2008 minutes

Minutes 12-16-08

Minutes of the Association for Rural and Small Libraries
Board of Directors Meeting
Monday, December 16, 2008
10:00 a.m. Pacific; 11:00 a.m. Mountain; Noon Central; 1:00 p.m. Eastern
VIA WEBJUNCTION LIVE SPACE
Submitted by Mary Pasek Williams, Secretary
The meeting was called to order at 12:04 pm CT.
Present: Carla Lehn, Patty Hector, Larry Greico, Satia Orange, Jim Malzewski, Becky Heil, Sonja Plummer Morgan, Steve Seale, Timothy Owens, Andrea Berstler, Ken Davenport, Rose Chenoweth, Mary Pasek Williams. Absent: Don Reynolds, Carolyn Ashcraft, Susan Hill-Pieper, Lynette Sloane.
Consent Agenda
 Approve Minutes of October 20, 2008
 Approve final wording of Strategic Goal #6: “Ensure strong ARSL partnerships with other national library and non-library organizations on rural and small town issues, including those that represent traditionally underserved populations that may be reflected in rural and small libraries.
 Rural Space project (RL-Step) letter of support
Becky moved to approve the Consent Agenda, Timothy seconded. Motion passed.
Treasurer’s Report
Becky reported on these BCR reports: Current Treasurer’s Report, Final 2008 Budget Actuals, and Proposed ARSL Budget for 2009. There are still issues with the way the reports come in. She can’t always distinguish what is listed on the reports and would like for BCR to code what comes in so they can be delineated. Thus, she needs copies of all of the bills that get paid out and she needs all vendor information, which you could receive via email (thus she’ll need these emails from vendors from you). After she gets this information, she’ll be able to list the income more accurately. Becky asked what we recommended we list $100 in the Second Life line for expenses at the request of the Programs and Publications Committee, and also asks for input on what else should be included or excluded. It was noted that the summary budget Becky presented at the annual conference be posted on ARSL’s website on WJ. Becky will send it to the board before we post it for the public. Patty suggests we post a proposed budget for the membership. This will take a bit longer for Becky to put this together because she still needs information from some committees. The negative income is because we don’t have the income numbers reported yet from BCR, and Becky will have to extrapolate these numbers from the reports. Some concern was raised regarding the lack of detail from BCR; Patty will check into what another organization may do to help sort through these figures. Sonja asked if it’s possible to invite BCR to a meeting; Patty suggests that the executive committee work on this. Becky stressed that the only way her reporting will work is if she gets copies of things, so please provide these to Becky. Mary moved that we approve the treasurer’s report and the 2009 proposed budget. Sonja asked if the budget can be amended; the answer is yes. Satia asked that expenses for ALA conference presence; she suggested a budget amount of $1,000 for other conferences we may attend. Becky will create “other conferences” under administrative expenses. $110 will also be added as affiliate status with ALA.
Larry moved to accept the treasurer’s report, Andrea seconded. Motion passed.
Executive Committee Report
Satia reported for Don (who was absent) on the Clarion National Summit Partnerships Document because she was in attendance at the Summit. Concern was raised over the mentor list compilation; Satia said that perhaps a committee could address this; she feels the mentoring issue is important because many times people feel isolated and pointed out that it’s more than a list of names but rather a formally organized network of committed individuals who would be available to those in need. Mary asked what the “Encourage small and rural libraries to reassess their services regularly,” would entail. Carla asked if the intent was to have the meeting originators meet again; Satia reported that this was supposed to happen at midwinter ALA but most couldn’t attend, so they plan to meet by phone within the next month, and they do plan to meet at other times in the future as well. The overall document was designed to be a beacon and support as well as with a goal to support the membership to show that they are valued and that we can give them guidance. Carla asks if Patty and Timothy could also be involved/present at the follow-up meetings. Satia confirmed that the president will always be included and that the VP would be welcome as well. Satia suggests a group of the board take these mentoring issues going; Rose said her committee is responsible for this. Larry moved to approve the Clarion National Summit Partnerships Document; Becky seconded. No more discussion took place. Jim asked for clarification that if we accept this document, we will approve the actions of the committee, and all agreed. Satia wants to add a comma to the document stating that the organization will be represented henceforth by the president and president-elect by all the actions of the summit. Motion passed.
Satia noted again that ALA is willing to look over ANY conference contract for ARSL, including our conference hotel contract.
Conference Committee Report
Patty reports that she is trying to contact ABOS regarding a joint ARSL/ABOS in Denver in 2010 but there have been no responses yet.
Larry reported on the reaction of the Colorado partners to the joint conference idea and said that he has approached Gene Hainer (CO state librarian) and he will confer with Brenda at BCR and also didn’t think there’d be a problem. Larry’s concern is whether can we project the attendance using the numbers from Sacramento (around 260) and from ABOS, which was 277. Satia suggests it’d be around 400 or 500. Satia reports that the only special needs associated with ABOS is that we will need a way to go outside to view bookmobiles (10-12 vehicles at the most). Larry will get back to us and will keep other members of his committee updated as well as Satia. He is looking forward to hearing from Theresa Gemmer, president of ABOS. Satia asks that if you communicate with ABOS that you copy Satia and she will be sure that the communication begins.
There are no reports on the 2009 committee; they have not met so no other members can report on it. Programs and Publications Committee Report
Mary asked that we change the wording from “webpage” to “page”. Jim noted that anyone can post on WJ and don’t need permission; he also suggested that anything that might be of value to our membership we post those and not others. Carla reported that in our training session, we agreed to post minutes that have been approved or other things that have been determined to be the final document onto the ARSL website at WJ. Jim suggests that we make these decisions at the end of board meetings; he can then post these documents immediately thereafter. Rose moves that we approve the proposed policy, “The person who creates an original document will post it via a page on GoogleGroups for editing,” and the following: If the document goes to the board for approval, and if it is approved, it will be posted on WebJunction. Andrea seconded. Motion passed.
Rose listed the sub-committees members: Websites: Rose, Jim, Laura Einstadter; Second Life: Sonja, Karl Nostram, and Steve Eyler; Facebook: Sonja; Blog: Jim, Sarah, and Andrea
Rose updated us on the websites subcommittee work. This committee met and wants the website to be fluid and refreshed. Three things they want to do to get members involved: meet our members (Jim in charge), great grant projects (Rose in charge), hot topics and discussions posted first on listserv and then driven to the web. They looked at a collection development policy for the website but are holding it off for now. Rose has been working with BCR and will get monthly statistics to see how much use we’re getting of our two websites. Jim will train them how to put things on the website. Jim reported that the blog committee met; they are looking for an early January launch. Many things will be posted on this site and there will be a feed on our homepage so this will refresh.
Marketing and Partnerships Committee
Timothy reported that the traveling display is on hold until the new ARSL logo is ready; Carolyn is communicating with state libraries; Ken and Brenda are working with other potential affiliates and partners; Andrea is creating a teaser for the conference for next time and posted it on GoogleGroups and asks for comments within the next couple of weeks. When the executive committee signs off on it, it will be widely distributed, with documentation as to where it’s been sent. Satia noted that she can help with ALA distribution too. Andrea suggested we add a page on GoogleGroups with a list of who we send press releases to. Rose also suggested putting a folder on Web Junction with all the ARSL press releases for the year.
Membership Development Committee
Sonja reported that the membership committee’s task is to develop a strategic membership plan and she has met with Carla and Rose to begin that work. They will be looking at the research done a few years ago and they will be re-writing the “welcome” to new members letter. They are waiting for the new logo and would like to add some of the Web 2.0 tools provided by ARSL as member benefits. Becky said she had lots of info to give to Sonja regarding the BCR part of the membership.
Addition to agenda:
Items to post to WJ: approved minutes (10/08), 9/08 treasurer’s report and the new policy on posting to GoogleGroups to the Web Junction page. Nest Board Meeting
Our next meeting will be on Monday, February 9, 2009, at 10am PT, 11am MT, noon CT and 1pm ET.
ADJOURN BOARD MEETING
Meeting was adjourned at 1:40pm CT.

 

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Minutes 10-20-08

Minutes of the Association for Rural and Small Libraries
Board of Directors Meeting
Monday, October 20, 2008
10:00 a.m. Pacific; 11:00 a.m. Mountain; Noon Central; 1:00 p.m. Eastern
VIA WEBJUNCTION LIVE SPACE
Submitted by Mary Pasek Williams, Secretary
Welcome and Call to Order
The meeting began at 12:10pm CT.
Present: Carla Lehn, Jim Malziewski, Patty Hector, Andrea Berstler, Rose Chenoweth, Becky Heil, Carolyn Ashcraft, Don Reynolds, Larry Grieco, Lynette Sloan, Mary Pasek Williams, Steve Seale, Timothy Owens. Absent: Susan Hill Pieper, Satia Orange.
Consent Agenda
The minutes of the 9/22/08 board meeting were presented. Rose made a motion to approve minutes; Andrea seconded. Minutes were approved. There was no treasurer’s report.
Executive Committee Report
ARSL President Patty Hector reported on the Executive Committee meeting of 10/13/08. The executive committee gave Don permission to pursue quotes for a logo design. Don reported that he has requested quotes and is waiting to hear back from the logo artists..
Mary edited the Annual Conference Partnership Opportunities document that Carla and Patty had previously drafted. Timothy asked to include the decisions that Colorado and North Carolina have agreed to partner with ARSL in 2010 (CO) and 2012 (NC). The 2009 Gatlinburg, TN conference partner is the Tennessee State Library and Archives. Larry stated that the 2010 Colorado partners are: Gene Hainer at the Colorado State Library, Valerie Horton at the Colorado Lib. Consortium (CliC). and Brenda Bailey-Hainer at BCR. Timothy reported that The North Carolina partner for 2012 is the State Library of North Carolina. These changes will be made to the final document as well a change to the last sentence so that it states that we actively seeking partners for upcoming conferences and that 2011 is open. Don will work with Mary to tidy up the history section to reflect a more positive portrayal of the organization’s history. Mary will send the revised document immediately to Carla to be sent off to possible partners for 2011.
The old ARSL website through Clarion University has been taken down. Don reports that our new website comes up now when doing a Google information search.
Approval of Documents Developed at Sept Board Meeting
Strategic Committee Workplans for 2009:
Don suggested rewording #6 of the Strategic Goals regarding ARSL partnerships with other organizations to more accurately reflect some original wording. This will also affect the Strategic Goal for the Marketing & Partnership Committee. New wording reads: “Ensure strong ARSL partnerships with other national library and non-library organizations on rural and small town issues, including those that represent traditionally underserved populations that may be reflected in rural and small libraries.” Patty moved to approve this change, Larry 2nded. Motion passed.
Guidelines for our Work Together As a Board:
Discussion took place regarding responding to emails to let the sender know that you received it. Mary moved that we approve the guidelines. Andrea 2nded. Motion passed. Discussion took place regarding responding to emails and it was recommended that we leave it out of the guidelines, knowing that we are all aware that it is imperative to respond to emails that directly request action.
2008 Conference Committee Final Report
Final Conference Registration counts:
Committee Chair Becky Heil reported that 266 registered for the 2008 ARSL Conference; 14 did not attend. 103 signed up for CA scholarships; 6 of those didn’t attend. Our goal was 300 attendees (we had 252). For the most part, we are not refunding the cancellations (with exceptions for hardship cases). Becky hopes that by the December 2008. meeting, we will have final figures on finances of the conference.
Discussion of possible joint conference with ABOS in Denver 2010:
Larry asks what number of attendees we would anticipate if we suggest a joint conference with the Association of Bookmobile and Outreach Services (ABOS). We do not feel we can estimate the numbers; Larry would work with ABOS and the conference planning committee to determine that. Andrea suggest that since we have our conference in the works already that we clearly delineate who will do what, if we choose to do it with ABOS. Several questions arose: will this be an overlapping conference or a simultaneous conference? What is the reason that ABOS would want a joint conference? What are both of the organizations’ goals? Don feels that the idea of asking to host a joint conference is simply to work together so that members of both organizations who have interests in both groups can attend both conferences. Carla clarified the origination of this subject: she had spoken with Theresa Gemmer (Immediate Past Pres. of ABOS) and asked if they would consider doing the conferences together. Carla stated that ABOS did not approach us but that they did consequently ask some questions, so they may be open to the idea. Don spoke of the commonalities of the membership of the two organizations.
Larry is concerned that having too many committees would be difficult for his Colorado partners and proposed a joint committee of the two organizations. As a stepping point, most felt that we could invite ABOS to join with us to form a committee to discuss our common goals, including a possible shared conference. Don and Larry will be on the committee and will contact ABOS to invite them. Larry would like to bring a proposal to the three Colorado partner organizations so that they are aware of this discussion.
Final approval of Conference Refund Policy
Carla proposed a short policy that was already posted on Googledocs, based on BCR’s (Bibliographic Center for Research, our fiscal agent) cancellation policy, with the hardship case added. Andrea moved to accept this report; Rose 2nded. Motion passed.
Programs and Publications Committee Report
Budget Needs for 2009:
Committee Chair, Rose Chenoweth reported on Rural Libaries journal; access to the journal has been and would be included in ARSL member dues. If we subscribe to Survey monkey, it would cost $200 per year; we could try it on a month-by-month basis. We do have a building in Second Life that is free now; it would be $100 to maintain that annually.
Update:
The committee looked at priorities and found that several could be grouped together, thus reordering some of their priorities. The committee will focus on establishing a virtual presence, via WebJunction, Facebook, Wiki, Second Life, etc., before moving on to the other topics.
Marketing and Partnerships Committee
Budget Needs for 2009
Chair Timothy Owens reported that the main budget need is a traveling tabletop display for conferences and exhibits. The committee will work more with Satia for a better quote, but they feel it would cost around $1200.00. Printed banners would also be desired (2) at $60 = $120. Estimated shipping would be $480.00, which would total around $1,800.00 to ship via UPS. In addition, cost for printing ARSL conference brochures is around $380 (Carolyn will cover mailing costs to mail the brochures to all 9000 libraries in the US.)
Final approval of policies approved in concept at September meeting:
 Partnerships/Acquaintances: The committee recommended approval (no 2nd needed). Motion passed.
 Policy/Issues Statements: Item #3 will be replaced with the following: “The president can present the suggestion to the board for discussion, or can refer it to the Marketing and Partnerships Committees to study and recommend a unified response. Subject experts may be called upon as needed.”
 Letters of Support: The NOTE will be changed because we are not 501c3 organization. It will read, “The Association will not endorse any candidate in any election.”
Membership Development Commottee
Budget Needs for 2009
We have no membership chair at this point. If you are interested, please contact Patty.
Report on Clarion Meeting Issues/Next Steps
Don distributed the final report on the National Summit on Rural and Small Libraries at Clarion University (July, 2008), which includes a paper written by Bernard Vavrek as well as action items for several organizations including ARSL. We do not have goals for some of the recommendations but are meeting the goals of several of the others. Don, who attended this summit, says there was a wide range of key participants who came to this important meeting and recommends that we include these people in our organization process when it would be helpful; they all expressed a desire that the work they did during that meeting not get dropped. Don will send a copy of ARSL’s strategic goals. The group will meet at ALA midwinter and at other times.
Patty suggested that rather than accepting these action items, that we vote on the suggestions from this group because there are some big commitments expected of us. Don made a motion that ARSL work cooperatively with the group to develop an agenda. No second was made; many felt they needed more time to read and digest the document. Carla asks that we have someone attend the meeting but no one mentioned that they will be able to attend ALA midwinter when they’ll meet next. Don then moved that we accept this report. He noted that attendance is by invitation only. Motion to accept the report passed. Approval of this document has been moved to our next board meeting in December.
Future Board Meetings
Board meetings will be held on the 3rd Monday of even months at 10:00 a.m. Pacific; 11:00 a.m. Mountain; Noon Central and 1:00 Eastern Time, with the exception of February, 2009.
 Monday, October 20, 2008
 Monday, December 15, 2008
 Monday, February 9, 2009. (Changed from Presidents’ Day Feb. 16, 2009)
 Monday, April 20, 2009
 Monday, June 15, 2009
 Monday, August 17, 2009
 Dinner meeting Thursday evening before the Conference (September 10) and Board meeting after the Conference in Gatlinburg, Sunday, September 13 and Monday September 14, 2009
Other
Andrea will take a new job next month as a branch manager in a small library and will have a new email address: taxicab@comcast.net
Timothy Owens has a new email address: Timothy.owens@ncdcr.gov
ADJOURN BOARD MEETING
The meeting adjourned at 1:40pm CT.

 

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Annual Board Meeting Sept. 21-22, 2008

Minutes of the ARSL Annual Board Meeting
Sept. 21-22, 2008
Sacramento, CA at the Radisson
Submitted by Mary Pasek Williams, ARSL Secretary
Present: Patty Hector, Carla Lehn, Sonja Plummer-Morgan, Becky Heil, Jim Malzewski, Timothy
Owens, Rose Chenoweth, Carolyn Ashcraft, Larry Grieco, Mary Pasek Williams, Andrea Berstler,
Steve Steele. Guest: Jim Connor. Absent: Don Reynolds, Satia Orange, Susan Hill Pieper, Lynette
Sloan.
Carla and Patty distributed new board notebooks they prepared for the upcoming year for all board
members that include by-laws, agreements with other organizations, strategic plans, board member
rosters, recent minutes and treasurer’s reports, and other documents key to understanding board
functions and responsibilities.
The annual board meeting commenced at 2:30pm Pacific time on Sept. 21, 2008 with introductions and
a self-introduction exercise presented by Carla, ARSL convener. She asked:
 What is one thing you are especially proud that ARSL has accomplished this year?
 What’s one thing you think we really need to focus on in the upcoming year?
 What skills/expertise could you contribute to where we need to go?
ACTION ITEM: Carla will compile the responses from all in attendance in a separate document.
Carla presented a brief history of ARSL. Rose recommended that the history of ARSL be recorded in
written form. Timothy noted that East Carolina University in Greenville, NC is considering taking on
the work of the Center for the Study of Rural Librarianship, which was previously produced by Clarion
University.
Review of Strategic Goals and Committee Structure:
Committees have been following the strategic plan very well. Carla summarized the strategic goals for
review and updating. ACTION ITEM: Carla will update the Strategic plan for 2008-2010 based on
our conversations today and tomorrow.
Jim Connor left the meeting at this time but offered his goal to bring 50 trustees to next year’s meeting.
 Conference Planning Committee :
Patty Hector, committee chair, noted that all work plan task goals were addressed/met.
Carolyn offered ARSL free postage through the Arkansas State Library for conference brochures,
handouts, etc. mailings for up to 9,000 mailings for conference advertisement for the 2009 conference!
It was recommended that we all solicit vendors for the next conference. Larry White created a list for
the 2008 conference committee based on the California Library Association’s exhibitor list and
suggestions from the board.
Committee reports:
 Budget/Finance/BCR Committee :
Becky Heil, chair of this committee, reported that she and Mary crafted a policy, which was approved,
for reimbursement for board members to attend the annual meeting and conference. Becky noted
difficulties in deciphering statements from BCR, our fiscal agent. BCR is aware of these difficulties
and is changing to a new accounting system and will assist us to get better information when the
change is complete. Becky has maintained a very good working relationship with BCR and feels that
in this first year of our relationship, things are going very well.
Becky previously distributed a September 2008 Treasurer’s Report for board review.
Becky previously distributed a March-Dec. 2008 ARSL Budget for board review. Board meeting and
board member travel will be moved to fall under under the “Administrative” expenses category rather
than under the “Membership” expenses category.
Comments on 2009 projected expenses are as follows:
1. We may consider lowering the registration costs for vendors next year.
2. Conference call costs should be reviewed to see if these costs will rise next year. Jim reported
that WJ (WebJunction) welcomes the use of Wimba (WebJunction’s web conferencing tool) to
do web conferencing for board and committee meetings at no extra cost to ARSL.
3. Projected logo design costs will be carried over to 2009.
4. Printing costs for conference brochure mailing will be added to printing costs for an added
$1000.
5. BCR also took over managing our listserv this year; this was very helpful.
6. An annual cost of $110 will be added to Administrative costs to cover our ALA affiliation.
7. An on line survey cost will also be added.
Adjusted numbers for projected 2009 are: $54,710 for expenses and $16,990 for surplus.
ACTION ITEM: Patty asked all committee chairs to submit a budget to Becky by our next board
meeting.
 Membership Committee :
Larry Grieco, committee chair, noted that the committee was created by default (Larry, Carla and
Becky) due to lack of members at first, but in spite of that, he feels that a lot was accomplished.
Strategic goals: all are on target and are attainable.
Tasks: Surveys, focus groups and other methods were used to research (10/23/07 document on survey
results that Carla produced explains this) what members would like as benefits to memberships.
The committee decided that timetable for membership renewals will remain as is (renewals during
members’ registration anniversary months).
WJ newsletter goes out once a month and Jim welcomes information to be posted.
Canadian membership still needs to be pursued.
 Nominating Committee :
In Don Reynold’s (committee chair) absence, Carla and Patty reported that since the association’s
bylaws are silent on how the nominating committee will work, this past year we chose to solicit new
board members on line (via the listserv to the ARSL membership) and ended up with 15 members who
wanted to run for the board! Selections were made based on geographic distribution as well as seeking
a mix of library directors, regional administrators and consultants. The downside to this process is that
the committee had to turn several people away, but used this as an opportunity to have them serve on
committees. An election was held – only 1/3 of the membership participated in the election. A
question still remains: do we want to give direction to the committee for nominating new board
members when positions are open? Suggestions included posting candidates’ photos and statements on
the website.
It was suggested and agreed by all members that we schedule a board meeting the evening before the
conference in order to familiarize ourselves with fellow members, association procedures, offices and
policies. As of now, we have our annual board meeting for the afternoon of and the morning after the
annual conference. ACTION ITEM: It was agreed that at this point, the president will determine how
the board will meet before the conference.
 Marketing a nd Partnership Committee:
Timothy Owens, chair, noted that the committee rearranged and reordered tasks in their list of goals.
This committee created three documents:
1. Policy/Issues Statements
2. Issuing Opinions and Letters of Support
3. Policy on the Definition of ARSL Partnerships
Timothy made a motion to approve these policies in concept, Becky seconded. Motion passed. The
committee recommends that we review these documents as a board for subsequent policy approvals.
The committee accomplished its goal of becoming an ALA affiliate. This opens opportunities,
including the benefit to be at the ALA booth during the conference. The committee wants to establish
guidelines for development with partners and to open avenues of communications with them. One task
is to budget for and create a permanent display (banner, poster, or other) for any conference in which
we participate, whether as the host, as an affiliate or as a participant in any way.
The committee also is looking at ongoing recognition of the founder of the organization, with a
possible start-up of a “Bernie Vavrek Scholarship” fund.
Another goal of this committee is to open a channel with chief officers (state librarians) and to broaden
collaborations with them. Looking at true partnerships will require analyses of benefits of these
partnerships.
Logo work will continue into 2009.
 Program and Publications Committee :
In the committee chair, Lynette Sloan’s absence, Jim Malzewski reported that with the discontinuation
of Rural Libraries (unless East Carolina University revives it), the committee may encourage
publication by graduate students or others on an as-needed basis.
The organization should focus on using only WJ’s hosted ARSL website and the ARSL listserv to
educate our membership regarding the organization, its events, and its news in order to consolidate all
information into a “one-stop shop.” Many members have told us that we are creating confusion by
spreading our information into too many web destinations to represent ARSL. Jim stated again that he
is happy to post anything ARSL-related on the WJ site, and is also willing to teach anyone interested in
how to post it themselves, without his assistance.
ACTION ITEM: The committee will notify the listserv members of the hiatus of the Rural Libraries
publication. Rose will send out this message.
Much confusion has been generated because the former Clarion-sponsored ARSL website address is
still search-able and displayable on the Internet, despite many attempts by our president, Don
Reynolds, asking for its removal. The association’s website is now webjunction.org/arsl. ACTION
ITEM: Incoming president Patty Hector will call Clarion University to ask that the Clarion ARSL
website be taken down.
Mon., 9/22/08 Meeting commenced at 8:00am Pacific Time.
Becky Heil was nominated to continue as the association’s treasurer. Mary Pasek Williams was
nominated to continue as the association’s secretary. Treasurer and Secretary were voted in.
Determine Board and Committee meeting schedule for the year:
Board meetings will take place on the third 3rd Monday mornings in the even months. The first
meeting of this year will be October 20 at the following times: 10am Pacific, 11am Mountain, noon
Central, 1pm Eastern. Carla will work with the president and will send agendas approximately one
week ahead of time. Meetings will be held on Wimba through WebJunction. ACTION ITEM:
Committees should send out reports to all board members the Thursday before the meeting. Please
send these reports to googledocs rather than to email addresses.
Expectation on how we work together as a board:
Discussion took place regarding effective ways for the board to work together. The following rules of
etiquette were suggested:
 Please reply to all emails directed to you.
 Be reasonable with what you expect in response to your email requests.
 Please use the committee structure to funnel things in correct direction.
 Please let the entire committee know if you will be out of commission for any length of time so
that we all know why you are not responding.
 The executive committee should handle issues in between meetings so as not to bog down the
entire committee (Pres., VP, Secretary, Treasurer, immediate past president). The executive
committee will then inform the board of any decisions made.
ACTION ITEM: The decision on the association’s logo for letterheads will be made by the executive
committee.
Approval of minutes of July 29, 2008 board meeting:
Rose respectfully submitted minutes for the July 29, 2009 meeting of the board during Mary’s absence.
Corrections were recommended and changes were made by Mary. Becky moved to accept, Timothy
2nded. Minutes accepted. Approved minutes will be sent to Jim to be posted on ARSL’s website on
WJ.
Ex-Officio member voting issue:
According to Robert’s Rules, an ex-officio may vote but can’t make a quorum. According to our bylaws,
we follow Robert’s Rules, so the concern about this is that ex-officio members could possibly
vote for many years, which many board members aren’t comfortable with. Discussion ensued about
whether or not the position of newsletter editor should be an ex-officio member rather than a liaison to
the association. We may have to review two issues in the By-laws regarding ex-officio members.
ACTION ITEM: Sonja, Ken and Rose (Andrea will help if necessary) will make up an ad-hoc
By-laws revision committee (Sonja will be chair) to determine ex-officio member powers and any
other potential changes to the by-laws.
Conference Committee Refund Policy:
Refunds for members registered who did not attend the conference has come up because several people
canceled attendance at the meeting and expected full refunds, even though the association may have
already expended non-refundable funds (food, special event reservations) on the registrant’s behalf. A
recommendation was made to create an addendum to our policy for regarding refunds: requests for
hardship cases may be sent to the executive committee who in turn will review these cases to determine
whether to refund portions of the conference fees. ACTION ITEM: The conference committee will
review this conference registration refund proposal and will bring it back to the whole committee for
passage.
Leadership:
Timothy asked about a discussion he had with Transformational Library Partners, an association acting
as a pass-through agency (grant manager) providing tuition for distance learning for rural libraries to
receive their MLS degrees and conference attendance. The association will consider working with
organizations like this as a proposal. The conference planning committee needs to have a decision on
this method if we do choose to enlist it to be able to incorporate this into the annual conference.
Patty recommends that we should send members (i.e. the Vice-President) to represent us at the Rural
Assembly annual meeting. Carla suggests that we create guidelines regarding which conferences we
will send our members to. No action was taken on this yet.
Everyone thanked the conference planning committee for the enormous amount of work they did to
present and host an enjoyable, excellent and educational conference that went very smoothly.
ACTION ITEM: Patty will send thank you notes to all organizations (including the California State
Library) who partnered and worked with us to put on this conference.
Meeting adjourned at 10:47 am Pacific Time.

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Minutes 07-29-08

Minutes of the Association for Rural and Small Libraries
Board of Directors Meeting
Tuesday, July 29, 2008
10:00 a.m. Pacific; 11:00 a.m. Mountain; Noon Central; 1:00 p.m. Eastern
VIA WEBJUNCTION LIVE SPACE
Submitted by Rose Chenoweth, Secretary Pro Temp
Present: Don Reynolds, Carla Lehn, Lynette Sloan, Ken Davenport, Larry Grieco, Patty Hector, Rose Chenoweth, Bonnie McKewon, Susan Pieper; Timothy Owens
Absent: Becky Heil, Jim Malzewski, Carolyn Ashcraft, Mary Pasek Williams; Satia Orange; Bernard Vavrek
Welcome and Call to Order
The meeting began at 12:00 CT. President Don Reynolds chaired the meeting.
Approve Minutes of April 3, 2008
Susan Pieper made the motion to approve the minutes. Minutes were approved.
Treasurer’s Report
No Treasurer’s Report was sent.
There followed a discussion of the powers of ex officio members: Can they make motions? Count in the quorum? The discussion was tabled to a later date while research is done.
Finance Committee Report
Mary Pasek Williams and Becky Heil sent a proposal for board funding requests for conference. Those are attached to the report as Addendum A.
Board members can ask for partial reimbursement or total reimbursement up to a maximum of $1100 ($700 for air fare and $400 for hotel costs) this year. The amount available may vary from year to year.
Patty Hector moved that the proposal be accepted with the board being preferred over ex officio for funding, forms are to be submitted at least 30 days before conference to president and treasurer. Susan Pieper seconded. Motion carried.
There was a question about whether board members going off the board are eligible for fund assistance. Don Reynolds said he wanted to wait until he could look at the requests before he could make a recommendation.
Also the last night of the hotel stay is covered under another budget line item.
President’s Report
Potential Endorsement of Rural Compact:
The board decided to support endorsing it. Carla Lehn suggested that Don send a message to the listserve on this decision. Don said he was preparing a press release and would add the endorsement to the list.
He also suggested that we make overtures to the following groups:
1. National Rural Assembly and others on page 60 of the document he sent us sent us.
2. ICMA
3. National Rural Network
4. National Associations of Counties
Report on July Rural Summit at Clarion:
Bernie announced he will be retiring from Clarion University at the end of August. The Center for Rural Librarianship will no longer be located at Clarion University; they are looking for a new home for the Center. There have been various discussions but no decisions.
The Bookmobile association suggested we do a joint conference with them again. In 2009 they are meeting in Everett, Washington but maybe we could do a joint conference in Denver in 2010. Larry Grieco will talk to his 3 supporting partners to see how they would feel about this.
Nominating Committee Report
Carla Lehn reported on the election results. Timothy Owens has been elected Vice President/President Elect. Our new board members are Steve Seale, Andrea Berstler, and Sonya Plummer-Morgan. 31% of the membership voted. Don needs to re-appoint the ex officio members. He agreed to appoint Satia Orange from ALA/OLOS and Jim Malzewski from WebJunction.
Carla also reported that there have been several volunteers for our committees. Timothy Owens and Lynette Sloan both had volunteers for their committees.
Conference Committee
Patty Hector reported that there are 179 conference registrations with 57 signed up for the author luncheon. She said Larry White reported at the conference committee meeting that there are 5 exhibitors paid with 3 more with reserved space. There have been three door prizes pledged. They are still looking for volunteers. She encouraged board members to suggest vendors and to refer them to the website for information on how to become a sponsor or exhibit.
August 1 is the deadline for deciding the room block. 72% are already booked.
Programs and Publications Committee Report
Lynette Sloan said the committee had no report. Don asked if the committee would consider taking on Rural Libraries. It was suggested that we wait until we see where the Center for Rural Librarianship ends up as that organization may want to publish it. Carla Lehn read the committee’s charge. Don said the Tennessee is looking at developing topical wikis which could be fed through Web Junction.
Marketing and Partnerships
Timothy Owens announced that the ALA affiliation was accepted at the June conference. They have added to two new members to the committee bringing the total to six. Don had sent the board information on creating a logo. There was discussion on the process but no decisions. Tim volunteered to identify the steps and specifications for developing a logo within a month and reporting on this at the September board meeting.
Don suggested that the committee should contact all rural and state library groups and invite them to become affiliates or partners. Tim said the committee is still trying to define the term partnerships.
Don said as an ALA affiliate we have been offered an application for a program which is due August 1 for the next annual conference which is in Chicago. Don, Susan Pieper, Rose Chenoweth, Larry Grieco, and Tim Owens will be working on the proposal.
Membership Development Committee
Larry Grieco said we currently have 359 members as opposed to 192 in September, 2007. He has a draft proposal for committee procedures. He will send the board a copy of the proposal once the committee approves it.
Future Board Meeting
It is scheduled for Sunday afternoon, evening, and morning of September 21 and 22.
ADJOURN BOARD MEETING
The meeting adjourned at 3:00 CT.
ADDENDUM A
REIMBURSMENT REQUEST FOR BOARD MEETING AT ARSL ANNUAL CONFERENCE
Please mail form and receipts to:
Becky Heil, Treasurer
c/o Dubuque County Library
PO Box 10
Farley, IA 52046
All requests for reimbursement must be received by November 1, 2008.
NAME:
ADDRESS:
CITY/STATE/ZIP:
EMAIL:
EXPENSES
TOTAL
Attach all receipts
Hotel
$
If driving own car
mileage @ $ .585 per mile
$
If renting:
rental fee and gas receipts
$
Airfare
$
Other transportation (bus, train, taxi)
$
2008 maximum amount $1100.00
TOTAL
$
Claimant signature:
Approved by Treasurer: Date:
Board/Planning Committee Member Request for Consideration for Financial Aid for ARSL Annual Conference/Planning Committee
Today’s Date: ________________________
Conference Dates: ___________________________________
Name: ________________________________________________
Email address: ____________________________________
Office Held: _________________________________________
Projected Travel Costs (choose one or more according to your trip plan):
Airfare: _____________________________
Rental Car Fee: ________________________
Miles You’ll Drive Personal Car: ___________________
Bus, Train or Other Transportation: ________________________
Projected Housing Costs:
Hotel dates: _________________,20 ____ to _________________, 20 ____
(do not include the board meeting night as this is automatically reimbursed)
Form due 30 days prior to ARSL Annual Conference*
*Decisions will be granted as applications are received (first-come, first-served). A lottery may be instituted near the deadline so as to not exceed a quorum (seven) for the annual planning meeting.
Approved: __________________ by _________________________________________________.
date President and Treasurer

 

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Minutes 04-03-08

Minutes of Association for Rural and Small Libraries
Board of Directors Meeting
Thursday, April 3, 2008
9:00 a.m. Pacific; 10:00 a.m. Mountain; 11:00 a.m. Central; Noon Eastern
VIA WEBJUNCTION LIVE SPACE
Submitted by Mary Pasek Williams, Secretary
Present: Jim Malziewski, Bonnie McKewon, Timothy Owen, Becky Heil, Carla Lehn, Larry Grieco, Ken Davenport. Absent: Satia Orange, Bernie Vavrek, Carolyn Ashcraft, Lynette Sloan, Don Reynolds, Rose Chenoweth, Patty Hector
Welcome and Call to Order
Meeting began at 11:10am CT. Carla reported on Don’s recuperation.
Approve Minutes of February 7, 2008
Minutes were approved; no changes were made.
Treasurer’s Report
Becky’s treasurer’s report catches us up from the beginning of this year. All funds have now been transferred to BCR. Becky reported that BCR sends us a monthly printed statement; Becky will find out how to get these to all board members. Larry asked for summaries on the second page; Becky responded that it will depend on how BCR formats it, but she will try.
BCR Liason report: the website has been updated several times now: a conference registration page is almost ready to go (by April 4); Becky has been working with BCR, Susan Hill Pieper (Rural Libraries Newsletter) and John Swanson (Rural Libraries Journal and arsl listserv) to come up with policies on how subscriptions and payment will be handled. Membership information will also be provided to Larry G., membership chair. Carla asked if BCR is willing to do a listserv if we have a listserv monitor. Becky responded that BCR is discussing this and that Ellen Fox is the person at BCR most likely to handle our listserv. We’d like to have everything moved into BCR because we feel that with the grad. student leaving Clarion soon, it’d be a good time to have it moved to one place. At this point, Becky keeps the communication line open between ARSL, Clarion and BCR.
There are also password protection issues that conflict with the listserv accessibility. We want to send out the Rural Libraries newsletter issues that are promised to members but BCR can’t issue individual passwords so that only ARSL members can get the newsletter rather than everyone on the listserv. Susan Hill Piper has agreed to email a pdf of the newsletter to members who get it as a part of their membership so that the password issue is no longer a problem.
Conference Committee Report
Carla reported that we received a flyer listing the five speakers, as well as 20 workshops that were selected from 56 proposals!
Conference registration timeline: this will be up soon through BCR. Extra early bird rates will be in effect through June 30th, then early bird registrations after that until Aug. 28. Local arrangements are looking great, including some dine-arounds and tour opportunities (all will appear on the registration form). CA state lib. director of special collections will create a special display about the history of
California County Libraries for the reception at the state library. Larry White is leading the exhibit portion of the conference and that will also be on the listserv.
Marketing: on WJ’s next webinar on May 15, we will have an opportunity to do a commercial.
Everyone on the conference committee has been asked to forward all information to any list to get our information out. Regular conference teasers will come out on the website.
Upcoming conferences after 2009 in Tennessee: Colorado is looking to 2010 to host the conference; the CO State Library and the Colorado library consortium would be appropriate partners. Larry Grieco has gotten good support so far and he feels that this has gotten off to a very good start and it looks very encouraging. Larry asked who should be a contact person for how to answer questions for upcoming conferences; Ken suggested that they contact the Marketing and Partnership Committee as well as the Conference Committee chair. Larry has received an outline from California on what would be a good procedure for those approached as being a partner; Carla will send this document out to all board members. Mary moved that Colorado hosts the conference in 2010; Timothy 2nded. Unanimously approved.
Appoint Nominating Committee
Three board positons expire this year, though they can agree to be nominated again. Our by-laws state that the board appoints the nominating committee. Don proposed we use the immediate past president, president and VP/President elect to work through this election timeline. Carla moved to support Don’s proposal, Larry 2nded. Motion passed. For those whose terms expire in 2008, the nominating committee would like to hear from you to know if you’d like to be re-nominated. The nominating committee is also looking for a VP/Pres-elect.
Programs and Publications Committee Report
In Lynette’s absence, Jim Malziewski reported that WebJunction will launch a new platform this summer, which should be more user-friendly with more social networking tools. Jim suggests bringing in another person to assist with this new platform (early May for online training and June 3-5 in person in Seattle), and he is recruiting someone from ARSL to attend this training session in Seattle. Lynette is willing but isn’t sure she can work it out; Timothy agreed to be a back-up if Lynette can’t attend.
Jim announced two WJ Webinars: on May 1: Library Journal’s Best Small Library, the Chelsea District Library in Chelsea, MI will be featured and on May 15 will be the webinar, “Making the Most of Conferences as a Professional Development Tool.”
Marketing and Partnerships Committee
Timothy reported that the committee had one conference call with Ken and Timothy (Carolyn couldn’t attend) and that Bernie will be a new committee member. 2008 tasks were reviewed: partnerships (will pursue to partner first with ALA with Satia’s input) and press releases procedures (the committee hopes to bring something to the next board meeting on this). Their next step is to define partnerships and what partnerships may involve. Ken is making contacts with state small library associations (Iowa and Texas).
Membership Development Committee
Larry noted a concern that new members not getting a welcome or acknowledgement after joining ARSL. Carla drafted a welcome document, which Larry revised and forwarded to Becky to send on to BCR, who then sent it on to the person who manages the database.
Larry discussed an idea to campaign for new members by contacting each existing member with a member factsheet as well as a challenge for each member to recruit one additional member from each state, doing this every six months. Mary asked about incentives for this and suggested that it should be monetary. Larry suggested half-price membership for the next year or a nice letter; Mary suggested the possibility of offering extra early bird conference registration costs to those who recruit new members. The membership committee will discuss these ideas.
Ken discussed obtaining ARSL ribbons to put on conference badges – Jim responded that he can help with this if Ken gets the wording to him. Becky identified that distributing these ribbons may be a problem because we’d have to mail them to all members.
Schedule Board Meetings into the Future
Because we were not all present to solicit meeting dates, it was decided to do an online poll. Carla offered to set it up at Doodle Poll or Survey Monkey and will contact Bonnie if she needs help.
Meeting adjourned at 12:26 CT.

 

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Minutes 02-07-08

Minutes of the Association for Rural and Small Libraries
Board of Directors Meeting
Thursday, February 7, 2008
8:30 a.m. Pacific; 9:30 a.m. Mountain; 10:30 a.m. Central; 11:30 a.m. Eastern
Via WebJunction Livespace
Submitted by Mary Pasek Williams, Secretary
I. Welcome and Call to Order
Meeting began at 10:30am CT. Present: Jim Malzewski, Ken Davenport, Becky Heil, Bonnie McKewon, Carla Lehn, Carolyn Ashcraft, Lynette Sloan, Larry Grieco, Rose Chenoweth, Timothy Owen, Mary Pasek Williams.
Absent: Bernie Vavrek, Don Reynolds, Satia Orange, Patty Hector, Susan Hill Pieper.
II. Approve Minutes of December 20, 2007
Timothy Owens moved to approve the minutes, all agreed. Minutes were approved.
Mary mentioned that she has sent all approved minutes to Jim for posting on the ARSL website on WJ. Jim hasn’t received; Mary will resend.
III. Treasurer’s Report
Becky presented the treasurer’s report. After completing one outstanding check, Becky will close out the account and will transfer it all to BCR. Our total now is $20,271.
Becky reported that we received a bill for $1,200 from Clarion to cover the cost of sending Rural Libraries Journal to all of the members. Becky understood that this money had already been transferred, according to board agreement noted in the 5/2/07 minutes, with the total amount not to exceed $1,000. In these minutes, it was noted that “Bernie suggests transferring this cost to Clarion from our current rural library account” at Clarion. This payment was to come from the $10,000 in funds that Clarion held for ARSL in their account, which they had to spend down rather than hand over to the new account. Jim asked for clarification on the journal benefit. Carla reported that the board decided that last year, members would receive both editions of the journal. In the coming years, the journal will be discounted for one level of membership but it won’t be paid for. Mary presented a motion, which was seconded, as a response to this bill: We as the board believe that we have already paid for the cost of mailing Rural Libraries Journal. If Clarion believes that we are incorrect, please let us know and we will look into it further. Motion passed. The Treasurer will contact Clarion about this.
 BCR Liaison Report:
Becky reported that we are still having trouble with finding a good url; she will continue to work on it and will get back to us. Carla googled “arsl” and the first thing that comes up is Clarion; Carla suggests that we do what we can to get our current website higher up on the results list. Jim reported that WJ should be able to accelerate and move up this position later this summer, but that for the time being, we need to promote the use of the site!
Membership database progress: Becky reports that we are starting to see a lot of traffic with people renewing their memberships online!
BCR is willing to discuss doing a listserv for us but they don’t have the staff to monitor it so we’d have to do that. Carla suggest that we refer this to the program and publications committee. Jim will look into getting space on the arsl WJ site for listserv conversations.
Becky reported that password protection is being worked on.
IV. California Conference Update
Carla reported for Patty, who was called away. Contract was signed with Raddison Hotel in Sacramento. The conference committee is working on an early bird registration date. Carla reported on last meeting’s charge for the conference committee by the board on how presentations will be handled. There will be 15 workshop presenters who will be asked to speak twice, and they will get hotel accommodations for up to 3 nights, and if necessary, will be able to ask for travel expenses to be covered/partially paid for. Presenters will have their conference fees waived at member rate (so they’ll need to join ARSL if not already a member), but will not receive honorariums. There is space for 5 keynote speakers, who will each get $1000 honorariums, hotel costs and the committee has also received some additional monies that might be used for keynote speakers.
Keynote presentations were discussed and will be reported on at the next meeting. Subcommittee chair Larry White is working on exhibitors. A ticketed event for a luncheon will be offered at the conference and Larry Grieco arranged for author Nadia Gordon to present at this luncheon; she is part of the California Center for the Book’s “Mysterious California” program, about which a documentary has been filmed.
Carla reported on how we will market the conference, which is in discussion presently in the conference committee. One way to market the conference is to forward the conference link (webjunction.org/arsl) to your online networks – don’t wait! Any questions should be directed to Carla or Patty.
Carla noted that directly after the conference, we are again planning a face-to-face board meeting. The meeting will begin on Sun., Sept. 21 in afternoon and will end at noon on Mon., Sept. 22; please make space in your schedule for this meeting. The board hotel room for this meeting will be paid for Sunday night.
The conference committee reiterated that one of their charges is to plan conference sites for 3-5 years out. Carla asks first if any members of the board would like to hold the conference in their state and if so, they should first secure a willing state partner/cosponsor. If you are interested, make your contacts and then send that information to Carla and Patty so that they can get those dates out for the membership. Carolyn suggested that Arkansas might be a site in 2012 or 2013 in central Arkansas (with the Clinton Library and Heifer International) as draws. In addition, the Arkansas Library Assoc. annual meeting is in late Sept. or early Oct., which might be good for piggybacking the two conferences.
Rose noted that the deadline for submitting proposals is today. As of now, we have 50 proposals; all have been sent to the committee. The conference comm. will make a selection of 15 of these proposals. Rose is doing summaries that include equipment needs. Rose suggests defining our audience better next year because we have several applicants who are proposing to present dissertations from library schools as well as several other proposals that aren’t very clear and need “translations.” Discussion took place on dissertations; the consensus was that most dissertations wouldn’t be of interest to this conference.
V. Committee Appointments
Carla pointed out that we have recruited people who are not board members to be on these committees; this is to be encouraged. People can be on more than one committee! Please send any recommendations for people to be on committees to committee chairs.
So far, committees are comprised of:
Conference Committee – Patty Hector, Chair; Committee Members from the Board: Rose Chenoweth, Satia Orange, Larry Grieco, Bonnie McKewon, Becky Heil; Additional Committee Members: Larry White, Melanie Lightbody, Eliza Wingate, Carla Lehn
Programs and Publications Committee – Lynette Sloan, Chair; Committee Members from the Board: Ken Davenport ; suggest that Bernie and Susan Hill Piper be on this committee.. Additional Committee Members: none yet.
Finance Committee – Becky Heil, Chair; Committee Members: All Board Committee Chairs
Marketing and Partnerships Committee – Timothy Owens, Chair; Committee Members from the Board: Mary P. Williams, Carolyn Ashcraft; Additional Committee Members: none yet.
Membership Development Committee – Larry Grieco, Chair; Committee Members from the Board: none yet; Additional Committee Members: none yet.
All Committees must meet before next board meeting. Jim has offered to do these conference meetings on WJ – let him know. Or, do it by phone conference and ARSL will pay for it unless your organization wants to help pay or offer conferencing services. Carla noted that we should all use the “Strategic Plan” initial workplans to get started – identify tasks and timelines for 2008. Carla can provide these workplans if you can’t locate them. Other duties will be to: consider committee budget needs, and to have committee Chairs meet with Becky to develop 2008 ARSL budget.
VI. Discussion of Partnering with other organizations
Several board members will attend PLA and ALA. Those attending could try to get together to decide how to promote the ARSL conference at these two national conferences.
Ken suggests that now that we have a Partnership committee, that they discuss the general partnership issues that the whole board was to discuss today.
Clarion conference partnering question: Two meetings ago, Bernie asked if we would agree to be a partner on Clarion’s upcoming April 30-May 2 “From Center City to the Exurbs” conference in Columbus. Mary reported that Bernie called her on Tuesday and then responded to the email she sent to him again that summed up the ARSL board’s response and the board’s questions to him. Bernie answered via email that he thought ARSL might want to be involved
without any financial or other commitment; that this is a one time only conference with no other sponsors; that it is targeted to all types of public libraries from the inner city to the suburbs and beyond; and that no vendors have been asked beyond two of the bookmobile manufacturers.
Discussion then ensued regarding partnering: it was suggested that we may want to consider only supporting small library conferences at this point; it was suggested that we need to distinguish between promotion and partnering, as promotion may be more doable for us; and that when we partner that it is made clear that the event partnered with is not an ARSL event.
In summary, Jim presented a motion for the chair (Timothy) of the Marketing and Promotions committee to have to report to Bernie on the issue: At this point, we don’t have the resources to partner but we will assist to promote wherever it is of interest to our members. Motion was seconded. Motion passed. Timothy will also ask Bernie if we can promote the ARSL conference at the Clarion conference. Bernie and Timothy will be going to that conference; the conference committee will contact them to take materials to that conference. Timothy will also talk to Bernie about continuing to attend these ARSL board meetings as our Clarion-ARSL liaison and if he can’t that attend that perhaps he could send a representative.
VII. Schedule Future Board Meeting(s)
April 3 at 9:00am PT, 10:00 MT, 11:00 CT, noon ET.
ADJOURN BOARD MEETING
Rose moved to adjourn and the meeting was adjourned at 12:08pm CT.

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