2012 minutes

Nov 16, 2012 – Meeting Minutes

Meeting Minutes  Association for Rural and Small Libraries

Board of Directors

 Friday, November 16, 2012 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 November 16, 2012 via conference call.

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

Absent: Tena Hanson Quorum Present:  Yes Others Present: 2 Members

Consent Agenda

The minutes of the September 29/30, 2012 meeting were approved without changes or corrections.

Treasurer’s Report

Future board meetings will display the treasurer’s report on the shared screen.

Lesley Boughton summarized the current financial statement. Revenue from membership dues was stronger than anticipated. The annual conference incurred expenses beyond revenue. Two factors for cost overruns were 1) registration process funding exceeded what was planned 2) audio-visual costs were higher than anticipated. Audio-visual support for hardware was provided by the hotel. 2013 conference planning will include requests for hardware support from the IA/NE state libraries.

A discussion of the 2013 Budget included: adjusting line items to more closely reflect expenses; eliminating costs for under-used services, and making conference costs for audio-visual part of the discussion with potential partners.

There were no other comments or questions.

President’s Report

Andrea will schedule a Committee Chairs meeting for January.  Quarterly committee chair meetings are planned.

The Governance Committee is working on setting priorities for policy revision and a procedure for policy revision and review. Committee chairs will be asked to state the need for the policy and its impact on the association.  Governance will put the policy in final form for a review.

The Volunteer Coordinator position guidelines have been developed with a position description.

Executive Committee Report

Revised 2013 Committee Workplans were reviewed and approved as follows: Strategic Goals: edited and accepted

Membership Committee: edited and accepted

Membership Development Committee: edited and accepted Partnership Committee: as is and accepted

Conference Committee: as is and accepted Executive Committee: as is and accepted Finance Committee: as is and accepted

Nominating Committee: change dates to match 2013 calendar and accepted

A final motion was made to accept the work plans as they stand or revised with the caveat that plans may be altered pending the results of a Board Retreat sponsored by the Gates Foundation in March.  Motion carried.

Steering Committee Report

The dates of the Board Retreat have been set for March 6, 2013 to March 8, 2013. The location will be somewhere in the Midwest to be announced. The costs of the retreat will be carried by the Gates Foundation.

The general survey from the consulting group opened today (November 16, 2013). It has been requested that the survey be disseminated far and wide to both members of ARSL and non-members. The focus groups have been completed.

Conference

Business from the Raleigh conference has been concluded. The Iowa/Nebraska Conference announcement for 2013 will be made today (November 16, 2013). The hotel contract for the 2013 conference has been signed.

Governance Committee

Connection for Paul Healey was lost during the meeting.  Policies for board review will be placed in DropBox prior to meetings.  A policy for website content is planned.

The Partnership Policy, as amended by Governance, was approved. Motion carried.

The Partnership Affiliate Policy, as amended by Governance, was edited and approved.  Motion carried.

Partnerships Committee

It was reported that the UNT PEARL Project is in its final phase.  UNT has applied for an IMLS grant that proposes 20 fully funded Master’s degree programs in Library Science for rural librarians.

The US Fire Administration has requested that ARSL assist, through the rural library network, to inform communities about fire safety.

The committee will survey interest in mentoring among association members.

The newly adopted Affiliate status is expected to help align state associations with ARSL goals.

Member Services Committee

There have been new members on the committee since the conference. The OCLC webinar for December has 200 registered to date.

Efforts are being made to continue planning with RNTLOK for ALA Midwinter.

The photograph collection maintained on FLICKR will be mined for images to keep the website constantly refreshed. Member Julie Elmore was thanked for her contribution to this effort. Many feature articles were recently posted on the website as planned. After exploring alternatives to reduce expenses for the newsletter, the committee decided to stay with Constant Contact with an update to the contract to reflect the 501c3 status of ARSL.

The committee has worked with Governance to develop guidelines for web submission.    These guidelines were edited. Motion to accept was carried.

Membership Development Committee

The Membership committee has divided work tasks. Gail Sheldon will contact library graduate  schools to recruit new graduates. The Alabama Library Association has requested a panel discussion at its state conference. Gail will be a member of that panel. The list of state key contacts is being contacted. 1/3 of the contacts have agreed to continue in that role; the remainder will be contacted in December. Other members of the committee are working out the expenses associated with producing the package of brochures, ribbons and banners.

New Business

No new business was presented.

Public Comment

A suggestion was made that state chapters of ARSL be formed to facilitate state-level discussions among ARSL members such as with round-tables.

A comment was made that hardware and software issues at conferences could be assisted by utilizing the capacity of the cloud.

The meeting was adjourned at 1:10 pm Eastern Time.

Next Board Meeting – Friday, January 18, 2013, 11:30 am Eastern Time

Respectfully submitted, Louise W. Greene, Secretary


November 16, 2012 Board Meeting

Association for Rural and Small Libraries

Board of Directors Meeting

Friday, November 16, 2012
11:30 a.m. Eastern

ARSL Mission Statement:

The Mission of the Association for Rural & Small Libraries is to provide a network of people and materials to support rural and small library staff, volunteers and trustees to integrate the library thoroughly with the life and work of the community it serves.

I. Welcome and Call to Order Andrea Berstler, President

II. Approve Minutes of Sept 29/30, 2012*/** Louise Greene, Secretary

III. Treasurer’s Report Lesley Boughton, Treasurer

  • Current Financial Statements**
  • Conference Financial Report**
  • 2013 Budget Discussion

IV. President’s Report Andrea

  • Schedule a January Committee Chairs Meeting
  • Priority list of policies for Governance Committee
    • Policy Development Procedure
  • Volunteer Coordinator Position

V. Executive Committee Report Andrea

  • Review/Approval of Revised 2013 Committee Workplans*/**

VI. Steering Committee Report Becky Heil, Immediate Past President

  • Update on Board Retreat
  • Update on Focus Groups and Online Survey

VII. Conference

  • Raleigh Wrap-Up Andrea
  • Iowa/Nebraska Update Tena

VIII. Governance Committee Paul Healey, Chair

  • Policies for board review will be placed in DropBox prior to the meeting

IX. Partnerships Committee Steve Seale, Chair

  • Update on UNT PEARL Program Louise Greene
  • Other

X. Member Services Committee Jennifer Peterson & Tameca Beckett, Chairs

  • Website:
    • Photo project – Thank you to Julie Elmore!
    • Features – Committee members and board members volunteered to take lead on recruiting or creating features
  • Newsletter:
    • Will update Constant Contact so charged non-profit pricing.
    • Winter newsletter – copy deadline November 12

XI. Membership Development Committee Carolyn Petersen, Chair

  •  Update

XII. New Business

XIII. PUBLIC COMMENT

Next Board Meeting – Friday, January 18, 2013, 11:30 am Eastern Time

90 min. ADJOURN BOARD MEETING

See also Board Minutes Archive


September 29, 2012 Annual Board Meeting Minutes

Association for Rural and Small Libraries
Annual Board Meeting Minutes
Raleigh, North Carolina September 29, 2012

Present: Andrea Berstler, Steve Seale, Louise Greene, Lisa Lewis, Tameca Beckett, Donna Brice, Tena Hanson, Lori Womak, Becky Heil, Gail Sheldon, Jennifer Peterson, Carolyn Petersen, Paul Healey (via Skype) and Carla Lehn, Convener

Absent: Lesley Boughton

Quorum Present? Yes

Others: Kieran Hixon, Don Reynolds, Shirley Vonderhaar

The meeting of the Board of Directors of the Association for Rural and Small Libraries was called to order at 1:39 p.m. a.m. on September 29, 2012 in Raleigh, North Carolina by Andrea Berstler, President.

I. President’s Goals for the Annual Meeting: good communication and a solid work plan.

II. Board Members, Carla Lehn and guests present were introduced to one another.

III. Kieran Hixon, the ARSL member who was largely responsible for the re-design of the website, gave an overview of the ARSL website. Kieran noted that a screencast is planned that will train board members to independently contribute, update and post content.

IV. Retiring Presidents Remarks
Becky reviewed some of the association’s accomplishments during her tenure as board president: punctual board meetings; executive committee minutes; Dropbox storage and organization; policy reviews; liability insurance; a template for a conference MOU; travelling display; annual report, and an online meeting platform.

V. Election of Board Treasurer and Board Secretary
Louise Greene was nominated as Secretary; motion carried.
Lesley Boughton was nominated as Treasurer; motion carried.

VI. Approval of Minutes
Minutes of the July 20th board meeting were approved without correction.

VII. Treasurer’s Report: as distributed at the general meeting of the membership on Thursday September 27, 2012.

VIII. Public Comments: none. Notice of minutes, agendas and reports will be sent to members when they are posted to the website.

Business meeting concluded at 3:38 p.m.
Respectfully Submitted,
Louise W. Greene, Secretary
Next Board Meeting: November 16, 2012

See also Board Minutes Archive


July 20, 2012 Board Meeting

Association for Rural and Small Libraries Board of Directors Meeting

Friday, July 20, 2012

AGENDA  (APPROVED MINUTES BELOW)

I.          Welcome and Call to Order                                                 Becky Heil, President

II.        Consent Agenda

–         Approve Minutes of May 18, 2012*/**                           Louise Greene, Secretary

–         Current Financial Statements */**                                    Lesley Boughton, Treasurer

III.       President’s Report                                                                Becky

  • “Bold Visions” – Gates Meeting in Anaheim
  • Update on Gates consultant
  • Discussion of ARSL merchandise idea
  • Storage of historical documents

IV.       Executive Committee Report                                               Becky

  • Progress on ARSL’s first Annual Report – Louise
  • Update on 5 years of Conference Locations – Becky
  • Recommendation on web-meeting system for ARSL*/**
  • Discussion of ARSL Board Member Emeritus status

V.        Conference Update                                                               Andrea Berstler, Chair

  • Registrations to date
  • State Conference scholarships
  • Board Orientation and Lunch at Conference (in addition to Board meeting)

VI.       Partnerships Committee                                                       Sonja Plummer-Morgan, Chair

  • Update on NSF Project & ALA Program Committee      Larry Grieco
  • Update on  UNT PEARL Program                                  Louise Greene

VII.     Nominating Committee                                                         Sonja Plummer-Morgan, Chair

  • 2012 Election Results

VIII.    Member Services Committee                                               Jennifer Peterson, Chair

  • Webinars Update
  • Website Update
  • ARSL sponsored events at ALA
  • Newsletter Update

IX.       Membership Development Committee                                Tena Hanson, Chair

  • Membership Update
  • 2013 Conference Update

X.        Policy Committee                                                                  Paul Healey, Chair

  • Policy on Issues Statements & Letters of Support*/**
  • Public Comment Policy*/**
  • Membership Transfer Policy*/**

XI.       New Business

XII.      PUBLIC COMMENT

Next Board Meeting – Face to Face in Raleigh, NC — 2:00 pm Saturday, September 29, 2012 – Noon, Sunday, September 30

ADJOURN BOARD MEETING

APPROVED MINUTES

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

called to order at 8:34 a.m. Pacific; 9:34 a.m. Mountain; 10:34 a.m. Central; 11:34 a.m. Eastern on July 20, 2012 via conference call.

Present:  Andrea Berstler, Lesley Boughton, Donna Brice, Louise Greene, Tena Hanson, Becky Heil, Paul Healey, Carla Lehn, Jennifer Peterson, Steve Seale

Absent: Larry Greico, Dwight McInvaill, Sharon Michie, Alison Miller, Sonja Plummer-Morgan, Lorie Womack

Quorum Present:  Yes – only until the Policy Committee portion of the agenda.

Others Present: Carol Lukas, Lukas Consulting

Consent Agenda

The minutes of the May 18, 2012 meeting were approved with the following changes/corrections:

  • The Treasurer’s Report was delivered by Lesley Boughton
  • Member at Large candidates were listed
  • Membership renewal notices were revised (not sent)

Lesley Boughton summarized the current financial statement. A motion for approval; motion carried.

President’s Report

Sonja Plummer-Morgan, Dwight McInvaill and Becky Heil were invited to attend the “Bold Visions” conference of the Gates Foundation and COSLA as representatitves of ARSL during the Anaheim 2012 ALA Annual Conference.  Steve Seale, Lesley Boughton and Andrea Berstler were also in attendance.  Becky and Andrea were present at a table talk where an award to a small library of excellence was discussed by state librarians.  The nominees might come recommended by their state libraries but the award might be given by ARSL.  More information will be available in the Fall about this award.                                

Becky introduced Carol Lukas of Lukas Consulting.  Carol was in attendance to learn more about how ARSL board conducts business and works together.  Carol met previously with the steering committee to schedule interviews and conduct a board survey.  Becky requested that board members complete a Doodle poll for an interview appointment with Carol.  In addition to current board members, Don Reynolds, Satia Orange, Carla Lehn, and Patti Hector will be interviewed.

There was a discussion of creating merchandise with the ARSL logo.  Favorable comments were made and it was agreed that products could raise the visibility of the association. Donna Brice volunteered to create an informal proposal.  This will be an agenda topic for the September meeting.

AMR will store physical documents and historical records off-site for $15 per month.  Scanning is also a possibility.

Executive Committee Report

The first annual report will be made available in draft form by mid-August.  Discussion ensued about the source of membership figures for an annual report.  It was noted that from September through December, membership was relatively stable. A December 31st figure could be used from year-to-year and this would coincide with financial year-end figures for an annual report.  It was also noted that membership trend data was not necessary; a single figure for the fiscal year could be published.  It was noted that AMR can supply membership data for reports.

There is a file in Dropbox of a map of conference locations since 2007 with an additional five locations for upcoming conferences.

Tech Soup was recommended as the carrier for virtual meetings.  It was moved that Ready Talk be purchased for $45 per year as proposed by the executive committee.  Motion carried.

A discussion of ARSL Board Member Emeritus status was postponed.

ARSL documents are being relocated within Dropbox.  Board members were asked to deposit documents for upcoming meetings in a meeting folder.  The documents will then be assigned an appropriate folder by Carla and Becky using a system of naming conventions.                                             

Treasurer Lesley Boughton reported that income was being generated from the conference and that ARSL was on track to meet the projected revenue.  There have been conference travel support requests from new board members. An estimation form will be sent by Lesley and board members will be placed in a lottery.

The motion to accept the financial report carried.

Conference Chair Andrea Berstler noted 132 registrations to date.  The early bird deadline is August 31st.  Hotel discounts end August 28th. There are currently 11 vendors.  The North Carolina State Library is awarding 80 scholarships and support for libraries to attend.  Hosts and hostesses for dine arounds have been identified.  The mixer will be held at the state capitol.  Three keynote addresses are scheduled for the conference. The board member orientation time has not yet been set.

Partnerships Committee 

It was noted that the UNT PEARL Program for small and rural libraries is entering its third and final year.  It was also noted that the iConference will be hosted by UNT School of Library and Information Science in February 2013.  An ARSL presence was suggested by Dr. Totten, Dean of the school.

Nominating Committee                                                    

2012 Election Results were presented.

Vice President/President Elect:Tena Hanson, Current Chair of ARSL’s Membership Development Committee and Director, Estherville Public Library Estherville, Iowa

For Member at Large Positions

Lorie Womack (2nd term) – Current Board Member and Branch Manager, Washington Branch Library Washington, Utah

Gail  Sheldon (1st Term) – Director, Oneonta Public Library Oneonta, Alabama

Tameca Beckett (1st Term) – Adult Services Assistant, Laurel Public Library Laurel, Delaware

Lisa Lewis (1st Term) – Director of Library Services, Town of Huachuca City Huachuca City, Arizona

Member Services Committee 

The marketing program had 268 attendees.  Library feature stories are still being promoted for the website.  At ALA Annual 2012, one session had an article written and published in Library Journal.  The Diversity and Outreach Fair was successful.  Two ARSL board members attended the RNTLOALK meeting.  Jennifer Peterson will continue as the liaison to that section although her term as president has ended.  The e-newsletter was sent to 460 members.

Membership Development Committee

Tena Hanson reported 473 members. Key contacts have been assigned in all but two states.  Ribbon and brochure orders have slowed.  A 2013 conference planning trip to three possible IA/NE sites is planned for August 10.  Succession planning is progressing.                       

Policy Committee                                                              

Paul Healey reported on revisions to the policies on Issues Statements, Membership Transfers, and Public Comment.  Approvals for revisions were not sought; a quorum was not present at this point in the meeting.  These items will be on the September meeting agenda.

New Business

A request for a letter of support for broadband from Mark Warner was added for consideration.  ALA was contacted.  ALA advised examining such requests for the following: other supporters who have signed; who the legislation would affect; whether libraries are expressly mentioned.  A summary of the letter and recommendations will be made to the board via email.  No vote was taken due to the absence of a quorum but a letter would be written advising no interest in support at this time.

A request was made by advertisers for ad placement in the conference program.  Past requests have been made in relation to the ARSL website.  It was agreed that advertising was a board level decision.  Further discussion will take place at the conference board meeting in September.

The resignation of board member Alison Miller has been accepted effective immediately.  According to by-laws, the vacancy will be filled by appointment.

Public Comment

There was no public comment.

Next Board Meeting – Face-to-Face in Raleigh, NC at 2:00 pm Saturday, September 29, 2012 – Noon, Sunday, September 30.

Board Meeting Adjourned at 12:03 p.m. with Becky Heil thanking everyone for a good year and with the present members thanking Becky for her service.

Respectfully Submitted,

Louise W. Greene, Secretary

See also Board Minutes Archive


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


March 23, 2012 Board Meeting

Association for Rural and Small Libraries Board of Directors Meeting
Friday, March 23, 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 January 5, 2012  Louise Greene, Secretary
  • Current Financial Statements   Lesley Boughton, Treasurer

III. President’s Report
Becky

  • Appointment of Nominating Committee Chair
  • Potential Member Survey
  • Rural Telcom Conference – Board Attendance

IV. Executive Committee Report
Becky

  • Policy Requests from AMR
  • ARSL Audit Recommendation – Baseline audit this year; every 3 years after that
  • Audit Quotes
  • Working on a Conference Partner MOU that could be customized each year
  • Co-Chairs for 2013 Conference in Iowa

V. Treasurer’s Report
Lesley

  • Final Report as of 12/31/11

VI. Conference Update
Andrea Berstler, Chair

  • Conference Program
  • Keynote Speakers Update

VII. Partnerships Committee
Sonja Plummer-Morgan, Chair

  • Update on Gates Foundation Proposal
  • Update on NSF Project & ALA Program Committee Larry Grieco

VIII. Member Services Committee
Jennifer Peterson, Chair

  • Website Refresh
  • March Newsletter (will be broadcast by March 20), next newsletter in June.
  • Webinars
    • March 27: Adult Programs on a $0 Budget with Joey Holmes, Laurens Co Library, SC
    • June 7: Marketing the Rural Library with Melinda Tanner and Michelle McIntyre, PA
    • September 11: Best Small Library 2012 with Library Journal and Julie Hildebrand, Library Director, Independence Public Library, KS
    • December: Community Outreach Plans with the PEARL Project, Barbara Blake and Louise Greene
  • ALA Sessions
    • Midwinter report
    • Annual sessions

IX. Membership Development Committee
Tena Hanson, Chair

  • Update

X. Policy Committee
Paul Healey, Chair

  • Board Policy on Travel to meetings/conferences other than ARSL’s

XI. New Business

XII. PUBLIC COMMENT

APPROVED MINUTES

Respectfully submitted by Louise Greene, secretary

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 March 23, 2012, through WebEx by Becky Heil, President.

Present:  Andrea Berstler, Donna Brice, Louise Greene, Tena Hanson, Becky Heil, Paul Healey, Carla Lehn, Jennifer Peterson, Steve Seale, Lorie Womack

Absent: Dwight McInvaill, Sonja Plummer-Morgan, Larry Greico, Sharon Michie, Lesley Boughton, Alison Miller

Quorum Present:  Yes

Others Present: none

Consent Agenda

Current financial statements were presented and approved.

President’s Report                                                  

Sonja Plummer-Morgan will head the Nominating Committee for board members. A member survey was discussed.  The board agreed to wait until there was more information about a consultant in the Gates Foundation grant. The Gates Foundation representative recommended ARSL presence at the Rural Telecom conference; the board agreed to wait due to the financial picture.

Executive Committee Report                                             

AMR requested numerous policies be created.  The board agreed to map current policies with a list of priorities for new policies. AMR recommended a baseline audit this fiscal year with an audit every three years following. The board agreed to postpone audit quotes until the tax attorney reviewed financials for the IRS and 501c3 status. A standardized Conference Partner MOU is being created that meets ARSL conference policies. The co-chairs for 2013 Conference in Iowa will be Tena Hanson and Becky Heil.

Treasurer’s Report 

The final Treasurer’s report as of 12.31.11 was approved.

Conference Update                                                             

Conference programs for Raleigh have been selected, pre-conferences are being lined up; pricing and registration form are in progress; $220 has been set for the early bird member rate. The keynote speaker will be Susan Hildreth.

Partnerships Committee     

The 501c3 status is still pending. The ARSL website will link to the UNT PEARL Project.  Lesley Boughton will be the guest speaker at the Texas Library Association conference PEARL program where PEARL rural librarians will be in attendance.

Member Services Committee                                 

The ARSL webpage refresh was successful.  Additional adjustments are planned for features and content.

Newsletter statistics are being provided by Constant Contact. Webinars are scheduled as follows: March 27: Adult Programs on a $0 Budget with Joey Holmes, Laurens Co Library, SC; June 7: Marketing the Rural Library with Melinda Tanner and Michelle McIntyre; September: Best Small Library 2012 with Library Journal and Julie Hildebrand, Library Director, Independence Public Library (KS); December: Community Outreach Plans with the PEARL Project, Barbara Blake and Louise Greene.

The ALA Midwinter program content was interactive; content centered on rural library leadership. The ALA Annual program has been set. ARSL brochures and ribbons are available and are being sent to state library association meetings.

Membership Development Committee

There are currently 402 ARSL members.

State key contacts spots are still being filled.

Brochures and ribbons are being ordered for distribution.

Policy Committee                                                                

The Board Policy on Travel to meetings/conferences other than ARSL was amended to coincide with audit requirements and approved.

New Business

No new business.

PUBLIC COMMENT: none

The meeting adjourned at 11:45 a.m. Central.

See also Board Minutes Archive


Minutes January 5, 2012

 Approved Minutes

Opening:  The meeting of the Board of Directors of the Association of Rural and Small Libraries was called to order at 1:04 p.m. Pacific; 2:04 p.m. Mountain; 3:04 p.m. Central; 4:04 p.m. Eastern on January 5, 2012 through WebEx by Becky Heil, President.

Present:  Andrea Berstler, Donna Brice, Lesley Boughton, Louise Greene, Larry Grieco, Becky Heil, Paul Healey, Carla Lehn, Alison Miller, Sharon Michie, Jennifer Peterson, Steve Seale, Lorie Womack

Absent: Dwight McInvaill, Sonja Plummer-Morgan

Quorum Present:  Yes

Others Present: none

 

Consent Agenda

Minutes of November 3, 2011 were approved.  Minutes of March 21, 2011 and Minutes of May 16, 2011 meeting were approved with corrections.

President’s Report                                                      

AMR Contract Update: Becky Heil reported that the contract was signed on November 21, 2011.  The contract presented was less than the 2% increase anticipated.

Directors  & Officers Liability Insurance: Matthew Rush was contacted for new quote from Great American. The quote had not changed.  The contract was signed on December 5, 2011.

Nebraska Online Conference:  ARSL has agreed with the Nebraska State Library to co-sponsor the Conference.

AMR request:  The 990 form has changed.  The ARSL Board will look at form 990 policies over the next year.  Form 990 policies are not required but are recommended by AMR.

America Speaks information: Becky Heil appointed Alison Miller to work with the grant writer liaison. Alison Miller will be added to the partnership committee.

 

Executive Committee Report                                       

Advertising on ARSL Website: Policy on advertising on the ARSL website is not a high priority.  Discussion tabled.

Review of Conference Budget Policy: Executive committee approved the policy as it stands.

Next ARSL Board meeting: Moved from March 16, 2012 to March 23, 2012 due to a conflict with PLA.

Drop Box: The tool is now organized by “tabs”; committee reports were requested to be deposited in general space and Carla Lehn will move files after meetings.

Treasurer’s Report 

Current Financial Statements:  Lesley Boughton reported the full financial ledger was posted in DropBox.  Lesley Boughton reported the budget cannot be approved since the conference budget is not included in the ledger. The board will approve budget by email vote once conference budget is incorporated.  The final budget document will be posted by 1.12.12. By 1.17.12, a vote by email will pass the budget if the conference budget is agreed to in principle at this meeting.  Board members agreed in principle and to vote by email by 1.17.12.

 

Conference Update                                                                  

Andrea Berstler reported that a four person committee was working on the conference presentations and half-day preconference workshops.  The slate is scheduled to be in place by mid-March.  The keynote speaker is tentatively Susan Hildreth of IMLS.  Attendance is estimated at 350.

Partnerships Committee          

ARSL is still waiting for word on the submitted Gates Foundation Proposal.

ARSL’s SHLB membership has been approved.  A check for the dues will be sent.

Larry Grieco reported the NSF grant ‘Pushing the Limits’ plans an announcement by 1.15.12 and will send the application for libraries to become test sites to the ARSL listserv. It is anticipated the full grant will be in operation 2013.

 

Member Services Committee                           

Jennifer Peterson reported an update on the ARSL website changes.  All changes will be reviewed before going live and a manual for posting will be created.  There were over 700 hits to the site in December, many on conference handouts.

Jennifer reported a Flickr account had been created and group photos had been revived.

Jennifer recapped the December 14, 2011 webinar.  There were 212 attendees.  Of those, 201 non-ARSL Member attendees will receive a letter inviting them to join ARSL.

Jennifer reported future webinar plans:

March 27: Adult Programs on a $0 Budget with Joey Holmes, Laurens Co Library, SC

June: Marketing the Rural Library with Melinda Tanner and Michelle McIntyre

September: Community Outreach Plans with the PEARL Project, Barbara Blake and Louise Greene

ALA Midwinter and Annual planning: ARSL is co-sponsoring a forum/panel rural café on leadership in rural libraries. A program on building and sustaining partnerships and a program on advocacy and fundraising are being planned for ALA.

The Spring Newsletter will be broadcast by March 19, 2012.

The Global Film Initiative inquiry: a DVD donation of a film series will be sent to 5 rural public libraries who host screenings of Global Lens film. The board agreed to send the message out to members.

 

Membership Development Committee

Tena Hanson reported there are currently 393 members reflecting the normal drop after the annual conference.

There were 228 members at the same time last year.  Tena thanked the board for funding mailed renewal reminders and for the ARSL brochure.  She acknowledged the work effort of ALA in the design of the brochure.  Tena announced she is ready to take orders for ribbons and brochures distribution.

 

Policy Committee                                                                    

Paul Healey reported he reviewed the ARSL Board Member Travel Policy and made the following change at the end of the policy “…board will set a limit for total expenditures to be approved in annual budget”.

Alison Miller motioned to approve the change. Motion carried.

Paul reported there is another policy to review: travel to conferences outside ARSL.

The Policy on Issue Statements was reviewed and approved with one typographical correction.

 

New Business

Non-profit status: no news from AMR yet on the application.

 

PUBLIC COMMENT: none

 

The meeting adjourned at 4:30 pm Central.

Next Board Meeting – Friday, March 23, 2012 – 8:30 am Pacific; 9:30 am Mountain; 10:30 am Central; 11:30 am Eastern

Email votes on Proposed Budget Received:
Becky 1.11.12 Approved
Andrea 1.12.12 Approved
Sonja 1.12.12 Approved
Lorie 1.12.12 Approved
Paul 1.12.12 Approved
Tena 12.12 Approved
Paul 1.12.12 Approved
Donna 1.12.12 Approved
Alison 1.12.12 Approved
Louise 1.13.12 Approved
Jennifer 1.12.12 Approved

See also Board Minutes Archive