Special Libraries Association – Illinois Chapter
Executive Board Meeting Minutes
July 23, 2007
4:00 – 6:00
Duff & Phelps
311 S. Wacker Dr., Suite 4200
Attendance: Jane Candela, Susan Chenoweth, Ramona Howerton, Laura Ikens, Karen Krupka, Bonnie Tilton Sebby
Absent: Nancy Smith
The President called the meeting to order at 4:15 PM.
Motion to approve the agenda was brought forward by Jane C. and seconded by Karen K. Motion carried.
1. President’s comments
President Ramona H. is anticipating an exciting fall season with the great meeting line up already in place.
2. Approval of Minutes
Motion to approve the minutes of the May 30, 2007, meeting that were tabled at the previous meeting was brought forward by Jane C. and seconded by Laura I. Motion carried.
Motion to approve the minutes of the June 18, 2007, meeting was brought forward by Laura I. and seconded by Susan C. Motion carried.
3. Committee reports and Action Items
a. Programs – Laura Ikens: --Programs, Meeting Arrangements, Book Club, SLA Cares, Professional Development
Laura I. reported that she had emailed Eugene Guidice about the meeting date status with Union League Club.
Gary Price is the confirmed speaker for Oct. 2 meeting at the Union League Club.
Margaret Quinlan is hosting the SLA Illinois Book Club on August 28, at the Ceres Café. The book chosen for discussion is Shadow of the Wind by Carlos Ruiz Zafon.
Dates for the Annual Holiday Party are being explored. It will be at the Union League Club in early December.
Action item: Laura I. will contact Katrina Perez about presenting the Leadership Summit Overview at the September meeting. A stipulation of the Leadership Summit stipend is for the recipient to present highlights and key takeaways from the experience.
Action item: Laura will email Bonnie about the meeting dates.
Action item: Bonnie S. will send the information to Katrina to post on the website calendar.
Action item: [03/12/07 meeting]: Laura I. will check the membership list for the members’ dates of affiliation. Tabled.
b. Chapter Infrastructure – Susan Chenoweth: Archives, Awards, Nominating
Susan C. reported that recommendations were being sent to Nominating Committee Chairman Bobbie Goering. Ramona H. noted that we should all forward our recommendations soon.
Regarding the Archives, the Board is considering possible changes that include approaching a veteran Illinois Chapter member to mentor and oversee an achives intern to create a proper finding aid.
Action item: Susan C. will contact the prospective archives mentor.
Action item: Susan C. will explore alternatives to the current archives location to determine if more user-friendly space can be secured.
c. Finance – Karen Krupka - Treasurers Report
Karen K. reported two items of good news affecting the budget. First, the Illinois Jobline profit was not reflected in the Chapter Budget.
Second, we have received a sponsorship fee from Basch Subscriptions for the Annual Business Meeting in September.
Karen K. noted that meeting expenses such as the President- Elect stipend for the Leadership Summit should go under each officer’s budget, or a ‘Postage & Supplies’ category.
Other changes: Leadership is a new line item to reflect the stipend awarded for the additional Chapter member to attend.
Karen K. also advised that we send input on the budget to Janet Hartmann and Maureen Malinowski via the CoP.
d. Internal Communications – Bonnie Tilton Sebby – Discussion List, Informant, Internet/Homepage, KM
Bonnie S. reported the conversation with Webmaster Katrina Perez to the Board concerning the feasibility of parts of the site being gated. This is not possible with the current platform (Drupal) that allows the site to be an interactive, blog-type format. We would need to move to another platform such as that offered by SLA HQ. Regarding the present “look and feel” of the website vs others discussed, our website visuals are determined by the templates offered. The Chapter has determined that the blog format is preferable, rather than a static format.
Bonnie S. noted that Donna Lenfest had volunteered to submit a short write-up of the Ravinia gathering. Both the Michigan and Wisconsin Chapters were represented at the event. Lyle Naff of the Wisconsin Chapter snapped several digital photos that Bonnie will forward to the Informant Editor Jim Obst when the article is ready.
Action item: Bonnie S. will request our webmaster to determine what services to the Chapter (such as our blog format) would be limited if we converted to HQ platform.
Action item: Bonnie S. will create the CoP thread for capturing the names of all those to be designated with a “thank you” at the Holiday Party.
e. Membership & Vendor Relations – Jane Candela: Membership, Vendor Relations
Regarding vendor sponsorships for the November 2007 Conference, GSI, InfoCurrent, Library Associates, and Knovel have pledged sponsorships at the $600 level. Basch Subscriptions, Lexis/Nexis, Dow Jones pledged $200 each. Sponsors that have committed with no designated amount as yet: Threshold Information, Copyright Clearing Center, Softlink, CSA.
Jane C. reported that Laura I. has been added to the membership distribution list.
Action item: Jane C. will investigate who is the Chapter’s student liaison at Dominican U.
Action item: Jane C. will explore the SLA-HQ Leadership website for ideas to generate new members.
Action item: Karen K. will explore vendor ePromise as a source for purchasing recognition pins or ribbons for IL Chapter members to wear at the Annual Conferences.
Action item: Ramona H. will invite U of I Student Chapter President Melissa Zilic to attend the August Board Meeting and offer student members’ perspectives, expectations and input regarding the IL Chapter programs, meetings and mentorship.
Action item: Ramona H. will forward a list of prospective vendor sponsors to Jane for her review.
f. Outreach & Promotion –Nancy Smith: Diversity, Public Relations, Student Outreach
The report was tabled due to Nancy S.’s absence.
g. Planning & Special Projects – Laura Ikens: Strategic Planning
Nothing to report.
h. Government Relations – Ramona Howerton
Action item: Ramona H. will request a list of fellows from HQ and inquire if Chapter mentors must be officially affiliated with a particular Chapter, or if they can mentor other chapters as well.
2. Old Business
a. Chapter Survey
Action item: Laura I. will deploy the survey for the members to complete.
b. Vote on Discussion List Migration
Ramona H. reported that the Board vote via the CoP was unanimous in favor of migrating to two separate lists. After final guidelines are approved, the move will go forward.
Action item: Bonnie S. will review guidelines employed by other discussion lists, including those forwarded by Laura I., and report.
c. Potential candidates for new officers.
Action item: Ramona H. indicated that the all Board members should send their recommendations directly to Nominating Committee Chair Bobbie Goering.
d. Regarding procedures / protocols for Chapter meetings:
It was decided that the business card exchange should be included as part of every Chapter meeting. It was further decided that a topic of conversation should be posted on each table at Chapter meetings to stimulate interaction among the members and “break the ice” for members who are new or attend infrequently.
3. New business
a. Fall/Winter meeting announcement (postcards)
Regarding the possibility of mailing an invitation / schedule to the membership:
Action item: Karen K. will explore premade postcard pricings.
Action item: Bonnie S. will investigate other postcard sources and professional printing alternatives.
4. The next Board Meeting is schedule for Monday, August 27, 2007 at 4:00 PM. The venue is TBD.
Action item: Bonnie S. will explore possibility of hosting the Board meeting.
5. Meeting Pulse: 4.8/ 5
6. The President called for a motion to adjourn. So moved by Laura I; seconded by Susan C.
The meeting adjourned at 6:05 PM
