SLA/KY Open Board Meeting
Greenebaum, Doll, and McDonald, Louisville, KY
November 19, 2004

Attending
Mary Vass, Lisa Hayes, Susan Brown, Constance Ard, James Manasco, Jill Sherman, Glenda Neely, Wenda Webster Fischer, Alice Marksberry, Stacey Greenwell

Recorder
Stacey Greenwell served as recorder.

1. Call to Order
President Constance Ard called the meeting to order at 10:06 a.m.

2. Previous Minutes
Minutes from the October 21, 2004 were read. One correction was noted; in the title, 20004 should be changed to 2004.
MOTION: With that correction, James Manasco moved to accept the minutes. Alice Marksberry seconded, and all were in favor.

3. Reports
A. President
Constance Ard reported that she recently had a conversation with Jackie Knuckle, Chapter Cabinet Chair, via phone. Her comments for the Kentucky Chapter membership proposal were appreciative. President Ard reported generally on the SLA budget and cited some membership statistics. One interesting statistic was that 3% of the SLA membership as a whole moved from full-time status to student status.

The Dues Structure Proposal that will be presented at the Leadership Summit was discussed. Options one and four of the document provided to the Chapter will be voted upon at the Leadership Summit (option one: created a tiered dues system based upon salary; option four: dues increase would be based on CPI, adding an additional .5%/year onto the CPI increase).

After further discussion of membership, recruitment measures were discussed.
MOTION: Glenda Neely made a motion that the Chapter should offer up to four scholarships at $35 each to aid in recruiting new members based upon sponsorship or recruitment by a current member. Susan Brown seconded, and all were in favor.

It was decided that the Chapter would select recipients for the scholarships based upon recommendations by current members. The scholarships should aid in bringing in new members, particularly those who are considering joining SLA but haven't committed yet.

B. President-Elect
Mary Vass reported that SLA President Ethel Salonen is coming to a Chapter event in February in Louisville. This full-day session (co-sponsored with the Legal Division) will include a morning keynote from President Salonen followed by concurrent workshops in the morning and afternoon. Several speakers are already scheduled, including Carol Parris, James Manasco, and Catherine Lavallée-Welch.

Other potential speakers were discussed, including some speakers suggested by the Indiana Chapter. Glenda Neely is looking into the Louisville location for the event. Mary expects a flyer to go out right after the Christmas holiday.

Mary is working with Rose Davis of KLA on the Spring Conference. They are still looking at possible general session speakers and possible pre-conference workshops, and have planned a site visit soon. The Spring Conference will be at Lake Barkley, April 13-15, 2005. Mary expects the announcement for mini-session proposals to go out in early January. They are looking for vendor support for the conference and would appreciate any suggestions.

C. Past-President
No report.

D. Secretary
No report.

E. Treasurer
Leoma Dunn was unable to attend the meeting, so President Ard went over her report briefly. After some discussion, it was decided that the member who RSVPed to Keeneland but did not attend will be invoiced for the ticket.

F. Directors-at-Large
Glenda Neely reported that she is working on site for Feb 18 meeting. She has several good possibilities, depending upon cost.

G. Archivist/Governing Documents
Alice Marksberry reported that the Leadership Department at HQ wants a finalized Practices Manual but has given no time frame. She plans to submit it to them when our year ends in May. She reminded everyone to be sure to look at their respective sections of the manual in particular. James Manasco will begin helping Alice with the manual (the Past-President will handle Practices Manual in the future).

H. Awards Committee Chair
Catherine Lavallée-Welch was unable to attend but left a report with Constance. There is nothing new to report at this time.

I. Bulletin Editor
Glenda Neely provided report from Mary Barbosa-Jerez. The October issue going live this weekend, and she is now gathering information for the January issue.

J. Discussion List Owner
Mary Vass reminded everyone that if you change your email address, you'll need to change your subscription to the listserv. She can assist with this.

K. Membership Committee Chair
Jill Sherman reported that membership statistics are pretty much the same as of this morning. Jo Staggs-Neel, Susan Brown, and Jill Sherman are working on a mailing list.

Jill also reported that SLA's NISO membership will be renewed after all, which is good news for members.

L. Nominating Committee Chair
Wenda Webster Fischer reported that she has been using the guidelines from the Practices Manual. According to the Practices, the nominating committee should be composed of three people, appointed by the president and approved by the Chapter's executive board. The members of the nominating committee include a member of the previous committee, the immediate past-past-president (traditionally), and a member of the chapter membership. In the discussion, it became evident that the Practices Manual should clarify that members of this committee cannot be on the Executive Board (but can be on the Advisory Board).

The committee will be composing a slate of President-elect, Secretary, Treasurer, and Director-at-large. The slate will be presented in the January Bulletin and voted on at the April meeting. An announcement for nominations will be forthcoming.

M. Public Relations Committee/Diversity Leadership Development Committee Chair
Susan Brown reported that she will be attending the Black Achievers event in Lexington tomorrow along with Reinette Jones, Jo Staggs-Neel, Liz Smith, and maybe Jill Sherman. Susan would like to know of any other career fairs in the area.

She also reported that the Chapter's display is very nice, but it is getting a little dated. There was some discussion of how to update the display. Mary Vass will check with a photographer in her department to help in updating the images.

Susan asked that we think about possible nominees for the Chapter's Diversity Award.

N. Recruitment and Retention Chair
No report.

O. Web Development Chair
Catherine Lavallée-Welch was unable to attend but left a report with Constance. She has been working on the archives with Alice and has been working with HQ.

P. Strategic Planning Chair
The strategic plan is still on hold.

Q. Student Chapter Liaison
No report.

R. Student Chapter President
No report.

4. Old Business
A. SLA Membership Dues Proposal-HQ Update.
The Membership Dues proposal was already discussed in the President's report (above). Constance will formally solicit a vote from the chapter membership electronically on options one and four of the Dues Structure Proposal (to be voted upon at the Leadership Summit).

B. Practices Manual.
The manual was already discussed in the Archivist/Governing Documents report (above).

C. Table runner order.
Susan Brown is working on this. She is looking at a runner (white with purple embroidery) which will drape over the top of a long or short table and could even serve as a backdrop.
MOTION: Susan Brown made a motion to cover the approximate cost of two table runners, totaling around $300. James Manasco seconded, and all were in favor.

5. New Business
A. February Meeting and Spring Conference Planning.
This was already covered in the President-Elect's report (above).

B. Recognition of Larry Besant.
This item was added to the agenda. After discussion, the Chapter plans to recognize Larry officially at lunch during the February 18th meeting. Glenda Neely and Alice Marksberry will work on the recognition of our former President's retirement and are authorized to spend up to $250 for special recognition of his contributions to the Chapter.

6. Announcements
A thank-you card from Tammy Kirk for the student pizza party was passed around the table.

7. Adjournment
MOTION: James Manasco motioned to adjourn the meeting. It was seconded by Jill Sherman and all were in favor. The meeting adjourned at 11:25 a.m.

SLA/KY Open Board Meeting
Keeneland, Lexington, KY
October 21, 2004

Attending
Constance Ard, Mary Vass, James Manasco, Leoma Dunn, Cathy Schenck, Glenda Neely, Alice Marksberry, Susan Brown, Jo Staggs-Neel, Valerie Perry, Jan Berry, Larry Besant, Carol Brinkman, Gracie Hale, Linda Minch, Debbie Sharp, Laura Whayne

Handouts:
Treasurer's Report (October 21, 2004)
Cincinnati Chapter SLA Program Notice (November 9, 2004)

Recorder
Valerie Perry served as recorder for Stacey Greenwell

1. Call to Order
President Constance Ard called the meeting to order at 11:10 a.m.

2. Previous Minutes
Minutes from the August 6, 2004 Open Board Meeting have been available online and paper copies were distributed at the beginning of the meeting. No corrections were necessary.
MOTION: James Manasco made a motion to accept the minutes which was seconded by Alice Marksberry. All were in favor with no opposition or abstentions.

3. Reports
A. President
Constance Ard reported on her conversation with Janice Lachance. The SLA Finance Committee will be presenting four specific proposals regarding the dues structure during today's SLA Board Meeting. She was complimentary of the Kentucky Chapter and impressed with the engagement of the Chapter in SLA business.

B. President-Elect
Mary Vass announced plans for a chapter meeting on February 18, 2005 with Ethel Salonen, SLA President, in the morning and two concurrent workshops in the afternoon. The Louisville location has not been selected.
She met recently with the spring meeting planning group (KLA/SLS Chair Mary Congleton and KLA/ALS Rose Davison). The major speakers will be finalized in November. The meeting will take place April 13-15 at Lake Barkley State Resort Park and will have a marketing theme. Recommendations of volunteers are needed for the Local Arrangements Committee. Larry Besant urged Mary to announce our meeting to other chapters, including the Southern Appalachian Chapter, as soon as possible so they may plan to attend. Linda Minch suggested the planning committee consider hosting a presentation similar to the Cincinnati Chapter's November Program, Assessing Clients' Needs: Map the Information Flow a Dialog Quantum Workshop presented by Pat Currie. (Flyers were distributed.) Tom Kirk is another possible pre-conference or keynote speaker. The ACRL Conference will take place April 7-9 in Minneapolis, Minnesota. The close time-frame of the ACRL conference may adversely affect our spring meeting attendance.

C. Past President
No report.

D. Secretary
No report

E. Treasurer
Leoma Dunn distributed a written treasurer's report:

Leoma stated her report does not reflect member payments for today's meeting. She noted that we had received our portion of the proceeds, $917.92, from the 2004 Spring Joint Conference.

F. Directors-at-Large
Glenda Neely requested suggestions for meeting locations in Louisville for the February meeting.

G. Archivist/Governing Documents
No report

H. Awards Committee Chair
Catherine Lavallée-Welch was not present, but sent an email report as follows:

The Committee is complete, comprising of Larry Besant, Jacqueline Goins (a MLIS student at UK) and myself. Work started in November.

I. Bulletin Editor
Constance announced the October 28th deadline for the next bulletin issue on behalf of Mary Barbosa-Jerez.

J. Nominating Committee Chair
No report

K. Membership Committee Chair
Constance Ard reported for Jill Sherman that our numbers are as expected.

L. Nominating Committee Chair
No report

M. Public Relations Committee/Diversity Leadership Development Committee Chair
Susan Brown reported her committees are preparing for the YMCA events in Lexington and Louisville. Volunteers include: James Manasco, Reinette Jones, Jo Staggs-Neel, Jill Sherman, and others.

N. Recruitment and Retention Chair
Jo Staggs-Neel announced the "Come See for Yourself" program will take place on October 25th and again on an undetermined date in November.

O. Web Development Chair
Catherine Lavallée-Welch was not present, but sent an email report as follows:

Routine maintenance of the calendar is continuing and I'm getting prepared to publish the latest installment of the bulletin. I have put up Susan Brown's Kentucky librarian profiles on http://www.sla.org/chapter/cky/memberprofiles.html . I have started working on the Archives project with Alice Marksberry, with some content already public on http://www.sla.org/chapter/cky/archives/archives.html . I have taken off the outdated Membership directory that was password protected and linked to the national website.

P. Strategic Planning Committee Chair
Valerie Perry reported that after the Association makes decisions about unit strategic plans, then the committee will be able to begin its work for this year.

Q. Student Chapter Liaison
Joe Miller was not present, but sent an email report as follows:
I am forwarding an update from our student group leaders about their activities this year for the board's minutes. I am really impressed with Tammy and Liz - they have lots of good plans for the year. So far, they've had several successful tours for the student group, including the Lexington Herald Leader, the Courier Journal, and the Cincinnati Enquirer.

R. Student Chapter President
See Student Chapter Liaison's Report above.

4. Old Business
A. Membership Proposal Update
See President's Report above.

5. New Business
A. Date for November Board Meeting
The Board decided to meet at 10:00am on Friday, November 19th. Constance will host the meeting at her office in Louisville. Interested persons may wish to lunch together after the meeting.

6. Announcements
A. Southern Appalachian Chapter Meeting
Kentucky Chapter members have been invited to attend the SA Chapter meeting on November 16, 2004 at the Frist Center: Libraries in the Age of Amazagoogle: Scanning the Information Landscape, presented by Alane Wilson of OCLC

B. Kentucky Chapter Meeting (February 18, 2005)
See President-Elect's Report above

7. Adjournment
MOTION: Linda Minch made a motion to adjourn the meeting. Glenda Neely seconded the motion. All were in favor, and the meeting adjourned at noon.

SLA/KY Open Board Meeting
DeSha's Restaurant, Lexington, KY
August 6, 2004

Attending
Christie Robinson, Cathy Schenck, Susan Brown, Leoma Dunn, Elizabeth Smigielski, Larry Besant, Tom Byrnes, Jill Sherman, Linda Minch, Constance Ard, Mary Vass, Alice Marksberry, Catherine Lavallée-Welch, Alex Grigg, Jo Staggs-Neel, Stacey Greenwell.

Call to Order
President Constance Ard called the meeting to order at 12:22 p.m.

Recorder
Stacey Greenwell, Secretary, served as recorder.

Previous Minutes
Minutes from the May 7, 2004 Awards Meeting and the June 6, 2004 Emergency Board Meeting were read.
MOTION: Linda Minch made a motion to accept the minutes which was seconded by Jill Sherman. All were in favor with no oppositions or abstentions.

Reports
A. President
Constance Ard discussed her plans for the year by opening with SLA's vision, mission, and core values. The Chapter has been particularly focused on member needs recently, and she plans to continue that focus in the coming year. She encouraged communicating with other chapters more and participating in regional activities, perhaps in partnering with the Southern Appalachian Chapter for some programs. She pointed out the importance in recognizing the talent and expertise within the chapter and utilizing it in our meetings and other activities.

She reviewed the happenings in Chapter Cabinet, including the proposed change in the SLA fiscal year. It will be an important topic of discussion at Winter Meeting in Tampa. She asked for input on this issue. Some thoughts included: consider how it affects conference planning, leadership training, and FY reporting.

She reminded us of the value in using Survey Monkey and the Communities of Practice (COP) for chapter communication.

B. President-Elect
Mary Vass has been working on program planning for the Spring Conference with Rose Davis of KLA. She is also planning a Presidential visit with the current SLA President or President-Elect, perhaps in February or March 2005.
She would like suggestions on where to meet in the coming year and is soliciting input for possible speakers.

Some suggestions were offered in the meeting, including a stress or organizational skills workshop. Another suggestion was to offer "refresher" programs on topics such as the reference interview. "Refresher" topics would draw new librarians/students plus those who have been in the profession much longer.

C. Past-President
No report.

D. Secretary
No report.

E. Treasurer
Leoma Dunn distributed a written treasurer's report:

F. Directors-at-Large
Cathy Schenck reported that our fall program will be October 21, 2004 at Keeneland. A speaker from Factiva will give a presentation on marketing in the morning. Following the presentation, we'll have a buffet lunch in the Phoenix Room. She suggested to plan on a full day program. It will be around $30 per person to attend. She distributed a flyer about Keeneland which included information about the dress code in the Phoenix Room. The first five student members who apply will be subsidized $15 by the Chapter to attend this program. Details will be sent to the listserv shortly about the program and about the student rate.

G. Archivist/Governing Documents

Alice Marksberry presented three reports.

The first was the Governing Documents Committee report. At the April 2004 Board meeting, board members agreed that the model governing document sent to the Chapter was sufficient and that we should strive not to make changes to it but instead make those procedural changes to the new Chapter Practices Manual. The Governing Document was placed on the website and published in the Bulletin. There has been no membership feedback about the document, and there was little discussion about it.

MOTION: Alice Marksberry made a motion that the KY/SLA Chapter formally accept the Governing Document as issued by SLA as of today's date, August 6, 2004. It was seconded by Jo-Staggs Neel. All were in favor with no oppositions or abstentions.

Alice Marksberry then presented the written report on the Practices Manual. The potential KY/SLA Chapter Practices Manual has gone through two drafts as of the April 2004 Board Meeting. During that board meeting, she highlighted items to be discussed and decided upon which were appropriate for the chapter's history of practice. Since April, some feedback has been sent by chapter officers and chairs (during the review process by the current executive and advisory board members). Additionally, an article was published in the April 2004 Bulletin for dissemination to membership.

At this time, the Practices Manual is still not ready for the final revision to be submitted to the Executive Board for final approval and ratification. Her written report included a list of several items which required clarification or additional information. However, she recommended that we authorize use of a working draft of the Practices Manual so that it can be utilized now, with the understanding that it will be updated and finalized sometime during the coming chapter year. Final approval and ratification could be called for at a later board meeting.

MOTION: Alice Marksberry made a motion that the KY/SLA Chapter formally accept the recommendation regarding the acceptance and use of a WORKING DRAFT of the Chapter Practices Manual, as of today's date, August 6, 2004. The motion was seconded by Leoma Dunn. All were in favor with no opposition or abstentions.

Catherine Lavallée-Welch, Web Development Chair, and Alice Marksberry, Archivist, both presented the idea of posting the archives electronically to the Chapter website. It was agreed that this was a good idea, and we should do it; in fact, it seemed that relatively few chapters or divisions have accomplished this task yet.

H. Awards Committee Chair
Catherine Lavallée-Welch is fleshing out the committee for the coming year. She asked for a student member and someone who has been in the Chapter for a longer time. Larry Besant volunteered to serve.

I. Bulletin Editor
No report.

J. Discussion List Owner
Mary Vass reported that there are about 50 individuals subscribed to the list. We aren't getting much SPAM on the list, but that is largely due to the fact that the listserv only accepts postings from listserv members. If you are having trouble posting (e.g. perhaps you've changed your email address recently), she can change your subscription address for you.

K. Membership Committee Chair
Jill Sherman reported that we currently have 75 members in the Chapter (24 of those members are students). She is in the process of sending mailings to Kentucky special libraries in hope to recruit some new members. She is also planning to look at past members of the Chapter and try to re-recruit them.

Catherine Lavallée-Welch brought up the Word document membership directory on the website and asked if we should continue with it. After much discussion, it was decided that it was simple to go to the main SLA membership directory, choose Kentucky Chapter, and gather a list of current members that way. This report can easily be exported to an Excel spreadsheet for further manipulation. Plus, it is kept up to date by Headquarters' official records. This is not to say that we might not have a printed directory; however, it was felt that the outdated Word file on the website wasn't very useful to anyone.

L. Nominating Committee Chair
No report.

M. Public Relations Committee/Diversity Leadership Development Committee Chair
Susan Brown has been monitoring statewide activities on recruitment and diversity by participating in a recent diversity meeting in Frankfort and by staying informed of the activities of the KSUG group. She asked if she should update the tri-fold recruiting brochure, and it was agreed that the brochure had been very handy and should continue to be updated.

She is planning to submit an item to Information Outlook about Linda Minch's work and recognition with the Herald-Leader's recent civil rights movement article. She also asked for other items which should be submitted to Information Outlook. As another recruitment tool, she suggested that we feature a member on our website-perhaps quarterly (with Linda Minch being the first featured member, of course).

N. Recruitment and Retention Chair
Jo Staggs-Neel reported that she has not been able to get a list of students from the UK SLIS, but she can post to its listserv. She's interested in reaching out to more students that way. She'd also like to focus on former members and determine why they aren't staying. She and Jill Sherman will work together in trying to re-recruit our past members.

O. Web Development Chair
Catherine Lavallée-Welch announced that the Bulletin was just published.

With the Archives project, Catherine would appreciate any information about national awards won by Kentucky members in the past.

P. Strategic Planning Chair
Valerie Perry, Chair, could not be present. Elizabeth Smigielski, a member of the committee, reported that she, Valerie, and Mary Vass will meet sometime in September to work on our strategic plan. Elizabeth thanked Mary Vass for agreeing to serve in her place as Chair-Elect in the coming year and indicated her interest in becoming very involved with the Chapter again in the future.

Q. Student Chapter Liaison
No report.

R. Student Chapter President
No report.

Old Business
A. Summary of Report on KY Chapter Proposal at Annual Conference
Since our proposal was not revenue neutral, the finance committee was unable to take any of our recommendations. However, the chapter did get much positive feedback from many SLA leaders as well as other chapters. Several leaders indicated the importance of the suggestions we presented-dues structure, payment plans, first-year member rates, local member rates-particularly as we all struggle to recruit and retain members in tough economic times. President Ard encouraged us to keep this issue on the forefront.

B. Discussion of change from Elected President-elect to current President-Elect
After Elizabeth Smigielski's resignation, the executive board met in Nashville on June 6, 2004 to elect a new President-Elect. Mary Vass graciously agreed to serve and was appointed by the board. President Ard thanked both of them for their continued hard work in serving the chapter.

New Business
A. Review of Annual Report as provided by HQ
There was little discussion of this topic.

B. Recognition of Linda Minch
The Chapter recognized Linda Minch's work on the front-page Herald-Leader article about the paper's coverage of the civil rights movement in Lexington. It was printed on July 4, 2004, a holiday weekend which also marked the anniversary of the civil rights movement. Linda served as a news researcher for the article, and she was listed on the by-line along with the writer. The article has received national attention, notably in the New York Times. Many in attendance congratulated Linda on her work and in bringing national attention to a news researcher-a special librarian.

C. Officer Travel Support
Catherine Lavallée-Welch, on behalf of James Manasco, brought forward this new business. He proposed that we revise officer travel support to the following:

For Winter Meeting:
$250 each for the President and the President-Elect

For Annual Conference:
Support equal to the amount of Early Bird Registration for the President
Support equal to half the amount of the Early Bird Registration for the President-Elect

Upon request of the officer, the amounts may be dispersed in advance of the trip.
However, proper receipts must always be retained and presented to the Treasurer upon return.

MOTION: Catherine Lavallée-Welch made a motion to revise officer travel support to the following as was recommended: for winter meeting, $250 each for the President and the President-Elect; for annual conference: support equal to the amount of Early Bird Registration for the President and support equal to half the amount of the Early Bird Registration for the President-Elect. The motion was seconded by Jo Staggs-Neel. All were in favor, with no oppositions or abstentions.

Announcements
Constance Ard announced the following:

• The Fall meeting will be held at Keeneland on October 21. Details will be posted to the listserv soon.
• We need to plan our student pizza party with the UK SLIS . Mary Vass volunteered to speak with Joe Miller about scheduling this event.
• The Winter Meeting/Leadership Summit will be held in Tampa, FL, January 26-29, 2005.
  

Adjournment
MOTION: Larry Besant made a motion to adjourn the meeting. Alice Marksberry seconded the motion. All were in favor, and the meeting adjourned at 1:50 p.m.

Minutes respectfully submitted by Stacey Greenwell.

 

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