aall executive board agenda march 25-26, ,2011

8/6/2019 AALL Executive Board Agenda March 25-26, ,2011

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AALL Executive BoardMarch 25-26, 2011

Union League Club, Chicago

AGENDA

Friday, March 25, 2011

8:00 a. m. Continental Breakfast

8:30 a.m. Call to Order and Approval of the AgendaJoyce Manna Janto, President

8:35 a.m. Presidents Report TAB 1Joyce Manna Janto

8:45 a.m. Consent ItemsJoyce Manna Janto, President

1. Nominations Committee Appointments TAB 2

2. Morris Cohen Resolution TAB 3

ACTIONThe Board is asked to consider approval of the consent items.

8:50 a.m. Vice Presidents Report TAB 4Darcy Kirk

9:00 a.m. Report of the SecretaryRuth Hill

Approval of the Executive Board Meeting Minutes - Action Item - TAB 5

ACTIONThe Board is asked to consider approval of the following minutes:November 5-6, 2010 Executive Board Meeting MinutesDecember 2, 2010 Executive Board Conference Call Minutes

9:10 a.m. Report of the Executive Director TAB 6

Kate Hagan

9:15 a.m. Report of the TreasurerSusan Lewis

1. Finance & Budget Committee Meeting Minutes - February 2011 TAB 7

2. FY2009-10 Year-End Audited Report Tab 8


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3. Form 990 Review and Approval Action Item TAB 9

ACTIONThe Board is asked to consider approval of the Association Form 990.

4. FY2010-11 First Quarter Financial Report Tab 10

5. FY2011-12 Budget Requests Review and Current Reserve FundApproval Action Item Tab 11

ACTIONThe Board is asked to consider approval of the recommendation of theFinance and Budget Committee regarding FY2011-12 budget requests andthe current reserve fund.

6. FY2011-12 Budget Guidelines Review and Approval - Action Item Tab 12

ACTIONThe Board is asked to consider approval of the proposed BudgetGuidelines for FY2011-12.

10:15 a.m. BREAK

10:30 a.m. Use of Creative Commons to License AALL Material Action ItemTAB 13Lucy Curci-Gonzalez, Board Liaison

ACTIONThe Board is asked to consider approval of the report andrecommendations from the Copyright Committee

11:00 a.m. Law Student Research Competency Standards Task Force Report Action Item TAB 14Catherine Lemann, Board Liaison

ACTIONThe Board is asked to consider approval of the report and

recommendations from the Law Student Research and CompetencyStandards Task Force Report.

11:30 a.m. Report of the Chapter Council Chair TAB 15Diane Rodriguez

11:45 a.m. Report of the SIS Council Chair TAB 16Catherine Lemann, Board Liaison


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NOON LUNCH

1:00 p.m. Report of the AALL Vendor Liaison TAB 17Margie Maes

1:30 p.m. Vendor Colloquium DebriefMargie Maes, AALL Vendor Liaison and Joyce Manna Janto, AALLPresident

2:00 p.m. BREAK at AALL Headquarters

3:00 p.m. ELIAC Committee Report TAB 18Ruth Hill, Board LiaisonACTIONThe Board is asked to consider approval of the report andrecommendations from the ELIAC Committee.

3:15 p.m. Committee Action Plan Review(Be prepared to report on the plans of those committees to which youserve as liaison)

4:15 p.m. Adjourn for the Day

6:00 p.m. Executive Board Dinner(Meeting in Lobby at 5:50 p.m.)Petterinos


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American Association of Law Libraries

Executive Board Meeting Meeting Date: March 25-26, 2011

Document Inventory List

Tab 1 President's Report- INFORMATION ITEM

Tab 2 Nominations Committee Appointments - CONSENT ITEM

Tab 3 Morris Cohen Resolution - CONSENT ITEM

Tab 4 Vice President's Report - INFORMATION ITEM

Tab 5 Executive Board Meeting Minutes - November 5-6, 2010 and December 2, 2010 - ACTION ITEM

Tab 6 Executive Director's Report - INFORMATION ITEM

Tab 7 Finance & Budget Committee Meeting Minutes - February 2011 - INFORMATION ITEM

Tab 8 FY2009-10 Year-End Audited Financial Report - INFORMATION ITEM

Tab 9 Form 990 Review and Approval - ACTION ITEM

Tab 10 FY2010-11 First Quarter Report - INFORMATION ITEM

Tab 11 FY2011-12 Budget Request Review and Current Reserve Fund - ACTION ITEM

Tab 12 Proposed Budget Guidelines for 2011-2012 - ACTION ITEM

Tab 13 Use of Creative Commons to License AALL Materials - ACTION ITEM

Tab 14 Law Student Research Competency Standards Task Force Report - ACTION ITEM

Tab 15 Chapter Council Chair's Report - INFORMATION ITEM

Tab 16 SIS Council Chair Report - INFORMATION ITEM

Tab 17 AALL Vendor Liaison Report - INFORMATION ITEM

Tab 18 Electronic Legal Information Access and Citation Committee - Committee Name Change - ACTION

ITEMTab 19 Report of the Government Relations Office - INFORMATION ITEM

Tab 20 Price Index Review Task Force Status Report - INFORMATION ITEM

Tab 21 Call for Papers New Short Form Division for 2012 - INFORMATION ITEM

Tab 22 Committee Action Plans - INFORMATION ITEM

Tab 23 Annual Meeting Executive Board Schedule - INFORMATION ITEM

Page 1 of 1Executive Board Meeting: Document Inventory List

3/14/2011http://www.aallnet.org/boardbooks/032511-print.asp


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AMERICAN ASSOCIATION OF LAW LIBRARIES TAB 1 EXECUTIVE BOARD MEETING: March 25-26, 2011

DATE SUBMITTED: Thursday, March 10, 2011

SUBMITTED BY: Joyce Manna Janto, President ON BEHALF OF ENTITY: Executive Board BOARD LIAISON: None REQUIRES: INFORMATION ITEM TOPIC: President's Report SUMMARY: See attached. MOTION FOR BOARD ACTION: None FUNDS REQUIRED: None


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Presidents ReportNovember 2010 March 2011

After returning from the Fall Board Meeting I:

Held an Executive Board meeting by conference call to vote on the action items proposed by theExecutive Boards Strategic Directions Committee. These items were a hold-over from the FallBoard meeting as board members wanted more time to review the items before putting them to avote.

Participated in the monthly conference calls with the Government Relations Committee.

Participated in weekly calls with Kate Hagan to discuss Association business.

Established a task force to look into work flow issues on the Price Index committee. The task force is chaired by Merle Slyhoff, who was the Board liaison to the Committee when the positionof an outside editor was eliminated. Also on the task force are previous chairs of the committeeand a previous active member of the committee.

Held several conference call meetings with the members of the Vendor Colloquy PlanningCommittee. Issues discussed included deciding on the keynote speaker, the librarian andstakeholder attendees and the final agenda.

Attended the Annual Meeting of the American Association of Law Schools as the official AALLrepresentative. This meeting was held in San Francisco. As the official rep, I was invited to theAssociation lunch and introduced to the Association membership. I also had the opportunity tomeet with many of our members.

Attended the mid-Winter meeting of the American Library Association in San Diego. As theofficial AALL representative, I was invited to a meeting of the presidents and executive directorsof our sister organizations, MLA, ALISE, etc. I was also invited to the ALA affiliates luncheon.

As president of AALL, I took the opportunity to have breakfast with our three representatives toALA. While the breakfast was worthwhile, I have recommended that we drop this representation.There was little or no benefit to AALL by my attending this meeting and at least my twoimmediate predecessors agreed.

Attended the Winter F & B Meeting. We met with the outside auditor and our investmentcouncilor. The committee also reviewed several budget requests and drafted the budgetguidelines for the FY 2011-2012 budget year.

Presided over the Vendor Colloquium which was held at the Lodge in Oak Brook on February 28to March 1st. The Colloquium went well, with a working group being formed to work on severalaction items that were agreed upon by the attendees.

As a follow-up to the vendor colloquium, I authored and had distributed a brief summary of thecolloquium activities within 48 hours of the conclusion of the event. Michael Bernier of BNA,Steve Anderson and I developed an Executive Summary of the colloquium which was distributedto the membership.

Named a working group to work on the shared principles that were developed at the colloquium.


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Accepted an invitation to be the keynote speaker at the National Conference on Libraries andJudicial Information Services in Santiago, Chile. The trip is being sponsored by the U.S.Government.

Accepted an invitation to speak at the Conference of the Chinese and American Forum on LegalInformation and Law Libraries (CAFLL) which is being held in conjunction with the AnnualMeeting in Philadelphia.

Attended the SCALL Chapter Spring Institute in Tecumla Creek, California.

Held a conference call with Kate Hagan, Darcy Kirk and Paul Meyer, from Tecker Associates toplan the agenda for the Spring Board Planning Day.

Wrote three columns and an introduction to a members briefing for Spectrum. I alsocommissioned the final members briefing of my term. I have asked Chris Grasser, Ron Wheeler,and Katie Brown to write about their paths to leadership and reflections on their leadership bothin their work lives and in their volunteer work with the association.


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SUBMITTED BY: Jean Wenger, Vice President-Elect ON BEHALF OF ENTITY: AALL Executive Board

BOARD LIAISON: None REQUIRES: CONSENT ITEM TOPIC: Nominations Committee Appointments

SUMMARY: See attached. MOTION FOR BOARD ACTION: See attached.

FUNDS REQUIRED: None


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SUMMARY:

Article VI (a) of the AALL Bylaws states that the Executive Board shall elect sevenmembers to the Nominations Committee, no one of whom shall be a member of theExecutive Board, and no one of whom shall be a candidate at the succeeding election.

Article VI (b) provides that [t] he Executive Board shall elect seven members to thecommittee. In odd-numbered years the Executive Board shall elect three members; ineven-numbered years the Executive Board shall elect four members. The Bylaws statethat the members of the Nominations Committee serve non-renewable two-year terms.

The AALL Executive Board Administration Committee recommended in their reporttitled: Report on AALL Nominations Committee Procedures, October 2, 2009(Recommendation 2(a) (Alternative II) that the Immediate Past President (who is nolonger on the AALL Executive Board) [become] a member and Vice-Chair of theNominations Committee. That recommendation was submitted as a motion before the

Executive Board at its Fall 2009 meeting. The motion carried on November 6, 2009.The following proposed members are submitted for a term on the NominationsCommittee beginning July 27, 2011:

New members serving a term from July 27, 2011 July 16, 2013:

Cathy Lemann, Alaska State Court Law Library, Anchorage, AK, vice-chairLyn Warmath, Hirschler Fleischer, Richmond, VARaquel Ortiz, Boston University Pappas Law Library, Boston, MA

Continuing members serving a term from July 27, 2011 - July 24, 2012:

James E. Duggan, Tulane University Law Library, New Orleans, LA, chairSally Holterhoff, Valparaiso University School of Law Library, Valparaiso, INNuchine Nobari, Edwards, Angell, Palmer and Dodge, LLP, Boston, MAKaren Quinn, Rhode Island State Law Library, Providence, RI

MOTION FOR BOARD ACTION:

That the Executive Board elects the following three members to serve on theNominations Committee, July 27, 2011 - July 16, 2013, with Vice Chair, Cathy Lemannserving as Chair for 2012-2013:

Cathy Lemann, Alaska State Court Law Library, Anchorage, AK, vice-chairLyn Warmath, Hirschler Fleischer, Richmond, VARaquel Ortiz, Boston University Pappas Law Library, Boston, MA


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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

SUMMARY: See attached. MOTION FOR BOARD ACTION: That the Executive Board approve the resolution honoring Morris

Cohen.



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Whereas, Morris Cohen was a highly respected leader of the American Association of Law Libraries,serving as President from 1970 to 1971; and

Whereas, Morris Cohen was awarded the Marian Gould Gallagher Distinguished Service Award, theAssociations highest honor in 1991; and

Whereas, Morris Cohen was a recognized expert of the areas of legal history and legal bibliography;and

Whereas, Morris Cohen was awarded the Joseph L. Andrews Bibliographical Award in 1996 and 1999;and

Whereas, Morris Cohen was a model law librarian whose integrity, professionalism, and mentoringserved as an inspiration to his colleagues and to aspiring law librarians; and

Whereas, Morris Cohen served as the director of the law libraries at the Universities of Buffalo,Pennsylvania, and Harvard; and

Whereas, Morris Cohen , served as the Director of the Yale Law School Library for 10 years, one thatexemplifies his high standards for technology, innovation, and service;

Now, therefore, be it

Resolved, that the American Association of Law Libraries honors Morris Cohen for his meritoriousservice to the Association; his dedication to improving the profession of law librarianship; his steadfastcommitment and his visionary leadership of the Yale Law School Library; and be it further

Resolved, that in gratitude for his substantive contributions to the profession, the American Associationof Law Libraries and its 5,000 members honor the memory of Morris Cohen as a colleague and friend;and be it further

Resolved, that the American Association of Law Libraries express its deepest condolences to the family,friends, and colleagues of Morris Cohen; and be it further

Resolved, that a copy of this Resolution be presented to his widow, Gloria (Weitzner) Cohen.


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DATE SUBMITTED: Thursday, February 17, 2011

SUBMITTED BY: Darcy Kirk, Vice President ON BEHALF OF ENTITY: AALL Vice President BOARD LIAISON: None REQUIRES: INFORMATION ITEM TOPIC: Vice President's Report SUMMARY: See attached. MOTION FOR BOARD ACTION: None FUNDS REQUIRED: None


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Vice-Presidents ReportNovember 2010 March 2011

Some of what I accomplished during the time since the Fall 2010 Executive BoardMeeting follows:

Traveled to Boston (just a two hour drive) to meet with Pam Reisinger, Kate Hagan, PaulGraller, the Local Arrangements Committee co-chairs and the Boston Hynes ConventionCenter and hotel site personnel to begin plans for the 2012 AALL annual meeting. Thevisit took place on December 9-10.

Drafted the Winter 2012 chapter visit talking points.

Met with the Appointments Committee on January 28-29 to select new committeemembers for the terms expiring in July 2011. Over the course of the two days, we made130 appointments, this number includes vice chairs and alternate committee members.

Previously, I had appointed the 7 new members of the Annual Meeting ProgramCommittee to bring the grand total to 137. The Appointments Committee consisted of myself (as chair), Jean Wenger, the Vice-President-elect (as vice-chair), Tim Coggins,Tina Dumas, David Mao, Donna Nixon, and Julie Pabarja.

Began the task of filling the expiring Representative positions. I solicited feedback forthe positions from representatives, from the members of the Appointments Committeeand from Kate Hagan.

Met with the Finance and Budget Committee, chaired by Treasurer, Susan Lewis, onFebruary 18-19 to review the Associations finances and to begin developing the budgetguidelines for the 2011-2012 fiscal year.

Attended the Vendor Colloquium which was held at the Lodge in Oak Brook, IL,February 28-March 1.

Began work with the Nominations Committee to solicit nominations for the currentnominations cycle and to consolidate information regarding potential candidates at AALLheadquarters. Also, made plans to attend a meeting of the Committee to be held inChicago on April 8-9.

Made plans to attend the Symposium for Chief Elected Officers and Chief Staff Executives with Kate Hagan. The program is sponsored by the American Society forAssociation Executives (ASAE). It will be held in Chicago, April 14-15.

Made plans to attend the Memorial Service for Morris Cohen to be held at YaleUniversity Law School on May 1. I will represent the Board at the service.


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Made plans to travel to Minneapolis, MN as the chapter visitor for the MinnesotaAssociation of Law Libraries (MALL) annual meeting. The meeting will be held onMay 6.

In the coming months, I look forward to planning 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 BIALL meeting inNewcastle, UK, in June.

Respectfully submitted,

Darcy Kirk AALL Vice President


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SUBMITTED BY: Ruth Hill, Secretary ON BEHALF OF ENTITY: Executive Board

BOARD LIAISON: None REQUIRES: ACTION ITEM TOPIC: Executive Board Meeting Minutes - November 5-6, 2010 and

December 2, 2010

SUMMARY: See attached. MOTION FOR BOARD ACTION: That the Executive Board approve the minutes of the November 5-

6, 2010 Executive Board Meeting and the December 2, 2010

Executive Board Conference Call Meeting. FUNDS REQUIRED: None


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Minutes to be Approved March 25-26, 2011

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AALL EXECUTIVE BOARD MEETING NOVEMBER 5-6, 2010

In Attendance: November 5-6, 2010

AALL Executive Board Members

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

Donna Williams, Board Member

AALL Staff Members

Mary Alice Baish, Director of Government RelationsPaula Davidson, Director of Finance and AdministrationKate Hagan, Executive DirectorPam Reisinger, Director of Meetings (on Friday, November 5 only)Kim Rundle, Executive Assistant to the Executive DirectorChris Siwa, Director of Information Technology (on Friday, November 5 only)

Guests

Margie Maes, AALL Vendor LiaisonAnne Matthewman, SIS Council ChairDiane Rodriguez, Chapter Council Chair

At 1:30 p.m. on Friday, November 5, 2010 the Executive Board meeting was called to order by President JoyceManna Janto who asked for a motion to approve the agenda, amended to include a Board Assessment after OldBusiness, but before New Business. Carol Bredemeyer moved. Janet McKinney seconded. Motion carried.


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AMERICAN ASSOCIATION OF LAW LIBRARIES TAB 4 EXECUTIVE BOARD MEETING: November 5-6, 2010

DATE SUBMITTED: Friday, October 01, 2010 SUBMITTED BY: Ruth Hill, Secretary ON BEHALF OF ENTITY: Executive Board

BOARD LIAISON: None REQUIRES: ACTION ITEM TOPIC: Executive Board Meeting Minutes - July 8-9, 2010 and

September 16, 2010

MOTION FOR BOARD ACTION: That the Executive Board approve the minutes of the July 8-9,2010 Executive Board Meeting and the September 16, 2010Executive Board Conference Call Meeting.

Ruth Hill moved. Chris Graesser 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, SecretaryJanet Sinder, Editor, LLJKate Hagan, Executive Director


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DATE SUBMITTED: Monday, September 13, 2010 SUBMITTED BY: Susan Lewis-Somers, Treasurer ON BEHALF OF ENTITY: Finance and Budget Committee

BOARD LIAISON: None REQUIRES: INFORMATION ITEM TOPIC: Treasurer's Report

MOTION FOR BOARD ACTION: Motion 1: That the Executive Board approve the transfer of all fundsfrom the Board Approved Projects Fund into the Centennial Fund.

Susan Lewis-Somers moved. Motion carried.

Motion 2: That the Executive Board approve $1,500 from theEmerging Opportunities Fund to support the activities of twoRecruitment Ambassadors in the 2010-11 Fiscal Year.

Susan Lewis-Somers moved. Motion carried.

FOLLOW-UP: That the Treasurer and Director of Finance and Administration carryout the Executive Boards action regarding the transfer of funds fromthe Board Approved Projects Fund to the Centennial Fund. That theChair of the Recruitment Committee be informed of the ExecutiveBoards decision to provide funding for the Ambassadors program.

Susan Lewis-Somers, Treasurer and Liaison to the RecruitmentCommittee

Paula Davidson, Director of Finance and Administration


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DATE SUBMITTED: Monday, September 20, 2010 SUBMITTED BY: Catherine Lemann, Immediate Past President ON BEHALF OF ENTITY: Executive Board Administration Committee

BOARD LIAISON: None REQUIRES: ACTION ITEM TOPIC: AALLNET Policies

MOTION FOR BOARD ACTION: That the Executive Board approve the AALLNET privacy

policy, copyright statement and release, and the social networkingpolicy.

Catherine Lemann moved. Motion carried.

FOLLOW-UP: That the approved policies be posted to AALLNET.

Chris Siwa, Director of Information Technology


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DATE SUBMITTED: Monday, October 04, 2010 SUBMITTED BY: Kate Hagan, Executive Director ON BEHALF OF ENTITY: Committee on Relations with Information Vendors Committee

(CRIV)

BOARD LIAISON: Christine GraesserREQUIRES: ACTION ITEM TOPIC: Vendor Relations Program Slot at Annual Meeting

MOTION FOR BOARD ACTION: The Committee on Relations with Information Vendors requestthat the Executive Board approve a motion to require the AnnualMeeting Program Committee be required to set aside one programslot at the Annual Meeting for a program on vendor relations.

Christine Graesser moved. Lucy Curci-Gonzalez seconded. Motionfailed.

FOLLOW-UP: That the Executive Board liaison inform the chair of CRIV of theBoards action.

Christine Graesser, Board Liaison, CRIV Committee


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DATE SUBMITTED: Tuesday, September 07, 2010 SUBMITTED BY: Judy Janes, Chair ON BEHALF OF ENTITY: Price Index for Legal Publications Committee

BOARD LIAISON: Janet McKinney REQUIRES: ACTION ITEM TOPIC: Price Index Committee - Ex-Officio Appointment

MOTION FOR BOARD ACTION: That the Executive Board approve the appointment of the recentpast Chair as an ex-officio member of the Price Index for LegalPublications Committee for one year following term as chair.

Janet McKinney moved. Ron Wheeler seconded. Motion carried.Carol Bredemeyer then moved that the Executive Board ask thePresident to appoint a Price Index Review Committee to determinewhat actions should be taken to alleviate the work of the membersof the Price Index Committee.

Chris Graesser seconded. Motion carried.

FOLLOW-UP: That the President appoint a Price Index Review Committee and thePrice Index Committee be informed of the Executive Boardsactions.

Joyce Manna Janto, President

Janet McKinney, Board Liaison, Price Index Committee


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DATE SUBMITTED: Thursday, September 16, 2010 SUBMITTED BY: David Hollander, Chair ON BEHALF OF ENTITY: AALL/LexisNexis Call For Papers

BOARD LIAISON: Lucy Curci-GonzalezREQUIRES: ACTION ITEM TOPIC: Call for Papers Revised Categories

MOTION FOR BOARD ACTION: That the Executive Board approve the creation of a short-form papercategory and that the Call for Papers Committee determine how toimplement this change for the 2012 competition.

Lucy Curci-Gonzalez moved. Donna Williams seconded. Motioncarried.

FOLLOW-UP: That the chair of the Call for Papers Committee be informed of theExecutive Boards action.

Lucy Curci-Gonzalez, Board Liaison, AALL/LexisNexis Call forPapers Committee


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DATE SUBMITTED: Monday, September 20, 2010 SUBMITTED BY: Julia Hughes, Chair ON BEHALF OF ENTITY: CONELL

BOARD LIAISON: Ron Wheeler REQUIRES: ACTION ITEM TOPIC: CONELL - Instituting a "Reunion" Event

MOTION FOR BOARD ACTION: That the Executive Board approve instituting a CONELL Reunion"event for classes that have attained 10, 20 and 30 years, as well asthe current class, that would immediately follow that year's CONELL

tour.

Ron Wheeler moved. Donna Williams seconded. Motion failed.

FOLLOW-UP: That the chair of the CONELL Committee be informed of theExecutive Boards action.

Ron Wheeler, Board Liaison, CONELL Committee


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DATE SUBMITTED: Monday, September 20, 2010 SUBMITTED BY: Sally Wise, Chair ON BEHALF OF ENTITY: Law Student Research Competency Standards Task Force

BOARD LIAISON: Catherine Lemann REQUIRES: ACTION ITEM TOPIC: The Law Student Research Competency Standards Task Force

Request for Extension

MOTION FOR BOARD ACTION: That the Executive Board approve the request of the Law StudentResearch Competency Standards Task Force to file their report tothe Executive Board at the 2011 Spring Board meeting and to extend

their time of service until April 2011.

Catherine Lemann moved. Christine Graesser seconded. Motioncarried.

FOLLOW-UP: That the chair of the Law Student Research Competency StandardsTask Force be informed of the Executive Boards action.

Catherine Lemann, Board Liaison, Law Student ResearchCompetency Standards Committee


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DATE SUBMITTED: Wednesday, September 22, 2010 SUBMITTED BY: Christine Graesser, Chair ON BEHALF OF ENTITY: Strategic Directions

BOARD LIAISON: None REQUIRES: ACTION ITEM TOPIC: 2010-2011 Strategic Directions Action Plan for the Executive

Board

MOTION FOR BOARD ACTION: That the Executive Board approve the action plan for 2010-2011 forimplementing the 2010-2013 Strategic Directions.

Ron Wheeler moved that this item be deferred until the next meetingof the Executive Board to be scheduled during November 2010.

Carol Bredemeyer seconded. Motion carried.

FOLLOW-UP: That an Executive Board meeting by conference call be scheduledduring November 2010 to consider the Strategic Directions ActionPlan for 2010-2011.

Joyce Manna Janto, PresidentChristine Graesser, Chair, Strategic Directions CommitteeKate Hagan, Executive Director


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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

The Executive Board met in Executive Session at 8:30 a.m. on Saturday, November 6 to conduct an annualreview of the Executive Director and other personal matters. The Executive Session adjourned at 9:05 a.m.

Adjournment

There being no further business, the meeting was adjourned at 2:25 p.m. on Saturday, November 6, 2010.


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AALL Executive Board Conference Call Meeting MinutesThursday, December 2, 20102:00 p.m. Central

Attendance

Joyce Manna Janto, PresidentDarcy Kirk, Vice PresidentCatherine Lemann, Past PresidentRuth Hill, SecretarySusan Lewis-Somers, TreasurerCarol BredemeyerChristine GraesserDonna WilliamsLucy Curci-GonzalezRon Wheeler

AbsentJanet McKinney

AALL StaffKate Hagan, Executive DirectorKim Rundle, Executive Assistant to the Executive Director

President Joyce Manna Janto called the Executive Board Meeting Conference Call to orderat 2:01 p.m. Central on Thursday, December 2, 2010.

Joyce Manna Janto requested a motion to approve the agenda. Carol Bredemeyer moved.Darcy Kirk seconded. Motion carried.

MOTION FOR BOARD ACTION:

That the Executive Board approve the Strategic Direction Committees Report andRecommendations.

Christine Graesser moved. Motion carried.

After discussion the following amendments were made.

That the Executive Board approve the removal of Education A, from therecommendations.

Lucy Curci-Gonzalez moved. Christine Graesser accepted. Motion carried.


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That the Executive Board approve the addition of a new recommendation, Advocacy A:Advocate the value of broader professional participation in AALL for government lawlibrarians.

Ron Wheeler moved. Christine Graesser accepted. Motion carried.

That the Executive Board approve amending Leadership D to read: Develop a FAQ andvirtual orientation program to address caucus issues.

Donna Williams moved. Christine Graesser accepted. Motion carried.

FOLLOW-UP:

That the Identified Action Items, 2010-2011, as approved by the Executive Board beimplemented.

Joyce Manna Janto, PresidentChristine Graesser, Chair, Strategic Directions Committee

OLD BUSINESS

There was no old business.

NEW BUSINESS

A suggestion was made to add to each Executive Board agenda, a time to allow ExecutiveBoard members to report on AALL activities in which they have been involved in their role asa member of the board. President Janto requested that Executive Director, Kate Hagan addthis to the agenda.

ADJOURNMENT

There being no further business, Joyce Manna Janto adjourned the meeting at 2:35 p.m.central.


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DATE SUBMITTED: Wednesday, March 02, 2011

SUBMITTED BY: Kate Hagan, Executive Director ON BEHALF OF ENTITY: None BOARD LIAISON: None REQUIRES: INFORMATION ITEM TOPIC: Executive Director's Report SUMMARY: Executive Director's Report to the Executive Board MOTION FOR BOARD ACTION: None FUNDS REQUIRED: None


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March 2, 2011

TO: AALL Executive Board

FROM: Kate Hagan, Executive Director

RE: Report to the Executive Board Spring Executive Board Meeting

I just returned from the Vendor Colloquium which proved to be a successful event with candiddiscussion from all participants. A full discussion of the event will take place at this springExecutive Board meeting. The planning committee, chaired by Steve Anderson, worked hard toensure the events success. Both Kim and I appreciated the opportunity to work with them on theevent planning and execution.

Work continues on the new AALLNET, and we successfully completed our first round of testingthis month. The first round of testing was conducted with a small group of members, andincluded the AALLNET and AALLNET Special Committee members. We are now makingsome modifications to the site based on that testing and will be starting the second round of testing the first full week of March. We will be including members of the Executive Board inthis second round of testing.

In March, we will begin the renewal process for 2011-2012 with the mailing of our duesstatements. As we near the end of the current membership year, our renewal rate has increasedslightly to 93.47 percent, which is nearly 3 points higher than it was at this time last year.Academic law library and state, court, and county law library memberships are up about 1percent compared to last year, while private firm memberships are down 1.7 percent. Overall, wehave slightly more members now than we did at this time last year (4,897 compared to 4,883).

Our recruitment rate also continues to be positive compared to last year. We are at 20.41 percentgrowth rate, compared to -26.04 percent at this time last year (a more than 46 point change). In2011 we have had 236 members join, compared to 196 for 2010. We are gaining more membersbut are down 164 members from our totals in February 2009, and the majority of these lostmembers come from the private law firm sector. We continue to target our recruitment effortstoward new members of chapters and nonmembers who register for webinars. Again this year wewill offer free memberships to nonmembers who register for the Annual Meeting.

We are also expanding our recruitment efforts to chapter meetings. Julia has been working onsecuring exhibit tables at larger chapter meetings across the country. AALL will be at the


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SCALL meeting March 18-19, the NOCALL meeting April 8-9, and the SEAALL meeting April14-16. One member of the AALL Headquarters staff will be at the booth to answer questionsabout membership in AALL and to display the AALLNET website on a laptop. We will alsoraffle off a free AALL membership to one non-AALL member attendee and one free 2011AALL Annual Meeting registration to any attendee at each meeting. We hope these exhibits will

reach out to current and potential new members at our larger chapters. Julia is working withHillary to create new membership materials, including banners and flyers, to be handed out anddisplayed at the tables.

Chris Siwa has been working to update our membership system to allow for members to registerfor events and also to capture on our member records the activities in which our members areparticipating including webinars, the Annual Meeting and other AALL-sponsored events.

In Paulas absence, I have been working with our audit firm on the final audit for the 2009-10FY and also on our form 990 and form 550. We will be presenting the audit report and the form990 at the Executive Board meeting

I also spent a great deal of time preparing for the Finance and Budget committee meeting thatwas held at AALL headquarters this month. I worked on the budget guidelines for the 2011-12FY budget and also on reviewing our fund balances and 1 st quarter financials. AALL Treasurer,Susan Lewis will make a full report at the Board meeting.

The Appointments Committee met in late January to select members for the 2110-11 AALLcommittees. Letters have gone out to all of those selected and we are now receivingconfirmation appointments from those members. Kim will begin to post the new committees toAALLNET within the next few weeks.

The Nominations Committee will be holding a meeting in mid-April in Chicago to select a slateof candidates for the next AALL election. I have been working with the committee to develop adatabase of potential candidates, using our member management system. This will help us tobetter manage and retain this information.

I have been working to identify potential candidates for the Director of Government Relationsposition. I have posted the position on several job boards and will begin to review them inMarch. In the meantime, Emily Feldman has been doing an excellent job in keeping thingsrunning, she has been successful on a number of fronts including working with the Texaschapters on funding issues for the state law library in Texas.


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DATE SUBMITTED: Friday, February 25, 2011

SUBMITTED BY: Susan Lewis, Treasurer ON BEHALF OF ENTITY: Finance & Budget Committee

BOARD LIAISON: None REQUIRES: INFORMATION ITEM TOPIC: Finance & Budget Committee Meeting Minutes - February 2011

SUMMARY: See attached. MOTION FOR BOARD ACTION: None



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American Association of Law Libraries

Finance & Budget Committee Meeting

February 18-19, 2011

Present:

Susan Lewis (chair)

Carol Bredemeyer

Joyce Manna Janto

Darcy Kirk

Janet McKinney

Kate Hagan ( ex officio )

The Finance & Budget Committee met on Friday and Saturday, February 18-19, 2011.

Friday, February 18, 2011

The meeting was called to order at 1:00 p.m.

The Associations financial advisor, Ed Dobranetski, CFA, of Chevy Chase Trust, provided an overview of current economic conditions as they may affect investments, and a review of the Associationsinvestments. He discussed AALLs current holdings in the Permanent Fund, the Restricted EndowmentFund, and the Short Term Fund, as well as the 2010 performance of the Associations investmentportfolio.

Rose Doherty of Legacy Professionals LLP, the Associations auditor, presented a preliminary draft of theFY 2010 audited financial statements. In adition, she presented an auditors report, to accompany thestatements. The report found no significant difficulties with management in performing the audit, nodisagreements with management, no material misstatements, and no other material weaknesses. Italso found the financial assumptions used by management to be reasonable, and it noted no unusual ornonauthoritative transactions. Following these discussions, the committee met independently with theauditor, without the ex officio participant, to ask questions and to discuss in greater detail the auditorsreport to the Executive Board.

Next, the Executive Director presented the FY 2010 year-end report to the committee. This included areview of the General Fund Financial Statements, the Fund Balance Summary for all funds, the Scheduleof Program Activities after Indirect Costs, the Schedule of Net Margin Percentage, and the Schedule of Comparative Trend Data. The Executive Director also reported on the first quarter of FY 2011, includingthe General Fund Financial Statements and the Fund Balance Summary.

The committee then turned its attention forward to budgeting for FY 2012. The Executive Directorpresented for discussion the Risk Analysis of the Current Reserve Fund, the Permanent Investment FundRequired Balance, and the Current Reserve Fund Balance.


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The committee discussed the current financial situation of the Association and the funds available fromthe Current Reserve Fund.

The meeting was adjourned at 4:45 p.m. until Saturday, February 19.

Saturday, February 19, 2011

The meeting was called to order at 8:30 a.m.

The committee continued its discusssion of the funds available from the Current Reserve Fund, andagreed to recommend to the Executive Board that a conservative approach be maintained with availablefunds.

The Treasurer presented the FY 2012 budget requests submitted from AALL entities andrepresentatives, and the committee reviewed the previous fiscal year budget requests recommendedfor approval by the committee, and approved by the Executive Board. The committee agreed on FY2012 budget request recommendations to be reported to the Executive Board at its March meeting.

Next the committee reviewed a preliminary draft of the proposed budget guidelines for the FY 2012budget. The committee agreed to recommendations to be reported to the Executive Board at its Marchmeeting.

The committee finished its meeting with a brief committee of the whole discussion.

The meeting concluded at 11:30 a.m.


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DATE SUBMITTED: Wednesday, March 02, 2011


BOARD LIAISON: None REQUIRES: INFORMATION ITEM TOPIC: FY2009-10 Year-End Audited Financial Report

SUMMARY: FY2009-10 Year-End Financial Statements as reviewed by theFinance and Budget Committee at the February 2011 meeting.The statements reflect the result of the annual audit conducted byLegacy Professionals, LLP, independent auditors for theAssociation.

MOTION FOR BOARD ACTION: None FUNDS REQUIRED: None


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DATE SUBMITTED: Wednesday, February 23, 2011


BOARD LIAISON: None REQUIRES: ACTION ITEM 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.



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DATE SUBMITTED: Wednesday, February 23, 2011


BOARD LIAISON: None REQUIRES: INFORMATION ITEM TOPIC: FY2010-11 First Quarter Report

SUMMARY: FY2010-11 First Quarter (Oct. - Dec.) Financial Statement MOTION FOR BOARD ACTION: None



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Percent of FY112009 2010 Budgeted Amt Budget

Revenues:Membership 233,803 236,532 22.90% 1,032,737 Advertising, royalties, and subscription

income from publications 6,192 9,510 18.47% 51,500 Index to Foreign Legal Periodicals

subscriptions and royalties 78,663 8,561 1.78% 480,000 Spectrum 41,478 23,350 19.38% 120,500 Law Library Journal 12,577 10,906 27.27% 40,000 Dividend and interest income (564) (10,616) -26.54% 40,000 Annual meeting 165,201 323,067 22.05% 1,465,096 Professional development - - 0.00% 25,375 AALL Institutes 8,482 - 0.00% 28,750 Webinars 6,696 8,379 22.64% 37,000 Membership lists 12,110 15,885 21.18% 75,000 Placement fees 1,303 4,804 9.61% 50,000 Special interest section - dues andother income - 0.00% 54,503

Transfer from other funds (CRF) - 0.00% 27,500 Other - 1,030 9.81% 10,500

Total revenues 565,939$ 631,409$ 17.84% 3,538,460$

Expenses:Program services:

Publications, printing,production and mailing 1,523 1,116 4.33% 25,800

Index to Foreign Legal Periodicals 49,952 40,269 13.54% 297,500 Spectrum 27,866 45,061 25.78% 174,780 Law Library Journal 3,000 4,247 3.31% 128,400 Annual meeting 68,468 42,623 5.01% 851,176 Professional development - - 0.00% 25,080 AALL Institutes 22,526 - 0.00% 28,050 Webinars 2,359 7,053 48.51% 14,539 Committees 982 1,258 12.58% 10,000 Executive board 22,701 22,373 21.11% 106,000 Membership Marketing 110 759 6.71% 11,300 Vendor Liaison 346 4,025 30.96% 13,000 Vendor Colloquium - 77 0.00% 27,500 Government Relations Office 1,715 2,544 5.38% 47,262 Representatives 2,846 2,032 5.29% 38,425 Other - 0.00%

Supporting services:

Administrative and general 407,359 425,837 24.60% 1,731,388

Total expenses 611,753 599,271 16.98% 3,530,200

Increase in net assets (45,814)$ 32,138$ 8,260$

December 31

AMERICAN ASSOCIATION OF LAW LIBRARIESSTATEMENT OF ACTIVITIES - GENERAL FUND

December 31, 2010


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Percent of FY11

2009 2010 Budgeted Amt Budget

Revenues:Contributions - 5,000 8.98% 55,700 Advertising and Royalties 4,996 1,849 6.46% 28,638 Exhibit fees 156,000 314,950 64.08% 491,500 Registration fees 4,205 1,168 0.16% 747,475 Closing banquet - - 0.00% 57,000 Opening event - - 0.00% - Sales - - 0.00% 34,724 Housing rebates - - 0.00% 39,659 Other - 100 0.96% 10,400

Total revenues 165,201$ 323,067$ 22.05% 1,465,096$

Expenses:Education programs 2,413 5,327 2.37% 224,795 Facilities 41,048 - 0.00% 96,945 Local advisory committee (333) 250 1.51% 16,530 Registration - 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 4,365 344 0.76% 45,560 Exhibit hall 20,644 19,915 11.02% 180,663

CONELL - - 0.00% 15,403 Memebership Booth - (126) -0.72% 17,590 Closing banquet - - 0.00% 58,572 Recognition luncheon - - 0.00% 5,050 Opening event - - 0.00% - Publicity and marketing 225 - 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% 1,500 VIP program - - 0.00% - Grants and leadership funding - - 0.00% 11,360 Other - - 0.00% 43,483

Expenses before salaries and indirect costs 68,468$ 42,623$ 5.01% 851,176$

Increase in net assets 96,732$ 280,444$ 45.68% 613,920$

December 31

AMERICAN ASSOCIATION OF LAW LIBRARIESSTATEMENT OF ACTIVITIES - ANNUAL MEETING

December 31, 2010


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Revenues:Advertising 41,118 23,073 19.23% 120,000 Royalties - - 0.00% - Subscriptions 360 278 55.50% 500

Total revenues 41,478$ 23,350$ 19.38% 120,500$

Expenses:Advertising - 165 137.50% 120 Less commissions 1,629 10,597 48.17% 22,000

CRIV 379 660 10.15% 6,500 Editing 896 1,139 23.72% 4,800 Honoraria 3,000 3,000 25.00% 12,000 Miscellaneous 90 25 0.84% 3,000 Index Expense - - 0.00% 1,000 Briefings - - 0.00% 3,000 Postage 3,053 6,183 36.03% 17,160 Printing and typesetting 18,820 23,291 22.14% 105,200

Expenses before salaries and indirect costs 27,866 45,061 25.78% 174,780

Decrease in net assets 13,612$ (21,711)$ (54,280)$

December 31

AMERICAN ASSOCIATION OF LAW LIBRARIESSTATEMENT OF ACTIVITIES - SPECTRUM

December 31, 2010


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Revenues:Advertising 2,237 1,292 12.92% 10,000 Royalties 1,043 - 0.00% 5,000 Subscriptions 9,297 9,614 38.46% 25,000

Total revenues 12,577$ 10,906$ 27.27% 40,000$

Expenses:Advertising - 0.00% 500 Less commissions - 1,247 73.34% 1,700

Editing - - 0.00% 7,000 Honoraria 3,000 3,000 25.00% 12,000 Fees to ALA - - 0.00% 9,200 Miscellaneous - - 0.00% 2,000 Postage - - 0.00% 22,000 Printing and typesetting - - 0.00% 74,000


Decrease in net assets 9,577$ 6,659$ (88,400)$

December 31

AMERICAN ASSOCIATION OF LAW LIBRARIESSTATEMENT OF ACTIVITIES - LAW LIBRARY JOURNAL

December 31, 2010


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Revenues:Subscriptions 77,705 2,470 1.03% 240,000 Royalties 958 6,091 2.54% 240,000

Total revenues 78,663$ 8,561$ 1.78% 480,000$

Expenses:Computer consultant fees 900 - 0.00% 10,000 Contribution to University of California 6,250 25,000 100.00% 25,000 Editing services 2,408 3,696 23.10% 16,000

Depreciation Expense - - 0.00% - Indexing services 6,973 10,073 23.43% 43,000 Honoraria 3,000 1,500 12.50% 12,000 Miscellaneous - - 0.00% 500 General Editor Expenses - - 0.00% 10,000 Office supplies and postage 3,488 - 0.00% 11,000 Printing 1,678 - 0.00% 45,000 Salaries 25,256 - 0.00% 125,000


Increase in net assets 28,711$ (31,708)$ -17.37% 182,500$

December 31

AMERICAN ASSOCIATION OF LAW LIBRARIESSTATEMENT OF ACTIVITIES - IFLP

December 31, 2010


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December 31, 2010Actual vs budget notes

% of budgetActuals Budget actuals Comments

General FundRevenuesMembership list 15,885 75,000 21.18% increase seen in list sales in Dec. '10 vs.Dec. '09

Annual MeetingRevenues

Exhibit Fees 314,950 491,500 64.08%Early booth sales for Philadelphia meeting. Up overprior year early sales.

IFLPExpensesContribution to University of Cal. 25,000 25,000 100.00% Yearly payment madeIndexing Services 10,073 43,000 23.43% quarterly payment to indexers

Admin and General ExpensesExpensesInsurance 9,988 13,000 76.83% Yearly Insurance payments paid for FY.

Non-Capitalized harware/software 9,069 8,500 106.69% Yearly payment for $6,700 for IMIS user liscenses made.

Equipment Rental 11,993 43,000 27.89%Quarterly payments made for FY. In prior FY paymentfor Pitney Bowes was not made until later time.


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DATE SUBMITTED: Friday, February 25, 2011


BOARD LIAISON: None REQUIRES: ACTION ITEM TOPIC: FY2011-12 Budget Request Review and Current Reserve Fund

SUMMARY: The Finance & Budget Committee, at its February 2011 meeting,reviewed FY2011-12 budget requests and allocations from thecurrent reserve fund. Further information will be distributed at themeeting.

MOTION FOR BOARD ACTION: That the Executive Board approve the recommendations of theFinance and Budget Committee made during the committee'sFebruary 2011 meeting with respect to FY2011-12 budgetrequests and allocations from the current reserve fund.



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APPROVED BUDGET GUIDELINES FOR FISCAL YEAR 2012

Draft prepared February 2011

The following Guidelines are submitted to the Finance and Budget Committee (F&B) at its February 2011Meeting. In order to implement the AALLs Financial Policies, the Finance and Budget Committeerecommends annual Budget Guidelines to the AALL Executive Board at the spring meeting. Once approvedby the Executive Board, the Executive Director and the staff will follow these approved Budget Guidelines inpreparing the detailed budget for FY 2012 that will be presented for approval at the July 2011 ExecutiveBoard Meeting.

1. CASH MANAGEMENT:

Policies: VI Assets, Section 2

Budget Guidelines:

1.1 Budget with the presumption that AALLs cash flow will remain strong.

2. FUNDS:

Permanent Investment Fund/Current Reserve Fund/Restricted Funds

Policies: V Funds, Sections 3, 4, and 5

Budget Guidelines:

2.1 Adhere to the policy of maintaining the Permanent Investment Fund (PIF) by an amountat least equal to the GDP Deflator each year. The total returns in excess of this amountwill be available for a transfer to the Current Reserve Fund (CRF) and the OperatingFund (OF) at the discretion of the Executive Board. Such transfers may be made (uponapproval of the Executive Board) at any time the market value of the PIF exceeds therequired corpus. In the event that the market value of the investments do not exceedthe required corpus, no transfers shall be permitted.

2.2 Budget for revenue from the PIF net of the investment manager's fee, at a leveldetermined in consultation with the investment manager, but not less than the 7.5% floorspecified in the AALL Investment Fund Policy . $18,871 of this increase, the estimatedamount of the increase in the GDP Deflator, must remain to maintain the PIF at therequired corpus level.


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2.3 With the premise the Association benefits by a strong PIF, continue efforts consistentwith the AALL Statement of Portfolio Investment Policy to increase the amount of the PIF.In FY 2011-12 no ceiling will be set on that amount.

2.4 Budget so that the CRF balance will be maintained at no less than the $389,422balance as calculated in the FY2010 Operating Fund Risk Analysis of revenues.

2.5 Consistent with Financial Policy V section 6, the outstanding balance of theGovernment Relations Fund should be reviewed on an annual basis by the Treasurer,Executive Director and Director of the Government Relations. Any need for additionalfunding should be presented to the Finance and Budget Committee prior to the winterFinance and Budget meeting. No additional funding will be allocated to the fund forFY2011-12.

3. OPERATING FUND:

Policies: III Budget Preparation Section 2. and V

Budget Guidelines:

Funds, Section 2

3.1 Budget for a balanced operating fund. Expenses must not exceed anticipated revenues.

4. INDIRECT COST RATE FOR BUDGET PREPARATION:

Policies: III Budget Preparation Section 6 Pr icing

Budget Guidelines:

4.1 Use an indirect cost rate of 42.77% based on the actual results from the FY 2010indirect cost study. Apply the rate to those programs and activities, including publications,where the Executive Boards policies specify a minimum net rate of return.

4.2 Use a lower rate for the Law Library Journal , 7.5%, and the Index to Foreign Legal Periodicals , 5% - negotiated with the Editor in July 1996 - inasmuch as both are producedoff site.

5. COMPENSATION:

Policies: II Governance, Section 1.A

Budget Guidelines:

5.1 Budget for staff salaries based upon the most recent annual salary study compiled bythe Chicago Association Forum. Salary adjustments are based on market conditions,inflation, and merit and allocated at the Executive Director's sole discretion. Based on prioryears experience budget separately for temporary help to cover seasonal tasks such asdata entry and staff vacancies.


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5.2 Budget for employment taxes and fringe benefits at those levels required by statutesand in conformance with the AALL personnel policies.

5.3 AALL will continue to pay full coverage for health insurance for employees, and makefamily coverage available to employees at their own expense.

5.4 Assume that all employees will participate in the TIAA CREF retirement program uponeligibility, one year after date of employment.

6. DUES:

Policies: III Budget Preparation Section 6.E

Budget Guidelines:

6.1 Budget for an inflationary dues increase based upon the GDP Deflator as published by theU.S. Office of Management & Budget. Apply the approved Bylaws, Article IV Section 3 andcalculate the dues for retired and student members at 25% of the individual membership.

Year 2004200520052006

20062007

20072008

20082009

20092010

20102011

20112012

20122013

Individual $181 $ 198 $ 204 $ 208 $ 214 $ 218 $ 222 $ 226 $ 228

Retired $ 43 $ 45 $ 51 $ 52 $54 $55 $56 $57 $ 58

Student* $ 43 $ 45 $ 51 $ 52 $ 54 $ 55 $ 56 $ 57 $ 58

6.2 Budget for membership based on the actual membership on May 31, the end of theannual membership year.

6.3 Budget SIS dues at $20 in accordance with action of the Executive Board at the April2010 Meeting.

6.4 Budget for unemployed members, at the current student rate*. Unemployed memberscan take advantage of this for a oneyear period.


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7. ANNUAL MEETING Boston 2012

Policies: III Budget Preparation Section 5

Budget Guidelines:

7.1 Budget the Annual Meeting to generate a minimum net income equal to 15% of grossincome after applying all direct and indirect costs. Set the prices for separate tickets to theopening reception based on the actual cost. Where possible, all expenses will be based oncontractual amounts, and all other expenses will be based on historical costs and adjustedby 2% for inflation.

7.2. Budget Annual Meeting attendance based on the number of registrants in eachcategory; member, non-member and per day. Budget for a total of 1600 attendees.

7.3 Set the registration fee for non-members for the Annual Meeting programs andworkshops at a 50% premium over the fee for members. Non-members will not pay a

premium for ticketed events.

74 Offer registration, at the member rate, to members of foreign, national (non-U.S.), e.g.,BIALL, CALL/ACBD, ALLA (Australia), or international law library associations. This does notinclude non-AALL members of AALL Chapters.

7.5 Set the registration fee for all student and retired members of AALL at $100.

7.6 Budget for contributions to the Annual Meeting based on actual results in 2010 andreasonable expectations for 2011, and include a level of support from at least two vendor

sponsors, consistent with Gold status. Allow the estimated dollar value of in-kindcontributions to be included in determining the level-of giving acknowledgement.

Although they should be included when determining the level-of-giving status, do notbudget for contributions to scholarships and grants, contributions designated for SpecialInterest Sections and Chapter specific events at the AALL annual meeting, norcontributions which are maintained in restricted funds. Also see Sponsorship Opportunitiesguidelines.

7.7 Budget for 175 booths. Calculate the exhibitors fee based on the level required to coverinflationary increases, a portion of the costs for an opening and closing reception to be heldin the Exhibit Hall and to generate a 15% net profit from the Annual Meeting. Set booth feesin consultation with the contracted exhibits manager. Include in the exhibit hall budget theexpenses for a Monday afternoon refreshment break to be scheduled during daily one-hourNo Conflict time. Exhibitors are to receive two complimentary conference registrations perbooth. Exhibitors will be offered the opportunity to purchase other event tickets separately.Budget up to $3,000 to purchase Exhibit Hall prizes to be awarded at daily drawings ofregistered attendees.


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Include in the exhibit hall budget for one independent (non-national chain) bookstore tohave a booth with the intent of selling books to members. In lieu of the usual booth fee, thebookstore will remit to AALL 5% of total booth sales at the end of the Annual Meeting. Inaddition, the bookseller must agree to stock books written by any keynote speaker, ifappropriate. The Local Advisory Committee shall be responsible for securing thebookseller.

7.8 Continue to solicit advertising in the final Annual Meeting program using the currentAALL advertising representative. Set advertising rates in consultation with the Director ofMembership Marketing and Communications and the current AALL advertisingrepresentative. Budget for advertising at the average level achieved in FY 2009 and 2010.

7.9 Budget for the actual incremental increases in expenses for Chapter/SIS VIP attendeesat the Annual Meeting. Chapters and Special Interest Sections will be encouraged to invitetwo non-AALL-member guests (with complimentary registration) to the Annual Meeting.The Chapters and SISs will be expected to cover all other expenses, such as travel,lodging, and ticketed events. VIP invitations should be targeted to prospective attendeessuch as judges, attorneys, and legal administrators who have a special interest in theprograms offered at the Annual Meeting.

7.10 Direct the contracted exhibits manager to conduct an Annual Meeting evaluation / needs assessment survey of registrants, and an annual exhibitor survey that providesinformation for tracking and monitoring exhibit hall attendance and trends. The needsassessment survey will be coordinated in consultation with the Annual Meeting ProgramCommittee (AMPC).

7.11 Budget for Conference of Newer Law Librarians (CONELL) as a ticketed event held atthe Annual Meeting. The registration fee will be calculated in order to recover all directcosts. The Annual AALL overhead rate will not be applied to the CONELL registration fee.

7.12 Budget up to $35,000 for the production of the Final Program, and the Awards andAcknowledgement Brochure.

7.13 Budget for outsourcing the registration function to a professional registrationmanagement firm. Functions to be outsourced include processing registrations electronically, by fax, and by mail; managing receipt of registration funds; maintainingregistration records and statistics; acknowledging registrations; pre-mailing badges andtickets; staffing the on-site registration function; and providing optional electronic leadprocessing for exhibitors.


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7.14 Budget for Chapter President, SIS Chair, and Committee Chair Leadership training.Budget at full cost to cover one breakfast or break (for Chapter Presidents and SIS Chairs)and combined luncheon for all groups. Budget to cover handouts and audiovisual. Solicitfull or partial vendor support.

a) Chapter Presidents: Budget based on the attendance of 2 people from each chapter(President and Vice-President/President Elect) and the Council of Chapter Presidents

Chair and incoming Chair.b) SIS Chairs: Budget based on the attendance of 2 people from each SIS (incomingChair and Vice-Chair) and the SIS Council Chair and incoming Chair

c) Committee Chairs: Budget based on the attendance of 2 people from each standingcommittee and special committees (incoming chair and vice-chair).

7.15 Budget up to $3,000 for a Government Relations advocacy workshop to include thecosts of handouts and meals.

7.16 Budget up to $3,000 for the costs of an on-site AALLNET Webmaster training sessionto include the costs of handouts and refreshments unless it is no longer needed and can bedone by web conferencing.

7.17 Budget up to $2,000 for registration fee grants administered by the Grants Committeeover any vendor contributions.

7.18 Budget up to $1,000 for a Past-Presidents Tea for 20 invited guests.

7.19 Budget up to $1,800 for a reception hosted by the AALL President for invited overseasguests.

7.20 Budget $2,000 for the Minority Leadership Development Award.

7.21 Budget up to $4,500 for Diversity Leadership Symposium and Reception unlesssponsored. Solicit full or partial vendor sponsorship.

7.22 Budget for the fees and expenses of individuals required to attend the Annual Meeting

in accordance with the guidelines published under Expense Reimbursement PolicyParagraph 10 pertaining to reimbursement of members who arrive early to attend ExecutiveBoard meetings.


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7.23 Budget for four workshops at the Annual Meeting. Topics, format, andspeaker/presenters will be selected by the Annual Meeting Program Committee. Set theregistration fee for each Workshop to recover all direct costs assuming an averageattendance of 35 at each workshop .

7.24 Budget up to $2,800 for Mentor Project Reception and solicit possible outsidecontributions.

7.25 Budget up to $5,000 for computer equipment and Internet access for the PlacementOffice, Hospitality Booth, and the Annual Meeting Newspaper office.

7.26 Budget for a Recognition Luncheon for outgoing leaders of Chapters, SIS, committees,Executive Board..

7.27 Budget for an AALL HQ Presence in the activities area of the Exhibit floor.

8. CONTINUING PROFESSIONAL EDUCATION:

Policies: III Budget . Preparation s Section 5

Budget Guidelines:

8.1 Budget for an annual transfer of monies into the AALL/BNA Continuing Education Fundto bring the fund to a minimum balance of $50,000 at the beginning of each fiscal year.

8.2 Budget, at a break-even basis, for the Management Institute and Leadership Academyto be held in alternating fiscal years.

9. INDEX TO FOREIGN LEGAL PERIODICALS:

Policies: None

Budget Guidelines:

9.1 Budget $12,000 for an honorarium for the Index to Foreign Legal Periodicals (IFLP)General Editor.

9.2 The IFLP will be budgeted to generate a minimum net return of 25% of gross revenues.

The IFLP reserve fund contains a balance of $204,625 at September 30, 2010. Suspendany additions to the IFLP reserve fund until such time as the General Editor advises theExecutive Board of the need to retain or revise the current contractual arrangement with theUniversity of California Press, Berkeley, CA.

The reserve is intended primarily to support and fund expenditures that may be incurredwhenever a change in General Editor or production location for the IFLP is required. Thereserve may also be designated to fund operational or capital equipment additions andreplacements at the publication's office at the University of California Berkeley. Suchexpenditures will be based upon the request of the General Editor and approval of theExecutive Board.


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9.3 Calculate the overhead rate based on a rate of 5% negotiated with the Editor in July1996.

10. LAW LIBRARY JOURNAL:

Policies: None Budget Guidelines:

10.1 Budget $12,000 for an honorarium for the Law Library Journal (LLJ) Editor.

10.2 Budget revenues and expenses to provide for four issues. Set a maximum expense of$27,000 per issue, issues to be distributed to all members as a membership benefit.

10.3 Calculate the indirect cost overhead for the Journal based on a rate of 7.5%.

10.4 Budget for the expense of posting electronic copies of LLJ articles on AALLNET.

10.5 Continue the subscription rate at $110 and assume 225 subscribers based uponactual 2010 data.

11. AALL SPECTRUM:

Policies: None

Budget Guidelines:

11.1 Budget $12,000 for an honorarium for the AALL Spectrum Editorial Director .

11. 2 Continue to subsidize the net expenses, after advertising revenues, of producingAALL Spectrum. Three Member Briefings are to be included in the budget.

11.3 Budget advertising income at recent experience levels unless consultation with thecurrent AALL advertising representative suggests a different level of income. [Thisagreement provides for a royalty payment of 20%.]

11.4 Budget for the preparation of an annual and a cumulative index of articles forplacement on AALLNET.


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12. VENDOR LIAISON:

12.1 Budget $12,000 for an honorarium for the AALL Vendor Liaison.

12.2 Budget for travel and miscellaneous expenses for AALL Vendor Liaison. Base budgeton actual and trends from prior year.

13. MEMBERSHIP LIST:

Budget Guidelines:

Policies: None

13.1 Budget membership list rentals at the average level of revenues of recent fiscal years.

14. ROYALTIES:Policies: None

Budget Guidelines:

14.1 Royalty revenues received from publishers should be budgeted to reflect recentpublication sales levels.

This revenue varies depending on production and sales of publications over which AALLhas no direct control and the actual usage of electronic databases. The AALL maintains aflat royalty agreement with The Gale Group, formerly Information Access, for an annualpayment of $16,500 for the Current Law Index. Royalties from the usage of electronicdatabases containing access to the Index to Foreign Legal Periodicals are credited to theIFLP.

15. PUBLICATIONS

Policies: IV Accounting, Section 1

Budget Guidelines:

15.1 Unless the Executive Board authorizes exceptions, set all publication budgets andprices at a full-cost recovery basis, including both direct and indirect costs of 42.77%. Thisguideline does not apply to the AALL Salary Survey which is produced by outside vendors.

15.2 Follow the standard accounting practice of deferring all expenses incurred in theproduction of a publication until the fiscal year in which the volume is published.


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15.3 The Price Index will be available only electronically to members only on AALLNET andwill generate no sales income.

15.4 Budget for revenues from hard-copy sales of the 2011 Biennial Salary Survey. Thesurvey will be published in 2011. Based on recent experience with prior surveys, thesurvey and publication costs are to be fully offset by sales revenues.

15.5 All future publications of the Annual Report of the AALL will be in an electronic formaton AALLNET.

16. MEMBERSHIP DIRECTORY:

Budget Guidelines:

Policies: None

16.1 Maintain the per-member cost of processing the member data for the directory at the2010-2011 level and confirm in-kind support from the vendor sponsor to produce thepublication of the 2011-2012 volume. Budget revenues from the sales of the directory at thesame level reported in FY2010. If no vendor support is forthcoming, AALL will produce theMembership Directory.

17. REPRESENTATIONS:

Policies: VII Entities Section B. Representatives

Budget Guidelines:

17.1 Provide funding for AALL Representatives appointed by the President. Include air andlocal travel, hotels, registrations, and a per diem food and beverage allowance. Set therates during the annual budget process based on budget request submissions and actualprior years experience.

18. GOVERNMENT RELATIONS OFFICE:

Policies: None

Budget Guidelines:

18.1 Budget for the Government Relations office expenses based on FY 2010 actual. Thisincludes rent, utilities, equipment, office supplies and staff travel and miscellaneousexpenses.


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18.2 The Government Relations Office Reserve Fund contains a balance of $71,700 atSeptember 30, 20010 . Suspend any additions to the Government Relations Office ReserveFund until such time as the Director of Government Relations advises the ExecutiveDirector of the need to retain or revise the current contractual office space arrangement.

The reserve is intended primarily to support and fund expenditures that may be incurredwhenever a change in office location for the Government Relations office is required. Thereserve may also be designated to fund operational or capital equipment additions andreplacements at the Government Relations office, or candidate searches to fill staffvacancies. Such expenditures will be based upon the request of the Executive Directorand approval of the Executive Board.

18.3 Budget for $25,000 in the Government Relations Office operating budget to supportAALLs legal representation on intellectual property issues. Invoices will be reviewed by theDirector of Government Relations and approved by the Executive Director. .

19. CHAPTER RELATIONS

Policies: None

Budget Guidelines: 19.1 Beginning in FY 2008, AALL will pay the full cost of all requested Chapter visits.Budget will be based on actual prior year experience.

20. CAPITAL FUND:

Budget Guidelines:

Policies: IV Accounting Section 3 , and V Funds D. Section 2

20.1 Provide for a capital budget for fixed asset additions and leasehold improvements tothe Association's offices. Capital purchases are depreciated in the operating budgetaccording to a depreciation schedule reviewed each year by AALLs auditor. The capitalbudget includes hardware and software upgrades at the Chicago office, the GovernmentRelations Office, and the IFLP Editorial Office at the University of California. Depreciationexpense for capital expenditures for the IFLP office is charged to the IFLP budget.

21. COMMITTEES

21.1 For committees who meet only at the Annual Meeting, budget a reasonable amount formiscellaneous committee expenses such as office supplies and printing, and conferencecalls arranged through Headquarters. Reimburse committees for these expenses uponrequest.


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21.2 Budget a pooled amount that is available for all committees, whether outside of or atthe Annual Meeting, thus negating the need to draw upon the contingency or presidentsdiscretionary account to fund one-time meetings.

21.3 Committees that meet outside the Annual Meeting require prior approval of theirproposed expenditures. Such expenditures are customarily approved by the ExecutiveBoard during the budget approval process; however, under unusual circumstances, thePresident and Treasurer may draw on the contingency account or the presidentsdiscretionary account to fund committee meetings and related expenses. AALL provides fullfunding for members who travel to attend such approved meetings. This support includesair and local travel, hotels, and food and beverage allowance as outlined by the ExpenseReimbursement Policy Paragraph 10. The rates are set during the annual budget processbased on budget request submissions and actual prior year experience. For the FY2012budget, the following estimates will be used:

Committee Budget Guideline FY2012Average # of days for each meeting: 2Hotels Room Charge & Tax Per Day at Discounted Rates $250Air Travel Roundtrip Coach $400Local travel & misc. $80Food & Beverage Per Day $75Daily Charge for Room Rental & Supplies $185

22. PRESIDENTS SUPPORT AND DISCRETIONARY FUND:

22.1 Budget for a minimum of $15,000 to support the President during his or her term inoffice. In practice the support fund supports two individuals one between October 1 st andJuly 31 st, and the other between August 1 st and September 30 th because the terms ofoffice do not coincide with the fiscal year. The support fund is used at the Presidents solediscretion to carry out his or her duties and to ease the burden of office. The Presidentmay consult with the Executive Director about past practices and expenditures; however,the Association grants flexibility to the President to use the funds as needed. The Vice-president may have access to the support fund as needed with the prior approval of thePresident.

22.2 Budget $10,000 for the Presidents Discretionary Fund that is used to respond tomembers and AALL entities on an ad hoc basis when financial assistance is needed butnot previously budgeted. The President has sole authority to allocate these monies tomember entities or to other AALL activities.

23. EXECUTIVE BOARD:

23.1 Budget for a meeting of the Finance and Budget Committee each February and alsofor a one-half day meeting in conjunction with the Fall Executive Board Meeting.


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23.2 Budget for a one day Planning Session/Retreat, to be held at the discretion of thePresident, and to include the expenses of a facilitator.

23.4 Budget $10,000 for Emerging Opportunities. This amount will be at the disposal ofthe Executive Board to fund AALL participation in new and unbudgeted activities that mayhave relevance to the AALL Mission and Strategic Directions but have not been addressedelsewhere in these Guidelines.

24. AALL AWARDS:

24.1 Budget for all AALL Awards to be given out during the year.

24.2 Budget for Marion Gould Gallagher Award. Budget monetary award to cover 2 fullregistrations, housing for 2 nights, airfare and local transportation and 2 days of meals at$75 per day. There could be more then one winner per year. Also budget for each winnerto receive a plaque at $90/each.

24.3 Budget for all AALL Awards with Monetary awards that are sponsored.

A. Budget for the Spectrum Article of the Year Award. The monetary award issponsored. However budget for a plaque to be presented at $90.

B. Budget for the Law Library Journal Article of the Year Award. The monetary awardis sponsored. However budget for a plaque to be presented at $90.

C. Budget for the Call for Papers Award. Up to 3 awards are given each year. Themonetary award is sponsored. However budget for a plaque to be presented at$90/each.

D. Budget for the Excellence in Marketing Award. Up to 5 awards are given each year.

The monetary award is sponsored. However budget for a plaque to be presented at$90/each.

24.4 Budget for all AALL Awards with Monetary Awards

A. Budget for the Innovations in Technology Award. Budget the monetary award at$500 and a certificate at $15.

B. Budget for the Emerging Leader Award. There could be up to 3 winners per year.Budget the monetary award at $500/per recipient and a certificate at $15/each.

C. Budget for the Distinguished Lectureship Award. Budget the monetary award at$500 and a certificate at $15.

24.5 Budget for AALL Awards with no monetary awards that have a plaque/certificatepresented.

A. Budget for the Joseph Andrews Award. There is no monetary award. The winnerwill receive a plaque to be budgeted at $90.


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Creative Commons Proposal:Cover LetterMembers of the AALL Copyright Committee are submitting to the AALL Board an action item asking AALL

to adopt, promote and encourage the use of Creative Commons licenses for content made available

through AALL and by its members. Weve prepared a list of frequently asked questions to help explain

what it means to publish materials under a Creative Commons license.

In making this proposal, the Copyright Committee seeks to find a flexible solution for AALL to support

Creative Commons, which may be primarily applied to works created after adoption. If the action is

passed, members of the Copyright Committee can work with AALL on implementation.

We see Creative Commons as an attractive option for AALL to endorse, for three reasons: attribution ,

efficiency of use , and knowledge sharing by law librarians within law library settings.

AttributionOne element common to any Creative Commons license is the requirement of attribution. Attribution

helps the creator of a work be properly recognized for producing this work. Whether its a PowerPoint

presentation, research guide, or published article, if its released under any of six Creative Commons

licenses, later users are required to attribute any use to a works creator. This should help promote thev

valuable materials AALL publishes, as well as the work of individual contributors.

Efficiency of UseAn attractive aspect of the Creative Commons system is that allowable uses are defined by a works

creator without requiring negotiated consent for each use. This makes the process of using anothers

works efficient.

Knowledge SharingNobody likes to reinvent the wheel when creating content. Creative Commons licenses promote the

sharing and improvement of knowledge by making it possible for people to use each others works and

adapt or improve them without starting from scratch.

ConclusionThe AALL Copyright Committee hopes that Creative Commons proposal is passed as written, and were

happy to help with implementation.


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Board Action ProposalThe AALL Copyright Committee proposes the following Board Action to be considered and voted on by

the Board of Directors of the American Association of Law Libraries. The copyright committee hopes the

board will adopt all three proposed elements, though each could be passed independently of another.

Proposal Summary : The Copyright Committee proposes that AALL

adopt a Creative Commons license for selective works where AALL owns the copyright,

provide options for use of Creative Commons licenses for items members submit to AALL and

encourage use of Creative Commons licenses among AALL members.

2010 2011 Copyright Committee Membership:

Chair : Roger V. Skalbeck Vice Chair : George PikeBoard Liaison Lucy Curci-GonzalezStaff Liaison Kate Hagen

Members: Amy Ash, Alicia Brillon, Emily R. Florio, Meg Kribble, Steven J. Melamut,Tracy L. Thompson-Przylucki, Laureen Cardon Urquiaga, Jennifer Wondracek

Adopt a Creative Commons LicenseThe Copyright Committee requests that AALL adopt a Creative Commons license for its own content,

suggesting the following license:

Attribution NonCommercial 3.0 http://creativecommons.org/licenses/by nc/3.0/us/

Under the terms of this license, others are free t

aall executive board agenda march 25-26, ,2011

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