NCCCLRA Executive Board Conference Call

June 28, 2007

2:30 p.m.

Attending:

Myra Blue Pamlico

Cathy Campbell Craven

Stephanie Bowers Pitt

Mike Crumpton Wake

Calvin Craig Gaston

Kat Clowers Lenoir

Monique Mitchell Roanoke

Michael Rose Rockingham

Libby Stone Gaston

Previous Minutes:

Stephanie reported that she was sent no corrections or additions to the posted minutes from the last Executive Board meeting on May 16, 2007.

Web Site Update:

Calvin noted that follow-up information pertaining to the 2007 conference is being added to the site as it is received. He thanked the Membership Committee for their updates to the membership page. The observation was made that the membership year listed on that page still needed updating. Calvin said that he would make the required change right away.

Project Team Reports:

Bylaws/Constitution Committee

Mike reported that Gena Craig had recently sent out the current position descriptions from the NCCCLRA Handbook to the Executive Board officers. They are being asked to rewrite these descriptions based on what they see as the actual current duties and procedures for their respective positions. These revisions will serve as a starting point for more comprehensive Handbook revisions to come.

Mike further stated that he expects to hold a conference call with his team members in the next few weeks. One idea up for discussion will be a proposed addition to the district directors’ position description, that of having each district director responsible for coordinating/suggesting one conference session for the next year’s conference program (the actual means of executing this session being left up to the individual district in conjunction with the Planning Committee). This proposal, if agreed on by the Committee, would then be put up for a vote by the NCCCLRA membership at the next annual conference.

Membership Committee

A question was raised as to when and how notices regarding payment of dues would be sent out. Kat stated that there is a meeting scheduled for next week at which details for this will be finalized.

A question on changing the current membership rates was also posed; the Board agreed that we should stick to the currently published rate for this coming year, and might recommend a change to be put up for vote at the next annual conference, along with a recommendation for a new out-of-state membership rate.

This prompted the further question of what rate to charge should someone from out of state express interest in becoming a member of the NCCCLRA prior to the next annual conference. It was decided that the Membership Committee will discuss this issue further to pin down the details of rate and benefits for out-of-state members (for example, voting rights would likely not be allowed) and will report back to the Board at the next meeting.

Suvanida Duangudom will work on getting together additional membership information to be published on the Web site as it becomes available.

Public Relations Committee

Calvin reported that this committee has not as yet had a formal meeting, but that information will generally be distributed through the Web site as appropriate.

Archives Committee

Stephanie indicated two issues that are currently being explored: the search for a more accessible and permanent location for the physical NCCCLRA archival documents that are currently housed in a file cabinet at the System Office, and the idea of reinstating the appointed position of Archivist so as to have a specific name associated with all archival procedures. For the last 10 or so years, archival materials have been “floating around” in various locations and there has been confusion on proper archival procedure. We do not have the luxury of a permanent physical office set up for NCCCLRA business, as do some larger organizations such as NCLA. The Board agreed that these issues bear further discussion and may be recommended for a membership vote.

The question was raised as to the feasibility of writing a grant so as to have archival materials converted to a digital format—this is also something that we would want to put up for a vote of the membership, and a suitable person would have to be identified for the actual grant-writing process. There may be a need for a visit to the System Office to view the types of documents currently being housed to further determine the practicality of this venture.

Planning Committee

Cathy described the PBwiki site she has launched to allow for sharing of conference planning information; it provides an easier and more efficient means of communication than having to get everyone together at the same time for a phone meeting. She already has a number of volunteers willing to help with planning and they will use this method to discuss such issues as conference location, date, and length.

The Wilkes location is still under serious consideration, especially in view of the potential for using the Walker Center, an on-campus meeting facility, as the actual conference venue. This choice would allow for a greater flexibility in deciding on dates. It is felt that there may be a better chance of increased attendance if we try to stay away from those “break” times when a number of people are likely to be on vacation. Fay Byrd (director of Wilkes CC Library) is looking into the possibilities for booking this facility.

District Reports:

District 1

Monique reported that she has garnered two volunteers to fill the vacant District 1 officer positions: Suvanida Duangudom from Wake has consented to serve as vice director, and Sandy Sanderson from Edgecombe has agreed to serve as secretary. She further noted that their district is “making progress.”

District 2

Kat stated that “not much” is currently happening with District 2, although Linda Muir has offered to host the next district meeting at Coastal Carolina CC.

District 3

Michael described some of the recent noteworthy events at Rockingham CC, among them the receiving of a grant to digitize the library’s historical collection, new tutorials on the library’s Web page, the school’s recent addition of two new vice presidents, and the advent of the “early college” program.

Mention of the impending increase in younger students using the library brought up the question of filtering. Michael noted that they do not employ content filters at Rockingham but instead keep a watchful eye on computer activity. The suggestion was made that this issue might prove to be a good session topic for our next conference program.

Districts 4, 5, and 6

Directors from these districts were not in attendance.

Closing Business:

Myra asked the Board if they felt it would be possible to hold a face-to-face July meeting in Fayetteville (a fairly central location). Some members responded that it would, but only on specific dates. She will contact Board members via e-mail to try to solidify plans for this.

Myra closed the meeting by thanking Mike for his continuing support as past president, stating that it is this type of support that keeps our organization going.

The meeting was adjourned at 2:59 p.m.

Submitted by:

Stephanie Bowers,

Secretary