SIGGRAPH Executive Committee Meeting

Antlers Doubletree Hotel, Colorado Springs, Colorado
December 12-13, 1998

Attending:
Alain Chesnais
Steve Cunningham
Nick England
John Hart
Scott Lang
Michael McGrath
Patrick McCarren
Nan Schaller
Dino Schweitzer
Steve Spencer
Theresa-Marie Rhyne
Warren Waggenspack
Mary Whitton

ACM:
Judy Osteller

Guests:
Walt Bransford
Judy Brown
John Fujii
Janet McAndless
Garry Paxinos
Lynn Pocock
Nancy Reynolds
Cindy Stark

Steve Cunningham called the meeting to order at 9:00 A.M. and introduced guests. Alain Chesnais, who participated in the selection of the new ACM Executive Director, announced that John White will take this position. White is a past president of ACM and served on the SIG Board. He has a deep understanding of the organization and is well respected in the industry. Cunningham announced the appointment of David Arnold as the new Membership Activities Board Chair.

Email motions:

Email Motion (Rhyne, Waggenspack, 12/7/98): That SIGGRAPH's annual Computer Animation Festival be proposed before the Board of the Acadamy of Motion Picture Arts & Sciences for consideration as an automatic qualifying festival for Academy Awards nominations (10,0,0).

CAG

SIGGRAPH 2001

Dino Schweitzer reported that the applications for the SIGGRAPH 2001 Chair had been reviewed and the leading candidates interviewed. CAG recommended Lynn Pocock, who has a very strong history with SIGGRAPH, for this position.

Motion (Waggenspack, Schaller): To approve Lynn Pocock as SIGGRAPH 2001 Chair (10,0,0)

SIGGRAPH 2000

Jackie White's recommendations for the technical program chairs were presented and discussed.
Motion (Waggenspack, Schaller): To approve Kurt Akeley for SIGGRAPH 2000 Papers Chair
Motion (Waggenspack, Schaller): To approve Anselmo Lastra for SIGGRAPH 2000 Courses Chair
Motion (Waggenspack, Schaller): To approve Aliza Corson for SIGGRAPH 2000 Panels Chair
All the recommendations were approved.

Conference Management Model Group (CMRG) Report:

Cunningham passed the gavel to Alain Chesnais for discussion of the completed CMRG report. The report was reviewed with EC and it was noted that the report was previously considered in two parts. The part dealing with the conference administration structure had been approved on 5/2/98 and the part dealing with the role and structure of the Conference Advisory Group was tabled on that date.

Motion (Schaller, Waggenspack): To remove the portion of the CMRG report dealing with the Conference Advisory Group from the table. 10,0,0

Motion (Schaller, Waggenspack): To approve the model as presented.

Nick England expressed his concerns with regards to nominating CAG Chair. He stated that he felt EC should provide the strategic guidance in which the conferences can have their goals and strategies provided by the elected body of the organization.

It was stated that the CAG functions very well. CAG role is a project ; each of the conferences is a project and they are all colleagues

Friendly Amendment (Rhyne): Accept changes to the CMRG report as follows:
- two EC representatives to CAG instead of one,
- EC representatives selected by EC instead of appointed, and
- CAG Chair to be nominated by CAG and selected by EC.

Motion (Schaller, Waggenspack): to approve the CAG structure as amended. 10,0,0

Conference management model implementation:

A resolution to implement the changes in the CAG structure and function approved yesterday was presented.

A. Makeup of CAG, selection of CAG members
Whereas The ACM SIGGRAPH Executive Committee and the SIGGRAPH Conference Advisory Group have re-evaluated the Conference Advisory Group structure and have proposed changes; be it

RESOLVED, That the Executive Committee approves modifications to CAG policy to implement the following:

1. The Annual Conference Advisory Group shall be comprised of:
* The Annual Conference Chairs, as appointed by procedures elsewhere in SIGGRAPH policy, for the conferences in the immediate past, current and next two fiscal years (if appointed), and
* Two (2) Executive Committee representatives
* The Chair of the Conference Advisory Group
* The Chief Staff Executive of the Annual Conferences.
2. The Chief Staff Executive position is an ex-officio, non-voting position; each other position has one vote.
3. The Chair of the Conference Advisory Group will be selected by majority vote of the Executive Committee. The Conference Advisory Group will nominate one or more candidates for the position of CAG Chair.
4. The Executive Committee representatives will be selected by the Executive Committee; and be it further
RESOLVED, That the EC requests that CAG develop additional CAG policies, such as the details of term length, term starting dates, and term rotations, as are required to complete implementation of this CAG structure; and be it further
RESOLVED, That the EC requests that CAG develop a transition plan for selecting an interim Chair of CAG as soon as possible.

B. Conference Representation on the EC, EC Bylaws change
Whereas, The ACM SIGGRAPH Executive Committee and the SIGGRAPH Conference Advisory Committee have re-evaluated the representation of the Annual Conference on the Executive Committee and have proposed changes ; be it
RESOLVED, That the EC prepare a Bylaw amendment which will make the Chair of the CAG a voting member of the Executive Committee and will remove the position of Annual Conference Chair from the Executive Committee; and be it further
RESOLVED, That a committee of two, the SIGGRAPH Chair and Past Chair, prepare wording for such an amendment and present it to the EC for approval no later than the January conference call.

C. Selection of the EC Representatives on the CAG
Whereas, The new CAG model includes provision for EC selection of two (2) CAG members; be it
RESOLVED, That a committee of two be appointed, one by the CAG and one by the SIGGRAPH Chair, to develop Executive Committee policies regarding the positions of EC Representatives on CAG. The committee is directed that such policies should address, among other issues, qualifications, nomination, and term lengths and term staggering and the committee is further directed that the policy should not include the requirement that the EC representatives on CAG be sitting members of the EC.

Motion (Waggenspack, Lang): To accept these resolutions. 9,0,0,1 (Schaller absent)

This motion requires that the Bylaws be changed. This will be discussed over email and at conference calls.

Conference Reserve Funds:

Dino Schweitzer reported that CAG will recommend some changes in procedures for the Conference Reserve Funds Project. Thesse will deal with how funds are managed and why and how they go into the conference reserve budgets. Hart noted that the free balance is not in the actual ACM accounting. He suggested that maintaining multiple reserve funds has led to conflict and asked if it would be possible to consolidate the free balance into a single fund which everyone would be able to draw from.

Motion (Hart, Lang): To consolidate the EC and CAG Reserve funds into a single reserve fund

Motion (Schaller, Waggenspack): to postpone the above motion until a discussion at the March 1999 EC meeting. 8,0,2 (abstain: England, Hart)

SIGGRAPH 98

Schweitzer distributed an analysis of the difference between the original SIGGRAPH 98budget and the projected figures. There was a significant fall off of income, about $1.7 million, but that was offset by corresponding reductions in expenses

SIGGRAPH 99

The SIGGRAPH 99 budget was presented and was discussed.
Motion (Waggenspack, Lang): To approve the SIGGRAPH 99 budget. 10,0,0

AMPAS Proposal

Waggenspack reported that the Academy of Motion Pictures Arts & Sciences (AMPAS) has approved adding SIGGRAPH to the qualifying festivals for animated short films. An animated short is defined as any filmed animation less than 40 minutes in length. The academy will not publicize it and SIGGRAPH is not allowed to publicize the relationship with the Academy.

Motion (Waggenspack, Hart): That EC approve SIGGRAPH 99 going forward with the Academy Award qualification. 8,0,2; abstain: Whitton, Schaller

SIGGRAPH 2000

Jackie White noted that SIGGRAPH 2000 will be back in New Orleans. The preliminary budget presented is a combination of SIGGRAPH 98 and SIGGRAPH 96 figures. CAL will have more courses; the 'studio' will have 3D rapid prototyping. Convention center has been expanded; there will be better housing available. Adele Newton will be heading up the outreach program, which she had started in that city in 1996. Other chairs include Diane Gromala, Art Gallery; Joe Takai, Computer Animation Festival; Rob Lembree, Creative Applications Laboratory; Valerie Miller, Educators Program; Jeff Close, Emerging Technologies; Marcelo Zuffo, International Program; Tom Appoloni, Sketches & Applications; Larry Kauffman, Networking; Mary Nichols, SIGGRAPH TV; Steve Talent, Student Volunteer Program; Marc Barr, SIGKids; Chris Tome, The Studio.

Motion (Waggenspack, Schaller): To approve the SIGGRAPH 2000 preliminary budget. 10,0,0

Conference Management Review Group (CMRG) Report:

Patrick McCarren explained that the current contract, covering conference management and CSE services, ends with S99. The Capstone proposal covers the 2000, 2001, and 2002 conferences. It is the recommendation of CMRG to extend the current conference management portion of this contract for one year and then go out for full bid.

Motion(Lang, Hart): To approve conference management extension for SBA for one year. 10,0,0

Conference Administration Proposal

Alain Chesnais reported on the responses to the conference management RFPs. McCarren added that the RFP's were sent to seven companies, and two responded with bids. The bids were evaluated and it is the CMRG recommendation that the contract be awarded to Capstone.

Motion (Whitton, Schaller): To approve the Capstone bid for conference administration services for the SIGGRAPH 2000, 2001, and 2002 conferences. 10,0,0

Dino thanked EC for approving the Capstone bid and added he looked forward to working with group.

FY'00 BUDGET

The budget development process was conducted on EC Conference Calls during the months of September, October and November. The members of EC distributed their budget request by email and presented their requests and responded to requests and comments during the conference calls. The Finance Committee collected the requests and comments and made recommendations to the EC.

Nan Schaller noted that this is her last EC meeting as Treasurer and thanked EC for the opportunity to participate. She added that her charge as treasurer (along with the Finance Committee) was to define a balanced operating budget. Last year the projected income was $1.1 million; this year it shows $930,000. The action today is approving an operating budget and considering the request of funds for the SIGGRAPH 30th celebration.

Volunteer Recognition Task Force Report

The Volunteer Recognition Task Force presented their report, which is included as an Appendix to these Minutes, because volunteer recognition makes up part of the funding requests. There was a request to consider the report in two parts, as noted below.

Part I: PR pieces, recognition and web page/aliases
Motion (Whitton, Schaller): To accept Part I of the Report. 10, 0, 0

Part II Conference Passes
Motion (Lang, Chesnais): To accept Part II of the report, Conference passes, with the number of guest passes for EC members reduced to two (2) per year. 9,0,1 (abstain: Schaller)

FY 00 Budget continued

In order to reduce the expenditures to the level of anticipated income, the Finance Committee adjusted all the request areas downward. The Chair's request was reduced by some $22,000, EC meetings by $15,000, vice chair by $8,000, publications by $1,500, education by $30,000; professional chapters by $30,000, and communications by $19,000.

Motion (Schaller, Rhyne): To accept budget as proposed by Finance Committee.
Amendment (Lang, Hart): To remove $9,000 from vice chair and to add $6,000 to chapters and $3,000 to education. Amendment passed 9,0,1 (abstain: Schaller) Amended motion passed 10,0,0

30th Birthday:

Judy Brown presented the proposal for the SIGGRAPH 30th celebration at SIGGRAPH 99.

Motion (Hart, Schaller): To approve $146,080 for the SIGGRAPH 30th celebration budget as an EC initiative funded from the free balance of the reserve. 10,0,0

Motion (Hart, Rhyne): To approve the Graphics and Visualization Education (GVE) 1999 project in the 30th celebration as an EC initiative funded from the free balance of the reserve at $28,000, with that amount reducing to $18,000 if NSF funding is received. 10,0,0

Vice Chair

Chesnais submitted a proposal from the special projects committee requesting funds to develop American Sign Language signs for computer terminology.

Motion (Hart, England): Remit the special project proposal on signs for computer terminology to the Special Projects Committee to further the consider research funding nature of this project proposal. 10,0,0

Computer Animation Festival (CAF) Review Group

Update: As part of a general eveluation of conference programs, CAG sponsored a group to review the Computer Animation Festival (CAF) program. Jackie White announced that the assembled group would look at the goals and futures of the CAF. Representatives included past CAF chairs and members associated with areas featured in the program, such as technical, art, and commercial animations. Results of this group will be forthcoming.

Movie

More shoots were recently held in the Bay Area and in San Francisco, one of which included a shoot with George Lucas. Postproduction is schedule for January. A revised budget and fund request will be sent in January.

Carto Project

Theresa Marie Rhyne reported that the project is continuing its collaboration with the International Cartographic Association's Commission on Visualization into 1999. Currently the Commission is working on a special issue on visualization for the International Journal of Geographic Information Sciences. She also noted that the GeoVRML Working Group of the VRML (soon to be renamed Web3D) Consortium has developed a GeoTranform Java class hierarchy.

ACM SIGs

Cunningham reported that ACM is beginning to ask the SIGs for nominations for appointments that have previously been done largely without SIG input. He would like to see SIGGRAPH take the lead in suggesting individuals for these positions.

Nominations

Mary Whitton reported that the slate is incomplete but nominations will be announced shortly.

Adjourned 12:15 P.M.

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Appendix: Volunteer Recognition Task Force Report

Volunteer Recognition Task Force Recommendations
Judy Brown, Scott Lang, Scott Owen
October 6, 1998

The SIGGRAPH Volunteer Recognition Task Force met Saturday October 3, at Scott Lang's home in New York and came to a consensus on the following assumptions and recommendations. We spent a great deal of time discussing the following:

1. Is it possible for the conference to show the number of conference accesses given to volunteers and contributors as a line item in the conference budget? We recognize that it is not possible to list these as a line item with the current budget model, but it is possible to list these numbers.
2. Are current contributor recognition policies too generous? We agreed that all costs associated with contributor recognition must be budgeted.

The purpose of volunteer recognition is:
1. To assure that volunteers feel that their efforts are appreciated and valued.
2. To publicize volunteers' work to others, including employers, both within and outside the SIGGRAPH organization, so that volunteers receive public credit for their efforts.
3. To create an environment that will continue to attract good volunteers.
4. To recognize that volunteers need specific resources to do their jobs.

We worked under the following assumptions:
1. We are not deciding which volunteers do the most work.
2. We are not deciding which volunteers are "most deserving."
3. We are making some recommendations across the entire organization, including the annual conference.
4. SIGGRAPH EC will make the final decisions based on our recommendations.
5. The current number of SIGGRAPH organizational volunteers, based on the volunteers article to appear in the next newsletter is about 100, including the Professional Chapters Committee, plus volunteer leaders from 40 chapters. Whether or not a person is a SIGGRAPH volunteer is determined by the EC member in charge of that committee or the chair of the sub-committee.

Part I
We first looked at what we should give to all SIGGRAPH volunteers. These are things that have little or no cost in either time or money. The appointment and recognition letters for all volunteers will take some time to get the letter templates written and get the process semi-automated. Each EC person will need to write a template for the volunteer positions in his/her area. We feel that time spent here is important. Having letters sent to a volunteer's "boss" was the item that was mentioned most frequently in our information gathering sessions at SIGGRAPH 98.

All SIGGRAPH volunteers should receive the following recognition:
1. VIP housing at the conference.
2. VIP registration pickup at the conference.
3. Letter to volunteer, as well as boss, manager, president, and company marketing department, etc. about appointment. We recommend that the dates for the term of office be stated in the letter.
4. Recognition letter for outgoing volunteer and SIGGRAPH certificate (signed by SIGGRAPH chair or appropriate EC member)
5. GIF file with SIGGRAPH logo and "SIGGRAPH volunteer" that volunteers can put on their home pages.
6. Web pages on siggraph.org that list volunteers for each committee.
7. Template for business cards showing affiliation with SIGGRAPH.
8. Volunteer names published in Computer Graphics
9. Volunteer ribbons at the conference.

PR pieces that should be done that will require some effort:
1. There should be an education piece developed for managers to help them understand the value of SIGGRAPH.
2. PR templates about volunteer appointments, activities, etc. should be developed to be provided for press releases about SIGGRAPH volunteers and activities. This includes a press release sent to local newspapers announcing a volunteer appointment.

Some volunteers should receive the following recognition, as determined by the EC person or sub-committee chair to whom they report:
1. siggraph.org web page or alias for email forwarding.

SIGGRAPH merchandise
We recommend that the EC create SIGGRAPH "stuff" (shirts, mugs, pins, etc.) that can be given to volunteers. These will be distributed and budgeted by each EC or sub-committee chair. Conference merchandise may also be purchased for volunteer recognition gifts.

Part II

Conference Passes:
* EC members should receive 4 guest conference passes. We suggest that guest passes should be used for family, managers, or others not likely to attend SIGGRAPH otherwise, as we understand that was the original intent for guest passes.
* SIGGRAPH committee members should receive conference access when needed as a resource to do a SIGGRAPH job. This will be determined and budgeted by each EC member.
* SIGGRAPH committee members may receive conference access as recognition for work done, as determined and budgeted by each EC member.

Note: Conference Passes given by the annual conference fall into 3 categories:
1. Access for volunteers who need to do their jobs.
2. Recognition to conference contributors.
3. Recognition to other volunteers.

We discussed this at length because the conference budget model does not separate these out as a budget line item. We strongly recommend that the conference provide a list of the numbers and estimated total cost of conference access passes given in each of the three categories. Possibly the current conference contributor recognition policy should be re-examined in light of these numbers.