ART LIBRARIES SOCIETY OF NORTH AMERICA
EXECUTIVE BOARD CONFERENCE CALL
SEPTEMBER 29, 1998 11:30 AM (EST)
1. CALL TO ORDER
Conference call of the Executive Board was called to order by President Mary Graham at 11:30 am (EST). In addition to Graham, present on the call were Kathryn Wayne, Vice President/President Elect; Roger Lawson, Past President; Jeanne Brown, Secretary; Kitty Chibnik, Treasurer; Marilyn Berger, Canadian Representative; Jane Carlin, Midwest Regional Representative; Lee Sorensen, South Regional Representative; Lorna Corbetta-Noyes, West Regional Representative; Penney DePas, Outgoing Executive Director and Ashley Prather, Incoming Executive Director. Absent from the call was Margaret Webster, Northeast Regional Representative.
2. AGENDA
¨ Approval of 1999 Conference Budget
¨ Approval of Short Fiscal Year Budget (Oct.1-Dec. 31,1999)
¨ Motion and Approval of Authorized Signatures
¨ Art Documentation – Copy Editor Honorarium
3. APPROVAL OF 1999 CONFERENCE BUDGET
Chibnik related that conference profits would be affected by increased exhibit and security costs. She suggested an increase of $10 in registration fees to offset this extra expense. Motion #1 – Executive Board accepts the 1999 Conference budget as presented with an increase of $10 for registration fees for all categories of attendees except student. Motion was seconded and passed unanimously by those board members present.
4. APPROVAL OF SHORT FISCAL YEAR BUDGET
Chibnik stated that the short year budget did not show a profit for the period because the three-month period between October and December of each year was not a time that historically reflected income and did contain large expenses. The full cost of production of Art Documentation was included in this budget. Discussion followed concerning cost overruns for Art Documentation. Brown questioned the reasons for increased costs. Chibnik response related to reassessing the actual costs involved with production. Berger asked if investment income could be used to cover some costs. DePas responded that investment income could not be used for daily operations and only in extreme circumstances could be tapped to pay bills. Chibnik said that she would ask Ross Day, former Treasurer and member of the Finance Committee, which funds could be used for operations.
Brown reported that the Short Fiscal Year (Motion #23) was still lacking two signatures needed for approval. Sorensen and Chibnik both verbally approved and stated that they would resend their written approval forms.
Motion#2 – Executive Board moved to accept the proposed budget for the short year term, October to December, 1998. The motion was seconded and unanimously passed by those board members present.
ART LIBRARIES SOCIETY OF NORTH AMERICA
EXECUTIVE BOARD CONFERENCE CALL
SEPTEMBER 29, 1998 11:30 AM (EST)
5. MOTION AND APPROVAL OF AUTHORIZED SIGNATURES
Motion #3 – Executive Board approved the authorized signatures for the investment account in the name of ARLIS/NA with LPL Financial Services as both: Katharine Chibnik, Treasurer, or in her stead, Mary Graham, President, or their successors in office, on behalf of the Society; and Ashley Prather, Executive Director, or in her stead JoAnn Harvey, OMG Office Administrator, on behalf of Olson Management Group, who 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.
6. ART DOCUMENTATION- COPY EDITOR HONORARIUM
Chibnik gave a history of the honoraria amounts included in past budgets. Lawson stated the intent was to pay each Art Documentation editor the same and proposed Motion #4 – Executive Board approved the amendment of Motion # 9 (Tucson, AZ Mid-Year Meeting of July, 1998) which increased the copy editor’s honorarium by $100 to be the same as the $500 allocated for the content editors’ honoraria. Action – Headquarters will issue a check for $100 to Eileen Markson by October 10th.
7. NEW BUSINESS
A. Lawson proposed Motion #5 – The Executive Board recognizes the achievements and patience of Penney DePas over the last four years as she performed the duties of ARLIS/NA’s Executive Director.
B. DePas will resend the Phildelphia meeting minutes to Lee Sorensen to post on AWS, and will have the rough draft of the Tucson meeting minutes to the Executive Board by the middle of October, 1998.
8. ADJOURNMENT
Motion that the meeting be adjourned at 12:30pm (EST).
Respectfully submitted by
Ashley Prather,
Executive Director
for
Jeanne Brown,
Secretary