VLA Council Meeting Minutes February 21, 1997
Jefferson -Madison Regional Library, Charlottesville
Present: Lis Chabot, President; Tom Hehman, Vice President; Carolyn Barkley, Second Vice President; Pat Howe, Secretary; Linda Hahne, Treasurer and Interim Executive Director; Caroline Parr, Past president; Sue Trask, VLA Newsletter; Steve Helm, Webmaster; Cy Dillon, Virginia Libraries; Lisa Bachelder, Region I; Libby Blanton, Region II; Ellen Bell, Chair-elect Region II; Carolyn Hughes, Region III; John Twombly, Region IV; Andrew Pendergrass, Region V; Susan Hastings, Region VI; Susanne Glass, Scholarship; Virginia Johnson, Intellectual Freedom; Diane Moore, Paraprofessional Forum; Izabela Cieszynski, Legislative; Beverly Shearon, VEMA Rep; Jeff Clark, Media Roundtable; Linda Gosnell, CYART; Chuck Koutnik, Public Library; Karen Cary, TSAR; Juleigh Clark, Continuing Education; Rosemary Green, Library Instruction; Karen Dillon, Awards and Recognition; Scottie Cochran, ALA Councilor; Barbara Severin, Trustee; Terry Sumey, Finance; Rebecca Laine, Publications; Carolyn Tate, SELA; Linda Farynk, VA Coalition for Open Government; Dereka Smith, Local History and Genealogy; Terry Long, VALL; Mary Clark, Public Documents; Judith Robinson, Library Development and Cooperative Programs; Donna Pletcher, New Members Roundtable.
Robin Benke, College and University Section absent due to illness.
1. A quorum was present and the meeting was called to order at 10:20 A.M. by President Lis Chabot.
2. Introductions were made around the table and Lis distributed three copies of the 1997 Council Members' list for corrections. These will be kept by Lis, Linda Hahne and Pat Howe.
3. Scottie Cochrane moved, with Carolyn Barkley seconding, approval of the November 14, 1996 minutes. Passed.
4. Treasurer's report: VLA had been operating with a February 1 through January 31 calendar year. Now the calendar year will run from January 1 through December 31. Linda Hahne described her attempt at balancing the checkbook. VLA had a balance of $18,404 when the bill for $22,000 came from the Marriott. She has since deposited $74,000 and has written checks for approximately $72,000. She withdrew about $50,000 from VLA investments leaving $21,459, closed the credit card account and transferred the money into the checking account which now has a balance of $20,620. VLA has bonds totaling $24,608. VLA's current net worth is $66,687. Linda distributed a Profit/Loss sheet showing a deficit of $35,417 for the calendar year of 1996. VLA began revenue tracking two years ago and needs to address the problem of revenue. The 1996 Conference lost money for VLA due to the number of reserved rooms that went unfilled and food costs on the contract with the Marriott. Linda Hahne is negotiating with Crystal City for the 1997 Conference and is separating VLA's operating budget from the conference budget. Cy Dillon thanked Linda for her efforts and the Executive Committee for their decision regarding the Executive Director.
5. 1996 Annual Conference Report: Carolyn reported that 580 people attended the Conference; VLA had to pay the Marriott an additional $7,000 because we did not fill the number of rooms as stated on the contract; the dessert social had 235 people attending which was lower than expected. If all the revenues from the exhibitors and attendees were collected VLA would have $82,000, but only about $76,000 has been collected. To her knowledge, Linda Hahne stated that all revenue from the conference was in, although a few bills may still be outstanding. It was not clear from the contract, how much money was expected due to hotel room slippage and catered events. It was asked if the vendor rooms were included in the count. Carolyn Barkley was not sure. The Conference committee will be looking at food activities to be included at future conferences. There were only 75 evaluations turned in, but the evaluations were complimentary of the Conference.
There was a question as to what VLA's financial short fall resulted from and is VLA conference dependent? Carolyn Barkley stated that VLA should at least break even with conferences. Lis Chabot said that we are dependent on dues which do not cover member benefits. Chuck Koutnik stated that a few years ago VLA Council brain stormed on how to save money such as moving Council meetings to libraries. Linda Hahne agreed, but acknowledged there were other items to consider such as ALA membership in order to maintain an ALA chapter (Scottie Cochrane confirmed the need to be a member of ALA), that we must scrutinize everything and consider whether or not we are obligated to continue what we have done in the past. Caroline Parr said we must compare revenues and expenditures. Linda Hahne is hoping for more ads to generate revenue or to use profits from conferences and programs.
A question was raised as to why there was a drop in attendees. Caroline Parr stated that VLA will have to look at the present structure of conferences. Carolyn Barkley stated that VLA cannot renegotiate contracts that were written a number of years ago. Lis reminded the Council that last year Council voted to hold the 1999 Conference at the Homestead. Linda Hahne is now negotiating that contract. Chuck asked if we save money or make a profit when we have joint conferences. It has been almost 10 years since the last joint conference. VLA will host a joint conference with VEMA in 1998. Caroline Parr said there's more competition for conferences such as PLA and Computers in Libraries. Since conference planning involves extensive work, Becky Laine asked about the possibility of a Conference Planner stating that VEMA is trying this concept this year. Juleigh Clark suggested we look at smaller conferences for the future and how that might be handled. If the conferences don't draw the large numbers they used to, perhaps we could look for other formats. Terry Long spoke about conferences that made money, but they were mostly handled by volunteers. Karen Dillon suggested that perhaps we spend too much on our speakers. Carolyn Barkley said the Conference committee was looking into that. Since this year's conference was being held in the Washington, D.C. area, Scottie Cochrane stated that Federal employees cannot charge.
6. VLA Executive Director Update: Lis presented the history of the change in the Executive Director's position. The Executive Committee held a meeting on December 4, 1996 as a result of the Finance Committee's report and the state of VLA's organizational finances. The Executive Committee voted to terminate the contract with PS, Inc. effective December 31, 1996. Due to the nature of the situation and within guidelines of the Bylaws, the Executive Committee gave the Treasurer the duties of the Executive Director. VLA will be drawing up a services contract on April 15 when Linda Hahne will resign as Treasurer. At the end of the year, VLA will evaluate Linda's performance. Cy Dillon said the Finance Committee had planned to make a site visit to the VLA office, but did not in light of the Executive Committee's decision. He felt the Executive Committee made the best decision for the good of the organization.
Scottie Cochrane was concerned that Debbie Trocchi was not evaluated along the way and about the "appearances" of the sudden appointment of an Executive Committee member in the Executive Director's position. She suggested conducting a search for a new Executive Director. Caroline Parr stated that the responsibility of outgoing VLA Presidents was to evaluate the performance of the Executive Director. John Stewart had complaints about services and sent Debbie a letter. When Linda Farynk wrote the new contract with PS, Inc. it was evident that services were not being rendered. Debbie did have some feedback. Lis offered the need to look at what VLA expects the Executive Director to provide and that the Executive Committee will look at what VLA needs and can afford. Scottie suggested the need to make an investment in the Executive Director for training and administrative management. Linda has membership in the same organizations that Debbie had in this area. Lis stated perhaps we need a Conference Planner in addition to the Executive Director, that we must look at what is essential and affordable.
Linda Hahne announced that the new VLA address and fax number were on the cover of the VLA Manual and that she has an e-mail address which is also available through the VLA homepage. She will personally answer the VLA phone on Mondays, Wednesdays and Fridays. Voice mail will answer on Tuesdays and Thursdays. Linda will call back if you leave a message. Linda asked Council for items that needed to be done and to inform her in the future of any VLA needs. Lis suggested that we put more in writing, such as job and office descriptions, in the VLA Manual. Linda announced that the VLA renewal forms were in the Newsletter and she will use these to create an accurate membership database. Officially there are now 250 members. Future membership forms should be distributed in October. A reminder renewal form will be in the next VLA Newsletter. Linda announced that Council members could pick up new VLA stationery with the changed address after the meeting.
7. VLA Website Update: Steve Helm reported that the VLA Website is receiving more than 100 visits a day. The VLA Jobline is now on the VLA homepage and most of the accesses are from people who are looking for jobs. Linda Hahne receives the job openings, verifies the information, and then sends them to Steve to list on the homepage. The Paraprofessional conference schedule and VLA scholarship information has been sent to Steve. The VLA Manual, "Virginia Books Review," and CYART information will be posted. VLA programs can also be posted. Check with Steve about procedures for submissions. If submitting maps, etc. send the information separately to Steve. The Web will make Adobe Acrobat accessible which allows one to download graphics and PDF files. If a Council member does not want to be listed on the VLA homepage, please notify Steve. It was brought to Council's attention that everyone on Council should have a VLIN e-mail account if desired. It was suggested that VLA provide members with a choice as to whether they want to receive communications electronically or in paper format. Lis would like to use the VLA homepage as a means of communication for members.
8. Action items:
- Election process: Other than the Executive offices, there are many uncontested elections
and those that have more than one candidate running, have very little information about
the candidates on the ballot sheets to help people decide. It is also difficult to recruit
people to run for positions. Lis would like Council to consider the possibility of having
current chairs appoint officers as necessary and an outgoing chair recommending or
securing a successor who would then receive confirmation from VLA to serve for a
particular year. Discussions on this topic to be continued.
- 1997 Operating budget: Linda Hahne distributed a preliminary budget which will be turned
over to the Finance Committee to work out and balance the budget. She hopefully will be
able to seek budget approval at the April Council meeting.
- 1997 VLA Designated Agenda Development: Council members formed groups based on the color of the dot on the 1997 Designated Agenda handout at their seats. Any member with the #1 on their dot became the group recorder. Members of the Executive committee were facilitators for each group. Members also had the 1996 Designated Agenda and groups spent about 25 minutes discussing strategies and topics for the 1997 agenda. Then, using post-it notes placed on posters along the wall, reported their strategies. Each Council member then affixed yellow dots on their top 3 priority items. Executive Committee will review the strategies and form the 1997 Designated Agenda.
9. Reports and Announcements
- Administrative Services: Carolyn Barkley distributed the 1997 VLA Manuals & Bylaws
minus the appendix which is forthcoming. Carolyn stated that she had to start from the
beginning because it was not available on a disk. She then gave a disk-copy of the Manual
to Linda Hahne and to Steve Helm to post on the Web.
- Legislative Committee: Iza Cieszynski announced that attendance at this year's Legislative
Day was better than in previous years and that we must continue our relationship with the
Library of Virginia. The General Assembly did approve $250,000 toward state aid for
public libraries. The Friends' Bill (exemption from sales tax) had died, but was revived
by VLA's lobbyist. She reiterated that librarians and Friends must contact local legislators
and keep them abreast of library needs, that we are a grassroots movement and must have
constant interaction with the legislators. There is still a need to raise $1700 toward the
$3000 needed for full-funding for VLA's lobbyist position. Council members agreed that
we need to start now by obtaining all the necessary information from our
Congressmen/women to begin to list items needed to work on for next year. January is
too late for actions.
- Finance Committee: Terry Sumey stated that the Finance Committee has been working for
a year on their report and knew there were problems. The committee made
recommendations to Linda Hahne and he commended Linda on getting the financial
records in order. The committee will now have better information from which to work.
The Finance Committee will review the 11 items adopted by the Finance Committee and
the Executive Committee before the next Council meeting. He suggested that VLA have
at least one year's operating funds as surplus. The Finance Committee will also work on
VLA's asset value.
- 1997 Conference budget: Linda Hahne reported that the 1997 Conference budget was in
a preliminary stage, but will be available at the next meeting.
- Conference Program Planners' Workshop: Lis distributed handouts for the workshop to
be held March 14, 1997 at the Central Branch of the Jefferson-Madison Regional Library.
The theme for this year's conference is, "Bri dging the Boundaries - Partners in Knowledge." Dennis Reynolds, co-chair of local arrangements, is also head of CAPCON. A handout of unit chairs from the DC Library Association was distributed should anyone wish to contact them. The Conference Committee will consider ideas and changes for future conferences.
- ALA Federal Legislative Day: Lis distributed an issue brief from the ALA Washington Office with issues from the 105th Congress expected to affect libraries and the "ALA Chapter News." She stated that we have to have a real presence in Washington on Legislative Day and that Senator Warner's office is supportive of libraries. VLA might consider a "Library Supporter" award for Senator Warner.
9.1 Unit Reports:
- Scholarship: Susanne Glass is readying an ad for VLA Scholarship information.
- Intellectual Freedom: Virginia Johnson announced that their upcoming program "The
Freedom of Information Act - What are your rights?" is scheduled for March 14. She
listed a number of Legislative actions that concern VLA: VLA signed against the Parental
Rights Amendment; HB1623 "Harassing e-mail" was reassigned to a Court of Justice
subcommittee; HB 1638 "Information Infrastructure Providers" is still in committee as is
HB 2517; HB 2762 "Remote access to non-confidential court records" definition of on-line
does not include Internet access, passed by House and Senate. There will be a rally on
March 19 in Washington, D.C. in front of the U.S. Supreme Court building to protest the
"Communications Decency Act." The Intellectual Freedom Committee Web page is on
VLA's site which includes the revised edition of VLA's Intellectual Freedom Manual. The
Committee is working on a revised print manual.
- Paraprofessional Forum: Diane Moore announced that the Forum is having their Spring
Conference in May. She distributed conference schedules and said 1950 forms were sent
out and the Conference schedule is also on the VLA Website. The Forum is seeking
nominations for the Outstanding Paraprofessional Award and the Evelyn Kimball
Scholarship which provides full conference fees to a deserving paraprofessional. Both will
be presented at the Spring Conference.
- Region I will be hosting a mini-conference with VEMA's Region I at Radford University
on March 10.
- Region II is planning a September program on Collection Management and Assessment.
- Region III is looking for a Chair-elect and a cosponsor for a program about public access
to business resources or health information.
- Region IV has tentatively scheduled a workshop for June 6 at the University of Richmond
on "Free full-text sources on the Internet."
- Region VI is planning their program for May 6th.
- Library Instruction Forum is having a one day workshop with the VIVA User Services
Committee on "Teaching techniques in the electronic environment" on May 30.
- Awards and Recognition: Karen Dillon said announcements will be coming out.
- Virginia Libraries: Cy Dillon reported that Virginia Libraries will be trying to go online.
- ALA Councilor: Scottie Cochrane reported on the ALA Midwinter meeting stating that
there are more than 20 telephone companies in Virginia, there is a Consumers Union and
we need to negotiate for the lowest telecommunication rates statewide; ALA is searching
for a new Executive Director, there were 14 librarians out of 34 applications; ALA
Council endorsed piggy-backing the Justice Department's suit against Baker & Taylor and
the recent allegations regarding appropriate discounts for certain categories of books; there
will be a Supreme Court hearing on March 19 for attorneys to argue the constitutionality
of the Communications Decency Act - ALA is a lead plaintiff in the case; the Freedom to
Read Foundation is asking each state to nominate lawyers as resource people to assist in
Intellectual Freedom issues, people who are familiar with library issues-Scottie asked for
suggestions.
- Publications: The committee has completed the revision of the Publications Manual and
it will be accessible through VLA's Web site.
- SELA: Carolyn Tate sent greetings from Lorraine Summers, president of SELA;
announced she would like Virginia's membership in SELA to increase from the current
71 members; SELA's Executive Director has resigned; the next biennial Conference will
be October 1998 in Little Rock, AK.
- Virginia Coalition for Open Government: Linda Farynk distributed their Newsletter and
mentioned the article within the newsletter about the $5500 start-up grant VCOG received;
mentioned the article that appeared in the July/August/September issue of Virginia
Libraries about VLA's partnership with VCOG.
- VALL (Virginia Association of Law Librarians): Terry Long announced the
teleconference, March 20 at William & Mary, on the topic of the "Future for Librarians"
and the Conference on April 4 which includes the topics of book repair, budgeting, time
management and disaster planning.
- Public Documents Forum: Mary Clark announced there is an all day program scheduled
for May 28 with Walter Newsome at the Library of Virginia.
- New Members Roundtable will be hosting a technology open house on April 22.
- Planning for Library Excellence: Tom Hehman announced that this is a VPLDA (Virginia
Public Library Directors Association) project, they are in the process of writing standards
for public libraries, and hopefully an approval draft will be ready in May. Once approved,
Tom hopes it will receive endorsement by VLA.
