Minutes from 2008 Ordinary General Meeting (Draft)
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Atlantic Provinces Library Association
69th Ordinary General Meeting
Minutes
Charlottetown, PEI
Friday, May 9, 2008 - 5:15 - 7:00 pm (Part 1)
Sunday, May 11, 2008 - 9:30 - 11:00 am (Part 2)
1. Call to Order
President D. Bourne-Tyson called the meeting to order at 5:25 and introduced President Elect S. Cleyle, Secretary C. Saunders and Parliamentarian N. Horrocks.
2. Establish Quorum
D. Bourne-Tyson declared the meeting quorate (45 members in attendance).
3. Adoption of Agenda
The Agenda was adopted with the following revisions: Item 4 “Adoption of APLA Meeting Rules” was changed to “APLA Meeting Rules”. After Item 26 “Report of the IFLA representative” the following items were added: “Grow a Library” and “Archives” reports.
(E. MacLean / I. Douthwright). Carried.
4. APLA Meeting Rules
D. Bourne-Tyson reiterated that these rules were compiled as a guide and are not new to the association.
5. Minutes of the 68th Ordinary General Meeting, St. John’s, May 25th/27th 2007
Minutes were approved after the following corrections:
Item 8 “Planning has is underway” deletion of “has”; Item 9, add “University” to “Mount Saint Vincent”; Item 11 Add: “Amendment/Addition was DEFEATED”; Item 12 Add: “Amendment was not debated since time had run out (and it was not brought before the meeting at Part II of the OGM).”; Item 6 Insert amount: $1688.44.
(J. Teskey / P. Parsons) Carried.
6. Business Arising from the Minutes
None.
7. President’s Report – D. Bourne-Tyson
President D. Bourne-Tyson presented highlights of her written report, including efforts to reduce expenditure, the transition to an open access online bulletin, the creation of a very successful Provincial VP series, and the initial exploration of joint memberships with other associations. She noted the positive commentary on our association’s accomplishments that she has received, and thanked and acknowledged the commitment and hard work of the Executive and membership.
8. Past President’s Report – I. Douthwright
I. Douthwright presented his report, noting two key areas of work during the past year as chairing the committee to select the Merit Award winner and the completion of the editing of the conference manual.
9. Vice-President’s Reports
a. New Brunswick – N. Goguen
Report was published in the Bulletin: N. Goguen mentioned the success of the VP series event held in New Brunswick.
b. Newfoundland & Labrador – P. Parsons
Report was published in the Bulletin: P. Parsons also stressed the success of the VP series. This event was held in conjunction with a conference and provided the opportunity to promote APLA to over 50 attendees. She thanked the members for their support during her term.
c. Nova Scotia – D. Costelo
Report was published in the Bulletin: D. Costelo mentioned events she attended which helped to generate student memberships. She acknowledged award winners from Nova Scotia and noted the success of the VP series, partly due to partnership with other sponsors.
d. Prince Edward Island – D. Moses
Report was published in the Bulletin: D. Moses added that he has been busy working on the conference and thanked all volunteers for their hard work.
e. Membership - R. MacPherson
Report was published in the Bulletin: R. MacPherson commented that membership numbers increased due to free student memberships. She stated that the membership database will be moved from the old laptop very soon.
10. Financial Examiner’s Report - P. Glenister
P Glenister stated that he had nothing to add to the written report circulated.
Motion to approve the Financial Examiner’s report. (P. Logan /J. Richard) Carried
11. Treasurer’s Report – P. Logan
Report was published in the Bulletin. P. Logan provided a detailed review of the finances and highlighted the following: the move from paper accounting to Quicken software, the positive financial effect of moving to an online bulletin and the fiscal responsibility shown by the Executive. She congratulated the winners of this year’s awards and grants, and issued special thanks to Bulletin Advertising Coordinator Ruth Cordes for her diligence and success in obtaining advertising revenue. She thanked P. Glenister and the Executive for their assistance.
Motion to accept the Treasurer’s Report (P. Glenister / L. Melanson) Carried
P. Logan reported on next year’s Budget. Items of note included: $350 for Continuing Education, $400 for Interest Groups (to fund projects to stimulate activity in the groups), the addition of $200 for Archives Support to assist with APLA archives and digitization of bulletins, $500 for the Memorial Award (a one-time amount to allow an award for this year) and $6000 (to repay a fund that was cashed in error).
In discussion of the Budget, J. Richard requested a change in terminology from “Archives Supplies” to “Archives Support.” P. Logan will make this change.
P. Glenister confirmed that there should not be a General Revenue line for award trust funds that generate tax receipts; therefore Grow a Library Fund should not have such a line. P.Logan will remove the line.
J. Teskey requested clarification from P. Glenister regarding fees attached to the Somers Trust (they relate to a Capital Gain).
There was a discussion about student assistants who sort APLA mail at the School of Information Management. The issue related to whether there was payment attached to this task.
Motion: that we add a $300 line for a student to sort the mail. (P. Glenister / E. MacLean) Carried.
Motion: to approve the budget as amended (P. Glenister / J. Richard) Carried
12. Report of the APLA Bulletin Editors and Bulletin Management Board – S. Penney / D. Taylor-Harding
The Bulletin Editors noted that two final print editions were produced before moving to an online version. Server problems, software incompatibility and bad weather provided difficulties during the year. They will work with the new editors initially to effect a smooth transition. Thanks were extended to D. Moses and S. Orlov, the contributors, Ruth Cordes for her work with advertising and the Executive and membership.
D. Bourne-Tyson congratulated the editors on an excellent job.
13. Report of the APLA website administrator – S. Orlov
No report at this time.
14. Executive and Standing Committee Reports
15. Aims & Objectives – S. Cleyle
S. Cleyle reported that for the coming year she hopes to focus on new initiatives on membership and to attract new professionals. She invited suggestions for new initiatives in the coming year. She acknowledged the hard work of this year’s Executive and commented on the remarkable work done on the budget by the past presidents. She thanked them and the bulletin editors for working to improve the Association’s financial picture.
16. Committee on Committees and Interest Groups – S. Cleyle
S. Cleyle reported that she is hoping to invigorate the interest groups. There will be changes in convenors and future initiatives.
17. Finance – D. Bourne-Tyson
D. Bourne-Tyson reported that these items were covered under the Treasurer’s report.
D. Bourne-Tyson announced that the winner of this year’s First Timers award was Tasya Tymczyszyn.
18. APLA Memorial Award – T. Harrison
T. Harrison recapped the report printed in the Bulletin, explained the focus of the award and encouraged donations.
D. Bourne-Tyson thanked her for her service as she is stepping down from the committee.
19. Carin Alma E. Somers Scholarship – S. Cleyle
S. Cleyle, Committee Chair, reported that there were a record number of applicants. The scholarship was awarded to Allan Chase of UNB. She thanked the committee and congratulated the recipient.
20. Communications and Public Relations - G. Byrne
D. Bourne-Tyson thanked G. Byrne who has completed her term.
21. Continuing Education Committee – S. Adams
Report was printed in the bulletin. S. Adams stated that E. Alcock will be the new convenor.
D. Bourne-Tyson thanked S. Adams for her work on the committee.
22. Nominations and Elections – I. Douthwright
I Douthwright reported the full slate of the new Executive. There was an election this year for the VP Nova Scotia position; the successful candidate was Darlene Beck.
I. Douthwright thanked the executive and the association for their support in the past years.
23. Interest Group Reports
a. Access to Government Information - J. Neilson
Report was printed in the bulletin.
D. Bourne-Tyson thanked outgoing convenor J. Neilson for his service.
b. Collections Development – L. White
Report was circulated.
c. Computers and Connectivity – H. Cook
No report
d. Conservation of Library Materials - S. Lloyd
No report
e. Continuing Education – H. Berringer
Report was printed in the bulletin
f. Francophone - C. Bellemare
Report was printed in the bulletin
g. Information Literacy - G. MacNairn
Report was printed in the bulletin. G. MacNairn reported that she is stepping down and the new convenor will be J. Goosney.
D. Bourne-Tyson thanked outgoing convenor G. MacNairn for her service.
h. Library Technicians – K. Darby
No report
i. New Librarians and Information Professionals – D. Corey-Fancy
D. Corey-Fancy reported that she sent emails asking groups to contribute to conferences going on in the area; she also started a Facebook Group.
D. Bourne-Tyson thanked D. Corey-Fancy for her work.
j. Newspaper - E. Brown
Vacant position.
k. Youth Services - N. Cohen
No report
24. Report of the ASTED representative - C. Bellemare
No report
25. Report of CLA Copyright representative – J. Duffy
No report
26. Report of the IFLA representative – L. Mackey
Report was published in the Bulletin: Additional comments from L. Mackey included the fact that the search for volunteers was extended to May 13, 2008, and that the National Committee is searching for interesting photos of Atlantic Provinces Libraries to include in a visual presentation at the Opening Ceremonies.
Additions to the agenda
Grow a Library
Report was submitted. J. Richard reported the following additional information: The project may focus on a small library in the province holding the conference each year. Because the conference moves to Halifax more often, every second Halifax conference could focus on an international library. Fundraising would take place during the conference.
Archives Committee
Report was submitted. J. Richard added that there is an electronic pathfinder ready to go. In response to an enquiry from P. Glenister, she confirmed that the digitization includes the Maritime Library Association Bulletin.
D. Bourne-Tyson stated that the pre-resolution session is tomorrow between 5 and 6. Resolutions may also be given to a member of the Executive before then. She reminded members of the Dalhousie Associated Alumni reception tomorrow.
The OGM Part I was adjourned at 6:45p.m.
