ART LIBRARIES SOCIETY OF NORTH AMERICA
Midyear Executive Board Meeting
Art Gallery of Ontario, Toronto, Canada
Friday September 22, 2000 (Boardroom, 4^th Floor)
Saturday September 23, 2000 (E.P. Taylor Research Library)

Action items (in agenda order):

Action item: Jacoby to report necessary management calendar revisions to McKenzie to reflect the appropriate tax filing deadlines. 3A. Society budgets 2000/01

Action item: Jacoby to rewrite Policy Manual C-8, Executive Board. Reimbursement of Expenses. Blank to update Policy Manual. Nov. 15. 3A3. Board travel subventions

Action item: Jacoby and Clarke, in conjunction with Bonnie James (CAMS), to strip out annually recurring Committee expenses from Committee Special Budget Funding requests and transfer to a new annual budget line in Society budget. Nov. 15. 3A4. Special funding requests

Action item: Goodman to contact Paul Glassman to fold in Art & Design School Library proposal for brochure outlining benefits of library school students to serve internships with art and design school libraries with Muehsam, Professional Development, and Membership Committees and propose a coordinated outreach effort to library school programs. Oct. 15. 3A4. Special funding requests

Action item: McKenzie to send message to ARLIS-L broadly outlining costs associated with staging the conference, especially catering costs, so membership does not have unreasonable expectations. Nov. 1. 3B. 2001 conference budget—Los Angeles

Action item: Jacoby to inform Los Angeles conference co-chairs that a final budget must be submitted to Jacoby by Oct. 16 for Board approval by Oct. 23. 3B. 2001 conference budget—Los Angeles

Action item: HQ to invoice all institutional members listed as owing money to ARLIS/NA from the Customer Aged Summary (as of 8/31/00). 3D2. Authorization of full audit for FY 2000

Action item: Jacoby to contact the Financial Advisor with request for information as outlined in Motion #21 by Sept. 30, and report back to Executive Board with recommendation by Oct. 15. 3E1. Investment report

Action item: Clarke to ensure that HQ staff will notify the membership via ARLIS-L when new issues of Update are released on the AWS. 4A. Headquarters report

Action item: Clarke and Goldsmith to investigate web-based software for Board email balloting discussions. 4A. Headquarters report

Action item: Clarke to contact John Hazard, Society Counsel, and investigate Executive Board and Society coverage with current Directors & Officers insurance policy as it relates to the Los Angeles hotel contract commissionables. 4B1. Indemnification/liability insurance

Action item: Goldsmith to report suggested revisions of membership form to Katharine Poole, Membership Committee Chair, for inclusion into the form. 5F1. Revision of Membership Form

Action item: Blank to mail Motion #9 amending Bylaws Article II. Section 2. D. to Ted Goodman. Sept. 28. Goodman to forward ballot text for membership vote on Bylaws change to Headquarters. Oct. 1. Headquarters to mail Bylaws ballot with election materials on Oct. 15. Blank to follow up that Bylaws ballot is mailed. 6A. Honorary membership for charter members

Action item: Blank to draft language for identification and responsibilities of Executive Committee, Executive Session, and disposition of minutes for both. Nov. 1. 7A. Definition of Executive Committee in Bylaws/Policy Manual

Action item: Abrams to communicate with Co-chairs, the Los Angeles Conference hotel Meeting Manager, and Clarke to arrange an October meeting in Los Angeles at the conference hotel. 8B1. Highlights

Action item: Wayne to send Clarke Pittsburgh documentation regarding room use statistics and styles. Oct. 10. 8B1. Highlights

Action item: Wayne to produce report on the possible creation of a designated Development Officer and how that position would interact with the President, HQ, the annual conference fund raising effort, and the Development Committee. Los Angeles Pre-Conference Meeting. 8B2. Fundraising

Action item: Wayne to forward final Pittsburgh conference report to HQ. Oct. 15. 8B6. Tours

Action item: Goodman, Jacoby, Clarke, and St. Louis CPAC to prepare plan for logistics related to planning, income, costs, and profit sharing; meet in Chicago at annual Visual Resources Association conference (February 27 through March 3, 2000) and draft necessary arrangements and contracts; present a final contract to both the VRA and ARLIS/NA Executive Boards in March 2001. 8C4. ARLIS/NA-VRA allocation of costs and profits

Action item: Lynagh to inform Baltimore conference planning participants to contact Clarke asap regarding HQ role in negotiating hotel contract. 8D1. Co-Chairs

Action item: Abrams to notify Mountain West Chapter to prepare a formal proposal. Nov. 15. 8E2. Las Vegas

Action item: Clarke to speak with President of Meeting Professionals International to discuss future conference sites and costs. Los Angeles Pre-Conference. 8E2. Las Vegas

Action item: Regional Representatives to inform Chapters that they will continue to be responsible to host Chapter web sites on local servers rather than have HQ host them centrally. Oct. 15. 9B. Web sites

Action item: Kempe and Adrean to compile guidelines regarding how to efficiently run a meeting; Goodman to forward such information to Moderator list; and incoming Vice-President to announce annually at the RT group meeting. Dec. 1. 10A. Discussion groups

Action item: Blank to direct AWSAB to post AWS Editor guidelines, begin review of candidates, and make recommendation to McKenzie. McKenzie will make the final appointment. ASAP. 11A1. Job description

Action item: McKenzie to proceed with review of existing Editor position and posting call for applications. Nov. 15. 11B1. Recruitment and job description

Action item: McKenzie to direct Molinaro to add headers to messages on ARLIS-L indicating that messages contain advertising. Nov. 1. 11C1. Vendor postings

Action item: Blank to communicate Board appreciation to AWSAB on their creation of advertising guidelines for the AWS. Blank to direct AWSAB to further explore rates for sponsorship and related benefits (following Music Libraries Association model) and make specific proposal for rates and benefits for implementation this FY. ASAP. 12C1. Advertising guidelines

Action item: The Task Force will be continuing its work next year. A new board liaison should be identified prior to the Los Angeles Conference. 12D. AASL-ARLIS/NA Joint Task Force on NAAB Standards

Action item: Blank to notify Statistics Task Force that the Board has decided not to pursue statistics gathering at this time. ASAP. 12E1. Survey results and recommendations

Action item: Abrams to lead effort to identify Society members who might be able to reconstruct the mailing list. 13B. Gerd Muehsam Award

Action item: Abrams to forward Management Calendar modifications regarding Muehsam Award mailings to McKenzie. 13B. Gerd Muehsam Award

Action item: Abrams to contact Devine and discern if any steps were taken as a result of the ARLIS/NA Awards Task Force Draft Report. 13B. Gerd Muehsam Award

Action item: Lynagh to contact Tom Greives, Chair, Professional Development Committee, to create guidelines for application for the Rare Book School Fee Award, to be completed no later than Dec. 31. Copy Jack Robertson. 13D1. Rare Book School Fee Award

Action item: Jacoby to notify Jill Patrick, Chair, that the 30th year campaign will be identified as the Conference Speakers Fund. 13E1. Donation options on membership renewal form

Action item: Goldsmith to contact Poole that donation options a, b, c above should appear on the membership application. 13E1. Donation options on membership renewal form

Action item: Kempe to advise Kari Horowicz, Chair, Travel Committee, that the formerly named G.K. Hall Travel Award will not be offered for the Los Angeles conference unless another sponsor can be found immediately. ASAP. 13F. Travel Awards

Action item: Abrams and Publications Committee to revise Policy Manual R-26 with general guidelines for out-of-print and reprint policy and post to Board listserv for approval. 13J1. O/P and reprint policies for Society publications

Action item: Abrams to revise R-18 as suggested by the Board and post to Board listserv. 13J3. Distribution of copies to Art Documentation authors

Action item: Abrams to inform Paul Glassman, OP Editor, that the proposal for OP #13 was not accepted by the Board. Oct. 15. 13J4. New Occasional Paper

Action item: Clarke to investigate costs and procedures for postage coding. 13L1. Ballot postage

Action item: Wayne to review data file of membership addresses, make corrections, and return to HQ by Sept. 27. HQ to FedEx to Wayne and Poole revised membership lists for final approval by Oct. 10 before printing Handbook. 14A. Handbook

Action item: A tear-out form in the Handbook allowing for the members to update their information will be provided by HQ. Oct. 15. 14A. Handbook

Action item: Goodman and Jacoby to initiate a review of Policy Manual Section J (Finances) and related sections and make suggestions for revision. Los Angeles Pre-Conference. 15B. Revisions to P.M. on AWS