ACLCP Executive Committee
Minutes
July 17, 2009

President Bohdan Kohutiak called the meeting to order at 10:10a.m. in the High Library at Elizabethtown College. Bethann Zambella welcomed everyone to Elizabethtown.

Present: Bohdan Kohutiak, President
Bethann Zambella, Immediate Past President
Barbara Darden, Member-at-Large
Lynne Koskie, Treasurer
Lisette Ormsbee, Member-at-Large
Michael Bowden, Networked Resources Committee
Louise Hyder-Darlington, Programs Committee

Absent: Sue Beidler, Secretary

Sheila Fisher, Support Staff Committee

Cinda Gibbon, Member-at-Large

Frank Mols, VP/Pres Elect

Bohdan requested a volunteer to take minutes as Susan was not able to attend. Louise agreed to take minutes for the meeting

Review of Agenda
There were no additions or changes to the agenda

Minutes
Minutes from the previous meeting have been circulated, and posted to the website.

Treasurer’s Report
Lynne presented the report reflecting the ending balance for the fiscal year. Lynne suggested that any surplus in the budget each year might be deposited in the Fidelity Fund account to draw interest and can some additional funds. Executive Committee will consider this suggestion. Lynne clarified that at present she does not receive statements for the TIAA-Cref account and cannot report on the balance of this account. Bohdan will work with the investment committee and Lynne to update the signatories on this account by the fall so that the acting treasurer will begin to receive updated account statements. Bohdan will also be in contact with Scott Anderson about this as well. Bohdan will also investigate updating the mail box for ACLCP. The mail box had been at Messiah College under Sara Pike’s oversight. Lynne agreed to update the Treasurer’s tip sheet to reflect accurate dates on when specific expenses come due (webserver, etc.). Bohdan has requested that Lynne also update the current voucher form to include a development date on the form.

Vice President’s Report
Bohdan provided the VP report on behalf of Frank Mols who could not attend. Bohdan encouraged members to sign-up for listservs, especially SIG listservs.

Past President’s Report
Bethann requested that members please pass along suggestions for Hot Topics for the Governing Board meetings to her. Michael suggested a dialogue about Lyrasis as a Hot Topic and what the impact its growth may or may not have for ACLCP.

President’s Report
Bohdan requested that all assignments for the administrative assistant please pass through the president’s office first in order to better track the amount and type of work going to the assistant. Bohdan also requested that anything sent to the President please be cc: (copied) to the Vice President as well. Bohdan also clarified that all SIG reports will please be sent to the Vice President including all program proposals.

Bohdan clarified who/what positions serve on the Executive and Governing Boards. The website has been updated on this and contains current information on what positions serve on these two boards.

Bohdan provided information on his specific goals for the upcoming year. These are:

  • Increase greater general membership participation. This will include attendance at general meetings, workshops and running for elective office.
  • Provide an active review of the ACLCP By-Laws and policies and develop a method by which to effectively and annually update these documents.

Committee Reports

  • Program Committee – Louise reported that planning for the fall and spring general meetings is progressing. The fall meeting will focus on mentorship and the spring meeting will focus on copyright. Louise reported that the program committee tip sheet has been updated. The group also discussed ways by which the program committee may encourage more feedback from the membership on topics for future meetings. It was suggested that the program committee work on updating the online meeting survey to include demographic information (professional and support staff), provide suggested topics for future meetings and ask members to pick their favorites (by ranking), supply feedback to executive board on survey results in order to gain greater insight on topics of importance.
  • Support Staff Committee – Bohdan reported on behalf of the Support Staff Committee. The committee has submitted a preliminary proposal for the spring workshop which will include disaster planning and Myers-Briggs information. As this is a preliminary proposal the board took no action at this time.
  • Network Resources Committee – Michael reported that there have been problems reported with the messaging capabilities for ACLCP members. This has been identified as a mail server problem initiated at the vendor. Michael is working on the problem. Members have not been receiving out-going emails or any bounce-back error messages about the problem. Bohdan requested that if no resolution is found by August 1, that Michael please post a notice of the situation to the ACLCP webpage so members are aware of the potential on-going nature of the problem. Michael also reported that Susan has really taken to her new role as the administrative assistant and has been updating webpage content. Bohdan requested the development of a new Webmaster Tip Sheet that will be a subset of the Network Resources Tip Sheet. The committee is also working on developing standards for anything posted to the webpage (forms and documents). Lastly, Michael reported that the committee is also looking at other web packages/products that would provide greater flexibility and interactivity that what we currently have at hand (provide photo galleries, indexing, etc).

Old Business

  • Tip Sheets – Bohdan has requested that the board develop a way by which tip sheets will be reviewed and vetted by members. It was decided that each member should review a tip sheet and report on suggested changes. Bohdan and Michael will discuss the best way to post the tip sheets as online documents that can be edited by board members.
  • Parliamentarian – This opportunity remains available.
  • SIGs – Due to decreased activity, the board agreed that the Government Documents SIG will now be incorporated within the Collection Development SIG. Bohdan reported that t
  • Internship Grid – Bohdan reported that this has been finalized.
  • 2009-2010 Budget – BethAnn presented the proposed 2009-2010 budget. Lines were included to reflect the value of voucher and the Alliance for Response contribution under administrative expenses. Bethann also requested clarification from the board as to whether the budget should accurately reflect monies designated for Continuing Education Grants and Research Program Design and Publication Grants as outlined in the ACLCP policies. The board agreed to include a line for the maximum amount of $5,000 allowable for Continuing Education Grants and $1,500 (maximum allowable) for Research Program Design and Publication Grants for members. The board actively discussed the issue of balancing the budget each year and the use of savings account monies. It was agreed that the board will continue to actively monitor this situation and institute measures that will provide greater overall organizational financial accountability. The board agreed that the 2009-2010 budget document presented is final.
  • Voucher Issue/Impact on Budget – The board actively discussed the development of the voucher system. Lisette requested a record of voucher use over the past several years in order to better determine its overall impact on the budget. Lynne agreed to research voucher use and report back to the board. The board agreed to provide 5 vouchers to ACLCP member institutions who are up-to-date with dues for the 2009-2010 fiscal year. Lynne will send out vouchers to these institutions. Bohdan requested that the issue be discussed at the next governing board as well.

New Business

  • Alliance for Response Program Proposal – Bohdan requested feedback from board members on request by Caryn Carr for the Alliance for Response program. The Committee expressed concern over the following items: the proposal’s primary contact is listed as Tom Clareson not Caryn, the request is for money on the amount greater than the approved $2,000, there is little clarification provided on the venue and exact number of ACLCP members who may be eligible to attend. The Committee did not approve the proposal and requested that Bohdan contact Caryn for additional information at this time.
  • Action Plan – Bethann finalized the plan to include 4 of the original 5 goals. The board agreed that this presents a fresh and streamlined document to work from and was accepted as final.
  • Proposed Changes to ACLCP ByLaws - Bohdan requested that this be addressed at the next executive board meeting.
  • New Member Institutions - Bohdan reported that Harrisburg University has shown some interest in pursuing membership. They will contact us if interested. Bohdan will draft a letter to send to potential members in the area by way of invitation.
  • Meeting Hosts Responsibilities – Bohdan clarified that institutions willing to host executive and governing board meetings need only provide an acceptable venue and parking. The Executive board will begin to develop guidelines to better address setting a cap on food costs.
  • Archiving (email and other formats) – Karen Daniel at Shippensburg has agreed to provide archiving for ACLCP correspondence. She can accept hardcopy and CD. Bohdan, Lisette and Michael will look into ways to determine what needs to be archived and the best format to get this material to Karen. Karen has also suggested that the webpage be archived atleast 1x each year. Michael reported that no data is lost in updates and he can retrieve all information from the webpage as needed.

Announcements
Bohdan will be working with Sue Walker to develop a binder for all executive board members to include ready reference copies of ACLCP documents (ByLaws, policies, etc). Bohdan congratulated Penn College of Technology and Gettysburg College for their recognition by the Chronicle of Higher Education as 2 of the top institutions to work in the nation. The full report is available at the Chronicle website.

Adjournment
There being no additional business, Bohdan adjourned the meeting at 1:35 p.m.

Respectfully submitted,
Louise Hyder-Darlington
Acting Secretary, ACLCP