The University of Kansas Libraries

KU Libraries Support Staff

KULSS Executive Meeting
Friday, March 4, 9:00-10:00
Watson 302

Present: Jill Becker (Chair), Meredith Huff (Vice-Chair), Kristin Zachrel (Secretary), Adam Reilly (Group 1), Julie Warrick (Group 2)

Absent: Robert Szabo (Group 3), Jessica Gish (Ad Hoc)

Workshop Planning

Registration

• Need to order food by Friday, March 18th at noon so we'll need to send out registration soon.
• Would like to have electronic option for registering.
  • Jill will ask Jessica to do a one page form without the session descriptions to send via email . We'd like just a text form with session titles, times, and lunch options. (Meredith will send the lunch options to her.)
• With the Office 2010 session ask people to submit any questions they have for Jeffry to their Group Reps.
• Jill will email the registration to the listserv on Monday and set the deadline for March 16th. Registration forms should be returned to the Group Reps. Each Rep will send a reminder email for registration to their groups before the deadline.
• UPDATE: We used an online registration form for the 2007 workshop. Monica Claassen is working to update this form for us. When the page is updated Jill will send the registration email to the kulss-l listserv and will attach the print form as well in case there are people who would prefer to submit print forms.
  
  

Session descriptions

• Office 2010: Jeffry calls it the Office transition class. Robert suggested to him that the order of priority should be Outlook, Word, Excel, and Access. Include in the description that questions for Jeffry should be sent to Group Reps in advance. We can include this in the registration form but also send out an inquiry for questions before the workshop.
• Massages will last around 10 minutes. We should include a comment that tips are encouraged.
• Yoga: Sorcha Hyland, who works at the Spencer Museum of Art, could do this session. The KU Recreation Center will do large-scale classes for staff but there’s a cost associated with it ($50 for offsite). We think it would be free with Sorcha and she was very excited to work with us.
  • UPDATE: Sorcha's fee is $8-10 per person. The Rec Center has agreed to do the session for $40 so we will go with the group fitness class through them.
• Julie will update the changes.
  
  

Potluck Breakfast

• Jill emailed Dean Haricombe about making opening remarks during breakfast. She is waiting on confirmation.
• Kristin Vickers agreed to organize the potluck breakfast. She sent an email yesterday to members of Management Council. Many of the members are offering to contribute money instead of making something.
• The ovens in Spencer work so we can use them to keep food warm. We’ll figure out the logistics of transporting food to Spencer later.
  
  

Supplies

• We can make coffee and tea at Spencer instead of purchasing it through the Union. Removing this expense from the budget will save us $73.25. We'll also need to provide creamer and sugar.
• Kristin will bring a gallon size pitcher for water.
• Book snakes: Meredith still has pre-cut fabric from the last workshop and Kristin also has some fabric she could contribute. We would need filling. Julie will check with Roberta about what else she’ll need.
• We’d like to buy everything at once and then get the money to divvy up. Jill will ask Kristin or Shannon about receipts and how they want this handled.
• For the breakfast and ice cream social we’ll need bowls, cups, plates, cutlery, and napkins. We’ll create a more itemized grocery list next week.
  
  

Shopping List

• Coffee
• Tea
• Creamer
• Sugar
• Bowls
• Cups
• Plates
• Cutlery
• Napkins
• Filling
• Eyes ?
• Ribbon ?

To Bring

• Kristin - Pitcher
• Meredith - Fabric
• Julie - Ice cream scoops
  
  

Equipment Needs

• Terry will need a TV and DVD player. Maybe he can play the DVD through the computer. Meredith will confirm if we can meet his equipment needs in the North Gallery.
• Jeffry will need a computer.
• Roberta has no equipment needs.
• Johnson Room will accommodate all of Becky's equipment needs.
• Nutrition people could fill out a form with height, weight, and age to calculate BMI and determine how many calories you should eat and types of food to eat. There are 2 public computers that have free printing so she could calculate this for people. Robert can update us on the details of this form.

Spencer Logistics

• Room 326 holds about 15-20 people.
• Johnson Room holds about 30 people
• Have breakfast in the North Gallery so people can get their food, sit down, and get settled.
  • During Terry’s discussion Meredith can have students clean up the breakfast.
• Have lunch set up in the Lounge so people can either eat in the Lounge or in the North Gallery and listen to the presentation.
  • Make labels with people's names (Meredith can make them and the students can put them on the boxes.)
  • Jill will ask Robert to find out what time and for how long the lunchtime presentation will be so people can choose to come and listen or eat in the Lounge or outside.
    
    

Information Tables

• Not sure if the technology petting zoo will happen.
• Health and wellness table
• Book snakes
• Staff bios (could do a slideshow presentation)
• Photo display of old library photos (Meredith can print them out again)
• Technology (keyboard shortcuts and handouts from Jeffry’s session)
• Fitness options at KU
• Spend more time next week discussing info displays and what we can realistically accomplish before the workshop.

Lunch for Presenters

• Meredith will email the lunch options to Adam, Julie, Robert, and Jill.
• Julie: send lunch options to Rhonda Mosby and Roberta Woods.
• Adam: send lunch options to Jeffry Lewis.
• Meredith: send lunch options to Becky Schulte.
• Jill: send lunch options to Terry Proctor, Yoga instructor, and Lorraine Haricombe.
• Robert: send lunch options to Ann Chapman.

Other

• Do we need non-support staff people to help (e.g. to introduce presenters)? We can handle it so no need to ask for help.
• We don't know the official update on the massages. Robert will return on Tuesday so he can update us then.
• Signs and promotional materials: we'll wait to discuss until next week when when Jessica can be here.
• Book snakes table will go with the info tables and be set up between lunch and before Becky’s presentation.

Action Items for Next Meeting

Next Meeting: March 10, 10:00-11:30 at Spencer Research Library.