Executive Board Meeting Minutes 2012 Pt. 2

SALALM LVII, Port of Spain, Trinidad and Tobago
Executive Board Meeting II, June 19, 2012
Minutes as corrected

Present, Executive Board: David Block, Hortensia Calvo, Paloma Celis-Carbajal, Darlene Hull, Peter T. Johnson, Paul Losch, Martha E. Mantilla, Lynn Shirey, Mary Jo Zeter, Roberto C. Delgadillo (Rapporteur). Also present: S. Lief Adleson, Anne Barnhart, Angela Carreño, Alejandra Cordero Berenguer, Paula Covington, David Dressing, Patricia Figueroa, Ellen Jaramillo, Sean Knowlton, Jared Marchildon, Mei Méndez, Stephanie Miles, Molly Molloy, Alma Ortega, Carlos Retta, Linda Russo, Craig Schroer, Cecilia Sercán, Laura Shedenhelm, Rafael E. Tarragó, Gayle Williams, John B. Wright

I. The meeting was called to order at 4:21 p.m. with Mantilla presiding.

II. Conference Reports

A. Officers

1. President (Mantilla). No report.

2. Vice-President/President-Elect (Delgadillo). “

3. Past-President (Shirey). Shirey updated the Executive Board and the membership with the results of the three ad hoc committees she created the previous year. The first of these committees, the Membership Survey Committee, was charged with surveying the membership about:

  • The length of the annual conference, including Shirey’s membership finances and goals;
  • Committee and panel evaluations;
  • The value of the annual conference;
  • And the organization’s long and short-term priorities.

Shirey announced that the committee never carried out its charge and thus no report. She continued with the results of the second committee, the Name Change Committee. It was charged with:

  • Investigating the consequences, cost and feasibility of a name change for the organization.

Shirey summarized the committee’s report that found while, at present, a name change is feasible economically and legally; the committee membership was not invested in such a change given that there’s no mandate to pursue such a change; however should that change, in the future, it is possible. She concluded her report by conveying the recommendation of the third committee. It was charged with:

Examining the consequences of partnering, administering, and awarding an undergraduate research prize stemming from a Gale Cengage scholarship proposal associated with its World Scholar Portal―Latin America and the Caribbean database.
Shirey noted that the committee recommended that it was not feasible to pursue the proposal due to philosophical and time constraints. At this point, Figueroa and Knowlton requested that the Membership Survey Committee be allowed to pursue its charge next year. Mantilla approved this request and noted she would include it as part of her presidential goals.

4. Executive Secretary (Calvo). No report.

5. Treasurer (Johnson). “

6. Rapporteur General (Delgadillo). Delgadillo began his report by warmly thanking the time and efforts of past volunteer rapporteurs. He next announced his recruitment of two volunteers to fill his position: Suzanne Schadl and Craig Schroer. He briefly noted his intention to transfer his archives and digital audio equipment and communicate with the new Rapporteur Generals in the near future. Delgadillo finished his report by again thanking the organization with having entrusted him with the duties of the Rapporteur General for the past 6 years.

B. Members-at-Large

1. Block (2010-2013). No report.

2. Hull (2010-2013). “

3. Losch (2011-2014). “

4. Zeter (2011-2014). Zeter briefly expressed some Libreros’ frustration with their inability to capture adequate attention from librarians. She conveyed, as with past meetings, that the difficulties of scheduling and conflicts with panels reduced the time available for conversations. Zeter finished by recommending getting aside a period with no activities other than bookseller time.

5. Celis-Carbajal (2012-2015). Celis-Carbajal began her report by noting one Librero suggestion that conference exhibit time be shortened and thus free up additional time to meet with librarians. She finished her report by suggesting that the organization work with LASA toward a future joint conference given the number of identical issues faced by both organizations in Latin American area studies.

6. Domínguez (not present). (2012-2015) No report

C. Executive Board Committees

1. Constitution and Bylaws (Tarragó). No report.

2. Policy, Research and Investigation (Sercán). “

3. Editorial Board (Mazurkiewicz; not present). “

4. Membership (Griego, not present). “

5. Finance (Covington). Covington began and ended her report by noting the committee as having reviewed Johnson’s proposal to codify the member registration policy. Mantilla made a motion to accept Johnson’s proposal. Losch seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

6. Enlace/Outreach (Silva; not present). No report.

7. José Toribio Medina Award Panel (Víctor Federico Torres; not present). “

8. Nominations (Miles). “

9. Communications (Daisy V. Domínguez; not present) “

10. LALA-L (Williams). “

D. Substantive Committees

1. Acquisitions (Virginia García; not present). No report.

2. Access and Bibliography (Teresa Chapa; not present). “

3. Library Operations and Services (Rhonda Neugebauer). Williams, speaking on behalf of Neugebauer, and as chair of the Subcommittee on Audio-Visual Media reported that members of the subcommittee noted and or discussed the following:

The documentary film series, curated by Chapa, and film panel held at this year’s meeting;
Williams, as chair of the subcommittee, encouraged members to develop a panel for the Miami meeting once the theme has been announced;
Domínguez’s efforts in migrating the subcommittee wiki page to the new SALALM web page environment;
The challenges of purchasing DVDs for library collections despite preference by other staff that would prefer streaming video but unaware that many films on Latin American topics are still only available on disc;
Users becoming accustomed to the ‘Netflix’ model for viewing films that hasn’t been adapted at academic libraries;
Differences in institutional pricing that doesn’t necessarily include performance rights;
Miguel Valladares is the incoming chair.
Williams next focused on the activities of the Subcommittee on Cataloging and Bibliographic Technology. The subcommittee chair, Ellen Jaramillo, noted and or discussed the following:

Plans to transition to and/or accommodate Resource Description and Access (RDA), a new cataloging standard designed for the digital world and the expanding universe of metadata users. On March 31, 2013, RDA is replacing AACR2 as the widely-accepted international code for cataloging;
What RDA training plans various institutions have, when they hope to begin cataloging using RDA, plans for creating RDA authority work, concerns, etc.;
The feasibility of next year hosting a workshop to explain RDA to non-cataloguer colleagues;
Brenda Salem is the incoming chair.
Williams concluded her report by discussing the activities of the Subcommittee on Reference Services and the Subcommittee on Bibliographic Instruction. She recounted how last year the two groups began discussing the possibility of merging. At this year’s meeting, they reached agreement that it would be beneficial and took their proposal to Policy, Research and Investigation Committee. The proposal passed at the first meeting of the Executive Board, which means beginning in 2013 the two subcommittees will become the Subcommittee on Research and Bibliographic Instruction. There will be two co-chairs, Meiyolet Méndez and Anne Barnhart. The Reference Services subcommittee meeting also discussed reference desk service models to meet the academic library’s changing environment.

4. Interlibrary Cooperation (Sarah Buck Kachaluba; not present). Losch, speaking on behalf of Buck Kachaluba, delivered her report. He noted that the committee had twelve members in attendance. He next conveyed that Buck Kachaluba facilitated a review and some revision of the documentation used by the committee to report collection statistics. She proposed offering the Excel spreadsheet only, accompanied by a word form to be used as a worksheet and guide which will clarify the headings for each category of data and provide a place for those reporting to write down figures before transposing them into the Excel document. This was followed by a review of the different categories of collection data listed on the Excel spreadsheet. Committee members present decided to eliminate some categories and revise others to make the meaning clearer. Buck Kachaluba asked Holly Ackerman if she would review Buck Kachaluba’s revisions to the Excel spreadsheet and the Word document that will accompany it. Ackerman agreed. Losch finished Buck Kachaluba’s report by noting that the committee then turned briefly to a discussion of a second agenda item introduced at last year’s meeting: the creation of a book-length work on Latin American collection development. In 2011, a list of committee members interested in participating was created. In response to Buck Kachaluba’s call, Melissa Guy and Williams volunteered to take the lead on this project.

At this point, Mantilla granted a request from Calvo to finish discussing Future Meetings, Old Business and New Business agenda items from the first meeting of the Executive Board.

III. Future Meetings

A. 2014, Provo (Wright). Due to an element of agenda item confusion and because Wright had done so already at the Business Meeting & Closing Session, Mantilla informed Wright that he did not have to repeat delivering his proposal/letter of invitation from Brigham Young University (BYU) to convene the organization annual conference in Salt Lake City, Utah, on a day in May or June 2014. At this point, several Executive Board members requested conference budget information, when informed that information would be forthcoming and in the interest of time, Mantilla made a motion to continue to examine BYU’s invitation to host SALALM LVIII. Losch seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

B. 2015, Buenos Aires, Feria del Libro de Buenos Aires (Calvo). Calvo began her report by conveying the Buenos Aires Book Fair’s (BABF) preliminary expression of interest to host SALALM in Buenos Aires in 2015. She described how she traveled to the BABF in April at their invitation. She met with Alberto Hughetti, María Teresa Carbano, President and Vice-President, respectively of the Comisión de Profesionales de la Fundación El Libro. She also met with Gabriela Adamo, Executive Director of the BABF. Calvo strongly urged the Executive Board to consider the BABF’s desire to collaborate with the organization. To underscore her point, Calvo read Adamo’s letter of interest noting the same. Lengthy discussion ensued with Calvo, Celis-Carbajal, Adleson, Schroer, Russo, Wright, Barnhart, and Williams offering suggestions and comments ranging from:

The clarification of BABF dates;
The impact on Libreros exhibit space;
The cost savings of having a combined conference/book fair event;
The opportunity to expand the organization’s US based boundaries;
To the willingness of the BABF to offer incentives to stay beyond the conference.
Mantilla made a motion to continue Calvo’s efforts to pursue the invitation with the representatives of the BABF to meet in 2015. Her motion was seconded by Covington. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

IV. New Business

A. Role of Members-at-Large (Block). Block began his proposal by noting the need to have additional information regarding the role of members-at-large (MAL). The existing language regarding the duties of MAL in the current Constitution and Bylaws (CB) and or Operations Handbook (OH) are very short and somewhat vague. Given that the aforementioned CB and OH are in the progress of review and revision Block put forth a motion that the current President enable the current MAL to discuss what their responsibilities could be in the new CB and OH. Johnson seconded the motion. Mantilla called for a discussion of the motion. Brief discussion ensued with:

Block offering to take the lead on discussing the role of MAL;
Johnson welcoming these possible discussions as part of the modernization of the organization;
Covington noting that discussions and possible redefinitions would go towards helping Calvo and the work of the Secretariat;
And Celis-Carbajal asking for clarification and Block noting that the “MAL get together and write a job description for what they do.”
Mantilla called for a vote. The motion passed with Losch voting no.

B. Executive Secretary Designation (Johnson). Johnson began his report by pointing out instances where the organization’s current structure and terminology is in need of revision. He submitted a motion to change the title of the “Executive Secretary” to “Executive Director” because it accurately reflects that position’s duties and responsibilities. Lengthy discussion ensued with Tarragó, Block, Wright, Losch, Calvo, and Adleson offering suggestions and comments ranging from:

Submitting title changes to the current Constitution and Bylaws Committee;
Clarification of the mechanism for submitting changes in the organization’s structure to the aforementioned committee;
Reminder of the financial implications of suggesting an Executive Secretary name change;
To noting how the nature of the Secretariat’s duties and expectations have significantly changed in the last decade.
Due to time constraints, Johnson withdrew his motion. Calvo noted that she and Johnson would meet and submit another title change recommendation at a later date.

IV. Old Business

A. SALALM-Marietta Daniels Shepard Scholarship at Texas (Block). Block submitted a proposal to keep the SALALM-Marietta Daniels Shepard Scholarship as a dues item and thus allow the membership the option of funding the scholarship should they choose to when paying their membership fees. Johnson spoke against this proposal after describing the history of the aforementioned scholarship and presenting arguments that he feels work against the best interests of the organization should the membership fund the scholarship whatever the amount. Block countered that the membership should have the option of funding a scholarship in the memory of one of the organization’s founding members. Brief discussion ensued with Barnhart, Block, Hull, Shedenhelm, Molloy, and Johnson offering suggestions and comments ranging from:

The promotion of the scholarship on the organization web page instead as a membership dues item;
To a description of how the scholarship funds are distributed the University of Texas at Austin.
Due to time constraints, Block repeated his motion. Hull seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion was not adopted after 2 members voted in its favor, 5 members against, and 1 abstention.

B. Elimination of Committees (Mantilla and Shirey). Mantilla submitted a motion to eliminate the Gifts and Exchanges Subcommittee and Official Publications Subcommittee. Hull seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

C. Libreros’ Reception (Shirey). Shirey revisited the previous year’s Libreros discussion of the role and future of their sponsored reception. She noted, in particular, that the majority of Libreros had 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 recounting that at that time all Libreros would be expected to pay the aforementioned sponsorship fee as part of the established exhibitor’s payment. Since then and in subsequent email communications, Shirey notes that the Executive Board cannot dictate whether or not a Librero choose to contribute to the reception. It is, Shirey conveyed, a decision for the Libreros to decide among themselves. At that point, pressing time constraints forced Mantilla to ask the Executive Board to consider and vote on the last agenda motion.

D. Professor Doris Sommer Donation (Shirey). Shirey presented a motion asking the Executive Board to show its support of the work of Professor Doris Sommer with Pre-Texts on creative literacy by donating an amount to be determined by the Executive Board. Johnson noted that the Finance Committee had met this year before Sommer did her presentation, but Tarragó noted that there is a proviso in the Constitution that speaks to making charitable contributions and expenses not anticipated. Shirey seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

Johnson moved the meeting be adjourned.

The meeting was adjourned at 6:03 p.m.