Thank you to our Sponsors
and Exhibitors!
Midcontinental
Chapter of MLA
Annual Business Meeting
October 11, 2017
Agenda
1. Call to Order
2. Approval of 2016 Business
Meeting Minutes
3. Review Agenda and Call for
New Business
4. MCMLA Awards
5. Association Business Requiring
Discussion or Action:
A. Financial Report 2016-2017 –
Jackie Hittner
B. Bylaws –Betsy Mueth
C. Strategic Plan – Lisa Traditi
6. Association Updates & Reports
A. Endowment Fund drawing
-Nancy Woelfl
B. Drawing for FREE MCMLA and
MLA membership –Holly
Henderson
C. Research Awards – Christi Piper D. Review of MCMLA 2016-2017 –
Gwen Wilson
6. Discussion of New Business
7. Introduction of New Chapter Chair 8. New Chapter Chair Presentation –
John Bramble
9. Invitation to 2018 MCMLA Annual
Meeting
AHIP First Time Applicant Award
Dave Castelli
MCMLA STARS
Jerry Carlson
Barb Jones
Kristen DeSanto
Rebecca Graves
Lenora Kinzie
Holly Hubenschmidt
Jackie Hittner
Betsy Mueth
Amanda Sprochi
John Bramble
Mary Helms
Melissa De Santis
Claire Hamasu
Teresa Hartman
Gwen Wilson
Nancy Woelfl
Danielle Drummond
Alissa Fial
Tallie Casucci
Honors & Awards Committee
Bernice Hetzner Award
Excellence in Academic Health Science Librarianship
Nominate someone next year!
Kerri Swaggart
Barbara McDowell Award
Excellence in Hospital Librarianship
Barb Jones - MCMLA Outstanding
Achievement Award
MCMLA Business Requiring
Discussion or Action:
o
Financial Report 2016-2017 – Jackie Hittner
oBylaws – Betsy Mueth
Treasurer’s Report: Jackie
Hittner
•
Reminders:
•
MCMLA budget runs on a calendar year
•
Financial Accounts
a money market interest bearing
checking account
a checking account for the chapter
a checking account for the annual
meeting
End September 30, 2017 Money Market 52,232.96 Checking 2,685.78 Endowment 24,513.41 TOTAL 79,432.15 Endowment Principal: 23,355.41 Endowment Interest: 1,158.00
Available Funds 2012-2016
Revenue Streams for Chapter
•
Membership Dues
•
Profit from Annual Meeting
•
Interest on Money Market Account
($41.68)
•
Interest on the Endowment Fund
($1,158.00)
Dues Revenue 2013-2017
Notes:
Started collecting 2017 dues in January 2017 19 members in 2016 did not renew for 2017 13 new members for 2017
Annual Meeting Profit
2012-2016
2012 – Kansas City 2013 – Salt Lake City 2014 – Denver
2015 – Virtual
Chapter Revenues/Expenses
2012-2016
Chapter Revenues/Expenses
September 30, 2017
Completed Since October
2016
•
Established the Endowment Fund
•
Created a Finance Committee
•
Submitted Form 990 to MLA for 2016
MCMLA Tax Filing
•
Opened a checking account for the
Chapter
•
Opened a checking account for the
annual meeting
2018 Dues Renewal Schedule
Nov 27, 2017 Deactivate the chapter membership renewal link so we can revise/update the membership form
Dec 2017 Review form
Jan 1, 2018 Activate the chapter membership renewal link so members can pay 2018 dues
Jan 2, 2018 Wild Apricot will email a reminder to members it is time to pay their 2018 dues; message will be sent to the listserv letting
membership know the renewal reminder was sent earlier in the day
Jan 16, 2018 Wild Apricot will email a reminder to members who have not paid their 2018 dues to pay their dues
Feb 1, 2018 Wild Apricot will email a reminder to members who have not paid their 2018 dues that they have until Feb 14 to pay their dues. If payment is not received by Feb 15 then the member goes into lapsed status
Motion—Bylaws Committee
The By-Laws Committee moves that Article IX, Section 3 of the MCMLA By-Laws be amended to read:
“The standing committees include but are not limited to: Nominating and Executive.”
The former wording for this section reads: “The standing committees are
Advocacy, Annual Meeting Advisory council, Bylaws, Education, Honors and Awards, Membership, Nominating, Publications, and Research.”
Please note that all committees and their members are listed both in the Policy and Procedure Manual and on the MCMLA Website, and this will continue.
It is the hope that by making this change, it will be easier to add and delete committees as needed without the necessity of a bylaws
Strategic Plan 2017-2022
Strategic Area 1: Member engagement
Goal 1: MCMLA Members utilize chapter programs and services
Goal 2: MCMLA leadership, committee, task force, etc., positions have broad representation of members
Strategic Area 2: Continuing education & professional development
Goal 1: MCMLA members’ educational and professional needs are supported
Strategic Area 3: Research
Goal 1: MCMLA members are involved in member-driven research
Strategic Area 4: Advocacy
Goal 1: MCMLA members are health sciences librarianship advocates
Goal 2: MCMLA member are aware of MCMLA, MLA Chapters, ALA, MLA, etc. advocacy resources
Strategic Area 5: Professional networking
Goal 1: MCMLA members share and network throughout the year.
Strategic Area 6: Financial responsibility
MCMLA Updates & Reports
o
Endowment Fund drawing - Nancy Woelfl
o
Drawing a FREE MCMLA and MLA membership
– Holly Henderson
o
Research Awards – Christi Piper
Endowment Fund Drawing
A Tiger Tailgate Basket
Membership Drawing
A FREE MCMLA Membership
A FREE MLA Membership
Research Awards
Best Research Paper
Best Research Poster
Review of MCMLA
2016-2017
Ad Hoc
Endowment
Task Force
Began fund raising at 2016 Joint Chapter Meeting, Des Moines.
$305 in cash was contributed; an additional $2,000 pledge was
received
Entered agreements with Lodestar Financial LLC, investment
advisor, and the Charles Schwab Company, MCMLA’s investment
agent
Advised transfer of $20,000 in unencumbered treasury money to
the endowment fund
Current fund balance is $24,065; in six months, it has earned $1,158
Having completed its charge, the Task Force was discharged in
April, 2017
The Finance Committee is now responsible for
endowment fund raising
Advocacy
Solicited a survey on advocacy and shared the
results in the newsletter
Looked into using the MCMLA blog page to share
ideas for promotion, advocating, etc.
Archives Working Group
The MCMLA Ad Hoc Archives Committee became the Archives Working Group in
2016/2017, the MCMLA website was updated with the change.
Heidi Zuniga resigned as Archivist when she changed positions to a different library, the
MCMLA executive committee voted in Jessica Gerber as the new archivist in August 2017.
Betsy, Jackie and Angela continue to work on sorting the paper archives of MCMLA,
currently in St. Louis, discarding duplicates, and assessing if any documents are missing.
Jessica Gerber continued to work on ingesting the MCMLA digital archives to the Digital
Collections of Colorado repository.
The Archives Working Group met in September online through Zoom, and plans to meet in
person at the MCMLA Annual Meeting to discuss current projects and future goals.
The Archives Working Group plans to consider adding to the archives policy and the
policies document to encourage members of MCMLA to submit documents to the archives.
URL of MCMLA digital archives: https://dspace.library.colostate.edu/handle/10968/1217
Committee: Jessica Gerber (Archivist), Chair; Jackie Hittner, Betsy Mueth, Angela Spencer
Bylaws Committee
The By-Laws committee received a suggestion to try and align the
committee section of the MCMLA by-laws with those of MLA. MLA
does not list out all of their standing committees, which makes it
easier to add and remove the committees for the organization as
needed. It appears that we only really need to list the Nominating
and Executive committees. The MCMLA By-Laws Committee has
proposed a change. We will vote on the change at the MCMLA
Annual Meeting in October.
Committee: Betsy Mueth, Chair, Brenda Pfannenstiel, Euem Osmera, Heather Brown, Lisa Traditi, Nancy Woelfl
Education Committee
Worked with the 2017 Annual Meeting Planning
Committee to plan CE offerings at the 2017 annual
meeting
Committee: Ben Harnke, Chair; Ben Bolin, Katie Dayani, Maria Ford, Shelie Vacek
Honors & Awards Committee
Major Awards
a. There were no nominees for the Bernice M. Hetzner Award.
b. Keri Swaggart, Children's Mercy Kansas City, will receive the Barbara McDowell
Award.
c. Barb Jones, NN/LM-MCR and University of Missouri, will receive the Outstanding
Achievement Award.
Stars Program – 19 members were identified
Mary Helms and Marilyn De Geus were selected to attend the Chapter
Sharing Roundtables. Mary’s report on serving as the facilitator for the Diversity and Inclusion in Libraries topic is in the Summer 2017 issue of
MCMLA Express. They will be the final recipients, as the Chapter Council decided to no longer sponsor the Roundtables.
There were no applicants for the Travel Scholarship. Forgetting to update
the application form and advertise it is probably a factor.
Committee members: Jerry Carlson, Chair, Judi Bergjord, Chair Elect, Kristen DeSanto
Membership Committee
Fifteen new members were welcomed this year Mentor Program
E-Poster at MLA Annual Meeting
MCMLA Brochure – the brochure was revised and posted on the chapter
website
History of Membership Project
Committee Members: Alissa Fial, Kimberly Harp, Holly Henderson (chair) –
rotating off committee, Jim Honour, Yumin Jiang (incoming chair 2017-2018), Timmi Johnson, Merinda McLure – rotating off committee, Nena
Schvaneveldt
Ex-Officio Members: MLA Chapter Council Representative, Heather Brown
(part of the year) / Annette Parde-Maass, MLA Chapter Membership Liaison, Jeanne Burke, MCMLA Treasurer, Jackie Hittner
Nominating Committee
The Nominating committee was charged to hold elections for the following 2017-2018 positions:
Vice-Chair/Chair Elect Recording Secretary
Representative to the MLA Nominating Committee Representative to the MLA Chapter Council
Alternate Representative to the MLA Chapter Council
Committee members recruited two candidates for each position. The elected candidate is in bold.
Vice-Chair/Chair Elect: Heather Brown, Shawn Steidinger Recording Secretary: Alicia Lillich, Emily Glenn
Representative to the MLA Nominating Committee: Nena Schvaneveldt, Pamella Asquith Representative to the MLA Chapter Council: Annette Parde-Maass, Ben Bolin
Alternate Representative to the MLA Chapter Council: Jeanne M. Burke, Jerry Carlson
Committee members: Erica Lake, Chair, Erin Wimmer, Lisa Traditi, Immediate Past MCMLA Chair, Jackie Hittner
Publications Committee
Budget:
Expenditure of $179.84 for a camera lens and small equipment for the
MCMLA camera
Activity Summary:
Quarterly MCMLA Express published as required in the MCMLA Policy and
Procedure Manual
Regular columns were submitted by Amanda Sprochi (MCMLA
Congratulates) and the Chapter president, Gwen Wilson; the membership committee had a regular column on new MCMLA members, and both the MCMLA and MLA annual meetings were covered
John Jones and Katie Dayani continued on as editors. Susan Sanders
resigned due to retirement.
Publications Committee: Amanda Sprochi (editor), Katie Dayani, John Jones
Research Committee
The Research Committee worked with the Annual Meeting Planning Committee to
solicit and select the research papers and posters for the 2017 Annual Meeting. In order to accomplish this the committee solicited research proposals, conducted a blind
review of proposals, ranked proposals, and selected the top proposals for presentation at the meeting. The committee chair served as a member of the Annual Meeting
Planning Committee to assist with the organization and structure of research presentations at the meeting. The chair will also manage the selection and
presentation of the Research Awards at the Annual Meeting for Best Research Paper, Best Research Poster, and Viewer’s Choice Award.
The Research Committee also provided input for a survey about barriers to research
conducted by the Advocacy Committee. The Research Committee maintains the ongoing goal of working with the Advocacy Committee to investigate methods for encouraging research and promoting the research done by MCMLA members. Committee members: Christi Piper, chair, Anne Heimann, Rebecca Carlson
MLA AHIP Credentialing Liaison
There was one application received for the AHIP First Time
Applicant award in 2017. Dave Castelli, Utah, was recognized
at the Distinguished Level and was reimbursed $200.
Over the past year, I have had contact with five chapter
members with questions about AHIP membership, and was a
mentor for two of the five.
My goal was to contribute articles about the AHIP process to
the MCMLA Express article and one appeared in v 38, no.1.
MLA Chapter Membership Liaison
Below are some key changes that will impact individuals and institutions for
members of both MLA and MCMLA.
In response to on-going financial challenges, MLA has made some membership fees
and categories changes to help address these issues.
MLA has also added or altered membership rates for regular, retired, students, low
salaries, unemployed and new librarians, (http://www.mlanet.org/join).
To support members professional development and share costs many local
groups of librarians are getting together to purchase access to MLA CE Webinars. MCMLA is encouraging this practice which benefits and encourages MLA and MCMLA cooperation and membership benefits.
MLA and MCMLA Committees are both exploring new ways on how to work
together in insure that each organization stays relevant and improves member services that are financially viable for health sciences librarians and the
institutions and people they serve. All librarians working in health sciences related areas with ideas or insights on how to improve MLA and MCMLA are encouraged to share them with officers from one or both of these key
professional organizations.
Web Editor/MCMLA-L Listserv Owner
Listserv activities (Oct 2016 – Sept 2017):
Worked with individual subscribers to address posts from “unrecognized” email
addresses.
Monitored the listserv to prevent the posting of emails from an increasing
number of spam accounts.
Web Editor activities (Oct 2016 – Sept 2017):
Updated the MCMLA-L-Admin listserv for incoming & outgoing Executive
Committee members.
Updated passwords for the Membership, Committee Chairs, and Chapter
Chairs “dummy accounts” (used by selected Executive Committee members to make updates to specific web pages).
Monitored the Wild Apricot system during the annual membership renewal time
Web Editor/MCMLA-L Listserv Owner
Web Editor activities, continued:
Served as a member of the 2017 and 2018 Annual Meeting planning
committees; created and maintained registration forms for the 2017 Annual Meeting.
Continued to monitor & post content to our social media outlets, including:
MCMLA Blog http://mcmla.org/connect
Facebook https://www.facebook.com/groups/MidConMLA/ Google+ https://plus.google.com/112762806706197050187/posts LinkedIn https://www.linkedin.com/grp/home?gid=3069261
Annual Meeting Advisor (AMA)
I sought and found a replacement to serve as the AMA. John Jones was
approved by the executive committee and will assume the role of AMA at the close of the 2017 Annual Meeting. We have been working together on convening committees to plan the 2018 (virtual) and 2019 (Nebraska) meetings. John and I will continue to work together to update the conference planning manual.
No work has been done on the Annual Meeting Advisory Council, beyond
establishing the wording in the Policy & Procedures Manual. This remains a task for the incoming AMA, to find members to serve in this roll.
2018 Annual Planning Committee Chairs are Rebeca Brown and Gwen Wilson 2019 Annual Planning Committee Chairs are Euem Osmera and Jeanne Burke I have also served as Chair of the 2017 Annual Meeting Planning Committee.
2016 Joint Meeting Planning
Committee
Attended by 158 people
73 CE certificates
Profit: $19,014.35 (MCMLA $8,366.31)
Revenue: $78,355.00
Expenses: $59,340.65
2017 Annual Meeting
The MCMLA 2017 Annual Meeting will be held in the Tiger Hotel
in Columbia, MO, October 9-11th, under the theme, One
Health. There will be 10 vendors plus the MCMLA, MLA, and the
RML exhibiting. The meeting proper will be held over 1 ½ days
including two speakers, posters, papers, the business meeting,
reports from the RML, MLA, and lunch round table discussions.
While four continuing education (CE) classes were offered only
one made. The expected attendance is 50. Fingers crossed,
the conference is expected to break even.
MCMLA 2017 Annual Meeting Planning Committee:
Kate Anderson, Ben Harnke, Tracey Hughes, Barb Jones, Taira
Meadowcroft, Christi Piper, Caryn Scoville, Amanda Sprochi,
Rebecca Graves – Chair
Thank you to our Sponsors
and Exhibitors!
Executive Summary
The MCMLA Endowment Fund Task Force
Deposited $23,155.41 to Lodestar as the first deposit
The Endowment Fund Task Force was discharged in April 2017
MCMLA Strategic Budget Task Force
Collected and analyzed data from the last 10 years of MCMLA
annual budgets
Recommendations were made to the Executive Committee to
help establish a balanced annual budget
The Strategic Budget Task Force was discharged in April 2017
Creation of 2 MCMLA standing committees
Finance Committee
Archives Working Group
MCMLA’s new five year strategic plan
Bylaws vote
2016-17 Goals
1.Finalize the MCMLA Strategic Plan - In progress
Key Strategies:
Based on the feedback from membership
Work with the Strategic Plan Task Force to prioritize MCMLA’s Strategic Goals Share with membership via email list, website, newsletter
2.Establish Strategies to Achieve each Strategic Goal – In progress
Key Strategies:
Use Strategic Plan Task Force to develop strategies for each goal
Create a specific timeline and ownership [standing committees] for all strategies Utilize the timeline to identify strategies for 2016-17
3.Review each MCMLA committee to help ease the transition from chair to chair - Completed
Key Strategies:
Work with the MCMLA Committee Chairs and Executive Committee to consider the
creation of a Vice-Chair role within each committee
The Executive Committee approved the creation of Vice-Chair roles within these specific MCMLA Committees: Advocacy Committee, Bylaws Committee, Education Committee, Honors and Awards Committee, Membership Committee, and Research CommitteeDiscussion of
New Business
Introducing:
John Bramble
Work SMART!
Activity 1: Strategic Priorities Implementation (learn by doing)
New Leader Orientation
Annual Activity Guide (due with budget requests) Activity Updates
Annual / Mid-Year Report Guides
Activity 2: Investigation Committee (Ad hoc)
What would moving to a Published Conference Proceedings model look like?
Activity 3: Investigation
What would MLA as MCMLA’s Online Service Provider look like?
