OASLMS Executive Board Meeting

August 9, 2005

9:30 am—SDE/Teleconference

2004-2005 Officers                                         Ex-Officio Members

Chair—Deborah Maehs                                     OLA—Kay Boies (A)

Chair-Elect—Stephanie McDaniel                      SDE—Barb Pfrehm

Treasurer—Bonnie Brown (A)                          Awards—Audrey Gramling

Secretary—Connie Wise                                   Publicity—Mary Ann Robinson (A)

AASL Delegate—Buffy Edwards                                        Kathleen Lienke (A)

Past Chair—Margo Canaday                             ODL—Carol Fox

                                                                        Research Project—Ellen Duecker (A)

                                                                        OEA—Carmi Scheller (A), Sybil Connolly

                                                                        Higher Ed—Kathy Latrobe (a)

Minutes—The August minutes were emailed earlier and approved as corrected. (Sybil/Margo)

Treasurer’s Report—No report was submitted.  Deborah reported that OLA is providing OASLMS with a copy of QuickBooks to help in making the transition to online reporting.  We have experienced a glitch with the Bank of Oklahoma concerning the change of treasurers but paperwork is underway to make the correction.  Barb announced that Kay Willis, OLA treasurer, has forwarded $1,930.00 to OASLMS—the payment of credit card membership and auction items from Encyclo-Media last year. 

Time/Task Analysis—Ellen submitted a report to update that she is still waiting for results from Nancy and that David is also excited to hear our results.  Barb shared that there will be 2 sessions on this topic at Encyclo-Media—one open session and one closed for participants and possibly OASLMS members.  The first session will allow Ellen, Barb, and Mary Ann a preliminary run before their presentation at AASL.  The second presentation will be more of a follow-up session with participants being asked to reflect on the experience and how it has affected their program since that time. 

Executive Board Appointed Members—Buffy reported that an invitation to represent the SE region has been extended to Lynn Towers.  Discussion was held concerning an initial meeting date.  Due to a scheduling conflict, Deborah offered to lead a meeting at Encyclo-Media.  Buffy indicated that goals for this group will be reviewed and that one concern includes the statewide database.  Carol said she would help gather information to address that issue.  Carol and Barb will look at schedules to determine a “train the trainer” workshop on Digital Prairie for the reps at the SDE.  Barb also shared that there will be 2 EBSCO sessions at Encyclo-Media as well as a session on SIRS and one on Books in Print.

Awards—Audrey announced that jurors have been selected and the applications have been sent to them online.  She noted that this is the first time for electronic submission and that it has involved more work than the paper submission.  Difficulties include differing formats and text programs.  She noted that the deadline needs to be moved up to allow time for jurors to select finalists and to allow for correspondence time.  Stephanie asked about juror guidelines for the number of years a juror can serve and noted the limited pool of jurors that currently exists.  A corrected motion was made by Stephanie/second by Sybil to move the deadline of all awards to June 15.  The motion passed. 

Encyclo-Media—Barb reported that the OASLMS business meeting will be held from 8:00-9:15 am in the Remington Room at the DoubleTree.  ProQuest has pledged a donation of $350 toward the meeting that OASLSM will use to reimburse Encyclo-Media.  The OASLMS luncheon will feature Patricia Reilly Giff.   Barb expressed concern that only 35 registrations have been received so far.  She announced that Doug Johnson will speak at the OTA luncheon and Dr. Ann White will be featured at the G/T luncheon.  A “Program-At-A-Glance” will be online the first part of September. Go to  http://title3.sde.state.ok.us/Encyclomedia for links to register and to sign up as a room hostess.  She noted that the luncheons need to be sent in and paid for separately.  Members need to sign-up to help at the OLA/OASLMS booth. 

OASLMS Social— The OASLMS Social will be held Tuesday evening.  Stephanie reported that the Interurban waived the $100 room fee deposit.  Deborah noted that a written contract has been drawn up.  The room will be available after 3pm.  Connie and Carla offered to help Deborah set-up.  The event will run 5-7pm and will offer 3-4 menu items.  Buffy clarified that she is not contacting businesses for basket donations but that she has contacted the larger school districts.  Deborah displayed a basket that she put together as a drawing to possibly entice more interest in the Silent Auction.  Stephanie suggested that guidelines need to be distributed on basket criteria.  Buffy stated that the criteria has been established and will be sent out via listserv.   Barb stated that a small storage room has been scheduled but that there is no key and is available only by staff member access.  She suggested that a basket person be assigned to collect and secure the baskets.

OLA—No report was submitted.  Deborah announced that the OLA membership will be available online soon. 

Publicity & PR—No report was submitted.  Barb announced that Gary Cramer will offer an Encyclo-Media presentation on the “Just So You Know” PR tool kit.  Mary Ann will be posting the Polly Clarke lesson plans from past winners who are currently being contacted.  Barb encouraged the continued promotion of the guidelines and noted that they were the most often requested information, especially from administrators in rural areas. 

AASL—No report.

New Business—Deborah announced that both OASLMS proposals have been accepted for presentation at OEA.  Program suggestions for needed for the OLA conference.  Buffy suggested using the listserv to encourage members to submit ideas and she also reminded us that Linda Williams, AASL president, would be available at that time.  Barb suggested that Ellen present the Time/Task study. 

Barb announced that Kelly Cutright of Devon Energy has agreed to partner to make archived issues of the Oklahoma available to K-12 schools.   At this time there is no date or duration of service projected.  This will not be part of Digital Prairie but would be used in conjuction with it.  More information will be made available later on the listserv.

Old Business-- Stephanie questioned the mandate on Constitution Day on September 17.  Sybil will collect the legislative wording to post on the OASLMS web page as well as list links to lesson plan ideas for the event. 

Sybil asked about the plan of the suggested award for an exemplary media center that was discussed at the OASLMS breakfast at OLA.  It was discussed that we should look at other states that have similar programs, such as Louisiana. 

Barb announced that Oklahoma received more Literacy grants than any other state.  Grants were awarded on the poverty rate and not free/reduced lunches.  Although it is good to receive the grant money, it is sad to see the indications of being a poor state.

The next meeting will be a teleconference meeting held at the SDE teleconference room on Tuesday, September 13 at 9:30 am. 

The meeting was adjourned at 11:40 am. 

Submitted by Connie Wise, secretary __________________________________

Approved _______________     Corrected & approved ____________________