MCMLA Executive Committee Meeting
MINUTES
8 April 2016
10:00am Mountain Time / 11:00am Central Time
Action items noted in RED
Votes noted in BLUE
Call to Order
Lisa called the meeting to order at xx Central Time.
Executive Committee Attendance:
Lisa Traditi Chair
Jackie Hittner Immediate Past Chair
Tom Gensichen Incoming Chair
Heather Brown MLA Chapter Council Representative
Shandra KnightRecording Secretary
Leadership Attendance:
Karen Wiederaenders Executive Secretary
Nancy Woelfl Parliamentarian
Heidi Zuniga Archivist
Brenda PfannensteilBylaws Chair
Melissa RethlefsenResearch Chair
Erin WimmerMembership Chair
Jeanne Burke MLA Chapter Membership Liaison
Rebecca CarlsonHonors And Awards Chair
Claire HamasuNominating Chair
Unable to Attend:
Gwen WilsonMLA AHIP credentialing liaison
Rebecca Graves Annual Meeting Advisor
Shawn SteidingerEducation Chair
Kate Anderson MLA Chapter Council Alternate Representative
Angela SpencerAdvocacy Chair
Tracey Hughes Web Editor and MCMLA-L Discussion List Owner
Melissa DeSantis2016 joint meeting planner
Amanda Sprochi Express Editor and Publications
Approval of Minutes
Motion to approve the revised minutes of the Feb meeting was made by Tom Gensichen, seconded by Heather Brown, and approved by voice vote of the MCMLA Executive Committee.
Motion to approve the revised minutes of the March meeting was made by Heather Brown, seconded by Tom Gensichen, and approved by voice vote of the MCMLA Executive Committee.
Executive Secretary Report: Karen Wiederaenders
- MCMLA has $68743.78. She is working with PayPal to be able to move larger amount of money.
Motion to approve the executive secretary’s report by Shandra Knight,seconded by Jackie Hittner, and approved by voice vote of the MCMLA Executive Committee.
Committee Reports:
Archivist - Heidi Zuniga
Heidi requests that nothing of archival value be taken off the MCMLA website yet. She is still finding some missed content.
Publications - Amanda Sprochi
No report but please submit for the Express
Web Editor - Tracey Hughes
MLA Chapter Membership Liaison - Jeanne Burke
Erin discussed posters and promotional materials from the sections
MLA AHIP credentialing liaison - Gwen Wilson
Nothing to report
2016 joint meeting planner - Melissa DeSantis
No report
Advocacy – Angela Spencer
No report
Education - Shawn Steidinger
The committee is scheduled to meet next (virtually) on Tues Apr 12
Bylaws - Brenda Pfannenstiel
No report
Honors and Awards - Rebecca Carlson
The Honors and Awards Committee only had one application for the Chapter Council Roundtable Lunch (although more applications may not have come through. Rebecca will follow up), so we will only have one award given this year. Awardee is Marilyn De Geus.The committee's proposed change to the P&P manual is being discussed again at this month's Exec meeting since there was not a quorum of voting members last month.The committee will meet later this month to discuss the timeline and responsibilitiesfor the annual awards, travel award, and STARS program.
MCMLA Policies and Procedures Manual
Pages 26-27
Current
Chapter Council Sharing Roundtable Free Lunch Award
(a)Members are solicited via the MCMLA listserv to submit their names for the Chapter Council Sharing Roundtable Free Lunch Award in November.
(b)Deadline for submitting a name is December 1 or the first weekday in December.
(c)Up to two winners will be selected by the Honors and Awards Committee.
(d)Winner(s) will be notified no later than December 15. Once winners are notified then the winner(s) will be announced on the MCMLA listserv and listed on the MCMLA website.
(e)Winner(s) must:
(i)Be a member of MCMLA
(ii)Register for the Chapter Council Sharing Roundtables Luncheon
(iii)Write a summary of the experience for the MCMLA Express after the MLA meeting.
(f)Money for the Chapter Council Sharing Roundtables Luncheon is reimbursed once the Executive Secretary has obtained proof that the winner has registered for the luncheon.
Recommended Changes (highlighted)
Chapter Council Sharing Roundtable Free Lunch Award
(a)Members are solicited via the MCMLA listserv to submit their names for the Chapter Council Sharing Roundtable Free Lunch Award in November.
(b)Deadline for submitting a name is March 1 or the first weekday in March.
(c)Up to two winners will be selected by the Honors and Awards Committee.
(d)Winner(s) will be notified no later than March 15. Once winners are notified then the winner(s) will be announced on the MCMLA listserv and listed on the MCMLA website.
(e)Winner(s) must:
(i)Be a member of MCMLA
(ii)Register for the Chapter Council Sharing Roundtables Luncheon
(iii)Write a summary of the experience for the MCMLA Express after the MLA meeting.
(f)Money for the Chapter Council Sharing Roundtables Luncheon is reimbursed once the Executive Secretary has obtained proof that the winner has registered for the luncheon.
Membership Chair – Erin Wimmer
A. Membership numbers
Active regular members128
Admin 3
Emeritus 10
Student 13
Vendor35
Virtual meeting file access 1*
Total190
* Created to provide all confirmed Virtual Meeting attendees with access to meeting files & recordings. The login information for this account was sent to meeting attendees on November 20th. It is not tied to a specific person; it’s a different kind of administrative account, and probably shouldn’t be counted in the membership numbers
B. Mentor program
Results of the 6-month evaluation of the mentor/mentee program are available. The total number of
participants in the program is fairly small (2 mentees and 4 mentors), and a total of 4 participants responded to
the evaluation.
· 2 respondents rated the program as excellent, 1 as good, and 1 as poor (due to the fact that they had not fully participated in the program).
·A more extensive summary of the feedback is attached.
· Thanks to Holly Henderson for distributing the evaluation and compiling the results!
Research - Melissa Rethlefsen
Nothing to report
Nominating Committee – Jackie Hittner
Has completed responsibilities for the year.
Annual Meeting Advisor - Rebecca Graves
A. See attached Final Report 2015 PDF
B. Recommendation for Planning of MCMLA Annual Meetings
See under new business
Ad Hoc Endowment Task Force – Nancy Woelfl
See under new business
Old Business:
- Annual Report
- Reminder: Motion to send rescission of Motions 1 and 2 to membership.
- Next steps: Lisa, Jackie, and Tom will draft message to be sent to membership (newsletter and blog, too) inviting discussion and laying out process.
- Directions from Nancy on how to rescind a vote (keeping these here just to keep us on track – no action needed)
Strategic Planning Process – no new responses.
New Business:
- Recommendations from the Ad Hoc Annual Meeting Task Force – Rebecca Graves
MCMLA Ad Hoc Annual Meeting Committee (AHA Co)
1. The AHA Co recommends that the MCMLA Annual meeting be held virtually every other year beginning in 2018.
2. In order to facilitate members’ ability to attend F2F meetings, meetings will rotate by state. The rotation is also expected to encourage more members to participate in planning meetings. The rotation will be: Missouri, Nebraska, Kansas, Utah, Colorado. While the planning group may select any geographic location to hold the meeting, we encourage meetings to be held in accessible locations.
3. The MCMLA committees for education and research shall have active roles in planning their section of the meetings.
4. The Annual Meeting Advisory Council
An Annual Meeting Advisory Council will be created and will become a standing council of MCMLA. The council chair will always be the AMA. Each state in the rotation must have one member on the council. Members from Wyoming or South Dakota are welcome but not required. Three year appointment with opportunity to renew for another 3 year appointment
The council would serve the following purposes:
●There will be a separate planning committee for each year convened two to three years out.
●for face to face meetings, the state representative to the council will be responsible to inform chapter members from the state that they are responsible for an upcoming face to face meeting and to bring back to the council who will serve on the planning committee for the meeting
●for virtual meetings, the council will be responsible for putting together the planning committee. Council members are not required to be on the virtual meeting planning committee.
●for joint meetings, the council will be responsible for putting together the planning committee. If a joint meeting falls through or is not part of the rotation schedule, the council will reach out to other chapters to determine if there is a possibility for such a meeting or call for a group to host.
5. The AMA shall approach other chapters to set up joint meetings. Specifically, Midwest and SCC will be asked if they are willing to commit to regular joint meetings which will be scheduled on years ending in zero (0) and five (5).
6.a Rotation Schedule for MCMLA Annual Meetings
Note: as other chapters have not yet been contacted, joint meetings are not listed in the rotation.
2016 - Des Moines (joint)
2017 - Columbia, MO
2018 - Virtual
2019 - Nebraska
2020 - Virtual
2021 - Kansas
2022 - Virtual
2023 - Utah
2024 - Virtual
2025 - Colorado
2026 - Virtual
2027 - Missouri (no longer doing separate rotations for KC and STL.)
6.b Alternate Rotation w/joint meetings assuming buy-in from other Chapters
2016 - Des Moines (joint)
2017 - Columbia, MO
2018 - Virtual
2019 - Nebraska
2020 - Joint
2021 - Kansas
2022 - Virtual
2023 - Utah
2024 - Virtual
2025 - Joint
2026 - Virtual
2027 - Colorado
2028 - Virtual
2029 – Missouri
Lisa moved: The Ad Hoc Annual Meeting Task Force recommends that the MCMLA Annual meeting be held virtually every other year beginning in 2018. Motion approved by voice vote of the MCMLA Executive Committee
Lisa moved: An Annual Meeting Advisory Council will be created and will become a standing council of MCMLA. The council chair will always be the AMA. Each state in the rotation must have one member on the council. Members from Wyoming or South Dakota are welcome but not required. Three year appointment with opportunity to renew for another 3 year appointment. Motion approved by voice vote of the MCMLA Executive Committee.
- New Executive Secretary/Treasurer – Lisa appointed Jackie Hittner. Motion approved by voice vote of the MCMLA Executive Committee.
- Chapter Endowment Fund Task Force Report
Insert the emailed charge here
MCMLA Ad Hoc Endowment Task Force
April 7, 2016
Report:
The Ad Hoc Endowment Task Force met March 29, 2016, using the JoinMe platform. Jackie Hittner, Betsy Mueth, Karen Wiederaenders, and Nancy Woelfl attended. On October 9, 2015, MCMLA members voted to create a chapter endowment fund. Pursuant to this vote and the task force charge, the group discussed three major questions: what amount should MCMLA initially invest in its endowment fund; which investment management firm should be used; and how often or regularly additional deposits should be made.
Given a current balance of approximately $68,679 ($53679 checking and $15,000 PayPal ), the Task Force recommends an initial investment of $20,000 from the checking account. Based on thorough due diligence, the group concurred that MCMLA funds should be managed by Lodestar Investment Counsel LLC, the same firm that manages MLA’s endowment fund. MCMLA funds will be maintained separately and not co-mingled with MLA funds. The frequency of future deposits remains an open question. While it was agreed member contributions to the endowment should be immediately deposited in the fund, a formula for balancing operating funds against investment deposits needs to be determined.
Nancy teleconferenced with Krista Linn, Lodestar, on April 6 to discuss a client agreement and other Task Force questions. Krista will clarify exactly what documentation the chapter needs to create the fund. Krista indicated Lodestar will invest and manage our funds but the Charles Schwab firm will act as broker and that's where MCMLA will send its deposits. This safeguards MCMLA against Madoff types of illegal investments in which Madoff acted as both his clients’ investment manager and physically held their assets. MCMLA members cannot send contributions to Lodestar or Schwab but must send them to MCMLA. MCMLA must do the receipting and acknowledgements; Lodestar and Schwab cannot do this for us.
Future meetings will be scheduled to tailor MLA’s investment policy to the chapter’s needs; propose guidelines on how endowment income should be used; xyz; plan roll out activities for Des Moines and develop a modest promotional budget; and develop procedures for the MCMLA policy & procedure manual.
This report includes two motions:
MOVED that MCMLA should use Lodestar Investment Counsel LLC as its endowment fund manager;
MOVED that MCMLA make an initial endowment fund investment of $20,000 from the chapter checking account.
Submitted by:
Jackie Hittner
Betsy Mueth
Karen Wiederaenders
Nancy Woelfl, Chair
Nancy suggested the committee table the motion until May for further discussion.
- Policy & Procedure Manual: Committee Chairs send recommended changes to Jackie by June 15
Next Meeting
Next Executive Committee Meeting is 10June, 2016 10:00am Mountain/11:00am Central
Upcoming Deadlines from Policy & Procedure Manual:
April
- Spring Express Deadline
- Membership renewals due
- Executive Secretary - File Annual Report with State of Illinois
- Representative to the MLA Chapter Council - Submit name and Curriculum Vitae of Potential Candidate to MLA Nominating Committee to MLA Chapter Council Election Committee
- All Committee Chairs - Chair requests current committee members to recommend candidates for Committee membership and the Chair designate for the ensuing year and submits the recommendations to the Chapter Vice-Chair/Chair-Elect by June 1st or as requested.
- Bylaws Committee - Send recommended bylaws changes to MLA before MLA Annual Meeting
- Research Committee or Annual Meeting Program Committee – Issues Call for Papers and Posters
May
- MLA Annual Meeting - Attend sessions appropriate for leadership
- Chapter Council Representative and/or Alternate prepare “one-minute” chapter report for annual Chapter Council meeting held in conjunction with MLA annual meeting.
- Auditor (Even-numbered years) - Complete independent review of Chapter’s financial records should be completed and forwarded to Chapter Chair in writing
- Education Committee Chair updates information on MLA Continuing Education wiki at: User: Password: mcmlaeducation. MLA year begins May 30 and ends April 30-of the following year.
- Education Committee Chair attends meeting of Chapter Continuing Education Chairs at MLA at the annual conference.
Honors and Awards Committee - Send message via MCMLA-L to solicit recommendations for McDowell, Hetzner and Outstanding Achievement Awards. Note deadline of August 1 for receipt of nominations unless declared to be earlier to accommodate an early September meeting.
- Membership Committee - Contact members who have not renewed
Adjourn:
No motion to adjourn. Meeting was adjourned ended at 11:02 am