Minutes
ENY/ACRL Board Meeting
Hamilton College
Main Library, Burke 217
August 15, 2018
Present: Camille Chesley, Stephanie Hess, Debbbie Krahmer, Ali Larsen, Towanda Mathurin,
Anne Rauh, Kristin Strohmeyer, Esta Tovstiadi, Mary Van Ullen (note, some members attended
virtually)
The meeting was called to order at 11:05.
The Board welcomed Stephanie Hess, the new Chapter Archivist.
Approval of the May 22, 2018 Board Meeting Minutes. Anne moved to approve and Esta seconded the
motion. The minutes were approved.
Committee Chair Reports
Program Planning — Anne Rauh
The Program Planning Committee has been formed, with about 20 members, including some from last
year’s group and some new members. The first meeting will be at Utica College in August. Tiffany Davis
is chairing the Local Arrangements Committee. They have been in touch with ACRL’s program office to
investigate doing an ACRL Road Show in conjunction with the Annual Conference.
Date and location for 2019 Conference: Mount Saint Mary College, May 22nd Wednesday.
Communications — Kristin Strohmeyer
Kristin is putting out a call for the fall newsletter. She renewed our web hosting and domain name
registration for two years.
Government Relations — Camille Chesley
No report
Membership — Esta Tovstiadi (sent out via email prior to the meeting)
lam currently processing renewals. There are 63 members renewed and 84 not yet renewed, for a total
membership of 147. There are members from 53 different institutions. Below is a table of institutions
with strong membership and a list of institutions that offer an opportunity to grow our membership. |
plan to work with institutional liaisons and/or current members to target these institutions. | will upload
the most recent membership list following the close of the renewal season.
Institutions with the most ENY/ACRL bers
Institution #
University at Albany 17
Syracuse University 14
Skidmore College 9
Colgate University 8
Siena College 8
Binghamton University 7
Hamilton College 6
SUNY Oneonta 6
NYSL Cultural Education Center 5
Institutions with 2 or fewer ENY/ACRL MembersHudson Valley Community College
e Le Moyne College
Nyack College
SUNY Polytechnic Institute
SUNY Potsdam
Union College
Albany College of Pharmacy & Health Sciences
Clarkson University
Clarkson Universtiy
EBSCO Information Services
GE Global Research
GOBI Library Solutions (YBP)
Hunter College, CUNY
NHTI, Concord's Community College
Northern New York Library Network
Onondaga Community College
Rensselaer Polytechnic Institute
Schenectady County Community College
St Andrew Hall Jesuit Novitiate
SUNY Adirondack
SUNY Adirondack
SUNY Canton
SUNY Cobleskill
SUNY Empire State College
SUNY Maritime College
SUNY New Paltz
SUNY Plattsburgh
SUNY Upstate Medical University
Syracuse University College of Law
The Neil Hellman Librarian
The Sage Colleges
University of Rochester
e Westchester Community College
Officer Reports
Vice President/President Elect—Anne Rauh
No Report
President — Debbie Krahmer
Debbie gave an overview of the problem the Chapter addressed when someone spoofed emails and
made fraudulent phone calls in an attempt to get us to transfer funds to them to pay a fake invoice.
Someone from Colgate’s information security office filed a report on the incident that will include
notifying the FBI. The Board recognized Towanda’s diligence in recognizing the problem and taking
action to protect the Chapter and thanked her for taking immediate steps to stop the fraudulent activity.
Debbie has met with Anne to bring her up to speed on VP/President matters.
Past President — Ali Larsen
We have no outstanding professional development grants. Our current guidelines allow Chapter
members to apply every other year for a grant. The process is working well for us at this point.
Secretary — Mary Van Ullen
An updated draft version of the Board Handbook was distributed for review by Board members. The
primary update was splitting out the duties for Program Chair as a separate position. That will take
effect with the 2019 election. The 2018 Conference brochure was sent to Kristin, who uploaded it to the
website.
Treasurer — Towanda Mathurin
The form for reimbursement should be on the website and Kristin will upload it.
Treasurer's Report June 2018
Debit Credit Balance
Bank account beginning balance as of June 1, 2018 $21,621.43
Checks debited from account documented
In Dung-Lan Chen 6/20/18 report:
Direct Deposit, PayPal Transfer $4,000
Professional Dev. Grant Yu-Hui Chen (Not documented
in Chen report) $300.00
Speaker M. Morrone (travel reimbursement) $283.60
Conf. food/facilities/signage/stationary, etc.
(reimbursement to Colgate) $2474.21
Speakers lodging (@199/night; payment to Colgate Inn) $398.00
2018 Conference raffle 8 Amazon gift cards
reimbursement to D. Krahmer $330.00
Keynote speaker Y. Shorish
(honorarium & travel reimbursement) $680.59
Bank account ending balance as of June 30, 2018 $21,155.03
PayPal account beginning balance as of June 1, 2018 $4,250.47
Three new membership @ $15 $45.00
PayPal payment fee $1.89
Transfer from PayPal to Bank Account $4,000
PayPal account ending balance as of June 31, 2018 $293.58
Total ENY/ACRL Account Balances $21,448.61
Treasurer’s Report July 2018
Debit Credit Balance
Bank account beginning balance as of July 1, 2018 $21,155.03
Anne E. Rauh Professional Development Grant $300
2018 Speak Honorarium for M. Morrone
(Issued to BK Pub Lib) $200
Noted in Dung-Lan Chen 6/20/18 reported now debited from account
Bank account ending balance as of July 31, 2018 $20,655.03
PayPal account beginning balance as of July 1, 2018 $293.58
Five new membership @ $15 $120.00
Three membership renewals @12 $36.00
PayPal payment fee $6.72
PayPal account ending balance as of July 31, 2018 $442.86
Total ENY/ACRL Account Balances $21,097.89
Archivist — Stephanie Hess
Stephanie has access to Dropbox and has reviewed the duties of the position. Ali noted that the physical
boxes of materials are housed at NYLA.
Old Business
Chapter and Conference Handbook updates
Mary distributed draft of updated Handbook dated August 1, 2018 prior to the meeting for comment,
and no new revisions were suggested.
New Business
Review of procedures for paying invoices
In the past, all invoices were submitted directly to the Treasurer, but the since the Treasurer may not be
involved in incurring the expenses, more situations like the one with the fraudulent email could arise.
We should have a better method of documenting expenses and requesting reimbursements, thus
creating some checks and balances. Towanda has created two new forms, one Expense Reimbursement
form and a second Payment Justification Form. The former should be used for reimbursable expenses
like mileage. The second form should be used for payments to a vendor. She will distribute them for
the Board to comment. The Treasurer will also be submitting her reports to the Board on a monthly
basis.
Vendors should submit their invoices to the Program Chair. The Program Chair should fill out the
Payment Justification Form, and send it along with the bill to the Treasurer and the Board listserv.
Anne should update the Program Planning Handbook to reflect this change.
Debbie will draft an email to explain the fraudulent attempt and explaining how we are addressing it for
our membership.
Training for new Board members
Debbie asked if there was any formal training for incoming Board members. No formal training exists,
but the outgoing members generally give the new members an orientation. Ali pointed out that there is
a checklist for new members in an appendix in the Board Handbook. Each Board member should come
up with an orientation document to help with the transition for their successor.
Co-Sponsorship Request
Request forwarded by Debbie from Tarida Anantachai for the Chapter to co-sponsor two events in the
Syracuse Symposium series:
Now More Than Ever: The Political Urgency of Community Archives (April 23, 2019) — public
presentation
*How to Tell Your Community’s Story (April 24, 2019) — workshop on developing community
archives
Kristin proposed we co-sponsor for $500 and Anne seconded. The Board agreed to co-sponsor for $500.
Next meeting date
Virtual Meeting December 5" at 2pm
Adjournment
Anne moved to adjourn. Stephanie seconded. The meeting was adjourned at 12:45.
