ACM SIGGRAPH Executive Committee June 2002 Conference Call

ACM SIGGRAPH Executive Committee Conference Call
June 12, 2002

Judy Brown
Alan Chalmers
Steve Cunningham
David Ebert
Gudrun Enger
Erica Johnson
Mike McGrath
Scott Owen
Garry Paxinos
Dino Schweitzer

Thierry Frey
Leo Hourvitz
Stephen Spencer

Alain Chesnais
Jacki Morie

Executive Committee Minutes

Motion (Chalmers, Cunningham) To approve the April conference call minutes.
Approved (6,0,0)

Motion (Owen, McGrath) To approve the May meeting minutes.
Approved (6,0,0)

Note: Gudrun Enger was not present for the first two motions.

Policy on volunteers in concurrent positions

This revised policy is appended to the minutes.

Motion (Cunningham, Chalmers) To approve the updated policy on consideration of ACM SIGGRAPH Volunteers for more than one volunteer position.
Approved (7,0,0)

Amendment to IGDA agreement

Alan Chalmers requested two changes to the agreement between ACM SIGGRAPH and the International Games Developer Association (IGDA).

* To extend the agreement from one year to three years.

* To modify the agreements to read "The cooperating society is to inform ACM SIGGRAPH three months prior to the conference of their intention to use space and vice versa." This adjustment is to make it easier to plan space requirements at the annual conference by knowing sooner which societies intend to be there. Earlier agreements specified that an organization would let us know one month prior to the conference if they did not plan to use the space, and this change is being applied to all new contracts.

Motion (Chalmers, Owen) To extend the IGDA agreement to three years and make the change regarding notification of intent to use space at the annual conference.

Approved (7,0,0)

Logo Use Policy

Because there had been some questions raised as to whether ACM SIGGRAPH committees or chapters could use the ACM SIGGRAPH logo on their stationery, business cards, or membership cards, Thierry Frey requested that the policy on the use of ACM SIGGRAPH logos be modified to explicitly state that this was appropriate use.

Motion (Cunningham, Chalmers) to add the following line to the policy on ACM SIGGRAPH logo use for approved use by ACM SIGGRAPH committees or chapters:

"use on stationery, business cards, and/or membership cards."

Approved (7,0,0)

Purchase of Additional Storage

Gudrun Enger and David Ebert presented a proposal to allocate reserve funds to purchase a NAS unit for SIGGRAPH 2002 online data. This is a 480 GB unit that will be configured with RAID 1, giving an effective capacity of 240 GB. The total cost should not exceed $4,200. The storage will be shipped directly to the conference for the gathering of data and then housed at ACM.

Motion (Enger, Ebert) To approve the allocation of $4,200 from reserves for the storage unit.

Approved (7,0,0)

Proposal for Online Capture of Sessions at S2002

David Ebert presented a proposal by Sequoiacom to do audio recording with synchronized slides for online capture at SIGGRAPH 2002. This would be a pilot study to do four days in one room of Sketches and would cost $10,000.

In the meantime, another proposal to do talking heads with slides at no cost to ACM SIGGRAPH has been received, and it was felt that we needed to explore this possibility first. There was a concern raised about what permissions we have to use slide from presenters' talks. It was also suggested that this might be an ACM SIGGRAPH Project Grant proposal, rather than a request for reserve funds.

Policy on Executive Committee representatives to Conference Advisory Group

A series of changes to the policy on the Executive Committee (EC) representative to the conference advisory group (CAG) were suggested and discussed at length by email. It was determined that the most efficient way to vote on changes was to vote on each suggested change.

Motion (Cunningham, Chalmers) To approve the changes to the policy on the Executive Committee representatives to the Conference Advisory Group on a point by point basis.

Approved (7,0,0)

Only minor changes were made, and the amended policy is appended below.

Votes on the specific recommended changes were as follows:

1. To decrease the number of EC representatives to CAG from two to one.

Not approved (1,6,0, opposed: Chalmers, Ebert, Enger, McGrath, Owen, Paxinos)

2. Minor editing change from "The ideal candidate will have:" to "The ideal candidate will have the following qualifications:"

Approved (7,0,0)

3. To add the qualification, "An understanding of ACM SIGGRAPH strategic plan, goals, and priorities."

Approved (7,0,0)

4. Title change from "ACM SIGGRAPH Chair" to "ACM SIGGRAPH President"

Approved (7,0,0)

5. To remove from the list of qualifications, "The confidence of the members of EC" and "The confidence of CAG" on the grounds that these are not measurable.

Not approved (2,5,0; opposed: Ebert, Enger, McGrath, Owen, Paxinos)

6. To add a line to the job description, "This should not, however, take priority over EC work."

Not approved (3,4,0, opposed: Ebert, Enger, McGrath, Owen)

7. To eliminate the possibility of a second consecutive term.

Not approved (2,5,0,opposed: Ebert, Enger, McGrath, Owen, Paxinos)

8. To have the representatives appointed by the ACM SIGGRAPH President, rather than elected by the EC.

Not approved (1,6,0, opposed: Chalmers, Ebert, Enger, McGrath, Owen, Paxinos)

Selection of Executive Committee representative to the Conference Advisory Group

Motion (Owen, Enger) To select Thierry Frey as the new representative of the ACM SIGGRAPH Executive Committee to the Conference Advisory Group. This is a two-year term, beginning July 1, 2002.

Approved (7,0,0)

Appendix A: Policy on Consideration of ACM SIGGRAPH Volunteers for More Than One Volunteer Position

As a matter of common professional courtesy, when new volunteers are being selected, others who might be affected by this selection should be informed.

A volunteer being considered for a position within ACM SIGGRAPH should discuss with the volunteer considering him/her all current and potential commitments, as well as the support for ACM SIGGRAPH work from his/her employer. In case the volunteer already holds or is being considered for another ACM SIGGRAPH volunteer position, the person who manages the other position should be notified so that the three of them can discuss what is involved in each job. This also gives the manager of the other position the opportunity to raise concerns, and both the volunteer and the person considering this volunteer can better determine whether he/she is able to handle either one or both of the responsibilities.

Modified by Judy Brown and Thierry Frey and approved by ACM SIGGRAPH Executive Committee, June 12, 2002

Appendix B: Policy on ACM SIGGRAPH Executive Committee Representatives to the Conference Advisory Group

The duties and composition of the Conference Advisory Group

The ACM SIGGRAPH Conference Advisory Group (CAG) handles basic issues of the annual SIGGRAPH conference.

This includes, but is not limited to:

Strategic planning, both single and multi-year.

Defining and implementing policy that has multi-year impact.

Soliciting and selecting conference and CAG chairs.

Assisting conference chairs and committee members in all issues.

Helping with conference budget preparation.

Resolving single and multi-year conference issues.

Selection of conference sites.

Development and evaluation of RFPs for contracted services.

Reviewing and assessing CAG, conferences, and conference programs.

The CAG consists of the following voting members: four conference chairs (the current year's, the past year's, and the next two years'), the CAG chair and two Executive Committee (EC) representatives The Chief Staff Executive (CSE) is a non-voting member. All meetings are open, and guests are invited as needed. The CAG is also supported by professional staff that provides administrative services.

The responsibilities of the EC representative to CAG

The responsibilities of an EC representative to the CAG include, but are not limited to:

Being a full working member of CAG.

Serving as an information conduit between EC and CAG. This includes attending all CAG and EC meetings, alerting CAG when issues come up that should be handled by EC, and bringing appropriate issues to the attention of EC.

The qualifications of an EC representative to CAG

The ideal candidate will have the following qualifications:

Familiarity with the culture and processes of the annual conference, ideally as a previous conference committee member.

Familiarity with the ACM SIGGRAPH organization.

An understanding of ACM SIGGRAPH strategic plan , goals, and priorities

An understanding of which kinds of issues should be dealt with by the ACM SIGGRAPH EC or President.

A working knowledge of the computer graphics and interactive techniques industry.

The confidence of the members of EC.

The confidence of the members of CAG.

The ability and willingness to devote time as necessary to CAG work. This is estimated to be 2 to 4 hours weekly plus attendance at four to six CAG meetings, four EC meetings, and the annual conference, as well as other meetings deemed necessary each year.

The ability and willingness to reply promptly, i.e., within 24 hours, to all telephone, email, and mail communication on CAG and other ACM SIGGRAPH issues. When this is not possible, EC and CAG should be made aware of the temporary unavailability.

The ability and willingness to perform work on a wide variety of issues that might involve interaction with many people, leadership of small groups, assembly of material, and creation and presentation of reports.

The ability and willingness to communicate with others on issues that are sensitive and controversial.

The ability to listen to concerns of others and to know when private conversations should remain confidential and when it is appropriate that these conversations be shared.

The willingness to fairly represent CAG decisions in addition to his/her own views if they differ from the majority of CAG.

Respect for the work and opinion of others.

Term of office

The terms of an EC representative to the CAG will be two years in duration and will begin on July 1. A representative may serve at most two consecutive terms. The terms of the two EC representatives will be staggered, one selected annually.

Nomination and Selection

The candidates for the open EC representative to CAG position will be determined each year at the spring EC meeting, generally held in May. Candidates will be solicited prior to this meeting and may be nominated or self-nominated. Each candidate will provide a written position statement as backup for the EC meeting.

Candidates who are also members of the EC will leave the room for the discussion and vote. The representative must be selected by a majority. If this is not achieved on the first ballot, there will be run-offs between the top two candidates until such a majority is reached.

Initial policy prepared by Nan Schaller and Walt Bransford, February 2, 1999

Revised by Judy Brown, January 16, 2001

Revised further by Judy Brown and approved by ACM SIGGRAPH Executive Committee, June 12, 2002