Minutes of the September 13, 2002 SGB EC Conference Call

The following items were discussed during the SGB EC September 13th conference call. The resulting actions need to be followed up and reported on during the upcoming SGB meeting:

SIGCAS

The SGB EC approved a $15K grant from Small SIG Project Fund for a SIGCAS proposal to produce an on-line publication.

Action: Haramundanis to send note to Tom Jewett to provide status of SIGCAS on-line publication status.

SIGAPP

SIGAPP was converted to a conference only SIG during the last SGB meeting. SGB EC to request a volunteer development plan from current SIGAPP Chair along with recommendations for appointment of new Chair. Once new Chair is appointed they will have the ability to appoint their executive committee with final approval made by Alan Bernenbaum, SGB Chair. SIGAPP will remain in transition until this is complete.

Action: Haramundanis to contact Gary Lamont, SIGAPP Chair for status of volunteer development plan in order to appoint new SIGAPP Chair.

SIGAPL

SGB motion of 2/23 - Move that SIGAPL be continued in transition for 6 months. If, after 6 months, all back issues as of August 02 have come out, then SIGAPL will continue in transition with a report and plan in August. If not, SIGAPL automatically becomes a transitional conference-only SIG, with no need for further SGB action.

Based on the above motion, SIGAPL has become a transitional conference-only SIG. With his agreement, the current Chair will be appointed to the Chair position at which time he may reappoint the remainder of the SIGAPL EC. The SGB EC will draft a letter for their review to inform the membership. Once the membership is informed of the status change and the obligations to the members are met, the SIG will be taken out of transitional status.

Action: Baglio to forward draft letter regarding SIGAPL changing status to conference-only SIG to the SGB EC.

Action: Gabow to have letter regarding SIGAPL changing status to conference-only SIG approved by the SGB EC and the SIGAPL EC prior to distribution.

SIGGROUP

This SIG is in transition. The Chair and Secretary/Treasurer have resigned their positions. Wolfgang Prinz, the VC and Newsletter Editor is interested in reorganizing the SIG and it's program plan for the future. The SGB EC will ask him for a program plan by November 25th to allow him to have discussions with colleagues at the CSCW meeting in November.

Action: Gabow to let Prinz know that the SGB EC will need a program plan by November 25th.

SIGWEB

SIGWEB was made a conference-only SIG during the last SGB meeting. The SGB EC is awaiting a plan from the SIG leaders on meeting membership obligations for their previous status of full-service SIG.

Action: SIGWEB will remain in transition until the SGB EC receives a plan from the SIG leaders on meeting membership obligations for their previous status of full-service SIG.

SIGCAPH

SIGCAPH was automatically placed in transition because they have not published their required newsletters. The SGB EC believes that making them a conference-only SIG and relieving them of the obligation to produce a newsletter will benefit them.

Action: Haramundanis to remind SIGCAPH leadership that they are in transitional status and to let them know that the SGB EC recommends changing their status to Conference-only SIG.

Recommendation on Fund Balance Requirements and Allocation for new SIGS

Bruce Klein made the following recommendation which the SGB EC endorsed and will move forward to the SB for approval:

This policy proposes a two year modification of the allocation formula for a new SIG and a three year target for building its fund balance.

  1. In addition to the $10,000 start up grant a new SIG gets in its first charter year, there would be no minimum allocation requirement, just apply the sliding percentage of expenses.
  2. In the second charter year budget, the allocation minimum be set at $10,000.
  3. In the third charter year budget, the regular allocation formula be used.
  4. The expectation that the required minimum fund balance be achieved by the end of the third charter year.

This three year plan leads up to the new SIG's viability review in the fourth year. It gives the initial leadership time to develop program, membership, and a volunteer base.

DL Revenue Distribution

During the February '00 SGB meeting it was decided that the DL revenue to the SIGs would be split 50%-50% as follows: create a pool managed by the SGB to do good works with/for the SIG community and return money to the SIGs. Various SGB leaders were asked for input but no recommendation decision was made. The SGB EC has appointed the following individuals to a task force to make recommendation for DL revenue sharing: Fred Niederman, Robert Walker, Craig Partridge, SGB/Pubs Liaison and Donna Baglio. The task force will distribute a recommendation to the SGB via e-mail by December 1, 2002.

Action: Niederman to Chair task force for DL Revenue distribution. Recommendation to be distributed to SGB by December 1.

SIGDA request for Exception to Policy

Walker explained that the DAC EC would like to ask their current management contractor for a proposal to manage DAC'05 - DAC'08 without going through a bid process with the understanding that if their proposal is not reasonable the conference leaders will go out for bid. The reason for this is that the current contractor has handled the event for the last 40 years and it is unlikely that another vendor would be chosen. Rather than put other contractors through a time consuming proposal process the DAC EC would prefer to ask for a reasonable contract.

The leadership of SIGDA has some concerns about the way the hotel contracting is being handled as part of the conference management contract. To address those issues, the SIGDA leadership supports moving ahead with an '05-'08 management contract if the proposal does not exceed the previous contract by 3% per year and meets the following conditions:

The hotel contracting process must be changed to mirror the standard practices of ACM including:

  1. Standard site selection process - going through ACM national sales and ACM convention and visitors bureau contacts
  2. Hotel negotiation to secure all ACMs standard concessions and phrasing
  3. Hotel contracts to be reviewed and approved by ACM HQ staff - it should be understood that one week is required for review.

Motion: Move that the SGB EC support the SIGDA EC request for an exception to policy and allow the DAC EC to moving ahead with an '05-'08 management contract if the proposal does not exceed the previous contract by 3% per year and meets the following conditions:
The hotel contracting process must be changed to mirror the standard practices of ACM including:

  1. Standard site selection process - going through ACM national sales and ACM convention and visitors bureau contacts
  2. Hotel negotiation to secure all ACMs standard concessions and phrasing
  3. Hotel contracts to be reviewed and approved by ACM HQ staff - it should be understood that at least one week is required for review.

Berenbaum, Klein
Unanimous

Action: Berenbaum to bring SIGDA exception to competitive bid policy to the ACM EC on Friday, Sept. 20, 2002.

 

Participants:

  • Donna Baglio
  • Alan Berenbaum
  • Hal Gabow
  • Kathy Haramundanis
  • Bruce Klein
  • Fred Niederman
  • Bob Walker
Absent
  • Rob Corless
  • Alain Chesnais
  • Jim Cohoon
  • Stu Feldman
  • Mark Scott Johnson