ALA -New Members Round Table

Annual Conference -San Francisco, CA

Executive Board Meeting I- Saturday, June 28, 1997, 8:30-10:30 am

Present:

Shamima Amin, Melissa Becher, Liz Brown, Karen Cook, F. Ann Dykas, Laura Galvan- Estrada, Nancy George, Linda Golian, Pat Henderson, Paula Hering, Marilynn Green Hopman, Phil Howze, Beth Jedlicka, Carol Ritzen Kem, Jimmie Lundgren, Alesia McManus, Antoinette Nelson, Kara L. Robinson, Priscilla Shontz, Laura Sill, Ann Snoeyenbos, Rita Smith, Lani Teshima-Miller, Bob Wick, Ann Williams, Elaine Yontz

Introduction (Laura Sill):

Laura Sill welcomed the group and introductions were made.

Treasurer's Report (Carol Ritzen Kem):

The June, 1997 Report was reviewed. Carol stated the re-formatted report, a result of studies of the relationship of the NMRT budget to ALA financial forms, now reflects the actual amounts of moneys which come into NMRT as well as the actual expenditures.

Carol indicated the fiscal year 1996-97 ends in the end of August. Reimbursements can still be made; however, allow Gerald Hodges, NMRT's ALA liaison, 6 weeks to process requests.

A variety of budget issues were addressed: it was pointed out that many committees are not spending operational funds; the Midwinter Social is self -sustaining; our restricted funds include a $10,000 minimum balance which allow our participation in the Endowment Account with ALA investments services; interest income from the unrestricted funds goes to ALA, not NMRT; and NMRT is financially strong.

Self-Study, Resource Allocation Committee (SSRAC) -Restructuring Proposal I (Alesia McManus):

SSRAC was charged with investigating what it would take to implement the proposal for NMRT Committee Redistribution and to writing a plan of action and timetable to complete such an administrative transfer. In addition, it would review the duplication of tasks outlined by the previous committee and to submit a proposal for a resume reading service (NMRT Board request, Midwinter, 1997).

Their report recommended further review of the committee structure, publicity, and revision of the handbook (all to be completed by 1998 Annual Conference). Committee structures were analyzed and SSRAC presented a new organizational chart based on both the Proposal for NMRT Committee Redistribution, and the review of the matrix of responsibilities. SSRAC also recommended a resume reading service be coordinated by the Mentoring Committee.

Linda Golian and Laura Sill suggested this report be posted on the NMRT -L. Laura also stated more discussion is needed before the committee's suggestions are voted on/implemented and that any changes be made after the 1998 Annual conference to allow adequate discussion.

Motion by Bob Wick:

I move that the SSRA Committee post the report on the NMRT Web Page and NMRT-L so that discussion can take place before and during Midwinter.

The motion was seconded by Elaine Yontz.

The motion passed unanimously.

Governance Committee -C&B Review (Liz Brown):

At Midwinter, 1997, the role of Parliamentarian was reinstated with Laurie MacLeod Bennett serving as Parliamentarian. Ann Dykas is Parliamentarian for Annual, 1997 and will lead a parliamentary procedure session for the New Board Orientation Meeting, June 30, 1997.

The committee will be making the following changes to the C&B (all but cosmetic will require Board approval):

Cosmetic -grammatical, transcription, typographical;

Factual- committee name changes, membership year and dues payment, Affiliates' no longer paying dues;

Factual changes with questions -for example: number of nominees for office, candidates for council, number of directors;

Discussion needed -liaisons, Affiliates Council, NMRT structure in Constitution, Robert's Rules of Orders enforcement;

Additional considerations -electronic communication (NMRT -L and Cyberspace Board Meetings), Governance concerning awards and scholarships, endorsements and sponsorships, feedback vehicles for Governance Committee.

Laura Sill stated she'd like to see the Governance Committee given flexibility (not be restricted by the Constitution and Bylaws) to make changes and coordinate efforts. Others mentioned the C&B are too detailed; in addition, the C&B should not deter NMRT from evolution and growth.

Grassroots Grants Committee -Fund for America's Libraries Update (Pat Henderson/Laura Sill):

At 1996 Annual Laura Sill was charged with pursuing funding from the Fund for America's Libraries for the unfunded Grassroots Grants. At Midwinter, 1997 Carol Ritzen Kem and Laura Sill attended a meeting on the Fund for America's Libraries. Laura subsequently attempted to contact the Fund on behalf of the Grassroots Grants. Due to changes in personnel and lost correspondence our inquiries to the Fund have gone unanswered. Laura Sill will write a new letter to the new executive director of the Fund, Walter Hansen, (copy sent to Ann Snoeyenbos and followed up with a phone call to Walter Hansen) describing the situation and provide him with our Fund for America's Libraries correspondence history. Gerald Hodges is supportive and knowledgeable of our requests. Laura hoped the situation will be resolved by Midwinter, 1998.

The state groups no longer are aware of the Grassroots Grants and some are using the name "Grassroots Grants" for their own awards. If reinstated, we would need to heavily advertise these awards; however, since the Grassroots Grants are not yet available, they should not be advertised at this time.

Affiliates Council (Beth Jedlicka):

The Affiliates Council was made up of one representative from each state NMRT. It published Newsnotes and encouraged communication between state NMRT chapters; meetings were held at national ALA conferences for its representatives. Once active, Affiliates Council is no longer active.

At Midwinter, 1997, Beth Jedlicka was charged with looking into the feasibility of disbanding and finding an alternative to Affiliate's Council. In February she wrote five letters to state NMRT chairs (using names from the fall survey and NMRT-L posting) and a general letter in Footnotes and the NMRT Web Page. Four responses were received ranging from unawareness of Affiliate's Council to agreement that it is time for the structure to change. Nobody expressed outrage at the prospect of disbanding the Affiliate's Council.

Discussion regarding disbanding the Affiliate's Council ensued. Much of this centered around the loss of two NMRT Board members, who represented affiliate chapters, if the Affiliate's Council was disbanded.

Motion made by Beth Jedlicka:

I move to suspend the activities of the Affiliate's Council and refer the issue to the SSRA Committee for examination.

The motion was seconded by Elaine Yontz. U Motion passed unanimously.

In addition, Ann Snoeyenbos charged that Ann Dykas examine the Constitution and Bylaws regarding the Affiliate's Council and number ofNMRT Board members.

Other Business:

Laura Galvan Estrada, Chair of e Handbook Committee, stated the following Handbook Committee issues:

The Committee would like approval to make the Handbook available via the Web;

The Committee would like some input on details about making the Handbook Web accessible -where should the files reside, text/image/text-image combination format;

The Committee would like approval to distribute the Handbook as follows (assuming it will be Web-accessible) if the person-has Web access can print from the Web, no web access receive MS Word disk of Handbook in mail, no access to Web or MS Word will be mailed hard copy of Handbook;

The Committee would like approval to distribute updates to the Handbook as follows (again, assuming it will be Web-accessible) -person sent notice via e-mail/fax/USmail (in that order of preference) of changes and URL needed to print (the person is to contact the Handbook Committee if s/he needs the updates in MS Word disk or hard copy).

Comments were made that a print copy should still exist and that any hard copy

produced should be paid for by NMRT.

Nancy George asked if the Web page and/or NMRT -L would be moving to ALA. She mentioned Karl Fattig, the current NMRT -L manager, would like to relinquish this role and that the Web page files should be somewhere stable to guard against NMRT personnel changes.

Lani Teshima-Miller stated Gerald Hodges offered to take the Web files and upload them to the ALA site. At this time ALA technical staff is swamped; however, within a few months they may be ready to assist NMRT with our Web server space needs.

For now, the Handbook can be converted to a Web file and loaded on Laura Galvan Estrada's server. In addition, hard copies of the Handbook are available for distribution.

Meeting Adjournment:

A motion was made by Paula Hering to adjourn the meeting at 10:30 am.

Nancy George seconded the motion.

Respectfully submitted,

Nancy L. George, ~T Secretary

nlg sccmin.797 7/97