CHAPTER BOARD MEETING MINUTES
2 March 2007
Present:
Barbara Wetzel, President;
Julie Cook, President-Elect;
Julia Parker, Past-President;
Chris Mulready, Treasurer;
Sarah Lester, Secretary.
- Travel stipends for conferences
Chris expressed concern about how to track if awards are being given to people who don’t actually need them. In particular members who receive reimbursement from their employer. Chris is going to investigate if there is a way to better track these funds or if there’s other information we can collect before giving them out.
- Awards
Barbara, Julie and Laura Dushkes (Awards chair) met prior to the meeting to discuss award amounts. Following are the details:
- Student memberships (2 @ $35.00 each) to cover annual membership in SLA, this will be done via a drawing, students must be in attendance to win.
- Student travel grants for Annual conference (2 awards) Board will pay for registration cost for conference (approx $175.00)
- Regular member travel grant for annual conference (1) Board will pay registration for regular member
- Travel to Chapter business meeting (over 100 miles) Board will reimburse travel costs up to $100.00 to a member (must be requested in advance)
- Distinguished member awards (2 @ $100.00 each) these would be awarded as a gift card of the members choice
Julia raised the issue that students may not attend the annual conference in Denver because of the proximity to finals and graduation. It was thought that perhaps first year students might go because they wouldn’t be caught up in graduation. This will also be an issue next year.
- Upcoming meetings
Julie suggested having Mary Ellen Bates at the chapter meeting in May. Chris was concerned that we don’t have sufficient sponsorship for this meeting to cover her costs (presentation + travel) and we should consider her for a future meeting.
Chris suggested instead having Pam Green (Microsoft site manager for the library) instead. Julie will follow up with Chris about contacting Pam.
May meeting to be scheduled the second week of May (week of the 7th). Date TBD
March 29th is Student night. Students will be presenting posters. At this meeting we will have the drawing for the 2 student membership awards.
- Membership
The board tried to brainstorm ways of creating enthusiasm among members and improving event attendance. Guest speakers, seminars, leadership/management training were among the ideas suggested.
- Mailings
The board discussed whether we wanted to continue to do mailings. It isn’t clear that the cost of sending out notices is worth it.
Julia raised the issue of creating mailings. It was her understanding that this role fell to the Web/Communications chair (Jennifer Yokum). That any meeting announcements should be sent to Jennifer and she would create a .pdf on the website which could then be used for any mailings.
The board that the current arrangement isn’t working and the board will review this position and responsibilities for the Web/Communication chair and determine what is appropriate.
It was agreed by all that any mailings should be sent out by the hospitality committee.
Julia mentioned that Debbie Letterman had agreed to be the new Interface editor. In addition she has recruited Kavonne Wynn to maintain and encourage use of the COP (Communities of Practice) resource on the SLA website. (http://cop.sla.org/COP)
- Student chapter
Tim King is the current student chapter president.
Sarah mentioned that the iSchool is holding elections in the next week for new group leadership.
Julie indicated that this year’s student night was planned in conjunction with the Distance students’ residency so they would be included.
- Vendor relations
Barbara is working with Nola Sterling and Mike Buschman to help get sponsorship for chapter meetings as well as the Denver West Coast Reception and Seattle Conference. The plan is for Mike to provide contacts and Nola to contact vendors.
We have sponsorship packages on the SLA website, and Chris mentioned we might want to consider revising them. No decision on this for now.
- Budget
Chris indicated we are due to get our chapter allocation from SLA in late March. He stressed the importance of have sponsorship to cover meeting costs in order to prevent the organization from continuing to “bleed” funds.
Chris agreed to follow up with the board on the current funds in the chapter account.
- Denver annual conference
The Denver conference is June 3. Our chapter will need to have a booth advertising the 2008 conference. Julie and Barbara are sorting out the details.
We need to have some sort of tchotchkes to hand out advertising Seattle suggested were pins or stickers. We need to determine costs and if we can get a vendor to sponsor this.
Julia said she thought the Seattle convention center might provide pins or stickers. Julie will follow up with our contact at the convention center.
Formal invitations with Seattle items will need to be put together for the SLA President and CEO.
- Seattle conference
PNW chapter is sponsoring the West Coast Reception when it’s in Seattle in 2008 (during the annual conference). A venue will need to be located and sponsors recruited to help pay for it.
Barbara is working on creating a Wiki for the 2008 conference similar to the one used by ALA.
- Duties
The board looked at several positions to clarify roles:
Secretary – Record minutes, send minutes to board for approval, send approved minutes to webmaster
Hospitality (responsible for):
- Event staffing
- Receiving and tracking registrations
- Making and distributing nametags
- Greeting members at events
- Other duties as needed
The board agreed this information should be updated in the chapter governing document. Chris agreed to email the board the various chapter position descriptions (from SLA recommended practices)
The next Board Meeting will be March 29 5:30pm at the South Campus Center (Student night)
Minutes respectfully submitted by Sarah Lester.
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