ILA/ACRL Executive Board Meeting

December 5, 2008, 10:30 a.m.

University of Iowa, Main Library, Room 2032

 Minutes

• I. Welcome. Heinzman called meeting to order at: 10:32am
  
  Present: Dan Boice, Brett Cloyd, Betsy Gardner, Karen Goodell, Ryan Gjerde, John Goodin, Anne Marie Gruber, Mary Heinzman, Kate Hess Mary Iber, Lisa McDaniels, Judy Mitchell, James O'Gorman, Kathy Parsons, Amy Paulus, Duncan Stewart
  
• II. Approval of Executive Board minutes from October 16, 2008
  Mentoring committee report by Heinzman, not Gardner.
  Cloyd moved to approve. Gardner seconded.
  
• III. Treasurer's Report
  

 ILA-ACRL Account
Balance 1/1/08                        4481.86
Income:

Dues                                           865.00
Spring Meeting/other                 7155.00

Total available funds               12501.86

Less expenses to date               9371.64

Balance 11/17/08:                    3130.22

Balance with national ACRL: $156

• IV. Committee and Chapter ACRL Representative Reports

• a. Awards: Donham absent. Cloyd reported updates for Organization Manual related to Research and Advocacy awards. He encouraged promotion of the awards. Heinzman reported that scholarship application for spring conference will be available in January.
  
• b. Directory: Goodell reported that several print directories are still available. She will be updating the online Organization Manual, including removing references to print directories (following the Fall Meeting's membership vote to cease the print directory). Goodell distributed the committee's annual report.
  
  Cloyd opened discussion about online access to membership directory. Gjerde indicated that membership list and institutional list are separate on the website and are both password-protected. Gardner MOVED "that the institutional list be made publicly available without password protection." Stewart seconded. Discussion included ideas to link the institutional list from ILA website & State Library website. Motion CARRIED unanimously. Gjerde will update website to remove password-protection from institutional list. Membership list of individuals will still be password-protected.
  
• c. Electronic Communications: Gjerde discussed the annual report of the committee. Activities included updates in collaboration with Newsletter & Directory Committees. He shared several statistics regarding page access. There have been some security updates and visual changes to website. The ability to track page revisions is now possible. New board members are encouraged to create accounts on the website. Gjerde will grant access to relevant pages to allow committee chairs and other Board members to update portions of the site.
  
• d. Fall Program: Paulus reported on successful preconference & concurrent sessions from fall conference in Dubuque. The cost for the speakers at the concurrent sessions was $400.
  
  Proposals for next fall sessions have been submitted to ILA. Topics proposed include: Scholarly communication/open access, negotiating licenses, and blended librarianship. Backup topic ideas proposed include: legal research, and a human touch in online presence. The ILA Conference Planning Committee next meets Jan. 5 (snow date Jan. 12) and the ILA/ACRL Fall Program Committee will receive an update about their proposals after this date.
  
• e. Membership: Gardner reported as of Dec. 1 there were 182 members, an increase of 6 members since October. Letters were sent to new academic librarians & directors to encourage membership and promotion of ACRL.
  
  Gardner updated the Organizational Manual to reflect committee work no longer done in print. She encouraged development and use of a full membership e-mail list instead of only the current list-serv because not all members are on the list-serv.
  
  Stewart encouraged discussion of more effective communication and recruitment with SLIS at Iowa and UNI. Goodin & Stewart will communicate about possible strategies.
  
• f. Newsletter: Hess reported that the final newsletter of the year was published in November, reporting on ACRL-sponsored sessions at the fall ILA conference. She updated the Organizational Manual to reflect new publishing frequency & topic guidelines.
  The Flickr account for conference photos was made private because of previous privacy concerns. The agreement forms for presenters could include a disclaimer that speaker photos may be taken and used in ACRL publications (print and/or online). Hess & McDaniels will work on language to this effect and Gjerde is exploring the option of creating an image gallery on the website.
  
• g. Nominating: Cloyd distributed the list of 2009 board members, 2009 roster of committees, and a calendar of board meetings. Cloyd will communicate with the board about his possible absence early in 2009 owing to international travel.
  
• h. Spring Conference (April 17, 2009 at Hawkeye Community College): McDaniels reported that committee met in September. Committee membership has changed owing to the resignation of Vicki Woods. In her place, Claudia Alcala Iniguez had been recruited to the committee. The conference theme will be "Future-Proofing Your Library," inspired by a recent Library Journal article. The CFP will be distributed on the website & list-serv soon.
  
  Speaker candidates under consideration:

Nancy Fried Foster & Susan Gibbons (Univ of Rochester)  -- anthropology in the library project

Stephen Bell - Blended Librarian

Marylaine Block, formerly of St. Ambrose

Rachel Singer Gordon

Ellyssa Kroski (Columbia U) (http://oedb.org/blogs/ilibrarian)

Jessamyn West (www.librarian.net)

Sarah Houghton (librarianinblack.typepad.com)

Tiffini Travis (CSU-LB, on faculty of ACRL Immersion)

Daniel Chudnov (LC; onebiglibrary.net)

Rick Anderson (U of Utah)

Jane Burke (Serials Solutions)

Karen Coyle (consultant)

Rachel Bridgewater

Anne-Marie Deitering (Ore St U)

Karen Munro (U Ore)

John Willinsky (ed faculty Stanford)

Roy Tennant

Michael Gorman

• i. Mentoring: Jen Rouse absent. Iber reported that the five pairs met at the ILA conference. Heinzman reported that a second summer workshop for support staff is in preliminary planning stages. Gardner mentioned a request for mentoring for librarians who are changing rôles, i.e., from public services to tech services.
  
• j. ACRL Government Relations Representative: O'Gorman reported on messages sent to list-serv about legislative issues. ALA's Washington office hosted several post-election webinars regarding the recent election's impact on libraries.
  
• k. ACRL Chapters Council Representative: Parsons will attend ALA Midwinter for Chapter Council meetings.
  
  Heinzman passed the gavel to Cloyd.

• V. Other Business
  
• a. There was a concern from community college librarians about how librarians are described within proposed revisions to the Iowa Administrative Code. Gardner reviewed the concerns, namely a change to language calling librarians "media specialists". The situation should be resolved with Department of Education, and Gardner thanked ILA board members for assisting. Stewart suggested making sure to follow-through with ILA and ILA's lobbyists.
  
• b. Discussions are ongoing about possible restructuring of committees to better facilitate communication with membership. This task force of the board has not yet met. By-laws changes may be necessary, and the ILA change to electronic voting should be included in any list of proposals. Possible by-laws changes must be submitted first to the ILA By-Laws Committee and then the Executive Board for approval, and must then be submitted to membership thirty days before a business meeting.
  
  Electronic voting is now allowed by ILA if it is included in subdivision by-laws. The necessary by-laws change could include language inclusive of both paper & electronic options. Cloyd will work with the ILA By-Laws Committee to determine the process for this change and to discuss possible committee mergers.
  
  Gardner & Goodell discussed that a merger of the Membership & Directory committees might be logical, particularly owing to the elimination of the print directory. The merged committee could work on recruiting in spring & the directory in fall, with some changes to committee deadlines necessary. The electronic-only directory allows more flexibility for committee roles.
  
  Newsletter & Electronic Communications: Using telephone conference calls for all committees, particularly Electronic Communications, may help involve committee members more. One option would be to have an Electronic Communications committee member as liaison to each other committee.

• c. Report of the State Task Force looking at open-source software for a statewide ILS: Heinzman reported on the October meeting of the Task Force. The project is slowly moving forward, with some significant and potentially crippling financial challenges. Two staff from the State Library had gone to Georgia to learn more about the Evergreen system. Some groups of libraries are starting to explore consortia.
  
• d. Other: Stewart suggested additional involvement for At-Large members of the board, which could include assisting with committees or special projects.
  
• e. Next meeting February 13, 2009 at the University of Iowa
  Gardner's MOTION to adjourn, seconded by McDaniels, CARRIED at 12:10pm
  

Respectfully submitted,

Anne Marie Gruber

ILA-ACRL Secretary/Treasurer, 2008

University of Dubuque