Oregon Library Association - Support Staff Division Meeting Minutes

Friday, September 19, 2008

Eugene Public Library, Eugene, Oregon

In attendance: Cathy Zgraggen, Diane Bolen, Rea Andrew, Jey Wann, Suzanne Sager, Margaret Harmon-Myers, Ellen Mueller, Kristynn Johnson, by conference phone Susan Gilmont.

Local details: reviewed.

Agenda: approved.

Minutes: Last minutes, July, SSD conference meeting, minutes were accepted as written. Approved minutes will be posted.

Action Items: See related Reports.

Reports:

Chair / OLA Meeting –

         Jey officially relinquishes the gavel to Cathy.

          Announcing board members. Introductions: Cathy Zgraggen-incoming Chair, Diane Bolen - Continuing Education Chair, Rea Andrew -  new Treasurer, Jey Wann - past Chair, Suzanne Sager Chapter ALA rep. on OLA library board, Margaret Harmon-Myers new Archivist, Ellen Mueller, Multnomah County Liaison, Kristynn Johnson, new Recorder, Susan Gilmont, Vice Chair.

         Cathy formally invites Suzanne to be our member at large.   New Education committee member Kate Schwab.  There is still one member at large post open. She asks Ellen to be our Multnomah County Liaison.

         At the OLA meeting: Presented by-laws changes. A lot was discussed, but there was no vote due to lack of quarum by two.

         OLA Retreat was very worthwhile.

Past Chair – Jey

         Presentation to 2008 Exec. Committee.  Thanked members for all of the hard work while she chaired.  Especially impressed with the level of caring.

         Wants to check on hosting an opinions area on the website. 

         Unfortunately no one was nominated for employee of the year. 

         There will be an area added to the website called “Adventures in library land”.

         Would like to start an initiative to contact every SSD member individually as Chair. 

         Jey would like a timeline for completing the past Chair’s task of choosing the site for the next conference year after next.  Consider non-traditional setting for our conference. Community College?  Post question to MemberClicks.

Treasurer – Rea has taken over for Jan, but hasn’t received materials yet.  Jan will attend Eugene meetings to help out the new treasurer.  As of Sept. 1, 2008 balance :$24, 847.71.  Conference budget is balanced to Jan’s.  We spent $1, 060 over and above. 

Webmaster –

Would like to notify Steph Miller of who should have privileges.  Recorder and Archivist?

Rea asks for suggestions for the website.  Rea will change the look of it from suggestions and ask Board for feedback.  She asks for us to return feedback quickly so she can update things quickly.    Rea welcomes feedback. Our website is a memberclicks application.

Archivist – Susan and Margaret are working on a handoff of materials. 

Susan mentioned that we have in place a framework for potential videoconferencing to some areas.  Maybe a virtual open house could happen at some point. 

OLA Conference Committee – Diane.

         All session topics have been proposed and are in the process of being confirmed. They are:

         Lauren Burnett responded.   She will do the topic.  “Leading with Emotional Intelligence” there are three subtopics to choose from.  Leading with Emotional Intelligence.  [Springboard your leadership or Sharpen your presentation skills were the other topics, not chosen]  $1700 plus hotel  she will pay for travel and meals. Preconference, all day would be best for Lauren, she is willing to do half day.  We submitted this as sponsor.

         Melissa got response from PowerPoint folks. Final decision won’t be made until October 31.  It will cost us $1000 for the three of them.  It is a half day preconference bundle.  Submitted as sponsor.

         The program committee is meeting soon.   at the State Library OLA is on the 10^th.

         Kate has been working hard on the ALA certification as a program.  We haven’t heard back, it won’t be a go unless we hear something by Monday.  This would not be a money making opportunity, but a nice sponsorship.

         Book mending stuff will go to Melissa, she is eager to take on more with that. Submitting proposal is happening collaboratively.  Kate is enthusiastic.

         Scholarships—report

Committee Reports

CE Committee Scholarships – Diane

         Read a very nice thank you note from Julia Vincen of Lynnwood Washington who was the recipient of our conference scholarship this year.

Membership & Outreach Committee Report – Cathy, Jey.

• One thing Cathy wanted to know is how many OLA members are support staff who do not belong to SSD?  She talked with Steph to see if there is some way to pull a report from the membership list. There is no place to put that on the form.  Would like to glean that from memberclicks.  Job titles really don’t indicate that information.  Webpage will show SSD total membership numbers.
•  Everyone likes the idea of a welcome letter to new members.  Cathy will do that.
• Also we had talked about dropping our $5 membership fee.  Members would still have to join separately, but without a separate fee.  We need a motion to do that. Do we have to run the change by OLA?
•  Margaret makes a motion.  Move that we vote to drop the additional fee for SSD. Ellen 2^nd. So move. Cathy for Jey, clacks the gavel. Rea will put “Breaking news” on the website to get people’s attention…remind them to check the box when wanting to join SSD.  Checking the box is free.
•  More discussion.

Nominating & Conference Location Committee Report – Cathy reports for Lori.

•  Cathy sent list of folks who are interested in being on the conference committee, a lot of new names of interested people.  What are we doing right? We are catching the interest of a lot of folks.  Everyone has a lot of confidence in Lori for the future. 
•  Jey, Suzanne, Cathy discussed the vice chair and the conference chair, they think that made a difference in attracting a vice chair.  It is rewarding to put on a conference, but it is hard to prepare to be chair at the same time.  No two year commitment.  Confidence in Susan as chair.  Children’s Services division separating the conference chair and the vice chair positions also.
• Discussion of evaluations.

Old Business

Welcome letter

• Board likes the idea of the welcome letter. Margaret will pull the member list so Cathy can send out a welcome letter.

Goals and Visions

1. Cathy feels like the other members are goal oriented.  She welcomes a lot of help.  Would like to continue with the momentum Jey started. 
2. Group would like to look into Wiki, blogs, Web 2.0, how can we utilize.  YouTube, Myspace (You can make “roots” in MySpace. , Facebook, SecondLife (avatars etc. libraries are on there.  Activities in virtual life on there right now for Banned Books etc.].  
3. We would like to inspire more people to vote.  How can we inspire people to vote? Maybe tape speeches at conferences.  How can we make that a link on our page so people can go there to get information and vote?  One major point is to benefit an increased membership.  It is looking good for more people joining.  We had over 50% of our voters vote in the last election. We want to encourage this.  And this was a 50% increase over the previous year. By laws are affected when we have folks joining electronically.
4. Main ideas for goals and visions surrounded social software, job sharing, low tech outreach, maybe think about a special “personal touch” like a card at the anniversary of first joining SSD.

New Business

1. Procedures for selecting conference location.  Thinking of non-traditional sites and locations.  Roseburg?  Klamath Falls? Cottage Grove?  Community Colleges?

The next meeting is scheduled for December 4, 2008 at 11:00 AM at Eugene Oregon. Before the weather gets really bad. [Please note that the meeting time has changed since our meeting to 10am-1pm]

Respectfully submitted by

Kristynn Johnson

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