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Messages - jireland

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1
September 17, 2021 Council Meeting @ MVCC / President's report
« on: September 16, 2021, 11:56:35 AM »
Schedule of Council meetings 2021-2022
Nov. 12 @ Turning Stone 10am - to be discussed under old business
Jan. 21 @ SUNY Delhi 10am
March 25 @ Farmingdale State 10am
June TBD, during the week of the Annual Conference @ Farmingdale State College

Thank you to Karen Gelles and Farmingdale State College for hosting the 2022 Annual Conference. We are also excited to announce SUNY Maritime has agreed to host the 2023 Annual Conference. Thank you to Renae Rapp and her team for their advanced planning.

I had a meeting in July with Queens College graduate students, Gillian Rothchild and Angelina Anzalone, regarding how SUNYLA can better support library school students. Below are the main points from this meeting.
- Increase mentoring opportunities (further discussed under new business). I drafted a mentoring program outline. Will look for feedback and mentoring volunteers.
- SUNY Library job listing site with internship opportunities - being worked on
- Resume/cover letter writing workshop - tentatively scheduled for Oct. 15th; hosted by LIS sub-committee
- Library school student voice during Council meetings (also under new business).

During the June Council meeting it was recommended to invite Tim Stookesberry from SUNY Press to start a conversation on how SUNYLA and SUNY Press can collaborate. I contacted him and he agreed to attend today. Welcome Tim! He will be speaking under new business.

I attended a meeting discussing a possible SUNYLA DEI committee. We need to explore whether or not we want this as a permanent standing committee and further establish the mission and goals. To be discussed further under old business.

I attended a delegate enhancement sub-committee organized by Carol Anne Germain. We discussed reduced conference fees for delegates and other incentives that will be shared during the Membership report.
Respectfully submitted,
Jocelyn Ireland

2
June 16, 2021 Council Meeting @ VIRTUAL (Annual) / 1st VP Report
« on: June 14, 2021, 11:31:04 AM »
The SUNYLA election occurred successfully through Election Runner. Thank you Jill Locascio for setting everything up behind the scenes. Congratulations to our newly elected officials: Jennifer DeVito (1st Vice President/President-Elect), Karen Gelles (2nd Vice President/Conference Chair), and Gregory Bobish (Treasurer). Terms start at the end of the annual conference on Friday.

Thank you also to April Davies, Carol Anne Germain, and others that updated the bylaws. The bylaw changes were passed during the election. Summary of bylaw changes: https://docs.google.com/document/d/1WdO6TcBSLR5ia-1aqOr2LHc1SBZfE0gUfjvJrCBWn6Q/edit

I will be holding a new member/1st SUNYLA conference meeting today (Wed. the 16th) at 3:30 in Zoom room one. If this is your first conference, you are a new member, a library school student, or you just want to stop in and say hi, please join me.

I am looking forward to serving as your president for the next year.

Jocelyn Ireland

3
March 26, 2021 Council Meeting @ VIRTUAL / 1st VP Report
« on: March 24, 2021, 11:54:58 AM »
Nominations are being sought for 1st Vice President/President-Elect, 2nd Vice President/Conference Chair, and Treasurer.  Any member current with their dues is eligible to run for a position.  Please email me at jireland@mvcc.edu if you are interested in running or encourage one of your talented colleagues.  The election will open in late April and will be held by electronic ballot.

The position terms are:

1st Vice President/President-Elect:
The 1st VP serves a 3-year term.  The first year of the term they serve as 1st VP and are responsible for coordinating delegates, chairing the Nomination Committee, and helping the President as needed.  The second year of the term they assume the position of President and see to the running of SUNYLA and serve as the liaison to the SUNY Council of Library Directors.  The final year of the term they serve as Past-President and advise the President as needed.

2nd Vice President (Conference Chair):
The 2nd VP serves a 1-year term and is responsible for organizing the next SUNYLA conference (2020) including overseeing the various committees.  The 2nd VP will serve as a liaison between the conference library and SUNYLA.

Treasurer:
The Treasurer serves for two years, and may be re-elected.  The Treasurer receives, records, holds, and distributes all monies of the Association in accordance with Policy on the Expenditure of Association Funds; maintains a record of paid members and forwards names of Delegates to the Membership Committee Chairperson; prepares a written annual statement of accounts for Membership; and makes recommendations to the Council for changes in procedures, spending limits, and policies.

More information on each of these positions can be found at:  http://sunyla.org/a-manual-of-duties-and-responsibilities/

Thank you,
Jocelyn Ireland

4
January 15, 2021 Council Meeting @ VIRTUAL / 1st VP Report
« on: January 14, 2021, 04:03:13 PM »
Nominations are being accepted for the following SUNYLA positions:

-1st VP
- 2nd VP
- Treasurer

Please email me at jireland@mvcc.edu if you are interested in running for a position.  After candidates are approved, ballots will go out at the end of March.

Just a reminder, delegates for each SUNY campus get elected in odd-numbered years according to our Bylaws. The names of any new delegates should be forwarded to the Secretary, Alana Nuth. Any delegates that need assistance with accessing the online council area of the Membership Directory to find campus member information, including membership numbers, can contact me for assistance.

Respectfully submitted,
Jocelyn Ireland
MVCC

5
November 13, 2020 Council Meeting @ VIRTUAL / 1st VP Report
« on: November 10, 2020, 10:29:38 AM »
Last month I emailed the SUNYLA delegates to outline the responsibilities of the role and check on the accuracy of the delegate list. If you are a delegate and did not receive an email from me on October 7th, please let me know (jireland@mvcc.edu). I want to make sure my delegate contact list is accurate. I mostly went off of the online delegate list (https://membership.sunyla.org/show_delegates.php), but I may have unintentionally missed someone.

I created a google doc about the expectations of the 1st Vice President position. It is living in a shared Google folder, originally created by Bill Jones, and will be passed down to the next VP each year.

I am accepting nominations for the next SUNYLA election occurring in March 2021. Nominations are being accepted for:
- 1st VP, President Elect
- 2nd VP, Conference Chair - usually works at the location of the annual conference (2022 - Farmingdale State College)
- Treasurer
If you are interested in running, please refer to the “Manual of Duties and Responsibilities” (http://sunyla.org/a-manual-of-duties-and-responsibilities/) for information about the expectations of the position.

Respectfully submitted by Jocelyn Ireland, MVCC

6
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

7
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


8
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

9
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

10
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.



11
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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