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North American Serials Interest GroupNASIG NewsletterVol. 17, No. 3 (September 2002) NASIG EXECUTIVE BOARD MINUTES Meg Mering, NASIG Secretary Date, Time: June 19, 2002, 8:37 a.m. -4:45 p.m. Attending: Guests: 1.0 Welcome and Introductions M. Rioux welcomed Board members and guests to the meeting. She introduced incoming Board members, B. Caraway, D. Jones, J. Tenney, and B. Persing, and the incoming Newsletter Editor-in-Chief, C. Simser. 2.0 Secretary's Report 2.1 Board actions since Midwinter M. Mering compiled the following Board decisions since the January 2002 meeting for inclusion in the minutes. Approved the minutes from the January 2002 Executive Board meeting. 2.2 Board roster updates M. Mering distributed copies of the 2002/03 Board roster. She asked Board members if they had any changes to their contact information. ACTION: B. Caraway will update the Board roster. 2.3 Revisions for executive working calendar This spring M. Mering updated the executive working calendar. She suggested that the calendar be reviewed for further updating in the upcoming year. 3.0 Treasurer's Report 3.1 Conference finance report D. Novak reported that the conference finances appeared to be in good shape. Although most of the conference's expenses have yet to be paid, D. Novak felt a surplus would be made on the Williamsburg conference. 3.2 Annual budget update D. Novak stated that the financial picture of NASIG remains positive. Committee expenditures are on target for this time of year. 3.3 Membership update D. Novak announced that as of June 15, 2002, NASIG had 1,233 paid members. This figure is about the same as it was a year ago at this time. D. Novak is still receiving a few renewals each week. The Board discussed concerns with paying membership dues with credit cards and Canadian currency. ACTION: D. Novak and the Finance Committee will discuss the possibility of paying dues only in U.S. currency and concerns about paying with credit cards. 3.4 Charles Schwab account D. Novak stated that she would be collecting signatures of the new officers who will be authorized agents of the Schwab account. The one-year Schwab certificate of deposit has matured. D. Novak asked the Board to consider moving NASIG investments to Bank of America. NASIG has its checking, savings accounts, and credit card with Bank of America. ACTION: D. Novak and the Finance Committee will discuss moving NASIG investments to Bank of America and other options. They will make a recommendation to the Board. 3.5 Compensation and reimbursement policy
The Board discussed how many nights of lodging should be provided to concurrent and plenary speakers free of charge and what expectations were for their participation at conferences. ACTION: The Board will continue this discussion at the fall Board meeting. 4.0 2002 Conference Planning Report S. Clark and J. Tenney, 2002 CPC Co-Chairs, announced that close to 700 people had registered for the conference. Of the registrants, 237 will be attending a NASIG conference for the first time, and 500 of them are staying on the College of William and Mary's campus. The electronic journal preconference is a sellout. 174 people have signed up for the airport shuttle service. The CPC Co-Chairs expected that a surplus would be made on the shuttle service. ACTION: The Board thanked the 2002 CPC and A. McKee, Board Liaison, for their work. The 2002 CPC members are S. Clark, J. Tenney, Ladd Brown, Lauren Corbett, Rachel Frick, Sharon Gasser, Diane Hollyfield, JoAnn Keyes, Merle Kimball, Steve Murden, Allison Sleeman, and Beth Weston. 5.0 Publicist 5.1 NASIG brochure on NASIGWeb C. Foster announced that each 2002 conference packet included a copy of the revised membership brochure. She asked if the brochure should be mounted on NASIGWeb as an HTML or a PDF file. ACTION: M. Rioux will ask ECC to make the brochure available as both an HTML file and a PDF file under the "Join Us" button of NASIGWeb. 5.2 NASIG brochure French/Spanish translation project Mariana Baravalle translated the membership brochure into Spanish. C. Foster is still arranging for someone to translate the brochure into French. ACTION: C. Foster will gather quotes on printing 500, 750, or 1,000 Spanish language membership brochures. 6.0 Committee Reports 6.1 Archives M. Mering reported that NASIG Archivist Holley Lange had begun work on identifying a potential permanent location for the NASIG archives. The archives consist of 11 boxes and are becoming too large to easily transfer to a new location each time a new archivist is appointed. H. Lange has revised the archives' retention policy, which will be distributed at the committee chair orientation. 6.2 Bylaws C. Easton reported that there were no proposed bylaw changes this past year. Bylaw changes may result from the new strategic plan and vision statement. Robert Cleary rotates off as the Chair of the committee this year. Alice Rhoades will be the Chair for 2002/03. 6.3 Awards & Recognition M. Geller reported that A&R Committee members Linda Lewis and Claire Dygert served as liaisons to the CEC subcommittee coordinating the Mexico Conference Grant. The Board discussed whether CEC should continue to coordinate the grant or if A&R should be responsible for the grant. CEC has coordinated the grant largely because of the Spanish language expertise and the knowledge of Mexico of some of its committee members. ACTION: The Board agreed the Mexico Conference Grant should eventually become the responsibility of A&R. The Board discussed the possibility of electronically submitting and disseminating award applications. Two concerns about electronic applications are the lack of an actual applicant signature and references only being submitted electronically. ACTION: M. Geller will ask A&R to recommend how to implement electronic submission and dissemination of awards in time for the spring 2003 award cycle. ECC will assist A&R on working on this recommendation. The Board discussed the Tuttle Award's schedule and its low application rate. They also discussed the purpose of the grant. The grant's original intent was to allow applicants from within as well as outside of North America. This intention may not be clear from reading the award's guidelines. ACTION: M. Geller will ask A&R to review the guidelines for the Tuttle Award and to clarify and to rethink the purpose of the award and its award cycle. The Board discussed if applications from outside of North America would be considered for other NASIG awards. ACTION: The Board decided that strong preference would be given to applicants within North America. Outstanding applicants from outside of North America will also be considered for awards. 6.4 Continuing Education M. Geller reported that four continuing education events had been held since the last Board meeting. Most recently, Lisa Furubotten and Robert Endean presented the SCCTP Electronic Serials Workshop at the Association of Caribbean University, Research and Institutional Libraries' annual conference in Ochos Rios, Jamaica. At the Mexican Library Association's conference, two programs were sponsored by NASIG. There are 124 people participating in the mentor program at this year's conference. Pat Loghry and Carole Bell are coordinating the program for this year's conference. M. Geller announced that Paula de la Mora Lugo from the Colegio de Bibliotecología at UNAM was this year's recipient of the Mexican Student Conference Grant. In addition to the two A&R committee members, L. Furubotten, Elizabeth Parang, last year's award recipient Viviano Milan Martinez, and UNAM professors coordinated the grant's application process. E. Parang has written guidelines for administering the grant. ACTION: The Board will review the grant's guidelines and approve them over e-mail. The Board discussed the workload of CEC. They also talked about CEC's purpose in relation to other committees. They considered which of CEC's responsibilities other committees could possibly carry out. ACTION: M. Geller will discuss with CEC and the Publications Committee the possibility of moving the Human Resources Directory from CEC to the Publications Committee. She will ask these committees how this change might be implemented and what concerns they have in making this change. ACTION: M. Geller and K. Randall will discuss with CEC and RC&M the possibility of moving the mentor program and outreach to library schools from CEC to RC&M. They will ask these committees how this change might be implemented and what concerns they have in making these changes. 7.0 More Committee Reports 7.1 Database & Directory K. Randall announced that the 2002 Membership Directory would be mailed in late June. He also reported that the membership renewal rate was 85.2%.
ACTION: K. Randall will ask D&D to consider what should constitute the archival copy of the Directory and what information to include in a summary about the online directory. D&D will gather input from the Archivist. 7.2 Electronic Communications D. Cochenour reported that ECC is working with Bee.net to collect use statistics of NASIGWeb. ECC will conduct a general analysis of the selected data. ECC is still investigating whole-site searching of NASIGWeb. Pages that have their own search functions are for members only. NASIG Committees' private pages will not be included in an all-site search engine. NASIGWeb's domain name is up for renewal in February 2003. Bee.net is willing to renew the domain at minimal cost. ACTION: The Board agreed to have Bee.net renew the domain name. 7.3 Evaluation & Assessment M. Page reported that Beth Holley replaced Diane Grover as the committee's chair in January 2002. E&A operates on a calendar year basis. The results of the conference's evaluation will be available for the Board's review at its fall Board meeting. 7.4 Newsletter S. Savage reported that all four issues of this past year were published in record time and well before their target dates of publication, including the large September issue. The elimination of the print version of the Newsletter was the most significant change this year. As a result, the Electronic Production Editor became known as the HTML Editor. The Print Production Editor became known as the PDF editor. The 2002 conference marks the end of Editor-in-Chief S. Savage's term. C. Simser will become the new Editor-in-Chief. She has been serving as the Newsletter's HTML Editor. Stephanie Schmitt will become the new HTML Editor after the 2002 conference. She will also convert the remaining back issues of the Newsletter to an electronic form. ACTION: The Board thanked Sharon Nahra for her work in converting back issues of the Newsletter to an electronic form. Allison Sharp is the new Profiles Editor. Beth Bernhardt is the new Submissions Editor. ACTION: The Board thanked S. Savage for his seven years of service on the Newsletter's Editorial Board, the last four years as Editor-in-Chief. 7.5 Nominations & Elections C. Foster reported that 93 nominations were submitted for consideration as candidates for the Executive Board election, an increase of 48 over last year. Of those eligible to run for office, 45 individuals agreed to be considered for ballot and submitted nominee profiles. Efforts were made to ensure representation from the different segments of the membership. C. Foster asked for confirmation that the person counting the ballots to verify the count does not necessarily have to be a member of NASIG. ACTION: The Board confirmed that the person counting the ballots to verify the count does not necessarily have to be a member of NASIG. 7.6 Proceedings Editors D. Cochenour reported that twenty sample copies of the journal edition of the 16th Annual NASIG Conference Proceedings would be for sale at the 2002 conference. The monograph edition of the Proceedings has not been published yet. Mircea Stefanacu is still working on producing the Web version of the Proceedings. Susan Scheiberg and Shelley Neville, the Proceedings editors for the 2001 conference, will also be the editors for the 2002 conference. All concurrent sessions of the 2002 conference will have a recorder. In the event that a presenter does not submit a paper and the quality of the taped session is not of high quality, a recorder's report may be the best replacement for a presenter's paper. 7.7 Publications C. Easton reported that the Publications Committee hopes to offer the 2003 conference handouts in CD-ROM format. The committee will also be working on further developing a serials management course that had been maintained and hosted by EBSCO. 7.8 Regional Councils & Memberships M. Page reported that RC&M were at the beginning stages of discussing a restructuring of the committee and a rethinking of its purpose. In addition to possibly taking over the mentor program and outreach to library schools, RC&M might also absorb the Professional Liaisons. ACTION: The Board decided that the printing of the membership brochure should be included in RC&M's 2003 budget. 7.9 Professional Liaisons No report 8.0 Working Group Reports 8.1 Strategic Plan/Vision 2015 Task Force E. Cook announced that the task force had been reconstituted. Carol MacAdam is chairing the task force. The task force will develop, with member input, the next vision statement: "NASIG 2015. " ACTION: Each committee has been asked to send to C. MacAdam issues that they feel should be address in the vision statement. 8.2 Vendor/publisher involvement issues M. Geller led a discussion on vendor and publisher involvement in NASIG. The Board discussed the differences between content and service providers, realizing that different strategies will be needed to attract these groups to NASIG. The Board also talked about types of conference programs that might be of interest to these groups and other NASIG members. ACTION: A. McKee will talk to PPC about the Board's programming ideas. 8.3 Online Registration Focus Group The Board reviewed the report of the focus group on conference online registration. Manual registration is extremely time consuming and labor intensive for the conference registration team. The delays in getting payments cleared and confirming the registrations have also been an inconvenience for the conference attendees. Over the past few years, the Conference Planning Committee and the conference attendees have expressed strong interest in an online conference registration system. The focus group was charged with investigating the feasibility of such a system. ACTION: The Board agreed that NASIG should develop a local online registration system by contracting for its development. The registration system will need to interface with Bank of America. 9.0 PPC Report E. Cook reviewed the final plans for the 2002 conference sessions. Twelve poster sessions will be presented at the conference. PPC and CPC will be meeting at the conference to establish deadlines for their joint responsibilities in the upcoming year. PPC will be working with ECC and B. Caraway to mount this year's program proposals on the Internet. 10.0 Other Items and Wrap-Up 10.1 Committee appointments for 2002/03 E. Cook reviewed 2002/03 committee appointments and Board Liaison assignments. 10.2 2003 CPC overview A. McKee presented CPC's preliminary budget for the conference. A. McKee reported that hotel contracts had been signed for the 2003 conference at Portland State University in Oregon. Conference attendees will stay in hotels rather than campus housing. The three conference hotels are the Portland Marriott Downtown, Doubletree Hotel, and the Mallory Hotel. Each hotel offers a range of services and is within walking distance of Portland State University and public transportation. A. McKee reported that for a small fee the Portland Oregon Visitors Association would handle hotel selection and registration. ACTION: The Board agreed to have the Portland Oregon Visitors Association handle hotel selection and registration. 10.3 Site Selection update A. McKee reported that one proposal for a 2004 conference site had been received. The Board discussed other possible sites for the 2004 conference and beyond. D. Novak and M. Page will serve as the Site Selection Committee in 2002/03. 10.4 Committee chair orientation E. Cook reviewed the agenda for the committee chair orientation. 10.5 Review opening and business meeting M. Rioux reviewed the agendas of the conference's opening and business meetings. 10.6 Date for fall Board meeting The next Board meeting will be held Oct. 18-19, 2002, at Portland State University.
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