ART LIBRARIES SOCIETY OF NORTH AMERICA
Mid-Year Executive Board Meeting
Hacienda del Sol Resort, Tucson, Arizona
July 31-August 1, 1998
1. CALL TO ORDER
Present: Mary Graham, President; Kathryn Wayne, Vice-President; Jeanne Brown,
Secretary; Katharine Chibnik, Treasurer; Jane Carlin, Midwest Regional Representative;
Lee Sorensen, South Regional Representative; Lorna Corbetta-Noyes, West Regional
Representative; Marilyn Berger, Canadian Representative; Roger Lawson, Past President;
Margaret Webster, Northeast Regional Representative; and Executive Director Penney
President Mary Graham called the scheduled meeting of the Executive Board of the
Art Libraries Society of North America to order at 8:15 a.m. on Friday, July 31,
1998, in the Hacienda Room of the Hacienda del Sol Guest Resort, Tucson, Arizona.
2A. Robert's Rules of Order
Graham reminded those present that the EB meetings follow Robert's Rules of Order
for parliamentary procedure and that motion forms should be used to record all
2B. Agenda Changes
Additions and changes to the agenda were announced.
2C. Meal Arrangements
Graham announced the meal arrangements.
3. APPROVAL OF MINUTES
3A. Philadelphia Pre-Conference Minutes, March 5-6, 1998
Motion #1: Unanimously approved Draft #2 of the Philadelphia Executive Board Pre-Conference
Meeting Minutes, March 5-6, 1998, as amended.
3B. Philadelphia Annual Membership Meeting Minutes, March 9, 1998
It was noted that the March 9, 1998, annual membership meeting minutes had been
approved via email as Motion #5.
3C. Philadelphia Post-Conference Minutes, March 11, 1998
Motion #2: Unanimously approved the Philadelphia Executive Board Post-Conference
Meeting Minutes, March 11,1998 as amended.
3D. Ratification of Post-Conference E-Mail Minutes
Secretary Jeanne Brown reported that all written consent forms for email motions
had been received to approve official board actions in lieu of an in-person meeting,
according to Policy C-19.
Motion #3: Approved the Executive Board Post-Conference Email Minutes, March -July
4. FINANCIAL ISSUES
4A. Nine-Month (June 1998) Financial Statement
4A1. Explanation, Discussion
De Pas presented the June 30, 1998, nine-month financial statement. For the period
then ended, the Society had total current assets of $161,402.26 and total designated
assets of $84,560.25 for total assets of $245,962.51. Of total current assets,
only $14,510.29 was in available cash, $80,926.97 was in long-term investments,
$54,484.85 was in accounts receivable, $15,412.50 was in prepaid expenses, and
$3,932.39 was due to reserved funds. The Society had $6,626.01 in accounts payable,
$21,530.75 in deferred dues, and $2,000 as a deferred income for the 1999 H.W.
Wilson Research Award. Total designated, short-term net assets were $82,411.29,
and undesignated net assets were $133,394.46, for total net assets of $215,805.75.
Year-to-date revenues were $282,794.87 and year-to-date expenses were 4245,396.42,
for an increase in unrestricted net assets of $37,398.45. De Pas explained that
the size of the accounts receivable for the conference were due largely to one
unpaid sponsorship and outstanding conference program advertising fees.
Motion #4: Unanimously accepted the June 30, 1998, interim financial statement
4B. Proposal to Change Fiscal Year
With regard to the proposal to change the Society's fiscal year from October 1-September
30 to a calendar year fiscal year to coincide with the membership dues year, Treasurer
Kitty Chibnik presented favorable argument from Executive Director De Pas and
information gleaned from previous minutes, then summarized the pros and cons.
Chibnik observed that the argument was equally divided among pros and cons, but
the pros carry more weight. The EB discussed the issue. It was noted that this
change would provide an opportunity for groups within ARLIS/NA to tighten the
way they function and encourage them to think further out. It was suggested that
budget requests be added to the report guidelines. The consensus was to table
further discussion on the issue until the review of the proposed budget.
Action: Chibnik to change Management Calendar and report guidelines to ask
for budget submissions at a different time if fiscal year is changed. (September
4C. Proposed Operating Budget
4C1. Presentation of Proposed Budget
Treasurer Chibnik distributed a draft of the proposed budget, leadership budget,
and budget narratives for a short fiscal year (10/1/98-12/31/98) and FY99. (Exhibits
I-III). Chibnik reviewed the proposed budget and rationale, highlighting issues
for discussion. Chibnik also reviewed individual committee budget requests. The
EB discussed paying the expenses for liaisons to attend other associations' meetings.
It was noted that paying for official representatives' travel to conferences of
the organizations to which they provide liaison is against policy.
Action: Chibnik, De Pas, and Sorensen to mount final approved budget on AWS.
Action: Chibnik to blank out description of DSA Award budget request before
mounting on AWS. (September 29)
The EB discussed which committees required conference calls and other available
methods of handling this type of committee discussion, such as using other types
of communication, e.g., having committee members' institutions pick up the call
costs, having fewer members on a call and a report-back mechanism, or using more
The EB also discussed the $808 budget request for the Professional Development
Committee (PDC) Internship Award poster design, printing, and mailing. It was
noted that the Internship Award is only expected to be $1000.
Action: Graham to suggest to PDC Chair Ann Lally that she should discuss this
award with the Awards Task Force Chair Jane Devine. The EB discussed the potential
income from the 25th Anniversary Scholarship Fund and whether ARLIS/NA is still
premature in announcing the award. It was suggested that the Development Committee
be asked to find a donor for the $200 shortfall or for a full internship. Midwest
Regional Representative Jane Carlin noted that the Midwest chapters have each
committed $100 to the 25th Anniversary Scholarship Fund.
Action: Chibnik to confirm, Lawson to add to Committee Guidelines in Policy Manual
C, committees which pay certain memberships: NISO, NINCH, DFC, LOEX, and IFLA.
The Executive Board discussed the Wittenborn Award Committee's request to redesign
the Wittenborn Award logo. The consensus was to let the Awards Task Force make
its recommendations. It was noted that the current Wittenborn logo is not dated
since it was just redesigned a couple of years ago.
Action: Staff to add to the digitized image of Wittenborn logo the words "Excellence
in Art Publishing." (August 15)
4C2. Special Funding Requests
Treasurer Chibnik reported that she had received one special funding request.
The request was from ARLIS/Western New York for $500 to help defray the costs
for speakers for the regional conference ARLIS/NA has already funded. It was noted
that ARLIS/WNY had matched the previous special funding with sales from tee-shirts.
The EB discussed during which fiscal year funds would need to be distributed.
The question was asked, "What does ARLIS/NA receive in benefits and learning from
this special funding?" It was suggested that ARLIS/NA might get a conference session
for the 2000 annual conference from the regional conference. The EB also commended
the chapter's 25th anniversary milestone.
Motion #5:Unanimously approved the special funding request submitted by the ARLIS/Western
New York chapter for speaker honoraria for its Chatauqua regional conference in
The Executive Board recessed for lunch from 12:00 noon to 1:30 p.m. and a special
meeting of the Executive Committee at 1:00 p.m. The Board reconvened at 1:30 p.m.
4C3. Dues Disparities
4C3a. Canadian Dues
Canadian Representative Marilyn Berger reported that ARLIS/NA Canadian members
would like to pay in Canadian dollars a set membership fee each year. There is
usually a bank charge for Canadians to pay in U.S. funds. De Pas observed that
ARLIS/NA pays the transaction fees for dues paid by credit card; the Canadians
do not pay an extra fee for credit cards.
The EB discussed whether or not to establish a set Canadian dollar amount for
dues which will be set at the currency exchange rate when the dues renewal form
is printed; non-U.S. members always have the option to pay in U.S. dollars.
Action: Chibnik and De Pas to research the possibility of opening Canadian
and U.S. dollar accounts at the Bank of Montreal and through Rousch International.
The consensus of the EB was to wait until after having the experience with the
Vancouver conference bank accounts in Canadian dollars before determining policy
Motion #6: Unanimously voted to support, in principle, the establishment of a
Canadian dollar amount for annual dues and direct the Treasurer and Executive
Director to investigate banks that accept Canadian currency.
4C3b. Business Affiliates vs. Individual Members
Past President Lawson reminded EB members that, during the Annual Membership Meeting
in March, the question was raised as to why Business Affiliate members' dues were
so close to the higher-end level of Individual member dues. Then, basically, why
was the increase in Business Affiliate dues not as high as that for Individuals.
Lawson had explained that the Society needed to give Business Affiliate members
voting privileges before raising the dues and that the dues were on parity with
those of Institutional members. Once the EB has an opportunity to review the 1999
dues renewals in anticipation of dues for the year 2000, then dues can be raised
again. It was observed that Business Affiliates are also potential donors, thereby
contributing to the Society in other way. They are also only a small portion of
the total membership.
Action: Graham and Chibnik to summarize reasons for not raising Business Affiliate's
dues substantially in 1999 (e.g., need to give BA members voting privileges before
raising dues-parity with institutional members; once the review of year 2000 happens,
then we can raise again, BAs are also potential donors; only small portion of
membership are BAs and the highly paid individual members, determine affect of
current dues increases are before making further changes) and respond to members
in Update and on ARLIS-L.
4C4. Management Fee
This item was deferred until the Management Issues discussion (6C3).
4C5. Funding for Liaisons to Affiliated Organizations
Treasurer Chibnik pointed out that the Society has a policy for not funding the
representative to the International Federation of Library Associations and Organizations
(IFLA), but policies are needed for other liaisons. The consensus was that ARLIS/NA
expand its stated policy not to fund liaison travel.
Action: Lawson to amend Policy X (to follow X-4) to include all domestic affiliated
organizations stating that financial assistance is not available from ARLIS/NA
for affiliated organization conference attendance. (Policy Manual Revision timeline/October
4D. Approval of Honoraria for Second Half of FY98
4D1. ARLIS-L Moderator
Motion #7: Approved a $500 honorarium for the ARLIS-L moderator.
4D2. Update Editor
Motion #8: Approved a $1000 honorarium for the ARLIS/NA Update editor for the
second half of the fiscal year.
4D3. Art Documentation Editors
Motion #9: Unanimously approved $500 each for the Art Documentation content editors
and $400 for the copy editor for the second half of the fiscal year.
4D3a. Apportionment of Honoraria for Co-Editors (Policy R-10)
Deferred to later discussion under Policy Manual Task Force (6E).
4D3b. Editors' Expenses
Editors want to be reimbursed for postage, phone calls, and other expenses. It
was suggested that special appointments should submit their budgetary needs as
special funding requests. Treasurer Chibnik noted that no special funding requests
were received from editors.
Action: Graham to determine amount needed by editors for postage, copying,
4D4. Reviews Editor
Deferred to general honorarium discussion (see 4D3a and 6E).
4D5. AWS Manager
Chibnik reported that the Executive Committee had met and recommended giving the
AWS Manager the remaining honorarium in FY98 budget.
Motion #10: Approved, with one abstention due to conflict of interest, an honorarium
of $525 for the acting Web Site Manager for maintenance of the AWS.
4E. Bank Accounts
4E1. Authorization to Change Banks/Corporate Resolutions
4E1a. Raleigh Checking/Savings/Money Market
Action: Chibnik and De Pas to investigate opening money market account at higher
interest than savings account. (August 20) [On or about August 20, Raleigh, NC,
money market rates were in the two percent range.]
4E1b. St. Mary's Bank (Credit Union)/Canadian Currency Account
Deferred pending investigation by DePas & Chibnik of possibility of opening Canadian
4F. Finance Committee Report
Graham noted the public compliment to De Pas contained in the Finance Committee
4F1. Financial Advisor/Investment Report
Chibnik reported that the Long Term funds were erroneously invested with the same
criteria as the Short Term funds due to miscommunication with the Financial Advisor
who has corrected the mistake with no charge to ARLIS/NA. The goal is income with
capital preservation for the Short Term fund.
Action: Staff to work with Financial Advisor Freeman-Woolpert to obtain new
corporate signatures for LPL. (September 15)
4F2. Other Finance Committee Matters
Chibnik reported that the Finance Committee had expressed its concern that, when
ARLIS/NA needs to obtain operational capital, it dips into the Society's Long
Term investments. Freeman-Woolpert recommends that we should not dip into Long
Term funds due to their volatility. However, the problem which arises when taking
funds from Short Term funds for cash flow is that they are board-appropriated.
It was suggested that a contingency fund be established within the investment
Chibnik noted that Katie Keller, Ted Goodman, and Barbara Sykes-Austin were all
resigning from the committee which needs new committee members. Suggestions included
recruiting former treasurers from local chapters, Jack Robertson, or another person
who is very interested in investments.
Action: Chibnik to compile list of treasurers from local chapters as prospective
members of the Finance Committee.
The EB discussed whether to direct the Finance Committee to create a contingency
fund, to affirm Freeman-Woolpert's recommendation to leave Long Term funds alone,
and, if Short Term funds are used, what effect will that have on the Short Term
funds. It was suggested that, since Short Term funds are divided by percentages,
the percentages could be changed to include a contingency fund; however, this
was deemed insufficient to support either the short-term cash-flow needs of the
Society or the projects for which the Short Term funds were appropriated.
Discussion ensued about cash flow projections. This fall, the usual short-term
cash flow problem is expected, made more serious by the outstanding Ars Libri
accounts receivable for conference sponsorship. A suggestion was made to obtain
a loan from the Short Term fund earmarked for Research.
4G. Development Committee Report
4G1. Fundraising Vision and Focus
Chibnik reported that the relationship between the Development Committee and chapters
was developing well, with chapters approaching the Committee Chair with suggested
fundraising contacts. The Chair provided response quickly. A permanent assignment
of the Development Committee might be to approach chapters for their donations
to the conference rather than the Conference Committee. Also, the Development
Committee should approach large corporate donors.
4G2. 25th Anniversary Scholarship Fund
Chibnik reported that the Development Committee requested guidance from the EB
with regard to direction for this fund. The Committee felt that the membership
had been tapped out as a funding source. The Getty had not been approached for
this fund. The key questions are: What is the purpose of the fund and how much
do they need to raise? The 25th Anniversary Scholarship Fund was designed to support
at least one internship and perhaps two. Enough funds must be raised each year
so that capital will provide enough interest to support the internship.
The Committee also needs direction from the EB whether endowments for specific
events at the annual conference are desired, e.g., an architecture lecture series
could be funded by and named for donors.
Action: Chibnik to ask Development Committee to review conference sponsorship
opportunities and see if they wish to add any additional named opportunities.
4G3. Dictionary of Art Silent Auction Report
De Pas reported that the $4000 payment on the winning bid was received from the
Montclair Art Museum for the Dictionary of Art. She instructed DoA to release
the set to the Montclair Art Museum and believes that the MAM has received the
set. The funds are designated for the 25th Anniversary Scholarship Fund.
5. CONFERENCE ISSUES
5A. 1999 Vancouver Conference Progress Report
5A1. Program Sessions
Graham distributed copies of the proposed conference schedule for Vancouver, March
25-31, 1999. (Exhibit IV) The program contains two plenary sessions and 89 business
meetings that had to be scheduled; there are also several concurrent sessions--a
very packed agenda. The planners reviewed committee membership to assure that
there was no overbooking of committee members. The planners were proposing to
hold a high tea following the membership meeting on Monday.
5A2. Special Events, Tours, Workshops, Exhibits
Chibnik expressed concern about workshops being able to make money and about both
the number of tours and the repeating of tours. The Seattle tour is an all-day
tour but the concern is that the price is too low and that there may not be much
interest; perhaps more smaller tours should be offered on Wednesday or the tour
to Victoria should be offered twice. The tour budgeting is conservative.
Action: Chibnik to recommend raising some of the tour registration fees and
ask conference tour planners to repeat some walking tours.
Corbetta-Noyes reported that the Research Libraries Group (RLG) has offered to
sponsor a two-day workshop on "FAST" Finding Aids as a follow-up to two previous
sessions. Maximum attendance would be 15 people and would require two instructors
plus their travel and associated workshop costs. The workshop proposal was posted
on ARLIS-L for interest but without the price, netting 23 respondents. RLG will
collect the fees and pay the bills; however, the workshop needs to be included
in the program.
Action: Graham and Corbetta-Noyes to include RLG workshop in Vancouver program.
Action: Staff to block additional 10-12 sleeping rooms on Wednesday and Thursday,
March 31-April 2, 1999 at the Hotel Vancouver for RLG workshop. (August 7)
Action: Corbetta-Noyes to inform RLG it should seek its own location for a Vancouver
conference two-day workshop.
Graham and Chibnik distributed copies of a proposed 1999 conference budget.
5A3a1. Speaker Honoraria
Two special plenary sessions were planned with guest speakers requiring honoraria:
Michael Gorman (honorarium $500) and Indigenous Art ($600). In addition, for regular
sessions, the speakers for women landscapers and architecture sessions (Moshe
Safdie) want airfare and lodging expenses instead of honoraria, which violates
Policy M-3. A speaker honoraria budget was not set originally, so the EB may need
to build in a contingency factor.
One suggestion was to open the architecture session, "Architecture in Vancouver
and the Northwest Coast" up to the public at the Vancouver Public Library and
ask the Library to co-sponsor it. ARLIS/NA cannot afford to pay these speakers'
expenses, but if the session proposers can obtain other sources of funding, such
as from architecture book vendors, then the expenses would be approved. There
may be a block of time on Monday evening when ARLIS/NA could offer a named architecture
lecture series, i.e., "Worldwide Books Lecture Series" with collected papers.
The format could include both a speaker and a respondent.
Action: Staff to ascertain whether ARLIS/NA can obtain meeting space at Hotel
Vancouver on Monday evening for Architecture lecture. (August 15)
Action: Graham to discuss with Ars Libri the changed plan for Monday evening in
Vancouver. (August 15)
Action: Chibnik to direct Development Committee to look for a named sponsor (suggestions:
Princeton Architecture Press, Graham Foundation, Fellows AIA in Vancouver) for
the Monday evening architecture lecture honorarium. (August 15)
Action: Graham to advise Cheryl Siegel and Liv Valmested to check with session
proposer and with Moshe Safdie on his availability to speak Monday rather than
Saturday evening. (August 15)
Landscape architecture lecture on "Green Spaces" also was requesting two honoraria
of $300 each for landscape architect, plus $150 for a non-ARLIS speaker and $100
for one local speaker (could total $900 for the session). Initially the planners
had scheduled two plenary sessions, then added a third, but the schedule will
not allow much more. The EB consensus was that the base funding per session is
$500 and that monies needed beyond that might be raised from outside donors, in
this way Policy M-28 will be upheld.
Action: Graham to inform Cheryl Siegel and Kathy Simon regarding offer of $500
total honoraria for landscape architecture session (Policy M-28) as well as plans
for Monday evening architecture lecture/third plenary session. (August 3)
Action: Lawson to propose revised language to Policy M-28 to establish speaker
honoraria up front; if additional funds are needed, as reflected by a special
funding request, then need to seek outside funding, and include revised policy
on conference proposal form. Once approved, then outside fundraising can be commenced
5A3a2. Canadian Registration Fee
Canadian Representative Berger reported that there were 150 Revenue Canada applications
ahead of that of ARLIS/Canada.
The consensus was that the Canadian dollar registration fee will be established
as the preliminary program goes to press. The U.S. registration fee proposed in
the budget is the same as last year and the exhibitor fee has not been raised.
5A3a3. Proposed Cancellation Policy
Deferred to Policy Manual Task Force (6E).
The Internet Room will be sponsored by British Columbia Telephone. Molson Brewery
is another potential sponsor. Other local sponsors are being contacted. Getty
was approached to fund travel for Pacific Rim visitors, but the request was denied
because Getty wishes to fund developing countries. Convocation support is still
needed as well as conference support. The conference committee could possibly
ask the Asia Society for funding for Pacific Rim visitors. At the ARLIS/NA conference,
Getty prefers to sponsor an event.
5B. Progress Reports for Future Sites
5B1. 2000 Pittsburgh
Midwest Regional Representative Carlin reported that the chapter is moving forward
on its plans. Some concern has been voiced about attendance projections; Ray Anne
Lockard has not located a co-chair for local arrangements. The theme is expected
to focus on urban planning and urban design.
5B2. Invitation to Los Angeles/Santa Monica for 2001
West Regional Representative Corbetta-Noyes reported that Graham posted the invitation
from the Southern California chapter in May to ARLIS-L, resulting in 26 responses,
all positive, including a volunteer for local arrangements. Coco Halverson is
the chapter chair.
Action: Staff to revise and send RFP to Los Angeles/Santa Monica area hotels.
5B3. Invitation to St. Louis
Midwest Regional Representative Carlin shared an invitation to hold the ARLIS/NA
annual conference in 2002 or 2003 in St. Louis from the ARLIS/Central Plains chapter,
celebrating that city's Centennial.
Action: Graham to post invitation from ARLIS/Central Plains chapter to host
2002 or 2003 annual conference in St. Louis on ARLIS-L (September 1).
5B4. 67th IFLA Conference, Boston
5B4a. National Organizing Committee (NOC) Status Report
Lawson reported that he has been receiving information from the NOC meetings in
Washington, Chicago, and Boston. As President, Lawson had established a task force
last year to determine the feasibility for holding an Arts Section/ARLIS/NA satellite
conference in August 2001, but the chair had resigned.
5B4a1. ARLIS/NA Local Representative (Tours)
Lawson reported that Sarah Dickinson is willing to work with the NOC on tours.
5B4b. Satellite Conference
No task force replacement chair has been appointed.
Action: Graham to find and appoint a chair to 2001 ARLIS/NA IFLA Satellite
Conference in Boston area. (August 31)
5C. Conference Planning Manual Revision [Lawson]
Lawson reported that the 1994 Conference Planning Manual was barely legible, so
he created a 1994 diskette version minus appendices. Subsequently, Lawson began
working on target sections and sent the sections by email. He anticipated that
the 1998 version will be ready in September.
6. MANAGEMENT ISSUES
6A. Revenue Canada Status Report
(See Conference report above--5A3a2)
6B. OMG Management Update
6B1. Staffing Update
De Pas reported that Conference Manager Sloane Ponder left OMG at the end of April
and was replaced by Cheryl Weisz. Kim Woodard assumed the duties of Membership
Director in mid-May. Mike Olson was appointed as ASAE president on June 12 and
left OMG on June 30. Ralph Marlatt is currently serving as chief operating officer
of OMG until OMG is sold.
6B1b. Time Spent vs. Fee
De Pas referred to her written report wherein it is explained that OMG provided
25% more in services than ARLIS/NA paid in management fees for the last 12 months.
6B2. Services Update
6B2a. Electronic Communications
De Pas reported that the installation of the KIVEX email at OMG has allowed for
much more immediate access by staff to electronic communications and the Web.
6B2b. Software/Database Upgrades
De Pas reported on recent upgrades of staff computers to Windows 95/98 with an
anticipated upgrade to Windows membership database in the fall. The database upgrade
is expected to eliminate the Y2K problem but will require rewriting of standard
reports programs in the Windows platform.
6C. Management Services Task Force (MSTF) Report
Lawson reported that the MSTF had been dissolved with thanks to the chair.
6C1. Services & Standards Document
Lawson reported that this document is now on the AWS as administrative document.
It represents the optimum level of service to ARLIS/NA members in terms of timeliness
and accuracy. There is also a pared down model that OMG adjusted and on which
its fee proposal was based.
6C2. OMG Fee Proposal
De Pas reiterated the first fee proposed by OMG as $80,000 with a quarterly cap
of $5,000 for time spent by staff over and above the $80,000. This would also
include a somewhat pared down Services and Standards level. De Pas then suggested
that ARLIS/NA and OMG agree to a fee of $73,000 prorated for the quarter of the
Short Fiscal Year until ARLIS/NA can negotiate a FY99 fee with the new owners
of the OMG firm. De Pas indicated OMG's commitment to retain ARLIS/NA as a client
and the firm's concern about the appearance that the ARLIS/NA "Request for Information
(RFI)" presented to the association management world. President Graham responded
that the EB felt a need to provide a context of information about the availability
of other management services to the EB. De Pas suggested that ARLIS/NA's leaders
contact 1994-95 ARIS/NA President Janis Ekdahl and 1993-94 Executive Director
Search Committee Chair Ann Abid to ascertain their previous experience with seeking
6C3. Consideration of Management Proposal
The EB determined that it will meet on Saturday morning 8:00-9:00 a.m. in executive
6D. Committee Charges
6D1. Publications Committee Charge Revision
Deferred until Publications Committee discussion (9D1a).
6E. Policy Manual Revision Task Force Status Report
Lawson reported that at the Philadelphia Post-conference Executive Board meeting,
the Task Force set a schedule for revising the manual, concentrating on the sections
on Administration, Membership, Conference & Planning, Finance, and a general review
of Organization, Finance, Awards (awaiting the Awards Task Force recommendations).
De Pas worked on Section F (Headquarters). Brown and DePas worked on Section A
and sent it to the board listserv before the 1998 conference. Lawson worked on
Section M and worked on the Conference Planning Manual. Lawson noted that there
did not seem to be an overall organization in Section M. He suggested grouping
the policies into broader topic areas of General, Organization/Planning, Finance,
and Publications. He also felt that a parallel structure could exist for the entire
Policy Manual using these categories. Lawson organized each section of the Conference
Planning Manual and will number each paragraph. He could also use numbers for
the sections rather than letters and then use subcategories. Lawson observed that
the nature of the old structure made revision impossible.
Lawson recommended reordering and renumbering existing policies based upon that
organizational scheme. Brown recommended revising the existing policies first,
without reordering. Sorensen suggested that the search function on AWS will improve
and that the EB was still thinking about the Policy Manual as a hard document
rather than a Web searchable one. Graham suggested correcting the language first
then reordering. The consensus was that the Task Force will look at the Policy
Manual's content and appropriateness first and then reorder the policies by the
Vancouver Pre-conference EB meeting.
Action: The Policy Manual Task Force shall correct what we know is wrong, identify
those areas to discuss, put on the agenda, and reorganize. (March 1999) Once a
section has been reworked by the Task Force, then the rest of the EB can review
the revisions. (The Task Force consists of Lawson, Graham, Brown, Chibnik, and
6E1. Sect. A. Generalities
6E2. Sect. B. Membership
6E3. Sect. C. Organizational Structure
6E4. Sect. D. Chapters & Regions
6E5. Sect. E. Divisions, Sections, Round Table
6E6. Sect. F. Headquarters
6E7. Sect. J. Finance & Other Finance Policies
6E8. Sect. L. Awards
6E9. Sect. M. Conference
Graham presented a proposed conference cancellation policy.
Motion #11: Unanimously adopted the proposed conference refund policy as amended
and its addition to the Policy Manual as Policy M-30:
ARLIS/NA Conference Refunds Policy:
Conference registration fees--Requests for a refund of conference registration
fees must be made in writing. Requests should be sent to ARLIS/NA headquarters
and must be postmarked no later than 10 days prior to the start of the conference,
that is, the date of the first Executive Board meeting. A $10.00 processing fee
will be deducted. (The President and Executive Director will treat medical or
similar emergencies on a case-by-case basis.)
Conference Workshops/Tours/Special Events with fees--If cancellation of an entire,
tour, workshop, or special event is necessary due to weather, transportation problems,
and/or under-subscription, all members will be informed as quickly as possible
via email or telephone. Conference pre-registrants will also be notified if events,
for which they have paid, are full. In both cases, substitutions will be offered,
if possible. Refunds will be mailed during the month immediately following the
No on-site refunds will be made.
Action: Staff to include text of conference refund policy in preliminary program.
6E10. Sect. N. Professional Concerns
6E11.Sect. P. Projects
6E12.Sect. Q. Public Relations
6E13.Sect. R. Publications
6E14.Sect. T. History
6E15.Sect. X. External Relations
6E16.Sect. W. Web Site
6F. Update Past President's Job Description
The consensus of the EB was to remove the duties of Ombudsman from the Past President's
job description since there was very little activity in this area.
Action: Lawson to revise Past President's job description, removing Ombudsman,
and email revision to board listserv. (August 15) [Upon inspection, Lawson found
that the duties of Ombudsman had not been added to the Past President's job description
initially and, therefore, did not need to be removed.]
6G. 1998 Nominating Committee
6G1. Acceptance of Slate
Motion #12: Unanimously accepted the following slate of candidates for the 1999
Executive Board as presented by the Nominating Committee:
David Austin (University of Illinois at Chicago)
Karen McKenzie (Art Gallery of Ontario)
Peter Blank (Stanford University)
Katherine Poole (Massachusetts Institute of Technology)
Northeast Regional Representative:
Deborah Kempe (The Frick Collection)
Hugh Wilburn (Loeb Library, Harvard University)
South Regional Representative:
Robert Beebe (San Antonio Public Library)
Pat Lynagh (National Museum of American Art)
Midwest Regional Representative:
Louis Adrean (The Cleveland Museum of Art)
Michael Boe (Minneapolis Institute of Arts)
Action: Graham to notify Nominating Committee of acceptance of slate. (August
6H. Strategic Plan Update from Annual & Progress Reports
Vice President/President-Elect Kathryn Wayne referred the EB members to the questions
contained in the Architecture Section midyear report. A list of potential architecture
book vendor exhibitors shall be sent to John Cull, exhibits chair of the Vancouver
Conference Planning Committee. The financial and scheduling considerations raised
by the Visual Resources Division should be worked out with the Visual Resources
Association. The Gay and Lesbian Interest Round Table had requested mounting of
listservs on either the headquarters email or administrative lists. Headquarters
does not currently have this capacity.
Wayne indicated that plans for updating the Strategic Plan will be handled during
the brainstorming session. Chibnik asked what percentage of the Plan is complete.
Action: Wayne to work with Sorensen on updating action items.
Wayne and Graham requested that the EB members read the copy of Serials Round
Table's proposed E-journal survey and the revised PDC Internship guidelines overnight
for the next day's agenda.
The EB recessed for dinner at 6:10 p.m. until 8:00 a.m. the next morning.
6. MANAGEMENT ISSUES cont'd
6C3. Consideration of Management Proposal
The Board met in executive session from 8:00 to 9:00 a.m. on Saturday, August
1, to discuss management services and fees.
The consensus of the EB was to accept OMG's offer to continue the management fee
at the current rate ($73,000 per year; $18,250 for one quarter) for Short FY98,
October 1-December 31, 1998, with the following understandings: a) a fee for FY99
may be negotiated with (the new owners of) OMG by December 31, b) the Services
and Standards document will be appended to the management agreement with a list
of reasonable priorities for a staff program of work to be handled during the
October 1-December 31 period.
Action: Graham to communicate EB's decision to Ralph Marlatt, OMG executive
vice president, and Penney De Pas, OMG account executive. (August 7)
Action: EB to develop priorities during brainstorming session. (August 1)
7. MEMBERSHIP RECRUITMENT AND DEVELOPMENT
7A. Membership Recruitment and Retention Plans
7A1. 1998 Renewals [De Pas]
De Pas reported that, as of June 24, 1998, ARLIS/NA had 1203 members, down nearly
7 percent from the previous year when the membership totaled 1290.
Action: Staff to pull the list of non-renewals by chapter and send to the regional
representatives and Membership Committee Chair Suzanne Freeman; email both when
list goes out. (August 15). It was suspected that there is a natural attrition
of local conference attendees who do not renew for the following year. This could
be determined if a large number of non-renewals are from the region related to
Action: Staff to notify Berger of responses to her ARLIS/MOQ recruitment efforts.
The EB members discussed the possibility of a corresponding member category since
there is usually a financial issue about institutional support. This category
could provide access to Update Web page password, but no Art Documentation subscription
or conference registration discount, no vote, and a limited time commitment. A
Travel Award could fund a corresponding or paraprofessional member's attendance
at the conference. An additional possibility was to offer chapter and national
membership at a combination fee.
Action: Brown to communicate with Membership Committee Chair Freeman about
exploring some category of corresponding or paraprofessional members with limited
membership dues and benefits, or offering chapter and national membership at a
combination fee, and presenting a recommendation to the EB.
7A2. Mentoring Program
The revitalized mentoring program went well at conference; Peter Blank, who spearheaded
the effort, submitted a report with recommendations in four areas: awareness raising,
timing, publicity, and conference Web site needs application. Blank plans also
to have a pool of on-site mentors for on-site requests when he chairs the program
again for the Vancouver conference, but will seek another chair for the Pittsburgh
conference. The Vancouver new members'/first timers' reception will be earlier
in the conference agenda. Wayne and Blank are writing a paragraph explaining the
mentoring program for the preliminary conference program.
7A3. Overseas Members' Privileges
Brown and Berger checked with Membership and International Relations Committees.
Both support voting privileges for overseas members. The EB discussed amending
Article III Privileges, Section 5, Overseas members may [delete "not"] vote, etc.
Because the Society is a North American organization, should it allow voting for
overseas members and possibly conflict with foreign organizations. The issue of
American ARLIS/NA members living overseas was raised. The consensus was that,
if an Individual member wishes to continue to be a personal member living overseas,
the North American dues should be paid, with the understanding that Individual
members living overseas should also pay more postage.
Motion #13: Unanimously approved submission to the membership for approval and
vote the following amendment to Article II, Section 2A wherein the parenthetical
phrase "(limited to members in Canada, Mexico, United States)" is deleted: "Individual
membership class) comprising Basic membership, Supporting membership, Sustaining
membership, Sponsoring membership, Student membership (which is limited to students
for a maximum of three years), Unemployed membership, Retired membership;"
The EB discussed voting procedures since members voiced their desire for adequate
discussion of bylaws amendments. Should this bylaws amendment be sent out to members
before or after the next membership meeting? Do we need to revisit how to handle
bylaws amendment approval? The consensus was that this bylaws amendment will be
a test of the new bylaws approval procedure.
Action: Brown, Graham, Berger to prepare bylaws change ballot for fall election
mailing. (August 31)
7B. Chapter Issues
Webster asked what to do with the ARLIS/NJ chapter that does not meet.
Action: Webster will ask ARLIS/NJ chapter chair if the chapter wishes to dissolve.
7B1. Chapter Bylaws Amendments vis-a-vis Business Affiliates
With regard to revising chapter bylaws to permit Business Affiliates to have voting
privileges, Berger has submitted the requested amendment to ARLIS/MOQ; Carlin
reported that all Midwest chapters are in the process revising their bylaws; Webster
reported that the New England chapters are in various stages of the process; Sorensen
announced that the Southeast chapters are in process; and Corbetta-Noyes indicated
that none of the four Western chapters have addressed this issue.
Action: Corbetta-Noyes to obtain sample bylaws change packet from Carlin, and
obtain copies of chapter bylaws from West region.
7B2. Resolution for 25th Anniversary of ARLIS/WNY
The ARLIS/NA EB wishes to congratulate the ARLIS/WNY chapter on the occasion of
its 25th anniversary. The strength of ARLIS/NA is reflected in the vitality of
Action: Each Regional Representative should determine which chapters are celebrating
25 years of existence.
Action: EB to determine wording via email for a resolution congratulating chapters
on their 25th anniversary.
Motion #14: Unanimously voted that the Executive Board will commend each chapter
on the occasion of its 25th anniversary during the convocation of the annual conference
in the year of its anniversary.
7C. Status Reports
7C1. Visual Resources Advisory Committee (VRAC)
Webster reported that Christine Bunting, current chair of VRAC, sent email to
Graham outlining the problem with VRD within ARLIS/NA and the perceived position
of visual resources professionals between the Visual Resources Association (VRA)
and VRD. There is a tremendous pull for VR professionals to be torn between both
organizations (time and money) to attend both conferences. VRD is suffering from
attrition from ARLIS/NA to VRA. VRA current membership is 700 versus VRD with
240; at least 75% of VRD are members of VRA and there is lots of crossover. Webster
recommended a clarification of the organizational differences and shared interests.
For example, ARLIS/NA continues to offer substantive conference sessions. VRD
members are active as ARLIS/NA and chapter officers. A number of joint projects
with VRA have been successful. A VR person can have access to a special relationship
to libraries through ARLIS/NA. Webster observed that, in Philadelphia, no VRA
officers registered for the ARLIS/NA conference while six VRAC/VRD members registered
The EB considered what the compelling reasons for VR professionals to be a part
of ARLIS/NA are: ARLIS offers the intellectual basis for how VR professionals
deal with art information versus the basics of handling visual resources (VRA).
Both components are integral to ARLIS; dedicated VR professionals are involved
Action: VRAC/VRD should articulate the benefits of ARLIS/NA membership (philosophy)
in an Art Documentation feature on projects and philosophies, on ARLIS-L, and
Action: CPAC should continue to include VR sessions in conference programming
and should be especially sensitive to wording of session titles and descriptions
to be more enticing to VR professionals. (on-going)
Action: Graham to send preliminary program for review to Webster. VRA has planned
2000 in San Francisco, first conference planned on its own. In 1999, VRA will
meet in Los Angeles with the College Art Association (CAA). VRA may be amenable
to a joint meeting with ARLIS/NA in St. Louis.
The Society's function is that of an umbrella function with many offerings: design
libraries, architecture, management, and personnel issues. The Pittsburgh conference
might include issues of professional development and management.
Action: Webster to suggest to VRAC that it should work with the Membership
Committee to develop some specialized mailing materials and emphasize that it
is incumbent on VRD to take the message out to VR professionals.
7C1a. VRA-ARLIS/NA VRAC Joint Survey
Webster indicated that this survey was a VRA initiative but seemed to be logical
for a joint project. She expected that the survey will be distributed at the end
of September to VRD. There is also a potential for joint publication with VRA
but the there may be issues with working collaboratively. The survey is currently
mounted on an Ohio State University Web site by John Taomino. Draft #3 is expected
to come shortly. The ARLIS/NA EB must agree to the survey content before it goes
Action: EB members to review VRA-ARLIS/NA joint survey and hold email discussion
7C1b. Society image archives
De Pas indicated that headquarters has a number of photos and slides that should
be properly labeled and archived, perhaps even scanned into the Web page.
Action: Webster will ask VRD Chair Leigh Gates about assigning someone to handle
archiving headquarters' visual images.
7C2. Diversity Committee
Sorensen referred the EB members to the written committee report. The Committee
is looking at Mexican and Caribbean prospective members, currently working with
ARLIS/SE. The Committee is also looking at diversity in the workplace, which is
a possible session in Vancouver.
Action: Sorensen to be sure Diversity is working with the Membership Committee
on its outreach southward (Mexico, Caribbean) as well as with multicultural book
dealers. This latter could be a collection development issue and possibly a project
for AWS and Diversity.
Action: Sorensen to determine status of French (Dufresne) and Spanish (Freeman)
translations of membership brochure.
Action: De Pas to send next priority brochures for translation into French and
Spanish. (September 4)
7C3. Professional Development Committee (PDC)
7C3a. Internship Award Guidelines
Graham distributed copies of revised proposed guidelines for the PDC Internship
Award. The intern and hosting institution will determine whether it is an intensive,
short-term internship or one over the entire semester. It was suggested that the
Committee develop a cover letter for ARLIS/NA members to give to their deans for
matching funds. Since the hosting institution is probably not in a position to
fund the intern's conference attendance, it was discussed whether the Development
Committee should be asked to seek additional funding to include conference attendance
travel and registration for the intern. The consensus was that the first priority
at this time is to provide the funding for the internship with conference attendance
PDC will maintain the information on host institutions.
Action: EB to send any further changes to the Internship Awards Guidelines
to Graham. (August 14)
7C4. Technology Education Committee
7C4a. Internet Access Award
Graham reported receiving a proposed letter to be sent to local Internet providers
Action: EB to discuss the Internet Access Award via email.
7C5a. Dissolution of Computer Section
Wayne proposed the question of the dissolution of the Computer Section on ARLIS-L.
All responses were in favor of dissolution.
Motion #15: Approved dissolution of the Computer Section.
Motion #16: The ARLIS/NA Executive Board commends the Computer Section members
for their excellent service to the Society.
7C5b. E-journal survey
Wayne reported that Stephanie Moye has taken the EB members' comments back to
the Serials Round Table. The results of this survey are expected to be an integral
part of a session at the Vancouver conference with Timothy Shipe. Wayne has encouraged
Moye to work with successful survey preparers. The main objection of the EB is
the appearance that the survey questions are leading rather than neutral, which
will affect the results.
Action: EB to send suggestions of improvements to e-journal survey to Wayne.
There is nothing preventing Moye from issuing the survey on her own, although
it would not be officially endorsed by ARLIS/NA.
Action: Wayne to respond to Moye on e-journal survey, letting her know concerns
of EB and that she should issue the survey personally without ARLIS/NA endorsement.
8A. Awards Task Force Report
8A1. Guidelines proposal
Graham reported that she had not received any report yet.
Action: Graham will obtain report from Awards Task Force Chair Devine and distribute
to the board listserv. (August 31) Chibnik indicated that the Task Force has not
8B. Research Committee
EB members were referred to the written progress report submitted by the Committee.
8C. Travel Awards
Carlin indicated that the Travel Awards Committee asked about the possibility
of offering Puvill Libros and Karno Book award winners free membership in the
Society along with the cash travel award.
Action: Graham to ask Awards Task Force for its recommendation regarding offering
free membership for one year to winners of Travel Awards.
8C1. Getty Grant
Carlin reported that the grant was not funded for Pacific Rim conference attendees.
Travel Awards Chair Devine also approached the Asia Society for funding but was
declined. At this point, potential funders being considered are the Research Libraries
Group (RLG) or Worldwide Books. It was noted that ARLIS/NA is now formally affiliated
with Japan Art Documentation Society.
Action: Corbetta-Noyes will let Travel Awards Chair Devine and Development
Committee Chair Polowy know about RLG and Han Books as possible funders of Pacific
Rim librarians to attend the Vancouver conference. Carlin also reported that the
Travel Awards Chair has sent out letters to her committee with a timeline and
indicated that the awards publicity is mailed in the autumn.
8D. Muehsam Award
Corbetta-Noyes reported that the Gerd Muehsam Committee chair Jennifer Moldwin
mailed letters of introduction, guidelines, and a timetable to her committee.
She will be sending the student papers to review in the fall (1998).
8E. Wittenborn Awards
8E1. Logo-Digitization Permission
8E1a. Copyright vs. Trademark Licensing
De Pas distributed a proposed Trademark Licensing agreement.
Action: EB to send proposed changes/issues to Trademark Licensing Agreement
to De Pas via board listserv. (August 31)
Action: De Pas to send proposed Trademark Licensing Agreement for review by legal
counsel. (September 15)
Berger reported that winners wanted a different convocation presentation format
based upon results of a survey of the winners by the Committee. The winners would
like more recognition and a digitized logo. One suggestion was to mount the awards
on AWS. The Committee also surveyed other award-giving societies.
Action: De Pas to send Wittenborn Committee Chair Jane Collins a diskette of
Wittenborn Award digitized logo.
8E2a. Proposed Redesign of Logo
The Committee's desire to redesign the award logo was discussed under the budget
(4C1). At this point, the most cost-effective solution is to add to the certificate
and digitized image the words "Excellence in Art Publishing".
Action: Staff to add "Excellence in Art Publishing" wording to the bottom of
the digitized Wittenborn image. The Committee can add the wording to future Wittenborn
certificates and should use up the supply of stickers then add the additional
wording before reprinting.
8E3. Electronic/Multimedia Awards Guidelines
The EB reviewed the proposed guidelines for this new category of Wittenborn award.
Since the category was in the spirit of the Wittenborn awards, the consensus of
the EB was that this should still be within the purview of the Wittenborn Committee.
Good comments and suggestions about the guidelines were obtained from professionals
in the field. Committee needs to revise draft and submit revised to EB.
Action: EB to send comments to Wittenborn Chair on proposed guidelines for
Electronic/Multimedia award; Berger to report back to the Wittenborn Committee.
8F. Distinguished Service Award
Susan Craig sent a report to Lawson. One nominee was recommended.
Motion #17: Unanimously accepted the Awards Committee's recommendation for the
1999 Distinguished Service Award nominee.
9A. Art Documentation
A written report was submitted. De Pas distributed a galley proof of the table
of contents for Volume 17, number 2. The EB members noted that the issue contained
a lot of visual resources-related articles. However, concern was expressed about
budget overruns and the increasing number of pages.
Action: Policy Manual Task Force to consider R-2, which limits number of pages
of Art Documentation.
Action: President and Treasurer will inform Publications Committee and Editors
of Art Documentation of concerns about budget overruns despite quality of publication;
they will need to give the editors clear parameters for volume 18 and the FY99
9B. ARLIS/NA Update
De Pas reported that publishing is on schedule and that a question will be asked
on the membership renewal whether members would prefer to receive Update via AWS
and discontinue hardcopy production. The suggestion was to make a Web version
of the newsletter password-protected and accessible to the membership. It was
noted that the job postings would be more valuable on the AWS. It was suggested
that Update could include more practical content. However, mounting the newsletter
on AWS could result in a possible loss of advertising revenues.
9C. 1998-99 Handbook & List of Members Production Schedule
Action: Staff to prepare first galley proof by the end of August. (August 31)
9C1. Coordination of database, Web, administrative lists, and Handbook presentation
It was suggested that staff might use the AWS materials for the Handbook in the
future for the front matter rather than using graphic design services. [This approach
was attempted for the 1998-99 Handbook, but the AWS information required reformatting
anyway to fit the dimensions and data requirements of the Handbook.]
9D. Occasional Papers
Brown referred the EB to the Publications Committee's written report. Webster
reported that a VRA/ARLIS joint survey will more likely result in an article or
mounted on AWS rather than a full publication. The survey will contain facts to
be used by VR professionals. The survey will updated on a regular basis, similar
to the Professional Development Committee's library school survey.
Action: Webster to ask VRAC/VRD and Brown to contact the Publications Committee
about having the joint VRA-ARLIS survey as a web publication.
9D1. Occasional Papers (OP) Editor
9D1a. Appointment, Charge
Brown reported that the Publications Committee will review its full committee
charge once the OP editor job description is approved. The EB reviewed the proposed
job description and established the position with a four-year, renewable term.
Other editorial changes were incorporated.
Motion #18: Unanimously approved Occasional Papers Editor(s) job description as
submitted by the Publications Committee and amended by the Executive Board and
its addition to the appropriate section of the Policy Manual:
OCCASIONAL PAPERS EDITOR(S) JOB DESCRIPTION - EDITOR(S)
The editor of the Occasional Papers series is responsible for soliciting new manuscripts,
overseeing the editorial and production process, and promoting existing publications.
The editor of the Occasional Papers series serves as a standing member of the
Publications Committee and works closely with authors, production personnel, the
Executive Director of ARLIS/NA, and the Publications Committee.
Term: Four years, renewable.
1. Solicits new manuscripts.
Works with Publications Committee to develop ideas for new papers.
Solicits manuscripts through the ARLIS-L listserv and ARLIS/NA Update.
Communicates with and encourages the publication of manuscripts produced by ARLIS/NA
committees, divisions, and conference session moderators.
2. Oversees the production process
Works with the Publications Committee in revising and/or updating publications
Coordinates review of potential manuscripts by members of the Publications Committee
and/or outside reviewers as appropriate.
Reviews, accepts, or rejects unsolicited manuscripts.
Communicates with authors to obtain additional information, notifies authors of
acceptance or rejection, communicates format requirements, expedites contracts,
and periodically checks on progress of manuscript.
Works with executive director of ARLIS/NA in overseeing the production processes.
3. Oversees the editorial process
Communicates suggestions from the committee and outside reviewers to the author
and offers editorial advice where necessary.
Reviews and approves the finished manuscript for content and acts as copy editor
for final editing. May appoint one or more members of the Publications Committee
to assist in the editing.
Forwards manuscript to the production manager; reviews production galleys and
works with author on final changes.
4. Promotes publications
Works with executive director of ARLIS/NA in establishing appropriate advertising
venues and copy for the promotion of the Occasional Papers series.
Monitors sales and maintains inventory of existing Occasional Papers as reported
by the headquarters staff.
Creates copy for the announcement of new Occasional Papers.
Explores joint publication opportunities with other groups and alternate/electronic
Action: Brown to report to the Publications Committee Chair the changes made
by the EB to the OP editor job description and add it to Policy Manual Section
Motion #19: Unanimously approved the search for an Occasional Papers Editor with
the Publications Committee serving as the search committee. The issue of an honoraria
for this editor was deferred to the brainstorming session.
9D1. Guidelines for Visual Resources Profession
A joint VRA/ARLIS Task Force has proposed publishing a handbook, Guidelines for
Visual Resources Profession.
9E. Web Site
Sorensen indicated that since he was not a full-time Web editor, he did not go
looking for problems to fix. He added that he was very grateful for the honorarium
and had learned much in the role of interim Web site manager.
9E1. Web Site Manager Search Committee
Corbetta-Noyes reported that the Technology Relations Committee had identified
organizations to contact as part of the Web site manager search but proceeded
no further. Graham reported that a second search has not been conducted. Sorensen
indicated his willingness to continue in the interim role.
9E2. Web Site Advisory Board
Former Web Site Manager Ed Teague had appointed a Web Site Advisory Board, but
it no longer exists. Sorensen believes the Advisory Board should report directly
to the EB. The EB referred to Policy W-4 wherein the Past President serves as
the EB liaison to the Advisory Board. Revise to have President appoint with Web
Manager making recommendations.
Motion #20: Voted to amend Policy W-4 to give the authority to the President to
appoint the Web Site Advisory Board.
Action: Policy Manual Task Force to amend Policy W-4 to allow for the President
to appoint the Web Site Advisory Board.
Action: Graham to appoint Web Site Advisory Board.
9E3. Web Site Future Vision
Deferred to brainstorming session.
EB recessed at 12:30 p.m. for lunch until 1:35 p.m.
9F. Archiving Task Force
Brown reported on her research into archiving electronic documents: Syracuse archivist
indicated the many problems involved in archiving electronic materials. For list
business Brown suggested preparing and conserving hard copies of minutes. Over
the long-term, Brown recommended establishing a task force of people who are already
archiving or investigating archiving electronic documents for their jobs. De Pas
reported that OMG backs up the database and network files nightly. Since email
is downloaded onto individual PCs, the staff needs to be saving their email files
on a regular basis to the OMG network. On July 22, Brown proposed a charge for
an Electronics Archives Task Force on the board listserv.
Motion #21: Unanimously approved the formation and charge for an ARLIS/NA Electronics
Archives Task Force:
Charge: To recommend policies and procedures concerning the archiving of the Society's
electronic documents, such as administrative lists, electronic publications, and
the ARLIS/NA web site. Issues to be
considered include, but are not limited to, the format(s) in which materials should
be archived, and projections of the impact of future developments on the policies
and procedures recommended. Immediate and long-term considerations should be delineated.
Composition: three to five members, appointed by the President, reflecting the
expertise of the Society's members.
Qualifications: Involvement in the issues of electronic archiving.
Timeline: Recommendations to the Executive Board for discussion by mid-year (approximately
Action: Graham to appoint ARLIS/NA Electronics Archives Task Force.
10. EXTERNAL RELATIONS & ADVOCACY
10A. International Relations
Berger reported that the Committee's issues of the overseas membership bylaws
change was handled earlier in the agenda (6A3); of the Society paying for the
IFLA representative's travel to the IFLA conference is against Society policy
(4C1); and of funding the Pacific Rim librarians (8C1) had all been covered earlier
in the agenda.
10B. North American Relations
Sorensen referred EB members to the written report submitted by the Committee.
10C. Public Policy & Legislative Concerns
Webster reported that the Public Policy Committee is pleased to have a Canadian
member and had submitted a written report. The Committee was proposing to survey
members regarding public policy concerns and issues. The Committee would also
like to find an ARLIS/NA member local to the District of Columbia to be liaison
to the Digital Future Coalition. Although a new chair will need to be found for
the coming year, the Committee was pleased its membership had increased considerably
during the current year.
10D. Technology Relations
Corbetta-Noyes indicated that she had not received any report from this Committee.
Only two members of the Committee were present at the meeting in Philadelphia.
Corbetta-Noyes suggested combining Technology Relations with Technology Education.
The charge of the Technology Relations Committee is to keep the ARLIS/NA membership
informed of developments in the technology area and. forward messages to ARLIS-L
(e.g., NINCH report from Judy Dyki). The main purpose is reportage.
Action: Corbetta-Noyes will report back to the Technology Relations Committee
on its purpose (reporting technology issues) and suggest that Tech Relations talk
with Tech Education about the possibility of merging the two committees.
10E Inactive Committee, Group, and/or Chapter Leaders
The EB members discussed what to do with group, chapter, and committee leaders
who do not take initiative and do not report.
The question was raised as to whether it is possible that the Technology committees
(like the Computer Section) are no longer appropriate. Webster indicated that
there was some interest in a web managers discussion group. It may be time to
rethink the committee charges or existence.
Action: EB liaisons Corbetta-Noyes and Webster to report back to the Technology
Relations and Technology Education committees to reconsider their charges, look
at the Strategic Plan, and make a recommendation whether reengineering is needed.
11. STANDARDS DEVELOPMENT & OTHER PROJECTS
11A. Cataloging Advisory Committee
Lawson reported that this Committee was continuing discussion on draft proposals
for the Library of Congress/PCC on three topics: 1) headings for unnamed works
of art, 2) headings for buildings, and 3) a core standard for exhibition catalogs.
11B. Collection Development Committee
The Committee submitted a written report outlining the publications the members
were working on: Collection Development Policy Statements, a revision of the Collection
Development Standards (1982), and an out-of-print dealer's directory.
11C. Standards Committee
Carlin reported that the current chair, Eileen Frye, was on academic leave this
summer and John McElroy will take over the chairship in March 1999, so Carlin
was acting as chair until McElroy assumed his tenure.
11C1. Preservation Guidelines
Carlin noted that the Standards Committee needs to focus on specific areas. Tom
White of Oklahoma offered to work on preservation guidelines under new Committee
11D. Statistics Task Force (Timeline)
Graham reported that Carol Graney is chair of this Task Force and a report is
expect at the Vancouver Pre-conference meeting EB meeting in March 1999.
12. UNFINISHED BUSINESS
12A. Proposed Short FY98 and FY99 Operating Budget
Action: Chibnik will refigure budget based on EB discussions.
Action: Sorensen to mount revised budget on private part of AWS. (August 31)
Motion #22: Unanimously approved the adjournment of the Tucson 1998 mid-year Executive
Board meeting at 2:15 p.m. on August 1.
Penney De Pas, CAE