SLA/KY Emergency Board Meeting
Opryland Hotel, Nashville TN
June 6, 2004

Attending
Constance Ard, James Manasco, Leoma Dunn, Glenda Neely, Stacey Greenwell.

Call to Order
President Constance Ard called the meeting to order at 6:15 p.m.

Recorder
Stacey Greenwell served as the recorder.

New Business
As Elizabeth Smigielski resigned her position of Chair-Elect, the executive board had to appoint a new Chair-Elect. After discussion, the board unanimously approved Mary Vass as the new Chair-Elect.

Adjournment
The meeting concluded at 6:30 p.m.

Minutes respectfully submitted by Stacey Greenwell, in lieu of Larry Richmond, Secretary.

SLA/KY Awards Dinner Meeting
Hall's on the River, Winchester, KY
May 7, 2004

Attending
Leoma Dunn, Alice Marksberry, Mary Vass, Tammy Kirk, Constance Ard, Christine Wysocki, Jo Staggs-Neel, Jill Sherman, Laura Whayne, Catherine Lavallee-Welch, Elizabeth Smigielski, Judy Wulff, Reinette Jones, James Manasco, Susan Brown, Linda Minch, Stacey Greenwell.

Call to Order
President James Manasco called the meeting to order at 8:15 p.m.

Recorder
Secretary Larry Richmond was absent, so Stacey Greenwell volunteered to take minutes.

Previous Minutes
The minutes from the April 15, 2004 meeting were read. The motion to approve the minutes as read was made by Constance Ard and seconded by Laura Whayne. It was approved by all in attendance.

Announcements
President Manasco reported that Gloria Zamora, Chair of the SLA Finance Committee, contacted him recently. She wanted to let him know that the committee did not recommend any of the actions from the Kentucky Chapter proposal regarding dues structure. Per the Chapter's proposal, these actions should be revenue neutral. Since the finance committee determined that these actions would not be revenue neutral, the finance committee could not recommend any of these actions. The committee did appreciate the work of the Kentucky Chapter in bringing forward this very important membership issue.

Awards Presentation
The Outstanding Chapter Member Award was given to Elizabeth Smigielski. Her role in the chapter has most recently included Chair of the Public Relations Committee/Diversity Leadership Development Committee and Director-at-Large. In April, she was elected to the position of President-Elect for the Chapter.

The Professional Member Award was given to James Manasco. A chapter member since 1994, he is currently serving several organizations in positions including Chapter President, Chair of the Sci-Tech Division, and Chair of the KLA Library Administration & Management Round Table.

Adjournment
Linda Minch made a motion to adjourn, which was seconded by Leoma Dunn. All were in favor, and the meeting adjourned at 8:30 p.m.

Minutes respectfully submitted by Stacey Greenwell, in lieu of Larry Richmond, Secretary.

SLA/KY Annual Business Meeting
Barren River State Park, KY
April 15 2004

Attending: Alice Marksberry, Constance Ard, Leoma Dunn, Valerie Perry, Stacey Greenwell, Elizabeth Smigielski, Debbie Sharp, Jo Staggs-Neel, Glenda Neely, Carol Brinkman, Tanzi Merritt, Susan Brown, Pat Wilson, Mary Vass.

Call to Order: President-Elect Constance Ard called the meeting to order at 4:35 p.m.

Recorder: Secretary Larry Richmond was absent, so Stacey Greenwell volunteered to take minutes.

Previous Minutes: No minutes were available from the November meeting, so approval of those minutes will be postponed to a future meeting.

Reports
A. President : Constance Ard provided the President's report in conjunction with her own report.

B. President-Elect:

• Communities of Practice (CoP)-the CoP is essentially a portal for SLA members, allowing them to "customize their SLA web experience." The IT division has been experimenting with the CoP. Perhaps utilizing the CoP is something that the Chapter should consider. A demo of the CoP was suggested for our next meeting.
• Doing Business As-during Joint Cabinet at the Leadership Summit in Albuquerque, the Special Libraries Association DBA name, SLA, was announced. Constance sought input on the Chapter members' general feeling about the DBA name and how this was handled.
• Hall's on the River-Constance thanked Director-at-large Elizabeth Smigielski for her work on setting up the awards dinner/social event at Hall's on the River on Friday, May 7 at 6:00 p.m. Everyone was encouraged to bring potential SLA members to the dinner.
• Fall program-Constance is working on a major program for the fall. The program may be held at Keeneland in October.

C. Past-President: No report was available.

D. Secretary: No report was available.

E. Treasurer:
Leoma Dunn reported that everyone on the Board must be eligible to be members of the Credit Union in order to keep our account there. As a result, we had to move our account to National City Bank. Leoma submitted a detailed written report which includes the annual report to SLA headquarters.

F. Directors-at-large:
Elizabeth Smigielski reported that the Cincinnati chapter was unable to participate in our May social event this year. On March 29, members in the Louisville area met at a local restaurant for a nice evening gathering. Nine were in attendance.

G. Archivist/Operating Procedures Manual
Report tied into New Business, so it was held until that time.

H. Awards Committee Chair
Award winners have been chosen and will be recognized at our May social event.

I. Bulletin Editor
Stacey Greenwell reported that Bulletin articles are due next Friday. An article on CoP would be greatly appreciated.

J. Discussion List Owner
Mary Vass reported that the SLA discussion list is now a private list. To change your email address, you will need to unsubscribe/re-subscribe. Mary can assist you with this.

K. Membership Committee Chair
The committee does have a number of recruitment invitations for distribution to potential members.

L. Nominating Committee Chair
The committee did put together a slate of officers which is as follows:

• Elizabeth Smigielski, President-Elect
  
• Leoma Dunn, Treasurer
  
• Stacey Greenwell, Secretary
  
• Glenda Neely, Director-at-large
  

M. Public Relations Committee/Diversity Leadership Development Committee Chair
Susan Brown reported that she is seeking profiles of Kentucky Chapter members. The profiles will be used on the Chapter website, and Susan would like to pass them on to Enid Wohlstein's recruitment project (with the Kentucky SOLINET Users' Group).

N. Recruitment and Retention Chair
Jo Staggs-Neel reported that she has been keeping in touch with recent graduates via email.

O. Web Development Chair: No report was available.

P. Strategic Planning Chair: Report tied into New Business, so it was held until that time.

Q. Student Chapter Liaison: No report was available.

R. Student Chapter President: No report was available.

Old Business
1. Kentucky Chapter Proposal at the Leadership Summit
Constance Ard thought we should discuss the proposal and how it was accepted in Albuquerque. Valerie Perry thanked all involved with the proposal for doing a phenomenal job. Everyone agreed that we were especially proud of President James Manasco for his work on this proposal.

New Business
1. Election of Officers
The members in attendance voted on the slate of officers offered by the Nominating Committee:

• Elizabeth Smigielski, President-Elect
  
• Leoma Dunn, Treasurer
  
• Stacey Greenwell, Secretary
  
• Glenda Neely, Director-at-large
  

All were in favor of the above slate. There were no oppositions or abstentions.

2. Motion to support honorarium of $30 for Bowling Green speaker, confirmation of unofficial e-mail support vote of Executive Board-President

3. Motion to support purchase of $75 gift for KLA/SLA Joint Conference keynote speaker, confirmation of unofficial e-mail support vote of Executive Board-President
Items #2 and #3 in New Business were combined into one motion that was made by Glenda Neely. Alice Marksberry seconded the motion. All were in favor. There were no oppositions or abstentions.

4. Joint Spring Conference
Constance Ard reported that she heard positive comments about the conference so far. Nearly 40 attendees were registered for the pre-conferences. Overall, the conference received good vendor support. Stacey Nickell, Fannie Cox, and Rose Davis were helpful in putting together the conference. The 2005 Joint Spring Conference will be held at Lake Barkley.

5. Nashville Conference

a. Brochures and other materials for Nashville hospitality booth
Materials are still needed for the hospitality booth. The Nashville conference local arrangements committee would really appreciate write-ups for the local arrangements website.

b. Giveaways and prizes for drawings
Giveaway items for door prizes, baskets, etc. are still needed. The local arrangements committee would appreciate help with this.
Pat Wilson made a motion that the chapter may spend up to $250 on items for the prize baskets above what may be donated. Glenda Neely seconded the motion. All were in favor. There were no oppositions or abstentions.

c. Hospitality booth schedule
Volunteers are still needed for the hospitality booth. Leoma Dunn, Alice Marksberry, Elizabeth Smigielski, Stacey Greenwell, Pat Wilson, and Mary Vass volunteered.

d. Dinner buddies
Volunteers are needed for the dinner buddies program. Constance Ard and Mary Vass volunteered.

6. Governing Documents and Recommended Practices
Alice Marksberry led the discussion to examine the draft of the Kentucky Chapter Practices Manual. The draft was based on Alice's earlier work on the procedures manual combined with the practices manual sent to all SLA units. Those in attendance discussed a number of specific items that Alice had flagged in the manual.

7. Strategic Planning Brainstorming Session
Valerie Perry led the brainstorming session. She raised the question, "what would you like to see included in the five year plan?" Those in attendance offered a number of possible ideas relating to recruitment/retention, programming, and mentoring.

8. Announcements
Valerie Perry announced that in May 2005, the Agricultural Information Center will be involved with the World Congress - an international conference which will be held at UK. For more information, visit http://www.ca.uky.edu/AIC/worldcongress.htm

Adjournment
Susan Brown made a motion to adjourn the meeting.
The motion was seconded by Carol Brinkman.
The meeting was adjourned at 6:35 p.m.

Minutes respectfully submitted by Stacey Greenwell, in lieu of Larry Richmond, Secretary.

SLA/KY Program Meeting
Bowling Green, KY
November 14 2003

PRESENT
Alice Marksberry, Jill Sherman, Susan Brown, Catherine Lavallée-Welch, Leoma Dunn, Constance Ard, Valerie Perry, Debbie Sharp, James Manasco, Elizabeth Smigielski

GUESTS
from Western Kentucky University, Dean Jones, Brenda Wood, Janice Hayley, Melinda White;
from Southern Appalachian Chapter (SAC), Leslie Reynolds.

Call to order: 2:21 EST

1. Introductions and welcome of guests.

2. Approval of minutes from 8 August 2003. Moved, Constance Ard, second, E. Smigielski.

3. Planning for 2004 Annual Meeting in Nashville, 5-10 June 2004. Guest: Leslie Reynolds, President of SAC.

• Reynolds thanked members who helped at hospitality booth at 2003 annual meeting at NYC. KYSLA help is necessary. SAC only has 50 members.
• She showed the LAC conference logo and passed it around.
• Asked KYSLA members to come up with sightseeing recommendations for Kentucky to be put on a local information guide that SAC is developing on their own website for use for annual meeting attendees.
• Seeking funding from vendors. Have acquired funding from DIALOG for a travel scholarship for a Tennessee or Kentucky student or recent graduate. Details for scholarship application at SAC website. Deadline for scholarship: February 2004. Amount TBA - contingent on fundraising.
• Other areas of help: donations of goods for drawings and/or handouts at the local hospitality booth. Deadline for goods by April or May. V. Perry raised question about what happens to names that are submitted; some have concerns that their names would be sold to a mailing list. She suggested that a sign be put up notifying people that names will be discarded afer the drawing.
• Seeking additional funding to give all who help with local planning free t-shirts.
• LAC required to stuff the conference bags with vendor materials. Discussion on logistics of how to do this. Approx. 8000 bags. Tentative idea for KY members to drive to Nashville help stuff bags.
• E. Smigielski suggested making a local arrangements listserv for KY and SAC members. Action item: Manasco will create the listserv.
• L. Reynolds will be going to Albuquerque 22-24 January to promote the local area activities at the SLA business meeting. Discussion ensued on the level of promotion we should do at Albuquerque.
• Discussion of non-conference hotels adjacent to Opryland. LAC can't compete with SLA's booking of Opryland. We can have alternate suggestions ready in the event that Opryland is filled.
• L. Reynolds is inquiring about parking passes for Opryland for LAC members.
• Call for volunteers to work the hospitality booth will come in March. V. Perry suggested that it be stressed that it doesn't require much knowledge to work the booth.
• V. Perry suggested contacting the St. Louis Chapter for possible help. L. Reynolds has contacted all chapters adjacent to SAC.
• LAC responsible for restaurant guide and is already working on it. Suggestions: broad range of costs, estimated time of travel and taxi costs, incorporate options for vegetarian and other restricted diets.
• LAC responsible for dining buddies, nightlife and/or drinking buddies events. Discussion of possible venues ensued.
• Discussion of reviewing and rating possible Nashville tours for web site.
• J. Manasco announced that the Slippery Noodle Kentucky Chapter event, will be Sunday evening at the Wild Horse Saloon. This will be billed as a "All Science and Kentucky, Too" party. SciTech division is the lead sponsor and will be responsible for the bulk of the expense and the ticket selling. The Chapter will spend up to $1000.00 to sponsor this event.
  

NEW BUSINESS
Appointment of Treasurer:

• Leoma Dunn appointed as interim Treasurer until June. Elections for treasurer will be held in April. Moved by S. Brown, seconded by J. Sherman.

COMMITTEE REPORTS
Membership: J. Sherman, Chair:

• Current membership: 73 members, 21 students, as of 11/14/03
• J. Sherman presented a concern regarding membership renewals. Action Item: Sherman and President-Elect Ard will investigate the issue further and report back at the next meeting.
  

Public Relations/Diversity Development: S. Brown, Chair:

• J. Staggs-Neel, J. Sherman, and S. Brown have met twice to discuss increasing membership, recruitment to the organization, and promoting the organization. J. Manasco joined us the first time and G. Hale the second. Ideas that have been discussed in those meetings are --
  • Discussion of the cost of membership and some of the options to make membership more appealing and possible for librarians has resulted in broader discussion with the whole chapter and the letter that James is working on.
  • Have a big social event on a nice spring evening on the Ohio River. Invite all surrounding chapters, and people who are thinking about being SLA members. Kind of an open house.
  • Two membership brochures existed. Those two have been joined into one which has been both printed and loaded in pdf format on the website. Cost of color printing runs between $1.00 and $2.00 per brochure.
  • We like the idea of trying at least one meeting per year in the evening to appeal to those who are not working in academia and/or can't leave work during the day.
  • We are working on creating a mailing list of special libraries around the state so that we can send blind information to them on joining.
  • The Committee is very interested in knowing what is happening to our student members. We are working on tracking them down.
  • The committee will now conduct exit interview as people leave KY Chapter to determine why people are leaving.
    
• S. Brown printed 100 copies of the updated brochure. J. Manasco moved to approve expenditure of $100.00 to cover cost of printing new membership brochures. Motion seconded by Ard.
• S. Brown contacted PR chairs from surrounding chapters to inquire about advertising meetings and events with those chapters. Has received no response.
• Apologies again for not communicating better about deciding not to do the career fair at LCC. After discussing the event with Reinette who has been there before, and with the understanding that the UK school of LIS would have a table there, it was decided we would not pursue.
  

President-Elect's report:

• 14-16 April meeting planning underway. Barren River State Park.
• Session topics: fundraising and grantwriting, marketing, Patricia Currie from DIALOG will be the main speaker.
  

Archivist's report: Marksberry, chair

• Call to committee chairs for update on committee activities

Award's committee: Lavallée-Welch, chair

• Update on committee membership: other members are Laura Whayne and Nancy Fawley
• Projected nomination period for 2004 elections is 3 February - 19 March.
• Procedural question regarding eligibility for awards. Lavallée-Welch motioned to make awards committee members not eligible, Sherman seconded. Ard submitted addendum that if a member is nominated for an award the nomination will be deferred until the following year. Addendum approved.
• Manasco motioned to rename procedures manual to "Alice's Big Book of Procedures." Smigielski seconded. Action Item: Marksberry will change the name of the manual.
  

Web Committee: Lavallée-Welch, chair

• Now posted on web site: New membership brochure, bulletin, awards changes and updates.. Keeping up with SLA events calendar. Minutes from 8.8.03 meeting will be put up shortly.

Strategic Planning Committee: Perry, chair

• Goal: to create a 5 year plan for Chapter
• Perry will meet with chairs of membership, recruitment/retention, and PR to incorporate their ideas since these are chief areas of concern to the Chapter.
• Significant time at next meeting will be allotted to strategic planning
  

President's Report:

• Summary of recruitment and retention discussion passed out in paper

Meeting adjourned: 4:35 EST

Minutes respectfully submitted by E. Smigielski (in lieu of Larry Richmond, Secretary)

SLA/KY Planning Meeting
Kavanaugh House Bed & Breakfast, Lawrenceburg, KY
August 8, 2003

ATTENDING
Larry Richmond, Larry Besant, Jill Sherman, Stacey Greenwell, Catherine Lavallée-Welch, Nancy Fawley, Cathy Schenck, Leoma Dunn, Veronica Walker, Alice Marksberry, Jo Staggs-Neel, Linda Minch, Susan Brown, James Manasco, Christine Wysocki.

MINUTES
Minutes of the May 16, 2003 minutes were approved as submitted.

BRIEF REPORTS AND ACTION ITEMS
A. President

a. The national conference in Nashville is in need of assistance from the KY Chapter.

b. Recruitment and retention: current membership is under 70.

B. President-Elect

C. Past President

D. Secretary

a. Please submit brief committee reports in writing to be included in the minutes.

E. Treasurer

a. Reports the Chapter is in good standing.
b. Records are being converted to Excel.

F. Director at Large

G. Archives/Chapter Operating Procedure

a. Model Documents accepted as modified. Work on the COP will begin in earnest after Winter Conference.
b. The D.C. and New York Chapters documents will be reviewed.
c. A search for the gavel will begin.

H. Bulletin Editors

a. The July issue of the Bulletin is now online. The next issue of the Bulletin will be published in October. Articles will be due in mid-October. Watch the listserv for reminders.

I. Discussion List Owner

J. Membership Committee Chair

a. The directories have been printed and are available.
b. A report will be gotten from Jill Sherman.
c. Send corrections to the directory.

K. Public Relations/ Diversity

a. Coverage of chapter activities in Information Outlook.
b. The committee is currently gathering information on career fairs. Please let Susan Brown know if you have knowledge of any in your area.

L. Web Development

a. Current Bulletin is up.
b. The national calendar is being updated.
c. Please let Catherine Lavallée-Welch know of any events that need to be posted on the Chapter site.

OLD BUSINESS
A. Nashville Social Gathering - Report, President

a. The Sci-Tech Division has agreed to be a co-sponsor.
b. Details are still in planning stage and will be discussed at a future meeting.

NEW BUSINESS
A. Student Chapter Issues - Student Chapter President

a. Student Recruitment Fair September 17, 12-1:30pm, volunteers needed.

i. Housing for students is also an issue.

b. Fall Keenland Tour

i. Cathy Schenck will facilitate the tour.
ii. Will be announced on student list-serv.

c. Diversity Mentoring

i. Goal is to increase minority presence.

d. Possibility of coordinating with the Diversity Roundtable

i. Coordinated with Reinette Jones.
ii. Displayed sample flyer.

e. Any suggestions/assistance is welcomed from the KY Chapter.

i. Student members are very important.
ii. How many student members continue as full-time members? If they don, why?
iii. Support of student officer travel.

B. New Committees and Assignments - President

a. Recruitment and Retention - Jo Staggs-Neel

i. Jo Staggs-Neel moved to create a new committee of Recruitment and Retention (she being the chair); it will also assist the Student Group President with student issues. The motion carries.

b. Strategic Planning - Valerie Perry

i. James Manasco moved to create a new committee of Strategic Planning in order to streamline processes and reporting with Valerie Perry as the Chair. The motion carries. This will be revisited next year.

c. Awards?

i. James Manasco appointed Catherine Lavallée-Welch as the chair of the awards committee.
ii. U.K. Presidential Diversity Award.

d. Nominating?

i. Volunteers are needed.
ii. Linda Minch will chair the committee.

C. Planning for 2003-2004

a. August: Planning Meeting.

b. September: Student Pizza Party

c. November:

i. Program Meeting on the 7th. Please send program ideas to Constance Ard.

d. December: Open

e. January: Winter Conference

f. February: Joint Meeting with the Southern Appalachian Chapter on the 13th or 6th.

g. March: Quantum: SLA Speakers Bureau on the 5th (12th alternate).

h. April: Joint KLA/SLA Spring Conference 14th-16th Barren River State Park. The keynote will be Executive Director of SLA.

i. May: Joint Social Program

i. Evening with the Indy Chpt.
ii. Awards - Louisville

j. June: Annual Conference

D. Susan Brown presented a motion to purchase a table runner for the purpose of advertising at career fairs and other events. Motion carried to purchase the runner mentioned in the advertisement presented.

E. The idea of creating a local membership status without joining the national SLA was discussed.

F. Susan Brown presented a motion to subsidize 1st year librarians membership to be initiated and supported by the Chapter, once the issue is raised at the national conference in Nashville, and if there is no response by national. The specific amount of the subsidy will be determined at that time. The motion carries.

G. Chapter support for students will be discussed in future meetings.

 

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