Presiding officers:
Dayna Holz, Chair
Ann Armstrong, Vice-chair, Chair Elect
Kay Teel, Secretary/Treasurer

Attendees:

The autumn meeting of ARLIS/NA-NC was attended by approximately twenty-seven people, including several San José State University School of Library & Information Science students.

Dayna Holz began the meeting at 10:00 a.m. by introducing and thanking Edith Crowe for hosting the meeting at the King Library, and for arranging the afternoon tour of the San José Museum of Art. Edith welcomed all attendees.

Dayna announced the dates and theme of the next ARLIS/NA annual conference, to be held in Denver, Colorado, May 1-5, 2008. The theme will be "ARLIS/NA at Altitude." Utilizing the computer display projection, Dayna and Edith showed attendees the new ARLIS/NC-NC website and introduced the Chapter's new website administrators, Kate Roberts and Lisa Velarde.

Dayna had additional news from ARLIS/NA Headquarters that the MemberClicks service was up and running on the ARLIS/NA Web site, http://www.arlisna.org, and that the membership directory was now accessible and keyword searchable.

Kay Teel presented the Secretary/Treasurer's report. The Chapter currently has 62 members listed in the membership roster, including a few new members from 2007. Kay urged everyone to send in their renewal forms if they had not already done so, so that the membership roster and contact information could be corrected. As soon as renewals are finished, the Chapter will produce a printed membership directory, which is mailed to all members.

The Chapter's balance on May 31, 2007, was $838.09. Since May there have been expenditures of $157, to pay for refreshments at the May meeting, and for the museum tour at the autumn meeting. $740 in revenue was received since May: $595 in dues, and $150 in gifts to the Chapter. Kay thanked everyone who sent donations to the Chapter. Through their generosity, $55 was collected for the Ann Gilbert Travel Award, and $95 in unrestricted gifts.

Liz Ginno moved to approve the meeting minutes from the May 2007 spring business meeting, and Barbara Rominski seconded the motion. The attendees voted. The motion passed unanimously.

Dayna introduced the topic of our chapter's history. In response to a query from the Chapter's Nominating Committee, Kay had attempted to create a roster of all past officers, but found that the documents passed to the Secretary/Treasurer are not complete, and do not include the date the Chapter was founded. Liz mentioned that the Chapter existed as an independent local group before it was part of ARLIS/NA, and felt that it was when the first ARLIS/NA conference was held in San Francisco that the two groups became affiliated. Kay urged anyone wanting to help compile a Chapter history to contact her.

Dayna next reviewed the standing of the Chapter budget. Dues were suspended in 2007, so the Chapter did not send financial contributions to the Atlanta ARLIS/NA conference. Although it had been our understanding that chapters' contributions to the Welcome Party were not mandatory, Kay reported that at the Atlanta conference, there were clearly bad feelings towards our chapter for not sending any money. Barbara noted that chapters' contributions are a sign of support to the chapter hosting the ARLIS/NA conference.

In recent years, prior to 2007, the Chapter's major expenditures had been the Ann Gilbert Travel Award for $400, and a $250 donation to ARLIS/NA for the Welcome Party at the annual conference. Dayna pointed out that both of these amounts were supporting ARLIS/NA, because the travel award is given to a Chapter officer to attend the ARLIS/NA conference. Dayna asked if these expenditures were the best way to spend our small funds and contribute to our chapter as a whole.

Dayna mentioned some ideas she had for budget expenditures, including paying for speakers to come to a Chapter meeting, group activities such as tours, and other awards. She opened the floor with a call for ideas.

Lisa Velarde said she would like to see our funds going toward speakers, renting interesting spaces for meeting venues, evening programming, and group dinners. Kate Connell also supported the idea of evening meetings, and Liz pointed out that daytime meetings are hard for some members to attend, especially those in corporate libraries and public libraries.

Ann Armstrong asked if we would need the Ann Gilbert Travel Award for officers in 2008. The 2008 conference will be in Denver, relatively close. Kay mentioned that she will be attending the conference and receives institutional support, so does not need the travel award. Barbara and Edith replied that the travel award is an incentive for a Chapter member to become an officer. Dayna asked if there were other ideas for incentives.

After some discussion, it was clarified that the Welcome Party donation is in addition to the proceeds from the silent auction donations, where individuals in the Chapter donate interesting items for the Chapter's silent auction contribution. Liz suggested that when members send donations to the Chapter, they should be able to designate how it should be spent. Dayna proposed that we reserve a portion of our budget for activities for our chapter. Julian Woodruff asked if our donations to ARLIS/NA and the amount of the travel award had been percentage-based until now. Dayna responded that it had not been, and we should adjust the amounts to reflect our modest income.

Dayna Holz proposed that we set aside $200 minimum for the Ann Gilbert Travel Award, plus any gifts designated by the donor for the award. In addition, Kay Teel will add "ARLIS/NA conference Welcome Party donation" as a category on the chapter membership form. For 2008, the Chapter will send $100 to the Welcome Party. Liz Ginno moved to approve Dayna's proposal. Edith Crowe seconded. The attendees voted, and the motion passed.

The next item of business was Chapter activities for next year, including new Chapter officers. Ann Armstrong, current Vice-Chair/Chair-Elect, will be Chair in 2008, and Kay Teel will continue serving as Secretary/Treasurer in 2008. A Nominating Committee composed of Barbara Rominski, Edith Crowe, Lisa Velarde, and Kathryn Wayne was formed to find candidates for the next Vice-Chair/Chair-Elect, to avoid the spontaneous election of officers that has happened in the past few years. Barbara reported on the Nominating Committee's challenges in trying to recruit a longtime member for this position. The committee wanted a longtime Chapter member to balance Ann, a newer member, and Kay, an older member of ARLIS/NA but newer member of the Chapter. Some members were very supportive but unable to serve now, and the committee hopes these members may be willing to run for office next year.

Dayna explained that if no one at the autumn meeting was elected as Vice-Chair/Chair-Elect, the Chapter could continue through 2008 with that position vacant. But going into 2009, we would have all 3 officer positions vacant, and with the recent challenges in filling positions, it would be unlikely that we could fill all 3. If the Chapter could not elect new officers for 2009, the Chapter would have to dissolve.

Lisa said that when the Chapter voted on affiliation with ARLIS/NA, it was a very close vote, and she would like to see our group less tied to the bureaucracy of ARLIS/NA. She admitted that she has reservations on the structure of the Chapter-ARLIS/NA relationship, but she appreciates the Chapter as a group. Having expressed her reservations, Lisa nominated herself as Vice-Chair/Chair-Elect. She said that if elected, she would like the Chapter to have more meetings and more discussions that are about art librarianship. Edith noted that the Chapter used to have five meetings a year, and Barbara pointed out that the Chapter officers set the agenda for the meetings.

Dayna called for other candidates. There were no challengers, and Lisa Velarde was unanimously elected as Vice-Chair/Chair-Elect for 2008. Lisa added that she will attend the ARLIS/NA conference in Denver.

Lisa called for ideas for meeting sites. Dayna said that she had spoken to Jeff Gunderson at the San Francisco Art Institute, and Jeff was willing to host the the 2008 spring meeting. Darlene Tong suggested the Museum of the African Diaspora, close to SFMOMA, as a tour possibility. Lisa mentioned the Prelinger Archive, located South of Market Street in San Francisco. The archive is an unusual image resource organization, and could be a stop as part of an evening South of Market event. Dayna suggested another online image resource, Calisphere, which is located at Berkeley. She thought their staff would be willing to speak for free.

Other Berkeley venues discussed were the Online Archive of California/California Digital Library, the Bancroft after it re-opens, and the new Music and East Asia libraries.

Julian suggested the library at the Society of California Pioneers in San Francisco or the Pacific Film Archive/Berkeley Art Museum. When asked about the possibility of having a meeting of the Crocker Art Museum in Sacramento, he said that it might be possible in a couple of years after the building expansion, but he doubted he would still be there to host it, as he is thinking of changing jobs.

Other ideas included the Haas Collection, di Rosa Preserve, and the Filoli Center. Ann observed that if the Chapter holds more events, we could arranage Saturday tours and go to places that can't offer meeting space.

With the Chapter business concluded, Dayna opened the floor to announcements. Dayna made the first announcement by paying homage to Edith Crowe, who is retiring from San José State University. A longtime Chapter member, Edith has served as a chapter officer three times and survived three San Francisco ARLIS/NA conferences. Edith expressed her thanks and spoke about her experiences and memories in the Chapter. She then introduced her successor, Rebecca Feind, who has been at San José State University since 2005. Previously, she was art librarian at the University of South Carolina at Columbia. Beginning December 21, 2007, Rebecca will be the art and design librarian at San José State.

Kate Connell announced the latest student exhibits at City College of San Francisco, and distributed bookmarks from the exhibits.

Ann Armstrong promoted the lecture series on archives she organized, and mentioned some opportunities for grants for small digitization projects.

Linda Psomas, a SLIS student at San José State and a painter, announced her show opening in Sacramento November 10.

Dayna adjourned the business meeting at 11:00 a.m.

After a brief break, the librarian/student exchange was held. The exchange was an open forum for ideas and discussion between students and librarians. Edith Crowe introduced Dr. Anne Simonson, art history professor at San José State University, and spoke about their collaboration on the Art History 291 graduate seminar. Students and new professionals asked about jobs, networking, and which (and how many) graduate degrees to earn. Seasoned librarians gave tips and insights into the organizational cultures of various institutions, and how to adjust your dream goals with the reality of the Bay Area art librarian job market.

From 12 noon until 1:30 p.m., attendees were free to get lunch at one of the area's restaurants. An optional tour of the King Library was offered at 12:45. At 1:30, attendees gathered at San José Museum of Art for a docent tour led by Trisha Hill that covered highlights in the main spaces, and included the current Joan Miró exhibition. The tour ended at the museum's small research library, where Gloria Turk, the part-time librarian, presented the library's history, collections, and challenges.

The eventful day concluded at 3:00 p.m.

Minutes submitted by:
Kay Teel
ARLIS-NC Secretary/Treasurer

ARLIS-NC Northern California Chapter
Meeting Minutes
Fall 2005
Date: December 9, 2005
Hosted by the Art & Architecture Library, Stanford University Schedule:

1:00-2:00 Tour at the Iris & B. Gerald Cantor Center for Visual Arts, Stanford University, of the exhibition Revolutionary Tides: The Art of the Political Poster 1914-1989
2:00-2:15 Walk to Stanford’s Art & Architecture Library
2:20-3:00 Business meeting
3:00-3:30 Tour of the Art & Architecture Library, Stanford University
3:30-4:30 Social hour

Presiding officers:
John Stucky, Chair
Barbara Rominski, Vice-chair, Chair Elect
Abby Bridge, Secretary/Treasurer

Attendees:
Suzanne Beattie, Peter Blank, Nensi Brailo, Rosita Burke, Kate Connell, Edith Crowe, Heather Cummins, Ida Z. daRoza, Jeff Gunderson, Lillian Hetherington, Robin Hori, Peggy Keeran, Heather MacLean, Bethany Martin, Elissa Papendick, Alex Ross, Linda Smith, Kathryn Wayne.

Business meeting was called to order at 2:20 pm.
The meeting was led by Vice-chair, Chair Elect, Barbara Rominski.
Alex Ross, head librarian of the Art & Architecture Library, welcomed the group. Barbara Rominski thanked Alex Ross and his staff for hosting the meeting and providing refreshments. The current officers were introduced and attendees identified themselves. Barbara welcomed Peggy Keeran, our Western Regional Representative, and noted that Sue Koskinen will be our incoming rep for 2006.

Minutes of the spring 2005 ARLIS-NC chapter meeting were read by Abby Bridge. They were unanimously approved without emendation.

Abby Bridge gave the Secretary/Treasurer’s report. At this date, the account balance was $1140. Expenditures since the last meeting were $70.20 for refreshments for the spring meeting and $75.00 for expenses related to setting up the new bank account at Washington Mutual (e.g. checks, deposit slips, stamp).

John Stucky inquired about the bank situation. Abby reviewed the decision to switch from Bank of America to Washington Mutual. Nensi Brailo commented on the Chapter’s history with Bank of America dating back to Nancy Colace’s tenure as Treasurer.

Abby distributed copies of the 2005 directory. Abby made repeated attempts to coordinate with the VRA Northern California Chapter board to do a joint directory, but was never provided with listings for their members. We may want to revisit the joint directory idea at a later date, but at this point there doesn’t seem to be any interest from VRA.

ARLIS-NC membership runs on a calendar year, so 2005 memberships expire at the end of December. Abby solicited renewals and passed out renewal forms for 2006. Abby also promised to send out a renewal letter to all non-renewing members from the past 2 years. For the past couple years, the board has relied on the listserv and e-mail to communicate with members; it was speculated that this has resulted in the chapter losing touch with some of our retired members.

Next on the agenda was the election for the position of Vice-chair/chair elect for 2006. Ida Z. daRoza was approved unanimously. Barbara Rominski thanked the nominating committee, Nensi Brailo and Kathryn Wayne, for their work. When Ida assumes office, Barbara will officially transition into the position of Chair. Barbara and John Stucky noted that the current officers have been reviewing the Chapter bylaws and have attempted to follow protocol for meetings and elections more closely than has sometimes been done in the past.

Following up on the discussion of student outreach at the spring meeting, Barbara Rominski contacted the new director of the SLIS at SJSU, Ken Haycock. The SLIS is currently considering offering course work in art librarianship. Barbara and Ken will meet in January to discuss potential collaboration between the Chapter and the SLIS. It was reported that the annual spring career fair did not seem to be happening this year. Ida Z. daRoza noted that the fair is organized by students. Barbara passed around a prototype version of the new ARLIS/NA brochure. Peggy Keeran noted that ARLIS/NA has raised the amount for the internship award for students and there will be a student-outreach session at the 2006 ARLIS/NA conference in Banff. Scholarships for the Banff conference will include 2 student awards, including the regular award and the student diversity award (both for $750). All students were encouraged to apply.

Barbara made an announcement about the Banff conference and encouraged everyone to attend. Peggy Keeran noted that the conference will have a lot of workshops. This is along the lines of the old Ask ARLIS sessions (for example, the student outreach session will allow for questions and interaction).

John Stucky inquired whether the idea of a joint chapter meeting at the de Young was still being pursued. Barbara responded that there is still interest from both chapters, but there are currently no plans to hold a joint chapter meeting in 2006.

The Southern California Chapter leadership is overextended with planning the 2008 ARLIS/NA joint-meeting with VRA in San Diego. There is only one ARLIS-SC member in San Diego, so planning and logistics are very difficult and any help would be appreciated. Northern California members were encouraged to participate on committees and offer their support to the Southern California Chapter.

Nensi Brailo asked Peggy Keeran if students can be officers. Peggy didn’t know, but noted that officers do need to be members of ARLIS/NA. Technically, all chapter members are supposed to be members of the Society, but the Northern California Chapter allows local membership. Barbara Rominski commented that we don’t want to turn anyone away.

The ARLIS-NC spring meeting will be held before the ARLIS/NA conference in Banff. Spring break will be taken into consider in choosing a date. Barbara proposed having an all day meeting at the de Young with programs in the morning and tours in the afternoon. Previously, we’ve talked of having a program focusing on architecture and space planning. Maybe different members could give 15 min. talks on their experiences since a number of our members have been through major building transitions and redesign projects.

Business meeting was adjourned at 3:07 pm.

Following the business meeting, Alex Ross gave an introduction to the Art & Architecture Library and led the group on a tour of the stacks. The day ended with a social hour with refreshments generously provided by the Stanford University Libraries.
Minutes submitted by:
Abby Bridge
ARLIS-NC Secretary/Treasurer 2005-2006

ARLIS/NC SPRING MEETING MINUTES
Date: June 4, 2004
Location: Dr. Martin Luther King, Jr. Library, San Jose
Speakers: Anne Simonson, Professor of Art History, SJSU School of Art and Design; Judy Reynolds, SJSU Language & Literature Librarian; Andrea Creswell, CSU Systemwide Visual Resources Curator and Stacy Mueller, Visual Resources Curator, SJSU School of Art and Design; Mary Rubin, Senior Project Manager, San Jose Public Art Program
Tour: King Library, with emphasis on public art by Mel Chin

Attendees: Carrie McDade, Abby Bridge, Linda Smith, Elizabeth Byrne, Maryly Snow, Nensi Brailo, Regina Kammer, Carl Schmitz, Ida Daroza, Jane Glasby, Mary Marsh, Kate Connell, Lisa Verlarde, Kay Teel, Janice Woo, Stacy Mueller, Andrea Creswell, Liz Ginno, Barbara Rominski, Kathryn Wayne, Andrea Segall, Laura Tatum (vice-chair/recorder), John Stucky (chair).

Refreshments were served in King Library Lecture Hall.

The group was welcomed to King Library by Jo Bell Whitlatch, Associate Dean of Library Services, San Jose State University Library.

John called the meeting to order and began by reading the Secretary/Treasurer’s report from Sue Koskinen, who was not able to attend the meeting. Sue reported that we have 57 registered members for 2004 and that each member would receive a directory (directories were distributed during the meeting, and will be mailed to those paid members that were unable to attend). If your listing is wrong or if there is a problem, please email Sue at skoskine@library.berkeley.edu. The directories also include VRA members. Sue is going to compare Liz Ginno’s listserv membership list to the list of paid ARLIS/NC members to make sure that all paid members are on the listserv. All officers emphasized that members must add themselves to the listserv – that they are not automatically added to the listserv when they pay their dues. This may change in the future, but for now, each individual member must add him or herself.

Other news from the secretary/treasurer’s report:
- Dues will be collected at the Fall meeting. These dues will apply from January through December, 2005. Dues are $15 for regular members and $5 for student members.
- We received an official thank-you letter from ARLIS/NA for our $250 chapter donation to the national ARLIS conference welcome party. Sue notes that we have been making this donation for several years now.
- Sue is working on an “ARLIS/NC Welcome Letter” which will be sent via email to all new members when they join our chapter. The letter will outline the benefits of membership, the purpose of the chapter, how to subscribe to the listserv, our relationship to the national organization, and our general meeting schedule.
- The ARLIS/NC website address is http://www.lib.berkeley.edu/~skoskine/ARLISNC.HTML. Please check it frequently for updates, meeting schedules, etc. If you would like to add something to the website, contact Sue at the email address above.
- The position of Secretary/Treasurer will be open this fall. Please consider volunteering for this office. We will elect a new Secretary/Treasurer at the fall meeting.

After reading and discussing this report, John officially welcomed everyone and new members were invited to introduce themselves.

The first item on the agenda was a discussion about the place and time of the fall meeting of ARLIS/NC. Many potential meeting places were suggested, including:
- Skywalker Ranch (though it is unlikely that a group of our size would be allowed in)
- CCA-San Francisco combined with a visit to the SF Center for the Book
- Academy of Art College
- Carolands
- Filoli and Runnymeade
- Sacramento: Crocker Art Museum, State Archives
- Mechanics Institute Library in SF
Laura will look in to these and other locations [perhaps COPIA, in Napa?]. If you are interested in having your institution host the meeting, or have other ideas about potential meeting places, please contact Laura at ltatum@berkeley.edu. It was determined that early November would be the best time for a fall meeting, and the general consensus is that Friday is the best day on which to have a meeting.

The next item on the agenda was a discussion about the continuing relationship between VRA and ARLIS/NC. Some members of both organizations said that they liked the idea of only having to attend one joint meeting. Others felt that meetings that focused on VRA issues were not as valuable to them as ones that focused on ARLIS issues. Many people felt that it is good to keep in touch with what VRA is doing, since our professions overlap in many ways, but that the meetings themselves ought to be kept separate. It was mentioned that VRA has a financial stake in printing a joint directory of members, and it was generally agreed that a joint directory is beneficial to both organizations. It was also agreed that we should continue to invite VRA members to attend our meetings.

Next on the agenda was a discussion about hosting a joint meeting with our colleagues in ARLIS/SC. At the national conference in New York in April 2004, ARLIS/NC and SC held a joint meeting where the prospect of a larger joint meeting in California was discussed. The last joint meeting was held at the Getty Center in Los Angeles in 1999 and lasted 2 ½ days. The Bay Area was the unanimous choice of location for this meeting, to be held sometime in 2005. A number of potential venues for the meeting and/or tours were brought up, including the Asian Art Museum, SFMoMA, the new DeYoung Museum, SFPL, the Yerba Buena Center for the Arts, and tours of the U.C. Berkeley campus and museum. Many ideas for the meeting were suggested, including inviting the Western Regional Representative; suggestions for hotels and transportation issues; guest lecturers; a cocktail party; a theme for the meeting (art and architecture museums); and planning days of tours versus “open houses” instead of organized tours. Liz Ginno offered the suggestion that in order to keep the meeting manageable, we need to set a cap on the number of attendees.

Many of the members present had attended the Western Regional meeting in Portland last year and described their experiences there. The idea was floated that this meeting could potentially become a Western Regional meeting. However, Kay Teel mentioned that board approval is required for a regional meeting. We have only $1700 in our budget and have missed the deadline to apply for supplemental funding from ARLIS/NA (though John and Laura will apply for said funding of $500 anyway, before the Board meets in July). [We have also learned recently that ARLIS/SC applied for supplemental funding for a different event.] It was agreed that hosting a Western Regional meeting is too ambitious a goal at this time.

A great deal of energy surrounded this discussion and many excellent meeting ideas were generated. Barbara Rominski mentioned that SFMoMA can host up to 50 people in one of their meeting spaces, so this might be a logical place for the group to convene. We are very much open to other suggestions and plan to continue discussing the joint meeting when ARLIS/NC next meets again in November. If any members have suggestions before then – for speakers, for venues, for tours, etc. – please email them to any of the chapter officers.

The business meeting was adjourned at 10:45 a.m.

Speakers:

Ann Simonson, Professor of Art History at the SJSU School of Art and Design, spoke about the Art History Information Competence Project, designed by Professor Simonson, Judy Reynolds, head of the LEAP program, and Edith Crowe, SJSU Art and Humanities Librarian. The link to the project website is:

http://library.sjsu.edu/staff/ecrowe/infocomp_art.htm

Andrea Creswell, CSU Systemwide Visual Resources Curator and Stacy Mueller, Visual Resources Curator, SJSU School of Art and Design spoke about the IMAGE project at CSU. A link to their WorldArt Web Kiosk is:

http://worldart.sjsu.edu

After lunch, we had a presentation by Mary Rubin, Senior Project Manager, San Jose Public Art Program about the Mel Chin Public Art Project in the King Library, Recolecciones. Some links to the project and information about the San Jose Public Art Program: http://www.sjlibrary.org/mlkart/
http://www.sanjoseculture.org/pub_art/

Minutes submitted by Laura Tatum, ARLIS/NC vice-chair, June 22, 2004.

ARLIS/NC and VRA - Fall Joint Meeting, Friday December 12, 2003.
At the University of California, Berkeley campus

ARLIS/NC Fall Business Meeting
Date: Friday, December 12, 2003
Location: Wurster Hall, Room 305, University of California, Berkeley
Speakers:
Mary Elings, UC Berkeley - Current Metadata Issues
Robin Chandler, California Digital Library - CDL's Image Demonstrator Project
Jason Baker, Berkeley Art Museum & Pacific Film Archive - Demonstration of DAMD (Digital Asset Management Database) Tours: Librarian-led tours of the Environmental Design Library and Archives and the Architecture Visual Resources Library. Plus self-led tours of the Berkeley Art Museum and the Phoebe Apperson Hearst Anthropology Museum

ARLIS/NC BUSINESS MEETING MINUTES
The meeting began at 9:40 a.m.
Approximately 37 people (approx. 21 members and 16 non-members) in attendance.

1. Welcome and Introductions
Lorna Corbetta-Noyes opened the meeting and introduced the officers (John Stucky, Vice-Chair/Chair-elect for 2004; Regina Kammer, Secretary; Nensi Brailo, Treasurer) and announced that Ruth Carsch, who was not in attendance, would be incoming Secretary for 2004. Lorna thanked the local organizers from UC Berkeley for their help in meeting preparations: Elizabeth Byrne, Maryly Snow, Sue Koskinen, Mary Elings, and the Environmental Design Archives staff.
We went around the room and introduced ourselves. In addition to members, there were several new members and library school students in attendance.

2. 2004 officers
A call went out to the membership to fill the offices of Treasurer and Vice-Chair/Chair-Elect for 2004. This invitation was not immediately responded to. A discussion regarding the duties of the officers followed. Regina read the duties of the Vice-Chair and Treasurer from the by-laws (available at http://library.berkeley.edu/~skoskine/bylaws-nc.html). Lorna made the comment that the duties are rather fluid, however.

Later in the meeting, two members said they might be interested in the position of Vice-Chair/Chair-Elect for 2004. Genie Candau nominated Laura Tatum for the position of Vice-Chair; Lorna seconded this nomination; and the membership voted and elected Laura unanimously.

At that point the issue was brought up regarding the position of Secretary/Treasurer which is officially, according to the by-laws, still one position. [The position was split a couple of years ago when there was a dearth of officers and the Chair (at that time Nensi Brailo) had to assume multiple duties. Nensi took over the Treasurer's duties (she works right next to the ARLIS/NC bank), and Regina took on the Secretary's duties. This position has been split ever since.] However, Regina (Secretary) and Nensi (Treasurer) will both be stepping down as officers at the end of 2003. Lorna suggested we put on the agenda for the Spring 2004 meeting the idea of amending the by-laws to allow for such a split in this position as needed.

3. Chapter membership issues
Renewals for 2004 are due. Please continue to send renewals to Nensi until we get a new treasurer. Membership forms were passed out at the meeting. A membership form is also available on the web: http://library.berkeley.edu/~skoskine/memberform.html

There was discussion regarding a new student membership level. Lorna proposed that the dues for this level be $5.00. Sue Koskinen proposed free. There was discussion regarding the benefits of membership and was it worth $5.00. It was decided that the directory and the networking opportunities were definitely worth the $5.00. Plus, Ida DaRoza brought up the fact that other organizations charge much more for student membership. Genie Candau moved that we institute a student membership rate of $5.00. It was seconded and passed. [A new membership form with both levels will be available on the website in January 2004.]

Nensi reminded members that membership is good for one calendar year. All payments received prior to October 1st will apply to that year. All payments received after October 1st will apply to the next year.

4. Financial matters
Nensi gave the Treasurer’s Report. There were 51 paid members for 2003 (payments received up through July of 2003). There are three new members already for 2004 (payments received in November). There is currently $1454.34 in the ARLIS/NC bank account.

Lorna summarized the decision made at last spring's meeting regarding the Ann Gilbert Travel Award: an annual award of $400 given to the Chapter Chair or designee to attend an ARLIS conference (usually ARLIS/NA; however, for 2003 it was used for the Mountain West Regional meeting). This is one of the benefits of being an officer. Lorna later mentioned that ARLIS/NA also has travel award opportunities.

5. Report from ARLIS Western Regional Representative
Kay Teel is the outgoing Western Regional Representative to ARLIS/NA. She was not able to attend the business meeting but gave her report of the summer 2003 ARLIS/NA Executive Board meeting to Lorna (included below). This is when information from ARLIS/NA is disseminated to the regional level. There will be a new Western Regional Representative for 2004-2006: Peggy Keeran from Denver University This is the first time in a long while that the Western Regional Representative is not from California.

Executive Board happenings:
The Executive Board met in Philadelphia for its Mid-Year meeting Aug. 26-27. Since then, most of the Society's activity has been focused on the 2004 New York conference, but there are other important matters on our platter, including:
* Possible dues and membership category restructuring -- a topic which affects all of us as ARLIS/NA members, and will be discussed at the membership meeting in New York (and thereafter in other venues such as ARLIS-L)
* The legal and traditional relationship between ARLIS/NA and the local chapters, including such issues as fiscal responsibility, legal liability, and insurance -- the Board has only begun to look at this complex issue and the questions it raises
* Ongoing discussion and brainstorming about the DSRT organizational structure of ARLIS/NA – this year's focus is the round tables and the traditional, but informal, discussion groups. The Board has no easy solutions to balance the needs of the members (interest groups and opportunities for involvement vs. schedule conflicts and variety of conference sites), and I urge you to contact me or any of the Executive Board members, or to raise the subject on ARLIS-L, if you have any ideas and creative thinking. We're looking at many different models, as well as thinking "outside of the box," as the cliché goes.
* And of course, the big news is the Board's acceptance of the Northwest Chapter's invitation to host the 2006 annual conference in Banff, Alberta! This will be a very exciting opportunity for the Northwest Chapter, ARLIS/Canada, and the entire Society. I'm looking forward to it!
Upcoming annual conferences:
2004: New York City (April 15-20) (see http://www.arlisna.org/nyc04/index.htm)
2005: Houston, TX (March 30-April 7)
2006: Banff, AB
2007: Atlanta, GA
2008: In your chapter? Think about it! :-)

There was a question at this point regarding what happens at the ARLIS/NA Conferences, i.e., What is the value of this meeting? Nensi mentioned that members from your local chapter may be giving papers and it is a chance to see their research and work (Nensi is moderating a panel at the 2004 conference: "Destruction and Reconstruction of Cultural Heritage Affected by Wars: an International Perspective"). Mary Manning and John Stucky mentioned the opportunity to meet people and network with non-local colleagues. Kathryn Wayne mentioned the Exhibit Hall with all sorts of book dealers and other vendors. Nensi likes ARLIS/NA conferences because they are not overwhelming, probably 500-600 people, and said ALA and other conferences can be very overwhelming and crowded. Laura Tatum mentioned the job opportunities. The mentoring program was mentioned, where young librarians can be mentored by more experienced colleagues. John and Laura mentioned that the conference is especially good for solo librarians who need to connect with colleagues in their particular type of library. Kathryn and Edith Crowe mentioned that ARLIS/NC has hosted two conferences: in 1981 and in 1991.

6. Report on Portland meeting
There was a ARLIS/NA Western Regional Conference this past summer, July 31-August 3, 2003. Regional meetings are irregular occurrences. The report of the Portland meeting can be found at http://library.berkeley.edu/~skoskine/meetingmins.html

7. Upcoming meetings
Lorna mentioned that the Southern California Chapter would really like to have a joint meeting with us in 2004. The last joint meeting was at the Getty in 1999. Edith mentioned that an earlier meeting was at the Madonna Inn in San Luis Obispo. Lorna said meeting suggestions so far have been Santa Barbara and Monterey. More ideas are needed. Regina mentioned that at the Chapter business meeting in Portland, San Francisco was mentioned, possibly San Francisco Public Library.

Future Chapter meetings: Spring 2004 will be hosted by San Jose State University (Edith Crowe), but a date has not been set. Many members stated that it would be best if the meeting were held after the ARLIS/NA conference in April. Kathryn Wayne suggested May 21st. Kathleen Earl said that SJSU finals are the week of May 17th and graduation is May 29th, so the 21st might work.

Other suggestions for 2004 included: Genie suggested Skywalker Ranch, although the librarian there is not a member of ARLIS. Kathleen suggested the Crocker Art Museum in Sacramento. There was a Sacramento meeting in the past which incorporated the Railroad Museum. Rose Falanga said the Exploratorium can always be a venue (a meeting was there in 2001).

Edith asked how many meetings does ARLIS/NC have with VRA/NC? Lorna said that it has been an informal occurrence, but has been once a year recently.

Business Meeting Minutes submitted by Regina Kammer, Secretary, ARLIS/NC

PRESENTATIONS
Mary Elings, Bancroft Library, UC Berkeley - "What's happening in the Digital Library World?"
Mary covered digital preservation repositories, digital objects (assets and metadata), standards development, and XML schemas. Her full presentation can be seen at: http://library.berkeley.edu/~melings/Misc/MDupdateVRAARLIS/index.htm

Robin Chandler, Digital Content Coordinator at the California Digital Library
Overview of the CDL and a presentation of its Image Demonstrator Project
The mission of the CDL is to develop, acquire, and manage digital collections and enable the use of these collections. For the CDL see http://www.cdlib.org/index.html
CDL Image Service Project utilizes Luna Insight software for access to a variety of image collections: the Online Archives of California (http://www.oac.cdlib.org/); Museums and the Online Archives of California (http://www.bampfa.berkeley.edu/moac/); licensed collections such as AMICO and Saskia; the David Rumsey Historical Map Collection; The Library of UC Images (LUCI), and other collections (see http://www.cdlib.org/inside/instruct/ucb_luna_collections_access_guide.doc). It is a presentation and management tool for these digital collections. The whole project involved assessing Luna Insight as a presentation and management platform for UC owned images:
Assessing the ability of Luna to process METS records (for MOAC); and the option of exporting in METS
Evaluating the technical issues related to CDL's hosting of Insight
Assessing workflow issues
Assessing content management capabilities
Evaluating cross collection searching capability
Evaluating personal collections feature
Assessing needs of UC faculty and graduate students in using images in instruction and learning, and Insight’s ability to meet these needs.
Robin gave a demonstration using Insight of cross collection searching and presentation building capabilities.

Jason Baker, Berkeley Art Museum & Pacific Film Archive
Demonstration of DAMD (Digital Asset Management Database)
DAMD is a preconfigured FileMaker Pro 5.0 database used by MOAC contributing members for producing EAD files. It is made up of seven relational databases. It exports in EAD and XML, and will export in METS in February 2004. An article describing DAMD is available at http://www.bampfa.berkeley.edu/moac/imaging/index.html
Jason is making the DAMD tool available for free. Send him an email at jbaker@uclink.berkeley.edu and request a copy.

ARLIS/NA Western Regional Conference & Arlis/NC meeting minutes
(ARLIS/NA Northwest Chapter, ARLIS/NA Mountain West Chapter, ARLIS/NA Northern California Chapter, ARLIS/NA Southern California Chapter)
Dates: Thursday, July 31 – Sunday, August 3, 2003
Location: Portland, Oregon
Organized by: Ed Teague, Architecture & Allied Arts Library, University of Oregon, and ARLIS/Northwest Chapter Chair

SUMMARY OF EVENTS & MINUTES OF BUSINESS MEETING
July 31, Thursday
Tour, 4:00-5:00 p.m.
Art Institute of Portland, 1122 NW Davis Street
Host: Nancy Thurston, AIP Library
A technical school focusing on fashion, interior design, media arts and animation, graphic design, and multimedia and web design. Tours were given by administrative staff of AIP. The Institute is housed in a new building and the tour began in the library and covered three floors.

Reception, 5:00-7:00 p.m.
Pacific Northwest College of Art, Charles Voorhies Fine Arts Library, 1241 NW Johnson Street
Host: Rachel Mendez, PNCA Library
A fine arts school offering a BFA degree. The College is housed in a renovated warehouse, and the library is located on the mezzanine level. Tours were informal. Introductions and a brief welcome address were given by Ed Teague.

August 1, Friday
Artworks/Bookworks: Craft and Documentation in the Digital Age, 9 a.m.-6 p.m.
Central Library, U.S. Bank Room, 801 SW 10th Avenue
50-60 attendees
Registration and Reception, 9:00-9:45 a.m.
Ed Teague gave a welcome address and introduced Christine Sundt.

Session 1: The Crafts of Digitization, 9:45-11:45 a.m.
Moderator: Christine L. Sundt, University of Oregon Visual Resources Collection
Theme: recent digital image developments in the West. Speakers gave presentations first; the question and answer period was held at the very end.
Speakers:
Leslie Abrams, Head, Arts Library, University of California, San Diego
"UCSD & Mellon Foundation Grants: Collaboration and Exploration"
Leslie discussed two digitization projects for which Mellon grants were received within the last year. The first is called UCAI, which stands for the Union Catalog of Art Images, "like an OCLC for images." UCSD partnered with the Cleveland Museum of Art and Harvard University to see if such a catalog was feasible. The partners were chosen because of the depth of the collections and because each approached image cataloging differently. Phase One, which ends January 2004, entails creating a prototype database using bibliographic metadata and thumbnail images. This means bringing together over 500,000 records describing art works and other images that were created in different systems using different structural and semantic standards. The purpose of this phase is to identify and explore technical issues surrounding the unification and display of diverse record structures and content. Major challenges have included data mapping, record clustering and merging, and record hierarchies. VRA Core 3.0 was the central metadata standard. Subsequent phases will explore issues related to implementation and usability.
Grant number two was a result of Mellon's looking at the slide library for the UCAI project. This project involves digitizing 220,000 slides for their addition to the Mellon-funded ARTstor database. The UCSD collection was particularly attractive because of its breadth, the quality of the images, and because it had already been cataloged in MARC. 12,500 slides per month are being digitized by Luna, Inc. based in Los Angeles. Slides had already been bar-coded two years prior to this project, so they just need to be boxed and shipped to L.A. Master tiffs, jpgs, and thumbnails are created (so far 4.8 terabytes of data). Image quality control ended up being done in-house at UCSD.
What did Leslie and her staff learn? Significant time was spent by existing staff to administer the grant, e.g., planning, budget management, personnel management (2.5 new FTEs hired), and facilities development. Bringing in institutional partners early on in the process was critical, e.g. Information Technology, Human Resources, Business Services. Good communication with staff, users (especially faculty), and vendors was critical, and especially for users, was never too much. Grant projects can have stressful impacts on existing staff, so be prepared to reward them for above and beyond efforts. Before embarking on your own grant proposal take the time to develop the proposal and over-estimate needs and make sure you understand your own institution's policies regarding administering grants.
Links:
UCAI: http://gort.ucsd.edu/ucai/
UCSD Libraries Slide Digitization Project: http://orpheus.ucsd.edu/slide/arts.html
ARTstor: http://www.artstor.org/

Kate Cunningham-Hendrix, Arts and Humanities Librarian, Colorado State University
"The International Poster Collection, Colorado State University: Case Study of Digitization as a Collaborative Work in Progress"
Colorado State University houses the collection of poster entries from the Colorado International Invitational Poster Exhibition (CIIPE). The first CIIPE was organized in 1979 by the CSU Department of Art's graphic design unit. Each biennial exhibition features posters created by nearly 100 artists from over 30 countries. Each artist is asked to submit two copies of up to two posters, resulting in exhibitions averaging around 200 posters. One copy of the poster is exhibited and sold, while the other copy becomes a part of the International Poster Collection in the CSU Libraries. This collection was established in 1991 through an agreement with the CSU Department of Art.
In addition to the collection of actual posters, CSU Library has created a searchable database of posters from the seventh through twelfth (1991-2001) CIIPE shows, as well as an artist database containing biographical information. The database software for the posters is ContentDM; the artist database runs on PHP. The interface for the two databases is the same. The images for the posters from 1991-1999 were digitized from slides. Since 2001, the posters have been digitized directly by scanning. This is done on campus at the Office of Instructional Services, and the Library has to pay OIS for this service. Some of these posters have unusual properties – e.g., double-sided, huge banner sizes – which can make scanning them a challenge. (More digitization information can be found at: http://manta.colostate.edu/posters/res5.html)
Some of the other challenges faced included rights issues. Prior to 1995 CSU did not maintain rights documentation. Since then binding agreements have been created between the artist and the University. Hence some posters, those without proper rights clearance, are only shown on the web as thumbnails.
The source of funding for the project is the Archives and Special Collections budget, but other sources are being explored. Both the Art Department and the Library perform fundraising tasks.
As other poster collections are acquired by CSU and/or the Library, the CIIPE database becomes a model for how to handle these types of collections.
Advice: Create a team from the institution, "don't try to go it alone;" look at projects at comparable institutions; attend professional development workshops; define your user group and its needs first; examine the cost/benefit and intrinsic value of the project and collection (e.g., why should you digitize?); understand/analyze rights management issues.
The 13th CIIPE will be September 12 through October 24, 2003. The show will feature 197 posters by 102 graphic artists from 35 countries.
Links:
Colorado State University Libraries and the Department of Art, the International Poster Collection: http://manta.colostate.edu/posters/index2.html
About CIIPE: http://manta.library.colostate.edu/posters/about2.html
Search for artists: http://lts.library.colostate.edu/poster/
Search for posters: http://manta.library.colostate.edu/cgi-bin/sp.pl

Lorna Corbetta-Noyes, Research Libraries Group
"Books, Arts, Book Arts, Artists' Books ... all that and more in RLG Cultural Materials"
Lorna discussed the RLG Cultural Materials Initiative, "Where museums, libraries, and archives intersect." The purpose is to improve access to primary source materials, to document heritage, and to transform research and learning. The alliance of RLG members was formed in January 2000 and launched in 2002, and currently has 53 participants, 37 subscribers, and nearly 200,000 works. Some current members include the Huntington, the Getty, Bibliothèque nationale de France, Library of Congress, and the Bancroft. The alliance has created a web-based, integrated collection of electronic representations of cultural materials such as manuscripts, photos, art, historical documents and memorabilia. Multi-page items are viewed in a METS viewer. Content guidelines suggest members provide information such as type of work, subject matter, place of creation, creator, contributor. Members also provide the digital images, so quality and zooming properties vary.
Lorna presented several examples of “book arts” such as ledgers, sketchbooks, artist books, scrapbooks, children's books, design sourcebooks, and illuminated manuscripts from this electronic collection.
Link: http://www.rlg.org/culturalres/

Some additional thoughts that came out during the question and answer session:
Digitization issues: tiff is best quality for scans; existing collaborative projects show uneven quality when individual institutions provide the images to the collaborative entity (esp. AMICO; also RLG to some extent); better quality images are available with ARTstor because the oversee the digitization; there needs to be a better way to federate individual collections that are not affiliated with any collaborative project, e.g. CIIPE is not affiliated with ARTstor or RLG, etc.; a cross-platform search interface needs to be developed; licensing structures for some of the collaborative efforts are not amenable to institutions such as public libraries which can have a user base of hundreds of thousands.

Lunch: 11:45-1:45, box lunch provided

Session 2: Crafting Legacies, 2:00-3:00 p.m.
Linny Adamson, Curator of Timberline Lodge, Mt. Hood, Oregon
"Crafting Legacies: Preserving Timberline"
Linny has been involved with Timberline for 26 years. She related her own life story and how she came to be involved in Timberline. Linny was fascinated with textiles and sewing as a young girl. At Oregon State University, in the early 1970s, she realized one could major in the craft, so she did and became part of the emerging textile art movement in Portland, founding the Fibers Gallery and the Saturday Market.
Timberline was dedicated on September 28, 1937 by President Franklin Roosevelt. Its construction was part of the Federal Works Projects Administration program, and all of the interior elements were handcrafted: furniture and other woodwork, ironwork including light fixtures, gates, door hinges and locks, decorations such as the entryway mosaic, and the textiles (which were made by women) including curtains, upholstery, and rugs. The lodge was a success until it was closed after WWII. In 1955 it was reopened. During the 1950s and 1960s some of the interior was "renovated" (including the textiles) by the various operators (it is owned by the federal government, but operated privately).
In the mid-1970s restoration of the lodge to its original state began (the lodge was designated as a national historic landmark in 1977). Linny was contacted to work on the textiles. With most historic restorations, all that is available are faded photographs to work from. Linny was lucky that the original designs for the interior decorations, done in watercolor, were housed at the Central Library in Portland. Each room at the lodge had its own interior design scheme. Using these original designs she and some volunteers and friends recreated the original curtains, upholstery, and rugs. She has been with Timberline ever since, and is now curator for its arts and crafts.
Every effort was made to adhere to the original schemes for the interior decoration of each room at the lodge. However, the "snowboarders" who work at the lodge (as Linny put it) seem to have some difficulty in maintaining this scheme, e.g., the "cat tail" pattern bedspread should go in the "cat tail" room. Today, each of the three floors of the lodge are color coded, each with its own color: red textiles, blue textiles, or yellow textiles.

Session 3: Artworks/Bookworks, 3:00-6:00 p.m.
Sandra Tilcock, director, University of Oregon Knight Library Press
"Turn of the Crank: Creative Journey of Knight Library Press"
The Knight Library Press is the University of Oregon’s limited-edition fine press, and is part of the Library's Division of Special Collections and University Archives. It began in 1998, and was the dream of George Shipman, U of O's University Librarian from 1980 to 2000. Money to start up the press was donated by Ann and Tommy Thompson of Portland, Oregon. George Shipman asked Sandra to be the director, as she was the proprietor of her own successful fine press in Eugene, the lone goose press. This year the press will host apprenticeships in book arts where the students will learn all aspects of the trade: set type, work the press, learn how to work in a shop environment, etc. Sandra herself does and/or can do everything herself: hand typesetting, binding, printing, overseeing, marketing. One of her more important tasks is to bring artists and writers together and see them through the whole process of creating a book. While the press receives donor funding and funding from the University Library, the hope is that the press will eventually become self-sustaining.
So far the press has produced three books and plans to produce a book a year. It also prints broadsides and has recently begun to produce small chapbooks. Sandra showed off all the books and broadsides and described their histories. "The Letters of Heaven" is a short story based on real saints written by Barry Lopez with five hand-colored etchings by Robin Eschner. "Oregon Pilgrimage in Green: A Forest Journal for My Brother" is a prose poem by Kim Stafford about the suicide of his brother. It unfolds to 9 feet and has engravings by Margot Voorhies Thompson running along the length of the work mirroring the shape of the printed text. "Animals and People: The Human Heart in Conflict with Itself" by poet Pattiann Rogers is the latest book and includes a compact disk of the author reading her work. It also includes four copper etchings by Margot Voorhies Thompson.
All the books and broadsides were displayed for our perusal at the break. Sandra very generously gave each of us a packet with some ephemeral materials from the press.
Link: http://libweb.uoregon.edu/klp/

Break: 4:00-4:30

Visit: John C. Wilson Room, Central Library
Jim Carmin, Head of Special Collections, Multnomah County Library, Portland
"Book Arts: Northwest Perspectives"
Jim gave a presentation of the library's collection of fine press works and artist's books in the John C. Wilson room located in the attic of the Central Library. On display were books by artists who had some connection to Oregon or the Northwest: Mare Blocker, Inge Bruggeman, Amber Gayle, Catherine Michaelis, Barbara Tetenbaum, and Sandra Tilcock. He also showed off a very small book the pages of which (and hence the printing) were made of woven silk.

August 2, Saturday
Tour: 8:15 a.m.-5:30 p.m.
Columbia River Gorge and Mt. Hood
The bus tour traveled along the historic Columbia River Highway (highway 30) with docent Isabel and driver Mac. Stops were made at the Crown Point Vista House (still undergoing renovations), then Wahkeena Falls where some walked the short distance to Multnomah Falls. We continued to Mt. Hood (stopped for picture-taking) and Timberline Lodge. Lunch was served at the lodge. Before having a tour of the lodge we saw a movie about its history. There was a little bit of time to explore the lodge on one's own. Mac promised a surprise for that afternoon. He took the bus off the highway and we drove down a dirt road where we saw some sites associated with the Oregon Trail and the Barlow Road.

August 3, Sunday
Joint ARLIS/NC and ARLIS/SC Business Meeting
Mallory Hotel Dining Room
Members present: Ninah Hagiwara, Rina Vecchiola, Regina Kammer, Leslie Abrams, Lorna Corbetta-Noyes, Darlene Tong, John Stucky, Kay Teel, Floyd Zula
Three points were addressed:
1. Conference windfall
All chapters (NC, SC, NW, MtWest) had expected to have to donate money towards the cost of the conference. However, Ed Teague ended up making a profit of around $1500 on the conference, and he wanted to split this amongst all the participating chapters. Lorna felt uncomfortable accepting this money as Ed and his chapter did all of the work associated with the chapter and ARLIS/NC at least did not have to do anything. Kay explained that there is precedence for conferences making profits – the conference at Banff did. Plus, she added, ARLIS/NA had contributed $1000 to Ed toward this conference. Lorna explained that Ed wanted to donate an amount to each chapter based on the number of attendees from their chapter. Our options were to graciously accept the money, or to donate it back to the North West Chapter. Rina suggested that the money could be used for travel awards. SC has a travel award competition in place, and could use the money toward that or to sponsor a student's attendance at a conference. Lorna said NC does not have such a travel award competition in place and this had been discussed at our spring meeting. Floyd stated that SC has donated to the national conference; Lorna said that NC had done the same. The idea being that it would be okay to accept the money and recycle it back into the conference cycle in the form of travel awards. A decision was made by all members present to graciously accept the money and use it for travel awards.

2. Report from the Western Regional Representative, Kay Teel
Kay had nothing new to report as she has not yet met with the ARLIS/NA board regarding the big conference. They will meet later in August (in Philadelphia ) to discuss next year's ARLIS/NA conference in New York, the 2005 conference in Houston, and to discuss future conference sites.

3. Joint Southern California and Northern California meeting
SC and NC would like to have a joint meeting sometime in 2004. Discussion was made regarding where the meeting should be held. One suggestion was to have it at a half-way destination, such as San Luis Obispo or Santa Barbara. However, Rina informed us, no one in SLO is an ARLIS/SC member. She said that there are three librarians in Santa Barbara: 2 at UCSB and one at the SB Museum of Art. But would NC members be willing to go as far south as Santa Barbara? Yes probably; but SC members prefer the LA area themselves. Darlene said that the location should have some draw, i.e., a motivating aspect such as a new building, or an event. Previous joint meetings have been held at the Getty and in San Diego.
When would this meeting occur? VRA is in March and ARLIS/NA is in April so it would probably be best to have the meeting in the summer.
Rina said SC is having their next meeting on September 5, 2003, in Irvine, and she will bring this up with her chapter. Lorna said the next NC meeting is a joint meeting with VRA/NC in November and NC could discuss it then.
Members of NC began to discuss San Francisco as a possible venue too. John Stucky will be the new NC chair next year and there could be an event incorporating San Francisco Public Library, Asian Art Museum, and SFMOMA. The off-season was suggested, e.g. October. No final decisions were made.

Spring 2003
Date: April 25, 2003
Location: Asian Art Museum, San Francisco, 4th Floor Conference Room
Speakers: Reports from ARLIS/NA and VRA National conferences
Tours: Docent-led architectural tour of the Asian Art Museum; library tour and art gallery tour led by John Stucky

MINUTES
Total of 24 people.

2003 Officers
Officers in attendance:
Lorna Corbetta-Noyes, Chairperson
Regina Kammer, Secretary
Nensi Brailo, Treasurer

The position of Vice-Chair still needs to be filled for 2003. Ruth Carsch said she may want to be Vice-Chair (2003) or Secretary (2004). Since Ruth was not sure about committing to the 3-year term for Chair, Lorna recommended John Stucky serve as Vice-Chair for 2003. There was discussion of how the Vice-Chair position should be filled. According to the bylaws, there should be a nominating committee who shall submit a slate of qualified candidates to be voted upon by the membership at the Fall business meeting. Thus, the (s) election of the Vice-Chair for 2003 should have happened during the Fall 2002 meeting. However, due to lack of interest in 2002, it was difficult to get members to serve as officers. The officers during 2002 had to circumvent the bylaws in order to keep the organization alive. The hope is that the situation can be rectified during 2003. According to the bylaws (read by Kathryn Wayne), the proper roster of officers should be Chair, Vice-Chair/Chair-Elect, and Secretary/Treasurer. Kathryn agreed to head the Nominating Committee for a Vice-Chair.
Later there was discussion of the terms served by the officers. When ARLIS was affiliated with CAA the terms of officers ran from February to February. Kathryn Wayne read the current bylaws, which state:
1. The term of office of the Chairperson and the Vice-Chairperson/Chairperson-Elect shall be one calendar year.
2. The term of office of the Secretary/Treasurer shall be two calendar years.

Chapter Membership issues
2003 renewals and new members
44 renewals; 2 new members
It was mentioned that one has to join the local chapters of ARLIS (e.g., ARLIS/Northern California) separately from joining ARLIS/North America. One is not automatically signed up with ARLIS/NC when one joins ARLIS/NA.

Joint directory with local chapters of MCN and VRA
Copies of the directories were handed out to members.
This is the first year that we have included the Museum Computer Network, California Chapter in the directory. Regina mentioned that the membership contact for VRA National changed very recently (this information is listed on the inside front cover). New contact information is:
John J. Taormina
Acting VRA Membership Director
Director of Visual Resources
Dept. of Art and Art History>
Duke University
Box 90764
Durham NC 27708-0764
Ph: 919-684-2501
E-mail: taormina@duke.edu

Continued outreach efforts
The issue of having a student membership rate along with VRA/NC was discussed. This issue had been brought up at the Fall 2002 meeting with no resolution. Sue Koskinen suggested we offer free membership to students. Lorna and Karen Kessel said they would contact Corey Schultz (VRA Chair) during the VRA/NC meeting on Friday, May 2.

Chapter on the Internet
Website: http://www.lib.berkeley.edu/~skoskine/ARLISNC.HTML
Susan Koskinen maintains the Chapter website. Please send her any updates, additions, corrections, etc. via email: skoskine@library.berkeley.edu. Thank you Sue!

Email discussion list is maintained by Liz Ginno. Thank you Liz!
Reminders: the list has a new name: ARLIS-CA since it covers both Northern & Southern California Chapters; members are not automatically subscribed to the list.
To subscribe to this list, you must send the message (without a subject) to:
listproc@lists.csuhayward.edu
SUBSCRIBE ARLIS-CA your full name (e.g.: SUBSCRIBE ARLIS-CA Jane Doe)

Financial matters
Treasurer's report - contact Treasurer

Annual travel award proposal
Lorna proposed that ARLIS/NC have an annual travel award (by application/competition) to the national conference. Both the Mountain West Chapter and ARLIS-Southern California have such awards. Currently we have the Ann Gilbert Travel Award which grants the Chapter Chair (or designee) $200 to use for travel to the national conference. Lorna suggested we have a separate travel award. Liz asked if we have any source of income besides dues. We receive approximately $720 annually from dues. Lorna mentioned that sometimes we charge for meetings, although we have not done so recently. Darlene Tong mentioned that having a competition would require administration of the award and the formation of a committee to read applications. The discussion turned to whether or not we should have two separate awards or if we should increase the amount given to the Chair (or designee) in the name of Ann Gilbert. A motion that we increase the amount given to the Chapter Chair (or designee) from $200 to $400 was moved by Elizabeth Byrne, seconded by Liz, and approved by those in attendance.

Report from the Western Regional Representative (Kay Teel)
Next year's (2004) ARLIS/NA conference will be in New York, at the Roosevelt Hotel, sometime in April (exact dates had not been set as of 4/25/03; website now says conference will be April 15-20, 2004).
Deadline for meeting and program proposals for the 2004 conference is May 5, 2003.
2005 conference will be in Houston.
Future conference sites have been suggested: Banff (Alberta), Florida. The Mountain West Chapter has been lobbied to submit a proposal for a future conference site. ARLIS/NA has been working on reaching out to students to increase membership. This includes library school students as well as art history and art studio students. The ARLIS/NA website (http://www.arlisna.org/) has a list of "North American Library School Contacts" in the members only section. Send Kay any additions or updates to this list. This list does not currently include art history or studio contacts.
There is a new ARLIS/NA position of Administrative Documents Editor which has been filled by Ted Goodman of New York. ARLIS/NA mid-year meeting will be at the end of August in Philadelphia.>

Some discussion ensued regarding contacts with library school students. Ida da Roza offered to post ARLIS/NC items on the SJSU library school email list. Ruth wondered if U.C. Berkeley's School of Information Management Systems was part of the "North American Library School Contacts" list (a check of the website reveals it is not).

Future meetings
ARLIS/NA Western Regional Conference, July 31-August 3, 2003
This covers the four Western chapters: Northwest, Northern California, Southern California, and Mountain West. This is being organized by Ed Teague (University of Oregon). There is a link on the ARLIS/NC website, but no link yet on ARLIS/NA. It was also announced on ARLIS-L. (See: http://libweb.uoregon.edu/aaa/arliswest/) > Summer/Fall ARLIS/NC meeting ideas
Lorna suggested Runnymede in Woodside.
Ruth suggested COPIA (COPIA: The American Center for Wine, Food & the Arts) in Napa (see http://www.copia.org/pages/home.asp). Mary Manning suggested that a trip to the Oxbow School, also in Napa, could be included (see http://www.oxbowschool.org/).
2004: SJSU/SJ City is set for Spring 2004. There was lively discussion headed by Edith Crowe about the joint library project. The new joint library (SJSU/SJ City) should be open on August 1, 2003. The OPAC should be available in July 2003. The new building, the Dr. Martin Luther King Jr. Library, will be "11 acres" big. When it opens please visit to view the public art, some of which will be on display in the bathrooms.
> More future sites: Octavo in Oakland (offers digital imaging services); U.C. Berkeley, the new Environmental Design Library - it was suggested that this could be a combined meeting with the local Music Libraries Association as the new UCB Music Library should be finished by 2004. Andrea Segall of Berkeley Public Library also offered her library, which was renovated in the past few years. Lorna thought this might make a good combination with UCBs Environmental Design Library.

Other business & final comments
Ruth mentioned that the National Endowment for the Humanities is offering a $5000 Preservation Assistance Grants specifically for archives. The deadline is May 15, 2003. See http://www.neh.gov/grants/guidelines/pag.html (this page is not viewable with Netscape Communicator 4.78).
Ida announced that the Art Academy's Spring show, held annually in May, is a great way to come visit her library.
Karen Kessel announced the VRA/NC semi-annual meeting on Friday, May 2nd at the Chinese Historical Society of America (CHSA), 965 Clay St., San Francisco. The cost is $5.

Reports from ARLIS/NA Annual Conference at Baltimore, March 20-26, 2003
Darlene mentioned that the joint ARLIS/NC and ARLIS/SC lunch was a great idea.

Darlene gave a report of the tour "Baltimore Row Houses." The tour covered houses from the Federal period to the Victorian period, in both gentrified and abandoned neighborhoods. 70% of the housing in Baltimore is row houses. These houses are very narrow; the narrowest one being the size of a king-size bedsheet, about 8 feet.

Susan Koskinen was a moderator for the session "Back to the Future: Space Design for Library Technology" which focused on the design of new libraries with hands-on real-world information. Elisa Lanzi, Director of Image Collections, Smith College, discussed her college's new visual resources imaging center. Susan spoke on library classroom design. Darlene Tong was also on the panel and discussed the beginnings of a building project, using SFSU's joint project with CSL Sutro as an example. The architect Ed Dean cancelled, so Elizabeth Byrne stepped in at the last minute with a presentation she had given at Association of Architecture School Librarians meeting called "Do's and Don'ts: Lessons Learned about Space Planning." Susan hopes to publish something based on this session. Susan also mentioned the Space Planners Round Table, for which she is co-moderator. Their website is http://library.berkeley.edu/~skoskine/spaceplanners.html.
A discussion followed regarding the current number of local building projects, despite the poor economy. However, it was noted that many projects are joint projects and that this seems the only way to get capital funding. Darlene mentioned the joint project between SFSU and the Sutro Library, completion date 2008, which is a retrofit/renovation/addition for audio-visual services and the Center for the Enhancement of Teaching. Edith stated that the SJSU Library project is a joint project with the City of San Jose. Mary Elings mentioned that the Bancroft Library will be undergoing renovation soon. Edith also mentioned that the SJSU art building held a competition for it's expansion and the finalist was just decided.

Nensi provided a handout for the session "Nordic Expeditions: Exploring Art Information Resources for Denmark, Finland, Iceland, Norway, and Sweden" which gives links to web resources. She also attended the session "Eco Art: Breaking the 21st Century" and mentioned several websites that were discussed during this session: Green Arts Web (http://www.greenarts.org/), Green Museum (http://www.greenmuseum.org/), and the Women Environmental Artists Directory (http://wead.dreamfish-creative.com/). Nensi said that CCAC recently taught a class on eco-art.

Lorna Corbetta-Noyes gave a report on the Closing Plenary Session speech given by Dr. Camille Paglia, "The Cruel Mirror: Body Type and Body Image as Reflected in Art." This speech focused on the changing ideal for women's body shapes throughout history as reflected in art. Lorna felt this was important information to pass on to young girls and women.

Reports from VRA Annual Conference at Houston, April 7-13, 2003
Mary Elings reported on the program "XML, METS, TEI, EAD: New Metadata Acronyms in the Future of VR?" She explained that METS (used for digital objects) and TEI (used to encode text) can be linked to create finding aids that incorporate images and text. An example is the diary of Patrick Breen in the Online Archive of California (see http://dynaweb.oac.cdlib.org:80/dynaweb/virtual/calher/breen/@Generic__BookView;cs=default;ts=default). Geunther Waibel, now at RLG, discussed METS and EAD. Virginia Kerr, Northwestern University Library, discussed TEI and METS and the American Indians books project. Chuck Bearden and Lisa Spiro from Rice University gave a presentation on simplified XML. Sherman Clarke gave a report on VRA Core which will have an XML schema developed within the next year.
Mary also reported on the program "What Does it Take to Create a Digital Image Collection?" which was a joint presentation of VRA and the Museum Computer Network. At this session Mikki Carpenter, NY MOMA, discussed that museum's new imaging lab, Mary discussed descriptive metadata and new XML schemas (MARC, MODS, VRA Core), Dick Doughty of Saudi ARAMCO World magazine discussed rights, and Guenter Waibel discussed Open Archival Information System (OAIS) and the NISO schema Metadata for Images in XML (NISO MIX).
Lorna mentioned that the latest issue of The Research Libraries Group News is all about the topics Mary discussed. If your library does not already get this publication, contact Lorna for an issue.

Karen Kessel gave a report on "Native North American Art: Resources for Locating and Cataloging Images" for which she was a panelist. The three panelists are currently preparing a VRA Special Bulletin about Native North American art which should be out in the next couple of years. Sheila Hannah, University of New Mexico, discussed her institution's database of Native American artists project. Karen discussed general reference materials, e.g., the Handbook of North American Indians (William C. Sturtevant, general editor), Native North American art by Janet Catherine Berlo and Ruth B. Phillips, and the Atlas of Indians of North America. Jeanette Mills, University > of Washington, discussed artist authority resources. The AAT (Art and Architecture Thesaurus) is spotty for North American Indians. Good sources for modern artists include American Indian painters: a biographical directory, and its later edition, The biographical directory of Native American painters, and Contemporary native American artists by Dawn E. Reno. Sheila Hannah also discussed AAT for object description and the problems with VRA Core as far as describing Nationality vs. Culture vs. Style. Karen Kessel also passed out a survey regarding Native American art in institutions. Please mail or fax (fax: 707-664-4333) these surveys back to Karen ASAP.

Watch the ARLIS/NA and VRA/NA websites for publication of reports from the conferences.
Minutes submitted by Regina Kammer, Secretary, ARLIS/NC

Fall 2002
FALL MEETING: Combined ARLIS/NC, VRA/NC, and Museum Computer Network Chapters
Date: November 15, 2002
Location: Stanford University, Cummings Art Building
Speakers: David Rumsey, President of Cartography Associates, San Francisco, and Director of Luna Imaging, Los Angeles, and Glen Worthey, Stanford University Libraries
Tours: Stanford Art Library, Cantor Center and "Stone River" by Andy Goldworthy, and the Papua New Guinea Sculpture Garden

MINUTES
Refreshments were served in the Seminar Room
The three chapter business meetings were held simultaneously, 9:30-10:45

ARLIS/NC Business Meeting:
13 members in attendance, plus 2 library school students from San Jose State University

ARLIS/NC Officers and Elections
This past summer a membership survey was sent out to ARLIS/NC members. One of the questions was "would you be willing to serve as a Chapter officer?" Lorna Corbetta-Noyes responded that she would be interested in serving as a Chapter officer and subsequently accepted the offer to become Chapter Chair. Nensi Brailo will be Chair until December 2002, after which Lorna will be Chair for 2003.
Nensi will continue to serve as Treasurer (which she did in 2002 in addition to being Chair), and Regina Kammer will continue as Secretary. Regina and Nensi will collaborate on putting together the new membership directory, and will work with Andree LeBourveau of VRA/NC.
The position of Vice Chair is still open.
It was mentioned that officers must be members of ARLIS/NA ("Big ARLIS"), but the Chapter is willing to pay for this membership if someone wants to serve as an officer, but cannot afford to pay dues for both ARLIS/NC and ARLIS/NA.

Membership Issues:
There are 41 paid members of ARLIS/NC; there were no new members. Membership forms are available on the Chapter website (send checks to Nensi).
ARLIS/NC 2002 Survey Results
The survey was sent via the ARLIS/NC email list. This list has about 100 people on it, but at least 50 are from southern California as it is a joint list. 14 survey results were returned, which is about 27% return rate for the northern California membership on the list.
The length of Chapter membership is distributed as follows:
Less than 3 years -- 3 members
3-7 years -- 6 members
8-12 years -- 1 member
over 12 years -- 3 members
1 member no answer
Participation by new members is down chiefly because of other commitments
Local vs. ARLIS/NA membership:
Of the 14 respondents, only 2 were not members of both levels, the other 12 were members of both levels. The reasons for not belonging to ARLIS/NA included lack of financial support for ARLIS/NA events by the employer, and interest only in local events.
ARLIS/NC members are also members of the following associations:
1) Music Library Association
2) College Art Association
3) Medieval Art Association
4) Museum Computer Network
5) American Library Association
6) Society of California Archivists
7) Association of Records Managers and Administrators (ARMA)
8) California Library Association
9) CARL
It may be possible to establish reciprocity with some other library organizations as far as discounts on membership dues.
Student member issues. There is currently no ARLIS/NC student affiliate chapter at SJSU Library School. No one knew if there was a southern California student chapter; there is a student chapter in Texas though. ARLIS/NC does not have a student rate, but we will look into this. Other ideas were to establish a special student rate for combined membership in both ARLIS/NC and VRA/NC. Students can be Chapter officers if they want, but must also be members of ARLIS/NA (see above re: Chapter willingness to pay for this membership).
Reciprocity discussion
Dues for ARLIC/NC are $15 and dues for VRA/NC are $10. Establishing a rate for combined memberships was discussed. ARLIS/NA and VRA National have not been interested in such a relationship, although this may change.
Nensi and Regina will work on putting a notice on ARLIS-L to see if there is interest in reciprocal membership arrangements, and with what organizations.
There used to be a more symbiotic relationship between art librarians and the College Art Association (CAA), but not anymore. This relationship stopped over 10 years ago.
ARLIS/NA brochures
New brochures are being mailed to Chapter Chairs. Nensi will distribute to SJSU students when she gets them [they are now available]. Provide your contact information to Nensi if you want hardcopy brochures. The brochure is not available on the ARLIS/NA website, but membership forms are, plus there is a whole section on "Careers" (http://www.arlisna.org/careers.html).
With hardcopy information such as brochures it would be a good idea to participate in Career Day at the SJSU Library School. This is held once a semester; last semester it was broadcast from the southern California campus to northern California students. The next one might be in February at SJSU; the contact person was thought to be Debbie Hanson. Somehow career information needs to be disseminated to students. It was mentioned that internships are not listed on the ARLIS/NC website; however they are listed on the ARLIS/NA website. It was also mentioned that the "Careers" section on the ARLIS/NA website was difficult to find. (Any issues like that should be sent to the ARLIS/NA webmaster, who is very accommodating.)
Brochures could also be distributed at San Mateo County's "So you want to be a librarian" day.
Membership renewals
Membership is good for a calendar year. Money received after October 1st of each year will apply to the next calendar year.
Renewals will be done over the ARLIS/NC (and ARLIS/NA) email lists first, then mailed out via postal mail to non-respondents.
If you are not on the ARLIS/NC email list, contact Elizabeth Ginno (eginno@csuhayward.edu), and she can put you on, or follow the instructions on the Chapter website (http://www.lib.berkeley.edu/~skoskine/ARLISNC.HTML#listservs)
Membership directory: it was noted that not everyone got a 2002 membership directory mailed to them.

Chapter Web Site: http://www.lib.berkeley.edu/~skoskine/ARLISNC.HTML
Nensi thanked Sue Koskinen for running the Chapter website. [Sue and the other UC Berkeley librarians were not in attendance due to a UC meeting conflict.]
The website contains:
Chapter Officers
Listservs - ARLIS/NC, ARLIS/NA, VRA
Events - Meetings, Conferences
Bylaws and Mission of the Society
Members
Membership Form
Meeting Minutes
Previous Meetings

Treasurer's Report
Income: at the Fall 2000 meeting at the Berkeley Art Museum the membership fee for ARLIS/NC was raised to $15 from $12. We used to charge a fee for the meetings, but recently have just been charging for lunch and parking. This means that we are not seeing income from meeting fees but this is made up by the increase in the membership fee.
$1556.20 in our bank account; same amount since the Spring meeting.
Money to be used for:
- Donation to ARLIS/NA National Conference Welcome Party: $250 for food, etc. This amount was approved by those in attendance.
- Ann Gilbert Memorial Fund: This fund has been used as a local ARLIS/NC travel award. Last year it was given to the Chapter Chair (Nensi) to attend the ARLIS/NA conference in St. Louis. Do we want to continue this practice of using the money exclusively for the Chapter Chair to travel to the annual conference? A motion that we give $200.00 to the Chapter Chair or the Chair's designee for the purposes of travel to the annual ARLIS/NA conference was made by Edith Crowe, seconded by Darlene Tang, and approved by those in attendance.

ARLIS/NA Annual Conference at Baltimore, March 20-26, 2003
See http://arlis2003.library.jhu.edu/ for conference details
At the 2002 conference in St. Louis, our Chapter provided a Chapter basket to help raise funds at the ARLIS/NA conference auction. The auction was a successful money maker, and our Chapter agreed to provide a similar contribution for the upcoming Baltimore conference.

Future Meeting Locations, Programs, Suggestions etc.
Lorna talked about the ARLIS/NA Western Regional Conference, which will be held July 31-August 3, 2003, in Portland, Oregon (see http://hnear.home.mindspring.com/arlisnw/Meetings/2003_jul_mtg_announcement.htm). It is being organized by Ed Teague (Architecture and Allied Arts Library, University of Oregon). The theme is "ArtWorks/BookWorks: Craft and Documentation in the Digital Age." Ed would like each Chapter to sponsor a session, and he also wants fundraising ideas. He also wanted an idea of how many people plan to attend; 8 people raised their hands, so Lorna will tell Ed to expect around 10-15 ARLIS/NC members.
Darlene suggested that ARLIS/NC sponsor an artist book exhibit, where there would be no fee to artists for exhibiting. Please send your ideas to Lorna, lcn@notes.rlg.org, or post them on the ARLIS/NC email list.
Where future ARLIS/NC Chapter meetings would be held was discussed. Ideas were: Spring (April) 2003 at the new Asian Art Museum; Summer 2003 in Portland; Fall 2003 to be determined (possibly SFMOMA); Spring 2004 at the new San Jose State University/City of San Jose library.

Speakers
David Rumsey, President of Cartography Associates, San Francisco, and Director of Luna Imaging, Los Angeles, gave a demonstration of the power of the digital image database Luna Insight using the David Rumsey Map Collection (http://www.davidrumsey.com), images from AMICO (Art Museum Image Consortium), and other image databases.
Glen Worthey of the Stanford University Libraries (http://www-sul.stanford.edu/depts/hasrg/hdis/aboutinsight.html) gave a presentation of how Stanford has implemented Luna Insight

Tours -- Stanford Art Library, Cantor Center including "Stone River" by Andy Goldworthy, and the Papua New Guinea Sculpture Garden <