Executive Committee Meeting Minutes, September 25, 2018

2:30 p.m., September 25, 2018

Conference Call

Present: Virginia Dearborn (Communications Committee chair), Melvin Hartwick (interim Continuing Education Committee chair), Patrick Milas (treasurer), Elizabeth Miller (president), Chris Schwartz (Cataloging & Metadata Interest Group chair), Myka Kennedy Stephens (past president)

Not present: Mark Draper (Resource Sharing Task Force chair), Robert McInnes (secretary), a Research Services Interest Group representative

Elizabeth called the meeting to order.

Approval of the Agenda

Myka asked about committee members whose terms were expiring at the fall meeting. This was added to the agenda to be discussed. after the committee and interest group reports.

Approval of the Minutes from August 21, 2018

No additional revisions to the minutes were brought forward. Patrick moved to approve the minutes. Virginia seconded.

Continuing Education Committee Report

Melvin had no formal report. Discussion proceeded to review plans for the Fall meeting. The date of the fall meeting is November 8. The Resource Sharing Task Force is presenting in the afternoon, with the business meeting and interest group meetings in the morning. Work needs to begin on planning a biennial workshop for Spring 2019. Meeting documents should be published on October 8. Virginia will follow-up directly with Evan Boyd on the Resource Sharing Task Force to ask about putting a link to their latest survey on the website and including it in the newsletter email to go out on or around October 8.

Treasurer’s Report

As of September 25, 2018 and the last account statements of August 31, 2018, SEPTLA’s current balances are as follows:

Business Checking Acct (ending in 9912) = $4,132.54

Money Market Acct (ending in 9552) = $6,729.47

Communications Committee Report

The committee has continued to discuss possible tools for developing a member resource/expertise list. Myka will follow up on earlier conversations with Gillian Harrison Cain at ATLA about possibly partnering on a tool under development for ATLA members so that a decision can be made about how to proceed with this project. SEPTLA’s domain can support the creation of email accounts and has a webmail client. An email address has been established for a potential administrative assistant with a password that can be changed as the person in that role changes while also retaining archived emails. The website hosting contract is on a six month schedule and our next bill is anticipated in October.

Cataloging and Metadata Interest Group Report

There are many leadership changes across SEPTLA libraries in this field and Chris plans to offer to stay on as chair of the interest group for another year. The topic covered at the next meeting will be cataloging workflows. Copy cataloging is also an interest and folks attending the meeting will be asked to bring and share training resources they have developed or found. This will be written up for distribution prior to the meeting on the website and email newsletter.

Research Services Interest Group Report

Elizabeth announced that Bethany O’Shea is no longer at a SEPTLA library and this interest group is now without a chair. Discussion followed about the possibility of appointing an interim chair before the fall meeting. Since interest group chairs are elected by the interest group, appointing an interim chair is not within the purview of Executive Committee. An interest group meeting will be included in the schedule and those who gather for it may discuss what they want and elect a new chair at that time.

Committee Membership, Expiring Terms, and Vacancies

A review of the membership of the Continuing Education Committee revealed that Julie Dawson (member) and Lydia Putnam (member) have terms that will expire at the fall meeting. The chair is also available because Melvin Hartwick was appointed as interim until the fall meeting. A review of the membership of the Communications Committee revealed that Lydia Putnam (member) has a term expiring at the fall meeting and the newsletter editor position remains available. Elizabeth will reach out to Julie and Lydia to gauge their interest in serving another term and will write up a call for volunteers to be posted to the website and email newsletter.

Interlibrary Loan Courier Services

Following up on discussion at the previous Executive Committee Meeting, Elizabeth reported that Moravian participates in a regional consortium with a courier service that delivers every day during the semester. All institutions in the consortium are within a 30 mile radius. Moravian also has a UPS account that guarantees 24 hour delivery. Princeton uses USPS for all its ILL shipments.

SEPTLA Administrative Assistant

Elizabeth presented an updated draft job description incorporating feedback from the discussion at the previous Executive Committee meeting. Discussion followed about whether to put a cap on the hours this employee would work and would this person be required to attend Executive Committee and biannual meetings. The employee would need to be accountable to someone, and after discussion it was agreed that the President would be the best person to provide oversight. Supplies and equipment needed to perform the job might need to be defined in the job description/advertisement. Elizabeth will revise the job description to incorporate this feedback and the revised draft will be attached to the minutes of this meeting and shared/discussed during the general membership business meeting in November.

Other Business

New Brunswick Theological Seminary has two open positions – collection services librarian and public services coordinator/librarian. There is not another Executive Committee meeting scheduled before the Fall Meeting in November.

Elizabeth adjourned the meeting.

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Job Description for SEPTLA Administrative Assistant (DRAFT)

The following draft awaits the approval of the SEPTLA membership.

Reporting to the President of SEPTLA, the Administrative Assistant serves as a liaison to several SEPTLA committees, namely the Executive Committee, the Communications Committee, and the Continuing Education Committee.

Duties include:

  • Serving as an intermediary between the meeting host institution and the Continuing Education Committee.
    • Confirming speakers.
    • Collaborating with the host institution.
  • Preparing a newsletter in advance of the fall and spring meetings.
  • Creating and ordering organizational bookmarks.
  • Serving as the point person for consortial purchasing.
  • Performing other duties as assigned by Committee Chairs and/or the President.

Note: The Administrative Assistant is welcome to attend the fall and spring membership meetings.  However, this is not normally required.

Successful candidates will have:

  • Proficiency with Microsoft Office suite, Google applications, and editing software.
  • Excellent organizational and communication skills.

Note: The Administrative Assistant is responsible for filing taxes on earned income for the calendar year.  SEPTLA does not file employee forms.  Assistant wages should be claimed with the IRS as self-employment/consultant wages.  Applicable taxes will be paid by the Administrative Assistant.  This position is not eligible for benefits.

Hours of Work:

  • Part-time, flexible
  • On average 10 to 15 hours per month
  • Hours will fluctuate based on the meeting schedule

Wage:  $13.00 an hour

Work Location:           Remote.  SEPTLA does not provide office space, a computer, or phone.

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