ALA/JMRT EXECUTIVE BOARD

Saturday July 6, 1985

Holiday Inn City Center--Venus Room 9:30-11:00am

In attendance were: Elinor Barrett, Diane Bisom, Karen Bohrer, Diane J. Cimbala, Cynthia Comer, Donna Cranmer, Anders Dahlgren, Cathy Doyle, Karin Ford, Elaine Franco, Joan Goodsell, Mary F. Hicks, Karen Kaluzsa, Jim Kopp, Charles E. Kratz, Ruth A. Magnussen, Beverly Martin, James Mouw, Susan H. Schmidt, David Searcy, Toni Snee, Leslie Steele, Becky Taylor, Bobbi Walters, J. Linda Williams.

PRESIDENT Charles Kratz called the meeting to order at 9:30am.

All those present introduced themselves.

REPORTS OF OFFICERS

SECRETARY Diane Cimbala distributed the minutes from the Midwinter conference, and asked all those present to peruse them in their free time Saturday and Sunday, so that they could be considered for approval at the Sunday evening meeting.

PRESIDENT Charles Kratz reported on the accomplishments of his year as JMRT's presiding officer. He cited the creation of the EBSCO/JMRT Scholarship, which will be awarded to a student beginning a graduate program of librarianship or an advanced study program. Deadline for applications is December 16, 1985. The first scholarship winner will be announced in late winter or early spring 1986. The winner's program of study will begin Fall, 1986.

Kratz commended this year's program committee chairs for coordinating their program topics with ALA President E.J. Josey's conference theme: Forging Coalitions for the Public Good.

Kratz also noted other accomplishments: of the year, including his outreach program to library school students and other potential members, a marked increase in membership, and better publicity for all programs, especially the 3M/JMRT Professional Development Grant. The Affliates Council is considering development of an award to recognize the achievements of library professionals with 10 or fewer years of experience. The Committee on Governance has made admirable efforts to see that JMRT meets its long-range goals and objectives. JMRT co-sponsored a highly successful pre-conference with RTSD entitled "The Business of Acquisitions.” Finally, Kratz cited hits efforts to maintain good lines of communication with the entire JMRT membership through FOOTNOTES and other mailings.

VICE PRESIDENT Anders Dahlgren suggested that people look at his written report for information on his role in JMRT events of the

past year. He then described a Friday July 5 meeting of round table and division representatives in which the role and mission of ALA were discussed in a long-range perspective. This so-called "Project Planning Committee" will produce a document which will be a mission statement for ALA. This fits well into JMRT's planning calendar, and Dahlgren planned to ask that a new Goals and Objectives committee will be formed at the Tuesday New Board Orientation meeting.

Dahlgren congratulated all those involved with program planning and publicity for the Annual Conference, and concluded by announcing when the Project Planning Committee would report to ALA Council and the membership.

TREASURER Donna Cranmer referred the Executive Board to her

budget sheet. The bottom line was that JMRT is in good shape,

despite higher overhead, slow payment from some vendors, etc.

Cranmer discouraged officers and committee chairs from making

last-minute payment requests, and encouraged everyone to use the

reimbursement form. The deadline for bills submitted for payment

in this fiscal year is August 31, 1995. Cranmer said she would

mail out her final budget report in September.

CONFERENCE ARRANGEMENTS DIRECTOR David Searcy expressed his pleasure with his committees' work and said their chairs would report on their activities.

MACE DIRECTOR Becky Taylor also said her chairs would report on their activities for the year.

PUBLICATIONS DIRECTOR Karen Bohrer referred the Executive Board to her report and expressed her pride in the work her committees had accomplished during the year.

PAST PRESIDENT J. Linda. Williams reported on her three committees: Clearinghouse, Fund Raising and Scholarship. Williams said each of them would supply detailed reports of their activities at the appropriate time.

COMMITTEE REPORTS

COGNOTES ASSISTANT EDITOR Jo Crawford offered their committee report as Kathy Moeller-Peiffer was unable to attend Conference. Crawford called for volunteer aasistance as several of the COGNOTES staff were absent from Conference. COGNOTES had some special help this year: one library school student worker, Elizabeth Fisher-Smith was assigned to the COGNOTES staff.

Kratz reiterated that COGNOTES was in dire need of volunteer help, and he encouraged all present to offer their assistance.

LOCAL ARRANGEMENTS CHAIR Carol Rickert said her written report covered most activities, and she encouraged everyone to take a Chicago Guide. Cimbala observed that the guide had earned a good

reception at the RTSD-JMRT Acquisitions Preconference.

EXHIBITOR CONFERENCE AND RELATIONS CHAIR Fred Pachman passed around two different plaques for the Friendly Booth Award. The Friendly Booth Award has always been judged, but winners never received tangible acknowledgement. [A trophy had been awarded each year, but it was passed on to the next year's winner.] Beginning this year, a permanent plaque will be awarded to the Friendliest Booth, and the 1984 winner will also receive a permanent award. It will go to EBSCO Subscription Services a strong supporter of JMRT activities and the cosponsor of the newly created scholarship. Pachman also said he had spent the year seeking new sponsors for programs.

Cynthia Comer cited an EBSCO ad in the ALA Conference Program, in which the copy says, "We didn't win the Friendly Booth Award for nothing!" Comer observed that the award must have some prestige!

SOCIAL COMMITTEE CHAIR Karen Valuzsa offered her written report for consideration. She said everything appeared to be falling into place, and she was encouraged by ticket sales. Publicity had gone well, and photos of the Clipper had appeared in the Conference Highlights publication. A few problems had arisen: there was a shortage of flyers advertising the Social, and in some publications, the event had been described as a cruise. Two possible problems could develop: some people would be disappointed if the ship didn't leave the pier, while others would like having the option to come late or disembark early, and might be put off if they thought they'd be stuck on Lake Michigan.

Kaluzsa asked everyone to talk up the social and clarify any misconceptions people might have. Corrections were posted in the form of signs and in issues of COGNOTES. The attractive and ticket graphics were provided by Carol Rickert and her library. BroDart gave Kaluzsa many headaches, and she cited them. In addition to being painfully slow, they helped themselves to $300 worth of tickets. Gale will provide a shuttle bus from both the North and South hotels. A magician was hired to perform during band breaks; he will be paid from the extra $400 donated to JMRT in March by the Grolier Corporation. A poster will recognize Grolier's contribution. 325 tickets were sold by Tuesday July 2, reflecting better sales than in 1984. Fewer complimentary tickets were given away than in previous years. Charles Kratz, Anders Dahlgren and the Social Committee will sell additional tickets.

Kratz said a discussion was necessary regarding how to deal with BroDart in the future. Guidelines are needed to determine how many tickets can be given away. They are usually given to our sponsor exhibitors and the President and Executive Director of ALA. J. Linda Williams explained that precedent had varied from year to year. We want to acknowledge donations by giving tickets to the more generous exhibitors. On the other hand, we fear cutting short our own profits by handing out tickets that might have been sold to individuals, especially when most exhibitors' tickets go unused. June Breland and Robert Wedgeworth had

pointed out to Linda that it might be foolish to give out the tickets to those who can most afford them! There may be other ways to acknowledge exhibitor support. Diane Bisom pointed out that some socials are more expensive than others--some years we can afford to give cut tickets. Fred Pachman argued that the tickets are an investment--the money comes back in the form of repayments up to $800 to $1,000. It's a good way to say thank you. Becky Taylor agreed that we need some kind of guidelines, such as 2 tickets per exhibitor. We need to prevent abuse of our generosity.

Kratz directed the Social and Exhibitor Contact and Relations Committees to work together on this issue and bring a proposal to Midwinter.

Kaluzsa concluded by saying committee member Tina Feick could handle problems and answer questions, as could Pat Scarry. Kaluzsa also pointed out that most mail-in orders omitted a stamped self-addressed envelope, and better publicity is needed to ensure that people know to enclose one.

Kratz commended Kaluzsa and the Social Committee for a job well done.

Dahlgren moved that the agenda be amended to allow Cynthia Comer to make her report. Becky Taylor seconded the motion, and it passed unanimously.

3M/JMRT PROFESSIONAL DEVELOPMENT GRANT Chair Cynthia Comer said

that her report would come later, but she wanted to introduce 2 of the 3M Grant winners. Present at the meeting were Jo Crawford and Kathy Kaldenberg. Nina Castillo was unable to attend, but will come to a later meeting to be introduced. All three winners are busy, but Comer tried to allow them some time to attend functions and programs of their choice. Comer has been working closely with Phil Hage of 3M; the breakfast for the winners and guests will be Monday.

BOOTH COMMITTEE chair Leslie Steele said she did not have much to report as the only professional booths at this conference were in the Continental, where many people would not see them. JMRT brochures will instead be distributed outside the ALA store, at the hospitality suite and at Orientation. The new booth brochures were provided by Quality Books. Cimbala asked about the JMRT stickers which had been distributed at the booth in previous years. Students-to-ALA Committee members had hoped to wear them at the SALA reception, so that students would know which of us were JMRT members. Kratz asked Hicks to check with Pat Scurry about the whereabouts of the stickers. Ford asked that brochures be available at the SALA reception.

NOMINATING COMMITTEE CHAIR Joan Goodsell said most of their work was done at Midwinter. Joan typed the ballots and sent them in to the ALA nominating committee. She passed around a new, standardized biographical information form to be added to the

JMRT Handbooks. Winners of the 1985 election were: Bobbi Walters, Vice President/President Elect; Cathy Doyle, Secretary; Cynthia Comer and Erlene Bishop Killeen, Directors. The dues increase also passed, although by a close margin.

J. Linda Williams offered a comment on the process of names sent by JMRT to the ALA Nominating Committee. The names we choose at

Midwinter are sent in the spring to the ALA Nominating Committee.

If the ALA Committee chooses those people to run for Council, their names will not appear on the ballot until the following spring. Williams emphasized the importance of reminding the JMRT membership which people were nominated the previous year, so that JMRTers can be watching for JMRT nominees. Williams also suggested that the membership should kncw which other candidates are past JMRT members. Such awareness could increase Round Table representation on ALA Council. Next year's Nominating Committee will investigate the possibility of keeping a list of previous nominees and JMRT "alumni" who are running for Council or ALA office.

GRASSROOTS GRANT COORDINATOR Valerie Platz said the winners were listed in the June 1985 issue of FOOTNOTES. There was a good turnout at Saturday morning's breakfast in the Baker & Taylor suite. Platz said she feels the Grants are a good program, and she said much of the work is done at the state level. Mary Hicks commented on the attractive graphics of the new poster.

NEW BUSINESS/ANNOUNCEMENTS

Orientation Committee chair Randy Wilson invited everyone to attend the Orientation Saturday from 2-4pm in the Red Lacquer Room, Palmer House, where all could hear such luminaries as Charles Kratz and J. Linda Williams.

Beverly Martin, Suite Coordinator, asked for help, especially staffing Tuesday's hours. The suite is in rooms 3702-3704, Executive House.

Kathy Kaldenberg encouraged everyone to attend the membership meeting Monday afternoon. The topic is legislative literacy, and the program will be taped by ALA.

Karin Ford invited everyone to the Students to ALA Program on Sunday afternoon, which will be followed by the SALA reception at ALA Headquarters. She asked for volunteer servers, and told everyone that the reception would be accessible through 40 East Huron. Cimbala asked that a Social Committee representative attend the SALA events to sell tickets.

Kratz reminded all present to attend the Awards Breakfast Sunday morning from 7:00-9:00am. Tickets were still available.

Mary Hicks announced that the Membership Promotion Committee was in the midst of revising the slide show, and asked that everyone be cooperative with photographers.

Elinor Barrett, Affiliates Council President, asked that everyone read the Affiliates Council report on Saturday or Sunday, so that it could be discussed at the Sunday night meeting. Barrett also passed out the JMRT's Best booklet. The booklet will be used to support workshops for state and regional JMRT chapters, in partial fulfillment of one of our Long Range Goals and Objectives. Quality Books heard we needed money for this project, so they donated funds to Barrett. Barrett asked that only those who needed the booklets take one.

Jim Kopp asked everyone to look at the EBSCO/JMRT Scholarship Announcement flyer, and sought suggestions of locations where the flyer could be distributed at conference. It was not in the Orientation packet, but will be distributed at Orientation, as well as at the Library School cooperative reunion.

Treasurer Cranmer reiterated her request that peoole needing reimbursements after the conference use the ALA reimbursement request form in the Handbook.

Kratz asked that everyone attend the JMRT programs, despite the hectic schedule.

Dahlgren moved that the meeting be adjourned; Elinor Barrett seconded the motion, which passed unanimously.

Respectfully submitted,

Diane J. Cimbala