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North American Serials Interest GroupNASIG Newsletter NASIG EXECUTIVE BOARD MINUTES Bea Caraway, NASIG Secretary Date, Time: January 23, 2003, 8:35 a.m.-5:19 p.m. Attending: Members-at-Large: Guests: 1.0 Welcome (Cook) Cook welcomed Board members and guests to the midwinter Board and thanked Bob Persing for his invaluable help in arranging for lodging, the meeting room, and meals for the Board. 2.0 Secretary's report (Caraway) 2.1 Board actions since the fall Board meeting, October 18-19, 2002 Caraway compiled the following list of Board decisions taken since October 19, 2002, for inclusion in the minutes. a. December 2, 2002: at the suggestion of the PPC, the Board members endorsed the idea of holding a NASIG/ATLA networking node at the PSU conference. PPC to work out the details. b. December 21, 2002: The NASIG Board accepted N&E's report of the proposed candidate slate with thanks for all their efforts thus far. The Board also directed them to continue with the election process. As a point of information, Caraway included the following list of other activities since June 23, 2002: -After e-mail discussion and general approval of the idea, Cook asked Sarah George, the NASIG Webmaster, to add credit card information to the membership forms. On November 8, 2002, George updated the new membership form and the member renewal form on NASIGWeb to include information on using credit cards. Cook sent a message to NASIG-L noting this and sent a message for the publicist to post to the regular list of e-mail lists. -November 9, 2002: Cook e-mailed Peter McCracken and Mike Markwith, informing them of the Board's decision to issue a disclaimer at the beginning of McCracken's paper within the Proceedings. -November 13, 2002: Tenney forwarded editorial changes on the Marcia Tuttle International Award application form to A&R. The new version should be available for the next round of applications. 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. No changes were noted. Caraway asked that Board members contact her as they work with the calendar and discover inaccuracies or needed revisions. 2.4 NASIG note cards Because both Cook and McKee have had several occasions to send thank-you notes on behalf of NASIG, they asked Caraway to get a price quote for cards with the NASIG logo (for 250 and 500 cards). Caraway reported that Penny Lane Printing could supply 250 cards with color logo and matching envelopes for $403.88, and 500 of the same for $509.66. Finding this price somewhat high, the Board instructed Caraway to ask for a price quote from Gerald Printing, Bowling Green, Kentucky. This company already has the NASIG logo and has done some work for NASIG. ACTION: Caraway to get price quote from Gerald Printing for 250, 500, and 1,000 full-color logo note cards and matching envelopes. 3.0 Publicist's report (Rioux) Rioux reported that the French brochure had been printed and will be posted on the NASIG Web site. She has written a short piece for the March Newsletter reminding members that North America covers more countries than the U.S. and includes more languages than English. This is in response to questions and comments members included in the recent member survey. Rioux posted award announcements and reminders to various lists, solicited names of other relevant lists for postings, and asked professional liaisons to forward pertinent NASIG-L announcements to their organizations. 4.0 Treasurer's report (Novak) Novak reported that she has not yet been able to look into transferring the Schwab accounts to Bank of America. ACTION: (carried over from the fall Board meeting): Finance Committee will propose an investment strategy with Bank of America. Novak also noted that there are several outstanding, uncashed checks totaling about $500 from 2000 forward because the bank we use has no cut-off date for uncashed checks. She will simply carry these forward on the books. 4.1 Review of financial reports Due to the weakness of the stock market, NASIG's assets fell about $3,000 in 2002. There were extra expenditures to cover the costs of implementing online registration and supporting the work of the Strategic Planning Task Force. As requested at the fall Board meeting, Novak included columns in the NASIG budget sheets for actual expenditures. Regional Councils and Membership was over budget because of the production of the French and Spanish brochures. NASIG's assets as of January 11, 2003, totaled $171,934.01; liabilities totaled $0.00. 4.2 Online registration implementation report As of January 18, 2003, version 1 of online registration had been tested. Details of the 2003 conference registration are to be incorporated by February 7, 2003, and further testing is to be completed by February 28. Online registration is scheduled to debut between March 3 and March 14, 2003.
Board discussion on the point led to clarification of the policy governing payment of honoraria to speakers, which generally provides for no honorarium for NASIG members speaking at NASIG-sponsored continuing-education events. ACTION: Novak to revise the wording in the compensation policy so that it makes this policy explicit. 4.4 Conference calls Novak has not had time to investigate conference calling. ACTION: Move this agenda item to the June Board meeting. Novak to ask Finance Committee members to assist with information gathering. Additional item: The 2003 CPC asked the treasurer about the possibility of selling souvenirs via the NASIG Web site before the conference. The Board commended the CPC for thinking creatively, but after consideration decided that it would be too much work for both the treasurer and the CPC. (In future years, this may become possible.) 5.0 Site selection report (McKee, Novak, Page) McKee, Novak, and Page visited Minneapolis, and McKee and Novak visited Milwaukee to investigate the possibility of holding the 2004 conference in hotels there. In both cases, the visitors and convention bureaus and the hotels expressed great eagerness to host NASIG, and both offered varying types and amounts of administrative assistance. Both cities are easily accessible by air, and both have good sites for evening events. Hotels in both cities are similar in price and facilities such as meeting rooms, large ballrooms, Internet access, and so forth. It was noted, however, that the cost of high-speed connectivity would fall on NASIG, which is not the case when we meet on a campus. None can offer extensive AV support, so NASIG would have to contract for that with a local company. In addition, access for e-mail is likely to be more limited than when we are on a college campus. Food costs will be about the same as on a campus, and the per-person cost of a room at double occupancy will be only slightly higher than in a dormitory and much more comfortable. The visitors and convention bureaus can help with registration, supply maps and promotional materials, and offer other services at no or low cost to lighten the burden on Conference Planning Committee members. After extensive Board consideration of the costs and benefits of holding a conference away from a college campus, Rioux moved (Geller seconded) that the 2004 conference be held at the Hilton in Milwaukee. The motion passed unanimously. An important difference between Milwaukee and Minneapolis-St. Paul was availability in June. Minneapolis-St. Paul is available only in May 2004, while Milwaukee is available in June. Because booking farther in advance than our usual eighteen months or so can give better rates, more flexibility of dates, and longer preparation time, the Board gave serious thought to booking a site for 2005 now. Discussion ensued about the advisability of holding the 2005 conference in Minneapolis-St. Paul. The Board members were impressed with the service and facilities both cities offered and the eagerness with which they solicited our business. After long discussion, Rioux moved (Randall seconded) that NASIG be held in Minneapolis-St. Paul in 2005. Page offered a friendly amendment to add that this would be conditional upon successfully negotiating dates, price, and participation by local NASIG members as CPC members. Rioux and Randall accepted the friendly amendment. The motion passed unanimously. The Board next discussed dates for the 2004 conference in Milwaukee, taking into account not only temporal proximity to other major conferences but also comments from the member survey about preferences for dates. After long and agonizing debate, Rioux moved (Tenney seconded) that the 2004 conference be held during the available June dates, i.e., June 17-20. The motion passed with eight in favor, one opposed, and two abstaining. ACTION: McKee (as Vice President/President-Elect) to appoint CPC members for the 2004 conference earlier than is customary and help revise their responsibilities based upon the new circumstances of meeting away from a college campus. 6.0 Committee reports 6.1 Archives (Caraway)
The Board wishes to thank Lange and Fletcher for their efforts. ACTION: Lange to pursue negotiations with the University of Illinois archives and offer a report and recommendation to the Board. 6.2 Awards & Recognition (Tenney) As of January 16, 2003, one inquiry about and no applications for the Tuttle Award had been received. Two complete and four incomplete applications for the student grant have been received. Tenney reported that a question had arisen about the number of credit hours a library school student may have completed to be eligible for the Fritz Schwartz award. The Board advised that the credits are to be counted at the time of the application, not at the time when the award would be received. ACTION: Tenney to instruct A&R to revise their guidelines to clarify this point. Rioux asked what information the service recognition gift given to outgoing Board members and committee chairs should include. The Board agreed that the person's name, term of service, and position should be engraved on the gift. Rioux then asked if anyone other than those indicated should receive a service gift. She asked that Board members think about this and give recommendations to Cook to use in compiling the list for A&R. Cook added that each year, the President determines, with advice from the Board members, if there are additional recipients to consider (such as task force chairs). In further discussion about recognition of service to the organization, the Board agreed that a detailed personal letter is useful for the file of a member serving as a NASIG committee chair. It also shows personal appreciation for the member's efforts. As a result, the Board agreed to make it a practice for each liaison to draft a paragraph detailing the outgoing chair's contributions and accomplishments and forward it to the President to include in his or her letter of appreciation at the end of the chair's term of service.
6.3 Database & Directory (Randall) As of January 15, 2003, there were 1389 members. Seventy of those are new members who joined after October 15, 2002. In February, the committee will decide who is going to be responsible for updating the database to reflect the new committee appointments for 2003/2004. ACTION: Randall to inform McKee (Vice President/President-Elect) who the contact person is for receiving information about new appointments. There was discussion of the online versus print version of the directory, during which it was noted that, 1) the print version is often out of date by the time it is issued and mailed, and 2) the print version is very expensive to produce and mail. Jones noted that the Medical Library Association has ceased producing a print directory altogether. The Board agreed that it is time to address the question of print directories and asked that D&D deliver a recommendation to the Board in June. ACTION: Randall to instruct D&D to investigate whether and how to move to a fee-based distribution of the print directory. 6.4 Nominations & Elections (Rioux) The Nominations and Elections Committee compiled a slate of candidates from among 69 eligible nominees. The ballot is scheduled to be mailed on or before February 15, 2003. Deadline for postmark of ballot is March 15, 2003. Rioux noted that presently, a nominee must write a statement at the beginning of the selection process if he or she is willing to be considered for the ballot. Rioux asked the Board to consider whether that was the best way to proceed or whether the statement should be requested at a later stage in the process. ACTION: The Board instructed N&E to discuss this point and include a recommendation in its final report. 6.5 Evaluation & Assessment (Persing) As of December 9, 2002, 31 speaker reports (evaluations or scores) had been requested by and sent to speakers from the 2002 conference. The EAC has been considering the possibility of electronic transmission of the report summary to the designated recipients and has proposed distributing a PDF file for the 2003 conference summary report. 6.6 Electronic Communications (Persing) Persing reported that the ECC created a password-protected space on the NASIG Web site and posted nominees' profiles there for the Nominations & Elections Committee members to access. ECC also created a similar space for all documents for the January Board meeting. Board members retrieved and printed files to bring to the meeting, eliminating the shipping costs. ECC also assisted with the online registration development. A new e-list ("temporary-l") was created at the request of the Board. It can be used to accommodate any ad hoc group that needs to have group e-mail communication for a limited period of time. Persing reported that our domain name (nasig.org) had been renewed for three years and that our ISP (Bee.net) has installed filtering software for spam. At the request of the Board, the ECC has continued posting job ads to the job list on the NASIG Web site. The Board expressed thanks to Sarah George and David Bynog, co-chairs of ECC, for their responsiveness. In response to Novak's question about when her responsibility would end as Board liaison to the online registration development group, the Board indicated it would be complete when online registration was up and running successfully. From that point forward, a member of ECC should be responsible for overseeing online registration. ACTION: Persing to direct the ECC co-chairs to assign responsibility for the online registration system to a committee member. 6.7 Publications (Geller) Sarah Tusa has resigned as co-chair but continues on as a committee member. Cook appointed committee member Rick Anderson to complete the co-chair's term. Geller reported that committee member Donna Packer will make inquiries of the ALCTS Serials Section Chair Carolynne Mayall about the possibility of NASIG updating the bibliographies of the serials syllabi created by the Serials Section Education Committee and using them as the basis for a serials management course to be maintained on the NASIG Web site. Geller also reported that various committee members are updating the Human Resources Directory (which had recently been moved from the Continuing Education Committee's Web page to the Publications Committee's Web page), are working to complete a NASIGuide for using the MARC format for holdings, and are planning a transition from paper to an electronic format for the conference handouts. ACTION: The Board requests a final report and recommendation for conference handouts in an electronic format.
The Board set the price for the two 2003 preconferences at $50 each. The break-even point for each preconference is 40 registrants. The Board reviewed the program proposed by the PPC, asked for clarification at several points, and offered suggestions of speakers for three slots still needing to be filled. After considerable discussion about how to hold a "hot topics" forum at the 2003 conference, the Board and the PPC co-chair decided to schedule it as a concurrent session. The topics will be selected and announced in March. All agreed that the program was excellent, then commended PPC for their good work. 8.0 Conference Planning Committee (Kern/Tenney) Kern reported that CPC member Scott Smith, who was serving as registrar, has taken a job elsewhere and is unable to continue as a committee member. Member Sandy Beehler will take over as registrar. She had been responsible for transportation. The co-chairs will assign transportation to another member. Kern reported that all the three designated conference hotels would provide a continental breakfast to NASIG members as part of the conference fee. The Board set prices for souvenirs as recommended by the CPC. Following discussion of the range of activities possible for the opening evening of the conference, the Board and CPC co-chair decided to combine the usual welcome to the conference and the city and the awards ceremony with a served banquet. Following the meal, participants will be encouraged to stay and socialize or to socialize at nearby locales. ACTION: Kern to 1) ask POVA to staff an information table during registration, 2) add a statement to the hotel reservation form stating "NASIG is not responsible for hotel refunds," 3) add the cancellation policy to the conference registration form, 4) to have the CPC provide a listing of local musical acts taking place in Portland during NASIG to distribute at the conference. The Board approved Capers Café as the caterer for the reception at the central branch of the Multnomah County Library System. The Board approved the slate of tours, and Cook signed the contract with the tour company, Columbia Crossroads, Inc. The Board agreed that given the excellent quality of public transportation in Portland, CPC need not arrange for airport shuttle service for conference attendees. McKee moved (Persing seconded) that the 2003 conference fee (excluding housing) be set at $300. The motion passed unanimously. This is $85 less than the 2002 commuter rate. The Board commends the 2003 CPC for their creative thinking, excellent planning, and their hard work up until now and extends gratitude to them for their efforts in the time remaining before the conference. 9.0 Committee reports (cont.) 9.1 Bylaws (Jones) The Bylaws Committee is ready to distribute by mail a notification to the membership of the upcoming vote to add a new membership category of "corresponding member." The requirement to notify the membership by mail 30 days before any vote on a change to the bylaws means that NASIG must pay the cost of paper and postage. The Board asked that the Bylaws Committee revise Article XII, Section 1, to indicate that 30 days' notification is required for any vote on a change to the bylaws, but without specifying the method of notification. This will allow for official notification via e-mail or other less expensive but equally effective means. The membership will be notified of this proposed change to the bylaws simultaneously with notification of the proposed new membership category. The subsequent ballot will give the background of these two items. ACTION: Jones to instruct the Bylaws Committee to construct the wording for a bylaws change that will leave the method of notification for a bylaws change unspecified. ACTION: In advance of notification of the bylaws change regarding the new category of membership, Jones to contact and notify all members who will be eligible for corresponding membership in the event the bylaws change passes. 9.2 Professional liaisons
ACTION: Jones to submit the list to the NASIG Webmaster to be posted on the professional liaisons page. 9.3 Regional Councils and Membership (Geller) Geller reported on RC&M's efforts to identify the strengths and weaknesses of the current committee structure and then led a discussion of ways to accomplish the purposes of RC&M. After much discussion, Geller moved (Jones seconded) that RC&M be disbanded at the close of the 2003 conference. The motion passed unanimously. The mentoring program, which is in transition from the Continuing Education Committee to RC&M, will function independently for the 2004 conference and will report directly to the President. McKee (Vice President/President-Elect) will appoint NASIG members to be responsible for the mentoring program for 2004. ACTION: McKee to appoint NASIG members to be responsible for the mentoring program for 2004. The Board discussed how to best form a group to be responsible for public relations and outreach. It was agreed that a task force should propose a plan based on guidance from the strategic plan, now in development. ACTION: Cook to appoint members to a task force to write a charge for a new committee that will undertake outreach and PR, based on guidance from the strategic plan, now in development.
Randall reported on the four CEC programs that have been held since the fall Board meeting. NASIG had been scheduled to sponsor an SCCTP workshop in Oregon in 2002, but OCLC sponsored one instead. Plans had been underway to coordinate a workshop with the North Carolina Library Association's Resources and Technical Services Section, but in the end, this did not happen. In response to a question from CEC, the money budgeted but not spent in 2002 cannot be carried over and used to sponsor a workshop in 2003. Randall also reported that the 2003 mentor program would be co-chaired by Carole Bell (CEC) and Alice Tucker (RC&M). CEC member Janie Branham resigned as a co-chair of the mentor program. The Human Resources Directory is in the process of being transferred to the Publications Committee from the CEC. Regarding the Mexico Student Conference Grant, Tenney indicated that the visa should not be as big a problem this year as last. Novak added that Mexican members must pay their membership dues in U.S. currency. 9.5 Newsletter (Simser) Simser explained that the PDF version of the December issue of the Newsletter had been made available after a long delay. Having received two e-mail inquiries about the delay, she asked for the Board's advice about putting a notice on NASIG-L regarding the delay. The Board suggested that she do so only in those cases when she received many such inquiries. Simser reported that Step Schmitt had completed the conversion to PDF of all remaining back issues of the Newsletter. Issues more recent than 1991 are searchable. Simser asked for guidance from the Board about desirable features in a search-enabled feature being investigated for NASIGWeb. The Board agreed that Persing should refer this request to the ECC for a recommendation, suggesting that a useful feature would be the ability to include or exclude from any search the Proceedings, the Newsletter, or the remainder of the Web site. ACTION: Persing to ask ECC to provide recommendations for desirable features in a search-enabled feature for the Web site. Simser informed the Board that there was a conference photo archive on the Web site and asked for guidance as to where the list of photos should be situated on the Web site. The Board, deeming itself unqualified to give such guidance, suggested the formation of a working group to look into the question. ACTION: Simser and Persing to establish a working group to investigate the organization of a conference photo archive and provide the Board with a progress report. The Board discussed items to be included in future Newsletters and offered them as suggestions to Simser. 10.0 Proceedings editor search (Page) Page reported that the 2002 Proceedings are at the publisher and that they are expected to be ready for the 2003 conference. The application deadline for the next set of Proceedings editors was January 15, 2003. The search committee is to review applications and select editors in February 2003. 11.0 Unfinished business and "pop-up" agenda items Cook reported that she had received three responses to her posting of the January Board meeting agenda to NASIGWeb. First, Miriam Palm, ALCTS Newsletter editor, offered to include the dates of our Board meetings in the ALCTS listing of midwinter meetings as a non-affiliated group. ACTION: President will in the future inform the editor of the ALCTS Newsletter of the meeting time and place of the NASIG midwinter Board meeting. Next, a member asked if NASIG was going to involve itself in any way with standards of practice for subscription agents in light of Faxon's difficulties. Finally, a member requested that the NASIG Board discuss the COUNTER proposal and take a stand on the proposal. After considerable discussion, the Board decided that these particular issues were outside of NASIG's scope. Topics which may lend themselves to NASIG's possible involvement or endorsement will be considered on a case-by-case basis. The Strategic Planning Task Force is addressing such issues in its final report.
Cook reminded all Board liaisons to inform chairs in a timely manner of any action items that have come out of the Board meeting and remind them to read the minutes. She also asked liaisons to remind their committee chairs that reports are due shortly before the annual, fall, and midwinter Board meetings. Cook shared with the Board a letter of thanks from Robert Wolven, Chair, Program for Cooperative Cataloging, and Director, Bibliographic Control & Processes at Columbia University Libraries. He expressed appreciation for NASIG's donation of $1,200 to support Canadian participation in SCCTP train-the-trainer workshops in Philadelphia and Seattle. At 5:19 p.m., McKee moved (Randall seconded) that the meeting be adjourned. The motion passed |
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