ACM SIGGRAPH EXECUTIVE COMMITTEE MEETING

November 10-11, 2000

Dublin, Ireland

 

Attendees:

Judy Brown

Alan Chalmers

Colleen Cleary

Steve Cunningham

David Ebert

Gudrun Enger

Leo Hourvitz

Erica Johnson

Mike McGrath

Stephen Spencer

Scott Owen

Garry Paxinos

Dino Schweitzer

Friday, November 10

Executive Committee Minutes

MOTION (Cunningham, Hourvitz): To approve September conference call minutes.

Approved (10,0,0)

SIGGRAPH 2003 Chair

Scott Owen presented Alyn Rockwood as candidate for SIGGRAPH 2003 Conference Chair. Dino Schweitzer was excused from the discussion due to a potential conflict of interest. The conflict of interest issues were discussed at length and felt not to be a problem as long as a conference chair does not have a financial involvement with a contractor.

MOTION (Owen, Chalmers): To approve Alyn Rockwood for S2003 Conference Chair subject to the condition that Alyn have no financial involvement with any conference-related contractor.

Approved (10, 0, 0)

Bylaws Discussion

First there was a discussion on the purpose and values statements in the ACM SIGGRAPH strategic plan.

MOTION (Owen, Hourvitz): to change some wording of the ACM SIGGRAPH Purpose and Values statements as follows:

ACM SIGGRAPH Purpose Statement

ACM SIGGRAPH's purpose is to foster a membership community whose core values help them to catalyze the innovation and application of computer graphics and interactive techniques.

Excellence: ACM SIGGRAPH values excellence in the information and experience provided by our products and activities

Passion: ACM SIGGRAPH values the passion our community feels for ACM SIGGRAPH and for the field of computer graphics and interactive techniques.

Cross-Disciplinary Interaction: ACM SIGGRAPH values the interaction among the many disciplines that make up our community.

Approved (10, 0, 0)

Then there was a discussion of bylaws changes. The bylaws changes approved at the November, 1999 Executive Committee meeting in Dublin were of two kinds: to better represent the image ACM SIGGRAPH wants to present of ourselves, and to streamline the bylaws statement of our Awards program.

Article 1 was updated to represent us with the name ACM SIGGRAPH instead of the previous ACM Special Interest Group on Computer Graphics, to include interactive techniques in the charter of the organization as well as the conference, and to streamline our mission statement. Article 2 was updated to replace the previous statement of purpose with our current purpose and values.

Article 11, on Awards, was updated to add newly-approved awards for service to ACM SIGGRAPH and for significant new investigators in computer graphics and interactive techniques. Previous operational sections of the bylaw were also removed and placed in the Awards Program's operating rules, where it was felt they fit better.

MOTION (Cunningham, Enger): To approve the proposed bylaws changes.

Approved (10, 0, 0)

Membership approval of these changes will be included in the next ballot.

Executive Committee (EC) Representative to Conference Advisory Group (CAG)

There was a discussion on whether there should be one or two EC representatives, and it was determined to remain with the two representatives at this time.

There was then a discussion on whether the EC representative to CAG should attend all EC meetings if he/she is not an EC member. It was determined that this representative should attend all EC meetings and conference calls.

Whether the ACM SIGGRAPH treasurer should be one of the two representatives was discussed. It is recommended that, when feasible, the treasurer should be considered to be one of the representatives to CAG, and when not feasible, the treasurer should attend appropriate CAG meetings to provide financial insight.

The appointment term was discussed. The two-year terms currently begin on January 1 and end on December 31. It was felt that the terms should begin on July 1, to be consistent with other EC appointments.

MOTION (Cunningham, Chalmers): To move the start time for the EC Representative to CAG appointment cycle from January 1 to July 1.

Approved (6, 3, 1), Enger, Hourvitz, Owen against; Paxinos abstain

Based on this motion, the term of the next appointment for EC representative to CAG will be January 1, 2001 - June 30, 2002. Also, the term of the current EC representative to CAG, Garry Paxinos, will end June 30, 2001.

There were three candidates for the new EC representative to CAG, to fill the position of Theresa-Marie Rhyne whose term ends December 31. David Ebert was selected as the new representative for the term of January 1, 2001 to June 30, 2002. The Executive Committee thanks all candidates for their willingness to serve, and the Conference Advisory Committee expressed sincere thanks for the service of Theresa-Marie Rhyne, especially for her work with the game developers initiative.

The EC recessed for the evening, to re-convene at 9 am Saturday, Nov. 11, 2001.

Saturday, November 11, 2000

Judy Brown called the meeting to order at 9 am.

Strategic Planning

David Ebert lead a discussion on strategic planning. The major themes from our fall strategic planning meeting were:

-Personalization

-On-line community

-Conference year-round

Ebert asked what are the most important things to move towards? The concept of the HUB, an information and community resource, has very high priority. We need to look into the implementation and costs and to leverage ACM resources to implement web/hub projects

Should papers be published year round online? This would provide new content for the web. What about white papers, technical reports, and feature articles to generate new and return traffic to the site?

Traveling courses were discussed again. There is no internal barrier to doing this; we just need for someone to take initiative and ownership of the project to move forward.

Note: Since the meeting, Gudrun Enger was appointed to lead a task force to implement a pilot program for traveling courses, and Gudrun, David Ebert and Kathryn Saunders are looking into how to progress with the Hub.

siggraphnews.com Issue

The real issue is the use of "siggraph" in a secondary domain name and the need to protect and defend our trademark from use by others. When trademark questions or issues come up, the ACM SIGGRAPH Chair needs to be notified immediately.

MOTION (Cunningham, Spencer): To direct the chair to take all necessary steps to assure that no secondary domain name outside ACM includes "SIGGRAPH".

Approved (10, 0, 0)

Conference Items

Contracts

There was discussion of the review of three contracts (conference management; marketing, media and copy coordination; and audio visual services) for S2002 and S2003. The contracts were awarded for one year under the current fee structure, with a commitment to the contractors for the three-year cycle. The CAG was directed to closely monitor the current year and investigate what services are needed most. The CAG response was that this was not necessary due to the success of S2001, and the conference requires the list of services as currently contracted.

MOTION (Owen, Paxinos): To approve the original contracts for conference management, marketing and media and copy coordination services, and audio visual services for SIGGRAPH 2002 and SIGGRAPH 2003 with the fees stipulated in the original contracts.

Approved (10, 0, 0)

Nomination of SIGGRAPH 2002 technical chairs

Scott Owen nominated the following technical chairs for S2002

- John Hughes, Papers Chair

- Chris Shaw, Panels Chair

- Valerie Miller, Courses Chair

MOTION (Owen, Spencer): To accept the nomination of John Hughes, Chris Shaw, and Valerie Miller as technical program chairs for the SIGGRAPH 2002 Conference

Approved (10, 0, 0)

Conference planning update

- SIGGRAPH TV, in its present form, is going to be discontinued after S2001

- SIGGRAPH 2001 intends to capture a significant amount of video for online archival purposes.

- SIGGRAPH 2002 plans to have an outreach program to bring in other communities, including games and other users and developers of interactive techniques. This role is not yet filled, and suggestions are welcome.

- SIGGRAPH 2002 will have a web graphics technical program. This role is not yet filled, and suggestions are welcome.

- Computer Applications Lab (CAL) will evolve to include other hands-on activities besides hands-on courses.

SIGGRAPH 2000 financial forecast update

- The net surplus will be about $700,000.

Conference accounting contract

Scott Owen presented Smith Bucklin and Associates (SBA) as the recommended contractor for the conference accounting and bookkeeping services contract for the term of SIGGRAPH 2002 to SIGGRAPH 2004.

MOTION (Owen, Ebert): To approve SBA as the contractor for accounting and bookkeeping services for the annual conference for the term SIGGRAPH 2002 - SIGGRAPH 2004.

Approved (9, 0, 1), Cunningham abstain

Owen expressed thanks to ACM headquarters staff, especially Michael Lichtenstein, John DeLorenzo, Darren Ramdin, and Erica Johnson for support in the RFP review process for the conference accounting contract.

Concurrent volunteerism

This was a discussion of volunteers serving in more than one SIGGRAPH volunteer position. Some felt the need for more clear and open communication between the conference committees and the EC to avoid potential overlap.

MOTION (Owen, Hourvitz): To accept and approve the current draft policy on concurrent volunteerism.

Approved (9, 1, 0), Cunningham against

The policy is appended to the minutes.

ACM1 Fund Request

SIGDA (Special Interest Group on Design Automation) gave a donation to the ACM1 conference and issued a challenge to match the donations of other SIGs to the ACM1 conference. ACM SIGGRAPH discussed this and elected not to contribute. It was felt that ACM should budget to break even, the same as it expects other ACM sponsored or co-sponsored conferences to do.

System Managers Meeting

Leo Hourvitz reported the following policies for managing siggraph.org that came out of the systems managers meeting, and updated the EC on the status of the siggraph.org machine.

- E-mail. siggraph.org will only be a mail forwarding box in the future, meaning that volunteers must have another email address to which the mail is ultimately delivered. Any volunteer with a need can obtain an email forwarding address, as can any member.

- Shell accounts on siggraph.org. The system managers have proposed that shell accounts be given only to those volunteers or contractors with a need to manage information on the machine (usually for web purposes). This means that, for instance, in the future, new EC members will not automatically get a login account on the machine unless they also actively manage information on it.

- Role accounts. There will continue to be a limited number of role accounts (i.e., accounts attached to a role rather than an individual), with the primary example being an account for an ACM SIGGRAPH chapter. We are terminating role accounts for contractors, however, in favor of accounts for those individuals at the contractor utilizing the machine.

- Machine update: The machine has physically been moved to ACM Headquarters in New York. We are bringing up a new piece of hardware (Intel-based Linux system) to replace the aging Sun machine. We will have more bandwidth, disk capacity, and memory on the new hardware.

The EC expresses sincere thanks to ACM for their support with the systems managers meeting and moving siggraph.org over to ACM Headquarters.

EC Funds Transfer from the conference budget

This discussion focused around the predictability of a percentage versus a flat fee transfer. Garry Paxinos recommended that the conference transfer to EC be 4.5% of the conference income.

MOTION (Hourvitz, Owen): The conference transfer to EC shall be equal to 4.5% of total conference income.

Approved (10,0, 0)

ACM Allocation

Judy Brown distributed backup provided by the SIG Governing Board on the new ACM allocation structure. It will be based on expenses rather than income and should result in a savings of about $100,000 per year for ACM SIGGRAPH.

TMRF process for the annual SIGGRAPH conference

CAG requested a waiver from the ACM TMRF process for the Annual SIGGRAPH Conference. EC recommends this discussion be taken off-line. Scott Owen, Judy Brown, and Erica Johnson are to work on a recommendation for coordinating the SIGGRAPH Conference budget cycle and the ACM TMRF Process.

Conference Reserve Fund Interest as Conference Income

CAG recommended that the conference reserve fund interest be exempt from the division of income between the conference and EC reserve funds because this income was not used by the SIGGRAPH 2000 conference, even though it was included in the conference budget. It was agreed for this year, but the conference reserve fund interest should not be listed as conference income on future conference budgets.

MOTION (Owen, Paxinos): That the conference reserve fund interest income be exempt from the windfall division between the conference reserve fund and the EC reserve fund for SIGGRAPH 2000.

Approved (10, 0, 0)

FY 02 Budget Planning

The schedule for the FY02 planning was discussed, and conference call times were set for the presentation of the budget proposals:

December 6, Chair and Vice-Chair

December 13, Communications and Publications

January 3, Education and Chapters

Finance committee will discuss the budgets one week after each presentation and make the final budget recommendation by January 12, 2001.

Erica Johnson reminded everyone that all dues changes and offerings pricing changes must go to ACM by February 1

Journals and Impact Ratings

Alan Chalmers led a discussion on publications and impact issues. The issue of conference proceedings not being considered journals is felt by other SIGs and professional organizations. This has the potential for serious ramifications, especially in Europe where journal citings are used as "impact ratings." The goal is to have various publications of ACM SIGGRAPH and Eurographics receive the appropriate recognition for the quality of work they represent.

Southern African Proposal

Alan Chalmers discussed a proposal to take an ACM SIGGRAPH team to meet with various individuals in government, industry and education in Southern African countries. The goal is to help to start a computer graphics organization and conference. This has been proposed to the ACM SIGGRAPH Special Projects committee, but Alan wanted EC to have an opportunity to also discuss it at this time.

CGAS Agreement

The agreement with the Japanese Computer Graphics Arts Society was discussed by Alan Chalmers and amended. It will now be sent to CGAS for their comments.

Alan Chalmers is exploring a similar agreement with the Nordic Computer Graphics Society

MOTION (Cunningham, Chalmers): To adjourn.

By acclamation

Appendix A: Policy on volunteers holding multiple positions within ACM SIGGRAPH

A volunteer being considered for a position within SIGGRAPH should tell those considering him or her of all other positions (volunteer or otherwise) that could affect the volunteer's ability to do the job. The volunteer should also indicate why he or she believes he or she could successfully perform the duties of the position being discussed. The person considering the volunteer for the position will weigh the volunteer's other commitments, the record of the volunteer's successes, and the requirements of the position, and will decide whether he or she should be selected.

In case the volunteer already holds or is being considered for one or more other volunteer positions, the person who manages the new position will contact the persons managing the other positions and will discuss with them the requirements of the various positions and whether the volunteer can be expected to carry out the tasks of all the positions. If the managers all agree that the additional task should be successful, then this fact and the reasons for this agreement should be documented and the new manager is free to select this volunteer for the position. If there is agreement that the new position would likely overload the volunteer, this fact and the reasons for this agreement should be documented and the volunteer should be told that the selection will not be made unless the volunteer chooses to give up one or more of the other positions.

Appendix B. Bylaws Changes

ACM SIGGRAPH

BYLAWS of the Special Interest Group on Computer Graphics and Interactive Techniques of the Association for Computing Machinery, Inc.

Article 1. Name and Mission

(a) This organization will be called the Special Interest Group on Computer Graphics and Interactive Techniques ("SIGGRAPH") of the Association for Computing Machinery, Inc. ("the ACM").

(b) SIGGRAPH’s mission is to promote the generation and dissemination of information on computer graphics and interactive techniques., acquisition, dissemination, and exchange of information and opinion on the theory, design, implementation, and application of computer graphics and interactive techniques to facilitate communication and understanding.

Article 2. Purpose and Values

SIGGRAPH’s purpose is to foster a membership community whose core values help them to catalyze the innovation and application of computer graphics and interactive techniques.

SIGGRAPH is built on a fundamental set of values and strives to support and follow these values in all its activities. These values are:

Excellence: SIGGRAPH values excellence in the information and experience provided by its products and activities.

Integrity: SIGGRAPH values personal and organizational integrity in the selection of our content and in our interpersonal and organizational relationships.

Volunteers: SIGGRAPH values volunteers and volunteerism in an environment that actively supports its volunteers.

Passion: SIGGRAPH values the passion its community feels for SIGGRAPH and for the field of computer graphics and interactive techniques.

Cross-Disciplinary Interaction: SIGGRAPH values the interaction among the many disciplines that make up the computer graphics community.

SIGGRAPH is organized and operated exclusively for educational purposes in support of scientific, technical, and artistic endeavors in computer graphics and interactive techniques. Its services will include:

i. Collecting and disseminating information in the specialty, through a newsletter and other publications approved by the Publications Board of ACM;

ii. Organizing sessions at conferences of the ACM;

iii. Sponsoring conferences, symposia, and workshops;

iv. Organizing working groups for education, research, and development;

v. Serving as a source of technical information for the ACM Council and other units of the ACM;

vi. Serving as an external technical representative of the ACM when authorized by the Council or the Executive Committee of the ACM; and

vii. Working with other units of the ACM on technical activities such as lectureships or professional development seminars.

Article 11. Awards Program

(a) The Steven A. Coons Award is awarded in odd-numbered years to recognize long-term creative impact on the field of computer graphics.

(b) The Computer Graphics Achievement Award is awarded yearly to recognize significant recent accomplishments in the field of computer graphics.

(c) The Significant New Investigator Award is awarded annually to a researcher who has made a recent significant contribution to the field of computer graphics and is new to the field.

(cd) The scope of the areas of accomplishment for the Coons, Achievement, and Significant New Investigator awards recipients will encompass both theory and application. It will include, but not be limited to, works of art, algorithms, and hardware designs. Neither awardNone of these awards will be based on service to SIGGRAPH.

(e) The Outstanding Service Award is awarded in even-numbered years to recognize a career of outstanding service to ACM SIGGRAPH by a volunteer. It recognizes an individual who has given extraordinary service to ACM SIGGRAPH, both in the trenches and in positions of more responsibility or visibility, over a significant period of time.

(df) Award recipients need not be members of ACM or SIGGRAPH.

(eg) The Awards Program will be administered by the SIGGRAPH Awards Chair who will be appointed by the SIGGRAPH ChairPresident with consent of the Executive Committee and will have the following responsibilities:

i. Solicit nominations.

ii. Appoint, with SIGGRAPH Executive Committee approval, a Selection Committee to review the qualifications of award candidates and to recommend award recipients to the Awards Chair. The Selection Committee will consist of five members, rotating one per year.

iii. Administer award conferral.

iv. Make recommendations to the SIGGRAPH Executive Committee concerning updating the Awards Program.

v. Coordinate the SIGGRAPH Awards Program with ACM by notifying the ACM Awards Committee of SIGGRAPH Award activities.

(f) Each award may consist of a plaque, travel expenses to the SIGGRAPH Conference (if desired) and a cash prize; the cash prize for the Steven A. Coons Award will be at least twice the cash prize for the Computer Graphics Achievement Award. The amount of the cash prizes must be approved by the ACM Awards Committee and the total cost of the Awards Program must be included in SIGGRAPH’s budget.