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

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

Greetings, ALA GLBTRT Membership! 

Time flies! It's already time to start thinking about the 2017 ALA Elections! 

The ALA Elections nomination system is now up and ready to start submitting nominations and biographies for GLBTRT Officer positions starting in 2017.  

The following vacancies will be available to anyone interested in running for them:

Chair-Elect 
(3 year term: Chair-Elect, 2017-2018; Chair, 2018-2019; Past-Chair, 2019-2020)

Treasurer 
(2 year term, 2017-2019)

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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Discussion 2017 May Executive Board Meeting Agenda

by Paul Kelly on Tue, May 16, 2017 at 08:30 am

2017 May Executive Board Meeting Agenda

Teleconference

 

Wednesday, May 17th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

2017 May Executive Board Meeting Agenda

Teleconference

 

Wednesday, May 17th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order

Action: None

Item Facilitator: Deb Sica

Vote: No
6:
00 (5m)

 

2. Approval of Agenda and Minutes

Action: Approve agenda for the April 2017 Executive Board meeting. Approval of minutes from the May 2017 Executive Board meeting. (Link: http://connect.ala.org/node/266454

Item Facilitator: Deb Sica

Vote:No
6:05 (5m)

 

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances.

6:10 (5m)

 

4. Executive Board Meeting Agenda for Annual

Action: Discussion

Item Facilitator: Deb Sica

Vote:No

Supporting Information: The Board will discuss the agenda for the GLBTRT Executive Board meeting at ALA Annual 2017.


6:20 (10m)

 

5. Membership Meeting Agenda for Annual including facilitating a name change discussion

Action: Discussion

Item Facilitator: Deb Sica

Vote:No

Supporting Information: The Board will discuss the agenda for the GLBTRT Membership meeting at ALA Annual 2017. This will include the introduction of the proposed GLBTRT name change to the membership.
6:25 (10m)

 

6. Social Logistics Confirmation for Annual

Action: Discussion

Item Facilitator: Deb Sica/Sherry Machones/Matt Ciszek

Vote:No

Supporting Information: The Board will discuss logistics for the GLBTRT social at ALA Annual 2017.


6:35 (10m)

 

7. Google Drive - Update and Next Steps
Action: Discussion
Item Facilitators: Deb Sica/David Isaak

Vote: No

Supporting Information: The Board will hear updates about the Google Drive GLBTRT website project.

6:45 (10m)

 

 

8. Changing Conference Program Process

Action: Discussion

Item Facilitator: Deb Sica

Vote: No

Supporting Information: The Board will discuss its current conference program approval process, and hear potential changes to that process.

 

6:55 (10m)

 

 

9. Additional Film Program Added to Annual

Action: Information

Item Facilitator: Peter Coyl/Deb Sica

Vote: No

Supporting Information: The Board will hear details about the recently added film program for ALA Annual 2017.

7:05 (5m)

 

10. Adjournment

Action: Information

Item Facilitator: Deb Sica

Vote: No

7:10 (end)

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Discussion 2017 April Executive Board Meeting Agenda And Minutes

by Paul Kelly on Mon, May 15, 2017 at 07:16 pm

2017 April Executive Board Meeting Agenda

Teleconference

 

Wednesday, April 19th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order

Action: None

2017 April Executive Board Meeting Agenda

Teleconference

 

Wednesday, April 19th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order

Action: None

Item Facilitator: Deb Sica

Vote: No

6:00 (5m)

 

Minutes: Called to order at 6 pm EST. Attendees unknown due to call-in difficulty.

 

2. Approval of Agenda and Minutes

Action: Approve agenda for the March 2017 Executive Board meeting. Approval of minutes from the March 2017 Executive Board meeting. (Link: http://connect.ala.org/node/265783)

Item Facilitator: Deb Sica

Vote:No

6:05 (5m)

 

Minutes: Ann wants to add “June is GLBT Book Month” as item 10. David spoke with Tess about this, so he’ll send those details out in an email. Matt can cede time on the social media policy; perhaps we can discuss in person at Annual.

 

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances.

6:10 (5m)

 

Minutes: Ended with net asset balance of $36,287. Expenses: $750 for emerging leader stipend. Revenues: $134 in donations. Membership is outpacing budget. We sold 4,084 in stonewall? Endowment climbed to $268,816, representing $160 of donations plus interest. Confirmation that stonewall budget line item that did not get created for this fiscal year WAS created for next. Ann - do we know anything about the Chicago social? What have we budgeted? Deb: we have Columbia. We either have to pay more on security, or not spend on food. Higher than we expected. They’re bringing ice but we’ll bring alcohol. Sherry will purchase out of state and transport to Chicago. Liz: Social $128 over budget (we budgeted $1,500). Ann - is Gale going to pay for the Midwinter social? Deb: unknown.

 

4. Welcome to All Poster Drafts

Action: Discussion

Item Facilitator: David Isaak/Tess Goldwasser

Vote:No

Supporting Information: Tess Goldwasser, chair of the Advocacy Committee, will be joining us to give an update on where the Committee is at with the Open to All/Welcome to All poster idea. Attached are draft signs. The Committee would like feedback from the Board. Below is Tess's description of the drafts:

 

We started with Ann’s suggestion of the signs that list all the people who are welcome: ALL ages, ALL races, ALL genders, etc.

 

But then we thought: What if we “miss” an “ALL” that is important to someone? Will our inclusive message then inadvertently fail for them?

 

Then we considered a more “aggressive” message, something about libraries resisting policy that would exclude anyone, but we didn’t want the sign to be too political, and dissuade librarians from posting it.

 

Finally we settled on addressing the library user directly: You are welcome here. It’s not political, and it’s without fail inclusive. If you’re in the library, no matter who you are, no question, you are welcome.

 

The “opentoall.png” file was our first draft. The “alwayswelcome.jpg” file is our second draft – changes being mainly that we attempted to add the RT logo, and use a for sure non-copyrighted image in the background.

 

We’re open to changes in design, as none of us are pro designers, and figure ALA will probably handle design in the final stages, as they did with the “Open to All” toolkit.

 

Speaking of design, I just want to mention I reached out to Rebecca McCorkindale, designer of the popular “Libraries are for Everyone” images - https://hafuboti.com/2017/02/02/libraries-are-for-everyone/ - and she said she’d be open to creating something for the GLBTRT if we wanted to formally approach her.

 

Files: http://connect.ala.org/files/alwayswelcome.jpg

http://connect.ala.org/files/opentoall.png

 

6:20 (10m)

 

Minutes: David: Advocacy committee sent along two drafts for feedback. Purposefully avoided any “resistance” messaging. Apolitical. Used the second person to address patron directly. Ann: messages around Portland, while they do list all groups, you really do get a sense that they’re speaking to everybody, and not just a single group. We need to make sure that people don’t think we’re just referring to the GLBT community. Question: is this better coming from ALA? If it comes from us, and has our logo on it, then it automatically has a GLBT skewed message. If it isn’t just for the GLBT community, why would WE put this out? Why can’t it be specific? Ann asked if they got in touch with ALA’s advocacy committee. Can we use our logo and attach it to GLBT book month? Ann - perhaps we can create something a little more professional? Ana Elisa: would it be worthwhile exploring ALL of these avenues? An ALA version with broader reach, pursuing the GLBT Book Month angle, but also making a more general GLBT one dissociated from book month. Deb: it would be great to have it translated into additional languages. Ann -  we should ask the Chair of ALA Advocacy for a spot on their agenda and go speak with them. If we do that, what do we do between now and then? Peter - can ODLOS assist us with working with ALA Graphics? Can they help us get it tweaked for various groups, with the priority being for GLBT Book Month? Ann - can we do both? Peter - yes. Matt - Gina Milsap (?) is the Chair of ALA Advocacy. David - do we expect the advocacy group to do this, or will it be GLBTRT? Ann - both. Tess or Tess and David should reach out to an Advocacy staff person to get their take on the idea.

 

5. Election Review - Next Steps

Action: Discussion

Item Facilitator: Deb Sica

Vote:No

Supporting Information: The Board will discuss the results of the latest ALA Election.

6:25 (10m)

 

Minutes: Due to Ana Elisa’s election, her position on the Board is now vacant. Should we invite Megan Drake to take over after annual? Ann - were we to do this, how would that affect the gender makeup of the Board? Currently there are only two men on the Board. Should we balance that out some? Peter - not so concerned with the gender makeup as with the candidates’ desire and ability to do the job. What about a trans candidate? Motion to recommend Megan. Ana Elisa seconds. In favour of the recommendation: all. Promote running for election to the membership at Annual. Membership committee meeting: we’ll talk about board composition and renaming GLBTRT.

 

6. Review of Emerging Leaders Team's Email and Survey Templates: language, suggestions, etc.

Action: Discussion

Item Facilitator: Ana Elisa De Campos Salles

Vote:No

Supporting Information: Ariana sent an email on behalf of our Emerging Leaders team, asking us to comment or give suggestions on the text for emails and the survey template the team has created to solicit materials for the archive, as well as some other questions involving the ALA Archive's accession rules. A draft of the template is attached. The Board will discuss.

 

Files: http://connect.ala.org/files/EmailSurveyTemplates-draftv2.pdf

 

6:35 (10m)

 

Minutes: Ann - likes what they’ve done WRT the whole message about the archives. Ana Elisa: would we agree that the language in the templates is good? All: yes. Ana Elisa: send this to as many listservs as possible. We can help them with that. All: yes. Matt: It’s great that they have a plan and want to send out via social media, too, which means it can reach beyond the ALA membership. Ana Elisa: should we include a line that says how the materials should be treated? Isn’t that already in the Deed of Gift? Ann - people need to go directly to the archivist, and... Matt - the ELs need to develop a mechanism to connect interested parties with the Archivist. Lucas said that the staff have limited time to digitize and for all we know they might not have the machinery to digitize anything other than paper. Maybe we can talk to Gale about assisting with it? Also reach out to retirees who make no longer receive ALA communications.

 

7. Program promotion planning for Annual

Action: Discussion

Item Facilitators: Deb Sica

Vote: No

Supporting Information: The Board will discuss promotion strategies for the various GLBTRT related sessions to be held at ALA Annual.

6:45 (10m)

 

Minutes: Alana and Megan want to do cross promotion for the intersectionality session. They want our feedback on how to better get the word out about it. Ann - isn’t the board supposed to approve sessions? How many do we have? Two programs and then Stonewall Book Awards. Should we design a new logo, or just use the two existing logos of the groups to cross promote? Matt - she should take it to the News Committee. Ana Elisa: maybe Advocacy too?

 

8. Finalizing the GLBTRT Social Media Policy

Action: Discussion

Item Facilitator: Matt Ciszek

Vote: No

Supporting Information: The Board will resume discussion of the draft social media policy, with hopes to finalize it.

Files: http://connect.ala.org/files/GLBTRT%20Social%20Media%20Guidelines%20-%20Edited.docx

 

6:55 (10m)

 

Minutes: Matt - nothing to add until Annual, since little feedback has been received. Deb: try and finalize it before our next meeting so we can send it to the membership at Annual?

 

9. June is GLBT Book Month

Action: Information

Item Facilitator: Ann Symons

Vote: No

 

Minutes: Ann: basically, we can’t keep leaving promotion of “June is GLBT Book” month until May. Let’s put it on the agenda for Annual.  A yearly plan about what happens each month and who does what. A timeline. Sort out the responsibilities. Deb: we should also put it on the membership meeting agenda, too.

 

 

10. Google Framework Project and Internal RT Communication Streamline

Action: Information

Item Facilitator: Deb Sica/David Isaak

Vote: No

7:05 (end)

 

Minutes: David: some of us met at Midwinter to speak about infrastructure issues. We decided to create a new Google site with Google 2.0 platform to serve as a new repository for Round Table institutional memory. Plan here is we have asked the Web Committee to create this new Google site for us, meaning that once By-Laws are done with review of our new By-Laws document, we will put that on the new site; also, we will have a section for each committee and standing committee where we can put meeting minutes, tip sheets for Chair handoffs, etc. All of this will live in Drive and just be linked on the sites. The beginnings of a folder hierarchy can be found in the RT’s Google account (not final). We want our liaisons to reach out to their own committees to let them know about this project and to let us know if they already have Google accounts.

 

10. Adjournment

Action: Information

Item Facilitator: Deb Sica

Vote: No

7:10 (end)

 

Minutes: Meeting adjourned at 7:08 PM EST.

 

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Discussion 2017 April Executive Board Meeting Agenda

by Paul Kelly on Tue, Apr 18, 2017 at 01:13 pm

2017 April Executive Board Meeting Agenda

Teleconference

 

Wednesday, April 19th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

2017 April Executive Board Meeting Agenda

Teleconference

 

Wednesday, April 19th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order

Action: None

Item Facilitator: Deb Sica

Vote: No
6:
00 (5m)

 

2. Approval of Agenda and Minutes

Action: Approve agenda for the March 2017 Executive Board meeting. Approval of minutes from the March 2017 Executive Board meeting. (Link: http://connect.ala.org/node/265783

Item Facilitator: Deb Sica

Vote:No
6:05 (5m)

 

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances.

6:10 (5m)

 

4. Welcome to All Poster Drafts

Action: Discussion

Item Facilitator: David Isaak/Tess Goldwasser

Vote:No

Supporting Information: Tess Goldwasser, chair of the Advocacy Committee, will be joining us to give an update on where the Committee is at with the Open to All/Welcome to All poster idea. Attached are draft signs. The Committee would like feedback from the Board. Below is Tess's description of the drafts:

 

We started with Ann’s suggestion of the signs that list all the people who are welcome: ALL ages, ALL races, ALL genders, etc.

 

But then we thought: What if we “miss” an “ALL” that is important to someone? Will our inclusive message then inadvertently fail for them?

 

Then we considered a more “aggressive” message, something about libraries resisting policy that would exclude anyone, but we didn’t want the sign to be too political, and dissuade librarians from posting it.

 

Finally we settled on addressing the library user directly: You are welcome here. It’s not political, and it’s without fail inclusive. If you’re in the library, no matter who you are, no question, you are welcome.

 

The “opentoall.png” file was our first draft. The “alwayswelcome.jpg” file is our second draft – changes being mainly that we attempted to add the RT logo, and use a for sure non-copyrighted image in the background.

 

We’re open to changes in design, as none of us are pro designers, and figure ALA will probably handle design in the final stages, as they did with the “Open to All” toolkit.

 

Speaking of design, I just want to mention I reached out to Rebecca McCorkindale, designer of the popular “Libraries are for Everyone” images - https://hafuboti.com/2017/02/02/libraries-are-for-everyone/ - and she said she’d be open to creating something for the GLBTRT if we wanted to formally approach her.

 

Files: http://connect.ala.org/files/alwayswelcome.jpg

http://connect.ala.org/files/opentoall.png


6:20 (10m)

 

5. Election Review - Next Steps

Action: Discussion

Item Facilitator: Deb Sica

Vote:No

Supporting Information: The Board will discuss the results of the latest ALA Election.
6:25 (10m)

 

6. Review of Emerging Leaders Team's Email and Survey Templates: language, suggestions, etc.

Action: Discussion

Item Facilitator: Ana Elisa De Campos Salles

Vote:No

Supporting Information: Ariana sent an email on behalf of our Emerging Leaders team, asking us to comment or give suggestions on the text for emails and the survey template the team has created to solicit materials for the archive, as well as some other questions involving the ALA Archive's accession rules. A draft of the template is attached. The Board will discuss.

 

Files: http://connect.ala.org/files/EmailSurveyTemplates-draftv2.pdf


6:35 (10m)

 

7. Program promotion planning for Annual
Action: Discussion
Item Facilitators: Deb Sica

Vote: No

Supporting Information: The Board will discuss promotion strategies for the various GLBTRT related sessions to be held at ALA Annual.

6:45 (10m)

 

 

8. Finalizing the GLBTRT Social Media Policy

Action: Discussion

Item Facilitator: Matt Ciszek

Vote: No

Supporting Information: The Board will resume discussion of the draft social media policy, with hopes to finalize it. 

Files: http://connect.ala.org/files/GLBTRT%20Social%20Media%20Guidelines%20-%20Edited.docx

 

6:55 (10m)

 

 

9. Google Framework Project and Internal RT Communication Streamline

Action: Information

Item Facilitator: Deb Sica/David Isaak

Vote: No

7:05 (end)

 

10. Adjournment

Action: Information

Item Facilitator: Deb Sica

Vote: No

7:10 (end)

 

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Discussion 2017 March Executive Board Meeting Agenda and Minutes

by Paul Kelly on Tue, Apr 18, 2017 at 01:06 pm

2017 March Executive Board Meeting Agenda

Teleconference

 

Wednesday, March 15th, 3:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

2017 March Executive Board Meeting Agenda

Teleconference

 

Wednesday, March 15th, 3:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order 

Action: None

Item Facilitator: Deb Sica

Vote: No
3
:06 (5m)

Minutes: Called to order at 3 PM with participants: Jennifer Maguire-Wright, Lucas McKeever, Matt Ciszek, Ana Elisa de Campos Salles, Deb Sica, Sherry Machones, Elizabeth DeCoster, Ann Symons (3:29), Joel Nichols (3:13), and Peter Coyl.

 

2. Approval of Agenda and Minutes

Action: Approve agenda for the March 2017 Executive Board meeting. Approval of minutes from the February 2017 Executive Board meeting. (Link: 2017FebruaryExecutiveBoardMeetingAgendaAndMinutes.docx

Item Facilitator: Deb Sica

Vote:Yes Matt Ciszek moved to approve, seconded by Ana Elisa de Campos Salles with the following corrections: Erin Berman should be listed in         attendance as a guest; David Isaak and Joel Nichols were in attendance. The Treasurer’s report could be clarified about ‘raising dues.’ The RT is not raising dues, but due to an increase in memberships, our dues line shows a rise in income. Passed.
3
:07/3:58 (5m)

 

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances. 

3:11 (15m)

Minutes: Liz reported that the RT revenue is ahead of what we budgeted. We have recouped all money from the Stonewall seal order. We are ahead in donations for honoraria. GLBTRT has a $30,979 net balance. 

 

 

4. GLBTRT Planned Giving Update

Action: Discussion

Item Facilitator: Ann Symons

Vote:No

Supporting Information: Ann has been working on a planned giving memorandum of understanding; the Board will discuss the section regarding GLBTRT’s future responsibilities with regards to the MOA.

Minutes: This was initially tabled due to absence of Ann Symons. When Ann arrived we discussed how we want to change the responsibilities to reflect intent. Ann was asked about her intent. Discussion centered on who we pay for training, advocacy, travel or contract work for example. Ann clarified that travel and speakers should be the RT’s responsibility. Jen asked for specific examples on what would be appropriately funded. Ann suggested graphics, printing, or making pre conference more accessible. Ann will go back and work more with Sheila. Request to put it on the May Agenda.
3
:13/3:35 (10m)

 

5. Updates from Emerging Leaders

Action: Discussion

Item Facilitator: Ana Elisa De Campos Salles, Lucas McKeever

Vote:No

Supporting Information: Emerging Leader Lucas McKeever will be calling in to update the Board on the work of the EL class of 2017.
3
:14 (10m)

Minutes: Lucas reported that the ALA Archive is willing to house and digitize materials at no cost. They will be platform and host. RT can prioritize digitization items. Jen asked if donors can get their items back and Lucas will inquire. Peter suggested that the EL group may be able to digitize items that need to be returned. EL group have worked on letter to request from RT members, and tracking of correspondence and items. ALA Archivist needs plenty of time to digitize, so we should start now. Jen asked about outreach to other archives that pertain to items about GLBTRT. Ana will take names of contacts of who to contact for GLBTRT donations. Joel suggested looking through old RT Board rosters for names. Board will reimburse travel costs to the ALA Archive for Lucas. Ann asked about who should get sent the materials ALA or Lucas. Lucas says they should send items to the Archive. Jen asked that there be a special note on the Archive mailings to distinguish that they go for this project. 

 

 

6. Stonewall Winner Book Talk Proposal
Action: Discussion and Vote
Item Facilitators: Ann Symons

Vote: No

Supporting Information: Nicholas Brown from Library of Congress contacted Ann about having Stonewall award winners participating in book talks and signings at Library of Congress. The Board will discuss.

3:45 (10m)

Minutes: Consensus was that Library of Congress can use the Stonewall Award winners and GLBTRT name, but we cannot assist with funding. Ana spoke highly of Nick and his work there. Ann will follow up with Nick. Conversation arose in regards to Disney and another publisher offering light catering for the Stonewall program at ALA Annual. 

 

7. GLBTRT Social Media Policy

Action: Discussion

Item Facilitator: Matt Ciszek

Vote: No

Supporting Information: The Board will resume discussion of the latest draft social media policy, attached here: GLBTRT Social Media Guidelines - Edited.docx

3:48 (10m)

Minutes: Matt briefed the Board about the issue with news committee. The issue arose with the ‘Name you should know’ which delat with highlighting authors. An author thought they had been interviewed and the author got offended. Matt felt that the news committee handled it well. The news committee apologized, took down the articles, and discontinued series. The final draft of the RT Social Media Policy will be presented at the next meeting. Please send comments to Matt within the next few weeks. Ann requested that the news look more visually attractive. Discussion centered around delivery methods of the news because RT Board members reported seeing different things. Ann will send out her example. 

 

8. Questions

Action: Discussion

Item Facilitator: Deb Sica

Vote: No

Supporting Information: Due to Board members arriving late, some questions were asked about previous issues.

3:58

Minutes: Ann requested that in the February Minutes, the Treasurer’s report could be clarified about ‘raising dues.’ The RT is not raising dues, but due to an increase in memberships, our dues line shows a rise in income. There was no objection from the Board.

 

There was a clarification that the RT is offering free GLBTRT membership to current emerging leader GLBTRT group. With that, Ann asked about the statistics on Spectrum student option for free GLBTRT membership. Ana will reach out to find out from this year. 

 

The Board is impressed by the great discussion online about the GLBTRT name change. The RT will bring this to membership at Annual. Google sheet tracker will be a big help, thanks to David. Discussion was had about ways to gauge responses at Annual. Joel suggests doing a sticker vote.

 

Divisional GLBTRT Socials: ACRL not doing a social; PLA planning a social.

Ann suggested surveying the members of the organizations to see if they want one. Jen and Joel are local for PLA and may be able to help.

 

Google framework was requested to be on next agenda with David as facilitator.

 

Peter reported on the programing for Annual is submitted and suggests that we get ideas ready for Midwinter. Submission time will be sooner because of the Conference Remodel. 

 

GLBTRT Board Meeting time- Paul cannot meet at this time. Propose we go back to later time on next meeting, and see if we can change it after that meeting. Joel suggest changing the day of the week for the future, to be discussed at Annual. Deb will send out an update. 

 

9. Adjournment

Action: Information

Item Facilitator: Deb Sica

Vote: No

4:15 (end)

More...

Discussion 2017 March Executive Board Meeting Agenda

by Paul Kelly on Wed, Mar 15, 2017 at 08:05 am

2017 March Executive Board Meeting Agenda

Teleconference

 

Wednesday, March 15th, 3:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

2017 March Executive Board Meeting Agenda

Teleconference

 

Wednesday, March 15th, 3:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order

Action: None

Item Facilitator: Deb Sica

Vote: No
3
:00 (5m)

 

2. Approval of Agenda and Minutes

Action: Approve agenda for the March 2017 Executive Board meeting. Approval of minutes from the February 2017 Executive Board meeting. (Link: 2017FebruaryExecutiveBoardMeetingAgendaAndMinutes.docx

Item Facilitator: Deb Sica

Vote:No
3
:05 (5m)

 

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances.

3:15 (10m)

 

4. GLBTRT Planned Giving Update

Action: Discussion

Item Facilitator: Ann Symons

Vote:No

Supporting Information: Ann has been working on a planned giving memorandum of understanding; the Board will discuss the section regarding GLBTRT’s future responsibilities with regards to the MOA.
3
:25 (10m)

 

5. Update from Emerging Leaders

Action: Discussion

Item Facilitator: Ana Elisa De Campos Salles, Lucas McKeever

Vote:No

Supporting Information: Emerging Leader Lucas McKeever will be calling in to update the Board on the work of the EL class of 2017.
3
:35 (10m)

 

6. Stonewall Winner Book Talk Proposal
Action: Discussion and Vote
Item Facilitators: Ann Symons

Vote: No

Supporting Information: Nicholas Brown from Library of Congress contacted Ann about having Stonewall award winners participating in book talks and signings at Library of Congress. The Board will discuss.

3:45 (10m)

 

 

7. GLBTRT Social Media Policy

Action: Discussion

Item Facilitator: Matt Ciszek

Vote: No

Supporting Information: The Board will resume discussion of the latest draft social media policy, attached here: GLBTRT Social Media Guidelines - Edited.docx

3:55 (10m)

 

 

8. Adjournment

Action: Information

Item Facilitator: Deb Sica

Vote: No

4:00 (end)

More...

Discussion 2017 February Executive Board Meeting Agenda and Minutes

by Paul Kelly on Wed, Mar 15, 2017 at 08:01 am

2017 February Executive Board Meeting Agenda

Teleconference

 

Wednesday, February 15th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

2017 February Executive Board Meeting Agenda

Teleconference

 

Wednesday, February 15th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order

Action: None

Item Facilitator: Deb Sica

Vote: No
6
:00 (5m)

Minutes: Called to order at 6 PM with participants: Jennifer Maguire-Wright, Ana Elisa de Campos Salles, Deb Sica, Sherry Machones, Elizabeth DeCoster, and Erin Berman.

 

2. Approval of Agenda and Minutes

Action: Approve agenda for the February 2017 Executive Board meeting. Approval of minutes from the January 2017 Executive Board meeting. (Link: http://connect.ala.org/node/263753

Item Facilitator: Deb Sica

Vote:No
6
:05 (5m)

 

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances. Attached are the two pieces for the FY18 budget, a draft budget (spreadsheet) and a Word doc with some description and points for the board to consider.

Links: http://connect.ala.org/files/GLBTRT%20FY%2018%20Budget%20Worksheet.xlsx

http://connect.ala.org/files/How%20to%20read%20GLBTRT%20FY18%20Worksheet.docx

6:20 (15m)

Minutes: We had a rollover of $9,000. Should last us until fiscal year end. 2 folders of financial info in Connect. Caveat: last year Liz was given a worksheet to develop budget, which was not available this year. Joel: can we use the cheat sheet from last year? Liz: that's what she did for FY17. For FY18, we can carry over our endowed funds ($9228). Good news. Endowment has grown considerably over the last few years. Increased anticipated revenue from dues by $800. Deb: Gale might host Emerging Leader project. Revenue reported from social? Non endowment funds. 7$38 in donations at the door. Increase meal budget to $5,000? Is everybody happy with proposed dues increase? David: yes. Membership likely to grow. Liz: growth rate generally 10% per year. Endowment: $9,248. Use $1,000 and roll $8,000 back into the endowment? No objections. Liz: should we vote on the budget over email?

 

4. Understanding Last Year's Budget and Discussion of Next Year's Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster, Ann Symons

Vote:No

Supporting Information: The board will discuss year end results.

2016 Budget: http://connect.ala.org/node/263444

2017 Budget Breakdown: http://connect.ala.org/node/250027 

2017 Budget Worksheet: http://connect.ala.org/node/263442

Treasurer’s Report, Midwinter 2017: http://connect.ala.org/node/263443

2017 Reimbursement Form: http://connect.ala.org/node/263446
6
:25 (5m)

 

5. Charges to the Fundraising Committee

Action: Discussion

Item Facilitator: Deb Sica, Erin Berman

Vote:No

Supporting Information: The fundraising committee has drafted a fundraising appeal that it would like to send to members. The board will review.  https://docs.google.com/document/d/11jbJhNGsYfhbuSdmK6FdHWorym0Yg15uWIBsP-9JusI/edit
6
:35 (10m)

Minutes: Erin: chair of fundraising committee. Started drawing attention to Emerging Leader, putting more money into that fund. Compiling database of ELs that are GLBTRT members. Emailed Fobazi directly. Doing spotlights on the ELs. Want to send out a new fundraising letter encouraging people to donate to EL instead of just Stonewall. Goal of $10,000. Deb: we should also secure money for Spectrum.  Erin: is a fund established for that? No. David: feedback on email to the listserv. Erin: Gathering info only on people that want to be part of the spotlight, but no pressure to connect.

 

 

6. Bylaws Draft Vote
Action: Discussion and Vote
Item Facilitators: Deb Sica, Gina Persichini

Vote: No

Supporting Information: The Board will discuss the latest updates to the ongoing Bylaws revision process.

6:45 (10m)

Minutes: Bylaws to go up as-is.

 

7. Google Sites Project Discussion

Action: Discussion

Item Facilitator: David Isaak

Vote: No

Supporting Information: At ALA Midwinter, David, Deb, Jen, Ana Elisa, Liz, and Rachael Stein (from the Web Committee) met to discuss RT technical infrastructure and the possible creation of a new RT documentation space using Google Sites 2.0. Please see the attached minutes. Questions for the Executive Board include:

1) Is the creation of a new RT Google Site a project we want to move forward with?

2) Should there be any changes or additions to the action items listed in the minutes from Mid-winter?

6:55 (10m)

Minutes: Board can oversee the Google site in a way they can't with Connect. Role of web committee? Ensuring web access continuity as board members change. Improve handoff between outgoing and incoming chairs. Midwinter action items: Deb should have liaisons reach out to committees to find out which tools like Drive they're using. Jen checking with Bylaws committee. Creating hierarchy in the drive account.  Any questions? Joel: no. Deb: new site or pick apart the old one. Consensus: go with new one! David: motion to have Web committee create Google site to be a repository of RT documentation moving forward. Single spot for the RT. Ana Elisa seconds. Motion passes.

 

8. Emerging Leader Membership to RT

Action: Discussion/Vote

Item Facilitator: Deb Sica

Vote: No

Supporting Information: The board will vote upon whether to offer Emerging Leaders complimentary membership to GLBTRT.

7:00 (5m)

Minutes: Our selected Emerging Leader was not actually a member of GLBTRT. What should we do about that? Ana Elisa: we just need to be proactive and check. In future, make sure they are members. David: person we sponsor should be a member for duration of the project. But we don't want to offer refunds if they're already members. Motion that we extend membership retroactively; Sherry seconds. Jen opposed. Motion passes. 

 

 

9. Adjournment

Action: Information

Item Facilitator: Deb Sica

Vote: No

7:05 (end)

More...

Discussion 2017 February Executive Board Meeting Agenda

by Paul Kelly on Mon, Feb 13, 2017 at 08:03 pm

2017 February Executive Board Meeting Agenda

Teleconference

 

Wednesday, February 15th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

2017 February Executive Board Meeting Agenda

Teleconference

 

Wednesday, February 15th, 6:00 pm EST

Dial-in info is as follows: 

Toll Free Number: 866-801-5789

Participant Passcode: 78965432

 

1. Call to Order

Action: None

Item Facilitator: Deb Sica

Vote: No
6
:00 (5m)

 

2. Approval of Agenda and Minutes

Action: Approve agenda for the February 2017 Executive Board meeting. Approval of minutes from the January 2017 Executive Board meeting. (Link: http://connect.ala.org/node/263753

Item Facilitator: Deb Sica

Vote:No
6
:05 (5m)

 

3. Treasurer’s Report and Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster

Vote:No

Supporting Information: Liz will provide her monthly update on the Round Table’s finances. Attached are the two pieces for the FY18 budget, a draft budget (spreadsheet) and a Word doc with some description and points for the board to consider.

Links: http://connect.ala.org/files/GLBTRT%20FY%2018%20Budget%20Worksheet.xlsx

http://connect.ala.org/files/How%20to%20read%20GLBTRT%20FY18%20Worksheet.docx

6:20 (15m)

 

4. Understanding Last Year's Budget and Discussion of Next Year's Budget

Action: Update from the Treasurer

Item Facilitator: Liz DeCoster, Ann Symons

Vote:No

Supporting Information: The board will discuss year end results.

2016 Budget: http://connect.ala.org/node/263444

2017 Budget Breakdown: http://connect.ala.org/node/250027 

2017 Budget Worksheet: http://connect.ala.org/node/263442

Treasurer’s Report, Midwinter 2017: http://connect.ala.org/node/263443

2017 Reimbursement Form: http://connect.ala.org/node/263446
6
:25 (5m)

 

5. Charges to the Fundraising Committee

Action: Discussion

Item Facilitator: Deb Sica, Erin Berman

Vote:No

Supporting Information: The fundraising committee has drafted a fundraising appeal that it would like to send to members. The board will review.  https://docs.google.com/document/d/11jbJhNGsYfhbuSdmK6FdHWorym0Yg15uWIBsP-9JusI/edit
6
:35 (10m)

 

6. Bylaws Draft Discussion
Action: Discussion
Item Facilitators: Deb Sica, Gina Persichini

Vote: No

Supporting Information: The Board will discuss the latest developments in the ongoing Bylaws revision process.

6:45 (10m)

 

 

7. Google Sites Project Discussion

Action: Discussion

Item Facilitator: David Isaak

Vote: No

Supporting Information: At ALA Midwinter, David, Deb, Jen, Ana Elisa, Liz, and Rachael Stein (from the Web Committee) met to discuss RT technical infrastructure and the possible creation of a new RT documentation space using Google Sites 2.0. Please see the attached minutes. Questions for the Executive Board include:

1) Is the creation of a new RT Google Site a project we want to move forward with?

2) Should there be any changes or additions to the action items listed in the minutes from Mid-winter?

6:55 (10m)

 

8. Emerging Leader Membership to RT

Action: Discussion/Vote

Item Facilitator: Deb Sica

Vote: No

Supporting Information: The board will vote upon whether to offer Emerging Leaders complimentary membership to GLBTRT.

7:00 (5m)

 

 

9. Adjournment

Action: Information

Item Facilitator: Deb Sica

Vote: No

7:05 (end)

More...

File GLBTRT_endowment_August2016

by Elizabeth DeCoster on Wed, Feb 15, 2017 at 09:48 am

XLSX File, 24.44 KB

File GLBTRT_financials_August2016

by Elizabeth DeCoster on Wed, Feb 15, 2017 at 09:48 am

XLSX File, 30.15 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.

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