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                         IRRT Executive Board Meeting
                               February 26, 2014
                                     Minutes

Present: Paul Hover, Beth Cramer, Carol Kem, Jamie Luedtke, Loriene Roy, Delin Guerra, Joan Weeks, Robin Kear, John Hickcok

Call to order: 12:04 p.m.

Approval of minutes of January 26, 2014 meeting: Motion to approve (Kear); seconded (Hover). Minutes approved.

Officer reports:

Chair: Working with a scholarship fund at her institution, taking a lot of time. Carol sent the name of Sha Li Zhang to the ALA nominating committee for ALA President.

Chair elect: Pre-conference committee—one of the co-chairs of the IRRT Pre-Conference Committee is stepping down and the other co-chair will not be able to attend the pre-conference this year. Suggested that Robin approach a committee member to fill in or ask one of the co-chairs from last year to step in.

Secretary/treasurer: Budget update; also see “New Business” below. Beth Cramer will contact co-chair of the IRRT Visitor’s Center to get his contact information updated and sent to Delin.

Members at large: (Paul Hover) Poster and Publications Committees are doing well. International Blog—check it out! Adventures in International education. http://blogs.lt.vt.edu/havelanguagewilltravel/ (Hickcok) His two committees going well. Orientation committee on track.

Past chair: Nominating Committee and Membership In correspondence with Loriene and are doing what they need to do. Hosting some international guests from Scotland. Loriene will be the new chair of the UT-Austin Library Committee. Planning two trips to Canada soon.

IOC/IRRT office report: (Guerra) It’s cold. Sha Li Zhang is the 2014 Humphrey Award winner.

Standing committee reports:

• Slate for spring elections: update on councilor (Kem) Daniel is leaving the U.S. and is resigning as Councilor. Out of our two nominees for the upcoming IRRTballot, the elected will complete Daniel’s term until 2015. We will have to have a new election for 2015-2017. Delin has all of the biographical information for the ballot. Ballot goes out on March 15.

• Committee appointments update (Kear) IRRT has co-chairs for all committees. Terms for chairmanship are on a rotating basis. She also has the membership rosters filled but still adding members as volunteers apply.

• Updates on chairs contact information (board liaisons) Need to correct Anthony Elia’s information, and perhaps the Co-Chair of the Papers Committee. Executive Board members should check with their liaison committees; send changes to Weeks and Guerra

• Committee reports from Midwinter; Many reports have been posted; Carol is going to bump those committee chairs that have not submitted reports.

• Update on committee plans for annual conference (as needed); Need to make sure people have the deadlines for ALA Annual; Delin is going to re-send to the list.

• Publications/newsletter: The issue will be available for mid-March, Delin will send the link out after the issue is ready (Cramer and Guerra)

Ad Hoc committee reports:

Endowment committee: $400+ on-site donations received at the ALA Midwinter reception. Two additional ideas were suggested for fundraising; an international cookbook and a small silent auction of international items. It is also possible to pull money from the IRRT budget to transfer to the endowment.

Task force reports: Liaison/representative task force: more news next month. China Initiative task force (No news)

Old Business: • Membership brochure; What is the process? It needs IRRT Executive Board final approval before publication. Needs to be available for ALA Annual 2014. Will continue discussion in March meeting.

• Bylaws and Policy Manual revision: Kem, Marilyn Lewis, and Joan Weeks will be working as an ad hoc committee to make suggestions. Will separate out bylaws and then look at the policy manual section.

New business:

• Preparation of proposed budget for next fiscal year (beginning 09/01/14); new projects suggested (1) sponsor emerging leader; (2) fund reception at mid-winter (3) donation to the endowment fund. Proposed budget is submitted and then reviewed by BARC in April for recommendation to Executive Board for endorsement in April. Kem thinks IRRT Board should see/discuss/approve proposed budget in advance of the other two entities. IRRT ALA BARC liaison, Mario Gonzalez, is responsible for explaining/supporting our budget proposal to BARC.

Cramer moved and Hickok seconded the following additions to the Budget: Set aside $500 for the ALA Midwinter get-together (under meals); place $1,000 funds for the Emerging Leaders (under awards). And plan on transferring funds to the endowment—this would have to be done near the end of the fiscal year.

Announcements, updates, comments, general discussion:

• Program about the many facets of volunteerism in international sustainable development. Co-sponsored by the Retired Librarian group. Sustainability interest group (Weeks); Meetings scheduled for March 12 and April 23

Adjourned at 1:25 p.m.