NAHSL Executive Board Meeting

RML Office, Rose and Gordon Bldg

Shrewsbury, MA

March 1, 2002

Present: Marj Anderson, William Anger, Kathy Brunjes, Happy Copley, Ed Donnald, Lida Douglas, Barb Ingrassia, Peter Jones, Patty Kahn, Len Levin, Jill Livingston, Karen Odato, Alice Reed, Debbie Sibley, Mary Ann Slocomb, Joan Yanicke

Ed called the meeting to order at 10:00 a.m.

Announcements/Chair’s Report

Ed welcomed everyone to the meeting and extended Happy St. Patrick’s wishes.

Ed read a letter sent by Sue Jagels, Eastern Maine Medical Center, thanking NAHSL for her Achievement Award (presented during Conference 2001).

Minutes/Secretary’s Report

Action: December 7, 2001 Board meeting were accepted as submitted.

Action: Kathy has ordered letterhead stationery and envelopes.

Treasurer’s Report

Discussion: Marj distributed the Treasurer’s Report, dated March 1, 2002, as well as the Annual Treasurer’s Report for Year 2001, and a proposed NAHSL 2002 Budget. Marj asked that the Board vote on the proposed 2002 Budget.

Action: The Board approved the Treasurer’s report as presented. The Board approved the proposed NAHSL 2002 Budget, as presented.

Committee Reports

Archives

Discussion: Carole Foxman not present; per Carole’s email to the Board, the 2000 Board minutes have been moved to the Electronic Archives.

Discussion ensued as to who has signing privileges for the print Archives at the Harvard Depository. The Board agreed that Carole, Marj (as Treasurer), and Ed should have privileges. Mary Ann Slocomb and Sydney Fingold should be dropped from signing privileges. Ed will ask Carole to contact the Depository and make the above noted changes/additions.

Debbie Sibley stated she will give the NAHSL 2001 Conference photos to Carole for inclusion in the Archives.

Action: For informational purposes.

Bylaws

Discussion: Patty Kahn noted that there is no procedure for moving membership lists to the Electronic Archives; the Board had previously agreed to move the last year’s membership list to the E-archives.

Action: Peter Jones will write a procedure stating how and when to move membership lists to the E-archives.

Discussion: Debbie Sibley and Ed Donnald asked whether or not there should be a Bylaw change to reflect electronic voting; recently the Board conducted an email “vote” on NAHSL contribution of $1,000 to the Annual ILL meeting. Debbie offered to forward to Patty what MAHSLIN has approved to cover email voting.

Action: Patty will pursue this issue and bring her findings to the next Board meeting (June 14, 2002).

Chapter Council

Discussion: Janie Kaplan not present; Debbie Sibley reported for Janie. NAHSL had the highest number of participants in the recent MLA Benchmarking project (40 NAHSL members contributed information; a total of 263 MLA libraries participated, as of February 27).

Action: The Board wished to thank Janie for her efforts in keeping NAHSL members informed of this important project, and “prodding” members to participate.

Discussion: Janie reported, via email, that she attended weekend long meetings of MLA’s Membership Committee and their Task force on retention and recruitment (Chicago, January). Ideas for strategic goals are in the works as well as plans for promotion and marketing of membership. Chapter Roundtables are looking for facilitators and recorders for the Dallas conference. George Wahlert of New York (718-780-1901) is the contact person if anyone is interested in being either a facilitator or a recorder.

Conference ‘02

Discussion: Karen Odato reviewed the draft schedule of events for Summit @ Attitash; the entire program is in place, and the NAHSL banquet entertainment will be a mystery dinner theater.

Action: For informational purposes. Karen is in contact with Jeannine Gluck about the Conference CE offerings.

Discussion: Karen confirmed that she would fulfill the NAHSL Chair duties for 2003 if no other option is available. Discussion ensued regarding the possibility of Ed Donnald serving a second term as Chair. No decision was made at this time.

Conference ‘03

Discussion: Len Levin has sent the 2003 Conference site deposit (Sturbridge Host); all committee Chairs will meet next Friday (March 8) here at the RML offices. The Banquet will be held off site at the Salem Cross Inn, with the Welcome Reception being planned at the Sturbridge Host.

Action: For informational purposes.

Education

Discussion: Jeannine Gluck not present. Ed Donnald reviewed the upcoming CE on Bioterrorism (March 21, Massachusetts College of Pharmacy, Worcester campus). Registration numbers are unknown at this time.

Action: For informational purposes.

Electronic Communication

Discussion: Lida Douglas has updated the NAHSL Executive Board link on the webpage. Lida reminded Kathy to send the December 7, 2001 Board minutes for posting.

Discussion: Marj Anderson and Lida discussed PayPal and the need to routinely transfer funds from PayPal to the NAHSL account.

Action: No action taken.

Finance

Discussion: Marj Anderson stated “nothing new to report.”

Action: No action required.

Government Relations

Discussion: Barb Ingrassia submitted a written report, listing MLA’s 2002 legislative priorities. There is a corresponding 40-page document, should anyone wish to review this. An overview of actions taken on behalf of health sciences libraries was included with the listing of priorities (attached to these minutes).

Action: For informational purposes.

Marketing

Discussion: Jill Livingston reported that the Committee has four members, adding Daniel Dollar and Kim Lavoie since the last Board meeting. The marketing postcard is ready, except for the return address (which should be the address of the Membership Chair, per the Board). Under “benefits of membership”, Jill would like to add mentorship, with information that the membership chair would refer any person asking for a mentor to a corresponding State Rep.

The “Top Ten” list this year will be a breakfast newsletter rather than a bookmark with a top ten list. The Board asked when this will be distributed, since the draft schedule for Conference 2002 does not have the membership meeting scheduled during breakfast.

Action: Marketing will contact NAHSL members for articles to include in the “breakfast” newsletter; when this will be distributed during Conference 2002 will be discussed closer to the Conference.

Membership

Discussion: Peter Jones reported that the 2002 database is being worked on; a mailing function for label production, a directory function and a way to track members will be included. The Board asked Peter to obtain a list from MLA, to see if we can identify current MLA members who are not NAHSL members and target these individuals with membership information.

Action: Peter will send an email reminder to the NAHSL listserv of the March 31 membership renewal deadline. Happy Copley suggested that State Reps forward this reminder to their State listservs.

Nominating Committee & Awards

Discussion: Mary Ann Slocomb reported that the Slate is ready for Board approval:

NAHSL Conference Chair 2004/Chair-Elect 2005: Kathy Brunjes, CMMC, Maine

Secretary: Happy Copley, St. Mary’s, Maine

Treasurer: Fran Becker, Baystate Medical Center, Massachusetts

MLA Nominating Committee candidate: Marianne Burke, University of Vermont.

Action: The Board approved the Slate, as presented.

Discussion: Mary Ann will send Lida the Nominating Form for the NAHSL Achievement Award, for posting on the webpage.

Program

Discussion: Donna O’Malley not present; Karen Odato briefly reviewed Conference 2002 Program highlights.

Scholarship

Discussion: No report. Kathy Brunjes alerted Karen Odato that the scholarship application currently found on the NAHSL Conference 2002 website is not correct; the updated scholarship form and criteria are found on the NAHSL webpage.

MLA Credentialing Report

Discussion: Joan Yanicke reported on the current discussion of the different levels of Academy membership: the debate is whether to offer specialized categories at the Distinguished Level. This discussion will be continued at the MLA Conference in Dallas (in May).

Action: Joan will report to the Board on what (if anything) is determined at the MLA Conference.

MLA Membership Report

Discussion: Marybeth Edwards not present: since her term expires after MLA in Dallas, she no longer will be attending the NAHSL Board meetings. The Board asked Peter Jones if he would represent NAHSL in this position, combining his NAHSL Membership Chair position with that of MLA Membership Representative. Peter expressed concerns about his ability to attend MLA in Dallas.

Action: Debbie Sibley will represent Peter in Dallas; Debbie reported that many of the MLA Membership Rep duties are done via email/listserv and conference calls, so that if Peter cannot attend meetings, NAHSL would be represented via his presence in these media.

Action: The Board approved to eliminate the MLA Membership Representative as a separate entity, and roll the duties associated with this Board appointed position into the NAHSL Membership Chair position.

RML

Discussion: Debbie Sibley reported that the RML office will not be moving (as had been reported at the last NAHSL Board meeting). The second year budget has been submitted; subcontracts will be awarded by the end of April; the Annual ILL meeting will be held May 10 at the RML Center. CISTI will provide the keynote address (service as a core product). The University of Connecticut will be hosting a consumer health workshop on April 30, at the Publick House in Sturbridge (sponsored by an RML grant).

Action: The Board approved contributing $1,000 toward the Annual ILL meeting (see Bylaws discussion).

State Reports

ARIHSL Bill Anger reported that the RML held a DOCLINE training session and Link-Out training at Providence College on February 26. The RML also conducted training sessions on January 7 (at the University of RI) on PubMed and the NLM Gateway. ARIHSL contributed money towards a retirement gift in honor of Barbara Weaver, who is retiring as Director of the Rhode Island Office of Library and Information Services (OLIS). The Rhode Island OLIS is attempting to get State funding for five-day-per-week delivery to all libraries (including hospital libraries).

CAHSL Evelyn Breck Morgen is the new State Representative to NAHSL. Evelyn was unable to attend; Ed Donnald and Jill Livingston gave report: John Stey is leaving the UCONN Health Center (February 28 is his last day), and Ed will take on a consulting position for EFTS (10 hours per week) until a decision is made as to who will be coordinating this program. Ed and Jill discussed a distance e-learning program that the UCONN Health Center conducted in January; CAHSL hosted the recent PDA teleconference; CAHSL is looking into an OVID full text database agreement (includes a Lippincott/Williams collection).

HSL NH/VT Alice Reed reported that the JCAHO recently conducted an onsite visit to Exeter Hospital. The NH/VT listserv is in question: who is maintaining the listserv, if there is indeed one? The State Library Executive Board is working on an organizational handbook with bylaws, and our own Bob Sekerak is helping to organize this work.

The next HSL NH/VT meeting will be held on April 8 at the VA Hospital in White River Junction (a general Membership meeting). The RML will attend.

HSLIC Happy Copley reported that HSLIC is investigating a State group purchase of MD Consult. HSLIC is looking into a group purchase or grant funding for Ariel software. The HSLIC Spring meeting will be held May 31 at Lewiston-Auburn College. Daniel Dollar will provide the program on managing electronic journals.

MAHSLIN Debbie Sibley reported that MAHSLIN will conduct its annual meeting on April 25 at Tower Hill Botanical Gardens. The program will be on collection development. MAHSLIN will sponsor a CE on PDAs and using new technologies, on March 12 (Terry Plum will present the program).

Old Business

Discussion: The next Executive Board will be held on June 14, location to be announced. Discussion about holding the meeting at a Southern New Hampshire location was held. Ed will contact the Board with a location for the next Board meeting.

Discussion: The NAHSL Board position of incoming Chair was discussed. Karen Odato was unable to find someone who would fill that position, in lieu of Karen; Karen Odato will assume the duties of NAHLS Chair post Conference 2002 (see Conference 2002 minutes).

New Business

Discussion: Travel reimbursement: a discussion ensued about whether or not travel reimbursement should include overnight expenses for those members who drive 200 miles or more (one way) to attend Board meetings. Debbie Sibley asked that the next Board meeting be conducted at a Lowell, MA location, as a more equitable location for Board members.

Action: Debbie will find a place to meet in the Lowell, MA area.

Action: Ed will draft a proposal that would reflect overnight reimbursement (meal and lodging) for those traveling 200 miles (or more) each direction, and present proposal at the next (June) Board meeting. It will be noted that the new reimbursement rates are 36.5 cents per mile. Proposal will be submitted to the NAHLS Executive Board listserv, for review/discussion prior to the next Board meeting.

Discussion: Goals, 2002 (Revisited)

Ed reminded the Board that we need to work on a process/idea for the Majors Award.

The meeting was adjourned at 2:00 p.m., the next meeting to be held June 14, location to be announced.

Submitted by: Kathy Brunjes, Secretary