ART LIBRARIES SOCIETY OF NORTH AMERICA
Executive Board Meeting
O'Neill Room, Faculty Club, Berkeley,
October 1-2, 1999
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,
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.
Mid-Year Berkeley (Wayne)
Wayne clarified that Blank would take official
minutes for the Mid-Year Meeting and Percival would take back-up
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.
Robert's Rules of Order (Wayne)
The meeting will follow Robert's Rules of
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
2C. Meal Arrangements (Wayne)
2D. Agenda Changes
3. FINANCE (Chibnik)
3A. Honoraria for
3A1. Gay and Lesbian Interests Round Table (GLIRT)
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
The issue of honoraria for Special Appointments
continues to face the Society. Currently we are paying a total of $8,000 in
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
Action: Graham and Blank to update Policy Manual (PM).
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
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.
#27: I move that the Executive Board approve an honoraria of $500 for the
Editorship of the 1999 Vancouver Conference proceedings for Ann W.
Second: Mary Graham
3C. Special Funding Requests (Chibnik)
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.
Second, Lou Adrean.
Action: Chibnik to notify Kim Collins by Oct. 15 of
3C2. Travel support for Art Documentation Editors
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.
to notify the Art Documentation editors that their request for special funding
was denied. Oct. 15.
3D. 2000 Conference Budget--Pittsburgh
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.
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
Motion #29: I move that the Executive Board approve the Pittsburgh
Conference Budget as presented by Katharine Chibnik.
Second, Lorna Corbetta-Noyes
The motion passed
3E. 2000 Society Budget (Chibnik)
Chibnik presented an
overview of the Society's draft budget for 2000 distributed via
Income. A slight decrease in membership has been offset by a
increase in dues, but it is recognized that dues increases are not
long-term solution to maintaining adequate income from this revenue stream.
Investment income is reflected in the balance sheet, not the budget.
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
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.
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.
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.
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
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,
Action: ADI will post RFPs to accounting firms. Oct.
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.
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
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
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 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
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.
Second, Lorna Corbetta-Noyes
4. MANAGEMENT (Adler)
4A. Errors & Omissions
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
Second, Marilyn Berger
The motion passed
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
The Board decided that the AWS Administrative Board would be
responsible for establishing standards and policies for selling advertising on
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.
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
4C. Underwriting Ongoing Programs
4D. National Media
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
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."
Second, Karen McKenzie
Motion passed unanimously.
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
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
Action: Chibnik will add budget line for incoming Treasurer to visit
Society Headquarters (biennial expense estimated at $750). Oct. 15.
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
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)
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
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
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
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
Production Department Report of Activities / Kathleen Rose, ADI,
Production Manager. Rose's report on the status of publications in
IT Projects and Initiatives / Jeff Messecar, ADI, IT Manager. A
brief summary of web and technology related issues and statistics on the
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
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
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
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
Motion #33: I move that the dues schedule for Basic business
affiliates effective 2001 be raised to $135.00 annually.
Second, Peter Blank.
Motion passed unanimously.
#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
Second, Lorna Corbetta-Noyes.
5F. Membership Committee (Blank)
5F1. Revision of
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
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
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.
6A. 28th Annual Conference, Pittsburgh 2000
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
Adrean also provided a listing to date of the institutions, business,
and individuals who are generously assisting in funding various events at the
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
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.
30th Annual Conference, St. Louis 2002 (Adrean)
Motion #36: I move that ARLIS/NA accept the invitation from the
Central Plains Chapter to hold the 2002 conference in St. Louis.
Second, Deborah Kempe.
Motion passed unanimously.
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.
6C2. VRA Correspondence (Wayne)
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
Second, Karen McKenzie
Action: Wayne to contact Ann Whiteside, VRA, to affirm
ARLIS/NA's interest in planning a joint VRA/ARLIS/NA conference in St. Louis,
6D. Future Conference Sites
A brief discussion of future conference
sites was held. Among those considered were Ottawa and Las Vegas.
Wayne to post message to ARLIS-L soliciting suggestions from the membership for
future annual conference sites. Nov. 15.
6E. Conference Planning Proposal
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
Motion #38: I move that the conference planning proposal introduced
by Karen McKenzie be accepted, with a goal of completion by 2001.
Louis Adrean, second.
Motion passed unanimously.
[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
7C. Northern California
7C1. Bylaws Approval
7D1. 25th Anniversary
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
Mary Graham, second.
8. DIVISIONS SECTIONS ROUND TABLES
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
Deborah Kempe, second.
8 yes, 1 no. The motion
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.
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,
Wayne called the meeting back to order at 8:30 a.m.
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
Action: Graham or ADI to forward copy of current advertising contract
with Kate Shanley to Wayne. Nov. 1.
9B. Art Documentation Editors
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.
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
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.
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
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.
10. TASK FORCES
10A. Headquarters Archives Review
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
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
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
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
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.
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
Motion #41: I move that the Executive Board accept the
nomination for the 2000 Distinguished Service Award as proposed by the Awards
Second, Marilyn Berger.
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
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
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
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.
6 yea, 1 no, 2 abstaining. The motion passed.
to inform the Martha Childers, Finance Committee Chair, that Society funds
should be moved to the Financial Advisor no later than Oct. 12.
#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.
Second, Pat Lynagh.
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
11C. Professional Development (Graham)
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.
#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
Second, Katharine Chibnik
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.
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.
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)
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.
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
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
11E1. New Research Libraries Group Asia/Oceania Award
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
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
Second, Lorna Corbetta-Noyes
The recent purchase of G.K. Hall by MacMillan, and of
MacMillan by Gale, has led to concern regarding the G.K. Hall Travel
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.
11F1. Lecture Series on Architecture (McKenzie)
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
Second, Mary Graham
The motion passed
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
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)
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
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
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)
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
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
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
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.
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
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,
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.
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
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,
Deferred until Pre-Conference, Pittsburgh.
13A. Policy Manual A -- Generalities (Graham)
Policy Manual B -- Membership (Graham)
13C. Policy Manual C -- Special
13D. Policy Manual R -- Publications (Graham)
Policy Manual -- Officer Position Descriptions (Graham)
13F. Policy Manual --
All Policy Manual discussions were postponed for email
14. STRATEGIC PLAN 2000-2002
14A. Draft Report
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
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.
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.
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.
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.
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.
focus areas were defined during an open discussion period and appear in a
1) Development of resources for the best speakers in
our profession at
conferences as well as scholarships, awards, fellowships,
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
4) Become more involved in accreditation processes.
scholarly research/publications via avenues both within and outside of the
6) Enhance our affiliations with existing organizations.
on mentorship and developing leadership within the organization.
our international identity.
9) Promote/develop art library courses in
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"
13) Focus on the concept of
electronic publishing and communication, making the ARLIS/NA Web Site a more
14) Improve and enhance "networking" via electronic
15) Address membership growth and potential.
the needs of new members, non-professional staff, and entry level
17) More funding to support Society initiatives from new
18) Improve and enhance networking process.
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
Katherine Chibnik, Second.
Motion #48: I move that the Board adjourn the 1999 Mid-Year
meeting at 5:00 P.M. PDT.
Motion passed unanimously.
Peter Blank, Secretary