MLA Academic and Research Libraries Division (ARLD)

Board Meeting of 1/17/03

 

 Minutes

 

Present: James Caufield, Karen Fischer, Julie Kelly, Jane Ann Nelson, Jim Newsome

 

The following are the ARLD Officers for 2003:

 

Past Chair: Jane Ann Nelson, Augsburg College

Current Chair: Karen Fischer, Carleton College

Chair elect: Julie Kelly, University of Minnesota, Twin Cities

Communications Officer: Karen Docherty, MINITEX

Secretary: Jim Newsome, College of St. Catherine

Member-at-Large: James Caufield, St. Cloud State University

Member-at-Large: Laurel Haycock, University of Minnesota, Twin Cities

 

Karen Fischer called the meeting to order.

 

  1. Introductions and duties of officers

 

As several members were new, introductions were made, and duties of officers were reviewed. 

During the discussion, mention was made that in addition to the elected officers, there is need for a liaison from ARLD to the MLA Legislative Committee.  This person does not necessarily have to attend the meetings of the Legislative Committee, but  acts as a communications conduit between the Legislative Committee and ARLD.  Karen Fischer will ask Karen Docherty to send out a call on the ARLD listserv for a volunteer.

 

Further discussion occurred concerning program planning for the Annual conference next Fall.  Last year ARLD had many excellent program ideas, but there were not enough rooms to hold all.  Several good ones therefore had to be left out.  To help alleviate the problem, the ARLD Board recommends that MLA designate a number of guaranteed program slots for ARLD this Spring, hopefully around ten.  Then at our ARLD Board meeting in March, we can choose the same number of programs as our guaranteed slots, with alternates if more slots are available.  Karen Fischer will talk to Chris Olson about this.

 

  1. Approval of Minutes of December meeting- 

 

Minutes of the December meeting were approved with the correction of the spelling of former Board member Joe Mount, who was listed in the minutes as Joe Montana.

 

 

 

  1. Old Business

 

  1. Set monthly meeting dates and locations.

As two members were not able to attend, and other possible MLA scheduling conflicts still had to be checked, the following meeting times, dates, and place are tentative.  The officers present did agree that Fridays work best overall for most. 

Friday, Feb. 7th, 2:45pm -4:45pm (this may have to change)  

Friday, March 7th, 2:45pm -4:45pm

Friday, April 4th, 2:45pm – 4:45pm

Friday, May 9th, 2:45pm -4:45pm

all in the MLA office area. 

 

  1. A recap of ARLD accomplishments in 2002 and directions for 2003

 

*      Instruction Dialogs – 2 held in 2002- at Mankato and St. Paul.  Others are being planned for 2003. Jane Ann Nelson will follow up on those still “in the works.”

*      ARLD listserv was created and is now being used

*      ARLD web page was created and is now being used

*      Many well-received programs at the 2002 Annual Conference.

*      A successful box-lunch business meeting at the 2002 Conference.  The lunch meeting was much better attended than previous breakfast meetings.  The ARLD Board would like to have the business meeting in 2003 also be at lunch time, as there is more attendance, more energy to discuss ideas, and better chances to socialize.  Karen Fischer will write a letter to the MLA Program Chair about our wishes for another lunch meeting.

 

  1. Proposal to adapt the ACRL poster/paper guidelines for our own ARLD Day poster sessions

 

*      Julie Kelly stated that ARLD needs criteria for judging potential poster sessions, and the ACRL guidelines would make a good starting point.  James Caufield agreed, but cautioned that we don’t want to make the criteria so strict that innovative ideas are curtailed.  The Board then asked Julie Kelly to adapt the ACRL guidelines to our local needs, and send the criteria to the Board for review at our next meeting.

 

  1. Update on ARLD Day planning

 

*      ARLD Day is scheduled for Friday, April 25th, 9:30am – 4:00pm in Duluth at UMD.

*      Jane Ann Nelson distributed the ARLD budget to the Board, plus a planning outline for ARLD Day.  She then guided us through a lengthy planning discussion. Highlights and action items follow-

*      Costs are nearly determined for food/drink, flyer distribution, and travel and honoraria for non-librarian speakers. As the number of non-librarian speakers is not quite determined, the total cost can only be estimated at this time, but is fairly close.

*      Spaces for program are set – Kirby Ballroom in the Student Center, and two spaces in the Library for breakout sessions in the afternoon.

*      Programs are not all set-

 

Wendy Pradt Lougee for Keynote – set

 

Poster Sessions- criteria to be developed, space is set.

 

Computing Services in Libraries breakout session- Two panelists set – Chris Pegg and Kristi Tornquist,  A third potential panelist, Joan Roca, is considering.

 

Games Academics Play breakout session set – Lars Christiansen and Alex Yard will present

 

Generational Differences in Libraries breakout session – Main speaker not set- but there are two good leads, one in Duluth, one in southwest MN.  Julie Kelly and Laurel will work on getting one of them.  Priscilla Angenor and Jim Newsome have agreed to be responders.

 

Library Organizational Structures in an Age of Change breakout session- set

Christine Clements and Terri Fishel to present

 

*      Schedule – set, though tours could occur earlier than the 9:30 registration, as well as at the end of the day.

*      Registration – in the Kirby Student Center where the morning keynote will be. After reviewing costs, it was determined that the registration fees for ARLD day would be $35 for ARLD members, and $50 for non-members.  ARLD is responsible for breaking even on the event.

*      Volunteers- at least two have volunteered.  There will be opportunities for others.

*      Evaluation- yet to be developed

*      Registration form will need to be created and sent to the MLA office for distribution. Jane Ann and Karen Docherty will work on this.

 

  1. Update on ARLD membership information.

 

*      The ARLD membership list was printed and distributed to the Board.  There are currently over 300 personal members in ARLD. Karen Fischer will check the list against the listserv for continuity. Karen will also check with ACRL to get a list of ACRL Minnesota Chapter members.

 

  1. New Business

 

a. Chapter Council at ALA Midwinter

 

*      Julie Kelly will attend the ACRL Chapter Council at ALA Midwinter, as the Minnesota representative

 

     b. Program planning for MLA Annual Conference

     

*      Discussion ensued of the process for soliciting and choosing ARLD sponsored programs. The first step is knowing the theme of the Conference.  Karen Fischer will ask the Conference planning chair that the theme be announced soon, so we can work with it. 

*      Program proposals will need to be reviewed and their acceptance decided at our March 7th meeting, in order to get the list to Allison Johnson in the MLA office by the following week- her deadline.

*      There is an existing form to be filled out by those proposing a presentation topic.  Karen Fischer will send it to Julie Kelly and she will deliver it to Karen Docherty. A call will need to go out on the ARLD listserv soliciting topics.  [Secretary’s note: it was learned by Karen Fischer after the meeting had adjourned that Allison Johnson of the MLA office is going to put the program request forms on the web for downloading.]

 

Meeting adjourned

 

Action Items for Individual board members:

 

Karen Fischer – ask Karen Docherty to send out a call on ARLD listserv for a volunteer for Legislative Committee liaison

Karen Docherty- send out the call to ARLD listserv for a volunteer for Legislative Committee liaison

Karen Fischer – contact Chris Olson about having a lunch Business meeting at the MLA annual conference

Jim Newsome- contact Laura Dale Bischof and have her make correction to the December minutes, and send them to MLA office.

Karen Fischer – contact Laurel and Karen Docherty about tentative meeting times. Book MLA meeting room for meetings.

Jane Ann- contact those who have proposed doing Instruction Dialogues in 2003 and see how they are progressing

Karen Fischer – contact Chris Olson about having a designated number of slots for ARLD sponsored presentations at MLA Annual meeting

Julie Kelly – Adapt the ACRL poster/paper guidelines to our needs and get a draft to members before our next meeting

Jane Ann- let UMD know our choice for registration location for ARLD day.

Laurel and Julie Kelly – line up main presenter for Generational Differences session at ARLD day

Jane Ann  - notify Dan Gjelten that he will not need to be a presenter for Library Organizational Structures session.

Jane Ann and Karen Docherty – create a registration flyer/registration form for ARLD Day.

Karen Fischer – check active member list against listserv

Julie Kelly – attend ACRL Chapter Council meeting

Karen Fischer – ask MLA Chair-elect the theme of the Annual Conference

Karen Fischer – get program solicitation form information to Julie Kelly.

Karen Docherty, in consultation with Julie Kelly, put out call to ARLD members for program suggestions with instructions on how to apply- and check that Allison Johnson puts the e-form on the web page.

 

Approved by ARLD Board on Feb. 7th, 2003