Canadian Health Libraries Association / Association des bibliothèques de la santé du Canada Annual Report / Rapport annuel

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1 Canadian Health Libraries Association / Association des bibliothèques de la santé du Canada Annual Report / Rapport annuel Available Online Only

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3 Table of Contents/Table des matières Table of Contents/Table des matières... 1 Statement of Values... 3 Members & Board of Directors... 4 Membership Board of Directors... 4 Non-Voting Board Members... 4 Representatives & Liaisons CHLA/ABSC Awards & Prizes... 4 Login Canada Student Paper Prize:... 4 Emerging Leader:... 4 Special Recognition Award:... 4 President s Report... 5 Report on Strategic goals/orientations stratégiques Professional Development/Perfectionnement professionnel... 5 Information Sharing/Partage d'information... 5 Advocacy/Promotion de la bibliothéconomie... 6 Financial Well-Being/Santeé financière... 6 Other events/... 7 Strategic Planning /Planification strategique Grants, Awards & Honours/Subvention, prix et distinctions pour Chapter Initiatives Fund Grants/ Subvention du Fonds de developpement de l'absc/chla... 8 Professional Development Grant/Bourses de perfecitonnnment professionnel... 8 Research Grant/Subvention de recherche de l'absc/chla... 8 Awards & Honours/Prix et distinctions Elections & New Board Members/Election 2013 et nouveaux membres du conseil d'administration... 9 Future Conferences/Congrès futurs... 9 Vice-President s Report Past-President s Report Treasurer s Report Secretary s Report Continuing Education Special Committee CE Forum Continuing Education Special Committee CE Survey Funding Opportunities: Professional Development Grant/Rural and Remote Opportunities Chapter CE Activities Public Relations Director s Report Membership Advocacy and Promotion

4 Social Media Promising Practice Portal Web Manager s Report Website Statistics April Social Media Presence Web Services Hosted Websites for Chapters & Affiliates: Mailing Listservs Website Upgraded to Drupal Membership Management Transitioning to CHLA/ABSC Website Orders in CHLA/ABSC Website JCHLA/JABSC Editorial Team s Report Appendix B: Web Manager Report Graphs

5 Statement of Values CHLA/ABSC members believe that informed decisions should be based on the best knowledge available. We provide timely, relevant, and accurate information to our user communities. We provide leadership and expertise in developing, managing and accessing knowledge-based resources of the highest quality. We promote equitable access to these resources for all health care practitioners in Canada. We are committed to improving health and health care in Canada. Our members exercise their responsibilities with integrity, objectivity and accountability. We continuously improve and update our professional knowledge and skills. We advocate and promote the knowledge and skills of our profession. We promote collaboration by encouraging partnerships, communicating and networking with individuals and organizations with similar missions. Our Vision The vision of CHLA/ABSC is to facilitate and enable access to the best available health information and knowledge. La vision de l ABSC / CHLA consiste à permettre et à favoriser l accès à l information et au savoir offerts en santé du plus haut niveau possible. Our Mission It is the mission of the Canadian Health Libraries Association / Association des bibliothèques de la santé du Canada to lead health librarians and information specialists towards excellence through professional development, networking and advocacy. L ABSC / CHLA a pour mission de guider les bibliothécaires et les spécialistes de l information en santé vers l excellence grâce au perfectionnement professionnel, au réseautage et à la représentation Strategic Directions In 2010, CHLA/ABSC s strategic directions were identified as: 1.Professional Development Create and deliver Continuing Education in a variety of formats. 2.Information Sharing Encourage the use of leading edge technologies to share information and knowledge within the profession and outside of it. 3.Advocacy Create a plan for advocating for, and promoting the profession. 4.Organizational Viability Ensure the viability of the organization. 3

6 Members & Board of Directors Membership As of May , CHLA/ABSC membership has 258 current paid members Board of Directors President: Charlotte Beck, University of British Columbia, Vancouver, BC Vice-President/President Elect: Lee-Anne Ufholz, University of Ottawa, Ottawa, ON Past President: Jeff Mason, Regina Qu Appelle Health Region, Regina, SK Secretary: Shannon Gordon, University of Waterloo, Waterloo, ON Treasurer (May 2013-March 2014): Liz Dennett, University of Alberta, Edmonton, AB Treasurer (March 2014-June 2014): Linda Slater, University of Alberta, Edmonton, AB Director, Continuing Education: Jennifer McKinnell, McMaster University, Hamilton, ON Director, Public Relations: Dean Giustini, University of British Columbia, Vancouver, BC Non-Voting Board Members JCHLA Editor-in-Chief: Heather Ganshorn, University of Calgary, Calgary, AB JCHLA Senior Editor: Trish Chatterley, University of Alberta, Edmonton, AB Accreditation Canada Representative: Jeanna Hough Representative on the Advisory Board the National Research Council: Knowledge Management (formerly NRC CISTI): Marlene Dorgan, University of Alberta, Edmonton, AB Canadian Cochrane Centre Representative: Jessie McGowan, University of Ottawa, Toronto, ON Representatives to the Canadian Virtual Health Library / Bibliothéque virtuelle canadienne de la santé: Rebecca Rayworth, University of Victoria, Victoria, BC; Jeff Mason, Regina Qu'Appelle Health Region, Regina, SK Medical Library Association: Susan Murray, 2013 CHLA/ABSC Awards & Prizes Login Canada Student Paper Prize: Helen Halbert: The state of clinical librarianship in Canada: a review of the literature, Emerging Leader: Jill Boruff, McGill University, Montréal, PQ Special Recognition Award: Tim Tripp, Centre for Mental Health and Addiction, Toronto, ON. JCHLA, Junior Editor: Christie Hurrell, University of Calgary, Calgary, AB Web Manager: Kathryn Ranjit, University of Calgary, Calgary, AB Web Advisor: Tim Tripp, University Health Network, Toronto, ON Development Officer: Vacant Representatives & Liaisons Association of Faculties of Medicine of Canada (AFMC) Resource Group on Libraries Representative: Sandra Langlands, University of Toronto, Toronto, ON 4

7 President s Report This year the CHLA/ABSC Board of Directors focussed on strategic planning, the viability of the Association, and advocacy. We have also worked on incorporating the updated By-laws and Articles of Continuance into the Association s documentation and eliminating contradictory and conflicting information in the Governance Manual. Improvements were also made to member and conference registration. With the conclusion of the strategic plan for it is time to take stock and prepare for the new cycle. Report on Strategic goals. Enhance professional development opportunities for our members; Facilitate information sharing Advocate on behalf of health librarianship Ensure the financial well-being of the Association. Professional Development Continuing education is consistently a key priority for our members. The upcoming conference in Montréal provides two full days of workshops and promises to be an aspiring and vibrant meeting. Applications for the Chapter Initiative Fund continue to be slow and Chapters are strongly encouraged to consider using this support for their own continuing education, or management goals. Information Sharing A revised bi-lateral agreement with Medical Library Association (MLA) is awaiting approval. The Board continues to pursue the acceptance of CHLA/ABSC Association service at the national and chapter level as qualification for the Academy of Health Information Professionals (AHIP) Distinguished Level. Jeff Mason, Past-President CHLA/ABSC, was appointed as co-chair for the Joint MLA, CHLA/ABSC, and International Clinical Librarian Conference being held in Toronto in Susan Murray continues to serve as the liaison between both MLA and CHLA/ABSC. Our affiliation agreement with the Ontario Health Libraries Association (OHLA) was updated and Rapport du président Cette année, le conseil d administration de l ABSC / CHLA a centré son action sur la planification stratégique, sur la viabilité de l Association, ainsi que sur la défense des intérêts de ses membres. Nous avons aussi travaillé à l insertion à la documentation de l association de mises à jour des règlements administratifs et des statuts de continuation, éliminant ainsi les contenus contradictoires ou conflictuels du Manuel de gouvernance. Des améliorations ont aussi été apportées aux processus d adhésion et d inscription au congrès pour les membres. Après la réalisation de la planification stratégique pour la période de , il convient de faire le point et de nous préparer en vue d un cycle nouveau. Orientations stratégiques Améliorer les occasions de perfectionnement professionnel pour nos membres ; Favoriser le partage d information ; Promotion de la bibliothéconomie ; et Assurer la santé financière de l ABSC / CHLA. Perfectionnement professionnel La formation continue demeure constamment en tête de liste des priorités pour nos membres. Le prochain congrès qui se tiendra à Montréal prévoit à cet effet deux journées complètes d ateliers et promet une rencontre des plus inspiratrices et dynamiques. Les demandes en vertu du Fonds de développement de l'absc / CHLA demeurent peu nombreuses et nous encourageons fortement les sections régionales à considérer cette forme de soutien pour leurs propres activités de formation continue ou pour l atteinte de leurs objectifs de gestion. Partage d information Une entente bilatérale révisée avec la Medical Library Association (MLA) est en attente d approbation. Le conseil d administration maintient sa démarche en vue d obtenir la reconnaissance de la participation à la gestion de l ABSC / CHLA aux niveaux national et régional aux fins de qualification à titre de membre distingué (Distinguished Level) auprès de l Academy of Health Information Professionals (AHIP). Jeff Mason, ex-président de l ABSC / CHLA, a été nommé coprésident du congrès conjoint de la MLA, ABSC / CHLA et de l International Clinical Librarian qui se tiendra à Toronto en Susan Murray continue à assurer la liaison entre la MLA et 5

8 renewed. An agreement has been signed with the Consumer Health Information Providers Interest Group (CHIPIG) to change its status to an Interest Group within CHLA/ABSC on a one year trial. Advocacy With news of the closure of Health Canada Research Library in addition to a number of recent closures of governmental science libraries in Canada, the Board posted a Position Statement and an Advocacy Toolkit at in January CHLA/ABSC did not participate as an Association in the Royal Society of Canada Expert Panel on the Status and Future of Canada s Libraries and Archives. However, many members did at the local level and at the Fall meeting the Board resolved to endorse the full response contributed by ASTED Santé et Services Sociaux. Financial Well-Being The Association s financial viability is dependent on Conference revenues. The new Strategic Plan looks to ways to recruit more people in the health information industry to our membership. With increasing costs to produce the Journal the Editorial Team and Board of Directors decided to move JCHLA/JABSC from Canadian Science Publishing (CSP) to Open Journal Systems (OJS) at the University of Alberta. As an additional cost measure, the Winter Board meeting was held as a teleconference on Mar 4, 6 and 10 using Blackboard Collaborate. While this platform does not replicate the in-person meeting, it is a vast improvement over using the telephone for voting and sharing documents. The viability of the Association is also tied to its operational functionality. To streamline our processes the Board has begun to review and standardize Terms of Reference for Committees and interest Groups and the contracts with affiliated organizations. In conjunction with incorporating the changes from the Bylaws and Articles of Continuance, duplicate and contradictory information is being eliminated in the Governance Manual and on the website. With Board positions transitioning every 2-3 years, maintaining continuity with the Association s office is a challenge. The Board and the Association s office are working to improve communication and l ABSC / CHLA. Notre entente d affiliation avec l Ontario Health Libraries Association (OHLA) a été mise à jour et renouvelée. Une entente a été convenue avec le Consumer Health Information Providers Interest Group (CHIPIG) prévoyant son intégration à titre de Groupe d intérêt au sein de l ABSC / CHLA sur une base d essai d un an. Promotion de la bibliothéconomie En raison de l annonce de la fermeture de la Bibliothèque de recherche de Santé Canada en plus de nombreuses fermetures de bibliothèques gouvernementales des sciences du Canada, le conseil d administration a publié en janvier 2014 à l adresse Internet suivante : une Déclaration de prise de position ainsi qu une Trousse d outils. L ABSC / CHLA n a pas participé à titre d association au groupe d experts de la Société royale du Canada (SRC) portant sur l État et l avenir des bibliothèques et archives du Canada. Cependant, plusieurs membres l ont fait au niveau local et, à la réunion du conseil d administration de l automne, les membres du conseil ont résolu de souscrire à l ensemble des réactions et suggestions soumises par ASTED Santé et Services Sociaux. Santé financière La viabilité financière de l Association dépend des revenus du congrès. La nouvelle planification stratégique recherche des façons de recruter davantage de membres du secteur de l information en santé pour accroître nos effectifs. En raison des coûts croissants liés à la production du Journal, l équipe éditoriale et le conseil d administration ont décidé de joindre le JABSC / JCHLA au Open Journal Systems (OJS) de l Université de l Alberta, cessant ainsi d être une publication de Canadian Science Publishing (CSP). Comme mesure additionnelle de réduction des frais, la réunion d hiver du conseil d administration s est tenue par téléconférence les 4, 6 et 10 mars, grâce à Blackboard Collaborate. Bien que cette plateforme ne remplace pas les réunions en personne, elle constitue une avancée importante, lorsque comparée à l utilisation du téléphone, en ce qui concerne le vote et le partage de documents. La viabilité de l Association est aussi liée à sa fonctionnalité opérationnelle. Dans le but de rationaliser les processus, le conseil d administration a entrepris la révision et la normalisation des attributions des comités et des groupes d intérêt, ainsi que les contrats avec les organismes affiliés. Concurremment à l insertion de changements aux 6

9 mutual understanding of roles and procedures. Much more detail about CHLA/ABSC s finances can be found in the Treasurer s Report and Appendix A below. Other events A membership and conference registration process using Drupal, has been developed to replace the previous system. Our thanks are extended to Web Manager, Kathryn Ranjit, for her ingenuity, hard work and grace under pressure. The Canadian Virtual Health Library (CVHL) project ended when funding was not renewed. The Board was delighted to be able to host the Virtual Library on the CHLA/ABSC website. Our thanks are extended to Kathryn Ranjit, Tim Tripp (Web Advisor) and to the CVHL editorial team Jim Henderson, Dean Giustini, Tom Flemming and Natalie Clairoux. A new editorial structure is planned to oversee ongoing maintenance of the site. Strategic Planning The new Strategic Planning cycle saw a departure from previous years. In response to the significant shift in our working environments and its effect on our membership, and also on the recommendation of previous CHLA/ABSC Presidents, the Board decided to invest in hiring a library consultant. The SWOT exercise at the Chapter Presidents lunch in May 2013 and the results from the 2013 Membership Survey provided the basis for the strategic planning discussions. [Survey Results] Five CHLA/ABSC members joined the Board for the planning session, facilitated by Rebecca Jones of Dysart & Jones, in Calgary on Oct 25, I would like to thank Natalie Clairoux, Dale Storie, Susan Powelson, Lisa Tjosvold and Marcus Vaska, as well as the Board, for their engaged and fruitful discussion and ongoing work to develop the Strategic Plan. In summary, we learned that CHLA/ABSC needs to continue to provide continuing education, leadership opportunities, mentorship, and the Journal. And that the Association needs to change by targeting people to whom the information professionals report, by providing continuing education that is applicable and accessible to a broader règlements administratifs et aux statuts de continuation, l information redondante ou contradictoire est supprimée du Manuel de gouvernance ainsi que dans le site Internet. Du fait que les postes au sein du conseil d administration sont l objet d une transition tous les deux ou trois ans, le maintien de la continuité pour le bureau de l Association constitue un défi. Le conseil d administration et le bureau de l Association travaillent à l amélioration de la communication et de la compréhension mutuelle des rôles et des procédures. Autres événements De nouveaux processus d adhésion et d inscription au congrès ont été développés sous Drupal en remplacement du système précédent. Il convient de remercier notre gestionnaire Web, Kathryn Ranjit pour son ingéniosité, son travail acharné et pour la grâce dont elle a fait montre en présence de la pression qu elle a subie. Le projet de la Bibliothèque virtuelle canadienne de la santé (BVCS) a pris fin du fait que son financement n a pas été renouvelé. Les membres du conseil d administration ont été des plus heureux de pouvoir héberger la Bibliothèque virtuelle dans le site Internet de l ABSC / CHLA. Nous tenons à remercier chaleureusement Kathryn Ranjit, Tim Tripp (conseiller Internet) et l équipe éditoriale de la BVCS, Jim Henderson, Dean Giustini, Tom Flemming et Natalie Clairoux. Une nouvelle structure éditoriale est en voie de réalisation pour assurer le maintien en vigueur du site. Planification stratégique Le nouveau cycle de planification stratégique se démarque clairement de celui des années précédentes. En réaction aux importants changements de nos environnements de travail et de leurs effets sur nos effectifs de membres, de même qu en tenant compte de la recommandation d exprésidents de l ABSC / CHLA, le conseil d administration a décidé d investir dans l embauche d un consultant en bibliothéconomie. L analyse FFPM (forces, faiblesses, possibilités, menaces) tenue dans le cadre du dîner des présidents de sections régionales en mai 2013, ainsi que les résultats du sondage 2013 auprès des membres ont servi de base aux discussions de planification stratégique. [Résultats du sondage] Cinq membres de l ABSC / CHLA se sont joints au conseil d administration pour la séance de planification stratégique animée par Rebecca Jones de la firme Dysart & Jones, à Calgary le 25 octobre Je tiens à remercier Natalie Clairoux, Dale Storie, Susan Powelson, Lisa Tjosvold et Marcus Vaska, ainsi que les membres du conseil d administration pour leur participation active à des discussions fructueuses et pour leurs efforts soutenus à l égard du développement du plan stratégique. 7

10 segment of health information providers, and by telling the value stories of health information professionals. Each strategic objective was considered using these decision criteria, or guiding principles: adopted when considering strategic objectives: it must strengthen members, be sustaining both financially and within volunteer time, have clear priorities, be aligned with the vision and be in line with future trends. It was agreed to change the strategic planning cycle from 3 to 5 years and the full Strategic Plan for will be discussed at a forum, The Future of CHLA/ABSC, at the Montreal Conference on June Grants, Awards & Honours Chapter Initiatives Fund Grants: Chapter Initiatives Fund Grant: The Toronto Health Libraries Association (THLA) was awarded a grant for a CE session. Let's Get Mobilized: A professional development opportunity to explore the use of medical/health apps and the role of the library/information professional. Professional Development Grant The Board agreed to increase the value of the grant to $ Research Grant A research grant was awarded to Ashley Farrell (Principle Investigator) for Evaluating the impact of literature searching services on patient care through the use of a quick assessment tool. Awards & Honours All awards will be announced and presented at the Awards Banquet of the Montreal CHLA/ABSC Conference on June 19, A Login Canada representative, on behalf of our En bref, nous avons constaté que l ABSC / CHLA se doit de continuer à offrir de la formation continue, des possibilités de leadership, du mentorat et le Journal. Et l Association se doit de changer, en ciblant ces personnes desquelles relèvent les professionnels de l information, en offrant de la formation continue accessible et applicable à un segment élargi de fournisseurs d information, et en faisant connaître les histoires valorisantes des professionnels de l information en santé. Chaque objectif stratégique a été pris en compte à partir des critères ou principes directeurs suivants : L objectif doit : Renforcer les membres ; Être autosuffisant financièrement et tenir compte du temps de bénévolat disponible ; Comporter des priorités claires ; S harmoniser à la vision ; et Tenir compte des tendances émergentes. Il a été convenu de modifier le cycle de planification stratégique, le portant de trois à cinq ans, et que l ensemble du plan stratégique pour la période de sera l objet de discussions dans le cadre d un forum ayant pour thème «L avenir de l ABSC / CHLA» lors du congrès de Montréal, le 19 juin Subventions, prix et distinctions pour Subvention du Fonds de développement de l'absc / CHLA : Une subvention a été accordée à la Toronto Health Libraries Association (THLA) pour une session de formation continue. Let's Get Mobilized: A professional development opportunity to explore the use of medical/health apps and the role of the library/information professional («Mobilisonsnous : Une possibilité de perfectionnement professionnel qui explore l utilisation d applications médicales ou en santé, et le rôle du professionnel en information ou en bibliothéconomie.»). Bourses de perfectionnement professionnel de l'absc / CHLA : Le conseil d administration a convenu de porter la valeur de la subvention à 400 $. Subvention de recherche de l ABSC / CHLA : 8

11 panel of judges including the Editors of JCHLA and the CHLA/ABSC President, will award the 2014 Logan CHLA/ABSC Login Canada Student Paper Prize at the banquet. The prize includes publication in JCHLA, a certificate and a cheque for $500. Une subvention de recherche a été accordée à Ashley Farrell (chercheuse principale) pour Evaluating the impact of literature searching services on patient care through the use of a quick assessment tool.(évaluation par l utilisation d un outil d évaluation rapide des effets des services de recherche documentaire sur les soins des patients.) 2013 Elections & New Board Members The Nominations Committee was successful in finding candidates. The positions of Vice- President/President Elect, Treasurer and Director of Continuing Education were acclaimed and an election for the Secretarial position was held in March. The following join the Board of Directors in June 2014: Vice President/President Elect: Jeanna Hough, Halton Healthcare Services, Oakville, ON Treasurer: Linda Slater, University of Alberta, Edmonton, AB Secretary: Natalie Clairoux, Université de Montréal, Montréal, PQ Director, Continuing Education: M hamed Belkhodja, Hôpital Régional Dr Georges-L- Dumont, Moncton, NB Future Conferences Upcoming CHLA/ABSC conferences: 2015 Vancouver June Toronto (joint conference with the Medical Library Association (MLA) and International Clinical Librarian Conference)(ICLC)) May Edmonton (TBD) 2018 St John s (TBD) Acknowledgements I wish to thank the many people who have been involved in committees, as representatives, and as active members. CHLA/ABSC exists for its members and with your input and energy the Board is positioned to ensure that your Association is a viable and vibrant organization addressing your needs and aspirations. Finally I would like to thank all the members of the Board of Directors, elected and appointed, for their amazing commitment and support during a very busy year. Special thanks and acknowledgement for their work and support go to the Board Prix et distinctions : Tous les prix seront annoncés et présentés lors de l activité «Banquet et remise de prix», le 19 juin 2014 dans le cadre du congrès de l ABSC / CHLA à Montréal. Un représentant de Login Canada, au nom de notre panel de juges qui inclut la rédactrice en chef du JABSC et le président de l ABSC / CHLA décernera le Prix Exposé étudiant de Login Canada 2014 de l ABSC / CHLA lors du banquet. Le prix comprend la publication dans le JABSC, un certificat ainsi qu un chèque de 500 $. Élection 2013 et nouveaux membres du conseil d administration Le comité des mises en candidature a rempli avec succès son mandat de recherche de candidatures. Les postes de vice-président / président élu, trésorier et directeur de la formation continue ont été pourvus sans opposition et une élection pour le poste de secrétaire s est tenue en mars. Les personnes suivantes se joignent donc au conseil d administrations en juin 2014 : Vice-présidente / présidente élue : Jeanna Hough, Halton Healthcare Services, Oakville, Ontario Trésorière : Linda Slater, Université de l Alberta, Edmonton, Alberta Secrétaire : Natalie Clairoux, Université de Montréal, Montréal, Québec Directeur de la formation continue : M hamed Belkhodja, Hôpital régional Dr Georges-L-Dumont, Moncton, Nouveau-Brunswick Congrès futurs Congrès prévus de l ABSC / CHLA m 2015 Vancouver, du 19 au 22 juin 2016 Toronto (congrès conjoint avec la Medical Library Association (MLA) et International Clinical Librarian Confeference (ICLC)) du 13 au 18 mai 2017 Edmonton (Date à préciser) 2018 St John s (Date à préciser) 9

12 members who are completing their terms: Jeff Mason, Jennifer McKinnell, and Shannon Gordon and Vivian Stieda, Development Officer. Respectively submitted Charlotte Beck, President CHLA/ABSC Remerciements Je tiens à remercier les nombreuses personnes qui se sont dévouées au sein de comités, à titre de représentant (e) et de membres actifs. L ABSC / CHLA existe pour ses membres, et grâce à votre participation et à votre énergie, le conseil d administration est en mesure d assurer que votre Association est un organisme viable et dynamique qui s occupe de vos besoins et de vos aspirations. Pour terminer, je veux remercier tous les membres du conseil d administration, élus et nommés, pour leur soutien et leur engagement au cours de cette année très mouvementée. Un merci tout spécial pour leur travail et leur soutien aux membres du conseil qui terminent leur mandat : Jeff Mason, Jennifer McKinnell, et Shannon Gordon et Vivian Stieda, Agent de développement. Je vous prie d agréer mes salutations distinguées, Charlotte Beck, Présidente ABSC / CHLA 10

13 Vice-President s Report Like every other Vice-President before me, I have spent this year getting up to speed with Board activities which is always challenging since we are a Board of volunteers with regular jobs. It has been very surprising to me to see how much work can actually get accomplished by volunteers across time zones, across Canada to move forward on various projects and emerging issues. I am of the opinion that being a member of the CHLA/ABSC Board would be a great experience for a librarian at any stage of their career. For me, as a mid-career librarian it has made me much more aware of the circumstances for health librarians across Canada. We undertook a strategic planning exercise at the Fall 2013 Board meeting in Calgary and I believe our new directions speak to the diversity of people working in health information service provision. I look forward to the feedback of our members on this new Strategic Plan. I had the privilege of attending the MLA conference in Chicago, Building our Information Future this past May. While MLA is larger than CHLA it is a similar organization in many ways. Their conference however is quite different. It is more of a meeting than a conference that seems to be more focused on the business of the Association than exchanges of professional development and research. I have to say that the size of our conference encourages a community of practice opportunity that is unique and valuable. I would like to thank the Board for their support, encouragement and hard work. I am looking forward to the year ahead as President of CHLA/ABSC. Respectfully submitted Lee-Anne Ufholz CHLA/ABSC Vice-President/President-Elect Past-President s Report My most important duty this year was chairing the Nominations and Elections Committee. I would like to thank Patrick Ellis and Penka Stoyanova for assisting me in the task of finding nominees for the Board of Directors. We were successful in finding candidates for every vacancy including three individuals who let their names stand for an election for Secretary. That we had little trouble finding members willing to volunteer for the Board shows the strength of the Association. I am happy to report that some of the activities I have been working on for the past three years have been completed including: bringing the Consumer Health Information Providers Interest Group (CHIPIG) under the umbrella of the Association; assuming responsibility for the Canadian Virtual Health Library/Bibliothéque virtuelle canadienne de la santé (CVHL/BVSC); and finalizing updates to the Association s By-Laws. The past three years on the CHLA/ABSC Board of Directors has been an amazing professional and personal journey. I have met many great librarians from across the country and around the world. I encourage you to consider volunteering your time to support the important work of the Association. In addition to the Board, there are many opportunities to share your expertise through committees, interest groups, or volunteering to represent the Association to another organization. I would like to thank all the Board members with whom I have worked over the past three years. Without your tireless efforts we would not be where we are now. I look forward to continuing my work with the Board in my capacity as Co-Chair of the 2016 Joint MLA / CHLA/ABSC / ICLC Planning Committee as we work to bring you a conference in Toronto. Respectfully submitted, Jeff Mason CHLA/ABSC Past-President Treasurer s Report As you will have learned from an enews report earlier this year, I let my name stand to take over the vacant position of Treasurer resulting from Liz Dennett s resignation from the Board and was officially appointed 11

14 Treasurer at the Winter, 2014 Board Meeting in March. Since then - with the help of Liz, the rest of the Board and AssociationsFirst staff - I ve been getting a handle on my duties as Treasurer. Of note this year: We have begun using PayPal to accept online payments. PayPal is a more cost-effective payment system than the one we were using previously. AssociationsFirst is now providing additional conference support in the form of hotel negotiation. An audit of our 2013 Financial Statement was completed in May A couple of items I would like to comment on are the following: The deficit we ran for 2013 This can be explained by the following factors: the publication expenses for JCHLA/JABSC were higher than anticipated and expenses around our professional fees (AF expenses and auditor s fees) as well as Board expenses (which includes our Board insurance) were also higher. In addition, the decision was made to hold a strategic planning meeting, the costs for which were not covered in the original 2013 budget. The difference between the amount budgeted for JCHLA/JABSC and the actual expense It was becoming increasingly difficult to publish JCHLA/JABSC within the budget allotted. In order to deal with this situation, the editors proposed that the journal be published using the open source OJS software. While some services will still be provided by NRC press, the move to OJS should result in considerable savings. Additional details about our move to OJS will be provided later in the JCHLA report. Increase in professional expenses AssociationsFirst is now providing additional conference support by handling hotel contract negotiations. From our experience working with AF for the 2013 conference, we now have a better idea of the additional costs involved in conference support and are ensuring that our budget line will be more realistic going forward. Board expenses With travel and accommodation costs increasing, the costs for in-person Board meetings increased accordingly. As a cost savings, the Board decided to conduct its Winter meeting via teleconference and will continue to do so in future. There are still costs involved with meeting via teleconference but these costs are considerably less than meeting in person. Depending on the composition of the Board, further costs savings may also be realized by using available institutional web conferencing software. After receiving a motion to accept the 2013 Financial Statement (attached) at the Annual General Meeting, I will invite any questions or items of discussion you may have regarding the Association s finances. Secretary s Report Given the new By-laws and strategic planning discussions that have taken place during the last year, the Secretary has been busy updating the Governance Manual (GM), taking minutes, compiling action lists, and tracking inter-meeting decisions. Highlights from the Secretary portfolio include: GM edits: Significant edits have been made to the GM. This work has involved updating content to reflect the new By-laws, and has also involved a continued tidying up of overlapping content between the GM and the website. Note that the Governance 12

15 Manual is openly available whereas it was previously restricted to Board members only. This positive change continues to support transparency of the Association by openly detailing operations and processes relevant to all CHLA/ABSC members. Minutes: Since the 2013 Post-Conference Meeting, the Secretary has taken 40+ pages of minutes! These minutes are a key source of information capturing discussions and decisions made at official Board meetings. Efficient tracking of inter-meeting decisions: One year ago, the Procedure for decisions made by the CHLA/ABSC Board of Directors was introduced. Over the last year, this has resulted in a much more efficient and manageable process for tracking Board decisions made between Board meetings. The last year witnessed 27 inter-meeting decisions. The Secretary plays a major role in documenting work of the Association, and CHLA/ABSC will be in good hands with incoming Secretary, Natalie Clairoux. Congratulations, Natalie! Respectfully submitted, Shannon Gordon CHLA/ABSC Secretary Continuing Education Special Committee This year the CE Coordinator worked with several our CHLA/ABSC Chapters, helping them to organize exciting and valuable CE events at local meetings. In addition, one chapter successfully planned and offered an online learning opportunity, inviting participation from across the country. Building on this success, we anticipate the new CE Coordinator will be able to help other chapters design and mount other online learning opportunities for both their members and the broader Health Sciences Librarian community in Canada. CE Forum In May 2013, immediately following the Annual Conference, the Chapter representatives met to discuss future CE opportunities and ideas. Three main questions were discussed: (1) what support do chapters want/need from CHLA/ABSC; (2) how do the chapters envision online CE; and (3) what topics should be addressed in CHLA/ABSC CE courses? The answers to the first question focused on technology and marketing solutions. For example, chapter representatives indicated they were looking for more support in organizing online courses, online archiving of course information, a database for depositing instructor information, online registration, and better support for marketing and the pursuance of funding opportunities. Ongoing support for course accreditation was also mentioned as a priority. The second question yielded a wide range of responses, but the underlying theme was that chapters need more support for mounting online CE. Suggestions for support included offering expertise related to learning management systems and purchasing a national site licence for a single product that could be shared across our membership. Finally, a list of desired topic areas was generated. The variety and breadth of ideas was both exciting and overwhelming. Suggestions included specific health sciences topics (e.g. consumer health, health statistics, etc.), library management (e.g. project management, leadership, public image, etc.), and emerging roles for information professionals (data management, advocacy, systematic review support, etc.). In addition to these broad themes, the group indicated they are interested in building research capacity and learning more about how to get research published. The information gathered during the CE forum will be used to influence the Association as we work to define our future strategic directions. 13

16 Continuing Education Special Committee The Continuing Education Committee did not meet in Instead, the CE Coordinator, along with the Board, decided that the terms of reference for all CHLA/ABSC committees will be reviewed as part of the strategic planning process. As the Association defines and embraces new strategic directions, it is likely that the membership will be called upon to support CE initiatives in new and innovative ways. CE Survey The CE Survey was not conducted in The next CE survey will run this summer. Survey results are important in helping plan both face to face and online learning opportunities at both the local and national level. You are encouraged to participate. Funding Opportunities: Professional Development Grant/Rural and Remote Opportunities One application for the Professional Development Grant was received but not awarded. No applications for the Rural and Remote Opportunities were received in As part of the new Strategic Plan, the CHLA/ABSC will be exploring all funding opportunities to ensure they meet membership needs. Funds for CE course development should become available in The process for applying for these funds has yet to be determined. Chapter CE Activities HLABC June 2013: Statistics Bootcamp 101 for health librarians and library technicians June 2013: Making Sense of Health Statistics June 2014: Demonstrating Library Value through evaluation Instructors: Dean Giustini, Jeremy Buhler, Antje Helmuth, Leah Hopton MAHIP February 2014: Active Learning for Librarians Instructor: Mê-Linh Lê CHLA Accredited NAHLA January 2014: Systematic Review Searching for Librarians Instructor: Sandy Campbell CHLA Accredited Febrary 2014: Advanced PubMed Searching Session Instructor: Linda Slater OVHLA July 2013: Pragmatic aspects of information management for systematic reviews Instructor: Margaret Sampson CHLA Accredited SAHLA December 2013: Pragmatic Aspects of Systematic Reviews for Librarians (online) Instructor: Margaret Sampson CHLA Accredited SHLA October 2013: Active Learning and Emerging Technologies SOHLIN November 2013: Knowledge transfer: Moving from best evidence to best practice Instructor: Ann McKibbon Accredited April 2014: Problem-based learning - Teaching the complexity of health information Instructor: Selinda Berg April 2014: Influence of need for cognition and need for cognitive closure on information behavior Instructor: Alexandre Fortier 14

17 THLA Fall 2013: Seminar on the future of publishing (held jointly with SLA) February 2014: Copyright (held jointly with HSICT) June 2014: Mobile Apps Event (held jointly with HSCIT) Public Relations Director s Report Membership The use of social media (e.g., Twitter and Facebook) figured prominently in the activities of the PR Director in A concerted effort was made to raise awareness of CHLA/ABSC for Canadian health librarians generally and internationally for the profile of the Association. Through the PR Director s teaching of health librarianship courses at UBC s ischool, a number of library school students were recruited to the local SLAIS student chapter; they were encouraged to take advantage of student membership rates, and to submit papers for the Login Prize. Several library schools in Canada were contacted by the student chapter or by the PR Director through the use of brochures and social media. At the end of the membership year, CHLA/ABSC members who did not renew their memberships were sent reminders to do so. Membership benefits must be more clearly outlined so that total numbers do not fluctuate and that a core of our Association remains intact. With more members working without bricks and mortar libraries, it might be important to emphasize the talents and skills of members using PR. Advocacy and Promotion The PR Director relied on social media networks to promote Canadian health librarians and the work we do. Blogging, tweeting and formal press releases were among the venues selected to advocate and promote members CHLA/ABSC Award Winners were contacted for the creation of an official entry on the PR Director s wiki. The Board formally protested the closure of Health Canada libraries through a public relations compaign that included print and radio media. See CHLA/ABSC Denounces cuts and closures of Federal research libraries The PR Director has worked closely with the Medical Library Association to develop a series of posters that promote the work of health librarians. These posters will be available for printing locally, and there will be some discussion about getting them professionally printed. Finally, the PR Director has been working to develop merchandise to advocate and promote Canadian health librarians such as t-shirts (fitted ones for women), water bottles and notepads which will be on sale in Montreal. Social Media Promising Practice Portal The working group met throughout 2013 and 2014 to improve the portal, and discuss social media activities for Canadian health libraries. The group is distributed across Canada from Halifax to Nova Scotia and has tried Skype, Blackboard Collaborate and teleconferencing to meet. A marketing strategy is now being implemented to recruit more content into the portal from CANMEDLIB and social media. A special thanks to Kathyrn Ranjit for her help in making the portal more functional and usable. Working Group Members Laurie Blanchard, University of Manitoba; Judy Inglis, Canadian Science Centre for Human and Animal Health; Dean Giustini, University of British Columbia; Pat Lee, Doctors Nova Scotia; Marie-Marthe Gagnon, Hôpital Maisonneuve Rosemont; Teodora Constantinescu, Jewish General Hospital, Montréal ; Kathryn Ranjit, University of Calgary; Angela Osterreicher, University of Manitoba; Helen Lee Robertson, University of Calgary; Angela Osterreicher, JW Crane Library, University of Manitoba. Respectfully submitted, Dean Giustini, CHLA/ABSC Director, Public Relations 15

18 Web Manager s Report Website Statistics April CHLA/ABSC website traffic varies with season, peaking during membership registration and conference season. For all sites on the CHLA/ABSC server, including chapter, conference and sub sites, we averaged 34,000 visits per month. The main CHLA/ABSC site averaged 1700 visits and 5,600 page views per month. See appendix B Fig 1. The number of sessions and page views to the chla-absc.ca website April 1, 2013 April 30, 2014 Our top 10 most popular pages for the year: 1. chla-absc.ca: Homepage 2. chla-abc.ca/node/221: Conferences 3. chla-abc.ca/node/chipig: Consumer Health Information Providers Interest Group 4. chla-absc.ca/node/53: CANMEDLIB - Canadian Medical Libraries Interest Group 5. chla-absc.ca/node/100: Membership 6. chla-absc.ca/node/1327: Membership Registration 7. chla-absc.ca/node/boarddocs: User login 8. chla-absc.ca/node/boardmeetings: Board Documents 9. chla-absc.ca/node/532: Governance Manual 10. chla-absc.ca/node/32: Chapters See Appendix B Fig 2. The number of pageviews for the top 10 most popular web pages on chlaabsc.ca, April 1, 2013 April 30, 2014 Social Media Presence We are seeing an increasing number of followers and engagement to our social media channels over the last three years See Appendix B Fig 3. The number of followers to CHLA/ABSC social media channels from Web Services CHLA/ABSC offers free hosting services to chapters and affiliates. The CHLA/ABSC web manager and advisor will set up a base content management site for any chapter or migrate HTML sites as needed. Listserv management and aliases from the CHLA/ABSC domain are also available for interest groups, chapters and affiliates. Hosted Websites for Chapters & Affiliates: Annual Conference Canadian Virtual Health Library (CVHL) * New * Consumer Health Information Providers Interest Group (CHIPIG) Health Libraries Association of British Columbia (HLABC) Manitoba Association of Health Information Providers (MAHIP) Maritimes Health Libraries Association/Association des bibliothèques de la santé des Maritimes (MHLA/ABSM) Northern Alberta Health Libraries Association (NAHLA) Newfoundland & Labrador Health Libraries Association (NLHLA) Ottawa Valley Health Libraries Association (OVHLA) Southern Alberta Health Libraries Association (SAHLA) Saskatchewan Health Libraries Association (SHLA) Southwestern Ontario Health Libraries Information Network (SOHLIN) Toronto Health Libraries Association (THLA) Wellington Waterloo Dufferin Health Library Network (WWDHLN) * New * 16

19 Mailing Listservs CHLA/ABSC currently hosts and supports 10 mailing listservs for the CHLA/ABSC Board, Chapter Presidents, interest groups and chapters. 1. CHLA/ABSC Board 2. Chapter Presidents and CHLA/ABSC Board 3. Consumer Health Information Providers Interest Group (CHIPIG) 4. Interest Group Conveners and CHLA/ABSC Board 5. Open Access Interest Group (OAIG) 6. Ottawa Valley Health Libraries Association (OVHLA) 7. Saskatchewan Health Libraries Association (SHLA) *New * 8. Social Media Interest Group 9. Southwestern Ontario Health Libraries Information Network (SOHLIN) 10. Toronto Health Libraries Association (THLA) Website Upgraded to Drupal 7 In December 2013, the CHLA/ABSC website was migrated from Drupal 6 to Drupal 7 to take advantage of the new functionality available in Drupal 7. Membership Management Transitioning to CHLA/ABSC Website The CHLA/ABSC web team and our Associations First office have been working to transition membership management to the CHLA/ABSC Website to take advantage of our new website software available in Drupal and upgrade from past membership management software. CHLA/ABSC is using a customer relationship management (CRM) product called RedHen CRM for membership management. We will be working to import membership histories into this platform throughout the year. Orders in CHLA/ABSC Website The web team has been trialing order processing through the CHLA/ABSC website since January for membership renewals and the annual conference orders due to issues with the ordering system in the past year. We are using Drupal Commerce to manage orders through the website and managing payments off-site through PayPal or via cheque. Respectfully submitted, Kathryn Ranjit CHLA/ABSC Web Manager Tim Tripp CHLA/ABSC Web Advisor JCHLA/JABSC Editorial Team s Report We produced the journal s first ever special theme issue, on Aboriginal health information (issue 35-1), with guest editors Jim Henderson and Jessie Loyer. Our contract with Canadian Science Publishing, which provides us with copyediting, layout, and web hosting services, was up for renewal at the end of December. As we were concerned with controlling production costs, we asked for proposals from other providers. CSP s bid was competitive with those others for copyediting and layout services, and we will retain them for those services. However, we can realize significant cost savings on web hosting by moving the journal s online home to the University of Alberta s Open Journal Systems, which will host the journal free of charge. We expect the transition to our new online home to be complete for the publication of the August issue (35-2). The old site will redirect to 17

20 the new one. We have signed a oneyear provisional agreement with CSP, with the option to renew for another two years if both sides are satisfied with the new arrangement. We have selected the winner of the Login Canada Student Paper Prize, which will be awarded at the closing banquet of the annual conference. Heather Ganshorn s term as editorin-chief will end in August. Trish Chatterley will move into this role, Christie Hurrell will move into the senior editor role, and we have recruited a new junior editor and recommended her appointment to the Board for a vote at the preconference meeting. Respectfully submitted, Heather Ganshorn JCHLA/JABSC Editor-in-Chief 18

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