Academic and Research Libraries Division (ARLD)

Minutes of the Board meeting of August 25,2003

draft

 

Present: Julie Kelly (chair), James Caufield, Karen Docherty, Laurel Haycock, Jane Ann Nelson, Jim Newsome

 

Julie Kelly called the meeting to order.

The minutes of the June Board meeting were approved.

 

Old Business

1) MLA Annual Meeting issues were discussed. 

 

ARLD session moderators are no w set. Julie K. and James C. agreed to switch two sessions between them.  Julie will no w cover “How do they see us?” while James introduces the presenters for “Revisiting Core Library Values.”  Julie will send a no te to presenters informing them who their moderators are, and asking them to prepare brief biographical statements for the moderators.  She will send the moderators the presenters’ email addresses, and will also send the moderators internet connection information for the Rochester Civic Center meeting rooms. Then the moderators will contact the individuals in their programs for the biographical information and to let them k no w their moderator will be available for them immediately before their session. [Did I get this right?.]

 

Public Relations/Publicity plans for the conference- Docherty’s previous emails have been well done.  She will email ARLD members on or about Sept. 2nd, reminding them to register early, and mentioning that they should check off their box lunch choice.  She will then send a no ther reminder around the 10th, which will also highlight Mark Dayton’s presence, and mention the joys of our business meeting on Friday.

 

Business Meeting planning – everyone liked last year’s business meeting, and there was discussion of how to make this business meeting as energizing and useful as last year’s. It was agreed that emphasis should remain on group discussion and member input.  However, other essential business will still need to be presented.  The following topics were suggested to Julie K. for the agenda: welcome and introduction of Board members, elections information and call for no minees, discussion of survey questions (which would directly lead to more discussion of programming possibilities and potential themes for the April ARLD Day), and finally, mention of ARLD date and place, plus a chance for members to bring up other issues or concerns. Copies of the survey form will be handed out at the meeting to facilitate discussion.  We will have some time constraints because of the need to finish in time for those who wish to attend the key no te book discussion.  But those wishing to discuss further will be invited to stay as long as the room is available.

 

Session evaluations- The ARLD Board agreed that session evaluations are necessary.  We believe that our own evaluation form, used at ARLD day, can be slightly modified for use at the conference, and would be more valuable to us than the standard MLA evaluation form.  Karen Docherty agreed to do a quick revision of the evaluation form we used at ARLD Day in Duluth, e-mail it to Board members for comment, and get a final version to Alison Johnson at the MLA office for copying before September 10th.

 

Moderators and troubleshooting- we discussed how moderators will work with MLA staff in the event of equipment or environmental/logistic problems at their sessions.  Julie K. will contact Alison Johnson and find out the proper procedures for dealing with problems on site.

 

Tip-sheet for presenters- The Board agreed that a tip sheet for presenters would be of value to some presenters, especially those new to making presentations.  Julie elicited our ideas for what should go on such a sheet.  The following ideas/reminders for presenters were recommended:  1) have handouts, 2) remember that the audience is mixed by type of library and level of experience, 3) things often take longer than expected, 4) a practice run is helpful, 5) leave time for questions, 6) save Power Point and other computer presentations to your hard drive, 7) microphones are essential in almost all circumstances, 8) save your power points for possible future uploading to our web site, etc., and 9) put contact information on your handouts.

 

Mark Dayton Values Backgrounder- James C. had earlier e-mailed the Board a draft of his library issues/values document, written to help Sen. Dayton understand key academic library issues.  He will have a final draft done very soon. Julie Kelly will find out from the Godort Representative how to get it to Sen. Dayton before his presentation, and no tify James of the necessary logistics.

 

2) Elections and Board Vacancy- there is a vacancy on the ARLD Board for a one year, one-time, special member at large, plus the other regularly scheduled openings.  A description of this position, plus a general call for no minations for all the positions will be made at the business meeting, as well as through a no minating committee which will be created soon thereafter. There will be more discussion of elections at our October, and possibly at our brief September meeting.

 

3) Instructional Dialogues- A question was raised about whether we should work to generate interest in doing one or more of these yet in 2003?  We agreed that we should.  Jane Ann N. volunteered to pursue this in the Twin Cities, and James C. agreed to investigate possibilities in the St. Cloud area.

 

4) ARLD Day, 2004- A date: April 30, 2004 , and a place: The Minnesota Landscape Arboretum Library, have been selected for this event. These will be an no unced to the membership at the business meeting on Sept. 26th.  Work on planning the day will follow the Annual conference, where one of the evaluation questions at each ARLD sponsored session will ask for possible topics or themes.

 

5) Fall meeting times, dates, place-  The ARLD Board meetings were set for this Fall- all will be at the Metronet office meeting rooms. The dates are:

Friday, October 10,            2:45-4:45

Friday, November 14,        2:45-4:45

Friday, December 12,         2:45-4:45

 

6) Kate Borowske will attend our October Board meeting to speak about the @your library PR campaign.

 

7) September meeting- the ARLD Board will meet briefly after our September membership business meeting. Actual time and place will depend upon circumstances, and will be determined at the business meeting.

 

8) MLA facilitating Library Leaders and State Leaders meetings- The MLA Board would like to see a program instituted whereby library leaders formally meet one on one with no n-library leaders in  Minnesota.  ARLD’s Board endorses the idea. Julie K. will bring word of our endorsement to the next MLA Board meeting.

 

9) Sabo Bill- The ARLD Board will ask Karen Clark, our legislative liaison, to draft a letter of support for Martin Olav Sabo bill, and send it to Rep. Sabo, ASAP. It was also recommended that we invite Sabo to a future meeting, perhaps the ARLD Day in April.

 

10) Minnesota Library Council- one of our appointed academic reps. to the Council would like to resign, as she agreed to a one year time-period, and that will soon occur.  We discussed how to proceed. Kelly will contact Alison Johnson at the MLA office for further information.  [Secretary’s no te:  the Council by-laws state that the ARLD Board appoints two members to the council, but it does no t state for how long].

 

11) Other- Julie will write an Annual Report of our activities for the MLA Board.

 

Next meeting- Our next full Board meeting will be October, 10th at 2:45 in the Metronet office.  There will be a brief meeting of the Board after the Business meeting on September 26th.

 

Respectfully submitted,

Jim Newsome, ARLD Secretary