Computers, Freedom and Privacy Conference Charter The Computers, Freedom and Privacy (CFP) Conference shall be established as an ongoing ACM conference. ACM procedures for conference approvals will apply to CFP (See ACM Conference Manual, Section 1). FINANCES The financial plan for each CFP conference must be approved by the CFP Steering Committee, the ACM CEO, and the ACM Executive Committee. The CFP conference will pay an "ACM allocation" at the same rate as paid by Conference Special Interest Groups. As of March 2000, this rate is 12% of gross conference revenue (excluding exhibits, grants, and sponsorships), 2% of gross exhibits revenue, and 15% of other non-conference related revenue (excluding grants and sponsorships). Should the SIG Governing Board change the allocation rate, the CFP steering committee shall have the option of petitioning the ACM Executive Committee to allow the CFP conference to continue paying the March 2000 rate. The annual conference net (after ACM allocation) will remain in an ACM specified fund to be used as seed funds for future CFP conferences. PUBLICATIONS The CFP conference may produce a conference proceedings, audio or video recordings, conference transcripts, newsletter, and other publications. The authors of works contained in these publications shall not be required to transfer their copyright to ACM. However, they may be expected to grant ACM the non-exclusive right to distribute or sell these works. ACM shall not restrict the ability of authors to distribute works published in CFP conference publications, nor shall ACM restrict the ability of the CFP Steering Committee to distribute these works. ACM shall have the right to sell and distribute these works as well. ACM may make audio or video recordings of CFP conference events, produce transcripts of these events, or otherwise record the CFP conference in any media, with the knowledge and consent of the Conference Chair and appropriate notice to and consent from the conference speakers and/or attendees. ACM shall have the right to sell and distribute these recordings. STEERING COMMITTEE A Steering Committee will be established to oversee the CFP conferences and provide help and guidance to the Conference Chair. The Steering Committee shall be composed of the chairs of all CFP conferences in the planning process, all of the past chairs of CFP conferences who are willing to serve, and the CFP Information Director and CFP Treasurer. The past CFP chairs shall notify the Steering Committee Chair by August 1 of each year of their willingness to serve on the Steering Committee. STEERING COMMITTEE CHAIR The Steering Committee Chair shall be elected by the steering committee members from among themselves and shall serve for a two-year term. The term shall commence on August 1 of even-numbered years. If the Steering Committee Chair is not running for re-election, he or she shall oversee the nomination and election process; otherwise the chair of the earliest CFP conference currently on the Steering Committee who is not running for election shall oversee the nomination and election process. If a Steering Committee Chair vacates the position before the end of his or her term, this same procedure shall be used to elect a new chair to serve out the remainder of the term. The Steering Committee Chair shall be responsible for: - communicating with ACM headquarters staff and the ACM executive committee - ensuring that a Conference Chair, Treasurer, and Information Director are appointed in a timely manner - ensuring that the conference maintains a realistic budget and produces meaningful accounting reports - leading the Steering Committee in discussions of future goals for the conference - periodically reviewing program committee activities - ensuring that the conference adheres to ACM policies and procedures - taking corrective action should the Conference Chair fail to perform CONFERENCE CHAIR Within 90 days of the conclusion of a CFP conference, the Conference Chair of that conference (held in year N) shall nominate a Conference Chair for the conference to be held in year N+2. The Conference Chair shall present to the Steering Committee the name and credentials of the nominee, as well as the city (or set of possible cities) in which that nominee proposes to hold the year N+2 conference. The nominee shall be approved by a majority vote of the Steering Committee within 14 days of the nomination. Should there be insufficient votes in favor of the nominee for approval, the Conference Chair shall present a new nominee within 14 days. The Conference Chair shall be responsible for: - providing a status report on the conference planning process to the CFP Steering Committee every two months - appointing a Program Committee and any subcommittee chairs - selecting a site for the conference - following the ACM conference approval process - working with the Treasurer to prepare a budget for the conference and submitting it to the the CFP Steering Committee, the ACM CEO, and the ACM Executive Committee for approval - overseeing the dissemination of a call for participation, advance conference program, registration information, and other conference publicity - co-signing all contractual agreements (along with the ACM Program Director) - working with the Program Committee to determine the conference program, invite speakers, organize panels, etc. - overseeing the preparation of the conference proceedings and any other conference publications - reviewing for approval all conference expenditures - establishing discretionary policies (i.e. those policies not outlined by ACM) governing the conference activities (this would include registration policies, expense reimbursements guidelines, etc.) - raising any funds necessary to supplement registration income and ensure the conference meets its financial obligations - preparing a final report for the conference and submitting it to the ACM Program Director and Steering Committee within 120 days following the conference. The final report should include: - A copy of the TMRF with actuals provided in the designated columns on the budget detail. - All registration figures which will help future years' conference organizers (pre-registrants vs. on-site, day by day flow of registrants, room pickup and arrival/departure pattern, number of no shows at food and beverage function, etc...) - Summary of tools used to perform functions (i.e. software for accounting, registration, sample forms or systems, etc...) - List of conference participants and their contact information and mail preference - A critique of problem areas and list of things you would have done differently. This will greatly enhance the planning efforts of future conference organizers. TREASURER The Treasurer shall be appointed by the incoming Steering Committee Chair and shall serve for a two-year term. The term shall commence on August 1 of even-numbered years. The Treasurer shall be responsible for overseeing the accounting, tracking, cash management and reporting for conference finances, in compliance with ACM Policies & Procedures. The Treasurer shall assist the Conference Chair in preparing a budget for the conference and submitting it to the the CFP Steering Committee, the ACM CEO, and the ACM Executive Committee for approval. INFORMATION DIRECTOR The Information Director shall be appointed by the incoming Steering Committee Chair and shall serve for a two-year term. The term shall commence on August 1 of even-numbered years. The Information Director shall be responsible for maintaining CFP web sites, mailing lists, and other CFP online services and archival information. ACM RESPONSIBILITIES ACM shall serve as the legal umbrella for the CFP conference, providing necessary insurance policies and taking on financial liability for the conference. ACM shall provide financial services for the conference including setting up and maintaining bank accounts, sending invoices, paying bills, and providing monthly financial statements to the Treasurer. ACM headquarters staff shall work with the Steering Committee to propose, negotiate, and execute contracts, assist with budget preparation, and facilitate ACM approval of the budget. ACM shall publish the proceedings of the CFP conferences and add them to the ACM Digital Library. In addition, the CFP conference may contract with ACM headquarters staff to provide conference management, conference registration, or other services. AMENDMENTS This charter may be amended with a majority vote of the Steering Committee members and approval of the ACM Executive Committee. DISSOLUTION This charter may be dissolved with the agreement of at least seventy-five percent of the Steering Committee members. Should this charter be dissolved, the assets and liabilities of the Computers, Freedom and Privacy conference shall be transferred to ACM. ACM shall retain the right to distribute papers and other materials associated with ACM CFP conferences in perpetuity; however, ACM shall no longer have the right to offer conferences under the CFP name or logos. If they so choose, prior to dissolution the members of the CFP Steering Committee may form a new organization or join with an existing organization for the purpose of operating future conferences using the Computers, Freedom and Privacy name and logos. The new sponsoring organization would also have the right to distribute materials associated with past CFP conferences. In addition, any funds remaining in the CFP account at the time it is closed up to the amount of the conference's initial seed funding in 2000 shall be transferred to the new sponsoring organization.