Minutes: Open Board Meeting and 25th Anniversary Luncheon
October 27, 2000, 10:30 a.m.
Marie and Eugene Callahan Museum of the American Printing House for the Blind, Louisville, Kentucky
--Submitted by Andrea Peak, Secretary

PRESENT:
 

Lillian Mesner James Manasco Alice Marksberry Wenda Webster Fischer Veronica Walker Christie Robinson Cindi Trainor Debbie Sharp Mykie Howard Glenda Neely Sharon Bidwell

Meg Shaw Glenda Neely Toni Powell Linda Minch Susan Brown Andrea Peak Elizabeth Smigielski Judy Wulff Joseph Miller Hope Tillman, guest

President Alice Marksberry called the meeting to order at 10:35 a.m. A special welcome was made to guest Hope Tillman, president-elect of SLA.

Minutes

On motion of Linda Minch, seconded by Cindi Trainor, the minutes of the August 11, 2000 Executive Board meeting were accepted as distributed.

Submitted by Veronica Walker.
Grand total available for expenditures: $2,630.25
Operating Budget:      1,521.12
Savings Account Balance:     1,109.13
A copy of this report is on file with the recording secretary.

It was noted that the Chapter’s portion of the joint spring conference expenses will be $470, almost twice as much as last year ($287).

KLA has not yet paid their portion of the student pizza party.

Old Business

Kentucky Laws Project

Sue Burch has agreed to oversee the Kentucky Laws Project. She found extra copies of the document. The Chapter did not try to sell them at KLA fall conference but will try at the joint spring conference. Linda Minch suggested selling them at the Kentucky Book Fair. Sue should get in touch with Ellen Hellard regarding this.

New Business

Library Directory

Alice posted a message to the listserv regarding a directory of special libraries. Jay Bank of KDLA is compiling a directory of Kentucky Special Libraries. A form is available on the KDLA Web site to submit your information (http://www.kdla.state.ky.us/)

Program Planning

Fall Conference

Today’s conference will cost the Chapter approximately $300 for programming and miscellaneous expenses.

Butler State Park

The Joint Spring Conference will be April 4-6, 2001 at Butler State Park. Carol Parris of KLA will call an organizational meeting in November. Chapter members have expressed willingness to do small session presentations.

Keeneland Outing in April

Lillian Mesner is coordinating a spring party at Keeneland during the April run. All Kentucky SLA members will be invited, and they are welcomed to invite guests. Lillian will need payment and names by December 15, 2000. No student discounts will be available. Lillian will send one print mailing in the fall with specific dates and prices. After that, she will send reminders via the listserv. The party will be in the clubhouse. There is a dress code, which Lillian will pass along.

Bulletin/Newsletter

Hope Tillman suggested that when we change the Bulletin from print medium to an electronic format (except for those members without Internet access), a one-page print mailing be sent to all members reminding them that the new Bulletin is now available. This will help ease the transition to the new format. This has been a successful approach for other chapters.

Announcements from SLA Headquarters

SLA Winter Meeting

Winter meeting will be January 25-27 in Savannah, Georgia. Information is available on SLA Web site (www.sla.org). Officer candidates will be presenters so attendees will have opportunity to learn more about them. If attending, contact Alice Marksberry to coordinate travel plans.

New Web Site

SLA’s Web site has been redesigned and re-organized. It is now the responsibility of John Latham, Librarian of the Association.

SLA Nominating Committee

SLA is calling for nominations for 2000-2002 officers. Information is available on the Web site.

Other New Business

Officers/Teams

Linda Minch stated that the Oregon Chapter has changed its bylaws so that Chapter work is done by teams rather than individual officers. She pointed out that there is a great deal of pressure on officers, particularly the president and president-elect, and that this could help to spread some responsibilities among more members. Hope Tillman said that one of the Task Forces is looking at suggestions for and successes of different governing strategies. She pointed out that this is our Chapter and we may do whatever is needed to make it run well. Linda will contact the Oregon Chapter for more information on their process.

Committee Reports

Professional Development

No report

Web Committee – Cindi Trainor for Beth Kraemer

Several changes and updates have been made to the Chapter Web site: minutes are now posted; text-only version has been dropped; latest Bulletin is available; new officer bios are available. Monthly server statistics have been requested from SLA. Alice would like to see committee information posted on the Web site.
Written report is on file with the recording secretary.

Student Activities – Mykie Howard

Pizza party was a success. Mykie is now aware of a few potential SLA student members. The group toured the UK Engineering and Law libraries September 29th. A tour at the Lexington Herald-Leader is being planned.

Public Relations /Affirmative Action – Elizabeth Smigielski

Elizabeth has contacted the committee and is working on the transition from previous chair to herself.

Membership – Alice Marksberry for Gracie Hale

Working with PR committee to develop brochure for recruitment. The committee met in September to discuss activities. Topics included compiling a list of library and information service-related associations and contacts as a possible recruitment aid; investigating activities of other chapters in the area of membership recruitment; different types of recruiting mailings for individuals and institutions or groups.
Written report is on file with the recording secretary.

Bulletin – Cindi Trainor

Deadline for October newsletter has passed. It will be extended. James will contact members for content and a new deadline will be established.

The meeting was adjourned upon motion of Cindi Trainor, seconded by James Manasco.

Submitted by Andrea Peak, Secretary
 

PRESENT:
 

Lillian Mesner  Valerie Perry  Gary Austin  Veronica Walker  Rebecca Maddox  Cindi Trainor  Mykie Howard  Glenda Neely  Linda Minch  Bonnie Cox

Gracie Hale Alice Marksberry Sue Marshall Beth Kraemer Sarah Jent Jo Staggs-Neel Laura Hall James Manasco Wenda Webster Fischer Andrea Peak

President Alice Marksberry called the meeting to order at 11:25 a.m.

Minutes

On motion of Lillian Mesner, seconded by Linda Minch, the minutes of the August 28, 2000 Executive Board meeting were accepted as distributed.

Treasurer’s Report

Submitted by Veronica Walker.
Grand total available for expenditures: $2,849.54
Operating Budget:      1,617.46
Savings Account Balance:     1,100.08
Student Sub-account Balance        132.00
Checking Account Balance (4/7/00)    1,896.46
A copy of this report is on file with the recording secretary.

Old Business

Bylaws
A signed copy of the newly revised bylaws was filed with Bylaws Committee Chair Dorothy McGarry of SLA headquarters.

Kentucky Laws Project
This is a book consisting of Kentucky laws regarding libraries. SLA headquarters loaned the chapter the money to fund the project, this loan was paid back some time ago.  The Kentucky Chapter has several copies left.  Alice has contacted Dee Wood to see if she will oversee them and send them out to anyone who orders a copy. Lillian Mesner suggested that public libraries might have a special interest in the books. Linda Minch proposed selling them at the SLA/KLA Joint Spring Conference since many KLA members might have an interest. Alice will ask Dee to contact KLA and, with their approval, organize this effort.

Archives & History
Alice Marksberry and Valerie Perry are in the process of going through the archives. They will start indexing them soon. They will be attempting to fill in some of the gaps and may call on members to assist in that effort. The permanent home of the archives will be in Special Collections at the University of Kentucky.

Program Planning

Chapter’s 25th Anniversary
Wenda Webster Fischer, Lillian Mesner, Pat Wilson, and Linda Minch have formed an ad-hoc committee to plan a special program commemorating the Chapter’s 25th anniversary.

Fall Conference
The Kentucky SLA Fall Conference will be Friday, October 27, 2000. The day will start with a board meeting, followed by an anniversary luncheon with special guest speaker Hope Tillman, SLA president-elect, and also featuring past Chapter presidents. The afternoon will feature an informational/educational program. Wenda would like suggestions from members regarding program content.

There was some discussion about this date following the KLA fall conference weekend in Louisville. This could make attendance difficult for some members. Alice will check on other possible dates with Hope Tillman, but October 27 is probably final.

Alice would like to honor long-term members with a pin or certificate. It was suggested that we spend no more than $5 per item. Alice will investigate cost and offer the matter for a vote at the next board meeting.

Butler State Park
The Joint Spring Conference will be April 4-6, 2001 at Butler State Park. Wenda is requesting suggestions for desired program format and speakers.
 

Keeneland Outing in April
Lillian Mesner is coordinating a spring party at Keeneland during the April run. All Kentucky SLA members will be invited, and they are welcomed to invite guests. Lillian will need payment and names by December 15, 2000. No student discounts will be available. Lillian will send one print mailing in the fall with specific dates and prices. After that, she will send reminders via the listserv.

Task Forces
Five strategic task forces were created at the Chapter Cabinet Meeting in Philadelphia at this year’s annual conference.
· Task Force on Branding – could result in adoption of a new name for the association.
· Task Force on Conference Planning Structure – applies to national annual and mid-winter conferences.
· Task Force on Partnerships – outlines rationale and suggested action items for creating strategic partnerships.
· Task Force on Membership--redefines membership to include a virtual member category.
· Task Force on Simplification of Association and Unit Structure-- to simplify SLA structure and eliminate unnecessary administrative tasks of the 3 Units.
Information about these Task Forces will be included in the next Bulletin. Alice can provide an email address for the contact person at headquarters if members would like more information.

Endowment Funds
Recent endowments to SLA generated money for distribution to chapters, divisions, and committees. Alice reviewed proposal suggestions made at the last Executive Board meeting. A Chapter committee will be formed to address this issue. Members are urged to email Alice with suggestions for grant proposals. Next year’s deadline will be on or around July 1, 2001.

KYSLA Listserv
All members with email accounts should be on the listserv by end of 2000. Currently, approximately 30 members out of 74 are enrolled. At the end of the year, a notice will be sent out stating that all members will automatically be submitted to the listserv. It is hoped that this move will enhance communication about meetings, newsletters, and other Chapter business, while reducing mailing costs.

Bulletin/Newsletter
A substantial portion of each year’s budget goes toward printing and mailing the quarterly Chapter newsletter. In an effort to reduce these expenses, it was proposed that the Chapter move to a totally electronic newsletter, as other Chapters have done. Print versions will still be available to those members who request them. It was stressed that the electronic format should be one which members can print on their own if they wish. It was pointed out that an advantage to this delivery method would be that the newsletter would be available much sooner than if it went through the print process.

On motion of Linda Minch, it was decided that by the end of this year, the bulletin/newsletter would be disseminated electronically. James Manasco seconded the motion. The motion was granted.

Further discussion, regarding electronic vs. print dissemination of other Chapter announcements/business, was tabled.

Committee Reports
 

Professional Development – Gary Austin
The committee will have one to two programs this year; one is scheduled for May 2001, with another tentatively scheduled for November 2000. Gary is seeking ideas for programs and speakers.
Some suggestions were offered:
Alice Marksberry—invite Toastmasters to give program on public speaking.
Linda Minch—someone suggested last year that the Chapter offer a program on personal appearance in the workplace, inviting a personal shopper from a department store to address trends in buying and dressing for a business setting. This may appeal to a smaller group of the Chapter rather than the whole.

Web Committee – Beth Kraemer
Now that the bulletin will be housed on the web site, there will be a greater focus on the Chapter Web site. The committee is planning to expand the content of the site.

Student Activities—Laura Hall, president;  Mykie Howard, secretary-treasurer
A tentative agenda for the fall semester’s activities was distributed. It includes special library tours and program dates.
The annual September pizza party to recruit new student chapter members will be held in conjunction with other student organizations: KLA, ASIS, and ALA. The student groups are inviting a small number of members of each of the professional groups to talk about their libraries and their organization. The executive board from our Chapter has been invited to attend. Linda Minch commended the group’s idea of having a small invitation list so that professional members do not outnumber and overwhelm the students.

Alice purchased small pins to give students at the SLA table at the pizza party. She commended the group for the active role they are taking.

Laura reported that a Student group/SLA Chapter holiday party is tentatively being planned.

Public Relations /Affirmative Action
Volunteering as a group to answer telephones for public television or radio fundraisers was discussed at the last Executive Board meeting as a way of getting publicity while giving community service. The discussion continued, and several radio stations were suggested as possibilities. Alice will send out a notice on the listserv to determine if there is interest.

Membership – Gracie Hale
The committee will start working on a brochure soon, as well as introductory letters for possible new members. Linda Minch said there is a possibility that the committee could get a discount for printing copy-ready brochures at the print shop at the Lexington Herald-Leader.

As of August, our Chapter numbers 74 members. These include 18 student members.
Gracie asked for suggestions for sources for recruiting new members.
· KDLA directory of libraries.
· Alumni of UK Library School.
· Web developers in Lexington/Louisville area.
Gracie requested that members email her with ideas for recruitment.

The meeting was adjourned upon motion of Cindi Trainor, seconded by Linda Minch.

Minutes: Executive Board Meeting
July 28, 2000
2:30-5:00, home of Alice Marksberry, Versailles, Kentucky
--Submitted by Andrea Peak, Secretary

PRESENT:
 

Alice Marksberry  Wenda Webster Fischer  Cindi Trainor  Mykie Howard  Lillian Mesner  Andrea Peak

Linda Minch Veronica Walker James Manasco Laura Hall Gracie Hale

President Alice Marksberry called the meeting to order at 2:45 p.m.

Treasurer’s Report

Submitted by Veronica Walker.
Grand total available for expenditures: $2,849.54
Operating Budget:      1,617.46
Savings Account Balance:     1,100.08
Student Sub-account Balance        132.00
Checking Account Balance (4/7/00)    1,896.46
A copy of this report, as well as a tentative 2000/2001 Budget, is on file with the recording secretary.

Linda Minch reported that a signed copy of the newly revised bylaws was filed with Bylaws Committee Chair Dorothy McGarry of SLA headquarters.

Alice Marksberry asked about the chapter’s interest in purchasing SLA’s Salary Survey. Linda Minch proposed that the UK library school purchase it for the benefit of their students and that we subsidize the purchase if so requested.

Alice Marksberry distributed a form letter from SLA, which is intended to be sent to employers of SLA members as an acknowledgement of their contributions to the chapter. A copy is on file with the recording secretary.

SLA Task Force on Branding is considering adopting a new name for the association.

Recent endowments generated money for distribution
to chapters, divisions, and committees. Some suggestions for endowment fund proposals:
· Wenda Fischer suggested seeking funding to update and expand the Directory of Specialized Libraries in the Bluegrass. Some members think this may be updated electronically and will find out.
· Alice Marksberry suggested seeking funding to add an Affirmative Action section to the Web site. Veronica Walker suggested that this task could perhaps be done inexpensively as a student project.
· Linda Minch suggested funding Affirmative Action chairperson to travel to career fairs, etc.
· Wenda Fischer suggested seeking funding to sponsor a Technology Days program to attract new members to the chapter. Linda Minch mentioned that a market study would be necessary to determine the type of program that would attract people.
Alice requested that ideas be emailed to her throughout the year. Deadline for this year is past, and next year’s deadline will be on or around July 1, 2001.

Next board meeting will be Friday, August 11 at Louisville Zoo. Fees will be $25 for members and $15 for students; this will include lunch, parking, and zoo admission.
10:00-11:30 am, meetings for committees
12:00-1:30/2:00 Lunch and Board meeting.

Kentucky Laws Project

It was suggested that perhaps Dee Wood would take over project upon Ebba Jo Sexton’s retirement. Lillian Mesner suggested sending a mailing to the public libraries regarding Kentucky Laws availability.

Alice Marksberry is organizing and indexing the archives. The project may be up-to-date in September.

All members should be on Listserv by end of 2000.

Responsibilities were outlined as follows:
Past President
*Strategic planning *Government relations chair *25th anniversary committee *Nominating committee

Past-Past President:
*Awards committee

Treasurer
*Budget for 2000/2001 *Two annual reports to SLA Headquarters *Keep checkbook/records as needed

Secretary/Archivist
*Keep notes at meetings *Recruit materials for archives 2000/2001

Several members brought up the fact that disseminating the Bulletin electronically, rather than in print, would save approximately $650 a year, a substantial portion of the chapter’s budget. Wenda Fischer suggested that we announce in the next print newsletter that the Bulletin will thereafter only be distributed electronically, except for those members who request a hard copy. James Manasco proposed waiting until January 1. No specific date for format change was determined. Alice will send out notification of this decision to the chapter members via the listserv and direct email. The cost/savings factor will be incorporated in the notice.

Alice Marksberry would like to have meeting minutes posted to the Web site. Rob Aken and Susan Brown will be asked to serve on the committee along with Beth Kraemer, with Joe Miller and Cindi Trainor acting as advisors.

Student president Laura Hall reported on upcoming student chapter events, including tours and a program on resume writing. Annual pizza party on September 7 will be together with other student groups, KLA, MAP, etc.
Mykie Howard reported that the group is in the process of organizing a fair to promote professional affiliations. The group is seeking mentor/protégé opportunities. She will send announcements inviting the Kentucky chapter to the group’s programs.

PR/Affirmative Action Committee

Lillian Mesner suggested that the chapter volunteer time for KET or public radio fundraisers, to increase visibility of the chapter.

Professional Development Committee

The committee will provide one to two programs per year.

25th Anniversary

SLA president-elect Hope Tillman will be invited to speak at a special program commemorating the chapter’s 25th anniversary. Possible activities include a luncheon program featuring Ms. Tillman and past presidents, an evening cocktail reception, and theater outing. She will be invited for Friday, October 27, 2000. This will coincide with the annual SLA fall conference.

25th Anniversary April Outing

An outing is tentatively scheduled for April 2001 at Keeneland. We will be celebrating the Chapter’s 25th anniversary; all current members will be invited to attend. Payment will be required by December 15, with Lillian Mesner making the reservations. More details will be available at August board meeting.

Spring Conference

SLA/KLA joint conference will be held at Butler Park.

Fundraising

Ideas were presented to raise funds and save money for the chapter. Linda Minch suggested holding a silent auction at the Spring Conference. Alice suggested getting sponsorship for dinner at Fall or Spring conference. Wenda Fischer will attempt to obtain vendor sponsorship for conferences or programs.

Officer Acknowledgement Forms were discussed and completed.

On motion of Linda Minch, the meeting was adjourned at 5:00 p.m.

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