CHAPTER IDEA EXCHANGEAuthor(s): Joan M. BenedettiSource: ARLIS/NA Newsletter, Vol. 9, No. 2 (FEBRUARY 1981), pp. 44-45Published by: The University of Chicago Press on behalf of the Art Libraries Society of NorthAmericaStable URL: http://www.jstor.org/stable/27946463 .

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44 ARLISlNA Newsletter, February 1981

CHAPTER IDEA EXCHANGE edited by Joan M. Benedetti

"Chapter Elections: Nomination and Ballot Procedures"

Whether it was the intrinsic appeal of this column's topic or simply my persistent hounding of chapter correspondents that did the trick, I am elated to report that the return rate for the question naire on chapter elections was almost 100%! Only one chapter failed to respond this time (and shall remain nameless). The follow ing comments, therefore, are based on information supplied by sixteen ARLIS/NA chapters. (The former Allegheny chapter has been inactive for the past two years.) The questionnaire was espe cially long and detailed and it had to be returned in half the normal time so that this Newsletter could get out before the San Francisco conference (more on the conference at the end of this article). So,

special thanks to all correspondents who made the extra effort needed. Apparently, sharing ideas and concerns about chapter operations is really important to a lot of you "out there."

Actually, elections comprise one area where there is a surprising amount of uniformity among chapters. Of course, as with other matters explored in previous columns, some chapters practice a more strict interpretation of their bylaws than others and some are

very laid back about any written procedure. Because there was so much agreement, I'll begin with something

like a composite portrait which will describe election proceedings in well over half the chapters and, on some points, reflects almost total uniformity. The "average" ARLIS/NA chapter has three elective offices: Chairman, Vice-Chair/Chair-Elect, and Secreta

ry/Treasurer. These officers, together with the Immediate Past

Chair, comprise the Executive Committee, which administrates the affairs of the chapter. (The next column will explore the ways these administrative chores are divided up.) Each elected officer serves for two years. In the case of the Chairmanship, the first year is as Vice-Chair, the second as Chair. Elections are held annually. The Vice-Chairmanship is voted on each time; the Secretary/ Treasurer every other year. A nominating committee of two or three non-officers is appointed by the Chairperson, although chap ter members can also nominate themselves. Nominating proce dures are written into the bylaws and the nominating process

typically takes several months. Although an attempt is made to obtain at least two candidates for each office, it is not required by most chapters' bylaws and often someone will run unopposed. Incumbents can usually be nominated and may serve up to two

terms, but in most cases this has never actually happened. Ballots are sent out one month before the election deadline. They

are printed on a separate sheet, often in a separate mailing. Candi dates are asked to submit a letter to the nominating committee, stating their willingness to run for office, and to serve if elected.

Whether by mail or at a meeting, a simple majority of those casting votes is normally all that is required for election. Typically, less than 75% of the membership actually votes.

The term of office begins immediately upon installation, which is without ceremony. The Immediate Past Chair is usually asked to sit on the Executive Committee, either formally as a voting

member, or informally, in an advisory capacity. So much for our "average" chapter. In the following areas,

practice is about evenly divided. Seven chapters have elections in the spring; six in the fall; three around the end/beginning of the year. Slightly more than half the chapters use a mail ballot. Those that hold their election at a meeting typically hold it at their annual business meeting, when they expect to have the largest attendance. Candidates' resumes are included on ballots less than half the time. Asked if it is relatively hard or easy to persuade members to run for office, slightly more than half said it was relatively easy.

Some more differences: Four chapters have only two officers?a

Chairperson and a Secretary/Treasurer; two chapters have four

officers?they have divided the Sec/Treas in two. The most strik

ing exception to the average on this point is the New York chapter, which has six elected officers?they include two "members at

large" in addition to Chair, Vice-Chair, Sec, and Treas. Of course,

with over 120 members, they are one of the largest chapters and

they are extremely active. But MD/VA/DC, with the same size membership, gets by with only two regularly elected officers. Like most other chapters, their Immediate Past Chair also serves in an

advisory capacity. New York and Ohio also have their Newsletter Editor attending Executive Committee meetings, although it wasn't clear whether or not they are allowed to vote on policy matters. Western New York also lists an "Executive Committee Member" which is apparently an appointed position. And Texas is

considering the creation of an appointive position of Projects Chair.

Texas and Western New York hold elections only once every two

years. Western New York and Ohio secure their nominating com mittee through volunteers, rather than by appointment. The amount of time allowed for the nominating process ranges from one to six months. In a few chapters, a printed ballot or list of candidates is sent out, but the actual election takes place at a

meeting. Some chapters allow only two weeks for a mail ballot

deadline, while others allow as much as two months. Although resumes are not included with the candidates' names on the New York mail ballot, they usually read the resumes aloud at a meeting preceding the mailing of the ballot.

The New Jersey chapter is so small (13) that they mostly "just take turns" as officers. Another chapter correspondent says their

membership is small and includes a number of "senior citizens" who have never shown any interest in holding office, so they find themselves taking turns also.

In Southern California we are experimenting this year with two persons, who were voted for as a team, holding one office?that of

Vice-Chair/Chair-Elect. Next year these two will share the office of Chair. Since it happens that they both work in the same library, it is really easy for them to keep each other informed and to fill in for each other at Executive Committee meetings and other tasks when necessary.

Other comments on the nominating process were: "Murky and

sluggish" and "Rather informal in practice, with lots of pleading, cajoling, arm-twisting, guilt inducement, appeals to sense of pro fessional responsibility." Holly Haswell, New England's current

Chair, says, "It's fun. We try to choose people who know the

membership rather well and then mix in one or two new people. I

personally have served twice and both times felt I gained an insight into who we are and what we do." In Southern California, "rt all seems simple, consistent, and efficient," says Liz Harter. And in

Texas, according to Nancy Schuller, "we are very satisfied with our

very low key nominating/electing process." I was struck by the almost unanimous report that no ceremony

or celebration of any kind is held at installation of officers. I really expected one or two parties or, at least, an occasional lunch. (In Southern California, we always have refreshments?but then we

always have refreshments?for every occasion!) The New England chapter was the only one that admitted to "a quiet celebration"? but did not elaborate. All in all, the nominating and election process at the chapter level seems to proceed in a workmanlike manner, with some effort involved but little fanfare.

**************

We asked for it and we got it! A reasonable time slot at the national conference for the Chapter Idea Exhange meeting.

Wanda Dole, Eastern Regional Representative, will moderate on

Monday, February 23, 8-10 a.m. Please come prepared with spe cific suggestions and/or problems to discuss. The meeting is listed in the preliminary program as "Chapter Chairs' Idea Exchange" but, actually, any chapter officer, or a representative, can attend,

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ARLIS/NA Newsletter, February 1981 45

and I hope each chapter will have at least one representative there.

Yes, I'm going to Berkeley, too, right after the meeting!

*************

As stated in the first "Chapter Idea Exchange" column, my tenure as Editor will last only through spring 1981. If you think you

would like to take on the job, please contact Pam Parry as soon as

possible. It would be good to be able to make a decision on the new

Editor by the time of the San Francisco meeting?to take over with the summer 1981 Newsletter. The format of the column does not by any means have to remain the same in the future?for example, it

might be fun to do an occasional profile of a single chapter?so bring your ideas and suggestions to San Francisco.

ARCHITECTURE SIG COLUMN edited by Charting Chang Fagan

NEWS & PUBLICATIONS

The Yale Architectural Archives Collection has been newly reorganized thanks to an NEH grant which is enabling the depart

ment to film, catalog, store, and preserve about 9,000 architectural and cartographic drawings. To make the drawings easily accessible after filming, the film is being mounted onto keypunched aperture cards. Once cataloging is completed, all drawing information will be available on computer print-out guides.

Organizing activity is underway to start a Prairie School Society which would center its interest on the Prairie School as a sty listic period in American architecture, design, etc., including also attention to the arts and crafts movement as the major antece

dent influence on the School, and those styles which are derivative of it. Those interested in joining are requested to contact Philip Tompkins, 3603 West Roanoke Dr., Kansas City, MO 64111.

Research and manuscript preparation are in progress on a

Biographical Dictionary of Architects in Canada, 1800-1950 (pub lication is planned for late 1983). Anyone with information is requested to contact Robert Hill, Editor, BDAC, Box 1066, Sta tion A, 17 Front Street West, Toronto, Ont. M5W 1G6, Canada.

A American Urban Guidenotes: The Newsletter of Guidebooks is a. new quarterly dealing with guidebooks and civic education. All types are covered but special emphasis is placed on architectural

guidebooks. Subscriptions are $9.00 ($10.00 outside the U.S. and Canada). Contact: American Urban Guides, Box 186, Washing ton, DC 20044.

SERIALS SIG COLUMN edited by Susan ?. McWilliams

CONFERENCE NOTES

Do not forget the serials swap, which is very much an ongoing conference activity. As in other years, I urge you to bring your lists of duplicate issues, as well as a good idea of which titles you are

lacking. For two evenings during the conference the duplicates lists will be available for checking against your own needs list in the hospitality suite. At the end of the conference, the librarians with

duplicates will be responsible for mailing their second copies to those who, by signing the lists, expressed a desire for them. In the past, this process has proven most successful for the completion of

holdings in many library collections. I hope as many of you as possible will participate again this year.

In addition, the Serials SIG will sponsor two conference pro grams. The first will confront the issue of AACR 2 and its impact upon serial processes, both reader services and cataloging. It will

directly follow the day-long workshop on AACR 2, but will be open to everyone, regardless of their attendance on Saturday. Our

second program will be similar to last year's meeting with represent atives from serial subscription agencies, this year, however, we will be treated to coffee and danish by F. W. Faxon Co. while we informally discuss our needs, questions, and/or dissatisfactions

with representatives from Faxon, Moore-Cottrell and Ebsco. I look forward to seeing you all in San Francisco.

MAGAZINE REVIEWS

edited by Richard McElroy

SLIDES & PHOTOS

Visual Resources: An International Journal of Documentation. Volume I, Number 1, Spring 1980 -. P.O. Box 327, Redding Ridge, CT 06876. Tri-quarterly (Spring, Fall, and Winter). $35 per year (individual subscriptions at $25 per year, providing that affiliated institution also subscribes). ISSN 0197-3762. The first issue of Visual Resources: An International Journal of

Documentation is an ambitious, scholarly and well-presented pub lication which aims to provide an international forum for the exchange of ideas and information on the documentation of visual materials. It is wide in scope with contributions from scholars and

professionals from such varied positions as slide curators, art

librarians, bibliographic computer specialists and archivists. One of the main concerns of Visual Resources is reporting and provid ing its readers with descriptions of current documentation and classification methods, and preservation projects of visual mate rials and archives. To this end it has called upon experts in these fields to report upon such subjects as the ARAS (Archive for Research in Archetypal Symbolism) cataloging system; the index ing of Christie's Pictorial Archive both for painting and decorative

arts; the photographing, documentation, and preservation of the Decorative Arts Photographic Collection at Winterthur; and a

report on various possibilities and examples for the organization and classification of the Bartsch Archive.

A survey of recent efforts to promote a standardized incono

graphic index for subject access to visual resources, is, as the author Thomas Ohlgren states, the type of problem to which Visual Resources can address itself, coordinating and providing a forum for the dissemination and exchange of such ideas. A method for the preservation of pictorial archives is described in an article about the microfilming and cataloging of a group of deteriorating illumi nated manuscripts belonging to the Hill Monastic Manuscript Library in Collegeville, Minnesota. All the articles are comprehen sive, well-written, and in some cases illustrated.

One outstanding feature of Visual Resources is the "Art Histori cal Slide Survey" series which in coming issues should be a valuable tool for the slide curator and art historian.* The series will consist of contributions by slide curators reporting on art historical slides which are available commercially, each concentrating on a particu lar chronological and / or cultural period. This issue explores slide sources for Prehistoric and Ancient Art, making recommendations on the basis of quality as well as availability. Articles such as this should make this feature most helpful for collection development. The Reviews section presents and evaluates publications in a var

iety of media: photographs, microfilm, and book plates. An Equip ment column previews new equipment relating to visual aids for

evaluation, and the "Notable" column serves as a clearinghouse for information on new projects and publications concerning visual

media around the world. On the basis of its wide and varied scope in dealing with subjects of interest in the field of visual documenta tion, and its scholarly and well-written format, Visual Resources is

highly recommended for slide and photograph departments of academic and museum libraries and visual archives.

Arleen Arzigian Harvard University

This feature will be reported on regularly in the VR/SIG column of the ARLIS/NA Newsletter. Seethe December 1980 issue for the first installment.

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