MCMLA Executive Committee Meeting
MINUTES
8 July 2016
10:00am Mountain Time / 11:00am Central Time
Action items noted in RED
Votes noted in BLUE
Call to Order
Lisa called the meeting to order at 10:02 Central Time.
Executive Committee Attendance:
Lisa Traditi
Chair
Vacant
Chair Elect
Jackie Hittner
Immediate Past Chair/Exec Secretary
Heather Brown
MLA Chapter Council Representative
Shandra Knight
Recording Secretary
Kate Anderson
MLA Chapter Council Alternate Representative
Leadership Attendance:
Jackie Hittner
Brenda Pfannenstiel
Claire Hamasu
Gwen Wilson
Rebecca Graves
Angela Spencer
Tracey Hughes
Melissa DeSantis
Amanda Sprochi
Rebecca Carlson
Erin Wimmer
Tom Gensichen
Executive Secretary
Bylaws Chair
Nominating Chair
MLA AHIP credentialing liaison
Annual Meeting Advisor
Advocacy Chair
Web Editor and MCMLA-L Discussion List Owner
2016 joint meeting planner
Express Editor and Publications
Honors And Awards Chair
Membership Chair
Incoming Chair
Unable to Attend:
Heidi Zuniga
Jeanne Burke
Nancy Woelfl
Shawn Steidinger
Melissa Rethlefsen
Archivist
MLA Chapter Membership Liaison
Parliamentarian
Education Chair
Research Chair
Approval of Minutes
Motion to approve the revised minutes of the June meeting was made by Jackie Hittner, seconded by Kate
Anderson, and approved by voice vote of the MCMLA Executive Committee.
Executive Secretary Report for June 2016 with membership renewals – Jackie Hittner
$68,512.84 for all accounts (See attached)
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Meet with Karen and Tracey on June 10, 2016 and discussed how executive secretary must use the
website, signed the check card and picked up MCMLA files
Tracey gave Jackie admin permissions for the website
Created a Google email for the treasurer: [email protected]
Obtained a PO Box in St. Louis. Our new address:
MCMLA
PO Box 221465
St. Louis, MO 63122
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Revised MCMLA stationery and posted on website
Revised MCMLA contact page on website to be our new address and treasurer
Expense report to be used with receipts
Applied for a credit card
Applied for online banking account to be established; this has been established
Applied for online bill pay to be established; this has been established
Contacted Susan Chesniak at MLA regarding annual filing for IRS and insurance costs
Updated PayPal account; need to link credit card to account and then we should be able to move
PayPal money into checking at more than $1000/month
PayPal Information
 The chapter has a business account
 For each transaction (where people are paying MCMLA) the fee is 2.9% + .30. If we use PayPal to
refund a person then the person receiving the refund would receive the amount paid minus the .30.
 The chapter does not need to have a set amount in the account. We can carry a 0 balance.
 There are no fees charged when transferring money from PayPal into the chapter checking account.
 Dues of $30.00 $1.17 is deducted in fees; dues of $10.00 $.59 is deducted in fees.
 105 members paid using chapter dues using PayPal
To Do
 Obtain a chapter credit card
 Change contact information and credit card information with the Domain Name Service Company
(currently Peggy is paying the charge and getting reimbursement from chapter) and Join Me (currently
Karen is paying the charge and getting reimbursement from chapter)
 Work on Membership Numbers and the information on the Membership tab on the spreadsheet
 Raising dues to cover PayPal fee for each member who uses PayPal to pay their due something for the
chapter to think about
Motion to approve the executive secretary’s report by Shandra knight, seconded by Heather Zuniga, and
approved by voice vote of the MCMLA Executive Committee.
Committee Reports:
Parliamentarian - Nancy Woelfl
Nothing to report
Archivist - Heidi Zuniga
Nothing to report
Publications - Amanda Sprochi
Call for entries for the Express will come out next week
Web Editor - Tracey Hughes
Nothing to report
Annual Meeting Advisor - Rebecca Graves
Nothing to report
MLA Chapter Membership Liaison - Jeanne Burke
Nothing to report
MLA AHIP credentialing liaison
Nothing to report
2016 joint meeting planner - Melissa DeSantis
Paper/poster abstract submissions were due Jul 8th.
Advocacy – Angela Spencer
Nothing to report
Bylaws - Brenda Pfannenstiel
The Executive Committee is considering four bylaws changes:
1. Change the title of the Executive Secretary to Treasurer (approved by EC June 10, will be put to a
vote of the chapter membership).
2. Creation of an Annual Meeting Advisory Council to become a standing council of MCMLA. Brenda
will meet with Rebecca Graves and Lisa Traditi July 8 (after the EC meeting) to iron out specifically
how the bylaws wording should change to accommodate this new council and how it will affect the
bylaws concerning the position of Annual Meeting Chair. The EC has already approved the creation
of the AMA Council.
3. Clarification of how to replace elected official vacancies, especially if they have been elected but
have not yet taken office. The Bylaws Committee has offered a couple of alternatives for
consideration of the EC and will be guided by the EC concerning preferred wording.
4. Resolve when dues are payable. Current practice diverges from bylaws. Jackie noted that practice
will be aligned with current bylaws.
The process for changing bylaws is:
1.
Get the approval of the MCMLA Executive Committee for bylaws changes.
2.
MCMLA Bylaws Chair submits proposed changes to MLA Bylaws Committee Chair.
3.
Having secured MLA Bylaws Committee approval, the proposed changes are communicated to the
4.
5.
MCMLA members 30 days in advance of the vote.
MCMLA members vote to approve or reject the bylaws changes, usually at the Annual Business
Meeting.
MCMLA Bylaws Chair distributes/publishes the updated bylaws.
Items in red involve some action/decision needed before I can send proposed changes to MLA; some may be
resolved by the end of the EC meeting tomorrow. I have also sent proposed changes to the P&P Manual to
Jackie Hittner.
Education - Shawn Steidinger
No report
Honors and Awards - Rebecca Carlson
The Honors and Awards Committee is accepting nominations for the three annual awards and accepting
applications for the travel scholarship. Both are open until mid-August. The committee would like to
encourage members of the Executive Committee to nominate a colleague they work with in MCMLA or at
their institution who would be a good candidate for one of the awards: http://mcmla.org/nominate
Membership Chair – Erin Wimmer
Nothing to report
Nominating Committee – Claire Hamasu
A reminder from Claire, Erica and Jackie, your MCMLA Nominating Committee, that the chapter will be holding
a special election. For background information please see Lisa Traditi’s blog posting of June 20, 2106. Voting
will open on July 18, 2016 and will close on August 1, 2016.
We are asking members to vote on approving:
Gwen Wilson as Vice-Chair/Chair-Elect for 2015-2016.
Kim Harp as Recording Secretary for 2016-2017
We are also asking members to elect a Vice-Chair/Chair-Elect for 2016-2017. Two well-qualified members
have been persuaded to run for this office John Bramble and Jeanne Burke. Their bios will be available on the
MCMLA web site.
Research - Melissa Rethlefsen
Two members have left the committee (Tobin Magle, Peggy Cruse). They have been planning to work with the
Advocacy Committee to help promote research, but have not been able to meet.
Old Business:
1. Special Election on July 18 open; closes on August 1 – Claire (see above)
2. Strategic planning – Lisa – (results of the survey monkey survey attached and the list of offers to
help)
3. Reminder: Motion to send rescission of Motions 1 and 2 to membership.
a. Next steps: Lisa, Jackie, and Tom will draft message to be sent to membership (newsletter
and blog, too) inviting discussion and laying out process.
b. directions from Nancy on how to rescind a vote (keeping these here just to keep us on track
– no action needed)
-----Original Message----From: [email protected] [mailto:[email protected]] On
Behalf Of Woelfl, Nancy
Sent: Monday, December 14, 2015 12:04 PM
To: Exec MCMLA <[email protected]>
Subject: How to Rescind a Vote
Friends,
As a follow up to our discussion Friday, I consulted Roberts Rules of Order Chapter 9, section 35 regarding
rescission actions. Two of the three ways discussed apply to the Championing Librarians issue.
1. If a rescission item is placed on the annual meeting agenda but members do NOT receive previous notice it
will be discussed and a motion to rescind will be made, then a 2/3 majority vote is required to adopt/pass the
motion to rescind.
2. If members are informed in advance a rescission item will be on the agenda -- e.g., using the Listserv and/or
prior distribution of the business meeting agenda -- then a simple majority vote is all that is needed to
adopt/pass the motion to rescind.
Since our plan is to inform members the Executive committee is recommending that the Championing Librarian
motions be rescinded, letting them know why and that we're going to vote on it in Des Moines, we'll need only a
majority vote of those attending the business meeting to rescind the motions as long as there's a quorum. And I
can't remember a time we didn't have one.
Nancy
New Business:
1. Change time for Exec meeting in Des Moines to 9:30am-noon? Sat, October 22.
2. Policy and Procedures Manual – Jackie
i. Wording about travel scholarship and roundtable – Jackie – because awards over $500
are taxable, the travel award will be reimbursed up to $500.
ii. Everyone review P & P section for your job and send Jackie updates by August 1
iii. Extend August 12 to two hours to review and approve updated P & P starting one hour
earlier.
Next Meeting
Next Executive Committee Meeting is August 12, 9:00 am Mountain/10:00am Central
Upcoming Deadlines from Policy & Procedure Manual:
July
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Summer Express Deadline
Bylaws Committee - Send bylaws revisions to membership at least 30 days before MCMLA Annual
Business Meeting
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Honors and Awards Committee - Send message via MCMLA-L to solicit recommendations for
McDowell, Hetzner and Outstanding Achievement Awards and the Professional Travel Scholarship
(Deadline August 1, deadline might need to be pushed back if meeting is in early September)
Honors and Awards Committee – Send message via MCMLA-L to solicit self-nominations for the STARS
program (Deadline August 15)
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Committee Chairs - Prepare for Committee meeting to be held during the Annual Meeting
Committee Chairs - Recommend candidates for membership and the Chair-designate to Chapter ChairElect by August 1st
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Research Committee – Notification of acceptance of papers and posters before the end of July
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Immediate Past Chair - Update Chapter Policy and Procedure Manual
August
 Vice-Chair/Chair-Elect - Solicit recommendations for committee chairs, committee member positions.
Use volunteers listed on Willingness to Serve forms submitted with membership. Committee chairs
may have additional recommendations. Submit names to Chapter Chair for approval at Annual
Executive Committee Meeting.
 Executive Committee - Approve officers and committee chairs for the next year at an Executive
Committee Meeting before the Annual Business Meeting.
 Executive Committee - Approve goals and objectives by Vice-Chair Elect at the Executive Committee
Meeting before the Annual Business Meeting.
 Officers and Committee Chairs - By this month, annual reports due to Chapter Chair.
 Express Editor - Select photographer(s) for Annual Meeting
 Express Editor - Select additional Express reporters for Annual Meeting
 Bylaws Committee - Send bylaws revisions to membership at least 30 days before MCMLA Annual
Business Meeting
 Web Editor - Provide administrative access for incoming officers and chairs to the appropriate section
of the web site, including the creation of a new president’s page for the current president.
 Honors and Awards Committee - Recommend selected recipients of McDowell, Hetzner and
Outstanding Achievement Awards and the Professional Travel Scholarship to Chapter Chair for
Executive Committee approval
 Honors and Awards Committee - Notify all nominators of the selection or non-selection of candidates
they nominated for awards
 Honors and Awards Committee – Notify winner of the Professional Travel Scholarship Award.
 Honors and Awards Committee - Notify recipients of awards unless awards are going to be given as a
surprise at Annual Meeting
 Honors and Awards - Work with Chapter Chair and Annual Meeting Chairs and Committee to plan
Awards ceremony, distribution of Certificates of Appreciation and STARS recognition at the Annual
Meeting
 Honors and Awards - Obtain names and prepare Certificates of Appreciation for all officers,
committee chairs, committee members and local planning committee to be distributed at the Annual
Meeting
 Honors and Awards - Prepare recognition for Stars Program including STARS list to be posted on the
MCMLA website
 Meeting Planners - Collect MLA Free Membership and MCMLA Free Membership for Annual Meeting
Prize by working with MCMLA Membership Committee
Adjourn:
Meeting was adjourned ended at 10:59 am