Minutes of the Executive Board Meeting of
The South-Central Renaissance Conference, 1 April 2004
Present: George Klawitter, Past President; Donald Stump, President; Raymond Frontain, Vice President; Christine Getz, 2004 Program Chair; Jim Baumlin, Secretary-Treasurer; Jill Carrington, Scott Howard, Marina della Putta Johnston, Paul Parrish, Marguerite Tassi, Board Members; David Hart, Archivist.
Absent: Tita Baumlin, Explorations Editor; Phoebe Spinrad, Discoveries Editor.
As nominee for Secretary-Treasurer, Sean Benson attended by invitation.
The following minutes are keyed to the agenda as brought forward by President Stump. Given the wide-ranging discussions that occurred throughout this meeting, some of the ensuing materials are presented out of their actual order.
1. Approval of Minutes. President Stump called the meeting to order at 7:17 p.m. Paul Parrish moved to approve last year's minutes; seconded by David Hart, the motion passed. Citing the lengthy agenda, President Stump requested that reports be kept brief.
2. Secretary-Treasurer's Report. J. Baumlin reported on the organization's continued financial growth, resulting from recent increases in membership, an expanded dues-schedule, voluntary contributions by SCRC members, and substantial underwriting by SMSU, St. Edwards U, Tulane U, and UNO. While income has increased, interest on savings and investments has remained flat. The next year's Secretary-Treasurer will need to explore ways to reinvest our savings to obtain higher rates of return.
The subject of dues was explored at length. Though last year's board discussed the possibility of raising dues (above our current $20 for full-time membership), J. Baumlin spoke against such an increase at this time, citing our current surplus and the fact that we have not yet developed long-range plans for either the investment or the use of said funds.
J. Baumlin recommended that his successor in the position of Secretary-Treasurer continue to promote our recently expanded dues-schedule, which includes multiple-year renewals and life memberships. He noted the generosity of many, who made voluntary contributions and paid at the level of SCRC "Angel" (defined as current dues x 2). Though this was not offered as a formal motion, J. Baumlin suggested that SCRC officers and board members should, as a matter of course, contribute at a higher level and urge their institutions to subscribe to our publications.
In order to make life memberships more affordable, J. Baumlin moved that the price of an SCRC life membership be defined as "current dues x 20." Seconded by Parrish, the motion carried.
By consensus, board members also reaffirmed the policy, initiated last year, of sending out our annual dues-renewal letter in late May rather than September.
President Stump noted that members of our affiliate organizations, such as the Queen Elizabeth I Society (QEIS), pay SCRC dues as part of their conference attendance; in return, they deserve access to our publications. The nature of such access led to a lengthy discussion regarding the future of our journal and newsletter; this discussion spilled over into the two editors' reports and led to a series of recommendations and formal motions, as recorded below.
J. Baumlin recommended that the board endorse, for FY 2004-2005, a "Campaign for SCRC Publications," whose purpose would be to promote and expand SCRC publications and increase institutional subscriptions to Explorations. J. Baumlin's original suggestion, that individual members pay an additional $20 annually for an institutional subscription specifically for their campus library, underwent some revision. In order to gain maximum scholarly exposure and use, President Stump suggested that we should instead target major research libraries, offering them free subscriptions. Vice President Frontain suggested that Level II universities might also benefit from free copies, particularly if they are given complete sets of back issues as an incentive.
Blending together these and other suggestions, J. Baumlin proposed that a new category of voluntary contribution be added to our current dues-schedule, to be called (tentatively) an SCRC "Publications Angel." The revenue generated by this category will help pay for subscriptions donated to major research libraries and select Level II schools. Seconded by Vice President Frontain, the motion passed.
3. Explorations Editor's Report. Reporting on the editor's behalf, President Stump noted that T. Baumlin has received renewed institutional commitment and has expressed her willingness to continue editing, printing, and managing Explorations at SMSU until its anticipated move (to U Nebraska) in 2007 or 2008. Vice President Frontain moved that T. Baumlin be praised for her successful editorship and that her offer to continue be accepted; his motion met with acclamation and expressions of gratitude. Stump also led the board in expressing thanks to Past President Klawitter for responding so generously to T. Baumlin's announced retirement.
Citing the upcoming special issue on Queen Elizabeth I, President Stump noted the possibility of expanding Explorations from two to three issues yearly; this third issue would be assigned to (and edited by) a different affiliate each year. Could this third issue be funded by the dues-revenue generated by affiliate memberships? This question was offered for further study.
Noting the success of The South Central Review, which has gained a national readership by publishing special issues, Parrish encouraged the board to continue this practice in future volumes of Explorations. Anticipating the success of our special issue on Queen Elizabeth I (which, as President Stump suggested, should sell well among Elizabethan scholars), Vice President Frontain raised the possibility of expanding the print run for this particular issue; more ambitiously, we might arrange for a second, hard-cover printing, which can be sold as a trade book publication.
President Stump moved that the newly-formed Society for Renaissance Art History (SRAH) be charged with compiling the next special issue and that Norman Land (our 2005 Program Chair and one of the founders of SRAH) be named as the issue's editor. J. Baumlin observed that Explorations had not yet expanded to a three-issue schedule, but that it could accommodate such a special issue within its current bi-annual schedule; the current backlog of issues might, however, delay its publication until 2006 or 2007. Seconded by Scott Howard, the motion passed.
4. Discoveries Editor's Report. On behalf of Phoebe Spinrad, President Stump spoke of the recent successes of Discoveries, its increased library subscriptions in particular. Stump praised Spinrad for her energy, creativity, and care in editing Discoveries; under her direction, our newsletter grew in scope and quality beyond all expectations. It is with sadness that the Executive Board accepted Spinrad's resignation following the next issue. The incoming Secretary-Treasurer will formally communicate our organization's gratitude for her faithful service and thank Ohio State U for its years of financial support.
President Stump announced that David Reinheimer of Southeast Missouri State University has offered to take over the editorship of Discoveries, and that Reinheimer's institution has pledged $500 annually in financial support.
The ensuing discussion focused on finances and the future of printed newsletters in an increasingly electronic age. Several board members argued for the cost-effectiveness of electronic publication while noting our profession's increased reliance upon the internet for news, regular communication, and research. National trends, clearly, point in this direction, and President Stump reported on Reinheimer's expressed interest in web-based applications.
J. Baumlin noted that the loss of OSU's financial support will likely take its toll on SCRC savings. Under Spinrad, Discoveries was virtually free to the SCRC and its printed dues-form generated revenue year-round, accounting for 8-10% of our total membership renewals. Future printings will cost the organization, though J. Baumlin argued that a printed newsletter remains vital as a source of revenue; as yet, we have no precedent for generating revenue through web-based announcements or publications.
Numerous questions were raised and left unanswered. Should Discoveries continue to be printed twice annually, or can it be brought back to one issue yearly and still serve the SCRC as a source of news, scholarly communication, and revenue? If Explorations does expand to three issues annually, it will likely compete with Discoveries for SCRC funding. J. Baumlin suggested that, taken together, a spring dues-renewal letter and a fall newsletter could offer sufficient printed reminders for dues.
Seeking a compromise between electronic and print publications, J. Baumlin moved to accept Reinheimer as the new editor of Discoveries; further, the SCRC will underwrite the printing/mailing costs of two further paper issues, which will carry us through 2005. In the meantime, Reinheimer (assisted by the newly-formed Publications Advisory Committee, described below) will explore options available through web-based publication and make recommendations to next year's board regarding the future of Discoveries. Seconded by Marina della Putta Johnston, the motion passed.
As a side issue to web-based publication, board members noted the increased importance of our web site, which has come to serve us as a major source of information and promotion. Looking forward to its continuing evolution and enhancement, J. Baumlin suggested that we establish the site in its own web domain; doing so would simplify its URL or web address, making it easier to search for and access. Board members agreed in principle to such a move, though a final decision depends on annual cost. This issue, too, was referred to the Publications Advisory Committee for study and a quick recommendation..
Given the many changes and challenges facing both Explorations and Discoveries, President Stump moved to establish an ad hoc committee. Chaired by J. Baumlin, the Publications Advisory Committee will study issues pertinent to the nature, scope, promotion, and financing of our organization's publications; this committee will prepare a formal report, with recommendations, in advance of our 2005 meeting. Seconded by Vice President Frontain, the motion passed.
5. Report of the Martz Prize Committee Chair. After noting that the 2004 winner was truly worthy of the honor, Vice President Frontain cited the paucity of quality submissions. Since its inception, the prize has not generated the level of competitive interest that we had anticipated. Having already advertised for the 2005 prize, we are honor-bound to hold the competition again next year; however, the incoming Vice President need not announce a 2005 award winner if no qualified papers are received.
Past President Klawitter moved that, starting with the 2006 conference, the Martz Prize be replaced by the Louis L. Martz Lectureship, and that the $1,000 currently earmarked for prize money be offered as an honorarium to the invited lecturer. In effect, we will using the $1,000 to fund a third plenary session. Seconded by Hart, the motion passed.
6. Report of the Local Arrangements Host. In his capacity as local arrangements co-chair, Past President Klawitter reported on the surprisingly healthy attendance at our 2004 meeting, despite our scheduling conflict with RSA. Costs of the 2004 meeting have remained within budget, even with the astronomic added costs of renting audio-visual equipment (specifically, of renting computers for power-point presentations. Klawitter advised that future program chairs make sure in advance that they have free or cheap access to such technology; otherwise, they should severely limit or simply reject requests for power-point equipment.
7. Report of the 2004 Program Chair. After noting the number and variety of papers submitted to this year's conference, Christine Getz urged the board to reconsider its long-standing policy of requiring completed papers for submission to read at our annual conference. Most other organizations—including those meeting with us conjointly—require abstracts only, and the increased number of recent submissions has placed undue burdens on program chairs. As a one-year exception to our standing policy, Howard moved that we require 400-500 word abstracts in lieu of completed papers for our 2005 conference. These abstracts will be due by December 1, 2004; following a quick decision by the program chair, completed papers will be due by January 15, 2005.
Discussion turned to the problem of conference no-shows, which tend to increase when abstracts only (rather than completed papers) are required; Vice President Frontain, Getz, and others recounted their experiences in this regard, and it was generally agreed that regular, timely communication between scheduled participants and program chairs would serve to minimize absenteeism. Seconded by Johnston, Howard's motion passed, with 8 voting in favor and 3 dissenting. The effects of this temporary change in submission requirements will need to be studied by next year's board members.
Regarding our 2005 conference in Malibu, President Stump noted that we would be meeting in conjunction with the Renaissance Society of Southern California (RCSC). The RCSC will organize its sessions separately from our own, thereby complicating our own scheduling and regular policies regarding conference registration and attendance. President Stump submitted a tentative conference schedule and template that will aid our respective organizations' program chairs in coordinating events.
President Stump also announced that we will be joined by two newly-formed organizations. J. Baumlin spoke in praise of Stump's efforts at creating such alliances. Stump moved that the Society for Early Modern Women (SEMW) be recognized and accepted as an SCRC affiliate organization. Seconded by Past President Klawitter, the motion passed.
President Stump moved that affiliate status be granted to the Society for Renaissance Art History (SRAH). Seconding his motion, Getz urged that future program chairs stress interdisciplinarity when organizing paper sessions. The larger our conference grows, the more isolated our various disciplines have tended to become; interdisciplinary sessions will lessen this effect. Following discussion, the motion passed.
Though the Andrew Marvell Society (AMS) had fallen inactive, board members noted the submission of several papers on Marvell and a continued interest in such an organization among international scholars. Vowing to bring it back from dormancy, Past President Klawitter offered to assume the presidency of the AMS; his offer was accepted with acclamation.
Given the challenge of coordinating schedules with so many affiliate organizations, President Stump distributed copies of a fiscal calender with lists of deadlines. After discussion and revision of suggested dates, Stump moved and Parrish seconded the acceptance of an amended calendar. The motion passed, with the understanding that future boards would disseminate, consult, and periodically update the calendar and its deadlines.
Vice President Frontain and Parrish updated board members on the controversies facing Gary Stringer, a long-time SCRC member and chief editor of the John Donne Variorum. They reported that U of Southern Mississippi had recently closed its Gulfport conference center, leaving the John Donne Society (JDS) without an official hosting institution. J. Baumlin moved that, as a gesture of solidarity, the JDS be invited to meet conjointly with the SCRC at our 2006 meeting in Houston. Seconded by Marguerite Tassi, the motion carried. The incoming President will prepare a formal letter of invitation.
8. Archivist's Report. Following recommendations recorded in the 2003 executive committee meeting minutes (and expanded upon in his 2004 report), Hart moved that a subcommittee consisting of the next year's SCRC Past president, President, Vice President, and Archivist work up a formal proposal for archiving our materials at the Mullins Library of the University of Arkansas. Seconded by Getz, the motion passed.
9. Report of the Nominations Committee. Members present joined President Stump and Past President Klawitter in thanking Tassi and Liana Cheney for their service on the Executive Board and J. Baumlin for his work as Secretary-Treasurer. As the Nominations Committee chair, Klawitter named Maurice Hunt of Baylor University and Patricia Ocañas of Our Lady of the Lake University as members of the Executive Board. Sean Benson of Malone College was offered as a nominee for Secretary-Treasurer. Klawitter's motion to accept these nominations was seconded by Vice President Frontain and approved by acclamation.
At 11:03 p.m., Frontain moved to adjourn. Seconded by all, the motion carried.