23:3 (2008:09) NASIG Executive Board Minutes

August 5, 2008 at 3:35 pm | Posted in Executive Board | 2 Comments

NASIG EXECUTIVE BOARD MINUTES
Joyce Tenney, NASIG Secretary

Date, Time:    June 4, 2008, 8:36 a.m.-4:45 p.m.
Place:        Tapatio Cliffs, Phoenix, Arizona

Attending:

Char Simser, President
Jill Emery, Vice-President/President Elect
Peter Whiting, Treasurer
Denise Novak, Past President
Joyce Tenney, Secretary

Members-At-Large:

Rick Anderson
Anna Creech
Kim Maxwell
Alison Roth
Bob Schatz
Jeff Slagell

Ex-Officio Member:

Kathryn Wesley, NASIG Newsletter, Editor-in-Chief

Guests:

Cory Tucker, Co-Chair, 2008 Conference Planning Committee
Sandra Wiles, Co-Chair, 2008 Conference Planning Committee
Erika Ripley, Co-Chair, 2008 Program Planning Committee
Sarah George Wessel, Co-Chair, 2008 Program Planning Committee, Incoming Member-At-Large
Bob Boissy, Incoming, Member-At-Large
Virginia Taffurelli, Incoming, Member-At-Large

1.0 Welcome (Simser)

Simser called the meeting to order at 8:36 a.m. She welcomed all to the meeting and reviewed the rules of order.

2.0 Secretary’s report (Tenney)

2.1 Approval of board action items since January meeting.

2/12/08    Minutes of the January 2008 NASIG Executive Board were approved.
2/19/08    Board approves the CEC request to $500.00 support for the NETSL meeting.

2.2 Action items from January meeting

Tenney requested that everyone review the action items and let her know if there are any updates.  Also, please review the contact information on the Board Roster list and send any updates.

Simser reminded all board members to review the NASIG Working Calendar and send any updates to the Secretary.

3.0 Treasurer’s report (Whiting)

3.1 Report

Whiting reported the following:
Memberships continue to be processed with the Database & Directory Committee.   As of May 22, 2008 we have 733 memberships.

Donations have been down because people could only write checks for renewals during the transition to the new website.  They tend to only pay for their NASIG membership if they have to write a check.

Arcstone uses Chase Paymentech for processing credit card. The credit card charges & fees have gone up.  Chase Paymentech has agreed to lower the percent rate for both Visa and MasterCard.

ACTION ITEM:  Whiting will work with ArcStone over the summer to get our credit card processing fees reduced.

We are insured and bonded.  Duncan Directors & Officers 2/28/08 to 2/28/09 and Cliff Davis 3/4/08 to 3/4/09.

Audit of NASIG’s finances sent to Rich Bellew, CPA, May 2008.

3.2 2008 budget and expenditures to date

Whiting reported that the budget looks good.  NASIG is in sound financial standing.  Whiting noted that he will be working closely with incoming committee chairs to assist in formulating budgets for the 2009 budget year.

4.0 Consent agenda (Simser)

Simser explained the consent agenda process.  Schatz requested that the Proceedings editors be moved off the consent agenda.

The following reports were approved as part of the consent agenda.  All of the committee chairs and members were thanked for their efforts on behalf of NASIG. Committee chairs for next year are encouraged to focus on a small set of attainable priorities.

Reports approved:  Archivist, Awards & Recognition, Bylaws, Evaluation & Assessment, Library School Outreach, Membership Development, Publications/PR, Publicist, Translators Resource Team.

ACTION ITEM: All were encouraged to remind attendees to complete the online conference evaluation form.  Creech suggested reminding audiences as you introduce speakers.

Emery noted that the Library School Outreach will request some money for a more formal reception for library schools.  It was suggested that perhaps library schools could be approached to sponsor this reception or receptions, as an organizational sponsor.

Schatz discussed the copyright form that Taylor & Francis has presented for use in the articles for the NASIG Proceedings.  After discussion Schatz will discuss the following questions with the Proceedings Editors:  How does this impact institutional repositories? What version will be posted on the NASIG website?

5.0 Program Planning (Wessel, Ripley, Emery)

5.1 Last minute updates

Ripley and Wessel praised the hard work of the Program Planning Committee and noted the exceptional program that is slated for the 2008 conference. This year’s conference has 37 sessions with more than 85 speakers.

Conference handouts will be posted on NASIGweb.  Over one half of the handouts are already up on the site.  Ripley noted that PPC was going to review procedures for preconferences over the next year.

The board thanked PPC for a great program.

5.2 Reimbursement and compensation policy for 2009

Emery discussed the proposed review of the NASIG speaker reimbursement and compensation policy.  After general discussion of issues, it was agreed to try the concept of a travel stipend. It was hoped that this could simplify the process.

Anderson suggested a small group be convened over the summer to work up a proposal for this type of system.

Anderson moved to accept the proposed revisions of the policy for the 2009 conference.  Maxwell seconded.  There was a unanimous vote to approve the proposed revisions for the 2009 conference.

ACTION ITEM: Emery will appoint a task force to review the concept of a travel stipend and report at the fall board meeting.

6.0 Conference Planning (Wiles, Tucker, Anderson)

6.1 Last minute updates

Wiles and Tucker reported that the resort has been great to work with.  The budget seems to be coming in as projected.  They noted that the Fun Run was going to be at 6:00 a.m. Saturday morning in the West Courtyard.

They reported that the hotel will do recycling of plastics.

Wiles and Tucker were thanked for all of their work and the board sent thanks to the entire CPC.

7.0 Committee reports and other business requiring discussion

7.1 CEC priorities and guidelines (Slagell/Maxwell)

Slagell requested clarification on what CEC should concentrate on for the upcoming year.  It was agreed that they needed to focus on getting regional programming in process that would generate income for NASIG.  Simser recommended that they use the UKSG for an outline of possible programs.

NASIG members should have a reduced rate for the programs and speakers needed to be attained at a reasonable rate and be fiscally responsible in the arrangements for the meetings.  It was suggested that there may be possibilities to offer preconferences at existing conferences such as North Carolina Serials Conference, or other similar meetings.

ACTION ITEM: Slagell will ask CEC to put out targeted calls for potential speakers and topics, and possibly use the NASIG Speakers and Consultants Directory to identify potential speakers.  Slagell will ask CEC to develop the programs and try to find locations or organizations that will offer meeting rooms free or at a nominal charge.

Simser proposed a potential program she is willing to organize in Kansas that should attract interest from neighboring states and Boissy suggested the development of a program on end user marketing.

ACTION ITEM:  Simser will submit her proposal to CEC. Slagell will relay to CEC the idea of a program on end user marketing.

7.2 Database & Directory

7.2.1 Database maintenance (Slagell)

Slagell relayed questions from D&D on what information on non-renewed NASIG members needs to be retained and the desired duration of the retention of the information.  Novak suggested that once a year a snapshot of the database be preserved.  Membership Development can obtain information on inactive members from this snapshot.  It was agreed that there should be a three year rolling wall for the retention of this information.

ACTION ITEM: Slagell will ask D&D to update their manual to reflect the proposed retention plan and schedule.

ACTION ITEM: Schatz suggested that D&D send emails to the membership twice a year to remind members to check their NASIG contact information.

7.2.2 Membership renewals grace period (Slagell/Simser)

Simser reported on the unexpected implications of the possible grace period for renewals in the rolling membership payment cycle.  After discussion, it was agreed that there would not be a grace period for renewals and that alerts would be sent out to members to remind them that their membership needs to be renewed.

ACTION ITEM: Slagell will ask D&D to update their manual to reflect that there will be no grace period for membership renewal, however email should be sent to notify members when it is time for their renewal. After three years the non-renewed members will be purged from the database.  Sixty days before the first purge of the database, D&D should go back to the board and confirm that the purge should occur.

Whiting suggested a couple of emails throughout the year to the entire membership to remind them to check their renewal dates.

Slagell will check with D&D and see if non-renewing member information can be automatically deactivated after 60 days of non-renewal.

7.3 Electronic Communications (Creech)

7.3.1 Recommendation on listserv options  (Creech)

After discussion, the board endorsed the ECC recommendation to continue the Bee.Net. listservs for the following year and review options and make recommendations at the January board meeting for committee communications.  Simser asked that all committees be asked to experiment with the communication options on the Arcstone site and report in their board reports at the January board meeting. Maxwell suggested updating the committee report template to reflect these questions.

ACTION ITEM: All board liaisons will ask their committees to include the following sections in their fall and or January board report:
•    What have been your experiences in using the new NASIG website?
•    What suggestions do you have for developments and improvements in the website and back-end uses?
•    What other technologies are you using in your committee communications, or what other technologies have you explored?
Creech will ask ECC to update the committee report template to reflect these questions.

ACTION ITEM: All board liaisons will ask their committees to report bugs and enhancement requests to ECC.

ACTION ITEM: All board liaisons will ask their committees to review what is on the old Bee.net site and look at what should be archived and what can be deleted.

Simser noted that the old NASIG-L will be going away, so blast emails, blogs and forums will be taking the place of NASIG-L communications.

She asked that Creech review training needed to get chairs and committees comfortable with the administrative functions of the new website.

Wesley asked that ECC submit an article for the NASIG Newsletter on these changes.

ACTION ITEM: Creech will ask ECC to submit an article to the Newsletter.

7.3.2 Technology implementation phase II

Simser discussed the report from the implementation work on the new NASIG website.  Suggestions for improvements were discussed.  One of the suggestions on the report was accepted, with the stipulation the costs be negotiated with Arcstone.

ACTION ITEM: Creech will ask ECC to work with Arcstone on the development request and have the work completed at the negotiated price.

Simser noted that Arcstone provided pricing information on blogs, but this will be reviewed later in the year.  It was agreed that no cost alternatives to Arcstone’s wikis be investigated.  It was suggested that two or three committees could experiment with some of the free wiki sites and report back on their experiences.  CPC was suggested as a possible test committee.

7.4 Newsletter- liaison/relationship with ALCTS Newsletter Online (Wesley)

Wesley noted that Taffurelli was the NASIG liaison to the ALCTS Newsletter Online, however now that she is on the executive board she will not be able to continue this role.  Emery suggested moving this to the Publications/PR Committee.

ACTION ITEM: Anderson will ask Publications/PR to facilitate the exchange of information from NASIG to the ALCTS Newsletter Online.

Wesley reported that she had contacted the UKSG to see if they would like to exchange editorials.  UKSG thought that as NASIG already receives their newsletter there would not be additional information from their group for our Newsletter.

7.6 Nominations & Elections – Nominations & Elections process – open elections (Schatz/Novak)

Schatz noted that the Bylaws Committee reviewed the NASIG Bylaws and moving to an open election process would require a bylaws change.  Before the Bylaws Committee can draft specific wording for a bylaws change, they will need an outline of a process for open elections.

Novak reported that she asked Nominations & Elections Committee to review a possible open election process and they were generally favorable with the following concerns:
•    How would the vetting process be maintained?
•    How would the reference verification work?
•    How would the balance of librarians, vendor, publishers, etc on the board be maintained?
She noted that we would not be able to enact an open election process until the 2010 election cycle, as the bylaws change would need to be in place before the election.

After discussion it was agreed that the concept of an open election process would work for the member-at-large positions.  Simser will work with Nominations & Elections Committee to develop a proposal for enacting this process.

ACTION ITEM: Simser will ask Nominations & Elections Committee to develop nominations criteria for member-at-large in an open election system that does not involve extensive committee vetting.  Allowing any willing member meeting set criteria to be on the primary ballot or a general election.  Need to develop process for run-off elections and thresholds required to make it to a general election.

7.6 Site Selection (Emery/Simser/Tenney)

The committee has received approximately fifty proposals to review.  After discussion of the pros and cons of various locations, it was agreed that the committee would concentrate on the western sites for 2010.  Site Selection will review the Portland, Oregon, Las Vegas, Nevada, and Palm Springs, California, sites for possible conference locations.

8.0 Other business requiring discussion

8.1 Administrative Support Task Force (Simser)

Simser reported that the task force has been collecting job descriptions from other associations and organizations.  The task force will meet at the NASIG conference and start the process of writing a draft job description.  The task force has a working calendar set up and will have a follow up report later this summer.

8.2 Reduced conference rates for first-timers  (Schatz)

Schatz introduced the idea of a $50.00 reduction on the conference rate for first time attendees, in hopes of attracting more attendees and new NASIG members.  After discussion the idea was tabled.

8.3 Need-based scholarship proposal  (Creech/Novak)

Creech and Novak discussed the proposal they developed to help supplement funding for the NASIG conference for attendees that have little or no travel funds from their institution or organization.  It was noted that this would not impact the number of student grant awards given.

Tenney moved and Maxwell seconded that the concept of a need-based scholarship be accepted and that Awards & Recognitions Committee be asked to develop criteria and process for implementation.  The criteria and process document would be discussed at the September board meeting.

The board voted unanimously to accept the motion.

ACTION ITEM: Award & Recognition Committee will be asked to develop criteria and process for the implementation of a needs-based scholarship program.  Draft of process should be ready for discussion at the September board meeting.

8.4 Providing articles for Serials E-News (Emery)

Emery noted the need to get submissions for the UKSG Serials E-News.  She suggested picking a couple of themes from the conference and asking Publications/PR to develop submissions.

ACTION ITEM: Anderson will ask Publications/PR to work with the NASIG Newsletter to obtain articles for the UKSG Serials E-News by July 15, 2008.  As NASIGuides are posted announcements or articles should be sent to the UKSG by Publications/PR. Publications/PR will consult with authors of articles to verify that publishing them in the UKSG Serials E-News is acceptable to the author.

8.5 Planning for editorial responsibilities for The Serials Librarian (Anderson/Emery)

Emery and Anderson reported on meetings with Haworth Press and Taylor & Francis.  Discussions are still in the very early stages, but as one half of the current yearly content of The Serials Librarian is the NASIG Proceedings, Taylor & Francis has expressed an interest in NASIG assuming editorial responsibility for the entire journal.  The board discussed various possibilities should this become a reality. It was agreed that Emery and Anderson would continue discussion with the concerned groups and keep the board informed.  Should this become a reality, NASIG would need to have a business plan in place to assume this role in 2010.

ACTION ITEM: Anderson will discuss ideas for dealing with NASIG assuming editorial responsibility of The Serials Librarian with Publications/PR.

As Publications/PR have assumed several new responsibilities, it was noted that PR may need to be a separate group.

8.6 Organizational sponsorship  (Emery)

Emery discussed documentation and progress.  After a discussion of the tiers and administrative procedures of the process, Emery will edit the documentation for the past president to work with for the 2009 conference.  It was suggested that the library schools in the area of the 2009 conference be approached as possible sponsors for this coming year’s conference.  Simser and Emery will work together to thank this year’s sponsors and develop documentation for next year.

9.0 Strategic planning – review of objectives/action items

Simser noted that the board needs to keep reviewing the spreadsheet of goals and update as they are completed. Simser will update the spreadsheet after the meeting and then Emery will assume responsibility for the spreadsheet.  The board reviewed the spreadsheet and noted areas that were completed and areas that needed additional time.

Action items from the discussion are as follows:

ACTION ITEM: Wessel will talk with conference Discussion Group leaders to ask them to write up reports for the NASIG Newsletter and the discussion forums.

ACTION ITEM: ECC will work with committee chairs to get information for a “What’s New” quarterly email blast to the membership.

ACTION ITEM: Evaluation & Assessment will review the last two year’s program evaluations and let CEC and PPC know what the most popular themes and programs were.

ACTION ITEM: All board liaisons should work with their committees to determine if there will be new projects or if they will need extra money this year and alert board for discussion at the September board meeting.  Final budget requests and approval will be done over email after the September board meeting.

ACTION ITEM: Boissy will work with Membership Development Committee to determine the progress on the membership brochure and work with them to move the final content to a graphic design stage for production.

ACTION ITEM: Wesley will ask vendors and publishers for articles for NASIG Newsletter.

ACTION ITEM: Financial Advisory Committee will review the financial plan and decide on specific goals for the coming year.

Simser and Emery noted that the updated spreadsheet of the Strategic Plan would be posted on the NASIG Website.

Simser called for any old business.  None being reported, she called for new business.  Schatz offered his thanks to Novak for her years of excellent service on the NASIG Executive Board.  All agreed with his motion. Outgoing board members Roth and Schatz were thanked for their service over the past two years.

The meeting was adjourned at 4:45p.m.

Respectfully submitted,

Joyce Tenney
NASIG Secretary
Accepted 7/11/08