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 Mon, Dec 8, 2014 at 11:51 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. Advocacy Committee Report (10 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) 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]

3. Advocacy Committee Report (10 mins) [December 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 2015 Midwinter GLBTRT Executive Board Meeting Agenda

by Melody Townley on Mon, Jan 26, 2015 at 08:03 am

2015 Midwinter GLBTRT Executive Board Meeting Agenda

Saturday, January 31, 8:30-11:30

Hyatt Regency McCormick - Field/CC 20AB 

 

During the meeting the ALA Presidential Candidates will join us to discuss their candidacy.  Each candidate will have five minutes.  The 2015 candidates for ALA president are:

 

2015 Midwinter GLBTRT Executive Board Meeting Agenda

Saturday, January 31, 8:30-11:30

Hyatt Regency McCormick - Field/CC 20AB 

 

During the meeting the ALA Presidential Candidates will join us to discuss their candidacy.  Each candidate will have five minutes.  The 2015 candidates for ALA president are:

 

Joseph Janes, associate professor and chair of the MLIS program at the University of Washington Information School

James (Jamie) LaRue, CEO of LaRue & Associates, Castle Rock, Colorado

JP Porcaro, librarian for acquisitions and technological discovery at the New Jersey City University Guarini Library

Julie Todaro, dean of library services at Austin (Texas) Community College.  

(20 mins)

 

1. Call to Order and Introductions (Ann)

 

2. Agenda Approval (Ann)

 

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

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

Supporting Information: 2014-12 GLBTRT Board Meeting Notes http://connect.ala.org/node/232347   

 

4. Report and Discussion with GLBTRT Councilor/EB Board (15 mins)   Item Facilitator:  Peter Hepburn 

Action: Information

Background Information:  ENDA, Memorials

 

5. Donations and Fundraising Committee (10 mins)

Action: Motion to designate gifts...

Item Facilitator: Dale McNeill

Vote: Yes

Background Information: Should fundraising letters ask specifically for designated gifts? Should special budget lines be made for Advocacy and Emerging Leaders? What should the protocol be when gifts are given but the donor does not care how their donation is used? 

 

6. Approval of the FY 16 Budget and Discussion of FY 14 Results (15 minutes)

Action: Approve FY 2016 GLBTRT Budget

Item Facilitator: Dale McNeill

Vote: Yes

Background Information: Fiscal Year 2014 Report: http://connect.ala.org/node/233831, Fiscal Year 2015 Year to Date Report: http://connect.ala.org/node/233832, Proposed Fiscal Year 2016 Budget http://connect.ala.org/node/230077  

 

7. 45th Anniversary (15 minutes)

Action: Discussion

Item Facilitator: Ann Symons

Vote: N/A

Background Information:  How should this anniversary be celebrated?  

Midwinter – Article in Cognotes – Matt Cisek

JuneOn My Mind in American Libraries, Symons/Freeman

Annual - Cake and LGBT Pavilion at exhibits

Article in Cognotes

Membership Meeting

Social

 

8.  History of RT (10 minutes)

Item Facilitator: Larry Romans 

 

9. Elections – Status of Candidates (5 minutes)

Action: Information/Discussion

Item Facilitator: Roland Hansen 

Background Information:  RT ballot to include - Chair-Elect, Treasurer, and Director-at-Large (2)

 

10. Report from the By-Laws Committee (10 minutes) 

Action: Discussion, Action to put By-Laws Changes on 2015 ballot

Item Facilitator: Shawn Vaillancourt 

Vote: Yes

Background Information: http://connect.ala.org/node/234204

 

11. Rainbow Project – Relationship with SRRT (10 minutes)

Action: Discussion

Item Facilitator: Peter Coyl

Vote: N/A

Background Information:   

  • Proposal - Spring/Action by Board – Who?
  • Volunteers from Board to work on this...
  • Take to SRRT at Annual  

 

12.  Annual Conference, San Francisco (20 mins)

Action: Informational

Item Facilitator: Peter Coyl

Vote: N/A

Background Information: 

 

1.  PreConference – Update from the Committee: http://connect.ala.org/node/234205

2.  Programs

3.   GLBT Pavilion

4.   Pride Parade

5.   Social, Harvey Milk Branch Library, Saturday, June 27, 6:30-8:30

6.   Stonewall Program/Celebration Committee; discussion of new format for Stonewall Awards Program.

    

13. Blood Drive and Program at MW (5 minutes)

Action: Informational

Item Facilitator: Peter Coyl

Vote: N/A

Background Information: Congressman Mike Quigley will also appear at this event in addition to Dr. Magda Houlberg and Dr. Robert Garofalo. This event will be held on Sunday, February 1st from 8:30-10 am at McCormick Place W183c. The actual blood drive will take place on Saturday, January 31st and Sunday, February 1st from 10 am to 4 pm in the Exhibit Hall at the end of the 4800 aisle.

 

14. Advocacy Committee Report (10 minutes)

Action: Informational

Item Facilitator: Julie Winkelstein and Mary Gen Davies, Co-Chairs

Vote: N/A

Background Information: 

 

 

15. Committee Appointments (5 minutes)

Action: Informational

Item Facilitator: Peter Coyl 

 

16. Committee Reports

Action: Informational

Item Facilitator: Committee Liaisons - Reports due for March Meeting in writing

 

17. Announcements (5 minutes)

 

18. Adjournment

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Online Doc Proposed GLBTRT Bylaws Changes

by Melody Townley on Mon, Jan 26, 2015 at 07:19 am

GLBTRT Bylaws & Mission Statement

Mission Statement

The Gay, Lesbian, Bisexual, and Transgender Round Table of the American Library Association is committed to serving the information needs of the gay, lesbian, bisexual, and transgender professional library community, and the gay, lesbian, bisexual, and transgender information and access needs of individuals at large. We are committed to encouraging and supporting the free and necessary access to all information, as reflected by the missions of the American Library Association.

GLBTRT Bylaws & Mission Statement

Mission Statement

The Gay, Lesbian, Bisexual, and Transgender Round Table of the American Library Association is committed to serving the information needs of the gay, lesbian, bisexual, and transgender professional library community, and the gay, lesbian, bisexual, and transgender information and access needs of individuals at large. We are committed to encouraging and supporting the free and necessary access to all information, as reflected by the missions of the American Library Association.

The Gay, Lesbian, Bisexual, and Transgender Round Table provides its members, other American Library Association divisions, members, and affiliates, and the library and information science field as a whole with a forum for discussion and an environment for education and learning regarding the needs of the gay, lesbian, bisexual, and transgender professional community and population at large.

I. PURPOSE

The Gay, Lesbian, Bisexual, and Transgender Round Table of the American Library Association shall:

  • promote the improved quality, quantity, and accessibility of library materials and service of particular interest or usefulness to lesbian, bisexual, gay, and transgender people of all ages;
  • develop, promote and defend unrestricted access of all library users to information by or about gay, lesbian, bisexual, and transgender people;
  • sponsor and promote awareness of programs and of the Stonewall Book Awards;
  • provide bibliographic services to librarians, archivists, other information professionals, and library users;
  • work toward eliminating job discrimination against gay, lesbian, bisexual, and transgender employees of libraries, archives, and information centers;
  • advocate revising classification schemes, subject heading lists, indices, etc., in order to remove terms derogatory to the lives, activities, and contributions to culture and society of gay,      lesbian, bisexual, and transgender people;
  • advocate within the membership and leadership of ALA on behalf of lesbian, bisexual, or transgender librarians, archivists, other information specialists, and library users;
  • support other under-represented and disadvantaged groups working for adequate representation and equal opportunity within ALA;
  • work with groups outside ALA interested in achieving equal rights for gay, lesbian, bisexual, and transgender people;
  • provide opportunities for gay, lesbian, bisexual, and transgender librarians, archivists, and other information specialists attending ALA conferences to meet and socialize with one another; and
  • promote the ALA Library Bill of Rights and its Code of Ethics.

II. VOTING STATUS AND CANDIDACY FOR OFFICE

Voting Status

Members of the American Library Association Gay, Lesbian, Bisexual, and Transgender Round Table are eligible to vote in round table elections and on ballot initiatives.

Candidates for Office

The immediate past-chair of the round table will chair a nominating committee charged with developing a slate of candidates, to be presented to the round table executive board at the Midwinter Meeting. Nominated candidate names will be submitted to ALA for inclusion on the spring ballot. Newly elected officers will take office the last day of Annual Conference during which they were elected.

Qualifications

Candidates for elected offices must be members of ALA, must be members of the Gay, Lesbian, Bisexual, and Transgender Round Table, and must agree to attend the membership and executive board meetings scheduled for the Annual Conferences and Midwinter Meetings during the term of office.

Elections

Round table officers will be elected annually on the spring ballot. Each year the round table will elect a chair-elect. In alternating years the round table will elect a secretary or a treasurer. In alternating years the round table will elect at least one but not all directors-at-large. Every three years and on condition of satisfying ALA policy on membership required for council representation, the round table will elect a round table councilor.

III. MEETINGS

The round table must conduct at least one membership meeting at the Association's Annual Conference. The round table executive board shall meet at least once at both Annual Conference and Midwinter Meeting. Membership and executive board meetings are open to anyone who wishes to attend them.

IV. OFFICERS Executive Board

Titles and Terms of Office

The round table shall elect a chair, a secretary, a treasurer, five directors-at-large, and a round table councilor. The chair serves a three-year term: in the first year as chair-elect, in the second year as chair, in the third year as immediate past-chair. The secretary, treasurer, and directors-at-large serve two-year terms. The round table councilor serves a three-year term. No person may serve more than two consecutive terms in the same office, but may instead be elected to a different Executive Board office. If a position is vacated before the completion of the term, the executive board will select a person to serve the remainder of that term. 

No decision or instruction made by a chair shall conflict with a decision or instruction made by the round table membership or the executive board.

V. COMMITTEES

The round table shall pursue its goals primarily through the work of its committees. A voting round table member as designated by the round table chair-elect shall chair each committee. Whenever possible, a committee chair will be selected after having served in an apprentice capacity during the preceding year, and after consultation with other committee members. Any member interested in serving on a committee must fill out the GLBTRT committee volunteer web form.

Standing Committees

The ongoing work of the round table shall be carried out by its standing committees. The executive board may create or dissolve standing committees. Dissolution of a standing committee requires a two-thirds majority vote at two consecutive ALA Annual Conferences.

Standing committee chairs shall serve one-year terms, and will be appointed by the chair-elect. Standing committee chairs may not serve more than two consecutive terms. Standing committee members shall serve two-year terms and may not serve more than two consecutive terms on a committee for a maximum term of four consecutive years. Standing committee chair appointment terms run concurrently to a regular membership term on the standing committee.

Ad hoc Committees and Projects

Special projects shall be authorized by the chair as the round table membership, the executive board, or the chair deems necessary to carry out specific activities.

Any member of the round table may propose a special project at an executive board meeting, membership meeting, or through an announcement distributed through the round table’s communication channels. Upon endorsement of the project by the membership or by the executive board, the chair shall appoint an individual to coordinate the project or to direct those interested to designate a chair.

Ad hoc committees shall be formed as necessary to complete the business of the round table for projects of limited length. Formation of ad hoc committees will require a majority vote of the executive board or of round table members in attendance at a membership meeting.

VI. LIAISONS

Establishing liaisons to specific target groups will be encouraged when the relationship appears to be beneficial to the round table. The Chair will appoint liaisons from the membership to other groups both inside and outside ALA. Liaisons’ terms will be for two years, not to exceed two consecutive terms (four years) shall serve two-year terms and may not serve more than two consecutive terms for a maximum term of four consecutive years. These terms shall be staggered such that approximately half of continuing liaison positions are appointed each year. Liaison appointments may be for specific projects or on-going.

VII. PARLIAMENTARY AUTHORITY

Disputes over the procedures used in making a decision at a round table membership meeting or executive board meeting shall be resolved by reliance upon the provisions contained in the "Rules of Order" that ALA Council uses.

Quorum

A majority of the voting members shall constitute a quorum of the Executive Board.

VIII. AMENDING THE BYLAWS

Bylaws amendments may be proposed by the executive board or by the round table membership at a membership meeting. The bylaws may be amended by a simple majority vote on the spring ballot. The proposed amendments must have been announced not less than thirty days before the spring ballot.

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Online Doc Fiscal Year 2015 Year to Date Report

by Melody Townley on Wed, Jan 21, 2015 at 07:44 am

Nov 2014 (FY 2015)

 

Not much activity to speak of yet, except for:

 

Revenue:

 

Dues are ahead, $2,889 actual YTD/$2,626 budgeted YTD

$188 in donations

 

Expenses:

 

$534.00 credit reflecting the deposit refund from the Vegas social - the caterer was very slow in getting the check back to us so the refund was booked in 2015.  

$842 for seals replenishment in preparation for the 2015 Awards orders.

Online Doc Fiscal Year 2014 Report

by Melody Townley on Wed, Jan 21, 2015 at 07:41 am

Fiscal Year 2014

 

Revenues:

 

Dues (4000) - $11,199, ahead of budgeted $10,500.

Returns/Credits (4601) - $2,626 (for cancelled seals order)

Sales (4109) - $8,214 (unbudgeted revenue - seals revenue)

Meal Functions (4220) - $5,990, behind budgeted $8,500

Donations/Honoraria - $5,479

Royalties - $630

 

Total Revenues/Budgeted Revenues = $28,887 actual/$19,000 projected

 

Expenses:

 

Meal Functions (5302) - $11,220, over budgeted $8,500 (Brunch, MW and AC socials)

Fiscal Year 2014

 

Revenues:

 

Dues (4000) - $11,199, ahead of budgeted $10,500.

Returns/Credits (4601) - $2,626 (for cancelled seals order)

Sales (4109) - $8,214 (unbudgeted revenue - seals revenue)

Meal Functions (4220) - $5,990, behind budgeted $8,500

Donations/Honoraria - $5,479

Royalties - $630

 

Total Revenues/Budgeted Revenues = $28,887 actual/$19,000 projected

 

Expenses:

 

Meal Functions (5302) - $11,220, over budgeted $8,500 (Brunch, MW and AC socials)

Awards (5306) - $5,915, over budgeted $3,000 (plaques, certificates, honoraria)

 

Total Expenses/Budgeted Expenses = $26,451 actual/$18,850 budgeted

Net Revenue = $2,435

Ending Net Asset Balance = $24,530

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Online Doc 2015-01 Executive Board Meeting Agenda

by Melody Townley on Thu, Jan 15, 2015 at 01:30 pm

2015-01 Executive Board Meeting Agenda

January 15th, 2015, 4 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

This call will be to work on the agenda for the

Midwinter GLBTRT Board Meeting

Saturday, January 31, 8:30-11:30

2015-01 Executive Board Meeting Agenda

January 15th, 2015, 4 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

This call will be to work on the agenda for the

Midwinter GLBTRT Board Meeting

Saturday, January 31, 8:30-11:30

Hyatt Regency McCormick - Field/CC 20AB

 

 

Items for Midwinter Agenda other than Call to Order, Agenda, Minutes

Do you want to change the order of the agenda - priority?

180 minutes minus 15 minute break- 165

Suggested times are included for each item – Changes?

 

ALA Presidential candidates who ask to speak with the Board will be given 5 minutes each and will be accommodated between agenda items.  4 candidates -  20 minutes

Sara Kelly John, ALA Executive Board Liaison – 5 minutes

 

1. Donations and Fundraising Committee – Should fundraising letters ask specifically for designated gifts? Should special budget lines be made for Advocacy and Emerging Leaders? What should the protocol be when gifts are given but the donor does not care how their donation is used?  10 minutes

 

2.   Approval of the Budget – FY 2016  and end of the Fiscal Year Report - 15 minutes

Dale McNeill –

 

3.   Resolutions coming to Council  - Peter Hepburn - 10 minutes

ENDA, Memorials

 

4. 45th Anniversary Brainstorm – How should this anniversary be celebrated?  25 minutes

Midwinter – Article in Cognotes

Spring – Pull all history documents together?

Annual –      Cake  - LGBT Pavilion at exhibits

Article in Cognotes

Membership Meeting – Treats?

Social

Introduction/Stonewall Awards Program

History of the RT – Larry Romans?

 

5.   Elections – Status of Candidates – Roland Hansen  10 minutes

 

6. Report from the By-Laws Committee – Shawn Vaillancourt ,Chair   Action –Shawn will not be at Midwinter; report for action will be written  10 minutes 

7.   Rainbow Project – Relationship wtih SRRT –  10 minutes

  1. Proposal  - Spring/Action by Board – Who?
  2. Volunteers from Board to work on this...
  3. Take to SRRT – Annual

 

8.   San Francisco Conference Update – What is the schedule for SF – 25 minutes

    1. PreConference – Report from Committee
    2. Programs: 
    3. GLBT Pavilion
    4. Pride Parade
    5. Social
    6. Stonewall Program/Celebration Committee; discussion of new format for Stonewall Awards Program.     Can 9 be included with this?

 9. Blood Drive and Program at MW – Information – 5 minutes

Advocacy Committee Report – Julie Winkelstein 

 11. Committee Appointments – Peter Coyl   - Information 5 minutes

 12. Committee Reports – from Board Liaisons  – in writing please

More...

Online Doc 2014-12 Executive Board Meeting Agenda and Minutes

by Melody Townley on Sun, Jan 4, 2015 at 08:16 am

2014-12 Executive Board Meeting Agenda & Minutes

December 17th, 2014, 4 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

2014-12 Executive Board Meeting Agenda & Minutes

December 17th, 2014, 4 pm CST

Location: Conference Call

Dial - (605) 475-4700

Enter Access Code - 974507#

 

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

Attendees: A. Symons, P. Coyl, D. McNeill, A. de Campos Salles, M. Cisek, R. Hansen, L, Romans, P. Hepburn, L. Johnston, I. Abrams, and M. Townley

Guests: E. Berman, J. Winkelstein, M. Davies, and D. Isaak

 

1. Call to Order and Introductions

Action: Callers present should introduce themselves.

Item Facilitator: Ann Symons

Vote: n/a

Minutes: The meeting was called to order at 4:01 pm CST.

 

2. Approval of Agenda

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

Item Facilitator: Ann Symons

Vote: n/a

Background Information: http://connect.ala.org/node/231765

Minutes: The agenda was approved.

 

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

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

Item Facilitator: Ann Symons

Vote: n/a

Background Information: www.connect.ala.org/node/231675 

Minutes: The minutes were approved.

 

4. Donations / Fundraising Committee (5 mins)

Action:  Discussion

Items Facilitator:  Dale McNeill and Erin Berman, Chair Fund Raising Committee

Vote: ? 

Supporting information: Discussion of how we allocate funds raised during this fiscal year and discussion of ALA procedures for receiving donated funds. 

Fundraising letter can be found here: http://connect.ala.org/node/231820

Minutes: Board members were asked to consider whether fundraising letters should be specifically asking for designated gifts (i.e. for Emerging Leaders, Stonewall Awards) or for general gifts that could be used as directed by the Board. It was asked if there were drawbacks to asking specifically for either. The drawback to designated gifts is that the money can only be used for that thing. For example, a Stonewall Awards designated gift could only be used for the Stonewall Awards. Additionally new lines in the budget must be created for designated gifts. Money from designated gifts can rollover from year to year.  Undesignated gifts enter into the general operating fund and can be used for anything. Also the issue was raised that some people have been donating gifts for “Advocacy”, but currently there is no “Advocacy” item in the budget. This should be addressed with ALA. There was a question about whether the Emerging Leaders money should have its own special budget. The idea was raised that there should be protocol in place about what to do with donations when a donor gives a general gift and doesn't have a preference what it is used for.  It was agreed that more discussion on these issues should take place at Midwinter face to face. 

 

5.  Advocacy Committee Report (10 minutes)

Action:  Discussion

Item Facilitator:  Julie Winkelstein and Mary Gen Davies, Co-Chairs,

Vote: N/A 

Supporting Information:   http://connect.ala.org/node/231764

Minutes:  Currently, the advocacy committee is working on gathering information for the new toolkit. The question was raised about whether this toolkit should be aimed at libraries dealing with the GLBT public or whether it should also include sections for “inside” the library aimed at GLBT staff. It was agreed that both external and internal information would be helpful. The book Out Behind the Desk was recommended. There was a question about the intended length of the toolkit. Currently, the toolkit draft is quite long. Julie noted that the toolkit would be broken down into smaller section. The question was raised about what type of budget monies would be required in order for the Advocacy committee to be able to have some type of handout. The Advocacy committee intends to meet face to face at Midwinter and address these questions.

 

6. Feature Slide Samples (10 mins)

Action: Update & Discussion

Item Facilitator: David Isaak

Vote: Yes

Supporting Information: David Isaak worked with the ALA Design Office to design several re-usable feature slides for the GLBTRT home page. These designs can be found here: http://connect.ala.org/node/232031

Minutes:  It was moved and seconded to accept the reusable feature slides. David Isaak was advised to move to work with ALA get the designs placed on the GLBTRT site by ALA.  

7. Potential Diversity Council/COD Merge (5 mins)

Action: Update & Discussion

Item Facilitator: Dale McNeill

Vote: Yes

Supporting Information: The Diversity Council is suggesting that the Committee on Diversity be made up of representative members and disband the Council.  This would ensure that all constituent groups are able to have a voice in COD meetings and deliberations. In addition, the work done by Diversity Council is very similar to the work of COD.

COD discussed the matter at their last meeting and is open to the idea but would like to ensure that all member groups are aware of the proposal and support the idea before moving forward with disbanding Diversity Council and incorporating members into the COD structure as this requires a proposal to the Committee on Organization to change the composition and members of the Committee on Diversity.

Minutes:  GLBTRT agreed to support better representation on the Committee on Diversity.  It was moved and seconded to convey to the Committee on Diversity that GLBTRT supports merging the Diversity Council into the Committee on Diversity. 

8. Midwinter News You Can Use: Blood Drive at MW/GLBTRT Educational Program (10 mins)

Action: Information

Item Facilitator: Peter Coyl

Vote: N/A

Supporting Information:  GLBTRT will be hosting a panel at the 2015 Midwinter Meeting entitled "Blood Donation: Facts, Fear and Discrimination" as part of the News You Can Use series. This session will discuss the FDA policy that prohibits gay and bisexual men from donating blood and potential changes to this policy.  This will serve as an educational opportunity for ALA members who are hosting blood drives throughout the country at their various libraries to educate them on the FDA policy. 

The program will be held at 8:30am, Sunday, February 1st. Speakers confirmed this far are:  Magda Houlberg, MD - Chief Clinical Officer, Howard Brown Health Center, Chicago IL..  John Mack Freeman will be the moderator.  Librarians Build Community will help promote the program at the Blood drive tentatively planned for Saturday on the Exhibit Floor. See:  http://www.glbtrt.ala.org/news/archives/1478

Minutes: It’s unclear yet if there will be an actual blood drive at Midwinter. Originally, this endeavor was begun by the Membership Initiative Group Librarians Build Community. Red Cross is unable to hold a drive during Midwinter, so other options for setting up blood drives are being explored.  The panel will be held regardless of a blood drive to educate the attendees about the FDA changes.  [Update: A blood drive will be held by LifeSource in the exhibit hall at the end of the 4800 aisle on Saturday, January 31st and Sunday, Feburary 1st from 10 am to 4 pm.]

9.  ALA Annual 2015 45th Anniversary Celebration Brainstorm (5 mins)

Action: Information

Item Facilitator: All

Vote: N/A

Supporting Information: This discussion was moved from the November 2014 agenda due to time constraints.

Minutes:  This discussion was moved to the January 2015 meeting.

 

10.   Social at Midwinter Chicago 2015 (10 minutes)

Action:  Discussion

Item Facilitator:  Roland Hansen

Vote:

Supporting Information:  This discussion is a continuation of the November 2014 meeting. 

Minutes: The space is confirmed at the Columbia College Library. The library space is free. Roland obtained a quote from one catering company, Catering by Michael’s. For $992.86, this company will provide some finger foods and a bartender for 4 hours. We can purchase our own alcohol for the bartender to serve. Roland clarified that we were not locked into this particular caterer. The discussion will be continued next month.

 

11. SF Pre-Conference Update   (5 minutes)

Action: Update & Discussion

Item Facilitator: Shawn Vaillancourt and Carrie Moran

Vote: n/a

Supporting Information: To follow

Minutes: This discussion was moved to the January 2015 meeting.

 

12. Announcements

Action: Update & Discussion

Item Facilitator: Any

Vote: n/a

Minutes: It was mentioned that elections will be happening in the coming months with a deadline for the ballot in early February. Currently, there are two applications submitted for the Director at Large. There are also openings for Director at Large, Treasurer and for the Chair-Elect.   

 

13. Adjournment

Action: The meeting will be adjourned.

Item Facilitator: Ann Symons

Vote: n/a

Minutes:  The meeting was adjourned at 5:08 pm CST.

More...

Online Doc 2014-12 Executive Board Meeting Agenda

by Melody Townley on Wed, Dec 17, 2014 at 09:12 am

2014-12 Executive Board Meeting Agenda

December 17th, 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

2014-12 Executive Board Meeting Agenda

December 17th, 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 December 2014 Executive Board meeting.

Item Facilitator: Ann Symons

Vote: n/a

Background Information: http://connect.ala.org/node/231765

 

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

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

Item Facilitator: Ann Symons

Vote: n/a

Background Information: www.connect.ala.org/node/231675 

 

4. Donations / Fundraising Committee (5 mins)

Action:  Discussion

 

Items Facilitator:  Dale McNeill and Erin Berman, Chair Fund Raising Committee

Vote: ? 

Supporting information: Discussion of how we allocate funds raised during this fiscal year and discussion of ALA procedures for receiving donated funds. 

Fundraising letter can be found here: http://connect.ala.org/node/231820

 

5.  Advocacy Committee Report (10 minutes)

Action:  Discussion

Item Facilitator:  Julie Winkelstein and Mary Gen Davies, Co-Chairs,

Vote: N/A 

Supporting Information:   http://connect.ala.org/node/231764

 

6. Feature Slide Samples (10 mins)

Action: Update & Discussion

Item Facilitator: David Isaak

Vote: Yes

Supporting Information: David Isaak worked with the ALA Design Office to design several re-usable feature slides for the GLBTRT home page. These designs can be found here: http://connect.ala.org/node/232031

 

7. Potential Diversity Council/COD Merge (5 mins)

Action: Update & Discussion

Item Facilitator: Dale McNeill

Vote: Yes

Supporting Information: The Council on Diversity is suggesting that the Committee on Diversity be made up of representative members and disband the subcommittee.  This would ensure that all constituent groups are able to have a voice in COD meetings and deliberations. In addition, the work that could be done by Diversity Council is very similar to the work of COD.

COD discussed the matter at their last meeting and is open to the idea but would like to ensure that all member groups are aware of the proposal and support the idea before moving forward with disbanding Diversity Council and incorporating members into the COD structure as this requires a proposal to the Committee on Organization to change the composition and members of the Committee on Diversity.

 

8. Midwinter News You Can Use: Blood Drive at MW/GLBTRT Educational Program (10 mins)

Action: Information

Item Facilitator: Peter Coyl

Vote: N/A

Supporting Information:  GLBTRT will be hosting a panel at the 2015 Midwinter Meeting entitled "Blood Donation: Facts, Fear and Discrimination" as part of the News You Can Use series. This session will discuss the FDA policy that prohibits gay and bisexual men from donating blood and potential changes to this policy.  This will serve as an educational opportunity for ALA members who are hosting blood drives throughout the country at their various libraries to educate them on the FDA policy. 

The program will be held at 8:30am, Sunday, February 1st. Speakers confirmed this far are:  Magda Houlberg, MD
Chief Clinical Officer, Howard Brown Health Center, Chicago IL..  John Mack Freeman will be the moderator.  Librarians Build Community will help promote the program at the Blood drive tentatively planned for Saturday on the Exhibit Floor. 

See:  http://www.glbtrt.ala.org/news/archives/1478

 

9.  ALA Annual 2015 45th Anniversary Celebration Brainstorm (5 mins)

Action: Information

Item Facilitator: All

Vote: N/A

Supporting Information: This discussion was moved from the November 2014 agenda due to time constraints.

 

10.   Social at Midwinter Chicago 2015 (10 minutes)

Action:  Discussion

Item Facilitator:  Roland Hansen

Vote:

Supporting Information:  This discussion is a continuation of the November 2014 meeting. 

 

11. SF Pre-Conference Update   (5 minutes)

Action: Update & Discussion

Item Facilitator: Shawn Vaillancourt and Carrie Moran

Vote: n/a

Supporting Information: To follow

 

12. Announcements

Action: Update & Discussion

Item Facilitator: Any

Vote: n/a

 

13. Adjournment

Action: The meeting will be adjourned.

Item Facilitator: Ann Symons

Vote: n/a

More...

Online Doc GLBTRT Feature Slides Sample

by Melody Townley on Wed, Dec 17, 2014 at 07:12 am

Please see the attached document to view samples of our new GLBTRT Feature Slides.

Online Doc GLBTRT Fundraising Letter

by Melody Townley on Wed, Dec 10, 2014 at 08:06 pm

Thank you for your continued support of ALA’s Gay, Lesbian, Bisexual, and Transgender Round Table (GLBTRT)! Your membership has played a vital role in supporting the Round Table’s mission; serving the information needs of the GLBTQ professional library community, and the GLBTQ information and access needs of individuals at large.

 

Thank you for your continued support of ALA’s Gay, Lesbian, Bisexual, and Transgender Round Table (GLBTRT)! Your membership has played a vital role in supporting the Round Table’s mission; serving the information needs of the GLBTQ professional library community, and the GLBTQ information and access needs of individuals at large.

 

Once again, members of the GLBTRT and the Social Responsibilities Round Table created a stellar Rainbow Book List, recommending GLBTQ fiction and nonfiction titles for young readers from birth through age 18. As you all know, having this resource available to librarians and the public can make a huge difference in a young person’s life, giving them books with characters they can identify with.

 

Your donations have also allowed for another successful year of the Stonewall Book Awards. Since 1971 the awards have been presented to authors who have excelled in writing GLBTQ books for adults, children, and teens. Last year the GLBTRT awarded five authors with $1,000 to recognize their works.

 

This year the GLBTRT will sponsor its first Emerging Leader using the donations you’ve provided. The Emerging Leaders program “is a leadership development program which enables newer library workers from across the country to participate in problem-solving work groups, network with peers, gain an inside look into ALA structure, and have an opportunity to serve the profession in a leadership capacity.” I was an Emerging Leader in the class of 2014 and it was a life changing experience. It’s given me the opportunity to become involved with the GLBTRT and make new connections which are helping me serve my library community.

 

In order to continue providing these stellar services to our GLBTQ community we need to raise more money. We would like to raise $1,500 to support next year’s Emerging Leader, continue to accumulate funds for the Stonewall Book Awards, and get seed money to start small grant awards to libraries presenting GLBTQ projects at their locations. I’d like to challenge all the members of the GLBTRT to raise at least $5,000 over the next year! So, how can you help continue the services that the GLBTRT provides and expand upon them in the future?

 

  1. Cut a check. Make a tax deductible donation to ALA’s GLBTRT. This can be done via the ALA website at http://www.ala.org/glbtrt/fundraising You can select your donation to be given directly to the Stonewall Book Awards, Emerging Leaders, or the General Fund.
  2. Add the GLBTRT to your will/estate as a planned gift. It’s never too early to start thinking about what will happen to our estates when we pass away. Learn more about planned giving http://www.ala.org/offices/dev/plannedgiving/pg-basics
  3. Throw a fundraiser party. Invite friends and co-workers to a fundraiser party at a local pub or diner. Turn your social networking into a celebration of GLBTQ literature with book readings or watch one of your favorite GLBTQ movies together. Ask attendees to pitch in a couple of dollars to help the round table. Take it to another level by offering raffle tickets for handmade gifts or invite people to create artwork that can be auctioned off at your event with proceeds going to support the GLBTRT.
  4. Have a bake sale. This is one that I’m personally taking up as I’m an avid baker. Whip up brownies and cookies and sell them off to friends, family, and coworkers. Collect the money and donate the funds to the round table for the Emerging Leaders, Stonewall Book Awards, or General Fund.
  5. Write letters to people in the community who you think might be interested in supporting the round table. Hand written letters to community leaders or local businesses asking for their support can often go a long way. Make sure to let them know that their donation is tax deductible and ALA will send a thank you letter with tax information to them.
  6. Renew your GLBTRT membership. Your membership dues help make all of these programs happen.

 

There are lots of ways that you can help raise funds for and support the GLBTRT besides just opening up your own pocket book! Even something as simple as posting this link (http://www.ala.org/glbtrt/fundraising) on your favorite social media page can make people aware of the round table. Encourage your library peers to become members and/or donate. Every penny makes a difference!

 

Thank you,

 

Erin Berman

GLBTRT Fundraising Chair

More...

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)