ALA/JMRT EXECUTIVE BOARD MEETING
DALLAS, TEXAS
SATURDAY, JUNE 24, 1989
9:00 AM - 12:30 PM
PRESENT
The
ALA/JMRT Executive Board Meeting was called to order by
President Karin Ford at 9:10 AM. Thirty members were present:
Laura A. Sullivan Joni
Gomez
Karin Ford Elinor
Barrett
Myrtis Collins Jim
Mouw
Joseph Harzbecker Diane
J. Cimbala
Susan H. Schmidt Rosemary
Arneson
Lorretta Turnage Christina
Y. Allen
Edith Reiss Robert
Newlen
Peggy Royster Joyce
G. Taylor
Mary Marcum Evans Pat
Brill
Jana Lonberger Colleen
M. Conway
Cecil Hixon Cheryl
Napsha
Sara Behrman Karen
L. Peterson
Sylvia Reimer Mark
Watson
James Huesmann Greg
Wool
Sheldon Vik Marlena
Wald
INTRODUCTION
President Karin Ford 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, the three Directors, and the
Affiliates Council President.
Ford announced that directors and officers would do the
majority of reporting at the Executive Board Meeting; committee chairs might be
called upon if there is a major issue a director
or supervising officer needs the chair to address.
APPROVAL OF MINU'T'ES
Karin
Ford requested any corrections to the minutes for Midwinter/Washington, D.C. As
there were no corrections, Peggy Royster moved to approve them. Lorretta
Turnage seconded
the motion. Motion passed unanimously.
OFFICER REPORTS
PRESIDENT - Karin Ford
President Ford brought forth two items requiring action.
First of all, she received a letter from Linda Elliott, PLA Membership Chair,
who requested that JMRT consider a liaison from PLA
Membership Committee to the Library School Outreach Committee. Ford responded
to Elliott via letter suggesting that the liaisonship be to JMRT as a whole,
not just one committee (as JMRT
does with other liaisons). Ford said she had not heard back from Elliott, and
asked for any discussion from the group. Sara Behrman felt the liaison should
be to the specific committee; Ford expressed concern over the precedent this
action might set. After opinions were made for both positions, Ford suggested
that the PLA Membership Committee have a liaison to JMRT as a whole, with a focus
on the Library School Outreach'Committee (being on that committee's mailing
list, attending their meetings). This approach was agreed to by those present.
Ford's second action item concerned a letter from
Melissa Carr, Chair of the LAMA PAS Staff Development 1990 Program
Subcommittee. They are planning a program for the 1990 Chicago Annual
Conference on how to write readable manuals and handbooks. Carr asked that
JMRT co-sponsor the program--in name only (no funds would be involved). Jim
Mouw moved that JMRT co-sponsor the program in name only. Mary Marcum Evans
seconded the motion. Motion passed unanimously.
Committee on Governance - Ford reported briefly for
Rosemary Arneson, Chair of the Committee on Governance. There are two COG
issues to be addressed: 1) proposed changes in the by-
laws for the liaison positions and 2) implementation of the name change. Ford
said that Arneson was holding a committee meeting on June 25 at 10:30 AM in the
Days Hotel, Spring Room, to discuss implementation of the name change.Ford
announced (for those who did not know) that the name change was voted for, and
as of July 1990, JMRT will become NMRT (New Members Round Table).
Ford asked that Arneson's report be deferred until
Monday's meeting. Other changes to the agenda were also requested by Ford.
Lorretta Turnage moved to approve the agenda. Peggy Royster seconded. Motion
passed.
Constitution
and Bylaws - Ford reported that Susan Schmidt, Chair of Constitution and
Bylaws, had no action items at present. Schmidt's committee will be working on
making necessary changes in reflect the passage of the Liaisons Coordinator as
a director position. These changes should be ready at Midwinter.
Leadership
Development - Ford said she did not receive a report from Lori Logsdon, Chair
of Leadership Development. However, Ford said JMRT needed to discuss the
continuation of the committee, since it is an.ad hoc committee. JMRT must vote
to either terminate it, continue it as ad hoc, or- make it an ongoing special
committee. The committee has traditionally done a program prior to the first
Executive Board Meeting at Midwinter on a leadership development topic. Jim
Mouw moved that Leadership Development continue as a special committee with its
primary charge being to hold a leadership development program at Midwinter
conferences.
Lorretta Turnage seconded.
Mouw mentioned that he finds the leadership programs
valuable, and that there is now a budget line for a continental breakfast at
that program.
Motion passed unanimously.
VICE-PRESIDENT - Myrtis Collins
Vice-President Collins reported that she has been
making committee appointments since Midwinter and preparing for the 1990
conference. Chairs are in place for all committees, except
Fundraising, and all liaisons have been appointed.
Collins also sent names of JMRT
people interested in becoming involved in ALA committees to Patricia Berger.
Results were positive: Phoebe Janes was appointed as an intern for two years
to the Standing Committee on Library Education, and Elinor Barrett was appointed
to the Intellectual Freedom Committee.
SECRETARY - Laura A. Sullivan
Laura Sullivan, Secretary, reported that she
transcribed minutes from Midwinter and purchased a tape recorder to be used by
future JMRT secretaries.
Archives - Sullivan stated that Judy Jeng, Archivist,
received
files from various committees and a book from Sharman Prouty (previous
FOOTNOTES editor) Local Indexes in American Libraries: A Union List of
Unpublished Indexes by Norma Alin Ireland
(previous JMRT president).
Handbook - Sullivan said that Handbook Chair, Joni
Gomez, distributed handbook entries to JMRT chairs as requested; Gomez also
solicited costs from merchants for total revision of the
handbook. A complete revision of the handbook will be necessary due to the name
change.
Jim Mouw remarked that some portions of the handbook have
not been revised for many years and will need to be revised. Myrtis Collins
said that some committee chairs are not in the
position to revise their sections but may be after a year's experience as a
chair.
The idea of putting the handbook on disk was
discussed briefly. Gomez welcomes any software ideas from JMRT members.
TREASURER - Jim Mouw
Exhibitor Contact and Relations - Jim Mouw said that the
report for this committee would be covered under Lorretta Turnage's report.
Fundraising - Mouw reported on the status of this committee's current
project--investigation into editing and publishing a book of library humor.
There may be a competing project from Norman Stevens in the works. James
Huesmann, Fundraising Chair, said that he feels the committee can still do this
project, perhaps with a different slant than Stevens' book. Huesmann also
expressed confidence in his committee's ability to take on the book project
even though committee members are scattered across the country.
Ford asked Huesmann if there was a possibility for fundraising activities
with the inception of the name change. Huesmann said that would be incorporated
into the committee's work.
Budget - Mouw announced that the new joint operating agreement of ALA
applies only to divisions; JMRT will not be affected. Mouw also said that the
charge (at Midwinter) to form a fiscal planning committee did not occur. He
said this will need to be discussed again at New Board.
As for the budget report, Mouw said that he added a summary page at the
front of his report as requested.
Overall, the budget is in good shape. Mouw said JMRT had a healthy cash
balance, although JMRT may have to dip into the cash balance depending on the
income of the Social (but no more than $1,000.00). However, JMRT will begin the
new year in strong financial shape.
Mouw said he was happy to report that the only funding from vendors is
for the programmatic budget line; the operating line (committee work) is now
funded from JMRT funds.
Mouw expressed concern about the lack of prompt or
accurate fiscal reports from ALA. Other divisions are also concerned about this
issue.
Mouw
said that he would like to have reimbursement requests (pre-conference or
conference) from committee chairs by the first week in July.
President Ford said she very much appreciated the clarity
of Mouw's budget reports.
Everyone agreed.
PAST PRESIDENT - Diane Cimbala
Nominating
- President Ford reported for Diane Cimbala on the results of the election. The
elected officers are:
Vice-President/President-Elect Mary Marcum Evans
Secretary Cindy
Saur
Directors Jenifer
Abramson
Joyce Taylor
Also approved was making the Liaison Coordinator a
Director. (This will not formally take effect until next year since a Director
is an elected position).
Ford stated again that the name change passed--209 people
voted on the name change issue (102 for NMRT; 81 for JMRT; 26 for START).
A brief discussion followed about why very few
members vote. President Ford and Jim Mouw felt that this problem was
characteristic of ALA as a whole.
MACE - Elinor Barrett
Elinor Barrett, MACE director, opened her report with the
status of the Meet the Winners reception. After some planning and preparation
for the reception, Barrett said she realized that only one winner might be
present at the reception. As
a result, Barrett questioned the reception's feasibility, and after discussion
with various members of the Executive Board, the
decision was made to cancel the reception this year.
Barrett added that JMRT will need to decide how to proceed
on a separate reception in honor of award winners in the future. She said the
argument for a reception is that JMRT is proud of award
winners and likes to honor them through a reception; this is also a way to
introduce winners to JMRT members. On the other hand, Barrett expressed concern
over the fact that there are usually
conflicts in scheduling a time for the reception.
Discussion followed on the problems connected with a
reception and other possibilities to honor award winners. Points made by
members included: Shirley Olofson award may be key concern as other awards are
well publicized; reception was held in Suite as one way to use the Suite; there
are other programs which try to recognize winners; award winners have busy
schedules; recognize
winner(s) at the SALA reception.
After comments, a motion was made by Elinor Barrett to charge the Shirley
Olofson Committee with investigating methods of publicizing the Shirley Olofson
Memorial Award and to report to
the Executive Board at Midwinter conference on those recommendations. Mary Marcum Evans seconded. Jim Mouw
made a friendly amendment that a separate Meet the Winners reception not
be scheduled in Chicago. Motion passed.
Elinor Barrett concluded her report by returning her MACE funds to the
JMRT budget.
Minorities Recruitment -
Barrett stated that Joyce Taylor, Chair, and her committee are actively
co-sponsoring the SALA Reception.
Grassroots Grants - Barrett reported that Sylvia Reimer, Chair, and
committee updated the GG states contact handbook. A table of contents and
standard application form were additions to the
handbook.
3M/JMRT Award - Barrett announced the winners of the
3M Professional Development Grant awards: Jenifer Abramson, Daniel P. O'Mahoney
and Eric Wade. Elena Carvajal chaired the
committee.
Scholarship Committee - This committee, chaired by
Pat Brill, chose Dori Marie Molletti as the scholarship recipient. Barrett
noted that the committee plans to review the evaluation criteria
and ranking criteria at conference. However, criteria
will stay in place for the 1990 award, with any changes being implemented in
1991.
Shirley Olofson Memorial Award - Barrett said that
Carole Bell, winner of the award, will receive her award at the President's
Program on Sunday.
Phoebe Janes, Shirley Olofson Award Committee Chair,
submitted a proposal to the Executive Board to redefine the applicant
qualification guidelines. Barrett said that Janes' concerns
centered around the low applicant pool over the past few years. Janes suggests
three changes to enhance the value of the award:
1.Currently, the committee is awarding $160 per winner,
with 3 winners: clump the 160 x 3 and give all to one person. Advertise the
award noting monetary value.
2. Reverse the SOA award so that the decision is made
at the annual conference, and the stipend is granted to cover Midwinter
registration fees.
3. Delete the qualification of "must be attending 2nd
annual conference."
Jim
Mouw moved that the three recommendations be accepted. Diane Cimbala seconded.
Discussion followed.
Most
people favored raising the monetary award and giving it to one person.
President Ford said she liked the idea of using the award for Midwinter
Conference, but was concerned that the
applicant pool would still be reduced since less people go to Midwinter.
Diane Cimbala moved to table the discussion until
later in the meeting. Peggy Royster seconded. Motion passed.
Membership Promotion and Relations - Barrett reported
that Jana Lonberger, Chair, was very busy this year. Several issues need to be
addressed. First of all, Lonberger received a
feasibility study from the ALA Membership Committee on Multiple Memberships in
divisions and round tables. Lonberger said she completed the survey as best she
could (not having the chance to
discuss it with others in JMRT), and would await further developments on the
issue.
Secondly, Barrett reported that
ALA's subcommittee on Student Membership is involving some of JMRT members with
the subcommittee. This is apparently being handled informally; any
formal connection between JMRT and the subcommittee
will be handled through Myrtis Collins.
Thirdly, the ALA Membership Committee is planning a
cruise for the 1990 Chicago Annual Conference, and has asked if JMRT would be
interested in sponsoring the cruise. Lonberger has not yet received definite
information about the cruise.
Jim Mouw moved to have the COGNOTES report at this
time. Peggy Royster seconded. Motion passed.
PUBLICATIONS & PUBLIC RELATIONS - Lorretta
Turnage
COGNOTES - Lorretta Turnage announced that local Girl
Scouts were assisting with the distribution of COGNOTES.
The rest of the COGNOTES report focused on whether a
policy should be defined concerning the publication of ALA candidate
endorsements, and what that policy should be.
Diane Cimbala suggested assembling submitted
endorsements and then listing the endorsements in the last issue of COGNOTES,
as a means of information, a non-partisan tabulation.
Jim Mouw said that if JMRT does indeed do
endorsements, an official form should be required for the endorsee to sign.
Sara Behrman stated that the JMRT Executive Board
should raise JMRT's concerns to the ALA Executive Board and let them handle the
issue.
Lorretta Turnage moved that JMRT ask the ALA
Executive Board to provide a policy on publishing endorsements of ALA political
candidates in COGNOTES, with a response to JMRT from the ALA Executive Board
prior to Midwinter. Jim
Mouw seconded. Motion
passed unanimously. Myrtis Collins will write the letter to the ALA Executive
Board concerning the issue.
SPECIAL PRESENTATION
Following the break, Lorretta Turnage introduced two
guests--Gerald Shields, Shirley Olofson's Mentor, and Edward M. Kurdyla, OCLC's
Director of the Electronic Publishing and Information
Division.
Marlena Wald, Chair of Exhibitor Contact and Relations,
explained why these two guests were present at the meeting. Wald said this past
year the Exhibitor Contact and Relations Committee
undertook
a new funding initiative to build an endowment for the Shirley Olofson award.
Wald began work with Shields and Kurdyla in establishing an endowment. Wald
said that later in the meeting she would explain a package of funding to be
developed (T-shirts, art work) to improve the endowment. OCLC will give money over a five-year period in
order to raise more money and to build the endowment.
Kurdyla and Shields presented a check of $1,700 to
President Ford, the first installment of OCLC's participation. In the next four
fiscal years, OCLC will contribute $1,000 each year.
President Ford thanked both men
and OCLC for the generous check. Dr. Shields then spoke about Shirley Olofson
with much affection and in praise of her many contributions.
COMMITTEE ON GOVERNANCE - Rosemary Arneson
Rosemary Arneson, Chair of COG, spoke to two key
issues:
1. Structure for appointment of liaisons. Arneson
said she revised the current Constitution and Bylaws information concerning
liaisons and Liaisons Coordinator (Article X). She then contacted
liaisons, committee members and other interested people for their comments on
the proposed change.
Peggy Royster moved that JMRT accept the proposed bylaws
change (Article X) regarding the structure for appointment of liaisons and that
the change be placed on the next election ballot.
Jim Mouw seconded. INyrtis
Collins made a friendly amendment that for #4 of the proposed change text
"Liaisons Coordinator" be changed to "Director of
Liaisons." Motion passed as amended.
Related to this, Arneson said she was unclear about
the exact process/procedure for changing bylaws.
Jim Mouw moved that COG be charged with developing
procedures for the JMRT Handbook regarding the placement of non-nomination
items on the ballot (with suggested procedures by Midwinter). Mary Marcum Evans
seconded. Motion passed
unanimously.
2. Impact of name change
Arneson said she outlined the impact of the name
change, financial and otherwise. (See
outline attached to her report). Instead of a forum on the name change Sunday,
Arneson asked
members to look over the handout and discuss the proposals at Monday's
Executive Board meeting.
Sara Behrman suggested that JMRT consider
implementation of the new name in full immediately, and to stay away from using
the acronym for a year or two.
CONFERENCE ARRANGEMENTS- Peggy Royster
Peggy Royster thanked all her program committee
members for their hard work and praised the quality of their programs.
Local Arrangements - Royster said that this committee
did a fine job preparing the orientation packets for conference.
Social - Royster highlighted the menu for the Social
and emphasized shuttlebus service to the West End Marketplace. Tickets can be
purchased from Royster, $15 in advance, $18 at the
door. Diane Cimbala said the tickets are $18 at the meal ticket desk.
Membership Meeting Program - Royster said this
committee, chaired by Greg Wool, had a budget request. Jim Mouw stated the
request was to increase the committee's budget due to equipment
costs. Since exact costs were not known, the decision was made to forego a
decision at this time.
Orientation - Royster announced the slate of speakers
for the afternoon program.
Students-to-ALA Reception - The SALA reception will be
Sunday night. Royster said the committee had actively worked with the
Minorities Recruitment Committee on the reception.
Royster said about $150 was spent on outreach to library
schools.
President's Program - The program will be on
mentoring. Royster said Brooke Sheldon and Margaret Myers worked very
diligently with the committee on the program.
PUBLICATIONS & PUBLIC RELATIONS - Lorretta Turnage
Booth - Lorretta Turnage said the booth was delivered
to four state associations; the slide show went to one. Associations are
responding to the publicity for the booth.
President
Ford clarified how to make corrections to the Handbook: the committee chair
should rewrite the Handbook entry (if corrections are needed) and send the
revision(s) to the
All were encouraged to stop by and see the Booth.
FOOTNOTES - As Tom Lawrence had resigned as editor,
Turnage took care of the last FOOTNOTES issue. President Ford thanked Turnage
for "saving the day." The new editor is Rachel Robbins.
Publicity - Turnage reminded committees to be sure to meet
deadlines for publicity.
Exhibitor Contact and Relations - Marlena Wald,
Chair, discussed how the T-shirt idea, raised at Midwinter, could raise .money
for the Olofson fund. Wald
felt this could be a
rejuvenation project for the award. Wald also distributed a list of the vendors
who have contributed money to JMRT. Jim
Mouw later mentioned that a vote would be needed for approval of the T-shirt
idea.
Concerning the Friendly Booth award, President Ford
said she would be willing to make the presentation at the beginning of the
Membership Meeting Program.
Ford and others expressed praise for Wald's work.
Questions and concerns then followed from the
Executive Board regarding the certainty of establishing an endowment. Jim Mouw
stated that at Midwinter he had mentioned that ALA might be allowing divisions
to develop endowments. He said that he understood we can build endowments, but
presently we cannot collect interest on them.
President Ford asked the Executive Board where the
responsibility of the endowment should fall--Exhibitor Contact and Relations
Committee, Fundraising Committee? She wondered where
the Shirley Olofson Committee fit in.
Much discussion followed regarding Board action.
Lorretta Turnage moved that the issue be deferred to
the Olofson Committee to come back with recommendations to the Executive Board
regarding the $1700.00; also, that the Olofson
Committee have recommendations on how to handle future funding of the Olofson
award. These recommendations are to be ready at Midwinter Conference. Peggy
Royster seconded.
Discussion followed. Colleen Conway said that the awarding
of the Olofson award is at Midwinter and felt a small committee should handle
this issue between now and Monday's meeting.Diane Cimbala suggested that the
award not be given this year and
use Midwinter to resolve this issue. Some expressed interest
in"unveiling" the award again during the anniversary year--either
1991 (Olofson died in 1971) or 1992 (the award was first given in
1972).
Turnage said the primary issue requiring action is
dealing with the $1700.00 from OCLC. She
felt the Olofson Committee should make the recommendation concerning the money.
The motion on the floor passed unanimously.
It was also decided to give the award next year.
President Ford then returned to Phoebe Janes'
recommendations that were raised earlier (for the Shirley Olofson award). Jim
Mouw moved that Janes' report be removed from the table for
discussion. Peggy Royster seconded. Mouw
then withdrew his motion regarding the recommendations. Diane Cimbala seconded.
Motion carried.
Mouw moved that the award be continued as is for next
year while discussing new options; also, that the new Olofson Committee develop
procedures with the new funding. Peggy
Royster seconded. Motion passed unanimously. President Ford again thanked
Marlena Wald and her committee for their hard work and efforts this past year.
LIAISONS COORDINATOR - Joe Harzbecker
Joe Harzbecker, Liaisons Coordinator, thanked his
strong group of liaisons and Rosemary Arneson/COG for their work.
He announced the joint IFRT/JMRT reception on June
26, Monday at 5:30 PM.
Harzbecker said he had corresponded with LAMA PAS on
the creation of two new liaison positions. LAMA PAS is very enthusiastic about
the new liaisons which are for the Staff
Development Committee and the Publications Committee.
Jim Mouw moved that JMRT establish two liaisons with
LAMA PAS. Laura Sullivan seconded. Motion passed unanimously.
President Ford clarified how the Director of Liaisons'
position would be implemented. Since that position needs to be elected, JMRT
cannot nominate and elect that director until the 1990 ballot. Harzbecker has
agreed to continue to serve as Liaisons Coordinator during the coming year.
AFFILIATES COUNCIL - Mary Marcum Evans
Mary Marcum Evans, President, announced that the
Suite would be moved today since another group had already checked in there.
Colleen Conway, Affiliates Council First Vice-President,
made a recommendation that JMRT not have a Hospitality Suite at the Chicago
Annual Conference next summer. Reasons are listed in her report in support of
her recommendation including low housing costs in Chicago and general
decline in the use of the Suite.
Conway said those interested in this issue should
attend the Affiliates Council meeting on Sunday. The committee will then
formulate a formal recommendation to the Executive Board at
Monday's meeting.
NEW BUSINESS
None.
ANNOUNCEMENTS
Myrtis Collins said that four out of eleven JMRT
members who wanted to be on ALA committees had been appointed to a committee.
President Ford encouraged everyone to purchase a
Social ticket.
ADJOURN
Mary Marcum Evans made a motion to adjourn the
meeting. Peggy Royster seconded the motion.Motion passed unanimously. Meeting
adjourned at 12:20 PM.
Respectfully Submitted,
Laura A. Sullivan
JMRT Secretary