ART LIBRARIES
SOCIETY OF NORTH AMERICA
Midyear Executive Board Meeting
Avery Architectural and Fine Arts Library
Columbia
University, New York, New York
August 11 – 13, 2001
Action
item:
Starr, Jacoby, Duncan, and Headquarters to discuss plans for orientation for new
Board members.
Action
item:
Roper to send data to J. Franklin for updating the e-mail directory of members
on the AWS.
Action
item:
Goldsmith to ask for comments on the membership renewal form via Board-L, then
to return it to the Membership Committee with directives for final revision.
Action
item:
Headquarters to implement online renewal for October/November. There will be an
option of using the printed form. The latter should bear a notice that online
renewal is available.
Action
item:
Jacoby to re-examine dues structure within the next year.
Action
item:
Board to consider how to distribute and make use of all the information
collected on the membership form. Roles of Membership Committee and Headquarters
need to be distinguished.
Action
item:
Headquarters to remove non-paid members from the mailing list for publications.
Action
item:
Renewal notices to be mailed at regular time. If the people on the non-renewal
list do not rejoin, Headquarters to transfer them to the lapsed members file,
and to record the last date dues were paid.
Action
item:
Roper to add field to database to track whether person is a current paid member
or not.
Action
item: Headquarters
to prepare and distribute a membership report to the Board quarterly.
Action
item:
Goodman to post to ARLIS-L a final notice for renewals, advising all with
address changes to notify Headquarters. (August)
Action
item:
Goodman to post to ARLIS-L re benefits of membership. (September)
Action
item:
Jacoby to consider financial implications of establishing a Life membership for
ARLIS/NA.
Action
item: Kolmstetter
to investigate the disposition of the Michigan Chapter archives and arrange for
shipment to ARLIS/NA archives at Syracuse University.
Action
item:
Kolmstetter to advise the Central Plains Chapter that the Executive Committe may
proceed with adding a Life membership category. Neither Board approval nor a
by-laws amendment is necessary to permit them to take that action.
Action
item:
Kolmstetter to advise the Ohio Chapter that paying the dues for their officers
is a chapter decision not requiring Board approval.
Action item: Hardin to encourage Texas-Mexico Chapter to submit a proposal to host a conference.
Action
item:
Board members to notify Goodman by e-mail if they note anything on the ARLIS/NA
web site that should be removed, to be added to his list for Franklin.
Action
item:
Goodman to inform Technology Committee that it is dissolved and to suggest that
its members consider reconstituting as a Round Table (15 signatures required).
He will also communicate this decision to the membership.
Action
item:
Hardin to thank AWSAB, ask them to put work on hold until Development plan is
ready; their input will be solicited at a later date.
Action
item:
Clarke to work with AWSAB, Development Committee, Jacoby and others to respond
to AWSAB’s proposal.
Action
item:
Duncan to investigate how to send Mary Molinaro a gift certificate for the Berea
Craft Fair.
Action item: Duncan to ask Franklin to post a statement on the AWS to the effect that it is the administrative site of the Society, and that individual chapters may maintain their own web sites, linked from this site.
Action item: Hardin to check on linking to vendor sites; is this considered to be advertising?
Action
item:
Jacoby to submit report on the products that are benefits of membership. Are
they covered by the membership fee?
Action
item:
Clarke, with input from Jacoby, to include pie-chart graph in her annual report
to inform members of what real costs are; also, to explain the need for the
Society to make a profit.
Action
item: McKenzie, Jacoby, and
Starr to prepare a motion for additional Board compensation (such as covering
basic conference registration fee or hotel expenses).
Action
item:
Abrams, Clarke, Jacoby and Kathy Corcoran to review the publications program and
revise it to make money for the Society.
Action
item:
Clarke to have Headquarters staff prepare cash flow statements.
Action
item:
Duncan and Jacoby to write text for policy manual stating that a sponsored event
at a conference must be paid in advance.
Action
item:
Regional reps to double check with their chapters to be sure that no request has
been lost. (No new requests will be accepted.)
Action
item:
Goldsmith to remind Travel Awards committee chair to submit copy to Headquarters
in time for inclusion with regular fall mailing (deadline: 2 weeks before
mailing on Oct. 1).
Action
item:
Whitehill Chong to notify Professional Development committee chair of same
deadline for Robertson Internship.
Action
item:
Clarke to have Headquarters coordinate mailings to reduce cost. Also to
standardize the copy for advertising these awards, so that only updating is
necessary each year.
Action
item:
Roper to notify Board liaisons when copy is due for mailings.
Action
item:
Jacoby to post revised budget to Board-L, with a list of notes explaining
changes.
Action
item:
Following dissolution of the Finance Committee, Officers of the Board to act as
a subcommittee on finance and to confer re finances and investment.
Action
item:
Tom Jacoby, Kathy Zimon, and Ann Lally to contact Mark Pompelia and other VRA
representatives and to discuss post-conference publication. Joint publication,
if feasible, is encouraged. It might be a special journal issue of Art Documentation and the VRA
Bulletin.
Action
item:
Clarke to update Management Calendar, including CPAC deadlines and post to
Board-L, ARLIS-L, and the AWS. (September 1)
Action
item:
Goodman, Jacoby, and Starr to meet with Ann Whiteside at IFLA in Boston (and
Elisa Lanzi, if possible) to find an equitable solution to the conference budget
that is based on a formula. A written agreement is needed now, to be submitted
to the Board for approval at the next online meeting.
Action
item:
Clarke to look at conference insurance and/or to include clause in hotel
contract re strikes.
Action
item:
Roper to contact Jill Patrick for electronic copy of her prospectus for St.
Louis. Headquarters should have an electronic copy, and Starr should also.
Action
item:
McKenzie and Sheila Klos, Chair of the Wittenborn Committee, to discuss with
Headquarters handling pre-signed copies and to arrange for production of the
certificate, which must conform to the Society’s graphic identity.
Action
item:
Abrams to advise the International Relations Committee that their proposal to
increase size from 8 to 10 members would set a precedent for other committees to
exceed their mandated size. Also to suggest that conference proposal can be made
earlier if longer lead time is required for an international speaker, and to
encourage cooperation with other groups. Other sessions might benefit from
including an international speaker.
Action
item:
Abrams to find out if request has been made to the Getty for the Gu Yinhai
payment; it should be submitted to Jacoby first and should be sent by Goodman or
McKenzie.
Action
item:
Jacoby to transfer $10,000 from hotel commission to Clarke.
Action
item:
All to send Clarke changes for Management Calendar.
Action
item:
Clarke to solicit feedback on Board-L about redesign of the Management Calendar.
Action
item:
Goodman to notify the Advertising Representative of
Motion #12 and to thank her for her twenty years of service.
Action
item:
Clarke to have Headquarters collect the outstanding funds from the Advertising
Representative, and ask for summary of invoices paid, outstanding invoices, and
copies of invoices.
Action
item:
Clarke to draft marketing plan and post to Board-L one month before St. Louis
conference, to be discussed at Pre-Conference meeting.
Action
item:
Abrams to convey Board suggestion that the target audience of Occasional Paper
No. 13 be broadened, possibly by changing the subtitle and/or adding a list of
key resources that has broader coverage.
Action
item:
Goodman to inform Sherman Clarke of Board decision on nominations (Motion #14)
and to pass on the relevant pages of Robert’s
Rules. Goodman to request that S. Clarke post to ARLIS-L asking for
nominations from the floor. S. Clarke to be asked to suggest bylaws change.
Action
item: Duncan to send Goodman
pages from Robert’s Rules and exact
wording of
Action
item:
Board to reconsider travel award proposals at the pre-conference Board meeting.
Action
item:
Goldsmith to advise the Travel Awards Committee to communicate their ideas about
sponsorship to Clarke.
Action
item:
Duncan to inform VRAC of decision on travel awards and of Board’s
authorization to explore the feasibility of establishing a Visual Resources
workshop.
Action
item:
Hardin to suggest better technical solution for Policy Manual and to work with
Crosley to remove it from the public ARLIS/NA web site.
Action Item: Hardin to investigate technical solutions for the Policy Manual.
Action
Item:
Goodman to ask Jonathan Franklin to remove the Policy Manual from the public web
site.
Norine
Duncan, Secretary