ALA/JMRT EXECUTIVE BOARD

MIDWINTER 1987/Chicago, IL

Monday, January 19, 1987

Palmer House/Crystal Room

2-5:30 p.m.

ATTENDANCE: Rebecca Taylor, Melissa Laning, Annette Demaree, Beverly Martin, Nancy Choice, Kathleen Moeller-Peiffer, Winston Walden, Rosemary Arneson, Pat Brill, Joyce Taylor, Sara Bèhrman, Donna Bentley, Valerie A. Platz, Laura A. Sullivan, Robert D. Adamshick, Clarence Chisholm, Karen M. Bohrer, Terri Tomchyshyn, Kathy Kasidenberg, Elinor Barrett, Toni Friedman, Phoebe Janes, Joseph Friedman, Bill Kendra, Sally A. Robertson, Mary Hicks, Cynthia Comer, Karin Ford, Larayne Dallas, Audrey Greene, Susan Schmidt, Ruth Magnussen, Bobbi Walters, Myrtis Collins, Diane Cimbala, Carol Rickert.

The meeting was called to order by President Bobbi Walters at 2:10 p.m. Bobbi welcomed all in attendance and introductions were made.

Diane Cimbala moved that the day's agenda be approved. Myrtis Collins seconded. The motion passed.

Bobbi again reminded everyone that only the elected officers can make motions, second the motions and vote.

The only correction in the three sets of minutes from the Annual Conference in New York was to remove the letter "e" from the name Conran. Carol Rickert moved for the approval of each set of minutes. Diane Cimbala seconded. The motion carried.

Diane Cimbala moved approval of the New Board Orientation minutes. Carol Rickert seconded. The motion carried.

DISCUSSION OF BUDGET

--Myrtis Collins noted the budget request of the Orientation Committee for an increase of $200. She felt that the Board would be able to handle the increase. Bobbi noted that the figure under Dues Income only reflects 1/3 of the JMRT membership - not counting dues renewal at Midwinter. Bobbi also questioned the increase for the Affiliates Council operating expenses. Terri Tomchyshyn noted that this increase is primarily to cover the punting and first class postage of NEWSNOTES.

Carol Rickert moved the approval of the increase in the Affiliates Council line item. Terri Tomchyshyn seconded. Motion carried.

--The Leadership Development Committee requested a total of $250 which is an increase of $150.

Carol Rickert moved for the approval of the Leadership Development Committee's request for $250. Diane Cimbala seconded. The motion passed.

--It was noted that the ALA Membership Committee will co-sponsor the JMRT Orientation and provide $100 toward the program; thus making the toal $200. There is to be no increase at this time for this committee.

Bobbi Walters also noted that the Cognotes Procedures Committee's allocation of $25 which was originally deleted to the budget be re-instated to the budget.

--Melissa Laning brought to the Board's attention that the original budget had allocated $100 for Minorities Recruitment. Myrtis clarified that the omission was typing error. $100 should be allocated to the Minorities Recruitment Committee.

The following was reported from the floor:

Library Education Assembly will not need its $10.

The LAMA Membership Liaison will return its $10 allocation.

The Secretary will not need her $40.

The Treasurer is returning her $40 allocation.

Myrtis moved that the budget be revised and sent in the next President's Memo. Erlene Bishop Killeen seconded the motion. Motion passed.

OLD BUSINESS

--GOALS AND OBJECTIVES - Becky Taylor distributed the revisions which were requested from the last Board meeting. Bobbi Walters clarified that the Committee on Governance should monitor and implement the Goals and Objectives as well as having these be recognized in the Constitution and Bylaws. It would also be helpful to have them included in the Handbooks to help direct new Board and Committee members.

Erlene Bishop Killeen moved for the approval of the Goals and Objectives. Terri Tomchyshyn seconded.

DISCUSSION

Valerie Platz stated that she would like to see the EBSCO Scholarship included in GOAL A/Objective 5/d. Diane Cimbala concurred that JMRT EBSCO Scholarship be added to this Objective.

Bobbi Walters was concerned that the Past President's Reception be deleted from the GOAL A/Objective 3/g. She felt that it could not be sustained from year to year. Diane Cimbala amended the amendment to delete GOAL A/Objective 3/g.

Erlene Bishop Killeen, as the motion provider, agreed to the proposed changes. Terri Tomchyshyn, as the seconder to the orignal motion seconded the amended motion. The motion carried.

Bobbi Walters saluted Becky Taylor and her committee for all her time in getting the Goals and Objectives completed.

Melissa Laning moved that the Committee on Governance monitor and implement JMRT's Goals and Objectives. Erlene Bishop Killeen seconded. Motion carried.

Erlene moved that JMRT's Goals and Objectives be added to the Constitution and Bylaws as a working document. Myrtis Collins seconded. Motion passed.

The Goals and Objectives Committee can finally disband.

--EXHIBITOR CONTACT RELATIONS - Beth Hanson informed the Board that her committee drafted a committee request form which would be sent to each exhibitor requesting monetary support. This form will be added to JMRT's Handbook. Karin Ford will handle this. She also highlighted that Highsmith has agreed to provide the screen and equipment so that the video of JMRT Social could be seen at the Booth. Also noted was that Yankee Book Peddler will commit one dollar for each Social ticket being sold to the Coalition for Literacy. Erlene Bishop Killeen raised a point of clarification that Highsmith will LOAN JMRT the equipment for the Booth.

President Bobbi Walters then requested suggestions from the floor regarding the names of organizations to which JMRT can donate monies from the sale of SOCIAL tickets.

Sara Behrman stated that one of her committee members (President's Program: had put together a list of literacy organizations which included the Coalition for Literacy, Literacy PLUS and the Freedom to Read - all of which were outstanding. It was noted, however, that not all groups are non-profit organizations

Diane Cimbala stated that the Coalition for Literacy is presently the most visible organization in this field and moved that proceeds from the sale of the SOCIAL tickets be directed to this organization. Carol Rickert seconded the motion.

DISCUSSION

As a point of clarification, it was noted that ALA already belonged to the Coalition for Literacy. The motion was rescinded and re-stated as follows: All matching funds JMRT receives from vendors based on the sale of SOCIAL tickets should be given to the Coalition for Literacy. Myrtis Ccilins seconded this motion.

It was suggested that JMRT check with the Coalition to get permission to use their name in publicity and that Beth Hanson clear JMRT's choice with Yankee Book Peddlar before publicity is printed. Erlene Bishop Killeen called for the question. Motion carried.

AFFILIATES COUNCIL REPORTS

--President - Terri Tomchyshyn reported that presently there are 20 paid members and 20 members whose dues were forthcoming. She would like to include on the agenda for the meetings in San Francisco items on how the Goals and Objectives of national JMRT can be used as the local level and well as tips on how to do a Newsletter locally. President Walters requested information about the future plans for the hospitality suite and since cost factors are a continuing problem, this will be investigated during and after Annual Conference in San Francisco. Terry stated that a report on this item will be turned into the Board next year. President Walters further requested that someone from national JMRT be included on the Suite Task Force Committee. To date there has been no discussions about alternatives to sponsoring a Suite. This topic will be included in the third issued of NEWSNOTES.

--1st Vice President - Annette Demaree reported that four states are in the process of establishing state JMRT chapters: Pennsylvania, Colorado, California, and Connecticut. Annette further stated that in the future the first Vice President of the Affiliates Council be a working member of the Grassroots Grant Committee which is vital to the development of new chapters in unaffiliated states. Annette also suggested that the first Vice President of the Affiliates Council be a working member of the newly formed ad hoc committee on Library School Outreach.

--2nd Vice President - Kathy Moeller Peiffer informed the Board regarding the choices for the location of JMRT's Hospitality Suite: The Drake or the Holiday Inn/Union Square. Terri Tomchyshyn moved the accept the Holiday Inn/Union Square as the location of JMRT's Suite. Annette Demaree seconded.

DISCUSSION

Cynthia Comer asked for a description of the two suites and Mary Hicks proceeded to describe the differences between the two. Kathy calculated that JMRT could offer its members an overnight rate of $30/night - provided that JMRT could get approximately $200 in vendor support for the Suite.

President Walter's only objection to having the Hospitality Suite at the Holiday Inn was the "stereotyped" image one has of a Holiday Inn and how JMRT will have to counter-act this prejudice in marketing the Suite. Kathy Moeller Peiffer felt that this was not a problem since the location was ideal and this factor could be emphasized more. Terry Tomchyshyn called for the question. The motion to host the JMRT Hospitality Suite at the Holiday Inn/Union Square was passed.

COMMITTEE REPORTS

PUBLICITY/Lilah Gainey

--written report distributed and no oral presentation given.

MEMBERSHIP MEETING/Joyce Taylor

--topic of the program in San Francisco will be on how librarians can publish.

PRESIDENT'S PROGRAM/Sara Behrman

--topic of the program in San Francisco: Literacy Is Our Business: Diverse Issues for Librarians and will consist of a panel discussion of four members. It is hoped that Mr. Kozol will be the keynote speaker If funding comes through; otherwise Gov. Balile is an alternative.

--the panel will be strong in and of itself if keynote speakers can't be located.

--displayed the logo for the program - the library reader logo who is blindfolded.

--The Shirley Olofson Award is to be presented at the beginning of the President's Program.

--Co-sponsors of this JMRT program is PLA/AEPS.

STUDENTS TO ALA RECEPTION/Donna Bentley

--The RoundAbout will be part of SALA and not the Orientation this year.

--No site has been selected yet - two choices being: California Institute for International Studies (might be too far away) or the Golden Gate University Library (which is within walking distance).

--Having a wine and cheese reception at the Golden Gate University Library has been approved by the institution and plans will be finalized next week.

--Kathy Moeller Peiffer suggested that California schools be targetted for invites to this function and to include interns and library school students.

President Bobbi Walters asked that the Local Arrangements Committee check out the facilities of the Golden Gate University Library for SALA and that the invitations be printed up formally as the exhibitors do when handing out cards announcing information about their Suites. Beth Hanson felt that finding Exhibitor support for this should be no problem and these SALA announcements/invitations be placed at the Registration Desk, Placement Center etc - perhaps color coded as to location so that the SALA Committee will have some idea as to where people who attend have heard about the function.

BOOTH/Jenifer Abramson

--theme for the Booth at annual Conference has yet to be decided.

--visual draw for the Booth will be showing the video thanks to Highsmith in procuring the a.v. equipment.

--the schedule of Booth coverage was available for volunteer sign-ups and will be distributed for general information no later than April.

LIAISON REPORTS

Liaison Coordinator/Elinor Barrett

--the issue of "establishing and dissolving liaisons" has been given to the Committee on Governance and hopefully a recommendation will be gleamed at Annual Conference this summer.

--it was also recommended to the Committee on Governance that the liaison coordinator position be reclassified to director.

Diane Cimbala moved to direct the Committee on Governance to investigate the feasibility of reclassifying the liaision coordinator to director and the Constitution and Bylaws Committee to draft the language for the By-laws for such a position. Erlene Bishop Killeen seconded the motion.

DISCUSSION

It was noted that if all the paperwork is completed, JMRT could add this office in 1988/89 - if the general membership approved of this action. Due to the time constraints, it was suggested that JMRT conduct this vote by mail so that it could be included with ALA's spring ballot.

Karen Bohrer expressed concerned that the Committee on Governance be given enough time to investigate the issue and not attempt to rush through the decision.

It was decided that during the transition period JMRT would continue having a liaison coordinator position while the changes are being investigated.

Diane Cimbala's motion as originally made was voted upon and passed.

LAMA/PAS Liaision/Elinor Barrett

--requested co-sponsorship of their program for the 1988 New Orleans Conference tenatively titled: "Can You Top This?"

--JMRT approved allotting $100 for co-sponsoring this program. Erlene Bishop Killeen moved to accept this recommendation. Melissa Laning seconded. Motion passed.

--requested immediate assistance with journal coverage for the Staff Development Column for the LAMA/PAS Staff Development Committee.

Cynthia Comer moved to accept this recommendation. Melissa Laning seconded. Motion passed.

COMMITTEE REPORTS

Erlene Bishop Killeen moved to change the agenda at this time so that the report from the Committee on Governance be included. Diane Cimbala seconded. Motion passed.

COMMITTEE ON GOVERNANCE/Randy Wilson

--The charges given this committee included: investigating the status of the ad hoc Fundraising Committee, the issue of creating and dissolving liaisons, and changing the name of JMRT.

--To date, there have been mixed responses about the name change of JMRT and Randy is appealing for more input into this issue: therefore, there is no recommendation at this time.

Discussion/brainstorming ensued. Diane Cimbala feels that the character of JMRT has changed within the last six years: therefore there is a need to address this issue now so that JMRT can orientate all to what is being done in JMRT - not just as a "social" entity. Valerie Platz views JMRT as a training ground to "jet" ahead. Joe Friedman commented that a name change can be used in publicizing the programs. Toni Friedman thought that institutional support might be easier to obtain by a name change. President Bobbi Walters thought that this issue might be a possible topic at the JMRT Membership Meeting. Karin Ford felt that options should be given to the members regarding the name change. Randy Wilson thought that it might be a good idea to poll eligible members who aren't members of JMRT regarding the reasoning why they haven't joined JMRT. Diane Cimbala concluded her remarks by stating that JMRT should be creating an awareness campaign such as: "YOU" are eligible for JMRT membership - here's what JMRT can do for "YOU"!

Local Arrangements/Phoebe Janes

--reported that the Guidebook should be completed by Feb., 1987.

--expecting requests from the various program committees for San Francisco Conference to be forthcoming.

President Bobbi Walters expressed that she would like to see a

stronger link between JMRT and the Local Arrangements Committee

and hopefully recommendations on how this can be accomplished

will be made at the San Francisco Conference.

PROFESSIONAL DEVELOPMENT GRANT/Diane Bison

--37 applications were received; 3 will be awarded to the following: Sylvia Reimer, Robert Newlen, Valerie Horton.

--minor revisions of next year's applications will be made including the inclusion of the JMRT logo and guidelines which were helpful in determining where applicants heard about this grant.

SCHOLARSHIP COMMITTEE/Valerie Platz

--new brochures have been designed for 1988 with the deadline for the EBSCO Scholarship being December 15, 1987.

--26 applications were received this year and the recipient-designate is pending approval by ALA Awards Committee.

--most of the committee's work revolved around how to evaluate the applications

--committee decided that since last year's recipient could not accept the award, she could still re-apply in the future if she so desired.

SHIRLEY OLOFSON MEMORIAL AWARD/Beverly Martin

--10 applications were received and three winners were announced: Randy Pederson, Karen Pearson, Gregory Wool.

--The awards of $100 each will cover Conference registration fees.

--Recipients will each receive a ribbon which they can attach to their registration badges. Recipients will be recognized at the President's Program and there will be a time slot in the Hospitality Suite to "Meet the Winners" -- to include all JMRT award recipients in getting to know one another and JMRT members.

Beverly expressed concern about how JMRT can publicize this award as well as other awards more completely. It was felt that most applicants found out about these awards at JMRT programs. The committee felt comfortable with keeping the guidelines for the Olofson Memorial Award to those JMRT members attending their SECOND conference; although it was pointed out that ALA does minimal checking to substantiate second time attendees.

Several suggestions regarding publicity were aired:

--joint ad in library journals advertising all JMRT awards

--request ALA to scout out potential candidates for these awards (possible within the new memberships)?

--JMRT to possibly sponsor a program on how to prepare applications

President Bobbi Walters stated that JMRT is still working on the re-wording of the joint AD for the journals and perhaps all the Awards Committees could work with the Publicity Committee by composing their own press releases.

COGNOTES/Elena Carvajal

--received the results from the questionnaires which were distributed.

--Items for Board's attention:

a) how will JMRT use the questionnaires and share the results with ALA?

b) how to improve the distribution of COGNOTES - possibly distribute at the President's Program in the future?

--would like to prioritize 2-3 places at Conference where Cognotes can be definitely be made available

--recommends that COGNOTES cannot expand much more due to staff size restraints.

MINORITIES RECRUITMENT/Dorice Horne

--the mailings to library schools is continuing.

--making plans for an Informal Reception at San Francisco to

reach minority students and minority librarians involved in organizations other than ALA.

--will be presenting a thank-you plaque at the Informal Reception

to recognize an individual's contributions to minority recruitment into ALA.

President Bobbi Walters stated that this can't be done on an "informal" basis - official awards must be worked through the ALA awards level. She suggested that an individual could be honored as a "guest of honor" at such function. President Bobbi requested that the committee submit to the Board the "wording" of a flyer or letter which will recognize this individual.

There were no items of NEW BUSINESS.

ANNOUNCEMENTS --The Ukranian Food Gourmets will be dining Tuesday eveing.

President Bobbi Walters thanked all for their hard work.

Diane Cimbala moved to adjourn the meeting. Erlene Bishop Killeen seconded the motion. Motion passed. The meeting adjourned at 5:15 p.m.

Respectully submitted,

Carol Rickert Secretary