ARLIS NA - 3-31-99 Conference Call Meetings

ART LIBRARIES SOCIETY OF NORTH AMERICA
Post-Conference Executive Board Meeting
Hotel Vancouver
March 31,1999
Conference Call
May 18, 1999

MINUTES

1. CALL TO ORDER
Present: Mary Graham, Past-President; Karen McKenzie, Vice President/President-Elect; Katharine Chibnik, Treasurer; Peter Blank, Secretary; Louis Adrean, Midwest Regional Representative; Pat Lynagh, South Regional Representative; Lorna Corbetta-Noyes, West Regional Representative; Deborah Kempe, Northeast Regional Representative, Ashley Prather, Executive Director.
Absent: Marilyn Berger, Canadian Representative

President Kathryn Wayne called the meeting to order at 8:30 a.m. in the Moresby Island Room, Hotel Vancouver, Vancouver B.C.

2. ANNOUNCEMENTS
2A. Robert's Rules of Order
Wayne reminded those in attendance that the Executive Board meetings follow Robert's Rules of Order and that motion forms should be used to record all motions made.
2B. Agenda Changes
2B1. Several additions were announced.
2C. Meal Arrangements
Wayne announced that there were no special lunch arrangements.

3. APPROVAL OF MINUTES
3A. Midyear Executive Board Minutes
The July 31-August 1, 1998, minutes from the Mid-Year Board Meeting held in Tucson, Arizona, will be approved via email post-conference.

4. ADMINISTRATION
4A. Management Calendar [Wayne]
Wayne requested that Secretary Blank post monthly sections of the management calendar on the Society's administrative listserves, e.g., Committee, Conference, Group, Board.
Action: Blank to post Management Calendar in monthly increments (monthly).
4B. E-Mail Discussion/C-19 [Wayne]
Wayne discussed with the Board how they would like to manage e-mail discussion throughout the upcoming year. Issues of quantity, quality, ability of archiving, meaning of silence, and time zone differences were included. Consensus was reached to keep Board e-mail discussion to substantial issues and use a constant header when referring to the same subject. Board members should post "away days" so we all know who will be away from e-mail for any length of time. Wayne reviewed Policy C-19 for conducting Board business through e-mail.
Action: Prather to send Secretary's address labels to all Board members for returning email motion forms via the mail (May 30).
4C. Leadership Reports [Wayne]
Wayne requested that all Board members photocopy Division, Section, Round Table reports and send to Karen McKenzie, Board Liaison, with originals going to Wayne.
4D. Board Photos [Wayne]
Wayne asked Board members to send photo of themselves to Lee Sorensen, Web Site Manager by March 31, 1999. These photos will be placed on the Executive Board Directory page. These photographs will help members recognize Board members at the conference.
4E. Directors and Officer's Liability Insurance [Prather]
Topic not discussed.

5. CONFERENCE ISSUES (March 31,1999)
5A. Conference Wrap-Up
Cheryl Siegel and Carole Goldsmith, Vancouver Conference co-chairs joined the meeting. The Welcome Party was successful, with over 150 attending this event. The Convocation was felt to be the perfect length and well done; having professional slide technicians worked well. On the down side, Siegel felt there were too many meetings to be covered. The Informal Meeting room worked well. Three Plenary Sessions, while ambitious, proved to be successful and were well-received and some tickets were sold to the public. One tour had to be canceled, and the method of signing up for tours was felt to be confusing--there was some uncertainty as to attendees had paid or not paid for tours. Budget constraints and issues of honoraria and a/v requirements should be more clearly detailed in the future. Exhibitors were pleased overall, but many felt that more non-conflicting time should be made available so that the members would visit the exhibit hall. Some exhibitors expressed an interest in hosting a party that would also draw more members into the exhibits. Exhibitors would like the registration desk to be closer to the exhibit hall if possible. Exhibitors liked having food available. Fundraising began too late, although was in line with the Conference Planning Task List. Registration went smoothly but ARLIS/NA needs to come to grips with foreign exchange. There were gaps in communication with headquarters particularly with the last minute change in conference planners. Prather agreed that at times it was hard to know who had final authority for handling details and that the communications from both sides could have been more effective. The A/V coordination was difficult to handle from North Carolina, and a local member had to step in to coordinate with the Hotel.
Action: Siegel to give list of people to whom Wayne will send "thank you" letters (May 30).
Action: All Board to write formal thank you letters to each of the four co-chairs by April 9th. Wayne to write thank you letters to those on the list provided by Siegel as soon as possible. Wayne to write thank you letters to all donors.

Executive Session
The Board met in Executive Session 10:00am to 5:00pm to discuss issues related to management services.

Conference Call
May 18, 1999 11:00 a.m. - 3:30 p.m. (Pacific Coast Time)

Conference Call to Complete Post-Conference Executive Board Meeting

1. CALL BACK TO ORDER
On the line: Kathryn Wayne, President, Mary Graham, Past-President; Karen McKenzie, Vice-President/President-Elect; Katharine Chibnik, Treasurer; Peter Blank, Secretary; Louis Adrean, Midwest Regional Representative; Pat Lynagh, South Regional Representative; Lorna Corbetta-Noyes, West Regional Representative; Deborah Kempe, Northeast Regional Representative; Marilyn Berger, Canadian Representative; Ashley Prather, Executive Director.

Wayne called the Post-Conference Board meeting back to order at 11:05 a.m. for a continuation of a discussion on the items that had not been covered during the Post-Conference Board meeting in Vancouver, March 31, 1999.

2. ANNOUNCEMENTS
2A. Wayne reminded the group that Robert's Rules of Order would be used. Each Board member was asked to announce his/her name before speaking.
2B. Additional agenda items were added.
2C. Blank agreed to take official minutes for Prather.

3. APPROVAL OF MINUTES
3A. Midyear Executive Board.
The July 31-August 1, 1998, minutes are to be approved via email post-conference.
Action: Blank to post minutes from Jeanne Brown to Board for discussion (June 20).

4. ADMINISTRATION
4D. Board Photos [Wayne]
Wayne reminded the Board to send their photo to Lee Sorensen, and extended the final deadline to May 31, 1999.

5. CONFERENCE ISSUES
5B. 2001 Los Angeles Co-Chair Approval [Corbetta-Noyes]
Nancy Norris has agreed to become Program Chair, with a co-chair to be named shortly. Susan Flanagan and Lorraine Perrotta are Local Arrangements Co-Chairs. Corbetta-Noyes will make a motion of acceptance of the 4 co-chairs as soon as she has the final name.
Action: Corbetta-Noyes to motion LA Co-Chair approval (July 1).
5C. 2002 St. Louis Site Approval [Wayne/Graham]
On behalf of the Central Plains Chapter, Suzy Frechette extended an invitation to the membership to host the ARLIS/NA Annual Conference in St. Louis in 2002. Wayne will announce this invitation on ARLIS-L for membership-wide discussion.
Action: Wayne to post invitation from Central Plains Chapter on ARLIS-L with a call for comments (July 1).
5D. 2001 IFLA Satellite Conference, Boston [Graham]
Hugh Wilburn, Chair of the 2001 IFLA Satellite Conference, Boston, has assembled a Task Force of New England Chapter members. The Task Force is recommending that ARLIS/NA move ahead with planning this satellite conference and will provide a progress report for the Board at their Mid-Year Board Meeting. MID-YEAR AGENDA ITEM.
5E. Vancouver Conference [Wayne]
Wayne reiterated that Board members should follow-up with writing thank you letters as soon as possible.

6. FINANCIAL ISSUES [Chibnik]
6A. Finance Committee
6A1. Guidelines for Contact with Financial Advisor.
Chibnik will email to Board the guideline recommendations from the Finance Committee regarding contact with Financial Advisor.
Action: Chibnik will make email motion regarding accepting the recommendations of the Finance Committee once current email motion is finalized (June 20).
6B. Honoraria
Chibnik led a discussion regarding honoraria for ARLIS/NA members with Special Appointments: what constitutes reasonable honoraria; should we continue to fund monetarily or change to an in-kind honoraria that might include complimentary membership, conference registration, combination of both, etc. A possible avenue to explore would be for the Development Committee find a donor to help support honoraria, which totals approximately $8,000 currently and represents about 2.5% of the Society's budget. Discussion continued on the appointment of a new Occasional Papers editor, and whether this position should be funded with a traditional honorarium. The Board agreed in principle that the OP editor should receive honorarium, and discussed whether payment should be tied to publication output or be paid as a yearly amount. The Board decided to pay the OP editor a pro-rated honorarium for the first year. The AWS Advisory Board will be making a recommendation regarding an honorarium for the AWS content editor now that ADI is taking over AWS management. The overall issue of honoraria will be revisited again at the Mid-Year Meeting. MID-YEAR AGENDA ITEM.
Action: Chibnik to post current recipients and amounts of honoraria to the Board for background information (June 15).

Motion #10: Unanimously approved honorarium for the acting Web Site Manager, Lee Sorensen, for the maintenance of the AWS for the period of January - June 1999.

Motion #11: Unanimously approved honorarium for the Art Documentation editors, Betsy Peck, Stephanie Sigala, and copy editor, Eileen Markson for the publication of Vol. 18, no.1 of Art Documentation for the period January - June 1999.

Motion #12: Unanimously moved to commend the excellent work of the Art Documentation. Editors, specifically for the most recent issue.

Motion #13: Unanimously approved honorarium for the ARLIS-L moderator, Mary Molinaro, for her coordination of the listserv for January - June 1999.

Motion #14: Unanimously approved honorarium for the ARLIS/NA Update editor, Linda Zieper, for her work on the February, April, and June issues for the period January - June 1999.

7. MEMBERSHIP ISSUE [Blank]
7A. Paraprofessional Introductory Category
Blank reported that the Membership Committee is recommending the creation of a "paraprofessional" membership category, that the Society make increased efforts to include conference programming of value to paraprofessionals, and also create a specific Round Table for paraprofessionals. The Board discussed the issue and felt we should continue to recruit paraprofessionals for membership in the Society and support them whenever possible. There are many paraprofessional already participating in the Society. It was agreed that this is a recruitment issue. The chapter level may also be an appropriate place to address this question. It was agreed that the Society should continue to maintain the Basic level, based on income, for both professional and para-professional members, rather than add a separate category specifically for para-professionals.
Action: Blank will communicate Board decision to Katy Poole, Membership Chair (May 30).

8. PUBLICATION ISSUE [Chibnik]
8A. ARLIS/NA Update
Chibnik led a discussion on whether ARLIS/NA Update should become an electronic newsletter accessible via the AWS and suspend the paper edition. The question of whether there are members who do not have Internet access came up. Prather reported that approximately 200 checked the box on membership forms indicating that they would prefer to receive Update online. It was mentioned that there are "library" subscriptions that would have to continue to be supplied in print format. Chibnik reported the current cost of Update at $13,000 annually ($10,000 production, $3,000 mailing). A significant cost savings would occur if we go electronic. It was mentioned that this should be a passworded site and that the new management firm has that capability. It was agreed that, for now, we will continue to publish in print format. The issue will be discussed again at the Mid-Year Board Meeting. MID-YEAR AGENDA ITEM.

9. BUSINESS MEETING REPORTS
9A. Divisions, Sections and Round Tables
9A1. Indigenous Art and Culture Round Table [Berger]
Plans for 1999/2000 include looking for a new moderator as Meg Cunningham will need to step down. The Round Table is looking ahead to the Los Angeles conference. They would like Headquarters to send a list of all members that have expressed interest in this group to the Chair, prior to the Handbook being published.
Action: Prather to supply information from membership forms regarding interest in this Round Table to Chair of IAC (July 15).
Action: McKenzie to recruit for new moderator (July 15).
9A2. Women and Art Round Table [Berger]
The Round Table wanted to know which libraries had exhibition space within their libraries. It was determined that this question had already been discussed on ARLIS-L.
9A3. Film and Video Round Table [Lynagh]
Due to minimal participation the continuation of this Round Table is in question. Three members attended their scheduled meeting at the Vancouver conference, one member two years ago. Alison Pinsler, moderator for last two years, wants to continue as such, however she has been unable to regularly attend the conference. Karen McKenzie should explore with the moderator whether the group should continue or be dissolved with its members possibly being incorporated into the Visual Resources Division or New Art Round Table.
Action: Prather to supply information from membership forms regarding interest in Film & Video to McKenzie (May 30).
Action: McKenzie to follow up with Pinsler as to her continuing role with Film & Video (June 20).
9A4. Space Planners Round Table [Lynagh]
Sonja Staum-Kuniej, Moderator, has begun a list of libraries involved in moving, new construction, etc., along with architects and consultants. She will gather additional information for this list through ARLIS-L.
Action: McKenzie to discuss with AWSAB the possibility of a space on AWS for listing of libraries undergoing new construction or renovation and members who are willing to serve as consultants (July 15).
9A5. New Art Round Table [Adrean]
Discussion focused on the definition of web-based artists books; how artists can utilize the structure of the web for artistic endeavors; how to archive these materials; how to provide bibliographic access to resources for which libraries neither own or pay for access.
9A6. Serials Round Table [Corbetta-Noyes]
One focus of the group's discussion was the lack of publicity for the John Benjamins Award. They would like to know if the Board would approve shortening the one-year ARLIS/NA membership requirement as most library school students would not have enough time to join and submit papers in the same academic year. Blank, liaison to the Research Committee, responded that the Research awards' eligibility criteria were designed to reward existing members of the Society and to encourage non-members to join in order to be eligible for the various Research awards. The Muehsam Award is specifically designed for student papers.
Action: McKenzie to engage Stephanie Moye, Serials moderator, and Jeff Weidman, Research Committee Chair, in discussion of publicity issues (June 20).
9A7. Cataloging Section [Kempe]
In response to a request for ideas from a member of the Statistics Task Force, the Section suggested that the duty of reporting numbers of attendees be assigned to recorders of all ARLIS/NA conference meetings and sessions and that attendance statistics be compiled as part of the overall post-conference report.
Action: McKenzie to develop form to circulate at DSRT meetings. Information will be shared by the Board and the Chair/Moderator of that DSRT (July 30).
9A8. Visual Resources Division [Kempe]
The VRD endorses the possible joint meeting with VRA in St. Louis in 2002. It was agreed that a letter to the Getty indicating concern about the future of the vocabularies projects should be drafted by Leigh Gates, Moderator of VRD, to be signed by Wayne on behalf of ARLIS/NA. Board review will continue online when a draft is provided.
9A9. Museum Division [Graham]
The Museum Division recommended returning to a conference scheduling template that was devised by Debbie Barlow in the past.
Action: Wayne to contact Barlow for copy of template (June 1). CPAC ITEM: Schedule Division meeting for Friday or Saturday of conference.
9A10. Architecture Section [Chibnik]
Mary Graham discussed the proposal to hold a special architecture-related plenary session at each conference, possibly funded by Phyllis Lambert. Rosemary Haddad has been working with Graham on formulating a possible task force or small committee that would work on this for, ideally, a three-year period to provide continuity. Chibnik reported that the Architecture Section had concerns and there were some individuals interested in working on content planning (Chair, Janine Henri) but there was not an overwhelming response. The Architecture Section expressed concerned as to their role and commitment to annual planning of session. Betsy Lantz of Development Committee is working with Architecture Section. There is a desire to find other donors who will "match" or help with the needed funding. Graham will send the Board her prior correspondence with Lambert, and begin drafting a letter that will "introduce" Wayne as the new president, as her new primary contact.
Action: Graham to post letters that will fill in background from previous Board discussions. Discussion will follow (May 30).
9A11. Academic Library Division [Corbetta-Noyes]
Corbetta-Noyes brought the question as to whether ARLIS maintains a LOEX affiliation (LOEX Clearinghouse for Library Instruction, Eastern Michigan University). Graham clarified that ARLIS/NA pays a subscription fee to participate in this group, and an affiliation would not be appropriate.
Action: McKenzie will notify Tom Reidel, moderator (May 30).
9A12. Public Library Division [Chibnik]
CPAC ITEM: Need an earlier meeting time slot at conference. The Committee liked the time slot they had in 1997.
9B. Committees
9B1. Awards Committee [Graham]
Graham distributed the final Awards Task Force report to the Awards Committee for comment and is waiting for feedback.
Chair Lyn Korenic would like the Board to consider the funding or partial funding of the DSA recipient's hotel at the conference as a part of the Distinguished Service Award. Currently, the Society provides airfare only. The Board thought this was a reasonable request, but suggested that funding be limited to two nights at the conference hotel. Graham mentioned that Korenic had provided her with new guidelines prepared by Mary Williamson, entitled, "Draft Guidelines for ARLIS/NA Distinguished Service Award Nominators" for Board approval.

Motion #15. Graham moved that ARLIS/NA incorporate the draft guidelines developed by Mary Williamson for the Distinguished Service Award into the Policy Manual C-36. Chibnik seconded.

[Motion #15 tabled when it was determined that the full Board had not received copies of the draft guidelines. Graham to fax.]

9B2. Technology Committee [Corbetta-Noyes]
Paula Hardin has formed the new Technology Committee (merger of Technology Relations and Technology Education) and solicited new ideas about goals for the upcoming year. Chair wanted confirmation that her institution could host the Committee website. She would also like access to ARLIS/NA membership information from the membership and renewal forms and would like to know if this information is accessible.
Action: Corbetta-Noyes to ensure that Hardin makes contact with new Headquarters website manager regarding Committee website (Aug. 1).
Action: Headquarters to advise Executive Board if all information gathered via the membership and renewal forms is accessible and in what output formats. Corbetta-Noyes to forward information to Technology Committee (June 1).
9B3. Diversity Committee [Adrean]
The Diversity Committee would like to add a foreign language proficiency check-off on the membership application and renewal form. Committee is also discussing the addition of a Diversity Travel Award. The Committee also questioned as to whether the Karno Award includes Caribbean coverage.
Action: Adrean to have Meg Cunningham, moderator, Diversity Committee, contact Katy Poole, moderator, Membership Committee, regarding language proficiency check-off on membership form (July 1).
Action: Adrean to connect Meg Cunningham and Ted Goodman, Chair, Travel Award Committee, regarding possible travel award for Caribbean participant (June 20).
9B4. International Relations Committee [Berger]
IRC is planning to assist with the 2001 IFLA Satellite Conference, Boston. International affiliates are supposed to be sending complimentary copies of their publications to Headquarters. Prather said that they are coming and are routed to the President for review.
Action: Wayne to send International Affiliate publications to Daphne Dufresne, chair, after reviewing (Starting July 1 and continuing thereafter).

9B5. George Wittenborn Awards Committee [Berger]
Berger reported that the Chair would like to do a press release of the winners at the conference. This could be coordinated by the Executive Director (a member of CPAC) and coordinated with the local arrangements chair. The photographs taken at the Convocation have not been distributed in a timely manner in the past. Headquarters needs to find a way for the photographer to get prints to the Chair as soon as possible for distribution.
After much discussion, it was decided that a fourth award be established for multi-media format. The guidelines and criteria that have been developed will be placed on the AWS and sent out to the publishers along with the rest of the mailing. Up to 1,000 Wittenborn seals maximum will be given free to the winners, as per their need. Anything over 1,000 will have to be paid for by the publisher. Headquarters will keep a record of them.
CPAC ITEM: Committee wants a timely press release announcing the award winners, preferably the day of award.
CPAC ITEM: Committee wants convocation photographs made available and distributed at conference. Wittenborn Chair should distribute.
Action: Wittenborn Committee and Berger to create a 4th award (Aug. 1).
Action: Berger to update guidelines for the Multi-media award on AWS (June 30).
Action: Headquarters will ask publishers how many Wittenborn seals they need (When Wittenborn Commitee advises Headquarters of Award recipients).
9B6. North American Relations [Lynagh]
Committee members were uncertain as to what constitutes an "official" affiliate organization, why there are official vs. unofficial affiliations, and how liaisons are appointed. Some liaisons are appointed by the President.
Action: Lynagh will ask Anita Carrico, Chair, specifically what action the committee would like the Board to consider and add to Mid-Year agenda (June 15). MID-YEAR AGENDA ITEM.
There is an interest in having representatives from ARLIS/NA at affiliate organizations' conferences. There was also discussion about having affiliate organizations represented at ARLIS/NA annual conferences.
Action: Blank will ask Carrico and Katy Poole, Membership Chair, to discuss possibilities for ARLIS/NA representation at affiliate conferences (June 15).
It was mentioned that there needs to be a new ARLIS/NA brochure for use in recruitment and distribution to affiliate societies.
Action: Headquarters to examine membership brochure used for recruitment to see if changes need to be made (June 30).
9B7. Cataloging Advisory Committee [Kempe]
The Committee requested travel support for MARBI and CCDA liaisons attending ALA conferences. Although the Board sees the importance of attendance at these conferences the Society is not currently in a position to grant funding since there are other situations within ARLIS/NA that parallel CAC's. The Board will revisit the larger issue of support for official ARLIS/NA liaisons at the Mid-Year Board meeting. MID-YEAR AGENDA ITEM.
9B8. Travel Awards Committee [Kempe]
Ted Goodman, Committee Chair, requested Board advice on supplementing current awards so that all awards approach a similar level of funding. The Board agreed that the Chair may contact any current Travel Award donor to request an increase in the award. The Chair expressed interest in securing additional travel awards; the Board agrees that he is free to do so, in coordination with Betsy Lantz, Development Chair.
Action: Kempe will convey to Goodman, Chair of Travel Awards Committee, the Board's decision that the Committee may seek additional funding for any awards which the Committee feels are not adequately funded by contacting the donor directly or with the assistance of the Development Committee. Furthermore, the Travel Awards Committee and the Development Committee are encouraged to jointly coordinate development and solicitation of additional travel awards (June 1).
9B9. Finance [Chibnik]
Chibnik reported that the Finance Committee is currently reassessing the effectiveness of the Society's Financial Advisor. Funds performance during the past year has been less than satisfactory. A conference call is scheduled with Wayne, Chibnik and Finance Committee. No action was taken by Board at this time.
9B10. Professional Development [Graham]
Graham reported that Tom Grieves, Chair of the PDC hoped that the ARLIS/NA Internship Award would be presented for the first time in Spring, 2000. The Committee is developing a list of library schools to which promotional material will be sent. The promotional material will be developed post-conference.
9B11. Public Policy [Lynagh]
Lynagh reported that the Public Policy Committee would like to purchase a current awareness software product to help track legislative activities.
Action: Lynagh to ask committee to get more details and make budget request (June 15).
The Committee would like to propose a session on the Digital Millennium Copyright Act, and requested information about honoraria. ARLIS/NA policy states that $500 is the maximum amount that can be awarded, $100 per non-ARLIS/NA speaker. The Committee needs a Canadian representative. McKenzie reported that she had already provided suggestions directly to the Chair.
9B12. Membership Committee [Blank]
Blank brought up the issue of whether Overseas category members can vote. The Board reminded him that the recent Bylaws change allows for overseas members to become Individual Members, and thus can vote. If they remain in the overseas category they cannot vote.
Action: Prather to provide Committee with list of members who did not renew sorted by area code (June 30).
Clarify renewal and application forms. Renewal form has member's existing information already on it. Application form is blank. But both are posted on the web.
Action: Blank to work with Poole, Committee chair, to simplify and clarify forms and form access (June 1).
The Committee is very interested in devising a strategy to contact membership non-renewals directly. This would allow the Committee to establish why the non-renewal decision had been made and enable the Society address specific shortcomings as identified by the non-renewal.
Action: Prather to supply Committee with non-renewal list (June 30).
9B13. Development Committee [Chibnik]
Committee wants to send letter to solicit funds, specifically for the 25th Anniversary fund, which is the fund used for the Internship Award. Board decided that it would be better to wait until internship is a reality and then to ask for funds directly related to that project or to begin a new capital campaign
Action: Chibnik to convey Board's decision to Betsy Lantz, Chair, and ask that the Committee revisit discussion on time frame for starting a new capital campaign (June 1).
Committee would like for fundraising opportunities to be foregrounded on AWS.
Action: Chibnik to facilitate discussion between AWS Manager and Development Committee (June 30).
9B14. Visual Resources Advisory Committee [Wayne]
The VRAC is working on a variety of publications that will probably be accessible via the AWS. They suggested that the Society should look into password protected documents.
There is interest in initiating a travel award for conference attendance by a VR professional.
9B15. Gerd Muesham Award Committee [Corbetta-Noyes]
Committee would like to have a complete list of all winners of the Muesham Award. Previous year's winners are listed in Handbook.
Action: Prather will check Headquarters files for information and send to Jennifer Moldwin, Chair, with copy to Corbetta-Noyes (June 20).
9B16. Collection Development Committee[Corbetta-Noyes]
Corbetta-Noyes reported that the Committee is about to finish an Occasional Paper edited by Ann Whiteside, Chair, and others entitled Collection Development Policies for Libraries and Visual Collections in the Arts. The Board agreed that 100 copies should be printed as a first run due to popularity of this title.
Action: Blank to ask Ann Whiteside to communicate with Linda McCrae on publication run of 100 for the forthcoming Occasional Paper (June 20).
9B17. Standards Committee [Adrean]
Adrean reported that David Austin, Chair, requested that the NISO representative change reporting lines from Technology Committee to Standards Committee.

Motion #16. Unanimously approved that NISO representative report to Standards Committee.

Action: Blank will update Policy Manual C-30 Standards Committee; Graham to revise Special Appointment entry in the Handbook (June 30).
9B18. Publications Committee [Blank]
Blank reported that the Committee recommends the appointment of Paul Glassman as editor of the Occasional Papers series. Glassman was interviewed by representatives of the Committee during the Vancouver conference. The Committee also urges that an honorarium be approved for Glassman. The Board approved the Committee recommendation and approved a pro-rated honorarium.
Action: Wayne to write letter appointing Paul Glassman as editor of Occasional Papers (July 15).
Action: Blank to communicate particulars to Glassman and McRae, Chair (June 15).
The Committee would like to move forward with co-publication of the Guidelines for the Visual Resources Profession, edited by Kim Kopatz. with VRA. The Committee assembled an ad hoc subcommittee, all of whom are both ARLIS and VRA members, which proofread the manuscript and made many suggestions for the final draft.
Action: Blank & McRae to draft letter for Wayne to send to VRA President (Jenni Rhoda) confirming ARLIS interest in continuing with co-publication of Guidelines for the Visual Resources Profession Occasional Paper (June 30).
9C. Society Structure Meetings
Reports from Board members were previously posted to the Board listserv and no further
discussion was held during this conference call.
9C1. Society Structure [Berger, McKenzie]
Discussions examined the roles and effectiveness of the DSRTs, Committees, Chapters, Regions.
DSRT's: Are they currently serving the roles for which they were originally intended? The sole rationale of many DSRT's seems to be to generate conference programming. They do not generate a high volume of special funding requests and only meet at conferences because members can't devote more time to them during the year. Their subject focus seems to have become diffused and they have proliferated too broadly. Do they still add value to the conference? If reviews are necessary, how is it decided if a group is no longer viable? In the absence of process, it seems to be the group itself that decides its own future.
Committees: As with the DSRT's, discussion focused whether or not the Committees were meeting the roles for which they were designed, how could their effectiveness be evaluated and who would perform this evaluation. The Committees seem to be more effective when they are directed by the Board to engage is specific tasks, but otherwise may lose focus.
Chapters/Regions: Discussions continued to be centered on roles and effectiveness. Board Regional Representatives may need to have need to have their role more clearly defined or communicated to the Chapters. Should they actively engage in activities at the Chapter level, or serve as an avenue for communication between the Chapter and Board? Should the Society provide more services to the Chapters or help the Chapters develop greater autonomy for local programming such as developing distance learning or related projects for chapter-level members who can not travle to the Society annual conferences?
9C2. Dues [Chibnik]
No discussion relating to the topic of dues was raised by those in attendance at this session.
9C3. Grassroots [Wayne, Roger Lawson, Lee Sorensen]
Relevant discussion centered on the desire to see more interaction between affinity organizations at the Chapter and Regional level. This echoes concerns voiced at the Society Structure meeting regarding the relationship between the Chapters and the Society, and the role of the Regional Representatives at the Chapter level
9C4. VRA/ARLIS [Graham, Corbetta-Noyes]
The focus of the discussion was the relationship between ARLIS/NA and VRA. The VRA members were very happy to hear that a joint conference was suggested for 2002 in St. Louis. They urged that it be a true joint conference and not just two separate over-lapping conferences. There was a request that VRA members participate in the 2002 CPAC.
9C5. Strategic Plan [Adrean]
Adrean reported that no one attended the Strategic Planning session.
9C6. Conference [Wayne, Lynagh]
Those who attended this meeting confirmed that the annual conference is "alive and well," yet felt that the conference should be evaluated in terms of its purpose and length. Moving towards a virtual conference was not viewed positively. Exhibitors should be more closely integrated into the conference: attendees should have more scheduled opportunities to visit the exhibits area; pehaps the exhibitors could sponsor an opening party at the exhibits area; put the registration desk nearer to the exhibits area.
Outside speakers were seen as providing valuable content to the conference, and honoria need to be higher in order to attract quality participants. Perhaps a special fund can be created to assist in providing honoraria. The plenary sessions should receive more publicity and admission should be charged to non-conference attendees.
The profusion of DSRT's and the low attendance at some of the DSRT meetings suggests that the value of the individual DSRT's needs to be examined.
Core needs for the annual meeting are: 1) sessions; 2) exhibitors; and 3) networking at social gatherings.
9D. Task Forces
9D1. Awards Task Force [Wayne]
Wayne reported that Graham would continue as liaison to this Task Force.
9D2. 2001 IFLA Satellite Conference, Boston [Wayne]
Wayne reported that the Board liaison for 2001 IFLA Satellite Conference, Boston (Hugh Wilburn, Chair) is Karen McKenzie.
9D3. Strategic Planning [Wayne]
Wayne will continue to be liaison to the Strategic Planning Task Force. They will provide presentation on Membership Survey at the Mid-Year Board Meeting. MID-YEAR AGENDA ITEM.
9D4. Statistics [Wayne]
Wayne asked for a volunteer to serve as liaison with this group. Carol Graney is serving as Chair. Peter Blank agreed to become liaison.
9D5. Box Task Force [Wayne]
In preparation for the transfer of Headquarters from Raleigh, NC to Laguna Beach, CA, Wayne appointed Roger Lawson to oversee the review of approximately 125 boxes of Society records and publications that have been in storage in North Carolina. Working with Roger will be Lee Sorensen, and Kitty Chibnik. The goal will be to visit the storage facility in mid-June and sort, discard, and designate items to be shipped to the new Headquarters.

10. ADJOURN

Motion #17. Unanimously moved to adjourn at 3:30 p.m. PDT.

Respectfully submitted,
Peter Blank, Secretary