Executive Committee Meeting Minutes

Submitted by Candace Miller

WESS Newsletter
Fall 2003

Vol. 27, no. 1

Editor: Sarah G. Wenzel

Association of College & Research Libraries
©American Library Association


The West European Studies Section Executive Committee met on June 24, 2003 at the Metro Toronto Conference Centre. John Cullars, Rebecca Malek-Wiley, Sharon Brown, Jeffrey Larson, Sarah Wenzel, Bryan Skib, Gordon Anderson, Kati Radics, Louis Reith and Candace Miller attended.

Gordon Anderson called the meeting to order at 9:35.

Minutes from the Executive Committee Meeting at Midwinter
The committee reviewed the Executive Committee meeting minutes from the ALA Midwinter Conference in January 2003. Committee members noted several errors in the minutes. The WESS secretary, Candace Miller, agreed to make the recommended corrections to the minutes.

Briefings from ACRL Representatives
Theresa Byrd from ALA attended the meeting to discuss upcoming ALA initiatives and answer some of our earlier questions about ALA policies. The Executive Committee had some questions about virtual meetings. Theresa explained that ALA requires that organizations post notice at least 2 weeks in advance of a synchronous virtual meeting. In addition, the meeting minutes must be posted to the ALA web site within 30 days. Asynchronous virtual meetings have different guidelines. ALA requires that a group’s members take a vote on all action items discussed during an asynchronous virtual meeting at the next conference. Theresa also shared the following information:

ALA has established a Virtual Meeting Task Force and will present recommendations to the ACRL Board. Send all questions and comments for the Task Force to Deborah Dancik at deborah.dancik@alberta.ca.

Keith Fiels is heading a group that will fix the ALA web site’s problems. Among the questions the group will consider are: Who are the web site’s primary users? Is it for ALA members or outsiders?

ACRL is launching a members’ only web site that will include ACRL Board documents. Theresa doesn’t know if the log-in for sections currently works.

ERIC (Education Resources Information Clearinghouse) is under attack from the Department of Education. The Education and Behavioral Sciences Section (EBSS) is campaigning to save ERIC.

GPO plans a broad reorganization that will allow private printers to deal directly with government agencies. GPO also plans to increase the percentage of its documents that are only available in electronic formats. GODORT is concerned that GPO has not made arrangements to archive these electronic documents and is following this issue.

The ACRL Board has set up a task force to look at sections funding. A section can currently spend up to $500 for programs. ACRL is facing a $450,000 budget deficit this year and will face a $300,000 budget deficit in fiscal year 2003-04. The decline in advertising income is a factor in the budget shortfall.

ACRL will do strategic planning during the next eight or nine months. Paul Meyer welcomes member input. Contact him at pmeyer@tecker.com. Include “ACRL Strategic Plan” in the subject line. All comments are confidential.

The 2005 ACRL Conference in Minneapolis will have as its theme: “Currents and Convergence: Navigating the Rivers of Change.” They would like a diverse range of programs and Theresa urges WESS members to submit proposals.

ACRL is doing Web casts now and has six available programs. They are also putting together a recruiting video WESS could use. ACRL is also sponsoring more marketing programs.

This is Theresa’s last WESS meeting. Pam Nelson from Franklin & Marshall College will be our new liaison to the ACRL Board.

Mary Jane Petrowski asked if this year’s WESS cruise was a success. Helene Bauman is in charge of maintaining the WESS cruise archive. Please send her photos from this year’s cruise.

Other ACRL news from members
Gordon Anderson suggested that he, Kati and Sharon Brown put together a proposal about honoraria for librarians and submit it to Mary Jane Petrowski.

Sharon Brown recorded the WESS program at this year’s conference. Mary Jane Petrowski will try to have it put into an audio web cast.

Other Announcements
Gordon Anderson thanked Sharon Brown for her help organizing the WESS Program at the ALA Annual Conference.

Requested approval changes to the WESS Manual
The Executive Board approved John Cuellar’s proposed changes to the WESS Manual and thanked him for his hard work. The new passages are in ALL CAPS AND BOLD:

Functions and Responsibilities of WESS Officers.
The Chair will attend meeting of ACRL SECTIONS Council. Prepare oral report of section events/plans to be presented at Council meeting IF REQUESTED BY ACRL. Take note of announcements and items of interest to be shared with WESS Executive Committee and membership.

THE WESS VICE-CHAIR/CHAIR/ELECT OR THE DELEGATE THAT HE/SHE AUTHORIZES WILL ACT AS THE OFFICIAL WESS LIAISON TO THE ACRL BOARD.

THE WESS CHAIR SHALL MAKE SPECIAL APPOINTMENTS TO FILL SUCH COMMITTEE VACANCIES AS OCCUR DURING HIS/HER TERM OF OFFICE.

The Vice-Chair/Chair-Elect appoints a nominating committee and chair, which is responsible for producing a slate of candidates for section office.

Makes appointments INCLUDING CHAIRS to all other WESS Committees for terms beginning when term as chair begins, OR THE CHAIR MAY AUTHORIZE COMMITTEES TO ELECT THEIR OWN CHAIRS.

CHAIRS SERVE ONE-YEAR TERMS BUT MAY BE REAPPOINTED BY THE NEXT VICE-CHAIR. Committee members will normally serve two-year terms.

REQUESTS NEW PRINTINGS OF THE WESS BROCHURE FROM ACRL ACCORDING TO THE ACRL CALENDAR, WHICH REQUIRES SUCH REQUESTS APPROXIMATELY 18 MONTHS BEFORE THE NEW BROCHURES ARE NEEDED.

The WESS Past Chair serves as Chair of the COUTTS Martinus Nijhoff West European Study Grant jury.

The Past Chair MAY BE DELEGATED BY THE VICE-CHAIR to attend the meetings of the ACRL Board at Annual and Midwinter conferences.

Under WESS Committees, Checklist for Committee Chairs, Logistics of Committee Meeting:
Check on comfort (enough chairs and water). [OMIT HERE “AND ESTABLISH SMOKING/NO-SMOKING RULES.”]

Publications Committee:
Production: brochure should be formatted on word processor and kept on a diskette to make future updating easier and to allow production as needed. About 300-500 copies every three years should suffice.

THE WESS VICE-CHAIR/CHAIR ELECT SHALL REQUEST NEW PRINTINGS AS NEEDED, FROM ACRL ACCORDING TO THE ACRL CALENDAR WHICH REQUIRES SUCH REQUESTS APPROXIMATELY 18 MONTHS BEFORE THE NEW BROCHURES ARE NEEDED.

Composition: The Committee consists of no fewer than seven members who serve terms of two years (including the Chair, who is appointed for a 0NE year term), two intern members (OPTIONAL) appointed to two year terms, the WESS Newsletter editor AND COLUMN SUB-EDTIORS, WHO SERVE AS EX-OFFICIO MEMBERS OF THE COMMITTEE, and the WESS Secretary, who also serves ex-officio. The committee chair is appointed at the close of the Annual Conference by the section’s VICE-Chair.

Research and Planning Committee
Charge: THE WESS CHAIR MAY CHARGE the Committee, with drafting the periodic ACRL Section Review and completing the annual ACRL Strategic Planning Inventory, WORKING WITH THE WESS CHAIR AND EXECUTIVE COMMITTEE.

Composition: The committee is comprised of usually no fewer than five members, AND OPTIONALLY UP TO TWO INTERNS, who serve a term of two years. The committee chair is appointed at the close of the Annual Conference by the section’s VICE-Chair.

Frankfurt Book Fair Plans
Gordon Anderson announced that the Frankfurt Book Fair will take place from October 8-13. The WESS booth must stay up during the entire fair. We’ve already submitted our proposal to ACRL for a WESS exhibit at the fair’s International Librarians and Booksellers centre. ACRL will provide a $500 stipend to help fund this exhibit. Russia will be the guest country this year and Gordon expects that many SEES (Slavic East European Studies Section) members will attend as a result. He would like to see ACRL take a stronger role in the book fair. The incoming WESS Executive Committee will handle selection for the book fair stipends.

Bryan Skibb questioned the wording on the memo that explains the stipend application and selection process. August 1, 2003 is the deadline for ACRL stipend applications. August 15 is the deadline for Nedbook stipend applications. The WESS Executive Committee will select the winners via email. Sarah Wenzel suggested that we designate one Executive Board Committee member to receive the applications and that applicants must submit their applications by email. The Committee agreed to these suggestions. Kati Radics agreed to receive the applications.

Old Business/Other Business
Sarah Wenzel suggested the Executive Board approve WESS meeting minutes before they’re put in the newsletter. This should reduce the amount of incorrect information that makes it into the WESS newsletter via the minutes.

Jeffrey Larson shared the following information about the Paris Conference: The early bird registration fee is $275. The advanced registration fee is $325 and the deadline is December 1, 2003. Daily registration will cost $175. The hotel registration deadline is December 22, 2003. The Paris Conference Committee is making good progress in their planning and has met their fund raising goal. The Bibliothèque Nationale de France will help them find speakers. The Executive Committee extended its thanks to the Paris Conference Committee for their hard work.

Sarah Wenzel shared a letter from the Association des Bibliothécaires Français (ABF) that states their support for American librarians in their fight against the Patriot Act’s restrictions on libraries. The Executive Committee approved a motion to send the ABF a written thank you letter for their support. Jeffrey Larson agreed to write the letter.

Rebecca Malek-Wiley asked the Executive Committee to consider simplifying the WESS Directory. The Committee passed a motion that authorized the Publications Committee to do so.

John Cullars suggested that the WESS Manual should be updated. Gordon Anderson agreed to do this.

Jeffrey Larson reported that the Paris Conference is monopolizing our vendor support. We need to obtain additional vendor support for the WESS Newsletter. The Executive Committee agreed that this was an area of concern but not a motion item at this time.

Announcement of new officers
The new WESS officers are: Tom Izbicki – Vice-Chair/Chair-Elect, Jim Niessen – Secretary, Beth Remak-Honnef – Member-at-Large.

The meeting adjourned at 11:55


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