BHL Institutional Council Conference Call June, 16, 2011

On Call: Graham Higley, Jean Farrington, Richard James (ANS), Chris Mills, Connie Rinaldo, Judy Warnement, Susan Fraser, Cathy Norton, Nancy Gwinn, Doug Holland, Tom Baione

Agenda:
A. Revised BHL Governance Proposal: Requests for comments; Nancy noted that some issues came out of the discussion of the MOU with the Smithsonian lawyers. When should the payment be made? currently December but others floated January and October. Should have a payable date in the document although there is some flexibility. Membership is for calendar year, prorated for new members who join at different times of the year. About 6-8 have agreed to the payment for first year. Once the document is approved, an MOU will come for those joining at the Executive level. The MOU will be the document where you commit to payment for 1 year.

Nancy detailed the changes based on the MOU. Document should be flexible but specific. Hiring bullet should just cite Program Director "and any other positions funded by BHL" BHL Partner category should be less formed and indicate that this is something to be defined by the Executive Committee. Remove section headed "Bhl Partner".

Move second sentence of #5 on p. 2 to before the list of requirements

"A contribution of 10,000 or MORE!!"

Library staff participation: change to institutional staff participation

Elections will "normally" be held at the annual meeting

Quorum: majority of bhl member "representatives" not just directors or in office. These changes need to be made in a few places.

BHLIC: provide guidance feedback and evaluation? Should this just be guidance and feedback?

MOU, not MOA (several places)

BHL Secretariat needs some explanation: add" they are considered staff members of one of the institutions and salaries go through the institution that employs them" since BHL actually can't have employees. Nancy has language for this. Tom suggested that we leave out the specific positions in this statement. Positions report programmatically to bhlec but administratively to institution that employs them. Cathy noted that evaluation then becomes part of BHLEC. So add performance evaluation to BHLEC.

Graham moved that we accept and Connie seconded.

Tom and Nancy will send out a cleaned up version next week. Tom will send MOU next week.

Cathy noted that we need everyone's intentions as to level of membership by August 1. Elections first week of August.

Need something that indicates what the money is for.

Cathy and Graham (not running for office) will prepare a slate. Send suggestions.

B. Budget cuts to the EOL funding for BHL in year 5 (50% budget cut). See attached budget justification that was submitted with the required reduced amount.

Graham noted that when he reported on DC meeting, it looked like a relatively clear path forward. If we can raise money in Year 5, we can put money back into the pot. BHL not considered core because we have our own funding.

Unexpected news. There are many implications. Trying to squeeze budget. Things will be very tight.