June 7, 2000 Executive Meeting

Attendance: Jennifer Gartin, Kristin Dermody, Andy Bates, Lisa Spagnolo; Pam Green (GPSS/SLA), Betsy Harper (SLA), Tamara Pesik (Curriculum Committee), Stephanie Wright (ASIS)

Agenda:
1. Raya's Role
2. Spring Fling Debriefing
3. Move to MGH
4. Website Revision
5. Constitution Revision
6. Silverfish
7. Orientation Preparation
8. Office Management
9. Conversation with the President
10.  Committee Representation
11.  Schedules
12.  Other Business

Discussion:

1. Raya's Role (All):   ALISS spoke with Raya Fidel, ALISS Faculty Adviser, in order to clarify the role of the student organization adviser.  Raya mentioned that ALISS can shape the role of adviser into whatever is needed for the group.  It was concluded that the primary roles would include serving as go-between with faculty, providing "institutional memory," and helping with special projects that ALISS wanted to implement.  Raya also mentioned that she would be glad to attend any meetings at which her attendance would be useful.  We decided that one meeting per quarter or a special meeting with Raya would be adequate for our needs.

2. Spring Fling Debriefing (raised by K. Dermody and L. Spagnolo):  Lisa and Kristin introduced the post-Spring Fling discussion, noting that it was a fun family occasion--a great success!  Even so, we noted that warm food ran out early (1.5 hours in) as well as beer (2.5 hours in).  Some of the shortage was attributed to the crashing tennis players.  A sound system might be helpful for next year's awards.  Andy and Lisa offered to work on a budget spreadsheet for next year's planners; Andy also mentioned that receipts are necessary for reimbursement.  Jen said that we should have smaller gatherings more often and that they are good for morale.  Raye mentioned that in the past ALISS planned a fall potluck picnic in Woodland Park.  We concluded that this would be a great event to welcome new students.

3. Move to MGH (All):  The student organization office space in the Study Room has to be boxed up for the move to Mary Gates Hall.  Scott Schramke has advised us that everything must be boxed up by August or it will be thrown out.  Lisa mentioned that getting most of this done before summer quarter would keep us out of the way of visiting summer faculty.  Betsy, Jen, Andy and Lisa offered times they could come in to assist with the effort.

4. Website Revision (P. Green, K. Dermody): Pam will be redesigning the ALISS site, and wanted to go over the site architecture and design at the next officer's meeting (1st week in July).  Enough time should be alotted for extensive discussion on this item.

5. Constitution Revision (All): Jen said that the ALISS constitution is woefully out of date and no longer accurately describes how things are done.  A revision project was proposed for this summer.  A quorum of student leaders is needed to ratify any changes made, which are not expected to be radical.  Jen asked everybody to take a look at the constitution for possible changes.  A separate meeting will be held to work on this, probably toward the end of July.  Jen will send an email message to student organization chairs regarding this project.

6. Silverfish (K. Dermody):  Kristin will be soliciting writers for the Silverfish resurrection issue this summer.  Old issues include conference information, student reports from attended conferences, interesting classes in other departments, fieldwork experiences of note, reports from other student groups, and new faculty introductions.  Lisa offered to report on ALA Chicago.  It was decided that the issue would need to be ready by mid-September for distribution at September 22's orientation (approximately 200 print copies).  This will be the only print version of Silverfish with the rest online.  We agreed that one issue a quarter would be adequate.  Kristin suggested holding a contest to rename the Silverfish.

7. Orientation Preparation (J. Gartin): Jen reminded the group that student organization leaders speak at orientation, and that the summer orientation was scheduled for June 16 with fall's orientation being held September 22, 1-5 in Kane Hall.  Lisa said she would update the ALISS bulletin board to welcome new students.  Dolores came in as an ad hoc guest speaker updating us on new student enrollment, and making several suggestions for how second-year students might get involved in helping new students such as setting up a volunteer mentor program for new students; participating in small group discussion at orientation.  Lisa and Kristin volunteered to be ALISS reps at the June 16 orientation, and the other student group officers present confirmed that they would have someone available.

8. Office Management (All):  Jen informed the group that she had requested that student organizations have Outlook installed on the student orgs machine.  It was unclear when this would exactly happen, perhaps with the move to Mary Gates Hall.  The student group leaders also contended that filing systems were unorganized and the move was a good opportunity to re-organize.  With respect to Outlook, Pam inquired whether each student organization would have a separate Outlook account set up.  ALISS will look into the details of this.

9. Conversation with the President (J. Gartin):  Jen informed the group that she was attempting to set up a new time for the meeting with President McCormick, postponed from last quarter.  Optimum dates were proposed as being the third or fourth week of fall quarter on Friday during the School's colloquium blackout (October 13 or 20).  Midmorning was suggested as a possible time.  Kristin mentioned that this event could be promoted in Silverfish.  Jen planned to email Chris, the student contact, regarding dates.

10.  Committee Representation (All):  The procedures and requirements for the various open committee representative positions were discussed.  Lisa said she would check the Constitution and with the committee for appointment/election procedures and frequency of meetings.  Tamara reported on the Curriculum Committee, and said she was present at most every meeting this year.  She mentioned that the role of the representative is most often to provide the student perspective at meetings.  At present, there is no official reporting mechanism between committee reps and ALISS.  Jen mentioned that one way to report to the students is through representatives being present at the ALISS meetings and getting the information distributed through the minutes.  This would close the "knowledge gap" between the representative and the rest of the student population.  

11. Schedules (All):  The officers' availability for the open meeting, slated for the third week of June, was discussed.  It was decided that the open meeting will be held Thursday, June 22 at 6pm.  Jen will be unavailable that week, therefore Kristin will be presiding.

12:  Other Business (All):  Several other topics were briefly mentioned before meeting's end, and may be discussed further at subsequent meetings.  The continued pursuit of corporate sponsorship was discussed, including the necessity of detailing how we use our money.  Jen mentioned that we need to renew our officers list (and account) with ASUW and said she would pursue this.  The ability to set up a year-long calendar in Outlook was discussed, in addition to how this would benefit inter-organization planning.  Fundraising products such as t-shirts, notecards and clear bumper stickers with the new I School logo were mentioned.  At this point the meeting was adjourned to investigate our stock of old SLIS garments.

Respectfully submitted,
Lisa Spagnolo
ALISS Secretary

Prepared June 18, 2000.