Academic and Research Libraries Division

Meeting Minutes

 

March 7, 2003

 

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

 

1.  Review of Agenda – agenda was adopted with the addition of 3a..

 

2. Minutes of February meeting were approved. Newsome will forward them to Allison Johnson in the MLA office for posting.

 

3. Old Business

 

a. Legislative Committee liaison – we have not heard back from the Leg. Cmte..  James Caufield will contact Carol Zinda, former ARLD liaison, to discuss the responsibilities of the position, and will report back to us at our next meeting.

 

b. Program ideas for Annual Fall Conference –

Julie Kelly distributed a spread sheet of all program ideas received, plus copies of the 7 proposals that have reached a more formal state of readiness.  She then summarized input from the MLA office and President, indicating that we will have approximately 6  sessions guaranteed, not counting those jointly sponsored with other groups, plus the potential for approximately 4 programs more- but these not guaranteed. Deadline for preliminary requests from ARLD to the planning committee is March 14th, with the program planning committee meeting on March 21st to consider proposals from all areas of MLA. 

 

The Board then reviewed and categorized the program ideas received as to possible joint-sponsorship, or guaranteed versus not-guaranteed status.  Julie will carry forward our ideas to the March 21st meeting, and will report back to us the outcome.  If ideas from other MLA sections, divisions, or roundtables involve our co-sponsoring, she will act on her best judgment.  [Secretary’s note: As ARLD’s program suggestions have not yet been approved by MLA, and as some are still in formation, they will not be listed in this month’s minutes]. Several people were asked to continue to work on specific proposals they brought forward.

 

Board members involved in previous programming suggested that ARLD develop a “tip sheet” for presenters, some of whom may be making their first presentation at a conference.   The Board approved the idea, and it will be re-visited at a later meeting, most likely in May or over the summer.

 

A discussion ensued of whether to concentrate our programs on one or two days, or spread them out over the entire three days.  Only one program proposal has requested a specific day.  The Board decided that, rather than bunch them into competing time-slots, ARLD sponsored programs be spread throughout the three days, and that the one program which requested Friday… be on Friday.

 

James Caufield suggested a possible keynote speaker, and Julie Kelly will bring this forward to the program planning committee.

 

c. ARLD Day Planning -  Laurel Haycock distributed  descriptions of the eight poster session applications received.  After a brief review, all were approved. Laurel will contact the poster applicants, and will also contact Liz Johnson at UMD to give her a count and work out logistics. She will report back to us any issues which may arise.

 

Jane Ann Nelson reviewed the status of ARLD Day programs.  All program segments have presenters confirmed after Karen Fischer agreed to be a responder at the Generational Differences in Libraries session.

 

A decision on the best pairing of programs for the concurrent sessions was left to Jane Ann Nelson. 

 

Registration issues were discussed.  Karen Docherty will handle pre-registration via the  MLA communications outlets, with help from Allison Johnson for distribution.  Karen D. will also distribute information on hotels, parking, directions, etc. There is a reciprocal agreement with surrounding states of ND, SD, IA, and WI allowing members of each state’s library association to attend an event sponsored by another state’s association for member prices.  Our program might be of interest to folks in Northern Wisconsin, (and possibly in Fargo ND). Karen D. will contact WILS to inform them of the event, and ask them to distribute information to their members.

 

Payment of registration fees is required of presenters who are members of MLA.

 

Karen Docherty had distributed a draft of an evaluation form by e-mail, and this was approved.  Jim Newsome will compile the results after ARLD day.

 

4. New Business -  There was no new business brought forward for discussion.

 

5. Wrap-up on action items –

Newsome will distribute February minutes to MLA office

Caufield will contact Carol Zinda on Legislative liaison responsibilities

Kelly will forward program ideas to MLA Program Planning cmte, and attend March 21st PPcmte mtg, carrying forward our ideas and recommendations.

Haycock will correspond with poster session presenters and with Liz Johnson at UMD.

Nelson will decide time slots for concurrent programs.

Docherty will create the registration forms and make sure they are distributed.  She will also create an e-mail with links to helpful Duluth and UMD information for attendees.

Docherty will contact WILS, inviting Wis Lib Assoc members to join us.

Newsome will compile evaluations after ARLD day.

 

                   Draft submitted March 10,2003 – Jim Newsome, ARLD Secretary