| Leadership > Minutes > 2005-6 > November
November 30, 2005 SLA WCC Board Meeting Minutes
8:30 a.m. PST
Vancouver board members at BC Securities Commission
Others in attendance by teleconference
Call to order: by President Christina Zeller in Vancouver at 8:30 PST
Attendance in Vancouver:
Christina Zeller, Deborah Copeman, Jenny Fry, Deborah Hutchison, Keith Low, Frances Main, Richard Matiachuk
Attending by teleconference:
Debbie Schachter, Elva Simundsson, Barbara Storms, Derrick Grasby, Peggy Neal, Marjorie Munroe, Susan McConkey
Regrets:
Robyn McDowell, Karol Sinats, Diane Walker, Sandra Wong, Suzanne Nykoluk, Susanne Barker, Tanya Evancio
Approval of minutes of board meeting of September 28, 2005
Motion to accept Board Meeting minutes as amended by Barb Storms, seconded by Elva Simundsson, passed unanimously.
Approval of Agenda:
Motion to accept Agenda made by Deborah Hutchison, seconded by Jenny Fry, passed unanimously.
(Please see Appendix 1 for a compilation of Board reports submitted for this meeting.)
BUSINESS FOR DISCUSSION
President’s Report:
- Leadership Summit: Christina will be attending the SLA Leadership Summit in January. A reminder to send your responses to the questions requested by Patricia Cia, Chapter Cabinet Chair, for discussion at the Summit.
- Networking and recognition of involvement in other organizations: discussion among attendees of mentioning your activities and involvement in other associations in your board reports, and putting other membership on the website in the board profiles so we know more about the level of involvement of SLA members in the broader library community. Action item: send a list of other associations you are a member of, and a list of conferences you attend regularly or if you are presenting at an upcoming conference, to Susannah for your board profile
- Northern Exposure: Christina attended the Institute at the end of September, and found it very valuable. She confirmed that she would like SLA WCC to work on creating an award for a chapter member to attend the conference, since it doesn't have the same level of awareness among special librarians as it does in the rest of the library community. When the 2007 Institute is announced, we'll advertise in Wired West, and in summer 2006 we'll begin seeking a sponsor for a WCC award, to cover the approx. $1400 registration fee. The Award Committee (Christina, Robyn, Keith Low) will create a plan for the award.
Secretary's Report:
Nothing to report
Treasurer's Report and Budget — Debbie Schachter
Debbie is about to create the year-end report, so reminded everyone to submit their cheques and invoices promptly by early January.
Regional Conference Chair's report — Sandra Wong (as reported by Christina)
This report is provided in Appendix 1. Christina added that as agreed by email vote, SLA WCC issued a cheque for $700 CAD to the conference committee for their deposit on the hotel. Deborah Copeman added that the sponsorship committee is soliciting ideas for vendors who would be interested in sponsorships and exhibits.
Unfinished Business
- Recommended Practices committee (Christina, Keith Low, Tanya Evancio): The revisions are underway. Board members who haven't completed their revisions should send them by email or post them to the COP in the next two weeks (by December 14). The goal is one document on the SLA WCC website that looks like our current procedures manual, but contains all the required elements of the Recommended Practices Manual. We will update the website in January. Christina asked for volunteers to help Susannah: Debbie Schachter, Richard Matiachuk, Christina.
- Online event registration (Deborah Hutchison): deferred to February meeting; need to discuss with Debbie Schachter whether our bank has a service.
- Virtual program (Christina Zeller): Discussion of interest in providing the programs for free. Calgary had 11 participants, Edmonton 7, Vancouver 20-25. Some additional success holding networking event along with virtual program. Found that it was hard to set aside time for watching the desktop access. Susan McConkey found initial interest; desktop access is best for Saskatchewan. Question whether we should offer a program every two months.
ACTION: continue program until the AGM. Survey members in January using SurveyMonkey
- Transition year: must have two AGMs this year because we have directors finishing in both June and December. Christina will send an email clarifying when people's terms end. If you are scheduled to step down in May but would like to continue, let her know.
- Recruiting President Elect: need to have someone by May, to give them six months learning time before they begin as President. If you are interested in discussing the position, contact Christina. Christina is working on a position description to post on the website.
- Canadian Reception: Christina has booked the timeslot, send information for the conference program to SLA, and created sample menus. The cost will be $3000-$5000 CAD if we project for 100 people. Deborah Copeman is pursuing sponsorship opportunities. In the spring, Christina will ask for volunteers to assist with the actual event in Baltimore. (following the meeting, Keith determined that attendance in New York was 75 people, we will work with that estimate).
New Business
- Award nominations: deadline is January 8. We could nominate a candidate on behalf of the chapter. Christina will send descriptions of the awards to board members so that board can consider people in their own regions. If you would like to nominate someone, send information and the name to Christina and Robyn.
- Advertising policy for Wired West: we need to establish a policy by reviewing what other chapters do both in print and online. Volunteers: Frances Main, Barb Storms and Deborah Copeman.
- Event sponsorship: Micromedia ProQuest has renewed an all-event sponsorship for 2006, Lexis Nexis has selected a 2 event sponsorship, Andornot has renewed their Wired West sponosorship. Thomson Scientific and HIS Canada have both indicated interest in a 1 event sponsorship. Deborah C. needs to liaise with the program directors to select appropriate events. Event sponsorship means additional funds towards event costs of up to $400 (reserving some funds for program operations in general), so the opportunity to organize speakers you couldn't normally afford. Contact Deborah if you have an event you would like sponsored for the spring or fall of 2006.
- For promotion beyond the discussion list, remember to contact PR chair Derrick Grasby.
Motion to adjourn: by Frances Main, seconded by Susan McConkey, at 9:25 PST.
Action items:
- Everyone: send a list of other associations you are a member of, and a list of conferences you attend regularly or if you are presenting at an upcoming conference, to Susannah for your board profile.
- Everyone: if you have not completed your recommended practices revisions, send them by email to Christina, Keith, and Tanya, or post them to the COP, by December 14.
- Everyone: send nomination ideas for SLA awards to Robyn and Christina. We will nominate individuals on behalf of the chapter.
- Suzanne N: will survey directors to select virtual programs for spring 2006.
- Program directors: send information to Deborah C about planned events that you would like sponsored.
- Survey planned for January for virtual program feedback. (Christina/Suzanne N)
Appendix 1 — SLA Western Canada Chapter Board reports
Submitted for November 30, 2005 board meeting
Chapter President – Christina Zeller
Chapter President-Elect – not yet filled
Past President – Keith Low
Treasurer – Debbie Schachter
Secretary – Robyn McDowell
Communications Director – Susannah Tredwell
Manitoba Director – Elva Simundsson
Saskatchewan Director – Susan McConkey
Alberta (Calgary) Director – Marjorie Munroe
Alberta (Edmonton) Director – Barbara Storms
BC (Vancouver) Director – Deborah Hutchison
BC (Victoria) – Karol Sinats and Susanne Barker (co-directors)
Archives Chair – Tanya Evancio
Bulletin Editor – Frances Main
Discussion List Chair – Diane Walker
Employment Chair – Richard Matiachuk
Fund Development Chair – Deborah Copeman
Membership Chair – Peggy Neal
Public Relations Chair – Derrick Grasby
Student Liaison – Jenny Fry
Virtual Programs Chair – Suzanne Nykoluk
PRESIDENT'S REPORT: Christina Zeller
- wrote president's report for November issue of Wired West
- discussed membership list issues with Peggy
- sent 2005 brochure insert to Barb Storms and Peggy Neal; received remaining 300 brochures from Keith Low
- posted notices to SLA WCC discussion list promoting voting in first electronic vote, notifying members of SLA salary survey availability
- discussed visit to chapter with Stephen Abram
- contacted Linda Broussard about position of SLA on requirement of MLIS for professional librarians' jobs.
- discussed volunteers for chapter modelling task force with Patricia Cia and Gayle Gossen
- answered questions from members re barcode scanners, salaries, employment
- posted membership value survey to SLA WCC discussion list
- sent notice of newsletter publications to Frances Main weekly
PAST PRESIDENT: Keith Low
- Attended Library benchmarking session (Vancouver, Nov. 7)
- forwarded remainder of chapter brochures and other PR materials to Christina Zeller
- sent out certificates of recognition 2004/05 board members (in mail)
- working on recommended practices revision for position
- emailed comments on fund development issues
TREASURER: Debbie Schachter
- Generated cheques and paid invoices for reimbursement for expenses related to events and WCC activities
- Deposited cheques from events held in the Chapter
- Consulted with the Fund Development Chair regarding vendor sponsorship considerations
- Received and signed Proquest Micromedia sponsorship agreement
- Maintained SLA WCC financial records
SECRETARY: Robyn McDowell
- Submitted minutes for the September 28th meeting.
COMMUNICATIONS DIRECTOR: Susannah Tredwell
- Added upcoming events to website.
- Made various other changes to website as required.
- Wrote Communications Director's column for Wired West.
- Reviewed Recommended Practices and Chapter Procedures.
MANITOBA DIRECTOR: Elva Simundsson
- Sent notices of SLA program replays desktop access to SLA Manitoba members. Names of members who have taken advantage of the programs have been reported to Suzanne Nykoluk.
- Planned & offered a group session for Library Benchmarking Part I in Winnipeg for November 10th. Session was cancelled due to insufficient enrollment.
- Co-sponsored Web Searching - Tricks and Tips session with CASLIS Manitoba, with a total of fifteen CASLIS and SLA members in attendance.
- Sent a write-up and picture of September event to Frances Main for inclusion in Wired West, Fall 2005 issue.
SASKATCHEWAN DIRECTOR: Susan McConkey
- Communicated with SLA WCC SK members regarding Virtual Seminars.
- Hosted 2 Virtual Seminars brown bag sessions in Saskatoon.
- Administrative duties - reported statistics to program chair; revenues sent to Treasurer.
- Answered queries/referrals re desktop access.
- Saskatchewan members survey (in-progress).
ALBERTA (CALGARY) DIRECTOR: Marjorie Munroe
- Hosted September luncheon with guest speaker Nevine Booth presenting Size up your Competitors: Assessing Rivals, Intelligence Gathering and Win-Loss Analysis attended by 19 members and 19 non-members.
- Provided access to 4 virtual programs to approx. 14 different members (details sent to Suzanne).
- Hosted November luncheon with guest speaker Jennifer Bobrovitz from Lougheed House Conservations Society attended by approximately 10 members and 11 non-members.
ALBERTA (EDMONTON) DIRECTOR: Barb Storms
- sent notices to Edmonton-area members about the Virtual Replay sessions and provided access instructions to the very few interested individuals.
- represented SLA WCC at a panel discussion about local library associations to first year library technician students on Nov 16.
- submitted a "column" on my favorite websites for the fall issue of Wired West.
- reviewed SLA Recommended Practices for my position.
BC (VANCOUVER) DIRECTOR: Deborah Hutchison
- Coordinated access to virtual program replays (Benchmarking I and II) for Vancouver members, and reported numbers to Virtual Programs Chair.
- Organized a well-attended networking event around the Benchmarking Part I virtual program replay.
- Reviewed Recommended Practices and Chapter Procedures manual re: Director responsibilities.
- Commenced planning for professional development programs in 2006.
- Met with representative of CASLIS about possible collaboration on 2006 programs.
- Reviewed Dialog's Quantum2 programs for possible future programs.
BC (VICTORIA) DIRECTOR: Karol Sinats and Susanne Barker (co-directors)
Karol Sinats presented the following Virtual Seminars to Vancouver Island SLA & GLABC members. The cost of the seminars was absorbed by the Corporate IT & Management Library, Ministry of Management Services.
- Structuring and Delivering Content: Maximizing End-User Satisfaction
- Library Benchmarking and the Information Product Development Lifecycle (2 virtual seminars)
- Part I: The Principles of Conducting a Library Benchmarking Project
- Part 2: Integrating Benchmark Findings Into the Information Product Development Lifecycle
ARCHIVES CHAIR: Tanya Evancio
BULLETIN EDITOR: Frances Main
- Consulted with the Fund Development Chair regarding the new Vendor News column in Wired West
- Created format for two new features in Wired West: Vendor News and My Favourite Websites
- Produced the Fall issue of Wired West (November 15, 2005)
- Reviewed SLA Recommended Practices for Bulletin Editor position
DISCUSSION LIST CHAIR: Diane Walker
- There are currently 452 subscribers to the SLA WCC discussion list. During the period since the last meeting, I have monitored and maintained the list, and circulated three messages from SLA Headquarters. I also reviewed the SLA WCC Procedures Manual and SLA Recommended Practices for the Discussion List and submitted suggestions for changes.
EMPLOYMENT CHAIR: Richard Matiachuk
- Reviewed and revised the SLA - WCC Employment Services Recommended Practices
- Distributed 208 job postings between September 23 and November 24, 2005
- Average:16 Canadian postings per week; 6 US postings per week ;1 International posting per week
- Assisted SLA WCC members with job search strategies
- Attended Vancouver Association of Law Libraries meetings
FUND DEVELOPMENT CHAIR: Deborah Copeman
- renewed Micromedia ProQuest as All Event Sponsor for 2006 (at $2,500)
- corresponded with Andornot regarding renewal of Wired West sponsorship, all issues in 2006 (at $1,200); strong interest, final agreement still pending
- corresponded with Thomson Scientific regarding sponsorship renewal; interest in One Event Sponsorship for 2006 (at $600)
- LexisNexis pledged renewal as Two Event Sponsor for 2006 (at $1,200); agreement not yet signed
- sent information package to and corresponded with IHS Canada
- sent reminders to Andornot and Micromedia ProQuest of November dates for "Vendor News" submissions
- spoke with Marjorie Munroe about potential for Calgary Luncheon series sponsor
- confirmed with Micromedia ProQuest their interest in sponsoring the SLA Conference Canadian reception; amount undetermined
MEMBERSHIP CHAIR: Peggy Neal
Letters to members sent:
- Welcome back to renewed members: 1
- Welcome to new members: 4
- Renewal reminders: 13
PUBLIC RELATIONS CHAIR: Derrick Grasby
- Viewed virtual session on library benchmarking part one
- Reviewed Recommended Practices and Chapter Procedures
STUDENT LIAISON: Jenny Fry
- Participated in the conference call for the Program Committee of the SLA Pacific Regional Conference on October 12th
- Emailed Frederic Murray on October 18th to touch base with SLA@SLAIS on upcoming SLA WCC events
- Assisted with the research and development of the potential keynote speaker list for the SLA Pacific Regional Conference
- Reviewed SLA Recommended Practices for Student Liaison position
VIRTUAL PROGRAMS CHAIR: Suzanne Nykoluk
- Purchased three virtual programs and forwarded access information to the WCC Regional Directors
- Responded to general inquiries from the Directors and various chapter members
- Reviewed "Recommended Practices" as it pertains to Virtual Programs [comparitive reference to Sec. K - Program Planning Committee]
- Compiled fall 2005 virtual programs
- Chapter-wide member desktop usage as follows:
note: figures reported are combined total for all regions (excl.Victoria)
- Structuring/Delivering Content = 11
- Shrink-wrap/Click-wrap = 8
- Library Benchmarking I = 7
- Library Benchmarking II = 10
Chapter usage total is 36 access requests.
- The Regional Breakdown (total participants of four replay programs) is as follows:
- Alberta - Calgary = 11
- Alberta - Edmonton = 7
- B.C. - Vancouver = 10
- Manitoba = 1
- Saskatchewan = 7
Regional Conference Chair: Sandra Wong
I am pleased to report that a hotel contract has been secured and signed off by SLA HQ for the SLA North West Regional Conference, 2006. Copies of the signed agreement will be delivered to the secretaries of participating chapters as per our Framework Agreement for archival purposes.
Our contract is with:
Fairmont Hotel Vancouver
900 West Georgia Street
Vancouver, BC
Friday, October 6th - Saturday, October 7th, 2006 are the meeting dates.
Many thanks to the participating chapters (Oregon, Pacific North West and Western Canada) for providing working capital funding for the conference.
Last updated
January 4, 2006 19:00
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