21:suppl (2006:summer) TOC

July 4, 2006 at 10:49 pm | Posted in TOCs | Leave a comment

TABLE OF CONTENTS

NASIG EXECUTIVE BOARD ANNUAL REPORT
COMMITTEE ANNUAL REPORTS
Archivist
Awards & Recognition
Bylaws
Continuing Education
Database & Directory
Electronic Communications
Newsletter
Nominations & Elections
Proceedings
Program Planning
Publicist
Site Selection
COMMITTEE UPDATE
Evaluation & Assessment
NEW COMMITTEE AND TASK FORCE REPORTS
Library School Outreach
Membership Development
2006/07 EXECUTIVE BOARD
2006/07 BOARD LIAISONS
2006/07 COMMITTEE ROSTERS
2007 CALL FOR PROPOSALS
2007/08 CALL FOR NOMINATIONS  

21:suppl (2006:summer) PDF

Advertisements

21:suppl (2006:summer) NASIG Executive Board Annual Report

July 2, 2006 at 8:13 pm | Posted in Executive Board | Leave a comment

NASIG EXECUTIVE BOARD ANNUAL REPORT
Mary Page, NASIG President 2005 – 2006 

The past year has flown by!  We spent so much time planning and preparing for the Denver conference, and it’s hard to believe it’s come and gone.  It was a terrific conference, by the way.  One high point for me was Robin Sloan’s presentation.  Robin even gave us a good review on his blog: http://snarkmarket.com/blog/snarkives/media_galaxy/i_librarians/  

Other high points were Scott Plutchak’s talk, and he also had good things to say about the NASIG conference:  http://tscott.typepad.com/tsp/2006/05/nasig_2006.html.  Since discovering Scott’s blog when we were planning the conference, it’s become essential reading for me, and I highly recommend it.   

The truly outstanding event was the NASIG Open Mike session at the Tattered Cover.  Everyone who attended can attest to the fine performances and amazing talent among our members.  I hope this becomes an annual event. 

DOWN TO BUSINESS
Your NASIG Board had some key accomplishments this year.  We launched several new committees and task forces, mainly to fulfill the excellent recommendations from the Financial Plan (available in the Members Only section of the NASIG website).  Former president Steve Savage spearheaded this project last year, and his legacy to NASIG is a clear and achievable plan for financial stability.  

Here are the committees and task forces we launched this year:

Membership Development Committee:  The committee is charged with recommending target membership levels, identifying potential members, and developing outreach strategies.  Chaired by Marla Chesler and Tina Feick, the Membership Development Committee is off to a great start.  Board member Kim Maxwell played a huge role in getting this committee going, and she is serving as their board liaison.  An important thing to remember:  the MDC will focus on development and outreach, but it will not be responsible for the membership database currently maintained by the Database & Directory Committee.

Library School Outreach Task Force: NASIG members have worked with library schools for years, but not necessarily in a coordinated effort.  The goal of the Library School Outreach Task Force is to coordinate all relevant NASIG Committees, as well as individual members, to maximize the effectiveness of our interactions with library schools.  The task force is comprised of representatives from the Continuing Education, Membership Development, and Awards & Recognition Committees.  Again, Kim Maxwell played a major role in getting this group started, and she will serve as its board liaison.   

The Financial Development Committee:  This committee is charged with developing a robust fundraising program as recommended in the Financial Plan.  Steve Savage, who led the development of the Financial Plan, will chair this committee.  Other members include current and former board members Anne McKee, Rose Robischon, and Denise Novak, along with NASIG member Ree Sherer, who brings expertise in both finance and non-profit organizations.  This group is a key component in the development of NASIG’s financial stability, and we are fortunate to have these outstanding volunteers

Publications/Public Relations Committee:  This is the revamped Publications Committee, with new and expanded duties to reflect NASIG’s emphasis on outreach.  The Publications/PR committee will work with the NASIG Publicist to coordinate announcements to the serials community and beyond.  The committee will develop ideas for publications that would be useful to the membership, and it will recruit authors with the appropriate expertise.  The Publications/PR Committee will provide editorial oversight for NASIG publications, but they will not author documents while they are active members of the committee.  So you don’t think that all the Board does is create more committees, here’s one that we put to rest this year. 

Professional Liaisons:  There comes a time when it’s appropriate for a committee to be disbanded, and the Executive Board decided this year that Professional Liaisons be retired.  This group was comprised of representatives from other library and serials organizations, primarily to share information that could be of mutual interest.  With listservs, blogs, and other online communication methods, there seemed to be less of a need for a formal group within NASIG.  To all who have served as a liaison to NASIG in the past, and to all the former NASIG liaisons who attended meetings and shared reports with the membership: thank you for your contributions over the years!

Technology Planning:  Step Schmitt did a superb report for the Board’s mid-winter meeting that outlined the state of NASIG’s technology infrastructure.  The key development in this area is the Board’s decision to examine the possibilities for outsourcing many technical functions.  To this end, work on a technology RFP will begin soon, as the first step in our study.  Perhaps the most gratifying accomplishment for all of NASIG this year was that the vast majority of members renewed this year, even though we had raised the dues from $25 to $75.  This speaks volumes to the value of NASIG to its members, and NASIG’s continuing relevance to the serials community.  Thank you all. 

21:suppl (2006:summer) Committee Annual Reports: Archivist

July 2, 2006 at 7:58 pm | Posted in Archivist, Committee Annual Reports | Leave a comment

ARCHIVIST
Marie Seymour-Green, Archivist 

Elizabeth Parang (Board Liaison) 

ACTIVITES SINCE LAST REPORT
See Checklist for Receipt of Archival Materials (below). 

ACTION ITEMS
None 

BUDGET
None

ACKNOWLEDGEMENTS
Thanks to outgoing Secretary Elizabeth Parang for her hard work and for always reminding me when my reports were due! 

STATISTICS
No requests made.

CHECKLIST FOR RECEIPT OF ARCHIVAL MATERIALS

Committee – Description of Material – Date Received or Date Forwarded to Permanent Archive

Secretary – 1/2005 Executive Board meeting agenda & supporting docs. – Received 1/2006

Secretary – 2005 Membership Directory – Received 1/2006

Secretary – 3/2005 Executive Board conference call agenda & supporting docs. – Received 1/2006

Secretary – 5/2005 Executive Board meeting agenda & supporting docs. – Received 1/2006

Secretary – 10/2005 Executive Board meeting agenda & supporting docs – Received 1/2006

Secretary – 2004-2005 Committee Annual Reports:  Treasurer; Archivist; Awards & Recognition; Bylaws; Database & Directory; Electronic Communications; Evaluations & Assessment; Newsletter; Nominations & Elections; Online Registration Team; Mentoring Task Force; Proceedings; Professional Liaisons; Publications; Publicist; Site Selection; 20th Anniversary Task Force; History Task Force; Program Planning – Received 1/2006

Secretary – 2003 & 2004 Evaluation & Assessment Committee Annual Reports – Received 1/2006

Newsletter – NASIG Newsletter, v.20:no.4 (Dec. 2005) – Printed by Archivist when announced on listserv

Newsletter – NASIG Newsletter, v.21:no.1 (Mar. 2006) – Printed by Archivist when announced on listserv

21:suppl (2006:summer) Committee Annual Reports: A&R

July 2, 2006 at 7:30 pm | Posted in Awards & Recognition, Committee Annual Reports | Leave a comment

AWARDS & RECOGNITION COMMITTEE
Jeff Slagell, Jessica Gibson and Sarah Sutton, Co-Chairs 

Committee Members:  Evelyn Brass (University of Houston), Susan Chinoransky (George Washington University), Susan Davis (State University of New York, Buffalo), Fang H. Gao (University of Illinois at Urbana-Champaign), Tony Harvell (University of California, San Diego), Joe Hinger (St. John’s University), Marcella Lesher (St. Mary’s University), Smita Parkhe (Arizona State University), Priscilla Shontz (LISCareer.com), Katy Ginanni (Board Liaison). 

PART I: CONTINUING COMMITTEE ACTIVITIES AND RECOMMENDATIONS 
ELECTRONIC SUBMISSION/DISTRIBUTION OF AWARD APPLICATIONS
The 2006 awards cycle was the third year of electronic submission and distribution of award materials.  All applications and supporting documents were required to be submitted in an electronic format, with the exception of transcript or proof of enrollment in the case of the Fritz Schwartz Serials Education Scholarship.  All awards materials were blinded by the co-chairs before being posted to the committee web page in MS Word.  An identity matrix was again used to match applicants to scores and an Excel spreadsheet was distributed to committee members so that they could record their scores for all awards.  Results were later combined into one workbook and final scores were tabulated. 

Smita Parkhe served as the committee’s Electronic Communications Committee liaison, and posted all of the application materials for review on the committee’s password protected Web site. 

NASIG CHAMPION AWARD
The Board requested that the committee review the procedures for the Champion Award to make it more of a nomination process as opposed to an application process. 

RECOMMENDATIONS
We recommend the continued requirement of electronic submission, use of the identity matrix to track the blinding process, use of the master scoring workbook, and the posting of all material in a Word format on the A&R Web site for committee review. 

We recommend a further review of internal A&R documentation to ensure that all procedures and documents are clear and consistent. In addition, we recommend that all reviewed and revised documentation be organized and posted on the committee’s website. 

We recommend that the NASIG Champion Award procedures be changed to require minimal effort from potential candidates.  Nominees would only have to provide a current CV.  Please see attached sample forms.  

We recommend that the Marcia Tuttle International Grant Award be reviewed and updated in order to attract more applicants. 

PART II: COMPLETED ACTION ITEMS
Committee reviewed a total of 31 applications that were pre-screened for eligibility and blinded by the committee co-chairs. Winners were chosen by each individual member reviewing the electronic documents on the web and scoring the applicants on a standardized Excel worksheet. The worksheet was then submitted to the co-chairs, and scores tabulated.  Winners were approved by the board, notified and registered for the conference, and announced to the membership via NASIG-L and the Newsletter.  2006 was the first year of the Serials Specialist Award.  This award was designed to encourage paraprofessionals working in serials to attend NASIG.  Five applications were received. 

In response to a recommendation from last year, we undertook a comprehensive review of the publicly distributed awards documentation in an effort to create consistency between documents and to clarify wording and requirements.  This included awards announcements, applications, reference questionnaires, and FAQs.  In addition, the requirement for transcripts or proof of enrollment was strengthened for Fritz Schwartz Serials Education Scholarship applicants. 

The committee asked the Board for an increase in the amount of the Fritz Schwartz Serials Education Scholarship to $3000, and that request was approved. 

The library school contact list was updated and posted to the internal committee web page. 

Recommendations for continued service on the committee and co-chairs for 2006/07 were made to the president-elect. 

PART III: 2006 AWARDS
Co-chair Slagell received and compiled the ratings for the Student Grant. Co-chair Gibson received and compiled the ratings for the Fritz Schwartz Scholarship and the Serials Specialist Award.  Co-chair Sutton received and compiled the ratings for the Horizon Award and the Tuttle Award. Winners were approved by the board, notified and registered for the conference, and announced to the membership via NASIG-L and the Newsletter. 

NASIG CONFERENCE STUDENT GRANT
Number of applications – 16
Winners’ names and Library School affiliations:

·         Gregory Schmidt, University of Alabama
·         Sarah Morris, University of Illinois at Urbana-Champaign
·         Lisa Harrington, Simmons College
·         Laura Baker, Simmons College 

MEXICO STUDENT CONFERENCE GRANT
Award winner’s name and affiliation:
·         Martha Alejandra Alatorre Betancourt, Universidad Autonoma De San Luis Potosi Escuela De Bibliotecologia e Informacion 

FRITZ SCHWARTZ SERIALS EDUCATION SCHOLARSHIP
Number of applications – 3
Award winner’s name and affiliation:
·         Claire Rasmussen, University of Wisconsin at Madison 

HORIZON AWARD
Number of applications – 7
Award winner’s name and affiliation:
·         Jennifer Arnold, Central Piedmont Community College 

SERIALS SPECIALIST AWARD
Number of applications – 5
Award winner’s name and affiliation:
·         Wendy Lichte, Arizona State University 

MARCIA TUTTLE INTERNATIONAL GRANT AWARD
No applications were received. 

ACKNOWLEDGEMENTS
The Co-Chairs of the Awards & Recognition Committee would like to thank those members cycling off the committee this year and welcome the new members of the 2006/07 committee.

21:suppl (2006:summer) Committee Annual Reports: Bylaws

July 2, 2006 at 7:16 pm | Posted in Bylaws, Committee Annual Reports | Leave a comment

BYLAWS
Adolfo R. Tarango, Chair 

Committee Members: Janet Arcand (Iowa State University), David M. Bynog (Rice University), Konstantin Gurevich (University of Rochester), Bob Persing (University of Pennsylvania), Alison Roth (Swets Information Services), Sandhya Devi Srivastava (Hofstra University), Veronica Walker (North Carolina State University), Kimberly A. Maxwell (Board Liaison). 

I am pleased to submit the annual report of the Bylaws Committee for 2005/2006. 

REPORT OF MEETINGS
The Committee held its annual meeting at the NASIG annual conference in
Minneapolis, MN, on May 21, 2005, at 7:30 am. David Bynog volunteered to be the Committee’s web liaison. The Committee reviewed its past year’s work, its charge, annual report, and committee guidelines. 

During this report period, the Committee received no questions/proposals. 

In other business, the Executive Board requested the Committee to systematically review the bylaws to identify language in the bylaws tied to past practices or necessities that may no longer be relevant or will probably become irrelevant. The Committee is in the process of identifying such occurrences and will begin a review of those identified to date at its meeting at the NASIG Denver conference. 

As a concluding note, I express my sincere thanks to the committee members and to Kim Maxwell, our Board Liaison, for their willingness to serve on this committee.

BYLAWS COMMITTEE STATISTICS

  • Number of questions/proposals received: 0
  • Number of questions/proposals in progress: 0
  • Number of Bylaws Committee proposals submitted to NASIG membership: 0

21:suppl (2006:summer) Committee Annual Reports: CEC

July 2, 2006 at 7:10 pm | Posted in Committee Annual Reports, Continuing Education | Leave a comment

CONTINUING EDUCATION COMMITTEE
Bob Alan and Nathan Rupp, Co-Chairs 

Committee Members:  Rick Anderson (University of Nevada, Reno), Linda Blake (West Virginia University), Cris Ferguson (Furman University), Tim Hagan (Northwestern University), Lei Jin (Ryerson University), Kay Johnson (University of Tennessee, Knoxville), Betty Landesman (National Institutes of Health Library), Sheila Moran (Massachusetts General Hospital), Keiko Okuhara (University of Hawaii), Sara Ranger (University of Houston), Rocki Strader (Ohio State University Libraries), Sarah Tusa (Lamar University), Elizabeth Urbanik (Radford University), Paoshan Yue (University of Nevada, Reno), Jill Emery (Board Liaison).

Incoming Committee Members for 2006/2007: Betty Landesman and Paoshan Yue, Co-Chairs.Committee Members and Board Liaison:  TBA 

CEC EVENTS AND PROJECTS SUCCESSFULLY SPONSORED AND COMPLETED, JUNE 2005-APRIL 2006 

JULY 2005 
“The E-files: Investigating E-journal Tools and Trends,” Mississippi State University ($1000) 

MARCH 2006 
SCCTP Integrating Resources Cataloging Workshop, University of Hawaii, Honolulu, HI ($1250)
North Carolina Serials Conference, Chapel Hill, NC ($750) 

FORTHCOMING EVENTS 

MAY 2006 
SCCTP Distance Education Train-the-Trainers, coordinated by Les Hawkins (CONSER), TBA ($750) 

SUMMER  2006 
E-journal/E-resources workshop in Starkville, MS, led by Patrick Carr and coordinated by Cris Ferguson ($1,000) 

BUDGET ALLOCATIONS, LACKING FIRM DATES OR COMMITMENTS 

SCCTP Serials Holdings Workshop, Missouri, coordinated by Kyle Winward  ($750) 

EVENTS CANCELLED: FUNDS REALLOCATED 

E-resources workshop formerly co-sponsored by PALINET ($750) – funding available for reallocation (4/24/06)
Latin America outreach ($750) – funding available for reallocation (4/24/06)Distance education development ($750) – funding available for reallocation (4/24/06) 

SUMMARY AND CONCLUSIONS
The Continuing Education Committee (CEC) continued to support a variety of serial-related programming last year.  In addition to proposals supported, two program proposals were forwarded to the Program Planning Committee resulting in development of pre-conferences for the 2006 Annual Conference.  There is a need next year for the Committee to review pre-conferences and conference programs to determine what programs, if any, should be repackaged as continuing education programs.   

Next year it is recommended that the NASIG logo be included in sponsored programs websites.  This is in addition to distribution of the NASIG brochures and the displaying of the NASIG banner.    

The Committee delayed further development of income-generating distance education models.  A fundamental question for the Board concerned who would incur the start-up costs if distance education programs were developed within NASIG.  An alternative approach for the Committee may be to provide added value to NASIG membership by offering discounts or scholarships for participation in serial related distance education programming to members or potential members.  

We want to take this opportunity to thank the 2005/6 NASIG Board and the Continuing Education Committee membership for its support last year.  It has been a pleasure serving NASIG as committee chairs.  

21:suppl (2006:summer) Committee Annual Reports: D&D

July 2, 2006 at 6:59 pm | Posted in Committee Annual Reports, Database & Directory | Leave a comment

DATABASE & DIRECTORY COMMITTEE
Jo McClamroch, Chair 

Committee Members:  Heather Cannon, Julie Kane, Daisy Cheng, Smita Joshipura, Buddy Pennington, Michele Seikel, Mircea Stefancu, Marty Gordon, Ann Ercelawn, Janet Chisman, Lisa Blackwell, Mary Page, Board Liaison. 

Members rotating off the Committee after the 2006 Annual Conference: Daisy Cheng, Smita Joshipura, Michele Seikel [?] 

Incoming Chair/Co-Chair for May 2006: Buddy Pennington, Lisa Blackwell
New Committee Members:  TBA

ACTIVITIES

The usual activities were accomplished and were, by and large, accomplished on schedule:

  • Membership renewal notices printed and mailed in October 2005
  • Renewals and new memberships processed by December 1, 2005 were eligible for ballots
  • Mailing lists for ballots were prepared for the N&E Committee in January 2006
  • Mailing lists for conference postcards for the PCC were discussed in February 2006
  • Renewals and new memberships processed regularly throughout the year
  • New members announced monthly on NASIG-L
  • There was a great working relationship between D&D and Treasurer Robischon
  • Regular updates sent to Newsletter for member title changes and position changes
  • Regular updates sent to ECC for email changes for NASIG-L

Special activities/projects included:

  • D&D prepared a retrospective compilation of members who had joined January – August 2005 who were then added to NASIG-L by ECC
  • A monthly schedule was developed to create a report of new members for posting to NASIG-L. This task rotated between two D&D members
  • Lots of consultation about purging membership database after May 2006 conference
  • Provided statistical and other data to the new Membership Committee
  • Consulted with PCC re mailings of postcards for the annual conference

NEW AND RENEWING MEMBERSHIPS

  • For the 2006 membership year, there were 874 renewing members and 164 new members for a total active membership of 1,038.
  • Reporting anecdotally, D&D received around 20 or so print renewal forms with notes from members that the increase in membership dues caused them not to renew

MEMBERSHIP PROFILE

Active Membership by Organization Type
April 28, 2006

Type

Number %
A – University Library 574 54.10%
B – College Library 81 7.63%
C – Community College Library 9 0.85%
D – Medical Library 44 4.15%
E – Law Library 39 3.68%
F – Public Library 31 2.92%
G – Government, National, or State Library 47 4.43%
H – Corporate or Special Library 40 3.77%
I – Subscription Vendor or Agency 58 5.47%
J – Book Vendor 5 0.47%
K – Publisher 32 3.02%
L – Back Issues Dealer 2 0.19%
M – Binder 3 0.28%
N – Automated Systems Vendor 5 0.47%
O – Library Network, Consortium, or Utility 9 0.85%
P – Professional Association 3 0.28%
Q – Database Producer 6 0.57%
R – Student 32 3.02%
S – Retired 8 0.75%
T – Other 33 3.11%
TOTAL 1061 100.00%

Please note that there is a difference of 23 between the stats for active members (1038) and stats for membership by type (1061).  The techno experts on D&D (Pennington and Blackwell) suspect it is some kind of coding error which we will eventually reconcile. 

The newly created Membership Committee had a few requests for statistical data.  Numeric data was easily compiled. That Committee also was looking for data about position titles which was not easily obtained.

EXPENSES
D&D Committee’s only expenses were for sending out the paper membership renewal form in October 2005.

PRINT DIRECTORY
At our 2004 Committee meeting at the Annual Conference in Milwaukee, it was the unanimous recommendation of the D&D Committee that the print Directory be discontinued.  The Board voted on our recommendation and the print Directory was officially discontinued in 2004/2005.  This category should be removed from future Annual Reports.

OTHER ISSUES
This was truly a transition year for D&D.  Ten new members came on to the Committee in May 2005 to join two returning members and the returning Chair.  Each member willingly jumped right into doing our work.  There was a shakedown training period in the fall of 2005 while everyone was getting familiar with the online membership database.  Members provided constant feedback and questions and our overall processes were improved as a result.  I will prepare a separate report addressed specifically to the incoming Chair and Co-Chair which will outline specific recommendations for the 2006-2007 committee. 

For consideration at the Board level, here are some policy issues that were discussed by D&D

  • The NASIG membership is ten times the size now as it was in its founding.  In general, D&D members believe that all processes and procedures need examination and evaluation in light of that growth.  For example,
    • What is the purpose of announcing all new NASIG members to NASIG-L?  It requires much choreography within and between committees and we ask the Board to reconsider its usefulness.
    • What is the purpose of continuing to prepare and mail paper renewal forms when we are moving to an online-only process for conference registration?
    • Why do both the ECC and D&D send “welcome to NASIG” messages to new members?
    • How do we address the issue of former dues-paying members who have not have been removed from the Membership Directory?   Is it truly a big issue?
    • Is it necessary or valuable to list all title and position changes in the Newsletter?
  • What is the proper role of the Chair of D&D in 2006 and beyond? 

With the launch of the online membership database, the Chair no longer has to do all the data entry.  Even at that, I spent a minimum of eight to ten hours per week on D&D business – training D&D members and answering their questions about data entry in the membership database; problem-solving Directory errors; answering routine queries about how to connect to members-only area of NASIGWeb, and the like.   

My personal observation is that NASIG is no longer a mom-and-pop operation and internal organizational and procedural changes may be in order.  As Chair of D&D, I ask that the Board consider funding temporary clerical assistance for D&D, for the Treasurer, and perhaps for other Committees as well. While we are all eager volunteers, we also have full time professional careers. 

I would like to thank the NASIG Board of Directors for giving me the opportunity to serve as Chair of the Database & Directory Committee for 2005-2006.  I know the Board joins me in applauding the tireless efforts of each member of the D&D Committee over the past year.

21:suppl (2006:summer) Committee Annual Reports: ECC

July 2, 2006 at 6:14 pm | Posted in Committee Annual Reports, Electronic Communications | Leave a comment

ELECTRONIC COMMUNICATIONS COMMITTEE
Anna Creech and Emily McElroy, Co-Chairs

Committee Members:  Dalene Hawthorne (Emporia State University), Kitti Canepi (Southern Illinois University), Jim Viskochil (Mount Sinai Medical Library) resigned in January 2006, Abigail Bordeaux (Binghamton University), Jennifer Duncan (Utah State University), Eric Elmore (Sam Houston State University), Jennifer Lang (Princeton University), Jia Mia (College of New Jersey), Ruth Richardson Scales (Guilford College) resigned in February 2006, Laura Sheble (Wayne State University) resigned in July 2005, Shannon Shi (University of North Carolina, Charlotte), William Walsh (Georgia State University), Margaret Willingham (EBSCO), Mary Page (Board Liaison), Stephanie Schmitt (Consultant).

ECC was sad to hear the news of Ruth Richardson Scales’s death.  Ruth had been an active participant of ECC for several terms. 

CONTINUING/NEW ACTIVITIES

WEBSITE

  • Jennifer Lang continues to maintain the online photo album.  Jennifer Duncan and Abigail Bordeaux are working on the transition to the new Jobs section.  Anna Creech has updated the web pages regularly and has been involved in supporting several projects from other projects.
  • Abigail Bordeaux coordinated with Bee.net and Anna Creech to set up an instance of WordPress to be used to replace the previously hand-coded Jobs pages.  The WordPress program makes it easier to create and organize categories of job types, as well as automatically generating an RSS feed to make keeping up to date with new posts much easier.  http://jobs.nasig.org/ will go live in May 2006.  This provided a template for the Anna and Bee.net to set up another instance of WordPress to be used for the conference blog.  http://blog.nasig.net/ is live and ready to be used.
  • Anna has used a Blogger blog to update the News section of the website.  She also set up a Blogger blog for the NASIG President to use while at UKSG.  Both of these are hosted on the nasig.org website, but the editing interface is done through Blogger.  Since they are relatively small projects, it made more sense to go that route rather than set up more instances of WordPress, which is really far more robust than what is needed.
  • In addition, per the request of PPC, Anna has used an RSS feed generator called ListGarden to post NASIG Publicist approved items about the upcoming conference.  The feed has been publicized by posting an RSS button on the main conference page and making the feed discoverable by RSS enabled web browsers.

LISTS

  • Emily McElroy, Dalene Hawthorne and Kitti Canepi add new NASIG members to NASIG-L, and moderate all NASIG-L messages.  The list managers also handle any inquiries from NASIG members and resolve bounces from committee lists.  Emily McElroy and now Dalene Hawthorne create new committee lists, update committee list membership, and update forwarding email addresses.
  • In June 2005, Emily McElroy updated all committee list archives to the present year.  This is now an annual process once the new committee lists have been created.  All archive passwords were updated.  This will also become an annual process continued by Dalene Hawthorne.
  • In April 2006, Mary Page gave permission to Emily McElroy to remove inactive members for 2004 and 2005 from NASIG-L.  D&D should begin sending any reactivated members to Dalene Hawthorne.
  • Additional monitoring of bounced messages was undertaken.  Efforts were made to contact individuals and to resolve any problems before removal from NASIG-L.  Many of these problem bounces were inactive members of NASIG-L.  ECC will continue monitoring bounced messages and report unusual problems to individuals and attempt to contact them before removing them from NASIG-L if the problems persist more than a month.

COMPLETED ACTIVITIES
Many completed activities are now ongoing and included in the above section.

ACTIVITIES THAT SUPPORT THE NASIG STRATEGIC PLAN
Stimulate diverse communication channels:

  • Blogs have been created to provide jobs information, the NASIG president to report from UKSG, and to update the News section on the website.  Most importantly, a blog was created for the 2006 Conference.
  • RSS feed generator was installed on the conference website

Define options for using technology and employing support necessary to avoid volunteer burnout:

  • Additional list managers were added.  A rotating schedule of a primary list manager with appropriate back-up support was added.  ECC still finds that moderating the lists requires a commitment to monitor email on weekends and evenings.  ECC asks for consideration in any time sensitive emails that need to be sent outside regular work hours.

STATISTICAL INFORMATION
Website: None of the web statistics are available for 05/06, but Anna will be working with Bee.net to retrieve them soon and posting them on the website for the membership to view.  In addition, we are keeping track of the conference blog use.

Lists: 41 committee lists: 32 active and 3 new lists.
987 current subscribers to NASIG-L
37 active forwarding addresses

ACTION(S) REQUIRED BY BOARD

BOARD ACTION REQUESTED
The Board and the technology planning folks should reconsider if a FrontPage website is still viable.  The current webspinner does not use FrontPage, and several web persons for the committees do not use it either.  Without some sort of imposed standardization across all sections of the website, there is no longer a need for a common web page creation program.   Moving to a UNIX server instead of a Windows server would also fix some of the problems encountered with FTP and password protected directories.  In addition, a site-wide clean-up of old files and restructuring is greatly needed.

BOARD ACTION REQUESTED
The brochures have been updated to reflect the change in membership dues.  However, the text in the English, Spanish, and French brochures needs to be revamped.  ECC and the Translators Resource Team are waiting on the new text from whomever has been charged with writing it.

BOARD ACTION REQUESTED
ECC is awaiting direction from the board on updating the annual calendar to reflect the change from June to May conferences.

21:suppl (2006:summer) Committee Annual Reports: Newsletter

July 2, 2006 at 5:53 pm | Posted in Committee Annual Reports, Newsletter | Leave a comment

NEWSLETTER  COMMITEE
Char Simser, Editor-in-Chief

Board Members: Kathy Kobyljanec  (Copy Editor, John Carroll University); Sharon Heminger (Columns Editor, JSTOR); Susan Andrews  (Columns Editor, Texas A&M); Maggie Rioux (Profiles Editor, MBLWHOI); Beth Bernhardt (Submissions Editor, University of North Carolina-Greensboro); James Michael (PDF Editor, University of South Florida); Lillian DeBlois (Conference/Calendar Editor, Arizona Health Sciences Library); Mykie Howard (HTML Editor (thru Dec. 2005), National Library of Medicine), Joyce Tenney (Board Liaison)

PERSONNEL CHANGES
Mykie Howard stepped down as HTML editor in December.
James Michael, PDF editor, will step down from his position in May.
Beth Bernhardt, submissions editor, will step down from her position in May.

NEW STAFF/POSITION CHANGES FOR 2006/2007
Sharon Heminger, columns editor, will assume responsibilities as PDF editor.
Naomi Kietzke Young, University of Florida, has been appointed as submissions editor.
Kathryn Wesley, Clemson University, has been named editor-in-chief effective post-annual conference.

PRODUCTION SCHEDULE
Five issues were planned for publication 2005/06 to accommodate the earlier conference schedules in 2005 and 2006: July (a special ‘business’ issue), September, December, March, and May.  (The May issue is on target for a May 1 publication date as of this writing.) In the past, NASIG committees provided their annual reports for publication in a June issue. The 2005 mid-May conference provided the opportunity to rethink the annual contents cycle so last year’s June issue was pushed up to May. The special summer issue included committee annual reports and wrapped up their business for 2004/2005 in a timely manner.  

Publication of the September and December issues were within the month of issue, but there were delays with both the HTML and PDF versions.  March and May issues were published close to the first of the month while we were in training mode with the new editor-in-chief and PDF editor.  Communication was certainly stepped up during that time! Kudos to everyone involved! 

REVIEW OF ACTION ITEMS FROM BOARD MEETINGS
Serve on the Newsletter editor-in-chief search committee.

  • COMPLETED.  Kathryn Wesley appointed.

Discuss the need for an HTML version: should the Newsletter go blog-style? Based on board discussion, determine needs for HTML position description.

  • Per discussion at the January board meeting, I provided incoming editor-in-chief Wesley with information concerning implementing a blog format for the HTML version of the Newsletter.  Wesley was interested in pursuing this format, therefore no recruitment for an HTML editor has taken place.

 Recruit a new submissions editor.

  • Wesley and I reviewed applications in late February/early March.  Naomi Kietzke Young will assume her responsibilities as submissions editor at the end of the 2006 conference.

2005/2006 GOALS REVIEW

  • Complete the Newsletter manual
    o        A number of updates were made to the style guides to reflect changes.  Training with Wesley, Kobyljanec and DeBlois provided the opportunity to do a close review of many sections of the manual.
    o        Three sections of the manual (copy editing, PDF & professional liaisons processes) remain in draft form.   One section (professional liaisons process) is on hold while the Board determines the mission/purpose of that group.
    o        The HTML section has not been updated to reflect the current template use because Wesley will investigate using a blog format, which will require major changes to the HTML process section of the manual.
  • Review position descriptions.
    o        COMPLETED.  All positions reviewed and updated where applicable.
  • Train new conference/calendar editor.
    o        COMPLETED. 
  • Provide training and instruction for new copy editor.
    o        COMPLETED.
  • Work with incoming EiC.
    o        ONGOING.  Wesley started training by helping with review of the HTML and PDF versions for the March and May issues.  

CONCLUSION
It has been my pleasure to be a member of the Newsletter Editorial Board since late 1998 and serve as its editor-in-chief since mid-2002.  I never imagined I would have such an opportunity.  My thanks go out to those who gave me that chance and who have been very supportive of my activities: to Steve Savage, who first asked me to be the HTML editor; to Steve and former NASIG President Maggie Rioux, who offered me the editor-in-chief job.  Thank you to my board liaisons Eleanor Cook, Anne McKee and Joyce Tenney.  To current and past members of the editorial board:  thank you for giving me the chance to get to know you – mostly via email – I appreciate your efforts to provide timely communication and get reports turned in on time.  Big thanks to those who have served as the PDF and HTML editors and have had to endure my constant nit-picking on style and format issues, implementation of templates that caused some technology hang ups, and multiple changes to the look of the Newsletter.   

I will miss my work with the Newsletter.  It has provided me an opportunity to see the inner workings of the Board and NASIG; to understand the frustrations and the joys of an all-volunteer organization, especially one that essentially works in a virtual environment; and to see the true spirit of volunteerism at work.   

I’ve had the opportunity to work with incoming editor-in-chief Kathryn since late February so I know that I leave the Newsletter in excellent hands.

21:suppl (2006:summer) Committee Annual Reports: N&E

July 1, 2006 at 6:25 pm | Posted in Committee Annual Reports, Nominations & Elections | Leave a comment

NOMINATIONS & ELECTIONS COMMITTEE
Anne E. McKee, Chair 

Committee Members: Carol Ann Borchert (University of South Florida, Tampa), David Burke (Villanova University), Karen Jander (University of Wisconsin-Milwaukee), Susan Markley (Villanova University), Virginia A. Rumph (Butler University), Gracemary Smulewitz (Rutgers University), Martha Spring (Loyola University, Chicago), Susan Williams (University of Colorado, Boulder), Steve Savage (Board Liaison and Past President). 

NOMINATIONS AND CANDIDATE SELECTION 

1) Calls for nominations were made in 2 separate modes. The first call was the paper nomination form that was stuffed into each May 2005 conference packet.  Due to the change-over of chairs for the committee, President Mary Page issued 2 separate calls for nominations over NASIG-L in late October and early November 2005.   A call for nominations was not published in the NASIG Newsletter (as is customary) since the Newsletter’s fall deadline occurred amidst the change-over in chairs. 

2) 71 individuals were nominated by the new November 14, 2005 deadline (171 in total as many people received more than one nomination, some had several). Two were eliminated as ineligible (1 was already on the board and ineligible to be nominated for the same position and the other was not a NASIG member). The total number of nominations received was 23% higher than last year (2004-2005:139 total) but the number of individuals nominated was 7.8% lower (2004-2005:77). Numbers of nominations per office were:  

Vice President/President-Elect, 19
Secretary, 19
Member at Large, 53 

3. As the committee calendar was shortened (due to the chair change-over) each committee member (including the chair, who does not ordinarily contact nominees) contacted at least 6 people. Some committee members contacted a few more due to the committee members’ work commitments at that point in time. The breakdown on who submitted forms is as follows: 

Vice President/President-Elect, 4
Secretary, 3
Member at Large, 26 

4. Because of the relatively small number of nominees who agreed to be considered for office, all committee members read and evaluated all nominee profile forms. Based on the initial evaluation, the committee identified the strongest contenders for each office and contacted their NASIG references. Each committee member contacted references with a standard list of questions for each office. As the chair also contacted some references, one other committee member also read the references to ensure impartiality. 

5. The final slate was determined by the committee and sent to the President on January 13, 2006.  Please note that the President and Executive Board are always informed strictly as a courtesy. The President and/or Executive Board simply accept the slate as developed by the N&E Committee. There is no vote on “acceptance” from the Board.  

The NASIG membership was notified of the official slate by an email to NASIG-L on January 15, 2006 by Chair Anne McKee.  

Vice President/President-Elect: Christie Degner, Char Simser
Secretary: Kay Johnson, Joyce Tenney
Member at Large: June Garner, Sarah George, Emily McElroy, Meg Mering, Alison Roth, and Bob Schatz 

6. The Chair contacted all slated nominees by phone and unslated nominees via letter by December 29, 2005. 

7. The call for petition candidates went out on January 18, 2006, over NASIG-L.  Each potential petition candidate had to have 10 NASIG members “in good standing” (as of January 5, 2006) support his/her petition. The petition and nominee profile form had to be returned by January 25, 2006, 5:00 pm, Central time. Three petition candidates had the requisite number of current NASIG members supporting them to enter the ballot. However, it was determined that one of the petition candidates was not a current 2006 member. Therefore, two petition candidates could be voted upon. These petition candidates were:  

Vice President/President-Elect: Jill Emery
Member at Large: Rick Anderson  

BALLOTING

1.  The ballots were mailed on February 4 with a postmark deadline of March 4, 2006.  Ballots were mailed to members active as of January 30, 2006.  A total of 405 ballots were returned by the March 4 postmark deadline.  Seven ballots postmarked after March 4 were received

2. The Chair counted the 405 ballots and then Carol Ann Borchert, a member of the N&E Committee, verified the count.  There were no write-in candidates for any of the elected positions. 

3. The Chair notified the President of the election results by March 27.  The Chair then contacted all nominees by March 29.  The N&E Chair notified the NASIG membership over NASIG-L on March 29, 2006.  The results were posted on NASIGWeb and announced to other listservs the following week.  The results were also published in the NASIG May 2006 Newsletter. 

ELECTION RESULTS

Vice President/President-Elect: Char Simser
Secretary:  Joyce Tenney
Member at Large: Alison Roth, Bob Schatz, and Rick Anderson 

The N&E Committee would like to stress that with the 2006/2007 Executive Board, we have one of the most diverse Boards since the earliest days of NASIG. The Board will include 1 publisher, 2 subscription agents, 1 book vendor and 7 librarians.  This truly does represent all segments of the NASIG membership. 

RECOMMENDATIONS 

Due to the unforeseen circumstances which resulted in removal of one chair and the appointment of another chair, the committee had to literally compress their usual 9 month working calendar down into a very JAM PACKED 4 months. This created a very high stress level and even more condensed actual working days. While this was not the timeline the committee had envisioned when they were asked to serve, the committee worked together as a team and performed admirably and, frankly, above and beyond the call of service.  The Committee would like to make the following recommendations: 

  • Electronic voting MUST be implemented immediately. If the N&E Committee had been able to count on electronic voting, much of the stress level and intense periods of work could have been alleviated. Benefits to electronic voting are (but certainly not limited to) the following:
    • The ballot could be created extremely quickly-rather than the weeks it takes to order the letterhead/envelopes from the printer, wait for delivery, copying of all material, folding, stuffing and mailing.
    • Mail expenses AND delivery time would be instantly negated
    • The chair discovered that much has changed in printers agreeing to copy, fold and stuff the ballots.  Every printer the chair contacted stated that this is now the type of labor they would now outsource to other countries (such as Mexico, India and
      Ireland.)  The chair could not identify one printer in the 5th largest city in the
      U.S. who was willing to do this work locally in the timeline required by the Bylaws.
    • Errors like printer’s mistakes, ballots that didn’t have the “official” envelope, packets that didn’t include the “official” ballot etc (all problems that occurred this year) would be negated as well.
    • Any question on voting irregularities (while never happening in the past) could be instantly confirmed or denied.
    • There are many turnkey solutions in the marketplace. This would not need to be a NASIG- generated new project
    • Voting percentages would increase as it would be much easier to do from either each member’s work or home. I’ve been told by members that the time it takes to manually fill out the form, send it in the correct envelope and then remember to stamp it (with their own stamp) is too time-consuming and difficult. Indeed, ALA realized a sharp increase of voting when they went to all electronic voting.
  • IF paper balloting will remain, then a procedure must be implemented to insure that each member only votes once.  The committee recommends adding the member’s unique identifier to each official ballot return envelope. Thus, the ballot counters could check off each identification number as the envelope is opened. The verification lists would not have to be identified by member’s names-but just have the members numbers in numerical order
  • On the ballot, it would be more informative to state that it is permissible to vote for less than the number required in each office.  The chair had to field at least 3 separate questions from members who wanted assurance that the ballot did not have to be completely filled in (1 vote for VP, 1 for Secretary, 3 for MALS) for the ballot to be “verified.”  Perhaps adding wording such as: “can vote up to 3 people” etc.
  • The committee recommends eliminating any specific date references in the Bylaws. For instance, in the petition candidates’ section of the Bylaws, it states that the petition candidates must have all paperwork in by February 1.  Wording could be changed to something like “Petition candidates must have all paperwork in 10 working days prior to the mailing of ballots” etc.

CLOSING

The chair would like to sincerely and enthusiastically thank each member of the 2005/2006 N&E Committee for his or her dedication, perseverance and teamwork in accomplishing a 9-month calendar of work in only 4 months.  One of the committee members said it best, “We’ve always had the best interests of NASIG uppermost in our thoughts and actions.”  It was truly an honor and a privilege to have worked with this committee.  

Additionally, The chair and committee could not have accomplished their work without the able assistance of Kathryn Wesley. Ms. Wesley, the 2004/2005 chair of N&E was invaluable in her assistance to the chair of sending all the different forms, ballot format suggestions etc. This created much less work for the current chair. Kathryn was also an excellent brain to “pick” and could help alleviate confusion in different steps in the process. Kathryn also readily agreed to just accept all the ballots (never opening them but just sending them in batches); when the printer made the mistake of putting last year’s address on the return-ballot envelope. The election would have probably failed to meet the Bylaws-specific date requirements without Kathryn’s willingness to step in and be the official “mail collector.” 

Finally, the chair and committee would like to sincerely thank and applaud Steve Savage, Board Liaison. He was our consoler, cheerleader, positive thinker, and the largest shoulders we could have had to lean on. We appreciate and thank him profusely.

Next Page »

Create a free website or blog at WordPress.com.
Entries and comments feeds.