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North American Serials Interest GroupNASIG Newsletter Vol. 13, No. 2 (April 1998) ISSN: 0092-1733 MINUTES OF THE NASIG BOARD MEETING Attending: Susan Davis, President Jean Callaghan Guests:
S. Davis welcomed Board members and guests to a guaranteed snowless meeting. 1.0 MINUTES The minutes of the October 24-25, 1997, Board meeting were approved. 2.0 SECRETARY? REPORT 2.1 C. Foster distributed revised rosters reflecting a change for A. Ercelawn. 2.2 C. Foster compiled the following Board decisions since the May meeting for inclusion in the minutes: Agreed to add to the Conference Planning Manual that Board members will not receive complimentary conference handout packets. 2.3 C. Foster mailed twenty-seven (27) letters of non-acceptance for program proposals on December 10, 1997. She thanked PPC chairs for their cooperation and deliberations in such a timely manner. 2.4 As Board liaison to the Professional Liaisons, C. Foster summarized the few responses received in reviewing the Strategic Plan as it applies to the liaisons. One liaison raised the question of timeliness of other conference reports. The Board agreed that newsletter reports provide valuable information and insights that readers may not get elsewhere and that the need exists to continue them. Per Board Action 4.2 at the October meeting, each liaison will present a committee status report regarding the Strategic Plan. 3.0 TREASURER? REPORT 3.1 G. Williams indicated that the Michigan conference earned a surplus of $17,096.96. The Board discussed a few items such as souvenirs, refunds, late night socials and the overall conference budget. The treasurer noted that at the University of Colorado participants will pay on-site for parking. 3.2 G. Williams reported that the NASIG operating budget showed expenses of $55,910.23 in 1997 out of a projected budget of $80,000, and that the current cash balance is $121,206.26 plus $54,414.16 in investments for a total on hand of $175,720.42. S. Davis reminded the Board that NASIG should keep one year? operating budget in reserve. If the cash balance approaches that amount or if expenses exceed income, then the Board will need to review NASIG? financial position. For now, however, NASIG remains in excellent shape, so no further action is needed. The treasurer commented that membership renewals total 931 as of December 16, 1997, and continue to arrive. This reflects a renewal rate of 74%. A. Ercelawn compared that to the 80% rate last year after first notices were mailed. Second reminders are being mailed now. The total membership as of this January meeting is 982. 4.0 PROGRAM PLANNING COMMITTEE (PPC) M. Markwith and J. Luther said that the program is ready to print in the brochure and that there have been no changes or cancellation with speakers. M. Wilhite stated that a deadline for brochure copy would be helpful for making some final arrangements. P. Wallace responded that January 15, 1998, is the last day for any copy changes. M. Wilhite announced that there will be 21 workshops with a few speaker slots ?o be announced.? Everyone on PPC has liaison responsibilities for plenaries, concurrents, and workshops to verify speakers?needs. J. Luther and M. Markwith highlighted Pat Schroeder and Aldolfo Rodriguez as two speakers representative of the quality awaiting conference goers. C. Diedrichs reminded PPC of communication with the Proceedings editors when special arrangements are made with speakers that might affect Proceedings content or format. M. Markwith distributed a report of PPC? review of the Strategic Plan; J. Luther encouraged NASIG to seek ways to publicize itself--the conference in particular--to other organizations, publishers, and other sectors of the information community. Possible ways to distribute brochures were mentioned as well as appointing a former PPC member to CEC to provide continuity in program ideas. M. Wilhite will coordinate letters mailed to workshop presenters and consult with CPC about deadlines. Comments followed about tips for leading discussions and the role of conveners and introducers. PPC chairs assured the Board that CPC and Proceedings editors would have a checklist of speaker needs and arrangements. 5.0 TASK FORCE REPORTS 5.1 Archives Task Force B. Geer reported that the task force will be reconstituted when a new archivist is appointed. 5.2 Conference Planning Manual F. Wilkinson noted several items still needed for the appendix, such as forms for site selection, vouchers, audio-visuals, a sample conference budget report, and conference receipt acknowledgment. She observed that the manual had inconsistent language when referring to concurrent sessions as concurrents or issues. The Board agreed to leave ?oncurrents?as the generic term for now. She raised the question of how to designate first-timers at the conference. The Board generally agreed that CPC should add a ribbon or other designation to the first-timer badges. 5.3 Program Planning Manual C. Diedrichs is awaiting revisions from C. Easton so the manual can be forwarded to future committees. 5.4 Publications Program Task Force C. Diedrichs reported that the task force, chaired by Ladd Brown, has identified 5 components for discussion: proceedings, newsletter, standalone publications like the Back Issues Directory, procuring new publications, and anything else, like ways to publicize NASIG. Their report is expected in mid-March. 5.5 Task Force to Study Cooperative Efforts E. Cook reminded the Board of the June deadline extension for the report. She announced that ALCTS Serials Section will meet Saturday morning, January 10, from 8-9 to discuss mutual linking of the organizations?Web pages. (See attached report) 6.0 NEWSLETTER FOR LIBRARY SCHOOLS S. Oberg led a discussion about giving a copy of the NASIG Newsletter to all North American library school programs either in print or electronically. Currently students can join NASIG for $5 and receive the Newsletter and all other benefits. The Board considered the logistics of posting and/or circulating the Newsletter within library schools. S. Oberg suggested having the publicist explore Newsletter distribution options to library school students and having Regional Councils & Membership Committee state representatives promote the benefits of a student membership. Further discussion ensued about designating a RC&M member as library school outreach person and sending publicity about student grants winners to appropriate places (although there might be some overlap with Continuing Education? role in the Strategic Plan and other committees). In light of Board discussion, the president will appoint a task force to explore strategies and issues and make recommendation for outreach to library science students and faculty. ACTION: The President will appoint a Task Force on Library School Outreach. 7.0 COMMITTEE CHAIR ORIENTATION S. Davis requested ideas to help committee chairs understand fully their roles within NASIG. The Board suggested including a tip sheet for the welcome packet and that committee guidelines be revised with emphasis on creating a committee manual if none exists, or, if documentation exists, to update and forward to incoming chairs all documentation and a time line or calendar of committee activities. S. Oberg cited the complexity of the organization now as a reason to review and enhance documentation and to communicate expectations to those in leadership positions, especially when everyone has pressures of responsibilities beyond NASIG. He will distribute summaries of committee information to Board liaisons. These summaries were created from information received from committee chairs in the fall of 1997. Committee chairs were asked to provide a list of documents in use by the committee, a summary of activities, and a time line. All board liaisons need to examine their committee liaison activities and time lines, especially for transition of appointments. For example, the Newsletter Editor-in-Chief should remain for one issue beyond the specified June term in order to provide continuity for the September issue. ACTION: The Board will have a Committee Chair Orientation at the 1998 conference for the 1998/99 (incoming) chairs. This orientation will be led by a former Board member, who will also revise the general committee guidelines. The president will identify the leader and work with that person in establishing the orientation session. 8.0 COMMITTEE REPORTS (Part 1) 8.1 Archives (See 5.1) 8.2 Awards and Recognitions Committee (A&R) J. Callaghan reported that Debbie Sibley, A&R co-chair, has mailed 25 student grant applications in response to requests so far. She has received 15 requests for information about the Fritz Schwartz scholarship as of December 18, 1997. She relayed a message from Sandy Hurd, on behalf of SISAC, that SISAC is very pleased with the establishment of this scholarship. Discussion followed about the origin of the name for the Horizon Award and also the obligation of the recipients to have their essays published by NASIG. ACTION: A&R will stipulate on the 1999 Horizon application form that Horizon recipients?essays will be published in the NASIG Newsletter. 8.2.1 J. Callaghan distributed the details of the Marcia Tuttle International Grant and discussed the award cycle. The Board complimented the A&R Subcommittee for their excellent draft for the grant process and looks forward to applicants. Also considered was the problem of the committee changing composition during the grant application process. ACTION: A&R will revise the draft before February 15, 1998, for final Board approval. ACTION: The Board approved 2 awards, $1000 each, through December 1998. The Board further recommended an ongoing evaluation of this process. 8.3 Bylaws Committee A. Ercelawn had no activities/actions to report. No amendments have been proposed. 8.4 Continuing Education Committee (CEC) S. Oberg reported on CEC activities since the October Board meeting. Committee members are coordinating programs with the North Carolina Serials Conference, Maryland Library Association, Louisiana Library Association and making arrangements for the mentor/mentee experience at UC-Boulder, and continuing to update the Human Resources Directory. No revisions are needed to the four points in the Strategic Plan that apply to CEC. The Board suggested that CEC consider posting on NASIG-L a request that NASIG members submit to the committee any program ideas and speakers from conferences attended elsewhere. Also, suggested was that EAC consider giving CEC a ?est list?from each NASIG conference to expand education offerings. ACTION: EAC will give CEC co-chairs a copy of the conference evaluation so that CEC can compile a ?est list?of NASIG programs. 8.5 Database & Directory Committee (D&D) A. Ercelawn announced that the online version of the membership directory is available, effective January 12, 1998. The Board commended the committee for this excellent step in providing current membership information and acknowledged that this completes a goal in the Strategic Plan. Thanks go to Ann Dykas, who designed the template and basic Web document, as well as to Cheryl Riley, committee chair, and to Carol Gill. A. Ercelawn commented that the renewal rate for members is on target (also see 3.2) and that C. Riley is sending 320 renewal reminders now. C. Foster and M. Horn inquired about the database coding for Newsletter subscriptions only. M. Horn will contact C. Riley about this information in order to expedite and clarify the claims process for Newsletter subscriptions. 8.6 Electronic Communications Committee (ECC) E. Cook reported that the Excite! Search software has not yet been installed, that progress should be made towards eliminating the gopher, and that steps towards decentralizing the Web responsibilities of ECC are complex because of the varying levels of expertise throughout NASIG committees. The check for 1998 NASIGNET services was sent to the UNC School of Library and Information Science in October 1997. E. Cook stated that the capability now exists for machine matching for purging the membership list of non-renewed members. E. Cook mentioned concerns about personnel transitions at UNC and the complexity of ECC? assignments. In addition, levels of technology needed to fulfill effectively the electronic needs of our organization are becoming more sophisticated. ACTION: B. Greer will add to the working calendar for September that the ECC liaison, ECC chair(s) and UNC-SLIS Director of Computing will review the working relationship and NASIG? expectations for support of its electronic services in the coming year. The UNC student involved in this operation may be included in the discussion if that student has been designated. ECC will then make a recommendation to the Board regarding renewal of services. 8.7 Evaluation & Assessment Committee (EAC) S. Oberg observed that EAC operates on a calendar year that its transition occurs in January, an off-cycle fashion compared to other committees. The Board congratulated Beatrice Caraway and her group for excellent work this year. B. Caraway will pass the committee manual to incoming chair Jennifer Marill. (For other actions see 2.2 under Board Actions, no. 2) With regard to the Strategic Plan, S. Oberg shared B. Caraway? statement that while EAC? role in the Strategic Plan is not specifically mentioned nor defined, EAC does provide an essential support role to PPC and CPC for fulfilling their goals. 9.0 CONFERENCE PLANNING COMMITTEE (CPC) P. Wallace reviewed Budget Revision #4, January 1998, and a draft of the conference brochure (4 pages shorter than last year?). She then discussed tour options and pricing, evening events, souvenirs, and the conference packet folder. The Board again expressed appreciation for her detailed and timely reports and enthusiasm and the work of her committee from the very beginning. P. Wallace encouraged everyone to check the Web page regularly for more information, possibly even photos and prices of the souvenirs. 10.0 COMMITTEE REPORTS (Part 2) 10.1 Newsletter M. Horn explained that the December issue of the Newsletter (print) arrived before the Web version partly due to holiday scheduling and transition in personnel. She reminded the Board of a few items needed for the February issue. The February issue will omit new members and refer readers to the Web site. For the time being, e-mail changes will remain in the print version and also appear on the Web site. S. Savage drafted a two-page questionnaire for the February issue of the Newletter with a March return deadline. The survey will also be posted on NASIG-L and NASIGWeb. The responses will be tabulated and included in the self-study report due at the June Board meeting. 10.2 Nominations & Elections Committee (N&E) B. Geer said that Christie Degener, Chair, and her committee are working steadily on the slate. Calls to nominees slated will be made in January. Ballot preparation process is underway. Ballots will be mailed in mid-February with a deadline for return of March 15, 1998. 10.3 Proceedings E. Cook thanked Charlene Simser and Mike Somers, co-editors of the 1997 volume, for their fine work as they complete the electronic version. 10.4 Regional Councils & Membership Committee (RC&M) J. Mouw distributed a welcome letter and list of responsibilities for state representatives prepared by Ann Nez, chair. The committee is identifying Colorado librarians to whom they can mail conference brochures. The constraints of an early ALA midwinter and holiday schedule delayed the first informal NASIG gathering but the event will be pursued for 1999 in Philadelphia. The membership brochure (2/96 version) wll be reviewed and reprinted after the conference. If the revisions are minor, only the English version will be printed until supplies of the French and Spanish decrease. The Board then discussed terms of service for state and provincial representatives since they are volunteers who enhance the formal committee membership and do not follow the 2-year term cycle. ACTION: The Board recommended that RC&M chair establish 2-year terms of service, renewable at the chair? discretion, for state and provincial representatives.
10.4.2 S. Davis mentioned the continuing development of the role of publicist for NASIG. All committees and J. Johnston (publicist) need to compile a list of needs for publicist and the types of publicity for communicating NASIG? many activities and awards. The NASIG publicist will concentrate on publicity beyond NASIG? internal channels (NASIG-L, the Newsletter, and NASIGWeb); the committees will focus on the internal communication. ACTION: All committee chairs and liaisons should remember to notify the publicist of NASIG events and announcement, e.g., award winners in a press release, in Newsletter, areas outside NASIG-L. This responsibility will also appear in all committee guidelines. ACTION: Publicist will develop a standard press release or publicity form suitable for most announcements. 11.0 SITE SELECTION 1999 AND BEYOND J. Callaghan is still reviewing possible sites for June 10-13, 1999, and beyond. Many institutions cannot confirm dates for NASIG before returning groups have booked their preferences. She noted that conference costs decrease greatly at institutions when the library acts as a sponsor for the conference. She will document the site selection process prior to finishing her term as Board member. 12.0 SEARCHES TO FILL EXPIRING TERMS S. Davis updated the Board on progress towards filling the positions of archivist, Newsletter Editor-in-Chief, and Proceedings editors. E. Cook presented the recommendation from the Proceedings Editors search that the 1998 Proceedings editors be: Beatrice Caraway, principal editor; Beverley Geer and Jeffrey Bullington, the Trinity team. The Board thanked E. Cook, Charlene Simser, and Mike Somers for serving as the Proceedings Editors Search Committee. ACTION: The Board unanimously approved those named above as the 1998 Proceedings Editors. 13.0 NASIG-L S. Davis reviewed the philosophy of NASIG-L and guidelines for posting messages on the moderated list. S. Oberg noted that restrictions are described in the Welcome message. Board discussion focused on whether NASIG-L is being fully utilized by the membership and how it could be more effective as a discussion forum. ACTION: S. Oberg will forward the NASIG-L Welcome to the Board for review. Board members will prepare examples of what might be included in the use of NASIG-L that currently is not and suggest ways to promote further use of NASIG-L as a discussion forum. DATE: Discuss use of NASIG-L via e-mail prior to the June 1998 Board meeting. 14.0 CALENDER Since the working calendar has remained fairly stable, B. Geer did not produce new copies. She will continue to receive corrections and additions and pursue a Web version. 15.0 OTHER S. Davis sent a letter to Bill Cohen, Haworth Press, regarding complimentary copies of Serials Librarian to Board members. She hopes that this correspondence will serve as another reminder to delete Board members from the mailing list database. The next Board meeting will be June 17, 1998, from 8-6, at the University of Colorado, Boulder. At noon Friday, the winter Board meeting adjourned. |
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