ALIA Special Libraries Section (SA)
Meeting minutes
Tuesday 10 June at 8:00am at The Left Bank, 165 Pulteney Street, Adelaide.
- Present: Kate Sinclair, Lucy Brown, Rachel Teesdale-Smith, Kristel Petrou, Blan MacDonagh, Sylvia Muscardin, Georgia Livissianos, Caryl Armstrong.
- Apologies: Marie Francis, Sue McArthur
- Minutes of the previous meeting:
Accepted without change.
- Business arising from the minutes:
Nil
- Correspondence
5.1 Correspondence received:
| Date Received |
Sender |
Subject |
| |
Eleanor Whelan |
Thankyou for attending Student Awards event. |
| Thursday 5th June 2003 |
Jane Hiscock |
Thankyou to Kate Sinclair for speaking to MGIN students at UniSA. |
5.2 Correspondence out:
| Date Sent |
Sender |
Subject |
| 3rd June 2003 |
Kristel Petrou |
Artlab Thankyou letter to Chris Holtham. |
- Business arising from the correspondence:
Nil
- Program of events for 2003
Discussed in 8.
8.1 Joint Specials and Health Libraries Event: Information from May Specials minutes:
Date set for Tuesday 24 June 2003. Event to have Sue Rockliff from QEH to speak on Electronic Journals.
Venue - Robson Theatre, Eleanor Harold Building, Royal Adelaide Hospital.
Time - This issue was discussed and the preferred time set for 5:00pm-5:30pm start.
Caryl will be RSVP for event.
Charge: $3.00 ALIA member, $4.00 non-member.
ACTION: Caryl to send Lucy and Kristel details for flyer preparation.
ACTION: Rachel to buy wine (1x red cask, 1x white cask).
ACTION: Lucy and Kristel to bring refreshments box plus buy cheese and plastic cups.
ACTION: Caryl to set-up room.
8.2 Lunch - Eros Café - Wednesday 11 June 12:30pm: 4-5 Non-Committee members already RSVP'd.
ACTION: Kate to send RSVP update to committee so the committee knows which members will be attending and how many to expect.- 2003 Conference
Report attached at the end of these minutes.
ACTION: Kristel to send Rachel e-mail with details on attending conference sessions to write papers for $25US for American lady who cannot attend.
- Any other business
10.1 Specials Load - Do we have too many events programmed this year?: The committee decided we do have too many events planned for this year. Compared to other ALIA groups we have had a very busy first half of the year with both social and professional development events. There was discussion as to the possibility of alternating social and professional events, instead of having a social event each month. The professional events have been well attended so far this year. Discussion about whether the social events are valuable - the committee decided they were, but they may be better attended if held bi-monthly.
The committee also discussed an alternate solution of having a professional event (say, at 5:00pm), followed by a dinner/coffee at a cafe nearby, following the success of the Artlab tour/lunch.
ACTION: Kate to talk to Sue McArthur and Marie Francis about the possibility of bi-monthly social events instead of monthly events. Or alternatively, having a social event immediately following a professional event.
10.2 Sharing Duties: The committee raised the issue of sharing the core duties of the group - eg: introducing speakers, taking money at the door of a professional event, liasing with speakers, sending out of publicity, attendance at meetings and social and professional events. The committee decided it would be fairer to delegate these tasks for each event whilst planning the events. On the matter of committee attendance, Kate suggested using e-mail as a way to discuss which members of the committee would be attending the Specials events. This way, the members of the committee that cannot make it will know there is adequate Specials representatives in attendance. The use of e-mail for communication would also be useful for discussing items prior to meetings and would therefore benefit, through involvement, those that are not able to attend meetings.
The issue of always having the treasurer at the event to take the money was raised. The committee decided to alternate committee members taking the money, which will be delegated during the event planning.
10.3 Sylvia and Philip Keane's conference papers - Incorporate into Special's event: Discussion as to the length of the paper to be given and the content of the paper. Sylvia was not present for this discussion, so discussion adjourned until next month. Committee did discuss the possibility of holding the event at the end of September/beginning of October as the conference will be over by then.
10.4 Feedback on Program of Events so far in 2003:
January
February
- Monday 3 February - Tour of the Parliamentary Library - 16 attended.
- Wednesday 5 February - Breakfast - Café Venere
- Wednesday 26 February - Knowledge Management: How your library can contribute. - 40-45 attendees.
March
- Thursday 6 March - Lunch - Euro Lounge - 6 attendees
- Thursday 20 March - Casual and Contract: A new way to work? -23 attendees.
April
- Friday 4 April - Drinks at General Havelock - sparsely attended.
- Thursday 10 April - ISLD - Tour of Artlab - approx 23 attended tour and 14 attended lunch at Chapel Café.
May
- Monday May 5th - Breakfast at Kappy's Café - sparsely attended.
After reviewing this list, the committee again agreed we have had a busy first half of 2003 and with the conference coming up we can take a break from professional events for a while, excepting the Electronic Journals event 24 June.
Kate discussed the idea of creating an event, as opposed to putting on events based on papers given elsewhere.
The committee discussed the issue of our group using the upcoming conference as a big Specials event and promoting it amongst the members of ALIA Specials (SA). The issue of cost for the conference was raised again and members of the committee expressed disappointment that the cost of attending, even a single session, was not entirely affordable for students/casual workers.
ACTION: The committee to think of possible events we may like to put on in the future.
10.5 Take-Over of Treasurer's role while Lucy Brown is on maternity leave (September 2003 to August 2004): Blan and Rachel agreed to work together to cover the treasury role in Lucy's absence. Discussion that ALIA have new forms available on their website to enable easier managing of Treasurer's role. Caryl volunteered to take money at some events. Following earlier discussion, the taking of the money will be alternated amongst committee members attending the events, and will be delegated during planning stages of events.
- Reports
10.1 Treasurers Report: We are currently showing a balance of minus $364.64. This is due to takings from previous functions not being enough to cover costs and to the withdrawal of cash to fund our petty cash float. While we have been covering costs at our more recent events, we should endeavour to reduce this negative balance as much as possible. I am still negotiating with ALIA to complete outstanding reimbursements from the 2002 End of Year function but this is being hindered by the lack of an invoice showing GST amounts and the ABN of the function venue. To assist in speedy future reimbursements we need to insure that proper invoices are obtained for all expenses.
10.2 Library Technicians Report: Report attached at the end of the minutes.
10.3 ALIA SA Report: Report attached at the end of the minutes.
10.4 Health Libraries Report: Caryl reported that the Health Libraries group has been in a hybernation mode due to all energies and time being focussed on the upcoming Conference. The consortium is currently entrenched in products, training and CPD matters.
10.5 Law Libraries Report: The ALLG (SA) held an Intranet session on 20 May 2003 which was well-attended. Due to the upcoming conference it has been, and will continue to be, a quiet few months with all time being put towards the conference planning.
- Date and venue of next meeting
Tuesday 3 June 2003 at the Left Bank Café.
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