September 7, 2011 Call
Conference Call: September
Executive Board Minutes
Attending: Steve Shadle
President Katy Ginanni
Past-President Carol Ann Borchert
Secretary Lisa Blackwell
Treasurer Jennifer Arnold
Regrets: Bob Boissy
Angela Dresselhaus, ex officio 1.0 Welcome (Shadle) The meeting was called to order at 2:03 p.m. EDT. 2.0 Secretary's Report (Borchert) 2.1 Outstanding action items The action items were reviewed and updated as follows: Not done/in progress: Action Item: All Board members will discuss how to turn the contingency planning documentation into a public document for distribution and discussion among the NASIG membership.
Action Item: Boissy will ask MDC for ideas for increasing membership by fall Board meeting.
Action Item: Boissy will take the idea of thank you letters to new members back to MDC for
consideration. IN PROCESS
Action Item: Boissy will ask MDC to work with D&D to create a document outlining the idea of offering a
conference prize to first-time members.
Action Item: Boissy will ask MDC to work with the Mentoring Committee to explore implementation of a
year-long mentoring program in addition to the conference mentoring program.
Action Item: Borchert, Pennington, and Dresselhaus will draft a version of the contingency planning
document for the membership in bullet list form. IN PROCESS
Action Item: Carr, Arnold, Shadle, and Ginanni will work on providing mutual access to manuals for
CPC, PPC, PPR, and the Past President.
Action Item: Chamberlain will ask E&A to poll vendors via email to see how NASIG could be more
valuable to them/how the conference could be a more valuable experience. IN PROCESS
Action Item: Clark will ask CEC to investigate online learning tools for webinars. Asking other library
organizations already using this might be a good place to start. IN PROCESS
Action Item: Clark will ask CEC to put out a call for volunteers to help set up webinars over the next
year and to work with this year’s PPC to get names and proposals. IN PROCESS
Action Item: Clark will ask CEC to work with PPC to identify content and use survey results to potential
locations and organizers. IN PROCESS
Action Item: Clark will ask CEC to work with PPC to create something such as a podcast and/or website
that explains the conference program proposal process. IN PROCESS
Action Item: Ginanni will investigate obtaining an Outsell report to see if there is an environmental scan
Action Item: Ginanni will clarify the item regarding a training program sponsorship with FDC next year
to determine if they meant our current grants and awards, which are already opportunities for
Action Item: Ginanni and Wilson will select members for a task force to write a proposal to poll vendors
for information about what information they need in order to make an informed decision regarding
sponsorship, the vendor expo, or other forms of participation. The proposal will include cost estimates
and will be sent to the Board.
Action Item: Pennington and Clark will talk to ECC & CEC about working together on the Archiving
Information section of the CEC-PPR proposal. IN PROCESS
Action Item: Pennington will ask ECC and the Website Liaison to explore where we could add
advertisements into the NASIG website without ArcStone intervention. ON HOLD
Action Item: Shadle will appoint or select members on FDC to work with advertisements. IN PROCESS
Action Item: Stamison will draft new language in conjunction with Wilson for the sections of the NASIG
website that refer to personal memberships, and will send this to Board for revision by end of December.
WILSON CHECKING WITH STAMISON REGARDING STATUS
Action Item: Wilson will ask A&R to submit suggested rewording for 2012 student grant awards over the
summer to better define the term “student”. IN PROCESS
• Anderson will continue work with N & E over the course of this year to insure that the manual is
complete and posted on the website.
• Blackwell will add information to the Treasurer’s manual indicating that the Board may approve
additional funding for the Merriman Award winner and the NASIG President to account for
• Blackwell will ask website liaison to request a status update from ArcStone pertaining to
development of their new platform.
• Blackwell will have Abigail ask ARcStone about plug-ins and widgets on the webpage. (not
• Carr will work with the Student Outreach Committee to create a formal proposal for the internship
• Ginanni will draft a charge and job description for the NASIG Historian, run it by the Board, and
then appoint a Historian.
• Ginanni reminds N&E that it is critical for Abigail to ask ArcStone to test online voting before
making it public.
• Ginanni will follow up with Tina Feick regarding renaming the student awards. Feick was asked to
contact John Riddick.
• Ginanni will remind PPC for Nashville to make sure task force presentation on competencies is on
the 2012 program.
• Ginanni will send a message to NASIG-L asking if there are any major objections to eliminating the
poster sessions from the annual conference.
• Ginanni will check with EBSCO to see if we can piggyback on their WebEx license for webinars and
involve them as a cosponsor in that fashion.
• Stamison will check with Swets to see if we can piggyback on their GoTo meeting license for
webinars and involve them as a cosponsor in that fashion.
• Wilson will ask A&R to investigate the cost of travel insurance for flight, hotel, etc. in traveling to
UKSG for Merriman Award.
2.2 Approval of Board Activity Report
VOTE: Shadle made a motion to approve the following Board Activity Report for addition to the minutes,
seconded by Clark. All voted in favor.
6/11 The Board discussed the issue of conference handouts and agreed that speakers may post the
handouts as and where they see fit, but that NASIG would like to load an actual file on the NASIG site,
rather than linking to the content elsewhere. Speakers may also post a video-recording of their session if
6/11 The Board agreed that the Publicist will be responsible for posting conference related tweets to the
NASIG Twitter feed.
6/11 The Board agreed that the Registrar should have a manual to facilitate training new registrars in
6/11 The NASIG President announced the tragic death of Maureen Grant, a NASIG member and librarian
at the University of Wisconsin.
6/11 The Board provided input on the questionnaire for Awards recipients.
7/11 The Board discussed the idea of an unconference and whether this should replace or augment the
informal discussion groups.
7/11 The Board discussed and approved with a 9-2 vote, with one abstention, in favor of the 2012
Nashvile conference theme of “Creating Harmony from Dis-chord.”
7/11 The Board discussed possible ideas for 2014 conference locations.
7/11 The Board discussed the preliminary PPC conference schedule and provided input.
7/11 VOTE: Shadle made a motion to change outgoing chair recognition by preparing an insert to
include in the program, reading names and having people stand at the business meeting and determining
an alternative distribution for the physical award, seconded by Clark. All voted in favor.
8/11 The Board continued to discuss the preliminary PPC conference schedule and provide input.
8/11 The Board discussed awards—in terms of the type of memento given for such and the most
effective manner of introducing awardees to the membership—and made recommendations.
8/11 VOTE: Shadle made a motion for NASIG to sponsor the Great Lakes Region E-Resources Summit,
seconded by Clark. 8 voted in favor, with 4 abstentions.
8/11 VOTE: Clark made a motion to accept the NASIG internship proposal document, seconded by
Shadle. 10 voted in favor, with 2 abstentions.
8/11 VOTE: Shadle moved to provide a 50% registration waiver for all non-vision sessions up to 3
presenters per session, seconded by Clark. 9 voted in favor, with 3 abstentions.
8/11 The Board also discussed how removing the distinction between strategy and tactics sessions would
affect the Proceedings Editors and supports having all presenters prepare their own papers unless a
recorder is specifically requested.
8/11 The Board approved the call for proposals from PPC.
8/11 The Board approved the conference logo from CPC.
8/11 The Board was saddened to learn of the passing of Liz Burnette. For the past ten years, Liz was
Head of the Content Licensing and Acquisitions Department at North Carolina State University Libraries.
Prior to that, Liz worked for the Third Circuit United States Court of Appeals Library in Philadelphia. Liz
will be missed by her family, friends, and colleagues.
8/11 The Board moved deadlines for CPC, PPC, and Mentoring annual reports to July 15. E&A will
continue to have a deadline of September 5.
8/11 The Board discussed timing of the request for proposals and the need to start that process early.
Treasurer’s Report (Blackwell)
There was no new update on Treasurer business. Everything has been running fairly smoothly.
Consent agenda (all)
VOTE: Shadle made a motion to accept the annual reports from the Mentoring Group and Program
Planning Committee, seconded by Clark. All voted in favor.
Committee updates (all)
Conference Proceedings—No new update
Contingency Planning Document TF—The task force is setting up a framework and will forward stuff to the
Continuing Education—No update beyond agenda item
Core Competencies TF—No report
Database & Directory—No new update
Electronic Communications—No major updates
Evaluation & Assessment—No report
Financial Development—No new update
Membership Development—No report
Mentoring Group—No new update
Newsletter—September newsletter should be up by Friday, September 9.
Nominations & Elections—The first call for nominations has gone out, and some nominations have come
Program Planning—PPC has been very busy. The first call for proposals has gone out, and they are
working on updating the program schedule.
Publications & Public Relations—No new update
Site Selection—Site Selection has made trips to potential locations for 2014. Two sites look promising so
far. They will put together a recommendation with pros and cons of each site. There have been five
applications for Joyce’s position and that process will move forward soon.
Student Outreach—No new update
2-word follow-up (Shadle)
Shadle was going to forward the word cloud graphic to ECC for them to add to web site and have it
distributed through a FB announcement and NASIG-L. That should be up and ready soon.
Action Item: Shadle will forward graphic of 2-word exercise to ECC to load on website and distribute for
Questions from CEC (Clark)
The CEC members are currently looking at different types of webinar software for NASIG to use. What
kind of timeline are we looking at for CEC's presentation of findings, and a possible implementation?
The Board would love for one or two to happen before the next conference. EBSCO and Swets each said it
would be okay to use their Web conferencing software with the limits of six meetings annually and no
more than 30 total attendees in any given meeting.
Regarding webinars that may be put on or sponsored by NASIG: Will there be a charge for the webinars?
CEC is the one who will be working with the software, so they are free to select what works best for them
unless there is a financial issue the Board needs to be aware of.
NASIG will probably need to charge a minimal amount in order to recover costs of webinar software. Free
options have not proven to be very robust. Zellner has a spreadsheet of an analysis of webinar software
that she did previously that she will forward to CEC. CEC’s criteria may vary, but it provides a start.
Action Item: Zellner will forward information to CEC regarding a previous analysis that she did for
various webinar software options.
What kind of incentives will there be for webinar presenters (other than the fact that they can use it as a
No financial incentive at this time.
CEC recently conducted a survey of NASIG members. Should the results be shared with all of the NASIG
With some editing to make it more usable, yes, we should share results with membership.
Membership Rate Discussion (Blackwell)
Organizations typically set rates in U.S. dollars, and members pay in U.S. currency. When non-U.S.
members make payment in another currency, that causes complications for the Treasurer and additional
bank fees for NASIG. The Membership Benefits page only lists general membership dues, but nothing
different for Canada or Mexico. We need to update the Membership Benefits page to reflect the lower
membership rate for Mexico, and we may ultimately want to expand category to include developing
countries and link to World Bank list. No changes on the website will be made until January 1.
Action Item: Ginanni will contact Oscar Saavedra in Mexico regarding how to generate more Mexican
Action Item: Blackwell will follow up and make sure that rates on Membership Benefits page are listed in
U.S. dollars and that it includes the separate rate for Mexican members.
Travel Insurance (Wilson)
Wilson had sent information to the Board regarding travel insurance for Merriman Award winners.
Insurance rates look reasonable considering cost of covering additional expenses in 2010 during the
Icelandic volcanic eruption.
VOTE: Clark made a motion to approve the purchase of travel insurance as a matter of routine for
Merriman Award winners and the NASIG President attending UKSG, and to add this to the reimbursement
policy. Motion seconded by Ginanni and all voted in favor.
When the NASIG President makes travel arrangements, he/she will determine best policy and purchase
travel insurance for both people. A&R will add to their manual that travel insurance will be purchased.
Arcstone is updating their system and providing additional functionality.
Action Item: Shadle will put together a group (Blackwell, Arnold, ECC folks, Pennington, Beth Ashmore,
possibly Boissy) to determine what new features and cost thereof will be to make a recommendation to
Board whether to upgrade or not, or to search for a different company.
11.0 Vision Speaker (Carr)
The Board had started a discussion of potential speaker recommendations on the Board list. The Board
discussed additional suggestions.
Meeting adjourned at 3:29 p.m. EDT.
Minutes submitted by:
Carol Ann Borchert
September 9, 2011
Revised September 30, 2011
Minutes approved by the NASIG Executive Board on October 17, 2011.
10.0 Arcstone Developments (Blackwell)