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ILA Executive Meeting November 5, 2001 (Boyington Room, BSU Sub)
The meeting was called to order at 9:52 AM.
Present: Board Members: Penni Cyr, Tim Hillebrand, Kevin Booe, Janet Strong, Pam Bradshaw, Susannah Price, Larry Almeida, Sandra Shropshire, Rosmarie Fouad, Marlene Ernest, Chris Ashby, Charles Bolles, Heather Stout, Anne Abrams, Carol Silvers, Vicki Kreimeyer Brown. Guests: John Watts
Marlene Ernest asked if there were any additions to the Agenda
Announcements: Marlene informed the board that Anne Abrams would be addressing the board at 11:00 AM. Vicki Kreimeyer Brown would address the board regarding legislative issues after lunch.
Approval of Minutes: Corrections to the minutes were made. Susannah moved to accept the corrected minutes. Chris Ashby seconded the motion. Motion carried.
Reports:
Marlene reminded board members to please use the blue motion forms to help the Secretary keep accurate records.
President: The President’s Report (Attachment A) and an updated Board Directory were handed out. President Marlene Earnest requested the approval of three new chairs. Two of the new chairs are; Nancy Rosenhiem, who has agreed to accept the Bibliography Committee Chair, and Vicki Rae, who has agreed to take over Chair of the Local Arrangements Committee. Kevin Booe moved to appoint all committee chairs recommended by the president. The motion was seconded by Penni Cyr, and the motion carried.
First Vice President: Rosmarie Fouad informed the Board that Nancy Young, Continuing Education Committee Chair, is in charge of regional conferences and will be holding a conference call in November between all regional conference directors. Rosmarie also informed the Board that she is planning to attend the ALA Workshop in January. She and Kay Flowers will work out all arrangements needed. Funds for a portion of the trip will be requested out of next years budget.
Past President: Larry Almeida passed out new bylaws with added corrections (Attachment B). The bylaws are already available for review on the web. Larry asked the Board to review them and let him know if there are any corrections. Larry and Ron Force completed the new bylaws. It was announced that Pat Hamilton has agreed to take over for Kevin Booe as the Chair for Public Libraries. Penni Cyr is starting a new term as Chair of Ed Media. Larry passed out policies and procedures to everyone (Attachment C). The document lists all the duties of every board member.
Conference Chair: Janet Strong asked if she was Conference Chair for three years and was answered in the affirmative. After planning the upcoming conference, she will then mentor the next Conference Chairperson. Janet informed the Board that she had a Pre-conference meeting earlier with the planning committee. An idea sheet was passed out (Attachment D) and includes the possibility of a Friday afternoon/night dinner that might include a Basque theme. Chris Bender is a possible guest as well. Janet will look into the possibility of holding the Basque dinner and dancers at the Basque Center or perhaps at the museum in Boise. Of the 45 individuals signed up for the dinner this past conference, 32 came. Adrien Taylor has agreed to provide a workshop for new ILA members as well. The morning meeting generated a lot of ideas and Janet is interested in more ideas as well. The budget, and both the theme and logo are already done. Janet also requested that her zip code address be changed to 1430. She also requested that division chairs, contact her with additional conference information. Vicki Rae, Boise Public Library, will be working on local arrangements. The Grove quoted between $75-79.00 a room, which is a rate reduction, as the regular rate is $140 a night. The next State Conference held in Boise after 2001, will probably be held at the Riverside with rates probably at, or near, $100.00 a night.
Treasurer Report: Pam Bradshaw submitted the Treasurer’s Report (Attachment E) and a worksheet for 2002 budget requests (Attachment F). ALA dues are increasing from $75 to $110. She stated that not all the bills from the annual conference are in and paid for. Preliminary estimates of total revenue totals $17,000.00. Discussion insued as to how best to use this money. One suggestion was to pay for some dynamite speakers at next year’s annual conference. Pam will be contacting an accountant to get advice regarding the tax situation, and how much money ILA can have on hand. Scholarships to send individuals to ALA were also discussed. Discussion included questions regarding funding various scholarships and/or awards, as well as innovative program awards to various libraries. Charlie Bolles reminded the Board that continuing education money is currently going to help students attend Emporia. More Discussion insued, including the possibility of forming a foundation. This item has been tabled until the January meeting, when more is known about taxes and audits. Larry Almeida motioned to approve the Treasurer’s Report. The motion was seconded by Charlie. Motion carried.
State Librarian: no report
Division Chairs:
Publicity: Anne Abrams informed the Board that public relations advocacy will be handled by Sue Wagner, Athol Branch Manager. Legislative packages will be provided by Vicki Kreimeyer Brown for the legislative breakfast in January. The theme “Access @ the Library” will continue for 2 years. Anne submitted a committee report (Attachment G), as well as, a draft 2002 Budget request (Attachment H).
Membership: Debra Babbitt, Boise, Debra Scoles Eastern Idaho, Robert Wright, and a representative from Boise Public children’s services worked together on the new membership qualifications. The goal is to have a stronger membership (Attachment I). Anne also included a proposed budget for the committee (Attachment J). Ideas include; corporate rates, institutional rates, and static window clings for corporate and institutional members. Annual conference attendance rates for non-members could increase up to $40.00, but new individuals can join and become a member for $10.00. It was suggested that membership renewal rate should be due at the annual conference, instead of February. Discussion insued. Membership directory will be available to members via a password protected directory. Also information for vendors and other libraries would be available on the web. Corporate links from ILA site is also a possibility. Penni Cyr recommended that perhaps non-profit organizations be the same price as corporate rates. She also suggested that the vendor exhibit rate be $350.00 plus $50.00 off for signing up before July 1st. Andrea Fisher has agreed to become the new Exhibit Chairperson. The current registration form for corporate sponsors will require changes if the board wishes to know if the corporation does or does not want an exhibit space. Penni Cyr also recommended that ILA charge a $75.00 fee for internet and web access, in addition to their exhibit space. Access to the password directory is also a request from exhibitors. The question of providing a meal ticket to corporate exhibitors was also discussed. Discussion as to whether advertising on the web based Idaho Librarian magazine insued as well. Kevin Booe moved that “The ILA board adopt the membership proposal for all categories of membership as presented and revised by Anne Abrams, effective January 2002.” Larry Almeida seconded the motion. Motion carried.
Academic: Chris Ashby told the Board that he was delighted to be a new member of the Board.
Public: Kevin Booe submitted the minutes and budget request from the Public Libraries forum (Attachment K) and asked for an increase in his budget (last page of the minutes). The Board voted to join Idaho Taxpayer Association. Larry Almeida moved that “the Idaho Library Association join the Idaho Taxpayer’s for a cost of $150.00.” The motion was seconded by Tim Hilebrand. Motion carried.
ED Media: Penny Cyr reported that she is in the process of contacting everyone in the Ed Media division by mail requesting their input as to what they envision is the division’s mission. She met with new Exhibit Chairperson and gave the information to her. Penni will help her out as needed. She will also work on the corporate rate form change for the conference. The budget for the Ed Media Division has been submitted to Pam Bradshaw. Penni reported that she felt that the Idaho School Media Programs Coalition might consider doing more behind the scenes coalition work this year instead of trying to get a bill through the legislature. She also suggested bringing in Keith Lance to address legislators regarding the impact of student success with certified media specialists vs aides in the elementary schools. The cost is estimated to be $800.00. Penni asked if it is possible for the fee to be paid through coalition activity money. Kevin Booe moved that “the ILA Board allocate $1200.00 in next year’s fiscal line “SLMC” support; as a carryover from this year’s special funding budget line.” Charlie Bolles seconded the motion.. Motion carried. Penni asked if ILA was willing to pay board members for attending executive board meetings in lieu of the conference. However, the bylaws state that monies are only available to cover the annual conference.
Trustees/Friends: Tim Hillebrand submitted the annual report for the committee (Attachment L). He reported that he had tried unsuccessfully to Email all library institutions for the name(s) of the President and/or representative of both the Trustee &/or Friends boards. Tim is continuing to work on this and plans to have an up-to-date mailing list later this year. The Trustee division did not request any funds this past year, but has requested $450.00 in funds for this year. Tim reported to the Board that at the annual conference, he did get negative feedback that there were not enough workshops of interest to trustees. He has also thought of sending out a newsletter, and John Pool has agreed to help with that as well.
ALA Representative: not in attendance
PNLA Representative: Susannah Price reported that she had just returned from a PNLA Board meeting. She passed out membership forms to the board. The annual PNLA conference will be in Missoula, Montana in August, 2002. Hotel reservations can be made at: (406) 721-8550. Currently, PNLA has total of 225 individual members, as well as, institutional memberships. PNLA is thinking about setting up a scholarship fund and library employment help patterned after ALA. For the leadership training at ALA midwinter, PNLA will send two people. Introductions will be made between the PNLA leadership representatives and the ILA leadership representatives. There is the possibility of continuing the leadership training with ILA and PNLA back in Idaho and the northwest, perhaps even a pre-conference workshop at ILA and/or training for ILA officers. Susannah mentioned that there were some dynamite speakers at PNLA. PNLA also has information on running a winter reading program on their web site. PNLA will have its annual conference in Boise in 2003 and is looking for an Idaho exhibit person to help with the conference planning. Susannah is gathering handbooks on Intellectual Freedom for PNLA as well to put them on-line for all to use.
Janet Strong: Janet reported to the Board that one ILA conference attendee was awarded a free night but the hotel in Pocatello gave it to an individual not associated with ILA. Janet will arrange for the hotel to credit ILA.
Adrien Taylor forwarded an Email to the Board informing them about the Governor’s decision to barricade the capitol and ask for identification, etc for admittance. There is a question as to whether the legislative day in January will be affected?
Book Awards Committee: Carol Silvers reported that Jim Hepworth of Confluence Press expressed interest to making the book award more prestigious. Volunteers to work on the committee were recruited at the annual dinner. (Attachment M) The goal and consensus of the committee is that they do want the award to be well known and be coveted by authors. They want to shift the emphasis to working with author groups, librarians, publishers, and to soliciting nominations. They will try to reach authors and publishers via; author newsletters, publish newsletters, etc., Email and snail mail. They want the winners involved with Idaho libraries. LCSC did a wonderful display on the winner and Carol wondered if the display might be taken on the road. There is also the possibility of underwriting a community activity and publicity materials. The committee is also exploring the possibility of a cash award, as well as, a winner’s package of in-kind items, from local merchants, as well as help with air fare, etc. The committee would need assistance from a local person to help out with donations. The current award cost is $370.00, but it is no longer going to be manufactured. The current budget is $1000.00. Carol asked board approval to seek corporate sponsorship, etc. A web site is currently being designed for the award, and past authors will be listed. The committee felt that the criteria must contain the following: the content being the most important, and the book must be about Idaho. Carol asked for permission to use a portion of last year’s monies, approximately $300.00, as seed money to start these changes. Discussion. Carol agreed to look into various possibilities and options and have them ready for the Board at the budget meeting in January. Rosmarie Fouad, moved that the “Idaho Book Award Committee will carry over any remaining budgeted amount into the next fiscal year.” Kevin Booe seconded the motion. Motion carried. Carol requested that a slot at the annual conference be saved every year at the conference for the award winner. Next year, Bill Johnson will be invited as a presenter, as well as the 2002 winner. Arrangements for space availability for book signing needs to be addressed as well. Please email Carol with any further suggestions.
Legislative: Vicki Kreimeyer-Brown informed the Board that the law revision task force met after the conference. The law revision will be forwarded to the legislature. The “Read to Me” declaration was sent to the Governors office. Public Library “Read to Me” programs will be contacted in November and requested to ask legislators in their area to support it. Vicki also submitted a 2002 budget request (Attachment N). The coalition wants the issue of School Librarians at the elementary level to stay alive. They agreed to pursue getting the issue before an interim committee. Vicki will work with the coalition and IEA to accomplish this together. Vicki explained how important visibility is with respect to Idaho legislators. Susannah Price moved that “ILA support the School Media Association and work with IEA to work to create an interim committee to study the need for Librarians in the elementary schools.” The motion was seconded by Charlie Bolles. Discussion. Motion carried . Last year, a copy of the Idaho book of the Year was presented to the Governor. This January, breakfast is scheduled at 7:30 and the presentation of the Idaho Book of the Yearbook should take place around10:30. The book will also be presented to the House and Senate Leadership. Vicki announced that she will be submitting a slightly larger budget this year to encompass more publicity and the contract with John Watts. His basic fee for 2002 is $8000.00, with an additional amount of $9000.00 to be used for library advocacy. In addition, the request lists $500.00 for expenses. A Total 17,000.00 for lobbying and $500.00 for expenses is requested. Kevin Booe moved that “the ILA Board add $8,000.00 to the $9,000.00 budget lines to cover added fees for extended legislative services and $500.00 to cover legislative expenses in the 2002 proposed budget.” Larry Almeida seconded the motion. Motion carried. Charlie Bolles abstained from voting, due to the State Library being part of the legislature appropriations. John Watts was available for questions and clarification. All further legislation will not be put onto the website until it is through the draft process. John will precede with his duties before January as the legislature convenes before the Boards next meeting.
Idaho Librarian Editor: Sandy Shropshire reported to the Board that the new issue of the Idaho Librarian was up on the web as of November 1st. Regular issues will occur in February, May August, and November. A large part of the next issue will deal with legislative issues. Deadline for that issue is January 15th. One issue of interest might be the fiscal impact to individual libraries after the Governor puts forth his budget. Discussion insued, and information may be put into the May issue. Sandy asked for clarification as to what sort of information the Board wants in a survey in the Idaho Librarian. The issue was tabled at this time. Sandy also reported that individuals can contact the web to find out how to submit book reviews.
Marlene Earnest reminded the Board that the next Board meeting is January 9 in the Ah Fong Room on the BSU campus. The conference planning committee will meet at 8:00 am, and the Board will meet at 9:30 am. The Legislature breakfast is scheduled for 7:30 AM on January 10th 2002.
Meeting adjourned.
Respectfully submitted,
Heather Stout Secretary
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