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SLA/SCC Board Meeting Agenda
April 10, 2010, 10:00 – 12:00
Meeting was called to order at 10:12 a.m. by Belinda Beardt.
In attendance:Robin Dodge, Bill Lee, David Cappoli, and Teresa Bailey.
Absent: Maria Brahme, Sue Brewsaugh, Eric Bryan, Ann Coppin, Christian Gray, Joyce Hardy, Doris Helfer, Susan Hendrickson, Richard Hulser, Peter Johnson, Mary Lee, Holly Lutkenhouse, Jackie Prentice, Sara Tompson, Charlotte Wixx-Daniel, and Larry Zamora.
Approval of January 2010 Meeting minutes took place online on March 24. Bill Lee made the motion that the minutes be approved, Jackie Prentice seconded. The minutes were approved with revisions.
Executive Board reports:
PresidentBelinda Beardt
Belinda praised the newsletter and wiki. She was happy to see the website being used. She reports that Michelle Lucero of West will be chair of Sternheim fundraising, and that Lyn Lewis of Lewis of gemological institute might be open to being on the scholarship committee.After some discussion, Belinda started thinking about the budget for face-to-face committee meetings, discussed the idea of teleconferencing the quarterly meetings.
President electRobin Dodge
Robin reported that there were twenty-two attendees of the Tom of Finland Foundation dinner event & tour hosted by Allison Schulte and Durk Dehner. She sent thank-you cards to them and to caterer Michael Kirwan.
The first downtown happy hour was March 4 at Hotel Figueroa, hosted by Drea Douglas. 7 RSVP'd and, approximately 15-20 attended for around two hours. The evening was a success, and people asked for future happy hours. Holly brought membership brochures and looked into flyers that we can print for future events, to give out to non-SLA members who attend.To that end, Robin is trying to schedule a happy hour or lunch aimed at SJSU students and alums to introduce them to the new SJSU Liaison, Lucy Bellamy. Dates are still being discussed. Maria Brahme indicated she would be interested in being part of this.
Robin also hosted a networking event in Long Beach on March 26 at Claire's Café at the Long Beach Museum of Art. There were thirteen attendees.
Future events could include a visit to the MTA library. Robin contacted the MTA librarian about lunch and tour. He is open to a tour of the physical library as well as their Second Life library. Robin has made several attempts to arrange area meetings over the last few months, but gets few replies, and scheduling is always an issue. She would be open to advice from the Board on encouraging participation and overcoming scheduling difficulties.
She is pulling together an evening program around Cindy Romaine's expected visit to LA on May 12th, if Cindy is willing. She plans to host the meeting at FIDM.
Robin also reported on the wealth of ideas she and Bill took away from the Leadership Summit. The ideas presented were listed under such topics as "Tips for Chapters," "Webinars for First Fivers (Librarians in their first five years on the job)," " How to recruit/retain/welcome new members," " How to recruit/work with volunteers," and " How to recruit Presidents."
Robin would like to promote discussion of some of the ideas from this list as things this chapter could be doing. She suggests discussing them at our next meeting, and coming to a decision as to whether any should be considered for future implementation. After that, blog postings could invite feedback from the chapter members, and a report for the newsletter.
Past PresidentTeresa Bailey
Teresa has been busy planning the SLA West Coast Chapters’ Reception. Her committee consists of David Cappoli, Sara Tompson, and Kathy Quinn. During their teleconferences of February 3rd and March 4th the team divided up the tasks in the following manner:
Teresa willcoordinate location arrangements and communications. She is working with the other participating chapters and Akisha Edogun, the Events Coordinator with HQ, on communications, including invitations.
Sara is working on the menu and catering arrangements.
David is creating the flyer and working on vendor support.
Kathy Quinn, San Diego Chapter, is the “consultant,” having been the 2009 WCCR coordinator. She created a list of SLA Board of Directors, SLA staff and board candidates to invite.
They are still working on volunteers for hospitality.
The reception has the following commitments from other chapters: Oregon, $175.00; Pacific Northwest, $300.00; Southern California, $500.00; San Andreas, $300.00; San Diego, $300.00; San Francisco, $300.00; and Sierra Nevada, $300.00, for a total of $2,175.00. Save-the-date messages have been sent on chapter members discussion lists.
Vendors include IEEE, SPIE, Reprints Desk, and others, but vendor support has not been finalized.
The reception will be held June 14, from 5:30 to 7:30 p.m. at the Louisiana Supreme Court Building. The committee was able to reserve this location at no cost except the cost of 2 guards at $100.00 each. Our host is Georgia Chadwick, director of the Law Library of Louisiana, which is located on the 2nd floor of the building.The event is listed in the online conference personal planner. It was not listed in the conference preview, and at the time of this meeting there is no word on whether it will be listed in the final conference program. The online listing states the following:
Event Title: West Coast Chapters Reception
Date: Monday, June 14
Time: 5:30 – 7:30 pm.
Lead Planning Unit: Southern California Chapter
Co-hosting Units: Oregon, Pacific Northwest, San Andreas, San Diego, San Francisco, and Sierra Nevada
Exhibiting Sponsors: TBD
Location:Louisiana Supreme Court Building, the Law Library of Louisiana, 400 Royal Street
The catering proposal is still under review. April the board voted to approve, we made a $1,500.00 deposit. Sara and Teresa are going to talk with Georgia Chadwick on April 12th to discuss ideas to cut costs on the proposal.
David is looking into party favors that can also serve as decorations.He also created a draft flyer, and will send out final in the next few weeks once the catering has been finalized. It was suggested that the flyer include transportation options.
SecretaryDrea Douglas
No report
Director at LargeHolly Lutkenhouse, absent
Via email, Holly reported the following:
SLA-SCC is now at 343 total members, with two new members in January, seventeen new members in February, and seven new members in March.
Holly's recent activities include welcoming new members monthly and maintaining current, scrubbed membership email list, and working to get monthly lapsed member reports from HQ again (unavailable since May 2009 due to technical issues). She requested new membership brochures from headquarters, but learned that SLA is no longer printing or shipping brochures due to budget constraints. She has secured a one-sheet membership flyer that we can print ourselves. She also sent out an announcement regarding the replay of the webinar, "Maximizing Your Member Benefits," provided a list of SLA members that are presumed SJSU students to the new SJSU liaison, and is working with Robin Dodge on an SJSU membership event, tentatively scheduled for April 30.Development of member initiatives is in progress.
Treasurer Bill Lee
SLA-SCC Checking Account - $37,378.29. This reflects:
- profit of $3.25 from the Tom Of Finland event
- $1500.00in sponsorships for West Coast Chapter Reception in New Orleans
- $250.00 in sponsorship for future chapter meeting
- $1500.00 deposit for West Coast Chapter Reception in New Orleans
However, this figure does not reflect stipends for attending annual conference in New Orleans.
Pooled Fund - $19,739.14. This does not reflect 1st Quarter 2010 interest, which we should receive "soon."
Sternheim Fund - $53,931.99
As of 12/31/2009, this fund is earning 2.1%, interest paid and reported every six months, with a maturity date of November 15, 2010.
Bill states that with over thirty-seven thousand dollars in our chapter’s account, we ought to do something.
Advisory Council reports:
Alignment Richard Hulser, absent
Richard reports via email that the Alignment process is focused on its revised mission, vision and value statements, each of which have sample entries via the Alignment portal. Richard adds that he "wrote an overview of the SLA Alignment project which is being published in MLS Marketing Library Services newsletter. Part 1 has already been published in the March/April 2010 issue and part 2 has been submitted and edited and being readied for publication in the May/June 2010 issue."
ArchivesJoyce Hardy, absent
Joyce sends word that she would like to thanks to Bill and Mary for all the scanning they’ve been doing. Bill says he’s ready to write a position piece as to the next part of this project. However, Joyce would like to know how much should be put on the website. Various programs, souvenirs and other records have been scanned, but should this all be placed online? Bill states that he and Mary have been scanning covers of programs but not necessarily contents: should they be scanned as well? While it may be quaint to have a membership list from the 1930s, would such as list from the 90s be scanned and posted as well?
Part of the problem is that there are no archive rules from SLA. There is no consensus as to whether materials preserved online should be for enjoyment, with more business-like records kept elsewhere. Teresa stated that there is a cabinet position for chapters, and this cabinet member might know which chapters are doing archives. It's possible that SLA-SCC could be the trailblazers for chapter records online preservation. Bill stated that we might need to have an archive/scrapbook party because all the scrapbooks are falling apart, and we will need an archivist to explain how to care for these.
Finally, Joyce went to to see what was in the chapter's archives, and found many broken links.
Awards
Belinda reports that Lyn Lewis of the Gemological Institute of America (not presentat this meeting), has agreed to do the awards this year, and asks Holly to speak with Lyn. Since awards are distributed at the Holiday meeting, Lyn has plenty of time. Belinda would like to see more awards given. At this time, SLA-SCC has two awards: the Billie Connor Award and the Award for Meritorious Service. Other possible awards could be given to a vendor, and perhaps mentors. Maria Brahme would be interested in being part of further discussion on this, while David Capolli suggested that we should keep awards simple and focused. Awards chair needs to look at SLA for guidance. Teresa suggested that the Awards chair work with members to get nominations for awards. Belinda suggested giving appreciation awards, recognition for efforts such as hosting events or volunteering. She also suggests that perhaps this committee needs a line item on the budget for more than just postage.
Blog/Newsletter EditorEric Bryan, absent
Absent, no report
Calendar Larry Zamora, absent
Absent, no report
CommunicationsJackie Prentice, absent
Jackie sent the following report via email:
I am not going to be at the meeting and I also have training wheels on but here is a lame attempt to communicate:
Jackie is not at today’s meeting because she is traveling to Arlington, VA for the Computers in Libraries Conference held at the Hyatt Regency in Crystal City. She will be there all week; hopefully the cherry blossoms will still be in bloom! Her favorite Karaoke spot looks out over the Pentagon which also happens to be one of her clients that she is meeting with – not sure why I am referring to myself in the third person so I will stop that immediately.
With lots of help, we managed to get the second issue of the Chapter Newsletter out by March 31st. Now I am looking for content for the next issue which will focus on SLA and in particular the West Coast Reception. I am also putting pressure on my folks here at EOS to step up and buy advertising space in the newsletter as well as to help fund the West Coast Reception. Those are my TOP TWO PRIORITIES!!!! I would like to get that May issue out before Memorial Day as it will have a patriotic theme.
And it seems as if our communication tools are getting more usage so that is a big bonus! Hope you all have a great weekend and Belinda please eat an extra donut on my behalf. We will split the calories.
(Belinda would like it noted that people are indeed reading newsletter, as there have been volunteers.)
Discussion List Bill Lee
At this time, the discussion list has 377 subscribers, 11 held, and 19 unsubscribed. Bill is currently working on the footer.
Ethics Ambassador Sue Brewsaugh, absent
Sue reports that she will plan a meeting/discussion before summer.
Job Line Amy Wegener, absent
Belinda reports that there are jobs being posted.
Mentoring Maria Brahme
Maria would like to beef up the mentoring program, but potential mentors aren’t coming forward. Mentees aren’t coming forward, either. It's suggested that we need to make this more appealing to mentors. Suggestions include: creating an award, holding a dinner, having some sort of budget for taking one's mentee out to dinner, and/or mentees writing notes on what it meant to them to be mentored. Teresa stated notes to mentors' employers about their involvement might be incentive. Questions that came up included: What is it we need to see from mentors? What can we tell potential mentors to make them interested in doing this? Maria may need to revise the application to reflect this discussion.
Maria would like to solicit suggestions from the membership. David stated that it was probably time to do another membership survey (2008 was last time) and mentoring could be part of the survey. Belinda added that perhaps mentees could be rotated quarterly through different types of institutions. Doris said to make sure to incorporate the social aspect of mentoring. Belinda asked Maria to draft a memo discussing the processes and goals. To help Maria, Teresa will look at strategic plans from other chapters for discussions of mentoring and forward them to Maria.
Nominations/Elections David Cappoli
David will soon contact the executive board to discuss plans for this year's nominations process and elections.
Professional DevelopmentSara Tompson, absent
Sara provided the following report:
This year’s professional development program:
- Topic = “Career Agility”
- Date = Friday, September 24, 2010
- Approx. Time Noon-6
- Location=University of Southern California University Club (Figueroa and Exposition)
- Tentative format: lunch, panel, breakouts in separate rooms, mini job-fair, end with cocktails and networking
- Tentative speakers: Deb Hunt, SLA Board Director and our chapter liaison (semi-confirmed, but she needs lodging); Cindy Romaine, President-Elect (have not heard back yet), others TBD, including nontraditional/consulting librarian, etc. from chapter
A March 24 conference call between Belinda, Robin, Drea, Christian, Jackie, Teresa and Sara (Prof. Dev. Chair) fleshed out the initial plans Sara and Robin had developed in January. Telecon notes from Drea available upon request.
Venue location was proving challenging, so I was able to secure USC’s University Club late yesterday afternoon.
I will need some assistance from Robin, Christian, David, others on speakers and “job fair” format and participants including vendor sponsors!
In response to Sara's report, Bill asked if we should give Sara a vote of confidence to allow her monies for housing, etc. Teresa stated that last year we spent around five hundred dollars on travel. It was decided that we still need clarification on what is needed before such a vote can take place.
Sternheim AwardsPeter Johnson, absent
Absent, no report.
Sternheim Award Fundraiser
Michelle Lucero of West will be chair of Sternheim fundraising. Robin Dodge has added chair of the Sternheim event to her duties. June 5th was raised as a possible date, but was considered too soon by the board. Teresa Bailey suggested either Arboretum or winery as venues, as both are inexpensive and have onsite catering. Doris Helfer will bring glasses, as she did last year. Robin wanted to know who receives complementary admissions, and was told by Teresa that the current winner and one guest are comped. Last year, the emcee was comped as well, but that was because Library Associates was a sponsor.
Robin has compiled a list of previous Sternheim winners, and will send email to them and to student groups, asking for assistance.
Student Liaisons, UCLADavid Cappoli
The SLA Student Chapter at UCLA is selling tickets for its 11th annual Dodger night on April 30, 2010; and preparing its spring report for SLA which is required of all association-sponsored student chapters. They sponsored a philanthropy panel with representatives from Room to Read, the Global Libraries Program of the World Archaeological Congress, and the Nidorf Collective on March 5, 2010 and a career panel with representatives from CNN, LAPL, Pepperdine (Maria Brahme, SLA-SCC Mentor Committee Chair), and USC Medical Library on April 2, 2010. They also joined the CSUN / UNT student chapter at a happy hour in Santa Monica on February 27, 2010.