Aoraki LIANZA Committee

Minutes of meeting

Date: Monday, 13 June 2016

Venue: Room 210, University of Canterbury CentralLibrary

Present: Sarah, Caroline, Christine, Paula (online), Anna (online), Kat (online via Zoom)

Apologies: Anton

Minutes: Caroline

Minutes of last meeting and matters arising:

  • The visit to the RuataniwhaKaiapoi Civic Centre was successful with a good attendance
  • There were fewer people at the Pubrarian gathering at Dux Central in March than there were earlier in the year
  • Lorna has resigned her position as chair of the committee as she is returning to the UK. Sarah has agreed to take over as chair with the agreement of the majority of committee members
  • Rachel has resigned from the committee because of other commitments
  • Craig is currently overseas

Action(s):None

Main agenda items:

Quiz Night

  • Caroline to ask Joan about how the quiz works

Action(s): Caroline

Ashburton/Timaru event

  • It was decided to have this later this year - after the AGM. Pencil it in for October/November as the first thing for the new committee to organise. Anna will talk to the manager of Ashburton Library to find out ideas for a visit there. (There is a good Japanese restaurant in Ashburton) Action: Anna
  • Paula suggested we could have a minibus for this event as it is out of Christchurch

Weekend School

  • Joan Simpson (University of Canterbury Libraries) has mentioned to one of the committee members that she is keen to help with this. Palmerston North, Auckland, and North Otago have held weekend schools, and Wellington is going to have one 29-30 October
  • We will discuss this item at our next meeting (Caroline to add to agenda)

Action: Caroline

AorakiAGM

  • We agreed that CORE was a good venue last year
  • Paula will facilitate the AGM, as it needs to be a committee member who does this, and will ask Lynley Aldridge for advice regarding procedure, as Lynley has a good knowledge of this. (Craig may be prepared to be backup, but he is overseas currently so would need to be asked this) Action: Paula
  • Sarah will be overseas from the end of July until the beginning of September
  • We want to provide something with the AGM that provides members with value, e.g. a panel discussion. Potential topics were discussed, e.g. “Is LIANZA relevant?”
  • Decided we will try for Te HāpuaHalswell first, with CORE as a backup venue. Kat said she could put out feelers re. July or August. We also need to have a room for food and wine. The idea would be to look around the new library and then go into the room for the AGM, and wine and nibbles
  • The Christchurch City Council manages the room bookings for Te Hāpua. Kat will check what is available and come back to us with two or three potential dates

Actions: Kat

  • Paula knows a good caterer. She will let us know who this is.

Action:Paula

  • Paula will contact Lynley re. MCeeing the AGM

Action:Paula

  • Notice of the AGM needs to be given no more than one month ahead, according the constitution on the LIANZA website

Aoraki blog

  • We believe that the blog replaces the newsletter Caroline will prepare an update of who is coming and going on the committee Action: Caroline
  • We considered setting up a Facebook page, but decided it was better to ask Ines to post important Aoraki information on the LIANZA facebook page
  • Paula will share LIANZA social media statistics with the committee. It would be useful to have a panel discussion at the AGM about how people want to receive information, e.g. Blog, Facebook Action: Paula

Library Life Contributions

  • Sarah will find out what is involved in contributing to Library Life. We could consider having a night where the committee gets together to write something, and repeat the item on the Aoraki LIANZA blog, and LIANZA facebook. Action: Sarah

Aoraki Logo

  • Sarah had emailed three examples of a new logo for the Aoraki LIANZA group
  • We suggested that people could vote on the logo at the AGM
  • Sarah will contact LIANZA office to find out if we can get a few more logos, and colours, e.g. red and black might be good

Action:Sarah

  • Spot prizes for votes for the logos at the AGM might be a good idea

Other business:

  • Rachel has resigned from the committee because she is very busy in her new role
  • Dean has also resigned as he is returning to Dunedin
  • When new committee members are elected this year, we need to make sure it is clear that people need to attend our committee meetings. There is no optimum number for the committee, but the more people on the committee, the lighter the workload as long as people take responsibility

Kōtuku breakfast

  • Aoraki region has two people on the Kōtuku Programme this year. We will invite them, and their managers, to breakfast, and aim to hold this in September. Paula said there is a good cafe on Russley Road. (This has now been identified as Passengers and Co.)

Finances

  • Christine obtained the Aoraki LIANZA statements from Joanna today, and will ask for further information from Jess in order to be able to report on the Group's finances at the AGM. Action: Christine
  • Paula may have the minutes of last year's AGM. She will ask someone to forward an example of a treasurer's report for an AGM to Christine. Action: Paula

Christmas breakfast

  • This is something we should organize for this year. To be discussed at a later meeting. (Caroline to add to agenda) Action: Caroline

LIANZA Council Meeting next week

  • Paula is attending. They will talk about sharing information monthly with members. Our committee can be a "guinea pig" for this before sharing with other members of Aoraki LIANZA

Committee members contact information

  • We should share our cellphone numbers among our committee members so we can get in touch with one another if necessary Action: All

The meeting closed at 7:45 pm approx.

Item / Discussion / Key Issues / Action
1 / Quiz / Find out more about how it works / Caroline
2 / Ashburton/Timaru event / Talk to Library manager Ashburton about ideas for a potential visit there / Anna
3 / Weekend School / Add to next meeting’s agenda / Caroline
4 / AGM facilitation / Ask Lynley Aldridge to MC the AGM / Paula
5 / AGM venue / Check availability of Te Hāpua July or August / Kat
6 / AGM caterer / Find out name of good caterer / Paula
7 / Blog / Update regarding comings and goings recently / Caroline
8 / LIANZA social media / Share statistics with the Aoraki LIANZA committee / Paula
9 / Library Life / Find out what is involved in contributing / Sarah
10 / Aoraki LIANZA logo / Ask LIANZA for more ideas/examples with other colours / Sarah
11 / Finances /
  • Obtain further info. on reporting for the AGM from Jess
  • Send example of AGM treasurer’s report to Christine
/ Christine
Paula
12 / Christmas breakfast / Add to next agenda / Caroline
13 / Contact details / Share with other committee members / All

Date of next meeting: Sarah will advise this in due course