BCLA/CLA Student Chapter Association at UBC
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BCLA/CLA Student Chapter Minutes

Tuesday, April 06, 2010
Irving K. Barber Learning Centre, Room 491
11:00-12:00pm

In attendance: Jeannine Stickle, Amy Ashmore, Cynthia Ng, Sara Hathaway, Naomi Schemm, Leah Hopton, Sumanjit Manhas, Alice Darnton, and Tara Steglitz

Regrets: Ali Jones, Shannon Ozirny, Annie Jensen, Alyssa Green, Jade Fraser

1) Welcome

2) Approval of Previous Minutes (March 2, 2010).
-Alice motions to approve, Jeannine seconds.
-Tara asks about January minutes, not yet approved. We will need to ask Shannon or Ali if they have been amended to correct mistake.

3) Approval of Agenda.
-Cynthia motions to accept agenda. Tara seconds.

4) CLA Report (Jeannine)
-Sumanjit will take over CLA representative position. CLA conference in Edmonton will be June 2nd – 5th and a call for volunteers will be posted on the CLA website. SLAIS also has a scholarship for CLA conference attendance and one criterion for the scholarship is membership in this student group, so everyone interested should apply.

5) BCLA Report (Roen)
-Planning for BCLA Conference is going well. Carpools matched up and hostel booked.
-Alane asked Roen to look for a student debater for the final conferences session. Anyone interested should let Roen know.
-Attended BCLA meeting. Talked about BCLA fees, though this does not affect students.

6) Communications and Website Report (Tara)
-Waiting for the January minutes to be approved so that they can be posted to the website.
-Sumanjit is taking over Communications position.

7) Treasurer Report (Cynthia)
-Left binder with exact year end balance at home, but it is approximately $120. Can send out the exact balance in final year end report. No fund raising in the second semester and only $3.50 raised for Halloween cookies. More fund raising will need to be done last year, especially if we would like to donate money to the Career Expo again this year.
-Roen: BCLA now has a fund raising committee. Perhaps we could join with them in joint fund raising initiatives.
-Next year's executives might want to look into where we can get reimbursements (from parent organizations, for example) and create a list to refer to.

8) Mentorship Report (Annie, Alyssa, Jade)
-Absent. We are curious how the feedback survey sent out at the beginning of the year went as a report was never sent out. Roen will ask Jade what is happening with mentorship and what this means for next year. The only coordinator graduating is Jade.

9) Tour Report (Alice)
-Leah Hopton taking over next year.
-Final tour is the Justice Institue of BC. Only one person scheduled for tour. Will cancel and maybe arrange for next Fall.
-Have had two tours this year due to Olympics and conflicts with 501 tours.
-No tours in 501 last year, which will mean more people will attend club tours. Can advertise and have Lisa Nathan advertise the tours in the class. Need to be sure the tours do not conflict or overlap with Heather's Library Design tours. 

10) ALPS Report (Tara)
-Nothing to report. There has not been an ALPS meeting since our last meeting.

11) YAACS Report (Shannon)
-Absent, emailed brief report to Roen.
-Sara Hathaway and Ellen Wu have been selected to take over the YAACS rep positions.
-Shannon will send a full report later.

12) Old Business
-Knowledge transfer with new execs has been completed and all exec positions have been filled, though mentorship may need people in the Fall. 
-New execs can always recruit more people in the Fall.

13) New Business
-All exec members (except secretary) need to write a year end summary of what has happened in their position and leave in BCLA binder (on top of mailboxes) before they leave for good. Also, all members should contribute to the general year end summary sent to the listserv via Google Doc. 
-Roen proposes to amend the BCLA rep's duties as stated in the constitution. Currently states that the position should hold two speaker events per year. Roen would like that to change to one speaker event per year. Jeannine seconds. 
-Roen discusses a potential good future BCLA speaker: Dianne, who is no longer a librarian but is on the BCLA board. Used to work for OCLC. Good to get someone different than usual.
-LASSA orientation in the Fall: Amy, Sara, and Sumanjit will talk about BCLA at the orientation. Will be Thursday September 7th.

14) Date and time of next meeting
-Wedneseday, September 15, 2010, at 11 AM. 
-Amy will chair.