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Present: Lis Chabot, President; Tom Hehman, Vice President; Caroline
Parr, Past-President; Pat Howe, Secretary; Linda Hahne, Treasurer and Interim
Executive Director; Steve Helm,
Guest of Tom Hehman, Chuck Anderson.
1. With a quorum present, the meeting was called
to order at 10:13 A.M.
2. Council minutes from April 11, 1997: Under Unit reports, #4, Region III was changed to The Paraprofessional Forum will host a mini conference... Cy Dillon
moved, with Libbie Blanton seconding, approval of the minutes as changed.
3. Treasurer's report: Linda Hahne reviewed VLA's
revenue and expenditures to date. Total cash on hand is $90,462.
The credit card account will also be a checking account. Linda moved
$32,551 from the checking account into a money market account which will
generate more interest over a short term. Although the Paraprofessional
Forum's Conference generated revenue, bills are still outstanding and she
does not have the final figures to report whether or not the Conference
made a profit. Membership is at 976 so far. Renewal notices are sent to
everyone. The next VLA Newsletter will only be mailed to current members.
Linda will contact members who have not yet renewed. Membership cards have
not been sent out and the Executive Committee decided not to send them
out this year because of the transition with the Executive Director's position
and lateness in the year. However, if anyone wants a card, they are available
from Linda's office. The
4. Conference Report: Linda mailed 580 Conference
"Invitations to Exhibit" hoping to sell 110 booths. There were 83 booths
at last year's conference. The Conference Committee has begun to fill in
program sessions. Members were urged to consult Linda Hahne as soon as
possible about scheduling a presenter because few slots were left or if
any committee is planning an official meeting so she can block a space
and provide a room. At the committee's July 10th meeting, they will finalize
the program for the printer.
Keynote speakers:
The Preconference will be run by CAPCON with possible topics about the
Internet in Public Libraries or Staffing issues for the year 2000. The
schedule will be posted on the VLA WEB page as soon as information is available.
5. Finance Report: Terry Sumey reported that the
Committee reviewed the final draft of VLA's Management Services Contract
and recommended approval of the contract. They recommended extending the
current arrangement with Association Management, Inc. from July 1 through
April 30, 1998. They recommended, with an attorney's advice and the Executive
Committee's approval, payment of $12,000 of unpaid fees to P.S., Inc. In
December of 1996, the Executive Committee requested from P.S., Inc., a
list of unpaid bills. The list was received May 1997. The Finance Committee
recommended establishing a contingency reserve of $15,000 for 1996 invoices
that may be forthcoming.
The Finance Committee completed a review of VLA's 1996 financial records.
VLA had paid about $1800 for an audit in the previous year, but it was
not a valid audit check because of the way the books were kept. VLA could
not get all the paperwork and the books were not kept according to accounting
order/procedures. Part of the $1800 was the tax report which Linda Hahne
completed this year at no cost. The Finance Committee will decide who will
audit in the future, hopefully someone who will alert VLA if there is a
problem. The Finance Committee adopted the 1996 financial review and recommended
to the Executive Committee to set up a plan to review all the fiscal operations
of conferences, the Paraprofessional forum, publications, advertising,
legislative advocacy, and dues. It was recommended that the Finance Committee
review VLA's 1997 records, consider an audit in 1998, discuss plans for
future cash flow and types of audits for the future. The Finance Committee
Chair is receiving timely reports and accountability is being well-handled
for future audits. Terry complimented Linda Hahne for her work as Treasurer,
getting VLA's membership in order, renegotiating with the hotel for the
1997 Conference, and putting VLA's finances in order. The Executive
Committee approved the Finance Committee's recommendations and report.
6. Association Management report: Lis announced
that the Executive Director's contract would be for one year extending
through April with six months termination notification by either party.
The contract includes a self-evaluation by the Executive Director and an
annual evaluation with the Executive Committee at their January retreat.
The evaluation will take into consideration Annual Conference management.
Having the contract through
Lis announced that Linda Hahne is resigning from the Treasurer's position
and Caroline Parr has "graciously" agreed to fill-in
as Treasurer through VLA's 1997 Annual Conference.
7. Administrative Services Committee: Lis reported
in the absence of both Iza Cieszynski and Carolyn Barkley. The proposal
to establish a new Federal Legislative Committee was
Tom relayed Iza's VPLDA report. VPLDA discussed the need for technology
and focused on full-funding. If libraries had full-funding, then they would
have money for technology. Phil Abraham's topic of a PAC at last Council's
meeting was also discussed at VPLDA.
It was agreed that the number one legislative agenda was support for
the full-funding initiative. Second was continued support of VIVA. It was
suggested that we ask Phil Abraham to keep VLA informed when this initiative
is started and of its continuous status.
Lis asked that Council members contact her
or Linda by mid-July if there are any ideas or suggestions for other initiatives.
8a. ALA Resolution on No-Fee Access to Government Information:
Scottie Cochrane asked if VLA would support ALA's resolution and then moved
for VLA's endorsement of the resolution. Chuck Koutnik seconded. Passed.
(Resolution filed with official minutes)
Scottie Cochrane received a message from Carolyn Caywood (ALA Council
member) inquiring VLA Council's feelings about a resolution supporting
Bob Costa in his Federal case against Baker and Taylor. Scottie (chapter
ALA Councilor) wanted a sense of VLA Council's opinion. Caroline Parr moved
that VLA take no position. Passed.
8b. 1997/1998 Legislative Advocacy Plan: No advocacy plan
was presented today.
8c. VLA Conference and Continuing Education activities:
Some changes are being made with the 1997 Conference which necessitates
changes in the VLA manual. The Conference
Lis announced that VLA is still holding the 1999 contract with the Homestead,
but would like to bring the number of rooms down since it was drafted a
number of years ago.
Tom Hehman and Linda Hahne met with representatives from VEMA for the
1998 Annual Conference. They are still working on the structure, how to
share profits, etc., since VLA's contract with Association Management requires
Linda Hahne to manage a lot of
Why people don't attend conferences was discussed and produced more
questions - how many of the organization or libraries support VLA's conferences
and allow staff to attend?
Chuck Anderson volunteered to chair the 1998 Conference Planning Committee
at Tom Hehman's request.
9a. Election/nomination process: Lis reminded members of
the election/nomination process and that nomination forms and appointments
were due by July 1, particularly if there is
9b. ALA /PBS Teleconference: "Maximizing your E-rate" was
telecast at seven sites across the state. The Library of Virginia paid
for four sites. The Library of Virginia Networking and Development Division
will conduct workshops in those regions to help libraries on how to write
plans. Steve Helm suggested looking at the link on VLA's homepage for informational
updates. Discounts take effect in January. This local initiative aids public
Unit reports:
1. Virginia Librarians: Cy Dillon announced that
the editorial board met and mapped out the rest of the year. Virginia Book
Reviews will post articles on the VLA web site.
2. Publications Committee: Becky Laine announced
they were meeting this afternoon. She thanked editors Cy Dillon, Sue Trask,
and Steve Helm, Webmaster, for their ongoing efforts.
3. Steve Helm announced that the VLA Manual and Publications
Manual are on the web. Links to updated information about the Communications
Decency Act and the SCC E-rates for schools and public libraries are also
available on the VLA web site.
4. Region II: Libbie Blanton announced that they
will be cosponsoring, with the Collection Management Roundtable, the program
"Making the most of your collection: how to use analysis and evaluation"
on September 24.
5. Region IV: John Twombly announced that their program
"Your library's new annex: full-text resources on the WWW" had 48 attendees
with 25 on a waiting list and 25 additional inquiries. He was able to get
a second instructor to accommodate the overflow.
6. Region VI - had to cancel a planned program for
May 6 because the VLA Newsletter was late by two weeks. They are trying
to schedule another date.
7. Library Development and Cooperative Programs:
Judith Robinson announced that the Committee has started to work on the
Consultants' database.
8. Media Roundtable: Jeff Clark announced that they
cosponsored the program "To lend or not to lend nonprint media" with the
ILL Forum. They received 60% of evaluations from attendees.
9. Library Instruction Forum: Virginia Dunn announced
that they sponsored a joint program with VIVA titled "Teaching in the electronic
environment." There were 97 in attendance and 92 were academic librarians.
Their Conference program will present two librarians from the University
of Maryland speaking about techniques for evaluating web sites.
10. CYART: Linda Gosnell announced that their April 25th
workshop, "Internet access for children and young adults," had 85
attendees and generated a $660 profit for VLA. The workshop was held at
the Library of Virginia with excellent facilities. However, parking spaces
are limited and their new policy no longer makes parking spaces available
for meetings. Jean Thesman (The Ornament Tree) is this year's Jefferson
Cup winner. Calvin
11. Paraprofessional Forum: Their 2-day conference "Today's
Vision, Tomorrow's Reality, was held in May. There were 493 attendees from
14 states and Washington, D.C. Their keynote speakers were Carolyn Tate
and Ed Martinez, editor of Library Mosaics. Most sessions had 80-100 in
the audience and only a few with 40 attendees. They are in the process
of planning a program for the Annual Conference and, with Region III, a
one day conference at ODU on October 6 about the"Internet."
12. ALA Chapter Councilor: Please inform Scottie Cochrane
of any ALA-related issues you have before ALA's Annual Conference.
13. Intellectual Freedom: Virginia Johnson announced that
there will be a panel discussion about electronic issues along with the
VLA/SIRS Intellectual Freedom Award at the Annual Conference. She is still
accepting nominations for the award.
14. TSAR Forum: Karen Cary announced that they sponsored "Access
points and links: cataloging electronic resources" which also included
an introduction and discussion of cataloging guidelines for VIVA resources.
There were 56 attendees. Forty-three evaluations were returned which stated
a need for continuing efforts in this area.
15. Collection Management Roundtable: Carole Kiehl announced
that they are available for cosponsoring or partnering for the Fall Conference.
16. Scholarship Committee: Susanne Glass announced that
they no longer need to fill out any paperwork to hold raffles due to changes
in State Gaming regulations.
17. College and University Section: Robin Benke announced
that their speaker for the Annual Conference will be Scott Brandt from
Purdue University and his topic will be "Online tutorials." The program
is also being sponsored by the Community College Section and Personnel
Practices Forum.
18. Public Documents Forum: Mary Clark reported on their
May 28th joint program with the Regional Documents Librarian. The program
included Mary Alice Baish from the American Association of Law Libraries,
on the revision of U.S.C. Title 44; Ginger Stanley from the Press Association
and Preston Huff from the Library of Virginia on indexing guidelines developed
by DIT and LOV, for state agencies that store their public records in computer
databases; Denise Stephens from UVA on establishing a geographic information
service in a library.
19. SELA: Carolyn Tate reported that SELA was in a period
of transition. The Executive Secretary resigned. Ballots were sent out
to members to vote on either joining with SOLINET or having an Office Manager.
Results were not in yet. Carolyn encouraged members to join SELA.
20. VCOG - Linda Farynk distributed their latest newsletter
with articles on indexing guidelines for state records and a legislative
study commission to look at Virginia's Freedom of Information statute.
VCOG has a web site and an E-mail discussion list. Josh
Judith Robinson moved for adjournment. The meeting adjourned at 12:50
P.M.
Patricia Howe
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