MIDWEST CHAPTER / MEDICAL LIBRARY ASSOCIATION
FALL BOARD MEETING - MINUTES
SAVERY HOTEL, DES MOINES, IOWA
SEPTEMBER 27, 1997

Present at meeting (voting members identified by asterisk):
*Carole Gilbert - President *Patricia Redman - President-elect
*David Boilard - Past President *Gerald Dujsik - Treasurer
Kellie Kaneshiro - Membership Sec. *Karen Tubolino - Rep-at-large
*James Lander - Rep-at-large *Carol Galganski - Rep-at-large
*Melanie Wilson - Rep-at-large *Lila Pedersen - Rep-at-large & Secy. Pro Tem
*Pamela Elwell - Chapter Council Rep. *Logan Ludwig - MLA Nom. Comm. Cand.
Billie Broaddus - newly-elected Rep-at-large Ann Alexander - Parliamentarian
Melinda Orebaugh - Education Comm. Chair Jan Mixter - Elec Commun. TF Chair
Jean Demas - Centennial Comm. Chair Nancy O'Brien - 1997 Program Coord.
Jane Bryant - 1998 Program Coord. Sandra Swanson - 1999 Program Coord.
Larry Ellis - Rep-at-large beg. 1998

I. CALL TO ORDER - Carole Gilbert

President Carole Gilbert called the meeting to order at 9:05 a.m.

II. INTRODUCTIONS, OPENING REMARKS, REVIEW OF AGENDA - Carole Gilbert

Board members and committee members introduced themselves and the agenda was reviewed.

III. PARLIAMENTARIAN'S REPORT - Ann Alexander

Voting status of members was identified. Of the 16 voting Board members, 12 were present; there was a quorum. It was also determined that 50 members of the total membership of 504, or 10%, would be needed to establish a quorum at the annual business meeting on Sept. 29.

IV. REVIEW AND APPROVAL OF MINUTES OF SPRING BOARD MEETING - Lila Pedersen

Secretary Jody Branson submitted a written notice of resignation to the President because she was moving out of the region. Lila Pedersen was secretary pro tem for the fall 1997 Board meeting.

Minutes of the Spring Board meeting were approved as written.

V. OFFICERS' REPORTS

A. PAST PRESIDENT - David Boilard

Written report submitted.

1. As chair of the Award for Achievement Committee, Boilard reviewed the electronic voting for the Chapter Award for Achievement in Health Information Management. The HealthWeb project was elected. Jim Lander moved to accept the electronic vote; Kellie Kaneshiro seconded. Motion passed.

2. Boilard reported that the Board Responsibilities Matrix had been reviewed and updated. It will be ready to distribute in January.

3. Boilard recommended Carole Franq Gall as chair of the 1998 Nominating Committee. Jane Ann Pottee and Elaine Trzebiatowski have been asked to be members but have not yet made a decision. Boilard moved acceptance of chair of Nominating Committee; Pam Elwell seconded; motion passed.

B. PRESIDENT - Carole Gilbert

Written report submitted.

1. Secretary Jody Branson resigned in August because she is moving out of the region. Since her term would be over at the end of 1997, a replacement was not appointed but a secretary pro tem was named to take minutes for the fall Board meeting and the annual business meeting.

2. Sandra Martin was appointed Archivist to replace Cynthia Henderson, who resigned. Now that Martin as been elected President-Elect, it is probably that she will not want to continue on as Archivist. A call will be put forth for a volunteer at the business meeting.

C. PRESIDENT-ELECT - Patricia Redman

Written report submitted.

Redman reported that the HealthWeb group is meeting at the same time as the Board. When this time was chosen, it was assumed there would not be many in the group who were also on the Board. A better time to meet during next year's chapter meeting will be identified.

D. TREASURER'S REPORT - Gerald Dujsik

Written report submitted.

Although income from membership dues is up, net income for the year is down, resulting in part from a low profit from the 1996 meeting.

E. SECRETARY - Lila Pedersen

Pedersen is acting secretary for the fall Board and the annual business meetings.

F. MEMBERSHIP - Kellie Kaneshiro

Written report submitted.

Current members number 504, up 47 from last year. Kaneshiro proposed to do another membership directory. June 1998 is the target date.

G. REPRESENTATIVES-AT-LARGE

1. James Lander

Written report submitted - no further information.

2, Phyllis Nathan (not present)

Written report submitted - no further information.

3. Elaine Trzebiatowski (not present)

Written report submitted - no further information.

4. Karen Tubolino

Written report submitted - no further information.

5. Margaret (Peg) Allen (not present)

Written report submitted - no further information.

6. Diane Ebro (not present)

Written report submitted - no further information.

7. Carol Galganski

Written report submitted - no further information.

8. Lila Pedersen

Written report submitted - no further information.

9. Melanie Wilson

Written report submitted - no further information.

H. MLA Chapter Council Representative - Pamela Elwell

Written reports submitted by Elwell as well as by outgoing CC Rep Barbara Schmiechen; report from Chapter Council Chair Cindy Goldstein also included in meeting materials.

1. Chapter Council has decided to retain the position of Chapter Council Alternate because otherwise there would be too much work for just the representatives. MLA Bylaws have been amended so that only officers of chapters and sections and chairs of chapter and section standing committees must be voting members of MLA; ad hoc and task force chairs need not be.

2. Two people on the Midwest Chapter Board will be running for the MLA Nominating Committee: Logan Ludwig and Billie Broaddus.

3. The Business Relations Work Group has been discharged, but Chapter Council recommends that each chapter appoint a financial liaison. It was decided to add this liaison position to the Treasurer's duties in the Matrix. Treasurer Dujsik said he would act in that capacity.

4. MLA would like the chapters to participate in the MLA centennial celebration and would like a financial contribution from the chapters. The MLA annual meeting in 2000 will be in Vancouver, 2001 in Orlando, and 2002 in Dallas.

5. The chapter home page is up on MLANet.

I. Nominating Committee Candidate - Logan Ludwig

No report.

VII. REPORTS OF STANDING COMMITTEES

A. ARCHIVES COMMITTEE - Sandra Martin (not present)

Written report submitted.

President Gilbert asked Board members to try to recruit a replacement for the Archivist, since she will be assuming the office of President-elect in January. Demas thought it best if the Archivist were in the Chicago area; there is a lot to file, and arrangements have to be made for access. The Chapter needs to coordinate who sends what to the Archives so there is not so much duplication. We should check to see what chapter records are in the MLA Archives; Gilbert said the Chapter has very little in the MLA Archives. There are three main tasks: (1) organization of files; (2) sort through unfiled materials and file appropriate ones; (3) identify gaps and collect materials needed from members.

B. AUDIT COMMITTEE - James Lander

Written report submitted - no further information.

C. EDUCATION COMMITTEE - Melinda Orebaugh

Written report submitted.

Committee is continuing Diane Ebro's work of listing education offerings and compiling them into a directory; it was suggested that the lists be put on the Web page.

D. FINANCE COMMITTEE - Gerald Dujsik

Written report submitted.

It was pointed out that Board members should be aware of the travel reimbursement policy; it was distributed by President Gilbert.

E. GOVERNMENT RELATIONS COMMITTEE - Carole Gall (not present)

Written report submitted.

It was pointed out that committee appointments are open in Illinois and Michigan.

F. MEMBERSHIP COMMITTEE - Kellie Kaneshiro

Written report submitted.

A volunteer from each state is needed to review mailing lists.

G. NOMINATIONS & ELECTIONS COMMITTEE - Leslie Schick

Written report submitted.

Results of the election are:

President-elect Sandra Martin

Secretary Pamela Bradigan

Treasurer Vicki Killion

Reps-at-large Billie Broaddus, Larry Ellis, Sue London, Karen Tubolino

1. Although it was difficult finding people willing to run, the slate was excellent and the voting was very close. President Gilbert suggested that Board members make an effort to tell members and potential candidates that the rewards of being an officer are many and that the time commitment is not as great as many believe. Ballots were delayed in the mail, perhaps because they did not go out first class; Nominations Committee should be aware that ballots must go first class.

2. Because the Nominations and Elections Committee had not yet finished compiling the list of candidates for the MLA Nominating Committee Potential Candidates, that election, which is to be held at the fall Board meeting, was deferred.

H. PROGRAM COMMITTEE - Lila Pedersen

Written report submitted - no further information.

I. PUBLICATIONS COMMITTEE - Sheryl Stevens (not present)

Written report submitted.

Stevens was in England. People are needed to help with the newsletter. The lengthy invoice approval process was discussed, at Stevens' request. It was decided that fax could be used to get approval, with mail follow-up.

VIII. REPORTS OF AD HOC COMMITTEES AND TASK FORCES

A. ANNUAL MEETING SCHOLARSHIP AD HOC COMMITTEE - Carol Galganski

Written report submitted.

Winners were Deborah Ruck and Karla Block.

B. ELECTRONIC COMMUNICATIONS TASK FORCE - Jan Mixter

Written report submitted.

1. MCMLA-L list: List owner Jan Mixter will be retiring, so the list has been moved to the University of Illinois; Chris Shaffer will be new list owner. Current subscribers: about 200.

2. Chapter home pages are at the Univ. of Kentucky; Jane Bryant is Webmaster. http://www.uky.edu/OtherOrgs/MCMLA/. It was recommended that Board minutes summaries and minutes of the business meetings be posted on the Web. MLANet has offered to host the chapter's Web site, for a fee; Board members agreed that it should stay at the Univ. of Kentucky.

3. The possibility of mounting the membership directory on the Web was discussed. At the business meeting, members will be polled for their opinion, with follow-up discussions on the listserv and in Midline. It was suggested that information on awards, CEs, committee charges and committee membership be included in the directory.

4. Mixter moved that the task force be made a standing committee. Motion passed.

C. CENTENNIAL TASK FORCE - Jean Demas

Written report and associated materials submitted.

Prototype Centennial exhibit is on display in the registration area.

D. MIDWEST CHAPTER AWARD FOR ACHIEVEMENT IN HEALTH INFORMATION AD HOC COMMITTEE - David Boilard

Written report submitted - no further information..

E. MAJORS/MLA CHAPTER PROJECT AWARD TASK FORCE - Diane Ebro (not present)

Written report submitted.

The Board discussed two possible projects to submit: HealthWeb, and the total Chapter awards program. It was pointed out that the HealthWeb project is not truly a Chapter project; consensus was to submit the Chapter's total awards program. Boilard and Ludwig will prepare the application. Pat Redman will pursue the possibility of Midwest Chapter being a joint sponsor of HealthWeb. Tubolino felt that more emphasis should be put on innovation and less on measured success of a project; this might result in more good applications and might spur people to be creative. The idea will be forwarded to MLA through Chapter Council.

F. PROMOTION AD HOC COMMITTEE.- Karen Tubolino

Written report submitted.

Tubolino moved that since the committee has accomplished its objectives it be dissolved, and that in the future it be reappointed as a task force if needed. Seconded by Dujsik. Motion passed.

G. ANNUAL MEETING FORMAT TASK FORCE - Sheryl Stevens (not present)

No report.

This task force was to examine meeting expenses, length and venues and come up with ideas for making the annual meeting less expensive to attend. It never got off the ground. The task force was dissolved and the assignment turned over the Program Committee Chair (Pedersen).

H. CHAPTER BYLAWS AD HOC COMMITTEE - Logan Ludwig

Written report submitted.

Ludwig reviewed the committee's proposed changes, which will be voted on at the annual business meeting. He asked the Board for opinions on changes not reflected in the printed revisions:

* Article V, Sect. 3, "No person may serve more than one (1) successive term in the same office". Consensus was to delete the provision, since it is covered elsewhere in the Bylaws under specific offices.

* Article V, Sect. 4.C.6. Consensus was to change "Incoming MLA Chapter Chair Seminar" to "Training", to make its name generic.

I. CHAPTER LIAISON TO MLA CREDENTIALING COMMITTEE - Faith Ross (not present)

Written report submitted.

IX. PROGRAM COORDINATORS' REPORTS

1997 DES MOINES - Nancy O'Brien

Written report submitted.

1. The current estimated registration was close to 145. One CE class, Principles of Hospital Library Management, was canceled because the instructor, Jane Lambremont, was ill; the six registrants changed to another class. The program planners scaled down expected attendance; it is expected that the conference will make money.

2. Peg Allen, Board member and exhibitor for CINAHL, expressed in writing her concern about the Midwest Chapter exhibit fee and length of exhibits. Pam Elwell will poll other chapters and forward information to Lila Pedersen for further discussion.

1998 LEXINGTON - Jane Bryant

Written report submitted.

Saturday - Tuesday, Oct. 10-13

1. Keynote speaker will be Dan Gahl, executive director of Alliance Partners in Cincinnati, a managed care conglomerate. Topic: Future of Health Care and the Role of Information. He is an entertaining speaker recommended by Roger Guard. He will donate his honorarium donated to charity.

2. The social event at the Horse Park will be expensive. It was discussed whether to make it an optional ticketed event. The Program Committee recommended the conference registration fee be $145-$150, and include the Horse Park tour; the Board concurred.

3. Sponsors are being sought for computer banks so attendees can check e-mail.

1999 GRAND RAPIDS - Sandra Swanson

Written report submitted.

Wednesday - Saturday, Oct. 6-9.

Approval for the meeting dates and place were asked for. Discussion ensued about the appropriateness of the Wednesday-Saturday schedule rather than the traditional Saturday-Tuesday. Elwell moved to accept the schedule as presented; seconded by Dujsik; motion passed.

2000 Cincinnati - Billie Broaddus

Written report submitted by Barbarie Hill.

Saturday - Tuesday, September 23-26.

Meeting plans previously approved.

X OLD BUSINESS

There was no old business.

XI. NEW BUSINESS

A. MIDWEST CHAPTER OBJECTIVES FOR 1998 - Patricia Redman

Main objectives to date: (1) Develop alliance with HealthWeb; (2) Complete development of home page; (3) Mentor new Board members. Redman will complete list of objectives and send them to Board members by e-mail.

B. NOMINATIONS & ELECTIONS COMMITTEE SLATE - David Boilard

Covered under Past President's report.

D. AWARDS TIMING - David Boilard

For the first time this year, the Board voted by e-mail. It was satisfactory, although not everyone voted. The procedure for voting on the Chapter award was: chair of committee sent results of vote to President, President notified Treasurer, and Treasurer sent the award check.

E. ELECTION OF MLA POTENTIAL CANDIDATE

The Nominating Committee had not yet been able to identify nominees. Suggestions were solicited for nominees for the MLA Potential Candidate to the Nominating Committee. The Committee will follow up on the suggestions and identify candidates willing to run. Pam Elwell moved to suspend the rules in order to permit the electronic election of the MLA Potential Candidate and Alternate; seconded by Boilard; motion passed.

F. REIMBURSEMENT POLICY UPDATE - Dujsik

Policy was reviewed by Dujsik and no changes were recommended.

G. RESIGNATION PROCEDURE

Bylaws state that Board resignations be submitted to the President in writing. President will distribute this policy so that proper procedure is followed.

H. RETIREES

Known Chapter members who are retiring will be announced at the business meeting and a call will be made to make President or newsletter editor aware of others so they can be recognized in Midline.

I. CONTRIBUTION TO MLA CENTENNIAL CELEBRATION

The Board has already budgeted $750 for a centennial exhibit and other promotion. Boilard moved that $300 be allocated from the 1997 general budget to contribute to MLA for the centennial celebration; seconded by Redman; motion passed.

J. MENTORING NEW BOARD MEMBERS

It was decided that mentoring of new Board members be incorporated in the Chapter Matrix.

XII. NEXT MEETING

The next meeting will be on Friday, March 13, 1998 in Chicago.