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SEPTLA Fall 2018 Meeting Invitation

President's Message, October 2018

After recently participating in Moravian’s third annual Heritage Day, a time of service to the community, I am reminded of the value of volunteering as a way to give back and the many forms it can take. Along with other members of the seminary community, I compiled origami kits for hospitalized children in the region and created cards to go with these packets. The aim of Heritage Day is to convey the message that others care and that we are all on the journey of life together. SEPTLA members share a similar mentality.

I must admit, however, that it was tempting not to participate in Heritage Day this year, especially with a busier than usual September. Lots of us, myself included, wear many hats and may sometimes feel like we are in the circus walking the balance beam, juggling multiple responsibilities, and trying not to fall. Fortunately, we are not alone; we can lean on our SEPTLA colleagues.

SEPTLA members serve as resources for one another, sharing their expertise in particular areas. Moreover, SEPTLA meetings provide the perfect opportunity for learning about best practices and brainstorming how we can “be better together.” At the fall meeting scheduled for November 8 at Missio Seminary (formerly Biblical Theological Seminary), the Resource Sharing Task Force will continue the conversation that we started at the spring meeting—how can we leverage our solidarity to get the best “bang for our buck” and move our libraries and institutions forward.

During the business meeting, we will discuss the important roles of those serving in leadership positions within SEPTLA and how the bylaws and the proposed addition of an administrative assistant can more accurately reflect these responsibilities and better serve the membership. Serving together we can accomplish more.

In closing, consider the value of SEPTLA and how you might be able to contribute to the future of this organization in big and small ways. There are a variety of ways to get involved. Currently, the following positions are open:

Chair of the Continuing Education Committee
Member at large of the Continuing Education Committee
Newsletter Editor
Chair of the Research Services Interest Group

If you are willing to serve, but are concerned about the time commitment, please let me know. Perhaps co-chairing is a solution. How will you “pay it forward?”

Elizabeth Young Miller

SEPTLA President, 2018-2019

SEPTLA Business Meeting Agenda, Fall 2018

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.