Board Meeting Minutes Page updated: November 28, 2006
SIGUCCS About Us Awards Competitions Conferences Information of Interest Join SIGUCCS Membership Services Officers & Committees		Sunday, November 5, 2006 8:00 a.m. – 12:00 p.m. Cognac Room, SIGUCCS Fall Conference Attendees: Leila Lyons, Jayne Ashworth, Lynnell Lacy, Jack Esbin, Nancy Bauer, Jennifer Fajman, Alex Nagorski, Jim Bostick, Greg Hanek, Jen Whiting, Ethan Benatan, Carol Rhodes, Bob Haring-Smith, Jerome Smith, Melissa Bauer, Lisa Brown Please read: Minutes from the last meeting included in packet.                         Red text = action items Welcome Review of last meeting’s minutes Request for recap of action taken in between board meetings. Jen will work with Leila on this. Jen will begin a practice of collecting comments on meeting minutes within a month of the meeting and then the “approval of the minutes” could occur as an action item on the first conference after the meeting. Jim suggested that we look at Google Docs. Jen will investigate using Google docs as a collaboration tool for committee progress reports. Motion to approve minutes by Leila; seconded by Ethan. Leila Lyons Committee Reports Vendor Relations Good progress is being made on the CSMS vendor participation by Cindy Dooling and Jen. We will be creating an organization-centered (as opposed to a conference-centered) vendor participation site. Jen and Cindy are creating a Google-doc spreadsheet so the vendor activity is centralized. Alex proposes looking at the needs of the conferences needing an e-mail room, and perhaps purchasing projectors. Marketing and Membership Terry Lockard circulated drafts of proposals for the Marketing Committee and the Membership Committee. These were adopted by the Board. We are now seeking volunteers to chair and serve on these committees. Financial and Long Range Planning The SIGUCCS budget is solvent. The general fund has grown by approximately $30,000. Additionally, it has been clarified with ACM that the general funds can be used to fund events at conferences, if necessary. Tutorials/Workshops Not called tutorials anymore. They are called “pre-conference tutorials” at the fall conference and “executive seminar” at the spring conference. Attendance has been in decline in recent years. We are on track to implement two new suggestions: Open sessions to non-conference attendees. Market to the local schools. In Savannah, opportunities are ripe for attracting local non-conference attendees to the executive seminars. Getting the right people in and getting the right topics will continue to be a challenge. Ethan will be looking at the Educause attendance-to-tutorial ratio and will report back to the Board. Jayne proposed making the Tuesday afternoon the workshop period, making the close of the conference end to late afternoon on Wednesday. This would also allow time for committee meetings and networking built in to the schedule. Ethan will be stepping down after CSMS 2007. If anyone has any ideas or would like to step forward, please let Leila know. All to Recap SIGUCCS History Project Update Jack has a first draft of "A Brief History of SIGUCCS" – six pages of history text. Not all newsletters are available in the ACM Digital Library. Jack is working with John Bucher to correct this, getting as many of the early documents into the Digital Library. He will send Leila and Terry the first draft of his writings. Publication format – open question posed by Leila: booklet, web-based, podcast. The discussion embraced all three formats, as appropriate. Jack Esbin Communications Awards Update This year the Communication Awards saw a continued growth in overall entries (7%). The percent of entries which were winning entries dropped to 22% (from 31 % two years ago). This is a good move in the design of this program, providing strong competition for our participants. A proposal was made to change the names of the awards from an ordinal naming convention to “Distinguished Award,” “Award of Excellence,” and “Award of Merit.” Positive feedback was offered by attendees of the meeting for this proposal. Ethan has a concern that the renaming of the award levels is obfuscation. Perhaps we could augment the awards with guidelines about the standards that entries are being judged against. Greg is adjusting the categories to better match the current uses of media and delivery mechanisms. The student employee web site category is being replaced by an internal web site category. Also, the addition of a general campaign promotional materials category has allowed for a more appropriate playing field among general vs. campaign promotional materials. Greg Hanek Awards Selection Penny Crane Award Recipient Hall of Fame Inductees Award Committee membership discussion (Phil Isensee and Kathy Mayberry are moving off committee). Changes to award committee coming up: get committee back on originally-intended rotation. Changes have been made to the committee membership to achieve a three-year term for each committee member. Every year we add one person to the committee and take one person off. Awards committee runs on a calendar schedule. Jack Esbin will become chair after Jerry’s current term (December 31, 2006). We have not yet identified replacements for Phil and Kathy. Jerry will make recommendations to Leila for approval. Jack proposed to split the awarding of the awards to present the award for the Hall of Fame at the fall conference and the Penny Crane award at the spring conference. Leila, Lynnell, Nancy and Jennifer disagreed with this proposal. Ethan proposed an activity at the spring conference to honor the Penny Crane award winners, or all award winners. Member and conference history (speakers, etc.) database management is a problem for the committee, because they are working on member data from inaccurate data. Jerry Smith Conference Reports Final report from CSMS 2006 (from Jack Esbin) Still does have all financial information from Merrill Lynch account. The conference lost just over $6000. Attendance rose by 11 over previous year (130 total). A final report from Phil and Linda was passed out. The major recommendation from Phil and Linda was to disband CSMS as a stand-alone conference after the 2007 running of the conference. No discussion was had on this proposal. Fall 2006 (from Alex Nagorski) Organization volunteers were great. Financial report from Bob was that the conference exceeded the expectations for registrations, vendor participation, and so there is an expected $20000 surplus. The conference considered purchasing projectors, as the prices are so low now. 25 easels were bought (for $3 over the rental cost). Facilities are great. Catering has been good. Joanne is great. Two workshops were cancelled due to low attendance. RegOnline was effective (only minor, self-inflicted, glitches). Bob is willing to advise the next year's conference committee on the setup of the RegOnline system for the fall 2007 conference. Local arrangements committee was very good – large format printing was done locally. Program committee was very good. The program committee has a file manager for submissions that they would like to house centrally (ACM?). It is currently hosted at Edmonton, as a php system. Leila mentioned that the information manager (Terry) will be asked to work with ACM to secure this on the ACM server. Video streaming will be happening at the conference as a pilot project (for six selected sessions, by Teletest). Completely wireless at hotel (in email room and throughout the areas). Might allow for future conferences to look at option of not having an email room. Linda did a great job with the publications. All materials were designed in Princeton and printed in Canada. Additionally, the recommendations made at last year’s board meeting were successfully done (larger mini-me programs, CD that works on a Macintosh, etc.). CSMS 2007    Savannah, GA (from Jack Esbin) Report from Terry Rowe was passed out. Budget is essentially break even (a six dollar surplus). One event that was removed was the continental breakfast at the executive seminar. Projection of 149 attendees is aggressive. RegOnline is now available. Robyn Render will be doing the executive seminar, speaking leadership themes. Jack mentioned that many presenters are seeking complimentary registrations. Jennifer suggested having the Board look at providing financial assistance/scholarships. Jim made the point that CSMS-level presenters are different from the fall conference presenters. This is well beyond this session to discuss, but should be discussed. Leila reminded us that it has always been the discretion of the conference committee to award complimentary registrations. The discussion around CSMS was tabled and will appear on a future meeting’s agenda for the Board. Fall 2007        Orlando, FL (from Jayne Ashworth) Social event will be at Rock and Roll Beach Club. Working to collect committee members. Working on the TMRF. BOF will be held Tuesday afternoon; encourage people to attend. Committee members already identified: Chair: Jayne Ashworth Program Co-Chairs: Carol Rhodes and Lisa Brown Treasurer: Melissa Bauer Local Arrangements: Carrie Shultz First-timers: Wendy Pearle Publications and Promotional Materials: Linda Mule Volunteer Coordinator: Patti Mitch CSMS 2008    Tucson, AZ (from Nancy) Contract is in hand for Tucson, AZ. Tim Foley will be chair, Jack will be treasurer, still need program chair, several other committee members will stay on from 2007. Fall 2008        Portland, OR (from Nancy) No conference committee has been decided upon yet; please send suggestions to Nancy. Contract is confirmed for the Hilton in Portland. For 2009, Nancy is pursuing information for these cities: Atlanta, DC area, Nashville, Birmingham, Richmond, Omaha, Grand Rapids, St. Louis, Cincinnati, Memphis, Kansas City, Madison, and Milwaukee. We have asked ACM to focus on facilities that offer room rates in the $150/night range. Nancy Bauer and Conference Committees Call for Open Items / Closing Motion to adjourn by Ethan; seconded by Lynne.
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