Idaho Library Association Conference - Boise, Idaho
Executive Board Meeting
October 9, 1999 Minutes
(Amended and approved by the Executive Board November 3, 1999)
Present
Christine DeZelar-Tiedman, Karen Labuik, Marlene Earnest, Ron Force, Mary Edmonds, Charles Bolles, Lynn Melton, Pennie L. Cyr, Jennifer O’Laughlin, Larry Almeida, Jennifer Ashby, Dawn Wittman, Sandi Shropshire, Larry Gould, Robert Wright, Janet Strong, Christine Reynolds.
Call to Order
President Ron Force called the meeting to order at 8:40am.
Revisions to Proposed Agenda [ATTACHMENT I]
Reports by officers, division chairpersons and committees will not follow as outlined as several individuals need to leave the meeting earlier due to transportation needs.
Announcements
Information Power 2
Larry Gould referenced Library Standards for Schools in discussing the implementation of Information Power in Idaho. Idaho State Library is not a sponsoring organization, but Idaho Library Association could be. Information Power will be promoted to all school librarians. Larry asked for Idaho Library Association’s official cooperation. Dawn Wittman seconded. The motion carried with Charles Bolles abstaining.
Idaho School Library Media Program Coalition
The mission of the Coalition of Idaho Library Association (Ed. Media Division), Idaho Education Association and the Idaho Parent Teacher Association is to place certified library media specialists in all elementary public schools. Having worked on this project for the past ten years, and with the cooperation of the Idaho State Library, a method has been developed to accomplish this goal. Over the past six months significant progress has been made, yet the Coalition has no source of revenue. The Coalition is, therefore, asking the Idaho Library Association Board to become a part of the “push” by financially supporting the Coalition’s efforts.
Gould reiterated the benefit to public and academic libraries in that the children will learn to be life-long learners by using their school libraries. The request for funds would support the Coalition in being able to meet twice a year. Although the exact cost is not known, Gould estimated the cost would roughly be equal to the coast of an Idaho Library Association Executive Board meeting.
In further discussion by the ILA Executive Board, there was a request to see a formal budget request. There was hesitancy by Board members to make a commitment because of the ILA’s own recent budget deficit problems. It was asked if all members of the Coalition were members of ILA. Gould replied that they were not. Gould pointed out that the Coalition has received funds from PermaBound, Follett, Idaho Education Association and ILA in the past.
Force asked Gould for a proposal to be submitted to the treasurer and then the issued could be discussed at a future ILA Board meeting. Wittman suggested that the process should start in the Ed. Media Division with a formal request by that Division to the Executive Board. Gould cited Ann Joslin, of the state library, as inferring that ILA should expand its horizons. Wittman assured Gould that ILA puts extra money into extra projects as needed. Gould, Barbara Barrett and Mary Edmonds have worked on this often with their own funds and desire more ILA support. Almeida reiterated to Gould the ILA Board would need to see a budget request for the project before making any decision on the matter.
Minutes of the Previous Meeting
It was moved (Wittman/Boles) that the minutes of the April 13, 1999, Executive Board meeting be approved. The motion passed unanimously.
Reports
Exhibits Chair Person Penny Cyr reported that there were thirty-one exhibitors. Although two exhibitors showed up without pre-paying, room was created for them. Two exhibitors did not attend and they have not asked for a refund. Those exhibitors who used “pipe and drape” were charged $350.00, while those who did not use “pipe and drape” were charged $300.00. Cyr suggested that the exhibitors be charged a flat rate – either $350.00 or $300.00. There were six or seven last minute requests for display space.
Cyr requested that the Conference Exhibit Chairperson attend each of the Executive Board Planning meetings as she felt it essential to the responsibilities of the position. Cyr also reported that several exhibitors asked if she could provide a list of attendees with mailing addresses for future contacts.
Exhibitors complained that few people attended the afternoon break on Thursday. What can we do as an Association to keep people in the Conference area so that they will visit the Exhibitors? Exhibitors suggested that our Association combine with other associations to draw more attendees. With larger numbers of participants, “bigger” names would help draw more people and therefore “make it worth their time.”
President
Ron Force reported that Donna Hanson, of the Idaho Book of the Year Award Committee, discovered a former tradition of presenting a copy of the Idaho Book of the Year Award book to the Governor’s library has not been done for many years. She suggested that this tradition be re-instated. Lynn Melton indicated she could contact the Governor’s secretary, Erin, to make arrangements for a formal presentation.
First Vice-President
Almeida gave no report.
Second Vice-President
Earnest received the list of names for spring conference chairpersons from Larry Almeida.
Treasurer
Shropshire reported the number of conference attendees is at 185. There were three or four new membership sign-ups at the time of registration. Almeida asked for a complete report by next board meeting to help him plan next year’s conference.
Past President
Wittman gave no report.
State Librarian
Charles Bolles talked about a program for library aids, paraprofessionals and librarian certification through the state board of education and the state library.
Division Chairs
Ed. Media
Mary Edmonds read a resolution concerning funding the Ed. Media Chairperson and Ed. Media Chairperson-Elect for annual conference attendance. [ATTACHMENT II]
Discussion. Wittman stated there was an erroneous assumption that expenses are paid for by all public and academic libraries for all employees who attend conferences. Melton stated that there are association members without library affiliation who have no other financial support other than personal support. Wright confirmed, but suggested we should look at defraying conference costs to encourage more people to run for office. Financial stress may be a mitigating factor in encouraging more people to run for office. Edmonds asked why expenses were paid for executive board meeting attendance, but not for conference attendance. Bolles responded to Edmonds question by explaining that if an executive board member attended as a regular member, that person would be paying their own expenses.
Force observed that salaries have not risen proportionately to offset the escalation of conference costs. Strong speculated that conference costs are more expensive because of the site selected and the cost of meals, gratuity, room rent, etc. It was proposed (Strong/Bolles) that we postpone further discussion until the January board meeting in order to access the full impact on the budget of adding cost of conference attendance of some/or all of the board members. Unanimously carried.
Public Library Division
Robert Wright spoke to the issue of why there was low conference attendance: 1) many people had the attitude of ‘been there, done that’; and 2) what is the difference in purpose and function of ILA versus Idaho State Library - advocacy/training. Other issues Wright believes need to be examined are why librarians do not join ILA and what can the public relations or membership committees do about it.
Force suggested that with more emphasis on and attendance at Spring Regional Conferences, ILA might need to look at biannual conference. . Karen Labuik, PNLA president, explained that in Alberta, BC, training is done at the local level while personal improvement/development are done at the province level. Melton alluded to MLS snobbery as a reason more rank and file library employees do not belong to ILA. There may be a perception that because ILA is a professional organization only ‘professional’ librarians need to belong. Wright further speculated that conference planners needed to be sensitive to various community values. There are cultural differences in each part of the state and he felt that diversity issues might have been a deterrent for attendance.
Trustee/Friends Division
Jennifer O’Laughlin reported the Division’s meeting was exciting. There were many good ideas that came out of it. They vetoed the move to disband the Division and chose to focus on building up the Division on the regional level. Bolles offered that future nomination committees should encourage a trustee to run for first vice-president to help focus on the importance of this division as vital part of not only ILA but to the library community.
Jennifer Ashby reported that the division approved the new division bylaws. There was a question as to the number of years the current chairperson, Rosmarie Fouad, and the chair elect will serve. The Board clarified that Fouad will serve for two years and the chair elect for one year.
PNLA Representative
Janet Strong reintroduced PNLA President Karen Labuik to the Board. Labuik reported that Karen Hatcher received the PNLA Honorary Life Membership this past year.
ALA Representative
No report
Idaho Librarian
Christine DeZelar-Tiedman was questioned as to why the Association should continue with a print format of the Idaho Librarian. The electronic format available now and providing both formats seems to be unnecessary duplication. DeZelar-Tiedman suggested that there are those who prefer the print format. She suggested providing a check-off box on the membership form to allow members the choice of NOT receiving the print format. $10.00 of each member’s dues is credited to the Idaho Librarian. Of the more than $5000 generated on behalf of the Idaho Librarian, $2500 actually supports the cost of production. DeZelar-Tiedman reminded the Board that the electronic publication is not attractive and is not designed to look like a print edition. There will be further discussion of print versus electronic editions at the November Board meeting.
The Idaho Librarian received additional funding from one advertiser this past year. DeZelar-Tiedman suggested we investigate consotial advertising with other Associations to help provide better advertising rates.
Committee Reports
Legislative
Lynn Melton requested that the Conference Planning Committee allow a larger block of time at next year’s second general session to discuss legislative issues. This session is the most heavily attended session as it follows a meal. Lobbyist John Watts suggested that ILA write a policy to give guidelines of how to address potential legislative issues. Lynn and John will develop some ideas to be presented to the Board at the November meeting. Lynn announced that she will start a part-time position soon and does not yet know the impact this will have on her work with ILA Legislative Committee. Adrien Taylor will fill in for her when necessary. Melton reiterated the importance of continuing with a lobbyist to help insure the Association’s awareness of legislative issues that may impact librarians and libraries. Watson worked at twenty percent below his regular fee this past year - $6000 plus four percent overhead and $1500 to $2000 per bill carried to the legislature. Because lobbyists are essential, Melton suggested that institutional membership fees should be raised, as it is the libraries that benefit more directly from legislative issues. Melton also reminded that Board that the Legislative Committee budget pays for the printing and mailing of the Purple Press.
Annual Conference
Strong discussed the time slot arrangements for presenters. She had a few presenters who changed their time of availability at the last minute, thus creating frustration to attendees who viewed the changes as conflicts for attending their sessions of choice. The biggest concern for this conference was equipment needs and phone lines for presenters and exhibitors. The lack of phone lines necessitated asking exhibitors to disconnect Internet connections in order for presenters to use the phone lines. Strong would like to have a better idea of what a conference hotel has before setting up the presenters in the future. This is a problem because conference sites are set up so far in advance, the digital/electronic needs (and advances in technology) are not fully known until prior to the actual date of the conference.
Strong will be analyzing site proposals for future conferences. One of the basic concerns for selecting a site is whether there are facilities large enough to handle a conference of our size. Strong asked for the Board’s suggestion for sites and conference hotels. Proposed conference sites include:
2000 Lewiston Red Lion
2001 Pocatello Cavanaugh’s
2002 Boise Grove
2003 North Idaho at Coeur d’Alene or Moscow
2004 Boise
2005 South at Burley?
2006 Boise? Because larger attendance was assumed when held in Boise area
Membership
No report. Melton again addressed the Board concerning providing a list of Association membership to the exhibitors. The majority of the Board felt that the membership should be queried with a question on the conference registration form giving permission to release their names to the exhibitors - or anyone else.
Strategic Plan
Force asked the Board to think about revisions for the next year.
Additional Business
None
Adjournment
Meeting was adjourned at 11am
Respectfully submitted,
Christine Reynolds, ILA Secretary