BCLA/CLA Student Chapter Meeting

 

Date: February 9th, 2005

 

In Attendance: Hope Power, Janine Jevne, Jenna Thomson, Anna Chabada, Celia Brinkerhoff, Deb Thomas, Caitlin Fralick, Linda Williams.

 

Regrets: Camille Callison, Tara Stephens, Christine Wallace.

 

Meeting called to order: 12:15pm.

 

  1. Call to order: 12:15pm

 

  1. Minutes Adopted

 

  1. Additions to the Agenda

a)    Discussion of the print calendar and BCLA Report submission dates.

 

  1. CLA Report (Janine)

a)    Essay Contest (February 28)

á      Janine reported that the CLA essay contest deadline is February 28th and that the grand prize is an all expense paid trip to the CLA conference in Calgary.

á      Janine will put a message about this on the BCLA/CLA board.

 

b)    CLA Presentation (January 24)

á      Janine thanked everyone for their help with this presentation.  The presentation went well and was well attended.

 

c)    Gifts (CLA, UBC Bookstore, AMS)

á      Janine has spoken to the AMS, who are unfortunately unable to provide discounts or donate any food. 

á      The AMS can donate some gifts (beer mugs, etc.).  These might not be suitable for CLA reps and the like, but will be helpful for parties.  These can be obtained from the AMS office on the second floor of the SUB.

á      Janine did receive two stainless steel coffee mugs from the Bookstore.  Jenna will put Bookstore contact information in the BCLA/CLA Binder.

á      Janine noted that there are still gifts from the CLA in her locker.  These gifts can be used as needed (e.g. for tours).

 

d)    Print Calendar

á      Janine reported that 13 people have responded to her question about the importance of the SLAIS print event calendar.  Since the minimum requirement for maintaining the calendar was 20 responses, the calendar will be removed.

 

  1. BCLA Report (Hope)

a)    Libraries Without Walls: Information Session (February 7)

á      Hope thanked everyone for their help with the session, noting that it went very well, with about 20 people in attendance. 

 

b)    Ken Haycock Student Conference Award

á      Hope will send out a reminded on the SLAIS list noting that the deadline for this award is coming up.  The award sponsors student attendance at the BCLA conference.

 

c)    Future Initiatives?

á      Hope is looking into the possibility of organizing two different events.

á      Hope will contact YACs to see if any of their members are interested in talking about childrenÕs librarianship.

á      Hope also proposed organizing a session for SLAIS students interested in learning more about their professional experience opportunities, including practicum, professional experience courses, co-op, and other options.  Hope will talk to faculty about the possibility and LASSA to see if they are interested in collaborating.

 

d)    Reporter Dates

á      Janine noted that submission dates for the BCLA Reporter are the 21st of the month preceding publication.

á      Members of the BCLA/CLA student chapter have submitted a number of articles for publication.

 

  1. External Committee Reports (Deb)

a)    BCLA grant proposal

á      Deb reported that she put forth the idea of a student chapter grant to the BCLA.  They were receptive of the idea and wanted to ensure that the other two BCLA student chapters had access to this funding.  This funding would likely be applied for at the beginning of the year and would be followed-up by a year-end report.

á      Funding will likely not be confirmed until after the BCLA AGM.

 

b)    SLAIS Curriculum Review

á      Deb attended the SLAIS Curriculum Review and reported that employers expressed interest in a SLAIS-run mentorship program.  The overall feeling was the co-op does not serve enough students. Deb was not certain how many of them were aware of the BCLA/CLA mentorship program.  However, it is encouraging that many felt it is an important concept. 

 

  1. Mentorship Report (Anna)

a)    GSS DOV request

á      Anna reported that she has paid the GSS bill for the mentorship party out of pocket.  However, the GSS has agreed to pay the $184.00 requested, ensuring that Anna will get refunded ASAP.  With the return of the $184.00 there will be a $60.20 surplus, which is currently in the LASSA/BCLA/ACA joint account.

á      It was felt that this surplus should be split evenly between the ACA and the BCLA/CLA as they co-hosted the fall bake sale. 

á      Anna will ensure that LASSA knows that the BCLA/CLA student chapter feels that this money should be split between BCLA/CLA and ACA.

á      It was felt that we must be careful to ensure that this does not happen again.

 

b)    Mentor/Mentee relationship after graduation

á      Anna reported that there has been some confusion about whether the mentor/mentee relationship continues after the student has graduated from SLAIS. 

á      It was felt that there should be a note on the website about the ending of the relationship (or the continuation, if it is mutually desirable).  Moved: Janine. Second: Anna.  Agreed.

á      Anna will draft a note to be discussed at the next meeting.

 

c)    Mentorship matching (end of February)

á      Anna and Deb reported that matching will be done at the end of February. There are several new mentors and mentees this term.

 

  1. Tours Report (Celia)

a)    SFU Library Tour (February 23)

á      Celia reported that she and Elaine Fairey of the SFU Library are finalizing tour details.  The tour will likely include a look at e-chat, the information commons, rare books and special collections, and a visit to a weekly librarians meeting.

 

b)    Port Moody Public Library Tour

á      Celia reported that she is in contact with Diana Guinn about a possible tour of the Port Moody Public Library.

á      Celia noted that SLA has started hosting tours and that she is not planning to organize any more for this term.

 

 

  1. Website Report (Hope for Christine)

a)    Website Update

á      Hope reported that Christine has installed a counter on the website.  The counter shows that the site is quite heavily used and that users are linking from both the CLA and BCLA sites.

á      Christine was looking at holding an information/training session on making the website more interactive (including blogging possibilities).  Hope will ask if she is available after the next BCLA/CLA meeting.

 

b)    Proposed combination of Webmaster and Secretary positions (For next term)

á      Hope reported that since the website has recently been redesigned, Christine feels that there is not much to do as webmaster, and has proposed combining the position with that of secretary.

á      There were concerns that besides adding minutes, the webmaster adds all events to the calendar, deals with broken links, and otherwise maintains the site.  It was felt that this might be too much work to combine with the secretary position. 

á      It was decided that this will be discussed and decided upon at the next meeting.

 

 

  1. BCLA/CLA Executive Roles and Responsibilities (Janine)

a)    Review of current roles and responsibilities

á      To be discussed at the next meeting

 

b)    Succession planning/Shadow positions

á      See below.

 

c)    Election procedures

á      Janine went over the election procedure used last term.  It was felt that this procedure worked well and ensured succession planning.

á      The same procedure will be used at the next call-out for executive members.

á      Hope and Janine will write up an official procedure to be voted on at the next meeting.

 

d)    Meeting times

á      Janine wondered if we should set up firm meeting times for next semester to make new members aware of the time commitments and avoid spending time determining when everyone can meet.

á      It was decided to leave this until further along in the semester when the fall schedule is available.

 

  1. BCLA/CLA Communication and Decision-making Procedures (Hope)

a)    Review of current procedures

á      Hope reported that there have been some concerns about how decisions have been made.  It was suggested that a solution would be to vote on issues, ensuring that they are recorded in the minutes.

á      Janine moved that the BCLA/CLA student chapter vote on any major decisions be they financial, procedural, or otherwise.  Seconded by Anna, approved.

á      Hope noted that the procedure for events should include determining if funding is available.

 

b)  Proposed Changes

                                                     i.     Executive votes (financial matters, items for decision)

á      Hope asked who could vote on motions: all members present, only the executive, or something in between (e.g. mentorship committee members)?

á      It was felt that the executive (those who were voted into position, including those shadowing) were the only members with voting privileges, and that other members, such as those in the mentorship committee, would be represented by their executive member.

á      A list of voting members will be compiled to be discussed at the next meeting.

                                                      ii.     Approval of minutes before putting on website

á      It was decided that minutes must be approved before being posted on the web.  Minutes will be sent out to the BCLA/CLA executive for correction once they are written up.

                                                        iii.     G-mail account

á      BCLA and CLA reps will use the Gmail account for any official communication.  They will both check the account on a weekly basis.

á      It was decided that the secretary will not check this account as it is not necessary.

 

 

Caitlin Fralick will chair the next meeting.

 

Meeting adjourned at 1:15pm.