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North American Serials Interest GroupNASIG Newsletter Vol. 15, No. 1 (March 2000) MINUTES OF THE NASIG BOARD MEETING Dates, Times: October 22, 1999 (8:50 a.m.-5:00 p.m.); October 23, 1999 (9:00 a.m.-3:03 p.m.) Attending: Dan Tonkery, President Guests: Steve Savage, Newsletter Editor 1.0 Welcome D. Tonkery called the meeting to order at 8:50 am. He welcomed board members and guests to the University of California, San Diego. The Board discussed whether the guests at the Board Meeting needed to receive the entire packet of handouts for the Board meeting. ACTION: In the future, guests to the board meeting will only receive materials relevant to their portion of the agenda. ACTION: D. Tonkey noted that he had an extra Board meeting packet which he would send to the archivist, Marilyn Fletcher. 2.0 Secretary's Report 2.1 Board roster updates M. Mering distributed revised copies of the 1999/2000 Board roster. 2.2 Board decisions since Pittsburgh meeting M. Mering compiled the following Board decisions since the June meeting for inclusion in the minutes: Approved the minutes from the June Executive Board and Business meetings. M. Mering reported that she had received 70 proposals by the August 15 deadline. 2 proposals arrived after the deadline. 2.4 Professional Liaisons M. Mering reported that she would be acting on the Board suggestions from the June board sometime in late fall. She will contact the two new professional liaisons. 2.5 Scheduling ALA Midwinter meeting D. Tonkery will be making room arrangements for the January 13-14, 2000 Board Meeting at ALA's MidWinter meeting in San Antonio. The Board will meet from 2-6 p on the January 13 and 8:30a-12:30p on the January 14. 2.6 Master Calendar Maintaining the master calendar is currently a responsibility of the past president. The Board discussed whether the Secretary should take over this responsibility. ACTION: The Secretary will take over the responsibility of maintaining the master calendar. M. Mering will consult with S. Oberg about making this change. 3.0 Treasurer's Report G. Williams reminded the Board that NASIG's permanent address in Decatur, Georgia, has been revised to conform with new postal regulations. The new address is: NASIG, Inc. The Carnegie Mellon Conference expenses exceeded revenue by $5,250. Housing costs and refunds, credit card fees, and purchases of tape recorders and charges for fans for residence halls affected the projected budget. 3.2 1999 budget update-financial overview G. Williams reported that NASIG is not in as good a financial shape as it was a year ago. The organization's financial balance was approximately $50,000 higher in October 1998. This difference is due in part to the increased costs of credit card fees, the newsletter, temporary help, and some committees' expenses. The organization needs to carefully consider how much of its reserve it is willing to spend. In theory, it would be nice to have one year's operating budget in reserve. G. Williams noted that the organization is on target in its expenses in terms of this year's budget. The Board discussed NASIG's investment holdings. ACTION: The Finance Committee will review NASIG's investment holdings and propose investment alternatives to the Board. 3.3 Proposed 2000 budget presentation The Board reviewed committee budget requests for 2000. Some adjustments were made to committees' requests. A motion was made to accept the budget as adjusted. The motion was seconded and approved. ACTION: Board members will inform committee chairs of the Board's budget decisions. The Board discussed having a separate line item for speaker reimbursements in the budget. 3.4 Discussion of Financial issues 3.4.1 Conference Refund Policy NASIG does not have a formal conference refund policy. Such a policy would have been useful at last summer's conference. The Board agreed such a policy is essential for future conferences. ACTION: G. Williams and the Finance Committee will draft a conference refund policy and present it to the Board. 3.4.2 Conference Budgeting Strategy Revenue from the annual conferences helps fund operations and activities of NASIG. There was consensus among Board members that conferences must be viewed as sources of revenue for NASIG. They need to be money makers for the organization. CPC needs to be aware of this new perspective. 3.4.3 Dues Strategy - 18 vs. 12 months The Board discussed the option for new members to join NASIG during conference registration with an eighteen-month membership. How much to charge the new members and how to get the money to the treasurer are two issues which need further discussion. Currently RCM sends membership packets to non-member conference attendees. ACTION: D. Jaeger will ask RCM to track the usefulness of the packets by checking the online membership directory for new members who were sent packets after the conference. 3.5 Audit Report for 1998 The 1998 audit report has been sent to archives and is now available to the membership. 4.0 Committee Reports 4.1 Archives Haworth has sent Marilyn Fletcher, NASIG Archivist, a complete run of NASIG proceedings. The Board discussed M. Fletcher's proposed organization of the archives and guidelines for what should be retained in the archives. The Board felt that a copy of each year's conference handouts packet should be retained in the archives. Committee records should be retained for a three-year period. ACTION: M. Mering will ask M. Fletcher to distribute a copy of the archives organizational plan and guidelines on the committee chairs' discussion list. The organizational plan and the guidelines will also be available at the committee chair orientation. A newsletter profile on archives could also cover these topics. The Board discussed how M. Fletcher should solicit missing items for the archives. ACTION: M. Mering will ask M. Fletcher send an email message over NASIG-L soliciting missing items for the archives. A request for missing items could also be placed in an upcoming issue of the Newsletter. 4.2 Awards & Recognition F. Wilkinson reported that A&R formed three subcommittees at the summer meeting. The first subcommittee recently completed work on designing a reference questionnaire to be used by Fritz Schwartz applicant references. The second subcommittee recently concluded their development of a post-conference questionnaire to be distributed to Horizon winners. The third subcommittee is currently working on FAQ pages on each award to post on NASIGWeb. The committee is accepting applications for the fall cycle of the Tuttle Award. They are also working on getting a useable copy of the photo of Marcia Tuttle which was approved by the Board this fall. The committee has been exploring ways of creating more interactions between past and new award and grant winners at the annual conference. They suggest that past grant and award winners could be mentors to the current winners. CPC could have a symbol on conference badges designating past grant and award winners. A&R would like to formally ask former Student Grant and Horizon Award winners (who are current members of NASIG) to attend the first timer's reception. The Board discussed the importance of having a room that was large enough and allowed for easy communication. ACTION: The Board approved having a symbol on conference badges designating past award and grant winners. The Board felt having a key in the conference program explaining the various symbols on badges would be helpful. The Board discussed the possibility of having an award for paraprofessionals. They also talked about the number of paraprofessionals attending continuing education events. Concerns about how to fund the award were expressed by Board members. ACTION: The Board deferred further discussion pending the Continuing Education report later on in the agenda. 4.3 Bylaws D. Jaeger reported that since the summer conference the Bylaws Committee has prepared and sent out a ballot concerning a proposed dues increase. 713 members voted on the ballot. 637 supported the dues increase. 76 did not support it. The Bylaws Committee requested a slight change to their charge. The charge currently reads: "The Bylaws Committee is charged to receive, review, notify and educate the membership about the proposed revisions or amendments, disseminate the ballots, and tabulate votes. Any NASIG member may submit a proposal to the Bylaws Committee for a change to the Bylaws." The charge makes no mention of taking care of ballots required by the bylaws. C. Diedrichs proposed the following new wording for the Bylaw Committee's charge: "The Bylaws Committee is charged to receive, review, notify and educate the membership about the proposed revisions, amendments, or ballots required by the bylaws, disseminate the ballots; and tabulate the votes. Any NASIG member may submit a proposal to the Bylaws Committee for a change to the bylaws." ACTION: The Board approved the change to the Bylaws Committee charge. D. Jaeger will notify the Bylaws Committee of the change to its charge. S. Oberg had suggested that the Bylaws Committee not mail the domestic and international mail together. The committee felt that a procedural document on mailings for the entire organization would be helpful. ACTION: The Bylaws Committee will be asked to write a procedural document on mailings. 4.4 Continuing Education The Board discussed CE's need for more direction in terms of more opportunities for continuing education. The number of continuing education events offered has increased significantly in recent years. Discussion focused on how often a program should be offered and the geographical focus of the proposed events. The committee was busy this fall coordinating a number of continuing education events. "Understanding the MARC Format for Holdings & Display" was given twice in California Pat French coordinated the workshops. Frieda Rosenberg and Mary Ann Van Cura were the presenters. Ellen Finnie Duranceau, Ivy Anderson and Barbara Bucker Higginbotham presented the workshop "Riding the Tsunami: Managing the Licensing of Electronic Resources" and "Am I My Electronic Resources' Keeper? Who's Responsible for the Preservation of Electronic Information?" at the New England Library Association's annual conference. Birdie MacLennan and Cindy Spell coordinated this workshop. A basic serials cataloging workshop was held in Atlanta. C. Foster reported briefly on the 7th meeting on Scholarly and Research Journals, September 30-October 1, 1999, organized by Universidad Nacional Autonoma Mexico, in Mexico City. C. Foster presented a paper on the professional growth of librarians and also represented NASIG. She appreciated the opportunity to attend the conference as part of the CEC initiative. The Board reviewed S. Oberg's written report on Enline@99. The Enline@99 conference was held in Monterrey, Nuevo Leon, Mexico from October 13-15. The annual conference is hosted by the Institute Tecnologico y de Estudios Superiores de Monterrey. Beverley Geer and S. Oberg were invited to represent NASIG at this event as conference speaker. P. Shontz, CEC co-chair, coordinated their speaking at the conference. ACTION: S. Oberg and B. Geer will be asked to write a formal thank you letter to Enline@99 conference organizers for their gracious hospitality and service. The Board discussed how NASIG could better connect with Mexican colleagues. The success of that connection may be more accurately measured by participation in continuing education events rather than in terms of Mexican membership in NASIG. ACTION: D. Jaeger will ask RC&M to investigate how NASIG can better connect with Mexican colleagues. Rogelio Hinojosa, a RC&M member, has been an invaluable resource for information on the current state of affairs in the Mexican library and information science community. He also served as a moderator for a panel discussion at the Enline@99 conference. The Board considered the possibility of having simultaneous translation capability for San Diego and/or San Antonio conferences. ACTION: Because of cost concerns, the Board did not support having simultaneous translation capabilities for these two conferences. The Board discussed how to encourage Mexican applicants for the student grant, the Schwartz award, and the Horizon award. ACTION: A&R will mail an application to the library program at Universidad Nacional Autonoma Mexico. 4.5 Database & Directory On a monthly basis, D&D has been posting the new NASIG members on NASIG-L. A few members have complained about this new practice. The Board discussed the usefulness of posting new members' names on the discussion list. ACTION: D&D will continue posting new members names on NASIG-L. Carol Gill and Donnice Cochenour are working with ECC on mounting the membership database on the Bee.Net server. The Board discussed whether NASIG should have a database that is mounted on the Web and maintained at the website or if it should import database information on scheduled updates to the website. ACTION: The Board decided that NASIG should have a database that is mounted on the Web and maintained at the Website. The information will always be as current as possible. 4.6 Conference Planning Committee-1999 C. Diedrichs reported that the conference programs had been well received. There had been budgetary and housing concerns as reported earlier in the agenda. 5.0 Campus Tour K. Cargille, with the assistance of Price Center staff, gave a tour of University of California, San Diego's campus. The tour included seeing the Price Center facilities, Geisel Library, Warren College's residence hall apartments, Thurgood Marshall College, classrooms, and auditoriums which will be used at next summer's conference. 6.0 Conference Planning Committee Report K. Cargille reported on CPC's progress in planning the 2000 conference. All rooms in the Price Center have been reserved for Thursday afternoon through Sunday morning. The Birch Aquarium and the San Diego Zoo have been reserved for the evening events. The Board discussed possibilities for post conference tours. ACTION: The Board approved having Hotel Del Coronado, Balboa Park and Sea World as post conference tours. K. Cargille presented a preliminary budget for the conference. The Board suggested some changes. ACTION: K. Cargille agreed to revise the budget based on the Board's suggestion and to present it later in the agenda. 7.0 Site Selection for 2000 and beyond F. Wilkinson reported that Trinity would host the conference May 23-26, 2001. University of Ottawa had to withdraw from consideration for 2002. A proposal from the University of Utah in 2003 will be presented at the MidWinter Board meeting. The Board made several suggestions for a conference site in 2002. ACTION: F. Wilkinson will investigate the Board's suggestions of possible sites. 7.1 Trinity CPC Co-chairs F. Wilkinson announced that Carol Gill and Beatrice Caraway will serve as co-chairs of CPC for the 2001 Trinity Conference. The Board appreciates very much their accepting this responsibility. 7.2 Site Selection on the Web The Board discussed placing the initial site selection form on NASIGWeb so members can review basic conference requirements and determine if an institution might be a good conference site. ACTION: C. Foster will work with ECC in getting the form up on the Web. 8.0 Conference Planning Committee's Deferred Agenda Items K. Cargille presented a revised conference budget to the Board. ACTION: The Board approved the Conference Planning Committee's budget
ACTION: K. Cargille will announce conference rates on NASIG-L. ACTION: The 2000 conference will have online registration and credit card transactions. G. Williams will work with ECC and CPC in preparing the conference's registration form for NASIGWeb. 9.0 Program Planning Committee Report C. Hepfer, a co-chair of PPC, reported that PPC discussed the program schedule and also innovations for the 2000 conference. PPC recommends shortening the workshops and concurrents by fifteen minutes. On Saturday, attendees would have the option to select one in-depth workshop or two regular workshops. One plenary would be 1.25 hours and the two other plenaries would be one hour. Nodes would continue to last an hour and a half. User group meetings would be held at the traditional no-conflict time on Sunday at the end of the conference, ending in time to allow attendees to participate in tour offerings. PPC believes these changes would allow a more relaxed approach to the entire conference. ACTION: The Board approved the program schedule for the 2000 conference. Another innovation proposed by PPC is the introduction of poster sessions. Since the original call for papers did not include a call for poster sessions, the Board and the PPC co-chairs discussed ways of organizing the poster sessions. ACTION: A task force will be formed to organize the poster sessions at the 2000 conference. F. Wilkinson will serve as the Board liaison to the task force. She will use NASIG-L to ask for volunteers to serve on the task force. The Board and the PPC co-chairs reviewed the list of potential plenary speakers and discussed ideas for concurrent sessions. Crystal Graham, a UCSD librarian, and K. Cargill have been very helpful in providing names of potential speakers in the region. ACTION: The Board approved having 8-10 concurrent sessions at the 2000 conference. S. Davis reported on the workshop proposals. She discussed possible topics for the in-depth Saturday workshops. ACTION: The Board approved having 3-4 longer Saturday workshops and 27 regular length workshops for the 2000 conference. The 2001 conference will be held May 23-26 at Trinity University, San Antonio. Because of the early date of the conference, the PPC co-chairs recommended that the 2001 call for proposals' deadline needs to be earlier than this year's August 15 deadline. ACTION: The 2001 call for proposals' deadline will be August 1, 2000. 10.0 Electronic Communications 10.1 ECC NASIGWeb Taskforce report Beth Jane Toren, chair of the ECC NASIGWeb Task Force, gave a presentation on the redesign of NASIGWeb. The Board made several suggestions for the redesign of the Web site. One suggestion was to link the general and membership information questions to one place instead of two, possibly the Secretary's address. Currently similar questions are being directed both to the member and the general information sections of the Website. Another suggestion was to have a place for questions about NASIGWeb. These questions could be directed to the webspinner. ACTION: M. Rioux will ask ECC to combine general and membership information questions on NASIGWeb. She will also ask the committee to add a place for questions about NASIGWeb. B. Toren noted that the job listing is a heavily used section of NASIGWeb. The task force would like to enhance this section with improvements, such as searches by geographical location and type of position. The Board and B. Toren discussed having the calendar of events in a non-protected area of NASIGWeb. ACTION: M. Rioux will ask ECC to have the calendar of events in a non-protected area of NASIGWeb. B. Toren asked about the possibility of hiring a graphic designer. She believed having a graphic designer for the redesign of NASIGWeb would be helpful. ACTION: B. Toren will investigate the cost of a graphic designer and other costs associated with the redesign of NASIGWeb. She will report back to M. Rioux, the Board liaison, and Step Schmitt, the chair of ECC. B. Toren and the rest of the task force are developing templates for NASIGWeb. The task force hopes to bring up the redesigned NASIGWeb by January 2000. ACTION: Steve Oberg, as publicist, should send an announcement to NASIG-L and write an announcement for the December Newsletter about the Web redesign. 11.0 Development of Task Force Discussion 11.1 Strategic Planning The last NASIG Strategic Plan was written in 1995. NASIG needs a new or revised plan to guide the organization through 2010. The Board discussed possible membership for the task force. ACTION: C. Foster will serve as the Board Liaison. D. Tonkery will prepare the charge of the task force and appoint members to the task force members. 11.2 Continuing Education The Continuing Education Committee continues to be very active in coordinating an increasing number of programs and events. CE now needs more guidelines as to what NASIG wants to fund in terms of continuing education. The Board discussed establishing some guidelines and analysis of events currently being offered. ACTION: D. Tonkery will appoint a task force to study NASIG's continuing education needs. D. Tonkery will serve as the Board Liaison. 11.3 Electronic Archiving NASIG needs guidelines for what materials should be archived electronically. Preservation issues should also be addressed in the document. ACTION: M. Mering will ask M. Fletcher to prepare a white paper on electronic archiving. M. Mering will provide input on the report. 11.4 Role of Publicist Starting this year, the past President serves as the publicist of NASIG. Previously, a member of RCM served as the publicist. S. Oberg, Linda Smith-Griffin, chair of RC&M, and Judy Johnston, the past publicist, have discussed ways to increase the awareness of the publicist's role throughout the organization and especially with committees. They suggest adding the publicist to the RC&M, committee chair, and other appropriate discussion lists. They also recommend creating a publicist Webpage on NASIGWeb. Since the publicist no longer has committee ties, they wondered if the publicist should have a separate line in the budget ACTION: The publicist's name will be added to RC&M and the committee chair discussion lists. 12.0 Committee Reports (Cont'd) 12.1 Evaluation & Assessment 300 conference attendees filled out the Carnegie Mellon conference evaluation. C. Diedrichs reported that many of the comments had already been covered in the Board meeting. Conference attendees were impressed with the programs and special events. Responses indicated concerns with the housing and other aspects of the Carnegie Mellon campus. E&A asked to remove the questions from the main conference evaluation form that ask if you strongly agree or disagree with such items as, Like having one evening free and Want more hands-on workshops. The responses to these questions generally do not provide any new information. The Board discussed having a question in the evaluation that would be conference-specific. In this year's evaluation, there could be questions about the scheduling changes and the poster sessions. ACTION: The questions which ask if you strongly agree or disagree with such items as, Like having one evening free and Want more hands on workshops will be removed from the evaluation form and replaced with a question similar in format but unique to each conference. The Board discussed the usefulness of comparing overall conference site ratings. ACTION: C. Diedrichs will compile overall conference site ratings for the last five years. 12.2 Newsletter S. Savage reported that the June issue was late because Wayne State University had sent the Newsletter by regular mail rather than overnight mail. The September issue was late due to software compatibility problems. The HTML versions of the issues were available four weeks before the printed version. The Newsletter Editorial Board is exploring the possibility of providing PDF versions of each Newsletter issue. John Harrison, Submissions/Distribution Editor, has assumed the responsibility for soliciting contributions of extra-NASIG serials events and events co-sponsored by NASIG. S. Savage reported that progress has been made on the Newsletter manual. The style sheets for the Newsletter have been expanded. The guidelines for calendar and profiles have been established. S. Savage asked if the Newsletter subscription rate should increase for non-members since the membership dues had increased. ACTION: The Newsletter subscription rate for non-members is now $35 US. The Board and S. Savage discussed changing the frequency of the Newsletter from 5 times a year to 4 times a year. S. Savage proposed combining the February and April issues. The conference schedule is no longer reprinted in the February issue of the Newsletter. All members receive a conference brochure. It is also now posted as part of the conference Website. Reducing the Newsletter to four issues yearly would save about $2,000. ACTION: The Board approved changing the frequency of the Newsletter from 5 to 4 issues yearly. The spring issue will be published in March. The Newsletter issues will then be on a even quarterly cycle. S. Savage reported on costs involved in converting the online gopher issues into HTML files. He discussed the advantages of making issues available in both HTML and PDF formats. The Board agreed that having these issues converted would be of value but, given the costs to complete the project, questioned how often they would be consulted. Concerns about the costs of converting the issues were also expressed by Board members. ACTION: For now, the gopher issues of the Newsletter will not be converted to HTML files. The issues published before December 1992, which are not in any type of electronic form will not be converted to HTML files. 12.3 Nominations & Elections The work of the Nominations & Elections Committee is on schedule. The deadline for receiving nominations was October 15. 55 nominations were received. Committee members will soon be contacting nominees by telephone to determine whether they are interested in being considered. N&E asked the Board to consider changing the NASIGWeb password in light of comments from a NASIG member whom had difficulty in trying to access the nomination form. ACTION: The Board decided not to change the password protocol. 12.4 Proceedings A. Ercelawn reported that work on the Proceedings was on target. The Proceedings manuscript was submitted to Haworth on September 17. A. Ercelawn reported that this year's Proceedings team was eligible to be next year's team. She did not know if they would be interested in serving a second year. ACTION: A. Ercelawn will ask this year's Proceedings team if they would like to serve a second year. If they are not interested, A. Ercelawn will put together a search committee for a new Proceedings team. NASIG's contract with Haworth extends through publication of the 2000 conference. C. Diedrichs suggested and A. Ercelawn concurred that NASIG consider renewing the agreement with Haworth. 12.5 Publications A. Ercelawn reported that B. Geer and Ladd Brown had completed the distribution of the 1999 NASIG Conference Handout Packet. 88 members requested packets. This number is lower than in previous years. B. Geer and L. Brown also created procedures for compiling and distributing conference packets. They have recruited volunteers to help with the conference packets for San Diego. Lisa Furubotten and Julie Gammon conducted an informal survey on BIBLIOMEX, a Spanish discussion list, to help determine interest in a Spanish translation of the CONSER Cataloging Manual. The responses received were very positive. John Blosser and Sarah Tusa have drafted guidelines for submitting NASIGuides. The guides will cover a variety of issues relating to serials. ACTION: The Board approved the guidelines for submitting NASIGuides. The guides will be freely available in electronic format. 12.6 Regional Councils & Membership D. Jaeger reported that new membership brochures would be printed to reflect the change in the dues structure. S. Oberg is working with RC&M on revisions to the brochures. The Board discussed how many brochures should be printed in English, French and Spanish. ACTION: The Board approved printing 5,000 English language brochures, 500 Spanish and 500 French language brochures. D. Jaeger will work with S. Oberg and Linda Smith-Griffin to get the brochures printed. The meeting was adjourned at 3:03 p.m. The next board meeting will be held January 13-14 in San Antonio |
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