[Asis-l] Minutes from Chapter Assembly Meeting in Charlotte, NC (Oct. 30, 2005)

[beata_panagopoulos at Harvard.Edu]

Many thanks to Deputy Chapter Assembly Director, Amy Wallace, for taking 
such great minutes from the Chapter Assembly Meeting in Charlotte!  Please 
report any discrepencies to me.

Beata

Beata Panagopoulos
ASIS&T Chapter Assembly Director

Head of Technical Services
Kennedy School of Government Library
Harvard University
79 JFK Street
Cambridge, MA 02138
tel. 617-496-1775
fax 617-495-1972
email: beata_panagopoulos at harvard.edu

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2005 ASIST Chapter Assembly Meeting
ASIST Annual Meeting,
Charlotte, NC
Sunday October 30, 2005


1.	Call to Order
Chapter Assembly Director Beata Panagopoulos called the meeting to order at
10:38 am

2.	Roll Call of Chapter Assembly Representatives
Representatives from Arizona, Europe, Florida, Indiana, Los Angeles, Metro
New York, Minnesota, New England, Central Ohio, Northern Ohio, Southern
Ohio, Pacific Northwest, Student Chapters were in attendance.  A total of 13
chapters were represented.

3.	Approval of Agenda
No changes to the agenda were suggested.  Schwartz (Student) moved to
approve the agenda and Warwick (Metro New York) seconded.  The motion to
approve the agenda passed.

4.	Approval of Minutes from 2004 Chapter Assembly
No changes to the minutes were suggested.  Eagan (Arizona) moved to approve
the minutes and Schwartz (Student) seconded.  The motion to approve the
minutes passed.

5.	Director's Report
During the past year, the Board has been developing a 5 year strategic plan.
The proposed strategic plan includes the following goals:
internationalization, expansion of publications, capitalizing on our
intellectual property, and development of programs that can "go on the road"
to help chapters with programming.

The Board passed a motion to move funds that are now held in "Dormant
Chapters" for the Pittsburgh and Western Canada Chapter be moved to general
ASIS&T funds.  

We are no longer listing Chicago and Pittsburgh on the ASIS&T Chapters web
page.  This is not de-chartering, just not publicizing.  It is a Board
action to move funds, but a Chapter Assembly recommendation to the Board to
deactivate chapters.

Candy Schwartz - Chapter Assembly Representative for Student Chapters,
Report 2004/2005

.	All student chapter advisors and Web sites have been verified.
Considerable revisions were made to them.
.	Approximately 50 students rsvp'd for the annual student party.
.	9 student chapters submitted reports (out of about 40), 7 in time to
be considered for the Outstanding Student Chapter of the Year. The award
jury gave the award to the University of Washington and to Simmons.
.	The European student chapter petitioned successfully to become a
chapter.
.	The University of Arkansas Little Rock has requested that its
chapter be dissolved.
.	The University of Alabama is being re-energized..	
.	Finally, Candy surveyed students and has prepared a report and
recommendation to strengthen student participation in ASIS&T for the Board.

Chapter awards: not enough Chapter leaders take the time to nominate their
chapter or their leaders for awards. 

New awards guidelines, developed by the Awards and Honors Committee, were
approved by the Board.  They detail procedures and requirements for the
establishment of new Society- and Unit-Level awards.

New guidelines developed up by Amy Wallace for a proposed Chapter Innovation
Award are now being considered by the Awards and Honors Committee.

Special recognition goes to the creators of the International Calendar of
Information Science Conferences, Caryn Anderson and Michel Menou.  This very
impressive project was a collaborative venture of SIG III, the New England
Chapter and the European Chapter.  It is the type of project that might have
received the Innovation award if it was already established.

President-Elect, Michael Leach is very interested in knowing how interested
chapters would be in having programs that could come to them, the programs
"on the road" idea.  Chapters could also share their successful programs
with each other.  

The online membership database is almost a reality.  Once the web redesign
is up, a member will be able to login and change his or her own membership
data.  Canned reports will also be available for chapter recruitment and
retention activities.

The ASIS&T Digital Library is up.  Access is not straightforward.  It is
located on the Wiley InterScience website.  But once you find it, you'll
find The Bulletin, The Proceedings, and 3 volumes of ARIST (not including
the two most recent years.)

Amy Wallace distributed a Chapters Best Practices document.  It has a lot of
potential as a Wiki.  We were waiting for the new website to put this
document as well as other useful ones up.

The website redesign ran into serious obstacles this year.  It is now back
on track and there will be usability testing of it at the conference.


Discussion on Director's Report
The representative from Florida stressed the need to encourage chapter
development outside the United States.  Suggestions were made to focus on
student chapters since they are easier to foster, work with SIG III since
members have experience reaching out internationally, and support getting
more international members on the ASIST board.

The representative from Southern Ohio suggested that existing student
chapters may want to explore setting up sister chapter relationships to help
develop new student chapters in other parts of the world.

The representative from Northern Ohio reminded the group that SIG III can
help with these outreach efforts, and that there is a real need to raise
money to help international members pay for membership fees and conference
attendance in order to encourage participation from around the world.
 
6.	Presentation of Chapter Awards
The Deputy Assembly Director Amy Wallace announced the winners, read and
distributed information on each winner to attendees, and handed out
certificates. 

Chapter Event of the Year

Co-Winners:  Syndicate, Aggregate, Communicate: New Web Tools in Real
Applications for Libraries, Companies and Regular Folk (NEASIST) & To Google
Or Not To Google (Indiana and Michigan).

The Chapter Event of the Year award goes to both "Syndicate, Aggregate,
Communicate: New Web Tools in Real Applications for Libraries, Companies and
Regular Folk," hosted by the New England Chapter (NEASIST) and "To Google Or
Not To Google," co-hosted by the Indiana and Michigan chapters.  Both events
were extremely innovative, financial successes, showed excellent planning,
and serve as excellent models for other chapters.

The "Syndicate, Aggregate, Communicate" event demonstrated how new
technologies such as Blogs, Wikis, RSS, Instant Messaging (IM), Chat,
Browser add-ons, Bookmarklets, and Folksonomies can be turned into practical
tools for harnessing information and connecting people.  The program
featured Megan Fox, Jenny Levine, and Michael Stephens, three recognized,
early-adopter, information specialists who have been exploring and
experimenting with these tools in different environments.  Not only did
eighty eight people attend the event, but meeting participants also latched
on to the theme of connecting people and made it a reality.  Three
participants set up blogs related to the program topics, four joined the
program committee to help with future programs, and three have become more
active chapter members.  Judges were impressed by participant enthusiasm and
glowing evaluations as well as the extensive preparations made by the
program committee (pre-survey, blog).  

The "To Google Or Not To Google?" focused on how Google is impacting and
transforming academic librarianship and publishing. John Price Wilkin from
the University of Michigan gave the 'inside story' on Michigan's deal with
the Google Print project, Edward Valauskas of Dominican University presented
on the relationship between Google and the Internet-only peer-reviewed
journal he edits, and Pascal Calarco of the University of Notre Dame talked
about performing usability studies, implementing metasearch services, and
redesigning the library web catalog when students expectations are
influenced by Google.  The event drew 84 participants from five states and
was broadcast to a location with the help of the Wayne State student
chapter.  Revenues from the broadcast were also donated to the student
chapter.  Judges applauded the collaboration between chapters and with
student chapters as well as the use of technology to reach additional
participants.  


Chapter Publication of the Year

Winner: OASIS (Observations of the American Society for Information Science)
Newsletter (LACASIS)
The 2005 Chapter Publication of the Year Award goes to the OASIS
(Observations of the American Society for Information Science) Newsletter, a
publication of the Los Angeles Chapter (LACASIS).  The newsletter is
published on the LACASIS website making current and past issues available to
the chapter's geographically dispersed membership as well as all other
society members (http://library.csusm.edu/intranet/oasis/).  The newsletter
keeps members informed about upcoming local and national events, provides
descriptions and analysis of recent programs for those that could not
attend, welcomes new chapter members, and features chapter news such as
award announcements and officer positions. Information and articles are
contributed by chapter members and event attendees fostering informal
scholarly communication in the field of library and information science.
One judge noted the devotion of LACASIS members and enthusiasts to meet the
changing needs of its constituents.  Other judges commented on the
newsletter's readability, useful information, and professional looking
layout.  
Chapter Member of the Year

Winner:  Beatrice Pulliam (NEASIST)

The 2005 Chapter Member of the Year award goes to Beatrice Pulliam of the
New England Chapter (NEASIST) for the Chapter Member of the Year award.
Beatrice got involved in NEASIST when she was a Simmons student by
volunteering to help out with the DASER conference.  She quickly gained a
reputation as a creative and can-do person, and was soon asked to be Program
Chair.  As the 2005 Program Chair, she organized a spring program on new web
tools and a fall program on intellectual property.  Both programs were
praised by her fellow chapter members for their innovation.  In addition,
Beatrice oversaw moving the chapter website to a new host, established a
chapter blog, and volunteered to moderate a blog for the 2005 Annual Meeting
in Charlotte, NC.  And all these great contributions were made while she was
transitioning from being a student to a professional job at Providence
College.  Judges agreed that Beatrice is an immense asset to NEASIST.  She
was noted for both providing quality services and introducing information
technologies that benefit society members within and outside her chapter.


7.	Chapter Assembly Recognition
The Deputy Assembly Director Amy Wallace thanked chapter representatives and
handed out certificates.

8.	Old Business
None

9.	New Business

a.	Chapter Assembly Appointments/Elections
Assembly Director Beata Panagopoulos thanked and introduced nominees for the
Chapter Nominations Committee and chapter representative to the ASIST
Chapter of the Year Jury.  There was a call for nominations from the floor.
There were no nominations from the floor.  Steve Hardin was elected to the
Chapter Nominations Committee.  Tatjana Aparac-Jelusic was elected to the
ASIST Chapter of the Year Jury.

b.	Executive Board

c.	Guidelines for Proposed Chapter Innovation Award
Assembly Director Beata Panagopoulos distributed the proposed guidelines for
the Chapter Innovation Award drafted by Deputy Assembly Director Amy
Wallace.  There was no discussion on the guidelines.   Deputy Assembly
Director Amy Wallace will take the proposed award to the Awards and Honors
Committee.

d.	Reports from Chapters 

The representative from Indiana reported that the chapter held three events,
including a social event, the award winning Google and Not to Google
workshop, and a program on Millennials.  The chapter is interested in
sharing ideas with other chapter and hosting virtual events.  The chapter
has used teleconferencing for events and business meetings in the past.

The representative from New England reported that the chapter two upcoming
events, a chapter social and participation at the Wikimania Conference in
Boston.

The chapter assembly director introduced the topic of taking programs on the
road and other alternatives for program sharing.  The executive board has
been discussing this topic and would like feedback from chapters.   Concerns
were shared about logistics related to any future proposal (fees, travel,
etc. were discussed.  It was noted that ARL and the Medical Library
Association have created teleconferences and then allow chapters to purchase
the program for their location.  It was suggested that chapters need to do a
better job of leveraging the facilities and technologies available at the
academic libraries of our members.  

The representative from Metro New York expressed a need for concrete
initiatives to help develop chapters around the world and help international
members attend the Annual Meeting.  Funds need to come from chapters or
general fund, but either way the chapters need to tap some central funds.
The representative from Metro New York also said that the chapter is dealing
with a number of leadership concerns and need leadership ideas.  In addition
to a program road show it would be helpful to have a leadership development
road show or speakers' bureau that includes topics on leadership. 

A motion was made to form a taskforce to study how chapter assembly can help
chapters with program needs and program development needs made by Werner and
seconded by Pulliam.  Motion approved and Beata will appoint membership.
Pulliam (New England), Calarco (Indiana), and El-hadidy (Florida) all
expressed interest in serving on the taskforce.  It was also noted that the
task force will solicit ideas through chapters-L.

The representative from Northern Ohio discussed a joint annual program with
their student chapter that is great for reaching potential members.

The representative from Metro New York expressed the desire to get all
chapter content for publications and programs into some centralized place.
The assembly director will work on finding out how we can use the new ASIST
website to help accomplish this goal.  The representative from Los Angeles
hoped that we could also build a bank of titles, speakers, and annotated
bibliographies of chapter programs.

The representative from Florida discussed the concern of planning programs
for a chapter with big geographic area. The representative from Los Angeles
talked about a program that was supported by the core in Los Angeles but was
presented 400 miles away in the San Francisco Bay.  The representative from
Metro New York suggested holding smaller sub-chapter meetings.  Many felt
there was a real need to better leverage technology.  Other felt it might be
good to negotiate with speakers to do a series of talks in different regions
inside and outside chapter boundaries.  

e.	Common Chapter Concerns
No time for discussion.

10.	Adjourn
El-Hadidy (Florida) moved to adjourn the meeting and Opperman (Central Ohio)
seconded.  The motion to adjourn was passed.