aall executive board agenda july 21-22,2011

8/6/2019 AALL Executive Board Agenda July 21-22,2011

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AALL Executive BoardAGENDA

Thursday July 21, 2011

EXECUTIVE BOARD BRIEFING SESSION

1:00 p.m. Welcome, Introductions and Ground RulesJoyce Manna Janto, President

Annual Meeting Executive Board Schedule TAB 21Joyce Manna Janto, President

Annual Meeting UpdatePam Reisinger, Director of Meetings

Member Registration and Exhibitor Update Meeting Emergency Plan Reception for VIPs and Corporate Donors Reception for International Attendees

General Business Meeting Agenda - TAB 22Members Open ForumJoyce Manna Janto, President

Other Issues Likely to be of Concern to Members

1:30 p. m. Call to Order and Approval of the Agenda

Joyce Manna Janto, President

1:35 p.m. Presidents Report TAB 1Joyce Manna Janto

1:45 p.m. Vice Presidents Report TAB 2Darcy Kirk

1:55 p.m. Report of the SecretaryRuth Hill

Approval of the Executive Board Meeting Minutes - Action Item - TAB 3

ACTIONThe Executive Board is asked to consider approval of the minutes:March 25-26, 2011 Executive Board Meeting MinutesJune 8, 2011 Executive Committee Conference Call Minutes (TBD Onsite)June 10, 2011 Executive Committee Conference Call Minutes (TBD Onsite)


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2:15 p.m. Report of the Executive Director TAB 4Kate Hagan

2:30 p.m. BREAK

2:45 p.m. Report of the TreasurerSusan Lewis

1. Finance & Budget Committee Meeting Minutes - June 2011 TAB 5

2. FY 2010-2011 Second Quarter Financials Tab 6

3. Approval of the FY 2011-2012 Operating Budget Action Item TAB 7

ACTIONThe Executive Board is asked to consider approval of the Associationoperating budget for FY 2011-2012.

3:15 p.m. Report of the Vendor Liaison TAB 8Margaret Maes, Vendor Liaison

3:30 p.m. Final Report of the Colloquium Working Group on Shared Principles-Action Item TAB 9Margaret Maes, Vendor Liaison

ACTIONThe Executive Board is asked to consider approval of the report andrecommendations from the Colloquium Working Group on SharedPrinciples.

4:15 p.m. Proposed AALL Antitrust Policy Action Item TAB 10Joyce Manna Janto, President

ACTIONThe Executive Board is asked to consider approval of the proposed AALLAntitrust Policy.

5:00 p.m. Adjournment for the day6:00 p.m. Executive Board Dinner

Valanni Restaurant1229 Spruce StreetPh: 215-790-9494


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Friday, July 22, 2011

10:30 a.m. Report and Recommendations of the Nominations CommitteeDarcy Kirk, Board Liaison

1. New Candidate Information Document Action Item TAB 11

ACTIONThe Executive Board is asked to consider approval of the candidateinformation document.

2. Revisions to the Conduct of Elections Policy Action Item TAB 12

ACTIONThe Executive Board is asked to consider approval of the proposedrevisions to the Conduct of Elections Policy.

11:00 a.m. Report and Recommendation of the Administration Committee ActionItem TAB 13Catherine Lemann, Chair

ACTIONThe Executive Board is asked to consider approval of the report andrecommendations of the Administration Committee.

11:30 a.m. Report of the Chapter Council Chair TAB 14Diane Rodriguez

11:40 a.m. Report of the SIS Council Chair TAB 15Anne Matthewman

11:50 a.m. Report of the Director of Government Relations TAB 16Julie Strandlie

NOON LUNCH - Marriott Grand Ballroom Salon A

1:00 p.m. Request from the Indexing of Periodical Literature Committee to updateits charge Action Item TAB 17

Joyce Manna Janto, Board Liaison

ACTIONThe Executive Board is asked to consider approval of the request of thecommittee to update its charge.

1:15 p.m. Consideration of a proposal on Caucus Formation Action Item TAB 18Joyce Manna Janto, President


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ACTIONThe Executive Board is asked to consider approval of the report andrecommendations regarding a policy for Caucus formation.

1:45 p.m. Report and recommendations from the Price Index Review Task Force Action Item TAB 19Joyce Manna Janto, Board Liaison

ACTIONThe Executive Board is asked to consider approval of the report andrecommendations of the Price Index Review Special Committee.

2:15 p.m. BREAK2:30 p.m. Consideration of a report and recommendations regarding changes to the

AALL Government Relations Policy Action Item TAB 20Joyce Manna Janto, Board Liaison

ACTIONThe Executive Board is asked to consider approval of the AALLGovernment Relations Policy as amended.

3:00 p.m. Informal Consideration

4:00 p.m. Old Business

4:05 p.m. New Business

Executive Session (if requested)

4:15 p.m. Meeting Appraisal

1. Do you think you were heard?2. Did we follow the agenda? Were there things you thought important we

did not deal with?3. Did we treat each other well?4. What did not work, how can we fix it?

Adjournment

INFORMATION ITEMSa. Annual Meeting Executive Board Schedule TAB 21b. General Business Meeting Agenda TAB 22c. 2011-2012 Committee Chairs, Vice Chairs and Liaison Assignments TAB 23d. Chapter Anniversary Letters TAB 24e. 2013 Annual Meeting Program Committee and Local Arrangements Committee

Chairs TAB 25


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AMERICAN ASSOCIATION OF LAW LIBRARIES TAB 1EXECUTIVE BOARD MEETING: July 21-22, 2011

DATE SUBMITTED: Monday, June 06, 2011

SUBMITTED BY: Joyce Manna Janto, PresidentON BEHALF OF ENTITY: Executive Board

BOARD LIAISON: None

REQUIRES: INFORMATION ITEM

TOPIC: President's Report

SUMMARY: Report of the activities of the President since the Spring BoardMeeting.

MOTION FOR BOARD ACTION: None

FUNDS REQUIRED: None


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Presidents Report

March 2011 July 2011

After returning from the Spring Board Meeting I:

Attended the SANDALL Spring Workshop as their chapter visitor. The visit was well organized andthe program well executed. I visited three academic libraries and the San Diego Public Law Library.

Was the keynote speaker at the National Conference on Libraries and Judicial Information Services inSantiago, Chile. While in Chile I also lectured at three law schools on the topic of legal research

strategies and participated in a program at the Chilean Library of Congress. My topic there was the

ways that AALL lobbies the federal and state government on information issues.

Attended the WPLLA Spring Banquet as their chapter visitor. WPLLA is my home chapter, so tospeak, as I was a WPLLA member when I was a student assistant at the University of Pittsburgh Law

School Library. I had a very good visit, managing to visit three libraries during my short stay.

Attended the Annual Meeting of the Canadian Association of Law Librarians in Calgary, Alberta. I wasintroduced at their business meeting and brought greetings from our Association. I also invited them to

attend our Annual Meeting in Philadelphia. The sessions I attended were very well done and I wasstruck by the similarity of issues between our organizations.

Attended the Mayflower II meeting in Washington. This is a meeting between the heads of AALS,AALL, the ABA Section on Legal Education, the Law School Admissions Council, the National

Association of Law Placement, and Access, the student loan program, and the National Conference of

Bar Examiners. The agenda of the meeting was a discussion of issues of relevance to each group. Our

issues were the research competencies and the changes proposed by the ABA regarding the academic

status of law library directors. The representatives from NCBEX were very interested in what we are

doing, as was the representatives from AALS.

Attended the LLAGNY Summer Banquet as their chapter visitor. I was able to tour three libraries andspeak to quite a few members. It was an enjoyable trip.

Held an Executive Committee meeting by conference call to approve the proposed contract with Hein tobegin publishing the Index to Foreign Legal Publications.

Participated in weekly calls with Kate Hagan to discuss Association business. In mid-May we expandedthe calls to include Darcy Kirk, the Vice-president/president-elect.

Established a task force to develop the Research Competencies based on the Research Principles. Developed my remarks for the Conference of the Chinese and American Forum on Legal Information

and Law Libraries (CAFLL)which is being held in conjunction with the Annual Meeting inPhiladelphia. I was asked to address the way that AALL fosters leadership within the membership.

Wrote two From the President columns, the introduction to four editions of the enews, and anintroduction to a members briefing for Spectrum. The final members briefing featured articles by Board

members Chris Grasser, Ron Wheeler, and Katie Brown. The topic was their paths to leadership and

reflections on their leadership both in their work lives and in their volunteer work with the association.

Worked with Kate Hagan to develop the scripts needed for the various events at the Annual Meetingand determined who would be receiving Presidential Certificates of Appreciation.


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DATE SUBMITTED: Friday, June 03, 2011

SUBMITTED BY: Darcy Kirk, Vice PresidentON BEHALF OF ENTITY: Executive Board

BOARD LIAISON: None


TOPIC: Vice President's Report

SUMMARY: Report of the activities of the Vice President since the Spring 2011Executive Board meeting.




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Vice-Presidents Report

April 2011 July 2011

Some of what I accomplished during the time since the Spring 2011 Executive Board

Meeting follows:

Drafted the Spring 2011 chapter visit talking points.

Completed the task of filling the expiring Representative positions.

Began planning for the futures summit, which will be held during the regular planningday at the fall 2011 executive board meeting. David Mao has accepted the responsibility

for chairing the planning committee.

Met with the Nominations Committee (as the board liaison) at a meeting held in Chicagoat AALL headquarters, April 8-9. Last year, Joyce Janto recommended that we have a

face to face meeting for this final meeting the one the finalizes the slate. I concurwith Joyce and recommend that this face to face meeting be continued going forward.

Attended the ASAE program entitled Symposium for Chief Elected and Chief Staff

Officers with Kate Hagan. The program was held in Chicago, April 14-15. It was agreat opportunity for me and Kate to think together about AALL and how our two roles

interact in the leading of an association.

Made plans to attend the BIALL meeting to be held in Newcastle, England, June 15-19.

Traveled to Minneapolis, MN as the chapter visitor for the Minnesota Association of Law

Libraries (MALL) annual meeting. The meeting was held on May 6 in Eagan atThomson/West. I visited local law libraries on May 5.

Conducted a virtual training/orientation for new board members on May 11.

Participated on a conference call (June 6) with the AMPC co-chairs, Anne Matthewman

and Jonathan Franklin, to begin to finalize plans for communicating with members

regarding program proposal options.

In the coming months, I look forward to completing plans for my responsibilities at the

Philadelphia Annual Meeting and continuing plans for the 2012 Annual Meeting inBoston. I also look forward to making plans for attending the IALL meeting in Kuala

Lumpur, Malaysia in December.

Respectfully submitted,

Darcy Kirk

AALL Vice President


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DATE SUBMITTED: Wednesday, June 29, 2011

SUBMITTED BY: Ruth Hill, SecretaryON BEHALF OF ENTITY: Executive Board

BOARD LIAISON: None

REQUIRES: ACTION ITEM

TOPIC: Executive Board Meeting Minutes - March 25-26, 2011 ExecutiveBoard Meeting, June 8, 2011 Executive CommitteeConference Call, and June 10, 2011 Executive CommitteeConference Call

SUMMARY: The minutes for the March 25-26, 2011 Executive Board Meetingare attached. The Executive Committee Conference call minuteswill be distributed onsite.

MOTION FOR BOARD ACTION: That the Execuitve Board approve the minutes of the March 25-26,2011 Executive Board Meeting, June 8, 2011 Executive CommitteeConference Call, and June 10, 2011 Executive CommitteeConference Call.



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Minutes to be Approved July 21-22, 2011

3637

AALL EXECUTIVE BOARD MEETING MARCH 25-26, 2011

In Attendance: March 25-26, 2011

AALL Executive Board Members

Joyce Manna Janto, PresidentDarcy Kirk, Vice PresidentCatherine Lemann, Past PresidentRuth Hill, SecretarySusan Lewis, TreasurerCarol Bredemeyer, Board MemberLucy Curci-Gonzalez, Board MemberChristine Graesser, Board MemberRonald Wheeler, Board MemberDonna Williams, Board Member

AALL Staff Members

Paula Davidson, Director of Finance and AdministrationKate Hagan, Executive DirectorKim Rundle, Executive Assistant to the Executive Director

Guests

Margie Maes, AALL Vendor LiaisonDiane Rodriguez, Chapter Council ChairDeborah Rusin, AALL Secretary-Elect

Absent

Janet McKinney, Board MemberAnne Matthewman, SIS Council Chair

At 8:35 a.m. on Friday, March 25, 2011 the Executive Board meeting was called to order by President JoyceManna Janto who made a motion to amend the agenda, to include a discussion on Janet McKinneysresignation from the Executive Board and finding a replacement for the vacated seat. Carol Bredemeyerseconded. Motion carried. Darcy Kirk then moved to adopt the agenda as amended. Donna Williamsseconded. Motion carried.


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3638

AMERICAN ASSOCIATION OF LAW LIBRARIES TAB 2EXECUTIVE BOARD MEETING: March 25-26, 2011

DATE SUBMITTED: Thursday, March 10, 2011

SUBMITTED BY: Jean Wenger, Vice President-Elect

ON BEHALF OF ENTITY: AALL Executive Board

BOARD LIAISON: None

REQUIRES: CONSENT ITEM

TOPIC: Nominations Committee Appointments

MOTION FOR BOARD ACTION: That the Executive Board approve the appointments to theNominations Committee for 2011-2012.

Approved as part of the consent agenda, which was moved by CarolBredemeyer and seconded by Christine Graesser.

FOLLOW-UP: That the Nominations Committee roster be posted to AALLNET andthat the Nominations Committee chair be informed of the ExecutiveBoards action.

Jean Wenger, Board Liaison, Nominations Committee 2011-2012

James E. Duggan, Chair, Nominations Committee 2011-2012

Kate Hagan, Executive Director


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3639


DATE SUBMITTED: Tuesday, March 08, 2011

SUBMITTED BY: Joyce Manna Janto, President

ON BEHALF OF ENTITY: Executive Board

BOARD LIAISON: None

REQUIRES: CONSENT ITEM

TOPIC: Morris Cohen Resolution

MOTION FOR BOARD ACTION: That the Executive Board approve the resolution honoring MorrisCohen.

Approved as part of the consent agenda, which was moved by Carol

Bredemeyer and seconded by Christine Graesser.

FOLLOW-UP: Present Gloria (Weitzner) Cohen with the resolution.




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3640


DATE SUBMITTED: Thursday, March 10, 2011

SUBMITTED BY: Ruth Hill, Secretary

ON BEHALF OF ENTITY: Executive Board

BOARD LIAISON: None


TOPIC: Executive Board Meeting Minutes - November 5-6, 2010 andDecember 2, 2010

MOTION FOR BOARD ACTION: That the Executive Board approve the minutes of the November 5-

6, 2010 Executive Board Meeting and the December 2, 2010Executive Board Conference Call Meeting.

Ruth Hill moved. Lucy Curci-Gonzalez seconded. Motion carried.

FOLLOW-UP: The Secretary will oversee the preparation of copies of the finalapproved minutes for the Associations file at headquarters and thearchives. Copies of the approved minutes are distributed to thePresident, Secretary, Archives, Editor of LLJ, filed in the AALLofficial minutes book and posted to the Members Only section onAALLNET and the Executive Board web site.

Ruth Hill, Secretary

Janet Sinder, Editor, LLJ



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3641

AMERICAN ASSOCIATION OF LAW LIBRARIES TAB 9

EXECUTIVE BOARD MEETING: March 25-26, 2011

DATE SUBMITTED: Wednesday, February 23, 2011

SUBMITTED BY: Susan Lewis, Treasurer

ON BEHALF OF ENTITY: Finance & Budget Committee

BOARD LIAISON: None


TOPIC: Form 990 Review and Approval

SUMMARY: To be distributed at Executive Board meeting.

MOTION FOR BOARD ACTION: That the Executive Board approve the Association Form 990,which has been reviewed by the Finance and Budget Committee.

Susan Lewis moved. Motion carried.

FOLLOW-UP: That the 990 form be signed and submitted as required by law.


Susan Lewis, Treasurer

Paula Davidson, Director of Finance and Administration


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3643


DATE SUBMITTED: Friday, February 25, 2011

SUBMITTED BY: Susan Lewis, Treasurer

ON BEHALF OF ENTITY: Finance & Budget Committee

BOARD LIAISON: None


TOPIC: Proposed Budget Guidelines for 2011-2012

MOTION FOR BOARD ACTION: That the Executive Board approve the proposed Budget Guidelinesfor FY2011-12.

Susan Lewis moved. Motion carried.

FOLLOW-UP: That the FY2011-12 budget be drafted using the approvedguidelines.

Susan Lewis, Treasurer

Paula Davidson, Director of Finance and Administration


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3644

AMERICAN ASSOCIATION OF LAW LIBRARIES TAB 13

EXECUTIVE BOARD MEETING: March 25-26, 2011

DATE SUBMITTED: Monday, February 07, 2011

SUBMITTED BY: Roger Skalbeck, Chair

ON BEHALF OF ENTITY: Copyright Committee

BOARD LIAISON: Lucy Curci-Gonzalez


TOPIC: Use of Creative Commons to License AALL Materials

MOTION FOR BOARD ACTION: That the Executive Board adopt the Copyright Committees

recommendations that AALLadopt a Creative Commons license forselective works where AALL owns the copyright, that AALLprovide options for use of Creative Commons licenses for itemsmembers submit to AALL and that AALLencourage use of CreativeCommons licenses among AALL members.

Lucy Curci-Gonzalez moved. Ron Wheeler seconded. Motion failed.

A substitute motion was then made:

To refer the report back to the Copyright Committee to work withAALL headquarters regarding the implementation and legalconsiderations of the committees report and recommendations and

the committee to also consult with the SISs, other committees thatprovide content and with the AALLNET Committee and to reportback to the Executive Board by its fall 2011 Executive Boardmeeting.

Lucy Curci-Gonzalez moved. Darcy Kirk seconded. Motion carried.

FOLLOW-UP: That the board liaison communicate the boards action to theCopyright Committee.

Lucy Curci-Gonzalez, Board Liaison

Roger Skalbeck, Chair, Copyright Committee


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3645



SUBMITTED BY: Sally Wise, Chair

ON BEHALF OF ENTITY: Law Student Research Competency Standards Task Force

BOARD LIAISON: Catherine Lemann


TOPIC: Law Student Research Competency Standards Task Force Report

MOTIONS FOR BOARD ACTION: Motion One: That the Executive Board approve changing the nameof the report to the Law Student Research Competencies and

Information Literacy Principles Report.

Joyce Manna Janto moved. Ron Wheeler seconded. Motioncarried.

Motion Two: That the Executive Board approve the report andrecommendations and thank the committee for its work.

Catherine Lemann moved. Ron Wheeler seconded. Motion carried.

Motion Three: That the Executive Board approve the appointment ofa task force to draft standards in line with the principles and todetermine any further action necessary on behalf of AALL.

Catherine Lemann moved. Donna Williams seconded. Motioncarried.

FOLLOW-UP That the Executive Boards action be communicated to the chair ofthe Task Force and that the AALL president appoint a task force todraft standards as a result of the report.

Catherine Lemann, Board Liaison

Sally Wise, Law Student Research Competency Standards TF ChairJoyce Manna Janto, President


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3646



SUBMITTED BY: Timothy Coggins, Chair

ON BEHALF OF ENTITY: ELIACC

BOARD LIAISON: Ruth Hill


TOPIC: Electronic Legal Information Access and Citation Committee -Committee Name Change

MOTION FOR BOARD ACTION: That the Executive Board approve a name change for theElectronic Legal Information Access and Citation Committee(ELIAC) from its current name to a new name - the Digital Access toLegal Information (DALI) - and make this change effective at theappropriate time as designated by the Executive Board.

Ruth Hill moved. Carol Bredemeyer seconded. Motion carried.

FOLLOW-UP: That the chair of ELIACC is notified of the boards action and thatthe appropriate changes are made on AALLNET.

Ruth Hill, ELIAC Board Liaison

Tim Coggins, ELIAC Chair



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3647

Old Business

There was no old business.

Board Meeting Assessment

The members of the Executive Board participated in an assessment of the fall Executive Board meeting.

New Business

There was no new Business

Executive Session

There was no Executive Session.

Adjournment

There being no further business, the meeting was adjourned at 12:25 p.m. on Saturday, March 26, 2011.


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SUBMITTED BY: Kate Hagan, Executive DirectorON BEHALF OF ENTITY: Executive Director

BOARD LIAISON: None


TOPIC: Report of the Executive Director

SUMMARY: Report regading activites since March 2011.




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June 13, 2011

TO: AALL Executive Board

FROM: Kate Hagan, Executive Director

RE: Report to the Executive Board Summer Executive Board Meeting

We have recently welcomed two new staff members to AALL. Julie Strandlie assumed her

responsibilities as Director of Government Relations on April 11, and Amie Shak, began in hernew role as the Marketing and Communications Manager on June 23. Both will be attending theAnnual Meeting, so you will have the opportunity to meet them in Philadelphia.

The new AALLNET successfully launched on May 2 and we have been receiving positivecomments. We have also identified some content and functionality in need of a fix, and Chris

Siwa continues to work on these areas as we are made aware of them. In addition, there is some

work still underway on the site to add some additional functions.

We have been encouraging our committee members to begin using the community section of the

new AALLNET for managing their committee work and documents. I know a few have been

doing this successfully, so I have been asking the staff liaisons to encourage this and also to doany training necessary to help the committees navigate the new site.

After the Annual Meeting, we will begin phase two of the project which will involve workingwith the SISs to migrate their content to the new site.

Staff is in countdown mode for the Annual Meeting. We are in good shape as we move into the

last few weeks before the meeting begins. As of June 13, we have 1,617 registered to attend themeeting, which is just above our budgeted number of 1,600. We also have 173 booths, which is

just two shy of our budget of 175. We should be able to meet that budget over the next few

weeks.

In preparation for the meeting, all of the final logistics and planning is being executed and the

entire staff is working on their areas of responsibility for the meeting. In addition to the AnnualMeeting update, Anne Myers, the AMPC will be using the AALLNET Community site to blog

about events and other activities at the meeting.

We have also set time aside in the Annual Meeting photographers schedule to take member

pictures at the Member Services Booth so that they can update their profile. While we had talked


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about allowing members to update their profile at the booth, it was not practical given the

logistics of doing so. Instead, they can have the picture taken, which we will then send to themfor uploading and updating their profile. Everyone who gets their picture taken will get a ribbon

for their efforts.

Speaking of the Annual Meeting, the 2012 program proposal site has also been launched and thisyear, as a part of this process, the committee is also asking members to submit ideas or topics for

programs they would like to have included in next years education program agenda.

In preparation for the July Executive Board meeting, I have been working with the NominationsCommittee on its report to the Board, which also includes some recommendations to the Conduct

of Elections Policy. Cathy Lemann and I have also been working on a report regarding the

AALL bylaws, as it pertains to membership categories.

At the summer Board meeting, we also approve the annual budget and I have been working with

Paula on the budget preparation. All of the staff directors have submitted budget requests fortheir areas of responsibility, and currently we are working to balance the budget, as is requiredby our financial policies. The Boards Finance and Budget Committee will hold a conference

call, prior to the Board meeting to approve the budget to be submitted to the Board for final

approval.

Since the spring meeting, President Manna Janto has appointed a Task Force on Law Student

Research Competencies. Carol Bredemeyer will serve as chair of the Task Force. The creation

of the Task Force was approved by the Board at its spring meeting.

In addition, I have been working with President-elect Darcy Kirk on the creation of a planning

committee for her AALL Futures initiative, which was also discussed at the spring meeting.David Mao has agreed to chair the planning committee and other committee appointments are

currently being finalized.

The Price Index Committee has submitted the data for the compilation of the next edition of the

Price Index. We are currently working to compile the information for review by the committee.

The Index should be final within the next several weeks.

In addition, the Board will review a report and recommendations from the Price Index Review

Task Force, as it relates to improving the Index for members.

Vendor Liaison, Margie Maes, has been working with the subcommittees that were formed at the

end of the Vendor Colloquium. Her report is also included in your Board materials. I have been

working with her to finalize the reports and in making them available to the membership forcomment.

A detailed report of all staff activities in support of AALL is also provided in my monthly reportto the Executive Board, which can be accessed on AALLNET.
http://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/boardadmin/boardresources/monthly-reportshttp://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/boardadmin/boardresources/monthly-reportshttp://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/boardadmin/boardresources/monthly-reportshttp://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/boardadmin/boardresources/monthly-reports


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DATE SUBMITTED: Thursday, June 30, 2011

SUBMITTED BY: Susan Lewis, TreasurerON BEHALF OF ENTITY: Finance and Budget Committee

BOARD LIAISON: None


TOPIC: Finance and Budget Committee Conference Call Minutes: June2011

SUMMARY: To be distributed by email prior to the meeting.




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SUBMITTED BY: Susan Lewis, TreasurerON BEHALF OF ENTITY: Finance and Budget Commitee

BOARD LIAISON: None


TOPIC: FY10-11 Second Quarter Financials

SUMMARY: Financials are attached.




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2010 2011

Current assets:

Cash 899,914$ 1,000,922$

Cash management account 1,054,436 1,085,882

Accrued interest receivable 0 14,595

Accounts receivable, net of

allowance for doubtful accounts 8,356 10,936

Other receivables - 392

Prepaid expenses 85,897 104,614

Total current assets 2,048,603 2,217,341

Property and equipment 129,915 145,706

Accumulated depreciation (53,509) (81,709)

Total property and equipment 76,406 63,997

Other assets

Deposits 10,803 10,803

Total assets 2,135,813$ 2,292,142$

Current liabilities:

Accounts payable and accrued

expenses 94,485 100,811

Deferred membership dues 341,662 328,159

Deferred subscription income 64,132 30,171

Deferred rent 51,087 55,487

Deferred revenue - other 2,785 8,645

Deferred exhibitor fees - -

Deferred SIS dues 25,841 32,142

Due to other funds 1,446,714 1,460,748

Total current liabilities 2,026,706 2,016,164

Excess revenue over expenses 109,107 275,978

Total liabilities and net assets 2,135,813$ 2,292,142$

LIABILITIES AND NET ASSETS

AMERICAN ASSOCIATION OF LAW LIBRARIES

STATEMENT OF FINANCIAL POSITION - GENERAL FUND

March 31, 2011

March 31

A S S E T S


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Percent of FY11

2010 2011 Budgeted Amt Budget

Revenues:

Membership 467,607 473,064 45.81% 1,032,737

Advertising, royalties, and subscription

income from publications 29,670 29,230 56.76% 51,500

Index to Foreign Legal Periodicals

subscriptions and royalties 215,137 168,205 35.04% 480,000

Spectrum 59,763 73,291 60.82% 120,500

Law Library Journal 25,228 23,854 59.64% 40,000

Dividend and interest income 16,718 12,257 30.64% 40,000

Annual meeting 521,566 687,205 46.91% 1,465,096

Professional development - 0.00% 25,375

AALL Institutes 8,482 18,818 65.45% 28,750

Webinars 13,920 19,854 53.66% 37,000

Membership lists 32,615 31,090 41.45% 75,000

Placement fees 9,919 9,957 19.91% 50,000

Special interest section - dues and

other income - - 0.00% 54,503

Transfer from other funds (CRF) - - 0.00% 27,500

Other 20,254 10,438 99.41% 10,500

Total revenues 1,420,879$ 1,557,262$ 44.01% 3,538,460$

Expenses:

Program services:

Publications, printing,

production and mailing 14,988 1,291 5.00% 25,800

Index to Foreign Legal Periodicals 138,184 131,179 44.09% 297,500

Spectrum 58,885 66,851 38.25% 174,780

Law Library Journal 27,759 31,148 24.26% 128,400

Annual meeting 124,892 120,823 14.19% 851,176

Professional development - - 0.00% 25,080

AALL Institutes 39,068 813 2.90% 28,050

Webinars 9,498 9,510 65.41% 14,539

Committees 6,147 4,625 46.25% 10,000

Executive board 38,265 36,623 34.55% 106,000

Membership Marketing 3,505 2,541 22.48% 11,300

Vendor Liaison 6,346 8,472 65.17% 13,000

Vendor Colloquium - 33,792 122.88% 27,500

Government Relations Office 5,715 6,164 13.04% 47,262

Representatives 8,329 7,883 20.51% 38,425Other - 0.00% -

Supporting services:

Administrative and general 830,192 819,570 47.34% 1,731,388

Total expenses 1,311,772 1,281,284 36.29% 3,530,200

Increase in net assets 109,107$ 275,978$ 8,260$

March 31


STATEMENT OF ACTIVITIES - GENERAL FUND

March 31, 2011


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Percent of FY11

2010 2011 Budgeted Amt Budget

Revenues:Contributions 24,380 57,000 102.33% 55,700

Advertising and Royalties 5,523 2,430 8.48% 28,638

Exhibit fees 349,200 473,700 96.38% 491,500

Registration fees 136,471 149,475 20.00% 747,475

Closing banquet - - 0.00% 57,000

Opening event - - 0.00% -

Sales - - 0.00% 34,724

Housing rebates 2,892 - 0.00% 39,659

Other 3,100 4,600 44.23% 10,400

Total revenues 521,566$ 687,205$ 46.91% 1,465,096$

Expenses:

Education programs 4,310 20,754 9.23% 224,795

Facilities 41,048 33,500 34.56% 96,945

Local advisory committee 2,054 250 1.51% 16,530

Registration 19,898 15,963 36.46% 43,785

Hospitality - - 0.00% 3,448

Placement - - 0.00% 2,650

Bookstore - - 0.00% 5,891

Board Activities 107 950 4.06% 23,375

Planning & administration 5,369 422 0.93% 45,560

Exhibit hall 48,489 49,110 27.18% 180,663

CONELL 2,032 - 0.00% 15,403Memebership Booth - (126) -0.72% 17,590

Closing banquet 140 - 0.00% 58,572

Recognition luncheon - - 0.00% 5,050

Opening event - - 0.00% -

Publicity and marketing 1,445 - 0.00% 37,328

Newspaper - - 0.00% 3,118

Chapter Council Meeting - - 0.00% 4,850

Committee Chairs Meeting - - 0.00% 2,860

SIS Council Meeting - - 0.00% 2,420

Past President's Tea - - 0.00% 1,000

Webmaster Training - - 0.00% 3,000

Legislative Advocacy training - - 0.00% 1,500VIP program - - 0.00% -

Grants and leadership funding - - 0.00% 11,360

Other - - 0.00% 43,483

Expenses before salaries and indirect costs 124,892$ 120,823$ 14.19% 851,176$

Increase in net assets 396,674$ 566,382$ 92.26% 613,920$

March 31


STATEMENT OF ACTIVITIES - ANNUAL MEETING

March 31, 2011


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Percent of FY112010 2011 Budgeted Amt Budget

Revenues:

Advertising 56,978 73,013 60.84% 120,000

Royalties 3 - 0.00% -

Subscriptions 2,783 278 55.50% 500

Total revenues 59,763$ 73,291$ 60.82% 120,500$

Expenses:

Advertising 112 165 137.50% 120

Less commissions 6,986 15,448 70.22% 22,000

CRIV 2,041 2,549 39.21% 6,500Editing 2,104 1,747 36.39% 4,800

Honoraria 6,000 6,000 50.00% 12,000

Miscellaneous 90 25 0.84% 3,000

Index Expense - - 0.00% 1,000

Briefings - - 0.00% 3,000

Postage 6,481 9,832 57.29% 17,160

Printing and typesetting 35,072 31,086 29.55% 105,200

Expenses before salaries and indirect costs 58,885 66,851 38.25% 174,780

Decrease in net assets 879$ 6,439$ (54,280)$

March 31


STATEMENT OF ACTIVITIES - SPECTRUM

March 31, 2011


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Revenues:

Advertising 3,796 4,199 41.99% 10,000

Royalties 2,279 1,010 20.20% 5,000

Subscriptions 19,153 18,645 74.58% 25,000

Total revenues 25,228$ 23,854$ 59.64% 40,000$

Expenses:

Advertising - - 0.00% 500

Less commissions 333 1,980 116.48% 1,700

Editing 1,673 1,432 20.45% 7,000Honoraria 6,000 6,000 50.00% 12,000

Fees to ALA 2,300 2,300 25.00% 9,200

Miscellaneous - - 0.00% 2,000

Postage 4,015 4,343 19.74% 22,000

Printing and typesetting 13,438 15,094 20.40% 74,000


Decrease in net assets (2,531)$ (7,294)$ (88,400)$

March 31


STATEMENT OF ACTIVITIES - LAW LIBRARY JOURNAL

March 31, 2011


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Revenues:

Subscriptions 145,018 88,526 36.89% 240,000

Royalties 70,119 79,679 33.20% 240,000

Total revenues 215,137$ 168,205$ 35.04% 480,000$

Expenses:

Computer consultant fees 900 0.00% 10,000

Contribution to University of California 12,500 25,000 100.00% 25,000

Editing services 7,280 7,280 45.50% 16,000

Depreciation Expense - 0.00% -Indexing services 26,501 21,879 50.88% 43,000

Honoraria 6,000 1,500 12.50% 12,000

Miscellaneous - 0.00% 500

General Editor Expenses - 428 4.28% 10,000

Office supplies and postage 6,975 3,254 29.58% 11,000

Printing 25,832 20,007 44.46% 45,000

Salaries 52,196 51,831 41.46% 125,000


Increase in net assets 76,953$ 37,025$ 20.29% 182,500$

March 31


STATEMENT OF ACTIVITIES - IFLP

March 31, 2011


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Expenses:

Executive board 21,519 27,152 60.34% 45,000

Executive board committees 3,651 4,016 80.33% 5,000

President/Vice-President support 1,260 957 6.38% 15,000

President's discretionary fund - - 0.00% 10,000

Executive board chapter visits 5,113 3,604 24.03% 15,000

Executive board Emerging Opportunites fund - - 0.00% 10,000

Executive board training/strategic planning 6,721 893 14.89% 6,000

Total expense 38,265$ 36,623$ 34.55% 106,000$

March 31


SCHEDULE OF EXECUTIVE BOARD EXPENSES

March 31, 2011


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Expenses:

Audit fees 12,500 12,500$ 56.82% 22,000

Archives expense - - 0.00% 10,328

Attorney fees 6,902 7,450 37.25% 20,000

AALLNET expense 10,692 2,094 0.00% -

Ballot mailing - - 0.00% -

Chapter database management 6,722 7,015 70.15% 10,000

Consulting fees 14,552 11,013 47.88% 23,000

Non-capitalized hardware/software 218 10,776 126.77% 8,500

Depreciation expense 15,000 15,000 60.00% 25,000Dues 629 775 38.75% 2,000

Equipment maintenance - - 0.00% 1,000

Equipment rental 12,755 22,278 51.81% 43,000

Executive director expense 4,415 2,041 20.41% 10,000

Executive director professional expense 2,225 1,681 33.62% 5,000

Fundraising expense - - 0.00% -

Insurance 9,075 9,771 75.16% 13,000

Maintenance 438 249 24.90% 1,000

Marketing - Membership - - 0.00% -

Messenger service (11) - 0.00% 100

Miscellaneous expense 68 310 62.05% 500

Office supplies and expense 2,455 2,100 26.25% 8,000

Postage 5,855 8,277 51.73% 16,000

Printing and copying 1,426 1,040 34.65% 3,000

Rent 58,639 70,089 57.29% 122,346

Salaries 518,637 479,308 46.06% 1,040,602

Staff benefits 87,997 98,385 44.92% 219,012

Temporary help - 838 167.60% 500

Placement fees - 295 0.00% -

Contract Services 2,374 - 0.00% 3,000

Internet expense 14,790 16,379 51.18% 32,000

Software maintenance 4,588 1,862 93.10% 2,000

Payroll and bank service charges 28,192 30,665 55.75% 55,000

SIS Support - - 0.00% 500

Staff continuing education and other expense 4,781 3,581 35.81% 10,000Telephone 4,258 4,123 58.91% 7,000

Business taxes 20 (325) -1.81% 18,000

Total expenses 830,192$ 819,570$ 47.34% 1,731,388$


SCHEDULE OF ADMINISTRATIVE AND GENERAL EXPENSES

March 31

March 31, 2011


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March 31, 2011

Actual vs budget notes

% of budget

Actuals Budget actuals Comments

General FundRevenues

Placement Fees 9,957 50,000 19.91% lower then planned job postings

Annual MeetingRevenues

Exhibit Fees 473,700 491,500 96.38% Booking of annual meeting booths ahead of last year

IFLPRevenues

Royalties 79,679 240,000 33.20% decrease in print subscriptions

Expenses

Contribution to Univ. of California 25,000 25,000 100.00% yearly payment

Admin and General ExpensesExpenses

non-capitalized hardware/software 10,776 8,500 126.78%

one time payment for yearly user license for new

AALLNET

Insurance 9,771 13,000 75.16% Yearly insurance payment made

Software maintenance 1,862 2,000 93.10% yearly support for financial system


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DATE SUBMITTED: Thursday, June 30, 2011

SUBMITTED BY: Susan Lewis, TreasurerON BEHALF OF ENTITY: Finance and Budget Committee

BOARD LIAISON: None


TOPIC: FY 2011-12 Operating Budget

SUMMARY: Proposed budget to be distributed by email prior to the meeting.

MOTION FOR BOARD ACTION: That the Executive Board approve the proposed operating budgetfor Fiscal Year 2011-12.



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DATE SUBMITTED: Friday, June 10, 2011

SUBMITTED BY: Margaret Maes, AALL Vendor LiaisonON BEHALF OF ENTITY: Executive Board

BOARD LIAISON: Kate Hagan


TOPIC: AALL Vendor Liaison Report

SUMMARY: See attached.




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June 10, 2011


FROM: Margie Maes, Vendor Liaison

RE: Summer 2011 report

My time since the beginning of March has been largely devoted to post-Colloquium tasks. I chaired the

Working Group on Shared Principles, which was assigned to draft a document of shared principles and

to create an action plan recommending next steps. The report of that group is provided separately.

The Members Briefing that Rob Myers and I wrote in January appeared in the April issue of theAALL

Spectrum, and we received some positive comments on it. As noted in the Colloquium Action Plan, we

will continue to work on efforts to clarify the role of the Vendor Liaison and other AALL entities involved

in vendor relations. Copies of the Members Briefing will be made available during the annual meeting

at the CONELL Marketplace and at the CRIV table in the activities area.

Since my last report I have communicated with six individual librarians about various publisher practices.

In some of these cases I worked with CRIV to help resolve a problem or obtain information from a

publisher. We also tried to follow up on general complaints that were posted to listservs, while

encouraging librarians to contact me or CRIV directly.

I also spoke with one vendor who asked my advice about the best way to communicate an upcoming

operational change to customers.

I was in Chicago in May and had an opportunity to meet with Julie Strandlie, new Director of

Government Relations, to talk about vendor relations, areas of mutual interest, and ways in which we

might work together. It was a very productive first meeting.

CRIV is generously allowing the Working Group to use their annual Vendor Roundtable time slot to

report out on the Colloquium and the follow-up work. At this writing we have just begun to plan that

session, which will be held on Monday, July 25, 12:00-1:15, in PCC Room 112(A).

Rob Myers and I are making a brief presentation at the SIS and Chapter leadership training sessions onSaturday. I also plan to spend some time at the Member Services booth in the exhibit hall during the

annual meeting, as my schedule permits.


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SUBMITTED BY: Margaret Maes, AALL Vendor Liaison and Working Group ChairON BEHALF OF ENTITY: Colloquium Working Group on Shared Principles

BOARD LIAISON: Kate Hagan


TOPIC: Colloquium Working Group on Shared Principles Final Report

SUMMARY: The attached report summarizes the Working Group's charge andaccomplishments. The final version of the Action Plan will bedistributed onsite.

MOTION FOR BOARD ACTION: The Board is asked to consider approval of the report and

recommendations from the Colloquium Working Group on SharedPrinciples.



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Colloquium Working Group on Shared Principles

Final Report June 10, 2011

Following the Colloquium on Creating, Disseminating, Using, and Preserving Legal Information in

Challenging Times (held Feb. 28-March 1, 2011) a Working Group was appointed to follow up on thework begun during the colloquium discussions by:

Drafting a document of shared principles, to be reviewed by the participants of the colloquiumand disseminated to the AALL Executive Board and membership

Preparing an action plan that outlines the next steps and future work identified at thecolloquium, along with recommendations on distributing the work, to be reviewed by the

participants and the AALL Executive Board and to be sent to the membership for comment

Reviewing the list of library-identified issues that were not fully addressed at the colloquium todetermine where future work is necessary and appropriate

The Working Group began by reviewing the transcribed record of the colloquium, a combination ofnotes taken by staff and notes written on flip charts. We used the transcription and our own notes as

the basis of our work on both the Shared Principles and the Action Plan.

Shared Principles: We sent a draft of the Shared Principles to the Colloquium participants on May 5.

The draft was a distillation of the flip chart notes, with editing for clarity and the elimination of

duplicative concepts. The Working Group tried to focus the document on a short list of broad principles,

which we thought would have greater impact than a longer and more complex list. We received and

incorporated several comments on the draft, and we sent a final version to the participants on June 10.

Action Plan: The Action Plan flows from the Shared Principles as well as from the Colloquium

conversations. It is divided into three parts: new project work for immediate action; areas of current

work for continued emphasis; and issues to be developed for future work. A final draft of the Action

Plan (including goals, objectives and recommended tasks) was made available to the AALL membership

on June 13, with a four-week comment period. The final version of the Action Plan, including

recommended assignments and timelines, will be presented to the Executive Board at its July 2011

meeting.

Colloquium Working Group on Shared Principles

Margaret K. Maes, Chair

Mary JenkinsGreg Lambert

Linda Lev-Dunton

Kristina Niedringhaus

Richard Spinelli

Cindy Spohr


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DATE SUBMITTED: Tuesday, June 28, 2011

SUBMITTED BY: Joyce Manna Janto, PresidentON BEHALF OF ENTITY: AALL President

BOARD LIAISON: None


TOPIC: AALL Antitrust Policy


MOTION FOR BOARD ACTION: That the Executive Board approve the proposed AALL AntitrustPolicy.



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ANTITRUST COMPLIANCE POLICY

In order to minimize the possibility of antitrust concerns, the American Association of Law Libraries(AALL) requires all of its officers, directors, members, and employees to abide by the terms of thisantitrust policy (Policy).

1. No individual officer, director, member, employee, committee, special interest section, caucus,chapter, or other party is authorized to speak or act on behalf of AALL unless specifically granted suchauthorization by AALL in writing (all references to in writing or written include email).

2. The Executive Board is the only party authorized to issue policy statements or adopt positions(public or otherwise) on behalf of AALL. Responses to questions or complaints from the public or fromprivate parties must be handled in accordance with AALLs Bylaws and its Policies.

3. No individual officer, director, member, employee, committee, special interest section, caucus,chapter, or other party is authorized to use AALL letterhead or AALLs logo without the prior writtenconsent of the AALL President or Executive Director.

4. Agendas for AALL Executive Board meetings shall be prepared in advance, and posted toAALLNET. Only approved agenda items will be discussed.

5. Participants in all meetings related to or discussing AALL business, whether Board, committees,special interest sections, caucuses and other meetings of AALL members, must comply with this Policyat all times.

6. The AALL secretary shall take minutes of all Executive Board meetings. Minutes shall besubmitted to the AALL office and reviewed by AALL counsel prior to distribution. Upon approval, suchminutes shall become the official minutes retained by AALL, and posted to AALLNET. Boardmembers should not keep their own minutes. Minutes of committees, special interest sections, and

caucuses shall be submitted to the AALL office.

7. Periodic written reports to the AALL Executive Board are required from all AALL committees,special interest sections, caucuses, staff directors, Executive Director, and officers reflecting all pendingmatters, requests for action and approvals for preliminary decisions.

8. Committees, special interest sections, and caucuses may act only within the scope of theirauthority, and all correspondence must comply with this Policy. Recommendations shall be made tothe Executive Board for other actions to be taken.

9. Any questions regarding this Policy or its implementation shall be addressed to the AALLPresident or Executive Director.

10. All AALL officers, directors, members, employees, committees, special interest sections, andcaucuses shall adhere to the AALL Antitrust Guidelines, a copy which are attached hereto as Exhibit A.

11. A copy of this Policy shall be made available to all AALL members and employees, and theneed to comply with its terms shall be communicated regularly.


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ANTITRUST GUIDELINES

Associations, although well recognized as valuable tools of American society, are subject to strictscrutiny by both federal and state governments. While such scrutiny should not prevent participation in, andsupport for, an association, members should be aware of, and comply with, certain relevant legal principles.

Compliance with these laws does not prevent association members from lawfully engaging in a wide varietyof group activities, as long as the purpose or intended effect of the activities is promotion of an industry as awhole, and not to gain a competitive advantage over non-members.

The single most significant law affecting organizations such as AALL is the Sherman Antitrust Act,which makes unlawful every contract, combination or conspiracy in restraint of trade or commerce. Anassociation, by its very nature, is a combination, thus satisfying what would ordinarily be a difficult element inproving an antitrust violation. The Federal Trade Commission Act, the Clayton Antitrust Act and theRobinson-Patman Act also are applicable to associations, for they also forbid anticompetitive activities.Furthermore, virtually every state has enacted antitrust laws similar to the Sherman Act. As such, anyassociation activity that arguably could be perceived as a restraint of trade exposes associations and itsmembers to antitrust risk.

Between the state and federal laws, there is no organization too small or too localized to escape thepossibility of a civil or criminal antitrust suit. It is thus imperative that every association member, regardlessof the size of the association, refrain from indulging in any activity which may be the basis for a federal orstate antitrust action.

There are four main areas of antitrust concern for associations: price fixing, membership, self-regulation, and standardization and certification. The area of greatest concern historically has been pricefixing. The government may infer a violation of the Sherman Act by the mere fact that all or most of themembers of the association are doing the same thing with respect to prices or other terms and conditions oftrade. It is not required that there be an actual agreement, written or unwritten, to set prices. Rather, pricefixing is a very broad term which includes any concerted effort or action which has an effect on prices, termsor conditions of trade, or on competition. Moreover, such concerted actions cannot be justified by showingthat they will benefit customers, or that the prices set are otherwise reasonable.

Accordingly, association members should refrain from any discussion which may provide the basisfor an inference that the members agreed to take any action relating to prices, services, production,allocation of markets or any other matter having a market effect. These discussions should be avoided bothat formal meetings and informal gatherings. In fact, informal gatherings of association members are oftenlooked upon with suspicion by the government.

The following topics are some examples of the subjects which should not be discussed atAssociation meetings, either virtual or live:

1. Do not discuss current or future prices (be very careful of discussions of past prices).

2. Do not discuss what is a fair profit level.

3. Do not discuss standardizing or stabilizing prices or pricing procedures.

4. Do not discuss cash discounts or credit terms.

5. Do not discuss controlling sales or production or allocating markets or customers. (Thisapplies to services as well as products.)

6. Do not complain to a competitor that its prices constitute unfair trade practices and do notrefuse to deal with a company or individual because of pricing or distribution practices.


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7. Do not discuss anticipated wage rates.

Inasmuch as an associations antitrust violations can subject all association members to criminal andcivil liability, members should be aware of the legal risks in regard to membership policy and industry self-regulation. Because membership in an association can be of substantial benefit, associations must ensurethat they do not in any way restrict or prejudice competitors from membership or illegally discriminate

against non-members. Membership policies should avoid:

1. Restrictions on dealing with non-members.

2. Excluding from membership any qualified participant, especially if there is a businessadvantage in being a member.

3. Limitations on access to association information.

In encouraging certain conduct, associations may lawfully establish a code of ethics. However,codes that may have an anticompetitive effect, such as those banning advertising or competitive bidding, areprohibited. In general, industry or professional self-regulation, ordinarily manifested by a code of ethics,must avoid:

1. Requiring refusal to deal with any member violating the associations code of ethics.

2. Arbitrary enforcement of the code.

3. Unreasonably severe penalties for violation of the code.

4. Regulations or polices which have price fixing implications, such as preventing theadvertising of prices.

Standardization programs can be among the most beneficial activities in which associations engage.There is a substantial risk, however, that such programs will be used to restrict competition or discriminateagainst certain competitors. Thus, the following guidelines should be followed:

1. Standards should be voluntary.

2. Non-members must be allowed to participate although they may be charged a reasonable,higher fee.

3. Proposed voluntary standards should be widely circulated for comment by affected parties.

4. Performance standards, rather than design standards, should be used.

5. Periodic review of standards criteria should occur in order to account for changingtechnology.

6. Due process procedures for denials should be established.

7. Standard validation by an independent authority may be beneficial.

An association may be held strictly liable for the illegal conduct of its members and agents actingunder the associations name even if the association has not authorized the activity. Thus, an associationmust ensure that its members and agents are not using the associations legitimate activities foranticompetitive purposes. Associations which undertake standardization programs are particularlyvulnerable to this type of liability, and should closely monitor such activities. Thus, associations shouldconsider:


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1. Adopting written guidelines outlining the authority and responsibility of members and staff,including who may speak for the association and who may use association letterhead.

2. Requiring written committee reports of pending and completed matters.

3. Implementing due process procedures for decision-making and dispute resolution.

The penalties for violating federal and state antitrust laws are severe. The Sherman Act is a criminalconspiracy statute. Therefore, active participants, as well as individuals who silently acquiesce in illegalactivity, can be held criminally responsible. Violation of the Sherman Act is a felony punishable by a fine ofup to $100 million for corporations, and a fine of up to $1 million or ten years imprisonment (or both) forindividuals. Under some circumstances, the maximum potential fine may be increased above the ShermanAct maximums to twice the gain or loss involved. In addition, collusion among competitors may constituteviolations of the mail or wire fraud statutes, the false statements statute, or other federal felony statutes. Inaddition to receiving a criminal sentence, a corporation or individual convicted of a violation may be orderedto make restitution to the victims for all overcharges. Additionally, there are civil penalties such as cease anddesist orders, requiring government supervision of association members, restricting the associationsactivities and disbanding the association.

The greater likelihood of occurrence, and possibly the more severe penalty, may be civil suitsbrought by competitors or even consumers. Civil antitrust actions result in treble damage awards. Thus, anantitrust violation which caused $500,000 in damages would result in an award of $1,500,000.

The governments attitude toward associations requires associations and their members to, at alltimes, conduct their business openly and avoid any semblance of activity which might lead to the belief thatassociation members had agreed, even informally, to something that could have an effect on prices orcompetition. Thus, it is important that members contact the association for guidance if they have even theslightest qualms about the propriety of a proposed activity or discussion. Because of the importance of theantitrust laws, as well as the practical importance of associations, to the successful functioning of theAmerican economy, strict compliance with the antitrust laws by associations and their members is critical.


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DATE SUBMITTED: Friday, May 27, 2011

SUBMITTED BY: Kelly Browne, ChairON BEHALF OF ENTITY: Nominations Committee

BOARD LIAISON: Darcy Kirk


TOPIC: New AALL Candidate Information Document

SUMMARY: The 2010-2011 AALL Nominations Committee perceived a needfor an information sheet for AALL candidates. A subcommitteecreated and the whole committee approved such a document,presented in question-and-answer format. The AALL CandidateInformation document compiles details that are found in various

other AALL resources. Additional text has been written to clarifysuch matters as the election timeline and the Annual Meetingactivities for candidates and for Board members. The documentis designed to complement the AALL Conduct of Election Policyand to provide a clear picture of what candidates can expect andwhat is expected of them. It should be provided to new candidateseach year and posted on AALLNET.




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AALL Candidate Information

What is AALLs policy concerning candidates and the election process?

The AALL Conduct of Election Policy (http://www.aallnet.org/main-menu/Leadership-

Governance/policies/AssociationPolicies/policy-conduct-of-election.html ) requires that allcandidates are treated fairly and equitably and there is no undue pressure from membergroups or any inordinate commitment of time.

Candidates are expected to:

Do all they can to ensure that they and other candidates for the same position are

treated fairly and equitably

Participate in candidate events and activities, including the Meet the Candidates event

at the Annual Meeting. Prepare a biographical summary and a candidate statement tobe posted on AALLNET.

Submit a photograph to be displayed on a Meet the Candidates poster at the Annual

Meeting and to be posted on AALLNET with the election information.

Candidates may:

Express their opinions or ideas about professional issues dealing with librarianship at

any time and in any format Express opinions or ideas about AALL policies or issues under circumstances that

assure fairness to other candidates.

Participate in meetings or in-person or virtual events sponsored by AALL entities (SISs,

committees, caucuses or Chapters)which conform to the AALL Conduct of Election

policy

Participate in other events or activities if all candidates for the same position are invited

to take part.

Candidates may not:

Campaign for elected office or engage in activities specifically designed to persuade

AALL members to vote for them.

Make promises about future actions that will be taken by the Executive Board
http://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.htmlhttp://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.htmlhttp://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.htmlhttp://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.htmlhttp://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.htmlhttp://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.html


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Respond or comment on another candidates views or positions

Seek or receive endorsements from AALL entities (SISs, committees, caucuses or

Chapters), or from individuals or outside entities Participate in other events or activities in which all candidates for the same position

have not been invitedto take partWhat is the timeline for the AALL election process?

The slate of candidates is announced in May or June. Candidates should attend the AnnualMeeting that summer (in order to attend the Meet the Candidates event). [Candidates, ifelected, will also be expected to attend the Annual Meeting for the following four years.] In thefall, information concerning each candidate is posted on AALLNET (photo, biography, andcandidates statement). The AALL online election is held during the month of November, withthe voting deadline occurring at the beginning of December. Names of successful candidatesare announced shortly thereafter. Those elected will begin their terms the following summer, at

the end of the Annual Meeting.

What are the duties of AALL officers and board members?

The duties of Executive Board members are outlined in the Bylaws of the Organization and inthe Executive Board Officer Job Descriptions (http://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/governance/position-descriptions ).

What are the AALL Strategic Directions and how should officers and board membersutilize them?

The AALL Strategic Directionsserve as a strategic three-year plan for AALL, and aredesigned to provide goals and objectives for the Association as it grows as an organization.The strategic directions are formulated through consultation with AALL entities and individualmembers, and are approved by the Executive Board. Officers and board members shouldview the strategic directions as the framework for all actions taken by the board, and look tothe goals and objectives for guidance in establishing new initiatives and evaluating currentprograms.

What are the terms of office for prospective board members?

Vice-President/President Elect (VP/PE) will serve a three-year term, consisting of oneyear as VP/PE, one year as president and one year as Immediate Past President

Treasurer will serve a three-year term. Secretary will serve a three-year term.

Executive Board member will serve a three-year term.
http://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/governance/position-descriptionshttp://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/governance/position-descriptionshttp://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/governance/position-descriptionshttp://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/governance/position-descriptionshttp://www.aallnet.org/main-menu/Leadership-Governance/strategichttp://www.aallnet.org/main-menu/Leadership-Governance/strategichttp://www.aallnet.org/main-menu/Leadership-Governance/strategichttp://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/governance/position-descriptionshttp://www.aallnet.org/main-menu/Leadership-Governance/executiveboard/governance/position-descriptions


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What meetings are officers and board members required to attend?

Summer Executive Board Meeting - Held in July immediately preceding the AnnualMeeting from Thursday to Friday.

Fall Executive Board Meeting - Held in Chicago, usually in November for three days,Thursday to Saturday.

Spring Executive Board Meeting - Held in Chicago, usually in late March or early April

for three days, Thursday to Saturday. Officers and Board Members are also expected to make chapter visits (usually one or

two per year).

What activities and events are officers and board members expected to attend duringthe Annual Meeting?

In addition to the required executive board meetings, officers and board members (includingnew board members) are expected to attend a wide variety of activities and events during theAnnual Meeting, including:

Orientation and training meetings for officers and new board members. Board lunches, dinners and receptions CONELL introductions, committee training meeting, committee meetings (as liaison) Exhibit Hall ribbon cutting and breaks, opening reception, opening general session general business meeting and open members forum Other events and activities designated on the executive board schedule

Do Board Members receive compensation for service?

Board members are not compensated for their service. AALL covers all travel, lodging, meal,and incidental expenses for Executive Board members at all scheduled meetings except for

the Annual Meeting unless such expenses are not reimbursed by their employer. In suchcases, accommodations and other expenses incurred during the extra days required to attendBoard meetings are reimbursed upon request. Board members are expected to cover all otherexpenses of their attendance at the Annual Meeting. Expenses of chapter visits made byBoard members are covered either by AALL or by the chapter receiving the visit.


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DATE SUBMITTED: Friday, May 27, 2011

SUBMITTED BY: Kelly Browne, ChairON BEHALF OF ENTITY: Nominations Committee

BOARD LIAISON: Darcy Kirk


TOPIC: AALL Conduct of Election Policy Proposed Revisions

SUMMARY: The 2010-2011 AALL Nominations Committee proposes somechanges to the current AALL Conduct of Election Policy(http://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.html). The proposed revision is intended to update the

existing policy (which was approved in November 1998 andrevised in April 2004) while retaining its basic substance andintent. The revised policy acknowledges the existence of socialmedia and clarifies AALLs stance on candidate participation inevents and on endorsement of candidates by Association entities.New or revised language (including rephrased or slightly editedtext) is bolded and underlined.

MOTION FOR BOARD ACTION: That the Executive Board approve the revised Conduct of ElectionPolicy.



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http://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-

election.html

AALL Conduct of Election PolicyApproved November 1998, Board Meeting, Minutes: Tab 8

Revised April 2004

PREAMBLE

The following policy governs candidates during the election process for office in AALL. It is intended to assure

that all candidates are treated fairly and equitably and that they are able to participate in the election process

without undue political pressure from member groups, or excessive requirements to commit their time or

other resources to the election process. Candidates are encouraged to become well informed about

Association issues in the event that they are asked to comment on them in one of the ways permitted by this

Policy.

Candidates should do all they can to ensure that Association entities, SISs and Chapters, treat fairly and

equitably themselves and other candidates for the same position on the Executive Board.

POLICY

1. Candidates may not campaign for elected office nor engage in activities specifically designed topersuade members to vote for them. Activities not permitted include: distributing promotional items

and using social media to directly promote their candidacy.

2. Candidates may express their opinions or ideas about professional issues dealing with librarianship atany time and in any format.

3. Candidates may express their opinions or ideas about AALL policies or issues only under circumstancesthat assure fairness to the other candidates for the same position on the Executive Board. AALL will

provide several sanctioned opportunities for presentation of candidates to the AALL membership,

including a Meet the Candidates event at the AALL Annual Meeting and the posting on AALLNET of

candidate photos, biographies, and statements. Participation in other events or activities is

permitted if all candidates for the same position on the Executive Board are invited to take part. Candidates may not make promises about future actions that will be taken by the Executive Board.

Candidates may not respond to or comment on another candidate's views or positions.

4. Candidates may participate at meetings, on listservs or blogs, or at other in-person or virtual eventssponsored by AALL entities, such as SISs and Chapters whichconform to all aspects of this policy.

5. Candidates may not seek nor should they receive endorsements from AALL entities such as SISs andChapters, or from individuals. AALL entities may not endorse candidates nor engage in activities

specifically designed to persuade their members to vote for particular candidates.
http://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.htmlhttp://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.htmlhttp://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.htmlhttp://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.htmlhttp://www.aallnet.org/main-menu/Leadership-Governance/policies/AssociationPolicies/policy-conduct-of-election.html


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SUBMITTED BY: Catherine Lemann, ChairON BEHALF OF ENTITY: Executive Board Administration Committee

BOARD LIAISON: None


TOPIC: AALL Bylaws Proposed Revisions and Recommendations

SUMMARY: The Administration Committee was asked to review the AALLBylaws, with respect to the categories of membership, and make areport to the Executive Board.

MOTION FOR BOARD ACTION: That the Executive Board approve the report and

recommendations of the Executive Board AdministrationCommittee.



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1

June 13, 2011

To: AALL Bylaws Committee

From: AALL Executive Board Administration Committee

Re: Categories of Membership

The current AALL Bylaws has two categories of members, Active (includes retired) andAssociate (includes students). Dues for Active and Associate members are the same(currently $226 annually), while retired members pay at the student rate ($57). Theprimary difference among these three types of members is that Associate members do nothave the right to be elected to the Executive Board.

IV. Membership.

1. Categories of Membership.a. Members -- Active and Retired.

i. Active: Any person who is interested in the objectives of theAssociation and works with legal information in a library or

information center or provides library services on an independentcontract basis.

ii. Retired: Any person who is interested in the objectives of theAssociation, who has retired from Active Membership, and whodoes not qualify for Associate Membership.

b. Associate Members.i. Other persons who are interested in the objectives of the

Association and in legal information, including honorary members,students, non-library employees of the information industry, andmembers of library governing boards.

ii. A student member must be enrolled in a degree program related tolaw librarianship. Membership in this category is limited to fiveconsecutive years.

iii. A person who has made extraordinary contributions to lawlibrarianship or to the Association and who is not a member of theAssociation is eligible for honorary membership upon endorsementby the Executive Board.


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2

2. Rights of Members.a. Members in all categories have the right to receive the Law Library

Journal and AALL Spectrum, to belong to Special Interest Sections, to

serve on and chair AALL committees, and to vote in elections. SpecialInterest Sections may adopt policies governing the rights of theirmembers.

b. Active and retired members also have the right to hold elective office onthe Executive Board.

As of May 31, 2011, our membership totals by category are as follows:

Active and Retired: 4,487

Active 4,388Retired - 99

Associate: 423

Associate 112Student 306Honorary - 5

Our records also indicate that of that total, our vendor members are in the followingcategories:

Active and Retired: 24

Active 23Retired 1

Associate: 30

Associate - 29Student - 1

Current practice is that dues statements are sent to members who return the statement andself-identify their status as Active or Associate. AALL Headquarters staff makes noindependent assessment of whether or not an individual should be Active/Retired orAssociate.

Over the years, there have been various categories of members. The current membershiplanguage was adopted at the 1999 Annual Meeting. Two years earlier, the ExecutiveBoard proposed revisions to the membership categories

1

1 1 AALL Spectrum, April 1997, 24.

. There was much discussion of


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3

the proposal at the 1997 Business Meeting. Thematter was referred back to the BylawsCommittee for review in light of the comments.2

The Bylaws Committee considered input from a variety of sources which suggested therewas a general consensus that membership should be expanded. However, the right to hold

elective office on the Executive Board was reserved for the new category of memberwhich included active and retired members.3

The transcripts ofthe 1999 Business Meetings reflect the continued debate about how todefine members.

4

After much discussion, and consideration of some alternative language,the current language was sent to the members for a mail vote in the fall of 1999. Therevision passed with 972 in favor, 297 opposed.

The current definition of active member is simple but not without ambiguity. A review ofthe minutes of AALL Business Meetings, where changes to membership categories wereconsidered, show a variety of concerns expressed by members. One issue that has been

raised may times over the years is the status of vendors as members. There werecomments about the possibility of vendors taking over AALL, and vendors hearingmember concerns or issues discussed at Board meetings.

The current language works with legal information in a library or information centerhas been interpreted by some vendors as putting them in the Active member category.The intent of this language appears to be that if, for instance, a vendor has a law libraryand law librarian as part of their organization, that individual could be an Active member.However, an individual who did sales or customer service for the vendor would not beentitled to Active member status.

Even before the 1999 bylaws revision, the legal information industry was changing. Aspart of this change, individuals may be interested in legal information but not have lawlibrarian as part of their job title or duties. For instance, a law firm might call the librariana resource manager and that individual might have some traditional law librarian dutiesbut might also do conflicts checking, records management, or other tasks. There are anumber of former academic law library directors who are now deans in law schools.There are individuals working with legal information in alternative settings such asinformation consortia, preservation efforts, and independent catalogers.

How should membership categories be structured? The simplest change would be to haveActive, Retired, Student, and Honorary categories of membership. If there is a concernthat a vendor might be elected to the Executive Board, we should trust the Nominations

2 89 Law Libr. J. 474, 494. (1997) Unfortunately, the handouts on a variety of colored paper with proposedamendments to the proposal are not included, making somewhat difficult to reconstruct all possibilitiesdiscussed.3 3 AALL Spectrum, April 1999, 22.4 91 Law Libr. J.737 (1999) Again, there were alternatives discussed at the Business Meeting that are notreprinted in LLJ. The Bylaws revisions were voted on by a mail ballot, not at the Business Meeting.


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4

Committee and the membership not to nominate and elect a vendor. The number ofvendor members is not sufficient to take over an election to elect one of their own.

The Bylaws Committee is requested to:

review membership categories of similar associations draft proposed bylaws to revise membership categories of the current Bylaws(Section IV. Membership) review the rights of members section of the Bylaws (Section IV. 2. Rights of

Members)

review the Chapters section of the Bylaws regarding compliance with AALLBylaws (Section XI. Chapters) and make a recommendation as to whether thisshould be a requirement placed on Chapters.


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SUBMITTED BY: Diane Rodriguez, ChairON BEHALF OF ENTITY: Council of Chapter Presidents

BOARD LIAISON: Carol Bredemeyer


TOPIC: Council of Chapter Presidents Report





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FROM: Diane Rodriguez, Council of Chapter Presidents 2010/11

DATE: June 1, 2011

I want to thank the AALL Executive Board and Headquarters Staff for all of yoursupport and assistance throughout the year. I have learned so much aboutleadership, governance, and diplomacy. I also want to thank Carol Bredemeyerfor being a wonderful Board Liaison and mentor. I am sincerely honored tocontinue my service on the Board in the coming year.

Elections for the 2011-2012 Council of Chapter Presidents Chair were held inMarch and the successful candidate was Patricia Barbone of the Law LibraryAssociation of Greater New York, Director of Library Services at HughesHubbard & Reed in New York.

Many chapters held elections this spring and I am in the process of gatheringupdated rosters for headquarters and AALLNET. I am also cleaning up the CCPlistserv and adding newly elected members. Eligible chapters were encouragedto award a Chapter Registration Grant to a newer member. I have also beenencouraging chapter leaders to consider requesting a chapter visit.

The chapter presidents listserv had a brief discussion regarding the LibrarianRelations staff layoffs and reorganization at Thomson Reuters and how thesechanges will affect the Chapters. AALL Vendor Relations Liaison, Margie Maes,worked with me to deliver the general concerns of the list to Anne Ellis at TR, aswell as help the chapter leaders understand AALLs stance on the topic. As aresult, LLAGNY sent a letter to TR encouraging their continued support of theLibrarian Relations programs and highlighting the benefits to their Chapter andmembers. This letter resulted in scheduled meetings between TR and LLAGNYto discuss their concerns. Other Chapters have indicated they will write letterstoo.

An inquiry was made by a group of law librarians in North Carolina regardinginterest in starting a North Carolina Chapter of AALL. Kate Hagen and I suppliedthem with information and guidelines about forming a new chapter. After morethought and discussion, the group decided to postpone this project for now.

Annual meeting preparations are well underway. Chapter Leadership Training,the Leadership Luncheon, and the Council Business Meeting will be held onSaturday, July 23. Two Chapter Leadership Roundtab

aall executive board agenda july 21-22,2011

Documents