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)

(Deferred items continued via email.)

Friday, September 22, 2000

8:50 a.m.

Elizabeth Clarke, Clarke Association Management Services (CAMS), was introduced to the Board as the Society's new Executive Director.

3A. Society budgets 2000/01

Jacoby provided some general comments on the current budget situation. Expenses are not yet finalized for the FY2000 budget and FY2001 budget is nearing completion. Publication cost estimates are still not exact since we are still in the early stages of the management transition. Analysis of the 2000 Pittsburgh conference finances is still pending and the 2001 Los Angeles conference has not been completed.

The following taxes were paid for 1999: $432 federal; $40 California; $0 for North Carolina). Jacoby was able to significantly reduce the estimated tax bill down from $9,000 to $400, and will be filing an estimate for 2000 federal taxes. Even though the Society is a not-for-profit organization, advertising and label sales do produce taxable income. The current management calendar does not provide necessary tax filing information and should be updated. Estimated taxes for FY2000 will be paid if necessary.

Action item: Jacoby to report necessary management calendar revisions to McKenzie to reflect the appropriate tax filing deadlines.

The ARLIS/NA corporate seal appears to have been lost during the transition and a new one is being prepared.

3A1. Revisions

Line #28, John Benjamins Award, should be deleted since that award has been withdrawn.

3A2. Transition costs

Rather than create a separate transition budget, transition costs incurred due to the management firm transition from Adler Drosz, Inc. (ADI) to Clarke Association Management Services (CAMS) will be added to their normal budget existing lines. Jacoby will however provide the Board with an estimated transition cost.

Action item: Jacoby to prepare appropriate information for membership discussion regarding Headquarter transition costs.

Advertising secured by Kate Shanley did not appear in publications as a result of ADI staff oversight and significant income was lost.

3A3. Board travel subventions

Since the Visual Resources Association and the Music Libraries Association provide a higher level of support for their Boards Jacoby proposed increases in the individual Board member’s travel allotments for 2001: keep annual meeting support for all Board members at $400; increase Midyear $100 per member from $400 to $500; increase annual Canadian Representative travel $200 from $400 to $600; increase CPAC travel for President, Vice-President, and Treasurer $300 from $200 to $500; increase CPAC travel for Regional Representative $100 from $200 to $300. The Board agreed to this proposal.

After discussion which focused on the values gained by Jacoby’s visit to HQ earlier this year the Board recommended that a new budget line be created to cover necessary Board travel. In addition to travel to HQ by incoming Treasurers and Vice Presidents or Presidents, unusual expenses incurred by the rest of the Board, especially travel by the Regional Representatives could be covered. This line will be budgeted annually at $1,000. The Board agreed to this proposal in theory, pending presentation of final budget.

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

3A4. Special funding requests

ARLIS/NE requested $750 to support buses from programs to the reception for the ARLIS/NA sponsored 2001 IFLA Pre-conference reception in Boston. This is in addition to a previous request for funding support for the ARLIS/NA IFLA 2001 Reception.

Action item: Jacoby to clarify fundraising situation relating to 1999/2000 Executive Board Motion #65 with Merrill Smith, lead fundraiser for the ARLIS/NA IFLA 2001 reception, and Jill Patrick, Chair, Development Committee. Nov. 15.

Since certain Committee costs recur annually it was suggested that rather than require these Committees to annually request special funding for these recurring costs, that an annual budget line be created which will cover all these costs. For example, the Nominating Committee annually requires $2,000. The Standards Committee requires annual funding for membership in NISO, Public Policy Committee for NINCH, and North American Relations Committee for LOEX.

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.

Chapter and Regional requests for supporting Regional conferences were approved.

Paul Glassman made a request from the Art & Design School Library Division for $450 to create a brochure outlining the benefits of library school program internships with art and design school libraries.

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.

3B. 2001 conference budget—Los Angeles

The Los Angeles budget is still in the draft stages. Publication quotes are still coming in from HQ. There was strong Board sentiment that the conference registration fees be raised to bring them more into line with the generally higher standard of not-for-profit professional association. The Board approved a $10.00 increase in the registration fee to $145.00.

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.

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.

3C. Honoraria for Special Appointments

Motion #18: Unanimously approved honoraria as follows:

Art Documentation Editors, Art Documentation Copy Editor, Update Editor, Occasional Papers Editor, ARLIS-L Moderator, Pittsburgh Conference Proceedings Editor.

The Board approved an honoraria for the ARLIS/NA Web Site (AWS) Editor of $1,000 a year.

3D. Organizational audit

An unofficial audit of the Society finances recommended that the following procedures be implemented:

1. Two authorized check signers should sign all checks.

2. All invoices should be authorized in writing.

3. An attempt should be made to limit the number of small denomination checks.

4. The Board should re-examine the Society investment policy.

5. The Board should consider preparing the budget on a quarterly basis.

The Board discussed these recommendations, and felt that two check signatures was not necessary. Clarke stated that once HQ is more familiar with Society policies and procedures that HQ would consider signing checks up to a certain level.

3D2. Authorization of full audit for FY 2000

HQ sent out queries to 4 firms, including Ernst & Young (bid at $10,000), and Mills & Rouse, the North Carolina firm which has done our taxes in the past (bid at $5,400). HQ suggest strongly that a full annual audit be performed. The Society’s last full audit was performed in 1996.

Motion #19: Unanimously approved that the Executive Board appoint Mills & Rouse to perform a full audit of the Society finances for FY 2000 in early 2001.

An examination of funds outstanding, including the Customer Aged Summary, revealed that several institutional members owe the Society for subscriptions.

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).

3E. Investment account and Finance Committee

3E1. Investment report

Due to continuing difficulties in communications between the Finance Committee, the Treasurer, and the Society’s Financial Advisor, it was felt the Board should simplify the communication procedure between the principals by rescinding a previous Board’s decision to make the Chair of the Finance Committee the primary communicator to the financial advisor. During discussion it was stated that the Financial Advisor charges an annual fee of 1% of the Society’s account balance to manage the account.

Motion #20: Unanimously approved rescinding Motion #23, passed by the 1999/2000 Executive Board, regarding communications with the Financial Advisor, and that the Treasurer be designated as the primary communicator to the financial advisor.

Due to concern about the Society’s involvement in the stock market during a somewhat volatile time, the Board discussed whether the Society should be invested in the stock market to any degree whatsoever. In addition, following the 1999 Berkeley Midyear Board meeting suggestion that the Society hold 6 months operating expenses in readily accessible securities, the Board began a review of the current state of the Society’s investments.

As of Aug. 31, 2000 the Society has the equivalent of 3 months operating expenses available in a Schwab Money Market account, totaling $78,169.40. The remainder of the Society’s investments are in stocks and bonds, totaling $109,742.50. The total account equals $187,911.90.

Following the suggestion first made at the 1999 Berkeley Midyear meeting, and with a concern to safe guard the Society’s financial footing, the Board began drafting a motion to address these concerns. In order to make a fully informed decision it was felt advisable to request the Financial Advisor’s advice on a range of options.

[Motion #21 is stated below in its final form. Although the essential points had been established, the Board had difficulty in correctly phrasing the motion to address all the Board’s concerns. Consequently the motion process was halted, the motion tabled, and Blank and Jacoby redrafted Motion #21 overnight while the Board was in recess. Following other Board discussions the following day the motion was brought back to the floor and passed. The following section of the minutes indicates the process by which the motion was passed.]

Motion #21: [first draft].

Motion #22: Unanimously approved to table Motion #21.

Motion #24: Unanimously approved taking Motion #21 from the table and returning to discussion.

Motion #21 [final draft]: Unanimously approved that in order to: 1) preserve and safeguard the Society’s assets and, 2) increase the amount of funds available for operating expenses from three months to six months, that Trudy Jacoby, Treasurer, contact the Financial Advisor with a request for information regarding the advisability and the full costs associated with the following range of investment options:

1) Immediate divesting of all stocks and bonds currently held and reinvesting into short term guaranteed financial instruments.

2) Initiating a phased transition of up to one year to accomplish the same result, with suggestions for the time period and strategy of the transition.

3) Maintaining some financial presence in stock, bond, or mutual fund investments after the six months available operating expenses fund target has been reached.

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.

3E2. Change of chair

Deferred.

3E3. Committee charge

Deferred.

Clarke identified problems with the membership database as the major problem facing HQ. On face, the data appears correct, but when trying to output the data, it is clear that the data and fields structures are considerably corrupted. Clarke has hired extra staff and re-keyed the data. This database is complete and is correct as it can be based on the information available to HQ. (The membership list printed out and revised at Pittsburgh by the members was misplaced during the transition.)

A call was made to ARLIS-L requesting members contact HQ with revised address information and those updates have been incorporated. A revised membership database has been produced by HQ, and will be reviewed overnight by Wayne to briefly check for accuracy.

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.

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

Motion #23: Unanimously approved that the Executive Board commend and thank Clarke Association Management Services for their professional and timely responses to the needs of the Society during this Headquarters transition period.

4B. New Directors & Officers insurance policy

4B1. Indemnification/liability insurance

Clarke’s recommendation is to renew the existing policy for six months while HQ continues to investigate other firms and coverage.

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.

4C. Previous Headquarters wind-up report (McKenzie)

Notes will be added to the financial statement regarding associated transition costs.

4D. Conference Refund Policy

Refund policy was reviewed and will remain the same.

5A. Membership statistics (Clarke)

Individual basic members 859

Institutional basic 313

Institutional supporter 4

Honorary member 11

Business affiliate basic 40

Business affiliate supporter 3

Individual sponsor 3

Individual sustaining 6

Unemployed 19

Retired 59

Students 74

5B. Membership database (Clarke)

5C. Member renewal process (Clarke)

[see 4.A.]

5D. Membership cards

No desire at this time to issue membership cards.

5E. [No item at 5E]

5F. Membership Committee (Goldsmith)

5F1. Revision of Membership Form

Goldsmith presented the latest draft of the membership form from the Membership Committee. A number of suggestions and clarifications were suggested.

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

5F2. Contacting Non-Renewals

Adjourned at 5:30.

SATURDAY, OCTOBER 2, 1999

Meeting reconvened at 9:30 a.m.

6A. Honorary membership for charter members

A Bylaws ballot will be required to implement email Motion #9.

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.

7A. Definition of Executive Committee in Bylaws/Policy Manual

Although there is provision in Robert's Rules of Order for the creation of an Executive Committee, which in the case of the Society would consist of the Executive Board minus the Regional Representatives, there is no specific language in the Bylaws or the Policy Manual identifying an "Executive Committee." Similarly, there is no language regarding the Board practice of holding confidential Executive Session meetings, which consist of the Board minus the Executive Director. Nor is there language for the disposition of minutes from such meetings.

Action item: Blank to draft language for identification and responsibilities of Executive Committee, Executive Session, and disposition of minutes for both. Nov. 1.

8A. 28^th Annual Conference, Pittsburgh 2000

8A1. Final budget report (Jacoby)

$76,919.45 Net Income.

Congratulations to Kathryn Wayne, Past-President, and the Pittsburgh CPAC for fundraising efforts which contributed to the financial success of the Pittsburgh conference. Additionally, appreciation was stated for the efforts of Trudy Jacoby, Treasurer, and Bonnie James, CAMS Financial Officer, for their efforts in following in compiling the final Pittsburgh conference budget.

Abrams distributed a print-out of the LA Conference web site "Quick Finder" page, a listing of all events, with sponsors listed next to their sponsored activity.

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.

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

Fundraising is moving forward. Donors who have a history of working with the Society, as well as new opportunities for fund raising, are being contacted. The Board was reminded that those with fund raising responsibilities for the annual conference must start early on fund raising initiatives, work closely with the Development Committee, and be energetic in their efforts. To date no contributions from the Chapters, which in the past have funded the Welcome Party, have been announced.

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.

8B3. Hotel commission on room pick-ups (McKenzie)

Deferred.

8B4. Headquarters’ staff and role (Clarke)

Clarke, Tania Robert (CAMS), and additional staff from HQ will be in attendance. Robert will supervise the Registration Desk.

8B5. Leadership breakfast

Adrean and Kempe will coordinate the Leadership Breakfast.

8B6. Tours

The Board strongly recommended that the profit potential of the conference tours be maximized. Wayne suggested that strategies employed by the Pittsburgh organizers be implemented.

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

8C. 30^th Annual Conference, St. Louis (Goodman, Adrean, Clarke)

8C1. Hotel

The hotel contract has been negotiated. The conference will be starting a day earlier, Wednesday, March 20, 2002 for the afternoon Board meetings; Thursday, continuing Board meetings for both VRA and ARLIS/NA and the RLG-AAG meeting, and afternoon tours; and on Friday workshops will begin, and the Welcome Party will be held.

Ann Whiteside has created a listserv for the St. Louis CPAC group.

8C2. Joint Visual Resources Association CPAC Co-chairs

Margaret Webster, Programming, Beth Whitlow, Local Arrangements, are the VRA Co-chairs.

8C3. Clarke special contract

A special contract between VRA and CAMS related to conference planning and related fees must be drafted and signed by the appropriate representatives of each group.

8C4. ARLIS/NA-VRA allocation of costs and profits

A 60% ARLIS/NA / 40% VRA costs and profits has been agreed to in principle.

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.

8D. 31st Annual Conference, Baltimore 2003 (Lynagh)

8D1. Co-Chairs (Lynagh)

Linda Tompkins-Baldwin, Baltimore Museum of Art, reported that most of Baltimore CPAC group has been selected. The Omni Inner Harbor hotel is being strongly considered for the conference, with dates March 20-27, 2003.

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

8E. Future Conference Sites

8E1. Brooklyn (Kempe)

Kempe reported that their is some enthusiasm for an annual conference in Brooklyn in 2004 or 2005. Goodman suggested the possibility of a Western New York Chapter sponsored conference in Albany.

8E2. Las Vegas (Abrams)

Tom Reidel and Jeanne Brown submitted a brief report on the possibility of a Los Vegas conference. Denver was also suggested as possible site.

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

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

9A. Chapter liability insurance report (Goodman)

(Deferred to email. Email discussion follows.)

There are 19 chapters with number of officers ranging from 4-9. At this time there are exactly 100 chapter officers who would need to be covered. The chapters have always been separate from the Society Executive Board

(Bylaws-Article XIII sect. 1). The costs involved in providing coverage to the extent required makes Chapter officer liability insurance unfeasible.

9B. Web sites

Chapters have suggested that Chapter web sites be hosted by the same internet service provider as the ARLIS/NA Web Site (AWS), and that these costs be borne by the Society. Unfortunately the costs and maintenance associated with such a plan are prohibitive.

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.

9C. Chapter Idea Book

Policy Manual D-7 states "The President shall assign to the two senior Regional Representatives the responsibility for reviewing And updating the Chapter Idea Book at least every three years." The next review will be due at the end of the 2002/2003 Board. The senior Regional Representatives have performed the review in the past.

10A. Discussion groups

Some DSRTs have been requesting additional time for DSRT meetings. Plus there is added pressure from other Society unofficial groups such as the Cataloging Problems Discussion Groups, Museum Directors, etc. Since many of these group are grass-roots efforts created by the membership, and since the Society is a member-needs driven association, the Board must examine closely these requests for meeting time. Yet due to the costs of hotel meeting space, discussion groups cannot continue to proliferate.

Ongoing unofficial discussion groups will be encouraged to apply for DSRT status. At the St. Louis conference unofficial groups cannot be guaranteed meeting space. In an effort to streamline the program and cut back on the number of meetings required, the Los Angeles Conference will hold the first joint RT meeting. All RTs will meet in one large room and all general announcements will be made at one time. Then the individual RTs will break-out and hold their separate meetings.

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.

11A. ARLIS/NA Web Site (AWS) Editor (Blank)

11A1. Job description

The Board approved the AWS Editor description as created by the AWS Administrative Board (AWSAB).

Motion #25: Unanimously approved that the Executive Board accept the ARLIS/NA Web Site Administrative Board proposal for the creation of an AWS Editor, with the honoraria taking effect FY 2001.

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.

11B1. Recruitment and job description

Stephanie Sigala and Betsy Peck Learned, the current Editors, would like to resign with the completion of issue #2, 2001. New editors would be required for issue #1, 2002.

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

11C. ARLIS-L (McKenzie)

11C1. Vendor postings

Molinaro reports that comments to her are 2/3 in favor of allowing such postings to continue, while 1/3 would like to see such ads stopped. Molinaro has suggested that she could add a header indicating that such message contained advertising.

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

12A. IFLA 2001 Pre-conference.

12A1. Funding (Jacoby)

[see 3.A.4.]

12A2. Update on Activities (McKenzie)

(Deferred to email. Email discussion follows.)

The steering committee for the upcoming joint meeting of ARLIS/NE and the IFLA Art Section met on September 7 to organize the planning necessary sponsor this satellite meeting in conjunction with the August 2001 Boston IFLA meeting. Attending were ARLIS/NE officers Stephen Nonack, Adeane Bregman, Anne Shankland; and ARLIS/NA IFLA task force members Sarah Dickinson, Merrill Smith, Carol Terry and Hugh Wilburn. The two-day meeting, scheduled for August 16-17, 2001, has as its theme

"'How do I find a picture of ...? ' : The Changing Nature of Image

Research." Local coordinating committees have been created: Development, Housing, Program content, Program design/printing, Registration, Tours, Web site. Volunteers are being sought from the New England chapter..

12B. Strategic Planning (Wayne)

(Deferred to email. Email discussion follows.)

Jane Carlin, Strategic Planning Task Force Chair is still compiling the long version of the new Strategic Plan. Wayne will forward it to the Board for approval as soon as it is received.

12C. ARLIS/NA Web Site Administrative Board (Blank)

12C1. Advertising guidelines

The AWSAB presented a report recommending the acceptance of sponsorships, not advertising, on the AWS. Sponsorships, which would appear on a separate page, would not conflict with the Society's not-for-profit status, and with appropriate guidelines for the acceptance of sponsorships should not conflict with the Society's professional standards. The Board approved the AWSAB's suggestions and requested a plan for implementation asap.

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.

12C2. Other issues

Blank will notify the Board members regarding any individual responsibilities related to the continuing effort to update the AWS.

12D. AASL-ARLIS/NA Joint Task Force on NAAB Standards (Wayne)

(Deferred to email. Email discussion follows.)

The Task Force has been active and working directly with Elliott Pavlos, Executive Director of the National Architectural Accrediting Board. On August 29, Task Force Co-Chair, Kathy Brackney (representing the Association of Architecture School Librarians) sent a proposed revision to Condition 8 of the NAAB's Criteria and Procedures. Co-chairs Brackney and Janine Henri were invited to send a representative to the NAAB's Validation Conference in Shaker Village, KY, on Oct. 10-12, but were unable to attend. 

Janine Henri, Margaret Webster and Deborah Thompson-Wise are currently working on a revision to the appendices (i.e. the Librarian's Self-assessment). Pavlos will continue to communicate directly with the co-chairs. This Task Force is doing important work for the profession and should be congratulated on its efforts to date. 

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.

12E. Statistics (Blank)

12E1. Survey results and recommendations

The Statistics Task Force (Carole Graney, Chair) submitted a report which included results from a web-based survey of the membership. The Task Force recommended a continuing effort in order to establish appropriate statistical software, procedures for collecting and distributing data, and the creation of a central data file that could be accessed by the membership. Although there has been member support for such an initiative, the Board did not see how the Society could financially or technically support such an initiative at this time. Alternatives suggested included an effort limited to a specific type of library, such as art and design school libraries, with the data published as an Occasional Paper.

Action item: Blank to notify Statistics Task Force that the Board has decided not to pursue statistics gathering at this time. ASAP.

12F. Special Committee: Lecture Series on Architecture (McKenzie)

The effort is still underway and there is nothing new to report at this time.

13A. Distinguished Service Award (Wayne)

13A1. Discrepancy in policy text.

(Deferred to email. Email discussion follows.)

There were no DSA nominations this year. The existing Committee, chaired by Milan Hughston, has agreed to serve again next year. The Committee has found a discrepancy in the ARLIS/NA Policy Manual L-10 text, under Procedures, number 1.

Motion #28: [Email motion passed Oct. 21, 2000] Approved that Policy Manual Section L-10, under "Procedures," be amended to read :

1. Nominations for the Distinguished Service Award may come from any of the following sources: ARLIS/NA personal members, an ARLIS/NA Chapter, a region representing several ARLIS/NA Chapters, or a group of ARLIS/NA members-at-large. Nominations may not come from current members of the Executive Board nor from members of the Distinguished Service Award Committee.

13B. Gerd Muehsam Award (Abrams)

(Deferred to email. Email discussion follows.)

A new publicity mailing list, which has been useful is sending press releases on the Muehsam Award as well as other Society announcements, needs to be created. This list was misplaced during the transition process. Paula Gabbard, Muehsam Committee Chair, would like to slightly modify the mailing schedule as listed in the Management Calendar. Gabbard also reported that the Committee manual is sketchy, out-of-date, and incomplete. Abrams suggested that Gabbard re-evaluate the Committee procedures by consulting with past Chairs.

Action item: Abrams to lead effort to identify Society members who might be able to reconstruct the mailing list.

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

Abrams raised the issue of the status of a report done by Jane Devine, "ARLIS/NA Awards Task Force Draft Report" (March 1999?) Was any Board action taken on this document?

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.

13C. Research Committee (Blank)

Neither the Research Committee nor the Muehsam Award Committee feel it would be beneficial to merge at this time.

13D. Professional Development (Lynagh)

13D1. Rare Book School Fee Award

Terry Ballanger, University of Virginia, has informed McKenzie that the Rare Book School Fee Award is available. Once admitted to a Rare Book School seminar, individuals eligible for the award would be able to apply for the award, and the winner would have their fees waived.

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.

13E. Development (Jacoby)

13E1. Donation options on membership renewal form

A 30th year campaign funding campaign, the Professional Development Fund, was suggested by the by the Development Committee.

Action item: Jacoby to notify Jill Patrick, Chair, that the 30th year campaign will be identified as the Conference Speakers Fund.

The following funds will appear on the Membership application.

a) Unrestricted Gift

b) Anniversary Scholarship Fund

c) Conference Speakers Fund

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

13E2. Anniversary Scholarship Fund

Formerly referred to as the 25th Anniversary Fund, this fund now contains of $35,685. An additional $6,000 from the Pittsburgh Silent Auction will be transferred into the Anniversary Scholarship Fund.

13E3. Conference Enhancement Fund

As designated by the Executive Board at the Pittsburgh Post-Conference meeting, the 30th year anniversary campaign will be devoted to enhancing conference programming by launching the Conference Speakers Fund.

13F. Travel Awards (Kempe)

Due to the change in the corporate structure of G.K. Hall the G.K. Hall Travel Award will no longer be granted. This award was given to an individual who was actively participating in an annual conference. At the Pittsburgh conference Getty Trust Publications stepped forward and sponsored the award for one year. Jill Patrick, Development Committee Chair, has provided Kari Horowicz, Travel Committee Chair with a list of possible donors.

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.

13G. International Relations (Abrams)

A question was raised about the possibility of merging the International Relations Committee with NARC into a single omnibus relations committee, but it was felt that the purposes of the two groups would be better served my maintaining their individual status.

13H. Wittenborn Awards (Adrean)

Upon recommendation of last year's Committee language in the call for submissions will be clarified in an attempt to reduce the number of ineligible titles submitted for consideration. Additionally, in accordance with guidelines approved by the previous Board (Email Motion #50, November 1999) an electronic publications award will be offered this year.

13I. North American Relations (Lynagh)

13I1. Overlap with Public Policy Committee

The Committee Chairs do not feel that there is significant overlap between the two groups' activities. The Board concurs, and the North American Relations Committee and the Public Policy Committee will continue their separate functions.

13J. Publications (Abrams)

13J1. O/P and reprint policies for Society publications

The Board agreed in principle to the creation of a new policy related to publications stock management. Abrams provided a draft of such a policy (R-26).

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.

13J2. Art Documentation full-text indexing contract

Has been signed and delivered to Wilson.

13J3. Distribution of copies to Art Documentation authors

Abrams also provided draft language for revising Policy Manual R-18. The Board agreed in principle to the draft with some revisions.

Action item: Abrams to revise R-18 as suggested by the Board and post to Board listserv.

13J4. New Occasional Paper

The following title was proposed as Occasional Paper #13: "Periodicals in review: A finding aid to sources and reviews of recent art periodicals and art indexes." Since reviews may be easily traced via the existing literature indexes, and materials gathered would quickly be dated, and there was no value-added component in the proposal beyond compilation of these reviews, the Board did not approve the proposal.

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

13K. Standards Committee (Adrean)

(Deferred to email. Email discussion follows.)

Discussion focused on whether the Standards Committee should continue or if it has outlived its usefulness to the Society. Annual membership in NISO will be budgeted in the future as an annual Society expense and no longer requires an annual special funding request from the Committee. The Board suggested that the Committee's charge be thoroughly discussed at the Los Angeles conference by the Committee and the Committee Liaison, with a recommendation to be made to the Post-conference Board meeting.

13L. Nominating (McKenzie)

13L1. Ballot postage

Since 75% of the ballots are not returned, thus wasting the postage paid for producing the mailing, the Society will move to postage coding for the ballot postcards.

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

13L2. Slate

The Board approved the slate suggested by the Nominating Committee and expressed its gratitude to the Committee for its efforts in producing the slate.

Vice-President/President-Elect

Daniel Starr

Margaret Webster

Secretary

Norine Duncan

Janine Henri

Midwest Regional Representative

Martha Childers

Ursula Kolmstetter

Northeast Regional Representative

Laurie Whitehill Chong

Susan Nurse

South Regional Representative

Robert Beebe

Paula Hardin

Motion #26: Unanimously approved the slate for 2001-2002 officers as submitted by the Nominating Committee.

14A. Handbook (Wayne)

A print-out of the current membership list was investigated quickly by Wayne and Kempe. It appears that the home addresses are not included on the print-out. With the exception of a small list of members which are still as listed as problems, which Wayne will examine and correct, other data looks good at this point. Katherine Poole, Membership Committee Chair, will also examine the data.

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.

The Board would like to extend its sincere appreciation to the staff at HQ and Poole for all their efforts in updating and editing the membership lists.

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

15A. Updates to P.M. (Wayne)

All updates to the current meeting have been forwarded for the ongoing revision of the Policy Manual.

Blank stated that with the constant revision of Society policies that the Policy Manual has grown to a size that is unmanageable. The Policy Manual has in fact become a procedures manual, and as such requires constant editing. Although the AWS version is to be the current version of the Policy Manual it is out-of-date and requires a close examination.

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.

None.

Motion #27: Unanimously approved adjourning the Toronto Midyear Executive Board meeting.

ADJOURN 5:00 p.m.