DISCLAIMER: Approval of these minutes by the CONFERENCE COMMITTEE is pending, and
    until they are approved, they are provisional and not binding.
 

ATTENDING: Frank Ford and Rod Rodriguez (co-chairs), Paul Chiasson, Dick
Close, Larry D'Antonio, Michael Gousie, Pat Hayes, Danny Kopec, Amruth
Kumar, Mary Russell, Ingrid Russell, Kate Sanders, Bill Taft, Karl Wurst,
Richard Wyatt, Ying Zhou.

PAPERS
  - Important Dates:
      Papers are due: November 16, 2002
      Reviewers' assignments to be sent out by: November 23, 2002
      Reviews are to be due back by: December 17, 2002
      Call for reviewers is to be sent ASAP
      In sending out the CFPs, use is to be made of:
          - Cathy Bareiss's list
          - Our own NE list
          - A list that Bill Meyers has
          - SIGCSE

  - The Paper Submission Process:  a report from Karl
      The paper submission process has two problems at present: authors
      need not register their papers and submit their papers at the one
      time; and, there is the potential for naming conflicts to arises as
      did, perhaps, last year.

      Karl's solution:
        - the submission process will consist of just one step,
        - at the time of submission, authors are to be given a paper number
            and a password, which allows for paper revisions
        - each paper goes into a unique directory
        - the author is sent an email containing relevant information
          immediately after submission

  -  Papers are henceforth to be submitted only in MSWord or PDF formats.
 
 

LOCAL ARRANGEMENTS

  - local arrangements are to be assisted by Pat Hayes of RIC.

  - Hotels:
      Only one is booked, Comfort Inn.  (No others are contemplated.) We
      currently have a block of 16 rooms for the Thursday, 30 for the
      Friday, and 3 for the Saturday.  Rooms will include breakfast.  There
      will not be a shuttle from the hotel to the RIC campus.  A larger
      block of rooms is needed.  We need 40 rooms for the Thursday, 70 for
      the Friday, and 0 for the Saturday, provided that we will not have to
      pay for rooms we do not use.

      No free rooms have been arranged yet.  The local arrangements people
      have forgotten to request for them, but will.

      No deadline for the booking of the rooms has been given yet.

  - Campus Parking:
      No reservation has been made for parking on the Friday, but, Rod
      reports, that it (ie parking) is not likely to be a problem.

  - Session Rooms, Vendor Space, Etc:
      Space is needed for vendors, registration, sessions, posters, and the
      programming contest.

      At the time of the meeting, no decisions had been made about the
      session locations.  The committee inspected the available facilities
      and, after considerable discussion which included moving tables and
      chairs around, voted (9,2,2) for having One session room in Donovan
      Dining, 2nd floor, 1 in the adjacent Faculty Center, and 2 in the
      nearby Horace Mann building.

      two sessions, the vendors,
      and registration in the Student Union Building, and two sessions (and
      nothing else) in the adjacent Fred J. Donovan Dining Center.

 I will study further, but there IS one correction.
 > The vote as I recall was to have registration and vendors in Donovan Dining
 > Center.  In addition, One session room in Donovan Dining, 2nd floor, 1 in
 > the adjacent Faculty Center, and 2 in the nearby Horace Mann building.
 >
      Space is needed for 32 teams for the programming contest and for 10
      machines for the judging. The space and machines are available; and
      more is available if needed.

  - Student Helpers:
      RIC is to be asked to pay for them.  We will need at least five
      helpers, preferably more.

  - Poster Boards:
      They are still needed.  Karl pointed out that we still have 27 from
      last year.  At the January meeting, we will decide if we need more.
      We also must secure easels and tacks.

  - Vendors:
      Space (a room) is needed for vendor storage.  Vendors will also need
      outlets, computer connections and tables.

  - Meals:
      Dinner:
        Three options for the dinner were considered:
          (1) lobster/steak at $25/head as a buffet
          (2) chicken/vegetarian at $20/head as a buffet
          (3) chicken/vegetarian at $25/head as a "sit-down" meal but with
          reduced choices for the dessert, etc. in comparison to options (2).

        It was first voted (12 0 3) for a buffet, thereby rejecting option (3),
        and then voted (3 5 6) against option (1), thereby indirectly
        selecting option (2) for the dinner.

      Luncheon: Also to be a buffet (as it has been in the past); it is
      budgeted at $12/head.

      The means of ordering both meals is to be re-visited at the January
      meeting.
 

REGISTRATION

   For the present, we will plan on doing local registration for the 2003
   conference.  National will decide whether it will be feasible at its
   upcoming meeting in October.

UNDERGRADUATE POSTERS

   No abstracts will be asked for.  There were two choices for the deadline
   for undergraduate poster submissions: December 13 and December 20.  It
   was voted (6 4 -) for the former.

PANELS, TUTORIALS, AND WORKSHOPS

   Dale Fish is to be moved from undergraduate posters and will become a
   co-chair for panels, tutorials, and workshops.

SPEAKERS

   No decisions have yet been made, though Mary is considering a few
   choices, including someone from Australia who, though very desirable, is
   likely to be difficult to get because of the distance.

PUBLICITY

   Nothing to report.

VENDORS

   Bill Taft is to replace Ingrid Russell as a co-chair for vendors.  The
   (local NE) vendor fee is $200; to sponsor the social hour is $1000, the
   best papers $450, and the programming contest $600.

   At present there is only one local vendor, Prentice-Hall.  Others are
   being solicited.

NEXT MEETING

   The conference committee will next met on January 11, 2003 at RIC.
 

Minutes of CCSCNE Board Meeting Saturday, September 7th, 2002 DISCLAIMER: Approval of these minutes by the CCSCNE Board is pending, and     until they are approved, they are provisional and not binding. Rhode Island College Providence, Rhode Island Donovan Dining Center Apologies: Viera Proulx, Ralph Morelli, Charlie Welty Present: Richard Wyatt (Chair), Ingrid Russell, Karl Wurst, Frank Ford, Larry D'Antonio, Amruth Kumar, Bill Taffe, Dick Close, Danny Kopec (recorder). 1. Motion to Accept Minutes of April Meeting; Passed Unanimously 2. No Report from National since they have not met since our last meeting. Ingrid mentioned that new database is being tested by National. 3. New Name: Consortium for Computing Sciences in Colleges. 4. Travel Reimbursement Frank brought up the possibility of paying for meals for board members traveling a short distance. The issue was brought up that under the currently established regulations someone who travels 200 miles round trip to a board meeting would get the same mileage reimbursement as someone who travels 600 miles round trip. Amruth suggested that we might go back to a fixed figure refund. A minimum mileage limit to cover meals might be considered. Richard suggested we might test a dry run. For example - This meeting entails: 3 x hotel nights = 3x 80 = 240 Travel: 6 x 300 = 1800 Meals: 2 x 60 ----------------------------- Total : $2000. We shall see if budget planning is adequate. Decision: Leave as is and see how much reimbursement is sought, Revisit issue in January. This is a matter which needs further discussion. 5) Update on Hosts a. 2004 Union College is almost set.  b. 2005 - insufficient space at University of Hartford  c. Amruth suggested Karl look at Worcester State again.  d. Frank suggested Providence College.  e. Dick Close will check the US Coast Guard Academy as a possibility.  f. Action: Frank Ford; Dick Close. 6) See Conference Minutes. 7) Camera ready preparation of final paper on Web was discussed. Dick said this is not critical. That real problem was tracking Stunts' papers. It was suggested Larry and Dick discuss the idea further. 8) Best Paper Prize Winners. How and when should this be decided? From Previous Minutes: This year the Paper's Chairs chose the candidates from the Reviewers' reports and awards were based on content and delivery. This was discussed but no firm decision was made. Criteria for Judging might be formalized. DISCUSSION> SIGSCE :Presentation confirms paper prize chances. Best Paper can be decided apriori by review . Bill Suggested that we give monetary award and certificate only if the Presentation occurs. Amruth referred to problem of "Two Ms. North Carolinas" (?) Richard suggested 1st, 2nd, 3rd as present. Idea of a combined prize for best paper and presentation was not liked by Board. Richard Summarized (MOTION): Best Papers are to be decided by remarks from Reviewers and by Paper's Chairs; Best Paper's winners not to be Published apriori (as at present) land the award is to be presented at the Conference. Motion Passed. Motion: Put Paper Winners on the Web. PASSED. Problem: Best Papers who do not show at Conference. Only one cased like this has occurred this year. (Confirmation needed) Discussion; Presentation is only to confirm Paper Prize Winners. Only content should decide. Not paper presentation style. Yet style (if very poor) could be a factor. This needs further discussion in terms of criteria (for paper and then presentation. 9) Best Posters Amruth (suggestion): Choice of Quality vs. Popularity. Based on Judges/Panel put together by poster co-chairs. 1st, 2nd, 3rd, judged by content and presentation. UPE gave 40 plus 170) was discussed. Amruth: This will appear high and will prevent schools from sending two (or even one) team. More planning will be necessary. We shall see. No changes agreed upon.  10)     Free Hotel Rooms From the minutes of last meeting: What is the best way to distribute them?  And to whom? Postponed Discussion.    11)   Programming Contest From the minutes of last meeting: One team did not show up for the contest.  They gave notification one week before.  Should be give them their registration fee back based on this early notification?  M/S (Viera/Amruth) We will address the refund policy at the September  meeting.  Passed unanimously. Discussion.  12) National CCSC Board Position. Ingrid argued for a "Change in National". We are large percentage of National's business but are not appropriately represented on the Board. One Position available is a "Publications Chair". Names / Nominations needed by the January meeting. 13) Policies on the Web? Who will be responsible for each policy? Committee of Frank, Karl, and Amruth formed to review what should go on Web in terms of policies decided upon from previous minutes. 14) Volunteers for Conference Committee 2004: Larry, Danny Papers; Frank: Programming Contest and Publicity; Bill, Karl, Richard, Available; Paul Chaisson Posters. 15) Should Board be Bigger or Smaller or the same?? Laurie King and Matt Dickerson have resigned. Richard: Arguments: Smaller Board (as per today's meeting) is more efficient. Larger allows involvement despite no Conference responsibilities for a Board member in a given year. Discussion to continue. 16) Test of Board Email - everyone to post to Karl. Karl to effect Name Change everywhere on the Web. 17) Freebies??? Not every Vendor's freebies should be accepted. Open to further discussion. 18) Ingrid: National vs. Northeast Vendors. Double solicitations to Vendors from NE and from National. We only get 2000 from each. We don't get appropriate ratio. Frank: Pro. Contest is supported by Microsoft. Paul: Send Conference list to Vendors in advance. Bill: Vendors interested in: How Many people coming? How many potential textbook authors?

(end of minutes)