About NASIG

Date, Time: Jan. 13, 2005, 8:17 a.m.-5:17 p.m.
Place: Room 88, Snell Library, Northeastern University, Boston, Massachusetts

Attending:

Officers:
Steve Savage, President
Anne McKee, Past President
Mary Page, Vice-President/President-Elect
Denise Novak, Treasurer
Elizabeth Parang, Secretary

Members-at-Large:
Jill Emery
Beverley Geer
Judy Luther
Kevin Randall
Stephanie Schmitt
Joyce Tenney

Ex-officio member:
Charlene Simser, NASIG Newsletter Editor-in-Chief

Guests:
Linda Hulbert, Co-Chair, 2005 Conference Planning Committee
Marilyn Geller and Emily McElroy, Co-Chairs, 2005 Program Planning Committee

1. 0 Welcome (Savage)

Savage called the meeting to order at 8:17 a.m., welcomed Board members, and reviewed the rules of procedure. Board liaisons to committees will not repeat information included in written committee reports, only present additional information or lead discussion of points raised by committees.

2.0 Secretary's Report (Parang)

2.1 Board actions since Board meeting

10-29-04: Reimbursements for approved expenses (those covered by the reimbursement policy) related to attending Board meetings will only be made for requests received by the treasurer within 30 days from the end of the Board meeting for which the expenses were incurred. This applies to all Board meeting attendees (not just Board members).

11-3-04: Board approved the minutes of the October 2004 Board meeting.

11-9-04: Board endorsed publication of a supplemental Newsletter issue in midsummer to catch the annual committee reports and other loose ends so the conference reports continue to be a highlight of the September issue.

11-16-04: Randall moved, Tenney seconded, and the Board voted unanimously to modify the ballot measure about raising dues that was decided on during the recent Board meeting to:

1. Add the dues for Canada of $60 USD and for Mexico of $18 USD.

2. Specify the $75 USD amount is for U.S. members.

11-17-04: Randall moved, Emery seconded, and the Board voted unanimously to add a measure to the next ballot proposing that dues for members outside North America be raised to $75 USD.

11-19-04: The Board endorsed "NASIG Champion" as the name of the new award that will be given every 5 years.

11-19-04: Board enthusiastically endorsed the PPC conference programming and schedule recommendations.

12-17-04: The Board approved the recommendation of the search committee to appoint Elna Saxton (Head, Serials & Electronic Resources, University Libraries, University of Cincinnati) as co-editor of the 2005 Proceedings.

2.2 Action items from June and October Board meetings

The Board reviewed action items completed, in process, or postponed. Savage commented on the favorable nature of the contract with the Denver Marriott for the 2006 conference. Novak reminded everyone that the treasurer needs a copy of all contracts.

Simser stated that the Newsletter is not getting much information from the Continuing Education Committee, either as news stories or for the Calendar.

3.0 Treasurer's Report (Novak)

Novak will meet with A.G. Edwards Investments in February to get ideas about alternate investments and will subsequently meet with other investment firms.

Novak projected 2004 will come in $10,000 under the approved budget. Savage stated the 2005 budget as approved in October had been modified by the addition of money for the two new awards and other small adjustments.

ACTION: Novak will allocate printing/stuffing costs for ballots equally between the Nominations & Elections Committee and the Bylaws Committee.
DATE: When all billing is received.

Novak reported that a number of reimbursement checks are outstanding. She will request a Finance Committee member be assigned to contact those persons with outstanding checks.

ACTION: Novak will stop payment on checks with dates older than 2003.
DATE: ASAP

4.0 Conference Planning Committee (Hulbert, Savage)

Hulbert noted an oversized postcard would be used to advertise the conference. ACRL has offered a space at their spring conference to advertise the NASIG Annual Conference.

Due to costs and past difficulties with Internet connections, PPC has convinced all presenters not to use live Internet connections. CPC/PPC will be using a "staff" room available at a discounted rate and will have an Internet connection costing $10 per day for registration and other vital uses.

The Hilton has set up a separate registration website for NASIG conference attendees; it is linked from the conference website. The Board should test the conference registration page before that page goes live.

ACTION: Treasurer and PPC co-chairs must approve conference registration page.
DATE: Before it goes live

The bus for those needing assistance getting to the evening events will cost $219 per day. Hulbert noted the contract is in the mail to Savage.

The Board agreed the opening session author may sell books and sign them if he wants but must handle all money himself. The jazz band playing at the evening event may sell CDs if they choose.

As agreed at the October board meeting, in lieu of arranging tours, the conference website will include links to commercial tour companies.

The poster sessions will be staffed during the morning breaks but will be available for viewing all day on Friday and Saturday. PPC is planning on eight poster session participants.

The Board endorsed the idea of a souvenir clipboard.

The NWA contract gives NASIG one free seat for every 30 tickets sold. NASIG members will be offered tickets at discounts ranging from 5-15% depending on carrier (NWA, KLM, Continental) and number of days in advance. NWA will provide a code and stipulates that approved text must be used to advertise the offer.

The light rail system is now operating from the airport to downtown and to the Mall of America. The Internet bulletin board is online and the conference bloggers are ready to go.

4.1 Conference budget

The conference budget is based on 550 registrants paying $375 each for a total of $206,250. Novak noted that tax-exempt status has not yet been confirmed but will actually affect few items. She reminded the conference planners that NASIG has an account with a major office supplier that gives a substantial discount.

4.2 Preconference budget

Preconferences will have significant costs for handouts. McKee moved (Emery seconded) and the Board unanimously approved setting the full-day preconference fee at $120 for members and $145 for nonmembers and setting the half-day preconference fee at $75 for members and $90 for nonmembers.

4.3 Drawing for quilt

Martha Burke has volunteered to create a quilt to be used as a prize for a drawing as a fundraiser. She will make the quilt from t-shirts from all of the past conferences but needs to have the t-shirts by February 1, 2005. McKee moved (Emery seconded) to create a quilt with the t-shirts held by the archivist after they have been photographed. Savage modified the motion (Emery seconded) to include digital photographing of all souvenirs. The Board unanimously approved the amended motion.

ACTION: Seymour-Green, archivist, will ship t-shirts to Novak for photographing. Novak will then send the disc with the digital photographs to the ECC co-chairperson/web spinner, David Burke.
DATE: ASAP so that t-shirts can be forwarded to Martha Burke by Feb. 1, 2005.

5.0 Program Planning (Geller, McElroy, Page)

The program is set except for one session. January 31, 2005, is the final date for all modifications. Fifty-nine speakers have been scheduled. NASIG will reimburse for 26-1/2 registrations, provide 29 hotel nights, and pay for 12 travelers. Reservations must be made 28 days in advance, and PPC specified the exact date on confirmation letters. Reimbursement costs for speakers should be about the same as last year.

The vendor demo session is not yet set. Vendors do pay for their own Internet connections.

The Board discussed "networking nodes-what are they?" and decided to change the name back to informal discussion groups.

Next the Board discussed user groups. Geller reported that service providers had inquired about holding groups. The Board determined that any full conference attendee could organize a user group for any product or service. Such groups must contain no sales or marketing but should simply be a group of users getting together. At the Hilton, people will be able to take lunches into rooms, and the hotel could set up rooms with lunches if they know in advance how many would be attending a meeting.

The Board expressed gratitude to the committee for a great program.

ACTION: Add SSP (Society for Scholarly Publishing) to the list of where the publicist should send the call for presentations for future conferences.
DATE: ASAP

The Board considered the question as to whether the Proceedings editors should be made ex-officio members of PPC. Geller indicated this probably was not desirable due to the vast quantities of email and discussion and the confidentiality of many discussions.

ACTION: Proceedings editors must communicate deadlines to PPC chairs for inclusion in letters to presenters.
DATE: At the appropriate time before the annual conference.

5.1 Rating Chart to evaluate presenter's effectiveness on a variety of quantitative and objective factors in addition to the evaluation by session attendees.

Geller presented a template allowing yes/no responses that could be used to create a database of 3-5 years (rolling) of information for the use of CEC and PPC chairs with aid from the vice president (liaison to PPC) and treasurer. Emery moved (McKee seconded) that the Board accept a trial to be seen by PPC chairs, the liaison (the vice president), treasurer, and president, using the template provided by the PPC chairs to provide quantitative objective evaluation of speakers. The motion passed unanimously.

6.0 Committee Reports

6.1 Archives

No report submitted

6.2 Awards & Recognition

The committee report covered all necessary topics; no additional discussion during the Board meeting was necessary.

6.3 Bylaws

ACTION: Tenney will communicate the Board's request to change the wording of the ballot, deleting "Currently reads" so that it is clear the bylaws are not being changed. The ballot should also indicate the changed dues structure would go into affect for 2006 memberships (effective 7/1/05 for new and renewing members)

6.4 Continuing Education

The committee report covered all necessary topics; no additional discussion during the Board meeting was necessary.

6.5 Database and Directory

Emery emphasized that 78% of renewals mailed out had been returned and processed. Erlandson will step down as chair because of work commitments. Jo McClamroch will replace her as chair. The chair should create a list of skills necessary to be chair.

Randall moved (McKee seconded) that due to the unforeseen circumstance of the chair's resignation, the Board accept the D&D Committee's recommendation to immediately stop printing the Membership Directory and provide only the PDF version. The Board had previously decided to eliminate the print version next year; eliminating the print now will greatly ease the new chairperson's assumption of duties mid-year. The motion passed unanimously.

ACTION: Remove all mention of the printed Directory from the online renewal form.
DATE: ASAP

ACTION: Archivist must print a copy of the online Directory.
DATE: At the beginning of February each year.

D&D must send information to the Nominations & Elections Committee explaining how to check the PDF version of the Directory for current membership status.

6.6 Electronic Communications

The Board agreed to ask the ECC to investigate the cost for Bee.net to handle select functions of the ECC such as adding and removing people from lists.

6.6.1 Training at conference/restructuring of ECC

Restructuring must occur before training. Every NASIG committee now has technology needs.

The Board must consider the question: Should we have a periodic committee review procedure to make sure each committee is still relevant and operating?

In addition to a publications overseer, a technology overseer could also be useful. The Board may schedule a conference call to further discuss this topic. All committee chairs could be asked to meet together before the Denver conference and discuss the possibility.

ACTION: Savage will ask each committee to submit a list of its technology involvement.
DATE: Before annual conference.

6.7 Evaluation and Assessment

The addendum, Recommendations for future evaluation process, was the result of the committee's brainstorming. To date, conference evaluation has been mostly the compilation of raw data without summary assessment, evaluation, or comparison with previous years.

The Strategic Support Task Force is looking at online voting software, some of which would also do surveys. Savage will consider appointing a task force to look at software with members from E&A plus Merle Steeves who is interested in this topic.

ACTION: Page will appoint a group of former PPC and CPC members along with a Board member to look over the evaluation form and determine what is needed as a starting point for revision. (Geer volunteered to be the Board member)
DATE: ASAP as the review must be finished by Feb. 28, 2005.

Novak stated the E&A Committee should not FedEx the evaluations to the Board members.

6.8 Newsletter

Simser reported that Pam Cipkowski is stepping down as copy editor after the May conference. Simser is nearing the term limit as Editor-in-Chief; her term ends post-conference 2006. She will review the position description for Editor-in-Chief and make recommendations to incoming President Mary Page on preferred and required skills for the position.

6.9 Nominations and Elections

ACTION: McKee will ask Wesley, the chair of N&E, to write an article for the Newsletter about the candidate selection process.

A question arose as to whether a member of the N&E committee can be added to the ballot as a petition candidate. Current committee guidelines clearly state committee members cannot run for any Board position. Because this does not specify any means by which a member cannot run, these guidelines are interpreted to mean a member cannot run for any Board position by any means (nominee, write-in, or petition). McKee volunteered to check Robert's Rules to see if this situation is covered.

6.10 Proceedings

Editor overlap is helpful. The Board should consider two-year appointments but must determine if this would reduce the number of volunteers.

6.11 Professional liaisons

The Association of Subscription Agents is based on agency membership rather than individual membership; Schmitt recommends dropping the professional liaison relationship with this group. The Association of Learned and Society Publishers, the British version of SSP, could be added. As a point of clarity, preference is given to NASIG members, but if none are available, other interested members of the target organization may serve as liaison. The liaison should be a conduit to funnel information in both directions.

6.12 Publications

ACTION: Board members should try to review the first NASIGuides and let Emery know if any problems are seen.
DATE: As soon as the guides are ready.

The NASIG history will be published online only.

6.13 Publicist

The publicist's report covered all necessary topics; no additional discussion during the Board meeting was necessary.

6.14 Site Selection

Tenney reported the room rate for the 2006 conference in Denver will be $105 a night; the Marriott Denver City Center has a great outdoor area. Savage praised Tenney for negotiating a great contract for the conference to take place May 4-6, 2006. Tenney, Luther, and Page commented on possible sites for future conferences.

7.0 Task Force and Team Reports

7.1 Anniversary Task Force

The committee report covered all necessary topics; no additional discussion during the Board meeting was necessary.

7.2 History Task Force

The task force members are busy writing sections of the history. The task force needs someone with HTML skills to put the history on NASIGWeb; an indexer is also needed. The plan is to have the history on the Web just before the conference.

ACTION: Emery will check with the Publications Committee for volunteers to create the HTML version of the NASIG history and to index the history.
DATE: ASAP

7.3 Online Registration Team

The team has not yet turned on the merging of payments. Using the new Membership Database Administrative Tool, member records may be activated/deactivated or purged; the Board endorsed the activate/deactivate option for permanent member records and purging only for database maintenance requirements.

Schmitt distributed a screen shot of the Membership Database Administrative Tool and the new online membership form. The Board reviewed the information and made suggestions for change. Of note, members may review their information and send to the Database & Directory Committee requests for change.

ACTION: The Board will review the online membership form and membership record display and will respond to Schmitt via the Board list about change requests by January 19, 2005. The online registration team will edit the online resources accordingly.

On February 1, 2005, a copy of the membership database will be created. It will be used to verify membership status by the 2005 conference registration form. The conference registration form should go live on March 1, 2005.

7.4 Strategic Support Task Force

This task force will be dissolved by the end of January, with its work to date about possible online voting software transferred to the online survey and evaluations task force. Two members of the SSTF will be asked to transfer to this new task force.

7.5 Translators Resource Team

The team translated the online membership renewal form and is now translating the strategic plan.

7.6 Mentoring Task Force

Overlap among chairs is desirable; Savage and Page will try to appoint at least one new member as soon as possible to provide some continuity into next year.

7.7 Online Survey and Evaluation Task Force

ACTION: Schmitt will put together information and contact people about serving on the OSETF.

8.0 New Business

8.1 Financial Plan

A five-person team met in Houston and came up with great ideas for a financial plan. The plan is predicated on the dues proposal passing so that recurring expenses are covered by recurring income. One-time income (including conferences) should be used for one-time expenses such as building reserves. Reserves should be equivalent to the current year's operating budget, which increases every year. The team also recommends having a reserve of one year's conference budget because insurance only covers contractual obligations.

The Board will consider doing away with the Finance Committee and substituting a Development Committee to deal with issues such as fundraising, endowment, and income generating. The treasurer would continue to look at investment opportunities.

ACTION: Page will assist Savage with finishing the first draft of the financial plan document.

ACTION: The Board will discuss the financial plan further in February.

ACTION: Luther will assist in selecting a continuing education sub-task force to investigate income-generating continuing education.

The ORT is creating technology to allow members to contribute to NASIG. The Development Committee would decide how to word the form. The treasurer will have to set up an additional savings account and set up accounting procedures.

ACTION: Publicize dues increase issue by starting a discussion on a bulletin board; let members know about the discussion via NASIG-L.

Board members expressed a desire to have the ballot counted by a disinterested third party.

ACTION: Novak will check with the NASIG accountants to see if they would count the dues change ballots; if not, Tarango should locate someone.

8.2 UKSG Serials-eNews

8.2.1 Revised agreement has been emailed to Savage. Advertisements will be omitted from the version sent to the U.S., and North American information will appear first.

8.2.2 NASIG Contributions

Although the agreement contains no specifics as to what the contributions would be, examples of types of information to be contributed include emerging trends in the U.S. and thoughtful essays on the serials community not just NASIG. A Board member could act as liaison to solicit contributions or the responsibility could be merged into the Publications Committee.

ACTION: Emery will discuss with the chairs of the Publications Committee the possibility of accepting responsibility for creating contributions to the UKSG Serials-eNews.

ACTION: Savage will write the first NASIG contributed article to the UKSG Serials-eNews.

NASIG will pay $1500 annually to obtain access to the UKSG Serials-eNews for all NASIG members. Although Savage is signing a three-year agreement, the agreement can be terminated after one year if the Serials-eNews is not as anticipated.

The Serials-eNews is distributed electronically. A link will be placed on the members only portion of NASIGWeb and access will be publicized on NASIG-L.

8.3 Chairs manual

Tenney is working on a draft of a chairs manual that will include links, documents, forms, timelines and information on the chairs connection to the NASIG Newsletter, archives, ECC, publicist, and treasurer.

8.4 Confidentiality statements

ACTION: Chairs manual must contain a reminder of the confidentiality of discussions and the necessity to remind committee members. A paragraph in appointment letters will reinforce the confidential nature of discussions.

8.5 Possibility of a fourth Board meeting every year by conference call or via the Internet.

The need for a fourth Board meeting per year was discussed. Board members agreed that the existing schedule of meetings is no longer sufficient; time for lengthy discussion of new or difficult issues is particularly lacking. The budget cannot support an additional in-person Board meeting each year, however, so this year we will experiment with holding a Board meeting in March 2005 via a conference call. To be successful, the meeting should concentrate on one or two specific topics, such as how to restructure committees, finalizing the financial plan, etc.

ACTION: Page will propose dates for a fourth Board meeting via email.

8.6 Follow-up to SSP proposal from October Board meeting.

The Board revisited October Ivins' request for mentors for SSP members and other ways to expand mentoring activities outside the annual conference, i.e., new librarians, those changing jobs. Savage reported this would need a new task force/committee with a new chair because the current mentoring task force only wants to deal with conference mentoring.

ACTION: Schmitt will redistribute the SSP proposal for the Board members to read, reflect on, and make comments.

Publishers can become NASIG members and organize a discussion group at the annual conference. Other possibilities would be to create a "Best Practices" document for small publishers or create a continuing education program.

The Board Meeting adjourned at 5:17 p.m.