Action Items Mid-Year Executive Board Meeting-O'Neill Room, Faculty Club, Berkeley, California-October 1-2, 1999

ART LIBRARIES SOCIETY OF NORTH AMERICA
Mid-Year Executive Board Meeting
O'Neill Room, Faculty Club, Berkeley, California
October 1-2, 1999

Action Items - Listed in Agenda Order

Action: Blank will distribute 1999 Vancouver conference Executive Session minutes in Executive Session email for approval and final disposition by Nov. 1. 1.B.2.
Action: Blank to send summary of Executive Board email activity from 1999 Vancouver conference to 1999 Mid-Year meeting by Nov. 15 to ARLIS/NA Update. ADI will monitor Executive Board email activity and post summaries to Update quarterly. ADI summaries should be sent to Executive Board email list for approval. Blank to continue to post email motion activity (quarterly) to Update. 1.B.2.
Action: Graham to report back to GLIRT regarding Board discussion. Oct. 15. 3.A.1
Action: Graham and Blank to update Policy Manual (PM). Dec. 1. 3.B.
Action: Update Special Appointments section of PM where necessary to indicate "Receives honoraria." Graham and Blank. 3.B.
Action: Chibnik to notify Kim Collins by Oct. 15 of Board approval. 3.C.1.
Action: Chibnik to notify the Art Documentation editors that their request for special funding was denied. Oct. 15. 3.C.2.
Action: Chibnik will contact Jane Dunwoodie/Sara Jane Pearman for figures in order to create in-kind donations addendum to Pittsburgh conference budget. An ongoing list will be created. Nov. 1. 3.D.
Action: ADI will produce receipts for all Mid-Year meeting lunch costs to be distributed to Executive Board. Oct. 10. 3.E.
Action: Delete line 37 (research - HW Wilson), shift to balance sheet. 3.E.
Action: ADI will investigate the possibility of securing pro bono accounting for ARLIS/NA from a reliable firm. March 1, 2000. 3.E.
Action: ADI will post RFPs to accounting firms. Oct. 30. 3.E.
Action: ADI will send ARLIS/NA stationery to Lynagh. 3.E.
Action: Chibnik will expand the comments section of the proposed 2000 budget in order to provide both ADI and the incoming Treasurer with necessary budget context. 3.E.
Action: Chibnik will reformulate proposed budget for 2000 and submit to the President, Vice President, and Secretary by Nov. 1 for approval. This group will respond in a timely fashion in order for Chibnik to incorporate any necessary changes and forward to the full Executive Board by Nov. 15. The budget will be approved via email motion by Nov. 30. 3.E.
Action: Graham to contact AWS Administrative Board by Oct. 15 with the charge to produce guidelines for the placement of corporate and individual advertising on the AWS. The guidelines should be produced by Dec. 1. 4.B.
Action: Wayne to initiate discussion on Executive Board discussion list regarding charging for job listings on Society communication venues. Proposed implementation would be Jan. 1, 2000. Discussion to commence as soon as email traffic permits. 4.B.
Action: Graham and Blank to update Policy Manual to reflect adoption of revised Refund Policy. Dec. 1. 4.E.
Action: ADI to contact Robin Schimmelpfennig to update Refund Policy in Pittsburgh conference program. Oct. 5. 4.E.
Action: Chibnik will add budget line for incoming Treasurer to visit Society Headquarters (biennial expense estimated at $750). Oct. 15. 4.F.
Action: ADI to forward latest summary of membership statistics regarding number of members, non-renewals, etc., to Katherine Poole, Membership Committee Chair. Nov. 1. 5.A.
Action: Blank will inform Katy Poole, Membership Committee Chair, of the new ADI membership renewal process, and the intent to move towards web-based application, renewal, and directory updates procedures. Nov. 1. 5.F.1.
Action: ADI will produce a non-renewal list sorted by chapter affiliation and submit these lists to the appropriate Board Representative for vetting. Nov. 1. Representatives will vet lists and return to ADI for non-renewal mailings. Representatives will contact chapters as necessary to confirm membership information. Nov. 15. 5.F.2.
Action: ADI to contact Wilshire Grand Hotel and forward hotel contract for 2001 Los Angeles conference to Wayne. Nov. 1. 6.B.1.
Action: Adrean to inform the Central Plains Chapter that the Executive Board has accepted the invitation to host the 2002 conference in St. Louis, Missouri. Oct. 11. 6.C.1.
Action: Wayne to contact Ann Whiteside, VRA, to affirm ARLIS/NA's interest in planning a joint VRA/ARLIS/NA conference in St. Louis, 2001. 6.C.2.
Action: Wayne to post message to ARLIS-L soliciting suggestions from the membership for future annual conference sites. Nov. 15. 6.D.
Action: Graham and Blank to revise the Policy Manual as required by Motion #40. Dec. 1. 8.A.
Action: Mary Graham, AWS Administrative Board liaison, to refer to AWS the outstanding request from the Space Planners Round Table to mount and maintain on AWS its list of new art library facilities, renovated facilities, and Society members who are prepared to act as space planning consultants. Nov. 15. 8.B.1.
Action: Graham or ADI to forward copy of current advertising contract with Kate Shanley to Wayne. Nov. 1. 9.A.
Action: Wayne to communicate with Jeff Messecar, the AWS Administrative Board, and Joan Stahl to make Art Documentation book review section more visible on the AWS. Nov. 1. 9.B.1.
Action: Graham to contact AWS Administrative Board with report of Executive Board discussion. Nov. 15. 9.C.
Action: McKenzie to make Special Appointment, Roberto Ferrari as Chair of the AWS Administrative Board. Dec. 10. 9.C.
Action: Blank to report to Paul Glassman, new Occasional Papers Editor, and Linda McRae, Publications Committee Chair, that a report from Glassman to the Society President indicating progress in the preparation of manuscripts for publication in the Occasional Papers series will be necessary before the Editor's honorarium will be approved. Nov. 15. 9.E.
Action: ADI to provide Occasional Papers editor, Paul Glassman, with copies of all the existing Occasional Papers. ASAP. 10.A.1.
Action: ADI, in conjunction with McKenzie, will develop an appropriate Society record retention policy and schedule. ADI will develop an inventory of existing administrative records, which will be mailed to McKenzie for the development of retention schedules. 10.A.2.
Action: Blank to communicate with Linda McRae, Chair, Publications Committee that the Committee is to produce an out-of-print policy for Society publications. The policy will form part of the Society's records retention schedules. 10.A.2.
Action: McKenzie to communicate with Hugh Wilburn, Chair, IFLA
2001 Task Force, regarding support issues related to the proposed ARLIS/NA satellite conference to be held prior to the 2001 Boston IFLA conference. The Board recommends that the New England chapter sponsor it as a chapter or regional conference, making it eligible for Chapter special funding. All fundraising must be coordinated with Betsy Lantz, Development Committee chair. There will be no conference support from ADI. The satellite conference chairs are strongly encouraged to communicate with the 2001 Los Angeles annual conference Program Co-Chairs (Nancy Norris, Amy Ciccone). Special funding requests must be made to the Society Treasurer by the required deadline. Oct. 15. 10.C.
Action: Chibnik to inform the Martha Childers, Finance Committee Chair, that Society funds should be moved to the Financial Advisor no later than Oct. 12. 11.B.1.
Action: Chibnik to inform Martha Childers, Finance Committee Chair, to instruct the Financial Advisor that a minimum of 90 days operating expenses be available in no risk, competitive rate, secured instruments. 11.B.1.
Action: Graham to inform the Tom Greives, Professional Development Committee Chair, to move forward with the awarding of the Committee Internship award in 2000, as prescribed by Motion #44. Nov. 1. 11.C.1.
Action: Chibnik to deposit Dictionary of Art auction money into the 25th Anniversary Scholarship Fund. Nov. 1. 11.C.1.
Action: Chibnik to contact Development Committee Chair, Martha Childers, to instruct the Financial Advisor that the 25th Anniversary Scholarship Funds are to be invested in instruments that will generate necessary funds for an Internship in 2001. Oct. 25. 11.C.1.
Action: Chibnik to inform Development Committee Chair, Betsy Lantz, that if the 25th Anniversary fund will not generate the necessary income to fund a 2001 Professional Development Committee Internship award, the Committee will be charged with raising the additional funds. 11.C.1.
Action: Chibnik to contact Development Committee Chair, Betsy Lantz, to coordinate writing goals for 25th Anniversary fund effort with ADI Financial Officer Brad Lund for both the 2000 Pittsburgh conference Silent Auction and a possible future mailing solicitation. 11.D.
Action: Graham to take Executive Board approval to foreground fund raising efforts on AWS to AWS Administrative Board. Chibnik to notify Development Committee Chair, Betsy Lantz. Nov. 1. 11.D.
Action: Kempe to inform Travel Committee Chair, Ted Goodman, to work vigorously with Development Committee to find new funding for G.K. Hall Travel Award if G.K. Hall is unable to recommit to support for award. 11.E.1.
Action: McKenzie to write a charge for the Special Committee for the Architecture Lecture Series. Wayne to make a Special Appointment for the post of Chair of the Special Committee. Oct. 30. 11.F.1.
Action: Berger to request completion of final guidelines for new Wittenborn electronic/multimedia award from Wittenborn Committee Chair, Jim Carmin (Oct. 15) with a subsequent motion of approval to be conducted by e-mail. 11.H.
Action: Lynagh to direct North American Relations committee, Anita Carrico Chair, to establish which liaisons are necessary and which might be terminated. Nov. 1. 11.I.
Action: Blank to contact Kathleen Rose at ADI for publication estimates of the Guidelines for the Visual Resources. 11.J.1.
Action: ADI to send Blank and Linda McRae, Publications Committee Chair, copy of their standard copyright release form. Blank to send Adler Wilson contract for review. 11.J.2.
Action: Blank to contact Publications Committee Chair, Linda McRae, to review all Society publications, and establish which should be sold at reduced rates, which are out of print, and suggest design for Society publications sale on AWS. McRae to coordinate with AWS Administrative Board and notify Cindy Percival, ADI. Nov. 15. 11.J.2.
Action: Chibnik to notify Art Documentation editors that their request to fund Art Documentation cumulative index was denied. Nov. 1. 12.A.
Action: Starting in FY 2000 Update will be provided via appropriate electronic delivery. ADI will add check-off boxes indicating these distribution options and the financial reasons why the Society is moving in this direction to the 2000 membership renewal applications. Oct. 11. 12.B.
Action: Adler to participate in 2000 Pittsburgh conference AskARLIS session on 2000-2002 strategic plan. Wayne to examine conference schedule and see what else is slotted for that time period. 14.A.

Submitted by Peter Blank