Special Libraries Association Western Canada Chapter September 8, 2010 Board Meeting Minutes
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1 Special Libraries Association Western Canada Chapter September 8, 2010 Board Meeting Minutes 8:30 AM P.D.T., 9:30 AM.D.T., 10:30 AM C.D.T. Vancouver board members at Vancouver Public Library Others in attendance by teleconference Attendance in Vancouver: President: Frances Main President-Elect: Richard Matiachuk Past President: Debbie Schachter Secretary: Adrian Mitescu Vancouver Director: Andrea Freeman Chapter Archivist: Carolyn Petrie Vancouver Island Director: Katy Nelson Attendance by teleconference: Manitoba Director: Philip Wolfart Fund Development Director: Charles Hogg Student Liaison Chair: Michelle Mallette Calgary Director: Kathy Drewes Bulletin Editor: Allan Cho Regrets: Edmonton Director: Lisa Jane Watson Employment Chair: Anne Gregory Treasurer: Dawn Bassett Communications Director: Shirley Lew Discussion List Chair: Alex McNeur Membership Chair: Evelyn Taylor Saskatchewan Director: Luella Newman (Please see Appendix 1 for a compilation of Board reports submitted for this meeting)
2 Agenda: 1. Call to Order Frances called the meeting to order at 8:30AM. 2. Welcome and Regrets Frances also welcomed a guest Suzanne Lee. 3. Approval of Agenda There were no changes or additions to the agenda. Carolyn moved to approve the agenda. Andrea seconded the motion. 4. Approval of Minutes of the June 9, 2010 Meeting There were no changes or additions to the minutes. Richard moved to approve the agenda. Debbie seconded the motion. 5. President's report In August, Frances conducted a mini budget review with Richard; the member dues have been received. Based on the spending and projected expenses, some extra funds have been made available for programming. Debbie asked whether the money previously allocated for programming have been spent? No; the new funds made available can be pooled with previous funds in order to help organizing profile-raising events. Regarding the sessions with Ulla de Stricker she has prerecorded versions of the talks on her website, which consist of Powerpoint presentations with audio files (works on PC, not on Mac); Frances encouraged the Chapter's members to listen to these prerecorded session. Ulla de Stricker came to Vancouver in August, and she will be back on Oct 30 th. SLA' is considering a new teleconference service; this can bring potential significant savings
3 (one of significant costs of the chapter). By next year the new service should be up and running. Next SLA Chapters Webex call is on September 17. Frances is on vacation from September 12 to September 28; Richard will be available during this time. 6. Student Representation on the Board - update Update from Frances: a position description was drafted (together with Michelle, Richard and Debbie). The maximum number of students in the Board is 4 2 library students and 2 library technicians. They will attend meetings, get involved with projects (which can be a resume boost for future professional). They will maintain contact with Michelle (and future Student Liaison chairs). It will be a one year term (January to December, but this is flexible). Katy asked how will be the recruiting done for these positions; Michelle will recruit at UBC SLAIS and UFV; Langara will be contacted by ; program directors could visit the local programs. These positions are not elected, the students will be nominated. Frances brought a motion to add the student representation positions on the Board: Katy moved to approve the motion; Kathy seconded. Motion passed unanimously. Website and manual will be updated by Shirley with the new positions and their description. Kathy suggested adding a more attractive blurb to entice students on the Chapter's website; There was a discussion about some of the things that can be featured prominently for interested students: opportunities for getting in touch with potential mentors, resume boost, working on various Chapter projects, acquiring new skills, and networking. Suzanne suggested requiring a minimum commitment for a number of hours per month; this suggestion will be implemented th Anniversary Update Frances thanked Richard and Andrea for the work on the anniversary buttons and Allan for the Anniversary issue of Wired West; Charles started to contact sponsors for the panel conversation. Andrea needs help with marketing the event (Kathy volunteered). Charles has received confirmation from LexisNexis for event sponsorship, but he has difficulty contacting
4 FPInformart. AndOrNot have confirmed participation. Andrea: Patricia forwarded the list of potential panel members; the panel discussion will take place on Wednesday, Nov 24 th. 9. AGM planning As the conversation turned to the Annual General Meeting (AGM), Frances moved to this point of the agenda. The AGM will take place on Wednesday November 24 th, at the regular time (early morning). The panel discussion and social event will take place in the evening of the day in Vancouver, but other locations can organize this event in December. Debbie announcement for the outstanding information professional award has been put out and she is looking for completed forms. Hopefully there will be more than one nomination in the past; the panel will select the winner. An announcement will be made at the AGM and the evening event the actual certificate is awarded. Deadline for receiving nominations is Oct 15 th. 8. Programming update Kathy talked about continuing to hold Tuesday meetings with local professionals. Philip has put together an event for the last week of September. Katy has planned a tour of the Legislative library and other social events. Debbie suggested that an announcement is made across the Chapter, no matter where the event is held, as people might still want to see what else is being planned. Richard suggested sending these announcements to the listserv or creating a new one just for news/events and open it to anyone interested. Frances reminded the event organizers to mention our sponsors and acknowledge their contributions. Debbie announced that Dr. Carolyn Haythornthwaite, the new director of SLAIS will come at a lunchtime session at VPL on Thursday Oct 14 th. 10. Adjournment Next meeting will take place on Wed Nov 24 th. Motion to adjourn has been put forward by Debbie; seconded by Charles.
5 Appendix 1 SLA Western Canada Chapter Board Reports June 8, 2010 Chapter President: Frances Main Chapter President Elect: Richard Matiachuk Past President: Debbie Schachter Secretary: Adrian Mitescu Treasurer: Dawn Bassett BC Vancouver Director: Andrea Freeman BC Vancouver Island Director: Katy Nelson AB Edmonton Director: AB Calgary Director: Kathy Drewes Saskatchewan Director: Luella Newman Manitoba Director: Philip Wolfart Archives: Carolyn Petrie Bulletin Editor: Allan Cho Membership Chair: Evelyn Taylor Communications Director: Shirley Lew Discussion List Chair Alex McNeur Employment Chair Anne Gregory Fund Development Chair Charles Hogg SLA WCC President Report Activities for April June 2010 Frances Main Communication/Public Relations: Wrote article for Wired West Participated in second quarterly Canadian chapters conference call Discussed procedure for adding new members to the discussion list with Evelyn and Alex Arranged pre-conference get-together in Vancouver Responded to enquiries, as required Forwarded communications from SLA Leadership to the membership, as appropriate 25th Anniversary: Discussed ideas with Andrea, Richard and Debbie Worked with Shirley and Alex to get Flickr photo feed up and running on the website Student Representative Initiative: Governance: Set up working group to develop an action plan over the summer Responded to Chapter mid-year survey from SLA Headquarters Worked with Debbie to contact Edmonton chapter members to find new Edmonton Director Discussed issues with Richard, as required SLA WCC President Elect Activities for April June 2010 Richard Matiachuk Participated in the second Canadian SLA Chapters conference call (along with Frances) Attended the SLA WebEx Chapter discussion on May 20^th one of the highlights of that session was
6 hearing about the SLA Annual Conference virtual component which includes the opening and closing general sessions and 10 spotlight sessions such as: Your personal brand and social media, Negotiating Up, and Competitive intelligence transitions for LIS professionals. Attended and participated in the Program Advisory Committee meeting (Library and Information Technology Program, University of the Fraser Valley) as the SLA representative. Forwarded mail for the Treasurer to Dawn Had a telephone conversation with a librarian who is looking to return to working in BC (from US) SLA WCC Past President Activities for April June 2010 Debbie Schachter Met with Frances to discuss various chapter issues, including search for new Edmonton Director Contacted a number of Edmonton SLA members to try to identify new Edmonton Director Attended the Google Book Agreement webinar at VPL Wrote a column for Information Outlook SLA WCC Secretary Report Activities for April June 2010 Adrian Mitescu Edited the minutes of the April 2010 Board meeting. Prepared for the June 2010 Board meeting. SLA WCC Treasurer's Report for April June 2010 Dawn Bassett nothing to report BC Director (Vancouver Island) Activities for April June 2010 Katy Nelson nothing to report BC Director (Vancouver) Activities for April June 2010 Andrea Freeman Organized and held webinar session on May 13th Discussed 25th Anniversary ideas with Frances and Richard Investigated venues for the 25th Anniversary Celebration Alberta Director (Edmonton) Activities for April June 2010 Lisa Jane Watson nothing to report.
7 Alberta Director (Calgary) Activities for April June 2010 Kathy Drewes nothing to report. Saskatchewan Director Activities for April June 2010 Luella Newman nothing to report. Manitoba Director Activities for April June 2010 Philip Wolfart I had invited local SLA members to join us for drinks at opening reception of the annual Manitoba Libraries Association conference, and a few folks came out. I'm hoping to have a social event later in the Summer / early Fall. No promises at this point, and will be looking to tie this in to any SLA webinars or other events. Archives Director Activities for April June 2010 Carolyn Petrie I've continued to pursue a permanent home for our archives, and gone through more of the records to identify any that we might include in our 25th anniversary celebrations and projects. Employment Chair for Activities for April June 2010 Anne Gregory I have reviewed the Employment page to update information and links, and have submitted the changes that need to be made to the Communications Chair. Discussion List Chair Activities for April June 2010 Alex McNeur Added 25 th anniversary images to flickr Fielded list subscription requests Responded to questions from list members The list currently has 391 members Membership Chair Report Activities for April June 2010 Evelyn Taylor Sent the Welcome Letter to 4 new members Sent s to lapsed members Advised Regional Directors of new members in their regions
8 Advised Bulletin Editor Committee Chair of new members for possible bio's in newsletter Advised Discussion List Committee Chair of new members SLA-WCC Membership is currently 216 members Student Liaison Chair Activities for April June 2010 Michelle Mallette Since the last meeting, I have made contact with a number of other schools, trying to increase student involvement in SLA for both MLIS and library technician students. I ve sent invitations for student SLA awards, as well as an offer of assistance by the SLA members for organizing student chapters at the Langara and University of the Fraser Valley library technology programs in BC, and the Grant MacEwan University program in Alberta. I do this about once a year. So far, only SLAIS at UBC has developed and maintained a student chapter, though I m hopeful for Langara and Grant MacEwan. I ve also agreed to assist in a SLA-WCC initiative to increase student involvement in the chapter and on the board. Communications Directors Report Activities for April June 2010 Shirley Lew Created a 25th anniversary banner for website Added a Flickr photo stream to the homepage Updated the website as needed Wrote an article for Wired West Fund Development Chair Activities for April June 2010 Charles Hogg nothing to report. Wired West Editor Activities for April June 2010 Allan Cho Edited and published Winter Issue of Wired West, Vol 13, Issue 2 Soliciting and collecting articles for upcoming issue of Wired West, Vol 13, Issue 3 Soliciting articles for 25th anniversary of SLA WCC
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