Minutes of
January 8, 2009 ENY /ACRL
Board Meeting Conference Call
Present: Fran Apollo, Y u-Hui Chen, Pat Hults, Jane Kessler, Suzanne Turner, Bill Walker, Susan
Zappen
Approval of Minutes from August 4, 2008 Meeting
Bill made a motion to approve the minutes, Pat seconded. The minutes were approved.
Committee Reports
Communications
Pat reported that the Fall issue of the ENY /ACRL Newsletter was published with a special focus
on digital projects in New Y ork state libraries. The Spring issue will also have a special focus.
Some potential themes include:
Conservation and preservation
Library construction &/or renovation
Major acquisitions
The Library as place
Anniversaries: ENY-ACRL, ENY-ACRL newsletter, etc.
ebay acquisitions, sales, and related issues
Library exhibits
Material on the website has been updated; minutes and other chapter documents are complete.
Links have recently been checked and revised.
Board members provided Pat some feedback on potential themes for upcoming newsletters. Fran
is working on an exhibit for Cobleskill entitled “Fairies Across the Curriculum” that she could
write about for a newsletter featuring exhibits. Bill has been dealing with a mold situation in his
library and would be interested in seeing a newsletter focusing on conservation. Jane suggested a
newsletter focusing on the impact of the economic crisis on libraries in our region.
Membership
Suzanne P. will provide a report by email at a later date.
Government Relations
Bill reported that there has been little government activity over the summer or into the autumn,
perhaps reflective of everyone’s concentration on the election campaigns. When the ALA
Government Relations Office has sent out general notices he has forwarded them on to our list.
With the new President and new (and retuming) members of Congress now meeting in
Washington, and new local representatives ready to be swom in, there are bound to be new
initiatives and new bills presented in both Albany and Washington and he will monitor for them
and pass along further news as it comes available.
Program
Suzanne T. shared a draft schedule for the spring conference:
“Exploring Access in 2009 and Beyond”
Monday, Mary 18, 2009, Hudson Valley Community College
Draft Schedule
8:30 - 9:00 - Registration and refreshments
9:00 - 9:15 - Welcome by HVCC officials, Susan Z and Suzanne T.
9:15 - 10:15 - Keynote by Charlotte Hess , Syracuse University - Information Commons and
Trends in Open Access
10:15-10:30 - Break
10:30- 11:15 - Paul Rapp, Adjunct Professor, Albany Law School - Copyright for Libraries in
the Digital Age
11:15-12:00 - Poster sessions
12:00 - 1:15 - Luncheon and business meeting
1:15 - 2:00 - Cyril Oberlander, SUNY Geneseo - Discovery tools for Access and Resource
Sharing
2:00 - 2:45 -Holly Heller Ross, SUNY Plattsburg and panel - Online learning and partnerships
with the teaching faculty
2:45 - 3:00 - Wrap-up
3:00 - 3:30 - Open House reception
Brenda Hazard is working on a logo that will tie in the conference theme with the anniversary of
Henry Hudson's. She does not anticipate that there will be any charges for the logo. In addition,
HVCC is not charging a fee for the use of the Bulmer Telecommunications Center.
The board suggested some changes to the schedule. The revised draft schedule is:
8:30 - 9:00 - Registration and refreshments
9:00 - 9:15 - Welcome by ENY /ACRL Chapter President, VP, and an HVCC official
9:15 - 10:15 - Keynote by Charlotte Hess , Syracuse University - Information Commons and
Trends in Open Access
10:15-10:30 - Break
10:30- 11:30 - Paul Rapp, Adjunct Professor, Albany Law School - Copyright for Libraries in the
Digital Age
11:30 - 1:00 - Luncheon, business meeting, and poster sessions
1:00 - 1:45 - Cyril Oberlander, SUNY Geneseo - Discovery tools for Access and Resource
Sharing
1:45-2:45 -Holly Heller Ross, SUNY Plattsburg and panel - Online learning and partnerships
with the teaching faculty
2:45 - 3:00 - Wrap-up
3:00 - 3:30 - Open House reception
Susan Z. suggested that if Holly Heller Ross needs another panelist, Barbara Norelli from
Skidmore would make an excellent addition. She collaborates with the business faculty.
The board approved the following speaker fees and expenses as follows:
Paul Rapp - $500
Cyril Oberlander - $200
Charlotte Hess - has not requested a speaker fee but we should pay her travel expenses, including
a hotel stay the night before the conference.
Brenda Hazard, who is handling local arrangements, has quoted a figure of $22 per head for food.
Suzanne T. is not sure if this figure includes an open house reception at the end of the day. The
board felt this was reasonable, and if we charge $35 for registration, we'll be covering our food
costs. It was agreed that a buffet is preferred over a sit-down lunch, and that we should have
gluten-free and vegetarian options on the buffet.
Y u-Hui reported that the insurance rider can be obtained in February or later.
The site for the pre-conference dinner is Moscatiello’s Italian Family Restaurant, 99 North
Greenbush Road in Troy.
After last year’s conference, Susan Z. wrote thank you notes to all the speakers, using notes from
the different sessions.
The conference registration form can go up in March, with a reminder to register sent a month
ahead of the conference date.
Pat suggested someone be assigned to take pictures at the conference for use in the newsletter.
Jane volunteered.
Suzanne T. reported on the brown bag lunches which were held during the fall at Colgate,
University at Albany, and SUNY Plattsburgh. She sent a report to National as well as to board
members. The theme for this year was “Reinventing Services: Innovations @ Y our Library.”
There were 38 attendees. Suzanne reported that comments received about this year’s brown bag
series indicate that this format continues to be popular with ENY /ACRL membership. It helps
keep those who can’t attend the spring conference in touch with the membership.
Officer Reports
President
Susan Z. asked board members to look at their job descriptions as listed in the Officer's
Handbook, especially if they’ re leaving office, and note any changes needed.
Susan Z. suggested that the bylaws be changed to allow more flexibility in conference attendance
for the president or her representative. She believes going to ACRL instead of ACRL Chapters
Council at the Annual and Midwinter meetings of the American Library Association might be
more useful. The board suggested adding the option to attend ACRL but not leaving it wide open
since we are ACRL affiliates and should therefore attend either ACRL or ACRL Chapters
Council at ALA.
This change would need to go to the membership by the beginning of February, and be on the
election ballot according to Article 9 of the bylaws. The forum email could be used as well as the
web site to distribute the proposed change. Suzanne P. could provide email addresses of those
who have not signed up for the forum. Jane will draft a document and send to the board by the
end of next week.
Another bylaws change that is needed is the deletion of the Janice Graham Newkirk Research
Award committee listed in Article 5, since this fund has been spent down and is no longer in
existence.
Past President
Fran has obtained the following candidates for the upcoming election:
Vice President/Program Chair: Brenda Hazard (HVCC) and Francesa Livermore (Colgate)
Secretary: Jean McLaughlin (University at Albany)
Communications Chair: Glynnis Asu (Hamilton)
Fran will create a ballot and send it out in the mail, including the required return envelopes so that
it’s a sealed ballot when received back. The bylaws change will be included on the ballot.
Treasurer
Yu-Hui submitted the following report for December 2008.
Balance carried forward from 11/30/08 $ 19,479.23
Income 12/1/08-12/31/08
Memberships (6 at $15, 1 at $12) $ 102.00
Expenses 12/1/08-12/31/08
Suzanne Preate
(Postage for mailing membership checks to the Treasurer) $ 10.76
Balance December 31, 2008 $ 19,570.47
During the fall, we received membership payments and the ACRL reimbursement; renewed our
NYLA membership; and finished paying for the spring conference.
Yu-Hui reminded us that we are tax exempt so for reimbursable expenses please get a copy of the
tax exempt certificate from her beforehand. Susan suggested making it available electronically.
Secretary
Jane will contact Michelle Parry, our Archivist, about what documents to send before she leaves
office.
Old Business
There was no old business.
New Business
Susan Z. received Michelle Parry’s retention recommendations which she distributed to the board
prior to the conference c all. Michelle has done a very thorough job. She suggested that
cancelled checks did not need to be kept and financial records older than 7 years, including
checks, could be shredded. She does needs annual reports and financial statements. The board
agreed that this should be done. She has conference folders but is missing a couple of years, as
well as a few years of membership directories. An email will be sent to the forum list to see if
anyone has folders or directories from the missing years that they would be willing to donate to
the archives.
Susan Z. asked that we scan Michelle’s recommendations to see if anything concerns us and let
Susan Z. know so she can respond to Michelle. Pat did look and didn’t see any issues. Susan Z.
will contact Michelle and will also send a thank you card on the board's behalf.
Susan Z. suggested that Pat might want to contact her about web digitization. Pat is concerned
about where digitized material is residing and whether it is secure and reliable. ACRL may offer
space. Pat will contact Michelle to discuss.
Susan Z. will need annual reports from everyone in advance of the spring business meeting.
There were no nominations for the Librarian of the Y ear award. We had previously discussed
increasing the award as a way to attract more nominations. Jane will check past minutes to see if
anything was decided.
The meeting ended at 12:20.
Respectfully submitted,
Jane Kessler
