President Elect Laura I. called the meeting to order at 4:06 PM.
Motion to approve the agenda was brought forward by Karen K. and seconded by Jane C. Motion carried.
1. President Elect’s comments
2. Approval of Minutes
3. Committee reports and Action Items
a. Programs – Laura Ikens: --Programs, Meeting Arrangements, Book Club, SLA Cares, Professional Development
Laura I. Reported that no speaker has yet been arranged for the joint SLA / CALL meeting on January 18 as a breakfast meeting. Laura welcomes all ideas and suggestions. Maureen M. suggested project management as a topic, and will forward a speaker suggestion to Laura I.
The Holiday Party is scheduled for December 5 at the Union League Club. Champagne cocktails and a buffet will be served. No auction is scheduled.
Action item: Laura I. will coordinate meeting planning summit with Katrina P. (from 10/22)
Action item: Katrina P. will send a message to the listserv re volunteers for programming. (from 10/22)
b. Chapter Infrastructure – Susan Chenoweth: Archives, Awards, Nominating
Susan C. reported on her conversation with Lori Volp regarding the archives. Materials are in one (1) 4-drawer lateral file cabinet and two (2) 4-drawer vertical cabinets. The file cabinets do not belong to SLA.
During Susan and Lori’s conversation, Lori pointed out that the MLS office at 400 N. Michigan Ave. is only staffed during events, and thus the concern surfaced – assuring that the archives remain accessible during evening and weekend hours, times most likely individuals will work on the archives. As a result, it was proposed that the availability of space at a university in the Loop be investigated. It was suggested that the Society of American Archivists (SAA) and/or the Chicago Area Archivists (CAA) might have ideas. The Board also discussed whether this could serve as a project for an archives student at the University of Illinois.
Action item: Susan C. will do some fact finding with Loop university libraries and the SAA and CAA.
Action item: Susan C. will check with the University of Illinois library program and determine if this can serve as an archives class project.
Action item: Susan C. will confirm with the Awards Committee that awards are finalized for the Holiday Party.
c. Finance – Karen Krupka – Treasurer’s Report
Karen K. reported that the pins and ribbons discussed at previous Board meetings have been ordered (500 ribbons, 250 pins); ribbons should arrive within the next week to 10 days, the pins probably will not be received until late December / early January 2008. It’s anticipated that the expense will be reflected in the December Treasurer’s report.
A discussion followed regarding the amount of cash in the Chapter checking account – $53,753 – and a motion was made by Jane C., seconded by Susan C. to move approximately $30,000 into the Pooled Fund Market account managed by Headquarters.
Action item: Karen K. will investigate the process to move monies to the Pooled Fund Market account from the Chapter checking account.
d. Internal Communications – Bonnie Tilton Sebby – Discussion List, Informant, Internet/Homepage, KM
Committee report tabled until the December Board meeting agenda.
Action item: Katrina P. will ask Michelle Mayes to look at other chapter websites to see what formats they are using. (from 10/22)
Action item: Bonnie S. will follow up concerning Board Minutes posting to the Chapter website. (from 9/26)
e. Membership & Vendor Relations – Jane Candela: Membership, Vendor Relations
Jane C. provided a paper copy of the Vendor Relations year end report to Laura I, which included 2008 budget numbers.
Action item: Jane C. will forward the Vendor Relations year-end report to all Board members electronically.
Action item: Jane C. will contact Membership Committee chair for year end report and 2008 budget numbers.
f. Outreach & Promotion –Nancy Smith: Diversity, Public Relations, Student Outreach
Committee report tabled until the December Board meeting agenda.
Action item: Nancy S. will forward the e-link to the 5 Year Plan to Bonnie S. They will begin considering strategies to develop a grant proposal for submission early 2008. (from 9/26)
g. Planning & Special Projects – Laura Ikens: Strategic Planning
Committee report forwarded to the December Board meeting agenda.
Action item: Laura I. will post the strategic plan to the listserv and website. (from 10/22)
Action item: Laura I. will review the objectives on the Chapter website. (from 10/22)
h. Government Relations – Ramona Howerton
No activity to report.
Action item: Karen K. will talk to Bonnie S. regarding the SLA Fellows Mentoring Program, specifically about Tom Rink’s willingness to be a Mentor. (from 10/22)
4. Old Business
a. Discussion List Policies
Action item: Bonnie S. will forward the policy draft to the Board; the Board will approve it ASAP, and request that Discussion List Moderator Maria Arcos split the lists. (from 9/26)
b. Board Expansion
The Board unanimously voted to approve the Board expansion as proposed (copy attached). Further discussion is necessary to identify the appropriate selection procedure.
c. Sponsorship levels
A motion was made, seconded and carried to accept the suggested changes to Recommended Practices, Appendix 4a, Levels of Partnership.
Action item: Laura I. to determine procedure to amend Recommended Practices.
d. Projector
Action item: Katrina P. will investigate pricing and features of projectors. (from 10/22)
5. New business
a. Volunteers and committee assignments
Action item: Jane C. will begin an email discussion to assign volunteers to appropriate committees.
b. Volunteer recognition at Holiday Party
The Board discussed final details for volunteer recognition.
Action item: Laura I. will work with all Board members to assure the volunteer recognition list is as complete as possible.
c. 2008 Budget
Action item: All Board members will get 2008 budget projections from their respective Committee heads and forward to Karen K. prior to the next Board meeting (Dec. 17).
d. COP Facilitator transition
It was decided that the COP Facilitator will become a permanent responsibility of the Secretary position.
Action item: Jane C. will arrange time before the end of the year with Bonnie S. to effect a smooth transition.
e. Leadership Summit Stipend
Action item: Karen K. will send a reminder to the listserv regarding final date for submissions.
6. The next Board Meeting is scheduled for Monday, December 17, 2007 from 4:00-6:00 p.m., location to be determined.
7. Meeting Pulse: 4.68
8. The President Elect called for a motion to adjourn; so moved and seconded.
9. The meeting adjourned at approximately 5:45 p.m.
Addendum
To: SLA Board Members (President Ramona Howerton, Secretary Bonnie Tilton-Sebby, Treasurer Karen Krupka, Past President Susan Chenoweth, Director Jane Candela and Director Nancy Smith)
From: Laura Ikens (President Elect)
Date: November 26, 2007
Re: Expansion of Executive Board
I am hereby proposing expansion of the SLA Illinois Board by one member, to be designated as Director. This Board member will be responsible for co-chairing the meeting planning committee and will also take on special projects as designated by the board members.
Justification: All Board members have expressed that Board business can take an inordinate amount of time. As volunteers, we are a dedicated group, but have limited time due to professional and personal commitments and responsibilities. An added Board member would be able to assist in meeting planning, one of the most labor-intensive tasks, and also take on special projects as necessary.
Documentation: The Illinois Chapter Governing Document, approved on January 21, 2004, under the Executive Board section states:
The Executive Board (“Board”) with a minimum of four members shall have the authority and responsibility to manage the Chapter’s property and to regulate and govern its affairs.
The Document further states:
The Chapter may elect additional officers as specified by the Chapter Recommended Practices, and the needs of the Chapter.
The Chapter Recommended Practices only specify the makeup of the current Board, but do not make any recommendations or restrictions on Board expansion. Since there is nothing in our Recommended Practices prohibiting Board expansion and our Illinois Chapter Governing Document allows expansion of the Board based on “the needs of the Chapter,” I recommend that we expand our Executive Board by one member, a Director. This item has been placed on the Old Business portion of our meeting agenda for November 26, 2007 and shall be brought to a vote.
