ACRL Chapters Council Meeting

ALA Annual Conference
Anaheim, California
Sunday, June 29, 2008
Hyatt Hotel

8:00am-12:00pm


I. Welcome

The meeting came to order at 8:26am.

Kathy Parsons, Chair, from Iowa State University, opened the meeting.
Kathy welcomed all and opened up the meeting with a first-hand update on the historic and disastrous conditions in Iowa from flooding. Cedar Rapids Public is 50% flooded. Some libraries are almost a total loss. The flood losses, --the buildings, bridges and content of materials of libraries, businesses and homes -- amounts to a “500-year flood.”

II.  Introductions

Chapters Council Officers 2008:
Kathy Parsons, Iowa, Chair
Kevin Merriman, Louisiana Chapter, UNO, Vice Chair
Judith Pinnolis, New England Chapter, Secretary
Nora Quinlan, Nova Southeastern University, Past Chair
Jon Stahler, from ALA, standing in for Megan Griffin

ORIENTATION

Orientation for New Members of Chapters Council

What we do at Chapters Council.
A Chapters Council Orientation Manual was distributed to all in attendance.
The Chapters Council consists of the President and Vice-President of each ACRL chapter (each of whom must be a member of ACRL national), or a delegate who is a member of the executive board of the chapter. Council members must be members of ACRL national.

The purpose of Chapters Council is to provide a forum for the exchange of information, to promote the development of chapters, to provide support for chapter officers and to communicate concerns and needs of chapters to the ACRL board. The Chapters Council also fosters relationships between the chapters and national ACRL.

We are an affiliate with ALA. The leadership of ACRL comes to Chapters Council to brief us. We have minutes of our meetings.

We work with the advocacy group to get funding for our chapters.   We are 501C3. An ACRL Chapter must be a non-profit. A chapter doesn’t have to be 501C3, but in order to get reimbursement from national ACRL for membership, it must be a 501C3. 

Chapter Heads need  to submit reimbursement forms for expenses to ACRL national.  National speakers can come visit chapters. This year, Julie Todaro visited several chapters as a speaker.

III. Minutes

1. Approval for 2006 New Orleans minutes.
Kevin Merriman made a motion to accept the minutes.
Laurie Swartwout, Wisconsin representative, Seconded.
The Vote to approve minutes passed.

2. Corrections made for Midwinter 2008 minutes.
Kevin moved to accept minutes as amended.
The Motion was seconded by Tim Dodge from Alabama.
The Vote to approve the minutes Midwinter Philadelphia 2008 Chapters Council Minutes, as corrected and amended, passed.

IV. Welcome and Remarks from Julie Todaro, President of ACRL

Julie spoke to Chapters Council.
The ACRL President’s Program on Monday afternoon will feature Dan Ariely, author of Predictably Irrational: The Hidden Forces that Shape Our Decisions. He is an excellent speaker. The goal was to have something unusual. ACRL wanted to have a forum about what people did. His book had not even been published yet. He has an unusual website,  not totally different, but different in context. He welcomes people asking questions. This year participants will be able to ‘Twitter them’ or text the panelists questions. Panelists can then ask the speaker questions. Predictably Irrational had a full-page ad in Harper’s Bazaar for this book, which is somewhat unusual. So, this will be fascinating.

ACRL has rich wiki environment. Success of this is that LAMA and ACRL continues to update the wiki. The ACRL wiki has kept up and added about 60 resources now. Information about people getting jobs in libraries for first time, and about what attracts them. There is a placeholder on wiki recruiting and a ‘drop-in’ a wiki.  A third part of the wiki gives information on the strategy, i.e. streaming podcasts of the top things that make libraries successful; how to be competitive; 10 things that are good to implement;  best practices; links to content out there.

ACRL leaders went on 13 trips. Programs ranged from Louisiana talked about academic libraries in general, to Colorado, just everywhere. ACRL Insiders took off, so there were a lot of things launched this year.

Mary Ellen Davis will talk about leadership and content provided on the web and general resources.

C&RL News webliographies are now on the web, and they are being updated.

Content of ACRL website: some web links are being catalogued and being used by libraries for some free resources. ACRL members wanted more benefits for the membership fees.

Julie did a survey with the chapters lists. Thanks to all for returning the survey. There was a question was about the use of library school students. A document will be forthcoming about all the ways the students are being used. She will come back as Past- President and the document will be sent to the chapter leaders about how students can be involved.

Another topic is ‘Top and best practices’ and they can be discussed, and a vast majority of states are already doing this.

V. Erica Linke

Incoming ACRL President in Seattle 
President during national conference, 2009

Erica will also be President during our national election. Our ACRL theme is “advocacy.” She was really struck by ALA Legislative Day in Washington, and really interested in how we can best position academic librarians.  Jonathan Miller, head of government relations committee, at the leadership meeting on Friday talked about this.  Advocacy is an issue for which ACRL still needs to get the message out.  We need to position libraries and librarians, and know the best strategy going forward to advocate for libraries. We have to focus on the coming year about advocacy. It is important to hear from all of the members of ACRL.  There is also a Local and Regional level for advocacy being planned.

VI. Lori Goetch

Incoming Vice-President Elect of ACRL

Lori is looking forward to working with everyone. She wondered whether we should go back to more disaster planning as lots of libraries in Kansas were damaged in the past week experiencing millions of dollars of damage. The tornadoes were so random. The updates from ACRL Leadership Council will be given by Mary Ellen.

VII. Mary Ellen Davis

Executive Director of ACRL

Mary Ellen reminded us that Leadership Council was on Friday, and discussed interest groups. Two issues were on interest groups. There was a vote for changes to the by-laws in order to make the ACRL organization more nimble. A lot of members want a “home.”   Now, interest groups for national ACRL can be created for such a “home.” Members can petition for new groups. ACRL national wants the organization to be nimble and to be responsive.

There are also changes to ACRL schedule and programming.   ALA is too big and too spread out and it’s hard for many librarians to be there.  Many people don’t like the inconvenience. ALA is looking at that. ALA is considering shortening the conferences by one day, ( i.e. leave off the last day of conference).  This may affect some of the traditional time slots, and compact the conference.  ALA is looking for ways to make it an easier conference.

How to look at the conference program:
They are looking where there might be a lot of duplication how to eliminate that. Some things under consideration are: 1) The conference programs should go through a refereed process.  2) Have conference programs vetted.  3) Some program proposals might be turned down.  Units in ACRL had a lot of discussion at Leadership Council about these ideas.

Another consideration is how to meet virtually.  This one is about internal administration.  One way might be  ACRL Insider, or a blog about ACRL business. This could cover news, interest groups, upcoming conference programming etc. The ACRL blog currently is about academic issues, and that's different than ACRL business issues.

We launched a virtual opportunity, SpringBoard. It got started with a Henry Jenkins podcast. Of those that signed up, 50% showed up. It was a free member benefit, so it’s ACRL members only.

Another possibility is MEEBO software for online conversations. Other ideas were copyright,  sustainability, ‘library 101’ answering questions and communicating online, and other topics. There is a lot of enthusiasm for this as another way to engage with members. If you have topics for MEEBO send those along. So far up to 80 people in the “room” typing on the topics.

Another service for members is the result of the action plan.  Lorainne Roy is putting out ‘meeting effectiveness’ tip sheets. She is the ALA parliamentarian and gives authoritative advice on running meetings. This is a member benefit, and is only allowed for members.

A number of wikis are growing, such as the emerging leaders group.  Another online opportunity is the e-learning seminars.

Make plans to go to Seattle!  Naomi Kline is the opening speaker. James Polk, Ira Glass and other speakers and a good program is lined up.

A number of new publications:
A new series called  ACRL Active Guide includes titles such as:
Life-Work Balance ( ACRL Active Guide #1) by Melanie Hawks

Jon Stahler is our web developer and responsible for e-content.  The website can be used at the chapter level.

90-minute webinars: Members can register for group rate for your library or chapter.   Everyone can gather together for lower rate per individual.  $295 is the group rate. ACRL is offering one point of registration and it is up to you to coordinate on your end how that is paid. 14-16 webinars per year will be offered.   A person can look at these as a “Meeting-out-of-a-box,” a simple meeting. Cost for individuals is $60. There are lots of benefits in hearing the speaker and then discussing at the local level.

This is an election year and it is lots of fun, but ALA is a 501-C3 organization.
There are very stringent rules. There should be NO mention of any political name or organization. Our organizations cannot do any political work.  This is a tax issue. Chapters cannot take a stand or mention candidates. As a non-profit organization, we cannot put up even ‘neutral’ information. Please keep Council Chapter newsletters, listservs, and any other communications free of political expression or discussion. It CANNOT be on ANY listserv. So be sure to get that rule across to your listserv manager. No inflammatory remarks about anyone, no political speech. Members cannot do it here.

VIII. Government and Legislative Updates

Michael McLane, who is now Visiting Program Officer of ACRL advocacy, spoke.  Michael made it clear that ACRL is not a lobby, and he is not a lobbyist. We can advocate and educate, but cannot lobby. 

Less than 10% of the librarians in Washington for Legislative Advocacy were academic librarians.   Organizations can do this as advocates. We are not looking for funding, but other things.   There are so many issues that can affect libraries, how those issues affect the libraries and can educate any legislator, such as the closing of libraries, NIH databases, access to government documents, funding of the depository program, privacy of patrons records. So far, a lot of the time, it’s been about academic records and what people are reading.

A lot of issues, such as copyright issues or orphan works, affect scholars and researchers, but don't affect the general population as much. We have right now about 60 librarians who have signed up to be legislative advocates. We should have hundreds of academic librarians getting involved.

How to become and why you should become a legislative advocate: You must be an ACRL member.  You must be willing to educate yourself and to talk to government officials, especially national elected officials, such as your Congressman or Congresswoman. This doesn’t have to be in Washington. You can go to local office and talk to them when they are in town. Talk to the staff also.  That is very, very important, and they can listen to you, and that’s almost more effective than talking to the congressperson.

Coming to a local Congress person’s office in your local area may be very effective.   You also don’t have to come to the ALA conference to be the legislative advocate. There are going to be virtual meetings and you will be able to find out what’s effective. And you will be able to share the information.  You don’t have to spend a lot of time researching the issue. The ALA Washington office and the ACRL office have a lot of information, status of bills, and all the research is being done and the information is provided for the person.

If you are personally interested, the contact email is acrladvocates@ala.org.   In addition to joining, go back to your chapters. This is a really good program.
Why don’t you sign up to do this?

ALA has “Day on the Hill.”  There is a virtual “Day on the Hill” with computers on the exhibitors floor and internet café. Just enter information in a form, and send an email to them. Speak to the legislators on “one day.” This is grassroots democracy in action.  It’s such a thrill to be walking around those hall of government.

IX. Election

Kevin Merriman passed out ballots for the Chapters Council election and explained the election process. Kevin announced the candidates for both positions. The candidates spoke. After the candidates, spoke there was a move to vote.

Running:
Judith Pinnolis, for Vice-Chair/Chair-Elect.
Unopposed.

Melissa Behney, Connecticut College, Secretary.
Anna Salyer, University of Washington, Secretary.

Election Results:
Judith Pinnolis, Vice-Chair
Anna Salyer, Treasurer

X. Announcements

Linda Kopecky, Outgoing List Administrator.
One chief goal of the list administrator is making sure that the Chapters Council Roster has correct information. Please be sure to have 2 officers listed on the listserv for each chapter. The Roster and its updating is very important. There is always lots of turnover on the list. Linda is leaving Chapters Council and going onto the ACRL Board.   A new person is running the listserv. This year for communication, Laurie Swartwout from the Wisconsin chapter, will serve as List Administrator.

Chapter members are allowed to run for board director at large.  Linda pointed out that this is another way that chapters can get involved.  She is going to learn about policies and concerns about other areas of ACRL national.  Sometime between midwinter and national is the transition.   Linda thought it was lots of fun to run the list, and thanked everyone.

Dine Around
Kevin Merriman reminded everyone about the Dine Around, which is an informal dinner get-together. This year it’s being held at the Ghandi Palace, Indian Food. 6pm.

Chapter Topics:
Newsletter. You can print out the online newsletter of Chapter Topics.
Candidates have bios and so forth. It is one of our most important tools to learn what other chapters are doing. Doreen Kopycinski, is editor. Doreen takes a lot of time pulling that together.  Take photographs at your chapter events and send them to Doreen.

Membership Advisory Committee
Leadership and Recruitment: Nomination committee changed its structure on how long people are there. Past-Chair will now have a two-year appointment. So, Kathy will be serving this coming year.

Announcements for Leadership Roles.  At the Midwinter Meeting, the candidates will speak to Chapters Council and we will hear from them at the meeting.

XI. Old Business

None.

XII. New Business

None.

XIII. Chapter Announcements

Gloria Creed-Dikeogu, KANSAS
The state holds a Tri-conference. The college and universities had a track at the conference. Mostly before there were public libraries and now there was an academic track within the conference.

Mary Heinzman,  IOWA
Iowa has offered a new academic connection for librarians to match up with experienced ones. They are trying to strengthen interest in support staff to develop careers and maybe go to library school. The are giving career counseling. They offer different library programs online or state programs. The chapter held 3 programs on state library conference on Web 2.0 applications and ways to engage online students.

Linda Eells, MINNESOTA,
Activities: The Minnesota academic division holds a 1-day conference every Spring.
Activities include sponsoring 10 sessions in the Fall, 2008. Giving a Minnesota Academic Librarian-of-the-Year award. They are rewriting chapters operations manual. Currently they are operating a retention policy review, and created a records retention policy They sent a recruitment letter to library schools.

Karen Wilhoit, OHIO
Activities: Conference will be held in the Fall. The have Retreat, orientation. They have a 
diversity scholarship. For records retention, there is an engaged archivist.
More activities are written about in the newsletter.

Laurel Crump, FLORIDA
Activities: The meeting at North Florida will be held Nov. 7. Terrific programs are planned. There is an Initiative to rotate state conference around the state. This will result in the first meeting ever in northern panhandle. Students can write an essay, and are given a chance to be in the program in the conference. They will be repeating the program in the Fall.

Tracey Olanyk, WESTERN PENNSYLVANIA/WEST VIRGINIA
The Chapter is experiencing lots of turn over. It looks like they will be able to do more for members.

Melissa Behney, NEW ENGLAND
Activities: Continuing Education Committee applied for a grant and got $500 from ACRL national. The Chapter teamed with Mass Lib Association. Speakers were UCLA and Simmons Presidents, who spoke about advocating for libraries on campuses.  Interest Groups conducted a survey on SIGs. The New England Chapter is reorganizing chapter SIGs to modernize and be more relevant to today's jobs.  They are adding scholarly communications SIG. Revitalized a dormant SIG. There's also interest in "Leadership or Management" and the chapter is developing programs in that.

Pat Mullen, DELAWARE VALLEY
Activities: Held a program on e-reference with representatives from vendors with panels.
Another program on Embedded Librarians, still need speakers for that.
Scholarship program: Their scholarship candidates write an essay. The essay appears in the newsletter.

Robin Crumrin, INDIANA
Activities: Article in Chapter Topics  shows an extension on library displays.
They are engaged in different types of collaborations, such as community college and academic colleges for sharing library space or comm. College or public sharing library space for display. They are sponsoring sessions for state programs for this Fall in November.  Usually they plan 8-10 sessions.

Ruth Hodges, SOUTH CAROLINA
Activties: Planned a workshop on faculty/librarian collaborations
They are planning a State session on libguides. The theme for the conference is “going green.”

Anna Salyer, WASHINGTON
Activities: The chapter usually has a Bi-ennial with Oregon. They were going to Columbia River Gorge and going to that and help out.  In place of that, the chapters have the Seattle conference coming in March, 2009.  If you can volunteer at conference, please let Anna know.

(Asked whether local chapter might sponsor a reception for officers and chapters council.
Washington may help with a possible reception for Chapters Council to get together in March. They will let ACRL know.)

Laurie Swartwont, WISCONSIN
Activities: At the Wisconsin Academic Librarians' Spring conference, scholarships are awarded in three categories:  1) undergrad students interested in finding out more about Library & Information Science; 2) grad students in a LIS program and 3) paraprofessionals currently working in a library setting.  Scholarship applicants need to have a librarian support their application - this helps give the selection committee more information when determining who will receive the scholarships.  Recipients are assigned mentors during the conference, to help meet other attendees and navigate the conference.  There is a Statewide conference in the Fall that includes all venues of librarianship.  Academic librarians sponsor several sessions in a tract, so there's something academic there.

Jan Turner, COLORADO
Activities: Colorado is encouraging administration to have people come to the conference.  They had experts on gaming.  Julie Todaro came to speak.  They might invite a  faculty member speak to give different perspective to members.  AWINK (like captivator or camtasia) was used. ACRL needs peer-reviewed programs, and they hope to get more interest in that. Also done more with their magazine, having a peer-reviewed section for journal The State Association. They also got a logo! Graphic design for logo--Had a contest for it, and it was totally professionally done.

Dana Boden. NEBRASKA
Activities: Archival materials moved to State Historical Assoc. There was so much being passed from officer to officer. Fall state assoc. conference will be held Oct 15-17 in Lincoln. Sessions are currently being formed. The chair was elected to Board, so the chapter had to find someone to come into the Chairship. However, the chapter is now looking again because someone is moving. Revised the bi-laws of ACRL representative board. They copy and paste the things that Megan sends out and distribute to the membership. They had forwarded 30 or so messages out to members that way.

Garrett Trott, OREGON
Activities: The chapter held a Web 2.0 program on RuralCat. What are libraries doing about ILL? There will be an OAI conference next spring.  In lieu of conference this Fall, they are focusing on ACRL national for March.

Tim Dodge, ALABAMA
Activities: February is a workshop on dealing with administrative change. This past year’s Annual dinner/meeting featured speaker, Julie Todaro. It was a good program with Julie. Annual is usually at same time as state org. Llast year the chapter co-sponsored some programs on Best practices. The meeting in August will set agenda for the coming year. The theme of ‘Advocacy’ will be a possible theme for a program.

Kevin Merriman, LOUISIANA
On January 24th, the Louisiana chapter hosted a panel discussion, "The Future of the Academic Library: Strategic Management for the 21st Century," with Dr. Julie Todaro (President of ACRL), Dr. Thomas Armstrong (Vice-Chancellor of LSU-Alexandria), and Mr. John T. Landry (Director of Development at the University of Louisiana at Lafayette).  The panel discussion was sponsored in part by Gale-Centage and a grant from the University Libraries section of ACRL.  On Oct. 8, 2008, the chapter will host the workship "Publish and Flourish: Writing for Acadeimc Librarians" at the State Library in Baton Rouge.  Dr. John Budd of the University of Missouri will be the keynote speaker.  Four breakout sessions will provide participants with valuable instructions on preparing manuscripts for publication.  Currently, the chapter leadership is planning an ambitious two-day conference with the Louisiana Association of School Librarians and the Academic Section of the Louisiana Library Association, to be held in 2010.  The projected theme is "Information Literacy for Lifelong Learning."  The Louisiana ACRL Chapter is also reviewing their by-laws.  They are exploring less structed procedures and collaborations.

(Action Item: Chapters Council might want to compile a list of how people are affiliated with their chapter associations.)

XIV. Sharing Ideas, Questions, Information, and Discussion:

Topic Question: How are representatives funded to come to Chapters Council?
*May be time to do another survey of Chapters to find out what they are doing with money from ACRL and special projects, to find out how chapters reps can get funding.
*State associations were looking at the bi-laws, because the treasurer is often not in the chapter.
*Other sections were waiting to see what Nebraska did about Treasurer, as they were one of the first to do away with the position.

Topic: How much does the chapter charge for dues?
*Some don’t have dues.
*Minnesota members are the academic division of state association.
*If you are already a member of ACRL national, you don’t pay any dues in New England.
*In some states, have to pay the state dues to be a member.
*Each chapter has their own individual setups, but if there is a “free standing” chapter in the state, technically members of ACRL national should not be charged anything for members for local chapters.

XV. Adjournment

Kevin thanked everyone for attending.
Meeting Adjourned.