MIDWEST CHAPTER/MEDICAL LIBRARY ASSOCIATION

FALL BOARD MEETING – MINUTES

LEXINGTON, KENTUCKY

OCTOBER 10, 1998

Present at meeting (voting members identified by asterisk):

*Pat Redman – President Karen Graves – Archives

*Sandra Martin – President-elect James Lander – Audit

*Carole Gilbert – Past President Phyllis Nathan – Awards

*Vicki Killion – Treasurer Susan Hill – Government Relations

*Pamela Bradigan – Secretary Sheryl Stevens – Publications

*Kellie Kaneshiro – Membership Melinda Orebaugh – Education

*Pamela Elwell – MLA Chapter Council Rep Barbarie Hill – Electronic Communications

*Margaret (Peg) Allen – Rep-at-large Lila Pedersen - Program

*Billie Broaddus – Rep-at-large Jane Bryant – 1998 Program Coord.

*Larry Ellis – Rep-at-large Sandra Swandon – 1999 Program Coord.

*Carol Galganski – Rep-at-large

*Lila Pedersen – Rep-at-large

*Karen Tubolino – Rep-at-large

*Melanie Wilson – Rep-at-large

  1. CALL TO ORDER – Pat Redman
  2. Redman called the meeting to order at 9:00 a.m. and welcomed everyone to Lexington.

  3. INTRODUCTIONS, REVIEW OF AGENDA – Pat Redman
  4. Board Members and committee members introduced themselves and the agenda was reviewed.

  5. PARLIMENTARIAN’S REPORT – Sandra Martin
  6. A quorum was present for the meeting and the voting status of those attending was established.

  7. REVIEW AND APPROVAL OF MINUTES – Pam Bradigan
  8. The minutes of the Fall 1997 Business Meeting in Des Moines, Iowa were reviewed and accepted with changes to items III. In the second paragraph delete the first sentence and add, "The next three conference Chairs were introduced and conference cities announced." In the same paragraph delete Billie Broaddus and add Leslie Schick. In the third paragraph, change Rusk to Ruck.

    The minutes of the Spring 1998 Board Meeting in Chicago were reviewed and accepted with changes to 2, 9.1, and 9.4. In 2 change ad to and. In 9.1 delete the last sentence in the first paragraph and add, "The current policy is expensive to maintain and it is not compatible with the MLA policy." In 9.4 change disband to disbanded in the first paragraph and MIDLAND to MIDLINE in the third paragraph.

  9. OFFICERS’ REPORT
    1. PAST PRESIDENT – Carole Gilbert

Written report submitted.

5.2 PRESIDENT – Pat Redman

Written report submitted

.

Redman also updated the Board on the trial webcast of the Evidence Based Health Care teleconference. Evaluations of the experiment will be gathered and the results shared.

    1. PRESIDENT – ELECT – Sandra Martin
    2. Written report submitted.

    3. TREASURER – Vicki Killion
    4. Written report submitted.

      Changes in the report follow: On page 5.4.1 in "Membership Dues" section, change 1997 to 1998. Currently there are 475 members. On page 5.4.2 in the "Income" section change Ann Meet 96 to 97. On page 5.4.3 in the "Income" section change 1998 annual meeting income to 1997.

    5. SECRETARY – Pam Bradigan
    6. Written report submitted.

    7. MEMBERSHIP – Kellie Kaneshiro
    8. Written report submitted.

      Currently the Membership Chair receives requests for the membership mailing list and she fills the requests charging non-members $75.00. The list is free for members who request it.

      Kaneshiro lead the discussion on the membership directory. The Board decided the title will not contain a year or years, but the date of publication will be included. The proposal to delete the brief history of the Midwest Chapter was accepted and the Bylaws will be included.

      Suggestions to consider for future directories include: emailing the directory; distributing the directory at the Annual Meeting; adding information on future meeting dates and locations; and including advertisements to assist in paying for the production of the directory.

      The Representatives-at-Large agreed they would work with the Membership Chair to follow-up on the membership non-renewals to identify the reason(s) for non-renewal. The following individuals will take care of the designated states:

      Carol Galganski – Illinois

      Kellie Kaneshiro and Melinda Orebaugh – Indiana

      Melanie Wilson – Iowa

      Billie Broaddus – Kentucky

      Karen Tubolino – Michigan

      Peg Allen – Wisconsin

      Larry Ellis – Ohio

      Lila Pedersen – North Dakota

      Doreen Roberts – Minnesota

    9. REPRESENTATIVES-AT-LARGE
      1. Margaret (Peg) Allen
      2. Written report submitted.

      3. Lila Pedersen
      4. Written report submitted.

      5. Carol Galganski
      6. Written report submitted.

      7. Melanie Wilson
      8. Written report submitted.

      9. Karen Tubolino
      10. Tubolino provided an update on the research project. The surveys are bring returned and an abstract about the project has been submitted to MLA for a poster session at the Annual Meeting.

      11. Larry Ellis
      12. Written report submitted.

        After a discussion on how to integrate more content on health science librarianship in a library school curriculum, the Board decided to contact MLA to see what information they have on health sciences librarianship classes/programs in graduate schools.

      13. Susan London
      14. Written report submitted.

      15. Billie Broaddus

      Written report submitted.

    10. MLA CHAPTER COUNCIL REPRESENTATIVE – Pamela Elwell
    11. Elwell reported that MLA recommends Chapters employ a corporate relations policy to govern relationships with vendors and she will request a sample policy from MLA.

      Redman will send the Board Roster and Kaneshiro will forward the Membership List to Elwell when the information is needed for compliance purposes.

    12. MLA NOMINATING COMMITTEE

No report.

  1. REPORTS OF STANDING COMMITTEES
    1. ARCHIVES – Karen Graves
    2. Written report submitted.

    3. AUDIT – Jim Lander
    4. Written report submitted.

    5. AWARDS – Phyllis Nathan
    6. Written report submitted.

      Nathan displayed the new banner for the Chapter Project of the Year. The banner will be kept by the Awards Committee Chairperson.

    7. EDUCATION – Melinda Orebaugh
    8. Written report submitted.

      Carole Gilbert related her positive experience with the "Exchange for a Day" program which ended on June 30, 1998. She will investigate the possibility of this continuing education option for the future.

    9. FINANCE – Vicki Killion
    10. Written report submitted.

    11. GOVERNMENT RELATIONS – Susan Hill
    12. Written report submitted.

    13. MEMBERSHIP – Kellie Kaneshiro
    14. Written report submitted.

      The Board approved the request that Kaneshiro made giving one year free membership to students in the Region. The proposal was suggested by the MLA Membership Committee. Kaneshiro will ask MLA how many student members are in the Region.

       

    15. NOMINATIONS – Carole Francq Gall
    16. Written report submitted.

      Pat Redman reported that all newly elected members were invited to this meeting.

    17. PROGRAM – Lila Pedersen

    Written report submitted.

    6.10 PUBLICATIONS – Sheryl Stevens

    Written report submitted.

    Stevens suggested that a plan be developed on how to encourage contributions to the Newsletter. The Board made the following suggestions: 1. The Representatives at Large, on a rotating basis, be responsible for one of the four issues; 2. The Representatives at Large along with a Board member solicit input for a particular issue.

    Sandra Martin will follow-up with any individuals interested in serving as the new Editor.

    Karen Graves thanked Stevens for doing a great job as Editor.

  2. REPORTS OF AD HOC COMMITTEES AND TASK FORCES
    1. AHIP Liaison
    2. No report.

    3. CENTENNIAL – Jean Demas
    4. Written report submitted.

      The Board thanked Demas and the Committee for its Centennial display.

    5. ELECTRONIC COMMUNICATIONS – Barbarie Hill
    6. Written report submitted

      A change was made to the second item under "Activities." Change midwest-l to midwest.

      Hill shared information with the Board on alternatives for the new home for the web-site. The Board authorized Hill to spend up to $200.00 to secure the following domain name: midwestchaptermla.org. The Board approved the recommendation that Chris Shaffer host the site at the Midwest Region Office.

    7. BOARD TRAVEL REIMBURSEMENT POLICY – Vicki Killion

    Written report submitted.

    Killion reported that the Ad Hoc Committee reviewed the travel policy, the current budget, and concluded the travel policy is still functional.

    Additional data on various Chapter dues was gathered and will be discussed later in the meeting in New Business.

  3. REPORT OF PROGRAM COORDINATORS
    1. 1998 – Jane Bryant, Deborah Ward
    2. Bryant reported that there were 263 registrants for the Lexington meeting. Seven continuing education courses were offered and 159 people participated in the CE. The Annual Meeting had twenty-three paid exhibitors and thirty-six contributed papers.

    3. 1999 – Sandra Swanson
    4. Written report submitted.

      One correction was made in the "Activities" section in the third item. Change 1999 to 1998.

      The 1999 Program Committee will follow with a written request for a $500 grant from the Board for educational programming.

    5. 2000 – Barbarie Hill
    6. Written report submitted.

      Hill will formally request funding from the Midwest Chapter Board for the 2000 meeting.

    7. 2001 – Karen Hanus

    Written report submitted.

    Pat Redman will contact Hanus to inform her that the proposed dates of October 5-9, 2001 are fine. Lila Pederson will contact Hanus to discuss the Board’s concern about the hotel charges for meeting space.

  4. OLD BUSINESS
    1. Information Transfer Among Officers – Pat Redman
    2. Redman lead the discussion about what type of information transfer will occur among officers to enhance their orientation. All officers will be given the Board Matrix. The President will have a manual; a manual exists for the Treasurer, the Secretary will develop a manual, a manual exists for Membership, the Representatives-at-Large will develop a manual, the MLA Chapter Council Representative will consider the need for a manual, the Archives has documentation, Audit will develop a manual, Awards will develop a manual, Education will develop a manual, Finance has the Treasurer’s manual, Government Relations will develop a manual, Redman will request a manual from Nominations, Program will update their manual, and Publications will develop a manual.

    3. MLA Membership Recruitment Program – Pat Redman
    4. Written report submitted.

      Each Board member should take a copy of the MLA membership application which credits the Midwest Chapter when an individual joins MLA. Additional copies are available from Kate Corcoran, Director of Membership Development at MLA Headquarters.

    5. Board Matrix – Carole Gilbert
    6. Documentation on archiving responsibilities was submitted.

      The current Matrix, which is distributed once a year, was handed out at the March 13, 1998 meeting. Add the newly distributed Archiving documentation to the copy.

      The travel policy will be added to the Matrix to be distributed in 1999.

    7. Board In-Kind Contributions – Vicki Killion
    8. Written report submitted.

      Killion asked all the individuals who do use institutional and personal funds for the Midwest Chapter business to submit a form to her by December 1, 1998.

    9. Review of 1998 Objectives – Pat Redman

    Written report submitted.

    In reviewing the objectives, the following suggestions were made for next year: Link the Chapter web page to the MLA web page; encourage HealthWeb to involve more hospital librarians; support the nomination of Chapter members for MLA awards, and consider appointing an Ad Hoc Committee to accomplish this.

  5. NEW BUSINESS

10.1 Majors/MLA Chapter Project of the Year – Phyllis Nathan

Written report submitted.

Nathan and Redman will remind Dave Boilard and Logan Ludwing to submit the Chapter’s Awards Program for the Majors/MLA Chapter Project of the Year.

10.2 1999 Goals – Sandra Martin

Martin led the discussion on the goals for 1999. There was support to continue some 1998 goals and create new action items to support the goals. For instance, forming an Ad Hoc Committee to support nominations of Chapter members for MLA awards.

10.3 Spring Board Meeting – Sandra Martin

There are two possible dates for the Spring Board Meeting in Chicago: March 12 or March 19. March 19 is the first choice date. Martin welcomed hotel suggestions.

    1. Other

Based upon background research done by the Treasurer, the Board voted to recommend a dues increase to $20.00 a year for 1999. Vicki Killion will present the recommendation to the membership at the Annual Business Meeting on Monday October 12, 1998.

The Board approved 1999 Nomination Committee: Jean Demas, Lila Pederson, Kay Wagner and Karen Tubolino.

The Board reviewed the Annual Meeting Agenda in preparation for the meeting on October 12, 1998.

  1. REVIEW OF ACTION ITEMS AND MOTIONS
  2. Bradigan reviewed the action items and motions.

  3. NEXT MEETING
  4. Sandra Martin will finalize the date in March of 1999 and the hotel in Chicago.

  5. ADJOURNMENT

Redman adjourned the meeting at 3:40p.m.