MISSOURI LIBRARY ASSOCIATION

Missouri Library Association Board

July 29, 2011

Agenda

1) Roll Call and Introductions

2) Approval of Minutes

a) Minutes from April 15, 2011

3) Reports from Executive Board

a) President: Karen Hicklin i) Discussion: Investigate establishment of emergency charitable fund ii) Action: Contract for management services

b) President-Elect: Glenda Hunt c) Treasurer: Neosha Mackey

i) Financial Reports ii) Discussion: Directors and Officers Liability Insurance iii) Discussion: Investment of Operating, Bohley & Schmidt funds iv) Action: Directors and Officers Liability insurance d) Secretary: Brandy Sanchez e) Past-President: Sharon McCaslin f) Member-At-Large: Carol Smith g) Member-At-Large: Marian Davis h) ALA Councilor: Pam Klipsch i) MACRL Chair: Jodie Borgerding j) Public Library Division Chair: Candice Oliver k) Trustees and Friends Division Chair Joy Dufrain l) Youth Services Division Chair: Nancee Dahms-Stinson

4) Reports from Committees

a) 2011 Annual Conference: Brent Husher, Chair b) 2012 Annual Conference: Melissa Davis & Jim Schmidt c) 2013 Site Selection: Carolyn Chittenden, Chair d) Awards: John Furlong, Chair e) Budget & Finance: Neosha Mackey, Chair f) Bylaws & Handbook: Jane Theissen, Chair g) Intellectual Freedom: Lisa Pritchard, Chair h) Legislative: Steve Potter, Chair i) Membership: Laura Pirondi, Chair j) Nominating: Sharon McCaslin, Chair k) Public Relations: Christina Pryor, Chair l) Publications: Kristine Helbling, Chair

5) Reports from Special Interest Groups

a) Children's Services Round Table: Michelle Akins i) Building Block Picture Award Committee: Ron Freeman

b) Circulation & Interlibrary Loan: Cindy Thompson c) Computer & Information Technology: Joshua Lambert d) Genealogy & Local History: Tom Pearson, Chair e) Government Documents: Sandra Schiefer, Chair f) Outreach: Peg Hulse, Chair g) Professionalism, Education, Employment & Recruitment, Candice Oliver, Chair h) Reference & Government Information: Melissa Muth, Chair

i) Action: Bylaws i) Support Staff/Paraprofessional: Lisa Henry, Chair j) Technical Services: Lori Kupsky, Chair k) Young Adult: Sara Wood, Chair

6) Other Reports

a) Task Force on Emerging Technologies: Carol Smith, Chair b) Archivist: Debbie Luchenbill c) Webmistress: Carol Smith d) Management Service (MLNC): Tracy Byerly

7) Unfinished Business

8) New Business

9) Comments from Guests

10) Announcements

a) Executive Board meetings: October 4, November 18 (Board reports are due 10 days prior to meeting)

b) Newsletter article submission dates: 15th of August, October & December c) 2012 Annual Conference: October 5-7 d) Retreat for 2012 Board: November 17 & 18

11) Adjournment

Agenda Report Number: MLA Office/Committee/SIG/Other: Name: MLA Board Meeting Date:

3a President Karen Hicklin July 29, 2011

I. Information Items

II. Discussion Items

No action was taken regarding setting up a special fund to collect donations to be distributed to Joplin librarians whose property was damaged by the tornado. If the Board wishes MLA to be better prepared for similar situations in the future, it would be wise to appoint a committee to investigate and bring a proposal to the Board, so it would be in place and easy to activate.

III. Action Items The three Presidents (Past, Current & Future) met with Tracy Byerly, Executive Director of MLNC, to discuss items to be included in the 2012 contract for management services.

To provide a bit of background, two years ago MLA had a budget which included one full-time staff person and one part-time staff person plus the maintenance of office space (at a cost in excess of $70,000). The association had seen its membership and its revenue shrink precipitously and it used nearly its entire reserves to sustain itself until the end of 2009 after which time office was closed and staff were dismissed.

Knowing that MASL and other organizations used management services rather than maintaining its own office, MLA Board members contacted some firms late in 2009 and were given an off-the-cuff price estimate of $40,000 annually for an organization our size. There was discussion of requesting an RFP at that time, but the board felt that MLA did not have sufficient funds to pay for the service. During most of 2010 MLA was an all-volunteer organization, but the administrative burden is significant and MLA cannot sustain itself by totally relying on its members for financial, clerical and other tasks which require a consistent voice and substantial amount of staff time.

The Board of MLNC recognized the importance of MLA for the professional development of librarians, trustees, etc. They expressed their willingness to support MLA by offering to heavily discount the fee for the last quarter of 2010 and for 2011, with the understanding that if MLA recovered financially, in future years a market rate would be charged. This period also allowed the MLA Board

an opportunity to discover which paid services were needed and which could be effectively administered by member volunteers.

The staff of MLNC has been most helpful during this year of transition. They have provided continuity for the organization and assisted in solving problems far more in-depth than originally expected. Utilizing MLNC's management services provides the MLA Board and members the time and ability to focus on issues that have more direct impact on our profession

MLNC staff were asked to prepare a formal proposal for Association Management Services (attached separately as a pdf file) with a section listing the core services (financial, membership management, administrative, conference support, Legislative Advocacy Day, and listserv management). The price for the core services for 2012 is $43,200.

Additional services of website maintenance, award program support and MLA Jobline management were also requested and are included in the proposal. Currently, we have dedicated volunteers who administer those programs on behalf of the association. Should those volunteers be unable to serve in 2012, the Board may wish to consider contracting for those services if a volunteer cannot be found.

Agenda Report Number: MLA Office/Committee/SIG/Other: Name: MLA Board Meeting Date:

3c Treasurer Neosha Mackey July 29, 2011

I. Information Items

All have received the financial reports for April, May & June, 2011.

Keith has been working on the audit with Casey-Beard-Boehmer PC, 1 East Broadway, Columbia, MO 65203. He hopes to have the report by the time of the Board meeting.

Conference Planning and Keith worked on the Conference registration system. Several Board members tested the system and problem items have been addressed and changed.

The 2011-2012 Biennial Registration Report (NonProfit) was filed with the Secretary of State by Keith.

II. Discussion Items

Directors and Officers Liability Insurance (DOL) is due. I will be reporting on the possibilities of general liability Insurance for the Association.

Once audit is completed then establish some money market accounts for the Bohley Scholarship, Schmidt Lecture Fund, and Operating Fund.

III. Action Items Approve renewal of DOL insurance for $1333.00. Same as last year.

Agenda Report Number Unit/Stakeholder Name: Unit/Stakeholder Representative Name: MLA Board Meeting Date:

3f Member-at-Large Carol E. Smith July 15, 2011

I. Information Items

1. In coordination with Member-at-Large Marian Davis, continue to update Jobline web page as new ads received. Jobline activity has picked up this year.

Agenda Report Number: MLA Office/Committee/SIG/Other: Name: MLA Board Meeting Date:

3g Member-At-Large Marian Davis July 29, 2011

I. Information Items

There were 17 positions posted to the MLA Jobline during the second quarter (Apr-Jun) of 2011; six from institutional members and eleven from non-institutional members. The total amount billed for Jobline postings during this period was $640.00.

MACRL continues to make progress on their bylaws. I'm sure more details can be found in their report.

The Publications Committee continues with Mo Info. I submitted an article for the July issue on the Joplin tornado relief efforts, using information from Pam Klipsch's excellent updates to the membership.

II. Discussion Items

III. Action Items

Unit/Stakeholder Page Number: Unit/Stakeholder Name: Unit/Stakeholder Representative Name: MLA Board Meeting Date:

3i MACRL Marty Miller July 24, 2011

I. Information Items

The MACRL bylaws were revised on final time at our April 30 meeting. They will go into effect on January 1, 2012 and have been submitted to the Handbook and Bylaws Committee for inclusion in the MLA Handbook. On a related issue, we surveyed the membership on the issue of electing the ACRL Chapter Councilor. The membership decided that the new Councilor will should elected by the membership at the 2012 MACRL business meeting in October. In the meantime, MACRL Vice-Chair, Cindy Dudenhoffer, will continue to represent MACRL at the ACRL Chapter Council at 2011 ALA Annual and 2012 ALA Midwinter and Annual meetings.

ACRL Chapters Council met June 26th as part of ALA Annual. A proposal is going forward to the ACRL Board of Directors to tie Chapter membership allocations to the HEPI index. Also, the Communications Task Force approved the creation of a Chapters Council Blog, with each chapter and officers responsible for creating content on a rotating basis. Hopefully, this will ensure that Chapters are aware of resources, programming, etc. going on in the states and divisions.

MACRL is sponsoring 14 sessions at the Annual Conference in Kansas City this year, including Battledecks, an impromptu presentation competition. Jodie Borgerding and Cynthia Dudenhoffer attended a Battledecks session at this year's ALA Annual Conference in New Orleans and it was great fun for both the participants and the audience.

II. Discussion Items

No discussion items

III. Action Items No Action items

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