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1999

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Oklahoma Chapter - Association of College and Research Libraries
February 12, 1999
Langston University, Harrison Library, Davis Room
Langston, OK

Minutes

Present:
Tom Thorisch, President
Susan Hahn, President-Elect
Rhonda Harris Taylor, Past President
Laura Bottoms, Treasurer
Julia Crawford, Secretary
Edwin Wiles, OBIC Chair
Darcy Rankin, Board
Betsy Tonn, Board
Anne Prestamo, Board

Thorisch called the meeting to order at 1:00 p.m. Thorisch reported that the January monthly meeting was cancelled due to ice, and extended a welcome to Julia Crawford, new Secretary. Crawford expressed thank to Betsy Tonn for taking minutes of the December meeting.

Minutes of December meeting: Hahn moved to accept, Taylor seconded, minutes were approved.

Treasurer's report: Bottoms presented report showing that beginning balance (1-10-98, 2,750.17) and ending balance (1-31-99, 3,196.28) basically differ by the $408.76 acquired through ACRL grant. Hahn moved to accept report, Tonn seconded, report was approved (copy attached).

OBIC: Hahn passed OBIC files to Wiles. Wiles indicated that OBIC is currently negotiating for a speaker and location of their next conference. David Yee has been contacted.

Newsletter: Prestamo plans to get newsletter out in Mid-March, prior to OLA Spring meeting. Bottoms will provide membership cards to include in the newsletter. Thorisch will send Prestamo the the computer file containing the current version of the membership form. Thorisch and Wiles will provide messages from OK-ACRL and OBIC respectively. Tonn & Rankin volunteered to help full news from ACRL website, ACRL conference, professional journals, etc. for inclusion in the newsletter.

Website: Prestamo plans to update the siteto include current email and mail addresses. Discussion regarding whether or not it was appropriate to list work numbers followed. All agreed including work numbers was fine. The website will also announce the OK-ACRL brownbag. December minutes will be uploaded to the site. Crawford will begin helping Prestamo with the maintenance of the website.

Spring Business Meeting at OLA: Thorisch discussed the desire to change the OK-ACRL bylaws to allow for voting at the fall conference. In order to approve this change in the bylaws, a brownbag luncheon has been scheduled to be held at 11:30 a.m. on Friday, March 26th at the OLA Spring Conference. According to the bylaws, and amendment requires that "of the members present, 2/3 must vote affirmative." The ballots will include the text from the bylaws as it currently stands, as well as the proposed change. The group discussed the need to have a list of currently paid OK-ACRL members in order to verify those eligible to vote. It was decided that mail vote wasn't warranted, since only 2/3 PRESENT need affirm, not dictating a quorum of members, etc.

Incorporation vs. OLA Affiliation: During discussion of the topic, it became apparent that more information regarding original founding (and separation from OLA-UCD) was needed. Thorisch agreed to discuss with founders the reasoning behind segregation. It is known that OK-ACRL affords an inexpensive option for participation, since dues at the national level aren't required. Bottoms will investigate the logistics of non-profit incorporation. It was decided that information should be presented at the brownbag regarding UCD/OK-ACRL membership overlap. A vote from the members will be taken in time to comply with the deadline imposed by ACRL (December 31, 2000)

Membership updates: Bottoms will work on entering the 40+ registrations she has received. Hahn will work with Thorisch to compile a current list, with good email addresses (verify individual's addresses posted at library sites, etc.)

Virtual meetings: Thorisch proposed virtual discussion via email. Logistically, messages will be sent to all board memebers. Responses will be sent to Thorisch, compiled into a single message, and resent to all recipients.

Certificates of Appreciation: Thorisch signed certificates of appreciation for Mary Evans, Steve Locy, Susan Hahn and Melissa Cast.

Report from ALA Midwinter: Bottoms provided handouts from ACRL Chapters Council sessions she attended. Bottoms reported that councils seemed to be divided by what they plan to do, incorporate or affiliate. Bottoms recommended that and OK-ACRL member going to ALA in New Orleans represent our organization.

National ACRL Conference in Detroit: Thorisch asked if others were going to ACRL. Prestamo asked for Thorisch to help Locy at poster session.

Possible Conference Topics: Hahn proposed the topic of digital copyright. Thorisch provided a list of topics covered at last 10 meetings, and proposed a conference regarding a non-computer topic. Taylor pointed to a tie in with recent Library Journal articles regarding Library Student attitudes, and the school in California that declined to be accredited by ALA. Possible topics include the answering of questions like "who will make the information valuable, what is our place in the professional academic environment, how can we be all things to all people?"

Next meeting: the next OK-ACRL Board meeting will be held at 1:00 p.m. in Room 204G, Center for International Trade Development, Oklahoma State University. Board members meeting for lunch prior to the meeting can meet first at the CITD and Crawford will drive them to the Atomic Burrito, or members can go directly to the restaurant (215 S Washington).

As there was no new business, Prestamo moved to adjourn, Hahn seconded, and the meeting was adjourned at 3:20 p.m.

Respectfully submitted, February 22, 1999.
Julia Crawford, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries
March 12, 1999, Oklahoma State University, Room 204G, CITD Minutes
Present: Tom Thorisch, President
Susan Hahn, President-Elect
Rhonda Harris Taylor, Past President
Laura Bottoms, Treasurer
Julia Crawford, Secretary
Betsy Tonn, Board
Darcy Rankin, Board
Anne Prestamo, Board
Thorisch called the meeting to order at 1:00 p.m.

Minutes of December meeting: It was discovered that the minutes did not transmit as thought by email. Copies were quickly distributed. Typographical errors were corrected. Hahn moved to accept, Prestamo seconded, minutes were approved.

Treasurer’s report: Bottoms presented report showing a beginning balance of $3,196.28 (1/31/98) and an ending balance (3/12/99) of $3,340.39. Bottoms reported that several people joined for 1999 at the fall conference, and their dues were included in the beginning balance of $3,196.28. Currently, there are 71 members of ALA/ACRL. These are automatically members of OK/ACRL. Also, 20 additional members at the state level only. Tonn moved to accept report, Hahn seconded, report approved.

OBIC: Wiles not in attendance.

Newsletter: Prestamo reported that there was ˝ column empty. Tonn pulled together newsbits forwarded by the board for inclusion. Prestamo reported on which institutions provided personnel news for inclusion. Plans are to have the printing done by Monday (March 15) and mailed by midweek (March 17 or so). Taylor will be summarizing for the June newsletter the recent Library Journal article regarding library school student satisfaction.

Thorisch questioned how we could increase the members’ participation in the news gathering for the newsletter. Suggestions included: contacting each school for input; including a blurb asking for submissions; and including small profiles regarding ANY topic. Further discussion led the agreement that two people from the board will each be responsible for interviewing a librarian about some collection/service and writing a brief feature about the topic. Rankin and Crawford agreed to do brief articles about their collections for the June newsletter. Rankin, Crawford and Thorisch will put together a survey guideline to aid interviewers.

Website: Thorisch expressed appreciation for maintenance of this communication window. Prestamo reported moving the conference report to historical location. The site now highlights the OLA Brown Bag luncheon to be held Friday, March 26.

Spring Business Meeting at OLA: Thorisch displayed sample ballots for use at the OLA Brown Bag luncheon, concerning the question of a change to the bylaws to allow for casting ballots for officers at the Fall Conference. Suggestions from the board included making the ballot ˝ sheet. Also, the options faced OK-ACRL by the end of 2000 will be presented. Thorisch will inform those present that OK-ACRL must at some point, vote to seek OLA affiliation or incorporate as a non-profit entity. Bottoms reported that there are ABOUT

100 individual members of OK-ACRL (national and state combined)
150 individual members of OLA-UCD
87 of the people on the OK-ACRL mailing list are also on the UCD members list (does not necessarily mean these are members. The OK-ACRL mailing list goes to 180 people, about 80 of which are not members, but have attended a conference, or requested to receive literature, etc.)
60 of the members of UCD which ARE NOT on the OK-ACRL mailing list

Fall Conference:
Site: Crawford provided prices associated with use of the CITD building. Thorisch and Bottoms agreed to stay after the meeting and tour the facility. All agreed that the room prices seemed reasonable.

Date: The Amigos Fall Workshop was the only known conflict. Crawford agreed to check on the date. Thorisch will see if the dates have been set yet for the Internet Librarian Conference and OLA Fall Training Roundtables. Crawford will check OSU Home Football Schedule, as there are occasionally Friday events associated, at the CITD building.

Topic: Discussion centered around the idea that librarians can’t seem to define their roles without including such terms as computers, databases and technology. The idea was proposed to look at the human side - what technology is doing to us as a profession, and what else can we contribute, besides technical expertise? Walt Crawford’s book was discussed as a topic to be considered. Other ideas included addressing "direction during the turmoil," which encourages librarians to take time out and discuss the people aspects; information literacy and who we are in the process; topics that would be of interest to technical services too; and why applicant pools are so small. Themes suggested included "Honor the past & create the future," and "Embrace the future and honor the past." Prestamo suggested that an outsourcing and executive recruiting firm such as Berger (Chicago) could give some very keen insight into what skills are needed, and what corporations/universities look for in information candidates. Taylor suggested that an ACRL speaker could address the academic implication.

Format: The format will include a morning speaker with a diverse reactor panel, and the same format for the afternoon. The reactor panel will enable a greater amount of participation on the part of local "experts."

Membership updates: Hahn and Thorisch will be working to update the list. Thorisch hopes to create a physical directory, which could be distributed to a single representative at each institution.

Other Business: Taylor provided the board with the email discussion list address. Thorisch provided a printout from a website entitled "Starting a nonprofit organization."

Next meeting: the next OK-ACRL Board meeting will be held at 1:00 p.m. at the library of Rogers University, Claremore. Board members meeting for lunch prior to the meeting will meet at 11:30 a.m. at the El Charro Restaurant

Hahn moved to adjourn, Tonn seconded, and the meeting was adjourned at 3:05 p.m.

Respectfully submitted, March 26, 1999.
Julia Crawford, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries
March 26, 1999, OLA Spring Conference, Enid
Special Business Meeting - Brown Bag - Minutes

Present:
Tom Thorisch, President
Susan Hahn, President-Elect
Rhonda Harris Taylor, Past President
Laura Bottoms, Treasurer
Julia Crawford, Secretary
Anne Prestamo, Board
and Denise Goff (Bartlesville), Kiem Dung T. Ta (OSU), Cindy Blackburn (Bartlesville), Sheryl Clark (Bartlesville), Marion Hicks (Bartlesville), Richard Page (OSU), Linda West (NSU), Sharon Saulmon (RSC), Victoria Swinney (Cameron), Steve Locy (OSU).

Thorisch explained that the special meeting was called for two purposes. First, to inform the members of the upcoming decision recently mandated by the ACRL national office and second, to distribute ballots for voting on a change to the bylaws.

It was explained that the national ACRL office has stipulated that all state chapters will either affiliate with their local state association or incorporate as a not-for-profit by the end of 2000. It was noted that OK ACRL and OLA UCD have different organizational and fee structures. It was further noted that OLA has not been approached to ask for input on whether or not the Association would be interested in accepting ACRL as another division, etc.

Thorisch stressed that the final decision will go out to the membership for a vote, and this meeting was just intended as a platform for discussion of issues.

Thorisch then explained the proposed bylaws changes to Article X. Nominations and Elections. Section 2:
Existing wording and proposed changes were printed on the ballot. Current reading "Ballots shall be mailed by October 15 and returned by November 15." Proposed change "Ballots shall be provided to members present at the annual Fall Conference for on-site voting; members not present will receive a ballot by mail. All members will be offered the opportunity to return ballots by mail. Ballots must be returned and counted by November 30."
Measure passed, 12 for, none against.

Thorisch asked for suggestions on how to increase traffic on the ACRL website. He suggested sending a flyer announcing that the next newsletter would not be distributed in paper, but rather encourage recipients to read it online. This was met by some opposition. It was suggested that a postcard be sent to all recipients, encouraging that they visit the site, and participate in a "scavenger hunt." Richard Page suggested that this might be a good time to change the ACRL website domain from to a name that leaves out the "library," but stays on the okstate.edu domain. It was agreed that a new domain name would be selected, postcards would be distributed announcing this new address, and a scavenger hunt may or may not take place.

Meeting ended at 12:30 p.m.

Respectfully submitted March 26, Julia Crawford, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries
April 16, 1999, Rogers State University, Thunderbird Library
Minutes

Present:
Tom Thorisch, President
Susan Hahn, President-Elect
Rhonda Harris Taylor, Past President
Laura Bottoms, Treasurer
Julia Crawford, Secretary
Betsy Tonn, Board
Darcy Rankin, Board
Anne Prestamo, Board
Edwin Wiles, OBIC Chair
Thorisch called the meeting to order at 1:00 p.m.

Minutes of March meeting: Tonn moved to accept, Taylor seconded, minutes approved.

Treasurer's report: Bottoms presented report showing a beginning balance of $3,340.39 (3/12/99) and an ending balance (4/16/99) of $3,241.42. Bottoms reported three individuals had paid dues (3 x $5 = $15) and two checks had been written (Certificates $17.70, March newsletter $96.27). Hahn moved to accept report, Tonn seconded, report approved.

OBIC: Wiles reported that OBIC will hold a luncheon on April 30 to present materials gathered at the "presentable presentation" workshop.

OLA Brown bag: Thorisch reiterated his desire that OKACRL follow-up on the new domain name for the web site: okacrl.okstate.edu. Prestamo and Crawford will pursue domain change with Library's Systems Department.

Newsletter / Web site: Prestamo reported that so far, no newsletters had been returned. Prestamo did have several email alerts bounce though. These will need to be cleaned up before the June newsletter- reminder is distributed. Thorisch will be taking Bottoms' member database and updating with his list of email addresses. Hahn will be manually tracking down other email addresses. Prestamo reminded the group that June 1 is the deadline for June Newsletter submissions. Thorisch also asked if Prestamo/Crawford would check on the "missing" link to ACRL's site. Prestamo volunteered to contact Karen Bays regarding providing reciprocal news items from the OLA newsletter.

Report from National ACRL Conference: Thorisch reported that the reception in the National President's suite was very nice. Discovered that OKACRL is one of ten chapters to not yet act on the merge/incorporate issue. Thorisch visited with Louisiana Chapter representative and discovered that the LA chapter incorporated without the use of an attorney. Crawford volunteered to contact a local attorney (spouse of OSU Librarian) and ask for a quote 1) him doing all the work and 2) him looking over our work and signing papers.

Thorisch reported that many of the chapters that incorporated rather than merging did so because the governing organization required forfeiture of treasury. Question was posed regarding raising dues. It was realized that raising the dues of the relative few people who join outside of ACRL would not significantly effect the treasury. Bottoms explained that the bulk of our membership numbers come from National ACRL members, who are members of the OK Chapter automatically (free). Our membership level entitles us to $100 (total) from National ACRL. It was decided that the fall conference would have a slightly higher attendance fee, to help offset the anticipated attorney fees. Taylor suggested the board investigate an "endowment fund" to help fund autonomy.

Fall Conference: Thorisch spoke with Carol Berger and found that she has a conflict and will not be able to speak. Thorisch did get a list of other possible speakers, while at National ACRL in Detroit. He attended a presentation entitled "Leadership at the Library Director and Librarian Level" which considered what commercial consultants look for, and what we "inside" are missing. Another participant at the meeting provided Thorisch with speaker possibilities.

Hahn mentioned a recent Business Week article regarding Highsmith, and the corporate librarian there involved in knowledge management. Taylor pointed out that OU SLIS Professor Claire McInerney wrote her dissertation on the topic. Thorisch has been contacting the speaker possibilities suggested to him by other ACRL attendees, such as Gary Pitkin, Dean of Libraries at Northern Colorado; Ed Meachen, U of Wisconsin's Assoc. Provost for Information librarian turned library director turned systems department head turned CIO.

It was discussed that librarians are feeling overwhelmed by information overload, as well as overload of roles. The "Millennium Librarian," if we don't define our role, we may lose our place. The reality of the Library Role in the millennium is that the skills we've always had and valued are still viable. We are concerned with the success of the end user. The human factor is still important. We are clinging to the "L" word because it is a place. But we are still trying to be mediators, just like the library of 100 years ago.

Title suggested: Information Mediators Still Needed.

Thorisch will compile the names that have been suggested so that the group can look over them.

Taylor suggested subsidizing attendance for student workers. It was discussed that "a contest" would be used to get 10 institutions to "sponsor" a student attendee (free).

Membership updates: Hahn and Thorisch will be working to update the list. Thorisch hopes to create a physical directory, which could be distributed to a single representative at each institution.

Other Business: Prestamo updated the web site bylaws to reflect the changes voted on by OLA Brown Bag attendees. Thorisch asked board members to be "keeping and eye out" for candidates for office.

Next meeting: the next OK-ACRL Board meeting will be held May 14 at 1:00 p.m. at the OU SLIS Conference Room. Taylor will be obtaining parking passes to mail to board members in advance.

Hahn moved to adjourn, Crawford seconded, and the meeting was adjourned at 3:05 p.m.

Respectfully submitted, April 28, 1999.
Julia Crawford, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries
May 14, 1999
OU School of Library Science Conference Room
Norman, OK

Minutes

Present:
Tom Thorisch, President
Susan Hahn, President-Elect
Laura Bottoms, Treasurer
Julia Crawford, Secretary
Edwin Wiles, OBIC Chair
Anne Prestamo, Board

Thorisch called the meeting to order at 1:15 p.m.

Minutes of April Meeting: Thorisch called attention to typo in the intended domain name change: should read "okstate.edu" not "okstat.edu". Hahn moved to accept, Bottoms seconded, minutes approved with change.

Treasurer's Report: Bottoms received two memberships, for an increase in total of $10. Beginning balance (4/16/99) of $3,241.42. After the two membership dues were deposited, OK-ACRL has an ending balance (5/14/99) of $3,251.42. Hahn moved, seconded by Crawford, report accepted.

OBIC Report: Wiles reported that Debra Spindle of the OKC Metropolitan Library System will speak July 16.

Newsletter / Web site: Prestamo will be requesting newsletter items after she is back in the office, June 1. She reported that she anticipates slim news submissions by the reporting institutions. The board should forward newsworthy tidbits to her by June 15. Possibilities include upcoming conferences, new web sites, etc. Crawford's brief article on the Patent & Trademark Library has been turned in; Crawford will contact Rankin to remind of June 15 deadline regarding her piece. Prestamo will contact Karen Bays regarding reciprocal news items for OLA Newsletter.

Crawford agreed to serve as the contact with the OSU Library Systems department, to facilitate the change to a new domain name. Crawford further announced that unapproved minutes will be uploaded to the OK-ACRL minutes pages. Board members will be alerted to the addition of new minutes, rather than sending email messages with attachments in various formats.

Incorporation: Thorisch brought copies of pertinent sections of the bylaws. Bylaws indicate that the board is entitled to make decisions regarding the practices of the organization. Further, the board is following the ACRL National Office mandate to incorporate or affiliate. Prestamo moved to retain the services of Steven Holcombe, Attorney of Stillwater, Hahn seconded, motion passed. Bottoms wrote a check for $350 to be deposited in Holcombe's Trust Account.

Thorisch suggested that Holcombe be advised of the bylaws' address, so that he can review and recommend changes. Holcombe will be invited to the July 9 board meeting to recommend bylaws changes and advise the board on the time line for incorporation. Hahn suggested that Thorisch's "President's Address" in the upcoming June newsletter focus on the incorporation issue, and that all membership be invited to the July 9 board meeting. It was further recommended that the board meeting be prominently advertised on the web site, as well as the fact that a vote of the general membership would be taken at the Fall Conference. Prestamo also suggested that a form be created for the web site, so that members could voice their opinions electronically.

Fall Conference: Hahn mentioned that UCD is planning a workshop for November. Crawford will recheck dates for home football games. Group agreed to tentatively plan on October 29, 1999 pending availability of site, speakers and no conflict with conferences and home ball games.

Board agreed that they liked the title "Millennium Librarian," and a focus on positive aspects of changing profession. Taylor's earlier suggestion of OU SLIS professor Claire McInerney was again discussed. It was decided that as a practitioner who recently returned to school and is now engaged in professional education, Dr. McInerney should be able to shed light on what the "new professionals" will look like; what is around the corner & how we can prepare for it. She will further be able to discuss how to attract new librarians into the profession. Thorisch will contact McInerney regarding her willingness / availability to present at workshop.

Prestamo shared her knowledge of Pitkin & Meachen: Pitkin's focus tends towards organizational change in the face of technology; while Meachen's focus leans towards librarians as people. Prestamo expressed that either would be excellent speakers for the conference. Bottoms suggested that Prestamo contact both out-of-state speaker possibilities, to see if their schedules allow for the tentative Oct. 29 conference date. Thorisch suggested that the board discuss via email possible topics that the speakers should address. These email discussions will take place in lieu of June board meeting.

Crawford will check on the availability of CITD seminar room 108 or 109 for Friday, October 29. Crawford and Prestamo will keep Thorisch appraised of progress.

Other Business: Thorisch called the board's attention to Article 8, Section 4 of bylaws "Special Interest." Thorisch posed the question of whether or not OK-ACRL could sponsor workshops, other than the usual Fall conference, under the auspices of this section. The group agreed that nothing prohibits this function, and further, it would be a very positive activity. It was decided that a practical skills workshop would be explored for Spring of 2000, specifically, late February - April were suggested. Prestamo suggested something along the lines of subject-specific searching, that we are all required to do, but is not our main area of expertise. It was agreed that such a workshop would enhance visibility, and assist with finances.

Next Meeting: The board will meet at 1:00 on July 9 in room 204G of the CITD building, Oklahoma State University. Business luncheon to be held from 11:30-12:45 at a location to be disclosed later. Crawford will forward the retainer paid to Steven Holcombe, and invite him to attend this meeting.

Bottoms moved to adjourn, Hahn seconded, meeting adjourned at 3:10 p.m. Respectfully submitted May 18, Julia Crawford, Secretary

 


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Oklahoma Chapter - Association of College and Research Libraries
July 9, 1999
OSU CITD Conference Room 204G
Stillwater, OK

Minutes

Present:
Tom Thorisch, President
Susan Hahn, President-Elect
Rhonda Harris-Taylor, Past President
Laura Bottoms, Treasurer
Julia Crawford, Secretary
Edwin Wiles, OBIC Chair
Anne Prestamo, Board
Darcy Rankin, Board
Betsy Tonn, Board
Gerald Hickman, visitor
Steven Holcombe, visitor

Thorisch called the meeting to order at 1:10 p.m.

Minutes of May Meeting: Thorisch called attention to typo in the Treasurer’s Report. Taylor moved to accept, Tonn seconded, minutes approved with change.

Treasurer's Report: Bottoms received two memberships, for an increase in total of $15. Beginning balance (5/14/99) of $3,251.42. A check for $350 was written to Steven Holcombe, Attorney, to retain his service for incorporation. A check for $101.61 was written to cover expenses incurred with the June 1999 Newsletter. OK-ACRL has an ending balance (7/9/99) of $2814.81. Hahn moved, seconded by Crawford, report accepted.

OBIC Report: Wiles reported that Debra Spindle of the OKC Metropolitan Library System will speak July 16.

Newsletter / Web site: Prestamo mailed out the newsletters, but does not yet have the .pdf version to mount on the web. Prestamo does have two volunteers to write features for the September issue: Danelle Hall at OCU and Francine Fisk at TU. Karen Bays (OLA Newsletter co-editor) was contacted, and will be forwarding to us pertinent items. Prestamo mentioned that the September newsletter will probably need another page, which will cost more to duplicate, but she found a good deal on envelopes, and should have enough for the next mailing too. Taylor will be including a “call for papers” for the Popular Culture Conference in N.M. and a brief article on the “status” of library schools in the next issue.

Incorporation: Attorney Steven Holcombe was introduced by Thorisch. Holcombe assured the group that once the papers have been drawn up, it will only take a week to process the paperwork. Holcombe had several suggestions for improving the bylaws, which included:

  • Article V, Section 1. Officer responsibilities should be more specific
  • Article VII, Section 5. Board of director section should define how announcements are sent, and include language regarding emergency meetings – allow for shorter notice, such as 10 days.
  • Article X, Section 2. Suggests that “fall” be defined by a date, such as “no later than ...”
  • Article XI, Section 2. Majority is sufficient.

Holcombe explained that there must be a designated service agent with an address and a headquarters address. Holcombe volunteered to act as service agent. Further, three incorporators and their addresses must be listed. The incorporators will run the organization until the first meeting at which time they name the Board of Directors. Bylaws should address that there will be a minimum number on the board, plus others.

In the discussion that followed it was decided that:

  • Incorporators would include Hahn, Thorisch and Rankin
  • Listed board of directors will include these three plus others to be named later
  • Holcombe will be listed as agent
  • Thorisch will ask Holcombe what his fee is for this
  • 206 CITD will be listed as headquarters
  • Taylor suggested each officer write out their main duties (three-five) to include in Article V, Section 1 changes
  • Thorisch will correspond with Holcombe via email to get appropriate language for proposed bylaws changes
  • September newsletter will announce all proposed changes to the bylaws
  • A vote will be put to the membership at fall conference to amend bylaws and proceed with incorporation
  • Thorisch moved to proceed with plan, Rankin seconded, motion approved.
ALA: Crawford reported on the Chapters Council meeting. Crawford explained that the $10 per new member is available if the President’s Annual Report (due Sept. 1) documents what outreach / recruitment efforts were undertaken. This could be as simple as printing off a copy of the form on the web site, showing that the newsletter was mailed to all new librarians, etc. The Chapters Topics Newsletter is looking for a new editor.

Fall Conference:

  • Speakers:
    McInerney to discuss how new library professionals are being trained and prepared for the future
    Meachen to discuss blurring of roles and responsibilities; keeping abreast of technology
    Hardesty to discuss giving back to the community and getting into the classroom
  • This will be a continuum topic, with no panelist / respondents
  • ODL wants time to talk about database changes. The group agreed that the newsletter would be a more appropriate venue
  • Proposed schedule:
    8:00-8:30 a.m. Registration
    8:30-9:15 a.m. Business Meeting
    9:30-10:30 a.m. McInerney
    10:30-10:45 a.m. BREAK
    10:45-11:45 a.m. Meachen
    11:45-1:30 p.m. LUNCH
    1:30-2:30 p.m. Hardesty
    2:30-3:30 p.m. Questions & Closing
  • Thorisch suggested that the Student Union Hotel be designated at the conference hotel. Crawford will reserve a block of 15 rooms (4 for board, 3 for speakers, 8 for grabs)
  • Crawford will give all pertinent info to Prestamo for September Newsletter
  • Registration will be $40
  • Any preregistered participant may bring a student, student assistant or paraprofessional for free
  • Crawford will check to see that the auditorium is also available on November 12, in case we have over 85 participants.
Other Business: Tonn mentioned that AMIGOS will bring a grant writing seminar for $500. UCO is looking for partners.

Next Meeting: The board will meet at 1:00 on August 13 in Farmer International House on the campus of Oklahoma City University. Business luncheon to be held from 11:30-12:45 at a location to be disclosed later.

Rankin moved to adjourn, Taylor seconded, meeting adjourned at 3:15 p.m. Respectfully submitted July 13, Julia Crawford, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
September 3, 1999
Farmer International House, Oklahoma City University
Oklahoma City, OK

Minutes

Present:
Tom Thorisch, President
Susan Hahn, President-Elect
Rhonda Harris-Taylor, Past President
Laura Bottoms, Treasurer
Julia Crawford, Secretary
Darcy Rankin, Board
Betsy Tonn, Board

Thorisch called the meeting to order at 12:50 p.m.

Thorisch reiterated for the record that several topics/issues had been discussed and resolved completely via email. These include Thorisch’s submission of the annual report to National ACRL headquarters, letter from OLA regarding incorporation/affiliation was answered, Chapters Topics entry was submitted and newsletter topics were covered directly with Anne.

Minutes of July Meeting: Hahn moved to accept, Taylor seconded, minutes approved.

Treasurer's Report: Bottoms reported that no memberships had been received, OK-ACRL still has a balance (9/3/99) of $2814.81. Report accepted.

OBIC Report: Dottie Davis will present a workshop entitled “How to establish a Bibliographic Instruction Program” on Sept. 10 at Durant, SEOSU.

Bylaws: All officers provided Thorisch with job descriptions. Thorisch will send proposed changes to Crawford, and then to Holcombe and the board for consideration. Proposed changes will be outlined in a supplemental mailing.

Newsletter / Web site: Thorisch suggested that if the newsletter runs out of space, one of the “features” should be bumped to a later, less “filled” issue. Thorisch’s address will point to specific announcements in the newsletter, such as the vote on incorporation, information about the conference, etc. Crawford will mount a conference announcement on the web site.

Supplemental Flyer: A supplemental flyer with conference registration form, proposed bylaws changes and slate of candidates will be mailed by Oct. 8.

Advertising for Fall Conference: The website will have information about conference, as will this newsletter and the second, follow-up newsletter. Further areas for promotion:

  1. Send to UCD email discussion list, and ask to be included in their newsletter
  2. Ask all those submitting in our newsletter to also include conference info in their newsletter.
  3. Conference announcements given to Taylor will be distributed to SLIS students and to OU’s Branches
  4. Hahn will mention the conference at OU’s Library Faculty Meeting
  5. Crawford will send an email message to all OSU Library Faculty
  6. Thorisch will compile a list of large public libraries to receive conference info.
  7. Thorisch will try to get the list of OLA’s public library division
  8. Thorisch will also try to get a contact on the OK Center for Academic Library Directors to distribute information about the conference.
  9. Bottoms will verify using Bowker’s, that all libraries are represented on our mailing list.
  10. Email will be distributed to all known addresses. Body of the message will have a hotlink to the registration form, and to the conference announcement.
Nominations / Elections: Susan has lined up some people to run for positions. Positions open this year include Secretary, Treasurer, President Elect and Board Member-at-Large. Those running for Board Member-at-Large are not required to have national membership in ALA/ACRL.

Fall Conference Logistics: Thorisch reported on travel arrangements by Meachen, and that Hardesty is offered fly/drive w/mileage reimbursement option. The group discussed that it was hoped that we could break even with the conference.

Registration was discussed. It was decided that MLS Students, college students employed at libraries and paraprofessionals would be allowed free attendance provided that their name was submitted with a conference attendee’s pre-paid registration. No free registrations for students/paraprofessionals would be available at the door.

Fee structure is as follows:

  • Pre-registrations postmarked by Nov. 3:
    $40 OK/ACRL Member
    $45 Non-member
    Free registration for one student/paraprofessional whose name is submitted with a pre-registered conference attendee.
  • At the Door:
    $45 OK/ACRL Member
    $50 Non-member* *Includes dues for upcoming year
Hahn will make ballots to be mailed to members not able to attend the conference.

Other Business: The board decided that new stationary that is black print on white paper should be made to replace the depleted supply of brown on tan letterhead. Thorisch will take the newsletter to Kinkos to have some stationary made.

Next Meeting: The board will meet at 1:00 on October 15 at the OU SLIS Conference room. Business luncheon to be held from 11:30-12:45 at a location to be disclosed later.

Rankin moved to adjourn, Tonn seconded, meeting adjourned at 2:50 p.m. Respectfully submitted September 17, Julia Crawford, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
October 15, 1999
SLIS Conference Room
Norman, OK

Minutes

Present:
Tom Thorisch, President
Susan Hahn, President-Elect
Rhonda Harris-Taylor, Past President
Laura Bottoms, Treasurer
Julia Crawford, Secretary
Anne Prestamo, Board
Darcy Rankin, Board
Betsy Tonn, Board
Edwin Wiles, OBIC

Thorisch called the meeting to order at 1:00 p.m.

Minutes of September Meeting: Bottoms moved to accept, Hahn seconded, minutes approved.

Treasurer's Report: Bottoms reported that she had received ALA reimbursement totaling $101.61. Printing and postage for the Sept. Newsletter and postage for the Conference mailing totaled $181.45. No memberships had been received, OK-ACRL has a balance (10/15/99) of $2734.97. Thorisch provided invoices from Meachem’s flight for payment. Report accepted.

OBIC Report: Next workshop is the first Friday in December, on Copyright Issues at East Central. Prestamo mentioned that a copyright workshop available at OSU was on the web in streaming video. She’ll provide URL to board.

Newsletter / Web site: Prestamo distributed conference flyer / bylaw changes / slate of candidates mailer. She posed the question of who would be newsletter editor when she leaves board. The December newsletter should include conference report & wrap-up; Francine Fisks’ piece on the TU’s Special Collections could be moved to March. The December letter should include the “news from around the state” section. Prestamo also suggested a we extend a gesture of thanks to Sherry Fletcher (OSU) for all her work on ACRL newsletters/flyers/ballots, etc.

Spring Workshop: OK-ACRL will co-sponsor a workshop with OK-SLA on March 10, 9-4 (location not yet decided). Laura Gassaway will be speaking on copyright issues. OK-ACRL will publish info, announce the event at the conference, do an email & mail announcement, and mount a notice on the web site.

Catering: Crawford relayed the prices for food/beverages, delivery and overhead fees, and it was decided that we would order standard (non-executive) service for the morning only. We will have 3 gallons of coffee, 2 gallons of juice, hot water for tea, 4 dozen donuts, 1 dozen mini muffins.

Conference Packets & Other Miscellany:
1. FOLDERS - Thorisch is getting 75. Extra agendas for guests
2. PENS & PAPER- Crawford
3. MAP w/list of restaurants - Crawford
4. SLIS brochure - Taylor
5. BALLOTS - Prestamo to print 100 CANDIDATE ballots on blue; Thorisch to print 100 BYLAWS ballots on yellow
6. ALA PR materials - Thorisch
7. OK-SLA Copyright Conference - Thorisch with McInerney
8. BANNER - Thorisch
9. UCD promotions - Thorisch to email to see if they have anything to include
10. UCD Call for papers/posters - Crawford
11. BALLOT BOX - Hahn
12. SIGNS for doors - Crawford

Logistics:
1. Bottoms prints labels for members. Members in attendance receive conference packets with ballots. Members not attending will receive ballots via mail
2. All who can are invited to meet at the Patent & Trademark Library on Thursday (11th) for folder stuffing
3. Dinner (11th) at 7:00, location to be announced
4. Lunch escorts: Thorisch/Hardesty, Hahn/McInerney, Prestamo/Meachen
5. Prestamo will purchase $25 gift certificate for Fletcher
6. Speakers will receive gift subscription to Oklahoma Today (**is someone to determine if they want this at home, donated, etc?)

Next Meeting: The board will meet at 1:00 on December 10 in Guthrie. Rankin will be making local arrangements. Business luncheon to be held from 11:30-12:45 at a location to be disclosed later.

Hahn moved to adjourn, Prestamo seconded, meeting adjourned at 2:50 p.m. Respectfully submitted October 26, Julia Crawford, Secretary.

 


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Oklahoma Chapter - Association of College and Research Libraries
December 10, 1999
Guthrie Public Library Conference Room
Guthrie, OK

Minutes

Present:
Tom Thorisch, President
Susan Hahn, President-Elect
Rhonda Harris-Taylor, Past President
Julia Crawford, Secretary
Anne Prestamo, Board
Darcy Rankin, Board
Edwin Wiles, OBIC Chair
Audrey DeFrank, Incoming Treasurer
Molly Murphy, Incoming Board Member
Gwen Dobbs, Incoming OBIC Chair
Ona Britton, Incoming Board Member

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

Thorisch presented gifts to outgoing, continuing and new officers and board members.

Minutes of October Meeting: Hahn moved to accept, Rankin seconded, minutes approved.

Treasurer's Report: No report. Bottoms was absent from the meeting, as she had recently experienced the death of her husband.

OBIC Report: Wiles introduced Gwen Dobbs, incoming chair of OBIC.

Newsletter / Web site: Prestamo presented the file of contacts to Rankin. Rankin expressed concern about not having PageMaker, but Thorisch assured her that he has access and can assist with layout. Prestamo reported that Francine Fisk (TU Special Collections) will supply her feature article for inclusion in the March Newsletter. The treasurer generates labels for the newsletter. Prestamo thanked Tonn for writing the conference report. Report is included in December newsletter and was mounted on the website, with 18 photographs.

Transfer of Regalia: Thorisch bestowed upon Hahn the OKACRL crown. Crawford was bonked with the ballot box, and the banner was intrusted to Hahn. Thorisch thanked the board for their hard work. Hahn continued the meeting as President.

Incorporation: Group voted four to three to use “Inc.” vs. “Incorporated” in the name. Attorney Steven Holcombe offered to act as the service agent. Those present at the meeting minus the outgoing board members will be listed as voting directors. At the February meeting, the incorporators will vote in the directors.

Spring Workshop: OK-ACRL will cosponsor a workshop with OK-SLA on March 10, 9-4 at Bizzell Library, Conoco Room. Laura Gassaway will be speaking on copyright issues. OK-ACRL will publish info, announce the event at the conference, do an email & mail announcement, and mount a notice on the web site.

Other Business: Hahn asked that everyone come to the next meeting ready to brainstorm conference ideas. Prestamo mentioned that Gary Phillips (ODL), chair of interlibrary cooperation, is looking for College Librarians to speak on a panel at OLA on practical applications, such as Big 12 Plus, or Okshare.

Next Meeting: The board will meet at 1:00 on February 11 in Edmond. Dobbs & Britton will make local arrangements. Business luncheon to be held from 11:30-12:45 at a location to be disclosed later.

Prestamo moved to adjourn, Thorisch seconded, meeting adjourned at 2:50 p.m. Respectfully submitted January 19, Julia Crawford, Secretary.

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Last Update: 21 October 2004
Comments to: jason.dupree@swosu.edu
URL http://okacrl.okstate.edu/minutes99.htm