ALA Meeting 2/4/2020

Date: Jan, 4th, 2020

Time: 11:15 AM

Place: Resource Group Lounge

Members Present: Giovanna, Jeremy, Lindsey

Last Meeting: December, 2018

Minutes Approved: Yes

Meeting Agenda:

Club Status Update

  • ALA may function as a subset of LASSA
  •  No immediate action is needed by the club until updated from AMS
  • Jeremy will seek information for treasury paperwork from AMS

Event Recap

  • Good turnout for the medical library tours (12 attendees)
  • Send follow up email with references to attendees 
  • Send thank you gifts for those who lead the Medical Library tour
  • Student chapters may be reimbursed $100 from ALA for event expenses

Executive Recruitment

  • Next meeting will be open for members to fill leadership positions
  • Chair and communications role need to be filled

Other Business

  • Contact coordinator for assistant user experience at Vancouver Community College to set up a tour of their library 
  • Contact VPL to potentially set up a public library tour for students who are interested: West Point Grey and Kitsilano branches 
  • Potential panel session with a variety of information professionals who work outside of traditional library roles
  • Newsletter to increase awareness of ALA scholarship opportunities 
  • Explore funding options for an ALA club button making (or another crafting) event 

ALA Meeting, September 19 2019

Date: September 19, 2019

Location: Grieg Lab, iSchool

Attendance: Lindsey Bennett, Taryn Parker, Amanda Alster, Matthew Kaufhold, Cejay Johnson, Julian Waite, Giovanna Maranghi, Tamara Lee, Jeremy Davet, Jack Foster, Natalya Lebedeva, Rio Picollo


  • Vote to confirm Lindsey as new co-chair
    • Vote
      • Yay: 11
      • Nay:0
  • Vote to merge existing executive positions
    • Eliminating position of event coordinator 
      • Vote:
        • Yay: 11
        • Nay: 0
    • Combining Web Master, Communications and social media into one Communications position
      • Votes:
        • Yay: 11
        • Nay: 0
  • Open to nominations for executive position and then vote on them
    • Secretary: Giovanna Maranghi
    • Treasury: Jeremy Davet
    • Communication: Jack Foster
      • Votes for all
        • Yay: 11
        • Nay: 0
  • Discuss Behind The Scenes Tours
  • Opening the floor for suggestions
    • Library tour ideas
      • VPL Harry Potter escape room – teen programs
      • Music library
      • Medical library
      • Rare Books and special collections tour (SLA liaison)
    • Becoming more active with ALA political actions 
    • Fun but educational events
    • Film nights and discussions 
      • maybe a panel talking about the film
    • Working with other iSchool groups
      • the SLA was talking about trying to get a clubhouse 

ALA Meeting, February 8 2019

Date: 8th February 2019

Location: Grieg Lab, iSchool


  • Voting on New Officers:
    • Secretary– takes meeting notes & updates them to our Slack
    • Social Media Manager– creates Facebook events & posts scholarship opportunities
    • Multimedia Specialist– organises AV support for our events & takes photos
    • Webmaster– updates our website
  • Successors to Outgoing Officers:
    • Treasurer– monitors club funds & arranges for reimbursements
  • Planning the Scholarship Workshop (Free Pizza!)
  • Scavenger Hunt [?] and YAACS
  • Planning the next Behind the Scenes Event – possibly with Rebecca Dowson, Digital Scholarship Librarian @ SFU


Alvionne, Sophie, Eiman, Lindsey, Nanxi, Kellan, Victoria, Lindsey

Overview of positions available, the following people have been nominated and approved for positions:

Social media – Lindsey Bennett

Multimedia Specialist – Nanxi

Secretary – Reese Irwin

Webmaster – Eiman

Treasurer – Eric (or possibly Lindsey). Alvionne to email Eric to confirm.

Will need Treasury details to be passed over, Kellan advises it’s fairly straightforward.


Scholarship Workshop

Group session on how to apply for scholarships (ALA and otherwise). Maybe get previous students to give advice on the process. How to find funding and complete grant applications. Consider ALA deadlines are mostly March can we get it done before then? Include iSchool scholarships as well as ALA offerings.

Date chosen: Wednesday 6th March at 5pm.

Action needed:

  • Find our experts (Alvionne ask Peter, Sophie ask Kevin)
  • Book a space
  • Promote
  • Google form
  • Dietary requirements & order pizza

Scavenger Hunt – YAACS coordinator not available. Suggested move to September. Group approved move to September to tie in with new cohort start, have a social event announcing winner. Mention of need to budget for prizes, (previously had framed drawing from Kathy Schumaker).

Behind the Scenes at the Library – First event was a success. Second speaker as gone quiet. Victoria may be able to ask digitization department. Bribe with scones! Anyone else is welcome to mention to contacts. Alvionne will speak Dean Giustini, Sophie will contact Richard Arias-Hernandez.

Open question from Victoria (as LASSA) – what do ALA do to support the club. Response: not aware of any financial support, mostly information provided via listserve.

ALA Meeting, October 10 2018

ALA Meeting


Date: October 10, 2018

Time: 5:00 PM

Place: Trail Room

Members Present: Lisa, Erin, Kellen, Alvionne, Sophie, Lindsey, Rhiannon (YAACS)

Regrets (excused): Lara, Claire, Lucas, Rachel, Janet

Last Meeting: September 19, 2018
Minutes Approved: Yes

Meeting Agenda:

Call for expressions of interest in Executive positions

  • Alvionne will take over as Co-Chair in January and will shadow the co-chair role this term.
  • Sophie will be the new Social Media Coordinator.
  • Janet will be the new ALA Student Club Outreach Coordinator (expressed interest through email)

Discussion of events

  1. Scavenger Hunt
  • YAACS will partner with ALA for scavenger hunt again.
  • Scavenger hunt will be on campus to give students a chance to get to know UBC & campus libraries.
  • Will plan for January. Aim to have clues written by December.
  • Erin & Lisa will make shared Google Doc with different categories (libraries and IKBLC) to create list of clues.
  • Want to have variety of difficulties for clues, with different points and prize levels.
  • Sophie offered to look at scavenger hunt she’d previously planned for ideas.
  1. Branch opening/brunch debrief
  • Overall went well, but realized it might be hard for people to join events if we don’t have obvious way to identify that we’re ALA@UBC.
  • Could have buttons to identify us (education library might have button maker).
  • Sophie will look into setting up a virtual number so ALA@UBC can send text reminders to people instead of just using email.
  1. October event
  • Button making! Will need button machine and materials.
  • Plan for the end of October (maybe week of the 24th), not on a Wednesday.
  • Erin & Lisa will create a Doodle poll this weekend to finalize time/date.
  1. ALA Midwinter
  • Interest within ALA@UBC but want to gather interest from others.
  • Make announcements in classes and invite people to an event to discuss it (same time as button-making).
  • Will makes posts on social media to get people interested (Sophie will make an ALA@UBC facebook page).
  • Possibility of subsidizing related fees (note: fees are $120 for ALA members, $125 starting in November).
  1. Roundtable
  • Not enough time to organize for this term. Postpone until end of next term and start planning process now.
  • Should look into talking to a UBC librarian: maybe they can help with planning or suggest UBC library employees who could participate.
  • Erin & Lisa will talk to Richard.

Discussion of solutions for disseminating information to new iSchool students

  • ALA@UBC will create a shared Google Doc to gather advice for students (similar to course doc on SLAIS Social Page).
  • Will have a Q&A section.


  • Erin & Lisa will get new Exec members access to ALA Google Drive.

Next meeting

  • Will decide by Doodle poll.

Meeting Adjourned: 5:55 pm

Meeting Minutes, 19 September 2018

ALA@UBC Meeting


Date: September 19, 2018

Time: 5:00 PM

Place: Trail Room

In attendance:

Executive Members Present:

Lisa Zhu (Co-president), Erin Flynn (Co-president), Lucas Hill (Secretary), Kellen Malek (Treasurer)

Fellow Students:

Claire, Sophie, Jenna, Yvette, Charlie, Olivia, Sadaf, Zoey, Sarah, Luce, Nicole

Regrets (excused):

Rachel McRory (Webmaster/Communications Officer)


Last Meeting: March 1st, 2018
Minutes Approved: Yes

Meeting Agenda:

  1. Introduction to new SLAIS Students
  2. Introduction to ALA@UBC
    1. The ALA@UBC is an accredited ALA Student Club, which serves to broaden the recognition of ALA membership and the advantages of said membership. The dissolution of the CLA in 2016 has emphasized the importance of the ALA.
    2. There are many roundtables and divisions that are available for members and non-members of the ALA to take part which can be found here:
    3. ALA Student Membership is C$44 and can be done here:
    4. Benefits of ALA membership include scholarships (usually within the first ¾ of your degree), monthly professional emails, round table memberships, log-in resources, online courses, streamable webinars, etc.

3. Executive Member Positions Available

There are executive membership positions and co-positions available. The ALA@UBC would like to have a Social Media Coordinator for Twitter. The ALA@UBC Twitter can be found here: We would also like an Events Coordinator who can do bookings and help to formally plan events. Also, we would like an ALA Student Club Outreach Coordinator, who would be responsible for interacting and communicating with other ALA Student clubs in Canada and the US. We have previously don exchanges with the University of Washington, and would like to do more. Feel free to email an executive member if you would like to express interest.

4. Social Events

We would like to do Social Events every month, especially ones with more academic themes.

  1. Movie Nights: A screening of the documentary Ex Libris, focusing on the New York Public Library
  2. Roundtable/Panel: There has been interest expressed in having a more academic panel involving outside community members
  3. ALA Midwinter Conference – Jan. 25-29
    Due to the geographic proximity of the event, many have expressed interest in attending as a group. We could easily get preferential rates on a train journey with a group of over 20.
  4. VPL Grand Opening – September 29th at 10:00am
    Some executive members will be attending the Vancouver Public Libraries Grand Opening of the rooftop garden and upper floors on Saturday, September 29th at 10:00am.
  5. Special Library Visits
    We would like to plan more visits like we have had in the past where we contact a special librarian and ask about having a private tour. If anyone would like to suggest somewhere to go, please do.
  6. ALA with LASSA
    What events could we work together on?

5. ALA@UBC Strengthening

We would like to do whatever we can to make the ALA@UBC a stronger club with better continuity. This includes going through the constitution, taking comments, concerns, and input from the community, and fostering more awareness of the benefits of ALA Student Membership.The ALA@UBC Constitution can be found at the blog or here:

Meeting Minutes, March 1 2018

ALA Meeting

ALA Meeting March 1

Date: March 1, 2018

Time: 5:00 PM

Place: Trail Room

Members Present: Erin Flynn, Lisa Zhu, Lara Maestro, Rachel McRory, Maddy Walter

Last Meeting: February 5, 2018
Minutes Approved: Yes

Discussion of Executive Positions

  • Rachel McRory is taking on the role of Webmaster and will be acting Secretary unless other members express interest in the role of Secretary.
  • Webmaster and Co-Chairs officially all have blog access.

Event Planning

  • “A Wrinkle in Time” comes out next week – possible extracurricular activity
  • Idea of papermaking might be used for the term’s wrapup event
    • More information is needed about how this would work, what supplies/space are necessary, whether it is feasible to plan for the end of term. Erin will look into this.
  • Suggestion of themed trivia night as alternate year-end activity.
  • Interest in doing more with the resources that are available to/received by the ALA club email: want to pass more information about the ALA as an organization along to ALA club members.
  • Interest in hosting an event or a skype session with people from the greater ALA community or people working in the profession.
    • This is for the distant future, maybe an event we could try to plan for the start of the September term.
  • Lara updated the Executive information for ALA at UBC
    • Also noted that scholarships are due by March 15 for the JCLC conference: Lara will forward the information to ALA club members.

Next Meeting

  • Plan to schedule the next meeting in conjunction with the end-of-term event on Thursday of the last week of classes.

Meeting Minutes, February 5 2018

ALA Meeting

ALA Meeting Feb 5

Date: February 5, 2018

Time: 5:00 PM

Place: Trail Room

Members Present: Lara Maestro, Lisa Zhu, Kellen Malek, Erin Flynn

Last Meeting: January 15, 2018
Minutes Approved: Yes

Presidential Co-Chair Handover

  • Lisa Zhu and Erin Flynn are taking over as co-chairs.
  • Lisa was given access to ALA email; Erin and Lisa were given access to the MailChimp account.
  • Necessity of having an ALA membership discussed.
  • Still need to find a new Webmaster and Secretary. Rachel McRory might be willing to be Webmaster – need to confirm her interest in the position.

Scavenger Hunt Debrief

  • Overall, the scavenger hunt was a success.
  • For next time, should establish the email address and Google form, and determine rules about needing to be present at the wrap-up party to receive prizes.
  • ischoolhunt email address and google form will be left setup; might also want to reuse some of the difficult questions for next hunt.
  • Need to establish how costs will be split with YAACS in the future (currently they have no funds)


  • Maybe host a mid-term colouring night: will need to send out a poll to decide what movie to show.
    • Need to ask Lucas about where last term’s colouring books are.
  • Possible screening of Youth Media Awards: it runs at 8AM MST on February 12 but might want to watch it after the fact because of Family Day.
  • Maybe bring in a professional or PHD candidate to give a talk or host a webcast.
    • Possibly to talk about importance of ALA accreditation, what it means for students. Could ask someone from accreditation committee for last year.

Next Meeting

  • First week of March.
  • Will send out a doodle the week before the meeting to try to get more people to come.

Meeting Minutes, 15 January 2018

ALA Meeting

ALA Meeting January 15 2018

Date: January 15th, 2018

Time: 5:00pm

Place: Trail Room

Members Present: Lara, Erin, Lisa, Kellen, Melissa, Katherine, Jaime, Rachel, Mitch, Miranda, Limor, Anita, Alex, Victoria


  • Lara introduced the ALA executive members and explained their roles.
  • It was asked how often positions change. It was explained that there is no set schedule and no term commitment. Open positions were mentioned (secretary, co-chairs)

Introduction to the ALA

  • Lara explained the role of the American Library Association and the ways it connects students and professionals to the library/information profession.
  • Joining the ALA was recommended. Student pricing and ALA member resources (roundtables, professional divisions, webinars, etc) were explained.
  • Questions about becoming an ALA member were asked. Lara explained ALA membership is necessary for accessing roundtables but the professional divisions and ethnic caucuses often have their own memberships. It was clarified that you can get a membership online, but that ALA membership is not needed to be in the ALA Student Chapter. A discussion was had about ALA conferences and whether membership is required.

Explanation of the ALA Student Chapter

  • The Student Chapter acts as a conduit for students to get information put out by the ALA (links and information are included in newsletters). It also helps connect students with the UBC SLAIS community through events and collaborations with other groups.

ALA Events

  • Members were reminded that the Scavenger Hunt started today, but people are still welcome to sign up.
  • There will be a scavenger hunt wrap up party on Friday, January 19 at Koerner’s.
  • There was discussion of the other events the ALA normally hosts (coloring party last term, tour of aquarium library).
  • Members were directed to the SLA for additional tours.
  • Kellen explained the possible trip to Western Washington University Children’s Literature Conference.

ALA Scholarships

  • Lara recommended that members apply to the ALA scholarships and explained some of their requirements.
  • It was clarified that students do not need to be ALA members to apply and that it is beneficial to have SLAIS faculty provide reference letters.

Newsletter Links

  • Members were reminded of upcoming free webinars and directed to the newsletter for links.

Executive Nominations

  • Lara nominated Lisa Zhu and Erin Flynn to be co-chairs. Kellen seconded the nomination.
  • The secretary and webmaster positions are currently open.

Other Information

Next Meeting

  • Meetings will be held on Mondays from 5-6 PM. The next meeting will be in approximately one month, date to be determined later.

Meeting Minutes, 25 October 2017

ALA Meeting October 25th

Date: October 25th, 2017

Time: 12:00pm

Place: SLAIS Lounge

Members Present: Claire Williams, Kellen Malek, Lara Maestro


Last Meeting: September 21st, 2017
Minutes Approved: Yes


YAACSALA Scavenger Hunt

  • Google Docs with YAACS for scavenger hunt planning
  • Must make clues for Scavenger Hunt (3-5 per library, 5-7 for Education Library)
  • Will contribute money for prizes
  • Will have another meeting with YAACS to plan



  • Will send out details with newsletter


Staff Advisor

  • Check in with Lucas to see if he has talked to Richard Arias-Hernandez to take over staff advisor position from Aaron


Trip to University of Washington ALA

  • December sometime
  • Rent a car


ALA Socials

  • ALA Retreat? (Perhaps to Bowen?) – perhaps for Reading Week
  • Stress-busting colouring event
  • February – University of Western Washington – Children’s Literature Conference
  • Storytelling Night (with YAACS?)
    • Rent a legion


Interesting links to send out with Newsletter



  • Have two more meetings and one social before end of term


Next Meeting

  • November 8th, 12-1pm