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North American Serials Interest GroupNASIG Newsletter Vol. 17, No. 1 (March 2002) MINUTES OF THE JANUARY NASIG BOARD MEETING Meg Mering, NASIG Secretary Date: January 18 (8:30 a.m.-4:35 p.m.) Place: New Orleans, Louisiana Attending: Maggie Rioux, President Guests: Char Simser, Newsletter Editorial Board Representative 1.0 Welcome M. Rioux welcomed Board members and guests to the Midwinter Board Meeting. 2.0 Secretary? Report 2.1 Approval of Board Actions Since the Fall Meeting M. Mering compiled the following Board decisions since the October 2001 meeting for inclusion in the minutes: a. Approved the minutes from the November Executive Board meeting. 2.2 Revisions for the Executive Calendar M. Mering announced that she would be revising the executive calendar this spring. ACTION: Any changes or additions to the calendar should be sent to M. Mering. 3.0 Treasurer? Report 3.1 Membership Report D. Novak reported that 950 members had renewed for 2002. At the end of January, a second reminder to renew membership will be sent to members. This renewal rate is consistent with past years. 3.2 2001 Financial Report D. Novak reported that organization had spent less than its projected budget due in part to publishing four rather than five issues of the Newsletter. The events of September 11, 2001, had an effect on NASIG? investments. 3.3 Budget for 2002 D. Novak reviewed the budget for 2002. As an electronic-only publication, the Newsletter will have a budget of $0.00 for 2002. 3.4 Status of Bonding D. Novak reported that she had received a quote from NASIG? insurance agent on what the cost would be to bond the Ttreasurer and the President. She also has asked another insurance group for a quote. 3.5 Treasurer Position Description D. Novak and the Board discussed the Treasurer? position description. The description will be updated to better reflect the complexity and expectations of the position. 3.6 Credit Card D. Novak reported that NASIG has a new Visa credit card with Bank of America. The card has no annual fee. NASIG no longer has a credit card with American Express. 3.7 Reimbursement for Speakers D. Novak and the Board discussed the reimbursement policy for speakers. ACTION: PPC, CPC, and CE will add the most up-to-date version to their procedure manuals. The policy will also be posted on NASIGWeb. 4.0 Publicist 4.1 Shaping a Serials Specialist Brochure As requested by the Board, C. Foster reported that she had reviewed the Shaping a Serials Specialist brochure in light of recent discussion about NASIG? constituents. The brochure was primarily designed for library-based workers in an attempt to explain their value and competencies to administrators and other education professionals. ACTION: C. Easton will ask the Publications Committee to review the Shaping a Serials Specialist brochure and to decide whether to revise the brochure or to discontinue having it. 4.2 Revision of NASIG Brochure C. Foster and the Board reviewed a mock-up version of the membership brochure. ACTION: C. Foster will find out the cost of printing the brochures. The Board will then decide how many brochures to print. 5.0 Committee Reports 5.1 Archives M. Mering reported that the new Archivist, Holley Lange, continued to become more acquainted with files of NASIG? archives. ACTION: M. Mering will ask H. Lange to prepare a report which explains how the archives would be maintained and how members would access materials from the archives if they were housed in a permanent location. The report should also suggest possible institutions which might serve as the permanent location for the archives. 5.2 Bylaws C. Easton reported that the Bylaws Committee had not had any requests for changes to NASIG? bylaws since the 5.3 Awards & Recognition M. Geller reported that the updated announcements for the Student Grant, Fritz Schwartz Education Scholarship, and Horizon Award have been published in the Newsletter, mounted on NASIGWeb, and distributed to NASIG-L and other discussion lists. A&R will coordinate with CE to order a plaque for the Mexican Conference Award winner. A&R will also buy plaques for the other award winners. A&R is reviewing whether the Marcia Tuttle Award should be given annually on the same schedule as the other awards. The Tuttle Award currently can be awarded in October and April. The committee is also exploring the possibility of electronic submission and dissemination of all award applications. 5.4 Continuing Education M. Geller and the Board reviewed CE? progress report on partnerships with other organizations. Many of the current relationships developed through the work of CE, RC&M, and the Professional Liaisons. The Board discussed the need to clarify the role each committee plays in developing new partnerships. CE? responsibility is to coordinate continuing education programs and to work on outreach to Mexico. RC&M is responsible for outreach to state and regional areas of North America and for the promotion of NASIG. The Professional Liaisons could possibly become part of RC&M. M. Geller reported that CE would like to see a Canadian member appointed to the committee to facilitate connections in Canada and to assist in coordinating programs in Canada. ACTION: At the Toronto SCCTP Train-the-Trainer session, M. Mering will ask workshop attendees about possible program ideas and names of individuals who might be interested in assisting with coordinating programs in Canada. Elizabeth Parang is working with A&R and last year? grant recipient, Viviano Milan Martinez, to coordinate this year? Mexican Conference Award. They have developed a timeline for working on the grant. ACTION: The Board agreed to award free one-year memberships to the professors from UNAM for their assistance with the award. 6.0 CPC Report S. Clark and J. Tenney, the 2002 Co-Chairs of CPC, reported that much progress has been made with the planning of the conference. A free night has been planned for Friday evening. Possible events for the evening are ghost tours, dinner in a tavern, or a visit to the outlet malls. Busch Gardens has been booked for Saturday night. A bulletin board will be available for job postings. A room will be available in the University Center for on-site job interviews. Tours for after the conference will be Jamestown, plantations, and the Mariner? Museum. Virginia Escape will provide bus transportation between the airport and the College of William and Mary campus. Conference attendees will pay in advance to use this service. ACTION: S. Clark and J. Tenney will establish a time schedule for the bus service and include the schedule as part of the conference Web site to assist conference attendees in booking their flights. S. Clark, J. Tenney, and the Board discussed the prices for the 2002 conference souvenirs and the conference registration fee. ACTION: The Board set prices for the 2002 conference souvenirs and the conference registration fee. S. Clark and J. Tenney proposed that CPC and PPC establish standard deadlines for providing information to be included in the conference brochure, for requesting audiovisual equipment, and for sending abstracts and handouts for the conference packets. These deadlines should be included in CPC? and PPC? procedure manuals. ACTION: The Board asked CPC and PPC to establish standard deadlines for providing information to be included in the conference brochure, for requesting audiovisual equipment, and for sending abstracts and handouts for the conference packets. These deadlines will be added to CPC? and PPC? procedure manuals. 7.0 More Committee Reports 7.1 Database & Directory K. Randall reported that D&D is now including the user name and the password for "members only" documents on NASIGWeb in its welcoming e-mail message to new members. D&D will be sending second renewal notices in late January. 7.2 Electronic Communications D. Cochenour and the Board reviewed ECC? draft guidelines for posting messages on NASIG-L. The guidelines reaffirmed that messages on NASIG-L should relate to the business of NASIG. Messages about serials issues in general will not be posted on NASIG-L. ACTION: The Board approved ECC? NASIG-L guidelines. ECC is working with Bee.net to create a special directory for the monthly statistics about NASIGWeb and its usage. The monthly reports will be sent to the archivist. 7.3 Evaluation & Assessment M. Page reported E&A has completed the evaluation of the 2001 conference. In January 2002, Beth Holley became the new chair of E&A. ACTION: E&A will ask CPC and PPC for conference specific questions for the 2002 conference evaluation. 7.4 Newsletter Char Simser, who will become the Newsletter? Editor-in-Chief in June 2002, reported that the December issue, the last issue to be published in both print and electronic formats, was published in record time. Michael D. Brown is the new Profiles Editor. Sharon Nahra is the Conversion Editor, converting Newsletter issues from June 1989 to September 1998 into PDF format. The Newsletter manual will be completed by June 2002. 7.5 Nominations & Elections C. Foster noted that N&E received an increased number of nominations over last year; however, several nominees declined to be considered for the ballot. Further effort is needed to encourage members to run for positions on the Executive Board. The ballot for the 2002 election will be sent out on February 15, 2002. ACTION: In hopes of encouraging members to run for positions on the Executive Board, the Newsletter? September 2002 issue will profile a current Board member. 7.6 Proceedings Editors D. Cochenour reported that Shelley Neville and Susan Scheiberg, the 2001 Proceedings Editors, recommended that Mircea Stefancu serve as the HTML Editor. S. Neville and S. Scheiberg have agreed to serve as the 2002 Proceedings Editors. ACTION: The Board approved the appointment of M. Stefancu as the HTML editor of the 2001 Proceedings. 7.7 Publications C. Easton announced that the 2002 conference handouts will be sold in print format. The Publications Committee continues to investigate the possibility of compiling handouts into an electronic format for distribution, most likely as a CD-ROM. Frieda Rosenberg has submitted a draft NASIG Guide on serials holdings. The Publications Committee is updating the bibliography of the serials education course. The committee is also discussing ways to promote the course. 7.8 Regional Councils & Memberships M. Page reported that after the 2001 conference, RC&M sent 95 membership packets to non-NASIG members. Currently, 13 states and provinces do not have representatives. Some of the 13 vacancies are in states and provinces that do not have NASIG members. Before filling these positions, RC&M will review its committee structure. ACTION: M. Page will ask RC&M to prepare a report for the June Board meeting. 7.9 Professional Liaisons M. Page reported that the Professional Liaisons had no pending actions. 8.0 Working Group Reports 8.1 Strategic Plan/Vision 2015 Task Force C. Foster reported that work continues on developing a Strategic Plan/2015 Vision Statement. The task force is developing an online questionnaire that the membership will be asked to respond to this spring. 8.2 Vendor/Publisher Involvement Issues M. Geller reported that on January 20, 2002, Board members and selected NASIG members who represent the vendor and publishing communities would meet to discuss the issues surrounding the involvement of vendors and publishers in NASIG. ACTION: Board members attending the January 20th meeting will provide a summary report for discussion on the Board? discussion list. 8.3 Online Registration M. Rioux reported that Yumin Jiang is chairing the Online Registration Focus Group. A discussion list has been set for the focus group. The focus group will prepare a final report for the Executive Board? meeting in June 2002. ACTION: D. Cochenour will ask B. Persing to add D. Novak to the focus group? discussion list. 9.0 PPC Report L. Macklin and K. Manuel, PPC Co-Chairs, and the Board reviewed the final program schedule for the 2002 conference. The PPC Co-Chairs and the Board discussed the registration fees for the two preconferences. ACTION: The Board will finalize the registration fees for the preconferences once they have further input from CPC and PPC. L. Macklin and K. Manuel proposed that the call for proposals should indicate that all submissions should have some original content and not be submitted or given elsewhere. ACTION: The Board agreed that the calls for proposals will indicate that all submissions should have some original content and not be submitted or given elsewhere. 10.0 Other Items and Wrap-Up 10.1 Gift for UKSG at their 25th Meeting in 2002 As this year? President of NASIG, M. Rioux will attend UKSG? 25th conference. On behalf of NASIG, she will present UKSG with a plaque to commemorate the anniversary. ACTION: The Board approved the final design for the plaque commemorating UKSG? 25th anniversary. 10.2 Date for June Board Meeting The next meeting will be held on June 19, 2002, in Williamsburg, Virginia.
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