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

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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 Wed, Oct 15, 2014 at 08:13 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. ALA Task Force on Equity, Diversity, and Inclusion ()15 mins)
  4. Evaluation of the Structure of the Stonewall Book Awards Committee (15 mins) [2016 ALA MW]
  5. Future of Stonewall Book Awards Program (15 mins) [2015 August meeting]

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) [Moved to November 2014 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]

 

3. ALA Task Force on Equity, Diversity, and Inclusion (10 mins) [Moved to November 2014 Meeting]

Action: Information

Item Facilitator: Martin Garnar

Vote: N/A 

Supporting Information: Martin Garnar will speak to the RT about the ALA Task Force on Equity, Diversity, and Inclusion. http://connect.ala.org/node/229669

 

3. Advocacy Committee Report (10 mins) [November 2014]

Action: Information

Item Facilitator: Julie Winkelstein

Vote: N/A 

Supporting Information: Julie Winkelstein will provide a report from the Advocacy Committee.

 

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).   

 

 
X. Future of Stonewall Book Awards Program (15 mins) [Scheduled for 2015 August Board Meeting]

 
Action: Motion to continue to make the Stonewall Book Awards event be a program consisting of a speaker and awards presentations.  The program will not require tickets.
 

Item Facilitator: Round Table Chair

 

Vote: Yes

 

Supporting Information: At the 2014 Annual Conference, the GLBTRT Board voted to pilot a new kind of Stonewall Awards event at 2015 Annual.  

 

The minutes item is as follows:

16. Discussion About Costs of the Social and Stonewall Book Awards Brunch
This item wasn't on the agenda, it grew out of discussion at the end of the meeting.
 
Due to cost considerations, do we want to change the Book Awards brunch event and replace it with just a presentation? Do we want the presentation done as part of the Social? If so, does that become a ticketed event? It was pointed out that we had a $6,000 deficit from our last event. Here in Las Vegas, we are losing money as the brunch tickets cost $55, but the charge to us from the hotel is $75. The idea of doing away with the brunch and making it a program slot with the awards and a speaker or two was raised. Is there another option?  A motion was made and passed that the San Francisco awards be done as a program with a speaker and no ticket as a trial to see how this scenario works. There will be a booklet and a bookmark done for the event. 
 
Taken from item 16 on the 2014 Annual Conference board meeting minutes: http://connect.ala.org/node/225623

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Online Doc 2014-11 Executive Board Meeting Agenda

by Melody Townley on Wed, Nov 12, 2014 at 09:51 am

2014-11 Executive Board Meeting Agenda

November 19, 2014, 4 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

 

1. Call to Order and Introductions

2014-11 Executive Board Meeting Agenda

November 19, 2014, 4 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

 

1. Call to Order and Introductions

Action: Callers present should introduce themselves.

Item Facilitator: Ann Symons

Vote: n/a

 

2. Approval of Agenda

Action: Approve agenda for the November 2014 Executive Board meeting.

Item Facilitator: Ann Symons

Vote: n/a

Background Information: http://connect.ala.org/node/65035

 

3. Approval of Previous Board Meeting Minutes (5 mins)

Action: Approve minutes from the October 2014 Executive Board meeting.

Item Facilitator: Ann Symons

Vote: n/a

Background Information: http://connect.ala.org/node/230763

 

4. Treasurer's Report (5 mins)

Action: Update & Discussion

Item Facilitator: Dale McNeill

Vote: N/A

Supporting Information:  http://connect.ala.org/node/230077

Dale was unable to make the October meeting, but asked that members consider if they had any questions about the proposed budget. This budget will discussed further and approved at Midwinter.  Dale wanted to give time in advance for viewing and discussion. The question was raised about why the budget does not include funding for programming because limits the RT to only holding programming which can be done for free.  Discussion points:  Taking $1,000 from long term investment fund for Stonewall Awards, $$ for program committee each year. 

 

5. ALA Design Office Web Mock-Ups (10 mins)

Action: Update & Discussion

Item Facilitator: David Isaak

Vote: Yes

Supporting Information: Matt Ciszek conducted a Doodle Poll and results will be available soon.  David will join the discussion with the Executive Board for feedback on the second round of GLBTRT custom website designs created by the ALA Design Office. The round two mock-ups can be viewed here: http://connect.ala.org/node/230822

Results of the survey:  Nine people voted. Design #4 was a slight favorite with Design #5 being the second favorite.

 

 6.  ALA Annual 2015 Social and 45th Anniversary Annual Celebration Brainstorm (15 mins)

Action: Information

Item Facilitator: Dale McNeill, Guests:  Tom Fortin (San Mateo County Library), and Karen Strauss (SFPL)

Vote: ??

Supporting Information: Dale, Tom, and Karen will discuss the status of the ALA Annual 2015 Social in San Francisco, CA as well as plans for the 45th Anniversary.  Tom Fortin, Dale McNeill, and Karen Strauss were all unable to attend the October 2014 meeting, so this discussion was moved to the November 2014 Executive Board meeting.

 

7. Request to co-sponsor IFRT Program at ALA Annual Conference San Francisco (5 mins)

Action: Move to co-sponsor program and discuss full sponsorship.

Item Facilitator: Ann Symons

Vote: Yes - on co-sponsorship in name only

Supporting Information: From Robert P. Holley aa3805@wayne.edu>

Hi Ann, As the senior member of the IFRT Program Committee, I have been tasked with consulting with the GLBTRT Round Table to see if you have

Any suggestions for speakers at our proposed program at ALA Annual and if your Round Table would be interested in co-sponsoring.

The tentative title for the program is "The history and evolving acceptance of collecting LGBT materials in libraries." The format would be a four person panel with one academic librarian, one public librarian and one school librarian as well as someone with historical knowledge of the topic. Since he’s been active in IFRT, we're going to ask Martin Garnar to represent academic libraries; but we would appreciate your RT’s suggestion for the other three speakers.

I'd also like to know if GLBRTR would be interested in co-sponsoring. This could be “in name only" or perhaps the GLBRTR would be interested in participating more fully.

 

8.   Social at Midwinter Chicago 2015 (5 minutes)

Action:  Discussion

Item Facilitator:  Roland Hansen

Vote: ??

Supporting Information:

 

9.  Informal Reports by Board Members – Liaisons to GLBTRT Committees (10 minutes)

Action:  Discussion

Item Facilitator:  Peter Coyl

Vote: N/A 

Supporting Information

 

10. ALA Task Force on Equity, Diversity, and Inclusion

Action: Information

Item Facilitator: Martin Garnar

Vote: N/A 

Supporting Information:  Here's a brief report from the ALA Task Force on Equity, Diversity, and Inclusion:

 

* The definitions circulated for comment have been tweaked based on suggestions from a number of people.  Thanks for your input.  The current version is available on the Task Force's Connect site at http://connect.ala.org/node/229669.

* The Task Force is hoping to undertake a series of surveys between now and the Orlando conference in 2016.  We're aiming to launch a short one before Midwinter in Chicago, so stay tuned for updates -- the groups represented on the Task Force may be asked to pretest.

* The Task Force will be holding a facilitated Harwood Conversation at Midwinter in Chicago on Sunday from 1 to 2:30 p.m.  If you're not familiar with the Harwood approach, read more here: http://www.theharwoodinstitute.org/about/.  The session will be facilitated by Nancy Kranich and Jorge Schement.

* The Task Force will be cosponsoring a Human Library program with the Spectrum Initiative for Annual 2015 in San Francisco.  All groups represented on the Task force, including GLBTRT, will be approached for volunteers to participate.

* Questions about the report or the task force in general should be referred to Martin Garnar, GLBTRT liaison and Task Force co-chair, at mgarnar@regis.edu.

 

11. Announcements

Action: Update & Discussion

Item Facilitator: Any

Vote: n/a

 

12. Adjournment

Action: The meeting will be adjourned.

Item Facilitator: Ann Symons

Vote: n/a

More...

Online Doc GLBTRT Custom Website Mock-Ups Round 2

by Melody Townley on Tue, Nov 11, 2014 at 08:45 am

Online Doc 2014-10 Executive Board Meeting Agenda & Minutes

by Melody Townley on Mon, Nov 10, 2014 at 10:31 am

2014-10 Executive Board Meeting Agenda & Minutes

 

2014-10 Executive Board Meeting Agenda & Minutes

 

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

 

October 22nd, 2014, 4 pm CST

Location: Conference Call

Dial

- (605) 475-4700

Enter Access Code

- 974507#

Attendees: A. Symons, P. Coyl, M. Ciszek, R. Hansen, A. de Campos Salles, L. Johnston,

and M. Townley

Guests: D. Isaak

1. Call to Order

Action: The meeting will be called to order.

Item Facilitator: Ann Symons

Vote: n/a

Minutes: The meeting was called to order at 4 pm CST.

 

2. Introductions

Action: Callers present should introduce themselves.

Item Facilitator: Ann Symons

Vote: n/a

Minutes: N/A

 

3. Approval of Agenda

Action: Approve agenda for October 2014 meeting.

Item Facilitator: Ann Symons

Vote: N/A

Background Information:http://connect.ala.org/node/229703

Minutes: The agenda was approved.

 

4. Approval of Previous Board Meeting Minutes (5 mins)

Action: Approve minutes from September 2014 Executive Board Meeting.

Item Facilitator: Melody Townley

Vote: N/A

Background Information: http://connect.ala.org/node/229102

Minutes: The previous board meeting minutes were approved.

 

5. Treasurer's Report (5 mins)

Action: Update & Discussion

Item Facilitator: Dale McNeill

Vote: N/A

Supporting Information:http://connect.ala.org/node/230077

Minutes: Dale was unable to make the meeting, but asked that members consider if they had any questions about the proposed budget. This budget will discussed and approved at Midwinter, but Dale wanted to give time in advance for viewing and discussion. The question was raised about why the budget does not include funding for programming because it limits the RT to only holding programming which can be done for free.

 

6. Motion to Accept Restricted Gift (10 mins)

Action: Motion to accept a restricted gift for the round table for the purposes of advocacy.

Item Facilitator: Dale McNeill

Vote: Yes

Supporting Information: This item is for a motion to accept a restricted gift to the GLBTRT operating fund of $500 from Patricia Glass-Schuman for the purpose of advocacy. We received this gift in February and Dale reported on it. Dale worked with ALA staff at the time, as restricted gifts are not common to the Round Table. However, he has recently learned from ALA Development that the Board does need to take action to accept any restricted gifts.

Minutes: It was moved and seconded to accept a restricted gift to the GLBTRT operating fund of $500 from Patricia Glass-Schuman for use by the Ad Hoc Advisory Committee.

 

7. Annual Conference Schedule (15 mins)

Action: Discussion and “finalize” information for 2015 Annual schedule of events and

meetings for preliminary schedule database.

Item Facilitator: Roland Hansen

Vote: No

Supporting Information: Here is what we had in Las Vegas, 2014:

Saturday Exec Bd Mtg, 830am-1130am

Saturday, Program, 3pm-530pm

Sunday, Membership Meeting, 1015-1115am

Sunday, Social, 6-8pm

Monday, Stonewall Event, 1030am-2pm

Just using the index for the Program Book, I didn’t see any time slots for meetings of any committees, so am assuming there aren’t any. The Membership Meeting will have to be moved from Sunday since I don’t think we should have it on Pride Sunday; possibly Monday morning, or possibly Saturday 1-2pm right before Program. We also need to include the RBMS Co-sponsored program, and include the pre-conference. For each scheduled event/meeting/whatever, the name of the Chair, Job title, and Institutional affiliation is now required. The Midwinter time choices were really limited, but there is an option to choose OTHER, which allows any times to be entered. I’m assuming though that these choices may come under some scrutiny at ALA if “odd times” are chosen, like 1015am, which will not be chosen.

Minutes: The schedule for Annual conference is due by October 31st. Roland indicated that it would be easier to add programs/meetings that we might want to do and then remove them later instead of waiting until we were sure of all the specifics. The Preconference, on Friday morning, is already done as it had to be entered in August. The San Francisco schedule had to be shifted around somewhat since Sunday will mostly be a wash due to the Pride Parade, closing of Market Street, and associated travel difficulties. The current schedule is as follows:

Friday, June 26: GLBTRT Pre-Conference, Rolling out the Rainbow Carpet: Serving LGBTQ

Communities, 8:30 am – 12:00 pm

Saturday June 27: Executive Board meeting, 8:30 am – 11:00 am

Saturday, June 28: Membership meeting, 11:00 am – 12:00 pm

Saturday, June 28: ACRL RBMS Co-Sponsored program, 1:00 pm - 2:30 pm

Saturday, June 28: , RT Program: Trans 101, 3:30 pm - 5:00 pm

Sunday, June 29: Social, 6:00 pm – 8:00 pm

Monday, June 30: Stonewall Award Ceremony 10:00 am – 12:00 pm

In the past, the Executive Board and Membership meeting have been on two different days, but the Pride Parade makes that separate day scheduling impractical. The executive board meeting and membership meeting will be listed in the scheduler as two separate events despite their back-to-back times to ensure maximum draw to the Membership meeting. The Stonewall will debut its new format. In the past, the program was given a much longer time slot (10:30 am – 2:00 pm) because of the breakfast portion of the event. The new format will not include food, so the time slot has been shortened and scheduled from 10:00 am – 12:00 pm.

The program format of the ACRL RBMS co-sponsored program is open for discussion and ACRL has asked that the RT offer speaker suggestions. Speakers will be speaking on collection development and related issues. Speakers may be academic, public, school, or governmental related. There are no committee meetings scheduled for Annual, so if spots are needed, Roland must be contacted ASAP.

 

8. 45th Anniversary Annual Celebration Brainstorm (15 mins)

Action: Informal Discussion with board, Tom Fortin and Karen Strauss

Item Facilitator: All

Vote: No

Supporting Information: Members will brainstorm and discuss ways to celebrate GLBTRT's 45th anniversary at the 2015 Annual Conference in San Francisco, CA.

Minutes: The GLBT Pavilion in the exhibits floor will debut for the first time in San Francisco. There has been discussion on about having cake at the exhibits opening in the GLBT Pavilion as a way to celebrate the RT’s 45th anniversary. Tom Fortin was unable to attend the meeting, so part of this discussion will be moved to the November 2014 Executive Board meeting.

 

9. ALA Annual 2015 Social (15 mins)

Action: Information

Item Facilitator: Dale McNeill, Tom Fortin (San Mateo County Library), and Karen Strauss

(SFPL)

Vote: n/a

Supporting Information: Dale, Tom, and Karen will discuss the status of the ALA Annual 2015 Social in San Francisco, CA.

Minutes: Tom Fortin, Dale McNeill, and Karen Strauss were all unable to attend, so this discussion was moved to the November 2014 Executive Board meeting.

 

10. ALA Design Office Web Mock-Ups

Action: Update & Discussion

Item Facilitator: David Isaak

Vote: Informal

Supporting Information: Dave will ask the Executive Board for feedback on the new GLBTRT custom Connect page designs created by the ALA Design Office. The actual mock-ups can be viewed here: http://connect.ala.org/node/229789

Minutes: Dave began by explaining that the web committee chose to focus first on the new web mockups before they begin to work on the customized feature slides. He said that opinions on the mockups seemed to fall into a few categories. People seemed to either like the brightness of the triangles in mock-up #1 or seemed to find that brightness too distracting and busy. Many people preferred the stylized logo of mock-up #3 over the plan text of mock-ups 1 & 2. Several people noted the pink and black color scheme of mock-up #2 felt too harsh. There was the mention that the triangles should not be present under the logo or other wording because it was too distracting. The general consensus was that the stylized logo of mock-up #3 should be kept and integrated in with the colored triangles of mock-ups #2 and #3 – but that the triangle colors should be toned down and/or there should be less colored triangles. Dave said that his contact at the ALA Design Office was nice and fast to work with, so he would bring more mock-ups to the next meeting based on these ideas. Once a design is settled on, he warned that the actual implementation might be significantly slower.

 

11. Announcements

Action: Update & Discussion

Item Facilitator: Any

Vote: n/a

Minutes: There were no announcements.

 

12. Adjournment

Action: The meeting will be adjourned.

Item Facilitator: Ann Symons

Vote: n/a

Minutes: The meeting was adjourned at 4:55 pm CST.

More...

Online Doc Proposed Fiscal Year 2016 Budget

by Melody Townley on Fri, Oct 24, 2014 at 10:31 am
  Unit No.: 619    
  Unit Name: GLBTRT - FY 2016    
  Unit No.: 619    
  Unit Name: GLBTRT - FY 2016    
  Project No.: 0000    
  Project Name: Administration    
         
         
Line# Line Item   Description Explanation Memo Only  $ Amount 
  REVENUE      
4000 Dues/Personal               10,500
4101 Sales/Pamphets Stonewall   Book Awards Program ad sales                  600
4103 Sales/On-line Stonewall   Book Awards Seals sales               5,000
4110 Subscriptions      
4220 Meal Functions      
4400 Donations/Honoraria Emerging   Leaders               1,500
4421 Royalties-Exempt      
    Total   Revenue             17,600
  EXPENSES      
5016 Prof Memberships FTRF   Member dues                  200
5122 Bank Service Fees                    250
5210 Transportation                      -  
5212 Lodging & Meals                      -  
5301 Conference Equipment   Rental                    400
5302 Meal Functions GLBTRT   Social expenses (MW & AC)               2,000
5303 Exhibits                    600
5304 Speaker/Guest   Expenses                    750
5305 Speaker/Guest   Honorarium                 1,000
5306 Awards Awards   Honoraria               3,000
    Program   and Bookmark Production                  600
         
5309 Audio/Visual Equip   Rental & Labor                    850
5350 Program Allocation                    650
5402 Printing-O/S Stonewall   Book Awards Replenishment                4,000
5410 Mail Service-O/S Postage   reimbursement                  110
5500 Supplies/Operating                      25
5523 Postage &   E-Mail/O/S                      -  
5599 Misc. Expense                    350
5901 IUT-Prod. Serv./Adm.   Fee                      50
5902 IUT-ITTS                      50
5909 IUT-Dist. Center                      75
5910 IUT-Repro.                      50
5911 IUT-General Overhead                 1,050
    Total   Expenses             16,060
    Net               1,540
More...

Online Doc 2014-10 Executive Board Meeting Agenda

by Melody Townley on Fri, Oct 17, 2014 at 01:23 pm

2014-10 Executive Board Meeting Agenda

October 22nd, 2014, 4 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

1. Call to Order

2014-10 Executive Board Meeting Agenda

October 22nd, 2014, 4 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

1. Call to Order

Action: The meeting will be called to order.

Item Facilitator: Ann Symons

Vote: n/a

 

2. Introductions

Action: Callers present should introduce themselves.

Item Facilitator: Ann Symons

Vote: n/a

 

3. Approval of Agenda

Action: Approve agenda for October 2014 meeting.

Item Facilitator: Ann Symons

Vote: Yes

Background Information: http://connect.ala.org/node/229703

 

4. Approval of Previous Board Meeting Minutes (5 mins)

Action: Approve minutes from September 2014 Executive Board Meeting.

Item Facilitator: Melody Townley

Vote: n/a

Background Information: http://connect.ala.org/node/229102

 

5. Treasurer's Report (5 mins)

Action: Update & Discussion

Item Facilitator: Dale McNeill

Vote: n/a

Supporting Information:  

 

6. Motion to Accept Restricted Gift (10 mins)

Action: Motion to accept a restricted gift for the round table for the purposes of advocacy.

Item Facilitator: Dale McNeill

Vote: Yes 

Supporting Information: This item is for a motion to accept a restricted gift to the GLBTRT operating fund of $500 from  Patricia Glass-Schuman for the purpose of advocacy.
We received this gift in February and Dale reported on it. Dale worked with ALA staff at the time, as restricted gifts are not common to the Round Table. However, he has recently learned from ALA Development that the Board does need to take action to accept any restricted gifts. 

 

7. Annual Conference Schedule (15 mins)

Action: Discussion and “finalize” information for 2015 Annual schedule of events and meetings for preliminary schedule database.

Item Facilitator: Roland Hansen

Vote: No

Supporting Information: Here is what we had in Las Vegas, 2014:

Saturday Exec Bd Mtg, 830am-1130am

Saturday,  Program, 3pm-530pm

Sunday,  Membership Meeting, 1015-1115am

Sunday,  Social, 6-8pm

Monday,  Stonewall Event, 1030am-2pm                  

Just using the index for the Program Book, I didn’t see any time slots for meetings of any committees, so am assuming there aren’t any. The Membership Meeting will have to be moved from Sunday since I don’t  think we should have it on Pride Sunday;  possibly Monday morning, or possibly Saturday 1-2pm right before Program.  We also need to include the RBMS Co-sponsored program, and include the pre-conference.  For each scheduled event/meeting/whatever, the name of the Chair, Job title, and Institutional affiliation is now required.  The Midwinter time choices were really limited, but there is an option to choose OTHER, which allows any times to be entered.  I’m assuming though that these choices may come under some scrutiny at ALA if “odd times” are chosen, like 1015am, which will not be chosen. 

 

8. 45th Anniversary Annual Celebration Brainstorm (15 mins)

Action: Informal Discussion with board, Tom Fortin and Karen Strauss

Item Facilitator: All

Vote: No

Supporting Information: Members will brainstorm and discuss ways to celebrate GLBTRT's 45th anniversary at the 2015 Annual Conference in San Francisco, CA.

 

9. ALA Annual 2015 Social (15 mins)

Action: Information

Item Facilitator: Dale McNeill, Tom Fortin (San Mateo County Library), and Karen Strauss (SFPL)

Vote: n/a

Supporting Information: Dale, Tom, and Karen will discuss the status of the ALA Annual 2015 Social in San Francisco, CA. 

 

10. ALA Design Office Web Mock-Ups

Action: Update & Discussion

Item Facilitator: David Isaak

Vote: Informal

Supporting Information: Dave will ask the Executive Board for feedback on the new GLBTRT custom Connect page designs created by the ALA Design Office. The actual mock-ups can be viewed here: http://connect.ala.org/node/229789

 

11. Announcements

Action: Update & Discussion

Item Facilitator: Any

Vote: n/a

 

12. Adjournment

Action: The meeting will be adjourned.

Item Facilitator: Ann Symons

Vote: n/a

 

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Online Doc 2014-09 Executive Board Meeting Agenda & Minutes

by Melody Townley on Mon, Sep 29, 2014 at 12:27 pm

2014-09 Executive Board Meeting Agenda & Minutes

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

 

September 22nd, 2014, 6 pm CST

Location: Conference Call

2014-09 Executive Board Meeting Agenda & Minutes

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

 

September 22nd, 2014, 6 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

Attendees: A. Symons, P. Coyl, A. de Campos Salles, D. McNeill, R. Hansen, M. Ciszek, L. Romans, L. Johnston, M. Townley

Guests: D. Issak

1. Call to Order

Action: The meeting will be called to order.

Item Facilitator: Ann Symons

Vote: n/a

Minutes: The meeting was called to order at 6:03 pm CST.

 

2. Introductions

Action: Callers present should introduce themselves.

Item Facilitator: Ann Symons

Vote: n/a

Minutes: N/A

 

 

3. Approval of Agenda

Action: Approve agenda for September 2014 meeting.

Item Facilitator: Ann Symons

Vote: Yes

Background Information: http://connect.ala.org/node/228740

Minutes: The agenda was approved.

 

4. Approval of Previous Board Meeting Minutes (5 mins)

Action: Approve minutes from August 2014 Executive Board Meeting.

Item Facilitator: Melody Townley

Vote: n/a

Background Information: http://connect.ala.org/node/228739  

Minutes: The minutes were adopted with two small changes: Carolyn Caywood should be listed as a guest instead of as a board member and Matt’s last name, “Ciszek”, was misspelled.

 

5. Treasurer's Report (5 mins)

Action: Update & Discussion

Item Facilitator: Dale McNeill

Vote: n/a

Supporting Information:  Dale received the financial reports from ALA that go through the end of July. In large part due to $13,865 donated in July (thanks to the challenge issued by Larry Romans) the balance of the fund as of July 31, 2014, was $203,043.

See the full report here: http://connect.ala.org/node/228567

Minutes: Dale reminded the Executive Board that his full report can be found on Connect. He plans to have a treasurer report every meeting. This year, there should be a small amount of income from advertising and the RT should finish either in the black or very close to in the black. (Reminder that fiscal years run from September to August. Currently, GLBTRT only has reports from ALA through July 31st, 2014.) Dale encouraged the membership to consider what type of things they would like to see happen in the September 2015 to August 2016 year and to speak with Dale regarding funding of new ideas. Dale hoped to have the September 2015 – August 2016 budget ready to present at the November Executive Board meeting. That way, there could be discussion and adjustment time before Midwinter, and then the budget could simply be adopted at Midwinter.

 

6. Charge for Fundraising Committee (15 mins)

Action: Motion to adopt a charge for the GLBTRT Fundraising Committee

Item Facilitator: Bylaws Committee and Larry Romans

Vote: Yes

Supporting Information: The draft charge for this committee was not adopted at the board meeting during 2013 Annual Conference because it didn't mention planned giving.

    • The charge language posed at that meeting is located here: 
  • The meeting minutes for 2013 are located here: http://connect.ala.org/node/208501
        
  • New proposed draft charge: “Identifies and solicits funds from sources, other than member dues, to increase the long term investment fund for the Stonewall Book Awards and to fund other initiatives as set forth by the GLBTRT Board. Develops and implements a fundraising plan to encourage more GLBTRT members and others to donate. Develops a list of potential individual, corporate, and foundation donors. Plans and implements planned giving, sponsorships, projects, and other fund raisers, Coordinates with the GLBTRT Treasurer and the ALA Development Office.”

Minutes: It was pointed out that committee charges are not in the purview of the Bylaws Committee. The motion to adopt a charge for the GLBTRT Fundraising Committee was passed.  Larry Romans was congratulated for his excellent challenge fundraising campaign. At Annual, the donations reached their goal. Over $15,000 in matching donations (over $30,000 total) was raised. 

 

7. GLBTRT Board Meeting Norms Proposal (15 mins)

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

Item Facilitator: David Vess

Vote: Yes

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

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 Sept 2014 Conference Call.

Minutes: David Vess was unable to attend this call, so this item was pushed back to the October Executive Board meeting.

8. Web Site Updates & Marketing Proposal (15 mins)

Action: Motion to enlist ALA design services to create custom branding for the GLBTRT website and create feature slides for use on the round table home page.  (David and David recommend priority be given to the slides.)

Item Facilitator: David Isaak, GLBTRT Web Cmte Chair & David Vess

Vote: Yes

Supporting Information:

    • Examples: Look at any of the ALA division sites. They have their own header and color  palette.
    • Costs:        
      •   
      • Design of up to 6 feature slides for website: $400-500  
      •   

      • Design of custom header for website and color scheme $400-500  
      •   

      • List of potential slides to be developed: Book Awards; Elections; Committee Volunteering; Professional Resources Page; News site; Reviews site; OTR site; Rainbow Site; 
      •   

      • If there is a concern with costs, I think it’s worth it to have professionally developed feature slides done first. We could live without a new website heading and color changes.

Minutes: David Isaak joined this call to speak on the matter. He broke the Web Committee’s website update & marketing proposal down into two main parts: feature slides and a customer header & color scheme.

He explained that all ALA divisions have “feature slides” that rotate on a timer to highlight timely information. He pointed out that currently, the GLBTRT website has many items on the right hand sidebar – but often many of these things fall “below the fold” on the website. In other words, people must scroll down to see them and they are not immediately visible to the viewer. Depending on screen size, the amount below the fold may vary dramatically. David proposed that the more timely items listed there (i.e.  a call for volunteers, yearly award announcements, etc.) would be better served by being turned into slides. That way, the unchanging items (i.e. connecting with the round table through social media), could stay on the sidebar and still be seen “above the fold”. The clarification was made that the $400-$500 proposed cost would cover ALA Design Services creating 4-6 slides. These slides should ideally either be related to perennial events that could be reused every year (i.e. the Stonewall award winners being announced) or have a text layer that could easily be edited by the Web Committee to make small cosmetic changes (i.e. a slide advertising the membership meeting or social where the date, time, and location could be changed). It was questioned whether the RT could only create slides in batches of 4-6 or whether individual slides could be designed as needed. David explained that it took roughly 6 months of regular emailing just to receive a price quote, so this would likely be a “one time deal” as it was unlikely that ALA Design Services could create a single slide in a timely manner.

The second half of the Web Committee proposal involved designing a custom header & color scheme for the GLBTRT website so that it would stand out as a distinct entity online. The GAMERT and RUSA webpages were shown as examples of divisions or RTs had created distinct headers & color schemes. Some concerns were raised about the fact that the proposal was not fully detailed. But it was clarified that the roundtable was voting on allowing the Web Committee to enlist ALA Design Services to create a set of custom designs that would then later be approved by the RT. There are currently no firm designs in place. The question was raised about seeing if ALA Design Services could incorporate the color scheme and imagery from the GLBTRT brochure into the any new website header & color scheme. The point was made that a “redesign” of the site would make the most sense if both the slides and the header & color scheme were undertaken at the same time.

A motion was made that the Board approve spending up to $1,000 for the design of up to 6 feature slides for the website and the design of a custom header & color scheme for the website. The motion was passed.

 

9. Pride Parade Update (15 mins)

Action: Update & Discussion

Item Facilitator: Ann Symons

Vote: n/a

Supporting Information: Message from Paul Graller:  “Sunday will be a challenge.  I have no problem with ticketing, t-shirts, waivers, etc. We are waiting for SFPL to determine how many people they can accommodate so we can set a top level for the ticketing system.  They are seeing how many vehicles they can get and think they can get appropriate numbers of ‘monitors’.”

Minutes: The Executive Board was still waiting on further word from Paul Graller. Conference Services is still working on this issue. The only update thus far is that Sunday is complicated due to the fact that Market Street (one of the streets dividing the convention center from most of the ALA approved hotels) will be closed from 5 am until 5 pm due to the Pride Parade. ALA was mostly unable to get hotels on the same side as the convention center because the hotels priced themselves out of ALA’s price range due to the expected boom in area hotel reservations due to the Pride Parade. This closure will make traveling between most hotels and the convention center very difficult. It is likely that the only  GLBTRT “program” scheduled on Sunday will be the GLBTRT Social on Sunday evening.  The Pride Parade will be an ALA ticketed event.  

 

10. Announcements

Action: Update & Discussion

Item Facilitator: Any

Vote: n/a

Minutes: It was reminded that August’s Executive Board meeting brought up the importance of beginning to brainstorm ways to celebrate the 45th anniversary of GLBTRT at Annual. This item was added to the parking lot for October’s meeting agenda.

A question was raised about future meeting dates and times since the delay in Emerging Leaders applications threw off the initial planned meeting time table. Matt C. announced that he would create a Doodle poll to decide times for future meetings and Ann announced that she would email out a list of proposed future meeting dates. [Note: the meeting list was mailed out and proposed future meeting dates are: October 22, November 19, December 17, January 14th, skip February, March 11, April 15, May 13, and June 10. All days are Wednesdays.]

A question was raised about the progress of the Stonewall, OTR, & Rainbow committees new volunteer selection process, given Ann’s recent email to the listserv.  One of the board members interpreted the message as a plea for volunteers and as a concern for the future of the committee and its ability to be fully manned with volunteers. The email was not intended as such, but regardless of the perceived tone, it seems to have done its job. Ann and Peter announced that they believed they should have no trouble finding volunteers for the committees. Additionally, the email opened up an interesting dialog on the listserv about why many people refrain from volunteering for the committee (inability to commit to two Midwinters plus travel expenses, the belief that so many were applying that it was unlikely to be chosen, bad timing personally for the current year, the huge time commitment that reading and judging all the books would take, etc.). Ann announced that this year’s volunteer staffing was likely to be the hardest because the committee was searching for a full 22 volunteers so that they could begin the new format of 11 members cycling on and off the committee each year. In future years, only 11 new volunteers would be needed. Ann reported that OTR and Rainbow each had 4-5 openings.   There have been many applications for the Stonewall youth subcommittee and less so for the adult subcommittee.

 

Change to Executive Session

Melody Townley recused herself from the Executive Session.

 

11. Emerging Leaders (15 mins)

Action: Update & Discussion

Item Facilitator: Ann Symons

Vote: n/a

Supporting Information:  The executive board will move into executive session to discuss the Emerging Leader candidates and decide upon candidate names. These names will to be sent to Beatrice Calvin, ALA Emerging Leaders program.

Minutes: The board voted to move into Executive Session to discuss the Emerging Leaders candidates. The Board voted to send forwards to ALA the names of one candidate and two alternates.

 

12. Adjournment

Action: The meeting will be adjourned.

Item Facilitator: Ann Symons

Vote: n/a

Minutes:The meeting was adjourned at 6:55 pm CST.

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Online Doc Basics of Parliamentary Procedure

by Melody Townley on Tue, Sep 23, 2014 at 01:31 pm

Parliamentary Procedures Basics
Compiled by Larry Romans

While parliamentary procedure has baffled members of every organization, the basics for a group like ours are not that complicated.

Call to Order. After the presiding officer says “The meeting will please come to order,” the meeting usually starts with two things—approving the agenda and the minutes.

Parliamentary Procedures Basics
Compiled by Larry Romans

While parliamentary procedure has baffled members of every organization, the basics for a group like ours are not that complicated.

Call to Order. After the presiding officer says “The meeting will please come to order,” the meeting usually starts with two things—approving the agenda and the minutes.

Agenda and Minutes. The only time you need to vote on the agenda is when a change is proposed and someone objects. Likewise, there is no need to vote on the minutes unless there is some disagreement about what happened at the earlier meeting.

If no changes are proposed, the chair says, as appropriate, “The agenda is adopted as distributed” or “The minutes are adopted as distributed.”

Members can ask that an item be added to the agenda or that the order of items be changed, or they can ask that the minutes be changed. After each proposed change the presiding officer asks” "Is there any objection to making this change?”If not, the chair says “There being no objections, the change is made." If there is an objection, a vote must be taken, and a majority vote decides. After all proposed changes have been dealt with, the chair says, as appropriate, “The agenda is adopted as amended” or “The minutes are adopted as amended.”

Reports by Officers. After each report, the presiding officer asks if there are any questions. No vote is taken.

Financial Reports. No vote is necessary for regular financial reports. The only financial report that an organization should approve is one presented by auditors.

Unfinished Business (It’s not called “old” business anymore). Unfinished business includes only motions or reports that were postponed or were interrupted when the previous meeting was adjourned. According to Sturgis, just because an item was discussed at an earlier meeting does not make it unfinished business. Likewise, an item that was referred to a committee is not unfinished business. However, in the past we have included these items under unfinished business.

Motions. A motion should be concise and clear and should be stated in the affirmative. If using parliamentary procedure strictly, a member would make a motion before discussing an item. However, in our group often the motion will not be made until after some informal consideration, after which we come to a consensus about the motion. After a motion is made, the presiding officer repeats the motion for clarity. Our meetings are rather informal, but the principal rules governing different types of motions have been distributed separately.

Seconding Motions. Motions made by committee chairs do not require a second, but other motions require a second. A member can second a motion just because she wants the group to discuss it. Seconding a motion does not necessarily mean that you support it.

Amendments. Strictly speaking, once the motion has been seconded, the motion is no longer under the control of the maker, but rather of the body. Amendments—friendly or otherwise—would require a vote. However, we usually allow “friendly” amendments to clarify the resolution or to avoid having to proceed with official votes on the amendment and then the main motion. Nonetheless, if there is disagreement about whether to adopt an amendment, then we need to vote on that amendment.

Convoluted Motions. If the discussion leads to many suggestions for changes to the motion, whether official amendments or not, it may be better to postpone discussion of the item until later in the meeting or until the next meeting--so that the mover and other interested people can get together to come up with a consensus motion. Motions that are thrown together at the last minute usually don’t serve the group well.

Calling the Question. If someone “calls the question” (which is not permitted if it interrupts a speaker), the chair can respond, “Is there any objection to closing debate?” If there is no objection, the chair can call for a vote on the question. If there is an objection to closing debate, the motion to close debate requires a second. It is not debatable, and it requires a 2/3 vote to close debate.

Adjournment. The presiding officer asks if there is any more business. If no one brings up an item, the presiding officer then says, “If there is no other business, the meeting is adjourned.” Only if some member objects to adjournment does there need to be a vote to adjourn.

                                                                                                                                                                                                9-22-14

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Online Doc 2014-09 GLBTRT Executive Board Meeting Agenda

by Melody Townley on Mon, Sep 22, 2014 at 06:50 pm

2014-09 Executive Board Meeting Agenda

September 22nd, 2014, 6 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

1. Call to Order

Action: The meeting will be called to order.

2014-09 Executive Board Meeting Agenda

September 22nd, 2014, 6 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

1. Call to Order

Action: The meeting will be called to order.

Item Facilitator: Ann Symons

Vote: n/a

2. Introductions

Action: Callers present should introduce themselves.

Item Facilitator: Ann Symons

Vote: n/a

3. Approval of Agenda

Action: Approve agenda for September 2014 meeting.

Item Facilitator: Ann Symons

Vote: Yes

Background Information: http://connect.ala.org/node/228740

4. Approval of Previous Board Meeting Minutes (5 mins)

Action: Approve minutes from August 2014 Executive Board Meeting.

Item Facilitator: Melody Townley

Vote: n/a

Background Information: http://connect.ala.org/node/228739  

5. Treasurer's Report (5 mins)

Action: Update & Discussion

Item Facilitator: Dale McNeill

Vote: n/a

Supporting Information:  Dale received the financial reports from ALA that go through the end of July. In large part due to $13,865 donated in July (thanks to the challenge issued by Larry Romans) the balance of the fund as of July 31, 2014, was $203,043.

See the full report here: http://connect.ala.org/node/228567

6. Charge for Fundraising Committee (15 mins)

Action: Motion to adopt a charge for the GLBTRT Fundraising Committee

Item Facilitator: Bylaws Committee and Larry Romans

Vote: Yes

Supporting Information: The draft charge for this committee was not adopted at the board meeting during 2013 Annual Conference because it didn't mention planned giving.

    • The charge       language posed at that meeting is located here: 
  • The meeting minutes for 2013 are located here:
    http://connect.ala.org/node/208501
  • New proposed draft charge: “Identifies and solicits funds from sources, other than member dues, to increase the long term investment fund for the Stonewall Book Awards and to fund other initiatives as set forth by the GLBTRT Board. Develops and implements a fundraising plan to encourage more GLBTRT members and others to donate.  Develops a list of potential individual, corporate, and foundation donors. Plans and implements planned giving, sponsorships, projects, and other fund raisers, Coordinates with the GLBTRT Treasurer and the ALA Development Office.”

7. GLBTRT Board Meeting Norms Proposal (15 mins)

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

Item Facilitator: David Vess

Vote: Yes

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

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 Sept 2014 Conference Call.

8. Web Site Updates & Marketing Proposal (15 mins)

Action: Motion to enlist ALA design services to create custom branding for the GLBTRT website and create feature slides for use on the round table home page.  (David and David recommend priority be given to the slides.)

Item Facilitator: David Isaak, GLBTRT Web Cmte Chair & David Vess

Vote: Yes

Supporting Information:

    • Examples: Look       at any of the ALA division sites. They have their own header and color       palette.
    • Costs:
      •   
      • Design of up        to 6 feature slides for website: $400-500
      •   

      • Design of        custom header for website and color scheme $400-500
      •   

      • List of        potential slides to be developed: Book Awards; Elections; Committee        Volunteering; Professional Resources Page; News site; Reviews site; OTR        site; Rainbow Site;
      •   

      • If there is a        concern with costs, I think it’s worth it to have professionally        developed feature slides done first. We could live without a new website        heading and color changes.

9. Pride Parade Update (15 mins)

Action: Update & Discussion

Item Facilitator: Ann Symons

Vote: n/a

Supporting Information: Message from Paul Graller:  “Sunday will be a challenge.  I have no problem with ticketing, t-shirts, waivers, etc. We are waiting for SFPL to determine how many people they can accommodate so we can set a top level for the ticketing system.  They are seeing how many vehicles they can get and think they can get appropriate numbers of ‘monitors’.”

10. Announcements

Action: Update & Discussion

Item Facilitator: Any

Vote: n/a

Change to Executive Session

11. Emerging Leaders (15 mins)

Action: Update & Discussion

Item Facilitator: Ann Symons

Vote: n/a

Supporting Information:  The executive board will move into executive session to discuss the Emerging Leader candidates and decide upon candidate names to be sent to Beatrice Calvin, ALA Emerging Leaders program.

12. Adjournment

Action: The meeting will be adjourned.

Item Facilitator: Ann Symons

Vote: n/a

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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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