ART LIBRARIES SOCIETY OF NORTH AMERICA

Pre-Conference Executive Board Meeting

Doubletree Hotel, Philadelphia, PA

March 5-6, 1998

Minutes

THURSDAY, MARCH 5, 1998

1. CALL TO ORDER [Lawson]

Present: Roger Lawson, President; Mary Graham, Vice-President/President-Elect; Jeanne Brown, Secretary; Ross Day, Treasurer; Jane Carlin, Midwest Regional Representative; Lee Sorensen, Southeast Regional Representative; Deborah Smedstad, West Regional Representative; Jack Robertson, Past President; Cheryl Siegel, Canadian Representative; Margaret Webster, Northeast Regional Representative; incoming Executive Board members Kathryn Wayne, Katharine Chibnik, Marilyn Berger, and Lorna Corbetta-Noyes; guests Carol Graney and William Lang; and staff Executive Director Penney De Pas, Membership Director Cheryl Weisz, and Conference Manager Sloane Ponder.

President Roger Lawson called the scheduled meeting of the Executive Board of the Art Libraries Society of North America to order at 1:10 p.m. on Thursday, March 5, 1998, in the Maestro Room of the Doubletree Hotel, Philadelphia, Pennsylvania.

2. ANNOUNCEMENTS [Lawson]

2A. Robert's Rules of Order

Lawson reminded those present that the EB meetings follow Robert's Rules of Order for parliamentary procedure and that motion forms should be used to record all motions made.

2B. Agenda Changes

One addition was made to the agenda: 6G. EB reimbursement accounting

2C. Meal Arrangements

Lawson announced the meal arrangements.

2D. Welcome New Board Members

Lawson welcomed the four newly elected Executive Board members: Kathryn Wayne (Vice-President/President-Elect), Katharine Chibnik (Treasurer), Marilyn Berger (Canadian Representative), and Lorna Corbetta-Noyes (West Regional Representative).

3. APPROVAL OF MINUTES [Brown, De Pas]

3A. Washington, DC, Midyear, August 1-2, 1997

Secretary Brown noted that the minutes of the Midyear Executive Board meeting, August 1-2, 1997, as amended had been approved during the February 10, 1998, Executive Board conference call (Motion #4).

3B. Conference Calls

3B1. November 6, 1997

Motion #1: Unanimously approved the Executive Board conference call meeting minutes of November 6, 1997, as distributed.

3B2. February 10, 1998

Motion #2: Unanimously approved the Executive Board conference call meeting minutes of February 10, 1998, as amended.

3C. Ratification of Post-Midyear Email Votes

Motion #3: Unanimously approved the Executive Board email minutes of August 1997 through February 1998.

Action: Brown to send Post-Midyear email motions to Update. (April 10)

3D. Approval of In-Person Meeting Minutes by Email (Policy C-19)

Lawson reviewed the historical context for this policy and the requirement to have a unanimous written consent for doing corporate business in non-in-person board meetings. He referred to the December 4, 1997, letter from ARLIS/NA legal counsel, John Hazard, who noted an objection to the wording for reporting email voting results with the terminology "not voting." Discussion ensued. The consensus was to add language to Policy C-19.

Motion #4: Unanimously voted to accept Policy C-19 as revised:

SUBJECT: EXECUTIVE BOARD -- EMAIL MOTIONS GUIDELINES

For issues requiring Executive Board decisions or actions that could not be completed at scheduled meetings, or which require resolution before the next scheduled Executive Board meeting, the following procedures will be followed:

1. Topic/issue is identified and described on BOARD-L by any Executive Board member.

2. The President calls for a motion, the wording of which is usually, but not necessarily, supplied by the Executive Board member who initiated the topic.

3. The President, in collaboration with the motioner as needed, assigns a brief descriptive header/term to be used in the subject line of all related email messages. The form of the subsequent email subject lines will be Motion#:Header (for example: Motion #20: Public Policy).

4. The Secretary confirms the motion number.

5. The President calls for a second via BOARD-L.

6. After the motion is made and a second to the motion obtained, the Secretary calls for a confirmation from Board members that the message has been received. The standard format for message subject line is: Motion #: Confirm Receipt. Once five responses have been received, the Secretary notifies the President that a quorum is present.

7. The President issues a numbered, seconded motion on BOARD-L with a stipulated end of the day deadline date for discussion, usually 7 calendar days from the posting date, and a stipulated end of the day date for voting, usually 14 calendar days from the posting date. Discussion and voting are not concurrent. Extensions of discussion can be requested. The President or any Executive Board member can call to table a motion for further discussion, or postpone a motion to in-person or conference call meetings.

8. If appropriate online discussion should include the text of the motion with each posting. Any substantive changes to the text would be a reason for reposting.

9. Although more than one motion can be under discussion or subject to a vote at the same time, only one motion should be addressed in any one posting.

10. At the beginning of the 7-day voting period, the Secretary posts the motion, including any amendments, with the message subject header Motion #: Voting.

11. All Executive Board members except the President (unless his/her vote will affect or alter the result) cast votes on BOARD-L to approve, oppose, or abstain. The motioner and seconder are expected to vote.

12. The Secretary tallies the votes; within two working days after the vote deadline date results are posted on BOARD-L (for example, Motion #20: Public Policy passed 8 yes, 0 no, 0 abstentions). If no vote is received from a voting member of the Executive Board, that person is recorded as "not voting." The message reporting the results of the vote will also serve as the consent message. The message subject line will read Motion #: Results and Consent. The message should begin "I, the undersigned member of the Executive Board of the Art Libraries Society of North America, consent to the following board action in lieu of an in-person meeting"; the message should include the motion. Each Board member should make a copy of the consent message, sign it, and mail the copy with original signature to the Secretary. The motion is not considered passed until all consent forms have been received.

13. The Secretary records the wording of the motions, voting results, the date of the final vote, and the date on which consent forms have been received from all Board members as an official Executive Board transaction. The Secretary will notify the Board of the date the final consent from is received.

14. Post-Executive Board meeting email motions will follow numerically the motions from the immediately preceding Executive Board meeting, and will be added as an addendum to those minutes.

15. Once consent forms have been received, the Secretary can inform the membership of issues decided through appropriate vehicles, such as ARLIS-L, Update, and posting on the AWS.

16. Approved motions that have a Policy Manual reference are entered into the Policy Manual on the AWS.

Action: Policy Manual Task Force will need to revisit policy C-52, procedures for replacing EB members when absent from email.

4. CONFERENCE ISSUES

4A. 1998 Philadelphia Conference Progress Report

4A1. Program Sessions, Special Events, Tours, Workshops [Graney, Snyder, Lang]

Local Arrangements Chair Carol Graney reported that Friday evening's welcome party will be a joint event with the Visual Resources Association (VRA) at the University of the Arts (two blocks away from the hotel) and coinciding with an exhibition by ARLIS/NA and VRA members, accompanied by a jazz ensemble. On Saturday evening, the Convocation will be at the University of Pennsylvania Museum of Archeology's Harrison Auditorium with the reception immediately following upstairs in the Upper Egyptian Gallery. Graney expected the Mayor of Philadelphia to attend the Convocation briefly to speak. On Monday evening, the Ars Libri party will be held at the Museum of American Art of the Philadelphia Academy of the Fine Arts and would feature music.

Graney also reported that the Internet room was supplied with 5 computers and assistance would be available. Only one tour had been canceled, but 72 refunds were issued for those who could not be accommodated on tours and 25 refunds were issued for workshops. The Philadelphia Museum of Art had donated a bag for area brochures to be distributed at the registration desk.

Fundraising for the conference had been broad-based with the Development Committee contacting chapters for donation. Total pledges came to over $15,000 not including the Ars Libri reception (an additional $15,000 approximately). Graney recommended that the Society rethink the sponsor prospectus with regard to donations under $1000.

The EB gave an ovation to thank Graney for her efforts to coordinate the many aspects of the conference.

William Lang reported that the program included 15 sessions, two workshops (on Saturday and Wednesday), many discussion groups, and Ask ARLIS sessions. Informal meetings would be scheduled through the registration desk in one-half of the Aria room.

4A2. Attendance [Ponder]

De Pas introduced Conference Manager Sloane Ponder and Conference Registrar Cheryl Weisz. Ponder reported on some program changes. Registration totaled 381 members. There were 57 exhibitors with 72 tables which fully booked the exhibit hall. Staff had turned some potential exhibitors away. There were also 8 literature displays.

With regard to the room blocks at the Doubletree Hotel and overflow at the Holiday Inn Express, Ponder reported that, over the period of March 4-11, a total of 1115 rooms had been blocked, but only 925 rooms had been booked (83%). The nights March 4 and 5 were the most needed (those overlapping with VRA); we don't meet the room block after March 6.

Staff requested a clarification of the Society's cancellation policy. The current policy allows for a $5 administrative fee to be deducted with is almost the equivalent of a full refund for written cancellations received by Feb. 23. Specifically, four individuals have requested cancellation after the February 23 deadline. The consensus of the EB was that, for the purposes of this conference, depending on the nature of reason for the cancellation, staff should refund for Acts of God (illness, emergency) only if the cancellation was received after the deadline. Action: Policy Manual Task Force to address conference cancellation and refunds. The refund fee should not make ARLIS/NA lose money. Action: Staff to do cost analysis for conference cancellation policy. (May 31) Action: CPAC to rewrite cancellation policy for Vancouver conference. The refund fee should not make ARLIS lose money. (June 30)

4A3. Financial [Day, Ponder, De Pas]

4A3a. Revenues/Expenses

De Pas reported that revenues received thus far were $38,000 in member registrations, $30,000 in exhibitor fees, plus additional tour/workshop/sponsorship income for a total of $97,000 received thus far. Conference program advertising will be billed post-conference. De Pas pointed out that the management fee is now broken out for the conference, representing staff time.

4A3b. Sponsorships

Based on Graney's report, $15,000 in sponsorships was expected plus approximately $15,000 for the Ars Libri party, $8,250 of which was in hand as of February 27.

4A4. Board member attendance assignments during conference [Lawson, Graham]

Graham distributed a list of responsibilities for the EB members during the conference.

4A4a. Reporting procedures, Post-conference Board meeting agenda preparation

Graham distributed a reporting form to be used for reports from business meetings. The deadline for return of the forms was Tuesday at 6:00 p.m. Forms may be turned in at the registration desk or given to Graham in person. She also requested EB members to remind new group moderators to come to the leadership breakfast on Tuesday.

Those attending business meetings were asked to a) announce who the EB liaison for that particular committee is since it might not be EB member who attends the business meeting; b) stress including email addresses on the forms; c) remind people that airmail is used for all Society mailings from the U.S. to Canada now; and d) mention the Society's administrative lists: GROUP-L, CMTE-L, and CHAPTER-L. Graham pointed out that the issues identified on these forms are used to draw up the post-conference EB meeting agenda on Tuesday night.

4A4b. Committee liaison assignments

Graham distributed a revised list of EB committee liaison assignments.

4B. Progress Reports for Future Sites

4B1. 1999 Vancouver [Siegel]

Canadian Representative Cheryl Siegel distributed Canadian flag pins endorsing the Vancouver conference. She noted that a large number of members of the Vancouver conference planning committee have not themselves attended an ARLIS/NA conference. She noted that the committee is investigating special event sites, has prepared the evaluation form for the 1998 conference, the exhibits chair is sending out a prospectus letters to local exhibitors, contacts have been make with customs brokers, the conference Web site is mounted, the Vancouver CPAC will be meeting during the Philadelphia conference, fundraising is starting, and tours and transportation co-chairs are pulling materials together. Day trips were being planned to Seattle and Victoria. Conference session proposal forms will be available at all business meetings. Day reminded Siegel that the names of all fundraising prospects need to be sent to the Development Committee and to headquarters.

4B2. 2000 Pittsburgh [Carlin]

Midwest Regional Representative Jane Carlin suggested including future conference planners in planning meetings or at least on CONF-L. Carlin reported that the hotel contract has been signed with the Pittsburgh Hilton and Towers for March 16-23, 2000. Ray Anne Lockard will chair local arrangements; Mona Chapin will chair programs. A possible theme is "Building on the Past, Constructing for the Future." Carlin reported that on May 14-15, the ARLIS/Ohio Valley chapter would be holding its meeting in Pittsburgh as a prelude to conference planning. Action: Add to post-conference EB meeting agenda the formal appointment of co-chairs for the Pittsburgh conference.

4B3. 67th IFLA Conference, Boston, August 2001

4B3a. National Organizing Committee (NOC) Status Report [Lawson]

Lawson reported that he has attended NOC meetings in Washington, DC. Last year, deliberations were held about membership on the NOC; the legal counsel for the Medical Library Association (MLA) drew up a contract for the proposed members of NOC which required attendance by each organization of two representatives to each quarterly meeting in Washington, Boston, or Chicago. The other members of NOC include the American Library Association (ALA), the Association of Research Libraries (ARL), the American Association of Law Libraries (AALL), MLA, Special Libraries Association (SLA), and the Association for Library and Information Science Education (ALISE); ARLIS/NA is not officially a member of NOC, but the agreement allowed for other organizations to join the NOC up to the year 2000. Lawson indicated that ARLIS/NA could reconsider its involvement at future board meetings. Tovah Reis of Brown University and chair of the IFLA NOC local arrangements committee, has agreed to assist with Boston area arts sites.

4B3b. IFLA 2001 Conference Planning Task Force [Lawson]

Lawson reported that the charge for this task force was approved via email (Motion #41) to determine the feasibility of holding an ARLIS/NA satellite conference in conjunction with the IFLA 2001 annual conference and to assist the IFLA NOC with tours. Lawson indicated that a timeline had been requested of the task force by the midyear EB meeting as a progress report.

4B4. 2001 ARLIS/NA Conference invitation for Los Angeles [Smedstad]

Western Regional Representative Deborah Smedstad presented an invitation on behalf of the ARLIS/Southern California chapter for the ARLIS/NA 2001 conference in Los Angeles, indicating that Lorraine Perrotta and Susan Flanagan were spearheading on behalf of the chapter. Smedstad was asked to advise the chapter to present the proposal during the membership meeting. Action: Graham to alert membership about ARLIS/SC invitation to Los Angeles for 2001 annual conference on ARLIS-L (March 31) and ask for feedback. Action: Staff to obtain RFPs for 2001 annual conference in Los Angeles. (April 30)

4C. Conference Planning Task Force (charge, appointment, timetable) [Lawson]

This agenda item was postponed until the post-conference EB meeting.

5. MANAGEMENT ISSUES

5A. Olson Management Group (OMG) Management Update [De Pas]

5A1. OMG Communications/Database Developments

De Pas reported that all ARLIS/NA staff now had access to Eudora email and Netscape through KIVEX on T-1 lines. Action: Staff to send list of standard reports to BOARD-L, GROUP-L, ARLIS-L, etc., and add to Management Calendar. (April 3)

5A2. Staff Introductions

[see Conference Report, 4A2]

5B. Management Services Task Force (MSTF) Report [Robertson]

Robertson reported that a "Services and Standards" document had been developed by the MSTF which had met again this morning to review and revise it. The task force will meet again Tuesday afternoon with De Pas to discuss modifications. Robertson noted that the document clarifies in detail the Society's need for management and services support with a service provider; much of the detail is based on the current working relationship with OMG. He expects the document will change and grow and could become a document for soliciting services in future. It was purposefully designed to be broad in scope with four large areas: Financial Services, Meetings and Conferences, Publications and Communications, and Membership and Management Information. Like the Strategic Plan and Policy Manual it will be a working document. Action: Robertson to mount MSTF Services and Standards document on AWS. (April 11)

5C. Committee Charges

5C1. Publications Committee Charge Revision

Brown reminded the EB members that at the San Antonio meetings, the Publications Committee was asked to review the role of Publications Committee and make recommendations. Subsequently, the EB asked the Publications Committee to serve as oversight for all publications which it agreed to do. During the Midyear EB meeting, the EB asked the Publications Committee to rethink its role. [see Midyear '97 minutes item 9F2] The EB would like the Committee to ensure consistency among publications (e.g., prepare a style manual). The Committee is unsure what the EB means by the charge "to supervise the Society's publications program"? Editors currently are special appointments reporting to the President. The Committee also recommended an editor for the Occasional Papers (OP) series which the EB did not approve. If the editors are primarily concerned with content, then the Committee could be concerned with marketing.

The current Publications Committee proposal is to change its role to incorporate that of an Editorial Advisory Board with 5 editors, AWS manager, plus one or two marketing/management persons (staff could handle the marketing logistics). This structure would still need a source for OPs. An Editorial Advisory Committee would determine which venue would be best for publication., address joint publishing ventures, offer a visionary plan for ARLIS/NA publications, outreach to members through AskARLIS sessions, and assist members in publishing through ARLIS/NA. The OP editor would not necessarily require an honorarium.

The consensus of the EB was to restructure the Publications Committee to include editors, Web Site Manager, EB liaison, and marketing advocates who are members-at-large, with a Charge to 1) coordinate publications (which venue), 2) ensure stylistic consistency, 3) provide vision for future publishing--thinking of the whole publications program as well as new programs (provide a plan), 4) advocate for publications and assist members to publish, and 5) look at marketing. Brown recommended appointment of an OP editor to provide balance, which would require a new position charge, a search, and an honorarium and/or commission. The possibility of revolving chairship among the editors was suggested. It was also suggested that ARLIS/NA put forth a call for papers on a specific topic (i.e., "Library Trends") to generate OPs. The Committee will be composed of editors of Art Documentation, Update, the Conference Proceedings, and Occasional Papers. Action: Brown to give comments and suggestions to Publications Committee chair. (March 20)

5C2. Standards Committee Charge Revision [Carlin]

Carlin reported that the Standards Committee was planning to restructure its charge and its composition in order to streamline its operations. It was proposing to have a Standards issue coordinator and a Standards web master plus the designated representatives from other appropriate ARLIS/NA committees.

5D. Committee guidelines review [Lawson]

Lawson reported that he had revised all committee guidelines, which have been sent to the committee chairs. He received comments and will add the revised guidelines to Policy Manual Section C.

5E. Policy Manual Revision Task Force [Lawson, Graham]

5E1. Charge

This item was tabled. [see Motion #18]

5E2. Appointment

[see February 10, 1998, conference call minutes.]

5E3. Timetable

Lawson reminded the EB that it had discussed revision of the Policy Manual during its February 10 conference call and had agreed that dividing the policy sections among the full board did not work. It was decided instead to form a Policy Manual Revision task force, consisting of the President, Past President, Secretary, Treasurer, and Executive Director with input from the EB liaisons, with the goal of having a revised policy manual by the Vancouver EB meetings. Action: Outgoing EB members and continuing EB members who have changes to the Policy Manual should send them to Brown. (March 15)

5F. 1997 Nominating Committee [Lawson]

5F1. Acceptance of Election Report

Motion #5: Unanimously voted to accept the Nominating Committee report of election results: Vice-President/President-Elect--Kathryn Wayne; Treasurer--Katherine Chibnik; Canadian Representative--Marilyn Berger; and Western Regional Representative--Lorna Corbetta-Noyes. Lawson congratulated the new EB members on their election.

5G. Conduct of Membership Meeting [Lawson]

Lawson reported that the membership meeting agenda had been posted to ARLIS-L. He noted one addition--an announcement about the invitation to Los Angeles for the 2001 conference--and one correction: Cheryl Siegel and Carole Goldsmith (rather than Kathy Zimon) will report on Vancouver. There were also three scheduled announcements: College Art Association liaison, Research Committee chair, and Awards Committee chair regarding the new guidelines for Distinguished Service Award nominations. Lawson noted that the agenda was not timed. Lorna Corbetta-Noyes will help Brown collect ballots during the membership meeting.

5G1. Status Report on Mail Ballot [Brown]

5G1a. Bylaws amendment status report

Secretary Jeanne Brown reported that she had received 143 valid mail ballots; 95 are need for a majority. With just the mail ballots, all issues have carried, however, we have no idea about the total number of members planning to vote in person during the membership meeting. Brown noted that there were 49 invalid ballots--a significant number--which might warrant a review of the balloting guidelines at a later date.

5G1b. Dues increase status report

Secretary Brown reported that 109 members (of 143 valid ballots received) voted in favor of the increased dues proposal.

5H. Archiving Web materials [Brown]

Brown distributed Ed Teague's suggested policy (Policy W-6 or 7). Brown had proposed that the Web Site Manager print the Web site table of contents annually and send it to the Archives. Teague suggested sending computer disks to the Archives instead. Brown is concerned about changing technologies. How deep do we want to archive? How often? Do we wish to document and archive the development and use of the AWS or archive the specific information on the AWS? Should we ask Teague for a rationale what should be archived from the Web site regarding document content versus visual appearance versus the organization of information.

The EB needs to address archiving electronically as a whole, including AWS. Action: Brown to contact Syracuse to determine how they are archiving electronic documents and what they would suggest. (date?)

The EB discussed archiving the Society's Policy Manual and Strategic Plan; should we be archiving the historical version or the official (current) document? Motion #6: Did not approve that the Policy Manual be printed from AWS on archival paper on January 15 each year and deposited with the Society's archives. Motion fails 6 nos, 3 abstains, 0 in favor. Consensus to give new EB members a copy of the Policy Manual and just archive the rescinded and revised policies. When new policies are added, the Secretary will notify BOARD-L to download the policy and add it to the manual as well as send it the AWS. Action: Policy manual revision task force to add job to Policy W-6.

Motion #7: Unanimously approved that the Secretary shall submit newly adopted changes to the Policy Manual to the Society archives on a regular archiving schedule. Action: De Pas to print off archival copy of Policy Manual when updated by Teague, send photocopies to Secretary, new EB, and Syracuse archives. (May 1)

The basic policy exists for archiving, only the format for archiving (electronic, paper, etc.) is yet to be determined. Brown pointed out that the archives does not serve us currently for electronic formats and for those documents which are currently being updated. There is a need for a task force to study this issue and make recommendations. Action: Brown to contact Syracuse regarding archiving. (April 30) Brown, Webster, and Sorensen appointed to an Archiving task force to report recommendations. Action: Brown to work with task force to develop policy for archiving administrative documents. (June 30)

5I. Strategic Plan Update [Graham]

Vice-President Graham reported that the current version of the Strategic Plan was on the AWS.

6. FINANCIAL ISSUES

6A. Twelve-Month (September 1997) Financial Statement [Day, De Pas]

6A1. Explanation, Discussion

The CPA report for September 30, 1997, and year-end revised (detailed) statement were presented. Treasurer Ross Day reviewed the September 30, 1997, year-end financial statement, noting that the net income of $32,618.44 includes investments as operating income when the Society has never considered investment revenues as current operating income. The detailed statement has broken down the accounts receivable into conference, non-conference advertising, publications, and general.

For the year then ended, the Society had $217,390 in total assets, consisting of $114,909 in cash and cash equivalents, $79,420 in investments, $12,301 in accounts receivable, and $10,760 in prepaid expenses. Current liabilities of $38,983 consisted of $12,535 in accounts payable, $642 in income taxes payable, and $25,806 in deferred revenue. Total net assets of $178,407 included designated assets of 478,104 and undesignated assets of $100,303. Total revenues for the period were $302,553 while program expenses were $175,633 and supporting services expenses were $269,935, for an increase in unrestricted net assets of $32,618.

Action: Chibnik to revise EB Handbook version of Financial Information to include new investment portfolio information (date?)

De Pas explained the Financial Accounting Standards Board (FASB) Rule #117 requiring allocation of indirect expenses to program areas which precipitated that breakdown of management fees into the areas of conference, publications, and research and awards. De Pas also explained that the deferred dues related to the difference between the ARLIS/NA fiscal year (October 1-September 30) and its dues year (January 1-December 31) which requires reporting as deferred dues received in the prior fiscal year which apply to the last quarter of the dues year (October 1-December 31).

Day reported that the Society had reached its $25,000 goal for 25th Anniversary Scholarship Fund.

6A2. Acceptance

Motion #8: Unanimously voted to accept the September 30, 1997, CPA's year-end review report.

6B. Four-Month (January 1998) Financial Statement [Day, De Pas]

De Pas presented the January 31, 1998, (four-month) interim financial statement. For the period then ended, the Society had $192,321.21 in total current assets, consisting of $79,399.09 in cash or cash equivalents, $82,020.30 in investments, $22,801.53 in accounts receivable, $8,535.33 in prepaid expenses, and $435.04 due to reserved funds. Designated assets totaled $80,630.04. Current liabilities of $17,431.72 consisted of $791.72 in accounts payable and $16,640 in deferred dues. Total net assets were $255,519.53 of which $81,104.40 were designated and $174,415.13 were undesignated. Total revenues for the period were 4153,196.66 and total expenses were $76,084.43 for an increase in unrestricted net assets of $77,112.23.

6C. Approval of Honoraria for First Half of FY98

The EB members reiterated that honoraria are a token of appreciation and not expected to recompense volunteers for services that are important member services. A comparison was made to EB member travel advances which do not cover the full travel expenses. Since editors need to attend ARLIS/NA conferences, the honoraria help offset those expenses. Action: Graham to write thank you letters to editors expressing that honoraria are token of appreciation accompanied by formal special thanks. (April 10)

6C1. Web Site Manager

Day reported that, during the budgeting process, Web Site Manager Teague had presented two-years' worth of honoraria ($1,750 for FY97 has been paid). Since Teague, as Web Site Manager, is resigning effective May 1, should his honorarium be pro-rated, in which case $1225 is the pro-rated amount. Motion #9: Unanimously voted that the Society award an honorarium of $1,225 to the ARLIS/NA Web Site Manager for the period from October 1, 1997, to April 30, 1998.

6C2. Update Editor

Motion #10: Unanimously voted that the Society award an honorarium of $1000 to the ARLIS/NA Update Editor.

6C3. Art Documentation Editors

Motion #11: Unanimously voted that the Society award honoraria of $500 for each Art Documentation content editor and $500 for the Art Documentation copy editor.

6C3a. Periodical Editors--Financial Compensation (Policy R-10)

Day and De Pas presented a proposed revision to R-10. The EB discussed the honoraria payment schedule. The issue was tabled until post-conference Policy Manual Revision.

6C3b. Editors' expenses

Day reported that the Art Doc editors have requested reimbursement of expenses, such as postage, phone calls, etc. The consensus was that this request should be included in the budgeting information provided from special appointments; these expenses could be included for editors in the FY99 budget.

The EB meeting was recessed at 6:25 p.m. for dinner until 8:15 a.m. the next morning.

6C3c. 1998 Conference Proceedings Editor

Lawson reported that he had appointed Judy Dyki 1998 Conference Proceedings Editors. Motion #12: Unanimously voted that an honorarium of $250 be awarded to the 1998 Conference Proceedings Editor payable upon completion of the project.

6C4. Proposal to change Dues Year/Fiscal Year [Day, De Pas]

Day reported that ARLIS/NA could change its fiscal year to coincide with the dues (calendar) year; that would require a three-month year (Oct 1-Dec 31) followed by a calendar year fiscal year. This would require budgeting for the three-month period and then for a 12-month period as well. Action: Chibnik and De Pas to explain pros and cons of change fiscal year to coincide with calendar year. Action: Chibnik and De Pas to identify where the fiscal year appears in documentation. (March 30) We may have to push committee appointments sooner to make budgets, but a calendar year fiscal year would provide a longer time between the midyear budget approval and the start of the fiscal year. From a management perspective, this may change how soon after the end of the fiscal year when the auditor can do the Society's work due to increased competition at that time of year. Action: Chibnik and De Pas to send to CMTE-L and GROUP-L and Special Appointments request to figure budget expenditures for Oct 1-Dec 31, 1998 specifically within budget request ("EB is considering..."). (date?) Action: De Pas to determine if there needs to be a change in management contract year for management fee if change fiscal year. (March 30) The options are to maintain the status quo of different fiscal and dues years versus changing the fiscal year to Jan 1 with a one-time three-month fiscal year.

6D. Finance Committee Report [Day]

6D1. Financial Advisor/Investment Issues

Day reported that the Society's financial advisor, David Freeman-Woolpert of Linsco Private Ledger (LPL), will meet with ARLIS/NA officers and the Finance Committee during the conference. He also reported that the Calvert fund has been liquidated while the PAX World fund and Parnassus funds instruction letters to liquidate were in the mail.

Financial reporting will still be broken down on the interim financial statements by OMG from the Short-Term Fund reports from LPL. The Treasurer will be working with staff to work out line items.

Lawson introduced Freeman-Woolpert who indicated that quarterly reports will be sent to headquarters and then forwarded to the Finance Committee; an annual written report will be submitted to the EB.

6D2. Corporate Resolution

De Pas reported that the corporate resolution was in the mail to Secretary Brown for final execution and forwarding to LPL.

6E. Development Issues [Day]

Day reported that the Development Committee and staff were trying to unify all development activities by having all conference fundraising filtered through the Development Committee and headquarters (HQ). However, Travel Awards were not all filtering through HQ. Wayne reported that Andrew Cahan agreed in the future to send money to HQ, GK Hall and RLG have already sent their money to HQ, Karnos prefers to give the check directly to the recipient, Puvill prefers to hand the check to the recipient on stage, Emmett has already given the check directly to the recipient, and there had been communications and currency difficulties with Mirvish. De Pas pointed out that recipients who receive over US$600 must be sent a 1099-Miscellaneous return annually. Again, this evidenced the need to standardize the award guidelines. Issues to be resolved included sending foreign checks to ARLIS/NA HQ and when to give out Travel Awards checks--at the convocation or prior to the conference.

6E1. Development Officer Proposal [Day]

Until the development reporting system has been standardized, this issue is still tabled.

6E2. 25th Anniversary Scholarship Fund [Day]

Day reported that the fund had reached its $25,000 base goal and has been generating interest amounting to approximately $800. The annual performance would determine the amount of the award. Brown had forwarded to SmedstadŐs email that the delivery date for the internship award had been postponed until Spring 1999 for the first award. The Professional Development Committee still needs to work on guidelines for the award.

6E3. Dictionary of Art silent auction [Lawson, De Pas]

De Pas reported that no silent bids had been received at HQ; however, she had received one phone inquiry. The consensus was that if no bids were received by the deadline, then the Development Committee would need to go back to The Dictionary of Art management and explain the need to re-think how to obtain funding for the donated Dictionary set.

6F. EB Reimbursement Accounting

Day reminded members of the EB that their travel advance account reports were due to HQ on March 31 for first half of FY98 or the balance of the advance was to be returned. Travel advance checks for the remainder of the fiscal year will be cut on April 10. Action: EB members to send travel advance expense reports to HQ (March 20) Action: Staff to contact EB members who have not sent their travel expense reports to HQ. (April 1) Staff to prepare second quarter EB travel advances. (April 13)

7. MEMBERSHIP RECRUITMENT AND DEVELOPMENT

7A. Membership recruitment and retention plans

7A1. 1998 Renewals [De Pas]

Action: Staff to make non-active non-renewing 1997 members for 1998. (March 20) Action:

Staff to send revised membership report to EB and Membership chair. (March 31)

7A2. Mentoring Program [Brown]

Brown reported that Peter Blank has matched mentors and those wanting mentors.

7B. Chapter Issues [Regional and Canadian Reps]

Webster reviewed proposed chapter bylaw changes, most of which are to bring the chapters' bylaws into conformity with ARLIS/NA bylaws.

7B1. ARLIS/Delaware Valley bylaws revision [Webster]

Motion #13: Unanimously voted to approve the ARLIS/Delaware Valley chapter's proposed bylaws changes as written:

Article III. Membership. A. Eligibility. Membership is open to all individual members of [ARLIS/NA] (including student member) upon payment of Chapter dues. Membership is also open to one designated [staff member of an organization which maintains an institutional membership in ARLIS/NA], upon payment of Chapter dues. C. Privileges. 1. All members of the Chapter, [as defined in Article III.A.,] may vote, hold [elected] office, serve on committees and participate in all Chapter activities.

Article IV. Officers. B. Qualifications for office. 1. Only members may hold office. [Nominees of office] must file in writing an acceptance of the nomination with the Nominating Committee. 2. [If an organization's designated Chapter member is elected to office, it is understood that the Chapter has elected the individual, who will serve the full term of office regardless of any change in institutional affiliation.]

7B2. ARLIS/WNY Regional conference [Webster]

Webster distributed brochures for the regional meeting and showed the tee-shirt being used as a fundraiser.

7B3. ARLIS/NJ Chapter [Webster]

The status of this chapter was still unknown as Webster has not received any communications.

7B4. ARLIS/Montreal/OttawaQuebec bylaws changes [Siegel]

Motion #14: Unanimously voted to approve the ARLIS/Montreal-Ottawa-Quebec chapter's proposed change to its bylaws: Article IV-Officers, D. Duties of Officers, Past-President

The Past-President will serve as chapter representative on the ARLIS/Canada Executive Committee for a term of two calendar years, coinciding with the term of office of the ARLIS/Canada Chair, who is Canadian Representative to the ARLIS/NA Executive Board. When a Past-President is unable or unwilling to serve, a representative will be recruited from the membership by the ARLIS/MOQ Executive Committee.

7B5. ARLIS/ NW bylaws change [Siegel]

Motion #15: Unanimously voted to approve the ARLIS/Northwest chapter's proposed change to its bylaws: Part VII. Officers Section H. The Canadian members of the Chapter will select a representative to the Executive Board of the Canada Chapter of ARLIS/NA for a two year term.

7C. Committee Status Reports

7C1. Visual Resources Advisory Committee [Webster]

Webster reported that a joint VRA-ARLIS professional survey has been proposed. VRA already had this idea but is now proposing to do it jointly with ARLIS/NA. The survey could be expanded to include respondents beyond the membership of each organization. The survey will be reissued periodically with simple modifications in 5 or 10 years. The VRA board has already agreed and allocated $250 to the project. The Visual Resources Advisory Committee (VRAC) now wants the ARLIS/NA board to endorse the project and allocate funds. The incoming chair of VRAC (Bunting) is in agreement. The division of labor between the two organizations is still to be decided. VRA already has a committee to work on the survey. The target date for distribution is October 15, 1998. Webster will bring a VRAC funding request to the mid-year EB meeting since the payout date can be in next fiscal year (e.g. Oct. 15) and after the VRA board has revised the survey. Both Bunting and White have experience with surveys. Conceivably one of the committee member's institutions will provide support on data analysis. But there may be unanticipated expenses beyond start up costs. May 31 is deadline for VRAC to submit request. EB can endorse in principle now, but can't approve until the midyear budgeting process. Motion #16: Unanimously voted to endorse, in principle, the joint VRA-ARLIS/NA Visual Resources professional survey.

7C2. Diversity Committee [Sorensen]

Sorensen explained the nature of the letter from Lawson to the mayor of San Antonio. The San Antonio City Council had voted to cut funding for groups perceived as gay or which had mounted gay-related exhibitions. If the EB had known ahead of the 1997 ARLIS/NA annual conference, then we would have seriously reconsidered holding the conference in that city. The Diversity Committee drafted a letter which was sent by Lawson to the San Antonio Mayor. Action: De Pas and Lawson to attach the San Antonio letter to the President's annual report on AWS.

Smedstad asked if chapters should be wary about holding regional conferences in cities which have discriminatory policies. The issue seems to be identifying the problem versus taking the action.

7C3. Professional Development Committee [Smedstad]

7C3a. Internship Award

Smedstad reported that the Professional Development Committee chair had resigned in the middle of her term, and Ann Lally had been appointed chair recently. There was, therefore, insufficient time to meet the deadlines, so the internship award has been postponed until spring 1999. There was also a desire to make sure we have sufficient investment income before making the award.

7C4. Technology Education Committee [Smedstad]

7C4a. Internet Access Award

Smedstad reminded everyone that the EB had discussed in detail how funding was to be obtained and awarded; Committee Chair Piscotta was to draft a letter with Development Committee Chair Polowy to chapter officers and forward a copy of the draft to the EB in the fall to determine the unconnected members. ARLIS/NA to send out an official letter to solicit funding. Smedstad has sent two reminders and a phone call, asked to the chair to assign another member of the committee to the task but no action has resulted. Smedstad has forwarded this information to the new chair, Peggy Keeran. The EB decided to offer the award on a local chapter level because service providers are available on local level. The award fundraising will be mostly a grassroots, chapter effort.

7C5. Groups [Graham]

No report.

8. AWARDS

8A. Awards Task Force Report [Robertson]

8A1. Guidelines proposal

Robertson indicated that he was willing to work with Wayne to develop Awards guidelines. Action:

Robertson to share his lists (procedural guidelines) of awards issues with chairs of Awards Committees (March 30) to establish guidelines. Jane Devine to chair Awards Guidelines task force which will consist of the various awards committee chairs (new and past) and to send the Awards Guidelines proposal to the Policy Manual Revision task force, chaired by Lawson (date?).

The following committees' reports were submitted in writing and contained announcement of the award winners:

8B. Research Committee [Siegel]

8C. Travel Awards [Sorensen]

8D. Muehsam Award [Smedstad]

8E. Wittenborn Award [Carlin]

Carlin reported that the Wittenborn Award Committee had received a request for an electronic version of the Wittenborn logo sticker. The question was raised as to whether it should be the responsibility of the EB on how to give reprint permission for logo (trademark or copyright). The issue was tabled until the post-conference EB meeting.

8F. Distinguished Service Award [Robertson]

9. PUBLICATIONS

9A. Art Documentation

The fall 1997 issue of Art Documentation was printed on schedule with a new cover design. The spring 1998 issue is also on schedule. The editors will be meeting during the conference and have a discussion session set for potential contributors.

9B. ARLIS/NA Update

All issues have been published nearly on schedule since changing the cover dates to the following month while keeping the copy deadline the same. It generally takes seven weeks from copy deadline to mailing of the issue.

9C. 1998-99 Handbook & List of Members Production Schedule [De Pas]

The address update deadline of April 30 has been publicized for the 1998-99 issue of the Handbook. Lawson will serve as editor this year.

9D. Web Site [Brown]

9D1. Web Site Manager Search Committee [Graham]

Lawson and Graham reported that they had sent out a call for applications for a Web Site Manager to replace the retiring Teague and had received only one formal application and several indications of interest. They will meet today together with the sole applicant and current Web Site Manager. They plan to make a decision by April 1 for appointment beginning May 1. If the applicant is not hired, they will have a contingency plan available at the post-conference EB meeting.

9E. Occasional Papers [Brown]

The ArtMARC Sourcebook has been published by the American Library Association and order forms will be available at the registration desk during the conference.

9F. Other Publications issues

9F1. Occasional Papers Editor [Brown]

9F2. Communications Officer proposal [Brown]

10. EXTERNAL RELATIONS & ADVOCACY

10A. International Relations

10A1. Affiliation proposal status report [Brown]

10A1a. Japan Art Documentation Society (JADS)

10A1b. German Society (AKMB)

10A1c. French Society (ABF)

Secretary Brown reported that the votes received thus far are in favor of approving the Society's affiliation with the three societies. However, the bylaws procedures for voting on affiliation require members to cast their votes during the membership meeting as well as by mail. Affiliation provides certain benefits, among which members of the affiliated society are permitted to register at ARLIS/NA conferences at the member rate.

Siegel reported that the International Relations Committee (IRC) now has a Web site. Action: Web Site Manager to link IRC web site to AWS. (date?)

10B. North American Relations Committee [Robertson]

De Pas requested to receive an updated conference schedule from liaisons to the various NARC affiliated organizations. Lawson reported that Wayne Meyer will be the ARLIS/NA liaison to AASL as a special appointment.

10C. Public Policy Committee [Webster]

Webster reported that this has been a fairly active committee; Katy Poole has agreed to stay on as chair for another year. The CONFU guidelines which were not endorsed by ARLIS/NA were also not endorsed by other groups. Various pieces of Congressional legislation had been introduced during the year, including the recent Ashcroft (Senate) and Bousher/Campbell (House) bills endorsed by the EB. Poole would like chapters to take on a leadership role with grassroots legislation and be in touch with legislators locally. Action: Regional representatives to ask that chapter members get involved with grassroots lobbying efforts and the Public Policy Committee. (date?)

Poole would also like to find a committee member in the Washington, DC, area who would be willing to attend the Digital Future Coalition meetings in person.

10D. Technology Relations Committee [Sorensen]

Sorensen expressed Committee Chair Susan Jurist's concern about closed RLG technology demonstrations (New Technology Update was canceled) at ARLIS/NA conferences. Corbetta-Noyes and Webster remarked that RLG educational workshops have been open to non-members but RLG business meetings have been closed. Action: Webster to report to Art & Architecture Group (AAG) and Corbetta-Noyes to report back to RLG to communicate about impression of meetings not being open. (date?)

The Technology Relations Committee Web page was praised. . Action: Corbetta-Noyes to work with incoming Committee Chair Amy Lucker to determine location of Web site and attempt to have it linked with AWS. (date?)

10E. Other Advocacy Issues

10E1. AIA Library and Archives [Lawson]

Lawson reported that the American Institute of Architects (AIA) had fired its librarian and its archivist was retiring, but Brown reported that they are not planning to close the library. Lawson had written a letter to the AIA board but it has yet to decide the disposition of the library. Action: De Pas and Lawson to attach the AIA letter to the President's annual report on AWS.

10E2. San Antonio funding

[See 7C2 Diversity Committee.]

10E3. Craft and Folk Art Museum (CFAM) [Smedstad]

Smedstad reported that the Los Angeles County Art Museum has taken over the CFAM collection and has hired its librarian. However, concern is still being expressed about other art library closings or use of non-credentialled librarians. For example, one Southern California library is closing and a University of Southern California non-MLS was put in charge of its art library. (The individual is a slide librarian but has no library degree).

Lawson reminded the EB that a mechanism is in place for ARLIS/NA to act on these instances, but the President needs to know to whom to send a letter and needs a position statement (perhaps from the Academic Library Division). Webster observed that follow-up tracking on these letters needs to be put in place. Lawson responded that it was incumbent upon the officer over whose signature the letter was sent. Action: Sorensen to attempt to identify through the Academic Library Division whether this is a concern for academic libraries--is it endemic and/or a trend? If yes, then ask the Division to draft a position statement. Graham and Lawson to ascertain the same information for the Museum Libraries and Chibnik for the Public Libraries. The issue may be addressed in a Standards document.

Whose responsibility is it to identify these issues? Consensus was that it arises from the membership.

11. STANDARDS DEVELOPMENT & OTHER PROJECTS

11A. Cataloging Advisory Committee [Lawson]

No report.

11B. Collection Development Committee [Sorensen]

Sorensen reported that this committee had submitted a written report and was in the process of mounting collection development policies on AWS.

11C. Standards Committee [Carlin]

11C1. ASTM label adhesives representative

Carlin indicated that everyone appeared to be concerned about label adhesives but no one was willing to serve as the ASTM representative. Webster suggested that this might be the purview of VRAC/VRD, or perhaps the issue should be included in a general Preservation position of the Society. Solely having an ASTM representative is too narrow a view on the issue; the Society may need to appoint someone to address preservation of all materials which art information professionals produce (e.g., electronic, slides, etc.). Standards and guidelines for preservation should come from a newly reconstituted Standards Committee. Action: Carlin to bring back to Standards Committee that standards and guidelines for preservation to come from newly reconstituted Standards Committee. (March 7)

11D. Statistics Task Force [Lawson, Graham]

Lawson reminded the EB that last year it approved establishment of a Statistics task force to identify types of library, institution, and/or other professional society statistics of potential interest to Society members. (Strategic Plan action items #43-35) The task force would also explore how to identify and share such statistics.

11D1. Charge

Motion #17: Unanimously voted to approve the charge to the Statistics Task Force: Charge: To create guidelines for, and instruction in, compiling, analyzing, and reporting institutional statistical data of potential use to the Society; to identify and report on models from other organizations; to provide recommendations on effective use of statistical data for intra-institutional reporting and planning for inter-institutional evaluation and rating. To create a standard suite of statistics useful for documentation, budgeting, program and space planning, ranking/ratings, accreditation, staffing, and fund raising. Composition: Not to exceed 10 members with representation from all Divisions and Sections, and from Round Tables (as appropriate). Qualifications: Interest and expertise in gathering, analyzing, and reporting statistical data are desirable.

11D2. Appointment

Ten members from the Divisions, Sections, and Round Tables will be appointed. Representatives were still needed from the Academic Library Division and Computer Section. Action: Sorensen to obtain representative named from the Academic Library Division. Action: Graham to appoint chair of Statistics Task Force. (date?)

12. UNFINISHED BUSINESS

5E1. Policy Manual Revision task force

5E1a. Charge

This agenda item was brought back to the table. Motion #18: Unanimously voted to approve the charge to the Policy Manual Revision Task Force: Charge: To review the ARLIS/NA Policy Manual; to submit, for Executive Board approval, revisions to the Policy Manual; to complete review and revisions by 1999 Annual Conference Board meetings. Composition: The task force shall consist of the President, Past President, Executive Director, and the Secretary.

12A. Recognition of outgoing EB members

Outgoing President Lawson presented gifts to outgoing board members Robertson, Smedstad, Day, and Siegel in appreciation for their support throughout the his term as President. It was a memento of the August 1997 Midyear meeting because of the solidarity the board felt after that meeting: "Spy glasses" and Washington, DC, postcards.

12B. Reception for incoming EB members

Lawson provided incoming board members Berger, Wayne, Chibnik, and Corbetta-Noyes each with magnifying glasses for the purposes of reading the "fine print."

12C. Recognition of outgoing President

Graham presented an appreciation gift to Lawson--a "Fish on wheels" ceramic box by a Tucson artist. Day presented Lawson with an historic New Jersey license place issued in the county and year of Lawson's birth.

Motion #19: Unanimously voted to adjourn the pre-conference Executive Board meeting at 12:30 p.m. on Friday, March 6, 1998.

Penney De Pas, CAE

Executive Director

for

Jeanne Brown

Secretary