Pacific Northwest Chapter of the Medical Library Association
PNC/MLA BUSINESS MEETING
Tuesday, October 26, 1999
The meeting was called to order by Carolyn Olson, President, board members
were introduced, and the minutes of the last meeting were approved.
Executive Board Reports
The current balance is $5074.50. We increased the dues this year to $25
which stabilized our expenses and income as long as our annual meetings
break even. Our reserves have dropped significantly over the past three
years. See the Executive Board Meeting minutes for the complete report.
Chapter Council-Bob Pringle
PNC's web site has helped him find answers to questions that MLA has
asked. See the Executive Board Meeting minutes for the complete report.
In an effort to save postage money, a dues reminder was posted on HLIB-NW
this year, but only fifty people responded so we are going to go back to
sending a paper invoice. Barbara asked for and received a volunteer from
each state to help her contact non-renewals: Loretta Andress-Alaska; Kathy
Nelson-Idaho; Jan Schueller-Washington; Steve Teich-Oregon; Jim
Henderson-BC. It was suggested that we let people pay dues for the coming
year on next year's annual meeting registration form. See the Executive
Board Meeting minutes for the complete report.
Only 62 ballots were returned out of 150. Our new Chair-Elect is Janice
Bacino and Secretary, Kathy Nelson. The Treasurer's office was decided on
a coin toss because of a tie; Nola Higley was elected. This election
really pointed out how each person's vote counts. See the Executive Board
Meeting minutes for the complete report.
This is our 39th annual meeting, the eighth in Seattle. The early chapter
history has been written and has been posted on our web site. The
archives are off-site currently so she needs time to dig up any needed
information. Please include names of committee members with reports.
We had a major revision of our bylaws this year which was approved in
July. It will soon be available on our web site. See the Executive Board
Meeting minutes for the complete report.
Conference Planning Committee-Leilani St. Anna
The committee is a resource and support for the local planning group and
is streamlining the whole conference planning process. They are gleaning
information from past reports and collecting anecdotal wisdom and putting
together templates that reflect what they are learning. The committee is
looking for a representative from each state to serve on the committee.
See the Executive Board Meeting minutes for the complete report.
So far this committee has been unstaffed. A sign-up sheet garnered
several volunteers to serve on this committee. A chair will be selected
Marcia Batchelor volunteered to subscribe to ALA's legislative alerting
service and keep us informed.
Professional Development-Lisa Oberg
This committee's way of doing their job is serving as a model for the rest
of MLA. The CE survey was done electronically this year, and 74 were
returned. Many people are interested in Internet-related classes which
are more expensive to put on. We could keep expenses down by combining CE
with other groups. See the Executive Board Meeting minutes for the
Kathy would like to have state reports for the next issue. The web page
went up this year, which has been a great help to everyone. See the
Executive Board Meeting minutes for the complete report.
1999 Program-Sarah Safranek & Chris Beahler
These two put this conference together on short notice and did a great
job. They would like comments on whether to have a conference hotel or
not. See the Executive Board Meeting minutes for the complete report.
2000 Program-Kathy Murray
Kathy showed a video of Alyeska Resort. See the Executive Board Meeting
minutes for the complete report.
MLA 2000-Jim Henderson
Jim showed a video of Vancouver, B.C. and encouraged us all to attend and
take advantage of the favorable exchange rate.
We voted in a dues increase last year so currently our revenues cover
expenses except for special projects or unexpected problems. Our reserve
fund has dwindled from $13,000 to $5000 over the last three years. It is
important that our annual meeting break even. Do we need as many
speakers? Do we need a keynote speaker? Is the group open to meeting in
a place like Silver Falls? The Seattle meeting is solvent because we did
not pay any speakers; the facility was low cost; and the RML helped with
the speakers. In the future planners will have more information about the
financial side of conference planning. Rosalind Dudden mentioned that Ken
Oyer has developed conference expertise in meeting planning and had been
paid a small honorarium by another chapter to advise. We could budget for
eighty people and cancel if not enough people sign up.
The annual meeting is THE meeting for many people, so breaking even is
preferable to making money on the conference. Any profit is used to build
a reserve fund. One of our biggest expenses is board travel. Our goal
has been to have one year's operating expenses saved; we are now below
that. We need to take a close look at what attracts members to meetings.
What makes us pay? We need to economize on less popular things and make
enough money to support popular things. Do we want to eliminate
scholarships or increase them?
What about an institutional membership? It was recently abolished because
we were actually losing money on it. If it was higher than the individual
rate, it might be OK. But what additional benefits would it bring to the
The meeting was called for time at 11:25AM.
PNC Recording Secretary