Minutes of the Board of Directors

Conference Call

February 28, 2006, 12:00-2:00

Attending:

Mary Anne Waltz (President), Inga Barnello (Past President), Deborah Bernnard (Vice President/President Elect., Program Chair), Lorraine Melita (Secretary), John Thomas ( Membership),

1. Approval of minutes of the last meeting

Melita will send out the corrected meeting minutes from 8/11/2005 to the Board members. The minutes were accepted.

2. President’s Report

Waltz reported that Michael Borges and Rachel Baum from NYLA visited with Waltz in October. They were interested in what the ENY/ACRL chapters were involved in and noted that the general membership did not join NYLA. Michael and Rachael were interested in providing a lobby for a more unified voice for library issues through NYLA. Michael asked if the Government Relations person might consider being involved in the Library Day at the Capitol. He noted that more Government Issue sessions are included in NYLA meetings.

Waltz was not able to attend Midwinter ALA.

3. Past President’s Report

A. Nominations and Elections

Barnello noted that the elections were about to occur and that ballots would be sent through the mail soon. Barnello noted that the cost of the election would be about $85 for postage with printing costs around $40. Bernnard noted that Barnello could use money from ACRL to pay for this. Each chapter receives $1 per member.

The following is the slate of officers for election:

Fran Apollo VP/President Elect (unopposed)
Suzanne Preate Membership Chair
Kathryn Johns-Masten Membership Chair
Jane Kessler Treasurer
Liz Strickland Treasurer

The Membership Chair has sent the mailing labels of current members to the Nominations Chair.

B. Officers Handbook:

Barnello noted that there was no section regarding the past president online.

C. Awards:

Librarian of the Year nominations must be submitted by April 15, 2006. Mary- Alice Lynch from NYLINK and Elaine Coppola from Syracuse University, past presidents and past winners of the award, and currently on the Program Planning Committee will review the applications.

D. Handbooks: Conference Planning and Officers

Barnello indicated the handbook revision was stalled. B. Norelli revised the information but some changes still have to be made. The handbook needs to be updated and policy errors have to be corrected. While going through the process, Deborah Bernnard has found more errors. In the end, the corrections will make the handbook more robust and it will be reviewed again. Waltz noted that the Officer’s Handbook was revised in 2001 but did not mention the Past President. The President and Secretary will review the completed handbook. The sample ballots available are from 2003. The electronic version of the handbook is missing a number of sections. Barnello will write up these sections.

4. Vice President Report:

Spring Conference:

The spring conference will be held on May 15, 2006 at Hamilton College. Scott Nicholson will speak on Bibliomining. Discussion groups will take place after that. These groups will be chaired by Brenda Hazard from Albany, Greg Sap from LibQual, Nancy Turner, ER Youth Studies. One more chair is needed. Would any board member be willing to do this? The discussions will involve using data in innovative way, as does NYSIG, for effective discussions. The Board may want to send a message to the forum or liaison list for member institutions to assist with this discussion. After lunch, Bob Freeman will speak on open government. He is associated with freedom of information. Katherine Smith was the original choice but declined. A space from 2:15 to 3 needs to be filled. The poster tours will be from 3 to 4. The theme of the conference is Data is the Answer. What is the Question? Ethical Uses of Data. Waltz suggested that a retired campus person could speak on the ethical use of data or someone from past conference on privacy. Waltz noted that RPI is the only institution in ENY/ACRL that uses standardized data for online resources. Bernnard noted that registration fees are online and the pre-conference dinner is on campus. The Program Planning Committee will send an email reminder about the conference rather than cards.

5. Membership Chair report

Thomas reported that as of February 9, 2006 the chapter has 219 current members, 94 of which are ACRL National members. Last year at this time, the chapter had 150 members, with 79 ACRL National members. The fall conference brought in 20 to 25 renewals. Sending renewal forms to liaisons seems to have helped to get new members. Thomas needs to update the membership chair manual for the transition

6. Communications Chair report

Hults has been working to get the new website up. If anyone has any additions or feedback, Waltz will give them to Hults. Hults was praised for always keeping the Board informed about changes. Discussion was held as to whether or not the Treasurer’s report should be put online. Melita suggested putting a statement online as to the reports availability if someone wanted to see it.

7. Government Relations Chair report:

Lieb was not available to submit a report

8. Treasurer’s report, January 2006

Balance carried forward from 12/31/05	$ 20, 912.52
Income	50.00
Expenses	1, 747.70
Balance as of January 31, 2006	$ 19, 214.82

If anyone has a question regarding the Treasurer’s report, please contact Sheldon Wein.

9. Old Business

Newkirk Fund:

Messages from Catherine Dwyer and Barbara Via indicate that the Newkirk Scholarship application forms are available. Dwyer and Via have requested a third committee member be appointed. Barbara Norelli or Susan Zappan or a current officer was suggested. The officer was suggested to keep open communication between the committee and the board. The Board agreed to have the Treasurer as liaison.

10. New Business

A. Report from Mid-Winter:

Bernnard attended ALA Mid-Winter Conference where the following items were discussed:

• ACRL has given each chapter web server space but it needs to be 501C3. There is no limit on the space but we need to be very clear that we are a Chapter of ACRL.
• There is a new logo for ACRL. The chapters can use the new logo in conjunction with the old logo.
• Discussion was held about money per member from ACRL. This money may be used for various conference expenses but cannot be used for speakers.
• If the chapter wants to have a speaker from ACRL, ACRL needs to be notified by March 10th for the coming year.
• Pam Snelson is the incoming president for ACRL. She is interested in funding 500 chapters to speak on advocacy.
• She noted that a great deal of political conversation was taking place during the conference.

B. ALA at New Orleans:

Bernnard will be attending ALA in New Orleans and will inform Fran Apollo.

C. NYLA discussion:

Rachel Baum was contacted. Barnello noted that ASLS at NYLA was light on programming and thought their approach should change. She thinks a call for programs to everyone rather than just the Programming Committee would encourage more interesting programming. Bernnard will give this suggestion to Rachel Assistant Dean to Department of Information Studies – CCI. Waltz also suggested opening the group to undergraduate programs.

D. Number of Conferences:

The Program Committee suggested the Board consider reducing the number of annual conferences to one. The membership would have to be polled but Waltz is in favor of the proposal. Bernnard feels the timeframe is too fast to have two conferences. It is difficult to retain speakers so often and the vendors are called on for support repeatedly. Perhaps a rotating brown bag conference could be held. Barnello, when consulting with Barbara Norelli on the new outline for a conference planning handbook, felt that one vs. two program committees would be advisable. Bernnard thinks that two committees running simultaneously might not be workable. Fall 2006 could be a possibility. Options for programs and conferences might be NYLA, ASCS, or ASLS. Waltz’s preliminary talks with Michael Borges and Rachel Baum suggested the chapter could attend NYLA or ASLS and pay the member rate rather than the non-member rate. If a conference is held in the fall, more participants will be attending. The Board is in agreement not to have two conferences and explore other options for brown bag ACRL sessions at NYLA but the change must be submitted to the membership. Waltz will draft something and propose to the Board.

11. Next meeting

Fran Apollo should be invited to the meeting. This should be a transitional meeting with Lieb and Wein. Barnello offered LeMoyne. The meeting will be held on Monday, 4/17 or Friday 4/21.

The meeting was adjourned at 1:45 PM.

Respectfully submitted,

Lorraine Melita