Present: Susan Beck, Judith Bernstein, Susan Deese-Roberts, Earl Dye, Mark Emmons, John McCance, Inga Waite, Kris Warmoth

The meeting was called to order at 10:15 am by President Susan Deese-Roberts. 

ROUTINE BUSINESS

1. Approval of Minutes - April 20, 2001

Deese-Roberts moved to approve the minutes from April 20, 2001 and Emmons seconded. Minutes approved.
2. Treasurer’s Report

Beck reported that she had just obtained the organization’s financial records from Kay Krehbiel that morning, having stopped off at NM Tech Library in Socorro on her way to the Valencia campus, and had not time to prepare a report. Current balance in the organization’s checkbook reads $3,060.18. 
3. ACRL Chapters Council Report 

Deese-Roberts strongly recommended that NMARL either appoint or elect an ACRL Chapter Council representative to serve a three-year term. The longer term would provide some continuity for NMARL and for the ACRL Chapters Council. Currently service on the Chapters Council is done on a yearly basis, the NMARL person attends once and each time NMARL Board members need to educate the new Chapters Council representative regarding issues, procedures, etc. Deese-Roberts also recommended that NMARL designate someone to monitor legislative news regarding academic library issues and then distribute that news via the NMARL electronic discussion list <NMARL-L@linux08.UNM.EDU>. Deese-Roberts moved, Warmoth seconded and the Board agreed that Inga Waite serve as the NMARL representative to the ACRL Chapters Council beginning with the ALA 2002 midwinter conference, that NMARL will pay for the NMARL representative’s conference fee and that the representative disseminate news on legislative issues involving academic libraries. 
4. NMARL Web Page

Emmons reported that the NMARL web page is up and running at http://www.unm.edu/~emmons/nmarl/nmarl.html. Current contents include a link to join NMARL, information on the organization’s mission, its bylaws and annual reports. The web site also has links to information on conferences, the NMARL Board, business meetings and issues. Emmons requested that board members double check the board members page for correct name and contact information.

Board Positions 

A. Proposed change in term of office to coincide with annual membership meeting
NMARL’s bylaws indicate that officers assume duties at the annual membership meeting that normally takes place at the NMLA annual conference in April. However, there’s been a recent practice where officers assume office in September. Deese-Roberts moved, Emmons seconded and the Board approved the motion that officers assume their duties at the annual meeting beginning with 2002. Waite will become Past President and Emmons will become President in April 2002; Beck will serve from 2001-2003, relinquishing duties in April 2003.

Deese-Roberts also recommended creating a policies and procedures manual for the organization that describes responsibilities and duties. Warmoth moved, Beck seconded and the Board approved that work on such a manual be a project for the coming year. Deese-Roberts and Waite will work on the manual.

Deese-Roberts also asked about the feasibility and legality of using electronic ballots for elections. Waite will look into current ARCL chapter practices at midwinter. If we adopt using electronic ballots we will need to make a change to our bylaws since they currently do not allow for electronic ballots, only mail ballots. We can amend our bylaws at the annual meeting. The easiest change to make is to strike the word “mail” from Article II, Section 3 in the third sentence and change the word “mail” to “send” in the 4th sentence. 

We need to appoint a historian/archivist to keep track of changes in our bylaws and we also need to notify the state of any bylaws changes.

B. Current roster--Vacancies, Terms of Office, Nominations, Appointments
Vacancies are a four-year graduate program representative and a four-year college representative. Appointments would now end in April 2003. Bernstein noted that the special libraries representative is ex-officio and non-voting but her position will need to be filled because her term of service ends in 2002.

Affliations

A. CHECS
NMARL has had an affiliation with CHECS and has co-sponsored conferences with them for a while. However, librarian attendance at CHECS conferences is falling off. Some reasons for this lack of attendance could be that CHECS is no longer publishing their conference proceedings and the proceedings offered a publication opportunity for librarians. Also, there are fewer library-oriented programs at the conference. NMARL can re-define its relationship with CHECS. Waite and Emmons will get in touch with Pam Mirabal and Bill Atkinson to discuss the future of NMARL and CHECS relations.

B. NMCAL
NMARL needs a liaison to attend New Mexico Consortium of Academic Libraries (NMCAL) meetings because NMARL is an ex-officio non-voting member of NMCAL. It was agreed that the incoming President (Emmons) will appoint a NMCAL liaison to a 3 year term.

C. NMLA
The board discussed having a column about NMARL activities for the NMLA newsletter.

Membership

A. Monthly President’s report on NMARL-L
Deese-Roberts suggested that the current President send out a monthly report on NMARL activities to those subscribing to NMARL-L. There was a question regarding who is the list owner/moderator of  NMARL-L <NMARL-L@linux08.UNM.EDU> but went it unanswered.

B. Waive Membership Fee for New Members Belonging to ACRL but not NMARL
Emmons moved, Beck seconded and the board approved a motion that ACRL members resident in the state of New Mexico who are not currently NMARL members will be given a free one year membership.
Another topic discussed was the offer of an annual registration scholarship to attend an NMLA conference that would be open to any NMARL member. Warmoth will write up the guidelines and no more than $200 per annum would be allocated to this scholarship.

NEW BUSINESS

A. Annual Chapter Report to ACRL
Deese-Roberts is working on this. 

B. NMARL Agenda for the Year Ahead
At the general membership meeting at the NMLA annual conference NMARL will sponsor Lynn Trojahn, from Bosque Prep School, who will discuss fund raising in small doses. The Board approved a motion to offer an honorarium of $100 to Ms. Trojahn and will reimburse her for her Las Cruces hotel and meals. The NMARL general membership meeting will be Thursday, April 18 from 8:30-9:45 am. The NMARL board meeting will be held on Friday, April 19 from 2:30-3:45 pm.

C. Other
Waite thanked Deese-Roberts for her year of service and for so easily stepping in at the last minute to serve as President when the current President left the state. Waite also thanked Warmoth for being such a wonderful host.

The meeting adjourned at 1:12 pm