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Midcontinental Chapter of the
Medical Library Association

* Colorado * Kansas * Missouri * Nebraska * South Dakota * Utah * Wyoming *

MCMLA 2005 Business Meeting
Tuesday, September 20, 2005
8:30 a.m. – 10:30 a.m.
Salt Lake City, UT
Minutes

Announcements
From Jim Bothmer

  1. Geocaching tokens are to be given to Lynn Wilson
  2. All posters will be in the east room today

From Parliamentary Nancy Woelfl

  1. Wait for chair to speak, identify self for motions and seconds.

I. Call to Order – Jim

II. Review and approve 2004 Business Meeting minutes (distributed electronically). Jerry Carlson motioned to accept, Peggy Mullaly-Quijas seconded the motion. Minutes approved. (Jim thanked the Salt Lake City team for an excellent meeting.)

III. Officer’s Reports

  1. Chapter Chair – Jim Bothmer
    1. Jim gave a short history of the 1983-84 chapter business year when he was chair-elect making the comparisons from that year when he resigned to this year when Kay Wagner resigned. The key to success in 2005 was the support he got after Kay resigned, especially from Lenora Kinzie and Peggy Mullaly-Quijas. Nancy Woelfl was also acknowledged by Jim for her parliamentary knowledge. Officers and Committee Chairs were asked to stand.
    2. Other highlights:  Jim noted the new executive officers for the coming year. There were many accomplishments this year:  membership increased; MCMLA enjoyed financial stability; the Website was improved; the Express is now available online; the point was that this was not a caretaker year; the chapter moved forward.
  1. Immediate Past Chair – Lenora Kinzie 
    1. Her job is to update the Policies and Procedures Manual – there are a lot of discrepancies that will be fixed.
  1. Chapter Council Report – Stephanie Weldon and Marie Reidelbach
    1. Marie thanked Lisa Traditi for the written report 
    2. MLA http://mlanet.org/hurricane_katrina.html and ALA https://secure.ga3.org/03/alakatrina have web pages to show what is being done for Katrina libraries – MCMLA is donating $500 to MLA in support of Katrina Libraries.
    3. Roundtable evaluations – Roundtables at MLA are very popular – there will be 2 free registrations for attending round tables for new members (must be a member of MCMLA AND MLA). Everyone should consider being a facilitator or recorder for the roundtables. MCMLA will donate $50 to MLA Chapter Roundtables to support attendance by members.
    4. Electronic voting – MLA has outside company; several options for MCMLA are being explored

IV. Appointees’ Reports

  1. Executive Secretary – Peggy Mullaly-Quijas  
    1. Peggy’s responsibilities are to maintain finances and to provide “an address” for MCMLA (to receive mail for the organization), and to maintain the membership database.
    2. There were 34 new members, 14 student members, and 236 total members for the year.
    3. Peggy filled out the necessary W9 forms.
    4. The organization’s finances are in good shape. 3 CDs will roll over in November. An audit was performed this year by Joyce Sickle; all was found to be in good order. The 2006 budget was approved and given in handout.
  1. Annual Meeting Advisory – Rebecca Graves 
    1. Rebecca has been assisting local groups with planning. Joan Stoddart and her group did an awesome job. Next year the conference will be in St. Louis (2006) and in Omaha in 2007. The 2007 conference will be a joint event with the Midwest Chapter. Wyoming will host the conference in 2008 and Colorado will host in 2009.
    2. Rebecca is finishing the planning manual. It will be posted on the Website.
    3. Rebecca is working with others exploring Pay Pal as a payment tool.
    4. Marie Reidelbach and Rebecca Graves are working with a subcommittee of MLA’s Chapter Council on designing a planning guide for all chapters.
    5. Rebecca is working with Sue Fleming to determine what will go in the archives.
  1. Archivist – Sue Fleming 
    1. This year Sue completed putting archives in order. There are missing items – programs, business meeting minutes, etc. Sue will use the listserv, the Express, and the Website to alert members to search for items, which could be included in the archives.
    2. Sue will chair a taskforce to digitize archives. People interested in helping with the scanning should contact her.
  2. Website Editor – Russ Monika 
    1. Russ was not present. The Website looks great; he will continue working on it.
  3. MCMLA-L Discussion List Owner – Thomas Gibbs 
    1. Kansas University switched software in March enabling better control and better archive capabilities. 285 members belong to the listserv; most are information professions; there are also some students and third parties.

V. Committee Reports

  1. Bylaws – Mary Helms 
    1. The Bylaws committee was busy this year. Two changes emerged from the Kansas City meeting: (a) change statement on elections – not allowed by MLA, but will be included in the Policies and Procedures Manual; (b) article 5.11 delete (archivist as photographer) – there was no discussion on these issues and the motion to approve passed.
  2. Education – John Bramble 
    1. The Education Committee experimented with VoIP, and Skype.
    2. Respondents to the survey have good relations with their IT people. They tested Skype (it was successful).
    3. John invited the Education Committee to participate in a Breeze demo; only John could attend.
    4. The Education Committee also assisted the Planning Committee with surveys.
  3. Governmental Relations – Susan Centner 
    1. Sue enjoyed serving the chapter. The listserv was a good tool in alerting members about legislative issues and encouraging people to contact their elected officials.
  4. Honors and Awards – Jim Bothmer 
    1. There were great nominations this year:  The award winners were:
      1. Nancy Woelfl, Outstanding Achievement Award
      2. Jeanne Le Ber, Bernice M. Hetzner Award
      3. Michlene Mankin, Barbara McDowell Award
    2. Kerry Skidmore will be the chair and Lisa Traditi will be the new member
    3. Jim also recognized Kenny Oyer, our outgoing photographer, for his great contributions
  5. Membership – Marie Reidelbach 
    1. Marie thanked the other committee members 
    2. MCMLA had a 85% return on membership, plus free student memberships 
    3. The updated membership form is in PDF and on the website
    4. A newly developed recruitment poster will be sold for $20.00 each; $5 will go to MCMLA while the remaining $15 will cover production costs
    5. The committee contacted library schools to promote practicum experiences for students. There is an article in the Express about it.
    6. The committee contacted MLA members who were not MCMLA members to encourage them to join the chapter.
    7. They are busy with write ups in the Express profiling new members.
    8. There were drawings for free MLA and MCMLA memberships  (winners were:  MLA :Joan Gregory;  MCMLA: Kenny Oyer;  poster:  Joy Winkler)
  6. Nominating – Jeanne Burke 
    1. A ballot for regular officers was prepared and sent but had to be voided because of some discrepancies in the process. A special election was held in the summer.
    2. Thanks to Russ Monika for posting ballots and CVs on website 
    3. Online elections will be pursued by the new chair.
  1. Publications – Amanda Enyeart 
    1. Express Issues increased from 2 to 4
    2. Amanda thanked members for contributions
    3. Welcomed incoming editor Heather Brown
  2. Research – Cindy Schmidt 
    1. Cindy presented a PowerPoint presentation on Research Committee activities for the year.
    2. Research Committee goals are:
      1. Keep members involved in benchmarking (2006)
      2. Raise awareness and level of knowledge of members regarding research in librarianship
      3. Recognize those who publish via the listserv
      4. Plan and investigate the availability of grant and logistic support for a research project involving multiple and varied institutions served by MCMLA members
      5. Promote paper and poster proposals 
    3. The journal club used AOL instant messenger for its 2003-2004 journal club. The committee has planned a Journal Club that will be open to all interested members. There will be a research project comparing the different methods of communication used by the Journal Club 
    4. Journal Club participants receive eight MLA CE hours.
    5. The four communication formats that the Journal Club will use are
      1. email
      2. chat
      3. teleconferencing
      4. in person 
    6. The Research Committee hopes to repeat the 1986 Chicago King study. Much has changed in 19 years – users do own searches, get own full text. The Committee wants to include rural and academic hospitals. Repeating the study will reap useful data. Participants will increase their visibility in their hospitals. The study will yield benchmarking data. A funding decision for this is expected in January 2006. Participant’s responsibilities – get administrative approval from their institution; provide information on hospital workforce and library services, and find a willing hospital liaison (gets 200 per year). Participants will get cumulative data, satisfaction of contributing, and increased visibility.
    7. Betsy Kelly, serving both as an RML representative and MCMLA Research Committee member announced the winners of the "Best Research Paper" and "Best Research Poster" Awards.
    8. Betsy explained that Research Committee members not eligible for a particular award served as judges for that award.
    9. Although the judges were very impressed by the quality and variety of the papers presented, they felt that none actually qualified as a "research paper."  In an effort to explain this decision, Betsy read the award eligibility criteria.

VI. MLA Liaison Reports

  1. Benchmarking – Rosalind Dudden
    1. All information is in the submitted report.
    2. March - July 2004 data collected had state representative who called everyone.
    3. The information is not included in the AAHSL survey.
    4. Roz thanked all representatives.
    5. 29 MLA members participated; there were 325 participants nation wide.
    6. In September 2005 all participants will see interactive site (see report for numbers).
    7. Two relevant articles have resulted from MCMLA members
    8. The benchmarking project was a lot of work!
    9. Roz encouraged all libraries to participate in the future (spring 2006).
    10. Wayne Peay wanted a list of those who didn’t submit to encourage them to do so in 2006.
  1. Credentialing – Lynne Fox 
    1. New and renewed AHIP members asked to stand; also all who were considering AHIP membership stood.
    2. There are 64 members in MCMLA (about 25% of all members).
    3.  Lynne encouraged those considering membership to get in touch with her.
    4. Lillian Hoffecker created an excel file to help applicants finish application.
    5. Lynne thanked people for their support.
    6. Lynne brought brochures with AHIP information; there is also a website on mlanet.org on AHIP 
    7. Excel file will be posted on MCMLA website.
    8. One supportive person stated advantages of AHIP membership.
    9. Can get mentor to help with application process.
  2. Membership – Stephanie Weldon 
    1. No report

VII. Annual Meeting Reports

  1. 2004 – Kansas City, MO – Peggy Mullaly-Quijas and Kelly Klinke   
  2. There were 122 attendees and 14 exhibitors.
  3. Everyone had a good time.
  4. MCMLA conference back in K.C. in 9 years.
  1. 2005 – Salt Lake City, UT – Joan Stoddart and Lynn Wilson 
  2. Joan will write up official report  
  3. Thank you to all for coming and to the local committee.
  1. 2006 – St. Louis, MO – Jackie Hittner 
  2. The St. Louis committee presented the following resolution:

“RESOLUTION FOR THE UTAH MCMLA2005 MEETING

WHEREAS, the Utah members of MCMLA invited us to the great state of Utah and the fabulous city of Salt Lake City from September 17-20, 2005 to experience the warm Utah hospitality and the dry heat…

WHEREAS, MCMLA members learned the latest trends in CE classes titled Evidence-Based Librarianship, Tablet PC for Instruction, Creating a Camtasia Movie, Video-Conferencing and Voice Over IP and Becoming a Green and Sustainable Library and some MCMLA members found out how fun it is to go Geocaching…

WHEREAS, MCMLA members spent time talking to vendors, individually and at lunch roundtables, seeing and hearing about their new products and why our libraries just can not be without those products…

WHEREAS, MCMLA members have been updated on the activities of MCMLA and MLA…

WHEREAS, MCMLA members were encouraged to make this “GREEN” meeting a success by BYOB – “bring your own bag” and the “bag lady” and the MCMLA Green Team awarded prizes for the oldest MCMLA bag, the oldest dated bag, the rattiest, the funniest and the most professional bag…

THEREFORE, be it resolved, that the St. Louis Medical Librarians ask all Utah members to stand and be recognized by their MCMLA colleagues for a job well done and ask the 2005 Planning Committee Co-Chairs, Joan Stoddart and Lynn Wilson, to come forward and accept this framed resolution which in keeping with the “GREEN” meeting theme is printed on recycled paper and the frame is an old frame that my parents were no longer using.

Joan Stoddart and Lynn Wilson accepted the plaque.

VIII. Installment of MCMLA 2005/06 Chapter Chair 

  1. Jim handed himself the gavel since he was both chair and chair-elect, due to Kay Wagner’s resignation.

IX. Chapter Priorities for 2005/06 – Jim Bothmer 

  1. Generally, the Executive Committee’s priorities are based on the MLA President’s priorities, which include the transformation and images of change (see M.J. Tooey's comments at mlanet.org).  There are many giants among us. We know how to get work done, and there are a lot of opportunities. We must do what we do better; we must act now.
  2. Noted priorities: 
    1. reiterate value to administrative bodies 
    2. mentoring the profession  
    3. take care of the health of the chapter 
    4. provide educational opportunities.
    5. recruit and mentor new members 
    6. support current members 
    7. continue to improve Website 
    8. partner with other organizations 
    9. examine national institutional issues 
  3. We can look at the metaphor of Janus, the god of doorways:  We must look forward and backward.
  4. Challenges are less frightening when we take action.
  5. The important thing is where we are going.
  6. Where will library be in five years? 
  7. “If it ain’t broke today it will be tomorrow.”

X. “Bag Lady” Contest – Joan Gregory, Camille Salmond (“Beula”)

  1.  Camille performed as Beula the Bag Lady” and with Joan carried out contest.
  2. Prizes were awarded in the following categories:
    1. The oldest dated bag was from 1971 – Bob Sanders got a trivet from farmers market.
    2. Oldest dated MCMLA bag was from 1986 – Mary Youngkin received decorative leaves from Logan Canyon.
    3. Most interesting bag - Teri Hartmann got a box of cool sand from southern Utah.
    4. Rattiest bag – Mary Youngkin got some licorice soap.
    5. Most professional bag – Mary Helms received a book on simplified living.

    XI. MCMLA Stars – Lenora Kinzie 

    1. The “Signatures of the Stars” contest was a big success. Participants procured signatures from people wearing “MCMLA Star” pins.
    2. Joan Konecky got a star dish and movie tickets.
    3. Jerry Carlson also received these prizes.

    XII. St. Louis 2006 MCMLA Promotion

    1. Jennifer Plaat offered an entertaining PowerPoint presentation.
    2. St. Louis is known for fun: there is a symphony, and perhaps the World Series will take place during next year’s conference (keep your fingers crossed!).
    3. The St. Louis committee showed photos of many attractions, set to various musical selections.
    4. They gave out cool stuff donated from Anheuser-Busch and thers.
    5. Laura Windsor, Peggy Mullaly-Quijas, Jeanne Burke, Jean Sidwell, Barbara Jones, Heather Brown, Michelle Mankin, Marie Reidelbach, Sally Patrick, Camille Salmond, Claire Hamasu, Mary Henning, Lisa Traditi won a bunch of really cool and relevant items.

    XIII. New Business none

    XIV. Adjournment (Kenny Oyer motioned, Marie Reidelbach seconded)
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