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 Agenda Item Parking Lot

by David Vess on Tue, Apr 15, 2014 at 06:12 am

What is this?

Below are future board meeting agenda items.  If no one takes up an agenda item, it will be dropped from the list in about a month.

How do you get an item on the board agenda?

Draft idea on getting items to the agenda:

What is this?

Below are future board meeting agenda items.  If no one takes up an agenda item, it will be dropped from the list in about a month.

How do you get an item on the board agenda?

Draft idea on getting items to the agenda:

Any round table member may bring meeting items to the board.  Board members may 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 

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.

Each agenda item should include the following:

    • 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
      • will voting be required?
    • estimate amount of time needed on agenda
    • supply related documents or links to them

Note on agenda items: Since we only have an hour, we ask that you think about if we must have reports, updates, etc. during meeting time. We can always use the board email list for things like this where reports may be sent as attachments to all members.

Agenda Items List

Table of contents:

  1. Amendments to the GLBTRT Leadership Responsibilities Document (10 mins)
  2. Board Mailing -- Fundraising Mailing Costs (15 mins)
  3. Board Members on Committees (20 mins)
  4. Charge for Fundraising Committee (15 mins)
  5. Committee Member and Chair Guidelines (20 mins)
  6. Gender Neutral Restrooms at ALA Annual and Midwinter Meetings (15 mins)
  7. GLBTRT Board Meeting Norms Proposal (15 mins)
  8. GLBTRT Project Proposal Form – Proposal (15 mins)
  9. Web Site Updates & Marketing Proposal (15 mins)

1. Amendments to the GLBTRT Leadership Responsibilities Document (10 mins)

Action: Adopt amendments to the GLBTRT Leadership Responsibilities Document as posed in the below linked document called, "PDF Version of Initial Amendments - Shows Amendments."

    • Initial amendments to the document are linked below.
    • Posed amendments will be added to the document as they are shared.
    • Amendments can be posed by board members or GLBTRT members.
    • Amendments must be posed on the GLBTRT Board email list or via the board contact form.
    • Please pose amendments in one of two ways:
      • in a word document with Track Changes turned on; or
      • in an email message with line number information.

      Item Facilitator: David Vess

      Vote: At April May 9th Board Meeting

      Supporting Information:  The language in this document has a few spelling errors and some outdated language.  Changes in the Initial Amendments document shows those posed amendments from Vess.  Also posed are some general reporting expectations for board members.  Vess will try to add amendments to this document as they are posted on the board email list and via the board contact form.

       

      2. Board Mailing -- Fundraising Mailing Costs (15 mins)

      Action: Motion for the GLBTRT Board to approve payment for printed fundraising letter mailing expenses.
      Item Facilitator: Dale McNeil
      Vote: Yes
      Supporting Information:

      Cost Estimates from Kim Olsen-Clark, ALA Director of Development:

      Stock paper/Printing

      Letter, outer envelope, pledge form, giveALA instructions, return envelope

      $380

      Stamps

      .48 each

      $420

      Stuffing

      Outsourced (includes shipping costs of getting the materials up there and back-roughly 9 hours to stuff four inserts)

      $325

      Estimate total

       

      $1,125

      Message from Dale about this issue:

      ---------- Forwarded message ----------
      From: Dale McNeill (library)
      Date: Wed, Apr 2, 2014 at 12:02 PM
      Subject: [glbtrt-board] Fwd: Cost to GLBTRT
      To: ""

      Hello all--

      As you may know, there has been discussion of a sending a print appeal to members of the Round Table for the endowment (long term investment fund) that's restricted to the book awards. The cost for ALA to do this is below.

      It's been several years (at least 4) since we did a print letter appeal (I did that one myself, that is, Queens Library sponsored the printing, I donated the postage, and I stuffed the letters with a group of friends).

      It's a lot of work.

      Unless someone's library would be willing to pay for this, I'd like to put it on the agenda for our next meeting.

      We have funds to cover the expense. If our conference expenses are relatively low, we will end the year in the black. And we do have reserves. I think it's very important that we do the mailing, but I can't personally do it this year.

      Best, Dale

      3. Board Members on GLBTRT Committees (20 mins)

      Action: Motion that the GLBRT Executive Board codify practice into policy that GLBTRT Board Members may not simultaneously serve on the Board and on a committee except in their Board role as liaison.  Any current board member who is a member of a committee will be asked resign as of MW 2014.

      Item Facilitator: Ann Symons

      Vote: Yes

      Supporting Information:

      Background:  It is ALA practice, both within ALA and its Divisions, that Executive Board Members are not members of Committees of the same unit.  It is also the practice that a board member who is a member of a committee resigns from the committee upon service on the Board. 

      Rationale:  Conflict of Interest, necessity to be involved with the board, provide leadership on the board, use liaison responsibilities to learn more about the RT structure and engage with members; take time to envision what you want the RT to be and propose ways to improve.

      The GLBTRT Leadership Responsibilities Document States:

      Executive Board: 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.
      From: http://connect.ala.org/node/161432

      The charge of the board is as follows:

      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.

      From: http://www.ala.org/glbtrt/about/glb-ec

       

      4. Charge for Fundraising Committee (15 mins)

      NB: Need amended draft charge from Larry.  Larry, the language you and Joel posed at 2013 Annual didn’t pass for a lack of mention of planned giving.  I found that in our notes.

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

      Item Facilitator: Larry Romans

      Vote: Yes

      Supporting Information: The draft charge for this committee was not adopted at the board meeting at 2013 Annual Conference.

       

      5. Committee Member and Chair Guidelines (30 mins)

      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

       

      6. Gender Neutral Restrooms at ALA Annual and Midwinter Meetings (15 mins)

      Action: Discuss the following:  

      1) the idea of requesting ALA conference services that ALA establish gender neutral restrooms at annual conferences and midwinter meetings -- in conference centers and headquarter hotels

      2) the idea of GLBTRT creating a spot where there is a sign, small stickers, and some pens available for people who want to indicate their Preferred Gender Pronoun (PGP) on their conference badge.

      Item Facilitator: Julie Winkelstein

      Vote: Yes

      Supporting Information:

      Julie Winkelstein's write up in the SRRT Newsletter about gender neutral bathrooms http://www.libr.org/srrt/news/srrt186.php#11

      Creating Change Document Examples:

      1. Talking Points for Briefing Hotel Management Staff on Trans Attendees [Word doc]

      2. Transgender/Gender Non-Conforming Etiquette and Inclusion [Word doc]

      3. Preferred Pronoun Sticker Station Signage [Word doc]

       

      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]

       

      8. GLBTRT Project Proposal Form -- Proposal (15 mins)

      Action: Motion to adopt the draft project proposal form and add to website web forms along with the board contact form: http://www.ala.org/glbtrt/about/contact

      Item Facilitator: David Vess

      Vote: Yes

      Supporting Informationhttp://connect.ala.org/node/114947

       

      9. 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.

      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.

       

      More...

      File Transgender-Gender-Non-Conforming-Etiquette-and-Inclusion

      by David Vess on Tue, Apr 15, 2014 at 06:08 am

      DOC File, 25.5 KB

      File Talking-Points-for-Briefing-Hotel-Management

      by David Vess on Tue, Apr 15, 2014 at 06:07 am

      DOC File, 25 KB

      File Preferred-Pronoun-Sticker-Station-Signage

      by David Vess on Tue, Apr 15, 2014 at 06:07 am

      DOCX File, 69.34 KB

      Online Doc DRAFT 2014-03 GLBTRT Executive Board Meeting Agenda & Notes

      by David Vess on Mon, Apr 7, 2014 at 09:27 am

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

      Friday, 14 March 2014, 10-11a.m. central time
      Location: Conference Call

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

      Friday, 14 March 2014, 10-11a.m. central time
      Location: Conference Call

      • Dial - (605) 475-4700
      • Enter Access Code - 974507#

      Attendees: R. Hansen, D. Vess, P. Hepburn, A. Symons, F. Cervone, L. Romans, A. Johnson.
      Guests: R. Ridinger, K. Schneider.

      Agenda

      1. Call to Order (Roland)

      The meeting was called to order at 10:01 CDT. 

      2. Introductions (Roland)

      3. Approval of Agenda (Discussion, Vote) (Roland)

      Call for amendments to agenda; none offered, agenda approved as distributed.

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

      Action: Approve February meeting minutes

      Item Facilitator: Andrew Johnson

      Vote: Yes

      Background Information:

      Minutes:  The minutes of the Feb. board meeting were incorrect. In paragraph 4 there is a repetition of “was made” that needs to be deleted. In addition add “except for Peter Coyl and Amanda Clay” after members remain on committee. Minutes approved as amended.

      5. Book List Committee Language (15 mins) 

      Action: Discussion about the use of the word nominations by round table committees in our web presence. 

      Item Facilitator: David Vess

      Vote: No

      Supporting Information:
      The term nomination is often used to describe books under consideration for the OTR and Rainbow book lists.  I’ve seen this term misunderstood in social media by authors and readers.  The term is closely associated with elections and awards.  People interpret the use of the term to mean OTR and Rainbow committees are book awards.  The Stonewall committee removed the term from their nomination form a few years ago, preferring to name it a suggestion form.  I recall that Stonewall members at that time preferred to not use the term at all but I cannot recall the specifics.  I can look into this further if the board wishes.  I think we should ask the committees to refrain from using the term nomination and adopt other consistent language to note the books they are considering for their final bibliographies.

      Related To GLBTRT Communications:
      While I was web committee chair, I made an attempt to centralize contact information for all GLBTRT groups. I also launched contact forms for all groups, including the board: http://www.ala.org/glbtrt/about/contact

      Minutes: The next item was a discussion of the language used by the book list committees: Over the Rainbow and the Rainbow Books.  Use of the word nomination leads many to believe the lists are awards. This change was moved, seconded and passed. 

      6. GLBTRT Membership Promotion Committee Contact Letters (10 mins)

      Action: Review these significant contact letters and make suggestions.

      Item Facilitator: Larry Romans

      Vote: No

      Supporting Information:  These letters are used by the GLBTRT Membership Promotion Committee to communicate with new and returning members as well as say goodbye to those who didn't renew their membership.

      Minutes: The next item was the membership promotion contact letters. Romans spoke about the process. The committee sends out four different letters; examples of the letters were sent to the Executive Board members prior to this meeting. The buddy program needs to be pushed by a Membership Committee member. There was also a discussion of the need to have a person at the booth in the exhibits. Thanks were expressed to Romans for keeping the Membership Committee going.

      7. Amendments to the GLBTRT Leadership Responsibilities Document (10 mins)

      Action: Discuss the posed amendment process for the document:

        1. Discuss this process at March 14 board meeting.
        2. Open document to amendments between the board meetings of 14 March and 11 April.
        3. Vote on posed amendments at 11 April meeting.
        4. Amendments must be posed on the GLBTRT Board email list in one of two ways:
          1. in a word document with Track Changes turned on; or
          2. in an email message with line number information.

      Item Facilitator: David Vess

      Vote: At April Board Meeting

      Supporting Information:  The language in this document has a few spelling errors and some updated language.  There's a section in it that talks about the first year of the board, provisioning a mix of two year and single year terms.  Also added are some general reporting expectations for board members.

      Minutes: Vess next spoke about amendments to the GLBTRT Exec. Board Leadership Responsibilities Document.  He posed a one-month long amendment process described above that will conclude with the board voting on the amendments at the April meeting.  The board accepted the proposal.  Vess noted he created an informal procedures manual over the last 4 years based on input from many people.  He suggested it could be used to start a procedures manual the board will need to work on and adopt.  He will bring it to a future board meeting.

      8. Announcements

      Minutes:

      An announcement was made that a conversation has begun in Council to move the proposed 2016 conference away from Orlando, FL. 

      Symons stated that there were no volunteers for the Finance Committee and only one for the Bylaws committee. 

      There was a discussion of a new letter on matching funds to support the endowment for the Stonewall Awards. There is a question of who will pay for this mailing. We need the cost of the mailing from the treasurer.

      9. Adjournment

      Minutes: Meeting was adjourned at 9:56 A.M. CDT

      More...

      Online Doc 2014 Midwinter Meeting Executive Board Agenda and Notes

      by David Vess on Tue, Mar 25, 2014 at 12:15 pm

      NB: This document hold meeting notes with each agenda item.  Items not addressed in the meeting are marked as such in there headings with the phrase (Not Covered in Meeting).  These items are already on our parking lot list.

      This document also contains all 2014 Midwinter reports from committee chairs and representatives at this time.  More may be added later.

      Saturday, January 25, 2014 - 8:30am to 11:30am
      Room 310, Marriott 1201 Market Street

      NB: This document hold meeting notes with each agenda item.  Items not addressed in the meeting are marked as such in there headings with the phrase (Not Covered in Meeting).  These items are already on our parking lot list.

      This document also contains all 2014 Midwinter reports from committee chairs and representatives at this time.  More may be added later.

      Saturday, January 25, 2014 - 8:30am to 11:30am
      Room 310, Marriott 1201 Market Street

      1. Call to Order (Roland)

      2. Introductions (Roland)

      3. Agenda Approval (Roland)

      4. Approval of Past Meeting Notes (Andrew) (5 mins)

      Action: Review meeting notes before the meeting, come with corrections.
      NB: You can also share amendments on the board email list before the meeting.
      Vote: Yes
      Supporting Information:

      Minutes: Small amendments were made to the above minutes and they were approved.

       

      5. Report & Discussion Time with GLBTRT Councilor (Peter Hepburn) (15 mins)

      Minutes: P. Hepburn gave a report on Council activities. There are two main resolutions to be voted on. One has to do with Edward Snowden and whistle-blowers. The other has to do with Federal depository libraries. There was some discussion among board members about the whistle-blower resolution. It was felt that that ALA should reject the resolution to support whistle-blowers.  Hepburn announced that he has been asked to run for a position on the ALA Executive Board. 

       

      6. Sara Kelly Johns, ALA Exec Board Liaison (Roland) 9:00 am  (10 mins)

      Minutes: The current membership of the organization stands at 57,000. The attendance at this conference is about 5,000 ALA members. Total registration for the conference is 12,000. There has been a major realignment of positions within ALA. The ALA budget is just about back in balance so that a 2% raise for all staff employees has been granted. 

       

      7. Sari Feldman, ALA Presidential Candidate (Roland) 9:30 am (5 mins)

       

      8. Changes to Stonewall Book Award Committee Voting Procedures (10 mins)

      Action: Motion to adopt proposed changes to the rules on how the SBAC votes
      Item Facilitator: Peter Coyl
      Vote
      Supporting Informationhttp://connect.ala.org/node/217032

      Minutes: The next item of business was the proposed changed to the voting procedures for the Stonewall Book Awards Committee. P. Coyl spoke about the proposed changes.  Basically the changes, if approved, would mean that the books with the most votes would be the ones that would advance in the award process.  A motion was made (Hepburn) and seconded (Symons) to accept the proposed changes. The motion was approved. 

       

      9. Stonewall Book Award Committee Structure Proposals (30 mins)

      Action 1: Discussion about the Ad hoc Committee on the Organization of the Stonewall Book Awards Committee.
      Action 2: Motion to adopt the implementation plan posed by Peter Coyl and Ann Symons.
      Item Facilitator: Roland Hansen
      Vote: Yes
      Supporting Information:

      Minutes: The next item of business was the report of the Ad Hoc Committee on Organization of the Stonewall Book Awards Committee, which has been submitted.  An implementation plan was submitted by P. Coyl and A. Symons. The proposal would establish two committees, one for adult books and one for youth.  Discussion followed.

      There was a break in the meeting as Sara Johns was introduced to make a presentation on the activities of the ALA Executive Board. (Item 6)

      Discussion resumed on the SBAC committee structure. Should there be two or three committees is the main question.  Romans stated he felt that two committees were sufficient but that we should revisit the question is a couple of years to see how that plan is working.

      There was another pause in the meeting for presentations by the two people running for the office of ALA Vice-President/President-elect.

      Discussion of the committee structure resumed. The type of committee needs to be decided. Will these be standing committees or ad hoc ones?  What size should they be?  It was emphasized that all committee members must attend the mid-winter meeting.  It was moved, seconded and passed that both committees have 11 members.  The motion language:

      Motion to have 11 members on the SBAC committees

      Discussion continued. It was pointed out that there might be as many as 44 members working at the same time. It was moved that after a transition period to the new structure that the current model would be followed. There would be two-year staggered appointments. The round table chair would appoint the Stonewall chair. There would also be staggered terms for the chairs.  Passed.  A motion was made to split it into two sub-committees and to revisit this organization in two years to see if three sub-committees were needed.  This motion was passed also. 

      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).
       

      10. Board Members on Committees (10 mins) (Not Covered in Meeting)

      Action: Motion that the GLBRT Executive Board codify practice into policy that GLBTRT Board Members may not simultaneously serve on the Board and on a committee except in their Board role as liaison.  Any current board member who is a member of a committee will be asked resign as of MW 2014.
      Item Facilitator: Ann Symons
      Vote: Yes
      Supporting Information:

      Background:  It is ALA practice, both within ALA and its Divisions, that Executive Board Members are not members of Committees of the same unit.  It is also the practice that a board member who is a member of a committee resigns from the committee upon service on the Board. 

      Rationale:  Conflict of Interest, necessity to be involved with the board, provide leadership on the board, use liaison responsibilities to learn more about the RT structure and engage with members; take time to envision what you want the RT to be and propose ways to improve.

      The GLBTRT Leadership Responsibilities Document States:

      Executive Board: 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.
      From: http://connect.ala.org/node/161432

      The charge of the board is as follows:

      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.

      From: http://www.ala.org/glbtrt/about/glb-ec

       

      11. Standing Committees (15 mins) (Not Covered in Meeting)

      Action: Motion to codify practice for standing committees in absence of clear language in the by-laws and notify committees formally that the roles of past-chair and chair-elect no longer exist. 
      Item Facilitator: Ann Symons
      Vote: Yes
      Supporting Information:

      The chair and chair-elect of GLBTRT both have appointing powers for committees depending on the year of the appointment. 

      In the transition from Steering Committee to Executive Board the Bylaws support the power of the chair to make appointments both for committees and for the chair.  In the absence of clear direction from the by-laws, ALA policy/practice regarding standing committees will be followed.   It is time to make sure that committee appointments are clear for the next chair-elect and leaders who follow him/her.   

      The words chair-elect, and past-chair have been deleted from almost all Committee descriptions and charges.   Beginning at the end of Annual 2014 there will be no designations of members as chair-elect or past chair and no positions on committees for these former roles.  As recently as early this month we have committees who still believe they are in charge of telling the chair and chair-elect who will be appointed for future years:  Hi!  I think we (as a committee) are ahead of schedule in regards to chairs and chair-elects, but I’m not sure. I step down after this Midwinter (2014 in Philly) and we have --- stepping up from chair-elect to chair through Midwinter 2015 (Chicago) and  ---stepping up as chair-elect for 2014-2015. She would be the chair from 2015 through Midwinter 2016 (Boston).

       

      12. Bylaws Amendment (5 Mins)

      Action: Motion to place the following bylaws amendment language on the 2014 ALA Election ballot regarding board quorum:  “A majority of the voting members shall constitute a quorum of the Executive Board.”
      Item Facilitator: Ann Symons
      Vote: Yes
      Background Information: Source of the change is the ALA Constitution, Section 4 of Article VII. Executive Board: http://www.ala.org/aboutala/governance/constitution/constitution

      Minutes: Next on the agenda was a bylaws amendment, which states that a majority of voting members would constitute a quorum of the Executive Board of the round table. It was passed.

       

      13. Charge for Fundraising Committee (15 mins)

      Action: Motion to adopt a charge for the GLBTRT Fundraising Committee
      Item Facilitator: Larry Romans
      Vote: Yes
      Supporting Information: The draft charge for this committee was not adopted at the board meeting at 2013 Annual Conference.  The charge language posed at that meeting is located here: http://connect.ala.org/node/208502    The meeting notes for 2013 Annual are located here: http://connect.ala.org/node/208501

      Minutes: Next up for discussion was the Fundraising Committee.  The original purpose of this committee was to raise funds for the Stonewall Book Awards endowment.  Robert Newlen, who works for the Library of Congress talked about what he does for fund-raising for that library. It was pointed out that there is a lot of support in the ALA Development Office for planned giving. 

       

      14. GLBTRT Book List Committee Language (15 Mins)

      Action: Discussion about the use of the word nominations by round table committees in our web presence.  (15 Mins)
      Item Facilitator: David Vess
      Vote: No
      Supporting Information:  The term nomination is often used to describe books under consideration for the OTR and Rainbow book lists.  I’ve seen this term misunderstood in social media by authors and readers.  The term is closely associated with elections and awards.  People interpret the use of the term to mean OTR and Rainbow committees are book awards.  The Stonewall committee removed the term from their nomination form a few years ago, preferring to name it a suggestion form.  I recall that Stonewall members at that time preferred to not use the term at all but cannot recall the specifics.  I can look into this further if the board wishes.  I think we should ask the committees to refrain from using the term nomination and adopt other consistent language to note the books they are considering for their final bibliographies. 

      Minutes: A motion was made to prohibit the use of the word nomination when talking about books being proposed for  notable book lists such as the Over the Rainbow Book List or the  Rainbow Book List. It was decided that the group would talk more about this at a future meeting.

       

      15. Web Site Updates Proposal (15 Mins) (Not Covered in Meeting)

      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.   (15 mins)
      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.  DV

      16. Announcements

      Minutes:

      The fundraising for supporting an emerging leader is close to its goal.

      Wick Thomas has been named as an emerging leader.

      There was discussion on the visibility of the Diversity Council which, it was pointed out, is separate from the Committee on Diversity.

       

      17. Adjournment

       

      18. Appendix: Reports from Committees and Representatives

      Reports will not be read at the meeting.  They are provided here as an index to those received.  Links to reports will be added as they are sent in.

      Committee chairs should place their reports in their ALA Connect committee spaces and email the link to the report on the board’s contact form.  Representatives should submit their reports via the board contact form.

      GLBTRT Committee Reports

      Note that all committees and their rosters can be located on the committees page of the GLBTRT website.

      GLBTRT Representative Reports

      Note that contact information to all GLBTRT representatives can be found on the GLBTRT Representative page.

      NB: representative reports are often best shared after MW Meetings and Annual Conferences.

      Representative and Liaison Reports:

       

        • Budget Analysis and Review Committee (BARC) (GLBTRT Treasurer, Ex-officio representative) : [awaiting report]

       

        • Diversity Council, a subcommittee of the Committee on Diversity: [awaiting report]

       

       

        • Intellectual Freedom Round Table (IFRT): [awaiting report]

       

        • Legislation Assembly (ALA Committee on Legislation): [awaiting report]

       

        • New Members Round Table (NMRT): [awaiting report]

       

        • Office for Literacy and Outreach Services Advisory Committee [awaiting report]

       

        • Round Table Coordinating Assembly (RTCA): [awaiting report]

       

        • Planning and Budget Assembly (GLBTRT Treasurer, Ex-officio representative)  [awaiting report]

       

       

      More...

      Online Doc 2014-02 GLBTRT Executive Board Meeting Agenda & Notes

      by David Vess on Wed, Mar 19, 2014 at 03:31 pm

      This document holds the meeting minutes along with the agenda.

      Friday, 14 February 2014 10-11a.m. central time
      Location: http://ala.adobeconnect.com/glbtrt (Login as a guest)
      Online Meetings Tip sheet for GLBTRT: http://connect.ala.org/node/205148

      This document holds the meeting minutes along with the agenda.

      Friday, 14 February 2014 10-11a.m. central time
      Location: http://ala.adobeconnect.com/glbtrt (Login as a guest)
      Online Meetings Tip sheet for GLBTRT: http://connect.ala.org/node/205148

      Attendees

      R. Hansen, Chair, D. Vess, Past-chair, A. Symons, chair-elect, J. Amundsen, staff liaison, L. Romans, P. Hepburn, L. Johnston, P. Coyl, F. Cervone, I. Abrams, A. Johnson, secretary

      Agenda

      1. Call to Order (David)

      2. Introductions (David)

      3. Approval of Agenda (Discussion, Vote) (David)

      4. Stonewall Book Award Committees Implementation Proposal (Roland & Ann)

      Action: Motion to adopt the plan posed by Rebecca Hunt, Ann Symons and Peter Coyl
      Facilitator: Ann Symons
      Vote: Yes
      Supporting Information: Attached SBAC Implementation Proposal 
      NB: Items 1, 2, 3, 5, 7, etc. mentioned below are from the SBAC Implementation Proposal"]

      The first order of business was a discussion of the Stonewall Book Awards Committee Implementation Proposal, which was proposed by A. Symons, P. Coyl and R. Hunt. A motion was made adopt the plan and discussion followed. The round table chair appoints the committee members, based upon the volunteer forms that have been submitted to the GLBTRT volunteer form. Hansen would like a more detailed form so that more information on a volunteer is available. The Stonewall Book Awards Committee chair would also be involved in the decision of who to appoint to the committee. Hansen said he would like to have something like a curriculum vitae available so that detailed information about a person’s qualifications to serve on the committee is available.  

      It was emphasized several times that this document is simply a bridge document to get us through the next year or so. More substantive changes can then be made based on the experience under this proposal. It was pointed out that staggered terms would simply involve too many people or at least more than we have volunteers for now.  

      A motion was made to adopt items 1, 2 and 3 from the proposal was made. Item 1 is a change from the present time for receipt/review of books from the present setup to a calendar year. Item 2 would keep the current committee through Midwinter, 2015. All current members whose terms expire in 2014 would be given the opportunity to remain on the committee through Midwinter 2015 if they so choose except Peter Coyl and Amanda Clay. Item 3 would keep the committee as one committee without dividing it into two.  The motion passed.

      A motion to adopt item 6 was made and passed that all committee members must attend Midwinter the year they choose the awards.

      A motion was made and passed to adopt item 7 stating that all committee members are encouraged to attend the Book Awards Brunch.  Committee chairs should plan on attending Annual and the Brunch following the Midwinter meeting at which the awards are announced.

      A motion to adopt Item 5, which deals with the appointment of an administrative assistant, was discussed. It has budgetary implications as it calls for paying for that person’s Midwinter Meeting registration and a complimentary ticket to the brunch. The position is a non-voting one. A motion was made and passed to adopt this item.

      P. Coyl questioned R. Hansen’s statement during the above discussions that we are in the red. He asked for clarification. Since the treasurer was not present, the situation could not be adequately addressed.

      5. Abandon Use of Adobe Connect for Conference Calling 

      Action: Motion to stop using Adobe Connect for board meetings and use conference call for monthly board meetings.  
      Facilitator: David Vess
      Vote: Yes
      Supporting Information: n/a

      Motion carried in favor of using conference calls for all future board meetings.

      5. Announcements

      None were made.

      6. Adjournment

      Meeting adjourned at 9 A.M. 

      More...

      File Membership-Cmte-Letter-RENEW

      by David Vess on Wed, Mar 12, 2014 at 07:52 am

      DOC File, 33 KB

      File Membership Cmte Letter NEW

      by David Vess on Wed, Mar 12, 2014 at 07:51 am

      DOC File, 34.5 KB

      File Membership Cmte Letter DROP

      by David Vess on Wed, Mar 12, 2014 at 07:51 am

      DOC File, 23 KB

      Pages

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

      The executive board will:

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

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

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

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