ARLIS/NA Canada Annual Business Meeting

ARLIS/NA Conference

Atlanta, Georgia

Monday, 30 April 2007, 9:00 10:30 am

Acting Secretary: Jill Patrick

Present:

Lynn Brockington (Vancouver Art Gallery), John Burchard (Portland State University Library), Martha Gonzalez Palacios (student, Vancouver), Debora Vanessa Kam (Fine Arts Library, UBC), Michele Laing (Musagetes Architecture Library, University of Waterloo), Karen McKenzie (E.P. Taylor Research Library & Archives, Art Gallery of Ontario), Marilyn Nasserden (MacKimmie Library, University of Calgary), Jill Patrick (Dorothy H. Hoover Library & Archives, Ontario College of Art & Design), Debra Royer (Portland Art Museum), Kathy Zimon (retired, University of Calgary).

Regrets:

Peter Trepanier (National Gallery of Canada)

Absent:

Claire Dannenbaum (Librarian, Vancouver); exhibitors: Art Metropole and Duncan Systems Specialists.

1.Welcome and introductions

Marilyn Nasserden, Chair, ARLIS/NA Canada, and Canadian Representative, ARLIS/NA, called the meeting to order at 9:05 am and welcomed everyone in attendance. Introductions were made.

2.Adoption of the agenda

Karen McKenzie requested that the proposed ARLIS/NA Executive Board Restructuring be added to the agenda for discussion and identification of a person to speak at the Membership Meeting.

Moved by Karen McKenzie. Seconded by Lynn Brockington. Carried: AMENDED AGENDA APPROVED.

3.Approve minutes of ARLIS/Canada members meeting May 8, 2006 in Banff

There were no changes or additions to the Minutes as presented.

Moved by Karen McKenzie. Seconded by Kathy Zimon. Carried: MINUTES APPROVED.

4.Business arising from the minutes

There was no business arising from the Minutes.

5.Report from the chair Marilyn Nasserden

Marilyn's report will be on the ARLIS/NA Canada website.She attended the spring Ontario and MOQ chapter meetings and the Banff conference and November Northwest chapter meetings, as well as the Banff Conference and mid-year Executive Board meeting in Minneapolis.

Chapter affiliation agreements were all signed. This involved a major effort on the part of many individuals.Marilyn thanked all chapter officers and members for their attention to this important and difficult issue and for their hospitality at their meetings.

A Chapter officerslistserv is now in operation.In addition, they are meeting as a group at conferences.

An overview of Member Clicks database features was presented.

Marilyn noted that a revision to ARLIS naming conventions has been approved by the EB: ARLIS is to be written as ARLIS/NA in all cases, so ARLIS/Canada to ARLIS/NA Canada.

Moved by Karen McKenzie. Seconded by Lynn Brockington. Carried: That ARLIS/Canada officially change its name to ARLIS/NA Canada.

All chapters are also being asked to change the form of their chapter�s name in the same way on their websites and in their bylaws�: e.g. ARLIS/Ontario to ARLIS/NA Ontario.

In addition, all chapters are being asked by the Membership Committee to ensure that the ARLIS/NA logo with a link to the ARLIS/NA home page and another link to the ARLIS/NA ��Join�webpage is on each chapter�s webpages.Marilyn will ask James to update the ARLIS/NA Canada website.

At the pre-conference board meeting, the Melva J. Dwyer Award, previously free-standing, was moved to fall under the umbrella of the Awards and Honors Council in order to not be forgotten at annual conferences.The administration of the Dwyer Award will remain completely autonomous, under the direction of ARLIS/NA Canada.

Marilyn thanked Jonathan Franklin, Past Chair, for his ongoing advice and translation services.

6.Local chapter reports

Montreal/Ottawa/Qu�bec (submitted by Renata Guttman, MOQ President 2006)�: On ARLIS/NA website

http://www.arlisna.org/arlismembers/annreports/2006/ch_moq.pdf

Ontario (Michele Laing, Ontario President 2006)�: On ARLIS/NA website

http://www.arlisna.org/arlismembers/annreports/2006/ch_on.pdf

C.Northwest (Lynn Brockington and John Burchard)

Lynn Brockington reported that the chapter affiliation agreement was approved at their November meeting in Portland. A committee is looking into the insurance and liability issues. Martha Gonzalez Palacios was awarded the Northwest Travel Award to attend the Atlanta Conference. John Buchard is the Vice Chair/Chair Elect. The next chapter meeting will be at the Seattle Art Museum in October/November 2007.

7.Regional representative reports

Atlantic Region: no report

Prairie Region: (Compiled by Mary Lochhead, Architecture/Fine Arts Library, University of Manitoba)

Liv Valmestad applied for a "Major Outreach Award" grant for up to $7,000.00 to create virtual web gallery, highlighting artwork from the University of Manitoba�s permanent art collection. The images will be hosted in the LUNA, a digital image management and presentation server product, licensed by the University of Manitoba Libraries. One will be able to search by artist, title, medium, location, date, and donor. Each artwork will include a thumbnail image, with full-screen image zoom capability, video clips, and a bibliography. The project will adhere to current Canadian copyright laws for digital images.

She also applied for the Strategic Program Development fund for $2,500 to create an information literacy program for Environmental Design in U1 . It will be based on the core competencies for environmental design students as outlined in Information Competencies for Students in Design Disciplines published by the Art Libraries Society of North America in 2006.She has been in touch with one of the co-authors Jeanne Brown for more advice. Most importantly, the project will integrate the latest in Web 2.0 technologies, information literacy and the subject of environmental design, by using the social networking tools such as My del.icio.us, Librarything, Flickr, MySpace and class blogging.

Mary Lochhead will be taking a 5-month study leave (October 2007-February 2008) to work on further enhancing the Winnipeg Building Index.

Kenlyn Collins at the Winnipeg Art Gallery writes.

We are feeling quite chuffed at the moment because we have just installed a new computer to access multimedia documents within the Library. It provides access to electronic media, such a CDs, DVDs, etc. Providing access to new media publications is a unique problem for non-circulating libraries, as more and more art publications are being produced with, or solely in, this new media. Also, it was only until recently that our old computers were replaced with ones that have CD drives, so we have also been struggling to keep up with the technology! This is why we are a little excited to be able to provide access to material that just sat in the unprocessed piles for quite some time!

The Library catalogue is now online, albeit only a portion of the collection. More records will be added to the web catalogue over time. You can access the catalogue from the Library's webpage at the Gallery's site, http://www.wag.mb.ca/htmlfiles/SERVICES/clara_lander_library.asp

From Donna Bowman at the University of Regina...

The main exciting thing that's happened at the University of Regina this year is that we're getting a donation of books from the collection of the late Ken Lochhead, one of the Regina Five. Many of the books and exhibition catalogues are things that the library did not already own, as we have a small Visual Arts collection.

8.Upcoming conferences

2008: 36th Annual.Denver, Colorado; May 1-5;

arlisna-mw.lib.byu.edu/denver2008

2009: 37th Annual. Indianapolis, Indiana

2010: 38th Annual.ARLIS/NA Northeast Chapter (specific location yet to be determined; possibly Boston or area, e.g. New Haven)

2011: 39th Annual. Minneapolis, Minnesota; Joint Conference with VRA

2012: Members of ARLIS/NA Ontario and ARLIS/NA Western New York at the Atlanta Conference discussed the possibility of co-hosting an ARLIS/NA conference in Toronto. ARLIS/WNY will discuss at their meeting in 2 weeks and ARLIS/NA Ontario will do the same.

9.Melva J. Dwyer Award

Marilyn thanked the jury members for their deliberations: Carole Goldsmith, Michele Laing, and Lynn Brockington.

The Melva J. Dwyer Award winner was officially announced at the Convocation Ceremony.�The winner is Emily Carr: new perspectives on a Canadian icon / Emily Carr: nouvelles perspectives sur une l�gende canadienne/ curators: Charles C. Hill, Johanne Lamoureux, Ian M. Thom with essays by Jay Stewart ... [et al.].Ottawa: National Gallery of Canada / Mus�e des beaux-arts du Canada; Vancouver: Vancouver Art Gallery; in association with Douglas & McIntyre, c2006.

Certificates were made out to each of the three main curators: Charles C. Hill, Johanne Lamoureux, and Ian M. Thom as well as the three publishers: National Gallery of Canada / Mus�e des Beaux-Arts du Canada, Vancouver Art Gallery; and Douglas & McIntyre.Book stickers will be sent to the publishers after the ARLIS/NA Conference.The curators and the publishers were invited to accept their awards in person - or to send designates (yet to keep the news quiet until after the official announcement at Convocation).We were pleased to have Peter Trepanier, from the NGC accepting the award on behalf of the curators and publishers.

Michele Laing expressed concern about the limited pool of applicants for the Award and suggested that publicity should go out earlier to generate interest. The Award does not have a high profile. Lynn Brockington suggested making the publication date more flexible so that more titles could be considered. She also noted that the VPL and CHIN have collaborated on a website which will include images and records for every item created by Emily Carr. It was suggested that the next Melva J. Dwyer Award Committee be given the charge to review the process including the Call for Submissions and Promotion of the Award to ensure that the Award has greater visibility and thus generates greater interest from publishers and librarians. The Melva J. Dwyer Award Committee should ask the ARLIS/NA Awards & Honours Committee to assist with promotion of the Canadian Award. This might include distributing an official ARLIS/NA letter to publishers. Jill Patrick suggested that an article announcing the award winners be submitted to Quill & Quire, and that a national Call for Submissions be placed in Q&Q as either a display ad or a classified ad.

10.Web access to Colin S. MacDonald�s Dictionary of Canadian artists (Marilyn Nasserden for Jonathan Franklin).

Thank you to everyone who responded to my message.This helped considerably to make a case for the project here at the National�Gallery.All respondents were enthusiastic about the proposal.Several emphasized the need to complete the Dictionary up to Z.At present, Mr. MacDonald�is in conversation with us about transferring the rights to the Dictionary.I have been working on a plan to�secure this, and to obtain funding from the Canadian Memory Fund (Canadian Heritage) to complete the content up to Z, translate it into French, and move it online.If the Gallery agrees to endorse the proposal, it will go to the Canadian Memory Fund in May/June 2007.If�Canadian Memory Fund money is forthcoming, the project would start in April 2008 and finish in March 2009.If anyone wants more information, they are�very welcome to contact me, but I should say again, the project is still very much�at the proposal stage. Thanks!Jonathan submitted by Jonathan Franklin, National Gallery of Canada

11. Chapter insurance (Michele Laing)

Waivers are only useful for chapter officers and members; they are not protection if third parties are involved. Officersliability insurance would cost one chapter about $1,000 per year; too expensive for our chapters. One other option is for chapter officers to obtain an additional rider on their personal insurance to cover them as officers in ARLIS/NA; may only cost an additional $5 or so according to Elizabeth Clarke from Headquarters.Another suggestion is to limit where meetings are held (ie. Universities with full insurance coverage)

Waivers should be included on all forms signed by members, on the understanding that the waiver does not offer complete protection and, in any event, does not protect chapter officers with respect to third parties.

Personal Information Collection Notices should also be included on the membership form and any other form employed by chapters to collect personal information such as name, address, tel#, email, credit card information, etc. This follows requirements under FOIP in Alberta, FIPPA in Ontario, and similar legislation in other jurisdictions. The Collection Notice ensures that PI is only used for specific stated purposes and that it is retained and disposed of securely. Such a Notice would protect the privacy of members and hopefully prevent privacy breaches and resultant liability.

John Burchard raised two other ares of concern: ramification of chapter cross-border status, and incorporation of chapters. Incorporation might entail a one-time cost but would not be as expensive as paying $1,000 per year in liability insurance. It was suggested that John Cull research the costs involved and share the information with other chapters. John Burchard and/or Lynn Brockington will speak to John Cull.

12. ARLIS/NA Assessment Task Force Recommendations: Canadian Representative and ARLIS/NA Canada roles

Strong concern was expressed over the lack of a Canadian position on the ARLIS/NA Executive Board in the Board structure proposed recently by the Assessment Task Force.Members are concerned that there is no funding support to facilitate communications and travel in Canada. Karen McKenzie and Marilyn Nasserden addressed need to define the Canadian position.Karen McKenzie pointed out that MOQ members cannot fully participate in ARLIS/NA due to language.Jill Patrick mentioned that she is on the Nominating Committee and will have an opportunity to provide input to the Committee�s Guidelines.It was agreed that Jill Patrick would present the following statement at the conference Membership Meeting later on the same day, Monday, April 29th:

We would like to propose two new positions on the Executive Board: a Canadian Ambassador or Consul and a Mexican Ambassador or Consul, to represent and advocate for the unique national, legal, legislative and cultural interests of Canadian members of ARLIS/NA and to ensure that these interests are reflected in ARLIS/NA policy, strategic planning, and programming.�

Note: ARLIS/NA is not ARLIS/USA.Canadian and Mexican interests must be represented on the Executive Board with strong and clearly focused positions.

13. Copyright workshop follow-up (Marilyn Nasserden)

Not a lot to report at this time.However, Marilyn has been in contact with Wanda Noel, the copyright lawyer who led the Banff Canadian Copyright workshop.She is still very interested in assisting with developing best practice Canadian copyright guidelines for visual resources so this project is still alive.Ideally, these best practices should be available for presentation at the VRA conference to be held in Canada in 2009?.

14.History of Art Libraries in Canada�: Update (Marilyn Nasserden for Jo Beglo)

Following the Banff conference I received three suggestions for updates to the chronology.Within the last month I received one additional essay (Emily Carr Institute of Art and Design), which is currently being read by a second editor. These have not been added to HAL.

I have in mind ten new essays, if authors can be persuaded to contribute.�

HAL has no funding of its own.The first edition was launched thanks to major volunteer efforts, a small ARLIS grant and very generous support from the National Gallery Library.These funds are totally expended.I am prepared to continue as national editor, but updates and new contributions will require new funding.

Peter Trepanier will represent the National Gallery Library in Atlanta however unfortunately he will have left Atlanta before the Canadian meeting.Very best wishes to everyone for a good conference.�Jo �

15.ARLIS/NA Canada Archives Update (Marilyn Nasserden for Jonathan Franklin)

The National Gallery of Canada Library and Archives has agreed to house the Archives of ARLIS/NA Canada.The NGC Library and Archives already holds the archives of the predecessor organization, the Canadian Association of Special Libraries and Information Services Art Libraries Section (a.k.a. CARLIS).Several files are now with Cyndie Campbell, NGC Archivist, while the most recent files are retained by the current President of ARLIS/NA Canada.Files are also included for the Melva J. Dwyer Award.�

16.Canadian representative to: ArtBibliographies Modern, International Advisory Committee: no report (Liv not present)

17.ARLIS/NA 2007 event calendar and chapter news: reminder http://www.arlisna.org/news/calendar.html

Marilyn reminded everyone to submit Canadian and chapter news

18.Other business

A.Chapter OfficersMeeting report (Marilyn Nasserden and Michele Laing)

ARLIS/NA has purchased MemberClicks.MemberClicks includes a website hosting feature, which is being made available to chapters (optional).Eric Schwab has shown interest in working with the chapters to develop a template for chapterswebsites.Chapters were encouraged to continue contributing to the Welcome Party. A discussion followed on donations that had been made. Marilyn said that the donation amounts were appropriate and that the EB was not suggesting that chapters needed to give more.

B.It was suggested that we check the ARLIS/NA timeline to determine what Canadian information may need to be added.ACTION ITEM for everyone.

C.MOVED by Karen McKenzie, SECONDED and CARRIED by everyone present (and absent) that Marilyn Nasserden be heartily thanked for her work as our Canadian Representative.THANKS!!!

19.Adjournment

Meeting adjourned at 10:30 a.m.