Minutes of the CAA Annual General Meeting - April 6th 1993

The meeting was held at Staffordshire University, Stoke-On-Trent. Meeting opened at 15:30.

1) Minutes of the AGM of CAA92 were approved.

2) An appeal was made to stress to the organisers of future CAAs the need for inexpensive accommodation for students and low income members.

3) Welcome to the new members. The committee structure was explained and four meetings were identified - action, bursaries, review of the AGM, review of public policy. Discussion followed regarding bursaries. It was suggested that arrangments be made clearer and that mailings include institution mailings. It was suggested that this was something the publicity officer would handle.

4) Treasurers Report:- None

5) Elections - Nick Ryan elected chair. Treasurer (Nick Fieller) and Secretary (Stephen Stead) were all eligible for re-election and were elected unopposed.

It was suggested that someone be co-opted to support the interests of students and low income members.

6) Motion A - as amended (See end for final versions of all motions)

AMENDMENT

II - add - "and should normally be received 6 months before the AGM"

Proposed by S. Laflin

Seconded by J. Paterson.

CARRIED

In the debate it was noted that the details of each bid should be posted at the AGM.

MOTION - CARRIED with 1 No

Motion B - CARRIED with 2 No's

Motion C - CARRIED - unanimous

Motion D - as amended

In the debate it was noted that Oxbow might be used as a mechanism for distribution.

AMENDMENT

"to include" replaced by "for example"

and HPGL to be added to list

Proposed by N. Ryan

Seconded by J. Chartrand

CARRIED

DELETION

Proposed by N. Ryan

Seconded by S. Stead

CARRIED

MOTION - CARRIED

7) CAA'95 venue - Birmingham withdrew their bid. Vote: Paris 1, Leiden All but 1.

8) A) CAA'96 venue - no bids currently

B) Vote of thanks to Torsten Madsen for CAA92 proceedings.

C) Set up an editorial board

Proposed by K. Lockyear

Seconded by N. Ryan

The committee will exercise its powers of co-option to set up an editorial board.

D) Vote of thanks to Paul Reilly for serving as Chair.

Meeting closed at 16:50.

MOTION A

I) If all other considerations are equal between proposals for CAA venue the conference will choose a venue in a different country to the venue of the previous year.

II) Written bids to hold the conference will be requested 3 years in advance, and should normally be received 6 months before the Annual General Meeting.

III) Criteria for accepting a bid shall be the extent to which it meets the aims of CAA (Constitution article 2).

IV) Other material considerations shall include:-

a) that the registration costs for students should not be prohibitive.

b) the availability of low-cost accommodation.

c) availability of facilities to assist in the production of the proceedings.

d) the ability to meet the quality standards set by the committee (inter alia printed materials, audio-visuals, conference facilities and catering).

V) In the event of more than one bid being received, the CAA committee shall make a recommendation to the AGM two years before the meeting.

MOTION B:

CAA should move toward becoming an International Confederation of CAA's, with local chapters organising meetings as required (eg annually). Every three years one such local meeting would be designated the International Confederation meeting by the steering committee of the previous International Confederation meeting. Local chapters will be encouraged to adopt the International Confederation meeting as their meeting for that year. The International Confederation meeting may be organised as a joint meeting with other groups with similar interests (eg UISPP, Commission 4, WAC and classification societies).

MOTION C:

Authors of papers in future proceedings should be asked to sign a mandate allowing the distribution and local copying of "masters" of their contributions. The distribution would be at the discretion of the Steering Committee and would generally be outside Europe, the US and Australia. Authors of contributions in previous proceedings may also sign mandates for any or all of their papers. The committee is authorised to take legal advice on the wording and production of such a mandate and funding will be made available for such legal consultation.

MOTION D

With immediate effect:

I) CAA committee take all possible measures to secure a professional publisher for the proceedings within the following constraints:

a) that the publisher shall provide 20 offprints per paper.

b) that proceedings should be available within one year of the conference.

II) That the local organisers, as part of the responsibility for holding the conference, shall undertake to provide all facilities to produce camera ready typeset copy (if the publisher so requires) from copy supplied by authors in any popular word processor or ASCII text format. This is to include reproduction of:

a) all appropriate non-English characters

b) all mathematical equations, symbols and conventions

c) all appropriate English and non-English punctuation marks

d) a variety of monochrome digital graphics formats, for example postscript, PCX, BMP Bitmaps and HPGL

III) That the CAA committee shall make available to the local organiser guidelines with respect to type size, column layout, fonts and other design elements and shall require the local organiser to follow these.

IV) That the CAA committee shall obtain assurances from the organisers that these criteria defined in II)a) - d) shall be met prior to accepting any bid for the conference.

V) The proceedings will normally be included in the conference fee. However, delegates may opt out. There will be discounts to members.