Executive Board Meeting II, July 27, 2010
Minutes as corrected.
Present, Executive Board: Fernando Acosta-Rodríguez, Adán Benavides, David Block, Hortensia Calvo, Jane Garner, Darlene Hull, Sean Knowlton, Nerea Llamas, Martha E. Mantilla, Lynn Shirey, Roberto C. Delgadillo (Rapporteur). Also present: S. Lief Adleson, Anne C. Barnhart, Paloma Celis Carbajal Patricia Figueroa, Melissa Gasparotto, Pamela M. Graham, Nashieli Marcano, Richard Phillips, Cecilia Sercán, Rafael Tarragó, Gayle Williams
I. The meeting was called to order at 3:45 p.m. with Llamas presiding.
II. Conference Reports
1. President (Llamas). Llamas began her report by opting to not repeat the previously announced committee chair assignments. She nicely acknowledged Pamela Graham’s leadership of the e-SALALM Committee. Llamas noted her intention of continuing the work of the e-SALALM Committee with the creation of a small group, led by Alison Hicks, tasked with looking into the committee’s charge and issues stemming from committee-related proposals. This group will work closely with the Membership Committee and enlist other members as it sees fit. Llamas announced her intention of including a program panel celebrating the Enlace Committee’s 25th anniversary. She finished her report by noting the creation of another small group charged with the planning and execution of a libreros pre-conference. This group will be comprised of Linda Russo, Carlos Retta and John Wright.
2. Vice-President/President-Elect (Shirey). No report.
3. Past-President (Acosta-Rodríguez). No report.
4. Executive Secretary (Calvo). No report.
5. Treasurer (Garner). No report. No report.
6. Rapporteur General (Delgadillo). No report.
1. Mantilla (2008-2011). Mantilla conveyed positive feedback from several international participants that felt very welcomed by the SALALM membership. She relayed a member’s request that the Executive Board critically revisit the organization’s mission statement in light of future technological and economic trends.
2. Delgadillo (2008-2011). No report.
3. Benavides (2009-2012). Benavides noted the imposed and increased time and energy constraints faced by members and committees as a result of having three scheduled receptions in a row. He observed that next year’s conference should not feel compelled to have three receptions.
4. Knowlton (2009-2012). Knowlton briefly echoed Mantilla’s report regarding the need to review SALALM’s mission statement and possible subsequent strategic plan to cope with the aforementioned future technological and economic trends.
5. Block (2010-2013). Block noted several members’ concerns regarding changes to the written criteria for the José Toribio Medina Award. He noted that these members felt the present award criteria favored the monograph over the journal article. Block finished his report by conveying that the present criteria did not adequately allow for the inclusion of electronic formats.
6. Hull (2010-2013). Hull conveyed the same members’ concerns that Block reported. Brief discussion ensued with Garner and Williams reviewing the history and evolution of the present Medina Award criteria. Llamas deferred additional discussion until New Business, after which Williams noted two proposals that Orchid Mazurkiewicz would have presented, directly addressing the concerns noted by Block and Hull. At this point, lengthy discussion ensued with Garner, Calvo, Block, Benavides, and Llamas regarding:
What would and or should constitute SALALM’s mission statement;
The legal and tax implications of rewriting language that appears to serve as the organization’s mission statement and its non-profit status;
The possible steps and associated membership notifications that would need to be taken for these changes to occur;
The role and on-going revisions by the Constitution and Bylaws Committee that would address the concerns raised by discussions about SALALM’s mission statement and need for a strategic plan.
At this point, Llamas paused the meeting and, after consultation with the Executive Board, requested that Tarragó present his committee report and that discussion of a strategic plan be deferred until New Business.
Access and Bibliography (Tarragó). Tarragó began his report by announcing Luis Alberto Retta as the new Chair of the Cuban Bibliography Subcommittee. He noted the Subcommittee’s work toward the creation of a digital bibliography of Cuban-born authors publishing outside of Cuba. Tarragó continued by conveying several Subcommittee members’ desire to explore the possibility of turning the bibliography into an on-going open access project accessible from the new SALALM webpage. Tarragó next summarized the principal discussion of the Official Publications Subcommittee. He reported that those present discussed the fact that some government agencies in Latin American countries do not publish the same information in their web pages that they publish in the final print editions of their official documents. Tarragó expressed concern that the digital version of a Latin American government report may not include addenda or supporting statistics and graphs that appear in its printed version. Tarragó concluded his report by briefly conveying two items of discussion from the Electronic Resources Subcommittee. The first of these originated from Ruby Gutiérrez, of HAPI, when she announced that from this year on, HAPI will be published online only. The second came from Tracy North, of The Handbook of Latin American Studies, who discussed the continuation and improvement of this digital bibliography. She showed how the new interface facilitates finding introductory analysis to its disciplinary sections. Unfortunately, this long standing bibliography of the literature in the arts, humanities and social sciences will cease covering economics in future volumes.
C. Executive Board Committees
1. Local Arrangements (Figueroa). Figueroa announced conference profits of approximately $12,000.00.
2. Constitution and Bylaws (Garner). No report.
3. Policy, Research and Investigation (Williams). Non report.
4. Membership (Marcano). Marcano reported the committee as having undertaken a lengthy discussion on the subject of honorary membership and possible ways of recognizing deceased members. Additional discussion focused on how to make the current web page more dynamic by including member profiles and how to make better use of technology, such as the Newsletter, other publications and webinars.
5. Editorial Board (Mazurkiewicz; not present). Williams, speaking on behalf of Mazurkiewicz, announced that Molly Molloy’s papers from the 2007 meeting will be published by October 2010. John Wright’s papers from the 2008 meeting will be published by February 2011. Pamela M. Graham has not yet submitted the papers from the 2009 meeting. Williams also noted that her Bibliography of Latin American and Caribbean Bibliographies, 1990-1999 will be completed by the end of the year. She finished her report by conveying that possible future publications include Beverly Karno’s Frieda Kahlo Bibliography and Peter Stern’s Bibliography of the Mexican Muralists’ Movement.
6. Finance (Phillips). Phillips reported the Committee as having had a lengthy meeting that focused on the Secretariat’s budget and discussed:
the advantages of moving to electronic publishing of the Newsletter;
and the savings gained from last year’s utilization of e-ballots for the SALALM elections.
The Committee endorsed the Secretariat’s proposed budget, the e-newsletter proposal and other e-concepts. Barnhart was welcomed as incoming Treasurer. The committee brought up the need to add Barnhart’s name as new Treasurer to all SALALM business, tax, banking, investment and other such documents by September 1, 2010. The committee also discussed:
SALALM’s move to an e-newsletter and its significance on SALALM finances,
the possible impact on ad revenues;
the legal implications over ethics in advertising;
visibility of sponsoring institutions,
and ad space for the libreros.
Phillips then briefly explained the purpose of the committee’s Investments Working Group (IWG). He noted its decision to give SALALM’s holdings a cautious posture that would still generate income via dividends and capital gains, with less emphasis on growth strategies. Phillips concluded his report by announcing Laura D. Shedenhelm as the new Chair of the IWG.
7. Nominating (McCann; not present). No report.
8. Web Page (Gasparotto). Gasparotto briefly noted a fifteen percent increase in web page views with the majority of visitors coming from Spain.
9. Enlace/Outreach (Celis Carbajal). Celis Carbajal began her report by detailing the Committee’s creation of a poster and accompanying tri-folds with information about Enlace. These materials, she explained, were created to promote among the conference attendees Enlace’s objective, this year’s award winners, and also to encourage attendees to support the committee by purchasing raffle tickets. Celis Carbajal continued by noting the Committee’s decision to upload the aforementioned poster and tri-folds on to Enlace’s Web Page. She then happily announced this year’s Enlace raffle garnered approximately $1,800.00. Celis Carbajal then mentioned the committee’s efforts on organizing a commemorative activity and gathering materials to celebrate Enlace’s 25th anniversary during next year’s meeting in Philadelphia. She finished her report by citing professional and time constraints for her decision to step down as chair of the Committee.
III. Old Business
A. Revised Proposal to Form the SALALM Communications Committee (Graham). Graham requested an Executive Board vote of the revised proposal after the first version had been discussed during the first meeting of the Executive Board. Lengthy discussion during that meeting led to a request that Graham revise the proposal to include language ensuring the inclusion of a non-appointed committee member. Acosta-Rodríguez made a motion to accept Graham’s revised proposal. Benavides seconded the motion. Llamas called for a discussion of the motion. No discussion occurred. Llamas called for a vote. The motion passed unanimously.
B. Proposal for Web-Based Version of SALALM Newsletter (Mazurkiewicz; not present). Knowlton presented Mazurkiewicz’s proposal after consultation with the Executive Board. The proposal calls for the cessation of the printed SALALM Newsletter and the integration of its unique content into the SALALM Web Page. Additional comments by Llamas, Calvo, and Garner led Knowlton to modify Mazurkiewicz’s proposal to include that SALALM will cease printing its Newsletter effective October 2010, at which time SALALM will link to an online PDF version of the Newsletter accessible via the organization’s web page. Knowlton made a motion to accept the revised proposal. Benavides seconded the motion. Llamas called for a discussion of the motion. Lengthy discussion ensued by Block, Calvo, Acosta-Rodríguez, Knowlton, Shirey, Adleson, Barnhart, and Gasparotto expressing support and concerns ranging from:
the need for gradual and timely notification of long-time Newsletter advertisers and general membership;
privacy concerns stemming from online publication of member photographs;
to the compilation of web page statistics to assure advertisers that their target audiences are being reached.
Llamas called for a vote. The motion passed unanimously.
IV. New Business
A. President’s Timeline/Checklist (Hull). Hull announced that the checklist would be included in the Policy, Research and Investigation Committee’s review of the Operations Handbook.
B. Initiation of SALALM Strategic Plan Discussions (Llamas). Llamas asked Garner which existing SALALM entity should be tasked with initiating discussions of a strategic plan. Garner recommended that Llamas create an Ad Hoc committee comprised of Members-at-Large charged with this assignment.
C. Editorial Board Proposals (Williams). Williams succinctly summarized two proposals stemming from lengthy Editorial Board discussions. The first proposal seeks the following changes to the “José Toribio Medina Award Criteria for Nomination” posted on the SALALM website at <http://salalm.org/honors/criteria.html> (formulated, January 1988 and updated, October 1994):
Change the sentence “One prize may be offered each year for a book-length publication.” to “One prize may be offered each year for a noteworthy publication.”
Change the sentence “Format is not a criterion: online databases, electronically published works, films, microforms, and other non-print materials will be considered as well as published books.” to “Format is not a criterion: online databases, electronically published works, films, and other non-print materials will be considered as well as published books and journal articles.”
Hull made a motion to accept the proposal. Acosta-Rodríguez seconded the motion. Llamas called for a discussion of the motion. Brief discussion ensued by Benavides, Adleson, Knowlton, Calvo, Williams, and Hull expressing concerns ranging from:
the paucity of electronic-born submissions;
the need to increase award publicity;
to the lack of non-print submissions.
Llamas called for a vote on the motion. It passed unanimously.
The second proposal requests that SALALM members be permitted to repost papers originally published in SALALM conference proceedings three years after they have been published by the organization. Thus, individuals who wish to do so will be able, with permission from the SALALM Secretariat, to regain copyright ownership of their scholarship. It is understood that such re-acquisition of copyright will be granted solely for non-profit, open-access purposes. Knowlton made a motion to accept the proposal. Hull seconded the motion. Llamas called for a discussion of the motion. No discussion occurred. Llamas called for a vote. The motion passed unanimously.
D. SALALM Archives (Llamas). Llamas initiated open discussion regarding the role and succession planning for SALALM Parliamentarian and Archivist. Garner, who currently holds those positions, indicated that they are unofficial and as such no action is needed to appoint successors. Brief discussion by Calvo, Benavides, Garner and Acosta-Rodríguez underscored the need for established archival guidelines and a timeframe for transferring materials from the Secretariat in New Orleans to its archive in Texas.
Llamas moved the meeting be adjourned.
The meeting was adjourned at 5:14 p.m.