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March 12, 2013 Meeting Minutes

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ALA Meeting Minutes: March 12, 2013

IKBLC Trail Room, 1:00pm

Attendees:

Carolyn Heine, Elspeth Olson, Anna Ferris, Matthew Murray

Agenda:

  1. Approval of February 26 minutes
    1. The minutes were approved
    2. Haiku Event
      1. Set for March 19th (one week from today); 11:30-1:30 in the Trail
      2. SLA bake sale is happening at the same time. We should try and coordinate with them.
      3. Marathon Event
        1. Bake Sale results

i.      Just over $100

ii.      What funds do we have available at this point?

  1. Improvements for next year

i.      We have to have better publicizing. Possible strategies include coordinating with librarians and professors (English dept, Creative Writing, Film Studies, MACL), and earlier postings in the dorms

ii.      Possibly a shorter time span (Elspeth closed down at 6:30)

  1. T-shirt Colors
    1. Someone will do color mock-ups and post them online to vote (?). We need to do this ASAP so we can have the t-shirts by graduation (end of May)
    2. Elspeth will speak to Alyssa about using her design
    3. Other
      1. Locker for next year

i.      We would like to see if we can block a locker out for ALA use for future years. Anna will talk with admin to see if this can happen.

  1. ALA chair for next year

i.      Anna plans to do co-op in the fall, and Eka plans to do co-op in the spring

  1. Next Meeting (final meeting of the year)
    1. April 2nd, Trail Room, 1:00pm

 

UPDATES:

Anna has booked the Trail Room

Elspeth has received permission from Alyssa to use her design

Upcoming Meeting

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Welcome to the new cohort! Hope everyone is easing into the Winter term well.

The first ALA Student Chapter meeting of the term will be held this Wednesday, September 19 at 11 a.m. in the Trail Room (just off the SLAIS Lounge). We hope to plan some events for the quickly-approaching Banned Books Week, discuss vacant executive positions, and more. Please come and share your ideas!

If you have any questions, send them over. Hope to see you there!

Upcoming Meeting

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The next ALA Student Chapter meeting will be held tomorrow, February 29 at noon in the trail room. We will be discussing the quickly approaching marathon reading event, t-shirt orders and more future projects. Please come and share your ideas!

If you have any questions, send them over. Hope to see you there!

Meeting Minutes | 12 January 2012

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1. Meeting called to order

2. Welcome and introductions of new and returning members

3. Approval of meeting minutes

  • November 8 meeting minutes are approved, with correction of “brining” to “bringing” under the second bullet of item three (Marathon Reading) and removal of attendance list before posting to the blog.

4. Announcements

  • The winner of the ALA student-to-staff program essay contest is Sarah Fallik. Sarah will be attending the ALA Annual Conference 2012 in Anaheim, CA, this June and will let us know about her experiences there.

5. Old Business

  • Bake sale results: Last term’s bake sale and white elephant gift swap raised approximately $170, which nearly quadrupled the ALA student group account balance. The amount raised makes this a very successful event. Plans to hold another bake sale in March near the end of this term will be discussed at subsequent meetings.
  • Surrey Public Library tour: The joint ALA / BCLA tour of the Surrey Public Library will be held on Thursday, January 26, at 10 a.m. The tour will last an hour, so those joining the tour should block out about four hours for the trip, including travel time. People should expect to be back in time for afternoon classes. An announcement will be sent out with additional information, travel details, and an opportunity to RSVP.
  • Marathon Reading:
    – Carrie reported on the progress of the “marathon reading” event – a way to raise awareness of the ALA student group, raise money for a cause, and partner with other student groups (Librarians Without Borders).
    – The event will go two days (two 12-hour sessions) and funds will be raised by purchase of baked goods during the event (by donation) and from donations made during readings.
    – Funds will go to the Carnegie Center Library and Carrie has been in touch with acting director Megan Langley about having part of the event at the Carnegie Center to allow the library’s patrons to participate.
    – After a vote, it is decided that the likely dates of the event will be February 14 and 15.
    – Next steps will be to coordinate with Carnegie Center and to book a room.
    – Since the readers and the audience will come and go, it will be possible to have the event work around classes.
    – The hope is to also include other departments at UBC, such as the English and theater departments and various MFA programs.
    – A sign up sheet was passed around to solicit additional members of the marathon reading committee: Sam M., Jason K., Meghan W., Nadia S., Elspeth O. and Sarah F.

6. New Business

  • ALA@UBC t-shirt contest: The chapter will be holding a contest to design the ALA@UBC student chapter t-shirt. One-color designs for one-sided t-shirt are due in paper or electronic format to Layla Naquin by February 6. The design should incorporate ALA@UBC, but otherwise, the design is up to entrants. The winning design will be decided by silent vote at the next meeting. An announcement will be sent out with additional details.
  • New ideas / brainstorming:
    – A question from Sam: How is the ALA@UBC student chapter connected to the larger ALA organization. The ALA student chapter at UBC is one of about 60 recognized student chapters. ALA@UBC is currently trying to organize an exchange with the ALA student chapter at University of Washington. Members of the student ALA chapters can join the ALA parent organization at a reduced rate of $33. The ALA membership gives you access to publications and reduced-rate and free online workshops. Members can also join various roundtables and interest groups within the larger ALA organization. The ALA@UBC chapter is relatively new, so provides a great opportunity for members to shape the direction of the group.
    – Other possible upcoming ALA@UBC events include a lunch speakers series. Feel free to contact any of the members of the executive committee with ideas for the group
    – Cherry blossom / haiku festival: Nick proposes a cherry blossom celebration and haiku writing event in March that would allow collaboration with international students and the Asian Library at UBC. The event could possibly be held at the Nitobe Garden at UBC and could involve writing haiku on pink paper in order to create artistic representations of cherry trees in bloom. A sign up sheet was passed around to solicit members of the cherry blossom / haiku festival committee: Jennifer P., Sam M., and Nick J.
  • The next meeting on February 7 at 12 p.m. in the Trail Room at SLAIS will cover the marathon reading, the t-shirt contest, and possible ALA-themed weeks around which ALA@UBC can plan special events (i.e., Banned Book Week in September, which would need to be planned in the spring).

7. Meeting adjourned

Meeting Minutes | 8 November 2011

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1. Meeting called to order

2. Approval of meeting minutes

  • October 11 meeting minutes are approved, and it is decided that for the version of the meeting minutes posted on the blog, the names of attendees will be removed for privacy reasons.
  • The names of attendees that appear on previous meeting minutes already posted to the blog will remain unless Layla (laylanaquin@gmail.com) is contacted with a request to remove a name from the record.

3. Marathon Reading

  • Carrie presented an idea to the group to hold a “marathon reading” as a way to raise awareness of the ALA student group, raise money for a cause, and partner with other student groups.
  • At her previous program, the marathon reading lasted three full days. People would sign up for 15-­30 minutes sessions, and the audience would come and go, bringing food to share. Readers are sponsored in order to raise funds.
  • Librarians Without Borders and other SLAIS student groups could be invited to participate and money raised could be split between the groups or donated to the Carnegie Center.
  • Questions going forward include the topic of the readings / possible themed ALA week tie-­ins, the space (IKBLC classroom?), potential co-­sponsoring / participating student or outside groups (MFA program at UBC, MACL program, Librarians Without Borders?).
  • Will aim to hold the event next term. Carrie will lead a committee to organize the event. A sign up sheet was passed around to solicit members of the committee: Marathon Reading Organization Committee – Chelsea Shriver, Carrie Grinstead, Lindsey Krabbenhoft, Nick Josten, Kate Conerton, Judith Guzman-­Montes, Dana Horrocks, Layla Naquin

4. White Elephant Book Swap / Bake Sale Event

  • The White Elephant Book Swap / Bake Sale will take place on November 23. The bake sale will go from 11 a.m.-­2 p.m., and the book swap will go from 12-­1 p.m.
  • Volunteers are needed for publicity, book swap organization, baking / bake sale organization.
  • It is decided that ALA student group members should bring extra books to the book swap to allow SLAIS students who do not bring books to participate. Also, there is a possible tie-‐in to the Carnegie Center book  drive being organized by Librarians Without Borders (you can donate the book you receive in the book swap to the book drive).
  • A sign up sheet is passed around to solicit members for book swap and bake sale committees: White Elephant Book Swap Organizing Committee – Chelsea Shriver, Dana Horrocks, Mary Jinglewski, Sarah Fallik. Bake Sale Organizing Committee – Ebony Magnus, Ashley Pettet, Morgan Gariepy, Judith Guzman­‐Montes,  Layla Naquin, Morgan Barnes, Elspeth Olson
  • Eric Meyer recommends that bake sale be set up on a by‐donation basis, rather than establishing prices for individual items.
  • Caroline points out that it is important to be aware of potential food allergies(nuts, gluten) when baking. Also, IGA and Safeway are having a sale on baking items until November 10.
  • It is determined that Mary will head the book swap committee and Elspeth will head the bake sale committee. Layla will handle publicity.

5. Volunteer Projects / Outreach

  • It is decided to postpone discussion of future volunteer projects until the next meeting in order to focus on the upcoming event. Potential future volunteer projects include collaborations with Librarians Without Borders and the Green College Reading Room Committee.
  • There discussion of possible volunteer opportunities with VPL or Friends of the Library, but it is decided that it is likely not feasible to accomplish this based on library volunteering rules and limited volunteering opportunities with the Friends of the Library.
  • Eric Meyer recommends instead making sure that we get the ALA student group onto the radars of the powers that be by, for example, inviting Sandra Singh, VPL’s chief librarian and a SLAIS grad, for lunch and a chat.
  • This suggestion opened up a conversation about establishing a regular lunch and talk series exploring issues in libraries. Possible invitees include heads of UBC department libraries, librarians from other institutions (Simon Fraser University, Langara College), community librarians / people currently in the field.
  • Dana suggests that these lunches could be a good opportunity to ask future colleagues what they could expect / ask of us as a student group and as future librarians.

6. Announcements

  • Dana emailed Beth Barlow, the head of the Surrey Public Library, to inquire about a tour for the ALA student group. The BCLA YAACS group is going to the Surrey Public Library to meet with the teen librarian on November 16. ALA student group members are invited to join the BCLA group on their visit to the library. The group will return in time for 2 p.m. class. A tour specifically for the ALA student group with Beth Barlow will be postponed until next term when class schedules are finalized.
  • The ALA student group at the University of Washington is excited about the potential collaboration with our ALA student group. Mary and Elspeth will be setting up a Skype meeting with the president of the UW group to plan for next term.
  • The t-­shirt connection that Kaitlynn had mentioned at the last meeting fell through. We will revisit discussion about group t-­shirts next term.
  • The ALA conference Student-to‐Staff program essay is due on December 2. Layla received instructions from Eric on applying, which she will send to the group. The winner will be notified by December 15. Once your name has been submitted to ALA as the winner, you must attend the conference, so only apply to the Student-­to­‐Staff program if you are sure you can attend the conference.
  • Eric reminds us that there will be a SLAIS colloquium November 9 on digital literacy, and there is still a spot available to attend lunch if anyone is interest in joining.

7. Meeting adjourned

Meeting Minutes | 11 October 2011

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ALA Student Chapter Meeting | October 11, 2011
12 p.m. IKBLC, Room 417

1. Attendance

2. Meeting called to order

3. Approval of meeting minutes

  • Chelsea explained that going forward, meeting minutes will be emailed to members for review and approval following each meeting (and prior to the next meeting). Once all suggestions have been incorporated, members will vote to approve meeting minutes at the following meeting, and the minutes will afterwards be posted on the ALA student chapter blog.
  • A vote is taken to approve the minutes from the September 27 meeting, emailed to members by Yolanda, and the minutes are approved.

4. SocialMedia

  • The ALA student chapter has a blog, which is available through the student organization’s page on the SLAIS website or by going to https://blogs.ubc.ca/alaplace/. ALA officer contact information will be updated on the blog. Layla, ALA student chapter webmaster/communications officer, has also started a Twitter feed for the group (http://twitter.com/#!/ubcala). She will be posting information about meetings as well as library news and UBC news. If you would like to follow the UBC ALA student chapter Twitter feed, but don’t have a Twitter account, you can subscribe to the feed using a RSS reader such as Google
    reader.
  • It was decided that members and officers will just use personal email addresses for correspondence as a group gmail address will be unnecessarily complicated for a relatively small group and there is a danger that a group email address will not get checked as often. [NB: After the meeting, we discovered that we already have a gmail address (ala.slais.ubc@gmail.com) that is listed on the contact us page of the ALA blog, so we will continue to have that address available for people to contact us, but we will still send out messages to members with our personal gmail addresses.]
  • If you have anything you would like to have posted to the blog or the Twitter feed, please feel free to send it to Layla at laylanaquin@gmail.com. Or, if you are not currently on the mailing list for the group and would like to be added, please email Layla.

5. Brainstorming: New projects and fundraising ideas

  • The goal of the ALA student chapter is to promote aspects and resources / projects of the American Library Association, so there is an opportunity for the student group to do programming and events that tie into ALA programming, but the group can do things that simply promote awareness of the ALA student chapter and things that the members consider fun or useful or valuable in building a community. Mary called for ideas for what members might like to do.
  • Sarah suggested that for the end of the term, the group might do a combined “white elephant” book swap and fundraising bake sale. While it was pointed out that a bake sale might not make much money, the current budget of the ALA student group would make a fundraiser bringing in even $50 successful. The idea was met with enthusiasm and it was proposed that the date should be set in mid-­November before students started to leave at the end of the term.
  • Judith proposed that we could try to have club t-­shirts made. The cost of having t‐shirts professionally designed and printed could run $10-­30, but there are also cheaper options such as having a chapter member design the logo and creating the shirts with homemade screen printing. Kaitlyn mentioned that she has a connection at home that might be able to design and print the t‐shirts at a discounted price and that she could bring them back with her at the end of the winter break. She will look into pricing and report back to the group. The t­‐shirts could not be subsidized by group funds and would have to be paid for by members.
  • Two dates for the book swap / bake sale were proposed. The preferred date is Wednesday, November 23, with the alternative date being November 16 in the event that the SLAIS lounge is not available on the 23rd. The book swap will go from 12 p.m.‐1 p.m., while the bake sale will last from 11 a.m.‐2 p.m., in order to give the maximum number of SLAIS folks a chance to buy goodies.
  • Carrie suggested that the chapter could take a field trip to a public library in the area and could establish a partnership with another ALA student chapter in order to clarify the role of our group. Mary and Elspeth confirmed that they are in the process of trying to establish a relationship with the ALA student chapter at the University of Washington, whose members are interested in visiting UBC. Jenn suggested a possible field trip to Seattle to visit libraries there and to connect with the UW ALA student chapter. This could be achieved with a bus rented through fundraising efforts, member cars, or a Zipcar.
  • In response to a call for ideas of philanthropic projects for the chapter, Morgan B. suggested volunteering in the central library and Jenn suggested that the Carnegie Library in East Vancouver could most benefit from our assistance. In order not to duplicate efforts of other student groups, such as Librarians Without Borders, who organize outreach programs such as the ones being proposed, it was suggested that the ALA student chapter could reach out to LWB, and possibly also collaborate with the Green College Outreach Committee, offering to provide ALA member time and assistance for projects that are already established.
  • Jenn suggested the possibility of a fieldtrip to the new Surrey library, and Dana offered to talk to the head of the Surrey Public Library system in order to try and arrange a tour of the library.
  • Elspeth suggested the possibly of volunteering at a senior center or doing volunteer reading for the blind. It was pointed out that volunteering though a public library is often difficult to do as they typically don’t allow volunteers, so volunteering would need to be arranged through a “Friends of the Public Library” group.
  • It was decided to focus on the following projects for this semester:
    • Making contact and establishing a relationship with the ALA student chapter at the University of Washington
    • Holiday book swap event and bake sale
    • Tour of the Surrey Library

6. Recap of ALA officer elections

  • Mary recapped the ALA officer election that took place at the September 27 meeting and introduced the new officers. This information will be updated on the ALA student chapter blog.
    • Elspeth Olson (olson.elspeth@gmail.com) and Mary Jinglewski (mary.jingles@gmail.com) are co-­‐ chairs
    • Layla Naquin (laylanaquin@gmail.com) is the webmaster/communications officer
    • Jennifer Pappas (jenn.pappas@gmail.com) is the treasurer
    • Chelsea Shriver (cg.shriver@gmail.com) is the secretary

7. Other business

  • Elspeth reminded people about the ALA student-­to-­staff program, which gives students an opportunity to attend this year’s ALA Annual Conference in June for free. (If you did not receive the email about this program earlier in the week, please email Chelsea.) The deadline for submitting your essay on how this program will help benefit your professional goals is December 1. Essays should be submitted to Professor Eric Meyers (eric.meyers@ubc.ca).
  • In order to be eligible for the ALA student-­to-­staff program, you must be a card-carrying member of ALA, so sign up for membership soon as it takes a while to get your card. In addition to getting discounts to conferences and access to publications and webinars, the ALA membership is a great thing to put on your resume.

8. Next meeting

  • The next meeting will be Wednesday, November 9, from 12-­1 p.m. in the Trail Room. Ideas /items for the agenda can be sent directly to the co-­chairs, whose contact info is above.

9. Meeting adjourned

Upcoming Meeting

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Hi everyone!

Due to the conflict with the colloquium series next Wednesday, the ALA Student Chapter meeting has been moved to Tuesday, November 8 at 12 p.m. in the Trail Room.

We will be finalizing plans for November’s white elephant/bake sale event and brainstorming more project and fundraising ideas. Please come and share your ideas!

If you have any questions, send them over. Hope to see you there!

Important Meeting & Election Info

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The SLAIS Student Chapter of the American Library Association will hold our first meeting of the term next Tuesday, September 13 in the Trail Room from 12-1pm.

This is a great time to get involved in the group and chart our direction for the coming year. We’re looking forward to planning some exciting events. Student members of the SLAIS ALA chapter will have the opportunity to network with the University of Washington Information School ALA student chapter this term, as well apply for a professional development opportunities, the Student to Staff program – which takes place at the ALA Annual Conference in 2012. Please come to our first meeting for more information.

Elections for all SLAIS ALA officers will be held on Tuesday, September 27 from 12-12:30 in the Trail room.

We hope to see you soon!

Meeting Minutes | 22 March 2011

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ALA Student Chapter Meeting – March 22, 2011; 11 a.m.
1. Heidi: Welcome and attendance.
Heidi Schiller
Yolanda Bustos
Anna Doyle
Not in attendance:
Kate Longley, Naomi Schemm

2. Approval of February meeting minutes. Approved.
3. Anna: funds update. Deposited our revenue from Valentine event. $62 in LASSA account. Still no LASSA funds, but Kirsty will do it as soon as she gets the money. Anna has the data to give a small year in review report.

4. Feedback for Ingrid Parent event. Good event and a good opportunity for recruiting. Lots of students and faculty present. Lunch was totally yummy and nice. Having lunch was a good way to have a speaker. We inquired about the price but Eric didn’t know. Possible that if we had enough notice, we could have some additional SLAIS sponsorship for food funds. We agreed that lunch is a very smart way to get good attendance for a speaker.

5. Brainstorming for next year’s events: Tabled due to lack of next year’s group members present. We will discuss this planning over the summer.

6. Discuss the creation of an annual report-end of the year office reports.
We need a narrative of what we did this year. Heidi will provide the annual report. Anna will create a financial report. Yolanda will edit and approve all docs and add them to the official ALA minutes, constitution etc.

7. Other Business
Summer reading: Kate’s baby? We’ll possibly all contribute a reader’s advisory which will be web accessible. Something small, maybe even a blog post with recommendations.

New student orientation: ALA conference in ANAHEIM. Disneyland! ALA student to staff informational brochures and informational club brochures will be made available (also on the website).

8. Thanks for a great first term everyone!

Meeting Minutes | 22 February 2011

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ALA Student Chapter Meeting Minutes – February 22, 2011; 11 a.m.

1. Heidi: Welcome and attendance.
Heidi Schiller
Anna Doyle
Yolanda Bustos
Bailey Diers

Not in attendance:
Kate Longley
Naomi Schemm

2. Approval of January meeting minutes.
3. Discussion of “Love Buffet”. Feedback?
Pretty good turn out. About 16-18 people attended. Not bad for a Tuesday night. We ran out of chili. Maybe next time based on donation or a no participation required lunch.
4. Anna gave an update on our funds: hasn’t talked to Kirsty about LASSA funds. Love buffet made $62.
5. Heidi and Yolanda: Discussion of amendment of Constitution to include process for Student to Staff nominations in subsequent years. Vote on process. Passed unanimously. Needs to be updated in constitution in FTP (new document demonstrating change) and changed online.
6. Yolanda: Student to staff SLAIS travel award stipend: We need to create general information about student to staff doc for the ftp/online about Student to Staff. Yolanda will make a printable informational brochure for the fall, which will also be available for download from our blog.
7. Brainstorming for next event:
• Reports on progress for Teen Tech week? Not going to happen this year
• Freedom of Information Day? E-mail Michael? Heidi’s friend cannot speak on the issue. Waiting to hear from Kate about video panel?
• Skip the panel and maybe making something on the blog, giving out information? See if there is interest in designing this.
• If we are going to work on summer reading list or blog, we should start to do that.
• We should also start focusing on events for fall so that the new cohort will have something to come to: Banned Books. (Potential panel, banned books reading, etc)
8. Heidi: Ingrid Parent event: We’re co-sponsoring the event. We need to push this event with word of mouth. Next Wednesday at 11:30. (lunch and lecture)
9. Next Meeting- Tuesday March 22 @ 11am- Trail Room
a. Brainstorming for next year’s events.
b. Feedback for Ingrid Parent event
c. Year-end wrap up: discuss the creation of an annual report-end of the year office reports.