Call to Order / Members Present - AkLA



AkLA-J Membership Meeting, January 3, 2019Juneau Public Library, Douglas, Conference RoomMinutes taken by Katie FearerCall to Order / Members Present5:30 PM – Sheryl Wittig, Robert Barr, Patience Frederiksen, Freya Anderson (Chair), Daniel Cornwall (Web Coordinator), Louise Cornwall, Elise Tomlinson, Claire Imamura, Shari Kitchin, Tracy Swaim, Katie Fearer (Secretary)The Members then discussed 2019 Conference plans.Program Robert stated that the CBJ print shop will need a couple of weeks to work on layout and printing. Freya will ask people to provide all content for the printed program, including session descriptions and sponsorship information, by January 31, 2019.Freya distributed a revised proposed program and the Members discussed and decided the following:The Battledecks New Member Edition will occur after the Opening Reception.Claire will work with Rosemary Austin to include in her session an earthquake debrief.Freya will confirm Anastasia’s digital preservation session and poster.Freya will work to schedule a session for Annie Boochever on her Elizabeth Peratrovich book. It will not fit in the State of the State lunch.Outreach for Introverts is being removed from the schedule.In response to a question from Sheryl about the lack of a school-focused session late in the day on Sunday, Freya described the three tracks (school, public, academic/special). Members commented that many sessions on the public track are also appropriate for school libraries, that many attendees will be leaving early on Sunday, and that there are no additional proposed school sessions that could be scheduled late on Sunday. The Members discussed the fact that sessions on Friday and Saturday run rather late, but concluded that this is acceptable considering that attendees can pick and choose what sessions they’d like to attend and that some attendees might like to attend a session to fill the time until evening events or dinner.Technology PlansDaniel and Robert confirmed that Snow Cloud will be providing wi-fi at $1,950 (250 MB x 250 MB). This is within the budgeted amount of $2,000. The Members discussed whether both presenters and vendors would be able to use Snow Cloud’s wi-fi, and whether other attendees would use only Centennial Hall’s wi-fi (150 MB download speed). Robert will confirm additional technical details with Snow Cloud.Daniel will train volunteers in use of the virtual reality equipment soon and will review session proposals for technology needs in order to ensure rooms and equipment will be ready.Facilities and ParkingThe Members discussed and decided the following:In response to a question about parking, the Members confirmed that in addition to parking at Centennial Hall, attendees can park at the APK during the APK’s open hours (which excludes Sunday). The Opening Reception will be at the APK, and it is possible that some additional sessions and events will be at the APK, but most sessions will be at Centennial Hall.A walk-through of Centennial Hall is scheduled in the near future.The Silent Auction will be set up near the registration desk.Silent AuctionElise reported on the status of the Silent Auction, and the Members discussed and decided the following: A donor of prints asked if he/she could get a tax receipt. The Members approved providing a written confirmation of the donation and sales, and if the donor insists we can include sale amounts on the confirmation in an attachment. The Members decided that the table decorations (altered books) will also be good auction items, and proposed placement of a bidding sheet with the decorations on the tables.Robert confirmed that AkLA has a credit card square, that he will provide it to Elise, and that payments made using the square will go to AkLA’s account.Freya will add the end of the silent auction to the schedule. Freya will work with Erin to determine when Saturday’s lunch will end, in order to determine the best time for closing the auction. PhotographerJonas was not present, but Freya shared his report. The Members discussed and decided the following:Because an expenditure for professional head shots was not approved, Jonas proposed a station where attendees could make available their own cameras for their own portraits. The Members agreed to this idea.Jonas asked whether there will be a mechanism to identify people who do not want their photos taken. Katie confirmed that the registration form includes a question about agreement to photos, and that Katie and Shari will include this information in badges.Jonas proposed setting up a slideshow on a large screen to show photos taken during the conference. The Members thought this was a good idea and that Jonas could worth with Daniel on the equipment necessary for the slideshow.Vendor ArrangementsTracy Swim reported on vendor registrations to date. He indicated he will send out an email to vendors expected or likely to attend. He also reported that will provide lanyards and that Alaska Litho will give a good deal to vendors who order conference-related items through them. Tracy asked whether the vendor drawing should occur at the awards ceremony which is combined with the membership meeting. The Members agreed to this idea.Accommodations and Registration Robert reported that Travel Juneau asked for a table for one day to greet people and help orient them to Juneau. The Members agreed that this is appropriate without requiring a registration fee. Robert will respond to Travel Juneau.Katie and Shari reported on the status of registration and confirmed that they will send biweekly reminders to the AkLA list about registration. They will also send a report to Julie about dietary preferences around the second week of February. Katie will order bags through Alaska Litho in a couple of weeks to allow time for sponsorship.Catering, Opening Reception, Entertainment, Advocacy, Table DecorationsThe Members discussed and decided the following: Julie will follow-up with Alaskan Brewery and Amalga Distillery (which offers very good nonalcoholic beverages) about the opening reception and with Lisa Golisek about alcohol in the APK.Amelia is coordinating entertainment. Julie volunteered to coordinate with the different people involved with planning the Opening Reception, and the Members were grateful.Julie will work with Gold Town Nickelodeon on a possible showing of The Public, but the Members pondered whether there will be time during the conference for this and whether it is more appropriate for a future time/event. No firm decision was made. Pae will talk with Mike Robinson about having someone from the Advocacy Committee speak at State of the State. Following that, a visit with legislators could be planned and the Advocacy Committee could email Members about this opportunity.Louise will be leading a workgroup on Saturday, January 4th at the APK to work on table decorations, and other opportunities to make decorations will also be scheduled. Volunteers are needed.The Conference Chairs will confirm table size and number when walking through Centennial Hall in the coming days/weeks.Adjourn7:00 pm_________________________________________ Katie Fearer, Secretary ................
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