Wednesday, May 17, 2017
10:30-12:00 Central Time
Meeting Location: https://zoom.us/j/5191725772
WELCOME AND CALL TO ORDER BY Judy Calhoun President
Meeting called to order at 10:40 CDT. Present: Gail Sheldon, Kevin Tomlinson, Kieran Hixon, Kathy Zappitello, Judy Calhoun, Vicki Bartz, Meredith Wickham, Linda Green, Jennifer Pearson, Clancy Pool, Ryan Deery, Julie Elmore, Lisa Lewis, Mary Soucie
Judy Calhoun expressed her thanks for our participation at the Board Retreat in St. Louis. Special thanks to Clancy and to Lisa Lewis.
CONSENT AGENDA – President
Mary moved to approve consent agenda. Gail seconded. No discussion. Passed unanimously with no abstentions.
Approve Minutes of March*
Executive Committee Report*
Membership and Marketing Committee Report *
Conference Planning Committee Report *
Partnerships Committee Report: Jennifer P. reported on the IFLA Global Vision meeting in Washington, DC. Facilitated workshop over two days with representatives from library associations in the U.S. and Canada. Jennifer P. needs ARSL board members to attend the webinar. She will send out the packet from the IFLA meeting for us to examine before committing to helping with this
Governance Committee Report *
Finance Committee Report
Current Financial Statement: Clancy asked for specific questions from the board. Clancy explained that the check register was no longer part of the financial report because this information is now readily available in QuickBooks online. As of [date], assets of $x.
Conference Logistics Committee *
VERBAL COMMITTEE REPORTS IF PULLED FROM CONSENT AGENDA Committee Chairs
Report from Partnership Committee
RESULTS OF ONLINE VOTING President
IMLS Statement of Position – A motion was made by Vicki Bartz and seconded by Kieran Hixon to accept the IMLS Statement of Position letter. The motion was
Association for Rural & Small Libraries Executive Committee Meeting
Wednesday, April 19, 2017
10:30 am Central time
Welcome and Call to Order Judy, President
Approve minutes of February meeting Judy
Kieran Hixon motioned, Kevin Tomlinson seconded. Passed unanimously with no abstentions.
President’s Report Judy
Preparing for retreat, for the most part
Treasurer’s Report Clancy
Now operating on accrual method instead of cash basis. We now have a cash flow chart as well as more information than a check register. Clancy now has access to QuickBooks online.
Old Business Judy
Retreat Agenda – Still tentative. Now is the time to make changes. We need to consider team-building exercises, probably at the meeting after annual conference. The need for a Sturgis boot camp, as our official parliamentary procedure guide is The American Institute of Parliamentarians Standard Code of Parliamentary Procedure, formerly known as Sturgis Standard Code of Parliamentary Procedure by Alice Sturgis.
New Business Judy
Nominating committee – Kieran reported on the timeline, including call for candidates. What are the minimum knowledge, skills, and abilities that should be required for board candidates? The Committee agreed on the top three: Prior board experience. Budgeting experience. Ability to work as part of a group. Board job description should be changed to “minimum of 10 hours per week”.
Annual Report – should be a downloadable PDF from now on. Treeline can put it together for us. We can discuss this at the board retreat later this
Financial Procedures & Policy – Treeline has created a policy that the finance committee should review before presentation to the board. Vicki reported that Rita has shared a reimbursement form that we need to use for annual conference claims. It is in the Forms folder in Dropbox, of all places. The reimbursement form that Judy sent out recently will still be used for this year’s board
Preparation Needed for May 2017 Board Meeting Items? Judy
Time of Next Executive Committee Meeting
June 21, 2017 at 10:30 Central time Adjourned 11:31 a.m. CDT.
Conference Policy addendum – A motion was made by Lisa Lewis and seconded by Julie Elmore to accept the conference policy addendum which included a cancellation and refund policy for conference
PRESIDENT’S REPORT President
(with committee documents)
Dixie Center Addendum: Addendum to the hotel contract to agree to a flat rate for audiovisual services for conference. Kieran motioned to approve. Julie seconded. Passed unanimously without abstention.
Double Tree Hotel Addendum: Increasing room rate Ryan motioned to approve. Clancy seconded. Passed unanimously without abstention.
Copyright Policy: Replaced AMR with current management company as listed on the Association’s Web site. Mary motioned to approve. Lisa seconded. Passed unanimously without abstention.
Form 990: The 2016 990 completed by AMR. Vicki motioned to approve. Kieran seconded. Vicki commented that conference chairs need to keep a list of every donated item so that it can be listed on the 990. Judy suggested adding this information to the conference manual. Carried unanimously without abstention.
Membership Categories: It was suggested that the membership categories be amended to include all categories. Mary motioned. Clancy seconded. Linda pointed out that student memberships are not currently listed. Motion and seconded rescinded. Mary proposed that we adopt the policy as presented with the following amendment: remove the prices of individual categories and amend the purpose of the policy to add a statement that membership rates are set by the board. Julie seconded. Passed with one opposed.
Financial Procedures: Judy explained that, even though these are procedures, Treeline requests board approval because it has come before the board in the past. Clancy motioned. Linda seconded. Passed unanimously without abstention.
Strategic plan: Jennifer motioned to approve the 2017-19 strategic plan. Kieran seconded. Passed unanimously with abstention.
Ad hoc Committee – Governing Board: Lisa Lewis has agreed to chair the committee to study the process of transitioning from a working board to a governing board. Judy would like approval. Meredith motioned. Linda seconded. Passed unanimously without abstention.
Lisa Lewis, Chair, Kathy Zappitello, Ryan Deery, Gail Sheldon with assistance from Becky Heil.
Bylaw Revisions – performed by July. Governance is planning a bylaw Q&A for the board on July 10 at 11:00 CDT. Linda will send out proposed revisions before the session for board perusal.
George, Utah: Vicki reported that things are moving along. Contracts are almost ready to go out. Utah’s State Librarian will be delivering a welcome message. There are now three rooms available at the Holiday Inn due to cancellations. Currently 192 registrations, far higher for this time of year than in the past. About a dozen registered vendors so far.
Board Meeting: Vicki asked if the board would consider meeting with the consultant on Saturday afternoon. The board agreed that this would be preferable to meeting on Sunday. This year’s orientation for new board members will be before
Election: Kieran reported that nominations are still
PUBLIC COMMENT: None
Sharing from Board Members: Lisa’s library is the only one in Arizona to receive a NASA grant. Vicki’s library received a YALSA Great Book Giveaway. Judy’s grandson graduated from Kindergarten today. Linda reminded that board members who need an advance to attend this year’s conference must submit an application within the
Time of Next Meeting – Wednesday, July 19, 2017 10:30-12:00 CDT
ADJOURN BOARD MEETING: Kieran motioned to adjourn. Linda seconded. Adjourned at 11:50 CDT.
** Posted in DROP BOX