October 27, 2015 Meeting
Ex Officio: Kate Moore 0 1 2 3
0 Guests: Betsy Appleton, CPC Co-Chair Mary Ann Jones, CPC Co-Chair Anne McKee , Conference Coordinator Danielle Williams, PPC Chair
1 Members at Large: Eugenia Beh Christian Burris Maria Collins Laurie Kaplan Steve Oberg Wendy Robertson
2 Executive Board: Carol Ann Borchert, President Steve Kelley, Past President Anna Creech, Vice President/President Elect Kelli Getz, Secretary Beverly Geckle , Treasurer Michael Hanson, Treasurer-Elect
3 CPC/PPC Report , Kelley, Creech, Appleton, Jones, McKee, Williams
October Board Meeting
The meeting was called to order at 9:09 am.
CPC, PPC, and Anne McKee met with the Board to
discuss the logistics of the 2016 Annual NASIG
Per CPC and McKee, there will be free Wi-Fi in the hotel
rooms for NASIG attendees. Also, there will be free
WiFi in the hotel conference rooms.
After the Board Meeting, CPC would be meeting with a
representative of the hotel to do a walk-through of the
conference space after meeting with the Board.
Additionally, CPC would be meeting with a
representative of the Albuquerque Convention &
Visitors Bureau the afternoon of 10/27 to look at
venues for an off-site event.
Keeping attendees hydrated will be an issue at the
conference due to the heat and low humidity. CPC will
need to make sure that the conference rooms have
plenty of water throughout the day.
CPC will need to inform conference attendees that the
Q-Bar in the hotel has an enforced dress code.
There are several bike rental options close to the hotel.
CPC will include this information on the conference
CPC is also looking into an optional off-site event for
NASIG attendees to go to a local baseball game.
PPC said that the three vision speakers for the 2016
conference have been confirmed and MOUs sent.
The call for proposals will close on November 15 but can
be extended to December 18. When the online
schedule (Sched) goes live, payment will need to be
made. Williams will add the CPC co-chairs and the
Treasurer as Sched administrators. Williams will also
investigate if there is a way for Sched to go live and
keep it private so that the Board can view the schedule
before it is made public.
ACTION ITEM: Creech will report back to the Board
regarding PPC’s investigations of being able to have
Sched go live without it being visible to the public.
ACTION ITEM: Geckle will work with PPC to pay for
Sched when the program slate is finalized.
There was much discussion around finding the best time
slot for the Vendor Expo. It was agreed that Saturday
lunchtime would work best. There will not be problems
with space this year and vendors liked the non-compete
timeslot. This will also encourage vendors to stay
through the whole conference and will also help them
so that they won’t lose a day of sales ability.
Last year PPC asked the Tier 1, Tier 2, and organizational
members to participate in the Vendor Lightning Talks
(VLTs). This year we need to have at least 5 speakers
for the VLTs with speeches to last no longer than 7-8
ACTION ITEM: PPC will work to get at least 5 speakers
for the Vendor Lightning Talks. PPC can work with the
Registrar to see which vendor reps will be attending the
conference and contact them in the event that PPC has
difficulty getting responses from the sponsorship
ACTION ITEM: Creech will complete the PPC annual
report from the 2015 conference.
The Business Meeting was set to go from 7-8 pm on
PPC’s schedule. The Board felt that this was too late to
hold the meeting.
ACTION ITEM: PPC will adjust the preliminary schedule
to find a better timeslot for the Business Meeting
ACTION ITEM: Williams will take the Board’s
suggestions for additional workshops back to PPC.
Williams will then report back to the Board on how PPC
will be proceeding with the additional workshops
Since the student award winners are no longer required
to write a report to be printed in the NASIG Newsletter,
student award winners could now choose from either
writing a report for the newsletter, participating in the
Snapshot Sessions, or creating a Great Idea. However,
the Board agreed that this can begin with the
Indianapolis conference in 2017 since there will likely be
more students attending the conference due to the
proximity of several library schools.
Secretary’s Report (Getz) 3.1
Action Items Update
The Board went through the outstanding action items
from April and May to incorporate them into the
current set of action items. There is now only one set of
action items instead of three sets of action items.
Board Activity Report
● October 10, 2015: Board approved the PPC slate of
Vision Speakers for the 2016 conference
October 21, 2015: Board approved the First Timer’s
Award and the Capstone Award as proposed by the
Awards and Recognition Committee, with the minor
edits suggested by the Board.
Approval of Oct. 2 Conference Call Minutes
Robertson moved to approve the minutes from the
October 2 conference call. Oberg seconded. The
minutes were approved unanimously.
Treasurer’s Report (Geckle)
4.1 2015 Conference Financials
Geckle reported that the numbers from the D.C.
conference look good. NASIG made a total of $32,516
from the D.C. conference, which was slightly less than
the Fort Worth conference net of $39,522. However,
the D.C. conference had additional contingency fund
expenses to cover such as the 30th Anniversary
Celebration and the joint conference day with SSP.
Geckle reported that the 2016 committee budget
proposal has been set. The committees asked for a
total of $96,550, although committees usually
overbudget for committee expenses.
To date, in 2015, the committee expenses are
Geckle said that the archival information that the
Treasurer needs such as conference attendance,
membership numbers, etc. is not readily available in
ACTION ITEM: Geckle and Hanson will explore options
for keeping track of information such as conference
attendance, membership numbers, etc. Ideas at the
meeting included AMO and Google docs. Additionally,
Geckle and Hanson might employ the help of the FPTF
to go through old newsletter issues to look for historical
information from previous treasurers.
Oberg pointed out that the Executive Board Travel and
Reimbursement Policy was out-of-date for the
upcoming Winter Board Meeting since the NASIG Board
no longer meets in conjunction with ALA Midwinter.
ACTION ITEM: Oberg and Borchert will revise the
wording on the Executive Board Travel and
Reimbursement Policy so that the policy reflects current
practice regarding the Midwinter Board Meeting.
Oberg and Borchert will then bring the revised wording
to the Board for a vote.
4.4 Non-Receipt of Payment from Conference
Per Geckle, she is still following up with several
individuals regarding non-receipt of payment from
ACTION ITEM: Geckle, Kelley, and the Registrar will
work together to resolve the issue of non-payment at
ACTION ITEM: Geckle and Hanson will explore using
PayPal instead of authorize.net to see if PayPal will
accept American Express credit cards.
Committee Updates (All)
Archives - Nothing to report.
Archives Task Force - Nothing to report.
Awards and Recognition
A&R felt that the serials specialist award should be
renamed since the other awards are named after
distinguished members of NASIG. The Board felt that
the award would continue as the Serials Specialist
Award for another year because the call for
nominations will be going out too soon to make a
change this year. Borchert suggested changing the
name next year.
VOTE: Robertson moved to change the name of the
Serials Specialist Award to Library Specialist for 2016
and then name it after a NASIG paraprofessional after
that. Burris seconded. The motion passed
ACTION ITEM: Kelley will investigate other potential
names for the Library Specialist Award for next year.
The Birdie MacLennan award is a new award targeting
mid-career professionals. Collins suggested broadening
the award criteria to include e-resources expertise in
addition to serials experience to better fit with NASIG’s
ACTION ITEM: Creech will take the suggestion from
Collins to A&R to broaden the Birdie MacLennan award
to include e-resources expertise in addition to serials
A&R needed to know from the Board whether or not to
budget for the Champion Award. Per the Board, the
Champion Award is only given every 5 years so A&R
should not budget for it this year.
The Bylaws Committee is working on updating the
Bylaws with NASIG’s new vision.
Communications & Marketing Committee
Searching on the NASIG website is difficult because the
newsletter, blog, and even some of the AMO content is
not available to be searched on the NASIG website. This
discussion will be addressed later in the NASIG
Newsletter searching discussion.
Dresselhaus recommended purchasing a physical
recorder that works with Dragon software to be used
for vision speaker speeches. The price of the physical
recorder is $100.
VOTE: Oberg moved to accept the request from
Dresselhaus for the $100 recorder intended to be used
to record vision speaker speeches. Creech seconded.
The vote passed unanimously.
The Proceedings Editors were also concerned with the
quality of submissions. The Board suggested strongly
encouraging speakers to write their own papers and
including the presentation abstract if no write-up is
available. It is still too expensive to video record each
session. Collins will check with Editors to see if they
need more physical recorders so that one can be left in
each concurrent session room (5) and one can be left in
the larger vision speaker room (1) for a total of 6
ACTION ITEM: Collins will ask the Proceedings Editors if
they would like to request an additional 5 recorders on
top of the one that the Board approved for them.
ACTION ITEM: Creech will notify PPC that they need to
include language when sending out the MOUs to
encourage speakers to write up their own
Dresselhaus said that for the anniversary editions of the
Conference Proceedings that the NASIG President
usually writes a letter to be included.
ACTION ITEM: Kelley will write a letter as NASIG
President of the 30th anniversary conference for the
ACTION ITEM: Collins will check on the due date for
Kelley regarding the NASIG President’s letter for the
anniversary edition of the conference proceedings.
● Conference Proceedings Editors The Conference Proceedings Editors brought to the
Board a proposal to restructure the Conference
The editors are concerned with the quality of the Proceedings Editors and change the
recordings from the devices that recorders are using. reimbursement/stipend structure. Currently, there are
4 NASIG Newsletter March 2016
2 editors that both get a stipend. In the proposal the
Editors would like to see the following:
● Have four positions instead of the current system of
two positions. The four positions would be: Lead
Proceedings Editor [second-year], Proceedings
Editor [first-year], Production Manager, and
Production Assistant. This model resembles the
● The Proceedings Editor would be a two-year
position where the incoming Proceedings Editor
would spend the first year in training and move into
the second-year position where he/she would be
the lead editor.
● The Production Manager would appoint the
incoming Proceedings Editor.
● The Production Manager would also be in charge of
coordinating workflows and assignments, serve as
the liaison to the Taylor & Francis editor, and recruit
● The Production Assistant would support the
Production Manager as needed.
● The current $1,000 stipend would be split between
the Lead Proceedings Editor and the Production
Manager since those two positions would have to
attend the conference, as opposed to the current
model of both Proceedings Editors receiving a
stipend to split.
● In the proposal, the Editors are requesting reduced
conference registration rate for the incoming
Proceedings Editor and the Production Assistant.
The Production Manager and Lead Proceedings
Editor will split the $1,000 conference stipend.
VOTE: Oberg motioned to approve the proposal as
proposed by the Proceedings Editors including the
reduced conference registration rate of $200 for the
incoming Proceedings Editor and the Production
Assistant. Burris seconded. The vote passed
committee chairs so that they will be prepared to lead
their committee meetings at the conference. The
webinar needs to be recorded and available so that
both the committee chairs and web liaisons can refer to
ACTION ITEM: Robertson will let CEC know that they
are tasked with providing a committee chair training
webinar before the conference that needs to be
available for future reference.
The CEC chair (Jeannie Castro) stepped down. The
vicechair (Esta Tovstiadi) will be stepping into the chair
ACTION ITEM: Creech will find a new CEC member and
appoint a new vice-chair.
ACTION ITEM: Robertson will notify the Board when a
new CEC vice-chair is selected.
● Database & Directory - Nothing to report.
● Evaluation & Assessment - Nothing to report.
● Financial Planning Task Force
FPTF will be checking the NASIG Newsletter for
historical information regarding NASIG’s finances.
Per Borchert’s conversations with October Ivins, it is
industry standard to have 2-3 times the annual
operating expenses in reserve.
ACTION ITEM: Geckle and Hanson will work with FPTF
to make sure that NASIG has 2-3 times the annual
numbers in reserve.
Membership Development Committee
MDC would like to make the membership brochure
easier to find on the website.
The Board recommended that CEC provide committee ACTION ITEM: Kaplan will work with MDC to synthesize
chair training before the conference to the incoming and standardize the membership across the NASIG
5 NASIG Newsletter March 2016
website. They will revise things with the help of CMC.
Additionally, they will pull out the benefits to put on the
ACTION ITEM: Burris will work with CMC to put
membership information and benefits to the “About”
menu. Additionally, CMC will aid MDC in synthesizing
and standardizing the membership information on
The Mentoring Group needed suggestions for door
prizes at the First Timers’ Reception. The Board felt
that gift cards would be appropriate.
The call for a new Copy Editor will go out soon.
● Nominations & Elections
N&E will be sending out another call soon reminding
people about the nominating colleagues for the
● Scholarly Communications Core Competencies Task
Chair William Joseph Thomas will be stepping down as
chair to remain on the committee as a member. Two
additional members will be added to the committee to
assist with the large volume of work assigned to the
ACTION ITEM: Robertson will report back to the Board
when a new committee chair for SCCCTF has been
● Site Selection - Nothing to report.
● Student Outreach Committee
Ideas Showcase. They are aiming to begin this for the
Indianapolis conference because there will be several
library schools relatively close to Indianapolis for
Petition Process (Kaplan, Kelley, & Oberg)
Kaplan, Kelley, and Oberg had a conference call last
week to discuss the petition process. They began
researching the petition process by looking through the
NASIG bylaws for direction. There are pieces of the
existing bylaws surrounding the business meetings at
the conference that could be reworded and/or
expanded to allow for a petition process. The group
noticed in the NASIG Bylaws in Article V. Executive
Board, Section 3. Duties that some of the language may
be more appropriate under Article VIII. Meetings.
ACTION ITEM: Kaplan will work with Bylaws to see if
some of the language in the NASIG Bylaws in Article V.
Executive Board, Section 3. Duties should be moved to
Article VIII. Meetings. The sentence in question is “The
membership may, by a two-thirds majority of those
present and voting at any meeting as provided for in
Article VIII, revise the actions of the Executive Board.”
The group recommends that the petition process go to
the Bylaws Committee for further investigation and for
potential inclusion in the NASIG bylaws.
ACTION ITEM: Kaplan will take the investigations of the
petition process from the Board sub-group to the
Bylaws Committee to create an article on the petition
The Board sub-group also recommends creating a more
formal way for NASIG members to be able to petition
the Board. While the Board does have an email address
(), the sub-group would like to see a
template on the NASIG website.
ACTION ITEM: Kaplan, Kelley, and Oberg will draft a
petition template for the NASIG website.
The SOC would like to see the student award winners
present either at the Snapshot Sessions or the Great
6 NASIG Newsletter
Digital Preservation (Borchert)
At the 2015 conference, vision speaker Anne Kenney
made a list of suggested action items for NASIG in the
area of digital preservation. The Board discussed how
to move forward on some of the action items suggested
Conference Rate Discussion (All)
ACTION ITEM: CMC will continue to work with the logo
3 to make sure that it displays correctly on the website,
in the footer, in the header, and on documents such as
the Core Competencies (Burris).
ACTION ITEM: Burris will talk to Chris Bulock to see if it
is possible to get a black and white version of logo 3. If
Bulock is unable to create a black and white logo,
Geckle will talk to Jim Geckle to see if he is able to do it.
The NASIG Board discussed the conference registration
rates for the 2016 conference but these have not yet
Parking Lot Issues (All)
There were no parking lot issues.
NASIG Newsletter Searching (Oberg) 13.0
Oberg brought up the issue of searching on the NASIG
website. The search currently only searches the actual
NASIG website and does not search newsletter content
or the NASIG blog. Both the Newsletter and the blog
have separate search features. Moore felt that there is
a way to incorporate a Google search on the NASIG
website that would search all of NASIG’s website, social
media sites, and the NASIG Newsletter.
ACTION ITEM: Burris will work with CMC to put a
Google search box on NASIG’s website to search the
website, the blog, and the Newsletter.
Strategic Planning Session (Borchert)
The Board discussed the strategic planning session that
is scheduled to take place in January with the winter
Logo Issues (Borchert)
There were some issues with the twisty sphere logo
displaying correctly. The flat sphere logo displays
VOTE: Oberg moved to go with logo 3 [the flat sphere
with straight lines] because it is easier to reproduce.
Robertson seconded. The motion passed unanimously.
Creech moved to adjourn at 5:10 pm. Oberg seconded.
Minutes submitted by:
Secretary, NASIG Executive Board
Revised December 1, 2015