Minutes of
August 17, 2010 ENY/ACRL
Board Meeting at Colgate University
Present: Glynis Asu, Yu-Hui Chen, John Cosgrove, Francesca Livermore, Jean McLaughlin, Suzanne
Preate, Suzanne Turner, Bill Walker
Francesca Livermore called the meeting to order at 11:17 a.m.
Approval of Minutes from May 24, 2010 Meeting
S.Turner made a motion to approve the minutes. G.Asu seconded the motion. The minutes were
approved with two edits to the Communication Committee report.
Officer Reports
President — Francesca Livermore
Francesca attended ALA Annual and the ACRL Chapters meeting. She spoke of Megan Oakleaf’s work
describing the value of libraries from an institutional perspective. We discussed new New York State tax
requirements and listing our incorporated address as Adirondack Community College. Francesca will
contact other regional ACRL organizations to see what they plan to do to meet the new E-990 guidelines.
On another ACRL issue, we need to list our address with ACRL national. There was increased spring
conference student enrollment; discussed was an ENY/ACRL student chapter. Fran Reynolds is the
UAlbany contact for distributing information for, e.g., fall and spring orientations where students can
hear of this opportunity. Liaisons will play a role in alerting students to this opportunity.
VP/Program Chair —John Cosgrove
John reported the work of the Program Committee on the theme of “need to get out more,” a theme of
broad interest to public and technical services. Brown Bag sessions will be held at the University at
Albany, Potsdam, and SUNY IT. Roles at the brown bags include facilitators, notetakers, and a host. No
dates are set and not all may be held on the same date. Questions arising from brown bags can feed
into conferences. The committee is investigating spring conference keynote speakers; some potential
speakers are being booked through agencies, indicating that fees may be beyond our price range.
Suzanne P. suggested that booking in August is a good time frame since speakers’ calendars fill up
quickly. John will take discussion back to the committee to proceed on the decision for the keynote.
Additional program discussion included not waiving registration for poster presenters for future
conferences. For spring 2011, Pecha Kucha sessions in lieu of posters was suggested.
Past President — Suzanne Turner
Suzanne T. spoke about the upcoming open positions: VP/Program Chair/Incoming President,
Communications , Government Relations, and Secretary. Suzanne is interested in hearing from those
who would like to run again and suggested was mentioning election opportunities in the fall newsletter.
Treasurer — Yu Hui Chen
Balance carried forward from 6/30/10 $ 1955431
Income 7/1/10-7/31/10
none
Expenses 7/1/10-7/31/10
Francesca Livermore $ 780.40
(ALA 2010 Annual Conference Reimbursement)
BalanceJ uly 31, 2010 $ 18,773.91
Total income from conference was $4,290.00; total expenses were $3,503.30. Net gain was $786.70.
Secretary —Jean McLaughlin
Nothing to report.
Archivist — Michelle Parry
No report.
Committee Reports
Communications — Glynis Asu
The next newsletter theme is technical services. Target for distribution is prior to the fall brown bag
sessions; deadline for contributions is approximately September 20. Glynis will send the information to
the full list. Glynis has done some updating of the Web site handbook: officers, ACRL report, brown bag
2009 reports, librarian of the year, and 2009-10 membership brochure.
Government Relations — Bill Walker
Bill reported on the NYSHEI conference: a series of speakers addressing economic concerns. There is
nothing from Washington DC and no bills in Albany.
Membership — Suzanne Preate
Suzanne will send electronic copies of the membership directories to those who don’t respond to
requests for print or online. Individuals who are present members and members up to two years ago
will be retained on the listserv. An ad hoc committee will investigate time of year for renewal and
online payment methods for conference registration and membership. The organization will retain a
print option for those who do not wish to pay online. Francesca will write up a description of the ad hoc
committee. Yu-Hui and Suzanne will finalize membership.
Old Business
e Handbook updates needed: officers and local arrangements. Decided was to merge local
arrangements and conference planning handbooks. Keep both .pdf and .html formats for
officers handbook; revise for January 2011 meeting. Francesca will pass along local
arrangements to the next committee (information that doesn’t need to go into the handbook).
e Glynis will look at new structure for files and revise as she adds new files.
New Business
e Discussed honorarium guidelines and need to include information in the officers’ handbook.
e Suzanne P. can use Go to Meeting for January virtual meeting to be held after ALA Midwinter.
e Francesca will use Doodle for scheduling the January meeting.
The meeting adjourned at 2:10 p.m.
Respectfully submitted,
Jean McLaughlin
