HBCU Library Alliance Members, Members of the HBCU Library Alliance Board of Directors met on Wednesday, November 2. The primary focus of that meeting was a discussion about sustainability of the organization and effective Governance. As I have previously shared with you, the HBCU Library Alliance Board has been in discussions about an appropriate governance structure to address organizational priorities and challenges, e.g. declining membership-currently 82 members versus the 95 members in previous years, and organizational sustainability and fiscal challenges. These issues have been shared with the membership at the last 2 Membership meetings. The Board is having this difficult discussion sooner rather than later and postponed the Board elections that would normally have occurred in the spring to allow time to conduct this discussion and closely review Board structure. On September 29th, the former LYRASIS CEO and former HBCU Library Alliance Board member and continuing advocate of the HBCU Library Alliance, Kate Nevins, facilitated a session to consider options for an improved and productive governance structure. Central discussions from that meeting included: 1. HBCU Library Alliance Strategic Plan The group determined that our current plan has an internal focus. The organization would be better positioned to communicate our mission, to develop relationships and partnerships and for fundraising if the plan was more focused on the purposes, audiences, and aspirations of the HBCU Library Alliance. A. HBCU Library Alliance Board The current Board composition is twelve members as detailed below: - Two (2) private positions - Two (2) public positions - One (1) 1890’s position - One (1) 2-year position - Three (3) At-Large positions - Immediate Past Chair position - Two (2) Ex-Officio positions Critical issues facing the HBCU Library Alliance Board require greater diversity of experience and professional expertise from the Board of Directors. It was suggested during the Governance session that a Board with the necessary expertise and a more appropriate size and composition to the membership, could provide effective oversight. As a new structure is considered, the HBCU Library Alliance Board composition would call on expertise among the HBCU Library Alliance membership, libraries and archives, higher education, programming, and management. There was concurrence that needed expertise could be identified by the Board each time nominations are solicited as a part of the nomination/election cycle. In addition, it was suggested that non-HBCU Library Alliance directors would increase the effectiveness of the Board. The Board would identify and solicit potential Board members with needed expertise. The most frequently mentioned areas of external expertise are: 1) financial management and 2) fundraising and contacts with funders. 2. November 2nd HBCU Library Alliance Board Action The Board voted to recommend for member consideration transition to a 7 member Board with the composition as follows: > Five (5) HBCU Library Alliance members > Two (2) outside experts for a total of seven (7) Board members. (The outside experts would provide needed expertise and come from non-HBCU Library Alliance organizations.) The five (5) HBCU Library Alliance Board positions would be represented by: - One (1) member representing the private institutions - One (1) member representing the 1890’s and public institutions - Three (3) members serving at-large - One (1) of the at-large members would be a non-director, providing for mentorship of a rising library leader through Board service. Criteria would have to be developed for the non-director position. B. The Board voted to recommend for member consideration the following committee structure: 1. Finance/Audit – Four (4) Committee Members The Finance/Audit committee would work with the Executive Director to monitor and provide financial oversight of the organization. This committee supports the development of the annual budget, tracks actual spending, and interprets the overall financial health of the organization on behalf of the board. Two (2) Board members, the Executive Director, and our Fiscal Agent or designee would comprise this committee. The Fiscal Agent would be a non-voting member. 2. Personnel – Three (3) Committee Members The Personnel Committee would provide direction and decision-making for employee policies, compensation and benefits, legal compliance, and staff evaluation and training. The Board Chair or designee, the Director of the Atlanta University Center Woodruff Library (GA) where the HBCU Library Alliance staff office is located, and an outside expert would compose this committee. 3. Strategic Planning – Committee of the Whole – Seven (7) Committee Members The Strategic Planning Committee would provide direction and counsel throughout the strategic planning process. The Strategic Planning Committee also develops effective approaches to long-range planning All Board members would serve on the Strategic Planning Committee and work to enhance member engagement in planning processes. Next Steps Two forums will be scheduled for member discussion and feedback on the proposed changes to governance. Board Vice-Chair Monika Rhue, Johnson C. Smith State University (NC), Executive Director Sandra Phoenix and I will host the forums using the GoToMeeting platform. Access this link https://www.surveymonkey.com/r/W3W3W36 to register for the forums. Log-in information will be forwarded the day before the forum. The proposed changes in Board composition and committee structure will become evident in revisions to the HBCU Library Alliance Bylaws. Members would be asked to vote on these changes by casting a ballot sent early in 2017. Please contact me at mlhenderson@mvsu.edu<mailto:mlhenderson@mvsu.edu> or 662-254-3494, Monika at mrhue@jcsu.edu<mailto:mrhue@jcsu.edu> or 704-371-6730 or Sandra at sphoenix@hbculibraries.org<mailto:sphoenix@hbculibraries.org> or 404-978-2118 if you have questions or need additional information. Sincerely, Mantra Henderson, Board Chair-HBCU Library Alliance Director of Library Services James H. White Library Mississippi Valley State University 14000 Hwy 82 W MVSU 5232 Itta Bena, MS 38941 662-254-3494 (phone) 662-254-3499 (fax)