The annual Midwest Chapter conference means business, chapter business, that is. The fall Midwest Chapter Executive Board meeting is held on Friday before the conference gets fully underway. And, of course, the annual chapter Business Meeting is held over lunch on the second day of the conference.
Seriously, the most significant business conducted at the Annual Business Meeting was the vote on the bylaws revision. The chapter bylaws required major revision from top to bottom in order to conform to MLA’s model bylaws. Bylaws Committee Chair Melinda Orebaugh guided us surely through the turbulent waters of Robert’s Rules of Order as we considered the new bylaws one article at a time and then voted on them. The vote was unanimous!
The Executive Board meeting Friday evening was serious work, lasting four hours! Here are some of the items discussed and actions taken that you might find interesting:
The 2013 chapter budget was approved, based on a projected paid membership of 300 members. The budget includes more realistic figures for conference income and expenditures and funding for new awards, increased advocacy efforts, and the professional auditor.
The professional auditor Michelle Dixon submitted a report to the board after reviewing and “closing” the books for the chapter’s 2010 and 2011 financial activities. The 2010 conference showed a net profit of over $25,000, half of which was shared with WHSLA. The 2011 conference showed a very small net loss. The bookkeeping system has been improved to allow easier auditing.
The chapter will be awarding additional Annual Meeting Grants to support conference attendance for chapter members who do not receive institutional support for travel. Eligibility criteria for the award are being developed.
A revised Travel Reimbursement Policy was approved by the board. The changes were made to more fully support travel by board members to the spring board meeting. Funds to support this increase in travel expense funding were re-allocated from unused budget lines.
The Finance Committee will be continuing their consideration of alternatives to the Acteva service that the chapter uses to handle online payments for memberships and conference registrations. The Immediate Past President will be looking also into different software for handling the election online.
The “Shared Expectations for State Liaisons” information sheet developed by outgoing Representative-at-Large Stephanie Schulte will be shared with the state associations for guidance when appointing State Liaisons to the chapter.
The Professional Practice Committee will be working with the annual conference continuing education planning committees to help them meet chapter education needs.
Upcoming conference plans were discussed. The 2014 conference will be held October 10-14 in Bismarck, ND and the 2015 conference will be October 2-6 in Louisville, KY.
Update: The Executive Board meeting agenda and reports are now available for your review on the chapter website here.
Each year the Executive Board of the Midwest Chapter/MLA kicks off the annual conference activities, holding their fall meeting on the Friday before the conference begins. President Janna Lawrence has been hard at work for the last several weeks working with the board members, compiling their reports and drafting the agenda for the board meeting. I’ve seen the agenda and it is jam-packed. This year the board will be meeting on Friday, October 5 in the Legion Suite at the Mayo Civic Center in Rochester, MN from 3:00 to 7:00 p.m. Yes, that does seem like a long meeting, but in my experience the time just flies! The Midwest Chapter is one busy association, working hard to benefit the chapter members. The board will be wrapping up a productive membership year under Janna’s leadership and charting out the year ahead during which now President-Elect Kathy Schilling will be at the helm.
ALL Midwest Chapter/MLA members are welcome to attend the Executive Board meetings. If you would like to attend the Executive Board meeting next week, R.S.V.P. to President Janna Lawrence!
Eleven members of your Midwest Chapter/MLA Executive Board met for a very productive meeting last Friday, March 30 in Indianapolis. Here is my personal take from the proceedings! Be sure to watch for stories in the upcoming mid-May issue of our official chapter newsletter MIDLINE about these items of interest and MORE!
It is worth noting first that chapter finances are in good shape. The chapter has retained the services of a professional accountant, Michelle Dixon, C.P.A. Chapter Treasurer Amy Donahue has been working hard all winter with Michelle to review and re-structure the files and spreadsheets used to keep track of chapter finances and to audit the books for 2010 and 2011. The books for the 2010 Annual Conference in Madison are “closed” and the conference showed a nice profit, half of which was shared with our co-sponsor, WSHLA. The books for the 2011 Annual Conference in Indianapolis are nearly squared away as well. The chapter will still be using the Acteva services in the short term for online membership payment and conference registration. In the meantime, the Finance Committee is investigating alternatives.
The Professional Practice Committee has been hard at work on the details of the chapter’s new Research Presentation and Poster Awards. These monetary awards recognizing presentation of exemplary research by our members will be given for the first time at the 2012 Annual Conference. Watch upcoming MIDLINE issues for award announcements!
One thread that ran through almost all of the discussion at the board meeting was communication. We considered some concrete measures that the chapter’s Representative at Large Stephanie Schulte and the chapter’s State Liaisons Committee members could pursue to better serve as conduits of information in both directions between the chapter and our sister state health sciences library associations in the Midwest. We talked about how to better use different chapter communications vehicles for keeping our members up-to-date. The chapter website will be getting an extensive informal review and some additions were suggested.
As part of a continuing improvement project, Archivist Mary Hitchcock has been busy working on a draft “policies and procedures” document which was reviewed by the board. The document provides guidance for officers and others working on chapter business on what to keep (and send to the archives) and what not to keep. Work will continue on a better way to archive photographs, particularly digital photos taken at conferences. Anyone interested in helping yours truly with collecting all those photos into a single Flickr account? Seriously, let me know if you want to help! I’ve been procrastinating on this for YEARS.
The board spent a big chunk of meeting time reviewing the answers to the open-ended questions from last year’s Membership Survey. The Membership Committee under the leadership of Membership Secretary Katherine Chew mined your comments, categorizing the comments and suggestions. The board particularly focused at this meeting on continuing education, the annual conferences, and other professional practice issues. The Chair Natalie Reed and the Professional Practice Committee will be working on ideas particularly in the area of continuing education.
And here is one last “heads up” for you! We still indeed are planning to bring revised chapter bylaws up for a vote by the assembled membership at the next Annual Business Meeting in October in Minnesota. Our bylaws need to be brought into “compliance” with the MLA Model Bylaws and need some other various tweaking.
All Midwest Chapter/MLA members are welcome to attend meetings of the Executive Board. Here are the details!
We will be returning to Indianapolis in my next door neighbor Hoosier State for our spring meeting on Friday, March 30 at the Crowne Plaza Indianapolis Airport. Business will be conducted in Ballroom A beginning at 9:00 a.m. and will be finished by 4:00 p.m.
If you would like to attend the Executive Board meeting, please R.S.V.P. to President Janna Lawrence email@example.com by Friday, March 23rd!
I’m on the road again today! I just checked the weather forecast and it looks like it is going to be an absolutely fantastic next several days for the chapter conference in Indianapolis! I’m sure to see lots of lovely fall scenery in the bright sunshine as I drive across Ohio into the Hoosier State this afternoon.
For the past few days I’ve been working on getting things squared away for the chapter’s Executive Board meeting tomorrow afternoon. FYI, the officer and committee reports and the meeting agenda are already posted on the Agendas and Reports website page. Thank you Assistant Webmaster Brian!
ALL chapter members are welcome to attend the Executive Board meeting. So if you are going to be at the Indianapolis Marriott Downtown, please join us!
ALL Midwest Chapter members are welcome to attend the chapter’s fall Executive Board meeting. The board will be meeting at the Indianapolis Marriott Downtown in Ballroom 7 on the second floor beginning at 2:00 p.m. on Friday, October 7, 2011.
If you are interested in attending the Executive Board meeting as a guest, please send an RSVP e-mail to me (cleibfar AT kent DOT edu) by Tuesday, October 4th. I’ll have handouts and a seat ready for you!
I will be posting the Executive Board reports and meeting agenda on the chapter website early next week. Watch this space: http://midwestmla.org/business/.
This afternoon President Elaine Skopelja guided us skillfully through a jam-packed Midwest Chapter Executive Board agenda. The meeting was well attended. Several people attended the meeting online as well.
Here are just some of the highlights from my notes:
Chapter membership is up to nearly 400 members, including 53 new members and 30 student members. Most members have used Acteva to join/renew. The Membership Committee will be sending postcards to all MLA members in the chapter states inviting them to join the chapter.
The 2012 chapter conference will be held October 5-9 in Rochester, Minnesota.
The chapter archives organization project has been completed. The finding aid will be posted on the UIC website. Mary Hitchcock and Kevin O’Brien will be presenting a poster about the project at this conference.
The Awards & Scholarships Committee will be working on some changes to the Distinguished Librarian award so that the award will specifically recognize special service to the Midwest Chapter. There will also be some clarification of the conference scholarships requirements.
All of the newly elected officers were in attendance. The e-election went smoothly. 34% of the membership voted. Next year some additional information will be included in the candidate bio information.
The board directed the Professional Development Committee and the incoming president (that’s me) to write a letter to MLA supporting renewal of AHIP credentialing for health sciences librarians who have been reassigned roles with little or no health sciences emphasis.
The planned Membership and Communications surveys will be combined into a single comprehensive survey of chapter membership needs and services.
The Membership Committee will be developing guidelines for a new Emeritus membership category. Adding another membership category will require a change to the bylaws. The committee will also consider the possibility of conferral of honorary membership.
The board will try using Adobe Connect for remote attendance at board meetings as well as for committee meetings. There have been some issues with DimDim. The chapter will be purchasing some better quality video equipment for use at board meetings.
A new Advocacy Special Committee, chaired by Denise Rumschlag, will be appointed with a charge to advocate for medical librarians and libraries, both hospital and academic. This committee is essentially a continuation of the GMR RAC Advocacy Committee. Some of the special committee’s efforts might be eligible for funding through some of the GMR’s award programs.
The Executive Board concluded its business by approving the 2011 budget including funding for the new initiatives discussed above.
After the Executive Board meeting, chapter board members joined the WHSLA board members for an enjoyable dinner at the Top of the Park on the top floor of the hotel. Beautiful view!