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OK-ACRL Board Meeting Minutes
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Oklahoma Chapter - Association of College and Research Libraries
February 11, 2005
Oklahoma Department of Libraries
Oklahoma City, OK

In attendance: Kate Corbett, COIL Chair; Lauren Donaldson, President; Audrey DeFrank, Vice President; Jason Dupree, Past President; Steve Locy, Treasurer; Debbie Nelson, Board Member; David Oberhelman, Secretary

Introductions: President Donaldson introduced new board member Audrey DeFrank to the returning board members.

Approval of Minutes: The minutes of November 12, 2004 were amended to add a dollar sign ("$") to "Expenditures of 288" in the Treasurer's Report and a space was to be added after "3:15" in the Conference Planning report. Locy moved to accept the minutes as corrected; DeFrank seconded; motion carried unanimously.

Treasurer's Report: Locy reported that all the expenses of the 2004 conference have been paid, including speaker expenses, transportation costs (and tolls), child care costs, and $1,609.45 to the University of Oklahoma Outreach for the facilities and catering. Expenses totaled $3,052.12, and income was $1,580 plus an additional $29.45 for speaker-related expenses charged to the debit card. The total loss was $1,609.45, but Oklahoma Special Libraries Associations agreed to cover half of the losses ($721.33). Donaldson will contact Tom Rink, OK-SLA President. The remaining balance in the OK-ACRL account in Stillwater National Back is $3,199.53.

Locy reported that our association can be reimbursed (up to $100) by ACRL National for members within the state. He will fill out a form to send to National for the reimbursement.

Meeting Dates: Donaldson passed out a tentative schedule of board meetings for 2005. The board will meet on the second Friday of the month except for April when it will meet on April 15 instead because of a conflict with the ACRL Conference.

Board Member and Officer Responsibilities: Donaldson wanted to go over the various duties assigned to the board members. Past President Dupree would be in charge of maintaining the Yahoogroup listservs for the board and OK-ACRL membership. Locy would be in charge of the Website. Oberhelman would take minutes at board meetings and distribute those to the board. Donaldson will monitor the ACRL National listserv and will send relevant info to chapter members. Locy will maintain the membership list, and will make sure the chapter receives the reimbursement check from ACRL National. DeFrank would be in charge of finding candidates for office and the board to run in the next election.

Newsletter: After much discussion about how many newsletters to produce each year, and whether to distribute it in paper or electronically, Oberhelman moved that OK-ACRL produce two newsletters per year. One would come out in the spring, and the other would come out in time to advertise the fall conference (it would also include ballots). Dupree seconded the motion; motion carried unanimously. We would once again approach Bonnie Cain, Coordinator of Communications and Publications at the OSU Library, to assist us in the layout of the newsletters. Oberhelman and/or Locy would serve as contacts with her. The printing and mailing would be handled by OSU.

Conference Topics: A spring workshop on the topic had been tentatively planned for May 20, 2005 at UCO based on the support for the idea from a survey distributed at the 2004 Conference. Donaldson wanted the board to decide if OK-ACRL wanted to consider other options for delivering programming on this topic or on another topic, and she passed out a list of four options for the board to consider and act upon [Appendix A].

The board discussed the various options and decided to go with how to research and publish. Some of the aspects of that topic we would need to cover are how to form "research groups"; how to work with Institutional Review Boards (IRBs) to get approval for research on human subjects; how to handle ethical issues in research; how to analyze data from research; how to go about getting that data published. After a lengthy discussion Nelson moved that the board accept option #2 from the list-that OK-ACRL offer a single conference in the fall of 2005 on how to research and how to publish. Corbett seconded the motion; motion carried unanimously. Corbett and Oberhelman would contact the two speakers they had confirmed for the spring workshop and tell them about the scheduling change. Donaldson told the board she would send them an email before the next meeting asking for ideas on the format, date, location, and possible speakers (both in-state and maybe out-of-state for a keynote speaker). At the March meeting she hopes to have a list of speakers for the board members to contact and would like to have commitments by April, if possible.

Old Business

OK-ACRL Archives: Locy indicated that he had received the agreement form from the OSU Special Collections and University Archives for housing the OK-ACRL Archives. We do not keep sensitive information such as credit card numbers, etc., in the papers. More on the Archives would be discussed in future meetings.

COIL Report: Corbett reported that COIL would be undertaking a survey of what kind of instruction takes place at Oklahoma academic libraries. The survey would be distributed to the COIL listserv. She said that the survey was designed to show what kind of instruction is the most common in various institutions and to help COIL develop programming ideas for the future. The next COIL meeting will be at the Stillwater Public Library on February 25, 2005 at 1:30 pm.

Attorney: Locy indicated that Stillwater Attorney Steve Holcombe, who had assisted OK-ACRL in drawing up its incorporation papers, had informed him that he no longer wished to represent the association. We would consider at future meetings whether we need an attorney at this point, and how we would find one. The Secretary holds the incorporation documents for the association currently.

Other business: Dupree passed on a thank-you note he had received for the 2004 Conference. Donaldson told the board she had been invited to speak at an Oklahoma Library Association Conference program on library cooperative groups in Oklahoma.

The next meeting will be at the Edmond Public Library on Friday, March 11, 2005, 1:00 pm.

Nelson moved that we adjourn; Locy seconded; motion carried unanimously.

The meeting adjourned at 2:41 pm.

Respectfully Submitted, David Oberhelman, Secretary

 

Appendix A Options for the "How to Get Published" Conference/Workshop

1. Go with this topic for a spring workshop. OK-ACRL would partner with COIL to present the topic using local speakers. The event could be conducted on a small scale and should not require a great deal of planning or money. COIL has already taken care of many of the details. The UCO Chambers Library instruction room can be used and a tentative date has been set for May 20th. The fall conference on a different topic would also need to be planned.

2. Go with this topic for the OK-ACRL fall conference. The scope of the topic could be expanded and we may even want to bring in an outside speaker to join with local speakers. A suggestion was made that this format would allow us to incorporate the idea of forming "research circles". This is a concept that Kate Corbett (COIL President) can expand on at the next meeting. This option would allow us more time to plan. We would forgo a spring workshop.

3. Divide the topic into two parts. Part I would take place in the spring and part II would be the fall conference. This would allow for an even more detailed presentation on how to get published and we can brainstorm all the ways we may want to dissect the topic. Another variation on this plan is Part I for the fall 2005 conference and Part II for spring or fall 2006.

4. Think of a different topic for the fall conference. Here are a few that have already been suggested: " Leadership and Self Development (Maureen Sullivan) " Change in Organizations (Pat Weaver-Meyers) " Web Page Usability and Portals " Information Commons

 

 


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Oklahoma Chapter - Association of College and Research Libraries
March 11, 2005
Edmond Public Library
Edmond, OK

In Attendance: Helen Clements, Board Member; Kate Corbett, COIL Chair; Audrey DeFrank, Vice President; Lauren Donaldson, President; Jason Dupree, Past President; David Oberhelman, Secretary; Debbie Nelson, Board Member; Rhonda Taylor, Board Member

Approval of Minutes of the February Meeting: Under VII. Conference Topics, change first part of sentence to read “A COIL spring workshop on the topic of how to publish had been tentatively planned. . . .” Nelson moved to accept the minutes as corrected; Taylor seconded; motion carried unanimously.

Treasurer’s Report: Omitted because treasurer was not in attendance.

COIL Report: Kate Corbett reported on the first COIL meeting of the year in which the group discussed developing a survey of information literacy/bibliographic instruction programs at academic libraries in Oklahoma to ascertain what is being offered at different institutions. COIL will also organize another August workshop, possibly to be held at OSU-Tulsa again, featuring demonstrations of instruction sessions and speakers on instruction-related issues. There would be a planning meeting on March 28 at OSU Stillwater.

Invitation to Co-sponsor Workshop on ACRL Standards with OCALD: Audrey DeFrank conveyed an invitation from Don Gilstrap, Director of the Southwestern Oklahoma State University Library, for OK-ACRL to co-sponsor a workshop with the Oklahoma Council of Academic Library Directors (OCALD) on the implementation of ACRL standards. The workshop would be held on October 7, 2005 at Rose State College or OSU-OKC. The format would be a presentation in the morning from Oklahoma academic library directors on integrating standards into their service and the university curriculum. Then there would be breakout sessions in the afternoon. They plan to charge no registration fee, and would provide lunch. OCALD wanted OK-ACRL to lend its support to the idea of the workshop, but specific plans have not been put in place. After some discussion, the Board decided that DeFrank would serve as the contact person for OK-ACRL. David Oberhelman moved that OK-ACRL accept the invitation to co-sponsor the workshop; Helen Clements seconded the motion. Motion carried unanimously.

Newsletter and Mailing Dates: Donaldson discussed the content that could go into the first issue of the Newsletter. We decided to produce two newsletters a year, the first one to come out in the late spring. Debbie Nelson volunteered to put the newsletter content together (note: Nelson volunteered after the meeting). April 22 was the deadline for article submissions. The following are articles to appear in that newsletter, and the one responsible for the article is indicated:

President's Message (Lauren)
National Conference Report (Steve writing on either the conference in general or an interesting session he attended)
COIL Corner (Kate)
Tulsa University 75th (Lauren will contact Gina Minks for this information)

Election Winners Bio’s (Debbie)
Fall Conference Promo (This will have to wait until we meet on April 15 and have more info on the event)
OCALD Workshop Promo (include link to ACRL standards) (Audrey)
Picture from 2004 conference and link to the conference report (Jason will provide photo)

Oberhelman and Steve Locy will work with Bonnie Cain, OSU Publicity Coordinator, to get the newsletter formatted in MS Publisher, and it will be mailed to the membership on May 1, 2005.

OK-ACRL Conference: Format, Speakers, and Date: The Board discussed the timing of the fall workshop in light of the OCALD workshop we were co-sponsoring. We will be asking the national speakers we finally choose what would be a good set of dates, and would decide on the final date at the next Board meeting. We continued to discuss the topic of how to research and how to get published as the theme of the conference. It was suggested that we contact the editor(s) of some library journals such as College & Research Libraries for a presentation on trends in library journal publishing and in research (hot issues, topics, etc.). We established a tentative format for the conference:

8:30 – 9:00 Registration
9:00 – 9:15 OK-ACRL Business meeting. Introduce Board members, candidates
For office.
9:15 – 10:45 Panel of Oklahoma speakers on how they got involved in researching
and publishing (different formats and different kinds of research). We
would provide cards to the audience in their packets for them to write
questions for the panelists. DeFrank would moderate.
10:45 – 11:00 Break
11:00 – 11:45 Question & Answer Session for the Panelists using the question cards
11:45 – 1:00 Lunch on-site. We might have table talk discussions with panelists on
Different topics
1:00 – 2:00 Keynote speaker (out-of-state editor?) on Trends and Issues in research/
Publishing
2:00 – 2:15 Break
2:15 – 3:00 In-state editors on writing and submitting research articles and reviews
3:00 – 3:10 Wrap-up and evaluations

The Board then discussed potential panelists and speakers and decided to start contacting them to find out what their availability would be in the fall. A narrowed-down list of speakers contacted would be brought to the Board for the next meeting.

We decided to explore several possible locations. The Edmond Multi-Purpose Activities Center, OSU-Tulsa, Rose State College, and the Downtown Oklahoma City Metropolitan Library were all discussed. Donaldson would get information about fees and availability of the different venues for the next meeting.

New Business: Donaldson reported that OK-ACRL had received a check from OK-SLA for $714, their portion of the cost of the 2004 conference they co-sponsored with us.

DeFrank then moved that we adjourn; Corbett seconded.

Meeting adjourned at 3:30.

Respectfully submitted,
David Oberhelman,
Secretary


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Oklahoma Chapter - Association of College and Research Libraries
April 15, 2005
OSU-OKC
Oklahoma City, OK

 

In attendance: Helen Clements, board member; Audrey DeFrank, vice-president; Lauren Donaldson, president; Steve Locy, treasurer; Debbie Nelson, board member; David Oberhelman, secretary


I. Approval of Minutes

Lauren Donaldson called the meeting to order at 1:10 pm. The minutes of the March meeting were read; Debbie Nelson (board member) will be added to the list of attendees. Steve Locy moved to accept minutes as corrected; Helen Clements seconded; motion carried unanimously.

II. Treasurer’s Report

Locy passed out Treasurer’s report. We have received the check from OK-SLA for their share of the 2004 Conference. There was one new member (state chapter only). We have not yet received the $100 check from ACRL National. David Oberhelman moved to approve the report; Clements seconded; the report was unanimously approved.

III. COIL Report / Report on OCALD Workshop on ACRL Standards

Lauren Donaldson reported for Kate Corbett that COIL is going ahead with plans for an August workshop on instruction to be held at OSU-Tulsa.

Audrey DeFrank reported that the date for the OCALD workshop on ACRL Standards that OK-ACRL will co-sponsor is still to be determined, but now might be October 14, 2005 instead of October 7. She would check with OCALD to let our board know when the workshop is scheduled.

IV. OK-ACRL Conference Planning

We decided to look for a national speaker first, and then would set the date and (tentatively in the latter half of the fall 2005) and the location. We would then contact in-state speakers from the list we compiled at the March meeting. Donaldson told the board that she had attended a program at ACRL National in Minneapolis entitled “How to Get Published in LIS Journals.” She spoke with Mr. Daviess Menefee, Elsevier's Director of Library Relations and he suggested a possible speaker for our conference. Mr. Menefee introduced her (via email) to Dr. David Kohl, Dean of Libraries at the University of Cincinnati and editor of Journal of Academic Librarianship. She asked him if he would give the keynote address at our conference on trends in publishing in library journal publications and he tentatively agreed. She stated that they agreed that they would work out details on the dates he would be available. We decided at the meeting that the other speakers in that session could be back-ups to contact in case Dr. Kohl could not speak.

We then discussed possible locations for the conference. After much discussion, we arrived at 5 possible locations we would contact in order: 1) Rose State College (Tom Steed Center or Tinker Terrace Room); 2) OSU-Tulsa; 3) UCO (Nigh Center); 4) OSU-Oklahoma City; and 5) SWOSU, Weatherford. We decided not to consider the downtown Oklahoma City Library or the Edmond Multi-Activity Center. Once we have a date set, Donaldson will contact locations to reserve space.

We floated around a working title: “Make a Name for Yourself: How to Get Published.”

V. Newsletter

Nelson will be in charge of putting together the newsletter content and then will send it to Bonnie Cain at OSU to format. Donaldson would contact Gina Minks (University of Tulsa) to get both a long and short version of the write-up on the 75th anniversary of the University of Tulsa McFarlin Library. Locy would write a ½ page article on ACRL in Minneapolis. This issue will include a short promotional announcement for the upcoming conference; more on the conference will appear in the next issue. DeFrank would submit an article on the OCALD workshop. We are going to try to get the newsletter finalized by May 1, or close to that date.

VI. Old Business

Donaldson reported that she had a May 16 deadline to file a chapter report for the ACRL website, but since our chapter operates on a calendar year as opposed to a fiscal year, we will only be able to report on activities to date.

She also received an email on insurance plans through the association, but we would take that up at a later time.

At 2:25 Locy moved to adjourn; Nelson seconded; the meeting was officially adjourned.


Respectfully submitted,
David Oberhelman,
Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries
June 10, 2005
Stillwater Public Library
Stillwater, OK


In attendance: Kate Corbett, Audrey DeFrank, Lauren Donaldson, Debbie Nelson, David Oberhelman, Rhonda Harris-Taylor

Approval of Minutes

The meeting was called to order at 1:02 p.m.

Debbie Nelson moved to accept the minutes of the April meeting. Rhonda Harris-Taylor seconded. Motion carried unanimously.

Treasurer’s Report

Lauren Donaldson handed out emails from Steve Locy giving the treasurer’s report. The association’s balance at Stillwater National Bank was $3935.86, but that amount will change once newsletter goes out. Locy had requested $100 from ACRL National, but learned we can only request money for basic office supplies. We have receipts from the 2004 conference totaling $66 for which we can use the money. We might have some other expenses from the end of calendar 2004. We could send in the bill from OU if it is itemized. Donaldson would confer with Locy on the bill.

COIL Report

Kate Corbett reported that COIL met on May 27 at USAO. The group discussed its information literacy survey. They will do a free Surveymonkey survey, but need to pare down the number of questions. Work will continue at the next meeting in July.

August 16 is tentatively the date of the COIL workshop date at OSU-Tulsa. The speakers will include education specialists Jane Bowerman, OU, on learning styles and Susan Stansberry, OSU, on teaching styles and methods. Barbara Miller will do a demonstration BI on government documents to model teaching to different styles of learners. Lunch will be on-site. David Oberhelman will then speak on the commonalities of databases, and the transferability of searching skills. Then participants will be given a subject for which they will develop a BI lesson plan incorporating what they have learned in the earlier sessions. COIL will charge $12 for the participants.

Update on ACRL Standards Workshop

The board received an update on the workshop OK-ARCL is co-sponsoring with OCALD.

Location: Oklahoma Christian University
Date: October 14, 2005
Time: 10:00AM-3:15PM

Audrey DeFrank said that OCALD had sent out proposals to see if libraries in the state have been using ACRL standards to assess their services or programs, and they would select speakers from the volunteers.

Continue Fall Conference Planning

Donaldson gave the board an update on conference plans to date:

Update: Keynote Speaker: Dr. David Kohl
Location: Rose State University
Date: Friday, November 11, 2005

Donaldson would send a letter to Dr. Kohl to confirm details. OK-ARCL will make the travel arrangements for Dr. Kohl after checking with him on his preferences. The Tom Steed Center at Rose State has been reserved, and a different room will be used for lunch. Donaldson said she would reconfirm the reservations with Sharon Saulmon at Rose State.

Friday November 11 is the date planned for the conference; it is the OLA First Amendment Day for students, but that should not be a problem for academic librarians.

Structure of the Conference:

There will be 2 morning sessions, 2 in afternoon and break in between. There will be an OK-ARCL business meeting in the morning. Each session will last about an hour.

This is the tentative schedule we developed:

Registration 8:30-9:00
Business Meeting 9:00-9:30
Session I 9:30-10:30
Break 10:30-10:45
Session II 10:45-11:45
Lunch 12:00-1:00
Session III 1:00-2:00
Break 2:00-2:15
Session IV 2:15-3:15
Closing 3:15-3:30

Harris-Taylor moved to accept agenda. Corbett seconded. Motion carried unanimously.

We then discussed lunch and break food. Should we use Rose State catering? We will try to get a menu. DeFrank said she would look into lunch options and contact nearby restaurants.

We discuss student discount and corporate sponsors at a later meeting.

DeFrank will be responsible for finding candidates for office: 1 Board Member, Secretary, Treasurer, President Elect

Newsletter Update

Nelson reported on the newsletter. There will be an article announcing the conference topic. Donaldson will continue to write an article on conference plans, and Nelson would assist her.

Donaldson would contact Locy to put conference information on the OK-ACRL webpage.

Nelson said she would contact Bonnie Cain at OSU on formatting the newsletter. We plan to mail this issue in June and the next issue will go out the first week of October to publicize the conference.

Old Business

Donaldson reported that she did not send in report for the ARCL Chapter Topics. We revisited the possibility of getting event insurance for our conference, but we won’t pursue it.

New Business

The dates of the October and November meetings need to be changed. The new dates and places will be October 7 (UCO) and November 4 (Langston). July 8 will be the next meeting at Redlands Community College in El Reno.

The meeting adjourned at 2:25 p.m.

Respectfully submitted,
David Oberhelman, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries
OK-ACRL Board Meeting
July 8, 2005
Redlands Community College

Attending: Lauren Donaldson, Rhonda Harris-Taylor, Helen Clements, Jason Dupree, Audrey DeFrank, Kate Corbett.

The meeting was called to order at 1:05 pm.

Approval of Minutes: Corrections: page 3 line 4 add "will" before discuss and add "s" to discount page 3 line 6 add "Vice President/" before President Elect

It was moved that the minutes be accepted with the stipulated corrections above. Moved by Clements, seconded by DeFrank. Motion carried.

Treasurer's Report: In the absence of the Treasurer, Donaldson reported that there was no change to the balance of $3985.86 Donaldson said that she had contacted Locy regarding the submission of part of the OU Conference bill for payment by national ACRL. This has not been resolved.

COIL Report:

Corbett reported that the COIL Workshop is on track for August 16, 2005 at OSU-Tulsa. The announcements will be distributed via several email lists. The registration fee is $12.00 and includes lunch on site. The speakers will be Jane Bowerman from OU and Susan Stansberry from OSU Stillwater.

Corbett also reported that COIL is working on their BI/IL survey and will meet on July 22 at UCO to finalized the survey.

Update on the ACRL Standards Workshop: OCALD will have their ACRL Standards workshop on October 14 at Oklahoma Christian University. Presentation proposals will close on July 30, 2005, and the meeting announcement will be posted in August.

Continue- Fall Conference Planning:

Speaker travel arrangements: When Donaldson offered to make travel arrangements for Dr. Kohl, he said that his schedule was uncertain, so he would prefer to make his own plane reservations. However, he agreed that OK-ACRL would make ground arrangements. We will choose 3 hotels and let him select his preference. It was generally agreed that the Board would meet him as a group and take him out to dinner-maybe in Bricktown.

Food options:

DeFrank reported on her inquiries into three possible caterers:

Prairie Gypsies has a very helpful website. They offer more choices, but to provide the basic Subway type lunch, sandwich, chips, and cookie, they would charge $6.00 + tax per person. They have a $25 delivery charge.

City Bites will provide sub, chips and cookie for $8.63+tax. For 75 or more (lunches or dollars???) they will deliver free.

Quiznos will provide small sub (same as sub?) chips, cookie for $6.78 including tax. Will deliver over 20 (lunches or dollars??)

It was decided that since these caterers do not require long lead times, we will not make a decision on the lunch provider until our September meeting.

Donaldson reported on the menu offered by Rose State College campus catering.

After a lively discussion, the Board decided to order the following items from the university caterer for the morning break based on 50 people registered :

  • 1 Banana Nut Loaf Bread - $6.00
  • 1 Blueberry Loaf Bread - $6.00
  • 1 Cinnamon cake - $10.00
  • 1 Dozen large bagels with cream cheese -$9.00
  • 3 gallons regular coffee @$7.00/gal - $21.00
  • 1 gallon decaf coffee - $7.00

For the afternoon break, we will offer fresh fruit and bowls of candy.

We will purchase the following at Sam's Club:

  • Bottled water for breaks and lunch
  • Canned soda for lunch
  • Candy (variety) for afternoon break
  • Fresh fruit for morning and afternoon breaks

Donaldson will find out which of the following will be provided by the university caterer and in what numbers: Small plates; Flatware Napkins; Cups; Cream/sugar

What to charge for the event:

After a brief discussion, it was agreed to charge $45.00 registration including lunch. It was further agreed that non-ACRL members would be charged $55 for registration, and students would be charged $25. Harris-Taylor pulled together a rough budget.

Based on a registration fee of $45.00 per person, with a registration of 50 people, there would be income of $2250.00

We have budgeted 12.00 per person for food: $1.00 morning break $10.00 lunch $1.00 afternoon break for a total food expense of $600.

Leaving a balance of $1650 to cover additional expenses

Dr. Kohl's airfare (worst case estimate $850) $850; Hotel $125; Meals $100; Honorarium (gift card???) $100; Packet materials 100; $375 balance

Contacting possible corporate sponsors: Donaldson will check with Locy to see if we have any corporate sponsors.

Conference promotion details and timeline:

Donaldson asked for suggestions regarding the font/theme/colors for the meeting announcement. Donaldson will work on workshop announcement/registration form. She will have a final draft for the September 9 Board meeting. We will include a preliminary announcement in the first newsletter, due to be published in July.

Also included will be promotion for the COIL workshop and the OCALD meeting. We will include the complete announcement and registration form for the Publishing Workshop in the second issue of the newsletter, due to be published in October. Also to be included in that newsletter will be a report on the COIL workshop and election information.

Any articles for inclusion in the October newsletter should be in Donaldson's email by September 5. Registration deadline for the Publishing Workshop will be "postmarked by October 18." We will send out email reminders on Thursday, October 13, and will announce it at the OCALD meeting on October 14, if possible.

We still need a business meeting agenda for the fall conference. We will have a "packet stuffing party" on November 4 at Langston.

Dupreee agreed to email a list of the materials usually included in the packet.

Other old business: None

New business: None

Next meeting: August 12, 2005 at OSU-OKC. Lunch plans will be posted.

Donaldson proposed adjournment at 2:40 pm. Corbett moved, Clements seconded.
Motion carried.

 


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Oklahoma Chapter - Association of College and Research Libraries
August 12, 2005
Metropolitan Library System, Downtown
Oklahoma City, OK

In attendance: Helen Clements, Board Member; Kate Corbett, COIL Chair; Lauren Donaldson, President; Jason Dupree, Past President; David Oberhelman, Secretary

The meeting was called to order at 1:14 p.m.

I. Approval of Minutes: A few minor typos were corrected in the July minutes. Clements moved to accept as amended; Dupree seconded. Motion carried.

II. Treasurer's Report: Donaldson reported for Steve Locy that as of August 12, 2005 we had $3.935.85 in the bank. We did not get any money from ACRL National. The COIL workshop on August 16 would bring in some income as well as expenses for the food, gift cards, and lunch.

III. COIL Report: Corbett reported that as of August 12 she had 20 signed up for the August 16 COIL workshop (24 was the final number in attendance). The timing of the workshop might have been difficult for some who wanted to go, but speaker availability forced us to have it the week before the start of classes. Arrangements had been made, so all was going smoothly with plans. Corbett updated the board on the survey of information literacy instruction in Oklahoma academic libraries that COIL was preparing. She had asked the board in July for permission to spend $20 to put the survey on the Surveymonkey online polling service, but she had found another service, Zoomerang, that allowed surveys of 30 questions and would keep them open for 10 days at a time. Zoomerang appears to allow users to copy the survey and post new ones after the earlier ones expire. COIL therefore withdrew its request for money for Surveymonkey and will put the survey up on Zoomerang instead.

IV. ACRL Standards Workshop with OCALD: Donaldson reported for Audrey DeFrank, who was not at the meeting, that there will be online registration for the workshop on the OCALD website.

V. Fall Conference: Donaldson had discussed a bio with Dr. Kohl, and he would provide one for us. She then discussed travel arrangements with him. He would be arriving on November 17 in the afternoon and departing November 18 after the conference. We would be making a reservation for him at the Holiday Inn Express, Midwest City. We would make plans for taking Dr. Kohl to dinner at our next meeting. In September we would also decide on catering for the lunch.

We then discussed getting corporate sponsors to help defray the costs. Donaldson said she would contact former president Beth Reiten to assist in contacting vendors. For the registration packets, we decided to include the following (and assigned a board member to be responsible for getting that material together):

  • Bio for Dr. Kohl - Donaldson
  • Agenda - Donaldson (who will run it by the board first) "
  • Flyers for OLA programs - Clements would contact Kay Boies
  • Popular Culture Conference flyers - we will ask Rhonda Taylor to assist
  • ACRL Flyers - Donaldson
  • Bios for Candidates for OKACRL office - Audrey DeFrank
  • Evaluation Forms - Oberhelman
  • Treasurer's Report - Steve Locy
  • Notebook Paper -- (possibly get from vendor)
  • Name Tags - Corbett
  • Pens and Folders - (possibly get from vendor)
We will check with Dr. Kohl to see if he wants us to copy the handouts for him. Next month we will devise an itinerary for the board members during the conference.

Dupree will check on getting laptops for the conference to be used to fill out the COIL survey.

VI. Newsletter: We decided not to publish a newsletter at the present. We will begin promoting the conference right away with flyers to be passed out at the COIL workshop and an announcement for the website would be prepared shortly. A registration form will be posted after September. Candidate bios will appear both online and in ballots to be mailed out to the membership in October.

VII. New Business: Donaldson showed the board a copy of a strategic planning survey required by ACRL for all state chapters. Dupree said he would assist her in filling it out since it covered the fiscal year July 2004 - June 2005 and would cover part of his presidential term when we had our last conference and COIL workshop.

Meeting was adjourned at 2:54 p.m.

Respectfully submitted, David Oberhelman, Secretary


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Oklahoma Chapter - Association of College and Research Libraries
September 9, 2005
Bizzell Memorial Library
University of Oklahoma
Norman, OK

In attendance: Kate Corbett, COIL Chair; Audrey DeFrank, Vice President; Lauren Donaldson, President; Jason Dupree, Past President; David Oberhelman, Secretary; Rhonda Taylor, Board Member


Donaldson called the meeting to order at 12:55pm.

I. Approval of August Minutes

One minor change in a figure on Treasurer’s Report was pointed out. Corbett moved to approve the minutes as corrected; DeFrank seconded. Motion carried unanimously.

II. Treasurer’s Report

Oberhelman reported for Steve Locy. The COIL Workshop in August brought in a total of $257.00 and the expenditures were $202.57. Corbett would submit a few more receipts for food costs. The new statement had not arrived, so there was no new balance to report.

III. COIL Report (Corbett)

Oberhelman gave a brief report on the August workshop since Corbett was unable to attend. There were 22 registrants, and the evaluations were quite favorable. The board wishes to thank the OSU-Tulsa Library for its assistance in the room and food arrangements, and other logistical help.

The Zoomerang survey will be discussed at the next COIL meeting on September 30.

IV. ACRL Standards Workshop with OCALD

DeFrank reported that the workshop has been postponed from October to spring 2006 in order to book nationally-known educators as speakers. More information would be forthcoming on the OCALD website.

V. Old Business

Donaldson thanked Dupree for assisting her with the implementation report she submitted to ACRL National.

VI. Conference Planning

Donaldson reported that Dr. Kohl had purchased his airline tickets and would be arriving into Oklahoma City at 2:47pm on November 17 and departing at 7:16pm on November 18.

He would email files to copy handouts, though the handouts will be given out only during his presentation. We will have our own evaluations and he will devise his own evaluation/feedback forms if he can.

Rose State will have a technician available to assist with the computer and the projector setup.

Sharon Saulmon at the Rose State LRC would provide pens and folders. The board will meet to assemble the folder contents (list of responsibilities in the August minutes) at its November meeting at Langston University. The agenda, bio of Dr. Kohl, evaluations, pads, pencils, and other association flyers will be the contents.

We will set the registration deadline at November 4, and that should leave time to make arrangements with catering. There will be a tear-off registration slip on the flyer we will mail out.

Lunch arrangements will be handled by City Bites. The prices they quoted are $245 for 40 and $305 for 50. 50 is the maximum number Dr. Kohl would like to register for the workshop.

DeFrank said she would contact EBSCO to see if we could get their company to sponsor the workshop.

VII. Election

DeFrank reported that she had one candidate for each position at present. The ballots would have to be a separate mailing.

VIII. Newsletter

There was much discussion of the future of the newsletter. The board decided that it would bring to the membership a proposed bylaws change that would allow the board to appoint a newsletter editor and webmaster at its discretion rather than assigning those duties to board members.

IX. Next Meeting

The next meeting will be October 7, 2005 at Edmond Public Library.

The meeting was adjourned at 2:35pm.


Respectfully submitted,
David Oberhelman, Secretary


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Oklahoma Chapter - Association of College and Research Libraries
October 13, 2005
Edmond Public Library
Edmond, OK

In attendance: Helen Clements, Board Member; Kate Corbett, COIL Chair; Audrey DeFrank, Vice President; Lauren Donaldson, President; David Oberhelman, Secretary; Rhonda Harris Taylor, Board Member

The meeting was called to order at 1:22 pm

Approval of September Minutes

Kate Corbett moved to accept the minutes; Audrey DeFrank seconded. Motion carried.

Treasurer’s Report

(No report.)

COIL Report

Corbett reported that at the last COIL meeting, Barbara Miller (OSU) and Deborah Thompson (UCO) repeated a presentation they gave at Encyclomedia on what college and university librarians should tell high school librarians about how to prepare students for the transition. Thompson discussed how to use the world they know (text messaging, etc.) to bridge the gap to teaching databases, and Miller focused on skills students need to begin their college careers.

Corbett next talked about the COIL survey of information literacy instruction the group wanted to send to academic libraries in the state. Corbett said that the free Zoomerang online survey service would not be adequate since results cannot be exported to another format and the survey would be live for only 10 days. She therefore asked the board for permission to get a 1-month subscription to Surveymonkey for $19.95. This would allow the survey to have an unlimited number of questions, it could remain active for a longer period, and the results could be exported to spreadsheets, etc. David Oberhelman moved to authorize the expense; DeFrank seconded. Motion carried.

There will be changes to the COIL bylaws sent out to the membership. They will call for cutting the number of board member positions.

Conference Registration

The flyer has been sent out in the mail to the OK-ACRL members. Lauren Donaldson said she would send it out in .pdf format via the OK-ACRL membership listserv. Oberhelman would forward it to OLA, and DeFrank will pass it on to OCALD.

Conference Plans

We discussed arrangements for Dr. Kohl during the conference. We will give him a choice of three restaurants in Bricktown for dinner on Thursday evening: Zio’s, Abuelo’s, or Bourbon Street.

Transportation arrangements: Donaldson will pick him up at the airport and DeFrank will take him back to the airport on Friday, stopping at Panera’s if he would like a light dinner.

Donaldson, DeFrank, Oberhelman, Clements, and Corbett will be staying overnight in Midwest City.

We discussed a gift for Dr. Kohl in lieu of an honorarium. Donaldson would use the OK-ACRL debit card to pay Dr. Kohl’s expenses for dinner and breakfast.

We will know the number of sandwiches we will need by November 4 and can call City Bites with our order. We can contact Rose State catering about 3-4 days in advance with our order. We will add 2 gallons of iced tea for lunch. Donaldson will get water bottles. DeFrank will pick up candy, Oberhelman will pick up badges at Staples and Rhonda Taylor will bring a centerpiece.

The board will meet on Friday, November 11 at Edmond Public Library or Rose State (location TBA) to assemble the packets. Rose State is donating the folders and pens. We will use hang-tag name badges, and will check with Steve Locy to see if he can arrange to have them printed.

Then we put together a rough agenda for the board meeting portion of the conference: introduction of candidates, discussion of bylaws changes, and the introduction of current officers.

The meeting was adjourned at 2:58 pm.

 


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Last Update: 18 October 2005
Comments to: jason.dupree@swosu.edu
URL http://okacrl.okstate.edu/minutes05.htm