Meeting Notes, August 1 2007

Below are meeting notes for 8/1/07. They will also be distributed in email. The next meeting is Wednesday September 5 at GMU's Fenwick Library 2nd floor conference room. Jessie Schwab will the chairing that meeting as my library is opening it's temporary location after 3 months of being closed that very morning.

Minutes for VLA Region V Committee Meeting
August 1, 2007
GMU Fenwick Library 2nd Fl. Conference Room
10-11:30 AM

Members Attending: Karim Khan, Jessica Schwab, Linda Baer, Mary Pappano, Matt Todd, Jerilyn Polson, Irene Osterman, Jackie Peterson, Caroline Labbe

Co-chair nomination

Karim asked the committee to consider Jessica Schwab as co-chair of the Region V committee. It was agreed that Jessica Schwab would be the co-chair.

VLA Membership

Discussion ensued regarding ideas/brain storming on how to increase membership in VLA. The VLA Council meeting in June covered this topic and was looking for input from current members. Jessie Schwab mentioned that Stella Poole will be the chair for that initiative.

The ideas were as follows:

1) It would be a good idea to find out throughout the state when library systems will be having staff days and send a representative to give a small talk on what VLA means to them and why it is important for library employees to join. We will be sending our own committee member Linda Baer to the Central Rapp. Staff day on Friday September 28 to do just that.
2) When ever a VLA member is invited to a library school to discuss their career they should make an effort to plug VLA membership and mention why it is beneficial to library school students to join as students. Karim had been asked to speak at a presentation at Catholic this Friday August third and he will give VLA a plug. We will also work on getting on the agenda for the Catholic Library School new student orientation in late August. A note on this idea, we should be proactive about this and offer to send a panel of professionals to make a presentation to students and also plug VLA at the same time (on an annual basis?)
3) Could VLA consider a lifetime membership?
4) Could Linda Hahne (or whomever you think is appropriate) do some digging and send letters (or phone calls, emails) to people who had been members for awhile and then dropped their memberships and find out why they dropped their membership? Possibly offer them a one time discount if they rejoin.
5) We discussed that people throughout the state may want to know (at least in general terms) how their dues are being utilized and what are the benefits? Some of the items we tossed around were scholarship monies, money to pay the salary of our lobbyist, newsletter and Virginia libraries, continuing education courses and the conference. Other benefits include the VLA conference and the paraprofessional conference, networking, regional workshops and forums. But technically speaking, librarians can attend these functions without belonging to VLA.
6) As a cost savings measure we were wondering if we could offer the option to new members to receive the newsletter online or through snail mail. It was also mentioned that Virginia Libraries should possibly only be available for institutional memberships.
7) We thought a survey with library directors on how professional memberships and functions are usually paid for at their institutions would be helpful. Also if and how do they spread the word and/or encourage participation in professional activities.
8) Emphasize that being an active professional often does translate into being hired or promoted.

Karim mentioned that he would be sending out the annual e-mail that includes all the current VLA V members in Virginia inviting them to join the committee. He will be doing that in September.

Programs for 07-08

Fall Field Trip: The contact at the Smithsonian American Art Museum/ National Portrait Gallery Library is, Susan Frampton. Irene Osterman will ask her if it is possible to arrange the trip for a Thursday in October and we are aiming for Oct. 11 at about 10 AM. There was some discussion about how many people will be likely to attend and how we spread the word last year. Update from Irene:

I contacted Susan Frampton of the Smithsonian and she will get back to me with final word after she finishes her discussions with personnel at the museums. The American Art/National Portrait Gallery museums open later than the other museums-at 11:30 instead of 10. What she is looking into is our doing a tour of the library around 10:00 and then going over to the museums for a docent tour when they open. We will have to limit the group to 20. Can you let the rest of the committee know.

Spring Program: Materials were handed out to members of the committee who have missed the last two meetings, regarding CJ Critt and Recorded Books doing a joint presentation on April 3, 8:30-12:30 at Bull Run Regional Library. More discussion on who CJ is and what she is well known for. Some concern about Recorded Books now needing a half hour to speak but it was decided that we could work with that. Other discussion ensued with ideas about whether we wanted to invite a second speaker. Ideas tossed around were; textbooks on tape for LD students, NIMAS Act and how that impacts the publishing world and librarians, and access services from Fairfax County that deals with services for patrons with special needs. It was also mentioned as a possibility that we would want to stick with CJ and Recorded Books and not dilute it with another presenter. It was agreed that we would give this further thought and discuss it at the next meeting.

Action Items/ Status as of 8/20/07
Irene to check with Susan Frampton at Smithsonian – completed
Karim to check w/ VLA on budget and report (will ask at 9/7 council)
All to continue brainstorming on Spring Program ideas to complement CJ Crit
Karim to promote VLA at Catholic U session – completed
Karim to complete annual Region V recruitment letter – pending

Next Meetings
Wednesday September 5, 10 AM- noon
Wednesday October 3, 10 AM – noon
Wednesday November 14, 10 AM - noon