ART LIBRARIES SOCIETY OF NORTH AMERICA
26th Annual Conference
Philadelphia, Pennsylvania
MARCH 9, 1998
DOUBLETREE HOTEL, PHILADELPHIA, PA
MINUTES -
1. Call to Order
President Roger C. Lawson called the annual membership meeting of the Art Libraries Society of North America to order at 11:05 a.m. on Monday, March 9, 1998, in the Ormandy Ballroom of the Doubletree Hotel in Philadelphia, Pennsylvania. Attending the meeting were 140 members, and a quorum was declared.
Lawson announced agenda changes: changes in two presenters and the addition of two scheduled announcements.
2. President's Report
Lawson reported that 1997 had been the 25th anniversary of the Society. The Society's strategic plan was in the process of being implemented, the organization was financially sound. The year of his presidency had been one of consolidation and focus, with substantial progress made primarily in the areas of management, finance, communications, and external relations. Among the accomplishments were revision of the Management Calendar and Committee Guidelines, appointment of a Policy Manual Task Force to complete its work by the Vancouver conference, appointment of a Statistics Task Force, increased use of the membership database through standard and special reports, and successful transition in three staff positions.
In the area of management, the Management Services Task Force had completed a landmark document specifying clear terms, timelines, and evaluation methods for management services and standards. The document defines ideally what ARLIS/NA expects from its management service provider in the areas of Finance, Meetings and Conferences, Membership and Information Services, and Publications and Communications.
In the area of finance, the Executive Board developed a balanced budget for FY98, refined and improved financial reporting mechanisms, implemented a development database, conducted a comparison of dues and fees with other professional library associations, investigated other revenue sources, proposed a revised dues structure, and hired a Financial Advisor in the Society's first effort since 1989 to direct its investments.
In the area of communications, a new format for Art Documentation was developed, a new Bibliographic Notes Editor was appointed, ARLIS-L continues to thrive, the Society experienced the first full year's use of its administrative lists (BOARD-L, CHAPTER-L, CMTE-L, GROUP-L, AND CONF-L), workable policies and procedures for conducting Executive Board business via email were developed to expedite the decision-making process, and the ARLIS/NA Web Site (AWS) continued to evolve. Lawson announced that Web Site Manager Ed Teague would retire May 1, and a search was in progress for his successor.
Four areas of external relations saw improvements in the past year--conference planning, member education, affiliation, and advocacy. Coordination with the Visual Resources Association (VRA) to hold overlapping annual conferences involved some scheduling challenges but proved successful enough to pursue future joint conference ventures with other affinity organizations. Plans for the 1999 annual conference in Vancouver were underway, while a contract for the 2000 annual conference at the Hilton Hotel in Pittsburgh, Pennsylvania, was negotiated and signed. In collaboration with the National Organizing Committee for the 2001 Conference of the International Federation of Library Associations (IFLA) in Boston, ARLIS/NA is assisting with local arrangements and is exploring sponsorship of a satellite conference for the IFLA Arts Section. A Conference Planning Task Force will shortly be appointed to revise the conference planning manual. Several ARLIS/NA chapters have held successful regional meetings, and reports of these are mounted on the AWS in the annual reports section of "Administrative Documents." Lastly, the Society's members would finalize voting on affiliation with three international societies later in the agenda.
Two member education projects had been successful: the 25th Anniversary Scholarship Fund had achieved its preliminary $25,000 fundraising goal and plans were being developed for an internship award to be presented in 1999. The mentor program at the annual conference had been revived by Peter Blank, its success evident at the New Members and First Timers meeting, and plans for its continuation between conferences were being explored.
In the area of advocacy, it had been an active year for the Society. The Executive Board had written a strong statement to the American Institute of Architects (AIA) board, joined by other associations, regarding disposition of the AIA library collection. The Diversity Committee had prepared a letter to the Mayor of San Antonio stressing the negative impact that the city's funding cuts would have on gay- and lesbian-sponsored arts programs. Having issued its statement of non-endorsement for the CONFU legislation last year ARLIS/NA joined with the Digital Future Coalition (DFC) in support of the Ashcroft and Boucher-Campbell legislation currently before Congress regarding digital copyright.
3. Executive Director's Report
Penney De Pas reported that her full annual report was mounted in the annual reports section of the AWS, but she would mention a few highlights. After the membership database software change experienced in 1996-97, the 1997-98 year was one of refinement and report production. The 1997-98 Handbook and Listing of Members was far more accurate than the previous issue; it was the second year that the new database was used for dues renewals; and several standard reports and mailing labels programs had been developed, including a master report for the Development Committee, reports on accounts receivable, and aging accounts reports. Membership in the Society continues to be stable to a slight decline.
Between June and September 1997, three of the four staff members assigned to ARLIS/NA by Olson Management Group left the firm, and three new staff members--Sloane Ponder, associate executive director and conference manager; Cheryl Weisz, membership services; and Elizabeth Stark, support services--had joined the ARLIS/NA staff. There were also two significant changes in the duties of the Executive Director: the responsibility for minute taking and preparation reverted from the Secretary to the Executive Director and the responsibility for copy editing of Art Documentation was outsourced to a volunteer, Eileen Markson.
The building in which the Society's headquarters was housed had converted to an Internet building in early February, providing ARLIS/NA staff with much easier and faster email services through KIVEX which was expected to make email communication a much more efficient mechanism for the staff.
De Pas reported that the Philadelphia annual conference had an attendance of 574, consisting of 381 members, 10 non-members, 10 students, 34 staff/speakers, 87 exhibitors, and 52 walk-ins (57 walk-ins minus 5 cancellations). She also announced the publication by the American Library Association of the ArtMARC Sourcebook, edited by Linda McRae and Lynda White for ARLIS/NA with royalties being donated to ARLIS/NA. De Pas also reminded members that the deadline for bids for the silent auction of The Dictionary of Art was 9:30 a.m. on Tuesday, March 10, 1998, and that the Conference Registration Desk hours had been extended until 1:00 p.m. on Tuesday for tour registration since there was still room on Wednesday's tours.
4. Treasurer's Report
Ross Day reported that the Society's financial picture was good, having ended FY97 with a slight surplus. Thanks to the commitment of the membership, the number of Supporting and Sustaining members had doubled.
He reported that the Finance Committee, under the direction of Ann Abid, had sought, interviewed, and recommended a Financial Advisor to the Executive Board. Appointment of this Financial Advisor, David Freeman-Woolpert of Linsco Private Ledger, was an exciting and momentous occasion for ARLIS/NA. The Development Committee, under the direction of Barbara Polowy, was centralizing the Society's fundraising efforts, collecting information on all development contacts in the database, including sponsorships from chapters and businesses. He thanked his predecessor, former Treasurer Barbara Sykes-Austin, for her familiarity with the arcana of finances; Past President Jack Robertson as the "father" of the Society's current investment profile; and President Roger Lawson for his dedication to the larger financial picture.
5. Philadelphia Conference Report
Local Arrangements Chair Carol Graney reported that planning the current conference had been a rewarding experience, and she thanked the conference committee: Jean Adelman (Convocation and Internet Room), Susan Davey (Exhibits), Judy Donovan (Photography and Fundraising), Andrea Goldstein (Web Site), Martha Hall (Membership Art Exhibition and Restaurant List), Nancy Halli (Exhibits, Collections and Exhibits Handout), Sophia Hetrick (Registration Desk), Gina Kaiser (Tours), Sara MacDonald (Convocation and invitation to the Philadelphia Mayor), Eileen Markson (general guidance), Peggy Ottens (electric welcome sign on the PECO Building), Allen Townsend (Fundraising), Mary Wasserman (Hospitality and Final Program), the ARLIS/Delaware Valley chapter, the ARLIS/NA staff, and President Roger Lawson.
Conference Program Co-Chair Iris Snyder indicated that 90 percent of the success of the conference was related to "showing up and taking part." She thanked the Executive Board and management staff for their roles and her co-chairs Carol Graney and William Lang.
President Lawson expressed his thanks to the Delaware Valley chapter for a spectacular conference and gave the conference co-chairs tokens of the Society's appreciation for their efforts.
6. Bylaws Changes/Dues Increase
6A. Proposed Dues Increase
President Lawson reported that the Executive Board had examined the Society's revenues sources and compared its dues with other professional societies--most of which base their dues on salary levels. Between 1994 and 1998, the higher than base individual dues levels of Supporting and Sustaining have been voluntary; beginning in 1999 these levels would become fixed, resulting in dues increases. The dues schedule was outlined in the election ballots mailed to individual members last fall and was also mounted on the AWS. (Exhibit I)
6B. Proposed Bylaws Amendments and Affiliations
President Lawson outlined the several bylaws amendments, also mailed to individual members last fall and mounted on the AWS. (Exhibit II):
* Elimination of fees for participation in Divisions, Sections, and Round Tables. It was discovered that these fees actually discouraged participation and did not yield very much revenue.
* Changes in membership privileges for Business Affiliates and Institutional Members based upon requests for more participation from Business Affiliates and the IRS rulings for 501(c)(3) nonprofit organizations regarding associate membership dues and privileges as unrelated business income unless the associate members were active, participating members.
* Changes in the procedures for amending the Society's bylaws which took far too long a period since approval needed to wait for in-person annual membership meetings.
* Formal affiliation with three organizations: Arbeitsgemeinschaft der Kunst und Museumsbibliotheken, Sous section des Bibliothèques d'art, Association des Bibliothècaires Français, and the Japan Art Documentation Society
6C. Discussion
The membership discussed the proposed dues increases, bylaws changes, and affiliations. Mary Williamson pointed out that the bylaws amendments did not include a provision for Overseas Members to hold office or vote whereas overseas Business Affiliate members would be accorded such benefits. Maryly Snow, who favored a dues increase in general, pointed out the seeming lack of parity in the amounts of increase wherein individual members' dues increased between $25 and $55 while dues of Business Affiliates only increased $5.
President Lawson pointed out that the increase proposal provided for the reevaluation of the results of FY99 dues before invoicing for FY2000 dues. In addition, if the proposed bylaws amendments are approved, the new method for modifying the bylaws themselves (Article XIX) would permit more expeditious correction of any errors. Snow further indicated that, by having all bylaws amendments subject to mail voting only, members would not be able to have a full airing of the issues during an in-person membership meeting.
Treasurer Day thanked Snow for her thorough analysis and indicated that the Executive Board would consider the disparity issue. He pointed out that the higher individual dues levels had been voluntary, so that those who had previously paid the higher rates (Supporting and Sustaining members) would feel very little increase; the dues increase only penalizes those who choose to pay the lower, basic rate, even though their salary levels were in higher categories.
Mary Williamson suggested that the Executive Board encourage discussion of proposed bylaws amendments on ARLIS-L prior to presenting them formally for a vote.
Discussion was closed and balloting was conducted.
7. Web Site Manager's Report
In the absence of the Web Site Manager, there was no report.
8. Preview of 27th Annual Conference, Vancouver, BC, March 25-31, 1999
Program Co-Chair Cheryl Siegel and Local Arrangements Co-Chair Carole Goldsmith discussed cultural attractions of Vancouver along with a slide presentation of the city.
9. Special Achievements
Noting that the membership meeting had reached its ending time but not the end of its agenda, President Lawson requested that the membership meeting time be extended by 30 minutes and that the Division, Section, and Round Table business meetings following the membership meeting be moved back the same amount of time.
President Lawson expressed the Society's appreciation to the following volunteers for their special achievements during the past year:
* Jane Devine, who served as Canadian Representative from May 1996 to August 1, 1997, and her successor, Cheryl Siegel, who took over Devine's unexpired term on the Executive Board in August 1997.
* Public Policy Committee Co-Chairs Hinda Sklar and Katy Poole for their efforts in researching and recommending public policy positions with regard to CONFU and other digital copyright issues.
* The Finance Committee and its Chair, Ann Abid, for finding and recommending a Financial Advisor.
* The editors of Art Documentation, Elizabeth Peck-Learned, Stephanie Sigala, and Eileen Markson; Update, Linda Zieper; the Conference Proceedings, Sherman Clarke; the ARLIS/NA Web Site, Edward Teague; and Reviews, Joan Stahl.
* The Management Services Task Force, chaired by Jack Robertson, for their development of a Services and Standards document.
* The ARLIS/NA headquarters staff, including the past staff of Susan Kruse, Shera Hube, and Amanda Davis and the current staff of Penney De Pas, Sloane Ponder, Cheryl Weisz, and Elizabeth Stark.
* The Executive Board who served admirably during the past year.
10. Scheduled Announcements
10A. College Art Association (CAA) Liaison
Ray Anne Lockard, CAA liaison, reminded members that ARLIS/NA traditionally proposed a joint session at CAA conferences. In February 1998, Mary Williamson's session on the "History of the Book" was well received. Unfortunately, no proposals had been put forth for the 1999 CAA conference. Lockard requested proposal ideas--either for regular or special sessions--for the 2000 CAA conference in New York City; the deadline was at the end of August 1998 for such proposals.
10B. Research Committee Chair
Amanda Bowen, chair, Research Committee, reminded members of the October 1 deadline for the Research Awards; copies of the guidelines for applying for the H.W. Wilson, Worldwide Books, and John Benjamins Awards were available from the AWS or Society headquarters. She also noted that the Committee supplies Update with publicity of members' publications.
10C. International Relations Committee
On behalf of the International Relations Committee, President Lawson announced an informal gathering of international members would be held at the conference later this day.
10D. ARLIS/SC Chapter
Lorraine Perrotta invited ARLIS/NA to consider Los Angeles as the site of its 2001 annual conference, noting the addition of many new museums to the area as well as museum construction. Members would have until the July 31 ARLIS/NA Executive Board meeting to submit their comments regarding this invitation on ARLIS-L and to the Executive Board.
10E. Awards Committee Chair
Susan Craig, chair, Awards Committee, reviewed the criteria for nominating someone for the Society's Distinguished Service Award, and reminded members of the May 15 nomination postmark deadline to headquarters and of the items required for nomination. Additional materials in support of a nomination were accepted up to two weeks after the May 15 deadline. The guidelines are available on the AWS and will be printed in the April issue of Update.
11. Retiring Executive Board Members
President Lawson recognized those members of the Executive Board who were stepping down at the ends of their terms: Debbie Barlow Smedstad, Western Regional Representative; Cheryl Siegel, Canadian Representative; Ross Day, Treasurer; and Jack Robertson, Past President.
12. Incoming Executive Board Members
President Lawson introduced those newly elected members of the Executive Committee who were starting their new terms: Lorna Corbetta-Noyes, Western Regional Representative; Marilyn Berger, Canadian Representative; Katharine "Kitty" Chibnik, Treasurer; and Kathryn Wayne, Vice-President/President-Elect. Lawson then introduced Mary Graham, incoming President of ARLIS/NA.
13. Mary Graham, ARLIS/NA President, 1998-99
Graham presented Lawson with a gift as a token of the Society's appreciation for his service as President for the 1997-98 term. She expressed the board's gratitude to Lawson for his leadership in developing coherent policies, in the areas of fiscal and strategic planning, in his devotion to membership services, and in his efforts to streamline the Society's administration.
Graham noted that it is becoming increasingly more difficult to serve as a volunteer as members' workloads increase, so the theme and goal of her term as President will be "balance and simplicity." She expressed her thanks to Lawson, the outgoing Executive Board members, and the staff. She welcomed the new and continuing board members and extended an invitation to all committee chairs, special appointments, and group moderators to attend the Leadership Breakfast on Tuesday morning.
14. Ballot Final Results
Secretary Jeanne Brown reported that 154 valid ballots had been received and that more than two-thirds of those voting were in favor of the affiliation and bylaws amendments proposals. The proposed dues increase also received a majority vote in favor.
15. Open Forum
Ray Anne Lockard reminded members of the 2000 ARLIS/NA annual conference in Pittsburgh, PA, at the Pittsburgh Hilton, March 16-23.
Peter Blank expressed appreciation to all those who had served as mentors.
Mary Curtin announced a position opening.
BJ Irvine acknowledged the generosity, warm spirit, compassion, and graciousness which were hallmarks of Roger Lawson's presidency and leadership.
16. Adjournment
There being no further business, the meeting was adjourned at 1:00 p.m.
Penney De Pas, CAE
Executive Director
for
Jeanne Brown
Secretary