CCSC-NW Regional Board meeting
Saturday, January 24, 2004
11:00 – 14:00, Willamette University

Board Members Present:
	Rob Bryant (Gonzaga U.),
	David Wolff (Pacific Lutheran U.),
	Jenny Orr, (Willamette U.),
	George Hauser (Pacific Lutheran U.),
	Phil Prins (Seattle Pacific U.),
	Fritz Ruehr (Willamette U.),
	Ed Gellenbeck (Central Washington U.),
	Mike Panitz (Cascadia Community College),
	Carrol Zander (U. Washington Bothell),
	Brent Wilson (George Fox U.)

PP opened  the meeting at 11:00

1. Review of the 2003 conference:
1. DW – The budget looks good and we seem to have actually made money.  We discussed making sure that the Treasurer sees all income and expenses; he must be copied on all money matters.
2. Only one person requested reimbursement for board expenses.  More of us should do so and not bear the costs ourselves.
3. National vendors pay $2000.  We get $200 if they come to our conference and $100 otherwise.
4. We seem to delight in spending time discussing budget minutia when we have no real knowledge or ownership of budget monies.  Curious.
2. Status of the 2004 conference:
1. FR – Down to final organization of rooms for presentations, etc.  Reserving a block of rooms at a nearby hotel close to the airport.  We asked FR to check on an option for people to stay both Friday and Saturday nights.
2. JO – Emailed CFP to 500 plus people.  We then revisited the issue of who to send this to and whether it is better to send to more or fewer.  We once again decided to opt for more.
3. Status of the 2005 conference:
1. CZ – Handed out a preliminary budget.  We discussed the need to have a balanced income and expense tally.  Carol will apply some of our ideas.
2. PP – Be sure that a draft of the budget gets to our board treasurer, DW, and that a copy gets to the board chair, PP, by 2/15/2004.
4. Way future conferences (PP):
1. 2006 at EWU is likely
2. 2007 at Linfield is probable
3. 2008 in Western Washington somewhere is desirable
5. Board Election for Secretary (PP):
1. PP will manage as Secretary is being elected
2. Everything conducted via email
3. Timeline:
1. 3/15 - solicitation of nominations
2. 4/1 – close solicitations
3. 4/2 – solicit votes on nominees
4. 4/19 – close voting
4. Secretary takes office at the board meeting in May
6. Database report:
1. BW - 
1. Continuing the merge from the old DB
2. We have a comprehensive CCSC membership list 
3. This list will be augmented with interested people for mailings
4. We want to have each regional membership chair clean up their region's lists
2. RB – who has access to these lists
1. BW – now only whoever has aske BW for the URL and password
2. It should be available to regional boards and their conference committees (this is a national issue but it is our 2 cents worth).
3. BW – 
1. there is a conference component in the DB for conference chair
2. We need to add setting this up to the conference timeline
4. EG – is individual registration for a conference possible
1. BW – not yet; local registrars update the DB
5. PayPal for registration
1. CCSC has an account that could be used for individual registration
2. CCSC will not do credit card payments
3. To use PayPal individuals must also get an account.
4. This will be discussed further at the National meeting
7. RB – membership time period
1. National is by Fiscal Year (July)
2. We want it to be by individual payment period but we don't know how to handle the awkward time around renewal.
3. This will be discussed more at National
8. Electronic submission of papers
1. BW – has an idea on how it could be done
2. RB – contacted South Central for how they do it; no reply yet
3. RB – showed us the South Central site
9. Paper submissions
1. One problem is how to handle multiple acceptances of the same paper.  (This does not seem to be an electronic submission only issue.)  We will add wording to our author instructions based on what ACM/IEEE say.
2. Another problem is page limits
3. Another problem is that documents are greatly reduced in size and some graphics do not reduce well.  We would like for reviewers to watch for potential problems.
4. RB – South Central accepts pdf documents.
5. We decided to accept and encourage pdf this year.  Note: Immediately after the meeting it was decided that it would be premature to attempt to use pdf this year.  We will stick with the existing document requirements.
10. PP – We will invite the National Board to our conference this year.  They may or may not come as they have lots of calls on their time.
11. PP – Worked with CZ r.e. Conference chairs she still needs to find.  A good source for these is the meeting right after and at the conference.
12. PP – reviewed the Regional Board Timeline; GH will make the needed corrections and send it out.