May 18, 2012 Board Meeting

Association for Rural and Small Libraries Board of Directors Meeting
Friday, May 19, 2012, 8:30 PT; 9:30 MT; 10:30 CT; 11:30 ET

AGENDA (APPROVED MINUTES BELOW)

I.    Welcome and Call to Order  
Becky Heil, President

II.    Consent Agenda

  • Approve Minutes of March 23, 2012, Louise Greene, Secretary
  • Current Financial Statements, Lesley Boughton, Treasurer

III.    President’s Report  
Becky

  • Support letter for the FCC Proceeding
  • IRS status
  • 2013 Iowa/Nebraska Conference MOU
  • Website updates & maintenance responsibilities

IV.    Executive Committee Report 
Becky

  • Proposed Conference Partner MOU that will be customized each year
  • Progress on ARSL’s first Annual Report
  • Recommendation on web-meeting system for ARSL

V.    Treasurer’s Report    
Lesley

  • Overview of ARSL’s financial picture

VI.    Conference Update
Andrea Berstler, Chair

  • Conference Program
  • Conference Scholarships Program
  • Conference Partner MOU with North Carolina State Library

VII.    Partnerships Committee
Sonja Plummer-Morgan, Chair

  • Update on Gates Foundation Proposal
  • Update on NSF Project & ALA Program Committee-Larry Grieco
  • Update on  UNT PEARL Program-Louise Greene
  • Special Project-Louise

VIII.    Nominating Committee
Sonja Plummer-Morgan, Chair

  • Proposed Slate for 2012 Election

IX.  Member Services Committee
Jennifer Peterson, Chair

  • Website
  • June Newsletter
  • Webinars
  1. March 27: Adult Programs on a $0 Budget with Joey Holmes, Laurens Co Library, SC (997 registrants and 578 attendees!)
  2. June 7: Best Kept Secret: Marketing the Small & Rural Library with Melinda Tanner and Michelle McIntyre
  3. September 11: Best Small Library 2012 with Library Journal and Julie Hildebrand, Library Director, Independence Public Library (KS)
  4. December: Community Outreach Plans with the PEARL Project, Barbara Blake and Louise Greene
  • ARSL sponsored events at ALA
  1. Advocacy and Fundraising for your Rural or Tribal Library, June 23, 1:30-3:00pm
  2. Rural and Small Libraries Build and Connect Communities, part of the 2012 Diversity and Outreach Fair, June 23, 3:00-5:00pm
  3. Building and Sustaining Strategic Plans and Partnerships in your Rural or Tribal Community, June 24, 10:30am-12:00pm

X.  Membership Development Committee
Tena Hanson, Chair

  • Update

XI. New Business

XII. PUBLIC COMMENT

Next Board Meeting – Friday, July 20, 2012 – 8:30 am Pacific; 9:30 am Mountain; 10:30 am Central; 11:30 am Eastern

ADJOURN BOARD MEETING

MINUTES

Opening:  The meeting of the Board of Directors of the Association of Rural and Small Libraries was

called to order at 8:30 a.m. Pacific; 9:30 a.m. Mountain; 10:30 a.m. Central; 11:30 a.m. Eastern on May 18, 2012 via conference call.

Present:  Andrea Berstler, Lesley Boughton, Louise Greene, Tena Hanson, Becky Heil, Paul Healey, Alison Miller, Jennifer Peterson, Sonja Plummer-Morgan, Steve Seale, Sharon Michie, Lorie Womack

Absent: Larry Greico, Carla Lehn, Dwight McInvaill

Quorum Present:  Yes

Others Present: None

Consent Agenda

Minutes for the January 5, 2012 and the March 23, 2012 were approved.

President’s Report

The ARSL letter of support for Advancing Broadband Availability through Digital Literacy Training FCC Proceeding is posted to the FCC website.

http://apps.fcc.gov/ecfs/comment/view?id=6017032634

The tax attorney approved the letter in application for the IRS 501c3 status.

The MOU between ARSL and the Iowa/Nebraska Conference representatives was signed.  This represents the first time such an agreement has been reached for a future ARSL Annual Conference.

A document outlining the responsibilities and process of website maintenance, updates and responsibilities is being prepared by Jennifer Peterson for the annual conference board meeting in Raleigh.

The IRS Form 990 was filed for the full year on deadline.

Executive Committee Report

The Executive Committee met has three times to accomplish their work plan. The conference opportunity document is being revised.  Approval of the MOU draft, outlining conference partner commitments and information about the conference, was tabled until the next board meeting.

The first ARSL Annual Report is planned for publication in time for the Raleigh conference.  A draft will be presented before the end of June.

Carla Lehn met with representatives of Tech Soup to discuss a system platform for online meetings.

501c3 status is required of ARSL for a purchase of such a platform. The California State Library was thanked for its contribution in facilitating ARSL Board Meetings to date.

Treasurer’s Report 

Lesley Boughton noted that the summary noted the important role of the annual conference in providing 88% of the operating budget.  Improvements to the expense forms are planned.

Conference Update

The conference program for Raleigh, N.C. is being updated.  A description of conference packets was given.  Applications for conference scholarships were received within four hours after posting availability on the ARSL list serv.  Conference MOUs for 2012 and 2013 have been signed.  Board member travel forms will be sent when available.  A conference scout trip is planned before the location announcement is made for the 2013 conference.

Partnerships Committee

The ARSL proposal for a grant to the Gates Foundation was not accepted.  The foundation did approved a consulting appointment.  A contract with a specific consultant is being reviewed after request for bid.  The contract includes a review of the work plan and a board retreat for strategic planning in 2013.  A retreat planning committee was discussed.

The National Science Foundation has chosen twenty rural libraries as test sites for “Pushing the Limits” science programming for adults.

The University of North Texas PEARL Program sponsored a session at the Texas Library Association annual conference in Houston.  Lesley Boughton, ARSL Board Treasurer, was the guest speaker.  She presented a program on rural libraries and the nature of rural communities.  ARSL brochures and ribbons were distributed at the program.  UNT will host the 2013 iConference; ARSL presence at the conference was discussed.

Nominating Committee

Eight people applied for open ARSL board positions.  The quality of applicants was described as exceptional.  Sonja Plummer-Morgan, Chair of the Nominating Committee, moved to accept a slate of final candidates: Lorie Womack, Gail Sheldon, Tameca Beckett and Lisa Lewis.  Motion carried.

Tena Hanson, Chair of Membership Development Committee, was nominated for the position of ARSL Vice-President/President Elect.  Motion carried.

The committee proposed the following wording to replace current by-laws:

“A Board member who does not attend two (2) consecutive regularly scheduled meetings shall be removed from the Board unless the Board recognizes extenuating circumstances, and grants their continuation as a Board member.”

It was acknowledged that the full membership of ARSL must vote on the by-law change.  Motion made and accepted to place the by-law text change on the ballot.

Member Services Committee

Requests have been made to post job vacancies on the ARSL website.  An agreement was reached that ARSL would feature specifically rural postings from members.

Forms have been developed for featured library postings to the website.  Training documentation is in process for posting to the ARSL website.  Future maps will contain the name of the member’s library, town and state with the possibility of linking a photo of the library and the service population.

The March 27th Web Junction webinar, Adult Programs on a $0 Budget, had 587 attendees.  ARSL will sponsor three events at the ALA Annual Conference in Anaheim, CA:

Membership Development Committee

Current ARSL membership has grown to 426.  Two additional state contact volunteers were assigned leaving only 4 states without an ARSL contact.  Membership renewal notices were revised.  State contacts are marketing the annual conference, conference scholarships and nominations to open board positions.  ARSL brochures and conference ribbons are at half the printed supply.

New Business

There was no new business.

Public Comment

There was no public comment.

ADJOURN BOARD MEETING

The meeting was adjourned at 12:07 p.m. Central.

Respectfully Submitted,

Louise W. Greene, Secretary

See also Board Minutes Archive

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