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Spring 2004 Meeting with LA DEQ Tour

Date: Friday, April 2, 3004
2:00 - until
(Tour begins at 2:00 with meeting to follow)

Place: Louisiana Department of Environmental Quality
602 N. Fifth Street
Baton Rouge, LA

Minutes from April 2, 2004 meeting

I'm happy to be able to announce an upcoming event in which we have been invited to participate. The Louisiana Dept. of Environmental Quality is celebrating Records and Information Management Month in April, and has invited us to partake of a tour of their facilities. We are scheduled for Friday April 2, at 2:00pm. The tour will make stops in the Public Records Center, Imaging Operations, Topic File Room, Library, Legal Library, and GIS Center. We will get a first-hand look at how documents are imaged and added to their electronic document management system, and learn the process by which records requests are received and fulfilled.

This should prove to be a very interesting event, and I do hope that you will be able to attend. There is, however, limited space for each tour, with a maximum of 15-20 people at a time. We have only one tour scheduled at the moment, but we could perhaps schedule another time in addition, if demand warrants it. Please let me know as soon as possible if you plan to attend, as I also need to provide a list of names ahead of time, so badges can be issued for security purposes.

Let me know if you have any questions. Driving directions will be forthcoming as the date approaches. I look forward to hearing from you. (03/16/2004)

Bill Armstrong
President, Louisiana/Southern Mississippi Chapter of SLA
(225)578-2738
notwwa@lsu.edu

Meeting Minutes:

Summary of the LaSoMi Board Meeting - April 2, 2004

The following items from the Leadership Summit in Albuquerque were discussed-

New governing documents for chapters- Went into effect February 1^st, 2004 . Available electronically at the LaSoMi web page at http://www.sla.org/chapter/cla/governing_documents.htm Will begin placing all of our governing documents and procedures on this newly created portion of our web site.

Discussion of the creation of guidelines/recommended practices- These supplement the new governing documents. The Governance Task Force of SLA has created a model version of these that is available online at http://www.sla.org/content/resources/leadcenter/leadresour/index.cfm. SLA has provided the framework, but it is left to us to customize according to our own needs and practices, as long as we do not stray from the parameters established in the new governing document. Ferol recalled that there was a procedure manual recently revised during Gerald Patout’s tenure. She suggested that he or Amy Baptist, the chapter’s archivist be contacted in relation to these materials. Bill Armstrong will contact Amy and Gerald about these, and Armstrong and Kelly Blessinger will then begin work on creation of a new draft guidelines and procedures manual to submit to the Board.

Communities of Practice- new service available for members on the SLA website. Each Chapter/Division/applicable unit will have their own community of practice so information can be shared with colleagues. More on this service is available at http://cop.sla.org/COP/. This new service will require SLA membership. We currently are in need of a facilitator for this.

Bill Armstrong conducted an interview with an SLA scholarship candidate in January and turned in the evaluation to headquarters.

We are planning on surveying members in regard to certain topics such as options for future meetings. Liz Arnold from the New Jersey Chapter created such a survey and we will be using her survey as a template. The survey will be electronic, and done through Survey Monkey. Bill Armstrong will gather information to send to the board in preparation for creating a survey.

Discussed the feasibility of social gatherings for SLA members for more activities. The membership will be polled in regard to this option in the upcoming survey.

Time will probably not allow for a Spring meeting before the annual conference in June.

The newsletter is of a much smaller file size now that Bill Armstrong can convert it to pdf file. This makes the newsletter clearer as well. Armstrong will document procedures for this for future editors.

We are in need of new officer candidates for the upcoming year.

Treasury update, we are currently in the black with around $2,880 available in our treasury.

-Submitted by Kelly Blessinger