Re: Motion for library exhibits Reply part one

[Robert Pries <robertpries@embarqmail.com>]

Cheryl has made identified some valid concerns that are the nuts and bolts of
how this would work in practice. I believe it is important that the board
discuss these issues and since there were so many presented I will try to
tackle her response a paragraph at a time so that a full answer can be given.

First I see this motion itself as revenue neutral. I would see each traveling
exhibit to have its own contract that would define what is being sent, with an
inventory and value assigned, what the costs would be, how the expenses would
be paid and who would be responsible for the care and return. I would expect a
defined date of loan no longer then a year which would be subject to renewal
before return is required. Each contract would be with the boards approval.

Cheryl wrote,
Quote, While a traveling exhibit is a nice idea, as you mentioned in a
previous email we are operating currently at a $14,000+ loss for this next
year alone IF everyone comes in at or below estimates.  How will a traveling
exhibit be paid for - mailing/shipping (library mail is still available but at
a slower than snail's pace), insurance, security.  Other than the 3 places you
have mentioned, how would we get the word out to other libraries/clubs/groups
that such a thing is available???  There is no money in the PR budget for such
a thing.  I doubt that the 3 places you've mentioned would be willing to pay
for any of it since many are operating at reduced budgets due to the state of
the economy and donations in general.  Perhaps we could start a fund for such
a
thing, but this could possibly take away from anyone donating money for the
general fund, etc?  It is a thought. Unquote

Cherylbs concern over money is well founded but I would suggest is not
applicable to this idea. I say that because, recent experience and information
that I have learned, leads me to believe that AIS has lost a small fortune in
potential grants and donations because we have not had policies such as this
one and others. Many of our older members are dying. I had heard privately
that at least five individuals would have left substantial funds both to the
library and to the general fund but decided to will their monies to other
institutions because their perception of the AIS organization was that it was
disorganized and not serving its members well enough. Despite the large
library endowment by the Hager fund AIS and the foundation have still not
outlined a long term plan for how the money might be used for the library. If
AIS has no visions to put forth there is no one that will contribute to us.

Getting the word out will not be a problem. We have AISdiscuss and the new
Affiliatesdiscuss (as soon as it is up and running), plus many other venues
that can be at no cost and not strain the PR budget. I have no doubt if there
was a contract negotiated with each of the three places mentioned that funds
could be gathered from many sources, me included. I would warn against, just
advertising this as without restrictions to every club. Depending on the
request, what might constitute an exhibit and for what reason needs to be
considered and each contract should make sense, a win/win for everyone. I
donbt see any reason for creating a new fund. If a local club might wish to
create a display with a well defined theme, they might not only find material
within their own region that should be part of the library but it might also
be added to the librarys collection. It is possible that any material sent
from the library may be returned with new accessions.

This the first part of my reply

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