speaker, and large sessions.
Four session rooms were toured that hold between 35 and 50 each.
Conference Committee Meeting adjourned - 1:55 by acclamation.
Board Meeting
==================================================================================
I MINUTES OF APRIL MEETING
1. M/S (RM/VP) Accept minutes of April meeting (amended to reflect Viera's
absence). Passed by acclamation.
==================================================================================
II ANNOUNCEMENTS
2. We now have a directory within the national WEB site, which is controlled by a user name and password.
Each region can now have a directory within the national site and their own corresponding user name and password. When they access the national site using their user name and password by FTP they will be able to see the entire site, but only make changes within their own folder. The primary URL for a Region, say MidWest, would be www.ccsc.org/midwest.==================================================================================Regional webmasters have access to their regional directory.
3. From minutes of April meeting:
Should we restrict attendance at the workshops by having registration packets for registered workshop attendees at the workshops?
Decision: Registration chairs will decide
how to handle workshop registration.
4. From minutes of April meeting:
It was suggested that we set up a formal process for selection of conference sites. This topic was delayed until a future meeting.
Decision: This topic is shelved until we have
several possible hosts and must address the issue.
5. Future Hosts:
(A) 2003 conference site report from Kate Sanders
Rhode Island College in Providence Rhode Island.(B) Hosts for 2004+:M/S (FF/VP) We will have the 2003 CCSCNE conference at RIC. Passed by acclamation.
- There is some concern about the services available for the dinners and workshops.
- 25 programming teams can be accommodated.
- 8 electronic classrooms are available.
- An adjoining building has an adequate dining room.
- Nice area for posters and reception.
- Building has classrooms that seat 30- 60.
- Another building has auditorium style seating in several rooms that can hold 100 each.
- Tentative date set as April 25th and April 26th to avoid Easter and Passover.
- For $25 we can have a standard sit down meal or a more lavish (e.g. lobster) buffet meal.
(i) Danny Kopec is interested in having Brooklyn College host the conference.There is plenty of space in the new library.
Some rooms in other buildings are a little old fashioned.
Danny is concerned that his involvement could interfere with his tenure decision in a number of ways.
It was suggested that either he wait for a future year or get another faculty person at Brooklyn College to be the sponsor.
(ii) Other possible future sites: -- four have been mentioned before the meeting:Ellen Beatty - Beatty@southernct.edu (Thanks to Ingrid)
Ralph Stonehill - ralph@stonehill.edu (Thanks to Scott)Onkar Sharma - Onkar.Sharma@marist.edu (Thanks to Viera)
Brad Richards - Vassar richards@cs.vassar.edu (Thanks to Scott) - Not sure they have the space.
Richard Wyatt pointed out the following about the status of emails sent to find a site CCSCNE 2004 site.
Richard Wyatt was asked if he might be able to host the conference in some future year. Richard Wyatt said he was willing to find out more about it, though he was concerned that they wouldn't have the resources for it. They're a small department, with very little space. They've been doing a lot of renovating on campus, though, and might be able to find some neighboring rooms/buildings that would suit CCSCNE.
- All were emailed April 30; no replies.
- All were emailed again last week; one reply, from Brad Richards at Vassar:
- In looking over minutes from the the April meeting Richard Wyatt noticed that it mentions as possible future sites Union College and LaTrobe, PA. He am unfamiliar with both; could someone give him a contact person at these institutions?
Others brought up at the meeting or further discussed are:
- Latrobe, PA - Board members felt it was too far and impinge on Eastern territory.
- Dartmouth College (Scott Drysdale)
- UConn (?)
- Williams College (Kim Bruce, Dwayne Bailey)
- Brooklyn College (see above)
- David Hemmendinger is a contact at Union College
6. Subcommittee: Paper Standards, Submissions, and Related
Matters
(Richard and Scott (co-chairs), Danny, Viera and Karl)
The consideration of the report from the Sub-Committee on Paper Standards,
Submissions, and Related Matters, submitted at the April Meeting, was not
completed.From the original report:
(b) Reviewers -- distinct from the chairs -- are needed for the panels, tutorials and workshops. (At present, the chairs both review and select those to be accepted.)In favor of implementing (b) is, as in the other cases, the potential for partiality, whether intentional or not. Against it is the fact that the current procedure has been successful and appears unbiased, because each of the chairs reviews every proposal. But reviewing serves two purposes: a division of labor so that on one has to read all the papers, and also impartiality (if the reviewing is blind). Whether the return from separate, blind reviewing for panels, tutorials and workshops is worth the additional effort is unclear.
M/S (AK/LD) Panels, tutorials, and workshops will no longer be reviewed by by the chairs. Separate reviewers will be named who will only review panels, tutorials, or workshops. Passed by acclamation.
Discussion. It was strongly suggested that each reviewer will only review panels or tutorials or workshops. This year's chairs can determine how to find reviewers. Perhaps there will be some reviewers from the main (papers) reviewing pool who are not assigned papers. For example, sometimes reviewers sign up late, after all papers are assigned. The Papers chairs and the Panels chairs can work this out for this year. At the January meeting we will determine how to select them for future years.
7. Conflict of Interest and Judging Programming Contest:
M/S (FF/LD) We will announce that the judging is very objective. Filters and scripts are used to judge. Judging is based on time to completion. We should have co-chairs from different schools. At least one more judge (co-chair) would be helpful. Passed by acclamation.
8. Subcommittee: Reimbursement for Travel. (Scott (Chair),
Danny, Laurie)
M/S (VP/FF)9. Subcommittee: Nominating and Electing Board Members. (Ingrid (chair), Amruth, Bill.)The following can be paid by CCSCNE for Board and Committee member expenses
to travel to the September or January meetings subject to amount budgeted specifically for travel.1) Hotel - up to $80 per person, with receipt, if the person must travel at
least 3 hours in each direction.2) Meals - up to $30 per person, with receipt.
3) Travel - up to $50 per person, which may include:- passenger vehicle
tolls, with receipt- mileage at current IRS rate OR gasoline, with receipts.To cover travel costs, Board and Conference Committee members are encouraged
to seek their own institutional support at first.Passed 12 - 0 - 1
Discussion included these items from Danny.
1) Scott, I have been asked to ask you what expenses have been allocated for
Board Member travel for 2003?2) From our meeting (9/8/01) it has been indicated that the CCSC-NE does not
make the kind of profit that could easily pay for these expenses which could
easily accrue to $2000 per year. Hence, Scott it is fairly important that
you get the final budget statement for the 2001 meeting in Middlebury
finalized so that we can do future planning for these costs.3) Despite discussion at the meeting, I DON'T THINK that in item 1) "3 hours
travel" is as objective a measure as a mileage-based measure. For example, in
travel which might involve going through Manhattan to get to a New Jersey or
Pensylvannia location, 3 hours could be under 120 miles. Hence I believe that
the standard "150 miles or three hours might be better".
M/S (IR/CW)
- A board nominee should submit a bio sketch and a statement of interest.
- A board nominee should demonstrate significant commitment to CCSCNE before nomination such as serving on a conference committee.
- The nomination should come after the conference is held to ensure continued interest in membership.
- The board nominee should be nominated at least one month before the meeting at which the election is to be held and that the nominee should attend the board meeting where this is discussed.
- The board nominee should be informed of the board decision by the chair of the board following the board meeting.
- Note: The nominator and the seconder should be current board members.
Passed by acclamation.
10. Motion (Amruth/Charlie): from minutes of April meeting, action
delayed until September):
Future conference chairs (or co-chairs) be ex-officio board members (if not already a board member) for the academic year of the conference.
This motion was moved/seconded again by (BT/IR) Failed: 3 - 7 - 0Discussion: It seemed that having to attend so many meetings might make people less interested in being conference chair.
11. Certificates and Letters: (Postponed from April meeting)
M/S (AK/IR) Conference chairs will sent letters to other conference committee members. Board chair will send letters to conference chairs and appropriate administrators at the host institution. Any conference committee member may request that a copy of the letter be sent to the appropriate people.12. Update:
From minutes of April meeting:
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.
No report, as Scott is absent.==================================================================================
Report postponed until next meeting.
13. Treasurer's Report
The report exists but still is incomplete. There is no mention of the money that went to the national board. Other items were also not specified.
14 Support from CCSCC for CCSCNE conference 2002
CCSC has $1200 has support of student activities at all CCSC conferences. Each region can submit a proposal to request some of this money. Last year we submitted a proposal and received about $200. Perhaps we should submit a proposal this year; the money can be used for any student activity: student posters or student programming contest, and so on.
Discussion: Karl will send them the same proposal as last year for about $250.
15 Local Registration:
There has been the suggestion (Scott) that we have a board member oversee our local registration. This would distribute the work load among board members and not leave it to the treasurer alone as s/he has enough other things to do already as treasurer. One suggestion is that we consider adding an additional registration chair for this purpose.16 Changing the name of "Consortium For Computing In Small Colleges".Discussion:
Michael Anderson was suggested as a candidate to oversee registration but it was pointed out that Michael was suggested as a possible replacement of Scott as treasurer.
Frank volunteered to be the overseeing board member.
There have been suggestions that we should consider recommending to national that they consider changing our name. We are no longer merely a
consortium of "small" colleges but of just colleges. (There is already an important distinction between "universities" and "colleges"; it is, then,
enough for us to refer to ourselves as "colleges"). Moreover, the term "small" is often perceived in a less than fully favorable light by
some, including deans and members of tenure and promotions committees. One suggestion has been that it would simplify matters and be more palatable to those reluctant to change the name if we could find an alternative rendering of our initials "CCSC". Two suggestions (mere suggestions) are: "Consortium for Computer Science in Colleges" and "Consortium for Computing Sciences in Colleges".M/S (LK/AK) Richard Wyatt will bring the issue of removing "small" up with the national board. Passed: 12 - 1 - 0
Discussion: It was generally felt that the issue should be brought up at national, but that the given suggestions not be part of the motion.
17 Recognizing others as editors of our journal
Currently, only John Meinke's name is listed as editor of the journal, whereas others also make editorial contributions such as the papers chairs, who are, of course, making acceptance decisions. One suggestion is to list John as the "executive editor" or "editor in chief" and others as "contributing editors" or perhaps "issue editors".==================================================================================Discussion: It was suggested that the Editor (Richard Close at present) be given the title "managing editor" in the journal. The paper chairs would be given the title "editorial board". This will be brought up at national. If they do not do it we will revisit it.