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BASIC DOCUMENTS LATIN AMERICAN LIBRARY MATERIALS, INC. Part III Code of Executive Board Decisions Includes: Supplement: Decisions, 1998
1998 Edition
TABLE OF CONTENTS Introduction, 1981 Introduction, 1985 Introduction, 1999 Gender Statement Code of Executive Board Decisions Archives Awards Codification of Executive Board Decisions Committees Conferences I. Annual conferences A. General recommendations B. Registration fees C. Libreros’ recommendations II. Midwinter conferences Elections and voting Executive Board Members-at-Large Funding requests I. General II. External requests (grants) III. Internal requests Mailing fee Membership Memorial donations Minutes Oral History Project Publications I. General recommendations II. Basic Documents III. Bibliography and Reference Series IV. Final Report and Working Papers V. Microfilming Projects Newsletter VI. SALALM Newsletter Scholarships Trademark Treasurer’s Report World Wide Website for SALALM
INTRODUCTION TO PART III table of contents Background After twelve years of existence under the aegis of the Organization of American States, SALALM came into its own with its incorporation December 18, 1967. Governance of the new corporation was vested in an Executive Board, which met for the first time at the 13th conference in June of 1968. It has met regularly at each annual conference since then, and from 1969 to 1980 it also met every year at a Midwinter meeting. Since 1980, however, the necessity for a Midwinter meeting has declined, and, consequently, Midwinter meetings have been held prior only to the 1982, 1983, 1984, and 1987 conferences. Charged by the Constitution to administer the affairs of SALALM, the Board has documented its actions through the minutes prepared by a rapporteur and generally made available to the membership through publication in the "Progress Report" (preprints issued at each conference through the 25th conference in 1980), the Final Report and Working Papers (through the 19th conference held in 1974), or the SALALM Newsletter (beginning with the minutes of the meetings at the 1982 conference). Minutes which have not been made generally available include those of the meetings held at the 16th conference in 1971, which have not been located, and those of meetings held at the 20th through 26th, 35th–36th, and 38th–42nd conferences (1975–1981, 1990–1991, 1993–1996), which have been distributed only to individuals on the Board at the time. At its 1978 Midwinter meeting, the Board passed a motion that "decisions by the Executive Board of a permanent nature should be codified annually by the Secretary and distributed to the Executive Board and other members upon request" (1978 Midwinter minutes, p.7). The SALALM Secretariat at that time was based in the Benson Latin American Collection at the University of Texas at Austin, and the compiler, who is on the staff of the Benson Latin American Collection, was asked to prepare the Code. At the 1979 Midwinter meeting of the Board, the compiler distributed a draft of the Code covering the period 1968 through 1978. At the next meeting of the Board at the 1979 conference, the draft was approved without change, and the responsibility for keeping the Code current was transferred from the Executive Secretary to the compiler. At the 1984 conference, the Board adopted a proposal to include the Code in the Basic Documents of SALALM, which was subdivided into three parts, each to be published separately on its own schedule. Part I was assigned to the Constitution, Bylaws, and Articles of Incorporation; Part II, the Operational Handbook; and Part III, the Code. Parts I and II were issued simultaneously by the Secretariat in 1985. The present edition of the Code, making its premier appearance as Part III of the Basic Documents, represents the second revision since its initial presentation in 1979. Scope Except for the unlocated minutes of the meetings at XVI SALALM, all minutes from 1968 through 1997, representing meetings at 16 Midwinters and 30 conferences, have been reviewed. Decisions which in the judgment of the compiler are of a policy nature have been selected for inclusion in the Code. Omitted are the following types of decisions: (1) Matters not of a policy nature in the judgment of the compiler; (2) Matters referred from the Board to committees; (3) Creation, abolition, or changes in functions of specific committees; (4) Routine matters, such as approval of the budget, publication projects, etc.; (5) Invitations and plans relating to a specific conference; (6) Proposed amendments to the Constitution and Bylaws. Arrangement Entries in the Code are arranged alphabetically by topic and in chronological order thereunder. Words in quotes are taken verbatim from the minutes. Those not in quotes or those within square brackets are inserted by the compiler. Citations to the minutes where the decision appears are included in parentheses after the text of the decision. Paginations are frequently the internal numbering of the typescripts prepared by the Rapporteur and may or may not correspond to the pagination of the published versions. The index builds on the draft prepared by Sara de Mundo Lo for the first revision of the Code (1968–1985), which remains unpublished. Jane Garner Compiler May 1998
CODE OF EXECUTIVE BOARD DECISIONS table of contents 1968–1997 Compiled by Jane Garner ARCHIVES table of contents 1. "Daniel Cordeiro…was concerned about the preservation of the records of SALALM committees and recommended that a repository be established for them. Mrs. Shepard responded that for the present the records should be sent to the Secretariat. She suggested that the present chairmen contact previous chairmen and request that they forward to them any records still in their possession. The records should be weeded before they are transferred to the Secretariat." (1972 Conf., p.7) 2. "Peter Johnson inquired into the disposition of non-current committee and presidential correspondence. Pauline Collins MOVED that it be written into committee regulations that their files be forwarded to the Secretariat when the chairperson’s term is finished." (1977 Conf., p.4) 3. "After giving a brief outline of the agreement between SALALM and the Nettie Lee Benson Collection for housing the material for SALALM’s Oral History Project and the Texas Project on the Oral History of Latin American Libraries, Marietta Shepard asked Laura Gutiérrez-Witt if the University of Texas would consider housing the archives permanently. Mrs. Gutiérrez-Witt then made an official statement that the SALALM archives would be permanently lodged in the Nettie Lee Benson Collection. … The question of cost of maintaining the archives was also discussed, with the suggestion to ask Texas for help in defraying the cost. This suggestion was unacceptable because although the archives were lodged at the University of Texas, the material remained the property of SALALM…" (1978 Conf., pp.17–18) AWARDS table of contents [See also Operational Handbook, Sec. III] 4. The bibliography "award be named the Jose Toribio Medina Award (both categories)." (1982 Midw., p.2) 5. "…MOVED that the [Jose Toribio Medina] awards consist of a certificate and $100. …up to $200 be paid from the Secretariat funds." (1981 Conf., 2d meeting, p.2) CODIFICATION OF EXECUTIVE BOARD DECISIONS table of contents 6. "Albert Díaz then introduced the MOTION that all such decisions by the Executive Board of a permanent nature should be codified annually by the Secretary and distributed to the Executive Board and other members upon request." (1978 Midw., p.7) 7. "…Ms. Garner MOVED that [the Code, which was presented to the Board at the Midwinter meeting] be adopted. In addition, she addressed the problem of how the Code would be updated. After some discussion, she volunteered to do this and the Code, with arrangements for its revision, was approved by the Board." (1979 Conf., p.12) COMMITTEES table of contents See also: Decisions 1, 2, 50, 75, 86, 87. Compiler’s note: Rules and regulations for committees are stated in the Operational Handbook. 8. "the rule limiting SALALM members to membership on two committees was abolished in the October 5, 1981, Executive Board meeting." (1983 Midw., p.2) 9. "Barbara Valk asked why committee membership is restricted to 15 persons. It was MOVED and seconded this restriction be abolished." (1981 Conf., 1st meeting, p.2) 10. "…the substantive committees would henceforth consist only of a chair and the chairs of all the subcommittees." (1987 Conf., 2d meeting, p.2) CONFERENCES table of contents See also: Decisions 57, 76, 81. I. Annual conferences table of contents A. General recommendations table of contents 11. "It was AGREED that the Vice-President and President-Elect would be responsible for planning the special programs for the annual meetings." (1969 Midw., p.195) 12. "After discussion about the advantages and disadvantages of holding SALALM immediately before the annual ALA meeting as has been done in the past, it was DECIDED to accept Glenn Read’s suggestion that the relation of the location of the ALA meeting to that of SALALM would determine whether or not SALALM is held immediately prior to it." (1970 Midw., p.112) 13. "In order to cut down on the number of pages to be printed as well as to simplify putting together the invitation packet, it was AGREED that only one copy of each form would be included; i.e., there would not be a duplicate invoice or registration form." (1972 Midw., p.5) 14. "David Zubatsky made a MOTION that the outgoing President of SALALM be charged with the planning for future meetings, investigating invitations, and making a recommendation to the Executive Board." (1974 Conf., p.11) 15. "It was PROPOSED that SALALM not issue Working Papers at the annual conference, but rather an abstract not to exceed one page which will be submitted by the author. The full manuscript of each Working Paper would be included in the Final Report and Working Papers, to be published as soon as possible after the conference." (1975 Conf., p.8) 16. "Albert Díaz MOVED that, as a matter of standard procedures, when an invitation is received without full information, particularly as regards conference cost, that the information be sought immediately." (1976 Midw., p.3) 17. "Marietta Shepard MOVED that it be the policy of SALALM that the Secretary take the tape recorder and the tapes to future meetings of SALALM. … William Jackson’s observation that during simultaneously held sessions one tape recorder would be inadequate led Mrs. Shepard to AMEND her motion to read that the Secretariat arrange for adequate tape recorders to be taken along with participants in SALALM to SALALM meetings, so that all sessions can be recorded. Further question about ‘all sessions’ brought clarification: workshops, program, Executive Board meetings, not committee meetings." (1978 Conf., p.18) 18. " …it was AGREED that simultaneous translation should not be provided at SALALM meetings" because of the costs involved. (1978 Conf., p.18) 19. "…it was MOVED that the President be authorized to offer travel expenses, if necessary, for a Keynote Speaker, PROVIDED such authorization not be considered a precedent for future meetings." (1980 Midw., p.5) 20. "MOVED…that abstracts be provided in one language, and that it be in the language of the text submitted." (1980 Conf., 3d meeting, p.3) 21. With regard to the assignment of possible complimentary rooms at the conference, it was "MOVED that the order be: the Local Arrangements Chairman, the Executive Secretary, and the President." (1981 Conf., 1st meeting, p.5) 22. "The general feeling was that, although difficult to set up, and likely to attract many fewer participants from North America, an annual conference outside of the U.S. was definitely valuable to SALALM because of the potential for SALALM to reach (for example) Europeans and the potential for SALALM to be represented at the truly international level." (1984 Conf., 1st meeting, p.11) B. Registration fees table of contents 23. "It was DECIDED that the existing system which separates registration from membership fees be reformed. In the future only one payment will be necessary and that would include both membership and registration." (1970 Midw., p.200) 24. "Mr. Díaz made a MOTION that in the future registration forms and fees for annual meetings be sent to the Secretariat and the money forwarded to the Treasurer." (1975 Conf., p.3) 25. "Donald Wisdom MOVED that the following specifications for conference fees be adopted: (1) that a non-member from an institutional membership organization must pay the non-members’ registration fee; (2) members preparing working papers will pay the regular registration fee; (3) nonmembers invited to present a working paper will not be required to pay a registration fee; and (4) the Executive Secretary will not be required to pay a fee." (1974 Conf., p.4) 26. "Personnel of the host institution and authors of working papers who are not members of SALALM pay no registration fee." (1977 Conf., p.8) 27. "Nettie Lee Benson MOVED that the registration fee be $15 for members (as of May 1) and $25 for non-members. … The motion was AMENDED that librarians and professors from Latin America and the Caribbean be exempt from the registration fee." (1972 Midw., p.10) 28. "Marietta Shepard MOVED that the registration form read: (1) Registration fee for regular SALALM members $ _____ (regardless of nationality or residence) (2) Registration fee for non-members $ _____ (3) Registration fee for student members $ _____ ...Amounts in each blank will be determined for each meeting according to cost requirements." (1977 Conf., p. 8) 29. "a registration/exhibitor’s fee would be assessed on one person representing an organization or dealership; if additional persons (e.g., helpers, associates) are needed, each would be required to register at the conference as a SALALM member or non-member, as appropriate." VOTED: That there be two levels of exhibitors’ fee: a member rate and a non-member rate. This fee would include registration for one person. Additional persons participating in conference events would pay a regular conference registration fee; additional persons not participating beyond exhibiting would pay nothing. [Compiler’s note: This vote is omitted from both the printed and published minutes.] (1989 Conf., 1st meeting, p.6) 30. "The [Finance] Committee proposed the following [MOTION]: henceforth exhibitors’ fees should apply to the space only in the exhibition area and would not include registration for the conference. This would apply to exhibitors and members of their staff who wished to attend the conference; a separate registration fee per person would need to be paid [for attending official activities listed in the program]." (1990 Conf., 1st meeting, p.3) 31. "D. Block MOVED that bookdealers and publishers be entitled to register two people at the institutional rate who would be able to participate fully in the conference; if additional staff were needed, they would have to pay. Unregistered staff would not be allowed to participate in the conference. For Guadalajara only, then, the institutional rate of $80.00 would entitle [institutional member] dealers or publishers to register a maximum of two people/slots at member rates. Any others must register as individuals at the individual rate, according to whether they are members or non-members." (1992 Conf., 2d meeting, pp.2/3; revised in SALALM Newsletter, Aug. 1993, p.14) 32. "J. Garner MOVED that during the year in which they served as President, SALALM presidents be exempt from paying a registration fee at the conference." (1992 Conf., 2d meeting, p.3) C. Libreros’ recommendations [See also Operational Handbook, Sec. III] table of contents 33. "The Board unanimously VOTED to accept the recommendations of the ‘Comité de Libreros del SALALM’ regarding the funding and holding of a Bookdealers’ Reception at each annual conference." (1988 Conf., 2d meeting, p.2) 34. "Hartness MOVED that the proposal [for a formal session entitled "Tendencias editoriales y realidades libreras latinoamericanas" to be held at each annual conference] be accepted in principle and referred to the Conference Planning Committee." (1988 Conf., 2d meeting, p.4) 35. "Deborah Jakubs read out the Spanish text of a resolution proposed by the Libreros (a SALALM affinity group) calling for the institution of a 30-minute period on each day of the annual conference to allow for appointments between librarians and bookdealers. … After further discussion, the MOTION was restated to allow for one (1) hour to be set aside on the first day of the conference (though not committee meeting day; the day of the opening general session) for the purpose of librarian appointments with the bookdealers. This hour would be mentioned in the conference program; on a trial basis, a sign-up sheet would be offered for additional times on other days." (1990 Conf., 2d meeting, pp.2/3) 36. "Covington MOVED that the Libreros president be included in the conference planning process. (1997 Conf., 2d meeting, p.1) II. Midwinter conferences table of contents 37. "The SALALM Midwinter will be held on January 16-17 [1976] and will be an open meeting in accordance with the AGREEMENT made in Trinidad [1973] that this will be the case for each Midwinter meeting following a meeting out of the country." (1975 Conf., p.1) 38. "Suzanne Hodgman then MOVED that SALALM no longer observe the rule of having a general session at Midwinter when conferences are held outside the U.S.A." (1978 Conf., p.17) ELECTIONS AND VOTING table of contents 39. "Instead of balloting for officers at the final session or by mail after the conclusion of the conference, it was DECIDED to conduct a mail ballot prior to the Amherst conference [1972]." (1972 Midw., p.8) 40. "Ms. Hodgman suggested that it would be more proper if in the future the ballots were not counted by the Nominating Committee. It was AGREED that next year [1976] the Executive Secretary would accept this responsibility." (1975 Conf., p.6) 41. "Marjorie LeDoux presented a MOTION made in response to a request that additional requirements be listed for candidates for the positions of Vice-President and President-Elect, and for Executive Board Members-at-Large. The present requirement is that candidates be SALALM members in good standing. Referring to the charge of the Nominating Committee on page 29 of the Basic Documents,* Ms. LeDoux recommended that candidates for Vice-President and President-Elect shall have been SALALM members for 3 years, attended 2 SALALM conferences, and have served on at least 1 SALALM committee. Candidates for Executive Board Members-at-Large shall have been members for 2 years and attended 2 conferences. This would be a change in organizational policy subject to change at the discretion of the Executive Board, and the conditions may be waived if no candidates meeting the requirements are willing to run for office." (1975 Conf., pp.7–8) *2d ed. 42. It was VOTED that "news of the mailing of the ballots and the deadline for their return should be published in the SALALM Newsletter well in advance, and that there should be a two-envelope system for the return of the ballots." (1979 Conf., p.16) 43. "The [Nominating] Committee made the following MOTIONS: (1) that ballots be mailed out six (6) weeks ahead of the date of the annual conference; (2) that first class or air mail (whichever was most appropriate, whether address was U.S. or foreign) be used…; and (3) that ballots need to be postmarked two (2) weeks before the beginning of the annual conference in order to be counted." (1989 Conf., 1st meeting, p.7) 44. "Stern proposed that the Nominating Committee inform the candidates when the ballots are counted instead of after they arrive at the meeting. … If the ballots are sent a little earlier, the ballots can be counted and the candidates informed before they come to the conference. … If this change is made, would the Executive Board be informed at the same time as the winners and losers? And then the results could be put in the next issue of the Newsletter. … Guidelines say that the election must be held at least six weeks before the conference. … CONSENSUS that we announce it when it’s done." (1995 Conf., 2d meeting, p.3) 45. "REPLACEMENT MOTION: That in the event that more than one candidate can not be found after a reasonable effort, the Nominating Committee be empowered to submit a single candidate for the Vice-President/President-Elect." (1994 Conf., 1st meeting, p.3) EXECUTIVE BOARD MEMBERS-AT-LARGE table of contents46. "After parliamentary maneuvers, the following MOTION was made and passed with one dissenting vote: an Executive Board Member-at-Large who fails to attend two consecutive annual meetings or one annual meeting plus one scheduled Midwinter meeting and who does not voluntarily resign will be removed from office." (1987 Conf., 2d meeting, p.4) FUNDING REQUESTS table of contents I. General table of contents 47. "MOTION: That all efforts to raise funds on behalf of SALALM come to the Finance Committee that processes it [the request] and passes it on to the Executive Board for action." (1996 Conf., 2d meeting, p.4) II. External requests (grants) table of contents 48. It was MOVED that "external grants [i.e., those where we go outside SALALM to request money] should be cleared through the Secretariat office and that the money be made available in the name of SALALM, rather than in the name of an individual." (1975 Midw., p.6) 49. "A third request for grant funds has presented some problems… It appears that it would be illegal under our Articles of Incorporation for us to serve as a channel for funds to another organization…which is not tax exempt…. Marjorie LeDoux MOVED…that SALALM not participate in this grant request." (1975 Conf., p.5) 50. "The question of SALALM support of research grant proposals was discussed at length. A MOTION [was made] by Marietta Shepard that requests for SALALM endorsements for funding of publications and activities be referred to the appropriate substantive committee which will then convey its decision to the Executive Secretary. She will inform the applicant of the decision on SALALM stationery." (1977 Conf., p.2) III. Internal requests table of contents 51. A "MOTION by Mr. Díaz concerned requests made internally for expenditures of SALALM funds. In order to establish a routing for such requests, it is recommended that all such requests with supporting data be presented to the Budget and Finance Committee, which will vote by simple majority whether to bring the request to the Executive Board and may request additional information as necessary. If approved, the request will be presented to the Executive Board at the next annual or Midwinter meeting. The person requesting funds may also bring the request to the Executive Board for consideration, regardless of the action of the Budget and Finance Committee." (1975 Midw., p.7) 52. It was VOTED that "no members [of SALALM] be reimbursed for out-of-pocket expenses" except on specific request to the Executive Board, which would consider the request on its own merits. (1978 Midw., p.6) 53. "…the expenses of the SALALM presidency should be treated on a case-by-case basis, with SALALM resources to be considered as a back-up if/when needed to ensure that the duties required of the President be carried out." (1985 Conf., 2d meeting, p.2) MAILING FEE table of contents 54. "It was MOVED (Valk) and seconded that there be an overseas mailing fee, determined by the Executive Secretary and incurred by choice" of the SALALM member outside the United States who wishes to receive newsletters and notices by air mail. (1980 Conf., 1st meeting, p.3) MEMBERSHIP table of contents 55. "The Board AGREED that flexibility would be preserved by not having a set policy for honorary membership but by simply keeping the items regularly on the agenda." (1980 Conf., 1st meeting, p.4) 56. VOTED "that emeritus members pay the same dues as student members." (1981 Conf., 2d meeting, p.2) 57. "Laura Gutiérrez-Witt presented a Finance Committee PROPOSAL recommending a new annual personal membership charge of $50 and a new annual institutional charge of $90. The MOTION also proposed the creation of a category of ‘special members,’ the number of institutions potentially falling into this category to be determined by the Executive Secretary; such institutions would pay $500 per year and their names would appear on the organization’s stationery, its conference programs, etc. "The proposal further recommended keeping the present membership fee for Latin American and Caribbean librarians, students, and retirees unchanged. For the first year of membership for new personal members, the proposal was to offer a half-price membership; i.e., $25. Gutiérrez-Witt specified that this first-time rate would not apply to someone who had previously been a student member; this was a rate to induce someone who had not been a member before in any category to join." (1993 Conf., Special meeting on May 20, p.1) 58. "We [Finance Committee] have some concrete recommendations: 1. dues increase… trial first year $50 [instead of regular $60]; Latin Americans/students/retirees half price." (1994 Conf., 1st meeting, p.5) MEMORIAL DONATIONS table of contents 59. "MOTION: That SALALM adopt a policy for donations in memory of deceased members; that the donation to the charity of choice or an appropriate charity equal one annual personal membership." (1994 Conf., 2d meeting, p.3) MINUTES table of contents See also: Decisions 76, 90. 60. VOTED "that the minutes of each Executive Board meeting be reproduced and distributed to members of the Executive Board, including the ad hoc members, prior to the succeeding meeting." (1980 Conf., 3d meeting, p.3) ORAL HISTORY PROJECT table of contents See also: Decision 3. 61. "Gilberto [Fort] MOVED and it was seconded that SALALM collaborate with [The University of] Texas on the Oral History Project" to interview those who have been involved with library development in Latin America. (1970 Conf., p.141) 62. "A MOTION was made…that the Executive Secretary be instructed to write to The University of Texas requesting a formal commitment to serve as depository for the SALALM oral history material." (1975 Midw., p.12) PUBLICATIONS table of contents I. General recommendations table of contents 63. "It was AGREED that SALALM should be careful of what it publishes and that it should adhere to some minimum bibliographic standards." (1969 Midw., p.93) 64. "Donald Wisdom MOVED that the Editorial Board’s recommendation that a SALALM revolving publication fund be created and kept separate by the Secretariat be adopted." (1974 Midw., p.6) 65. "The Editorial Board concurred in a RECOMMENDATION that Executive Board members receive copies of SALALM publications gratis in compensation for their services. This applies only to full, elected members." (1976 Conf., p.7) 66. "Ms. Bresie then MOVED that the Executive Secretary be instructed to secure copyrights on new SALALM publications. The Executive Board felt the Newsletter and some other internal works did not need such protection, so the motion was AMENDED to request copyright on monographs in the Bibliography Series, the Final Report and Working Papers, and other publications on the recommendation of the Editorial Board." (1977 Midw., p.4) 67. "Donald Wisdom then MOVED that the Executive Board give an expression of discretion for the Executive Secretary in the choice of printers for SALALM publications, with such advice as she desires from the Editorial Board." (1974 Midw., p.5) 68. The MOTION to have National Educational Laboratory Publishers of Austin, Texas, print 500 copies of XXI SALALM Final Report and Working Papers "carried unanimously with the proviso that similar future requests include appropriate documentation such as the number of copies printed and still in stock of past publications." (1977 Midw., p.5) 69. "The Editorial Board further RECOMMENDED the Secretary negotiate the best contract possible with the same firm [i.e , National Educational Laboratory Publishers] for the sale and distribution of BALLAM [Basic List of Latin American Materials] and the Paraguayan bibliography and bring the contract to the Executive Board for approval. It was added that any negotiations for distribution of future publications would involve requests for appropriate advertising." (1977 Midw., p.5) 70. "Albert Díaz MOVED that the Secretary negotiate with this firm [i.e., National Educational Laboratory Publishers] to print future SALALM publications and report any results at the Gainesville meeting." (1977 Midw., p.5) [Compiler’s note: No report appears in the 1977 Conf. minutes.] 71. "Sheila Milam MOVED that SALALM documents be deposited in one place in each Latin American country." (1992 Conf., 2d meeting, p.2) II. Basic Documents table of contents 72. "…the final DECISION being to publish the Basic Documents of SALALM in three parts (Constitution and Bylaws, Operational Handbook, Codification of Executive Board Decisions), each to be published on its own schedule as needed." (1984 Conf., 1st meeting, p.5) III. Bibliography and Reference Series table of contents 73. There was a CONSENSUS to change the title of the SALALM "Bibliography Series" to "Bibliography and Reference Series" "in order that it include works not strictly bibliographies." (1983 Conf., p.4) 74. A proposal to include the "Annual Report on Latin American and Caribbean Bibliographies" in the "Bibliography and Reference Series" was APPROVED. (1983 Conf., p.6) IV. Final Report and Working Papers table of contents See also: Decision 15. 75. It was MOVED that "the Executive Secretary be instructed to reorganize the Final Report and Working Papers so that the committee reports from the annual meeting would be inserted as addenda to the Progress Reports." (1977 Conf., p.3) 76. "Carl Deal MOVED that the Final Report and Working Papers for XXI, XXII, and all subsequent seminars be published in the same format as SALALM XX; that is, in the abridged version as approved." The abridged version would include only material of enduring substantive value and not exceed 500 pages in length. Minutes and reports of business sessions would be distributed separately as appropriate and then made available to all on a cost-plus-handling-charge basis. (1978 Midw., p.8) 77. It was VOTED "to change Final Report and Working Papers to Papers of the Annual Meeting of the Seminar on the Acquisition of Latin American Library Materials." (1982 Midw., p.2) 78. It was VOTED "that SALALM name the Past President as Editor of the SALALM Papers, that SALALM Secretariat contract for professional editing and word processing of the manuscript, and that the Secretariat be responsible for printing and distributing the final publication, with due dates and other stipulations as appropriate in the contracts." (1983 Conf., p.4) V. Microfilming Projects Newsletter table of contents 79. "It was AGREED that Suzanne Hodgman’s request that SALALM pay for the typing and mailing of the Newsletter be granted." (1969 Conf , p.195) 80. "Those present AGREED that the Microfilm Projects Newsletter not only announce projects but also act as a clearinghouse of information on projects." (1970 Midw., p.111) 81. The Microfilming Projects Newsletter "will be prepared in the same style as in the past, and published with the usual numbering system and the form of a SALALM working paper, and in addition will be distributed to all who replied to the questionnaire." (1970 Conf., p.141) VI. SALALM Newsletter table of contents See also: Decisions 42, 44. 82. "The session concluded with the Executive Board’s APPROVAL of the establishment of a newsletter." (1972 Midw., p.10) 83. It was MOVED that "(1) SALALM will support the Newsletter with a specified annual amount in the budget to allow better planning; (2) typing and printing should continue at the Secretariat, but final copy should be returned to the Editor for proof reading before publication; (3) priorities for inclusion in the Newsletter should be: first, organizational news; second, news notes about personalities and activities of interest; … (4) the Editor be authorized to contact experts to evaluate bibliographies as needed without Editorial Board approval; (5) the Newsletter Editor automatically be a member of the Editorial Board." (1977 Midw., p.4) 84. The Editor of the SALALM Newsletter "recommended the inclusion of a cumulative index in the Newsletter every fifth year, at an increase in publishing costs." (1978 Midw., p.10) 85. "Marietta Shepard then MOVED that the LC Information Bulletin’s report on SALALM be reproduced in the SALALM Newsletter and that the budget item for the Newsletter be increased to cover the cost; and that summaries of reports of conferences of special interest to SALALM members be included in the Newsletter." (1978 Conf., p.10) 86. It was APPROVED that "the Resolutions and the List of Committees, now issued as a separate publication, be published in the September Newsletter along with the report of the Executive Secretary." (1979 Midw., p.3) 87. It was APPROVED that "committee chairmen turn in only one report each year…for publication in the [September] Newsletter." (1979 Midw., p.3) 88. There was a CONSENSUS that responses received to the resolutions "be at least acknowledged in the SALALM Newsletter and that some should be printed, at least in part, in the Newsletter." (1981 Conf., 1st meeting, p.2) 89. "It was DECIDED that names [of members of the Executive Board] be printed in the Newsletter, on verso of the title page." (1983 Midw., p.6) 90. "By consensus it was APPROVED that the President will highlight actions of the Executive Board in ‘Message’ section of the Newsletter following each meeting, based on a summary of major actions supplied by the Rapporteur, and that minutes of the Board be published in the Newsletter as they are approved." (1983 Midw., p.7) SCHOLARSHIPS table of contents 91. "…there should be a [Marietta Daniels Shepard] memorial scholarship to assist a Latin American candidate obtain a library degree in a North American library school." (1985 Conf., p.11) 92. "It was MOVED and seconded that the Davidson report’s recommendation that he pursue an endowment agreement with the GSLIS [Graduate School of Library and Information Science] of the University of Texas be approved." (1985 Conf., 1st meeting, p.11 as amended; cf. SALALM Newsletter, Sept. 1986, p.7) 93. "…membership forms will provide space for members to designate that an optional donation to the Marietta Daniels Shepard Scholarship fund be made." (1987 Conf., 1st meeting, p.7) 94. "When the MOTION was put to the vote, the following resulted: the meeting [i.e., Executive Board] was in favor of continuing support for the scholarship, in an amount to be determined by a vote of the Finance Committee. A second part of the MOTION—to keep building the [endowment] fund—also passed. The VOTE was equally in favor of the idea of financing attendance at the annual conference and then requiring this attendance of the scholarship recipients. In discussion it was added that this would be the case if there [were] not more than two recipients; if there were, SALALM would select the two." [Note: travel expenses for recipients implemented only for 1991 conference] (1990 Conf., 1st meeting, p.7) 95. "She [Executive Secretary] noted that sales of [SALALM] mailing labels had been spasmodic; to date the sales had generated $250. The Board APPROVED putting such proceeds into the Marietta Daniels Shepard Scholarship Fund." [rescinded by Finance Committee, May 1993; cf. note to report of the Fund attached to Interim Report of the Treasurer, Sept. 1, 1993–May 15, 1994] (1991 Conf., 1st meeting, p.9) 96. "The suggestion was then put in the form of a MOTION and slightly amended to read as follows: that the amount of contributions received from individuals, up to a cumulative yearly total of $10,000, be matched on a dollar-for-dollar basis, by funds from the SALALM treasury." (1991 Conf., 2d meeting, p.2) TRADEMARK table of contents 97. "Accordingly the [Acquisitions] Committee MOVED that SALALM register its name and logo as a trademark." (1990 Conf., 1st meeting, p.5) TREASURER’S REPORT table of contents 98. There was general AGREEMENT "that the Treasurer be asked to submit on a regular basis to the Executive Secretary the records or copies of records of all transactions on the account attached to the Treasurer's Report." (1979 Conf., p.14) WORLD WIDE WEBSITE FOR SALALM table of contents 99. "MOTION: That the SALALM home page currently hosted at Cornell under the editorship of David Block, be changed from its experimental capacity to a formal relationship to the organization as the official SALALM home page [and that] a group be appointed by the Executive Board to begin to formulate policies and procedures for construction of the home page." (1996 Conf., 2d meeting, p.2) 100. "Gutiérrez-Witt MOVED that the Executive Board accept recommendations outlined in the Ad Hoc Home Page Committee report and that the details be worked out at a later date. (1997 Conf., 2d meeting, p.3)
CODE OF EXECUTIVE BOARD DECISIONS 1968–1997 Supplement: Decisions, 1998 Compiled by Jane Garner PUBLICATIONS II. Basic Documents 72a. MOVED that the Executive Board: 1) adopt the 1998 edition of the Constitution & Bylaws (a. notice will be placed in the Newsletter explaining a one-word change in the Bylaws instead of including the 1998 Introduction; b. publish text on the Web; and c. provide paper copies on demand); 2) adopt Code of Executive Board Decisions (1998 ed.) (a. publish on the Web; b. paper copy to Executive Board members; c. provide paper copies on demand; and d. create annual supplement until enough decisions have been accumulated to warrant a new edition of the Code); 3) that the revisions of the Operational Handbook done by PRI and Constitution & Bylaws Committee be mounted on the Web and paper copy made available on demand. (1998 Conf., 1st meeting, p.3)
WORLD WIDE WEBSITE FOR SALALM 101. MOVED that the [SALALM] homepage be organized according to this general concept and that it be endorsed by the Executive Board. (1998 Conf., 1st meeting, p.7) 102. MOVED for the creation of the post of SALALM Website Advisor to be responsible to the Executive Board for official and news-related materials carried on the SALALM homepage and the post of SALALM Web Publications Editor to be responsible to the Editorial Board for other publications carried on the SALALM Website. (1998 Conf., 2d meeting, p.1)
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