AMIGOS
BIBLIOGRAPHIC mUNCIL
AMIGOS ADMINISTRATIVE MEMORANDUM A77- 30
December 19, 1977
TO:
FROM:
SUBJECT:
AMIGOS Bibliographic Council Library Directors
and Technical Services Directors
James H. Kennedy. Executive Director~~
Approved minutes of Executive Boa~ . p
August 8, 1977 Meeting
Enclosed for your retention are the approved minutes of
the AMIGOS Executive Board meeting which convened at the
AMIGOS offices in Dallas on August 8, 1977.
11300 NORTH CENTRAL EXPRESSWAY, SUITE 321, DALLAS, TEXAS 75243 - TELEPHONE: 214/ 750- 6130
AN AGENCY OF THE INTERUNIVERSITY COUNCIL OF THE NORTH TEXAS AREA
PROMOTING LIBRARY COOPERATION AND RESOURCE SHARING IN THE SOUTHWEST
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AMIGOS Bibliographic Council
Minutes- Executive Board Meeting
August 8, 1977
Fred W. Hanes
Secretary
Chairman James Dyke convened the AMIGOS Executive Board at 9: 40 a. m.,
August 8, 1977. The meeting was held at the new AMIGOS headquarters in
the Royal Central Building. Board members present included: James Dyke,
John Anderson, Irene Hoadley, Richard Madaus, Ray Janeway, James Dodson,
Callie Faye Milliken, and Fred Hanes. Also present were lee Crandell
representing IUC and James Kennedy, AMIGOS Executive Director.
1. The mi nutes of Apri 1 28, 1977, Execut i ve Board Meet i ng
were approved as presented.
2. Execut i ve Di rector James Kennedy presented hi s report
( Enclosure 1) for discussion.
a. Kennedy noted that the Internal Revenue Service has
given an opinion based on a hypothetical example
that AMIGOS' tax exempt status wi 11 not be jeopardized
if " for profit" agencies ( i. e. special
libraries) are served as long as they do not constitute
a major porportion of our membership.
b. He has discussed a possible interface of AMIGOS and
ClSI with ClSI officials. This relates to batch
mode only and wou 1 d i nvo 1 ve pu 11 i ng from OClC- IOO
terminals via a cassette or paper tape recorder data
to update ClSI circulation systems.
c. OClC has recalculated the necessary Interl ibrary
Loan fee as $ 0.85 per transaction ( earlier estimates
were approximately $ 0.42). The OClC Joint Network
Planning and Functions Group, of which James Kennedy
is a member, is studying the matter and will make
recommendations.
d. An extended discussion of item No. 14 of the Executive
Director's report ( terminal allocations) was
suspended, to be resumed later as agenda item d .
3. James Kennedy reported that three 1 i brari es fai led to
produce FTU I s to equal the required mlnlmum of $ 3,500,
although two of the three would have met the minimum at
the projected FTU rate of $ 1.75
It was MOVED by Hoadley, seconded Anderson, that the
Board affirm the minimum of $ 3,500 per terminal for each
participating library for 1976- 77. Motion defeated 4- 3.
It was MOVED by Dodson, seconded Hanes, that the policy of
the $ 3,500 minimum per terminal for 1976- 77 be waived.
Passed 4- 3.
4. Lee Crandell presented the Fourth Quarter Financial Re~
port.
It was MOVED by Janeway, SECONDED by Hoadl ey that the
Financial Report and the recalculated FTU rate of $ 1.582
for FY 76/ 77 be approved. Passed unanimously.
5. Following discussion of agenda item d, Terminal Allocation
Priorities, ( Enclosure 2) Hoadley MOVED, seconded
Janeway, that Priority 1 be requests from existing AMIGOS
members and that Priority 2 be new members; a 50- 50 split
of terminals. The existing multiple terminal allocation
formula will apply.
Passed: 5 for, 1 against, 1 abstention. Richard Madaus
asked to be recorded as voting against the motion.
6. The following actions were taken on agenda item e, Proposed
By- Law Changes ( Enclosure 3).
a. Item G passed as presented except del ete " South
ArTieri c a. "
b. Subsection IV. A. l passed as presented except change
" non- profit agency or library" to " library or nonprofit
agency."
c. Subsection IV. A. 2 passed as presented except change
" non- profit agency or library" to " library or nonprofit
agency."
d. Change Subsection IV. C. Board voted against the
EroEosed change.
e. Change Subsection V. No action taken.
f. Change Subsection VI. A. No action taken.
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g. Eliminate subsection VI. B. No action taken .
h. Renumber Subsection VI. C. No action taken.
i. Change Subsection VI. D. Board voted against the
proposed change.
j. Renumber Subsection VI. D. No action taken.
7. Agenda item h, AMIGOS Assessment Fee Billing. ( Enclosure
4) .
It was MOVED by Dodson, seconded Janeway that the recommendation
of the Executive Director be approved as
presented.
Passed unanimously.
8. Agenda item f, Proposed BALLOTS Service ( Enclosure 5).
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It was MOVED by Anderson, seconded Janeway, that the
Board authorize the AMIGOS Executive Director to
negotiate with BALLOTS on possible marketing in the
AMIGOS region with a report back to the Executive Board in
approximately six months. Passed unanimously.
Agenda item g, IUC/ AMIGOS Relationship, ( Enclosure 6) was
discussed. No formal action taken.
10. Meeting dates were confirmed incorrectly as November 15,
Executive Board, and November 16, Membership Meeting:
The correct dates are as follows:
November 16, 1977
November 17, 1977
February 24, 1978
Meeting adjourned 4: 15 p. m .
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Executive Board Meeting
Membership Meeting
Executive Board Meeting
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ENCLOSURE 1
July 25, 1977
TO: AMIGOS Bibliographic Council Executive Board
FROM: James H. Kennedy, Executive Director
SUBJECT: Executive Director's Report
Following is a report of the activities of the AMIGOS staff since the last
AMIGOS Executive Board Meeting ( April 28, 1977):
1. The staff of the AMIGOS User Services Department made profile visits
to Pioneer City County, Oklahoma City County, Houston Academy of
Medicine, University of Arkansas at Fayetteville, Amarillo College,
University of Houston Law, Yuma City- County, Tulsa City County,
Dallas County Junior College and Tarrant County Junior College •
2.
3.
4.
5.
The User Services Department staff held training meetings for The
University of Albuquerque, Xavier University, Wayland Baptist, University
of Texas Health Science Center at Houston, Western New
Mexico, Harding College, Eastern Oklahoma District, and Oklahoma
Baptist.
The AMIGOS staff hosted the local ASIS Chapter on May 12th and
discussed possible use of the OCLC system for special libraries.
Demonstrations of the system using Tymnet and the OCLC- lOO terminal
were given. The Executive Director held a similar discussion with the
special librarians in June attending the Industrial Information Advisory
Council.
The Executive Director has had several discussions with CLSI
management in order to develop an interface between the OCLC- lOO
CRT and their computer.
On June 15th, The Executive Director discussed the AMIGOS activities
and presented the recommended Executive Board policies and budget to
the IUC Board of Directors.
The Executive Director discussed the Multiple Terminal Allocation
Formula. He pointed out that this policy is especially pertinent at this
time since, the number of terminals that OCLC can support being finite,
OCLC has been compelled to establish a specific number of new
terminals for each network that may be added in the coming year. The
number specified for AMIGOS is less than necessary to serve new
libraries desiring to be a part of the system as well as the number of
additional terminals that existing member institutions wish to add.
Kennedy indicated confidence that he would be able to negotiate
successfully with OCLC to increase the present terminal allocations for
AMIGOS to take care of critical needs.
Considerable Board discussion ensued regarding this situation, and with
concern expressed by Board members that growth through the addition of
new members should not be achieved at the expense of serving the needs
for additional terminals by present member libraries. Following this, the
IUC Board of Directors unanimously approved the Multiple Terminal
Allocation Formula with, however, instructions that the foregoing
concerns be conveyed as a caution to the AMIGOS Executive Board.
Kennedy suggested that the Executive Board may need to develop a
growth policy for review and endorsement by the IUC Board.
The IUC Board of Directors unanimously approved the Calculation of the
Network FTU Rate at the End of Fiscal Year 1977 as recommended by
the AMIGOS Executive Board.
Executive Director Kennedy then commented on many of the key items
of projected revenue · and expense of the operating budget. Ensuing
discussion disclosed a number of serious concerns by Board members.
There was a general consensus that the IUC Board of Directors should be
involved much earlier in the annual budget planning process, and that the
AMIGOS Executive Director and Executive Board should first submit to
the IUC Board for its approval the principles and detailed guidelines by
which each future annual budget would be developed. Further, that
future budgets should be related to projected actual expenditures for the
prior year rather than to the prior year's budget. The need to directly
relate FTU revenues to actual basic costs of supporting the FTU
services, and separately identifying and costing other AMIGOS services
was stressed. In this connection, concern was displayed that the
projected FTU rate for 1977- 78 continues to rise, while expectations of a
lower rate had been hoped for. It was agreed that the ad hoc Committee
to consider IUC- AMIGOS relationships should give special consideration
to these sorts of concerns as it conducts its study.
In particular, very serious concern was displayed concerning the total
number of AMIGOS staff and a consequent large increase in the overall
projected salary budget. Kennedy pointed out that approved appointments
had recently been made which had to be projected to an annual
basis for the new fiscal year. This fact, plus the associated increase in
fringe benefits and also proposed salary increases resulted in the
proposed overall large increase in projected salary costs; he pointed out
also, that grants already received or projected, would serve to support a
part of the proposed salary budget. Several Board members expressed
concern that the budget projected an average of 8% increases in salaries
for the new fiscal year and stated their views that such increases should
be more equivalent to those provided at IUC institutions.
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6.
7.
8.
9.
Following these discussions, the budget for Fiscal Year 1977- 78 was
approved with an amendment to limit overall AMIGOS staff salary
increases to 6%.
At ALA the Executive Director held several meetings ( 1) to prepare an
institute sponsored by ASLA about Library Cooperation and Networks,
and ( 2) to prepare for CCLN a draft document about the Bibliographic
Component of the National Library Network.
After ALA, Ms. Mollie Thompson of Macquire University in Australia
visited our network and some of our libraries for two weeks.
On June 29 and 30, the Executive Director visited a MINITEX
membership to chair several sessions about the use of OCLC archive
tapes.
As part of an Organization of American States contract, Lou Wetherbee
is currently on the second trip to Costa Rica in order to provide
technical assistance for a processing center at the University of Costa
Rica. The Executive Director will be reviewing the data processing and
communication capabilities at the University of Costa Rica from August
14- 20.
10. AMIGOS received another contract from the OAS to recommend how a
library network can be established in Columbia, South America. Both
Wetherbee and Kennedy will conduct the analysis on a 2- week trip from
August 21- September 4. .
11. The AMIGOS computer- based Reference Service ( ACRS) is being
developed by Carolyn Cox. An announcement is being sent out to the
membership indicating that we will be using the data bases offered by
Lockheed initially and that the first training sessions will be held at the
end of August.
12. Sherrie Schmidt has been active in the development of an OCLC InterNetwork
Quality Control Council. This group composed of a representative
from each network would be responsible for reviewing data base
errors, suggesting sanctions, and developing data base control standards.
13. The Executive Director has been appointed to the OCLC Joint Network
Development Group. This group will collect planning data from the
networks and OCLC, develop questionnaires to ascertain the maximum
charge that libraries will pay for ILL, and develop a better CRT terminal
allocation formula.
14. The Executive Director has not been able to increase the AMIGOS
allocation of 28 OCLC- 100 CRT terminals. Presently OCLC has
purchase orders for 5& terminals for AMIGOS libraries. If other networks
do not need their allocation after January 30, 1978, then AMIGOS may
get more terminals .
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15. Attached is a list of current and potential members.
16. A five- year agreement between OCLC and the IUC was signed on July 1,
1977.
17. The Texas State Library project, " Evaluation of Microform Catalogs",
has been delayed by numerous catalog preparation problems. Presently
the catalogs are being evaluated. Since there are extra funds available
in the project, the Texas State Library has agreed to have AMIGOS write
a computer program that will strip off records from the AMIGOS OCLC
tape for the Texas Numeric Register computer system. The AMIGOS
Executive Director will write the necessary computer programs.
18. A contract extension has been granted by the Oklahoma Department of
Libraries in order to complete the cataloging, etc. of Oklahoma
Government documents.
19. A proposal is being sent to several foundations for a grant to enable
junior college libraries to utilize the OCLC services through AMIGOS.
20. On July 15 and 18 the AMIGOS and SWLA offices were relocated from
the University of Texas at Dallas campus to an office building at the
North Central Expressway ( U. S. 75) and Royal Lane. This location is in
the Dallas central telephone exchange which would decrease AMIGOS
communication costs if OCLC decides to place multiplexors or minicomputers
in the network.
21. AMIGOS is beginning to develop a long- range plan. Among the many
topics to be considered are the desired growth of AMIGOS, i. e number of
new libraries to be added, and the role of AMIGOS in the developing
national library network.
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July 25, 1977
AMIGOS M EM BERS
Arizona
Arizona Health Science Center
Arizona State University
Arizona Western College
Northern Arizona University
Tucson Public Library
University of Arizona
Yuma City- County Library
Arkansas
Arkansas Library Commission
Arkansas Tech University
Central Arkansas Library System
Harding College
Henderson State University
Hendrix College
John Brown University
Ouachita Baptist University
University of Arkansas at Fayetteville
University of Arkansas at Little Rock
University of Arkansas at Pine Bluff
University of Arkansas Medical Science
University of Central Arkansas
Louisiana
Xavier University of Louisiana
Kansas
* Emporia Kansas State University
Wichita State University
New Mexico
Eastern New Mexico University
New Mexico Highlands
New Mexico State University
Un i versit y of Albuquerque
University of New Mexico
University of New Mexico Health Science
University of New Mexico Law School
Western New Mexico University
Oklahoma
Bethany Nazarene College
Cameron University
* Central State University
* East Central State University
Eastern Oklahoma District
Northeastern Oklahoma State
Oklahoma Baptist University
Oklahoma City- County Library
Oklahoma Department of Libraries
Oklahoma State University
Oral Roberts University
Phillips University
Pioneer City County Library
Tulsa City- County Library
University of Oklahoma
University of Tulsa
Texas
. Abilene Christian University
Abilene Public Library
Amarillo College
Amarillo Public
* Atlantic Richfield
Austin College
Austin Public Library
Baylor College of Dentistry ·
Baylor University
Bishop College
* Brooks Air Force
* Corpus Christi Public Library
Dallas Baptist College
Dallas Christian College ( Assoc. Member)
Dallas County Junior Colleges
Dallas Public Library
East Texas State University at Commerce
* East Texas State University at Texarkana
El Paso Community College
El Paso Public Library
Fort Worth Public Library
Hardin- Simmons University
Houston Academy of Medicine
Houston Baptist University
* Houston Public Library
Irving I. S. D.
Irving Public Library
Lamar University
Laredo Junior College
Le Tourneau College
Lubbock City County Library
Mary Hardin- Baylor College
McMurry College
* Mobil Research and Development
North Texas State University
* San Antonio Public Library
Southern Methodist University
Bridwell Library
Southern Methodist University
Fondren Library
Southwest Texas State University
Southwestern Baptist Seminary
Southwestern University
Tarrant County Junior Colleges
Texas A & I University - Corpus Christi
Texas A & I University at
Laredo ( Associate Member)
Texas A & M University
Texas Christian University
Texas College of Osteopathic Medicine
Texas Southern University
Texas State Library
Texas Tech University
Texas Wesleyan College
Texas Woman's University
Uni versity of Dallas
University of Houston
Uni versity of Houston Downtown College
University of Houston Law School
University of St. Thomas
University of Texas at Arlington
University of Texas at Austin
University of Texas at Dallas
University of Texas at El Paso
University of Texas Health Science
Center at Dallas
University of Texas Health Science
Center at Houston
University of Texas of the Permian
Basin
University of Texas at San Antonio
Waco- McLennan County Library
Wayland Baptist College
* Potential Members
Total of 104 Members
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ENCLOSURE 2
AMIGOS ADMINISTRATIVE MEMORANDUM A77- 16
May 9, 1977
TO:
FROM:
AMIGOS Bibliographic Council Library Directors
and Technical Services Directors
James H. Kennedy, Executive Director
SUBJECT: AMIGOS Terminal Allocation
On May 6th, the AMIGOS office was notified by OCLC that our CRT
terminal allocation for fiscal year 1977/ 78 had been decreased to 28 CRTs
from the initial estimate of 40 CRTs. While AMIGOS will make every
effort to increase this allotment, a plan for terminal installation has had to
be developed because there are more requests for terminals to be installed
next fiscal year than the alloted 28 CR Ts.
The AMIGOS terminal allocation plan is based on the concept that resource
sharing in the Southwest can be best accomplished with more libraries
utilizing the OCLC shared- cataloging subsystem. To this end, the following
priorities for terminal installation between July 1, 1977 and June 30, 1978
have been established.
Priority 1: Requests and/ or signed contracts from new AMIGOS
libraries received between February 15, 1977 and
February 1, 1978.
Priority 2: Requests received after February 15, 1977 from
" operational" AMIGOS libraries for terminals to
increase the libraries' cataloging of its collection.
Priority 3: Requests received after February 15, 1977 from
" operational" AMIGOS libraries for terminals for
serials check- in, public service access, etc.
Priority 4: Requests and/ or signed contracts from new AMIGOS
libraries received after February 1, 1978.
Obviously, Priority 2 or 3 requests will not be implemented if there are no
more allocated terminals. This fact will not be known until February, 1978.
Of course, if the AMIGOS allocation is increased, then the majority of the
requests for additional terminals will be processed as soon as possible.
If this plan causes severe hardships on " operational" libraries, please
contact the AMIGOS Executive Director. Also, continue to submit requests
for additional terminals with the appropriate documentation { intended use,
terminal location, modem requirements, and expected total titles to be
cataloged annually} to the AMIGOS office, since there is a high probability
that AMIGOS will get additional terminals.
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Enclosure 3
Proposed Changes to the AMIGOS Bylaws
The following additions or modifications to the AMIGOS By- laws are recommended:
A. Add the following Subsection to the " Statement of Purpose" section I:
B.
C.
G. To provide computer- based library services and technical assistance
for institutions in the Southwest, Latin America, South America, and
the Caribbean Region.
Change Subsection IV. A. I. " Organizational Structure" to read:
Any non- profit agency or library which has a current contract with
the ABC to participate in the network through the installation of a
terminaI( s) on its institutional premises utilizing leased communication
circuits shall be a Voting Member of ABC.
Change Subsection IV. A. 2. " Organizational Structure" to read:
2. Associate Membership, with no voting privileges, is accorded those
non- profit agencies or libraries either utilizing terminals of a Voting
Member or utilizing terminals not on a leased communication
circuit.
D. Change Subsection IV. C. " Meetings of the Membership" to read:
The ABC shall meet at least one time each year called at the
discretion of the Chairperson. Special meetings may be •.•• ABe.
E. Change Subsection V. " Officers of the AMIGOS Bibliographic Council" to
read:
A Chairperson, A Vice- Chairperson, a Secretary and a Treasurer,
shall serve a term of one year and may succeed themsleves, with a
maximum of two consectutive terms. These officers will be elected
by and from the total Executive Board in the Spring and shall assume
their offices the following July 1st. The officers shall have such
powers and duties as are normally incident to such offices and shall
function in their respective positions for both the ABC and its
Executive Board •
F. Change Subsection VI. A. " Election of Members- at- Large" to read:
A. Election of Executive Board Members
Members of the Executive Board shall be nominated and elected by
ballot by the Voting Members in the Spring. A majority of the votes
shall elect. All members shall assume office the following July 1st
for two- years and may be reelected for a maximum of two
consecutive terms. Seven of the members will be elected in the
Spring of odd- numbered years.
G. Eliminate Subsection VI. B. " Term of Office"
H. Renumber Subsection VI. C. to VI. B.
I. Change Subsection VI. D. " Meetings" to read:
The Executive Board shall meet at least three times each year
called at the discretion of the Chairperson. Special
meetings ••. Board.
J. Renumber Subsection VI. D. to VI. C.
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Enclosure 4
AMIGOS Assessment Fee Billing
A. Background
1. Presently AMIGOS invoices the total assessment fee upon receipt of
the signed MEMORANDUM OF UNDERSTANDING.
2. With the long delay before a new institution may become operational,
it may be unfair to hold their money.
B. Recommendation
1. Upon receipt of the MEMORANDUM OF UNDERSTANDING invoice
the institution for $ 1,000.
2. When the profile visit is made, the institution should be invoiced for
the balance, namely, $ 1,500.
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Enclosure 5
Proposed BALLOTS Service
A. Background
1. BALLOTS desires to market its services in the Southwest and would
like to have AMIGOS perform the marketing and training.
2. The BALLOTS system has many advantages to some libraries.
3. With the OCLC limitation on our growth, this service would enable
other libraries in our region to reduce their costs.
4. This additional service would enable AMIGOS to become more of a
full- service network, rather than being as dependent on OCLC.
5. If AMIGOS does not develop this service, then other organizations
like BCR or MARCIVE may offer this service in this region.
6. Assuming that AMIGOS would receive a fee from BALLOTS
equivalent to 20% of BALLOTS system usage fees, then AMIGOS
income would be at least $ 96 per day if 20 libraries each used the
system two hours per day.
7. If sufficient income or usage was generated, then additional staff
would be required.
B. Recommendation
The Executive Board authorizes the AMIGOS Executive Director to
begin negotiations with BALLOTS based on a training and marketing
plan submitted by AMIGOS. Such negotiations would begin in early
September. Income would have to be sufficient before any increase
in staff would be authorized.
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Enclosure 6
fuel AMIGOS Relationship
Attached is a working paper prepared by Ross Peavey with some
suggestions by the AMfGOS Executive Director. The full
committee, including the AMIGOS Executive Board Chairman,
will meet on August 9 to discuss this subject. Your reactions and
comments at the Board meeting about this topic would be
appreciated.
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' JUN 2 9 19' n .
INTERUNIVERSITY COUNCIL
of the
NORTH TEXAS AREA
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TAFF OFFICES,
2400 N. Armstrong Parkway
Richardson. Texas 75080
PHONE,
Ale 214 2l1- 7211
MAIL ADDRESS:
p" O. Box 688
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Richordson. Texo, 75080
June 27, 1977
MEMORANDUM
To: IUC ad hoc Committee o~ C- AMIGOS Relationships
R. C. Peavey ! 2act: . . From:
Subject: Attached Analysi s
The attached paper discussing possible alternatives for IUC- AMIGOS
relationships has been prepared to provide the nd hoc C0111111ittec a starting
point for its discussions and deliberations on this n1atter.
After you have had a chance to study this analysis, I shall be in
touch with you to find a time when all Comm ittee members can meet
conveniently. Mr. Kennedy and I will also plan to attend in order to
provide further inputs, if needed. Dr. Peters and/ or Mr. Crandell may
also attend if discussions impinge on TAGER's interests.
ad hoc Committee:
President Nolen, Chairman
Pres ident Sprague
President Zumberge
RCP: sb
Encl.
cc: v( ames H. Kennedy
Gilbert A. Peters
E. L. Crandell
CONSTITUENT INSTITUTIONS
Eosl Texas Slolc University Norlh Texas State University Southern Methodist Univenily Texas Christian Univeuity Texas Wornan"$ Univenity
The University of Texas at Arlington The University of Texas Health Science Cenler 01 Dallas University of Dallas
Au~ lin College Bishop Col/ ege 001105 Boplilt College Texas. W8~ I& yo.,. Colittg_
Baylor College of Denti5try Th& Univ& rsity of Tcxo~ at Dalia.
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IUC - AMIGOS RELATIONSHIPS
An Analysis
Prepared for the Ad Hoc Committee
of the
IUC Board of Directors
Background
Initial IUC planning which began in 1972 to interconnect IUe institutional
libraries with the Ohio College Library Center ( OCLC) in
Columbus culminated in November 1973 by the execution of a three- year
IUC- OCLC Agreement. As this planning proceeded and the activities to
establish the interconnection progressed, other libraries in the Southwest
also evinced, interest in participating under the Agreement. Consequently
the IUC' Board of Directors defined a geographical sphere of
interest for the Network to include six southwestern states ( Arkansas,
Arizona, Louisiana, New Mexico, Oklahoma and Texas), and early in
1975 authorized formation of the AMIGOS BibliographiC Council under
the auspices of the IUC to adnl inister the expanding network. A copy of
the Bylaws for the Council, as approved by the IUC Board of Directors
on June 17, 1975, is attached. At subsequent meetings the IUC Board
authorized the AMIGOS Network to include one academic institution in
southern Kansas and, on November 19, 1976, also authorized AMIGOS
to provide services to Mexican and other libraries in Latin America
under certain lirniting provisos.
The growth of the Networ k in the somewhat more than t\ VO years
since the AMIGOS BibliographiC Council was established is illustrated
by the following statistics:
1975 1977 1978- projected
Member Libraries 24 86 110
User Term inals 32 162 200
First Time Uses * 202,000 700,000 900,000
Annual Budget $ 445,000 $ 1,300,000 $ 1,82.5,000
Staff 2 1/ 2 8 1/ 2 8 1/ 2
Geographic Scope 2 states 7 states plus 7 states plus
Latin America Latin America
* Index for Computing Data Service Charges
Page 2
Moreover, AMIGOS is beginning to develop ancillary library services
for its members which are unrelated, or only indirectly related,
to the services deriving . from OCLC; to do so it is negotiating . for grants
from foundations and state or federal agencies. Furthermore, increasing
discussion of a national library network is now occurring, and
AMIGOS is conceived as the probable Southwestern node for this nation":
wide developm ent.
As a consequence of the foregoing factors and the growth in size
and scope of AMIGOS, the AMIGOS Executive Board has proposed that
it may re d. mely to re- examine the present relationships between the
lUC and AMIGOS. The lUC Board of Directors reacted to this proposal
by appointing an ad hoc Board committee, for which this paper has been
prepared, to conduct this exam ination and to make recon1mendations to
the full Board. .,
Alternatives for lUC- AMIGOS Relationships
I Retention of the PreseIlt RE! lationships
A. The growth of AMIGOS in scope, membership and geography
calls into question whether the IUC · should, or desires to, retain ultimate
responsibility for governance of the AMIGOS program.
It should be noted at the outset that the scope of the program
is not in contravention of the IUC Charter and Bylaws, both of which were
formally amended expressly to permit AMIGOS expansion in objectives
and geography. Nevertheless) all other purposes and programs of the
Interuniversity Council are, and have been previously, concerned with
fostering higher education in the North Texas area through the planning
and the conduct of specific cooperative projects among IUC member institutions.
Thus, the central question for the lUC is not a legal one but,
perhaps, a philosophical one: Coes the lUC desire tO, or should IUC, retain
ultimate authority for an organization \ vhose mem rership and type
of program activities have reached the present dimensions?
B. It has been argued that the AMIGOS Membership, or its
elec: ted Exec uti ve Board, should be able to approve polic ies, budgets,
contracts, etc.
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These authorities were expressly reserved to the lUC Board ( see
especially Sections II and VI- C of the AMIGOS Bylaws) as it considered
and finally approved the AMIGOS Bylaws. Furthermore, IUe Board
discussions on June IS, 1977, \ vhen the proposed AMIGOS budget for the
ncxt fiscal year was reviewed, appear to denlonstrate a des ire by Board
members to retain budgetary authorities presently reserved to the IUe
Board of Directors in the AMIGOS Bylaws.
, Moreover J senior administrative acadell1ic officials ( e. g. J business
managers, vice presidents, presidents) who have actually executed institutional
agreements with the IUC to participate in the program are not
known to have questioned the ultimate authority of the IUC Board for continued
governance of AMIGOS ( nor have most of the library directors
who are actually designated by their institutions as official mem mrs of
the AMIGOS Bibliographic Council). If the present IUC - AMIGOS relationships
are proposed to be significantly altered, it would be courteous and
politiC to obtain the views of these senior institutional officials concerning
the proposed new organizational structure before a final decision is made.
Possibly, it nlay be timely to obtain the views of these institutional officials
even if it is decided to make no changes in the present IUC- AMIGOS
relationship.
C. AMIGOS activities have now grown to substantial size ( with
a budget for Fiscal Year 1977- 78 of sonlC $ 1.8 nlillion) which could exposc
the IUC Board of Directors to potential legal liabilities which it
deenlcd undes ir~ ble. ( For example, prepaid services by AMIGOS librar ies
constitute a substantial liability until those services have actually been delivered
during the fiscal year.)
Presently, the IUC Board of Directors is legally responsible for all
Al'vlIGOS actions and activities and is subject to suit and/ or other legal
action. By virtue of the ' authorities extended to AMIGOS under its Byla\ vs)
both the AMIGOS Membership and its elected Executive Board are equally
legally liable with the IUC Board for all AMIGOS activities and actions.
The: extent of this potential legal risk for IUC and the IUC Board is not
, easy to quantify, but probably should be weighed in considering continuation
of the present IUC- AMIGOS relationship .
" Page- 4
II l\ 10dification of the Memrership of the AMIGOS Executive Board
( requiring an anlenclment of the present AMIGOS Bylaws) to pro- •
vide for appointment of lUC Board members to the AMIGOS Board
and then to pernlit the A1vlIGOS Boarel to approve policies, budgets,
contracts, etc.)
A. The purpose of this alternative would be to avoid the occasional
inconvenience of delaying · important AMIGOS decisions until the next meeting
of the IUC Board of Directors. This alternative would also avoid the consequence
that the IUC Board of Directors could reverse a decision of the
AMIGOS Executive Board or the full AMIGOS Mem rership.
Under this structure the role of the IUC Board of Directors
would be only that of receiving status reports concerning AMIGOS and
offering advice to the AMIGOS Executive Board. In this situation, the IUC
Board members selected to be members of the AMIGOS Executive Board
would be expected to exercise legal authority on behalf of the full13oard.
B. The legal liabilities of the IUC and the lUC Board indicated
under I- C would not be altered under this possible alternative as AMIGOS
\ vould still be an agency of the IUC. Likewise, this alternative would not
affect any IUC agreements with OeLC or the separate AMIGOS institutions.
This alternative 111ay be undesirable for the iuc si~ ce its l~ gal liabil~ ties •
and obligations remain unchanged, while all deCiSion- making responsibility
bas been ceded to the expanded AMIGOS Executive Board.
III Establishment of AMIGOS as a separate, non- profit corporation,
severing all affiliation with the I UC, and govern. ed by a Board of
Directors selected by" the AMIGOS Memrership.
A. Assuming a full severance of the present relationship,
AMIGOS would have to fornlally obtain for itself a charter as a non - profit
organization and other associated special registrations ( e. g., sales- tax
Gxclnption, etc.). Ultimate responSibility for all AMIGOS actions would
then reside in the individuals appointed by participating institutions to the
AMIGOS Menlbership and to an AMIGOS Board of Directors which would
have to be formed. In this situation AMIGOS would also have to obtain
an exemption from federal income taxes under Section 501 ( C) ( 3) of the
IRS code, a process which might present some difficulties in view of
current IRS attitudes to scrutinize such organizations rather closely. It
is very likely, however, that a favorable IRS ruling could be achieved . •
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B. Considering the prior action of the IUC Board of Directors,
to retain for IUC the final authority to approve policies, operating budgets,
contracts, etc., and particularly the IUC Board sentiments at its
June 15, 1977 meeting, the IUC Board may be unwilling at the present
time to agree to this alternative.
It should be realized, however, that there are son1e protagonists in
AMIGOS who favor this course.
C. Adopting this alternative · would, of course, relieve the IUC
and the IUC Board of Directors of all potential legal liabilities/ responsibilities
previously disc ussed.
D. Adopting this alternative could have a material effect on
TAGER - AMIGOS ( IUC) relationships ( see discussion following).
IV Establishn1ent of AMIGOS as a separate non- profit corporation,
severing <. 111 affili(} tion with the IUe, and governed by a Board of
Directors selected by the ~ lclnlinistrative heads of all institutions
now participating in AMIGOS prog- rams.
A. This is a variation of alternative III, and III - A, C and D
\ vould apply here as well. Conceivably, the IUe n1ight be willing for
such a Board of Directors to assun1e present responsibilities of the IUC
Board in such a: reas as policy, budget approvals, etc. It should be
realized, however, that all of the potential legal responsibilities and
risks now incurred by the IUC under the present relationship would in
turn be incurred by the new AMIGOS Board of Directors.
TAGER - AMIGOS ( IUC) Relationships
Currently, TAGER assists AMIGOS in two ways: through aiding in
AMIGOS financial, bookkeeping, etc. nlanagcment; and, through the ·
provision by TAGER engineers of maintenance service for CRT ternlinals
operating in libraries of North Texas institutions. TAGER is reimbursed
for these services, \ vhich provides some revenues for TAGER t S annual
operating budgets.
.. · ..
"- Pac~ 6 b
In addition by IUC request, the TAGER Governing Board has agreed e
to the appointment of the AMIGOS staff actually as members of the TAGER
staff so that they can obtain the fringe benefits ( e. g., medical/ hospital
insurance) D10re cheaply than could be obtained as a small separate group,
and so that other advantages of some common staff services could be ob-tained.
Considering the foregoing alternatives, it appears that those cited
under III and IVwould probably affect present AMIGOS- TAGER relationships.
If either of these latter alternatives is decided upon, it appears that
TAGER should re- examine the desirability of continuing the financial and
CRJ:.' Ipaintenance services which it now provides for AMIGOS and,. especially,
the desirability for the continued appointment of the AMIGOS staff as actual
D1eD1bers of the TAGER staff.
If such decisions should be adverse to the present relationship, TAGER
would lose revenues) the financ ial manageD1cnt AMIGOS staff would need to
be increased with a consequent increase in A: rvIIGOS adD1inistrativc costs,
the need for AJ\ 1IGOS to develop its own fringe benefits paCkage would be
more difficult and costly, and terminal ma" intenarce service, no\ v provided
by TAGER for AMIGOS) would likely be D10re costly. .- e--.
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