GAIT Board Meeting 

August 22, 2009 

Clayton State University 

 11:00 am

Members in attendance: Gordon Baker, Giselle Escobar, Lynn Craig, Pam Murphy, Michelle Lenderman, Ginny Harrell, Ann Grantham, Wanda Dunn, Leslie Wantland, Valerie Ayer, Sonja Fox, Melissa Underwood, Matt Osborn, Ryan Jett

President Giselle Escobar called the meeting to order, welcomed all who were in attendance (D. Dees in attendance via Skype), and invited all to participate in the snacks and refreshments provided.

She called everyone’s attention to the agenda and reminded all of the upcoming COMO conference and the next GAIT meeting at the GAIT breakfast on October 8, at 7:30 am.

The minutes from the previous meeting held April 18, 2009 were read.

The treasurer’s report (L. Wantland) was given. (copy attached.)

Reports were given by the committees:

Membership Director: Pam Murphy reported a total membership of 122 with 41 lifetime – 81 student/ regular. She stated she would send out a memo to members on the email list about the upcoming COMO conference and the benefits of membership in the professional organization.

Awards: M. M. Underwood, M. Osborne, S. Fox present.

There are 10 scholarship applications. M. Underwood excused herself from the selection of the scholarship winners as the applicants are her students. Discussion followed about the giving of two scholarships, with the decision being made to give two (2) scholarships for 2009.

There are also 2 mini grant applications for 900.00 and 990.00. Discussion followed with the decision being made to award 2 mini grants for 2009. 

Reported on the invitation to the AECT president elect  (Dr. Specter) to come to COMO as guest speaker, will be unavailable for COMO this year but is committed to coming in 2010. A representative for AECT, Dr. Kim, will be present at COMO. Suggestion was made to have Dr. Specter as a featured speaker for COMO in 2010.

There was discussion about the scholarship winners and when they would be given their awards. G.Harrell recommended they be invited to the GAIT breakfast. The recipients could already be given the funds for the scholarship and would be recognized at the breakfast. Other recognitions would or could include the Technology grant recipients and the MSOTY.

Publications:  Gordon Baker. GB stated a need for articles. Giselle reminded all of the previous request for articles from the different committees. Awards committee will send article about the award recipients. If possible, GB will publish a GAIT Connection prior to COMO and another to follow COMO.  Needs the articles.

Student Media Festival: Gordon Baker. There is a meeting planned between August 31 and September 1. The 2010 festival will not be housed in the  GPB building but GPB is still serving as a partner for the SMF. The 2010 Student Media Festival will be held April 30, 2010 in the Clayton County Professional Learning Building. The 2009 had 1000 entries representing about 4000 students. Approximately half of those entries went on to International, which is currently in progress. It was noted that Georgia is the largest contributor to the International Student Media Festival. More information about the 2010 media festival will be out following Labor Day.

MSOTY:   Leslie Wantland, Melissa Allen.  L. Wantland, Melissa Allen, and V. Ayer attended Summer Institute. Leslie and Melissa were GAIT representatives in the selection of MSOTY. Leslie developed a checklist to assist with clarifying dates and deadlines for district entries as well as the process followed for selecting, notifying, and recognizing district winners and the MSOTY. (copy attached.)  The checklist is a draft but has not been presented to GLMA at this time.

Ginny Harrell and Ann Grantham provided details of how the process had worked in previous years. L. Wantland was thanked and congratulated on her initiative to work on this checklist.

Recognition and congratulations to Pam Murphy, District 6 MSOTY.

Clarification of the role of the enabler was given. Suggestion was made to ensure proper identification in the letters sent to MSOTY district winners and state winner. Also recommended that more information regarding the award ceremony be provided to district winners.

Sonja Fox suggested that a framed certificate suitable for hanging in the Board Office be provided for the MSOTY.

M. Underwood indicated the need to invite principals even if they were not the enabler for the district winner/ MSOTY. This would serve as a good PR tool and also get principals more involved / informed about what media centers and media programs are about. M. Underwood also recommended that we provide a badge/pass to principals for the awards program.  MSOTY district winners each receive $50.00 at the awards program, MSOTY receives $200.00.

A suggestion was made to alternate years with GLMA for the PPT presentation for the MSOTY district winners that is featured at the second general session. GAIT would take care of the PPT in even years.

Business and Industry:  Another suggestion (Lyn Craig and Melissa Underwood) was to encourage business representatives to provide some type of gift basket items for the MSOTY. Ryan Jett, Business and Industry representative, agreed that this was a good idea.

K-12 Committee: Lyn Craig, requested more information about the duties and responsibilities of her committee. Lyn brings to her committee a wealth of experience including opening 2 new school media centers and 30 years in education with 14 of those in media centers.

Higher Education:  Gordon Baker reported that higher ed libraries are facing similar budget woes as other libraries across the state. He stated the library budget at Clayton State suffered a $50,000.00 cut in the materials budget.

COMO committee:  Giselle reported that registration forms are available online, she has attended all steering committee meetings, referred to the MSOTY checklist as a good tool for keeping the process on track. Revisited the suggestion to use college student volunteers for registration booth (possible recruitment tool for new GAIT members) at COMO and raised the question of possibly paying something such as hotel or registration for the student volunteers. After some discussion it was decided that the current volunteer system is working well enough. Volunteers are recruited as part of the registration process.

Online Membership Registration/ Pay: G. Harrell reported that J. Clark does not want to do the online membership renewal/ registration. Database is not online. Wanda Dunn asked about using PayPal but it was reported that someone would need to manage that process as well. Valerie Ayer reported that GLMA does not currently have an online membership registration payment process. Both organizations currently have membership forms available online but actual payment/processing is handled through regular mail. Discussion included suggestion to contact a bank about setting up a process for online registration / payment of membership dues. One concern is that the cost of such a process may be prohibitive.  G. Harrell will look into this and give us an update.

Nominations Committee:  M. Underwood and M. Lenderman  reported that the following offices are up for nominations:  President Elect, Secretary, and 3 At-Large representatives. Ann Grantham will be accepting nominations from the GAIT website and will send those recommendations on to M. Underwood and M. Lenderman. Giselle Escobar indicated  a need to advertise and inform members of the opportunity for service.  G. Baker reminded the group of the breakfast meeting of GAIT at COMO at which time the nominations might be presented to the general membership.  Also the new slate of officers would be presented to the Board at their COMO meeting prior to the general meeting (G. Harrell). Ginny Harrell reminded us that ballots are sent out by coded email to the membership.

Giselle recommended inviting nominees to the GAIT breakfast to introduce them to the general membership. She would like to have a brief bio for each nominee. Voting takes place after COMO.

Old Business:  Reports given on MSOTY, Summer Institute, GAIT meeting at COMO will be in Room 104 at 7:30am. Giselle requested officers arrive early to “meet and greet” members.

New Business:  GAIT Board will meet on Wednesday, October 7, 2009 at 3:00pm. Giselle will reserve a room for us at the conference center. Reminded everyone to be sure to register for the conference.

Regarding new officer nominations, the Nominating committee will work with the Leadership and Development committee.

There was a question about the voting change to an online vote. After a discussion it was determined that correct procedures have been followed. The bylaws are changed through board action. Need to get the written changes published to the listserv to inform members.

Melissa Allen was congratulated for receiving 2009 Exceptional Media Program.

Wanda Dunn suggested inviting state legislators and others who have impact on library funding as guests to the award ceremony for MSOTY as a means of connecting with them. 

Ann Grantham mentioned that Pam Murphy was recognized at a meeting of the State Board of Education. The recognition was arranged by Judy Serritella. who is our good friend and advocate in the State Department of Education.

Gordon Baker said that we can get a “Media Month” through our county commissioners. They can submit a resolution/ proclamation and have it read into the official record.

Ginny Harrell requested the Media Festival display be shared at COMO.

She also had “goodies” to share from AECT conference.

COMO will have a booth at GAETC, currently working on the paperwork.

There is some discussion about GAETC and COMO having a joint conference but it is in the early stages of discussion at this time.  Media specialists awarded the Exemplary media program recognition  are presenters at GAETC.

There being no further business, the meeting was adjourned at 1:06pm.

Respectfully submitted,

Dianne Dees, secretary