{"id":802,"date":"2013-09-29T09:35:16","date_gmt":"2013-09-29T16:35:16","guid":{"rendered":"http:\/\/ncnmlg.mlanet.org\/connections\/?p=802"},"modified":"2014-01-31T10:05:33","modified_gmt":"2014-01-31T18:05:33","slug":"ncnmlg-executive-board-meeting-minutes-june-24-2013","status":"publish","type":"post","link":"https:\/\/ncnmlg.mlanet.org\/connections\/?p=802","title":{"rendered":"NCNMLG Executive Board Meeting Minutes: June 24, 2013"},"content":{"rendered":"

Agenda:\u00a0\u00a0<\/strong>Minutes from April 15, 2013\u00a0 |\u00a0 Treasurer’s Report\u00a0 |\u00a0 Transition of Executive Board and Committees\u00a0 |\u00a0 Membership Committee\u00a0 |\u00a0 Joint Meeting–San Diego July 2013\u00a0 |\u00a0 Donation to MLA Ysabel Bertolucci Scholarship\u00a0 |\u00a0 Professional Development\u00a0 |<\/p>\n

<\/p>\n

Attendees:<\/b><\/p>\n

WebEx:\u00a0 Amber Carter, Xan Goodman, Michelle Henley, Julia Hause, Peggy Makie, Beverly McLeod, Judith Mills, and Carrie Walsh.<\/p>\n

In person:\u00a0 Raquel Abad, Chezire Aclimandos, Mina Davenport, Rebecca Davis, Carmen Huddleston, Deanna Johnson, Mike Liddicoat, and Amy Studer.<\/p>\n

Time:<\/b>\u00a0 10 am<\/p>\n

Location:<\/b>\u00a0 Shields Library at UC Davis and remote access via WebEx<\/p>\n

Link to recording<\/b> (WebEx software available for this meeting through Kaiser Permanente):<\/p>\n

https:\/\/kponline.webex.com\/kponline\/lsr.php?AT=pb&SP=MC&rID=76030072&rKey=60b3d524d50a2ad7<\/a><\/p>\n

Meeting called to order at 10:10 am by Judith Mills.<\/i><\/b><\/p>\n

1.\u00a0<\/strong> Minutes from the April 15, 2013 Executive Board Meeting<\/b> discussed \u2013 Judith Mills<\/strong><\/p>\n

Approved with the following amendment:\u00a0 For item #7, add \u201cAbad\u201d as the last name for Raquel.<\/p>\n

Action item<\/span>:<\/strong>\u00a0 Amy to amend the April 15th<\/sup> minutes and post to web blog.<\/p>\n

2. <\/strong>Treasurer\u2019s Report<\/b> \u2013 Deanna Johnson<\/strong><\/p>\n

Current checking:\u00a0\u00a0\u00a0\u00a0\u00a0 $\u00a0\u00a0 2,560.01<\/p>\n

Current savings\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 $76,582.43<\/span><\/p>\n

Total:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 $79,142.44<\/p>\n

Deanna reported that all anticipated bills for FY 2012-13 are paid with the exception of $2,000 to support the Quint Meeting, which will be recouped from the Quint meeting in October 2014 after all the expenses are deducted.\u00a0 Also, there are likely to be a few additional membership dues payments in the PayPal account before the end of the fiscal year June 30th<\/sup>.<\/p>\n

Deanna presented a proposed budget for FY 2013-14 (see Appendix A<\/a>)<\/strong>.\u00a0\u00a0 Discussion about the proposed budget followed:<\/p>\n

a.\u00a0 Judith noted that the proposed budget was about $2,000 in the red, reflecting the expense of the Quint Meeting.\u00a0 Rebecca asked how this relates to past years.\u00a0 Deanna reported that the expense from the Quint Meeting will hopefully be recovered after the meeting occurs in October 2014.<\/p>\n

b.\u00a0 Deanna asked if the group wanted to continue with (and budget for) the chance to win a $50 gift card for early membership renewal.\u00a0 The group generally agreed with adding this item to the budget.<\/p>\n

c.\u00a0 Rebecca requested that the following budget items be modified:<\/p>\n

\u00a0<\/i>CHANGE \u201cProf Dev Awards\u201d \u00a0TO \u201cLocke Morrissey Professional Development Grant\u201d<\/p>\n

CHANGE amount of Locke Morrissey Professional Development Grant FROM (4 x $300) TO (5 x $300), for a total budget item of $1,500.00.\u00a0 (According to Rebecca, there are to be four grants for practicing librarians and one grant for a student.)<\/p>\n

CHANGE \u201cYsabel Bertolucci\u201d TO \u201cYsabel Bertolucci Professional Excellence Award\u201d<\/p>\n

Action item<\/span>:<\/strong>\u00a0 Deanna to update budget to reflect the above changes.<\/p>\n

d.\u00a0 Judith asked if there was a plan for additional fundraising that should be included in the FY 2013-14 budget.\u00a0 Carmen reported that there are no plans at this time.<\/p>\n

3.\u00a0 <\/strong>Transition of the Executive Board and Committees<\/b> \u2013 Judith Mills<\/p>\n

Judith expressed her thanks for the work of the 2012-13 Executive Board and Committee members.\u00a0 She welcomed the 2013-14 Executive Board and Committee members:<\/p>\n

President:\u00a0 <\/b>Carmen Huddleston<\/p>\n

Vice-President\/President-Elect:\u00a0 <\/b>Raquel Abad<\/p>\n

Past President:\u00a0 <\/b>Judith Mills<\/p>\n

Secretary:\u00a0 <\/b>Amy Studer<\/p>\n

Treasurer:\u00a0 <\/b>Deanna Johnson (2012-2014)<\/p>\n

Chapter Council Representative:\u00a0 <\/b>Julia Hause (2011-2014)<\/p>\n

Chapter Council Alternative:\u00a0 <\/b>Mina Davenport<\/p>\n

\u00a0Nominee to the MLA Nominating Committee:\u00a0 <\/b>Stephen Kiyoi<\/p>\n

Bylaws\/Nominating\/Election Committee:\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/b><\/p>\n

Heidi Mortensen(Elected Chair)<\/p>\n

Suzanne Beattie (Member)<\/p>\n

Carrie Walsh (Member)<\/p>\n

Communications Committee:<\/b><\/p>\n

Chezire Aclimandos (Chair, Webmaster & Blog Editor)<\/p>\n

Sandra Brekke (LinkedIn Coordinator)<\/p>\n

Bijan Esfahani (Blog Editor)<\/p>\n

Polina Ilieva (Archivist)<\/p>\n

Shannon Meaney (Facebook, Twitter & LinkedIn Coordinator)<\/p>\n

Chris Stave (Listserv Administrator)<\/p>\n

Terry Henner (Member)<\/p>\n

Sara Pimental (Member)<\/p>\n

Membership Services:<\/b><\/p>\n

Mike Liddicoat (Chair)<\/p>\n

Annette Osenga (Member)<\/p>\n

Outreach:<\/b><\/p>\n

Xan Goodman (Chair)<\/p>\n

Peggy Tahir (PSRML representative)<\/p>\n

Julia Hause (Member)<\/p>\n

Professional Development:<\/b><\/p>\n

Claire Sharifi (Chair)<\/p>\n

Rebecca Bayrer (Member)<\/p>\n

Jacqueline Wilson (Member)<\/p>\n

Management of the meeting transferred from Judith Mills to Carmen Huddleston.<\/i><\/b><\/p>\n

4.\u00a0\u00a0\u00a0\u00a0 <\/b>\u00a0Membership Committee<\/b> \u2013 Raquel Abad<\/p>\n

86 total members so far for 2013-14:\u00a0\u00a0 52 paying members, 34 emeritus members.\u00a0 Members will be in arrears after July 1st.<\/p>\n

Discussion followed about patterns of dues payment in past years:\u00a0 Members are accustomed to paying in July, August or September.\u00a0 This year there has been a push to collect dues by July 1st<\/sup> for coming year.\u00a0 Raquel plans to send out another membership reminder in the last week of June.<\/p>\n

Raquel presented the issue of a few members paying twice in one year because they lose track of having paid.\u00a0 We have been offering members who overpay three options:\u00a0 (1) refund; (2) apply to next year\u2019s dues; or, (3) donate the extra dues payment to one of our professional development funds.\u00a0\u00a0 Refunds are a possible concern when members pay via PayPal because we refund more money than we actually receive.\u00a0 PayPal charges $0.85 fee per $25 dues payment.\u00a0 The overpayment problem in PayPal was encountered by two members in 2012-13.<\/p>\n

Discussion followed with a general agreement that it is important to continue to offer a refund as one of three options for dues overpayment.<\/p>\n

Rebecca asked if members are aware of the consequences of losing membership benefits as a result of not paying dues by July 1st<\/sup>.\u00a0 Raquel has included this in a targeted email to non-renewing members.<\/p>\n

Chezire suggested membership in Lynda.com as another possible NCNMLG membership benefit.\u00a0 Lynda.com is a tech\/software training resource.<\/p>\n

\u00a0<\/b>5.\u00a0\u00a0\u00a0\u00a0 <\/b>NCNMLG Business Meeting at the Joint Meeting:\u00a0 San Diego in July <\/b>\u2013 Raquel Abad<\/strong><\/p>\n

\u00a0<\/b>Raquel led discussion about the plans for the NCNMLG Business Meeting at the Joint Meeting in July.\u00a0 Raquel will be in attendance for NCNMLG Executive Board representation. \u00a0\u00a0According to Rebecca, the NCNMLG Business Meeting generally lasts one hour and is the best attended NCNMLG Business Meeting of the year.\u00a0 A room will be provided, but the organizers will need to know that a speaker phone will be required for remote attendees.<\/p>\n

Action item<\/span>:<\/strong>\u00a0 Arrange speaker phone with organizers by Rebecca.<\/p>\n

\u00a0<\/b>6.\u00a0\u00a0\u00a0\u00a0 <\/b>Donation to MLA Ysabel Bertolucci Scholarship <\/b>— Carmen Huddleston<\/strong><\/p>\n

\u00a0<\/b>MLA has established a scholarship in honor of long-term NCNMLG member and leader Ysabel Bertolucci. \u00a0Carmen led the discussion of whether and how much should NCNMLG contribute to the MLA Ysabel Bertolucci Scholarship Fund.\u00a0 The proposed budget for 2013-14 does not include this item.<\/p>\n

Judith suggested that NCNMLG Executive Board survey the membership via Survey Monkey about whether and how much to donate in light of the fact that membership dues are increasing for next year.\u00a0 After discussion, Judith moved that NCNMLG survey the membership about whether and how much to contribute to the MLA Ysabel Bertolucci Scholarship Fund.\u00a0 The motion was seconded by Rebecca.\u00a0 After discussion, the motion was not passed.<\/p>\n

Michelle offered perspective about the scholarship fund and how much other chapters and sections are donating.\u00a0\u00a0 MLA seeks to build an endowment of $20,000 for the fund. \u00a0The expected award is $1000\/recipient, one recipient\/year.\u00a0 The award may be used to fund attendance for a librarian at the MLA annual meeting or for a librarian involved in consumer health, nursing, allied health, or international librarianship.<\/p>\n

Rebecca moved that NCNMLG donate $500 to the MLA Ysabel Bertolucci Scholarship Fund. The motion was seconded by Judith Mills.\u00a0 After discussion, the motion was not passed.<\/p>\n

Rebecca then moved that NCNMLG donate $1000 to the MLA Ysabel Bertolucci Scholarship Fund.\u00a0 The motion was seconded by Mina.\u00a0 After discussion, the motion was passed unanimously.<\/p>\n

Action item<\/span>:\u00a0<\/strong> Michelle will send information to Deanna about how to pay.<\/p>\n

7.<\/strong> Professional Development <\/b>\u2013 Judith Mills<\/p>\n

Judith sent a survey to members this past spring asking about interest and suggestions for professional development events.\u00a0 Claire Sharifi offered to host NLM Training Center\u2019s Webinar presentation TOXNET and Beyond<\/i>.\u00a0 The event will be free with CEs offered.<\/p>\n

Action item<\/span>:<\/strong>\u00a0 Judith will send out a survey asking for member preference about scheduling in the time window of August-October 2013.<\/p>\n

\u00a08. <\/b>Misc Business <\/b>\u2013 Carmen Huddleston<\/p>\n

Mina announced that she will be out of her library from the end of July to December 2013.\u00a0 She will be conducting staff trainings on EPIC at her institution.\u00a0 She is hopeful that this will enable her to facilitate the integration of library resources in the EHR.<\/p>\n

Rebecca announced a web-based class offered by Trainers from the National Library of Medicine (NLM) and NLM Training Center (NTC):\u00a0 Teaching With Technology<\/i> (no charge, 8 units of MLA CE).<\/p>\n

Carmen presented the plan of scheduling both Executive Board and Business Meetings on the same day in 2013-14 in order to minimize the amount of time spent traveling.\u00a0 The next set of meetings will be in September.<\/p>\n

Action item<\/span>:\u00a0<\/strong> Raquel will send out a survey to determine the date.<\/p>\n

Amy brought up the issue of technology for remote attendance at NCNMLG meetings for 2013-14.\u00a0 UC Davis cannot presently offer the WebEx software support for meetings that has been used in 2012-13 (provided by Kaiser Permanente).\u00a0 Rebecca offered ReadyTalk as a solution, which is a conference call technology that has the ability to record meetings.<\/p>\n

Action item<\/span>:\u00a0<\/strong> Rebecca to arrange for ReadyTalk at the September meeting.<\/p>\n

Carmen announced that the chapter will need to determine the location for the 2016 Joint Meeting by the spring of 2013-14.<\/p>\n

Meeting adjourned at 11:41 am.<\/i><\/b><\/p>\n

Respectfully submitted by Amy Studer, Secretary<\/p>\n

Appendix A:\u00a0 NCNMLG 2013-2014 Proposed Budget<\/a>
\n<\/b><\/p>\n

 <\/p>\n","protected":false},"excerpt":{"rendered":"

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