ALA/JMRT EXECUTIVE BOARD MIDWINTER/1988 - SAN ANTONIO,
TEXAS
SUNDAY, JANUARY 10, 1988
HOLIDAY INN RIVERWALK -- TARANTELLA 2
2:00 pm - 4:00 pm
PRESENT
The ALA/JMRT
Executive Board meeting was called to order by President Diane Cimbala at 2:15
pm. Thirty-one (31) members were present:
Bobbi Walters, Denise Krell, Diane J. Cimbala,
Peggy Lewis, Myrtis Collins, Algis Stankus-Saulaitis, Susan Schmidt, John Fernainolo,
Terri Tomchyshyn, David Fiste, Sylvia Reiner, Bill Kendra, Valerie Horton, Randy
Pederson, Jana Lonberger, Biddanda P. Ponnappa, Verdie Richburg, Colleen Conway, Kathryn Gabriel, Loretta Turnage,
Patricia Wade, Melissa Laning, Connie Phelps, Elinor Barrett, Phoebe Janes, Elizabeth
Reed, Robert Adamshick, Karin Ford, Winston Walden, Pat Brill Dominique
Coloumbe.
INTRODUCTION
President
Cimbala welcomed everyone to the Executive Board meeting. After introductions
were made, President Cimbala announced the voting members of the Board;
President, Vice President, Treasurer, Secretary, Past President, the three
Directors, and the Affiliates Council President. Susan Schmidt was introduced
as Parliamentarian.
President
Cimbala requested that all reports for distribution be placed on the empty
table at the back of the room after giving one copy of the report to each Board
member. If anyone needs reports from the previous Board meeting or after
Midwinter, please contact Pat Brill and she will send you copies.
An attendance
sheet was circulated among those present. Cimbala requested that all reports
and comments be kept short and to the point. On an informal basis, Cimbala
asked this to be a non-smoking meeting.
After the
agendas were distributed, Cimbala noted the following revisions:
- Under
"Old Business", added: Treasurer's Report, Myrtis Collins; Social
Committee Report, Verdie Richburg; LAMA Liaison to JMRT, Winston Walden; and
the Handbook Committee, Colleen Conway
- After the
Archivist's Report, the following officers' reports were added: Affiliates
Council President, Terri Tomchyshyn and MACE Director, Loretta Turnage
- Under
"Committee Reports", Local Arrangements Committee, Connie Phelps, was
moved to first on the list; Fundraising Committee, Cheryl Napsha, was moved
from Sunday to Monday
- President's
Program report, Bob Adamshick, was moved from Saturday to Sunday
- Shirley
Olofson Committee Report, Randy Pederson, was moved from Monday to Sunday
- Grassroots
Grants Committee, Sylvia Reimer, was moved from Monday to Sunday
Terri
Tomchyshyn moved that the revised agenda for January 10, 1988 be accepted. Past
President Walters seconded the motion. Motion passed unanimously.
OLD BUSINESS
TREASURER'S REPORT - Myrtis
Collins
Myrtis
Collins, Treasurer, asked everyone to refer to page 1 of the Treasurer's
Report. After Saturday's Board meeting, Collins had reviewed updated figures
with ALA and reported the following amounts:
- Cash Balance (remains the same) $ 8,704.80
- Dues Income (Nov. 1987) 5,342.00
- Projected Dues Income (Dec-Aug 1988)
4,500.00
- Projected Fundraising 980.00
- Projected Other Income (Social) 2,500.00
- Projected Other Income (Exhilitors)
1,500.00
TOTAL $23,526.80
Next, Collins
explained that at Saturday's Board meeting, she had presented a proposed
revision of "Guidelines on Budgeting Expenditures" for the Board's
approval. At that time, the Executive Board had postponed discussion of her
proposal until Sunday so that everyone had an opportunity to review the
two-page document.
Past President
Walters moved that the Executive Board accept Collins report and direct the
Handbook Committee to add the revision to all JMRT Handbooks. Elinor Barrett
seconded the motion. The motion passed unanimously.
President
Cimbala informed everyone that the Final Budget would be discussed and approved
on Monday, January 11.
SOCIAL COMMITTEE - Verdie Richburg
Verdie
Richburg highlighted the advantages of having the JMRT Social at Club 4141 --
it is a two-level facility, no problem seating people if weather is inclement,
our choice of band (Deacon John and the Ivories).
The Social Committee recommended Club 4141 as
the site of JMRT's Social in New Orleans.
Melissa Laning
moved to accept Club 4141 as-the site of JMRT's Social in New Orleans in 1988.
Terri Tomchyshyn seconded the motion.
Discussion:
Walters raised a question regarding the food
items which were to be served at the Social. She believed the amount, 13 food
items per person, seemed a bit high for snacks that late in the evening. The
price of drinks also seemed rather high.
Following the
discussion of food and drink items, Cimbala directed the Social committee to
cut back on the food and negotiate some more on the drink prices.
Tomchyshyn suggested that a differential
price be charged for the Social tickets thus encouraging people to plan ahead.
There was a call for the vote on the original
motion. Motion passed unanimously.
Terri Tomchyshyn moved that the Social
Committee set a differential price on the tickets; $15.00 for tickets purchased
by a date set by the Social Committee and $18.00 for tickets purchased after
the designated date. Melissa Laning seconded the motion. The motion passed
unanimously.
The site of JMRT's 1988 Social will be Club
4141 located in the Garden District of New Orleans with ticket prices set at
$15.00 and $18.00.
President Cimbala thanked Verdie and her
committee for all their hard work in helping select the Social site.
LAMA LIAISON TO JMRT - Winston Walden
Winston Walden commented that, at JMRT's
invitation, he became the LAMA Liaison to JMRT one year ago. Recently, the
status of that position had been changed and Winston is now a Liaison from LAMA
to JMRT. He said he would be very happy to answer any questions about LAMA;
LAMA is always on the lookout for good members.
Walters mentioned that a great deal of
discussion had taken place at the San Francisco Conference regarding the
establishment of a fourth Director's position which would serve as a Liaison
Coordinator to the JMRT Executive Board. At that time, suggested wording was
presented by the Constitution and Bylaws Committee, but, as Walters reiterated,
there was no documentation stating that this wording had ever been approved.
Walters read the proposed wording: "The
officers of the organization shall be a President, Vice President, Secretary,
Treasurer, and three (3) Directors, all whom shall be members in good standing
of JMRT." The wording that would be placed on the ballot in the spring
would change the number 3 to .a number 4.
Past President Walters moved that the revised
wording, changing the number of Directors from 3 to 4, be approved and appear
on the spring ballot for approval by the JMRT membership and be added to the
JMRT Constitution and Bylaws. Elinor Barrett seconded the motion. The motion
passed unanimously.
HANDBOOK COMMITTEE - Colleen Conway
Colleen Conway reported that on Saturday, the
Handbook Committee had been given the charge of developing a procedure for
streamlining the JMRT Handbook itself and the way in which it is passed on to
new chairs. Conway read,the committee's recommendations: (SEE ATTACHMENT B)
Walters recommended the inclusion of an
up-to-date "Table of Contents". Barrett suggested that a second table
of contents be included showing exactly what each individual is receiving; not
only what is available.
After some discussion, Barrett moved to
accept the Handbook Committee's recommendation to be tried on an experimental
basis for the 1988/89 term. Tomchyshyn seconded the motion. The motion passed
unanimously.
ARCHIVIST'S REPORT - Bill Kendra
Kendra reported that he had received files
from four committees. He had also researched whether or not the Archives
Committee should compile and keep a permanent file of FOOTNOTES and NEWSNOTES.
Based on positive feedback from a survey regarding a permanent file for those
two publications Kendra asked the Board's permission to proceed compiling and
keeping permanent files of FOOTNOTES and NEWSNOTES. President Cimbala advised
Kendra to proceed with the collection of files for the two newsletters.
DIRECTOR FOR MEMBERSHIP, AWARDS AND CONTINUING EDUCATION - Loretta
Turnage
Loretta Turnage said that each of her award
committee chairs would report individually. She wanted to bring to the Board's
attention the way in which FOOTNOTES receives copies of the Shirley Olofson
"Memorial Award applications. In
the past, the application. form for the Shirley Olofson Memorial Award was
usually printed on one page in FOOTNOTES. This year, though, the Chair of the
Shirley Olofson Memorial Award Committee had to send 1500 copies of the
application to FOOTNOTES. Turnage suggested that the Board consider the cost
factor here. It is more expensive to add extra pages versus one printed page in
the newsletter. The 3M/JMRT Grant applications present no problem because 3M
automatically prints up 1500 copies.
Barrett suggested an alternative to the
inclusion of applications in FOOTNOTES. She suggested a first-class mailing to
all JMRT members in late summer or early fall. This mailing would serve as a
kickoff to the year with a greeting from the new President and include all of
the award applications.
President
Cimbala said she liked Barrett's idea, but she was reluctant to separate the
award applications from FOOTNOTES. In the past, JMRT was always able to get
these award applications mailed out in time for people to apply. Perhaps a
duplicate mailing?
Ford said she liked the idea of the
first-class letter and wondered what else could be placed in such a letter?
Cimbala thought a welcome to all new members
would be appropriate. She thought there was some wording in the Goals and
Objectives that suggested the President send letters to all new members.
Pertaining to the awards applications, the
Board decided that Sharman Prouty should be asked to review the Goals and
Objectives, investigate costs and prepare a report for the Annual Conference in
New Orleans.
AFFILIATES COUNCIL PRESIDENT - Terri Tomchyshyn
Terri Tomchyshyn reported that Colleen Conway
had been elected as 1st Vice President/President Elect to the Affiliates Council.
Tomchyshyn told the Board that she was
presently working on a report concerning the Hospitality Suite. She felt that
the Board should examine whether or not to continue the Hospitality Suite in
its present form. She had received notice of some problems in writing from
previous Hospitality Suite Chairs namely; the cost for people who stay in the
Suite and the number of people visting the Suite during the Conference. Her
report will be completed in writing and presented at New Orleans.
Tomchyshyn explained that, because of some
unforeseen problems, no recommendations for a New Orleans Hospitality Suite
would be given at Midwinter. Connie Phelps from Local Arrangements planned to
help by getting names of two or three hotels, would refer them to Mary Marcum
Evans and Colleen Conway, and then a mail vote would take place. This task
should be completed by the end of January.
COMMITTEE
REPORTS
LOCAL ARRANGEMENTS COMMITTEE - Connie
Phelps
Connie Phelps
reported that her committee members had been assigned to act as liaisons with
other JMRT committees and handle requests from those committees; collaborated
with the ALA Local Arrangements Committee to put together a guidebook to the
city of New Orleans, and will check on sites for the Hospitality Suite.
President
Cimbala responded that she was happy to see the ALA Local Arrangements
Committee and the JMRT Local Arrangements Committee working together once
again.
FOOTNOTES - Elinor Barrett
Elinor Barrett reported for Sharman Prouty,
Editor of FOOTNOTES. After highlighting parts of Prouty's written report,
Barrett brought up the
topic
of indexing FOOTNOTES from Vol. 1, No. 1 to
the present at an estimated cost
of $100. Discussion regarding this had been
held with Bill Kendra, JMRT Archivist, Lynn Martin, Editorial Board member, and
Elinor Barrett,
Director. President Cimbala said it was
premature to discuss the funding of a pro-
posed indexing. It would be best to wait
until Kendra obtained all of the
back issues of FOOTNOTES and then talk about
the cost of this undertaking.
Next, Barrett
reported that the FOOTNOTES Editorial Board was requesting a $1900 budget
increase to complete the year. This is a 50% increase from last year which was
a 50% increase from the year before. The $1900 includes:
$1250 printing the June 1988 issue (12 pages)
$ 50 mailing permit
$ 300 increased postage
$ 300 miscellaneous expenses
Tomchyshyn
commented that FOOTNOTES should be a top quality form of communication. Many
members cannot or do not attend conferences so the JMRT newsletter is the only
written communication they see. She said--go with it!
Laning asked
what the increase was for? Barrett replied that the majority was for the actual
printing of the newsletter and the increase to 12 pages.
Barrett
brought up another problem--that of bulk mailing. The January newsletter was
very late; it took almost one month for some individuals to receive a copy.
Tomchyshyn
said that 12 pages was an ambitious plan--cut back to 8 pages and send
first-class.
Turnage
suggested getting a flat price from the printer for all four issues--even
though two issues would be 8 pages and two would be 12 pages.
After some
discussion regarding the number of issues, Past President Waiters said that
JMRT is committed to two more issues and no changes can occur until Karin Ford
begins her term as President. Walters said--give Sharman Prouty what she needs
now and give her priorities to follow.
Bulk mailing
was also discussed. Due to the large cost increase for first-class mail,
Cimbala felt it would be best to stick with bulk and meet deadlines.
Regarding
current funds, Barrett said there was enough money left for one 12-page issue.
The following is needed for one additional issue:
$1200.00 12-page issue
300.00 postage (increase in membership)
50.00 mailing permit
$1550.00 TOTAL
Walters moved
to table the FOOTNOTES discussion and budget increase request until Monday and
direct Elinor Barrett to present a recommendation on how much money the Board
should give Sharon Prouty to finish out this year. Ford seconded the motion.
The motion passed unanimously.
Ford moved to
extend the meeting to 4:30 pm. Laning seconded the motion. The motion passed
unanimously.
COGNOTES COMMITTEE - Jana
Lonberger
Jana Lonberger
summarized her written report. COGNOTES has a new physical format. Previously,
an 11½ x 17" folded sheet was used and folded down the middle. The new
simplified format, 8½ x 11" sheets stapled in one corner, was adapted to
eliminate delays in getting the newsletter on time from the printer. Lonberger
presented the following items for consideration and discussion:
- distribution
has been a headache for the COGNOTES Committee. On the advice of the Conference
Arrangements Office, the committee decided to forego placing COGNOTES in
conference hotels. The hotels refused to display the newsletters in a prominent
position and tossed out or hid issues behind counters. This year, the committee
plastered the Conference Center with issues in several locations. They are also
trying to get a stand outside of the Exhibit Hall.
Walters suggested submitting an article to
the library journals explaining the change in the distribution of COGNOTES from
hotels to the Conference Center. She also suggested that the committee try to
get copies distributed on the buses the first morning--hand each person an
issue as they board the buses.
- need more
committee members for annual Conference in New Orleans. Current members work
4-5 hours per day on COGNOTES.
- two recent developments regarding the
future of COGNOTES need
to be evaluated; ALA's effort to obtain
vendor support for the newsletter and Bowker's plan to begin publication of a
separate
conference newsletter at the 1988 Annual
Conference.
Lonberger said that she and other JMRT
representatives had met with Marcia Kuszmaul, ALA JMRT Staff Liaison, and
brainstormed about the future of COGNOTES. ALA's opinion was that Bowker's
publication would have a different focus from that of JMRT. It would include
many paid ads and the articles would come from press releases rather than
reporters. Lonberger was attempting to set up a meeting with John Berry at
Midwinter to find out more details. Meantime, JMRT is leaning toward
"business as usual"; sit tight and see what happens.
- the COGNOTES
table in the ALA area is the only place affiliated with JMRT. As a result,
COGNOTES table has been bombarded with questions regarding JMRT. To take away
these interruptions, Cimbala suggested that Marsha Kuszmaul be approached for a
separate table in the ALA area and Ponnappa, Booth Committee Chair, was asked
to coordinate the JMRT table supplies along with the JMRT booth.
Barrett
commended the COGNOTES Committee on an outstanding job.
PRESIDENT'S PROGRAM COMMITTEE - Bob Adamshick
Bob Adamshick informed everyone that the
President's Program title for the New Orlean's Conference is "Landing That
First Job--The First Step to Leadership in 2020". All speakers had been
contacted and all agreed to speak:
- Kaycee Hale,
Executive Director of the Resource Center at the Fashion Institute of Design
and Marketing in Los Angeles (Professional Self Image)
- Philip
Leinbach, Head Librarian at Tulane (Library Personnel)
- Debra
Briggs, Librarian at University of Michigan (Preparing for Library Interviews)
- Lorene Brown, Dean Atlanta SLIS (Library
Hiring-Minority Concerns)
- Joyce
Taylor, Indianapolis Public Library (Proper Dress for Interviews)
The committee also worked on:
- extensive public relations
- received
permission from ALA to have the Briggs/Naslund article distributed at the
program
- preparing evaluation forms
- may need
money for printing 500 copies of program. Will try to get vendor support
through Peggy Royster, Exhibitor Contact and Relations
COGNOTES PROCEDURES COMMITTEE - Elizabeth Reed
Elizabeth Reed reported that all of the
committee members had received their assignments for the COGNOTES Manual. The
manual should be ready for final approval at the ALA Conference in New Orleans.
The Membership Promotion and Relations
Committee report and the Minorities Recruitment Committee report were deferred
until Monday.
AD HOC COMMITTEE ON LEADERSHIP DEVELOPMENT - Valerie
Horton
Valerie Horton commented on the goals of this
committee and some alternate ways of publicizing leadership information. Horton
recommended that the Board consider continuing the Ad Hoc Leadership
Development Committee for one year and cut back from two programs to one
program at Midwinter during the 1988-89 term.
Vice President Ford moved that the Ad Hoc
Committee on Leadership Development be continued through 1988-89 and continue
carrying out a program at the 1989 Midwinter Conference. At that time, the Ad
Hoc Committee will be reevaluated to determine if it should be dropped or
become a permanent committee. Laning seconded the motion. Motion passed
unanimously.
SHIRLEY OLOFSON MEMORIAL AWARD COMMITTEE - Randy
Pederson
Randy Pederson reported that his committee
had received only three applications this year. The committee selected two
individuals; one gave a verbal acceptance, Judy Jeng from the University of
Delaware. The second name will be announced when contacted.
Because of the low number of applicants this
year, Pederson made two recommendations to the Board: consider changing
criteria from "second conference" to "up to fifth
conference" or drop this requirement completely and consider presenting
four awards next year since only two were being presented this year.
Discussion:
Horton thought it was a great idea. Laning
felt that a little boost wás necessary to keep it going. Schmidt remarked that
first-time conference goers are very confused. But, if they attend a second
conference, they feel more confident and have their act together.
Walters suggested that the
award be given to individuals who are attending their first conference as JMRT
members.
Walters moved to extend the Executive Board
meeting to 5:00 p.m. Barrett seconded the motion. The motion passed
unanimously.
Walters moved that the Shirley Olofson
Memorial Award Committee consider the suggestions that were presented, get more
information and criteria for the Shirley Olofson Memorial Award, and make a
recommendation at the Annual Conference in New Orleans. Ford seconded the
motion. The motion passed unanimously.
GRASSROOTS GRANTS COORDINATOR - Sylvia
Reimer
Sylvia Reimer reported that 18 Baker and Taylor
JMRT Grassroots Grants were awarded during the 1987-88 term to date.
Recipients's names will appear in the next issue of FOOTNOTES. A date has not
been set for the breakfast. Reimer will check with Baker and Taylor and attempt
to get a definite date by Monday's Board meeting.
NEW BUSINESS
Cimbala commented on the breakfast that she
and other JMRT Board members had attended that morning. The breakfast was given
by Karla Stoffel, candidate for ALA Treasurer. Cimbala said the breakfast had
been both entertaining and enlightening. Everyone was favorably impressed with
Karla. Cimbala had been approached by Karla's campaign manager and asked if
JMRT would be willing to endorse a candidate. Cimbala asked for input. Barrett
liked the idea of a candidate's forum where the JMRT membership could have some
input. Walters was pleased with the invitation, but had some mixed feelings.
Cimbala said that if JMRT decided to endorse
a candidate for Treasurer, they would also have to look at the President's
candidates and make a choice.
Cimbala explained that earlier in the day she
had sent letters to the other Treasurer's candidate and the two President's
candidates asking them to attend a JMRT Board meeting and give a short
presentation about their candidacy. The candidates for President were planning
to attend Monday's Board meeting.
Walters remarked that there could be some
sort of middle ground without actually endorsing a candidate. One suggestion
was to place an objective and informational article in FOOTNOTES explaining the
candidates and perhaps asking the membership to consider a particular candidate
when voting. Ford said she liked Walter's idea about a FOOTNOTES article and
said that one of the officers who attended the breakfast could write something
for the spring issue. Laning suggested the candidate'sforum idea might be a
good topic for the Membership Meeting in New Orleans.
ANNOUNCEMENTS/FOR THE GOOD OF THE CAUSE
None.
ADJOURN
Vice President Ford made a motion to adjourn
the meeting. Laning seconded the motion. The motion passed unanimously. Meeting
adjourned at 5:00 pm.
Respectfully submitted,
Pat Brill
ALA/JMRT Secretary