North American Relations Committee (NARC)
Friday p.m., 4 April 1997

Present: Marianne Cavanaugh, Claire Eike, Paula Epstein, Suzanne Freeman, Ray Anne Lockard, Al Willis, Board liaison Jack Robertson, headquarters liaison Penney DePas.
Absent: Roberta Geier, Marisa Keller.

The meeting began with the introduction of Marianne Cavanaugh as committee co-chair and distribution of a hand-out listing NARC members' names, addresses, etc., and liaisonship along with the next conference dates, web site and listserv address for each partner organization. The (2/27/97) 1996 annual report of the committee was reviewed, with continued commentary on several issues that will shape the committee agenda for the coming year.

1. Determining which other organizations should be represented on the committee.

• After discussion of pros & cons, the general consensus was that the committee should seek contact with the following groups in the near future: AASL; SAH; MLA.
• It was also mentioned that Penney DePas is the official ARLIS/NA link with the ALA Affiliates group and that this relationship is external to NARC.

2. Determining the duties of liaisons.

• Responsibilities and approach will vary due to the differing natures of the organizations with which we link. Individual liaisons will shape their own roles to a large extent. However, the bottom line for everyone is communication and joint programming. Each liaison should post news to ARLIS-L and to the other organization's listserv, including conference and programming opportunities.
• Liaisons should let Penney DePas at headquarters know when and to whom ARLIS brochures and other printed materials should be sent for display at the conferences of other organizations. Penney passed out a draft of the proposed "oversized business cards" for ARLIS/NA which will be cheaper to send out than our full brochures. Liaisons should let the ARLIS/NA Publications Committee know of any new publications from their contact organizations.
• The length of duty for liaisons was also reviewed. Officially, it is one year, renewable. Two years is more typical, with longer terms necessary for CAA and ALCTS liaisons. Clearly it is desirable to retain all liaisons for more than one year so that contacts can be cultivated and strengthened. At the appropriate time, each liaison should suggest and cultivate their own replacement.
• Roberta Geier had previously suggested that we draft a letter of introduction for liaisons from our President to the appropriate contact in other associations. After discussion, the committee agreed that: the letter should introduce both the liaison and the Society; it should give our mission and point out where common interests lie; it should mention our next conference dates, our agenda for the year, and any relevant upcoming events; finally it should name the liaison and describe the object of the relationship. ARLIS/NA brochures should be enclosed. It will be up to individual liaisons finally it should name the liaison and describe the object of the relationship. ARLIS/NA brochures should be enclosed. It will be up to individual liaisons to request the "letter of introduction" of our President and to provide name and address for the appropriate recipient(s).
• Jack Robertson distinguished between this newly proposed letter of introduction and the type of correspondence that occurs at a "Board-to-Board" level between ARLIS/NA and officially affiliated organizations. The letter that NARC is drafting will be used at more informal level. Paula Epstein brought up the issue of timing. Some organizations hold their conferences at about the same time as ours. Letters of introduction should be geared to their conference schedule, management calendar and incoming officers. Marianne Cavanaugh volunteered to start a draft for committee approval.

3. The ARLIS/NA membership database.

• Possible refinements to the membership renewal form were discussed in regard to gathering and using joint membership information. For the existing categories, it would be useful know just the sheer number of ARLIS/NA members also belonging to each. For larger organizations, (e.g. ALA) there should be some sub-categories (Arts Section, ALCTS).
• A specific schedule of membership data reports needed by liaisons should be developed. Requests for reports may be filed with headquarters by all committees at this time. New report formats will be developed based on the information that is requested now. It was also suggested that our Membership Committee consider offering an "introductory rate" for new ARLIS/NA members coming in from affiliated organizations. Suzanne Freeman will take these suggestions and requests to the Membership Committee.

4. Clarifying what it means to be a formal "affiliate" of ARLIS/NA.

• Jack Robertson and Penney DePas reported that POLICY X, items 1-6 have been revised by the Board and can be found online at http://www.uflib.ufl.edu/arlis/policy. Among the new reciprocal privileges are: exchange of ads; exchange of mailing labels; complementary conference registration for top elected officers and the Executive Director or designated liaison at conferences. NARC committee members discussed whether ARLIS/NA would be able to publish numerous large ads from other associations. It was suggested that various sizes of "camera ready" ads be developed for exchange would be able to publish numerous large ads from other associations. It was suggested that various sizes of "camera ready" ads be developed for exchange purposes. It was also suggested that sample issues of Art Doc and Update should accompany any such exchanges.

5. Conference proposals.

• Ray Anne Lockard reported that Mary Williamson is nearing completion of her panel for the 1998 Toronto joint CAA/ARLIS session. Ray Anne is now calling for proposals for the 1999 CAA conference in L.A. The deadline for proposals will be coming up in June 1997. The conference theme will be diversity, in response to California's Proposition 187. As an affiliated organization we are allowed to schedule a special session at each CAA conference. Scheduling a regular session at CAA is a more competitive process requiring a well-developed written proposal. Ray Anne will work on getting our URL linked from the CAA web site this summer.
• Marianne Cavanaugh introduced an idea for a session at the next ARLIS/NA conference on the new IMLS and other funding-related issues. She is contacting our Museum Division for their input.

6. Budget for 1998.

• Claire Eike will submit a very minimal budget for the committee, as was done last year. Our only expenses have been some mailing costs.

Claire Eike
John M. Flaxman Library
School of the Art Institute of Chicago
ceike@artic.edu