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OK-ACRL Board Meeting Minutes
2006

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Oklahoma Chapter - Association of College and Research Libraries

February 10, 2006
Rose State College
Midwest City, OK

 

Attending were: Kate Corbett, David Oberhelman, Steve Locy and Edwin Wiles

Vacancy in position of President:
Due to the unexpected departure of Audrey Defrank, the Board made some changes in its composition. Kate Corbett, the Vice President/President Elect was appointed President for 2006. David Oberhelman was moved up from Secretary to Vice President/President Elect. Laura Teske was moved up from Board Member to Secretary. And the Board appointed Edwin Wiles, who ran unsuccessfully for Board Member, to a position on the Board. Proxy votes were given by Helen Clements, Rhonda Harris Taylor and Laura Teske.

Approval of Minutes:There were no minutes from the January meeting.

Treasurer's Report:
Steve Locy, in the absence of Kristi Dye, gave a brief report. Balance on hand is $4147.00, with a $250. check to be deposited.

Meeting Dates:
The following dates have been designated for Board Meetings:
March 10 at LU-OKC
April 7 at Stillwater Public Library
May 12
June 9
Further dates will be added, as well as meeting locations.

Board Member and Officer Responsibilities: These will remain the same as last year. David will assist Steve on website mainatainance
Newsletter:
The newsletter will be distributed in electronic format. It will be posted on the OK-ACRL website and announced on the membership list. It will be two pages max.
For the first issue, the following will contribute:
Helen Clements-Brief report on ALA Midwinter Conference
Lauren Donaldson-Report on Fall Conference
Kate Corbett-President's Welcome, OCALD Meeting, Board changes
Copy should be sent to David by Feb. 24. Publication date: March 10.

Conference Topics:
Helen proposed a conference on faculty perceptions of libraries. Kate suggested a look at libraries in the year 2020.
Kate said that we might be able to get a speaker from national ACRL. She would explore that. The conference will be held in the OKC area.
A date was set for the conference, October 27, 2006

New Business:
At Jason Dupree's suggestion, we will try to get a table at OLA to promote our organization and maybe sign up some new members. David will talk to Kay Boies.

Meeting was adjourned at 2:45

Submitted by Kate Corbett
4/4/06

 


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Oklahoma Chapter - Association of College and Research Libraries

March 10, 2006
Langston University-OKC
Oklahoma City, OK

 

Attending were: Kate Corbett, David Oberhelman, Steve Locy, Kristi Dye, Lauren Donaldson, Rhonda Harris Taylor, Edwin Wiles, Helen Clements

Approval of Minutes: Approval was deferred until next month.

Treasurer’s Report: Steve Locy reported that the balance had not changed since last month.

COIL Report: Tom Thorish did not attend the meeting. Kate reported that the first COIL meeting of the year was held on Feb. 24, 2006 at Oklahoma Christian University. It was very well attended by old and new members. COIL will try to arrange speakers/programs for each meeting. Tom and Jason will work on interpreting the results of our Instruction Survey and report back to the group. Tom also began planning the Summer Instruction Workshop which will be schedule for July.

Meeting Dates and Locations:

April 7 Stillwater Public Library

May 12 Langston Library

June 9 Oklahoma City University

July 14 Edmond Public Library (pending reservation)

August 11 Langston University-OKC (pending reservation)

September 8 Volunteers?

Newsletter: David reported that the articles for the newsletter have been received and are being inserted into the newsletter template by Bonnie at OSU. Publication should take place by the end of next week.
The next issue of the newsletter will be published on May 1, 2006.

Table at OLA Schedule: David announced that we have a table at OLA March 30-31, 2006 at the Crowne Plaza Hotel in Tulsa. It will cost us $30.00 Kate passed around a blank schedule for “table duty” to be filled in by Board Members. We will have handouts from National. Kate will check with Jason to see if there is an OK-ACRL brochure that can be updated. David suggested printing off the application form and having copies at the table.

Conference Topics:

New date: the Conference date is November 10, in order to accommodate the schedule of our national ACRL speaker, Pamela Snelson. Ms. Snelson is the Chair-elect of ACRL. She will be our keynote speaker.
The Board discussed some additional speakers who would fit in with the theme of the Academic Library in 2020. David will contact Gina Minks who has recently joined the staff of AMIGOS.
Helen will explore the Oklahoma Higher Education community.
Someone suggested we contact EBSCO.
Kate will try to find someone to speak about Library facilities.

We will investigate Langston University-OKC, University of Central Oklahoma and OSU-OKC. Lunch will be catered. We will plan on about 75 attendees.

Other Old Business: There was none.

New Business:

Kate will ask Jason to step down as the OK-ACRL lists moderator since he is no longer on the Board. That duty will pass to David Oberhelman.

Steve brought up the perennial problem of our OK-ACRL archives. He will find out about storing the materials at OSU and report back.

The meeting was adjourned at 2:20 pm

Submitted by Kate Corbett
4/4/06

 


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Oklahoma Chapter - Association of College and Research Libraries

April 7, 2006
Stillwater Public Library
Stillwater, OK

 

In attendance: Helen Clements, Board Member; Kate Corbett, President; Lauren Donaldson, Past President; David Oberhelman, Vice President; Kiem Ta, Treasurer; Laura Teske, Secretary; Edwin Wiles, Board Member.

Vacancy in Position of Treasurer: President Corbett informed the group that OK-ACRL Treasurer Kristi Dye resigned the position. The nomination of Kiem Ta was discussed. Oberhelman moved that Ta be nominated as Treasurer. Wiles seconded the motion; motion carried unanimously.

Approval of Minutes: President Corbett submitted drafts of the minutes for February 10, 2006 and March 10, 2006. Clements moved to accept the minutes tentatively; Oberhelman seconded; motion carried unanimously. Any corrections should be sent to the Secretary.

Treasurer's Report: No report was made, due to the vacancy in the position. Corbett noted that the Treasurer’s materials may still be with Kristi Dye or they may be with Rhonda Taylor.

COIL Report: The upcoming meeting is on April 28 at Rose State College in the Learning Resource Center. They will present a program on how faculty conduct research, to help librarians aid the faculty in their research. Corbett reported that they are also planning a summer conference.

Newsletter: The March 2006 newsletter has been published. It is time to start gathering articles for the next issue. Submission deadline is by Friday May 5. Corbett will write about the OK-ACRL table at OLA, and send out requests for more topics. Donaldson will send a contribution. Oberhelman will solicit items for a “News” column that could become a regular feature. Corbett or another attendee will write about the OCALD workshop on assessment to be held at Oklahoma Christian University on April 27, 2006. President Corbett asked the group about including job openings from the OU-SLIS mailing list. She will contact Maggie Ryan about permission and being added to their mailing list.

Table at OLA Report: Kay Boies was paid $30 for the table at OLA. The table was positioned downstairs near the OLA registration table, not near the high traffic conference rooms. Corbett felt it was a worthwhile effort, and encouraged the group to do it again next year. Two new members joined the group, and many forms were given away. National provided ribbons, and we have a large supply.

Conference Topics:
Location: The tentative location for the November 10 conference is Langston-OKC. It is a central location with plenty of parking, a clean facility, and has a large auditorium with tables and a stage. Corbett reported that the chapter may be able to waive the $500 rental fee and make a donation of $100 or $125 instead. She said that we may be able to spend some on the facility since we will not pay much for the speaker. Oberhelman agreed with a $125 donation, as that is comparable to the price at local community colleges. Corbett will contact them about the room, and offer $125. Wiles and Oberhelman asked about catering rules and options at that facility. It was suggested that the catering company Arrowmark could provide breakfast and snack foods, but that we would want someone else for lunch. Back-up locations discussed were OSU-Tulsa, Oklahoma Christian, and Stillwater Public Library.

Additional speakers: Oberhelman suggested that the second speaker could be Gina Minks with Amigos. Corbett said she wanted to learn about “planning for 2020” in libraries – facilities design, databases, and publishers. Pamela Snelson is the keynote speaker and will provide a broad vision. Amigos can provide insight on databases, e-books, networking, and more. Donaldson will research “learning studios”. Corbett will research the Maricopa County Community College. She will also contact Ebsco. Clements will ask if OCALD has suggestions.

Old Business

OK-ACRL Archives: tabled

OK-ACRL list moderator: Oberhelman reported that he moderates the OK-ACRL membership and board lists on Yahoo. He may need to close the list and start a new one, so he requested that everyone send him their preferred email addresses.

OCALD meeting: Corbett reminded the group that OCALD would be having a workshop on assessment soon. The program on the ACRL Standards for Libraries in Higher Education will be held at Oklahoma Christian University on April 27, 2006.

Other business: none

New Business

Conference letter from National: President Corbett received a letter from National requesting that the chapter write a letter in support of the National Conference to be held in St. Louis in 2011. The Board agreed, and she will send the letter.

Purchase of new banner: Corbett asked the group for input on the purchase of a new banner. She stated that the banner owned currently is not shaped well for use at a table or booth, and it does not have any reference to the Oklahoma chapter. She suggested we use the Oklahoma chapter logo and get a longer banner. Oberhelman advised that we should be careful not to alter any design from ALA. He will check on silk-screening pricing in Stillwater. Corbett will check on ALA policy for use of the logo they provided.

Date and place of next meeting: The next meeting will be at Langston, in the Library conference room, on Friday, May 12, 2006, 1:00 pm. Lunch beforehand will be at Stables barbecue in Guthrie, at Division and Noble.

The meeting adjourned at 2:45 pm.
Respectfully Submitted, Laura Teske, Secretary

 

 


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Oklahoma Chapter - Association of College and Research Libraries

May 12, 2006
Harrison Library, Langston University
Langston, OK

 

In attendance: Helen Clements, Board Member; Kate Corbett, President; Lauren Donaldson, Past President; Steve Locy; David Oberhelman, Vice President; Kiem Ta, Treasurer; Rhonda Taylor, Board Member; Laura Teske, Secretary.

Approval of Minutes: The minutes of April 7, 2006 were amended to correct the name of Maggie Ryan and modify the statement about Donaldson’s contribution in the Newsletter report. Locy moved to accept the minutes as corrected; Taylor seconded; motion carried unanimously.

Treasurer's Report: No report was made. The Treasurer’s materials have been handed over to Kiem Ta.

COIL Report: Oberhelman reported that there will be some expenses with the next COIL workshop, scheduled for July. They are planning to charge $15 admission in order to budget for lunch and location costs. The topic will be about cooperation with teaching faculty, their needs and how they use the library. There will be panel discussions with these faculty and librarians, and it will cover various aspects of public services. Barnes and Noble gift cards will be given to the faculty presenters.

Newsletter: The newsletter release date has been moved from May to June. This will allow information promoting the OK-ACRL conference and the COIL workshop to be included. The copy deadline is June 23; target date for publishing is June 30. Send submissions to steven.locy@okstate.edu. Other topics that may be included are a report on the OCALD workshop held in April, and requests for the submission of OK-ACRL materials that belong in the group’s archives.

Conference letter from National: President Corbett received a letter from National requesting that the chapter write a letter in support of the National Conference to be held in St. Louis in 2011. A letter of support has been sent. Corbett read the text to the Board and it was well received.

Archives: Locy reported on the process and procedures of having OSU handle the OK-ACRL archives. It will be very similar to what OLA has arranged. The collection will not contain credit card information, cancelled checks, personal or membership information. It will contain old minutes, newsletters, official correspondence and National correspondence. No email correspondence for the group will be retained. The collection will be arranged by OSU Archives staff. They will remove any damaging materials and materials not relevant to the collection, arrange it by topic and year, enter the collection in to their records and store it in the annex. Locy passed out copies of the “Deed of Gift” contract. Corbett asked the group to read the contract; she nominated Oberhelman to be the group’s archivist. Oberhelman moved to accept the contract and establish an OK-ACRL collection at OSU. Clements seconded, and the motion carried unanimously. The Board voted Oberhelman as our archivist and has given him authority to donate material to OSU Archives. Officers who have old OK-ACRL materials should begin gathering them to be submitted by Oberhelman.

Conference Topics:
Location: It will cost $100 to have the November 10 conference at Langston-OKC. It is a central location with plenty of parking, a clean facility, and has a large auditorium with tables and a stage. Corbett should be able to arrange for audio-visual equipment at the facility. Aramark can provide coffee service in the morning. Clements moved to accept the location and the fee; Locy seconded; motion carried unanimously.

Additional speakers: Two speakers have committed to the conference: Pamela Snelson, president-elect of ACRL and Joan Lippincott, associate executive director of the Coalition for Networked Information. She has written on the topic of Net Generation students and how they use libraries. OK-ACRL will have to cover Lippincott’s room and travel expenses, but she does not have a fee. Corbett would like to have speakers from Ebsco and Amigos. Oberhelman reported that Gina Minks with Amigos is working on finding a speaker from Amigos on our topic; he will try to have a name by the June meeting. A speaker from OCLC might be too costly. Corbett will check on hotel arrangements for the speakers.

Conference format: There was much discussion about the various formats the conference could have. Some of the options: a series of speakers followed by a large discussion at the end, smaller breakout sessions, or a panel of students to speak about their research habits. Lippincott should be able to address the behaviors of students in her talk. A title for the conference has not been chosen.

Lunch: Several possible caterers for lunch were suggested: Quizno’s, Deli on the Commons, Prairie Gypsies, or a salad bar.

Old Business

Request to modify logo: Corbett has not heard back from ALA on this.

Purchase of new banner: Any action on this depends on the response from ALA to our logo request. Oberhelman will check on silk-screen pricing in Stillwater.

Other old business: none

New Business

Request for non-profit status from National: In order to get a chapter web page on National’s site or get any upfront money, our chapter will need to verify and prove that the organization is non-profit, 501(c)3. No documents confirming that status were found in the Treasurer’s bag. Corbett will make inquiries.

Date and place of next meeting: The next meeting will be at Oklahoma City University, in room 504, on Friday, June 9, 2006, 1:00 pm. Lunch beforehand, location to be determined.

Other new business: Oberhelman suggested a future topic for the group can be the creation of additional interest groups like COIL.

The meeting adjourned at 3:15 pm.
Respectfully Submitted, Laura Teske, Secretary

Appendix

Article by Joan Lippincott, associate executive director of the Coalition for Networked Information. http://www.educause.edu/ir/library/pdf/pub7101m.pdf

Conference Lunch links
Quizno’s http://www.quiznos.com/menu.asp
Deli on the Commons – info from Oklahoma Gazette http://www.okgazette.com/restaurants/ProRestaurantEditForm.asp?IDAction=185&RecStart=21&Orderby=Name
Prairie Gypsies http://www.prairiegypsies.com

Next meeting at OCU Library – driving and parking directions
http://www.okcu.edu/library/directions.asp

 


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Oklahoma Chapter - Association of College and Research Libraries

June 9, 2006
Dulaney-Browne Library, Oklahoma City University
Oklahoma City, OK

 

In attendance: Helen Clements, Board Member; Kate Corbett, President; Lauren Donaldson, Past President; Rhonda Taylor, Board Member; Laura Teske, Secretary; Edwin Wiles, Board Member.

Approval of Minutes: The minutes of May 12, 2006 were amended to change Arrowmark to Aramark under Conference Topics. Wiles moved to accept the minutes as corrected; Clements seconded; motion carried unanimously.

Treasurer's Report: Ta submitted a report to President Corbett via email stating that the balance is $4373.38. The treasurer is in the process of changing the Signature Card at the bank and these current officers need to sign paperwork:
Kate Corbett, President
David Oberhelman, Vice President
Laura Teske, Secretary
Kiem Ta, Treasurer
Corbett and Teske signed the forms; Clements will return them to Ta. These people have the power to sign and withdraw money from the account:
Kate Corbett, President
David Oberhelman, Vice President
Kiem Ta, Treasurer

COIL Report: The summer workshop is on July 19, 2006 at the University of Central Oklahoma. There will be a $15 admission charge to cover costs. “Bridging the Gap: Forming Partnerships with Teaching Faculty to Improve Student Research.” The workshop will highlight successful cooperative efforts between faculty and instruction librarians.

Newsletter: Corbett received an article from Don Gilstrap on the OCALD workshop held in April. Taylor suggested Donaldson write a brief article recruiting officers, explaining what it is like. Oberhelman and Wiles might contribute pieces on their ALA experiences. The copy deadline is June 23; target date for publishing is June 30. Send submissions to steven.locy@okstate.edu.

Archives: The newsletter will include a request for the submission of OK-ACRL material. Locy and Oberhelman will deposit material into the archives next week.

Conference Topics:
Location: Langston-OKC.

Additional speakers: Corbett wants a conference speaker to address issues of business, economics, and technology. She had read presentations by Eric Childress, Consulting Project Manager in OCLC Research and J. Richard Madaus, Executive Director of the College Center for Library Automation, Tallahassee, FL. Madaus has recently spoken on technology and popular culture in libraries. The group agreed he would be a good fit for the conference; Corbett will contact him.

Conference format: There was much discussion about the various formats the conference could have. The tentative plan for the format will be 2 speakers in the morning; lunch; last speaker; breakout sessions. The breakout sessions will allow attendees to discuss broad topics, such as:
• When is it time to stop buying print?
• How do you get people to start looking at change and moving toward change?
• Other electronic issues: What if there is no access to old materials, will that be awful, will anyone care; What if the electronic access goes away, then what?

Lunch: Corbett brought menus for Quizno’s, Prairie Gypsies, and Aunt Pittypat’s Catering. The group agreed that Aunt Pittypat’s is the top choice and Quizno’s will be the “back up” choice. We will try Aunt Pittypat’s boxed lunches at the August meeting to be held at Langston-OKC.

Old Business

Request to modify logo: Corbett heard from ALA and the chapter is not allowed to modify the logo in any way.

Other old business: none

New Business

Request for non-profit status from National: Corbett contacted the IRS and the staff she spoke with were unable to find OK-ACRL’s tax exempt number in their system. She confirmed that this number is also on the bank paperwork; perhaps the bank can clarify the situation.

Date and place of next meeting: The next meeting will be at Edmond Public Library, on Friday, July 14, 2006, 1:00 pm. Lunch beforehand at Lottinvilles.

Other new business: none

The meeting adjourned at 2:00 pm.
Respectfully Submitted, Laura Teske, Secretary

Appendix

Conference Speakers links:
Article by Joan Lippincott, associate executive director of the Coalition for Networked Information. http://www.educause.edu/ir/library/pdf/pub7101m.pdf

J. Richard Madaus, Executive Director of the College Center for Library Automation, Tallahassee, FL. “Technology, Popular Culture, and the Future of the Library” http://www.amigos.org/conferences/spr06/day1_key.html

 


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Oklahoma Chapter - Association of College and Research Libraries

July 14, 2006
Edmond Public Library
Edmond, OK

 

In attendance: Helen Clements, Board Member; Kate Corbett, President; David Oberhelman, Vice President; Kiem Ta, Treasurer; Rhonda Taylor, Board Member; Laura Teske, Secretary; Tom Thorisch, COIL Chair; Edwin Wiles, Board Member.

Approval of Minutes: Oberhelman moved to accept the minutes of the June meeting. Clements seconded. Motion carried unanimously.

Treasurer's Report: Ta reported that she has updated the officer’s names and addresses with the bank. Corbett, Oberhelman, and Ta can now use the checks and credit card. She received a bank statement dated June 30th which showed the balance as $4378.38.
Ta has been writing invoices for the COIL workshop. These are needed in order to accept Purchase Orders as payment for workshop attendance.

COIL Report: The summer workshop is on July 19, 2006 at the University of Central Oklahoma. There will be a $15 admission charge to cover costs. “Bridging the Gap: Forming Partnerships with Teaching Faculty to Improve Student Research.” Thorisch reported that the COIL workshop will address how librarians can better serve faculty, so that their students will improve their research skills. There will be a variety of disciplines present: kinesiology, engineering, history, and humanities. So far 25 people have registered, but 35-40 are expected. To keep costs down, volunteers will bring refreshments and the group will go off campus for lunch. It was agreed that the speakers should receive $20 gift cards as thanks; Oberhelman will use the credit card to buy Barnes and Noble gift cards. He will also collect receipts for refreshments.

Newsletter: Oberhelman requested that everyone resubmit their articles to him. He will pass them on to Bonnie Cain. Thorisch volunteered to send in a report of the COIL workshop.

Archives: Oberhelman reported that Kay Bost, from OSU Special Collections had processed all the OK-ACRL materials. Some lists of member names were kept, but membership forms that included address and credit card information would be shredded. He noted that 1992 is lacking a lot of material. He will contact Jason Dupree to see if he has previous years’ financial records. The chapter needs to develop a retention schedule.

Corbett expressed interest in compiling a history of the chapter. She would like to have a historical list of officers and of previous conference topics and speakers. Oberhelman volunteered to look into this. The past minutes are available online, and Corbett feels that records of previous conferences would be useful as well.

Conference Topics:
Date: November 10, 2006
Location: Langston-OKC.

Speakers: Joan Lippincott, Associate Executive Director of the Coalition for Networked Information, Washington, DC, http://www.cni.org/staff/joan_index.html.
J. Richard Madaus, Executive Director of the College Center for Library Automation, Tallahassee, FL.
Pamela Snelson, President-Elect of ACRL; Librarian at Franklin & Marshall College, Lancaster, Pennsylvania.

Corbett will arrange for the speakers to stay at a hotel in Edmond. That will make it easy for her or Donaldson to transport them. She will contact the Hampton Inn to make the reservations and ask if they will agree to be the designated conference hotel, and offer discounted rates. The speakers will fly in the night before and the Board will take them out to dinner. Corbett will contact their representatives about flight and food preferences.

Conference format: We will provide issues to discuss during breakout sessions. Estimating 50 attendees, we can have 7 groups of 7 people. Potential topics:
• When is it time to stop buying print?
• How do you get people to start looking at change and moving toward change?
• Other electronic issues: What if there is no access to old materials, will that be awful, will anyone care?;
What if the electronic access goes away, then what?
• Facilities planning – how will space usage change? Will buildings be repurposed?
• How much technological support will librarians be providing?
• What new “stuff” should we be assessing, keeping statistics on? (For example, instead of counting reference, telephone call, and direction transactions, we should count MS Office question, floppy or USB drive problem, off-campus login assistance, etc.)
• Issues of print vs. electronic collection management.
• What/Who are our competitors going to be?
• Are academic libraries committing to users for life? How long should services be offered to alumni? This will affect the rates vendors charge.
• What would the offer of life long service mean for public libraries?
• Assistance in finding jobs?
• Will students be increasingly learning at a distance?


Thorisch suggested that the breakouts be formatted so that an outcome is required, perhaps attendees will write on butcher paper or large post-it boards, then share outcome with the entire group.

Catering: Aramark should be able to provide coffee service. We will try Aunt Pittypat’s boxed lunches at the August meeting to be held at Langston-OKC.

Other details: The charge for attending the conference will be around $55. Email promotions could go out in early/mid September. We will ask various groups to spread the word to their members: MPLA, SLA, OCALD, ACRL chapters in Texas, Kansas, and Arkansas. A packet containing a newsletter, ballot, and workshop flyer should go out to OK-ACRL members by the start of October.

Old Business: none

New Business:

Request for non-profit status from National: Ta has a document with OK-ACRL’s tax exempt number. Corbett will send a copy of this document to National.

Dates and places of next meetings: The next meeting will be at Langston-OKC, on Friday, August 11, 2006, meet for lunch at 11:30, meeting begins at 1:00 pm. Lunch will be catered by Aunt Pittypat’s.

Friday, September 8, 2006, location TBA. OSU-Okmulgee suggested by Thorisch. http://www.osu-okmulgee.edu/academics/hospitality_services/ “Our state-of-the-art dining facility, The State Room, is open Monday-Thursday. Reservations required for Monday-Wednesday Al a Carte service; a grand buffet served each Thursday. Hours of operation are 11:00-12:30. And the intimate Tech Room provides space for private dining and upscale services.”

Friday, October 27, 2006, University of Oklahoma
We will meet to stuff conference packets and finalize any remaining details.

Other new business: Oberhelman reported on the status of nominations for officer elections. Clements and Taylor will be leaving the Board, so replacements will be needed. Ta would like to continue as Treasurer. Donaldson is interested in Secretary. Teske is interesting in continuing on the Board as well. Other possible nominees were discussed. The Bylaws state that a slate of candidates must go out in the mail by October 1.

The meeting adjourned at 2:45 pm.
Respectfully Submitted, Laura Teske, Secretary

Appendix

Conference Speakers links:
Article by Joan Lippincott, associate executive director of the Coalition for Networked Information. http://www.educause.edu/ir/library/pdf/pub7101m.pdf

J. Richard Madaus, Executive Director of the College Center for Library Automation, Tallahassee, FL. “Technology, Popular Culture, and the Future of the Library” http://www.amigos.org/conferences/spr06/day1_key.html

Pamela Snelson, President-Elect of ACRL
http://library.fandm.edu/staff/snelson.html

Conference Lunch link:
Aunt Pittypat’s Catering http://www.auntpittypatscatering.com/boxedlunches.html

 


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Oklahoma Chapter - Association of College and Research Libraries

August 11, 2006
Langston University-OKC
Oklahoma City, OK

 

In attendance: Kate Corbett, President; Lauren Donaldson, Past President; David Oberhelman, Vice President; Rhonda Taylor, Board Member; Laura Teske, Secretary; Edwin Wiles, Board Member.

Approval of Minutes: Corbett moved to accept the minutes of the July meeting. Oberhelman seconded. Motion carried unanimously.

Treasurer's Report: Ta submitted a report via Oberhelman. The balance on the latest bank statement was $4378.38. Ta has been working on the invoices and expenses for the COIL workshop, and it made a small profit. She has been working on a membership database. The chapter’s non-profit status is still up in the air. Wiles moved to accept the report as presented, Corbett seconded. Motion carried unanimously.

COIL Report: Oberhelman reported that the summer workshop on July 19, 2006 went very well. There were about 35 attendees and feedback was positive. Thorisch submitted an article summarizing it for the newsletter.

Newsletter: Oberhelman reported that the newsletter has been compiled, but that Bonnie Cain has been on vacation and has a backlog of projects. He will contact her soon and the newsletter should come out soon.

Archives: Kay Bost pulled some membership forms and shredded them. The last seven years of financial documents will be sent to Ta. 1992 is lacking a lot of material. Donaldson reported that she still has some documents from 2005.

Candidates for Fall 2006 Board election: Oberhelman reported on the status of nominations for officer elections. Clements and Taylor will be leaving the Board, so replacements will be needed. Ta would like to continue as Treasurer. Donaldson might run for Secretary. Teske will run for VP. Other possible nominees were discussed. The Bylaws state that a slate of candidates must go out in the mail by October 1.

Conference Topics:
Date: November 10, 2006
Location: Langston-OKC.

Speakers Arrangements: Corbett will arrange for the speakers to stay at a hotel in Edmond. That will make it easy for her or Donaldson to transport them. She will contact the Hampton Inn to make the reservations and ask if they will agree to be the designated conference hotel, and offer discounted rates. The speakers will fly in the night before and the Board will take them out to dinner. Corbett will contact their representatives about flight and food preferences.

Conference format: The conference room at Langston-OKC is big enough for the breakout sessions and for lunch to be served. We will need a projector and screen for the presentations. Rhonda Taylor will bring centerpieces for the coffee table. We will need to have tablecloths for registration and nametags for attendees.Conference format: We will provide issues to discuss during breakout sessions. Estimating 50 attendees, we can have 7 groups of 7 people.

We still need to finalize 7-8 questions for the breakouts.

Catering: Coffee service options are being researched. The Langston/Aramark service has not responded to inquiries. We will compare Aunt Pittypat’s and Java Dave’s coffee service. Aunt Pittypat’s will cater the conference with boxed lunches. Attendees will have a choice of sandwich when they register: Double Decker Club Sandwich, Aunt Pittypat’s Famous Chicken Salad Veronique on Croissant, Ham Wrap on Whole Wheat “Designer” Tortilla with Honey Mustard, or Fresh Vegetable Medley on a Jalapeno Cheddar Tortilla with Diablo Sauce. All lunches will include Garden Salad and Fresh Fruit Medley. We will request that they provide a tray of selected desserts, but no cookies. We will request 3 gallons of iced tea, 2 gallons of lemonade, and 2 gallons of raspberry lemonade. The board will supply bags of chips, bottles of water, candy, nuts, and extra napkins.

Old Business: none

New Business:

Legislative Advocate appointment: This position is responsible for informing the membership about upcoming legislation that affects academic libraries. Two members expressed interest in this position. Corbett would like them both to be involved. She will check on the possibility of having two appointees.

Dates and places of next meetings: The next meeting will be at the Edmond Public Library, on Friday, September 8, 2006 at 1:00 pm. Meet for lunch at Fuji Steakhouse at 11:30.

Friday, October 27, 2006, University of Oklahoma. Lunch beforehand at Misal’s.
We will meet to stuff conference packets and finalize any remaining details.

Other new business: none

The meeting adjourned at 2:30 pm.
Respectfully Submitted, Laura Teske, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries

September 8, 2006
Edmond Public Library
Edmond, OK

 

In attendance: Helen Clements, Board Member; Kate Corbett, President; Lauren Donaldson, Past President; David Oberhelman, Vice President; Kiem Ta, Treasurer; Rhonda Taylor, Board Member; Laura Teske, Secretary; Edwin Wiles, Board Member.

Approval of Minutes: Clements moved to accept the minutes of the August meeting. Oberhelman seconded. Motion carried unanimously. Corbett commended Teske for her minutes.

Treasurer's Report: Ta reported that payment was made for gift cards for the COIL workshop speakers. The current balance is $4298.38. There are still some outstanding POs from the conference.

COIL Report: no news to report

Newsletter: Congratulations all around on getting the latest newsletter published. The date of the next issue was discussed. The board decided the next newsletter should be after the conference. Copy deadline is January 15. It will feature a report on the conference, a piece from the incoming president, a list of incoming officers, and information on the forthcoming ACRL conference. Possibly it will include blurbs on librarians new to Oklahoma.

Candidates for Fall 2006 Board election: Oberhelman reported on the status of nominations for officer elections. At the time of the meeting he had these candidates on the slate.
For Secretary: Beth Jones, OCU; Lauren Donaldson, UCO
For Vice-President: Laura Teske, Rose State
Board position 1: Tom Thorisch, OSU-Tulsa; Dona Davidson, OSU-Tulsa
Board position 2: Jason Cimock, UCO; Ronnie Dollar, LU-OKC
Treasurer: Kiem Ta, OSU
Other possible nominees were discussed. The Bylaws state that a slate of candidates must go out in the mail by October 1. Oberhelman will request short bio statements from the candidates for the ballot.

Conference Topics:
Date: November 10, 2006
Location: Langston-OKC.

Speakers Arrangements: Corbett sent out emails to the speakers regarding their travel plans. Joan Lippincott is arranging her own ticket from Washington, D.C. for approximately $500. ACRL will provide a ticket for Pamela Snelson. She had not heard back from Dr. Madaus.

Several Edmond area hotels were discussed. Sleep Inn offered the best discount if it is designated the conference hotel. We need to reserve 8 rooms to qualify for the discount. They also offer free continental breakfast and have been used by UCO. www.sleepinnedmond.com

Catering: Coffee service options were discussed. Java Dave’s coffee service quoted Teske the price of $137.50 for coffee and pastries for 50 people, including plates, napkins, delivery and set up. The continental breakfast from Aunt Pittypat’s would cost $5.50 per person. Last year’s budget for coffee/breakfast was $150. The board agreed that the lower cost would be better and we could provide a fruit tray, tea bags, and hot water.

Dinner: Donaldson had gathered menus from several Edmond restaurants. The board reviewed the suggestions and agreed that Lottinville’s or Cascata might have the right combination of ambiance and price.

An email notice promoting the conference should go out by September 25. The flyer and ballot should be mailed by October 1. Oberhelman will buy folders. We still need pens, labels for nametags and possibly nametag holders. At the meeting on October 27 the board will pack folders. Contents needed: an agenda, speaker bios, copy of the ballot and proposed bylaws change, evaluation form, and extra sheets of paper with the OK-ACRL logo on them.

Donaldson offered to develop a time line for conference to aid future officers in planning.

Old Business: Non-profit status request from ACRL. Corbett will email national to request more details on the documentation needed. She will also write a letter to the lawyer who drew up the incorporation materials pro-bono several years ago.

New Business:

Inquiry about collaboration with OK-SLA: Taylor reported that she was approached by Susan Hahn, a member of OK-SLA. Their group would like to do something collaborative with OK-ACRL, possibly for the centennial year. The board agreed that collaborating would be good, but it is probably too late to plan something for the 2007 OLA conference.

Legislative Advocate appointment: Corbett reported that national approves the appointing of two Legislative Advocates. Since two people are interested, they can serve on a “Legislative Advocate Team”. They are Sharon Morrison of Southeastern Oklahoma State University and Barbara Miller of Oklahoma State University. It was suggested that they contribute a column to the newsletter.

Bylaws change proposal: Oberhelman proposed that the bylaws be changed such that the position of Treasurer be made a two year term. The proposed change to the bylaws:

Original:
ARTICLE V. Officers
Sec. 2. Terms. The officers shall serve for one year or until their successors are elected. They shall take office January 1 and shall serve through December 31 the same year.

Proposed change:
ARTICLE V. Officers
Sec. 2. Terms. The officers shall serve for one year or until their successors are elected. The Treasurer shall serve for two years or until a successor is elected. They shall take office January 1 and shall serve through December 31 the same year.

Clements moved that the proposal to amend the bylaws be put to the membership for vote. Wiles seconded, motion carried unanimously. The proposal will be included in the ballot.

Other new business: Corbett suggested that she would like to see a librarian award developed by OK-ACRL. It could go to an individual, group, or team. An awards committee would have to be formed to develop criteria and a nominations process. Other chapters have similar programs; their processes could be used in developing the program. She will propose it at conference and hopes to form an exploratory committee, with the possible goal of presenting the award at the 2007 conference.

Dates and places of next meetings: The next meeting will be Friday, October 27, 2006, University of Oklahoma. Lunch beforehand at Misal’s. (http://misalofindia.net)

We will meet to stuff conference packets and finalize any remaining details.

The meeting adjourned at 3:15 pm.
Respectfully Submitted, Laura Teske, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries

December 8, 2006
OU Schusterman Center
Tulsa, OK

 

In attendance: Kate Corbett, Helen Clements, Rhonda Taylor, Jason Cimock, Kiem Ta, David Oberhelman, Lauren Donaldson, Tom Thorisch.

Guests: Kirsten Davis, Evelyn Rodgers, Candace Jackson, Darren Toby

Approval of Minutes: The agenda and minutes of the previous meeting were distributed to the group. Kate passed around her write up of the conference which she will submit to national ACRL. The board introduced themselves to the Oklahoma University SLIS students visiting from Dr. Rhonda Taylor's classes. Kate welcomed the students and encouraged them to consider running for a position on the board in the future. David moved to accept the minutes and Helen seconded. There were no corrections made and the minutes were accepted as submitted.

Treasurer's Report: Kiem presented the treasurers report. She reported an income of $715.00 after the fall conference which brings the balance of the account to $5,622.24.

COIL Report: Tom reported that 25 people attended the workshop and approximately $300.00 was collected after expenses. The workshop was very successful and received good evaluations. Several attendees remarked that they liked the format of the workshop which allowed them to work on specific issues.

The election results are in and Tom reported that Jamie Holmes will be the incoming Chair-Elect with Jason Dupree serving as the 2007 COIL Chair. Janet Bailey was elected Secretary.

Jason has lots of ideas for his term in office and would like to incorporate more virtual meetings. A link to COIL can be found on the Oklahoma ACRL website which he will be keeping updated.

Newsletter: The next OK-ACRL newsletter publication date is January 15, 2007. Submissions should be emailed to Rhonda Taylor by January 3rd. Kate mentioned that the board is always happy to accept newsletter articles from other academic librarians and students are encouraged as well. Contributions will include:

David Oberhelman-a report on the conference and piece as the incoming president
Kate Corbett-outgoing president's letter
A list of incoming officers
Information on the forthcoming ACRL conference
List of academic librarians new to Oklahoma
Fall 2006 Election Results
Vice President/President Elect: Laura Teske, Rose State College
Treasurer: Kiem Ta, OSU-Stillwater
Secretary: Lauren Donaldson, UCO
Board Member: Thomas Thorisch, OSU-Tulsa
Board Member: Jason Cimock, UCO

Kate thanked Helen Clements and Rhonda Taylor for serving as board members for the past two years. They will both be rotating off of the board as of January, 2007. Edwin Wiles will continue as a board member and Kate Corbett will serve as outgoing president next year. It was also announced that the proposed bylaws change passed.

The group decided not to hold a meeting in January. The next meeting will take place on February 9, 2007 at the Edmond Public Library. Lauren will reserve the meeting room and make lunch arrangements. David will send out a reminder email as we get closer to the next meeting date. He suggested that we may want to consider Rose State, Stillwater, and OSU-Tulsa as possible meeting locations in the future.

Conference Recap: The evaluation results have been compiled. Overall the reviews were quite positive with several 5's received. There were several positive comments on all three speaker presentations and a few comments on the breakout sessions. Attendees responded favorably about the quality of the speakers and the conference topic.

Kate reported that she submitted a form to ACRL for our group to be reimbursed for Pam Snelson's hotel but she has not heard back from them yet. She will mail the check to Kiem Ta when she receives it. Kate congratulated the board on a team effort and thanked everyone for their help with the conference.

New Interest Sections: Kate explained that COIL is currently the only special interest group that we have going at this time. The idea to possibly form a technical services group was mentioned a few months ago but it did not seem to draw much interest from the membership. Another idea is that OK-ACRL would sponsor "hot topic" discussion groups that would meet every other month. A different topic of interest to those in the academic library field would be chosen by members. David hopes to find people willing to organize each discussion group event with the idea being that the person volunteering to host the topic would be responsible for setting the date, finding the location, organizing and announcing the topic. He will send out an email in the near future to solicit interest in the idea and find out if anyone would be willing to host a discussion group. We want to stress that this is an informal ad-hoc special interest group.

Some possible topics were received at the conference:
Distance learning library services
Information technology
Multicultural librarianship
Private university librarianship

Tom mentioned that access services might be an interesting topic since many library employees work in this area but there is not currently a state group that represents them. Tom volunteered to organize this group.

Old Business:

The issue of our 501 (c) (3) status came up again. Kate gave an update on the IRS paperwork and it is looking like the group may need to re-file for non-profit status.

New Business:

David asked that anyone attending the ACRL conference in Baltimore be on the lookout for possible speakers for our conference. He also asked that the board begin thinking about topics, speakers, and conference locations so that we can be ready to discuss them at the next meeting. David would also like to ask Laura if she has any speakers to recommend from the MPLA Leadership Conference she recently attended.

Tom asked our students visitors what their expectations were for attending this meeting. The following are some of the replies he received:

"To meet other librarians from around the state"
"Find out what goes on behind the scenes"
"Impressed with the fall conference" and "interested to see what else you do"

Evelyn expressed thanks for being invited to the meeting and asked questions about the possibility of an ILL interest group. She also asked if students will be invited to the interest group discussions. Kate relied that students are definitely invited and the board agreed that it would be a good way to reach out to students and recent graduates. It was suggested that the discussion groups might also provide an opportunity for students to learn about the types of positions available within the field of academic librarianship. Rhonda mentioned that we might want to consider contacting Maggie Ryan at OU-SLIS when the time comes to market "hot topics" to the student population.

The meeting adjourned at 2:27 pm.
Respectfully Submitted, Lauren Donaldson, Secretary

 

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Last Update: 07 May 2007
Comments to: jason.dupree@swosu.edu
URL http://okacrl.okstate.edu/minutes06.htm