ART LIBRARIES SOCIETY OF NORTH AMERICA
Mid-Year Executive Board Meeting Motions
Hacienda del Sol Guest Ranch, Tucson, Arizona
July 31-August 1, 1998
Motion #1: Unanimously approved Draft # 2 of the Philadelphia Executive Board Pre-Conference Meeting Minutes, March 5-6, 1998, as amended.
Motion #2: Unanimously approved the Philadelphia Executive Board Post-Conference Meeting Minutes, March 11, 1998, as amended.
Motion #3: Approved the Executive Board Post-Conference Email Minutes, March -July 22, 1998.
Motion #4: Unanimously accepted the June 30, 1998, interim financial statement as presented.
Motion #5: Unanimously approved the special funding request submitted by the ARLIS/Western New York chapter for speaker honoraria for its Chatauqua regional conference in October 1998.
Motion #6: Unanimously voted to support, in principle, the establishment of a Canadian dollar amount for annual dues and direct the Treasurer and Executive Director to investigate banks that accept Canadian currency.
Motion #7: Approved an honorarium for the ARLIS-L moderator.
Motion #8: Approved an honorarium for the Update editor for the second half of the fiscal year.
Motion #9: Unanimously approved an honorarium for the Art Documentation content editors and copy editor for the second half of the fiscal year.
Motion #10: Approved, with one abstention due to conflict of interest, an honorarium for the acting Web Site Manager for maintenance of the AWS.
Motion #11: Unanimously adopted the proposed conference refund policy as amended and its addition to the Policy Manual as Policy M-30:
ARLIS/NA Conference Refunds Policy:
Conference registration fees—Requests for a refund of conference registration fees must be made in writing. Requests should be sent to ARLIS/NA headquarters and must be postmarked no later than 10 days prior to the start of the conference, that is, the date of the first Executive Board meeting. A $10.00 processing fee will be deducted. (The President and Executive Director will treat medical or similar emergencies on a case-by-case basis.)
Conference Workshops/Tours/Special Events with fees—If cancellation of an entire, tour, workshop, or special event is necessary due to weather, transportation problems, and/or under-subscription, all members will be informed as quickly as possible via email or telephone. Conference pre-registrants will also be notified if events, for which they have paid, are full. In both cases, substitutions will be offered, if possible. Refunds will be mailed during the month immediately following the conference.
No on-site refunds will be made.
Motion #12: Unanimously accepted the following slate of candidates for the 1999 Executive Board as presented by the Nominating Committee:
Vice-President/President-Elect:
David Austin (University of Illinois at Chicago)
Karen McKenzie (Art Gallery of Ontario)
Secretary:
Peter Blank (Stanford University)
Katherine Poole (Massachusetts Institute of Technology)
Northeast Regional Representative:
Deborah Kempe (The Frick Collection)
Hugh Wilburn (Loeb Library, Harvard University)
South Regional Representative:
Robert Beebe (San Antonio Public Library)
Pat Lynagh (National Museum of American Art)
Midwest Regional Representative:
Louis Adrean (The Cleveland Museum of Art)
Michael Boe (Minneapolis Institute of Arts)
Motion #13: Unanimously approved submission to the membership for approval and vote the following amendment to Article II, Section 2A wherein the parenthetical phrase Ò(limited to members in Canada, Mexico, United States)Ó is deleted: ÒIndividual membership class, (limited to members in Canada, Mexico, United States) comprising Basic membership, Supporting membership, Sustaining membership, Sponsoring membership, Student membership (which is limited to students for a maximum of three years), Unemployed membership, Retired membership;Ó
Motion #14: Unanimously voted that the Executive Board will commend each chapter on the occasion of its 25th anniversary during the convocation of the annual conference in the year of its anniversary.
Motion #15: Approved dissolution of the Computer Section.
Motion #16: The ARLIS/NA Executive Board commends the Computer Section members for their excellent service to the Society.
Motion #17: Unanimously accepted the Awards CommitteeÕs recommendation for the 1999 Distinguished Service Award nominee.
Motion #18: Unanimously approved Occasional Papers Editor(s) job description as submitted by the Publications Committee and amended by the Executive Board and its additon to the appropriate section of the Policy Manual. Suggest term position: four-year, renewable; editorial changes.
EDITOR(S) JOB DESCRIPTION - OCCASIONAL PAPERS EDITOR(S)
The editor of the Occasional Papers series is responsible for soliciting new manuscripts, overseeing the editorial and production process, and promoting existing publications.
The editor of the Occasional Papers series serves as a standing member of the Publications Committee and works closely with authors, production personnel, the Executive Director of ARLIS/NA, and the Publications Committee.
Term: Four years, renewable.
Duties:
1. Solicits new manuscripts.
- Works with Publications Committee to develop ideas for new papers.
- Solicits manuscripts through the ARLIS-L listserv and ARLIS/NA Update.
- Communicates with and encourages the publication of manuscripts produced by ARLIS/NA committees, divisions, and conference session moderators.
2. Oversees the production process
-Works with the Publications Committee in revising and/or updating publications guidelines.
- Coordinates review of potential manuscripts by members of the Publications Committee and/or outside reviewers as appropriate.
- Reviews, accepts, or rejects unsolicited manuscripts.
- Communicates with authors to obtain additional information, notifies authors of acceptance or rejection, communicates format requirements, expedites contracts, and periodically checks on progress of manuscript.
- Works with executive director of ARLIS/NA in overseeing the production processes.
3. Oversees the editorial process
- Communicates suggestions from the committee and outside reviewers to the author and offers editorial advice where necessary.
- Reviews and approves the finished manuscript for content and acts as copy editor for final editing. May appoint one or more members of the Publications Committee to assist in the editing.
-Forwards manuscript to the production manager; reviews production galleys and works with author on final changes.
4. Promotes publications
- Works with executive director of ARLIS/NA in establishing appropriate advertising venues and copy for the promotion of the Occasional Papers series.
- Monitors sales and maintains inventory of existing Occasional Papers as reported by the headquarters staff.
- Creates copy for the announcement of new Occasional Papers.
- Explores joint publication opportunities with other groups and alternate/electronic publication formats.
Motion #19: Unanimously approved the search for an Occasional Papers Editor with the Publications Committee serving as the search committee.
Motion #20: Voted to amend Policy W-4 to give the authority to the President to appoint the Web Site Advisory Board.
Motion #21: Unanimously approved the formation and charge for an ARLIS/NA Electronics Archives Task Force:
Charge: To recommend policies and procedures concerning the archiving of the Society's electronic documents, such as administrative lists, electronic publications, and the ARLIS/NA web site. Issues to be
considered include, but are not limited to, the format(s) in which materials should be archived, and projections of the impact of future developments on the policies and procedures recommended. Immediate and long-term considerations should be delineated.
Composition: three to five members, appointed by the President, reflecting the expertise of the Society's members.
Qualifications: Involvement in the issues of electronic archiving.
Timeline: Recommendations to the Executive Board for discussion by mid-year (approximately July) 1999.
Motion #22: Unanimously approved the adjournment of the Tucson 1998 mid-year Executive Board meeting at 2:15 p.m. on August 1.