Arts Section Manual 12-30-02
Arts Orientation Manual
***NEEDS REVISION***
(please refer to Resources for Working with ACRL for up-to-date information)
Arts Section
Association of College and Research Libraries
First Draft
December 1990
First Edition
July 1991
First Revision
July 1993
Second Revision
July 1994
Third Revision
July 1995
Fourth Revision
June 2002
TABLE OF CONTENTS
I. Arts Mission and Goals Statement
II. Arts in Relation to ALA and ACRL
A. ACRL Officers
B. ACRL Bylaws
C. ACRL's Guide to Policies and Procedures. Chapter 4: Sections
D. Arts Section Bylaws
E. Mailings for ALA and ACRL
F. ACRL Approval (budget and calendar)
III. Arts Officers
A. Chair
B. Vice-Chair/Chair Elect
C. Secretary
D. Past Chair
IV. Arts Newsletter
V. Arts Website
VI. Arts Standing Committees (calendars, charges, procedures, and duties of officers)
A. Conference Program Planning
B. Nominating
C. Publications
D. Technology and the Arts
E. Planning
F. Membership
G. Dance
H. Government and Private Sector Activities
I. Standards
VII. Arts Ad Hoc Committees
[none at this time]
VIII. Arts Discussion Groups
Appendix A: Arts Section Bylaws
Appendix B: List of past and present officers
Appendix C: List of past and present committee chairs
I. Arts Mission and Goals
The Arts Section of the Association of College and Research Libraries provides a forum for discussion, learning, and resource sharing between librarians and others working in or interested in the visual and performing arts.
Many specialist librarians in the arts belong to other professional organizations, such as: Art Libraries Society of North America, Music Library Association, and Theatre Library Association. Therefore, the Arts Sections serves as an umbrella group for special librarians primarily associated with academic collections emphasizing architecture, art, cinema, music, or theater and for other librarians who have an active interest in these and related subjects (i.e. book arts, design, dance, film/video, television) whether or not it is part of their current positions.
II. Arts in Relation to ALA and ACRL
A. ACRL Officers
Association of College and Research Libraries
50 E. Huron Street, Chicago, IL. 60611-2795
Tel:; (800) 545-2433 ext. 2523; (312) 280-2523 (between 8:30am – 4:30pm)
Fax: (312) 280-2520
1. Senior Associate Executive Director (Mary Jane Petrowski)
Coordinates activities of sections and chapters. Manages section appointments and
nominations process. Oversees ACRL’s Annual Conference programs and activities.
Coordinates ACRL membership promotion and retention activities. Serves as chief operating officer for ACRL.
2. See ACRL website for personnel in other ACRL positions and their responsibilities:
B. ACRL Bylaws
See website: www.ala.org/acrl/bylaws.html
C. ACRL's Guide to Policies and Procedures. Chapter 4: Sections -- Detailed descriptions of all policies and procedures relating to Sections. http://www.ala.org/acrl/policy/ch4poly.html
D. Arts Section Bylaws (See Appendix A)
Approved via ballot: June 2002
E. Mailings for ALA/ACRL (for calendar, see website: www.ala.org/acrl/assoinfo.html )
1. Mailing List is sent to Arts Vice-Chair in July, and is sent to Chair of Nominating Committee,
in April.
2. Section Appointments
September: Arts Vice-Chair receives instructions from ACRL for appointing section
committees.
October 1: Deadline for Conference Program Planning Committee appointees to return
acceptance forms.
Mid March: Deadline for Nominating Committee and all other section committee appointees to
return their acceptance forms.
3. Nominating Committee
Forms and instructions are sent to Chair of the Nominating Committee in April, to begin the
nomination procedure.
4. Program/Meeting Requests
Meeting space request forms for Midwinter are due in the ACRL Office by early October 1. Section Chair must send in forms for ALL section committees and discussion groups. Chair finalizes Annual Conference program schedules, room size, time, and equipment. Meeting request forms for Annual Conference programs are due mid October. Meeting request forms for Annual Conference regular are due late October.
5. Program/Meeting Space Form Elements
a. Due dates on request forms noted.
b. Past program/meeting days and times noted.
c. No-conflict days and times as outlined in the ACRL guidelines and on preliminary schedule
included in the room scheduling packet needed.
d. Proposal requirements for the program noted.
e. Times for the following must be requested:
1) Program (Annual conference only).
2) Executive Committee and Membership meeting.
3) Nominating Committee Meeting (closed).
4) All Committees Meeting.
5) Other meetings as requested (e.g., discussion groups, extra planning sessions,
working groups).
6. Budget Request Form
Due in ALA Headquarters by early December.
7. Conference Program
Forms and instructions sent to the Chair of the Conference Program Planning Committee.
F. ACRL Approvals
1. All budget and program requests must be approved by the ACRL Board.
a. Programs should relate to overall ACRL President's theme.
b. Bylaws of the section must be approved by the ACRL Constitution and Bylaws Committee
and subsequently the ACRL Board prior to a vote by the Arts Section Membership.
2. Note ALA/ACRL calendar and due dates: www.ala.org/acrl/assoinfo.html
3. ACRL Budget Rules and Calendar
a. Calendar
SEPTEMBER
Fund-raising plans to ACRL Executive Director are due by late September.
Tipsheet #10: Fundraising in ACRL: http://www.ala.org/acrl/tip10.html
Tipsheet #10a, Fiscal Policy and Funding Guidelines for ACRL Annual Conference Programs: http://www.ala.org/acrl/tip10a.html
OCTOBER
2003 Preconference Budget proposals are due mid October.
DECEMBER
Funding requests for section brochures due early December.
Tipsheet #15: Designing and Printing Section Brochures: http://www.ala.org/acrl/tip15.html
MIDWINTER CONFERENCE
ACRL Budget and Finance Committee reviews budget requests and prepares draft of budget.
ANNUAL CONFERENCE
ACRL Budget for the next fiscal year is sent to the ACRL Board for approval.
AUGUST
Reimbursement requests due mid August in ACRL office. Fiscal year ends August
31.
b. Rules and Procedures
ACRL provides financial support to its committees, sections and affiliated chapters. Each
ACRL unit that anticipates a need for money to carry out its activities must prepare a budget
with justification and submit it to the ACRL Budget and Finance Committee.
Clear and concise descriptions of the activities which require budget support should be
provided. What will be done, how it will be done, why it needs to be done, and time lines for
completing segments of the project, if appropriate, should also be stated. An additional sheet
should be attached, if necessary.
The Reimbursement Request form (http://www.ala.org/acrl/policy/reimburs.html) is used to obtain payment from the approved budget.
Travel funds for committee meetings at times other than the Midwinter meeting and the
Annual Conference must be included in the budget request. No funds will be provided
for travel to ALA conferences.
ACRL funds are not available to support expenses for presenting programs at the ALA
Annual Conference. Funding for Annual Conference programs is available, on a
competitive basis, from a special fund maintained by ALA. This fund supports non-
librarian speakers' travel and honoraria expenses. ALA Conference functions are supported
by registration and exhibitor fees and are therefore the source of funds for conference
programs. ACRL funds are intended to support division activities since they are derived
from membership dues.
III. Arts Officers
A. Chair
The Chair shall be the chief executive of the section, the chair of the Executive Committee of the
section, and the section's representative to the ACRL Activity Section Council unless he/she
designates someone else. The Chair is responsible for section projects pursued during term, and
submitting reports to ACRL Board on all section activities. The Chair is also responsible for
scheduling section programs, meetings, and events at Midwinter and Annual Conference.
1. Serves as an officer of the section and assists in advancing the goals and objectives of the
section and ACRL.
2. Chairs all meetings of the section Executive Committee at Annual and Midwinter Conferences.
3. Attends meetings of the section committees where possible.
4. Oversees section programs at Annual Conference; chairs annual meeting of the section which
may follow, precede, or be separate from the program.
5. Meets deadlines for requests for payment and reimbursement, according to the budget
submitted.
6. Schedules all of the section committee meetings and programs for Midwinter and Annual
Conference after consulting committee chairs. Completes meeting request forms for all
committees and programs and sends to ALA Conference Arrangements Office.
7. Submits reports to the ACRL Board on section activities. Strategic Plan Implementation Unit's
Activities form is due in the ACRL office by early May:
http://www.ala.org/acrl/policy/stratfrm.html
8. Responds to inquiries from members and non-members regarding section interests and
activities.
9. Type-of-activity Section Chair co-represents (with Vice-Chair/Chair-elect), the Arts section
on ACRL Sections Council. ["Type-of-activity" and "Type-of-library" sections are explained
here: http://www.ala.org/acrl/policy/ch4poly.html#4one]. Presents oral and written reports on
section events and plans to Council. This usually meets on Fridays at both Midwinter and
Annual Conferences.
10. Required meetings
a. Midwinter Conference
Arts committee meetings, when possible, except the Nominating Committee.
Arts Executive Committee and Membership Meeting
ACRL Board (for agenda items; can send liaison)
ACRL Sections Council
ACRL Leadership Council
b. Annual Conference
Arts Program (usually Chair)
Arts Committee meetings, when possible, except Nominating Committee.
Arts Executive Committee and Membership Meeting
ACRL Board (for agenda items; can send liaison)
ACRL Sections Council
ACRL Leadership Council
11. See the following tipsheets (http://www.ala.org/acrl/tipsheets.html):
Tipsheet #23: Duties of an ACRL Section Chair: http://www.ala.org/acrl/tip23.html
Tipsheet #23a: Section Chair Calendar: http://www.ala.org/acrl/tip23a.html
B. Vice-Chair
The Vice-Chair shall plan and coordinate all programs and projects to be pursued during term as
Chair, make appointments to committees to be active during term as Chair, and appoint section
nominating committee. The Vice-Chair is responsible for submitting budget requests for term as
Chair, participating in ACRL budget orientation, and responding to inquiries relating to
ACRL/Arts. The Vice-Chair serves on the ACRL Conference Program Planning Committee and
the ACRL Activity Section Council.
1. Serves as an officer of the section and assists in advancing the goals and objectives of the
section and ACRL.
2. As a member of the Executive Committee, attends meetings of the Committee at Annual and
Midwinter Conferences, including those at the Annual Conference immediately preceding the
taking of office.
3. Appoints a Nominating Committee and Chair, which is responsible for producing a slate of
candidates for section office. The section Vice-Chair may not be a member of the Nominating
Committee.
4. Appoints a Conference Program Planning Committee which is responsible for planning the
section's programs at the Annual Conference during year as Chair. May serve as a member of
the committee.
Early October: Deadline for appointees to return their acceptance forms.
5. Makes appointments to all other section committees for terms beginning when term as Chair
begins.
Early March: Deadline for appointees to return their acceptance forms.
6. Submits section budget requests for year as Chair according to stated deadlines.
Early December: Deadline for submitting budget requests.
7. Responds to inquiries from members and non-members regarding section interests and
activities.
8. Serves on the ACRL Conference Program Planning Committee. Reports to ACRL Vice-Chair
at meeting of the Committee on section programs being planned for Annual Conference during
the year as Chair. This committee usually meets on Saturdays at both Midwinter and Annual
Conferences.
9 Type-of-activity Vice-Chair co-represents (with section chair or past chair) the Arts Section
on the ACRL Sections Council. This usually meets on Fridays at both Midwinter and
Annual Conferences.
10. Required Meetings
a. Annual Conference before taking office
Arts Executive Committee and Membership Meeting
ACRL Orientation for New Officers and Chairs
ACRL Leadership Council
b. Midwinter Conference
Arts Committee Meetings (except Nominating)
Arts Executive Committee and Membership Meeting
ACRL Sections Council
ACRL Leadership Council
ACRL Conference Program and Planning Committee
c. Annual Conference during term of office
Arts Committee Meetings (except Nominating)
Arts Executive Committee and Membership Meeting
Arts Program
ACRL Sections Council
ACRL Leadership Council
ACRL Conference Program Planning Committee
11. See the following tipsheets (http://www.ala.org/acrl/tipsheets.html):
Tipsheet #24: Outline of Duties of an ACRL SectionVice-Chair: http://www.ala.org/acrl/tip24.html
Tipsheet #24a: Section Vice-Chair Calendar: http://www.ala.org/acrl/tip24a.html
C. Secretary
The Secretary shall be responsible for the maintenance of all section records, the recording of the
minutes of the general, business, and executive committee meetings at both Midwinter and the
Annual Conference. All records shall be submitted according to ACRL and Arts guidelines. Minutes of meetings should be submitted to ACRL within one month of the meeting. Submitting the Meeting Highlights form is optional (http://www.ala.org/acrl/policy/meethigh.html). The
Secretary shall also act as Clearinghouse for any relevant materials to be added to the archives of
the American Library Association.
1. Meetings to attend
a. Midwinter Conference and Annual Conference
Arts Executive Committee and Membership Meeting
D. Past Chair
The Past Chair serves on the Executive Committee.
1. Serves as an officer of the section and assists in advancing the goals and objectives of the
section and ACRL.
2. Serves as a member of the Executive Committee, attends meetings of the Committee at Annual
and Midwinter Conferences.
3. Revises the Arts Section Orientation Manual.
4. Other tasks according to the section bylaws or as assigned by the section Executive Committee.
5. May serve as liaison to the ACRL Board, unless another liaison is assigned, to submit reports
to the Executive Committee.
6. May serve as the Chair of the Nominating Committee.
7. Meetings to attend:
a. Midwinter Conference and Annual Conference
Arts Committee Meetings
Arts Executive Committee and Membership Meeting
ACRL Sections Council (possible)
IV. Arts Newsletter
A. The ACRL Art Section newsletter editor prepares Arts Newsletter for semi-annual publication.
The editor coordinates the publication deadlines for each fiscal year with the C&RL News editor at
ACRL headquarters. At present, the newsletter appears in the Spring and Fall; the volume number
Changes with each fiscal/academic year; Fall is number one and Spring is number two of each
volume. Biannual publication is contingent on ACRL funding; in some years only one issue
may be funded. The camera-ready copy (i.e., eight 8 1/2" x 11" sheets of paper) is sent to the
C&RL News editor at ACRL headquarters so that it arrives by the prearranged deadline. It is
mailed out to the membership by the printer. The newsletter editor may arrange an alternative
means of publication and dissemination, but must then take full responsibility for any cost, overrun,
delays, errors, etc.
B. Each issue is eight standard-size 8 1/2 x 11 pages. If additional pages are needed, the section Vice-
Chair must request extra funds by December 1 of the preceding fiscal year (i.e., at least ten months
in advance). As an alternative, ACRL will support the publication of one 16-page issue per year.
If necessary, the editor could produce a single "double-issue."
C. The presently allocated run is 10% over the section membership. Part of this 10% is distributed to
the other section newsletter editors. If additional copies are needed, the section Vice-Chair must
request the extra funds by December 1 of the preceding fiscal year in the section budget.
D. The newsletter editor is responsible for soliciting all material to be published. Section officers
should be asked to provide relevant section news such as meeting reports, program
announcements, new appointments, etc. Other news items and feature articles should be requested
from section members and non-members as well. Related arts organizations should be asked to
send their news and announcements. These solicitations need to occur at least one month before
the publication deadline. The editor selects which of the submitted items will be published. News
concerning ALA, ACRL, and the Arts Section has the highest priority. Other items should
reflect the interests of the Arts Section membership. A balanced representation of the various
art forms is desirable. The editor edits the material and prepares the layout. The design of the
publication should retain some semblance of consistency. No changes affecting the cataloging
of the publication are to be made without prior approval by the section Executive Committee and
the ACRL Publications Committee. Masthead information must appear in accordance with ACRL
policy. Two people should proofread the newsletter.
E. The newsletter editor is an ex-officio member of the Section Publications Committee. The
newsletter editor should keep in contact with all of the section officers and chairs, and should try
to keep abreast of the activities of other arts-related library and information associations. The
newsletter editor has the opportunity to meet with other ACRL editors at the annual conference
breakfast. The ACRL contact person is the editor of C&RL News.
F. The newsletter editor's term is not specified; however, each editor should expect to serve two
years: one year as the Assistant Editor, one year as Editor. The selection can be
made by the newsletter editor or the section Executive Committee, with the assistance of the
Publications Committee.
V. Arts Website
The Arts section website is an important information resource and communication tool for the Section. It
lists the current Section Officers, Committee Chairs, and Committee members, affiliates, meeting minutes,
and business/activities pertaining to the Arts Section. The website is coordinated by the Section's
Webmaster, who is also an ex officio member of the Publications Committee.
VI. Arts Standing Committees
The Vice-Chair shall make appointments to committees active during term as Chair. Personal members
in good standing and members representing institutional members shall be eligible to serve. And
according to ALA Policy Manual (4.4): "no person shall concurrently serve in more than three separate positions."
See tipsheets (http://www.ala.org/acrl/tipsheets.html):
Tipsheet #26: Appointing Section Committee Chairs and Members: http://www.ala.org/acrl/tip26.html
Tipsheet #21: Requirements for Nomination or Appointment to Division Office, Boards and Committees: http://www.ala.org/acrl/tip21.html
Tipsheet #20: Responsibilities of an ACRL Committee Chair: http://www.ala.org/acrl/tip20.html
A. Conference Program Planning Committee
The Program Planning Committee shall coordinate the collection of ideas and suggestions from the
Section members for the Annual Conference program, and the final selection of the proposed
program and speakers. The Committee shall be responsible for the program budget and budgetary
requests, the handling of the equipment needs of the speakers, and publicity. The conference
program shall focus on a specific area of the visual and performing arts, taking into consideration the
cultural resources of the host city, research institutions/collections, and special facilities, but not
being totally dependent on these criteria. The Committee may coordinate the co-sponsorship of the
program with allied associations or organizations when feasible. The Chair of the Committee shall
work closely with the Vice-Chair of the section in coordinating the program with the ACRL
Conference Program Planning Committee.
1. The Committee should consist of at least three people, one serving as chair. It is customary for
the Vice-Chair to act as Chair, but this is not mandatory.
2. The deadline for appointees to return their acceptance forms is October 1.
3. Committee members should be able to attend the Midwinter meeting following the appointment
unless the Committee's work can be completed by mail , telephone, or other means.
4. The Committee develops the Section's plans for the Annual Conference. Its plans must be
approved by the ACRL Board when it meets one year prior to the program.
5. Conference Program Factors
be attractive to the mainstream of the profession.
conference site in space made available by the ALA Conference Arrangements Office.
c. Tours may be arranged but are supplemental to the program.
6. Program Planning Steps
See the following tipsheets (http://www.ala.org/acrl/tipsheets.html)
Tipsheet #10: Fundraising in ACRL: http://www.ala.org/acrl/tip10.html
Tipsheet #10a: Fiscal Policy and Funding Guidelines for ACRL Annual Conference
Programs: http://www.ala.org/acrl/tip10a.html
Tipsheet #11: Planning an ACRL Annual Conference Program:
http://www.ala.org/acrl/tip11.html
Tipsheet #12: Planning an ACRL Annual Conference Program Calendar:
http://www.ala.org/acrl/tip12.html
Tipsheet #13: Publicizing ACRL Programs: http://www.ala.org/acrl/tip13.html
Identified and brought up for the approval at this time. A sample program planning calendar
is located in Appendix I.
b. Between the Midwinter Meeting and Annual Conference, the Committee should find
program speakers and write letters to them explaining the program topic, it's time, place, and
how their presentation should fit into the total program structure. Information about projected
needs for equipment and budgetary items such as travel expenses or honoraria for non-
librarian speakers should be collected. Also communication with potential co-sponsors for the
Arts Section program should begin at this point in order to identify the type of help the co-
sponsor can offer the Committee in terms of manpower and budget.
appropriate members of these other committees should begin to identify what the Arts
Section's role will be in the program.
Section's Executive Committee at the Annual Conference meeting. This report is used to
prepare requests for funding, equipment, facilities, and time slots from ALA and ACRL.
whether funding is available. When final plans for the programs are complete, the Committee
should discuss plans for how these events should be publicized. Responsibility for press releases, brochures and handouts, posters, and other advertising
should be agreed upon.
willingness to speak and to ask that requests for specific kinds of equipment, facilities, and
other needs be expressed. (When these requests are gathered, any questions about ALA's
ability to provide what is needed should be directed to the ALA Conference Planning Office.)
asked to address, and what the program structure will be. Resumes or biographical
information about each speaker should also be requested at this time. Non-librarian speakers
should be told about ALA reimbursement policies.
Midwinter conference in order to meet deadlines of all publications since this is five or six
months before the event. Other publicity can be worked on during the next few months and
should be ready by the Annual Conference. Send all publicity to ALA and related arts groups.
A recorder should be appointed to write an article describing the program for the Arts Newsletter.
communication open.
h. About sixty days before the Annual Conference, a form will come from ALA offices to
speakers to reconfirm their needs.
exact time and place of the program, including the meeting place name and room number.
They should also be told the order of the presentations in the program and the time they will
need to arrive prior to the event.
j. Co-sponsors should be contacted, if necessary, at this time.
k. One hour prior to the actual program, the facilities should be checked for AV equipment,
microphones, and other items requested for the speakers.
l. The Committee's final report to the Section Executive Committee should be given at the
Annual Conference.
m. Co-sponsors should be sent a report on the program, if appropriate.
n. Conference Program Planning Chair should send thank you letters to speakers.
o. Recorder should submit article on program to Arts Newsletter Editor.
The Nominating Committee shall coordinate the selection of candidates for the office of Vice-
Candidates to the section membership in accordance with ACRL and ALA guidelines.
- See tipsheets: http://www.ala.org/acrl/tipsheets.html
Tipsheet #21: Requirements for Nomination or Appointment to Division Office, Boards and
Committees: http://www.ala.org/acrl/tip21.html
Tipsheet #25: Duties of the Section Nominating Committee: http://www.ala.org/acrl/tip25.html
may not be a member of the Nominating Committee.
work can be completed by mail or by telephone.
3. The deadline for appointees to return their acceptance forms is late March.
4. Section nominations are due in the ACRL Office by mid September.
SECTION NOMINATION COMMITTEE CALENDAR
June Election results announced a few days in advance of conference.
Annual Conference dates:
2002 Atlanta June 13-18
2003 Toronto, Canada June 19-25
2004 Orlando, FL June 24-30
2005 Chicago June 23-29
2006 New Orleans June 22-28
2007 Washington D.C. June 21-27
2008 Anaheim June 26-July 2
2011 San Francisco June 23-29
2012 New Orleans June 21-27
Sept. 17 Acceptance letters/biographical forms due at ACRL office for candidates in the
Spring election.
Reports to Board of Directors due by mid-month.
Midwinter Conference meeting dates:
2002 New Orleans January 18-23
2003 Philadelphia January 24-29
2004 San Diego January 9-14
2005 Boston January 14-19
2006 San Antonio January 20-25
2007 Seattle January 19-24
2008 Philadelphia January 25-30
2009 Denver January 23-28
2010 Boston January 15-20
2011 Chicago January 28-Feb 2
Early March Acceptance forms for section committees due in ACRL office.
Note: ALA/ACRL has three official years. The fiscal year, used for all budgetary
matters, runs from September 1 through August 31. The appointment and elective
year runs from the day after the Annual Conference ends, through the final day of the
Annual Conference of the calendar year in which the appointment ends. The
membership year is now tied to the member's anniversary date.
The procedures for nominating officers are fairly well set by the ACRL Bylaws.
a. Sometime around the middle of March, prior to the Annual Conference, the ACRL Deputy
Executive Director sends a packet of information to the Chair of the Nominating
Committee. The Chair is responsible for sharing this information with the Committee
members and for setting up meetings for the Annual Conference. Because the meetings
are closed, there is flexibility on the part of the Committee Chair in establishing times and
places of meetings. Because the Committee is small (three members including the Chair),
meetings can be arranged after other ALA commitments have been determined. A
good rule of thumb is for the Chair to set up two meetings during the conference, even
though the Committee may have to meet only once. One good time to meet is immediately
after the ACRL Arts Section Executive meeting. If possible, this meeting can take place
in the same room after the executive meeting. If not, there are usually other rooms in the
vicinity that can be used.
following:
1. Cover memo: Outline of material sent and specific relevant information. Included in
this cover memo is the fact that the "slate is presented to, not approved by the Section
Executive Committee"; that the "Vice-Chair is not a member of your committee; and that
the order of names on the slate to be submitted will be drawn by lot.
2. Section Nominating Committee Guide: Included on this sheet is information on the
membership of the Committee; responsibility of the Committee; a checklist of what the
Committee Chair should do prior to the meeting, during the meeting, and after the
meeting; and a background sheet.
3. ACRL Section Candidates. Qualifications, Terms, Functions and Responsibilities:
Included on this sheet is information on qualification for office; terms of office; and the
Section Chair's functions and responsibilities.
4. Section Nomination Committee Calendar: Included on the sheet are specific deadlines
for each step in the process. The nominating process is a 10-month cycle that starts in
ACRL Executive Director notifies candidates of election results.
5. List of Arts Section candidates from past elections: Included on this list are the names
of successful and unsuccessful candidates for Vice-Chair/Chair-Elect and Secretary for a
number of years.
6. ACRL Bylaws
7. Section membership printout.
8. Biographical forms: These forms are sent to candidates after they have accepted the
nomination to run for office.
c. The Process: Each Chair and Committee establishes its own method of functioning.
However, the Committee Chair must assume the major responsibility of beginning the
process. In this way the process can move expeditiously and efficiently. The Chair should
establish meeting times after consulting with members. Much of the documentation that is
sent by the ACRL Deputy Executive Director should be reproduced for the Committee
members. Because the membership list can be quite extensive, an agreement can be made
that the Committee Chair will not reproduce this computer printout, but will bring the list to
the conference so that the members can consult it. While the process is wide open, the
Chair can provide a list of names to the Committee to start with. This list can include
members who were previously unsuccessful and are still active in the section, and others
who have shown interest in the section by attendance at the midwinter and annual meetings,
activity on section committees, or otherwise. During the deliberations, those names and
others should be considered. The committee should develop a consensus list of members
who would be viable candidates for two offices. The Committee should develop a list in
priority order for the positions, and should list more than two names per position because
prospective candidates may not be interested in running for office. It would not be
unusual to have as many as six names listed in priority order for each position. Following
the calendar the Chair should then contact the nominees by phone and ask them whether
they are interested in running for office, specifying the dates of office if they are successful.
If they agree to run, formal letters of consent along with biographical data sheets must be
obtained from the nominees to be forwarded by the Committee Chairs to the ACRL office
by the specified date. (see Calendar)
C. Publications Committee
The Publications Committee shall coordinate all publications associated with the Section and serve
as an advisory unit to the Executive Committee. The Committee shall identify publication needs,
stimulate research and writing, and oversee development and production of the Arts Newsletter
and selected projects. Members will be appointed by the Vice-Chair and consist of a Chair or two
or three members-at-large to serve unlimited terms. The Arts Section Webmaster shall serve as an ex-
officio member. And the newsletter editor shall serve as ex-officio member.
Tipsheet #15: Designing and Printing Section Brochures
http://www.ala.org/acrl/tip15.html
D. Technology in the Arts Committee
The Technology in the Arts Committee shall keep informed of uses of technology in libraries and
archives which provide information or collect materials on the visual and performing arts. It
includes LITA members to form a Joint LITA/ACRL Technology and the Arts Interest Group.
The chair of the Committee may be a member of the Arts Section or a member of LITA.
members and other interested librarians. This information may be communicated via publications,
discussion forums, programs, meetings, educational programs, or co-sponsorship.
E. Planning Committee
The Planning Committee shall provide long-range direction for the Arts Section, propose new
activities, review suggestions from the membership, monitor the activities of Section committees
to avoid duplication of effort, carry out Section reviews, and draft other official reports on Section
activities. In addition, it shall act in an advisory capacity for the Executive Committee on issues of
broad concern. It also monitors the potential impact of Section activities on the Committee's by-
laws and reviews proposals for by-laws revision.
F. Membership Committee
The Membership Committee shall recruit and welcome new members to the Section and inform
them of Section activities to encourage their participation in such activities. It shall also solicit
information about membership interests and needs, particularly those in continuing education, and
inform appropriate committees of them.
G. Dance Committee
An outgrowth of the Dance Librarians Discussion Group, the Dance Committee develops projects,
programs, and publications to further dance librarianship.
This committee shall keep the Section informed of government and private sector issues in the arts.
It maintains awareness about legislation and policies affecting arts librarianship; publishes a legislative
update in the section newsletter; and develops and maintains a set of copyright guidelines focused on the
concerns of art librarians.
J. Standards Committee.
To initiate, write and disseminate standards for cataloging, bibliographic
access, and services for arts librarians and collections.
Ad Hoc committees shall be created for short term projects as needed by the Arts Section
Executive Committee.
The Section has three discussion groups: Dance Librarians Discussion Group, Film & Broadcast Studies Discussion Group, and the Performing Arts Discussion Group. Other groups may apply for discussion group status by formulating a statement of purpose to be presented to the Executive Committee. The chair of the discussion group must be a member of the Arts Section and attend Executive and Membership meetings to report on the discussion group's activities.
APPENDIX A
Bylaws of the Arts Section
1989; Revised & approved via ballot: June 2002
Article I: Name
The name of the organization shall be the Arts Section of the Association of College and Research Libraries, hereinafter referred to as the Section.
Article II: Object
The Section represents librarians and specialists working in or interested in the fields of visual and performing arts. Arts promotes library service in this field through discussion of current issues, the exchange of information, and the provision of projects and programs to further professional development and awareness.
Article III: Membership
Membership in this Section will consist of any personal or institutional member of the American Library Association electing membership in the Association of College and Research Libraries and the Section. Each personal member of the Section has the right to vote and is eligible to hold office and to serve on the committees of the Section.
Article IV: Meetings.
Section 1: General meetings: The Section shall hold a membership meeting at the time and place of the Annual Meeting of the American Library Association (ALA).
Section 2: Committee meetings: Committee meetings shall be held during the Annual and Mid-winter Meetings of ALA. All Section meetings, except those dealing with nominations and awards, are open to registered attendees of the Annual and Mid-winter Meetings.
Article V: Officers
Section 1: Officers: The officers of the Section shall be a Chair, a Vice-Chair/Chair-Elect, the Immediate Past Chair, a Secretary and a Newsletter Editor. All officers are elected, except the Newsletter Editor which is an appointed position.
Section 2: Terms of Office: The Vice-Chair will serve successively for one year as Vice-Chair, Chair and Immediate Past Chair. The Secretary serves for two years. And the Newsletter Editor serves one year. All terms of office shall begin at the adjournment of the Annual Conference.
Section 3: Vacancies: Appointments to fill vacancies in the offices of the Section, with the exception of the Chair and Vice-Chair, shall be made by the Executive Committee until it is possible to fill the vacancy at the next annual election.
A vacancy in the office of the Chair shall be filled for the remainder of the term by the Vice-Chair. This succession shall not prevent him/her from serving his/her normal term as Chair of the Section the following year.
A vacancy in the office of Vice-Chair/Chair-Elect shall be filled by election at the regular annual election.
If vacancies occur in the offices of Chair and Vice-Chair within the same term, the Executive Committee shall elect as Chair one of its members for the remainder of the term. When a regular election is held a Chair and a Vice-Chair shall be elected. The successful candidate for Chair shall then serve a one-year term as Chair and a one-year term as immediate Past Chair.
Section 4: Duties. Duties of officers may be outlined in the Section manual.
Article VI: Executive Committee
Section 1: Composition: The Executive Committee shall consist of the officers of the Section.
Section 2: Responsibility and Authority: The Executive Committee shall conduct the business of the Section between Annual Meetings. At each Annual Meeting the Chair shall report on the work of the Executive Committee, at which time the work shall be subject to review by the membership of the Section.
Section 3: Meetings: Regular meetings of the Executive Committee shall be held at the times and places of the Annual and Mid-winter meetings of the American Library Association. Special meetings may be called at the discretion of the Chair. Only members of the Executive Committee may vote at Executive Committee meetings, although all Executive Committee meetings shall be open to all members of the Section. If necessary, the Executive Committee may make decisions by electronic mail or by conference call during the periods between regularly scheduled meetings.
Section 4: Quorum: A simple majority of the members shall constitute a quorum at any meeting of the Executive Committee.
Article VII: Nominations and Elections
Section 1: The Vice-Chair/Chair-Elect shall appoint a Nominating Committee of at least three members, designating one of the appointees as Committee Chair. The Immediate Past Chair of the Section may be the designated Committee Chair.
Section 2: Statement of Objectives: To assist the membership of the Section in making informed choices, each candidate shall be asked to provide a brief statement of objectives for the Section in time for the statement to be published prior to balloting.
Section 3: Additional Nominees: Nominations other than those of the Nominating Committee signed by no fewer than 20 members of the Section shall be accepted and placed on the ballot if they are filed with the Executive Director of ACRL at least three months before the date on which the ballots are to be mailed. Written consent of the nominees must accompany such nominations.
Section 4: Elections: Elections shall be conducted by mail ballot in accordance with the procedures and deadlines established by ACRL/ALA.
Article VIII: Committees
Section 1. Authorization and discontinuance: Committees of the Section shall be authorized and discontinued by action of the Executive Committee.
Section 2. Standing committees: Standing committees may be established to consider matters of the Section that require continuity of attention by its members. When such a committee is established, its function, name and size shall be determined and recorded in the Section manual. Unless otherwise approved by the Executive Committee, members of standing committees shall be appointed for terms of two years and may be re-appointed for a second, but not a third consecutive term. In no case shall a person serve on a committee for more than five consecutive years. Appointments shall be made in such a manner as to provide continuity in membership.
Section 3: Ad Hoc committees: Special (ad hoc) committees for the performance of particular assignments may be appointed at any time by the Chair of the Section after consultation with other members of the Executive Committee. No such committee may be continued beyond two years without review and re-approval by the Executive Committee.
Section 4. Appointments: The Vice‑Chair shall appoint committee members to fill the vacancies due to occur during his/her term as Chair; he/she may name the chair of each committee or request the committee to elect its own chair. Special appointments to fill vacancies on committees may be made by the Chair. Committee members must be personal members of the Section and they must adhere to American Library Association policies.
Article IX: Discussion Groups
Section 1. Establishment: Any group of five or more members of the Section interested in discussing common concerns that fall within the objectives of the Section may form a discussion group upon written petition from the group and upon approval of the Executive Committee.
Section 2. Members: Membership in a discussion group shall be open to members of the Section who are interested in the purpose of the group.
Section 3. Leadership: Each group shall annually appoint a leader and other positions as appropriate. In addition to the regular duties of the office, the leader shall insure that the group's activities are limited to discussion of common concerns within the purpose of the group and that the Section's bylaws are observed by the group.
Section 4. Dissolution: A discussion group may be dissolved at its request by the Executive Committee of the Section and shall be so dissolved if it becomes inactive (as evident by failure to meet at three consecutive ALA conferences) or fails to comply with the provisions of this article.
Article X: Amendments
Section 1. Proposals: Amendments to the bylaws may be proposed by the Executive Committee, by any standing committee of the Section, or by a petition signed by five or more members of the Section.
Section 2. Procedures: A proposed amendment to the bylaws shall be voted upon by Section members after it has been approved by a majority of the Executive Committee and by the ACRL Board of Directors. Written notice of the text of the amendment shall be provided to members at least one month before consideration.
Section 3. Voting: Amendments may be voted upon by members as specified by ACRL.
Section 4. Adoption: If not otherwise specified, a proposed amendment becomes effective as soon as it has been approved as described above.
APPENDIX B
ACRL HISTORICAL LIST OF CANDIDATES FOR OFFICE
Arts SECTION (Arts)
Unsuccessful Successful
Vice-Chair/Chair-Elect
Rosella L. Ferster 1975 Mary Ashe
(Write-in) 1976 Antje Bultmann Lemke
Karen Esper 1977 Betty Jo Irvine
Joan Hugo 1978 Gary R. Sipe
Jaylyn Olivo 1979 Jane Anne Snider
Betty L. Maurstad 1980 John C. Larsen
Floyd M. Zula 1981 Shirley B. Solvick
Bodil Gilliam 1982 Roland Hansen
(Write-in) 1983 Graceanne A. Decandido
James H. Carmin 1984 Darryl Dean Barrett
(Write-in) 1985 Janice Woo
Stephen Bloom 1986 Nancy Allen
Richard E. Friedman 1987 Charles R. Smith
Alice N. Loranth 1988 Paula Murphy
Jeffrey L. Horrell 1989 Joan D. Kunselman
Allen Cohen 1990 Kim N. Fisher
William F. Coscarelli 1991 Micheline C. Nilsen
Sandra T. Mooney 1992 Madeleine M. Nichols
Elizabeth A. Ginno 1993 Lynn B. Williams
Paula L. Epstein 1994 Christine A. Whittington
(Write-in) 1995 Nancy L. Stokes
Henry J. DuBois 1996 Stephen C. Bloom
(Write-in) 1997 Judy Harvey Sahak
(Write-in) 1998 Floyd M. Zula
Nancy E. Friedland 1999 Lorelei Tanji
Rebecca S. Albitz 2000 Mary R. Strow
Henry DuBois 2001 Ann M. Lindell
Elizabeth Kerr 2002 Edward Teague
Secretary
Stephanie J. Frontz 1975 Barbara E. Reed
Karen Muller 1977 James R. Burch
(winner ran unopposed) 1979 Phillip T. Heagy
(winner ran unopposed) 1981 Grace Anne A. DeCandido
Lisa Howorth 1983 D. Sherman Clarke
(Write-in) 1985 Fred Blum
Micheline Nilsen 1987 Stephen Allan Patrick
Sandra Mooney 1989 Micheline Nilsen
Joan F. Cheverie 1991 Carolyn A. Sheehy
Kimberly A. Hale 1993 Henry J. DuBois
Kimberly Hale 1995 Roland C. Hansen
Rebecca S. Albitz 1997 Lorelei Tanji
Ted M. Wygant 1999 Ann M. Lindell
Eric A. Kidwell 2001 Sylvia Y. Curtis
APPENDIX C
List of Committee Chairs
2002-2003 Committee Chairs:
Conference & Program Planning: Rick Provine and Mary Konkel (Joint committee w/ Video Round Table)
Dance Librarians: ?
Government and Private Sector Activities: Cara List
Membership: Roland Hansen
Nominating: Lorelei Tanji
Planning: Eric Kidwell
Publications: Laurel Bliss
Standards: Paula Murphy
Technology in the Arts: Mary La Marca
