LiSA Minutes
November 11, 2004
SML Rm. 409

Members present: Diana Quinones (chair), Mary Bradway, Kathleen Burns, Ruth Carruth, Stephen Cohen

Members Absent:  Marybeth Bean, Patrick Butler, Bernadette Cioffi, Lolly Lee, Suzanne Mirabile, Amanda Patrick, Kelly Shand (secretary), Cesar Zapata

Meeting convened at 2:00 p.m.

Diana asked for a volunteer to take minutes. Kathleen volunteered. Diana distributed agenda.

NON-AGENDA ITEMS

Diane received an email from Suzanne Mirabile informing LiSA that she is resigning from the committee. Discussion about finding a replacement (C&T level) ensued. LiSA will need to redistribute Suzanne’s committee responsibilities.

Committee briefly discussed possibility of Marybeth Bean’s resignation. Diana has not heard confirmation that her resignation is official.

The list of interested C&T candidates is still available.

NEW STAFF RECEPTION - Friday, November 12, 3-5 PM (SSS Room 405)
Diana asked for a final count of new staff hires. Ruth stated that the final account from Bernadette was 30 people. Diana pointed out that a new intern had just started on Monday who she did not believe had been accounted for previously. She suggested that the count may be slightly higher and that the estimate be for between 30 and 35 people to allow for some flexibility. Stephen asked if interns usually introduced at New Staff Reception and committee members agreed that it had been done in the past.

Possible improvements for next year were discussed. Ruth suggested that the room be booked earlier if possible. Committee is concerned that the room this year will be small for expected crowd. Originally booked when new hires numbered approximately 20 and estimated attendance was 75 people. Now there are 30 or more new hires, and expected attendance hovers at about 100 people. Diana recommended that if complaints are heard regarding the size of the space, committee members gently remind attendees that fluctuations in staffing size and the difficulty of finding a day when all AULS can attend strongly restrict planning.

Amanda Patrick volunteered to help with the Reception from 2:45-5. All volunteers were checked again. Kathleen Burns is manning the nametag table. Stephen C and Cesar Z will help clear up and Lolly is helping throughout.

Signs – Ruth said that she will post signs during set-up on November 12. Stephen volunteered that he had some directional “finger” signs from last year that he could share with Ruth.

Email reminder - Diana requested that another email reminder be sent out that includes directions and clarifies handicap accessibility. There is a ramp and elevator available for physically challenged attendees.

Cakes – Ruth discussed details for the delivery of the cakes. Scheduled for 2:30 PM tomorrow. Ruth will confirm to make sure there is an appropriate window of time for delivery.

Flowers – Stephen spent $30.00-$40.00 total on potted flowers from Stop and Shop for the party. Carnations will be handed out to new staff but not pinned. Ruth advised purchase of about 35 carnations which Ruth will pick up.

Volunteer tasks were reviewed and schedule firmed

1. Ruth, Diana, Bernadette – set-up thru clean-up
2. Kathleen – greeting table with name tags and flowers
3. Amanda – 2:45 until 5 PM
4. Stephen and Cesar – cleanup [Stephen mentioned he may be able to attend earlier].

Ruth stated that she will bring 2 cake knives as well as saran wrap. Recommended that committee members bring Tupperware for left-overs as it will not be possible to deliver unused food anywhere because the Library and other buildings will be closed.

Ruth will be at the room at 12:30 to prepare and clean space. Yale catering is set to arrive at 1:30 and will provide tableware, plates, etc. Ruth will meet them.

Brief conversation about the advantages of not serving champagne followed. Extra cost of glassware and hiring serving staff are eliminated. Safety also an important factor: staff will be prevented from driving while intoxicated. Stephen mentioned that there is still a case of champagne left in LiSA’s stores from previous receptions. Diana suggested that this be offered as a prize in the Holiday Raffle or be used for the Holiday Party. Will be determined at later meeting.

HOLIDAY PARTY- Wednesday Dec. 8, 4-6 PM
Caterers – Kelly has conferred with Doreen (Beinecke Library Admin) to find out what caterer Beinecke prefers to use. Doreen suggested La Petite Gourmet. Kelly has acquired a menu from several other caterers as well, and will choose a possible menu with estimated price per person by next week.

Drinks/bar will be handled separately. Ruth suggested hiring Yale Dining Services for bartending and liquor serving services, and bringing in our own wine and beer. One of the committee members suggested using the Wine Thief; they were used for last year’s Holiday Party and provided excellent goods and service.

Decorations – Committee discussed decorating strategies of the past. Last year, only tinsel and a garland were used for celebration. There was no tree. Committee discussed whether to set up a tree this year, whether someone should be asked to play Santa, and whether Christmas lights might be a festive addition. Decided to discuss these details at a later date.

Following planning discussion for Holiday Party, Stephen made a brief statement about his belief in the quality of receptions given by LiSA and by Yale administration based on his experience of receptions at other institutions.

HOLIDAY RAFFLE
Diana inquired whether there were any more donations and asked whether anyone on committee had the stock of unused raffle tickets from last year. Mary and Kathleen confirmed that they had returned raffle tickets after the termination of the 2003 raffle, however Diana relayed that they have gone missing. Last use was at the International Party. Antonia will be approached about whether Library Admin may have kept stock of raffle tickets. If tickets are not located, a new package will be purchased over the weekend. Stephen reminded committee that light-colored tickets are best to improve legibility when people write down their information. Diana said that she will distribute tickets to LiSA members on Monday. Actual sales can begin on Tuesday or Wednesday. An announcement will go out to library staff.

Diana will also send preliminary list of donated items to Kathleen so it can be mounted on the LiSA website as a promotional tool. This list will continue to be updated as more donations are garnered.

TICKETS TO NUTCRACKER AT THE SHUBERT
Cesar had forwarded an email with announcement about this outing to Diana for approval. Committee members reviewed and revised email. Diana will send revised version back to Cesar for distribution on Yu-Lib.

CANNED FOOD DRIVE
New event chair needed. Ruth volunteered. Will contact Branch libraries and mail room about setting up boxes. Stephen remembered that same boxes were generally used when Stephen Bernstein ran food drive. If Ruth cannot find them in LiSA “closet”, Stephen assured her that MSS & A could easily provide boxes. Ruth will also contact Food Bank. Diana explained how food bank acts as a centralized distribution point for several soup kitchens. Calendar set for food drive—program will run from Monday after Thanksgiving (Nov. 29) to week before Christmas (Dec. 17).

OTHER BUSINESS

Field Day – Ruth proposed that LiSA book Lighthouse Park again even with increased parking fees. Stephen asked about Hannah’s Dream Park, but Diana thought the space would be impractical since there are no benches. Lighthouse Park has been well received in the past as a location, and is popular with staff and children. Ruth will call to make reservations.

1 or 2 new members will be added to the committee by next meeting.

Next meeting to be held on December 2 at 2 PM.