MINUTES MARS Executive Committee Friday, June 23, 1995 MCC E253c Present: Members: Denise Bennett, Peggy Seiden, Louis Drummond, Bernie Pasqualini, Laine Farley, Elliot Kanter, Karen Diaz, Sally Kalin Visitors: Laurie Preston, Marcella Stark, Janice Simmons-Welburn, Amy Tracy Wells, Pat Hawthorne, Carol Tobin, Nancy Bodner, Lori Morse, Becki Whitaker, Pat Riesenman, Stephen Dew, Doris Ann Sweet, Kathleen Kluegel, Linda Friend, Patricia Ianuzzi, Pamela C. Sieving Handouts: Goals, Strategies, Objectives -- 1996 MARS Program Flyer The meeting was called to order at 2:10 by Denise Bennett. A. Draft minutes from midwinter were distributed to those who did not have copies. Corrections were made by Louis Drummond. Others were encouraged to give Karen any other corrections by the end of this conference. B. Announcements 1. Election Results -- Mary Somerville is the new ALA President Elect Kathleen Kluegel is President Elect of RASD Becki Whitaker is Secretary of RASD Paige Weston is Chair Elect of MARS Nancy Bodner is MARS Member-at-Large 2. The MARS program was announced and flyers available for those present to take to committee meetings and distribute. C. Reports of Officers 1. RASD Board -- P. Seiden As a follow up from midwinter, Peggy wanted to know if anyone wished to have any information asked of the MARS membership. It was noted that one problem with the survey is that not everyone fills it out. Question -- Can there be a follow up survey for non-participants? Ask them if there is one thing that would cause them to become a participant. Demographics -- doesn't some of this already exist in the RASD database? Peggy will check with Cathleen. Suggestion for 5 year interval data. Suggestion to ask very basic technology questions... Do you have a computer on your desk? What workstations are available for your public?, etc. Reorganization of ALA A proposal has been put forth to reorganize ALA. Anyone wanting a copy of the proposal can pick it up at the RASD table in the ALA offices. (Document #44). The outline is as follows: All members belong to one of four societies: School Public Academic Specialized Association-Wide Centers pursue interests of more than one type of workplace: (These carry no additional dues) Technology Legislation Intellectual Freedom Children/Youth Education for Library and Info Services International Relations Library Advocates (trustees, friends, etc.) Reference/Info Services Organization/Preservation of Information Leadership & Management Association-Wide Services (to assist the Centers) Public Information Research Library Personnel Publishing Headquarters Library Literacy and Underserved Conference Services Chapter Relations/Member Services Special Interest Groups/Member Interest Groups There was discussion in the meeting of the pros and cons of this reorganization. The time frame for attempting to implement this was not known. Question: Will input be gathered from member- ship? An open meeting on the topic will take place here (Monday at 4:30 in MCC E262). Also, it was assumed that the members would have to vote on its implementation. The new dues under this structure would be similar to belonging to two divisions now. Some concern was expressed about how quickly this is proceeding. Peggy will report more info on Monday. 2. Messages from MARS Editor -- A. Wells The next deadline for Messages is July 7. There are currently 261 members of MARS-L. There is more information available on the ALA gopher. An ALA Web site has also just gone up. Amy is working with Rob Carlson at ALA to move MARS-L onto the ALA site. Comment: MARS-L is not listed on the ALA list of listservs. Discussion on the nature of MARS-L, that it is in fact only for distribution at this point and is not a discussion list. Some discussion took place on what sort of info should go onto the gopher and what should go to MARS-L. Committee chairs should ask their members and bring back any feedback. 3. Scheduling Coordinator Ann was not at the meeting but Denise reminded chairs to fill out the schedule forms and send them to Ann. A new proposal to try to hold several meetings in one large room at midwinter was discussed. If committees are willing to try this, they should notify Ann when sending in their schedule. A suggestion was made to not schedule Discussion Groups during ExComm meetings. 4. MARS Historian -- Pat Riesenman Her sabbatical was approved, and she will begin pulling information together this fall. 5. Secretary -- Karen Diaz There is no revised handbook yet. It should be available by next midwinter. 6. Past Chair -- Louis Drummond No report 7. Chair -- Peggy Seiden No report D. Reports of Standing and Ad Hoc Committees and Discussion Groups 1. Awards/Members at Large The certificates are ready and announcements will be made at Sunday's business meeting before the program. 2. Education, Training and Support -- Marcella Stark The training guidelines have been submitted to all of the appropriate committees. They are also pleased with the publication of the assessment log. They are currently working on an article on evaluating search engines on the Internet (Webcrawler type engines). Will be defining the next project at this conference. 3. Planning -- Louis Drummond Distributed the 1996 Goals, Strategies and Objectives. The planning committee now meets every midwinter with chair- elect to create priorities. This document is to help committee chairs designing new projects. What was handed out is the complete list, but only the most current list will go to the RASD Update. The Handbook will now be done every year at annual -- rather than what is stated in the current handbook (which states every- other year at midwinter). A suggestion was made to keep track of what objectives are being met annually, to know which ones may need more attention in the future. Another suggestion was made to insert committee activities into the Goals document. There is the need to validate that MARS is in fact moving in the direction of what is being planned. Planning will discuss how to do this at their next meeting and report to ExComm on Monday. 4. Products and Services -- Sandra B They will be deciding at this conference what the next project will be. 5. Management -- Janice Simmons-Welburn The committee will report later in the conference. Planning was supposed to look at the charge of this committee, but as it is a new group of committee members, it was decided to wait on this issue until committee can meet. 6. Program Planning 1996 -- Janice Simmons-Welburn The topic will be Distance Education/Learning. The committee will be fine tuning the topic and format at this conference. 7. Public Libraries -- Nancy Bodner The glossary has been updated from 29 to 55 entries. An open discussion forum will be held here: "Internet Superhighway: Avoiding Road Kill Now that You're Connected." This will be held on Saturday, 9:30-11:30. Question: Is anyone on the committee monitoring the listserv on Public Libraries and the Internet? (Yes, Lori Morse is) --- BREAK --- 8. Publications -- Pat Hawthorne Both publications discussed at midwinter are now in print and available in the ALA store. A new brochure should be available in the RASD booth. Both Management and Local Systems and Services are currently working on publications. The electronic publishing statement will go before the RASD Board at this conference. There are now style manuals available for RASD publications. The new chair of Publications, Stephen Dew can be contacted for a copy. 9. Hot Topics The Lyman Ross was not present, but Denise announced that the discussion will take place Monday 9:30-11 at the Palmer House. The topic is "Virtual Collections or Virtual Mess?" 10. Managers in MARS -- Doris Ann Sweet The discussion will take place Sunday 4:30 - 5:30 in the McCormick Center E253B. The topic is Internet Competency. E. Reports of Section Representatives 1. Legislation -- Patty Ianuzzi She is still vague about her position with RASD but will be attending the legislative update and report on Monday. MARS still needs to decide how to handle all the issues that have been coming up. This needs to be discussed at Planning. 2. Organization -- Elliot Kanter No new business. 3. Planning and Finance -- Louis Drummond No new business. 4. Publications -- Pat Hawthorne The committee is working on how to handle proceedings from programs, preconferences, etc. Ed Erazo is the new RASD Update Editor. 5. Standards and Guidelines -- Kathleen Kluegel Any committee considering looking at a Standard or Guideline should consult this committee early and often. Material needs to go to them 4-5 weeks before any conference you want an item discussed at. [A revisit to the topic of the Program was made. Sally Kalin encouraged those in the room to help with getting questions going at the beginning of q and a period.] [A motion was passed to extend appreciation and acknowledgment to Jane Kleiner for her good work with RASD Update. Bernie moved and Sally seconded the motion. Passed. Peggy will send a letter on behalf of MARS. Pat suggested the same be done for Lea Wade and her work on Messages.] F. Information and Orientation for New Chairs -- Denise Bennett If any new chair does not have a handbook, they can pick one up from the RASD table in the office. Schedules for committee meetings should be sent to Ann Jensen, not directly to ALA. Have committee members check the roster for accurate information and return corrections to Denise before leaving the conference. Chairs need to report back to ExComm at either the Monday or Tuesday ExComm meetings. Any publication ideas should be discussed with MARS Publications Committee ASAP. Outgoing chairs should pass on files of projects to incoming chairs and the MARS Historian. G. Other announcements 1. ExComm meets again Monday 9:30 - 11 at the Marriott -- Denver and Tuesday 9:30-12:30 in the McCormick Center Room 139. 2. Kathleen Kluegel announced that this is the last MARS ExComm she will be attending and thanked everyone for there support and help over the years. She was thanked in kind. The meeting was adjourned at 4:20.