American
Library Association
New
Members Round Table
Executive
Board Meeting
SACC
Centro A
Saturday,
January 25, 1992
8:00-11:00
a. m.
PRESENT:
The
New Members Round Table Executive Board Meeting was called to order by President
James Mouw at 8:08 a. m. on Saturday,
January 25, 1992 at the San Antonio Convention Center, Centro A. The following members were present:
James Mouw, Betsy Fordon, Laura Jenny Sill, Deborah Colter, Mary Marcum Evans,
Elaine Yontz, Joan L. Dobson, Clare
B. Dunkle, Christine Smith, Beatrice
L. McKay, Anne Gordon, Susan Benjamin,
Colleen M. Conway, Joni Gomez, Carol
Lunce, Jenifer Stone Abramson, Ann Branton, Joyce Taylor, Cindy S. Church, Cecilia Schmitz, Richard Dickey,
Jaclene M. Pedersole, Rita Yribar,
Suzanne Byron, Connie L. Phelps, Camille
Wood, Darlene Nichols, Joanna M.
Burkhardt
INTRODUCTION
Mouw
announced that committee reports were located on the table. He reported that those members who were on
his mailing list received an agenda in the mail. However, there were some changes to the
agenda, which now appeared on the bright orange sheet called ABSOLUTELY FINAL
agenda. Further changes to the agenda
would also be accepted later in the meeting.
Mouw asked those present to introduce themselves, indicating their
current appointment. He reminded
everyone that the only members of the Executive Board who are allowed to vote
are the president, vice-president/president-elect, past president, treasurer,
secretary, the four directors, and the affiliates council president.
Since
there were no further changes requested, the agenda stands as printed. Mouw asked treasurer Joan Dobson if she had
the reprographics number. Mouw commented
that they would get it before the end of the conference. Mouw reported an item for general
information. The new NMRT liaison from
ALA is JoAn Segal. She is at the
conference and can be found at Table 60 labelled Program. Her assistant, Judy Hambrick is also at the
conference.
APPROVAL
OF THE MINUTES 8:12 a. m.
Mouw
called for the approval of the minutes from the annual conference. All committee chairs should have
received copies, and copies were available at this meeting as well. There were no additions, changes or
corrections to the printed minutes. Jenifer
Abramson, Vice-President/President-Elect, moved that the minutes be approved as
printed. Dobson seconded. The motion carried.
OLD
BUSINESS
There
were no items of old business.
REPORTS
8:15 a. m.
Mouw
made some general comments about the reports.
There are three long board meetings with a lot to discuss. He asked that those presenting the reports
summarize the activities outlined in the written reports. However, he stressed that everyone take as
much time as needed.
President's
Report - James Mouw
Mouw
reported that he has had a busy fall, spending most of his time assigning
committee appointments. He also worked a
great deal in the transition of the NMRT Liaison (Marcia Kuszmaul to JoAn
Segal). Mouw also wrote columns for
FOOTNOTES. The first column asked for
ideas that members would like us to do or change in the round table. To date, he has received only a couple of
responses to the column. He is still
taking comments. He has kept in contact
with committee chairs. This activity is
outlined in his written report. He
reported that he spent no money and has no plans to spend any at this point.
Committee
on Governance - (Eric Wade) James Mouw reporting
A
printed report was not available for this committee. There have no items that need resolution, and
therefore the committee has seen very little activity.
Fiscal
Planning - (Eric Wade) James Mouw reporting
Mouw
commented that Wade is still chairing this committee. There has not been a lot of activity for this
committee over the fall months.
Constitution
& Bylaws - Joni Gomez
There
has been no activity in the current period and no action items. The committee has not used any money.
New
Initiatives - Beatrice McKay
Mouw
introduced this new committee, whose charge is to be a think-tank for the round
table. The committee compliments the
rigid committee structure. It is a place
for new stuff to "bubble up".
Wendy Wood was originally appointed as chair. However, due to work scheduling she had to
resign. Beatrice McKay was recently assigned
to replace Wood.
McKay
needs to recruit more committee members.
The handbook pages for the committee need to be set up as well. Questions such as how do people approach the
committee need to be ironed out.
Vice
President - Jenifer Abramson 8:20 a. m.
Abramson
presented the new Committee Interest Forms.
She distributed the forms to those at the meeting, asking everyone to
take as many as needed. Abramson planned
to hand many out during the conference.
She will accept photocopied forms as well.
In
the next couple weeks, Abramson will be contacting committee chairs, officers,
etc. regarding recommendations or suggestions for committee appointments. She is interested in finding out those
individuals who also want to stay on their present committee. She reminded everyone to use phone, email,
fax, etc. for questions or comments.
She
pointed out that her address and phone numbers have changed. Her mail is being forwarded through Monday,
January 27, 1992. The address is correct
in the president's memo #2.
Midwinter
Activities - Beatrice McKay and Clare Dunkle
Clare
Dunkle reminded everyone that the orientation program is scheduled for
Saturday, January 25, 1992 from 2:00-4:00 p. m.
The dinner/social is set for Monday night. Publicity has been provided for both events
in AMERICAN LIBRARIES, LIBRARY JOURNAL, COGNOTES, FOOTNOTES and email fists
(PACS-L, NOTIS-L, LIBREF-L, LIBADMIN, and AUTOCAT). Addition mailings went out from the NMRT Library
School Outreach committee and to the NMRT officers and committee chairs. Slots for the dinner/social were almost
filled, flyers for the orientation were posted near the literature distribution
center, message board and placement center as well.
The
program agenda is outlined in one of the distributed handouts. The packets are loaded with ALA information,
information about San Antonio and even samples of Tex-Mex salsa. The packets from EBSCO were solicited, received,
and mailed by the NMRT Exhibitor Contact and Relations chair, but they were
lost in the mail. As a backup paper
packets were provided. Catering was
secured for the orientation program, however, Dunkle stated that they do not
want to report on the costs at this time.
Cascarones are the theme of the orientation program. They are a South Texas party favor.
McKay
discussed the dinner/social. The
dinner/social will take place Monday, January 27, 1992 from 7:00-10:00 p.
m. at the Southwest Craft Center. She gladly offered to provide information
regarding transportation and tickets after the meeting. The dinner includes a Mexican buffet and cash
bar.
McKay
continued with the Action Item, which outlined a "Proposed Addition to the
Handbook Pages for the Midwinter Activities Committee. " The proposal
calls for a change to the major responsibilities section of the handbook. McKay and Dunkle offer two suggested
wordings. They felt that the additions
would provide the chairperson with guidelines for responding to requests for
inclusion of informational brochures and flyers from various groups.
The
motion from the committee was seconded by Abramson. Discussion: Mouw commented that this came up
because NMRT received requests from groups not affiliated with ALA to put
brochures in the orientation packets. A
policy needs to be put in place for guidance and more background. Dobson favored Option B. Mouw commented that this option is a little
broader and it still takes into account the other groups. Abramson also favored Option B. Colleen Conway and McKay agreed, stating that
this option provides for more flexibility.
Abramson questioned where this wording should appear in the
handbook. It affects the Orientation
committee as well. Should it appear in
both places or should be a separate policy that applies to any group? Mouw asked that if it were made a general
policy, where would it go in the handbook.
Perhaps in the back with the other forms and guidelines. Abramson further explained this option. She made a friendly amendment that option B
language be added to both the Midwinter Activities and Orientation
committee. McKay noted that she had
looked under the Timetable of activities for the Orientation committee which
stated that a packet would be prepared.
Mouw asked for a vote on the motion.
The motion carried.
Immediate
Past President - Mary Evans 8:35 am
Evans
stated that she has enjoyed the first half of the year as past president. She has read correspondence and answered
phone calls.
Goals
and Obiectives - James Mouw reporting
Mouw
reported that in mid fall, Peggy Royster Cook, past chair of the Goals and
Objectives committee, resigned. Mouw has
her files in his office at work. Mouw
wanted to discuss where this committee is going before reassigning a new
chair. He would like to appoint a new
committee and use the old files as a starting point. Mouw and Abramson will work together on
assigning members of the committee. The
Goals and Objectives were due to be reviewed last year or the year before.
Nominating
- Richard Dickey
Dickey
introduced his committee. He reported
that after placing an announcement in FOOTNOTES to NMRT members and sending a
letter to NMRT officers, the committee received a good response for
nominees. Dickey read the slate for the
1992-93 ballot: Vice-P resident/President-Elect: Joanna Burkhardt and Joyce
Taylor; Secretary: Cindy Church, Elizabeth Fordon and Carol Lunce; Treasurer:
Joni Gomez; and Director: Kathy Kie, Beatrice McKay and Rita Yribar.
Dickey
also called for volunteers to run for ALA Council. The action item on the Nominating committee
report was highlighted. Dickey asked for
a more thorough explanation of the ALA Council petition and individual
nomination process. He explained the two
methods for nominating to Council: via nominee and via petition. Dickey nominated Barbara Alexander, an active
member of the Texas NMRT. NMRT should
try to include four names on the petition which requires 25 signatures and ALA
membership numbers. Dickey reported that
Mouw is the first person on the petition.
Conway noted that she and Evans are already on the NMRT ballot. Their names were carried over from the last
year.
Mouw
agreed that the process is confusing.
Conway said that the tradition has been that the individuals who ran by
petition but are not elected are the people NMRT officially submits as their
nominees. Dickey added that NMRT does
not officially get a vote. The process
needs to be clarified by ALA and updated in the Handbook. Mouw stated that if he could find out any new
information regarding this question, he would report at the next meeting. Mouw introduced the nominees.
Abramson
moved to accept the slate. Evans
seconded. Discussion followed. Mouw asked whether or not another name should
be added for treasurer. In the past a
blank for write-in was simply added.
Mouw recommended that the motion be tabled and brought up under old
business at Monday's meeting.
Secretary
- Laura Jenny Sill 8:50 a. m.
The
minutes were distributed from the Orientation and New Board Members meeting
from the Annual conference. Sill
reported that she has also been working with Ann Branton from the Handbook
committee and Robert Dunkelberger from the Archives committee. The Monday minutes from Annual conference
were condensed for FOOTNOTES.
Archives
-- Robert Dunkelberger (Laura Jenny Sill reporting)
Dunkelberger
reported receiving 9 cubic feet of files since he began as archivist in
July. He is spending most of his time
condensing the NMRT files. Dunkelberger
encourages everyone to continue to send files.
If committe chairs have files over three years old they should be sent
to the archivist. A list of files
received is available upon request.
Handbook
- Ann Branton
Branton
reported that a memo was mailed to all officers, directors and committee chairs
requesting a quality check for materials in their NMRT Handbook. Seven responses were received. Packets of revisions were mailed out. Branton found a consistent discrepancy in all
the returned responses. She has been in
contact with the secretary in regards to locating lost masters, as well as with
the archivist in regards to writing a more complete NMRT history. Dunkelberger has agreed to expand on the
current one page history. She also
pointed out four areas that need special attention: Constitution and Bylaws, Long Range Goals and
Objectives, Affiliates Development Guidelines and Fundraising - Charge and
Timetable. Branton reported that her own
handbook is not complete. She emphasized
that this made the quality check very important. Mouw commented on the problem with the
forms. Many of the forms are reproduced
in the packets by the incoming president.
He suggested mailing a complete set of forms to the chairs.
Conway
recommended reissuing the quality check, since some members hadn't yet received
their handbooks at the time of the first mailing. Evans commented that when the name change
took place, she went through and redid some of the forms just as a stop
gap. She still has the masters and will
make them available to the handbook committee.
Treasurer
- Joan Dobson - 8:55 a. m.
Dobson
brought extra "Tax Exempt" and "Request for Reimbursement"
forms to the meeting. The Request for
Reimbursement forms should be used for speakers, since there is a space for
social security number and address of the speaker. Dobson emphasized that this information is
important for the IRS.
Dobson
turned to the proposed budget for 1992-1993.
NMRT is running behind projections in income, and there isn't much
cushion in the budget. Dobson has been
working closely with Mouw, Abramsgn, and Segal on this proposed budget. Committees and officers over the past years
have not used all the funds allotted to them, which has helped balance the
budget when expenses have exceeded budget projections. Dobson encouraged those present to look at
the lines that directly affect them. She
concentrated especially on those committees who have been allocated more than
the usual $25. 00, but have not made use of this money.
The
big expense from last year was fundraising, but that was spending money to make
money. This year, Dobson commented, it
is unclear how much we will spend on fundraising. Another area with large expenses was the
Olofson Memorial fund. She noted that
the funds that were raised went directly into the endowment.
The
proposed budget has not been split into what might be external or internal
support. The Grassroots Grant is one
area where Dobson proposed that perhaps NMRT talk to Baker & Taylor, who
has been giving us $500. 00 only to be used for the mailing. We have not used that money over the past
years. After further discussion,
however, Mouw suggested that the $500. 00 was actually a reasonable amount. Because of the committee chair's
institutional' support, the entire $500. 00 has not been used.
Mouw
inquired about the Olofson fundraising campaign. His understanding was that the expenses were
to be paid from that income. Dobson
commented that the income was deposited into the endowment. Mouw added that this was not the original
intent. The expenses were meant to come
from the income.
Elizabeth
Fordan pointed out that the Olofson line could be reduced from $50. 00 to $25.
00. Dobson added that the only reason
she left the amount at $50. 00 was because the committee had spent $42. 85 in
FY90/91. Dobson will, however, put this
amount back to $25. 00. Mouw reminded
the group that every committee chair is automatically given $25. 00, even
though many do not spend that amount. He
would like to preserve the tradition that each committee gets support.
Dobson
asked about the Leroy C. Merritt
scholarship fund, to which we have not contributed. NMRT must decide if we will continue to
support this and then actively participate or remove it from the budget.
Branton
had a question about the handbook committee budget. Dobson explained the difference between an
operating and program expense. Dobson
asked for any further discussion on the Leroy C. Merritt fund.
Dobson believes that it is a minorities scholarship fund, available on
the ALA membershipform. Mouw asked
Dobson to track down the specifics on this fund. She agreed to bring that information to the
next meeting.
Dobson
also asked members to review their budget and bring any questions to the next
meeting. Mouw said that in order to help
Dobson plan, if you know that you are not going to spend your money, let her
know. Dobson commented that this would
help only for committees with a budget of more than $25. 00. Dobson commended everyone for following the
guidelines for reimbursement. She reminded
the group that operating or committee expenses need to identified as such. Dobson urged all committees to stay within
their budget. She commented that there
is an increase in round table membership, however ours is static. This is one reason that our income is down.
Dobson
stated that the FOOTNOTES costs have been kept down. If you need a check to be cut, Dobson said to
allow for 3-4 weeks. This is especially
crucial if you need money in advance. If
you are arranging a meal for a program, etc. , Dobson recommends that you
double-check for the bill. Sometimes the
bills are sent to the ALA Offices. This
causes problems when NMRT is not indicated.
Make sure the caterers understand that this is an NMRT function. If the bill doesn't get to you quickly, call
and double-check. Abramson urges
committees to get projections in writing.
The caterers should have your name and title. Ask them to mail the bill directly to
you. Supervising officers should get a
copy. Dobson said not to use a personal
credit card. Mouw stated that if you are
working with the conference arrangement offices, through the exhibits office or
through a hotel, ALA receives a master bill.
You should not have to guarantee anything on your personal credit card.
Dobson
added the NMRT gets the first $100. 00 of the booth costs free from the ALA
conference arrangement offices. If there
are questions, call her. Don't sign any
contracts.
Dobson
would also like to talk about the budget for the social and SALA. Mouw recommended that these be brought up
under individual reports. Dobson said
that a new line was created for the new initiatives committee. The money was taken from the president's
budget line.
Mouw
closed by saying that these are challenging times. The income is down and the expenses are going
up. NMRT has been eating away at its
cash cushion for the last couple of years.
Expenses must come down. Dobson
added that Conway is still in charge of the sale of pins. Conway stated that some of the money from the
sale of pins has been turned over to Dobson.
She has more money to submit after the conference, however other members
still have envelopes, pins and money outstanding. She would like to get this back. 160 pins should be available at the ALA store. Once those sell, Conway has only 5 pins
left. Mouw would like a couple sent to
the ALA Archives.
Mouw
asked Dobson to talk about the Guidelines for External Support. Dobson pointed out that the "Ext. "
in the budget is for exhibitor support.
This money does not come out of our budget. The total of this line and our budget equals
your budget for FY91 /92. If your
committee is dependant on monies from the "Ext. " line, please get in
touch with Carla Zanotti, chair of the Exhibitor's Relations committee
immediately. Dobson does not have this
money to give to you. Abramson also
commented that just because there is an amount in the "Ext. " line,
the money may not be readily available.
Zanotti's job is to solicit vendor support. Do not approach a vendor yourself. Go through this committee. Zanotti said that vendors are being very
cautious about where their money is going.
She has brought along extra "Committee Request Form for Exhibitor
Support" forms. Zanotti has a list
of vendors who offered support to NMRT over the last year. She urged everyone to thank these vendors for
their support.
Mouw
suggested that since there will other changes made to the budget as committees
give their reports, that the approval of the budget take place at the Monday
meeting.
Fundraising
- Carol Lunce
Since
her committee has not yet met,, she has nothing definitive to report at this
time. However, in addition to the sale
of pins, the committee will be considering the permanent versus temporary
approaches to fundraising. They are
considering three ideas. The first is a
conference raffle for the Annual conference with the vendors. The raffle would include giveaways of
everything from pencils to CD-ROM subscriptions. The tickets would have to be cheap and the
vendors would receive promotion. Selling
t-shirts is another idea. The supporting
vendor would help with the initial start-up costs and be able to put their name
on the back of the shirt. This idea
provides for promotion of the vendor and for a striking product. The.
idea in which Lunce is most interested is a wrapping center. The idea arose from a conversation Lunce had
with Amy Katzenberger. NMRT Would set up
a table, supplied with boxes, paper and other supplies, next to the mailing
table. For $2. 00 or whatever NMRT would
wrap conference-goers packages, so that they can simply walk next door and send
them. A fourth idea is a check-in
counter for bags. Mouw suggested also
mailing tubes for posters, an idea used at the Illinois Library Association
meeting.
Abramson
commented that she has a concern about the Booth. Traditionally, we have had some difficulty
staffing the booth. Who will do the
wrapping? Dobson noted that the booth
must stay in the exhibitor area.
Abramson said that in the past J/NMRT has gotten lost in the exhibit
area. It might help if we got a corner
spot in the exhibit area for the booth, where we could also do the
wrapping. Mouw reminded Lunce to get
JoAn Segal involved right away. She has
been very helpful so far.
The
committee has some good ideas. Dobson
noted how well the map round table's t-shirts sold. Lunce sees the t-shirts appealing to the
vendors and t-shirt collectors. In
regards to the Round Table coordinators meeting held the day before, Abramson
said that the ALA Executive Committee needs to know about all fundraising
efforts.
Rita
Yribar reminded the group to look into the legal issues of doing the
raffle. Conway agreed that what you call
it is important. Mouw asked Zanotti if
the vendor name on the t-shirt is an attractive idea. She thought it might be. The group would like to explore all these
ideas. Mouw said that you need to expend
funds before the annual conference. He
can do a phone ballot of the board.
Dobson remembered that Joan Kaplowitz had suggested a similar idea of
the t-shirt at the Annual conference.
Mouw noticed that there is a vendor that does promotional products
exhibiting at the conference. He would
like Lunce to stop by during the conference and talk to them. Mouw suggested getting support from vendors
that produce promotional materials for libraries. It would result in free advertising ("We
made these t-shirts--call us!). Dobson
felt these were good, concrete ideas.
However as a reminder, summer conference bills must be submitted by
August 1, 1992. The ALA books close soon
after.
Olofson
Fundraising - (Joan Kaplowitz) Jenifer Abramson reporting
Abramson
pointed to the action items in Kaplowltz's report. The first included the question of whether or
not the ad hoc committee should be reappointed.
The second item discussed exploring options for raising the needed funds
for the endowment. The committee
recommends using FOOTNOTES as a means of distribution for an annual fund
drive. Abramson commented that JoAn
Segal should be contacted. Our ultimate
goal is to fund the endowment. Mouw
called for a motion on the action items.
Conway seconded. The discussion
included the need to pursue the completion of the endowment, transferring
fundraising duties to the fundraising committee and disbanding the ad hoc
committee. Dobson noted that Kaplowitz
should stay involved with this fund.
Connie Phelps read a description of the Leroy C. Merritt fund.
Liaisons
Coordinator (Connie Phelps) 9:45 a:m.
Phelps
has contacted continuing liaisons and has developed a list of liaisonships with
openings. Mouw made one correction to
the list by adding Denise Krell's name as ALSC Membership liaison. He noted that some of the open liaisonships
are so old and may not exist today.
Phelps will check on this point.
New
Business (James Mouw) 9:50 a. m.
Mouw
knows of no new business.
Announcements 9:50 a. m.
Mouw
reviewed information from the Conference Arrangements Office for the Annual
conference. He reminded the group about
the standard meeting Room Request form, and the Copy Request form for the
preliminary conference program (due January 31, 1992). This is a great way to attract
conference-goers. He also mentioned the
final program submission is due March 23, 1992.
He encouraged the group to use both programs. Mouw also encourage all to attend the
Orientation Program and the Monday night dinner/social.
Cindy
Church would like all announcements and releases to come to her immediately, so
that she can send them to journals. Abramson
had sent a letter to everyone in regards to the conference planning committee
for Denver and New Orleans. It will be
held at 11:30 am at the Marriott. It
will be a brainstorming and planning session.
Adjournment 10:00 a. m.
The
meeting was adjourned at 10:00 a. m.