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North American Serials Interest GroupNASIG Newsletter Vol. 16, No. 4 (December 2001) MINUTES OF THE NASIG BOARD MEETING Dates, Times: October 19, 2001 (8:38 a.m.-5:00 p.m.); October 20, 2001 (8:32 a.m.-4:00 p.m.) Attending: Guests: Steve Savage, Newsletter Editor-in-Chief 1.0 Welcome M. Rioux welcomed Board members and guests to the fall Board meeting. 2.0 Secretary's Report 2.1 Approval of Board Actions Since Trinity M. Mering compiled the following Board decisions since the May 2001 meeting for inclusion in the minutes.
2.2 Board Rosters M. Mering distributed updated copies of the 2001/02 Board rosters. 3.0 Treasurer's Report 3.1 Conference and General Finance Report D. Novak reported that all bills for the 2001 conference have been paid. The total surplus for the conference was $16,169.84. The Charles Schwab investment account, not surprisingly, has lost money since the May 2001 conference. Spending is on track for the 2001 budget. The Newsletter will not spend its entire budget because the issues have had fewer pages than usual, and one less issue was published in 2001. D. Novak reported that she was having difficulty changing the name on NASIG's American Express card from the former treasurer to her name. ACTION: The Board asked D. Novak to explore other credit card options. D. Novak plans to revise the Treasurer's job description and obtain bonding for the Treasurer and the President. 3.2 Budget for 2002 The Board reviewed the proposed budget for 2002. ACTION: The Board asked the Publicist to work with A&R in identifying appropriate publications that would be willing to advertise NASIG's awards at no charge. They also suggested that a schedule be developed for sending announcements to publications. 4.0 Publicist Publicist C. Foster reported that the membership brochures will be revised and reprinted. ACTION: C. Foster will revise the brochure's content and have it reprinted. She will ask Board members for suggestions on changing the brochure's content. 5.0 2002 Program Planning Committee Board members and PPC Co-Chairs, L. Macklin, K. Manuel, and M. Somers, reviewed the proposed pre-conferences, plenaries, concurrent, and workshops for the 2002 conference. Board members offered suggestions on possible speakers and content of the sessions. They reinforced PPC's plans for programs that will be of interest to all NASIG's constituencies. 6.0 2002 Conference Planning Committee S. Clark and J. Tenney, the CPC Co-Chairs, presented a preliminary budget for the conference. They also reviewed the proposed schedule for the conference, possible evening events, and tours. The fun run/walk has been added back into the conference schedule. The conference brochure will include brief abstracts of each session. ACTION: The Board approved the schedule for the conference, evening events, and tours. The Board discussed the possibility of online registration for the 2002 conference. While credit card payments have been accepted for the past two conferences, the registration process itself continues to be a manual process. Registrants mail their payment to the conference registrar who adds the information to a database. ACTION: The Board approved forming a small working group to explore the possibility of online registration for the conference. M. Rioux will write a charge for the working group and appoint members to the group. A.McKee, the CPC Board Liaison, reported that she has been working on obtaining information on transportation from the Richmond and Norfolk airports. Board members expressed concerns about transportation to and from the airports and its expense. ACTION: A. McKee will investigate hiring buses to transport conference attendees from the airports. 7.0 Site Selection for 2003 A. McKee and E. Cook reported on their September site visit to Portland State University. The university does not have dorm space for NASIG. Conference attendees would stay in nearby hotels. The Board discussed the ramifications of a conference, which would not have attendees staying in residence halls. ACTION: The Board approved Portland State University as the site for the 2003 conference. 8.0 Committee Reports 8.1 Archives M. Mering reported that Holley Lange had successfully transferred the nine boxes of archives from the University of New Mexico to Colorado State University in July 2001. In the upcoming year, H. Lange will consider the former archivist's proposal to shift the archives from an alphabetical to a subject arrangement. She will also consider the possibility of finding a permanent location for the archives. 8.2 Bylaws C. Easton reported that there had been no requests for bylaw changes. A result of the new strategic plan may be changes in the bylaws. 8.3 Awards & Recognition M. Geller reported that a subcommittee consisting of Claire Dygert, Randi Ashton-Pritting, Nancy Newsome, and Cheryl Riley was exploring whether the Marcia Tuttle Award should be given annually on the same schedule as other awards and whether or not it may be awarded retrospectively. Mike Randall is working on making the award forms available electronically. ACTION: The Board approved one Horizon Award and six Student Grant Awards for 2002. One of the six student grant recipients will receive the Fritz Schwartz Serials Education Scholarship. A&R may recommend granting more awards by providing a justification to the Board. 8.4 Continuing Education M. Geller reported that CE continues to be a dynamic committee. Five continuing education events have been held since the May 2001 conference. Several more events are being planned for 2002. Board members discussed whether NASIG should continue to support the same events every year. CE is working on events in new geographic areas. The committee would like to see events held in Canada. ACTION: The Board recommended that CE work with RC&M's Canadian representatives to investigate having events in Canada. The Board discussed how to better facilitate mentors and mentees meeting at the first-timers' reception. ACTION: The Board agreed that the beginning of the first-timers' reception would be reserved for mentors and mentees only. A. McKee will inform J. Tenney and S. Clark of this decision. 8.3/8.4.1 Bilingual Efforts & Mexican Conference Award Implementation Update The Board will ask Elizabeth Parang, member of CEC, to coordinate the Bilingual Efforts & Mexican Conference Award. She will work with last year's NASIG-México Conference Grant winner and an A&R committee member in an advisory capacity in regards to modifying A&R's timeline to fit in this award and will use the support of other members of CEC with appropriate skills necessary to complete this task. 8.5 2001 CPC Wrap-Up M. Rioux reported that a budget report for the 2001 conference had been sent to the College of William and Mary. Overall costs for the conference were lower due in large part to less expensive program speakers. ACTION: Board thanked Beatrice Caraway, Carol Gill, Pat Wallace and other members of the 2001 CPC for their work. 8.6 Database & Directory The print version of the Membership Directory was printed and mailed in June 2001. Because of formatting changes and the elimination of selected sections that are duplicated on NASIGWeb, the 2001 Directory has 49 fewer pages than the 2000 Directory. The cost of producing and mailing the Directory was approximately $1,500 less than the cost in 2000. M. Mering reported that several new members had sent messages to the membership e-mail account requesting the user name and the password for member-only sections of NASIG. The user name and password is announced on NASIGWeb several times a year. S. Savage includes the user name and the password as part of his announcement about the availability of new Newsletter issues. ACTION: The Board asked D&D to send the NASIGWeb user name and password to each new member. 8.7 Electronic Communications D. Cochenour reported that Bee.net recommends that NASIG only use FrontPage to upload files to the server. FrontPage needs to keep track of all files and hyperlinks on the site. If the files are uploaded using another type of Web publishing software, FrontPage will not know about the existence of those files until the site is recalculated. ECC had Bee.net create a special directory for the monthly statistics about NASIGWeb and its usage. D. Cochenour asked the Board what statistics should be archived. ACTION: The Board decided ECC should send the Archivist a monthly printout of usage statistics of the main page, the Human Resource Directory, the Membership Directory, and the Newsletter. The domain names of the users of these pages should also be sent to the Archivist. Bee.net will set up the ability to search all of NASIGWeb at no extra cost to NASIG. Having this new function will require moving NASIGWeb to a different server that has better indexing capabilities. 8.7.1 NASIG-L Guidelines ECC will prepare a draft of the guidelines for the Midwinter Board meeting. 8.8 Evaluation & Assessment The Board reviewed information gathered from the 2001 conference evaluation form. M. Page reported that the return rate was over 50%. In late October 2001 an announcement will be made on NASIG-L that individual speaker reports are available on request to speakers. ACTION: The Board thanked E&A for their work. E&A will be working with CE to help evaluate continuing education events. 8.9 Newsletter The December 2001 issue of the Newsletter will be the last issue made available both in print and electronically. The March 2002 issue of the Newsletter will only be available electronically. S. Savage asked if NASIG would continue to have institutional subscriptions to its Newsletter once it was available electronically only, and if so, how that access would be provided. Currently, only a small number of institutions subscribe to the Newsletter. ACTION: The Board decided that NASIG would discontinue offering institutional subscriptions to the Newsletter starting in 2002. Newsletter issues prior to 1992 are not available electronically on NASIGWeb. S. Savage asked if the Board would be interested in having PDF and/or HTML files created for the back issues. The Board had considered this issue two years ago. ACTION: The Board approved creating PDF files for the back issues of the Newsletter. The Board discussed the possibility of including Spanish language articles in the Newsletter. ACTION: The Board agreed that this is an important issue, but given its many implications, a decision was deferred pending further consideration. 8.10 Nominations & Elections C. Foster reported that 75 names were submitted for nomination to the offices of Vice President/President-Elect, Secretary, and Member-at-Large. Nominees will be screened for eligibility and contacted after Oct. 15, 2001, to ascertain their willingness to be nominated. The Board discussed whether nominees could be told whom they would be running against if they agreed to serve on the ballot. ACTION: The Board agreed that N&E could tell nominees whom they would be running against if they agree to serve on the ballot. 8.11 Proceedings D. Cochenour reported that the manuscript for the 2001 Proceedings has been sent to Haworth Press. Two plenary speakers and one concurrent speaker did not submit papers for the 2001 Proceedings. The Board discussed the options of using recorders' reports and transcribing tape-recorded versions of sessions when speakers do not submit a paper. ACTION: The Board decided that recorders' reports would serve as the first back-up for papers not submitted for the Proceedings. A transcription of the tape-recorded version of a session would serve as the second back-up. Susan Scheiberg and Shelley Neville have agreed to serve as the 2002 Conference Proceedings editors. 8.12 Publications C. Easton reported that the Publications Committee was creating guidelines for conference handouts. They are considering the feasibility of offering the conference handout packet as a CD-ROM rather than a paper product. ACTION: The Board asked for a draft of the guidelines and a recommendation for the format of the conference handout packet. Publications is also working on a project to further develop and promote the "Serials Management Course Outline," a collection of materials geared toward providing further instruction and training for librarians involved in various aspects of serials management. ACTION: The Board asked for a progress report on the project to develop and to promote the course outline. The Committee continues to work on its goal of publishing at least one NASIGuide by the end of the year. 8.13 Regional Councils & Memberships Board members discussed the purpose of RC&M and the possibility of restructuring the committee. ACTION: The Board will ask RC&M to write a report considering if both state and regional representatives are always necessary for all geographic regions and to define what areas each region represents. 8.14 Professional Liaisons M. Page announced that C. Foster was the new liaison to the American Library Association's ALCTS Serials Section. M. Page will encourage liaisons to submit reports to the Newsletter on their organization's activities. 9.0 Working Group Reports 9.1 Strategic Plan/Vision 2015 Task Force C. Foster reported that work continues on developing a strategic plan/2015 vision statement. She will have a more detailed report for the Midwinter Board meeting. 9.2 Vendor/Publisher Involvement Issues M. Geller led a discussion concerning NASIG's various constituencies-publishers, vendors and library-based serialists-and how to make NASIG a vital organization for all. NASIG was founded to provide a venue where all types of serialists could meet on an even basis to discuss issues of interest to all. ACTION: M. Geller and A. McKee will organize a special meeting at Midwinter for Board members and selected NASIG members who represent the vendor and publishing communities. The Board also discussed the importance of having programs of interest to all of NASIG's constituencies. ACTION: C. Easton will draft guidelines for speakers on what is meant by non-commercialism. 10.0 Other Items and Wrap-up 10.1 Possible Placement Service at Conference The Board discussed the possibility of having a placement service at the 2002 conference. ACTION: CPC will make an announcement on NASIG-L about the placement service at the conference. 10.2 Possible Gift for UKSG at their 25th Meeting in 2002 As this year's President of NASIG, M. Rioux will attend UKSG's 25th conference. She suggested that NASIG present UKSG with a plaque to commemorate the event. ACTION: The Board approved giving a plaque to UKSG to commemorate their 25th conference. 10.3 Date for Midwinter Board Meeting The Midwinter meeting will be held January 18, 2002 in New Orleans, LA. |
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