Arts Section Manual 12-30-02

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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)

mpetrowski@ala.org

 

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:

www.ala.org/acrl/staff.html.

 

 

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

 

a. The concept of the program should, if possible, dovetail with the ACRL annual theme, and

be attractive to the mainstream of the profession.

 

b. To improve visibility and attendance, Arts Section programs should be held on the

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

 

a. During the first Midwinter Meeting of its inception, the Committee should decide on a topic for the

annual program and present it to the section Executive Committee for approval. Possible

ALA and ACRL programs that may be co-sponsored by the Arts Section should also be

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.

 

If the Arts Section is co-sponsoring another ALA or ACRL program, communication with

appropriate members of these other committees should begin to identify what the Arts

Section's role will be in the program.

 

c. Information (as it is described above in 5a-6b) should be compiled and reported to the

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.

 

d. By the time of the next Midwinter Meeting, the Committee should have been informed

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.

 

e. After the Midwinter Meeting, program speakers should be contacted again to reconfirm their

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.)

Speakers should also be told how long their presentation should be, what other speakers were

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.

 

f. Press releases publicizing the section programs should be sent out immediately after the

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.

 

g. Co-sponsors should be contacted after Midwinter Meeting in order to keep the lines of

communication open.

 

h. About sixty days before the Annual Conference, a form will come from ALA offices to

request AV equipment for the program. This form should be completed after contacting

speakers to reconfirm their needs.

 

i. Two weeks before the Annual Conference, speakers should be contacted again to tell them the

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.

 

B. Nominating Committee

 

The Nominating Committee shall coordinate the selection of candidates for the office of Vice-

Chair/Chair-Elect every year and for Secretary every second year, and present the slate of

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

Tipsheet #25a: Nominating Committee Calendar: http://www.ala.org/acrl/tip25a.html

Instructions for submitting biographical information for printed ballot:

http://www.ala.org/acrl/policy/bioinfo.html

1. The Committee should consist of at least three people, one serving as chair. The Vice-Chair

may not be a member of the Nominating Committee.

 

2. Committee members should be able to attend the Annual Conference unless the committee's

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

2009 Chicago July 9-15

2010 Orlando June 24-30

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

2012 San Antonio January 20-25

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.

 

5. Procedures for Chair of Nominating Committee

 

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.

 

b. The packet of information sent by the ACRL Deputy Executive Director will include the

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

March with the appointment of the Committee and ends the following June when the

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.

 

Additionally, this Committee will communicate technology/arts related information to Section

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.

 

 

I. Government and Private Sector Activities Committee

 

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.

 

 

VII. Ad Hoc Committees

 

Ad Hoc committees shall be created for short term projects as needed by the Arts Section

Executive Committee.

 

VIII. Discussion Groups

 

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