Executive Board Meeting – Boise, Idaho
Minutes – Approved with revisions January 11, 2000
November 3, 1999
Charles Bolles, Jennifer O’Laughlin, Camille Wood, Dawn Wittman, Robert Wright, Ron Force, Rosmarie Fouad, Sandi Shropshire, Janet Strong, Marlene Earnest, Larry Almeida, Mary Edmonds, Christine Reynolds
ILA President Ron Force called the meeting to order at 9:40am.
Minutes of the Executive sessions for October 6, 1999, and October 9, 1999, were approved unanimously with minor grammatical/spelling changes. (Bolles/Fouad)
see Attachment I - Agenda
No report.
Larry Almeida reported the ILA Program Committee Meeting was successful.
see Attachment II – ILA Program Committee Meeting November 3, 1999 Agenda
see Attachment III – Current Speaker/Presenter Suggestions
see Attachment IV – 2000 ILA Annual Conference Speaker/Program Suggestions
Program development should be firm by January Executive Board meeting.
Strategic Plan 1999-2001 secretary to send out later via email
see Attachment V – Idaho Library Association Strategic Plan 1999-2001
Regional Conferences
Marlene Earnest asked Almeida if he knew where the ILA signs are located so that they can be used during spring regional conferences. Barbara Greever had suggested that Almeida might have them. Almeida indicated that Lynn Melton used them for the January legislative breakfast. Earnest indicated Melton was the one who suggested Greever, who then suggested Almeida. No one seems to know where the signs are located. Wittman suggest that there should be one made for each region with the new logo as there has already been Board approval to pay for new signs. Earnest will consult with Greever to find out where the original signs were made. Almeida will continue to track down the original signs.
Sandi Shropshire stipulated that the final figures for conference income and expenses would be forthcoming
see Attachment VI -
pg. 1, 2 P & L Association Budget Report 1999 YTD
pg. 3 Conference Report 1999 YTD
pg. 4 Bank Account Report 1999 YTD
pg. 5 Conference Comparison Statement (1992 – 1999)
pg. 6,7 ILA 2000 Budget Request Report
Almeida questioned how will the conference planning committee be assured there is enough funding for next year’s conference.
Shropshire referred Almeida to pages 5 and 7 for projected income and sources
Wood referred to page 5, which compares income over several conference years and proved very useful in the past.
Wright asked why there was a larger income this past year.
Strong referred to the joint PNLA/ILA conference in Sun Valley. ILA received fifty percent of the revenue from that conference.
Strong indicated there was an adjustment on the rental cost of the piano used during the program presented by Del Parkinson. The piano was not delivered when contracted nor was it tuned; therefore, the company reduced the rental fee from $375 to $250. The company also gave an apology to Dr. Parkinson.
Almeida noted an increase in membership dues income.
Force asked each division chairperson to present division budgets during the January 2000 Executive Board meeting. It is anticipated that the full Association budget will be approved at that time.
Other requests that need further information and discussion include:
Larry Goold submitted a formal budget request of $1,159.50 to fund travel for the School Library Media Coalition.
see Attachment VII – District Media Center Memo: November 1, 1999, Budget Request
Public Relations and Advocacy Committee, submitted by Erin McCusker in the amount of $2,035.00.
see Attachment VIII – Public Relations and Advocacy Committee Proposed 2000 Budget
The request to fund a speaker for the ILA 2000 Conference is an expense of the Conference Planning Budget. Wood/Force suggested that the budget should be $1035.
There were question concerning the cost of postcard mailings for Legislative Day and ILA Conference. Fine-tuning of the proposed budget needs to take into account that this is now a combine committee and what is the relationship to the Legislative task force. Strong suggested that the committee work that our rather than the Executive Board.
Discussion of the 2000 Budget Request Report
Expected Expenses
1) First Vice-President: Concern that ballots for officers should be sent separately from conference information/registration, increasing this line item from $500.00 to $700.00.
a. Almeida will do the conference mailing and will include non-ILA members (adding a membership form to the packet).
b. Bolles indicated the State Library mailing list numbers 1500. This list includes trustees, librarians, libraries, but not individual staff members.
c. Strong indicated the academic mailing list includes personnel.
d. Force directed Almeida to develop a mailing list to include ILA members and non-ILA members.
2) Second Vice-President: Adjustment suggestions to increase from $0.00 to $100.00.
3) Past President: Wittman will do the separate election ballot mailing. Suggestions for ballot returns included fax, regular mail, and email.
4) Audit: An audithas not been done for at least two years and will need to be done this year. In the past, Idaho State University business students under the supervision of their instructors have performed the audits/revues. Wright felt that the Executive Board has an obligation to have a full audit performed. Wood indicated that when she was treasurer, the auditor recommended a revue rather than a formal full audit because the cost was not justifiable.
Idaho Librarian
1) Idaho Coalition Adult Literacy. Have not had an invoice from them in several years. Consensus to remove this organization from ILA support.
2) Legislative Day. Will discuss this later: although Lynn Baird has not attended for several years as the federal legislative representative (legislative committee), funding might still be necessary.
1) Membership.
a) Dues. Wright questioned the cost of ILA dues in relationship to the cost of producing the Idaho Librarian. He indicated that ILA Bylaws state:
Article II. Section 3. Annual dues will be levied in accordance with the type of membership. Effective with the 1995: a. Trustees, Friends, Students, Retired: Cost of Idaho Librarian plus $5.00. b. Library Personnel: 1. Income $0 to $10,000: Cost of Idaho Librarian plus $5.00… etc.
Because the cost of the Idaho Librarian has reduced, then the dues for membership should also be reduced.
b) Brochures. Almeida and Wood suggested that additional brochures for regional conferences would require more money designated in this line item – perhaps 400 or more brochures. Suggested increasing this line item from $900.00 to $1,500.00. Ruth Cochran needs to be contacted concerning generating more ideas to promote membership and cost increases. (see Attachment XIII: ILA Membership Committee Annual Report for 1999/Budget Request for 2000 – as mentioned in the ILA Executive Board Meeting October 6, 1999)
2) Idaho Book Award. Cost for the actual award may change as this committee has been discussing changing from the silver metal to a plaque. No decision has been made yet.
3) Intellectual Freedom. Suggested reducing from $150.00 to $100.00. Auction funds traditionally are used for special projects.
4) Library Advocacy Task Force. Consensus to discontinue this task force as it is now a part of the Public Relations and Advocacy Committee.
5) Library Improvement Committee. Consensus to discontinue this committee.
1) Ed. Media. $900.00 request. Discussion about the need to separate Ed Media request for travel from Goold’s Coalition travel request. There was also a question about $200.00 for a mailing that may be covered elsewhere.
1) Regional Conferences.
a) Wright was concerned that Regional Conferences do not focus on Trustees and that a special evening or Saturday workshop should be planned for to include them.
1. Regional Conference mailings were sent to ILA members only. Perhaps there needs to be a broader mailing to encourage more participation of all librarians and trustees.
b) Almeida strongly recommends continuation of yearly budget to help support the regional spring conferences.
1. Wright suggested consolidating regions to help make each conference stronger – i.e., the money would be divided into three conferences, rather than six conferences.
2) Membership Refunds. Consensus that this line item was no longer necessary.
Special Funding
1) Elimination of Special Funding designations. Consensus to remove these categories as some have been incorporated into other areas and others are no longer needed. Included: Advocacy, Legislative Task Force, Intellectual Freedom Auction and Taxes, Freedom to Read Foundation.
2) Special Funding Issue: School Library Media Coalition. Wittman/Shropshire moved to approve Larry Goold’s request to fund/support the travel expenses for a meeting of the School Library Media Coalition.
Discussion: Almeida expressed his support with the stipulation that the Coalition report their progress to the Executive Board. Wright felt that with a ten-year history there should be a point of closure. Mary Edmonds pointed out that there is a strategic plan for the Coalition and that there are periodic break-throughs. Ultimately, legislative support is needed to guarantee placing qualified librarians in every elementary school in Idaho.
Wittman asked if this was a one-time request for ILA funding or would there be a yearly request. Edmonds indicated there has been funding support from ILA in the past.
Idaho Education Association funds support the Coalition from time to time. Earnest indicated that IEA supported the Coalition with $1000.00 last year. Shropshire asked if IEA had a representative to the Coalition. Edmonds responded that IEA did not. There is a PTA representative and a teacher who are members of the Coalition. Wood asked if ILA membership would be required of the Coalition members if ILA is supporting the group.
There have also been some private donations for support; and Idaho State Library has supported the Coalition with facilitators.
Wood asked if there is any indication that there will be legislation this year to support the goals of the Coalition. Edmonds did not think that there would be. Wood reminded the Board that this is a second year request for ILA support and she expressed concern that this would continue indefinitely without resolution. Almeida stated that our support for last year was for the Coalition to develop a strategic plan and that has been accomplished.
Almeida was concerned with Goold’s suggestion that ILA support the Coalition at the same rate as ILA Executive Board travel – indefinitely - until Coalition’s goals are met. It was reiterated that the ILA Executive Board would like to see a two-year plan of action submitted by the Coalition.
Wittman/Shropshire amended the motion to reflect $1000.00 support with Idaho Education to pick up the difference of $159.50.
Discussion: Almeida support the Coalition’s goal and suggests that a report of their progress appear on ILA’s website. Wright reiterated that if ILA is committed to spending money to support the Coalition’s efforts, he wants to see their goals fulfilled. Fouad reminded Wright that the Board will review any further requests for funding after seeing a report.
Bolles believes that Edmonds and Earnest have reported to their best ability what actions have taken place thus far. Specific time lines will be hard to develop. Bolles affirmed that a substantial report is necessary to continue financial support of ILA.
Call for the question. Motion carried unanimously.
Bank Account Report
Shropshire asked the Board whether to convert part of savings and checking funds to CD’s or leave the funds in savings and checking. Almeida/Wood moved that $30,000 be invested in CD’s on a staggered time basis as Shropshire sees appropriate.
Discussion: Is $30,000 too much to tie up? Almeida/Wood amended the motion to reflect a sum of $20,000 be invested in CD’s. Motion carried unanimously.
Lynn Melton and John Watts discussed with the Executive Board establishing a policy statement in regards to potential legislation, which may affect library communities.
After discussing each of the policy statements, Melton was directed by the Board to rewrite the states to reflect more positive and supportive statements, rather than negative statements. Force will set-up a listserv for the Board to discuss the policies further. Final comments will be needed by Friday November 12, 1999.
see Attachment IX A, IX B – Policy Statements
1. Local control regarding public library collection development and internet access
2. Changes to existing code which would allow county commissioners to deny voters the right to decide whether or not to tax themselves for library services
3. Allowing minor children to hold voting positions on municipal library boards
4. Change existing Idaho Code to simplify removal of library board members
5. Change to the Idaho Code which would eliminate library employment as a defense in cases relating to the distribution of materials harmful to minors
Resignation of Legislative Chairperson. Melton indicated she has started a full-time position and will not be able to continue as chairperson of the Legislative Committee. Melton will continue for 2000 as Legislative chairperson until a replacement can be found. Vicki Kreimeyer Brown has agreed to be chair for 2001. Adrien Taylor and Kevin Booe will assist Melton with lobbying activities.
Lobbyist Contract. Force indicated that John Watts requested a guaranteed lobbyist contract for two years. Wright pointed out that Watts $6000.00 fee had been reasonable. Wittman and Boles reminded the Board that ILA agreed to try the lobbyist for five years. ILA is currently paying Watts monthly because there is no current contract. The contract with Watts for 1999 only.
In the new contract, there should be included an evaluation process and an escape clause for both parties. Wittman, Almeida, Melton, and Force worked on last year’s committee to develop the 1998/1999 contract. Wright/O’Laughlin moved that an ad hoc committee be established to negotiate a two-year contract with John Watts to perform the duties as lobbyist for ILA. Passed unanimously. Force appointed the following to the ad hoc committee: the president (Force), first vice-president (Almeida), second vice-president (Earnest), and legislative chair (vacant).
Janet Strong sent out proposals for conference sites for years 2003 (north Idaho), 2004 (Boise), 2005 (South), and 2006 (Boise). The Board reviewed the 2003 sites and all are too small for ILA Conference needs.
2003
see Attachment X - ILA Forthcoming Conference North 2003
The Board reviewed the 2003 sites and all are too small for ILA Conference needs.
Requirements for minimum expenditure per day for food and beverage may be too prohibitive for Templins (Coeur d’Alene) – Strong was asked to renegotiate with Templins to reduce the minimum expenditure requirement and lowered quest room rates
No banquet on Friday at the University Inn (Moscow) and no use of facility on Saturday due to homecoming
Coeur d’Alene Inn would require Thursday sack lunches and dinner on the boat because not enough room space to handle a sit-down meal
2004 and 2006
see Attachment XI ILA - Forthcoming Conference Boise 2004 & 2006
Strong did not recommend using the Grove again as it was too costly and they were hard to negotiate with. Consensus of the Board that Strong start over with Boise, as the alternative of using a Cavanaugh’s/Boise State University combination does not appear as it would be convenient for conference attendees.
2005
see Attachment XII ILA - Forthcoming Conference East 2005
Suggested that Cavanaugh’s at Pocatello appears to be best location.
Strong attended the past PNLA board meeting.
PNLA plans to create an adult book award, which will parallel the Young Reader’s Choice Award. Each state and province will have two representatives, who must be PNLA members. There will be an award for fiction and an award for non-fiction. The adult book award committee will also investigate potential funding sources.
Special interest groups will be disbanded. PNLA will continue round table discussion groups during annual conferences.
Seattle, Washington, will be the Public Library Association (ALA) conference site. PNLA is hoping for a joint conference. The focus of the PLA conference will be libraries on the Pacific Rim.
Strong asked for a suggestion for someone to participate on the Intellectual Freedom committee for PNLA. Lori Keenan’s name was suggested.
see Attachment XIV – ALA Representative for ILA Board Meeting Report, 11/3/99
Wood reported that J. K. Rowling, author of the Harry Potter series, has been the subject of discussion on the ALA Council discussion list as a possible candidate for honorary membership in the American Library Association.
see Attachment XIII – Public Relations and Advocacy Committee Minutes
Submitted by Erin McCusker via e-mail
Fouad asked for a clarification in regards to terms of office for divisions.
Academic next election 2001
Fouad will serve two years as chair
Public next election 2000
Wright will serve one year as chair
Trustee next election 2000
O’Laughlin will serve one year
Ed Media next election 2001
Edmonds will serve two years
Wright is concerned that membership numbers have declined because all classes of library employees cannot afford the membership dues. Wright suggested that institutions pay a flat-rate dues, thus allowing all members of a staff to be considered ILA members; or that individuals pay a flat-rate dues. Strong/Fouad indicated that academic institutions cannot legally pay an institutional fee. Earnest indicated that individual schools/districts cannot legally pay institutional or individual membership dues. Wood suggested that Wright share his ideas with the membership committee chair. Force will direct the membership chair to investigate alternative fee structures.
see Attachment XV – Ed Media Bylaws
[As emailed to secretary]
The Board was asked to review the strategic plan for discussion at the January 11, 1999, meeting.
January 11, 2000 8am Conference Planning Committee
9am Executive Board Meeting
Both meetings will be held at Boise State University Student Union. There will be a legislative orientation during the Executive Board meeting.
January 12, 2000 Legislative Breakfast
Wittman/Fouad moved that the meeting be adjourned. Passed unanimously, 3:40pm.