<p> MCMLA Executive Committee Meeting MINUTES July 11, 2014 9:00am MT / 10:00am CT</p><p>Action items noted in RED Votes noted in BLUE</p><p>Call to Order Darrel called the meeting to order at 10:00am CT.</p><p>Executive Committee Attendance: Darrel Willoughby – Chair Jackie Hittner –Chair-Elect Brenda Pfannenstiel – Immediate Past Chair Heather Brown – MLA Chapter Council Representative and 2015 Meeting Planner Kristen DeSanto – Recording Secretary</p><p>Leadership Attendance: Nancy Woelfl – Parliamentarian and Ad Hoc Endowment Task Force Amanda Sprochi – Publications and Express Editor Cindy Perkins – Honors and Awards Betsy Mueth – Library Advocacy Jeanne Burke – Membership Tim Kenny – Research</p><p>Unable to Attend: Kate Anderson – MLA Chapter Council Alternate Representative Karen Wiederaenders – Executive Secretary Tracey Hughes – Web Editor and MCMLA-L Discussion List Owner Rebecca Graves – Annual Meeting Advisor Marie Reidelbach – MLA Chapter Membership Liaison Jan Rice – MLA Chapter Credentialing Liaison Lisa Traditi – 2014 Meeting Planner Tom Gensichen – Bylaws and 2015 Meeting Planner Holly Henderson – Education Charlotte Manges – Governmental Relations Michlene Mankin – Honors and Awards Lori Fitterling – Research</p><p>Approval of May 9, 2014 Minutes Motion to approve the minutes of the previous meeting was made by Brenda, seconded by Darrel, and approved by voice vote of the MCMLA Executive Committee.</p><p>Committee Reports:</p><p>Bylaws: No report Education: No report</p><p>Government Relations: No report</p><p>Honors and Awards (Cindy): Three weeks prior to the awards deadline, five nominations have been received: three for the McDowell award and one each for the Hetzner and Outstanding Achievement awards. Cindy will put out a call for STARS nominations next month.</p><p>Library Advocacy: No report</p><p>Membership: No report</p><p>Publications (Amanda): The deadline for the next issue of MCMLA Express is August 1. More volunteers will be needed to cover the Quint meeting, so Amanda will be putting out a call. </p><p>Research (Tim): The committee is working on updating the research section of the website with past awards recipients.</p><p>2014 Meeting: No report</p><p>2015 Meeting (Heather): The committee has chosen a meeting logo, which Heather will email to the listserv. Will print logo postcards to hand out at the Quint meeting. Sent out a survey regarding exhibitors and got some good feedback. The priority at this time is the keynote speaker, and also got good feedback on speaker ideas.</p><p>AdHoc Endowment Task Force (Nancy): Getting information from Concord Asset Management to add to the list of possible endowment fund managers. Once Nancy gets the information she will update the spreadsheet and send it to the task force members. Hoping to have a ranked list to present to the executive committee at the Quint meeting. </p><p>New Business:</p><p>Jackie reported that the executive committee meeting at the Quint meeting will be held on Monday, October 13 from 1-3pm in the Long’s Peak room. This meeting time will permit Lisa to attend, who is incoming chair-elect.</p><p>Jackie reported that all archival materials are now at the AAO library, totaling 16 boxes of information and items. A recommendation was sent (see Appendix 1) to get permission from the executive committee to remove certain items. This is a preliminary list, and as the committee continues to go through the material and find items that shouldn’t be in the archives, they will come back and make future recommendations to the executive committee. Heather asked about the canvas bags, if they were branded with the meeting logo, and if so, should they be retained. Jackie noted that while they do have the meeting logo on them, the logo also appears on the programs. Nancy asked about the convention center and hotel information, if these items would be useful to future meeting planners. Jackie noted that it is material that comes from convention/visitors’ bureaus, some of which is very old and would no longer be useful. Of note, some items that appear to be missing include materials from the last 3 years. Jackie will put out a call on the listserv asking for electronic reports or printed programs or schedules from 2011-2013 meetings. Motion to approve the recommendation was made by Jackie, seconded by Brenda, and approved by voice vote of the MCMLA Executive Committee. </p><p>Brenda reported that she will be reviewing the policy and procedure manual before the next executive committee meeting on August 8. If anybody wants to recommend any changes, corrections, or clarifications to the policy and procedure manual, they should contact Brenda before that meeting. </p><p>Jeanne asked if we wanted to do posters at the Quint meeting with lists of new members and first time attendees, similar to what was done at the meeting last year. There was support on the call, so the membership committee will plan to do this again.</p><p>Adjourn: Motion to adjourn was made by Brenda, seconded by Jackie, and approved by voice vote of the MCMLA Executive Committee. Meeting was adjourned at 10:35am CT. Appendix 1</p><p>RECOMMENDATION TO THE MCMLA EXECUTIVE COMMITTEE</p><p>SUMITTED BY: Jackie Hittner DATE: July 2014</p><p>SOURCE: Chair - Elect</p><p>MOTION:</p><p>That an Archives Ad Hoc Committee be given permission to remove the following items that have been found in the MCMLA archives: </p><p>1. Agenda of meetings when the minutes for the meeting are available. 2. Preliminary Programs of annual meetings when the final OnSite Programs are available. 3. Registration forms for annual meetings. 4. Any blank form – examples of this are unmarked ballots, annual meeting evaluations, etc. 5. Convention Center/Hotel Information material from annual meeting cities. 6. Duplicate copies of MCMLA Newsletters and MCMLA Express. 7. Canvas bags from MCMLA meetings.</p><p>BACKGROUND: </p><p>The above is what we have found so far in our review of the MCMLA archives. The ad hoc committee will be submitting more items for consideration to be removed from the MCMLA archives as we continue to review the archive items.</p><p>BUDGETARY IMPLICATION: $0</p>