Minutes
WNBA National Board Meeting
June 4—6, 1999
Table of Contents
Table of Contents ……………………………………………………...1
Those Attending……………………………………………………...2
Breakout Sessions……………………………………………………...3
Long-range Planning ……………………………………………………….3
Orientation for New Presidents …………………………………………….3
Experienced Chapter Presidents ……………………………………………3
Treasurer’s Report ………………………………………………………….4
Soliciting Sustaining Members ……………………………………………..5
Pannell Award ……………………………………………………………...5
Long-range Planning ……………………………………………………….6
WNBA Identity …………………………………………………………….6
Strategic Planning ………………………………………………………….6
Fund Raising ……………………………………………………………….6
WNBA Administrative Office Expenses …………………………………...7
International ………………………………………………………………...7
Bookwoman ………………………………………………………………...7
WNBA Award ………………………………………………………………7
Eastman Grant ………………………………………………………………8
Internal Appreciation Award ……………………………………………….8
Publicity …………………………………………………………………….8
Role of Chapter Presidents as Go-Between for National and Local ……….9
Chapter Sharing …………………………………………………………….9
Web Site ……………………………………………………………………10
Nominating Committee Work Group ………………………………………10
Adjournment ………………………………………………………………..11
Minutes
WNBA National Board Meeting
June 4—6, 1999
June 4, 1999
Vestal Public Library, Vestal, NY
President Diane Ullius called the meeting to order at 2:10 p.m.
In attendance were
Diane Ullius (WashingtonDC), National President
Nancy Stewart (Nashville), Vice-President
Margaret Auer (Detroit), Treasurer
Grace L. Houghton (Binghamton), Secretary
Donna Paz (Nashville), Past President
Carolyn Wilson (Nashville), Planning Chair
Ellen Myrick (Nashville), Bookwoman Editor
Andrea Brown (San Francisco), Pannell Chair
Eileen Ruggieri, Binghamton Chapter President (out-going)
Katherine Dibble, Boston Chapter President
Pat Klemans, Detroit Chapter President
Helen Ross, Los Angeles Chapter President
Sue Bredensteiner, Nashville President
Terri Boekhoff, San Francisco Chapter President
Amy Barden,Washington DC Chapter President
Not in attendance were representatives of the Dallas and New York chapters, and Sandy Paul who was recovering from a broken ankle.
Diane provided an overview of the agenda and explained her view of her role in the meetings: to do whatever she can to make the meetings go smoothly and comfortably, hoping that we all would go away with a shared sense of commitment and accountability. She thanked our host chapter, Binghamton, for making arrangements, including having folders for each attendee at the hotel desk.
Eileen Ruggieri of the Binghamton Chapter gave an overview of activities.
Two copies of the WNBA National By-laws were given to each attendee with the suggestion that copies be made for key people in each chapter. Reading Promotion Partners bookmarks were also provided.
Diane described the meeting focus:
Inquiry and affirmation
Direct, result-focused dialogue
Support for all in achieving results
Challenge assumptions
Action, commitment, and accountability are the key elements.
Those attending introduced themselves, showing a good variety in backgrounds and perspectives.
Motion by Helen Ross:
To accept the minutes of the previous meeting.
Seconded by Terri Boekhoff. The motion passed unanimously.
Break-out Sessions
The group divided into three-break-out-sessions
Long-range Planning, led by Carolyn Wilson. The group reviewed WNBA purposes (as stated in the bylaws), clarified objectives relating to “educational” purpose, and added objectives relating to “charitable” purpose. Both “educational” and “charitable” purposes are essential to WNBA’s 501(c)3 status. Next steps are to develop strategies and to amend bylaws to reflect the revised objectives.
Orientation for New Presidents, led by Donna Paz, and reported by Pat Klemans. An overview on duties and issues was presented, including the mission statement; issues which brought
them together; chapter concerns such as finances; sustaining members; awards; recruiting and maintaining membership; breaking down jobs or responsibilities to manageable segments.
Experienced Chapter Presidents, led by Amy Barden. The main focus of this group was to begin work on an expanded and updated chapter handbook. Key categories were identified and a rough outline was developed. The outline will be sent via e-mail to the chapters for feedback. The time frame will be September, to all presidents for reaction; December, a rough first draft; then we will see how it goes.
After brief reports from the break-out groups, those attending were requested to read committee and officer reports that evening. Forms for stationery orders and rosters were handed out, and a brief orientation for the next day’s meeting was given.
The session adjourned at 4:55 p.m., and during the evening a picnic was held at Highland Park where we were able to ride the carousel and be entertained by local storytellers.
Saturday, June 5, 1999
Faculty Lounge, BinghamtonUniversity
In addition to those present on Friday, Melva Naylor represented the Binghamton Chapter (Eileen Ruggieri was not in attendance), and Shirley Mahood and Heather McCloud-Huff from the Binghamton Chapter attended. Just before noon, Publicity Chair Susannah Greenberg joined us.
Called to order at 8:43 a.m. by Diane who reminded us to look at the positive and work positively with others, and to offer support for achieving common goals.
Treasurer’s Report
The treasurer’s report was presented by Margaret Auer. Overall, the organization is in good financial condition: income was 51,346 greater than expected; expenses were 55,346 less than expected, and the general fund balance is SS,134 greater than at the beginning of the fiscal year. We have now reached the level of having two years operating expenses ahead. We have been on an austerity budget for the last three years and now we are able to look forward to better times.
Motion by Margaret Auer:
That the per-month late fee assessed a chapter for a late per-capita payment be at the same rate being earned by national on its savings account.
Seconded by Pat Kiemans. Friendly amendment by Sue Bredensteiner that the late fee be one percent above the going rate. After brief discussion, 4 voted in favor;7 were opposed; amendment defeated. Vote on the original motion: 11 yea, none opposed. Motion passed unanimously.
Motion by Margaret Auer:
That the WNBA administrative fee charged to the Pannell fund be discontinued or suspended.
Seconded by Donna Paz. Discussion: The Pannell account is in need of rebuilding, while the WNBA general fund is in better shape now. Vote: 11 yea, none opposed. Motion passed unanimously.
Motion by Margaret Auer:
That the chapter incentive program for enrolling and/or the renewal of a Sustaining Membership be continued for another year.
Seconded by Ellen Myrick. Discussion: It is the policy to review this incentive program annually. Vote:11 yea, none opposed. Motion passed unanimously.
Margaret reported that a 501(c)3 non-profit organization such as WNBA, if it has less than an annual income of $25,000, does not have to file IRS form 990 unless the form is sent by the federal government. The 990 form has not been received since 1993/94. This year Margaret requested the 990 form for each year since 1993/94, completed each form, and has placed them on file in the treasurer’s materials. The completed forms were not sent to the IRS. One year (1996/97) WNBA had over $25,000 in annual income due to the establishment of the Eastman endowment. As required, a list of donors to the Eastman endowment, including their addresses and donation amounts, has been attached to the completed 1996/97 form. Should WNBA request more donations for the Eastman endowment, the donations should be spread over a number of years so as not to exceed the overall $25,000 per year income.
In another instance, an IRS form was mistakenly sent to a chapter treasurer who did not know what to do with it, and kept it for five months. During that time, Margaret was receiving correspondence from the IRS regarding the form which she had not received. If any chapter receives unexpected IRS forms, please notify Margaret at once.
Reminders on reimbursement requests: First, receipts are required for any reimbursement. Second, all requests should be submitted to the president for approval, who sends them on to the treasurer for payment. WNBA books must be open at all times to IRS for audit, where receipts are required to verify expenses.
Soliciting Sustaining Members
Diane directed a skill-building session which focused on soliciting sustaining members, particularly our individual role and responsibility for sustaining membership solicitations. All board members are asked to take an active role. A demonstration by Donna Paz, Terri Boekhoff, and Diane Ullius provided a model for chapter presidents to replicate on the local level. Discussion followed which provided additional suggestions.
The group brainstormed specific suggestions for when a prospective sustaining member says no:
Ask what else the prospect would need in order to say yes.
Ask for other names. Ask if you can come back later.
Mention that competitor said yes.
Don’t close the door; follow tip by asking for help on another event or partnership.
Ask the individual to join the chapter or speak at a program.
Provide an honorary membership.
(Note: If Bookwoman is to be sent, chapter needs to pay the per capita.)
Ask permission to put them on your mailing list.
A challenge was given to each chapter to gain one to three sustaining memberships this year. A sample invoice for billing was distributed.
Pannell Award
Chair Andrea Brown reported. Jury rotation wasdiscussed as changing-to a-nomination-format, rather than purely submissions. The early deadline this year resulted in only six real submissions. The award, now $750 and ordinarily presented to two winners, was given to only one winner this year. Increasing the awards to $1,000 each was discussed, but feeling was that this year an increase would not be possible. Ways to increase the number of submissions/nominations were also discussed. Donna Paz will write to Bud Micheels to update him on the Pannell Award. Andrea Brown will alert jury members that judges will be rotated, develop the plan for rotation, and continue to handle submissions for Pannell.
Adjourned for lunch at 12:25 p.m.
The afternoon session came to order at 1:42 p.m.
(Andrea Brown and Shirley Mahood had left.)
Long-range Planning
Discussion was led by Carolyn Wilson who reminded us that the objectives of the organization are educational and charitable; the charitable element of the objectives is not as well defined or implemented as the educational. Ways to provide service and resources to the reading community, as well as a variety of incentives and benefits to the community of the book, need to be studied. Specific recommendations will be disseminated to the board, including any necessary changes in the bylaws.
Discussion of strategy was deferred until later in the meeting.
WNBA Identity
Several times in the past decade the name of the organization has been challenged, specifically in terms of its focus on women. Board members had been asked to bring to the meeting the consensuses from their chapters regarding the name question, and throughout the chapters there was a strong feeling that we should stay with the name. It was suggested it is better to focus on the full name, not the initials, to avoid confusion and be clear about our identity
Motion by Helen Ross:
Based on extensive general research and on responses received from all chapters of theWomen’s National Book Association, the name of our organization be retained as theWomen’s National Book Association.
Seconded by Amy Barden. Vote: 12 Yea votes, no nays or abstentions. Motion carried unanimously.
Strategic Planning
In regard to long-range planning discussed previously in the meeting, a committee was organized to draft a strategic plan. Beth Lieberman, Nancy Stewart, and Margaret Auer will work with Carolyn Wilson. Terri Boekhoff will be available to consult in constructing the time frame for this round of planning; results will be presented at next year’s board meeting.
Fund Raising
Donna Paz reported that the Holiday Cards project was successful enough that a new line of cards will be brought out this year. Chapters may sell or resell cards in a variety of ways.
WNBA Administrative Office Expenses
SKP Associates has requested a raise in fees.
Motion by Grace Houghton:
To raise the WNBA administrative office monthly amount to $100 per month.
Seconded by Terri Boekhoff. After discussion, the motion was defeated (no yeas, 11 nays, and 1 abstention).
A new motion was presented by Margaret Auer:
That the fee paid to the WNBA office administrator be increased by twenty percent (20%), or from $50 to $60 per month.
Seconded by Amy Barden. Vote: 10 yea, 1 nay, 1 abstention. Motion carried.
One of the considerations is that WNBA is rebuilding its finances at this time. The executive committee is empowered to renegotiate, if necessary.
International
Jill Tardiff has informed us that Lisa Dolin will attend the Zimbabwe Book Fair in July and is willing to take WNBA material there. Jill will serve as follow-up contact. WNBA book bags were sent to a library convention in Bangkok by the Boston chapter.
WNBA has been invited to send a delegation to China in regard to publishing in that country. The two-week trip is likely to be in April or early May, 2000, and will cost around $4800 per person. Liya International, the organization that coordinates such delegations with the China Women’s Association, will need a mailing list from us to send information to our members. Diane will coordinate our effort and is expected to lead the delegation. There is no direct cost to WNBA. Women in Scholarly Publishing is sending a delegation this summer.
Bookwoman
Now an eight-page newsletter, down in size from its former journal size, the publication is very cramped for space. Editor Ellen Mynick would like to expand it to twelve pages. Each issue is to have a theme, and it was agreed that the three issues for the next year will be put out in time to support the nominating committee schedule and the WNBA award process.
WNBA Award
In March, 1999, the WNBA Award was presented to Doris Kearns Goodwin at the Boston Public Library. A new WNBA award chair is needed for the next presentation. The president asked for volunteers, but no final decision was made. Previously those who were named as the “Seventy Who Made a Difference” (WNBA’s 70th anniversary list in 1987) were ineligible to be considered for the WNBA award.
Motion by Nancy Stewart:
Allow the “Seventy Who Made a Difference” to be eligible for the WNBA Award. Seconded by Donna Paz. Votes: 12 yea, 0 nay; motion carried unanimously.
Eastman Grant
According to the grant conditions, at present only individual librarians are eligible for the $750 grant. Ellen Myrick, Lois Van Stipdonk, and Melva Naylor were designated to help Cathy Rentschler review criteria for the award. No changes are contemplated for the January 2000 grant. The committee will make recommendations at the 2000 board meeting.
Internal Appreciation Award
As agreed previously, Sylvia Cross will be presented books by WNBA award recipients and others, along with a citation. The citation, prepared by Beth Lieberman, reads,
With tremendous gratitude and heartfelt appreciation, the Women’s National Book Association presents to you, Sylvia Cross, the newly created Appreciation of Service Award. Our intent is to honor your profound contributions to our organization during your more than twenty years of involvement in WNBA on the national and local levels: as National President, National Treasurer, and Founding Member and President of the Los Angeles chapter.
In addition, Pat Klemans, Andrea Brown, and Sue Bredensteiner will work out details for an internal WNBA award for future recipients: criteria, form, financial foundation, and time frame. The topic will be on the agenda for next ear.
Publicity
Susannah Greenberg, publicity chair, briefly summed up publicity activities.
Motion by Terri Boekhoff:
To give authority to the president to renegotiate the publicity contract.
Seconded by Pat Kiemans. Vote: 12 Yea, 0 Nay. Motion carried unanimously.
Reestablishing a WNBA presence at Book Expo America (formerly the American Booksellers Association Convention) was discussed; it was decided to have no party, supported by the fact that a previous decision was made that WNBA would not give a party unless external funding were available. However, we could offer a panel discussion for the BEA. Through a consensus, it was decided to ask Jill Tardiff to go ahead and work on putting together a panel for BEA, as she has proposed doing. Having a booth for both the BEA and the ALA meetings should be considered in long-range planning.
Participants were asked to read chapter reports that evening.
Adjourned around 5:00 p.m., after which a banquet was held at the Vestal Steak House. Author Ann Mohin gave a reading after dinner from her book, T Farm Size Was.
Sunday,June 6, 1999
Faculty Lounge, BinghamtonUniversity
In attendance: Margaret Auer, Amy Barden, Terri Boekhoff, Sue Bredensteiner, Katherine Dibble,Susannah Greenberg, Grace Houghton, Pat Klemans, Ellen Myrick. Donna Paz, Helen Ross, EileenRuggieri, Nancy Stewart, Carolyn Wilson, Diane Ullius.