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North American Serials Interest Group

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NASIG EXECUTIVE BOARD MINUTES

Date, Time: May 28, 1997; 8:20 a.m.-5:28 p.m. Place: Ann Arbor, Michigan

Attending: Beverley Geer-Butler, President Susan Davis, Vice-President/Pres. Elect Julia Gammon, Past President Dan Tonkery, Treasurer Connie Foster, Secretary Eleanor Cook Jean Callaghan Carol Diedrichs Ann Ercelawn Birdie MacLennan Kat McGrath Maggie Horn, Newsletter Editor Guests: Incoming Board Members: Steve Oberg, Gerry Williams, Fran Wilkinson, Jim Mouw;1997 Conference Planning Committee: Leighann Ayers, Tom Champagne, Judy Wilhelme; 1997 Program Planning Committee Co-Chairs: Karen Cargille, Christa Easton; Pat Wallace,1998 Conference Planning Committee Co-chair;Tina Feick, Former NASIG President and Invited Guest

1.0 MINUTES The minutes of February 13-14, 1997, were approved.

2.0 SECRETARY'S REPORT

2.1 C. Foster distributed the Board roster for revisions and corrections.

2.2 C. Foster compiled the following Board actions since the February meeting for inclusion with the minutes:

1. Agreed to delay final appointments of the Publications Program Task Force until late summer or early fall due to the time constraints of potential volunteers.

2. Decided to post non-NASIG conference events on a bulletin board (physical one), provide space near the registration area for flyers and announcements of other events, and create a section of the conference Web site for posting announcements about other events.

3. Agreed to publicize availability of hardbound back volumes of the NASIG conference proceedings in the NASIG newsletter, on NASIG-L and with flyers at the Ann Arbor conference. Reaffirmed NASIG's policy not to provide membership mailing lists to outside groups; hence, the Board denied a request from Haworth Press for a mailing list.

4. Agreed to use NASIG's permanent mailing address as the return address on envelopes for elections and other membership voting issues to insure anonymity and recommended that the original mailing be clearly marked "Official Ballot" to alert members to dated, important contents.

5. Approved sending members of RC&M and Bylaws committees to the preconference on Web training and HTML.

6. Approved Horizon and Student Grant winners and requested that D&D list the recipients in the Membership Directory.

7. Forwarded the 1996 UNM NASIG list of student grant winners to Barbara Winters to accommodate her request for identifying potential candidates for library positions.

8. Approved printing 200 extra copies of the Membership Directory for new member packets and other requests.

9. In response to membership queries, asked ECC to establish an electronic form for new members on the public section of NASIGWeb.

10. In response to a request from RC&M and as part of the Board's interest in outreach to other library groups, approved financial support of $100 for the LACUNY meeting, May 16, 1997. 11. Decided to continue discussion of leadership development within NASIG and explore ways to encourage opportunities with emphasis on elected officers.

11. Decided to continue discussion of leadership development within NASIG and explore ways to encourage opportunities with emphasis on elected officers.

12. Approved the 1998 conference theme and call for papers: "Head in the Clouds, Feet on the Ground: Serials Vision and Common Sense."

13. Confirmed recognition of and awards to the Student Grant and Horizon recipients to occur on opening night.

2.3 C. Foster noted that the Professional Liaisons annual report and roster was submitted. At the request of Cheryl Riley, Database & Directory chair, the Board clarified the complimentary exchanges list for database accuracy.

2.4-5 C. Foster distributed a recent review of the 1996 NASIG Proceedings, as received by Haworth. A file of all reviews has been sent to the Archivist.

3.0 TREASURER' REPORT

3.1-2 D. Tonkery expressed appreciation for the opportunity to serve for four years as treasurer. He reported that conference income as of May 27, 1997, was $165,462.50, prior to all bills being paid. He observed that NASIG's cash position continues to grow. Two outstanding items are: l) the transfer of funds into another investment account, which will depend on market conditions, and 2) transfer of duties to the new treasurer, which will occur after reconciliation of the May bank statement, and database transfer to occur by mid-June.

He further observed that from January-May 10, 1997, $19,319.42 out of $80,683 has been spent from the operating budget, which is on a calendar year. The operating budget, therefore, is on track and considerably under projected expenses with no outstanding bills.

3.3 D. Tonkery noted that membership as of May 1, 1997, is 1161 and that income is up from last year.

3.4 D. Tonkery asked that we issue Haworth an invoice in order to receive our publisher contract payment for the proceedings. He said that the Continuing Education Committee absorbed the $100 financial support of the LACUNY meeting.

3.5-6 D. Tonkery called attention to the "Guidelines for Financial Support," and "Guidelines for Expense Reimbursement" and mentioned Board reimbursement policies not stated in those guidelines.

ACTION: The Board recommended that G. Williams, S. Davis, and B. Geer review the financial guidelines documents and forms and that G. Williams consolidate them into one document if appropriate. DATE: Prior to the October 24, 1997, Board meeting.

ACTION: Upon Board approval, mount these financial guidelines and forms on NASIGWeb with the current treasurer's address. D. Tonkery mentioned that we have not yet received an invoice from AMIS for dues this year.

DECISION: The Board agreed to delay AMIS contribution until an invoice is received.

4.0 1998 CONFERENCE PLANNING COMMITTEE

P. Wallace reviewed the preliminary conference budget for 1998 which she and Wendy Baia, co-chair, had drafted. She also distributed travel brochures and campus information, discussed housing in the Kittredge Dormitory Complex, airport distance from Denver to Boulder (45 minutes), and altitude similar to Albuquerque's.

5.0 TASK FORCE REPORTS

5.1 Program Planning Manual

S. Davis will determine the location of the disk for the Program Planning Manual and send it to C. Easton, who will develop the manual further based on her program planning experience. C. Easton will send a copy of the latest version to C. Diedrichs, new liaison to PPC, and also a copy to the 1998 Program Planning Committee.

5.2 Conference Planning Manual

J. Callaghan has additional revisions for the Conference Planning Manual. S. Davis requested a new editor, and the Board decided that the liaison to the Conference Planning Committee is the appropriate person to serve in this capacity. Fran Wilkinson will be the new liaison. All suggestions and revisions should be sent to her effective immediately. S. Davis will contact ECC about a Web version of the manual.

5.3 TASK FORCE APPOINTMENTS PENDING

5.3.1 Archives Task Force

B. Geer presented the charge to the Archives Task Force with a progress report due to the Board Liaison by August 15, 1997, and a final report for the Board's consideration by October 15, 1997. Members are: Teresa Mullins, chair; Jane Hedberg, Sarah Tusa, Ellen Greenblatt, B. Geer, liaison.

5.3.2 Publications Program Task Force

B. Geer presented the Publications Program Task Force charge with a progress report to the Board Liaison by August 15, 1997, and a final report for the Board's consideration by October 15, 1997. The tentative list of members is: Ladd Brown, chair; Leslie Horner Button, Mary Beth Clack, Mary Fugle, Steve Savage, Maggie Rioux, and Carol Diedrichs, liaison. Final appointments will be confirmed during the summer.

5.3.3 Task Force to Study Cooperative Efforts

B. Geer distributed the charge of the Task Force to Study Cooperative Efforts, which involves not only NASIG and ALCTS-SS but other outreach. She has requested a preliminary report to the Board Liaison by October 15, 1997, and a final report for Board consideration by December 15, 1997. Members are: Michele Crump, chair; Mary Buttner, Betty Landesman, Pamela Morgan, Marla Schwartz, and Eleanor Cook, liaison.

6.0 SITE SELECTION

6.1 J. Callaghan shared preliminary cost estimates and other information regarding the following potential conference sites: 2000 at University of California, San Diego, and 2001 at Trinity University, San Antonio, Texas. She will continue to pursue these options and work around SLA/ALA dates.

6.2 J. Callaghan reported that sites for 1999 are still being explored. The dates must be June 10-13, 1999, to avoid conflict with other major conferences. C. Diedrichs and others commented that universities operating on a quarter system have scheduling conflicts. J. Callaghan will informally poll conference attendees for site suggestions for 1999.

7.0 CALENDAR

J. Gammon had the May 1997 edition of the NASIG Board Working Calendar for review. B. Geer will assume update responsibilities and investigate putting it on the Web.

8.0 1997/1998 COMMITTEE APPOINTMENTS

S. Davis distributed the 1997/98 committee appointments and made two liaison changes: S. Oberg will serve on Continuing Education and J. Mouw will be liaison for Regional Councils & Membership. S. Davis added that the appointment process utilized almost all of the volunteers who submitted forms. There are about 128 committee positions.

9.0 SISAC/Fritz Schwartz Award

(See the report under 13.2)

10.0 MEMBERSHIP MEETING PREVIEW

B. Geer discussed the agenda for opening night, business meeting, and the closing session.

11.0 CONFERENCE PLANNING COMMITTEE

L. Ayers, T. Champagne, and J. Wilhelme reviewed last-minute details, discussed souvenir pricing, and logistics of opening night events.

12.0 PROGRAM PLANNING COMMITTEE

K. Cargille and C. Easton noted their annual report and distributed a master list of program arrangements that provided the Board with detailed information.

13.0 COMMITTEE REPORTS

13.1 Archives

J. Gammon reported on the change in T. Mullins' work affiliation and her new address. (See also 5.3.1)

13.2 Awards & Recognition (A&R)

E. Cook announced that Horizon Award winner Tracy Remington would be unable to attend the conference because of a family emergency. She recommended that Tracy attend next year as a winner.

DECISION: The Board agreed that Tracy Remington will be invited to the 1998 NASIG Conference at NASIG's expense as a Horizon winner.

ACTION: A&R will notify T. Remington prior to the 1998 conference.

After additional discussion with SISAC representatives for a jointly sponsored tribute to Fritz Schwartz, E. Cook presented a proposal from an A&R subcommittee that a scholarship be established for a paraprofessional to attend library school. SISAC will make a financial contribution and prepare a biographical sketch about Schwartz for the award process. Details will be worked out between SISAC and NASIG through A&R concerning selection, deadline, presentation, etc.

ACTION: As a jointly sponsored NASIG-SISAC award in honor of Fritz Schwartz, the Board approved the concept of an education scholarship in the amount of $2500 for a paraprofessional to attend library school. DATE: A&R and SISAC will work out the details as soon as possible so that an award can be made at next year's conference.

13.2.1-2

E. Cook presented a proposal from A&R subcommittee for an international outreach grant in honor of Marcia Tuttle, who will retire from the University of North Carolina, Chapel Hill, this summer.

ACTION: The Board approved the concept of a Marcia Tuttle International Grant, pending further details from A&R.

DATE: Development of application form & refined description by the October 1997 Board meeting.

The Board had further general discussion concerning the establishment of a separate NASIGWeb section for grants and awards.

13.3 Bylaws K. McGrath referred to the annual committee report included in the Board packet for a summary of accomplishments.

13.4 Continuing Education Committee (CEC)

B. MacLennan reported that Linda Golian and Alison Roth, CE coordinators for the mentor/mentee program, received an excellent response and that there will be 48 participants this year. L. Golian is in the process of changing jobs, so Alison Roth will coordinate the mentor/mentee reception. She noted that M. Crump is developing a distribution plan to library schools for the "Shaping a Serials Specialist" brochure with an accompanying description of its development prepared by C. Foster. Marty Gordon, CE member, is coordinating updates for the Human Resources Directory (HRD).

13.4.1

B. MacLennan noted that CEC has had an extremely busy year with outreach programs and accomplishing priorities set by the Board and the membership so that identifying schools offering publishing programs is still pending. She concluded by observing that many people are contacting CEC for NASIG programming. The Board is still interested in hearing from the committee regarding scholarships to regional NASIG CE programs (see Feb. 1997 minutes, section 4.4).

13.5 Database & Directory Committee (D&D)

13.5.1-2 J. Callaghan reported that the 1997 directory should be in the mail by June 20. The membership rate as of May 1 is 1,161 with a renewal rate of 87%. Having observed several non-renewals among retirees, D&D Chair Cheryl Riley asked the Board to consider a rate for retired professionals.

DECISION: The Board decided to retain the current membership rate structure.

The Board discussed ways to streamline the database maintenance process but no decisions were made.

13.6 Electronic Communications Committee (ECC)

A. Ercelawn called attention to ECC's annual report and advised that electronic services have not yet migrated to the new server at UNC.

13.7 Evaluation & Assessment (EAC)

J. Callaghan commented that the committee will try to compile conference evaluation results by the fall board meeting. She observed that this committee, unlike all others, operates on a calendar-year cycle. B. Geer will incorporate the EAC calendar into the NASIG Board Working Calendar.

13.8 Newsletter

M. Horn reported that the June issue of the Newsletter will be edited and produced after the conference. She will send the non-profit mailing documents to the postal office to qualify for a lower mailing rate.

13.8.1 Self-Study Report

M. Horn stated that the self-study report has not yet materialized. She will draft a report after she receives comments and assessments from the Editorial Board. She announced that John Harrison will become distribution editor, replacing Vikki Medaglia. She commented that Curry Printing & Graphics in Lewiston, Maine, is doing a very good job.

13.9 Proceedings

C. Diedrichs spoke with Bill Cohen at Haworth about the split volume numbers for the 1996 NASIG Proceedings. He assured her that this will not happen again. C. Diedrichs thanked M. Horn and Tom McFadden for assuming indexing responsibilities on very short notice.

C. Diedrichs summarized four issues which were discussed with Bill Cohen and which may require minor revisions to the contract:

1) document delivery components
2) splitting into 2 volumes
3) maintaining print copies indefinitely
4) refining a mutually agreeable copyright form.

Given resolution of these details, she recommended accepting Haworth's bid for 1998-2000.

ACTION: The Board approved Haworth as publisher of NASIG Proceedings for a three-year term, starting in 1998.

C. Diedrichs said that we need to bill Haworth in order to receive our annual contract payment. She raised a question posed by B. Cohen about bundling a subscription to Serials Librarian with NASIG membership benefits.

DECISION: The Board declined to pursue linking a subscription to Serials Librarian to NASIG membership benefits.

As a point of clarification, C. Diedrichs found nothing in the contract that prohibited the electronic version of the proceedings from being mounted as soon as it is ready.

13.10 Regional Councils & Membership (RC&M)

B. MacLennan reported that RC&M continues to work with CEC in identifying regional programs. The two committee chairs will compile a list of conferences in a particular region where CEC wants to develop programs instead of identifying all regional conferences in the nation. B. MacLennan also noted that some contacts occur when regional groups post announcements or calls for papers on listservs.

13.10.1 Traveling Display

B. MacLennan commented that the traveling display initiative is on hold pending coordination by incoming appointments. Key people will be Judy Johnston, publicist, Ann Nez, incoming RC&M chair, and Jim Mouw, Board liaison.

14.0 Nominations & Elections (N&E)

In response to a request from N&E to explore ways to increase commercial representation on the Board, J. Gammon invited T. Feick to share her historical and current perspectives on this issue. She discussed voting patterns and trends among the NASIG members and recognized the complexity of this problem. The Board discussed ways to profile the significant contributions made to NASIG by the commercial sector through newsletter articles, committee assignments, and other ways to increase awareness of the importance of this representation throughout NASIG and on the elected Board. The Board will seek comments and suggestions from the membership soon.

15.0 STRATEGIC PLAN REVIEW

B. Geer commented that NASIG's Strategic Plan will need to be revisited and enhanced before the year 2000. She commended all committees for their significant progress this year in following the plan. B. Geer will facilitate updates of the Web version.

16.0 PERIPHERAL CONFERENCE EVENTS

The Board agreed that having a separate section on the conference Web site for other events worked well. At Michigan the section was entitled "Unofficial Notices That May Be Of Interest to Annual Conference Attendees." The Board will ask CPC for comments about the usefulness of the physical bulletin board.

17.0 NEXT MEETING & ADJOURNMENT

B. Geer thanked the outgoing members of the Board: B. MacLennan, K. McGrath, D. Tonkery, and J. Gammon for their service to NASIG.

The next Board meeting will be October 24-25, 1997, in Boulder, Colorado.

The meeting was adjourned at 5:28 p.m.

Respectfully submitted,

Connie Foster NASIG Secretary

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