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North American Serials Interest Group NASIG Newsletter MINUTES OF THE JANUARY NASIG BOARD MEETING Dates, Times: January 11, 2001 (2:30p.m.-6:10p.m.); January 12, 2001 (8:30a.m.-noon) Attending: Connie Foster, President Guests:
1.0 Welcome C. Foster welcomed Board members and guests to the Midwinter Board meeting. 2.0 Secretary? Report 2.1 Board actions since fall meeting M. Mering compiled the following Board decisions since the November meeting for inclusion in the minutes. Approved the minutes from the November Executive Board meeting. M. Mering distributed updated copies of the 2000/01 Board roster. 2.3 Stationery design M. Mering announced that Penny Lane Printing would be mailing her letterhead with the new NASIG logo this week. She reported that the printer had problems in filling the letterhead order in a timely manner. ACTION: M. Mering will explore other options for printing the organization? stationery. 2.4 Working calendar M. Mering distributed copies of the updated working calendar. ACTION: M. Mering asked that any further corrections to the calendar be sent her. 3.0 Treasurer? Report 3.1 Membership report G. Williams reported that 69% of the membership has renewed for 2001. Second renewal notices were sent out on January 7. This renewal rate is consistent with past years. 3.2 Report on 2000 budget G. Williams reported that the organization had spent $3,658.17 less than its projected budget. Investments have gone down slightly in value. Interest income was up for the year. Not all committees spent their entire budgets. Membership income remains steady. 3.3 Report on 2001 budget G. Williams reviewed the budget for 2001. The 2001 budget represents a slight decrease in projected expenses from 2000. 3.4 Report/ACTION: Employee Dishonest Bond for the position of Treasurer G. Williams reported that bonding the position of Treasurer would cost $250 a year. Board members asked if this fee applied to non-profit organizations and if the fee covered others in the organization who handled money. ACTION: The Board approved bonding the position of Treasurer pending satisfactory answers to the Board? questions. 4.0 Committee Reports 4.1 Archives 4.1.1 Advertise for Archivist The Board discussed advertising for a new NASIG Archivist since the current Archivist? term expires this summer. ACTION: M. Mering and A McKee will serve on the search committee for a new Archivist. 4.1.2 Retention guidelines, final version M. Mering distributed copies of the final version of the archive retention guidelines prepared by Marilyn Fletcher, NASIG Archivist. ACTION: The Board approved the archive retention guidelines. M. Mering will post the guidelines on Chairs-L. 4.1.3 Permanent Location for Archives The Board discussed the possibility of having a permanent location for the archives rather than moving them every three years. The Board wondered how the archives would be maintained and how members would access materials from the archives if they were housed in a permanent location. ACTION: M. Mering will ask M. Fletcher her recommendations on the how the archives should be maintained and how members should access materials from the archives if they were housed in a permanent location. 4.2 Awards & Recognition D. Jaeger reported that the Horizon and the student grant awards and the Schwartz Education Scholarship have been advertised. An announcement on NASIG-L will be made shortly on this year? Tuttle award recipient. ACTION: D. Jaeger will ask A&R to prepare a list of past Tuttle award recipients and the title of their projects for NASIGWeb. 4.3 Bylaws C. Easton reported that the Committee was preparing guidelines for bulk mailings. ACTION/DATE: Bylaws will have a draft prepared for the Board by February 16, 2001. 4.4 Continuing Education D. Jaeger reported that CE has followed the Board? recommendations by working to diversify the locations and the topics of continuing education events. Lisa Furubotten and Elizabeth Parang have been developing the first NASIG/Mexico conference student grant. They are working in cooperation with three professors from UNAM. ACTION: The Board reconfirmed that CE would be responsible for all aspects of the grant including its development, reviewing applications, and introducing the recipient at the 2001 conference. 4.5 Database & Directory P. Wallace reported that 26% of the membership has selected the option to receive the Newsletter only in electronic form. 10% of the membership has selected the option to receive the Directory only in electronic form. The Board discussed the implications of these statistics and the possibility of only offering the Directory and the Newsletter in electronic form. P. Wallace asked the Board if they wanted to continue to receive two copies of the 2001 Directory. ACTION: D&D will continue to send two copies of the Directory to Board members. 4.6 Electronic Communications D. Cochenour reported that since the November Board meeting, ECC has been working on a number of Board action items. They have added a ?oin NASIG?button to NASIGWeb. A subdirectory has been established for the 2001 conference brochure. Bee.Net increased the daily maximum for e-mail attachments from 200k to 20,000k for the Nominations Committee to facilitate exchange of nomination documents. A list of the NASIG Presidents has been added to the organization page. EEC compiled December 2000 activity statistics for the Human Resources Directory Web page. The Directory is the seventeenth most requested page on NASIGWeb. Other statistics are available for committees to analyze their Web pages. ACTION: D. Jaeger will share this statistical information with CE. By May, Beth Toren plans to make it possible to search the entire NASIGWeb site. The Board identified Web liaisons for several committees. 4.7 Evaluation & Assessment The Board reviewed E&A? proposal to discontinue giving each plenary, concurrent, and workshop speaker two rating numbers, one for content and one for presentation, on the conference evaluation form. The majority of speakers receive identical ratings for content and presentation. The evaluation form includes a comment section for each session, which allows for useful feedback for PPC and the speakers. Having only one rating for each speaker would reduce by 1/3 the evaluation form and also save copying and postage costs. ACTION: The Board agreed to discontinue giving each speaker a separate rating for both content and presentation on the conference evaluation form. Speakers will instead receive a single rating. The Board discussed how the evaluation could help identify conference attendees who might want to host a future NASIG conference at their institution. ACTION: The Board agreed that the evaluation form would list the Internet address for the NASIG Conference Site Selection form and whom to contact if someone is interested in hosting a conference. The form would also ask for their name and contact information if they prefer for someone to contact them. [Later in the agenda, Board liaison F. Wilkinson asked the Board members and the PPC and CPC Co-Chairs for evaluation questions that would be specific to the 2001 conference] 4.8 Newsletter C. Foster reported that Jim Michael is the new Print Production Editor. The editorial staff? problems with accessing the Web site and uploading files to the server have been resolved by ECC. The Board discussed the possibility of discontinuing the print version of the Newsletter. If it were only offered in electronic form, the Editorial Board would not see any significant changes in their work. The main outcome would be a minimal budget for the Committee. ACTION: The Board agreed that 2001 would be the last year of producing the print version of the Newsletter. 4.9 Nominations & Elections D. Tonkery reported that N&E was gathering biographical information from the candidates for the 2001 Executive Board elections. Board members discussed how the responsibilities of the Treasurer have become increasingly complex in the last few years. ACTION: The Finance Committee will update the description of the Treasurer? responsibilities. 4.10 Proceedings D. Cochenour reported that Michelle Fiander, 2000 Proceedings Co-Editor, has updated the Proceedings manual. D. Cochenour will investigate getting the manual mounted on NASIGWeb. The proofs of the Proceedings have been received from Haworth. The call for Proceedings Editors for the 2001 conference was posted twice to NASIG-L. Two individuals expressed interest in serving as Editors. ACTION: D. Cochenour will contact the two individuals to see if they would like to be considered as a single team for Proceedings Editors. Board members discussed issues involving the Proceedings and an electronic version of Serials Librarian to be offered by Haworth. ACTION: The Board agreed that further information is needed. C. Foster will continue working with Haworth Press. 4.11 Professional Liaisons A. McKee reported that the Professional Liaisons had no pending actions. 4.12 Publicist A. McKee reported that she had written an article about NASIG for D-Lib. In the fall, she wrote an article for IFLA? Serial Section? newsletter. A. McKee recommended that NASIG membership brochures be handed out at IFLA? 2001 conference in Boston. ACTION: A. McKee will ask IFLA? Serial Section if they would be willing to have NASIG brochures at their booth. The Board discussed what discussion lists the Publicist uses to send out information about NASIG. A. McKee stated that to send messages on some of the lists she has to subscribe to them or ask other people to send the messages for her. ACTION: A. McKee will send a message to the Board list with the names of the discussion lists which she must subscribe to or ask other people to send the message for her. The Board will evaluate if she still needs to send messages to these lists. 4.13 Publications C. Easton reported that the Publications Committee was preparing for its preconference on how to get published. The Committee hopes to publish the preconference as a NASIGuide. The Committee is exploring the possibility of issuing the 2002 handout packet in electronic form. The packet for the 2001 conference will be available only in paper. The Committee did not budget for any cost relating to the translation of the CONSER Cataloging Manual. 4.14 Regional Councils & Membership A. McKee reported that 25% of the non-member conference attendees who received membership packets after the 2000 conference became NASIG members. ACTION: A. McKee will tell R&M to continue sending membership packets. 5.0 Task Force Report 5.1 Electronic Records: Final Report C. Foster reviewed ?inal Report on Electronic Archiving Project?for NASIG, dated January 5, 2001. The primary recommendation was that NASIG continue to have a print-and-save archive and examine on a case-by-case basis any permanent electronic storage. The report also recommended that the Archivist and EEC work more closely with one another. NASIGWeb serves as a quasi-archival repository for the organization? electronic information. The report suggested learning more about Bee.Net? management and maintenance procedures for NASIGWeb. ACTION: D. Cochenour will investigate further Bee.Net? management and maintenance procedures for NASIGWeb. The Board members discussed the paper files of past NASIG Presidents and what they should send to the archives. ACTION: C. Foster will e-mail the past NASIG Presidents and remind them to send M. Fletcher any documents that would be important to the archives. She will include the newly approved archive retention guidelines. 5.2 Bilingual Focus Group D. Jaeger reported that the Bilingual Focus Group has made some progress in addressing its charge since the fall Board meeting. The Group has discussed how NASIG can use its awards and scholarship as outreach to the Mexican and Puerto Rican library community. They also considered ways the organization could demonstrate more understanding of and sensitivity to the socio-cultural aspects of Mexican and Puerto Rican librarianship. The Focus Group will submit its final report for the May Board meeting. 5.3 Strategic Plan C. Foster announced that Tina Feick has agreed to chair the Strategic Plan/Vision 2010 Task Force. The Task Force will prepare a progress report for the May Board meeting. 6.0 2001 Program Planning Committee M. Page reported on the progress of planning the preconference, plenary, and concurrent sessions for the 2001 conference. She also reviewed the daily conference schedule, which closely parallels that of the 2000 conference. B. Caraway noted that a block of rooms for speakers is being reserved at AmeriSuites. ACTION: M. Page will send G. Williams and B. Caraway a list of speakers for the preconference, plenary, and concurrent sessions. L. Macklin reported that the 2001 conference would have 24 workshops. The planning for these workshops is almost complete. Publicity and procedures for the poster sessions is forthcoming. ACTION: The Board thanked PPC for their work. 7.0 Conference Planning Committee Report 7.1 Souvenirs The Board and B. Caraway discussed possible souvenirs for the 2001 conference. The Board and B. Caraway reviewed what souvenirs from UCSD and previous conferences have not been sold. Board members expressed concern about the cost of shipping souvenirs from one conference site to another and recommended a clearance sale. 7.2 Format of Print Brochure P. Wallace reported that Michael Brown had been working on the design of the print brochure as well as the Web site information, which will be used to supplement the print brochure. The Board and B. Caraway discussed various styles of brochures. ACTION: The Board approved using the traditional folio newsletter style brochure. 8.0 Site Selection F. Wilkinson and M. Rioux reported on their January 10, 2001, site visit to the College of William and Mary. ACTION: The Board approved the College of William and Mary as the site for the 2002 conference. F. Wilkinson and A. McKee will make a site visit to the University of Utah in April 2001. The meeting was adjourned at noon. The next Board meeting will be held May 22, 2001 at Trinity University in San Antonio.
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