MIDCONTINENTAL CHAPTER of MLA
Annual Business Meeting
October 24, 2016
Des Moines IA
AGENDA
1. Call to Order
2. Approval of 2015 Business Meeting Minutes
3. Review Agenda and Call for New Business
4. MCMLA Awards
A. AHIP Awards – Gwen Wilson
B. MCMLA Awards – Rebecca Carlson McCall 5. Association Business Requiring
Discussion or Action:
A. Financial Report 2015-2016 – Jackie Hittner
B. Bylaws – Brenda Pfannenstiel
C. Motions 1 & 2 – Discussion & vote - Lisa Traditi
D. Strategic Plan Dot Votes & Next Steps – Gwen Wilson, Strategic Planning Task Force
6. Association Updates & Reports
A. Endowment Fund report and drawing - Nancy Woelfl
B. Review of MCMLA 2015-2016 – Lisa Traditi
C. Research Awards – Melissa Rethlefsen
D. New Member Bingo drawing – Holly Henderson
7. Discussion of New Business
8. Introduction of New Chapter Chair
9. New Chapter Chair Presentation – Gwen Wilson
10.Membership Drawings – Melissa DeSantis
11.Invitation to 2017 MCMLA Annual Meeting – Kate Anderson & Rebecca Graves
MCMLA STARS
Kate Anderson Jerry Carlson Tallie Casucci Melissa De Santis Kristen DeSanto Lynne M. Fox Rebecca S. Graves Claire Hamasu Mary Helms Jackie Hittner Holly Hubenschmidt Barb Jones Lenora Kinzie Erica Lake Rebecca McCall Betsy Mueth Brenda Pfannenstiel Darell Schmick Kristin M. Sen Jean Shipman Amanda Sprochi Lisa Traditi Nancy WoelflHONORS & AWARDS COMMITTEE
Bernice Hetzner Award
Excellence in Academic Health Science LibrarianshipHONORS & AWARDS COMMITTEE
Barbara McDowell Award
Excellence in Hospital LibrarianshipHONORS & AWARDS COMMITTEE
MCMLA BUSINESS REQUIRING
DISCUSSION OR ACTION:
o
Financial Report 2015-2016 – Jackie Hittner
o
Bylaws – Brenda Pfannenstiel
o
Motions 1 & 2 – Discussion & Vote - Lisa Traditi
o
Strategic Plan Dot Votes & Next Steps – Gwen Wilson,
TREASURER’S REPORT:
JACKIE HITTNER
•
Reminders:
•
MCMLA budget runs on a calendar year
•
MCMLA has an interest bearing checking account.
Available Funds 2012-2015
(end of fiscal year)
End of September 2016: Checking 66,138.24 PayPal 86.49 Total 66,224.73 71,120.13 65,578.15 66,274.80 61,293.89 56,000.00 58,000.00 60,000.00 62,000.00 64,000.00 66,000.00 68,000.00 70,000.00 72,000.00 2015 2014 2013 2012
Revenue Streams for
Chapter
•
Membership Dues
•
Profit from Annual Meeting
Dues Revenue 2012-2015
Dues Paid 2600.00 PayPal Fees 55.59 Total 2544.41 End of September 2016 3,376.55 4,738.88 2,097.46 2,250.00 0.00 500.00 1,000.00 1,500.00 2,000.00 2,500.00 3,000.00 3,500.00 4,000.00 4,500.00 5,000.00 2015 2014 2013 2012 Dues Revenue 2012-2015Annual Meeting Profit
2011-2015
4,139.88 1,107.47 7,500.00 1,618.17 3,069.92 0.00 1,000.00 2,000.00 3,000.00 4,000.00 5,000.00 6,000.00 7,000.00 8,000.00 2015 2014 2013 2012 2011 2015 – Virtual 2014 – Denver 2013 - Salt Lake City 2012 - Kansas City 2011 - St. LouisChapter Revenues/Expenses
2012-2015
2015 2014 2013 2012 Revenue 16,215.48 8,735.18 10,528.20 14,259.00 Expenses 10,674.50 9,426.45 5,547.29 7,052.00 Profit/Loss 5,540.98 -691.27 4,980.91 7,207.00 -2,000.00 0.00 2,000.00 4,000.00 6,000.00 8,000.00 10,000.00 12,000.00 14,000.00 16,000.00 18,000.00Chapter Revenues/Expenses
September 30, 2016
Revenue Members' Dues 2,600.00 Interest 63.66 Total Revenue 2,663.66 ExpensesChapter Council Rep 407.12
Treasurer 1,072.59
MLA Credentialing Liaison 455.00
Webmaster 45.97
Honors and Awards 77.36
Membership 280.00
Endowment 6.99
2016 Annual Meeting 3,500.00
2017 Annual Meeting 2,000.00
Total Expenses 7,845.03
Completed Since June 2016
• Created a google email address for the Treasurer • Established a St. Louis PO Box
• Established online banking and bill pay for the Chapter • Applied and received a credit card for the Chapter
• Transferred funds in PayPal to Chapter checking account
• Created page on Chapter website called Forms and Letterhead. Page contains: • MCMLA stationery and posted on website
• MCMLA Travel Request Form • Investment Authorization Form
• Resolved 4 members’ dues problems with the help of the webmistress
• Tracey and I established the 2017 dues renewal schedule – this schedule agrees with what is stated in the chapter bylaws (see below)
• Started work on membership dues renewal with the help of the webmistress • Transferred seed money for the 2017 meeting
2017 Dues Renewal Schedule
Nov 28, 2016 Deactivate the chapter membership renewal link so we can revise/update the membership form
Dec 2016 Review form; add wording regarding Emeritus Membership Level Jan 1, 2017 Activate the chapter membership renewal link so members can pay
2017 dues
Jan 2, 2017 Wild Apricot will email a reminder to members it is time to pay their 2017 dues; message will be sent to the listserv letting membership know the renewal reminder was sent earlier in the day
Jan 16, 2017 Wild Apricot will email a reminder to members who have not paid their 2017 dues to pay their dues
Feb 1, 2017 Wild Apricot will email a reminder to members who have not paid their 2017 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
On behalf of the Bylaws Committee, I move that all proposed
changes as described in the Summer MCMLA Express and
indicated on the MCMLA Listserv (9-23-2016) be approved.
•
Change Executive Secretary to Treasurer
•
Add Annual Meeting Advisory Council to chapter committees.
•
Clarify succession of elected officers
•
Move duties of appointed officers from Bylaws to Policy &
Procedure Manual.
CHAMPIONING FOR LIBRARIES: MOTIONS 1 & 2
The proposed motion:
Moved: To rescind Motion 1 of Championing for Librarians and to consider
Motion 2 adapted and ongoing.
Motion 1.
MCMLA, within one year will begin work with state hospital accrediting
Discussion Vote
Motion 2.
MCMLA will encourage and support publication by the membership in (non-library oriented) health professional publications, newsletters, journals,
letters to the editor.
Discussion Vote
MCMLA UPDATES & REPORTS
o
Endowment Fund report and drawing - Nancy Woelfl
o
New Member Bingo drawing – Holly Henderson
o
Research Awards – Melissa Rethlefsen
AD HOC
ENDOWMENT
TASK FORCE
MCMLA approves endowment 10-09-15
Investment advisors vetted; Lodestar & Chas.
Schwab recommended (same as MLA)
Calculated initial investment possible within overall
MCMLA assets ($20,000 is possible)
Reviewed 22-page Schwab customer agreement;
will finalize in Des Moines
ADVOCACY
Brainstormed
discussed partnering with the research section to
encourage members to publish outside librarianship.
ideas with health literacy and purchasing/supply
management.
2015-16 chair is hoping to publish a brief article about
ARCHIVES
A digital archive for MCMLA was established through the Health Sciences
Library at the University of Colorado:
https://dspace.library.colostate.edu/handle/10968/1217
240 items have been added as of October 2016.
The Ad Hoc Archives Committee drafted a proposal to include
BYLAWS COMMITTEE
Reviewed MLA Bylaws Changes
Exhaustively reviewed MCMLA Bylaws and proposed
changes to align with MCMLA structural changes, MLA
changes, and to clarify succession of elected officers.
Followed procedure to put MCMLA Bylaws changes
EDUCATION COMMITTEE
Presented an informative webinar: “Introduction to the Academy of
Health Information Professionals”, March 2016
Presented well-received MLA highlights webinar, “MOSAIC
Reflections”, June 2016
Published educational opportunities article in MCMLA Express,
September 2016
Committee members include:
Shawn Steidinger, Ben Harnke, Shelie Vacek, Maria Ford, Katie Dayani and Ben Bolin, and ex-officio members Rebecca Graves, Gwen Wilson and Christian Minter
HONORS & AWARDS COMMITTEE
Updated the Travel Scholarship applicant criteria to be more
inclusive
Revised the Lunch Award application timeline to coincide with MLA
registration
Selected Marilyn De Geus for the Chapter Council Roundtable
Lunch Award
MEMBERSHIP COMMITTEE
Mentor/Mentee Program Assessment
6 month assessment completed
All 4 respondents would recommend
program to a colleague
New mentor/mentee pairs have been
formed
New Member Bingo
Recognizing new members & chapter
leadership at Joint Meeting
MCMLA and Midwest chapters
participating
Exciting new way to recognize and socialize
with new members
MCMLA Poster Refresh
Completed by MLA
Voted on by Executive Committee
Available electronically – has not been printed
New Student Members
Contacted library schools in the region via
email and through social media
Encouraged students to join MCMLA & attend
Joint Meeting
NOMINATING COMMITTEE
Regular and Special Elections to fill leadership positions.
Worked with Bylaws Committee to recommend changes
PUBLICATIONS COMMITTEE
Continued publication of newsletter quarterly in 2015-2016, with issues in
February, May, August, and November
Recruited Erin Wimmer to write an occasional column on education and
instruction
Regular columns were submitted by Amanda Sprochi (MCMLA
Congratulates) and the Chapter president, Lisa Traditi
Past print issues of the Express with membership directories and bylaws in
RESEARCH COMMITTEE
Members self-selected 7 papers and 8 posters for Research Award
consideration
Will award three Research Awards at the Joint Meeting: Best Paper, Best
Poster, Viewer’s Choice
Goal for upcoming year: partner with Advocacy Committee to develop
WEB EDITOR/MCMLA-L LISTSERV
OWNER
Listserv activities (Sept 2015 – Oct 2016):
Worked with individual subscribers to address posts from “unrecognized” email addresses.
Web Editor activities (Sept 2015 – Oct 2016):
Monitored the MCMLA Twitter account during the Virtual Meeting; posted Virtual Meeting recordings & presentation files to the web site; drafted & sent thank you notes to participating vendors; provided attendance statistics to the planning committee.
Generated reports as requested.
Created and monitored Google forms for the
Nominating (regular & special elections) and Honors & Awards (STARS; Chapter Awards; Travel
Scholarship) committees.
Updated the MCMLA-L-Admin listserv.
Updated passwords for the Membership, Committee Chairs, and Chapter Chairs “dummy accounts”.
Finalized updates to settings in Wild Apricot for student memberships; contacted affected student members to inform them of the changes to their accounts.
Met with the incoming Treasurer and the outgoing Executive Secretary to provide information and training on payments by check for MCMLA dues.
Per instruction from the Executive Committee, adjusted access to the Policy and Procedure Manual (member-only access.
Worked with the Treasurer to plan for changes to the annual renewal period; to be applied between November 2016 & January 2017).
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 Twitter https://twitter.com/MidConMLA
IMMEDIATE PAST CHAIR
Completed a revision of the Chapter’s Policy and Procedure Manual
Submitted Chapter’s Mid-Winter Report to MLA
Served on the Nominating Committee
MCMLA VIRTUAL MEETING 2015
Attended by 170 people over 2 days
10 group registrations
47 CE certificates
Profit: $4,139.88
Revenue: $10,625
Expenses: $6485.12
2016 JOINT MEETING PLANNING
COMMITTEE
Planned the 2016 Joint Meeting with Midwest
Chapter.
Success!
You are at the Joint Meeting!
Membership Drawings at the end of this
meeting –
make sure you stick around!!
CHAPTER CHAIR REPORT
The horizon leans forward,
Offering you space
To place new steps of change…
Maya Angelou
“On the Pulse of the Morning
”EXECUTIVE SUMMARY
The Annual Meeting Task Force
proposed a schedule of annual meetings to include a virtual meeting
every other year starting in 2018.
MLA/Majors Chapter Project of the Year Award
in recognition of the 2015 Virtual Chapter Meeting.
The MCMLA Endowment Fund Task Force
our new endowment is official
MCMLA’s new five year strategic plan. Special Election
2015-16 GOALS
1. Create Strategic Goals for MCMLA - In process
Key Strategies:
Use Executive Committee (EC) to identify and set long term goals (2-5 years) Identify goals for this fiscal year- 2015-16
Share with membership via email list, website, newsletter
2. Evaluate virtual meeting - Annual Meeting Task Force (continuation from 2014-15) Completed
Key Strategies:
Create electronic survey, and
Distribute electronic survey and evaluate results
Recommend if and how to implement future virtual meetings.
3. Advocacy - Not completed
Key Strategies:
Work with newly combined/formed committee to identify strategic goal(s) Explore research ideas on advocacy with interested groups
4. Optimize communications with members - Not completed
Key Strategies:
Review MCMLA's communication methods and determine if an update is needed (newsletter,
THANK YOU!
Isn’t it funny how
day by day
nothing changes,
but when you look back,
everything is different…
C.S. Lewis
“Prince Caspian”
That’s a
llama!
DISCUSSION OF
NEW BUSINESS
INTRODUCING:
Gwen Wilson
1. FINALIZE THE MCMLA STRATEGIC PLAN
Key Strategies:
A.
Based on the feedback from membership
i.
Work with the Strategic Plan Task Force to prioritize MCMLA’s
Strategic Goals
2. ESTABLISH STRATEGIES TO ACHIEVE EACH
STRATEGIC GOAL
Key Strategies:
A.
Use Strategic Plan Task Force to develop strategies for each
goal
B.
Create a specific timeline and ownership [standing
committees] for all strategies
3. REVIEW EACH MCMLA COMMITTEE TO HELP
EASE THE TRANSITION FROM CHAIR TO CHAIR
Key Strategy:
A.
Work with the MCMLA Committee Chairs and Executive
Committee to consider the creation of a Vice-Chair role
within each committee
WE WANT YOU!!!!
We have Committee Openings:
Advocacy Committee Member
Bylaws Committee Member
Nominating Committee Member
Research Committee Member (1 or 2)
Annual Meeting Advisor Understudy
Annual Meeting Advisory Council
Gwen Wilson, MLS, AHIP gwen.wilson@washburn.edu
