NAHSL Executive Board Meeting

UMass Worcester - The Lamar Soutter Library

March 3, 2000

Present: Marj Anderson, Jo-Anne Aspri, Kathy Brunjes, Happy Copley, Cora Damon, Ed Donnald, Sydney Fingold, Mark Gentry, Barbara Ingrassia, Patty Kahn, Janie Kaplan, Kim Lavoie, Len Levin, Jeanene Light, Anita Loscalzo, Alice Reed, Debbie Sibley, Mary Ann Slocomb, John Stey, Joan Yanicke.

Debbie welcomed everyone and called the meeting to order at 10:15 a.m. and announcements were started. Introductions of the Executive Board were made when Patty arrived.

Announcements:

1) Irene Lathrop has resigned as Conference Chair (2000), with Jo-Anne Aspri (Irene’s Co-Chair) stepping in to replace Irene

2) NAHSL Chair-Elect has been graciously accepted by Mary Ann Slocomb

3) Barbara Ingrassia has accepted the vacant Government Relations Chair position

4) NAHSL will host a get together dinner during MLA (Monday, immediately after the HLS reception)

Chair’s Report

Discussion: Patty explained the process involved in filling the recently vacated positions held by Irene Lathrop: Debbie, as Nominating Chair, nominated Mary Ann Slocomb to fill the Chair-Elect position; Patty emailed the Executive Board, asking for confirmation of the nomination, and received at least 17 responses in the affirmative. Mary Ann then became the NAHSL Chair-Elect. Patty again thanked Mary Ann for accepting this nomination, and Jo-Anne for assuming responsibility of NAHSL 2000 Conference Chair.

The mid-year MLA report has been sent by Patty; Patty informed the Board that the annual report will, in essence, be the same report as the mid-year one.

Action: Mark Gentry suggested placing the MLA report on the website, under the Newsletter section.

Patty attended the MaHSLIN Consortium Chair meeting (held at Newton-Wellesley Hospital).

MLA has queried the Chapters on what each Chapter does for mentoring. Patty informed the Board that her response was that NAHSL has no formal mentoring program, but mentoring takes place at the State level within NAHSL.

On March 15^th, Mary Ann will represent NAHSL at the ARIHSL meeting, filling in for Patty.

Action: For informational purposes.

Minutes

Action: Minutes of December 3, 1999: Kathy reported that she made corrections as recommended by Board members. December 3, 1999 Minutes were accepted as presented.

Treasurer’s Report

Discussion: Mary Ann stated that this would be a dual report: she distributed the 1999 Annual Report, with net income over expenses over $20,683. The Board thanked Mary Ann for all her contributions to NAHSL as Treasurer - our treasury is in good standing due in large part to Mary Ann’s diligence.

Marj Anderson presented her report; NAHSL funds were transferred to the Medical Services Federal Credit Union in Portland, ME. With this account, Marj can check the balance on a daily basis to see which checks are outstanding, etc - Internet banking! Marj has placed $37,868.69 in a Share Certificate, $25,000 in a Money Market account, and $3,000 in a Share account.

Marj reported that MLA sent a $5 “thank you” donation to NAHSL as part of the Chapter-based Incentive Recruitment Program (one student member was recruited during 1998-1999).

Action: Treasurer’s report(s) approved by the Board.

Committee Reports

Archives

Discussion: Sydney passed out a handout outlining the Harvard Depository contract/agreement for storage of NAHSL archives. Sydney reported that she and Carole Foxman condensed each year (using the “NAHSL Archives Guidelines”), placing each year in its own manila envelope and filed in the assigned archival boxes from the Harvard Depository - up through 1992. Sydney reported that another full day is required to complete the task of filing remaining years. The last five years’ worth of archives will be kept with the Archives Chair.

A lengthy discussion ensued Re: who should sign the Harvard Depository contract/agreement; the Archives Chair, RML office, MLA, and NAHSL Treasurer were all discussed as possible choices, the merits and problems associated with each choice carefully reviewed. The final proposal accepted by the Board (submitted by Debbie Sibley) is that, in the agreement, “Department Head” should be changed to reflect NAHSL Chair, and those authorized to request/receive material will be listed as: NAHSL Chair, Chair-Elect, Archives Chair and Treasurer. The Treasurer will be the listed as the person to send all bills to, the Archives Chair will be the “delivery” address and person requested in the agreement. Debbie also suggested that a copy of this contract/agreement be placed in the Archives.

Action: The Board voted to accept Debbie Sibley’s proposal.

Discussion: Sydney passed out the NAHSL Archives Guidelines, and asked that all Chairs review these guidelines prior to submitting materials to the Archives; Carole and Sydney had to go through a great deal of duplicate materials during the condensing process.

Sydney brought to the Board’s attention that NAHSL has no set of guidelines or policy statements regarding electronic archives. She suggested that Archives work with Automation sometime in the near future to work on this.

Action: For informational purposes.

Automation

Discussion: Mark submitted a written report. Various members of the Automation Committee have been working on the development of the NAHSL 2000 website, the educational/meeting calendar, the membership database, newsletter and an overall redesign of the website. In addition, Mark reported that he has been working with Kathy to regularly post approved Board minutes. The Committee’s goal is to strengthen ties to other NAHSL committees for timely posting of information. Mark asked the Board for additional suggestions on how to improve the website, citing that the Check Request form has recently been added to the site, an IFLA link has been added and the Spring CE announcement and registration form were all recent additions. Kathy suggested that a separate link or location for all NAHSL forms be added.

Mark has a new email address; mark.gentry@yale.edu.

Action: For informational purposes.

Bench marking

Discussion: Janie and Ed passed out the MLA Benchmarking Initiative and MLA Benchmarking Initiative “FAQs”. The Benchmarking Initiative includes an estimated timetable for implementing the three phases: for example, in Phase II, the Web pages will be released for full data collection and report results following MLA/CHLA 2000 in Vancouver. Phase III, in which benchmark collections will expand beyond hospital libraries to include academic and special libraries/services, is scheduled for 2001. Janie also reported that MLA is looking for JCAHO endorsement of the benchmarking tools.

Janie feels that NAHSL should postpone the “short” question survey, scheduled to be done during this year, in lieu of the national benchmarking survey from MLA. Some discussion took place among Board members about whether or not individual members can both input and receive information (free of charge), or is this survey restricted to Institutional members only? Janie responded that she will clarify if non-institutional members can participate fully in the MLA benchmarking process, and what the fee structure for non-institutional members will be if there is a charge.

The Board proposed that we table/postpone the NAHSL short survey (which was to be done in follow-up to the original NAHSL benchmarking project) and revisit this issue at the June NAHSL Board Meeting (after MLA). Mark cautioned that if MLA uses only institutional members, it would be reason enough for us to do our own short follow-up survey, to add closure to our original survey.

Action: The Board voted to table the short (follow-up) survey until the June NAHSL Board Meeting.

Bylaws

Discussion: Mary Ann reported no activity. We need a new Bylaws Chair.

Action: Patty will look into recruiting a new Bylaws Chair.

Chapter Council

Discussion: Suellen sent a written report: Suellen needs information about the NAHSL 2000 Fall meeting dates, location, theme, speakers/CE etc. for an article to be published in the May MLA News. Please send this information to Suellen by March 22^nd. Suellen suggested that Janie Kaplan attend the Benchmarking Task Force meeting at MLA in Vancouver, as the NAHSL representative. Suellen encouraged Board members to sign up and attend the Roundtables in Vancouver (Mary Helms emailed Suellen that Chapter Sharing Roundtables are in need of facilitators and topic experts - please contact Mary Helms if interested).

Suellen also reported that MLA would like greater linkage between chapter websites and the MLANet pages - a link to MLANet from the NAHSL start page/every page on our site, as well as our logo on every page, etc. Mark Gentry confirmed that he has sent NAHSL URLs to MLA.

Chapter Council will meet all day Saturday, May 6^th at MLA in Vancouver. Patty mentioned that the NAHSL tradition to have a get-together dinner during MLA will continue! The dinner is scheduled for Monday night, immediately following the Hospital Libraries Section reception. Patty has invited Countway’s Judy Messerle to join NAHSL, as well Michellyn McKnight. Please plan on joining other NAHSL members at this dinner.

Mark mentioned that his institution had received information about a grant that came out on MLA Focus, but with only a three week period in which to submit the grant. Patty will pass this “complaint” along to Suellen.

Action: No action required.

Conference ‘00

Discussion: Jo-Anne Aspri reported that the Doubletree Islander Hotel has been sold, and is now the Hyatt Regency, Newport. Arrangements still stand for the Conference to be held October 22-24, 2000 at the Hyatt Regency, Newport. Jo-Anne submitted a written NAHSL 2000 Conference Planning report. Highlights of the report:

Registration: still looking at $130 registration fee

Education: as of 2/4, there will be two all-day CEs on Sunday, and two half-day CEs; Monday will provide two half-day CEs - one a repeat of Sunday’s “Extreme Searching” (Randolph Hoch)

Evaluation/Scholarship: Ruthann Gildea will be chairing both of these Committees - the Planning Committee is currently discussing the possibility of trying an online evaluation form (provided as a “live” or interactive form at the Registration table during the conference).

Discussion: The Board discussed the pros and cons of providing an online evaluation: setting it up as a D-base program, costs involved, security of computers at the Registration area, how to eliminate duplicate submission of paper evaluations, how to capture “comments”. Different online formats were mentioned (including a touch-screen format, suggested by John Stey). Jo-Anne will take this discussion back to the Planning Committee.

Exhibits: exhibitor fees are tentatively set at $300, which would include two registrations, table and two chairs - telephones/electronics will be the responsibility of the exhibitors, and arrangements made with the Hotel

Hospitality: networking opportunities are being planned by Janet Crager and her committee - including a visit to the country’s oldest library and a Welcome Reception at La Forge Casino.

Publicity: NAHSL 2000 website is being updated (see Automation Report); links are in place for Newport “sights”

Action: For informational purposes.

Conference ‘01

Discussion: Ed advised the Board that they have made a deposit on the Omni Hotel, New Haven, CT as the Conference 2001 site. The dates have been established as October 14,15,16, 2001. Ed and Evelyn have scheduled a meeting on January 24^th with the Program Committee, and plan to meet again in April at the Omni. They plan to extend invitations to New York/New Jersey.

Action: For informational purposes.

Education

Discussion: Cora reported that the Education Committee is now complete, having added Peg Spinner from MaHSLIN. The Committee conducted a conference call meeting March 2^nd. Cora reported that the revised CE listing/registration has been sent out for the NAHSL Spring CE, and these classes will be opened up to non-NAHSL members as of March 13^th. The Fall Conference has a full slate of classes (see Conference ‘00 report), and CE fees have been set at $110 for members, all-day CE, $140 non-members; half-day CE will be $70 for members and $100 for non-members. Cora also reported that they have started to work on the CE for 2001, and have Monday CE already set (!); MLA has indicated that it is a course they would be willing to grant CEUs. The Instructor will submit for approval in 2001.

Action: For informational purposes.

Finance

Discussion: Marj reported on the long term investments she has established (see Treasurer’s report). Mary Ann has agreed to serve as Finance Committee liaison with the Rhode Island group for Conference 2000. Mary Ann introduced the proposed 2000 budget, noting the line for Education has the largest discrepancy between proposed income ($5,000) and proposed budget ($10,350). Patty gave a brief accounting as to what the Executive Board line is responsible for.

Mary Ann noted that the proposed Budget is $6520 over proposed income, and recommended to the Board that the Treasurer maintain close watch of expenses and report back to the Board in June the status of the overall budget. With this recommendation, the Board approved the NAHSL 2000 budget.

Action: Budget approved.

Government Relations

Discussion: Barb Ingrassia discussed the email that Patty Kahn had sent out to her management team and physicians Re: the Balanced Budget Act and its impact on hospitals, home care, skilled care, etc. Barb reminded the Board that the American Hospital Association website has a link for employees to express their concerns about Medicare funding to their senators and representatives (http://www.aha.org/emailcongress.html). Barb thanked Patty for sending her this information to post to NAHSL members.

Action: Barb encouraged all present to take part in alerting their Administrators about this issue.

Marketing

Discussion: Len reported that the Committee is working with Cora (Education) for marketing of CE programs. They will target their marketing efforts toward sessions that need help in filling seats. The Committee plans to work with NAHSL 2000 Publicity to help market those programs.

Len advised the Board that NAHSL is the only MLA Chapter with a formal Marketing Chair and Committee! Len has volunteered to facilitate a session at MLA for marketing at the Chapter level.

Action: For informational purposes.

Membership

Discussion: Jeanene is in the middle of NAHSL membership renewals. She sent out 260 renewal applications, and has received back 121 (as of 3/1/00). She has eliminated the problem of two membership databases; she discovered that two separate membership lists were in existence as she was sending out the renewal letters. Jeanene has been working with Geoff Gerrietts to directly import the Access database into the NAHSL webpage.

Action: For informational purposes.

News Notes

Discussion: No report. Mark reported that he had been talking with Norma about using the listserv as a “late-breaking” source for information/news, and using NewsNotes for detailed background news/information.

Discussion by the Board about distributions of a NAHSL newsletter - in whatever format - at the State Rep level: Anita feels it is inappropriate for State Reps to do this type of distribution, because she does not have updated information on who does/does not have electronic access in her State. Anita feels that the newsletter editor should be responsible for disseminating formal news. Some historical background as to why State Reps had been asked to perform this service was given.

Joan Yanicke asked if the NAHSL membership form asked the question of electronic/Internet access? (It does not) This might be one way of capturing accurate information on electronic accessibility and who would require hard copy of newsletters.

Discussion of why we need a newsletter and editor. Mark again stated that “hot news” can be disseminated via emails, more detailed news should include background information and explanations, and an “editor” is needed to manage this. Whether the newsletter is electronic or hard copy is not the issue - the organization needs to have some way of recording important news. Electronic newsletters can be printed for archival purposes as well as distribution to those who do not have electronic access. Mark is willing to help Norma develop links within the website for NewsNotes but he does not feel the Automation Chair should also be the newsletter editor.

Action: Mark will report back to Norma the Board’s discussion and to carry forward her plans to establish a more consistent newsletter, NewsNotes (see Board minutes of December 3, 1999, under News Notes).

Nominating

Discussion: Debbie stated no activity.

Action: No action required.

Program

Discussion: Kim Lavoie presented the Board with the Program Draft, for Conference 2000, “Portals to Partnership”. Kim reported that the second keynote speaker has had to decline the invitation, and the Committee is working on finding another keynote speaker. The “Call for Posters” which went out to all State lists resulted in no responses; the Board suggested that Kim repost the “Call” and set a later deadline for responses.

Action: For informational purposes. The Committee meets again on March 16^th to work on filling in some of the holes in the schedule.

Scholarship

Discussion: No report.

Action: No action required.

IFLA

Discussion: Tovah submitted a written report. She has suggested that NAHSL participate in the IFLA 2001 conference by assisting with the Medicine and Biology Section workshop. Tovah will provide more information on this at the June Board meeting.

For the IFLA update, Tovah reports that the registration form has to be ready for distribution at the IFLA 2000 conference in Jerusalem (August). All library tours, receptions, excursions, fees, etc. will have to be set by then. The Hospitality Task Force is developing a website that will link to sites for further information about the Boston and New England area. This will be linked to the 2001 IFLA website prior to the Jerusalem conference.

Action: For informational purposes.

MLA Credentialing Liaison

Discussion: Joan outlined how the MLA Credentialing Committee works with the MLA Continuing Education Committee. Joan’s “noodges” are still working well, with some graduates from the list! Joan asked the Board for direction Re: doing a topic table vs. a mini-course at the NAHSL Conference 2000. A mini-course may be more suited to what Joan would like to get across about credentialing.

Joan reported that a recommendation is being considered Re: the AHIP process: drop the form that is currently required for recording other programs/CE attendance. Joan will keep us updated on the outcome of this recommendation.

Action: For informational purposes.

RML

Discussion: John Stey reported that Pam White is the new consumer health coordinator. The Year 5 budget for the current contract period has been submitted for approval. Ralph attended a meeting sponsored by NELINET to solicit interest in a region-wide network similar to Ohiolink. The beta DOCLINE is out, and the layout looks pretty good, per John. The next five-year NN/LM RFP/Statement of Work is being worked on by the RML, with proposal due June 30,2000.

John announced that a new clinical trials database is up; distribution of new clinical trials will be via this electronic method, rather that the extensive mailing that has taken place in the past. The new NLM gateway will be introduced at MLA in Vancouver. PubMed and MedlinePlus keep evolving; keep watch of the neon green blimp on the PubMed homepage. Spring outreach RFPs have gone out. The NN/LM national homepage is new. The ILL/document delivery meeting, to be held in Sturbridge, MA, March 31^st is co-sponsored by NAHSL. March 30^th is the scheduled RAC meeting, also to be held in Sturbridge, and there will be an open forum in the afternoon for anyone interested in the RFP for the next RML contract.

John reminded the Board that they still have about five computers and printers available to give out to those with demonstrated need. Send a short letter/request to either John or Ed, outlining need and intended use, and they will consider the request.

Action: For informational purposes.

State Reports

ARIHSL

(Kim Lavoie) At the last ARIHSL meeting (November), members were asked to update their monographic records in MARC format, in anticipation of the State-wide book union list. ARIHSL was invited to participate in the New England Consortium of Consortia Organization (NECCO); ARIHSL President Robin Devin attended the NECCO meeting in February. ARIHSL continues to participate at the State level with the Blue Ribbon Commission.

CAHSL

(John Stey) CAHSL has become a “conference” in the Connecticut Hospital Association (Health Science Libraries Information Consortium Conference). On April 14^th Howard McQueen and Jean DeMatteo will present an all day Intranet program in Wallingford, CT at the CHA. This program will update McQueen and DeMatteo’s earlier courses (held at MLA and NAHSL) and is entitled: “The Second Generation Medical IntraNet.” The cost of $150 for non-members of CAHSL and HIRC includes breakfast and lunch.

CAHSL Spring CE will be a class that Geoff Gerritts has designed on “web design and development” (MLA CE credit has been applied for). This will be offered at the Connecticut State Library Training Center in Middletown, CT, on April 11^th and 13^th.

HSL NH/VT

(Alice Reed) The HSL NH/VT Spring meeting will be held April 11^th at the VA Hospital (Vermont) with Karen Odato, UVM and Phil Lawson, M.D. (Ammononoosic Community Health Center) presenting “Evidence-based Medicine”. Ed Donnald will give an update on DOCLINE developments. NH/VT is still dealing with Parkland ILL issues.

HSLIC

(Happy Copley) The HSLIC Spring meeting will be held in Waterville on April 28^th, with Leslie Nicoll, USM, presenting a program on “Nursing and the Internet”. MMC has announced that they have filled the vacant Library Director’s position: Janet Cohen, formerly of Methodist Hospital, Dallas, TX. Robin Rand says “Hi” to the Board.

Maine InfoNet, the State-wide book union catalog is in its beta phase. EMMC is one of four libraries in the beta phase. There are now twenty-two libraries who have signed up to participate in Maine InfoNet.

MaHSLIN

(Anita Loscalzo) Mary Linn Bergstrom has left. The MaHSLIN annual meeting will be held April 27^th at Tower Hill. Ann Tomes will be the new MaHSLIN President. The Massachusetts Medical Society has moved; Elizabeth Fitzpaine is the librarian.

Old Business

Discussion: Debbie Sibley asked the Board to look at the number of Board meetings held yearly; Debbie proposed that the Board loses some of its momentum by not having a “formal” full-length meeting prior to the Conference, and holding an abbreviated Board meeting during the Conference. Debbie’s concern is that there isn’t enough contact between the Board and Conference planners. Discussion among Board members ensued, with options for holding meetings discussed (conference call, V-tell, satellite uplink, etc.).

Debbie made the motion that the Board hold a full meeting on September 8, 2000.

Action: Board voted and approved a September 8, 2000 meeting. Patty will add this to the Board schedule.

Discussion: Patty asked Committee Chairs to think about committee restructuring as an agenda item for the June Board meeting. Debbie asked that all Committee Chairs review their charges and report back to the Board at the June meeting, with each Chair bringing a brief written report for the others to review. This will be done at the beginning of the Board meeting, before Committee reports.

Committee Chairs were instructed to check the Bylaws and website for each Committee charge.

New Business

Discussion: The NECCO February 15^th meeting was hosted by NELINET, with some medical librarians invited to attend. The major topic of the meeting was group purchasing. A proposal was made to investigate the costs of a group purchase of netLibrary, an online, internet-based fulltext monograph product. A problem with the proposal was one concurrent user access, and the fact that major publishers have not signed on as yet, even though it was “advertised” as being supported by major publishers (Brandon-Hill List was specifically mentioned). Anita Loscalzo reported that the content of the product (netLibrary) just isn’t there yet; John Stey’s evaluation was that this is a network at the ground stage; John reported that Ralph Arcari’s take on the meeting was that this is a “product” or resource, that might have potential use once developed more fully.

Action: Anita will keep the Board posted on further developments of netLibrary - the next NECCO meeting is scheduled for May 4^th.

Discussion: Mary Ann Slocomb reported on a letter she received, that had been sent out to all Chapter Treasurers and Membership Chairs from the Northern California and Nevada Medical Libraries Group (NCNMLG). They were requesting information on dues structures, whether or not Chapters had newsletters (print or electronic), membership numbers, Treasurer’s reports, and general information that would help their (NCNMLG) Board make decisions.

Action: For informational purposes. Mary Ann will follow up with appropriate response. It was acknowledged that most of this information could be found on our website.

Discussion: Marj will accept electronic submission of check request forms, now that the form is up on the web.

Action: For informational purposes.

The meeting was adjourned at 3:30 p.m. The next Executive Board meeting is scheduled for Friday, June 2, 2000.

Respectfully submitted,

Kathy Brunjes, Secretary