ALA/JMRT EXECUTIVE BOARD

Sunday, July 7, 1985

Hyatt Regency Hotel--Water Tower Room 8:00–10:30 pm

In attendance were: Lynetta Lewis Alexander, Elinor Barrett, Vivian Beech, Diane Bisom, Karen M. Bohrer, Pat Brill, Diane J. Cimbala, Myrtis C. Collins, Dominique Coulombe, Donna Cranmer, Anders C. Dahlgren, Larayne Dallas, Cathy Doyle, Karin E. Ford, Elaine Franco, Lysa Wegman French, Mary Jo P. Godwin, Ted Goodman, Beth Hanson, Mary F. Hicks, Erlene Bishop Killeen, Jim Kopp, Charles E. Kratz, Ruth A. Magnussen, Laura Osegueda, Valerie A. Platz, Becky Taylor, Rhonda Harris Taylor, Loretta Turnage, Bobbi Walters, J. Linda Williams, Randy Wilson, Janice Woo.

President Charles Kratz opened the meeting at 8:20 pm. All present introduced themselves.

OLD BUSINESS

SECRETARY Diane Cimbala asked if there were any corrections to the Midwinter Minutes. Kopp said he should have appeared in the list of attendees at the Sunday, January 6 meeting. Dahlgren moved that the minutes be accepted with that correction. Taylor seconded the motion. The minutes were approved unanimously.

Taylor moved that the agenda be amended to allow Mrytis Collins to report on the Shirley Olofson Committee. Bohrer seconded the motion, which passed unanimously.

Platz stated that she had investigated the problem of the JMRT stickers, as she had wanted one. Tony Leisner of Quality Books told her he had them in his office. Platz said the message here is that we are responsible for getting things to conference. It is not the responsiblity of benevolent vendors. Kratz suggested that Dahlgren obtain the stickers from Leisner, so they will always be in JMRT's hands. Dahlgren pointed out that part of the confusion this year stemmed from the fact that there was no JMRT booth.

AFFILIATES COUNCIL REPORTS

Elinor Barrett, AFFILIATES COUNCIL PRESIDENT, announced that Quality Books had given her money to produce the booklet JMRT's Best. It will be used as a basis for state level JMRT workshops. Barrett also announced the winners of the Affiliates Council elections: Terri Tomshyschyn is now First Vice President, and Kathy Kaldenberg is Second Vice President/Suite Coordinator.

Barrett referred the Executive Board to the report she distributed Saturday, in which the Affiliates Council proposed to initiate a New Librarian Citation. A similar award is offered in

5 states. Barrett has asked an ad hoc group to consider the feasibility of offering such an award on a national basis, focusing on the type of award, its administration, etc. Barrett explained that there were two administrative options: one to make the award of standard national award format like the 3M or Olofson Grants. The other option would be to keep the award at the state level. Barrett delineated the pros and cons of the two types of award, and asked if the award should be monetary or simply recognition in the form of a plaque. Discussion centered around selection criteria, Nebraska's experience with the award, and how the award fits JMRT's long-range planning document. Killeen pointed out that the 3M Professional Development Grant cites winners for "outstanding achievement"--she wondered rhetorically if it is possible that the 3M Grant is already recognizing outstanding new librarians, thus filling that part of the Goals and Objectives?

Further discussion centered around whether the 3M Grant is meant to recognize potential in new librarians, or achievement by those who didn't need to be "nudged" into professional involvement. Dahlgren pointed out that Scotty McAuley and next year's 3M committee will be working on this question. Doyle commented that like the proliferation of JMRT meetings in recent years, it looks like we're experiencing a boom in awards. Platz suggested that a state-level award would reach more people and could be accessible to those who otherwise feel isolated. Hicks suggested that the award could be set up in two tiers: finalists would be selected at the affiliate level, and from that group national winners could be chosen. Further discussion ensued about the benefits of a state vs. national award. Finally, Barrett asked if we might be considering the award merely because it addressed an unfilled objective. Williams expressed the concern that that was exactly what was happening. Barrett asked if the states that currently grant the award should continue it. Williams said yes, and the national JMRT should offer as much assistance as possible in the forms of publicity, funding, etc. Kratz suggested that the new Affiliates Council discuss the award further, based on the Executive Board's reactions. Killeen suggested that a motion be made to refer the issue to the Long Range Goals and Objectives Committee.

Dahlgren moved that the Executive Board direct the ad hoc Long Range Goals and Objectives Committee to examine Goal D, Obj. 1 in the current Goals and Objectives document and recommend continuation, revision, or recision in the new Goals and Objectives document, to be developed during 1985-86. Cimbala seconded the motion. There was no discussion, and the motion was passed unanimously.

AFFILIATES COUNCIL FIRST VICE PRESIDENT Elaine Franco referred the Board to her written report. She described the hospitality suite and the flyers being distributed there, summarizing Affiliates Council activities. Franco said she has requested a list of national JMRT members listed by state from ALA, so that she can establish new contacts. Franco discussed her fiscal

report, and the new Affiliates Development Guidelines. Franco said she has edited the Guidelines even further, and hopes to have a mail vote of approval from the new Executive Board.

Dahlgren moved that the Board direct Franco to revise the Affiliates Development Guidelines and that the revision be put to the 1985-86 officers for a vote. Barrett seconded the motion, which passed unanimously. Franco added parenthetically that the Guidelines will be less expensive this year, as they will be in outline form, and will be published as a brochure or flyer. She said the revisions would be ready for consideration halfway between this conference and the Midwinter meeting in January.

AFFILIATES COUNCIL SECOND VICE PRESIDENT AND SUITE COORDINATOR Beverly Martin will offer her report at the Tuesday Executive Board meeting.

REPORTS OF COMMITTEES

CONSTITUTION AND BYLAWS COMMITTEE CHAIR Ruth Magnussen reported that the dues increase was passed; JMRT dues are now $l0.00.

ORIENTATION COMMITTEE Chair Randy Wilson gave an assessment of the Saturday Orientation as one that was quite successful. Publicity about the program was very good, so about 400 people attended. The speakers were excellent, and time was used well--the information roundabout was effective this time. Mary Hicks had assisted the Orientation Committee by obtaining $100 from the ALA Membership Committee, and Fred Pachman secured $250 from vendors.

STUDENTS TO ALA PROGRAM AND RECEPTION COMMITTEE Chair Karin Ford

reported that Sunday afternoon's program was very well attended.

She thanked JMRTers Jo Crawford and J . Linda Williams for serving

as program panelists. Approximately 125 people attended the SALA reception at ALA Headquarters. Food left over from the party was taken to the JMRT Suite. Betty McCartney did a great job lining up the caterer and handling other local arrangements duties, and the rest of the committee did a fantastic job, as well. The Guidebook produced by the Local Arrangements Committee was really nice, and as Carol Rickert's library handled design and printing costs, there was money left over.

PUBLICITY CHAIR Bobbi Walters cited good publicity as one reason the programs were well attended. She is in the process of creating guidelines for committee chairs to use in order to help the Publicity Committee do their jobs well. She will distribute new publicity forms on Tuesday. Post publicity has gone well, too--she has been told that the American Libraries staff will look favorably on news items about JMRT programs and activities. The SALA Program is on cassette, and both Art Plotnik and Gordon Flagg of American Libraries were at the program.

Kratz related the discussion to the need for FOOTNOTES to carry reports of conference programs to JMRTers who were unable to

attend conference. Walters commented that with the tapes available, transcriptions could he provided. Options were discussed, including obtaining speakers' notes, publishing proceedings, etc. Kratz concluded the discussion by thanking Walters and the program committee chairs for a job well done.

FUNDRAISING CHAIR Janice Woo reported that there were 200-250 mugs to sell through the ALA store. Receipts showed they were selling briskly. As there was a mistake on one order of the mugs, we will receive a 25% refund on them. Woo reported that we had not yet received the refund. Kratz asked her to check on this. Woo did not pursue the idea of selling mailing tubes. Kratz asked Hicks if she had looked into selling mailing tubes for membership promotion. Hicks replied that the ALA store is selling them—therefore JMRT should consider something else as a fundraiser.

Jim Kopp, SCHOLARSHIP COMMITTEE chair reported that his committee was meeting for the first time at the Chicago Conference. Kopp reviewed the history of the EBSCO/JMRT Scholarship. One snag that developed since Midwinter has been that ALA publicity has advertised the scholarship at $2000 instead of $1000. Several interested parties thought the first award would be for the 1985-86 school year. Kopp said it was a good thing they were wrong—the Scholarship Committee is still working on logistics. Kopp reviewed the committee formation: there are 5 JMRT members, each serving a two-year term, an EBSCO representative [Joe Weed] and a library school faculty member, Walter Allen of the Univ. of Illinois.

Kopp reiterated that the deadline for applications is December 16, 1985—the deadline shared by all ALA awards. The problem of one person receiving all ALA scholarship awards has finally been acknowledged by the ALA Awards committee,so ALA will delay announcement of awards to verify that only one person wins each award. Consequently, the Scholarship committee will have to select several runners-up in order to allow for the possibility that our top choice winner will have received another, more generous ALA award. Kopp said the committee met for the first time Friday July 5; plans are underway for an application form, and a publicity campaign.

Kratz reread the text describing who may apply for the scholarship: it will go to someone beginning advanced study in the field of librarianship, including those pursuing 5th year certification, the MLS, or doctoral studies.

Kopp expressed concern about the audience for the scholarship: how can it be reached? Cimbala observed that library schools are probably the best bet—students writing to ask about admissions will also ask about financial aid. Schools will be happy to send on additional aid information. Williams said it depends on the dean of the school—her library school did not send financial aid information. We also need to reach practicing librarians through the professional literature. Doyle asked if

ALA published a list of ALA scholarships. Hicks suggested that publicity be sent to the Committee on Accreditation.

Kopp was also aware that the timing of the award was odd--people will have to apply for it before they've been accepted to library school. The first year will be an experimental one. Kratz said the first winner will begin coursework in Fall 1986. Cimbala pointed out that the schedule shouldn't be a major problem, as many people apply for graduate school and financial aid simultaneously. The people who are good enough to win the award will most assuredly be accepted to library school. Kopp stated that acceptance at a library school is not a criterion for winning the award, but the recipient has to be enrolled in an ALA accredited school to receive the scholarship check.

Kopp said one other potential problem will be choosing between a student beginning MLS studies and one who has already been established in the field and is seeking the DLS. Hicks asked if someone getting the MLS who decides to get a 6^th year advanced study certificate or the DLS or Ph.D. without stopping would be eligible for the scholarship. Kopp said such a person should apply, and emphasized that these and other issues would be discussed at the Scholarship Committee meeting on Monday.

Dahlgren moved that the meeting be extended until 10:15p.m. Taylor seconded the motion; it pass unanimously.

SHIRLEY OLOFSON MEMORIAL AWARD COMMITTEE chair Myrtis Cochran Collins stated that the awards program up to this point had been successful. She read the list of winners (Lynetta Lewis Aleander, Rosemary Huff Arneson, and Rhonda Lynette Harris Taylor) and noted that they had been acknowledged at the Awards Breakfast. Collins thanked the Publicity Committee for their assistance, and said that the new flyers are already out. Karin Ford will be next year's chair.

Collins referred the Board to her written proposal, in which the Olofson Committee suggested that the award be graduated to reflect increasing registration costs. Killeen asked why the on site registration fee was used to calculate the award. Collins said the highest figure has always been used for this award. Williams argued that the award should cover more than registration to ALA Annual Conference. Larayne Dallas said she felt the honor of winning the award is great in itself, and the money for registration is a big help. Killeen asked if the award will continue to be granted to 3 people. Collins said yes, but that question should be assessed every 5 years. Discussion ensued about whether the Award should be increased to encompass funds above and beyond registration. Dahlgren pointed out that the Committee's time table proposal could be used as a planning tool: for example, the award could be the greater of $177.00 or $25.00 over registration. The award could be adjusted at Midwinter.

Taylor moved we accept the Olofson Committee's recommendation for

implementation of the increase of the award, according to appendix A of the Committee's proposal. (See attachment) Cimbala seconded the motion. Williams offered a friendly amendment that the dollar amount for the award be doubled through 1987, then be restructured for the next 6 years. Taylor rejected the friendly amendment. The original motion carried, with Williams voting against it.

Cimbala reluctantly moved that the meeting be extended to 10:30pm. Dahlgren seconded the motion, and it passed unanimously.

LIAISON REPORTS

LIAISONS COORDINATOR Anders Dahlgren announced that all JMRT liaisons would meet Monday to review a working paper for long-range planning. He also expressed the wish that he had had more time to fulfill the duties of liaisons coordinator.

LIBRARY EDUCATION ASSEMBLY LIAISON Diane Cimbala reported that through the LEA, the Students to ALA Program obtained cosponsorship (and some prestige) from the Standing Committee on Library Education.

Larayne Dallas, BETA PHI MU LIAISON, stated that she had been sowewhat frustrated because her role in Beta Phi Mu had not been an active one. She suggested that next year's liaison ask Beta Phi Mu how JMRT can help out. Dallas also commented that she had met Ed Holley at a BPM reception and he had expressed his apologies for dropping out as keynote speaker at the SALA program. He claimed he received insufficient follow-up. Cimbala, supervising officer for the Committee, defended SALA chair Karin Ford, who had maintained contact with all of the SALA panelists throughout the 1984-85 year.

ANNOUNCEMENTS

There being no announcements, Dahlgren moved that the meeting be adjourned. Bohrer seconded the motion, and it carried unanimously. The meeting concluded at 10:15pm.

Respectfully Submitted,

Diane J. Cimbala