Association for Rural & Small Libraries
Board of Directors Meeting
MINUTES for meeting held Saturday, September 9, 2017
1:00 Mountain Time
Dixie Center, Green Springs room
I. WELCOME AND CALL TO ORDER BY HIXON at 1:06pm
President Kieran Hixon called the meeting to order at 1:06pm. Board members in attendance were; Judy Calhoun, Clancy Pool, Jennifer Pearson, Jenniffer Stephenson, Julie Elmore, Mary Soucie, Linda Green, Meredith Wickham, Lisa Lewis, Jennie Garner, Kathy Zappitello, Ryan Deery, and Jane Somerville. Becky Heil, Administrative Assistant was also present.
Hixon set meeting goals, reviewed the agenda and binder contents, led introductions and welcomed new board members Somerville and Garner.
Green moved to approve Zappitello as board secretary and Pool as board treasurer. Second by Soucie. All ayes, motion carried.
Hixon announced that Aimee Newberry received the next highest amount of votes in the recent election of open board positions, as voted on by our membership, and she is willing to finish out the recently vacated position. Newberry would serve a 2 year term through 2019.
The Executive board agreed unanimously for Newberry appointment.
Wickham moved to accept the Executive Board’s appointment of Newberry. Second by Garner. All ayes, motion carried.
Calhoun moved to appoint Lewis as VP for the remaining 2018/2019 term, second by Deery. All ayes, motion carried.
Outgoing president Calhoun reviewed her five goals and welcomed Hixon.
Hixon shared his goals
Move from working board to governing board
*Ad hoc in progress
Form Legislative Advocate committee for rural and small libraries
*Soucie as chair, members Wickham, Deery, and Pearson are charged with reviewing current policy, make recommendations, and determine keeping, revising, or rescinding current policy/procedures with aid from governance committee.
Expand member benefits to meet needs of rural and small libraries
*Wickham as chair will scan library landscape to fill needs not being met currently with another organization, look into professional development, and student chapters.
Hixon invited board members in attendance to share why they are board members, their goals as well as their frustrations.
IV. CONSENT AGENDA
Soucie moved to accept the Consent Agenda as presented, second by Pearson. All ayes with the exception of two abstentions form Elmore and Stephenson.
a. Approve Minutes of July 19 meeting
b. Approve Minutes of August 31 meeting
c. Current Financial Statement
V. VERBAL COMMITTEE REPORTS
a. Finance Committee Report
Treasurer’s discussion of finances and budget
*Pool requested a board member to be on finance committee. Stephenson expressed interest
*Information is needed by committees at least three weeks before finalizing 2018’s budget in December
a. Membership and Marketing
Wickham is chair
*Work with Deery on reorganizing newsletter
*Look into additional scholarship opportunities
b. Partnerships Committee Report
Pearson is chair
*Received several names of potential committee members
*Will develop application to appoint effective liaisons to partners
c. Governance Committee Report
Green is chair
*Bylaws are currently being revised/updated/and clarified by ARSL board and will be presented to membership for voting
*Continue to work with each committee on proper execution of policy/procedures
d. Conference Committee Report
Elmore is chair
*Vendor subcommittee Stephenson and Calhoun
*Programming subcommittee Garner
VI. RESULTS OF ONLINE VOTING
Soucie moved to support the IMLS Coding grant “Coding at Every Library”, second by Hixon, 14 voted FOR, 0 against
Sheldon moved to rescind Partnerships and Membership Transfer Polices, second by Elmore, 12 voted FOR, 0 against
Pool moved to accept “The Candidate” as the 2017-2018 Emerging Leader, second by Green, 13 FOR, 0 against
VII. PRESIDENT’S REPORT
The following items were tabled due to time constraints:
a. Executive Committee meeting report
b. Directors and Officers Insurance
VIII. OLD BUSINESS
Conference Logistics Committee chair Hixon reported that after systematically going through 12 sites and using a rubric, the committee is recommending Burlington, VT as the site of the 2019 ARSL conference.
Soucie moved to accept the committee’s recommendation to hold the 2019 conference in Burlington, VT and further direct president Hixon to negotiate the best possible price and sign the contract, second by Garner. All ayes, motion carried.
IX. NEW BUSINESS
a. Ad Hoc Committee report and discussion
Reviewed the scope of services for the RFP from committee member Deery. After finalizing in committee, the RFP will be given to the Executive board
b. Hixon reported that there are 15 RIPL Scholarships available. Information to apply was made available to the membership during the conference.
c. Measures that Matter Conference
There are two available ARSL representative spots. Soucie moved to send Wickham and to reimburse expenses that are not covered by IMLS grant, second by Stephenson. All ayes, Wickham abstained, motion carried. Calhoun is our second representative.
d. File storage (Dropbox) – Tabled
At 5:30pm, Soucie moved to suspend meeting and reconvene after a dinner break, second by Green. All ayes, motion carried
At 8:50pm Soucie moved to reconvene meeting, second by Wickham. All ayes, motion carried. *Due to his travel schedule, Deery did not attend this portion of the meeting.
e. By-Laws revision- Article 5
Green read through proposed changes that were distributed from the governance committee to the board prior to this meeting. Sections containing simple grammatical corrections were accepted. Sections 2, 6, and 8 were discussed at length. After much discussion in an effort to clarify intent, Green will rewrite these sections and have them to the board prior to acceptance by the membership.
X. PUBLIC COMMENT
XI. Time of Next Meeting Wednesday, November 15, 2017, 10:30-12:00 Central Time
Pearson moved to adjourn the meeting, second by Elmore. All ayes, motion