The Art Libraries Society of North America, Texas-Mexico Chapter Annual Business Meeting 2006 was held at the Emily Morgan Hotel, San Antonio, Texas at 8:30 A.M., October 22, 2006.
The meeting was called to order by President Elizabeth Schaub, who then prompted discussion of the 2005 minutes. Laura Schwartz noted the misspelling of Marianne Stockebrand’s name on page four. After that correction was made, Mark Pompelia moved that the minutes be approved. Gwen Dixie seconded the motion.
The members of the Art Libraries Society of North America, Texas-Mexico Chapter at the meeting introduced themselves. Those present were Craig Bunch (Coldspring-Oakhurst CISD), Margaret Culbertson (Museum of Fine Arts, Houston), Gwen Dixie (Dallas Public Library), Beth Dodd (University of Texas at Austin), Sam Duncan (University of Texas at Austin), Carla Ellard (Texas State University), Catherine Essinger (University of Houston), Jon Evans (Museum of Fine Arts, Houston), Selene Hinojosa (Texas State University), Ann Jones (McNay Art Museum), Katherine O’Dell (Southwestern University), Mark Pompelia (Rice University), Elizabeth Schaub (University of Texas at Austin), Laura Schwartz (University of Texas at Austin), Karen Sigler (Texas State University), Tara Spies (Texas State University), and Allen Townsend (Amon Carter Museum).
President Schaub reported that her presidency focused on issues related to the ARLIS/NA Chapter Affiliation Agreement, communication between chapters and headquarters regarding member status, and chapter concerns about the role headquarters plays vis-á-vis chapters’’ Web responsibilities.
President Schaub stated that she discussed the ARLIS/NA Chapter Affiliation Agreement via a chapter officer listserv. She also participated in a conference call relating to the Agreement on August 22, 2006 with attorney Michael Deese, as well as NA colleagues Barbara Rominski and Trish Rose, ARLIS/NA President Ann Whiteside and ARLIS/NA Executive Director Elizabeth Clarke.
The Affiliation Agreement raised issues surrounding chapter versus NA membership. The ARLIS/NA bylaws stipulate that “membership in a chapter is conditional upon membership in the Society.” The ARLIS/NA Executive Board has determined this clause must be observed by each chapter. The Texas-Mexico Chapter’s bylaws state that membership is open to all members of ARLIS/NA and are, therefore, in compliance with NA’s bylaws. President Schaub expressed the need for a better mechanism by which Headquarters and chapters communicate about individuals interested in membership, in order to enhance recruitment activities. She has been working with South Regional Representative Heather Ball to address these concerns with Headquarters.
President Schaub discussed the chapter Web site and noted that ARLIS/NA requires the Texas-Mexico Chapter maintain the 2005 Web site in perpetuity. The ARLIS/NA management recognizes challenges related to this issue. President Schaub and Vice President/President Elect Sam Duncan have been working with ARLIS/NA South Regional Representative Heather Ball to suggest beneficial solutions for review by Headquarters and the NA Board.
President Schaub also reported that she has investigated liability issues related to the relationship of ARLIS/NA and the chapters. A more detailed discussion of these issues followed in New Business.
President Schaub thanked Sam Duncan for redesigning the chapter Web site. She thanked everyone who helped make her presidency a success, particularly her colleagues Beth Dodd and Laura Schwartz. She thanked Beth Dodd and Greg Smith for hosting the chapter dinner on Friday, October 20th, Laura Schwartz for arranging the Blanton Art Gallery tour and providing members with notecards, Mark Pompelia for coordinating the hotel arrangements, Carla Ellard, Selene Hinojosa, Karen Sigler, and Tara Spies for hosting the Texas State University tours, Craig Bunch for being a responsive Treasurer, Catherine Essinger for volunteering to take minutes, Sam Duncan for being a wonderful collaborator, and past presidents Schwartz, Evans, and Pompelia for inspiring leadership in others. She also thanked all those present for attending the annual meeting.
Treasurer Bunch distributed his report of account balances, income, and expenses from January 1-October 18, 2006. He explained that recent changes altered several figures on the report. He will revise and re-submit the report in the coming weeks. The relatively healthy balance now held by the chapter inspired discussion. It was suggested that the chapter may increase the Lois Swan Jones Award in coming years or use the money to provide a new service.
| ARLIS/Texas-Mexico Treasurer’s Report January 1, 2006—October 23, 2006 |
|
| Beginning balance (acc. To Treasurer’s Report) | 1,569.51 |
| (acc. To Washington Mutual) | 1,644.03 |
| INCOME | |
| Membership dues 2005 | 40.00 |
| Membership dues 2006 | 520.00 |
| Lois Swan Jones Travel Award 2006 | 5.00 |
| Lois Swan Jones Travel Award 2007 | 971.00 |
| Conference registration | 590.00 |
| Meals | 1202.00 |
| Total income | 3328.00 |
| Sub-total (acc. to Treasurer’s Report) | 4897.51 |
| (acc. to Washington Mutual) | 4972.03 |
| EXPENSES | |
| Lois Swan Jones Travel Award 2006 | 750.00 |
| ARLIS/NA Welcome Party | 200.00 |
| Hostway cancellation | 15.95 |
| AN Hosting, Chicago | 95.40 |
| Palmers, San Marcos deposit | 125.00 |
| Meals | 1128.38 |
| Total expenses | 2314.73 |
| Ending balance (actual amount in account) | 2791.30 |
Elizabeth Schaub read a statement of resignation from former chapter Secretary Charles Burchard, dated October 16, 2006.
Editor Sam Duncan announced that two issues had been published since the 2005 annual meeting. He created two new features, “Collection Profile” and “From the Archives.” The last issue also contained tributes to Lois Swan Jones. Contributors can now input content directly. The new content management system creates a more streamlined publication process, as well as a table of contents and printer-friendly links. Editor Duncan has also begun to migrate older issues to the Web site. He has completed migration of all digital issues through Fall 2000.
By changing the Web site’s host in February 2006, the chapter has saved $167 and acquired additional features. The new content management system, Drupal, has several new modules, a member directory, comments capabilities, date-stamping, a solid search engine, and RSS feeds. It also allows users to attach documents, promote content to the front page, and create easy to remember URLs. The style sheet results in better printing. The Google translator is sufficient to address the chapter’s desire to provide content in both English and Spanish. The forum software may also take the place of the Listerv. Sam Duncan agreed to continue to serve as Webmaster during his presidency, unless another member volunteers.
The members discussed the possibility of allowing people to join the chapter with an online payment service. Mark Pompelia noted that such an arrangement must be approved by the ARLIS/NA Membership Services Taskforce. It was noted that Sam Duncan serves on that committee.
Beth Dodd moved that the chapter allow a member directory on the chapter’s public Web site. Jon Evans seconded the motion. Discussion of privacy issues and bylaws compliance followed. No vote was taken. Elizabeth Schaub amended the motion to create a directory of the institutions members represent on the public Web site. Allen Townsend seconded. Gwen Dixie moved that the chapter president further investigate the ramifications of providing a permanent directory of members and/or members’ employers on the public Web site. Beth Dodd seconded the motion. Both motions were unanimously approved.
President Schaub read a message from South Regional Representative Heather Ball, who was unable to attend the meeting. See Heather’s report in this issue.
On behalf of the Nominating Committee, Jon Evans announced that Selene Hinojosa had accepted her nomination as Vice President/President Elect and Catherine Essinger had accepted her nomination as Secretary. There were no other nominations and both candidates were unanimously elected.
Beth Dodd, chair of the Lois Swan Jones Professional Development Award Committee, distributed her report to members, as well as Janine Henri’s Recipient Report. The report summarized the year’s activity and provided recommendations for the next committee.
Lois Swan Jones Professional Development Award Committee
Report for 2005-2006, Submitted October 22, 2006
Committee members:
At the Fall 2005 chapter meeting in Marfa, the attendees voted to award $750 for travel to the 2006 ARLIS/NA conference to be held in Banff. The consensus was for a single, larger award since travel to Canada would be more expensive. This decision was made in conjunction with the prior year’s smaller award of five hundred dollars for the relatively inexpensive Houston conference.
In keeping with the eligibility criteria of the award, the recipient must be a member in good standing of both ARLIS/NA and ARLIS/Texas-Mexico Chapter, and only receive partial funding support from their institution.
The 2006 award went to Janine Henri, who met the above criteria and was committed to actively participating at the Banff conference. Janine chaired the Membership Committee’s business meeting, as well as served as a panelist in the ASK ARLIS Session Reaching Out: chapter Links to Local Library Schools. Finally, Janine also volunteered her assistance in the Exhibits Hall and participated in the conference’s mentoring program.
As a condition of the award, Janine reported her activities as well as the impact of this award in the summer 2006 issue of The Medium.
Additional activities of this committee included the production of guidelines for administering and serving on the committee, a planning calendar, and a tool to assist in documenting criteria and ranking applicants.
We offer the following considerations for next year:
Beth Dodd has offered to continue serving on this committee if needed, but would be happy to cede to other interested parties. Committee work usually involves posting the award announcement, reviewing submissions in the late fall, participating in some e-mail exchanges, posting the recipient and reporting the committee’s efforts at the next meeting.
Dodd would like to thank her fellow committee members and this year’s impressive applicants.
Respectfully submitted,
Beth Dodd
Mark Pompelia distributed a letter sent to Craig Rember, Judd Foundation Collections Manager, in November 2005 on behalf of the Donald Judd Library Project participants. He reported that the Judd Foundation had not communicated with the project team since that time, but the team still hoped to move forward with the plan to catalog Donald Judd’s library. Laura Schwartz suggested that the team approach the new Foundation Director. Jon Evans also recommended that the team communicate by telephone, as well as in writing. Pompelia agreed to draft a follow-up letter and would forward it to President Schaub, Jon Evans, and Beth Dodd for review before sending to the Judd Foundation Director.
Treasurer Bunch noted that the chapter donated $200 for the 2006 Conference Welcome Party. Jon Evans moved that the chapter donate $300 for the 2007 Welcome Party. Allen Townsend seconded the motion. The motion passed unanimously.
The 2007 chapter meeting will be held in the Dallas/Fort Worth area. President Elect Duncan has investigated museum exhibits scheduled at that time and also suggested programming at the UNT and TWU campuses. Members also suggested tours of the Nasher Sculpture Center, the photo conservation facility at Amon Carter, and a Gwen Dixie-led tour of the Dallas arts district. Members were very positive about the multi-location format of the 2006 meeting and suggested following the same model in 2007.
President Schaub presented the Agreement, which codifies the legal relationship between ARLIS/NA and its chapters. Three elements of the Agreement inspired discussion. Section II states, “Members of CHAPTER also must be members of ARLIS/NA.” President Schaub observed that some chapters are heavily peopled by members who are not members of ARLIS/NA. Section IIIB, which states that ARLIS/NA must approve changes to chapter bylaws, also generated discussion. Section V states, “Unless expressly agreed to in writing by the parties, neither party is authorized to incur any liability, obligation or expense on behalf of the other …” By signing the Agreement, therefore, the chapter may find it appropriate to conduct a risk assessment and acquire its own insurance. Mark Pompelia moved that the chapter approve the signing of the Agreement. Allen Townsend seconded the motion. The motion passed unanimously.
Craig Bunch and Elizabeth Schaub are working to update information filed with the Comptroller of Public Accounts for the State of Texas, related to the chapter’s name change from ARLIS/Texas to ARLIS/Texas-Mexico. Members discussed the history of the chapter’s name change. It was suggested that it might be appropriate for the ARLIS/NA Membership and International Relations Committee to become more involved in recruiting members from Mexico.
President Schaub updated those present conference call related to chapter liability with consulting attorney Michael Deese (referenced in her President’s report). She defined general and officers’ liability and stated that officers might be considered volunteers under the ARLIS/NA umbrella. She also stated that ARLIS/NA Executive Director Elizabeth Clarke is investigating the issue on behalf of the chapters. President Schaub asked those present whether they supported the leadership continuing their investigation. Members approved the effort without a vote.
The current membership categories are Member and Subscriber. The latter cannot vote or hold an office, but may receive the newsletter and attend meetings. Allen Townsend moved that the chapter eliminate the subscriber category. Jon Evans seconded the motion, which passed unanimously. Mark Pompelia moved that the next meeting planners create a category for non-members who wish to attend the meeting, but are not guests of chapter members. Katherine O’Dell seconded and the motion passed unanimously.
Mark Pompelia noted that the local chapter of the Visual Resources Association may soon dissolve. There was general agreement that ARLIS/Texas-Mexico should reach out to VRA Texas members interested in joining another professional arts organization. An ad hoc committee was formed to address the issue. The committee members, Katherine O’Dell, Mark Pompelia, and Elizabeth Schaub, are all members of both chapters.
President Schaub asked that members observe a moment of silence to remember Lois Swan Jones.
Mark Pompelia moved that the LSJ Award Committee offer two awards of $500 each in 2007. Tara Spies seconded and the motion passed unanimously.
After discussion, it was agreed that previous LSJ Award winners were desirable as Committee Chairs, but that a previous win not be required to serve as Chair. Members agreed to offer leadership to Janine Henri, the most recent winner. Beth Dodd agreed to continue to serve as Chair, if Janine Henri is unable to serve.
Beth Dodd, Katherine O’Dell and Allen Townsend volunteered to serve on the Committee.
Laura Schwartz volunteered her staff to assist with the migration project. Tara Spies agreed to continue to assemble the Exhibits features.
Sam Duncan thanked Elizabeth Schaub for her year of excellent service and led the members in a round of applause.
President Schaub adjourned the meeting at 11:30 am.
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