ACM SIGGRAPH Executive Committee Conference Call

December 19, 2001

Attending:

Judy Brown

Alan Chalmers

Steve Cunningham

Gudrun Enger

Thierry Frey

Leo Hourvitz

Erica Johnson

Mike McGrath

Scott Owen

Garry Paxinos

Dino Schweitzer

Stephen Spencer

Absent:

David Ebert

Guest:

Tom Appolloni

Preliminary Budgets

The Director for Chapters, Thierry Frey, and Director for Communications, Leo Hourvitz, presented their preliminary budgets for Fiscal Year 2003. These were the last of the preliminary budget presentations. The Treasurer will put the preliminary budgets together and, with the Finance Committee, will present a proposed budget for approval at the January Executive Committee meeting.

In the discussion of membership, it was noted that the ACM SIGGRAPH membership is up noticeably for the second year in a row, but we have poor one-year retention. The direct mail piece that was done this past year had no effect on membership and will not be done again this year.

Since multiple committees in ACM SIGGRAPH are asking companies for donations, there was concern expressed about having a single point of contact for donations and prioritizing requests for donations. This will be discussed further at the January meeting.

Raise in Conference Fees Beginning with SIGGRAPH 2002

The SIGGRAPH 2002 budget includes an increase in conference fees of $15. However, because there is a personnel cost involved with processing registrations that are not done online, we would give a $15 discount for those who register online. Scott Owen will investigate whether it is possible to register online and then mail in a check, or whether it would have to be done by credit card.

Motion (Hourvitz, Cunningham) To increase conference fees by $15 in all categories, with a $15 discount for online registration.

Approved (9,0,0)

Conference Reserve Fund Proposal

Scott Owen presented a three-year proposal for spending from the Conference Reserve Fund in order to try some new things at each of the next three conferences and to explore some promotional activities. It was clarified that the activities originally presented as "co-located workshops or mini-conferences with SIGGRAPH, similar to the Hardware Rendering Workshop," are in fact simply new conference programs.

There was also a clarification on the budget item for inviting high quality research teams to display and present at the SIGGRAPH conference in the emerging technology exhibit. These are grants to offset the costs for specially invited research projects. These are intended to support the kind of interactive technology exhibit that would not normally come to a SIGGRAPH conference, not the usual exhibitors, and there will be an outside evaluation committee.

Motion (Owen, Chalmers) To approve the proposal for conference reserve funds expenditures in principal, with the details to be re-approved in each year's conference budget.

Approved (7,0,2; Abstain - Cunningham, Hourvitz)

Evaluations on the results from expenditures for SIGGRAPH 2002 will be available in ample time to consider them for SIGGRAPH 2003 and SIGGRAPH 2004, and these line items will be highlighted when these future conference budgets are presented.

It was noted that any conference activities that deal with any kinds of symposia-type activity or with exchanges between the conference and another conference or organization should be brought to the attention of the Vice President.

SIGGRAPH 2002 Budget

Tom Appolloni, SIGGRAPH 2002 Conference Chair, presented the conference budget proposal. There was some discussion about how one of the receptions should be budgeted.

Motion (Owen, Frey) To approve the SIGGRAPH 2002 Conference Budget, with the understanding that Garry Paxinos, ACM SIGGRAPH Treasurer, would determine how the reception should be budgeted.

Approved (9,0,0)

Conference Administration Contract

Scott Owen presented a recommendation from the Conference Advisory Group to award the three-year conference administration contract to Capstone Systems, Inc. It was felt that there had not been enough time to adequately consider and discuss this request, although the budget numbers in a contract can be renegotiated at any time. This contract will be discussed further at the January Executive Committee meeting.

Motion (Owen, Enger) To approve the selection of Capstone Systems Inc. for Conference Administration for two years, possibly three years, to be decided at the January Executive Committee meeting.

Approved (6,0,1 Abstain Cunningham)

Note: By the time this vote was taken, Leo Hourvitz and Alan Chalmers were no longer on the call.