ALAO Support Staff interest Group
Program Planning Committee Meeting Minutes
Friday, November 30, 2001
At MOLO in New Philadelphia, Ohio

1. Welcome/Introductions/MOLO Facilities

Gaynelle welcomed everyone who was present as we introduced ourselves.

Chris Hopkins from MOLO welcomed the committee and gave us a tour of their facilities. MOLO is very excited in regards to being a host site for the ALAO SSIG Conference in April.

2. Announcements.

No announcements at this time.

3. Old Business.

ALAO Annual Conference - October 26, 2001

1. Poster Session.
   • A big thank you goes to Michael Ludle who was in charge of ALAO SSIG's Poster Session. The poster session was well received by the conference attendees. Great job Michael!
   • There were a number of leftover freebies that we will use at the ALAO SSIG Spring Conference.
2. SSIG Display Table - Many people visited the table but only one person signed up for Secretary/Chair Elect position of SSIG.
3. Business Meeting/Program: Reach for the S.T.A.R.S.
   • The meeting/program was well attended. Gaynelle did a great job with her program!
   • We currently have 2 people who are interested in running for Secretary/Chair Elect position of ALAO SSIG. Michael Ludle was nominated in the Business meeting and John Burke is also interested.
   • Meeting minutes were distributed and will be made available on the SSIG website.

Spring Workshop 2002 - Updates

1. Timeline (ALAO suggested) - The program planning committee seems to be on schedule in regards to following the ALAO suggested timeline for planning a conference.
2. Theme - The theme of the conference is "Changing with the Times; Facing the Challenges of Tomorrow."
3. Speaker
   • Charlie Fox, Editorial Director of Library Mosaics will be the keynote speaker.
   • His proposed speech is "Blowing Up the Box: Shedding Our 20th Century Image."
     • A few members of the committee felt the title needed to be changed as it could be offensive to some individuals after the September 11th event.
     • Doug will talk to Charlie about the possibility of changing the title of his talk.
4. Locations/Attendance Limits.
   • MOLO - 48 comfortably; 52 maximum.
   • BGSU - 75 comfortably; 80 maximum.
5. Flyer
   • It was decided that we would include an insert in the ALAO March Newsletter as well as sending out flyers in a separate mailing.
   • The insert for the ALAO March Newsletter needs to be to Alison by March 4, 2002.
   • Kelly will ask for volunteers to make copies of the insert to be placed in the newsletter.
   • Kelly will send out the separate mailing via US Cargo and U.S. Postal mail where US Cargo is not available. This mailing will go out in February.
6. Web Flyer.
   • Jeph Remley from Kent State University has agreed to design the web flyer for the conference.
   • The web flyer will be up by the end of December for members of the committee to review.
7. Registration Process
   • The group decided that we would not accept registrations via email with the check being sent at a later time.
   • A PDF registration form will be available on the website which can be downloaded and printed and sent with the conference registration fee.
   • Deadline for registration is April 3, 2002.
   • Deadline for cancellation is April 5, 2002.
   • An email confirmation will be sent to the conference attendee once the registration form and fee has been received.
   • Kelly Shook will be in charge of receiving registration forms and conference fee as well as making name tags for the attendees.
8. Food
   • Coffee and Tea will be provided at both venues.
   • Gaynelle will investigate options for cold beverages, pastries, etc.
   • Lunch will be on your own at both places. Eateries available at each venue will be posted on the web flyer
9. Revised Budget - the conference registration fee is $25.00 so that we can pay for Charlie Fox's travel and accommodations as well as providing him with an honorarium.
10. Program/Schedule for the Day.
    8:30 a.m. - 9:00 a.m. Registration (Continental Breakfast)
    9:00 a.m. - 9:15 a.m. Welcome
    9:15 a.m. - 11:30 a.m Featured Speaker (15 minute break)
    11:30 a.m. - 1:15 p.m Lunch (On Your Own)
    1:15 p.m. - 3:30 p.m. Afternoon Session
    3:30 p.m. - 4:00 p.m. Gaynelle will prepare the paper ballots. Business Meeting / Evaluations / Election / Door Prizes
11. Folders
    • Who will put together? - Gaynelle
    • What will be inside?
      • Program.
      • Something about Charlie Fox
      • History of SSIG
      • Candidate Bio for Secretary/Chair Elect
      • Evaluation Form
      • Doug will also talk to Charlie about the possibility of having copies of Library Mosaics available for each of the attendee's conference packets
      .
12. Evaluations - Evaluations need to be created for the folders.

4. New Business

ALAO Annual Conference 2002

1. Deadline for presentations is February 17, 2002
2. Deadline for poster sessions is June 10, 2002
3. The group began discussing ideas for possible presentations at the conference.
4. It was decided it would be best if we could have our business meeting and presentation in the same session.

We will discuss ideas via the listserv. So anyone who has ideas please send them to the listserv.

Support Staff Presenter Grants will be awarded to support staff that would like to present at the annual conference but need funds in order to do their presentation. The group discussed and gave Michael some criteria that we thought should be met in order to receive the grant.

• Applicant demonstrates evidence of financial need.
• Presenter has submitted a valid and acceptable program proposal that pertains to the overall theme of this years annual conference, along with a description of how the funds will be used.
• Presenter must be a support staff member of an academic library.
• Grant recipients must provide written assurance of their attendance at the ALAO conference. Only family or professional emergencies will be accepted for not showing up.
• Grant recipients must be a current member of ALAO or be willing to become one.

5. Other Business.

Other Committee/Subcommittee Updates.

• Web Design Committee - Brian Hickam continues to work on the website and it should be ready real soon. He asks that you send content to the ALAO SSIG listserv.
• Award Committee and Issues and Concern Committee - currently there is no members on either committee. It was suggested that we ask for volunteers via the ALAO listserv and through the newsletter.

2. Listserv

• Tom Klingler from Kent State University is the moderator.
• Seems to be going well.

Positions descriptions for Secretary/Chair Elect and Chair of SSIG - It was asked at the business meeting of SSIG at the annual conference if we could provide everyone with a description and amount of time it takes as the Secretary/Chair Elect and Chair of SSIG. Gaynelle as volunteered to do this and it will be posted on the listserv as well as the website.

Next Meeting will be March 1, 2002 at 10:00am at the Ohio State University Agricultural Technical Institute.