INFORMATION TECHNOLOGY DIVISION

SPECIAL LIBRARIES ASSOCIATION

Executive Board Meeting

Sunday, June 9, 2002

Westin Bonaventure, Los Angeles, CA

PRESENT

Officers: Chair, Dee Magnoni; Chair-Elect, Karalyn Kavanaugh ; Treasurer, Holly Chong-Williams; Secretary, Ty Webb
Section Leaders: Chair Communications Section, CD McLean; Chair-Elect Sara White; Chair Information Systems Michael Kim; Digital Chair-Elect Craig Haggit; Chair Virtual, Lois Weinstein. 

Committee Representatives:

Conference Program Planner, Georgia Higley; Government Relations Chair, Peggy Garvin; Membership Chair, Cindi Trainor; Membership Chair-Elect Stacey Greenwell; Chair Public Relations Suzi Hayes; b/ITE Editor, Michael Kim.

CALL TO ORDER:

Chair Dee Magnoni called the meeting to order at 3:20 p.m.

MEETING AGENDA:

Chair Magnoni circulated the meeting agenda. Motion made to accept agenda as amended. Motion carried.

MINUTES:

Motion made to accept the minutes from January 26, 2002. Motion carried.

OFFICERS’ REPORTS:

Chair: Chair Dee Magnoni welcomed members of the Board. After introductions, the board members were reminded to check their subscriptions to the electronic bd-ITE list. In the absence of Past-Chair Trudy Katz, Chair Magnoni announced the slate of officers provided by the Nominating Committee. Cindi Trainor is nominated for Chair-Elect, and Holly Chong-Williams will continue as Treasurer. Chair Magnoni reported from the Board of Directors that the bylaw revision process is proceeding, and that a vote is expected at the Association Annual Business Meeting on Wednesday.

Chair-Elect: Chair-Elect Karalyn Kavanaugh reminded ITE officers to cultivate new leaders within the Division. Fundraising efforts this year resulted in commitments of more than $20,000 from ten major sponsors, noting that this is particularly remarkable in comparison to other divisions and to the state of the economy. Each sponsor has been given a ticket to our Annual Business Meeting and Tea on Tuesday. Chair-Elect Kavanaugh also announced that Gale is sponsoring the Division’s business meetings.

Treasurer: Holly Chong-Williams provided a draft of the ITE 2002 Mid-Year Financial Report. The allotment check of $22,610 from the Association has not yet arrived due to mailing difficulties at headquarters. When added to the total liabilities and equity of $68,069.54, the allotment will bring the balance to $90,679.54. The Division has not yet received many of the 2002 sponsorships. A transfer of $4,579.94 from the Communications Division checking account to the ITE Money Market account has been completed, but the DCOM financials have not been received. The ITE checking account is reconciled through April 2002. Treasurer Chong-Williams provided the Board with copies of a Financial Overview for the Division from 1999 to date showing a breakdown of income versus expenses as well as year-end balances. Discussion among Board members included comments on the high expenses of the Minneapolis conference ($41,137.32) and the similarity of expenses for the Philadelphia and San Antonio conferences ($28,225.93 and $23,024.21respectively). Treasurer Chong-Williams reminded the Board the the Division sometimes does not receive invoices for conference-related expenses until much later which may slightly skew the numbers when reported on an annual basis. The report was provided as a basis for building a Division budget and the data on Conference expenses will be helpful for the Division Program Planners. Chair Magnoni asked each officer to prepare a proposed budget for their unit for presentation at the Winter Meeting in New Orleans in January, 2003. This budget will include postage for special mailings as well as any other expected expenses. The Board discussed the necessity of maintaining a balance large enough to provide services to our membership in difficult economic times with the desire to provide special services when funds are available. Consensus was to continue with the practice of economic conservation.

SECTION CHAIR REPORTS/REMARKS:

Digital Content: Chair-Elect Craig Haggit reported that the section has not had a chair for this year and that there were 322 members as of Fall. A list for the section was established and Chair-Elect Haggit will send out an electronic invitation to Section members to join, then select someone from those responses to serve as the Section Chair-Elect. Chair-Elect Haggit will meet with Georgia Higley to discuss programs for the New York Conference.

Government Information: - Chair Peggy Garvin reported that the section published a column for b/ITE and planned a program for the Conference. Chair Garvin will become Chair-Elect for the coming year, working with incoming Chair, Barbie Keiser.

Information Systems: Chair Michael Kim reported on the Section’s program scheduled for Wednesday of the Conference, and that Gretchen Leslie will be the new Chair-Elect, working with incoming Chair Pamela Cibbarelli.

Technical Services: The Chair and Chair-Elect were not present. No report submitted.

Virtual Section: Chair Lois Weinstein reported that the Section is co-sponsoring program on Tuesday.

Webmaster: Chair Walt Howe could not be present due to a scheduling conflict. Division Chair Magnoni asked for names of Division members to consider for this position in the coming year.

Communications: Chair CD McLean reported on the group’s activities related to their first conference as a section of ITE. In addition to their program on building enterprise portals with xml, the Section also is sponsoring a joint Continuing Education program with the Solo Division. Eleven people registered. Chair McLean asked if ITE might offer additional financial support to the co-sponsoring Division and was referred for discussion to Treasurer Chong-Williams. The Section also partnered with on three other programs, two with Solo and one with Legal. The Section will continue the annual roundtable and tea that became a tradition during its Division days. Shaw Mumford is the new Chair-Elect. Division Chair Magnoni asked for the name of a potential mentor from this Section.

COMMITTEE CHAIR REPORTS/REMARKS:

2002 Los Angeles Program Planner: Chair Georgia Higley reported that 50 tickets were sold for the Annual Business Meeting and Tea on Tuesday. Division Chair Magnoni remarked that this is a large increase in the number of people attending the ABM from previous years, yet Conference attendance is down this year to 3200 as of last week. Over 30 tickets have been sold for the Diversity breakfast. Chair Magnoni thanked Georgia for her good work during a difficult year for the Association. Lois Weinstein reported that the Techstorm CE course was a great success. The presenters have invited back for next year’s New York Conference. The Metadata CE course had close to 26 registered and additional late registrants.

2003 New York Program Planner: Chair Higley reported on the Conference Planners’ meeting, saying that deadlines will be real this year, and that Division business meetings will be included in the program. Current plans are to have three hotels, the Marriott Marquis, the Sheraton and the Hilton. There was discussion on the disadvantages of offering programs at the Marriott Marquis with exhibits at the Hilton. Suites will run from $475 to $1500 a night. Cindi Trainor suggested that the Division consider following the example of the PAM Division, using the suite as a retreat for Division members for a few hours during the day with refreshments. Chair Higley reported that the New York Conference will have separate tracks for each of the three days to allow people attending for only one day to have a complete conference experience. Those tracks are State of the Art, Future Directions and Globalization. The Association has made changes in the process for tours, which now must be related to core mission of the Division, with either the Division Planner or Chair in attendance. Chair Higley reported on ideas for programs, and asked for additional suggestions. In order to assure that the names of our sponsors are printed in the final program, the Division must submit its final information before March 15.

Archives: Chair Lillian Mesner was not present. Michael Kim will work on an application for a grant from the Association to digitize the archives.

Diversity Leadership: Chair Erma Dell’ Aquila was unable to attend. Chair Magnoni reported on plans for the Diversity and Mentoring breakfast. Dialog donated bags and paid for two books to be distributed to the attendees. A new discussion list for diversity and mentoring has been created.

B/ITE: Editor Michael Kim announced that the next issue will be published in July and asked if the Division can eliminate the paper version. CD McLean moved that the Division continue to publish the newsletter in an electronic format and send a printed postcard to the Division membership as needed. The motion was seconded. Motion carried. Editor Kim suggested that the Division offer a $25 gift certificate to those who write articles for publication. Chair Magnoni asked Michael to provide deadlines at the Board meeting on Wednesday for the next four issues of b/ITE. Discussion followed regarding sponsorship versus advertising in electronic newsletters and appropriate wording. Editor Kim will clarify the issue by talking to Linda Broussard at headquarters.

Learning Communities: Co-Chairs Pat Wilson and Alice Marksberry reported in absentia that they are working on creating learning communities by identifying sites on the web and taking steps toward making these sites available to the Board for testing.

Professional Development: Chair Steve McMinn was not present. No report was submitted.

Member Services: Chair Cindi Trainor reported that the Division membership, as of April’s report, was 2029 which was down a little since January. The membership numbers fluctuate, but the Division has not dropped below 2,000. Chair Trainor reported on the Division’s annual awards program. Two outstanding members will be recognized at this year’s Annual Business Meeting, Lillian Mesner and Charlene Baldwin. The Executive Board will review and select the Chapter Technology Award winner in Executive Session. Stacy Greenwell will assume the Chair position for this Committee. There was some discussion regarding the reports received from headquarters and abilities of searching on Who’s Who for section membership information.

Public Relations: Chair Suzi Hayes offered to continue in this position for the coming year. Chair Hayes will issue postcards for better communication with Division members. The postcards will announce new online issues of b/ITE and the gift certificates for authors as well as information on conference programs and Division awards. A suggestion was made to mail the postcards to other division bulletin editors.

Nominating: Chair Trudy Katz was not present. The Slate of officers was presented as part of the Division Chair’s report.

Discussion List: Chair Mary Ellen Bates submitted a report saying that there are 340 subscribers to the list.

OLD BUSINESS:

The discussion regarding revisions to the Division logo was postponed until Wednesday.

NEW BUSINESS:

There was no new business

ADJOURNMENT: There being no further business, the meeting adjourned at 5:04 p.m.

Ty Webb, Secretary

June 9, 2002