Guest, Betty Ann Dillon representing Friends of the Virginia Libraries.  

1. The meeting was called to order at: 10:07 A.M. 

2. Tom Hehman asked for agenda changes: move 1998 VLA Committee charges and 1998 Designated Agenda out of action items and add Betty Ann Dillon after ALA Federal Legislative Day. Barbie Selby moved, with Cy Dillon seconding, approval of the changes in the agenda. Passed. 

2. 1998 Council members introduced themselves. 

3. Approval of October 1997 minutes: Ellen Bell moved, with Scottie Cochrane seconding, approval of the minutes. The minutes were approved. 

4. 1997 Annual Conference report: Lis Chabot reported that a new data breakdown provides better Conference facts and analysis which includes number and type of registrant (member, nonmember, first-time attendee; public, academic, school, special/other; regions) and events attendance. The goal of the Conference Committee was to break even and not lose money. The Conference made a profit of $8773.52 and might be considered a model for future conferences. Linda thanked Cy Dillon for the excellent Conference reporting in Virginia Libraries. Council agreed.  

Motion: 

Barbara Severin moved, with Ellen Bell seconding, to recognize Lis and Linda Hahne for a wonderful job with the Conference and all the accomplishments be attributable to their efforts. Council confirmed. 

5. Treasurer's report: Terry Sumey told Council last year that during review, the Finance Committee thought VLA’s assets were close to $60,000. In actuality, VLA’s total assets are only about $35,000 due to unpaid bills totaling about $60,000 from previous years. 

Terry distributed the 1997 Revenue and Budget sheets. (Filed with official minutes) 

He then distributed the 1997 Revenue with 1998 Projected Revenue sheet showing projected increased revenue in the areas of advertising, membership dues, donations, and conferences. (Filed with official minutes) He stated that membership renewal so far, numbers about 400. He commended the excellent efforts on the part of the Legislative Committee to raise funds for legislative work. All funds for unit operations have not been committed yet and as funds materialize, VLA can commit the rest of the money. 

Terry distributed an interim 1998 Budget with proposed expenses of $258,070. (Filed with official minutes) In response to a question, Terry confirmed that all VLA money is invested, some in short term investments, and will not be used unless necessary. Linda stated, although our investment revenue which is projected at $3,000 for this year, is down from last year’s $3900, VLA’s checking account bears interest. Investment accounts are about $40,000. Terry announced that Linda Hahne has done a wonderful job in keeping records. He receives a disk at the beginning of each month with updated records and everything accountable.  

Tom said that this is the first year we have a breakdown of Conference costs with expenditures allocated to correct years. Linda just received figures from VEMA for the 1998 Conference so those were not figured into the 1998 Interim Budget.  

Tom announced that VLA started 1998 with a $30,000 deficit, which is now down to about $15,000. The plan is to balance the budget as best we can this year and work on a reserve balance equal to one year's operating budget.  

Motion: 

Ellen Bell moved, with Scottie Cochrane seconding, for approval of the 1998 Interim budget. Passed. (Filed with official minutes) Note: changed 1997 to 1998 on Interim budget dated 2/13/98. 

6. Executive Director's report: Linda distributed the 1998 Council Directory announcing that it already needs updating. Steve Helm has listed business and email addresses of Council members on the VLA Website. Linda distributed unit and region rosters to chairs. 

Linda announced that about 400 members have renewed. Linda will mail a reminder to those members who have not yet renewed and asked present members to renew. 

7a. 1998 Designated Agenda: Tom announced to Council that this was a year to stick to the basics, to look at VLA’s structure, straighten our finances, then look at our organization and see how we can balance the budget. Tom referred to his position statement of education, access and advocacy. Access seems best to fit under advocacy.  

He announced that VLA is in a state of change, emphasizing his three major issues:  

Continuing Education: 

1. Review of Conferences: VLA is considering various conference structures including VEMA’s which is very successful. 

2. 5-year schedule for conferences: change is that VLA will update it every year so there will always be a 5-year plan. 

3. December Leadership workshop: this is a critical activity that must be planned in advance to enable members an early start, so they’re not already behind when they start. 

Advocacy:  

VLA had an established operating reserve which helped to keep the organization afloat when the revenues were not that good. Plans are to rebuild the reserves to one year’s operating expenses. 

The VLA Manual is online and a review process of the organizational structure will be beneficial for the organization particularly in this year of financial difficulty. 

Carolyn Barkley moved, with Ellen Bell seconding, the adoption of the 1998 Designated Agenda. Passed. (Filed with official minutes) 

7b. Committee charges: Tom reviewed specific committee and unit charges. (Filed with official minutes) 

-This is the first year that VLA has hard data in relation to annual conferences to aid in planning a five-year schedule of conference sites. 

-In reviewing the budget, there were some line items that could be pared. 

-There are plans by Executive Committee members to target more members in hopes of increasing membership by 10%.  

-The Legislative Committee’s fund-raising has been successful. The Legislative liaison is budgeted for $19,000 with a large portion of that being paid by donations. This area needs review. Currently the liaison is being contracted in phases. The Legislative Committee is charged with evaluating the effectiveness of the liaison and reporting back to the Executive Committee. 

-Lis asked Council members to review the VLA Manual section about unit charges, see if there needs to be revision, and send comments to the Executive Committee or Stella Pool. 

8. Reports and announcements:  

1. Membership survey: Carolyn Barkley distributed copies of the VLA biennial membership survey. Of the 131 responses, about 120 were returned from conference attendees. (Filed with official minutes) Cy Dillon, in interpreting the survey, cautioned that opinions may be from a select group who attended the conference, people who were able to afford Northern Virginia or those with no fear of the area. Carolyn suggested future surveys be put on the VLA homepage, possibly every year not just every two years. The current survey, even with limitations, provides VLA with a snapshot of membership. 

2. Administrative Services Committee: Stella Pool asked current members to speak with their predecessors if they wanted a print VLA Manual. Print manuals should have been given to incoming chairs. She distributed new Manual covers that were not dated and pages for the interim appendices. She asked the chairs to review their unit sections critically and notify her of needed revisions or corrections. She also asked them to inform her of what each unit was doing and future plans. To increase membership, she asked Council members to speak with their colleagues about joining VLA and offered copies of the membership form if needed. Stella also had extra copies of the Committee Service Interest form since some standing committees have not been formed. 

3. Finance report: Terry Sumey, for Sam Clay, announced that the Finance Committee has been 

charged with developing strategies to balance the budget and to develop a reserve equal to one year’s operating budget. They will report to the Executive Committee in April. They are also charged with exploring the possibility of an endowed Scholarship fund and creating communication links with other organizations.  

4. Legislative Committee: Spencer Watts announced pre-session activities which included a group of about 14 people on the committee who worked with 140 members of the GeneralAssembly; every legislator was visited by a librarian and library supporter and most legislators were supportive of funding for libraries. The Committee met in Charlottesville in December to plan Legislative Day. Library representatives and people speaking about state aid were present at all the money committee hearings. They comprised 20-30% of the audiences. Lacey Putney (Bedford) of the Higher Education Subcommittee of House Appropriations was the chief sponsor of the full-funding amendment and Senator Chichester (Stafford County) of the Senate Finance Subcommittee on Education was the chief patron of the full-funding amendment.  

Legislative Day was January 22 and 39 public libraries from all areas of the state were represented. Request for state aid to public libraries was $1. 4 million for the first year of the biennium and $2.8 million the next year for the three-year phase-in. 

Due to pressures with the car tax relief, there is only about $50 million left for discretionary spending and that will determine the funding for libraries. Public libraries may also benefit from another amendment for technology in the House Science and Technology Subcommittee which would provide funds for training and equipment.  

Basic funding for VIVA should fare well. Also, on the legislative agenda is an additional request for $500,000 for VIVA’s private colleges to be matched by funds from private colleges. 

There was discussion about Delegate Bob Marshall’s (Prince William) HB348 which would require all public libraries receiving state aid to implement guidelines preventing obscene materials being accessed or downloaded on any public Internet workstations. Tom wrote a letter to Nolan Yelich in opposition to this bill and filtering software.  

There was discussion about ALA's Code of Ethics, Bill of Rights, and Freedom to Read Statement. Linda Farynk said that VLA did adopt those policies and they were reaffirmed. Tom charged the Intellectual Freedom Committee to report to the Executive Committee by April, a finding on VLA’s stance on Intellectual Freedom, to cover its affirmation or reaffirmation of documents relating to Intellectual Freedom and filtering. 

Motion: 

Lis moved, with Ellen Bell seconding, to officially commend the Legislative Committee for their efforts this year. Passed. 

5. 1998 Conference Committee: Tom stated that the February issue of the VLA Newsletter had an article about the Joint Conference. 

The theme is: "Libraries: from Gutenberg to gigabytes." General session speakers have not been confirmed yet. 

6. 1998 Conference budget: The VLA Manual does allow for joint conferences and includes a budget formula. Linda Hahne explained that the 1998 Conference has a separate account that is not part of VEMA or VLA accounts. 

7. VLA Units and Concurrent Session Proposals/ Paid workshops: Tom explained the budget and structure for the 1998 Conference. The VLA Manual states that some units are requested to hold programs as Continuing Education workshops and some for the Conference sessions. In previous years, VLA had budgets for sessions at the Conference and some units could join to sponsor sessions. This year there is no budget for units to present sessions at the conference. VLA conferences have also moved from several concurrent sessions to fewer sessions. VEMA's structure includes more concurrent sessions and some paid workshops. Tom distributed copies of the Concurrent Session Proposal (CSP) forms. The 1998 structure will allow for more presenters, more skill-building sessions, and more people to present workshops if they are interested. 

The expectation of VLA units this year is to encourage people to submit a CSP. We need ideas and people for the conference. Tom distributed the Continuing Education Needs Assessment Survey excerpt to show members’ program interests. (Filed with official minutes) 

Tom suggested that people submit the CSP and the Conference Committee will choose the presenters. It is hoped that the presenter’s institution will pay for costs such as photocopying.  

The Academic area needs to be represented. Hopefully, the CSP will appear on VLA’s Web page which would be filled out and sent via the Internet. 

8. ALA Federal Legislative Day: Tom, for Sally Reed, announced that they are working on reinstituting the VLA Legislators’ luncheon, hoping for 100 legislators, librarians, and library supporters to attend the event in Washington, D.C. on May 5. 

9. Betty Ann Dillon, Chair of the Friends of Virginia Libraries, described how they came into being. There was no special mission for the organization and they no longer have access to staff time or funds from the Library of Virginia due to their financial state. Their major project has been the exchange of information with other Friends groups through a newsletter and they will be celebrating their 5th anniversary on May 15th. The Friends of Virginia Libraries would like to explore the possibility of allying with the Trustees and Friends Section of VLA.  

It was suggested that we send VLA information to Betty's group - VLA needs new members and the Friends want a home. The Executive Committee will discuss the possibility of the Friends of Virginia Libraries becoming a part of VLA. 

9. Unit announcements: It was suggested that any unit announcements be sent to Pat Howe, Secretary, prior to Council meetings. She can attach the announcements to Council agenda and minutes for distribution to members. Council members can also bring copies of their announcements to Council meetings for distribution. 

Scottie Cochrane announced that the ALA/COLT Conference (Council on Library/Media Technicians) will be held just before ALA’s Annual Conference in D.C. Scottie also sent her ALA Midwinter Conference report to Council members (to be printed in the VLA Newsletter) 

Lis announced that Linda Hahne, Executive Director will be evaluated after the meeting. She thanked everyone for their comments. 

Carolyn Tate announced that the SELA Conference will take place in Little Rock, Arkansas from September 29 to October 3. SELA management has been taken over by SOLINET. 

Steve Helm announced that Radford University has a new server for VLA’s Website and that more than 900 people have accessed the server.  

Motion: 

Scottie Cochrane moved, with Steve Helm seconding, to acknowledge and extend our thanks and appreciation to Linda Farynk, (Radford University Library Director) for the gift of the server. Passed with applause.  

The Intellectual Freedom Manual will be completely revised this year. Any comments, suggestions, or ideas for needs it does not cover should be sent to Neal Wyatt at: nwyatt@vsla.edu. Neal will be contacting VLA regional representatives to aid the Committee with suggestions in an attempt for wider state coverage. She attended ALA’s Midwinter Pre-Conference on Intellectual Freedom with Judith Krug and ALA’s incoming President. There are plans for regional workshops (VA, DC, MD, and DE) on issues of Intellectual Freedom. March 16 begins Freedom of Information Week. The Committee will be working with Steve Helm in posting links to legislation affecting Intellectual Freedom in Virginia and Congress. (Submitted by Neal Wyatt after Council’s meeting) 

The next Council meeting will be held at the Central Library in Charlottesville on April 3. 

The meeting adjourned at 1:05 P.M. 

Submitted by, 

Patricia Howe, Secretary