ACRL-Oregon Board Meeting
January 4, 2008U

University of Portland
MINUTES

 

Present: Garrett Trott, Teresa Yancey, Janeanne Rockwell-Kincanon, Robert Hulshof-Schmidt,  Elizabeth Petersen, Janet Tapper, Anne-Marie Deitering (minutes), Eliz Breakstone, Stephanie Michel (presiding)

Absent: Dan Kelley, Robin Paynter

 

1. Introductions

2. Minutes

3. Budget Report

Stephanie distributed copies of the 2 year budget.

Janeanne raised the question of how the 2 year budget should be maintained.  Two options were presented:

  • The budget should combine 2 annual budgets, and be maintained on a rolling basis, updated annually
  •  The budget should reflect a 2 year budget period, and be updated biennially at the end of each 2 year period

Discussion

  •  Does the ACRL-OR budget needs to align with the OLA budget ? (answer: no)
  •  The difficulties of maintaining a 2 year budget when ACRL-OR Presidents serve 1 year terms

Consensus:

  • ACRL-OR should maintain a static  2 year budget, reflecting a 2 year budgeting cycle.
  • Year 1 of the cycle should be the Pack Forest year, Year 2 should be the Menucha year.
  • The new procedure should be added to the ACRL-OR handbook
  • The President-elect, President and Past President should all work together to update the budget at the end of the second year.

Action items:

  • Stephanie will update the handbook to reflect the new budget procedure
  • Stephanie will send out the information about the ACRL-OR wiki to the Board.

4. Report from the OLA Board meeting (December)

A. OLA Website update

OLA is still working on their new website.  It is not live, but is available from MemberClicks.   OLA will be training people in the units to use the new system to maintain their own spaces on the OLA website.  Robin will be maintaining the ACRL-OR pages.

B. UO Newspaper Digitization Project

Proposed project to digitize Oregon newspapers from microforms of newspaper collections around the state.  The initial plan is to start with pre-1923 newspapers that are in the public domain.  Karen Estlund (UO Libraries) has experience with a similar project in Utah, and will be managing the project here.  Currently an unfunded, proposed project, but there is a great deal of enthusiasm for it at the State Library. 

C. Proposed dues increase

OLA is proposing a dues increase.  The last dues increase was in 2001, prior to that dues had remained at the same level for 10 years.  OLA is anticipating a budget shortfall in the next four years because there will only be one OLA conference in that period where a normal amount of revenue can be expected.  The proposed dues increase is not expected to make up for the anticipated shortfall.  The proposed increases presented at the Board meeting include:

  •  For individuals:  the specific amount of the increase will depend on the member's annual income, but will range from $5 - $25 annually.  Members at the lowest salary level will not see an increase in OLA dues.
  • For institutions:  the amount of dues will not change.  This category has been re-named to "Sustaining Library Partners"
  • For companies: the specific amount of the increase will depend on the number of employees, ranging from $30 to $200 annually.

The increase still needs to be approved by the Executive Board and it has to be brought up at a membership meeting (OLA/WLA Joint Conference).

D. Oregon Reads

OLA is seeking a Meyer Memorial Trust Grant in the amount of $124,500 for Oregon Reads.  At this point, they are not focusing on the details of the program.  Project committee is headed by Leah Griffith.  Sarah Beasley, as the incoming OLA President will also be involved.  There will be a big kickoff meeting for this at the OLA/WLA Joint Conference for the PLD.  More information can be expected after that meeting.

Action items:  Robert will investigate whether there are any academic library representatives on the Oregon Reads board

5. National Library Legislative Day

One member of the Board will be sponsored to attend the National Library Legislative Day.  The Past President has the right of first refusal before volunteers are sought from the whole Board.  Janeanne agreed to serve as the ACRL-OR representative at National Library Legislative Day.

Action items:  Stephanie will forward all the necessary information to Janeanne.

6. OLA/WLA Conference update

Robert distributed a list of all of the programs sponsored by ACRL-OR at the OLA/WLA Joint Conference.

At this point:

  • The conference website is very nearly complete, including hotel and program information
  • The registration form is not available now, but is in its final draft.
  • A reminder postcard will be going out to the memberships this month, instead of a full program.

Showcases

The number of proposals for the joint conference was more than double the number of available slots.  To give more people an opportunity to participate, four Showcase tracks were created.  Each Showcase will include several poster-style presentations on related topics.   Participants are still needed.  Each of the four tracks has its own point person.  Interested groups should contact the point person for their track.  Robert will be sending a message to Libs-OR calling for participation, and providing contact information for the point people for each track.  Tracks include:

  • Innovative Outreach Programs
  •  Library Instruction Program
  •  Innovative and Grant-Funded Program
  •  Library Staff Training and Development

Action items:  Everyone should forward the information about OLA/WLA Joint Conference Showcases to potential participants.

7. Planning for ACRL-OR/WA joint fall conference at Menucha

Reviewed discussion from the 10/25/07 meeting  (Next-Generation Catalog).

Agreement that the discussion format from Menucha 2006 was very successful, and that this model should be incorporated into the 2008 program, instead of breakout sessions.

Brainstorming topics and projects:

  • Topic lends itself to a big picture/ practical division with a conversation about possible directions for the library catalog combined with practical discussions of what changes to the catalog means for our real work in libraries
  • UW's WorldCat local implementation
  • PennTags -- what does it mean to invite your users into the catalog
  • The role of the Summit catalog/ consortium
  • Encore - is anyone already working with Encore?
  • Georgia Pines and the Open Source perspective
  •  Usability testing of library catalog
  • OHSU's work in using Innovative's tools for user contributions to the catalog

General agreement that we should use the model from the last Menucha -- three keynote-type addresses on Day 1, and then a more practically focused panel on Day 2, followed by a discussion involving all of the speakers, from both days if possible.

Keynotes:

  • Andrew Pace (or a representative from North Carolina State, Tito Sierra or Joseph Ryan
  • Georgia Pines representative
  • Kyle Banerjee, placing Summit in a larger context

Panel:

  • 2 representatives from UW.  One to talk about the technical implementation of WorldCat Local, and one to talk about working with it from a public services perspective
  • 1 representative from OHSU to talk about their work with tagging/reviews/etc. using the Innovative platform.

Suggestion that we provide speaker gifts for all participants.

Action items: Stephanie will contact potential keynote speakers.

8. Scholarships for e-learning

Recap from previous meeting:  ACRL-OR will provide scholarships for members to attend e-learning courses and workshops.  Scholarships cannot be used to attend face-to-face events at conferences or workshops.  Initially, 2 scholarships will be awarded.  The combined value of the scholarships will not exceed $1500. 

Brief discussion about the possibility of purchasing an annuity to make the scholarship fund self-sustaining.  Concerns about the logistics and legality of doing this within the OLA structure were raised, as was the possibility that ACRL-OR does not have enough money to make this a realistic option.

Action items: 

  • Janeanne and Dan will bring a proposal to the Feburary meeting, including:  a process for selecting recipients and awarding scholarships, a timeline outlining how frequently scholarships will be awarded.
  •  Anyone with ideas for the e-scholarships proposal should send their ideas to Janeanne and/or Dan by 1/18/2008.
  • Stephanie will look into the question of purchasing an annuity to make the scholarships self-sustaining.

9. Other business

Add a discussion about how ACRL-OR libraries should participate in the Oregon Reads project to the February 2008 meeting.

Steph Miller will attend the February meeting to:  get a sense of what this group does, and to provide a brief training session on MemberClicks.

Action items from this meeting:

  • Stephanie will update the handbook to reflect the new budget procedure.
  • Stephanie will send out the information about the ACRL-OR wiki to the Board.
  • Robert will investigate whether there are any academic library representatives on the Oregon Reads board.
  • Stephanie will forward all the necessary information to Janeanne. 
  •  Everyone should forward the information about OLA/WLA Joint Conference Showcases to potential participants.
  • Stephanie will contact potential keynote speakers.
  • Janeanne and Dan will bring a proposal to the Feburary meeting, including:  a process for selecting recipients and awarding scholarships, a timeline outlining how frequently scholarships will be awarded.
  • Anyone with ideas for the e-scholarships proposal should send their ideas to Janeanne and/or Dan by 1/18/2008.
  • Stephanie will look into the question of purchasing an annuity to make the scholarships self-sustaining.

Next meeting:

February 29, 2008, 12-4pm

Western Oregon University

Monmouth, Oregon