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VLA Council Meeting Northside Library, Jefferson-Madison Regional Library, Charlottesville September 11, 1998
Present: Tom Hehman, President; Lis Chabot, Past-President; Sandy Heinemann, Vice-President; Stella Pool, Second Vice-President; Pat Howe, Secretary; Terry Sumey, Treasurer; Linda Hahne, Executive Director; Scottie Cochrane, ALA Councilor; Mary Hansbrough, VLA Newsletter; Bill Goodrich, Region I; Ellen Bell, Region II; Pearline Harmon, Region III; Jean Tolbert, Region V; Craig Gibson, chair-elect College and University; Chuck Koutnik, Public Library; Tina Massengale, chair-elect Public Library; Christine Campbell, School Library; Barbara Severin, Trustee; Susan Keller, substitute for Awards and Recognition; Louveller Luster, Continuing Education; Neal Wyatt, Intellectual Freedom; Janis Augustine, Co-chair Legislative; Sue Trask and Barbie Selby, Co-chairs Publications; Scott Phillips, CYART; Patricia Jefferson, Ethnic Librarians; Jane Schillie, chair-elect LIF; Gail Tatum, New Members Roundtable; Wayne Modlin, chair-elect NMRT; Carolyn Barkley, Local History/Genealogy/Oral History; Mary Fran Nash and Lydia Williams, Co-chairs Paraprofessional Forum; Ruth Kifer, Personnel Practices; Elaine Day, chair-elect, TSAR; Terry Long, substitute for VALL; Linda Gosnell Phillips, past- chair, CYART.
1. The meeting was called to order at 10:10 A.M.
2. A break at 11:30 A.M. was added to the agenda.
3. Introduction of chair-elects and substitutes: Susan Keller, Craig Gibson, Tina Massengale, Jane Schillie, Wayne Modlin, Elaine Day, and Terry Long.
4. Approval of June Council minutes: Ellen Bell moved, with Stella Pool seconding, for approval. Passed.
5. Treasurer's report: Terry Sumey distributed and reviewed the report. (Filed with official minutes) He announced that the Paraprofessional Conference brought in more than $7000 profit. Everyone applauded. By the end of the year we should have cut our deficit by half. In response to a comment, Terry believes that we will be even with our operating budget and will be able to pay all our bills. We were going into the year with a $16,000 deficit and perhaps ending it with only an $8000 deficit. It’s possible to have a balanced budget depending on how well the Conference goes. It was a team effort by everyone this year.
6. Executive Director’s report: membership is at 1214, a little down from last year, but this is a true count. Linda Hahne encouraged people to wait until next year to become members so there is a full year accounting. Renewal forms will come out earlier. She reminded everyone that 1999 dues have increased and to please use the new forms or the old form with the new rates added. She has received about 179 ballots so far. The Jobline is still producing revenue to help out with the deficit. She is busy working on the Conference. Conference Programs were mailed. There was a slight delay due to the number of programs mailed (5000) and they were sent to VEMA members first.
7. Finance Committee report: Terry reported for Sam Clay. The Committee was to identify strategies to bring the reserve up to one year's operating budget and balance the budget. They are working on them.
8. Action items: A. Proposed Annual VLA Youth Volunteer Award: the Executive Committee approved the concept, made some recommendations and referred the proposal back to the Volunteer Management Forum. (Filed with official minutes)
B. Legislative Committee resolutions for legislators: Janis Augustine distributed a list of legislators they wish to honor with resolutions for their efforts toward first year full-funding for public libraries and a supplemental list of legislators’ for their efforts to get public library technology development funding. (Filed with official minutes) She suggested putting a seal on the resolutions. She does have someone who will print up the resolutions but she needs information about a seal. Janis asked if the names could be put into the Conference program. Linda Krantz will provide a sample news/press release for local librarians in the legislators’ districts. Ellen Bell moved to adopt these resolutions of appreciation. The Executive Committee offered a friendly amendment: to change “accessible” to “receptive” in the third paragraph of the resolutions. Passed.
C. VLA reorganization report from Ad hoc Committee on VLA Purpose, Goals and Structure: Tom gave a brief review of the process: the request came from the Finance Committee as a strategy to bring VLA back into financial shape; the ad hoc committee, appointed by the Executive Committee looked at the organization structure during a retreat and developed recommendations which were presented and discussed at the June Council meeting, announced in the VLA Newsletter, website, and listserv. With all the notification and previous discussion, Tom asked that discussion be limited.
Tom proposed that Council review components in separate sections. In developing the recommendations for restructuring, the committee looked at the organization and structure. There were areas for improvement that could be accomplished this year that would be beneficial to the organization. The strength of an organization lies in the people who make things happen and get jobs done. The committee looked at participation of Council over the past few years (Tom distributed a chart of weighted average attendance) and discussed the need for continuous attendance in order to understand matters of concern for the organization. Most comments from the VLA listserv were over voting changes of members. The subject of quorum make-up is a separate, although related issue and is discussed later.
Tom opened the recommendations up for voting.
1. Sections: Chuck Koutnik moved for adoption of changes. Comments from the floor were positive. Passed.
2. Forums/Roundtables: Ellen Bell moved for adoption. The following friendly amendments were offered and then accepted by the Ad Hoc Committee: change CYART to "Youth Services Forum"; change "Ethnic Librarians Forum" to "Multicultural Forum"; change "TSAR" to "Technical Services and Technology Forum.” Whoever forum chairs are, they should make sure that issues are taken care of and provide programs on topics of concern. There was some concern that some interests were not being represented, but as issues and trends develop, chairs must be responsive. With all the media and advanced communication available, anyone can participate in any VLA program and/or provide a program on special interests/topics as a grassroots program in avenues such as the VEMA/VLA Conference. Passed.
3. Committees: Stella Pool moved for adoption. Neal Wyatt read the purpose of VLA from the Manual and offered a friendly amendment that the Intellectual, Continuing Education and Legislative Committee chairs be voting members. Stella asked for a friendlier amendment that all committee chairs be voting members. Neal agreed. Voting was deferred until Terry Sumey's motion to discuss structure changes was voted upon. The recommendation for Committee structure changes passed. Neal's friendly amendment was then open for discussion: difference between committees and forums is committees are designated for a special issue and forums are continuous; committees are appointed, and not elected; standing committees should have a vote. Question was called and voted upon. Passed with 2 oppositions.
4. ALA Councilor: sole organization representative as voting member. Carolyn Barkley moved for adoption. Passed.
5. Editors: Ellen Bell moved for adoption. The current Manual states that they do vote, present recommendation is that they do not vote. It is important that they attend to report on the actions of Council. Council is a representative body, but when editors accept the jobs they commit to attending Council. Vote was taken. Passed with 12 oppositions, 2 abstentions.
6. Regions: Terry Sumey moved for adoption. There was a suggestion that region chairs be on the Continuing Education Committee for regional representation because they mostly plan programs throughout the year; allow regions to focus on the region itself. The Manual requires regional representation as committee members, although that is difficult at times. Vote was taken. Motion failed. Region chairs remain as voting members.
7. Quorum: Bill Goodrich moved, with Barbie Selby seconding, to initiate the process of changing the By-laws’ definition of a quorum at Council from two- thirds to 50% of voting members plus one. Passed.
9. 1998 Conference Committee: Linda Hahne stated that Conference Program have been mailed and asked members to reserve their rooms via the housing bureau so we get credit for the 1000 rooms block. The deadline for conference registration has been extended. Programs will be held in both the Pavilion and Doubletree Hotel. Exhibits and registration will be at the Pavilion. She is hoping to sell 115-120 booths. A lunch concession booth will be in the vendors’ area.
She is working with VA Beach to provide trolley service from the hotels to the Marine Science Museum and possibly service from hotel rooms to the Pavilion.
10. Units: a. ALA Councilor: Scottie Cochrane asked VLA to endorse ALA’s statement "Libraries: an American Way." It will be brought to the Executive Committee at their Wednesday night meeting (Oct. 14) for action and put on Council’s agenda for Thursday’s meeting (Oct. 15). The statement will also be published on Council’s listserv.
b. Intellectual Freedom: Neal agreed with Scottie. ALA would like the endorsement at their Mid-winter Conference.
c. Personnel Practices Forum: Ruth Kifer presented a report to the Executive Committee about a request for VLA to initiate a reclassification with DPT for librarians working for the Department of Corrections. The Executive Committee considered the matter and concurred with the Forum’s recommendation not to become involved in the process, but added that they are willing to write a letter in support of the professionalism of librarians to the DOC. Tom will inform Ruth of the decision.
d. Awards and Recognition: Susan Keller distributed a list of their recommendations: George Mason Award: Chryssi Dessypris, LVA Trustee Award: Phylis Salak, Fairfax County Public Library Board Friends Award: Friends of the Chesterfield County Public Library Life Membership: Dennis Robison’s name was placed on the ballot for membership voting
e. Region V: Jean Tolbert distributed their program flyer - “On Track for the 21st Century” to be presented on September 24 at Marymount University.
f. Region I and II: Bill Goodrich announced that their workshop in conjunction with Region II, “Reference on the Internet” was “sold out” and they will be offering a repeat session. Ellen Bell announced that there are already 21 people interested and it has not been publicized yet.
g. VALL: Terry Long announced an October 15th program on “Professional ethics in the changing environment” with speaker Jean Preer to be held in Arlington.
h. Paraprofessional Forum Region IV: Mary Fran Nash announced their mini- conference “The Balancing Act: Time Management Issues that Impact Our Lives and Our Jobs” to be held on November 6th at the Central Branch of Chesterfield County Public Library.
i. Publications Committee: Barbie Selby announced that the Membership Directory was mailed out and they met with John Marken and Dan Dwyer in order that everyone became familiar with who's who and what they do for VLA.
j. Continuing Education: Louveller Luster announced that the Program Planners’ workshop will be held on October 29th at LVA. The morning session will be presented by Amy Bernath, Director of CE and Training for SOLINET. She wrote a booklet titled: Program Planning: Tips for Librarians. The afternoon session will consist of a panel of successful program planners.
k. TSAR: Elaine Day announced that their program at the Conference will be an open forum and demonstration session on “Integrating Access to Print and Electronic Sources.”
l. Administrative Services Committee: Stella Pool distributed Committee Interest forms.
m. Council Luncheon: Linda Hahne announced that the Conference Council luncheon is for 1998 and 1999 Council members. She asked that members RSVP their invitations and to bring the VLA Manual/By-Laws to give to the incoming unit chairs.
n. Annual Reports: Pat Howe announced that are they are due before the Conference. The meeting was adjourned at 1 P.M. Submitted by, Patricia Howe VLA Secretary |