October 16, 1998, Texas Tech University, Lubbock -- Minutes

Present: Jacqui Allen, Robert Beebe, Tara Carlisle, Beverly Carver, Carl R. Close, Margaret Culbertson, Karen DeWitt, Beth Dodd, Sam Duncan, Stephen Gassett, Phil Heagy, Janine Henri, Ann Jones Lois Jones, Bonnie Reed, Elizabeth Schaub, Laura Schwartz, Chia-Chun Shih, Marty Stein, Polly Trump.

I. Call to Order

After the group was welcomed by Douglas Birdsall, Associate Dean of the Texas Tech University Libraries, President Bonnie Reed called the meeting to order in the Formby Room, Southwest Collection/Special Collections Library, Texas Tech University.

II. Introductions

After brief introductions from all attending, Reed introduced the current officers: Chia-Chun Shih, Vice President; Sam Duncan, Secretary-Treasurer; Marty Stein, Past President.

III. Secretary-Treasurer's Report

• The minutes for the October 10, 1997 business meeting were approved.
• Duncan submitted a balance of $1,315.28, an amount large enough to cover current conference expenses and next year's Lois Swan Jones Award. Attendees were charged $10.00 for the business luncheon, and actual cost was $6.50. The group agreed that the difference should be added to the Lois Swan Jones Travel Award.
• Duncan reported that a new order of T-shirts in a variety of sizes (L, XL, XXL) is currently available, and suggested marketing the T-shirts outside the library world. Stein suggested marketing outside the chapter (to VRA). Henri suggested that institutions with library schools should place a notice in library school newsletters. She also suggested making an announcement on ARLIS-L regarding the larger size (XXL). Carlisle suggested offering different colors.

IV. Vice-President's Report

• Two issues of The Medium have been distributed: spring issue (published, April 1998, 43 copies, $35.53 postage); summer issue (published, August 1998, 44 copies, $38.38 postage). Current coordinators: Margaret Culbertson, academic libraries; Janine Henri, architecture libraries; Steve Gassett, museum libraries; Robert Beebe, public libraries; Marty Stein, visual resources. Shih invited these coordinators to continue in their current roles.
• Shih has received presidential archives from Henri, Stein, and Reed. She will continue collecting archival material until January 1999, after which she will forward the archives to the next Vice President.

V. Regional Representative Report

• In Lee Sorensen's absence, Phil Heagy read Sorensen's report. Highlights of the report included: Ashley Prather has replaced Penny De Pas as ARLIS/NA executive director at Olson Management Group; an RFP has been submitted to solicit bids for other firms to manage the Society; a project is underway to harmonize ARLIS/NA's separate fiscal, membership, conference years so that all functions cycle according to a calendar year; chapters in the South Region have aligned their bylaws with those of the Society; an ARLIS/NA Web Advisory Board is to be appointed to serve as a consulting body to the Board and the Web Administrator.

VI. Old Business

• Henri reported that the 1998 Lois Swan Jones Travel Award was given to Beth Dodd. Henri asked the group about increasing the amount of the LSJ Award, especially in light of increased travel expenses for the upcoming ARLIS/NA conference in Vancouver. The group approved a $700.00 LSJ Award for 1999. The group tacitly agreed that the amount of the LSJ award should be determined yearly at the Chapter's annual meeting. January 15, 1999 is the application deadline for the 1999 Award; winners will be notified by January 25, 1999. Schwartz, Henri, and Dodd will serve on the 1999 LSJ Travel Award Committee.
• Duncan unveiled a proposed redesign of the ARLIS/Texas Web site. He suggested that the site include a featured art library in Texas as one of its components. Duncan will serve as Webmaster beginning with the next issue of The Medium; he will continue in that role contingent upon his institution's hiring a Web Coordinator to free him from his current role as Webmaster there. Duncan proposed that The Medium be written in HTML and printed as needed. Stein suggested the Chapter apply for special funding from ARLIS/NA to assist in paying for an independent Internet Service Provider; if approved, funding would not start until after summer 1999. Duncan will approach the Amon Carter Museum to host the ARLIS/Texas site temporarily. He and DeWitt will investigate an Internet service provider to permanently host the site. The Chapter's bylaws should be included on the site; also, in an earlier communication, Lee Sorensen suggested links to other chapters. Duncan suggested that the current editor of The Medium be responsible for its publication on the Web site; Henri voiced concern that adding too many responsibilities to the Vice-President might make the job too onerous. Trump suggested that next year's annual conference registration form include an option for receiving The Medium electronically or in hard copy.
• Linda Shearouse has not completed the Chapter history, but she hopes to have it completed in the coming year. She will supply the history to the ARLIS/Texas Webmaster for posting on the Web site.
• The ARLIS/Texas archives are currently housed at the Museum of Fine Arts, Houston and managed there by Lorraine Stuart. Stein asked the group if it would be best to deed the collection to the MFAH so that they can be processed and made available as a formal collection. Stuart is to draft a letter detailing the situation to the President and Vice- President.
• Reed distributed new copies of the Chapter Bylaws. Reed, Heagy, Stein, and Henri will update the archives section.
• Stein suggested that the next Medium include an invitation to visual resource librarians to join (or rejoin) the Chapter as a member or subscriber and/or use The Medium and the ARLIS/Texas Web site as tools for publishing VR information. Henri suggested that Stein's visual resource column include more information about visual resource happenings.
• Duncan, Carlisle, and Reed will work on the Chapter's Letterhead/Stationery.
• Henri will work on the proposal to change the Chapter's name to the Texas- Mexico Chapter. That change will be reflected in the newly drafted Chapter Bylaws to be submitted to the Chapter and finally to the ARLIS/NA Board for approval.

VII. New Business

• Reed reminded the group that the ARLIS/NA Annual Conference will be held in Vancouver, March 25-31, 1999.
• The group approved a motion to hold the 1999 ARLIS/Texas annual meeting in Fort Worth.
• The Chapter approved a motion that a joint ARLIS/Texas and South Region annual meeting be held in Houston in the year 2000.
• Jacqui Allen was voted as Vice- President/President Elect for 1999-2000.
• Carl Close was voted as Secretary- Treasurer for 1999-2000.
• After a round of thanks from Reed, the meeting was adjourned.