Minutes

Minutes for November 11, 2009

Minutes for September 3, 2009

Minutes for July 28, 2009

Minutes for June 12, 2009

Archive of Minutes (2005-2008)

Kentucky Medical Library Association
Minutes for the November 11, 2009 Meeting
Baptist Hospital East
Louisville, KY

Members Present at Meeting:
Pansy Adams, Charles Brown, Dina Burshteyn, Diane Carrico, Mary Congleton, Chris Dobbs, Leslie Pancratz, Nathan Ragland, Sue Raymond, Elisabeth Rowan, Ann Schaap, Debbie Sullivan, Nancy Utterback, and Belinda Yff.

Call to Order:
President Mary Congleton called the meeting to order at 1:18 p.m. The members present introduced themselves.

Minutes of Previous Meeting:
The minutes from the previous KMLA meeting were approved.

Treasurer’s Report:
Treasurer Debbie Sullivan reported on the KMLA treasury, which currently has a $7833.66 balance. Ms. Sullivan has sent out dues invoices for 2010 and two members have already paid.

Committee Reports:

Awards/Recognition
No report, although Mary Congleton recognized members (Ms. Yff and Mr. Brown) for their publishing.

Bylaws
Mary Congleton thanked Carol Brinkman for her work on the new bylaws, which are currently on the webpage.

Communications
The listserv is currently working. Nancy Utterback is planning on sending an e-mail out to the KMLA membership with the link to a site by Rick Wallace (Tennessee Health Sciences Library Association) as a good example of a statewide consortia website using Web 2.0 features.

Continuing Education
Mary Congleton asked about continuing education input from the attendees. Charles Brown suggested Medline Full-Text training. Ann Schaap had taken a Supersearcher course from NN/LM’s Max Anderson, which she recommended. KYVL might also be a possibility for training.

Cooperative Services
Ann Schaap indicated that the deadline for committing to a Medline Full-Text subscription is November 15th. The invoice arrival date can be scheduled through EBSCO.

Web Page
Charles Brown asked if everyone was pleased with the web page. Everyone expressed their appreciation for the ease of use of the web page.

Other Committees
There were no other committee reports.

Old Business:
There was no old business to discuss.

New Business:
2010 Slate of Officers
Nancy Utterback presented the slate of candidates: Charles Brown for secretary and Debbie Sullivan as treasurer. Mary Congleton called for nominations from the floor. There were none. The slate was accepted by acclamation.
Mary Congleton discussed the fact that terms are for two years, and are staggered. Charles Brown and Debbie Sullivan will serve until 2011.

Meeting Dates for 2010
The following dates are subject to change.
 • May 11 (This date is very likely to change)
 • July 13
 • September 14
 • November 9

Announcements:
The University of Louisville is hosting "Cutting the Cord," a mobile technology seminar. Nancy Utterback will send out an e-mail regarding this two-hour continuing education session. The University of Kentucky is also hosting the event. NN/LM is sponsoring it.

Sue Raymond is taking the "Getting Magnetized" course because her library is a magnet library. She highly recommends it.

Adjournment:
The business meeting was adjourned at 1:50 p.m.

Continuing Education Session:
After the meeting, Mary Congleton presented the NN/LM Emergency Preparedness Response Plan.


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Kentucky Medical Library Association
Minutes for the September 3, 2009 Meeting
Nelson County Public Library
Bardstown, KY

Members Present at Meeting:
Carol Brinkman, Charles Brown, Susan Byars, Mary Congleton, Marjorie Ferguson, Billie Anne Gebb, David Holt, Neil Nixon, Nathan Ragland, Sue Raymond, Elisabeth Rowan, Ann Schaap, Janet Stith, Debbie Sullivan, Carla Townsend, Nancy Utterback, Lonnie Wright, and Belinda Yff.

Call to Order:
President Mary Congleton called the meeting to order at 1:05 p.m. The members present introduced themselves.

Minutes of Previous Meeting:
The minutes from the previous KMLA meeting were approved.

Treasurer’s Report:
Treasurer Debbie Sullivan reported on the KMLA treasury, which currently has a $7833.66 balance. There was only one outstanding bill for dinner for the previous meeting’s speaker.

Committee business:
No reports were given except by the bylaws committee. Carol Brinkman stated that bylaws were approved and some copies distributed. Electronic copies will be posted on the webpage.

Member criteria approval:
Mary Congleton provided an overview of the history of the two Kentucky medical library groups which joined to form the KMLA. David Holt indicated many changes had occurred since the criteria were developed. Carol Brinkman indicated that the criteria for the two prior organizations were merged with the criteria providing maximum coverage /intent was kept. Susan Raymond motioned, and Carla Townsend seconded, that criteria would be approved pending revision submitted to the webpage. Any objections will be posted on the listserv. Changes made the next meeting, as outlined in the bylaws.

Mary Congleton thanked everyone who participated in the KYVL + KMLA focus group. Mary Congleton outlined the focus group questions which were asked. KMLA decided not to be this info on the KMLA web page.

Ann Schaap discussed switching from ProQuest to Medline’s Full Text. She will distribute subscription information to the membership via email.

Mary Congleton asked for volunteers to be on the nomination committee: Ann Schaap and Nancy Utterback volunteered.

Neal Nixon recommended that no current member be ousted as a result of the modification to the criteria.

Nancy Utterbeck suggested that an appendix be added to the bylaws.

A general discussion of grandfathering of current member institutions and their collections ensued. The size of a journal collection is not an only factor for membership due to alternative access. Nancy Utterback suggested that holding’s criteria be a “suggested minimum” standard. David Holt indicated that an essential requirement should be that members not only borrow, but also lend materials. Janet Stith indicated a provisional membership might be included, but the bylaws already stipulate membership categories.

Discussion of each individual criterion ensued.

Brief Announcements:
Billie Anne Gebb, Elizabeth Rowan, Carla Townsend, and Lonnie Wright received EFTS grants from NN/LM.

Presentation by Susan Byars:
Susan Byars distributed a brochure concerning her institutions workshop on Oct 14th & 15th concerning “The Act & Service of Palliative Medicine.”
Susan Byars explained how she created a Hospice movie titled" Movie Making in the Medical Library: If I Can Do It, Anybody Can!" The movie commemorated 30 years of the Hospice of the Bluegrass in Lexington.

Next Meeting:
The next meeting of the KMLA is at Baptist Hospital East on November 10th, 2009 at 1:00 P.M.

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Kentucky Medical Library Association
Minutes for the July 28, 2009 Meeting
University of Louisville, Room 2006, K-Wing
Louisville, KY

Members Present at Meeting: Pansy Adams, Carol Brinkman, Charles Brown, Mary Congleton, Marjorie Ferguson, Billie Anne Gebb, Gene Haynes, Jennifer Kimberlain (KDMC Intern), Neal Nixon, Leslie Pancratz, Nathan Ragland, Ann Schaap, Elizabeth Smigielski, Janet Stith, Debbie Sullivan, Nancy Utterback, and Belinda Yff.

Members Attending Online: Rick Brewer, Dina Burshteyn, Carmen Davidson, Elisabeth Rowan, Carol Taylor, Mary Vaughn.

Call to Order: President Mary Congleton called the meeting to order at 1:19 p.m.

Minutes of Previous Meeting: The minutes from the previous meeting appear on the KLMA web page.

Treasurer’s Report: Debbie Sullivan distributed the KMLA Treasury Report, July 28, 2009, which showed an ending balance – less payments for the speaker at the last meeting, of $7,872.66. Ms. Sullivan addressed the issue of a $60 institutional check fee.


Committee Reports:

The president asked committee chairs to defer their reports unless there was pressing committee business in order to focus on approval of the bylaws. Ann Schaap reported on the status of Stat!Ref, a KMLA consortial medical e-book database to which some of the member institutions subscribe. There were no other reports, but Mr. Brown asked if anyone had any issues with the KMLA web page. Attendees indicated the web page was working well.


Bylaws:

Previously via email, Mary Congleton had sent out the bylaws and side-by-side comparisons of KMLA and the Kentucky Health Sciences Consortium and Bluegrass Medical Libraries bylaw language. A detailed bylaw-by-bylaw discussion ensued. Ms. Congleton moved the bylaws changes be accepted; this was seconded by Mr. Nixon. The bylaws were unanimously approved as changed. The approved bylaws will soon appear on the KMLA web page.


Announcements:

Ms. Brinkman mentioned the U of L Changing The Face Of Medicine:
Celebrating America’s Women Physicians. [the following is an excerpt from that web page:] Monday, August 10th through Thursday, Sept. 17th Kornhauser Health Sciences Library, University of Louisville 500 South Preston Street(502) 852-5775 "Changing the Face of Medicine” presents women’s successful quest to become physicians and introduces outstanding physicians from across the United States through an interactive, multimedia traveling exhibit. The exhibit and all related events are free and open to the public. Please contact the library for exhibit hours, directions and further information on events.

There was general discussion on having the next meeting in the central part of the state. The meeting will focus on approval of Appendix I of the Bylaws.

Adjournment: the meeting adjourned at approximately 3:35 p.m.

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Kentucky Medical Library Association
Minutes for the June 12, 2009 Meeting
Held at the University of Kentucky's William T. Young Library

Members in Attendance
Lynne Bowman, Carol Brinkman, Charles Brown, Dina Burshteyn, Susan Byers, Wenda Webster Fischer, Susan Foster-Harper, Billie Anne Gebb, Tagalie Heister, Laurie Henderson, Bev Hilton, Mark Ingram, Neal Nixon, Nathan Ragland, Melinda Robertson, Elisabeth Rowan, Teresa Ruddell, Elizabeth Smigielski, Debbie Sullivan, Carol Taylor, Nancy Utterback, Lonnie Wright, and Belinda Yff.


The Meeting was called to order at 1:00 pm.

Welcome & Introductions

Ms. Congleton introduced speaker Lisa Traditi, MLS, AHIP, to the members. Ms. Traditi is the head of education at the University of Colorado, Denver, Health Science Library. She addressed the topic of "The Librarian in Evidence: Our Role in EBHC." She talked about learning objectives, teaching to clinicians, resources, real-time Evidence-Based Practice(EBP), and marketing. [See this document for details of the presentation].
The members of KMLA who were present introduced themselves.

Minutes of the Previous Meeting

Ms. Congleton solicited additions of corrections to the previous meeting's minutes. No requests for adds or changes were submitted.
Ms. Foster-Harper moved for acceptance of the minutes. Mr. Brown seconded the motion.
Ms. Congleton also discussed committee selection. Mr. Wright indicated that most committee members remained on the committeed to which they belonged previously.

Treasurer's Report

Ms. Sullivan's report was submitted to the group. Bills from the meeting will be paid soon, and there is a healthy amount of funds in the treasury.

Committee Reports

Awards/Recognition
Mr. Wright suggested sending a survey through the Listserv to get more specific instructions on paper indicating the direction that the committee should take.

Bylaws
Ms. Brinkman reviewed the last meeting's close examination of the bylaws. Questions about whether the bylaws page could be password protected were raised. The draft of the bylaws will be put on the webpage without password protection. Afterwards, members will be instructed to vote on approving them.

Continuing Education
Ms. Byars discussed continuing education issues. Ms. Congleton suggested future programs on library advocacy, emergency preparedness and a share session on members' favorite library-related blogs. KMLA might also have a program in Frankfort at either the Kentucky Historical Society or at KYVL.

Cooperative Services
Mr. Wright said that last year a program was held on DynaMed. Several attendees signed up for DynaMed, but there was no consortial arrangement for it. There are many more ebooks on MD Consult. KMLA has a consortial agreement with MD Consult. No more members can be added to the MD Consult consortia.
Stat!Ref is coming up for renewal.
The committee also wants to talk about the R2 Library of Electronic Medical Health Textbooks from the Rittenhouse Library that all the Baptist Hospitals are using.

ListServ
Ms. Utterback had nothing to report.

Publications
General discussion was made about whether to continue this committee since the directory is on the webpage. Ms. Congleton made a resolution to remove the publications committee. It carried.

Union List
Mr. Nixon commented that the list could be printed out in the past. It is now on Docline.

Web Page
Mr. Brown gave a report and demonstrated the webpage. He recognized the efforts by Ms. Yff and Mr. Ragland. The committee has tried to make the webpage dynamic and add more value by adding content relevant to the membership.
Ms. Congleton indicated that she has paper copies of the directory template for anyone who wants to have their information added.

Old Business

Mr. Wright stated that EBSCO is still running slowly. Others are not having the same problem. A general discussion regarding firewalls, bandwidth, etc. occurred. EBSCO sent Mr. Wright a list of potential diagnoses to give to Central Baptist Hospital's IT department. All EBSCO databases operating through KYVL have this speed problem. Ms. Utterback discussed talking to Jewish Hospital's IT department and walking their technical staff through the problem.
Ms. Gebb asked about the number of paper or e-journals to be members. Ms. Utterback indicated that members could be grandfathered in libraries who were already members. Bluegrass members were typically small and would not qualify. Mr. Wright said that Lourdes might not qualify in the future if they ever come back (they are currently closed). There was a comment about the forty title requirement, which was discussed at the last meeting (see roundtable section). Ms. Congleton asked if this requirement would be a hardship for future members. Mr. Nixon indicated that a future meeting would be devoted to bylaws which would include this discussion. Ms. Brinkman concurred. The continuing education committee will agree to do this.


New Business

State Disaster Partner
KMLA has been approached by a regional medical library consortium in southeast Massachusetts for partnering in the event of a state-wide loss of power. Services would be for emergency patient-care only. A straw poll indicated interest among the KMLA group, provided a suitable agreement is worked out. The Massachusetts consortium suggested two representatives from each group work toward this. Ms. Congleton will poll the listserv for interested individuals.

Teleconferencing Survey
Members who couldn't attend asked KMLA to discuss how they might participate via teleconference. Ms. Congleton suggested developing a Surveymonkey instrument to solicit what technology might be available close to members' libraries for them to use.

KYVL Focus Group
The Kentucky Virtual Library is seeking the input of the medical libraries in Kentucky with regard to their virtual collection. As such, Enid Wohlstein would like to conduct a two hour focus group with our members. Ms. Congleton suggested that an ad hoc meeting be set up with all KMLA members invited. Ms. Brinkman suggested that one representative per library might attend. This will be discussed further with KYVL.

Meeting Dates for 2009

A meeting will be set up for July 28th at the University of Louisville, which will focus on approval of bylaws. Future meetings will be September 8 (site yet to be determined) and November 10 at Baptist Hospital East in Louisville.

Announcements

Ms. Congleton announced an upcoming article for August 2009, titled "Health information on the Internet: Seeking the Gold Standard."
Ms. Brinkman passed out a brochure titled "Changing the Face of Medicine: Celebrating America's Woman Physicians." Also, a one-act play on Elizabeth Blackwell will be presented. More information will be given on the listserv. Holocaust medicine will be the next exhibit.

The meeting was adjourned at 1:39 pm.

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