The North Dakota/Manitoba Chapter of ACRL met Tuesday, July 22, 2003 in the United Hospital Auditorium at the University of North Dakota at 1:30 PM.

The meeting was called to order by Chair-elect Lila Pedersen.

1. Minutes of the last meeting: Spring 2001
(no meeting held in 2002)

It was noted that in the 2001 minutes, two sentences in the "Welcome and announcements" section were repeated.

Motion: Pam Drayson moved that the minutes of the 2001 meeting be approved.

Dorrene Devos seconded the motion.

The minutes were approved.

2. Treasurer's Report

The balance in the ACRL North Dakota/Manitoba Chapter bank account rose from $874.34 on May 31/02 to $1284.67 on July 22, 2003.

Mary Drewes reported that expenses for the 2003 Annual Meeting included the costs for the lunch and honoraria provided to the speakers.

The registration fees covered the cost for the 2003 Annual Meeting.

Lila Pedersen raised the issue of whether the Treasurer should have to be located in the United States. This is because it can be difficult to cash United States cheques in Canada.

Mary stated that there are presently 34 members of the North Dakota/Manitoba Chapter of the ACRL (23 from North Dakota, 11 from Manitoba).

Motion: Phyllis Bratton moved that the Treasurer's Report be accepted.

Shelby Harken seconded the motion.

The Treasurer's Report was approved.

3. Conference Report

Lila Pedersen reported that 29 people registered for the 2003 Annual Meeting. The registration fees covered the cost of the meeting.

4. Issue of whether membership dues and registration fees payable in both Canadian and United States funds.

Lila Pedersen raised the issue of whether membership dues and registration fees should be payable in both Canadian and United States funds.

Hugh Larimer (Winnipeg) felt there was no need to have membership costs and registration fees in Canadian funds.

Pam Drayson stated that because the North Dakota/Manitoba chapter is international, Canadians should be allowed to pay with cheques in Canadian funds.

Mary Drewes found that it wasn't a problem cashing Canadian cheques in Canadian funds in North Dakota.

Motion: Phyllis Bratton moved that people applying for membership or members should be allowed to pay in United States or Canadian funds for membership dues.

Pam Drayson seconded the motion.

The motion was approved.

5. Discussion of time and venue of chapter meeting.

Lila Pedersen opened the issue of what time of year the Annual Meeting should be held.

Phyllis Bratton felt July was a good month because people don't have other commitments. Many members expressed the view that May was not a good month because it is the end of the school year.

Pam Drayson said it was good to have the meeting after the ALA Conference because then members can report on the conference.

Hugh Larimer stated that having the meeting with the Manitoba Library Association (MLA) or North Dakota Library Association (NDLA) is expensive because you have to pay the registration fees for these conferences.

Lila said that if you have the Annual Meeting independently, you avoid any of the constraints encountered by having the meeting with another conference.

Lila recommended that the next Chair-Elect be told that the best months to have the Annual Meeting are July and August.

6. Report from 2003 ACRL biennial meeting, Charlotte, NC

Hugh Larimer reported that information literacy was a major focus of the conference.

The conference set an attendance record of 3,490. Records were also set for the number of first-time attendees (900) and the most conference scholarships awarded (8).

Next meeting is in Minneapolis in 2005.

7. Report from National Chapter Council, 2003 ALA/CLA, Toronto

No one was present to give a report on this meeting.

8. Plans for 2004

(a) We need people to run for Chair-Elect, Treasurer, and Secretary.

Mary Drewes has not found the Treasurer's position to be a lot of work.

(b) Lila Pedersen stated that in 2004 there will funding available from the ACRL for programming.

Judy Rieke said that chapters must plan well in advance for funding.

Lila added that funding from ACRL would be valuable for putting on a quality Annual Meeting in the future.

9. Old Business

(a) Tax exempt status of the chapter

Judy Rieke will call to see if anything needs to be done with the incorporation status of the chapter.

Lila Pedersen stated that some members may be concerned about their names appearing on ACRL Chapter web site.

No one expressed the view that the membership directory (if it's put on our web page) should be password protected. Concern was expressed that if email addresses are listed, it would increase junk mail.

Asako Yoshida thought that a directory of chapter members could be sent as an attachment to emails.

Motion: Cheryl Bailey moved that the ACRL ND/MB Chapter web site have a list of members and their institutional affiliations.

Asako Yoshida seconded the motion.

The motion was approved.

10. Announcements

Pam Drayson announced that the 2003 annual conference for the North Dakota Library Association will be held September 24-26 in Bismarck, ND. Also, the North Dakota State University OCLC Connections Workshop will be held in December. Refer to the NDLA web site for details for these two meetings.

11. New Business

Mary Drewes proposed that elections be held by email. This would reduce costs and be faster.

Judy Rieke stated that in the past members would fax their completed ballots for confidentiality.

Motion: Judy Rieke moved that ballots for the next election be sent out by email and then members return the ballots by fax or ordinary mail.

Asako Yoshida seconded the motion.

The motion was approved.

Motion: Lila Pedersen moved that the meeting be adjourned.

Asako Yoshida seconded the motion.

The motion was approved.

The meeting was adjourned at 2:45 PM.

Respectfully submitted,

Jim Sutherland, Secretary