Category: Board Meeting Minutes

January 15, 2020
ACRL DVC Board Meeting Minutes
Attendees: Stefani, Mary, Jessica B., Adam, Elise, Karen, Sarah, Meaghan

• November Meeting Minutes approved and posted to blog.
• January Financial Report
  • Adam researched an alternative to Wild Apricot (our association management software program) called StarChapter. StarChapter is more expensive and seems to make sense for larger organizations. Adam recommends renewing Wild Apricot
  • After crunching numbers, Adam reported that Chapter operational costs (web hosting, domain name, Post Office box and Wild Apricot fees) add up to about $71 per month. The Chapter needs 51 members to cover these costs, aside from Conferences and supporting travel grants and stipends.
• Stefani, Jess, and Jasmine met to discuss the Fall Conference and are in the process of writing a dialogue about cultural humility that will be sent out to the membership and posted on the blog.
• Spring Conference Update
  • Date: April 3rd at the Charles Library, Temple University
  • The planning committee (Stefani, Jasmine, Aimee, Caitlin, Jessica, and Olivia) have met, chosen a topic and are preparing a call for proposals to be sent out soon
  • Everyone will be asked to help spread the word out to the listservs and their libraries
• Legislative Day
  • Discussion about what we could do to support participation in Legislative Day (May 4-5, 2020 in Washington DC.) Since no one has attended in recent years, Sarah asked whether the board position should be redefined.
• Social Event
  • The Chapter will host a happy hour (snacks provided) on Thursday, February 27 at The Post located at 30th Street and Chestnut in Philadelphia
  • We plan to invite Library School students and use the event to recruit new chapter members
• New members recruitment
  • In addition to the social event, the Board discussed offering discounted memberships for lapsed and new members in conjunction with the Spring Conference
• Website
  • Karen raised questions about the Chapter Google Drive folder organization and access

November 20, 2019
ACRL DVC Board Meeting Minutes
Attendees: Stefani, Jess, Adam, Meaghan, Karen, Elise, Mary

• To open the meeting, board members shared one media item (book, movie, television show, song, album, performance, etc.) they especially enjoyed this year and an update of something library related they are currently working on.
• October Meeting Minutes approved and posted to the blog.

Financial Report

• We will file future invoices in the Drive and make sure to go over renewal dates and processes when board membership changes.
• Expected December expense: PO Box renewal, about $100
• The Wild Apricot (membership management software) renewal comes up in October 2020. We will revisit using this platform in time to inform a decision to renew it or choose an alternative.
• The Fall Program was a financial loss: costs (over $3100) exceeded income ($2390) Contributing factors:
  • The need to find another keynote/workshop presenter due to illness
  • The cost of the space
  • The cost of catering

Fall Conference Report

• About 60 people registered and the conference was successful 
• Responses to the post-conference survey were positive and satisfaction levels were high.
• Planning committee met afterward and made recommendations for future programs based on this experience. They include:
  • Providing presentation abstracts or links to slides in the program.
  • Assigning people to take notes for sessions
  • Assigning people responsibility for sound/presentation logistics: mics, presenter tables, handheld mics or lavalier mics, etc.
• Stefani, Jess, and Jasmine met to discuss the program and are in the process of writing a dialogue about cultural humility that will be sent out to the membership and posted on the blog

Spring Conference Update

• Program planned for April 3rd at the Charles Library, Temple University
• The planning committee (Stefani, Jasmine, Aimee, Caitlin, Jessica, and Olivia) will be meeting to choose the topic starting with suggestions made at the Fall Conference. Others are welcome to join the discussion. Let Stefani know of your interest.
• The committee may visit Temple in order to get a feel for what the space will be like
• We will send out a save the date before the holidays start and everyone will be asked to help spread the word out to the listserves and their libraries
• Suggested cost will remain at $40 for members, $50 for non members despite not providing a catered lunch. We’ll provide information about lunch options in the area (including food trucks) instead.

Mentoring Program and Stipend

• Stipend was awarded to Shelley Rosen
• Jasmine sent a closure email to last year’s mentorship program participants in September
• We’ll send out a call for this year’s mentorship program in January since it’s challenging to connect with mentees if paired this time of year due to holidays

Legislative Day: Legislative Day will be held May 4-5, 2020. The board discussed whether we should recruit chapter members to participate and if so, how we might support participation

Social Committee Update

• Elise conducted a survey at the fall program and received 6 responses which indicate:
  • preference for The Post (near 30th st station) as the destination for a happy hour.
  • Votes were tied between weekend afternoon and weekday evening times.
  • No one indicated interest in assisting in planning.
• Next steps: proceed with planning for a weekday evening in January/February
• Elise will choose a date for January or February at the proposed location and send out an invitation
• The board agreed to open the invitation to include non members and consider the event a recruitment avenue for membership.

Website news:  We received what appeared to be an email from C-Panel, the back-end of our hosting system, but when Karen looked into it, she learned it was a phishing attempt. To be safe, she changed relevant passwords

Processes: Thanks to Meaghan, the process of sending out an action item list two weeks before the upcoming Board Meeting and Minutes one week before the meeting worked well.

OER Community of Practice: Jasmine is creating a list of resources and events and hopes to connect to other groups in the area.

Shall we recruit new members?

• Yes!
• Inviting people to the social event is a good start
• We should also consider doing something more targeted
• We’ll think about this more strategically after the holidays.

October 16, 2019
ACRL DVC Board Meeting Minutes
Attendees: Stefani, Jess, Adam, Mary, Elise, Jasmine, Karen, Meaghan

• The Board reviewed and approved September Meeting Minutes
  • Minutes will summarize discussions (avoiding personal information) and report decisions.
• Financial Report Summary
• Fall Conference updates
  • 38 people have registered (with 34 paying.) We hope to get 10 more registrations.
  • We received and chose proposals for the morning sessions.
  • Lorin Jackson, the leader of the afternoon workshop is unexpectedly unable to attend. The Theatre of the Oppressed nyc has agreed to provide a workshop on short notice for $1500
  • We’ll send another call for registration with updated information.
  • Stefani will meet with new workshop presenters.
  • Conference day help is needed:
    • Welcome table, name tags, registration lists, swag.
    • Jess and Stefani will write thank you cards for presenters
    • Jess will print programs
    • Publicize a twitter hashtag and ask people to live tweet
• Mentoring Program & Stipend
  • We received and reviewed three applications and awarded the stipend to Drexel student Shelley Rosen
  • We’ll send a closure email to last year’s participants and also send out a call for this year’s mentorship program.
• Legislative Day
  • Legislative Day will be held May 4-5, 2020. The board discussed whether we should recruit chapter members to participate and if so, how we might support participation.
• Processes
  • The secretary will send an action item list to the Board two weeks before the upcoming meeting and send a draft of the minutes one week before the meeting. Once minutes are approved at the meeting, they’ll be posted to the blog.
• The Public artsquest movie event post mortem
  • The event was a success – 50 people attended although they were mostly local people – very few ACRL/DVC members attended.
  • The talk-back went very well and people expressed gratitude for the event.
• Social Committee Update
  • Elise has a location survey ready to distribute at the fall program (Online poll, time at program and send out on social media)
• OER Community of Practice – Jasmine, Jessica
  • Jasmine and Jessica are creating a list of resources and events and hope to connect to other groups in the area.

Attendees: Sarah, Mary, Leslie, Jasmine, Stefani, Meaghan, Adam, Jess, Karen, Jessica, Elise (Missing: Sarah, Jasmine, Jessica B.)

• To get started, Board members briefly shared something they are currently working on.
• August Board Meeting Minutes approved. Mary will post to the blog. (Posted September 18)
• Financial Report
  • Fall Program checks to Cedar Crest College and speaker Lorin Jackson have not yet cleared
  • Sent check to ArtQuest for the use of their space for Chapter event
  • ACRL (National) $50 reimbursement for fall programming received
  • Jess will set up a conference call with Jasmine and Stefani to discuss options for spending our budget
• Fall Conference
  • Title: Beyond Diversity Speak: Practicing Cultural humility in your library
    • Registration is ready to go out  and blog post is ready to post
  • CFP went out and are due 9/23
  • Registration form is complete and will be sent out on Friday (sent September 20)
  • Catering still needs to be worked out, but will be under $2000. Stefani confirmed there will be veggie/vegan options.
  • Stefani plans to meet with speaker Lorin Jackson
  • The deadline for morning program proposals is next Monday, September 23 and we’re still waiting for more.
  • We need to plan morning activity
    • Jess had an idea and might submit a proposal
    • If anyone has ideas for speakers, please let Stefani know. 
• Spring conference
  • Scheduled for April 3 at the new Charles Library at Temple University, with organizational help from Olivia Costello
  • Temple is not charging us for use of the space, which seats 80 people
  • Olivia suggested we provide lunch options for attendees instead of catering since catering at the new Library has not worked well to date. (Chapter would still provide coffee and snacks as usual.) 
    • Sarah suggested we should provide a list of potential lunch spaces (including food trucks.)
    • We’d need to provide information about truck locations or perhaps a map with all lunch options on it
    • We’d need to remind people to bring cash
    • We could consider lowering the registration fee since lunch would not be provided
    • The board wanted more time to consider this. Stefani agreed to follow up again about the possibility of catering. Perhaps once the dust has settled at the Charles, catering will be possible.
• The Public artsquest movie event
  • September 29 at 7pm
  • Pre-event at Bonn Place Brewing Company at 5:00pm 
  • Talk back after – Jasmine and Ben Bertalan from Allentown Public Library
  • The question of asking for donations was discussed, but we decided not to.
  • Marketing plans
    • Mary has created a blog post and will send another notice
    • Posts are shared on our chapter Twitter account. Board members are asked to like, retweet and share widely
    • Jasmine has shared with some public libraries
    • Stefani will investigate contacting school libraries
    • Do another push via the blog and listserv
• Social Committee Update
  • Elise has begun a list of places to have a happy hour at the fall programming in the city. So far the list includes:
    • Prohibition Taproom
    • Iron Hill in Center City
    • City Taphouse (CC, University City)
    • The Post (close to 30th st. station)
    • Craft Hall
  • Timing
    • Better on weekends for families
    • Will add to this question to the questionnaire 
• Blog update 
  • Mary has posted: an intro post, minutes, event announcements
  • Ideas for other blog posts:
    • Introductions for board members (Stefani posted recently)
  • We should look into blog analytics. Does it get any traffic?
  • Board members should retweet and like posts, engage more in chapter social media
• OER Community of Practice
  • Jasmine and Jessica are interested in doing something, not re-creating the wheel, but creating a list of resources
• Web Update 
  • Our domain expired on August 31, so our website went down briefly
  • Domain is now paid through 2021, host is paid through 2023
  • We’ll communicate about future notices and file them in the drive making sure to go over renewal procedures when board membership changes.
• Mentoring & Stipend
  • Call for stipend should go out asap (blog posted September 26)
  • Need to send a closure email to last year’s participants
• Legislative Day: Each year the Pennsylvania Library Association sends a delegation of librarians to Washington DC for National Library Legislative Day. The purpose is advocacy for libraries. 
  • Shall we write a call? Recruit people to go? Could it be a group trip?
  • Date is in March, 2020. We’ll discuss more in the future
• Archive update: No updates, but there’s stuff to upload. Leslie will upload soon

Purpose/ Intention – What is our purpose for the next year?
Question Prompt: What would it look for us to do our best work?

Attendees: Karen, Mary, Adam, Jess, Stephanie P., Stefani, Elise

June Meeting Minutes approved and posted to the blog

Financial Report – Adam

• TD Bank – an error (another business account’s debit was processed on our account) has been resolved.
• Assets are up by $450 — to about $6,500
• We should be able to give our usual $1000 stipend
• Membership has increased in Wild Apricot, but 40% of memberships are still overdue. Adam expects this will increase when folks want to attend the fall program
  • Jess: the membership level wording – national vs chapter – is confusing. Is it possible to include explanatory text in Wild Apricot? Adam will find out.
  • Karen: do we offer free membership to students and first year librarians?
    • We haven’t yet found a way to do this, but Adam will look into it.
• We’re in a good place financially – we should spend it!

Fall Conference – Stefani

• Topic: Cultural Humility
• Title: Beyond Diversity Speak: Practicing Cultural Humility in your Library
• Location: Cedar Crest College
• Date: October 25, 2019
• Expenses:
  • $500 for the venue
  • Catering – not yet firm, but will be less than $2000
  • $1200 for workshop leader, Lorin Jackson
• Save the date email to go out
• Call for Proposals to go out – board members should post to listservs and social media

Chapter event: free film screening of The Public

• Artsquest Center at the Steel Stacks
• Sunday, September 29 @ 7:00pm
• Pre-event meet-up for ACRLDVC: 5:00pm @ Bonn Place Brewery in the Southside, Bethlehem
• Post screening Talk back moderated by Jasmine and Ben Bertalan from Allentown Public Library
• The theater cost $400 but the screening is free and open to anyone
  • Discussion: shall we ask for donations?
  • Decision: we won’t advertise that we’ll request donations, but will offer the opportunity for people to donate at the event

Social Committee update

• Elise is exploring options
• Jess suggested a budget would be helpful in order to offer something like free appetizers
• Discussion about possible locations in or near Philly. Elise will figure out a way to poll members either at the screening event in September or have people vote on options at the fall meeting

Blog update

• Mary Huissen is new editor and has posted an introduction. She’d like to make the blog a bit more active:
  • Stefani and Jasmine will each write an introductory post
  • Will additional members contribute posts? We could interview members if people do not want to write something
  • Board members (and all members) are encouraged to subscribe to the blog in order to be notified of new posts and share them on social media

Web update

• Karen will be coming back
• Jess updated the chapter members
• Meaghan is the contact for listserv

Next meeting: September 18

Attending:  Jess Denke, Stefani Gomez, Meaghan Moody, Jessica Brangiel, Adam Mizelle, Megan Donnelly, Sarah Wingo, Leslie O’Neill

Minutes from the June 2019 meeting were approved.

Megan Donnelly has accepted a new position with the Claremont Colleges. Congratulations to Megan! Karen Sheldon has agreed to continue as the webmaster.

Sarah brought up the legislative board position.  

• The board will evaluate whether it is time to review this position and its responsibilities in upcoming year 
  • ALA legislative day was not held for 2019 (ALA Annual Conference was held in DC in lieu of legislative day) and response to DVC calls for participants in the past were unsuccessful.  
  • Perhaps this position should be revamped with a focus of advocacy?

Administrivia

• The general ACRL DVC and Mentoring email accounts will be combined to simplify contact info. 
• Jessica B. will give documentation on posting to the membership list through Wild Apricot to Meaghan M.
• Jess will send the membership list to Leslie for the archives

Adam provided the financial report 

• Three years of taxes have been completed. Thank you Adam!
• Outstanding checks include $600 to the IRS and $2000 to ACRL 
• Waiting for $3000 reimbursement for the spring program for LSTA grant 
• DVC has been allocated $412 from ACRL national for membership 
• The DVC website needs to be updated with the new membership rates.  Renewals have gone out to members whose membership expires June 30th.  
• Chapter is in good shape financially

Spring Program Review

• Attendee feedback was reviewed and was mostly positive 
• Key takeaway: future programs should be shorter, starting no earlier than 9am and ending by 3:30pm
• Penn State Great Valley was great to work with. We should keep the location in mind for future programs
• PaLA grant was a huge help. The board will apply for this grant annually to support either the fall or spring program

Open Scholarship Learning Community 

• Jasmine will head this new community of practice.  Jessica B. will reach out to Jasmine regarding providing support for this new project. 

Blog Update 

• Megan has posted the spring program summary. 

Web Update (Karen)

• We need to add the PO box as contact info on website.  
• Adam will update Wild Apricot so membership checks may be sent to PO Box
• Additional website updates needed:
  • new board members
  • add information about free membership for first year librarians and students (Adam will figure out a procedure to add first year and student members to Wild Apricot)

Archive Update

• Leslie has done a lot of work cleaning up DVC records and created a finding aid.  
• There are some holes in records from 2015-2017.  Any board members with documents should please send them to Leslie.  
  • Adam has some physical records and will get them to Leslie 
  • Stefani will forward mentoring documentation to Leslie
  • Leslie also needs ballot/election information for the archives  
• Leslie has started to organize the email inbox

Fall Program Planning Committee Update (Stefani)

• Meeting July 19th 
• Possible ideas include diversity and professional development 
  • Sarah W. has contact info for a good speaker at Villanova U she will send Stefani details 
• Other program ideas include grant writing or designing an online course
  • We need a date & location

Spring 2020 Program  (Stefani)

• Temple has offered to host but they need a date right away to reserve space in the new library or the learning center in case the library isn’t available
  • Board agreed to April 17, 2020
  • Stefani to reach out to Stephen Bell to confirm

Social Committee Updates

DVC has planned a screening of The Public at the SteelStacks Theater in Bethlehem

• They will screen the film for us. We are responsible for the licensing fee
• The screening will be open to the public, should we request donations to put towards the license fee?
• Possible dates
  • Needs to be on a Sunday through Wednesday
  • Last two weekends of August discussed as possibilities
• What might make attendance easier for folks who are coming from farther away?
  • Matinee time?
  • Have drinks after?
• Market to PaLA, DVC – where else? 

Fall social program in the city?  Free Library of Philadelphia space maybe?

Mentor Program Update (Stefani)

• moving along

Resume Review Update (Stefani )

• We have had 6 people send in their documents and they have been sent for review
• Feedback email will be sent to those that sent in resumes
• Reminder email will be sent for those that haven’t reviewed resumes yet

Transitions 

• Can those that are moving out of positions write a short list of bullet points of everything next person should know in the next week and post it into the DVC transition document on google docs?  Emails, passwords, documents, routines, etc.

Next Board Meeting

• Next meeting will be August 21 at 2pm
• Please add a photo to Zoom for easier conversation facilitation

April 17, 2019

ACRL DVC Board Meeting

Attendees: Jess, Elise, Jessica, Megan, Carol, Sarah, Stephanie, Stefani, Adam, Sara

• March meeting minutes were approved and Megan will post to blog
• Financial Report – Adam
  • There is still an outstanding check re:Emma
• Tax Status
  • The attorney is out of the office until May 6.  Adam is finishing up the final steps of the tax filing.  May 6 is the deadline.
  • Jess emailed Ellie re: conflict of interest.  Didn’t hear back
• Program updates
  • We received full PaLA grant! – $3,410.00
    • This notice needs to be on all marketing materials: “This project is made possible by a grant from the U.S. Institute of Museum and Library Services as administered by the Pennsylvania Department of Education and the Commonwealth of Pennsylvania, Tom Wolf, Governor, through the College and Research Division (http://crdpala.org/) of PaLA. Show your appreciation by becoming a member of PaLA! And if you are a member – thank you!”
    • IRS form for speaker fees to ACRL
    • Follow up report, final budget, and receipts – need to send out event evaluation promptly to include in report.
  • 64 attendees!
    • Jess has updated the caterers with new numbers.  No payment has been sent yet to ACRL for roadshow fees.   We need to have a final report and budget receipt to PaLA.  
  • Roles day of event
• Elections completed
  • VP – Jasmine Woodson, Lehigh
  • Director at Large – Jessica Brangiel, Swarthmore
  • Secretary – Meaghan Moody, Penn
• Fall 2019 Program Planning Committee confirmations:
  • Aimee Gee
  • Steven Bell
  • Jess Denke
  • Stefani Gomez
  • Meaghan Moody – Fall 2018 volunteer
  • Greg Laynor – Fall 2018 volunteer
  • Marc Meola – Fall 2018 volunteer
• Blog Update
  • Megan will post presentation recaps after the program to the blog
• Web Update – Karen
  • Fall 2018 Planning committee added to website
• Social Committee Update – Elise
  • ACRL 2019 Meetup
    • Thinking about a social event outside of the city so more folks can attend however need volunteers who are based outside of the city to help plan
    • Idea for an event around The Public movie?  
• Mentor Program update & Resume review update
  • We have six resumes in for review so far

Board has agreed to update membership fees to $15 for ACRL national members and to $20 for non ACRL national members as of July 1.   The chapter will offer free membership to students and first year librarians.

Next board meeting:  June 18, 2019 10 AM – noon at the Tredyffrin Public Library (582 Upper Gulph Rd. Strafford, PA 19087)

March 20, 2019

ACRL DVC Board Meeting

Attendees: Adam, Stephanie, Elise, Stefani, Jess, Nancy, Megan, Karen, Sarah

• February meeting minutes were reviewed and approved.   Megan will post to the blog after the meeting.
• If you did not send Jess your conflict of interest form, please do so, Jess sending then to Ellie.
• Financial report – Adam
  • Tax forms completed
  • Currently there is additional money in our account from registrations
• Tax Status, taxes are being together and application is pending.
• Program updates
  • No word on grant from PaLA
  • 42 attendees currently registered
  • Outreach Round 2 underway
  • Discussion of tasks to be done the day of: Spreadsheet exists with things that need to be done, from last years programs.
    • Jess and Stefani: chapter meeting, need to talk about membership dues, new board members, reports, mentoring program, resume review, groups meeting after the program, social events, other work we have been doing, financial update, website.
    • Adam : nametags, collecting money from attendees who have not paid when they sign in.
    • Staff the table/sign in: Stefani, Leslie,
  • Resume review: Stefani will decide when and how to advertise. There is a resume review flyer and also language on the blog.  
  • Fall 2019 program planning committee:
    • Jess will send out email to Fall 2018 committee and those who volunteered at the Fall 2018 program to gauge interest for planning Fall 2019
    • The new VP will be encouraged to join the committee.  
    • Wait until April to finalize committee.  
    • It would be helpful to include someone from host institution on planning committee.
    • List these committees on our website, Jess send list to Karen to put on website.  Put this under volunteer opportunities.
• Elections update – Nancy, Stefani, Karen, Adam
  • Ballot was emailed to chapter members – last day to vote is 3/28 (board members can vote too!)  Ballot will go out again 3/27.
  • Candidates will be notified of election results 4/2
  • Announcement of election results will go out 4/8 (email and blog post)
  • New members will be announced at spring program during Chapter meeting
• Blog Update – Megan
  • Posted about access PA
  • Planning Meet the Board post
• Web update – Karen
• Social Committee update – Elise
  • 12 people at first social event on Thursday, 3/14
  • The committee will follow up with email, including information on Spring program
  • Looking to plan something outside of the city, need volunteers who live/work outside Philadelphia to assist with that.  Current social committee lives/works in Philly.
  • Future ideas
    • Is there a way to plan an event that is part social and part professional development
    • Adam, Elise, Jess talk about planning meet up at ACRL Conference in Cleveland.
• Mentorship Program update – Stefani
  • Sent survey on program, received 2 responses
  • Discussion on how to make the program more relevant and useful, especially in the type of library work people are doing.
    • Potentially forming interest groups.  
    • Promote the mentoring program to groups outside ACRL DVC, but do they need to be members?  
    • Discussion for future board.
• Archives update – Leslie going through records, reorganizing and processing.  Still collecting physical records

Next board meeting:  Wednesday April 17, 2019 noon-1:30

February 20, 2019

ACRL DVC Board Meeting

Attendees: Adam, Stephanie, Jessica, Carol, Elise, Stefani, Jess, Nancy, Megan, Karen

• January meeting minutes were reviewed and approved.   Megan will post to the blog after the meeting.
• Financial report (Adam)
  • Work continues on the chapter’s tax status.   We owe $600 in fees to the IRS. Member Ellie Goldberg has offered a $300 donation to cover half of this cost.
  • Law firm that Adam is working with has provided a conflict of interest statement that it was suggested all board members sign.  
  • A motion was made and seconded for all board members to sign the conflict of interest statement annually.   Motion approved.
    • New board members will be provided a copy to sign at the annual transition meeting

• Program updates
  • Based on poll of board we did increase the program cost to attendees (this will help us cover costs)
    • $40 for members
    • $50 for nonmembers
    • Free for student, low income
  • Program to be held at Penn State Great Valley
  • Caterer selected and reserved
    • Menu:  Breakfast – assorted bagels w/ cream cheese, butter, peanut butter, and preserves; coffee, tea, and water. Lunch – assorted sandwiches and wraps (to include roasted veggie wrap and caprese sandwiches) w/ house salad with balsamic dressing and creamy peppercorn ranch dressing; seasonal pasta salad; chips; assorted dessert tray; water, soda, iced tea and lemonade.  Snack – homemade flour tortilla chips with hummus and spinach tomato dip. Refill of coffee service.
      • Dietary restrictions were not asked about on initial registration/communication.  Adam will follow up with folks who have already registered and will update the registration form asking registrants about dietary needs.  
    • Jess has submitted a grant application to PaLA for $3410.  We should know soon if we get the grant. The ACRL DVC member rate for program registration will be extended to PaLA members.  
    • We need to continue to do outreach to boost program registrations.  Would like to see 80 registrants. Jessica will post another message to the membership list in March and again in April (twice) encouraging members to register.  All board members to post again to designated lists in March/April. Reach out to faculty or groups who may be interested in the scholarly communications theme.
• Web update  
  • the blog and the website will “talk to each other,” though the update is slow.  
• Blog update  
  • Megan has been tweeting with every blog post.  Continues to post meet the board member posts and will post about the upcoming social event.  
• Social committee update
  • March 14^th to host happy hour at Strange Love in center city.   Representative from Books through Bars will attend to discuss their program and opportunities to get involved.  This event will also be a fundraiser for Books through Bars. Attendees can make a donation or bring a book to the event.   Elise will write up a blurb and Jessica will post to the membership list. It will also be tweeted. This could be a good opportunity for mentors and mentees to meet face to face.   
• Elections
  • Committee members include: Stefani, Karen, Adam, and Nancy
  • We are on track for the March election dates.
  • Candidates have been identified for the open positions of Vice President, Secretary and Director at Large.  Nancy to follow up with folks for bios.
• Mentorship Program update
  • A google form to be sent out soon for feedback.
• Membership fees
  • We discussed raising membership fees.  Interesting discussion on the ACRL Chapter list about what other chapters charge their members.  Some chapters are part of state associations others like DVC are not. ACRL New England charges $20 for membership fees.  Are we comfortable raising to that rate?
    • At the April business meeting held during the spring program we will discuss with members and send out information ahead of time for feedback/input on the decision to raise membership rates
    • Plan to keep student membership free and they can join at any time.  

• Next board meeting:  March 20, 2019 at 12 PM

Attendees: Jess, Nancy, Jessica, Elise, Sarah, Stefani, Karen, Adam, Megan

• December meeting minutes were reviewed and approved.  Megan will post to the blog after the meeting.
• Financial report – Adam
  • Emma’s check still outstanding.  
  • Adam is waiting update from attorneys (per Ellie) to apply 501c3 status.   
  • Taxes will be filed under 501c3 status as usual.
  • Adam almost complete with the tax process
  • He will continue working on the draft budget
  • Wild apricot is an outlier expense – not an annual thing as we’ve paid for 2 years
  • 2020 we need to pay for website license hosting fee / domain name
  • Roadshow fee?
    • $2000 payment to ACRL (this is after a $4000 discount), food and location
    • We can use ACRL $1 per member reimbursement to pay for facility fee (operational costs – supplies)
    • We could apply those funds to the $2000 fee due to ACRL
• Program updates
  • We received the Scholarly Communications Roadshow grant!
    • Date: April 26, 2019
    • Presenters: Will Cross, Director of the Copyright and Digital Scholarship Center, North Carolina State University; Carla Myers, Assistant Professor and Coordinator of Scholarly Communications, Miami University Libraries
    • Topics: Accessibility, Scholarly Publishing and Open Access, Open Education (we pick two to focus on in afternoon workshop)
      • Not sure yet of the format of the workshops
      • We voted for Accessibility and OER for the two workshops
    • Space needs: roundtables, head table for presenters
    • Tech needs: 2 wireless microphones, a projector w/ computer, screen
    • Venue?
      • Penn State Berks? Lehigh Valley?
      • Swarthmore (Jessica B. to investigate further) – update Swarthmore venue booked on 4/26
      • Being close to public transportation would be nice.  
      • ACRL needs list of registrants a week ahead of event, they will send out info directly to attendees
      • We want to really publicize this event
      • Include ACRL Metro NY chapter
      • ACRL Chapters list – Jessica to make announcement at ALA midwinter
      • Reach out to universities in the area once we have registration open, PaLA as well
      • Announce on twitter and facebook
    • Need to set up registration and make available as soon as possible
      • Name
      • Title
      • Institution
      • Email address
      • What situations are happening on your campus that prompt you to want to come to this workshop?
      • What is the one thing you most hope to gain from attending this workshop?
• Web update – Karen
  • New website is live – Board members agreed it looks great.
  • Blog still shows old menu and format but that is forthcoming
  • Karen looking into update of calendar option for events
• Blog update – Megan
  • Will get minutes up later, Sarah’s meet the board post going up this week, tweeted about road show last week.  
• Social committee update – Elise/Adam
  • Books through Bars – she’ll be reaching out to rest of committee
    • Limit of 6 people for event, not just ACRL folks as part of the volunteer event
    • WePAC was raised as a possible volunteer opportunity
    • Board will continue to brainstorm

• Elections – Nancy
  • Happens in March.   Need 3 people on committee
    • Committee – Adam, Stefani, Nancy, Karen  (Nancy to follow up with new committee)
• Mentorship Program update – Stefani
• Archives update – Leslie
• Next board meeting:  February 20, 2019