Drafts minutes for SCOPA Meeting
February 1, 2006, SML 410
Present: Eileen Smith (chair), Michael Forstrom (recording), Marsha Garman, Kevin Glick, Jennifer Krivickas, Este Pope, Cindy Roman and Camilla Tubbs
Absent: Kelly Hovendick
E.S. announced that one of the committee’s tasks for the year will be to get its record-keeping in order. This will require organization of existing documentation, revision of documentation, and creation of documentation for new or undocumented activities and procedures. The SCOPA web site, in particular, requires updating and reorganization.
The committee first discussed how to manage meeting minutes and agendas. Effective this meeting: minutes will be recorded at the biweekly Wednesday meeting (by a rotating member), draft minutes will be submitted to the committee by e-mail by the following Monday, revisions will be incorporated, and revised minutes will be reviewed for approval at the next meeting.
E.S. proposed that the committee discontinue the practice of posting committee agendas on the SCOPA website since it is not common practice among other YUL committees. This change will apply from the January 11, 2006 meeting.
E.S. also asked members to consider whether any additional SCOPA related documentation is necessary. Specifically, contacts and/or information on subcommittee activity. The committee discussed the possibilities of maintaining documentation on the website or in a network directory.
E.S. forwarded the current committee membership to Diane Turner, who “owns” the SCOPA Committee account. Members were asked to check whether they have proxy access.
4. Sub-committee Reports on Meetings
K.G. reported for the Mentoring Subcommittee and proposed that the work of this subcommittee be included on the biweekly agenda, not irregularly, as in the past. M.G. reported for the Website Subcommittee and passed out a document on reorganization of the website. The issues to address include lack of documentation and inconsistent past practice. K.G. noted the distinction between active and non-active records and asked whether non-active records should be archived.
5. Spring Break (March 6 – March 17)
E.S. will be gone during Spring Break. K.G. noted possible construction in the SML basement and conflict with use of the Lecture Hall for forums.
6. Forums: General Issues
C.R. volunteered to draft a checklist for forums.
7. Forums
Forums recurring annually:
International Festival of Edible Books (ca. April 1st : Eileen)
E.S. discussed the Festival with Nancy Kuhl who, along with Jae Rossman, did most of the work, including a half-day baking workshop, which made the event possible. SCOPA has been a co-sponsor with little organizational responsibility. Since neither N.K. nor J.R. are planning to repeat the event this year, E.S. concluded that it was too much, given the traditional April 1st date, for SCOPA to do on its own.
SCOPA Grants Forum -- 2005 recipients' presentations (April)
Report to Staff (was 'State of the Library') by Alice Prochaska (Sept./Oct.)
C. T. volunteered to coordinate the Annual State of the Library forums.
Promotion Review by Diane Turner (Fall)
K.G. volunteered to coordinate the promotion review forums.
Recurring non-forum:
New Librarians' Orientation (twice yearly, Spring and Fall)
Forums set:
David Wrobel, “Globalism, Exceptionalism and Western American Travel Writing,” SML Lecture Hall (Michael: 2/06)
E-Resource Management at Yale (Michael : 3/10)
This forum has been tentatively rescheduled for March 10, 1-2:30. Due to a conflict with the Lecture Hall, it will be held at the Law School, Rm. 127.
Greg Sharrow from the VT Folk Life Center (Michael: 4/05)
Forums in planning:
As part of our new series on building a promotion portfolio:
Grant writing (Kevin : early March)
K.G. is coordinating this event and plans to speak, along with Rich Szary and Grants & Contracts. No firm date has been set, but his initial plans for March 6th.
The committee discussed the possibility of addressing local Yale resources and procedures. K.G. and C.R. may pursue this project with the expectation that they contact the Yale Office of Contracts and Grants. E.S. will ask Diane Turner for approval.
Committee work outside of Yale (Marsha : Spring)
Professional publishing (Michael : Fall 2006)
Addition series topics previous discussed:
ALA Committee Participation
Local/Regional Library Committees
Non-Library committees, especially for M's
Topic for series requested by Diane Turner:
Preparing for promotion: candidates and supervisors working together (Eileen)