Idaho Library Association Executive Board Meeting

January 10, 2001 – Boise State University

 

Present: Larry Almeida, Sue Bello, Janet Strong, Penni Cyr, Rosmarie (Romy) Fouad, Jennifer Ashby, Kay Flowers, Marlene Earnest, Sandi Shropshire, Kevin Booe, Charles Bolles, Chris Murphy, Anne Abrams, Dan Lester, Vicki Kreimeyer-Brown

 

Larry called the meeting to order at 9:49am.

 

Revisions to the Proposed Agenda

Add the Idaho State Library anniversary to the discussion of the time for the next meeting.

Add discussion of the Lewis & Clark bicentennial preparation.

   Add Idaho State Library asking for ILA endorsement of its reading packets.

 

Announcements

   None

 

Minutes

Kevin moved to accept the minutes for the November meeting with amendments. Romy seconded. The motion passed.

 

Reports

   President, Larry Almeida (Exhibit A)

Anne Abrams will take the lead on spreading information about the Campaign for America's Libraries. (Exhibit B) This is a 5-year commitment.  Erin McCusker will help her the first year.

Kay will work with Ann Joslin on meeting with Idaho Representatives during the Midwinter ALA meeting in Washington, DC.

The Montana Library Association sent us a letter (Exhibit C) requesting our participation in the National Park Service's Corps of Discovery II project.  This item has been added to the agenda.

 

   First Vice President, Marlene Earnest (Exhibit D)

Progress is being made on the annual conference. All divisions will be represented in the workshops.

          Anne Abrams has completed the conference logo.

Karen Tate has resigned as Local Arrangements Chair.  They plan to fill that position from within the current committee.  

  

   Treasurer, Chris Murphy (Sandi filled in as Chris had not yet arrived)

Chris and Sandi were to meet last week to finish the transfer of duties, but due to car problems, they were unable to do so.  They have agreed to share the position until they can complete the transfer.  Sandi prepared the reports for this meeting.  As of December 10^th, all of the CDs are on staggered, renewable terms, so one comes up for renewal every 4 months.

 

   Past President, Ron Force

          No report.

 

   State Librarian, Charles Bolles

Charlie just met with the Governor immediately before coming to the meeting.  The Governor did not recommend funding of the School Media Consultant position.  The State Library got a recommendation of a 7.9% budget increase, which is consistent with what most agencies are getting.  There is lots of money going into the permanent building fund – especially for higher education.  The increase for the ISL is from the current $3,700,000 to a recommended budget of $4,129,000 for 2002. Much of that is in salary adjustments.  Also approved were $33,500 for LiLI-D increases and $16,000 for the LiLI-Z project. Under program enhancements, no money for competitive salaries is being recommended.

GILs, the document delivery system and new staff positions are not funded. The Read to Me program, which has been funded by Albertson’s grants in the past, is being funded in the amount of $100,000.

ISL had requested $700,000 in program enhancements and only the $100,000 for Read to Me was funded. Under program maintenance, ISL got $86,800 for capital replacement, $8,600 for 1.5% inflationary increases in the databases.  The budget provides good support for maintenance, but enhancements are pretty bleak. People are responding positively to the Governor’s recommendations for the surplus.

 

Kay asked about whether LiLI-D funding was put into one place or is still coming from 2 (ISL and schools).  The answer is no.  It is still in two places.  Support of Field Offices is not funded.  That will only be supported if we lose LSTA funds.

 

We should all be aware of the LSTA appropriation bill (which includes the Child Protection Act, which says that any library receiving LSTA or e-rate money must use Internet filters). This year’s LSTA monies are not affected. E-rate requirements trump requirements of all others programs.

 

ISL centennial preparations are going very well.  There will be posters at the legislative breakfast.

Charlie is pleased to have a staff that does great things and makes him look good.

  

Educational Media Division Chair, Sue Bello (Exhibit E)

The division has sent out 600 library surveys, with a response rate of over 1/3.  They are currently inputting the information from the surveys and contacting libraries to clarify information.

 

Senator Schroeder will be proposing legislation (Exhibit F) requiring a certified Media Specialist in every school with a population of over 250.

 

Public Library Division Chair, Kevin Booe

          No report

 

   Trustees/Friends Division Chair, Tim Hillebrand (Exhibit G)

 

   Academic/Special Division Chair, Rosmarie Fouad (Exhibit H)

She would like to see what we could do as a division because people are so busy.  She may send out a questionnaire to see what people would be able to handle.

         

   PNLA Representative, Janet Strong

          PNLA has a board meeting in February.

 

   ALA Representative, Kay Flowers

          No report.

 

   Committee Reports

          None.

 

Business/Action

 

   Proposed Membership Changes (Exhibit I)

          Anne Abrams reviewed the proposed membership changes.

 

She still wants the directory to include legislative contact information.  She agrees with changing to a password protected web directory. It could still be used as an incentive, would be less labor intensive, and more current. She added a place on the membership application for asking to not be added to the directory.  She decided to ask corporate members to sign an agreement to not use the directory for marketing and sales.

 

At the last meeting, there was concern about money being targeted to legislative lobbying.  She wants this as a marketing spin. 

 

Anne passed out bumper stickers for everyone present.  We will also have similar membership cards.  Kay suggested doing T-shirts and Janet suggested key chains with the same design.

 

We discussed the logistics of sending welcome letters from division chairs. 

 

Questions: 

Romy - how will division chairs get the information for sending the letters.  Anne and Chris will work that out.  There is concern about people actually getting them sent out.  Division chairs could do postcards ahead and give them to Chris.  Anne wants to see competition between the divisions.

 

Anne’s goal is 100 new members (but really it is to double the membership).

 

Charlie questioned whether we could add corporate memberships or have fee increases without changing the bylaws?  The consensus was no.  We would need to propose the change and vote at the next annual meeting.

 

Much of the program could be done without bylaw changes.  Kevin moved to create a subcommittee of the executive board to examine the membership section of the bylaws (article II) and report back to the board on recommended changes. Charlie seconded the motion. The motion passed unanimously. Charlie and Sue volunteered to be on the subcommittee.  Ron should be on also, because of his role as Chair of the Constitution & Bylaws Committee. The subcommittee could also consider a student rate. They should report back at the next meeting. 

 

Sandi requests that, when the changes are made, we be very specific on the membership form (Exhibit J) to indicate the membership category. The suggestion is to put a check box on the form.  Anne still wants ILA to send a separate membership letter to institutional members. 

 

Anne proposes that we revise the Idaho Library Association Overview flier to reflect our new look.  When updated, it could be used for advocacy purposes.

 

Anne showed us pocket folder labels with the LiLI logo.  She would like us to look at having professionally done labels.  She wonders if we would like to consider changing the ILA logo to something more striking.  Larry suggested that she put that in her budget.

 

Under Other in her budget request, she wants to change “pocket folder labels” to “thank you notes” and increase the amount to $500.00.  Total expenses would be $3,407.

 

Anyone with stationary, please bring it to the April meeting to give to Anne.

 

The ISL cannot distribute mailing lists without specific permission from the people or institutions on the list.  They are trying to round up permissions. There was discussion of the problem of school library mailing lists.  Anne and Sue will be in touch about how to handle this problem.

 

   Budget for 2001 (Exhibits K&L)

          Sandi reviewed the budget for 2000.

 

          The following changes were made to the worksheet (Exhibit L)

 

Committees

             Ala Councilor                add $1,270

             Membership                  change from $3,798 to $3,407

             Constitution & Bylaws    Add $200

             Intellectual Freedom      Add $400

   PNLA Rep                     add $210.00

             Exec Board

               Travel                        Change to $6,300

 

Charlie recommends that we fund sending Lynn Baird to Washington DC for Legislative Day in Washington, DC.  Because Lynn hasn’t been there since Chenoweth’s first term and LSTA is up for reauthorization with changes in the funding formula, he thinks we need someone from ISL and ILA.  Ann Joslin will be attending a State Librarians meeting the 2 days before, so she will already be there.  Janet moved that we spend $1200 to send Lynn.  Charlie seconded the motion.  Sandi asked if we could get her to write an article about it.  The motion passed unanimously.

 

Dues and Liaisons  

Add a line for Legislative Day Travel            Add to $1,200

Divisions

             Academic                     Change to $200

             Educational Media         Add $200

Miscellaneous

             ILA conference

                   Pre-conference        Add $400    

                    Misc.                      Add $200

 

 

Projected Income

             Change membership to $17,500

 

Total projected income $56,381.74

 

Charlie moved that we approve a budget up to $64,000 with Sandi to determine the final figures as per the numbers listed above.  Janet seconded the motion and it passed unanimously.

 

   Idaho Librarian Move to the Web

 

Sandi and Dan presented some of the ideas that they have developed. (Exhibit M) Sandi has recruited Ruth Funibiki to write an article about the Idaho Book Award winner.  Marshall Public has asked to publicize a workshop for which they recently received a grant.  Both of these are the kind of thing that Sandi envisions as appropriate for the journal.  She also plans to contact John Watts about interviewing him for an article.  They suggest that we move to a quarterly because the timely information will no longer be part of the journal.  Charlie suggested that we find out if there is a standard for indexing, and that we should try to meet that standard.

 

There was discussion of advertising.  Penni needs to know about whether to solicit advertising from vendors and, if so, what prices to use.  She will be sending a mailing February 1^st to vendors.

 

There was discussion of the frequency.  The consensus was quarterly with the first issue being about 6 months out to enable us to get solid content.  Issues would come out in March, June, September, and December with the first issue in June.

 

Larry will talk to Ron about what we are doing with this because Ron’s task for the year is cleaning up references to the Idaho Librarian in the Constitution and Bylaws. 

 

Charlie suggested that if we are coming out with a new journal, it should have a new name.  We should take it under advisement and make a decision at the April meeting.  Penni can solicit advertising without a specific title by just stating that we are starting an electronic journal and asking if they would like to advertise.

 

Sandi wants support in soliciting content.  We also need a reprinting policy and instructions for contributors.  Sandi will review the issues and send us some final recommendations to be considered in April.

 

Sandi thanked the Board for giving them the leeway to develop this idea.

 

   Transfers from Savings & CDs

 

It was brought to Larry’s attention at an ALA Chapters meeting that it would be a good idea for the association to have a policy whereby every association expenditure would require two signatures.  In Idaho, that is really not practical.  But, if something has to be transferred out of savings or CD we could have a two signature requirement.  The First Vice President can be put on the account at the same time the treasurer’s term changes. That way we will change those with authority to sign for transfers every three years.

 

Kay moved that we move to a double signature system for transfers from savings or CDs.  The motion was seconded by Sue. The motion passed unanimously.

 

   Site Review – Boise & Post Falls

The Post Falls site is planning to have new carpet by the time of the conference.

 

   Strategic Plan

Discussion of the Strategic Plan was tabled until April. Responsibility for strategic planning is still in the job description for the Second Vice President, a position which no longer exists. Marlene and Larry will work on looking over the job description for Second Vice President with an eye to distributing the duties equitably.

 

   Idaho State Library Anniversary

This celebration will be an open house on April 1 from 2-5pm with some sort of short program.              

 

   Lewis & Clark bicentennial preparations (Exhibit C)

The Montana Library Association has asked that Idaho libraries host the National Park Service’s Corps of Discovery II Exhibit.  The most ILA can do is endorse this project. Kay moved that we endorse the Idaho library community’s participation in the National Park Service’s Corps of Discovery II Exhibit.  However, we leave the level of participation to the discretion of the libraries involved.  The motion was seconded by Marlene and passed unanimously.

 

   ISL request for approval of endorsement of its reading packets.

Every year, the State Library provides a packet on reading for children around the state.  Charlie would like for ILA to endorse the project.  Kay moved and Jennifer seconded that we endorse this project. The motion passed with Charlie’s abstention.

 

The next meeting will be in Boise on April 18^th at the BSU Student Union in the Alexander Room. The Conference Planning Committee will meet at 8am.  The Board will meet at 9:30am.  Please have your Strategic Plan revisions ready for this meeting.

 

Charlie moved that ILA support the bill proposed by Senator Schroeder requiring a certified librarian in all school libraries with a student population of over 250. Janet seconded the motion and it passed unanimously.

 

 

Preparation for the Legislative Breakfast

 

Vicki passed out a copy of the policy statements (Exhibit N) that we prepared for John Watts so he could make a quick response if something came up suddenly. We don’t need to worry about minor children as board members.

 

    Kay moved to approve the policy statements developed by the Legislative Committee Chair and the Legislative Advisor in response to issues raised during the 2000 legislative session.  The motion was seconded by Romy and passed unanimously.

 

Adjournment

 

Janet moved to adjourn. Romy seconded the motion.  It passed unanimously.

 

The meeting was adjourned at 4:29pm.