BYZANTINE
STUDIES CONFERENCE
GOVERNING
BOARD MEETING I
Friday,
October 25, 1996
GUIDELINES
FOR LOCAL ARRANGEMENTS
The following Guidelines
were approved by the Governing Board of the Byzantine Studies Conference on
October 26, 1996, for use by Local Arrangements Committees beginning with the
1998 Conference:
1. Each conference must
pay for itself with funds generated by registration fees and other monies
raised by the Local Arrangements Committee.
2. Prior to the
convening of the previous conference, the Local Arrangements Committee must
present a fixed budget that includes all anticipated fees for approval by the
President and Treasurer. This budget
must include fallback options to allow for shrinkage, and any subsequent
changes in the budget that increase the total cost must also be approved by the
President and Treasurer.
3. Registration fees are
to cover basic conference expenses only.
a. Printing of the
abstracts (the Local Arrangements Committee will be reimbursed for abstracts
over and above those used for the conference itself).
b. Income resulting from
registration fees must be calculated on the basis of regular and student
registrations.
c. No entertainment
costs are to be included in the registration fees.
4. If possible,
conference facilities (that is, meeting places and the "conference
hotel") should be in the same venue or within walking distance of each
other.
5. It must be possible
to collect BSC dues, payable to the BSC, at the time of registration, both by
mail and at the conference.
6. Submission of an
invitation to host a Byzantine Studies Conference constitutes an agreement to
abide by these guidelines.
7. Failure to abide by
these guidelines will constitute valid cause for termination of an invitation
with the agreement of the President, Vice‑President, Secretary, and
Treasurer.
1. The meeting was
called to order by BSC Vice President Ralph W. Mathisen at 1:17, Friday, Nov.
10, with Alice Christ, Helen Evans, Ralph Mathisen, Mary‑Lyon Dolezal,
Elizabeth Fisher, Judith Herrin, Walter Kaegi, Lucille Roussin, Daniel Sahas,
Nancy Sevcenko, Susan Stevens, and Thelma Thomas attending.
2. The question of the
BSC tax status and incorporation was raised by Lucille Roussin. It was agreed that it was necessary to
assemble the relevant documents and resolve these questions. Lucille Roussin was appointed as the BSC
Legal Adviser.
3. It was moved by
Walter Kaegi, seconded by Mary‑Lyon Dolezal, to terminate the travel
subsidies for members of the Dumbarton Oaks Liaison Committee. The motion passed unanimously.
4. There was extensive
discussion regarding a proposed split of the Secretary‑Treasurer
position. A decision was postponed
pending further discussion.
5. There was discussion
regarding a proposal to appoint a particular person to be responsible for the
publication of the abstracts. It was
decided that the current method of presenters providing camera ready copy to be
published by the Local Arrangements Committee was working satisfactorily.
6. A request by the
North Carolina Local Arrangements Committee for financial assistance in the
publication of the abstracts was considered.
Given that the dues go directly to the BSC, and that those who pay dues
but do not attend receive a copy of the abstracts, there was some concern that
the Local Arrangements Committees would be subsidizing the abstracts of persons
who did not pay registration fees. After
much discussion, it was decided 1) that we did not yet have any numbers
regarding how many abstracts were to go to non‑attendees, and 2) that the
total cost of producing all the abstracts should be factored into the
calculations of the registration fees, and that the question of their ultimate
distribution should therefore be moot.
It was moved by Judith Herrin and seconded by Alice Christ to make a one‑time
$3,000 advance to the N.C. Committee for the production of the abstracts, to be
repaid from the conference proceeds, with the provision that the cost of the
abstract production be figured into the registration costs. The motion passed unanimously.
A number of issues were
raised by Program Chair Mary‑Lyon Dolezal:
7. It was moved by Susan
Stevens and seconded by Thelma Thomas that dues be due on March 15 of each
year, and that this apply to both U.S. and Canadian members. The motion passed unanimously.
8. It was moved by
Walter Kaegi and seconded by Susan Stevens that the dues be sent only to the
Treasurer or Secretary‑Treasurer, and that the person in charge of the
Mailing List keep track of those who had paid dues, with a note to that effect
to appear on the mailing label. The
motion passed unanimously.
9. The question of the
increased number of abstract submissions in recent years was raised. It was moved by Helen Evans and seconded by
Alice Christ that, if deemed necessary by the Program Committee, preference in paper
acceptance be given to those who had not presented in the previous year. The motion passed unanimously.
10. It was moved by
Nancy Sevcenko, seconded by Alice Christ, that Graduate Student Travel Stipends
be disbursed immediately after the conference.
The motion passed unanimously.
11. The question of the
status of those who submitted abstracts as graduate students but received their
degrees prior to the conference was raised.
Upon motion by Judith Herrin, seconded by Thelma Thomas, it was decided
that those who were graduate students at the time of initial abstract
submission (March 15) would be eligible for the Graduate Student Stipend,
Graduate Student Prize, and Graduate Student Membership Dues. Status at the time of the conference itself
would determine the registration fee.
The motion passed unanimously.
12. The procedures for
the Graduate Student Prize were discussed.
It was moved by Walter Kaegi, seconded by Susan Stevens, that at future
meetings graduate students submit at the time of the conference five copies of
the exact text of their paper as delivered, and that a decision would be
reached by the time of the subsequent Dumbarton Oaks symposium in April. This policy would be intended to guide next
year's Program Committee and would be subject to review. The motion passed unanimously.
13. There being no Old
or New Business, the meeting adjourned at 3:10 PM.
MINUTES
GOVERNING BOARD MEETING II
Saturday, November 11, 1995
1. The second meeting of
the Governing Board was called to order by BSC Vice President Ralph W. Mathisen
at 3:20 PM, Saturday, Nov. 11, with Alice Christ, Helen Evans, Ralph Mathisen,
Mary‑Lyon Dolezal, Elizabeth Fisher, Judith Herrin, Walter Kaegi, Lucille
Roussin, Daniel Sahas, Nancy Sevcenko, Susan Stevens, Sarolta Takacs, Alice‑Mary
Talbot, Thelma Thomas, and William Zwirn attending.
2. The newly elected
members, Alice‑Mary Talbot, Sarolta Takacs, and William Zwirn were
introduced and welcomed.
3. It was moved by Susan
Stevens, seconded by Lucille Roussin, that the position of Secretary‑Treasurer
be split, with the Treasurer to be responsible for 1) the financial report, 2)
writing checks and paying bills, 3) doing the taxes, and 4) receiving dues and keeping
a master list of dues‑paying members; and the Secretary being responsible
for 1) Preparing and Recording the Minutes, and 2) Maintaining the Mailing
List. The motion passed.
4. The following persons
were elected as BSC Officers for the upcoming year: President: Mary‑Lyon
Dolezal; Vice President: Ralph Mathisen; Treasurer: Alice‑mary Talbot;
Secretary: Alice Christ.
5. The meeting adjourned
at 3:30.
1. Call
to Order (Ralph W. Mathisen)
2. Approval
of Minutes from 1994 meeting.
3. Legal
Representation for the BSC (Lucille Roussin)
4. Concerns
of Local Arrangements Committee for 1996 (Carolyn Connor)
5. Separation
of Secretary and Treasurer Position (David Olster)
6. Dumbarton
Oaks Liaison (David Olster)
7. Abstract
Submissions/Program Chair Problems (Mary‑Lyon Dolezal)
8. "Electrical"
Committee (Ralph Mathisen)
9. Report
of Secretary‑Treasurer (Denis Sullivan)
10. Establishing a Model Budget (Susan T.
Stevens)
11. Establishing a Newsletter (Susan T. Stevens)
12. Future sites of meetings 1996‑2000
(Susan T. Stevens)
13. Old business
14. New business
15. Adjournment
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GOVERNING BOARD MEETING II
Friday, November 10, 1995
(Immediately after Business Lunch)
Agenda
1. Call
to Order (Ralph W. Mathisen)
2. Welcome
New Members
3. Elections
4. Adjournment