Board Meeting Minutes
I. Welcome and Call to Order
The December board meeting was called to order by President Judy Calhoun at 10:32 a.m. on December 21, 2016, via Zoom, with Kevin Tomlinson recording.
Quorum in attendance: Vicki Bartz, Judy Calhoun, Ryan Deery, Julie Elmore, Linda Green, Becky Heil, Kieran Hixon, Susan Hughes, Jet Kofoot, Jennifer Pearson, Clancy Pool, Mary Soucie, Jenniffer Stephenson, Kevin Tomlinson, Meredith Wickham, Kathy Zappitello
II. Consent Agenda
a. Approve Minutes of October 30, 2016 meeting
b. Current Financial Statement
c. Executive Committee meeting report
d. Membership and Marketing Committee report
e. Conference Planning Committee report
f. Partnerships Committee report
g. Governance Committee report
h. Finance Committee report
i. ad hoc Management Company Committee
III. Verbal Committee Reports If Pulled From Consent Agenda
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IV. Results of Online Voting
Judy Calhoun motioned to approve extending ARM contract until January 31, 2017. Carried unanimously. Signed December 9, 2016.
V. President’s Report
a. Utah MOU signed December 20, 2016, ready for Utah State Librarian’s signature.
b. D & O insurance paid up for calendar year (January through December) 2017.
c. Meredith Wickham has agreed to represent ARSL at the annual Martin Luther King, Jr. Holiday Observance and Sunrise Celebration at ALA Midwinter Conference in Atlanta this year on Monday, January 23, 6:30 to 7:30 a.m.
VI. Old Business
a. Directors’ and Officers’ Insurance
b. Presenter’s agreement form: Linda Green has made the changes requested by the Board at our October meeting in Fargo, ND. Tabled.
c. State Chapter: At the October Board meeting in Fargo, Jenniffer Stephenson presented a proposed constitution and bylaws. Judy Calhoun referred to the Governance Committee. Linda Green, chair of Governance, stated that this was a matter for the Partnerships Committee. It was suggested that the Partnerships Committee should develop a generic MOU that could be used for roundtables, student groups, and other similar groups that would like to use ARSL as a parent organization. Partnerships agreed to send a draft document to Governance to check against ARSL bylaws and constitution before presenting to the Board. Motion carried unanimously.
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VII. New Business
a. Treeline Management Company contract. Julie Elmore reported that the ad hoc committee has met several times, checked references, and decided on Treeline because their proposal best meets the needs of our organization. Treeline will be charging us $1,200 more per annum than ARM is currently charging. Contract approved unanimously. Contract effective February 1, 2017 with transition from AMR beginning on January 1, 2017.
b. Updated Work Plans. These plans are part of the organization’s 2017 Strategic Plan, which was approved unanimously.
c. Preliminary Budget Discussion. Committees need to e-mail their budget requests to Susan Hughes for inclusion in the draft budget.
d. Letters of Support/Partnerships: 1) University of Tennessee planning grant to study libraries in nine states in the central and southern Appalachia region and how they affect their communities. The Partnerships Committee recommends not supporting this regional grant, as ARSL is a national organization and should be supporting grants at the national level. 2) A grant through the University of Washington that focuses on public libraries and their outreach to families with children aged 0 to 12 years. Partnerships recommends not supporting this grant, as it is specific to larger public libraries, and possibly not something that rural or small libraries could implement. 3) A grant from Northern Illinois University Libraries for developing capacity for digital curation and conversion activities. Partnerships recommends that ARSL support this grant because it is national in scope and involves stipends for travel and training to learn about digitization. NIU is looking to ARSL to promote this opportunity to our members so that they can promote participation from small and rural libraries. 4) A digitization grant from the Internet Archive to work with 15 public libraries on continuing education training and services to enable them to build collections of historically valuable Web-published materials documenting their local communities. Partnerships recommends supporting this grant, as it is national in its scope and our recommendation will encourage our members to apply. This grant makes use of the cohort model and in-person training and
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stipends that will enable smaller libraries to participate. All four recommendations were accepted unanimously. There was an additional request from Emporia State University: Fostering Rural and Small Librarianship, to support an IMLS grant to help fund their programs to train degreed librarians and to fund student attendance at conferences. Emporia’s program is a hybrid, where physical attendance is required for a brief time each semester. The Emporia request was approved unanimously.
e. Mid-Winter Retreat. Julie Elmore requested discussion of interest in a mid-year working weekend to review the findings and plans from the Gates Capacity grant. Judy Calhoun added that the annual meeting is mostly planning. Judy tasked Julie with forming an ad hoc committee to look into a spring board retreat, and a central location.
VIII. Conference Updates
a. Fargo, ND: Vicki Bartz reported that all the bills have now been paid, and we should know our profit/loss situation soon. She added that the hotel itemized various charges as complimentary because ARSL’s 2016 annual conference was held during hotel remodeling and city road construction. The total bill at the hotel was under $50,000 for everything, including food.
b. St. George, UT: Vicki will be visiting St. George in early March and needs input on the Dixie Center contract before then. The MOU and Richard Paul Evans contract will hopefully be signed next week. Judy stated that she would sign the hotel contracts later today.
IX. Public Comment
X. Time of Next Meeting
Wednesday, January 18, 2017, 10:30 to 12:00 noon CST.
XI. Adjourn Board Meeting
Meeting adjourned at 1:03 p.m.
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Minutes respectfully submitted by Kevin Tomlinson, Secretary, ARSL.