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North American Serials Interest GroupNASIG Newsletter Vol. 15, No. 1 (March 2000) MINUTES OF THE NASIG BOARD MEETING Dates, Time: January 13, 2000 (2:05-5:45); January 14, 2000 (8:50-11:26) Attending: Dan Tonkery, President Guests: Steve Savage, Newsletter Editor 1.0 Welcome D. Tonkery welcomed the Board to the Midwinter Board meeting. 2.0 Secretary's Report 2.1 Board roster updates M. Mering distributed updated copies of the 1999/2000 Board roster. 2.2 Board decisions since October Board meeting M. Mering compiled the following Board decisions since the October meeting for inclusion in the minutes:
M. Mering reported that she had sent letters welcoming Lisa Macklin, American Library Association liaison; Claus Pedersen, European Federation of Serials Groups; and Jan Peterson, Association of American Publishers, Professional/Scholarly Publishing Division, Journals Committee liaison. M. Mering will be sending e-mails to the Professional Liaisons encouraging reports on their organizations' activities. 2.4 Scheduling Summer Meeting The next Board meeting will be held on June 21, 2000, at the University of California, San Diego. The Board will meet from 9:00a-5:00p. ACTION: P. Wallace will ask K. Cargille, Chair of the 2000 Conference Planning Committee, to schedule a meeting room. 2.5 Master Calendar At the October Board meeting, it was agreed that the responsibility of maintaining the master calendar would become a responsibility of the Secretary. The Past President had been responsible for updating the calendar. In addition, the Secretary will send calendar reminders to Board members. M. Mering and S. Oberg have discussed the transfer of this responsibility. ACTION: M. Mering will contact S. Oberg about completing the transfer of this responsibility. M. Mering will start sending calendar reminders to Board members. Any changes to the master calendar should be sent to M. Mering. 3.0 Treasurer's report 3.1 Carnegie Mellon financial report-update G. Williams reported one bill still needed to be paid for the Carnegie Mellon conference. The conference's expenses exceeded revenue by $5,002. 3.2 Budget update-financial review G. Williams reported that the balance sheet shows the lowest balance in recent years. The low balance is partially due to the higher than usual prepayments NASIG has made toward the conference at the University of California, San Diego. As of December 31, 1999, 860 members had paid their renewals. Reminders to pay renewals were sent out earlier in January. Very few members paid their renewals with credit cards. Mostly members from outside the United States paid with credit cards. Interest income was down from last year. G. Williams noted that the organization is spending money at a faster rate than it is receiving money. In 1999, the Finance Committee was the only committee to spend over its budget due to the introduction of credit card transactions for conference registration and temporary assistance to help the Treasurer process these credit card transactions. Other committees' expenditures for last year were under their estimated budgets for 2000. The Board will need to continue to monitor its own expenses. 3.4 Discussion of Financial issues 3.4.1 Investment Strategy At the October Board meeting, G. Williams and the Finance Committee were asked to review NASIG's investment holdings and propose investment alternatives to the Board. G. Williams reported that the committee felt that, since NASIG is a nonprofit educational organization, any investments should be conservative and low risk. They suggested that the organization should invest 50% of its investments in a long-term certificate of deposit from a bank insured by the FDIC. The other 50% should be invested in an indexed or balanced mutual fund that mirrors the activity of the stock market. ACTION: The Board asked G. Williams to establish an investment account with a recognized investment company using the strategy outlined above. 3.4.2 Conference Refund Policy G. Williams presented a draft of a conference refund policy. Board members offered minor revisions to the policy. ACTION: The Board approved the conference refund policy and agreed that refund requests should be submitted to the Treasurer for approval. 4.0 Committee Reports 4.1 Archives M. Mering reported that Marilyn Fletcher would soon be posting on the committee chairs' discussion list the archives organizational plan and guidelines for what should be retained in the archives. Board members discussed the possibility of finding a permanent home for the archives. Currently, the archives move each time a new archivist is appointed. Board members expressed concerns about potential damage to materials in moving from site to site. M. Fletcher has put a lot of effort into organizing the archives. Board members would not like to see this organization of the materials lost in a move.
S. Savage asked if the archives has Newsletter issues published prior to December 1992. Newsletter issues from December 1992 are in electronic form. ACTION: M. Mering will ask M. Fletcher if the archives has Newsletter issues published prior to December 1992. 4.2 Awards & Recognition F. Wilkinson reported that an A&R subcommittee had completed preparing frequently asked questions documents for the Fritz Schwartz Serials Educational Scholarship, the Horizon Award, and the Student Grant Award. No applications were received for the fall cycle of the Marcia Tuttle International Award. The March Newsletter will include an announcement about the spring award cycle for this award. The application deadline is April 30th. The Board discussed the low number of applications. ACTION: If no applications are received for the spring award cycle, the Board and A&R will consider if the award's focus needs to be revised in some way. The Spanish translation of the letter announcing the Student Grant Award has been completed and sent to Mexican library schools and posted on Mexican discussion lists. S. Oberg helped identify Mexican library schools and discussion lists. A&R found that 36% of past Student Grant winners are active members of NASIG. 76% of past Horizon Award winners are active members of NASIG. At a future date, A&R will be asked to conduct a longer survey to determine if the awards are having the impact the organization would like for them to have. The Strategic Plan/Vision Statement for 2010 task force can also explore this issue. 4.3 Bylaws D. Jaeger reported that the Bylaws Committee had completed its work on processing ballots voting on the dues increase proposal. The Board discussed how to certify ballots. ACTION:All ballots in the future will be counted twice and the results signed by the independent person performing the cross-checking. The Bylaws Committee revised its procedures for ballot mailings. The Board discussed the need to revise procedures for mailings for the entire organization. ACTION: D. Jaeger and S. Oberg will prepare guidelines for all NASIG mailings. 4.4 Continuing Education D. Tonkery reported that 1999 was a very active year for the Continuing Education Committee. The Committee has planned a number of programs for 2000. The Board discussed developing guidelines for the committee. In 1999, NASIG supported speakers for three conferences in Mexico. The Board felt that CE should consider supporting just one speaker for future conferences in Mexico as a way to diversify expenses. ACTION: D. Tonkery will establish a task force to develop guidelines for sponsoring continuing education events. The task force will include some current members of CE. 4.5 Database & Directory M. Rioux reported that D&D had processed 72% of the membership's renewals from the first mailing of reminders. Progress has been made in setting up an interactive membership directory with keyword search capabilities. Donnice Cochenour, Carol Gill, Rose Robischon, D&D chair, and Step Schmitt, ECC Co-Chair, are working to bring up the Directory. Scott Heaslip, who was recommended by a Bee.Net system administrator, will be creating the interfaces and setting up the database for the Directory on the Bee.Net server. The Directory should be available to the membership in March. R. Robischon is writing the job description for the desktop publisher position. She will post the announcement for the position on NASIG-L. 4.6 Electronic Communications M. Rioux reported that Beth Toren, chair of the NASIGWeb redesign subcommittee, is in the process of hiring a graphic designer. The indexing and a few other features still need to be added to the new design of NASIGWeb. The redesign will be completed by April. ECC will sponsor a workshop on metadata at this summer's conference. The Board discussed a proposal from Robb Waltner, ECC Co-Chair and NASIG listowner, to discontinue having messages from the discussion lists archived by the central server. Message archiving has not been done in almost a year. In fact, any messages from the University of North Carolina-Chapel Hill site have been lost. Mike Randall, former listowner, remembers only three members accessing the message archives. The Board discussed R. Waltner's recommendation to have committee chairs be responsible for archiving their committee messages for a year. The messages could then be deleted or passed on to the next chair. ACTION: ECC will no longer be responsible for archiving messages from the discussion lists. 4.7 Evaluation & Assessment C. Diedrichs reported that the 1999 E&A Committee's work is complete. A summary of the results of the 1999 conference evaluations appeared in the December Newsletter. Jennifer Marill's term as Chair of E&A has ended. Diane Grover is the new Chair of E&A. The Board discussed what conference specific questions should be included in the 2000 conference evaluation. ACTION: The Board agreed that questions about the poster sessions and the in-depth workshops should be included in the 2000 conference evaluation. 4.8 Newsletter S. Savage noted that the Newsletter's change in frequency could affect when Board members and committees submit items to the Newsletter. ACTION: Board members and committees should review when they submit items to the Newsletter and make any necessary calendar adjustments. This spring S. Savage will be looking for a new Submission Editor for non-NASIG events. The Board discussed the progress on applying for the bulk mailing rate. ACTION: D. Tonkery will consult with John Harrison, the Newsletter's Distribution Editor, about the bulk mailing rate application. 4.9 Nominations & Elections In the absence of S. Oberg, S. McKay, Chair of Nominations & Elections, reported on the slate of candidates for the 2000 elections. She will be contacting all slated candidates shortly to confirm their willingness to be on the ballots. The target date for mailing the ballots is mid-February. D. Tonkery stated that ballots should be certified by counting them twice and the results signed by the independent person performing the cross-tabulation. 4.10 Proceedings A.Ercelawn reported that Co-Editors Michelle Fiander and Joe Harmon have completed proofing the Proceedings manuscript. Maggie Horn is currently indexing the manuscript. The Board discussed the problem of plenary and concurrent speakers not contributing papers to the Proceedings. Presenters from academic institutions are more likely to prepare papers than presenters from the commercial sector. Commercial establishments do not provide the same tangible incentives such as tenure that are present in academic institutions. ACTION: The Board will discuss with PPC the problem of presenters not submitting papers. 4.11 Publications A.Ercelawn reported on the progress on the NASIGuides. Jennifer Edwards has mounted the guidelines for authors for the NASIGuides on NASIGWeb. John Blosser posted an announcement on NASIG-L soliciting ideas for NASIGuides. Three ideas were received. Julia Gammon has written letters to three potential authors. Frieda Rosenberg has agreed to write a guide on USMARC holdings. An announcement for NASIGuides will appear in the March 2000 Newsletter. The Board discussed Lisa Furubotten's proposal to translate the CONSER Cataloging Manual into Spanish and reviewed the results of the survey concerning the possible translation. The responses to the survey were limited but very positive. The Board felt that translating the manual would be worthwhile. Concern was expressed about the amount of time the project might take. Board members considered various approaches to accomplishing this project and financial support. ACTION: A. Ercelawn will ask L. Furubotten to translate one module of the CONSER Cataloging Manual into Spanish and to develop a realistic plan with budget and time considerations for accomplishing the project of translating its other modules. 4.12 Regional Councils & Membership D. Jaeger reported that RC&M, with the assistance of S. Oberg, had updated and revised the English version of the membership brochure. Bea Caraway and Rogelio Hinojosa helped with revising and updating the French and Spanish versions of the brochures. RC&M is in the process of sending the 1999 non-NASIG Conference attendees membership packets. Normally, the packets would have been sent out closer to the end of the conference. The revising and updating of the brochures delayed the mailing of the packets. Board members stressed the importance of mailing the packet earlier in future years. 4.13 Committee Appointments and Volunteer Forms C. Foster led a discussion on committee appointments and volunteer forms. Board members suggested that the possible special skills might need to more specific. A reminder to submit the volunteer form should be sent out a week before the April 1 deadline. ACTION: C. Foster asked Board Liaisons to gather input from committee chairs on committee appointments. 5.0 Update on Task Forces 5.1 Strategic Plan/Vision Statement for 2010 D. Tonkery reported that the members of the task force were Beverley Geer, Chair, J. Gammon, John Tagler, Mike Randall, and Kathryn Ellis. The task force will try to have its work done in time for the June Board meeting. ACTION: D. Tonkery will ask the task force to explore if the student grants are having the impact the organization would like them to have. 5.2 Poster Session The call for the NASIG Poster Session Task Force was posted on NASIG-L on November 3, 1999. F. Wilkinson, Board Liaison, received a total of 14 volunteers. D. Tonkery appointed L. Macklin, Chair, Jill Emery, June Chressanthis, Kate Manuel, and Lisa Rowlin to the task force. The charge of the task force is to develop and issue the call for poster sessions on NASIG-L and other discussion lists. They will evaluate and select proposals for sessions. They will, in cooperation with PPC and CPC, coordinate the sessions at the conference. R. Waltner has set up a discussion list for the task force. 6.0 Discussion on Millennium Award Concept The Board discussed D. Tonkery's proposal to present one-time Millennium Awards to individuals who have made a fundamental contribution to the serials world. Board members liked the concept of Millennium Awards. They were concerned that there might not be enough time to establish criteria for the awards, solicit nominations, and other activities associated with presenting awards. ACTION: The Board decided not to present the awards at the 2000 conference but will consider presenting them at the 2001 conference. 7.0 Program Planning Committee Report C. Hepfer, Co-Chair of PPC, reported that the speakers had been selected and confirmed for all pre-conferences, plenary and issue sessions, and workshops. The Board discussed the deadline for the call for proposals for the 2001 conference. C. Hepfer, Susan Davis, and Mary Page, the co-chairs of PPC 2000, felt that the August 15 deadline for this year's conference was too late. The busiest time for the committee is during August and September. Since next year's conference at Trinity University will be held May 23 to May 26, an earlier deadline is especially important. ACTION: The deadline for the call for proposals for the 2001 conference will be August 1. The Board and the three Co-Chairs of PPC discussed ways to improve the rate of contributed papers from plenary and concurrent speakers. The PPC Co-Chairs stated that some of this year's presenters have been very up front and said that they will not be submitting papers. PPC is in the best position to judge which presenters might not submit papers and can coordinate arrangements with Proceedings Editors. Proceedings Editors can select recorders to work with tapes of presentations and serve as "ghost writers" in some instances. ACTION: The Board decided that plenary and concurrent speakers' papers will be due at the time of the conference rather than after the conference. M. Rioux suggested that PPC might consider using a chat room for discussing conference programs. ACTION: M. Rioux will ask S. Schmitt, Co-Chair of ECC, to investigate the feasibility of a chat room discussion. 7.1 Workshops S. Davis reported that this year's conference will have 26 regular workshops and 4 in-depth workshops. ACTION: S. Oberg will write an article for the Newsletter highlighting the in-depth workshops and poster sessions. 8.0 Conference Planning Committee Report K. Cargille reported that the final budget had been distributed via e-mail on January 7, 2000. No major changes were made from earlier versions of the budget. The preconference rates were set at $50 and $65 to recover costs with anticipated enrollment of 200. CPC proposed raising the commuter rate to $350 for this summer's conference rather than the $300, which was approved at the fall Board meeting. ACTION: The Board approved raising the commuter rate for this summer's conference to $350. K. Cargille reported that the print version of the brochure would be mailed in late February. The Web version of the brochure will be available at an earlier date. ACTION: K. Cargille will work with S. Oberg to help publicize the Web version of the brochure. K. Cargille asked if NASIG had ever considered assigning membership numbers. Membership numbers would help track members in the conference database. ACTION: K. Cargille, M. Rioux, and D&D will explore assigning membership numbers. 9.0 Site Selection for 2001 and beyond F. Wilkinson reported that the 2001 conference will be held at Trinity University in San Antonio, May 23-26. This spring she will be exploring sites for the 2002 conference. She hopes to receive a proposal for the 2003 conference. 9.1 Trinity Preliminary Report On January 13, 2000, F. Wilkinson and C. Foster went to Trinity University for a site visit. They were very impressed with the university's conference planners and with B. Caraway and C. Gill who will serve as the 2001 CPC co-chairs. Trinity will be an excellent conference site once again. The meeting was adjourned at 11:26 a.m. The next board meeting will be held on June 21, 2000 at the University of Calfornia, San Diego. |
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