[PADG:1146] PARS--why it works the way it does

[Lorraine Olley <l-olley@xxxxxxxxxxxxxxxx>]

At Midwinter, there was discussion at both the Preservation Administration 
and PARS discussion groups concerning the perennial problem of scheduling 
conflicts among discussion groups.  Specifically, it was suggested that 
there be only 2 discussion groups scheduled at Annual, on a rotating 
basis.  As one of many individuals involved in putting the current 
structure in place (along with Bob DeCandido, Bob Harriman, Janet Gertz and 
many other organization wonks), I think that some background on why things 
are the way they are will aid in determining what changes, if any, are 
beneficial to PARS.

It's my recollection that Bob DeCandido, the principal architect of the 
current arrangement, once observed that, "ALA is a beast whose heart beats 
twice a year."  Those of us who date our involvement back to membership in 
PLMS and/or RLMS remember the frustration of working through the set 
procedures of a very large organization.  For example, if a great idea for 
a program came up in a discussion group on a Midwinter Sunday night but the 
related committee had already met Sunday morning, then it was too late to 
pass the idea up the line for fuller development and approval at that 
conference.  Bad timimg created sometimes a 2+ year lag between a great 
idea and its fruition in a program or preconference.

The current structure is a channel by which ideas or concerns from 
discussion groups--the seedbed of the Section's activities--can sprout and 
mature to ALCTS-level approval at just one conference.  This is why the 
discussion groups are scheduled as early in conference as possible.  Each 
discussion group is linked to a committee, which is where the idea really 
enters the formal process of development and approval.  For example, PADG 
talks about cafe services in libraries at its session on Saturday morning; 
a couple of people decide a program would be a good idea; the outline of a 
program is submitted to the PARS Management Committee at its Monday morning 
meeting; submitted by the Committee chair to PARS Executive Committee in 
the late morning; approved and referred to the ALCTS Conference Planning 
committee; and voila, in 3 days of conference at least 6 months have been 
shaved off the process!

The current structure, especially having the committees all meet at one 
time, has also greatly broadens participation opportunities for PARS 
membership, because it is now virtually impossible for one person to serve 
on two standing committees.  This new way of working has been adopted by 
ALCTS as a model for all divisions.

Those of you who attended PARS DG know my feelings on changing this 
structure, so I will not give my opinions here.  I do hope that there is 
some discussion on this list of options for change.

At the PARS DG, it also became apparent there is some confusion about 
discussion groups--how they function, how the leadership is chosen.  I 
recommend looking at the appropriate sections in the ALCTS Manual 
http://www.ala.org/alcts/you/manual/index.html, where things are pretty 
clearly spelled out.  Two points that I want to highlight are 
that:  discussion group chairs are elected by the group at Annual, rather 
than being appointed by the Section, and; discussion groups are not to 
present programs, since programs rarely leave time for discussion.  It's a 
slippery slope from asking someone to briefly outline a topic in order to 
start a discussion, to giving a very formal and time-consuming 
presentation, but it's much more stimulating to have the time to talk--and 
then to send the idea for a program up to the appropriate committee.

Back in the dim past, when we worked out the merger of PLMS and RLMS, we 
had developed a PARS manual and an organization chart.  The draft manual is 
at http://www.indiana.edu/~libpres/PARS/home.html.  I encourage anyone else 
who might have documents to post them.  There was great interest 
specifically in the chart, which doesn't seem to be linked 
anymore.  However, the relationship between each discussion group and 
committee is spelled out in the manual.

With apologies for such a long posting, I am





__________________________

Lorraine Olley
Head, Preservation Department
Northwestern University Library
1935 Sheridan Road
Evanston, IL 60208
USA
847-491-4672 v
847-491-8306 f
l-olley@xxxxxxxxxxxxxxxx