ALA/JMRT EXECUTIVE BOARD

MIDWINTER/1988 - SAN ANTONIO, TEXAS SATURDAY, JANUARY 9, 1988

HOLIDAY INN RIVERWALK -- TARANTELLA 2

10:00 am - 12:30 pm

PRESENT

The ALA/JMRT Executive Board meeting was called to order by President Diane Cimbala at 9:00 am. Thirty (30), members were present:

Diane Cimbala, Joyce Taylor, Karin Ford, Connie Phelps, Bobbi Walters, Robert Newlen, Elinor Barrett, Susan Schmidt, Sara Behrman, Robert Adamshick, Jennifer Abramson, Cheryl Napsha, Colleen Conway, Terri Tomchyshyn, Tom, Verdie Richburg, Sara Parzen, David Fiste, Bill Kendra, Melissa Laning, Greg Wool, Laura Sullivan, Algis Stankus-Saulaitis, Mary Wolcott, Joseph Harzbecker, Myrtis Collins, Sallie Barringer, Marcia Kuszmaul, James Mouw, Pat Brill.

INTRODUCTION

President Cimbala welcomed everyone to the Executive Board meeting. Introductions were made, an attendance sheet was circulated, and the voting members of the Board were announced; President, Vice President, Treasurer, Secretary, Past President, the three Directors, and the Affiliates Council President. Susan Schmidt was introduced as Parliamentarian.

Cimbala said that she and Pat Brill had discussed the distribution of committee reports. For ease of distribution, it was decided that each reporting individual would give one copy of their report to each Board member and the remainder of the reports were to be placed in orderly piles on a table provided at the rear of the room. Each person would be responsible for taking copies of the reports that interested them.

In the past, committee chairs had been requested to bring 50 copies of their report for distribution at the Board meetings. Cimbala and Brill agreed that, in the future, 30 copies would be sufficient. After Midwinter, Pat Brill is the person to contact for copies of needed or missing reports.

Cimbala asked everyone to please state their name when speaking or making a motion so that the Secretary, Pat Brill, could properly attribute all remarks in the minutes. She also requested that all reports and comments be brief and to the point. On an informal basis, Cimbala asked that this be a non-smoking Board meeting.

After the agendas were distributed, Cimbala noted the following revisions:

- Pat Brill's distribution of minutes was changed from Saturday to Monday

- Affiliate Council President's report, Terri Tomchyshyn, was changed from Monday to Sunday

- Fundraising Committee report,.Cheryl Napsha, was changed from Sunday to Monday

- 3M Grant Committee report, Erlene Bishop Killeen, was moved from 4:00 pm Monday to the first committee report on Monday President's Program Committee report, Bob Adamshick, was changed from Saturday

to Sunday

- MACE Director's report, Loretta Turnage, was removed until further notice; Turnage was delayed by inclement weather

- Orientation Committee report, Robert Newlen, was changed from Monday to Saturday

- Exhibitor Contact & Relations Committee report, Peggy Royster, was eliminated; she was unable to attend the conference

- Handbook Committee report, Colleen Conway, was changed from Sunday to Saturday

- Publicity Committee report, Sara Behrman, was changed from Monday to Saturday

President Cimbala said that she had received telephone calls from Margaret Hinchee, Demaris Hollembeck, Mary Marcum Evans, and Peggy Royster saying they would be absent from Midwinter because of severe weather conditions.

Past President Bobbi Walters moved that the revised agenda for Jan. 9th be accepted. Vice President Ford seconded the motion. Motion passed unanimously.

OLD BUSINESS

None.

The introduction of Marcia Kuszmaul, ALA Staff Liaison, was delayed until her expected arrival later on in the meeting.

PRESIDENT'S REPORT - Diane Cimbala

- completed committee appointment process

- wrote two columns for FOOTNOTES and two President's Memos

- wrote letters to each division/unit with which JMRT shares a liaison

- maintained contact with officers and committees she was responsible for

- maintained contact with ALA offices including Marcia Kuszmaul, the new ALA Staff Liaison

- followed and maintained files of JMRT inter- and intra-committee correspondence

- maintained close contact with predecessors Walters, Dahlgren and Kratz

President Cimbala introduced Marcia Kuszmaul who had replaced Pat Scarry in October 1987 as our ALA Staff Liaison. Marcia reported briefly on her library career to date and said that she planned to work closely with the JMRT Executive Board and JMRT members. Her first concern was to work with the Treasurer, Myrtis Collins, explaining new accounting procedures, new forms, and new budgeting techniques.

VICE PRESIDENT'S REPORT - Karin Ford

- received and reviewed the Vice President's file

- maintained regular communication with President Diane Cimbala

- received and reviewed correspondence from other officers, committee chairs and liaisons. She reminded everyone to send her carbon copies of all written communications.

- distributed Committee Interest forms for 1988-89

- stated that her main activity from now on would be the appointment of committees for the upcoming year. Anyone interested in serving on or chairing a committee should let Ford know asap-there are many open committee spots waiting to be filled.

- scheduled a meeting for Monday, January 11, 8 am - 9 am, at the Convention Center, Room 1028, to discuss programs and ideas for the 1989 Conference in Dallas, Texas. All interested members are welcome to attend.

SECRETARY'S REPORT - Pat Brill

- recorded minutes of the 1987-88 Executive Board Orientation; prepared a draft of the minutes and sent them to the Board members for their perusal and corrections

- prepared the final minutes for distribution at the January 8th Executive Board meeting

- monitored the Archives Committee and the Midwinter Activities Committee

TREASURER'S REPORT - Myrtis Collins

- submitted reimbursement requests and transmittal forms for income to ALA

- worked with the Affiliates Council President on the renewal dues for Affiliates. Collins explained that the billing was late; this would result in the majority of dues being received after Midwinter.

After receiving an updated budget printout effective November 87-88, Collins noted the following changes on page 1:

Projected Dues Income - correct to read $5,342

Total Amount - correct to read $19,026.80

Added to Income - $20.00 received for renewal of Affiliates dues

- $20.00 received for sale of JMRT membership pins

Walters raised a question regarding the "Projected Dues Income" on page 1. She felt that the amount of $5342 was low considering there were approximately 1100 members x $10 each. Collins explained that the current total represented only one-half year. She said that she would review the figures and report back to the Executive Board on Sunday with updated totals through Midwinter.

Walters also noted one correction on page 1 of the Budget Cash Balance, September 1, 1986. "1986" should be changed to read "1987".

Collins asked the Board how to proceed with her recommended revision, "Guidelines on Budgeting Procedures"? Due to the length of the proposal, it was decided to postpone discussion until Sunday's Board meeting which would give everyone ample time to read the proposed revisions. (SEE ATTACHMENT A)

PAST PRESIDENT'S REPORT - Bobbi Walters

- monitored and advised the committees reporting to her

- wrote the JMRT entry for the next ALA Yearbook

- reported that, after Midwinter, she would be sending letters to the Vice President/President Elect of different ALA units suggesting that JMRT members be added to their committees. Anyone interested in becoming more involved, let Bobbi know.

DIRECTOR'S REPORTS

CONFERENCE ARRANGEMENTS - Melissa Laning

- monitored the fnllowing committees: Local Arrank, Lets, Membership Meeting and Program, Orientation, President's Program, Social, and Students to ALA Reception

- mentioned that she is on a committee that is co-sponsoring a LAMA/LOMS program at New Orleans on Monday, 2-4 pm. This committee is interested in JMRT volunteers if anyone wants to get involved with a LAMA program.

PUBLICATIONS AND PUBLIC RELATIONS - Elinor Barrett

- monitored the following committees: Booth, COGNOTES, Committee on COGNOTES Procedures, Exhibitor Contact & Relations, FOOTNOTES, Publicity

- said that she was pleased with the committee's work but felt that there were some special situations everyone should be aware of. Her first concern was that all files and handbooks get passed along promptly to new Chairs at the end of the conference year.

- her second concern was related to FOOTNOTES. She asked the membership to consider the following:

a. what are JMRT's expectations for FOOTNOTES?

b. very little material was sent to the Editor, Sharman Prouty for the September issue of FOOTNOTES.

c. bulk mailing is not working out--it takes from one week to one month to get distributed across the country.

d. the lateness of the September issue affected the

November 15th deadline for awards applications.

e. Sharman Prouty, Editor of FOOTNOTES, has requested an increase of $1900.

- her third area of concern was related to COGNOTES. Barrett said that COGNOTES is a well-organized committee. Unfortunately, due to the unexpected bad weather this Midwinter, the committee members became snowbound. But, with perseverance and help, the first issue of COGNOTES did get out on time. Barrett commended the COGNOTES staff and helpers for a super job!!

- on a positive note, Barrett reported that free registration had been arranged for all COGNOTES committee members. One new development; ALA is attempting to find vendor support to underwrite the cost of COGNOTES. Barrett said that she would report more on this development Sunday after a meeting with Peggy Barber of the ALA Information Office.

- Barrett related that she would act as a stand-in for Peggy Royster during Midwinter if anyone needed information regarding Exhibitor Contact and Relations. She would forward all information to Royster.

COMMITTEE REPORTS

ORIENTATION COMMITTEE - Robert Newlen

- reported that his committee had confirmed , in writing, and contacted the following speakers for the Orientation Program at New Orleans:

- William Welsh, Deputy Librarian of Congress (keynote speaker)

- Diane Cimbala, ALA/JMRT President

- Liz Futas on "How To Do A Conference"

- F. Wm. Summers, ALA President Elect

- Nancy Davenport, active LAMA member, on "Becoming Involved In ALA"

- Andrei Codrescu, poet living in New Orleans. His presentation is pending approval of his request for an honorarium. This has been referred to Peggy Royster, Exhibitor and Relations Chair.

- requested a budget increase of $150. Part of the funds would be used for a printed program at the Orientation and the remaining increase would be used to purchase brochures on the city of New Orleans. A good basic brochure should cost $125 for.600.

Bobbi Walters mentioned that JMRT has traditionally invited the President of ALA to speak at the Orientation Program. Last year and this year, the ALA President Elect was invited. Is it appropriate to invite the President Elect instead of the President? Newlen said that his committee had discussed this change in speakers; all had agreed that it was appropriate to invite the President Elect.

Elinor Barrett asked if $150 was a commercial printer's rate? Newlen replied that the previous year the cost was $180 for 600 brochures at a commercial printer. Barrett offered to obtain a bid from her library where in-house printing was done at cost. Newlen appreciated the offer.

Sara Behrman commented that at the New York Conference, her committee also had problems obtaining free brochures. They had contacted the ALA Local Arrangements Chair, related their problem, and asked if they could share materials. ALA agreed and materials were shared without charge. Newlen said he would follow-up on that suggestion.

Jim Mouw remarked that 600 orientation packets seemed high in number. Newlen explained that the leftover brochures would be given out at the Orientation Booth. Jenifer Abramson said that the packets went like hotcakes at San Francisco last year.

Regarding the $1,000 honorarium requested by Andrei Codrescu, Algis Stankus-Saulaitis suggested that the committee check with the poet's publisher who may want to subsidize this amount. Committee to pursue.

Bobbi Walters moved that the Orientation committee pursue the funding suggestions recommended by JMRT members. If these suggestions do not work out and funding is still needed, the budget request of $150 will be granted. Laning seconded. The motion passed unanimously.

MIDWINTER ACTIVITIES COMMITTEE - Sallie Barringer

- reported that the Midwinter Orientation Program would be Saturday afternoon, 2-4 pm, Holiday Inn Riverwalk, Tarantella Room #4. Speakers will include Margaret Chisholm, ALA President, Diane Cimbala, ALA/JMRT President, Woody Sanders, Professor of Urban Studies at Trinity University, and keynote speaker, Elizabeth Crabb, Coordinator of the North East Texas Library System.

- reminded everyone that the JMRT Social would be held on Monday, January 11, 6-10 pm at the La Margarita Restaurant. A cash bar will be available from 6-7 pm; dinner will be served at 7 pm. Tickets can be purchased from Colleen Conway or Sallie Barringer. Since all of the speakers were free of charge, the committee was taking the speakers out to lunch prior to the Orientation Program. Part of the committee's budget will be used for the mariachi band at the Social, but there should be funds remaining after Midwinter.

COMMITTEE ON GOVERNANCE - Jim Mouw

- reported that his committee had accomplished background work related to their charge in San Francisco; to pursue the name change for JMRT and what implications were involved for placing the referendum on the JMRT ballot. Mouw said that a "Round Table" can change its name but does require a bylaws change. The name does not have to include the words "Round Table". His committee will be meeting to discuss potential names. All suggestions are welcome.

Terri Tomchyshyn asked if costs for the name change had been determined? Mouw replied that if present stationary stock was allowed to run low, the replacing costs would almost break even. He felt that the name recognition cost would be more than the monetary cost.

CONSTITUTION & BYLAWS COMMITTEE - Susan Schmidt

- reported that this committee has no charge at the present time but is waiting for a response from the Executive Board regarding a proposal to make the Liaison Coordinator a fourth director on the Board.

- had assisted the Committee on Governance in determining the ALA restrictions on round tables changing names.

Cimbala suggested that the Constitution and Bylaws Committee work with Jim Mouw's committee on determining the costs and procedures involved in a name change; also check with Marlena Wald because she had pursued some costs previously.

Cimbala also suggested that the proposal regarding the Liaison Coordinator be postponed until Past President Walters investigated whether or not wording had ever been approved for a fourth director.

SOCIAL COMMITTEE - Verdie Richburg

Richburg reported that the Social Committee had visited several possible social sites. The two sites agreed upon by the committee were: Birraporetti's and Club 4141. A detailed report of these two sites was distributed. The report included locations, food, drinks, prices, and a breakdown of ticket costs versus profit.

Verdie Richburg gave a summary of each location while showing slides of the two clubs. Discussion ensued regarding dance floor sizes, inclement weather, atmosphere, formality versus informality, room capacities, club locations, transportation, food amounts, entertainment and costs.

An alternate club known as a "hot spot" in New Orleans, Tipitina's, was briefly discussed but summarily dismissed as unsatisfactory by the committee members and JMRT members.

Birraporetti's is located at the Jackson Brewry Millhouse in the French Quarter. The club has a capacity of 800, 9,000 sq. ft. of dancing space.,on the balcony with an indoor dance floor 14' by 16', music by Louisiana Lightning (local band), full buffet service, cash bar, one complimentary drink per ticket; group package price is $16.50/person realizing a profit of $2,000 for JMRT.

Club 4141 is located in the Garden District. The club has three dance areas (upstairs and downstairs), music by Deacon John and the Ivories (internationally known recording artist), full buffet service, cash bar, price based on a $2,000 JMRT profit would be $15.00/ticket.

After extensive discussion, Walters moved that the topic of a Social site be continued at Sunday's Executive Board meeting. Ford seconded the motion. Motion passed unanimously.

President Cimbala commended the Social Committee for their hard work and excellent presentation.

MEMBERSHIP MEETING PROGRAM - Laura Sullivan

- reported that two speakers had been confirmed for the program in New Orleans; Dean Herbert White, Indiana University School of Library Science, will speak on teaching in librarianship and Dr. Judith Bordwich, author of The Plateauing Trap, will speak on librarianship and has agreed to speak for free.

HANDBOOK COMMITTEE - Colleen Conway

- the committee had distributed Handbook updates not picked up at the ALA Annual Conference in San Francisco.

- prepared an article for FOOTNOTES on proper care and handling of the JMRT Handbooks.

- prepared updates on four committees; Booth, President's Program, Midwinter Activities, and Grassroots Grants to be mailed out after Midwinter. During the next six months, the committee plans to redo the sections on "Liaisons". Of 22 positions, only nine have written descriptions.

- items to be discussed regarding the Handbook Committee charge are:

1. Committee is still operating under the assumption that everyone gets a complete Handbook. Is this necessary? 2. The computerization question keeps coming up. Any suggestions? 3. Committee needs feedback on sections of the Handbook in need of updating.

After some discussion regarding who should receive complete JMRT Handbooks and/or beginning mini-handbooks, it was decided that Conway would discuss with her committee members later that day and report back, on Sunday with some definite recommendations.

Elinor Barrett moved that further discussion of the JMRT Handbook situation be tabled until Sunday, January 10, so that the Handbook Committee has an opportunity to meet and discuss the suggestions presented to them. Laning seconded the motion. Motion passed unanimously.

PUBLICITY COMMITTEE - Sara Behrman

- explained that the major goal of this committee was to coordinate publicity to the major library journals for all committees and, if needed, provide press releases and other information about JMRT. Her committee already contacted several committee chairs and members regarding publicity. Behrman assigned each committee member a specific activity or program to work with and to establish contact during Midwinter.

NEW BUSINESS

Marcia Kuszmaul related that in 1989, there will be an ongoing Public Library Awareness Campaign and a Recruitment Campaign. The theme for the Librarian's Campaign is "Ask A Professional--Ask Your Librarian". The theme for the Recruitment Campaign is "The Future Is Information--Take Charge of the Future".

She explained that a brainstorming session had been held at ALA to find out what could be done during 1989 that would have high visibility for librarians. ALA members had suggested JMRT as an ideal group for taking up this challenge and coming up with some kind of activity during 1989.

President Cimbala interjected and explained that recently, she had received a letter from Margaret Kimmel and Margaret Meyers of OLPR. They had extended an invitation to JMRT to send a representative to a Recruitment Pre-Conference to be held in New Orleans on July 7 and July 8, 1988. Cimbala felt that this letter dovetailed with Marsha's presentation and both invitations would give JMRT high visibility.

Further discussion was postponed until Sunday so everyone would have time to think about these two offers.

ANNOUNCEMENTS/FOR THE GOOD OF THE CAUSE

President Cimbala reminded the Conference Arrangements members that a meeting was scheduled for Sunday morning at 9 am.

ADJOURN

Myrtis Collins, Treasurer, made a motion to adjourn the meeting. Bobbi Walters seconded the motion. The motion passed unanimously. Meeting adjourned at 12:28 p.m.

Respectfully submitted,

Pat Brill

ALA/JMRT Secretary