2005 Midwinter Meeting Minutes Sat Jan. 15

2005 Midwinter Meeting Minutes Sat Jan. 15

RUSA/RSS Executive Committee Meeting I


Saturday, January 15, 2005

11:00 am – 12:30 pm, Westin America South

Boston, Massachusetts

Present: Maira Liriano (chair), David Tyckoson, Lisa R. Horowitz, Tim McDonough, Robert J. Bellinger, Allan M. Kleiman, Anne C. Moore, Ann M. Frenkel, Barbara J. Mann, David Ward, Judy Solberg, John Hepner, Joan E. Stein, Joseph Thompson, Cheryl Smith, Carol M. Tobin, Scott Garton, Ellen Safley, Eleanor Lomax, Wayne Bivens-Tatum, Diana Shonrock (visitor), Larayne Dallas (visitor)

I Maira Liriano opened the meeting at 11:05 with introductions. The agenda was approved.

II. Several corrections were made to the minutes. The corrected version was approved.

III. Preconference, workshops and programs:

Maira Liriano told the board that Cathleen Bourdon sent a message to chairs reminding them that this conference is the deadline for both midwinter 2006 workshops and 2006 preconferences for Annual. So far, no Midwinter workshop proposals have been received.

Allan Kleiman raised the issue of the confusing nature of the proposal process. The form is presented on the website at:


The wording on the form makes it appear to serve as the primary place to ask RUSA for permission to do a program. However, RUSA does not actually consider proposals unless they have first been approved at the section level. Thus, the form on the website actually serves a pre-approval function, providing RUSA with advance information that may help them project budget planning, and may give them an idea of what programs are being considered. The website does not provide a clear timetable of deadlines, or an overview of the necessary steps for program proposals. Kleiman also asked whether the lead-time necessary for program proposals could be changed from 18 to 12 months. Scott Garton will take the issue to the Conference Program Coordinating Committee.

Kleiman reported on plans for a 2006 Preconference in New Orleans. The title is: Bridging the Ages: From Older Adults to the Baby Boomers. The morning session will be aimed at training newer librarians. The afternoon session will be more theoretical, and appeal to those already working with services to older adults. The Preconference will foster networking with other agencies that work with aging populations. The program will include some speakers for the local area, which may attract some attendees from the New Orleans region. Kleiman stated that there is a coalition of 17 organizations working on the White House Forum for June 2006. The RSS Board unanimously approved the proposal.

Lisa Horowitz reported on plans for 2005 Preconference in Chicago entitled Reinventing Reference: Integrating Digital and Traditional Reference Service. They will focus on the challenge of sustaining service after the initial pilot period, and integrating new services into mainstream reference. The program will feature case studies showcasing different approaches. Program planning is going well, with several speakers already confirmed. They are currently trying to identify a “next generation librarian” speaker.

Joseph Thompson, Chair of the new Joint MARS/RSS Virtual Reference Committee, asked for clarification on the approval process for joint committees. It is currently unresolved as to whether approval is required from both sections.

IV. RSS Website

Tim McDonough, RSS Webmaster, thanked board members for their patience with the ALA website thus far. The interface is very difficult to work with, and there are problems with the process of getting access to the site to make updates.

Several members mentioned that they have had problems with the Meeting Highlights Form. When you fill in and submit the form, you do not receive an acknowledgement of your submission, information about who receives the form, or a copy of the text submitted. A discussion followed about role of the Meeting Highlights Form, which was developed by Diana Shonrock and Donavan Vicha, RUSA Web Program Officer. Each committee chair submits an overview highlighting important issues and accomplishments of the meetings. The information submitted can then be used for a variety of different purposes including newsletter announcement, follow up on issues, and planning. There is some confusion about who receives the form. The Meeting Highlights Form plays a somewhat different role from meeting minutes, which may be more detailed. Shonrock suggested delegating the minute-taking process to committee interns. Liriano reminded committee chairs that they can request interns, who are generally newer librarians. They receive a one-year intern appointment, after which they are eligible for a regular committee appointment.

V. Research and Statistics [reported at Saturday meeting]

Joan Stein reported that the committee has twelve members, and is losing five. A new chair is needed. There is a good slate of proposals for the upcoming research forum. Stein inquired about the status of the proposal to count the Research Forum as a RUSA program so as not to take an RSS program slot. Scott Garton will try to get clarification from RUSA Board. Stein also brought up the issue of privacy for discussions relating to the selection process. It was suggested that the Research and Statistics meetings be listed as closed, and the committee be exempt from the expectation that their meetings take place in the open all-committee meeting space.

IV. New Business

A discussion took place about the upcoming joint meeting time with MARS, which will take place on Tuesday during part of the executive board meeting time. Both sections are in the process of examining their visions.

A discussion took place about improving future All-Committee meetings. Suggestions included:

- Executive committee members arriving early to set up the room in advance and label tables.

- Greeting new members at the door, and helping to guide them to committees of interest.

- Having available lists of committees to use as handouts.

- Requesting larger tables (rounds of twelve, if possible).

- Trying to have empty tables between meeting groups to help with noise control.

Another option suggested for future consideration would be to have all meetings located in the same hotel, but in different rooms. This might create a better environment for individual committee work, while still enabling individuals to move from one committee to another if needed.

Maira Liriano reported that we have new brochures promoting the new section name. Many copies will be available for the annual conference in Chicago. The committee also discussed the idea of planning a more elaborate celebration (including coffee and food) for Chicago, in celebration of the new section.

The meeting was adjourned at 12:22 pm.