VLA
Council Meeting
September
15, 2000
Jefferson-Madison
Regional Library, Charlottesville
Present:
Carolyn Barkley, President; Sandy Heinemann, Past-President; Cy Dillon,
President-Elect; Nancy Newins, Secretary; Ruth Arnold, 2nd Vice
President; Jeanette Friedman, Treasurer; Linda Hahne, Executive Director; Ruth
Kifer and Greta Lowe, Academic Library Section; Sue Brown, Public Library
Section; Libby Lewis and Heather Hannan, Admin.& Mgmt. Forum Co-Chairs;
Virginia Dunn, Local History & Genealogy; Wanda Brown, Paraprofessional
Forum; Carol Hunter, Public Documents Forum; Dave Hayes, Public Services Forum;
Althea Aschmann and Sharon McCaslin, TSAT; Mary Lou Carr, Trustee/Friends
Forum; Harriett Edmunds, Volunteer Management Forum; Susan Keller, Awards &
Recognition Committee; Jeff Clark, Intellectual Freedom Committee; Sam Clay,
Legislative Committee Chair; Barbie Selby, Publications Committee; Marianne
Ramsden, Scholarship Committee; Nancy Collins, Region I; Wilma Dotson, Region
II; Pearline Harmon and Colette Macin, Region III; Steve Matthews, School
Library Section; Karen Dillon, Special Library Section; Andrea Kross, Virginia Libraries Editor; Mary
Hansbrough, VLA Newsletter Editor;
Steve Helm, Webmaster; Mary Mayer-Hennelly, ALA Councilor. Other:
Zanne Macdonald (incoming Region VI chair)
1) President Barkley convened the meeting at
10:10 a.m.
2) Minutes from the June 9, 2000 Council
meeting were approved as corrected.
(Newston corrected to Newton on page 4/reports section).
3) Treasurer's
Report: Treasurer Friedman
distributed Income and Expense sheets through September 2000 (appended to the
official minutes as attachments #1 and #2).
She noted that operating income is $74,744 of the budgeted $84,050. The Jobline is doing well and investment income
has exceeded the budgeted amount by $353.
To date, dues revenue is $61,188 (8.6% less than budgeted). This slight decrease is a concern that will
continue to be monitored, as dues are a major source of revenue. A line has been added to reflect revenue for
the JLARC study. Under expenses,
publications are under budget, which is normal for this time of year. The 2000 Paraprofessional Conference was a
success with $49,315 in expenses and revenue of $64,470 leaving approximate
proceeds of $15,155. For the annual
conference, $5972 has been expended, mainly on the SCOPE rental and expense for
speakers.
Jeanette reported that she has met with the new investment counselor for VLA, and will continue to have regular meetings with him. Bids were sent out to three CPA firms for a financial review for VLA, as opposed to a more extensive and costly audit. Since only one bid was returned, the deadline has been extended until the end of September and more bids will be sought.
4) Executive
Director's Report: Linda Hahne reported that membership currently stands at
1,142, with 217 of these being new memberships. Non-renewals stand at 276.
Thirty-five memberships have been received for 2001.
5)
ACTION ITEMS
·
Minimum Salary
Recommendations – Administrative & Management Forum: Libby Lewis presented the recommendation for a $32,500 minimum
starting salary for Virginia MLS librarians, and distributed supporting salary
data from surveys collected by her, Heather Hannan, and Nancy Newins. (The report is appended as attachment
#3). Libby noted that data from the
surveys show remarkably little differences between types of library. She also strongly recommended that the
proposed minimum salary figure be reviewed every three to five years. In discussion, Barbie Selby questioned
whether the recommended salary is based on the actual average. Libby noted that the figure was pushed up a
bit from the estimated averages so that it might be viewed as a goal for
libraries to work toward. Carolyn
Barkley commented that the Executive Committee found the survey and
recommendation very valuable, and briefly discussed some of the ways that the
proposed minimum salary could be publicized.
Suggestions included presentation at the upcoming Library of Virginia
Board meeting; submission to the ALA Office of Human Resources and to ALA
publications (American Libraries; College & Research Libraries); posting on the VLA Jobline
and in the VLA Newsletter, etc. Sam Clay also suggested sending the figure
to county personnel offices and to library directors’ associations in Virginia
(VICULA and VPLDA). Steve Matthews
recommended that the private schools should also be included in future
surveys.
Cy Dillon moved, with Susan Keller seconding, that VLA accept the recommendation of $32,500 (plus necessary adjustments in urban areas of 10%) as the minimum starting salary for Virginia librarians. The motion carried.
·
Minimum Salary
Recommendations – Paraprofessional Forum: Wanda
Brown distributed a salary survey collected at the Paraprofessional Conference
at the University of Richmond in May, 2000.
Out of 460 surveys distributed, 178 forms were returned for a response
rate of 38%. Survey results are
appended as attachment #4. The
Paraprofessional Forum is not making a recommendation at this point.
6)
REPORTS
·
Web Site Service: Steve Helm reported on a new web-based product called CapitolWiz
that will be added to the VLA web page.
This service links to a database that can be used for legislative information
and action and can be customized for Virginia and VLA. Examples include searching legislators by
zip code; tracking bills; links to local media; etc. Cost is $1,500 for the first year and $1,000 for year two with
discounts for subsequent years. The
service will not be restricted to VLA members but can be used for general
reference. A trial website has been set
up at http://stage.capwiz.com/vla
and will be up for 30 to 45 days. Steve also reported that the server will
be replaced this coming year, and that he’s investigating encryption to make
the VLA site a secure site for a variety of transactions.
·
Advertising Plan: Jeanette Friedman reported that the Finance Committee had
reviewed the plan submitted by Barbie Selby at the last Council meeting for
fiscal feasibility. The Finance Committee recommended the addition of a goal to
clarify the nonprofit status of publications, with advertising being on a cost
recovery basis. Barbie Selby will do a
cost analysis of the past year. The
Committee also recommended that VLA obtain the advice of a tax attorney or CPA
for tax planning. The Finance Committee approved the plan and returned it to
the Executive Committee. Barbie
distributed a slightly modified version of the plan, which is appended as attachment
#5.
·
Planned Giving: Jeanette Friedman briefly reported that the Finance Committee is
continuing to work on a plan for acceptance of financial gifts to VLA. She suggested that professional financial
assistance should be obtained to study VLA’s tax status as a non-profit
organization and to determine whether financial gifts would be tax
deductible. She also noted that a
referral process needs to be in place for gifts not accepted by the
association.
·
Sponsorship Plan: Jeanette Friedman reported that the Finance Committee has
prepared a draft document identifying areas of concern and including a sponsor
identification form. The main
difficulties currently are identification of current and potential sponsors,
and multiple requests for sponsorship from the same vendors. The sponsorship form will be used to create
a new database (the current database is of vendors exhibiting at the annual
conference). The form will be distributed
at the Program Planners Workshop and at the next Council meeting. Sam Clay asked if VLA has 501 C 3
status. Carolyn replied that this is
being clarified. Sam volunteered to
prepare a list of professionals who might provide pro bono financial/tax advice
for VLA.
·
Council Annual Reports: Ruth Arnold reminded Council members that each unit needs to file
an annual report of the year’s activity.
The Annual Report form is in the VLA Manual, and Ruth brought along
multiple copies for distribution. The
reports should be sent to Nancy Newins, VLA Secretary, and will be accepted
through the annual conference. Nancy
will accept reports either in hard copy or submitted via e-mail. Ruth also asked committee chairs to let her
know who will be rotating off committees and which members will be
continuing. Carolyn Barkley reiterated the
importance of the annual reports, which she will include as part of the “State
of the Association” report at annual conference. The reports are also used in planning for the coming year at the
Executive Committee retreat in December.
·
Membership: Cy Dillon needs to hear from all committee chairs regarding
committee membership, and he will pass this information along to Ruth
Arnold. He will be contacting all
academic library directors encouraging VLA membership, and will mention that
members joining now will get two conferences for the price of one year’s
membership. The VLA mentor program will
be discussed in a session on career development at the annual conference. Mentors with 10 years’ library experience
and in supervisory positions are sought.
Cy will also be staffing a membership table at annual conference
registration.
·
VLA Photo Archive: Barbie Selby distributed a report (appended as attachment #6) on
a preliminary investigation of the VLA Archives collection at the Library of
Virginia, prepared by Andrea Kross, Janet Justis, Sally Jacobs and herself
after a visit to that collection in May.
She recommends that VLA identify and digitize photos before giving them
to the VLA archives, since once in the collection they cannot be removed. She has ten years of contact sheets with
many unidentified photos. It was
suggested that photos could be at the membership table at the annual conference
for possible identification. Andrea
Kross suggested that someone might accompany the VLA photographer at future
conferences to write down identification information.
·
UCITA: Ruth Kifer distributed several handouts (appended as attachment
#7) including a Joint Commission on Technology and Science (JCOTS) press
advisory describing meetings planned throughout Virginia for input regarding
UCITA (Uniform Computer Information Transactions Act) legislation. After a brief review of UCITA, she noted
that the JCOTS Advisory Committee has had three meetings to date in Richmond,
Norfolk and most recently in Lynchburg. At the Lynchburg meeting, the amendment Ruth presented on behalf
of the Virginia library community was defeated by only one vote. The amendment will be revised and presented again. For more information Ruth recommended the
ALA web page and the JCOTS page at http://jcots.state.va.us. Steve Matthews asked what the objection to
her amendment was, and Ruth replied that “library” had not been sufficiently
defined. She commented that the
advisory committee doesn’t have a clear understanding of fair use guidelines
and what libraries do. She also
included in the handouts with amendments proposed by Gail Warren (law
librarian) and by VIVA. She encouraged
attendance at the October 17 meeting at George Mason or the final meeting
November 9 in Richmond.
·
JLARC Study: Carolyn Barkley reported that she has formed a VLA ad hoc
advisory committee to provide a position paper to JLARC as they study the state
aid formula. The committee includes Sam
Clay (Legislative Committee), Sue Brown (Public Libraries Section Chair), and
representatives from 5 library profile groups as delineated in the new state
standard for public libraries. Phil
Abraham, Sue, Sam and Carolyn met with a representative from JLARC. The advisory committee has met once. A draft statement will be presented at the
Council luncheon for endorsement. The
Library of Virginia and VPLDA are also providing information for the JLARC
study. Sam Clay announced that VPLDA
has prepared a statement to send to membership, which will address credit for
the ability to pay at the local level.
·
Conference: Carolyn Barkley reported that regrettably William Styron will be
unable to attend the conference due to health reasons. James West, Styron’s biographer, will
introduce a video version of Mr. Styron’s speech. The final Council meeting and conference luncheon will be on
Wednesday at the Norfolk Public Library followed by the Continuing Education
Program Planner's Workshop. Dr. Dale
Henry will speak at the luncheon.
Council members, both new and old, should plan on attending the luncheon
and new Council members should plan to stay for the afternoon workshop. Council
members should bring their manual to pass on to the incoming council
member. The President’s party will be
on Thursday night at 9:00 p.m. Linda Hahne encouraged Council members
to register and select their free lunch menu.
She also recommended that everyone should look at program descriptions
and e-mail her if any changes are necessary before the final program is sent
out. Carolyn announced that a “tunnel
party” will be held after the closing general session for those hoping to avoid
the tunnel traffic on Friday afternoon.
·
Continuing Education Partner
Identification/Facilities Survey: Carolyn
Barkley reported that larger libraries had been contacted and the a list of
libraries with facilities available for VLA programs would be prepared for the
VLA website. Althea Aschmann reported
that the list would be organized by region and locality, and that the committee
was looking for “no fee” sites. Ruth
Arnold asked why smaller libraries were not surveyed, noting that her library
had not received a questionnaire.
Althea clarified that the surveys have not been sent out yet.
·
Awards 2000: Susan Keller announced the recipients of the George Mason Award,
the Friends of the Library Award, and the Trustees Award. These recipients will be publicly announced
at the Annual Conference.
7) Unit Reports: Steve Matthews (School Library Section) announced that the section
is alive and well, and that he plans to reactivate membership in the coming
year. Althea Aschmann (TSAT) announced that Sharon McCaslin is the
incoming chair. The forum will present
a conference program on licensing electronic software. Althea also reported for the Continuing Education Committee that the
Program Planners Workshop will involve two presenters from SOLINET to repeat
their well-received presentation on successful program planning. Sue
Brown (Public Library Section) reported that she will serve on the ad hoc
committee to the JLARC study. She also
announced that five table talks will be held at Thursday lunch at the annual
conference. Harriett Edmunds (Volunteer Management Forum) announced
the appointment of a new chair for the forum.
A workshop on “Communicating with Your Volunteers” will be held at the
Library of Virginia on October 10, with representatives from the State
Department of Volunteers and the Henrico County Department of Volunteers. Their conference program will be on homework
centers run by teens, presented by the Chesterfield County Library. Ruth
Kifer/Greta Lowe (Academic Library Section) reported that they will be
sponsoring two programs at the annual conference: one of using the web for
library instruction and one of statistics for Interlibrary Loan. They are in the process of creating a
listserv for the section. Dave Hayes (Public Services Forum) reported
that the forum will sponsor two discussion groups at the annual conference on
public services: one for public libraries and one for academic libraries. He announced that Theresa Johnson, Head of
Access Services at ODU, will chair the forum for next year. Pearline
Harmon (Region III) announced that Colette Macin will be the new chair for
next year. Mary Mayer-Hennelly (ALA Councilor) reported briefly on three
issues addressed at the ALA Conference in Chicago in July: outsourcing and
privatization; electronic participation on committees; and a values statement
draft (not approved). She will have a
more complete report in the September VLA
Newsletter. Marianne Ramsden (Scholarships Committee) announced the recipients
of the two VLA scholarships: Christina
Anderson (Bristol Public Library) and Sandra Shell (Blue Ridge Regional Library
System). The committee received sixteen
applications. Barbie Selby (Public Documents Forum/Publications Committee) reported
that the Public Documents Forum is sponsoring two conference programs. The Publications Committee is still
accepting applications for editor of the VLA
Newsletter. Andrea Kross (Virginia Libraries)
announced that conference reporters are needed. Sandy Heinemann
reported that the election for the VLA offices of Secretary and President-Elect
is underway. Ballots are due by September 18.
The meeting adjourned at 12:15 p.m.
Respectfully submitted,
Nancy Newins, Secretary