Oregon Chapter

Special Libraries Association

Board Meeting Minutes

August 10, 2004

5:00 PM

Mercy Corps

IN ATTENDANCE:  Pam Osborne, President; Todd Hannon, President-Elect; Samara Wilson, Secretary; Kathy Brost, Membership Team Leader/Director; Mary Zinn, Communications Team Leader; Kathy Hemphill & Meredith Solomon, Professional Development Team Leaders.

I. CALL TO ORDER: We did not have a quorum, so meeting was not officially adjourned. 

II. APPROVAL OF MINUTES: Discussed whether to post unapproved minutes online – decided that we will not post actual minutes until they are approved, but can post brief synopsis of the meeting with action items immediately following the meeting. We will also email them to board/team leaders for approval.

III. PRESIDENT’S REPORT:

• Slate of officers/team leaders—Dareth has taken on Operations: Kathy Hemphill is doing Professional Development and mentoring Meredith Solomon for next year; she'll be attending meetings but not voting. Kathy Brost needs to find a co-chair for a year. Possibly Pat Salas?
• Web site – Jason Eiseman is redoing our web site; will be bringing templates for October meeting; wants to know whether we want to keep our ORSLA logo, redo it, or do without it. The Board discussed using the SLA national logo in conjunction with a tagline specific to the ORSLA chapter. Jason also requested five words that we'd use to describe the organization – words that came up were: Professional, innovative, creative, curious, diverse, networking, connected, and more. We need to survey our members for more input and to let them know about the reasons for the redesign.
• Twinning—Sana Takrouri from Jordan has accepted. Pam read a brief bio of Takrouri, a retired librarian who currently works as a volunteer at the Library and Information Association of Jordan.
• Recommended Practices—Gretchen Leslie & Linda Absher have agreed to work on this; will have some progress to report at next meeting
• Janice LaChance—contacted SLA and got an answer; she'll be coming to our May banquet so we'll go with the videoconference for the Kickoff Breakfast; room & food have been reserved—more later in meeting
• Membership survey—Todd & I met on the membership survey. We decided to wait until spring since we hope that it will help in Prof Dev planning; since most of our plans are already made for this year, we didn't want people to feel we were ignoring their preferences. So the plan is to present it to you at the Feb. board meeting, send it out to the membership in March, show the results at the May banquet, and then the new board will have it to work from at the June planning meeting.
• Bulletin—The survey will cover the bulletin; for now, we are planning on doing 3 issues this year; the first one will come out late in August – due date for submissions is August 16^th.
• PORTALS collaboration—PORTALS is interested in collaborating with us on programming. They have done a survey and sent the results to us. Of the CE opportunities that are their top priorities, several sounded interesting to the Board: Copyright, competitive intelligence, demonstrating relevancy, collaboration, and more. Gretchen volunteered to work on an MOU to clarify our respective contributions to a partnership because last year there were some breakdowns in communications.
• Sheila from PORTALS is applying for an LSTA grant for an online clearinghouse for continuing education & training for the Pacific NW. Pam wrote a letter of support for the grant to the state library.
• Board decided against using Snoopy taxonomy training.
• The Chair of the Competitive Intelligence Division is offering to come a make a presentation as one of our programs. Pam will ask Anne Britton to check him out at Simmons.

IV. PRESIDENT ELECT’S REPORT:

·         Fundraising ideas – Todd will report on these at the next Board meeting

·         Survey Monkey – Todd has been investigating for use in event sign-ups as well as for a chapter survey. Looks like a good option.

V. TREASURER’S REPORT:

In Dareth’s absence, Pam reported that the current balance is $5, 667.87.

VI. TEAM REPORTS:

Communications

·         Conversation Events – Discussed whether or not to continue the Thursday Conversation events. Decided to try holding the event at different locations throughout the Portland area to draw more attendees. Also suggested that we have an event “host” to draw more attention to the event.

·         List Owner – The ORSLA membership list and listserv members have great discrepancies. In order to ensure that all members are receiving messages/notices, all members will be manually added to the listserv. An article in the upcoming bulletin will explain why this is happening with hopes that members are not upset/confused.

Professional Development

LaJean recommended that the ORSLA Professional Development team sponsor a pre-conference workshop at OLA on communication, possibly with Richard Farr as a speaker.

The Professional Development team is also tentatively planning a “Chocolate Event” in February at Schwabe that could include a roundtable discussion.

The team is also considering choosing a virtual conference for an event.

Membership

The Membership team is holding a meeting on August 23.

VII. PLAN ANNUAL KICK-OFF BREAKFAST

·         September 29^th at David Evans and Associates

·         Program – videoconference

·         Feedback from last year—had problems following map & finding room; need better directions this year; several wanted more time to talk informally

·         Registration—had trouble with online registration; are going to try using Survey Monkey this year – Todd will work with Dareth

·         Start time— 9:30. Attendees can arrive at 9:00 if they would like more time to chat.

·         Door prizes; gifts for LaJean & Linda; decorations; name tags (do we want to get ribbons or stickers indicating officers & team leaders?)

·         Fees— $17 members; $22—nonmembers; $12 Students

·         Agenda:

9:00 Coffee

9:30  , Eat

9:45 Pam’s plans for the year; introduce officers & team leaders

·         Team leaders talk a bit about what their committee does; ask for help on specific needs; discuss plans for year

·         Ask about interest in upcoming videos

·         Everyone introduces themselves

11:00 Time to meet and greet

11:30-1:00 Video: eLearning : Fundamentals & Opportunities for Information Professionals

1:00 Door prizes

·         Communications

VIII. NEXT VIDEOCONFERENCES

·         October 20^th  Initiatives for Change: Digital Access, Sharing & Intellectual Property–Pam will talk to PORTALS about co-sponsoring this and ask Linda Absher to arrance for the room & equipment. Getchen will help.

·         November 10^th  Impacting Information Flows in Your Organization  We'll purchase the reply of this and show it at the chocolate event in February.

IX. ACTION ITEMS

·         Create survey for website – Todd & Pam?

·         Fundraising ideas – Todd

·         Use Survey Monkey to set-up online registration for Kick-off event

·         Contact Portals regarding virtual conferences and develop guidelines for how to best work with them – Gretchen