ILA EXECUTIVE BOARD MEETING MINUTES

SUN VALLEY, AUGUST 12, 1998

(Corrected minutes approved by the Board October 27, 1998)

PRESENT:Susannah Price, Camille, Wood, Marlene Earnest, John Pool, Max Leek, Barbara Greever, Charles Bolles, Janet Strong, Dan Lester, Ron Force, Dawn Wittman, Mary Carr, Larry Almeida, Sandi Shropshire

April 17, 1998 meeting minutes were approved unanimously.

Suggestion/discussion item (pending future action): Price asked if we need to designate a parliamentarian. Bolles has been filling the role informally. It is helpful to have someone have the formal responsibility to keep the president in check. Wood noted that an extra person on the board would have a financial impact. Pool suggested that an existing board member fill the role. The president could ask for a volunteer; person who felt comfortable in that capacity to volunteer for that term.

ALA Representative report: See Wood's pink Attachment 1.

AV equipment use policy (See Attachment 2 as an example): Strong raised cost and liability issues. There was discussion regarding program quality issues when equipment is integral to the program. Program planning and budgeting process need to be coordinated. Board members are advised to become familiar with the issues for a fall discussion.

Website (www.idaholibraries.org): Lester, our webmaster, notes that he has yet to be provided with an abundance of content. Possibilities include lists of and links to conference exhibitors, paid banner ads, etc. Lester will be counting and analyzing the site traffic. Our Micron rate allows limited commercial activities. Idaho Librarian solicits paid advertising (amount is restricted due to tax considerations). Leek noted that the same person managing I.L. ads could manage website ads. (An I.L. ad manager is currently needed.) The exhibit organizer would also need to be included in a coordinated effort. Lester noted that currently there are two main ways advertisers pay for Internet ads, either by length of time posted or by number of "click-throughs."

Bolles suggested that a subcommittee (possibly the publications committee [currently just Dezelar-Tiedman and Lester -- Schlegel moved to Saskatchewan] could be broadened to include electronic publications) should research the issues and bring back a recommendation to the board. Carr suggested that it be coordinated with a broader communications function. Wood complimented Lester on his efforts. Pool moved, Wittman seconded, that an ad hoc communications committee consisting of Wood, Almeida, Lester, Pool, Dezelar-Tiedman, and Greever be formed to consider the issues. The motion was approved unanimously.

Nominations committee report (Attachment 3): Carr reported that finding volunteers to run for office has been very difficult. Everyone who ran was elected.

Lobbyist search: Price reported that Taylor is still looking for a lobbyist.

Intellectual Freedom Honor Roll (Attachment 4): Price had asked for 3-5 names to be submitted from Idaho. Price asked the Board for nominations.

Lawyers for Libraries Training Institute: ILA needs to recommend three Idaho attorneys to be sent to the November institute. Price will bring brochures to the Saturday meeting for further discussion. Carr suggested we try to get a geographic dispersion.

Separation of Resolutions and Legislative Committee Co-chairs: Taylor is asking whether the two jobs should remain joint. Discussion is tabled until Saturday, when Taylor may be able to attend.

Board Reports:

1st VP: We had 214 pre-registrants, 44 exhibitors. Wittman will have a further conference report later.

2nd VP: No report.

Secretary: No report.

Treasurer (see Shropshire's pink Attachment 6). The unanticipated exchange rate charges (final figure is not yet available) are the result of the difference in the Canadian exchange rate. The PNLA board does not want to charge it back to the Canadian members. Strong, Almeida moved that we ask PNLA absorb the cost before the rest of the conference costs are divided. The motion was unanimously approved. Wittman will approach them. Questions: (1) Vendors have approached Shropshire asking for a mailing list of conference registrants. Should we release such a list? (Note: A list of conference registrants should be distinguished from the list of ILA members, which is not under discussion for release.) We could charge for it, or to add it as a perk with web page ads. (2) Does institutional membership confer any privileges upon the institution's employees? It buys a subscription, the lobbying support of ILA and no further privileges.

Past President: No further report.

State Librarian: No report.

Educational Media Division Chair: See Barrett's yellow Attachment 7.

Academic/Special Division Chair: Strong reports that BSU's telephone prefix is now 426 (was 385).

Site selection: Strong had been exploring the possibility of doing a joint conference with the Montana Library Association. MLA was not interested, since they already do joint conferences with PNLA and with Mountain Plains Library Assoc. Strong will write up MLA's counter proposal to be discussed Saturday.

Public Library Division Chair: See Almeida's Attachment 8. The division is trying to upgrade the standards to include, among other things, electronic access issues.

Trustees Division: See Pool's Attachment 9.

Public Relations Committee Report: See Greever's Attachment 10.

Constitution/By-Laws Committee: See Wood's Attachment 11. Wood revised the Policies and Procedures to include changes included in the last Board Meeting Minutes. Revised Constitution and By-Laws will be voted upon at the General Membership meeting. The Board commends Wood for her work.

ILA Strategic Plan: Force has no discussion items at this time.

Adjourned.

Submitted by Carol Gramann