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Present:
Present: Kathy Brunjes, Sharon Eckert, Sydney Fingold, Mark Gentry, Sue
Jagels, Patty Kahn, Irene Lathrop, Joan McGinnis, Florence Mercer, Alice
Reed, Tovah Reis, Julie Richardson, Debbie Sibley, Mary Ann Slocomb, John
Stey
Guest: Marybeth Edwards, NAHSL Membership Liaison to MLA
TOPIC
Debbie Sibley welcomed everyone and called the meeting to order at 10:00 am.
Introductions of the Executive Board were made.
Announcements: Mary Ann Slocomb is now at UMASS, as Access Services Librarian, full-time.
Chair's Report
Discussion: Debbie passed out the NAHSL '98 Final Report. This report
has been sent to the NAHSL '99 Conference Planning Committee. Debbie
announced that Len Levin from New England Baptist Hospital has volunteered
to be the Marketing Chair. EBSCO is calling for more volunteers to
participate in the NE pricing survey; this entails a one-hour site visit by
EBSCO with interview. EBSCO is interested in obtaining information on why
we do not like their pricing models (!). Currently there are seven
volunteers, and EBSCO would like to have ten (of the seven, most are from
larger institutions).
Action: For informational purposes.
Minutes
Action: Minutes of December 4, 1998 were accepted as presented, after
question about the start time of this meeting was answered.
Treasurer's Report
Discussion: Mary Ann distributed the Treasurer's Report, dated 3/1/99.
The treasury ending balance as of 3/1/99 is $54,871.22. The checking
balance is $1,181.40. The treasury has increased by almost $21,000. Of
note: the Annual Treasurer's Report for 1998 was submitted for review at
this time.
Discussion: Mary Ann offered a new check request form for review. Her
new address, phone number, etc. has been added to this form. Mary Ann asked
that all old forms be discarded, and use this new form, effective
immediately.
Action: Debbie asked the Board to consider what we could offer the
membership from the extra treasury funds.
Committee Reports
Archives
Discussion: Sydney reported that the Committee has not met since the
Annual Meeting, but will meet to organize the MLA Centennial and
Fabulous@Forty material. The Archives are full! The Committee needs to
reorganize the box. The pictures of the Annual Meeting have been processed
and one set was given to Mark Gentry for mounting on our web site. One set
of photos was sent to Barbara Henry of MLA; some of these pictures will be
published in the National Network (Newsletter of HLS).
Action: No action required.
Automation
Discussion:Mark reported that National meeting are being listed on the
website, and that the benchmarking information has been recently expanded
with information on how to obtain a password to retrieve the cohort data.
NAHSL '00 preliminary data was loaded on 3/4 pm. Kathy asked about having
the scholarship form and criteria as a regular part of the webpage, rather
than just having it available during conference time. Tovah reported that
she has not been receiving any NESHL-Exec postings.
Action: Kathy will send Mark the revised scholarship form and criteria to post on the webpage. Mark recommended that the Board use some of the treasury to have an access database created (that would run on the server) for the membership list. Mark will look into Tovah's omission from the Executive Board listserv.
Benchmarking
Discussion: Julie Richardson passed out the proposed short survey, which
was reviewed by the Board with suggestions made at this time. Some Board
members would like to see questions relevant to what librarians/libraries
are providing for services now that they didn't provide five years ago.
Mark reminded the Board that questions have to be such as to generate a
statistical analysis. The Benchmarking Committee needs more members. Tovah
suggested that this call for membership on the committee be made to the
entire NAHSL list. Julie stated that the committee is working with
Automation to come up with passwords that would allow access to cohort data
from the "formal" benchmarking survey. John Stey reminded the Board that
LIBIDS will change in Summer/Fall 1999, in case this affected the passwords
in any way.
Action: A call for members to join the Benchmarking Committee will be posted on the NAHSL list.
Bylaws
Discussion: Irene reported that everything is status quo! The Bylaws
Committee is still seeking a Chair. Irene also reminded the Board that the
Committee is responsible for maintaining an up-to-date Policy and Procedure
manual.
Action: No action taken at this time.
Chapter Council
Discussion: Suellen distributed her Annual Report to the Chapter Council
Chair. Currently, Suellen is serving on the Chapter Sharing Roundtables
Committee, and she noted that page 2 1 of the MLA '99 preliminary program
has the list of roundtable topics (17 topics). Suellen has responded to the
following inquiries from other MLA Chapters:
Suellen reported that Janie Kaplan is our Chapter Council alternate representative, and that Joan Yanicke is our Credentialling Liaison. Action: Suellen will check if Joan will be available at the MLA booth to answer any credentialling questions; post on the NAHSL listserv that Joan is available to attend State meetings and her availability at MLA. Suellen was asked by the Board to bring back to MLA issues that we have with membership listings in the MLA Directory.
Conference '99
Discussion: Patty distributed a written report. The Conference Planning
Committee is meeting on a monthly basis. Conference '98 final reports have
been received. Patty has developed a timeline/table for all Planning
Committee Chairs to refer to, which has been very helpful. The '99 CPC
asked if there is a registration database already set up - the reply from
Debbie Sibley was "no'. The '99 CPC is extending an invitation to the MLA
incoming Chair (Freida Weisse). First letters have gone out to exhibitors,
and responses are coming in.
Tovah asked what the status is of the Conference Manual; Irene Lathrop reported that she is in the process of updating this. Mary Ann Slocomb asked to attend a future '99 CPC meeting, to discuss financials. Irene asked if the NAHSL Scholarship Chair was the same as the Conference Scholarship Chair; Kathy responded that these are two separate committees - one raises money, the other distributes money that has been raised/budgeted. Action: Mary Ann was invited to attend the March 11th planning meeting at Mercy Hospital, Portland. In case of snow, Mary Ann will attend another upcoming planning meeting. John Stey volunteered to run address labels for the postcard mailing.
Conference '00
Discussion: Irene announced that '00 CPC has had one meeting to date. William Anger (Brown Univ.) has replaced Mary Ann Slocomb as Registration Chair. The '00 Conference theme: "Portals to Partnership" (related to computers, partnerships with libraries and other institutions/businesses)was presented to the Board at this time. Action: The Board approved the NAHSL '00 Conference Theme, "Portals to Partnership."
Education
Discussion: Debbie reported for Karen Odato. Spring CE for "Plug-Ins
Plus: Internet Add-ons, Plug-ins, and File Formats" is well underway, with
numbers recorded as:
CT-17
ME - 12
NH - 12
RI - 13
MA - 16.
NAHSL '99 Conference CE workshops are being finalized. The Committee held conference calls in November and February, as well as conducted a "real" meeting. See Program Committee report. A list of three speakers' names was submitted to the Board for input (do any Board members have knowledge of these speakers?).
Tovah asked the Board to consider the proposal that if space is donated by a hosting institution for NAHSL CE, that NAHSL offer up to two "spaces" to hosting institution staff to attend the program, after NAHSL registration has closed and if there is room for the additional attendance. Action: The Board approved Tovah's proposal/recommendation that up to two spaces be given to hosting institution staff (if the hosting institution is donating the room/space for the NAHSL CE) to attend the NAHSL CE, if there is room for the staff to attend after NAHSL registration has closed.
Finance
Discussion: Mary Ann reported that there have been no meeting since the
last Board meeting (December). No one attended the Finance Committee
meeting that was supposed to have been held just prior to today's Board
meeting.
Government Relations
Discussion: No report.
Marketing
Discussion: Debbie Sibley submitted a motion to accept the nominee for
Marketing Committee Chair: Len Levin.
Action: The Board approved Len Levin as the new Marketing Chair.
Membership
Discussion: Debbie reported for Jeanene Light: 314 renewal notices were
sent out in January; 148 responses have been received to date. Second
notices will be sent out in March. Jeanene and Mark are working on updating
the membership on the NAHSL webpage. The Membership Committee needs
members! Tovah suggested that State Membership Chairs serve on this
committee.
Action: NAHSL State Reps will be asked who their State Membership Chairs are.
News Notes Discussion: Debbie reported that Amy Frey will continue as News Notes editor.
Nominating
Discussion: Bob Sekerak submitted a written report. Committee has been
formed, members being: Janis Silver and Carolyn Wilcox. Positions
submitted: Conference Chair-Elect, Ed Donnald. The Committee is still
looking for candidates for Treasurer and MLA Nominating Committee. At this
time, the Board discussed that the position of Secretary was also due.
Information on the Achievement Award is posted on the NAHSL website. Nominations for this Award are now being considered. Bob has recommended that the nomination form and information concerning the NAHSL Achievement Award should be incorporated into the NAHSL Policy and Procedure Manual, as an appendix.
Action: Kathy will notify Bob of her willingness to remain as Secretary if no other candidates step forward.
Program
Discussion: Sharon Eckert passed out an outline for the Y2K? Ynot?
Conference (NAHSL '99). The Board reviewed this outline, and made
suggestions Re: adding a Finance Committee meeting on Sunday, Oct. 3rd from
5-6pm. Sharon asked for suggestions for possible Table Topics and
speakers(Monday lunch period). Tuesday's program is in progress, with two
of the four panelists confirmed. Sharon has asked Bob Sekerak to be
moderator for Tuesday panel, and he has accepted.
Action: The Board recognized Sharon's/the Program Committee's work to date.
Scholarship
Discussion: Kathy proposed changes to the current scholarship criteria:
eliminate #5, "Number of Scholarships per Institution" which would then
cause Criterion #4 to read "An applicant may receive more than one
scholarship per calendar year, with the total dollar amount not to exceed
$100 per calendar year. A record of scholarships awarded will be kept by
the Scholarship Chair." In addition, Kathy proposed a change to Criterion
#2: highlight "course" and "conference registration" in the second line,
and add "Hotel/travel expenses do not quality for NAHSL scholarship funds."
Action: The Board voted to approve the above changes to the Scholarship Criteria.
Discussion: The Board approved the Scholarship Committee's recommendation of $1,500 for the 1999 Scholarship funds. Kathy also will add a trailer to the NAHSL check request form to reflect the scholarship criteria: "Please indicate if this award is for ___educational/course fee or ___conference/meeting registration. Please attach receipt or copy of signed course certificate or verification of attendance with this check request form. The Treasurer will return check requests without the proper documentation attached."
Action: Kathy will send Mark Gentry a copy of the revised scholarship criteria/application for posting on the website.
IFLA
Discussion: Tovah reported on the progress of this Conference: Co-chairs
are in place for all Task Forces; April 22-23 there will be a meeting in
Boston to interview potential conference planners; there have been 70
applications for Task Forces to date - including some NAHSL members; there
is ongoing fund raising; the website for 2001 is still being constructed.
Tovah will be attending the meeting in Bangkok, August 20th.
RML
Discussion: John Stey reported that they have hired Dan Dollar as the
new Education Coordinator. The Technology Coordinator position is still
vacant. John asked Board members for suggestions on where to advertise for
this position.
A new Consumer Health Information Coordinator position (an outreach position) will be posted shortly; the position will be available starting 5/1/99. This person will be primarily coordinating services with public libraries.
EFTS II is in place; about all that was changed is the way the statements look. There will be a new policy statement coming out on EFTS.
Other issues: The RML Directors's meeting will be held the day before MLA begins - if we have any issues we want John to address, please E-mail him; the notice for outreach RFP applications has gone out; the Spring Document Delivery meeting will be held on April 22nd - NAHSL usually contributes funds towards sponsorship of this meeting, and John asked if NAHSL would be contributing again this year; Ralph is looking into a group purchase of MD Consult for resource libraries.
Action: The Board approved to co-sponsor the annual ILL/Document Delivery meeting, contributing up to half of the total costs, but not to exceed $1,000.
MLA Credentialling Liaison
Discussion: No report.
State Reports
ARISHL
No report; next meeting will be held March 17th.
CAHSL
(John Stey) Ed Donnald is the candidate for Conference Chair-Elect, 2001.
CAHSL is looking at bylaws and trying to determine what constitutes a
quorum. They are looking into an electronic voting system to solve
attendance issues/quorum issues. John is scheduled to give three
presentations to public library groups. The April CE (4/9) is "Discovering
Epidemiological Literature Resources."
HSL NH/VT
(Alice Reed) Their upcoming meeting is scheduled for May 5th, with a program
on FirstSearch.
HSLIC
No report; no date set yet for the Annual Spring membership meeting.
Suellen gave a brief overview of the Maine InfoNet project (the State-wide
union catalog).
MaHSLIN
(Florence Mercer) Their annual meeting is scheduled for April 29th;
"Libraries on the Verge...." at the Sheraton-Lexington Inn. NE Boston
Regional in Stoneham is no longer a viable institution; Malden Hospital is
slated to become an ambulatory care facility.
Old Business
None.
New Business
NAHSL get together at MLA
Discussion: Sydney asked if there would be a NAHSL get together at MLA
this year. Debbie will check into this and place an invitation out on the
listserv.
Next meeting date will be June 11th at UMASS Worcester - room to be announced.
The meeting was adjourned at 2:20 p.m.
Respectfully submitted,
Kathy Brunjes
Secretary