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Oklahoma Chapter - Association of College and Research Libraries
January 11, 2002
Pastimes Restaurant
Enid, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Incoming Vice-President/President Elect
Steve Locy, Incoming Treasurer
Marilyn Moore, Board
Woods Wheeler, Board
Ona Britton, Outgoing Board

Gwen called the meeting to order at 12:45 p.m.

Minutes: Gwen mentioned a correction to the November minutes: Molly was going to write the conference wrap-up, not Marilyn. [change made 1-11-02 BAR] Gwen moved to accept the minutes with this change, Susan seconded. Minutes approved.

Treasurer's Report: Beth handed out copies of the December and 2001 Final Treasurer's Reports. She also passed along Audrey's regrets for being unable to attend the meeting. Beth moved to accept the reports, Ona seconded. Treasurer's Report approved.

Fall Conference: Since Molly is outgoing, Gwen will talk with Molly to see if she is still willing to write them up. If she isn't able, Gwen will write the wrap-up. Marilyn has her notes typed up and she'll email them to Gwen. In addition, Gwen asked that anyone else who has any notes please send them to her. We then looked at the conference evaluations again. Susan asked if we should we try to repeat this year with someone as big as Hernon. Beth suggested that we should check with National ACRL to see if we could get a speaker this year since last year sort of crashed. Susan mentioned that National does sometimes help defray big name speakers' costs for individual chapters. Gwen suggested everyone brainstorm between meetings and we can discuss possibilities next meeting. Gwen mentioned that the gift subscriptions for the speakers still hadn't been finalized. Since Annmarie Shirazi has a subscription to Oklahoma Today, we will send Wired to her and Oklahoma Today to the others. Gwen will set up the subscriptions and turn in her receipts for reimbursement.

Transition: Gwen welcomed the new board members who were present: Steve Locy -- Treasurer and Woods Wheeler -- Board Member. She also thanked the present outgoing member: Ona Britton -- Board Member. Gwen will be mailing out the thank-you certificates, including one to Julia.

New Business:
MEETING TIMES: Several members have asked if we could set a semi-permanent meeting dates and times. After everyone present consulted their calendars, Gwen decided we should try for the second Friday of every month. Gwen indicated that she would email the whole board and make sure this time will work for everyone. The next meeting will be on February 8 in Stillwater. Beth will coordinate the arrangements.

SPRING WORKSHOP: Susan asked whether we wanted to put on another spring workshop. SLA has a lot of things happening this year, but she will check with them to see if they are interested in going together on something. Ona pointed out that one of the reasons why last year's workshop fell together so easily was that we had everything lined up ahead of time -- the idea came from an existing workshop. Then we brainstormed a bit about what we could do if we decided to put one on. Some suggestions mentioned were Anne Prestamo's browser tricks workshop and David Oberhelman talking about setting up a for-credit library instruction course. Again, Gwen suggested we take the idea away from the meeting and brainstorm about it.

NEWSLETTER: Beth offered a proposal from Bonnie Richardson, OSU Library's Coordinator of Publications and Communications. Bonnie offered to take over the production of the OKACRL newsletter, handling the layout, printing and mailing for the Board. Everyone present seemed to be interested in the proposal, and Gwen indicated she would like to meet Bonnie and talk with her about it. Beth will check with Bonnie to see if she is able to attend the next Board meeting, as well as if she is willing to start with the current newsletter. Content for this newsletter will be the presidential report, the election results, the Fall Conference wrap-up, and the membership form and reminder. Steve offered to write a Treasurer's report for the next newsletter explaining why it's important to be a member of OKACRL.

Beth moved to adjourn the meeting, Susan seconded the motion. Meeting adjourned at 1:33 p.m..

Respectfully submitted, 17 January 2002.
Beth Reiten, Outgoing Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
February 08, 2002
Edmon Low Library
Stillwater, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Vice-President/President Elect
Suzanne Holcombe, Secretary
Steve Locy, Treasurer
Marilyn Moore, Board
Jason Dupree, Chair, OBIC
Guest, Bonnie Richardson, Coordinator, OSU Library Communications and Publications

Gwen called the meeting to order at 1:30 p.m.

Minutes: Gwen moved to accept the minutes, Susan seconded.

Introductions: Beth introduced Bonnie Richardson, Coordinator of OSU Library Communications and Publications, who is doing the newsletter for the Chapter.

Newsletter: Bonnie discussed how she would be working with the newsletter. The logo would be used for the design. It will be in .pdf format that can be linked from the Web site, also printed on 11x17 paper, folded in half and mailed. Previously, OK-ACRL worked with OU to print and mail the newsletter. At OSU, the copy center at the College of Agriculture can print and fold one page for $.07. There are 188 members, so the cost would be $13.16. Students could also fold the document, which would save $.02 per copy. The Treasurer has the mailing address file and labels. In the Bylaws, it needs to be noted that someone on the Board will oversee the newsletter. It is issued four times a year. Marilyn is working with this now. Woods or Sherry might also help, as Marilyn’s term ends this year. Bonnie will send it to us as a .pdf for approval. The next issue of the newsletter might include the President’s address, the Treasurer’s report, the conference report, photos from the conference. Bonnie described the size of the text to keep it within four pages.

Oklahoma Bibliographic Council (OBIC): The Council is planning to change its name to the Council for Oklahoma Information Literacy (COIL). This is a Special Interest Section (standing committee) of OK-ACRL (Article 8 Section 4 of Bylaws) and works closely with them. OBIC started out as a task force and provides for a forum to discuss bibliographic instruction. It is the only standing committee. Jason Dupree is heading OBIC. The bylaws of OBIC relate back to OK-ACRL. All OBIC members must be members of OK-ACRL. There will be two mailing lists – one for OK-ACRL, the other just OBIC. On the OK-ACRL membership form, one may indicate interest in OBIC. And the OBIC Web site will refer to the OK-ACRL membership form. A motion was made and seconded for OK-ACRL to support a name change. OBIC members will vote on this.

Other Groups: According to the Bylaws, Article 7 Section 1, the composition of the Board of Directors shall invite as ex officio non-voting members the president of OLA/UCD and the president of the University of Oklahoma Library and Information Studies organization. They will be added to the Board mailing list.

Treasurer’s Materials: The Treasurer’s materials are on the way to Steve from Audrey including the disk with the membership listing. Includes current resources and how much we have made in the past year (why membership is very important).

Conference Topics: We are looking for a good speaker. The focus this year could be on information literacy (involve OBIC/COIL here). What about ideas from the brown bag? Rose State might be an option as they have good facilities. This will depend in part on the format of the topic. The day and time are to be determined.

Other: There is discussion concerning the possibility that OSU begin and house an archive for OK-ACRL materials in physical format with the option of eventually moving these materials to a digital format. Beth contacted Jennifer Paustenbaugh, Head of Special Collections at OSU, and she is open to this. Criteria, access policies, a contact list, would need to be developed. There would be a person on the Board responsible for this. Beth will contact other chapters in ACRL for guidelines and will continue to explore the idea. When we met with Jennifer after the meeting, Jennifer said that anyone would be able to access the archives, with the exception of restrictions through a deed of gift. Space is not yet an issue. We should come up with a background statement – a history of the organization. And there may eventually be a Web site for access to digital files if there is enough interest.

Steve motioned, Beth, Susan seconded to close the meeting. We adjourned at 2:40 and went to Special Collections to meet with Jennifer.

Respectfully submitted, February 19, 2002.
Suzanne Holcombe, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
March 15, 2002
Cameron University Library
Lawton, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Vice-President/President Elect
Marilyn Moore, Board
Woods Wheeler, Board
Sherry Young, Board
Jason Dupree, COIL Chair

Gwen brought the meeting to order at 12:25 pm.

Minutes: Three typos corrected in February's minutes. Gwen moved to accept the minutes, Susan seconded. Minutes approved.

Treasurer's Report: Steve was unable to attend, so both Gwen and Beth provided print-outs of the Treasurer's Report. Beth will pass along to Steve a request for the report to be in ledger format in the future. Gwen moved to accept the Treasurer's Report, Susan seconded. Report approved.

Newsletter: Beth admitted to having staged a "Newsletter Coup" -- it was mailed out Wednesday with a collection of conference photos rather than the wrap-up on page 2. She passed around her copy and mentioned that it had been uploaded to the website. Sherry will work on the newsletters with Marilyn. The next newsletter will contain the conference wrap-up, a president's address, Steve's treasurer's report, a reminder about membership, and any conference information available at that time. It needs to go out in May.

Brown Bag: There was a good turn out last year, and we're hoping for a similar turn out this year. We want to ask the membership whether they have any conference topic suggestions, what their reactions are to the possible topics we've come up with, and whether there is any interest in setting up the OK-ACRL listserv. At least three members will be there; Beth will check with Steve and Suzanne to see if they'll be there. If there are four members of the board in attendance we've got a quorum, so it can be the meeting for April. Susan asked Gwen to email everyone the list of ideas after the meeting so we can start bouncing things back and forth.

OBIC Report: Jason reported that the next officers' meeting will be next week at the Edmond Public Library. The next membership meeting will be in Ada on April 5th, where they'll be doing nominations for elections and dealing with the name change issue. The topic of the session is Instruction for Distance Learners. OBIC is having a Brown Bag at OLA as well, during Thursday's lunch time. The next big meeting is on May 31.

Conference: Gwen suggested another possible topic: library fund raising. Susan mentioned she took a class from Dwight Burlingame, which might provide us with a link to a speaker. Both Cameron and Northwestern are trying to get friends' groups started; OSU-OKC's is dying and they're currently trying to revive it. So that's three organizations that might find it an interesting topic. Gwen will email national ACRL to see if we can get a speaker this year, and also to find out what the topics are for this year.

Proposed Archives: Beth handed out the Deed of Gift example she got from Jennifer Paustenbaugh. We discussed some of the items that might go into the archives and some possible access restrictions. Everyone will look over the form and think about it and we'll discuss it again at the May meeting.

The next regular meeting will be at OU. Beth will check with Steve and Suzanne to see what their schedules look like in May.

Gwen thanked Sherry for hosting us. Beth moved to adjourn, Susan seconded the motion. Meeting adjourned at 1:15 pm.

Respectfully submitted, 27 March 2000.
by Beth Reiten for
Suzanne Holcombe, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
April 19, 2002
Oklahoma Library Association, OK-ACRL Brown Bag
Tulsa, OK

Minutes

Present:
Gwen Dobbs, President
Steve Locy, Treasurer
Suzanne Holcombe, Secretary
Marilyn Moore, Board
Woods Wheeler, Board

Gwen brought the meeting to order at 12:30 p.m.

Minutes: The minutes were not reviewed at this meeting.

Treasurer’s Report: Steve gave the Treasurer’s report. He reported on and had as a handout the Statement of cash flow dated April 17, 2002. Income included 13 new memberships and expenses included the newsletter. The cash balance as of April is $5,305.10

COIL: The Council for Oklahoma Information Literacy (COIL) is having their workshop on October 25. They are still working on a specific topic but it will concern bibliographic instruction.

Conference: Discussion focused on the topic for the upcoming workshop. Accrediting associations will be consulted so that credit will be available.

It was agreed that information literacy would be an excellent topic. A good pool of speakers will be considered—someone who has successfully implemented a literacy program would be a great choice—Cerise Oberman for example. Information literacy programs at other schools would also be of interest. Subtopics included different levels of information literacy, the reality of the workload, and how faculty might become more involved.

Other possible topics included the idea that the library is a service rather than a real academic partner (topic of current discussion, Peter Hernon) and that of fundraising.

Listserv: It was discussed whether or not the membership directory should be used as the basis for the listserv for OK-ACRL. The list could then be used to distribute information, etc.

Meetings online: David Oberhelman mentioned that the University and College Division (OLA) has its meetings online. The ACRL Board may want to consider this at some point for its monthly meetings. Yahoo Chat would be a possibility.

Resource sharing: Resource sharing was discussed briefly. There are a few consortium agreements in Oklahoma, but they are not very well coordinated.

The meeting adjourned at 1:15 pm.

Respectfully submitted, May 8, 2002.
Suzanne Holcombe, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
May 10, 2002
University of Oklahoma Bizzell Library
Norman, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Marilyn Moore, Board
Woods Wheeler, Board
Sherry Young, Board
Jason Dupree, COIL Chair

Meeting came to order.

Minutes: The minutes were not reviewed at this meeting.

Treasurer's Report: There was no Treasurer's report at this meeting.

OLA Brown Bag Report: Gwen announced we had an attendance of 15 at our OLA Brown Bag event. We presented the topics we were considering for our fall conference to members present -- Fundraising and Information Literacy. The members overwhelmingly preferred Information Literacy to Fundraising, specifically institutionally embraced Information Literacy programs. There was discussion about the lack of any such programs in Oklahoma and a desire from professional librarians at different institutions throughout the state in starting dialogue with their administrations about such programs. Members also discussed the state-wide database subscriptions and models at work in other states for consortium pricing. There was interest in OK-ACRL taking a leadership role in advocating this issue on a broader level.

COIL Report: Jason reported that COIL held a table talk at OLA -- 22 people attended, including several public librarians --and first timers!! Membership forms were available.

At the last meeting attendees voted to approve the name change of OBIC to COIL (Council for Oklahoma Information Literacy). The COIL board has opted to postpone elections this year to get timing back on track. The next COIL meeting is May 31st at Rose, 1:30pm. Beverly Joyce and Tom Thorisch will be presenting their OLA workshop on Learning Styles. The May 31st meeting may be longer than normal OBIC/COIL meetings. The last Friday in October (October 25, 2002) at OCCC will be COIL’s Conference.

Fall Conference Discussions: Gwen will check OLA and AMIGOS conference calendars for conflicts -- Gwen suggested a double OK-ACRL/COIL conference -- Jason said they had planned to invite SLIS student papers -- Gwen suggested we could have a poster area or session for student papers. Sherry suggested that might be a good idea because travel monies will probably be cut next year and people could attend one instead of two conferences.

We tabled the idea for Jason to take to COIL. Jason pointed out that COIL had already had the space and date at OCCC if we were still considering dates and locations for the OK-ACRL conference.

Move to packet for discussion of suggested names of speakers for fall conference -- Cerise Oberman is at the top of the list.

There was discussion about identifying someone in the state -- a general education expert -- or someone who deals with accreditation. Board members agreed to look for prospects at their own institutions and bring it back to the board. Sherry suggested calling prospective speakers to get an idea of speaking ability and interest. Gwen said she would contact Cerise to see if she was willing, check on dates, and her cost, as well as sound her out on people, and the general education person idea. We agreed there was a big emphasis on retention on campuses. Gwen suggested the board look at the U of Arkansas and their general education and minority retention programs. She mentioned an article in CRLN recently. Jason mentioned that we might need to address the idea of how do you do more for less, with the cut in state funding everyone is experiencing.

Any IL program would need to consider staffing concerns. He suggested we ask librarians in the area what have they done to address demands for increased workloads. How they take on more teaching duties. How they incorporated evaluation of information into the classroom. Jason also pointed out if we do poster sessions we have to put the call out early -- preferably in July. Two speakers -- breakouts and poster sessions -- what about a general education person?

A lot depends on what Cerise says. Gwen reiterated that if anyone knows anyone in general education to feel free to approach them or send their contact information to Gwen. Jason suggests that if we can't find a general education professional we consider a panel of professors. Sherry seconded the idea and noted that English faculty are generally very interested in IL and how to assess improvements in IL.

Gwen reminded everyone to peruse the packets with the list of prospective speakers and let Gwen know any thoughts on speakers or topics.

Gwen will contact Cerise first of next week and report back. Susan reminded us that Cerise's schedule determines it all.

New Business: Susan announced that she was the new SLA/OK chapter Vice President and if we had any dual programming interests they would be happy to work with us, perhaps for a joint program in the spring. Currently they are considering bringing Laura Gassaway again.

Next Meeting: It was decided that we need to meet in June. Rather than setting a date now, it was decided to wait and email the board for meeting date and place preferences.

Newsletter: Sherry asked for clarification of newsletter duties. Gwen suggested that she and Marilyn get together electronically to work out the particulars of deadlines and content.

Meeting adjourned.

Respectfully submitted, May 20, 2002.
by Gwen Dobbs for
Suzanne Holcombe, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
June 21, 2002
University of Central Oklahoma
Edmond, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Vice-President/President Elect
Steve Locy, Treasurer
Suzanne Holcombe, Secretary
Marilyn Moore, Board
Woods Wheeler, Board
Sherry Young, Board
Jason Dupree, COIL Chair
Jay Ramanjulu, COIL
Kelly Brown, Guest, East Central

Gwen called the meeting to order at 12:55.

Minutes: The minutes were approved.

Treasurer’s Report: The cash box has $5,330.10. There was no activity this past month.

Award for Founding Member of OBIC: COIL members would like to recognize Beverly Joyce as a founding member and lifelong supporter of OBIC/COIL with a plaque. Discussion included: is this a one-time award? If not, should there be criteria defining it (years, a founding member, etc.). And could it be something other than a plaque? COIL members described it as a one-time award for Beverly. It will be awarded at the Conference and stated in the state, national newsletter. Steve said that there will be a maximum of $75 to spend. The gift was unanimously agreed to, Steve motioned, Susan seconded.

Conference: Cerise Oberman is not able to accept the invitation to speak. Craig Gibson, Association University Librarian at GMU is very involved with information literacy, also with the Institute at SUNY Plattsburgh. A focus would be starting an information literacy program at your university. No one in Oklahoma is embracing this yet. Kenneth Smith, University of Arizona, would give an administrator’s point of view. At the ACRL national meeting, Kenneth Smith discussed suggestions for developing learning outcomes for information literacy. The cost would be flying him here, no speaker’s fee. Presenting student papers at the conference is also a possibility and a mentoring opportunity for ACRL. See http://www.arl.org/stats.newmeas/outcomes/HEOSmith.html

This will be a joint workshop with COIL. It is set for October 25 at OCCC. Each speaker will have half the day to do their presentation. The Ramada Inn close by has rooms for $49 a night.

Beth volunteered to work with the food for the conference. Jason will invite the poster presentations by students.

COIL: Their last meeting was at Rose State. They had a good turnout, both old and new faces. The next presentation will be in November on instructional burnout. The rest of the time will be devoted to planning the Conference.

Newsletter: The Board members are looking in to this and are acting as co-editors. They will put together the content and will send it to Bonnie Richardson at OSU. It should include: President’s address, call for members, spotlight on a collection, upcoming conference (date, location, COIL, topic), candidates for next year, Beverly Joyce, call for student posters.

Bonnie can generate a mailing list. A .pdf version will be put on the Web site. Sherry can also do this, so either Sherry or Steve. The goal for the publication date will be the next few weeks (July).

Student posters: There will be a call for student posters for the Conference now and again in August. The submission deadline for the posters will be September 15. It will be by electronic submission (Word format) and will include an abstract of the proposal. Gwen and Jason will do the announcement, and Beth will put it on the Web site. Students can attend the Conference free of charge if their posters are accepted. This will be publicized at the Conference, also to administrators, via flyers and e-mail.

Web site: Beth mentioned the survey of the Web site that she had sent out. Its focus was on the colors used on the site as they are not browser-safe colors.

Archives: Beth will review her notes and at the next meeting will reactivate this. All of the past paperwork will need to be pulled together. She will continue to coordinate things with Jennifer Paustenbaugh at OSU.

COIL meeting: July 19th.

OK-ACRL meeting: July 12th at OSU-OKC (Woods to sponsor it).

Gwen moved to adjourn the meeting at 2:30, Susan and Beth seconded.

Respectfully submitted, July 05, 2002.
Suzanne Holcombe, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
July 12, 2002
Oklahoma State University – Oklahoma City
Oklahoma City, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Vice-President/President Elect
Steve Locy, Treasurer
Marilyn Moore, Board
Woods Wheeler, Board
Sherry Young, Board
Jason Dupree, COIL Chair
David Oberhelman, COIL representative

Gwen called the meeting to order at 1:14.

Minutes: Beth pointed out that the number of newsletters printed depends on the membership when the newsletter is being mailed, and suggested that the number of copies be struck from the minutes. She also pointed out that there is a confusing comment in the Student Papers section. It was decided that the last sentence was a combination of two ideas, and will be changed. The mention of the ballot box will also be struck, as she had announced that she had a new box. Susan moved and Beth seconded that the minutes be approved with amendments as listed.

Treasurer’s Report: There was no treasurer’s report for this meeting.

Conference Speakers: Gwen gave a summary of her attempts to find additional speakers. She contacted the folks at the University of Texas – Austin after she and Abby looked over TILT. The person she talked to was Clara Fowler, who was one of the main content providers for TILT, who is now at the University of Houston. Clara was very excited and interested in coming to the conference, but she has been unable to join us due to work obligations. She suggested Gwen talk with Elaine Jayne at Western Michigan University, who is currently modifying TILT for WMU. Gwen has attempted to contact Elaine via email and telephone. We then discussed the possibility of asking Craig to take the entire day; the morning could be more of a theory/lecture style with the afternoon set aside for an actual workshop. Sherry suggested that we should offer Craig an honorarium if we ask him to do the whole day. Woods suggested that we set a deadline for making speaker decisions. Gwen will wait until July 19th for a response from Elaine Jayne. If she has not heard anything – or if the response is negative – at that point, Gwen and David Oberhelman will talk about contacting Elizabeth Dupuis at UT. Jason and Gwen also discussed the administrator in California – Patricia Breivik – that Jason had mentioned previously.

Conference Food: Beth just got the information from Heather at OCCC this morning. She asked Susan to email her the amounts of what we purchased last year. She will also check with Steve to get the food totals from last year and will email everyone her results and suggestions once she crunches the numbers.

Newsletter: Beth gave Sherry a couple of pieces for the newsletter: a pre-conference notice and a call for candidates. Jason will email them the call for posters. Gwen will get her president’s address to them. Some special features were considered, but it was decided that we just need to get the newsletter out at this point, so we’ll go with what we have.

COIL Report: There’s been no progress on the special award for Beverly. There was a discussion about when we would like to make the presentation during the conference. It was decided that we would make the presentation during the business meeting in the morning. Beverly will be contacted a while before the conference and told that we’d like to do this. This gives her the option to decide if she wants a public presentation at all, or if she’d like to keep it quiet. It was suggested to offer her free attendance for the conference. The next COIL meeting will be July 19 in Weatherford.

Old Business: There was no other old business.

New Business: There was no new business.

The next meeting will be August 16 at OCCC. The conference will be in room 401 at the library, and we need to do a site visit. Gwen will contact Jay to set up the next meeting.

Woods moved to adjourn, Susan seconded the motion. Meeting adjourned 1:47.

Respectfully submitted, 15 July 2002.
by Beth Reiten for
Suzanne Holcombe, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
August 16, 2002
Oklahoma City Community College
Oklahoma City, OK

Minutes

Present:
Gwen Dobbs, President
Beth Reiten, Vice-President/President Elect
Steve Locy, Treasurer
Woods Wheeler, Board
Jay Ramanjulu, COIL representative and local arrangements coordinator

Gwen called the meeting to order at 1:17.

Minutes: Woods pointed out that the first sentence in the Newsletter paragraph is very confusing and that it refers to a "call for papers". Beth will reword the first sentence to make it more understandable and will change "papers" to "posters". Woods moved and Steve seconded that the minutes be approved with the changes. Minutes approved.

Conference:

SPEAKERS: Gwen handed out a proposed conference agenda that the board looked over. Elaine Jayne will be speaking first thing in the morning because she needs to get back to the airport before 1:00 PM. Since Craig Gibson will then be taking so much of the day, Gwen proposed giving him a $500 - 600 honorarium. Everyone agreed that it would be a good idea. There are no titles for the sessions yet, as both speakers want to know what the other is speaking on before they give Gwen definite titles. She will pin them down on session titles soon, and at the same time, she will work with Craig to finalize how he would like to structure the afternoon sessions. Gwen will then pass that information on to Beth for the web site and packet information. Beth will create the conference and election flyers again this year.

FOOD: To finalize the times on the conference agenda, Beth pointed out that a decision needs to be made about lunch. She handed out two pages -- the first included the lunch options and the second was a cost analysis of different options. Everyone agreed on one of the options for the breakfast and breaks. It was decided that we would not cater lunch, but that we will provide a restaurant guide for the packets. Woods volunteered to create the restaurant guide and will try to have it roughed together in time for our next meeting. Beth will contact Heather (OCCC Catering) and finalize our food arrangements.

FACILITIES: After taking a tour of the facilities on 4th floor (the OCCC Convention Center) -- including both the room Jay Ramanjulu has reserved for us (401) and the room across the hall (407) -- and talking with the facilities manager, Rhonda, we decided to switch to room 407. Jay will inform Rhonda of our decision.

OTHER ITEMS: Gwen would like to take the speakers out to dinner on Thursday, dependent upon their flight arrival times. Beth pointed out that we'll need to stuff the packets, as well, which will need to be done on Thursday if not before. Gwen will contact Elaine and Craig and find out their dietary preferences/requirements before a restaurant is picked this year. Steve suggested a book of Oklahoma photographs as a new idea for speaker gifts. Woods mentioned that the Oklahoma Historical Society has a lot of nice books available. Gwen will look into this.

Other Business: Gwen thanked Steve for volunteering to be the state representative for the National Center for Education Statistics' biannual survey of college and university libraries.

Gwen has received an email from ACRL asking who our ACRL Legislative Network representative is. None of us recalled hearing about this previously. Gwen will forward the email to Cokie Anderson at OSU to see if she'd be interested in being the Oklahoma representative.

Steve pointed out that there is no treasurer's report because there has been no membership activity and no newsletter charges.

Our next meeting will be in Stillwater on Friday September 13. Beth will make arrangements and notify everyone.

Steve moved to adjourn, Woods seconded. Meeting adjourned at 2:05 PM.

Respectfully submitted, 19 August 2002.
by Beth Reiten for
Suzanne Holcombe, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
September 13, 2002
Oklahoma State University Library
Stillwater, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Vice-President/President Elect
Steve Locy, Treasurer
Suzanne Holcombe, Secretary
Jason Dupree, COIL Chair

Gwen called the meeting to order at 1:04 p.m.

Cokie Anderson, OSU, has agreed to be the legislative representative.

Minutes: Steve moved, Susan seconded. Minutes approved.

Treasurer’s Report: Balance: $5,350.10. There is one new member. Elaine Jayne hasn't contacted us yet for reimbursement. Steve pointed out that for reimbursement, people need to first turn in receipts.

Conference: Gwen mentioned again the proposed Conference agenda. It will end at 3:30. Beth is working on the Conference Web site and will get the bio for Craig Gibson from the Institute for Information Literacy Web site. Gwen has e-mailed him for a title of his talk, a summary of his presentation, a photo, etc.

The Conference fees will stay the same as last year, $45 members, $65 non-members, $55 and $75 post-registration date. Students will be $15 and $25 and will not require a sponsor. Registrations must be postmarked by October 15.

For food, we will go with option 4 with one change: 3-5 dozen cookies. Food costs should be around $224. With each flight (approximately $500 each), the honorarium for Craig, and the food, total costs should be under $2,000.

Jason reported at the end of the meeting that there have been no responses by students to the call for poster sessions.

Beth will work on the flyer and the Web page for the Conference.

We will check with Jay about folders with pens (we will need 60), also notepaper. A restaurant flyer will be included in the packets as lunch is on your own. A map to OCCC will be on the Web site.

Candidates for next year’s Board: Beth reported that she has one candidate for Vice-President, one for Treasurer, none for Secretary, three for the Board. A discussion followed concerning other potential candidates.

Elections start October 25, so ballots must be out 30 days before. So in one week, we need to find four additional people (ideally) to fill remaining slots on the ballot. It is allowable to have only one name per office. Beth will e-mail and call those potentially interested. Ballots will be mailed separately from the Conference flyer.

New Business: Beth mentioned and displayed the new ballot box.

Next Meeting: If we need to meet before the Conference, it will be on the 18th at UCO at 11:30 a.m. We can put together the packets, etc.

Susan moved to adjourn, Steve seconded. The meeting adjourned at 2:00 p.m.

Respectfully submitted, 17 September 2002.
Suzanne Holcombe, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
October 18, 2002
University of Central Oklahoma
Edmond, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Vice-President/President Elect
Marilyn Moore, Board
Jason Dupree, COIL Chair

Gwen called the meeting to order at 1:05 pm

Minutes: Susan moved, Beth seconded. Approved.

Treasurers Report: Steve will bring receipts to the conference.

Conference: Gwen turned the ticket receipts for both Elaine and Craig over to Beth to get to Steve.

Book gifts have been hard to find. Suggestions--look at Gilcrease Museum while Gwen is in Tulsa.

Food and lodging reimbursement still to be filed -- those will happen after the fact. Gwen explained the mix-up with the Ramada Inn being a motel, rather than a full-service hotel. She has moved the speakers' reservations to the La Quinta Inn on Meridian. Elaine arrives at 2:27pm and Craig arrives at 4:40pm. Gwen will do pick-ups. Dinner gathering at 6:30pm in the lobby of the La Quinta Inn. Several options tossed about, no place decided. Decision left to visitors.

Conference schedule: packet: lunch map, call for papers & proposals announcements, membership form, agenda, presenter bios, note paper (3 sheets), and evaluation form. Final packets will be finished before the conference and name tags will be finished. Gwen gave Beth Elaine's hand-outs and Craig's PowerPoint presentation to be duplicated. She will forward Craig's email with the rest of his hand-outs to Beth after the meeting.

Technology for conference: Jay is coordinating this area. Laptop and 2000 Powerpoint software needed. Beth is bringing her laptop for the registration desk and Gwen is bringing hers for Craig to use. Elaine is bringing a Mac Powerbook. She indicated past problems with projectors: Beth will double-check her library's projectors and bring one as a backup.

There were three conference mailings due to various mix-ups with getting the national membership list from ALA and producing a list of all higher education institutions in the state. The second batch going out so late caused the revised early-bird deadline. Expect mass confusion at the registration desk.

Food is ready, and Beth has double-checked with Heather at OCCC. We will be billed afterwards.

Elaine will need to leave after her presentation for the airport. Easiest to ask her to bring her luggage to the conference. Jason will take her back to airport.

Steve will have the honorarium to give Craig on Friday morning.

What time are folks planning on showing up to OCCC? Most everyone was thinking 8:00am Friday morning.

Business meeting: Introduce the board & thank them, announce COIL and introduce COIL board, introduce new candidates, remind to vote all day, attendees turn in ballot that day, launch into speakers.

Marilyn found a correction needed on the Membership Update form (still reads OBIC). Beth will correct and have reprinted and re-stuffed.

New business: Next meeting, Nov 1 at 11:30am in Weatherford. Jason will arrange lunch and meeting space.

Gwen moved to adjourn, Susan seconded. The meeting adjourned at 1:55 pm.

Respectfully submitted, 29 October 2002.
by Jason Dupree for
Suzanne Holcombe, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
November 1, 2002
Southwestern Oklahoma State University
Weatherford, OK

Minutes

Present:
Gwen Dobbs, President
Susan Hahn, Past President
Beth Reiten, Vice-President/President Elect
Steve Locy, Treasurer
Marilyn Moore, Board
Jason Dupree, COIL Chair

Gwen called the meeting to order at 12:50 pm.

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

Treasurer's Report: Steve went over the current post-conference finances. We still have several outstanding PO's, but it appears that we will have lost about $300 on the conference. Gwen will get her receipts straightened out and handed in ASAP. Apparently, the La Quinta charged her tax, even with our tax number, so she's planning on dropping by there on her way home tonight. Beth moved to approve the report, Susan seconded. Report approved.

Conference Write-up: Sherry has already written it up and sent it out to everyone. Marilyn will work with Sherry to include some of her notes.

Newsletter: This one will include Gwen's final president's address, the election results, and the conference wrap-up. Jason will develop the film, scan the pictures he likes and send to them to Bonnie. We're aiming to have the newsletter in the mail by Dec 10. Marilyn brought up some of the problems that they had this year trying to get the newsletter put together with a three-body problem. Sherry has also brought this up in emails in the past. We discussed removing Bonnie from the equation for next year. It was decided to make that decision next year.

Conference Evaluations: Susan handed out the analysis and the group went over them. All in all, folks seemed to be positive.

Election: The mail-in ballots must be postmarked by November 20. Beth is getting a decent return so far.

New Business: Jason mentioned that Adriana Edwards-Johnson is looking for a co-sponsor for a professional development workshop. Adriana was invited into the meeting to present her idea to the board. The New Members Round Table of OLA is planning a workshop on how to get hired. They're marketing to everyone, including administrators who could use it as a recruiting technique. They're trying to keep costs down by doing the majority of things within the organization. Registration fees will be $40 for OLA members and $80 for non-members. (The OLA bylaws specify registration fees be double for non-members.) The speakers they have lined up are Ellen Decker from Tulsa for the elementary schools, Don Gilstrap for new administrators, Anne Masters is doing public, Marty Thompson is for special libraries. Breakout groups would include: cover letters, resumes, etc. They're looking at a site in OKC somewhere. Possibly in April, after the OLA Conference. Gwen asked what they wish from OKACRL. Adriana's thinking of the co-sponsorship more along the lines of good advertising and a chance to try to get the two groups to work together; they don't need monetary support from us. They'd love it if we could help provide supporting material for the breakout sessions. She seems to think that if OKACRL was a co-sponsor, she could arrange the OLA rate for OKACRL members. Their next meeting is November 22, 10:00 am at the Oklahoma Department of Libraries. Susan volunteered to attend the meeting for OKACRL. It was decided to hold off making any decisions until we hear back from Susan after the meeting.

Susan brought up whether we wanted to put a cap on honoraria. Too many large honoraria will eat the treasury quickly. After a bit of debate, it was decided that we'll need to decide each time what we want to do.

Old Business: Steve asked Jason for the status of Beverly's award. Jason has put the idea on hold until further notice, as he was unable to find exactly what he was looking for.

Next Meeting: January 10th. Location to be determined, based on the composition of the new board.

Susan moved to adjourn, Gwen seconded. Meeting adjourned at 1:58 pm.

Respectfully submitted, 4 November 2002.
by Beth Reiten for
Suzanne Holcombe, Secretary.

 

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Last Update: 4 November 2002
Comments to: jason.dupree@swosu.edu
URL http://okacrl.okstate.edu/minutes02.htm