Dallas, TX – Midwinter 2012 Meeting Minutes

Association of College and Research Libraries (ACRL) Arts Section, ALA
Executive Board and General Membership Meeting Minutes
ALA Midwinter Conference 2012
Wednesday, January 25, 2012 1:00pm (Eastern)
Virtual Meeting via ALA iLinc/Conference Call

Chair: Claudia Covert
Past Chair: Bill Hemmig
Vice Chair: Alessia Zanin-Yost
Secretary: Ann Medaille

Tom Caswell (University of Florida), Joe Clark (Kent State University), Claudia Covert (Rhode Island School of Design), Kathy Edwards (Clemson University), Bill Hemmig (Bucks County Community College), Eric Kidwell (Huntingdon College), Helice Koffler (University of Washington), Diana King (University of California, Los Angeles), D. Courtenay McLeland (University of North Florida), Ann Medaille (University of Nevada, Reno), Emily Scharf (Webster University), Susan Weisner (ACLS Digital Innovation Fellow), and Alessia Zanin-Yost (Western Carolina University)

The meeting convened at 1:06 p.m.

Welcome and Introductions
C. Covert, in her role as chair, welcomed virtual meeting attendees and all introduced themselves.

The minutes of the Annual 2011 Arts Section Executive Board and General Membership meeting minutes were approved with no revisions.

General Announcements
There were no general announcements.

Report on Midwinter 2012 – Dallas, Meeting of ACRL Leadership Council (Claudia Covert)
C. Covert reported that the Leadership Council packet is online at http://connect.ala.org/node/163020. Of particular interest were the ACRL Finance 101 presentation and Division Level Committee/Section restructuring proposal. In regard to finances, ACRL is funded by dues, education, publications, etc. Although a deficit was predicted for this year, ACRL did not have a deficit because they lost staff.  Nonetheless, they are running a tight budget. Existing staff are doing the job of those who have left and they are overworked. They expect that this year and next will be in line with budget expectations.

The ACRL Ethics and Intellectual Freedom Committees may be disbanded. A task force will address issues associated with the disbanding of these committees. This raised a lot of concern among members.

A question was asked regarding the rationale for these changes. Since the Intellectual Freedom Committee is volunteer-driven, it would seem that saving money was not a rationale. C. Covert explained that the purpose was to make the reporting structure easier for members in regard to communication, simplification, and the elimination of duplication, which would in turn make ACRL more effective and nimble. There was some concern expressed that the specific needs of academic libraries in relation to intellectual freedom are very important and might get overlooked if the committees were merged. Also, eliminating these committees might send the wrong message. There was also some concern expressed about the mixed message that comes along with merging some committees but expanding in other areas. C. Covert will pass along the comments and concerns of members to Mark Emmons, our ACRL Board Liaison. The Leadership Council seemed aware that members were very concerned about this.

Report from ARLIS/NA Liaison, IFLA (Tom Caswell)
In his report regarding ARLIS/NA, T. Caswell reported on the previously discussed possibility of offering shared workshops between ARLIS and ACRL Arts. They ARLIS Board met and improved this idea. They will work with their Professional Development and Membership Committee heads to work out the logistics. In the next year we could see virtual workshops from ARLIS that will be open to ACRL Arts members as well. Archived webinars from past ARLIS workshops are online, free, and available at http://www.arlisna.org/webinars/index.html. T. Caswell recommended “A Matter of Discipline: The State of Open Access in the Arts” and “Reaching Visual Arts Students in the Classroom and Beyond” as two especially good ones. The ARLIS Conference will be held from March 29-April 2 in Toronto. ARLIS conferences consistently offer lots of great programs, and the organization offers mentoring opportunities as well. The conference theme is “Coloring Outside the Lines” and more information is available online at http://www.arlisna.org/toronto2012. Tom will share more information about ARLIS workshop opportunities with the listserv as they become available. Members agreed that it was very generous of ARLIS to consider this request and open up their workshops to Arts members. A next step might involve joint sessions delivered by both groups.

In his report regarding IFLA, T. Caswell reported on the IFLA Conference that was held in Puerto Rico in August with about 2,500 attendees.  There were over 200 program sessions, and headphones offering simultaneous translations were available for presentations in different languages. The art session was focused on updating the Art Librarians Glossary. The 2012 Conference will be held in Helsinki from August 11-17. The art program for this year is called “Integrating Access to Art Resources – Boon or Bane” and will focus on whether or not discovery services like Summon’s One Search are helpful for art research.

Report from the Image Resources Interest Group (Ann Medaille)
A. Medaille reported that the ACRL Board had approved IRIG’s Visual Literacy Standards and that the Standards are now available on the ACRL website. The Standards will be appearing in a forthcoming issue of College and Research Libraries News. In addition, the IRIG has created a Visual Literacy blog and wiki, and a future project will involve populating the wiki with a variety of learning activities that support the Visual Literacy standards.

Report from ALA MLA Representative
No report was given. Future reports from an MLA representative may be given in the future.

Arts Events and Meetings for Midwinter
Dance Librarians Discussion Group Virtual Meeting: January 12, 2012 at 2:00 pm EST via ALA Connect.
Discussion Forum Wednesday: January 18, 2012, 11:00 am-12:00 noon PST via iLinc.
Dance Librarian Discussion Group will be holding its regular face-to-face meeting at ALA Midwinter on Saturday, January 21, 2012 from 1:30-3:30 pm at the Sheraton Dallas Hotel, Trinity 2.
There was no information on ACRL members who spoke at Midwinter.

Old Business
C. Covert reported that MLA does have a liaison to ALA; however, ACRL Arts has made no headway in asking them to come to our meetings.

Theatre Library Association Liaison Update
D. King reported that TLA is a small organization and they are trying to figure out the future of their relationships with ALA and ARLIS. She is the affiliate representative for TLA, which is an ALA affiliate. TLA has done programs at Annual in the past, but that has fallen off over the last few years. There is some confusion about ACRL’s policy regarding liaisons with other library organizations. D. King asked Mary Ellen for clarification on this. Even if a negative response is received as to having an official liaison relationship TLA, there is a room for an informal liaison relationship. The goal is to have a stronger tie between the organizations in regard to programming, membership, and outreach for people who are interested in theatre librarianship. D. King recommended that we wait to hear from ACRL about making this a formal ACRL relationship. If the answer is yes, we can proceed from there. If the answer is no, someone can still give a report at this meeting and communicate as needed with committees like Program Planning and Membership.

T. Caswell noted that he went through this a few years ago and had to answer the question: Was he a liaison to or from this organization? He finally realized that he is the liaison from ARLIS to ACRL Arts. From an ACRL perspective, he has an affiliate representation. At Annual there is an affiliates luncheon on Sunday and affiliate reports are given there. D. King will plan to be at Annual and will give a report. She stated that TLA can do a better job of communicating with ACRL and holding collaborative meetings. The perception is that they are mostly involved archives and very New York-centric, but actually TLA is very interested in bringing in people in from various parts of the country as well as library school students. B. Hemmig asked whether we can set up liaison relationships with anyone we want. The question concerns whether the liaison relationship is official or not and involves some concerns in regard to funding. C. Covert suggested that we wait to hear from Mary Ellen and then decide whether to go the informal route or the formal route.

Theater Librarian Discussion Group Proposal
C. Covert reported that Joe Tally is happy to be the official convener of the Theater Librarian Discussion Group at Annual in Anaheim.  The question of whether this group should be combined with the Dance Librarians Discussion Group had previously arisen, but it was thought that it would be best to keep these two separate. At Annual last year, Adam Burling had described how we could have an all discussion group meeting time. So we could reserve 1:00-5:00, for example, and structure it any way we want, such as 1:00 for Dance, 2:00 for Theatre, etc. C Covert has requested the 1:00-5:00 slot on Saturday at Annual for all three existing discussion groups. It this does not work, we can go back to having discussion group meetings at separate times. The theatre group was not included in the request because it has not yet been formalized yet. S. Weisner thought this would be good for people who want to go to multiple discussion groups.

To form a discussion group, the names of five Arts members are needed to be on the petition to get the discussion group started. These members cannot be on the Executive Committee, which will have to approve the petition. Once the group becomes official, they can decide if they want to meet in person, virtually, at midwinter as well as annual, etc. B Hemmig suggested that, as the official convener, Joe Tally should write a charge for the group to put up on the website. C Covert will ask Joe to write a charge.

A question arose regarding whether the Arts section has ever had an architecture discussion group. E. Kidwell explained that Arts used to have a performing arts discussion group, but it was phased out due to lack of interest. There has been talk about an architecture and design group, but it never went beyond the initial discussion phase. ARLIS has an Architecture Section, as well as an Urban and Regional Planning Issues Interest Group. C. Covert noted that if anyone is interested in being a convener for a new discussion group, then he or she can always put a call out on the listserv to gauge interest.

Emerging Leaders
Last February an email went out asking whether sections wanted to sponsor an Emerging Leader for $1,000. Right now we have just over a $1,000 in our budget. We are cosponsoring a program in Anaheim, but that funding is not included in the $1,000 being discussed here. We do not have enough funding to sponsor an Emerging Leader by ourselves, but several sections cosponsor Emerging Leaders. There were four ACRL-sponsored Emerging Leaders last year. The College Libraries section sponsored an Emerging Leader last year and that person attended ALA as well as all College Libraries events. Emerging Leaders also have a project obligation and receive mentoring opportunities. The idea behind a sponsorship is that we would be introducing them to our section very fast and hopefully providing them with an opportunity to serve. We normally do not spend all of our budget, and the budget does not carry over from year to year. In addition, we would not have to sponsor an Emerging Leader every year, but could decide on a year-by-year basis. A description of the Emerging Leaders program is available online at http://ala.org/news/pr?id=5495. All agreed that it was a good way to promote the section if we could decide on a year-by-year basis and if we can pick our partners. It was decided that we should co-sponsor an Emerging Leader this year with a section that has like interests, such as Literatures in English, Rare Books and Manuscripts, Anthropology and Sociology, or University Libraries.

The question was raised as to whether we could sponsor a scholarship for presenters. Could we have an art librarian of the year award? It was suggested that we could stipulate that the funding part of the award be used to attend a conference and give a presentation. A problem might arise in that the scholarship could be viewed as an honorarium to bring librarians in to speak, which is not permitted. It would have to be presented in such a way that it would not be considered a reimbursement for travel or registration costs, but would be a true scholarship. B Hemmig pointed out that there are many groups in ACRL that have awards but that they are not tied to a conference presentation. It was brought up that, with other organizations, these awards are given to librarians without those kinds of limitations so as to provide incentives for people to attend conferences who may have limited funding. Framing this as an award may give us more flexibility. C. Covert will talk to Megan, our ACRL liaison, about what the stipulations are regarding an award and we can work on this at Annual.

New Business
All Committee Style, Discussion Group Time Slot for Annual
This topic was covered in the previous discussion.

Reports of Committee Chairs/Discussion Group Conveners
Program Planning 2012
C. Covert reported that we are cosponsoring a program called “Fair Use: Intellectual Property and New Media” with the Literatures in English Section, the Copyright Committee, and the Scholarly Communication Committee. There are currently four panelists lined up for the session and the program planners are looking for a fifth panelist. The panelists consist of a combination of librarian, lawyers, and law professors. It was observed that fair use does not apply to public performance rights, and it seemed odd that this program was only limited to fair use. It was suggested that the planners get someone to talk about public performance rights as their fifth speaker. The video lib discussion group might be a good place to find a speaker. Possibilities were discussed for different speakers. The controversial nature of the topic was also discussed, as well as the differences in interpretation of “public performance rights.” The time for the panel has not yet been announced. They have requested a Sunday afternoon time slot, but we have not yet heard whether this slot has been approved.

Program Planning 2013
C. Covert asked whether we have a Program Planning Committee already in place for 2013, and it appears we do not. She then asked if anyone has any ideas for a program for 2013. E. Kidwell noted that the deadline for getting a proposal in for a program at 2013 Annual in Chicago is early May. Suggestions were given for possible topics, such as Chicago architecture, new art library designs, and the demise of art libraries. A. Zanin-Yost thought that a possible focus might be institutions that have separate arts libraries vs. institutions that have folded in arts collections into larger libraries. There was some discussion about the needs of art libraries and how they are different from other libraries. The committee should look at these ideas. It was asked whether anyone knows anyone interested in being on this committee. We need to work on getting a committee together very soon.

Nominating 2012
B. Hemmig reports that one nominee for Vice Chair had been identified: Sara Harrington, Head of Art and Archives at Ohio University. He asked that we please encourage members to vote even if there is only one nominee. He thanked other committee members, Caroline Caviness and Shannon Van Kirk, for their work on the nomination.

Strategic Planning
The committee offered no report.

Membership & Outreach
J. Clark reported that we have migrated to Drupal. Currently Yen Tran is the only committee member trained on Drupal but Emily Scharf and J. Clark hope to be trained soon. This spring the committee will be sending arts section flyers out to all library schools to post on their listservs. E. Kidwell will be working on business cards with QR codes to get the word out. The committee has also been sending out emails to new and dropped members (71 emails so far) and asking dropped members to take a one-question survey about why they left the section. So far eight responses have been received. One person reported that the section was not meeting his/her needs. Five said that they were unable to afford it. Two were retirees and less able to participate. One was interested in music librarianship and said the Arts Section seemed more focused on the visual arts. Membership is up 3.4% over last year. Other ideas were discussed for recruiting and retaining members, such as more practical, hands-on programing and more outreach to students. E. Kidwell emphasized that it was important that we continue to staff a table at new member events at ACRL and Annual. A call will be put out for volunteers to staff the tables. Hopefully they should have the business cards ready by then too.

Publications & Research
Although the Committee Chair was not present, C. Covert reported that the Arts Guide for Dallas had been produced. The Virtual Discussion Forum was held last week, and there was some technical difficulty with ILinc. The Committee is still working on their Arts Book website. They want to rework it and relaunch it after their soft launch last year. E. Kidwell observed that a previous Anaheim Art Guide exists so the committee can use it as a starting point for their next guide.

Digital Technologies and the Arts
S. Weisner reported that the committee had scheduled a virtual meeting but that the meeting did not happen. The committee spent much of their effort over the last year preparing for their 2011 program on metadata in New Orleans. So S. Weisner sent out an email out with a list of questions to the committee members about what they should be focusing on next. They will keep the conversation going over email and address this at Annual. One of the areas they are interested in pursuing is providing an information portal. They were concerned about how to maintain the portal over time as the committee membership changes, but C. Covert suggested that having a co-chair might be a good way to keep the committee going from year to year.

Digital Arts Discussion Group (DAD)
The group offered no report. C. Covert reported that the discussion group was well attended at New Orleans, and participants were very interested in having the group continue.

Dance Librarian Discussion Group
S. Weisner reported that the group met twice for this Midwinter with a virtual meeting through ALA Connect and a face-to-face meeting in Dallas. Both sessions had guest speakers, although attendance was higher at the virtual meeting.

Film & Broadcast Librarian Discussion Group
The group offered no report.

Member Announcements
S. Weisner announced that she published her book Framing Dance Writing: A Corpus Linguistics Approach.
D. King announced that she would be sharing information about digitalized film stills through the listserv.

The meeting adjourned at 3:00 p.m.

Respectfully submitted,
Ann Medaille, Arts Section Secretary