Agenda
ENY/ACRL Board Meeting
December 2, 2021 3:00 pm
Virtual Meeting
Agenda:
Approval of the August 24th Board Meeting Minutes
Camille moved to approve the minutes. Brenna seconded.
Committee Chair Reports:
Program Planning — Sarah Rhodes
General Conference Updates: fairly new committee, recruiting.
A few communication issues at beginning, resolved.
Finalizing details like dates, conference theme, etc.
Loosely operating around theme of inclusive learning and teaching.
Brown bag series: Early Winter webinar on trauma informed librarianship. Meeting with
potential speaker Karina Haglin next week.
Liz will be sharing link to relevant LibGuide.
Communications — Brenna Helmstutler
Emails from non-members wishing to post job listings. Just went ahead and posted those on
their behalf.
- Any solutions for this? Listserv reaches only members.
- Liz suggested using Facebook group for this? Possibly Twitter account? Using #INALJ
hashtag, for instance.
Government Relations — Jean-Paul Orgeron
- No report, not present.
Membership — Liz King
- Working on solution for not accepting checks.
- Added dropdown to “Reason person isn’t renewing” option to indicate PayPal option.
- End of year membership report review.
- Issue getting into PayPal account. Heather will re-send report on PayPal
payments.
- 43 members purged from list and membership roster this year. 36 w/ no reason
indicated.
Idea to reach out to those 36 members to get feedback for why they did leave.
- Renewal reminders are effective. Included records of how many people renewed after
reminders were sent.
- Currently has been updating mailing list as the roster was updated. Brenna can take this back
over if it becomes too cumbersome for Liz to continue.
Officer Reports:
Vice President/President Elect— Angela Hackstadt (on leave, no report)
- No report. Absent.
President — Abby Adams
- No report.
Past President — Camille Chesley
Recruiting for the gov't chair position, not much success. May have more success
putting the position on the ballot to help cut down on solicitations.
- Verifying terms. Vice-president and membership chair have terms ending. Will also be
on the ballot with gov't chair position.
Secretary — Christina Huffaker
- Please let her know if
Treasurer — Heather Whalen Smith
- Question - where to send reports? Please sent to board list-serv.
- Holding pretty steady in terms of what Heather can see at the moment. Towanda and
Heather have been dividing the work based her access vs. bank access that Towanda still
has.
Archivist — Stephanie Hess
- No report, but thanks for the membership report reminder!
Old Business:
+ Govt Relations Chair replacement
- Agreed to put that on the ballot.
+ Treasury reports and information transfer update
- Good news is - can be done from two separate locations.
- Needs a letter sent to her on letterhead stating that she’s no longer the treasurer to
make the transfer with bank’s approval.
- After that letter is sent, Heather can visit local KeyBank. Proposed to first make the
transfer to Heather only, and then secondarily give another person access, following the
successful transfer to Heather.
- Accepting checks for membership dues
- Liz: previous member has membership form hosted at her institution. Perhaps looking
into consolidating this to be hosted in the same location as the rest of the website.
+ Website update
- Several options:
- Some that do just membership hosting, and retain the WordPress site. Much
cheaper.
- Could have a company do a total overhaul, result in more professional site, but
significantly more expensive. Ongoing hosting fee that’s must less than the up
front design fee.
Considering total amounts at our disposal: $11K in bank + $8K in PayPal
- Brenna checking what capabilities for aesthetic editing that we currently have
with the WordPress template.
- Contact Brenna if anything needs to be added to the existing site.
- Further decisions on site update is on hold until bank access is changed.
New Business:
- ESLN Conference collaboration proposal
- Marc Wildman reached out to Abby to coordinate ESLN and ENY-ACRL conferences.
- Previous members don’t seem to recall this type of partnership or collaboration in past
years.
- Have co-sponsored with ESLN in the past.
- _ ESLN April Conference 2022
- Early May is usually ENY-ACRL. Confirming tomorrow, but likely will be during the week
of May 8th-14th, 2022.
- Open to working with them and pursuing the idea of collaboration, but not as a
replacement for our conference. Potentially can help with sponsorships.
- Are we interested in any virtual/hybrid component to the conference? Currently
planning for in-person. If not virtual, recording of sessions?
- Challenges of hybrid - does not seem practical.
- Providing opportunity for in-person conference within the state may benefit members.
- Posting recordings proved difficult in past experiences when some people did not grant
permission to be posted. What about keynote speaker being posted only?
- Possibility of posting presenter slides. Sarah and Brenna will work together on getting
website set for posting slides on website.
- Stephanie suggested getting feedback from participants closer to the date of the
conference regarding their comfort with in-person vs. virtual.
- Conference budget: is it set? Or do they simply submit costs? In past, there hasn’t been
a strict budget, tends to actually result in a profit.
Next Meeting Date
March 2022 date to be determined once bank account transfer is settled first, or May 2022 if
bank account transfer issues persist.
Adjournment
Camille moved to adjourn. Sarah seconded.
»
Ré eps |
& Abby Adams
® Stephanie P Hess
Sarah Rhodes
& Sarah Rhodes
Approval of the May 19, 2021 Board Meeting Minutes, see below
e@ Camille moved to approve, Angela seconded. Minutes approved.
Committee Chair Reports
Program Planning — Sarah Rhodes
- no report
Communications — Brenna Helmstutler
e Updated list of chairs on websites.
e Surveyed for content that would like to be seen on social media.
e Renewed hosting site for another year.
Government Relations — Jean-Paul Orgeron
e@ Absent
Membership — Liz King
e Nothing new to report
e Will run current numbers of members to obtain updated counts
e Experiencing challenges related to dues payment as transfer of banking information is
not completed.
Officer Reports
Vice President/President Elect— Angela Hackstadt
e No report
President — Abby Adams
e No report
Past President — Camille Chesley
e Submitted annual report
e Attended chapter council’s meeting. Went over procedure, etc. Through membership
we receive two free webinars to offer to chapter members.
Secretary — Christina Huffaker
e Introduction
Treasurer — Heather Whalen Smith
e No report
Archivist-Stephanie Hess
e@ No report
Old Business
Conference cancellation follow up items - no discussion needed.
New Business
Abby:
e Government Relations Chair is moving out of state — next steps for that position.
© Falls under Camille’s purview.
© Please seek candidates at your institutions. Otherwise will send out a call to
membership to recruit candidates. This role is responsible for items moving at
legislative level and informs the board. Can use ACRL gov't relations committee
site and NYLA to assist with information gathering for reporting to board.
o Liz suggests using the membership info to recruit those members who
responded “yes” to being interested in serving in a position.
Heather
e Treasury reports and information transfer
© Encountering challenges with transfer as no one else has access to bank
information.
© Concerns that only one person can access bank information, both for the sake of
emergency access, and benefits of transparency. A backup method of accessing
this information should be created so that there is no future lapse in access.
Continuity Plan:
© Previously, the transfer would be done in-person.
o Idea of having a “buffer” access has previously been discussed, incorporating an
interim access point.
° Camille suggested that Vice-President -> President -> Past-President could serve
this function. Each year the new VP would get access, and the previous Past
President would no longer have access.
© Access to PayPal, insurance, not bank. Liz needs names of members and email
addresses who paid in PayPal.
© Camille will contact Towanda to try and finalize the bank information transfer
and arrange a meeting in person with Heather and possibly Angela, depending
on location.
e@ Motion to vote on giving VP and PP access to bank information / account, determined
by what the bank requires for access. PayPal, Insurance, and tax account. Camille
seconded.
© Unanimous vote in favor of motion.
Liz
e Accepting checks for membership dues?
© Form previously changed to just offer PayPal option, however, members could
request to pay by check if they needed. But currently, there’s no method to cash
checks.
© Liz would prefer to eliminate the check option until there is an address for where
to send checks. She added the members paying by check to the active members
roster and will allow them to pay next year, as a stop-gap measure.
© Once bank information is transferred, the checks can be deposited with no issue.
© Checks sent to Derek’s address should be considered void.
© Virtual mailbox option - location where images of the mail are obtained and then
can be viewed virtually.
© Liz suggested this being a permanent solution as to where to send dues checks.
Eliminates the need for the form to be updated with each change in treasurer.
Camille
e@ Camille will be contacting ACRL/NY about sponsoring their Annual Symposium again this
year. Last year it was $300 and ENY/ACRL members were able to attend for free.
General
e Website update
© Will be happening this year.
o MembershipWorks vendor has been met with. Abby would like to explore other
options.
o Abby is meeting with other vendors as well and gathering quotes so as to move
quickly with the change.
Next Meeting Date
December 7th, 2021. 1:00pm
Adjournment
- all agenda items completed, meeting adjourned
