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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.
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:
- New Personal Members: 12
- Emeritus Members: 10
- Student Members: 7
- Honorary Members: 4
- Total Personal Members: 213*
*Includes: New members, Emeritus, Students, and Honorary
- 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.
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:
- “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.
- That the SALALM Congress be limited to three days instead of five.
- That we eliminate panels and themes from our congress so that we can devote more time to our committees, regional meetings and vendors.
- 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
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.
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
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
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.
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.
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:
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
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.
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:
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.
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
University of California, Davis
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
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.
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
University of California, Davis
TagsAdán Griego Alison Hicks archives Argentina art audiovisual Brenda Salem cataloging Chile Committee Report Constitution and Bylaws Committee Report Daisy V. Domínguez David Block digitization documentaries e-books Ellen Jaramillo Executive Board Meeting Minutes Felipe Varela Fernando Acosta-Rodríguez film Human Rights John B. Wright John Wright Lynn Shirey Marisol Ramos Martha Mantilla Meiyolet Mendez Melissa Guy Mexico music Pamela Graham Paula Covington Peter Johnson Peter Stern Philip S. MacLeod Rafael E. Tarragó rapporteur reports Richard Phillips Roberto C. Delgadillo SALALM56 SALALM57 Sarah Buck Kachaluba Suzanne M. Schadl Teresa Chapa