VLA Council Meeting

September 10, 1999

Northside Branch, Jefferson-Madison Regional Library, Charlottesville

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

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

2) Minutes from the June 11, 1999 Council meeting were approved as distributed.

3) Treasurer's Report: Linda Hahne (reporting for Treasurer Sumey) distributed and reviewed the 1999 Income and Expense Statements through September 8, 1999. (Appended to the official minutes as attachment #1). Linda noted that the budgeted amount for operating income has already been exceeded by approximately $5,000, primarily due to proceeds from the Jobline and membership dues. The revenue side of the budget generally looks good with programs and legislative donations on target. Expenses are also as budgeted, with a few minor overages. Sandy Heinemann noted that VLA is going into 2000 in strong financial shape and with a good reserve. She suggested that Council members help to publicize the annual conference and encourage attendance.

4) Executive Director's Report: Linda Hahne reported that ballots for VLA offices have been mailed. VLA membership for 1999 closed out at 1,180 members with 242 new members and 287 non-renewals. To date 35 conference registrations have been processed with 70 to be processed. She asked Council members to please get room registrations in to the Homestead by September 28, as the conference rate will not be available after that date. Sixty-four of the 83 vendor booths have been sold to date. Invitations to the Council lunch are in the mail.

The VLA Membership Directory has been mailed and is much more readable this year with larger typeface. Scottie Cochrane asked about the amount of money in the reserve fund, and Linda noted that it is currently $60,000. Sam Clay asked about information on non-renewals. Carolyn Barkley responded that all non-renewing members were contacted, but that no one major reason (i.e. dues increase) was given for non-renewals. A variety of personal reasons were given. Non-renewals will be tracked more consistently in the coming year.

5) VLA Financial Plan: in the absence of Treasurer Sumey, Sandy Heinemann reported that this discussion will be postponed either until the October meeting or for discussion by next year's Council. The association needs to get a handle on revenue from advertising and donations -- especially corporate donations for scholarships and for the VLA legislative liaison. A specific financial plan is needed to pull this together.

6) ALA Pending Lawsuit on Internet Access: Sandy Heinemann reported that she had gotten a communication from Judith Krug of the ALA Office of Intellectual Freedom alerting VLA to the possibility of a legal challenge to a current Virginia statute (H.B. 748). This statute amends an existing law designed to protect juveniles from display of pornographic materials "deemed harmful to minors." Possible participants in the challenge, in addition to the ALA Office of Intellectual Freedom, would include the ACLU, Freedom to Read, and People for the American Way.

These groups believe that the amendment is in violation of the commerce clause since Internet services originate from outside the state, and Virginia can't prohibit sending that information. Challenges to similar laws have been upheld in other states.

The Executive Committee discussed this pending lawsuit in their Thursday meeting, and concurred that it was in the best interest of VLA to take a neutral position at this time. The Executive Committee is concerned that the good relationship that VLA has developed with the General Assembly in work toward the Jackson Bill, giving local control on Internet access issues to the individual public libraries, not be jeopardized in taking premature action on the proposed lawsuit.

President Heinemann read the current law, and Tom Hehman noted that the law has been on the books for a while with little impact. He also mentioned that there might be an exemption for libraries. Neal Wyatt noted that national groups monitor state laws constantly and contact state groups to see if there is interest in pursuing legal action.

Scottie Cochrane questioned whether, if libraries and librarians would be exempt, should this not be communicated to ALA in VLA's response. Several Council members (Cy Dillon, Steve Helm, Scottie Cochrane, Neal Wyatt, Sam Clay) expressed the concern that VLA, despite the desire to remain neutral, should research the issue to determine possible liability and to study recent legislation affecting libraries and Internet access issues. Barbie Selby moved, with Steve Helm seconding, the following: "That VLA endorse the current recommendation of the Executive Committee on neutrality on the proposed action." The motion carried in the affirmative, with one "no" vote. Barbie also moved, with Steve Helm seconding, the following: "That the issue should be referred to the Intellectual Freedom Committee and the Legislative Committee for further research and a recommendation to the Council for action."

In discussion Tom Hehman expressed the opinion that at this point even study departs from neutrality. Several Council members -- Barbie Selby, Scottie Cochrane, Cy Dillon, Neal Wyatt -- spoke in support of the positive effect of discussion and investigation. The motion carried.

7) Awards and Recognition Committee Report: Susan Keller reported that, in response to a nomination form issued in the February and May VLA Newsletter, six nominations were received by July 1.

The committee made the following recommendations to Council:

1) that the George Mason Award be given to the Williamsburg Regional Library for the establishment of a unique resource for cancer patients and their families;

2) that the Friends of the Library Award be given to the Friends of the Virginia Beach Library, for contributions of approximately $50,000 to the library for a number of activities;

3) that the Trustee Library Award be given to Linda Conti-White of the Loudoun County Public Library for her "continuous effort to defend the rights of all citizens to have open access to information."

The Honorary Life Member awards are pending. The complete committee report is appended to the official minutes as attachment #2. Neal Wyatt moved, with Scottie Cochrane seconding, that the George Mason Award recommendation is approved and the motion passed unanimously. Carolyn Barkley moved, with Elaine Day seconding, that the Friends of the Library Award be approved and the motion passed unanimously. Steve Helm recommended with Sam Clay seconding that the Trustee Library Award be approved and the motion passed unanimously. Susan Keller will notify the recipients.

8) Legislative Committee: Sam Clay briefly reviewed the FY 2000 Legislative Agenda and noted that the committee was following the implementation strategy proposed by Phil Abraham, VLA's legislative liaison. He noted that the plan is in two phases. In the "Pre-budget Phase" the goal is to ensure that State Aid and "Infopowering" are included in Governor Gilmore's budget. Focus will be on Governor Gilmore and Mrs. Gilmore (with whom a tea will be held on October 6); Secretaries Upson (Technology) and Bryant (Education); the State Library Board and the Technology Councils. Letters, meetings and personal contacts are planned.

To date Secretary Upson is on record as supporting "Infopowering." Secretary Bryant has asked the State Library to submit requests for increased support for its operations and for technology in the Library of Virginia's budget request (a first time ever occurrence).

At the State Board meeting on September 20 committee members will have appropriate resolutions for the State Library Board to submit indicating the Board's support for State Aid and "Infopowering." VLA is also on the legislative agenda of the technology councils. After presentation of the budget (in December) the "Post -budget Phase" of the plan will begin and the committee will work to maintain and/or increase proposed funding levels. Legislative Day is the most visible action in this phase of the plan. Sam noted that the committee is active, aggressive and committed and has met twice so far through Conference calls. The committee's next meeting is on September 15.

Gail Tatum asked about "Infopowering" versus federal funds from the Communications Commissions. Sam replied that e-rate funds are already being received by those libraries that have applied. "Infopowering" provides funding for access for all public libraries in the state. Scottie Cochrane asked if VIVA will be included, and Sam replied affirmatively. Sandy Heinemann noted that the major goal is to get this into Governor Gilmore's budget. Sam noted that there is a website listing all contributors to campaigns, and Sandy mentioned that Sam has boilerplate letters that can be sent. Barbie Selby suggested that a notice to that effect be posted to the VLA listserv.

9) Membership Committee Report: Carolyn Barkley distributed a twenty-plus page final report (appended to the official minutes as attachment #3) describing the work of the Ad Hoc Committee for Membership over the past year. She noted that she spoke with Christie Vernon, who addressed an ALA preconference on recruitment and retention, and was pleased to find that her committee had already followed all of the ideas that were suggested to improve this activity. After giving some background information and briefly describing the data gathering activity of the committee (charts included in the report), Carolyn highlighted committee accomplishments. A new recruitment brochure was developed (sample distributed) and a new membership form developed.

The brochure's graphics are intended for use in all membership and renewal materials. A welcome packet has been devised. All non-renewing members were personally contacted. Library schools were contacted and individuals identified who agreed to provide the membership brochures to students. A promotional flyer was developed and distributed at several directors' meetings, including VPLDA and VICULA.

A plan was developed to gather information from Virginia library directors concerning their support for VLA membership and participation. The committee's major recommendation was that the Membership Committee should become a standing committee, with the VLA President-Elect as Chair and with the current membership composition plus the addition of a member-at-large from the previous year's committee. Although the target goal of 5% has not been met this year, membership did well in light of the dues increase.

Next year's committee might want to re-evaluate how the goal is chosen. Carolyn also noted that committee members provided excellent service, and that she enjoyed working with the committee. Sandy Heinemann commended Carolyn and the committee for their wonderful efforts to promote and make more professional VLA's membership and recruitment activities. The committee's recommendations will be implemented in the coming year.

10) Committee Report: Sandy Heinemann reported for Mary Mayer- Hennelly that plans for the conference are shaping up nicely. All available meeting room space has been allocated, and VLA members are encouraged to make reservations early.

11) Resolution of Thanks: Sandy Heinemann noted that the Executive Committee had approved a resolution of thanks to Linda Farynk. She read the commendation (appended to the official minutes as attachment #4). Sue Barton moved, with Steve Helm seconding, that Council endorse the resolution for presentation to Linda at the annual conference. The motion passed by unanimous consent.

12) Unit Reports and Announcements: Intellectual Freedom Committee (Neal Wyatt) reported that Banned Books Week is at the end of September. She encouraged everyone to submit photos of displays for the national contest. Application forms are on the VLA home page and were distributed through the VLA Listserv. Continuing Education (Louveller Luster) reported that the Program Planners Workshop is scheduled for November 12 at the Library of Virginia. More detailed information will be sent to incoming unit chairs.

Publications Committee (Barbie Selby) reported that the Publications Manual has been revised and a copy will be posted on the VLA home page. Region I (Sue Barton) noted that two meetings were held, and that the region is partnering with SWING for program planning. Nancy Collins (Salem Public) will be the new chair.

Local History/Genealogy (Gail Tatum) reported that Ginny Dunn (Library of Virginia) is the incoming chair. Their program is planned for September 16 and addresses "expanding your genealogy program without expanding the budget." Paraprofessional Forum (Suzanne Leacy) distributed a flyer announcing the one-day Paraprofessional Forum Region V Mini-Conference scheduled for October 8 at the Centreville Regional Library. The workshop is titled: "Develop Your Professional Potential."

Administrative and Management Forum (Ruth Kifer) reported on progress on salary survey issues, and noted that the forum will have an open forum at the annual conference on this issue. The forum contacted other state associations with published minimum salaries in American Libraries and Ruth noted that these figures are often recommended goals as opposed to actual salaries. Surveys by state educational associations are also often used for comparison purposes.

The Administrative and Management Forum will focus on their recommendations on positions with the title "Librarian." Ruth suggested that the Paraprofessional Forum might undertake the same study for paraprofessional positions. A Ph.D. student in Adult Education would like to administer a career satisfaction survey at the annual conference and various ways to distribute this were discussed.

Webmaster (Steve Helm) reported that the VLA server is back online.

13) Recognition of Council Members: Sandy Heinemann distributed pins and certificates in recognition of Council members' work and personally commended each Council member for their valuable service this past year. Appendices for the VLA Manual were also distributed.

14) The meeting adjourned at 12:40 p.m.

Respectfully submitted Nancy Newins, Secretary