VLA Council Meeting

February 12, 1999

Northside Branch, Jefferson-Madison Regional Library, Charlottesville

Present: Sandy Heinemann, President; Tom Hehman, Past-President; Carolyn Barkley, Vice-President; Stella Pool, Second Vice-President; Nancy Newins, Secretary; Terry Sumey, Treasurer; Linda Hahne, Executive Director; Mary Hansbrough, VLA Newsletter; Steve Helm, Webmaster; Sue, Barton, Region I; Pearline Harmon, Region III; Keith Weimer, Region IV; Jennifer Keach, Region VI; Jacque Dessino and Craig Gibson, Academic Library Section; Ruth Kifer and Carol Sinwell, Administration & Management Forum; Susan Keller, Awards & Recognition; Sandra Beehler, Collection Management Forum; Mary Mayer-Hennelly, Conference Committee; Louveller Luster, Continuing Education Committee; Neal Wyatt, Intellectual Freedom; Janis Augustine, Legislative Committee; Sarah Wiggins, Multi-Cultural Forum; Wayne Modlin, New Member Forum; Suzanne Leacy, Paraprofessional Forum; Janet Justis, Public Documents Forum; Tina Massengale, Public Library Section; Jane Schillie, Public Services Forum; Barbara Selby and Sue Trask, Publications Committee; Sydney Simpson, Scholarship Committee; Elaine Day, TSAR; Nancy Schiff, Volunteer Management Forum; Diantha McCauley, Youth Services Forum. Absent: Donna Betts, School Library Section; Scottie Cochrane, ALA Councilor; Connie Curtis, Region II; Cy Dillon, Virginia Libraries; Brent Frank Trustee & Friends; Linda Krantz, Legislative Co-Chair; Jan Pace, Collection Management; Sally Reed, Federal Relations; Don Socia, Paraprofessional Forum Co-Chair; Gail Tatum Local History, Genealogy; Magie Zarnosky, Region V.

1. President Heinemann convened the meeting at 10:02 a.m.
2. Council members introduced themselves. Sandy Heinemann noted a minor change in the agenda: the Membership Committee report was moved to the beginning of the "Reports" section of the meeting.
3. Tom Hehman moved approval of the minutes from the October 15 Council meeting as distributed, seconded by Stella Pool. The minutes were approved.
4. Executive Director's Report: Linda Hahne distributed an up-dated roster. She reported that VLA currently has 114 new members, 748 renewals and 473 non-renewals. She recently sent out second notices, and reminded Council members to renew their memberships if not already done.
5. Treasurer's Report/1999 VLA Budget: Treasurer Sumey distributed and reviewed the 1999 Proposed VLA Revenue and Expenditure Budgets (appended to the official minutes as attachment #1). Terry Sumey noted that the $135,700 budget for the conferences was of necessity a fluid figure. He also noted two changes in the proposed expenditures: "Contracted Services" to increase from $24,000 to $27,200 and "Contingency" to decrease from $10,225 to $7,025. He also noted a correction to the "Total Operating & Donation" budget line on the revenue budget from $101,000 to $113,000. For the coming year, VLA has a balanced budget with $7,000 in contingency. Terry Sumey moved, with Susan Keller seconding, the adoption of the proposed budget.

In discussion, Barbie Selby asked if VLA would publish a membership directory for the coming year, and it was noted that the Executive Committee put money in the budget for this. The Publications Committee can make the final decision. Sandy Heinemann noted that the membership directory is an important service for members and that funds are available. The motion was called, and the proposed budget was approved unanimously.

Treasurer Sumey distributed and reviewed the year-to-date revenue and expenditure budgets (appended to the official minutes as attachment #2). He noted that dues are a major component of the budget, and encouraged Council members to be sure to renew. Pledges of $29,000 have been received through legislative fund-raising efforts. The goal is to build up a legislative reserve fund to pre-fund the coming year's legislative expenses. The legislative liaison position should be contracted in advance if financially feasible. Neal Wyatt suggested that the existence of a legislative fund should be publicized, perhaps in the VLA Newsletter. She noted that individual VLA members might be interested in making donations to this fund. Terry Sumey suggested that this should be encouraged, and Sandy Heinemann will work with the Legislative Committee to develop this.

In summary, Terry Sumey briefly reviewed the financial difficulties faced by the association in the past year, and the impressive turn-around over the past several months. VLA is in the happy position of having a $27,000 surplus at the end of 1998, where a $20,000 deficit had been expected. The unknown factor for the coming year will be how much the new dues structure and the membership drive will improve the net operating portion of the budget. Treasurer Sumey reviewed VLA's three financial goals for the coming year: 1) to work toward a reserve fund equal to one year's operating expenses; 2) to pre-fund the legislative liaison position; and 3) to begin development of the scholarship fund.

Linda Hahne noted that a large part of the $27,000 income was due to conference proceeds from both the annual and the paraprofessional conference. Treasurer Sumey also commended efforts to hold down the operating budget and the contribution of the Publications Committee in working with a reduced budget. President Heinemann commended both Terry Sumey and Linda Hahne for their excellent work with the budget.

6. Proposed 1999 Designated Agenda: Sandy Heinemann distributed drafts of the proposed VLA Strategic Plan and Designated Agenda (appended to the official minutes as attachment #3). She noted that the strategic planning document essentially comes from the Ad Hoc Planning Committee and unit chairs, and will cover the next two-three years. In contrast, the Designated Agenda details specific priorities for VLA for the coming year. Sandy requested that Council review the proposed Strategic Plan, looking specifically at areas assigned to committees for which Council members hold responsibility. All comments and suggestions should be forwarded to her prior to the next Executive Committee meeting on March 12.

She proceeded to briefly review the Designated Agenda. Stella Pool moved, with Pearline Harmon seconding, the adoption of the Designated Agenda for the coming year, and the motion was passed unanimously.

7. Resolution for Sam Clay: The following resolution was submitted for approval by Council:

Whereas, Edwin S. Clay III has repeatedly demonstrated his support for the Virginia Library Association, both as an active association member and in leadership positions for many years; and

Whereas, He served as a most effective chairman of the 1998 Finance Committee and was instrumental in developing a plan to stabilize VLA finances. The report of the Finance Committee also initiated a re-examination of the purpose, goals and structure of the organization; and

Whereas, In 1999 he provided the crucial leadership for obtaining funding for VLA's legislative efforts; therefore, be it

Resolved, That Edwin S. Clay III be recognized and commended for his efforts on behalf of the Virginia Library Association and its members.

In discussion, both Tom Hehman and Terry Sumey commended the excellent work done by Sam Clay. Treasurer Sumey noted especially the fact that within three weeks of agreeing to lead the effort to raise funds for legislative liaison activities, Sam Clay had reached the goal of $29,000 in pledges. Neal Wyatt moved with Keith Weimer seconding the acceptance of the resolution and the motion passed unanimously.

8. Membership Committee Report: Carolyn Barkley reported as Chair of the

Ad Hoc Membership Committee, newly created and consisting of region and section chairs and the VLA Second Vice-President. The committee charge is to address issues of VLA recruitment, retention and marketing over the next two years. The committee will work on both short-term and long-term strategies. The theme for membership recruitment for the coming year is "One Minute for Membership," and the committee has collected data on both current membership and the pool of potential members in Virginia libraries. VLA currently has approximately 19% membership out of the total potential membership pool. The goal for the coming year is a 5% increase in new members. Council members participated in an activity to brainstorm ideas for membership recruitment and retention. The next meeting of the committee will be March 10 in Charlottesville.

9. 1999 Conference Committee Report: Mary Mayer-Hennelly reported that

the upcoming VLA Annual Conference will be at the Homestead, which presents both good news and a challenge. She stressed the importance of letting members know that the cost for the Homestead is not prohibitive and noted that directors should encourage attendance. The program ("Virginia Libraries: Values and Visions for the 21^st Century") is shaping up to be an exciting one. Speakers include Ann Symons (ALA President); David Baldacci; and Donald McCaig. Linda and Robin Williams (NPR) will provide entertainment. Proposals for concurrent sessions are needed, especially from academic librarians, and a proposal form was distributed. Sandy Heinemann suggested that Council members might personally contact possible speakers. She also noted that a list of alternative accommodation will be prepared. The conference committee will meet again at the end of March.

10. Continuing Education Committee Report: Louveller Luster reported that

the committee received excellent feedback from the Program Planning Workshop. Linda Hahne has placed orders for the ALA/CLENE publication, Program Planning Tips for Librarians, and Linda has 2-3 copies to loan. Sandy Heinemann mentioned that all program planners should contact Linda Hahne or Louveller Luster if assistance is needed in planning their unit programs.

11. Legislative Committee Report: Janis Augustine reported that the House

approved $2.8 million for state aid in year 2 of a 3-year plan; $1.7 million to fund phase 1 of "Infopowering the Commonwealth" (the Technology Plan); and $800,000 to fund 17 archivists positions at the Library of Virginia to keep up with the backlog. The Senate recommended $1.4 million for state aid; $385,269 and 7 positions at LVA; and no technology funds for Infopowering. The Senate recommended $200,000 for VIVA. The House bill HR 1043 ("Internet and Electronic Access") is now on the Senate floor. This bill mandates that schools and public libraries have acceptable Internet use policies and it is supported by LVA. This bill will likely be approved. The Marshall and Black bills died in committee. "Friends" sales tax exemptions were approved. Committee priorities include: 1) better relations with the Executive Branch; 2) support the effort for library capital and construction expenditures; 3) support public law librarians; 4) support for non-visual access to technology. Barbie Selby asked for a list of Senate Conferees. They are Chichester, Colgan, Gartlan, Stosch, Walker and Wampler. House Conferees are Bloxom, Callahan, Diamonstein, Dickinson, Dillard and Hall. Legislative Day was January 21, and 61 librarians participated visiting over half the legislators. Sandy Heinemann commended the committee for the excellent job that they are doing.

12. Administrative Services Committee Report: Stella Pool distributed packets

with revised pages of the VLA Manual, and commended the Administrative Services Committee for their hard work in the manual revision effort. She asked Council members to add the revised pages to their manuals. New council members should have received manuals from their predecessors.

13. Unit Reports & Announcements: Intellectual Freedom Committee (Neal

The meeting adjourned at 12:35 p.m.