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Operational Handbook (1999 Edition)
From its initial meeting in 1956 until the twelfth conference in 1967, the Seminar on the Acquisition of Latin American Library Materials (SALALM) existed as an informal organization under the sponsorship of the Organization of American States. In January, 1968 SALALM was incorporated in the District of Columbia as a nonprofit corporation, and at XIII SALALM, held June 20-22, 1968, at the University of Kansas in Lawrence, the Constitution and Bylaws governing the new association were adopted. These, with the Articles of Incorporation, were published by the General Secretariat of the Organization of American States in 1968 under the title Basic Documents of the Seminar on the Acquisition of Latin American Library Materials, Inc. (Cuadernos Bibliotecológicos, 45).
Following a series of amendments to the Constitution and Bylaws (in 1969, 1971, 1974, and 1975), a revised text was issued in 1975 by the SALALM Secretariat, then at the University Library, University of Massachusetts at Amherst. The second edition of the Basic Documents was expanded to include, in addition to the Constitution and Bylaws as amended and the Articles of Incorporation, the "SALALM Committee Regulations" and "Organizational Responsibilities of SALALM Officers and Committees," two independently developed but closely interrelated documents. (Their history is set forth in the Introduction to the second edition.)
At XXI SALALM, held May 2-6, 1976, at Indiana University in Bloomington, the following two resolutions were approved:
"23. That all committees and subcommittees which have not already done so be asked to submit to the Committee on Policy, Research and Investigation by the Midwinter 1977 meeting, a statement of their charge as they understand it, including definition and scope of activities, so that a revised and complete list of committee responsibilities can be prepared by the Committee on Policy, Research and Investigation, and submitted to the Executive Board and membership.
27. That a Supplement to the Basic Documents of SALALM be prepared, including a complete listing of committee responsibilities as soon as this is compiled, and that a third edition of the Basic Documents be published with an index as soon as finances permit."
By 1979 the Committee on Policy, Research and Investigation had completed its review of committee structure and responsibilities as directed by Resolution 23, and its recommendations were accepted by the Executive Board on June 17, 1979, at XXIV SALALM.
In the meantime, the Constitution and Bylaws Committee, working on the third edition of the Basic Documents to fulfill Resolution 27, decided to create an "Operational Handbook," which would not only supersede the documents, "SALALM Committee Regulations" and "Organizational Responsibilities of SALALM Officers and Committees," but also include other basic documents produced and approved after 1975. "Duties of Officers and Other Members of the Executive Board," previously a part of "Organizational Responsibilities of SALALM Officers and Committees," was chosen as the first section of the Handbook.
The second section of the Handbook was allocated to "Committees," subdivided into "Regulations," "Structure," (both formerly in "SALALM Committee Regulations"), and "Functions" (formerly a part of "Organizational Responsibilities of SALALM Officers and Committees"). The text of the subsections on committee structure and functions was that originating with the Committee on Policy, Research and Investigation (noted above), which replaced statements adopted in previous documents.
The final two sections of the Handbook were dedicated to a policy statement regarding the responsibilities of host institutions holding annual conferences and one on the SALALM archives.
The "Operational Handbook" was approved in principle by the Executive Board on June 22, 1979, at XXIV SALALM, with the understanding that it would be revised as necessary to reflect the practices, rules, and regulations in force at the time of its publication.
In preparing the present text of the Constitution and Bylaws, the Constitution and Bylaws Committee has incorporated all amendments made to date. Copies of the amendments are on file at the SALALM Secretariat and at the Office of the Recorder of Deeds, District of Columbia.
During the 29th annual meeting of SALALM, held in 1984 at the University of North Carolina, Chapel Hill, the Constitution and Bylaws Committee proposed to the Executive Board that the Basic Documents of SALALM, comprised of two main and distinct sections, (a) the Constitution, Bylaws, and Articles of Incorporation, and (b) the Operational Handbook, be published in the future as two physically independent publications. In addition, a proposal for a third independent volume of the codification of the decisions of the Executive Board was put forward. The Executive Board approved these proposals at its meeting of June 3, 1984.The 1985 edition of the Operational Handbook includes all the amendments proposed since the publication of the 1981 edition, and framed by the Constitution and Bylaws Committee to reflect actions of the Executive Board.
Sara de Mundo Lo
The last revision of the Operational Handbook occurred in 1985. Shortly before SALALM XLIII (San Juan, Puerto Rico, 1998), I decided that a revision was long overdue and undertook to update the Handbook. I first input the entire 1985 edition into the computer. Using that text, I began striking and adding information by consulting Executive Board minutes from 1985 forward; my own notes taken at Executive Board meetings; documents passed out at Executive Board meetings; committee lists, reports, and news published in the SALALM Newsletter; and the files of Donald Gibbs, who was chair of the Policy, Research and Investigation Committee (PRI), when some major changes were made in the structure of the committees. To the 1985 list of the Executive Secretary’s duties, I added others mentioned in the Executive Board minutes after that date and then asked Laura Gutiérrez-Witt to make corrections as needed. At the San Juan meeting, the Constitution and Bylaws Committee painstakingly reviewed my draft of Sections I (Duties of Officers…) and III (Policy Statements); PRI reviewed my draft of Section II (Committees). As a result of these discussions, I prepared a new draft. Prior to the Nashville conference (SALALM XLIV, 1999), I excerpted all of the committee function statements and sent them to the committee chairs with instructions to review them at their respective committee meetings. Cooperation was 100 percent. Also at Nashville, the Constitution and Bylaws Committee reviewed the new draft of Sections I and III, and PRI reviewed the new draft of committee regulations. Following the Nashville conference, I sent the policy statements affiliated with certain committees to the respective chairs for their review and resolved wording problems with some of the revised function statements. All of these efforts have culminated in this new edition now published. The status of the compiler of the SALALM Microfilming Projects Newsletter within the committee structure is to be determined by PRI at its meeting in 2000.
Gender: The masculine, feminine, and neuter genders as used in the Constitution and Bylaws and other Basic Documents of the Seminar on the Acquisition of Latin American Library Materials import one another.
1. The Executive Secretary shall be in charge of the activities of the SALALM Secretariat and of its personnel, shall plan and convoke meetings, and perform all duties customary to the office, or that may be assigned to him by the Executive Board. (Const., Art. IV, Sec. 3.c)
2. Coordinates annual meetings, including appointing the Rapporteur General (Const., Art. V, Sec. 1.c), assuring that committee meetings are scheduled, preparing agenda, and serving as liaison between the President and Host Representative. Prepares and mails documentation for annual meetings.
3. Serves on Conference Planning Committee. (Bylaws, Art. II, Sec. 4)
4. Receives edited resolutions from the chair of the Policy, Research and Investigation Committee.
5. Serves on the Executive Committee. (Const., Art. IV, Sec. 2)
6. Upon request, mails ballots to the membership for proposed amendments to the Constitution and Bylaws (Const., Art. VII, VIII) and for other matters requiring decision.
7. Prepares annual report on the activities of the SALALM Secretariat for inclusion in the SALALM Newsletter.
8. Arranges for preparation and appropriate processing of legal forms necessary to the operation of SALALM.
9. Prepares annual report on receipts and disbursements by the Secretariat.
10. Assists the Finance Committee in preparing the annual budget (Bylaws, Art. VI, Sec. 1)
11. Collaborates with the Host Representative, Vice-President/President-Elect, and Finance Committee in the preparation of the conference budget. (See also Operational Handbook, Section III, "Responsibilities of Host Institution.")
12. Approves disbursal of funds by the Treasurer for items not included in the annual budget. (Bylaws, Art. VI, Sec. 2.c)
13. Sends out Committee Preference Forms to the membership and receives completed forms. Sends committee rosters to editor of the SALALM Newsletter for publication.
14. Maintains and keeps current master list of committee membership.
15. Routes correspondence to appropriate officers and committee chairs.
16. Maintains membership rolls, receives dues, and sends out renewal notices and follow-ups.
17. Receives from the chair of the Nominating Committee camera-ready copy of ballots and biographical data for the annual election of officers and Members-at-Large of the Executive Board. Reproduces and distributes the ballots.
18. Prepares "SALALM Membership List" and sends to host institution for reproduction and distribution at the annual conference.
19. Prepares and sends out SALALM organizational materials.
20. Prepares and sends out announcements of publications.
21. Sells publications in stock.
22. Sends review copies of publications to journals for review.
23. Sends copies of publications to Copyright Office.
24. Oversees typing, printing, and mailing of SALALM Newsletter.
25. Reproduces and mails "Notice to the Press" and invitation to the annual conference. Sends conference invitation to the recipient(s) of the Marietta Daniels Shepard Memorial Endowed Presidential Scholarship.
26. Revises, prints, and distributes the brochure on SALALM.
27. Receives from Past President names and addresses of individuals whose papers have been accepted for publication in the Papers of the Annual Meeting of the Seminar on the Acquisition of Latin American Library Materials (hereafter SALALM Papers); sends to them and receives back from them copyright release forms; applies for copyright for SALALM Papers; distributes SALALM Papers as needed. Submits review copies to appropriate publications.
28. In collaboration with the Editorial Board, arranges for the production of all other SALALM publications. Sends to authors and receives back the copyright release forms; applies for copyright; reproduces and distributes the publications. Submits review copies and arranges for publicity.
29. Receives name of winner of the José Toribio Medina Award from the chair of the award panel; arranges for certificate to be prepared and to be signed by the President. Publicizes name of award winner in appropriate sources.
30. Codifies the Executive Board decisions with the assistance of appropriate SALALM members.
31. Invites appropriate organizations and institutions to become "Special Members" (i.e., Sponsoring Members).
32. Nominates former presidents and/or other long-term members of the Executive Board for Honorary Membership if no one else has already done so.
33. Sends donation in memory of deceased member to the charity of choice or an appropriate charity in the amount of one annual personal membership.
1. Presides at all meetings of the Executive Board, and during the annual conference, presides at all session of SALALM in which business is transacted by the membership.
2. Serves as chair of the Conference Planning Committee (Bylaws, Art. II, Sec. 4); appoints additional members as needed; plans program, taking into consideration a balance between library issues and academic presentations as well as requests of the bookdealers; solicits working papers; prepares and sends instructions for authors of working papers; and, in consultation with the Executive Secretary and Host Representative, drafts the "Notice to the Press" announcing the annual Seminar.
3. Signs certificate for the José Toribio Medina Award.
4. Appoints new chairs of committees as required. (See also Vice-President’s duties, #3)
5. Serves on the Executive Committee. (Const., Art. IV, Sec. 2)
6. Prepares "Message from the President" for the SALALM Newsletter, including highlights of the actions of the Executive Board, as necessary.
7. Establishes task forces and advisory groups with the advice and consent of the Executive Board and appoints members as appropriate. (Const., Art. IV, Sec. 5)
8. In the event that a Past President cannot fulfill the responsibilities of preparing the papers for publication (see Past President’s duties, #2), the President may designate another person to complete the task.
1. Serves as an ex officio voting member of the Executive Board. (Const., Art. IV, Sec. 3.a; Art. V, Sec. 1.a)
2. Collects working papers of the past conference, selects and arranges the papers for publication, provides an Introduction, forwards draft to the chair of the Editorial Board for copy editing and inputting into a word processor, and has the option of final editorial review before publication. Sends names and addresses of persons whose papers have been accepted for publication to the Executive Secretary.
1. Presides at meetings in the absence of the President.
2. Serves as advisor to the Finance Committee in preparing the annual budget for the year during which he will be President. (Bylaws, Art. IV, Sec. 1)
3. In preparation for his year as President, selects in advance new chairs of committees as required, these to be announced at the annual meeting at which he assumes the office of President.
1. Serves as custodian of the funds of the organization and carries out such other duties as are specified in the Bylaws. (Const., Art. IV, Sec. 3.d)
2. Assists the Finance Committee in preparing the annual budget. (Bylaws, Art. VI, Sec. 1)
3. Arranges for preparation and processing of SALALM tax forms.
4. Serves on the Executive Committee. (Const., Art. IV, Sec. 2)
1. Serves as an ex officio non-voting member of the Executive Board. (Const., Art. V, Sec. 1.a.c)
2. Takes minutes of Executive Board meetings and general business sessions at the annual Seminar; makes a tape recording of these meetings and sessions. Distributes copies of the Executive Board minutes to those on the Board. Prepares and sends a digest of the major decisions and actions of the Executive Board to the President immediately after the meetings to be included in the "Message from the President" in the SALALM Newsletter. Sends copy of minutes approved by the Executive Board (incorporating any corrections, if made) to the editor of the SALALM Newsletter and to the Executive Secretary.
3. Consults with the President on number and topics of sessions to be presented at the annual conference. Selects and coordinates rapporteurs for these sessions. Consults with the Executive Secretary to make arrangements for tape recorders and tapes to use at sessions and meetings.
4. Collects summary reports of program sessions, workshops, and discussion groups from rapporteurs as soon as possible following the conference. Edits reports, which he sends to the editor of the SALALM Newsletter for publication.
5. Forwards tape recordings of meetings and sessions with any handouts submitted by the rapporteurs to the Nettie Lee Benson Latin American Collection, University of Texas at Austin, for deposit in the SALALM archives.
1. Serves as an ex officio non-voting member of the Executive Board for the year he is Host Representative and for the year following. (Const., Art. V, Sec. 1.a.d)
2. Serves on the Conference Planning Committee (Bylaws, Art. II, Sec. 4); is responsible for all local arrangements. (See also Operational Handbook, Section III, "Responsibilities of Host Institution.")
3. Serves as an ex officio member of the Conference Planning Committee for the next annual Seminar.
(See Constitution, Article V)
1. Attend and participate in all Executive Board meetings.
2. Carry out tasks assigned by the Executive Board.
3. At the request of the President, assist in conference planning; participate in task forces, special projects, or advisory groups.
4. An Executive Board Member-at-Large who fails to attend two consecutive meetings and who does not voluntarily resign will be removed from office. (Text adapted from motion approved by the Executive Board in 1987.)
Under the terms of Article V of the SALALM Bylaws, the following regulations are approved by the Executive Board for the structure and functioning of committees.
2.1 Constitution and Bylaws Committee
2.2 Policy, Research and Investigation Committee
2.3 Editorial Board
2.3.1 Editor of SALALM Newsletter
2.3.2 Editor of Hispanic American Periodicals Index
2.3.3 Editor of Bibliography of … Bibliographies
2.3.4 Editor of SALALM Web Publications
2.3.5 Medina Award Panel
3.1 Acquisitions Committee
3.1.1 Library/Bookdealer/Publisher Subcommittee
3.1.2 Gifts and Exchanges Subcommittee
3.1.3 Serials Subcommittee
3.1.4 Marginalized Peoples and Ideas Subcommittee
3.2.1 Cuban Bibliography Subcommittee
3.2.2 Official Publications Subcommittee
3.2.3 Electronic Resources Subcommittee
3.3.1 Cataloging and Bibliographic Technology Subcommittee
3.3.2 Bibliographic Instruction Subcommittee
3.3.3 Reference Services Subcommittee
3.3.4 Audio-Visual Media Subcommittee
5.1 CALAFIA [California Cooperative Latin American Collection Development Group]
5.2 HAPI [Hispanic American Periodicals Index]
5.3 LALA-L [Latin Americanist Librarians’ Announcements List]
5.4 LAMP [Latin American Microform Project]
5.5 LANE [ Latin America North East Libraries Consortium]
5.6 LASER [Latin American Studies Southeast Region]
2.1 CONSTITUTION AND BYLAWS COMMITTEE
Purposes. To maintain the integrity of the Constitution, Bylaws, and the Operational Handbook and to see that the organization operates within them. To analyze and interpret the Constitution, Bylaws, and Operational Handbook, to recommend amendments, and to review the activities of the association to determine whether or not it is conforming to them.
1. Maintains an ongoing review of the Constitution, Bylaws, and other basic documents.
2. Initiates amendments to the Constitution and Bylaws or frames such in response to a SALALM resolution or at the request of the Executive Board.
3. Revises the Operational Handbook as requested by the Policy, Research and Investigation Committee, or the Executive Board, or in response to a review of minutes of the Executive Board.
4. Evaluates amendments suggested by others.
5. Furnishes the texts of amendments to the Secretariat in order that they may be presented to the Executive Board and to the membership for vote according to provisions in the Constitution and Bylaws.
6. Observes the operations of the association to see that it is operating legally.
Purpose. To advise the Executive Board with respect to goals, objectives, and activities of the organization and to serve as a committee on committees, suggesting structure and formation of committees and assignment of committee responsibilities appropriate to SALALM goals.
1. Serves as a committee on resolutions at annual conferences, receiving resolutions from committees, presenting resolutions to membership for approval, distributing resolutions to appropriate persons and organizations, and providing edited text of resolutions to Executive Secretary and SALALM Newsletter editor.
2. Advises Executive Board and committees.
3. Carries out activities of investigation pertinent to the general aims of SALALM.
4. Evaluates periodically the committee structure of SALALM and recommends revisions as needed.
Composition. Appointed members and five ex officio members, who are the editor of the SALALM Newsletter, the editor of the Hispanic American Periodicals Index (HAPI), the chair of the Medina Award Panel, the editor of the Bibliography of Latin American and Caribbean Bibliographies, and the editor of SALALM Web Publications. The chair of the Editorial Board serves at the pleasure of the Executive Board.
Purpose. To advise and recommend policies concerning SALALM publications and related publications to which SALALM provides advisory assistance and to undertake those activities necessary to the continuance of the SALALM publications program.
1. Establishes and reviews bibliographical standards for SALALM publications.
2. Recommends policy concerning the scope, content, and format of SALALM organizational publications.
3. Solicits for publication works which are appropriate for publication under the sponsorship of SALALM.
4. Recommends for publication under SALALM sponsorship those works which relate to the purposes of SALALM and meet SALALM editorial standards.
5. Reviews works submitted for possible publication.
6. Collaborates with the President and Executive Secretary in seeking funding for the SALALM publications program.
7. Collaborates with the Executive Secretary in recommending fees to be charged for SALALM publications.
8. Assists and supports Newsletter editor in determining policy for the Newsletter.
9. Acts as SALALM Advisory Board for the Bibliography of Latin American and Caribbean Bibliographies.
10. Acts as SALALM Advisory Board to HAPI editor.
11. In collaboration with the Executive Secretary, arranges with professional copy editor(s) and word processing firms or services to prepare and mail SALALM Papers, which have been forwarded to the chair by the Past President.
12. Appoints members of the Medina Award Panel, receives their recommendations, with justifications, from the chair.
Appointed by Vice-President or President as appropriate; serves as ex officio member of the Editorial Board.
1. In collaboration with the Executive Secretary and Editorial Board determines content of the Newsletter, except for those items mandated by the Executive Board.
2. Provides to the Executive Secretary on a planned schedule a clean copy of each issue of the Newsletter, with all details of format clearly designated.
Serves as ex officio member of the Editorial Board.
2.3.3 EDITOR OF Bibliography of Latin American and Caribbean Bibliographies
Purpose. To promote increased membership in SALALM, to assist the Secretariat in membership activities as deemed necessary, and to undertake the orientation of new members.
1. Plans activities in consultation with the Executive Secretary designed to promote increased membership.
2. Assists the Secretariat in membership and recruiting activities.
3. Plans and provides activities during annual conference designed to acquaint new members with the SALALM organization and its members.
4. Publicizes and receives nominations for Honorary Members at least six weeks before the annual meeting.
5. Considers nominations for Honorary Members and forwards recommendations to the Executive Board.
(For guidelines on nominating Honorary Members, see Operational Handbook, Sec. III)
Purposes. To assist the Executive Secretary in preparing budgets. To secure financial support for activities of the SALALM Secretariat. To review annually dues and conference fee structure.
1. Reviews the financial status of the organization with the Executive Secretary, the chair or representative of the Editorial Board, the Treasurer, and the President.
2. Reviews the Treasurer’s report.
3. Prepares the annual budget to be presented to the Executive Board at the annual meeting.
4. Recommends changes in the structure of dues and fees as required to maintain SALALM activities on a sound financial basis.
5. Reviews all funding requests and submits recommendations to the Executive Board.
6. Monitors investments and endowments of SALALM with the advice of an investments working group.
Composition. Three members appointed by the President.
Purpose. To prepare a slate of nominations for annual election of Vice-President/President-Elect and of Members-at-Large of the Executive Board.
1. Reviews membership list in search of eligible candidates.
The committee "nominates two persons for each position from among personal members of SALALM in good standing. Candidates for Members-at-Large should have attended at least two annual conferences and been members of SALALM for two consecutive years. Candidates for Vice-President/President-Elect should have attended at least two annual conferences, served on at least one committee, and have been a member of SALALM for three consecutive years. These requirements may be waived after consultation with the President and Executive Secretary if no candidates can be found who satisfy the above requirements."(Minutes of the Executive Board, SALALM XX, Bogotá, 1975)
That "in the event that more than one candidate can not be found after a reasonable effort, the Nominating Committee be empowered to submit a single candidate for the Vice-President/President-Elect." (Minutes of the Executive Board, SALALM XXXIX, Salt Lake City, 1994)
2. Solicits permission to nominate; collects biographical data.
3. Prepares camera-ready copy of ballots and biographical data for reproduction and mailing from the Secretariat. Collects ballots; tabulates them prior to the annual meeting.
4. Announces winners to Executive Board and membership.
2.7 CONFERENCE PLANNING COMMITTEE (Bylaws, Art. II, Sec. 4)
Composition. President, Executive Secretary, representative of host institution.
Purpose. To oversee all operations related to annual conference.
1. Makes arrangements for physical facilities required for annual meeting.
2. Arranges for lodging of participants.
3. Organizes social and cultural activities for participants as desired by host institution.
(For specific responsibilities of host institution, see Operational Handbook, Sec. III)
2.8 ENLACE/OUTREACH COMMITTEE
Purposes. To promote and establish better relations with Latin American and Caribbean librarians and to develop cooperative projects of mutual interest. To encourage and facilitate the participation of librarians from Latin America and the Caribbean in SALALM conferences. To promote exchanges and/or internships between librarians from North America and those from Latin American or Caribbean libraries.
1. Publicizes SALALM conferences in Latin America and the Caribbean and corresponds with institutions or persons in the region.
2. Coordinates means to assist Latin American and Caribbean librarians with travel funding.
3. Makes contacts with granting institutions and writes grant proposals.
4. Provides contacts and assists in coordinating short-term exchanges and/or internships between North American and Latin American or Caribbean librarians.
(For travel funding procedures, see Operational Handbook, Sec. III)
2.9 SALALM WEBSITE COMMITTEE
Composition. One member appointed as Website Advisor.
Purpose. To mount on the SALALM homepage official and newsworthy material.
Activity. Maintains the SALALM homepage.
3.1 ACQUISITIONS COMMITTEE
Purpose. To identify and organize information on the acquisition of Latin Americana and Caribbeana regardless of its place or form of publication in order that pertinent information, issues, and problems be disseminated to interested parties.
1. Keeps abreast of trends and problems in acquiring materials for Latin American and Caribbean library collections and seeks to devise SALALM strategies and programs to address these concerns.
2. Coordinates, monitors and assists the work of its subcommittees, and serves as the channel of communication between the Executive Board and the chairs and members of the subcommittees.
3. Collects, organizes, and disseminates information germane to acquisitions.
4. Assists the President in planning acquisitions-related programs and activities for SALALM conferences.
3.1.1 LIBRARY/BOOKDEALER/PUBLISHER SUBCOMMITTEE
Purposes. To improve relations among libraries, bookdealers, and publishers in order to obtain better cooperation and understanding among them. To disseminate information on libraries’ requirements and current problems confronted by publishers and bookdealers. To maintain awareness among librarians about complex political and economic pressures and regulations imposed by various Latin American and Caribbean governments which affect book exports.
1. Fosters communication among librarians, publishers and bookdealers.
2. Discusses issues of common interest in relation to service and the complexity of the financial situation.
3. Maintains currency of pertinent information about changes in acquisition trends and policies, financial constraints affecting operations, and export regulations.
4. Collects, analyzes, and reports statistics on the costs of Latin American and Caribbean library materials to SALALM and elsewhere as appropriate.
5. Plans and executes conference programs.
Purpose. To collect and disseminate information on gifts and exchanges with libraries, governmental agencies, and other institutions in Latin America and the Caribbean.
1. Gathers, compiles, and disseminates information on gifts and exchanges involving libraries, governmental agencies and other institutions in Latin America and the Caribbean, and those in the rest of the world which have interests in the area.
2. Collects and makes available form letters, model correspondence, procedures, and other aids to facilitate gift and exchange acquisitions.
3. Plans and executes conference programs in its areas of concern.
Purpose. To identify problems and trends in serials acquisitions and devise, foster, and promote strategies and programs in SALALM, thereby helping libraries to improve their coverage of Latin American and Caribbean periodical publications.
1. Keeps abreast of developments such as identification and selection of serials, choice and execution of procurement method, obstacles to acquisition, new technologies for ordering and tracking serials, pricing of subscription services, vendor performance, buyer/vendor procedures and standards.
2. Gathers, organizes, and disseminates information and statistics related to these concerns.
3. Undertakes projects as appropriate.
4. Plans and executes conference programs.
3.1.4 MARGINALIZED PEOPLES AND IDEAS SUBCOMMITTEE
Purposes. To improve the collecting of materials produced by or related to marginalized groups (women, racial and ethnic populations, laborers, migrants, refugees, political dissidents, prisoners, gays, squatters, children, religious minorities, etc.), their ideas, concerns and activities; to promote a better awareness of the nature of these materials, their significance, and how to go about obtaining them.
1. Gathers, organizes, and disseminates information on the documentation available.
2. Provides guidance on how to select and best acquire the material (criteria, vendors, non-commercial sources, field work).
3. Encourages and assists vendors in identifying and obtaining the non-traditional materials issued by marginated groups.
4. Develops and undertakes projects as appropriate.
5. Plans and executes conference programs.
Purposes. To foster all types of bibliographic activities among SALALM members and/or SALALM committees and subcommittees. To serve as a clearinghouse for the compilation and dissemination of bibliographic information related to Latin America and the Caribbean. To identify, study, and seek closer coordination with bibliographic endeavors outside the organization.
Purpose. To gather bibliographic information and serve as a clearinghouse for all aspects and types of Cuban publications.
Activity. Undertakes specific projects for the identification, listing, indexing, and dissemination of bibliographic information on publications by Cuban authors worldwide.
Purpose. To gather and disseminate information on official publications emanating from Latin America and the Caribbean.
Activity. Undertakes projects to obtain and compile information on the publications of Latin American and Caribbean governmental agencies on the local, state, national, and regional levels and of non-governmental organizations that operate in the political sphere.
Purpose. To gather and disseminate information on materials available online, through the Internet, CD-ROM and by other electronic means from and about Latin America and the Caribbean.
Activity. Undertakes specific projects to obtain, compile, and distribute data on electronic resources of interest to SALALM members emanating from or concerning Latin America and the Caribbean.
Purposes. To identify, gather, organize, and disseminate information on cataloging and bibliographic technology, instruction, reference services, and audio-visual media in libraries relevant to institutions involved in acquiring and servicing Latin American and Caribbean materials.
1. Coordinates, monitors, and assists the work of its subcommittees and serves as the channel of communication between the Executive Board and the chairs and members of the subcommittees.
2. Assists the President in planning programs and activities related to the work of its subcommittees for SALALM conferences.
3. Keeps abreast of trends and issues related to the work of its subcommittees.
3.3.1 CATALOGING AND BIBLIOGRAPHIC TECHNOLOGY SUBCOMMITTEE
Purpose. To gather and disseminate information on the use of technology for cataloging Latin American and Caribbean materials.
1. Undertakes projects and programs to inform members of advances in technology.
2. Gathers information and acts as clearinghouse for data on national and international networking projects.
Purpose. To identify, gather, organize, and disseminate information on the development and implementation of bibliographic instruction in Latin American and Caribbean research with concentration of the subcommittee on advancing the state of the art through discussion of methods and critiques of existing course offerings.
1. Serves as a forum of discussion for those designing, teaching, and evaluating courses on bibliographic resources in Latin American Studies.
2. Assists with the design and evaluation of research method courses often offered as part of an academic discipline or in the Latin American Studies program’s curriculum.
3. Gathers and disseminates information on user instruction, including the preparation of reference handouts and the development of general or specific class-related presentations.
Purpose. To identify, gather, organize, and disseminate information on public services to users of Latin American and Caribbean library materials.
1. Serves as a forum for discussion of issues in the provision of specialized reference services to all levels of library users.
2. Undertakes projects and programs to inform members of developments in public services, including electronic systems, such as online catalogs, bibliographic databases, and subject Web pages.
Purpose. To gather bibliographic information and serve as a clearinghouse for audio-visual media related to Latin America and the Caribbean.
Activity. Undertakes projects such as identification, listing, and dissemination of information on audio-visual media.
Purposes. To study, propose, implement, monitor, and coordinate cooperative activities involving Latin American and Caribbean library collections. To ensure that all Latin Americana and Caribbeana of scholarly interest is collected somewhere. To propose means of ensuring full bibliographic and physical access to such materials by all scholars, regardless of their institutional affiliation. To publicize such cooperative efforts both within and outside of SALALM.
1. Identifies additional areas of potential cooperation, on both national and international levels, and studies or recommends appropriate activity.
2. Communicates information on cooperative activities within SALALM to SALALM members, to institutions represented in SALALM, and to other institutions, as appropriate.
3. Monitors the adequacy of cooperative collection development arrangements in gathering all material of scholarly interest, and identifies areas requiring greater attention.
4. Maintains a current roster of cooperative efforts of local and regional scope which involve Latin Americana and Caribbeana.
5. Develops recommendations for the implementation of systems allowing a full and free resource sharing among all Latin American and Caribbean collections.
(Extra-legal groups composed usually of SALALM members. May meet during SALALM meetings. Composition, size, and charge are self-determined and are not under the jurisdiction of the SALALM Executive Board.)
(Composition, size, and charge determined as needed by the SALALM Executive Board.)
As SALALM is a relatively small non-profit organization, it is dependent upon host institutions for various conference services which are necessary, but for which the organization cannot offer compensation. In order to guide the host institutions in their planning, the following statement is provided.
The conference budget is prepared in consultation with representatives of the host institution by the Executive Secretary, Vice-President/President-Elect, and the Finance Committee. It should be approved and in the hands of the host institution approximately twelve months in advance of the meeting.
The host institution is responsible for:
1. Preparation of the copy for the invitation.
2. Preparation of the registration packet and its mailing to registrants who do not attend the conference.
3. Conference facilities and refreshments (but not meals), as directed by the Conference Planning Committee.
4. Miscellaneous conference support services which would include office space for the Executive Secretary and SALALM staff, telephone, incidental copying and duplicating privileges, volunteer support staff for registration and messenger services throughout the conference.
SALALM’s contribution for the conference normally would not exceed the amount received from conference registration. Fees for registration, exhibitors’ fees, and other moneys received for the conference are sent to and disbursed by the Treasurer or his designee.
SALALM is not responsible for the costs of meals, social events, and outings. They are to be regarded as individual activities, paid for by the participants, either directly to the supplier or indirectly through the host institution.
(Proposed at 1978 Midwinter by Alma Jordan; referred to Budget & Finance and Dues & Fees Committees. Accepted by the Executive Board at SALALM XXIII, London, 1978; revised 1999)
1. El día de hoy, el Comité de Libreros del SALALM resolvió solicitar a usted lo siguiente:
a. Se incluya en la Pre-Registration Form de los próximos SALALM, para pagar además del registration fee una línea exclusivamente para libreros que se llamará "Solamente Para Librerías. Aporte de __________ para la Fiesta de los Libreros en homenaje al SALALM … $100.00." Si hubiera inscrito más de un representante por una librería, un solo aporte por la empresa será suficiente. Este aporte sólo será admitido en la Pre-Registration Form.
b. Que la tesorería del SALALM administre este fondo separado de los fondos generales del SALALM.
c. Que cada año el Comité Local tome a su cargo la organización de la Fiesta de los Libreros, al nivel de las ofrecidas en años anteriores, si es posible con música, y siempre dentro del alcance de los fondos recaudados.
d. Que si el fondo tiene superávit, se acumule para otros años, en los cuales se mejorará la Fiesta.
e. Que en la carpeta que habitualmente se entrega a los participantes el comienzo de cada SALALM, se incluya una invitación impresa donde conste el nombre de las Librerías que ofrecen la Fiesta (nombre de la Librería, no el del representante de la misma).
(Accepted by the Executive Board at SALALM XXXIII, Berkeley, 1988)
2. El día de hoy el Comité de Libreros del SALALM resolvió solicitar a usted los siguiente:
a. Que en lo sucesivo el lugar de exposición de los libreros en las reuniones anuales del SALALM se ubique en un sitio amplio de paso natural de los concurrentes.
b. Que se dedique por lo menos uno de los descansos de café (coffee breaks) para que los concurrentes paseen por las exhibiciones de los libreros.
c. Que se anuncie en el programa del SALALM el hecho referido en el punto número dos arriba.
(Accepted by the Executive Board at SALALM XXXIII, Berkeley, 1988)
3. El Comité de Libreros del SALALM solicita que se lleve a la consideración del Comité Ejecutivo del SALALM la siguiente propuesta:
a. Que los miembros del Comité de Libreros del SALALM tengan la oportunidad de participar en el programa anual del SALALM con una sesión que se intitula "Tendencias editoriales y realidades libreras latinoamericanas." Las ponencias que se presenten en dicha sesión versarán sobre distintos aspectos de la situación de la industria editorial y los quehaceres de los libreros de varios países. Las presentaciones se acercarán, donde sea posible, al tema específico anual de las reuniones del SALALM.
b. Que el Comité de Libreros del SALALM, en colaboración con la presidencia del SALALM, organice las sesiones, para lo cual avisará con anticipación a ésta de su contenido para que se incluyan los detalles en el programa general del SALALM.
(Accepted by the Executive Board at SALALM XXXIII, Berkeley, 1988)
4. En reunión celebrada el miércoles 6 de Junio, los libreros del SALALM, grupo que hemos llamado ahora LIBREROS (SALALM AFFINITY GROUP), en vista que consideramos insuficiente la comunicación entre libreros y bibliotecarios debido a la apretada agenda de éstos últimos, como participantes simultáneos en los distintos comités y paneles; considerando que la reunión anual del SALALM es generalmente la única oportunidad para un diálogo personal, LIBREROS (SALALM AFFINITY GROUP) queremos sugerir algunas alternativas que den una solución a esta situación y ofrezcan una comunicación más fluida que la que se lleva a cabo hoy, que es en forma algo desordenada para ambas partes.
Solicitamos así, crear un espacio diario de 30 minutos, que bien puede ser a continuación del Coffee Break y como parte del programa oficial del SALALM. Ese espacio podría ser conocido como BOOKDEALERS—LIBRARIAN APPOINTMENTS.
Gracias por vuestra atención.
(An amended proposal was approved by the Executive Board at SALALM XXXV, Rio de Janeiro, 1990, as follows: )
One hour to be set aside on the first day of the conference (the day of the opening general session, not the committee meeting day) for the purpose of librarian appointments with the bookdealers. This hour would be mentioned in the conference program; on a trial basis, a sign-up sheet would be offered for additional times on other days.
At SALALM XXVI (New Orleans, 1981) the Executive Board established the José Toribio Medina Award, to be made annually, if merited, in recognition of outstanding contributions by SALALM members to Latin American Studies. Originally two awards, one for articles and one for monographs, were authorized; however at SALALM XXXVII (Austin, 1992), the award for articles—which had never been given—was eliminated.
The purpose of the program is to encourage and acknowledge truly superior accomplishments in research and scholarship. An award panel reviews nominations and submissions and recommends a recipient to the Editorial Board.
The award, in the form of a certificate and an honorarium, is given for a distinguished monograph published or accepted for publication within the three years immediately preceding the closing date for nominations. Nominations are sought for meritorious bibliographies and reference works, and sources which facilitate access to research or contribute to the understanding, use, or development of Latin American collections. Reprints, translations, or re-editions are not eligible. Selection is based on scholarship, style, and the importance of the contribution.
To be eligible for the award, an author must be a member in good standing of SALALM for the current year and the preceding two years.
If requested to do so by the award panel, authors are responsible for providing one copy of the work to the review committee. Such copies will be returned when the selection process has been completed.
(Based on the Introduction to the Nomination Forms published in the SALALM Newsletter)