Western Australian School Library AssociationInc

MINUTES OF MEETING

HELD: Saturday,23January2016, 9 Dwyer Street, Karrinyup, WA

ATTENDANCE:

Barb C / Rebecca / Val / Phyllis / Barb L / Natasha / George
✓ / ✓ / ✓ / ✓ / ✓ / ✓ / X
Sarah / Wendy / Lisa / Alison / Elena / Hanneke / Mike
✓ / X / ✓ / ✓ / ✓ / ✓ / ✓

Note – Sarah left at 12.45pm, Elena left at 12.45pm.

APOLOGIES: George

Open: 9.15am

No / Item / Action
Acceptance of the minutes from the previous meeting:14 October 2015 / Accepted:Rebecca seconded:Hanneke
Business arising:
1 / Committee
Welcome to the new committee members
Introductions by committee members – badge handover
How we work as a committee
Committee contact list
Meeting dates - See Calendar doc Appendix 1
Roles on the committee – JDFs
Questions?
  • AGM – Lisa will check Perth Modern – Deb Leische – this has now been changed – Birds of a Feather is planned to be held at Perth Modern.
  • Everyone is apparently happy with the JDF’s – Barb will fix up the formatting and make it available to the committee
/ BC
2 / Sub-Committees and roles
There are some Guidelines available, but each sub-committee needs to make up a template for a record of meetings and decisions made – these can be via email or online.
  1. Paid officers of the Association – roles and contracts.
  • Web Manager
  • Journal Editor
  • EO
  1. PD sub-committee
  2. SLCWA 2016 sub-committee
  3. Awards sub-committee
  4. Social Media Officer/Marketing/Sub-committee – Linkedin, FB, Twitter
  5. Advocacy sub-committee - letter to Ps re-information about collections, ebooks, etc – contact WASLA
  6. iC3
See Appendix 1 – Calendar
  • Committees work out timetable and when they wish to meet
/
  1. VB – BC, BL, PP
  2. RM - HT, LC, HV, AF
  3. BC – VB, PP, LC, BL, NG
  4. RM - HT, AF, HV
  5. SB - MS, NG, LC
  6. BC, RM, VB, BL, PP
  7. NG

2.1 / Breakout meeting 1
  1. PD committee – Leader - Rebecca, members –Helen, Lisa, Hanneke, Alison
Term 1 - Birds of a feather, 12/3/16, Teach Meet concept, 6-8 people present, HV contact Perth Modern to hold, email this week. Random presentations, 9-12 timeframe.
Term 2 - SLCWA
Use Try Booking
Term 3 – SugartaMitra, Carol Tomlinson, 28-30 September – LC follow up – BC advised against SugartaMitra.
Association partners
AGM – copyright theme, Kennedy Baptist
  1. Social Media, Marketing Committee – Leader - Sarah, members – Nat, Lisa, Mike
Start small and move out – FB group, ask to join, on teach meet model – ideas sharing platform. 4 administrators for approval. Twitter as well.
  1. ALIA Advocacy committee, Leader – BC, members Val, Phyl, Rebecca, Barb
Out to committee – email association, meeting in March? / Leaders:
  1. RM - HT, LC, HV, AF
  2. SB - MS, NG, LC
  3. BC - VB, PP, BL, RM

2.2 / Breakout meeting 2
  1. Awards committee, Leader – Rebecca, Hanneke, Alison, Helen
Change of structure – 2016 changeover – nomination week 2, Term 1, presentation at conference, TL, LT and LO 3 awards, Certificate and trophy and increase monies - $250.00. Put nominations for 2017 beginning of Term 4.
  1. Paid officers, Leader Val, members – BC, Barb, Phyl
Contracts being revised
  1. IC3 – Leader – Natasha, members – Mike, Sarah
Deadlines – dates send out for calendar, same time for 3 issues. End Term 1, 2 & 3 for copy deadline, mail out by end week 2 following term. Structure of journal – next meeting, cost for journal. / Leaders:
  1. RM - HT, AF, HV
  2. VB - BC, BL, PP
  3. NG - MS, SB

2.3 / Sub-committees - report back to meeting
See
  • Minutes of sub-committee meetings Appendices 2 & 3

3 / Incorporation
New laws for incorporated associations and clubs coming in 2016.
Barb and Val will keep the committee abreast of any new requirements which will affect the Association / VB
4 / Membership
EO - email for 2016 membership + updated interactive forms – on website.
EO - Membership payments
EO current membership and de-activation of membership – 24/3/2016
EO - relief roster: form required, availability of days, e number, duty of care, north or south of the river. Twice at the beginning of each term.
Members only section of website.
Membership fees – stay same for 2016. See calendar
  • Membership form to WASLA_Net, and to members only – EO to do this
  • Early bird dates – need to go out weekly to get this. 1/2, 7/2, 14/7, reminder at end of Feb.
  • Certificates for membership to still be sent out
  • 50 current paid members, 3 pending
  • Committee agreed that 24 March membership will cease if not paid.
  • Relief Roster – Barb, Barb and Val to help with form. Now to be under the EO contract.
  • Only to be available to the members only section
  • Don’t have to be a member to be on the list – so can advertise on WASLA_Net
  • Send email out twice per term to ask if want to be added or removed from the roster.
/ BC/BL/VB
5 / Technology
Upgrades
Software
Memory and storage
Video camera
Online reference generator for members
  • Need to organise an asset register – email Phyllis any hardware we have so that it can be added to the register.
  • Harddrive – Tehani lost one, Barb C has one, Barb L has one, Val thinks she has one, Phyllis will buy one.
  • Flip Camera and tripod owned by the Association however not sure where it is.
  • Association Seal handed to the new secretary.
  • Need to get the new memory cards for the cameras from Kate – 10 of them – Barb C to do.
  • Need to update MYOB, Adobe Connect to be purchased for the Association – Barb and Val to research and then bring back to the committee.
  • Hanneke to look at TryBooking for all PD events.
  • Posters for PD – use graphic designer for future events.
  • Discussion of Adobe Acrobat Pro for the committee and provide training for it – to be held off to June 2016.
  • Computer that Barb L has as EO seems to be fine at the moment.
  • Discussion of the online generator for members – not going down that way however we will do a presentation at Birds of a Feather and article in iC3 on different options.
/ VB/BC
6 / School Library Alliance
Update
  • Discussed previously, Barb to send most recent documents to the committee.
/ BC
7 / Website
Role – usage, public information, members only area
Update
Design
  • Need to get usage information from Insilico, need to get that included if not available. Val to bring to February meeting.
  • Committee will need to work out what we record in the future and add to the website.
  • Question about videos on YouTube from Kate, these need to be changed to WASLA.
  • Decide what goes in the members only section – Barb has an issue with how the site is cluttered, wants us to think what we put there and adding a database which becomes searchable. Apparently this is already available.
  • Decide for committee only section – committee agreed to leave all minutes, etc. Need to check what else goes up there. Needs to be sorted better.
  • Discussion of bringing in an expert to look at this for use and advice best way to manage it.
  • Discussion on banner and design of website.
  • Committee requested to email Val with any observations on the website before the next meeting.
/ VB/MS
8 / Documentation/procedures
How to run a PD – directions for Committee members.
  • The committees need to get some procedures under way.
  • Purpose is to succession plan for the future
  • Writing a strategic plan for the Association – 3 year plan, duty of Executive to do this. Action this for 2016. Barb to kick start – after June!
/ BC
9 / Other during A/T
ASLA membership – other Association memberships – IASL, IFLA
Special projects – Library tours, White papers, WASLA archives
  • ASLA Membership with Phyllis who as passed information on
  • Rebecca will now pass on the emails she receives from ASLA
  • Phyllis will follow up status of library technicians
  • IASL – approx. $100 every 2 years
  • IFLA – Barb to follow up costing’s and bring to the next meeting.
  • Rebecca to decide whether to badge under WASLA or not. Comment made about badging it as very much a TL study tour – if under WASLA needs to be more inclusive. 20 to make it viable, no more than 30.
  • Conference – registration – committee need to fill registration form in and then WASLA will pay for it.
/ BC

Close –4.00pm. Minuted by Rebecca Murray & Barbara Combes

Next meeting–17 February,Shenton College, 227 Stubbs Terrace, Shenton Park WA at 5pm.

Summary of Motions:

Appendix 1

Week / Monday / Tuesday / Wednesday / Thursday / Friday / Saturday / Sunday
18 Jan / 19 Jan / 20 Jan / 21 Jan / 22 Jan / 23 Jan / 24 Jan
Hols / Committee planning Meeting
- Phyllis’ house
25 Jan / 26 Jan / 27 Jan / 28 Jan / 29 Jan / 30 Jan / 31 Jan
Hols / Australia Day Membership email WASLAnet / SLCWA Conference Meeting
1 Feb / 2 Feb / 3 Feb / 4 Feb / 5 Feb / 6 Feb / 7 Feb
1 / TERM 1 commences / Membership email WASLAnet
8 Feb / 9 Feb / 10 Feb / 11 Feb / 12 Feb / 13 Feb / 14 Feb
2 / Membership email WASLAnet / Award nomination forms are released
15 Feb / 16 Feb / 17 Feb / 18 Feb / 19 Feb / 20 Feb / 21 Feb
3 / Membership email WASLAnet / Committee Meeting –
Shenton College
22 Feb / 23 Feb / 24 Feb / 25 Feb / 26 Feb / 27 Mar / 28 Feb
4
29 Feb / 1 Mar / 2 Mar / 3 Mar / 4 Mar / 5 Mar / 6 Mar
5 / Scholarship nominations due
7 Mar / 8 Mar / 9 Mar / 10 Mar / 11 Mar / 12 Mar / 13 Mar
6 / Labour Day / Membership email WASLAnet / Birds of a Feather PD – Perth Modern?
14 Mar / 15 Mar / 16 Mar / 17 Mar / 18 Mar / 19 Mar / 20 Mar
7 / Committee Meeting –
Shenton College
21 Mar / 22 Mar / 23 Mar / 24 Mar / 25 Mar / 26 Mar / 27 Mar
8 / Good Friday
28 Mar / 29 Mar / 30 Mar / 31Mar / 1 Apr / 2 Apr / 3 Apr
9 / Easter Monday
4 Apr / 5 Apr / 6 Apr / 7 Apr / 8 Apr / 9 Apr / 10 Apr
10 / Award nominations are due to the Award sub-committee / IC3 Issue 1 – Copy deadline
Term 1 ends
11 Apr / 12 Apr / 13 Apr / 14 Apr / 15 Apr / 16 Apr / 17 Apr
Hols / Committee Meeting – Phyllis’ House 10am – 12.30pm
Award nominations are decided and reported to the committee
18 Apr / 19 Apr / 20 Apr / 21 Apr / 22 Apr / 23 Apr / 24 Apr
Hols

Appendix 2 - PD Sub-Committee notes

  • Term 1 – Birds of a Feather “Come one, come all”.
  • Plan to hold at Perth Modern – Hanneke to follow this up
  • Proposed date – 12 March (week 6)
  • Plan to hold between 6-8 sessions, roughly 10 to 15 mins each.
  • 8.30am for a 9am start.
  • Continue with poster theme – Natasha to send through poster.
  • Hanneke to follow up trybooking for the ‘payment’ and management of attendees
  • Rebecca to send out email for speakers.
  • Term 2 – SLCWA Conference
  • 3/4 June 2016 – Week 6 Term 2
  • Term 3 – proposed Carol Tomlinson
  • Based on the model like Steven Krashen in 2015
  • Lisa to follow up dates – committee would prefer a Saturday
  • ACEL Conference dates – 28-30 September
  • Possible link with other state library associations
  • Term 4 – AGM 9 November
  • Email to be sent out to WASLA_Net asking for possible location – school wishing to showcase their library. Natasha suggested Kennedy Baptist
  • Suggested theme – Copyright – due to changes to be made to the Copyright Act.

Appendix 3 - Awards Sub-Committee notes

  • For 2016:
  • Nomination forms sent out Week 2, Term 1.
  • Nominations due Friday 8 May, Week 10, Term 1.
  • Awards sub-committee to discuss the nominations and make a decision at committee meeting on 13 May.
  • Rebecca to organise trophies, certificates, etc
  • Awardees will be announced and presented at the SLCWA Conference – approx.. 10 minutes required.
  • Barb C to confirm time, location of the ‘ceremony’
  • Award Policies to be updated – committee proposed making 3 awards – TL, LT and LO
  • TL Award to receive certificate, trophy, $250
  • LT Award to receive certificate, trophy, $250
  • LO Award to receive certificate, trophy, $250
  • For 2017:
  • The committee agreed the dates are suitable and the ‘ceremony’ will occur at the WASLA Mini Conference
  • Proposed change to Awards Dinner as no longer required:
  • Change the occasion to an informal social gathering
  • Keep date as 26 November, around 4 – 7pm
  • Location – somewhere in Swan Valley
  • Price – around $30, perhaps given a drink token and then purchase own drinks but nibbles provided.