North American Serials Interest Group
MINUTES OF THE NASIG BOARD MEETING
Date, Time: October 24-25, 1997, 8:30-5:00 daily Place: Boulder, Colorado
Attending: Jean Callaghan
Susan Davis, President Eleanor Cook
Steve Oberg, Vice Pres./Pres. Elect Ann Ercelawn
Beverley Geer, Past President Carol Pitts Diedrichs
Connie Foster, Secretary Jim Mouw
Gerry Williams, Treasurer Fran Wilkinson
Guests:
Maggie Horn, Newsletter Editor
Pat Wallace, Wendy Baia, Barbara Willis, 1998 Conference Planning Committee
Judy Luther, Mike Markwith, Marjorie Wilhite, 1998 Program Planning Committee
Steve Friedman, University of Colorado at Boulder, Conference Services Coordinator
INTRODUCTION/GREETINGS
S. Davis welcomed the new Board members and observed that this was the first fall Board meeting held during a snowstorm.
1.0 MINUTES
The minutes of the May 28, 1997, Board meeting and the May 30, 1997, business meeting were approved.
2.0 SECRETARY'S REPORT
2.1 C. Foster distributed revised rosters reflecting a change for C. Diedrichs and a reminder to send all NASIG reimbursement forms to the post office box used by G. Williams.
2.2 C. Foster compiled the following Board decisions since the May meeting for inclusion in the minutes:
1. Approved ordering 5000 envelopes with NASIG's permanent address for general committee use and 2500 envelopes marked "Official Election Ballot" for Nominations and Bylaws Committees.
2. Agreed to renew AMIS membership at the $100 corporate level.
3. In keeping with our position of not accepting corporate sponsorships or contributions, declined Haworth's offer to send each board member a complimentary subscription to Serials Librarian.
4. Authorized an increase of $1500 to the Database & Directory budget for temporary help in maintaining the NASIG membership database responsibilities through the end of 1997.
5. Agreed to add the ALCTS-SS Task Force names to the electronic discussion list for the Task Force to Study Cooperative Efforts.
6. Authorized a donation to the Palomar Unitarian Universalist Fellowship in memory of Tina Feick's father, Harold Larsen.
7. Extended the deadline of the Publications Program Task Force to mid-March 1998.
8. Changed the schedule of electronic lists changeover to occur 2-4 weeks after the annual conference with the following lists receiving priority: NASIG-BD, ECC, and PPC. Other lists will be considered when a request is received for faster transition.
9. Expanded the list of recipients of the conference evaluation summary report to include: President, past President, immediate past PPC and CPC co-chairs, and incoming PPC and CPC co-chairs and board liaisons.
10. Endorsed the idea of a program proposal for the next annual conference on developing leadership skills within NASIG and the serials profession.
2.3 C. Foster reported that fifty-five (55) program proposals had been forwarded to the Program Planning Committee for the 1998 conference.
2.4 C. Foster, Board liaison to the Professional Liaisons, initiated discussion about ways to increase diversity among NASIG's membership in response to the Strategic Plan. The Board examined opportunities already in place for attracting members from areas other than academic librarianship, in keeping with NASIG 2000 goals.
3.0 TREASURER'S REPORT
3.1 G. Williams distributed the 1997 Michigan Conference Report as of 10/8/97 and noted that there are still a few bills outstanding. She projected that the 1997 conference will show a profit since there is currently a $67,000 surplus. For the 1998 conference, she requested that pre-conference income and expenses be tracked separately from the other conference costs.
3.2 G. Williams reviewed the Balance Sheet as of 10/8/97 with total assets of $222,786.21, and 1997 expenditures to date of $44,694.00. The operating budget is $80,683.00, so we are still under budget for the year. She observed that operating expenses continue to exceed dues income; nevertheless, the financial outlook, boosted by successful conferences, remains healthy. She also distributed a Profit & Loss Comparison for 1/1/96-10/15/97.
3.3-4 The 1998 draft operating budget, as presented by the treasurer, was $103,661.
ACTION: The Board approved the 1998 operating budget pending any changes resulting from committee reports later in the meeting.
3.5 S. Davis had prepared a NASIG Board Meeting Reimbursement Policy (10/97) to clarify reimbursement issues for new board members and to keep the policy current.
ACTION: The Board approved the NASIG Board Meeting Reimbursement Policy and recommended that it be added to the orientation packet for new Board members.
DATE: Effective immediately
4.0 STRATEGIC PLAN
4.1 S. Davis explained the Board's proposal for a leadership preconference. E. Cook shared information about possible speakers. Discussion followed about ways to link the leadership preconference with NASIG leadership development as well as personal development for participants.
4.2 S. Davis solicited input on the status of NASIG 2000 Strategic Plan as the year 2000 approaches with questions as to whether a new plan is needed or updates to the original plan. Board members agreed that the plan, as written and implemented, is still valid and serves a vital role in guiding the organization; nevertheless, it is essential to review progress and revise goals as appropriate so that the plan will be applicable beyond the year 2000.
ACTION: The Board recommended that each committee should annually review the pertinent sections of the Strategic Plan and make suggestions for changes, deletions, or additions in light of their work. The Board also requested that each committee prepare a status report on the goals set forth in the plan for that committee.
DATE: Annual review due at the time all annual committee reports are due, usually submitted by May 1. Status report due by the January 8, 1998, Board meeting
5.0 TASK FORCE REPORTS
5.1 Archives Task Force
B. Geer reported that the task force's work is in progress and that the archives are in a period of transition until a permanent site can be found.
5.2 Conference Planning Manual
F. Wilkinson distributed the table of contents for the Conference Planning Manual, which she reorganized, coded, and updated. She urged everyone to e-mail to her any changes, comments, and provide sample documents for appendices. J. Callaghan will prepare a site selection checklist for the manual.
5.3 Program Planning Manual
C. Diedrichs stated that a June 1996 version of the Program Planning Manual exists. Christa Easton will revise it for future PPC Co- Chairs and Liaisons.
5.4 Publications Program Task Force
C. Diedrichs announced a mid-March 1998 deadline for the Publications Program Task Force report. After reviewing the charge with the Task Force, Chair Ladd Brown will adopt a topical approach to the task and solicit comments from each member on all subjects to be addressed or envisioned.
5.5 Task Force to Study Cooperative Efforts
E. Cook reported that ALCTS/SS committee members have been added to the task force listserv to facilitate discussion and collaboration between these two groups. The Board discussed other groups with which NASIG could collaborate. A final report is due December 15, 1997.
6.0 CONFERENCE PLANNING ISSUES
6.1-2 After leading a tour of campus facilities to be used for the 1998 conference, Steve Friedman, Conference Coordinator, reviewed a draft budget, discussed accommodations, events, and logistics. He pointed out that each residence hall room has a "microfridge" and mentioned transportation options for persons needing rides to meeting locations.
P. Wallace and W. Baia, Conference Planning Committee co-chairs, discussed conference events and meeting sites and presented Budget Revision #3, October 1997. The Board was most appreciative of their efforts and the details provided by S. Friedman and all others involved in the planning process to date. The Board expressed appreciation to Jim Williams, Dean of the University of Colorado at Boulder Libraries, for providing break refreshments during the Board meeting.
ACTION: C. Foster will send a thank-you note to Jim Williams for his exceptional hospitality in keeping the Board members amply refreshed.
DATE: Immediately upon return from the Board meeting
ACTION: The Board agreed to set the 1998 basic conference fee at $325 single; $300 double; $250 commuter, pending review of a revised budget from CPC.
W. Baia reviewed entertainment options, locations for special events, and possibilities for the Sunday afternoon tours. In order to have Users Group meetings and allow ample time for tours, S. Davis suggested that the Users Groups hold discussions during Sunday lunch, so that tours can begin at 1:30 p.m.
P. Wallace said that Georgia Briscoe (UC Law Library) will coordinate all audio-visual needs for the conference and has already contacted the Michigan coordinator and begun plans for 1998. The Colorado State University committee members (Donnice Cochenour, Patricia Smith, Nora Copeland) are preparing the registration brochure; W. Baia is writing the introduction. P. Wallace shared ideas for souvenirs, conference packet folders, and alternatives to the fun run/walk.
ACTION: Conference registration brochures will be mailed between Feb. 15-March 1, 1998. Registration is open to members only until April 15. Registration deadline for everyone is May 18. The Board agreed that no official travel agency is needed.
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(The Board meeting resumed Saturday morning at 8:00 in the Broker Inn Lounge, replete with old library books, even NUCs, while the blizzard raged on; at noon the group reconvened at the UC library for lunch and the final portion of the agenda)
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7.0 COMMITTEE REPORTS
7.1 Archives
(See 5.1)
7.2 Awards & Recognitions Committee (A&R)
J. Callaghan announced the establishment of the Fritz Schwartz Serials Education Scholarship to be sponsored by NASIG and SISAC. The award process will follow the same schedule as the student grant process. The committee should consider if additional members are needed to oversee this increase in awards. The $2500 annual scholarship will be awarded to someone enrolled in at least 6 credit hours of library/information science courses. Details are forthcoming. NASIG is very pleased with this joint award as a tribute to Fritz Schwartz. SISAC members prepared an informative biographical sketch of Schwartz that captures the essence of his contributions to the serials industry and librarianship.
J. Callaghan said that details are still being worked out for the Marcia Tuttle International Grant with a timetable different from the other awards in an effort to distribute workload for this committee. NASIG awards now are: 3 Horizon; 10 student grants, 1 scholarship, and 1 international grant, pending approval of final details.
ACTION/DATE: A&R will propose final details of the Marcia Tuttle International Grant by the January 1998 Board meeting.
7.3 Bylaws Committee
A. Ercelawn reported on the activities of Bylaws, chaired by Julie Su. The committee has revised and mounted its internal documentation in a committee subdirectory of NASIGWeb. With assistance from Donnice Cochenour, the Web version of the NASIG Bylaws was updated to incorporate 1997 revisions. C. Foster wondered if the pre-printed election ballot envelopes would suffice for any possible bylaws votes. She will send a sample to J. Su for consideration. Currently, no amendments have been proposed.
7.4 Continuing Education Committee (CEC)
S. Oberg announced that the Human Resources Directory is growing, thanks to the efforts of Marty Gordon and Marilyn Geller, co- chairs. The committee has an ever-increasing list of initiatives and events. NASIG now has 2 banners (30"x48") suitable for table displays at conferences. Phil Greene is the liaison from CEC to RC&M.
7.4.1 S. Oberg reported that the mentor program had 12 out of 48 evaluations returned indicating an overall favorable opinion. Areas for improvement include ways to facilitate the initial meeting of participants, such as providing a separate reception room, special name tags, or a table designated at the reception as the place for mentors and mentees to meet, and a clearer delineation of ways to assist mentees and expectations of this relationship. The Board discussed possible improvements at the 1998 conference in light of these evaluations and familiarity with potential meeting areas for receptions and gatherings as a result of the campus tour.
7.5 Database & Directory Committee (D&D)
7.5.1 A. Ercelawn noted that the 1998 renewals were mailed on October 14 and that membership prior to renewals is 1260. She discussed the renewal process with the goal of October 1 for first mailing and a deadline of November 15. (Since renewals were mailed later this year, the renewal deadline was extended to November 17). A second renewal notice is sent in early January to all non- renewing members. M. Horn added that a final renewal notice appears in the February newsletter and that the mailing label indicates if a membership has expired. A. Ercelawn reported than an online membership directory is being developed by Ann Dykas, Carol Gill, and Cheryl Riley. Rose Robischon will coordinate the directory production next year.
A request from PPC to code the database for more membership information at renewal time (by organization, principal work area, and type of responsibility) prompted discussion of pros, cons, effects on existing database codes of D&D and ECC software, and general feasibility and necessity.
DECISION: The Board recommended that the Program Planning Committee use the prior year's conference evaluation for membership profile information that would help in setting programming goals and that EAC review registrant categories on the evaluation form to accommodate their request if feasible.
7.5.2 In response to a request from D&D chair for additional clerical support (also see 2.2, action 4), the Board discussed ways to streamline and distribute the work involved in maintenance of the database and directory production, such as having the printer pack and mail the directory again next year.
ACTION: The Board clarified that the $1500 budget allocation authorized for temporary assistance to D&D covers the remainder of the current committee year, through the June 1998 Board meeting.
7.6 Electronic Communications Committee (ECC)
E. Cook presented an ECC proposal to request UNC to install Excite for Web Servers (EWS 1.1), a free search software that will enhance searching of newsletters and proceedings subdirectories.
ACTION: The Board approved the installation of EWS 1.1, pending agreement by the UNC technical staff.
DATE: ASAP
E. Cook reported that NASIG had not yet been billed for the 1998 Web services at UNC.
ACTION: G. Williams will contact UNC about payment for 1998 database support.
DATE:ASAP
E. Cook explained that the ECC preconference, pending acceptance by PPC, would be similar to the one offered last year. Mike Randall is the coordinator for this program.
(Committee reports resume under 9.0)
8.0 PROGRAM PLANNING COMMITTEE (PPC)
M. Markwith distributed a preliminary roster of preconference, plenary, and issue (concurrent) sessions. In addition to co-chair J. Luther, other members of the Plenary Subcommittee are Mary Page, Bob Persing, Cecilia Leathem, and Ladd Brown. M. Markwith sought clarification about the committee's role with preconferences. S. Davis explained that PPC is responsible for the entire program and coordinates preconferences with the designated contacts.
ACTION: The Board approved the preliminary program of preconferences, plenaries, and issues.
M. Wilhite, PPC workshop chair, reviewed the draft of workshop proposals. Her subcommittee includes Whitney Alexander, Jos Anemaet, Rita Broadway, Sandy Gurshman and Margaret Mering. The Board discussed several proposals in response to Wilhite's questions about number of presenters and focus of topics.
ACTION: PPC will refine further the program speakers and presenters and confirm the program.
DATE: By December 1, 1997, in order for abstracts to be included in the conference brochure
The Board discussed ways to reduce the length of the brochure and suggested that names of conveners be eliminated and abstracts shortened. C. Diedrichs reminded PPC to notify the Proceedings Editors about any special programming arrangements with speakers and workshop leaders.
8.1 F. Wilkinson and S. Davis reviewed the history and process of compiling and selling conference handout packets (from workshop and issues sessions). Discussion ensued about time of payment and method for obtaining originals. P. Wallace suggested that a volunteer from her committee or staff be assigned to each session for obtaining handouts for the packet. Requests for packets from the past 2 conferences have been between 160-175.
DECISION: The Board concurred that the conference handout packets are a valuable post- conference service which must be timely with a turnaround of 4-6 weeks.
ACTION: The Board approved $25 as the cost-recovery charge for the packets. Packets can be ordered at the time of registration or at the conference. All packets must be prepaid. No packets can be ordered after the conference ends.
DATE: Implement for the 1998 conference
9.0 COMMITTEE REPORTS (continued from 7.0)
9.1 Evaluation & Assessment Committee (EAC)
S. Oberg reported that the response rate of 33% for the conference evaluation was lower than in the past. In light of the data requested by PPC (see 7.5.1), the Board viewed evaluation information (registrant profile) as possibly sufficient for their needs. Additionally, the Board studied items to eliminate because of the length of the evaluation and the consistent responses annually.
S. Oberg asked for feedback on the format and content of the evaluation report from the University of Michigan conference. The Board agreed that the committee had done an excellent job in a timely manner. In response to S. Oberg's question about retaining both content and presentation categories for each presentation, the Board reaffirmed keeping both categories on the evaluation form.
ACTION: The Board recommended that EAC eliminate the evaluation questions under "Format" (B. I-III) and that conference registrant information be enhanced, if needed, as part of the quick summary provided PPC as soon as possible following the conference.
DATE: EAC to revise evaluation form for use at the 1998 conference.
ACTION: The Board also recommended that the conference brochure emphasize that the business meeting is open to all registrants and not just members only.
DATE: For the 1998 conference brochure and all subsequent brochures
9.2 Newsletter
M. Horn said that the September issue of the NASIG Newsletter was the first with the new production staff: Naomi Young, Production Editor (print) and Regina Beach, Production Editor (Web). Steve Savage, Special Projects, is also on the Publications Task Force and will compile a questionnaire about the Newsletter for the February 1998 issue as part of the self-study process. The questionnaire will also be available on NASIG-L and on NASIGWeb. Curry Printing & Graphics has been printing the cover sheets for the Newsletter so the secretary no longer keeps a supply, and the cost is included in the Newsletter budget. Curry also purchases and prints the mailing envelopes.
In response to general discussion about Newsletter size and content, M. Horn asked if there was a mission statement or charge for the Newsletter. No one was aware of any formal charge. She reminded everyone that the Newsletter reporters at the annual conference are available as backups for Proceedings recorders if needed.
DECISION: The Board requested a self- study report, which could include a charge, following tabulation and analysis of the February questionnaire.
DATE: By the June 1998 Board meeting
9.3 Nominations & Elections Committee (N&E)
B. Geer gave a progress report on the nominations process and commended Christie Degener for her leadership and the work of her committee. 58 different NASIG members were nominated. Each N&E member is contacting a group of nominees. As soon as the ballot is drafted and reviewed by the president, B. Geer, Board liaison, will present it to the Board at the January meeting.
9.4 Proceedings
E. Cook commented that Charlene Simser and Mike Somers, co-editors, will be sending the Proceedings manuscript to Haworth at the end of October. They identified some issues for improvement for the next Proceedings. The Editors should routinely receive a list of conference registrants from the registrar in order to complete the content of the volume. F. Wilkinson will add this request to the CPC manual; P. Wallace will note this as a CPC responsibility for the registrar. To coordinate more closely with PPC, E. Cook suggested that the Editors attend the PPC committee meeting at the conference.
9.5 Regional Councils & Membership (RC&M)
J. Mouw presented Ann Nez's detailed report of committee activities and complimented her leadership. Anne Frohlich sent follow-up letters (nearly 150) to non-members who attended the Michigan conference; Marla Whitney has mailed 47 new member packets since July.
9.5.1 J. Mouw introduced the issue of regions and rewording the charge to accommodate reorganization. RC&M has a publicist, seven (7) U.S., two (2) Canadian, and one (1) other-area committee members.
DECISION: The Board agreed that RC&M should restructure the regions to represent better the membership by retaining the 7 U.S. areas, expanding Canada to 3 regions, adding 1 for Mexico, and keeping 1 non-North America representative.
ACTION: The committee charge will be revised to state: "The Committee consists of thirteen members. One member is appointed from each of the twelve regions, and one member serves as publicist."
DATE: Effective immediately
9.5.2 J. Mouw said that the committee is still reflecting on the concept of a traveling display. B. Geer referred to the Strategic Plan for guidance and clarity.
ACTION: RC&M will investigate the pros, cons, costs, and details of a traveling display and present a report that includes reasons for their conclusions.
DATE: A recommendation to the Board at the January 1998 meeting
Discussion followed about ways to disseminate brochures at conferences and the visibility of brochures at some vendor booths. The idea of a NASIG informal gathering at ALA midwinter will also be explored.
10.0 SITE SELECTION
J. Callaghan discussed possible Northeast sites for 1999 (June 10-13) and hopes to have a firm possibility by the January Board meeting. S. Oberg, incoming president for 1999, will assist in site visits. J. Callaghan reviewed a list of sites beyond 1999 that could or could not accommodate NASIG.
11.0 SEARCHES TO FILL EXPIRING TERMS
S. Davis led the discussion about three positions needing to be filled in 1998: Archivist, Newsletter Editor, and Proceedings Editors. Announcements will be posted on NASIG-L, NASIGWeb, and in the Newsletter as soon as possible. Board members suggested names for three separate search committees. S. Davis will appoint the committees.
12.0 UKSG CONFERENCE FEE WAIVER FOR JILL TOLSON
S. Davis explained that Richard Hodson, UKSG Chair, wants to send Jill Tolson, UKSG Business Manager, to the 1998 NASIG conference in exchange for her presenting information about UKSG to the Board and/or during the conference. UKSG will pay her travel expenses.
ACTION: The Board approved a conference fee waiver for Jill Tolson, UKSG Business Manager, for the 1998 conference. S. Davis will notify R. Hodson.
13.0 CALENDAR
B. Geer distributed the newly revised working calendar. She requested that corrections and changes be sent to her. She will pursue Web access before her term ends.
14.0 OTHER
S. Davis distributed a press release from Haworth announcing that the recipient of the 1997 Peter Gellatly/Best of The Serials Librarian Award is Eyal Amiran for his article, "The Rhetoric of Serials at the Present Time," based on a presentation at the Duke (10th) conference as part of "Conversations with E-Journals Editors."
ACTION: The secretary will send a congratulatory letter to Dr. Amiran.
DATE: Upon return from the Board meeting.
14.2 NEXT MEETING & ADJOURNMENT
The next Board meeting will be January 8 (2:30-6:30) and 9 (8:00-noon), 1998, in New Orleans at the Hotel Inter-Continental.
At 4:50 p.m., the meeting adjourned
