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North American Serials Interest GroupNASIG NewsletterVol. 16, No. 3 (September 2001) NASIG EXECUTIVE BOARD MINUTES Meg Mering, NASIG Secretary Date, Time: May 22, 2001, 8:30 a.m.-4:45 p.m. Attending: Connie Foster, President Guests: The 2000/01 Board members held a brief closed executive session. 2.0 Welcome and introductions President Foster welcomed Board members and guests to the meeting. She introduced incoming Board members, E. Cook, M. Geller, M. Page, K. Randall. She stressed the importance of Liaison roles, Board list discussions, and confidentiality for new members. 3.0 Secretary? report 3.1 Board Rosters M. Mering distributed copies of the 2001/02 Board roster. 3.2 Actions since last meeting M. Mering compiled the following Board decisions since the January meeting for inclusion in the minutes. Approved the minutes from the January Executive Board meeting. Approved the appointment of Susan Scheiberg and Shelley Neville as the 2001 Conference Proceedings editors. Set registration fees for the two 2001 preconferences. Agreed to bond seven positions within NASIG that have the most financial responsibility. Approved the appointment of Holley Lange as the Archivist for a three-year term beginning in the summer of 2001. Approved the 2002 conference theme and call for proposals: ?ransforming Serials: The Revolution Continues.? Accepted the nominees for the Horizon Awards, the Student Grants, the Fritz Schwartz Serials Education Scholarship, and the Marcia Tuttle International Grant. Approved the nomination of Viviano Milan-Martinez as the first recipient of the NASIG-Mexico Conference Grant. Granted 1-year honorary NASIG memberships to the three UNAM professors who assisted with the NASIG-Mexico Conference Grant. Agreed to reimburse mileage for H. Lange when she moves the archives from New Mexico to Colorado. M. Mering announced that she would be revising the Executive Board Working Calendar in late August. 3.4 Stationery redesign M. Mering provided each Board member with a sheet of the newly designed letterhead. She proposed that a PDF version of the letterhead be mounted on NASIGWeb in a password-protected area for use by Board members and committee chairs. ACTION: M. Mering and ECC will explore options for making the letterhead file available to Board members and committee chairs. 4.0 Treasurer? report 4.1 2001 Conference finances G. Williams reported on the 2001 conference? finances. She noted that there had been fewer requests for refunds for the conference. She attributed this reduction to the improved communication between PPC and the speakers this year. 4.2 Annual budget update G. Williams reported that the budget remained on target even though most committees expend more of their budgets during the second half of the year after the conference. 4.3 Membership update G.Williams announced that NASIG currently has about 1,250 members. She said there were a significant number of new memberships. 4.4 Investment update G. Williams reported that the one-year CD account made $1,856 in interest. A new CD has been purchased for $29,000. The mutual fund has begun to increase in value. 4.5 Status of bonding G. Williams continued investigating the possibility of bonding the President and the Treasurer. ACTION: Denise Novak, the incoming Treasurer, will continue to explore the options for bonding the President and Treasurer. 4.6 Treasurer position description G. Williams and Board members discussed the Treasurer? job description and what qualifications candidates should have for the position of Treasurer. ACTION: The Finance Committee will develop a checklist of qualifications for the position of Treasurer. N&E will use this list for the next election of a treasurer in 2003. 5.0 Task Force/Focus Group 5.1 Strategic Plan/Vision 2015 T. Feick, chair of the Strategic Planning/Vision Statement Task Force, discussed the plans for developing the statement. The first goal in developing the statement will be to survey the membership about what directions they would like to see the organization go between now and 2015. The membership previously was surveyed in 1986 and 1992. The second step will involve extensive analysis of survey data and drafting a vision statement and action points. Most likely, additional people will be involved in this second step, especially committee chairs. ACTION: The Board will send T. Feick its input on what it would like to see covered in the membership survey. ACTION: T. Feick will attend the Committee Chair Orientation and ask for the Chairs?input on the survey. ACTION: T. Feick will verify that E&A? licensing agreement for Survey Pro will allow the task force to use the organization? current copy of the software. ACTION: The task force will create the survey and mount it on NASIGWeb. ACTION: The task force will prepare an interim report on the survey results for the Board. ACTION: The task will prepare a final report on the survey results for the Board. 5.2 Bilingual Focus Group D. Jaeger reported that Robert Endean-Gamboa, Lisa Furubotten, Steve Oberg (Chair), Jose Orozco-Tenorio, Elizabeth Parang, and Pricilla Shontz served on the group. They successfully and enthusiastically developed and coordinated the first NASIG-Mexico Conference Grant. The first recipient of the grant is Viviano Milan-Martinez. Group members will serve as his mentors at the conference. The focus group will sponsor a networking node on NASIG? outreach to Mexico, Puerto Rico, and the Caribbean. ACTION: The Board thanked the focus group for its work in coordinating the first NASIG-Mexico Conference Grant. 6.0 Committee reports 6.1 Archives M. Mering reported that Holley Lange, the incoming Archivist, would be moving the archives from the University of New Mexico to Colorado State University during the week of July 16. As suggested by the consultant? report on electronic archiving, H. Lange will work on developing a closer relationship with ECC and Bee.Net. She will study the recommended change in the archives?organization from an alphabetical to a subject arrangement. Board members discussed the possibility of finding a permanent home for the archives. ACTION: The Board thanked M. Mering and A. McKee for their work on the Archivist Search Committee. 6.2 Awards & Recognition D. Jaeger reported that no applications were received for the Tuttle Award in its spring award cycle. A&R would like to consider going to an annual cycle rather than offering the grant twice a year. They would also like to discuss whether or not the award should be administered on the same annual schedule as the Horizon Award, conference student grants, and the Fritz Schwartz Serials Education Scholarship. ACTION: D. Jaeger will ask A&R to evaluate the Tuttle Award? award cycle. The Board discussed advertising the Tuttle Award in library journals in addition to posting the announcement on discussion lists. They considered possible journals, which could advertise the award and the cost of advertisements. An announcement for the Tuttle Award was published in the April 1, 2001, issue of Library Journal. The advertisement received only one response.
The Board discussed the responsibility of buying the awards for the outgoing Board members and committee chairs. Last year the Past President bought the awards. In previous years, A&R had this responsibility. ACTION: The Board reaffirmed that A&R would resume the responsibility for buying the awards for outgoing Board members and committee chairs. The Board discussed whether a student conference award should be limited to those pursuing a Master? degree or could also include those working on a specialist or Ph.D. degree in library and information science. ACTION: The Board agreed that students studying library and information science, regardless of the degree, were eligible to apply for the grant. A subcommittee of A&R developed FAQ pages for each of the awards. At an earlier meeting, the Board approved the pages. ACTION: A&R? web liaison will mount the FAQ pages on NASIGWeb. 6.3 Bylaws C. Easton reported that there were no proposed bylaws changes this past year. At the request of the Board, the Bylaws Committee drafted mailing procedures for the use by all NASIG committees based on Bylaws mailing procedures. ACTION: The Board approved the Procedures for NASIG Committee Mailings, with minor clarifications. 6.4 Continuing Education D. Jaeger reviewed the continuing education events of the past year. CE has been working to diversify the geographic location of events. ACTION: Board asked CE to work with RC&M to identify a site in the Southwest for a possible continuing education event. Birdie MacLennan, Judy Irvin, and Deberah England worked on outreach to library schools. They sent letters to all ALA accredited library schools. They also sent letters in Spanish and French to the University of Puerto Rico and the Universite de Montreal respectively. They received one response. Lisa Furubotten, Elizabeth Parang, and Priscilla Shontz worked on the Bilingual Focus Group. Per Board request in June 2000, C. Foster asked that CE follow up on the Canadian SISAC request for affiliation with NASIG. ACTION: The Board asked CE to determine whether the Canadian SISAC request for affiliation was still viable. 6.5 Database & Directory P. Wallace reported that NASIG members have been prompt about sending address changes to D&D. This year? mailings each resulted in only three pieces of returned mail. The 2001 Membership Directory will be mailed in June. 6.6 Electronic Communications Currently, NASIG has 26 e-mail lists for use by working committees and task forces. List activity was quite high this year. The awards list attracted a lot of spamming. Junk mail was posted to other lists. This activity on the lists added to time spent managing the lists. The primary activities of the committee were maintenance, development, and support. A Web page listing past NASIG presidents was added to the site. ECC continues to work on making it possible to search all of NASIGWeb. The Committee suggested having a training session for new committee Web liaisons at the conference. ACTION: The Board agreed that during the annual conference ECC should try to schedule a meeting with all committee Web liaisons for training and discussion. EEC recommended archiving Bee.Net statistics on the first of each month and sending a printout of the statistics to the Archivist. ACTION: The Board approved EEC? recommendation to archive the statistics each month and to send a printout of the statistics to the Archivist. 6.7 Evaluations & Assessment F. Wilkinson announced that the 2001 conference evaluation would have fewer pages than last year? evaluation. At the January Board meeting, the Board approved E&A? recommendation of having one rating per speaker rather than having two separate ratings for speaker content and presentation. A new version of the software Survey Pro will be used to conduct this year? conference survey. The Board discussed mounting the evaluation form on NASIGWeb. ACTION: At the conference committee meeting, Mary Page, the new Board Liaison, and E&A will discuss the possibility of mounting the evaluation form on NASIGWeb. 6.8 Nominations & Elections D. Tonkery reported that 52 nominations representing 45 individual names were submitted for consideration as candidates for the Executive Board election. A relatively low number of nominees agreed to be considered for candidacy of Vice President/President-Elect and Treasurer. The Board discussed ways of encouraging members to run for office. The Committee guidelines do not currently address the question of vote tally dissemination. The Committee? past practice has been to send the tally to the President who distributes it to the Board members. The tally is not distributed to all N&E members. N&E raised the question as to whether the tally information might be useful to the Committee as a whole when preparing future slates. ACTION:The Board agreed that the vote tallies would be distributed to Board members and all N&E members in the future. N&E prepared a draft revision of the Committee? guidelines. The guidelines were written in 1990 and have never been revised. ACTION:The Board approved the revised Nominations & Election Committee Guidelines. The Board discussed the N&E? recommendation to consider online voting. The Board was uncertain how to guarantee the integrity of the election process through online voting and deferred action indefinitely on this matter. 6.9 Newsletter S. Savage noted that $2,500 was saved by reducing the Newsletter to four issues in 2000/01. S. Savage reported that the positions of Submissions and Profiles Editors are currently vacant on the Editorial Board. After nine years on the Editorial Board, Maggie Horn has announced that she will resign as Copy Editor, effective after the June 2001 issue is complete. She will assist during the transition. In the upcoming year, the Editorial Board will continue its efforts to increase the number of non-NASIG serials-related reports and NASIG profiles in each issue. Starting with the March 2002 issue, the Newsletter will be available only in an online format. At its conference meeting, the Editorial Board will discuss the impact of this change on the production of the Newsletter. 6.10 Proceedings D. Cochenour reported that the 15th annual Conference Proceedings were ready to be printed by Haworth. Lynne Griffin, the Proceedings? web editor, has not received the electronic files of the Proceedings from the publisher. Order forms for the 2000 Conference Proceedings will be available at the conference. The Board discussed Haworth? plans to provide an online version of The Serials Librarian. They were unclear if the publisher intended to charge subscribers of the print version an additional charge for the electronic version. ACTION: M. Rioux will contact Haworth and find out if they intend to charge subscribers of the print version an additional charge for the electronic version. 6.11 Professional Liaisons/Publicist A. McKee reported on the activities of the Publicist since the January Board meeting. She posted the 2002 Conference Call for Papers. She also negotiated and wrote copy for the Library Journal advertisement for the Tuttle award. The Board discussed A. McKee? recommendations concerning the position of Publicist. ACTION: A Board member, preferably the Past President, will continue to serve as Publicist. ACTION: The Publicist, rather than the Secretary, will send the call for proposals to outside lists. ACTION: Members of committees will give the Publicist a minimum two-week advance notice to mail NASIG membership brochures. If the brochures are needed in a shorter period of time, any extra charges in shipping will not be made at NASIG? expense. The Board reviewed the Publicist? List of Lists for Announcement and made suggestions on what lists should continue to be used by the Publicist. 6.12 Publications C. Easton reported that the Committee is sponsoring a pre-conference on practical advice in getting published in library-related publications. They will also be considering poster sessions as possible NASIGuides. The Board discussed the status of the project to translate the CONSER Cataloging Manual into Spanish in light of impending revisions to the original manual. ACTION: The Board requested a status report and the possibility of deferring this project until 2002 when pending changes can be evaluated. The Committee has been exploring the possibility of offering the conference handouts in electronic form. Server and archival issues would need to be resolved if the handouts were mounted on NASIGWeb. ACTION: C. Easton will ask the Committee to explore the possibility of offering the conference handouts in CD-ROM format. 6.13 Regional Councils & Membership A. McKee reported that RC&M continued to be very active in its recruitment of new members and promotion of NASIG. After the 2000 conference in La Jolla, 174 membership packets were sent to non-NASIG members. 50 percent of them became new members. RC&M has not been able to fill all of its state representatives slots. The Board questioned if all states needed their own representatives. ACTION: M. Page, the new Board Liaison, will ask RC&M to reexamine its committee structure. 7.0 Committee appointments for 2001/02 Board members reviewed the list of committee appointments and identified which committee members would serve as web liaisons to EEC. M. Rioux announced that all committee assignments had been filled. 8.0 2001 Conference Planning B. Caraway reviewed the conference schedule and special events. She asked the Board to set the prices on souvenirs from the current and past conferences. ACTION: The Board set prices on souvenirs and agreed that souvenirs from past conferences would not be shipped to the College of William and Mary, the site of the 2002 conference. B. Caraway recommended that the conference database be reviewed for possible restructuring. ACTION: A. McKee, the new Board Liaison, and the 2002 CPC will explore restructuring the conference database. 9.0 2001 Program Planning M. Page reviewed the final plans for the conference sessions. Twelve poster sessions will be presented at the conference. She was pleased to announce that no workshops had to be canceled. 10.0 Site Selection Update F. Wilkinson and A. McKee reported on their May site visit to the University of Utah. Sites for the 2003 conference and beyond are still under consideration. ACTION: A. McKee will continue to explore sites for the 2003 conference. 11.0 2002 CPC Overview A. McKee presented CPC? preliminary budget for the 2002 conference. She also reviewed possible special events for the conference. 12.0 Closing Items 12.1 Committee Chair Orientation M. Rioux reviewed the agenda for the committee chair orientation. 12.2 Review Opening and Business Meetings C. Foster reviewed the agendas of the conference? opening and business meetings. 12.3 Reminder of fall meeting The next Board meeting will be held on October 19-20, 2001, at the College of William and Mary. One agenda item will be to explore having a placement service at conferences |
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