IRRTebminutes092513

                     IRRT Executive Board
                          Minutes 
                    September 25, 2013

Present: Carol Kem, Delin Guerra, Robin Kear, John Hicock, Beth Cramer

Call to meeting 1:01

Agenda approved

Minutes: EB meeting September 5, 2013

Robin moved to accept the minutes, John seconded. Minutes approved.

Officer reports: Chair: Carol will be traveling between Oct 1 and Dec. 10 (but not all the time). October 9-30, she will have access to email but not her computer files.

She has been in touch with her two committees. Chairs Program has Cecilia Salvatore needs to be removed as member since she is also listed as co-chair. On the Sister Libraries pages, there are additions that need to be added to the page to keep pages consistent. Carol also has changes for the public pages to be sent to Joan.

Spoke a bit about the ALA budget (PDA). Delin will look into getting those budget messages forwarded to Beth.

Chair elect: Carol and Robin met and trained Robin on the appointment database, made five additional appointments. Robin will be recruiting for Chair’s Program for next year. Going to send out a general call for 2014-2016.

Secretary/treasurer: Beth has been in contact with both the Connections and Visitor’s Center. Both committees.are active at this time.

Potential problems with downloading minutes to the wiki.

Budget report in November.

Members at large: (John) Spoke to Xiao Li about Orientation Committee. Reception Committee- needs to get them up to speed about the new responsibility of the Presidential Citation. Carol sent a name to John for a potential “on the ground” person, plus Paul Coleman, Lisa Hinchliffe and Amed Demirha, two members of the Reception Committee that could help with the Citation.

Carol suggested sending out a call for donations of door prizes for the International Library Orientation to be collected at Midwinter. If they are interested a call for donations could be made before mid-winter and anything brought to Philadelphia could be stored at ALA until Las Vegas.

(Paul): Unable to attend

Past chair: Unable to attend

Councilor: Unable to attend

IRRT office report: Questions for Delin:

When are requests for times and spaces for meetings and programs submitted? Answer: Online forms for annual not yet available. For annual, the form goes live October 4th but the deadline is November 3.

Do you do this for all our IRRT events particularly for our programs and other activities at annual? Answer: Yes.

President’s International Welcoming Reception, at the Midwinter Conference is on Friday at 4:00 pm. Delin is going to check into using the ALA President’s hotel suite. Discussion about the high cost and purpose of this reception. Possibility of combining Endowment and the President’s International Welcoming Reception. Carol will write a formal letter to the President or President-Elect about combining the Endowment meeting and the President’s International Welcoming Reception.

Standing committee reports: • Publications: see old business

Ad Hoc committee reports: • Endowment committee (report coming soon)

Task force reports: • Liaison/representative task force: John and Paul (Update next meeting) • China initiative task force: Paul, Daniel, John (Update next meeting)

Old Business: • Report on selection of International Leads editor: Robin and Paul. Reviewed the applications, on Sept. 12 Janet Lee, Robin, and others met over the phone and selected Beth Cramer and Kevin Murphy to be co-editors. Robin moved to accept the two forwarded names; approved by unanimous vote.

• Update on progress in producing new membership brochure: Delin; involvement of Publications Committee?

• Update on Emerging leader project application process and deadline; proposal review if any are submitted to EB. Carol has not yet received any proposals for this year. Deadline is October 1, 2013.

• Reminder: Web page updates. Please review the sections for your office and for the committees for which you are the liaison. There are some inconsistencies in headers for example. If we can identify any revisions needed Joan Weeks could have a list to work on as she has time. Carol, John, Robin, and Beth have checked the web sites for their liaison committees.

New Business:

• Time for “all committee meetings” on Saturdays at mid-winter and annual. Suggest beginning at 8 am rather than 8:30 am. Carol suggests publicizing that it begins at 8:00 a.m., that won’t be the “official” time unless re-scheduled.

• Schedule for posters, contributed papers and chair’s program at annual. Looking to re-schedule meetings. Carol is the Chair of the HRDR Advisory Committee and it conflicts with the Chair’s Program. Could Posters Session, Contributed Papers, and Chair’s Program all follow one another in the Conference Center on Sunday?

Announcements, updates, comments, general discussion

• Next board call scheduled for Wednesday, November 13.

• Other announcements, updates or discussion items?

Adjournment 2:15