VLACRL

Virginia Library Association College & Research Libraries Section

A Chapter of the Association of College and Research Libraries (ACRL)

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Meeting Agenda and Minutes
April 29, 2005

 

Agenda

ACRL Virginia Chapter/ VLA Academic Section
Brainstorming/Planning Meeting
Darden School of Business, UVA
April 29, 2005

Chaired by Candice Benjes-Small, Co-chair

Meeting begins by 10:15 am; lunch at 12:30

  1. Introductions

  • who is attending

  • who am I, how did I end up co-chair, how did this meeting come about

  • our relationship to VLA and ACRL

  1. Discussion of goals for Chapter

  • what do we want out of the Chapter

  • what do we hope to avoid

  1. Deciding Fall Conference

  • one preconference workshop

  • two presentation slots

  • may need executive council approval

  1. Break into groups to discuss:

  • Membership issues, relationship with other organizations

  • Programming and networking opportunities

  • Structure of Chapter (do we want a hierarchical scheme? A steering committee? Committees? Special Interest Groups?)

  1. Come back together as a big group and discuss findings of smaller groups

  2. Settle plans for upcoming year.

Meeting adjourns at 2 pm.

Minutes

ACRL Virginia Chapter/ VLA Academic Section
Brainstorming/Planning Meeting
Darden School of Business, UVA
April 29, 2005

Chair: Candice Benjes-Small, Chapter/Section Co-Chair (Radford University)
Recorder: Eric Ackermann (Radford University)

Others Present: Gladys S. Bell (Hampton University), Nell Chenault (Virginia Commonwealth University), Kathy Clarke (James Madison University), Jean Cooper (University of Virginia), Patricia DeMars (Randolph-Macon Woman's College), Marcia Dursi (Marymount University), Jim Gwin (University of Richmond), Elizabeth Henderson (Lynchburg College), Gene Hyde (Radford University), John Jaffe (Sweetbriar College), Jennifer Keach (James Madison University), Karen King (Darden/University of Virginia), Virginia Kinman (Longwood University), Elizabeth Kocevar-Weidinger (Longwood University), Dorothy Lockaby (George Mason University), Amanda Myers (Mary Baldwin College), Nancy Newins (Darden/University of Virginia), Sue Norman (Hampton University), Lene Palmer (George Mason University), Daille Pettit (James Madison University), Karen Pifher (Bridgewater College), Laurie Preston (Randolph-Macon College), Monique Prince (Virginia Commonwealth University),Jamie Redwine (Hollins University), Joan Ruelle (Hollins University), Jill Stover (Virginia Commonwealth University), Donna Tolson (University of Virginia), John Tombarge (Washington & Lee), Luke Vilelle (Virginia Tech), Lynda White (University of Virginia)

Meeting began at 10:15am.

I. Introductions

A. Candice introduced herself, after which we went around the room introducing ourselves.

B. Why we are here.

1. ALA and VLA conferences mostly public and school library focus.

2. Reflects a growing desire among the state's academic librarians for more academic library-related activities.

3. Current status of ACRL/VA chapter.

4. How Candice became co-chair in January 2005.

C. VLA-ACRL relationship.

1. ACRL requires state chapters to be either stand-alone organizations or to be attached to their state associations. (This was announced in 1996 with a 2000 deadline).

2. If we became stand-alone, would have to file incorporation papers, get insurance, etc.

3. VLA provides assistance with planning and conferences.

4. Support from ACRL: we get $1 per Virginia member (approx $300) for postage and mailings; once a year we can get a membership roster.

5. VLA really, really wants to increase participation and esp. membership by academic librarians.

6. ACRL-VA chapter has absolutely no budget of our own.

7. Brochure for VLA Foundation distributed.

8. ACRL-VA chapter listserv. Will ALA support a list-serv? (Will require a listserv manager.) Start a listserv on VLA website?

II. Goals for chapter

A. Want

1. Means to communicate with other academic librarians in state.

2. Local/in-state continuing education/program opportunities (important during times of travel budget limits).

3. Networking opportunities.

4. Interest groups: informal/inexpensive exchange of pragmatic experience.

5. Possibilities for intra-institutional collaboration.

6. Consideration of things VIVA not doing (i.e., gaps, or not appropriate for VIVA to do)

a. Regional level activities (e.g., virtual reference, small consortia subscriptions)

7. Share with non-academic libraries.

8. Strengthen connection with VLA, DCLA, MDLA, NCLA.

9. More academic programming with and within VLA Para-Professional Forum.

10. Mentoring opportunities.

11. Opportunities to be professionally active.

12. Legislative committee (watchdog function): work with VLA advocacy committee.

13. Get buy-in from all libraries

B. Don't want

1. Paperwork.

2. Compete with VIVA or VLA.

3. Take on too much.

4. Meta-meetings (meetings about meetings, meeting just to meet).

5. Too much committee work [i.e., don't overburden group; effective use of time; start small].

6. Elitist [e.g., include community colleges, HBCU].

III. Deciding the Fall Conference (October 20-21, 2005)

Easy to drain in-state talent fast. Bring in out-of-state speakers if possible.

A. Preconference workshop (4 hours; 19 October)

1. Reviewed options on list attached to agenda.

2. Focus on topic "Statistics for Librarians"

a. First choice: Phil Davis. He may be able to provide a back-up person. Need to send his superiors a persuasive letter to convince Cornell University Library to let Davis come. John Jaffe volunteered to see to this.

b. Alternative in-state possibilities will be coordinated by Lynda White and Laurie Preston if necessary.

B. Presentations (45 minutes; one on Thursday and Friday)

1. Topic first presentation: Copyright.

a. First choice: Carrie Russell from ALA (DC office) is willing to focus the issue: fair use as applies to ILL and e-resources.

b. Alternative in-state possibilities will be coordinated by Nell Chenault if necessary.

2. Topic second presentation

a. Discussed list attached to agenda

b. Possible topics discussed and voted upon (votes given in parentheses after each topic):

  • College freshman-high school senior (14)*

  • Tech services summit (1)

  • Citation format (10)

  • LibQUAL panel (8)

  • Library as place (10)

  • Worklife/climate survey (15)* [Lynda White is contact for this]

c. Top two choices (denoted with an *) were selected for further consideration by the "Program" small group.

3. OCLC Policy Directory Update Presentation. Jean Cooper will investigate working with exhibitors like SOLINET to do a presentation and have a booth in the exhibits area at the VLA Fall Conference.

IV. Break into small groups [see agenda]: 11:30- 12:15, then lunch; reassemble into main room @ 1:15.

V. Discussion of small group findings

A. Programming group

1. "College freshman-high school student" as second presentation at VLA annual conference.

2. Blended librarians and holistic librarians: Programs that allow different groups to get together and learn how to get along.

3. Blend of local and out of state talent for workshops/presentations.

4. VLA annual conference

a. Revive poster sessions.

b. ACRL sponsored roundtable luncheons.

c. Change to spring when academics are not so busy.

6. Yearly schedule

a. Fall, VLA conference; Spring, workshop

b. Alternative: Fall, workshop; Spring, conference

c. Summer program (in addition to Spring or instead of)

d. Business meeting in Spring to determine ACRL Fall offerings.

7. Programming committee: Do we need a formal program structure.

8. Spread out programming geographically

B. Structure group

Proposed Organizational Structure

Keep current informal structure: no bylaws

Members:

Membership in VLACRL is automatic if

1. one is a member of ACRL (Association of College and Research Libraries) and lives in Virginia AND/OR

2. one is a member of the Academic Section of VLA (Virginia Library Association).

Officers:

Chair

Co-chair

Secretary/Treasurer

Regional representatives (6: one from each VLA region of Virginia)

These 9 people will constitute an informal board.

Terms:

All terms are 2 years

Chair and co-chair are staggered: select a co-chair each year; co-chair becomes chair the next year

Regional reps terms are yearly positions, chosen from among volunteers from regions

Duties:

Chair

  • Serves on VLA Council
  • Attend fall and spring state-wide meetings
  • Calls and makes arrangements for spring meeting
  • Solicits nominations for co-chair and secretary/treasurer
  • Holds in person election for co-chair and secretary/treasurer at fall conference business meeting
  • With Co-Chair, sets agenda and chairs fall and spring meetings
  • Must be a member of VLA
  • Membership in ACRL is encouraged but not required

Co-Chair

  • Serves on VLA Council
  • Assists with arrangements for spring meeting
  • Attend fall and spring state-wide meetings
  • Builds membership
  • Solicits nominations and selects regional reps
  • Manages listserv
  • Manages website
  • With Chair, sets agenda and chairs fall and spring meetings
  • Must be a member of VLA
  • Membership in ACRL is encouraged but not required

Secretary/Treasurer

  • Serves as ACRL Liaison
  • Attend fall and spring state-wide meetings
  • Records minutes of any business meetings
  • Keeps records of the organization
  • Manages any financial issues for the organization
  • Maintains a "wish list" of potential speakers
  • Must be a member of VLA
  • Membership in ACRL is encouraged but not required

Regional Representatives

  • Attend fall and spring state-wide meetings
  • Manage regional meetings if those are desired
  • Connect with library school students in the region
  • Maintain contacts with each academic institution in the region
  • Must be a member of either VLA or ACRL

Board

  • Develop programming for the fall conference with VLA and for spring state-wide meetings that will not compete with national ACRL conferences. Programming can include, but is not limited to:

  • Sessions and panels

  • Poster sessions

  • Workshops

  • Roundtable luncheons

  • Programs that cross library functions (e.g., reference and technical services)

  • Programs with a blend of in-state and out-of-state speakers

  • Teleconferences

  • Discussion groups

  • Create and disband committees and special interest groups as needed
  • Hold business meetings at fall and spring state-wide meetings

C. Membership groups

1. Partnership with VLA (keep for now).

2. Communication: use the VLA ACAD listserv

a. Any ACRL or VLA member can join it.

b. How to join list

(1) Link to webpage (http://www.vla.org/cgi/wa.exe?SUBED1=vla&A=1).

(2) Step 1, "Select List" (third item down). Select "VLA ACAD Virginia library Association Academic Libraries Section List" from the pull-down menu. (Due to a peculiarity of the listserv program, you must select the specific list to join *first*, otherwise it will erase all the other information you have entered (i.e., name, email address, etc).

(3) Step 2, Complete rest of form.

3. Single, joint email to all members of VLA ACAD, VICULA, and ACRL.

4. Single contact person at each institution (via regional representative).

5. VLACRL is a cool name. Sample graphics explored.

6. Website. Keep it simple at first: just have mission, explanation of dual existence (VLA, ACRL), workshops, how to join (Jennifer Keach volunteers to work with Steve Helm on this.)

VI. Wrapping it up

A. The attendees showed their appreciation to Candice Benjes-Small for organizing meeting, and to Karen King, Nancy Newins, and Lynda White from UVA for handling the logistics of the meeting and lunch.

B. Announcements

1. At ALA Annual Meeting in Chicago: Sunday, June 26, 2005 @ 1:30-3:30 p.m.: "Teaching, Learning, and Leading: Key Roles for Librarians in the Academic Community"

Meeting adjourned @ 1:53pm.

Respectfully submitted this 5th day of May, 2005 by Eric Ackermann.

Questions about this page? Contact Jennifer Keach