Midcontinental Chapter of the
Medical Library Association
* Colorado * Kansas * Missouri * Nebraska * South Dakota * Utah * Wyoming *
ANNUAL BUSINESS MEETING
31ST ANNUAL MEETING
MCMLA 2002, TOPEKA, KS
Tuesday, October 8, 2002
Minutes
I. Call To Order
Chapter Chair Teresa Hartman (Teri) brought the meeting to order at 10:15 a.m. Parliamentarian Nancy Woelfl announced a quorum was present.
II. Approval of Minutes
The minutes from the Annual Business meetings of 2000 and 2001 were reviewed. Peggy Mullaly-Quijas moved to approve the minutes, and Margaret Bandy seconded the motion. Both minutes were approved.
III.Officer Reports
A. Chapter Chair:
Teri Hartman summed up the year and stated it was a year of networking. She praised the Annual Meeting Chairs, their committees and everyone who helped make this a wonderful meeting with fellowship, excellent CE courses and speakers, and a good number of library students in attendance.
B. Vice Chair/Chair Elect:
Deb Ward announced the committee appointments for 2003. (See attached sheet.)
C. Immediate Past Chair:
Lisa Traditi reviewed the Procedures Manual, has made updated changes, and will post the final version on the website as a Word document. It is a great resource for all those involved with MCMLA in any way. It describes the duties of every elected/appointed position and committee. Lisa mentioned it takes about fifty people to fill all the positions and run the business of our Chapter. This is out of a membership of 224. Lisa is our Chapter Council Representative and has been appointed to serve on the Committee for Chapter Sharing Round Tables. Marie Reidelbach was appointed to the MLA Education Committee, and she has a list of all CE’s offered in 2001.
D. Executive Secretary:
Saundra Brenner explained her duties: maintaining the membership database, keeping fiscal records, answering inquiries. Our fiscal year ends in October. Our assets total $41,375.80. This past year the Chapter received $8200 in income and $2200 in expenses. This will change after this meeting, and the final report will be posted online. Roz Dudden asked if MCMLA had a policy to deal with reserves as $41,000 seemed excessive. Saundra said there was no exact policy. The Executive Secretary consults with the Board and decides what to do with the money after Annual Meeting costs are paid. Lisa
Traditi said the Executive Board discussed this issue, and decided to give $1500 to each planning group to obtain nationally recognized speakers, to reimburse MLA course approval fees to our members who develop CE courses, and to better recognize our award winners. Scott Plutchak said the Southern Chapter is facing the same issue and is using funds to recruit student members. Saundra said the expenses for next fiscal year are twice as much as expected income. Peggy Mullaly-Quijas moved that the Fiscal Report be accepted and Kay Wagner seconded the motion. The report was unanimously approved.
-Teri Hartman read a Proclamation in honor of retiring Saundra Brenner:
WHEREAS, as any current and former chapter officer will agree, we recognize the true value of not spending time in jail, we appreciate Saundra’s accurate and ethical accounting practices, and
WHEREAS, it takes a truly unusual personality to enjoy preparing annual tax statements, and
WHEREAS, Saundra has injected a level of efficiency into this chapter that adds a refreshing new perspective, and
WHEREAS, it’s been good to know that Saundra would always be there for us until the last minute…that the bar closes, so
THEREFORE, let it be resolved and proclaimed over mountains and plains of MCMLA, how truly and fully we thank you, Saundra!
E. Annual Meeting Advisor:
Rebecca Graves announced she had received the past MCMLA files was busy extracting data on vendors, etc. and putting it in a spreadsheet and a Planning Manual, which should be finished by the end of 2002. She has also been working with Pat Hamilton and Kay Wagner on next year’s meeting, plus she traveled to Kansas City to see Kelly Klinke about the 2004 meeting.
F. Website Editor:
Lynne Fox reported that co-worker Elizabeth D’Antonio-Gan would be the new Editor. Lynne said the site has been maintained and is useful to members. She recognized Mary Mauck, who is from the
University of Colorado and not an MCMLA member, for updating our online Directory, which is also available in PDF format. The Research and Government Relations Committee information will be updated this next year for easier use. The Executive Board approved reserving the MCMLA.org domain name for future use. UMKC sponsors our site now at annual savings of $600. They will set up a “pointer” to our new domain name. Liz will work with Rebecca Graves to put on the Meeting Planning information. Lynne will remain available to answer questions.
IV. Committee Reports
B. Bylaws Committee:
Chair Kay Voss thanked her committee. She said the current by-laws were posted on our website. She e-mailed the following suggested changes:
- changed the words “meeting planner” to “annual meeting advisor”
- Article III, Section 2 – combined Senior member with Distinguished Senior member
- Article V, Section 16 – added “List Serve Provider” position plus duties changed “50% quorum” to “10% of membership in good standing eligible to vote”
- Article XII – changed “mailed” to “distributed” 30 days in advance to allow for electronic mail
Jerry Carlson suggested the bylaws changes be mailed with the next ballots and voted upon at the same time. Parliamentarian Nancy Woelfl said the vote to change the by-laws should take place at the Annual Meeting and after MLA first approves them.
C. Education Committee:
Chair Jeanne Leber thanked all who offered CE suggestions for this annual meeting. She received 14 responses to her survey. She recommended members visit online links to regular training opportunities. Jean Sidwell is the incoming Education Committee chair to whom we can make future CE class recommendations.
D. Government Relations Committee:
Teri said no report was received.
E. Honors and AwardsCommittee:
Chair Jerry Carlson was appropriately dressed in a tuxedo to present this year’s awards to the following recipients:
- Barbara McDowell Award for Excellence in Hospital Librarianship:
Joy Winkler (not present)
- Bernice M. Hetzner Award for Leadership in Academic Librarianship
Marie Reidelbach
- MCMLA Outstanding Achievement Award
Kitty Sterling
Jerry then handed out Certificates for Service for those involved in serving MCMLA.
F. Publications Committee:
No Report
V. Chapter Liaison Reports
A. Membership Liaison:
Gayle Willard serves as MLA Membership Committee Chair and on the MLA Section liaisons, a very large group. She said the campaign slogan for the annual meeting in Dallas was “MLA needs YOU, and YOU need MLA.” She said the membership dues were $90 for first-year members, and $30 for students, with no limitations for being in the student category.
B. Credentialing Liaison:
Annabeth Crabtree had two events at this annual meeting to clarify Academy of Health Information Professionals (AHIP) credentialing. She said they are looking for one-line testimonials. Lisa Traditi said AHIP membership should be promoted outside and inside the Academy.
C. Benchmarking Liaison:
Roz Dudden said she will be e-mailing a benchmarking questionnaire, and to JUST DO IT! The results benefit our entire profession.
VI. Annual Meeting Reports
A.Rebecca Graves reported on the 2001 Triple Chapter Annual Meeting last year in New Orleans. Of the 397 regular attendees, 60 of them were MCMLA members. MCMLA received $5000 after all expenses were paid. There were 50 exhibitors, 20-30 CE’s, 44 contributed papers and 55 posters. It was a most successful event.
B.The 2002 Annual Meeting (Topeka) Committee was resting. (It was reported at the Executive Board meeting that 146 people were registered, including 109 full registrants and 33 exhibitors.)
C.The 2003 Annual Meeting will be held in Sioux Falls, South Dakota October 15-17. Pat Hamilton read a Resolution inviting members to come for a great time. Kay Wagner explained it would be a joint meeting with the South Dakota Library Association, with 300 people usually in attendance. The Keynote speaker has already been chosen and is Kristin Anderson, author of Delivering Knock Your Socks Off Service. All were asked to let Pat and Kay know what CE courses we would like to have for just our membership.
VII. Other Old Business - There was no old business.
Teri welcomed new Chair, Deb Ward, and presented her with the gavel. Deb presented Teri with a thank you card and a lovely blue pottery gift for her great efforts this past year on behalf of MCMLA.
VIII. MCMLA Priorities for 2002-2003:
Deb Ward listed her priorities as incoming Chair. They included providing more educational opportunities, increasing committee participation, supplying more legislative information, promoting medical librarianship, reorganizing fiscal structure, benchmarking, recruiting new members, expanding the website, raising awareness through research, mentoring, facilitating communication, increasing recognition of chapter award recipients, forming an ad hoc committee to study annual meeting financing, and building a solid relationship between MCMLA and NN-NLM. Deb asked the membership to give her other ideas.
SOUTH DAKOTA PRIZES
Pat Hamilton and Kay Wagner drew names and distributed promotional prizes for next year’s meeting in Sioux Fall, South Dakota.
IX. New Business
- Parliamentarian Nancy Woelfl said it was permissible to do New Business at this time.
- Lynne Fortney stated that the last three Presidents of MLA all hailed from the Mid-Atlantic Chapter. She told us our own Wayne Peay from Utah is now a candidate and would appreciate our support.
- Claire from MLA invited all to the 2003 Annual MLA Meeting “Catch a Wave” in San Diego May 2-7. Beach balls were thrown around the room and Claire said there will be an increased opportunity for members to talk to one another with poolside California chats, extreme rides, and casual resort wear. The meeting will be held at the Town and Country Resort Complex.
X. Adjournment
The meeting was adjourned at 12:10 p.m. by Deb Ward.