About NASIG
|
North American Serials Interest Group NASIG Newsletter MINUTES OF THE NOVEMBER NASIG BOARD MEETING Meg Mering, NASIG Secretary Place: Trinity University, San Antonio, Texas Attending: Connie Foster, President Guests: Char Simser, Newsletter Editorial Board representative 1.0 Welcome C. Foster welcomed Board members and guests to the Board meeting. She reviewed the meeting's two-day agenda. 2.0 Secretary's Report 2.1 Board actions since the June Board meeting in San Diego M. Mering compiled the following Board decisions since the June meeting for inclusion in the minutes: Approved the June 2000 Board meeting minutes Agreed to include an abstract of each poster session in the Conference Proceedings. Agreed to include poster session handouts in the conference handout publication. Agreed to review the cost and the content of the conference handout publication at the fall Board meeting Authorized PPC's request to give Leo Treyzon, a preconference presenter, a gift certificate. Voted to make the Executive Board minutes on NASIGWeb available only to members. Approved the charge for the Bilingual Focus Group. Agreed to send awards to all 2000 CPC and PPC members in accordance with previous policy. Recommended partial funding to send Lisa Furubotten to Yucatan to present a SCCTP workshop as long as the request fit within CEC's budget. Agreed to ask A&R to review who should receive awards and who should be recognized at the annual conference. Approved the Proceedings Editors' recommendation to appoint Lynne Griffin as the HTML editor of the 2000 Conference Proceedings. Approved A&R's revised description of the Marcia Tuttle International Grant, which eliminated NASIG membership as a prerequisite for applying for the award. Made decisions on three conference refund requests. Agreed to have a memorial tribute to Crystal Graham in the December 2000 issue of the Newsletter. C. Easton agreed to coordinate the preparing of the tribute. Agreed to make a contribution to the Freedom to Read Foundation in memory of C. Graham. Agreed to dedicate the 2000 Conference Proceedings to C. Graham. Awarded the electronic archives project to Mark McFarland, University of Texas, Austin. Agreed to provide M. McFarland access to the member only sections of NASIGWeb. Agreed that C. Foster should post a message on SERIALST, congratulating the discussion list on its ten year anniversary. Agreed to advertise for the Archivist and Proceedings Editors next spring on NASIG-L. 2.2 Board roster updates M. Mering distributed copies of the 2000/01 Executive Board roster. Board members suggested including cell phone numbers and identifying where to send express mail on the roster. ACTION: M. Mering will revise the roster by adding cell phone numbers and identifying where to send express mail. 2.3 Report on program proposals and effectiveness of August 1st deadline M. Mering reported that she had received 51 proposals in response to the 2001 call for papers. 70 proposals were received in response to the 2000 conference's call for papers. Board members and the PPC Co-Chairs discussed whether the deadline for proposals should be later for the 2002 conference. ACTION: The deadline for proposals for the 2002 conference will be August 15, 2001. 2.4 Scheduling Board meeting prior to ALA Midwinter The Midwinter Board meeting will be held on the afternoon of January 11 and the morning of January 12 in Washington DC. ACTION: D. Tonkery will make arrangements for the meeting room. 2.5 Working Calendar M. Mering has loaded FrontPage 2000, the software used to update the Executive Board's working calendar, on her home computer. Beth Toren, ECC Co-Chair, has provided M. Mering with instructions on how to use FrontPage. ACTION: M. Mering will revise and update the calendar. 2.6 New logo and letterhead M. Mering has been working with Penny Lane Printing to develop letterhead featuring NASIG's new logo. The Board discussed possible layout for the new letterhead. ACTION: The Board approved Penny Lane Printing's colors for the new logo. 3.0 Treasurer's Report 3.1 UCSD financial report G. Williams stated that the University of California-San Diego conference is showing a surplus of $27,134.95. 3.2 2000 Budget update--overview G. Williams reviewed the balance sheet as of 10/17/00 with total assets of $107,044.37. The Charles Schwab account declined slightly. Interest income increased. Souvenir sales from the UCSD conference showed a surplus. G. Williams is still processing membership renewals. NASIG's expenditures are still greater than its income. The organization needs to consider carefully how much of its reserve it is willing to spend. 3.3 Proposed 2001 budget for approval G. Williams and the Board members reviewed the budget proposals from each committee. Minor adjustments were made to some committee's proposed budgets. Board members discussed possible ways NASIG could continue to reduce expenditures throughout the organization. The Newsletter could be made available only in electronic form. Its print version could be discontinued. Board elections could be conducted online rather than in paper. RC&M could discontinue sending new members NASIG memo pads as a welcome item. ACTION: C. Simser will discuss with Steve Savage the possibility of discontinuing the print version of the Newsletter and making it available only in electronic form. They will review the Newsletter survey in considering this possibility. 3.4 Accountant's financial statement G. Williams provided each Board member with a copy of the Financial Statements and Accountant's Review Report for NASIG for the year ending December 31, 1999. 3.5 Action items: 3.5.1 Finance Committee and past Treasurer G. Williams suggested that the past Treasurer serve on the Finance Committee to assist the new Treasurer during the transition period. DECISION: The past Treasurer will serve on the Finance Committee for one year. 3.5.2 Bonding the position of Treasurer Because the Treasurer has significant responsibility for NASIG financial matters, G. Williams recommended that the position of NASIG Treasurer be bonded. ACTION: G. Williams will investigate and report on e-mail the terms and conditions of bonding the Treasurer. 3.5.3 Conference Refund Policy A motion was made that the final decision on conference refunds is the responsibility of the President and/or the Treasurer. The Board approved this motion. ACTION: The Conference Refund Policy will reflect this decision and the date amended. 4.0 Publicist's Report 4.1 Review electronic lists and other outlets A. McKee distributed a list of discussion groups the Publicist uses for announcements beyond NASIG-L. She also reported that she had written an article about NASIG for IFLA's Serials Section's newsletter. 4.2 Distribution of brochures responsibility A. McKee noted that the Publicist is responsible for distributing membership brochures. She reminded the Board that anyone requesting brochures should allow two weeks to receive them in the mail. Brochures cannot be sent via express mail. ACTION: A. McKee will send an e-mail message to the CHAIRS-L discussion list reminding chairs that anyone requesting brochures should allow two weeks to receive them in the mail. Brochures will not be sent express mail. 5.0 Program Planning Committee M. Page, L. Macklin, and R. Waltner, the PPC Co-Chairs, and the Board reviewed the proposed 2001 program schedule. Minor adjustments were made to the proposed schedule. ACTION: The Board approved the proposed 2001 program schedule. The PPC Co-Chairs and Board members discussed whether or not to offer poster sessions at the 2001 conference. All agreed that the poster sessions had been a success at the UCSD conference. L. Macklin, Chair of the Poster Sessions Task Force, stated that the call for poster sessions should clearly state that NASIG is not interested in having commercially oriented sessions. A suggestion was made to schedule the poster sessions for a longer time than they had been at the UCSD conference. The presenters of the poster sessions would not be required to stay with their posters for the extended time. PPC will be responsible for the poster session call, selection, and all other logistics. ACTION: The Board approved the plan to offer poster sessions at the 2001 conference. The PPC Co-Chairs and Board members review the proposed pre-conferences, concurrent, plenaries, and workshops. Board members offered suggestions on possible speakers and content of the sessions. ACTION: The Board approved the two proposed pre-conferences. The Board and PPC also discussed how many workshops to offer at the 2001 conference and if any of them should be offered as longer in-depth workshops. The Board also strongly supported having only 2 presenters per workshop. ACTION: The Board and the PPC Co-Chairs decided that none of the proposed workshops lent themselves to being in-depth workshops. In-depth workshops will remain a program option for future conferences. 6.0 Conference Planning Committee 6.0.1 Dedication to Kathy Soupiset As approved earlier by the Board, the 2001 conference will be dedicated to Kathy Soupiset, the 1991 Trinity University CPC Chair. The dedication will occur at the conference's opening session. 6.0.2 Compensation and Reimbursement Policy P. Wallace presented a final draft of the compensation and reimbursement policy for annual conferences and continuing education events. ACTION: The Board approved the compensation and reimbursement policy for annual conferences and continuing education events. 6.0.3 Conference events and budget B. Caraway and C. Gill, CPC Planning Co-Chairs, reported on CPC's progress in planning the 2001 conference. Board members offered suggestions for possible special evening events. C. Gill presented a preliminary conference budget to the Board. The proposed 2001 conference rates were: $375 (US) - Commuter Rate ACTION: The Board approved the conference rates pending a final revised conference budget and further discussions with Ann Knoebel, Director of Conferences and Special Programs at Trinity University. [On November 11, 2000, C. Gill presented a revised conference budget. C. Foster, D. Tonkery, P. Wallace, and G. Williams met with A. Knoebel. Then the Board gave its final approval of the conference rates.] P. Wallace requested extra student help to assist with the 2001 conference planning. Trinity University is experiencing a serious shortage of staff and CPC members are widely dispersed. ACTION: The Board approved extra student assistance for the 2001 conference planning at Trinity University. 6.0.4 Conference brochure The CPC Co-Chairs and Board members discussed the conference brochure. In order to meet deadlines, P. Wallace asked if the Web version of the brochure could be made available before the print version. For past conferences, the print version has been made available before the electronic version. The CPC Co-Chairs and the Board also discussed the possibility of moving toward offering only a Web version of the brochure. ACTION: The Web version of the conference brochure will be made available before the print version. 7.0 Site Selection for 2002 and beyond 7.0.1 University of Utah - 2003 F. Wilkinson presented a supplemental site report for the 2003 conference. She proposed that A. McKee and she make a site visit to the University of Utah in April in conjunction with another conference that both will be attending there. ACTION: A. McKee and F. Wilkinson will make a site visit to the University of Utah. 7.0.2 Site Selection for 2002 F. Wilkinson and M. Rioux reported on their October 9, 2000, site visit to the University of Maryland at College Park. They will continue to explore further and review options in the Mid-Atlantic region. ACTION: The Board asked F. Wilkinson to convey special appreciation to Joyce Tenney for her ongoing efforts with site identification in the Mid-Atlantic for a NASIG conference. 8.0 Professional Liaisons 8.1 Clarify "peer groups" as subset of professional liaisons A. McKee suggested listing in the Directory the Australian Serials Special Interest Group, the European Federation of Serials Group, the German Serials Interest Group, and the United Kingdom Serials Group (the peer groups of NASIG) as a subset of the Professional Liaisons. ACTION: The Board decided to continue listing these groups alphabetically with the other liaisons. 8.2 Membership automatic for UKSG Chair? A. McKee asked if the UKSG chair automatically receives a complimentary NASIG membership. The UKSG chair does automatically receive a complementary membership. UKSG in turn gives a complementary membership to the NASIG President. ACTION: P. Wallace will ask D&D to make a list of NASIG complimentary memberships. 8.3 Canadian SISAC, US BISG relationships C. Foster noted that there has been no response yet for a liaison to BISG (BASIG). C. Foster will review the Canadian SISAC request and determine what follow-up is needed. 9.0 Committee Reports 9.1 Archives Marilyn Fletcher, NASIG Archivist, suggested a new subject arrangement for the archives and documented what should be retained in the archives. Currently, the archives are arranged in alphabetical order. Board members made a few suggestions on what should be retained in the archives. One suggestion was not to retain any rating sheets from A&R award and grant applicants. ACTION: The Board agreed to the new subject arrangement of the Archives. The new Archivist who will start in June 2001 will have the responsibility of reorganizing the archives. 9.1.1 Advertise for Archivist after Midwinter Board meeting M. Mering reported that M. Fletcher's term as Archivist ends in June 2001. ACTION: M. Mering will chair a search committee for a new Archivist. 9.1.2 Consultant for Electronic Records Project Board members reviewed Mark McFarland's status report on NASIG's electronic archiving project. He will submit a final report in January 2001. 9.2 Awards & Recognition Award and grant recipients will be recognized at the opening ceremony at the 2001 conference. Board members discussed how many awards and grants could be given this year. ACTION: The Board agreed that up to 8 student awards, up to 2 Horizon awards, and up to 2 Marcia Tuttle International grants could be given this year. The publicist will send out announcements about the grants and awards. 9.2.1 Recognition for committee members The Board discussed what kind of recognition outgoing committee and Board members should receive based on requested recommendations from A&R. In terms of tenure and promotion for most committee members, Board members felt the letters of appreciation are very significant and appropriate. The previous policy has been to give a token of appreciation and letters to all outgoing Board members, committee chairs, and members of CPC and PPC. Other committee members received letters of appreciation. ACTION: The Board accepted A&R's recommendation that outgoing committee chairs and Board members will receive a token of appreciation and letters of recognition for their service. Committee members will receive letters of appreciation. Last year, as Past President, Steve Oberg had the responsibility of recognizing outgoing committee chairs and Board members. Previously, A&R had this responsibility. DECISION: A&R will again be responsible for purchasing the gifts of outgoing Board members and committee chairs. 9.2.2 Concerns/Solutions for non-U.S. conference awards In a detailed letter, the current and past co-chairs of A&R addressed concerns with promoting the student grant award in Mexico. Board members discussed concerns and issues for outreach in Mexico and noted the expertise that some members of CE have with presentations in Mexico and with the Spanish language. ACTION: D. Jaeger will ask CE to develop a grant geared to the Mexican library community. 9.3 Bylaws C. Easton reported that the Committee had not had any bylaws changes to consider. The Committee has been reviewing the language of the bylaws. 9.3.1 Mailing procedures D. Jaeger, last year's Board Liaison to the Bylaws Committee, said that last year's committee had developed mailing procedure guidelines for the Bylaws Committee. These guidelines need to be standardized for the entire organization after consulting with committee chairs. ACTION: C. Easton will ask Bylaws to develop mailing procedure guidelines to be used by the entire organization. 9.4 Continuing Education D. Jaeger reported on CE's recent continuing education events. He also reviewed CE's plans to ensure the widest outreach possible. Committee members have been assigned event planning for various regions and other projects. Evelyn Council and Priscilla Shontz, CE Committee Co-Chairs, plan to develop guidelines for selecting CE events. Board members stressed the importance of varied locations and diverse events for NASIG sponsorship. Carole Bell and Pat Loghry are reviewing ways to strengthen the mentor program. Several mentors and mentees did not meet each other at the UCSD conference. Board members wondered if the Human Resource Directory was being used by anyone. The online Directory provides a list of members who can speak, advise, or consult on a variety of topics. ACTION: D. Cochenour will ask ECC to gather statistics on the use of the online Human Resource Directory. 9.5 2000 Conference Planning Committee Wrap-Up P. Wallace had no additional report. 9.6 Database & Directory P. Wallace reported that Rose Robischon, Chair of D&D, had been loading the Directory to the Webserver. ECC and Bee.Net are working on some minor problems with uploading the Directory and corresponding HTML pages to the server. Kim Maxwell has volunteered to serve as the desktop publisher for a second year. Board members discussed layout of the 2001 Membership Directory and what information might be omitted from the print Directory and shifted to the Web only. Such a shift would also reduce Directory printing and mailing costs. ACTION: P. Wallace will gather input from D&D on what might be deleted from the paper Directory and report back to the Board. 9.7 Electronic Communications 9.7.1 Web site maintenance problems D. Cochenour reviewed NASIGWeb's maintenance problems. ECC is working with Bee.Net to find a solution to these problems. C. Simser reported on the problems that the Newsletter editorial staff had had in accessing the Web site and uploading files to the server. The maintenance problems caused a delay in making available online the September issue of the Newsletter. 9.7.2 Bee.Net service review D. Cochenour reported that Margi Mann, ECC listowner and co-chair, has been working with Bee.Net to evaluate the current level of services and NASIG's monthly payment. 9.7.3 Chat room service options D. Cochenour reported that M. Mann had worked with Bee.Net to identify possible chat room service options. Chat room services would allow committees the possibility of real-time conferencing on the Internet. Board members discussed the various options. ACTION: The Board decided not to offer chat room service to members at this time. They asked that ECC retain the information on chat room service. 9.7.4 Conference Brochure P. Wallace asked if there would be space on the Bee.Net server for the 2001 conference brochure and Web site rather than having them on Trinity University's server. Michael A. Brown will be the Webmaster for the conference Web site. He will work with Danny Jones to coordinate graphic design for the Web site and the brochure. D. Cochenour believed the Bee.Net server would have enough space to host the 2001 conference brochure and Web site on its server. ACTION: The Board agreed that the 2001 conference brochure and Web site could reside on the Bee.Net server. 9.7.5 NASIGWeb layout Board members discussed the layout of NASIGWeb. Suggestions were made to add a button for joining NASIG and to make it possible to search the entire Web site. ACTION: D. Cochenour will ask EEC to add a button on NASIGWeb for joining NASIG and to make it possible to search the entire Web site. 9.8 Evaluation & Assessment F. Wilkinson reported that E&A had completed the evaluation of the 2000 conference. An article summarizing the evaluation results will appear in the December 2000 Newsletter. C. Foster requested that E&A send full conference reports to the past and present PPC Co-Chairs. Previously, PPC Co-Chairs had only received reports on conference speakers. ACTION: F. Wilkinson will ask E&A to update its committee procedures to indicate that past and current PPC Chairs should receive the full conference report. Board members discussed E&A's proposed changes to the evaluation form. The Committee asked if the form needed to continue evaluating content and presentation style of each program. In recent years, the ratings of content and presentation style have been nearly identical. Not evaluating both elements would also save printing costs. F. Wilkinson also wondered if the form should continue asking about geographic preference for NASIG conferences and if attendees would be willing to have their institution serve as a conference site. ACTION: The Board asked E&A to write a recommendation on whether or not to continue evaluating both content and presentation style of conference programs. 9.9 Newsletter C. Simser, Electronic Production Editor, reported that 8 people had volunteered to serve as Print Production Editor. Jim Michael has been selected as the new Print Production Editor. Starting with the March 2001 issue, Donnell Ruthenberg will serve as the Submissions Editor. 9.9.1 Advertise for Editor? C. Foster reported that Steve Savage's term as Editor-In-Chief will end in June 2001. He is eligible to serve a second term. ACTION: C. Foster will ask S. Savage if he wishes to serve a second term. If he does not want to serve a second term, C. Foster will form a search committee for a new Editor-In-Chief. [Note: A later clarification revealed that Savage's second term began in June 2000 and extends to 2002. The Editor-in-Chief position has a 2-term limit, so a search committee will be formed as the end of Savage's second, current term nears.] 9.10 Nominations & Elections D. Tonkery announced that 45 names had been submitted for nominations. Eight of these individuals were nominated for more than one office. Because the 2001 conference will be held in May instead of June, the timetable for the ballots has been adjusted to allow earlier announcement of election results. The target date for mailing the ballots is usually February 15. For the 2001 election, it will be moved to February 1. Board members expressed the concern that N&E ensure that any candidate for Treasurer fully understands the commitment required. The responsibilities of the Treasurer have become increasingly complex in the last few years. Anyone considering the position of Treasurer needs to have support from his or her institution or organization. 9.11 Proceedings D. Cochenour reported that editing the Proceedings for the 2000 conference was a fairly smooth process. All conference sessions are represented in the Proceedings. One paper is based on an edited version of an audio transcription. Another is an expanded version of a Newsletter report. The work of Lynne Griffin, the Web Editor of the Proceedings, and Kathryn Wesley, the Indexer, will begin this spring. 9.11.1 Haworth question about electronic links Haworth, the publisher of the Proceedings, has asked to have access to the Internet version of the Proceedings on NASIGWeb. Board members were agreeable to charging Haworth for access to the electronic Proceedings since a volunteer spends considerable time and effort in producing the html version. ACTION: C. Foster will contact Haworth about access to the electronic Proceedings and the charge for that access. 9.11.2 Advertise for 2001 Proceedings Editors D. Cochenour announced that 2001 Proceedings Editors would be advertised for during spring 2001. ACTION: D. Cochenour will chair a search committee for the 2001 Proceedings Editors. She will advertise for the new editors on NASIG-L. 9.12 Publications C. Easton reported the Committee was working on gathering ideas for possible NASIGuides. NASIGuides are written on topics related to serials. One person is currently writing a NASIGuide. Board members suggested that the committee might get ideas for NASIGuides from program proposals and poster sessions. C. Easton asked about the history of translating the CONSER Cataloging Manual into Spanish. A survey of the Mexican library community had revealed interest in translating the manual into Spanish. Lisa Furubotten and Elizabeth Steinhagen met at the 2000 conference to discuss the translation project. Board members did not believe that any financial support had been requested for the project. ACTION: C. Easton will verify the status of this project and its estimated cost. 9.12.1 Handout packets C. Easton reported that over 200 handout packets had been sold at the UCSD conference. NASIG usually does not break even on selling the packets. In reviewing the 2000 packet, C. Easton felt some guidelines needed to be developed for content and technical standards. Board members also discussed the possibility of offering the handouts in electronic rather than paper form. DECISION: The cost of the handout packet for the 2001 conference will be $35 (US). 9.13 Regional Councils & Membership Anne McKee described the current structure of RC&M. She announced that Paula Sullenger had agreed to serve as RC&M's Webmaster. 10.0 Task Force Reports 10.1 Poster Sessions F. Wilkinson reported that NASIG's first poster sessions at the UCSD conference were a success. ACTION: The Board extended special thanks to L. Macklin and the rest of the task force members for their hard work. The Board reviewed the Task Force's report and recommendations. ACTION: The Board agreed that the poster sessions should continue to be a part of NASIG conference. 10.2 Bilingual Focus Group D. Jaeger reported on the focus group's progress. They have been rethinking NASIG's participation in Mexican library conferences and considering what venues are the most effective for reaching librarians in Mexico. The Focus Group is also considering ways of maintaining closer relations with schools of library and information science in Mexico. The Board reviewed the Focus Group's recommendations. ACTION: The Board decided not to develop a Spanish version of NASIGWeb at this time for financial and technical reasons. 10.3 Strategic Plan/Vision 2010 C. Foster reported that the Task Force has not been able to move forward with the Board's suggestions to conduct a written membership survey followed by a cyberforum of key issues and draft a vision statement. Two members have asked to be replaced on the Task Force. C. Foster consulted with Judy Luther to explore how NASIG can best approach updating its strategic plan. Board members discussed ways of reforming the Task Force. ACTION: C. Foster will reconstitute the Task Force as soon as possible in light of recent discussions. 11.0 Wrap Up C. Foster requested that reports for the Midwinter Board meeting be sent to her by January 2, 2001 |
Quick Links
|
