SALALM

Basic Documents of the Seminar on the Acquisition of Latin American Library Materials

Part III:

Code of Executive Board Decisions

2002 Edition

Code of Executive Board Decisions

See also: Decisions 64, 87, 92.

I. Annual conferences

A. General recommendations

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. a. “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)

b. “The motion to rescind this particular duty of the Past President (to evaluate invitations for future conferences) was approved.” (1987 Conf., 3d meeting, p.2)

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)

23. “The Finance Committee also proposed a strategic membership development program to be known as the Presidential Travel Fellowship. The fellowship will provide support for people to come to SALALM to present papers. The purpose of the program is to increase both membership and outreach. We are looking for the type of people with whom Enlace deals as well as individuals in the United States. We identified two kinds of members (or potential members). One is the kind that has programmatic responsibility for Latin American studies, but is not necessarily a Latin American specialist, and the others are people just beginning their career and don’t have the money to travel. Whatever amount the individual’s institution awards for travel, SALALM will contribute twice that amount (i.e., a two-to-one match). We are requesting that SALALM’s contribution be $2,000 for the first year which will come out of the Secretariat budget rather than the conference budget. The Finance Committee MOVED that it be adopted.” (2000 Conf., 2d meeting, II.B.6) [See also Operational Handbook, Sec. III]

24. MOVED that “the Executive Board approves the cessation of issuing resolutions at conference.” (2001 Conf., 1st meeting, III.C.3)

25. “L. Gutiérrez-Witt then presented the following resolution: The Executive Board instructs the PRI Committee to draft letters of thanks for the President’s signature after each conference to the organizers and sponsors of the conference.” (2001 Conf., 1st meeting, III.C.3)

B. Registration fees

26. “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)

27. a. “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)

b. “Donald Wisdom MOVED that the Executive Board approve in principle the concept of registration fees as stated on page 10 of the minutes of the Executive Board at 1972 Midwinter.” (1972 Conf., p.2)

c. “L. Gutiérrez-Witt MOVED that we rescind the exemption for the registration fee for Latin American and Caribbean librarians and professors for 2002 and refer the matter to the Finance Committee to recommend action for 2003 and subsequent years.” (2001 Conf., 2d meeting, IV, New Business)

28. “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)

29. “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)

30. “Personnel of the host institution and authors of working papers who are not members of SALALM pay no registration fee.” (1977 Conf., p.8)

31. “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)

32. a. “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)

b. “Discussion then moved on to the issue of registration fees and exhibitors’ fees. A clarification was offered on the latter. If two people come from the same business/dealership, one must register as an exhibitor; the second (and subsequent) will pay as a SALALM member or non-member (as appropriate).” (1989 Conf., 2d meeting, p.2)

33. “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)

34. “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)

35. “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 [See also Operational Handbook, Sec. III]

36. “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)

37. “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)

38. “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)

39. “Covington MOVED that the Libreros president be included in the conference planning process. (1997 Conf., 2d meeting, p.1)

40. “Laura Gutiérrez-Witt MOVED that (1) Libreros state their budget for the Bookdealers’ Reception one year in advance; (2) Libreros send a deposit of up to $1,000, if needed, no later than six months in advance of the date of the reception; and (3) Libreros send the entire remaining cost of reception no later than three months in advance of the date of the reception.” (1999 Conf., 2d meeting, III.A.1)

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II. Midwinter conferences

41. “It was DECIDED that the 1974 Midwinter meeting would be an open meeting, including the Executive Board and all committees.” (1973 Conf., p.9)

42. a. “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)

b. “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)

III. Pre- and Post-Conferences

43. MOVED that “pre-conference and post-conference budgets must be reviewed and approved by the Local Arrangements Committee, the Finance Committee and the Executive Board.” (2001 Conf., 2d meeting, II.C.6)

ELECTIONS AND VOTING

44. “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)

45. a. “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)

b. “The sense of the meeting was to OVERRULE the 1975 Executive Board decision that ballots be counted by the Executive Secretary.” (1979 Conf., p.6)

46. “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.

47. 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)

48. a. “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)

b. “The [PRI] Committee MOVED that Executive Board decision no. 43, part 3* ‘that ballots need to be postmarked two (2) weeks before the beginning of the annual conference in order to be counted’ be rescinded.” (2001 Conf., 2d meeting, II.C.3)

*As numbered in the 1998 ed. of the Code.

49. “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)

50. “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)

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EXECUTIVE BOARD MEMBERS-AT-LARGE

51. “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

I. General