2010 minutes

Minutes November 15, 2010

Association for Rural and Small Libraries, Board of Directors Meeting
AGENDA
5 min. I. Welcome and Call to Order Becky
· Welcome New Members
· Elluminate Instructions
5 min. II. Consent Agenda
– Approve Minutes of August 16, 2010 Alison Miller, Secretary
– Approve Minutes of October 16/17, 2010 Alison Miller, Secretary
Motion to accept the consent agenda made by Larry, Becky seconded, all in favor.
– Treasurer’s Report Andrea Berstler,
Treasurer
Report is in progress, but not submitted based on the transition from BCR to AMR. Waiting for
info from BCR – Brenda is working on this.
● End of September, approximately 52, 000 in account
● Spent money for board members, paid for scholarships and hotel rooms
● ARLS account approximately $44,000
15 min. III. President’s Report Sonja
· Committee Chair Announcements
Working on conference and committee chairs; State Library of Texas would like to partner
for next conference; also working on Member services and member development; Larry
(membership chair) will be working on member development; Alison and Jennifer Peterson
working on Member services committee. Committees are in place; partnerships has been
redesigned with two sections.
· Committee members
· Progress on Articles of Incorporation
Working with AMR; Articles of Incorporation – package with paperwork signed by Becky and
Alison and sent on.
· Use of Google Groups for Board Communication & Google Docs to store things
Reviewed the differences between Google Group, Google Docs and new AMR listserv,
which has AMR staff moderating; Google groups more interactive, listserv more one way – we
will keep both.
Question from Louis on Partnerships: Timothy will be chairing partnership committee; will be
divided into two areas: one is strategic the other is basic partnerships (may not be money based):
Dwight will continue to work on Gates and ICMA; other organizations are also interested and we
want to be sure that these are explored; Professor from USC about housing the center for rural
studies – Sonja will follow up on that; there are several universities interested in this as well.
Meetings every other month and keeping contact with potential partners, answering questions
with potential partners.
Working on conference contract – talking to AMR, ALA
Has seen an increased interest in other organizations interested in what we are doing; looking
forward to increasing our visibility; perhaps a press release; marketing will be important – press
releases, etc; press release writing skills?
Looking at putting out a publication/magazine in the next few months.
Note from Sonja: Becky, Andrea and Sonja working on Conflict of Interest policy (in re: to
503c)
20 min. IV. Review/Approve 2011 Committee Workplans & Org Chart Sonja
Review Committee workplans and organizational charts – in Google docs, but document not
shared;; we will need more time to look at these and will review and approve at next meeting.
10 min. V. Proposed Budget for 2010/11 Andrea
Note from Andrea that Timothy is handling the transition to AMR – we do have a bank account
with them, but we don’t expect a budget before the January meeting; we don’t know what we
have yet (money from conference, what is still with BCR – account not closed yet)
5 min. VI. AMR Transition Report Timothy
Owens, Immediate
Past President
· Directors and Officers Liability Insurance
· BCR Transition Progress
Carla read Timothy’s report:
Transition: BCR has stopped processing memberships as of Friday, Nov 12th. They will send
the final updated member database to AMR on the Monday, 11/15. As soon as AMR has the
database updated and the forms ready (within the next couple of weeks, they will start processing
memberships. Members will have online access to a directory as well as their own account
information. The listserv is to move to AMR on Friday, Nov. 19th. AMR is establishing bank
accounts whie BCR wraps up the conference financials. We expect all of our accounts to be
moved to AMR by December.
D&O insurance: we have the application form. As soon as the financials are added and the form
is completed we will submit it for quotes and report those back to the board. (You may want to
ask the board members to attest to those liability issues in the form if you still have it — if there
are any criminals amongst us, they can let me know confidentially if the prefer :)
10 min. VII. 2010 Conference Planning Committee Andrea Berstler,
Chair
· Wrap-up!
Conference wrap up from Andrea:
There is an agreement with ABOS to split the money from the conference; hotel bills have been
submitted; waiting on Brenda’s reports, but profit could be approximately $20,000; sending out
conference survey and possible reminder on the listserv; will forward to Steve for next year and
the speakers only, per request; preliminary comments are good;
Question from Louise on ROI: more people due to joint conference; more bills; split profit; hard
to tell at this time; may have made out a little better due to being joint, but not definite at this
time; will do analytics
Question from Jennifer: will we be able to get conference handouts that were provided
Reply from Andrea that we won’t get all, as some don’t want to share. Note from Sonja: some
files were not received, others were scrubbed, others not shared.
Note: One presenter did not show up and several people were upset. It was determined that she
was in a car accident; we may want to tell attendees that there was a valid reason.
Notes from Sonja: very positive feedback from a scholarship recipient; also positive links from
other resources:
Andrea will provide a written report for review.
5 min. VIII. 2011 Texas Conference Update Steve Seale,
Chair
· Dates set? First two weeks in September; September 8-11; mixer on Thursday (thinking of
gaming activities – 6 breakout rooms); all day Friday/Saturday conference.
· Contract signed? Working with the hotel – latest version of the contract has been sent to
Sonja; very close to having the contract and signatures.
· Other? Working on many things, but so far, so good.
5 min. IX. Partnerships Committee
Timothy Owens, Chair
· Strategic Partnerships Update Dwight McInvaill
· Bill and Melinda Gates Foundation
· ICMA
Timothy didn’t have anything to report on partnerships yet — but is hoping Dwight can update
the group.
5 min. X. Member Services Committee Alison Miller,
Chair
· Joint Webinar Plans with WebJunction Jennifer Peterson
Event Type: Webinar
Date: 1/18/2011
Start Time: 2:00 PM
End Time: 3:00 PM
Description:
Library Journal’s annual Best Small Library in America Award, sponsored by the Bill &
Melinda Gates Foundation, was created in 2005 to encourage and showcase the exemplary
work of libraries serving populations under 25,000. After the Glen Carbon Centennial Library
in Illinois was recognized as an “honorable mention” in the 2008 awards, its staff resolved to
win the award-and they did! Their successful results are seen in their commitment to hire and
inspire staff to provide “more than you expect” service to patrons, and in their stellar outreach
and programming that leverages partnerships and technology every way they can. As we await
the naming of the 2011 winner (expected February 1, 2011), we’re pleased to bring you this
webinar exploring the inner workings of GCCL, in collaboration with the Association for Rural
and Small Libraries and featuring GCCL library director, Anne M. Hughes and Library Journal’s
executive editor, Rebecca Miller.
Webjunction will promote, but also welcomes help spreading the word.
Asked for an article summary to send to the webjunction members/membership communities
(rural update). Deadline is 1st week of December.
Looking to have another arsl sponsored event next quarter. Andrea has offered, but perhaps
work with Dwight the following quarter.
Jennifer is looking forward to leveraging mutual channels and other networks.
Andrea – webinar topic: The Entrepeurial Librarian (also submitting to PLA 2012 conference);
using business models to help small and rural libraries run more effectively.
Post webinar to listserv.
5 min. XI. PUBLIC COMMENT
No public comment
Next Board Meeting – Monday, January 24, 2011
90 min. ADJOURN BOARD MEETING
Motion by Jennifer to adjourn, seconded by Andrea


Minutes October 17, 2010

Association for Rural and Small Libraries, Board Meeting and Annual Planning Retreat
Saturday & Sunday, October 16 & 17, 2010 – Denver, Colorado
ARSL Mission: The mission of the Association for Rural and 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.
Meeting Goals:
● Get to know each other and develop norms for our work together
● Review ARSL’s Strategic Plan, revise as needed and develop action plans toward it for 2011
● Transact some ARSL business
● Leave energized and enthused with clear direction and plans for the year ahead!
AGENDA
Saturday, October 16
2:00 Welcome Sonja Plummer-Morgan, President
Sonja had the board engage in an ice breaker.
2:30 Retiring Board President’s Comments Timothy Owens, Immediate Past President
Timothy thanked the outgoing board members and committee chairs for their service. He commented that
the group has risen to the occasion for all the new challenges and the growth of the organization.
He also challenged the group to continue to involve members to a greater degree with the work
of the organization. He also remarked on the major steps taken by ARSL since leaving Clarion in
2007. Timothy moved to move the group into a closed session.
((Discussion related to the lack of appearance of appointed board member Karen Kuhn and how the
board would like to handle this situation. Steve Seale moved that Karen not be installed to the
board, Andrea Berstler seconded it. Discussion followed regarding possible follow-up steps. ))
Motion to leave executive session made by Larry Greico, Louise Green seconded.
Steve Seale moved to not install the appointed ARSL board member Karen Kuhn. Andrea Berstler
Seconded the motion. No further discussion. Vote was called and the motion passed. Becky
brought up the board reimbursement issue. The point was made that since she is not installed she
is not eligible for reimbursement.
2:45 Incoming President’s Comments Sonja
Sonja commented that she would like to adhere to the mission of ARSL. She would like to provide
direction after hearing, reflect and consider before making a decision. She would like members to email
her with info on the committees that they are interested in and what why.
3:00 History of ARSL’s Development Becky Heil, Vice President/ President Elect
History overview – 1983 Bernie started the Center for the Study of Rural Librarianship. Began with
Bernie’s students and grew from there. In early 1990’s conferences began with John Philip and the
bookmobiles. They used grant monies and had the conferences in different areas with lots of discussions
about many aspects of life in rural areas. 2006 the bookmobile and library organization met in Columbus
for a conference. Mary Pasick Williams, Don Reynolds and Ken Davenport, and Colleen Carvey were
the first board members. Colleen left and the other three were the first board. 2006 they saw a need to
move away. 2006 the Bookmobile group left. Jan 2007 began the board’s first strategic plan and first set
of officers. The monies from Clarion were divided between ABOS and ARSL. In 2007 the board hired
BCR as the fiscal agent. 2008 conference in Sacramento was successful due to the contributions of Susan
Hildreth. Additional strategic planning occurred during that board meeting.
Clarification was given on the status of ARSL and its ALA affiliate status.
Sonja shared her pleasure at having Becky as her vice-president and her desire to keep Becky in the loop.
3:15 Review of 2010 Committee Accomplishments/Frustrations Committee Chairs
Carla pointed out the committee charges and will keep track of the changes and additions to the strategic
plan.
Membership Development Committee – Carla covered the membership charge for Patty, who was the
committee chair.
-Frustration was expressed with BCR lists of member list. Timothy shared that with AMR we and
members will have web access to membership information. The hope is that AMR will be able to deal
with the data regarding membership information.
-Also wanted to determine the future of the relationship with the Rural Librarian Newsletter. Also the
accuracy of the database with regard to who receives the newsletter. Discussion was held on the cost
of the newsletter, the value of the information, the different rates of the memberships and if we should
consider changing the way that ARSL members receive the newsletter. Will be added to the committee’s
workplan.
-Possibility of moving scholarship subcommittee to the conference committee’s charge.
Conference Planning Committee –
Good partners are key
Addition – A five year plan for locations.
Role of vice president for conference committee
Clarification of conference partner agreement and the use of the forms upfront – possibility of using forms
to commit to partnership agreement before we announce locations.
Possible additions to agreement include involvement in local publicity.
Suggestion was given for revision for partnership agreement committee.
Suggestion for need for application process to be created.
Consideration for use of AMR’s conference planning services
Partnerships Committee –
Interest in partnering with Gates Foundation however need to be 502(c)3
Online for ARLS to give input on standards project
National Science Foundation projects – Pushing the Limits was funded
Cultivate additional partners along with work on Gates foundation
Possible addition of partnership agreement – providing opportunity to our members
UT wants to be the next Clarion
Information Services Committee –
Program held at ALA 2010 / A 2011 program is in question
Collection development policy worked on
Survey of topics of interest led to webinar on trustees
Consider 2010 evaluations for possible key presenter to be asked for repeats via webinar
PLA in 2012 – due 11/30/2010
Discussion on ALA programming future
What was the cost versus the impact of being at ALA – is it worth the work.
Possibility of arranging a meeting space at ALA midwinter
Online Presence Committee –
Tied up with other committee work, waiting for policy approval, etc. which did bog down the process.
About 2000 people follow one of our online status updates
We have live chat feature which is used about 5 times a week.
Consider possible overlap with information services and marketing committees – need to possibly
develop a better working relationship with 3 committees.
Social networking popular with constituents.
Marketing Triage Committee –
Used ARSL list to contact people
Conference brochure artwork
Use of listserv to promote meaningful discussion topics
Content generation and follow up on posts needs to be considered
Gain permission for display at local/state library association
Possible use of table top display and banners at conferences
Nominating Committee –
Disappointed with low voter turnout – however when compared to other groups, it is a good amount
Possibility add VP to committee
Possibly adding a request for a professional reference
Add a point for them to talk about their rural/small history
Finance Committee –
Budget info was submitted by chair
Worked with BCR
Assessed endowment – needs someone with more experience
5 year budget
Executive Committee –
Transition to AMR
Opportunity to incorporate per strategic plan
Have requests out for prices for 501C3 paperwork
Recommendation for directors and officers coverage
7:00 ADJOURN FOR THE DAY Optional — No Host dinner together
Sunday, October 17, 2010
8:30 a.m. Breakfast in Meeting Room
8:45 Learn about our new AMR Relationship John Ruffin, President, AMR
Timothy introduced John Ruffin – President of AMR to speak on the new relationship of AMR and
ARSL. John spoke on their style of management, the ARSL workplan and what services
ARSL has contracted to utilizes from AMR. John also spoke to the members on his history
in business and government.
Motion from the Executive committee to approve to the contract with and to designate AMR as our
association management. A copy of this resolution in entered into these minutes.
Motioned approved unanimously.
AMR Resolution on forming a Non-profit Corporation */**
As the articles of incorporation are competed and AMR is able to accept those funds that the treasurer is
authorized to move those funds. Motion made by Jim Connor – Timothy Owens seconded.
Motion carries.
9:00 Review last night’s work – Do we have everything? Committee direction and plans for
2011 identified?
After reviewing the work from yesterday Carla suggested reviewing the committee charges for the
Marketing Triage, Online Presence and Information Services specially where the three
overlap and have to work together. Discussion focused on the application of the committee
charges and how they actually worked together compared with how they were planned to
function. Carla will refine the information and resubmit the notes to the board.
9:30 Board Meeting
Elect Secretary (Alison Miller has agreed) and Treasurer (Andrea Berstler has agreed)
Motion to accept Alison Miller as the Secretary, Louise Green so moved and second by Jennifer Peterson.
Motion to accept Andrea Berstler as the Treasurer, Jennifer Peterson so moved and second by Timothy
Owens.
Approve Minutes of August 16 – tabled until next board meeting. Note – AMR will have a
transition checklist that will include an archive component for board minutes.
Budget & Treasurer’s Report – Becky submitted the August/September 2010 treasurers
report. She also reviewed a previous edition of the budget for 2011. A copy of this report is on Google
Docs. A proposed budget will be presented at the next board meeting (November), board members will
submit their proposed expenses before the November meeting so that a proposed budget can be structured.
Policy on Conference Presenters’ Compensation and Reimbursement*/** (Deferred to November 11
meeting)
Review Board Member and Committee Chair Position Descriptions – are in the board binder (generic
board expectation descriptions)
The board changed to considering the charge of and work of the Partnerships committee. Sonja asked
Timothy and Larry to make their reports on IMLS Rural Grant Partnership with Lyrasis – Timothy Owens
and an Update on the National Science Foundation project – Larry Grieco.
IMLS Rural Grant Partnership with Lyrasis – To provide field experience and placement for new
librarians interested in rural and small libraries. The lack of 501C3 status caused a delay in the project.
This allowed Timothy to bring this project to the board for discussion and procedures. Timothy fielded
questions from the board.
Sonja took this opportunity to bring up the partnership committee work to be sure we are focused on what
needs to be done. Discussion focused on the work of this committee and how it needs to function within
the scope of all the committees. Carla added notes to the charge and will publish them for board input.
Update on the National Science Foundation project – to promote science and math information to the
public via rural libraries. Larry reported on the “Pushing the Limits” project. He provided an updated
status of the project to the board. Larry would like ARSL to be a conduit to rural librarians for this
project. Two components are librarian training for creating programs and then the programs themselves.
Determine Board and Committee meeting schedule for the year – 2010 schedule was every other month –
Committees met in between board meetings – did that work?
Coming conference notes – Steve Seale. Structure will be Fri – Sunday.
11:45 Carla reviewed the “Working with each” other documents.
Board meetings every other month and committee chairs meet quarterly. Off month – committees and
executive committees meet.
2 weeks ahead – agenda draft sent
1 week ahead – agenda finalized
1 week before – any documents for the board posted on the Google Docs site
2-3 days before instructions sent on web conferencing
Board meetings will be the 3rd Monday of each month.
Nov 15, Jan 17(MLK) 24, March 21, May 16, July 18
1 pm EST, 12 CNT, 11 MNT, 10 PCF
Sonja transitioned to committee chair assignments. She will be working on the chairs over the next two
weeks. Those chairs will need to reach out to membership so they can be involved.
Sonja would like a thank you for the conference goers via email. Post conference blog, intro to new board
members. Further discussion focused on the coming conference, hotel negotiations and contract issues.
Jim brought new business – regarding an investigation on trademark and our logo.
Allison left at 10:35 am
Steve Seal left the meeting at 11 am
Jim made a motion to adjourn.
NOON ADJOURN

Update Strategic Plan Carla
A. Review Current Strategic Goals
B. Review Organization Chart
● To see where the strategic goals fit
● Clarify Committee Charges
C. Prioritize Tasks for 2011
Using 2010 Committee Workplans & discussion from today, identify 3 – 5 priorities for
each committee for 2011
● Membership Development Committee
● Conference Planning Committee
● Partnerships Committee
● Information Services Committee
● Online Presence Committee
● Marketing Triage Committee
● Nominating Committee
● Finance Committee
● Executive Committee
9:15 Review 9/08 Guidelines for our Work Together as a Board
● Because we physically see each other only once a year
● Expectations clear?
● Can we live with this?
● Need revision?


Minutes Monday, August 16, 2010

Association for Rural and Small Libraries
Board of Directors Meeting
Monday, August 16, 2010
10:00 a.m. Pacific; 11:00 a.m. Mountain; Noon Central; 1:00 p.m. Eastern
In attendance
Timothy Owens, Becky Heil, Carla Lehn, Patty Hector, Rose Chenoweth, Dwight McInvaill, Steve
Seals, Sonja Plummer-Morgan, Jim Connor
Minutes
I. Welcome and Call to Order Timothy Owens, President
Illuminate/Blackboard has renewed contract with NC for year. Timothy is glad to have ARSL use it
for the immediate future.
II. Consent Agenda
● Minutes of June 21, 2010 Andrea Berstler, Secretary
● Treasurer’s Report Becky Heil, Treasurer
Consent agenda passed
III. Executive Committee Report Timothy
● Update on ARSL Fiscal Agent RFP was sent out. 8/16 was final date to receive
proposals – Timothy, Steve, Patty and Becky will serve as a task force to make a
recommendation to the board for our new fiscal agent. Discussion for a conference
call to consider the task force’s recommendation before the conference in October.
Timothy will try to arrange something the first week of Sept. Sonja was added to
the task force.
● Appointment of new board members was voted on by Executive Committee – we
have appointed 3 new board positions gained in approval of recent bylaws changes.
Karen Kuhn (1 year term), Allison Miller (3 year term), & Nancy Rosenwald (2
year term) .
IV. President’s Report Timothy
● Would like to thank board for support and work. Committee chairs should prepare
brief remarks at the Annual Membership Meeting at the Conference. Recognize
members of the committees present at the meeting. Also a good time to recruit new
committee members.
V. Membership Development Committee Patty Hector, Chair
● Most recent Current Membership status from Lisa at BCR was 327 members
● Conference Scholarships report – difficult to choose, a large group.
● Vavrek Scholarship – Cindy Stewart Grant student Missouri University director
Mounda City Public Library, MO
● Ken Davenport – Beth Porter director Heyworth Public Library in IL
● Founders Joan Pellikka North Country Library System Watertown NY she’s a
consultant with that regional system
● Many state libraries are looking to offer scholarships in addition to these.
VI. 2010 Conference Planning Committee Andrea Berstler, Chair
● Registration Update / Vendor update
● Board member room discount – will show up when you check in, not when you
register.
● Board member assistance at conference – intro workshops, help direct attendees,
answer questions, be hosts and hostess, etc
● Committee Meeting time at Conference – will be optional during the same time
slot as the presentations by conference sponsors – Friday, 3:45 – 5 pm. There are 3
presentations – so it should not take more than 1 hour.
● Board member mixer following the welcome mixer – tentatively planned for the
president’s suite (approx 8:30 pm)
● Conference Board meeting is scheduled to begin around 2 pm – we have lunch and
the conf chairs need to review the hotel bill with BCR and the Crowne Plaza. (How
many should I have them set up for?)
● Reminder about board reimbursements — receipts need to be turned in at the
conference if at all possible. Deadline for reimbursements is Oct 30, 2010.
(Reimbursement form in Google Docs or get from Carla)
● Andrea thanked those working on the conference committees for all their great
work!
VII. Nominating Committee Carolyn Ashcraft, Chair
(A written report)
● Election happened and new members are preparing for conference.
● By-Laws changes have been approved, should be posted on website
● New board members will be announced at the listserv
VIII. Information Services Committee Rose Chenoweth, Chair
● Report on September Trustee Workshop – Jennifer (new board member) has
arranged this program for Sept 14, 2010 on Webjunction.
IX. Partnerships Committee Dwight McInvaill, Chair
● Will not be in Denver – Gates Foundation asked him to speak at the ICMA
Conference. Is working on building partnerships with Gates, ICMA and OCLC.
And also in possibly developing standards (with input from ARSL – us helping
them develop standards that are practical, doable and relevant.)
Becky, Andrea, Carla, Sonja and Timothy will collect information on this as a study group.
X. Marketing Triage Committee Jim Connor, Chair
● Update – making progress with state library contacts – encourage them to make info
available on conference even if it is a scheduling conflict with local meetings.
XII. Online Presence Committee Sonja Plummer-Morgan, Chair
● Info on the conference and ARSL as an organization has been continually promoted
via online social networking. Reminder that everyone can put things on the online
calendar as needed.
XIII. PUBLIC COMMENT
Next Board Meeting – Scheduled for Saturday afternoon/evening and Sunday morning, October 16
& 17, immediately following the conference in Denver – with a possible conference call before
hand to discuss/vote on recommendations by the task force working on the selection of our new
fiscal agent.
ADJOURN BOARD MEETING – 2:15 pm


Minutes Monday, June 21, 2010

Association for Rural and Small Libraries
Board of Directors Meeting
Monday, June 21, 2010
In attendance – Timothy Owens, Sonja Plummer-Morgan, Becky Heil, Andrea Berstler, Carla Lehn, Steve Seal, Jim Connor, Carolyn Ashcraft, Patty Hector
AGENDA
I. Welcome and Call to Order Timothy Owens, President
Order of events adjusted to allow action items to be voted on while a quorum existed.
II. Consent Agenda
Approve Minutes of April 19, 2010 (one correction – spelling) Andrea Berstler, Secretary
Treasurer’s Report (no written report for this month) Becky Heil, Treasurer
BCR Made corrections in accounts (ARSL & Joint conference accounts)
Passed unanimously
III. Executive Committee Report Timothy Owens
BCR/Lyrasis Update – discussions still being maintained, BCR/Lyrasis would like to continue this relationship.
ARSL Fiscal Agent Proposed RFP – Timothy brought up a draft copy. There were a few questions from the board. Date for submissions to be received was discussed. – August 15, 2010 was selected. Will go to back the task force for evaluation. (Steve, Becky Patty and Timothy)
Moved – Carolyn Ashcraft, vote – passed unanimously
VIII. Nominating Committee Carolyn Ashcraft, Chair
Slate for 2010/11 – recommendations from committee – an approval of suggested bylaws would result in appointment of the three additional names.
Passed unanimously
Proposed By-Laws changes – Several changes were proposed by committee. Carla Lehn
Asked for comments and feedback – Approved by board. Will go to membership for a vote. Posted on website, link on ballot for officers so they can view.
(Online Election – late June to mid-July)
Emerging Leaders Program – ALA – Timothy Owens
ALA is now Accepting Applications, Sponsorship requires $1000 financial commitment to support attendance at two conferences (midwinter and ALA annual conference). We can allow ALA to select or we can select our own using their application, or we can have our own process completely. Motion – to sponsor an emerging leader for this coming year, selection our own candidate using ALA’s application (2010/2011) – Carolyn.
Discussion centered on using funds to sponsor attendees for ARSL conference, does this align with our strategic plan, the fact that someone could undertake a project for ARSL instead of us sponsoring a person. . .
Seconded – Sonja
Vote – Passed unanimously


Minutes Monday, April 19, 2010

Association for Rural and Small Libraries
Board of Directors Meeting
Monday, April 19, 2010
10:00 a.m. Pacific; 11:00 a.m. Mountain; Noon Central; 1:00 p.m. Eastern
In attendance : Timothy Owens, Carla Lehn, Dwight McInvall, Patty Hector, Sonja Plumer-Morgan, Andrea Berstler, Becky Heil, Steve Seal
Minutes
Welcome and Call to Order Timothy Owens, President
There were some technology issues – asked Sonja to moderate until they were repaired.
Consent Agenda – Patty moved to accept consent agenda, Dwight Seconded. Passed unanimously
Minutes of February 8, 2010 Andrea Berstler, Secretary
Treasurer’s Report Becky Heil, Treasurer
Executive Committee Report Sonja
 Board events at 2010 conference – Please plan accordingly:
o Wednesday night mixer (October 13) – 6:30 – 8 pm We are planning an 30 minutes meeting immediately following this for Board to touch base (8 – 8:30 pm)
o Annual Membership Meeting — Friday, Oct 15, 9 am (Both ARSL & ABOS)
o Board meeting – Saturday, October 16 – 2:00 – 7:00 pm (dinner in the hotel)
o Board Breakfast – Sunday, October 17 and time to finish board business. May need to dedicate some time for Lyrasis/BCR discussion as well as do we continue with this relationship. May have to add Sunday meeting back in. Andrea will reserve the board room for Sunday morning in expectation that we may not get through all necessary items on Saturday.
o Lunch will be on your own
 Elluminate as our meeting technology – costs here – decision at end of meeting Only issue currently is there is not phone access.
President’s Report Timothy
ARSL/ABOS Conference MOU and Budget Approved – signed and done
BCR/Lyrasis developments – would like board members to be informed enough to make a decision at the Oct board meeting in Denver. What other organizations available – we should create a task force to exam possible groups to consider alternative organizations. Timothy recruited Steve, Patty, Becky and himself to do the initial canvassing and information gathering.
The Executive Committee did meet with Lisa from BCR and Ann from Lyrasis They will manage conference, we need to wrap up all conference items by Nov 15. For general management (membership, fiscal agent, ect) we have paid through end of December but no one is sure of the exact timetable for transition. Sonja noted that our members will not see any change in the web interface for now. ARSL’s desire is that this is as seamless as possible.
Finance Committee Becky Heil, Treasurer
2010 Budget – Approved last meeting
Membership Development Committee Patty Hector, Chair
Current Membership status – going well. Working with Marketing to increase new memberships
Proposed Listserv Policy – recommended by committee. Posted on Google Docs. Sonja moved to approve the new Listserv policy. Passed unanimously.
Information Services Committee (not in attendance) Rose Chenoweth, Chair
Rose sent a report – She believes that the Proposed Website Acceptable Use Policy was recreating the Listserv policy. Committee did look over Webjunction’s policy as a sample policy. The Committee will look over how this policy needs to work with the Listerv policy. Need to re-evaluate how information may be used by members without direct interaction.
2010 Conference Planning Committee Andrea Berstler, Chair
Update – planning going well, speakers are being confirmed and contracts signed. Workshops will be posted by May 1. Discussed Policy on speaker’s reimbursements – Andrea asked that this be discussed at Denver Board meeting; the aid for speakers for this conference has been arranged. Denver Partner documents will be brought to next board meeting Vendor committee has been working hard – have a business signed up for the largest conference sponsorship.
2011 Conference Steve Seale
Update – hotel contract being reviewed by executive committee. Issue of fiscal agent and having to sign contract without a fiscal agent. Goal to firm up partnerships in Texas.
Partnerships Committee Dwight McInvaill, Chair
Update – Touching base with Jill Neiche of the Gates Foundiation. Dwight met with OCLC representative (Jay Jordon) and they would like to discuss partnership with ARSL. Projects like OCLC Toolkit being made rural friendly, online tools being designed for rural libraries, etc.
Marketing Triage Committee (not in attendance) Jim Connor, Chair
Update – no update shared at this time
Online Presence Committee Sonja Plummer-Morgan, Chair
Update – 553 twitter followers / 556 facebook friends / live chat being used, especially by MLS students. Conference info caught up on website. ALA Connect site used to promote conference, LinkedIn used to promote vendor calls,
Live Chat takes the most time – Need help responding to social media requests. Asked for help from some board members for who could field some of those questions. Sonja could also ask for members to help. Perhaps also add a student section and a FAQ section to the website.
Nominating Committee (not in attendance) Carolyn Ashcraft, Chair
Carla shared the committee’s meeting.
By May 1 – talk to members with expiring terms (completed) none will be returning Will be meeting again before the next board meeting. Carla asked board members to encourage those who they know will make board members to fill out nomination forms. Online election in July for 2 weeks
By June 1 – Slate ready for Board approval on June 21
By July 1 – Start online election
ByLaws revisions – need to vote on the “dissolution statement” and correct some typos.
Decision about Elluminate Timothy
Andrea motion that we purchase an ARSL Elluminate service to replace the current conference call system. Dwight seconded the motion.
Motion passed unanimously
PUBLIC COMMENT – no comments
Next Board Meeting – Monday June 21, 2010
ADJOURN BOARD MEETING – 2:32 pm
Respectfully submitted – Andrea Berstler, Secretary
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Minutes Monday, February 8, 2010

Association for Rural and Small Libraries
Board of Directors Meeting
Monday, February 8, 2010
10:00 a.m. Pacific; 11:00 a.m. Mountain; Noon Central; 1:00 p.m. Eastern
Minutes
Present: Timothy Owens, Becky Heil, Rose Chenoweth, Patty Hector, Andrea Berstler, Jim Connor, Dwight McInvaill, Steve Seal, Larry Greico
1:07 pm
Welcome and Call to Order Timothy Owens, President
Checked to see if anyone needed additional help/instructions/etc.
Consent Agenda
 Approve Minutes of December 7, 2009*/** Andrea Berstler, Secretary
 February 2010 Treasurer’s Report (labeled Dec – end of year) Becky Heil, Treasurer
 Approval of committee changes – merger of former “Programs” and “Content Facilitation” Committees to new “Information Services Committee” chaired by Rose Chenoweth
Does anything need to be moved out of the consent agenda? Nothing recommended
Moved to accept: Rose Chenoweth
Passed unanimously
Executive Committee Report Timothy Owens, President
Policy on Conference Expenditures – posted on Google Docs
Becky – motion to approve
Discussion –
Carla’s suggestion – add a time frame to present budget at least 6 months ahead of conference
Correction – change or to nor
Becky – accept amendments
“The conference committee will create and present to the board a budget for the conference no less than 6 months prior to the conference date. Neither the Conference Committee nor the Conference Chair will purchase items outside the budget as approved by the board without prior approval from the Executive Committee.”
Passed unanimously
By-Laws Amendment re: How to Dispose of Assets if ARSL disbanded
Suggested change
“Section 3. Dissolution.
Upon any dissolution, voluntary or involuntary, revocation of its charter, insolvency or bankruptcy of the Association, the Board of Directors will, after paying or making provisions for the payment of all of the liabilities of the Association, dispose of all of the remaining assets of the Association by donation to the American Library Association with the requirement that those assets be used to support information and services that benefit rural and small libraries.”
Moved to recommend change to the members for a vote: Rose Chenoweth
Passed unanimously
Motion to attach voting on bylaw change to voting for new board members: Larry Greico
Passed unanimously
Strategic Goal re: 501 (c) (3) status and paid staff
Becky and Timothy still working on this, exploring possible options
President’s Report Timothy Owens, President
Next quarterly Committee Chairs meeting – Wed, March 10 at 2:30 pm
Bylaws issue – receiver organization if ARSL should ever disband – resolved
Future Board Meeting technology – Sonja has information on possible use of Opal. GoMeeting seems to be working for the most part. We would need a price for an ARSL Go to Meeting account
Finance Committee Becky Heil, Treasurer
Proposed Budget for 2010 – Becky reviewed the proposed budget based on her experience, history and as much information as she can gather.
Vote to approve budget as presented – Passed unanimously
Endowment Concept Update – Becky has a meeting scheduled with consultant
Membership Development Committee Patty Hector, Chair
Current Membership status – shared report from BCR, received Friday before board meeting. Patty manually counted membership and came up with 378 – so she would estimate we have 350-400 members. Discussion on different types of librarians who are members, especially librarians in a small academic setting
Plan to Increase Membership – committee has a plan to increase membership using list from Marketing Triage Committee which Jim and his committee is working on building.
Ken Davenport Scholarship- applications posted for three scholarships.
Jim Connor – motion to add Ken Davenport Scholarship to the conference scholarship list.
Passed unanimously
Proposed Listserv Policy- Patty would like to table until the next meeting so she can work with the Info Services Committee to refine some points.
Information Services Committee Rose Chenoweth, Chair
ALA Program Progress – Program is schedule to be Jim Connor talking about libraries as a business anchor on Main St. They have requested a Saturday morning program to avoid possible conflicts
ARSL can co-sponsor program – “Numbers that Speak Volume”, using numbers to promote & advocate for rural libraries Board seemed in general agreement that this would be good.
Looking to survey participants on potential topics for online sessions (add to committee chair mtg agenda to see if committees can combine surveys)
Rose has 3 members on committee, working with Webjunction and BCR to spread information of the availability of these programs
Asked for input on Website Use Policy – using Webjunction policies as a starting point to build a family of policies – listserve, blog and website (suggestion to include Online Presence Committee in discussion)
2010 Conference Planning Committee Andrea Berstler, Chair
Proposal for conference presenters’ compensation/reimbursement policy
Andrea read a potential policy – there were questions and items that need addressing – tabled until next meeting – would like a documented policy.
“Conference Workshop Presenters may be reimbursed for costs associated with travel, lodging and meals only within the limits set by the board approved conference budget. Reimbursements will be made on an as needed bases and offered equally to all presenters. Keynote speakers will be provided with a fee or honorarium, as arranged in the negotiations and provided for by the approved conference budget.”
 MOU for Joint Conference – waiting for ABOS to sign, committee does not want to encumber addition costs until MOU is signed. Gave a short explanation of how income and expenses are to be split
 Draft Conference Budget – still a work in progress, need to finalize and have agreement with ABOS for Conference costs, budget cannot be approved until these costs are finalized
 Approval possibilities – electronic voting, called board meeting or referral to exec committee. Will be posted on Google Docs and referred to electronic voting by board or voted on in April’s board meeting
2011 Conference Steve Seale
Location Update – hotel selection recommendation – Embassy Suites in Frisco
 $109 per night / full free breakfast every morning
 Have extended invitation for Sonja to visit
 Proposed dates: Sept 6-10
Conference Chair Discussion – ByLaws currently say: “Vice-President/President-Elect serves as a member of the Conference Planning Committee” – not necessarily as Chairperson
Discussion – proposal to have conference chair person continue on committee as resource for new chair. Conference chair is appointed by that year’s president; Sonja can choose the conference chair for 2011 as she will be president
Partnerships Committee Dwight McInvaill, Chair
Dwight congratulated Larry for winning the Ebsco Excellence in Small and/or Rural Library Service Award
Proposed budget needed for memberships in other organizations (from last board meeting . . .)
Recommends/suggests no more than $1000 (ALA, PLA ICMA – $500 together)
Partnership Agreement Form Progress – sample template for Memorandum of Understanding, received from local county solicitor. Dwight will be putting these recommendations into practice. Is developing potential partnership list, beginning to contact possible organizations
Working on potential partnership with Gates Foundation, and WebJunction
Marketing Triage Committee Jim Connor, Chair
Update – sent email to all members
Working on developing contact list for state, regional and organizational groups
Jim asked for members to pass along contacts
Next COSLA meeting in March – pass information to Carolyn for that meeting
Online Presence Committee Sonja Plummer-Morgan, Chair
Sonja sent a report via email –
Update – daily online work with Facebook and Twitter, multiple updates to website
Display on Iowa Library virtual conference
Has presented several online classes
XIII. PUBLIC COMMENT
Next Board Meeting – Monday April 19, 2010
2:46 pm ADJOURN BOARD MEETING
Respectfully submitted – Andrea Berstler, Secretary