ENY/ACRL, Inc. Annual Business Meeting Minutes [listed as draft online]
May 19, 2000
The annual meeting was called to order by President Terry Ronning.
President’s Report—Teresa Ronning
Terry Ronning began the business meeting by thanking the Executive Board for their
work during the year, specifically Susan Zappen for her hard work with the
ENY/ACRL incorporation, Barbara Norelli for putting together another excellent
program, Karen Ingeman for keeping abreast of legislative issues in academic
libraries, Steve Black for the Newsletters throughout the year, and Jane
Subramanian for being an outstanding membership chair. Both Jane and Barbara Via
move off the Board this year, and Terry thanked them for their years of service.
Terry informed the members present that ENY/ACRL has incorporated and will
henceforth be called, ENY/ACRL, Inc. She distributed her letter on incorporation
issues with the new Membership Directory. The revised Bylaws were distributed, and
There was no discussion from the membership on either of these issues.
She thanked Barbara Walton as local arrangements chair and all of her assistants
for the behind the scenes work on making the logistics of the conference go
smoothly. She then proceeded to introduce each Executive Board member.
Treasurer’s Report—Susan Zappen
Susan reported on the state of ENY/ACRL, Inc. finances as follows:
Profits from the two previous conferences:
A. Spring conference 1999 SUNY Cortland
Profit: $1,643.49
B. Fall conference 1999 Siena College
Profit: $2,523.61
Susan commended the efforts of the Program and local arrangements committees
and the Board for keeping expenses down, and the members and vendors for
keeping our income up. She thanked Carol Anne Germain for working so well with
the vendors.
Balances:
May 6,1999---ENY/ACRL Checking Account $20,257.00
Janice Graham Newkirk Funds $15,624.00
May 19,2000---ENY/ACRL Checking Account $25,253.20
Janice Graham Newkirk Fund $16,043.21
Susan reported that there were some large bills outstanding from conference
expenses, membership directory, and accounts fees from the incorporation, but the
ENY/ACRL account is very healthy—approximately $11,000 more than we had two
years ago.
This will allow us to continue to provide excellent conferences.
Janice Graham Newkirk Funds: A certificate of deposit for $10,400 was
purchased from Marine Midland Bank on May 29,1996. $1000.00 was added to the
CD on May 29, 1997, $1,150 on May 29,1998, and $750 on June 1, 1999. The
contributions from 1996-1998 were from Newkirk Products and Raymond Newkirk.
The 1999 contribution of $1,100 was from Newkirk Products and Meredith Butler. In
January 2000, we received $1,000 from Newkirk Products. At the end of this month,
$1,000 will be added to the CD. There is still $350 in the ENY/ACRL checking
account from the 1999 contribution. When the next Newkirk Award is made, the
$350 will be used, plus $150 in ENY/ACRL funds for the award.
The CD interest rate is currently at 4.87%. Total interest earned to date is
$2,743.21.
Vice President/Program Committee Report—Barbara Norelli
Barbara thanked everyone for attending the conference, her Program Committee
members and Barbara Walton and the other local arrangements committee
members who made this conference a success.
She reported that the 1999-2000 year was a good one with two successful
conferences, one of them a Call for Papers and Participation . Both conferences had
the theme of academic library partnerships. The Fall 1999 conference, "Hand in
Hand: Partnerships with our Communities", was held at Siena College on October
18, 1999, and yielded 125 attendees.
Membership in the program committee remains constant at about 20 members.
Barbara acknowledged those members who put in an extra effort to make the
conferences as successful as usual, i.e those who produced the brochures, authored
the Call for Submissions and Participation as well as evaluated the submitted papers
via the listserv, local arrangements people, and vendor support.
Barbara announced the completion and successful use of the new Local
Arrangements Handbook, which has been in process for a while. It will be developed
and improved with each future conference.
Planning for the Fall 2000 conference is underway, with Suzy Szasz Palmer as
Program Chair. Hamilton College will be the host site for the conference to be held
on Monday October 2, 2000. Kristin Strohmeyer will be the Local Arrangements
Chair.
Membership Chair—Jane Subramanian
Jane began by telling us that our present membership count stands at 286 (later
amended to 287), including new members joining at this conference.
She reported on the various efforts she and her committee members have made
this year to improve membership entries, mailings, liaison duties and participation.
--Jane reported that they had altered the label format from four to five lines to
include the library name. This helped with receipt of mailings by giving the
mailroom more specific locations for sorting and delivery on the receiving end.
--In an attempt to update each member’s entry in the database, the committee
members sent copies of each institution's listings to the liaisons for corrections.
Returns were received from around 50 institutions. She thanked all of those who
took the time to assist the committee with this venture.
Jane then thanked the members of her committee for their dedicated service
throughout the year. The committee members chosen from each 3R’s region are:
Jerry Burke, Peter Osterhoudt, Susan Sommer (Capital District); Ellie Bolland
(Central NY); John Thomas (North Country Resources Council); Martha Walker (South
Central); Barbara Durniak (Southeastern)
Jane announced that the new Membership Directories for this year were available
that day at the registration area. She asked each person to pick up their institution's
directories for distribution. She asked that you pick up correction forms at the table
to report any changes to be made in your entry. She also pointed out that any
membership forms received after May 5, 2000, could not be included in the
Directory this time due to lead time required for it’s production.
Jane welcomed Jerry Burke as the incoming Membership Chair, and thanked him for
his willingness to serve as Chair. She then thanked all of the members for giving her
the opportunity to serve as Membership Chair for the past four years.
Government Relations Chair—Karen Ingeman
Karen began her report by saying that as individuals and as an organization, we
continue to be advocates for those issues which impact our personal and
professional lives. She informed the members of an advocacy letter that she
composed last May, and which was approved by the ENY/ACRL Board and forwarded
to the Regents Commission on Library Services. Essentially, the letter urged the
Commission to, a.) support all types of libraries within NY state, and to create a
cooperative web in the provision of a wide range of traditional services as well as
provide access to the web and other technological resources to all citizens of NY.
and b.) provide the best access to information to all within the state. The letter
concluded with the names of all the colleges and universites from which our
membership is gleaned. Members wrote individual letters or testified at hearings.
Karen thanked Michael Engle for his continuing work on the website which has links
to ALA and ACRL which highlight the important legislative issues of concern to
libraries.
She urged everyone to look at the ALA Legislative Action Center for highlights of
congressional actions, and also to check the ENY/ACRL website periodically.
Communications Chair—Steve Black
Steve reported that the Fall 1999 Newsletter was sent to members on September
24, 1999, the Winter newsletter on January 6, 2000, and stated that the Spring 2000
would come out at the end of May.
He announced that beginning with the Spring 2000 issue, the newsletter will be
distributed by email and posted to the ENY/ACRL website only. No print copies will
be produced. This new format will save the organization $400 pre year. Once the
newsletter is up electronically, each member will receive two email messages, one
that reads:
"ENY/ACRL newsletter—text" with a link to the website with the text. The other will
read "ENY/ACRL newsletter—Word" with a link to a Word attachment of the
newsletter.
The WWW domain name enyacrl.org was registered on May 8, 2000 at
www.register.com for $35 for one year. Steve was surprised that he received no
questions about his qualifications to register a .org domain, and he didn’t provide a
tax ID number or any proof that we are a non-profit organization. His conclusion is
that a .org domain is not necessarily only for non-profits.
With Michael Engle’s help, automatic forwarding was added for an additional $50
per year on May 11, 2000. Steve stated that a major reason for paying for the
automatic access is that the ENY/ACRL web page may reside on any service and still
be accessed with the same URL. He concluded by saying that he hopes the address
will be easy to remember and will help increase use of the site.
Past President/Nominations Committee Chair—Barbara Via
Barbara reported on the results of the election of Officers and Committee Chairs.
The election was held in March. 225 ballots were mailed and 130 completed and
returned.
The results are as follows:
Vice-President/President Elect/Program Chair—Suzy Szasz Palmer, (Cornell)
Treasurer—Susan Zappen, (Skidmore)
Government Relations Chair—Karen Ingeman
Membership Chair—Gerald Burke, University at Albany
Barbara then presented the Librarian of the Year Award to Michael Engle from
Cornell University. She extolled his many professional accomplishments over the
years, and the more specific ones related to ENY/ACRL. Most notable among these
in the last several years, has been his dedicated and creative work on our excellent
website. She quoted colleagues regarding Michael’s work and wonderful personality.
She introduced Michael who spoke from his heart about our profession, his own
professional life which led him to NY, and what ENY/ACRL has meant to him over the
years. He also spoke about how happy and proud he is to have received the
Librarian of the Year Award from an organization that he cares about so much.
