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Executive Committee Meeting Minutes

April 28, 2008

2:00pm-

Conference Call

Members Present: Carrie Cooper, Elsie Pritchard, Jared Porter, John Stemmer, Sheree Williams, Ilona Burdette, Warren Gray

Previous Meeting Minutes:

03-24-08 Meeting Minutes

Agenda:

I. MOA Draft2 - John, Sheree

John - eliminated duplicates with the bylaws; everyone should look at MOA Draft2

John - MOA takes one sentence from the mission

Discussion on Membership

John - Governance and Membership now refers to the bylaws

Elsie - Some concern by administrations that walk-in access may be a problem; Ilona - walk-in access is not defined or stipulated and may be left at the discretion of the participating library; Elsie - if language leaves room for interpretation then it may be more accepted, allowing libraries to take it in small steps; Carrie - this is a baby step toward greater collaboration (shared catalog, etc.)

John - can possibly re-work shared walk-in privileges like the ILL section; Elsie - maybe leave it as it and then may have alternative wording to suggest; Ilona - leave it and let the full body discuss it

John - Guidelines document will need to be prepared; Carrie - can we gather our colloborative ILL documents and re-visit them?

Ilona - can find the AICKU documents and share them

Save ILL for later, leave a simple statements for now

Elsie - Change V. g. to "Provide" instead of "Implement"

Warren - how does the MOA renew itself?

Sheree - We've mentioned that we could circulate a yearly membership list; Elsie - the annual summit may trigger that 'role call'

John - we've talked about a designee sent to the summit; Carrie - we need to emphasize the value of the yearly meeting to be of the directors

Carrie - it would be appropriate to include this in the MOA; Sheree - this will be a problem for the smaller libraries

John - We could add something to the MOA about a substitute; Ilona - it is addressed in 3.3 in the bylaws; Carrie - we should allow a substitute if necessary, the representative would bring the vote, but we should emphasize the participation in the annual council meeting; Elsie - should substitutes be non-voting members?

Discussion on Functions

Carrie - suggest remove sponsoring since we do not have funding right now

Discussion of Values

Elsie - Who is going to be our financial manager? John - values were articulated at the 2007 Summit; Warren - cooperation for finances

Ilona - part II. b. strike phrase of (regardless of size); Elsie - bylaws should address equality

II. Bylaws (Draft) - Elsie, Ilona, Warren

Ilona - Bylaws (Draft) is available as well as Bylaws subcommittee notes and Warren has found a lot of good notes from other organizations, pay particular attention to the questions addressed

Membership

Carrie - we can invite guests to come to the summit

Sheree - do not want to have KCTCS systems office excluded from summit; Carrie - we want them to value this organization; Carrie - include 5.5 for guests

Ilona - is there any official status needed for system offices, etc.?; Warren - it is probably not necessary, maybe affiliated membership (non-voting, etc.); Elsie - members are the libraries and not the individuals; Sheree - 2007 summit invite was pretty strict, but we are in a different scenario now

Carrie - this may be another good question for discussion at the summit, we may be able to accomplish more with their participation (KYVL/State Library, KCTCS systems office, etc.)

Sheree - it could be viewed as participation without membership; Carrie - to be more inclusive down the road it may be good to create an ex officio spot at annual meetings; Elsie - maybe check Robert's Rules; Ilona - 2 questions referred back to the bylaws group

Dues/Fees

Warren - leaning toward create wording that would allow it to be modified in the future

Ilona - will make a note for that to be added later

Carrie - all dues related issues should go out to all members for a 2/3 majority vote

Membership

Ilona - is the definition of Membership Council okay?

Elsie - looks okay and we need to distribute before the summit

Ilona - removal/resignation question - how can you leave and where does that need to be stated?; May need to be duplicated in the bylaws

Ilona - add as 3.5 to the bylaws? Sheree - include both kinds of termination

Elsie - Robert's Rules actually has a disciplinary procedures and resignation section in III.

Carrie - 3.2 the only vote is from the director or dean of the institution

Warren - this should come up for discussion at the meeting

Annual Meeting

Ilona - modify that substitutes may attend but may not vote

Sheree - we may need to add a clause in the quorum section if it is going to be an issue; Warren - it can cite 3.4

Officers

John - clarification on the officers

Ilona - modification of officers sentence

Meetings

Ilona - Quorum is defined as meeting attendees; Carrie - we may want the traditional 2/3 quorum

Elsie - special meetings insertion from SAALCK

John - maybe special meetings should not need a quorum, but just a simple majority

Executive Committee

Elsie - change wording of 6.1 to representatives of Membership Council and directors for each allocation

Will discuss Articles VI-VIII at the next meeting

III. Summit Planning - Carrie, Jared

Carrie - Kate Nevins will be the speaker at the summit; Elsie and Carrie will meet with Kate at SOLINET

Carrie - Kate will not charge but a gift will be appropriate

Carrie - Schedule: Tues after lunch, full afternoon until dinner and then dismiss after lunch on Wed.

Carrie - some of the AICKU schools were not able to participate in a purchasing agreement with the Appalacian schools, Kate's presentations could be on state-wide consortium and maybe SOLINET as a purchaser for FoKAL; Ilona - what implications would this have for the SAALCK group and what Anne does for that group?; Elsie - Anne takes a big load off of the SAALCK staff; Carrie - Anne's time is already maxed out; Elsie - more services would cost more so this may be a good thing through FoKAL; Carrie - SOLINET is doing more and more of this for states; John - this should be accepted by AICKU

Jared - Executive Committee will meet at 1:00pm on Wed.

Carrie - 3 questions for business on Wed. are listed on the Summit Planning page

Jared - $125 is this year's cost for the Summit

Carrie - May 1 was a deadline for us to plan the summit

Elsie - will talk to Anne about promoting the summit and getting Kate's bio

Jared - we may have a visual and introduction of context and history of how we gathered; Carrie - we need to see if we can accomplish this in 30 minutes

Elsie - how many new faces do we expect to see?

Jared - probably 3 more non-affiliated

Warren - had about 50% last year and hope for more this year

Elsie - we have had some turnover so there may be a new face or two (maybe U of L)

John - most AICKU members

John - in 2007 there was some discussion about KYVL's role, they were not invited last year; Ilona - it may be premature to invite them as we have not yet fully formed FoKAL, currently KYVL does not qualify, but "we can look at that" for the future; Elsie - we need to make sure we are not duplicating efforts; Carrie - if we are running the meetings and they attend then we may accomplish our strategies

Ilona - having bylaws and MOA drafted for registration, is that still the intent?; Carrie - we may distribute them 2 weeks before the summit

Carrie - will prompt Anne to post to the listserve for everyone who meets the eligibility guidelines

John - can people pay on the next fiscal year? We could last year

VI. Other Comments

 None

V. Future Meetings

Dates:

June 2nd 2:00pm-4:00pm Phone

June 23rd 2:00pm-3:00pm Phone