Florida Library Association Executive Board. March 17, 2015 Meeting Minutes

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1 BOARD MEMBERS PRESENT: (VM=Voting Member) Florida Library Association Executive Board March 17, 2015 Meeting Minutes In Person at FLVC and Online Meeting Alford, Paul, Region 4 Director (VM) Brawer, Martina, Executive Director Coppola, Gene, Vice President/President Elect (VM) Doffek, Pamala, FSU Representative Hammill, Sarah, Treasurer (VM) Harduvel, Kiki, Board Intern Haywood, Anne, Secretary (VM) McCarthy, Linda, President (VM) Nuhn, Peggy, Region 3 Director (VM) Reed, Caroline, Region 2 Director (VM) Riggins, Jessie, Board Intern Roberts, Gladys, Past President (VM) Robinson, Debbie, Region 6 Director (VM) Santiago, Raymond, Region 1 Director (VM) Shader, Robin, ALA Councilor (VM) Yoon, Jung Won, USF Representative BOARD MEMBERS ABSENT: Morris, Patricia, Region 5 Director (VM) Johnson, Amy, Director, Division of Library & Information Services, Florida Department of State Storck, Bernadette, Parliamentarian GUESTS PRESENT: Graham, Marilyn, Planning Committee Chair Gray, Sharon, A Plan To Meet Elana Karshmer and Eric Head, incoming Board members Laura Spears Donna Vaquez Charlie Parker 1. Quorum and Agenda Review A. President Linda McCarthy called the meeting to order at 2:05 p.m. B. Anne Haywood, Secretary, announced a quorum was present. C. Those present in Tallahassee, online, and on the telephone introduced themselves. D. There were no additions or changes to the agenda 2. Consent Agenda 1

2 A. Minutes of January 8, 2015 FLA Board Meeting (Document 2A) B. Confirmation of e-vote (Audit Engagement) (Document 2B) C Committee Chairs and Nominating Committee (Document 2C) Motion to approve the Consent Agenda: Gladys Roberts Second: Debbie Robinson 3. Treasurer s Report A. Treasurer s Report as of December 31, 2014 (Document 3A) Treasurer Hammill reported that funds on hand as of December 31 $385, B. Budget vs Actual as of December 31, 2015 (Document 3B) Treasurer Hammill reviewed the income vs. expense figures through December 31, C. Budget Amendment of $ for Leadership Development Committee (Document 3C) This line item was missed in the original 2015 budget and the Finance Committee recommended its inclusion. D. Budget Amendment of $ for Standards Committee (Document 3D) Budgeted funds for the travel and the facilitator for the Standards Committee were not spent in 2014 as a result of the project not being completed in 2015 and the Finance Committee recommends $ be included in the 2015 Budget to cover those costs. E. Audit Update Executive Director Martina Brawer reported that the auditors Powell and Jones have begun the audit and although most of the work is done remotely, auditors will meet with FLA staff one day in the office to review records. The Treasurer s reports will be filed for audit. 4. Unfinished Business A. Florida Civic Advance Debbie Robinson reported that the conference was a wonderful event and included a very full agenda. Six representatives from FLA attended and there were many other types of organizations represented. Florida ranks 48 th in civic engagement and there is a lot of work to be done. B. Laptop Disposition and Sale (Document 4B) Exec. Dir. Brawer reported that Faye Roberts asked the board if she could purchase the laptop that she had been using at FLA. Exec. Dir. Brawer suggested that Faye be allowed to keep the laptop computer provided to her by FLA in exchange for going through the files on the laptop and copying the ones, that in her opinion are important, to a flash drive for easy access. Exec. Dir. Brawer explained the files on the external hard drive that FLA received when the move was made from Lake City to Tallahassee 2

3 are not easily accessible. The board did not make a formal motion, but accepted Exec. Dir. Brawer s suggestion. C. Regional Meet-ups Update Jessie Riggins reported that the Tampa Bay Meet-up was very successful. President McCarthy reported that she will be conducting a One Book One State discussion in Tallahassee, and Patricia Morris reported that a meet-up is planned in the Jacksonville area in April. D. Logo Update Exec. Dir. Brawer reported that Zoom Design Inc. received the most votes from the board and marketing committee to design a new logo for FLA. It will be unveiled at the 2015 Conference. Before then, the Board and the FLA Marketing Committee will receive samples and will be able to provide input. E. Board Interns/Fellow President McCarthy and President Elect Coppola led a discussion of the selection of the Board Interns and Fellow for next year. It was agreed that there would continue to be two Interns and one Fellow. 5. New Business and Committee Reports A Conference Update (Document 5A) President McCarthy reported on the number of exhibitors and registrations. She said $10,250 in sponsorships has been committed so far and the programs, events, and speakers look great. She introduced Sharon Gray of A Plan To Meet, the meeting planner, She gave the board members an overview of the qualifications of the audio visual vendors who ve submitted bids for the conference. Based on the submissions, she recommended Advanced Solutions. Motion to approve a contract with Advanced Solutions: Debbie Robinson Second: Paul Alford Discussion: A question was asked if the hotel provide AV services, Sharon said yes, however, the hotel AV service is generally more expensive. B Conference Update President Elect Gene Coppola divulged his conference theme and explained that it will be a very different conference; he said everything is possible. He explained the theme is: Why not? C. Report Membership Committee and Reports (Document 5E, 5E1) Committee Chair, Jessie Riggins reported on the upcoming conference program cosponsored with the Library Career Development committee. Exec. Dir. Brawer said the Membership numbers are consistent with the previous year and should continue to increase. D. Report Awards Committee (Document 5H) Liaison Paul Alford reported that the Committee recommended winners in 13 of the 19 award categories and asked that they be approved by the Board.. E. Report Continuing Education Committee 3

4 Liaison Patty Morris, reported that the committee is prepared for a very busy conference, including providing a program, Conversations That Matter and Poster Sessions. They will be releasing a survey to ascertain interest in a Best Practices Repository. They continue to meet online. F. Report Public Library Standards Committee (Document 5J) Liaison Anne Haywood reported that great strides are being made on the standards draft document and that the committee plans to have a draft for the Board to consider at the April 23 rd meeting. G. Report Intellection Freedom Committee (Document 5K) Caroline Reed offered kudos to Robin Shader and the current and previous committee for all of their efforts. The online challenge form is available for use and the information received will be shared with ALA and FLA. H. Report Leadership Development Committee Gladys Roberts, committee liaison, reported that the committee is very active. I. Report Legislative Committee Committee Chair, Charlie Parker, gave an extensive report on plans for Legislative Day, the following day, and on the status of the state budget. He encouraged everyone to stay in touch with their Representatives and Senators and to also remember that National Legislative Day is coming up in May. J. Report HR Committee K. Report Library Career Development Committee L. Report Marketing Committee M. Report Planning Committee Planning Committee Chair asked for input on what the Board would like the Committee to do about the Return on Investment report that was created for FLA as an organization. The question was deferred to incoming President Gene Coppola. N. Report Scholarship Committee In response to the low number of applicants this year, the Scholarship Committee asked that the policy and application be revised to state that previous experience working in Florida libraries should be highly desirable, but not required. Motion: Gene Coppola Second: Robin Shader. 6. Other Reports A. Report ALA Councilor B. Report State Librarian. C. Report Executive Director (Document 6C) 7. Announcements 8. Member Comments 4

5 None 9. Adjourn There being no further business, President McCarthy reminded everyone that the next meeting would be April 23, 2015, online and adjourned the meeting at 4:25 p.m. Respectfully Submitted, Anne Haywood Anne T. Haywood, Secretary 5

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