Public Relations and Marketing Committee

PR & Marketing committee minutes

Sept. 21, 2009

Members present: Aimee Barrett, Barbara Hood, Margeaux Johnson, Laura Jordan, Ryan Litsey, Jim Liversidge, Carol McAuliffe, Patricia Morgan, Jay Wiese and Stacey Ewing (guest)

New Faculty Orientation Report – Aimee & Ryan reported on the libraries’ table at the new faculty orientation. The libraries shared a table with another department so display space with tight. Ryan took a laptop and signed up quite a few on the spot for Course Reserves. Not a lot of faculty visited the tables, however, since they were eating and talking during that hour. It was estimated that 75% of the attendees did not visit the tables. Of the approx. 850 new faculty members, only about 150 attended the orientation. It was suggested that next time a health science center library staff member be present to answer questions directed about that library.

VT calendar update – Jay gave an overview of the VT calendar history to the new committee members. He, Laura and Barbara are scheduling a meeting to discuss it with John Ingram.

Library News – committee members should send article suggestions to Barbara by October 12. The absolute deadline for articles is Friday, October 23 in order to have the issue printed and distributed before Thanksgiving.

GIS Day discretionary funds request by Carol McAuliffe. The request for funding for food and drinks and Alligator advertising for this year’s GIS Day was approved. A discussion will follow in the future for possibly adding funding as a line item in the budget.

New faculty e-mail – Laura, Margeaux and Stacey Ewing compiled a faculty e-mail of useful information and upcoming events that Laura will send to faculty liaisons. A suggestion was made to add to the News and Highlights blog and supply a link in the e-mail, in addition to sending the text.

Button Maker demonstration – Laura, Margeaux and Stacey demonstrated the ease of using the new button maker. A link to the online video will be provided to staff who want to check it out for use. Button designs must be submitted to Barbara Hood for approval before buttons are made. For now, the button maker is stored in Barbara’s office in the Admin. suite.

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PRAM Meeting Minutes 8/17/09

Present: Barbara Hood, Jay Wiese, Aimee Barrett, Richard Saltzburg, Margeaux Johnson, Ryan Litsey, James Liversidge, Mcauliffe Carol, Patricia Morgan

TOPICS

Library News Letter. We are waiting for Judith Russell to finalize her personal message.

Money. We have spent $232.00 out of our $700.00 in the “additional printed promotional items” category. The printed table covering was ordered.

A vote was taken and Laurie Taylor’s request (DSO weekend) for magnets was approved. The cost will be borne by the printing budget for $109.00.

New Faculty Orientation was this morning, August 18, 2009 and all went well. Thanks to Aimee Barrett, Ryan Litsey and Richard Saltzburg. We had about a 100 new faculty, quite a few from Health and human Performance. Also many “new faculty” were UF students at one time. Go Gator Nation.

Carol does not want to discuss GIS day until the budgetary aspects are resolved (include as a line item).

Margeaux Johnson is working in the area of “open access” trying hard to educate the University population as to what it is, who benefits, and to quell some of the fear about free stuff. To that end she is involved with the Sparky Awards which is a project to help reveal the value of information sharing. Those who want to participate and make a 2 minute video can check flip cameras out. A limited number are now available from the libraries.

There will be an Open Access week where the UF community can begin to discuss what this means for the campus. This initiative has a partner in the Florida Free Culture organization.

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PRAM Meeting Minutes

Present: Barbara Hood, Jay Wiese, Brian Keith, Laura Jordan, Aimee Barrett, Richard Saltzburg

TOPICS

Library News Letter deadline is August 5, 2009.

A discussion ensued about the continued practice of including pictures with the articles-Barbara concludes that too many pictures becomes problematic

Brian mentioned the Knudson article

New Faculty Orientation is August 18, 2009.

A call for volunteers was made.

Volunteers-Ryan, Richard, Aimee with our leader being Laura Jordan

Set-up 7:30 am- orientation 8-9am.

Budget Update

The budget was approved with a 10% reduction. We were advised that the PRAM budget will not be adversely affected since we previously reverted to in-house printing to save money.

Brian led a discussion about various expenditures on the budget and we reviewed these and confirmed their legitimacy.

He also observed that funded items in our budget also serve as advertising for those interested in submitting proposals and ask about funding.

The Library Tech Expo is now known as The Library Showcase and we voted to fund this year’s event at the $ 100.00 level. The event takes place in the Info Commons-3^rd floor. Last years event was attended by over 350 people and was supported by a $100.00 donation from Publix. All the Libraries receive an invitation.

Items of Interest

Brian suggested that Judy might want to tout DSR’s generosity for Science and research Libraries…to be pursued. He also observed that several Librarians are working on projects and whether these should be included in our Newsletter.

Nita Ferree says that “The HSCL is not certain that we can provide someone for the PR&M Committee as we may not be filling the position vacated by Ned Davis. Michele Tennant will let you know of plans as soon as she knows.”

Laura announced that there are new computers in the Library Instruction rooms. I used the one in room 211 this morning for Library Instruction and what a relief from the dreaded laptop!

To conclude, Brian asked about an article for Marston’s re-model and ribbon cutting event.

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Public Relations & Marketing Committee
Meeting Minutes – June 22, 2009
Library East Conference Room, 2-3pm
Members Present: Aimee Barrett, Val Davis, ‘Nita Ferree, Barbara Hood, Margeaux Johnson, Ryan Litsey, Jim Liversidge, Carol McAuliffe, and Jay Wiese

This is the last PR&M meeting for Val Davis and ‘Nita Ferree. Margeaux Johnson is the new Marston Science Library representative. The Health Science Center Library representative has yet to be determined. Laura Jordan will take Val’s place as Chair of the committee.

Library News – 8/24/09 Issue
• Copy deadline: Wednesday, 8/05/09
• Distribution date: Monday, 8/24/09

Article Topics
• Welcome – Judy
• Current/upcoming exhibits, Information Commons, etc.
-Elegance of Science – Val and Amy
-GIS Day – Carol
• Library Renovations:
-Marston renovations – Tara or Vernon
-AFA updates
• Ares Integration with HSCL – Ryan
• HSCL integration – John?
• Lost Item Replacement Policy – already written
• Virtual Bookplates – Ryan
• Spotlight on Smathers Library Bookstore – James
• Grants – Bess De Farber
•Open Access – Margeaux will ask John
•Kindle and iPod Touch: a brief mention that we’ve been testing – Margeaux (full story in issue
after next, maybe)
•Spark Awards
•New Databases – are there any?
•Highlighted database: Clinical Pharmacology – `nita

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We normally don’t meet in the summer, but I thought I would send out a quick call for agenda items.  If I don’t receive any items by Wednesday, let’s cancel our meetings for May and June.  We can schedule to meet up in July, probably with all our new rotation of members.

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Please post any possible agenda items for the next scheduled meeting.

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Public Relations & Marketing Committee
Meeting Minutes – March 19, 2009
LW Conference Room 419, 10:30-11:30am
Members Present: Aimee Barrett, Val Davis, ‘Nita Ferree, Barbara Hood, Natalie Lane, Patti Morgan, and Jay Wiese

• Announcements
Natalie said that ARES software was scheduled to be installed next week at the HSCL. She also announced that this was her last meeting. Natalie has accepted a job with Marion County Public Library System. We will miss her and truly wish her well. Ryan Litsey will take her place on the PR&M Committee.

• Monthly Meetings
The group voted unanimously to resume meeting on the 3rd Monday of each month (instead of semi-monthly). Val will not be here for our April meeting so Barbara will take the lead. We will discuss, at another time, how to proceed with meetings when the committee Chair can’t attend.

• Discretionary Funds
Alicia Antone submitted a request for $85.00 for Publix dessert trays for the Paul Harris book signing on April 2nd. Members present voted unanimously to grant the request.

• Marketing of Databases
Aimee said that during a quarterly meeting with Dean Russell at the Journalism Library, a staff member suggested that we could be doing a better job of marketing the library’s databases. Val will ask Tom to start featuring different databases on a rotating basis in the “News & Highlights” section of the new website.

• Dissertation Brochure Template
Natalie had proposed working on a brochure and website covering dissertations and theses. She will work with Ryan Litsey to create a brochure of UF and non-UF resources and copyright. Val will continue to work with Ryan after Natalie leaves.

• Table Top Display
Barbara and Val had been given the go-ahead to purchase a new table top display with unspent funds. Barbara presented two possible models that she and Missy had identified. The committee voted unanimously to purchase the Xpressions Tradeshow Display providing that new reprints could be created. [After Note: Barbara found out that he table top display we liked best ($1,495) is three-dimensional with two panels in the back and a third that protrudes in front, which is the main focus panel. Each panel can be replaced for $300. The committee voted by email to purchase.]

• The Posting of Future Meeting Agenda Items
In order to provide more background information on PR&M meeting agenda items, Val proposed to post them on a blog similar to AGRSSR (Advisory Group for Research Services and Scholarly Resources) at http://agrssr.blogspot.com. We decided that it would be a good idea to try it as a pilot.

• ArtBash as a Permanent Line Item
Val and Barbara had discussed this with John Ingram. He felt that Classic fare catering seemed acceptable for this event. We unanimously voted to set aside $400 for this affair as a permanent line item.

The funding for Elegance of Science will be considered at a future meeting.

• Future Catering Concerns
It was recently made known that if any event brings in attendees other than UF library personnel, any food service must be catered by a licensed food vendor. The Edible Books Contest entries can no longer be consumed at the event.

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• Resume monthly meetings
  We haven’t had as many reasons to meet as of late, although not evident from this agenda!  I’d like to discuss and vote on returning to monthly meetings.
• Discretionary funds  – most recent proposal
• Marketing of databases
  During a quarterly meeting with Dean Russell at the Journalism Library, a staff member brought up the idea of better promoting our library-paid-for databases to our patrons.   We can talk about ways in which we can market databases, or how we can help subject liaisons with marketing.
• Dissertation brochure – template
  At our last meeting we discussed the creation of a dissertation brochure and a dissertation website.  As it happens, I spoke with Tom and he was already in the process of creating a new website: http://www.uflib.ufl.edu/etd.html Brochure is still in the works.
• Table top display
• We were given the go-ahead to purchase a new table top display. See second item down for what we currently have: http://www.uflib.ufl.edu/committees/marketing/resources.html Barbara has been working with Missy to identify possible display.
• Potential agenda items posted to blog
  AGRSSR sends out a call for agenda items and those items are posted by members to a public blog.  Additional text/background information can be added and comments can be made by all.  See AGRSSR blog: http://agrssr.blogspot.com/
• ArtBash as a permanent budgetary line item

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Public Relations & Marketing Committee
Meeting Minutes – February 2, 2009
Library East Conference Room, 2-3:00 p.m.
Members Present: Aimee Barrett, Val Davis, ‘Nita Ferree, Barbara Hood, Natalie Lane, James Liversidge, Carol McAuliffe, Richard Saltzburg, and Jay Wiese

• Budget
1.) Mobile Instruction Display to replace the unwieldy cart that we have been using. The committee voted to ask Missy Shoop to work with Barbara to research the best tabletop display for future use.

2.) Poster Holders for the Common Reading Program. Val and Barbara will meet with John Ingram to discuss this year’s budget and ways to use the remaining funds. See end of Minutes for results of that meeting.

• Dissertations Brochure and Preview Workbook
Natalie said that there are many Interlibrary loan (ILL) requests submitted for titles (particularly dissertations and theses) that UF owns. She suggested a brochure outlining library services (emphasizing ILL procedures) aimed primarily at graduate students and their mentors. Barb said that it would be a low-cost project because the printing would be in-house. `Nita and Nat will check to see if there are others interested in working on it.

Barbara Hood brought a copy of the UF Libraries’ page in the Freshman Preview Workbook that needs to be updated. Several suggestions were made for changes.

• Discretionary Fund Requests
Laurie Taylor requested $150 to sponsor a contest for the best use of images available through the UF Digital Collections (UFDC). The winning design could be used to illustrate note or post cards and sold at the bookstore. Committee members weren’t sure of what the $150 was going to be used for since the note cards and postcards can be produced in-house. They voted to grant the request only if the money is to be used for food during an exhibition, kick-off party, or the like.

• Brief Budget Review
The committee looked at the 2008-09 budget to determine what was spent and for what. At our next meeting we will identify 10% budget cuts for the next fiscal year

• Marston Remodeling Update (Carol McAuliffe)
The reference desk will be relocated to the first floor in GIS. Carol was encouraged to request PR&M discretionary funds to hold an open house in the spring.

• Our Very Own Celebrity
Jim Liversidge was included as one of Gainesville’s 20 Most Interesting in the January 2009 issue of INsite Magazine (http://www.insitegainesville.com/). See page 45 for the article, “Jim Liversidge: Preserver of Pop Culture’s Past.”
Lookin’ good, Jim!

Note: The meeting between John, Barbara and Val took place on Feb. 9th. As reported by Valerie via email:
“First, John encouraged us to go ahead and purchase the mobile instruction set-up since next year funds will be slim. Barbara is doing some research and we may have a few models ready by the next meeting, or the one after.

“We discussed the previous request for a retractable sign. John agreed with our decision to not purchase a retractable sign, particularly since there does not appear to be branch interest and as there is already quite a number of posters printed in-house for the Common Reader Program. If we later identify a direct library benefit to purchasing a reusable retractable sign for a UF program, we can revisit.

“John did feel that Classic Fare catering seemed acceptable for the AFA library’s ArtBash event, given the popularity of the event and the difficulty AFA would have in food set-up. He didn’t have a problem making this a permanent line item on our budget.”

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Public Relations & Marketing Committee
Meeting Minutes – January 5, 2009
Library East Conference Room, 2-3:00 p.m.
Members Present: Aimee Barrett, Val Davis, Nita Ferree, Barbara Hood, Laura Jordan, Brian Keith, Natalie Lane, Patti Morgan, and Jay Wiese

Library Newsletter Articles due February 5th
Brief update on progress of assigned articles.

Read Posters Subjects
The committee brainstormed for new Read poster subjects (go to http://blogs.uflib.ufl.edu/news/category/read/ for past posters):
Determine a theme to focus on
• Faculty members
• Library Assistants (such as Sara Danker)
• Students from all over campus
• New Head of College of Liberal Arts and Science, Paul D’Anieri
• Jimmy Cheek, if he hasn’t left.
• Famous Alumni (Erin Andrews, a former Dazzler; Beverly Perdue, Governor of North Carolina)
• Football team
• Carl Van Ness
• Scenes from past Read-A-Thons and Edible Book Contests
• Different seasonal shots of one campus scene
• Different languages
• A blank poster with a message inside a frame “Picture yourself here”

Brian asked about the purpose of the posters. Barbara said that Deans like to hang them in their office. It engenders a positive connection between faculty and the library/librarians.

Updates
Val on The Elegance of Science Contest: there are four judges, 1 person each from the Harn, the College of Engineering, a Librarian from AFA, plus one other. They’ve received 116 entries. The judges will pick the top 10. There will be an Open House and Reception at Marston on February 19th 4:30-6pm.

Jay on the calendar beta site: Winston is busy with the active directory migration. He will focus on the calendar as soon as the migration is finished.

January 19th meeting is a holiday and, unless there are pertinent agenda items, we will not reschedule that meeting.

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