VLA Council Meeting
April 9, 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;
Connie Curtis, Region II; Keith Weimer, Region IV; ; Maggie Zarnosky, Region
V; Jennifer Keach, Region VI; Craig Gibson, Academic Library Section; Mary
Mayer-Hennelly, Conference Committee; Mary Prendergast, Continuing Education
Committee; Neal Wyatt, Intellectual Freedom; Gail Tatum, Local History,
Genealogy; Sarah Wiggins, Multi-Cultural Forum; Suzanne Leacy and Don Socia,
Paraprofessional Forum; Janet Justis, Public Documents Forum; Don Hayes,
Public Services Forum; Barbara Selby and Sue Trask, Publications Committee;
Elaine Day, TSAT; Brent Frank, Trustee & Friends; Nancy Schiff, Volunteer
Management Forum; Diantha McCauley, Youth Services Forum. Absent: Pearline
Harmon, Region III; Jacque Dessino (Excused), Academic Library Section; Ruth
Kifer and Carol Sinwell, Administrative & Management Forum; Scottie Cochrane
(Excused), ALA Councilor; Susan Keller (Excused), Awards & Recognition;
Sandra Beehler and Jan Pace, Collection Management Forum; Louveller Luster
(Excused), Continuing Education; Sally Reed, Federal Relations; Janis
Augustine (Excused) and Linda Krantz, Legislative Co-Chairs; Wayne Modlin,
New Member Forum; Tina Massengale (Excused), Public Library Section; Jane
Schillie (Excused), Public Services Forum; Sydney Simpson, Scholarship
Committee; Donna Betts, School Library Section; Cy Dillon, Virginia
Libraries. (Note: "excused" indicates advance notification of absence to
the Secretary).

1) President Heinemann convened the meeting at 10:05 a.m.

2) Minutes from the February 12, 1999 Council meeting were distributed
(appended to the official minutes as attachment #1). Two corrections were
noted: TSAR is now TSAT (Technical Services and Technology); and the
spelling of Maggie Zarnosky's name was corrected. Nancy Schiff moved, with
Stella Pool seconding, the approval of the minutes. The minutes were
approved.

3) Recognition of Sam Clay: was postponed until the next Council
meeting.

4) Executive Director's Report: Linda Hahne reported that VLA currently
has a total of 1,082 members with 318 non-renewals. Registration for the
Paraprofessional Forum Conference currently stands at 318 with a
registration cutoff of 500. Currently 41 registrations have come in for
Federal Legislative Day. The invitation to exhibitors for the Annual
Conference will go out next week.

5) Treasurer's Report: Treasurer Sumey distributed and reviewed the
1999 Income and Expense Statements for the first quarter of 1999 (through
March 31, 1999). (Appended to the official minutes as attachment #2).
Terry noted that expenses are on target and that transfers to investments
and income flow are working well. VLA has met the budgeted amount for dues.
The goal for dues this year is $65,000. Cash from the Paraprofessional
Forum Conference registration is in the bank. A $20,000 surplus has been
transferred to investments.

6) Proposed 1999 Annual Conference Budget: was distributed and is
appended to the official minutes as attachment #3. Terry Sumey noted that
the revenue budget is conservative, projected at 400 attendees and 75
vendors. Sandy Heinemann reiterated that VLA wants to at least break even,
and the budget is necessarily a cautious one. Steve Helm asked about the
number of vendors and Linda Hahne responded that the Grand Ballroom at the
Homestead accommodates 80 vendors with room for expansion. There were 77
vendors at the last annual conference. Steve inquired if vendors would pay
for program time. Linda responded that this is up to the Conference
Committee, and Sandy noted that this might be a potential revenue stream.
Linda will investigate this. Barbie Selby moved, with Steve Helm seconding,
approval of the conference budget. The motion carried unanimously.

7) Site for Annual Conference 2000: Sandy Heinemann reported that, due
to some confusion at the Williamsburg Marriott, that site was not available
for the 2000 Conference. Linda Hahne presented a proposal suggesting that
the Clarion Hotel in Norfolk be the conference site. The whole hotel is
available for October 19-20, 2000 and exhibits and sessions can be held at
SCOPE as well. Linda and Carolyn Barkley toured the property, and both
noted that the hotel is a nice facility and recently renovated. Parking is
free and the proposal includes a conference room rate of $89/night. Linda
also noted that the hotel is on the electric bus line for Norfolk, and is
close to the new mall. This will be a two-day conference (Thursday-Friday)
but rooms have been blocked for Wednesday and Friday nights. Linda will see
about the possibility of extending the conference rate through the weekend.
Barbie Selby asked about a Friday night event, and Linda responded that
planning has not proceeded that far yet. Carolyn Barkley mentioned that the
conference format will change to some extent to accommodate the two-day
framework, and announced that Morel Fry from Old Dominion University Library
has agreed to serve as conference chair. Sue Trask moved, with Stella Pool
seconding, that the proposed conference site for the 2000 conference be
accepted. The motion passed unanimously.

8) By-laws and Manual Revisions: Stella Pool distributed the final
version of the VLA Bylaws (appended to the official minutes as attachment
#4). She noted that the manual revisions were almost complete, and her goal
is to distribute these changes before the next Council meeting. The next
project for the Administrative Services Committee is to begin transfer of
archival files to the VLA archives at the Library of Virginia. Stella also
commended the Administrative Services Committee for their hard work on the
manual revisions.

9) Membership Committee: Carolyn Barkley distributed and discussed the
report from the VLA Ad-Hoc Committee on Membership Recruitment and Retention
(appended to the official minutes as attachment #5). Carolyn noted that
ideas from the brainstorming exercise at the last Council meeting had been
incorporated into the report and referred to the list of possible
recruitment and retention activities on page 2. Items a-j were designated
as possible short-term activities; k-x as long-term activities.

Pages 5-7 of the report delineate the committee's proposed
"VLA Membership and Retention Strategy/1999" with the goal to increase
membership in VLA by 5% (199 more members) by October 1999. Among the
activities proposed are a recruitment package; a confirmation and welcome
packet for new members; and an end of first year membership evaluation. To
address retention of current members, some proposed suggestions include
phone calls to non-renewing members (done at the regional level) and
collection and analysis of data on reasons for non-renewal to establish some
statistics and trends. To identify candidates for new memberships
suggestions include contacting library schools in the Mid-Atlantic region
and establishing a process to obtain names of newly certified public
librarians from the Library of Virginia.

To a list of current membership benefits, "provides career
development and leadership opportunities" was added. To "establish
libraries as centers of recruitment and membership activity," the committee
suggested that library directors be targeted for membership and support.
Presentations at a variety of regional and institutional directors' meetings
are envisioned. Carolyn noted that personal contacts are often the most
effective recruitment strategy. The committee also suggested that the VLA
President send letters of commendation to directors for their employees'
notable work on VLA committees and in leadership positions with VLA. Carolyn
noted that the committee will develop the long-range plan next year.

Barbie Selby mentioned that the Virginia Association of Law
Librarians had just met and suggested the possibility of a future joint
conference at the Homestead. Steve Helm suggested that the membership page
be updated on the web. Sandy Heinemann thanked Carolyn and the committee
for an exciting plan, and also mentioned that, in addition to increasing the
membership, VLA wants to attract active participants and to develop
leadership potential within the association.

10) Legislative Committee: Tom Hehman distributed the "VLA Legislative
Agenda for the 2000 General Assembly Session" (appended to the official
minutes as attachment #6). He reported that the committee had a good year,
with the second year of full funding for public libraries ($2.8 million)
achieved. An additional $2.5 million for the coming year is needed to fully
fund state aid for public libraries, and is priority one on the legislative
agenda for next year. Priority two is full funding for the technology plan
to provide universal access to the Internet and Web in Virginia's public
libraries. "Infopowering the Commonwealth" received $500,000 this year,
which provides a good start. An additional $5.5 million will be requested
for the coming year. Special recognition was provided for legislators
supportive of VLA's efforts. Next year an effort will also be made to
provide more state aid funding "upstream" by including funding for libraries
in Governor Gilmore's budget request, as opposed to funding through a budget
amendment.

Tom commended the work of the Legislative Committee and Phil
Abraham, VLA's Legislative Liaison. The Executive Committee approved the
third (post-session) phase of Phil's contract and he is working on both
inclusion of funding in the governor's budget and "Infopowering." A meeting
with the state Secretary of Education is planned on April 16 to address the
governor's budget issue, and Carolyn Barkley, Sandy Heinemann, Sam Clay and
Phil Abraham will represent VLA.

Steve Helm asked what strategy was planned in seeking
funding for "Infopowering." Tom replied that the full amount would be
requested, but with a fall back position. Tom also recognized Sam Clay's
efforts to raise funds for the legislative liaison position.

Tom reviewed the legislative agenda, approved by the
Executive Committee the previous day. He noted the need to increase support
in the Senate, and mentioned that VLA supports the Library of Virginia in
their budget requests. LOV received funding for 17 archivist positions this
past year. He noted that bulleted items were in no special order, but were
items that VLA needed to monitor. Steve Helm suggested that the VIVA
initiative be moved up on the list. Tom responded that the agenda is more
tactical than strategic, and serves as a guideline for the legislative
liaison. Sandy Heinemann responded that she had invited VIVA to delineate
areas of support but had received no response. Barbie Selby commented that
it is her impression that VIVA wants to keep a low profile. Tom noted that
VLA takes cues from VIVA, and that the association doesn't want to take
action that would be counter-productive.

Stella Pool moved, with Neal Wyatt seconding, approval of
the VLA legislative agenda. In further discussion, Barbie Selby asked is
public law libraries could move up on the priority list if they develop a
strategy? Tom responded affirmatively, and suggested that they approach
either the Legislative or Executive Committees. The motion passed
unanimously.

11) Conference Committee: Mary Mayer-Hennelly reported that Carol
Tenopir (LJ columnist) and Dr. E.J. Josey (Former ALA President and founder
of ALA's Black Caucus) had just confirmed for the conference. A conference
logo is in preparation, and an insert for the VLA Newsletter with prices and
speakers is ready. Vendors are being solicited as donors/underwriters for
the major speakers. To date, responses for program proposals have been
lukewarm, and Council members should encourage colleagues to submit
proposals. Neal Wyatt asked when applicants would be informed about
proposal acceptance. Linda Hahne responded that Conference Committee meets
on May 11 and review of proposals is on the agenda. Notification would be
by the end of May. Neal asked if four panelists could get a conference
discount, and Linda responded that this should not be an issue. Sandy
Heinemann announced that David Baldacci is scheduled to speak on Saturday
morning and that the committee has several good speakers on the program.
She reiterated the need for more proposals, noting that the committee
currently has fewer proposals than for last year's joint conference.

12) Nominating Committee: Tom Hehman reported that the committee is
still forming. He is looking for broad-based representation from regions
and categories of VLA membership. Specifically members are needed from
Regions 1, 5, and 6. Nominations are need for the positions of VLA Vice
President/President-Elect; Treasurer; Second Vice President and ALA
Councilor. Sandy Heinemann added that self-nomination is fine.

13) Unit Reports and Announcements: Technical Services (Elaine Day)
reported that Althea Aschmann is Chair-Elect. She announced that the Forum
will sponsor a program on June 7 at the Library of Virginia on "A PERL
Toolkit for Libraries" and distributed a flyer with detailed information.
Youth Services (Diantha McCauley) reported that coffee/tea with Pat Muller,
YA consultant at the Library of Virginia, will begin soon. Over 400 books
were received this year for the Jefferson Cup Award, and the committee plans
to restructure this award in future. Intellectual Freedom (Neal Wyatt)
announced that nominations are open for the SIRS/VLA Intellectual Freedom
Award, presented biannually at the annual conference. The award is $500 for
the recipient and $500 for their library. A new edition of the Intellectual
Freedom Manual is in the mail. Academic Libraries Section (Craig Gibson)
reported that proposals for three concurrent session have been submitted for
the annual conference from the section: one by the National Library of
Medicine on consistent interfaces for multiple search engines; one on web
tutorial development and one on electronic reserves and copyright.
Volunteer Management (Nancy Schiff) reported that they are continuing their
discussion of risk management and working to implement their proposal for a
Youth Library Volunteer of the Year Award. Local History/Genealogy (Gail
Tatum) reported that a pre-conference for librarians will be held before the
May meeting of the national genealogical society in Richmond. Region II
(Connie Curtis) reported plans for a possible program on the physical
placement of computers in libraries. Publications (Barbie Selby) reported
that the committee is meeting after the Council meeting. Ad revenue and
updating the Publications Manual will be part of the agenda. She announced
that the Associate Editor for Virginia Libraries is Nan Seamans and that the
Associate Editor for the Newsletter is Andrea Kross. Region V (Maggie
Zarnosky) announced a series of three brown bag discussions on "How
Technology Has Changed Our World: the Customer, the Collection and Me." The
first discussion will be on May 26 at the Prince William Library; the second
on July 22 at the George Mason Regional Library and the final discussion in
September will be in Rosslyn, Virginia. She distributed a flyer with
detailed information, and will advertise through the DCLA listserv and the
VLA Newsletter. Public Documents (Janet Justis) announced that the first
Documents Workshop is scheduled for June 4 at Old Dominion University
Library. Several librarians including Barbie Selby, Louveller Luster, and
Allen Zoellner will discuss a variety of topics. The program will be
directed to public librarians as well as documents librarians, and will be
advertised in the VLA Newsletter (flyer distributed) and through phone calls
to public librarians. Multi-Cultural Forum (Sarah Wiggins) reported that
they will join with the Public Services Forum to co-sponsor a program titled
"What Is Your Comfort Level? Serving Your Diverse Clientele." The program
will be on May 24 at the University of Virginia/Clemons Library. Dr. Dixon
of Virginia Tech will be the speaker and a panel discussion will follow.
Sarah thanked Barbie Selby and Stella Pool for assistance in locating a
room. Continuing Education (Sue Prendergast) reported that the committee
will propose a concurrent session for the annual conference on "training the
trainer." She distributed a draft copy of a Virginia libraries staff
development and training personnel survey form" for use in developing a
database of library staff responsible for that function. She noted that
this survey would be sent to library directors. Trustee & Friends (Brent
Frank) reported that the forum will submit a proposal for a concurrent
session at the annual conference. He plans to host some regional forums as
well to draw in new members and will encourage attendance from this group at
the annual conference. Paraprofessional Forum (Suzanne Leacy & Don Socia)
reported that the Paraprofessional Conference is coming together with thanks
to Linda Hahne. 318 registrations have been received, with 500 expected.
Registrations have come from New Jersey, North Carolina, New York and D.C.
An inquiry had also been received from Senegal.

Announcements: Barbie Selby invited Council to lunch at her house
following the next Council meeting. Sandy Heinemann mentioned that the
Executive Committee will meet on May 14, and invited Council members to send
discussion items. She also noted that the request for nominations for
several VLA awards went out in the last VLA Newsletter and she encouraged
submissions. Don Socia also reminded Council that nominations are sought
for the "Paraprofessional of the Year Award," and that anyone can be
nominated by a VLA member (the nominee doesn't have to be a VLA member).
The form will be in the upcoming Newsletter and on the web.

The meeting adjourned at 11:50 a.m.

Respectfully submitted
Nancy Newins, Secretary