ART LIBRARIES SOCIETY OF NORTH AMERICA
Mid-Year Executive Board Meeting
O'Neill Room, Faculty Club, Berkeley, California
October 1-2, 1999

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MINUTES

1. CALL TO ORDER
Present: Howard Adler, Executive Director; Louis Adrean, Midwest Regional Representative; Marilyn Berger, Canadian Representative; Peter Blank, Secretary; Katharine Chibnik, Treasurer; Lorna Corbetta-Noyes, West Regional Representative; Mary Graham, Past-President; Deborah Kempe, Northeast Regional Representative; Pat Lynagh, Southeast Regional Representative; Karen McKenzie, Vice President/President-Elect; Cindy Percival, Associate Director; Kathryn Wayne, President.
1A. Introductions (Wayne)
President Kathryn Wayne called the meeting to order at 8:00 a.m. at the Faculty Club of the University of California, Berkeley and introduced Howard Adler, Adler Droz Inc., Executive Director and Cindy Percival, Adler Droz Inc., Associate Director. Adler presented a brief history of ADI and explained the departmental and team structure of ADI. Adler will work directly with the Society leadership, with the ADI staff responding to specific Society requirements.
1B. Minutes
1B1. Mid-Year Berkeley (Wayne)
Wayne clarified that Blank would take official minutes for the Mid-Year Meeting and Percival would take back-up minutes.
1B2. Minutes -- Outstanding (Blank)
Action: Blank will distribute 1999 Vancouver conference Executive Session minutes in Executive Session email for approval and final disposition by Nov. 1.
Discussion followed of how to summarize to the Society membership Board email activity. Adler suggested ADI could log email activity and produce summary.
Action: Blank to send summary of Executive Board email activity from 1999 Vancouver conference to 1999 Mid-Year meeting by Nov. 15 to ARLIS/NA Update. ADI will monitor Executive Board email activity and post summaries to Update quarterly. ADI summaries should be sent to Executive Board email list for approval. Blank to continue to post email motion activity (quarterly) to Update.

2. ANNOUNCEMENTS
2A. Robert's Rules of Order (Wayne)
The meeting will follow Robert's Rules of Order.
2B. Email Motions (Blank)
During email discussion of email motions, it is not necessary to call for amendments to the main motion and thereby force numerous email votes. Rather, the revision of motions through email discussion will follow Robert's rules of "General Consent." In order to insure that the spirit of General Consent is followed, Board members will respond during such discussions stipulating consent. It is essential that even if Board members do not have anything to add to the discussion, or are agreement with the tenor of the discussion, that they mail a brief comment so indicating.
2C. Meal Arrangements (Wayne)
2D. Agenda Changes
Announced and incorporated.

3. FINANCE (Chibnik)
3A. Honoraria for Conference Speakers
3A1. Gay and Lesbian Interests Round Table (GLIRT) (Graham)
There is concern that the low honoraria amounts are resulting in the Society not being able to bring in quality speakers to the annual conference. The standard honorarium had been $500 per session, $100-125 per speaker, depending on the number of speakers and requests. For the Pittsburgh conference the base honorarium has been raised to $125.
Speaker requirements for a Pittsburgh conference session (travel, hotel, and per diem) sponsored by the Gay and Lesbian Interests Round Table (GLIRT) led the group to consider a number of supplementary financial possibilities, including having GLIRT raise the funds from among GLIRT membership. In the GLIRT situation, they did make a request for a specific dollar figure, but later had to raise that figure based on the speakers requirements. This led to Board discussion of a number of questions: How do we entice outside speakers without a larger cash reserve? Are the Divisions, Sections, and Round Tables (DSRT) responsible for raising funds for speakers? Do we distinguish between plenary sessions and program sessions in terms of Society sponsored honoraria? The discussion highlighted the problem of having the program proposal deadline so close to the Conference Planning Advisory Committee (CPAC), thus not giving CPAC time to evaluate speakers. Adler suggested Vancouver, Pittsburgh, and Los Angeles program chairs discuss alternative program planning models.
Strategic Planning item: There is obvious agreement that the Society needs to raise honoraria level. Can we raise a speaker endowment? Unless the Society can develop some significant means to fund conference speaker honoraria, we will continue to face the problem of trying to fund quality Non-ARLIS/NA speakers.
Action: Graham to report back to GLIRT regarding Board discussion. Oct. 15.
3B. Honoraria for Special Appointments (Chibnik)
The issue of honoraria for Special Appointments continues to face the Society. Currently we are paying a total of $8,000 in honoraria.
With ADI taking over the maintenance of the ARLIS/NA Web Site (AWS) and the establishment of the ARLIS/NA Web Site Administrative Board, the Board agreed that there is no longer a need for the ARLIS/NA Web Site Editor Special Appointment.
Action: Graham and Blank to update Policy Manual (PM). Dec. 1.
In order to regularize the distribution of Special Appointment honoraria, Chibnik, who had reviewed honoraria in light of the new fiscal calendar, suggested that the Treasurer make email motions the first week of June and Dec. to approve honoraria for all Special Appointments receiving honoraria, and then , if approved, the management company would issue checks the last week of same month, thus paying out the necessary funds during the appropriate budget year.
Action: Update Special Appointments section of PM where necessary to indicate "Receives honoraria." Graham and Blank.
The 1999 Vancouver conference proceedings were completed by Ann Lally in the Spring.

Motion #27: I move that the Executive Board approve an honoraria of $500 for the Editorship of the 1999 Vancouver Conference proceedings for Ann W. Lally.
Katharine Chibnik
Second: Mary Graham
Motion approved unanimously.

3C. Special Funding Requests (Chibnik)
3C1. ARLIS/SE.
On behalf of ARLIS/SE, Kim Collins, ARLIS/SE Vice-President and conference Chair for planning the SE 25th anniversary chapter conference in November 1999 made a request for $380 for speaker honoraria. Due to conflicting calendars-the 1999 special funding deadline (for 1999 events) being previous to the SE Chapter elections which identified her as the Chapter conference Chair it was impossible for the SE Chapter to meet the 1999 funding deadline. She also explained in her request that unlike some regional chapter meetings, SE meets in the Fall, not the Spring. Collins therefore made the request for 2000 special funding, although the conference will take place in 1999, not 2000. In her request, Collins stated that she understood that if ARLIS/NA approved the request, the funds be paid out in January 2000, from the 2000 budget, even though the conference would have taken place already.
The Board felt this was an excellent proposal and wants to encourage, per the Strategic Plan, special Chapter activities and conferences. There was some discussion as to how to handle the funding for request (from 1999 budget or the 2000 budget); the Board concluded that it would support it from the 2000 budget.

Motion #28: I move that the Executive Board approves the special funding request from the ARLIS/SE Chapter for $380 to support the ARLIS/SE 1999/00 25th anniversary meeting and conference.
Mary Graham.
Second, Lou Adrean.
Motion approved unanimously.

Action: Chibnik to notify Kim Collins by Oct. 15 of Board approval.
3C2. Travel support for Art Documentation Editors
The Art Documentation Editors requested funding to support Fall travel to meet together and plan the Spring issue. Due the to the existing demands on the Society budget, and the hope that issue planning can be achieved via email and telephone conversations when necessary, the Board denied the request.
Action: Chibnik to notify the Art Documentation editors that their request for special funding was denied. Oct. 15.
3D. 2000 Conference Budget--Pittsburgh (Chibnik)
Chibnik presented an overview of the 2000 Pittsburgh conference budget, distributed via email, which is based on an estimated attendance of 500. Exhibitor fees have been raised $100. As a fun fundraiser, a Silent Auction has been added. The membership luncheon will resume due to membership demand, planned as a break even event.
Although in the past the firm, Conference Travel, paid a premium based on hotel and flight reservations back to the management firm who in turn passed it on to the Society, this is not mandatory from the travel arrangement. The conference budget does not project any revenue from this source and must be negotiated annually.
The Board felt that in-kind donations should be considered part of the budget. Wayne requested an addendum to the conference budget listing all in-kind donations.
Action: Chibnik will contact Jane Dunwoodie/Sara Jane Pearman for figures in order to create in-kind donations addendum to Pittsburgh conference budget. An ongoing list will be created. Nov. 1.
Changes to the conference budget: line 16 (special events) was removed; line 76 (special events) was adjusted.
Discussion followed regarding the possibility of canceling the internet room due to its budgeted cost and questionable utility. Considering other services and programs which we wish to support, the internet room may be a luxury we can not afford. Discussion will continue on the Board discussion list. Wayne, ADI and conference fundraising will continue to try to find donors to help underwrite the room costs.

Motion #29: I move that the Executive Board approve the Pittsburgh Conference Budget as presented by Katharine Chibnik.
Katharine Chibnik
Second, Lorna Corbetta-Noyes
The motion passed unanimously.

3E. 2000 Society Budget (Chibnik)
Chibnik presented an overview of the Society's draft budget for 2000 distributed via email.
Income. A slight decrease in membership has been offset by a
slight increase in dues, but it is recognized that dues increases are not a
long-term solution to maintaining adequate income from this revenue stream. Investment income is reflected in the balance sheet, not the budget.
It was suggested that the membership brochure be printed in a more limited run due to how quickly it may go out of date and make greater use of a web version. Throughout the meeting, the ARLIS/NA Web Site was seen as a means to reduce Society expenses by providing information and membership transactions via the ARLIS/NA Web Site.
Sale of the Society's Membership Mailing list, which is accomplished by providing pre-printed mailing labels is an ongoing source of income.
It was suggested that we consider obtaining an underwriter for the Occasional Papers series, based on theme of publication. The Occasional Papers series is generally not a revenue producing venture.
Leadership budget breakdown. Chibnik went over the budget requests which she had received from Committees and the draft amounts allocated. The Cataloging Advisory Committee did not request any funds, but did want the Board to keep in mind the possibility of funding travel for ARLIS/NA liaisons. The International Relations Committee, which is currently only budgeted for IFLA dues, requested funds for phone and mailing costs. Generally speaking, requests for conference calls were not allocated unless the need for calls, rather than email communication, was clear and not funded through other means. "Routine" Committee business costs, such as mailings and copying, are often picked up by members' institutions. Throughout the meeting, the Board saw the ARLIS/NA Web Site as a means to reduce Society expenses by providing information and, in the near future, providing interactive membership transactions.
Chibnik reminded Board members that they needed to submit their Travel Expense Report forms to Percival.
Action: ADI will produce receipts for all Mid-Year meeting lunch costs to be distributed to Executive Board. Oct. 10.
Action: Delete line 37 (research - HW Wilson), shift to balance sheet.
Expenses.
Again, it was suggested that by providing Update via electronic means the Society could reduce costs. Due to the increased use of credit cards by members to pay fees, bank service charges are increasing. Chibnik pointed out that when we make membership renewals and fees payable via the ARLIS/NA Web Site , we may see a further increase in bank service charges, which will affect our net income somewhat.
The line for Technology Education Grants, will be removed from the budget as it is no longer applicable.
Upon discussion, it was decided to reduce the Legal & Accounting line from the currently indicated figure of $6,000 to $1,000 based on the assumption that the higher legal costs associated with the past two years of transition will be significantly lower. The Accounting portion of that line is budgeted at $3,000. McKenzie suggested that ADI look into the possibility of receiving pro bono accounting.
Action: ADI will investigate the possibility of securing pro bono accounting for ARLIS/NA from a reliable firm. March 1, 2000.
Action: ADI will post RFPs to accounting firms. Oct. 30.
Rental/local storage will be reduced from $1,000 to $700, based on arrangements being made by ADI that allows the Society to share storage space with another ADI client. When the Board reached the line covering office supplies, discussion turned to who had received new stationery.
Action: ADI will send ARLIS/NA stationery to Lynagh.
Line #147, Financial Advisor Fee, will be deleted.
Lines #141, Postage-label sales and #148, Mailing list rental, may merge.
May move lines #117, 118, 119, all pertaining to Research awards grants, to Balance Sheet.
Action: Chibnik will expand the comments section of the proposed 2000 budget in order to provide both ADI and the incoming Treasurer with necessary budget context.
Adler suggested that we add lines allowing the President, Vice-President, and Treasurer to travel annually to Society headquarters in Laguna Beach, California [see following discussion in 4.F.].
Discussion followed regarding budget surpluses or deficits, the lack of a contingency fund line, and the budget straitjacket we continually battle. It was felt that a contingency fund would be extremely useful, allowing the Board to fund special requests from the membership with far greater flexibility.
Action: Chibnik will reformulate proposed budget for 2000 and submit to the President, Vice President, and Secretary by Nov. 1 for approval. This group will respond in a timely fashion in order for Chibnik to incorporate any necessary changes and forward to the full Executive Board by Nov. 15. The budget will be approved via email motion by Nov. 30.
3F. Three Year Budgeting (Adler)
Adler suggested the implementation of a three-year budget cycle in order to allow for more leeway and planning in establishing the Society agenda. Long term budgeting will be especially advantageous to the Board in planning and implementing the Strategic Plan. It was stated that due to the dependence of the budget on conference income, it might be difficult to project three years out. Adler responded that the third year out, however, would constantly be a projection, a goal setting process incorporating strategic goals. The first and second years of this approach would express the refinement of that process, both budgetary and strategically. Three year budgeting would allow us to the incorporate the budget process and the strategic plan in a more direct manner.

Motion #30: I move that ARLIS/NA adopt a three year budgetary process, to be presented at the Toronto Mid-year meeting in Oct. 2000.
Mary Graham.
Second, Lorna Corbetta-Noyes
Motion passed unanimously.

4. MANAGEMENT (Adler)
4A. Errors & Omissions Insurance
Adler presented an overview of errors and omissions insurance, also known as Directors and Officers insurance, and described the terms of coverage offered by Philadelphia Insurance Company. Errors and omissions coverage protects the officers of the Society from liability suits. A professional services exclusion exists which means the Society or an officer acting on behalf of the Society would not be protected if the Society or the officer acted as a professional consultant. Other professional services exclusions include copyright indemnities, stipulating that the Society or its officers would not be protected if they broke copyright law. There is, however, a Non Profit Pro-Pak Endorsement, which in some ways covers some of those exclusions. It basically increases the coverage of the basic policy. After considering the policies investigated, ADI recommended that ARLIS/NA purchase coverage at $979/year from the Philadelphia Insurance Company.

Motion #31: I move that ARLIS/NA purchases Directors and Officers Liability Coverage from Philadelphia Insurance Company.
Lorna Corbetta-Noyes
Second, Marilyn Berger
The motion passed unanimously.

4B. Web Site Advertising
Adler made a presentation on possibilities offered by advertising on the ARLIS/NA Web Site (AWS) advertisements could be placed either by individuals, members or non-members, or from corporate sources. Wayne has discussed Web advertising with Kate Shanley, ARLIS/NA Advertising Representative, and Shanley is not interested in pursuing this venue. ADI will act as the Society advertising representative for advertising on the AWS. Corporate ads could take the form of banners, corporate logos, smaller text links, etc. A brief discussion followed regarding the location of ads on the page, which pages would be appropriate for ads and so on.
It was suggested that ads for job placement could be an additional source of revenue, both on ARLIS-L and the AWS. Discussion on this specific topic was postponed until after the meeting and will continue on the Board discussion list.
The Board decided that the AWS Administrative Board would be responsible for establishing standards and policies for selling advertising on the AWS.
Action: Graham to contact AWS Administrative Board by Oct. 15 with the charge to produce guidelines for the placement of corporate and individual advertising on the AWS. The guidelines should be produced by Dec. 1.
Action: Wayne to initiate discussion on Executive Board discussion list regarding charging for job listings on Society communication venues. Proposed implementation would be Jan. 1, 2000. Discussion to commence as soon as email traffic permits.
4C. Underwriting Ongoing Programs
4D. National Media Campaign
These topics are linked and also concern the Strategic Planning initiative. What does the Society want in terms of international publicity? What sort of underwriting and program support do we wish to pursue? These issues were temporarily tabled and will be pursued later as part of the Strategic Planning discussions.
4E. Refund Policy

Motion #32: I move that ARLIS/NA adopt the Refund Policy C as proposed by ADI, with the wording for #1B changed to a $25 processing fee and #2 to read: "Membership dues are not refundable."
Mary Graham
Second, Karen McKenzie
Motion passed unanimously.

Action: Graham and Blank to update Policy Manual to reflect adoption of revised Refund Policy. Dec. 1.
Action: ADI to contact Robin Schimmelpfennig to update Refund Policy in Pittsburgh conference program. Oct. 5.
4F. Annual Leadership Visit to Headquarters
An annual visit to Headquarters would allow the Society leadership (President, Vice-President, and Treasurer) and the management firm to maintain closer relations and help insure that the management firm was more clearly aware of Society concerns. Unfortunately, while most of the Board felt such a meeting would be beneficial, especially as the Society and ADI develop their relationship, there does not appear to be adequate funds in the budget to support such travel. Since our largest expense is, however, our management fee, we might want to consider this cost an investment. After discussion, the Board concluded that it was critical for the incoming Treasurer to travel to headquarters to meet with the ADI Budget Officer in order for the incoming Treasurer to become fully aware of Society's budgetary issues especially as we move into the 3-year budgetary process. This line will be added as a biennial expense.
Action: Chibnik will add budget line for incoming Treasurer to visit Society Headquarters (biennial expense estimated at $750). Oct. 15.

5. MEMBERSHIP
5A. Membership Statistics (Adler)
Current membership is 1142; non-renewals 233. There is a loss of membership across the board in every membership category. ADI can contact non-renewals at no additional cost. Considerable discussion followed on the most appropriate means to contact non-renewals. Discussion deferred to agenda 5.F.2., Membership Committee report.
Action: ADI to forward latest summary of membership statistics regarding number of members, non-renewals, etc., to Katherine Poole, Membership Committee Chair. Nov. 1.
5B. Expanding Membership Base (Adler)
An examination of the most current membership data shows continuing, and perhaps accelerating attrition. There is some discussion that a dues increase may be considered for 2001. Before such a decision is made the Membership Committee, working with the headquarters marketing staff, should undertake an audit to determine the reasons for the attrition, and what programs, services, and development strategies should be initiated to reduce membership attrition and promote growth.
5C. Member Renewal Process (Adler)
5C1. Membership Cards
The introduction of membership cards was proposed by Percival. This was rejected as a new cost that would not add value to Society membership, and did not seem to serve any particular purpose.
5D. Review of Dues vs. Services (Adler)
A number of documents had been mailed to the Board by ADI prior to the meeting, including the following:
Management Report for the ARLIS/NA Executive Board / Howard Adler, Executive Director. An analysis by Adler after three months of ADI management of the Society.
Update on ARLIS/NA Activities / Cindy Percival, Associate Director. Brief update on ADI activities to date.
Financial Statement for the Month Ended Aug. 31, 1999 / Phil Herman, ADI, Chief Financial Officer.
Conference Update Summary / Robin Schimmelpfennig, ADI, Meetings Manager. Review of planning for the 2000, 2001, and 2002 conferences.
ARLIS/NA Budget Concerns. Brief report on budget issues.
Production Department Report of Activities / Kathleen Rose, ADI, Production Manager. Rose's report on the status of publications in progress.
IT Projects and Initiatives / Jeff Messecar, ADI, IT Manager. A brief summary of web and technology related issues and statistics on the AWS.
Membership Categories. Pie chart indicating membership breakdown by type of membership category.
Membership Statistics. Chart of current membership and renewals to date.
Quote from Complete Insurance Incorporated for Directors and Officers coverage policy from the Philadelphia Indemnity Insurance Company. Obtained by Adler.
Adler provided a written management report which discussed transition questions including solutions to resolve the Board's email list server problems and alternatives for reducing publication printing costs. He presented the terms of a proposed Directors and Officers policy quoted by the Philadelphia Indemnity Insurance Company and discussed a proposed credit card refund policy.
Among the other issues presented in Adler's report was his proposal for the Society leadership to make an annual visit to the Society headquarters. During discussion it was suggested that since management costs are the largest single expense for the Society, the Board should perhaps consider such a visit an investment in the Society's future. Although the costs involved in an annual visit by the complete Executive Council of the Board might be prohibitive it was felt that such a meeting would be especially valuable for the incoming Treasurer.
Adler also noted that the membership data attached to his report documented the continuation of a declining trend. He then offered some questions that must be addressed as a prelude to the development of a plan to stem this attrition. He suggested that the Board must re-examine who is to be the target audience for the Society and devise new strategies for reaching that audience.
5E. Business Dues (Chibnik)
At the Membership Meeting (Philadelphia, 1998) the Treasurer was charged by the membership with reviewing business dues, which were perceived as being too low in relation to the increased individual dues. This review could not take place until after some of the effects of the dues increases had taken place. Having studied the membership figures, Chibnik recommends raising business dues in 2001 to $135.00/year, which requires a vote by the membership. Board sentiment is that business members should be charged at the same rate as the highest individual membership.

Motion #33: I move that the dues schedule for Basic business affiliates effective 2001 be raised to $135.00 annually.
Katharine Chibnik
Second, Peter Blank.
Motion passed unanimously.

Motion #34: I move that Motion #33, proposing a dues schedule change for Basic business affiliates effective 2001 be submitted to the membership at the Pittsburgh conference.
Katharine Chibnik
Second, Lorna Corbetta-Noyes.
Motion passed unanimously.

5F. Membership Committee (Blank)
5F1. Revision of Membership Form
In order to clarify and simplify the membership application and renewal process the Membership Committee would like to move to a single application/renewal form, considerably pared down from the form currently in use. A large section of the current form is devoted to gathering data on the membership, but it is unclear what this information is to be used for. The Committee is also hoping that the Society will soon provide web-based membership services. Also, they would like to institute a policy for following up with non-renewals, including a personal call from a member of the Committee to inquire why a former member was not renewing.
Adler suggested that the Society could move fairly quickly towards a web-based application and renewal process, as well as providing the possibility of directory updates online.
For 2000 renewals, ADI will mail a renewal application with a brief tear-off sheet indicating renewal that will be returned by the member with payment. ADI will confirm receipt of payment and directory information via email. The member will then return the email with any necessary directory updates. Non-renewals will receive a letter from ADI.
Action: Blank will inform Katy Poole, Membership Committee Chair, of the new ADI membership renewal process, and the intent to move towards web-based application, renewal, and directory updates procedures. Nov. 1.
5F2. Contacting Non-Renewals
A number of methods of contacting non-renewals were discussed. One proposal was for the Membership Committee to directly contact non-renewals by phone and interview as to the decision to not renew. Another was for ADI to mail non-renewals a form letter requesting renewal.
Action: ADI will produce a non-renewal list sorted by chapter affiliation and submit these lists to the appropriate Board Representative for vetting. Nov. 1. Representatives will vet lists and return to ADI for non-renewal mailings. Representatives will contact chapters as necessary to confirm membership information. Nov. 15.

6. CONFERENCES
6A. 28th Annual Conference, Pittsburgh 2000
6A1. Highlights (Adrean)
The Conference Planning Advisory Committee (CPAC) met in Pittsburgh, June 25-27 to plan the Pittsburgh conference (March 16-22, 2000, Hilton Pittsburgh). Program Co-chairs (Ann Abid & Mona Chapin), and Local Arrangements Co-Chairs (Ray Anne Lockard and Jane Dunwoodie), along with other CPAC attendees, selected sixteen program sessions and seven Ask ARLIS programs. Fifty-seven meetings of Divisions, Sections, Round Tables, Committees, the ARLIS/NA Board, etc. have been scheduled, along with sixteen tours ranging from Fallingwater to an all day trip to The Cleveland Museum of Art. Three pre-conference workshops will be offered.
On Saturday evening, the opening plenary session, "Pittsburgh Art and Architecture," will feature two speakers and will be followed by a Welcome Party, generously sponsored by several ARLIS/NA chapters. The traditional Membership Meeting will be held, but unlike past conferences, there will be a luncheon following.
An Exhibits Hall Reception and Silent Auction is scheduled. Exhibits will be open and proceeds from the silent auction will benefit the ARLIS/NA 25th Anniversary Scholarship Fund.
Adrean also provided a listing to date of the institutions, business, and individuals who are generously assisting in funding various events at the conference.
6A2. Fundraising (Wayne)
Wayne described conference fundraising activities to date, which total up to approximately $40,000. Wayne is focusing on major donors known to the Society, and Sara Jane Pearman (Local Fundraising Chair) is concentrating on the Silent Auction event and local donor sources in Pittsburgh. Brad Lund is assisting Sara Jane with Pittsburgh sources. A full list of sponsors will be recorded in the Preliminary and Final Programs. A new "Sponsor" page has been added to local conference web site, including hot links and firm logos when available.
A group photo of those attending the convocation will be taken directly after in the Carnegie Music Hall. The cost will be $10/photo.
6A3. Headquarters' Perspective (Adler)
6B. 29th Annual Conference, Los Angeles 2001 (Adler)
6B1. Hotel Contract
The two finalists for the 2001 Los Angeles conference are the Regal Biltmore Hotel and the Wilshire Grand Hotel. Most hotels are unable to meet the Society's requirements for meeting rooms and space. Although the Biltmore is a nicer hotel, ADI is suggesting the Wilshire which has the better rate. Discussion centered around the variance between luxury and economy. Also, the area in the Biltmore that would house the exhibitors is in the basement and would be very removed from the rest of the conference. Since a high number of members will be flying in from the Eastern part of the U.S. and Canada, plus the added problem of the Canadian exchange rate, most members felt that the hotel with the lower rate and the better exhibitor's area was the correct choice.

Motion #35: I move that ARLIS/NA selects the Wilshire Grand Hotel for the 2001 Los Angeles conference.
Karen McKenzie
Second, Marilyn Berger
Motion passed, 7 yes, 1 no, 2 abstaining.

Action: ADI to contact Wilshire Grand Hotel and forward hotel contract for 2001 Los Angeles conference to Wayne. Nov. 1.
6C. 30th Annual Conference, St. Louis 2002 (Adrean)
6C1. Co-Chairs (Adrean)

Motion #36: I move that ARLIS/NA accept the invitation from the Central Plains Chapter to hold the 2002 conference in St. Louis.
Louis Adrean
Second, Deborah Kempe.
Motion passed unanimously.

Action: Adrean to inform the Central Plains Chapter that the Executive Board has accepted the invitation to host the 2002 conference in St. Louis, Missouri. Oct. 11.
6C2. VRA Correspondence (Wayne)
Ann Whiteside, Vice-President/President-Elect of the Visual Resources Association, has proposed on behalf of VRA that ARLIS/NA and VRA hold a joint conference in 2002. This conference would be a true joint conference, with joint planning, programs, etc. The increase over the attendance of the usual ARLIS/NA conference would be less than the average VRA conference, which is around 300 due to the 35% overlap in ARLIS/NA - VRA membership. A formula for sharing costs and profits, incorporating ADI overhead, would need to be established. Although scheduling the number of business meetings would be daunting, both groups would benefit from collaborative programming (57 business meetings were held at the ARLIS/NA 27th Annual Conference in Vancouver).

Motion #37: I move that ARLIS/NA invite VRA to join in planning a joint VRA/ARLIS/NA conference in St. Louis in 2002.
Mary Graham.
Second, Karen McKenzie
Motion passed unanimously.

Action: Wayne to contact Ann Whiteside, VRA, to affirm ARLIS/NA's interest in planning a joint VRA/ARLIS/NA conference in St. Louis, 2001.
6D. Future Conference Sites
A brief discussion of future conference sites was held. Among those considered were Ottawa and Las Vegas.
Action: Wayne to post message to ARLIS-L soliciting suggestions from the membership for future annual conference sites. Nov. 15.
6E. Conference Planning Proposal (McKenzie)
McKenzie commented that her observation at the Pittsburgh Conference Planning Advisory Committee (CPAC) meeting was that too much energy is expended on the particulars of conference organization at the expense of longer range conference planning, and suggested that we move to three year planning. This would require the conference co-chairs to be engaged in planning for three instead of two years, and the Vice-President/President-Elect to chair one of two concurrent CPAC's. Although concerned was voiced that conference chairs might "burn-out" due to the length of involvement, or perhaps relocate due to professional opportunities, if ADI is able to step up the amount of conference organization done by the management firm compared to past experiences, the chairs will have less activity to oversee. McKenzie reported that she would be meeting with the Los Angeles co-chairs immediately after the Mid-Year Board meeting.
ADI voiced concern as to the amount of oversight that ARLIS/NA seems to want to maintain versus the Society's goal of relinquishing some of these tasks, but seeming to be unable to. Intent was stated to start transitioning more to ADI with the 2001 Los Angeles conference. Discussion followed on how to implement this move to a more extended planning system, re-writing the Conference Planning Manual, and transitioning more planning to ADI.

Motion #38: I move that the conference planning proposal introduced by Karen McKenzie be accepted, with a goal of completion by 2001.
Deborah Kempe
Louis Adrean, second.
Motion passed unanimously.

7. CHAPTERS
[due to time constraints discussion on 7A, 7B, and 7C was postponed for later email discussion]
7A. New York
7A1. Guidelines for achieving chapter web-sites (Kempe)
7B. Mountain West
7B1. Bylaws Approval (Corbetta-Noyes)
7C. Northern California
7C1. Bylaws Approval (Corbetta-Noyes)
7D. Southeast
7D1. 25th Anniversary (Lynagh)
Following discussion in which the Board reflected on how the strength of the Society was often best represented by the activities and tradition of the Chapter organizations, Lynagh presented a motion honoring the SE Chapter on their 25th anniversary.

Motion #39: I move that the ARLIS/NA Executive Board congratulate the ARLIS/SE Chapter on their 25th anniversary. The strength of ARLIS/NA is reflected in the vitality of its Chapters and we congratulate the Southeast Chapter on this auspicious occasion.
Pat Lynagh
Mary Graham, second.
Motion passed unanimously.

8. DIVISIONS SECTIONS ROUND TABLES
8A. Proposed Revision to ARLIS/NA Policy E-3 (McKenzie)
Concern had been voiced both in public and private to the Board regarding the means by which DSRT leadership was selected. Some members suggested that the practice of only calling for volunteers from the floor during the business meeting had led to the exclusion from consideration of members who might not be in the room at that point in the agenda. The DSRTs employ various approaches to their leadership elections, with the decision on what model to follow essentially left up to the individual group. McKenzie had been charged with developing a proposal which would address the process by which moderators, vice-moderators, or co-moderators are elected by the DSRTs. Discussion centered around the means to implement the proposal, which would allow for nominations to occur both during the pre-conference period as well as the DSRT meetings.

Motion #40: I move that the proposed revision by Karen McKenzie to Policy Manual E.3, Guidelines for election of Division and Section Moderators and Round Table Coordinators be accepted as revised.
Karen McKenzie
Deborah Kempe, second.
8 yes, 1 no. The motion passed.

Action: Graham and Blank to revise the Policy Manual as required by Motion #40. Dec. 1.
8B. Space Planners Round Table
8B1. AWS site on new library construction (McKenzie)
At the Vancouver conference the Round Table requested a place on
AWS where it could maintain a list of new art library facilities, renovated facilities, and Society members who are prepared to act as space planning consultants. The action item from the post-conference conference call (in May) was to bring Ursula Kolmstetter and Lee Sorensen together.
This was done in June. McKenzie recommends forwarding the request on to AWS Administrative Board for further action.
Action: Mary Graham, AWS Administrative Board liaison, to refer to AWS the outstanding request from the Space Planners Round Table to mount and maintain on AWS its list of new art library facilities, renovated facilities, and Society members who are prepared to act as space planning consultants. Nov. 15.

Board Meeting recessed at 5:30 p.m. until Saturday, October 2, 1999, 8:30 a.m.

Saturday, October 2, 1999
Wayne called the meeting back to order at 8:30 a.m.

9. SPECIAL APPOINTMENTS
9A. Advertising Representative (Wayne)
Kate Shanley, our advertising representative, currently receives 25% commission on print ads she arranges on her own, 10% on ads resulting from contacts by ADI or ARLIS. Adler prefers the Society to continue the relationship with Shanley and revisit the issue next year. Shanley's contract, which runs from May to April, calls for her to solicit advertising for Art Documentation, Update, the Handbook and Directory of Members and the final program for the conference but not the conference restaurant guide (done by a local member) or the AWS (solicited by Brad Lund).
Action: Graham or ADI to forward copy of current advertising contract with Kate Shanley to Wayne. Nov. 1.
9B. Art Documentation Editors
9B1. Book Reviews on the Web (Wayne)
Joan Stahl, Art Documentation review editor, had voiced concern that the Art Documentation review section on the AWS needs higher visibility and more timely updating.
Action: Wayne to communicate with Jeff Messecar, the AWS Administrative Board, and Joan Stahl to make Art Documentation book review section more visible on the AWS. Nov. 1.
9C. Web Administrative Board (Graham)
Graham discussed the transfer of chairmanship of the AWS Administrative Board from Lee Sorensen to Roberto Ferrari. Ferrari will serve as a Special Appointment. Sorensen, who was appointed on a temporary basis, has served both as an outstanding ARLIS/NA webmaster and as Chair of the AWS Administrative Board. Problems with the current AWS were discussed: lack of currency, 1999 Updates not posted, outdated material, and links not working correctly.
Action: Graham to contact AWS Administrative Board with report of Executive Board discussion. Nov. 15.
Action: McKenzie to make Special Appointment, Roberto Ferrari as Chair of the AWS Administrative Board. Dec. 10
9D. Conference Proceedings Editor (Wayne)
Wayne announced that Ann Lally has agreed to continue as Conference Proceedings Editor (Special Appointment reporting to the President) for the 28th Annual ARLIS/NA Conference in Pittsburgh.
9E. Occasional Papers Editor
Continuing question of how the OP Editor's performance should be evaluated and when honoraria approved. While the OP Editor's charge is clearly defined it is essential that the Board allows the Editor flexibility to performing his charge. The Board decided that at least a report of works in progress should be provided by the Editor before the honorarium is awarded.
Action: Blank to report to Paul Glassman, new Occasional Papers Editor, and Linda McRae, Publications Committee Chair, that a report from Glassman to the Society President indicating progress in the preparation of manuscripts for publication in the Occasional Papers series will be necessary before the Editor's honorarium will be approved. Nov. 15.

10. TASK FORCES
10A. Headquarters Archives Review
10A1. Task Force Report (Wayne)
Wayne summarized the report submitted by the Headquarters Archives Review Task Force (HARTF) led by Roger Lawson, assisted by Lee Sorensen and Katharine Chibnik. The ARLIS/NA stored material was reviewed in whole and material was reduced considerably. Monographic publications were retained (one box each) as were those of obvious historical interest, regardless of date. Reusable conference materials were retained. Administrative records dated 1990 to present were retained; all others discarded. The HARTF recommended that off-site storage include only materials that are essential to retain, and that periodic reviews by the Executive Director or representative from the Executive Board be conducted. Further, that the Publications Committee be charged with the task of recommending a procedure for declaring publications "out of print" and that archivable materials be sent to the ARLIS/NA Archives at the University of Syracuse promptly. It was also recommended that Headquarters use a document storage facility to ensure proper security, climate control, and retrieval of documents.
The report indicated that among the materials transferred to ADI were copies of all ARLIS Occasional Papers.
Action: ADI to provide Occasional Papers editor, Paul Glassman, with copies of all the existing Occasional Papers. ASAP.
10A2. Records Retention Schedules (McKenzie)
Moving the Society's paper records from the previous management firm in North Carolina to the new one in Southern California, made evident that the Society did not have adequate retention schedules to govern the scheduled destruction of nonpermanent administrative records. Among the problems this causes are increased hard costs (e.g. for storage of unnecessary paper)and increased soft costs (e.g. time lost searching for information), the ad hoc destruction or loss of permanent records, the potential legal implications of failing to destroy records which are out-of-date, and inadequate storage of semi-active records (record storage firms such as Iron Mountain, with document retrieval capability, will not accept for storage records that don't have retention schedules).
Action: ADI, in conjunction with McKenzie, will develop an appropriate Society record retention policy and schedule. ADI will develop an inventory of existing administrative records, which will be mailed to McKenzie for the development of retention schedules.
Action: Blank to communicate with Linda McRae, Chair, Publications Committee that the Committee is to produce an out-of-print policy for Society publications. The policy will form part of the Society's records retention schedules.
10B. Joint AASL/ARLIS/NA Task Force on NAAB Standards
10B1. Charge (Wayne)
Wayne reported that she has appointed Janine Henri (ARLIS/NA) and Kathy Brackney (Association of Architecture School Librarians) co-chairs of the Joint AASL/ARLIS/NA Task Force on NAAB Standards. The charge is to "To recommend a revision to the National Architectural Accrediting Board's guidelines for information resources, specifically relating to the minimum standard of 5,000 titles, which reflects the breadth and diversity of contemporary architectural education and professional practice." Brackney and Henri will be forming their membership and sending this information to the membership via ARLIS-L.
10C. IFLA 2001 Boston Satellite Conference (McKenzie)
The idea of an ARLIS/NA-sponsored, satellite conference to be held in conjunction with IFLA's 2001 conference in Boston, was strongly supported by previous Executive Boards and a Task Force appointed to come up with a proposal. The resulting report from Hugh Wilburn, Task Force chair, requested administrative support from HQ and financial support from
the Society in order to mount this event. It was decided that, although the Board continues enthusiastically to support the event in principle, there are insufficient resources, both financial and support, for the Society to mount a second conference in 2001.
At the Vancouver Post Conference meeting the task force recommended that the Board support the satellite conference.
Action: McKenzie to communicate with Hugh Wilburn, Chair, IFLA
2001 Task Force, regarding support issues related to the proposed ARLIS/NA satellite conference to be held prior to the 2001 Boston IFLA conference. The Board recommends that the New England chapter sponsor it as a chapter or regional conference, making it eligible for Chapter special funding. All fundraising must be coordinated with Betsy Lantz, Development Committee chair. There will be no conference support from ADI. The satellite conference chairs are strongly encouraged to communicate with the 2001 Los Angeles annual conference Program Co-Chairs (Nancy Norris, Amy Ciccone). Special funding requests must be made to the Society Treasurer by the required deadline. Oct. 15.

11. COMMITTEE BUSINESS
11A. Awards (Graham)

Motion #41: I move that the Executive Board accept the nomination for the 2000 Distinguished Service Award as proposed by the Awards Committee.
Mary Graham.
Second, Marilyn Berger.
Motion passed unanimously.

11B. Finance (Chibnik)
11B1. Finance Committee Proposal to Executive Board for New Financial Advisor.
Currently Society investments are divided into short and long term instruments. Short term funds are designated for specific projects and come from fundraising efforts such as the 25th Anniversary Fund and specific donations. Long term funds, which began as budgetary surplus are to generate income over time that can be ploughed back into the Society to support programs as needed, and hopefully provide some freedom from constant financial worries.
Short term investments were not expected to appreciate much beyond principal, while long term investments were expected to be greater over time. But neither investment strategy, as implemented by the current financial advisor, has performed as hoped, even in the recent favorable investment climate. This has resulted in a loss of confidence in the advisor. The Finance Committee produced for the Board a well thought out and detailed report and recommends that the Board change financial advisors.
The Finance Committee's report ("Executive Board Proposal for New Financial Advisor, Mid-Year Meeting 1999", section "Recommendation and Rationale") recommended that the Society continue with a financial advisor but change to the Financial Advisor for the following reasons: the company's good success record (the American Association of Law Libraries, who has used the firm for ten years, and glowingly recommended them), sound balanced investments (equities, bonds, and cash), fees (1%), availability (many firms are uninterested in working with relatively small sums), accessibility (the Financial Advisor personally visited the Committee member who had contacted him), recommendations, research (the Committee investigated him through Internet sources), and service-orientation.
Discussion followed regarding whether it is appropriate for the Society to be invested in the stock market in any way whatsoever, or whether we pursue more secure instruments such as CDs and T-bills. There was some question as to what is a prudent investment strategy for non-profits. One benchmark is for 6 months worth of operating expenses to be invested in short-term instruments. At this time we have 3 months in short term.

Motion #42: I move that the Executive Board approve the recommendation of the Finance Committee to retain the Financial Advisor as the Society's new financial management firm.
Deborah Kempe
Second, Louis Adrean.
6 yea, 1 no, 2 abstaining. The motion passed.

Action: Chibnik to inform the Martha Childers, Finance Committee Chair, that Society funds should be moved to the Financial Advisor no later than Oct. 12.

Motion #43: I move that the Finance Committee instructs the Financial Advisor to invest a minimum of 90 days operating expenses in no risk competitive rate, secured instruments. Oct. 12.
Katharine Chibnik.
Second, Pat Lynagh.
Motion passed unanimously.

Action: Chibnik to inform Martha Childers, Finance Committee Chair, to instruct the Financial Advisor that a minimum of 90 days operating expenses be available in no risk, competitive rate, secured instruments.
11C. Professional Development (Graham)
11C1. Internship
Although the Professional Development Committee is anxious to launch the internship program, the 25th Anniversary Scholarship Fund has not to date generated the necessary annual income to finance it. It was reported that any interest earned to date had been added to principal, which now stands at $33,909. Current annual interest earned is 1% or $480; $1,000 is required to fund an annual internship. Chibnik suggested that the shortfall of $520 be covered by the Society's annual operating budget for 2000; there was opposition to this as setting a poor precedent. Adler's suggestion was accepted: draw remaining $520 from accumulated interest that has been accruing in the 25th Anniversary Scholarship Fund since its inception, thereby making use of this interest income as originally intended. In addition, $4,000 raised from the auctioning of a set of The Dictionary of Art will be added to the 25th Anniversary Scholarship Fund, to bring it up almost to $38,000.

Motion #44: I move that the Executive Board instructs the Professional Development Committee to award the first ARLIS/NA Internship Award in FY2000 with monies funded from the accumulated interest of the 25th Anniversary Scholarship Fund.
Karen McKenzie
Second, Katharine Chibnik
Motion passed unanimously.

Action: Graham to inform the Tom Greives, Professional Development Committee Chair, to move forward with the awarding of the Committee Internship award in 2000, as prescribed by Motion #44. Nov. 1.
Action: Chibnik to deposit Dictionary of Art auction money into the 25th Anniversary Scholarship Fund. Nov. 1
Action: Chibnik to contact Development Committee Chair, Martha Childers, to instruct the Financial Advisor that the 25th Anniversary Scholarship Funds are to be invested in instruments that will generate necessary funds for an Internship in 2001. Oct. 25.
Action: Chibnik to inform Development Committee Chair, Betsy Lantz, that if the 25th Anniversary fund will not generate the necessary income to fund a 2001 Professional Development Committee Internship award, the Committee will be charged with raising the additional funds.
11D. Development (Chibnik)
The Development Committee has asked for funds to do a mailing in the summer 2000 to solicit funds for the 25th Anniversary Fund. They have held off on this campaign because they did not feel they could successfully solicit funds for the 25th Anniversary Fund internship, when it still had not been given out. The Board expressed concern about starting such a mailing campaign without clear goals.
The Committee would also like to see fund giving opportunities have more prominence on the AWS. They would like Board backing on this request.
Action: Chibnik to contact Development Committee Chair, Betsy Lantz, to coordinate writing goals for 25th Anniversary fund effort with ADI Financial Officer Brad Lund for both the 2000 Pittsburgh conference Silent Auction and a possible future mailing solicitation.
Action: Graham to take Executive Board approval to foreground fund raising efforts on AWS to AWS Administrative Board. Chibnik to notify Development Committee Chair, Betsy Lantz. Nov. 1.
11E. Travel Awards (Kempe)
11E1. New Research Libraries Group Asia/Oceania Award
Kempe reported that Ted Goodman, Chair of the Travel Awards Committee, along with Kris Tague of the Research Libraries Group (RLG), have completed the work for the introduction of a new travel award, funded by RLG, for a librarian from Asia/Oceania to attend the ARLIS/NA Annual Conference. The impetus for this award originated with the 1998 Executive Board which wanted to increase international representation at the annual conference. The award will be advertised along with other ARLIS Travel Awards this year and presented at the 2000 conference.

Motion #45: I move that the Executive Board congratulates the Travel Awards Committee for their successful work in securing the Research Libraries Group Asia/Oceania Award as funded by the Research Libraries Group.
Deborah Kempe
Second, Lorna Corbetta-Noyes
The motion passed unanimously.

The recent purchase of G.K. Hall by MacMillan, and of MacMillan by Gale, has led to concern regarding the G.K. Hall Travel Award.
Action: Kempe to inform Travel Committee Chair, Ted Goodman, to work vigorously with Development Committee to find new funding for G.K. Hall Travel Award if G.K. Hall is unable to recommit to support for award.
11F. Proposed Special Committee
11F1. Lecture Series on Architecture (McKenzie)
Activity to secure private donor support for a series of annual lectures on architecture has led to the need to create a Special Committee to draft a proposal for the identified donor. If the proposal is successful, the Special Committee would become an oversight body for the lecture series charged with the responsibility to propose speakers and identify matching funding.

Motion #46: I move that a Special Committee be struck to develop a proposal for a lecture series on architecture for submission to the previously identified donor of funds.
Karen McKenzie
Second, Mary Graham
The motion passed unanimously.

Action: McKenzie to write a charge for the Special Committee for the Architecture Lecture Series. Wayne to make a Special Appointment for the post of Chair of the Special Committee. Oct. 30.
11G. International Relations (Berger)
Three librarians from South America -- Brazil, Chile, and Columbia -- are planning to attending the Pittsburgh conference. A grant was prepared by the International Relations Committee and submitted to the Getty Grant Program with a request of $9,333.
11H. Wittenborn Awards (Berger)
Proposed eligibility and selection guidelines for a new electronic/multimedia format award have been drafted by the Wittenborn Committee.
Action: Berger to request completion of final guidelines for new Wittenborn electronic/multimedia award from Wittenborn Committee Chair, Jim Carmin (Oct. 15) with a subsequent motion of approval to be conducted by e-mail.
11I. North American Relations (Lynagh)
Anita Carrico, North American Relations Committee Chair, has requested clarification of the various societies' affiliates and representatives listed in the Handbook and List of Members. Some of the representatives are requested by the affiliated society in question, some are created by ARLIS/NA and are unofficial in so far as the society being liaised to are concerned, and the duties of these representatives are not clearly defined. The Committee would like clarification in regard to formal or informal affiliation, and official or unofficial representation, and the Policy Manual updated to reflect this information.
Action: Lynagh to direct North American Relations committee, Anita Carrico Chair, to establish which liaisons are necessary and which might be terminated. Nov. 1.
11J. Publications (Blank)
11J1. Forthcoming Publications Report
Co-published with the Visual Resources Association, the Guidelines for the Visual Resources, edited by Kim Kopatz, is nearing completion. The editors will be supplying art and copy ready for printing, VRA and ARLIS/NA have agreed to split costs and profits, but the actual vehicle for publication and distribution has not been established. The Committee would like quotes from both the publishers that VRA uses and from ADI so that a final plan can be made for the Guidelines release. Adler suggested that ADI would manage production, distribution, and distribution of profits as required. Production Manager Kathleen Rose will obtain local quotes, and the best bid will be used.
Action: Blank to contact Kathleen Rose at ADI for publication estimates of the Guidelines for the Visual Resources.
Another in the Occasional Papers series, Collection Development Policies for Libraries and Visual Collections in the Arts, editors Ann Whiteside, Pamela Born, and Adeane Bregman, is on target for final editing to be completed by Oct. 1.
11J2. Art Documentation Full-Text Indexing (Blank)
The contract with H.W. Wilson for permission to reproduce the full-text of Art Documentation online has called into question our policies regarding copyright release from Art Documentation contributors. The contract calls for ARLIS/NA to grant to Wilson the "non-exclusive world-wide rights to reproduce and distribute the Works in whole or in part," yet currently ARLIS/NA does not have contributors sign any form of copyright release form. The Committee would like guidance in evaluating the Wilson contract and suggestions for the creation of a copyright release form. It was suggested that once the release form is created, ADI would hold releases after they had been signed by the contributors.
Contract with H.W. Wilson for permission to reproduce full-text of Art Documentation has called into questions regarding copyright release from Art Documentation contributors. The Wilson contract calls for ARLIS/NA to grant to Wilson "non-exclusive world-wide rights to reproduce and distribute the Works in whole or in part." Currently ARLIS/NA does not have contributors sign any form of copyright release form. The Committee would like guidance in evaluating the Wilson contract and suggestions for the creation of a copyright release form. Suggested that once release form is created, ADI would hold releases after they had been signed by the contributors.
Action: ADI to send Blank and Linda McRae, Publications Committee Chair, copy of their standard copyright release form. Blank to send Adler Wilson contract for review.
Action: Blank to contact Publications Committee Chair, Linda McRae, to review all Society publications, and establish which should be sold at reduced rates, which are out of print, and suggest design for Society publications sale on AWS. McRae to coordinate with AWS Administrative Board and notify Cindy Percival, ADI. Nov. 15.

12. PUBLICATIONS
12A. Art Documentation Cumulative Index (Chibnik)
The Art Documentation Editors have requested funds to produce a new cumulative index of Art Documentation and Update and upon completion, the awarding of an honorarium to the editor of the project.
With the appearance of Art Documentation in Wilson's Library Literature, and the pre-existing Art Documentation, Cumulative Index, Volumes 1-6, 1982-1987, the Board decided not to grant the Art Documentation Editors' request to fund a new print cumulative index.
Action: Chibnik to notify Art Documentation editors that their request to fund Art Documentation cumulative index was denied. Nov. 1
12B. ARLIS/NA Update Distribution (Chibnik, Adler)
During the May 18 conference call, the Board decided to continue to publish Update in print, although this had not been budgeted for in 1999 and to re-visit the issue at the midyear meeting.
Publication costs have increased significantly due to higher costs in California vs. North Carolina. But over 200 members indicated on their renewal forms that they prefer to receive Update in print. The Society's draft 2000 budget is funded for only partial printing in paper and with possible distribution electronically in the future.
Adler suggested making Update available as an email .pdf file. Others suggested publishing on a password protected site on the AWS, making it available for free on the AWS a certain number of days after some alternative means of electronic publication.
At this time an email distribution list using a .pdf file seems the best solution. All institutional members and those individual members who so request will continue to receive Update in hard copy through regular mail. Action: Starting in FY 2000 Update will be provided via appropriate electronic delivery. ADI will add check-off boxes indicating these distribution options and the financial reasons why the Society is moving in this direction to the 2000 membership renewal applications. Oct. 11.
12C. Chapter Success Book (Berger, Corbetta-Noyes)
Deferred until Pre-Conference, Pittsburgh.

13. POLICY MANUAL
13A. Policy Manual A -- Generalities (Graham)
13B. Policy Manual B -- Membership (Graham)
13C. Policy Manual C -- Special Appointments (Graham)
13D. Policy Manual R -- Publications (Graham)
13E. Policy Manual -- Officer Position Descriptions (Graham)
13F. Policy Manual -- X
All Policy Manual discussions were postponed for email discussion.

14. STRATEGIC PLAN 2000-2002
14A. Draft Report (Carlin, Adler)
Jane Carlin, co-chair with Katharine Martinez of the Strategic Planning Task Force, presented an overview of the Society's strategic planning process, which first began over 10 years ago when the 1st Strategic Plan was developed. The current plan was updated and revised in 1994 for the period 1996-1999. The 1994 review took place during a two-day Executive Board retreat at Olson Management Group headquarters in Raleigh, North Carolina, then the Society's management services firm.
Carlin then presented some comparisons between the previous planning process and the current one: the last Strategic Plan survey was sent to a select group of "leaders" in the Society while the current survey was more widely distributed; the last survey listed technology as the major concern, while the current survey suggested professional development, education, and the "profession at large" to be the major issues. Both surveys suggested that Society efforts be directed to developing leadership within the Society, and the development of Conferences, publications and education. Both surveys revealed that the membership does not read the Plan nor do they feel directly involved with the Plan.
A review of the survey suggests the major themes are continuing education, increase programming at the annual conference and local level, and a reduction of the complexity of our organization. Society membership continues to be stable -- ten years ago our membership totaled 1339, today's figures reveal a membership number of 1370, but the Society and the professional skills required of its members are far more complex.
Prior to the 1994 retreat Society Committees, DSRT's, and individual members had provided over 300 action items, which the Strategic Planing Task Force reduced to 180, resulting in the present plan. The current Task Force recognizes the detailed and extensive work of the planning group, and plans to build on the foundation developed in the existing plan. However, the Task Force will develop a reduced and more focused plan which will reflect members most vital needs.
Howard Adler then provided his comments on the process. Utilizing the philosophy of Peter Drucker, Adler suggested that during strategic planning an organization must be willing to abandon and concentrate. Abandonment -- if a previous action item was not completed, it was probably a non-essential. Concentration -- focus on issues and needs that are most important to the membership; define what is truly essential to the success of the organization. A three year Strategic Plan should be directly linked to a three year Society budget, consider the financial consequences of the Plan's implementation, with each action item and goal presented within an achievable time frame. If the Society wants to achieve goals it must be willing and able to provide funding to meet those goals. Finally, the Strategic Plan action items must reflect the Society's mission statement.
From the previous Plan's 180 action items Adler stated that, after his review of the existing plan, he felt that only 60 of those items were of true value to the membership. Many of the items were specifically focused on the Society's internal processes rather than on how the members function professionally. This suggests that the Plan became too engaged with issues of process and lost touch with the members and their needs. In terms of which action items were completed, most were in the 120 plus items involved with guidelines and identification. He re-iterated Carlin's point that only 10% of the membership responded to the current survey, and of that 10%, two-thirds found no value in the existing Strategic Plan.
Among the areas where Adler felt the Society had focus opportunities were: membership growth; development of financial revenue; electronic publishing/communication; a heightened profile for ARLIS/NA via a media campaign; electronic voting; and the development of a means to incentivize the Society leadership.
Open Executive Board discussion followed Carlin and Adler's presentations. It is the Board's feeling that the Plan's goals and objectives should be re-written to reflect more accurately the mission of the Society and link more directly to the action steps. It was also felt that a more proactive mission statement should be developed. Carlin indicated that the Strategic Plan task force had been charged to work with the existing goal and action step structure and that the Board would need to be actively involved in any revisionary process.
The Board reviewed the survey data and developed a list of priorities which the Strategic Plan must focus on. It was the general consensus of the Board that we must drastically limit the action steps so that the Plan is dynamic. It was suggested that no more than three action steps be associated with an individual objective. Also, a means must be found to provide succinct direction to Committees and DSRT's regarding their role in implementing the Plan.
The Board also reviewed the proliferation of various groups with ARLIS/NA and discussed how we might incorporate electronic communication discussion forms into a Strategic Plan in an effort to simplify and streamline our organizational structure. The Board and the Strategic Planning Task force should review the concepts listed below to create a list of focus areas from which action steps can be built.
It was suggested that the actual format of the Strategic Plan should change in the following fashion: 1) develop a more dynamic mission statement; 2) rewrite goals to reflect keys focus areas; and, 3) rather than objectives we simply have action steps. This format will dramatically reduce the level of detail in our plan while making it much more manageable and of value to our membership. Once this has been accomplished it should be possible to direct specific committee functions to develop activities that relate to these areas.
The following focus areas were defined during an open discussion period and appear in a non-prioritized order:
1) Development of resources for the best speakers in our profession at
conferences as well as scholarships, awards, fellowships, and grants.
2) Pare down structure and reduce complexity in an effort to deconstruct the Society. Question of how the existing DSRT structure relates to servicing the needs of the membership. Can the existing group structure be replaced by a more effective one?
3) Develop a continuing education summer institute.
4) Become more involved in accreditation processes.
5) Enhance scholarly research/publications via avenues both within and outside of the Society.
6) Enhance our affiliations with existing organizations.
7) Focus on mentorship and developing leadership within the organization.
8) Promote our international identity.
9) Promote/develop art library courses in graduate schools.
10) Focus on services ARLIS/NA professionals provide, including our role as subject specialists.
11) Organize and focus our conferences on the "top ten" issues.
12) Develop partnerships and action items that address the "top ten"
issues.
13) Focus on the concept of electronic publishing and communication, making the ARLIS/NA Web Site a more effective resource.
14) Improve and enhance "networking" via electronic communication.
15) Address membership growth and potential.
16) Address the needs of new members, non-professional staff, and entry level professionals.
17) More funding to support Society initiatives from new sources.
18) Improve and enhance networking process.
This closed discussion of the Strategic Plan at the Mid-Year meeting.
Action: Adler to participate in 2000 Pittsburgh conference AskARLIS session on 2000-2002 strategic plan. Wayne to examine conference schedule and see what else is slotted for that time period.

Motion #47: I move that the Executive Board congratulates Katharine Martinez and Jane Carlin, co-chairs of the Strategic Planning Task Force, and the other members of the Task Force as well, for their outstanding efforts to date in the development of a 2000-2002 Strategic Plan for the Society.
Marilyn Berger
Katherine Chibnik, Second.
Motion passed unanimously

Motion #48: I move that the Board adjourn the 1999 Mid-Year meeting at 5:00 P.M. PDT.
Louis Adrean
Lorna Corbetta-Noyes, Second.
Motion passed unanimously.

Respectfully submitted,
Peter Blank, Secretary