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

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

Office for Literacy and Outreach Services Report to Committees and Roundtables

2013 ALA Midwinter Meeting – Seattle 

Programs at Midwinter

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

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

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Online Doc Future Agenda Items List

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

What is this?

Below are future board meeting agenda items.

How do you get an item on the board agenda?

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

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

What is this?

Below are future board meeting agenda items.

How do you get an item on the board agenda?

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

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

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

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

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

Each agenda item should include the following:

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

 

Agenda Items List

Table of contents:

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

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

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

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

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

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

Vote: n/a

Supporting Information for Posed General Guidelines:  

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

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

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

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

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

 

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

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

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

Item Facilitator: David Vess

Vote: Yes

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

 

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

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

 

Item Facilitator: Round Table Chair

 

Vote: Yes

 

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

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

 

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

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

DOCX File, 14.21 KB

Online Doc 2016 January Executive Board Meeting Agenda

by Peter Coyl on Wed, Jan 6, 2016 at 03:29 pm

2016 January Executive Board Meeting Agenda

ALA Midwinter Meeting

Boston, MA

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

Boston Convention and Exhibition Center, Room 153C

 

 

1. Call to Order and Introductions

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

2016 January Executive Board Meeting Agenda

ALA Midwinter Meeting

Boston, MA

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

Boston Convention and Exhibition Center, Room 153C

 

 

1. Call to Order and Introductions

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

Item Facilitator: Peter Coyl

Vote: No

 

 

2. Approval of Agenda

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

Item Facilitator: Peter Coyl

Vote: No

 

 

3. Approval of Previous Board Meeting Minutes

Action: Approve minutes from November 2015 Executive Board meeting.

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: Minutes to be provided

 

 

4. ALA Elections

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

Item Facilitator: Peter Coyl

Vote: No

 

 

5. Treasurer’s Report and Budget

Action: Update from the Treasurer.

Item Facilitator: Liz DeCoster

Vote: Yes

Supporting Information: http://connect.ala.org/node/248839

 

 

6.  Proposal for GLBTRT Award for Political Activism

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

Item Facilitator: Peter Coyl

Vote: Yes

 

 

7. Bylaws changes proposal

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

Item Facilitator: Peter Coyl

Vote: Yes

Supporting Information: http://connect.ala.org/node/248837

 

 

8. Advocacy Committee Toolkit

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

Item Facilitator: Ann Symons

Vote: Yes

Supporting Information: http://connect.ala.org/node/248838

 

 

9. Announcements and other items

Action: Information

Item Facilitator: Peter Coyl

Vote: No

 

 

 

EXECUTIVE SESSION

The Board will enter Executive Session at approximately 10 am to consider the following items that require confidentiality

 

 

10. Rainbow Book List Committee

Action: The Board will discuss issues surrounding attendance of Committee members at ALA Midwinter.

Item Facilitator: Peter Coyl

Vote: Yes

 

 

11. Newlen-Symons Award for Excellence in Serving the GLBT Community

Action: The Board will review and deliberate on the nominations for the Newlen-Symons Award for Excellence in Serving the GLBT Community.

Item Facilitator: Peter Coyl

Vote: Yes

 

 

OPEN SESSION

The Board will return from Executive Session after the conclusion of these items.

 

 

12. Adjournment

Action: Information

Item Facilitator: Peter Coyl

Vote:  No

Supporting Information:  

 

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File GLBTRT_Budget--1-

by Peter Coyl on Tue, Jan 5, 2016 at 01:06 pm

XLSX File, 22.83 KB

File GLBTRT-Bylaws-proposed-revisions-MW-2016

by Peter Coyl on Tue, Jan 5, 2016 at 01:03 pm

DOCX File, 27.66 KB

File Open-to-All-Toolkit-DRAFT-Dec-30

by Peter Coyl on Tue, Jan 5, 2016 at 01:03 pm

DOCX File, 33.77 KB

Online Doc 2015 November Executive Board Meeting Agenda

by Melody Townley on Mon, Nov 23, 2015 at 01:03 pm

2015 November Executive Board Meeting Agenda

Tuesday, November 24, 2015, 6 pm CST

Location: Conference Call: 866-801-5789

Enter passcode: 78965432

 

1. Call to Order and Introductions

Action: Callers present should introduce themselves.

Item Facilitator: Peter Coyl

2015 November Executive Board Meeting Agenda

Tuesday, November 24, 2015, 6 pm CST

Location: Conference Call: 866-801-5789

Enter passcode: 78965432

 

1. Call to Order and Introductions

Action: Callers present should introduce themselves.

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: N/A

 

2. Approval of Agenda

Action: Approve agenda for the November 2015 Executive Board meeting.

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: http://connect.ala.org/node/247193

 

3. Approval of Previous Board Meeting Minutes

Action: Approve minutes from October 2015 Executive Board meeting.

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: http://connect.ala.org/node/246320 

 

4. Treasurer’s Report

Action: Update from the Treasurer.

Item Facilitator: Liz DeCoster

Vote: N/A

Supporting Information:

 

5.  Proposal for GLBTRT Award for Political Activism

Action: In previous meetings, the Board has discussed establishing this award.  A proposal for the award needs to be approved by the Board so it can be sent to the Awards Committee at ALA Midwinter Meeting.

Item Facilitator: Peter Coyl

Vote: Yes

Supporting Information: http://connect.ala.org/node/247189

 

6.  Approval of programs for ALA Annual 

Action: The Program Planning committee has sent proposals for the programs they want to offer at ALA Annual in Orlando.  The Board needs to discuss and approve these proposals so the program planning committee can move forward.

Item Facilitator: Peter Coyl

Vote: Yes.

Supporting Information: http://connect.ala.org/node/247192

 

7.  IFLA LGBTQ SIG Pre Conference

Action: The IFLA LGBTQ SIG contacted the GLBTRT and asked about sponsorship for an offsite preconference for the IFLA conference in 2016.  After obtaining information from them about the requirements (manly GLBTRT being the fiduciary responsible party) it was determined that it was not something we could do. 

Item Facilitator: Peter C.

Vote: No

Supporting Information:

 

8. Announcements:

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: 

 

9. Adjournment

Action: Information

Item Facilitator: Peter Coyl

Vote:  No

Supporting Information:  

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Online Doc GLBTRT Annual 2016 Programs Summary

by Melody Townley on Mon, Nov 23, 2015 at 09:01 am

Tentative Title: Queer Zines- Where We’ve Been, Where We Are, and Where We’re Going  or Queer Zines: Past, Present, and Future

Requesting Date and Time: Saturday, June 25, 2016, afternoon

Tentative Title: Queer Zines- Where We’ve Been, Where We Are, and Where We’re Going  or Queer Zines: Past, Present, and Future

Requesting Date and Time: Saturday, June 25, 2016, afternoon

Set-Up Required: auditorium style (rows of chairs), with two microphones on floor for questions during Q&A. Panel table at front with 4-5 chairs for panel and moderator, with microphones for each. Laptop with software for presentation materials, and projector and screen for presentations.

Speakers:  Milo Miller, co-founder of Queer Zine Archive Project.  Working on other speakers

 

Tentative Title: Reflecting Realities: Trangender Fiction for Today’s Tweens and Teens

Requesting Date and Time: Sunday, June 26, 2016; afternoon

Set-Up Required: auditorium style (rows of chairs), with two microphones on floor for questions during Q&A. Panel table at front with 4-5 chairs for panel and moderator, with microphones for each. Laptop with software for presentation materials, and projector and screen for presentations.

Speakers: Cory Silverberg is solidly on board, along with Seven Stories Press. Donna Gephart, author of the forthcoming MG book Lily and Dunkin (Delacorte), is tentatively on board. Brie Spangler, author of the forthcoming YA book Beast (trans retelling of Beauty and the Beast where both are trans) is super excited, and I’m waiting to hear back from her editor, who’s been tied up in conventions (Knopf). I’ve just heard back from a rep from Jeff Gavin, author of Symptoms of Being Human (YA, February 2016, Balzer& Bray/Harper Collins), so I’m seeing where that will go. Peter is reaching out to some trans librarians to see if they’d be willing to moderate.

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Online Doc The GLBTRT Award for Political Activism Proposal With New Edits

by Melody Townley on Mon, Nov 23, 2015 at 08:45 am

The GLBTRT Award for Political Activism

 

Overview

Awarded annually by the Gay, Lesbian, Bisexual and Transgender Round Table of the American Library Association

 

The GLBTRT Award for Political Activism

 

Overview

Awarded annually by the Gay, Lesbian, Bisexual and Transgender Round Table of the American Library Association

 

The purpose of the award is to honor an librarians, library related organizations (including libraries, library staff, library boards, library friends), and other individuals or groups individual, group of individuals or organization (public or private) that has demonstrated excellence in the area of GLBT activism. The award is designed for someone who is involved in efforts to promote GLBT issues, impedes the progress of anti-GLBT efforts, or raises awareness of GLBT matters locally, statewide, nationally or internationally.  The award recognizes the work of taking a clear stance on an issue, voicing an opinion and working to ensure that positive change happens for the GLBT community. The award may be given for a specific action, repeated actions (like a campaign), or a lifetime of work.  The award consists of a citation and $1,000.  The award will be presented at the beginning of the Stonewall Books Awards Program held on the Monday morning of the ALA Annual Conference.

 

This award will be presented to an individual, group, or organization that has demonstrated positive and lasting change for GLBT individuals.  Innovation, collaboration, risk-taking, and being a change-agent will all be taken into account as part of the criteria for the award.  The award will be given to a person, group, or organization that has invested time and talent to make positive changes for GLBT people.

 

The commitment to intellectual freedom, while important, should not be the hallmark of the submission or the reason for its award; other ALA awards for intellectual freedom are the appropriate avenue for recognition of these actions.

 

The award may be given to librarians, library related organizations (including libraries, library staff, library boards, library friends), and other individuals or groups meeting these criteria. The award may be given for a specific action, repeated actions (like a campaign), or a lifetime of work.

 

Nominees must show evidence of activism.

 

Examples may include:

  • Collaboration with other      GLBT, ally, or community groups.
  • Dedication to a GLBT cause      that can be demonstrated through specific actions taken in the awards      consideration period.
  • Work resulting in demonstrable      improvement in the area of GLBT issues, including but not limited to,      workplace discrimination, housing, healthcare, marriage, teen issues, gender      issues,  marriage equality, etc.
  • Communicating the need for      work in areas related to GLBT political activism and consistently voicing      positive change.
  • Role modeling future      change efforts.

 

Members of the current GLBTRT Award for Political Activism Jury, their family members and respective institutions are ineligible to receive the award, as are any donors to the award. GLBTRT Executive Board members are also ineligible.

 

One award will be given annually to one of the above eligible persons or groups.  If a suitable candidate is not found, the award will not be presented in a given year.

 

================================

 

 

Criteria

 

Criteria for award:

  • Candidate shows a      dedication to a GLBT cause that can be demonstrated through specific      actions taken in the awards consideration period.
  • Candidate’s work has led      to a demonstrable improvement in the area of GLBT issues, including but      not limited to, workplace discrimination, housing, healthcare, marriage,      teen issues, etc.
  • Candidate has been      effective at communicating the need for work in areas related to GLBT      political activism and has been a consistent voice for positive change.
  • Candidate is a role model      for future change efforts.

 

Only the materials submitted will be considered. They should represent a full portrait of the candidate’s accomplishments. Specific examples are useful as is supporting documentation. Jurors may bring to the attention of the jury personal knowledge, examples of social media, web information, or publications to share.

 

Eligibility

Members of the current GLBTRT Award for Political Activism Jury, their families or members of their households nor their respective institutions are ineligible to receive the Award. Further, donors to the awards are ineligible to receive the award to prevent the appearance of impropriety.  GLBTRT Executive Board members are also ineligible.  No self-nominations will be considered.

 

Number and Frequency of Award

One award will be given annually to an eligible candidate.  If a suitable candidate is not found, the award will not be presented in a given year.

 

Selection of Jury to Administer the Award

The award jury and jury C[RC1] hair will be chosen by the GLBTRT Chair, past Chair and Chair-elect.  The jury will consist of five members who must be members of the GLBTRT. An effort will be made to select GLBTRT members who work in a broad cross-section of library types.  Donors are not eligible to serve on the jury for their award.

 

Duties of Jury Chair

As the person responsible for overseeing the selection process for a specific award, the Jury Chair should become familiar with the general description, selection criteria, and previous recipients of the award. It is the duty of the Jury Chair to:

  1. Arrange for a conference      call or calls to select the recipient.       Schedule meetings as needed for the selection of an award      recipient. Deliberations are encouraged to be via telephone or other      real-time avenue in which all jury members are able to participate.  ALA Connect will be available to see the      nominations and to make comments to other jurors.
  2. Ensure that the jury      understands the criteria and selection process for the award.
  3. Publicize the award to      colleagues and notable candidates using as wide a variety of communication      mechanisms as useful. Coordinate social media and newsletter postings with      the News Committee.
  4. Encourage and submit      nominations considered worthy of the award.
  5. Manage the awards      distribution and deliberation process as needed.
  6. If applicant pool is      inadequate, review the jury's file for the previous year.
  7. Make the award selection      and forward appropriate documentation to the GLBTRT Chair and ALA staff      liaison.
  8. In concert with the GLBTRT      Chair, notify winners and their nominators as well as those that nominated      applicants who were not selected.

 

Duties of the Jury Members

  1. Jury members are      responsible for understanding the criteria for the award.
  2. Publicize the award to      colleagues and notable candidates using as wide a variety of communication      mechanisms as useful.
  3. Encourage and submit      nominations considered worthy of an award.
  4. If applicant pool is      inadequate, review the jury's file for the previous year.
  5. Manage the awards      distribution and deliberation process as needed.
  6. Meet the selection      deadline and select award winner.
  7. Participate in conference      calls and other meetings (virtual or in person) as scheduled by the Jury      Chair.

 

The jury is to complete its work by the close of ALA Midwinter Meeting and submit their selection to the Chair of the Round Table with a written statement in support of the selection.

 

Nominations

Nomination are due December 1st.  A letter of nomination is required along with supporting documentation and letters of support including statements of outstanding contributions. Submission must be online, using the GLBTRT Awards Online Application. 

 

Screening of Candidates and Recommendations

The GLBTRT Board and the Jury Chair will develop a rubric to be used as a guideline in the screening process and in determining the winner of the award.  Below is one sample and a link to another rubric which can be adapted to this award: http://www.utsa.edu/facultyawards/pdf/Service-Community-T-TT-Rubric.pdf[RC2] .

 

Sample award rubrics can be obtained from the ALA Awards Office.

 

Award Rubric 1-3 rating scale (3 highest rating)

 Candidate

 

 

 

Risk Taking (Was   the issue at hand contentious or the person facing serious repercussions by being involved?)

Body of Work

(Has the person or group being nominated been involved in one   cause or many?)

Working for Change (How   far reaching   an impact was the issue? Local, state or national?)

Inspiring Colleagues to Excel (Do   others look to this person/group as a leader on this issue?)

Quality of Application

(Is   the information complete? Are there multiple outside sources?)

Total

 Candidate 1

 

 

 

 

 

 

 Candidate 2

 

 

 

 

 

 

 Candidate 3

 

 

 

 

 

 

 

Instruction for the Jury:

When making their selection, the jury will consider the following items:

  1. Evidence of quality,      relevance and effectiveness of the programs or initiatives created by the      nominee, including length of time and their success.
  2. Evidence of leadership in      advocacy for the GLBT community.
  3. Evidence of appropriate      community partnerships or alliances or influence.
  4. Evidence of commitment to      professional contributions of the nominee as it relates to the Library      services to the GLBT community.

 

The GLBTRT Chair will notify the recipient of the award.  The jury is responsible for writing the press release and the citation to be submitted to the GLBTRT Chair and ALA liaison staff by the middle of February.

 

The Award will be presented each year at the beginning of the Stonewall Books Awards Program held on the Monday morning of the Annual Conference.

 

Donors

The donors for the first two to three times the award is given will be Robert R. Newlen and Ann K. Symons and the Estate of John W. Symons.  The GLBTRT is seeking a funder to take over the long-term funding of the award.  The GLBTRT Board may choose to fund this from the ongoing budget.  Cash and administrative expense funds will be given to the ALA Development Office each year by October 1st.  A plan will be put in place by October 1, 2017 for the long term viability of the award.

 

 

Budget

Year One:

  • $1,000 annually for award.
  • Certificate Cost: To be      determined.
  • The budget includes 20%      for overhead and administrative fees and citation.
  • Promotion:  The GLBTRT will work in concert with      their ALA staff liaison and PIO to announce the award and a call for      nominations to ALA membership.       Similar information will be submitted via social media as well as      through Unit and Chapter liaisons.

 

Year Two:

  • Same as year 1

 

Year Three:

  • Same as year 1

 

Promotional Plans

Promotion of the award will be coordinated between the Round Table including the GLBTRT Executive Board, the GLBTRT News Committee, the GLBTRT Web Committee, GLBTRT Social Media Coordinator, and the Office for Diversity, Literacy & Outreach Services, specifically the GLBTRT staff liaison.  A press release will be written each year to include all pertinent information and distributed via ALA lists, PIO and be sent to ALA Divisions, Council, ALA committees, and  Chapter Relations.  Space will be dedicated on the GLBTRT website for the award by the GLBTRT Web Committee and the GLBTRT News Committee in conjunction with the GLBTRT Advocacy Committee.  Use of targeted social media will be used as a promotional tool.  In addition, it will be the responsibility of the jury chair and jury to also publicize the award and request nominations.

 

Evaluation

The GLBTRT Board will evaluate the effectiveness of the award based on the number and quality of the applications. Additionally, the Board will consider feedback from the GLBTRT membership, from the persons who put forth applicants, from the winners, and from the organizations where the winners are employed.  Local publicity about the award will be included as well as comments from local users.   A rubric will be developed for the Board’s use in evaluating this award after years 1, 2 and 3.  At the end of year 3, a recommendation will be made to the Board to continue the award, change the parameters of the award, or to disband the award.


 [RC1]Until we get an answer on the style question, I just capitalized all uses of Chair.

 [RC2]I deleted the second URL because it continues to not work.

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Discussion 2015-10 Executive Board Meeting Agenda & Minutes

by David Isaak on Thu, Oct 29, 2015 at 10:47 am

2015 October Executive Board Meeting Agenda & Minutes

Tuesday, October 27, 2015, 6 p.m. CDT

2015 October Executive Board Meeting Agenda & Minutes

Tuesday, October 27, 2015, 6 p.m. CDT

Location: Conference Call: 866-801-5789

Enter passcode: 78965432

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

Attendees: P. Coyl, L. DeCoster, P. Hepburn, D. Isaak, L. Romans, D. Sica, and A. Symons

1. Call to Order and Introductions

Action: Callers present should introduce themselves.

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: N/A

Minutes: The meeting was called to order at 6:04 pm CDT.

 

2. Approval of Agenda

Action: Approve agenda for the October 2015 Executive Board meeting.

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: http://connect.ala.org/node/246268

Minutes: The agenda was amended to include an update on the RT election. The agenda was adopted as amended.

 

3. Approval of Previous Board Meeting Minutes

Action: Approve minutes from September 2015 Executive Board meeting.

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: http://connect.ala.org/node/245964

Minutes: The minutes were amended to say “No” instead of “N/A” when no vote was held on an agenda item (e.g., agenda items 1 and 2). Also, the minutes were amended for agenda items 7 and 8. For both, the vote status was changed from “N/A” to “Yes” as votes were held. The minutes were approved as amended. The Secretary will amend the September minutes and update the template for future minutes.

 

4. Treasurer’s Report

Action: Update from the Treasurer.

Item Facilitator: Liz DeCoster

Vote: No

Supporting Information: N/A

Minutes: The information in the Treasurer’s report was based on numbers at the close of FY2015. The donation from 3M totaled $2,250. In the end, we were not able to remove the cake charge from Annual. The closing net asset balance for FY2015 was $40,420 (up from FY2014’s closing balance of $24,680). There was discussion about 3M selling its library division to Bibliotheca. The Chair will invite Jeffery Roth, ALA Acting Director of Development, to the next Executive Board meeting to discuss approaching Bibliotheca about continuing to make the donation started by 3M. The final FY2015 numbers from John Amundsen will be sent out to the Executive Board mailing list. The Treasurer will present the FY2016 budget at the Executive Board meeting held before ALA Midwinter so that Board members have time to review the budget before voting to approve the budget at Midwinter.  

 

5. Additional Romans/Morgan Stonewall Funding

Action: Information

Item Facilitator: Larry Romans

Vote: Yes

Supporting Information: Restatement of the memo from Larry Romans and Mike Morgan after the discussion of the issue at the September Executive Board meeting:

Date: October 26, 2015

To: Peter Coyl, Chair, GLBTRT, and GLBTRT Executive Board

om: Larry Romans

Re: Stonewall Long Term Investment Fund

Mike and I are both delighted at the success of the Stonewall Children and Young Adult Literature Award and pleased to be able to have funded the Award with our contributions to sustain the award. We are also honored and grateful that the award was renamed the Stonewall Book Award--Mike Morgan and Larry Romans Children’s and Young Adult Literature Award in honor of our gift to the endowment. The feedback from librarians, both LGBT and straight, from naming the award after us has been tremendously positive. We are at a point where we are ready to make another contribution to ALA and GLBTRT for the award.

At the last Board conference call we talked about how trying to rate young adult books with children’s books was something like comparing apples and oranges. We also talked about how few quality LGBT children’s books are published.

After the discussion at the last Board conference call, we propose that the new contribution to the Stonewall endowment be used in the following way:

We give the subcommittee that chooses the Stonewall Book Award--Mike Morgan and Larry Romans Children’s and Young Adult Literature Award the option of choosing two winners, a young-adult book winner and a children’s book winner. We assume that a quality young adult book will be chosen every year, and that a children’s book will be chosen only in those years in which that is a children’s book of sufficient quality. The books selected would not be identified as young-adult or children’s; we simply would have either one or two winners, depending on the decision of committee.

Why not identify the winners as young adult or children’s book? Since 2012, when the award was renamed, except for the winner this year, no children’s book was considered good enough to be named an honor book, much less a winner. (Again, this may be a result of trying to compare apples and oranges.)  It would be awkward to have an award that would be awarded fewer years than it is not awarded. Our hope, of course, is that over time LGBT children’s-book publishing will improve so that there will be a children’s-book winner each year. We don’t foresee that as happening any time soon.

The number of honor books would be determined by the subcommittee.

Minutes: It was moved and seconded that the Round Table use the additional monetary contribution from Mike Morgan and Larry Romans to give the subcommittee that chooses the Stonewall Book Award--Mike Morgan and Larry Romans Children’s and Young Adult Literature Award the option of choosing two winners, a young-adult book winner and a children’s book winner, incorporating the suggestions in Larry's memo of October 26, 2015. The motion passed with all in favor and no opposed. There was discussion about how to define young-adult and children’s books with the suggestion of using the same age/grade cutoffs as ALSC and YALSA use for their book awards (Up to age 14 or 8th grade for children’s books / age 14-18 or grades 9-12th for young-adult books). The RT Chair will inform the chair of the Stonewall Book Awards Committee.

 

6. GLBTRT Award for Political Activism

Action: Discuss and make suggestions about this new award.

Item Facilitator: Peter Coyl

Vote: Yes

Supporting Information: http://connect.ala.org/node/246237

Minutes: It was moved and seconded that the Round Table: a) accept in concept a GLBTRT Award for Political Activism with the understanding that it is for librarians (and their partners), library staff,  library boards and library friend groups) b) accept the written description for the award with minor grammatical changes  and c) that the Executive Board send the description to the ALA Awards Committee at Midwinter for approval with a request to announce a winner in 2016 (in lieu of waiting the traditional 18 months). The motion passed with all in favor and no opposed. Executive Board members should send suggested changes to the award description to Ann Symons. As the Awards Committee meets at the same time as the RT Executive Board, the RT Chair will approach Robert Newlyn about representing GLBTRT in front of the Awards Committee.

 

7. PLA Social

Action: Discuss holding a GLBTRT Social at PLA.

Item Facilitator: Peter Coyl

Vote: No

Supporting Information:

Minutes: The GLBT group of the LIS program at Simmons College will help with set up for the GLBTRT social at PLA. The venue is the Community Church of Boston.

 

8. OIF Webinar

Action: Via email the Board voted to help sponsor a webinar with ALA’s OIF.

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: This was the initial email sent out: “Dear Board: ALA OIF is hosting a webinar in November called "Picture books and Challenges: Dealing with controversial topics in Children's collections". They have approached me as being part of the conversation and I have agreed.

 We'd like to make the webinar free to GLBTRT members. In order to do that we would need to help sponsor the webinar.  OIF is also going to ask one or two other relevant ALA units about sponsorship.  

 I am requesting GLBTRT help sponsor the webinar by providing $250 to ALA OIF (they are asking the same from the other units).  This would allow for free registration and recordings for members of GLBTRT.  We would also get billing as a sponsoring unit of the webinar.  Members of other units not sponsoring would pay $20.

 I am hoping the board can respond and let me know your approval (or disapproval) fairly soon so that we can begin promoting it to our members.”

This is the link to the webinar information: http://www.ala.org/advocacy/picturebookswebinar

Minutes: The Executive Board had previously voted unanimously over email to sponsor the webinar at a cost of $250. This will allow GLBTRT members to attend the webinar for free. Deb Sica will send a message to the RT mailing list promoting the event and the benefit of membership in the RT. The event is on November 18th and deadline for registration is November 7th

8.5 Election Update

Action: Information

Item Facilitator: Ann Symons

Vote: No

Supporting Information: N/A 

Minutes: All members of the Executive Board should reach out to potential candidates or pass along suggestions to Ann Symons. Positions to fill in the upcoming election include: chair, RT councilor, secretary, and three director-at-large positions.

 

9. Announcements:

Action: Information

Item Facilitator: Peter Coyl

Vote: No

Supporting Information: N/A

Minutes: Next Executive Board meeting will be on Tuesday November 24th at 6 p.m. CDT.

 

10. Adjournment

Action: Information

Item Facilitator: Peter Coyl

Vote:  No

Supporting Information: N/A  

Minutes: The meeting was adjourned at 7:00 p.m. CST.

 

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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:

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

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