Board Meeting Minutes – Download Complete pdf with Reports and Supporting Document
I. Welcome and Call to Order
The January board meeting was called to order by President Judy Calhoun at 10:30 a.m. on January 18, 2017, via Zoom, with Kevin Tomlinson recording.
Quorum in attendance: Vicki Bartz, Judy Calhoun, Ryan Deery, Julie Elmore, Linda Green, Becky Heil, Kieran Hixon, Susan Hughes, Jennifer Pearson, Clancy Pool, Mary Soucie, Jenniffer Stephenson, Kevin Tomlinson, Meredith Wickham, Kathy Zappitello
Guests: Don Reynolds
The Board voted unanimously to add item f. under New Business: Partnership with Consumer Financial Protection Bureau (CFPB).
The President requested that the minutes reflect the Board’s thoughts and prayers for Meredith Wickham, who lost her mother on January 1, 2017.
The President reminded board members to raise their hand when making a comment or posing a question, as the software will pick up the voice of the last person who begins to speak.
II. Consent Agenda
- Approve Minutes of December 21, 2016 meeting. In future, committee reports will be summarized and included in the minutes. For this reason, the files from meetings are to remain in the Master folder until the secretary has completed the minutes. The committee reports from December 2016 will be in a separate document. The minutes of the December 21, 2016 meeting were approved unanimously.
- Membership and Marketing Committee report
- Conference Planning Committee report
- Partnerships Committee report
- Conference Planning Committee report
- Finance Committee report — current financial statement
- Conference Logistics Committee
Remainder of Consent Agenda approved unanimously.
III. Verbal Committee Reports If Pulled From Consent Agenda
Judy introduced Michael Palmer, CEO of Treeline Management, ARSL’s new association management company. Treeline, based in Whitehall, Michigan, is currently managing the transition from AMR, our soon-to-be former management company. This includes moving data files and setting up new member and board e-mail lists. Michael will also attend the February 17 Conference Committee meeting to work out details on 2017 conference items and will put Susan in touch with Christa Wilder, Treeline’s Director of Accounting Services, to make certain that they have an expense approval process in place and that they can generate the required reports.
Linda Green reminded the Board that any suggestions for changes to the bylaws are due by February 15, so that the membership can vote on them in May.
IV. Results of Online Voting
Judy Calhoun motioned to approve extending ARM contract until January 31, 2017. Carried unanimously. Signed December 9, 2016.
V. President’s Report
VI. Old Business
- Presenter Agreement Form, which was tabled at the December meeting, as the Board was not comfortable with the phrase “in kind donation” and Linda Green, chair of Governance, was not present to answer questions. Linda explained today that “in kind donation” was a requested change made by an attorney who specializes in working with nonprofit agencies. The attorney explained that in kind is not considered to be compensation of any sort. It is a fair trade. It was also noted that this form is not the one used for keynote speakers. The Presenter Agreement Form was approved unanimously.
- Request for reconsideration of Board decisions on two grants: 1) University of Tennessee planning grant to study libraries in nine states in the central and southern Appalachia region and how they affect their communities. The Partnerships Committee recommended that ARSL not support this regional grant, as ARSL is a national organization and should be supporting grants at the national level. The Board voted to accept this recommendation. 2) A grant through the University of Washington that focused on public libraries and their outreach to families with children aged 0 to 12 years. Partnerships recommended not supporting this grant, which was specific to larger public libraries, and possibly not something that rural or small libraries could implement. The Board voted to accept this recommendation. The Partnerships Committee today reiterated its decision and stated that ARSL must offer its support judiciously, keeping in mind our growing standing as a national organization. This has nothing to do with the merits of the projects that we turned down, but with our institutional capacity. The Partnerships Committee works according to guidelines and endeavors to support national projects and/or projects that specifically address rural libraries. We must keep our efforts at a national level and not become another state-level organization. We must also stick to our own rules and treat each request in an equitable manner. Our current policy states that, “A position statement or support letter will be considered if the request meets the criteria.” Policies are guidelines and we cannot anticipate every single situation and address it in a policy. The Partnerships Committee considered the requests and made its decisions based on ARSL’s policy. The committee recommends that we not reconsider these requests. The Board will stand by the committee’s recommendations in these matters.
VII. New Business
- 2017 Budget has not yet been submitted for approval.
- Mid-year Board Retreat. Julie has sent out the form for date request and researched locations. The weekend of April 28 works best for the majority of Board members. Kansas City (MO), Nashville, Cincinnati, and St. Louis were all considered as possible retreat locations. Louis and Nashville offered the lowest airfares. Of the two, St. Louis offered a hotel rate of $104 per night plus meeting space for the two days at a rate of $150.00. The cost of catering has not been calculated. We have received no formal quotes as yet. The best guess to date would be a maximum cost of $9,343 for Nashville and $9,590 for St. Louis. We are waiting to hear on availability for Nashville. The Board anticipates covering all costs related to the retreat. The idea is to fly in on Friday, work all day Saturday and the first half of the day on Sunday. Each committee will look at its strategic plan and there will be time set aside for each committee to accomplish set tasks. In the meantime, each committee chair can make a short list of tasks. These should be things that we do not have time to accomplish at the annual board meeting. The Board voted unanimously to allow the ad hoc committee to move forth with planning on whichever site proves to be most economical during the weekend of April 28th, with the intention that we would have an all-day Saturday and partial-day Sunday retreat.
- Banking — Approve moving from AMR bank to Treeline. Our new management company, Treeline, has sent a sample resolution that we can use to authorize them to open a bank account for ARSL. The Board voted unanimously to approve a resolution based on this sample.
- Report from ad hoc Scholarship Procedure Committee. Should ARSL continue to issue a check for up to $500 to each scholarship recipient, or should we reimburse only for receipts submitted? Should the scholarship benefits be nontransferable? The Board voted unanimously to continue to issue a check for up to $500 and to amend scholarship application procedures to add the word ‘nontransferable’, and to change the word ‘stipend’ to ‘scholarship’.
- Consider dropping business member benefit luncheon at conference. The issue was tabled so that the Membership Committee could discuss this issue at their next meeting and report back to the full Board.
- Consumer Financial Protection Bureau (CFPB) is proposing a collaboration with ARSL in three specific areas: 1) A series of articles on financial education tools and their resources that they would submit to our newsletter. CFPB is willing to make connections with other federal agencies that provide free educational tools and resources in the area of finance. 2) ARSL is being asked to promote on our ARSL_membership listserv a joint CFPB/OCLC webinar scheduled for February of this year. 3) An invitation to participate in this week’s conference call for the national partners of CFPB’s libraries project. The Board voted unanimously to accept the recommendation of the Partnerships Committee, that we accept all three areas of collaboration with CFPB.
VIII. Conference Update
- George, UT: Vicki reports that arrangements are progressing satisfactorily. All keynote speakers have been contacted and we are waiting for information needed to complete the contracts. Working with StoryCorps for a possible pre- or post-conference. Online registration ends August 11. Early bird registration ends July 7.
- Final Financials – Fargo: Vicki has received an invitation to the annual Fargo-Moorehead Convention Bureau awards banquet, where ARSL will receive an award for holding such a successful conference. Vicki will bring the award to the spring retreat.
- Springfield, IL
IX. Public Comment
X. Time of Next Meeting
Wednesday, March 15, 2017, 10:30 to 12:00 noon CST.
XI. Adjourn Board Meeting
Meeting adjourned at 12:01 p.m.
Minutes respectfully submitted by Kevin Tomlinson, Secretary, ARSL.
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