INFORMATION TECHNOLOGY DIVISION
SPECIAL LIBRARIES ASSOCIATION
Executive Board Meeting
Saturday, January 26, 2002
Downtown Marriott
Chicago IL
 
 
Attendance:
Officers: Chair Dee Magnoni; Chair-Elect Karalyn Kavanaugh ; Past Chair Trudy Katz; Secretary Ty Webb.
Committee and Section Chairs: Chair Communications Section, CD McLean; Chair Conference Program Planner, Georgia Higley; Chair Webmaster Section, Walt Howe; Chair Membership Committee, Cindi Trainor; Chair Information Systems, Analysis & Design, Michael Kim.
Also present: Member James Manasco
 
Call to order

Chair Dee Magnoni called the meeting to order at 9 a.m.

Meeting Agenda:

Chair Magnoni distributed the meeting agenda. Motion made to accept agenda. Motion carried.

Minutes:

Motion made to accept the minutes from June 13, 2001, as amended. Motion carried.

 
Officer reports:
Chair Dee Magnoni welcomed the Communications Section Chair, CD McLean, to the Board and then summarized the events of the Leadership Development Institute and of the Division Cabinet meetings. During the Winter Meeting, the Division Cabinet members have been encouraged to submit their comments, and those of their unit’s membership, on several Board documents. Two sets of documents caused the most discussion, those dealing with suggested bylaw changes and changes in the conference planning procedures. The proposed bylaws changes, Chair Magnoni reported, have a positive impact on Divisions. Under the proposed changes, existing Division bylaws would have no legal standing so it would be appropriate to turn them into guidelines, giving Divisions the freedom needed to make more frequent changes, and requiring less time to complete things. For example, merging two divisions would take less than the three years that were required recently for Communications to merge into ITE. Changes in the Conference planning procedure would also impact Divisions. Program planning would become the responsibility of a 15-member centralized council, which would consist of selected representatives from the Division Cabinet rather than a designated representative from each Division. This Planning Council would accept input from units and then act as a filter, combining programs and reducing duplication. Divisions would still plan individual programs, if they so desired, but the time slots for these programs would be limited to late-afternoon time periods. One of the perceived benefits is a reduction in the eighteen-month time period currently required for planning a conference. Chair Magnoni reported that the proposed changes are more of an issue for smaller divisions, that they will not affect the planning for the New York Conference in 2003, and that funding concerns still need to be addressed. Chair Magnoni reported that the Board is strongly encouraging feedback from the units and the membership, and suggested that the ITE Board present a white paper for presentation to its membership. Ty Webb will write the document with input from Dee Magnoni and Walt Howe for review by the Board prior to distribution. Ty suggested using multiple means of communication, including b/ITE and the ITE list.
 
 
Chair-Elect Karalyn Kavanaugh encouraged each Committee and Section Chair and Chair-Elect to find their successor for the 2002 – 2003 year, looking beyond members of the Division and Sections to members in their chapters who could contribute to the success of ITE. Chair-Elect Kavanaugh also reported on the fund-raising for the 2002 Los Angeles Conference. Donations of $5,000 each have been received from Lexis-Nexis, SVP/Dialog and Factiva. The Gale Group is donating $1,000 and West Group and Basch Subscriptions have each donated $500. 
 
Treasurer Holly Chong-Williams, who was unable to attend, submitted her written report. For the period of January 1, 2001 through December 31, 2001, the Division income from dues allotments and interest income was $72,114.63 while the expenses, including those for meetings, contribution expenses, postage and supplies, bank charges, and miscellaneous expenses, were $31,487.42. Communications Chair CD McLean asked if the Communication Division funds had been turned over to ITE. She will follow-up with Holly. 
 
Section chair reports
Digital Content
Division Chair Magnoni announced that Section Chair-Elect Craig Haggit is in Chicago for the Winter Meeting and planned to join the Board meeting later in the day. 
Government Information
No report submitted.
Information Analysis, Design & Systems
Section Chair Michael Kim reported that the section will have a program in Los Angeles on “Surviving system migration; Keeping it simple” with three speakers, Peter Noerr, Sandy Spurlock and Paula Galbraith. Chair Kim recommended a section name for discussion under New Business.
Technical Services
No report submitted.
Virtual
Section Chair Lois Weinstein is attending Winter Meeting, but was unable to be at the Division Board meeting due to a scheduling conflict. No report submitted.
Webmaster
Section Chair Walt Howe reported that he is working with headquarters to get the webmaster list transferred.
Communications
Section Chair CD McLean reported that the section will have their annual roundtable this year, with a retrospective look at what’s been done in the past as a Division, and what will be done now as a section of ITE. The section is also planning a full-day CE Course for Sunday with Clyde Finkelstein, author of “Building portals with XML.” A copy of his book is included in the course fee. In addition, the section is co-sponsoring three other sessions: portal vendors and portal case studies, both with the Solo Division, and a session with the Legal Division on patents and intellectual property with an international scope. Chair McLean stated she would see that the funds of the Communications Division get transferred to ITE, and that she is working with Walt Howe and headquarters to make appropriate changes on the websites. Chair McLean commended DITE Discussion List Chair Mary Ellen Bates for her rapid migration of all names from the COM list to the ITE list. Chair McLean will get confirmation from headquarters that the COM list has been destroyed. Discussions are already underway for programs at the New York Conference. One topic under consideration is automatic speech recognition. 
 
Committee chair reports
 

2002 Los Angeles Program Planner:

Georgia Higley presented a detailed report of the programs planned for Los Angeles, and then reported on the Winter Meeting’s Conference Planning Sessions. Conference sessions will be 90 minutes long with thirty minute intervals between to allow for travel time between venues. Divisions have reported trouble getting speakers to commit due both to economic conditions and travel concerns. The Preliminary Program will appear as a part of the February issue of Information Outlook. Because the cost of a suite would be $1,000 per night, ITE will have salon open houses at the Weston instead. The Annual Business Meeting will be held as a high tea rather than a luncheon. On Sunday night, the Division will formally welcome the Communications members, and present the Division’s 2002 awards. Plans were made to show the display that was created for ITE’s anniversary celebration at the 2001 conference. Chair Higley described the CE programs, one to be led by Marg Hlava and the other by Stephen Abram and Jane Dysart, as well as sessions on a variety of topics including changes in AACRII, LC’s creation of a world reference system, data visualization, information architecture, and surviving system migration. In addition, plans are underway for a Diversity and mentoring breakfast, and a tour of the Academy of Motion Pictures Arts & Sciences.

2003 New York Program Planner:

Chair Georgia Higley reported on the Conference Planners’ Meeting for the 2003 Conference in New York as well, saying that there will be some changes due to the attempt to make each day a full-conference experience. Since such a large percentage of SLA’s membership lives within commuting distance of New York, the Association speculates that a majority of attendees may opt to attend for only one day. Monday will focus on the State of art, Tuesday on Future directions and Wednesday on Globalization. Divisions will work in groups; ITE is working with science divisions. Topics currently under discussion include wearable technology with a possible speaker from MIT. There will be more co-sponsoring than previously. Tour options include Cold Springs Harbor, the Rose planetarium, NYPL and the Liberty science center. Karalyn Kavanaugh suggested considering Peter Cochran as a speaker for Wednesday’s globalization theme, and volunteered to check his availability for June 11, 2003.

Archives 
Chair Lillian Mesner was not able to attend. She reported she has not yet been successful in finding a person in the Boston area to assume the Archivist duties, overseeing our contract with Simmons College. Division Past-Chair Trudy Katz pointed out that someone needs to own the responsibility for adding bulletin printed copies to the archives, and mentioned that she will be sending a plaque. Division Chair Dee Magnoni reminded the Board that Association headquarters will now allow archives to be scanned, digitized or filmed, but that Divisions will have to absorb the costs. Division electronic bulletins that are housed at the SLA web site are currently archived by headquarters. 
 
Member Services:
Committee Chair Cindi Trainor reported that membership is fairly stable at around 2230 members, varying only by 100 members or so from report to report. Division Chair Magnoni pointed out that this is a positive sign in light of dropping Association numbers. Chair Trainor provided an overview of the Division’s three awards – Outstanding Member, Joanne Clifton and Chapter Technology. She will make a display for Sunday night’s Salon at the Conference. 
 

Diversity Leadership Development:

Section Chair Erma Dell’ Aquila was unable to attend, but submitted a detailed written report including recognition of National Mentoring Month, and an announcement of her formation of a student group for a Diversity Leadership Development Committee. Chair Dell’Aquila also reported on ideas in development for the 2003 conference. Division Chair Magnoni shared the Mentoring Program document with the Division Board.

 
b/ITE:
Editor McNeely was not present. The Board discussed the publication schedule for b/ITE. For more timely communication with Division members, Chair Magnoni suggested using an email ITE Announce service for electronic notification to membership of important items and issues.
The Board decided to send a send postcard to all members with the following items:
1. URL for b/ITE issues
2. Notice of DITE Announce Service
3. Notice of change in editorship
4. Subsciption instructions for DITE List
 
Learning Communities:
Chair Pat Wilson was unable to attend, but submitted a written report summarizing the call for information on existing tutorials among ITE’s membership that she and co-chair Alice Marksberry have posted to the ITE discussion list. 
 
Professional Development:
Chair Sylvia Piggott, who was unable to attend, asked to be put into an advisory role. Division Chair Magnoni announced that Steve McMinn will be our new Pro Dev Chair
 
Public Relations:
Chair Suzi Hayes was not present. 
 
Nominating:
Chair Trudy Katz reported that she is waiting to hear back from a nominee before making the slate public. She also announced that Holly Chong-Williams will continue as Treasurer.
 
Discussion List:
Chair Mary Ellen Bates was not present. COM members have been transferred to the ITE discussion list. Chair Bates’ was commended for her fast action and responsiveness to the Division’s needs.
 
Old Business
 
· Chair Magnoni welcomed the Communications Division members into ITE as the new Communications Section
· The Board reviewed several prototypes for a new Division logo. Two were selected for further development and presentation to the membership in June. 

· After extensive discussion on the topic of travel funding, Chair-Elect Karalyn Kavanaugh moved to set aside $16,000 from the Division’s funds, with a limit of $2000 per person, which may be applied for as needed by Committee and Section Chairs for travel and lodging connected to the Annual meeting in Los Angeles in 2002 and the Winter Meeting in New Orleans in 2003. The motion was seconded and passed. The Board established the following guidelines: application will be in writing at least thirty days before the conference; the application will be sent to the Treasurer; if the total amount applied for exceeds the amount available, it will be distributed proportionately among the applicants. The Board recognizes that assuming a leadership role within the Division also means a financial commitment to attendance at both Winter Meetings and Annual Conferences, which can become a financial burden in today's economic climate as companies cut back on travel budgets. The Board feels that this new program will encourage members to fill leadership roles within the Division.

 
New Business
· Chair Magnoni announced that ITE is applying for a grant to digitize the Division’s archives. Lillian Mesner has tentatively said she will write the grant proposal and Michael Kim has volunteered to work on this project. Digitizing our archives will benefit the association with our lessons-learned experience. 
· Michael Kim moved that ITE’s Information Systems Analysis And Design Section change its name to Information Systems Section. Motion seconded and passed. 

ADJOURNMENT:

There being no further business, the meeting adjourned at 12:40 a.m.

Afternoon session:
 
Remind to read document and be prepared for discussion in LA
 
 
Section brainstorming:
Look at possiblity of changing “section” to SIG
 -guidelines  
We have scope notes but not guidelines
Bullets
Clarify Mission 
Section chairs and chair elects will be members of the Program Committee 
 Work with Program chair 
 Do not have to give a program
 Members cannot obligate funds in any way
 Planning Committee will meet after Sunday’s Board meeting
Communicate with section members through b/ITE, ITE list or any other means
Chair responsible for submission of a minimum of one column per year to b/ITE 
Use ITE list 
 Introduce themselves 
 Use Section Title as prefix for Subject line
 Feed list to keep open communication
 Book or article discussions
Chair-Elect
 Chair in training
Greeters and Closers at Open Houses
Chairs should attend Winter meetings and Annual conferences
 Strongly encourage Chair-Elects to attend
Both Chairs and Chair-Elects should attend all Board meetings 
Other possibilities
 Web page
 Separate list
 Dinners at conference – similar to dinner-buddy concept
 
 -training
 
 
 -possibilities
 
 
 
 
 

New York in 2003 brainstorming
 Indexing as a session instead of a class
 Copyright
 Archives
 Speech recognition
 Wearable technology
 Intranets – the next generation
 Nanotechnology
 Distance education technologies
 Effective training technologies
 Taxonomies (CE)
 Techstorm (CE) dysart and steve