Midwest Chapter/Medical Library Association
Present: Sheryl Stevens, Eileen Stanley, Theresa Arndt, Bette Sydelko, Chris Shaffer, Carole Gilbert, Pam Rees, Janice Cox, Barb Bartkowiak, Ed Holtum, Tammy Mays, Mary Taylor, Pat Redman, Donna Barbour-Talley, Lora Gault, Elaine Skopelja, Frances Cockrum, Barbarie Hill, Linda Bunyan, Mary Markland, Michel Atlas, Karen Douglas
Not Present: Melinda Orebaugh, Sandra DeGroote, Julie Schneider, Joan Zivich, Rick Brewer, Erika Sevetson, Carol Scherrer, Clare Leibfarth, Judy Rieke, Laura Davison, Jim Lander
CALL TO ORDER – Sheryl Stevens
INTRODUCTIONS, OPENING REMARKS, & REVIEW OF AGENDA – Sheryl Stevens
3. PARLIAMENTARIAN – Jan Cox
3.1. Report – informational
3.2. Review of voting status
3.3. Establishment of a quorum – Jan Cox reported that a quorum of Board members was present.
4. REVIEW & APPROVAL OF MINUTES – Theresa Arndt
4.1. Fall 2004 Board Meeting – The minutes were approved pending correction of errors noted. (motion by Chris Shaffer)
4.2 Fall 2004 Annual Business Meeting – Several typographical errors were noted. Approval of these minutes takes place at the Fall 2005 Business Meeting.
5. ACTION ITEMS – Sheryl Stevens
Ratification of 11/24/2004 e-mail vote to approve Annual Meeting Finances
5.2. Ratification of 12/28/2004 e-mail vote to approve payment to Springfield Renaissance Hotel (motion to ratify by Pam Rees)
5.3. Ratification of 12/28/2004 e-mail vote to approve expenditure for Chapter Sharing Roundtables: “That the Midwest Chapter contribute $100 for sponsoring four attendees at the Chapter Council Roundtable at the MLA Annual Meeting in San Antonio. This amount to be divided with $50 going to MLA to be used on a first come, first served basis to any attendee, and $50 being reserved for Chapter members. This amount is a one-time expenditure. The Midwest Chapter Awards & Scholarship Committee will determine which Midwest Chapter members are to receive the Roundtable fee prior to the MLA Annual Meeting.” (motion to ratify by Eileen Stanley)
Sheryl Stevens reported receipt of a thank you letter from Carla Funk of MLA for the Chapter’s contribution.
6. REPORTS FROM OFFICERS
Immediate Past President – Melinda Orebaugh
6.2. President – Sheryl Stevens – informational
6.3. President-Elect – Eileen Stanley – informational
Treasurer – Chris Shaffer
Secretary – Theresa Arndt –
ACTION: Theresa Arndt will check with prior secretaries and work to get final versions of all minutes on the website and in the archives.
Membership Secretary – Bette
Update on membership database: The NN/LM-GMR cannot host the Chapter membership database as desired. An alternative might be a private web hosting service, with the company keeping the software up-to-date. Chris Shaffer noted that such services are now relatively inexpensive. The question was raised as to how important it is to have a searchable database? Bette Sydelko is keeping current with quarterly updates, and can provide the most up-to-date data on request. Maintenance of a searchable web database would require a Chapter volunteer with database expertise. And if another host institution was found, the membership secretary might not have ready access to any database created. The main advantage of a web database would be the ability for members to update their own data, however our membership is pretty stable so this is of minimal value.
DECISION/ACTION: It is not a high priority to get a searchable member database on the web at this time. Revisit the issue in a year to see if situation has changed.
Update on new membership brochure: “Publisher” software was used to create the brochure. Those present offered some suggestions:
Bette Sydelko requested additional specific suggestions be sent to her by April 1.
E-mail list management: Sheryl Stevens noted that in practice the Membership Secretary has also served as the e-mail list manager. Chris Shaffer has been maintaining the Board e-mail list, and asked if this could also be managed by the membership secretary. Bette Sydelko agreed that this made sense.
ACTION: The Membership Secretary will take over maintenance of the Board e-mail list.
7. REPORTS FROM REPRESENTATIVES AT LARGE
7.1. Barb Bartkowiak
7.2. Sandra DeGroote
7.3. Julie Schneider
7.4. Joan Zivich
7.5. Rick Brewer
7.6. Ed Holtum
7.7. Tammy Mays
7.8. Erika Sevetson
7.9. Mary Taylor
All Representative-at-Large reports were informational.
8. REPORTS FROM MLA CHAPTER COUNCIL REPRESENTATIVES
8.1. Chapter Council Representative – Carole Gilbert
Chapter Council Alternate Representative – Pam Rees
Sheryl Stevens noted that there is no MLA Round Table for Chapter chairs/incoming chairs at this year’s MLA meeting. Carole Gilbert thought that a special meeting for Chapter chairs would be held. She will raise this issue with MLA national.
Pam Rees noted that many Chapters do not have the planning tools which Midwest has, such as our Annual Meeting Planning Guide and information on which Chapter members are also MLA national members. She will share these ideas with other Chapters. She also noted that the MLA New Member breakfast will have information on Chapters to encourage membership; 300 people typically attend the breakfast. Chris Shaffer noted that there is an initiative at the national level to put at least one newer member on each MLA committee.
REPORT FROM POTENTIAL CANDIDATE FOR MLA NOMINATING COMMITTEE – Pat Redman
10. REPORTS FROM STANDING COMMITTEES
Annual Meetings Committee – Donna Barbour-Talley
ACTION: The Annual Meetings Chair will communicate with the State Association Presidents as soon as Chapter meeting dates are set.
Archives Committee – Lora Gault
Ed Holtum asked if photography at Chapter meetings was organized. Photography at meetings is not systematic; it is done by whoever thinks to bring a camera. It was noted that the Program Guide indicates that the local arrangements committee should coordinate photography. Ed suggested that photographs of past and future meetings should be archived, and possibly digitized.
ACTION: Ed Holtum will contact Ann Weller to explore the idea of systematizing meeting photography and archiving of photographs.
Audit Committee – Rick Brewer
Awards & Scholarships Committee – Elaine Skopelja
There was a discussion of the procedure for granting the two one-time Chapter Sharing Round Table awards to Midwest Chapter members.
ACTION: Invitation to apply for the awards will be posted to the Chapter e-mail list. Any member may submit a paragraph on “Why I deserve a free lunch” by April 15. Submissions will be judged on “creativity and desperation”. Winners will be encouraged, but not required, to submit a brief report to MIDLINE. Payment will be by reimbursement following the MLA meeting.
The committee proposed a Midwest Chapter Distinguished Librarian of the Year award, with nominations to be submitted by Chapter members. The award would be for a Chapter member who has “displayed exceptional leadership, collaborative skills, organizational abilities, work ethic or mentoring efforts in either the Chapter or their State health science association”. The award will be kept confidential from the recipient until it is announced at the annual Chapter meeting.
MOTION, APPROVAL: The Board approved awarding of the Midwest Chapter Distinguished Librarian of the Year at the 2005 Chapter Meeting. (motion by Elaine Skopelja)
The committee proposed a Midwest Chapter Information Innovation Award as a re-working of the Award for Health Information Management. This could be awarded to an individual, team or library that has “displayed creativity and/or problem solving skills that have resulted in new or improved methods, projects, products, organizational innovations or publications for health information management within their institution, state association or the Chapter”. The individual or at least one member of the group must be a Midwest Chapter member. On discussion, it was decided that the name of the new award should be simply the “Midwest Chapter Innovation Award.”
DECISION/ACTION: The Board charged the Awards Committee to develop specific criteria for a proposed Midwest Chapter Innovation Award.
Treasurer Chris Shaffer noted that the Chapter budget can easily absorb these new awards, and suggested that these new awards do not necessarily have to be given annually.
Education Committee – Frances Cockrum
10.6. Finance Committee (see Treasurer’s Report) – Chris Shaffer
Government Relations Committee – Julie Schneider
10.8. Membership Committee (see Membership Secretary’s Report) – Bette Sydelko
Nominations & Elections Committee – Pat Redman
10.10. Publications Committee – Clare Leibfarth
10.11. Technology Committee – Barbarie Hill
DECISION/ACTION: Barbarie Hill will investigate the possibility of individuals having passwords to only the section of the website relevant to their work, rather than to the entire website. The goal is that only members of the Technology Committee would have a password for the entire website.
11. REPORTS FROM AD HOC COMMITTEES & SPECIAL APPOINTEES
Annual Meeting Finances Task Force – Chris Shaffer
11.2. Bylaws Task Force (see Past President’s Report and 14.4 below) – Melinda Orebaugh
AHIP Liaison – Frances Cockrum
Benchmarking Chapter Liaison – Linda Bunyan
ACTION: Linda Bunyan will follow-up on getting the title changed on the Board Responsibility & Procedures Matrix.
12. REPORTS FROM ANNUAL PROGRAM COORDINATORS
Illinois (2004) – Karen Douglas
ACTION: Request for templates for contracts to be added to the Program Planning Guide to assist in writing agreements with speakers, vendors and transportation services. (Hotels typically have standard contract forms and are not so much a problem.) Ideally these templates would be available electronically for downloading and editing.
12.2. North Dakota (2005) – Mary Markland
Kentucky (2006) – Laura Davison & Michel Atlas
Nebraska (2007): Joint Meeting with Midcontinental Chapter – Jim Lander &
Chris Shaffer – informational
MOTION, APPROVAL: That the Omaha 2007 Midcontinental and Midwest Chapter Meeting finances be managed by the ICON Library Consortium. [Note: ICON is a consortium of greater-Omaha health sciences libraries.] (motion by Chris Shaffer and Jim Lander)
13. UNFINISHED BUSINESS
There was no unfinished business.
14. NEW BUSINESS – Sheryl Stevens
Travel Reimbursement Policy
MOTION, APPROVAL: That Chapter funding for both the President and the President-Elect be the same for travel to the 2005 MLA Annual Meeting. (motion by Chris Shaffer)
ACTION: Sheryl Stevens and Theresa Arndt will review the Travel Reimbursement policy and propose recommendations for improving the over-all coherence of the document.
Complimentary membership for students
MOTION: That students enrolled in a library-related graduate program be provided with 2 years of “student membership” at no charge. (motion by Carole Gilbert)
ACTION: Per the bylaws, this motion must be put to a vote of the membership at the Annual Business Meeting since it involves changing the dues structure.
14.3. Electronic ballots & voting
14.4. Bylaws revisions
ACTION: Sheryl Stevens will speak with Melinda Orebaugh about the possibility of expanding the charge of the bylaws revision committee to go beyond the electronic balloting issue.
ACTION: The archivist must maintain an official copy of the Chapter bylaws and verify such in their report.
14.5. Research Task Force or Committee
Professional Practice Task Force or Committee
ACTION: Sheryl Stevens and Eileen Stanley will re-evaluate current priorities for practicality, see where these ideas might fit in, and suggest which would be most appropriate to move forward on.
Library science contacts
14.8. Membership survey
ACTION: Sheryl Stevens and Bette Sydelko will confer on conducting a membership survey.
14.9. Chapter Level Leadership Education Challenge Grant
ACTION: Planners of the joint 2007 Midwest-Midcontinental Chapter Meeting will apply for this grant.
14.10. Commercial Crime Insurance Policy – Chris Shaffer
ACTION: The premium will be paid for this year, but the Finance Committee is charged to investigate the need and cost of the coverage so that options can be considered before the policy is renewed again.
14.11. Vote to adopt Treasurer’s Report as amended
MOTION, APPROVAL: To modify the submitted budget with the following changes: 1. Eliminate the Health Information Management Achievement Award ($500.00) and replace it with a Distinguished Librarian of the Year Award ($500.00). 2. Increase the amount allotted to Commercial Crime Policy Insurance from $353.00 to $500.00.
14. REVIEW OF MINUTES/ACTION PLAN – Theresa Arndt
15. ADJOURNMENT at 4 p.m.
Minutes Respectfully Submitted,