ART LIBRARIES SOCIETY OF NORTH AMERICA
EXECUTIVE BOARD CONFERENCE CALL
FEBRUARY 10, 1998 11:00 a.m. Eastern
MINUTES
1. CALL TO ORDER
Present: Roger Lawson, President; Mary Graham, Vice-President; Jack Robertson, Past President; Jeanne Brown, Secretary; Ross Day, Treasurer; Cheryl Siegel, Canadian Representative; Jane Carlin, Midwest Regional Representative; Margaret Webster, Northeast Regional Representative; Lee Sorensen, South Regional Representative; Deborah Barlow Smedstad, West Regional Representative; and Penney De Pas, Executive Director.
President Roger Lawson called the scheduled conference call of the Executive Board of the Art Libraries Society of North America to order at 11:00 a.m. (Eastern).
Participants were reminded of conference call protocol to say the speaker's name first before speaking. De Pas served as the official minute-taker.
Regarding how to number motions for different meeting formats (email, conference call, and in-person) the consensus was to begin each new in-person meeting and conference call meeting with motion number one.
2. CORPORATE RESOLUTION FOR LPL
Motion 1: With the consent of Day and Graham, unanimously voted to withdraw email motion #40, Approval of Corporate Resolution for LPL.
The Society’s application to LPL Financial Services, as recommended by the Finance Committee and subsequently approved by the Executive Board (EB) [Email Motion # 35, dated November 3, 1997], to requires a corporate resolution.
Motion #2: Unanimously approved the opening of an investment account in the name of ARLIS/NA with LPL Financial Services, and that both: James Ross Day, Treasurer, or in his stead, Roger Lawson, President, or their successors in office, on behalf of the Society; and Penney De Pas, Executive Director, or in her stead Michael S. Olson, OMG President, on behalf of Olson Management Group, may, on behalf of the Society, (1) give orders in the said account for the purchase, sale or other disposition of stocks, bonds, and other securities, (2) deliver to and receive from LPL Financial on behalf of the Society any monies, stocks, bonds, and other securities, (3) sign acknowledgments of the correctness of all statements of accounts and (4) make, execute and deliver under the corporate seal any and all written endorsements and documents necessary or proper to effectuate the authority hereby conferred; the within authorization to each of said officers to remain in full force and effect until written notice of the revocation thereof shall have been received by the Society.
3. Liquidation of the CURRENTLY EXISTING INVESTMENT Funds
In accordance with Policy J-12, approved during the pre-conference EB meeting in April 1997, to establish a Long-Term Fund and a Short-Term Fund, Day reported the Finance Committee's recommended liquidatation of existing funds and the transfer of the account balances to LPL for investment.
Motion #3: Unanimously approved the liquidation of Parnasuss Fund, Parnassus Income Fund Fixed Income Portfolio, and PAX World Fund, and the transfer to LPL Financial Services of the account balance for investment in the ARLIS/NA Long Term Fund, and the liquidation of the Calvert Social Investment Fund Money Market and transfer of the account balance into the ARLIS/NA Short Term Fund.
Action: De Pas and Brown to transmit the corporate resolution to LPL. Day and De Pas to take action to liquidate funds and create appropriate line items (March 15) with progress report at pre-conference EB meeting. De Pas and Lawson to include as agenda item on pre-conference board meeting.
Day announced that ARLIS/NA Financial Advisor David Freeman-Woolpert of LPL Financial Services will attend the 1998 Philadelphia pre-conference board meeting. The EB congratulated the Finance Committee and the Treasurer for facilitating this momentous step for ARLIS/NA in handling its investments in a professional manner.
4. APPROVAL OF MIDYEAR EXECUTIVE BOARD MEETING MINUTES
De Pas questioned whether the EB members wished for her to prepare a Draft #4 of the Midyear Executive Board meeting minutes or to approve Draft #3 with amendments. Discussion was also held on whether to amend Motion # 15 to add 2 conference co-chairs for Vancouver. The consensus was to table this issue until the Philadelphia pre-conference EB meeting agenda. Action: De Pas and Lawson to add approval of two additional conference co-chairs for Vancouver to pre-conference EB meeting agenda. (February 20)
Motion #4: Unanimously approved third draft of the Midyear meeting minutes as amended.
4A. Style Manual for Official ARLIS/NA Documents
Brown expressed her appreciation for the style suggestions/questions submitted by Day.
The consensus was to use the following preferred forms:
EB/Executive Board - capitalized, spelled out in first instance of use with acronym in parentheses
Vice-President (use hyphen)
bylaws - not capitalized
25th Anniversary Scholarship Fund - use full name
Action: De Pas to send revised (final version) of Washington, DC, Midyear EB Meeting minutes to AWS for mounting prior to conference. (February 20)
5. POLICY MANUAL REVISION
5A. Appointment of Policy Manual Revision Task Force
Brown reported that she had posted Section A of the Policy Manual to BOARD-L; however, the email revision strategy was apparently not working. Lawson recommended appointment of a subcommittee of the Executive Board to prepare suggested revisions with a comprehensive list of changes to be brought before the full board at the midyear meeting. The plan will be to charge the Policy Manual Revision task force at the pre-conference meeting and take action post-conference. The task force will consist of the Past President, Executive Director, and Secretary. Action: De Pas and Lawson to add charging Policy Manual Revision task force to pre-conference meeting agenda. (February 20)
5B. Input from Leaders not on Task Force
The task force will seek selective input from other leadership. EB liaisons are responsible for recruiting comment from committees and groups involved with particular policies. Action: EB members to submit to Brown any policy manual changes which they are ready to propose. (March 15)
6. New Business
6A. New Jersey Chapter
Webster reported on her (and her predecessor's) difficulties maintaining contact with the New Jersey chapter. Unresponsiveness was attributed partly to the chair not being on email. However, the regional representative needed to receive an annual report, list of new officers, etc. The chair reported that the chapter cannot seem to get enough members together to vote. It was observed that the chapter's close proximity to the New York and Delaware Valley chapters resulted in members participating in those other chapters. The EB reviewed Article XIII of the ARLIS/NA bylaws regarding chapters which included provisions regarding the formation of a chapter by petition of 10 or more members; the requirement for two officers: a Chair (Helen Sullivan) and a Secretary; under Section 7, chapters may be dissolved by the EB when their usefulness has ceased. Action: Webster to contact Sullivan to determine whether chapter wishes to continue, including a bylaws review (both ARLIS/NA and ARLIS/NJ) and membership list review. Action: Staff to provide Webster with list of ARLIS/NA members living in NJ as well as who has selected chapter membership in ARLIS/NY, Delaware Valley, or NJ. Check Archives list to see if NJ bylaws are on file in Syracuse. (March 1) Sorensen reported a similar situation existed in the Southeast chapter.
6B. Public Policy Committee
6B1. Proposed Digital Copyright Legislation
Lawson and Webster reported that the Public Policy Committee was soliciting the EB’s endorsement to encourage grass roots support of landmark digital copyright legislation [S. 1146 Sen. John Ashcroft's (R-MO) Digital Copyright Clarification and Technology Act and H.R. 3048 Reps. Rick Boucher (D-VA) and Tom Campbell (R-CA) Digital Era Copyright Enhancement Act. The Public Policy Committee will post an action Alert on ARLIS-L and CHAPTER-L. It was noted that the Digital Futures Coalition (DFC) endorsement encompasses other endorsing organizations. Action: Webster to request a list of endorsing organizations from the Public Policy Committee and send to EB. Motion #5: Unanimously approved the Public Policy Committee's request to endorse Congressional legislation updating the nation's copyright laws for the digital age (S. 1146 "Digital Copyright Clarification and Technology Act" and H.R. 3048 "Digital Era Copyright Enhancement Act"), including the Fair Use Doctrine, and post information pertaining to them on ARLIS-L and appropriate ARLIS/NA lists. Action: Lawson/Webster to send email to De Pas with information on the legislation. Webster to ask VRAC to review posting and communicate amendments to postings and endorsement to Public Policy Committee. Lawson to send notification of ARLIS/NA endorsement supporting on ARLIS-L. (February 13)
6B2. Committee Chair(s)
Graham remarked on the importance of the Public Policy Committee and requested suggestions for new chair/co-chairs for the committee from the East Coast. Action: EB to send Public Policy Committee chair nominees to Graham. (March 1)
6C. Honoraria for 1998 Conference Chairs
Lawson reported that he had considered various options for rewarding the 1998 conference chairs and proposed a distribution of a cash gift to each program chair and the local arrangements chair. The consensus was that this decision did not require a motion. Action: Staff to prepare checks for conference co-chairs. (March 1)
6D. ARLIS/NA Web Site
6D1. Web Site Manager Recruitment
Graham has posted to ARLIS-L a message with the job description and other information, including a deadline of March 1 for receipt of applications and a decision by March 30; interviews will be conducted at the conference. The initial request for interest netted 5 responses. Day reminded the EB of the Web Site Manager honorarium and the support costs of AWS, as well as the annual reporting of the honorarium to the IRS as a 1099-Miscellaneous Payment.
6D2. Difficulties in Downloading Membership Application
De Pas reported that HQ had received several complaints that the ARLIS/NA membership application requires Adobe software to be downloaded prior to accessing the application. The consensus of the EB was that the membership application should be easy to download, and in the future there should even be the ability to apply for membership via email. Action: Lawson will ask Teague to change how the membership application is viewed/printed from AWS. (February 20)
6E. Email Motions Policy (C-19) Status
Action: Lawson to fax John Hazard’s opinion on C-19 to EB again. Action: De Pas to prepare draft of November 6, 1997, EB conference call minutes. (February 20)
7. ADJOURNMENT
There was no further business. Motion #6: The conference call was adjourned at 12:20 p.m. (Eastern)
Penney De Pas, CAE
Executive Director
for
Jeanne Brown
Secretary