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Messages - jireland

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September 18, 2020 Council Meeting @ VIRTUAL / VP Report
« on: September 17, 2020, 01:12:50 PM »
Thank you all for the opportunity to serve as your VP. I’m extremely grateful for the opportunity to work with you all.

Thank you to those that attended the virtual annual conference last June. I am so proud of the work the planning committee, presenters, and moderators did to pull it together. Hopefully we won’t have to do another annual conference solely online, but at least we have some experience of things that worked and things that can be improved upon. Best of luck to our new conference chair, Carrie Fishner, as she leads the planning for next year’s conference.

I know it’s early, but I thought I would plant the idea in anyone’s head that might be interested. I am accepting nominations for the next SUNYLA election occurring in March. Positions up for election are:
1st VP, President Elect
2nd VP, Conference Chair - usually works at the location of the annual conference (2022 - Farmingdale State College)
Treasurer

Respectfully submitted,
Jocelyn Ireland
Mohawk Valley Community College

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SUNYLA 2020 is our first virtual annual conference. It is certainly not what I envisioned when I first started planning the conference, which was supposed to take place at Mohawk Valley Community College, but the planning committee and I made the best out of a difficult situation and produced an event we can all be proud of.

Final numbers
548 total people registered
271 of which identified as this being their first SUNYLA conference
Total expenses = $6952.13
Total income from registration and sponsors = $10,015
Net gain = $3062.87

Technology
Conference presentations are taking place on Zoom’s webinar platform. We purchased five tracks to handle five consecutive sessions. There will be one person on each track all day to serve as the coordinator/host. They will promote presenters and moderators as panelists and then change their role back to attendee after their presentation. Social events, SIGs, the annual meeting, and two workshops are taking place over Zoom meetings to allow for more collaboration/participation among attendees. Jill Locascio volunteered to be the tech support contact.

Presentations will be recorded and shared through YouTube. PDFs of slides will also be available to those registered.

Don't forget to visit the virtual posters posted to the conference website.

Preparation
Every presenter and moderator attended a “trial run” with the chair to review the webinar platform, test equipment, and go over what they can expect on the day of the conference.

Two separate programs were created. One for the open web and one for those that registered. The one made only for registrants has links to sessions.

I would like to say a big thank you to ...
Carol Anne Germain for organizing and communicating with sponsors, and for assembling and mailing over two hundred swag care packages.
Alana Nuth for being so much help communicating with presenters.
Andrea Kingston for serving as poster lead.
Jodi Oaks for assigning and communicating with moderators.
Our very generous sponsors. After we changed to virtual, I was worried about how much support we would receive since there wouldn’t be a physical vendor area, but we are extremely fortunate to have such great companies that support our libraries.
Logan Rath for being a huge technology support and handling registration.
Bill Jones for being a constant source of support and guidance.
Steve Frisbee, April Broughton, Bill Jones, Rebecca Hewitt, and Becky Burke for serving as track coordinators.

Respectfully submitted by someone that needs a vacation after Thursday,
Jocelyn Ireland


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A LOT has changed since our last council meeting. The biggest news is the annual conference is no longer taking place in person due to the COVID-19 pandemic. All conference activities will be done virtually.

This decision did not come lightly. MVCC was very much looking forward to hosting the 2020 conference. However, given the unpredictability of the virus spread and keeping the best interest of our member’s health, I saw no other course of action but to cancel all conference activities taking place on the MVCC campus.

The show will go on! Presenters will be contacted to see if they are willing to present virtually. After the sessions are finalized, a schedule will be created. The conference typically takes place over the course of three days. This timeframe may no longer be appropriate. The conference may be condensed to a shorter period.

One bit of good news is that Kaetrena Davis Kendrick is still our keynote speaker.

Carol Anne Germain and I are currently looking at options for vendor sponsorship. We still very much want to include vendors in this event. Options like online vendor fairs/exhibits are being looked at.

Registration will likely be delayed. Registration was supposed to go live in early April, but that might be pushed to mid-to-late April even May. I would first like to finalize plans with vendors, evaluate technology needs and expenses, and then decide if a registration fee is needed. If there is a registration fee, it will be minimal. Registration will be open to SUNYLA members first, then opened to non-SUNYLA registrants until a cap is reached.

The conference will likely take place through Zoom. During breakout times, there will be around four concurrent sessions. The plan is to have all presentations recorded and accessible through the SUNYLA forums and conference website. Attendees will be encouraged to share thoughts and ideas about the sessions in the forums so the sharing of ideas can continue after the conference is finished. Presenters will be tasked with monitoring their session’s forum.

The planning committee will also be brainstorming different ways to promote social togetherness even in our isolated state during the conference.

Any ideas or questions can be sent to jireland@mvcc.edu.

Respectfully submitted,
Jocelyn Ireland

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January 10, 2020 Council Meeting @ FIT / Conference Chair / 2nd VP Report
« on: January 09, 2020, 01:24:03 PM »
Save the date for the 2020 Annual Conference taking place at Mohawk Valley Community College, Utica campus, June 17-19.

The conference planning committee has been meeting monthly. Our next meeting is January 13. If you are interested in being involved with the Conference planning activities, email Jocelyn Ireland at jireland@mvcc.edu. Links to the most recent meetings are below.
November meeting minutes: https://docs.google.com/document/d/1s3hyABbsar13ssG-5VbDmwDGP5ryy9gcTW-P-7BRtt8/edit?usp=sharing
December meeting minutes: https://docs.google.com/document/d/1VOQzd84mcWOT96LkYDwH6Bnc0O-h4DLv2B9AyN-iaY4/edit?usp=sharing

The conference website is live. Check it out at https://sunyla2020.wordpress.com/. There are place holders for some local information that will be filled in in the next month or so.

Call for proposals has been posted to the conference website, sunyla.org, SUNYLA’s Facebook page, and various listservs. The committee decided to accept proposals for 90 minute pre-conference workshops, 45 minute breakout sessions, and 10 minute or under lighting talks. Submit your proposal through the Google form: https://docs.google.com/forms/d/e/1FAIpQLSeX7K3_kSVmPKgGL1aiL7Pwie0FaNxgFRhq5iqPnP4HrtkL3Q/viewform?usp=sf_link.
The deadline for presentation proposals is February 21. Keep a look out for the call for poster proposals in the beginning of March.

Hotel reservation blocks are under the group name SUNYLA at two Utica hotels. Find out more at https://sunyla2020.wordpress.com/housing/. Dorm reservations will be accepted during conference registration in April.

A checking account has been set up at Key Bank for conference expenses. A debt card and checks have been received by the Chair.

Respectfully submitted, Jocelyn Ireland

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Plans for the annual conference continue to progress smoothly. The planning committee minutes for October is available:
https://docs.google.com/document/d/1KgUlTOIWkHDkn8e9HLkcLvjQJWyYT3EcwEWJ-EDRUEs/edit?usp=sharing. The planning committee will be meeting again Friday, Nov. 15th, 10-11 through Zoom.

The keynote speaker has been identified. Kaetrena Davis Kendrick, winner of the 2019 ACRL Research/Academic Librarian of the Year award, has agreed to present the keynote address. She will be speaking on leveraging creativity to inspire and integrate equity, diversity, and inclusion values. Read about her scholarly contributions in ALA’s press release http://www.ala.org/news/press-releases/2019/01/kaetrena-davis-kendrick-named-2019-acrl-academic-research-librarian-year.

The conference website is being created.

The logo is complete. Find it attached.

54 dorm rooms are reserved. The total cost for staying in the dorms for SUNYLA attendees will be $39 a night.

The SUNY Chancellor is not available to speak during the conference. Her office offered to send another representative to speak on her behalf.

Call for proposals will be sent either in December or January.

Save the date: the annual conference is June 17-19, 2020.



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September 20, 2019 Council Meeting @ SUNY Geneseo / 2nd VP Report
« on: September 18, 2019, 04:53:16 PM »
Plans for the annual conference are going well. The conference will take place at the Utica campus of Mohawk Valley Community College, June 17-19, 2020. Save the date! The Planning Committee has met twice. Links to the Planning Committee meeting minutes are below.
July meeting minutes - https://docs.google.com/document/d/1bT_Cx_ooCIRrA3k3npU8h4NicUt3ccTJrsFUdTvb_V8/edit?usp=sharing
September meeting minutes - https://docs.google.com/document/d/12Apt-xl_Bt63aAJr6ee4WyJKi59Ez7ghdKzX-HbOoBs/edit?usp=sharing

If anyone would like to join the conference planning committee, email jireland@mvcc.edu.

The committee has chosen a theme for the conference. The theme will be: SUNYLA 2020: The Heart of the Campus -- Accessible, Inclusive, and Inspiring Libraries. A work group consisting of Adam Saunders, Jeremy Pekarek, and Justin Cronise will be working on a logo in the next couple of months.

I am currently reaching out to possible keynote speakers.
Respectfully submitted by Jocelyn Ireland

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