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North American Serials Interest Group NASIG Newsletter MINUTES OF THE NASIG BOARD MEETING Attending: Don Tonkery, President Guests: Karen Cargille, Chair, 2000 Conference Planning Committee 1.0 Welcome and introduction of new Board members
2.1 Conference Finances to date As of June 14, income from the University of California, San Diego conference was $274,660. Expenses so far were $50,890. 2.2 NASIG Annual Budget Update
As of June 14, NASIG has 1,236 paid memberships. The dues?increase has not affected the organization? membership numbers. Membership income has increased by $6,000 this year. 2.4 Investment Performance As of June 14, the Schwab investment account was valued at $56,150.30. The original investment was $55,874.09.
M. Mering distributed copies of the 2000/01 Executive Board roster. 3.2 Board Decisions since last Board meeting M. Mering compiled the following Board decisions since the January meeting for inclusion in the minutes: Approved resolutions needed to open an investment account with Charles Schwab. 3.3 Professional Liaisons Update M. Mering reported that the new liaisons for 2000 are Jenni Jeremy for the Australian Serials Special Interest Group, Hartmut Walravens for the German Serials Interest Group, and Christine Fyfe for the United Kingdom Serials Group. A new liaison from the Serials Industry Systems Advisory Committee (SISAC) has not been named yet. Discussion followed about the status of SISAC.
S. Oberg reported that he had incorporated all of the Board members?suggested changes to the calendar. He has also improved the navigation of the calendar? online version. ACTION: S. Oberg will put the revised calendar up on NASIGWeb before handing the responsibility of maintaining the calendar over to M. Mering.
The Board? section on NASIGWeb includes minutes from the Board meetings. The Newsletter? Editorial Board has created HTML versions of the 1998 to 2000 minutes. Links from the Newsletter? file of the minutes need to be created for the minutes to appear in the Board? section of NASIGWeb.
The new NASIG logo on NASIGWeb will be presented at the conference? business meeting. Board member discussed whether the new logo would also be used on letterhead stationery, the Directory, the Newsletter, and the membership brochure.
The Secretary has been responsible for writing thank you letters to those who introduce workshop presenters. M. Mering asked if the workshop PPC co-chair could be responsible for writing these letters. 4.0 NASIG 2001 Committee Appointments
5.1 Archives Board members discussed what electronic archives should be kept by NASIG. They also talked about finding a permanent home for NASIG? archives. ACTION: M. Mering will repost to Chairs-L what needs to be sent to the Archives.
F. Wilkinson reported that at its fall meeting the Board asked A&R to seek more aggressively Mexican library school students applicants for the student grants and to have the announcement translated into Spanish. The announcement was posted to several Mexican library discussion lists and sent to several Mexican library schools. Unfortunately, these efforts resulted in only one unsuccessful Mexican applicant. Committee members will discuss Mexican library school students?participation at its conference meeting. They will also attempt to clarify what constitute an ALA equivalent Mexican library school program. F. Wilkinson reported that A&R had received a report from Karen Darling, the first recipient of the Marcia Tuttle International Grant. ACTION: The Board agreed to publish the K. Darling? report in the Newsletter. D. Jaeger, the incoming Board liaison, will report the decision at the A&R committee meeting. Board members discussed the eligibility requirements for the Marcia Tuttle Grant. Currently, the grant guidelines state that applicants must be a NASIG member with at least 5 years of professional experience in the serials information chain. They do not specify the length of time applicants must have been members of NASIG or that applicants should have attended a least one NASIG conference. ACTION: The Board decided that applicants of the grant will not be required to have been a member of NASIG for a certain period of time or to have attended at least one NASIG conference. For the 2000 conference, D. Tonkery asked S. Oberg to order the awards for outgoing Board members and committee chairs. A&R had been responsible for ordering the awards in the past. F. Wilkinson asked if this change in responsibility was a permanent change. ACTION: The Board agreed that the Past President would now be responsible for ordering awards for outgoing Board members and committee chairs. D. Jaeger will let A&R know of this change. M. Mering will make any necessary changes in the master calendar.
D. Jaeger reported that no new bylaws were proposed this year. At the request of the Board, the Committee conducted a dues increase ballot in the fall. The Committee revised its mailing procedures as a result of its experience of mailing out the ballots. S. Oberg and D. Jaeger are still working on revising mailing procedures for the organization as a whole. ACTION: The Board approved the set-up fee for the mailing permit and $100 annually to maintain it.
D. Tonkery reported that the committee had a very busy and successful year. All of the committee? documentation is up on NASIGWeb.
M. Rioux reported D&D? major accomplishment this year was mounting the searchable Membership Directory on NASIGWeb. The Directory can now be searched by first or last name, library/firm, state/province or country, city, and serial system. D&D? procedures are in the process of being rewritten to cover the new Directory and will appear on NASIGWeb. The Directory is available to members in paper and electronically. Board members discussed if members should have the option of not receiving the paper version and only having access to the online version. ACTION: The Board approved having an option on the membership renewal form for only having access to the online version of the Directory. The 2000 Membership Directory should be mailed out within the next few weeks.
Unlike other NASIG committees, E&A is appointed and operates on a calendar year rather than a fiscal year. In January, Diane Grover became chair of E&A. This year? conference-specific questions were approved by the Board in the spring and were incorporated into the annual conference evaluation form. E&A is well prepared to continue its responsibility of evaluating the UCSD conference. 5.7 Nominations & Elections The Committee successfully carried out the Board elections in the spring. Most of the committee? business was conducted via their discussion list. However, some candidate profiles sent as attachments were too large to be sent to the list and had to be sent individually to committee members. Email messages on committee discussion lists are limited to 200K, a BeeNet configuration.
Because the role of the publicist has evolved since its inception a few years ago, S. Oberg gave an overview of the publicist? duties. The publicist is responsible for distributing relevant news and information about NASIG to external information sources, such as print and online library journals, email discussion lists, and websites. He works with the Board and committees to help facilitate external publicity in a consistent manner. Any NASIG member is free to distribute news and information to internal information sources, such as the Newsletter , NASIGWeb, or NASIG-L. S. Oberg asked the Board to reaffirm that the publicist should continue to be a responsibility assumed by a Board member. S. Oberg was the first Board member to serve in this role. Previously, a RC&M committee member had served as publicist. ACTION: The Board reaffirmed that the role of publicist should continue to be a member of the Board. S. Oberg reported that he had contacted webmasters at several of the highest used web portals and search engines, including Altavista, and Excite, to request inclusion of a link to NASIGWeb at its current URL. 6.0 Committee Reports?ontinued
M. Rioux reported that Beth Toren and Margi Mann are the incoming co-chairs of ECC. B. Toren will serve as the webspinner. M. Mann will serve as the primary listowner. ECC is sponsoring a workshop on metadata at the conference. Yumin Jiang and Margi Mann will be the speakers.
S. Savage reported that all issues of the Newsletter were published on time. The online versions of the issues were available before the printed versions. Because of the change in frequency, the Newsletter should come in under budget this year. An annual report is forthcoming. 6.3 Proceedings Board members discussed the proposal from Haworth Press for a contract extension on publishing the annual Conference Proceedings. A. Ercelawn confirmed that the current contact covers this year? conference and that Haworth plans to do something special with the cover to mark the new millennium.
C. Foster reported that PPC had incorporated several innovations into the 2000 conference schedule. For example, conference attendees will have the option of attending one longer workshop with a break in the middle or two shorter workshops. The final plenary session is a panel discussion rather than a single speaker. The poster sessions are new at this conference. The Board and next year? PPC will have to evaluate the success of these innovations when planning the 2001 conference. The conference evaluation includes questions regarding these scheduling changes.
A. Ercelawn reported that this spring, Lisa Furubotten translated the Serials Cooperative Cataloging Training Program? basic training manual into Spanish and presented a workshop in Mexico. This work delayed translating the CONSER Cataloging Manual into Spanish. L. Furubotten and Elizabeth Steinhagen will meet during the conference to discuss the translation of the CCM. They have not yet asked for NASIG funding.
D. Jaeger reported that regional, state, and provincial representatives had done an excellent job this year in recruiting new members and promoting NASIG. As of May, seven state representative positions were vacant and needed to be filled. RC&M will no longer be responsible for ordering and printing brochures due to the restructuring of the publicist role. ACTION: A. McKee will provide the Board with a summary report on RC&M? committee structure for clarification purposes. 7.0 Task Force Reports
Task Force members are Beverley Geer, Chair, Katie Ellis, Julie Gammon, Mike Randall, and John Tagler. The Task Force members have conducted a literature search and a preliminary analysis of the issues facing NASIG. They discussed options for surveying the membership. The Board likes the option of a written survey in the Newsletter and on NASIG-L and NASIGWeb and a cyberforum for key issues would be the most promising way to receive from the membership.
Priscilla Shontz and Eleanor Cooke were the co-chairs of the CE Task Force. Members of the Task Force were Michele Crump, Leighann Ayers, Alex Bloss, Kittie Henderson, and Marsha Bennett. D. Tonkery served as the Board Liaison. ACTION: The Board asked CEC to investigate how to ensure a wider geographic distribution of CE programs. CEC members are appointed to the Committee in part because of the geographic area that they represent. Knowing a geographic region and its potential presenters can help in planning events. Board members agreed that CE events should cover a greater variety of topics. Currently, NASIG has offered mostly cataloging workshops, followed by electronic journal/license agreements and acquisitions workshops. ACTION: The Board asked CEC to investigate what other topics might be covered in CE programs. Board members agreed that a Bilingual Focus Group should be formed to further develop strategies that will increase NASIG? effectiveness and collaborative efforts with the Mexican library community. The focus group can build on CE? efforts to identify, support and participate in trans-border programs. Currently, NASIG only has one member from Mexico. ACTION: C. Foster will develop a charge for the Bilingual Focus Group and appoint people to the Focus Group. DATE: ASAP
Lisa Macklin served as the chair of the Poster Session Task Force. Task Force members were June Chressanthis, Jill Emery, Kate Manuel, and Lisa Rowlin. Fran Wilkinson served as the Board Liaison. 8.0 Site Selection Update
Board members discussed the University of Utah proposal for the 2003 conference. ACTION: The Board agreed that a site visit to the University of Utah would help in answering some of its questions. 9.0 Conference Planning Committee Report/Update
K. Cargille and the Board decided on the prices of the conference souvenirs. P. Wallace presented a draft of the compensation and reimbursement policy for the annual conference and continuing education events. Board members discussed the policy and made suggestions for change. ACTION: P. Wallace will make any necessary corrections and additions and bring it back to the Board for final approval. DATE: Fall Board Meeting 10.0 CPC 2001 Budget Overview
11.0 Committee Chair Orientation
Board members discussed possible dates for its Fall Board meeting at Trinity University. 12.2 Dedication to Kathy Soupiset P. Wallace presented a proposal to dedicate the 2001 Trinity University Conference to Kathy Soupiset. At the 1991 Trinity University, K. Soupiset served as a CPC Co-Chair. 12.3 Canadian Proposal D. Tonkery presented a proposal from CSISAC, the Canadian organization of SISAC, to have its continuing education events affiliated with NASIG. |
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