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Oklahoma Chapter - Association of College and Research Libraries
January 5, 2001
Oklahoma State University Patent & Trademark Depository Library
Stillwater, OK

Minutes

Present:
Julia Crawford, President
Susan Hahn, Past President
Gwen Dobbs, Vice-President/President Elect
Beth Reiten, Secretary
Marilyn Moore, Board
Molly Murphy, Board

Hahn called the meeting to order at 1:22 p.m.

Minutes of the December meeting: change Edmond to Norman. Julia moved to accept the minutes with the proposed change, Gwen seconded, revised minutes were approved.

Transition: The first order of business was the transition between the 2000 and 2001 officers.

  • Susan passed the president's files, banner, disks, visor, etc. to Julia. Julia then bonked Gwen with the ballot box. She also handed over the ballots and the evaluations from the conference. At this point, Julia began to run the meeting.
  • Jim was not in attendance and indicated that he will mail Beth the secretary’s files and materials.
  • Gwen will pass along the OBIC materials to Jay.
  • As Audrey is again the treasurer, there was no transition required.

Newsletter Report: Molly indicated that she and Ona have been unable to open anything on the disk Tom passed along with the previous newsletters and templates on it. They believe they are dealing with a PC/Mac incompatibility. Someone from Tulsa had mentioned they had something they wanted to have placed in the newsletter; they will get more information soon. Molly and Ona are thinking about using either MS Word or MS Publisher to produce the newsletter. Since they can’t open Tom’s PageMaker files, they are going to take the opportunity to use a program that they’re more familiar with. The December/January newsletter will come out in late January, with the second one coming out in late March so there’s a little more space between them. We’re looking at putting the conference wrap-up both in the newsletter and on the website. When it’s ready, Molly will pass it along to Beth.

Bylaws Discussion: As we talked about at the last meeting, there’s nothing in the bylaws about how to deal with ties. We will need an amendment, so the membership needs to talk about it and vote on the amendment. Bylaws may be amended by a majority of the people in attendance at the meeting where it is discussed; it doesn’t need a majority of the entire membership. Before we bring it to people’s attention, we need to decide what we are going to propose. Beth suggested looking at the ACRL bylaws to see how they handle ties. The ACRL bylaws say in the event of a tie, “the successful candidate will be determined by lot.” It was decided to use the same wording in the amendment. Molly will put a notice in the next two newsletters bringing the question to the attention of the membership. March’s newsletter will also include the information about where and when the brown bag during OLA will be, if we are able to get a time slot. Molly will find out whom we need to talk to about getting a time slot at OLA. Beth needs to get the information about this proposed amendment onto the website ASAP along with a line saying something like “if you have any suggestions about resolving tie breakers, please contact us.” Julia volunteered her departmental email address for that use.

Website Comments: It was pointed out that we need to change the date on the web comment form. It was decided to just remove the date entirely. Membership form changes: date needs to be changed to “2001” and the membership dues need to be corrected. The officers page needs to be updated with the newest board’s information. A paper was passed around to collect everybody’s current information. Again, changing the conference announcement on the index page to the notice about the bylaws was mentioned.

Conferences: The evaluations from 2000 were passed around again, and special note was made of the repeated comment about miking both the speakers and the questioners. Susan indicated that Bill Crow was interested in receiving his evaluation information and volunteered to send that to him. Gwen threw out the idea of “emerging media” for the Fall 2001 conference. Thinking about things like do we catalog/offer access to streaming media/ebooks/etc. One great thing about this idea is that it includes both the technical and public services side of libraries. Julia exhorted everyone to think about ideas and bring them to the group through email or to the next meeting. The next question: where do we want to have the conference this year? Julia liked the UCO theatre, but Beth expressed a desire for tables so it’s easier to take notes. The 1999 conference at OSU cost $212 for catering and the facility. Guthrie was suggested, also. Gwen suggested we evaluate the mailing list to see where the membership actually is, and then we can base our location thinking off of those results. We decided to ask Audrey to do this since she has the list in her possession. Julia mentioned that every two or three years ACRL will send someone from headquarters to speak at the state conferences at ACRL’s expense. Nobody is 100% certain, but OK should be due this year or maybe next year. Julia will contact the ACRL director of member services to see if we’re eligible for the free speaker; and if so, what the topics are and their available dates.

What about doing another mini-conference this year? Last year’s copyright conference with SLA fell into our laps, but it was very well received. Gwen mentioned that Abbey Warner has a mini-workshop set up called "Research on the Internet: Not necessarily an oxymoron." Julia will contact her to see if she’d be interested. She’ll also look at the UCD and SLA schedules to see if the end of March will work for us. Location possibilities were discussed, including OKCC, OU, and OSU-OKC. If we go with OU, we’re limited to 25 participants.

Treasurer’s Report: There is some uncertainty about what a membership costs this year, either $10 or $15. We’ll need to get a clarification from Audrey. (Looking at the September 2000 minutes, an increase to $15 for members, $10 for UCD was approved. -bar) We looked over the reports Audrey brought to the December meeting with the next conference in mind. It was decided that we can afford to pay for our speakers’ travel expenses, but we won’t be able to afford honorariums.

No other new business was presented.

The next meeting will be in Edmond on February 16. Lunch will be at Milano’s, either at 11:00 or 1:30. Gwen will let us know closer to the date which will work better for her.

Meeting adjourned at 2:55 p.m.

Respectfully submitted, 27 January 2001.
Beth Reiten, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries
February 16, 2001
University of Central Oklahoma, Chambers Library
Edmond, OK

Minutes

Present:
Julia Crawford, President
Susan Hahn, Past President
Gwen Dobbs, Vice-President/President Elect
Audrey DeFrank, Treasurer
Beth Reiten, Secretary
Ona Britton, Board
Marilyn Moore, Board
Molly Murphy, Board

Crawford called the meeting to order at 12:56.

Minutes: Ona moves that the January minutes be approved. Susan seconds the motion. Minutes approved.

Treasurer's Report: Audrey handed out the February 2001 Statement of Cash Flow. We have $4012.20 on hand. Julia asked if we’ve received our money from national yet. Audrey indicated that it doesn’t start being sent out until March or later. Audrey talked through the handout. She also gave Molly a few membership cards to mail out with the next newsletter. Susan moved to accept the report with Ona seconding the motion. Report approved.

Newsletter Report: Julia offered applause to Molly and Ona for all the extra work involved in figuring out a new method of producing the newsletter. Ona indicated that they’ve figured out a more streamlined way to produce it, so it’ll be easier next month. The next newsletter will come out in mid- to late-March. It will include: a prominent mention of the OLA conference brown bag lunch, including an explanation of the proposed bylaws change and a discussion about what is being planned for the annual conference and a mention that the box lunch information is on the OLA conference registration form; the president’s address; all of the information about the mini-workshop including the registration form; any library news from around the state; and it was mentioned that Nicole Willard could write a feature on the John George collection at UCO – it’s a collection of extremist literature coming from all extremes. A professor at UCO has collected the literature and taught a class on the subject for years. Tom Thorish should still have the email list of library directors and press folks that he used when asking for news they wanted to share.

Web Site Report: Julia brought up the question of the newsletter PDFs for the website – Beth asked Molly and Ona to send her the .doc file of the newsletters and from there she will figure out how to make the PDFs. Beth will also take the conference wrap-up text from the newsletter file and post it on the site. When Julia has written the text for the newsletter about the proposed bylaws change, Beth will take it and post it on the web also, using the alert box on the homepage as the entry to it.

OLA Brown Bag: The notice about the proposed bylaws change and the rest of the information about the Brown Bag lunch need to go into this upcoming newsletter. There isn’t enough lead time before the conference, so we’ll discuss the bylaws change at the Brown Bag and actually vote on it first thing at the Fall Conference. Julia will write the text for the actual proposal and email it out for us to discuss. The Brown Bag will also cover what we’re planning for the Fall Conference.

Special Programming: Ona indicated that Abbey Warner was very interested in doing the "Research on the Internet: Not necessarily an oxymoron" mini-conference. We needed to check with her about a number of things, but she was in a meeting, so we couldn’t talk with her immediately. Times for the mini-conference were debated at great length until someone pointed out that it’s sort of up to when Abbey is available. So we switched to the question of where to hold it. One possibility is the Health Sciences Center, but they often use their conference rooms for teleconferences on Fridays, which is usually a good day for conferences. Julia pointed out that we have the ability to pay her an honorarium. We’re looking at a registration fee of $40 per person, including lunch. If we hold it at the Health Sciences Center, we will need to have lunch and any snacks catered in, as there’s no place in the area for anyone to go. At about 2:10, Ona checked and found that Abbey had gotten out of her meeting, so she was able to join us. She figures her presentation and Q&A would take about one and a half hours, although she could stretch it to a half-day with participation and hands-on. Maximum number of participants is about 50, with a primary audience of school librarians. The best day that we could find within her schedule was March 30. Beth will call the Health Sciences Center to see if they have a computer room that might be available on that day. In addition, she will reserve OSU Library’s computer training room as a backup – room 206 has 27 student computers, and you could put 2 people at each machine if need be. Also, Abbey coordinates UCO’s computer training lab and will keep it open for that day as a backup as well. It has 15 computers with three seats per machine. Susan indicated that one of the instructors (Latrobe) at OU’s SLIS probably has information about state email lists, ListServs, etc. for school librarians, someone will check with him and report back. Abbey indicated that she would much prefer doing an afternoon session. How can we make it a full day? Audrey suggested that we need a full day for it to be worthwhile for school librarians to attend, especially if we’re interested in seeing if they can get certification credits for it. She has an Eisenhower National Clearance Centers dog and pony show she does on resource finders, etc. that she could work up to a couple of hours – long enough for a morning session. This offer was met with great rejoicing.

Conference: Audrey evaluated the membership list and found that the membership is concentrated in and around Oklahoma City, so it was decided to look for a conference site in Oklahoma City. Susan suggested Rose State College. Julia asked Beth to check with Rose State about room availability and rates for November Fridays, with 100 seats needed. Susan will check her notes to see what she had discovered previously.

National Speaker: Julia read the email she received from Melissa Cast about whether we are due an ACRL National speaker. It turns out there is not an exact date to become eligible; it tends to be about every 3 or 4 years, dependent upon the other requests they receive that year. We went over the lists of speakers and their topics as a group. The two that got the strongest reaction from the board were scholarly communication (Mary Reichel) and assessment (Althea Jenkins). It was suggested that Julia contact ACRL and put in a request for a speaker, preferring either of those two. If we can get Reichel, we can also get someone with SPARC and possibly Dr. Johnson from OSU to speak. If we can get Jenkins, we could check with the ARL LIBQUAL+ initiative and see if they have someone who could join us. And if we can get one of the ACRL speakers, we can also afford to bring in a national “name.”

OBIC Report: Gwen reported for Jay who was unable to make the meeting this month. She passed out a two page handout about a program OBIC is sponsoring at OCCC on February 23. They’ll also be holding elections on that day. The program is being presented by Dr. Annmarie Shirazi, Dean of Planning and Institutional Effectiveness at OCCC and is on the subject of assessment. Maybe we should see if we want to invite her to the fall conference too?

New Business: Cokie Anderson has been asked to be the Oklahoma legislative advocacy contact for ACRL. She has said yes, since working with the legislature is something she does already out of personal interest.

Rhonda Harris Taylor sent Susan an email introducing herself as the owner of the OKACRL ListServ that is based on the OU server. Molly will investigate and is willing to become owner of the ListServ with the help of her students. If it turns out to be easy to get the membership’s email addresses into the list, we’ll actually start using it. We'll put a notice in the newsletter and on the website about the list saying that we have the list and that we need email addresses from those who are interested.

The next meeting will be on March 9. Since Jay hasn’t been able to join us on other occasions, it was decided to have the next meeting at OCCC. Julia will call Jay and tell him we're meeting at his place.

Gwen moved to adjourn the meeting and Susan seconded the motion. Meeting adjourned at 2:34.

Respectfully submitted, 20 February 2001.
Beth Reiten, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
March 9, 2001
Oklahoma City Community College Library patio
Oklahoma City, OK

Minutes

Present:
Julia Crawford, President
Susan Hahn, Past President
Gwen Dobbs, Vice-President/President Elect
Audrey DeFrank, Treasurer
Beth Reiten, Secretary
Ona Britton, Board
Marilyn Moore, Board
Molly Murphy, Board
Jay Ramanjulu, OBIC Chair

Julia called the meeting to order at 1:19.

Minutes: Susan moved that the February minutes be approved. Ona seconded the motion. Minutes approved.

Treasurer's Report: Audrey passed out the March Statement of Cash Flow. With the addition of two dues payments and the subtraction of newsletter and workshop mailing expenses, we have a balance of $3943.70. Susan moved to accept the report, Ona seconded. Report approved.

Newsletter Report: Ona and Molly have two feature articles in hand -- the Bass collection at OU and the OSU Special Collections & University Archives. They'll run one in this newsletter and the other in the next one. They need more for this newsletter. Audrey asked them to put a note reminding members to make sure we have their emails for the ListServ. Molly reported that Kinko's was asking $50 for printing the newsletter, while OU's printing services will charge $25 for 250 copies and $.02/each to fold them. She would just need to send the file to them and they'll do the rest. Everyone decided that the newsletters will be produced through OU's printing services from now on. Ona sent out a request for the "what's new" information to the addresses on Tom's old email list for all the libraries, but has gotten no answers. Julia will have one of her students contact all the libraries to find the name and email address for the correct contact person. If we can find clean copies of last year's newsletters, we can scan them and turn the scans into PDF's to mount on the website. Molly was going to check through the folders to see what she can find. Molly and Ona will try to get the newsletter out before Ona leaves on vacation. They also gave Julia a disk with the last issue on it so it can be posted and the conference wrap-up can be pulled for the website.

BrownBag: The brown bag will be over lunch hour on Friday during the OLA conference. It will serve as our April meeting. We'll talk about the proposed bylaws change regarding tie-breakers and the fall conference.

Website Report: Beth had nothing to report. Julia posted the information about the March 30 workshop. As soon as the text is available for the newsletter story on the proposed bylaws change is ready, that will go up on the website, as will the Fall 2000 conference wrap-up.

Workshop: We were able to purchase the OSLAMS mailing list from OLA. The brochures (thank you, Julia!) were mailed Thursday. In addition, Julia had one of her students go through some library websites and pull emails and addresses to add to the list. The information about the workshop was posted to the OSLAMS, LED, and UCD ListServs, as well as to a library school student list and the SLA list. The next question is the size of Abbey's honorarium. $75.00 sounds like a good amount, but that may shift as we get closer to the workshop. Audrey will be receiving travel reimbursement and food. Julia asked if we are allowed to have food in the training room. Gwen indicated we could. Should we buy the coffee from the coffee shop or make it ourselves? Gwen will check with the coffee shop to see what they will charge us. Audrey will pick up donuts and paper products on her way to the workshop since she has the checkbook. How many people will be needed to handle the workshop? Audrey, Ona, Gwen and Julia will be there, so that should be enough to handle registrations, etc.

Fall Conference: One of our ideas for the fall conference had been assessment: Julia asked Marilyn to read a couple of the articles that were required reading for an OCLC Institute on Measuring Service and report back to us. The idea being discussed in the papers was the "Balanced Scoreboard," a business concept being adapted to the academe. Julia is trying to contact the consultant who wrote one of the papers to see what she would charge to speak at the conference. If she's too expensive, maybe we could get some names or other suggestions from her.

OBIC Report: Gwen passed the OBIC chair's box of stuff to Jay. Seven people attended their assessment workshop. What their speaker focused on was what to do after the assessment. Her suggestions are to take a couple of items out of your results and incorporate those into a program. Set your goals; date, percent improvement/compliance, etc. By working on a few items at a time, you can get a lot done. The elections haven't happened yet; they're aiming towards their next meeting.

Other Old Business: Molly is going to check with Rhonda, the current owner of the listserv, to see if there is a limit on the number of members. Julia will have one of her students take over the "digging for members' email addresses" project.

Gwen moved to adjourn, Susan seconded. Meeting was adjourned at 2:15.

Respectfully submitted, 30 March 2001.
Beth Reiten, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
20 April 2001
OLA Conference Brown Bag Lunch, Myriad Center
Oklahoma City, OK

Minutes

Present:
Julia Crawford, President
Gwen Dobbs, Vice-President/President Elect
Audrey DeFrank, Treasurer
Beth Reiten, Secretary (briefly)
Marilyn Moore, Board
Molly Murphy, Board

Julia called the meeting to order at 12:05

Minutes: Minutes from the last meeting were left in Beth's office. She gave the URL to the attendees for future reference. Gwen moved to accept them. Adri seconded the motion. Minutes approved.

President's Welcome: Julia welcomed the visitors to the ACRL brown bag luncheon. A total of 12 visitors (not counting committee members) attended. Some of the places represented were Connors State College, Panhandle State, Cameron, Seminole, and Rogers State.

Treasurer's Report: Audrey handed out the treasurer’s report. She reports that we have more than $4,000 in our account. Audrey also reported on the final tally from the "Research on the Internet:..." workshop on March 30, 2001 at UCO. We cleared $525.39 after expenses. Lou from Connors State College moved to accept the report. Gwen seconded. Report approved.

Workshop Report: Julia told the group about that workshop: 25 attendees, good material, well received, etc. She also passed out the results of the evaluations.

Newsletter report: Molly reported that approximately 190 newsletters were mailed out. We were able to send 85 through the Texpress Courier system (thus saving postage on those). Molly had 2 extra newsletters to share with those present. Julia explained to the group that we invite members to share information from their libraries for the newsletter. We welcome features about special collections or on-going exhibits, etc. The next newsletter will be coming out in June.

Bylaws Discussion: Board members discussed the proposed bylaws changes we feel we need in case we have another close vote or if we have a tie in an election. No suggestions were offered on how to word the bylaws change. Julia explained that we will vote on it at the Fall Conference.

Conference Report: Julia invited feedback and suggestions about our proposed topic for the Fall Conference: Assessment evaluation methods. Gwen suggested we ask the presenters of “I’m a Librarian, Not a Statistician” (presented Friday morning at OLA) for ideas. One visitor had attended that talk and said it was more relevant to technical services than to public services. Other suggestions: IPEDS, HEGIS, ALS speakers. Laura Bottoms asked about someone doing this work at libraries. Adri is the person at UCO who currently reports statistics to the federal government for ALS. She mentioned that there is someone at every library who does this. OBU Dean Jon Sparks spoke about the assessment procedure they are undergoing very soon at OBU. Victoria Swinney from Cameron said she’d like to hear Peter Hernon and Danuta Nitecki speak. Beth Freeman remembered Peter Hernon came to an OLA pre-conference in the past and the price was reasonable.

Julia explained that the majority of OK/ACRL members are in the OKC metropolitan area, and so we are planning to have it in the OKC area. People suggested the following conference facilities in the OKC metro area: Rose State, OSU-OKC and OCCC.

Julia thanked everyone for coming to the Brown Bag luncheon/meeting. Gwen moved to adjourn, Audrey seconded. Meeting adjourned at 12:50.

Respectfully submitted, 2 May 2001.
Many thanks to Molly for taking the minutes for this meeting!
Beth Reiten, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries
7 May 2001
Al Harris Library, Southwestern Oklahoma State University
Weatherford, OK

Minutes

Present:
Julia Crawford, President
Gwen Dobbs, Vice-President/President Elect
Audrey DeFrank, Treasurer
Beth Reiten, Secretary
Ona Britton, Board
Molly Murphy, Board

Julia called the meeting to order at 11:53am.

Minutes: Molly moved to accept the minutes of the April meeting, Julia seconded. Minutes approved.

Treasurer's Report: Audrey handed out the most recent Statement of Cash Flow and a breakdown of the workshop finances. She reported that we are still waiting for workshop fees of $140 from one institution. Molly moved to accept the report; Gwen seconded the motion. Treasurer's Report approved.

Workshop Follow-Up: There were 25 attendees and we cleared $525. The evaluations were overwhelmingly positive. Julia suggested that if we decide to do something like this next year, we should start a little earlier in the planning. This suggestion was met with great agreement and laughter from the Board.

Newsletter: Gwen will be writing a piece about her library, but her supervisors want to read and approve what she writes before we can use it. The next issue will be ready mid- to late June, and everything needs to be to Ona by June 8. Contents of the next issue: Tom Thorisch offered to write an ACRLX wrap-up (Julia will drop him a reminder email), Ona will write one also; the president's address; a workshop summary; a heads-up on what details we have for the Fall Conference; and the proposed bylaws change.

Fall Conference: At the OLA Conference Brown Bag Lunch, everyone who attended was very interested in service assessment. As a group, the Board decided that we'd like to see at least one national speaker plus locals -- perhaps Sheila Johnson for the LIBQUAL+ experience and Dr. Annmarie Shirazi, Dean of Planning and Institutional Effectiveness at OCCC, who spoke at the February OBIC workshop. Gwen will call Jay and ask his reactions to her talk -- would it be good for this conference? Gwen also mentioned the breakout sessions from a couple of years ago as a good idea to think about for this year. Should we add another presenter or so for the breakouts? Perhaps someone from OCC or one or both of the folks who presented "I'm a Librarian, Not a Statistician!" at OLA (Pauline Boyer-Rodriguez and Charlotte Frazier). Julia has talked with Peter Hernon, and he's willing to waive his speakers fee as long as we don't do the confreence on a Friday. Danuta Nitecki (they often write together) hasn't responded to emails or phone messages yet. What about a title? Perhaps "Embracing Assessment: New measures for Research Libraries." We'll try for a late October date, either a Monday or a Tuesday. What about a location? Rose State will cost us unless the library sponsors it, but none of us know anyone there. OCCC has good meeting rooms and we've got a lot of contacts there. Molly will talk with Rhetha at Oklahoma City University. Julia will call OSU-OKC. We'll figure out the location and date locked down ASAP and then arrange the other speakers. What about lunch? If we can find a location that has decent restaurants nearby, that would be good. Let's not cater in lunch unless we have to.

New Business: Molly checked with the woman who printed the newsletters for us because we haven't gotten the bill yet. She was going to check into that and get back with Molly tomorrow.

Julia decided that there is no need for a meeting in June.

Beth moved to adjourn the meeting; Gwen seconded the motion. Meeting adjourned at 12:33pm.

Respectfully submitted, 16 May 2001.
Beth Reiten, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
29 June 2001
Oklahoma State University Patent & Trademark Depository Library
Stillwater, OK

Minutes

Present:
Julia Crawford, President
Susan Hahn, Past President
Gwen Dobbs, Vice-President/President Elect
Audrey DeFrank, Treasurer
Beth Reiten, Secretary
Ona Britton, Board
Marilyn Moore, Board
Molly Murphy, Board

Julia called the meeting to order at 1:07pm.

Minutes: Reviewed minutes from the May meeting. Ona moved to accept; Audrey seconded. Minutes approved.

Treasurer's Report: Reviewed report. Beth moved to accept; Susan seconded. Treasurer's report approved.

Fall Conference: Gwen is the point-of-contact for OSU-OKC. Have we received any paper confirmation? David signed the sponsorship form there at OSU-OKC, but we can check to see if we need/can get a copy. Audrey has done a little checking and it's looking like a ticket for Dr. Hernon is going to be $600 or so. She will take care of booking his flight and hotel. For catering, we need the price list and choices, table dressings, etc. Are we catering lunch or giving folks time to go out? Susan volunteered to handle the catering, since she's enjoyed it in the past. Suggestion was made to have the next meeting there to check out the site. Molly will call Marla to find out about whether we could have our July meeting at OSU-OKC. That way we can check on break-out rooms, etc. Who are our other speakers? We had suggested Sheila Johnson from OSU and Dr. Annmarie Shirazi from OCCC. Julia reminded everyone that we have a confirmation of receipt-of-request for an ACRL national speaker. Gwen will follow up on it, since the confirmation is from February. Dr. Hernon would like to do just the morning session, so we'll give him the entire morning. Julia suggested advertising the conference to adjoining states, given the visibility of Dr. Hernon. We can either try to get adjoining states' (north Texas, Arkansas, Kansas) mailing lists, or ask to put a piece in their newsletters. OLA-UCD would be another good group to work with, as well.

Bylaws / President Change: We reviewed both the chapter bylaws and the national bylaws to see how best to deal with Julia leaving the chapter.
According to the chapter bylaws:

Art. V, Sec. 4. Vacancies. A vacancy in any office shall be filled by an appointment made by the Board of Directors.

According to the national bylaws:

Article XIX: Vacancies
Section 1. Elective positions. Appointments to fill vacancies in elective positions of the Association as a whole, with the exception of president and vice-president, shall be made by the Board of Directors until it is possible for the Association to fill the vacancy at the next regular annual election.
a) A vacancy in the office of the president shall be filled for the remainder of the term by the vice-president. This succession shall not prevent a person who succeeds to the presidency because of a vacancy from serving his/her normal term as president the next year.
b) A vacancy in the office of the vice-president shall be filled by election at the next regular annual election. The successful candidate shall then serve a one-year term as president and a one-year term as immediate past president.
Gwen will assume the presidency at this point. The Board chose to not appoint anyone to fill the vice-presidency as we are about to start recruiting candidates for the coming elections; the entire Board will assist with that duty. Julia duly bonked Gwen with the visor and passed along the President's papers, the banner, etc.

Newsletter: It isn't quite ready yet, but it will be shortly. The Board volunteered Julia (while she was away from the table) to write a piece reflecting on her association with OKACRL. She agreed to do so. Gwen's piece won't be included in this newsletter, because it hasn't been approved by her supervisors yet. She hopes to have it ready for the next issue.

Susan moved to adjourn the meeting. Ona seconded the motion. Meeting adjourned at 2:07pm.

Respectfully submitted, 6 July 2001.
Beth Reiten, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
July 13, 2001
OSU -- OKC Library
Oklahoma City, OK

Minutes

Present:
Gwen Dobbs, President (by phone)
Susan Hahn, Past President
Audrey DeFrank, Treasurer
Beth Reiten, Secretary
Marilyn Moore, Board
Molly Murphy, Board

Susan brought meeting to order at 10:35 am

Minutes: Susan moved to accept, Audrey seconded. Minutes approved.

Newsletter Report: Ona called and said it's almost ready; she'll pass it along to Molly for printing ASAP.

Officer Transition: Susan mentioned a concern that OKACRL won't have a past president next year. Without the past president, there is no continuity between years. When on the phone, Gwen authorized the board to make the decision about it. Susan volunteered to remain as past president for next year as well. Her offer was accepted by the board members present.

Fall Conference: Susan called Gwen to include her in the conversation.
   Catering: The first question was whether we wanted to cater or have folks fend for themselves. Susan brought the price lists for catering, so we were able to go over them together. Insert food choices, etc. here? Marilyn suggested that she would have liked to have someone to eat lunch with at previous conferences, and that the area around OSU-OKC isn’t in a great location for having folks leave campus for lunch. Gwen agrees that catering would be more intimate, but is concerned that if we cater we'll have to increase our registration fee. What did we charge last time? $40 for OKACRL members, $45 for non-members. Perhaps raise the fee to $45/50? Everyone is given the charge to think it over and we’ll bring that back to the next meeting. We have to give Catering our final numbers for everything no later than Wednesday, October 17th.
   Parking: There is no charge for visitors parking on campus.
   Hotels: Audrey has a preference for the Embassy Suites, as does Molly. It’s about 2 miles away from campus on Meridian.
   Other Speakers: Beth hasn't talked to Sheila yet, and Gwen needs to call Dr. Shirazi at OKCC.

The date of the next meeting will be decided via email.

Formal meeting wrapped up at 11:00 so we could look at the conference rooms and talk to the Catering coordinator.

Respectfully submitted, 28 August 2001.
Beth Reiten, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
September 7, 2001
OSU -- OKC Library
Oklahoma City, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Secretary
Marilyn Moore, Board
Molly Murphy, Board

Gwen brought the meeting to order at 1:10 pm.

Minutes: Gwen moved to accept, Susan seconded. Minutes approved.

Treasurer's Report: Audrey was unable to attend, but emailed her report to everyone ahead of time. Beth moved to accept, Susan seconded. Treasurer's report approved.

Fall Conference: The conference flier needs to be sent to Molly for printing no later than Monday night. Beth will create the flier and email it to Molly for printing and distribution. Gwen will contact the person who took Melissa Cast's place at national ACRL for information to put out at the conference.
  FEES: Audrey sent Gwen some notes to bring up at the meeting. These included a suggestion of making the non-OKACRL fees $20.00 more than the OKACRL fees -- especially given that we're catering the lunch. Everyone agreed, so the pre-registration fees will be $45/member, $65/non-member, and $25/SLIS student. To meet the catering deadline, the pre-registrations must be postmarked by October 5. The fees will be $10 more after that date.
  ADVERTISING: We had agreed previously that our best bets for advertising were various Listservs, the mailing, and the website. When the flier is ready to go out, those who volunteered to post to specific lists can take that information and go from there.
  FLIGHTS & HOTEL: The best flight with decent times and connections that Audrey could find is $770. The board agreed to the costs. The conference hotel will be the Embassy Suites on Meridian. Gwen will call them and set up a block of rooms for a conference rate. Molly and Gwen will pick Peter Hernon up from the airport when he flies in.
  BREAKS & FOOD: We discussed the schedule for the conference (see the conference information flier) and figured out what we needed for each break. We'll be catering for registration, morning break, and afternoon break. Gwen will check with Peter about any food preferences or allergies. In addition, Gwen will talk with Dr. Shirazi and Beth with contact Sheila Johnson to invite them to dinner on Sunday, October 21 and to stay at the Embassy Suites.

Elections: We need to have our slate of candidates lined up by the end of next week so Beth can get the "meet the candidates and your bylaws" flier done and emailed to Molly for printing and distribution no later than the following Tuesday. Everyone needs to brainstorm and come up with possible candidates. The vice president/president elect, treasurer, and secretary all need to be ALA/ACRL members.

Susan moved to adjourn, Molly seconded. Meeting adjourned at 2:20 pm. Respectfully submitted, 1 October 2001.
Beth Reiten, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
October 5, 2001
Taj Restaurant
Oklahoma City, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Secretary
Ona Britton, Board
Molly Murphy, Board
Jay Ramanjulu, OBIC Chair

Gwen called the meeting to order at 12:45 pm.

The first order of business: many thanks to Jay for arranging the restaurant!

Minutes: Susan moved to accept, Gwen seconded. Minutes approved.

Treasurer's Report: Audrey was unable to attend, so she sent the statement to everyone ahead of time. As of Friday morning, Audrey had 24 pre-registrations in hand. With that in mind, Susan estimated that the food cost will be approximately $2500. Susan and Audrey will work together once we have the final pre-registration count -- hopefully by Oct. 12. Hernon's hotel will be $198. Gwen asked what we should do about money for his taxi to the airport. Beth offered to check with Audrey as to whether we can use petty cash, rather than reimbursing him later. [Audrey indicated that we could do this. BAR] Susan moved to accept the report, Ona seconded. Report approved.

Fall Conference: Peter Hernon arrives around 5:00 pm Sunday, October 21. Gwen will pick him up and take him to the Embassy Suites. What restaurant should we go to for dinner? There was much debate, but no consensus. Gwen will contact Peter and offer him a few choices to see if he has any opinions on the matter. Dr. Shirazi will also be joining us for dinner; Sheila declined the offer. Both Dr. Shirazi and Sheila are declining the hotel offer.
  PACKETS: Where will we get the folders? Gwen will talk to Marla about getting folders from OSU-OKC. She'll also check with ACRL about packet supplies. Packet inventory: meeting agendas, name tags, OKACRL note paper, evaluation forms, biographies of the speakers (if they wish), ballots (for the OKACRL members). Gwen will talk with Audrey about the name tags. Beth will check to see if the files that Julia passed along have the OKACRL name tags file, and will send it to Audrey if so. Beth will also look for the evaluation form file and email it to the board for updating. When/where should we have the stuffing party? We'll wait for Peter's reply as to whether he wants to eat right away after arriving to decide on a time, and we can meet in the hotel lobby for the party. Alternately, we can meet at Gwen's house.
  BALLOTS: Gwen brought a mock-up of the mail-out ballot and Susan brought a mock-up of the conference packet ballot. Susan will take the files, finalize the two versions, and email them to the board for approval. The mail-out ballots will be mailed to those not in attendance at the conference on October 23. The completed ballots must be postmarked by November 19, and the count must be completed by November 30. Beth will post the "Meet the Candidates" and the bylaws information on the website.
  JULIA'S INVITATION: The board approved offering to pay Julia's hotel and attendance costs, if she would like to come to the conference. Gwen is writing the invitation letter and will stress the offer, in the hopes of having Julia attend.

Other Business: Our last two meetings for the year have been set for Friday, November 16 and Friday, December 14.

Beth moved to adjourn, Susan seconded the motion. Meeting adjourned at 1:20 pm.

Respectfully submitted, 8 October 2001.
Beth Reiten, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
November 16, 2001
Midwest City Public Library
Midwest City, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Secretary
Marilyn Moore, Board
Molly Murphy, Board

Gwen called the meeting to order at 1:00 pm.

Minutes: The October minutes were reviewed. Gwen moved to accept, Susan seconded the motion. Minutes approved.

Conference Wrap-up: Susan compiled the evaluation results for us, which we looked over as a group. The rankings tended to fall into clusters, but we found no real pattern in the comments. There were as many opinions about the speakers and conference as there were attendees, it seemed. There were several good suggestions for next year, but we're going to wait for the new board to come in before making any decisions. We'll request feedback from the members at the Brown Bag at OLA. The board members were all pleased with the conference -- everything seemed to come together very well. The only "if we do it here again" was that we'd want more cookies and fewer of the big Danishes. Gwen brought up a thank-you gift for the speakers. In the past, we've given subscriptions to Oklahoma Today. When the gift is offered, the speaker can elect to have the subscription donated to a library of their choice. Susan pointed out that last year's speakers were given a subscription to Wired. Gwen will email our speakers and ask what they would like.

Election: Susan reported that the ballots are coming in well. As soon as she has the results, we'll post the information on the website. We'll also have it in the next newsletter.

Newsletter: The next newsletter will come out in December or January. It'll include a conference wrapup (Molly will work on this), election results, a presidential address... anything else? Ona has the digital photos from the conference.

New Business: One of the suggestions on the conference evaluations was that we do another spring workshop. Susan indicated that she had brought up the topic of another joint workshop at an SLA meeting, and there was interest from that side. Gwen has had contact with Karen Bays of OLA who is interested in working with us on a workshop or something, as well. Gwen suggested that the subject be taken up by the new Board after the first of the year. Everyone agreed that was a good idea.

The next meeting will be in Enid on December 14 -- Marilyn will find a restaurant. As soon as the election results are available, the new board members will receive invitations to the meeting.

Susan moved to adjourn, Beth seconded the motion. Meeting adjourned at 1:35 pm.

Respectfully submitted, 28 November 2001.
Beth Reiten, Secretary.

 

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Last Update: 11 January 2002
Comments to: jason.dupree@swosu.edu
URL http://okacrl.okstate.edu/minutes01.htm