ARLIS/NA
MEMBERSHIP MEETING
The Roosevelt Hotel
New York, NY
Monday, April 19, 2004
Present: Allen Townsend, Outgoing President, Incoming Past-President
Daniel Starr, Outgoing Past-President
Jeanne Brown, Outgoing Vice President/President-Elect, Incoming President
Phil Heagy, Outgoing Treasurer
Judith Herschman, Secretary
Suzy Frechette, Midwest Regional Representative
Irene Puchalski, Outgoing Canadian Representative
Laura Schwartz, Southeast Regional Representative
Kay Teel, Outgoing Western Regional Representative
Carol Graney, Northeast Regional Representative
Lynda White, Incoming Treasurer
Peggy Keeran, Incoming Western Regional Representative
Jonathan Franklin, Incoming Canadian Representative
Elizabeth Clarke, Executive Director
Vicky Roper, Association Administrator
Bonnie James, Association Financial Manager
1. Call to Order
Allen Townsend called the Membership Meeting to order at 11:00 am.
2. President’s Report
Allen Townsend reported that the Society’s Annual Reports are posted on the ARLIS/NA website for viewing. The President’s report is on the website and covers many issues such as restructuring of the Society’s committees as well as divisions, sections and roundtables.
The Society’s membership numbers have increased by 3% for 2004, which is an improvement over last year’s numbers.
The Executive Board were not elected this year as there was difficulty in finding people who were willing to fill the positions. Allen Townsend encouraged those members who feel strongly about the Society to come forward and answer the call from the Nominating Committee.
The Board of Directors have organized forums to speak and hear from the membership as there will be difficult decisions ahead. Elizabeth Clarke has guided the Board on these issues. One of these is the relationship between ARLIS/NA and its Chapters regarding legal and liability issues.
The Society programs have been successful due to many volunteers. As socio and economic factors have affected everyone, Allen Townsend called upon the membership to support the Society’s Board of Directors by letting them know opinions and ideas on how to move the Society forward.
Allen Townsend thanked the Conference Planning Advisory Committee for a wonderful conference as well as the Headquarters staff, Elizabeth Clarke, Vicky Roper and Susan Rawlyk, for their support of the committee. Thanks were given to the local conference committee for their time, effort and support of the tours and events. Thanks were given to the Chairpersons of the Committee, Ted Goodman and Margaret Webster.
3. Headquarters Report
Elizabeth Clarke stated that the staff at Headquarters, Vicky Roper, Susan Rawlyk and Bonnie James feel that they have made great friends and colleagues as a result of working with ARLIS/NA over the past years.
There have been many challenges this past year due to external factors and a strategic plan will be worked on this year in order to raise membership numbers and to restructure the Society to move forward in the future.
The Chapters are utmost on the minds of the Board at this time. Each Chapter works independently as a separate entity but are using ARLIS/NA’s tax identification number and using similar bylaws. The Executive Board will be reviewing this and seeking legal advice on what the best situation should be for ARLIS/NA and its Chapters.
Elizabeth Clarke let the membership know that Headquarters is now under the name of McPhersonClarke. Clarke Association Services and McPherson Management out of Calgary, Alberta have joined forces and are both operated under the umbrella of McPhersonClarke. Elizabeth Clarke is CEO of McPhersonClarke as well as Clarke Association Services. The only change in the company is that it is bigger and has greater access to resources.
4. Treasurer’s Report
Phil Heagy reported ARLIS/NA has had a complete audit which is done every three years in order to have a complete handle on all that ARLIS/NA does. The auditor indicated that there was a reportable condition regarding Chapters having to submit their financial statements to ARLIS/NA. The full report will be posted to the website.
In 2003, ARLIS/NA experienced in increase in net assets which was very close to the projected net assets of $3,000. The conference results were the reason for this increase and ARLIS/NA will have earned a profit of approximately $40,000.
Membership numbers were down in 2003 but have increased by 3% for 2004 at this point.
The publication sales were down somewhat but there are hopes that he latest occasional papers will boost these sales.
The 2004 budget was approved at the Executive mid-year meeting this past August and projected a deficit. With the change in the conference profits this year, this deficit will change.
Phil Heagy reported that the Society is in excellent financial shape and announces that it has been an honor serving as Treasurer for ARLIS/NA.
5. New York Conference Report
Ted Goodman thanked the membership for coming to New York and thanked the Conference Planning Committee and all who were involved in making this conference possible: Ross Day, Carol Ann Fabian, Gregg Most, Milan Hughston, Clayton Kirking, Liz O’Keefe, Liz Oldal, Heidi Hass, Chris Sala, Kitty Chibnik, Janis Ekdahl, Jim Vissochel, Jonathan Franklin, Jennifer Tobias, Sherman Clarke, Emily Roth, Paul Glassman, James Mitchell, Leigh Gates, Deborah Kempe, Judy Connorton, the Executive Board and everyone at Headquarters. Due to everyone’s hard work, the number of people attending has broken a record with a total number of 804 in attendance.
Margaret Webster thanks the membership for coming to the conference and reminds everyone to submit their conference evaluation forms as well as urges everyone to send in conference proposals for next year’s conference in Houston. These proposals are due May 31.
6. Houston Conference Preview
Jon Evans reported that ARLIS/Texas-Mexico are honored to host the 2005 conference in Houston, Texas from March 31 to April 6.
Houston is the fourth largest city in the United States,home to the eighth wonder of the world, the Astrodome, the largest medical campus in the world and the largest livestock show and rodeo. The performing arts is thriving in Houston as well.
Highlights for the conference will include: The Museum of Fine Arts, Houston, Sculpture Garden, Emphasis on Latin American work at MFAH, Contemporary Art Museums, Rice University and the Rice University Art Gallery, Johnson’s Space Centre, River Oaks House Museums, St. Thomas University, University of Houston, Houston Centre for Contemporary Craft, The Orange Show, Project Roadhouse and the Houston Center for Photography to name a few.
The host hotel is the Houston Hilton which is a brand new facility located southeast of downtown Houston with easy access to the new light rail system.
Conference information is posted to the website and submissions are due May 31.
7. Remembrances
There were no remembrances reported.
8. Outgoing Executive Board Members
Allen Townsend reported that the Board of Directors have been hard working, collegial and dedicated to the principles of the Society. Thanks were given to the outgoing Board members: Daniel Starr, Irene Puchalski, Phil Heagy and Kay Teel. Jeanne Brown has already taken over the helm and will make a wonderful President.
9. Incoming Executive Board Members
Jeanne Brown introduced the incoming Executive Board members:
Vice President/President-Elect: Margaret Webster
Treasurer: Lynda White
Western Regional Representative: Peggy Keeran
Canadian Representative: Jonathan Franklin
Those remaining on the Executive Board:
Past-President: Allen Townsend
Southeast Regional Representative: Laura Schwartz
Northeast Regional Representative: Carol Graney
Midwest Regional Representative: Suzy Frechette
Secretary: Judith Herschman
Jeanne Brown thanks Allen Townsend for all of his support and help leading up to the role of President.
10. Jeanne Brown, President, 2004-2005
The New York conference membership meeting provided a great opportunity to share a few thoughts with those in attendance. An edited version of those thoughts follows for those who were unable to make the meeting. I am also pleased to report that there was a spirited discussion at the membership meeting regarding the pros and cons of charging non-members a subscription fee for ARLIS-L. A straw vote following the discussion indicated that the majority were not in favor of charging at this time. Open access to all was reaffirmed as a basic value.
ARLIS/NA claims an ambitious mission: to play a leadership role for the 21st century by providing resources and services for the worldwide arts information community.
Our programs, conferences, publications, guidelines—the content we produce and consume, the synergy we create—are all part of the constellation of ARLIS/NA’s resources and services.
That content is most dramatically embodied in our conferences. I don’t need to outline for you the scope and variety of the content evident in the New York conference program. But “conference” is not our sole vehicle for generating content.
We operate year-round. Year-round activity is one of the challenges of our committees, divisions, sections, round tables, and discussion groups. How do we continue to share concerns and solutions when we are not face to face? On an individual basis we do so on ARLIS-L. For the organization and its groups, keeping up momentum when our deadlines tend to be annual, revolving around conference, reflects both will and commitment.
One of the most important decisions I have been called on to make as incoming president has been the choice of committee chairs. I am really excited about the activities they have proposed for the coming year.
Let me share a very select list with you, and encourage you to contact committee chairs to share your views, suggestions, or just plain support and encouragement! (And while I am at it, the same goes for sharing your suggestions and encouragement with the Executive Board members. We appreciate hearing from you!)
Here are just some of the committee activities planned for 2004.
The Professional Development Committee, chaired by Heather Ball, will continue to focus on core competencies and how they will contribute to our professional lives. In addition the committee, collaborating with other ARLIS/NA groups such as the Academic Library Division, will explore a year-round mentoring program, expanding from the wonderful conference mentoring program we have had for some years now.
The Cataloging Advisory Committee, chaired by Elizabeth O’Keefe, plans to complete the much anticipated revision of the NH schedule for photography, last published by ARLIS in 1974.
The Standards Committee, co-chaired by Sarah McCleskey and Ann Whiteside, are drafting a list of standards that ARLIS groups are working on, and a list of standards that should be developed. They are considering the revision of the staffing standards and the facilities standards.
The Public Policy Committee, co-chaired by Vanessa Kam and Cara List will be monitoring three principle areas: the Patriot Act, copyright issues, and fair use.
The Publications Committee, chaired by Jack Robertson, will be focusing on adding content and functionality to the ARLIS Web Site [AWS]. The committee, and specifically its task force on the AWS, will also be looking at the design of the pages. The Web Site reflects who we are. Its revamping is a priority for the organization.
Serving on the task force is our new web editor Nedda Ahmed from Denison University. We look forward to working with her in the upcoming years. Also on the task force is outgoing web editor Jonathan Franklin, now a member of the Executive Board and liaison to the Publications Committee. Our heartfelt thanks go to Jonathan for the excellent job he has done these last few years.
The Membership Committee, chaired by Janine Henri, in addition to such imperatives as revising the membership form, will be engaged in a program to highlight our members—who they are and what they do—and to highlight the value of ARLIS/NA to those members.
I can’t list them all! But even this brief list illustrates the energy and ambition of our Society.
The energy and ambition of the Society is expressed too in its strategic plan. Our current plan lists four goals: professional and continuing education, developing programs to meet the needs of our members, exerting an influence on external forces affecting the profession, and strengthening the effectiveness of the Society.
You have the opportunity to contribute to the next iteration of the plan. Strategic Planning Task Force co-chairs Leslie Abrams and Lucie Stylianopoulos are leading efforts to make sure that all ARLIS/NA constituencies have the opportunity to be heard. They rely on you to make those efforts successful.
I don’t need to tell you that our strength is in our members: individually and collectively. Through ARLIS/NA we have the venue and the opportunity to create what we could never pull off alone! Through ARLIS/NA we can make a difference.
Thank you for the privilege of serving as your president. I look forward to it!
11. Strategic Plan - 2005
Jeanne Brown encourages the membership to bring ideas forward to the Executive Board for the Strategic Plan. The strength of ARLIS/NA is in its members who have the opportunity to make a difference and to make opportunities happen.
12. Scheduled Announcements – Banff 2006
James Rout announced on behalf of ARLIS/Northwest and ARLIS/Canada that the 2006 conference will be held at the Banff Springs Hotel in Banff, Alberta, Canada.
13. Open Forum
Kathleen List thanks the conference planners for the opportunity for the Chapters to meet at the conference. It was also asked that it be clarified what the Chapters operations are.
Elizabeth Clarke answered that it is believed that Chapters are working outside of ARLIS/NA but are using ARLIS/NA guidelines.
Jeanne Brown asked members what they would think of charging non-members to use ARLIS-L.
The comments below reflect some of the member comments:
Janine Henri stated that this would exclude possible new members from joining ARLIS/NA and would shut people out.
Trudy Jacoby stated that charging non-members for listserve use is used by other associations and sees this as a positive step.
VRA went through this same situation. The benefits of charging non-members would be that members would know who they are speaking to.
Mark Pompelia reported that VRA sells a listserve subscription only with no members benefits.
Gregg Most strongly opposes this and feels that it would shut potential members out.
Daniel Starr stated that ARLIS-L is the only international listserve. If it is restricted to members only, then ARLIS/NA would lose potential members as well as conference attendees.
14. Adjournment
The meeting was adjourned at 12:40 pm.