Executive Board Minutes

Action items -- Listed by personal name

All Board Members:

Action item: Board members to write thank-you letters to the 2000 Pittsburgh Conference Co-Chairs. April 15. (4D. 2000 Pittsburgh Thank-Yous)

Action item: Board encouraged to write letters to any and all individuals associated with planning the conference and sponsors. April 30. (4D. 2000 Pittsburgh Thank-Yous)

Abrams:

Action item: Abrams to have Corcoran, Publications Committee Chair, forward H.W. Wilson full-text contract for Library Literature to McKenzie for signing. April 30. (7B3. Publications)

Action item: Abrams to inform Zieper, Update Editor, Corcoran, Publications Committee Chair and Ferrari, AWSAB Chair, that Update will be posted on the AWS with all ads as of issue #3 (June 2000). April 15. (7B3. Publications)

Action item: Abrams to keep Board informed of time sensitive issues relating to the various Society publications and their possible implications during the management firm transition period. April 15. (7B3. Publications)

Adler/ADI:

Action item: ADI to send a hard copy and a copy on disk of the fundraising (development) database to Jacoby. April 15. (3A. Development - Business arising related to transition)

Action item: ADI to provide Stephanie Sigala and Betsy Peck Learned, Art Documentation Co-Editors, Kathy Corcoran, Publications Committee Chair, and Abrams with a copy of ADI's standard copyright release form. April 15. (3B. Publications - Business arising related to transition)

Action item: ADI to insure that copies of all Society production items have been sent to the ARLIS/NA archives at Syracuse University. April 15. (3B. Publications - Business arising related to transition)

Action item: ADI to inventory all remaining boxes of publications and forward the inventory to Kathy Corcoran, Publications Committee Chair, Abrams, Blank, and McKenzie. April 15. (3B. Publications - Business arising related to transition)

Action item: ADI to copy AWS via appropriate transmission format as requested by the new management firm. ADI will house the site on their server until the new firm is ready to make the transfer, perhaps beyond April 30. (3C. ARLIS/NA Web Site Advisory Board - Business arising related to transition)

Action item: Revised AWS transition responsibilities:

- Contact Mary Graham and obtain an electronic copy of the Policy Manual changes and post same to the appropriate sections on the web site.

- Contact Lorna Corbetta-Noyes and obtain an electronic copy of the changes to the Chapter Success Manual and post same to the appropriate sections on the web site.

- Contact Ann Lally, Conference Proceedings Editor, and obtain an electronic copy of the 99 conference proceedings and post same to the appropriate page on the website.

- Contact Roberto Ferrari, AWSAB Chair, and arrange to give him administrative electronic access to the AWS.

- Continue to maintain the usual process for regular updates and maintenance on the AWS (including changing dates, names, etc.) All to be completed prior to April 25. (3C. ARLIS/NA Web Site Advisory Board - Business arising related to transition)

Action item: ADI to send membership database template with key to all fields to Katy Poole, Membership Committee Chair and Goldsmith. April 15. April 15. (3D. Membership - Business arising related to transition)

Action item: ADI to send 2000 membership non-renewal list to Poole, Membership Committee Chair. April 15. (3D. Membership - Business arising related to transition).

Adrean:

Action item: Adrean to direct Austin, Standards Committee Chair, to establish exactly what costs (NISO dues increase) and benefits are associated with the Society supporting NISO's adoption of the TC46 Secretariat due to DIN's (a German standards organization) relinquishing of this support responsibility. For later Board email discussion. May 30. (7B8. Standards)

Action item: Adrean to initiate discussions with Austin regarding the possible dissolution of the Standards Committee and the appointment of Austin as a Special Appointment as Liaison to NISO. April 30. (7B8. Standards)

Blank:

Action item: Blank to contact Committees that require the production of award certificates (Research, Travel, etc.) and inform new management firm of this requirement. New firm should have templates and produce award certificates as required by the Committees. Management Calendar item. June 1. (7B14. Research)

Action item: Blank to inform Graney, Statistics Task Force Chair, that the STF's report must be submitted to the Board by the Toronto Mid-Year meeting or the STF will be dissolved. April 15. (7D1. Statistics Task Force)

Action Item: Blank to delete all references to the Film & Video Round Table from the Policy Manual. June 15. (8. Other business)

Goldsmith:

Action item: Goldsmith to inform Poole, Membership Committee Chair, of the need to add check-off boxes for donations to a select group of development possibilities on the membership application/renewal form. April 30. (7B1. Development)

Action item: Goldsmith to advise Poole, Membership Committee Chair, that money has been funded for fiscal year 2000 for the design and creation of a new membership brochure and that the Committee should propose a design for presentation to the Board at the Toronto Mid-Year meeting. April 30. (7B6. Membership)

Action item: Goldsmith to notify Poole, Membership Committee Chair, that the "other societies" boxes on the membership application and renewal form should be dropped. April 30. (7B7. North American Relations)

Action item: Goldsmith to inform the Canadian Chapter that due to hotel room block minimum requirements we can not provide alternative conference housing information in the pre-program information or conference program. (7C1. Canadian)

Goodman:

Action item. Goodman to recommend that in the interest of planning efficiency for the 2002 St. Louis Joint ARLIS/NA-VRA Conference that the current structure of four VRA Co-Chairs and four ARLIS/NA Co-Chairs be reduced to a total of four Co-Chairs, one VRA and one ARLIS/NA for Local Arrangements and one VRA and one ARLIS/NA for Programs. April 30. Goodman to follow up and make email motion to amend Motion #58 (1999/2000 Board) which approved the previous ARLIS/NA St. Louis conference Co-Chair structure. May 15. (4B1. 2002 St. Louis)

Action item: Goodman and Kempe to take expressed Board interest back to New York City Chapter and ask the Chapter to follow up on the possibility of a NY/Brooklyn Conference in 2005. June 15 (4B4. New York Conference proposal)

Action item: Goodman to contact Greg Most, Visual Resources Moderator, and suggest that the Visual Resources Division prepare an appropriate response in conjunction with the Visual Resources Advisory Committee, Leigh Gates, Chair, for possible Society support of the Academic Image Cooperative. April 15. (7A1. Visual Resources Division)

Action item: Goodman to inform Decorative Arts that Policy Manual section E-23 Statement of Purpose for the Decorative Arts Round Table already includes language indicating a focus on aspects of "material culture" and that the Round Table should publicize this aspect of their Statement of Purpose. Goodman also to indicate the considerable amount of editing work that would necessarily accompany a name change for the Round Table. May 1. (7A3. Decorative Arts)

Action item: Goodman to notify XX, Serials Round Table Moderator, that the John Benjamins Award has been discontinued. Benjamins will continue to support the Society in other ways. May 1. (7A4. Serials)

Action item: Goodman to contact XX, Serials Round Table Moderator, and outline the necessary steps according to the Society Bylaws for the creation of a Section. Also, Goodman will encourage the Round Table to utilize ARLIS-L for all Round Table related discussions rather than a separate distribution list. May 1. (7A4. Serials)

Action items: Goodman to report to Women and Art Round Table that materials posted to Society linked sites that are not hosted on the AWS server do not require Society vetting prior to posting. Goodman will copy Blank, and Ferrari, AWSAB Chair. April 30. (7A5. Women and Art)

Action item: Goodman to suggest possible new format of a combined general meeting with break-out groups for the conference Round Table business meetings to moderator@ listserve for discussion by Moderators. April 10. Goodman to compile responses and report to McKenzie to take to Los Angeles CPAC meeting May 23-24. (7A6. New Art)

Jacoby:

Action item: Adler to forward Development/Fundraising database to Jacoby in print and on disk. Jacoby to forward to Development Committee. April 10. (3A. Development)

Action Item: Jacoby to contact IFLA 2001 Conference planning committee and recommend that they create a lead fund raising position. This individual would liaison with the Development Committee. May 1. (4B3. IFLA 2001 Conference, Boston)

Action item: Jacoby to do a comparison of 1999 and 2000 budgets in main areas where we are likely to incur expenses pertaining to transition between management firms. April 30. (5A1. Audit)

Action item: Jacoby will create a report clarifying the financial structure and situation of the Society for distribution prior to the Toronto Mid-Year meeting. Sept. 15. (6B. Emergency funds report)

Action item: Jacoby to charge the Development Committee to outline the creation of a fund designated to provide speaker and conference program support above and beyond the usual speaker honoraria. Among the activities requiring support would be plenary and special session speakers. April 30. (7B1. Development)

Action item: Jacoby to charge the Development Committee to outline the creation of a fund designated to provide speaker and conference program support above and beyond the usual speaker honoraria. Among the activities requiring support would be plenary and special session speakers. April 30. (7B1. Development)

Action item: Jacoby to check with Barnet and ADI to see who currently has signature authority for signing checks, and arrange for the addition and removal of signatures as appropriate. April 30. (7B2. Finance)

Action item: Jacoby to initiate email discussion requesting Executive Board input for special considerations which may have implications for the Society's long term financial projections. June 1. (7B2. Finance)

Action item: Jacoby to discuss with Corcoran, Publications Committee Chair, the re-establishment of the necessary financial reports which the Committee must receive. April 30. (7B3. Publications)

Action item: McKenzie to continue discussions regarding relationship between VRA and ARLIS/NA with Ann Whiteside; Wayne and Jacoby to meet with Whiteside at San Francisco VRA annual meeting in April 2000. (7B15. Visual Resources Advisory Committee)

Kempe:

Action item: Goodman and Kempe to take expressed Board interest back to New York City Chapter and ask the Chapter to follow up on the possibility of a NY/Brooklyn Conference in 2005. June 15 (4B4. New York Conference proposal)

Action item: Kempe to inform Bowen, Collection Development Chair, that the Committee needs to post the idea of creating a Collection Development Problems Discussion Group on ARLIS-L well before the 2001 Los Angeles Conference May 1 program/business meeting proposal deadline in order to gauge interest and the necessity of scheduling a room. April 10. (7B10. Collection Development)

Lynagh:

Action item: Lynagh to charge Committee with making a case as to why ARLIS/NA should or should not affiliate with the Association of Moving Images Archivists for presentation at the Toronto Mid-Year meeting. June 1. (7B7. North American Relations)

Action item: Lynagh to charge the Committee to suggest: 1) a means to provide appropriate administrative structure for affiliates outside the current Committee structure in order to dissolve the Committee; and 2) create position guidelines for affiliate Liaisons for presentation at the Toronto Mid-Year meeting. April 30. (7B7. North American Relations)

Action item: [Relating to 7B13. Public Policy (Lynagh). Pat submitted a draft letter from Lawson. Lynagh to direct Lawson to send draft to McKenzie, with cc to Blank, of letter for signing. Need to check tape for context.]

McKenzie:

Action item: McKenzie to inform 2001 Los Angeles Program Co-Chairs to amend online program proposal form that the Sponsors line is optional, and to post a message on ARLIS-L indicating that any individual can suggest a proposal without DSRT or Committee sponsorship. April 20 (4C. Conference program sponsorship)

Action item: McKenzie, as President, to write official letters to all Pittsburgh Conference sponsors, and all individuals who assisted in local conference planning. List provided by Lockard. May 15. (4D. 2000 Pittsburgh Thank-Yous)

Action item: McKenzie to contact the AASL-ARLIS/NA Task Force on Architectural Accreditation Co-Chairs, Janine Henry and Kathy Brackney, and inform them that the Task Force report completion date will be July 31. April 30. (7A2. Architecture)

Action item: McKenzie to notify Amy Ciccone that the Serials Swap will not be required for the 2002 Los Angeles Conference. May 1. (7A4. Serials)

Action item: Goodman to suggest possible new format of a combined general meeting with break-out groups for the conference Round Table business meetings to moderator@ listserve for discussion by Moderators. April 10. Goodman to compile responses and report to McKenzie to take to Los Angeles CPAC meeting May 23-24. (7A6. New Art)

Action item: McKenzie to charge the 2001 Los Angeles Co-Chairs to begin planning a silent auction for the Los Angeles Conference. May 23-24. (7B1. Development)

Action item: McKenzie to inform Kate Shanley of change to electronic distribution of Update with issue #3, June 2000, issue. April 15. (7B3. Publications)

Action item: McKenzie to notify Los Angeles CPAC of Board Motion #5, implementing a retired members conference registration rate equivalent to the student rate. May 23/24. (7B6. Membership)

Action item: [Relating to 7B13. Public Policy (Lynagh). Pat submitted a draft letter from Lawson. Lynagh to direct Lawson to send draft to McKenzie, with cc to Blank, of letter for signing. Need to check tape for context.] (7B13. Public Policy)

Action item: McKenzie to inform Los Angeles CPAC that John Benjamins will not be funding an exhibitors' opening breakfast, but prefers to support the Society in areas more related to programming, and that he suggested that the Exhibitors' hall open at 9:00 a.m. instead of 8:00 a.m. on the first day. May 23-24. (7B14. Research)

Action item: McKenzie to continue discussions regarding relationship between VRA and ARLIS/NA with Ann Whiteside; Wayne and Jacoby to meet with Whiteside at San Francisco VRA annual meeting in April 2000. (7B15. Visual Resources Advisory Committee)

Wayne:

Action item: Wayne to distribute local planning and sponsor lists for the 2000 Pittsburgh Conference to the Board for thank-yous. April 10. (4D. 2000 Pittsburgh Thank-Yous)

Action item: Wayne to correct Handbook in regards to the composition the Executive Committee: President, Vice-President/President-Elect, Past President, Secretary, and Treasurer. (5A2. Contract)

Action item: Wayne to update Conference Planning Manual indicating that commissionables relating to hotel contracts and travel belong to the Society. May 15. (5A2. Contract negotiations)

Action item: Wayne to report Board Motion #4, to change the name of the Awards Committee to the Distinguished Awards Committee to Committee Chair, Hughston. April 30. (7B5. Awards)

Action item: McKenzie to continue discussions regarding relationship between VRA and ARLIS/NA with Ann Whiteside; Wayne and Jacoby to meet with Whiteside at San Francisco VRA annual meeting in April 2000. (7B15. Visual Resources Advisory Committee)