ARLIS NA 7-31-99 to 8-1-99 Minutes

ART LIBRARIES SOCIETY OF NORTH AMERICA
Mid-Year Executive Board Meeting
Hacienda del Sol Resort, Tucson, Arizona
July 31-August 1, 1998

MINUTES

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 De Pas.
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.

2. ANNOUNCEMENTS
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 motions made.
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 22, 1998.

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.
4A2. Acceptance

Motion #4: Unanimously accepted the June 30, 1998, interim financial statement as presented.

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 30)
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. (September 30)
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 email.
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 October 1998.

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. (August 20)
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 and procedure.

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 31)

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, etc. expenses.
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 accounts. (4C3a)
4F. Finance Committee Report
Graham noted the public compliment to De Pas contained in the Finance Committee report.
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 funds.
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.
5A3. Financial
5A3a. Revenues/Expenses
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 for sessions.
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).
5A3b. Sponsorships
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. (September 30)
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
6B1a. Personnel
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 management.
6C3. Consideration of Management Proposal
The EB determined that it will meet on Saturday morning 8:00-9:00 a.m. in executive session.
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 De Pas.)
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 conference.
No on-site refunds will be made.
Action: Staff to include text of conference refund policy in preliminary program. (September 15)
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:
Vice-President/President-Elect:
David Austin (University of Illinois at Chicago)
Karen McKenzie (Art Gallery of Ontario)
Secretary:
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 3)
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 conference.
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 its chapters.
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 for VRA.
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 in ARLIS.
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 in Update.
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 out.
Action: EB members to review VRA-ARLIS/NA joint survey and hold email discussion on content.
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 as additional.
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 by chapters.
Action: EB to discuss the Internet Access Award via email.
7C5. Groups
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. (August 3)

8. AWARDS
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 yet met.
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)
8E2. Publicity
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. (September 5)
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.

9. PUBLICATIONS
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 budget.
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.

Duties:
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 guidelines.
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 publication formats.

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 C.
9D1b. Search

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 July) 1999.

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 leadership.
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)
12B. Adjourn

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
Executive Director
for
Jeanne Brown
Secretary