Waikato / Bay of Plenty Regional LIANZA
AGM
Sunday 28th August 2016, 12pm
Venue: Greerton Library, Tauranga
Present: Hanna Peters, Kate Reynolds, Lee Rowe, Dawn Carlisle, Mel Chivers, Christine Busby, Amanda McFadden, Penny Guy, Michelle Anderson, Theresa Reilly, Joanna Thomas, Raewyn Adams, Bryony Hawthorn, Debbie McCauley, David Birkett, Linh Wong, Carolyne Taylor, Jenny McIvor, Joan Gibbons, Jess Howie, Leslie Goodliffe, Janet Arnet, Carla Jeffrey, Jill Best
Apologies: Sharon Cornwall, Mohan Lal, Michelle Sims, Helen Roper, Su Scott, Heather Tennant, Jenny Kelly, Pene Walsh, Stef Clarke, Carol Routley, Kay Greed, Vye Perrone, Kathryn Parsons, Angela Broring
Moved: Lee Rowe
Seconded: Penny Guy
Minutes of Previous AGM:
The minutes of the last Annual General Meeting held Sunday 16th August 2015 were discussed by those present. It was pointed out that some corrections needed to be made to the list of those present, and there were some typos and these were noted for correction
Moved that the minutes be adopted : Lee Rowe
Seconded: Amanda McFadden
Passed unanimously
Matters Arising:
Library Assistants Day
This was discussed and the consensus were happy to leave it. People felt their needs were being met with similar activities at the annual weekend school.
Mentoring Scheme
At a national level, LIANZA is looking at different mentoring schemes outside of the current formal professional registration mentoring.
Associateships
A discussion was had around the applications for Associate and Fellowships. Not enough people from our region applying for Associateships. Could be more shoulder-tapping to be done.
Chairpersons Report:
The Chairpersons report was read by Lee and accepted by all present.
Since the AGM last year, the regional committee has been involved in a variety of activities. The main event was the annual weekend school, held this year in Raglan in May. This was possible thanks to the Waikato District Council, Raglan Library who provided the venues and local organisation, and Ngati Mahanga for the welcome and hospitality. Once again we had a great range of topics and speakers. It was wonderful to see so many people participating as first time speakers. Well done to all of you, I was impressed at the high standard of presentations and the passion you showed for your topics. We had 70 people attend, an awesome turnout. Some drove for 6 hours to attend. Thanks also to Kris Wehipeihana, Te Paea Paringati and Joanna Matthews from LIANZA for travelling so far to attend and speaking to us. Thanks also to NZMS for their sponsorship and support. A huge thanks also to the committee who worked so hard to pull it all together. It was a fantastic team effort.
Other activities that the committee have been involved in over the year:
Sponsorship for a regional member to attend LIANZA 2015 Conference. The successful recipient was Claire Mead from Waipa District Libraries. Well done again Claire.
For the first time we also sponsored a regional member to attend the Te Ropu Whakahau hui, which this year was held at Parihaka. Coralie Campbell-Whitehead from HB Williams Library in Gisborne was the recipient and Coralie reported back about her experience at the Weekend School.
We’ve organised various social activities including Christmas Breakfasts in Tauranga and Hamilton, and several Pubrarians sessions in Hamilton and also for the first time in Tauranga.
In terms of communication to members during the year we started a Facebook page which is currently sitting on 80 likes and is working well to help promote our activities. We used the LIANZA event app for the weekend school which was lots of fun to set up and use. We also maintain a webpage on the LIANZA website, and of course still use email to communicate with members. I’ve noticed some of the other regions have started Twitter accounts recently so this is perhaps something we could look at too. In the mean-time we have quite a few active tweeters in our midst.
More recently, a suggestion was made that we consider changing the name of the region from Waikato Bay of Plenty to a different Te Reo name, more in line with the names of the other LIANZA regions. We asked LIANZA office for guidance on a process for this, and they suggested the first step be to survey our membership to seek a mandate for progressing any change. We did this in July and 51 people completed the survey with 84% of them agreeing to the change and 16% disagreeing. We got a lot of useful feedback in the comments. As this is a good response rate to show that most of our members agree with the idea, the committee are going to progress this, and the next step is to seek advice from people with expertise on a possible name, consider this advice, consult further with the membership, and then make a recommendation to the LIANZA council for their approval. This topic is on the agenda for discussion later in the meeting.
We have several other activities in the pipeline for the remainder of this year including a Reference Interview Workshop in Rotorua on October 5, and a copyright talk or workshop in Hamilton in September. Both of these are on the agenda for discussion.
I would like to formally welcome Amanda McFadden as our new Councillor. Amanda works at Tauranga City Libraries. I’d also like to thank the outgoing Councillor Christine Busby for the great work she did in this role.
I’d also like to thank the LIANZA office staff for their support throughout the year, particularly for the Weekend School. Nothing was ever too much trouble.
On a very important note, I would like to once again thank the Committee for their hard wok over the year. Mohan Lal in the role of treasurer, Christine Busby, Dawn Carlisle, Amanda McFadden, Penny Guy, Hanna Peters, Bryony Hawthorn, Sharon Cornwell, Mel Chivers and Kate Reynolds. It’s been an awesome committee – lots of energy and enthusiasm, and we’ve had fun meetings with fantastic minutes thanks Hanna. I am tendering my resignation as Regional Chair of the LIANZA Waikato/BOP region but would like to stay on the committee.To finish, thank you to all our members for your interest and involvement. Thanks to those who came along today or submitted your apologies. Remember this is your organisation – we welcome your suggestions for events and encourage your involvement inLIANZA activities – no matter how big or small, it is an incredibly awesome organisation to be part of, with many exciting things happening.
Moved that the annual report be adopted: Lee Rowe
Seconded: Christine Busby & Dawn Carlisle
Passed unanimously
Treasurers Report:
The annual financial summary of our accounts was handed out and we all agree that we need to spend some of our funds this coming year. The incoming committee need to discuss ideas for more events and sponsorship.
Moved that the financial report be adopted: Lee Rowe
Seconded: Kate Reynolds
Passed unanimously
Report from the Regional LIANZA Councillor:
I attended the Strategic planning day in Wellington in June, as a first time Councillor I was made to feel very welcome and part of the team.
From that day I took away with me more of an understanding of the vast amount of things that LIANZA have been involved with in the last 12 months:
July 2015 to June 2016:
Leadership
- TPPA Submissions
- Future of Libraries Summit
- Advocacy Group
- Comments on the restructure of the National Library’s Services to Schools
- Support of the International Federation of Library Associations and Institutions (IFLA): Indigenous Matters Section
- Opinion pieces in response to key media articles
- Submissions on WhoIS privacy of website holders
- Library Aotearoa: Community Engagement toolkits
- Good e Programme
- Emails to members on ‘Make the Most of your Membership’
- Kotuku Cohort 2
- Workforce Development Group (Future Libraries action)
- One Libraries working group (Future Libraries action)
- Merger with New Zealand Book Awards
- Using the Application ZOOM for meetings
- Provision of membership cards
- LIANZA office providing more support to SIGs and Regions
The next part of the day was a discussion and working in teams about the way forward for the next year.
Value Proposition
- We decided to change the wording to better reflect our value to the members:
Leadership
- Continue advocacy to key areas in Government, and to further the implementation of advocacy strategies of behalf of the profession
- Develop the work of Future Libraries where appropriate
- Continue to comment when and where necessary for libraries in the media. We need to make sure the correct messages are getting out.
- Kotuku
- A commitment to send a member of Council to Te Ropu Whakahau hui-a-tau
- Continue to inform members of key opportunities provided by their membership
- The delivery of Associateship and other professional awards and scholarships
- Provision of volunteer opportunities
- Develop our growing membership
- Support Library Life editor
- Support SIGs and regions to deliver regional events
- Publish results of surveys
- Deliver regular publications including Library Life
- Continue to develop and deliver 5 Minutes On videos
- Provide access to pre-digital resources and publications
- Further develop and grow LIANZAs social media community
- Increase and retain membership by increasing our value to our members
- Deepen the partnerships with other organisations
- Continue to work towards financial sustainability
- Continue to strengthen Code of Practice
- Refine the office operations/processes
- Respond to changes in the Incorporated Societies Act and the implications for LIANZA
It was decided that when the region holds events, it needs to consider a surcharge for non-members. There must be at least one ‘members only’ event (usually our AGM). Also we will need to think about this part of our role in planning ahead for events etc. Where there is a membership drive for non-members, we might consider no surcharge for these events.
LIANZA Conference 2019
Vodafone Events Centre in Manukau is the prefered venue. Expressions of Interest of Conference Convenor and team has been sent. Closes at end of August 2016
Memberships
Council has decided to increase the Institutional fees, with benefits to online CPD training at membership costs for all employees.
- Total LIANZA members: 862
- Waikato/ BOP members: 187
- Registered Members: 90
Category Status / 21 Sept 2015 / 19 Oct
2015 / 16 Nov 2015 / 17 Dec 2015 / 25 Jan
2016 / 22 Feb 2016 / 14 Mar 2016 / 18 Apr 2016 / 16 May 2016 / 13 June 2016
Financial RLIANZA Members / 820 / 821 / 819 / 815 / 812 / 778 / 774 / 759 / 753 / 740
Revalidation – Current Journal Assessments / 3 / 0 / 0 / 17 / 6 / 9 / 17 / 5 / 8 / 7
Revalidation – Journals Approved for the Month / 25 / 13 / 8 / 27 / 16 / 21 / 13 / 18 / 17 / 13
New Applications in Process / 1 / 1 / 0 / 1 / 2 / 4 / 4 / 2 / 1 / 1
New Applications Completed (RLIANZA status) / 5 / 3 / 1 / 0 / 0 / 0 / 1 / 0 / 4 / 4
Professional Registration Extensions, Parental leave, Canterbury Leave etc / 31 / 31 / 31 / 31 / 31 / 29 / 29 / 29 / 28 / 26
Applications Withdrawn – for the period / 6 / 0 / 3 / 4 / 3 / 34 / 4 / 15 / 6 / 13
Applications Withdrawn – Total / 769 / 769 / 772 / 776 / 779 / 735 / 817 / 832 / 838 / 851
There has been a review of the Professional Registration Scheme. The following items came out of it:
- Route C recognises work experience and that a minimum of a Bachelor’s degree in library related qualifications is still required. So an education or IT qualification is ok for this.
- Individuals can map their experience and knowledge to demonstrate this.
- There will be continuing work to ensure the scheme is compliant with ISO standards.
Moved that the Regional Councillor’s report be adopted: Amanda McFadden
Seconded: Dawn Carlisle
Passed unanimously
The LIANZA Waiata was sung by the group.
Election of Officers:
Nominations for the Committee:
- Carolyne Taylor
- Bryony Hawthorn
- Dawn Carlisle
- Kate Reynolds
- Sharon Cornwall
- Lee Rowe
- Mel Chivers
- Mohan Lal
- Lisa Pritchard
- Hanna Peters
- Penny Guy
- Amanda McFadden
Seconded: Lee Rowe
Passed unanimously
Dawn Carlisle was voted in as Chairperson
Moved: Joan Gibbons
Seconded: Bryony Hawthorn
Passed unanimously
Mohan Lal retains his position of Treasurer
Moved: Lee Rowe
Seconded: Jill Best
Passed unanimously
Hanna Peters was voted in as Secretary
Moved: Joan Gibbons
Seconded: Penny Guy
Passed unanimously
Dawn thanked the Regional Committee for all their efforts over the past year.
Moved: Dawn Carlisle
Seconded: Everyone
Joan thanked Lee Rowe for all her hard work as Chairperson over the past year.
Moved: Joan Gibbons
Seconded: Everyone
General Business:
Copyright Seminar
This is to be held in September, date to be confirmed. The Committee has agreed to host the speaker and sponsor him for any travel related costs. The speaker is Michael Wolfe, Executive Director of Authors Alliance, a copyright attorney and legal researcher at the University of California, Berkeley. Michael is a frequent speaker on publishing agreements, copyright law and policy, and authors’ rights.
Weekend School 2017
Tokoroa has been nominated as the next port of call. They are willing to host a Weekend School and have approached us on previous occasions, so they will be thrilled to know we have decided to host the 2017 event in Tokoroa.
Te Reo Name
A discussion ensued regarding the adoption of a Te Reo name for the Region. We want to align with other LIANZA regions using a Te Reo name, but it needs to encompass all of our areas – Waikato, Bay of Plenty, Coromandel and Gisborne. The recent survey results showed us that members were happy for this project to go proceed. Any suggestions for names to be forwarded to the Committee for discussion. The Committee will also be seeking advisement from a few other selected people within the Region,for help with putting together some Te Reo name suggestions.
Election of Officers
It has been proposed that we should have online voting for next year’s meeting so that any nominations put forward leading up to the meeting can be ratified at the AGM. This would help people who can’t attend as they may be from out of town. The possibility of having the meeting at a technology capable venue so that others from out of town can Zoom in would also be useful.
2017 AGM
The date for next year’s AGM will be set at the next Committee meeting, so everyone knows what they are doing, well in advance.
Associateships
It has been suggested that there be more support workshops for people who would like to apply for an Associateship. More advertising is needed to tell Librarians how to go about applying and what you need to help you apply. Perhaps someone could write an article for Library Life? Joan Gibbons has agreed to hold an informal get together for those wishing to discuss the Associateship process, sharing her knowledge from being on the panel. LIANZA is also short of applications for Fellowships if anyone knows someone that should be nominated by secret squirrel.
Meeting closed at 1.12pm / Hanna to make corrections to minutes.
Amanda to take back a few comments from the Region regarding the pricing of LIANZA fees. Full-time employees vs. Part-time employees.
Lee has confirmed that the date for this event is Monday September 12th
Carla Jeffrey to raise this topic at her next Ngā Kaiwhakahau video conference meeting held on September 20, for discussion and ideas. She will report back to the Regional Committee.
Committee to decide on a date for 2017 AGM.
Joan has suggested that we hold a session during the next Weekend School.