The Art Libraries Society of North America, Texas-Mexico Chapter’s Annual Business Meeting 2007 was held at the Warwick Melrose Hotel, San Antonio, Texas at 8:30 A.M., October 28, 2007. The meeting was called to order by President Selene Hinojosa.
President Hinojosa called for approval of the 2006 minutes. Jon Evans asked that the minutes specify that the Website referred to in Section Three is the 2005 ARLIS/NA Annual Conference website. Laura Schwartz moved to that the minutes be approved with that addition. Mark Pompelia seconded. The minutes were then unanimously approved.
At President Hinojosa’s request, those present introduced themselves. Craig Bunch (Coldspring-Oakhurst CISD), Kate Clark, Gwen Dixie (Dallas Public Library), Carla Ellard (Texas State University), Catherine Essinger (University of Houston), Jon Evans (Museum of Fine Arts, Houston), Selene Hinojosa (Texas State University), Karen Holt (University of Texas at Austin), Edward Lukasek (Museum of Fine Arts, Houston), Katie Pierce (University of Texas at Austin), Mark Pompelia (Rice University), Elizabeth Schaub (University of Texas at Austin), Laura Schwartz (University of Texas at Austin), Chia-Chun Shih (Kimbell Art Museum), and Karen Sigler (Texas State University) were in attendance.
President Hinojosa thanked the chapter officers for their support, as well as Gwen Dixie and Margaret Culbertson for arranging activities in Dallas and Waxahachie. She asked Vice President Pompelia to summarize details the chapter gathering at the ARLIS/NA Annual Conference in Atlanta. He reported that attendees elected to keep the Annual Chapter Meeting in Dallas, but not arrange activities in Fort Worth, as originally planned.
President Hinojosa reported that she applied to the Society for special project funding to aid chapter members’ anticipated travel to the Guadalajara Book Fair in 2008. The funding was not awarded, as these grants cannot fund travel expenses. She asked members to consider what projects might be funded by Society grants in the coming year and contact her with possible endeavors.
She also reported that she updated the Chapter’s mission statement and asked for discussion later in the meeting. She asked that any feedback regarding the mission statement be directed to her or Secretary Essinger.
She concluded that the 2007 Chapter Meeting had been a great success and she enjoyed the activities arranged by Margaret Culbertson and Gwen Dixie.
Secretary Essinger thanked members for the approval of the 2006 minutes. She reported that Treasurer Bunch was updating the membership role following the meeting, which she would maintain and submit to the chapter.
Treasurer Bunch reported that the Chapter’s current financial balance was in flux, as meeting expenses were still being paid. The bank balance was $1843.46, as the meeting commenced. Members discussed appropriate funding for the Lois Swan Jones Award. Laura Schwartz moved that one $500 award be given during the fiscal year. Treasurer Bunch seconded. The motion passed unanimously.
Vice President Pompelia, who also serves as the Webmaster and Medium editor, reported that he will post instructions on updating one’s directory information to the chapter listserv. Members also discussed formatting problems related to the website’s cascading style sheets. Although there appeared to be no simple solution, it was suggested that members try a variety of browser clients to alleviate the problem until it can be solved.
Vice President Pompelia thanked the previous year’s content editors. He announced that Secretary Essinger will take over the Architecture Column, as the previous editor has left the chapter.
He led a discussion concerning the online packaging of content, which he feels could be more dynamic. He suggested employing RSS feeds and the creation of dynamic sections.
Laura Schwartz updated members on the migration of data to the new Medium. She suggested that the Chapter not focus on migrating existing electronic issues to a new content management system, but concentrate on moving older, paper issues online. Vice President Pompelia proposed the creation of a subcommittee to examine these issues. Laura Schwartz seconded. Members resolved the creation of a Web Issues Subcommittee. Vice President Pompelia and Laura Schwartz volunteered to serve.
Representative Schaub reported on several changes to the Society governance. At mid-year, the Society approved a proposal that Round Tables be abandoned in favor of a more flexible system of internal governance. Regional representation will not be based on geography, but on functional needs. Representative Schaub will continue to act as a liaison to chapters, but is now also assigned to a group focused on education. Cate Cooney will serve as the chapter coordinator. These changes will affect Society bylaws, which will require chapter votes for approval.
She also reported that Society dues shall be raised for the first time in ten years and a taskforce to revise the nomination process has been appointed.
Vice President Pompelia reported on behalf of Chair Beth Dodd, who was unable to attend the meeting. A $500 award was given to Beverly Mitchell, Fine Arts Librarian, Jake and Nancy Hamon Arts Library, Southern Methodist University, as well as Kathryn Pierce, Graduate Student, School of Information, University of Texas at Austin. Both recipients reported on their conference activities in the Summer 2007 issue of The Medium. Committee members offered the following recommendations:
• Add links to the membership pages for both ARLIS/NA and the Texas-Mexico Chapter in the Eligibility section on the Lois Swan Jones Website. This will both clarify requirements and enable membership in both groups.
• Solicit awardees to volunteer for service on the Lois Swan Jones Award Committee if they continue membership with the ARLIS/Texas-Mexico Chapter.
• Add the guidelines, planning calendar, and ranking tool to the Web administrative page.
Kathryn Pierce volunteered to serve on the 2007-2008 committee, after President Hinojosa issued a call. Vice President Pompelia moved that the Committee Chair issue a public call for volunteers over the website. Secretary Essinger seconded the motion, which passed unanimously.
After President Hinojosa explained the terms of appointment, Past President and South Regional Representative Schaub nominated Carla Ellard, Wittliff Gallery, Texas State University to serve as the Vice President/President-Elect in 2008. After a call yielded no additional nominations, Representative Schaub moved that Carla Ellard be elected. President Hinojosa called for a vote and Ms. Ellard was unanimously elected.
Vice President Pompelia explained that the chapter used an independent third party broker, Helms Briscoe, to make hotel arrangements. As attendance was low in 2007, the chapter now owes Helms Briscoe for lost revenue. Vice President Pompelia was able to arrange a compromise with the broker and the hotel. The hotel will forgive the lost revenue for fifteen rooms at the Chapter meeting, but will recoup its losses in Spring 2008 when those rooms are booked by members attending the College Art Association meeting. In the event that members do not book all fifteen rooms, any rooms taken will reduce the penalty owed. The Chapter will pay the difference. Members debated the wisdom of using a third party broker for future meetings and agreed they are unlikely to do so in the near future.
Treasurer Bunch reported that the Chapter possesses sufficient funds to donate $300 to the 2008 Welcome Party. Jon Evans explained the importance of providing this funding. Laura Schwartz moved that the Chapter donate $300. Gwen Dixie seconded. The motion passed unanimously.
President Hinojosa recommended that the 2008 Chapter Meeting be held in conjunction with the Guadalajara International Book Fair. The international travel costs may be mitigated by American Library Association grants to ALA members who may purchase library materials. President Hinojosa proposed that she begin the planning process in November 2007, when she attends the 2007 International Book Fair. Members discussed logistics and outreach opportunities with librarians in Mexico.
Secretary Essinger motioned that the 2008 ARLIS/Texas-Mexico Chapter Meeting be held in Guadalajara during the International Book Fair. Jon Evans seconded. The motion passed unanimously.
President Hinojosa presented an updated mission statement. Changes were made to align the mission with that of strategic plan of ARLIS/NA. She asked members to consider the updated statement and provide her with feedback after the meeting. See Appendix A for the proposed mission statement.
Vice President Pompelia reported that the VRA Chapter meeting, held on October 27, 2007, was productive. Approximately fifteen members attended.
Representative Schaub reported that a recent risk assessment implemented by the Society headquarters deemed the Texas-Mexico Chapter to be of low risk. Cate Cooney, the Chapter Coordinator, is creating an FAQ regarding chapter insurance, which is forthcoming.
Representative Schaub reported on interactions with the Comptroller of Public Accounts. She reported that she and Treasurer Bunch had worked to resolve confusion over the Chapter’s name change and tax-exempt status. She recommended that the Chapter Treasurer submit address information to the State of Texas as it changes.
Vice President Pompelia reported that the Judd Project had not progressed since the 2006 meeting. He, Beth Dodd, Jon Evans, and Representative Schaub will craft a final letter to the new director. If there is no response, the project will cease.
Representative Schaub asked that members interested in serving on a Technology Taskforce contact her.
Jon Evans suggested that Chapter members sponsor an event during the College Art Association. Gwen Dixie volunteered to organize an arts-related event for the Chapter. Chia-Chun Shih agreed to organize a field trip to the Kimbell Museum, as well.
Vice President Pompelia and Representative Schaub announced they will begin the nomination process early this year.
With no further business, President Hinojosa moved that the meeting be adjourned. Carla Ellard seconded the motion, which passed unanimously.
Proposed Mission Statement and Strategic Plan
Mission Statement
ARLIS/Texas-Mexico
To advance the cause of art librarianship.
Vision
We will promote the development, good management, and enlightened use of all art libraries and visual resources collections throughout the world, and in particular, Texas and Mexico.
Goal I: To increase the effectiveness and support the professional development and expertise of art librarians and visual resources professionals
Objective A. Assist in the continuing professional education of our members and the general knowledge of the public by sponsoring conferences, seminars, lectures, workshops, and other exchanges of information and materials concerning all aspects of art librarianship and visual resources curatorship.
Objective B. Endeavor to stimulate greater use of art libraries and visual resources collections by sponsoring, supporting or publishing resources directories, bibliographies, inventories, periodicals, occasional papers, reports and related materials concerning the organization and retrieval of art information.
Objective C. Foster excellence in art librarianship and the visual arts by establishing standards for art libraries and visual resources collections.
Objective D. Promote improvements in the academic education of art librarians and visual resources curators by sponsoring awards for outstanding achievement.
Goal II: To foster cooperation and share professional development information with librarians internationally, specifically with art librarians in Mexico.
Objective A. Assist in the continuing professional education of our members by participating in, or sponsoring conferences, seminars, lectures, workshops, and other exchanges of information and materials concerning all aspects of art librarianship and visual resources curatorship, with art librarians and visual resources curators in Mexico.
Objective B. Coordinate with American Library Association (ALA) and the Feria Internacional de Libros (FIL) to have the 2008 ARLIS/NA, Texas-Mexico chapter annual conference in conjunction with Guadalajara Mexico.
Objective C. Disseminate as much information as possible to all ARLIS/NA, Texas-Mexico chapter members to encourage them to start planning for Guadalajara in 2008, including participating on their own (as ALA members) in the 2007 Gualalajara Book Fair.
Note: The existing mission statement is on the Chapter Website.