Reports - Midwest Chapter MLA

Midwest Chapter/MLA Spring Executive Board Meeting
Combined Reports
March 30, 2012
Executive Board Reports
President
Janna Lawrence
Activities:
Filled remaining Committee vacancies and arranged to have website updated.
Contributed MIDLINE “President’s Message” to two issues.
Worked with Treasurer and Finance Committee members to hire and orient new Chapter
Auditor Michelle Dixon.
Began discussions with the Treasurer and Finance Committee about possible alternatives to
Acteva
Planned Spring Board Meeting.
Worked with the Chair of the State Liaisons Committee on the letter to state association
presidents about appointing their state liaisons. Answered several questions about this
process.
Invited to give a chapter update at the Iowa Health Sciences Library Association Spring meeting
in April.
Began work on a proposal to revise travel procedures to more adequately fund attendance to
the midyear Executive Board meeting.
This report is informational only and requires no action by the Board.
Midwest Chapter Midyear Report
Clare Leibfarth
Recruitment, Membership, and Leadership in the Profession
Chapter membership on October 14, 2011 is:
363 members; 53 new members
329 regular members; 33 new regular members
34 student members; 20 new student members
o Note: Membership for library school students is free.
33% used Acteva for online membership payment.
The Midwest Chapter Executive Board met once in the past six months:
Fall meeting: October 7, 2011 in Indianapolis, Indiana (President, Clare Leibfarth)
The meeting was well attended; one board member participated via Skype.
Chapter elections were held electronically in August 2011. Electronic ballots, utilizing Survey Monkey,
were sent to the 321 current members by e-mail. Responses were received from 176 members, which
is a 55% return rate. No paper ballots were necessary. Results of the Midwest Chapter/MLA 2012
officer elections are listed below:
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President-Elect Katherine Schilling
Treasurer Amy Donahue
Recording Secretary Chris Childs
Potential Nominee for MLA Nominating Committee Barbara Knight
At the conclusion of the Annual Chapter Business Meeting on October 10, 2011, outgoing President
Clare Leibfarth transferred the gavel to incoming President Janna Lawrence and newly elected officers
assumed their offices. Elected officers continuing their terms are Membership Secretary Katherine
Chew, Representative to the MLA Chapter Council Bette Sydelko, Alternative Representative to the
MLA Chapter Council Pam Rees, and Representative-at-Large Stephanie Schulte.
Efforts to update our chapter bylaws continue. The bylaws need to be brought in line with the 2010 MLA
Model Bylaws. Melinda Orebaugh will be chairing a special committee to guide this process. The
chapter will be voting on revised bylaws at the fall business meeting next year.
The Membership Committee used an online survey of the membership to get a sense of how well the
Midwest Chapter/MLA was serving its membership, what are the demographics of the current
membership, and if there were ways in which the chapter could improve or better serve its members.
407 survey invitations were e-mailed to 2010 and 2011 paid members. 232 responses were received,
an over 50% response rate. The survey consisted of 16 questions, including open-ended questions.
The preliminary survey results were presented as a poster during the 2011 chapter conference. During
the upcoming year, the Membership Committee will analyze the results, mining the data to develop
proposals for increasing membership and for improving service to the membership. Complete survey
results will be reported in the May 2011 issue of the chapter newsletter MIDLINE.
The 2011 Distinguished Librarian of the Year Award honored Sheryl Stevens whose more than 20
years of service to the chapter include a term as president. For 2011, the Awards committee revised
the criteria of this award emphasizing service to the chapter and the profession and simplified the
application process.
A Special Award ($100) was given to health sciences librarian Lenetta Atkins honoring her 50 years of
service in the library at Mercy Medical Center in Des Moines, Iowa.
The Jean Williams Sayre Innovation Award was not awarded in 2011. No nominations were received.
Archivist Mary Hitchcock is continuing work of the development of a retention policy for chapter
business documents, particularly documents relating to chapter conferences. Electronic
correspondence is a particularly thorny area of concern. The newly developed finding aid for the
chapter archives will be posted shortly to the University of Illinois, Chicago web site.
Chapter financial matters were extensively discussed at the fall Executive Board meeting and Annual
Business Meeting. The audit of the 2010 chapter accounts is ongoing and revealed issues with the
receipt of payments to the chapter made online, as well as some automatic debits payments that were
made in error. The resolution of these issues is nearly complete. The audit findings highlighted existing
concerns with our accounting processes. The chapter likely will be hiring a professional accountant as a
consultant to advise on improvements to chapter accounting processes. The Finance Committee has
many tasks ahead for 2012. Among their tasks are the consideration of changing from using Excel for
chapter accounting to using dedicated commercial software and the investigation of different vendors
for receiving online payments. The Executive Board also will be reviewing the 2004 Meetings Finances
Policy.
The chapter’s Travel Reimbursement Policy is currently under review with the goal of making it easier
for chapter members to become involved in chapter office by better reimbursing them for meeting
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travel. The location of the chapter Executive Board meetings and the costs associated with them will
also be reviewed.
Life Long Learning
The 2011 annual conference was held October 8-11 in Indianapolis, Indiana:
Co-hosted by the Indiana Health Sciences Library Association
Theme: “Faster, Higher, Stronger”
Featured speakers: Margo Coletti, Beth Israel Deaconess Medical Center in Boston, and John
Green, bestselling author
112 registrants, including 9 students
6 Continuing Education courses, 44 participants
21 contributed papers
19 poster presentations
GMR Tech Forum: Technology Improvement Award Outcomes
Volunteer mentor program for new members/first-time attendees
Future meetings being planned:
2012: Rochester, Minnesota, October 5-9
2013: Peoria, Illinois, October 3-7 (tentative)
2014: Bismarck, North Dakota
Annual Meeting Scholarships ($500 each) were awarded to library science students Cort Eyer (IN) and
Katy Mahraj (MI) to attend the 2012 chapter conference.
Professional Development Awards ($500 each) were awarded to support first-time attendance at the
2012 chapter conference by members Monica Corcoran (IN) and Dawn Hackman (ND).
Advocacy
The charge of the Professional Practice Committee has been updated to subsume advocacy efforts
which had been under the purview of the Advocacy Special Committee. Denise Rumschlag chaired that
committee for its short existence.
The Professional Practice Committee hosted an AHIP Q & A session with Kate Corcoran from MLA
during the 2011 chapter conference. The committee also exhibited at the conference, distributing
“Time=Money” advocacy materials and information on AHIP credentialing.
Chapter Governmental Relations Liaison Julie Schneider was reappointed to the MLA/AAHSL Joint
Legislative Task Force and will be attending the legislative visits in Washington, D.C. in spring and fall
2012. Home zip code information has been collected this year from chapter members to identify
congressional districts of members for use in future calls to action from the Governmental Relations
Liaison.
Knowledge Creation and Communication
Summary results of the Membership Committee’s survey of chapter members were presented as a
poster titled “The Typical Midwest Chapter Member” during the 2011 chapter conference. Complete
survey results will be reported in the May 2011 issue of the chapter newsletter MIDLINE.
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At the 2012 chapter conference, three Research Poster Awards will be awarded to presenters of
exemplary poster presentations. The Professional Practice Committee will develop the criteria for these
new monetary awards.
Partnerships
The Midwest Chapter offered a special reduced exhibitor fee to the Medical Library Association for the
2011 annual conference. The Annual Meetings Committee will be looking at is how to best
accommodate the financial concerns of other non-profit exhibitors.
The Midwest Chapter’s Representative to MLA Chapter Council, Bette Sydelko, is serving as the cochair
of the Joint Section/Chapter Council Task Force on Programming for MLA ’13. Chapter
Alternative Representative to MLA Chapter Council, Pam Rees, is the vice chair of Chapter Council and
chairs the Majors/MLA Chapter Project Award Jury.
MOTION
This report is informational and requires no action by the Board of Directors.
Respectfully submitted, October 17, 2011,
Clare Leibfarth, Immediate Past President, Midwest Chapter/MLA
Activities:
Immediate Past President/Nominations and Election Committee Report
Clare Leibfarth
Facilitated changing of signatories on the chapter bank accounts at U.S. Bank.
Advised when needed in resolution of chapter financial issues.
Appointed the following chapter members to the 2012 Nominations and Election Committee:
o Deborah Lauseng
o Mary Markland
o Mary K. Taylor
2012 Nominations and Election Committee Objectives:
Choose method/software for electronic balloting.
Identify candidates for 2013 officer openings.
Publicize election information and publish candidate biographies.
Conduct election of officers.
Announce final election results by mid-August 2012.
This report is informational only and requires no action by the Board.
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Current Financial Statement
President Elect
Katherine Schilling
No report.
Treasurer/Finance Committee Report
Amy Donahue
The current Financial Statement for March 16, 2012 (attached) shows a beginning balance of
$58,388.11 for all accounts and an ending balance of $49,803.00 for a net loss of $8,585.11. (Appendix
1)
Audit
Files for 2010 and 2011 were forwarded to Michelle Dixon, a professional accountant hired to perform
the audits for these years. Michelle has worked with the MLA South Central Chapter for years and was
contacted at the suggestion of Janna Lawrence. Although the physical files sent to Michelle for the
audit were lost in the mail, a full audit was able to be completed using electronic files and the much
appreciated help of various Chapter members who filled in the blanks. See attached final audit reports
for 2010 and 2011. (Appendix 2 and Appendix 3)
2011 Annual Conference
The 2011 Annual Conference unofficial statement showed a total income of $53,107.21 and total
expenses of $53,999.28, for a total loss of $892.07. We are waiting on one more small refund check,
and Barb Gushrowski will be checking the statement against her records once the ledger is closed.
Accounts
The signatory for the accounts was changed with the election of the new treasurer: both Amy Donahue
and incoming President Janna Lawrence were added to the accounts at the end of 2011. Clare
Leibfarth remains a signatory on all accounts.
Savings accounts: we currently have both a money market account and a CD. The current interest rate
for the money market account (as of March 16, 2011) is .01%. The current interest rate on the CD is
0.05% with an annual percentage yield of 0.05%. The CD will mature 6/11/2012.
At the end of 2011, the Midwest Chapter added a credit card to its accounts. The treasurer has the
physical card, which can be used to pay chapter invoices etc. The card’s limit is $12,500, and the
account is currently set up to automatically pay the balance on the billing date. This can be reviewed
and changed as needed, especially during the conference season, but in the meantime, it ensures that
small balances do not carry over to charge interest. The credit card is a cash rewards account ($1
back for every $100 spent) – there is no longer a rewards program associated with the checking
account.
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2011 Budget
Copy of 2012 Budget, which was approved on 10/09/2011, is attached. (Appendix 4)
Web Site
Due to sorting through other issues, no updates have been made to the website. This will be remedied
as soon as possible, and treasurer documentation from previous years as well as from 2012 will be
posted as available.
Finance Committee
The finance committee was appointed by the President. The group is currently exploring alternatives to
Acteva and assisting the treasurer with an Acteva contract to get the chapter through the remainder of
2012.
Activities
Goals
Attended 2011 Fall Board Meeting
Attended 2011 Midwest Chapter Business Meeting
Set up new signatories and credit card account
Worked with professional auditor to close the books on 2010 and 2011
Paid WHSLA for their share of the 2010 Annual Meeting
Went through all the physical treasurer files passed on from the previous treasurer, identifying
documents to be archived and documents to be shredded.
Created a Dropbox folder for all electronic documents
Reorganized and uploaded all electronic documents from the thumbdrive to Dropbox and
shared with auditor Michelle Dixon
Signed contract for hotel for 2013 Midwest Chapter Annual Meeting in Illinois.
Finalized system of bookkeeping under Michelle Dixon’s advice – sticking with simplified Excel
spreadsheet.
Close the books on the 2011 conference
Update the Chapter website
Determine whether to stay with Acteva in 2013 or move to another service
Add treasurer best practices and update timeline on Wiki to help future officers.
Sign formal contract with Michelle Dixon to retain her services for the chapter.
Board Discussion/Action Items
Outstanding items from 2010 and 2011 (see auditor’s reports)
Approve contract with Michelle Dixon
Determine where to account for Acteva fees – should these come out of the Finance budget, or
the areas covering the events (Membership/Conference)?
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Board discussion/approval is required on having Treasurer-in-training as a new office – unsure
of where this action item stands.
2012 Membership Committee:
Katherine Chew, Chair, 2011-2012
Mary Pat Harneige, 2011-2012
Anne Beschnett, 2011-2012
Membership Secretary/Committee
Katherine Chew
Activities
Updated membership forms for 2012
o Added retired category to membership forms
o Expanded membership renewal form to make mailing address more clear, expanded
professional opportunities section to allow members to indicate elected office and
committee choices.
Activated Acteva event for 2012 membership renewal
o Updated forms for 2012
o Created new category for retired
Mailed out membership renewals Jan 2012
o Emailed follow-up renewal notices on February 27th
Contacted Allan Barclay as Midwest Chapter webmaster
o Provided updated membership forms to post
o Online url for online registration
o Changed login and password to access directory (the login and password were about
three years old)
Membership stands at 268 as of 15 March 2012. The chapter currently has eight (8) new
members, of which two (2) are students. 52 members total have used Acteva for
joining/renewing (51 regular members/1 retired), three (3) of which were new members. Six (6)
members renewed at the new “retired” category. We currently have only four (4) student
members listed
Received membership renewals and passed checks on to Treasurer
Updated the membership database and renewals as received
Notified members of receipt of dues
Prepared report for Spring Board meeting
Responded to requests from members and potential members for information
Provided list of potential committee members to Clare Liebfarth
Provided list of new members to Mary Taylor
Facilitated membership display exhibit poster for local area events, such as Kent State Career
Night, OSU Career Day.
With the help of the Membership Committee, conducted an analysis of the open-ended
responses from the 2011 Midwest Chapter Membership Survey.
o Open-ended questions were placed into categories and then analyzed for themes and
potential recommended action items
o Presented report to Executive Board at Spring 2012 meeting (Appendix 5)
This report is informational and requires no action by the Board.
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Activities since Fall 2011
MLA Chapter Council Representatives Report
Bette Sydelko, Chapter Council Representative
Pam Rees, Chapter Council Alternate
Bette and Pam attended the Midwest Chapter/MLA Board Meeting and annual conference
of the Midwest Chapter of the Medical Library Association in Indianapolis, Indiana in
October 2011.
Bette and Pam sent messages to Midwest Chapter e-mail discussion list regarding MLA
activities.
Bette and Pam joined in Chapter Council e-mail discussions.
Pam carried out the duties of Chapter Council Vice-Chair.
Bette, as Co-Chair (representing Chapter Council) of the Joint Section/Chapter Council Task
Force on Programming for MLA 2013, worked with Terry Jankowski (Co-Chair representing
Section Council) and members of the task force to plan a plenary session for MLA 2013.
Four names have been submitted as possible speakers. The task force will meet at MLA
2012 in Seattle.
Pam is a member of the above mentioned task force.
Bette served on the CC Continuing Education Committee and kept the wiki up-to-date.
Bette completed action items from Fall 2011 executive board meeting; surveyed other
chapters regarding annual meetings attendance and costs to exhibit
Pam served on the Search Committee to identify the next Editor for the MLA News.
Pam chaired the MLA Major’s Chapter Project of the Year Award Jury
Bette and Pam served as mentors for attendees at the Fall Midwest Chapter Meeting
Objectives for Spring and Summer 2012:
Pam plans to mentor a first time attendee at the 2012 MLA meeting.
Pam and Bette will facilitate or record for a Chapter Sharing Roundtable at the 2012 MLA
meeting.
Bette and Pam will complete Chapter Council assignments and monitor Chapter Council email
discussion list.
Bette and Pam will keep the Midwest Chapter informed about MLA activities.
Bette and Pam will attend the MLA Chapter Council meeting in May 2012.
Bette will provide news from MLA for the MIDLINE newsletter.
Keep Midwest Chapter Policies and Procedures updated for the Chapter Council
Representatives.
Bette and Pam continue to work on Joint Section/Chapter Council Task Force on
Programming for MLA 2013.
Pam will work on updating Chapter Council manuals.
This report is informational and no action is required.
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Representative-at-Large/State Liaisons Committee
Stephanie Schulte
Committee Members (State Liaisons) (as known on 3/14/2012): Irene Williams (Illinois), Joan Zivich
(Indiana), Eileen Hansen (Iowa), Ann Schaap (Kentucky), Leslie Burke (Michigan), Donna Barbour-
Talley (Minnesota), Lila Pederson (North Dakota), Stephanie Schulte (Ohio), Michael Venner
(Wisconsin).
Activities October 2011 through March 2012
Gathered and submitted news items for the State Associations Report for the November
(Indiana, Kentucky, Minnesota, Ohio) and February (Michigan) issues of Midline.
Submitted article to OHSLA Newsletter promoting the 2011 Midwest Chapter meeting
Indianapolis and highlighting Ohio contributors to the conference.
Exhibited at Kent State Library Career Fair in Kent, Ohio, on February 28, 2012. (Clare
Leibfarth)
Chair maintained periodic communication with state liaisions through three emails related to
information for the newsletter and also the possibility of having a conference call or creating
another online venue to discuss committee charge prior to chair stepping down in October.
Ongoing Goals
1. Send letter to state association presidents to clarify the state liaison appointment.
2. Continue to promote Midwest Chapter through various state association meetings and library
school fairs.
3. Continue to serve at State News section editor and submit relevant news, announcements and
reports for Midline as requested by the editor.
4. Review charge of state liaisons committee to provide clarity about expectations for state
liaisons. Conduct a conference call or other online discussion option to collect information
related to this goal.
5. Identify a streamlined method of tracking new state liaisons and presidents to aid in maintaining
contacts between the Representative at Large and the state liaisons.
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2011 Activities:
Appointed Officials
Archivist
Mary Hitchcock
1) Maintain permanent records for the Midwest Chapter-MLA
2) Created a draft proposal of Midwest Chapter-MLA Archives Retention Schedule (Appendix 6)
3) Updated a draft proposal for the position of Archivist with the Policies and Procedure Manual
(Appendix 7)
4) Finding Aid for Midwest Chapter Archives now online via UIC Special Collection Dept:
http://www.uic.edu/depts/lib/findingaids/MSMCML.html
5) Updated record of Board members and years served via Excel spread sheet.
6) Answered questions about the chapter or lineage of leadership as they arose.
7) Verified with Records Manager at University of Wisconsin, Madison that even though personal
professional emails are usually used to conduct Midwest Chapter-MLA business, in the event of
an Open Records Law request, Midwest chapter business does not fall under said request.
Midwest Chapter-MLA is a separate entity outside of our homes institutions.
2012 Objectives:
a. Maintain permanent records for the Midwest chapter that will include, but not limited to:
Executive Board meetings, committee minutes, financial information, membership, annual
conferences, and various realia.
b. Communicate with past committee chairs to acquire chapter records.
c. Continue to complete previous archives objectives noted in past reports.
d. Ponder idea of possibly creating index for Midline, newsletter.
e. Visit UIC to incorporate new records into collection and update finding aid.
f. Develop a better/more robust online presence.
This report may require action by the Board for “2011 Activities” points 2 & 3.
Materials for archives should be sent to:
Midwest Chapter/MLA Archives
c/o LHS, Special Collections
University of Illinois Chicago
1750 W. Polk Street
Chicago, IL 60612
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Committee Goals for 2012-2013:
Governmental Relations Liaison
Julie Schneider
Committee Chairs
Annual Meetings Committee Reports
Donna Barbour-Talley
Plan and conduct chapter meetings with interesting content at affordable prices for members
Resolve financial issues and strengthen financial planning for centralized financing of Annual
Meetings
Prepare transition plan to new chair for 2014-2015
The Chapter has three annual meetings in the planning stages, one complete and one nearly complete.
2010 – Madison WI
Julie Schneider & Barb Sisolak, 2010 Conference Co-Chairs
The audit of financial records has been completed and the problems resolved satisfactorily. The
Wisconsin Health Sciences Library Association has been paid for its share of the profits from the 2010
meeting. Some clarification of the procedure to use in the payment will be worked out and
documented.
2011 – Indianapolis IN
Barbara A. Gushrowski, 2011 Conference Coordinator
The final report from the 2011 meeting has just been received. The final financial statement is awaiting
the Chapter auditor’s review, although it appears that the meeting lost about $8000, primarily due to the
penalty for not enough hotel rooms booked.
Oct 5-9, 2012 – Rochester MN
Donna Barbour-Talley & J. Michael Homan, 2012 Conference Co-Chairs
Planning is on target for the 2012 meeting in Minnesota. The keynote speaker on Sunday will be David
deBronkart, known as E-Patient Dave, who has become a strong advocate for informed patients as
partners in their care. The Monday speaker will be Jennifer Nelson, co-editor of the Mayo Clinic Diet
and the New Mayo Clinic Cookbook. In addition, there will be a cooking demonstration by a chef from
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the Mayo Center for Healthy Living. Also included in the program will be a Technology Forum in
cooperation with the GMR, contributed papers and posters.
Social events will include a welcome event in the Exhibits area on Saturday evening and a dinner
reception at the Rochester Art Center on Sunday. Additional tours of Mayo Clinic facilities and a
Rochester Trolley tour are being planned as well. Five CE courses are scheduled, three offered on
Saturday and two on Tuesday. An initial contact has been made with prospective exhibitors.
The budget for the meeting is in excellent shape, as expenses are quite affordable in Rochester for
items such as catering and audiovisual support. Continuing Education is projected to break even. If
the number of exhibitors remains at the 20 we have had for the last several years (and not including
any additional sponsorship revenue), we would need 70 attendees at a registration rate of $250 to
cover the fixed costs.
The Publicity Committee has been adding information to the conference website and is actively
promoting the conference through newsletters and email lists. The Call for Papers and Posters,
including announcement of the Chapter’s new research award, will go out in April. We anticipate
opening registration through Acteva in early July.
Oct 4-8, 2013 – Peoria IL
Roy Jones, 2013 Conference Coordinator
The Midwest Chapter, MLA / HSLI 2013 Joint Conference will be held in Peoria and East Peoria, Illinois
and will run from Friday, October 4 th until Tuesday, October 8 th , 2013. The Embassy Suites, East
Peoria has been selected as our conference site. The hotel contract is currently in negation with Jill
Berkowitz of Group to Go working with the hotel and the local Conference Planning Committee to
finalize the contract. Treasurer Amy Donahue has been kept appraised of the contract status.
Committees have been selected and will be more active as the hotel contract is finalized. The program
committee has created an outline of the program events as that is a necessary part of the negotiations
with the hotel.
2014 – Bismarck ND
Mary Markland and Ann Pederson, 2014 Conference Co-Chairs
Space has been reserved at the Radisson Hotel in Bismarck for Oct 10-14, 2014. No contract has yet
been signed, due to concerns about Bismarck as a location. The oil boom in western North Dakota is
currently straining capacity for both airline flights and hotel rooms in Bismarck. Mary will be talking with
the Bismarck Convention and Visitors Bureau to assess the situation and it will be discussed with the
state group in the next few weeks.
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On the plus side, Bismarck is quite different from Fargo and has some good options for tours and fun
stuff. The only other option would be to hold it in Fargo again, as the situation in Minot is even worse
than Bismarck and Grand Forks does not have a good venue for the conference. If Bismarck is the
choice, people will need to make their plans early. Input from the Board about the situation would be
most welcome.
2015 – KY
I had an inquiry from the Lexington Convention and Visitors Bureau that I forwarded to the KMLA
president, Carla Townsend. They will discuss the matter at their May board meeting.
This report is informational and requires no action by the Board.
Faster – Higher - Stronger
Indiana Final Report
Midwest Chapter MLA – 2011 Indianapolis, Indiana October 7-11.
The 2011 Annual Meeting of the Midwest Chapter of the Medical Library Association and the
Indiana Health Sciences Libraries Association was held in Indianapolis, Indiana on October 8 th
through 11 th at the Indianapolis Marriott Downtown.
The theme for the conference was “Faster, Higher, Stronger”. The keynote speaker was Margo Coletti,
who shared how she transformed her library at Beth Israel Deaconess Medical Center into a
Knowledge Management Center, as well as her experiences with a Knowledge Management project at
the New England region of the NN/LM. The plenary speaker was local author and videoblogger John
Green, who shared his views on the Internet, connectedness, healthcare and reading. At the
Technology Forum, co-sponsored with the Greater Midwest Region, four librarians from different types
of libraries shared how they utilized technologies funded by NN/LM GMR Technology Improvement
Awards to carry out innovative projects. Rounding out the program were 19 contributed papers and 19
posters. Updates from the GMR, NLM and MLA and the Annual Business Meeting of the Chapter were
also held.
Six continuing education courses were offered. On Saturday, there were two half-day classes and one
full day class. On Tuesday, there were two half-day classes in the morning and one six-hour class.
The conference opened with an Exhibitor Event and Welcome Reception from 7:30 to 9:00 pm on
Saturday. The Sunday evening social event was a Tailgate Party at the NCAA Hall of Champions,
where members were able to view the exhibits and participate in various sports activities.
Exhibitors included 16 vendors plus the Medical Library Association and the Greater Midwest Region of
National Network of Libraries of Medicine. Tables were also included for the Professional Development
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Committee and the 2012 Midwest Chapter Annual Meeting promotion. In spite of tight economic times,
$19,540 was raised through exhibitor fees and sponsorships.
Technology costs were high, so the co-chairs were able to borrow many pieces of equipment from
conference planning members to cover more than half the needs. There was limited free wireless in
the hotel, but the committee was able to negotiate for some lower rates for vendors.
Prior to the meeting, the Publicity Committee developed the logo and used a Save the Date bookmark
with the invitation to Indianapolis at the 2010 Midwest Chapter meeting. The committee maintained the
conference website and sent announcements to newsletters, listservs, and library schools in the region.
Registration was handled primarily online through Acteva, although there were also 22 registrations by
mail and 10 on-site.
Attendance:
Full Conference Members (includes 7 late) 88
Full Conference Non-Members (includes 1 late) 2
Full Conference Students 6
One Day Members 9
One Day Non-Members 1
One Day Students 2
CE Only 5
SUBTOTAL PAID ATTENDANCE
Tech Forum & Other Speakers/Presenters not
otherwise registered (no charge)
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113
TOTAL (excluding vendors) 124
Vendors 28
TOTAL (including vendors) 152
Attendance at the meeting was considerably lower than anticipated. The original contract with the hotel
was for 350 room nights, and although that was reduced to 325, it was still about 125 room nights too
many. Since we did not reach the 90% fill-rate, we were forced to pay $8,800 in penalties.
The chapter’s auditor will prepare the official financial report for the conference. There is still some
revenue to be received from a refund by the NCAA and one Acteva check that is being reissued. It
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appears that the meeting will lose approximately $8000, mostly explained by the hotel penalties above,
as all other expenses were at or below target.
All of the Indiana planning team worked hard to make the conference a success and the meeting was
well-received by attendees.
Conference Coordinator Barbara A. Gushrowski – IU School of Dentistry Library
Continuing Education Chair: Heather Coates - University Library/IUPUI - Indianapolis
Julia Wood - IVY Tech Health Sciences Library-Indpls
Patty Lunsford - St. Elizabeth Region Health-Lafayette
Joan Zivich - Community Hospital – Munster
Exhibits Co-Chairs: Patty Lunsford - St. Elizabeth Region Health-Lafayette
Jennifer Helmen - St. Joseph Regional Medical Center
Hospitality Chair: Carolyn Martin – St. Vincent Hospital Indianapolis
: Chris Bockrath – IU Health – Indianapolis
Kacy Allgood – IU School of Medicine Library
Beth Whipple – IU School of Medicine Library
Shannon Johnson – IPFW
Liz Orban – Baker and Daniels
Hotel Arrangements Co-Chairs: Carolyn Martin – St. Vincent Hospital Indianapolis
Denise Rumschlag - St. Vincent Hospital Indianapolis
(Denise handled all technology for the conference)
Program Co-Chairs: Kelly Kaneshiro – IU School of Medicine Library
Beth Whipple – IU School of Medicine Library
Monica Corcoran – Deaconess Hospital Evansville
Barb Gushrowski – IU School of Dentistry Library
Publicity Chair: Kacy Allgood – IU School of Medicine Library
Chris Bishop – Community Hospital Indianapolis
Registration Chair: Elaine Skopelja – IU School of Medicine Library
Margie Wilson – Sigma Theta Tau International
Susan Miller – St. Catherine Hospital – East Chicago
Ryan Ayers – St. Francis Hospital Indianapolis
Sally Sturgell – Johnson Memorial Hospital
Chris Bockrath – IU Health – Indianapolis
Chuck LeGuern – Memorial Hospital – South Bend
Finance Chair: Barb Gushrowski – IU School of Dentistry Library
Marie Becker - St. Joseph Hospital - Kokomo
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Awards and Scholarships Committee
Liz Fine, Chair
Members: Bette Sydelko (OH), Diane Hummel (MI), Kelly Thormodson (IA), Katherine Schilling (IN)
2012 Goals and Objectives
Administer Chapter’s 2012 awards program:
o Chapter Council Roundtables Luncheon Awards: 4 @ $38 each (2 given to Chapter
members; 2 given to MLA)
o Annual Meeting Scholarship Awards: 2 @ $500 each
o Professional Development Awards: 2 @ $500 each
o Distinguished Librarian of the Year Award: 1 @ $500
o Jean Williams Sayre Innovation Award: 1 @ $500
Update description and application files for all Awards.
Promote and actively solicit applications and nominations for all awards.
Evaluate applications/nominations and choose recipients according to established selection
procedures and timetables.
Review application/selection/evaluation criteria for each award and consult with Chapter Board
before implementing major changes.
Present/announce/acknowledge recipients of all 2012 awards at Chapter’s Annual Business
Meeting on October 8 in Rochester, MN.
Submit spring and fall reports to the Chapter Board.
Review/revise/update Committee procedure manual at Chapter’s PBWorks wiki site.
2012 Activities To Date
Updated all award information and application files for 2012 and routed to Chapter webmaster.
Assigned each Committee member an award to publicize.
Began publicizing “Free Lunch” Award.
Updated Committee’s policies and procedures at wiki site with changes to date.
This report is informational and requires no action by the Board.
Communications Committee
Beth Whipple, Chair
ConnectMidwest Blog
Currently, the blog does not have an editor. The blog is still active, although it has been used mainly (as
of late) for conference blogging.
Past year: 23 posts, 22 of which were 2011 Midwest Chapter conference related
Work accomplished:
Amy Donahue, Clare Leibfarth, and Beth Whipple blogged for the 2011 Midwest Chapter
meeting.
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Upcoming objectives:
Let the blog go on haitus for the summer (a few updates but not a regular schedule )
Relaunch Connect Midwest with bloggers at the Midwest Chapter conference in Rochester
Appoint a blog editor for ConnectMidwest
Recruit several bloggers for ConnectMidwest (with responsibilities to post once a month)
MIDLINE
Current editor: Barbara Gushrowski
Midline is published quarterly with the help of frequent chapter contributors, including: Clare Leibfarth,
Liz Fine, Stephanie Schulte, Mary Taylor, and many more
Work accomplished:
Publication timeline created
New editor found
Four issues of MIDLINE were published in 2011
Upcoming objectives:
Begin a regular feature on publications and presentation done by members
Web Master
Webmaster: Allan Barclay
Assistant Webmaster: Brian Finnegan
Work accomplished:
Brian updated the 2012 Executive Board roster page and Elected Officers page.
Maintenance of WordPress blogs for MIDLINE and ConnectMidwest
Maintenance of Chapter website
Administrative work on Chapter wiki
Upcoming objectives:
Explore MLA’s “Cover It Live” service to track conference tweets
Update the state chapter websites
Site cleanup/review of Chapter website
Possible archiving of the Chapter website
Archive chapter photos
This report is informational and requires no action by the Board.
Professional Practice Committee
Natalie Reed, Chair
Members: Heidi Duggan, Diane Hummel, Ruth Holst
The Professional Practice Committee will have met twice by the March board meeting, 2/28/12 and
3/21/12. We have been working on creating a Chapter Research Award. It will be modeled on the
MLA annual meeting paper and poster research award and the Southern Chapter Research
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presentation award. We plan to use the approved $500 to award both papers and posters at the
annual Chapter meeting (instead of just posters) if the board approves. The draft plan will be presented
to the board in March.
This report requires action by the board.
Bylaws Special Committee
Melinda Orebaugh, Chair
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