NASIG Newsletter

NASIG EXECUTIVE BOARD MINUTES
Joyce Tenney, NASIG Secretary

Date, Time: January 10, 2008, 8:28 a.m. - 4:35 p.m.
Place: Temple University, Paley Library

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
Erika Ripley, Co-Chair, 2008 Program Planning Committee
Sarah George Wessel, Co-Chair, 2008 Program Planning Committee

1.0 Welcome (Simser)

Simser called the meeting to order at 8:28 a.m. The board thanked NASIG member Carole Bell and the Administration of Paley Library for hosting the NASIG Board meeting. Continue reading 23:1 (2008:03) Executive Board Minutes…

NASIG EXECUTIVE BOARD MINUTES
Joyce Tenney, NASIG Secretary

Date, Time: October 11, 2007, 8:30 a.m. - 4:45 p.m.
Place: Tapatio Cliffs, Phoenix, AZ

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

Guests:
Erika Ripley, Co-Chair, 2008 Program Planning Committee
Cory Tucker, Co-Chair, 2008 Conference Planning Committee
Sarah Wessel, Co-Chair, 2008 Program Planning Committee
Sandra Wiles, Co-Chair, 2008 Conference Planning Committee

Ex-Officio Member:
Kathryn Wesley, NASIG Newsletter, Editor-in-Chief

1.0 Welcome (Simser)

Simser called the meeting to order at 8:30 a.m. Continue reading 22:4 (2007:12) Executive Board Minutes…

2007/2008 EXECUTIVE BOARD

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

MEMBERS-AT-LARGE
Rick Anderson
Anna Creech
Kim Maxwell
Alison Roth
Bob Schatz
Jeff Slagell

22nd CONFERENCE

NOTES FROM THE BOARD WRAP-UP SESSION
June 3, 2007, 1:00 p.m., Louisville, KY
Joyce Tenney, NASIG Secretary

• Novak reported on a fundraising idea that had come up during the conference. A possible NASIG cookbook.  The idea is being investigated and Novak will report back on this idea.
• Creech reported that ECC had asked if NASIG-L was still needed, as we have several other venues of communication.  After discussion it was decided that NASIG-L is still valuable and needed.  Creech will relay that to ECC.
• Overall conference feedback so far has been very favorable.  Minor issues were discussed and liaisons for next year’s PPC and CPC will report back to those groups.
• Timing of brainstorming session was discussed and ideas for improving next year’s experience with this.  
• Schatz reported that Bylaws Committee has looked at the bylaws amendment for the term of the treasurer and had some questions.  After some discussion on the implications of the term of the treasurer and treasurer in training, it was decided to continue the discussion during the July board conference call.
• There was a great deal of discussion on the brainstorming session and how to keep the discussion continuing with NASIG members.  It was noted that there was too much input from past presidents and board members; the discussion needs to take place within the membership.  It was decided that NASIG-L might be the best forum for this discussion.  
• Many ideas were discussed for improving the process of N&E and Novak will continue discussion with N&E next year.
• Schatz suggested getting a NASIG table at ALA to get more exposure for the organization.  There was agreement to look at the idea.  Schatz will get info on cost and report back to the board.

NASIG EXECUTIVE BOARD MINUTES
Joyce Tenney, NASIG Secretary

Date, Time: July 31, 2007, 11:00 a.m. EST
Place:  Conference Call

Attending:
Char Simser, President
Jill Emery, Vice President/President-Elect
Denise Novak, Past President
Peter Whiting, Treasurer
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

1.0  Welcome (Simser)

Simser called the meeting to order at 11:07 a.m. EST.

2.0  Review of Action Items from May 2007  (Tenney)

There was discussion of the various action items.  Maxwell noted that for the action item dealing with Membership Development Committee (MDC) investigating the viability of NASIG offering institutional, organizational and corporate memberships, she had relayed the request to MDC and that Slagell is the new board liaison for that group and will report on their activities.  Maxwell and Slagell inquired about the timeline for the review of ALA categories of job functions to be recommended for the renewal form.  After general discussion, it was agreed that the categories should be added as part of the revisions required by the implementation of the Technology RFP.  MDC should have their recommendation approved and ready to go when the rest of the database is ready.  Slagell will relay this information to MDC and get an update on their progress. 

Novak reminded everyone that there need to be many reminders of the renewal process for the membership when the renewal process opens for the year. 

Schatz reported that the Bylaws Committee has reviewed the information on the term of the treasurer and reported back to the board.  It was decided that the board will discuss this at the October board meeting.

3.0 Committee Updates

3.1 Committee Manuals (from Nov. 2006 board) updates (Simser)

Simser reminded board members that it was agreed in November 2006 to have all committee manuals posted in the public space of the committees on NASIGWeb.  She asked each board member to follow up with their committees on this issue.

ACTION ITEM: All committees should have their manuals posted to the public space for each committee on NASIGWeb by the January board meeting.

3.2 Membership Development (Slagell)

Slagell reported that MDC has a draft document on the issue of NASIG offering institutional, organizational and corporate memberships.  The document will be sent to the board for review. 

4.0 Technology RFP  (Creech)

Creech reported that she had been in touch with several of the potential providers that had not submitted a bid to the RFP.  Most could only do one part of the process, so we are basically back to information from the May board meeting.

There is one more provider that Creech should be able to speak with this week.  It was agreed that the most crucial components are online voting, membership database and online conference registration.  Creech will submit a report to the board in the next week or two with final information and recommendations.  Discussion will occur on the board listserv.  It was agreed that a decision was needed before the October board meeting.

ACTION ITEM:  Creech will prepare and distribute to the board a final report with recommendations on the Technology RFP within the next two weeks.

5.0 Brainstorming discussion on NASIG-L- action items  (Simser)

Simser supplied a summary of comments from NASIG-L brainstorming discussion.  After general discussion, it was decided to break the list into items that could be done in a short timeframe and directly related to the nomination process and items that should be tabled until the October board meeting and strategic planning meeting.  Action items noted from the discussion on items that could be done in a short timeframe are as follows:

ACTION ITEM:  Simser will address plans for online voting when the Technology RFP is implemented and updates to comments made on NASIG-L about the nominations and elections process in her president’s column in the Newsletter. 

ACTION ITEM: Novak will ask Nominations & Elections Committee to post on NASIGWeb the documents that the committee uses.  (Nominee Profile Form, Nominee Phone Contact Form, Nominee Evaluation Form and a calendar with relevant dates.)

ACTION ITEM:  Emery will contribute an article for the Newsletter on running for office as a petition candidate.

ACTION ITEM:  Board liaisons should encourage committees to nominate members for executive office.

ACTION ITEM:  Wesley will interview some past board members for the Newsletter to get estimates on the amount of time that is required for the various offices and the skill sets needed for each office.

ACTION ITEM:  Wesley will contact some past board members and officers and ask if they would be willing to act as contacts for members considering running for office.  Names of the contacts could be posted on the Nominations & Elections Committee website and on the Speaker Resources Web page, so those who have questions can ask someone who has done the job for information on time commitments, type of duties, etc. 

ACTION ITEM:  Anderson and Emery will speak to CPC and PPC about finding time in the conference schedule for an informal session of past board members and officers speaking with members interested in running for office. 

ACTION ITEM:  Conference badges should note if person is a past board member or past officer.  Roth suggested a possible logo for these badges of “Ask me about being a NASIG Board member”. 

Anderson suggested that the job specs of the officers and board members be revised to include the possibility that members may call them during or after their term to get information on the time commitments and duties required in that position.  The board agreed that this would be a good idea.

Schatz noted that online voting would open up the voting process and possibly allow for primary and general elections.  As the Technology RFP process moves forward more investigation could be done into this type of election process.

Other items suggested by the membership will be discussed at the October board meeting. 

6.0 Strategic Planning- initial discussion (Simser)

Simser reported that she is finalizing plans with the facilitator/consultant for an October 12 strategic planning session for the board members.  There was a general discussion on desired outcomes from the planning session and how to use or not use the current strategic plan in the process.  It was agreed that the current strategic plan would be used as a springboard for discussions and we will look at various sections of the current plan and see where it has been successful, where more work needs to be done, or if the idea needs to restructured. 

The board agreed to have a document that was more targeted to strategic directions instead of a long detailed document.  It was noted that the process should yield an outcome that is worth the effort with specific short term goals, as well as a longer term vision for the organization. 

Some ideas for discussion topics were discussing the focus of the organization, do we need a change in direction; rebranding the organization; and possibly mandate contingency planning. 

Simser will relay ideas to the facilitator and report back on needed “homework” before the meeting.

7.0 CPC suggestion on special event sponsorship  (Anderson)

CPC suggested using corporate sponsorship to fund an evening event for the conference.  There was brief discussion and it was agreed to continue the discussion on the board listserv, as we were at the end of the meeting.

ACTION ITEM:  Anderson will start discussion on board listserv on CPC using corporate sponsorship for an evening event at the annual conference.

Simser adjourned the meeting at 12:33 p.m.

Approved 8/23/07
 

NASIG EXECUTIVE BOARD MINUTES
Joyce Tenney, NASIG Secretary

Date, Time: May 30, 2007, 8:15 a.m.-3:22 p.m.
Place:  Galt House, Louisville, KY

Attending:
Denise Novak, President
Char Simser, Vice President/President-Elect
Mary Page, Past President
Joyce Tenney, Secretary

Members-At-Large:
Rick Anderson
Adam Chesler
Katy Ginanni
Kim Maxwell
Alison Roth
Bob Schatz

Incoming Board Members:
Jill Emery
Peter Whiting
Anna Creech
Jeff Slagell

Ex-Officio Member:
Kathryn Wesley, NASIG Newsletter, Editor-in-Chief

Guests:
Angel Clemons, Co-Chair, 2007 Conference Planning Committee
Rachel Frick, Co-Chair, 2007 Program Planning Committee
Sarah George, Co-Chair, 2007 Program Planning Committee
Tyler Goldberg, Co-Chair, 2007 Conference Planning Committee

1.0  Welcome  (Novak)

Novak called the meeting to order at 8:15 a.m.

2.0  Secretary’s Report  (Tenney)

2.1 Approval of board actions since January meeting

Minutes of January 19, 2007 Executive Board meeting approved. (3/5/07)
Board approved financial support for OVGTSL Conference in the amount of $1,000.  (4/2/07)Minutes of April 4, 2007 Executive Board conference call meeting approved.  (4/27/07)
Executive Board voted unanimously to have the 2007 NASIG Proceedings dedicated to the late NASIG Treasurer, Rose Robischon, and to have a moment of silence before the treasurer’s report at the annual business meeting.  (5/4/07)
(Note this was later changed to have the 2006 NASIG Proceedings dedicated to Robischon.)

2.2 Action items from January meeting

The list of pending action items was review and updated.

3.0  Treasurer’s Report  (Novak)

3.1  Report from Treasurer

Novak reported that the official NASIG PO Box is being moved from Georgia to West Seneca, New York.  Whiting is working on this and will let us know when the process is complete.  Novak reported that she is going to suspend the Financial Development Committee.  Novak is willing to serve on the committee if it is needed at a later date. 

The password for the NASIG website will be changed after the conference and the Electronic Communications Committee (ECC) will make an announcement on NASIG-L. Creech noted that ECC had put a button on the NASIG website for “Forgot login information? Contact us” that goes back to ECC.  It has been used several times and seems to working well.

Novak reported that the donation box on the membership renewal form was a great success.  $4,075 was donated by NASIG members. This money is earmarked for the scholarship fund.  Several ideas were discussed to develop an appropriate mechanism for thanking donors and acknowledging their contribution to NASIG.

ACTION ITEM:  Treasurer will look at ways to get an acknowledgement system in place for the dues donation program and will bring suggestions back to the board.

Novak noted that she will be training Whiting on the duties of the treasurer over the summer and will get all of the official documentation transferred.  All passwords for the financial systems will be housed with the treasurer and secretary.  It is important to have an official backup of passwords and documentation.

Novak and Simser noted that there is an error in the Bylaws in the term of the treasurer-in-training and treasurer.  The intent of the amendment was to have the total term for the treasurer be three years, not four. 

ACTION ITEM:  Bylaws committee will be asked to look at this issue and report back to their board liaison.

Novak announced that the memorial for Rose Robischon will be on June 16, 2007 at West Point.  A donation will be made in Rose’s name on behalf of NASIG.

Novak has ordered an updated version of Quicken for Whiting.  Ginanni inquired about the frequency of an official audit for NASIG finances.  Novak noted that NASIG is audited yearly.

3.2  2007 Budget and Expenditures to Date

Novak reported that NASIG is looking very financially sound.  Several committees are under budget at this point, but additional bills may be coming before the end of the year.

3.3  2007 Conference Report

Novak reported that the conference registration looks good.  She reported that the conference calling system is working well for several committees and has been a successful way of moving committee work forward without face to face meetings.

4.0  Program Planning (Frick, George, Simser) 

4.1 Status Report

Frick reported that the number of attendees for the preconferences was excellent and that all seems to be well with the program for the conference.  She thanked all of her committee for their hard work over the past year. The board joined in thanks to the committee for an excellent program.

5.0  Conference Planning Committee  (Clemons, Goldberg, Roth)

5.1  Schedule, Events, Venue

Goldberg reported that all is well with the conference. The logistical portion of the conference is set and looks good.  The board thanked the committee for a great job and for all of their work over the past year. 

5.2 Conference Budget

Goldberg noted that there were 546 registrants for the conference and the budget should be easily met.  The board discussed ideas for increasing attendance at future conferences and will continue the discussion in later meetings.

6.0 New Committees (Maxwell)

6.1 Library School Outreach  (Maxwell)

Maxwell discussed the activities of the Library School Outreach Task Force.  The task force recommended that to progress with their work it would be beneficial to have full committee status.  After discussion of the merits of this proposal and the need for measurable goals, Schatz moved to grant the Library School Outreach Task Force committee status.  Anderson seconded the motion.  The motion passed unanimously. 

ACTION ITEM: Simser or Emery will send a message out to NASIG-L asking for volunteers for this committee, in consultation with current task force chair and board liaison.

6.2 Membership Development Committee  (Maxwell)

Maxwell reported on the work of the committee and future plans.  She noted that they have requested a slight change to the charge of the committee.  Chesler moved to accept their proposal to remove the sentence “The committee will prepare a Membership Development Plan with specific action items for review by the Executive Board at their fall 2006 meeting.”
Roth seconded the motion.  The motion passed unanimously.

Maxwell distributed the committee’s draft of the revised membership brochure.  There was discussion of the content and format of the draft.  Schatz recommended that the Membership Development Committee work with the conference logo artist to develop a polished version of the brochure. 

ACTION ITEM:  Membership Development Committee will work with a professional design artist to get a final polished version of the brochure ready for review by the board.

Maxwell noted that the Membership Development Committee had contacted all of the non-renewing members to encourage them to rejoin NASIG, or find out why they were not renewing.

Chesler asked if there were any additional perks that could be offered to NASIG members.  After discussion, it was decided that the investigation of institutional, organizational and corporate memberships might be valuable. 

ACTION ITEM: Maxwell will ask the Membership Development Committee to investigate the viability of NASIG offering institutional, organization and corporate memberships, with a report back to the board for discussion at the fall board meeting.

After a discussion of the current membership numbers, Schatz asked if the UKSG would be willing to share a 10 year review of their membership numbers for comparison with NASIG membership numbers during that time period. Whiting reported that 31 people had joined NASIG at the time of conference registration. 

ACTION ITEM:  Novak will ask the UKSG if they would be willing to share their membership numbers with us.

It was agreed that it would be good to get an indication of the areas of interest of NASIG members.  A possible way to obtain this information is to have a check box on the membership renewal form for major job function.  This will assist in targeting programming and other NASIG activities. 

ACTION ITEM:  Maxwell will ask the Membership Development Committee to review the ALA categories and revise it for our needs to be included on the renewal information in mid July.

7.0 Brainstorming Session  (Novak)

Novak reported on the logistics of the upcoming Brainstorming Session.  Ginanni will be moderating the session and ground rules and documentation needed for the session was discussed.  Tenney will take notes from the session that will be posted on the NASIG website.

8.0 Committee Reports 

The board thanked all committees for a great year. The board discussed actions that had been requested by various committees.

8.1 Database & Directory  (Chesler)

Database & Directory Committee (D&D) asked if it would be possible to consider allowing members to make updates to their membership profiles themselves.  After discussion it was decided that any decisions concerning this would be postponed until the Technology RFP was decided.  Any changes incurred as a result of the Technology RFP would impact the membership database.

D&D requested several changes to the admin component and tools in the current membership database.  Chesler will consult with D&D co-chairs to see how crucial these changes are for the upcoming renewal process.  Maxwell asked that the Membership Development Committee be consulted on the various fields in the membership database, as information about membership may be valuable for their work. 

8.2 Electronic Communications Committee  (Ginanni)

Ginanni reported that the Electronic Communications Committee (ECC) recommended that the committee listservs be set up so that email attachments can be used by committees.  The board agreed with their recommendation. 

A second recommendation from ECC was to allow NASIG members who assist committees to be added to those committee listservs.  It was agreed that with the approval of the committee co-chairs and the board liaison, other NASIG members not formally on a committee could be added to that committee listserv. It was noted that some committee listservs are closed due to the confidential nature of the committee work.

8.3 Nominations & Elections (Page)

Page reported that the Nominations & Elections Committee (N&E) asked for flexibility in the timing of soliciting references for candidates.  The board agreed that N&E should have this flexibility.

N&E questioned the number of names needed for getting onto the ballot through the petition process. It was noted that ALA only requires 25 names, so it was agreed that the current 10 names required was reasonable. 

Anderson noted that maybe we need to open up the nomination process more.  There was a discussion of the various ways to encourage a more open process.  It was noted that online voting may allow for a more fluid and flexible process. 

8.4 Site Selection  (Novak, Simser, Tenney)

Simser reported on the site selection survey that was conducted in mid-May.  There was a great response from the membership.  337 responses were received.  Simser will prepare a report of the survey to be distributed by late June via newsflash on NASIG-L and included in the fall Newsletter.  Some interesting results were that members indicated that hotel room rate was very important, but then selected some of the highest priced cities as top choices. 

Information collected from the survey will be used in selecting sites for the 2009 conference and will assist in looking at future sites. 

9.0 Technology RFP  (Simser)

Simser led a discussion of the proposal and the responses from vendors.  The discussion focused on the three critical functions needed from this process:

Online voting
Membership database development
Online conference and event registration

Creech suggested breaking out sections of the proposal and asking for bids on the individual sections.

ACTION ITEM: Creech will contact vendors that did not respond to see if they would like to bid on individual sections of the RFP.

All responses should be received and processed before the late July Executive Board conference call.  At that time the board will discuss responses and select a vendor or vendors to move forward in the process.

10.0 New Business

Schatz inquired about the selection process for Proceedings editors.  Anderson noted that the current Proceedings editors make a recommendation to the board and the board makes the final decision.  Currently there are three applicants for the one vacancy.  Anderson asked that the entry in the working calendar for issuing a call for Proceedings editor be moved from November to September for a more reasonable selection timetable. 

Page asked about the Moodle site that has been created by ECC to display the handouts from the conference and continue discussions that started in the various sessions.  She asked that it be promoted during the conference and on NASIG-L.
Creech discussed the creation of the site and how it will function.  Page asked that speakers be reminded to load their handouts and check the site for discussions.

ACTION ITEM:  Creech will compose a brief description of the Moodle site and how to access it for distribution at the conference and on NASIG-L.  She will give the information to the Conference Planning Committee to have at the registration desk.

Simser will remind Program Planning Committee to announce it at the Speakers Breakfast and during the conference.

Novak asked board members to consider possible dates for a July conference call and the fall board meeting.  Tenney will collect information after the conference and schedule the meetings.

Simser proposed that NASIG pay for the conference fee and travel expenses for the incoming Conference Planning Committee (CPC) co-chairs at the conference prior to the one they will be responsible for.  It is important that they see the conference in operation and shadow the current CPC co-chairs during the conference. 

Anderson moved that NASIG pay the conference fees and travel expenses within the NASIG Committee Guidelines for Reimbursement for the conference prior to the one they will be responsible for managing.  Ginanni seconded.  The motion passed unanimously.  Simser asked Anderson to have this added to the CPC manual.

Novak asked everyone to remind their committee chairs and speakers that all requests for reimbursements must be submitted within 30 days of expense.  All reimbursements forms should be sent to Novak until further notice. 

The board extended its thanks to Novak for her leadership over the past year.

Novak asked for any additional old or new business.  None being noted, the meeting was adjourned at 3:22 p.m.

Revised 6/18/07

NASIG EXECUTIVE BOARD MINUTES

Date: April 4, 2007, 10 a.m.-11:15 a.m., EST
Place: Conference Call

Attending:
Denise Novak, President
Char Simser, Vice President/President-Elect
Mary Page, Past President
Rose Robischon, Treasurer
Joyce Tenney, Secretary

Members-at-Large
Rick Anderson
Adam Chesler
Katy Ginanni
Kim Maxwell
Alison Roth

Unable to Attend
Bob Schatz

Ex Officio member:
Kathryn Wesley, Newsletter, Editor-in-Chief

Novak called the telephone conference to order at 10:04 a.m.  She welcomed everyone to the meeting and requested comments on the first agenda item.

1.0   When to change the NASIGWeb password

After a detailed discussion of possible options, the following was decided:

Chesler will ask Database & Directory to send a current list of NASIG members to the Electronic Communications Committee (ECC).  ECC will deactivate all non-renewing members, and then send the new username and password out over NASIG-L to the current NASIG members.  ECC will devise a password structure without any of the current naming convention guidelines.  Ginanni will ask ECC to put a “Forgot your password?” button on the NASIGWeb pages that are for members only and other pages where links to the NASIG Proceedings, the membership Directory and other restricted items are listed. The “Forgot your password?” button will be monitored by ECC. 

It was noted that the Technology RFP has sections in it dealing with the renewing and membership databases. Some of these issues may be solved by the new system, which will hopefully be in place by the end of 2007.  If there is a delay in the implementation of an integrated system, it was agreed that all non-renewing members will be purged next year before the ballot for the NASIG election is issued. 

2.0   Update on renewals

Chesler reported for the Database & Directory Committee that the current renewal count for NASIG members is 762. 

Maxwell reported that the Membership Development Committee had contacted non-renewing members in March to follow up on the reasons for non-renewal.  They had several suggestions for making the next renewal cycle easier and smoother for members.  Maxwell distributed their document to board members for review.

Simser asked if there was a good response to new memberships or renewals at the time of conference registrations.  Roth and Robischon will investigate.  Simser asked if membership numbers and conference statistics could be reported to the board list monthly.  Chesler and Novak agreed to forward that information monthly to the list.  Novak reported the current conference registration statistics.  As of this week, 231 people have registered for the conference (203 members and 28 non members).

3.0   Membership brochure

Maxwell reported that Morag Boyd from the Membership Development Committee has volunteered to update the membership brochure information.  It was noted that this project needs to move forward quickly, as we are completely out of English language brochures and they have been requested by a conference being held in May, 2007.  Maxwell will relay the time constraints to the committee. 

4.0   Technology RFP

Page reported that she has completed the final RFP and will be sending it to Simser for one last review for distribution to vendors by April 6, 2007.  She is sending out invitations to the committee members suggested at the January board meeting.  Responses will be due back to Page by April 27, 2007.  Page will put a copy of the final document in the Executive Board webspace after it goes out to vendors.  She will keep the board updated on progress with the review. 

4.0   New business

Novak reported that a NASIG member requested that program information on the conference be made available earlier next year.  It was agreed to add into the Conference Planning Committee Manual and the Program Planning Manual (if it is not already there), a statement to have preliminary information up on the website in December or January of each year. 

Anderson asked for comments on the Proceedings Manual.  It was noted that it had not been received by the board.  Anderson will resend and asked for any comments by April 6, 2007.  He noted that there needs to be additional action on the search for new Proceedings Editors for next year.  Ginanni recommended contacting the last five or six years of editors and ask for their recommendations of people that would be good candidates for this committee.  Anderson agreed and he will reissue the call for editors on NASIG-L.

Maxwell inquired about the need for committee annual reports in early May.  Simser noted that they were needed then for publication in the May edition of the NASIG Newsletter.

Anderson reported that the Awards & Recognition Committee would like to start a blog for NASIG Award winners to ask conference and NASIG related questions off of NASIG-L.  The board endorsed the idea and Maxwell suggested that they add past award winners as monitors of the blog, as well as current Awards & Recognition Committee members. 

Mentoring partners for incoming board members were decided:

Rose Robischon will mentor Peter Whiting
Kim Maxwell will mentor Jeff Slagell
Joyce Tenney will mentor Anna Creech
Jill Emery has been on the board before and will be working closely with the incoming President, Char Simser.

No additional informational items were noted.  Novak adjourned the meeting at 11:15 a.m. 

NASIG EXECUTIVE BOARD MINUTES
Joyce Tenney, NASIG Secretary 

Date, Time: January 18, 2007, 8:30 a.m.-4:35 p.m.    
Place: Seattle Public Library, Seattle, WA 

Attending:
Denise Novak, President
Char Simser, Vice President/President-Elect
Mary Page, Past President
Joyce Tenney, Secretary 

Members-At-Large:
Rick Anderson
Adam Chesler
Katy Ginanni
Kim Maxwell
Alison Roth
Bob Schatz 

Ex-Officio Member:
Kathryn Wesley, NASIG Newsletter, Editor-in-Chief 

Guests:
Angel Clemons, Co-Chair, 2007 Conference Planning Committee
Rachel Frick, Co-Chair, 2007 Program Planning Committee
Sarah George, Co-Chair, 2007 Program Planning Committee
Tyler Goldberg, Co-Chair, 2007 Conference Planning Committee

1.0 Welcome (Novak)

Novak called the meeting to order at 8:30 a.m. and she welcomed everyone.  Novak reported that Robischon was unable to attend the meeting due to illness.  The board wished Robischon a speedy recovery.

2.0 Secretary’s Report (Tenney)

2.1 Approval of board actions since November meeting

Final revision of reimbursement policy posted (October 2006).
$150 approved for Proceedings Committee (November 2006).
Minutes of November Executive Board meeting approved (December 2006).

2.2 Action items from November meeting

The list of pending action items was reviewed and updated.

2.3 Board Items Status List

Tenney reminded board members to check the NASIG Working Calendar for timelines and needed committee actions.  Please send any updates or revisions to the Working Calendar to the NASIG Secretary.

3.0 Treasurer’s Report (Robischon)

3.1 Report

Robischon was unable to report due to illness.  Novak will send any updates she receives to the board after the meeting.

3.2 Georgia PO Box Novak reported on problems with the PO Box in Georgia.  After discussion it was agreed that the official PO Box for NASIG would be moved to New York, as NASIG is incorporated in New York.  Novak noted that the PO Box in Georgia would still be active until June 2007.

ACTION ITEM: Novak will contact a NASIG member in the state of New York to assist in finding a new PO Box location for NASIG.

There was general discussion as to the work load of the treasurer and the need for backup knowledge of the various functions.  It was agreed that the NASIG Vice President/President-Elect would become the back up for the Treasurer.

4.0 Technology RFP (Page)

Page distributed the revised RFP.  Board members were asked to read the RFP carefully and send comments to Page by January 26, 2007.  The following timeline was agreed upon by the board.

Final RFP would be distributed to vendors by 2/9/07.
Vendors should have questions back to NASIG by 3/1/07.
Responses to questions should be given by 3/15/07.
Review period will be 3/15/07-4/30/07; finalists may be asked to give a Web-based demo to the board during this time period.
Contract start date will be 7/1/07.

The following people were suggested as candidates for the RFP Review Committee:

Rick Anderson, Chair
Char Simser
Gary Coker
Buddy Pennington
Bob Persing, Consultant

Chesler volunteered to participate in review discussions as needed.

ACTION ITEM: Board members should review Technology RFP send any revisions to Page by 1/26/07

ACTION ITEM: Page will ask suggested candidates if they would be willing to serve on the RFP Review Committee (Ginanni will contact Gary Coker at EBSCO, who is not a NASIG member). Page will finalize the RFP for distribution by 2/9/07.

5.0 Committee Reports

5.1 Archivist (Tenney)

Tenney sent email to NASIG Archivist requesting all materials be inventoried and sent to NASIG Archives.  The archivist and archivist-in-training were requested to continue working on an Archivist Manual.

5.2 Awards & Recognition (Anderson)

All of the award documentation has been published and applications are starting to come in.  The Mexican Award process is moving forward and should be on schedule.

5.2.1 Corporate sponsorship of awards

Anderson reported that the Awards & Recognition Committee was interested in obtaining additional funding for awards.  The option of corporate sponsorship was proposed.  After a lengthy discussion, the board agreed to move forward with the idea of establishing an endowment for NASIG awards.  Schatz moved that the board should form a working group to outline the process and guidelines for soliciting contributions from individuals and organizations to support NASIG awards and scholarships.  Anderson seconded the motion.  It passed unanimously.

ACTION ITEM:  Novak will work with the Financial Development Committee to set up a working group to develop the process and guidelines for soliciting contributions from individuals and organizations to support NASIG awards and scholarships.

5.3 Bylaws (Ginanni)

A draft Bylaws ballot was presented and discussed.  Several revisions were suggested. Ginanni will relay those revisions to the Bylaws Committee. Chesler moved that the proposed Bylaws ballot be accepted as amended.  Page seconded the motion.  The motion passed unanimously.

6.0  Program Planning (Frick, George, Simser)

The program is set and a call for posters will go out in early February.  Frick suggested a Hot Topic discussion for the conference on ILS vendor mergers and what impact that will have on the industry.

The proposed preconferences for the 2007 conference are as follows:

·         SCCTP Electronic Serials Cataloging Workshop – led by Steve Shadle (1 day)
·         Publishing 101 — The Basics of Academic Publishing – led by Zac Rolnik (half day)
·         Metadata Standards and Applications – sponsored by NASIG CEC, presented by Diane Hillmann, Cornell University and Sherry Vellucci, Rutgers University. (2 days)
·         SCCTP Integrating Resources – led by Joseph Hinger (2 days)

Ginanni moved to accept the proposed preconferences and Roth seconded. The motion passed unanimously.  Frick noted that the core conference will consist of 3 vision sessions, strategy sessions, tactics sessions, user group meetings, informal discussion groups and a poster session. The board commended Program Planning for an exciting schedule and all of the hard work that went into planning it.

7.0 Conference Planning (Goldberg, Clemons, Roth)

7.1 Schedule, Events Goldberg and Clemons reported on the schedule of activities for the conference.  The opening reception will be held at the Frazier Museum on Thursday evening and a band has been booked for that event.  An optional event will be a cruise on the Spirit of Jefferson; sign up will be on the conference registration Web site.  There will be an optional bourbon tasting event to raise money for the scholarship fund on Friday evening.

The Web site with conference information will go live soon.

7.2 Budget

The conference budget was approved.

7.3 Conference Fees

After discussion, Anderson moved that the following be accepted as conference fees for the 2007 NASIG Annual Conference.

Preconferences
Member ½ day              $50.00
Non Member ½ day      $75.00
Member 1 day               $100.00
Non Member 1 day         $150.00
Member 2 day               $150.00
Non Member 2 day         $200.00

General Conference Fees
Member Rate     $375.00
Non Member      $500.00

Daily Rate (1 day only allowed)
$150.00

Guest price for Frazier Event       $60.00
Guest price for Cruise                 $60.00

Roth seconded the motion. It passed unanimously.

5.4 Continuing Education (Schatz)

The Continuing Education Committee worked with the Program Planning Committee to develop the “Metadata Standards and Applications” preconference.Schatz reported that they are working on a manual for committee operations.  He commended them for a productive year.

5.5 Database & Directory (Chesler)

The Database & Directory report noted the following: The renewal season was publicly announced on NASIG-L on November 15. The announcement indicated that the goldenrod forms would not be mailed out and provided complete instructions on how to renew online. The renewals for 2007 have lagged behind the renewals for 2006. The committee has come up with the following items that may explain the lower turnout compared to 2006:

• The lateness of announcing on NASIG-L.  Traditionally, the goldenrod forms were mailed out in mid-September.  It is hoped that if the NASIG-L announcements are made around that time in 2007, more members will renew in time to be eligible for voting.
• Announcing by NASIG-L list.  There is some speculation that a number of folks were not reading their emails, or that the NASIG-L emails were caught by spam filters.
• We received a few indications that members were not comfortable paying online, leading us to believe that many were assuming that renewing online meant paying online. We need to make more explicit to members that they can pay by check and are not required to pay online.
• The instructions may have made the process seem more complicated than it was.

A few ideas for communicating with the membership on the renewal process were discussed.            

Regular postings on NASIG-L, one each month
A reminder box in the Newsletter
Have a handout in the conference packet             
Have a reminder noted in each President’s Column in the Newsletter 

ACTION ITEM: Chesler will ask Database & Directory to compile statistics on past years renewal trends, noting the peak times and numbers.  Novak will forward to the board any information she has from old treasurer reports. 

There was additional discussion on extending the deadline for renewal for inclusion in voting.  Schatz moved that the membership renewal deadline for inclusion in voting in the NASIG election be extended to close of business on January 26, 2007.  Roth seconded.  The motion passed unanimously. 

ACTION ITEM:  Chesler will notify Database & Directory of the extension of the renewal deadline and ask them to send an announcement to NASIG-L.

5.6  Electronic Communications (Ginanni)

The draft welcome message to NASIG-L was discussed.  It was agreed that there should be two messages.  One message will be just a general welcome to NASIG and the second message would include the technical information for NASIG-L and the NASIG website.

ACTION ITEM: Chesler and Ginanni will work with their committees to have these two messages developed.  The general welcome message will be given to Membership Development for comment.

Ginanni noted that the committee had concerns over the board decision to expand the type of messages posted to NASIG-L.  They did not want to be responsible for determining what was appropriate for the list. They also felt that duplication of messages that appear on the other lists might be resented by the membership. The board agreed to revert to the former restrictions on NASIG-L posting with the exception that board members may ask for general serials announcements to be posted.  If the committee receives this type of message from a board member, they will post it. If it comes from another source and they have any questions, they should send it to their board liaison for review.

ACTION ITEM:  Ginanni will report to the Electronic Communications Committee that the focus of NASIG-L will revert to announcements and discussions of specific organizational business.

ACTION ITEM:  After the renewal deadline has passed and Database & Directory has de-activated non-renewing members, Buddy Pennington will notify the Electronic Communications Committee, who will then change the username and password for the NASIG Web site, and the Electronic Communications Committee will make an announcement to all active members.

5.7 Evaluation & Assessment (Chesler)

Chesler reported that there were 302 completed evaluations and that 192 were in paper format. The board discussed ways to encourage the use of online evaluations. One idea that might be possible for the 2007 conference is to have a drawing for a prize for those that complete online evaluations. The form should be altered to include a spot for names, if you wish to be included in the drawing. ACTION ITEM: Chesler will have a line added to the online evaluation form to include name and email address. He will ask Evaluation &am