Executive Board Meeting – Lewiston, Idaho
April 11, 2000
Minutes – DRAFT
PRESENT: Sandi Shropshire, Charles Bolles, Jennifer O’Laughlin, Camille Wood, Mary Edmonds, Ron Force, Janet Strong, Larry Almeida, Dawn Wittman, Marlene Earnest, Chris Reynolds, Jennifer Ashby
CALL TO ORDER: ILA President Ron Force called the meeting to order at 9:30am.
· Larry Almeida would like to clarify advertising rates in the Idaho Librarian
Minutes Of the January 11, 2000, ILA Executive Board meeting were approved unanimously with the following corrections:
· Typographical errors:
o “Under 1st Vice President, discussion: “should draw about $40 people…” should read “should draw about 40 people…” (see Attachment II – Ron Force email dated 03/27/2000)
o “Under Treasurer’s Report, 1st bullet: “…expected expense total of $6,935.00…” should read “…expected expense total of $26,935.00…” (see Attachment II – Ron Force email dated 03/27/2000)
o Dawn Wittman indicated her last name is spelled Wittman, not Whitman
· Train-the-Trainer – American Library Association
A pre-conference to the 2000 Annual ALA Conference in Chicago will be held Friday, July 7, 2000. This one day workshop is entitled “Libraries Build Sustainable Communities: Equipping State Trainers”. Force has contacted Erin McCusker about attending, but has not heard back from her. ILA cannot pay for someone to attend, but would like someone who will attend the annual conference to participate in this no-fee pre-conference session. The participant would then come back to do training for Idaho. Charles Bolles indicated that Anne Abrams and McCusker are already committed to other pre-conferences. Force will contact David Guyer, project coordinator for this workshop, advising him that Idaho may not be able to participate in this pre-conference.
Almeida reported that programming arrangements for Fall ILA Conference are progressing on schedule. A flyer announcing the Idaho Library Association’s 2000 Conference - “Libraries – Information Gateways for a Free People” - should be mailed during the month of May.
(see Attachment III – 2nd/Vice President report – Apr. 11, 2000)
· Regional Spring Conferences
o Most regions have reported good turn out and successful programs.
o The “old” ILA banners have been located at the Meridian Public Library. (see discussion in ILA Executive Board Minutes for November 3, 1999)
o Cutting Edge Signs of Moscow will ship the new ILA banners to each region. (see discussion in ILA Executive Board Minutes for January 11, 2000)
· Legislative Breakfast
o Earnest understood that the responsibility of local arrangements was to be rotated among the Boise area libraries. Meridian Public Library was to have performed that function this year. Earnest asked if there was a schedule indicating which library was responsible for next year’s event. Charles Bolles will talk with Lynn Melton about which library is scheduled for next year and if there is a schedule of rotation already established.
· Strategic Plan (see Attachment IV – Idaho Library Association Strategic Plan Proposal April 2000)
o A modified Strategic Plan was presented to the Board. Modifications to the plan were made according to the suggestions as discussed during the ILA Executive Board Meeting January 11, 2000. The Board will continue to discuss the Plan later in today’s agenda.
§ Earnest presented two proposed Annual and Regional Conferences Mission Statements for the Board’s input and approval. (see Attachment V – Proposed Mission Statements for Annual and Regional Conventions). These statements will be discussed further in today’s agenda.
· Conference Report indicated that expected income total is $26,910.00; and indicated that expected expenditures total is $22,825.00.
· Staggering CD maturity dates are not finalized yet as Shropshire is still working with the bank on the process.
· Membership numbers are down, but this is not uncommon for this time of the budget year. Almeida asked if there were any regional trends in membership loss. Shropshire indicated she did not have statistics with her to verify area trends. She also stated that it is not uncommon to have an increase in membership just before the Annual Conference.
o If a membership is received in November or December, Shropshire holds the membership until January of the following year. Membership dues is then credited to the current membership year.
o 1997 was the highest membership year in recent past, thus reflecting increased interest in membership when the Annual Conference is held in Boise. Mary Edmonds speculated that Ed Media membership should increase this year because of keen interest in the pre-conference with Michael Eisenberg.
o Membership dues reminders were mailed recently.
· Nominations: In an effort to increase voter participation, ballots will be mailed separately from the conference literature, as the ballots go to membership only.
o ALA Councilor position is open and two people have indicated their interest in running for the office. Camille Wood, current ALA Councilor, reminded the Board that ILA pays for attendance at one of the two yearly ALA Conferences.
o Treasurer position is open, as Shropshire will not run for a third term. Shropshire fulfilled the remaining term for Clifton Jones, and has served an elected second term.
o Intellectual Freedom Chair term of office is open.
· Legislature: Due to the death of Senator Twiggs and the retirement of other strong legislative library supporter’s, ILA will need to develop new legislative contacts over the next year.
· Staffing changes at the State Library: There are currently four vacancies at the State Library; and a new specialist level was recently created.
· State Library budget is twice its normal amount this fiscal year:
o Establishment of a School Media Consultant, with a continuing education emphasis
o Currier Service to be established in various regions of the state
Idaho School Library Media Program Coalition met with Carolyn Moyer Strong, a proponent of libraries. Idaho Parent Teacher Association is committed to helping promote the Coalition’s mission of advocating certificated librarians in all elementary schools.
No report.
No report.
No report.
(see Attachment VII – Chapter Councilor Report 1/24/00; Attachment VIII – Chapter Councilor Report 4/11/00)
· ALA Council and ALA Board conflict over 501 (C) 3 status. Apparently the Council was not invited to be a part of the Board’s decision to approve the application for the 501 (C) 3 status.
· Board and Council are also in disagreement in regards to exploration of the Association developing a certification program for library directors/administrators.
· Wood distributed a brochure outlining ALA goals to be met by 2005. (see Attachment IX – ALAction 2005) These goals include increased support for libraries and librarians, leadership in the use of technology for communication, and leadership in continuing education.
· ALA membership has increased due to a focused marketing campaign targeting new librarians and those working with young people.
· A sample job description for ALA Chapter Councilors was developed. Wood indicated that the document is an advisory one and most of the responsibilities are already addressed in the ILA Policies/Procedures document.
DeZelar-Tiedman was not in attendance for this discussion. Almeida was under the impression that the Board had made a decision about the advertising rates at the April 1999 Executive Board meeting. His recollection of the rates and policy do not match what appears on Attachment X – Advertising Form Idaho Librarian.
Ad Hoc Communications/Web Guidelines Committee: Almeida presented a revised draft of the ILA Website Guidelines. The main item of discussion was the section on advertising. Paragraph 2 was revised to read “For information about inclusion on the Sponsor’s Page, or if you have questions about advertising in general, contact the ILA Annual Conference Exhibits Chair.” Base rates for advertising on the web page were set at $25.00 per year if an exhibitor at the annual conference, $50,00 per year if not an exhibitor at the annual conference. Rates for more than basic advertising are to be negotiated by the exhibitor with the ILA Webmaster and the ILA Annual Conference Exhibits Chair. Moved (O’Laughlin/Booe) that the sponsorship rates be set at the level discussed above, passed unanimously.
ATTACHMENT XII – ILA Website Guidelines (April 13, 1999)
Advertising
1. The ILA website will include a “Sponsor’s Page” with links to web sites of interest to the Idaho Library Community. Links may be “static” images or logos with a maximum file size of 15K. All advertisements must be submitted in digital form.
2.
For information about inclusion on the
Sponsor’s Page, or if you have questions about advertising in general,
contact the ILA Exhibits\Advertising Manager.
For
information about inclusion on the Sponsor’s Page, or if you have questions
about advertising in general, contact the ILA Annual Conference Exhibits
Chair.
DeZelar-Tiedman reported that she has investigated the rates that other state library organizations charge for advertising in their print publications, and the range is huge. We’re slightly below average. DeZelar-Tiedman distributed a rate increase proposal (attachment 5). It was moved (Almeida/Booe) that the new rates be accepted. Passed unanimously.
ATTACHMENT 5 – Idaho Librarian Advertising Rates (October 27, 1998)
The cost for full page, 1 issue was approved at $175.00
· Wittman reported for the committee. The committee suggested that legislative workshops be held prior to the Idaho State Legislative 2001 session and requested $200.00 additional funds for mailings. Motion by Wittman to take the funds from Legislative Committee funds for reallocation to the Public Relations and Advocacy Committee to cover the cost of the mailings. Discussion: Bolles/O’Laughlin amended the motion to reflect that $200.00 be taken from the Legislative Development fund and given to Public Relations and Advocacy for mailing cost. Amended motion passed unanimously.
· Another suggestion for financing advocacy activities is to change the Intellectual Freedom Auction to the Advocacy Auction. No decision made.
(see Attachment XI – Idaho Library Association Constitution, revision 10/1999; Attachment XII – Idaho Library Association Policies and Procedures, revision 4/200)
· Wood asked the Board to review and give suggestions for change to her.
· Wittman addressed the need to clarify the confusion about Division Chair terms. She indicated that we have an odd year conference year starting – with the conclusion of Conference 2000, Conference year 2001 begins. Bolles suggested that the secretary keep track once this is figured out. Secretary will also see that it is also posted on the WEB site. Wittman has the information and will communicate with Reynolds at a later date.
· Almeida and Force will confer on what needs to be addressed during the first Executive Board Meeting of the Annual Conference.
· A tentative schedule has been established for the Annual Conference.
· Local Arrangements Chair
o Local Arrangements Chair is required by Board Policy to attend all conference planning sessions, yet the Association does not pay for this person’s attendance at these meetings. The relevancy of this requirement needs to be reviewed.
o The free room offer from the conference motel should be given to the president, not the local arrangements chair.
· Strong suggested that Lewis-Clark Community College be contacted to see if a continuing education credit could be earned for attending the pre-conference workshop. Almeida will contact Jennifer Ashby regarding whom to talk to at LCCC if this can be arranged. Edmond and Earnest indicated that this could help create strong interest in attendance by members of the Ed Media Division. Wittman indicated she would locate a local school librarian to work with Ashby on this proposal.
· Almeida reported that receiving completed contracts from presenters has been slow. He has three of six returned.
Force/Earnest lead a general discussion highlighting the following goals, objectives, and activities:
Goal 1: Encourage and maintain a vital and active organization and membership.
Objective 1: By 2001, Idaho Library Association (ILA) membership will increase by 15% (75) above the final 1997 figure.
Activity 6: Library entities will be targeted to become institutional members.
In a discussion led by Wittman, the Board agreed to the following change:
ILA Executive Board will revise the institutional membership fee structure and will recruit new institutional members by 2001.
Objective 3: By 2000, in order to encourage the more active participation of its members, the ILA Board will examine the status of its continuing education efforts and make recommendations regarding its annual and regional conferences and its journal.
Activity 1: The Board will develop a mission statement for the continued development of its annual and regional conferences.
§ Bolles led the discussion and by consensus, the Board selected the following mission statement. (see Attachment V – Proposed Mission Statements for Annual and Regional Conventions)
The purpose of the annual and regional conferences is to provide continuing education, foster communication among library staff and others interested in libraries, provide support for library services, and further library advocacy on behalf of libraries in the State of Idaho.
· In the discussion concerning the apporopriate place to use the mission statement, Wood suggested incorporating the statement into the Constitution and Bylaws. Strong indicated that the mission statement might fit into the Policies and Procedures. Bolles felt the mission statement belongs in the Strategic Plan as a preface. Moved by O’Laughlin/Wittman, to amend the Constitution, Section 1 using the meeting mission statement as a preface to the description of meetings. Approved unanimously. This Constitutional change will be presented to the membership for their vote. Wittman will incorporate with the ballot mailing.
Objective 3 can now be deleted from the strategic plan as all activities have been completed.
Goal 2: Advocate and promote Idaho’s Libraries
Objective 1. More state legislators and the Governor will be aware of the Idaho library community.
Activity 2.Annually, give valentines to the legislators and the Governor.
Shropshire wondered about the appropriateness of using the term “valentines”. Bolles felt that the objective was to keep libraries in the legislative focus and this type of contact was usual by other organizations.
Activity 2. Annually, promote legislative sendoffs.
Local library communities in some areas of the state prepare “Legislative sendoffs”.
Objective 2. More members will be aware of ILA activities
Activity 2. Annually, promote legislative lobbyist attendance at the ILA Advocacy Auction.
Shropshire asked for clarification of the phrase “Advocacy Auction.” Does this refer to a second auction, or is this a reference to the Intellectual Freedom Auction? Wittman indicated that she understood that both the Intellectual Freedom and Public Relations/ Advocacy Committees agreed to the name change. By consensus, the Executive Board agreed with this change.
Again, Shropshire asked if the Association would pay for the attendance of the legislative lobbyist to attend the ILA Advocacy Auction. The Board already wants the lobbyist to attend part of the Annual Conference, i.e., Friday’s Second General Session to report to the membership on legislative activities. The Auction is usually held the Thursday evening of the Conference. It was agreed that this activity should be read as following: “Annually, promote legislative lobbyist attendance at the Annual ILA Conference.”
Activity 5. Quarterly, submit an advocacy/public relations article to the Idaho Librarian.
Change to read: Bimonthly, the Advocacy/Public Relations Committee will submit an article to the Idaho Librarian.
Almeida expressed concern about the shift in the Association’s apparent shift in focus towards advocacy rather than continuing education. He felt that a greater percentage of money earned through membership dues and conference registration is earmarked for advocacy and legislative lobbying. In further discussion, several Board members also expressed concerned with what the membership’s perception would be in regards to financial support of a continuing education (librarian needs emphasis versus advocacy (institutional needs).
Goal 3: Promote intellectual freedom for all Idaho residents.
Objective 1: Continue to advocate for open access to information for all Idaho residents consistent with state law.
Activity 1: The Conference Committee will provide an annual conference program on confidentiality of records by 2000.
Bolles recommended that Gard Hanks could be contacted as a possible presenter, or as someone who could give program suggestions on the topic of confidentiality. Strong ascertained that the tentative 2000 annual conference schedule is full. Strong suggested changing to this activity to read as follows:
The Conference Committee will provide an annual conference program on confidentiality of records by 2001.
Force indicated that Christine DeZelar-Tiedman asked to resign her position after the June 2000 issue of the Idaho Librarian is published. With her resignation, the following issues need to be addressed:
1. Does the Association need to produce a printed journal simultaneously with a WEB-based publication?
a. Issues to consider with WEB format only:
i. Do all libraries have WEB access? No, all public schools do not have WEB access, but most public libraries have WEB access.
ii. ILA Constitution revision issues which will need to addressed:
1. Dues are based on income plus the cost of the print form of the Idaho Librarian.
2. A duty of the president, secretary, division-chairs, PNLA representative, and ALA Councilor is to prepare written reports for publication in the Idaho Librarian.
3. The Executive Board shall an appoint editor of the Idaho Librarian.
4. Editor of the Idaho Librarian is a member of the Executive Board.
iii. ILA Policies and Procedures would also be affected:
1. Reports by the president, division-chairs, committee-chairs, PNLA Representative, ALA Councilor, committee appointments, minutes of general session meetings, minutes of executive board meetings, etc., must be published in the Idaho Librarian.
2. Liaison with treasurer, i.e., updated mailing lists, supplies
3. Various publishing responsibilities of the editor
iv. Who will be responsible for what goes on the WEB site? There would needs to be an “editor” of the WEB site to control content.
v. Notifying advertisers if make change to WEB access only.
b. Content focus of the Idaho Librarian has sifted from continuing education to the business end of the Association.
c. Cost of publishing the Idaho Librarian in print format is $3,700.00. Income from advertising was $800.00 last year ($550.00 received this fiscal year).
d. Suggest survey of membership as to whether they read the print or the WEB version.
i. Mail survey of membership
ii. Query through libidaho discussion group
1. only 130 people are subscribed
2. Force will raise the question on libidaho, then follow-up with a ballot. Force will ask DeZelar-Tiedman to continue as editor until after the October Annual Conference issue has been published.
Shropshire indicated that the Constitution requires a financial review and a transfer of the books to be completed within thirty days after a change of a treasurer. Shropshire suggested that this is not a logical time frame in which to accomplish these tasks. Many of the Conference expenses do not come in until after the conference. When asked what would be a reasonable timeframe, Shropshire responded that she would recommend a timeframe consistent with the Association calendar year, which begins in January. Motion (Shropshire/Strong) to change Constitution and Bylaws and to change the Policies/Procedures to reflect a financial review and transfer of the books to be completed by the beginning of the Association calendar year. Motion carried unanimously.
BYLAWS
ARTICLE IV Officers and Other Executive Board Members
Section 4. Duties of Officers and other Board Members
b.
The
First Vice-president shall be President-elect, shall chair the Regional
Conferences Committee, shall call for a financial review within 30 days
after January 1 following the
year of election, and shall be responsible for the performance of special
duties as assigned by the President or Executive Board.
d.
The
Treasurer shall be elected in even-numbered years to serve for a term of two
years, and shall take office following the annual conference.
The outgoing Treasurer shall transfer the books and turn them over to
his or her successor within thirty days after the expiration of his or her
term by January 1 following the year of election.
POLICIES AND PROCEDURES
I. Officers
E Treasurer
l.
Transfers books within one month following
by January 1 following the year of election.
Shropshire/Strong moved that the meeting be adjourned; passed unanimously.
Meeting adjourned 2:15pm
Respectfully submitted,
Christine L. Reynolds
Secretary