American Library Association
New Members Round Table
Executive Board Meeting
Saturday, June 25, 1994
The ALA/NMRT Executive Board
was called to order by President Joanna Burkhardt at 8:05 a.m., June
25th, 1994. The following members were present;
Bea McKay, Betsy Fordan,
Janette Smith (Godort), Susan Benjamin, Laura Sill, Jenifer Abramson, Darlene
Nichols, Jeffrey Levy, Kathy Kie, Angela Jones, Dora Ho, Nancy Cummings, Linda
Golian, Joanna Burkhardt, Ann Snoeyenbos,
Deb Nerud, Judy Hambrick,
NMRT Liaison, Elaine Yontz, Carol kem, Terri Summey, Michael Coleman, Marilyn
Green, Joan Reyes, Ann Gordon, Kimberly Robles, Barbara Walchle.
Opening Remarks
Jeanette Smith presented on
Godort. Joanna said everyone did a good job this year.
Cognotes
Deb Nerud reported
there have been 2 issues of Cognotes already 24 pages each.
Advertising has gone well. Cognotes needs an assistant edit or Deb nerud
is functioning as assistant editor presently because continuity on the
Committee does not allow anyone else to fill the position and nobody
else has enough experience to take over. For1996 Tina Oswald has agreed to be assistant editor Deb drew up a form to drum up interest
in Cognotes. They also have three students on the Committee.
Approval of Minutes of
Midwinter Board Meetings
Betsy Fordon mentioned a few
corrections that needed to be made to the Midwinter Minutes. Barbara Walchle
agreed to amend the Minutes as requested.
Joanna entertained a MOTION to approve the Minutes from Midwinter
1994. Fetsy Fordon MOVED; Jenifer Abramson SECONDED. MOTION
CARRIED.
Joanna reported all went
well. Everyone did a good job
Betsy Fordon reported she put
her packets / files together. Midwinter activities went well and she notified
the NMRT election winners: Elaine Yontz, Vice-President / President - Elect;
Angela Jones, Secretary ; Mary Jo Howard Treasurer; Directors, Suzanne Byron,
Michael Coleman.
Jenifer said she checks her
e-mail and answers her phone. She discussed poor election returns of NMRT
ballots . Joanna suggested the nominating committee could encourage members to
vote Elaine suggested NMRT needs to get more people involved so they
know people and want to vote for them. Laura Sill agreed with Elaine .
Treasurer's Report
Joanna reported Joni could
not be here but Joni is responsible for all the clean up after Annual
such as reimbursement requests and bills
Secretary's Report
Barbara Walchle reported she
wrote up the Minutes from Midwinter and sent them
Out to all
officers/directors/committee chairs. Joanna suggested in the future the
Secretary should continue to send Minutes to committee chairs. Barbara said she
would make the necessary corrections in the Midwinter Minutes but would not
send them out again.
Affiliates Council
Ann Snoeyenbos reported for
Kart Fattig. They do not have a meeting scheduled for this time Ann said she
has had no communication from Karl since Midwinter. Laura Sill asked whether
the whole process might need to be investigated, not just the communication
problem Ann said she thought the structure was OK but she was open to ideas.
Maybe NMRT needs to make an effort to extend more into the states. She thought
Affiliates Council could work if they would. Maybe Affiliates Council could
work with Chapter Relations. Judy Hambrick asked if Affiliates Council has ever
worked with Membership Services.
Director's Reports
Laura Sill sent most of the time coordinating and
planning. She was hoping Committee chairs would show up and report themselves.
Membership
Meeting - Laura reported for Kathy Sorury Everything is in order for the
membership program on Monday. They decided to leave the membership meeting at
the end of the program. They will also give away door prizes. Kathy Kie
raised the issue of the membership meeting: should this be a priority for next
year's Committe? The membership meeting should not be an afterthought; the
placement is not such a problem but maybe people feel nothing
happens there .It is worth
while but we need to know why we are having it.
Membership/Awards/Continuing
Education
Darlene had nothing to add
beyond what the Committee chairs would say.
Publications
Kathy Kie said she will meet
with the new Director for Publicity / Public Relations. Cognotes and the
newsletters are going well. Footnotes went well. Kathy reported the
Booth looks good Betsy asked Kathy to tell her what happens when she and
Michael meet.
Liaisons
Bea reported the mini-Handbook
for 1iaisons had been approved. Bea sent the information to the Handbook
Committee and made packets for individual liaisons. Bea made one description
and customized it for each liaison. Bea felt they have the structure in place
and are ready to go. They need people to fill the positions. There are 6
continuing 1iaisons and 1new one. There are 18 vacant positions, so Bea
encouraged people to help her get these positions filled. Betsy said
Professional Ethics and Supervisory Skills are filled. Bea asked about LITA and
LAMA/PAS Since these are large groups, should appointments be more specific,
maybe to the membership? Laura Sill agreed it should be linked to an umbrella
committee such as membership. Betsy said maybe we need to clarify whether all
these liaison positions are needed.
Cognotes - Deb Nerud already reported early
Archives - Barbara Walchle reported for Robert Dunkel berger .
He has finished his organization project and compiled finding aids for the
Archives. In addition he has continued to receive files to add to the Archives
. Carol Swain has agreed to become the new Archivist.
Footnotes - Marilyn Green reported she produced Footnotes under
budget for April/June. This issue also contains lots of information
about Miami Beach.
Exhibitor Contact and
Relations - Elaine reported it was a
fun and interesting yea r . Social funding from 3M fell into their laps She
hopes the Exhibitors' Round Table Board will approve the Friendly Booth Award.
Elaine gave a history of the Friendly Booth Award and announced the Award will
be given Sunday at Noon. .Joanna encouraged everyone to thank vendors for their
support
Handbook - Bea McKay reported for Clare Dunkle. Handbook.
revisions were sent out The time table has been changed for this Committee so
they will not be bringing in new people at critical times.
SALA/Social - Michael Coleman reported SALA planning went well.
They distributed all the tickets they had planned to give Out , and more Michael
said SALA should go well. They planned for 200 and there might be 15
extras.
Carol kem reported on the
Social. It is to be held in the Fontainbleu Saturday night. They have great
door prizes and everyone must have a ticket . They are planning form maybe 300.
The theme is Moon over Miami This is a highlighted event . Carol said it came
in under budget and she wanted to thank. 3M and spread their name around. Carol
brought tickets with her to sell . Buses will run until about 1 a.m The
Endowment Fund balance is $5, 9 0 0
Grassroots Grants - Mary Jo
reported her committee has awarded 33 grants, about the same as in the past .
She tries to contact all the states . Mary Jo thought something should
be done with the daily logs recipients have to fill out at state conferences .
Wisconsin issue - Not all
states where we give out these grants have a New Members Round Table . It
doesn't matter to Baker & Taylor . The Wisconsin Affiliate disbanded and
weren't sure how they could apply for Grassroots Grants. It's OK if the state
doesn't have an affiliate but some state-level committee would have be the
contact. Ann suggested Grassroots Grants could be pushed as a reason to have an
NMRT in the state . Michael Coleman said Library School Outreach could push
states to have a mechanism in place . Michael said names of winners could be
written into the program for SALA The person from baker & Taylor
will make remarks but not read the list.
Shirley Olofson Endowment - Carol Kem discussed selling the old Olofsom t-shirts
. Perhaps NMRT could add postage charge and sell them by mail,or maybe give
them as gifts or do or prizes , or t-shirts from different conferences could be
packaged together However, only XXL and XL were left over.
The Olofson Committee is an
ad-hoc committee T-shirt promotion is being taken over by OCLC/Forest
Press, what now? Do we want to consider other fund raisers or disband the
Committee ? question for discussion . The $15, 000 goal would make the
endowment self-sustaining . We are about $6. 000 from that goal .Ann
Gordon - maybe we need the Committee for 3 more years .over reception results
into the fund , we will not need a Committee to raise funds .
Betsy Fordon - agreed we
should do it under the Social If we lose 3 M funding we would have to do
something else, but for now it can go Joanna opened the If we turn through the
Social.
Joanna - reminded everyone
the t-shirt and pin sales still have to wind down .
Carol Kern - if the Social
turns into more of a fundraiser we might have to increase the ticket price .
Right now it is artificially low. Joanna- asked if it would be possible to
collapse the fund raising into the Award Committee Ann Gordons aid it could and
she ( the new chair )would get the t-shirts .
Laura Sill - said an
advantage of this would be that they could work .with various membership and
out reach committees, which might help distribute the t-shirts .
Joanna entertained a MOTION
to disband the Shirley Olofson Endowment Committee and place any remaining fund
raising activities under the Award Committee. Jenifer MOVED; Ann
Snoeyenbos SECONDED. MOTION CARRIED Judy Hambrick said she would check
and make sure interest is being credited to us.
Booth Committee - Nancy Cummings reported . The Booth travelled a
lot. From its home base at Florida Atlantic is went to various conferences .
Leadership Development - Joanna said she wasn't sure there was a report as
this happens more at Midwinter. Janet Lynch Ford and Joanne Lehman are the new
co-chairs .
Library School Out reach - Terri Summey reported . Volunteer database has been
redesigned to be more effective .The Committe revised the handouts they send to
people speaking at library schools . They got funding to make a poster to send
to library schools highlighting NMRT activities . For next year the free
membership in NMRT needs to be worked on. Letters are now being sent to student
chapters when available . The rest go to deans , which does not work well.Terri
said if she had a list of NMRT members she could more easily contact people .
Laura Sill said all the MACE committees need to have a tight
communication system . We also need to work on recruiting members who want to
do something. Betsy said she encouraged chairs to pick people they are close to
and have contact with , to serve on committees.
Local arrangements - Linda Golian reported she did a familiarization
tour of Miami Beach, got publicity pictures into American Libraries , and
got lots of freebies . She ended up with 500 tubes of sun tan lotion She
also put out an e-mail posting and had a party one day to stuff
orientation packets . She received materials to bring to Conference and
solicited door prizes . She began in April and got many especially the LOTUS
software package worth $800. -$1,000. Linda said Local Arrangements
needs more money next year .
Membership Meeting - Already done
Mentoring - Joan Reyes reported . There were 37 mentor
and 38 mentee applications . She had to run off the extra 15 tickets to the
Social. They had more mentees than they thought . Dora helped maintain the
database . Joan sent a mailing to deans and student groups to post the
applications . She also made sure publicity got into all the journals, NMRT-L,
and other listservs on a more timely basis . Ann said maybe Terri 's and Joan's
databases could be merged. Laura said the mentor program should work with the
liaisons. Joan said she did not want to give away her secrets for getting new
people involved . Kim Robles and Jeff Levy said Texas has a very successful
mentoring program .
Status of Mentoring Committee
- This Committee is a standing committee so who should be responsible
for it ?
Laura Sill - suggested
Liaisons
Joanna - said MACE was too
busy. Library School Out reach is under MACE, though .
Betsy - said Leadership
Development is under the President so maybe it should go under MACE
after all .
Laura - agreed to take it on
for now.
Joanna - said we can check
back. at Midwinter and see how it goes .
Betsy MOVED to put
Mentoring under MACE. Laura Sill SECONDED. MOTION CARR I ED.
Midwinter Activities - Dora Ho reported only a handful showed up for
committee meetings . Probably rain / shuttles/ location caused the problem The
Social at the L.R. Times was very successful. All money from ticket sales went to
the Shirley Olofson Endowment. About $400 were raised .
Minorities Recruiting - Dora Ho reported for - Michael Samson. He wants to
create e-text to reach out to more people . He made a flyer to send out to the
Black Caucus, Chinese-American librarians and Hispanic librarians .
Nominating Committee - Joanna said Joan Kaplowitz ' report was available .
Orientation - Elaine Yontz reported for Shamina Amin and Jimmie
Lundgren. They will have people to talk about the exhibits and a person to talk
about natural history of South Florida ,as well as a folksinger at the
Orientation Program
President 's Program - Jeff Levy reported Dr . Julie Todaro will be the
speaker.He displayed the program as well as separate flyer she created . Jeff
placed most of these in a box in the Communications Center under the combined
flyer . He also made an evaluation form and will give a t-shirt and pin to
Dr.Todaro. He obtained a walking mike and lectern mike. They will participate
in the NMRT Survey as well.Ann Gordon asked if we could put one of the
new generic Olofson t-shirts in the bag. Joanna said this would be alright if
it were arranged ahead of time. Elaine Yontz was not sure whether Forest Press
would want to have us give them away since theoretically they could sell
them
Publicity - Kathy Kie was going to report for Steve Kerchuff .
Joanna said Steve resigned as he has many other activities . He was not sure
whether we needed a Publicity Committee but the consensus at Midwinter was that
we still need it . We need to increase ties between Publicity and other-
committees and streamline procedures. Laura Sill said it is unclear how
publicity works . Publicity Committee needs to work with the directors because
everyone needs to know about it if we are going to have a Publicity
Committee at all .
Resources - Kim Robles reported they split up the NMRT Survey.
The Survey targeted those who attended NMRT programs; other groups of ALA
members They wanted to see how
aware people are. Also the Survey went on the listservs. This pared down
postage costs and still allows them to survey all ALA members. Laura Sill has
copies of the mail survey for Executive Board . Kim said some statistics may be
skewed.An example of committee framework was done. They saw duplication and
inconsistency and differences in how our committees are structured from the
rest of ALA Kim recommended NMRT implement a system for monitoring which would
give hard data to support implementing changes. Most other groups and round
tables already have a permanent planning committee and perhaps if NMRT had one
it would be easier to get information from people .
The Committee collected
mission statements from other round tables to study what structure they
use Jenifer clarified why we have a Resource Committee. Eric Wade set up
this Committee to study money activities and any resource NMRT USES: it is
supposed to have a broad mission
Jenifer - said we need to
take action on this Committee because it has been ad-hoc for 2 years . Betsy MOVED
continue ad - hoc status until Midwinter and discuss it then .
Jenifer SECONDED. MOTION CARRIED.
Shirley Olofson Memorial Award - Ann Gordon reported there
were 8 applicants . Margaret Edmundson was offered and declined the award
Walter Cook also declined and Cathy Nelson Hartman accepted the award.The award
will be presented at the President' s Program on Sunday.Thank-you' s have
been sent and materials are ready to pass on Publicity will go to
Footnotes to announce the winner
Membership Promotion and
Relations - Nancy Cummings reported
for Bob Wick. Bob wants video footage from different conferences . Judy
Hambrick said her video company can do this but it will cost Jenifer
said vendors might like to contribute to this
Old Business
Jenifer said she wanted to
make sure she gets recognized as a sustaining member. There is some way
the computer could put in an “s” next to her name This would be a
way to track. sustaining members Judy Hambrick said she would get back to us on
this .
New Business
Elaine has a proposal pending
Exhibits Round Table approval: next year NMRT and Exhibits Round Table would
co-sponsor the Friendly Booth Award. NMRT members would judge for it and do
publicity and Exhibits Round Table would advise . Elaine wanted NMRT Board to
approve this proposa1. Jenifer MOVED;
Betsy SECONDED. MOTION
CARRIED.
MOTION to place Leadership Development Committee under the
auspices of Vice-President /President - Elect as part of his/her
responsibilities for Mid winter .
Betsy MOVED; Darlene SECONDED.
MOTION CARRIED.
Announcements
Joanna reminded everyone to
remember Footnotes deadlines
The new Board members were
announced: Vice-President/President-Elect, Elaine Yontz Secretary ,
Angela Jones Treasurer Mary Jo Howard; Directors, Suzanne Byron Michael Coleman
.
Kay Castle will come to
Monday's Board meeting to hear how we have planned meetings the things new
members want from Conference
Betsy reminded all old chairs
to please come on Monday.
Adjourn
Darlene MOVED; Betsy SECONDED
to ADJOURN Executive Board ADJOURNED at 12:30 p.m .