American Library Association
New Members Round Table
Executive Board Meeting

Monday, January 27, 1992

PRESENT

The New Members Round Table Executive Board Meeting was called to order by President James Mouw at 9:35 a. m. on Monday, January 27, 1992 at the Marriott River Center, Salon D. The following members were present:

Rita Yribar, Cecilia Schmitz, James Hickey, Joanna Burkhardt, Harold Sterling, Carla Zanotti, Elaine Yontz, Liz Ginno, Betsy Fordon, Darlene Nichols, Carol S. Lunce, Joan L. Dobson, Ann Branton, Mary Marcum Evans, Chris Smith, Jenifer Stone Abramson, Bea McKay, James Mouw, Susan Benjamin, Laura Jenny Sill, Joni Gomez, David Bickford

INTRODUCTIONS 9:35 a. m.

Everyone introduced themselves. Mouw introduced JoAn Segal, ALA Liaison to NMRT. Segal began her statements by saying that many join NMRT to learn how ALA is structured. She then outlined her job. Her title is Associate Executive Director for Program, which means that she operates at the Department Head Level. Linda Crismond is Executive Director, Roger Parent is Deputy Director, and then there are four department head people (one for Administrative Services, Publishing Services, Communication Services and Program Services). Reporting to JoAn. are the, Executive Directors for all the divisions, the liaisons for the Round Tables, and the Heads of all the Offices. Some of these positions overlap. Many of the liaisons to round tables are also directors of offices. Round Tables are independent organizations, fairly autonomous. They are what ALA calls membership units. There are three kinds of memberships units: round tables, divisions, and memberships initiative groups. The idea behind the membership units is that in addition to ALA, an individual chooses to belong to one of those other units. The individual pays dues to join and he/she receives certain benefits. These units are funded separately from the ALA general fund. The money that these units take in is the money that these units can spend. The units are also allowed to carry forward that money from year to year. This. is not the rule with the general fund. However, membership units cannot carry forward a negative balance. These groups are encouraged to have fund balances, so that they have something to fall back on in bad times. The different sources of revenues for round tables are dues, subscriptions, sale of publications and sale of other items (t-shirts, mugs, pins, etc.).

Segal's role is to coordinate all of the activities of the round tables. The Round Table Coordinating Committee meets twice each year and holds an orientation for the round table leaders at the annual conference. All round tables have a liaison. This person also always has some other responsibility as well. 10% of their time is spent on round tables. Many of the liaisons serve more than one round table--Segal has three.

The liaison can do a variety of things. The most valuable type of liaison has a sense about what else is going on in ALA. This helps in providing links between different groups. This person will help you through the maze to know how to accomplish the things you need to do. They also take care or the "nitty-gritty" stuff. The liaison will help in the preparing the ballots for elections as well. Segal reported that tomorrow she will be appearing before COPES with financial concerns of round tables. In connection with this, she will be discussing the financial difficulties that arose last year with the SALA luncheon. They need to be aware of the financial pressure that this puts on NMRT. Segal pointed out the one of the items on today's agenda was balancing NMRT's budget.

Segal fielded questions. Mouw wanted everyone to know the name of Segal's assistant--Judy Hambrick. She once worked in Conference Services. Segal can be reached at ALA by the following numbers: 1-800-545-2433, 1-800-545-2518 (her extension) or 1-800-545-3247 (Hambrick's number). Both of them have voice mail. Dobson thanked Segal for her help and the help of the ALA offices. Mouw announced changes to the agenda.

3M/NMRT PROFESSIONAL DEVELOPMENT GRANT - Susan Schmidt 9:45 a. m.

The committe met yesterday and chose the winners. There were 26 applications. She thanked everyone for applying. Schmidt will announce the winners' names after she has confirmed their ALA and NMRT memberships.

SHIRLEY OLOFSON MEMORIAL AWARD - Betsy Fordon

The committe has chosen one winner and one runner-up. Since the award is for $500.00 the committee decided to award the entire amount to one person. The committee only received six applications and this surprised them. There were several inquiries about the award, but not as many applications received. Some people told that they received FOOTNOTES late. Perhaps this is part of the reason for a low application rate. Fordon feels that this award needs to be publicized more. Mouw suggested that she work with the Publicity Committee chair. The key to publicity is early. Dobson asked about putting an article in COGNOTES during the annual conference. Fordon answered that this had been done at the Atlanta annual conference. Abramson added that follow up publicity is just as important as the pre-publicity. We must keep the Olofson Award fresh in all of our minds. Send information to Church, so that she can forward this on to various sources, like American Libraries. She will do the work in terms of writing-the releases, but we all must keep her informed. Mouw also urged everyone to remember that FOOTNOTES and COGNOTES only reaches our current membership. Abramson stated that the booth was another place to get the word out. Schmitz said to keep the state library journals in mind as well. Church can coordinate all of this and explore all the possibilities, commented Mouw. Smith related her similar experience working with the Grassroots Grant. Look at how often the information comes out and whether your information is timely. Lunce mentioned the American Libraries issue on the success of the conference. Mouw agreed that this was another possibility and to feed these ideas to Church.

EXHIBITOR CONTRACT AND RELATIONS- Carla Zanotti

Zanotti reported that the first six months of her term were spent laying the groundwork. She has been working with the fundraising chair to secure prizes for the fundraising raffle. The committee has sent letters to all committee chairs who consistently need exhibitor support. Informational literature has been compiled for vendors. Zanotti urged everyone to thank the vendors who have helped NMRT this year. In addition, she said that there is money out there if you need it, but don't wait until the last minute to ask for it. Use the form for requesting exhibitor support. Zanotti uses the information on that form to give the vendors a clear cut ideas about where their money is going.

Mouw reemphasized being early with requests for external support. If we solicit support from a vendor for a particular program, it is very important that their support is represented in our publicity for the program. The deadline for copy for the preliminary program is January 31, 1992. It would be nice to plug our supporters in this program. If not here, definitely in the final program. However, the deadline for copy for this program is February 1992. There is no time to wait.

Abramson is a big advocate for documentation. For everyone's sake, keep a written record. Your successor will need this information. Mouw agreed that this is necessary for smooth continuity. This gives us a record of past supporters. If a supporter is forgotten by accident, the vendors will begin to wonder why we are not approaching them. Zanotti said that this has happened. Highsmith was forgotten as the support of the orientation program.

Dobson directed everyone to the external support line in the budget. This tells a committee whether or not external support has been considered for that committee's work. That money must be requested. She does not have that money sitting waiting to be used. NMRT monies are listed elsewhere in the budget. Zanotti continued by saying that committee chairs should not assume that she is soliciting money for all committee with an external supportline. Chairs must contact Zanotti for that support. Dobson emphasized that the more information you have about the program or activity you are planning, the better Zanotti will be able to negotiate solicitation of funds. The only money that is there is NMRT money. Zanotti commented that donations take even longer than other types of contributions. Mouw reminded everyone not to put yourself in a situation where you have a conflict of interest. Let Zanotti handle these relationships between NMRT and the vendors. If you know that a vendor supports our programs, thank them. Zanotti will set the groundwork for these relationships. Mouw would like a list of companies with addresses for thank yous. This would be helpful for all committee chairs. Abramson added to document that this is for thank yous.

OLD BUSINESS- James Mouw 10:05 a. m.

The slate from the Nominating. Committee was tabled at an earlier meeting. It has been moved and seconded that we accept the slate. Are there any additional nominations from the floor? The motion is to approval the slate as presented by the Nominations Committee. This was seconded. Dobson called the question. The motion carried and the slate stands.

Approval of the budget was also tabled at an earlier meeting. Mouw had a question about the bottom of page 4. The TOTAL EXPENSES for 92/93 of $25,625.00 compared to the TOTAL INCOME on page 5 of $28,076.00 includes almost $10,000.00 from the cash balance. This means that internally 91/92 is unbalanced by $6,000.00-$7,000.00. Mouw feels that the 91/92 internal budget needs to be balanced. The TOTAL INCOME on page 5 looks better than it is because almost $10,000.00 on the first line on the top of this page is a carry over. This means that the actual income is only $18,000.00 and that we are expecting income of $25,000.00.

Dobson reported that this is a pattern from last year. Mouw agreed. Mouw said that the 90/91 TOTAL EXPENSES were $22,000.00, TOTAL INCOME was $33,000.00 and the CASH BALANCE was $18,000.00. NMRT has had an unbalanced budget for sometime. Dobson added that some of this money is carried over. The bills come in a staggered fashion. The last printout that Dobson received from ALA was in September. This is a typical situation. We may need to do major cutting. Mouw reflected on how nicely this tied into the Leadership Development Forum.

Dobson thought that one of the areas that we had talked about adjusting was the projections for the cost and the income of the social, which have fallen short in past years. Mouw commented that we must either increase our income or reduce expenses. Dobson has already asked all committees to look to see if they can live with the budget she has proposed. We must remember that if we increase our income, our service charge will also change. Mouw. pointed to section A of the budget. The operating budget must basically stay as is and we must pay the service charge. There is no fat there. Dobson used the illustration of the production of the membership promotion and relations video. This is a very attractive product, but we simply cannot afford it at this time. The is no extra money.

In section B: Communications, Mouw noted that FOOTNOTES has been running under budget. He asked Darlene Nichols if there were any additional savings to be found in that budget? Nichols said that the committee has reduced the size of the issues this year. This has saved some money. She is also trying a new publisher. The committee is considering other options, but quality might be sacrificed. FOOTNOTES is a costly product. Mouw agreed that it is costly, but it is also the only way to reach the vast majority of our membership.

The discussion turned to including committee interest forms in a FOOTNOTES issue. Abramson felt that not doing this was a negative. Nichols said that an announcement was added to FOOTNOTES stating where to get a committee interest form. Dobson thought that maybe NMRT could allow one of the issues to be larger, to include forms such as the committee interest form. Make the others smaller or go to 3 issues per year. Zanotti questioned the savings. Can we use inserts? Nichols felt they would fall out during mailing. Nichols continued by saying that the committee had looked into the use of advertising. Their research found that it would not be cost effective for NMRT. Mouw talked with ALA Publications on the logistics. According to their calculations, it would be a break even situation. Nichols had the idea of asking a vendor to sponsor the cost of an issue. She will talk more to Zanotti. Dobson stated that Nichols has done an excellent job keeping costs down, but added that the budget is tight. Branton asked about the use of recycled paper. Nichols said that it cost a little less, but not much. Mouw thought that is cost more than normal paper. Ultimately, Mouw does not recommend a change in the budget for this committee for fear that it might reduce the quality of the newsletter.

Mouw moved on to Section C: Dues to Other Orgs. This will not help NMRT. Section D. Exec. Board/Comm, Exp. is a lot of lines, but only comes to a little over $2,000.00. The important thing here is that a great deal of this money has gone unexpended. In 90/91 we added a large fund raising effort. Now, we must maintain these amounts. Dobson made some comments about fundraising projects. Under the Olofson endowment fund, some of that money will be moved under Treasurer. She urged NMRT to remember the mailings for this committee. Mouw thought Kaplowitz has some letters left.

Under Section E: Programming, Mouw felt NMRT's best bet would be to solicit more vendor support. See Zanotti early. The Orientation meeting will have expenses because of the outside speaker, but-for the rest we may not need the NMRT money for 91/92. What about 92/93? The Leadership Development includes the cost of the food. That could be eliminated. The costs of the Social have been reduced, however it is not the cash cow it once was. Due to several conditions, our social will never be the social it once was. Branton asked if the social could be cut way back. Mouw thought yes, adding however that it is a good way to meet people. Many vendors attend the social, as well as past NMRTers. To view it as a fundraiser in the future is unrealistic. The $5,000.00 allotted for SALA includes $2,000.00 of NMRT money and $3,000.00 of external support. That is $2,000.00 that we might not have. The Olofson grant will be supported by the Endowment but not for several years. The President's Program might have to be cut completely to save those expenses. Dobson asked if we could reduce the cost of the social? Mouw felt that we need to consider more along the lines of a reception in a hotel with a DJ and chips, rather than a social like Dallas where the costs were high and the income generated was low.

Under Income, dues are a little low. The social is high, but the expenses will come down. Fundraising relies largely on whether or not we have a marketable item or not. Midwinter social is dependant on ticket sales. Dobson commented that for fundraising we have raised $200.00 this year, but had to outlay $1200.00, the cost of producing the NMRT pins. Mouw stated that there is not a lot of fat in this budget. This budget is preliminary, but the problem lies in that this budget must be in order for JoAn Segal and COPES soon. We will vote on the final budget at Annual. Abramson moved that NMRT charge a small group to look over the figures and make changes as needed; and in the meantime, approve the budget in principle and expect to see a final budget for approval at Annual in San Francisco. Lunce seconded. The motion carried. Discussion: It was suggested that the changes be made at this conference. Mouw asked for volunteers to do this. Mouw, Abramson, Dobson, and Sill volunteered.

The application from Mississippi Library Association to become an affiliate was tabled at an early meeting. The documentation has been examined. This appears to be in order. It was confirmed that they had officially been disbanded. Dobson asked about the seed money of $50.00. Quality Books matches this amount and Jim Hickey knows about this. Mouw reminded everyone that the motion was to allow this application to be approved. The motion carried.

DIRECTOR FOR CONFERENCE ARRANGEMENTS - Joan Kaplowitz (Jenifer Abramson – reporting) 11:40 a. m.

Abramson reported that Kaplowitz has been in contact with each committee chair and everything is under control. There are no specific action items. Any special items will be considered under the individual committee chairs' reports. Mouw thanked Kaplowitz for contacting people in California for the San Francisco conference.

LOCAL ARRANGEMENTS - Greg McKean - deferred

MEMBERSHIP MEETING AND PROGRAM - Elaine Yontz

The title for their program will be "Library Education: Current Trends and Challenges". There will be a keynote speaker to discuss the topic in general, followed by panel speakers to address specific aspects of the topic. There are two confirmed speakers: William Summers and Prudence Dalrymple. Bill Summers is a past President of ALA and the Chair of the Standing Committee on Library Education. He was on the task force on Library Closings and is the Dean of the Library School at the Florida State University. He will be the keynote speaker. Dalrymple, ALA Accreditation officer, will talk about the accreditation of library schools. Two people that NMRT has invited, but is still waiting to hear from include: Russell Shank, who would talk about library school closings; and Elizabeth Futas, who was a coauthor of the recent cover article in Library Journal on the vanishing library school faculty. The program will be held Monday during the annual conference, 8:30-11:30, followed by the NMRT Membership meeting. Mouw believes that with the proper PR, we could fill a room. We may want to approach the Library Education Assembly about cosponsoring this. See JoAnn Segal about making this contact. We're late on this, but Segal may be able to help.

PRESIDENT'S PROGRAM - Joanna Burkhardt

The speaker at this year's President's Program will be Brooke Sheldon and the program will be held on Sunday from 9:00-11:00 a. m. There will not be a panel, but following Sheldon's talk will be a question and answer period. Mouw asked if the committee needs any money. Burkhardt didn't think so. Abramson asked on Kaplowitz's behalf whether or not there will be any reactors to Sheldon's talk. Burkhardt said that the committee expects her to speak about an hour, followed by discussion.

SOCIAL - Liz Ginno

The social will be held in a conference hotel at the annual conference. The prices included in the report are base prices for food. Five hotels have been visited. The Sheraton Palace is the most beautiful and the Marriott is your typical Marriott hotel. These hotels, including the Hyatt, are the choices of the committee. The hotels are all clustered around Union Square. The Marriott and the Sheraton are on Market Street. Mouw commented that choosing the hotel is always a difficult decision. The floor was opened for suggestions. The Sheraton was beautiful before any renovations were made. Mouw asked where the President's Dance will be held? Zanotti suggested asking Pat Brill about this. Mouw added that we can direct Segal about our choices, noting that in any case do not book us in the same hotel as the President's Dance.

Mouw noted that we have learned that the food can be a waste of money. In Atlanta, we had birthday cake and snacks. We should try to get along with bar snacks. So much of the food goes to waste as well.

Ginno is planning on an attendance of 200-250 people. Mouw asked what Altanta's attendance was. Dobson commented that the income from the Atlanta social was $2800.00. Mouw felt we should plan to break even. Try to match the room size to the number of anticipated guests. The last San Francisco social, there was an attendance of 500-600 people. Abramson feels that the Sheraton allows for the largest draw. We should be able to attract people with the price of the ticket. Dobson commented that dry snacks are easily replenished. At the Chicago social, Zanotti reported and attendance of 400 people.

The big drawbacks of the past, according to Mouw, were inadequate bus service. The more barriers we have, the more people will stay away. Mouw also favors the Sheraton for two reasons: location and renovation. The ballroom is on the first floor and this could be very beneficial. In Atlanta, the Westin was located in a good place, but the ballroom was not a room that people stumbled upon. Ginno said that bus route were available, but the Marriott was difficult to access.

Mouw moved on to discuss ticket price. This has also been a difficult decision in the past. Mouw offered to give Ginno a number of people that would make the break even price. Take the base price and divide it by "x" number of people to get the ticket price. This should help us Come up with a minimum figure. Ginno inquired about the level of profit expected. Mouw does not want the ticket price to go above $15.00. This then becomes another barrier. He also want to reinstate soliciting vendor support in order to offer a number of free tickets (i. e. two). Abramson moved to set the ticket price for the San Francisco social at $13.00 in advance, $15.00 at the door. Lunce seconded. The motion carried.

Publicity for the social was the next item discussed. Mouw commented that vendors love to dance. Many will take clients to dinner and come to our social afterwards. We should send letters to the vendors explaining the social. Give them a deal. Dobson asked whether or not we can put a flyer in their registration packets. Mouw would rather do a separate flyer or mailing. Dobson thought that NMRT should also pass out flyers. In order for this to take place, Abramson felt that Segal and Amy Katzenberger need to get involved early. Mouw agreed. The goal is to get something in the preliminary program. We can add the location in the final program. Ginno would work on this that day.

Ginno switched to talking about a theme for the social. The committee favors "Come out of the fog". They could get a fog machine for the dance. Mouw approved of the concept.

Mouw would like to offer. a vendor discount, offering them a block of tickets for a certain price. Abramson moved that NMRT offer the vendors a block of 10 tickets for $11.00 each, to be purchased in advance. Dobson seconded. The motion carried. Mouw urged Ginno to see Segal at Table 60.

SALA - Rita Yribar

Yribar likened the decision to hold a reception or a luncheon for first timers or students to a rollercoaster. Due to the lack of funding, the committee favored holding a reception for students only. She pointed to the action items: when and where to hold the reception, funding, and type of refreshments. The committee felt that the reception should be held immediately before the orientation program in the same room. A luncheon would be offered consisting of cold entrees. Other suggestions included providing a guest book for students to sign in and requiring them to show their "STUDENT" conference badge. The committee members should wear buttons that say "NMRT SALA Committee". They thought about fortune cookies as part of the luncheon, since the proposed theme is "Find you fortune at the NMRT SALA". Yontz remarked that the conference badges now clearly state student. Yribar wondered how much do the students know? She feels that even though we have-library school support, they know very little about NMRT. Abramson asked if we have posters for NMRT for Library School Outreach? Yribar suggested a poster with information about NMRT with a pocket for brochures. The liaisons for library schools should be in place, so why aren't we reaching people? Mouw questioned the assistance for SALA from ALA. He feels that it is to their advantage to encourage NMRT. Has it been difficult to convince ALA of the worth of this reception? Fordon asked if the reception will be followed by the orientation? Mouw said. yes, and it should be held in the same room or a divided room. Fordon wondered if the students would stay then. Yribar thought that greeters could explain that the orientation program would follow.

FIVE MINUTE STRETCH

DIRECTOR FOR PUBLICATIONS AND PUBLIC RELATIONS- Pat Brill – (Jenifer Abramson reporting) 11:40 a. m.

Brill has been in contact with the chairs. Everything seems to be under control. Brill told Abramson that COGNOTES looked great at the last conference.

FOOTNOTES - Darlene Nichols

February 8th will be the next deadline for copy. The committee would like to propose an assistant editor position. This position would then assume the editor position. Nichols asked what needs to be done to set this in motion. Mouw commented that the Handbook should be updated. The Vice President/President-Elect would make the appointment for assistant editor. He see the advantages to such a move. Abramson moved that NMRT direct the Handbook and FOOTNOTES committee to update the FOOTNOTES entry to include an assistant editor position to be assigned by the Vice-President/President-Elect. The motion was seconded and carried. Nichols concluded by urging everyone to give her feedback on the next issue, since the committee would be using a new publisher.

BOOTH - Cecilia Schmitz

The theme for the booth at the Annual conference in San Francisco will be a trolley car. There will be a backdrop with photo opportunities. Mouw asked if there would be a name for the trolley? Schmitz said it would be called the NMRT Trolley. The booth would not be providing a camera, however conference-goers were welcomed to take pictures with their own cameras. She is working with Quality Books to support a drawing for items in their inventory.

In regards to the travelling booth, Schmitz reminded everyone that Quality Books holds and sends out the booth. They need more lead time in requesting the booth and it must be returned quickly. One conference lost out on using the booth because of this. She called for volunteers to staff the booth at the annual conference. She usually sends out a sign up sheet before the conference. Mouw suggested doing more before the conference, such as contacting people by phone. Schmitz relies on the sign up sheet and committee members to fill in the empty slots. Abramson suggested, as a former booth chair, that Schmitz contact people after they have had a chance to look at the preliminary conference program. Get commitments to work the booth in writing.

COGNOTES - David Bickford

Bickford reported that COGNOTES has gone through some tremendous changes. Custom News produces the daily newsletter and was involved in the trial run of the new format in Atlanta. This new setup allows committee members to concentrate on editorial content. Reporters have more time and can get access to high level meetings. For committee members, it is an educational process.

The new format is an attractive product. It is also financially self-sustaining. The ad sales came to $20,000.00, which helped to cover computer rental and production costs. The NMRT budget of $50.00 supports other costs, such as xeroxing. The production schedule has shifted from Saturday through Wednesday to Friday through Tuesday.

Mouw commented that the editing process must be mind-boggling. Bickford stated that is why they strive to get a much advanced copy as possible. The committee can then concentrate on late-breaking efforts.

Schmitz would like to see issues of COGNOTES at the Booth. Bickford said the committee could accommodate here. Schmitz should talk to Bickford about changing the delivery schedule to include the Booth.

Yontz asked about the absence of institutional affiliations in bylines. Bickford commented that none of the authors asked for this. Mouw felt that this practice should be modified. Many of us are able to attend conference only because of our institutions.

Mouw asked if the committee had considered having the Friday issue handed out with registration materials. Bickford would talk with Pier London about this and report back. Burkhardt asked about the format for submissions. Bickford said that the only restrictions were with the advertisements. He can provide general recommendations.

PUBLICITY - Cindy Church

None of the committee members were at the conference. Church reported that she needs releases from Conway as soon as possible. Mouw emphasized that publicity is extremely important. We need to let people know what we offer. Church reminded everyone to send her as much as possible early.

McKay commented that the publicity for the Midwinter Activities occurred without the help of the Publicity committee. She did not realize she could have gone through Church. Church urged anyone needing publicity to correspond with her.

Mouw felt that we need target publicity lists by project and an individual responsible for the lists. Perhaps the New Initiatives committee could think about this issue and report at Annual.

NEW BUSINESS 12:15 p. m.

There was no new business.

ANNOUNCEMENTS 12:15 p. m.

Mouw thanked all those who sat through all three Executive Board Meetings and thanked Abramson for her support. He reminded the group about the social to be held that night.

Abramson made one last plug for Committee Interest Forms. Dobson also had extra reimbursement forms and urged everyone to get the bills submitted early. Dobson asked that the secretary be responsible far picking up old reports and bring them to each Executive Board Meeting.

ADJOURNMENT 12:20 p. m.

The meeting was adjourned at 12:20 p. m.