ARLD Board Meeting Minutes
August 23, 2006
2:00 - 4:30pm
MLA Conference Room
Present: Jim Newsome, acting chair; Karen Docherty, Linda Eells, Robin Ewing, Stephanie McConnell, Victoria Peters, chair (via telephone); Barbara Vaughan
Approved July meeting minutes
Adopt agenda – No new items
1. Election process update - election committee
Reviewed copy of ballot, which will go out to ARLD listserv on Monday. A few nominees were deleted from the ballot because they were not members of ARLD or ACRL. Board members must be members of both. If you hear from interested individuals who are not members, suggest that they could learn more about the board by working with us as volunteers in the future. Timeline Aug. 28-Sept. 15. Reminder will be sent by Stephanie on Sept. 5.
2. Academic Librarian of the Year Award update - awards task force
Committee needs to select candidate and inform Barb and the board. Need a process for informing the candidate and inviting them to MLA; need award announcement and presentation text?
Nominations still being collected. Due Sept. 5. Stephanie will send reminder out to ARLD list on Monday and final reminder on Sept. 5.
We should do a plaque (Barb and Karen will pick the award).
Victoria will present award.
3. MLA Conference - Newsome
a. Reduced role for moderators- no need to get bios, equipment needs, or check handouts. MLA is currently doing this for all presentations for the sake of consistency across divisions. MLA will put results (equipment needs and bios) in moderators' registration packets. Bios will be rewritten by a writer MLA is working with, so they sound professional and are consistent. Barb will have a box at each session for handouts provided by presenter and evaluation sheets for the session. MLA will have a volunteer going around picking up and dropping off the boxes. Barb will be on a walkie-talkie and the registration desk will be able to reach her.
b. ARLD business meeting agenda - tentative
Welcome; introduce Barb Vaughan, and 2006 and 2007 ARLD Board members; what ARLD did in the past year (Karen); what is ahead in the coming year (ARLD Day); MEMO/MLA update (Julie? Jim will check with her); volunteer opportunities, posters, dialogues, getting other people to join (membership - ways to get involved in ARLD); listserv; encouraging people to attend our events; ask for ideas to be shared via listserv or directly with board members ideas for things they would like to see in future events; thank you. Ask for volunteers for different Dialogues from around the state? Last year Duluth volunteered and we did not follow up.
Add: Promotion of ACRL conference in Baltimore next spring, and talk about our connection and relationship with them. Add recognition of new members? Mention possible dues increase from MLA.
Jim will send draft agenda out to the board next week for additional suggestions. Hors d'oevres will be provided by MLA.
c. We need a volunteer to attend the Wed. A.M. session for new members, and briefly pitch ARLD.
Jim will check first with Kate McCready, then check with Lynne, then will put a call out for volunteers if neither can do it.
Victoria is introducing Camile Alire that afternoon, so she will do another ARLD pitch at that time. Advocacy training session on Tuesday (Library Advocacy Now) - registration is low to date. We need to promote this more on the ARLD website and listserv. Barb will send note to list letting people know they can attend ONLY the Tues preconference and don't have to attend the whole conference. We should arrange for a dinner for presenter on Tuesday night.
d. Attendance at Friday noon workshop for MLA leaders
Jim and Robin will attend. Entire board is welcome to attend. This is a very informal presentation of how things work organizationally at MLA, budget issues, etc.
Other MLA conference issues:
Per Barb, registration for conference is about 450 so far, which is very good relatively. Number signed up for each ARLD sponsored or cosponsored session:
ARLD business meeting: 50 registered
A6 Session: 75
B3: (Alire) 55
C2: 36
C10 (cosponsor): 19
D2: 81
E2: 24
E8 (cosponsor): 11 – Jim will moderate, late assignment
F2 (cosponsor): 37
Technology (e.g. podcasting) is very popular. We should focus more on this next year.
Perhaps we should solicit presentations from ARLD members or at least give them preference in the future, if we have more presenters than slots.
We should have a table with ACRL ribbons and buttons and brochures, with or without staffing. Megan Bielefield at ACRL will send us a box of materials. Barb will give us a table. Karen will coordinate setting up the table and Barb will assign someone to set it up.
Barb will put "Reserved ARLD" table tents on some tables at open lunch on Wednesday.
Wed pm reception in the exhibit hall is open to everyone. Get name tag from Barb.
8-10:30 Thursday night they will be playing TV show games, trivia questions, etc. Teams of three. Buzzers provided.
4. Legislative Issues Update – Ewing
Karen and Robin attended the first platform committee meeting. They will be working w/Bill DeJohn to craft the part of the platform dealing with MINITEX issues (ELM, etc.). Platform committee meets again on Sept. 7.
5. Date and Place for ARLD Day - general discussion
Membership likes the April date (last weekend – April 27, 2007). Karen will check with Victoria to confirm. ACRL is in early April. MN PALS has a spring meeting at about the same time. Out state members will not be able to attend both. Also the U Libraries/MINITEX collection development symposium is in May. They had a great turnout last year and ARLD Day did not seem to impact that.
Location? Chanhassen works so well, people like it and don't have to travel through the TC. Barb will call and hold the Arboretum for that weekend for next year. MN Zoological Garden would be a good backup site if Arboretum is not available.
Theme: In the past we did perhaps too much advance planning as far as speakers, etc. Topics felt a little stale by the time the conference came around. Settle logistics first and work out theme and speakers later.
6. Final draft of library school recruiting materials- Weber (absent); Vaughan
Only Barb received the latest attachments from Lynne (today). Barb is happy to sign the letter but she thinks it might be stronger if signed by Victoria, or both of them. Lynne sent Barb the list of schools to receive letter, which is accompanied by our recruiting brochure with registration form on reverse side. Barb will copy text onto the form and reproduce. She will send out letter with ~10 brochures for each school; we should be able to use our ACRL dues funding for this production as long as we keep it modest (black print, colored paper, nice formatting).
7. Procedures Manual - format, procedures for updating, etc. discussion – Eells
Shall we have all board members make modifications as individuals identify them, or should one person make the modifications based on discussion/review by the board? Advantage to the former and revising via a wiki is that it spreads the work around. Advantages of assigning all changes to the board Secretary: one person is responsible so it actually gets done. Consensus favors the latter (board secretary is responsible, with input from entire board). Add it to the job description for that position, and suggest that the manual be reviewed/modified and reviewed by the board every ?2 years? Note the manual is just a guidance tool mainly for board members. Descriptive, not prescriptive. New board members should be given the manual and/or link and asked to review it prior to their first board meeting.
8. MLA Board meeting update – Docherty/Vaughan
MLA conference details; MLA Award committee update; structural issues that affect the budget process; discussed and reviewed Legislative Platform committee and platform process. MLA would like to get more information on the web, who the legislative lobbyist is meeting with, what the issues are, how members can advocate.
Differences between a round table, a division (has a seat on the board), and a section (you pay slight additional membership fee) – what are they, does MLA need to clarify these distinctions?
9. Each One Reach One campaign for recruiting new academic members – Barb will send reminder out, as participation is quite low to date.
Next meeting:
ARLD Business meeting at MLA Conference
October meeting – new board members will be invited although their term starts in January:
Friday, Oct. 27
2:00-4:30
MLA Conference room