ALAO Support Staff Interest Group
Program Planning Committee Meeting
March 14, 2003
Ohio Wesleyan University

Present: Mary Ayres, Kelly Shook, Karen Ketchaver, Judy Orahood, Doug Morrison, Amy Pickenpaugh, John Burke

1. Workshop Updates:

Kelly sent out the letters and hotel information to the workshop speakers (Doug, John, Barb Anderson, and Denise Forro and Leah Black). She sent out registration forms to all but about 30% of ALAO members by US Cargo and asked the rest of the committee to send out the remainder.

Kelly will send out letters acknowledging the panel participants once we know who they are.

John needs to flip flop the times of the breakout session groups on the web site.

We're spending about $1500 for speakers (everything included).

We will watch registration closely to see if we need to cancel a given site.

Site Reports:

• Shawnee -- Amanda is covering panel recruitment. She has someone from Clark Memorial Library and Portsmouth Public lined up. Jimmie Eppling of OVAL will present the “What to Check” session, and Louis Mays will present the "Communicating Effectively" session. Mary is covering any remaining bases. Kelly will not attend this session (due to travel plans) but will attend the other two and volunteered to take care of any needed duties. All known technical needs are being arranged for. Mary is taking care of the registration desk (she will find volunteers). Mary will get specific room numbers for the breakout sessions and send them on to the group. John will bring a digital camera to Shawnee, and Kelly will bring one to the other two sites. John will run the business meeting here as well.
• Toledo -- The morning will start at the Student Union in Board of Trustees room. Brian is coordinating the panel and other speakers and Corey Seeman is the local arrangements contact. Corey and Barb are co-presenting the "What to Check" session.
• OWU -- Judy is well organized. She has the registration table arranged and staffed. Mary Jane Santos will present the “Communicating Effectively” session. Barb will present "What to Check." The panelists, so far, are Joy Laurence and Pat Wood.

Packets:
Gaynelle is putting packets together, and John will send her the folders and pens from Betsy Blankenship (plus the leftover pens that Kelly has).

Business Meeting:
At the business meeting, we'll conduct the election, talk about the Ohio Library Support Staff and Supporter awards, and advertise the Ohio Library Support Staff Institute.

We will need to look at the manual to see what rules are required for the election. The group wondered if we can accept nominations from the floor and vote on email later, particularly if we do not have two candidates for Secretary/Chair-Elect before the workshops start. Doug expressed hope that we will shortly have two candidates.

We will have statements from the candidates to pass out to participants during the business meeting.

Networking session:
How will we facilitate this session? We will put together a list of questions using the ALAO-SSIG-Program list for the tables of participants to discuss. We will try to have a “plant” from the committee at each table. Judy will compile the list to share with the other site coordinators.

Evaluations:
Mary will collect the evaluations at Shawnee, Kelly will collect them at UT, and Karen will pick them up at OWU.

Miscellaneous Updates:
Kelly will send out the starter questions for the panel that we devised at the last meeting.

John will check back with Betsy on the keepsakes. He will have her send the ALAO banner to Doug. He will have Betsy send out her additional signs to Mary.

Our room limits for attendance at each site: UT 60, OWU 60, Shawnee 75+ John will update the registration page on the site to indicate if sites fill.

2. Additional Business:

Kelly will be attending the Congress on Professional Education. She has been assigned a lot of reading in advance. She will present on the Congress at ALAO (during the slot for the SSIG Business meeting) and also at OLSSI.

Judy updated the group on the awards. Doug asked that the awards for the award be added to the page on the SSIG site. John will do so. The awards are: free registration at the 2003 ALAO conference, free registration at regional library system workshop, and a plaque for the award presented at the Annual Conference business meeting. Kelly will check into plaque. Amanda had information on the regional award. Kelly encouraged us to all nominate someone. Judy has received two nominations so far. Doug has advertised it widely. The deadline is July 31.

John will add a link to the Annual Conference Support Staff Presenter grant to the SSIG site. Pat Wood submitted a proposal for a presentation (she will be encouraged to apply for the grant).

SSIG will have a business meeting at the Nov. 14th ALAO Annual Conference. We'll try to draw people to a presentation (Kelly on COPE) and then have them stay for the business meeting.

Doug will send John a title for his address for the site.

3. Next meeting:

August 15, at Miami Middletown. John will coordinate lunch and directions.