Annual Report (2004)
Submitted by: Eumie Imm-Stroukoff
(505) 946-1011
(505) 946-1093
Judith Herschman resigned the position of Secretary as of December 31, 2004, before the end of the term scheduled for the Houston 2005 pre-conference. Eumie Imm-Stroukoff agreed to take on the position of Secretary early to complete Judith’s term.
Judith Herschman attended the following meetings:
New York Pre-Conference Executive Board Meeting, April 15, 2004
New York Post-Conference Executive Board Meeting, April 21, 2004
Calgary Midyear Executive Board Meeting, July 26-27, 2004
Eumie Imm-Stroukoff will be attending the following meetings:
2005 Houston Pre-Conference Executive Board Meeting, April 1, 2005
2005 Houston Post-Conference Executive Board Meeting, April 6, 2005
Judith prepared the minutes for Conference and Midyear meetings listed above. She also extracted Motions and Action items for the use of the Board. Eumie has been tracking email Motions and Action items since January 2005 for the use of the Board.
With the aid of Headquarters and the Board, Judith managed the vote on the proposed Bylaw changes, approved on July 20, 2004. 226 members cast their vote. Each of the proposed revisions passed.
Delete sustaining and sponsoring member categories: Vote 226-0
Revise the overseas member category to exclude individuals at institutions accredited by a North American accrediting body: Vote 226-0
Delete the list of standing committees from the bylaws: Vote 226-0
Allow for the possibility of electronic voting in the future: Vote 226-0
Revised dues structure: Vote 214-12
For further information, please see appended documents.
Judith served as a Board liaison for International Relations Committee and reported on their activities. Eumie will serve as Board liaison for the Diversity Committee.
June 15, 2004
TO:
ARLIS/NA Members
FROM:
Allen Townsend, Past President
RE:
Proposed Amendments to Bylaws
Dear ARLIS/NA Member:
The enclosed ballot has been prepared in accordance with guidelines
provided in ARLIS/NA Bylaws, Article XIX, Amendments to the Bylaws. An explanation for each proposed bylaw
change and voting instructions are provided. Please follow the enclosed instructions
and return your vote on these proposed amendments no later than postmark July
20th.
Thank you for your participation in this process, and for your ongoing
support of ARLIS/NA.
Yours truly,
Allen Townsend
Past President
BALLOT FOR PROPOSED ARLIS/NA BYLAW CHANGES
I. Proposed Revision of
Article II, Section 2:
ARTICLE II: Membership
Section 2. Membership in the Society shall consist of
the following classes:
A. Individual membership class, including student membership
(which is limited to students for a maximum of three years), unemployed
membership, retired membership;
B. Institutional membership
class, (limited to members in Canada, Mexico, United States) will be made
available to not-for-profit library, educational, cultural, and research
institutions;
C. Business affiliate class, (no geographical
limitations);
D. Special membership class, (with no geographical
limitations), which is an honorary Life Membership awarded to winners of the
Distinguished Service Award, Charter Members of ARLIS/NA, and to other
individuals at the discretion of the Executive Board with all the privileges
appertaining thereto.
E. Overseas membership class, outside Canada,
Mexico, and the United States (excluding Business Affiliate, Special membership,
and individuals employed at institutions accredited by a North American
accrediting body).
Current text of ARTICLE
II, section 2 is:
A. Individual membership class,
comprising Basic membership, Sustaining membership, Sponsoring membership,
Student membership (which is limited to students for a maximum of three years),
Unemployed membership, Retired membership;
B. Institutional
membership class, (limited to members in Canada, Mexico, United States)
comprising Basic membership, Sustaining membership, and Sponsoring membership,
will be made available to not-for-profit library, educational, cultural, and
research institutions;
C. Business affiliate class, (no geographical
limitations) comprising Basic membership, Sustaining membership, Sponsoring
membership;
D. Special membership class, (with no geographical
limitations), which is an honorary Life Membership awarded to winners of the
Distinguished Service Award, Charter Members of ARLIS/NA, and to other
individuals at the discretion of the Executive Board with all the privileges
appertaining thereto.
E. Overseas membership class, comprising
membership (excluding Business Affiliate and Special membership) outside Canada,
Mexico, and the United States.
EXPLANATION
The proposed revision to ARTICLE II,
Section 2 codifies changes related to the Society’s new approach to membership
and member-based fund-raising programs, as well as providing for a simplified
membership structure as mandated in the current strategic plan, item IV A
(“Review the Society's organizational structure for the purpose of
streamlining...”). Since the Society has historically had few “sustaining”
or “sponsoring” members, these categories are proposed to be deleted from the
Bylaws. Members wishing to donate funds to ARLIS/NA in excess of basic
membership dues may still do so, with
larger sums being managed through the newly inaugurated Society Circle donation
program. The proposed change
in the overseas membership class definition recognizes that some of our members
are employed by North-American-accredited institutions but actually work outside
of North America. These revisions
have been reviewed and endorsed by the Society’s Membership Committee
(2002-2004).
II. Proposed Revision of
Article XI, Section 1:
ARTICLE XI.
Committees
Section
1.
The Executive
Board has responsibility for appointment of officers and members to the Standing
Committees of the Society. A list of the Standing Committees of the
Society will be maintained in the ARLIS/NA Policy Manual.
The current text of
ARTICLE XI, section 1 is:
Article XI.
Committees
Section
1.
The Executive
Board has responsibility for appointment of officers and members to the Standing
Committees of the Society. The Standing Committees are:
Cataloging Advisory
Committee
George Wittenborn Award Committee
Gerd Muehsam Award
Committee
Development Committee
Finance
Committee
International Relations Committee
Membership
Committee
Nominating Committee
Professional Development
Committee
Publications Committee
Public Policy
Committee
Standards Committee
EXPLANATION
The revision to ARTICLE XI
addresses the Society’s ongoing ability to reflect and respond to changes in the
professions it seeks to support, by placing the current list of ARLIS/NA
Standing Committees in the Society’s Policy Manual rather than its Bylaws.
The current Strategic Plan makes reference to this type of re-balancing of
administrative and procedural information, which in some cases is duplicated or
presents conflicting information between the Policy Manual and the Bylaws. (See Goal IV, “To strengthen and
increase the effectiveness of the Society’s activities and operations. / Item
A. Provide an efficient organizational structure that is responsive to
the membership.”) Currently, any change to the Standing Committee listing
also requires a Bylaw revision. This change was proposed and supported by
Marilyn Russell.
III. Proposed Revision of ARTICLE XIX, Sections 2, 3,
& 4.
Article XIX.
Amendments to the Bylaws
The proposed change
to ARTICLE XIX, section 2 is:
Section
2. The text
of the proposed amendment shall be distributed
to all members entitled to vote (see Article III). A brief summation of the
issues involved and a ballot shall be included.
The current text of
ARTICLE XIX, section 2 is:
Section 2. The text of the proposed amendment shall be mailed to
the individual members. A brief summation of the issues involved and a ballot
shall be included.
The proposed change
to ARTICLE XIX, section 3 is:
Section 3. The ballot shall specify a voting
deadline, and the deadline shall not be less than 35 days from the distribution
date of the proposed amendment and ballot. The ballot shall also specify the
address of the Secretary, who serves as teller.
The current text of
ARTICLE XIX, section 3 is:
Section 3. The ballot shall specify a postmark
deadline, and the deadline shall not be less than 35 days from the mailing date
of the proposed amendment and ballot. The ballot shall also specify the address
of the Secretary, who serves as teller.
The proposed change
to ARTICLE XIX, section 4 is:
Section 4.
Approval by two-thirds of those voting shall
be necessary to amend these Bylaws. The results of Bylaws amendments ballots
shall become official within 21 days of the deadline. The results shall be
promulgated by the Secretary including announcement at the annual membership
meeting.
The current text of
ARTICLE XIX, section 4 is:
Section 4. Approval by two-thirds of those voting shall be
necessary to amend these Bylaws. The results of Bylaws amendments ballots shall
become official within 21 days of the postmark deadline. The results shall be
promulgated by the Secretary including announcement at the annual membership
meeting.
EXPLANATION
The
revisions to ARTICLE XIX allow for the use of electronic mail or other methods
of communication for distributing and voting on Bylaws amendments. While ARLIS/NA has not yet
developed the technical provisions for electronic voting, these bylaws changes
are necessary for implementing that service when available.
VOTING INSTRUCTIONS:
Mail your completed ballot to:
Judy Herschman, ARLIS/NA Secretary
2006 Stradella Road
Los Angeles CA 90077
Envelopes must be postmarked by July 20th if they are to be included in the counting.
All ballot envelopes must bear the signature of the ARLIS/NA voting member across the seal (envelope flap) for the ballot to be valid. In order to verify the voting member's name against the membership file, the member's return address shall also be included on the envelope for clarity. If fuller anonymity is preferred, two envelopes may be used an envelope bearing only the words "[bylaws ballot]" and containing the completed ballot may be forwarded inside an outer envelope with the voting member's return address and signature across the seal (flap). The plain envelope shall be opened later, when counting is commenced.
BALLOT FOR
PROPOSED ARLIS/NA BYLAW CHANGES
I.
Proposed
Revision of Article II, Section 2
_____Accept
_____Reject
II. Proposed
Revision of Article XI, Section 1:
_____Accept
_____Reject
III. Proposed Revision of ARTICLE XIX, Sections 2, 3, & 4.
_____Accept
_____Reject
IV. Currently ARLIS/NA membership dues are based on salary ranges. This practice has been determined to be non-compliant with both U. S. and Canadian privacy laws. To become compliant with these laws, a Membership Dues Task Force composed of members of the Membership Committee and the Executive Board in 2003 recommended the following dues structure.
Student/Retired/Unemployed: $45
Individual: $85
Institutional (not-for-profit): $145
Business: $145
Subscribers: $65
_____Accept
_____Reject
June 15, 2004