Jan. 18, 2013 Meeting Minutes

Association for Rural and Small Libraries
Meeting Minutes
Board of Directors
Friday, January 18, 2013 11:30 a.m. Eastern VIA READYTALK


Opening: The meeting of the Board of Directors of the Association for Rural and Small Libraries was called to order by Andrea Berstler, President, at 11:30 a.m. Eastern on January 18, 2013 via conference call.

Present: Andrea Berstler, Tameca Beckett, Lesley Boughton, Donna Brice, Louise Greene, Tena Hanson, Becky Heil, Paul Healey, Lisa Lewis, Carolyn Petersen, Jennifer Peterson, Steve Seale, Lorie Womack

Absent: Gail Sheldon

Quorum Present: Yes

Others Present: 4 Members

Call to Order

The meeting was called to order by Andrea Berstler, President, at 11:30 a.m. Eastern.

Consent Agenda

The minutes of the November 16, 2012 meeting were approved without changes or corrections.

Treasurer’s Report

The current financial statement was reviewed by Leslie Boughton,Treasurer. The statement shows a deficit which could be corrected upon board recommendation for a balanced budget. Alternatively, the board could vote to accept the budget as is and work toward a balanced budget. Motions were made and carried made to accept the unbalanced budget. It was noted that ARSL has a short budget history as an organization and that an unbalanced budget is different from a deficit budget.

The 2013 proposed budget delineates telephone and virtual meeting expenses from the other administrative expenses as a separate line item. The conference expenses were moved to the Member Services area. The proposed budget also moves Scholarships to the conference budget lines. The conference budget line was adjusted to reflect anticipated revenue from members and vendors.

Increases in revenue will be examined at the Board Retreat in March in Chicago. Budget shortfalls may need to be extracted from the board travel line.

AMR recommended an audit. Three levels of audits and their costs were described. Motions were made and carried for an audit expense of $2,000 during 2013. This will be re-visited for 2014. The cost will be in the Accounting line of the budget.

Leslie announced that COSLA will be the official sponsor of the opening reception at ARSL in Omaha.

President’s Report

Andrea will schedule a January Committee Chairs’ meeting with a quarterly meeting of committee chairs as a goal. Volunteer role descriptions from each committee were requested. The Digital Inclusion Survey was briefly mentioned; more information is forthcoming.

An organization with a mission statement very similar to ARSL’s will be formally contacted by Leslie Boughton.

Executive Committee Report

Conference locations through 2018 were reviewed. Motions were made and accepted.

o 2013 – Iowa/Nebraska

o 2014 – Washington State

o 2015 – New England/Northeast (NH/Mass/RI/CT/VT)

o 2016 – Little Rock, Arkansas

o 2017 – St. George, Utah

o 2018 – Illinois (tentative)/Other Potential Locations (Kansas, Mississippi)

A map of conference locations through 2017 was shown.

Procedures to review conference locations on an annual basis will be incorporated in the Conference Policy documents.

Motions were made and carried to accept the Volunteer Coordinator position description.

Steering Committee Report

The upcoming Board Retreat information was received by all board members. Becky Heil gave an update on the Focus Groups and Online Survey. There were over 2,000 respondents. 15% of those were ARSL members. The report of the findings will be finished by the end of February. The agenda for Chicago is being finalized. There will be guests at the reception. There will be an extra board meeting February 21 or 22 of one hour to review the process of involvement with the Bill and Melinda Gates Foundation.

Governance Committee

There are opportunities for volunteering on this committee. Anyone interested should contact Paul Healy.

Partnerships Committee

Steve Seale, Partnership Chair, listed the applications to date for Affiliate status. The U.S. Fire Administration withdrew its initial application but will resubmit a revised application. Motions were made and carried to accept the application from United for Libraries (formerly FOLUSA, ALTAFF).

The SHLB membership dues for renewed membership are in the budget. There will be many opportunities for volunteers as more applications are received for Affiliate status. It is anticipated that liaisons will be appointed to Affiliates. Liaisons will require approval by the Executive Committee.

2013 Conference

Tena Hanson reported that a site visit to Omaha IA/NE state library contacts found everything right-sized in facility; The reception will be hosted by the Omaha Public Library will host the reception.

There are currently 41 people working on the conference. There is a monthly check-in meeting for all working groups. The call for program proposals has been sent out. Arrangements with keynote speakers are underway. The formal AV partnership for this conference is the Nebraska and Iowa State Libraries and the Omaha Public Library.

Member Services Committee

There are volunteer opportunities for anyone attending the Midwinter or Annual Conferences of ALA for programs being sponsored by ARSL.

There is now an area of the website devoted to job postings thanks to Kieran Hixon.

The January/February newsletter had a 39% open rate.

Membership Development Committee

Library schools were contacted as possible institutional members. Nineteen responded with interest. The current key contacts list is not as effective as it could be. There are 12 states without current contacts. Alternative means of distributing messages are being considered.

The meeting adjourned at 12:15 p.m. Eastern Time.

Next Board Meeting – Friday, March 15, 2013, 11:30 a.m. Eastern Time

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