NCCCLRA Executive Board Conference Call

2007 Conference Planning

Mike opened the meeting by asking if everyone had received and read the notes from the Sept. 8 conference debriefing meeting and Myra’s preliminary information on likely conference venues, based on responses to the “preference survey” that had been sent out mid-September. Most had received the notes and Myra’s information, but some had not received the survey. Twenty-eight responses from across the state had been collected, however, and it was decided that this was a sufficient number to go ahead with conference planning.

As determined by survey responses, a return to a hotel/conference center venue seems preferable, and most are agreeable to an “eastern side” location. New Bern seems a good choice. Preferences are scattered on the best month. Board consensus was that July is too hot and hotel rates are better in spring than in summer so we should look at March/April/May. The past few years of school-site conferences in July were due to the budget crunch of 2001; our current more favorable fiscal situation allows for other options.

Myra presented two potential New Bern locations: the Sheraton Grand Hotel, and the adjacent Riverfront Convention Center. The Sheraton Grand would allow for the convenience of onsite presentation and break-out rooms (at a reduced rate if a block of hotel rooms were reserved), while the Convention Center also houses the Visitor’s Center through which some sightseeing activities might be arranged. Other hotel rooms are available in close proximity to either of these sites.

A concern was raised as to the cost of rooms in New Bern; it was suggested that a “sharing board” be set up to help solo travelers keep down their expenses. Another concern was with the availability of Internet access in the conference venue for the use of presenters and vendors; the group consensus was that it is crucial to ascertain that such access exists (although it is reasonable to expect that by now it does). AV equipment can be provided through Craven CC.

Mike proposed that the Board decide on a place and two potential dates so that plans can be firmed up soon, since our time until next conference is already running short. The question was raised as to the possibility of weekend dates, but price concerns make this undesirable. Myra said she would like to check prices first based on actual dates before making a final decision on location, and she suggested that we go with a two-full-and-one-half-day schedule (although this is subject to future discussion if pre-conference presentations are desired). Myra proposed March 28th through 30th or March 21st through 23rd (both of which are a Wednesday, Thursday, and Friday).

Also presented to the Board was an idea discussed at the Sept. 9 meeting, that of opening up the conference to non-member groups. This would not only increase revenues and attendance but would aid in library networking efforts. Mike noted that he had recently encountered some groups that might be interested. It was suggested that we make sure there are sessions of interest to non-member groups when planning presentations.

It was pointed out that some schools have had zero attendance at past conferences and perhaps a survey should be sent to determine if there are specific reasons for this. The month of May was brought up as another possible conference time, but most felt that end-of-school-year concerns would cause too many conflicts.

An online check by Ruth determined that there were no major conflicting citywide events scheduled in New Bern for the two proposed March dates.

Schedule for Executive Board Conference Calls

Mike asked the Board when timing would be best for the once-a-month conference calls he would like to schedule, and most felt that afternoons were better (although there were some conflicts with Mondays and Wednesdays). It was proposed that calls be on the first Friday of each month at 1:00 p.m. Some time-sensitive business, such as pinning down the exact date for the conference, could be discussed via e-mail prior to the official meeting time if necessary.

Other (Non-Conference) Issues

The question was posed on whether or not schools were getting out-of-state interlibrary loan requests due to the new OCLC “Open WorldCat” program. Mike noted that his school was getting requests and was not equipped to mail items out of state; policies seem to vary from school to school. It was suggested that this might be a good forum topic at the next conference. Individual schools are free to impose borrowing limits as they see fit.

According to treasurer Deborah Foster, NCCCLRA is currently in good financial shape.

Some monies are earmarked for the refreshments provided at district meetings, so all districts are encouraged to plan/hold regular meetings.

With no further business to discuss, the meeting was adjourned at 1:40 p.m.

Submitted by:

Stephanie Bowers,

Secretary