Board Meeting Minutes, May 8, 2003

Present

In Calgary: Gael Blackhall, Claudette Cloutier, Lorraine Bedet

In Vancouver at Teck Cominco: Amber Lannon, Carol Saxon, Cheri Rauser, Christina Zeller, Darren Hamilton, Debbie Millward, Debbie Schachter, Diane Walker, Joleen Wright, Marissa Poratto-Cleghorn, Patricia Cia, Susannah Tredwell, Tracey Carmichael, Guests:Catherine McBratney, incoming Vancouver Director

Attending by teleconference: Carol Shepstone, Debbie Hunter, Shu Huang

Regrets: Susanne Barker, Maria Swarbrick, Keith Low

Regrets

Cheri Rauser, Christina Zeller, Darren Hamilton, Kim Nayyer, Marissa Poratto-Cleghorn, Susanne Barker

Call to Order

by President Gael Blackhall in Calgary at 9:00 a.m. P.D.T., 10:00 a.m. M.D.T., 11:00 a.m. C.D.T.

Agenda Revisions

None

Approval of minutes

Approval of February 26 Board Meeting Minutes
Motion to accept revised February 26 Chapter Board Meeting minutes by Claudette Cloutier; seconded by Lorraine Bedet; approved.

Business for Discussion

Following this Chapter Board meeting, the 2003 SLA WCC AGM will convene in Calgary, and via teleconference in six other locations across the chapter region. The term for new Chapter Board members will begin after the AGM.

Plans for the Canadian Reception at the 2003 SLA Conference

Joleen Wright reported that the sponsorship cheque from Micromedia Proquest has arrived. An invitation will be sent electronically to conference attendees for the Canadian Reception, to be held June 10, beginning at 6:30 p.m. at the Versailles Room at the Sheraton Hotel. (The start time was changed from the originally scheduled 5:00 to 6:30 by conference organizers, due to a scheduling conflict.) Drink tickets and light refreshments will be provided.
Ratification of e-mail votes

Ratification of electronic votes

Electronic votes on the Chapter travel funding support policy and $100 donation to the Evidence-based Library Practice conference upcoming in Edmonton occurred, both being passed by Board members.

Motion by Patricia Cia to ratify these two electronic votes; seconded by Lorraine Bedet; approved.

Transition from current Board members and Chairpersons to incoming Board members and Chairpersons

There are special SLA discussion lists for new Presidents, Presidents Elect, Treasurers, Bulletin Editors, Discussion List Managers and others. Please check them out and sign up, if they are of interest – further information is available on the SLA website.
Cheri Rauser, Archives Chair, sent instructions for depositing materials in the Chapter archives (included as Appendix A). Please submit appropriate documents for 2002-2003 Chapter year, in paper, to Cheri by July 1 to:

Cheri Rauser, Media/Broadcast Librarian
TELUS Media Solutions
TELUS Communications
4 – 3777 Kingsway
Burnaby, B.C. V5H 3Z7
Working documents of items in progress, useful templates, and other background information should be passed on to incoming Board members as soon as possible.
If you would like a thank you letter sent to your manager/employer, please send full contact details to Gael. She will send the e-mail to you for preview before she sends the snail mail copy.
The mid-year Chapter financial statements need to be to SLA headquarters by the last week of June. Please submit any outstanding invoices to the Treasurer as soon as possible.
Review the Procedures manual for your area on the website, and send any needed revisions to Christina Zeller by July 1.

Virtual programs:

In booking virtual programs, a new process has been established to eliminate having to use a personal credit card to secure the booking. Dates are now known for the programs for the rest of 2003, so bookings can now be taken earlier. It might be helpful to open a US$ bank account to cover the cost of remote programming.

Remarks from the outgoing Chapter President:

Gael thanked all and congratulated all 2002-2003 Chapter Board members for:

Excellent teamwork,
Being able to address monetary problems the Chapter was facing, and ending the year in a balanced financial position,
Working to reach out to students interested in special libraries,
Facilitating a creative solution to the financial challenge of hosting the Canadian Reception at the 2003 SLA Conference in New York, and
Contributing to a successful year for our virtual Western Canada Chapter.

Next meeting:

Following the AGM, tentative Chapter Board meeting dates were suggested by incoming Chapter President Claudette Cloutier are on the following Wednesdays, commencing at 10:00 a.m. Mountain time:
June 25, September 24, and November 26, 2003,
February 18, 2004.

Motion to adjourn:

at 10:45 M.D.T.

Moved by Christina Zeller and seconded by Shu Huang.

APPENDIX A: Archiving instructions – Cheri Rauser

Instructions for depositing materials in the Archives: April, 2003

Format:
Would appreciate the documents sent in paper format by June 30, 2003. Snail mail is actually preferred. If they arrive via email, due to the number of documents to be processed it is very likely that something would be missed or lost, or the work of integrating them into the archive would simply not be accomplished due to the sheer volume of printing that would be required.

Document types of interest:
I encourage board members to decide which of their documents qualify for archiving according to these general guidelines. I am very happy to provide any additional guidance that you require. Please feel free to ring me at work 604 432 2939 or at home 604 739 4869 (after 8pm). I tend not to go into my email at home a lot, so if you seriously need to reach me outside of business hours, best to pick up the phone.

I’m assuming that individuals will recognize which documents they are most likely to be responsible for. For example, the creator of the financial records is responsible for archiving them. The creator of the Annual Report is responsible for it, and the coordinator of a project is responsible for the documents pertaining to it. And we are each responsible for the documents that pertain to how we accomplished our work in the form of working documents that are described below and in earlier emails.

Agendas and Minutes

Annual General Meeting Reports

Annual Reports

Financial Statements

*Executive Board-each person’s working papers (ie. Correspondence, lists, messages, notes, contact lists-anything that could be of historical significance or prove of importance to the continuity of the Board executive work – you can arrange them in order from older to most recent on top )

*Executive Board-each person’s public papers (ie. Refer to this list - most of these would be split up and housed in the various other areas listed herein)

Projects (ie.AGM, reception, photographs, programs, presentations, open houses, round tables)

Electronic documents (must be permanently digitally housed on a server to quality for this category, and the archivist must be made aware of their existence, and given a description. Otherwise they need to be either printed out or a disk provided for them to be processed as regular documents in the archive) I see only items that are permanently housed on a server, such as Wired West on our website, or the old website archived on a CD, or a PowerPoint Presentation on a CD or disk as qualifying for electronic document status. They are permanently housed, originally created and viewed in that format and require electronic archiving to preserve the meaning of the original work. The submission of disks/CDs etc. with data on them to the archives needs to follow that general rule of thumb. If you have doubts, just ask me.

Word files should simply be printed out, as they are generally created to be paper documents. But, if you are archiving a PowerPoint Presentation, then things get a bit more complicated as the original format of the document gives meaning to it as well. Looking at PowerPoint projected and reading the paper printout are two different experiences. You might want to provide printed index sheets along with the electronic version of this type of presentation. First of course, one must decide whether the presentation is worthy of archiving.

Also, when pondering how to submit your documents please keep in mind that technology changes, as does the archivist and one could easily lose track of older formats. Think of how recently some of us were working on 51/4 “ formats in DOS WordPerfect. Projecting a few years down the road and pondering the accessibility of that document in its non-paper format will help us all make decisions around whether to paper or not to paper. I know that many think we are living in a paperless society, but until we (SLA-WCC) make the move towards full electronic archiving that includes a searchable database and retrieval system we are still reliant on paper as our access tool.

Publications (archived electronically since 2000)

Publications-supporting documentation

Membership-Chapter mailing lists and labels (ie. not archived since 1994, if someone has it please give a copy to the archivist)

Membership-executive listings (archived electronically since 2000)

Last updated July 7, 2003 15:27
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