Email Minutes Post-Philadelphia Conference March 1998 - July 22, 1998
The retirement of Ed Teague as ARLIS/NA webmaster brought the issue of web management to the fore. The Board received one application for webmaster, which was withdrawn soon after the Philadelphia Conference. The possibility of contracting with Olson Management Group (OMG) was explored but proved unfeasible. Duke University and Lee Sorensen agreed to host the site on a temporary basis, until the Society can fully explore its options. The Technical Relations Committee will be asked to explore options and present a report for consideration at mid-year. (discussion occurred March 27- April 2) Sorensen announced the new web address for the ARLIS/NA site on April 29 [http://www.arlisna.org/lilly/arlis].
De Pas posted Executive Board Pre- and Post-Conference Motions. There was some discussion on the issue of whether "US" should be put after each instance of citing dollar amounts, and whether CDN$ equivalents should be provided on conference registration forms. (mid-April)
De Pas announced that OMG is now capable of scanning and tabulating survey results. She posted the technical requirements that should be taken into account if OMG is to cumulate survey data. (April 29)
Chapter representatives discussed Society bylaws revisions and the possible impact on chapter bylaws. It was suggested that representatives have a file copy of each of their chapter's bylaws, for reference. Several commented that they had contacted chapters about possible bylaws amendments. (early May)
President Graham informed the Board that the Statistics Task Force has officially been formed and charged, and Carol Graney appointed the chair. (May 6)
The Technology Education Committee submitted a survey for Society approval, which was granted by President Graham. (May 8) There was some discussion as to whether it was a "true" survey, or just a request for information, and if the latter whether it required approval. However policy A9 states that "All questionnaires and communications sent out Society-wide shall be cleared through ARLISINA Headquarters and the ARLIS/NA President or Executive Board" so approval is required.
Lawson submitted proposed revisions to policy Manual Section M: Conferences and Meetings. Wayne offered several questions and suggestions, resulting in subsequent revision. (early June)
Brown and Berger reported back from Membership and International Relations Committees concerning their recommendations on extending voting privileges and Division-Section-Round Table membership for overseas members. The Membership Committee thought overseas members should be allowed to vote. The IRC did not. Berger moved that the IRC suggested amendment to the bylaws be offered to the membership for a vote. The motion died for want of a second.
Motion 4: unanimously approve that the Management Services Task Force, having completed its charge, be dissolved, with special thanks to Jack Robertson for his extraordinary effort and insight while serving as the task force's chair. Voting ended June 2; the receipt of the final consent form is pending.
Carlin raised several suggestions for regional rep activities, including expanded use of CHAPTER-L, posting a list of activities in each region on ARLIS-L (instead of doing it chapter by chapter), and planning a chapter binder full of handouts and chapter products for display at the Vancouver Conference. She asked for and received clarification of the timeline for chapter invitation proposal for hosting conferences. (mid June)
Graham updated the Board on the change of leadership for OMG, and on OMG's fee proposal for next year.
Brown reported on her discussion with Syracuse University archivist Terry Keenan concerning the archiving of the Society's electronic business. Based on that discussion she suggested that for the immediate future important material be printed out or summarized in print (e.g. minutes for administrative discussion lists), and that a long-term approach be simultaneously explored by a Task Force of Society members who are currently investigating the issues involved in electronic archives. Brown agreed to draft a Task Force charge by mid-year. (June 23)
Brown moved that the job description for the position of Occasional Papers Editor, submitted by the Publications Committee, be approved. Motion died for want of a second. (June 23)
Graham asked that the Board review the Professional Development Committee's (PDC) internship award documents and forward comments to BOARD-L. These comments were then forwarded by Graham to the chair of the PDC. (late June)
Wayne called for comments on the E-journal Survey proposed by the Serials Round Table. The Board suggested several areas for revision, and asked for further information on the aims of the survey. She forwarded Board comments to the chair. (July 1)
Graham asked for comments on the ARLISINA Conference Cancellation Policy. The Board's comments will be incorporated into a revised policy. (early July)
Graham informed the Board that a Request for Information has been issued regarding association management services. (July 1)
Carlin brought several questions to the Board from the Travel Awards Committee. The issue generating discussion was whether a year's free membership should be provided travel award winners. It was felt that consistency across the awards was desirable, but there was not unanimity on whether the Society should offer the extra benefit. (early July)
Motion 5: Approve the ARLIS/NA Annual Membership Meeting (Doubletree Hotel, Philadelphia, PA, March 9, 1998) Minutes, Draft #2, as amended, as prepared by Penney De Pas. Voting ended July 13, 8 yes, one not voting; final consent form pending.
Motion 6: Approve the charge and composition of the ARLIS/NA Awards Task Force, as amended. Voting ended July 17, 8 yes, one not voting; final consent form pending.
ARLIS/NA Awards Task Force
Charge: To create guidelines, for inclusion in the ARLIS/NA Policy Manual, regarding procedural issues for the various award programs. Issues to be considered include, but are not limited to, publicity of awards; review and selection guidelines; certificates and promotional material; presentation of awards; historical record of award winners; mailing procedures; and fund raising procedures.
Composition: The Chairs of the ARLIS/NA Awards, George Wittenborn Award, Professional Development Committee, Research, Gerd Muehsam Award, and Travel Awards committees.
Qualifications: Chairmanship of the above named committees.
Timeline: Recommendations to the Executive Board for discussion at mid-year Executive Board meeting, July31, 1998.
Submitted by Jeanne Brown, Secretary