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North American Serials Interest GroupNASIG Newsletter NASIG EXECUTIVE BOARD MINUTES Date, Time: October 18, 2002, 8:35 a.m. - 5:15 p.m. Attending: Eleanor Cook, President Members-at-Large: Marilyn Geller Guests: Kris Kern and Wendy Stewart, Co-Chairs, 2003 Conference Planning Committee 1.0 Welcome Cook welcomed Board members and guests to the meeting. She made two changes to the agenda: Defer agenda item 3.5 (investigating conference calling) until the January 2003 Board meeting, and move the tour of the Doubletree from Saturday to Friday. 2.0 Secretary's report 2.1 Board actions since the annual conference, June 20-23, 2002 Caraway compiled the following list of Board decisions taken since June 23, 2002, for inclusion in the minutes. a. Approved minutes of the June 19, 2002, Board meeting and minutes of the June 21, 2002, business meeting. b. Approved the printing of 1000 Spanish-language membership brochures. c. Accepted the Strategic Planning Task Force's recommendation to use Judy Luther's services to design and implement a Web-based survey to poll the membership in preparation for the next NASIG Strategic Plan. d. Approved holding a strategic planning retreat on Wednesday, Jan. 22, 2003, in Philadelphia. e. Approved hiring Betty Kjellberg as facilitator for the strategic planning retreat. f. Approved budget of $900 for first-year resources to implement online conference registration. As a point of information, Caraway included the following list of other activities since June 23, 2002: -- Cook signed the contract for lodging at the Mallory for the duration of the fall Board meeting. -- Cook sent an official response to the membership via NASIG-L to acknowledge members' concerns about conference scheduling and to remind them of the factors that determine when and where the conference can take place. -- Board clarified policy on membership requirement for professional liaisons: In order to continue as a professional liaison, one must be a NASIG member; further discussion at the fall Board meeting. -- Publicist Rioux responded affirmatively to Haworth Press inquiry regarding continuing to send reviews of the NASIG Proceedings. -- Rioux appointed the Online Registration Implementation Group: Step Schmitt (group leader), Beth Weston, Jill Emery, Denise Novak (Board liaison). -- CEC and RC&M chairs and liaisons formulated a plan for moving the mentor program from CEC to RC&M. -- Cook and Novak clarified that we are to use the old envelopes (i.e., with the Decatur, GA address) but not the old letterhead. -- Cook directed the ECC to remove the password protection from the "Calendar of Events" on the NASIG Web site. -- Cook posted a "call for issues" to NASIG-L, giving the time and place of the next Board meeting. Anyone with issues for discussion could either post back to the list or send e-mail to Eleanor (or another Board member if preferred). Issues should be things worthy of Board attention and the posting should also note that NASIG issues could be discussed on NASIG-L, where the Board hears and heeds those discussions. It should also say that any member could e-mail any of the Board at any time if they have questions, comments, or issues. -- All agreed that registrants for the 2003 conference should have a choice of completing an online or a print registration form. However, after further deliberations, and owing to the unique arrangements that we requested, there will only be a print registration form. McKee moved (Rioux seconded) that the Board approve the list of Board decisions as recorded. Motion passed unanimously. 2.2 Board roster updates Caraway distributed copies of the 2002/2003 Board rosters and asked Board members to make corrections. 2.3 Revisions to the executive working calendar Caraway asked for changes needing to be made to the executive working calendar. Several changes were noted. Caraway asked that Board members contact her as they work with the calendar and discover inaccuracies. ACTION: Caraway will request that Sarah George, the NASIG Webmaster, make the needed revisions to the online calendar. 3.0 Treasurer's report 3.1 Conference and general finance reports Novak reported that the 2002 conference posted a surplus of $107,620.05 and that as of Oct. 6, 2002, NASIG had a total equity of $175,461.46 and liabilities of $0.00. NASIG is in good financial condition. Committee expenditures are within their budgets. Cook asked that in the future, the treasurer include actual expenditures beside each category in the budget to facilitate evaluation of the allocations by category and by committee. Novak reported that Charles Schwab & Co. has been slow to complete the changes to the names of authorized agents on NASIG's investment account. She suggested closing the Schwab account and moving NASIG investments, including the CD, to Bank of America, which has NASIG's checking and savings accounts and its credit card. The Board asked her to investigate this possibility and report back at the January Board meeting. ACTION: Novak to include expenditures in the NASIG budget. ACTION: Finance Committee will propose an investment strategy with Bank of America. 3.2 Budget for 2003 After discussion of the budget, the Board deferred approval of the 2003 budget until after hearing reports of the various NASIG committees. 3.3 Cost of online registration implementation The Board, upon hearing the report of the Online Registration Implementation Task Force, discussed the payment schedule. After discussion, the Board agreed to the original payment of half the fee at the beginning and half the fee at the completion of the project. The Board tabled a vote on acceptance of the bid and contract until Friday. The Board also discussed asking the successful bidder to add dues payment by credit card to his project, but decided not to expand the specifications of the online registration project to include dues payment. The Board extended thanks to Stephanie Schmitt and the members of the Online Registration Implementation Task Force for their excellent work. 3.4 Revision to reimbursement policy The Board modified the draft policy by making the sentence about exceptions to the policy stand as a separate paragraph with the heading "Exceptions" and by changing the wording to read, "Any exception to this policy must be approved by the Executive Board." After discussion of the purpose of the money given to cover incidental expenses, the Board agreed that travel expenses should cover ground transportation and that incidental expenses should cover meals while the person is traveling. Consequently, under "Others," the wording of the third sentence was changed to read, "Each grant winner receives $50 in advance to cover incidental expenses." Under "Volunteers at the Conference Host Site (Non-CPC members)," the second sentence was deleted. McKee moved (Persing seconded) that the Board approve the policy as modified. Motion passed unanimously. ACTION: The revised policy will be updated on the NASIG Web site. Denise Novak will send the revised policy to Sarah George, NASIG Webmaster. 4.0 Publicist's report 4.1 Update on brochures Rioux reported that she received the Spanish brochures in August and has sent out twenty-five of them. She has also distributed 685 English-language brochures. The Spanish version of the brochure has been mounted on the NASIG Web site behind the "Join NASIG" and "About NASIG" buttons. She has subscribed to all of the publicist's e-mail lists, as well as to two Mexican discussion lists for the purpose of sending out NASIG announcements. 5.0 Site Selection Committee report Page, McKee, and Novak reported that they had received one official submission, from Franklin and Marshall College, to host the 2004 conference. The committee decided not to recommend that site at this time. Cook will contact Marty Gordon, the NASIG member at Franklin and Marshall, to discuss future options. Geller reported that Jean Lenville, at Harvard, had contacted her to express an interest but has not yet followed up. The committee contacted the convention bureaus in ten cities about hosting NASIG. Of those, Madison, Wisconsin; Milwaukee, Wisconsin; Lexington, Kentucky; Louisville, Kentucky; Minneapolis, Minnesota; and Rochester, Minnesota; responded with interest and are preparing proposals. The committee members were impressed with the strong interest these cities showed in hosting NASIG; they also believe the costs could be competitive with our current costs. The Board recommended that the committee narrow its choices to two or three sites, make site visits in November and December, and give a recommendation to the Board at the January Board meeting. Regardless of the city chosen, the Board agreed that a local university campus and its NASIG members should continue to play the role of host for the conference. ACTION: Recommend a site to the Board for the 2004 conference. 6.0 Program Planning Committee report Charity Martin and Sharon Sullivan reported that the committee had received a total of 44 submissions for programs for the 2003 conference. For the first time, the proposals were mounted on a private portion of the NASIG Web site for review by committee members. The PCC recommends continuing this procedure and thanked Rose Robischon, PPC Web liaison, and Sarah George, NASIG Webmaster, for their help. The PPC proposed a conference schedule that included only one plenary speaker, a first-day address by the NASIG President, a "town hall"-type meeting for discussion of topics brought forth by the members, sets of "research report" and "skills set" sessions to replace the workshops, and a panel discussion to wrap up the conference on Sunday. They also recommended leaving the poster sessions up from Friday noon through Saturday afternoon to allow participants more time to view them. The Board members offered opinions and advice about the slate of programs and the schedule and then gave informal approval to the program selections and schedule for the 2003 conference. 7.0 Conference Planning Committee report Kris Kern and Wendy Stewart presented the report of CPC progress. Kim Willson-St. Clair was also present to lead the discussion about souvenirs. The Portland Oregon Visitors Association (POVA) will handle reservations for all three hotels and will assign people to a hotel when they register. The Mallory will be designated as the speakers' hotel, and Board members may distribute themselves among the three hotels. The Portland Marriott Downtown will be the conference headquarters and the site of the opening night banquet. After considerable discussion and examination of the sample souvenirs, Jones moved (McKee seconded) that we buy totes, yellow t-shirts for volunteers, and pens to give to conference participants. The motion passed unanimously. The Board then agreed that we would sell, for a profit, caps, mugs, t-shirts, and additional pens. Discussion about the proposed event for Thursday evening resulted in the Board's asking the CPC to continue their negotiations for this event based on guidelines set forth by the Board. Because most college campuses do not offer a suitable setting for late-night socials, NASIG has always organized them and provided snacks and drinks somewhere on campus. However, in 2003, participants will stay in hotels that have bars, lobbies, or other areas for such gatherings. As a result, the CPC will not organize any official late-night socials for the upcoming conference. Late-night socials will certainly still happen, but they will be handled in a different manner. 8.0 Committee reports 8.1 Archives Caraway presented the archivist's report. In the Board discussion, it was noted that we have three uses for the archives, i.e., consulting recent archival materials for needed information (perhaps two to three years' worth), consulting older archival material (probably infrequently), and doing on-site research in the archives. The Board asked that Holley Lange, our archivist, and Marilyn Fletcher, a former archivist, estimate the number and type of requests that have they received for each of these three uses. The Board also asked that Lange find out about the possibility of on-site access for archives-based research and about acceptance by the archive at the University of Illinois of a sample of each souvenir. Finally, the Board asked that Lange propose a plan for keeping recent archival materials with the NASIG archivist and then shipping them to the permanent archive on a regular schedule. ACTION: Caraway to ask Lange and Fletcher for an analysis of use of the archives. Caraway to ask Lange to propose a plan for the archives in keeping with the guidelines stated in the discussion above. 8.2 Bylaws Committee report Jones reported that there would probably be a bylaws vote this spring having to do with a new membership category. The Board suggested that to save the cost of a separate mailing, the bylaws ballot be included with the official election ballot. 8.3. Professional liaisons report Jones noted that since there is no committee structure, there is no one but the Board liaison (himself) to write the report. Jones' report categorized liaisons in five groups: peer organizations, library professional organizations, Library of Congress CONSER, publishing organizations (AAP, SSP, STM Library Relations Committee), and CSISAC. A notable absence is the Association of Subscription Agents (ASA). With regard to the category of publishing organizations, McKee noted that NASIG had tried unsuccessfully to appoint such liaisons to the PPC, as suggested by the guidelines on the professional liaisons' Web page. Members of the Board suggested the names of various people in AAP, SSP, and ASA that Jones might contact about serving as liaisons to NASIG. Jones led a discussion on creating a new membership category for the representatives of NASIG's peer organizations (UKSG, GeSIG, ASSIG). Rioux moved (McKee seconded) that the Board accept Jones' recommendation to create this new membership category and to refer the issue to the Bylaws Committee to draw up the change and submit it for Board approval at the January Board meeting. The motion passed unanimously. The Board also suggested that Jones send a message to NASIG-L to recruit liaisons for CLA and SLA, that he contact ICEDIS to see if anyone is interested in serving as liaison, and that he see to the reorganization of the professional liaisons' Web page along the lines of the categories mentioned in his report. Cook offered to inform NASIG peer groups of what is planned. The suggested name for the new membership category was "corresponding member." The membership would be complimentary. NOTE: This would have no effect on the existing arrangements NASIG has with UKSG to send our President to their meeting and vice versa. McKee noted that SSP has expressed interest in holding another joint conference similar to the one in Chicago. ACTION: Jones to refer the issue of adding "corresponding member" to the membership categories to the Bylaws Committee for a recommendation. ACTION: Jones to try to recruit liaisons from CLA, SLA, ICEDIS, and others. ACTION: Jones to see to the reorganization of the professional liaisons' Web page. ACTION: Cook to contact NASIG's peer organizations about the planned change. 8.4 Database & Directory Committee report Randall reported that as of September 24, 2002, membership numbered 1327. The committee has carried out its normal activities, including producing the 2002 print directory at a cost of $6653.73. The "Chair understudy" is Rene Erlandson, and she is working with Kathryn Wesley, Chair, to become familiar with D&D routines. 8.5 2002 Williamsburg Conference Planning Committee wrap-up Tenney reported a conference surplus of $82,273.39, which was less than that reported by the treasurer. Tenney explained that this discrepancy resulted from subtracting the speakers' expenses from the total. The meeting was adjourned for the day at 5:15 p.m. NASIG Executive Board Minutes (cont.) Date, Time: October 19, 2002, 8:31 a.m. - 4:00 p.m. 8.0 Committee reports (cont.) 8.6 Awards & Recognition Committee report Tenney reported on the many accomplishments of the Awards & Recognition Committee, including, 1) submission of several ideas to the Strategic Planning Task Force, 2) planning for the transition from CEC to A&R of the Mexico Student Grant Award, and 3) revision of the wording of various award announcements. A&R asked the NASIG Board to approve their proposal for the electronic submission and evaluation of awards applications. E-submission will reduce the amount of paper, postage, and time required. The new format and procedures are to be implemented in time for the upcoming cycle of awards. Rioux moved (Novak seconded) that the Board approve the proposal. The motion passed unanimously. A&R asked the Board to approve their revisions to the Marcia Tuttle International Grant. Changes include granting awards to people wanting either to come to the U.S. or travel from the U.S., giving one annual award of $2000, and giving a year's free membership. Board discussion centered on the question of when the grant money should be given to the grant winner. One suggestion was to give half of the money at the beginning of the project and the other half upon submission and acceptance of the project report, but to retain flexibility in cases in which the person cannot begin the project without receiving all the grant money at the beginning. The Board asked A&R to think further about the question of when to give the money to the grant winner. ACTION: A&R to specify when the grant money is disbursed. ACTION: Tenney to work with A&R to arrange for a letter to accompany the check given to the Fritz Schwartz award winner at the close of the conference. 8.7 Continuing Education Committee report Randall reported that as usual, the CEC had been very active. Subsequent to the Board's decision to move four functions to different committees, the CEC made detailed plans for accomplishing the transitions. (Transitions: Mexican Student Conference Grant to A&R, Mentor Program to RC&M, Library School Outreach to RC&M, Human Resources Directory to Publications.) In addition, CEC sponsored several continuing education opportunities in Puerto Rico, Mexico, Nevada, and Mississippi and will sponsor others before December 2002. Randall reported that the CEC has asked that the Board consider moving Student Outreach to RC&M. The Board discussed the proposed CEC budget for 2003 at some length. Geller explained that CEC has traditionally allocated $1000 per event, although they rarely use the entire amount. Taking this into account, the Board made a slight reduction in the proposed 2003 CEC budget request. Regarding programming, the Board believes that good variety and balance in programming are desirable, and the Board encourages the CEC to be creative in its attempt to come up with a diverse and balanced slate of continuing education opportunities. Novak reminded Randall that reimbursement requests should come to the treasurer during the same calendar year as the event. The Board deferred a vote on the 2003 CEC budget, choosing instead to vote on it as part of the full budget at the end of the Board meeting. With regard to the Mexico Student Grant, which is presently in transition, the Board discussed the past summer's problem with the Mexican student's visa. The Board recommended that Randall 1) instruct Joe Hinger to document the visa process, 2) advise him of the steps they can take to facilitate the process, and 3) consider making the deadline earlier than April. 8.8 Electronic Communications Committee Persing reported that in addition to carrying out its usual duties, the EEC also created new password-protected areas of NASIGWeb to help the PPC and A&R conduct online business. The ECC is planning to propose a panel discussion on XML for the 2004 conference program. Persing noted that Bee.net might increase their charges to NASIG as we increase the amount of material on the site. He also recommended buying the domain name "nasig.com" in addition to renewing the "nasig.org" domain name. The Board recommended that ECC continue to maintain the jobs listing on the NASIG Web site. Geller brought up the potential need to reorganize the Web site to accommodate the increasing number of files posted by various committees. McKee offered praise to Sarah George and David Bynog for their speed and efficiency as Co-Chairs of the ECC. ACTION: Buy the nasig.com domain name. 8.9 Evaluation & Assessment Committee Persing reported that the EAC had taken a new approach to the final conference evaluation report, which resulted in a very readable format. Individual speaker reports will be available by request to speakers beginning Oct. 18, 2002. The Board discussed the possibility of making the reports available on the Web site. The Board commended the readability of this year's report and the promptness of the committee in carrying out its responsibilities. ACTION: EAC to draw up a revised policy that will allow for confidential access to the reports on the NASIG Web site. 8.10 Newsletter Charlene Simser, the new Editor-in-Chief of the NASIG Newsletter, reported that Step Schmitt is digitizing the back issues of the Newsletter. She has 38 issues remaining to scan and will begin work on them in December 2002. With the resignation of John Harrison as distribution editor for the Newsletter and the advent of the online-only version, Simser recommended that that position be eliminated from the Newsletter's Editorial Board. Simser announced that the new design for the Newsletter will probably be previewed in December 2002 or March 2003. The design change includes the table of contents in a left-hand frame on each page. Simser asked Board members to let her know of people who can submit reports of regional meetings. 8.11 Nominations & Elections Committee Rioux reported that the committee had accomplished its normal tasks since the June Board meeting. In addition, they submitted items to the Strategic Planning Task Force and began a discussion of the write-in process for elections. They also began discussion of "automatic" nomination of Board incumbents, recommending that at least one nomination form be submitted in order for an incumbent Board member to be considered for the slate of nominees. N&E suggested issuing a statement to the membership at the beginning of nominations reminding them that current N&E members are not eligible for nomination. The Board recommended putting this statement in the call for nominations rather than issuing it as separate statement. Rioux reported that as of Oct. 10, 2002, 38 nomination forms with 131 non-unique names (some of which are ineligible) had been received. ACTION: Nominations & Elections to review this section of the bylaws and present revisions for consideration. This will not be a bylaws change for this year. 8.12 Proceedings editors Page reported that the editors had had the usual difficulty getting papers from all the plenary and concurrent speakers, but that the workshop recorders had been prompt in getting copyright forms and articles in. Susan Scheiberg hopes to submit the manuscript to Haworth by Oct. 21, 2002. Cook noted that she has received the new three-year contract with Haworth (covering the years 2003-2005). Novak requested a signed copy of the contract for her files. Cook intends to sign it but recommends making the contract a topic for future discussion before the next renewal comes around. McKee said that she would appoint a working group to study the question under her presidency. The Board recommended that a search committee be appointed to recruit the next Proceedings editors. ACTION: Page to recommend to the Board people to serve on the search committee. 8.13 Publications Committee Geller reported that 150 sets of conference handouts had been reproduced and mailed at a cost of $3453.31. Discussion of the entire notion of handouts led to a decision to direct the Publications Committee to collect information on moving from paper to CD-ROM for distribution of handouts. The committee is updating the Human Resources Directory as well as working out procedures for its transition from CEC to the Publications Committee. There was considerable discussion of who should maintain the currency of the online serials management course. The Publications Committee had suggested updating it now and then turning over responsibility for it to CEC. Instead, it was the sense of the Board that the Publications Committee should be responsible for recruiting an editor, who would serve for an indefinite term. Geller reported that the Publications Committee had distributed a draft of the guidelines for speakers' handouts to the PPC and CPC for comment and approval. The final document will be posted to the Web site by the time speakers will need to consult the guidelines. ACTION: Publications Committee to present a proposal for moving from paper to CD-ROM for distribution of conference handouts for Board discussion at the strategic planning retreat on Jan. 22, 2003. 8.14 Regional Councils & Membership Committee Geller reported that in response to Board direction to RC&M to explore its purpose and structure and to reinvent itself, RC&M has discussed duplication of responsibilities between the state or provincial representatives and the regional representatives who are the actual committee members and how to resolve the issue. After some discussion, the Board asked for an accounting by RC&M of the activities of the state or provincial representatives and for a recommendation on steps to take to restructure itself. RC&M is participating in the transition of the mentoring program from CEC to RC&M. They have also been considering ways to build geographic and job diversity among our membership. They are contemplating a name change ("Outreach Committee" is a possibility) and would like to establish a committee Web site. ACTION: RC&M to study the roles and activities of the representatives and the committee members and to recommend a new structure that will fulfill the committee's responsibilities more effectively. 9.0 Strategic Planning Task Force Cook presented the SPTF report, which noted that the member survey had been made available Sept. 10-22, 2002, and that the response rate was 45%. Members of a subcommittee spent one week categorizing and analyzing the comments. Judy Luther wrote an executive summary that was made available to the Board electronically. Also available is the detailed report and the compilation of comments. Luther recommended sharing it with the committee Chairs and with the membership. ACTION: Board members to review these materials and recommend how to best share them with committee Chairs and the membership at large. 10.0 Commercialism discussion Geller and Page led the discussion about a particular violation of NASIG non-commercialism policy during the 2002 conference. In the end, the Board voted unanimously to direct the editors of the 2002 Proceedings to add a disclaimer to the beginning of the paper in question. During the discussion, Geller and others suggested forming a task force to examine the issue, but all agreed to wait until the strategic planning retreat to take action on this. Page suggested that PPC should be especially vigilant about educating presenters on the issue of non-commercialization in presentations. McKee assured the Board that they would do so. Tenney asked if the non-commercialism policy is included in the call for papers; it is not, but the letter to approved speakers does include it. ACTION: Page will work with the Proceedings editors to develop wording of a disclaimer and share it with the Board. 11.0 Development of new Board member orientation Cook led the discussion about what kind of orientation new Board members need at the beginning of their terms. She noted that the Board list traffic is heaviest right at the time that new Board members are added, after their election, and shortly before the annual conference, and that the volume of mail can be overwhelming. She noted, too, that people who are on the ballot do not have a clear idea of what is involved in Board work. She suggested that the new policy of posting Board agendas to the Web site will help to educate potential Board members about the work and activity of the Board. The Board took up the question of whether to assign mentors to new Board members, but without definite resolution. The Board agreed upon the need to be more structured in its conduct of discussions and votes via e-mail. This can be achieved by 1) defining a period of time for discussion, 2) making a formal call for a vote at the end of the discussion period, and 3) making a formal announcement of the outcome of the vote. 12.0 Unfinished business 12.1 Online registration implementation Geller moved (Rioux seconded) that the Board accept the recommendation of the Online Registration Implementation Task Force to accept the contract and statement of work and to approve the budget of $12,000 for expenditures in 2002. Motion passed unanimously. 12.2. Approval of 2003 NASIG budget Rioux moved (Geller seconded) that the Board accept the 2003 budget as amended in Board discussion. (Amendments: Changed the CEC and EEC budgets to $10,000 each.) Motion passed unanimously. 12.3 Disposition of the housing refund from William & Mary after the 2002 conference Tenney moved (McKee seconded) that NASIG apply the housing refund from William & Mary to the passkey charges for the 2003 conference in Portland. Motion passed unanimously. The meeting was adjourned at 4:00 p.m. Respectfully submitted, Bea Caraway, NASIG Secretary
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