Support Staff Interest Group (SSIG)
Program Planning Committee Meeting Minutes
January 10, 2003
Ohio State University, Mansfield

Present: Brian Hickam, Mary Ayres, Kelly Shook, John Burke, Judy Orahood, Gaynelle Predmore, Amanda Bowers, Doug Morrison, Amy Pickenpaugh

1. Announcements:

Brian announced our lunch plans.

2. Spring Workshop Planning:

Updates

1. Ohio Wesleyan University – Judy reported that we are all set with food. We pay $13.50/hour for our use of the lunch room (to cover custodial fees). Otherwise, we are paying $14.50 per person for lunch and breakfast. Traveling speakers (Doug, John, and the “Humor in the Library” speakers) will stay at the Delaware Hotel ($59 per night). Kelly will make reservations.
2. Shawnee State – Mary reported that she checked on hotels and, after discussion, Kelly will pursue reservations at Holiday Inn Express for the traveling speakers. The group discussed room layout (we chose the “banquet” setup for the morning session, the networking session, and lunch), the need for microphones for the panel and the audience, and an LCD projector, laptop with PowerPoint, and screen for Doug (all three sites will need these items). We will have two separate rooms in the afternoon, set up classroom style. Our room rental cost for the day is $90 (for the first 5 hours) plus $20 for each additional hour (this is just for the main room - classroom space is at no charge). The library director at Shawnee offered to host a morning reception for us if we open up the program to their staff. We will also handle registration in the library. We decided on lunch ("create your own buffet" - 3 entrees at $14.95 per person). Mary will check if there is an additional gratuity charge.
3. University of Toledo – Kelly reported that breakfast and lunch will cost us $12 per person (box lunches - Corey Seeman made the arrangements). Gaynelle will check with Corey on area hotels.
4. Keynote speaker update – Doug asked for clarification on the workshop topic. The group responded: motivation in the workplace - how people motivate themselves and how their libraries help them. Our workshop title is: "Preparing and Motivating Ourselves for Success in the Library."
5. Panel Update – Several members noted that we need to clarify our topic before people will sign up for the panel. Doug will moderate with 4 local panelists at each site. Each panelist will have chance to introduce themselves, respond to questions that Doug asks, and add on to other panelists' comments. Doug will also look to the audience for questions. The group made suggestions for questions that connect to the overall topic:
   • Support from the library for involvement - would you do it if not supported?
   • Why would you get involved in activities?
   • Why would you motivate support staff in your library? How do you keep up morale in-house?
   • Self-motivation
   • Motivation and staff
   • Motivating others to seek CE
   • How is your library motivating/supporting you to do a given activity?
   • What would you hope to see your library do to help motivate you better?
   • What activities would be useful and staff-originated to give workers a positive boost in their workplace?
   • What could you do to be motivated in a non-supportive environment?
   No panelists have been confirmed yet, but each site coordinator has candidates in mind.
6. Afternoon Breakout Sessions
   • What to Do Before You Call a Tech - Corey will present this with Barb Anderson at OWU and Toledo. Amanda will check with Margaret Delaney of OVAL to see if she can cover Shawnee State.
   • How Will Emerging Trends and Technologies Affect the Library - John is pulling his presentation together. He will be at all three workshops.
   • Communicating Effectively With Co-Workers and Patrons – The coordinators for each workshop site will try to find local directors to do this session.
   • Humor in Libraries – John contacted Leah Black and Denise Forro at Michigan State and they are willing to speak at all three sites. John will follow up with them on their hotel and mileage needs.

Review Schedule: We reviewed the schedule and confirmed times. The MSU folks need to present during the earliest breakout time at Shawnee in order to get on the road home. Here is the schedule:

9:00 Registration and coffee/continental breakfast
9:30 Welcome and keynote
10:30 Panel
11:30 Networking session
12:00-1:15 Lunch and business meeting
1:30-2:20 Breakout 1 – 2 session choices
2:30-3:20 Breakout 2 – 2 session choices
3:30 Exchange evaluations and name tags for a gift

We also discussed how to facilitate the networking session, especially on how to get people talking. Amanda and Gaynelle offered suggestions for mixing participants up in groups and having them respond to questions. We will try to randomly mix people up at tables for the networking session and lunch by marking their group on their workshop folder.

Workshop Proposal and Expense Report: Kelly distributed the ALAO form that she had filled in using Gaynelle's model from last year. The group discussed various financial issues and expense calculations.

We listed who on the committee will be at each site (at this point, at least):

• Kelly can go to all, but is coming back from a trip on April 29th and may miss the Shawnee workshop.
• Toledo - Gaynelle, Doug, John, Brian, and maybe Karen Ketchaver.
• OWU - Judy (she can get 2 people there to help with registration), Doug, Amy, John, Brian, and probably Martha and Joy.
• Shawnee – Doug, Amanda, John, Mary, and Becca.

We estimated that there are 10-11 people at each site (speakers and committee members) who are not paying for the workshop or lunch.

Kelly will approach the ALAO Board about offering the workshop to all takers at the same rate (not going with the typical member/non-member options).

We will invite representatives from the Belmont Technical College and University of Cincinnati-Raymond Walters College LTA programs to come, and also KSU SLIS. Kelly will check with Rhonda Filipan at Kent to see if they might sponsor a breakfast. We may even set up a separate afternoon breakout session for the library school or other programs.

The group set the registration for the workshop at $55. We are expecting 125 participants (total from all sites). OWU is limited to 60 participants (due to space), but others might be able to go larger if needed.

Letter of Intent to Keynote Speaker, Presenters, and Panelists: Kelly and John Need to get a letter together. John will check on his and Michigan State speakers' mileage needs and get that information to Kelly. Doug will work out his mileage as well.

Registration Form and Flyer Creation: Brian volunteered to make the registration form. John will put it on the Web. If people are unable to attend, we are not allowing cancellations (they can send someone else). Registration deadline is April 15.

Public Relations Campaign: We will need to check with the regional library consortia to have them mention the workshop in their mailings. Judy will check to see if we can be mentioned in Ohio Libraries. We will check with Connie Ostrove about publicizing it through the SLA groups' mailing lists. John will check his mailing lists and identify libraries to mail to in the northwest. Kelly will send out a letter to library directors. Amanda offered to send out the flyer to OVAL's area libraries. We have to mail out a flyer to all ALAO members (600+), which costs us $30 for the mailing labels (we send most of them out via US Cargo). Kelly will call OCA for ALAO labels

Workshop Registration: Judy volunteered to receive registrations and keep track of them.

Evaluation Form - Karen Ketchaver will create the form and handle this. Kelly asked ALAO for 125 notepad cubes (from Annual Conference). We may end up with other door prizes.

Workshop Packet Coordinator – Gaynelle volunteered for this position.

Business Meeting/Elections of Secretary/Chair-Elect – Our main order of business at the meeting will be electing a Secretary/Chair-Elect. We are still recruiting candidates. Doug will talk about OLSSI at the meeting, along with Brian promoting the Support Staff/Support Staff Supporter awards. Brian will be unable to make the Shawnee State workshop, so Kelly or I will handle the award promotion there. If we do not have two candidates in time for the workshops, we will ask for volunteers during the business meetings and then hold the vote electronically afterwards.

3. New Business:

Awards – We have not yet received a nomination. We need to market the awards more strongly.

Next meeting – We will meet on March 14 from 10:00-3:00 at Ohio Wesleyan.