Organization and Bylaws Committee
Annual Conference Meeting (2002 June: Atlanta, GA)
Meeting Agenda
- Attendance
- Assignment of minutes (assigned to Erich Kesse, both days)
- Review and revise agenda: (agenda as revised reflected here)
- Approval of minutes
- Saturday, January 19,2002
- Tuesday, January 22, 2002
- Report from ALCTS Board: Recent activities
- Strategic Plan – O&B actions
- Referrals from ALCTS Board
- ALCTS Division Changes with History (http://www.ala.org/alcts/organization/cmtechargehistory.html)
- Self-study tool(s)
- Review schedule for Committee and Discussion Groups
- Confirm reviews that are in process and not changes for schedule
- Update on individual Committee reviews
- Update on individual Discussion Group reviews
References
- ALCTS Bylaws: http://www.ala.org/alcts/you/bylaws.html
- ALCTS Policy and Procedures Manual: http://www.ala.org/alcts/you/manual/index.html
- O&B Discussion List
- Archive: http://lp-web.ala.org:8000/reguser/archives/ALCTS-OANDB/
- E-Mail Address:alcts-oandb@ala.org
Saturday, 2002 June 12 (Wyndham Hotel, Apollo Room)
Attendance
Attending: Erich Kesse, John Mitchell, John Riemer, Carol Robinson, Carlen Ruschoff; Christopher Sugnet, Ann Swartzell, Cynthia Watters
Not Attending: Marifran Bustion (resigned)
Approval of Minutes
Minutes of Saturday, January 19,2002
Carlen Ruschoff posted changes earlier via list (Ref: O&B List message 161).
No additional changes. Minutes approved with Carlen’s changes.
Minutes of Tuesday, January 22, 2002
Re: Council of Regional Groups (CRG): status in the organization, specifically of its Chair. Ref: O&B List message 164 (minutes).
Discussion: Minutes of the previous meeting needed clarification of this topic.
The CRG lacks official representation on ALCTS Nominating Committee was at issue in part. Cf, Bylaws, Article VI, Section 2 (http://www.ala.org/alcts/you/bylaws.html#A6): gives membership as Section Chairs and two members at large. CRG, traditionally, has been given one of the two member-at-large positions to ensure its representation.
Charles Wilt and Carlen Ruschoff discussed issues with CRG Chair. ALCTS Board addressed a letter to CRG about its mission.
Cynthia Watters, the CRG representative, noted that the issue was slated to taken up later in the meeting.
Disposition: Tabled until Tuesday O&B meeting when Charles Wilt should be able to discuss current status.
Approval of the minutes of January 22, 2002, tabled until Tuesday O&B meeting.
Report from ALCTS Board: Recent activities
The Schedule of Committee Review and Nomination Committee items were reports of Bylaws changes O&B had proposed to ALCTS Board and which had been adopted based on the spring ballot. Cf, 2002 ALCTS Election Results (http://www.ala.org/alcts/publications/an2/an2v23/an2.v23_no2.html#1)
Re: Schedule of Committee Review
Changed from 5 years to a regular schedule, cf, Article IX, Section 1 item e (http://www.ala.org/alcts/you/bylaws.html#A9).
Re: Nomination Committee
When unable to forward a full slate of candidates: Bylaws changed to allow one candidate elections; however, the Nominating committee is required to apprise ALCTS Board of such situations before the Midwinter meeting. Cf, Article VI, Section 2 item c (http://www.ala.org/alcts/you/bylaws.html#A6)
This information is maintained in the ALCTS Policy and Procedures Manual (chapter heading: “Nominations and Elections [http://www.ala.org/alcts/you/manual/nominations.html]) rather than the ALCTS Bylaws. **HOWEVER IT DOES NOT SEEM TO HAVE BEEN INCORPORATED AS OF THE WRITING OF THESE MINUTES.**
Special Interest Groups
O&B members are invited to attend the ALCTS Board meeting (Saturday from 4-5:30. Agenda includes discussion of Special Interest Groups (SIGs) on the order of LITA SIGs.
Electronic Meetings
The concept is being discussed on the ALCTS Leaders List.
O&B Discussion: Electronic communications raises several issues, among them documentation requirements: how are minutes recorded; if the meeting is recorded audio-visually are minutes necessary, transcriptions, etc.
Issues aside, the concept was well received within O&B. It conceivably opens meetings to greater attendance (assuming access to the view stream), encourages wider participation (even if viewers do not have access to interactive technologies), and it reduces costs associated with travel and convention space.
Strategic Plan: O&B actions
Review of Brian Schottlaender’s ALCTS Tactical Plan, 2001-2005document. Cf, http://www.ala.org/alcts/you/plandoc/strategicplan.html
All changes following the Midwinter meeting (Philadelphia) were accepted and have been incorporated. No new changes. Future changes are likely to revise dates.
Referrals from ALCTS Board
No referrals at this time.
ALCTS Division Charges with History
O&B (Carol Robinson and John Mitchell) made updates to the document at the ALCTS Board’s request and submitted them for revision. However, changes were not made to the online version. John Mitchell holds an annotated copy indicating revisions. Charles Wilt recently requested (fresh) review.
Action: the web version needs an introductory summary to explain its purpose and structure. Carol Robinson agreed to work with John’s annotated copy and to move a revision forward; John Mitchell agrees to continue service as a consultant to O&B as he cycles off the Committee.
Division Charges with History exists to provide history rather than to circumvent the Bylaws. Relationship to Bylaws needs to be clarified in particular.
The document is distributed to new division chairs with their appointment packets. It was suggested that this practice be documented and continued.
Consistency of language and definition of terms was also considered per the examples: “governing committee” and “standing committee”.
Another issue for O&B was keeping the document dynamic, but the question of whose responsibility it is to keep it so was left unanswered.
Carlen Ruschoff suggested that the document with revisions should be brought forward to the next ALCTS Executive Committee meeting (late October) together with the question of responsibility for its maintenance.
She also recommended that focus be brought to bear first upon business committees.
Self-study tool(s)
O&B members were reminded to send the Self Study Tool (http://www.ala.org/alcts/you/manual/committeereviews.html) to Committees under review.
Action: Ann Swartzell agreed to clarify the tool’s “Outline of steps in the process”, specifically bullet 9.
Following O&B discussion, the O&B member coordinating any particular review both (a) submits a final report to the ALCTS office for attachment to the reviewed committee’s history and (b) sends a copy to the reviewed committee for its information.
Action: Ann Swartzell will recommend to the ALCTS officer maintaining the tool on the web that the first instance of “CRG” be written out: “Council of Regional Groups (CRG)”.
Action: Regarding the section labeled, “Self-Study Review for ALCTS-Level Committees”, its section 3, “Charge”, bullet 3, regarding the ALCTS strategic plan, the tool should be revised to require alignment with the ALCTS strategic plan as published online (http://www.ala.org/alcts/you/plandoc/strategicplan.html) rather than simply asking if the Committee has a strategic plan.
Review schedule for Committee and Discussion Groups
Deferred to Tuesday’s meeting.
Tuesday, 2002 June 15 (Georgia World Congress Center)
Attendance
Attending: Erich Kesse, John Mitchell, John Riemer, Carol Robinson, Bill Robnett, Carlen Ruschoff; Christopher Sugnet, Ann G. Swartzell, Cynthia Watters, Charles Wilt
Not Attending: Marifran Bustion (resigned)
Approval of minutes
4.2.Tuesday, January 22, 2002
Re: Council of Regional Groups (CRG): status in the organization, specifically of its Chair. Ref: O&B List message 164.
CRG submitted a resolution to ALCTS Board to add a CRG member to the ALCTS Nominating Committee. Board will consider and refer to O&B.
Change: strike the bracketed sentence
Minutes adopted as revised.
Referrals from ALCTS Board
Special Interest Groups (SIGs)
Executive Committee of each Section endorsed the idea of SIGs. ALCTS Board agreed that SIGs are viable and will return to this issue at its October meeting. Note: the following reflects the discussion in O&B and does is not intended to imply finality.
Either Committees or Discussion Groups could become SIGs. Committees that need formal membership to advance an agenda and perform work, should remain Committees. Subject oriented Committees and Discussion Groups (e.g., Media Resources) might become SIGs. Many Discussion Groups have evolved into virtual SIGs now; nothing should be lost by formal transition.
O&B Issue: should terms of review, etc. be changed?
Review, etc. might function within ALCTS as it does in LITA, where the SIG concept under discussion originated. SIGs have amorphous membership and appoint their own chair (as do Discussion Groups now). SIGs do not have a “past chair” position; the past chair simply becomes an equal member of the SIG. SIGs have the ability to, but are not required to generate publications, conduct programs, formulate task groups, etc.
CHARGE (likely to result from October ALCTS Board Meeting):
O&B is charged to review the LITA SIG policy and process, and make recommendations on the systematic application of SIGs within ALCTS at the division level.
O&B will need to determine best methods of and schedules for transformation for Committee/Discussion Group to SIG; e.g., potentially phased in as official committee membership sunsets. And, possibly external to any official language, it should recommend, for purposes of use in tenure packets, how participation in SIGs should be regarded.
In doing so O&B is charged to review Bylaws and suggestion of means by which SIGs may be incorporated into the organization. This process will follow the ALCTS Board’s October meeting, with draft in time for Board review at the Midwinter Meeting, and in time for final revision and voting on the Spring Ballot.
ALCTS Publications Committee
The Committee (per Genevieve Owens) is suggesting change in membership and will send something forward for O&B review at the Midwinter meeting. O&B anticipates that ALCTS Board will refer this issue to O&B for review.
Review schedule for Committee and Discussion Groups
Confirm reviews that are in process and not changes for schedule
Confirmed, reviews are in process. Review Schedule: http://www.ala.org/alcts/organization/div/acdgrs.html Online version to be replaced with changed content reflected in bullets (below).
Year 3 (2001/2002)
3.1 Committees:
3.1.1 Catalog Form & Function -- Riemer -- 01/02
(conditionally renewed for 2 years; J. Riemer – 01/02)
3.1.2 Commercial Technical Services -- Watters -- 01/02
(renewed; C. Watters – 01/02)
3.1.3 Publisher/Vendor Library Relations -- Sugnet -- 01/02
3.1.4 Library Material Price Index -- Bustion -- 07/02
(reassigned to Kesse – 01/03)
3.1.6 Media Resources -- Mitchell -- 07/02
(reassigned to Swartzell – 01/03)
3.2 Discussion Groups:
3.2.1 Technical Services Directors of Large Res. Libraries --? --07/02
3.2.2 MARC Formats -- Bustion -- 07/02
(reassigned to Cynthia Watters– 01/03)
3.2.3 Scholarly Communications -- Swartzell -- 01/02
(conditionally renewed for 2 years; A. Swartzell – 01/02)
Year 4 (2002/2003)
4.1 Committees:
4.1.1 Budget & Finance
(reassigned to Riemer – 01/03)
4.1.2 Leadership Development
4.1.3 Networked Resources & Metadata
(reassigned to Kesse – 07/03)
4.1.4 Planning
4.2 Discussion Groups:
4.2.1 Computer Files
4.2.2 Serials Automation
4.2.3 Technical Services in Public Libraries
Year 5 (2003/2003)
5.1 Committees:
5.1.1 AAP/ALCTS
5.1.2 Electronic Communications
5.1.3 Fundraising
5.1.4 LRTS Editorial Board
Discussion Groups:
5.2.1 Automated Acquisitions/In Process Control
5.2.2 Technical Services Workstations
5.2.3 Pre-Order & Pre-Catalog Searching (see renewal 01/01)
(see conditional renewal 01/01)
5.2.4 Scholarly Communications (see conditional renewal 01/02)
5.2.5 Catalog Form and Function (see conditional renewal 01/02)
Year 6 (2004/2005)
6.1 Committees:
6.1.1 International Relations
6.1.2 MARBI
6.1.3 Membership
6.1.4 Publications
6.2 Discussion Groups:
6.2.1 Creative Ideas in Technical Services
6.2.2 Out of Print
Year 7 (2005/2006)
Committees:
7.1.1 Education
7.1.2 Program
7.1.3 Research & Statistics
7.2 Discussion Groups:
7.2.1 Technical Services Administrators of Medium-sized Research
Update on individual Committee reviews
No reviews due at this time
Update on individual Discussion Group reviews
No reviews due at this time
Other
Carlen Ruschoff shared the O&B membership roster for next year. (Names will appear on ALCTS O&B web page when roster takes effect.)
The members of the Committee wished John Mitchell a fond farewell for all of his years of active service. John will neither be forgotten nor missed as he continues to serve as a consultant to the Committed on revision of the Division Charges with History document.
Posted to the O & B List 10/18/02; item # 191
Corrections made; Approved by O & B as this copy stands
ALA Handbook of Organization
This symbol indicates that this page is part of the handbook.
