SEPTLA Institutional News, Spring 2018

Biblical Theological Seminary

Lydia Putnam announced that Biblical will change its name in October to Missio.  The institution signed a lease for a building near the Philadelphia Art Museum and the Free Library of Philadelphia, and the move will take place between December 16, 2018 and January 22, 2019.  The library staff are busy with collection reduction.  Faculty are playing an important role in this project and discovering useful materials in the process.  Also, Biblical is scanning 750 theses and uploading them to the Digital Commons.

Cairn University

Stephanie Kaceli shared updates about the library and the University.  In February, the library switched to Open Athens, and this change has been very well received.  She also highlighted that the library lobby is being converted into a café.  Library director, Dr. Hewey is retiring, and Stephanie has been named the new director.  Stephanie mentioned that Cairn will be offering more STEM programs, specifically in chemistry.

Evangelical Seminary

Mark Draper reported that Dr. Len Sweet has been hired to teach in the newly approved doctor of theology (ThD) program.  Evangelical has applied for an online MDiv and an online Bible degree; both programs will impact the number of patrons who visit the physical library.

Lancaster Theological Seminary

Myka Kennedy Stephens announced that she returned from sabbatical in January and has been busy since her return.  The library continues its multi-year weeding project with a goal to complete it by August 2019. A modest climate control unit that helps stabilize temperature and humidity has been fixed in the rare books room.  Lancaster Seminary graduated the first students from its redesigned MDiv program on May 5 and looks forward to welcoming a new class of students in early August.

Moravian Theological Seminary

Elizabeth Young Miller reported that representatives from both ATS and Middle States visited this semester.  The administration is pleased with the result of these visits.

New Brunswick Theological Seminary

Ondrea Murphy explained that there have been a number of changes at New Brunswick.  Three library staff members resigned, including the library director.  Dr. John Coakley, a faculty emeritus, who holds an MLS, is serving as the interim library director.  A search will begin for a new director.  Rev. James Brumm was hired to oversee the new theological writing center and serves as archivist too.  On May 18, Rev. Micah L. Mcreary, Ph.D will be inaguarated as New Brunswick’s new president.  Another positive change involves technology upgrades, including new computers.

Palmer Theological Seminary/Eastern University

Dr. Jim Sauer shared information about staff changes and new programs.  He announced that Eastern University has a new president—Dr. Ronald (Ron) Matthews.  Dr. Matthews is a musician, as well as a faculty member, and it is hoped that he will raise money for the institution.  Marvin Smith in the library is retiring, and Chelsea Post, formerly of St. Charles Borromeo, has been hired as the Systems Librarian.  Eastern University offers several new programs: a doctoral education degree in STEM, a MA in classical education, and an online MA in theology designed for the Spanish speaking community.  The fourth cohort is enrolled in the MA in theology.

Princeton Theological Seminary

Virginia Dearborn announced that Chip Dobbs-Allsopp is the new James Lenox Librarian and that Evelyn Frangakis was named the Managing Library Director.  Princeton is currently working on their self-study for Middle States.

Reconstructionist Rabbinical College

Alan LaPayover explained that there is movement and change within Reconstuctionist Judaism.  While there has been a change of the movement’s central organization’s name to Reconstructing Judaism, the College will not change its name for a year.  Nonetheless, the Reconstructionist Rabbinical College will be putting up a new website sometime this summer.

Reformed Episcopal Seminary

Russ Buchanan reported that Reformed Episcopal will be conducting their self-study this fall ahead of their ATS site visit in 2019.  Reformed Episcopal welcomed their first international student this year; he is from Nigeria.  The Seminary anticipates other students enrolling from Nigeria.

St. Charles Borromeo Seminary

James (Jim) Humble provided several updates regarding St. Charles Borromeo.  The Seminary is working on both ATS and Middle States accreditation; they are currently trimming their ATS report.  The site visits are slated for next March.  Jim explained that nothing has been finalized either with the purchase of their current location nor where they will be moving.  The Seminary is waiting on the Board to vote, which may occur over the summer.  Most likely, it will be two (2) years before the Seminary relocates to their new campus.  Jim shared that Chelsea Post left in January to go to Palmer Theological Seminary at Eastern University.  Her position has been frozen and may not reopen.  Jim, paraprofessionals, a secretary, and student workers are staffing the library.

United Lutheran Seminary

Evan Boyd shared that there have been a lot of changes at United Lutheran. In March, the seminary board relieved the school’s first president of her role and put in place an acting president. His tenure will end June 1, as an interim president, Dr. Richard Greene, begins his duties for the coming year. ULS has received reaccreditation for all of its degree programs from both Middle States and ATS. During graduation, it was announced that the seminary received a $30 million bequest, to be used to establish a new chair on the faculty, with the bulk endowing student scholarships.

Westminster Theological Seminary

Donna Roof announced that Robert (Bob) McInnes began in January as the Archivist and Special Collections Librarian; Westminster is excited that he has formal training and experience in these areas.  She also reported that the library has new study carrels.

SEPTLA Business Meeting Minutes, May 11, 2018

Spring Meeting – May 11, 2018
Cairn University

Download PDF

I. Welcome and Thanks
Myka Kennedy Stephens welcomed everyone and called the meeting to order.

II. Approval of Agenda
Myka Kennedy Stephens asked if there were any changes to the agenda. Seeing
none, the agenda was approved.

III. Approval of Minutes from October 4, 2017 Meeting
Myka Kennedy Stephens explained that since minutes from the fall meeting were not submitted, she reconstructed them. She asked if there were any changes, encouraging members to e-mail the Executive Committee with any corrections.

IV. Reports

A. Treasurer’s Report
1. Checking balance: $4,192.48
2. Deposits reflect dues
3. Withdrawals account for meeting expenses and SEPTLA’s web presence
4. PNC Money Market balance: $6,718.14
5. Total balance: $10,910.62

B. Membership Task Force
Elizabeth Young Miller thanked committee member Jim Sauer and provided some context for the report. She emphasized that the membership would be consulted regarding the recommendations and clarified that stipends will not be offered to the president of SEPTLA.

C. Continuing Education Committee Report
Ondrea Murphy thanked Cairn University for hosting the meeting and recognized the contributions of the Continuing Education Committee: Julie Dawson, James Humble, and Lydia Putnam. The Committee will be in dialog about the fall meeting, as well as the workshop piece for the spring 2019 meeting. Currently, the Committee is looking for hosts for the fall meeting. Lydia Putnam mentioned that Biblical may be interested in hosting.

D. Communications Committee Report
Virginia Dearborn thanked those who serve on this committee and reported that that there are openings. The “News” section of the website has new content and feedback is welcome. Lydia Putnam highlighted the RSS feed on the website.

E. Research Services Interest Group Report
Ondrea Murphy reported on behalf of Bethany O’Shea. The Interest Group
discussed instructional videos, a conversation that will continue in the fall. Lydia
Putnam highlighted that there are further questions, such as meeting standards and
complying with accessibility. Virginia Dearborn also mentioned that the group
discussed how to share these videos. Bethany will share the PowerPoint slides
with Virginia, who can post them to the SEPTLA website

F. Cataloging and Metadata Interest Group
Melvin Hartwick reported for Chris Schwartz. The main topic of the meeting was the RDA Toolkit Restructure and Redesign (3R) Project. This project is dramatically changing the web-based version of the cataloging code, RDA Toolkit. At the meeting, we examined the preliminary screenshots that are available now. A beta version is scheduled to be released on June 13, 2018. We also discussed the ATLA NACO Funnel Project. Melvin highlighted that Princeton will be offering NACO training this summer and encouraged any interested libraries to contact Princeton.

V. Election of Officers
Since the past president was not in attendance, Myka Kennedy Stephens presided over the election of officers.

A. Secretary
Myka asked for nominations from the floor. Patrick Milas nominated Robert (Bob) McInnes. Bob accepted the nomination. Seeing no new nominations, Steve McKinzie moved to close nominations. Bob was elected by a clear majority.

B. President
Myka opened nominations from the floor. Donna Roof nominated Elizabeth Young Miller, who accepted the nomination. Seeing no additional nominations, Elizabeth was approved as president.

VI. Additional Openings (to be appointed by Executive Committee)

A. Archivist
Myka Kennedy Stephens shared that the Executive Committee voted to appoint Jim Humble the archivist earlier that week. The archives, which had been housed at Lancaster Bible College, will be moving to St. Charles Borromeo.

B. Newsletter Editor
Myka Kennedy Stephens explained that Stephanie Kaceli would be stepping down from her role as newsletter editor, and Myka asked for volunteers. Myka shared more about this position, explaining that this individual is part of the Communications Committee and serves a two-year renewable term, sharing the newsletter with the membership four (4) weeks before each meeting. Chris Schwartz asked if this person attends Executive Committee meetings. Myka replied that this individual would serve as a co-chair of the Communications Committee with Virginia Dearborn. Virginia and the newsletter editor would take turns attending the Executive Committee meetings. Since no volunteers were forthcoming, Myka encouraged interested parties to talk with her. The Executive Committee will appoint someone if there are no volunteers.

VII. Other Business
Myka Kennedy Stephens asked if there was any additional business. There was none.

VIII. Adjourn
Myka Kennedy Stephens thanked everyone for attending and adjourned the meeting.

Respectfully Submitted,
Elizabeth Young Miller

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.

***************

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.

Executive Committee Meeting Minutes, August 21, 2018

1:00 p.m., August 21, 2018
Video Conference

Present: Virginia Dearborn (Communications Committee chair), Mark Draper (Resource Sharing Task Force chair), Robert McInnis (secretary), Patrick Milas (treasurer), Elizabeth Miller (president), Bethany O’Shea (Research Services Interest Group chair), Myka Kennedy Stephens (past president)

Not present: Chris Schwartz (Cataloging & Metadata Interest Group chair), a Continuing Education Committee representative

Elizabeth called the meeting to order at 1:05 p.m.

Not all members expected were present at the time the meeting was called to order. Bob asked if we needed a quorum of the Executive Committee to be able to conduct business. The Bylaws do not state that the Executive Committee needs a quorum to meet.

Elizabeth welcomed everyone to the meeting.

Approval of the Agenda

The agenda was approved with the correction that the minutes to be approved were from the August 1, 2018 meeting.

Virginia moved that the minutes from the August 1, 2018 Executive Committee meeting be approved with no changes. Bob seconded.

Continuing Education Committee

  • No one has stepped forward to volunteer as chair of the Continuing Education Committee.
  • Virginia offered to confer with her supervisor about sharing the call with the PTS Library staff.
  • Myka asked if the potential hire of a SEPTLA Administrative Assistant might make chairing this committee more attractive and doable for SEPTLA librarians.

Fall Meeting

  • Date set for November 8 at Biblical Theological Seminary in Hatfield, PA.
  • Elizabeth proposed that the plenary session be a continuation of our resource sharing conversation from the Spring Meeting.
  • Mark agreed to reach out to the members of his task force to verify that they could help lead the plenary discussion.
  • Myka asked if Lydia Putnam at Biblical could act as an interim chair or unofficial point person for Continuing Education until the Fall Meeting so that this committee has voice and representation at Executive Committee meetings. This suggestion was put on hold until after Virginia talks to her colleagues at Princeton.

Resource Sharing Task Force

  • Another survey will be going out very soon to get clarity about where SEPTLA libraries are getting their resources from and who are they getting them through.
  • Are SEPTLA libraries already getting consortial pricing for their resources? If so, a lot of vendors will not let libraries change consortiums.
  • The conversation in November will explore if SEPTLA is viable as a consortium, and if so what it would look like.
  • The revised survey will be sent out very soon and Virginia will also post a link to it on the SEPTLA website.
  • Another resource sharing possibility is exploring a federated catalog.
  • Elizabeth offered to follow-up with Jim Humble about what is in the archives related to any past consortial agreements that SEPTLA may have entered.
  • Myka asked about resource sharing in terms of interlibrary loan, direct borrowing, and shared collection development. Are there possibilities to expand and broaden resource sharing activities that would support these things that we’re already doing? For example, a courier service. Virginia offered to find out what Princeton Seminary does for loans.

Bookmarks

  • Virginia shared a mock-up of a new bookmark design based on the feedback received from the Spring Meeting survey.
  • Biblical Theological Seminary is changing its name to Missio Seminary in October 2018, and they will be relocating to Philadelphia, PA in January 2019. Because of these changes, Virginia would prefer to wait until early 2019 to print the new bookmarks. They could be passed out at the Spring Meeting in 2019.
  • New Brunswick Theological Seminary ran out of bookmarks and would like to print their own. Virginia offered to send them the file for the new design.
  • The committee agreed that Virginia should also post the file for the current design (with Biblical as Biblical and in Hatfield) on the website.

Proposed Changes to the Bylaws

  • Section 5.3 – strike confusing language about who is chair of the Executive Committee
  • Section 6.1 – make additions to the President’s responsibilities so that it accurately reflects what the President does
    • 6.1.7 – add thanking host institutions and speakers
    • 6.1.8 – Executive Committee responsibilities
    • 6.1.7 – determine the need for task forces (numbering will be adjusted when the proposal is prepared for the membership meeting)
    • 6.1.9 – send a welcome packet to new directors; Virginia proposed to add “library” before directors.
  • Section 6.2 – strike the responsibility to reach out to new library directors from the Secretary’s responsibilities
  • Section 6.3 – revisions to the Treasurer’s responsibilities were discussed at the meeting on August 1, 2018.
  • Section 6.4 – additions to Past-President’s responsibilities
    • 6.4.3 – add survey responsibilities; Virginia proposed to add “membership” before meeting
    • 6.4.5 – add responsibilities related to the ATLA conference first-time attendee scholarship
  • Myka moved to bring these changes to the membership meeting; Bob seconded; the motion carried unanimously.

SEPTLA Administrative Assistant

  • Elizabeth shared a drafted job description for an administrative assistant that could be hired by SEPTLA.
  • A note on the job description states that the employee would be responsible for filing his/her own taxes for self-employed/consultant wages. Is this sufficient to protect SEPTLA? Elizabeth believes so because she modeled this after a similar job description for another organization like SEPTLA.
  • Discussion followed that it might be helpful to clarify that the employee would work remotely and that SEPTLA would not provide office space or equipment.
  • Virginia offered to look into our ability to provide an email account that could store archived emails instead of an email alias.

Other Business

  • Virginia asked about updates to the officers page on the website. The Membership Task Force may be removed because they completed their charge.
  • Virginia also shared a draft post of the Executive Committee minutes on the SEPTLA website. She will continue working on formatting to share posts in the new accordion widget.

Elizabeth adjourned the meeting at 2:08 p.m.

Addendum for online business:

  • On August 28, Elizabeth emailed all Executive Committee members with the news that Melvin Hartwick at Princeton had volunteered to serve as interim chair of the Continuing Education Committee until the Fall Meeting.
  • Six votes confirming Melvin’s interim appointment were tallied via email. No dissenting votes recorded.
  • On August 29, Elizabeth emailed all Executive Committee members with the results of the vote and announced Melvin’s interim appointment. She also shared that the Resource Sharing Task Force members had confirmed to lead the plenary session for the Fall Meeting.
  • Virginia emailed all the Executive Committee members that she was able to set up an email address for a potential administrative assistant (admin.assistant@septla.org) and that the current draft of the SEPTLA bookmark is now on the Member Libraries page of the SEPTLA website.

Executive Committee Meeting Minutes, August 1, 2018

10:00 a.m., August 1, 2018
Video Conference

Present: Virginia Dearborn (Communications Committee chair), Bob McInnis (secretary), Patrick Milas (treasurer), Elizabeth Miller (president), Bethany O’Shea (Research Services Interest Group chair), Chris Schwartz (Cataloging & Metadata Interest Group chair), Myka Kennedy Stephens (past president)

Not present: Mark Draper (Resource Sharing Task Force chair), a Continuing Education Committee representative

Elizabeth called the meeting to order at 10:04 a.m.

Announcements

  • Patrick announced that he will be the new director of the Gardner Sage Library at New Brunswick Theological Seminary. All the SEPTLA treasurer documents will be transferring there with him.
  • Myka announced that Hannah Bingman-Forshey resigned as circulation manager of Schaff Library. Lancaster Theological Seminary is currently seeking a Community Engagement Librarian.
  • Bob shared that he is planning to attend the Society of American Archivists meeting. The International Congress on Calvin Research will convene at Westminster Theological Seminary in late August.

Approval of the Agenda

  • No changes were made to the agenda.
  • Bob moved to approve the agenda as is; Virginia seconded.

Approval of the Minutes from March 2, 2018

  • No changes were made to the minutes.
  • Elizabeth moved to approve the minutes as is; Bob seconded.

Change in Executive Committee meeting dates

  • The meeting previously scheduled on September 19, 2018 has been canceled.
  • An additional meeting is added to the schedule for Tuesday, August 21 at 1:00 p.m.
  • A meeting in September will be held Tuesday, September 25 at 2:30 p.m.
  • Meetings will be held for 90 minutes and cut off even if there are items remaining on the agenda.

Treasurer’s Report

  • Patrick shared that the only account activity since the last meeting was a disbursement for web hosting.
  • The checking account balance is $4,132.54.
  • The money market account balance is $6,726.61.
  • Accounts total $10,859.15.

Continuing Education Committee Report

  • Ondrea Murphy is no longer at New Brunswick Theological Seminary. She took a position at a library in Delaware that is not a SEPTLA member library.
  • Elizabeth will reach out to the Continuing Education Committee members to begin work on the Fall meeting plans and to solicit nominations for a new chair.
  • The Executive Committee will revisit Continuing Education Committee membership at our next meeting and hope to make appointments for vacancies at that time.

Resource Sharing Task Force Report

  • Mark Draper was not in attendance.
  • Discussion postponed until next meeting.

Spring Meeting Survey Results

  • Overall the feedback on the meeting was very positive.
  • Ideas for topics to cover at future meetings included:
    • A fuller presentation on creating instructional videos
    • The possible development of a theological librarianship course at a nearby MSLIS school. The committee discussed that this is something we might need to refer to ATLA.
    • Assessment and preparation for ATS accreditation
    • Library and archives tours
    • User experience and needs assessments
    • Collection analysis and shared collection development among SEPTLA libraries
  • Respondents were overwhelmingly in favor of webinars co-sponsored with ATLA as well as facilitated virtual conferencing meetings on specific topics. Elizabeth suggested the next survey will ask which topics people would be most interested in engaging in a webinar or virtual conference format.
  • The only possible new member suggested was Eastern Mennonite University, which has a campus in Lancaster. Myka shared what she knows about EMU’s Lancaster campus based on Lancaster Theological Seminary’s agreement with them for library access. When their new community engagement librarian is hired, Lancaster Theological Seminary will renew their relationship with EMU’s Lancaster campus and provide SEPTLA with an update.
  • Most respondents were either very satisfied or satisfied with the format of Teamwork’s spring issue.
  • When asked about a dues increase, 10 respondents thought it would be fine and 4 were against. Those who spoke against it were strongly against it. Myka suggested that perhaps the Executive Committee should go ahead and move forward with new initiatives that may have a financial cost and revisit the topic of a dues increase once we know the full financial impact of the initiatives and how much of an increase is needed to keep SEPTLA’s accounts healthy.
  • The bookmark option that got the most top choice results is a 2.5″ x 8″ bookmark with the SEPTLA logo and general information about reciprocal borrowing on front, and a list of SEPTLA member libraries with city and state on the back (color front, b&w back). Virginia offered to make a design attempt before the fall meeting.

Communications Committee Report

  • Virginia demonstrated a new format for the electronic newsletter on the SEPTLA website. Discussion followed about how to populate the format with text from posts so that text does not have to be entered twice.
  • Elizabeth has tried reaching out to three different libraries to find a newsletter editor and has not been successful in recruiting a nomination.
  • Virginia mentioned that she does not wish to be reappointed to website manager and co-chair of the Communications Committee at the end of her term.

Cataloging and Metadata Interest Group Report

  • Chris shared that attendance at the spring meeting was smaller than usual, but they had a good discussion.
  • An observation: there are several newer catalogers and those who catalog in addition to other responsibilities who may benefit from a more collaborative teaching/training opportunity at SEPTLA meetings.
  • At the fall meeting, the interest group will be continuing a discussion of the RDA Toolkit.
  • Chris will be stepping down as chair and the group will elect a new chair at the fall meeting.

Research Services Interest Group Report

  • Bethany shared the following that she intends to forward to the interest group: At the Spring meeting, many of the attendees mentioned wanting to further pursue the topic of creating instructional videos. I think a group-wide discussion might work as one of this years meeting programs. We could brainstorm resources that we own and talents each member possesses as a way to think about how each library/group of libraries could work to make videos. I would be interested in showing clips of the video creation process from other librarians and could re-show my example video from the Spring meeting.

SEPTLA Updates for the ATLA Newsletter

  • Myka provided some background information: Roger Morales at ATLA would like to help regional groups connect with the larger ATLA membership through the ATLA Newsletter. In the past, SEPTLA has only submitted articles to the ATLA Newsletter when we’ve received a grant for one of our biennial meetings. Do we want to submit articles to the ATLA Newsletter more often? Who should be responsible for this?
  • Elizabeth suggested that it would be good to submit an article to the ATLA Newsletter at least once a year.
  • Chris suggested that we might repurpose some of our own blog posts instead of generating new content. Discussion followed that most of our blog posts are reports and minutes that wouldn’t necessarily be of interest or appropriate for the ATLA Newsletter.
  • This could be part of the responsibilities of an administrative assistant, if this is a direction we’d like to pursue.
  • The Communications Committee would also be a good home for something like this.
  • Patrick suggested that the past-president might be an appropriate person to submit a SEPTLA annual report for the ATLA Newsletter. Since the past-president does not currently generate an annual report for SEPTLA, this would be a new responsibility and could have value for the organization.
  • The Executive Committee will revisit this in the spring.

Potential New Member Library

  • Elizabeth shared that Duquesne University in western Pennsylvania near Pittsburgh is interested in joining SEPTLA. One major difficulty is that we would not be able to make a site visit as stipulated in our bylaws, and the staff members would not be likely to attend any SEPTLA meetings. Bethany shared that Pittsburgh Theological Seminary is a member of the Ohio Theological Library Association. Elizabeth will suggest DU look into membership there.
  • One possibility is to offer individual membership in addition to institutional membership. This would also help librarians in other non-ATLA libraries who have an interest in theological librarianship become involved in an professional organization.
  • Chris remembers a time when individual memberships were discussed before, and one former SEPTLA member felt very strongly that individual memberships would help people feel more invested in the organization, but nothing ever came of the discussion. Jim Humble might be able to find something in the SEPTLA archives.

Membership Drive or New Leadership Model?

  • Invitations to the spring meeting were sent out to the libraries identified by the Membership Task Force as possible potential member institutions. There was a very low response rate. A membership drive for institutional members is not likely to be fruitful or very feasible.
  • A new leadership model for the elected one-year term offices may be very helpful to keep us moving forward. These offices are secretary, president, and past-president.
  • Elizabeth proposed an alphabetical rotation based on institution name. Another regional library organization uses this model. This would mean a three-year commitment for an institutional representative to cycle through the three offices.
  • Additional rotation cycles might also be helpful for committee membership and committee chairs.
  • The possibility of individual memberships was brought up again and how this could also potentially help with leadership.

Changes to the Bylaws

  • Elizabeth is in the process of reviewing the Bylaws and making suggested changes so that they more accurately reflect the current responsibilities and expectations of the offices.
  • Language for updating the Treasurer’s section was discussed.
  • A more thorough consideration of Bylaws revisions will be given at the next meeting.

SEPTLA Administrative Assistant

  • This discussion was postponed until the next meeting

Other Business

  • The Fall meeting is not settled. Potential dates to suggest to the Continuing Education Committee were discussed. The best possible dates for those present and their institutions included November 7, 8, 12, 13, 14, or 15.

Elizabeth adjourned the meeting at 11:32 a.m.

Executive Committee Minutes, December 2, 2017

SEPTLA Executive Committee Meeting - December 6, 2017 - Teleconference - Meeting Minutes

In attendance: Myka Kennedy Stephens, Elizabeth Miller, Mark Draper, Bethany O’Shea, Christine Schwartz, Virginia Dearborn, Patrick Milas, Ondrea Murphy

Welcome

Myka welcomed those in attendance to the meeting. She opened with a request for someone to take meeting minutes. Ondrea from NBTS offered to take the minutes.

Approval of Agenda

Approved by general consensus.

Announcement

Myka announced a change in the executive committee membership. Jen Gundry has stepped down from her position as Past President effective immediately. Samantha Rice the current SEPTLA secretary was nominated to assist with Past President duties that included taking minutes of executive committee and other duties as assigned.
The motion carried.

Approval of Minutes

Approval of the August meeting minutes with minimal typographical errors corrected was approved.

Treasurer’s Report

Patrick presented the Treasurer’s Report: $2917.48 Checking & $6706.69 Money Market.

Resource Sharing Task Force – Mark Draper

Mark reported that the committee had not had a chance to meet officially due to schedule conflicts. He would like to extend the process in to the spring. He has asked that the committee report back for the February executive committee meeting. By that point he will have had a chance to meet with committee etc.

Mark proposed that a discussion of where member institutions are via electronic resources take place at the spring meeting. He believes a broader conversation should occur to confirm what is most needed by larger group.

Group discussion ensued about polling the membership before the spring meeting. Several suggestions from committee members included surveying the membership about their institutions use of electronic resources.

Mark also shared his pulling into the discussions Gerald Lincoln. Both Evan Boyd and Donna Campbell were other members suggested by committee.

Mark ended report that he would be meeting with his committee before the next executive committee meeting and would have more to report.

Organizational Matters

A. Survey results – only 11 responses.

Virginia asked what the preferred format of Teamwork be for next issue – will discuss as the next Executive meeting.
Discussion about sending out another survey to allow members to identify themselves as interested in being a mentor or mentee.

Specified interest in more discussion of resources for distance education students.

B. Bookmarks – Update needed and probably time for a new printing.

Elizabeth spoke about taskforce reaching out to other institutions about joining SEPTLA so to wait for printing. Virginia mentioned giving a mock-up version to make available to print in-house until the next printing.

Spring 2018 Meeting

Ondrea updated committee that Cairn University would be available as the host institution for the spring meeting. Stephanie Kaceli requested a May date for easier scheduling. BTS could be an alternate location if necessary.

Two possible dates decided on by Committee: 5/2 & 5/11.

The morning program will feature a FOLIO (EBSCO) presentation followed by a question and answer session.
Mark suggested adding time for discussion for the Task Force. Discussion continued regarding polling the membership before the spring meeting.

Other Business

A. Interest Group updates

TSIG – Christine Schwartz shared her committee report. Possible topics for spring include discussion about NACO training.

RIG – Patrick Milas to continue transition and discussion with new Chair, Bethany O’Shea.
Membership Task Force – Elizabeth Miller shared about the progress of the Task Force and future action items to be worked on.

B. Upcoming Meetings

Next Executive Committee Meeting to be held in February.

Meeting Adjourned

Executive Committee Meeting Minutes, March 2, 2018

10:30 a.m. Teleconference

Attendees: Virginia Dearborn, Mark Draper, Patrick Milas, Elizabeth Miller, Ondrea Murphy, Bethany O’Shea, Myka Kennedy Stephens

Excused: Chris Schwartz

Approval of the Agenda

The Executive Committee voted to approve the agenda for the meeting.

Approval of Executive Committee Meeting Minutes

The Executive Committee voted to approve the minutes of the December 6, 2017 meeting.

Discussion – Executive Committee Membership Changes

Myka reported that Samantha Rice is no longer able to serve, as she no longer works at a SEPTLA member library. Virginia took the minutes of this meeting (Secretary’s duty). Elizabeth offered to help Myka with the next member survey following the Spring meeting (another Secretary duty). (Note: More frequent surveying of the membership is one of the recommendations brought forward by the SEPTLA Future Task Force.)

No minutes were received from the Fall 2017 meeting. Ondrea will try to get them from Samantha. If those minutes are not available by March 9, Myka will draft minutes based on the agenda and the exec committee will try to flesh them out. There was some discussion about the legal need (if any) for minutes as a non-profit organization. Generally, they are more of a “best practice” with the exception of documenting changes in the role of Treasurer for working with the bank.

Elizabeth volunteered to serve as Interim Secretary. There was a motion to approve Elizabeth as Interim Secretary, and the motion passed.

[Bethany joined the meeting]

Reports and Discussion:

Treasurer’s Report

The Treasurer’s Report dated March 2, 2018, was summarized by Patrick Milas, who reported that SEPTLA’s business account balance was $4,042.48 and the money market account balance was $6,712.99. View the Treasurer’s Report

The committee approved the report.

Membership Task Force Report

Elizabeth shared the report with the exec committee and there was discussion about the report and each of its recommendations.

Broadening membership criteria: As the report named several SEPTLA institutions, including Princeton, as offering both undergraduate and graduate programs, Virginia made the correction that Princeton Theological Seminary does not have an undergraduate program. Myka noted that the current SEPTLA by-laws use this language in regard to member institutions’ degree programs: “primarily at the graduate level.” Jim Sauer, who is involved in TCLC, had suggested to the task force a recruitment technique of using individuals who have contacts at potential new member institutions to send personalized letters (and chocolate) to those contacts. There was some further discussion about recruitment and whether a membership drive or something more structured and permanent was a better fit for SEPTLA.

Increase dues to $100 per institution: There are currently 17 member libraries, down from 18 because of the formation of United Lutheran Seminary. Everyone, including Patrick, agreed that it is important to know what the additional funds would go toward and to make sure that an increase wouldn’t negatively impact membership.

Explore alternate approaches to programming: We’re already doing some of these things. Greg’s talk from the Fall 2017 meeting is on SEPTLA’s YouTube channel and embedded on the SEPTLA website. ATLA is offering greater support for virtual meetings as well as producing its own webinar series. There was some discussion about Vance Thomas (Director of the Library at Central in Shawnee, KS) as a resource for producing instructional videos. When we met this fall, Elizabeth had mentioned that he presented at ATLA. Myka mentioned that increasing dues might help fund a Zoom meeting purchase for SEPTLA but that, alternatively, ATLA might be able to give online meeting support for no (or lower) cost.

New leadership model: One possibility put forth by the task force was to offer a stipend for a leadership position in SEPTLA. Elizabeth will find out what the one example group the task force had identified does. She thinks it was more like an hourly rate for administrative assistant-type duties. Other possibilities discussed were rotating leadership roles alphabetically (by institution) and/or encouraging co-leadership in executive committee roles.

There was some more discussion about the entire task force report. Myka offered to contact all recommended potential new member libraries to invite them to the Spring meeting as guests. Bethany raised a concern about how the task force’s recommendation to increase dues and possibily offer a stipend might be received. Myka will add “Do you know anyone at a non-member library?” to the next post-meeting membership survey. Discussing possible new leadership models will be saved to a future meeting when we (hopefully) have new members; e.g. a larger total membership. In order to avoid another lack of nominations for vacant or soon to be vacant executive committee positions (Secretary and President), Myka will seek volunteers/nominations prior to the Spring meeting.

The Membership Task Force Report will go out to the membership. Potential new member institution names currently in the report will not be posted online.

Resource Sharing Task Force Report

Mark shared that the task force wants to determine what current SEPTLA members are using (ILS, discovery, etc.). Evan Boyd is currently putting together the survey. Virginia will be in touch with him on behalf of the Communications Committee regarding promoting the survey to the membership. Mark spoke with the head of the Digital Theological Library consortium (DTL). Are there things SEPTLA members could be doing together to reduce duplication of effort across member libraries?

Continuing Education Committee

Ondrea said that the date of the next meeting will almost certainly be May 11, 2018 and take place in the library at Cairn University. There’s a chance that EBSCO may be willing to fund refreshments for the meeting. Ondrea will confer with Stephanie Kaceli (Cairn).

Communications Committee Update

Virginia reported that 1&1 has notified us of upcoming changes to our hosting package which will take effect on April 6, 2018. She will follow up with 1&1 for clarification. The next newsletter (Teamwork) should go out the week of April 6. Constituent pieces will need to be collected by March 23. Although we got some feedback from the membership following the fall meeting regarding newletter formatting, the format for the next issue still needs to be determined.

Cataloging and Metadata Interest Group

Chris was unable to attend today’s meeting and there wasn’t really time left to discuss anyway. She will email the committee an update next week.*

Research Services Interest Group

Bethany will also submit an update via email next week.**

Other business

Myka looked into online printing options for a new SEPTLA bookmark. It may end up being much smaller, which will require a revision of what information goes on it. She will include a question about it on the post-meeting membership survey.

Adjournment

The meeting was adjourned.

*Cataloging and Metadata Interest Group Report

For the SEPTLA spring meeting, the main topic for the Cataloging and Metadata Interest Group meeting will be a discussion of the new look to the RDA Toolkit–the RDA Toolkit Restructure and Redesign Project (3R Project). I plan to show portions of a video illustrating some of the changes. We will also look at the current RDA Toolkit user interface for comparison. The rollout for the redesigned toolkit is scheduled for June 13, 2018.

As time permits, we will also discuss a second topic, Name Authority Cooperative Program (NACO), in particular the ATLA/NACO funnel project. We have discussed this issue in the past, but it would be nice to revisit it to see who within SEPTLA is participating or planning to participate in the near future.

**Research Services Interest Group Report

At our Fall Meeting, several members expressed interest in seeking more information on the creation of instructional videos. Elizabeth Young Miller suggested contacting Vance Thomas, Library Director from Central Baptist Theological Seminary for advice. There’s a recording of an ATLA presentation on the topic available on the ATLA website.

SEPTLA Business Meeting Minutes, Fall 2017

SEPTLA Business Meeting

Lancaster Bible College

October 4, 2017

Minutes

Present: Clint Banz, Hannah Bingman-Forshey, Evan Boyd, Russ Buchanan, Donna Campbell, Meredith Castor, Julie Dawson, Virginia Dearborn, Melvin Hartwick, Jim Humble, Myka Kennedy Stephens, Gerald Lincoln, Patrick Milas, Elizabeth Miller, Ondrea Murphy, Gregory Murray, Bethany O’Shea, Lydia Putnam, Samantha Rice, Donna Roof, Jim Sauer, Michael Skor, Marvin Smith

SEPTLA President Myka Kennedy Stephens called the meeting to order at 2:30 p.m. The staff of Lancaster Bible College were thanked by all gathered for their generous hospitality and accommodations for the meeting.

The minutes of the last general membership meeting on April 21, 2017 were presented. No changes were put forth. They were approved as is.

Patrick Milas gave the Treasurer’s Report. The balance of the checking account was $2,955.76. The balance of the Money Market account was $6,703.27. The total balance was $9,659.03. Discussion followed about what the funds are used for. SEPTLA has a few regular expenses incurred by the website and for biannual meetings. The rest is being saved for when the ATLA Annual Conference is next held in our area.

Ondrea Murphy gave the Continuing Education Committee’s Report. Sites and topics for the Spring 2018 meeting were suggested.

Virginia Dearborn gave the Communications Committee Report. Progress is being made toward an online newsletter and membership networking tool.

Melvin Hartwick gave the Cataloging and Metadata Interest Group Report. Chris Schwartz will continue to serve as chair of the interest group for another year.

Bethany O’Shea gave the Research Services Interest Group Report. She is the newly elected chair of this interest group.

Since the last meeting, United Lutheran Seminary (ULS) was formed by the merging of Lutheran Theological Seminary Philadelphia and Lutheran Theological Seminary Gettysburg. United Lutheran Seminary’s membership in SEPTLA was affirmed due to the active status and good standing of both predecessor institutions at the time of ULS’s establishment. Evan Boyd, director of the library, was welcomed by all present.

Also since the last meeting, Patrick Milas volunteered to serve as Treasurer. As stipulated in the Bylaws, Patrick was appointed Treasurer by the Executive Committee during their meeting on May 22, 2017. Patrick’s appointment was confirmed by the general membership present.

Myka Kennedy Stephens asked for volunteers willing to serve in a few vacant positions. Jim Humble stepped forward to serve as a member of the Continuing Education Committee. James Sauer and Samantha Rice stepped forward to serve as members of the Membership Task Force. The opening for Archivist remained unfilled.

News was shared by the institutional members present: Biblical Theological Seminary, Palmer Theological Seminary at Eastern University, United Lutheran Seminary, Reformed Episcopal Seminary, Saint Charles Borromeo Seminary, Westminster Theological Seminary, Lancaster Bible College, Lancaster Theological Seminary, Moravian Theological Seminary, Saint Tikhon’s Orthodox Theological Seminary, New Brunswick Theological Seminary, and Princeton Theological Seminary.

There was no additional business to be discussed.

The meeting was adjourned at 3:00 p.m.

Amendment to the Minutes of August 1

A few updates following the August 1, 2017 Executive Committee meeting:

  • Alan LaPayover has declined to serve on the Continuing Education Committee. Therefore, we have one opening that we will need to fill at the business meeting.
  • Stephanie Kaceli has agreed to continue as the Newsletter Editor for the one-year appointment (2017-2018) and is looking forward to trying out a new newsletter style and workflow this fall.
  • Elizabeth Miller has been approved (via email) to serve as chair of the Membership Task Force.

SEPTLA Business Meeting Minutes, Spring 2017

Download PDF

Date: April 21, 2017
Location: New Brunswick Theological Seminary

I. Welcome and Thanks

Myka Kennedy Stephens welcomed everyone and explained that an experiment was underway—B. Bohleke (Lutheran Theological Seminary Gettysburg), Debbie Hirneisen (University of Valley Forge) and Jeremy McGinniss (Clarks Summit University) would be joining everyone virtually. Myka thanked Ondrea Murphy and New Brunswick Theological Seminary for their hospitality and for hosting the meeting.  Ondrea, Samantha Rice, and Bethany O’Shea made check-in a seamless process.  Myka then called the meeting to order.

II. Approval of Agenda

Myka Kennedy Stephens asked if there were any changes to the agenda.  Seeing none, Lydia Putnam moved that the agenda be approved.  Clint Banz seconded the motion, and the motion carried.

III. Approval of Minutes from October 7, 2016 Meeting

James Humble motioned to approve the minutes from the fall 2016 meeting.  Sergei Arhipov seconded, and the motion carried.

IV. Reports

A. Treasurer’s Report

  1. Checking balance: $4,034.56
  2. Several deposits, including money from ATLA for the spring guest speakers
  3. PNC Money Market balance: $6,693.95
  4. Total balance: $10,728.51

B. Research Services Interest Group Report

Patrick Milas reported that he is considering speakers for the fall meeting.

C. Cataloging and Metadata Interest Group

Chris Schwartz explained that she had nothing to add to the report; the Cataloging and Metadata Interest Group has no plans at this time for the fall meeting.

D. Continuing Education Committee Report

Karla Grafton reported that the Continuing Education Committee is looking for a new chair and emphasized that this is a great committee.  Karla also announced that this is her last meeting and expressed her thanks; she has learned from all of us.

E. SEPTLA Future Task Force Report

Gerald Lincoln explained that the following four (4) categories surfaced:

  1. Future
  2. Leadership
  3. Organizational and Professional Development
  4. Sharing

Goals have been identified for each category and a list of ideas has been included. The task force recommended the Executive Committee, Continuing Education Committee, and Resource Sharing Committee be charged with following up on these items and establishing outcomes and assessments.

V. Amendments to Constitution and Bylaws

Myka Kennedy Stephens explained that the revisions to the constitution and bylaws were lengthy.  She grouped the motions into thirteen (13 slides), detailing the motion, how it will read, and the context.  The constitution and bylaws can be changed by a two-thirds (2/3) vote of the total membership.  Since there are eighteen (18) member institutions, twelve (12) must vote in favor for the motion to pass.  Patrick Milas would monitor the chat and electronic votes.

After this explanation, Myka asked if there were any overall questions or concerns.  Seeing none, changes to the constitution were addressed first.

Amendments to the SEPTLA Constitution

Article 5.5.2 Governance – Executive Committee

Motion: To amend Article 5.5.2 by striking “the Chair of the Continuing Education Committee, and the Chairs of the Interest Groups” and inserting “and the Chairs of Committees, Interest Groups, and active Task Forces”

5.5.2. The Executive Committee shall consist of the President, Past President, Secretary, Treasurer, and the Chairs of Committees, Interest Groups, and active Task Forces.

Article 6.1 Committees and Programs

Motion: To amend Article 6.1 by inserting “task forces” as a means of organization

6.1. The association may organize itself by means of committees, programs, interest groups, task forces and other forms as described in the by-laws in order to further the purposes of the association.

Vote: Sandy Finlayson seconded the motion, and the motion passed with 14 institutions in favor.

Article 7.1 Amendments

Motion: To amend Article 7.1 by striking “and the vote shall be conducted by mail or at a duly called business meeting at which a quorum is present, with each Member institution having one vote” and inserting “at least 30 days in advance of the next duly called business meeting. Discussion and additional proposals may proceed during those 30 days and at the duly called business meeting. The vote on the final version of the motion will be conducted by email or other digital means over a 7-day period beginning at the conclusion of the business meeting, with each Member institution having one vote. The voting process will be overseen by the Executive Committee.”

7.1. Amendments, additions or deletions to the articles of this constitution may be made by a two-thirds majority vote of the Member institutions. Such amendments, additions or deletions shall be distributed in writing to the Members at least 30 days in advance of the next duly called business meeting. Discussion and additional motions may proceed during those 30 days and at the duly called business meeting. The vote on the final version of the motion will be conducted by email or other digital means over a 7-day period beginning at the conclusion of the business meeting, with each Member institution having one vote. The voting process will be overseen by the Executive Committee.

Discussion: Myka Kennedy Stephens explained that this motion makes it more convenient for everyone to participate.  Ondrea Murphy asked if “in writing” meant via e-mail.  Myka responded that “in writing” designated in print either as part of teamwork or communicated in text, probably electronically.  Lydia Putnam expressed concern that “print” denoted snail mail and suggested changing the language to “in text.”  Ondrea mentioned that some people do not look at their e-mail.  Sandy Finlayson amended the motion to strike “in writing” to avoid any confusion (see above).

Vote: Clint Banz seconded the amended motion, and the motion passed with 15 institutions in favor.

Amendments to the SEPTLA Bylaws

Section 5.5 Terms of Office

Motion: To amend Section 5.5 by inserting “and committee” after “interest group,” and striking “A Chair may stand for re-election for a consecutive second one-year term.”

5.5 Chairs of each interest group and committee shall begin their term of service upon the adjournment of the Fall meeting.

Section 5.6.2 Vacancies

Motion: To amend Section 5.6.2 by striking “other”

5.6.2. Vacancies in any office shall be filled by appointment by the Executive Committee with the appointee to serve the remainder of the term.

Discussion: Virginia Dearborn asked why in section 5.5 there was a motion to strike “A Chair may stand for re-election for a consecutive second one-year term.”  Can the chair not run for re-election?  Myka Kennedy Stephens explained that this motion eliminates a redundancy.

With regard to 5.6.2, James Humble asked if there was a way to get out of an appointment.  Myka responded that a person would need to consent to the appointment.  She explained that the rationale for this motion is to allow the Executive Committee the ability to appoint a president.  Gerald Lincoln explained that Clint Banz was appointed Treasurer, but not necessarily for the entire term.  Myka mentioned that Clint was appointed for one (1) year, since most positions are for a one (1) year term.  The language could be amended to “serve until the next election.”  Melvin Hartwick announced that those appointed could resign if necessary.  Jenifer Gundry elaborated that Clint’s appointment has been labeled “interim” because he has been gracious to assume this role.

Vote: Myka Kennedy Stephens asked if there was a motion to amend 5.6.2.  Seeing none, Ondrea Murphy seconded the original motion.  The motion passed with 15 institutions in favor.

Section 6.5 Editor, Teamwork

Motion: To amend Section 6.5 and its subsections by striking “Editor of Teamwork” and inserting “Newsletter Editor”

Motion: To amend Section 6.5.1 by striking “the newsletter of the association”

Motion: To strike section 6.5.2 “The Editor of Teamwork shall report to the Secretary” and renumber subsequent subsections

Motion: To amend section 6.5.3 (to become 6.5.2) by inserting “at least 30 days” after “publishing one issue”

Motion: To insert a new Section 6.5.3 “The Newsletter Editor shall serve as Co-Chair of the Communications Committee.”
6.5. Newsletter Editor
6.5.1. The Newsletter Editor shall be appointed by the Executive Committee.

6.5.2. The Newsletter Editor is responsible for collecting and publishing one issue at least 30 days prior to each plenary meeting.

6.5.3. The Newsletter Editor shall serve as Co-Chair of the Communications Committee.

Discussion: Melvin Hartwick asked if Teamwork was disappearing in favor of a newsletter.  Myka Kennedy Stephens explained that Teamwork is the newsletter.  The new language offers flexibility, especially for an online publication.

Vote: Sandy Finlayson seconded the motion, and the motion passed with 15 institutions in favor.

Section 6.6 Webmaster

Motion: To amend Section 6.6 and its subsections by striking “Webmaster” and inserting “Website Manager”

Motion: To amend Section 6.6.3 by striking “The Webmaster shall report to the chair of the Technology Interest Group” and inserting “The Website Manager shall serve as Co-Chair of the Communications Committee.”
6.6. Website Manager
6.6.1 The Website Manager shall be appointed by the Executive Committee.

6.6.2 The Website Manager is responsible for keeping the SEPTLA website current.

6.6.3 The Website Manager shall serve as Co-Chair of the Communications Committee.

Vote: Lydia Putnam seconded the motion, and the motion passed with 15 institutions in favor.

Section 6.7 Archivist

Motion: To amend Section 6.7.3 by striking “a snapshot of the SEPTLA Website in May shortly before the May meeting and file this copy in the SEPTLA archives” and inserting “annual snapshots of the SEPTLA Website for the SEPTLA archives”

6.7.3 The Archivist shall obtain annual snapshots of the SEPTLA Website for the SEPTLA archives.

Discussion: James Humble reflected that this language seems more vague and asked “why.”  Can the snapshot be taken anytime during the year?  Myka Kennedy Stephens responded that the original language is too specific.  The motion offers flexibility both with regard to timeframe and with advances in technology, using the digital means available.

Vote: Donna Roof seconded the motion, and the motion passed with 15 institutions in favor.

Section 6.9 Chairs of Interest Groups (new)

Motion: To amend Section 6 by inserting a new subsection “6.9” that would read:

6.9 Chairs of Interest Groups

6.9.1. Chairs of Interest Groups, as established by Section 8, shall be elected by the membership of the interest group.

6.9.2. Chairs of Interest Groups shall be responsible for leading Interest Group meetings.

Discussion: Myka Kennedy Stephens explained that this was a housecleaning measure to ensure that the bylaws match our practices.

Vote: Virginia Dearborn seconded the motion, and the motion passed with 15 institutions in favor.

Section 6.10 Chairs of Task Forces (new)

Motion: To amend Section 6 by inserting a new subsection “6.10” that would read:

6.10 Chairs of Task Forces

6.10.1. Chairs of Task Forces, as established by Section 9, shall be appointed by the Executive Committee.

6.10.2. Chairs of Task Forces shall be responsible for leading Task Force meetings.

Vote: Jenifer Gundry seconded the motion, and the motion passed with 15 institutions in favor.

Section 8.1 Interest Groups

Motion: To amend Section 8.1 by inserting “focused on areas of interest in librarianship” after “interest groups”

8.1. The association may have interest groups focused on areas of interest in librarianship.

Section 8.4 Interest Groups

Motion: To amend Section 8.4 by striking “will” and inserting “shall”

8.4 The Chair of each interest group shall serve on the Executive Committee.

Section 8.5 Interest Groups

Motion: To amend Section 8.5 by striking “Cataloging, Reference/Information Literacy, and Information Technology/Systems” and inserting “Cataloging and Metadata, and Research Services”

8.5 The current constituted interest groups are: Cataloging and Metadata, and Research Services

Vote: Alan Lapayover seconded the motion, and the motion passed with 15 institutions in favor.

Section 9 Task Forces (new)

Motion: To amend the bylaws by inserting a new section after “8.0 Interest Groups” and renumbering subsequent sections. The new section “9.0” would read:

9.0 Task Forces

9.1. The association may have task forces to manage projects of a limited duration. The duration of a task force may be flexible based on the need and nature of the project.

9.2. Upon discussion by the Executive Committee and approval by a majority of Executive Committee members, new task forces may be constituted and charged with a specific task.

9.3. Each task force shall have a Chair and members, all appointed by the Executive Committee. The number of members may vary based on the need and nature of the project.

9.4. The Chair of each task force shall serve on the Executive Committee for the duration of the task force’s existence.

9.5. The Executive Committee shall disband a task force at the completion of its charge.

Vote: Patrick Milas seconded the motion, and the motion passed with 15 institutions in favor.

Section 9 Executive Committee (future Section 10)

Motion: To amend Section 9 by striking “Executive Committee” and inserting “Committees”

Motion: To amend Section 9 by placing subsections 9.1 to 9.3 under a new subsection “10.1 Executive Committee”

Motion: To amend Section 9.2 (future Section 10.1.2) by inserting “Website Manager, Newsletter Editor,” after “Chair of the Continuing Education Committee,” striking “and,” and inserting “and the Chairs of the active Task Forces” after “Interest Groups”
10.0. Committees
10.1. Executive Committee
10.1.1. There shall be an Executive Committee which is charged with long-range planning for the association and overseeing the fulfillment of the officers’ duties.
10.1.2. The Executive Committee shall consist of the President, Past President, Secretary, Treasurer, the Chair of the Continuing Education Committee, Website Manager, Newsletter Editor, the Chairs of the Interest Groups, and the Chairs of the active Task Forces.
10.1.3. The President shall serve as Chair of the Executive Committee.

Motion: To amend Section 9 by inserting a new subsection “10.1.4” that would read:

10.1.4. The Executive Committee is responsible for appointing the following administrative officers: Chair of the Continuing Education Committee, Website Manager, Newsletter Editor, Archivist, Chairs of Task Forces.

Motion: To amend Section 9 by inserting a new subsection “10.1.5” that would read:

10.1.5. The Executive Committee may conduct business, including votes and appointments, by synchronous or asynchronous methods, including but not limited to in person meetings, teleconferences, videoconferences, group email threads, and web surveys.

Vote: Sergei Arhipov seconded the motion, and the motion passed with 15 institutions in favor.

Motion: To amend Section 9 by placing subsection 9.4 under a new subsection “10.2. Continuing Education Committee”

Motion: To amend Section 9 by inserting a new subsection “10.2.1” that would read:
10.2. Continuing Education Committee
10.2.1. There shall be a Continuing Education Committee charged with promoting the educational development of SEPTLA by organizing programming at each plenary meeting and a Biennial Full Day Workshop.

Motion: To amend Section 9.4 (future section 10.2.2) by striking “to the Continuing Education Committee. The responsibilities of the committee shall be to promote the educational development of SEPTLA by organizing Afternoon Workshops at each plenary meeting and a Biannual Full Day Workshop” and inserting “to a two-year renewable term on the Continuing Education Committee”

10.2.2. The Continuing Education Committee shall consist of a Chair and three individuals; the Chair may recommend individuals to the Executive Committee for appointment to a two-year renewable term on the Continuing Education Committee.

Vote: Karla Grafton seconded the motion, and the motion passed with 15 institutions in favor.

Motion: To amend Section 9 by inserting a new subsection “10.2.3” that would read:

10.2.3. The Chair of the Continuing Education Committee is appointed by the Executive Committee for a two-year renewable term.

Motion: To amend Section 9 by inserting a new subsection “10.3” that would read:
10.3. Communications Committee
10.3.1. There shall be a Communications Committee charged with marketing outreach and promotion of SEPTLA and its activities, and also fostering communication and interaction among the membership between meetings.
10.3.2. The Communications Committee shall consist of the Website Manager, Newsletter Editor, Archivist, and two additional individuals. These officers and members are appointed by the Executive Committee for a two-year renewable term.
10.3.3. The Website Manager and Newsletter Editor shall serve as Co-Chairs of the Communications Committee.

Discussion: Virginia Dearborn asked if there was a mention of marketing in relation to SEPTLA somewhere else.  Myka Kennedy Stephens responded not that she was aware of.  Virginia then asked the rationale.  Myka clarified that this language was included for recruiting new members and based on the findings of the Future Task Force.  Virginia questioned if this was recruitment or marketing.  Myka elaborated that marketing is broader.  Recruitment will be done by the Executive Committee.  Gerald Lincoln echoed that marketing is broader, citing that librarians at current member institutions are not attending conferences or participating in leadership roles; hence an opportunity for marketing.

Discussion/Vote: Chris Schwartz moved that “outreach” replace “marketing,” for marketing sounds like business terminology.  Virginia Dearborn seconded the motion, and the motion passed with 9 institutions in favor. [Before this motion was voted on there was additional discussion.  Guest speaker Stephen Marvin commented that the word “marketing” has a financial connotation.  Jeremy McGinniss noted that marketing is not a dirty word; it implies outreach.  Julie Dawson asked if it was possible to include all three (3) terms: marketing, outreach, and promotion.  Virginia suggested just promotion.]

Vote: Sandy Finlayson seconded the amended motion, and the motion passed with 14 institutions in favor.

General Motion: To express thanks to the Executive Committee for their work on the changes to the constitution and bylaws.  Lydia Putnam seconded the motion and there was a round of applause.

VI. Election of Officers

Past President, Jenifer Gundry opened the election of officers.

A. President

Myka Kennedy Stephens is willing to continue as president and no additional nominations were received in advance.  Seeing no nominations from the floor, Jenifer closed further nominations, and Myka was elected by a clear majority.

B. Secretary

No nominations were received in advance.  Jenifer called for nominations from the floor.  Samantha Rice, New Brunswick Theological Seminary, volunteered to serve as secretary, and was elected by a clear majority.

C. Treasurer

No nominations were received in advance, nor were any forthcoming from the floor.  Nominations were then closed.  The Executive Committee will appoint a treasurer at a later date.

VII. Other Business

Myka Kennedy Stephens recommended a round of applause for Karla Grafton in recognition of her service over the years to SEPTLA.  She will be missed, and we wish her all the best!

 

Virginia Dearborn announced that the new SEPTLA website links to staff information on individual library’s websites; this information is not reproduced again on the SEPTLA website.  She encouraged members to check this page of the website and let her know of any errors.

 

Myka highlighted that the deadline for the ATLA first time scholarship was extended until May 1.  Applications can be sent to Jenifer Gundry.

 

VIII. Conclusion and Next Meeting

Myka Kennedy Stephens thanked everyone for attending and adjourned the meeting.

 

Respectfully Submitted,

Elizabeth Young Miller