Ontario Library Association



Ontario Public Library Association

Readers’ Advisory Committee

Minutes

Friday, June 9, 2006

Present: Sharron Smith (Chair) Virginia Van Vliet (Minutes)

Wendy Hicks Bonnie Symons

Chris Sheehy Astrid Grinvalds

Bessie Sullivan Shonna Froebel

Marcia Aronson Lynn McLeod

Paul Trumphour Julie Ringrose (phone)

Regrets: Catherine AuYeung, Tammy Robinson, Maureen Sawa

1. Welcome and Agenda: Sharron welcomed everyone. Agenda was approved.

Sharron announced with regret that Bill McAskill has resigned from the committee due to work commitments.

2. Dewey Divas at Whitby: Approximately 53 people attended the event, representing libraries from Niagara-on-the-Lake to Kingston. Sharron will follow up with Tammy regarding how people heard about the event.

3. October 27th Workshop: The format of the workshop has changed as we now have two speakers, Duncan Smith and Robert Burgin, and an author, Mary Jane Maffini. As well, Larry wants a component of the workshop that can be sold as a one hour teleconference for EI.

Larry joined us to review what the OLA Office will be responsible for: essentially, we plan the program and OLA will do the rest.

3.1 Catering: Paul Trumphour will speak to Linda McKenzie about the possibility of obtaining a liquor license for TRL. If this is not possible, Larry suggested an alternate location in a private room at the Manulife Centre. OLA will look after catering and liquor purchase. Lunch will be provided and will probably cost around $20; coffee breaks around $10.

3.2 Speaker travel and hotel: Speakers are to look after their own travel arrangements. If they want their travel pre-paid, they can book through Carlson Wagon, the OLA travel agent, or they can arrange it themselves and submit a claim later. Sharron will pass this information on to the speakers. There are no cheap hotels near TRL. Meredith will search out the best price.

If workshop attendees want to stay over, OLA can make suggestions and give rates for hotels, but there are not enough people for any group discount.

Speakers are not charging, but we will give them an honorarium as well as paying their expenses. Probable cost about $2,000 per speaker plus Mary Jane’s travel from Ottawa.

3.3 Handouts: OLA will look after photocopying and making up kits for attendees.

3.4 Marketing: OLA will use its standard channels. EI page; a sheet included with Access; a special mailing if needed. Sharron will write up a description of the workshop right away so that it can get into the mailing in early July. Marcia to send information to Sharron on Mary Jane for publicity. People running breakouts should send their own biographical information to Sharron.

3.5 Registration: This can open as soon as OLA receives the necessary information. Bonnie Symons will help with this the day of the workshop.

3.6 Price and attendance: $139 for members; $189 for non-members. 120 spaces. Members are asked, if possible, to send Sharron, by July 1, an estimate of how many people will be coming from their systems.

3.7 Sponsorship: Geoff joined the meeting. It was agreed that we could have multiple sponsors as long as they are not from the same area of the industry – e.g. Library Bound to donate books or fund the reception. Carr MacLean to fund the kit?

3.8 Tool Kit: Astrid Grinvalds will be responsible for these. The committee approved a

box that Geoff had for the kit, though the issue of colour was not decided. Suggestions

for contents included:

▪ Agenda

▪ Copy of Canadian Fiction

▪ Booklist of Committee Picks: each member to send five favourite titles to Astrid by early September. (agrinval@hpl.ca)

▪ A book by Mary Jane Maffini

▪ Material from Canadian Crime Writers supplied by Mary Jane (Marcia)

▪ Speakers bios and handouts

▪ RA Committee Brochure (Shonna to get.)

▪ Bookmarks

▪ Dewey Diva booklets for recording recommended titles. (Marcia to request)

▪ Genre mystery list (Lynn)

▪ Book Club handouts (Marcia)

▪ Next Reads flyer

▪ Audio Handout (Bessie)

▪ Bibliography of e-resources (Catherine)

▪ Evaluation form (Meredith)

▪ Random House bookclub information (Marcia)

▪ Contact information

If there is a sponsor, may also need to include their material.

Paul Trumphour will ask about the possibility of creating an RA box on the OLA website to link to the items submitted for the kit. Workshop format:

RA in a Day: linking readers and books

|Time |Topic |Speaker |Location |

| | | | |

|9-9:30 |Registration | |Beeton |

|9:30 – 9:40 |Welcome and outline of day |Sharron Smith |Beeton |

|9:40 – 10:30 |Why RA is important |Duncan Smith |Beeton |

|10:30 – 11 |Coffee Break | |Beeton |

|11- 12 |Non-fiction RA |Robert Burgin |Beeton |

|12 - 2 |Lunch and Mary Jane Maffini | |Asquith |

|2-3 |Panel; moderated with prepared questions. Audio component|Duncan Smith |Asquith |

| |for EI. |Robert Burgin | |

| | |Sharron Smith | |

|3 -3:15 |Coffee Break | | |

|3:15 – 4:30 |4 Breakout sessions: * | | |

| |1. The Butler Did It: genre mysteries |Lynn McLeod |Asquith |

| |2. Book Clubs 101 |Marcia Aronson & Wendy Hicks |Beeton |

| |3. Hear All About It: serving the audio book reader |Bessie Sullivan & Chris |Beeton |

| | |Sheehy | |

| |4. Electronic Web Resources** |Catherine AuYeung |Lab |

|4:30 |Thanks and recap |Sharron Smith |Asquith |

|5:00 |Reception | |Asquith? |

| | | |Manulife? |

* People will signup for one break out session when they register, but will receive handouts from all four sessions in their kits.

** Paul will ask Catherine about title for this session

3.10 Communication Plan: Paul will draft a communication plan and send it to members for input.

3.11 Equipment: Paul will ensure two lap tops and projectors are booked.

3.12 Identification of Committee Members: Sharron will ask Meredith about having ribbons to identify Committee members at the workshop.

4. Next Meeting: Conference call if needed to review everything is in place. 2:30, Friday, Sept. 29. Meredith will send out instructions.

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