Association for Rural & Small Libraries
Board of Directors Meeting
January 16, 2019
11:30 ET, 10:30 CT, 9:30 MT & AZ, 8:30 PT
Meeting Location: https://zoom.us/j/5191725772
I. WELCOME AND CALL TO ORDER BY President, Lisa Lewis
Board President Lewis called meeting to order at 9:30am MT
Attendance: Hope Decker, Jennie Garner, Julie Elmore, Bailee Hutchinson, Lisa Lewis, Aimee Newberry, Jennifer Pearson, Clancy Pool, Jane Somerville, Kathy Street, Meredith Wickham, Sara Wright, and Kathy Zappitello
Other ARSL members in attendance: Judy Calhoun, Board Convener
Not Present: Kieran Hixon, Mary Soucie (joined meeting later)
II. CONSENT AGENDA ** President
a. Advocacy Committee Report
b. Governance Committee Report
c. Marketing Committee Report
d. Partnerships Committee Report
e. Logistics Committee Report
Motion to approve: Somerville
III. VERBAL COMMITTEE REPORTS IF PULLED FROM CONSENT AGENDA Committee Chairs
ARSL is now working with TIAA Bank.
Zappitello motioned to accept the banking resolution to work with TIAA and Elmore seconded.
Minutes for the November Board meeting will be amended to include resolution
Pool motioned approval of the minutes as amended to include the resolution, Zappitello seconded. Motion passed.
b. Finance Committee
Pool provided a financial report.
She noted that keeping the balance in checking around $100,000 is working well and increases the interest.
US Bank Community Card is approved and should be coming. Approved limits may not be high enough so that may need to be adjusted. Treeline is no longer charging ARSL for bill.com.
Pool is working on pulling together a strong report on donations and where they are going. Pool mentioned that board members should contact her with finance-related questions.
Zappitello motioned to approve report. Elmore seconded.
Soucie joined the meeting and abstained from vote.
IV. RESULTS OF ONLINE VOTING President
V. PRESIDENT’S REPORT President
Lewis gave the Executive Committee Report
December 2018 meeting – discussed Treeline and ongoing work with them. Lewis has met by phone with Michael and noted improved communication. Pool also stated she’s seen improvement as well. Jaclynn Cherry is the primary contact for Treeline to cover for another staff member who is on maternity leave. Pool no longer has to email so many staff regarding finances. She’s been doing short Zoom meetings with Cherry a couple days after financials come out to review and this is helpful.
Lewis discussed setting up a rubric as to what we require from a management company so if we decide to go out to look for a new company we will have something in place. This may be a future committee.
Discussed social media policy – Hutchinson is working on this with her committee.
Lewis requested that the board members not immediately respond to negative comments on social media and that we discuss via email first and the response should come from ARSL President for consistency.
Soucie suggested that an alert to the board would be helpful since we may not all be following social media or emails to the list as closely.
Discussion ensued. Lewis stated that if board members get email because of his/her position as a board member, that should be communicated to all and sent to the appropriate board member to follow up.
Lewis provided an update on her meeting in Washington DC with the Urban Library Council (ULC) which was mainly to discuss an ARSL partnership opportunity. Attendees discussed the challenges of small and rural libraries. Lewis expressed to them the challenges and barriers small and rural libraries face in trying to use these national services, apply for grants, Edge initiative, etc., including complicated application processes and time constraints.
Lewis also met with IREX, international company that has worked with many 3rd world companies trying to help them with locating factual information. They hoped to do a session at conference but they aren’t able to do so this year.
Retreat is coming up in March. Lewis noted that several board members still need to make flight reservations and submit reimbursements. Members requested some clarification for how the reimbursements worked. Pool stated that reimbursements could be requested in advance due to the cost of a plane ticket but that if a member couldn’t attend, he/she would be responsible for refunding ARSL. Pool noted she has eleven reimbursements to date. ARSL will cover Friday and Saturday hotel stay. Hotel is Residence Inn, 16490 40th Circle, Aurora. Shuttle from airport, board members should call hotel when land. Full agenda.
Big Talk for Small Libraries
Lewis noted that is on Feb. 22. Pearson and Hixon will help with this. Calhoun noted that there is a scripted presentation in Dropbox for this event.
Lewis mentioned that Michael from Treeline negotiations with Overland Park, KA. Elmore summed up the negotiations. Overland Park has many additional expenses that ARSL has not paid in the past at conferences. Treeline has done a great job working on this so we can bring in own A/V in some areas. Cost per person is looking like $60 more than Springfield. Noted this is a large expense for members with low profit. Michael is talking with Wichita to see if we can get a better contract and we may end up going there. We should know by end of January hopefully.
VI. OLD BUSINESS
VII. NEW BUSINESS
Pearson stated there was a conference call with ABOS (Association for Bookmobile and Outreach). Most of the discussion was conference related. ABOS would like to have another call with more reps. One topic was to have reciprocal comped registration for 1-2 members to attend the respective conferences. Discussion ensued and it was brought up that ARSL doesn’t do this for any other group and it was noted that with limited conference attendance space it would be difficult. Discussion followed. Calhoun and Elmore will discuss a response to this group and follow up.
b. Per Capita Initiative
Soucie stated that COSLA is pursuing a $1 per capita initiative. It would double grant funding for state libraries. It doesn’t come out to $1 per capita for each state but rather $1 per every person in the country to federal library funding. State associations are jumping on to support resolutions. Soucie requested that ARSL adopt our own resolution or endorse the COSLA resolution. We would communicate whatever measure ARSL takes for this.
Soucie provided a draft resolution which was sent to board members prior to the meeting. Pearson stated that she preferred the resolution that Soucie wrote to the COSLA resolution because it better represents our constituency in ARSL.
Motion: Amy motioned
Lewis will sign and scan to Garner to be submitted.
VIII. CONFERENCE UPDATE Julie Elmore
Elmore and Calhoun are working on vendors. Scholarship awards need to be ironed out. Will email board next week with more on this. Conference planning committee will begin meeting in next couple weeks. Need one more Thursday speaker. We are at 54 breakout sessions this year.
Soucie stated that Advocacy will submit a proposal and would like to pursue quick round robin stories at general sessions. Elmore noted that we’re looking at procedures for program committee to make this easier.
IX. COMMENTS & ANNOUNCEMENTS
Zappitello praised Lewis for smooth running efficient board meetings. Lewis complimented Calhoun for great performance of convener duties.
X. TIME OF NEXT MEETING
March 20 at 9:30am MT
XI. ADJOURN BOARD MEETING
Zappitello motioned to adjourn
Seconded by Decker
Meeting adjourned at 10:27 MT