1. Convene - Chairman Dean convened the meeting at 1815 and welcomed the attendees to the meeting. All Council members attended: Chairman Robert G. Dean, Vice-Chairman Orville T. Magoon, Ronald Noble, Kees d'Angremond, Yoshimi Goda, William Kamphuis, James R. Houston, Billy L. Edge, Robert A. Dalrymple, and Secretary Jane McKee Smith. There were 24 additional visitors to the Council meeting.

2. Report of Local Organizing Committee (LOC):
   Chris Fleming indicated approximately 600 participants (70 of which were students) attended ICCE 2002. The conference has run smoothly and there have been many positive comments from the delegates.

   Kees d'Angremond asked for information about younger attendees, but no records were kept by age.

3. 29th Conference
   Manuel Marcus Rita noted that the 9th ICCE in 1964 was held in Lisbon. The 2004 conference will be held 19-24 September. The first announcement was distributed during ICCE 2000 and again at this conference with an insert providing information on abstract submittal

   Four venues are being considered for the conference (LNEC, FIL Meeting Center, Lisbon Congress Center, and Estoril Congress Center (30 km away from the city center)). The venue will be finalized in the next two weeks. The conference web site will be operational in February 2003 and online registration will be available starting in April 2004. A daily journal is being considered for publication during the conference. Hotels have not yet been booked.

   Kees d'Angremond suggested the council consider an interim "simple" web site for continuity. Chris Fleming said the UK LOC hoped to will keep the 2002 site up for a couple of months and then to archive the content, but that rental costs suggested that it would not be kept live for any longer.

   It was agreed that student participation should be encouraged by providing lower lodging rate options.

4. 30th Conference
   Ron Noble announced that the venue for ICCE 2006 is the Grand Hyatt in San Diego, California. The hotel has three times the capacity we need, and conference facilities and rooms have been booked. Room rate will be $160/night (single/double). Bulletins were distributed at this conference and the web site will be running soon.

5. 31st Conference
   Volker Barthel proposed that the 2008 conference be held in Hamburg, Germany. They are investigating the Hamburg Congress Center and Technical University of Hamburg as possible venues. Emphasis would be put on increasing participation from Eastern European countries. A possible technical tour would be Hamburg Harbor, and post conference tours could be North Sea area, Baltic Sea area, or a cultural tour of northern Germany. A Local Organizing Committee has not yet been selected, but a number of organizations support the proposal.

6. Future Conferences
   Bill Kamphius indicated that Canada would be interested in hosting the 32nd ICCE.

7. Other Business
   Publication issues were briefly discussed by Bob Dean and Jane Smith. Costs for ASCE to publish the 2002 proceedings were almost double the ICCE 2000 cost. The Council will use World Scientific to publish the proceedings for this conference. Several people suggested CD-ROM publication as an alternative to printed proceedings. Chris George said the IAHR publishes abstracts on CD, but this requires having PCs available to attendees. Volker Barthel suggested that abstracts should be printed, but CDs used for the proceedings. Bill Kamphuis advocated CDs and mentioned that page limits could be extended. Ron Cox noted that the price will not drop significantly because digital submission can require a lot of complicated editing. Bob Dean said that additional input will be solicited on the issue of CD publication.

   William Allsop made some observations about the 2002 conference: 1) commercial pressures and costs of attendees' time made it difficult for some participants to attend all five days of the conference; 2) virtual conferencing should be considered as an add on; 3) six parallel sessions were held at this conference (was it too many?); and 4) the LOC had a goal of more practical papers in this conference, although it was difficult to get such papers submitted and accepted. Kees d'Angremond said that the long tea and lunch breaks were good for participant interaction. Yoshimi Goda suggested that six sessions will now be the norm.

   Torben Sorensen stated that we need to attract more young people and students to the conference. Also, should make it easier for retirees to participate. Billy Edge noted that conferences have had more keynotes lately, and he liked that trend. William Allsop noted that soundings taken during the previous two ICCEs suggested that participants welcomed a few well-targeted plenary presentations, but only if material was new. Lesley Ewing mentioned that scheduling meetings in the summer allowed more student participation. William Allsop noted that European holiday periods often favored conferences in September, and that he had had many complaints about scheduling the last three ICCEs in July.

8. Adjournment
   Prof. Dean adjourned the meeting at 1930 hours.

   July 11, 2002

9. Prof. Dean reconvened the meeting at 1315. Council members attending were: Chair Robert G. Dean, Vice-Chair Orville T. Magoon, William Kamphuis, Ron Noble, Kees d-Angremond, Yoshimi Goda, Billy Edge, Jim Houston, Tony Dalrymple, and Secretary Jane Smith. From the 28th ICCE LOC, Chris Fleming, William Allsop, Reg Purnell, and Barbara O'Donoghue attended. Manuel Rita represented the 29th ICCE LOC, and Lesley Ewing, and Dick Seymour represented the 30th ICCE LOC. The purpose of this meeting was to exchange information between LOCs.

10. Chris Fleming provided a breakdown of conference participants: 459 full delegates, 10 committee members, 41 exhibitors, and 64 students for a total of 574 attendees. The numbers may increase slightly for on-site registration. Early registration was 353 and late registration was 106 (23 with in the last three days before the conference). Approximately 510 copies of the proceedings will be required. There were 61 accompanying persons registered. The LOC budgeted for 400 delegates and 50 accompanying persons. The LOC raised £50,000, including exhibits, which lowered the registration fee by £100. The goal was to keep registration below £500. Exhibitors paid £1200 (including a delegate) and the space sold out quickly. Additional space was arranged in side rooms at a reduced rate of £1000. Bill Kamphuis asked if exhibitors were satisfied, and Reg Purnell said he had gotten positive feedback.

11. Six short courses were advertised (needing 15/class) and then reduced to three classes. Only one class was taught (coastal structures) with 31 participants (none registered on-site). Post-conference tours were arranged through a travel agent. Only 16 signed up for tours (combined from two tours to one). There was an enthusiastic response to the sailing (but generally late registration) (25 participated / 14 registered prior to the conference) and golf (12 participated / 9 registered prior to the conference). There were three field trips: Coastal Erosion (200 delegates), Cardiff Barrage (90 delegates), and Severn Crossing (45 delegates). Participants did not book the field trips early, which made planning difficult. The Coastal Erosion tour was full several weeks before the conference. The conference dinner required a separate check on the registration form even though it was included in the full registration. This caused some confusion. The LOC expects approximately 440 at the dinner on Friday night. Meeting participants recommended keeping the banquet on the Friday night of the conference (anticipate approximately 10% will leave early and miss the banquet). The original conference budget was £250,000, and the total expenditures will be approximately £270,000. It was recommended to not offer post-conference tours, but to refer those interested to a local travel agency. Accompanying persons tours were outsourced. Too many tours were originally offered and some were canceled.

12. Initially only PowerPoint facilities were offered for the conference, but overhead projectors were added just before the conference. The AV was outsourced at a cost of £30,000. This included staging, projectors, and staff. Some costs were shared with the Hydroinformatics meeting the previous week. Bill Kamphuis suggested that the AV specifications be passed on to the next LOC. There was also a suggestion to use radio microphones.

13. The LOC felt more delegates attended because more practical papers were presented (more than 100 delegates attended the practical/policy sessions). Reg Purnell said that canceling the DEFRA conference and encouraging those participants to attend ICCE worked well. Bill Kamphuis suggested that Reg write up a suggestion to the CERC on encouraging and selecting more practical papers.

14. The Plenary sessions were well received. Two plenary sessions seemed about right. The sixth parallel session was also well received. William Allsop will provide his spreadsheets for session organization to the 2004 LOC. He hoped that it might be possible to make future web site slicker with automated responses to delegates. As a reminder to the 2004 LOC, records should be kept of which papers were given and who gave them. The separate categories of student presenters (£325) and student attendees (£250) worked well (students had to book by the early registration date to get these rates) and avoided the problems experienced at Copenhagen when many papers were given by students paying the lowest attendance fee. The LOC also advised scheduling additional meetings taking place during the conference as early as possible.

15. Chairman Dean adjourned the meeting at 1410, with plans to reconvene at 1315 on July 12th.

16. July 12, 2002

17. Prof. Dean reconvened the meeting at 1315. Council members attending were: Chair Robert G. Dean, Vice-Chair Orville T. Magoon, William Kamphuis, Ron Noble, Kees d-Angremond, Yoshimi Goda, Billy Edge, Tony Dalrymple, and Secretary Jane Smith. Jim Houston was absent. From the 28th ICCE LOC, Chris Fleming, William Allsop, and Barbara O'Donoghue attended. Manuel Rita represented the 29th ICCE LOC, and Lesley Ewing, and Dick Seymour represented the 30th ICCE LOC.

18. Chris Fleming said that the proceedings cost must be paid in US dollars, so the LOC bought dollars ahead of the conference to lock in a known exchange rate. William Allsop suggested that the CERC give more explicit policy on authorship. Participants don't always understand that a participant can only be first author on one paper and should only present one paper. Prof. Goda suggested that abstracts only be printed if the registration has been paid. At Cardiff, resources had not allowed time to match registrations and papers for this conference. Chris Fleming and William Allsop said that 60 posters were accepted and eight of these were promoted to full papers to fill withdrawals. Poster abstracts were published. A substantial number of abstracts needed to be re-processed for printing. William said he did not use the categorization of abstracts developed by the CERC. He suggested revising the categories and using fewer categories. A supplementary suggestion was to ask authors to categorize their own papers.

19. Manuel Rita asked the 2002 LOC to send their mailing lists to him and he asked for a copy of the Betty Report. Ron Noble asked that these materials also be sent to the 2006 LOC.

20. Dick Seymour suggested that more discussion is needed about publication of the proceedings on CD.

21. Orville Magoon said that the Coastal Zone Foundation would be holding the funds for proceedings publication. He will provide account information to Prof. Dean and establish procedures for handling the funds (with CERC approval). He suggested that a subcommittee be formed to research future publication options. He said conference liability insurance should be considered for the 2006 conference. Conference funds need to be ready for audit. Ron Noble estimated the 2006 conference would cost $500,000. Orville Magoon noted that the target number of participants for the conference is set by the LOC (they determine the number of papers to be presented).

22. The Coastal Engineering Research Council then retired to executive session:

23. A vote was taken for the location of the 2008 conference. Hamburg was unanimously approved.

24. Kees d'Angremond expressed concern about the regional distribution of conference locations. He said that Asia, Africa and South America should be considered. Tony Dalrymple said that Korea had expressed interest in 2010.

25. Bill Kamphuis suggested the CERC should extend membership to other regions as well.

26. The issue of the proceedings was discussed again. Bob Dean noted some great advantages of CD as discussed in the open CERC meeting. Tony Dalrymple mentioned that it was difficult to read papers from a terminal and CDs will be outdated quickly. Yoshimi Goda said that CD advantages should be examined from three viewpoints: cost reduction, ease of storage, and availability of PDF. Tony Dalrymple asked what will libraries do with CDs for long-term archiving? Kees d'Angremond suggested a subcommittee be formed to research the publication issues (talk to libraries and establish new procedures). Volunteers for the committee included Billy Edge, Tony Dalrymple, Orville Magoon, Kees d'Angremond, and Jane Smith. Billy Edge noted that PDF in not searchable unless the entire document is scanned together. Yoshimi Goda requested that if future conference registration does not require purchase of the proceedings, there should be an option for registration with proceedings, because a separate purchase of proceedings necessitates two documents under different budgetary categories under the present government accounting system in Japan.

27. Billy Edge suggested that the ASCE or COPRI logos should be on all the conference announcements. This should be added to the Policies and Procedures document.

28. Chairman Dean adjourned the meeting at 1415.

Reg Purnell - write up recommendations to Council on including more practical papers in future conferences.

William Allsop/2002 LOC - Provide spreadsheet with session organization, archive of conference web site, mailing lists, and AV specifications to 2004 and 2006 LOCs.

Jane Smith/CERC - Review and update Policies and Procedures for the ICCE. Add requirement of the LOC to record if papers are given and who gives them. Add that COPRI logo should appear on conference literature as a sponsor.

CERC - Revise and reduce categories to classify papers.

Jane Smith - Send the "Betty Report" and mailing lists to the 2004 and 2006 LOCs.

CERC/Kees d'Angremond - Check in regularly with the 2004 LOC and provide assistance as needed.

Billy Edge/Jane Smith - Draft MOU describing roles of CERC, COPRI, and LOC in the conferences.

Bob Dean/Jane Smith/Kees d'Angremond - Offer assistance to 2004 LOC, and request updates and copies of LOC meeting minutes. Also, get an update on the selection of the venue in August.

Respectfully submitted,

Jane McKee Smith
Secretary, Coastal Engineering Research Council

1. Welcome and Introduction of CERC Meeting

2. Recognition of Billy Edge for his many years of service as CERC Secretary

3. Recognition of Ms. Jane Smith as incoming Secretary of CERC

4. Brief report from Local Organizing Committee of Cardiff Conference

5. Report from 2004 Organizing Committee (Professor Manuel Rita)

6. Report from 2006 Organizing Committee (Mr. Noble and/or Mr. Magoon)

7. Proposal for 2008 Conference (Germany (Volker Barthel) and others)

8. Brief discussion of Publication Issues

9. Other business

10. Adjourn