September 2, 1998

IALL Board Meeting Minutes - 9/2/98

IALL Board Meeting Minutes

September 2, 1998

Called to Order: 12:05 PM EDT

Present: Nina Garrett, Read Gilgen, Tom Browne, Chris Higgins, Pete Smith, Patty Lamb

Routine Business

Approval of Minutes:

Minutes of June '98 Summer Leadership Meeting still to be edited. Minutes of July '98 BCC not yet submitted.

Business Manager's Report:

The audit has not been completed. The assistant who was assigned by the company to perform the audit has left the company. Tom is instructed by Nina to tell the CPA in charge that the board is extremely upset and that we want action in the form of a completed audit very quickly. Not having the audit report is holding up our application for tax exempt status.
Tom has not done the budget summary report requested at the Summer Leadership Meeting.
The searchable database is on-line and working. This is a separate database from our membership database and only includes people, not library members. Tom will re-extract information from the membership database once per month in order to update the searchable database. He is working on varied levels of access to the membership database so that the searchable database and the membership database may be one database. Availability of the searchable database has been announced on LLTI and will be announced again for those returning to work. Tom will also send out an announcement to the membership email list.

Old Business

Discussion:

Lisa (Chris's graduate student assistant) and Chris will meet with conference services tomorrow.
Chris met with two members of the program committee (Ursula Williams and Bruce Parkhurst) in Boston. A time-line for proposals was set-up. The first call for proposals will go out the beginning of next week. Chris is working on updating the website to accommodate on-line proposals.
An agreement was made to cover a shortfall of $1000 to $2000 if the number of participants falls short of the estimated number of 500 participants.

Discussion:

If our annual gross receipts are more than $10,000, the fee to get non-profit status will be $500. Tom verified that our gross receipts exceed $10,000.
Tom will send out an email vote to approve adding the dissolution paragraph to the constitution. Chris will send the suggested language to the board and Nina will put the paragraph together. The actual email balloting will be done a week or so after trying the experimental email announcement regarding the searchable database.
The legal address of the organization rides with the Business Manager.

Action: Chris will continue to work with the pro-bono lawyer on the non-profit status paperwork.

Discussion:

Nina could not meet with Mark Stone but Chris did. Chris reported that the service Mr. Stone provides is very expensive. Judging by the low number of vendors at Calico, Chris does not recommend that we use Milestone for IALL '99.

Discussion:

Read has contacted all the institutions mentioned at the Summer Leadership Meeting but has not received responses from everyone. Several possible sites are interested for both 2001 and 2003.

Action: Read will make arrangements for IALL's ownership of these addresses.

Action: Read will send responses out to board and will post question to LLTI again.

Action: Tom will send Rachel the file this month.

Discussion:

Journal 30.3 was delivered from the printer this morning.
Jan Marston, Karen Landahl and Pete will have an editors' meeting and plan to get Journal 31.1&2 out around October 31st or November 15th at the latest.
Traditionally, 100 to 200 extra copies of the journal are printed, but we may not do that many for the upcoming double issue.

Action: Tom will send labels to Rachel today.

New Business

The meeting was adjourned at 1:20 PM EDT.

Respectfully submitted by Patty Lamb