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Leadership > Minutes > 2005-6 > September

September 28, 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, Keith Low, Robyn McDowell, Deborah Copeman, Susannah Tredwell, Jenny Fry

Attending by teleconference:
Debbie Schachter, Elva Simundsson, Barbara Storms, Derrick Grasby, Susanne Barker, Tanya Evancio, Peggy Neal

Regrets:
Frances Main, Richard Matiachuk, Karol Sinats, Diane Walker, Marjorie Munroe, Deborah Hutchison, Sandra Wong, Susan McConkey, Suzanne Nykoluk

Approval of minutes of board meeting of June 22, 2005
Motion to accept Board Meeting minutes by Jenny Fry, seconded by Keith Low, passed unanimously.

Agenda Revisions / Approval of Agenda:
Christina Zeller added two new items: President Elect search, and SLA WCC Awards. Motion to accept Agenda made by Elva Simundsson, seconded by Peggy Neal, passed unanimously.

(Please see Appendix 1 for a compilation of Board reports submitted for this meeting.)

BUSINESS FOR DISCUSSION

President’s Report:

• Meeting guests: Christina introduced two guests, Ann O'Shea, a new employee at the BC Securities Commission Library, and Emily Yearwood-Lee, winner of the SLA Western Canada Chapter Student Scholarship. Emily thanked the board for the award.
• Volunteers for SLA task forces: A reminder of opportunities to volunteer for these, and Gayle Gosson, Chair of Chapter Modeling, requires assistance.
• Brochures: Christina has distributed some of these, and Keith has a box to give to Christina. If any directors or chairs need brochures, please advise Christina.
• Virtual programs budgeting: The Directors have decided that all virtual programs will be available to all members for free for the entire four week period. There is one program per month available through December. Christina will send out an announcement to all on this new member service. Suzanne Nykoluk will coordinate future announcements.
• Member/non-member rate policy: The Directors decided that the will be a minimum $5.00 difference between event charges for members and non-member.
• Rita Vine: The proposal to bring Rita Vine in for a Chapter tour has been deferred until after the conference because of the cost.

Secretary's Report:

Nothing to report

Treasurer's Report and Budget — Debbie Schachter

The August 2005 to December 2006 budget has been finalized and does include the extra six months. The budget is balanced but will need to be revisited later on because the extra time has made the projections less certain. Debbie reminded the Directors that they should send entire cash proceeds to her, and then request any expenses.

Regional Conference Chair's report — Sandra Wong (as reported by Christina)

This report was distributed by email and is included in Appendix 1.

Unfinished Business

• Transition committee (Debbie Schachter, Deborah Copeman, Marjorie Munroe, Christina): The budget corresponds with the President's term. Deborah will plan sponsorships through December 2006.
• Recommended Practices committee (Christina, Keith Low, Tanya Evancio): This committee will meet in October. Christina has requested that each person sitting in a standard SLA position compare the SLA recommended practices to our own policies and procedures for the positions. This will greatly assist the committee in their work. Christina will be sending out the information.
• Online event registration (Deborah Hutchison): Deborah is working on this and will be sending out further information by email.
• Strategic Plan (Christina): Work on this will commence when Recommended Practices committeecompletes its work. Christina has defined the two strategic goals for this year: providing more professional development opportunities; and demonstrating the value of SLA membership.
• Virtual program coordination (Suzanne Nykoluk): Suzanne has completed writing the procedures for the virtual programs and Christina will be sending these around.

New Business

• Recruiting a president-elect: This position has not yet been filled. Please consider volunteering or assisting the search. Christina, with assistance from Tanya and Keith, will be sending out a poster on this.
• Canadian reception in Baltimore: We are responsible for hosting this event this year and a volunteer is required to begin coordinating the event with the conference committee.
• Awards: The awards committee (Christina and Robyn) will be meeting and putting forth proposals for three awards: 1) enhancing the student award, 2) a new member award to recognize members, and, 3) potentially, sponsorship to attend Northern Exposure.
• Volunteer recognition: After some discussion it was decided that recognition to volunteers and board members would be by acknowledgement on our website and at the AGM. Committee chairs and directors should send the names of their volunteers to Susannah Tredwell for posting on the website. We will also begin sending thank you letters to committee volunteers. If you would like your volunteers to receive a thank you letter from the chapter, please send their names to the president at the end of the term. In addition board members do receive certificates of acknowledgement and directors have the option of having a letter sent to their employer by the president.
• 2005-2006 meeting dates: November 30th, 2005; February 8th, 2006. Christina will set a date in May for our optional meeting.

Motion to adjourn: by Elva Simundsson, seconded by Susannah Tredwell, at 9:25 PST.

Action items:

• Brochures: if you need WCC brochures for your region, please advise Christina
• Christina will be sending notices to everyone who has a typical SLA role, so that each person can compare their WCC policy and procedures with the recommended practices document.
• Christina will be planning a recruitment campaign for a president-elect, with Keith and Tanya's assistance
• Send names of volunteers working on committees with you to Susannah Tredwell, so that she can post their names on the website
• Deborah Hutchison is working on electronic payment options
• We need volunteers! Chapter Modeling task force has asked for a volunteer from our chapter. If you are interested, please advise Christina asap.
• We need a volunteer to coordinate the 2006 Canadian reception. We have menus to review, and the room rental is free. If you expect to be attending the SLA conference in Baltimore, please volunteer. If you can't attend but are willing to help with the preliminary work, please advise Christina. Deborah Copeman will manage the sponsorship arrangements. We need at least one person to arrange menus, book the room, and deal with any extras (decorations, signage, etc.)

Appendix 1 — SLA Western Canada Chapter Board reports

Submitted for September 28, 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

Liaison activities with SLA leaders and HQ

• submitted leadership agreements and SLA unit officer forms to SLA HQ on time
• posted SLA task force requests for volunteers and forwarded two names to Pam Rollo
• referred new board members to SLA HQ to resolve various issues as needed
• provided feedback to other SLA leaders via leadership list on advertising policies, sponsorship packages, archiving
• passed on request for West Coast gathering at SLA conference to board, responded to Buzz Haughton that we would promote but would not co-host

Programs

• coordinated program directors' conference call for planning 2005-2006 on July 12
• contacted Rita Vine about 2006 event, passed on costs to directors and initiated discussion with Deborah Copeman, Debbie Schachter and directors about potential impact on 2006 conference sponsorship. Decided with directors against a "WCC tour" in 2006, will consider for 2007 year.
• discussed virtual programs with Suzanne Nykoluk, assisted with coordination and budgeting from July-September
• met with Deborah Hutchison to discuss programming in Vancouver and provided ideas
• coordinated with Dav Robertson and Deborah Hutchison for August "meet the candidate" event
• spoke at UBC SLAIS on September 13 about SLA and working as a special librarian

Budgeting

• worked with Debbie Schachter and Deborah Copeman on planning for 2005-2006 transition year, met by conference call July 26
• worked with Debbie Schachter on 2005-2006 budget
• determined with Debbie Schachter that we had funds available for virtual programs
• signed cheques as needed
• contacted SLA HQ about expenses and menus for Canadian reception at 2006 conference

Sponsorship

• reviewed sponsorship packages for 2006-2006 and provided feedback to Deborah Copeman on packages and vendor news

Communications

• wrote article and president's column for August issue of Wired West
• contacted Derrick Grasby about ordering new SLA brochures for delivery to directors, student liaison
• revised insert for SLA WCC brochures for 2005-2006, mailed to Peggy Neal, provided to Deborah Hutchison and Jenny Fry
• created survey to determine 2005-2006 meeting dates, set 2005 meeting dates
• forwarded newsletter notices to Frances Main weekly on Fridays
• posted August issue of Wired West to leadership list

PAST PRESIDENT: Keith Low

• I attended the meeting with SLA President-elect candidate Dav Robertson
• forwarded chapter brochures to Student Liaison chair at request of President
• submitted brief article for Wired West
• commented, via email, on vendor news/sponsorship/advertising issues

For regional conference planning:

• I met with Tourism Vancouver rep to prepare and send out a request for proposal for conference sites
• Sent additional RFPs to non Tourism Vancouver sites
• compiled proposals from candidate sites and redistributed them to the Venues team of the Hospitality subcommittee
• met with Venues team member to evaluate proposals and to prepare preliminary report and budget for conference site
• corresponded with representatives of and visited the two shortlisted sites
• prepared revised budget for conference site.

TREASURER: Debbie Schachter

• Completed the budget with the assistance of the Christina, the directors and chairs
• Posted invoices to Quicken system
• Generated cheques based on invoices

SECRETARY: Robyn McDowell

• Submitted minutes for the June 22 meeting.

COMMUNICATIONS DIRECTOR: Susannah Tredwell

• Added upcoming events.
• Updated board contact information and biographies
• Made various other changes to website as required.
• Wrote Communications Director's column for Wired West.

MANITOBA DIRECTOR: Elva Simundsson

• Met with last year's Manitoba Director Sharon Allentuck to take over her files
• Co-sponsored the Winnipeg SLA/WCC and CASLIS Fall Social on 22nd of September
• Sent a picture and summary of the event to Susannah Tredwell
• Upcoming events: October 26th - Web Searching Tips workshop with Karen Hunt

SASKATCHEWAN DIRECTOR: Susan McConkey

• Attended SLA WCC Directors Program Planning Meeting
• Surveyed Saskatchewan SLA members re virtual programs' interest.
• Responded to Virtual Programs Survey.

ALBERTA (CALGARY) DIRECTOR: Marjorie Munroe

• Met twice with Calgary programming committee to plan 05/06 programs.
• Sent out news announcement for Calgary SLA activities and updates.
• Planned first lunch of the season, to be held September 29.

ALBERTA (EDMONTON) DIRECTOR: Barb Storms

• Responded to the Virtual Programs Survey

BC (VANCOUVER) DIRECTOR: Deborah Hutchison

• Met with the Program Committee to discuss program ideas for the coming year
• Met with the President to discuss my responsibilities as well as ideas for programs
• Organized a meeting and informal social gathering with Dav Robertson, candidate for SLA President-Elect
• Collaborated with SLA@SLAIS and Jenny Fry to organize a Vancouver pub night
• Designed and distributed a survey of program interests for Vancouver members

BC (VICTORIA) DIRECTOR: Karol Sinats and Susanne Barker (co-directors)

During the summer, the directors met to plan the Fall teleconferences:

• September 15 Structuring and Delivering Content: Maximizing End-Use Satisfaction 11 participants attended the teleconference which was followed by a discussion of how this information could be used by the various libraries represented (which included Min. of Health, Min. of Energy/Mines, Corporate IT & Management Library, and several representatives from the Legislative Library)
• October 12 Library Benchmarking and the Information Product Development Lifecycle:(Part 1) The Principles of Conducting a Library Benchmarking Project
• October 26 (Part 2): Integrating Benchmark Findings Into the Information Product Development Lifecycle

Ongoing planning for Spring 2005/06 includes:

• a selection of other teleconferences
• the potential for a 1/2 day seminar on KM and Communities of Practice.

ARCHIVES CHAIR: Tanya Evancio

• I have fielded various inquiries regarding archival storage of various print documents.

BULLETIN EDITOR: Frances Main

• No report.

DISCUSSION LIST CHAIR: Diane Walker

• Since the last Board meeting, I have distributed four messages to the discussion list, per request from SLA Headquarters. There are currently 445 subscribers to the SLA WCC discussion list. The total number has been steadily increasing since I began monitoring the list in July 2004, when there were 409 members.

EMPLOYMENT CHAIR: Richard Matiachuk

• Updated the SLA-WCC website Employment page with current information and new URLs
• Attended the SLA-WCC sponsored opportunity to meet SLA President-elect candidate Dav Robertson at VPL
• Attended the September lunch of the Vancouver Association of Law Libraries
• Sent an email to the listserv requesting comments and suggestions about the "employment Dispatches" and asking for help in collecting possible job postings for the dispatches.I received several positive responses and a few individuals have agreed to forward postings they find.
• Circulated 307 job postings in the weekly "Employment Dispatches" via the listserv

FUND DEVELOPMENT CHAIR: Deborah Copeman

SLA WCC Sponsor relations

• developed sponsorship packages for 2005-2006
• developed proposal for new Wired West feature, Vendor News, solicited feedback from Board, finalized terms
• forwarded Thomson sponsor directory listing updates and new sponsorship packages to Communications Chair
• contacted Thomson rep about sponsorship renewal and forwarded information package
• contacted LexisNexis rep about sponsorship renewal and forwarded information package
• attempted to contact Micromedia ProQuest rep
• informed Andornot reps about eligibility for Vendor News submission for November issue of Wired West
• updated regional directors on recognition procedures for SLA WCC event ads
• participated in email discussion of advertising/sponsorship issues

Regional Conference

• met by teleconference September 20 with other members of finance sub-committee to discuss proposed budget and fundraising
• broached topic of conference sponsorship with ProQuest, Thomson, LexisNexis, EBSCO (strong interest!)

Other

• discussed planning for 2005-2006 transition year with Debbie Schachter and Christina Zeller, met by teleconference July 26
• wrote 2 articles for August issue of Wired West
• sent photo to Communications Director for SLA WCC website

MEMBERSHIP CHAIR: Peggy Neal

• Problems accessing Communities of Practice are now resolved
• Duplicate entries on membership lists, probably multiple interest groups selected but not segregated
• Letters to renewing members, deactivated members and new members will go out before the end of September

PUBLIC RELATIONS CHAIR: Derrick Grasby

• Forwarded messages and placed them on the SLA- WCC list
• Arranged the ordering of brochures for delivery to directors
• Attended SLA virtual bylaws forum 3:00 PM, September 8

STUDENT LIAISON: Jenny Fry

• Met with SLA@SLAIS co-president Frederic Murray on July 26th to assist with planning events for the upcoming school year
• Participated at the SLA WCC Vancouver Planning Committee meeting on July 28th at VPL Participated in the conference call for the Program Committee of the SLA Pacific Regional Conference on August 2nd
• Attended SLA President-elect candidate Dav Robertson's talk at VPL on August 4th, and wrote a brief summary for August issue of Wired West
• Mailed a package of SLA brochures to SLA@SLAIS
• Mailed seven packages of SLA and SLA WCC information to SLIS faculty at U of A on August 24th (no response so far)
• Gave a co-presentation with Christina Zeller to about 20 SLAIS students at UBC on September 13th for SLA@SLAIS Week
• Met with about a dozen students and recent graduates, along with an SLA member visiting from Chicago, at the Yaletown Brewery in September 16th for SLA@SLAIS pub night, and submitted a brief note for the next issue Wired West

VIRTUAL PROGRAMS CHAIR: Suzanne Nykoluk

• I designed and distributed survey of virtual programs to the WCC Directors.
• Compiled survey results and scheduled fall 2005 program sessions.
• Communicated with regional directors and Christina Zeller concerning budget, access and scheduling issues.
• Purchased Sept. 2005 session ("Structuring and Delivering Content") and forwarded access instructions to the regions.

Last updated November 1, 2005 17:48
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