Executive Board Meeting Minutes 2011 Pt. II

SALALM LVI, Philadelphia, Pennsylvania

Executive Board Meeting II, June 1, 2011

Minutes as corrected

Present, Executive Board: Adán Benavides, David Block, Hortensia Calvo, Darlene Hull, Peter T. Johnson, Sean Knowlton, Nerea Llamas, Paul Losch, Martha E. Mantilla, Lynn Shirey, Mary Jo Zeter, Roberto C. Delgadillo (Rapporteur). Also present: Fernando Acosta-Rodríguez, S. Lief Adleson, Jesús Alonso-Regalado, Sarah Aponte, Alejandra Cordero Berenguer, Paloma Celis-Carbajal, Paula Covington, Daisy Domínguez, Patricia Figueroa, Pedro Figueroa, Pamela M. Graham, Joseph Holub, Jana Krentz, Stephanie Miles, David C. Murray, Linda Russo, Sócrates Silva, Rafael E. Tarragó, Gayle Williams

I. The meeting was called to order at 3:28 p.m. with Shirey presiding.

II. Conference Reports

A. Officers

1. President (Shirey). Shirey began her report by announcing her intention of creating ad hoc committees to address several important issues raised by Figueroa’s list of proposals discussed during the first Executive Board Meeting. She continued by briefly outlining her plan to execute a four day schedule for SALALM LVII with the help of Suzanne Schadl. Shirey concluded her report by strongly affirming that she will work to ensure that next year’s conference provides for additional time and space to work for the membership and vendors.

2. Vice-President/President-Elect (Mantilla). Mantilla started and finished her report by acknowledging preliminary discussions between the Executive Board and the University of Miami Libraries and Florida International University Libraries for their offer to host SALALM LVIII.

3. Past-President (Llamas). Llamas briefly informed the Executive Board of her ongoing work with Acosta-Rodríguez to standardize conference planning procedures for incoming Presidents.

4. Executive Secretary (Calvo). No report.

5. Treasurer (Johnson). Johnson started his report by summarizing his past e-mail communications with the Executive Board. He concluded his report by declaring his intention to issue quarterly or bi-annual financial reports and convey ideas, via the organization website, to increase revenue flow.

6. Rapporteur General (Delgadillo). Delgadillo began his report by warmly thanking this conference’s volunteer rapporteurs for their time and efforts. He finished his report by acknowledging Ellen Jaramillo and Bridget Gazzo’s esprit de corps for each tackling two rapporteur assignments.

B. Members-at-Large

1. Benavides (2009-2012). No report.

2. Knowlton (2009-2012).        “

3. Block (2010-2013).                 “

4. Hull (2010-2013).                   “

5. Losch (2011-2014).                 “

6. Zeter (2011-2014).                  “

C. Executive Board Committees

1. Local Arrangements (Murray and Holub). Murray and Holub started their report by announcing conference attendance statistics as of June 1, 2011:

  • Registered SALALM Conference Participants: 170
  • Registered Exhibitors: 36

They concluded their report by declaring their willingness to share their experiences with Llamas and Acosta-Rodríguez’s work in streamlining conference planning guidelines.

2. Constitution and Bylaws (Tarragó). Tarragó briefly noted the committee’s intention to share its review and revisions of the draft SALALM Bylaws with the general membership. Tarragó concluded his report with the emphatic hope that the committee’s work and membership awareness of bylaws will make for a stronger organization.

3. Policy, Research and Investigation (Cecilia Sercán; not present). No report.

4. Membership (Nashieli Marcano, not present).                            “

5. Editorial Board (Orchid Mazurkiewicz; not present). Williams, speaking on behalf of Mazurkiewicz, announced that Ana María Cobos and Phil MacLeod collaborated on a book chapter entitled: “SALALM, the Seminar on the Acquisition of Latin American Library Materials: The Evolution of an Area Studies Librarianship Organization” in Pathways to Progress: Issues and Advances in Latino Librarianship, to be published by Greenwood Publishers towards the end of 2011. She then reported:

  • Molly Molloy’s papers from the 2007 meeting have been published;
  • John Wright’s papers from the 2008 meeting will be published by the end of June 2011;
  • Pamela M. Graham’s papers from the 2009 meeting have been submitted and are in preparation for the copy editor;
  • Fernando Acosta-Rodríguez’s papers from the 2010 meeting have been submitted and are in preparation for the copy editor;
  • Williams’ latest edition of the Bibliography of Latin American and Caribbean Bibliographies has been sent to the printer and will be available after the meeting;
  • Williams’ Bibliography of Latin American & Caribbean Bibliographies 1990-1999 Cumulation will be published by Scarecrow Press in 2012;
  • No current titles are under production in the Bibliography and Reference Series.

Williams finished her report by conveying that Melissa Gasparotto has identified some guidelines for the Latin American Information Series (LAIS) that she is going to publicize on the website. Gasparotto will also put out a call for LAIS submissions later this year.

6. Finance (Richard Phillips, not present). Covington, speaking on behalf of Phillips, reported the committee as having had a productive meeting that resulted in:

  • Approval of projected SALALM LVII budget;
  • Two proposals, by Johnson, for consideration and approval by the Executive Board:

I. To increase credit card charges, from $3 to $5, to offset existing charges to the organization when the membership employs credit card payments

II. A three year prepaid membership option that would lock in current membership fees

  • Ongoing discussion of shifting organization operations to a calender year and associated fiscal implications;
  • Approval of the Secretariat’s proposed budget at $62,370–related issues to this budget included: CPA charges, use of PayPal, and updates to the organization website;
  • Approval to transfer $1,000 (plus $500 for start-up publicity) from organization dividends to initially launch the new scholarship. Member donations will sustain it in the future. This new scholarship will be fully coordinated and promoted directly by the organization to all library schools.

Covington concluded her report by noting the committee’s strong commitment to helping the organization increase its membership and revenues. Covington made a motion to accept Johnson’s first proposal. Benavides seconded the motion. Shirey called for a discussion of the motion. No discussion occurred. Shirey called for a vote. The motion passed unanimously. Covington made a motion to accept Johnson’s second proposal. Mantilla seconded the motion. Shirey called for a discussion of the motion. Brief discussion and remarks by Adleson, Benavides, Calvo, Covington, Knowlton, and Celis-Carbajal reflected the advantages and potential costs of the proposal. Shirey called for a vote. The motion passed unanimously.

7. Nominating (Alonso-Regalado). Alonso-Regalado began his report by noting the committee’s preliminary examination of free (SurveyMonkey, Ballotbin) and fee-based (Timberlake, DirectVote, Votenet) online election and survey services. He cited the potential ease of use and lost paper ballots as rationales for looking into online voting. Lengthy discussion ensued with Alonso-Regalado, Delgadillo, Knowlton, Krentz, Celis-Carbajal, Johnson, and Calvo sharing their experiences and privacy concerns with the use of SurveyMonkey and Timberlake. Alonso-Regalado made a motion to accept his proposal that next year’s election be conducted using SurveyMonkey as a pilot project. Mantilla seconded the motion. Shirey called for a discussion of the motion. No discussion occurred. Shirey called for a vote. The motion passed unanimously. Alonso-Regalado continued his report by conveying the committee’s proposal to add to the existing requirements for members running for the Vice-President/President-Elect position. He explained that the additional language would require that Vice-President/President-Elect candidates evince participation in at least one conference panel. Alonso-Regalado summarized the background of the existing requirement language and noted that the committee proposal arose from the need to open up the pool of candidates running for office in light of declining membership numbers. Lengthy discussion ensued with Benavides, Calvo, Shirey, Tarragó, Llamas, Adleson, Murray, Miles, Acosta-Rodríguez, Losch, Mantilla, Celis-Carbajal, Krentz, Russo, Graham, Hull, and Alonso-Regalado expressing support for and concerns ranging from:

  • The need to rewrite existing organization operational handbook criteria for members running for positions;
  • The difficulty in ascertaining past experience in organization bodies;
  • Affirming the need to retain institutional memory at the Secretariat;
  • Establishing the distinction between a committee participant and committee member;
  • The need for flexibility in determining experiences and participation when it is not evident;
  • To redoubling efforts to maintain constant clear communication between the Secretariat and organization bodies.

Alonso-Regalado finished his report by making a motion to accept his proposal that candidates running for the position of Vice-President/President-Elect shall have been SALALM members for three years, attended two SALALM conferences and have provided substantial services within the organization such as service on committees and working groups. Benavides seconded the motion. Shirey called for a discussion of the motion. No discussion occurred. Shirey called for a vote. The motion passed unanimously.

8. LALA-L (Williams). Williams began her report by noting that LALA-L has approximately 205 enrolled members. She continued by declaring that “things are running smoothly.” Williams finished by announcing that come August 2011, LALA-L will be twenty years old.

9. Enlace/Outreach (Celis-Carbajal). Celis-Carbajal began her report by happily announcing this year’s Enlace raffle garnered approximately $2,400. Celis-Carbajal briefly outlined the committee’s preliminary and long-term efforts towards creating grants for library school students in Latin America to attend the conference. She finished her report by citing that future Enlace applicants will be required to obtain a letter of support from their home institutions. Celis-Carbajal declared this requirement stems from the all too often forgotten realization that Enlace only covers approximately eighty percent of a chosen applicant’s conference expenses. This situation has led the committee to reconvene and reexamine other candidates in light of last-minute chosen applicant cancellations.

10. Communications (Domínguez). Domínguez started her report by briefly stating the committee’s recommendations:

  • The incorporation of future Newsletter content into the different areas that will comprise the redesigned organization website resulting in the termination  of the Newsletter;
  • The purchase of a $48 plug-in that will allow for online membership payments of conference registrations, renewals, and webinars;
  • A contingent payment of $640 for a web developer to assist with the organization website redesign over the summer.

Domínguez continued by citing the enthusiastic and tireless volunteer efforts of Stephanie Rocío Miles, Sócrates Silva, Kent Norsworthy, and Craig Schroer for seeing through to completion the committee’s assigned charge. She finished her report by noting the committee’s ongoing work towards the digital preservation of past Newsletter content. At this point, Domínguez was informed by Calvo that the Finance Committee had endorsed the Communications Committee’s recommendations and that no other action was required.

11. E-SALALM Committee and Webinar Pilot Project (Llamas). Llamas began her report by noting the Finance Committee’s endorsement of the committee’s recommendation of Buddy Press as the organization’s website platform. She continued by announcing that the E-SALALM Committee’s charge was met and will cease to exist. She finished her report by announcing that work of the Webinar Pilot Project will continue under the leadership of Orchid Mazurkiewicz.

D. Substantive Committees

1. Acquisitions (Virginia García).                                              No report.

2. Access and Bibliography (Teresa Chapa).                                 “

3. Library Operations and Services (Rhonda Neugebauer).   “

4. Interlibrary Cooperation (Sarah Buck Kachaluba)               “

5. Libreros (Carlos Retta, not present). Cordero Berenguer, speaking on behalf of Retta, conveyed the Libreros discussion of the role and future of their sponsored reception. She noted, in particular, that the majority of Libreros have agreed to eliminate the standing option of allowing an individual Librero the choice of paying the Libreros Reception sponsorship fee of $300. She continued by reporting that all Libreros would be expected to pay the aforementioned sponsorship fee as part of the established exhibitors payment. Lengthy discussion ensued with Johnson, Holub, Mantilla, Russo, Llamas, Hull, Knowlton, Adleson, Benavides, Shirey, and Murray expressing suggestions and comments ranging from:

  • The difficulty of determining, in advance, the costs of the reception in light of variable expenses and income fluctuations that occur once a conference is underway;
  • The necessity of modifying language in existing documents used to arrange enforcement and payment of exhibitor fees for tax purposes;
  • The burden, if any, of higher fees for first-time exhibitors with the organization;
  • The elimination of the reception altogether given prior discussion of paucity of one-on-one time between membership and exhibitors;
  • To the creation of a one-time waiver or reduced rate for first-time exhibitors.

At this point, time constraints forced Shirey to pause the discussion and request that the Executive Board and Libreros continue this on-going conversation via e-mail.

III. Old Business

Future Meetings

A. 2012, Port of Spain, Trinidad and Tobago (Shirey). Shirey began her report by announcing an offer from the University of the West Indies, St Augustine to host next year’s conference in Trinidad and Tobago. She acknowledged the proposed conference’s four-day timetable as keeping in line with a recommendation for a shortened conference. She continued her report by confirming that the Finance Committee reviewed, revised and endorsed the proposed SALALM LVII conference budget. Finally, she stated that a LALA-L “straw poll” would be undertaken to determine which of two possible conference time frames (May 12-15 vs. June 16-19) fits the needs of the organization membership in order to avoid conference schedule conflicts. Shirey made a motion to accept the University of the West Indies, St Augustine’s invitation to host SALALM LVII. Llamas seconded the motion. Shirey called for a discussion of the motion. No discussion occurred. Shirey called for a vote. The motion passed unanimously.

B. 2013, Miami, Florida (Shirey). Shirey noted that a tentative proposal from the University of Miami Libraries and Florida International University Libraries to co-host SALALM LVIII in 2013 is expected in the near future. Williams confirmed what Shirey noted and will work with Mei Méndez before presenting a complete proposal to the Executive Board for consideration and subsequent approval.

IV. New Business


A. Gale Cengage World Scholar Portal―Latin America and the Caribbean Proposal (Llamas). Llamas briefly outlined a proposal from Gale Cengage to partner, administer, and award an undergraduate research prize with the organization. Lengthy discussion ensued with Johnson, Murray, Llamas, Hull, Adleson, Benavides, and Williams noting concerns and views ranging from:

  • The time-labor intensive logistical “nightmare” of researching, promoting and providing ongoing feedback to the portal, in addition to institutions and associated students, faculty and staff;
  • The proposal, if accepted, would require SALALM to act outside its guidelines as a non-profit organization;
  • The positive aspects that stem from the inclusion of the organization in an effort that encourages undergraduate research in Latin American Studies;
  • To the creation of an ad hoc committee to examine the implications of the proposal.

Shirey issued a call for volunteers to comprise the aforementioned ad hoc committee. Murray, Johnson, Adleson, and Mantilla agreed to serve on the committee. Williams suggested that others that have worked with the portal be approached to serve on the committee as additional members.

Shirey moved the meeting be adjourned.

The meeting was adjourned at 5:39 p.m.