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| Minutes, MAC-MLA Executive Board Meeting | |
Charlottesville, VA, September 10, 2002
EXECUTIVE BOARD MEMBERS PRESENT: Janice Kelly, Chair; Russet Hambrick, Chair-Elect; Jonathan Lord, Past-Chair; Patricia Vaughn, Secretary; Ann Sasser, Treasurer; Paula Raimondo Alternative Chapter Council Representative.
COMMITTEE CHAIRS PRESENT: Rick Peterson, Honors and Awards; J Dale Prince, Co-chair Membership; Gary Greenstein, Professional Development; Jane Blumenthal, Local Arrangements.
COMMITTEE MEMBERS PRESENT: Patty Greenstein.
The meeting was called to order at 9:00 by MAC chair, Janice Kelly.
A motion was made and seconded to approve the minutes from the January 11, 2002 Board Meeting.
EXECUTIVE BOARD REPORTS
Chair Report
Janice Kelly announced that the Strategic Planning Task force had met two times this year. Additional items to be discussed on the day's agenda would include Russet Hambrick's representation at the Leadership Conference following the annual MLA meeting in Dallas, Texas and the Quint Meeting in Philadelphia.
Treasurer's Report
According to the report, the balance as of June 30, 2002 is $53, 216.01.
Chapter Council Report
Paula Raimondo is the Chapter Council liaison to MLA's Credentialing Committee. Paula reported that 32% of MLA members are members of the Academy of Health Information Professionals. This number has held fairly steady. MLA has published two new brochures about the Academy: a brochure for librarians on AHIP credentialing and a brochure for employees publicizing the Academy. Recruitment is a major focus. Paula is participating in the Chapter/Section Council program on mentoring which will be held in San Diego in 2003. In the area of online education, an Online Education Task Force was formed in December 2001. One of the initiatives from the task force is the development of a CE course that will teach instructors how to develop online courses.
Archivist Report
Archivist, Diane McKenzie, requested that MAC members submit MAC meeting programs and other MAC paraphernalia for inclusion in the archives. Most archival material is submitted in paper form but Diane has received electronic submissions.
COMMITTEE REPORTS
Honors and Awards
Rick Peterson reported on the committee's project for solicitation of award nominations. Individual solicitations were sent to over 60 individuals including MAC library directors, association chairs, and the MAC Executive Board. A total of 12 nominations for 8 individuals were received by the 6/28/02 deadline - 4 for MAC Librarian of the Year, 4 for Marguerite Abel Service Recognition Award, and 4 for the One Person Library Recognition Award. The following nominations were selected as this year's winners: MAC Librarian of the Year - Ilene Smith /Virginia Funkhouser Health Sciences Library; Marguerite Abel Service Recognition Award - Barbara Koehler/Welch Medical Library; One Person Library Recognition Award - Ann Sasser/Danville Regional Medical Center. The award winners, AHIP members, CE developers, Outgoing committee members and chairs, and retirees will be recognized at the MAC meeting breakfast on Saturday, October 19th.
Membership
J. Dale Prince announced that welcoming letters were sent to 22 new members. A MAC brochure was enclosed with the letter to encourage new members to promote MAC membership among their colleagues. New members were also encouraged to become involved in MAC and MLA through committee work, presentations at meetings and becoming active members.
Committee member, Lynn Eades, sent membership renewal reminders in February and March 2002 to the MAC Listserv. This method of reminding people to renew membership did not prove effective. As of August 17, 2002, 90 MAC members had not renewed their membership. Next year the committee will resume their previous practice of writing letters and making phone calls to encourage renewal.
This year the committee targeted library school students for membership in keeping with MLA's goal of encouraging students to consider careers as health science librarians.
Nominating
Jonathan Lord reported on the efforts of the Nominating Committee. The committee developed a list of potential candidates for the six offices. A mailing was sent out to 207 MAC members on August 16th. The mailing consisted of a letter from the Nominating Committee Chair, two versions of the ballots, and brief biographical sketches of each candidate. The results of the 2002 election are not available as of this date.
Professional Development
Gary Greenstein reported that an e-mail survey and announcement in MAC Messages requested MAC members to indicate their preferences for CE courses. Fifteen replies were received with no support for a specific course or type of course. The committee discussed courses and decided to offer three courses at the MAC Annual Meeting on Thursday, October 17. The courses that will be offered at the meeting include: Advanced PDAs for Librarians, Bioethics: An Introduction for Health Information Professionals, and Measuring the Difference: Strategies for Planning Evaluating Health Information Outreach Programs.
There were not applications this year for internship. There was one Electronic Journal Club active this year.
Publications
No report.
Archivist Report
Newsletters, meeting registration materials and other mailings were sent directly to the archives. The archives answered several questions from members on such topics as when a specific person served in a certain capacity. Jodi Koste scanned the front pages of many annual meeting brochures and other documents for use in the MAC history program.
Benchmarking Report
The MLA Benchmarking Network, "Aggregate Data Collected December 2001 to March 2002" is ready to go live on MLANet. Merle Colglazier, Benchmarking Chapter Educator, plans to attend the MAC conference in October and would like to report on and promote benchmarking at the MAC Business Meeting.
Annual Meeting Task Force
The Annual Meeting Task Force proposed various recommendations for assisting with the planning of Annual Meetings. The Board discussed these recommendations. Recommendations that are being considered include: Alternating four-year rotations for the location of MAC meetings, holding joint meetings when possible and investigating the use of a program planner.
Strategic Planning Task Force
The Strategic Planning Task Force has prepared a draft document consisting of value, vision, mission statements and a listing of strategic imperatives for the Board to consider. Recommendations from focus groups throughout the Mid-Atlantic Chapter also contributed to this strategic document. The Board voted on amending specific parts of the document. The amended strategic plan was approved and will be discussed at the MAC Annual Meeting.
Local Arrangements
LAC 2002 - The Annual MAC Meeting has the theme "Capitalizing on Our Legacy" and will be held at the Wyndham City Center Hotel, Washington, D.C., on October 17-19, 2002. The theme reflects the meeting location and the 50th Anniversary of MAC. MAC pins will be presented to all meeting participants. Two invited speakers will be addressing the conference: Mitzi Montoya-Weiss will present on the principles of the SERVQUAL process and John Morreall will address the use of humor in the workplace.
LAC2003
Janice Kelly announced the Quint Meeting would be held in Philadelphia, Pennsylvania on October 26 through October 28, 2003. A proposed schedule for the meeting was handed out and a listing of standing committee chairs and co-chairs. Many of these volunteer representatives are MAC members.
OLD BUSINESS
Chairs and Committee Needs for 2002-2003
Chair and Committee needs for 2002-2003 were discussed with committee chairs present.
MAC Bibliography
The Board voted that the MAC Bibliography, which has not been actively maintained these past few years, would be dissolved.
Government Relations Committee
The Board voted that the Government Relations Committee would be dissolved and removed from the bylaws of the Policy and Procedure Manual. The Board recommended that the Strategic Task Force Committee investigate alternative methods to address the proposed tasking of the Government Relations Committee.
Leadership Seminar
Russet Hambrick reported on the symposium "Leadership Reconsidered: Developing a Strategic Agenda for Leadership in Health Sciences Libraries" in Dallas, Texas on May 22, 2002. The goal of the symposium was to develop a set of issues related to the development of leadership in health sciences libraries and to develop an action plan. The symposium consisted of various presentations and group breakout sessions.
NEW BUSINESS
PayPal
Paula Raimando reported on the business service PayPal. This service was discussed as a possible means of allowing MAC members to submit credit card payments for Annual Meetings and CE opportunities. The MAC Treasurer will investigate services such as PayPal to allow for credit card payments.
Future of Honors and Awards
Rick Peterson, Chair of the Honors and Awards Committee, discussed the problem of solicitation for the annual awards. There are very few award nominations received every year. This is also a problem with MLA awards. Members of the Honors and Awards committee will investigate alternative methods to honor MAC members.
MLA Chapter Prize Nomination
The Board decided to submit the multimedia presentation that is being created for the 2002 Annual Meeting (Capitalizing on our Legacy) for the MLA Chapter Prize Nomination.
Treasurer Position
Ann Sasser, Treasurer, proposed that the Treasurer position should be extended to a three-year term. The current Treasurer term in office is two years. Extending the term to include an additional year would allow the Treasurer to become more familiar with the duties of their position before their term expires. The problem of getting members to pay their dues was also discussed. These issues will be referred to the Strategic Task Force.
Agenda of the Annual Business Meeting
The agenda of the Annual Business Meeting was discussed. All of the committees will be asked to look at the Strategic Imperatives and make changes in their tasking. This will need to be accomplished before the Board Meeting in January 2003.
2003 Goals and Objectives
A new task force will be established with the charge of evaluating and recommending changes to Mac's organizational structure. The task force will also be charged with evaluating other MAC issues such as board member's terms of office, dues collection, and mechanisms of communication. The Professional Development Committee will investigate different options for providing CE through out the year in addition to the CE classes at the MAC Annual Meeting.
The Executive Board adjourned at 2:45 p.m.
Respectfully submitted,
Patricia Vaughn, MLS
MAC-MLA Secretary
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