NAHSL Executive Board Meeting
RML Office, Rose and Gordon Bldg
Present: William Anger, Kathy Brunjes, Happy Copley,
Ed Donnald, Jeannine Gluck, Peter Jones, Jill Livingston, Roger Manahan, Evelyn
Morgen, Alice Reed, Mary Ann Slocomb, Joan Yanicke
Ed called the meeting to order at
Announcements/Chair’s Report
Ed welcomed everyone
to the meeting and extended a special welcome to our newest Board member, Roger
Manahan (MASHLIN President).
Minutes/Secretary’s Report
Action: Minutes of the
Action: Kathy Brunjes thanked Jill Livingston for taking the June minutes in her absence.
Discussion: Marj Anderson not
present, Treasurer’s report distributed by Ed Donnald. Total balance on hand as of
Action: The Board approved the Treasurer’s report as presented.
Committee Reports
Archives
Discussion: Carole Foxman not present; the Archives Committee has requested that
there not be a photo album at the NAHSL Conference registration table this
year (in previous years, photos from the
previous annual Conference were put into a photo album and placed on the
registration table for browsing). Since
photos are now displayed on the web, and photos have to be removed from the
albums for storage in the Archives, it would make the process easier not to
place the photos first in albums.
Action: The Board recommends to the
Archives Committee that there NOT be a photo album at the NAHSL Conference 2002
registration table; Ed Donnald will put together a montage of photocopied
photos for a brief reminder of last year’s activities. Ed’s montage will be available at the
Registration table.
Discussion: The Board discussed privacy issues of posting photos on the website,
without prior permission. Logistics of
obtaining permission in advance were discussed, with the final outcome that we
will not obtain permission in advance, addressing complaints or problems as
they arise.
Action: The Board will advise the current Conference organizers that photos
should not be labeled/people identified when posting photos on the web (just
identify who is in the photo on the backs of the photos, for Archival
purposes). Future Conference planners
should also be made aware of privacy issues where photos are concerned.
Discussion: The Archives Committee does not have photos from the Rhode Island
Conference/Meeting. The Committee is
asking that the Board remind NH/VT Conference planners to take/submit photos
for the archives.
Action: Bill Anger will follow up on where the RI photos might be. Ed Donnald will remind Karen Odato to assign
photography duties to someone at the NH/VT Conference (Alice Reed will also
follow up on this for Conference 2002).
Bylaws
Discussion: Patty Kahn not present, Ed distributed the
proposed Bylaws language to the Board for review. As a reminder, the current Bylaws state who
the Board is, but do not define what constitutes a Board quorum. Discussion ensued: the draft changes to Article VI. Executive
Board, Section 3 (Quorum), “Fifty per cent of voting members constitutes a
quorum of the Executive Board” generated additional discussion of why State
Reps to NAHSL do not have voting privileges on the Board. Ed Donnald and Mary Ann Slocomb explained the
advisory capacity of the State Reps, versus the decision-making functions of
Committees. The State Reps present then
asked the Board why NAHSL does not reimburse travel expenses for State Reps to
attend Executive Board meetings.
Action: The
Board voted on the following language for Article VI. Executive Board: Add Section 3. Quorum, “Voting members
of the Executive Board present constitutes a quorum.” This language will be sent to all NAHSL
members for a vote at the Annual Meeting (
Action: Ed
Donnald asked State Reps to go back to their respective states and discuss
travel reimbursement issues; if the States will not reimburse travel expenses
to attend NAHSL Executive Board meetings, then come
back to the Board for further discussion.
Discussion: Proposed
changes of the language in Article IX. Amendments, “...provided that the
proposed amendments have been sent in writing to the entire membership at least
21 days prior to the meeting. ADD:
this notification may be done electronically via email” were submitted to
the Board by the Bylaws Committee.
Action: The Board
approved the proposed language for Article IX. Amendments, as presented by the
Bylaws Committee.
Discussion: Proposed
language changes to the NAHSL Policies and Procedures Manual were
presented: 2.0 Executive Board, Add
“Votes may be taken electronically (via email) between Board meetings provided
that a quorum is reached.” The Board feels that this reflects what we are
currently doing.
Action: The Board
accepted the proposed wording as presented for 2.0 Executive Board.
Discussion: Proposed
language to the NAHSL P&P Manual: 6.8
Membership Committee, Add, “At the end of December, the NAHSL membership
directory for that year will be copied and placed in the e-archives. In January, all listings in the NAHSL
directory will be as non-members, with membership status reapplied when dues
are received for the current year. A
listing of paid members should be printed out by April 15 to be used in the
determination of eligibility for scholarships and member rates.”
Action: The Board accepted the proposed wording as presented for 6.8 Membership Committee.
Discussion: Proposed language to the NAHSL P&P Manual: Appendix
B. NAHSL Finance Committee, Add: Travel and Lodging Reimbursement
Guidelines: The NAHSL Executive Board
recognizes that officer, Board, council, and committee activities are essential
to maintaining volunteer involvement in NAHSL.
These activities, which provide real and tangible benefits to the
profession, are worthy of financial support.
Many members, through personal or institutional resources, are able to
defray their travel expenses, which is greatly appreciated by NAHSL. However, there are situations where members
do not have the necessary resources to defray these costs, and NAHSL is
prepared to assist the member with these costs within the limits of this
policy. The member traveling on behalf
of NAHSL shall always seek to minimize the cost to NAHSL.
Private
Vehicle Transportation: In the case of transportation
by private vehicle, NAHSL may reimburse the member, when requested, for the
vehicle operating expenses at the current
Lodging: If the travel distance is greater than 200
miles one way, one night lodging in a standard room, limited to the evening of
the meeting or the prior night, will be reimbursed. Where possible, chapter representatives are encouraged
to share a room, although this is not a requirement.
For
calculation purposes, mileage should be computed from the work location and not
the residential home.
The
requests must be made within 30 days of being incurred. They are to be submitted on the NAHSL Check
Request Form and sent to the Treasurer with Committee Chair’s signature of
approval. Receipts for the incurred
expenses must accompany the request.
Action: The Board approved the language for Appendix B. NAHSL Finance Committee as presented.
Discussion: Debbie Sibley not present
(Debbie’s in
Conference ‘02
Discussion: Karen Odato not present.
Jeannine Gluck reported that there are approximately 100 registered for
the NAHSL 2002 Conference at this time.
Ed reminded the Board that the Executive Board meeting is scheduled for
Discussion: Peter Jones raised the issue of NAHSL holding two conferences in the same fiscal year (for some institutions); Peter asked the Board if it would be possible to make future Conference months consistent, to avoid fiscal hardships.
Action: It was the consensus of the Board that the month the annual conference is held cannot be designated in advance, for a variety of reasons (some of which center around hotel/resort peak seasons). Peter’s concerns are duly noted in these minutes.
Conference ‘03
Discussion: Len Levin not present, email report
read by Ed: The next Conference Planning
Committee meeting is scheduled for September 12 (in Sturbridge). Committee chairs are developing time lines
and a preliminary budget. There will be
a table with information on the 2003 Conference (open during exhibit times) in
Attitash (Conference 2002), along with a raffle item. Len reported that there would be some type of
formal invitation to Conference 2003 made during the Annual Business
meeting.
Action: For informational purposes.
Discussion: Yes,
that’s right folks! Kathy Brunjes
reported that a preliminary “meeting of the minds” took place on Wednesday,
August 14, with site discussion, theme ideas and discussion of Committee
chairs. The meeting was held at Patty
Kahn’s new home in Tenant’s Harbor. Happy
Copley and Marj Anderson have been working on possible sites to hold the
Conference (tentative selection of Sebasco Harbor Resort in Sebasco Estates,
ME, on
Action: For informational purposes.
Education
Discussion: Jeannine Gluck reported on the CE courses for Conference 2002. The Committee has started to publicize the Conference and CE courses to outside groups. The Committee has a new member: Andy Dzaugis (UMASS Memorial).
Karen Odato had charged Jeannine to ask the Board about the NAHSL sponsorship of the consumer health class (Finding Consumer Health Resources in Other Languages). Ed responded that NAHSL should be noted as the sponsor in the Program and on the class poster, and the Finance Committee will note transfer of funds for book keeping purposes, but does not actually “cut a check” to the Conference.
Action: For informational purposes.
Electronic Communication
Discussion: Lida Douglas not present. Ed
reported that there have been some challenges using the PayPal system, but Lida
has been addressing them.
Discussion: Ed reported that NAHSL will submit PayPal as
a future Majors Award candidate.
Discussion: Ed reported that Mark Goldstein notified him that the UMASS firewall issues affecting the entire listserv have been resolved.
Action: No action taken.
Finance
Discussion: Marj Anderson not present. Ed presented the NAHSL Travel Expense Voucher form to the Board.
Action: The Board approved the NAHSL Travel Expense Voucher as presented.
Government Relations
Discussion: Barb Ingrassia not present. Full report of the Government Relations Committee will be in the NAHSL 2002 Conference packet.
Action: For informational purposes.
Marketing
Discussion: Jill Livingston reported that the marketing postcard will be presented at the NAHSL 2002 Conference. The Marketing “newsletter” will be available for distribution on Monday, September 23 (during the Conference), then placed on the web site post-Conference.
Action: For informational purposes.
Discussion: Peter Jones reported that there are 228 paid members, with 444 people in the total directory (and Peter is adding people from State organizations on a regular basis). There will be two links on the Membership area of the webpage when Peter has completed entering names: a paid NAHSL membership list and a Regional Directory with membership lists from State directories.
Action: For informational purposes.
Nominating Committee & Awards
Discussion: Mary Ann Slocomb presented the Slate of officers to be voted on at the NAHSL 2002 Conference:
NAHSL Conference Chair 2004/Chair-Elect
2003-4: Kathy Brunjes, CMMC,
Secretary: Happy Copley, St. Mary’s,
Treasurer: Fran Becker,
MLA
Nominating Committee candidate:
Marianne Burke, AHIP,
Alternate
Chapter Council Representative: Shirley Gronholm, AHIP,
Action: The Board approved the Slate, as presented.
Discussion: Mary
Ann presented the list of NAHSL Achievement Award candidates. It was noted that there were Board members
present that were also nominated for an Achievement Award. The Nominating Committee recommended to the
Board that one or two candidates be selected to receive the award, from the
list of four nominations.
A
discussion ensued regarding how to vote for candidates who were also present at
the meeting, should Board members be eligible for nomination for the
Achievement Award (will the general membership feel the award becomes exclusive
if Board members are nominated and voted on by the Board?), if there was a
conflict of interest involved, and how do other State organizations handle
nominations and voting for special awards.
Happy Copley responded on the HSLIC presentation of the Cairns Award,
and Roger Manahan addressed how MAHSLIN presents the Lifetime
Achievement/Librarian of the Year Awards.
After
much discussion, the Board asked that Mary Ann read the letters nominating the
candidates, and then Mary Ann distributed ballots to the voting members of the
Board, asking that one or two nominees be indicated on the ballot (if more than
one nominee, the Board was asked to indicated a first and second choice).
Action: The
Board accepted the four nominations for NAHSL Achievement Award:
Evelyn Breck
Morgen
Janie
Kaplan
Jeannine
Gluck/Robin Hassig
Karen
Odato
Mary Ann will count the ballots and announce the recipient(s) of the Award during the NAHSL Conference 2002 banquet on Monday, September 23.
The Board thanked Mary Ann for her hard work.
Program
Discussion: Donna O’Malley not present.
Scholarship
Discussion: Kathy Brunjes asked the Board about a cut off date for awarding scholarships; Kathy will be leaving on August 23, and will not be back until September 30. Any scholarship applications that come in after August 23 will not be reviewed until after September 30.
Action: The
Board decided that there should not be a cut off date, and asked Kathy to post
to the NAHSL full membership listserv the message that any applications not
received before August 23 will not be acted upon until after the NAHSL 2002
Conference.
Discussion: Kathy reported that she has received ten scholarship applications to date, requests totaling $1,260. She anticipates many more scholarship applications once she has posted a message to the listserv. The Scholarship fund has $3,000 in funds to award.
Discussion: Kathy proposed a change in procedure in awarding scholarships in the future. This proposed change is to reflect requests that have been received this year for payment of the scholarship in advance of the actual program/CE/registration. With travel and education budgets being frozen or cut, paying out of pocket for NAHSL sponsored programs may be a hardship for some members; Kathy cited the HSLIC organization as an example of awarding scholarship money in advance, in order for the HSLIC member to pay for the program from HSLIC funds, rather than personal funds. Kathy alerted the Board that she had consulted Ed earlier in the month about a hardship request, and that Ed and she had made the decision to notify the NAHSL Conference 2002 Registration Chair to go ahead and process the registration for the member, with the knowledge that NAHSL had approved the request for the scholarship to pay the registration fee.
Kathy proposes that the Board approve payment of scholarship awards in advance in financial hardship cases; rather than cutting a check from NAHSL to pay NAHSL, the funds would be transferred on paper by the Treasurer in these cases.
Action: The Board approved Kathy’s proposal: if an applicant requests payment of a NAHSL sponsored program/CE/registration in advance of the actual attendance, and it is determined that the applicant has no institutional support to attend this program/CE/registration, then the NAHSL Scholarship Chair will notify the NAHSL Treasurer to “pay” the fees in advance by notifying the appropriate registration personnel. This advanced payment will be made in good faith; if the applicant does not attend the program/CE/registration after “payment” has been made, the transfer of funds from the Treasury will be determined null and void (this will eliminate having to collect funds from the applicant to reimburse the Treasury).
MLA Credentialing Report
Discussion: Joan Yanicke reported that there will be a full report in the NAHSL 2002 Conference packet (copy of this report was distributed to the Board at this time: the Noodge list is alive and well, there have not been any major changes in credentialing for several years, the Academy website has informational brochures available for those considering becoming AHIP-credentialed).
Action: No
action required.
MLA Membership Report
Discussion: Peter Jones reported that he will not be attending MLA; Peter asked the Board if he should continue as the MLA Membership Representative, due to his inability to attend the meetings. The Board informed Peter that he may assign a designee to attend in his stead. The Board affirmed that Peter is the “natural” person to be the MLA Membership Representative, since he is the NAHSL Membership Chair.
Action: The Board supports Peter’s
appointment as MLA Membership Representative; Peter will ask another Board
member to attend MLA to represent NAHSL’s interests.
RML
Discussion: Debbie
Sibley still in
State Reports
ARIHSL Bill Anger distributed a written report to
the Board, announcing the ARIHSL Annual Meeting on June 19, with election of
new officers: Patricia Padula,
President; Tovah Reis, Vice President; Pat Gorman, Secretary; Bill Anger,
Treasurer. Debbie Sibley presented a
short RLM update at this annual meeting.
Bill also reported that ARIHSL would be
celebrating its 50th Anniversary in 2003, with a celebration planned
for the 2003 Annual Meeting (
Mary Ann Slocomb reported on the LORI project (Libraries of Rhode Island); document delivery couriers go once a week around to the libraries participating in the system. School, public and hospital libraries are participating in LORI.
CAHSL Evelyn Breck Morgen submitted a written report: the CAHSL Annual meeting was held on June 20, with election of officers taking place. Mary Ellen Bowen is now President, Vice President/President Elect is Nancy Goodwin, Katalyn Gyorgyey is Secretary, Nancy Carter-Menendez is Treasurer, Arlene Freed is HSL Conference Chair, and Pauline Kruk is HSL Conference Chair Elect.
Donna Berryman, NN/LM-NER Outreach Coordinator spoke at the CAHSL Annual Meeting about recent RML activities; the CAHSL brochure was approved, and Marilyn Pitman read highlights from her annual report. CAHSL will meet monthly in 2002-3.
HSL
NH/VT Alice Reed reported that at the HSL NH/VT
Spring meeting on April 8, the Executive Board was elected; since that date,
there have been many changes, resulting in no current President (the Portsmouth
Hospital librarian cannot attend meetings, so resigned her position as HSL
NH/VT President), no current Vice President, and no webmaster. Nancy Bianchi, as Past President, is
virtually holding the group together. The last Executive Board meeting was held
“online.” Rather than holding a
regular fall meeting with an educational program and guest speakers, the Board
is looking into having a reorganizational meeting, with a management
facilitator.
HSL
NH/VT has contributed $1,000 toward the Welcome Reception (NAHSL 2002
Conference).
Kathy Brunjes reminded the Board that there used to be a letter available from the NAHSL President, which could be issued to a NAHSL member’s hospital administration, to support and show value of library services and professional librarians. Ed will look into this.
HSLIC Happy Copley reported that the
HSLIC Fall meeting will be held on October 18, in
Happy
asked the Board if Donna Wickstrand needs to be contacted to review any hotel
contracts, since
MAHSLIN Roger Manahan is the new President. Roger reported that MAHSLIN virtually has a new Board. A salary survey is being proposed; the Mass Fax project currently has 15 members (all interlibrary loans are faxed), and seems to be working well.
Old Business
Discussion: Ed reminded
the Board that it has been proposed that he remain as NAHSL Chair for 2003,
with Mary Ann Slocomb remaining in her position as NAHSL Past Chair (these
would be extensions of their current positions) in light of the fact that Karen
Odato has declined the NAHSL Chair position (Karen is currently Conference 2002
Chair). The Board was reminded that this
has happened before, and the Board votes on the extended appointments, versus
the full membership.
Action: The
Board moved and voted to accept the continued appointment of Ed Donnald as
NAHSL Chair and Mary Ann Slocomb as Past Chair.
(Len Levin is slated to become Chair for 2003-2004, as he was already
voted in by the full membership. Pending
a vote of the full membership at this fall’s NAHSL Conference, Kathy Brunjes will become Chair Elect,
2003-2004, to follow Len.)
Discussion: The Board voted on the language for the Travel and Lodging Reimbursement Guidelines (see Bylaws section of these minutes).
New Business
Discussion: Jeannine Gluck asked the Board about
sharing our mailing list with the
Action: The Board is open to the idea
of a reciprocal sharing of our mailing list, but we need assurance in writing
that anyone with whom we share our mailing list will not sell our list to an
outside party. The Board asked Jeannine
to relay this to Mary Chitty/Boston area
The meeting was adjourned at 2:10 p.m., the next meeting to be held during the NAHSL 2002 Conference (Monday, September 23) and the December meeting will be held on December 6, in Shrewsbury, MA.
Submitted
by: Kathy Brunjes, Secretary