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SALALM LVII, Port of Spain, Trinidad and Tobago
Executive Board Meeting II, June 19, 2012
Minutes as corrected

Present, Executive Board: David Block, Hortensia Calvo, Paloma Celis-Carbajal, Darlene Hull, Peter T. Johnson, Paul Losch, Martha E. Mantilla, Lynn Shirey, Mary Jo Zeter, Roberto C. Delgadillo (Rapporteur). Also present: S. Lief Adleson, Anne Barnhart, Angela Carreño, Alejandra Cordero Berenguer, Paula Covington, David Dressing, Patricia Figueroa, Ellen Jaramillo, Sean Knowlton, Jared Marchildon, Mei Méndez, Stephanie Miles, Molly Molloy, Alma Ortega, Carlos Retta, Linda Russo, Craig Schroer, Cecilia Sercán, Laura Shedenhelm, Rafael E. Tarragó, Gayle Williams, John B. Wright

I. The meeting was called to order at 4:21 p.m. with Mantilla presiding.

II. Conference Reports

A. Officers

1. President (Mantilla). No report.

2. Vice-President/President-Elect (Delgadillo). “

3. Past-President (Shirey). Shirey updated the Executive Board and the membership with the results of the three ad hoc committees she created the previous year. The first of these committees, the Membership Survey Committee, was charged with surveying the membership about:

  • The length of the annual conference, including Shirey’s membership finances and goals;
  • Committee and panel evaluations;
  • The value of the annual conference;
  • And the organization’s long and short-term priorities.

Shirey announced that the committee never carried out its charge and thus no report. She continued with the results of the second committee, the Name Change Committee. It was charged with:

  • Investigating the consequences, cost and feasibility of a name change for the organization.

Shirey summarized the committee’s report that found while, at present, a name change is feasible economically and legally; the committee membership was not invested in such a change given that there’s no mandate to pursue such a change; however should that change, in the future, it is possible. She concluded her report by conveying the recommendation of the third committee. It was charged with:

Examining the consequences of partnering, administering, and awarding an undergraduate research prize stemming from a Gale Cengage scholarship proposal associated with its World Scholar Portal―Latin America and the Caribbean database.
Shirey noted that the committee recommended that it was not feasible to pursue the proposal due to philosophical and time constraints. At this point, Figueroa and Knowlton requested that the Membership Survey Committee be allowed to pursue its charge next year. Mantilla approved this request and noted she would include it as part of her presidential goals.

4. Executive Secretary (Calvo). No report.

5. Treasurer (Johnson). “

6. Rapporteur General (Delgadillo). Delgadillo began his report by warmly thanking the time and efforts of past volunteer rapporteurs. He next announced his recruitment of two volunteers to fill his position: Suzanne Schadl and Craig Schroer. He briefly noted his intention to transfer his archives and digital audio equipment and communicate with the new Rapporteur Generals in the near future. Delgadillo finished his report by again thanking the organization with having entrusted him with the duties of the Rapporteur General for the past 6 years.

B. Members-at-Large

1. Block (2010-2013). No report.

2. Hull (2010-2013). “

3. Losch (2011-2014). “

4. Zeter (2011-2014). Zeter briefly expressed some Libreros’ frustration with their inability to capture adequate attention from librarians. She conveyed, as with past meetings, that the difficulties of scheduling and conflicts with panels reduced the time available for conversations. Zeter finished by recommending getting aside a period with no activities other than bookseller time.

5. Celis-Carbajal (2012-2015). Celis-Carbajal began her report by noting one Librero suggestion that conference exhibit time be shortened and thus free up additional time to meet with librarians. She finished her report by suggesting that the organization work with LASA toward a future joint conference given the number of identical issues faced by both organizations in Latin American area studies.

6. Domínguez (not present). (2012-2015) No report

C. Executive Board Committees

1. Constitution and Bylaws (Tarragó). No report.

2. Policy, Research and Investigation (Sercán). “

3. Editorial Board (Mazurkiewicz; not present). “

4. Membership (Griego, not present). “

5. Finance (Covington). Covington began and ended her report by noting the committee as having reviewed Johnson’s proposal to codify the member registration policy. Mantilla made a motion to accept Johnson’s proposal. Losch seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

6. Enlace/Outreach (Silva; not present). No report.

7. José Toribio Medina Award Panel (Víctor Federico Torres; not present). “

8. Nominations (Miles). “

9. Communications (Daisy V. Domínguez; not present) “

10. LALA-L (Williams). “

D. Substantive Committees

1. Acquisitions (Virginia García; not present). No report.

2. Access and Bibliography (Teresa Chapa; not present). “

3. Library Operations and Services (Rhonda Neugebauer). Williams, speaking on behalf of Neugebauer, and as chair of the Subcommittee on Audio-Visual Media reported that members of the subcommittee noted and or discussed the following:

The documentary film series, curated by Chapa, and film panel held at this year’s meeting;
Williams, as chair of the subcommittee, encouraged members to develop a panel for the Miami meeting once the theme has been announced;
Domínguez’s efforts in migrating the subcommittee wiki page to the new SALALM web page environment;
The challenges of purchasing DVDs for library collections despite preference by other staff that would prefer streaming video but unaware that many films on Latin American topics are still only available on disc;
Users becoming accustomed to the ‘Netflix’ model for viewing films that hasn’t been adapted at academic libraries;
Differences in institutional pricing that doesn’t necessarily include performance rights;
Miguel Valladares is the incoming chair.
Williams next focused on the activities of the Subcommittee on Cataloging and Bibliographic Technology. The subcommittee chair, Ellen Jaramillo, noted and or discussed the following:

Plans to transition to and/or accommodate Resource Description and Access (RDA), a new cataloging standard designed for the digital world and the expanding universe of metadata users. On March 31, 2013, RDA is replacing AACR2 as the widely-accepted international code for cataloging;
What RDA training plans various institutions have, when they hope to begin cataloging using RDA, plans for creating RDA authority work, concerns, etc.;
The feasibility of next year hosting a workshop to explain RDA to non-cataloguer colleagues;
Brenda Salem is the incoming chair.
Williams concluded her report by discussing the activities of the Subcommittee on Reference Services and the Subcommittee on Bibliographic Instruction. She recounted how last year the two groups began discussing the possibility of merging. At this year’s meeting, they reached agreement that it would be beneficial and took their proposal to Policy, Research and Investigation Committee. The proposal passed at the first meeting of the Executive Board, which means beginning in 2013 the two subcommittees will become the Subcommittee on Research and Bibliographic Instruction. There will be two co-chairs, Meiyolet Méndez and Anne Barnhart. The Reference Services subcommittee meeting also discussed reference desk service models to meet the academic library’s changing environment.

4. Interlibrary Cooperation (Sarah Buck Kachaluba; not present). Losch, speaking on behalf of Buck Kachaluba, delivered her report. He noted that the committee had twelve members in attendance. He next conveyed that Buck Kachaluba facilitated a review and some revision of the documentation used by the committee to report collection statistics. She proposed offering the Excel spreadsheet only, accompanied by a word form to be used as a worksheet and guide which will clarify the headings for each category of data and provide a place for those reporting to write down figures before transposing them into the Excel document. This was followed by a review of the different categories of collection data listed on the Excel spreadsheet. Committee members present decided to eliminate some categories and revise others to make the meaning clearer. Buck Kachaluba asked Holly Ackerman if she would review Buck Kachaluba’s revisions to the Excel spreadsheet and the Word document that will accompany it. Ackerman agreed. Losch finished Buck Kachaluba’s report by noting that the committee then turned briefly to a discussion of a second agenda item introduced at last year’s meeting: the creation of a book-length work on Latin American collection development. In 2011, a list of committee members interested in participating was created. In response to Buck Kachaluba’s call, Melissa Guy and Williams volunteered to take the lead on this project.

At this point, Mantilla granted a request from Calvo to finish discussing Future Meetings, Old Business and New Business agenda items from the first meeting of the Executive Board.

III. Future Meetings

A. 2014, Provo (Wright). Due to an element of agenda item confusion and because Wright had done so already at the Business Meeting & Closing Session, Mantilla informed Wright that he did not have to repeat delivering his proposal/letter of invitation from Brigham Young University (BYU) to convene the organization annual conference in Salt Lake City, Utah, on a day in May or June 2014. At this point, several Executive Board members requested conference budget information, when informed that information would be forthcoming and in the interest of time, Mantilla made a motion to continue to examine BYU’s invitation to host SALALM LVIII. Losch seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

B. 2015, Buenos Aires, Feria del Libro de Buenos Aires (Calvo). Calvo began her report by conveying the Buenos Aires Book Fair’s (BABF) preliminary expression of interest to host SALALM in Buenos Aires in 2015. She described how she traveled to the BABF in April at their invitation. She met with Alberto Hughetti, María Teresa Carbano, President and Vice-President, respectively of the Comisión de Profesionales de la Fundación El Libro. She also met with Gabriela Adamo, Executive Director of the BABF. Calvo strongly urged the Executive Board to consider the BABF’s desire to collaborate with the organization. To underscore her point, Calvo read Adamo’s letter of interest noting the same. Lengthy discussion ensued with Calvo, Celis-Carbajal, Adleson, Schroer, Russo, Wright, Barnhart, and Williams offering suggestions and comments ranging from:

The clarification of BABF dates;
The impact on Libreros exhibit space;
The cost savings of having a combined conference/book fair event;
The opportunity to expand the organization’s US based boundaries;
To the willingness of the BABF to offer incentives to stay beyond the conference.
Mantilla made a motion to continue Calvo’s efforts to pursue the invitation with the representatives of the BABF to meet in 2015. Her motion was seconded by Covington. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

IV. New Business

A. Role of Members-at-Large (Block). Block began his proposal by noting the need to have additional information regarding the role of members-at-large (MAL). The existing language regarding the duties of MAL in the current Constitution and Bylaws (CB) and or Operations Handbook (OH) are very short and somewhat vague. Given that the aforementioned CB and OH are in the progress of review and revision Block put forth a motion that the current President enable the current MAL to discuss what their responsibilities could be in the new CB and OH. Johnson seconded the motion. Mantilla called for a discussion of the motion. Brief discussion ensued with:

Block offering to take the lead on discussing the role of MAL;
Johnson welcoming these possible discussions as part of the modernization of the organization;
Covington noting that discussions and possible redefinitions would go towards helping Calvo and the work of the Secretariat;
And Celis-Carbajal asking for clarification and Block noting that the “MAL get together and write a job description for what they do.”
Mantilla called for a vote. The motion passed with Losch voting no.

B. Executive Secretary Designation (Johnson). Johnson began his report by pointing out instances where the organization’s current structure and terminology is in need of revision. He submitted a motion to change the title of the “Executive Secretary” to “Executive Director” because it accurately reflects that position’s duties and responsibilities. Lengthy discussion ensued with Tarragó, Block, Wright, Losch, Calvo, and Adleson offering suggestions and comments ranging from:

Submitting title changes to the current Constitution and Bylaws Committee;
Clarification of the mechanism for submitting changes in the organization’s structure to the aforementioned committee;
Reminder of the financial implications of suggesting an Executive Secretary name change;
To noting how the nature of the Secretariat’s duties and expectations have significantly changed in the last decade.
Due to time constraints, Johnson withdrew his motion. Calvo noted that she and Johnson would meet and submit another title change recommendation at a later date.

IV. Old Business

A. SALALM-Marietta Daniels Shepard Scholarship at Texas (Block). Block submitted a proposal to keep the SALALM-Marietta Daniels Shepard Scholarship as a dues item and thus allow the membership the option of funding the scholarship should they choose to when paying their membership fees. Johnson spoke against this proposal after describing the history of the aforementioned scholarship and presenting arguments that he feels work against the best interests of the organization should the membership fund the scholarship whatever the amount. Block countered that the membership should have the option of funding a scholarship in the memory of one of the organization’s founding members. Brief discussion ensued with Barnhart, Block, Hull, Shedenhelm, Molloy, and Johnson offering suggestions and comments ranging from:

The promotion of the scholarship on the organization web page instead as a membership dues item;
To a description of how the scholarship funds are distributed the University of Texas at Austin.
Due to time constraints, Block repeated his motion. Hull seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion was not adopted after 2 members voted in its favor, 5 members against, and 1 abstention.

B. Elimination of Committees (Mantilla and Shirey). Mantilla submitted a motion to eliminate the Gifts and Exchanges Subcommittee and Official Publications Subcommittee. Hull seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

C. Libreros’ Reception (Shirey). Shirey revisited the previous year’s Libreros discussion of the role and future of their sponsored reception. She noted, in particular, that the majority of Libreros had agreed to eliminate the standing option of allowing an individual Librero the choice of paying the Libreros Reception sponsorship fee of $300. She continued by recounting that at that time all Libreros would be expected to pay the aforementioned sponsorship fee as part of the established exhibitor’s payment. Since then and in subsequent email communications, Shirey notes that the Executive Board cannot dictate whether or not a Librero choose to contribute to the reception. It is, Shirey conveyed, a decision for the Libreros to decide among themselves. At that point, pressing time constraints forced Mantilla to ask the Executive Board to consider and vote on the last agenda motion.

D. Professor Doris Sommer Donation (Shirey). Shirey presented a motion asking the Executive Board to show its support of the work of Professor Doris Sommer with Pre-Texts on creative literacy by donating an amount to be determined by the Executive Board. Johnson noted that the Finance Committee had met this year before Sommer did her presentation, but Tarragó noted that there is a proviso in the Constitution that speaks to making charitable contributions and expenses not anticipated. Shirey seconded the motion. Mantilla called for a discussion of the motion. No discussion occurred. Mantilla called for a vote. The motion passed unanimously.

Johnson moved the meeting be adjourned.

The meeting was adjourned at 6:03 p.m.

p>SALALM LVII, Port of Spain, Trinidad and Tobago
Executive Board Meeting I, June 16, 2012
Minutes as corrected

Present, Executive Board: David Block, Hortensia Calvo, Peter T. Johnson, Sean Knowlton, Nerea A. Llamas, Paul Losch, Martha E. Mantilla, Lynn Shirey, Mary Jo Zeter, Roberto C. Delgadillo (Rapporteur). Also present: Fernando Acosta-Rodríguez, Jesús Alonso-Regalado, Barbara Alvarez, Angela Carreño, Paloma Celis-Carbajal, Ana María Cobos, Paula Covington, Patricia Figueroa, Pamela M. Graham, Adán Griego, Orchid Mazurkiewicz, Mei Méndez, Richard Phillips, Cecilia Sercán, Sócrates Silva, Rafael E. Tarragó, Miguel Valladares, Gayle Williams, John B. Wright

I. The meeting was called to order at 4:39 p.m. with Shirey presiding.

II. Minutes of SALALM LVI had been distributed via e-mail. The minutes were unanimously approved with no corrections.

III. Reports
A. Officers
1. President (Shirey). Shirey began her report by welcoming conference participants. She thanked members of the Local Arrangements Committee and others involved in helping to plan and overcome programing and logistical challenges posed by hosting an overseas 4-day conference. She expressed hope that future conferences will follow this shortened conference timeframe. Shirey continued by noting the Executive Board’s acceptance of an invitation from the University of Miami Libraries and Florida International University Libraries to host SALALM LVIII in Coral Gables. She thanked Méndez and Williams for their time and initial efforts in planning and sponsoring next year’s conference panels and events scheduled for the 17th to 22nd of May. Shirey concluded by asking Mantilla to deliver her report.
2. Vice-President/President-Elect (Mantilla). Mantilla began and ended her report by warmly thanking the general membership for having elected her into office and announced that she would discuss next year’s conference theme during the second meeting of the Executive Board.
3. Past President (Llamas). Llamas reported as having submitted 10 of 12 presentation papers from SALALM LVI for subsequent secondary review and publication by the Secretariat at the end of June.
4. Executive Secretary (Calvo). Calvo began her report by announcing that as of June 9, 2012 SALALM has:
Personal Members
• New Personal Members: 16
• Emeritus Members: 02
• Student Members: 13
• Honorary Members: 14
• Total Personal Members: 202*
*Includes: New members, Emeritus, Students, and Honorary
——————————————————-
Institutional Members
• Sponsoring Members: 23
• Total Institutional Members: 101*
*Includes: Sponsoring members
——————————————————-
Total SALALM Members: 303
She soberly conveyed, for the second year in a row, the organization’s decrease in membership numbers. She noted the Secretariat’s on-going efforts to address the aforementioned downward membership trend. She warmly praised Carol Avila’s diligence in reviewing membership renewals, especially institutional memberships, to correct inconsistencies in contact information and billing procedures and payments. She next announced that the Secretariat sold 23 publications—outside of subscriptions—that generated sales amounting to $1,015. She continued by noting the Secretariat’s migration of its electronic files to Active Directory, a file sharing and management software, that allows for greater security by saving files to an offsite server. Calvo and Avila have access to all files and may work on them remotely in case of any emergency. Calvo then shifted attention to the organization’s promotional activities that included staffed booths at the Annual Meeting of the American Library Association (ALA) last June and the Latin American Library’s Open House, held on September 16, which led to an attendant sale of 1 publication. She next mentioned having met with representatives of the Buenos Aires Book Fair and associated bodies to discuss their wish to host SALALM in 2015. She added that additional details of this meeting would be conveyed during the Executive Board’s scheduled agenda discussion of future meetings. Calvo continued and announced the Secretariat’s work with the family of Alan Moss to send a donation in his memory to the Barbados Cancer Society. She noted similar efforts with Beverly Karno to send a donation in memory of Howard Karno. Calvo finished her report by once again warmly praising Avila in adapting to new workflows that include online payment of membership, conference and webinar registration via PayPal.
5. Treasurer (Johnson). Johnson began his report with a summation of the organization’s accounts and their varying time-tables. He then devoted his report to a discussion of the organization’s current and past endowment funds performance. He noted that as of last week their value stood at $736,400. Johnson then announced that the organization’s fiscal year balance ended at $90,000. Taken together, Johnson observed, the organization’s liquid assets total nearly $800,000. He continued by assuring the membership that the organization’s modernization through an increased Web presence and adoption of new accounting software demonstrates its vitality and commitment to meeting the concerns of its members. Johnson then shifted and announced preliminary efforts to secure insurance for the organization’s officers. Johnson ended his report by encouraging new and veteran members to join him and or associated bodies in continuing to modernize and improve the organization’s fiscal condition.
6. Rapporteur General (Delgadillo). Delgadillo reported as having secured rapporteurs for all scheduled conference panels. He announced that this conference would be his last as Rapporteur General. Delgadillo continued by saying that he was in the process of looking for a replacement to confirm by the time of the second meeting of the Executive Board. He warmly thanked the Finance Committee for its past support in securing a laptop and digital audio recorders that allowed him and those following him greater ease in carrying out the duties of the Rapporteur General. Delgadillo concluded his report by thanking the Executive Board and membership with having entrusted him with the responsibilities attached to being the Rapporteur General.

B. Members-at-Large
1. Benavides (2009-2012). No report.
2. Knowlton (2009-2012). “
3. Block (2010-2013). “
4. Hull (2010-2013). “
5. Paul Losch (2011-2014). “
6. Mary Jo Zeter (2011-2014). Zeter conveyed a member’s suggestion that the organization create a new forum to facilitate discussion and learning between librarians and vendors with respect to trends and changes associated with eBooks. Zeter concluded her report by noting that the member feels the increasing growth of eBooks is an important enough topic that it deserves a new and distinct forum as opposed to the issues tasked to existing organization bodies. Brief recap and discussion ensued with Valladares (self-identified as the member that Zeter spoke of in her report), Calvo, Llamas, and Johnson affirming the need to discuss the aforementioned suggestion during the Town Hall Meeting and the second meeting of the Executive Board.

C. Executive Board Committees
1. Local Arrangements (Elmelinda Lara). Shirey delivered the committee’s report on Lara’s behalf. She concisely presented the following preliminary conference statistics:
• Registered Registrants (Regular Members & Exhibitors): 150
• Full-Time Local Registrants (Institutional Non-Members): 17
• One-Day Local Registrants (Regular Non-Members): 80
• Conference Profits: $2,000*
*Approximately
Shirey finished her report by thanking SALALM LVII host, academic, corporate, and Librero sponsors and a membership reminder to view conference panel location changes via external hotel conference room monitors.
2. Constitution and Bylaws (Tarragó). Tarragó reported the committee as having met and reviewed a draft revision of the SALALM Constitution and Bylaws. He noted that the committee combined the two aforementioned documents into a single “Bylaws.” Tarragó continued by announcing that Jane Garner agreed to re-write the committee’s draft. This final draft should be ready by the end of December 2012. Tarragó stressed that in order to revise the Constitution and Bylaws, a vote by the membership is necessary. He added that the committee will contact the membership for comments and or suggestions. Tarragó ended his report with an optimistic tone and feels he’ll then present the new SALALM charter for the 2013 meeting and subsequent membership vote.
3. Policy, Research and Investigation (Sercán). Sercán began her report by announcing that the Gifts and Exchanges and Official Publications Subcommittees have been disbanded after committee review. She continued by noting the merger of the Bibliographic Instruction and Reference Services Subcommittees. They will conduct their duties and business under a new name: Research and Instruction Services. Sercán then conveyed the committee’s discussion of the Nominating Committee’s concern about wording in the “Operations Handbook” in the aftermath of the organization’s switch from paper to electronic ballots. She confirmed that the Nominating Committee provided the committee with the necessary wording to update language in the aforementioned handbook. The committee, Sercán explained, will update the language after the Constitution and Bylaws Committee finishes its work that includes updating the citations to the part of the Constitution that are in the “Operations Handbook.” She then announced that the new committee chair is Ellen Jaramillo. Sercán concluded her report with a motion: “that 3 of the substantive committees, Acquisitions, Access and Bibliography, and Library Operations and Services schedule their own informal meetings at SALALM since they serve to collect and present to the Executive Board the working of their constituent committees.” Shirey seconded the motion. Shirey called for a discussion of the motion. No discussion occurred. Shirey called for a vote. The motion passed unanimously.
4. Membership Committee (Griego). Griego began his report by noting his having been appointed to fill the remainder of Nashieli Marcano’s term as committee chair. He next announced that the committee resolved a number of communication problems between new members and the organization. Griego deferred detailed discussion of the committee’s interactions with the SALALM Scholarship Task Force, chaired by Johnson, and the SALALM Webinar Pilot Project Working Group, chaired by Mazurkiewicz. He finished by acknowledging the presence of two new conference attendees: John Kroondyk and Carolyn Palaima. At this point, Johnson acknowledged another new conference attendant: Samuel Wicks.
5. Editorial Board & José Toribio Medina (JTM) Award (Mazurkiewicz). Mazurkiewicz noted the following publications as complete and or in progress:
Conference Proceedings

• No. 53. Encounter, Engagement and Exchange: How Native Populations of the Americas Transformed the World, John B. Wright, (editor) (published), 2008;
• No. 54. Migrations and Connections: Latin America and Europe in the Modern World, Pamela M. Graham (editor) (in progress—at the printers), 2009;
• No. 55. The Future of Latin American Library Collections and Research: Contributing and Adapting to New Trends in Research Libraries, Fernando Acosta-Rodríguez (editor) (in progress—at the typesetter), 2010;
• No. 56. Preserving Memory: Documenting and Archiving Latin American Human Rights, Nerea A. Llamas (editor) (in progress—papers just submitted), 2011.

Commercial Publications

• Williams, Gayle Ann. Bibliography of Latin American and Caribbean Bibliographies. Annual Report, 2006/2007-2007/2008) (in progress—awaiting submission to Secretariat in August).
Mazurkiewicz then confirmed that the board is reviewing a submitted bibliography for consideration in the Bibliography & Reference Series. She next noted interest from several individuals willing to submit works for inclusion in the Latin American Information Series. Mazurkiewicz then announced, for the second year in a row, that the JTM Award would not be given due to a lack of recipients. She ended her report by summarizing the initial development of an open access repository. Examples of repository content include pre- and postprints, PowerPoint presentations, and resource tools of interest to the membership. A secondary aim of this repository, Mazurkiewicz observed, is to increase traffic to the organization Web Page. In the same spirit of directing traffic, she also announced the board’s intention of uploading remaining digital back issues of the SALALM Newsletter. Brief discussion ensued with Knowlton, Calvo, Losch, and Johnson offering suggestions and comments ranging from:
• The creation of additional archival institutional repositories at Tulane and the University of Texas at Austin;
• Inclusion of newsletter issues in the Internet Archive Web Page;
• Increasing use and preference of digital version of newsletter versus that of print;
• To the fiscal implications of total open access versus a moving firewall of newsletter issues.
6. Finance (Covington). Covington began her report by noting the committee’s review of the Treasurer’s reports, the Secretariat’s reports and Secretariat proposed 2012-2013 budget. She announced the committee’s pending approval of the budget is due to additional review of proposed fiscal policies and procedures. She warmly praised Johnson for his thorough presentations of finance and legal related issues, policies and proposals. Covington next acknowledged the committee’s approval of the Investment Working Group’s recommendation that SALALM use TIAA-CREF to manage its investments. She next noted the committee’s review of the need for liability insurance for the directors and officers of the organization along with a proposal for an audit. Covington concluded her report with a summary of income and expenses stemming from the 2011 Philadelphia conference, this current conference and preliminary figures for the 2013 Miami conference.
7. Nominating (Cobos). Cobos announced the selection of Roberto C. Delgadillo as the new Vice President/President Elect and Paloma Celis-Carbajal and Daisy V. Domínguez as the new Members-at-Large. She noted that 71% of the membership voted in the elections. There were 182 eligible voters with 129 votes cast. Cobos observed that this was the first time that SALALM used electronic ballots via SurveyMonkey. She continued by announcing that the new committee Chair is Stephanie Rocío Miles and identified incoming committee members as Marisol Ramos and Phillip MacLeod. She thanked the efforts of past committee chair Jesús Alonso-Regalado. Cobos ended her report by noting that additional committee items discussed included:
• Establishing new electronic balloting procedures;
• Reminder to potential candidates that their biographies will be public on the organization web page;
• Recommendation to use SurveyMonkey for future elections and that the Executive Board add the cost of its use fee to future organization budgets;
• Recommendation that the present organization constitution express the adoption of e-balloting;
• Recommendation to standardize committee name in organization constitution, bylaws and handbook, namely Nominating versus Nominations.
Brief discussion ensued with Calvo, Griego, Johnson, and Cobos offering suggestions and comments ranging from:
• What will be expected of candidates running for the organization presidency;
• Inclusion of photos to accompany candidate biographies;
• To the standardization of voting cut-off date.
8. LALA-L (Williams). Williams began her report by announcing that LALA-L enrollment is higher than the number of personal memberships but ongoing work with the Secretariat will soon rectify this situation. She noted that continued personal membership is a requirement for LALA-L access. Williams finished by announcing that come August 2012, LALA-L will be 21 years old.
9. Outreach/Enlace (Silva). Silva began his report by noting as having received and reviewed 13 applications. He next identified this year’s Enlace scholarship winners as Fernando da Silva Assumpção of the Academia Brasileira de Literatura de Cordel and Diana Patricia Restrepo Torres of the Biblioteca Luis Ángel Arango del Banco de la República, Colombia. He noted that the expenditures, for both winners, totaled $2,540. Silva finished his report by warmly acknowledging Griego and Celis-Carbajal for helping him understand his duties and committee logistics.
10. Communications (Daisy V. Domínguez; not present). Melissa Gasparotto will present the committee’s report on Domínguez’s behalf during the E-SALALM session.
11. Ad Hoc Committees
A. Webinar Pilot Project Working Group (Mazurkiewicz). Mazurkiewicz started her report with a summary of the salient aspects of the group’s charge. She next detailed the group’s first and second webinar experiments with the ALA’s International Relations Office (IRO). She succinctly described the procedures that worked and those in need of additional streamlining. Mazurkiewicz concluded her report with the group’s recommendations that:
• The organization aim to host one or more webinars per year;
• Create a Webinar Coordinator position reporting, possibly, to the Communications or Membership committees;
o The duties of the Webinar Coordinator would include:
 Work with a small sub-committee or bodies deemed appropriate by the Executive Board to manage webinar logistics (coordinating dates with the IRO, communicate with organization webmaster on the creation of a registration page and the Secretariat on payments, etc.);
 Solicit webinar proposals from the membership and or recruit instructors for specific topics;
 Evaluate webinar proposals.
Lengthy discussion ensued with Johnson, Calvo, Mazurkiewicz, Griego, Graham, Wright, Shirey, and Celis-Carbajal offering suggestions and comments ranging from:
• The need to establish timeframes and firm communication with Secretariat regarding webinar content;
• Marketing webinars to Library Science programs, associated bodies of the ALA and FIL partipants;
• Formulation of future webinar quality-control procedures;
• To tying webinar access as a benefit to new personal membership.
B. Scholarship Task Force (Johnson). Johnson began his report with a summary of the task force’s history and aims. He then identified Barnhart, Alison Hicks, Alonso Regalado, Celis Carbajal, Williams, Nathalie Soini, and Zeter as the other members of the task force. He next detailed its efforts to create a candidate pool for the scholarship. Johnson noted that during the fall semester 17 applications arrived and for spring 11. Selection was difficult, and in fall two candidates were judged to merit the scholarship: Lisa Cruces (The University of Texas at Austin) and Timothy Thompson (Indiana University). For spring semester David Fernández (University of Toronto) received the scholarship. Johnson strongly urges the organization to continue funding for another year. He ended his report by acknowledging the strong and consistent assistance of Gasparotto and Avila in helping the task force with its work.

At this point, Shirey paused the meeting–due to time constraints–and requested that the Interest Groups defer their reports until the second meeting of the Executive Board.

The meeting was adjourned at 6:10 p.m.

SALALM LVI, Philadelphia, Pennsylvania

Executive Board Meeting I, May 29, 2011

Minutes as corrected

Present, Executive Board: Fernando Acosta-Rodríguez, Adán Benavides, David Block, Hortensia Calvo, Darlene Hull, Peter T. Johnson, Sean Knowlton, Nerea Llamas, Martha E. Mantilla, Lynn Shirey, Roberto C. Delgadillo (Rapporteur). Also present: S. Lief Adleson, Jesús Alonso-Regalado, Barbara Alvarez, Anne C. Barnhart, Paloma Celis-Carbajal, Teresa Chapa, Ana María Cobos, Paula Covington, Daisy Domínguez, Patricia Figueroa, Pedro Figueroa, Melissa Gasparotto, Pamela M. Graham, Adán Griego, Alison Hicks, Paul Losch, Nashieli Marcano, Orchid Mazurkiewicz, Mei Méndez, Stephanie Miles, David C. Murray, Rhonda Neugebauer, Tracy North, Alma Ortega, Richard Phillips, Marisol Ramos, Carlos Retta, Suzanne Schadl, Nathalie Soini, Rafael E. Tarragó, Gayle Williams, John Wright, Mary Jo Zeter

 

I. The meeting was called to order at 4:31 p.m. with Llamas presiding.

II. Minutes of SALALM LV had been distributed via e-mail. The minutes were unanimously approved with no corrections.

III. Reports

A. Officers

1. President (Llamas). Llamas welcomed conference participants and asked Executive Board Members to deliver their reports. She began and ended her report by warmly thanking Joseph Holub and David Murray of the University of Pennsylvania and Temple University libraries for their time and efforts in planning and sponsoring conference panels and events.

2. Vice-President/President-Elect (Shirey). Shirey kept her remarks brief. She simply noted that she would later speak about the program theme and location for next year’s conference.

3. Past President (Acosta-Rodríguez). Acosta-Rodríguez reported as having gathered, edited and submitted presentation papers from SALALM LV for subsequent publication by the Secretariat.

4. Executive Secretary (Calvo). Calvo began her report by announcing that as of May 25, 2011 SALALM has:

Personal Members

  • New Personal Members:                           12
  • Emeritus Members:                                     10
  • Student Members:                                          7
  • Honorary Members:                                      4
  • Total Personal Members:                       213*

*Includes: New members, Emeritus, Students, and Honorary

——————————————————-

Institutional Members

  • Sponsoring Members:                               16
  • Total Institutional Members:                90*

*Includes: Sponsoring members

——————————————————-

Total SALALM Members:                             303

She continued by succinctly summarizing increasingly downward trends in membership statistics since 2007. She noted that other committees and associated bodies are working to address the aforementioned downward membership trends. Calvo then reported on the Secretariat’s intention to review membership renewals, especially institutional memberships, to correct inconsistencies in billing procedures and payments. She next announced that the Secretariat is on track to come “under-budget” for 2010-2011, but the exact figures leading to this state have yet to be determined. She also noted a Secretariat donation of $75 to the Polio Survivors Association in the memory of Marian Goslinga. Calvo concluded her report by noting the Secretariat’s ongoing work with Johnson as they explore new financial goals.

5. Treasurer (Johnson). Johnson began his report by providing an overview of the accounts, time-tables and fiscal responsibilities jointly adhered to by the Treasurer and Secretariat. He particularly praised the work of Carol Avila in helping to maintain detailed and clear account transaction records. Johnson noted the selling of $28,793 in mutual fund shares to meet the operating costs of the organization. He acknowledged that dipping into principal always carries risk but it is the reality that SALALM faces. Johnson observed, however, that the profit–approximately $12,000–generated from the annual meeting in Providence was critically important for balancing the budget. He continued his report by noting ongoing conversations with the Membership Committee to address declining membership figures. Johnson then focused his report with a summary of the work undertaken by the Investment Working Group (IWG). The IWG, he explained, oversees, for the Finance Committee, the organization endowment’s portfolio of investments in various mutual funds that total (as of May 20, 2011) $745,452. In the coming year IWG will undertake proactive measures to diversify the portfolio and thereby reduce the potential for broad losses should the stock market take another sharp and sustained drop in share prices. Johnson next announced capital gains of $465.20 and dividend profits of $14,169.62. He characterized the capital gains as “grim” but happily noted the dividend profits–these gains and profits, in turn, have been reinvested in existing mutual funds. Johnson then shifted his report by making the following recommendations:

  • Approval of work contract to ensure continuation of the organization’s CPA;
  • Termination of solicited donations to the Marietta Daniels Shepard Endowed Presidential Scholarship at The University of Texas at Austin, due to the organization’s pledge fulfillment to that university;
  • Creation of a new scholarship, to help address the membership decline, targeted at MA level students that: are enrolled in accredited schools of library and information studies; demonstrate strong interest in Latin America and/or; work with Latino/a populations.

Lengthy discussion ensued with Johnson, Benavides, Adleson, Marcano, Celis-Carbajal, Hicks, Griego, North, Calvo, Barnhart, and Cobos focused on publicity strategies, schedules, and costs associated with marketing the proposed scholarship to incoming professionals within and outside the United States. Johnson finished his report by noting the receipt of an anonymous $1,000 donation to the SALALM endowment fund. This donation stems from a challenge, issued last year, to make matching contributions to the aforementioned endowment fund.

6. Rapporteur General (Delgadillo). No report.

B. Members-at-Large

1. Mantilla (2008-2011). No report.

2. Delgadillo (2008-2011).       ”

3. Benavides (2009-2012).       ”

4. Knowlton (2009-2012). Knowlton’s report consisted of an e-mail from Patricia Figueroa that requested that the Executive Board consider the following four recommendations:

  1. “That SALALM change its name to reflect the reality of the work we accomplish. By this I mean a name that is more general in nature and, by default, more inclusive.
  2. That the SALALM Congress be limited to three days instead of five.
  3. That we eliminate panels and themes from our congress so that we can devote more time to our committees, regional meetings and vendors.
  4. That we meet and celebrate SALALM in conjunction with LASA, mimicking the arrangement that MELA and MESA have for their yearly congress. This arrangement would provide an outlet for SALALM members who must present a paper in order to receive funding for attending the congress. I’m not necessarily suggesting that our congress take place in the same hotel as LASA but rather the same city and date.”

Lengthy discussion on the first recommendation ensued with Tarragó, Williams, Acosta-Rodríguez, Griego, Knowlton, Schadl, Barnhart, Zeter, Hull, Gasparotto, Johnson, Benavides, and Adleson sharing views ranging from:

  • The changed nature of the organization—in terms of whom it serves now and will serve in the future;
  • To the merits and financial-legal implications of a name change and associated branding opportunities.

Discussion then shifted to recommendations two and three with Figueroa, Calvo, Tarragó, Adleson, Acosta-Rodríguez, Griego, Barnhart, and Graham affirming the need for shortened and thematic modifications to future conferences but only after consultation with the appropriate committees and/or appointed task force groups. Llamas, at this point, focused discussion to the fourth and last recommendation. Figueroa, Griego, Chapa, Calvo, Johnson, Tarragó, and Benavides shared their views ranging from:

  • The costs of a joint conference based on prior experiences with LASA;
  • The necessity of a hosted institution and or Secretariat for future conferences in light of reduced membership statistics;
  • The role of vendors in hypothetical joint LASA conferences;
  • To the prohibitive travel expenses of conference locations outside the United States.

Llamas thanked Knowlton for his report and requested that additional discussion of the recommendations take place during the Town Hall Meeting.

5. Block (2010-2013). Block started his report by noting conversations with members that echoed Figueroa’s recommendations. He confirmed as having reached an agreement with those members to fold these conversations into related discussions when held by the Executive Board. He finished his report by urging the membership to apply pressure to their institutions to become institutional sponsoring members and thereby help offset declining membership numbers.

6. Hull (2010-2013). Hull’s report consisted of her briefly passing on membership and vendor concerns about the increasing costs of future conferences. She noted that she would have and share additional information related to these concerns after the Libreros meeting.

C. Executive Board Committees

1. Local Arrangements (Murray). Murray summarized preliminary conference statistics as of May 29, 2011:

  • Registered SALALM Conference Participants:                  129
  • Registered Exhibitors:                                                                     31
  • SALALM LVI Conference Income:                                $45,795
  • “                            “          Expenses:                                         $33,137
  • “                            “          Profits:                                              $12,658

He concluded his report by identifying and thanking Dr. Paul C. Smith and his generous donation of $10,000 to SALALM LVI.

2. Constitution and Bylaws (Tarragó). Tarragó briefly reported steady progress in the committee’s work toward updating and merging the existing Constitution and Bylaws into a single document titled SALALM Bylaws. Thus far, he stated, the committee was able to vet three of the fifteen articles in this draft document. Tarragó concluded his report by noting his intention to provide a more thorough update of the committee’s work during the second Executive Board meeting.

3. Policy, Research and Investigation (Cecilia Sercán; not present). Wright presented the committee’s report on Sercán’s behalf. He began the report by requesting that resolutions be given to PRI Committee members by 12:00 p.m. Tuesday. Wright finished by identifying the committee members as: Gayle Williams, Ellen Jaramillo, Mark Grover, and himself.

4. Membership Committee (Nashieli Marcano). Marcano reported as having overseen a successful and well-attended orientation session for new members. She noted the same for the subsequent Happy Hour. Marcano finished her report by noting the committee’s endorsement of a two year pre-paid membership payment to attract and retain new members.

At this point, Llamas paused the meeting–due to time constraints–and requested that the remainder of committees and associated groups defer their reports until the second meeting of the Executive Board. She allowed Johnson to make a concluding remark.

Johnson thanked Holub for securing four Southwest Airlines tickets that will be auctioned at the Enlace raffle to help underwrite parts of the conference’s costs.

The meeting was adjourned at 5:59 p.m.

SALALM LVI, Philadelphia, Pennsylvania

Executive Board Meeting II, June 1, 2011

Minutes as corrected

Present, Executive Board: Adán Benavides, David Block, Hortensia Calvo, Darlene Hull, Peter T. Johnson, Sean Knowlton, Nerea Llamas, Paul Losch, Martha E. Mantilla, Lynn Shirey, Mary Jo Zeter, Roberto C. Delgadillo (Rapporteur). Also present: Fernando Acosta-Rodríguez, S. Lief Adleson, Jesús Alonso-Regalado, Sarah Aponte, Alejandra Cordero Berenguer, Paloma Celis-Carbajal, Paula Covington, Daisy Domínguez, Patricia Figueroa, Pedro Figueroa, Pamela M. Graham, Joseph Holub, Jana Krentz, Stephanie Miles, David C. Murray, Linda Russo, Sócrates Silva, Rafael E. Tarragó, Gayle Williams

I. The meeting was called to order at 3:28 p.m. with Shirey presiding.

II. Conference Reports

A. Officers

1. President (Shirey). Shirey began her report by announcing her intention of creating ad hoc committees to address several important issues raised by Figueroa’s list of proposals discussed during the first Executive Board Meeting. She continued by briefly outlining her plan to execute a four day schedule for SALALM LVII with the help of Suzanne Schadl. Shirey concluded her report by strongly affirming that she will work to ensure that next year’s conference provides for additional time and space to work for the membership and vendors.

2. Vice-President/President-Elect (Mantilla). Mantilla started and finished her report by acknowledging preliminary discussions between the Executive Board and the University of Miami Libraries and Florida International University Libraries for their offer to host SALALM LVIII.

3. Past-President (Llamas). Llamas briefly informed the Executive Board of her ongoing work with Acosta-Rodríguez to standardize conference planning procedures for incoming Presidents.

4. Executive Secretary (Calvo). No report.

5. Treasurer (Johnson). Johnson started his report by summarizing his past e-mail communications with the Executive Board. He concluded his report by declaring his intention to issue quarterly or bi-annual financial reports and convey ideas, via the organization website, to increase revenue flow.

6. Rapporteur General (Delgadillo). Delgadillo began his report by warmly thanking this conference’s volunteer rapporteurs for their time and efforts. He finished his report by acknowledging Ellen Jaramillo and Bridget Gazzo’s esprit de corps for each tackling two rapporteur assignments.

B. Members-at-Large

1. Benavides (2009-2012). No report.

2. Knowlton (2009-2012).        “

3. Block (2010-2013).                 “

4. Hull (2010-2013).                   “

5. Losch (2011-2014).                 “

6. Zeter (2011-2014).                  “

C. Executive Board Committees

1. Local Arrangements (Murray and Holub). Murray and Holub started their report by announcing conference attendance statistics as of June 1, 2011:

  • Registered SALALM Conference Participants: 170
  • Registered Exhibitors: 36

They concluded their report by declaring their willingness to share their experiences with Llamas and Acosta-Rodríguez’s work in streamlining conference planning guidelines.

2. Constitution and Bylaws (Tarragó). Tarragó briefly noted the committee’s intention to share its review and revisions of the draft SALALM Bylaws with the general membership. Tarragó concluded his report with the emphatic hope that the committee’s work and membership awareness of bylaws will make for a stronger organization.

3. Policy, Research and Investigation (Cecilia Sercán; not present). No report.

4. Membership (Nashieli Marcano, not present).                            ”

5. Editorial Board (Orchid Mazurkiewicz; not present). Williams, speaking on behalf of Mazurkiewicz, announced that Ana María Cobos and Phil MacLeod collaborated on a book chapter entitled: “SALALM, the Seminar on the Acquisition of Latin American Library Materials: The Evolution of an Area Studies Librarianship Organization” in Pathways to Progress: Issues and Advances in Latino Librarianship, to be published by Greenwood Publishers towards the end of 2011. She then reported:

  • Molly Molloy’s papers from the 2007 meeting have been published;
  • John Wright’s papers from the 2008 meeting will be published by the end of June 2011;
  • Pamela M. Graham’s papers from the 2009 meeting have been submitted and are in preparation for the copy editor;
  • Fernando Acosta-Rodríguez’s papers from the 2010 meeting have been submitted and are in preparation for the copy editor;
  • Williams’ latest edition of the Bibliography of Latin American and Caribbean Bibliographies has been sent to the printer and will be available after the meeting;
  • Williams’ Bibliography of Latin American & Caribbean Bibliographies 1990-1999 Cumulation will be published by Scarecrow Press in 2012;
  • No current titles are under production in the Bibliography and Reference Series.

Williams finished her report by conveying that Melissa Gasparotto has identified some guidelines for the Latin American Information Series (LAIS) that she is going to publicize on the website. Gasparotto will also put out a call for LAIS submissions later this year.

6. Finance (Richard Phillips, not present). Covington, speaking on behalf of Phillips, reported the committee as having had a productive meeting that resulted in:

  • Approval of projected SALALM LVII budget;
  • Two proposals, by Johnson, for consideration and approval by the Executive Board:

I. To increase credit card charges, from $3 to $5, to offset existing charges to the organization when the membership employs credit card payments

II. A three year prepaid membership option that would lock in current membership fees

  • Ongoing discussion of shifting organization operations to a calender year and associated fiscal implications;
  • Approval of the Secretariat’s proposed budget at $62,370–related issues to this budget included: CPA charges, use of PayPal, and updates to the organization website;
  • Approval to transfer $1,000 (plus $500 for start-up publicity) from organization dividends to initially launch the new scholarship. Member donations will sustain it in the future. This new scholarship will be fully coordinated and promoted directly by the organization to all library schools.

Covington concluded her report by noting the committee’s strong commitment to helping the organization increase its membership and revenues. Covington made a motion to accept Johnson’s first proposal. Benavides seconded the motion. Shirey called for a discussion of the motion. No discussion occurred. Shirey called for a vote. The motion passed unanimously. Covington made a motion to accept Johnson’s second proposal. Mantilla seconded the motion. Shirey called for a discussion of the motion. Brief discussion and remarks by Adleson, Benavides, Calvo, Covington, Knowlton, and Celis-Carbajal reflected the advantages and potential costs of the proposal. Shirey called for a vote. The motion passed unanimously.

7. Nominating (Alonso-Regalado). Alonso-Regalado began his report by noting the committee’s preliminary examination of free (SurveyMonkey, Ballotbin) and fee-based (Timberlake, DirectVote, Votenet) online election and survey services. He cited the potential ease of use and lost paper ballots as rationales for looking into online voting. Lengthy discussion ensued with Alonso-Regalado, Delgadillo, Knowlton, Krentz, Celis-Carbajal, Johnson, and Calvo sharing their experiences and privacy concerns with the use of SurveyMonkey and Timberlake. Alonso-Regalado made a motion to accept his proposal that next year’s election be conducted using SurveyMonkey as a pilot project. Mantilla seconded the motion. Shirey called for a discussion of the motion. No discussion occurred. Shirey called for a vote. The motion passed unanimously. Alonso-Regalado continued his report by conveying the committee’s proposal to add to the existing requirements for members running for the Vice-President/President-Elect position. He explained that the additional language would require that Vice-President/President-Elect candidates evince participation in at least one conference panel. Alonso-Regalado summarized the background of the existing requirement language and noted that the committee proposal arose from the need to open up the pool of candidates running for office in light of declining membership numbers. Lengthy discussion ensued with Benavides, Calvo, Shirey, Tarragó, Llamas, Adleson, Murray, Miles, Acosta-Rodríguez, Losch, Mantilla, Celis-Carbajal, Krentz, Russo, Graham, Hull, and Alonso-Regalado expressing support for and concerns ranging from:

  • The need to rewrite existing organization operational handbook criteria for members running for positions;
  • The difficulty in ascertaining past experience in organization bodies;
  • Affirming the need to retain institutional memory at the Secretariat;
  • Establishing the distinction between a committee participant and committee member;
  • The need for flexibility in determining experiences and participation when it is not evident;
  • To redoubling efforts to maintain constant clear communication between the Secretariat and organization bodies.

Alonso-Regalado finished his report by making a motion to accept his proposal that candidates running for the position of Vice-President/President-Elect shall have been SALALM members for three years, attended two SALALM conferences and have provided substantial services within the organization such as service on committees and working groups. Benavides seconded the motion. Shirey called for a discussion of the motion. No discussion occurred. Shirey called for a vote. The motion passed unanimously.

8. LALA-L (Williams). Williams began her report by noting that LALA-L has approximately 205 enrolled members. She continued by declaring that “things are running smoothly.” Williams finished by announcing that come August 2011, LALA-L will be twenty years old.

9. Enlace/Outreach (Celis-Carbajal). Celis-Carbajal began her report by happily announcing this year’s Enlace raffle garnered approximately $2,400. Celis-Carbajal briefly outlined the committee’s preliminary and long-term efforts towards creating grants for library school students in Latin America to attend the conference. She finished her report by citing that future Enlace applicants will be required to obtain a letter of support from their home institutions. Celis-Carbajal declared this requirement stems from the all too often forgotten realization that Enlace only covers approximately eighty percent of a chosen applicant’s conference expenses. This situation has led the committee to reconvene and reexamine other candidates in light of last-minute chosen applicant cancellations.

10. Communications (Domínguez). Domínguez started her report by briefly stating the committee’s recommendations:

  • The incorporation of future Newsletter content into the different areas that will comprise the redesigned organization website resulting in the termination  of the Newsletter;
  • The purchase of a $48 plug-in that will allow for online membership payments of conference registrations, renewals, and webinars;
  • A contingent payment of $640 for a web developer to assist with the organization website redesign over the summer.

Domínguez continued by citing the enthusiastic and tireless volunteer efforts of Stephanie Rocío Miles, Sócrates Silva, Kent Norsworthy, and Craig Schroer for seeing through to completion the committee’s assigned charge. She finished her report by noting the committee’s ongoing work towards the digital preservation of past Newsletter content. At this point, Domínguez was informed by Calvo that the Finance Committee had endorsed the Communications Committee’s recommendations and that no other action was required.

11. E-SALALM Committee and Webinar Pilot Project (Llamas). Llamas began her report by noting the Finance Committee’s endorsement of the committee’s recommendation of Buddy Press as the organization’s website platform. She continued by announcing that the E-SALALM Committee’s charge was met and will cease to exist. She finished her report by announcing that work of the Webinar Pilot Project will continue under the leadership of Orchid Mazurkiewicz.

D. Substantive Committees

1. Acquisitions (Virginia García).                                              No report.

2. Access and Bibliography (Teresa Chapa).                                 “

3. Library Operations and Services (Rhonda Neugebauer).   “

4. Interlibrary Cooperation (Sarah Buck Kachaluba)               “

5. Libreros (Carlos Retta, not present). Cordero Berenguer, speaking on behalf of Retta, conveyed the Libreros discussion of the role and future of their sponsored reception. She noted, in particular, that the majority of Libreros have agreed to eliminate the standing option of allowing an individual Librero the choice of paying the Libreros Reception sponsorship fee of $300. She continued by reporting that all Libreros would be expected to pay the aforementioned sponsorship fee as part of the established exhibitors payment. Lengthy discussion ensued with Johnson, Holub, Mantilla, Russo, Llamas, Hull, Knowlton, Adleson, Benavides, Shirey, and Murray expressing suggestions and comments ranging from:

  • The difficulty of determining, in advance, the costs of the reception in light of variable expenses and income fluctuations that occur once a conference is underway;
  • The necessity of modifying language in existing documents used to arrange enforcement and payment of exhibitor fees for tax purposes;
  • The burden, if any, of higher fees for first-time exhibitors with the organization;
  • The elimination of the reception altogether given prior discussion of paucity of one-on-one time between membership and exhibitors;
  • To the creation of a one-time waiver or reduced rate for first-time exhibitors.

At this point, time constraints forced Shirey to pause the discussion and request that the Executive Board and Libreros continue this on-going conversation via e-mail.

III. Old Business

Future Meetings

A. 2012, Port of Spain, Trinidad and Tobago (Shirey). Shirey began her report by announcing an offer from the University of the West Indies, St Augustine to host next year’s conference in Trinidad and Tobago. She acknowledged the proposed conference’s four-day timetable as keeping in line with a recommendation for a shortened conference. She continued her report by confirming that the Finance Committee reviewed, revised and endorsed the proposed SALALM LVII conference budget. Finally, she stated that a LALA-L “straw poll” would be undertaken to determine which of two possible conference time frames (May 12-15 vs. June 16-19) fits the needs of the organization membership in order to avoid conference schedule conflicts. Shirey made a motion to accept the University of the West Indies, St Augustine’s invitation to host SALALM LVII. Llamas seconded the motion. Shirey called for a discussion of the motion. No discussion occurred. Shirey called for a vote. The motion passed unanimously.

B. 2013, Miami, Florida (Shirey). Shirey noted that a tentative proposal from the University of Miami Libraries and Florida International University Libraries to co-host SALALM LVIII in 2013 is expected in the near future. Williams confirmed what Shirey noted and will work with Mei Méndez before presenting a complete proposal to the Executive Board for consideration and subsequent approval.

IV. New Business

Proposal

A. Gale Cengage World Scholar Portal―Latin America and the Caribbean Proposal (Llamas). Llamas briefly outlined a proposal from Gale Cengage to partner, administer, and award an undergraduate research prize with the organization. Lengthy discussion ensued with Johnson, Murray, Llamas, Hull, Adleson, Benavides, and Williams noting concerns and views ranging from:

  • The time-labor intensive logistical “nightmare” of researching, promoting and providing ongoing feedback to the portal, in addition to institutions and associated students, faculty and staff;
  • The proposal, if accepted, would require SALALM to act outside its guidelines as a non-profit organization;
  • The positive aspects that stem from the inclusion of the organization in an effort that encourages undergraduate research in Latin American Studies;
  • To the creation of an ad hoc committee to examine the implications of the proposal.

Shirey issued a call for volunteers to comprise the aforementioned ad hoc committee. Murray, Johnson, Adleson, and Mantilla agreed to serve on the committee. Williams suggested that others that have worked with the portal be approached to serve on the committee as additional members.

Shirey moved the meeting be adjourned.

The meeting was adjourned at 5:39 p.m.

 

 

SALALM LV
Executive Board Meeting I, July 24, 2010

Minutes as corrected.

Present, Executive Board: Fernando Acosta-Rodríguez, Adán Benavides, Hortensia Calvo, Patricia Figueroa, Jane Garner, Pamela M. Graham, Sean Knowlton, Nerea Llamas, Martha E. Mantilla, Sandra Pike-Raichel, Gayle Williams, Roberto C. Delgadillo (Rapporteur). Also present: S. Lief Adleson, Jesús Alonso-Regalado, Anne C. Barnhart, David Block, Paula Covington, Daisy Domínguez, Georgette Dorn, Adán Griego, Nancy Hallock, Alison Hicks, Joseph Holub, Darlene Hull, Ellen Jaramillo, Martha Kelehan, Eudora Loh, Paul Losch, Nashieli Marcano, Orchid Mazurkiewicz, Kaydee McCann, Stephanie Miles, Molly Molloy, David Murray, Tracy North, Richard Phillips, Carlos Retta, Daniel Schoorl, Cecilia Sercán, Laura D. Shedenhelm, Lynn Shirey, Miguel Valladares

I. The meeting was called to order at 4:02 p.m. with Acosta-Rodríguez presiding.

II. Minutes of SALALM LIV had been distributed via e-mail. The minutes were unanimously approved with no corrections.

III. Reports

A. Officers

1. President (Acosta-Rodríguez). Acosta-Rodríguez welcomed conference participants and asked Executive Board Members to deliver their reports. He began and ended his report by warmly thanking Figueroa, the Local Arrangements Committee, Brown University, vendors, and the Secretariat for their time and efforts in planning and sponsoring conference panels and events.

2. Vice-President/President-Elect (Llamas). Llamas elected to keep her comments short. She expressed how pleased she was with Figueroa and her staff in attending to conference matters. Llamas concluded her report by requesting that she defer new Chair announcements to Executive Board Committees, Substantive Committees and Subcommittees until the business meeting.

3. Past President (Graham). Graham reported as still in the process of gathering presentation papers from SALALM LIV for subsequent publication by the Secretariat. She anticipates being done by the end of this calendar year or early spring of next year. Graham finished her report by succinctly summarizing the ongoing progress of work and interest stemming from her e-SALALM proposal/charge.

4. Executive Secretary (Calvo). Calvo began her report by announcing that as of July 10, 2010 SALALM has:

Personal Members

  • New Personal Members:    20

  • Emeritus Members:    12

  • Student Members:    13

  • Honorary Members:    13

  • Total USA Members:  187

  • Total Foreign Members:    54

  • Total Personal Members:  241*

*Includes: New members, Emeritus, Students, Honorary, USA & Foreign

——————————————————-

Institutional Members

  • Sponsoring Members:  21

  • Total USA Members:  77

  • Total Foreign Members:  29

  • Total Institutional Members: 106*

*Includes: Sponsoring members, USA & Foreign

——————————————————-

Total SALALM Members: 347

She continued by reporting that the sale of 8 publications for the 2009-2010 fiscal year garnered $360.00. Newsletter subscriptions for the same period totaled $250.00. Calvo noted a Secretariat donation of $75.00 to the Scott Van Jacob Foundation and future donation of the same amount in the memory of Marian Goslinga. She also noted the Secretariat’s first year in sending out electronic ballots, electronic membership renewals, press releases, and conference registration packets. These efforts saved the Secretariat a total of $982.56. Calvo concluded her report by summarizing membership statistics since 2007.

5. Treasurer (Garner). Garner began her report by providing an overview of the Secretariat, Tulane, Conference, and Host Representative Accounts. She noted, this year, all checks received and credit card charges were deposited in the Secretariat accounts. The Treasurer’s account, which would have received the monies noted, was frozen as of September 1, 2009 and closed on July 2, 2010. Remaining funds in the Treasurer’s account were transferred to Figueroa to be used for SALALM LV. She continued her report by noting that as of the 2010 fiscal year all SALALM accounts were consolidated at the Secretariat on recommendation of a fraud consultant. The Treasurer continues to be responsible for monitoring all accounts using SALALM’s tax ID number. Garner announced Barnhart as the new SALALM Treasurer. Barnhart begins her term as Treasurer effective September 1, 2010. Garner then discussed SALALM’s eight mutual fund investment accounts. She noted, as of July 20, 2010, the funds had a value of $630,094.11. Garner reported a withdrawal of $28,793.29 to balance the 2010 fiscal year budget. She does not anticipate having to withdraw a similar amount next year but she added “we will wait and see.” Garner continued her report with an explanation of SALALM’s role and support of the Marietta Daniels Shepard Memorial Endowed Presidential Scholarship at The University of Texas at Austin. The scholarship’s fund value, as of August 31, 2009, amounted to $102,501.10. Garner identified Rachel Little as the 2009-2010 Marietta Daniels Shepard Scholarship recipient. Little, Garner noted, earned her Master’s degree in May. Garner requested that the membership help in directing eligible candidates for the scholarship to the School of Information at The University of Texas at Austin. She concluded her report by answering questions related to the scholarship’s requirements and past recipients.

6. Rapporteur General (Delgadillo). Delgadillo reported as having secured rapporteurs for all scheduled conference panels. He continued by noting that with new work assignments at his home institution he may not be able to carry out his duties as Rapporteur General past SALALM LVII. To prevent this from occurring, Delgadillo requested assigning rapporteurs to future Town Hall and Business Meetings. He also asked that future Chairs of Local Arrangement Committees assign one of their staff to assist him with the logistics of placing and securing the digital recorders before and after conference sessions. Calvo notified Delgadillo that they will meet sometime during the conference to discuss his requests in detail. Delgadillo concluded his report by thanking the membership and Secretariat for their support.

B. Members-at-Large

1. Pike-Raichel (2007-2010). No report.

2. Shedenhelm (2007-2010). Shedenhelm conveyed several members’ concerns regarding future SALALM conference venues. These discussions led Shedenhelm to conduct a survey of 15 possible host institutions earlier this year. She summarized the survey results and urged interested host institutions to carefully plan their intention and commitment to SALALM as far as 2-3 years in advance. Shedenhelm concluded her report by asking the membership to consider the option of having SALALM conferences every other year. Lengthy discussion ensued with Benavides, Calvo, Block, Acosta-Rodríguez, North, Shedenhelm, Graham, Hull, Griego, Barnhart, Llamas, and Alonso-Regalado exchanging views regarding:

  • the history and experiences of past annual conference formats;

  • the role of the Secretariat and vendors in future, and possibly shortened, conferences;

  • the publication implications of the aforementioned shortened conferences.

Acosta-Rodríguez acknowledged the importance of the discussions and implications raised by Shedenhelm’s report, but due to time constraints, he requested these discussions continue at a future date. He thanked Shedenhelm for her survey work.

3. Mantilla (2008-2011). No report.

4. Delgadillo (2008-2011). No report.

5. Benavides (2009-2012). No report.

6. Knowlton (2009-2012). Knowlton briefly reported on several members’ requests to modify the José Toribio Medina Award so that there are two prizes given: one prize for a book-length publication and another prize for an article-length publication. Garner observed that this had been the practice of past Medina awards. Knowlton concluded his report by reaffirming this past practice.

C. Executive Board Committees

1. Local Arrangements (Figueroa). Figueroa summarized preliminary conference statistics:

  • Registered SALALM Conference Participants:   155

  • Registered Exhibitors:     43

  • Libreros Reception Sponsors:     33

  • SALALM LV Conference Expenses:   $25,868.00

  • SALALM LV Income:   $37,825.00

  • SALALM LV Profits:   $11,957.00

She concluded her report by identifying the vendor, Brown and Princeton University, and associated institutional contributors that provided support for conference breaks and receptions. Figueroa received a warm round of applause.

2. Constitution and Bylaws (Garner). Garner reported that the committee met briefly in order for its members (Calvo, Garner, Tarragó, Sercán, and Wright) to attend a discussion of the e-SALALM proposal/charge. She noted consensus among committee members to not only update the existing Constitution and Bylaws but to merge the two into a single document. Garner stated the committee will also communicate via e-mail and present their recommendations when complete. She finished her report by urging the membership to recommend specific article modifications to the Constitution and Bylaws in light of changes stemming from the e-SALALM proposal/charge.

3. Policy, Research and Investigation (Sercán). Sercán began by noting the committee’s work in establishing a communications committee that Graham will discuss under New Business. Sercán concluded her report by affirming the committee’s year-long commitment to writing a procedures manual for committees and associated subcommittees.

4. Membership Committee (Marcano). Marcano reported as having overseen a successful and well-attended orientation session for new members. She noted the same for the subsequent Happy Hour event despite a last minute venue change due to the weather. Marcano cited the committee’s ongoing work towards its mentoring and outreach efforts to new members. Marcano finished her report by noting the committee interest in possibly organizing a pre-conference at the 2011 meeting of the American Library Association (ALA) in New Orleans in order to promote SALALM outside its core membership. Calvo expressed her willingness to host a pre-conference at Tulane University. Barnhart, Griego, Hull, and Figueroa shared their experiences in organizing pre-conference workshops that might serve as a template for the committee to emulate.

5. Editorial Board (Mazurkiewicz). Mazurkiewicz read a report prepared for her by Mark Grover. She announced no published works in the Bibliography and Reference Series, Conference papers, and the Latin American Information Series. She noted the following as currently in progress:

Conference Proceedings

  • No. 52. Borders: Obsession, Obstacle, Open Door?, Molly Molloy (editor); will be published by October, 2010;

  • No. 53. Encounter, Engagement and Exchange: How Native Populations of the Americas Transformed the World, John B. Wright (editor); will be published by February, 2011;

  • No. 54. Migrations and Connections: Latin America and Europe in the Modern World, Pamela M. Graham (editor); waiting for papers;

  • No. 55. The Future of Latin American Library Collections and Research: Contributing and Adapting to New Trends in Research Libraries Fernando Acosta-Rodríguez (editor); waiting for papers.

Commercial Publications

  • Karno, Beverly. Frieda Kahlo Bibliography;

  • Stern, Peter. Bibliography of the Mexican Muralists Movement;

  • Williams, Gayle Ann. Bibliography of Latin American and Caribbean Bibliographies, 1990-1999.

Mazurkiewicz noted that the José Toribio Medina Award would not be given this year. This decision will not impact the composition of the award committee. Committee member Víctor Julián Cid Carmona will remain for another year and Víctor Federico Torres agreed to chair the committee for the next two years. Mazurkiewicz continued by reporting the board’s discussion to undertake increased publicity for the Medina Award. The board will also present a proposal to change wording to award criteria for nomination. This proposal will be presented under the New Business portion of the second Executive Board meeting. Mazurkiewicz announced Melissa Gasparotto as editor of the Latin American Information Series and Gasparotto’s intention to secure works to that series. Mazurkiewicz concluded her report by noting the board’s discussion of a proposal made by Peter Stern regarding digital publishing rights. This proposal will be introduced during the second Executive Board meeting.

6. Finance (Phillips). Phillips began his report by noting the Committee’s review of the Secretariat’s proposed 2010-2011 budget. He announced the Committee’s tentative approval of the budget. Final approval of the budget will result once decisions are reached related to the implementation of an electronic version of the Newsletter, which would free up printing and postage costs, and the outcome of a salary equality review, which may result in having to allocate additional monies to make salary adjustments as determined by Tulane and Carol Avila at the Secretariat. Philips also noted the Committee’s ongoing review of funding a table at the ALA conference next year. He concluded his report with a motion from the Committee. The motion seeks “to add the name of incoming SALALM Treasurer Anne C. Barnhart to all official business, tax, investment, bank and other such documents by September 1, 2010.” Acosta-Rodríguez called for a discussion of the motion. No discussion occurred. Acosta-Rodríguez called for a vote. The motion passed unanimously.

7. Nominating (McCann). McCann announced the selection of Lynn Shirey as the new Vice President/President Elect and David Block and Darlene Hull as the new Members-at-Large. She continued by stating that Alonso-Regalado will rotate as incoming Committee chair. She noted the Committee’s work towards guidelines and timeframes for running future elections. McCann expressed her concern with the low voter turnout during this election cycle. She ended her report with a suggestion that the Secretariat and Executive Board consider conducting future elections electronically. Brief discussion ensued with Calvo, McCann, Garner, Graham, Williams, Loh, and Griego sharing views ranging from comparisons of other groups’ experiences and costs to security concerns associated with electronic ballots.

8. Web Page (Gasparotto; not present). No report.

9. Enlace/Outreach (Celis Carbajal; not present). Griego presented the committee’s report on Celis Carbajal’s behalf. He began the report by identifying this year’s Enlace scholarship winners as Sergio Rodríguez Quezada of the Biblioteca de Santiago, Chile and Claudia Escobar Vallarta of the Colegio de México. He continued by noting the committee’s ongoing planning for the 25th anniversary celebration of the Enlace scholarship and its winners. Griego concluded the report by thanking Figueroa, Brown University, and the membership for their continuing support of the Enlace scholarship.

D. Interest Groups

1. HAPI (Mazurkiewicz). Mazurkiewicz reported that HAPI’s double volume, to be published at the end of this year, shall be its last printed volume.

2. LAMP (Shirey). Shirey reported the group’s decision to spend half of its existing budget. She concluded by announcing that Philip MacLeod will be the LAMP Executive Board’s latest member.

3. Libreros (Retta). Retta conveyed the libreros’ interest in creating a greater presence within SALALM and its associated committees. Lengthy discussion ensued with Adleson, Calvo, Griego, Alonso-Regalado, Barnhart, Retta, Hull, Shedenhelm, Benavides, and Acosta-Rodríguez offering suggestions and comments ranging from:

  • ensuring that libreros obtain personal memberships in order to run for vacant committee positions;

  • the possible creation of a libreros only Member-at-Large position;

  • the need to run for positions beyond Member-at-Large;

  • to the need for increased libreros themed panels and workshops in future conferences.

Retta finished his report by thanking those that spoke for their suggestions.

At this point, Acosta-Rodríguez paused the meeting and after consultation with the Executive Board requested that the Affiliated Groups and Substantive Committees defer their reports until the Business Meeting. This request was prompted by time constraints.

4. Affiliated Groups

a. CALAFIA (Loh). Report deferred.

b. LANE (Mantilla). Report deferred.

c. LASER (Knowlton). Report deferred.

d. MOLLAS (Llamas). Report deferred.

5. LARRP (Williams). Report deferred.

6. ISiS (Figueroa). Report deferred.

7. ALZAR (Barnhart). Report deferred.

8. LALA-L (Williams). Report deferred.

IV. Future Meetings

A. 2011, Philadelphia, Pennsylvania: Holub and Murray

1. Local Arrangements (Holub and Murray). Holub began his report with an invitation to host SALALM L VI in Philadelphia, Pennsylvania. He noted that conference dates would range from May 27th to June 1st with panels and lodging at the Radisson Plaza-Warwick Hotel in downtown Philadelphia. Holub provided an overview of conference sponsors, locations, related events and hotel prices. He shared copies of the proposed conference budget. Holub ended his report with a request that the Executive Board accept his invitation. Llamas warmly thanked Holub and Murray for their work and efforts to date. Shedenhelm made a motion to accept Holub’s invitation. Graham seconded the motion. Acosta-Rodríguez called for a discussion of the motion. No discussion occurred. Acosta-Rodríguez called for a vote. The motion passed unanimously.

B. Future Meetings after 2011: Shedenhelm and Calvo

1. Shedenhelm declined to initiate discussion on this agenda item. She felt this topic had been thoroughly discussed during her Member-at-Large report.

V. New Business:

A. Hosting Secretariat after 2011 (Calvo). Calvo alerted the Executive Board that Tulane University’s contract to host the Secretariat expires on September 1, 2011. She stated that while Tulane would accept a decision, if any, to move the Secretariat to a new host institution, she’s committed to continue hosting the Secretariat at Tulane for an additional three years. Calvo cited an incoming Treasurer, Secretariat moving costs, an established staff, and the support of the Dean of Libraries as factors in favor of remaining at Tulane. Benavides and Shedenhelm strongly suggested the creation of a taskforce, with a lead time of two-years, to investigate the financial and logistical implications of moving the Secretariat in the future. Pike-Raichel made a motion to accept Calvo’s commitment to continue hosting the SALALM Secretariat at Tulane University for an additional three years. Benavides seconded the motion. Acosta-Rodríguez called for a discussion of the motion. No discussion occurred. Acosta-Rodríguez called for a vote. The motion passed unanimously.

B. Proposal for Web-Based Version of SALALM Newsletter (Mazurkiewicz). Mazurkiewicz deferred the proposal for a web-based version of the Newsletter. She feels that additional membership input is warranted similar to the feedback sought regarding the integration of Newsletter content into a revised SALALM webpage. Mazurkiewicz is highly encouraged by the presence of new members willing to suggest and work towards these aims. She requested that she resubmit the proposal at the second meeting of the Executive Board. Acosta-Rodríguez noted his intention to make this a topic at the Town Hall Meeting.

C. Proposal for a New Communications Committee (Graham). Graham outlined her proposal to reorganize existing committee positions and formulate new positions to equip SALALM’s communication tasks. She noted these committee changes reflect the needs and opportunities for disseminating information about SALALM. Graham continued by stating that the formulation of a Communications Committee would enable SALALM to better coordinate and manage its online presence, providing benefit to current and potential members, and to SALALM’s professional community in general. She also noted that her proposal is related to but not dependent upon the current Editorial Board proposal to alter the format and approach to publishing the SALALM Newsletter. Graham feels that regardless of the future format of the Newsletter and corresponding title of the editor or content manager, she recommends that this role be a part of a communications group instead of the Editorial Board, as is currently the case. She next outlined the composition of what would be known as the SALALM Communications Committee. She summarized its purpose and activities. She concluded her proposal by providing additional background related to the composition of the committee. Graham made a motion to accept her proposal to create a SALALM Communications Committee. Pike-Raichel seconded the motion. Acosta-Rodríguez called for a discussion of the motion. Lengthy discussion ensued by Shedenhelm, Loh, Barnhart, North, Molloy, and Mazurkiewicz regarding:

  • the nature of the proposed committee member rotation requirement;

  • the advantages and disadvantages of having appointed members;

  • the necessity of having a non-appointed committee member.

Acosta-Rodríguez called for a vote. The motion unanimously failed to pass. Graham noted her intention to present a revised version of her proposal at the second Executive Board meeting. She stated her revised proposal would include language ensuring the inclusion of a non-appointed committee member.

D. Proposal for New Format and Content of SALALM Annual Meetings (Block; not present). Acosta-Rodríguez announced that the nature of this proposal had been discussed during Shedenhelm’s Member-at-Large report.

The meeting was adjourned at 6:03 p.m.

 

Roberto C. Delgadillo
Rapporteur General
University of California, Davis

 

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SALALM LV
Executive Board Meeting II, July 27, 2010

Minutes as corrected.

Present, Executive Board: Fernando Acosta-Rodríguez, Adán Benavides, David Block, Hortensia Calvo, Jane Garner, Darlene Hull, Sean Knowlton, Nerea Llamas, Martha E. Mantilla, Lynn Shirey, Roberto C. Delgadillo (Rapporteur). Also present: S. Lief Adleson, Anne C. Barnhart, Paloma Celis Carbajal Patricia Figueroa, Melissa Gasparotto, Pamela M. Graham, Nashieli Marcano, Richard Phillips, Cecilia Sercán, Rafael Tarragó, Gayle Williams

I. The meeting was called to order at 3:45 p.m. with Llamas presiding.

II. Conference Reports

A. Officers

1. President (Llamas). Llamas began her report by opting to not repeat the previously announced committee chair assignments. She nicely acknowledged Pamela Graham’s leadership of the e-SALALM Committee. Llamas noted her intention of continuing the work of the e-SALALM Committee with the creation of a small group, led by Alison Hicks, tasked with looking into the committee’s charge and issues stemming from committee-related proposals. This group will work closely with the Membership Committee and enlist other members as it sees fit. Llamas announced her intention of including a program panel celebrating the Enlace Committee’s 25th anniversary. She finished her report by noting the creation of another small group charged with the planning and execution of a libreros pre-conference. This group will be comprised of Linda Russo, Carlos Retta and John Wright.

2. Vice-President/President-Elect (Shirey). No report.

3. Past-President (Acosta-Rodríguez). No report.

4. Executive Secretary (Calvo). No report.

5. Treasurer (Garner). No report. No report.

6. Rapporteur General (Delgadillo). No report.

B. Members-at-Large

1. Mantilla (2008-2011). Mantilla conveyed positive feedback from several international participants that felt very welcomed by the SALALM membership. She relayed a member’s request that the Executive Board critically revisit the organization’s mission statement in light of future technological and economic trends.

2. Delgadillo (2008-2011). No report.

3. Benavides (2009-2012). Benavides noted the imposed and increased time and energy constraints faced by members and committees as a result of having three scheduled receptions in a row. He observed that next year’s conference should not feel compelled to have three receptions.

4. Knowlton (2009-2012). Knowlton briefly echoed Mantilla’s report regarding the need to review SALALM’s mission statement and possible subsequent strategic plan to cope with the aforementioned future technological and economic trends.

5. Block (2010-2013). Block noted several members’ concerns regarding changes to the written criteria for the José Toribio Medina Award. He noted that these members felt the present award criteria favored the monograph over the journal article. Block finished his report by conveying that the present criteria did not adequately allow for the inclusion of electronic formats.

6. Hull (2010-2013). Hull conveyed the same members’ concerns that Block reported. Brief discussion ensued with Garner and Williams reviewing the history and evolution of the present Medina Award criteria. Llamas deferred additional discussion until New Business, after which Williams noted two proposals that Orchid Mazurkiewicz would have presented, directly addressing the concerns noted by Block and Hull. At this point, lengthy discussion ensued with Garner, Calvo, Block, Benavides, and Llamas regarding:

  • What would and or should constitute SALALM’s mission statement;

  • The legal and tax implications of rewriting language that appears to serve as the organization’s mission statement and its non-profit status;

  • The possible steps and associated membership notifications that would need to be taken for these changes to occur;

  • The role and on-going revisions by the Constitution and Bylaws Committee that would address the concerns raised by discussions about SALALM’s mission statement and need for a strategic plan.

At this point, Llamas paused the meeting and, after consultation with the Executive Board, requested that Tarragó present his committee report and that discussion of a strategic plan be deferred until New Business.

Access and Bibliography (Tarragó). Tarragó began his report by announcing Luis Alberto Retta as the new Chair of the Cuban Bibliography Subcommittee. He noted the Subcommittee’s work toward the creation of a digital bibliography of Cuban-born authors publishing outside of Cuba. Tarragó continued by conveying several Subcommittee members’ desire to explore the possibility of turning the bibliography into an on-going open access project accessible from the new SALALM webpage. Tarragó next summarized the principal discussion of the Official Publications Subcommittee. He reported that those present discussed the fact that some government agencies in Latin American countries do not publish the same information in their web pages that they publish in the final print editions of their official documents. Tarragó expressed concern that the digital version of a Latin American government report may not include addenda or supporting statistics and graphs that appear in its printed version. Tarragó concluded his report by briefly conveying two items of discussion from the Electronic Resources Subcommittee. The first of these originated from Ruby Gutiérrez, of HAPI, when she announced that from this year on, HAPI will be published online only. The second came from Tracy North, of The Handbook of Latin American Studies, who discussed the continuation and improvement of this digital bibliography. She showed how the new interface facilitates finding introductory analysis to its disciplinary sections. Unfortunately, this long standing bibliography of the literature in the arts, humanities and social sciences will cease covering economics in future volumes.

C. Executive Board Committees

1. Local Arrangements (Figueroa). Figueroa announced conference profits of approximately $12,000.00.

2. Constitution and Bylaws (Garner). No report.

3. Policy, Research and Investigation (Williams). Non report.

4. Membership (Marcano). Marcano reported the committee as having undertaken a lengthy discussion on the subject of honorary membership and possible ways of recognizing deceased members. Additional discussion focused on how to make the current web page more dynamic by including member profiles and how to make better use of technology, such as the Newsletter, other publications and webinars.

5. Editorial Board (Mazurkiewicz; not present). Williams, speaking on behalf of Mazurkiewicz, announced that Molly Molloy’s papers from the 2007 meeting will be published by October 2010. John Wright’s papers from the 2008 meeting will be published by February 2011. Pamela M. Graham has not yet submitted the papers from the 2009 meeting. Williams also noted that her Bibliography of Latin American and Caribbean Bibliographies, 1990-1999 will be completed by the end of the year. She finished her report by conveying that possible future publications include Beverly Karno’s Frieda Kahlo Bibliography and Peter Stern’s Bibliography of the Mexican Muralists’ Movement.

6. Finance (Phillips). Phillips reported the Committee as having had a lengthy meeting that focused on the Secretariat’s budget and discussed:

  • the advantages of moving to electronic publishing of the Newsletter;

  • and the savings gained from last year’s utilization of e-ballots for the SALALM elections.

The Committee endorsed the Secretariat’s proposed budget, the e-newsletter proposal and other e-concepts. Barnhart was welcomed as incoming Treasurer. The committee brought up the need to add Barnhart’s name as new Treasurer to all SALALM business, tax, banking, investment and other such documents by September 1, 2010. The committee also discussed:

  • SALALM’s move to an e-newsletter and its significance on SALALM finances,

  • the possible impact on ad revenues;

  • the legal implications over ethics in advertising;

  • visibility of sponsoring institutions,

  • and ad space for the libreros.

Phillips then briefly explained the purpose of the committee’s Investments Working Group (IWG). He noted its decision to give SALALM’s holdings a cautious posture that would still generate income via dividends and capital gains, with less emphasis on growth strategies. Phillips concluded his report by announcing Laura D. Shedenhelm as the new Chair of the IWG.

7. Nominating (McCann; not present). No report.

8. Web Page (Gasparotto). Gasparotto briefly noted a fifteen percent increase in web page views with the majority of visitors coming from Spain.

9. Enlace/Outreach (Celis Carbajal). Celis Carbajal began her report by detailing the Committee’s creation of a poster and accompanying tri-folds with information about Enlace. These materials, she explained, were created to promote among the conference attendees Enlace’s objective, this year’s award winners, and also to encourage attendees to support the committee by purchasing raffle tickets. Celis Carbajal continued by noting the Committee’s decision to upload the aforementioned poster and tri-folds on to Enlace’s Web Page. She then happily announced this year’s Enlace raffle garnered approximately $1,800.00. Celis Carbajal then mentioned the committee’s efforts on organizing a commemorative activity and gathering materials to celebrate Enlace’s 25th anniversary during next year’s meeting in Philadelphia. She finished her report by citing professional and time constraints for her decision to step down as chair of the Committee.

III. Old Business

A. Revised Proposal to Form the SALALM Communications Committee (Graham). Graham requested an Executive Board vote of the revised proposal after the first version had been discussed during the first meeting of the Executive Board. Lengthy discussion during that meeting led to a request that Graham revise the proposal to include language ensuring the inclusion of a non-appointed committee member. Acosta-Rodríguez made a motion to accept Graham’s revised proposal. Benavides seconded the motion. Llamas called for a discussion of the motion. No discussion occurred. Llamas called for a vote. The motion passed unanimously.

B. Proposal for Web-Based Version of SALALM Newsletter (Mazurkiewicz; not present). Knowlton presented Mazurkiewicz’s proposal after consultation with the Executive Board. The proposal calls for the cessation of the printed SALALM Newsletter and the integration of its unique content into the SALALM Web Page. Additional comments by Llamas, Calvo, and Garner led Knowlton to modify Mazurkiewicz’s proposal to include that SALALM will cease printing its Newsletter effective October 2010, at which time SALALM will link to an online PDF version of the Newsletter accessible via the organization’s web page. Knowlton made a motion to accept the revised proposal. Benavides seconded the motion. Llamas called for a discussion of the motion. Lengthy discussion ensued by Block, Calvo, Acosta-Rodríguez, Knowlton, Shirey, Adleson, Barnhart, and Gasparotto expressing support and concerns ranging from:

  • the need for gradual and timely notification of long-time Newsletter advertisers and general membership;

  • privacy concerns stemming from online publication of member photographs;

  • to the compilation of web page statistics to assure advertisers that their target audiences are being reached.

Llamas called for a vote. The motion passed unanimously.

IV. New Business

A. President’s Timeline/Checklist (Hull). Hull announced that the checklist would be included in the Policy, Research and Investigation Committee’s review of the Operations Handbook.

B. Initiation of SALALM Strategic Plan Discussions (Llamas). Llamas asked Garner which existing SALALM entity should be tasked with initiating discussions of a strategic plan. Garner recommended that Llamas create an Ad Hoc committee comprised of Members-at-Large charged with this assignment.

C. Editorial Board Proposals (Williams). Williams succinctly summarized two proposals stemming from lengthy Editorial Board discussions. The first proposal seeks the following changes to the “José Toribio Medina Award Criteria for Nomination” posted on the SALALM website at <http://salalm.org/honors/criteria.html> (formulated, January 1988 and updated, October 1994):

  • Change the sentence “One prize may be offered each year for a book-length publication.” to “One prize may be offered each year for a noteworthy publication.”

  • Change the sentence “Format is not a criterion: online databases, electronically published works, films, microforms, and other non-print materials will be considered as well as published books.” to “Format is not a criterion: online databases, electronically published works, films, and other non-print materials will be considered as well as published books and journal articles.”

Hull made a motion to accept the proposal. Acosta-Rodríguez seconded the motion. Llamas called for a discussion of the motion. Brief discussion ensued by Benavides, Adleson, Knowlton, Calvo, Williams, and Hull expressing concerns ranging from:

  • the paucity of electronic-born submissions;

  • the need to increase award publicity;

  • to the lack of non-print submissions.

Llamas called for a vote on the motion. It passed unanimously.

The second proposal requests that SALALM members be permitted to repost papers originally published in SALALM conference proceedings three years after they have been published by the organization. Thus, individuals who wish to do so will be able, with permission from the SALALM Secretariat, to regain copyright ownership of their scholarship. It is understood that such re-acquisition of copyright will be granted solely for non-profit, open-access purposes. Knowlton made a motion to accept the proposal. Hull seconded the motion. Llamas called for a discussion of the motion. No discussion occurred. Llamas called for a vote. The motion passed unanimously.

D. SALALM Archives (Llamas). Llamas initiated open discussion regarding the role and succession planning for SALALM Parliamentarian and Archivist. Garner, who currently holds those positions, indicated that they are unofficial and as such no action is needed to appoint successors. Brief discussion by Calvo, Benavides, Garner and Acosta-Rodríguez underscored the need for established archival guidelines and a timeframe for transferring materials from the Secretariat in New Orleans to its archive in Texas.

Llamas moved the meeting be adjourned.

The meeting was adjourned at 5:14 p.m.

 

Roberto C. Delgadillo
Rapporteur General
University of California, Davis