TALL Texans Round Table Executive Board Annual Assembly Hyatt Regency, Hill Country C, Level 1 - Austin Agenda July 8, :00 am - 12:00 pm

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1 TALL Texans Round Table Executive Board Annual Assembly Hyatt Regency, Hill Country C, Level 1 - Austin Agenda July 8, :00 am - 12:00 pm I. Welcome & Introductions Jill Bellomy, Michael Mendez, Kate DiPronio, Lydia Willms, Michael Pullin, Jacqueline Higginbotham, Lisa Loranc, Sara Tebes-Kokojan, Ted Wanner, Roosevelt Weeks, Karen B. Nichols, Cecily Ponce deleon, Gretchen Pruett, Walter Betts, Jake Syma, Mark Gottschok, and 3 additional attendees not identified The meeting was called to order at 11:00 am by Chair II. Reports Secretary/Treasurer - Lydia Willms A. Read & accept meeting minutes from April 20, 2016 Annual Conference ACTION: Minutes from Annual Conference were accepted. B. Treasurer s Report Ending Balances from Statement of Revenues and Expenditures received 7/1/2016 for the past three years were reported: 7/1/2013-6/30/2014 $5, /1/2014 6/30/2015 $6, *7/1/2015 6/30/ $5, *For Fiscal Year 2016, reported using July 1, 2016 data Revenues of $1, and Total Expenses of $2, Subtracting the expenses from the revenues for the year resulted in negative net revenue of $1,200. Subtracting that amount from TTRT Beginning Fund Balance of Unrestricted Equity Funds of $6, results in an Ending Fund Balance of $5,176.69, which is our beginning balance for FY Discussion: Jill submitted the budget for this year, similar to last year s. She made a donation last year for the reception and ceremony decorations. Ted Wanner indicated that the TALL Texans price has increased to $815. ACTION: It was moved, seconded, and unanimously approved that the TALL Texans stipend be increased to $815 for the proposed budget. 1

2 C. Addendum - Jill shared Walter Betts emphasis to focus on why, based on Simon Sinek s book, Start with Why. In TLA, our why is about libraries bring value to your life and community As a unit, how does TTRT s why fit into TLA s why What we do is our strategic plan, based on 4 foundational strategies: Demonstrate Value, Develop professionals, Engage Communities, Foster Excellence ACTION: Think about engaging members as leaders and be sure nominating committee is in place (and TTRT Nominating Committee is in place) D. Executive Board Liaison - Gretchen Pruett 1. Budget Encouraged group to closely monitor TLA finances for balanced budget, cautioning that expenses exceeding revenues is an unsustainable practice. Focus on increasing revenue or decrease expenses. Staff at TLA can assist with revenue generating ideas. Consider sponsorships, and discuss first with Cindy Boyle of TLA to contact exhibitors. After July 15, budgets are considered final. Can amend to reflect changes if needed, but no more intra-tla unit obligations. Next year is a Legislative year. 2. Annual Assembly 2016 Events Program invitation at Assembly 7/8/16 Orientation to TLA Finances Ticketed Luncheon 7/9/16 - Comedic Roast of Julie Todaro, ALA President, and Gloria Meraz, who will be Assistant State Librarian for Texas State Library. 3. TLA Technology is available for you use your ListServ so Gretchen is in the loop 4. Annual Conference 2017 Walter Betts has exciting new changes, such as 60 minute cap for program length. There s a screen in every room. Don t have to pay for AV at TLA if bring your own computer or projector. There is a hookup fee, but costs less. Cost of hooking up is controlled by the venue. Also general room usage fee applies. Speakers need to bring their own computers. Conference (2017) is a swing year, so Wednesday through Saturday instead of Tuesday through Friday 5. Engage with your membership to maintain and increase Round Table participation. 6. TLA is launching the Luminary Society, similar to endowed program, whereby accounts are named and can be endowed. Can be single contribution multiple monetary contributions, set aside for Excellence funding (of the 4 strategies). 2

3 7. Anything to the Board? Concern about increased Internet usage during programs, with emphasis to show, not tell in programming. Attendees need access without impacting their personal data plan. Discussion: Wi-Fi should be available in the rooms. Usually wireless is a cost we bear as an association. Let Programming Committee know if excess Wi-Fi needed. ACTION: Mike Mendez will check with Programming Committee so see if there s a solution for high use programs. III. Nominating Committee - Kate DiPronio Kate DiPronio will chair the Nominating Committee and needs two more people. Filling several positions this year Chair Elect can run unopposed, preferably not Secretary Treasurer can run unopposed, preferably not Councilor - at least two people running, and runner becomes Alternate ACTION: Sara Tebes-Kokojan and Mark Gottschok will serve on the TTRT Nominating Committee. Recruiting - Kate dipronio will send out a request through the listserv for transparency. Contact Nominating Committee if know interested people Slate of candidates will be sent to Jill and she ll send to TLA in December for election in March. IV. TLA Programming Committee Michael Mendez Programming Committee is working throughout Annual Assembly regarding programs for Defend Our Program will be 7/9/16. Program Fees for Conference: Microphone is $102 Projector Hookup is $385 Our own projector $190 Reiterated that show and tell is discouraged, but if it s a model that s applicable and innovative, it could work. V. Conference 2017 Programs - Jill Bellomy As emphasized by Walter Betts - shorter sessions, new shell, and new tracks Theme Own your Profession CURIOSITY, PASSION, INNOVATION 3

4 A. TALL Social/Awards Reception Michael Mendez Changes were made last year to save money (more casual). Last year s challenges - first day, challenges with hotel, and off site. Consider combining Battledecks followed by the Social to improve attendance at both. On-site (Conference hotel) or off site depends on cost, but we ll probably save on-site. Discussion: Battledecks at a hotel bar wouldn t work, but possibly in a ballroom, then to the hotel bar for the Social. There was discussion last year about moving to ALA format for Battledecks, like a Pentathlon with multiple events, but it had been decided to keep it as it is. Ted is retiring as Battledecks emcee, and his replacement, Len Bryan moved to Oregon. He might be available. To reduce cost, DEMCO has provided gift cards as well as someone to contact local merchants. DEMCO has provided gift cards for the last several years and it s probable they ll continue to support the event. Also consider having volunteers approach local merchants for gift cards or small prizes. ACTION: Mike M. will plan them separately, promote them together and weigh the cost (prizes, judges, emcee) Promote Battledecks in a creative way to increase attendance (PowerPoint karaoke) B. Outside the Lines Jill Bellomy Outside the Lines: Meeting the Needs of Your Users Innovation is a key factor in Conference. To facilitate creativity among librarians and focus on thinking differently for our users, submitted proposal for author Austin Kleon to present about thinking differently (books -Steal Like an Artist, Show Your Work!, weekly Curious Information, TED Talks). Jill talked with his staff them for ideas. If not possible, check with librarians to see how they inspire people in new ways to do things differently Discussion: Consider this as last 45 minute inspirational program leading into the Social in the evening. ACTION: Jill will continue to communicate to determine options. C. TALL Panel - Jill Bellomy Talked with Tuan Nguyen about TALL Texans panel of librarians who talk about the TALL 4

5 Institute and how it impacted their careers. To encourage dialog, possibly with Tuan and Jill as moderators. D. Battledecks see above, tie-in with Social E. Business Meeting date and time to be determined VI. Standing TALL Award Committee Kate DiPronio Recognizes a librarian (current or retired) who has contributed in outstanding way to TLA, their library, and librarianship. It is a secret nomination, in that award winner does not know before the Social. The winner is then encouraged to attend by person that nominated him/her. A. Need 2 people for the committee to score entries and encourage applicants. ACTION: Lisa Loranc and Mike Pullin volunteered to be on the committee. B. Consider changing the award, possibly an acrylic award (keep the boot element). Currently only pay for engraving on the plaque (under $10). Discussion: Jack Strawn bought dozens of leather children s boots and they became the award the following year. They re usually passed to the next Chair. Kate will send guidelines and investigate pricing of other award possibilities. Ted will locate remainder to assess the holdings of leather boots as gifts for speakers $25 already budgeted and we ll stick with that for Standing TALL Award. VII. New Social Media Initiative Jake Syma Discussion at Conference about a general TALL Texans facebook page modeled on ALA ThinkTank public group page (anyone can join). Facebook groups are public, closed, or secret. Public like ALA ThinkTank, anyone can join or be added or invited by a member Recommended by Jake for TALL Texans presence Closed anyone can ask to join or be added or invited by a member (requires approval) Recommended by Jake for Alumni page Secret people can be added or invited by a member (similar to a Listserv) Jake created TALL Texans 2015 Alumni Page on May 12, as a secret group beta test. Another TALL 2015 facebook page on July 6 as a closed group appeared, but no more details. Jake s has 2 members. The other one has members but people have to be added. Jill Bellomy Thank you to Mike Pullin and Kate DiPronio for adding to our Web presence initiative. Remaining items were tabled to revisit at Annual Conference 5

6 --- Twitter presence and how to keep members engaged and our why. Meeting adjourned at 12:01pm. Respectfully submitted by Lydia Willms. 6