1. Midcontinental Chapter of MLA
Annual Business Meeting
October 24, 2016
Des Moines IA

2. Agenda Call to Order Approval of 2015 Business Meeting Minutes
Review Agenda and Call for New Business
MCMLA Awards
AHIP Awards – Gwen Wilson
MCMLA Awards – Rebecca Carlson McCall
Association Business Requiring Discussion or Action:
Financial Report – Jackie Hittner
Bylaws – Brenda Pfannenstiel
Motions 1 & 2 – Discussion & vote - Lisa Traditi
Strategic Plan Dot Votes & Next Steps – Gwen Wilson, Strategic Planning Task Force
 Association Updates & Reports
Endowment Fund report and drawing - Nancy Woelfl
Review of MCMLA – Lisa Traditi
Research Awards – Melissa Rethlefsen
New Member Bingo drawing – Holly Henderson
Discussion of New Business
Introduction of New Chapter Chair
New Chapter Chair Presentation – Gwen Wilson
Membership Drawings – Melissa DeSantis
Invitation to 2017 MCMLA Annual Meeting – Kate Anderson & Rebecca Graves
Adjournment – Gwen Wilson

3. MCMLA STARS
Kate Anderson Jerry Carlson Tallie Casucci Melissa De Santis Kristen DeSanto Lynne M. Fox Rebecca S. Graves Claire Hamasu Mary Helms Jackie Hittner Holly Hubenschmidt Barb Jones Lenora Kinzie Erica Lake Rebecca McCall Betsy Mueth Brenda Pfannenstiel Darell Schmick Kristin M. Sen Jean Shipman Amanda Sprochi Lisa Traditi Nancy Woelfl

4. Honors & Awards Committee
Bernice Hetzner Award
Excellence in Academic Health Science Librarianship

5. Honors & Awards Committee
Barbara McDowell Award
Excellence in Hospital Librarianship

6. Honors & Awards Committee
MCMLA Outstanding Achievement Award

7. MCMLA Business Requiring Discussion or Action:
Financial Report – Jackie Hittner
Bylaws – Brenda Pfannenstiel
Motions 1 & 2 – Discussion & Vote - Lisa Traditi
Strategic Plan Dot Votes & Next Steps – Gwen Wilson, Strategic Planning Task Force

8. Treasurer’s Report: Jackie Hittner
Reminders:
MCMLA budget runs on a calendar year
MCMLA has an interest bearing checking account. The Chapter currently has no CDs.

9. Available Funds 2012-2015 (end of fiscal year) End of September 2016:
Checking
66,138.24
PayPal
86.49
Total
66,224.73
End of September 2016:

10. Revenue Streams for Chapter
Membership Dues
Profit from Annual Meeting
Interest on Checking Account

11. Dues Revenue 2012-2015 End of September 2016 Dues Paid 2600.00
PayPal Fees
55.59
Total
End of September 2016

12. Annual Meeting Profit 2011-2015 2015 – Virtual 2014 – Denver
Salt Lake City
Kansas City
St. Louis

13. Chapter Revenues/Expenses

14. Chapter Revenues/Expenses
September 30, 2016
Revenue
Members' Dues
2,600.00
Interest
63.66
Total Revenue
2,663.66
Expenses
Chapter Council Rep
407.12
Treasurer
1,072.59
MLA Credentialing Liaison
455.00
Webmaster
45.97
Honors and Awards
77.36
Membership
280.00
Endowment
6.99
2016 Annual Meeting
3,500.00
2017 Annual Meeting
2,000.00
Total Expenses
7,845.03
Profit (Loss) Total
(5,181.37)

15. Completed Since June 2016
Created a google address for the Treasurer
Established a St. Louis PO Box
Established online banking and bill pay for the Chapter
Applied and received a credit card for the Chapter
Transferred funds in PayPal to Chapter checking account
Created page on Chapter website called Forms and Letterhead. Page contains:
MCMLA stationery and posted on website
MCMLA Travel Request Form
Investment Authorization Form
Resolved 4 members’ dues problems with the help of the webmistress
Tracey and I established the 2017 dues renewal schedule – this schedule agrees with what is stated in the chapter bylaws (see below)
Started work on membership dues renewal with the help of the webmistress
Transferred seed money for the 2017 meeting

16. 2017 Dues Renewal Schedule
Nov 28, 2016 Deactivate the chapter membership renewal link so we can revise/update the membership form
Dec 2016 Review form; add wording regarding Emeritus Membership Level
Jan 1, 2017       Activate the chapter membership renewal link so members can pay dues
Jan 2, 2017      Wild Apricot will a reminder to members it is time to pay their dues; message will be sent to the listserv letting membership know the renewal reminder was sent earlier in the day
Jan 16, 2017    Wild Apricot will a reminder to members who have not paid their dues to pay their dues
Feb 1, 2017     Wild Apricot will a reminder to members who have not paid their dues that they have until Feb 14 to pay their dues. If payment is not received by Feb 15 then the member goes into lapsed status
Feb 15, 2017   Members who have not paid their dues goes into lapsed status

17. Motion—Bylaws Committee
On behalf of the Bylaws Committee, I move that all proposed changes as described in the Summer MCMLA Express and indicated on the MCMLA Listserv ( ) be approved.
Change Executive Secretary to Treasurer
Add Annual Meeting Advisory Council to chapter committees.
Clarify succession of elected officers
Move duties of appointed officers from Bylaws to Policy & Procedure Manual.

18. Championing for Libraries: Motions 1 & 2
The proposed motion:
Moved:  To rescind Motion 1 of Championing for Librarians and to consider Motion 2 adapted and ongoing.
Motion 1. 
MCMLA, within one year will begin work with state hospital accrediting
Discussion
Vote
Motion 2. 
MCMLA will encourage and support publication by the membership in (non-library oriented) health professional publications, newsletters, journals, letters to the editor.

19. Strategic Plan – Priority setting

20. Strategic Plan – Priority setting

21. MCMLA Updates & Reports
Endowment Fund report and drawing - Nancy Woelfl
New Member Bingo drawing – Holly Henderson
Research Awards – Melissa Rethlefsen
Review of MCMLA – Lisa Traditi

22. Ad Hoc Endowment Task Force
MCMLA approves endowment
Investment advisors vetted; Lodestar & Chas. Schwab recommended (same as MLA)
Calculated initial investment possible within overall MCMLA assets ($20,000 is possible)
Reviewed 22-page Schwab customer agreement; will finalize in Des Moines
Planned for a fun kick-off in Des Moines

23. Advocacy Brainstormed
discussed partnering with the research section to encourage members to publish outside librarianship. 
ideas with health literacy and purchasing/supply management.   
chair is hoping to publish a brief article about advocacy in the newsletter  

24. Archives 240 items have been added as of October 2016.
A digital archive for MCMLA was established through the Health Sciences Library at the University of Colorado:
240 items have been added as of October 2016.
The Ad Hoc Archives Committee drafted a proposal to include policies for archiving material from virtual meetings.

25. Bylaws Committee Reviewed MLA Bylaws Changes
Exhaustively reviewed MCMLA Bylaws and proposed changes to align with MCMLA structural changes, MLA changes, and to clarify succession of elected officers.
Followed procedure to put MCMLA Bylaws changes before membership for vote.

26. Education Committee
Presented an informative webinar: “Introduction to the Academy of Health Information Professionals”, March 2016
Presented well-received MLA highlights webinar, “MOSAIC Reflections”, June 2016
Published educational opportunities article in MCMLA Express, September 2016
Committee members include:
Shawn Steidinger, Ben Harnke, Shelie Vacek, Maria Ford, Katie Dayani and Ben Bolin, and ex-officio members Rebecca Graves, Gwen Wilson and Christian Minter

27. Honors & Awards Committee
Updated the Travel Scholarship applicant criteria to be more inclusive
Revised the Lunch Award application timeline to coincide with MLA registration
Selected Marilyn De Geus for the Chapter Council Roundtable Lunch Award
Selected Susan Swogger for the Professional Travel Scholarship

28. Membership Committee MCMLA Poster Refresh
Completed by MLA
Voted on by Executive Committee
Available electronically – has not been printed
New Student Members
Contacted library schools in the region via and through social media
Encouraged students to join MCMLA & attend Joint Meeting
3 new members since late August 2016
Mentor/Mentee Program Assessment
6 month assessment completed
All 4 respondents would recommend program to a colleague
New mentor/mentee pairs have been formed
New Member Bingo
Recognizing new members & chapter leadership at Joint Meeting
MCMLA and Midwest chapters participating
Exciting new way to recognize and socialize with new members

30. Nominating Committee
Regular and Special Elections to fill leadership positions.
Worked with Bylaws Committee to recommend changes in bylaws on filling vacant positions.

31. Publications Committee
Continued publication of newsletter quarterly in , with issues in February, May, August, and November
Recruited Erin Wimmer to write an occasional column on education and instruction
Regular columns were submitted by Amanda Sprochi (MCMLA Congratulates) and the Chapter president, Lisa Traditi
Past print issues of the Express with membership directories and bylaws in hard copy digitized and sent to the archives

32. Research Committee
Members self-selected 7 papers and 8 posters for Research Award consideration
Will award three Research Awards at the Joint Meeting: Best Paper, Best Poster, Viewer’s Choice
Goal for upcoming year: partner with Advocacy Committee to develop training/resources

33. Web Editor/MCMLA-L Listserv Owner
Listserv activities (Sept 2015 – Oct 2016):
Worked with individual subscribers to address posts from “unrecognized” addresses.
Web Editor activities (Sept 2015 – Oct 2016):
Monitored the MCMLA Twitter account during the Virtual Meeting; posted Virtual Meeting recordings & presentation files to the web site; drafted & sent thank you notes to participating vendors; provided attendance statistics to the planning committee.
Generated reports as requested.
Created and monitored Google forms for the Nominating (regular & special elections) and Honors & Awards (STARS; Chapter Awards; Travel Scholarship) committees.
Updated the MCMLA-L-Admin listserv.
Updated passwords for the Membership, Committee Chairs, and Chapter Chairs “dummy accounts”.
Finalized updates to settings in Wild Apricot for student memberships; contacted affected student members to inform them of the changes to their accounts.
Met with the incoming Treasurer and the outgoing Executive Secretary to provide information and training on payments by check for MCMLA dues.
Per instruction from the Executive Committee, adjusted access to the Policy and Procedure Manual (member-only access.
Worked with the Treasurer to plan for changes to the annual renewal period; to be applied between November 2016 & January 2017).
Continued to monitor & post content to our social media outlets, including:
MCMLA Blog
Facebook
Google+
LinkedIn
Twitter
Submitted by Tracey Hughes, Web Editor & Listserv Owner, 10 October 2016

34. Immediate Past Chair
Completed a revision of the Chapter’s Policy and Procedure Manual
Submitted Chapter’s Mid-Winter Report to MLA
Served on the Nominating Committee
Served on the Bylaws Committee

35. MCMLA Virtual Meeting 2015 Attended by 170 people over 2 days
10 group registrations
47 CE certificates
Profit: $4,139.88
Revenue: $10,625
Expenses: $
2016 Majors/MLA Chapter Project of the Year

36. 2016 Joint Meeting Planning Committee
Planned the 2016 Joint Meeting with Midwest Chapter.
Success! You are at the Joint Meeting!
Membership Drawings at the end of this meeting – make sure you stick around!!

37. Chapter Chair Report The horizon leans forward, Offering you space
To place new steps of change…
Maya Angelou
“On the Pulse of the Morning”
This is the photo from my presentation last year, along with the quote from Maya Angelou’s poem. I said that I believed MCMLA has the space to make change, if that is what we want. The question is, What is it that we want?

38. Executive Summary The Annual Meeting Task Force
proposed a schedule of annual meetings to include a virtual meeting every other year starting in 2018.
MLA/Majors Chapter Project of the Year Award
in recognition of the 2015 Virtual Chapter Meeting.
The MCMLA Endowment Fund Task Force
our new endowment is official
MCMLA’s new five year strategic plan.
Special Election
Bylaws vote
Executive Summary –
The MCMLA Annual Meeting Task Force proposed a schedule of annual meetings to include a virtual meeting every other year starting in The 2016 annual meeting is a joint meeting with the other MCMLA - the Midwest Chapter of MLA October in Des Moines IA.
MCMLA was the proud recipient of the MLA/Majors Chapter Project of the Year Award in recognition of the 2015 Virtual Chapter Meeting.
The MCMLA Endowment Fund Task Force created a strategy to start an endowment fund for the chapter. Final paperwork will be signed at the annual chapter meeting. The fund will be started with money from the chapter treasury and from fundraising results. The task force will continue to work on procedures for how the funds will be allocated.
MCMLA is finalizing our five year strategic plan. We have conducted a Survey Monkey survey to gather priorities from chapter membership. The MCMLA Strategic Plan Task Force has a poster at the annual meeting and a concurrent online survey to allow members to vote on which categories should be our top priorities for the next year. The Task Force will present the results of the vote at the annual business meeting and via our list. Executive Committee will work to achieve the top priorities in the coming year.
Due to retirements, resignations, and moves out of the region, two of our elected positions and one appointed position were vacated. We held a special election to select a new immediate chair elect, an upcoming chair elect, and a recording secretary. We posted the job description for the appo inted position of executive secretary. All positions are now filled again.
Because of the special election, we clarified what to do in these situations in our bylaws, which will be voted on during our annual meeting.

39. 2015-16 Goals Create Strategic Goals for MCMLA - In process
Key Strategies:
Use Executive Committee (EC) to identify and set long term goals (2-5 years)
Identify goals for this fiscal year
Share with membership via list, website, newsletter
Evaluate virtual meeting - Annual Meeting Task Force (continuation from ) Completed
Create electronic survey, and
Distribute electronic survey and evaluate results
Recommend if and how to implement future virtual meetings.
Advocacy - Not completed
Work with newly combined/formed committee to identify strategic goal(s)
Explore research ideas on advocacy with interested groups
Optimize communications with members - Not completed
Review MCMLA's communication methods and determine if an update is needed (newsletter,
blog,website, list)

40. Thank you! Isn’t it funny how day by day nothing changes,
but when you look back,
everything is different…
C.S. Lewis
“Prince Caspian”
Here’s the same view from the beginning, taken this fall. The organization achieved a lot this year. I learned so much. Thank you for the honor of leading the chapter this year.
By the way, that’s a llama!
That’s a llama!

41. Discussion of New Business

42. Introducing: Gwen Wilson
MCMLA Chair

43. Thank you, Lisa!

44. Building on the Foundation

45. 1. Finalize the MCMLA Strategic Plan
Key Strategies:
Based on the feedback from membership
Work with the Strategic Plan Task Force to prioritize MCMLA’s Strategic Goals
Share with membership via the list, website, and newsletter

46. 2. Establish Strategies to Achieve each Strategic Goal
Key Strategies:
Use Strategic Plan Task Force to develop strategies for each goal
Create a specific timeline and ownership [standing committees] for all strategies
Utilize the timeline to identify strategies for

47. 3. Review each MCMLA committee to help ease the transition from chair to chair
Key Strategy:
Work with the MCMLA Committee Chairs and Executive Committee to consider the creation of a Vice-Chair role within each committee

48. We Want You!!!! We have Committee Openings: Advocacy Committee Member
Bylaws Committee Member
Nominating Committee Member
Research Committee Member (1 or 2)
Annual Meeting Advisor Understudy
Annual Meeting Advisory Council
Gwen Wilson, MLS, AHIP

49. Prizes!
Drawings for MLA and MCMLA Memberships - Melissa DeSantis

50. Invitation to 2017 MCMLA Annual Meeting
Kate Anderson & Rebecca Graves

51. 2017

52. Show Me…
The 50th Annual
MCMLA Meeting

53. Show Me…

54. Show Me…

55. Show Me…Mizzou

58. See you in 2017 in Columbia, Missouri!
Adjournment
See you in 2017 in Columbia, Missouri!