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North American Serials Interest GroupNASIG Newsletter Vol. 12, No. 3 (June 1997) ISSN: 0092-1733 MINUTES OF THE NASIG BOARD MEETING Connie Foster, NASIG SecretaryDate, Time: February 13, 1997; 2:20-6:30 p.m.; February 14, 1997, 8:30 a.m.-12:15 p.m. Place: Washington, D.C. Attending: Beverley Geer, President Eleanor Cook Guests: Maggie Horn, Newsletter Editor -------------------------------------------------------------------------------- 1.0 MINUTES The minutes of October 4-5, 1996, were approved. 2.0 SECRETARY'S REPORT 2.1 C. Foster distributed the Board roster for revisions and corrections. Agreed to the following disclaimer statement for the NASIG membership brochure: Acknowledged that ECC established a job listing service on the Web in late October, coordinated by Step Schmitt, and approved public announcement by ECC. Approved printing 500 membership brochures each in French and in Spanish. Appointed the following professional liaisons: Marsha Bennett (Boston Public Library) to PLA Kewal Krishan (University of Saskatchewan) to CLA Isabel Czech (ISI) to SSP Adjusted the Sunday morning conference schedule to accommodate the University of Michigan's firm check-out time. Approved ECC's request to give a complimentary electronic membership and paperweight to D. Jay Cervino, the graduating UNC SLIS student who handles NASIG technical support. Agreed to freeze the NASIG gopher as of 12/31/96. Approved CEC's request that NASIG sponsor Trisha Davis as a speaker at the 6th annual North Carolina Serials Conference. NASIG will be acknowledged as sponsoring her session. Reviewed NASIG's Human Resources Directory (HRD) on the Web and approved public announcement by CEC. Authorized a donation in memory of John Malinowski (Teresa's father) to a fund designated by the family. Accepted the 1997 ballot for officer elections as presented by the Nominations & Elections Committee. Approved the charge for a Publications Program Task Force. Accepted Bylaws Committee ballot with 3 items: 1) change in Article VI. Committees. Section 2. Standing Committees; change in Article VII. Nominations and Elections. Section 2. Elections ; and addition of Article VII. Nominations and Elections. Section 3. Challenges. Selected Proceedings Editors for 1997/98: Charlene Simser and Michael Somers, Kansas State University. 3.0 TREASURER' REPORT 3.1 D. Tonkery reviewed the 1996 expenditures, with all expenses paid from the University of New Mexico conference and the budget year ending December 31, 1996. The cash position on January 19, 1997, was $181,239.39. 3.2 He reminded members of the high cost of Federal Express for early next day delivery and encouraged second-day or next afternoon delivery if possible. Following discussion of renewals, Tonkery suggested that the appropriate forms contain a statement to the effect that a canceled check is a receipt. ACTION: The Treasurer will notify Database & Directory to add a statement to renewal forms: "Your canceled check is your receipt" As of February 1, 1997, there were 974 renewals out of 1250 members. The 1996 operating budget was $59,140.00 and actual expenditures were $51,417.27. 3.3-4 D. Tonkery reviewed the revised 1997 budget as revised per prior Board decisions for increasing the number of awards. The 1997 budget is $80,683.00. He is working on guidelines for the next Treasurer. The Board agreed that a manual is needed. ACTION: The Board approved the revised 1997 operating budget. 4.0 COMMITTEE REPORTS 4.1 Archivist As a temporary measure, J. Gammon recommended asking T. Mullins to move the NASIG archives to a storage facility until a plan for permanent storage can be devised. The Board agreed that the plan should include provisions for processing, access, insurance, and security. The Board agreed that B. Geer will appoint a Task Force to investigate a permanent storage site. ACTION: J. Gammon will ask T. Mullins to store NASIG's archives at a local storage facility until a permanent site can be found. 4.2 Awards & Recognition (A&R) E. Cook stated that the Awards & Recognition Committee recommends suspension of the NASIG research award. ACTION: The Board approved suspension of the research award immediately. The A&R committee favored two initiatives: 1) development of an international outreach program and 2) development of a scholarship for a serials paraprofessional who wants to attend library school. ACTION: A report from the committee about further development of these initiatives. DATE: By the May 1997 Board meeting E. Cook discussed the SISAC/NASIG joint sponsorship of an award in honor of Fritz Schwartz. She suggested that A&R work directly with SISAC to develop a suitable award.
4.3 Bylaws K. McGrath distributed a proposed schedule for mailing the bylaws ballot to members. The Board accepted the schedule as presented. Results will be reported May 1, 1997. 4.4 Continuing Education Committee (CEC) B. MacLennan reported on six programs sponsored by CEC, including three with library schools as encouraged in the Strategic Plan. She highlighted projects and displayed the printer's draft of the brochure "Shaping a Serials Specialist." ACTION: The Board revised initial print request to 3,000 copies of "Shaping a Serials Specialist" brochure. B. MacLennan cited ongoing and additional activities and projects. The Board discussed the mentor/mentee program and the increase of participants to 30. The Board also explored the possibility of offering a scholarship to a library support staff member to attend a regional "road show" or conference featuring a NASIG presentation.
4.5 Database & Directory Committee (D&D) 4.5.1 J. Callaghan shared a membership profile and noted that NASIG has several new members from Canada and Mexico, a Strategic Plan initiative. 4.5.2-3 Callaghan reported that the renewal rate in January was 72%. The Board discussed how the rate was calculated and that it should be based on the number of paid members to date. Final renewal reminders were mailed in early February. ACTION: The Board requested an updated renewal rate from D&D on April 1, based on paid members and also a report on the number of members by country and type of organization. J. Callaghan asked liaisons to remind committees that the D&D chair needs at least two weeks' notice to print mailing labels. Regarding the printing schedule for the Membership Directory, the Board affirmed that D&D is to use the original schedule for preparation and mailing of the Membership Directory so that it will be received by members in June. 4.6 Electronic Communications Committee (ECC) A. Ercelawn presented activities of ECC relating to the gopher, Web, preconference, and the meeting of Maggie Rioux and Steve Oberg with UNC technical staff. She expressed hope that the installation of a new server and upgrade from the current shareware version of Listproc (6.0c) to the commercial version (8.0) will alleviate problems and enhance NASIG's electronic services and capabilities. She announced that Mike Randall and Wendy Moore will be trained as listowners by S. Oberg. 4.6.1 A. Ercelawn presented the ECC's plan for Web decentralization with ECC retaining primary responsibility for NASIGWeb and serving as liaison to committees and task forces that want to mount and maintain their own documentation. Committees that wish to participate in NASIGWeb should identify members with HTML skills to serve as Web liaisons for their committees or send members to a preconference on the Web to acquire such skills. Future volunteers to committees should list that skill on the volunteer form to assist in the appointment process. The Board discussed possible training options and decided to sponsor an orientation meeting for Web liaisons during the Networking Node time and to sponsor preconference attendance by members of several committees. ACTION: The Board approved implementation of Web decentralization. 4.6.2 A. Ercelawn announced that the issues of the Newsletter from 1996 on have been indexed on the Web. Back issues will be indexed as they are converted from gopher to Web format. The Board expressed its appreciation to Michele Collins Flinchbaugh for her work on the WAIS index. Individual articles are now in separate files and can be accessed individually. A. Ercelawn suggested that the Newsletter calendar of events (Web version) be enhanced with links to conference sites. 4.7 Evaluation & Assessment Committee (EAC) J. Callaghan reported that the final comprehensive evaluation reports of the New Mexico conference had just been mailed to the Board. The Board discussed a workable deadline for the final evaluation results to be completed because none appeared in the planning calendar. ACTION: The Board requested a sort by topic of the free-text comments for easier review and also hoped for a more timely distribution of the 1997 conference evaluation. 4.8 Newsletter M. Horn commented on some reorganization of the production and distribution elements of the Newsletter, resulting in more timely receipt of issues. A formal self-study will follow. The printer in Lewiston, Maine, is assisting with application for a non-profit mailing permit to reduce mailing costs. ACTION: The Newsletter Committee will conduct a self-study and prepare a report and analysis of workflow. 4.9 Nominations & Elections (N&E) J. Gammon stated that 27 potential candidates completed the nominee profile sheets and that a revised nominee profile form was used this year. The ballot reflects the committee's response to the Board charge in January 1996 to seek diversity among NASIG's constituencies. S. Davis wondered if committee chairs should be invited to the Board meetings prior to the annual conference to allow for further development of potential candidates for NASIG offices. ACTION: Discussion on the Board list. 4.10 Proceedings C. Diedrichs reported that Cecilia Leathem and Christine Christiansen have sent the 1996 proofs to Haworth. They will send the Proceedings Editors manual to the new editors as soon as updates are made. C. Diedrichs announced that the 1997 Proceedings Editors are Charlene Simser and Michael Somers from Kansas State University. The publisher bid process for the 1998 Proceedings occurs this year. C. Diedrichs will initiate this bid process. 4.11 Regional Councils & Membership (RC&M) B. MacLennan asked about storage and distribution of the French and Spanish membership brochures. The Board recommended identifying two or three conferences where NASIG can promote and display membership materials. DECISION: The Secretary will store membership brochures. 5.0 COOPERATION BETWEEN NASIG AND ALCTS C. Hepfer, Vice-Chair/Chair-Elect of ALCTS Serials Section, expressed interest in cooperative efforts between the two groups but recognized the organizational differences between NASIG and ALCTS. DECISION: The Board supported efforts by both groups to identify potential avenues for cooperation including establishment of a joint task force to identify specific areas for cooperation. Adjournment and Dinner 6.0 UMICH CONFERENCE PLANNING COMMITTEE (CPC) L. Ayers reviewed the conference draft budget, dormitory housing limit of 650, events, transportation, and schedules. T. Champagne discussed the brochure size and efforts to reduce its length. The brochure will be mailed at the end of February. The Board discussed its policy about non-NASIG sponsored events during the conference. (See section 8.0) 7.0 UMICH PROGRAM PLANNING COMMITTEE (PPC) C. Easton reminded everyone that this is the first year for preconferences to be part of Program Planning's responsibility. She enlisted conveners from members of the Program Planning Committee in addition to Board members to meet the increased number required for the plenaries, projects, and issues sessions. The letter to speakers will be finalized soon and sent out by the end of February; biographical information will be sent to PPC to minimize the number of contacts for the speakers. K. Cargille reviewed workshops and will coordinate assignment of introducers with the Proceedings editors, who assign session recorders. She will need to identify 44 introducers. 8.0 PERIPHERAL CONFERENCE EVENTS K. McGrath introduced discussion about guidelines for non-conference special events and the posting of such information with regards to NASIG's position about non-NASIG events. DECISION: The Board will continue discussion about peripheral events at the May 1997 meeting with the intent of revising and expanding the current policy to be added to the Conference Planning Committee manual and implemented at the 1998 conference. 9.0 TASK FORCE REPORTS 9.1 Reimbursement Task Force The Task Force prepared a letter to host institutions (official sponsors) of NASIG's annual conference and also completed a Compensation and Reimburse-ment Policy. ACTION: The Board approved the Compensation and Reimbursement Policy and the letter to host institutions, effective with the 1997 conference. With the approval of the policies, the Board thanked the Task Force for its work in this important matter. 9.2 Program Planning Manual Update S. Davis reported that no progress has been made on the Program Planning Manual, but that it will be updated by C. Easton, current PPC co-chair. M. Horn will index both the CPC and PPC manuals. 9.3 Conference Planning Manual Update S. Davis and K. McGrath presented a section on Canadian issues which will be added to the CPC manual. ACTION: The Board approved the addition of a section on Canadian issues, as revised, to the Conference Planning manual. 9.4 Publications Program Task Force B. Geer and S. Davis stated that the task force appointments are progressing. 10.0 SITE SELECTION FOR 1998 10.1 J. Callaghan and S. Davis reported on their site visit to the University of Colorado, Boulder. They had a very positive experience. J. Callaghan received additional cost information from McGill University and prepared estimated conference expenses but recommended that this site be revisited as a possibility for 1999, given the favorable visit to the University of Colorado-Boulder. 10.2-3 J. Callaghan recommended the University of Colorado at Boulder as the site of the 1998 conference. In planning for the year 2000, the Board discussed San Diego as a site. ACTION: The Board approved the University of Colorado at Boulder as the 1998 site for June 18-21, and authorized J. Callaghan to notify staff there immediately. 10.4-5 J. Callaghan distributed the short form used for initial site selection evaluation. She will discuss site selection in a forthcoming Newsletter article. 11.0 CALENDAR J Gammon observed that the NASIG Planning Calendar is outdated and needs revision. She agreed that it should be mounted on the Web as an administrative document when revised and then updated as changes come from the Board. ACTION: Each Board liaison should contact committees and review timetables for responsibilities. The liaison should then notify J. Gammon of any corrections or additions. 12.0 SISAC PROPOSAL (See 4.2) 13.0 STRATEGIC PLAN UPDATE B. Geer requested that all Board liaisons ask their committees to review the Strategic Plan and incorporate its goals into their work. B. Geer recommended that a revised and updated version of NASIG 2000 Strategic Plan be put on the Web. ACTION: All Board liaisons are to refer to and review the Strategic Plan with their committees and incorporate it into committee work. 13.1 Education B. Geer noted that CEC has linked programs with library schools in keeping with the Strategic Plan. The Plan also recommends contacting academic institutions that offer publishing programs. ACTION: CEC will identify schools that offer publishing programs as possible avenues for programs, as recommended in the Strategic Plan. 13.2 Electronic Communications B. Geer commented that WAIS indexing has been done and that decentralization issues and Web access to the Membership Directory are being explored, in keeping with the Strategic Plan. 13.3 Grants & Awards (See 4.2) 13.4 Membership B. Geer summarized the need for an updated renewal rate in April to compare to that in the Strategic Plan. She noted that we are gaining members from Canada and Mexico and various organizations. The idea of a traveling display to promote membership will be pursue by RC&M per the Strategic Plan. 14.0 NEXT MEETING & ADJOURNMENT The next Board meeting will be on Wednesday, May 28,1997, in Ann Arbor, Michigan. The meeting was adjourned at noon |
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