RUSA EXECUTIVE COMMITTEE MEETING MINUTES Tuesday, February 11, 2014, 11am ET Landing page for all meeting documents: http://connect.ala.org/node/64409?gh=31067

Note taker Erin Rushton

Jennifer Boettcher, Kathleen Kern, Mary Popp Erin Rushton, Joe Thompson Attendees Staff: Susan Hornung, Marianne Braverman

1. Approve Minutes Motion to approve the minutes of the RUSA Executive Committee Meeting January 24, 2014. Motion seconded. Motion passed.

Action Items Discussion: Should RUSA make a statement on the Draft Revised Standards for Accreditation of the MLIS? Exec Comm decided to discuss this at an upcoming RUSA Exec Meeting.

2. President’s Report – Kern

Discussion Kathleen had no news to report since Exec Comm met at Midwinter.

3. Executive Director Update – Hornung Budget  Susan reported on RUSA’s finances. RUSA is $14,000 under revenue primarily because of timing for online courses and webinar revenue. RUSA had sellout for the online course Xtreme Bibliographic Searching for Interlibrary Loan & Reference, however, and other courses are showing potential so revenue should catch up. Expenses are about $20000 under budget. Overall RUSA is in good shape.

Book Annotations  Susan reported that the RUSA office received comments about some of the annotations that were included in the press releases for the book awards. Susan suggested that RUSA could contact Nancy Pearl to see if she would provide training on writing good book annotations. This training would be free to book award committee members and available for a fee to anyone else who wanted to attend.

Conference Deadlines  Susan reported that there have been some issues with Discussion conference programmers not meeting deadlines for Annual conference. If information about programmes is not submitted on time, these events will not be listed in the ALA Conference Programme and this can have an impact on attendance.

 It was suggested that members of CPCC should serve as liaisons to specific programs to help ensure that programme information is submitted in a timely manner. These liaisons should also ensure that assessment forms and attendance numbers be submitted to RUSA after conference.

 Joe reported that he attended the CPCC meeting at Midwinter and there was a discussion about collecting evaluative information from programmes. CPCC is planning to meet with Professional Development chair Jeannette Pierce as well as Susan and Joe to discuss this.

 Susan noted that the role of the RUSA office doesn’t need to change. The RUSA office will continue to update sections and committees about programming deadlines but the CPCC liaisons would be responsible for ensuring that sections get their information submitted on time.

 The Exec Comm agreed that the committee charge for CPCC should include a more defined role for the CPCC representatives.

 For the time being, Leighann will continue contacting sections and committees about deadlines. Leighann has asked if programmer planners could include small blurbs that could be used for social media.

Action Items Person Responsible Deadline Susan will follow up with Ed (Chair of Awards Committee) about having Nancy Pearl provide training on writing book HORNUNG annotations.

Joe will follow up with Denise Forro, current chair of PPPC, about updating the THOMPSON charge of the committee charge. 4. Branding Proposal http://connect.ala.org/node/215303

Exec Comm welcomed Marianne to RUSA.

Marianne had reviewed the proposal. Overall she thought it was comprehensive but suggested that two keywords were missing: cutting-edge and progressive.

Exec Comm discussed and updated the timeline: Proposals due: Friday, March 14th Begin Finalists Interviews: March 31 Committee Formed: Mid April Consultant Selected: Monday April 7th Project Presentation to Board: August Board meeting - Discussion no later than August 31st.

The expectation is that the consultant will finish the project by the Board meeting in August.

The consultant will likely need to attend Annual.

The consultant can decide how to best get input from membership.

There was a brief discussion about who should serve on the committee. Ex Comm agreed that should be a responsibility of the consultant.

Action Items Person Responsible Deadline Joe will update the project timeline and the part about section logos (as agreed on at the Board Meeting at Midwinter). THOMPSON ASAP

5. RUSA Update Editor Search – All Action Items Person Responsible Deadline

Mary will contact members of the search committee about their willingness to serve. Once the committee is formed, POPP ASAP Mary will ask Susan to post the position and will ask Andrea to add the appointments to the roster.

6. Unfunded Awards – ALL

The RUSA Awards Coordinating Committee has drafted a policy document about awards that have lost their funding. This document has been shared with Ex Comm and Board members. The most current version (3 February 2014) includes the following new language: If at the time of a new award being offered a sponsor agrees to provide funding for Discussion only a specified period of time, RUSA will normally not provide temporary funding to support it beyond that time frame.

Motion to approve the policy as amended. Motion seconded. Motion passed.

Action Items Person Responsible Deadline Susan will post the policy to ALA Connect so members can vote to approve. HORNUNG

7. Updating of RUSA Guide to Policies and Procedures – ALL This was a continuation of a discussion from a previous Exec Comm meeting.

Background: The Organization and Planning Committee as well as RUSA sections and committees have been updating the Guide but the document is getting to be a too unwieldy. The document is difficult to search and it is difficult to find things in. O&P is now looking for guidance on how to best proceed.

The two primary issues are: 1. The document is complex and this can make it difficult for individuals to find the information they need. 2. There is not an understanding of members use this document. Discussion ExComm decided to form a small ad hoc committee to review and reconceptualize the document. It was recommended that someone from Organization and Planning serve on this group. Mary will ask for volunteers.

The goal is to have the content in the Guide updated by Annual and then revisit the organization of the Guide during the summer. The long term maintenance of the document is the RUSA Office.

Motion that Susan, Mary and Kathleen set up a meeting to review and update the document. The reorganization of the document will be completed by a larger group during the summer. Motion passed. 8. Holding of Off-Site Events by Sections Document: General Information to Help You Plan Preconferences and Institutes http://connect.ala.org/node/218267

This document was created a few years ago and has been shared with conference programmers in the past. Susan recently updated the document to include information about insurance.

Ex Comm agreed to make the following changes to the document: 1. Add some information to the beginning of the document emphasizing that ALA and RUSA cannot be held accountable to events held off-site at conference. Discussion 2. Rename the document to: General Information about Off-Site Events. 3. Include a statement about events such as workshops or happy hours.

There was a brief discussion about whether ALA will provide publicity for off-site events. For a fee, ALA will provide registration for off-site events.

Joe requested that Ex Comm have a more thorough discussion about off-site events at a future meeting.

Action Items Person Responsible Deadline Susan will update the language in this document. She will then share with Ex Comm for review. Once approved, Susan will share with information with section chairs, standing committees, and HORNUNG section programming committee. Susan will also update the RUSA Guide to Policies and Procedures.

Susan will follow up to see if ALA will provide HORNUNG publicity for off-site events.

9. Student Sponsorships Discussion Joe shared a draft publicity document. Marianne has already reviewed it and has suggested a few edits.

There will need to be a place on the RUSA website to highlight sponsors and also a place for students to apply. The website is already set up to accept contributions from sponsors.

Currently the process requires that students contact the RUSA office. Susan has created a form for these applicants and will contact the membership department once the student’s application has been approved.

There was a discussion about whether students who are already RUSA members can apply. No decision was made. The membership is only for one year.

Next steps: Marianne will send an email to RUSA members and will work with Andrea to get this announcement posted on the website, Facebook and Twitter. This marketing will be targeted to RUSA members who plan to sponsor but will include for students who may want to apply.

Ex Comm will continue discussing the student application process via email and at an upcoming meeting. Kathleen after will send out an email of unresolved issues to Exec following this meeting.