CCSC-NW Regional Board meeting
Saturday, January 25, 2003
12:00 – 14:30, Central Washington University

Board Members Present:
	Rob Bryant (Gonzaga U.),
	Ed Gellenbeck (Central Wash. U.),
	Grant Eastman (Central Wash. U.),
	David Wolff (Pacific Lutheran U.),
	Jenny Orr, (Willamette U.),
	George Hauser (Pacific Lutheran U.),
	Phil Prins (Seattle Pacific U.),
	Fritz Ruehr (Willamette U.),
	Brent Wilson ( George Fox U.)

Rob B. opened  the meeting promptly at 12:15 as yours trully was a mite bit late.

The minutes of the last meeting were approved.  
	As I write this a new question occurs to me.  What should we do about the various handouts at these meetings?  I have been keeping copies in my files along with the actual minutes.  However, these seem to be an important part of the official record.  At this meeting we decided to let the regional website be the official repository of the minutes.  Now I wonder about that because I don't know what to do with the handouts because my files are no longer official.

2002 postmortem on conference and budget – Phil P. and Dave W.
	Phil reported that the conference reviews were good even though we wish there was a higher percentage of response.  One common theme seemed to be that the "networking" time was the most treausured feature.  We resolved to try to increase unstructured time available for this in addition to consider adding a special open session for discussion on the lines of the "Birds of a Feather" sessions at SIGCSE.
	David reported that the budget for the conference looks good.  He allowed as how national knows more about our budget than we do so it is difficult for us to have an accurate statement.  For example, our budget for 2002 shows us less than a hundred dollars negative yet National says that we actually made money.  We decided that the difference is in the national vendors accounting.  Rob pointed out that the precise numbers are not the important issue.  The budget acts as a general guide for planning and oversight both regionally and nationally.  Since both deficits and surpluses are absorbed by the national budget this is fine.

2003 Conference status – Ed G.
	Ed noted that when the last email flyer went out some people received as many as eight copies.  This did not seem good to him and he wondered wether there was a flaw in the database.  We determined that the reason for a lot of the duplicates is that members can opt to receive mailings from any and/or all of the eight regions and the result is that they may get multiple copies.  Brent W. said he would look at some way to cull the duplicates out of the final list.
	A discussion ensued as to what (physical mail or email flyer) we should mail and when.  We decided to use the following schedule:
early November	Preliminary CFP	email
late November	CFP	email and physical mail 
January	Final CFP	email
August	Call for Participation	physical mail
	In the course of this discussion we also decided to keep a complete copy of all the documents for each year's conference on the regional website.  There will be no public link from any page but the URL will be known to the board (I am thinking it will also be known to the conference committee?).
	We had a short discussion on the student posters; it seemed hard on students to have to be at the conference both days.  We decided to have the posters go up on friday (by the student or the faculty sponsor) but that the students only needed to be at the conference by the first session time on saturday.  Students are, of course, welcome to come both days.
	We talked again about having a student competition during/at the conference.  Ideas that were mentioned were: robots with Lego Mindstorm, Corewars programs, and a website.
	Ed said that there were no panels or tutorial suggestions yet.  We thought that Judy Cushing would at least have her panel.
	Judy has no speakers lined up for the conference yet.

2004 Conference status – Jenny O. and Fritz R.
	Jenny and Fritz reported that they had a first pass at a budget.  Details on the site costs were difficult to pin down at this time as Willamette was being extremely vague in its statements.  Willamette was supportive but unable to give precise costs.

2005 Conference – Rob B.
	We want it to be in western Washington and the only candidate at this time is Cascade/UW Bothell.

Board elections – Rob. B
	The membership and chair positions are up for election this spring.  Nominations have already been made.  Brent Wilson was nominated for membership and Phil Prinz and George Hauser were nominated for chair.
	We decided that we had to run an election for the membership position even though there was only one candidate.  First, we need to accomodate any write-in votes and, second, it's easy to do the election via email.
	The nominees for the chair were stunned to find out that they had to have position statements in to Rob B by February 3, 2003.  This is a requirement from national and it is new.

National issues – Rob B.
	Copyright release forms must be signed by everyone that submitts anything that is published in the journal.  This is clear for papers but was unclear for panels and tutorials.  For the latter, only those people who participated in the writing of the panel or tutorial description for publication need to submitt the copyright form.
	The new (again?) Regional Bylaws and Standing Rules were approved unanimously by the board.  They will be posted on the website.
	We decided that the official version of all our documents will be the one(s) posted on the website.  Although this may cause problems for some documents see the comment above on the meeting minutes approval.

Membership – Brent W.
	Brent has a physical mail mailing list of about 570 names.  It is in a spreadsheet (separate from the database?) that he can send to whoever needs it.  He will reconcile this list with the 2002 conference attendees list.
	Brent is working with Chris Powers on the national board (replacing Cathy Bareiss) on the national database.  The infrastructure is there for the data.  He is adding several regional reporting capabilities such as conference attendees, a checking sheet, and a post conference report.  It is now possible to do on-site registration via the database.  It is also possible to do electronic submission of papers next year (2004).

The next meeting will be May 17, 2003 at Willamette University.

The meeting adjourned.

Respectfully submitted, warts and all, by George Hauser, secretary CCSC-NW regional board.