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GLBTRT Executive Board (Gay, Lesbian, Bisexual & Transgender Round Table) Committee

In: Gay, Lesbian, Bisexual, and Transgender Round Table (GLBTRT)

Office for Literacy and Outreach Services Report to Committees and Roundtables

2013 ALA Midwinter Meeting – Seattle 

Programs at Midwinter

The OLOS Advisory Committee will meet on Saturday, January 26 from 8:30-10:00am in room 620 of the Washington State Convention Center (WSCC).

The Committee on Rural, Native, and Tribal Libraries of All Kinds will meet on Saturday, January 26 from 1:00-2:30pm in the Discovery room at the Grand Hyatt.

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Online Doc Future Agenda Items List

by Melody Townley on Fri, Oct 16, 2015 at 10:16 am

What is this?

Below are future board meeting agenda items.

How do you get an item on the board agenda?

Board members should share agenda item ideas on the board email list.  Note in your message subject that you are proposing an agenda item.  Non-board members should use the board contact form to share meeting agenda items to the board:  http://www.ala.org/glbtrt/about/contact/board 

The secretary will work with item-bringers, the chair, chair-elect and past-chair to craft agenda items.

What is this?

Below are future board meeting agenda items.

How do you get an item on the board agenda?

Board members should share agenda item ideas on the board email list.  Note in your message subject that you are proposing an agenda item.  Non-board members should use the board contact form to share meeting agenda items to the board:  http://www.ala.org/glbtrt/about/contact/board 

The secretary will work with item-bringers, the chair, chair-elect and past-chair to craft agenda items.

Meetings will be cancelled if there are no agenda items to share out at least 10 days before a meeting.

Agenda items should be shared with the board about 15 days before the meeting.

Reports shouldn't be read in meetings.  Links to reports should be shared out on the agenda 10 days before the meeting so all will have time to read them.  Reports can also be shared out on the board email list or the board contact form at anytime.

Each agenda item should include the following:

    • Action: state the desired outcome of the item (what do you want the board to do with your item?)
      • discussion OR listen to a report/update
    • Item Facilitator: Who will take responsibility for this item during the meeting and attend to work that must be done outside of the meeting?
    • Vote: Will voting be required?
    • Time: Estimate amount of time needed on agenda
    • Supporting Information: Supply related documents or links to them.

 

Agenda Items List

Table of contents:

  1. Committee Member and Chair Guidelines (20 mins)
  2. GLBTRT Board Meeting Norms Proposal (15 mins)
  3. Evaluation of the Structure of the Stonewall Book Awards Committee (15 mins) [2016 ALA MW]

1. Committee Member and Chair Guidelines (30 mins) [David V will rework this item and share with the board for a future meeting.]

Original Request from Board Contact Form
http://connect.ala.org/files/2014-GLBTRT-Cmte-Meetings-Guideline-Request.docx [WORD doc]

Action: Discuss adoption of general guidelines for committee chairs and members that cover things like participation expectations as well as dismissal procedures.

Action: Discuss accommodating committee members who cannot attend scheduled committee meetings at MW or Annual Conferences.  Former chair of Rainbow Committee, Christie suggested this language for what would be allowable: "in case of extreme emergency* (such as family illness or stranded by weather, members on those committees who have acted in good faith all year be able to attend virtually at ALA Midwinter."

Item Facilitator: David Vess [or anyone who wants to volunteer]

Vote: n/a

Supporting Information for Posed General Guidelines:  

Hi all, I've already covered this in the procedure manual I had to craft while I was chair (just to keep myself straight).  In fact, I had to work with Amanda Clay using the dismissal procedure to remove someone from Stonewall.  It went smoothly.  I also used it several other times while I was chair but I can't recall the details. In each instance things went smoothly.

I just touched this up a but to incorporate some things said in this email thread. dsv

LINK to posed General Cmte Guidelines:
https://sites.google.com/site/glbtrt/cmteprocedures

Supporting information for Accomidating Committee Members who cannot attend scheduled meetings:

    • As you meeting scheduler (a job the past-chair does) you should know that we cannot guarantee that every OTR, Rainbow or Stonewall meeting will have wireless access.  We can request wireless or even wired access but no guarantees can be made as to if the service will be provided.  dsv
    • I share the following since I did a lot of work to assure we had 'legal' GLBTRT Board meetings on line:  As long as the meeting is in real-time (not in email or discussion forums), there is no ALA policy that says a committees cannot use such tools as Skype to add others into a meeting who couldn't attend because of an emergency.  Committee members will already know about the meeting far in advance since it's help at MW or Annual.   dsv
    • More about online meetings is here: http://connect.ala.org/comment/35139#comment-35139

 

2. GLBTRT Board Meeting Norms Proposal (15 mins) David V will rework this item and share with the board for a future meeting.]

Action: Motion to adopt the below meeting document as board procedure.

During June 13 board meeting, the board: 1. Wasn't sure if all the language was needed.  2. Brainstormed about where these procedures would be placed.  The GLBTRT Leadership Responsibilities document was one suggestion.  Board decided this was an item for the Aug 2014 Conference Call.

Item Facilitator: David Vess

Vote: Yes

Supporting InformationDRAFT GLBTRT Board Meeting Norms Document [Word Document, 2 Pages]

 

X. Evaluation of the Structure of the Stonewall Book Awards Committee (15 mins) [Scheduled for 2016 ALA Midwinter Meeting]
 

Action: Motion to adopt the subcommittee structure of the Stonewall Book Award Committee.

 

Item Facilitator: Round Table Chair

 

Vote: Yes

 

Supporting Information: At the 2014 Midwinter Meeting, the GLBTRT Board voted to split the Stonewall Book Award Committee into two subcommittees.  The board committed to revisiting this issue at the 2016 ALA Midwinter Meeting.  This issue is item 9 on the minutes from that meeting: http://connect.ala.org/node/217048

 
The motion language committing the board to this: The motion language was: Motion to split the existing sbac into 2 subcommittees, one for literature and non-fiction and one for Children and YA, with the notion in 2 years, we (the board) revisit this issue and decide if we want separate committees (i.e. literature and non-fiction).   

 

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Online Doc 2016 May Executive Board Meeting Agenda

by Melody Townley on Tue, May 24, 2016 at 11:01 am

2016 May Executive Board Meeting Agenda

Teleconference

Wednesday, May 25th, 7 pm EST

 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

2016 May Executive Board Meeting Agenda

Teleconference

Wednesday, May 25th, 7 pm EST

 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order and Introductions

Action: Board members will introduce themselves; Attendees will be invited to do so as well

Item Facilitator: Peter Coyl

 

2. Approval of Agenda

Action: Approve agenda for the May 2016 Executive Board meeting.

Item Facilitator: Peter Coyl

Supporting Information: http://connect.ala.org/node/253706 

 

3. Approval of Previous Board Meeting Minutes

Action: Approve minutes from the April 2016 Executive Board meeting.

Item Facilitator: Peter Coyl

Supporting Information: Minutes are posted on Connect from the April 2016 Executive Board meeting: http://connect.ala.org/node/253705 

 

4. Treasurer’s Report and Budget

Action: Update from the Treasurer.

Item Facilitator: Liz DeCoster

Vote: Yes

Supporting Information: Liz will provide us with an update on the budgets, including the March information which was unavailable last meeting. Can be found here: http://connect.ala.org/node/253707 

 

5. ALA Elections

Action: Update on ALA Elections

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update, with more specifics, will be given about the GLBTRT elections, which closed on Friday, April 22nd.

 

6. 50th Anniversary Celebration

Action: Discussion

Item Facilitator: Ann Symons, David Isaak, and Ana Elisa de Campos Salles

Vote: No

Supporting Information: Update about the creation on a “skeleton” of the actions that must be taken while planning for the 50th anniversary in Chicago 2020 and sponsoring an Emerging Leaders project. A brainstorming document can be found here: https://docs.google.com/document/d/1LBmTIoeIEsYT9cBh0qVagp7utAB-K9OYnXYRzqRxkXk/edit?usp=sharing

 

7. June is GLBT Book Month

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update will be given about the status of finding someone to run social media for June is GLBT Book Month.

 

8. ALA Annual Orlando Social

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update will be given about the upcoming Orlando GLBTRT Social. The Facebook event: https://www.facebook.com/events/2007963012762803/

 

9. Annual 2017 Social - Chicago

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update from Roland: “Now the bad news.  The Sunday of conference that year is Pride Sunday.  It will be virtually impossible to find a space that day for the time we want as it will be peak party time across the city.  We have been in this situation before. In the past the Social has been on Saturday allowing people to have Pride Sunday open all day.  Saturday isn't that much easier to coordinate, but easier than Sunday.  Also, is there a budget?  And, would we consider a conference hotel space?  Downtown spaces will be a lot easier to reserve, but none of them are cheap or free.  Need to start planning now.  Also, are there any fund raising initiatives on the table for the Social?”

 

10. Announcements and Other items

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information:

 

11. Adjournment

Action: Information

Item Facilitator: Peter Coyl

Vote:  No

Supporting Information:

 

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Online Doc April 2016 Financial Report

by Melody Townley on Tue, May 24, 2016 at 10:59 am

Here is the latest available report for GLBTRT, from April 2016. Only some slight changes since the February report:

 

Admin Budget:

 

-          Beginning net assets: $40,420 (Sep 1, 2015)

-          Revenues: $16,081

o   Dues $8683 YTD

o   Sales (incl. seals) $2,751

o   Donations $4103

o   Royalties $737

-          Expenses YTD: $15,454

o   Professional Services $1,498 (includes toolkit design costs on top of other services)

o   Bank s/c $319

o   Meal Functions $981

Here is the latest available report for GLBTRT, from April 2016. Only some slight changes since the February report:

 

Admin Budget:

 

-          Beginning net assets: $40,420 (Sep 1, 2015)

-          Revenues: $16,081

o   Dues $8683 YTD

o   Sales (incl. seals) $2,751

o   Donations $4103

o   Royalties $737

-          Expenses YTD: $15,454

o   Professional Services $1,498 (includes toolkit design costs on top of other services)

o   Bank s/c $319

o   Meal Functions $981

o   Off-site printing $10,343 – including stamps cost from March of $875.00

 

Endowment balance (April) - $258,444

 

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Online Doc 2016 April Executive Board Meeting Agenda & Minutes

by Melody Townley on Tue, May 24, 2016 at 10:54 am

2016 April Executive Board Meeting Agenda & Minutes

Teleconference

Thursday, April 28 7 pm EST

 

Attendees: P. Coyl, D. Sica, A. Symons, I. Abrams, P. Hepburn, J. Maguire-Wright, Cisek, D. Issak, L. DeCoster, and M. Townley.

 

1. Call to Order and Introductions

2016 April Executive Board Meeting Agenda & Minutes

Teleconference

Thursday, April 28 7 pm EST

 

Attendees: P. Coyl, D. Sica, A. Symons, I. Abrams, P. Hepburn, J. Maguire-Wright, Cisek, D. Issak, L. DeCoster, and M. Townley.

 

1. Call to Order and Introductions

Action: Board members will introduce themselves; Attendees will be invited to do so as well

Item Facilitator: Peter Coyl

Minutes:  The meeting began at 7:05 pm.

 

2. Approval of Agenda

Action: Approve agenda for the April 2016 Executive Board meeting.

Item Facilitator: Peter Coyl

Minutes: Items 7 & 8 were combined. A new #8 added.

 

3. Approval of Previous Board Meeting Minutes

Action: Approve minutes from January 2016, February 2016, and March 2016 Executive Board meetings.

Item Facilitator: Peter Coyl

Supporting Information: Minutes are posted on Connect from the January, February, and March meetings. January: http://connect.ala.org/node/252983 February: http://connect.ala.org/node/252987 March: http://connect.ala.org/node/252988

Minutes: Jen’s name was spelled wrong on the March agenda. Sorry, Jen! January minutes: The Executive Session minutes should read: “The board entered into Executive Session to consider the following: attendance of members on the Rainbow Book List and Over the Rainbow committees and potential new award winners and then came out of Executive Session.”

 

4. Treasurer’s Report and Budget

Action: Update from the Treasurer.

Item Facilitator: Liz DeCoster

Vote: Yes

Supporting Information: Liz will provide us with an update on the budgets with a simplified narrative that a lay person could understand.

Minutes: Currently there is no additional information since the March meeting. Liz has been in contact with John, but there is no March information yet. February information was discussed in the last call. She is keeping an eye on monies re: the Social at Annual since Orlando has proved to be a very pricey setting for hosting social events. Our price for the Social, however, seems similar to the prices that other units are paying for social events.

 

 

5. ALA Elections

Action: Update on ALA Elections

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update will be given about the GLBTRT elections, which closed on Friday, April 22nd.

Minutes: Polls have closed. Peter has an email from John that says results will be posted tomorrow (April 29th) around 11 am. He’ll send them ASAP once he receives them. Overall, participation was about 18% of possible voters. This is an unfortunately small number but it is typical turn-out.

 

6. Advocacy Committee Toolkit

Action: Update on the Advocacy committee toolkit

Item Facilitator: Ann Symons

Vote: No

Supporting Information: Peter will provide an update about the program they held at PLA and about how the toolkit was received by the general public.

Minutes: The new toolkit was released at PLA. We worked with ALA to get a permanent link to the toolkit: www.ala.org/opentoall The Saturday of PLA, around 10:45 am, was the program. It had about 60 people attending. They brought paper copies of the toolkit and by the end, only about 20 copies were left. We made around 80 copies to begin. There were great comments about the toolkit.  Jamie LaRue came and talked about banned books. Many people stayed to chat with Ann, Peter, and Deb after the presentation was done. ALA Graphics did a great job with the visuals. Along the same lines, several board members also met with the President and Executive Director of ALSC at PLA. As a result of those meetings, ALSC decided to cancel their meeting in September in North Carolina. There was also a meeting with Barb M., who wanted to have some conversations about resources for restroom usage in states with discriminatory restroom practices and to discuss the potential for other projects together. ALSC will be holding a Midwinter program to help make up for canceling their September conference.

 

7. 50th Anniversary Celebration

Action: Discussion

Item Facilitator: Ann Symons, David Isaak, and Ana Elisa de Campos Salles

Vote: No

Supporting Information: Update about the creation of a “skeleton” of the actions that must be taken while planning for the 50th anniversary in Chicago 2020. Ann, David, and Ana Elisa volunteered to get this ball rolling.

Minutes: It was moved and seconded to table concrete discussions of the celebration until the Annual meeting to get membership feedback.

 

Discussion around a GLBTRT sponsored Emerging Leader project involving the history fo the round table was discussed.  Ana Elisa mentioned a multi-year project LLAMA initiated and will reach out to gather more information.  October 1st is the deadline for submitting EL projects. We should get general ideas at the membership meeting at Annual. We need to decide how we want to present this idea to the membership meeting and then have time to make the October deadline. This item will be continuing onto the next agenda.

 

8. Mentor Award in Honor of Larry Romans

Action: Information

Item Facilitator: Ann Symons

Vote: Yes

Supporting Information:  Email from Ann

Minutes:  Ann has drafted, with the support of Susan Jennings, the TnLA Chapter Councilor, a proposal for a mentorship to honor Larry.  The award will be joint with GODORT and Council.  It was moved and seconded to have a 3 year trial period for this award and then reevaluate. It was also voted to send the existing information onto GODORT and then to the awards committee for approval at Annual. Many thanks to Ann for her hard work on this award.

 

9. Actions Taken on Legislation

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: Update on the latest actions from Georgia and North Carolina re: recent anti-trans legislation.

Minutes: ALA has been very forthcoming in responding to the legal challenges put in place in a number of states. GLBTRT was approached for a statement to be made jointly with the ALA President in Georgia & NC. We were also involved in drafting an editorial for a local newspaper, but we’re not sure if it was accepted. Peter will follow up on it. As things appear in other states, we’ll have a response. Some questioned why there might be some lag time between an event occurring and the RT and/or ALA responding. This is because sometimes big ALA doesn’t get involved, because they often contact state library associations first to see what their plan of action is before also getting involved.

 

10. June is GLBT Book Month

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update will be given about the status of finding someone to run social media for June is GLBT Book Month.

Minutes: At PLA, stamp sales were modest.  We need a better way to promote them. We can reach out to the big ALA Twitter about promotion. Currently, the Resource committee is working on some ways to promote it. We had a former Emerging Leader reach out to us about promotion on Twitter, so she might be interested in running our publicity. Andrea N. wants to do some volunteer work too, so Deb will ask her about volunteering. Perhaps, the publicity might be easier to accomplish and be more sustainable if the work was done by a little committee rather than by just one person. We will have an update next month. We need to appoint people to an ad hoc committee to work on figuring out our plan for social media.

 

11. ALA Annual Orlando Social

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update will be given about the upcoming Orlando GLBTRT Social.

Minutes: On Facebook, we have an event listing: https://www.facebook.com/events/2007963012762803/ The event will be at the Blue Martini Lounge, which is close to the convention center. There will be heavy appetizers plus two free drink tickets per person. We are budgeting for an attendance of 80-120 people. The space is reserved just for us. We haven’t seen the space in person. If the distance is walkable (which it seems to be), perhaps we can organize some walking parties with board members or RT members helping to direct attendees from various locations at the conference to the Social.

 

12. Announcements and Other items

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information:

Minutes: GLBTRT Annual schedule has been sent out. The conference scheduler is open now. The general scheduler can be found here: https://www.eventscribe.com/2016/ala-annual/ A listing of GLBTRT events can be found here: https://www.eventscribe.com/2016/ala-annual/agenda.asp?h=Full+Schedule&BCFO=S&pta=GLBTRT

 

13. Adjournment

Action: Information

Item Facilitator: Peter Coyl

Vote:  No

Supporting Information:

Minutes: The meeting was adjourned at 7:55 pm.

 

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Online Doc 2016 April Executive Board Meeting Agenda

by Melody Townley on Tue, Apr 26, 2016 at 01:58 pm

2016 April Executive Board Meeting Agenda

Teleconference

Thusday, April 28, 7 pm EST

 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order and Introductions

2016 April Executive Board Meeting Agenda

Teleconference

Thusday, April 28, 7 pm EST

 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order and Introductions

Action: Board members will introduce themselves; Attendees will be invited to do so as well

Item Facilitator: Peter Coyl

 

 

2. Approval of Agenda

Action: Approve agenda for the April 2016 Executive Board meeting.

Item Facilitator: Peter Coyl

 

 

3. Approval of Previous Board Meeting Minutes

Action: Approve minutes from January 2016 and February 2016 Executive Board meeting.

Item Facilitator: Peter Coyl

Supporting Information: Minutes are posted on Connect from the January, February, and March meetings. January: http://connect.ala.org/node/252983 February: http://connect.ala.org/node/252987 March: http://connect.ala.org/node/252988

 

4. Treasurer’s Report and Budget

Action: Update from the Treasurer.

Item Facilitator: Liz DeCoster

Vote: Yes

Supporting Information: Liz will provide us with an update on the budgets with a simplified narrative that a lay person could understand.

 

 

5. ALA Elections

Action: Update on ALA Elections

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update will be given about the GLBTRT elections, which closed on Friday, April 22nd.

6. Advocacy Committee Toolkit

Action: Update on the Advocacy committee toolkit

Item Facilitator: Ann Symons

Vote: No

Supporting Information: Peter will provide an update about the program they held at PLA and about how the toolkit was received by the general public.

7. 50th Anniversary Celebration

Action: Discussion

Item Facilitator: Ann Symons, David Isaak, and Ana Elisa de Campos Salles

Vote: No

Supporting Information: Update about the creation on a “skeleton” of the actions that must be taken while planning for the 50th anniversary in Chicago 2020. Ann, David, and Ana Elisa volunteered to get this ball rolling.

 

8. Collecting Photos

Action: Information

Item Facilitator: David Isaak

Vote: Yes

Supporting Information: Creating a depository for GLBTRT photos for historical purposes. An update about how this project is progressing.

9. ALA Actions Related to Discriminatory Legislation

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: Update on the latest actions from Georgia and North Carolina re: recent anti-trans legislation.

10. June is GLBT Book Month

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update will be given about the status of finding someone to run social media for June is GLBT Book Month.

 

11. ALA Annual Orlando Social

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: An update will be given about the upcoming Orlando GLBTRT Social.

12. Announcements and Other items

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information:

 

13. Adjournment

Action: Information

Item Facilitator: Peter Coyl

Vote:  No

Supporting Information:

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Online Doc 2016 March Executive Board Meeting Agenda & Minutes

by Melody Townley on Mon, Apr 25, 2016 at 01:16 pm

2016 March Executive Board Meeting Agenda & Minutes

 

Wednesday, March 30 7:00 pm EST

 

 

2016 March Executive Board Meeting Agenda & Minutes

 

Wednesday, March 30 7:00 pm EST

 

 

This document holds meeting minutes in spaces at the end of each agenda item. The minutes for this meeting will be approved at the April board meeting. Please share agenda/minutes amendments to the board email list. Non-board members can submit amendments via the board contact form.

 

Attendees: P. Coyl., P. Hepburn, A. de Campos Salles, A. Symons, L. DeCoster, D. Isaak, M. Ciszek, J. McGuire-Wright and M. Townley

 

1. Call to Order and Introductions

Action: Board members will introduce themselves; Attendees will be invited to do so as well.

Item Facilitator: Peter Coyl

Minutes: The meeting was called to order at 7:00 pm EST.

 

2. Approval of Agenda

Action: Approve agenda for the March 2016 Executive Board meeting.

Item Facilitator: Peter Coyl

Minutes: The March 2016 agenda was approved.

 

3. Approval of Previous Board Meeting Minutes

Action: Approve the minutes from January 2016 and February 2016 Executive Board meeting.

Item Facilitator: Peter Coyl

Vote: No

Minutes: There were no February minutes to review yet. The January, February, and March minutes will be reviewed during the next meeting.

 

4. Treasurer’s Report and Budget

Action: Update from the Treasurer.

Item Facilitator: Liz DeCoster

Vote: Yes

Supporting Information: http://connect.ala.org/node/250027

Minutes: Some recent financials arrived from John. There should be new information soon for March. Liz will send it along ASAP once she receives it. The Stonewall seals were reprinted and should last through the 2017 cycle. The endowment is currently looking good. We received $25,000 from Larry Romans’ estate. As of the end of February, membership dues are slightly above what we anticipated. Our membership budget anticipates approximately 7% member growth per year. Current membership growth this year is approximately 13%. An excellent job has been done by the membership committee with regards to thanking new members and renewing members, and reaching out to those members who have not renewed their membership. Our available membership metrics let us see who opens the email and who clicks on the link within it should we want more specific data. As of February, the total balance of the general fund is $39,575. This 2017 budget also includes expenses for food at the MW social and a grant for the Emerging Leaders. The board thanks Liz for her creation of a written budget report. But they would also like to see a very simplified narrative for Annual, which would be understandable for the lay member, since the RT strives for transparency.

 

 

5. ALA Elections

Action: Update on ALA Elections.

Item Facilitator: Peter Coyl

Vote: No

Minutes: Elections are ongoing.  We have no figures for voting yet. Jo Anne in Governance may be able to tell us some details, but usually metrics are released with the mid-point of voting. Peter H. will email her and ask. We should mention at the Annual Membership meeting about how to get more involved - i.e. run for a position. The Bylaws changes will be on next year’s ballot.

 

6. Advocacy Committee Toolkit

Action: Update on the Advocacy committee toolkit.

Item Facilitator: Ann Symons

Vote: Yes

Supporting Information: A draft of toolkit has been finished. It will be unveiled at PLA Conference.

Minutes: Overall, the RT has been working on the toolkit for about 2 years now and through 2 different advocacy committees. They did a fabulous job. Peter, Deb, and Ann took a close look at it along with ALA staff and sent it on to ALA designs. What we saw is what will roll out next week at PLA. We are having a program “Open to All Serving the GLBT Community” (run by Deb, Ann, and Peter). The suggestion was made that we should be adding the recommended non-fiction books information as a single page PDF on the website since many librarians want a “best of” type list for help with collection development and purchasing. The web committee already has the booklist on the website with a URL redirect for easy to copy URL. This toolkit will go live the day of the PLA presentation.

 

June is GLBT Book month is doing well thus far. Stamps will be sold at PLA and ALA. The biggest need thus far for June is GLBT Book Month is to do social media. Ann has explored this with some LITA members. Perhaps there is someone within the RT who would like to take on this role. Ann and Peter are willing to choose a candidate and budget money for it. It would be a very comprehensive project. Perhaps it would be well suited to being an Emerging Leaders project? For example, we’d like to have a list of discussion guides for GLBT Book Month.

 

7. Emerging Leaders

Action: The Board needs to formally approve the sponsorship of an Emerging Leader.

Item Facilitator: Peter Coyl

Vote: Yes

Supporting Information: Our budget has Emerging Leaders as a line item. Should the assumption be made that the Board approves this because it is in the Budget or do we need to vote every year to sponsor one?

Minutes: We have a budget line item for Emerging Leaders - but does the Board need to approve it annually or is it approved since it has already been in the budget in the past? It was moved and seconded to support one member for the Emerging Leaders each year as budgeted by the board with a reevaluation every 2 years.

 

 

8. 50th Anniversary Celebration

Action: Discussion

Item Facilitator: Peter Coyl

Vote: Yes

Supporting Information: Discussion about plans for the 50th Anniversary of the RT. Do we want an Ad Hoc committee to plan a celebration? Annual will be in Chicago that year.  Ticketed event for a more formal/fancy social?  to vote every year to sponsor one?

Minutes: The 50th anniversary will be at Annual 2020 in Chicago. We need to plan an event and/or celebration. We must develop an ad hoc committee to plan and discuss what we want it to look like. We need to put it on the Agenda for Annual for face to face discussion and then continue through the New Year discussing and planning. We must design an agenda item that’s more robust for Annual and then ask at the membership meeting if people have ideas. It was moved and seconded to have the ad hoc committee begin planning and discussion at Annual for the 2020 50th anniversary events and come up with idea for discussion at Annual. Ann, David, and Ana Elisa volunteered to come up with a framework for the event between now and. Ann has a list of 15+ years of members, including from back when the GLBRT was the SRRT. Perhaps we could find some volunteers from these lists. If possible, we’d also like to have someone in the Chicago area for event planning - perhaps Roland? Peter will email him about it.

 

9. Collecting Photos
Action: Information about creating a historical photo archive.

Item Facilitator: David Isaak

Vote: Yes

Supporting Information: Repository for GLBTRT photos for historical purposes.

The Membership has been asking about collecting photos from ALA events.

Minutes: The Board wants to gather this type of material before the 50th anniversary in Chicago in 2020. Perhaps these things could be put together with some type of special publication? It might be nice to have a history of our membership - there’s a lot of material floating around. Ann, Dave, and Mack met up at MW to discuss this.

 

In future, the membership would like to not only sponsor an Emerging Leader but also to sponsor an Emerging Leader project. How do we gather the history of the RT and digitize it if need be? We need to get started early so that if one Emerging Leaders group can’t get this history and digitization done, it could be a two to three year stage project (for example, LLAMA has done similar things with Emerging Leaders). What is/are the deadlines for the Emerging Leaders projects? Ana Elisa will ask for future dates. We need to start now on the basic skeleton of what we might want the project to be, potential platforms, etc. We do have the ALA Archives at University of Illinois. Can we somehow receive donations from members of these types of materials and make sure that they get into the ALA Archive? There should be some sort of printed and/or online display that we can promote both the RT and the 50th anniversary with. What about privacy concerns? Some people may not want to be publicly posted or identified in GLBTRT events. David & Ana Elisa will work to flesh things out in terms of the big picture, offer suggestions of what the end result might be, and then fill in the gaps and hone it a little later. Mac Freeman is willing to be the project coordinator. We will ask LLAMA about their current 3 year project, which is quite similar to what we’d like to do. We will return to this item at Annual for information and a plan of action.

 

10. ALA Responses to Discriminatory Legislation and Conference/Event Locations
Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: Report on conversations with other ALA units about this issue

Minutes: ALA has been very responsive and has involved GLBTRT in discussions regarding discriminatory laws and conferences/events.  ALSC is concerned about their institute in Charlotte, NC in September) and will be discussing their plans for programming and action.  GLBT programs may be specifically highlighted.  High level ALA is aware of this problem and is working on appropriate responses. Thanks to Peter for his leadership since press releases have been inclusive of the RT and they have asked for our opinion and advice.

 

10A. ALA Annual - Orlando Social

Action: Information and discussion about the Orlando social at Annual.

Item Facilitator: Peter Coyl

Vote: No

Minutes: Orlando is definitely a popular resort town and the convention center and hotels are far removed from most venues. Restaurants local to the convention center are happy to host the social, but it’s expensive. $4,000 is the average asking price and isn’t much around the convention center. One location was willing to offer two drink tickets per person plus food and room rental for around $3,500. The RT budget tends to assume $1,000 per social. In the past, we’ve had socials at libraries. But library locations in Orlando are farther away. There are parks around that we could use, but most are a 20 minute drive from the convention center - not even considering the issue of keeping food and drinks cold. Inside is preferable since it is Orlando in June. During the Social in Boston, we budgeted $1,000, spent $700, and took in about $600 in donations. We have offered several groups to co-sponsor the event, but they haven’t answered yet. Given the extreme costs of venues, the Board approved an expenditure to have a social if other partnerships did not work out.

 

11. Announcements and other items

Action: Information

Item Facilitator: Peter Coyl

Minutes: There were no announcements.

 

12. Adjournment

Action: Information

Item Facilitator: Peter Coyl

Minutes: The meeting was adjourned at 8:20 pm EST.

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Online Doc 2016 February Executive Board Meeting Notification (No Quorum)

by Melody Townley on Mon, Apr 25, 2016 at 01:09 pm

2016 February Executive Board Meeting Notification

 

Wednesday, February 10 7:00 pm EST

 

In Attendance:

 

Abrams, Ingrid,

Coyl, Peter - Chair

2016 February Executive Board Meeting Notification

 

Wednesday, February 10 7:00 pm EST

 

In Attendance:

 

Abrams, Ingrid,

Coyl, Peter - Chair

de Campos Salles, Ana Elisa

De Coster, Liz - Treasurer

Sica, Deb - Chair Elect

 

 

In the absence of a quorum the Board discussed items on the agenda but took no action. 

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Online Doc 2016 January (Midwinter) Executive Board Meeting Agenda & Minutes

by Melody Townley on Mon, Apr 25, 2016 at 12:23 pm

 2016 January Executive Board Meeting Agenda & Minutes

ALA Midwinter Meeting

Boston, MA

Saturday, January 09, 8:30 am - 11:00 am

Boston Convention Center and Exhibition Center, Room 153C

 

 2016 January Executive Board Meeting Agenda & Minutes

ALA Midwinter Meeting

Boston, MA

Saturday, January 09, 8:30 am - 11:00 am

Boston Convention Center and Exhibition Center, Room 153C

 

This document holds meeting minutes in spaces at the end of each agenda item. The minutes for this meeting will be approved at the April board meeting. Please share agenda/minutes amendments to the board email list. Non-board members can submit amendments via the board contact form.

 

Attendees: P. Coyl, A. Symons, P. Hepburn, I. Abrams, M. Ciszek, L. DeCoster, D. Sica, A. De Campos Salles, D. Isaak, E. DeCoster, and M. Townley

 

Guests: J. Amundsen, J. Gray, and L. Houde

 

  1. 1.   Call to Order and Introductions

          Action: Board members will introduce themselves; Attendees will be invited to do so too.

        Item Facilitator: Peter Coyl

 

  1. 2.   Approval of Agenda

Action: Approve agenda for the January 2016 Executive Board meeting.

Item Facilitator: Peter Coyl

Minutes: The agenda was approved for the January 2016 Midwinter Executive Board meeting.

 

  1. 3.   Approval of Previous Board Meeting Minutes

Action: Approve minutes from the November 2015 Executive Board meeting.

Item Facilitator: Peter Coyl

Minutes: The minutes were approved for November 2015. (There was no December 2015 meeting.)

 

 

  1. 4.   ALA Elections

        Action: ALA Presidential candidates Jim Neal, Christine Lind Hage, and Lisa Janicke Hinchliffe, as well as Treasurer Candidate Susan Hildrith have requested time to address the Board. We will take their visits as they come and may move agenda items around to accommodate them.

Item Facilitator: Peter Coyl

Vote: No

 

  1. 5.   Treasurer’s Report and Budget

Action: Update from the Treasurer.

Item Facilitator: Liz DeCoster

Vote: Yes

Minutes:

  1. November 2015 budget
    1.                                      i.        We had some seals printed - we now have two years of Stonewall seals based on previous sale history.
    2.                                     ii.        The “Professional services” $1,000 charge in the budget is for GLBT Book Month materials.
    3.                                   iii.        We were overcharged by $120 and the overage will be returned in late January.
    4.                                   iv.        There have been additional donations since the creation of the 2017 budget report.
    5. 2017 Budget Worksheet
      1.                                      i.        We are moving Stonewall to its own project number.
      2.                                     ii.        Previously, seal sales, printing brochures, and award money was lumped in with other, non-Stonewall costs.
      3.                                   iii.        This will help us keep better track of Stonewall expenses, since it’s one of our bigger undertakings.
      4.                                   iv.        Donations and honoraria are budgeted up to $4,000 because of a potential offer of a second award for children’s Stonewall.
      5.                                    v.        The budget line has been increased for “Meal functions” from $1,000 to $4,000 because it covers added socials for division conferences.
      6.                                   vi.        Ann suggested that the format of the 2017 budget worksheet might be changed because it doesn’t reflect carry-over, actual versus expected expenditures, and projected total revenues & expenses.
      7.                                 vii.        We also want to discuss expenditures for June is GLBT Book Month.
      8.                                viii.        It was moved and seconded to postpone approval of the 2017 budget until the February 2016 Executive Board meeting.

 

  1. 6.   Proposal for GLBTRT Award for Political Activism

Action: The ALA Awards committee will be deliberating on the proposed award at the same time as our meeting. Robert Newlen will be attending that meeting on Ann’s behalf and will report the outcome as soon as it is decided.

Item Facilitator: Peter Coyl

Vote: Yes

Minutes:

  1.                                      i.        It was moved and seconded to award Mike McConnell and Jack Baker this new award. They sustained the fight for GLBT rights and services over a long time.
  2.                                     ii.        The new award comes with $1,000 monetary award. Fundraising needs to be done for this award in the future.
  3.                                   iii.        In the fall we will appoint a jury to decide the winner.

 

  1. 7.   Bylaws Changes Proposal

Action: The Bylaws committee has proposed some changes for inclusion on the Ballot for membership approval. The Board should review these changes and may suggest changes and additions to them.

Item Facilitator: Peter Coyl

Vote: Yes

Minutes: http://connect.ala.org/node/248837  

  1.                                      i.        Bylaws changes are due by January 28th.  The Committee has done an excellent job of providing a starting point, but there are more issues to be clarified.  Rather than have 2 bylaws changes on the ballot 2 years in a row it was decided that changes would be drafted and we would wait until Annual meeting to get larger group feedback at the Membership meeting.
  2.                                     ii.        It was moved and seconded that GLBTRT should complete work by May 2016 to complete a Bylaws draft to be presented via the listserv and on Connect which can be discussed online and in person at the Annual 2016 Membership meeting.

 

  1. 8.   Advocacy Committee Toolkit

          Action: The Advocacy committee has drafted a toolkit. The Board should review the toolkit and offer comments, corrections, and additions.

Item Facilitator: Ann Symons

Vote: Yes

Minutes: http://connect.ala.org/node/248838

  1. The toolkit is the product of over a year’s worth of work.
  2. The tone of the toolkit varies. For example “Consider doing X” versus “Do X”. We should pick one tone and verb tense and stick with it.
  3. In-text citations should be included since we’re citing things in the report.
  4. We’re in the editing process now, but in the next month, we want to be done with all editing.
  5. We need to take back to toolkit to its committee and also allow the Board to edit in concert.

 

  1. 9.   Announcements and Other Items

        Action: Information

Item Facilitator: Peter Coyl

Vote: No

Minutes: Is there a place for GLBTRT members to post photos from Socials, Preconferences, etc?

Fundraising for the new award should be discussed next meeting.

 

Executive Session

 

The board entered Executive Session to consider the following:

  • The Board discussed issues around attendance of Book Award and Book List committees at Midwinter Meeting.
  • The Board reviewed and discussed the applications/nominations for the Newlen-Symons Award for Excellence in Serving the GLBT Community.  The Board selected the Tretter Collection in the Elmer L. Library at the University of Minnesota Twin Cities Campus for the award based on the following categories: Innovation: It helped to co-found and plan the international GLBT ALMS conference since 2006; Impact: It has extensive outreach to and archiving with the non-University related community groups; Sustainability: Its collection has been long standing, but it has also been thoughtfully growing to fill gaps. It is actively expanding its breadth; Advocacy: They started a trans community oral history project. Their collection includes international collections as well. This is visionary work.

 

 

11.               Adjournment

             Action:

     Item Facilitator: Peter Coyl

     Minutes: The meeting was adjourned at 11 am.

More...

File 2016-March-Executive-Board-Meeting-Agenda

by Peter Coyl on Mon, Mar 28, 2016 at 10:12 am

DOCX File, 14.73 KB

File 2016-February-Executive-Board-Meeting-Agenda

by Peter Coyl on Tue, Feb 9, 2016 at 08:22 am

DOCX File, 14.21 KB

Pages

The GLBT Round Table is governed by an elected executive board.  The board consists of the chair, chair-elect, past-chair, treasurer, secretary, councilor, and five directors-at-Large.

The executive board will:

  • provide oversight and long-term planning for the round table, including: goal-setting, programs, projects, activities, and publications;
  • conduct and review all business between membership meetings;
  • carry out  the formal decisions of  membership;
  • review and approve an annual round table budget;
  • report activities to membership through round table communication channels; and
  • make recommendations to membership by all round table communication channels.

Board votes may be conducted by mail, electronic system, or conference call, provided that all board members are canvassed simultaneously. The chair has the authority to set a time limit within which the votes shall be recorded. If no such time limit is set, no vote shall be counted unless received within 30 days of the date the text of the matter to be voted upon was sent properly addressed to all board members.

Complete descriptions of board member and committee chair roles, are in the Leadership Responsibilities section of the procedure manual.

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