Meeting Minutes May 13, 2014

1. Conference Orientation Recap (Laksamee)

• 13 people filled out and turned in their Bingo Card; one person was present at the drawing to win the Amazon gift card
• Notes for future orientations

1. Not having a session start right at 9am – there’s no break between orientation and the first session
2. The DLA and MLA president both came – did a think, pair, share activity about what the theme of the conference means for libraries
3. Things to point out and emphasize in the future: 3rd floor room (networking uncommons, etc.), vendor prize drawing, silent auction, invite people to the pub quiz, clarify they need to register for meals before the conference to see the keynote speaker (hopefully they saw it in the FAQs)

2. Overall conference/past year activities

• Still need to hear about the institution membership brochure
• John is thinking about ways to add value to our current members (not just numbers, but engagement)
• Don’t have the membership number total – Carrie was hoping to reach 1000 members

3. Future/next steps

• Natalie is stepping down as chair – first she will update the blog’s activities
• Send recommendations for new chair to John Venditta at esrl
• Natalie will work with the new chair, and give them a list of members
• Most future meetings will be virtual unless there’s a need for an in-person meeting

It’s been a great year!

Meeting Minutes March 11, 2014

March 11, 2014
10-11am
Virtual Meeting

1. Update on institutional brochure
We sent recommendations to the president of MLA and the executive director, but have not heard back. (Follow up needed).

2. Update on elevator pitches
We have not received pitches from the different MLA groups, but once we do, we can format them into brochures, websites, etc. (Follow up needed to contact the leader of each group).

3. MLA website redesign
Natalie met with the UB class that is doing the website analysis to explain what MLA is, and our overall goals for the website. The survey has been sent out, and data collection; they’ve also held in-person and on-line focus groups.

4. MLA conference orientation
Laksamee is running the conference orientation session. We decided that the winner of the bingo-signature sheet will be drawn at the vendor time on Friday morning from 9-9:30am. We decided to do it earlier on Friday rather than later because if they have a bingo card, they’ve attended the Conference Orientation Session on Thursday morning, and could presumably collect enough signatures by Friday morning. This will also encourage people to visit the vendors. Laksamee has a prize for the winner. Additionally, she is inviting the MLA president, conference chairs, and other people representing different divisions to talk about one session they planned to attend, and we came up with a few other questions for them to talk about briefly.

5. Committee future
In the Division ReVision task force report, it was recommended that Marketing and Membership split to form two different committees. We discussed having it only called Membership (since our primary goal is to market to current and potential members), while External Relations would be it’s own committee. However, Lisa, chair of External Relations, was not present at the committee meeting to further discuss this.
Additionally, Natalie will be stepping down as chair at the end of June, and put out a call for a new chair. She will contact the president and executive director to let them know.

Meeting Minutes January 14, 2014

1. Introductions, recapped last meeting (see minutes from November)

2. MLA conference orientation session: Laksamee gave an update of the bingo board she created – she’s taking suggestions for types of people to use to fill out the board. There are some pretty great prizes, and a BINGO will give someone an entry into the raffle (do not need to be present to win)

3. External relations subcommittee plans
Lisa presented the background and next steps for the subcommittee. Lisa, Paula and Jay will meet in a conference call to discuss the external relations task force report and pick out actionable, doable items. Once they have a better sense of what they hope to accomplish, they will recruit from different library systems/specific skill areas

4. Membership recommendations:

• List of committees at MLA (elevator pitches to see what they do – Kacey offered to put together a brochure);
• Membership card with ID number;
• Email renew letter with a link to the online form

5. Future meetings: Our next meeting on March 11 (10-11am) will be virtual. Natalie will check with Kate to make sure the Blackboard room is available.

6. Interested in chairing this committee starting July 2014? Contact Natalie!

Minutes from September 10 meeting

Marketing and Membership Committee Minutes
Virtual Meeting
Tuesday, September 10, 10-11am

1. Renewal letter

• Should have a closing statement that says “thanks for joining and being a part of MLA and participate in a variety of programs”
• Delete the coffee bullet point
• Include planning a conference with over 650?attendees and number of programs at the conference, and mention we work with DLA Don’t use the word program, use workshops or stand alone workshops Remove the words exhibits and advertising Have a section that says “my areas of interests are” stead of lists of divisions (mostly for the website) Discounted conference and workshop registration Include the link to the registration form
• Recommend that renewal be sent via email Recommend that they include “keep an eye out for a welcome packet” in this confirmation email for new members

 

2. Institutional brochure

• Ideas to make it more enticing?
• Quarterly advertising on Marylib
• How many people attend the conference (reach) Website advertising Maybe 1 ad per year in the Crab How much does the job list cost normally that they are saving?

 

3. Activity at the November executive board meeting

• Elevator pitch – creating a short one for you division, interest group, etc
• Why did you join MLA – use for advertising
• Speed dating committee groups
• Outreach to mud and cua students – DEAL
• Do you have a welcome letter, is your website up to date, do you have events on calendar, etc.?

 

4. Conference report by Laksamee

• Theme: Turn it up!
• Conference program forms need to be filled out by October 12
• Laksamee will work with Natalie and Ameerah on the program form for the orientation session

Meeting Minutes July 9, 2013

MLA Marketing and Membership Meeting Minutes

Tuesday July 9, 2013

I.            Feedback on Membership and Marketing Orientation Session from this year’s MLA annual conference.

Some highlights from the orientation session:

• There was a large turnout.
• Participants provided positive feedback from the online survey.

Suggestions for next year’s Membership and Marketing Orientation Session at the MLA annual conference are:

• Partner with Library Management and Leadership Divisions.
• Plan a speed networking session where past conference attendees can provide three tips for new attendees at the MLA annual conference.
• Have a job fair set up.

II.           Marketing and Membership letter and the MLA membership renewal letter.

• Both letters need revisions.
• Discussed the benefits members have for joining MLA.
• Discussed updating the Institutional and Corporate membership form and brochures.
• Will include 10% discount on the corporate membership form for advertising job listing, job line, and website link.
• Obtain stats for members that renew their MLA membership online and compare to members that renew with paper membership renewal form.

III.          External Relations Subcommittee

• Discussed possible ways to outreach to attract members.
• Have liaisons from each committee (Legislative Panel, MLA Marketing Committee, SMUG, DLDS, CML, Academic and School Communities, and a representative from the at Large Committee, to be represented on the External Relations Subcommittee.

Meeting Minutes April 15, 2013

MLA Membership and Marketing Minutes
Monday, April 15 at 10am

1. Conference Orientation session
   1. Nataliewill send out the reminder to all volunteers
   2. Mou has volunteered to create a sign-up sheet for each MLA group to use
   3. Jennifer Ncreated wonderful landscape signs to use at the various tables
   4. Natalie will create index cards of questions and purchase candy (reimbursed by MLA) for the Conference Orientation session
   5. Natalie, Mou, Jennifer, and Ameerah will be present at the conference orientation session to help facilitate the program
2. FAQ sheet
   1. Heidi has proofed the FAQ sheet and it will be sent out later this week to all first-time conference attendees
3. Value of MLA infographic
   1. Regina, Laksamee, and Natalie have been working on compiling statistics
   2. Laksamee is working with designers at Towson to create the infographic, with a deadline of May 8
   3. We will only have an electronic version of the infographic
4. New co-chair (see Heidi’s email)
   1. Heidi is stepping down as co-chair, but Natalie will remain for one more year with a new co-chair
   2. If you are interested in being a co-chair, please email Heidi Gillis at hgillis@bcpl.net by April 26
5. Future of the committee
   1. The external relations task force completed their work and made recommendations: The task force will no longer exist and instead a external relations sub-committee will exist under the membership and marketing committee
   2. An alternate suggestion from the Membership and Marketing Committee would be to re-split the committee into Membership and External Relations, with the idea that both work on marketing: The Membership Committee will focus on marketing to our current and potential members, while the External Relations committee will work on marketing to those outside of the organization. We also recommend that this upcoming year, the Membership and External Relations Committee works together to establish objectives, and the following year, the two committees formally separate, while still having a liaison that reports to both committees.
   3. Natalie is serving on the MLA Division Revision Task Force to look at the structure of all existing divisions, interest groups and committee; this will include recommendations for the future of Membership and Marketing Committee
   4. We also recommend working closely with SMUG (Social Media User Group) to enhance our social media marketing tools.
6. The Monday, June 17^th meeting is cancelled. Heidi will follow up with the MLA Office to remove it from The Happenings

Heidi’s email below:

Hi everyone!  As we begin to wind down this year’s activities, we are looking for volunteers who would be willing to serve as a co-chair for the committee next year and the year after, at minimum.  I will be stepping down as co-chair at the end of this year.  Natalie will stay on for one more year to help with a transition to new leadership.  The major projects the committee will likely address next year are:

• Evaluating this year’s MLA Conference Orientation program and making any necessary changes
• Working with MLA to acquire new membership software
• Determining the committee’s role in implementing recommendations of the external relations task force and incorporating external relations into the work of the overall MLA structure (should this be a subcommittee or a separate committee that will also focus on general library marketing?)
• Developing a relationship with social media users group (SMUG)

If you are interested in taking on this leadership position, please contact me by Friday, April 26^th.  If you have any questions, please don’t hesitate to email or call!

Meeting Minutes February 11, 2013

MLA Marketing and Membership Committee Minutes

February 11, 2013

10am at Baltimore County Public Library administrative offices

 

1.       MLA Conference Orientation Session planning

Ideas for set up

• Have one table per group; once introductions are complete (5 minutes total), have the attendees spread out to different tables. Every 7 minutes, change tables (giving them 3 different groups to meet).
• Volunteers: Jennifer, Ameerah, Gergana and Mou

Supplies needed

• MLA brochure
• MLA membership forms
• Sign-up sheets for each group (including groups not present)
• Sign with the name of each group present
• Discussion prompting cards at each table
• MLA office will pay for small treats

 

2.       MLA Conference FAQs

Brainstorm and complete a list of questions

• FAQ completed, rough draft will be sent to the Conference Director (Emily G.) for approval
• MLA office will get the completed handout, which they can email to all new conference attendees

 

3.       New marketing/membership plan

•  Brainstormed strategies for each goal; document will be sent to all Marketing and Membership Committee members with a deadline of March 15^th to make any changes or additions. Final approval due March 18th

4.      Value of MLA

• Discussed recommending a membership management software and encouraging on-going assessment

 

Next meeting: April 15^th at 10am at BCPL Admin Offices

Meeting Minutes December 17, 2012

MLA Marketing and Membership Committee Meeting

December 17, 2012 at 1:30pm

WIMBA

1. MLA Conference Orientation Session
   1. Thursday, May 9 at 8:30am
   2. Need volunteers to put signs on tables, hand out discussion prompt sheets, facilitate mingling

i.      Jennifer and Ameerah volunteered – others can email Natalie at nburclaff@ubalt.edu

1. MLA Conference FAQ sheet
   1. Please take a second to write a question you had as first-time conference attendee, or you think someone might ask
   2. Survey link is here: https://docs.google.com/spreadsheet/viewform?formkey=dFhBdk83YWU0MDVNck1RQmhvaWtDaXc6MQ#gid=0

1. Updates from the marketing resource toolkit
   1. Hoping to have a sub-committee focus on editing/revamping the marketing toolkit
   2. Old toolkit: http://www.mdlib.org/divisions/marketing/toolkit/toolkit.asp
   3. New toolkit document (It’s a google doc. You don’t need a google login to edit, and all changes are saved):

1. External Task Force Report
   1. Ameerah reported from the External Task Force an idea that the marketing committee would work on a yearly assignment disseminating press releases that target different issues

i.      Not set-in stone; just brainstorming at this point

ii.      No academic library representatives were at the brainstorming meeting

1. Other business
   1. Working on a “value of MLA libraries” document that would be handed out at orientation session and sent to members with their renewal reminders
   2. Interested in assessment/working on this? Contact Natalie at nburclaff@ubalt.edu

Meeting Minutes October 15, 2012

Minutes
MLA Marketing and Membership Committee

October 15, 2012

1:30 p.m., BCPL-Arbutus Branch

 

1.         Orientation at MLA conference                  

-Preliminary conference proposal due Oct. 15

-Decided to remove official mentor program

-Committee will create a FAQ to send to all “first time attendees”

-New orientation session: Invite Division, Interest Groups and Committee representatives to act as “mentors” and to give an elevator speech about their group. Room will split up into tables (or rotate around tables) of interest, and to ask questions about MLA and the conference.

-Natalie will fill out conference proposal and email Emily about our plan

 

2.         Marketing & Membership Plan

-Need to communicate value of being a member to our target groups (Library students, Potential members, Current members)

-Brainstormed value message: Enhances your resume with a professional organization, gives you leadership opportunities outside of your job, you strengthen the library community by sharing information with your colleagues, local level means impact where you live, networking opportunities to collaborate with others, people you meet and work with through MLA can serve as references (esp. if you’re in a difficult work situation).

-Need for a value sheet – Natalie will investigate measurable items to show how being a member of MLA can make an impact (stats from FY2012) to use at the conference, and to send with membership renewal forms

-The old Marketing Plan should be archived and removed from the website – it is no longer current (talk to Margaret)

• External audience

-Ameera & Paula gave a report on the external task force

• Brochure distribution

-Brochure should be at all training sessions

-Should be available at College Park and Catholic University (see DEAL?)

-Will be at conference and conference orientation session

• DEAL sponsorship for students

-DEAL would like to get the word out that people can sponsor an MLA student membership – passed along the information to the external task force committee, but we should consider avenues for distributing the information

• MLA Coffee Marketing

-Shipping cost is over $5 for one ½ lb. $8.50 of coffee

-Suggest MLA office make a bulk order of coffee and facilitate the purchase to decrease shipping costs

-Suggest MLA office send out emails for coffee as a holiday gift

 

3.         Toolkit            Plan for distant members

-Heidi will send out an email to find those that want to participate, but can’t in-person

-Heidi will follow up with an email giving action items for the toolkit

4.         Social Media User Group Report

-Natalie reported on the activities of the Social Media User Group

Meeting Minutes May 21, 2012

Minutes
MLA Marketing and Membership Committee
May 21, 2012
10:00 a.m.

 

1. MLA Brochure Update                                Heidi Gillis

-Brochure is completed, except for front cover photos

-Pictures taken at meeting

-BCPL may be able to print 1500 brochures

ACTION ITEM: What is the MLA willing to spend on MLA brochures?

ACTION ITEM: Heidi will update brochure to emphasize “local” as benefit

 

 

2. Outreach Plan                                                         Heidi Gillis

-Places:

MLA conference

Mailings to first-time attendees of MLA conference

Baltimore Book Festival

Human Resources for public libraries

Student Interest Group to reach Catholic and College Park

-Targets

Library staff employees (Circulation Conference)

As a secondary target

Library Students

ACTION ITEM: Contact Student Interest Group to find distribution channels

New hires

Academic Librarians

ACTION ITEM: Natalie will contact ACRL MD to find list of Academic Librarians in Maryland

 

3. Website Update                                          Natalie Burclaff

-Wiki page that everyone can update would be the most useful for toolkit

ACTION ITEM: Contact Bob about the feasibility of wiki page

ACTION ITEM: Heidi will look at social media policy and its application to a wiki

 

 

 

 

 

4. MLA Mentor Program                                            Natalie Burclaff

-Eleven new attendees requested a mentor

-Natalie submitted a survey to garner feedback about the mentor program

-Suggestions

Breakfast Happy Hour (with mimosas?)

Speed-dating, 5 minutes with each person

Informal happy hour on Thursday night (before meal?)

Allows new attendees to find someone to go to dinner with

Gift basket raffle – Sabine is willing to make!

Virtual orientation session ahead of time (Suggested by Tina)

Podcasts

FAQ sheet sent/emailed ahead of time to new attendees

ACTION ITEM: (Natalie) How many new attendees were at 2012 conference?

ACTION ITEM: Natalie will contact conference committee re: deadlines for mentor program.

5. Wrap-up and Goals for 2013

1. Create a current toolkit and updated website

2. Create a new orientation/happy hour for first time conference attendees

3. Update Marketing Plan, focusing on external audience

Create an eastern shore sub-committee that reports virtually to include more members

 

6. Other business

Suggestion to move the meeting time to 10:30am to accommodate morning rush hour traffic