AMERICAN LIBRARY ASSOCIATION
JUNIOR MEMBERS ROUND TABLE
EXECUTIVE BOARD AND NEW BOARD ORIENTATION
Monday, June 26, 1989, 2:00 -
5:30 PM
Annual - Dallas, Days Hotel, Seasons Ballroom
PRESENT
The ALA/JMRT Executive Board Meeting was called to order
by President Karin Ford at 2:00 PM. Forty-three members were present:
Myrtis Collins Joan
L. Dobson
Karin Ford Deborah
Schaeffer
Barbara Alexander Cynthia
Usieh
Marlena M. Wald Pat
Brill
Roberta M. Handy Joyce
Taylor
Robert Newlen Deborah
Colter
Susan Schmidt Chris
Smith
Mark Watson Carole
R. Bell
Joe Harzbecker Rosemary
Arneson
Susan M. Agent Eric
Wade
Jane Tupin Patricia
Wade
Edith Reiss Jenifer
Stone Abramson
Connie Phelps Colleen
M. Conway
Elinor Barrett Ann
Palomo Stroud
Barbara S. McFadden Eric
D. Suess
Lori Logsdon Mary
Marcum Evans
Peggy Royster James
Mouw
Cindy Saur Laura
A. Sullivan
Verdie F. Richburg Ophelia
L. Roop
Sallie Barringer Kathryn
Sorury
Lorretta Turnage Diana
Brice
Jacqueline Douglas
OLD BUSINESS
President Karin Ford had two items of old business
for discussion: name change implementation and the Suite recommendation.
Rosemary Arneson, COG Chair, spoke to the first item.She
said she had not received any more feedback on implementation suggestions for
the name change.
Ford asked that this issue be considered as new business
for the new Executive Board. Peggy Rovster made a motion that the name change
implementation issue be considered as new business for the new Executive Board.
Jim Mouw seconded the motion. Motion passed unanimously.
Ford then reviewed those with voting privileges:
President, Vice President, Secretary, Treasurer, the three Directors and the
Affiliates Council President.
Colleen Conway discussed the second item--the Suite
recommendation. She said that the Affiliates Council voted not to sponsor the
Hospitality Suite at the next annual conference (Chicago). This decision will
be reevaluated immediately after conference.
Conway said two alternative activities are planned as the
second Vice-President's duties:
1) To
sponsor a clearinghouse for housing prior to conference
2) To plan at least one social, similar to the Bite with
LIRT program.
Peggy Royster moved that the meeting of the outgoing Executive Board be
adjourned. Myrtis Collins seconded. Motion passed unanimously.
COMMITTEE
CHAIRS AND LIAISONS FOR 1989-90 - Myrtis Collins
Myrtis Collins, new JMRT President, reminded new chairs,
officers, and liaisons to pick up information packets in the back of the room.
President Collins welcomed everyone and congratulated the
new Executive Board officers. She then asked for any changes to the agenda. As
there were none, Karin Ford moved that the agenda be approved. Jenifer Abramson
seconded. Motion passed. Introductions were made by those present.
PRESIDENT'S REPORT AND ORIENTATION PRESENTATION - Myrtis
Collins
President Collins provided background information about
herself and said she was honored to be president of JMRT. Emphasizing that this
meeting was procedural, Collins began the orientation by going over the
information in the packets.
Included are:
Division of Responsibilities - This is a list of officers
with the committees they oversee. Collins added names to this sheet: Colleen
Conway is Affiliates Council President; Carole Bell is Affiliates council 1st
Vice-President; and Carol Lunce is Affiliates Council 2nd Vice-President.
Collins said to delete "Hospitality Suite" under "Affiliates
Council President."
Calendar - Collins said to pick up the revised
FOOTNOTES deadline sheet in the back of the room to accompany this calendar.
Directory - This lists names, addresses', phone
numbers for officers, committee chairs and liaisons. There were corrections to
the directory:
Jenifer Abramson/zip code - 93063
Eric Suess/following zip code - M/C 234
Jim Mouw/Bitnet # - U40028@UICVM
Rosemary Arneson/work phone number - 203-254-4044
Joe Harzbecker/work phone number - 617-638-4228
Deborah Colter/work phone number - 317-887-1045
Myrtis asked those with fax numbers and electronic
mail numbers to send them to her. They will be added, along with these
corrections, to the directory.
Collins said she would speak about the rest of the
forms in the packet later. Collins continued her report by highlighting
information in the New Board Orientation Notes.
PURPOSE: The purpose of JMRT is to provide leadership
skills for new members to the profession. Collins stressed that chairs should
involve members with their committee; make this a goal as a chair.
HANDBOOK: Collins said chairs, officers, and liaisons
would receive their handbook in the mail or at conference. JMRT operational documents
are included here--Constitution and Bylaws, Goals and Objectives. Each
committee has an entry in the Handbook; chairs should have Handbook entries in
their packets. Collins informed Joe Harzbecker that liaisons' entries were not
photocopied. Also, some liaisons do not have Handbook entries yet. Collins said
JMRT forms are included in the Handbook; if any are missing, Joni Gomez,
Handbook Chair, should be contacted.
FILES: Collins said those receiving Handbooks should
also receive current files from the previous chair/officer/liaison. The policy
is to keep three years of the files; if a Handbook has more than three years,
the files should be weeded and sent to Judy Jeng, Archivist.
CORRESPONDENCE
TELEPHONE CALLS: There is a telephone conversation
record form in 'the Handbook to be used to document important calls (i.e. if a
decision is made on an important issue); the form is not
necessary to use for every call. Collins asked that mail correspondence carbons
be mailed out as soon as possible.
LETTERS, MEMOS: Collins
said that the JMRT stationery will still be used this year. Marcia Kuzmaul,
JMRT Staff Liaison, has more stationery if anyone needs more. (Her address is
in the
directory.) Please include return address and phone number on all
correspondence and send copies of all relevant correspondence to designated
people. Only one version
of a form letter needs to be sent to the appropriate people.
ELECTRONIC COMMUNICATION: Electronic mail and telefaxing
is handled the same as other written correspondence.
FINANCE
BUDGET: Collins asked that everyone read through the
guidelines in the packet regarding the budget and exhibitor support.
Expenditures over $20 must receive approval from the
supervising officer (this can be done over the phone). Collins stressed that
approval is necessary before the money is spent.
Jim Mouw said he prefers that money approval requests
be mailed to the officer to be signed and then mailed on to him. Use the phone
only if there is a time constraint.
EXHIBITOR SUPPORT: Collins said Marlena Wald, Chair
of Exhibitor Contact and Relations, is the person to contact if your committee
needs vendor support. There is a Committee Request Form for Exhibitor Support
to fill out and send to Wald who will then work at contacting vendors.
Wald
suggested not to ask for odd amounts or amounts that may be considered too
small by vendors.
Mouw said he budgets vendor money; if anyone is
requesting vendor money for a new program not already budgeted, please let him
know (carbon paper work).
In response to a question, Wald said that committee
members should not personally ask a vendor for money, even if he/she knows the
vendor well. Give the vendor's name to Wald and let Wald make the contact.
PLANNING: Collins warned chairs to pay attention to
deadline dates on the calendar, especially program committee chairs. If a chair
does not receive information from the ALA Conference
Arrangement Office, call the supervising officer.
REPORTS: There are three major JMRT reports: Planning
Report, Committee Report and Committee Meeting Report. Collins explained the
purpose of each (see Orientation Notes). The
reports need to be in writing and submitted before conference or immediately
after. Collins said that the reports help with planning next ,year's JMRT activities.
PUBLICITY
COMMITTEE: Jean
Scappator is the Chair of the Publicity Committee.Collins encouraged chairs to
use this committee and be aware of publicity deadlines.
NEWSLETTERS: There are three: FOOTNOTES, COGNOTES, and. NEWSNOTFS. Please follow deadlines for
these groups.
REPRESENTING & PROMOTING JMRT: Collins said a large
part of representing JMRT is done by liaisons, although all officers, chairs,
and members represent and can promote JMRT as well. She encouraged all to
recruit new members too.
HELP: Collins encouraged chairs and committee members to
ask for help if necessary, particularly if there is a problem with a committee
or if the responsibility becomes overwhelming. Collins said it is best that the
Executive Board know early on if a problem exists.\
TREASURER'S REPORT AND DISCUSSION OF PRELIMINARY 1989-90
BUDGET - Jim Mouw
Jim Mouw asked everyone to look at the Request for
Reimbursement form in the packet. He stressed the importance of having receipts
for reimbursement (if possible). For this fiscal year's expenditures, Mouw said
to have receipts to him by~Mid-July. If over $20, get approval from supervising
officer before making the expenditure. Also, if a committee needs to go over
budget, seek approval.
Mouw said he prepared a preliminary budget. Two
corrections:
1) Page 1, Summary Page, last two columns should read FY
FY 89/90 (External Funds, Total Budget)
2) Page 2, Section B, Responsible Person for
NEWSNOTES is Conway (not Evans)
Mouw explained that this budget is derived from a
combination of things: actual expenditures this year, specific requests, and
sometimes standard amounts. There may be changes; a revised
budget will be voted on at Midwinter.
He said operating expenses seem to be dropping due
mainly to the fact that ALA expenses have not been as high as expected.
Communication costs are holding even; committee expenses are about the same;
programming expenses have increased a little, but not significantly. He
reminded the group that vendor support is used for programmatic activities.
Peggy Royster moved to approve the preliminary budget.
Cindy Saur seconded. Discussion followed. Mouw had a revision request--to
remove the Suite from the budget. He would like to
recommend that JMRT use the $500 that JMRT has been
spending from their money on the Suite to improve the SALA reception. Since
$100 has already been designated for SALA, the additional $500 makes the SALA
total $600.00 from JMRT. Mouw said the vendor support has yet to be worked out.
(Delete the Suite lines under Section E, Programming and Estimated Income, page
5). Mouw announced that he did not budget for the Meet the Winners Reception
since there are no plans for that next year.
Karin Ford made the friendly amendment to revise the
budget as discussed. Mary Marcum Evans
seconded. Motion passed unanimously.
Mouw continued with a report on the establishment of a
JMRT endowment for the Olofson Award. Mouw said he spoke with the ALA Chief
Financial Officer about this matter. Mouw said the endowment is possible, but
restrictive. The money must originate from outside funds (JMRT operating money
may not be used) and the principal cannot be touched. The endowment cannot be
used to buy supplies for a fundraising project.
Marlena Wald announced a new ALA policy which asks
that all awards, grants and scholarships established be increased (minimum
$1000 for an award, $3000 for a scholarship). Wald said-she would
send this report to the Executive Board.
Mouw stated that the ALA Endowment Board, which meets
in early fall, will need to approve the establishment of the endowment.
OFFICERS' SUMMARIES OF RESPONSIBILITIESAND REPORTS ON
PLANS FOR THEIR COMMITTEES
Vice-President/President-Elect - Mary Marcus Evans
Nothing to report.
Mediate Past President - Karin Ford
Karin Ford said her responsibility this year will be to
oversee the Nominating Committee as well as serve on the committee. She will
also assist Liaisons Coordinator,Joe Harzbecker, with the liaisons.
Secretary - Cindy Saur
Nothing to report.
Director for Conference Arrangements - Jenifer Abramson
Jenifer Abramson requested that her committee members
maintain contact with her.
Director of Membership, Awards and Continuing Education -
Peggy Royster
Peggy Royster also asked her committee members to
keep in touch.
Director for Publications and Public Relations -
Joyce Taylor
Joyce Taylor said she does not like working up to
deadlines and asked her committee members to plan ahead. She encouraged her people
to call or write her if there are any problems.
AFFILIATES COUNCIL PRESIDENT REVIEW OF RESPONSIBILITIES
AND PLANS FOR 1989-90 - Colleen Conway
Colleen Conway said Affiliates Council plans to
identify state affiliates, as well as work toward meeting one of the
Affiliates. Council's goals: to provide communication among affiliates and
between state or regional groups and ALA/JMRT. She said Affiliates Council also
hopes to work closely with some committees including the Booth Committee,
Grassroots Grants Committee, and
Library School Outreach Committee.
Conway said Carol Lunce, Affiliates Council 2nd
Vice-President will be responsible for the alternate activities to the Suite
this coming year.
She also said that deadlines for NEWSNOTES are the same as FOOTNOTES.
DISCUSSION OF IDEAS FOR 1989-90 PROGRAMS & SOCIAL
Midwinter Activities - Cynthia Hsieh
Cynthia Hsieh, Chair, said she still needed more committee
members.
Concerning Midwinter Orientation, Hsieh said she is
considering two options: doing Orientation the traditional way or having a
continental breakfast. Hsieh clarified that a breakfast
would be in addition to the Social.
Peggy Royster mentioned that ALA is currently
redefining what a program is; JMRT will need to investigate this issue to see
if Orientation is affected.
Royster also said she would like to see a slide show
of museums in Chicago at Orientation. Marlena Wald suggested the auditorium at
the Art Institute as a location for Orientation.
Discussion followed about changing the format part of
Midwinter Orientation. One problem with Orientation is that JMRT is not able to
publicize it as a program. Others expressed concern about having a breakfast
due to the expense and time of a breakfast.
President Collins said that Hsieh should work with her
supervising officer on suggested ideas.
President's Program - Lori Logsdon
Lori Logsdon,
Chair, asked for speaker/program ideas. President Collins suggested
"creativity" in
libraries/librarianship as a topic. Roberta Handy said she may have names of
speakers on this topic for Logsdon.
Membership Meeting Program -Roberta Handy,
Roberta Handy, Chair, said she has met with her
committee members and they have generated ideas, but nothing definite. One
suggested speaker was Tom Blanton with the National Security
Archive who speaks on librarians as information scientists.
Orientation - Kathryn Sorury
Kathryn Sorury, Chair, listed ideas her committee
discussed for keynote speakers:
Michael Scully - Apple Computers
Mr.
Grovener - President of the National Geographic Society
For local color speakers, suggestions were:
Oprah Winfrey
Studs Terkel
Mike Royko
Roger Ebert
Karin Ford suggested choosing just one well-known
speaker, as opposed to a competing keynote and local color speaker. Also, she
cautioned not to pick too many speakers; Collins agreed.
Students to ALA Reception - Ann Paloma
Ann Paloma, Chair, said there were new possibilities
on hosting the SALA reception this coming year. She said SALA could be used as
a recruiting tool for both JMRT and Minorities Recruitment.
Some discussion followed. Rosemary Arneson told Paloma
that early SALA receptions were held at non-conference sites and these were
poorly attended.This is something to keep in mind when planning location. Also
mentioned was the conflict that SALA usually presents with library school
reunions.
10
Social - Pat Brill
Pat Brill, Chair, said the Social will be Monday,
June 25, 1990, 10:00 PM to 2:00 AM. Her committee has not yet met, but she had
five suggestions already:
1. Riviera Nightclub - Largest ballroom in Chicago,
5,000 sq. ft. dance floor, excellent audio system, two levels, uptown,
"iffy neighborhood".
2. Baja Beachclub - Hottest nightclub spot currently,
off Lakeshore Drive, renovated warehouse.
3. Limelight - bought out by Snuggery who is presently
renovating the Limelight.
4. America's Bar - North River area.
5. Field Museum - Acoustics are terrible due to marble
interior.
Brill said since the Social is an informal, fun event, she
and her committee prefer a large dance floor on one level, if possible, with a
good band/good acoustics.
Brill asked for any ideas to help her committee make a
decision.
Collins reminded committee chairs to complete a Committee
Planning Report with ideas and carbon the appropriate people.
Collins called a five minute break.
NEW BUSINESS
Rosemary Arneson addressed the issue of the name change.
She had requested preliminary costs for implementation from committee chairs
and prepared an informational sheet with these figures.
Arneson said initial action should be the following:
1) Publicize the name change - July 1990 JMRT will be
NMRT
2) Develop a new logo
Arneson recommended:
1) One person be appointed from the Publicity Committee to
work with COG on the name change.
2) Work on preliminary designs for the logo between
now and Midwinter.
Mary
Marcum Evans moved that Arneson's recommendations be accepted. Karin Ford
seconded.
Discussion followed. Arneson
said that between now and Midwinter COG would also come up with a priority list
of other things to be changed. She also said she would have to work with
Marcia Kuszmaul and ALA to ensure ALA is apprised of the name change.
Motion passed unanimously. President Collins thanked
Arneson and her committee for their work on the name change.
Jenifer Abramson brought up the issue of the charge
regarding the membership of the Library School Outreach Committee (made at
Midwinter). The recommendation was ". . . that membership consist of an
appointed chair, three to five working members, and as ex-
officio members, the chair of the Membership Promotion and Relations Committee,
the Affiliates Council First Vice President, and the National Grassroots Grants
Coordinator." Abramson
requested that the SALA chair be an ex-officio member of the committee.
Karin Ford made a motion that the SALA chair be an
ex-officio member of the Library School Outreach Committee. Discussion followed
as to whether the SALA chair should serve on the
committee. Peggy Royster made a friendly amendment to the motion that the SALA
chair or a SALA committee member be an ex-officio member of the Library School
Outreach Committee. Motion passed.
ANNOUNCEMENTS
Rosemary Arneson said that LAMA is reactivating their
mentor program and JMRT members may be interested in this. She will share
information as she receives it.
President Collins encouraged everyone to attend the
Social that evening.
ADJOURN
Peggy Royster moved to adjourn
the meeting. Cindy Saur seconded. Motion passed unanimously. Meeting adjourned
at 4:45 PM.
Respectfully Submitted,
Laura A. Sullivan
JMRT Secretary