VLA Council Meeting 4/6/01

Northside Branch, Jefferson-Madison Regional Library

Charlottesville, VA

President Cy Dillon called the meeting to order at 10:10 AM. Present were Iza Cieszynski, Janis Augustine, Carolyn Barkley, Linda Hahne, Mary Mayer-Hennelly, Ellen Bell, Connie Gilman, Ellen Wertman, Harriet Edmunds, Barbara Rittinger, Ted Hostetler, Steve Preston, Susan Paddock, Susan Brown, Barbie Selby, Colette Macin, Andrew Morton, Polly Khater, John Walsh, Mary Clark, Zanne Macdonald, Marianne Ramsden, Steve Matthews, Anne Davis, Sharon McCaslin, Jan Rowley, Sherry Pearson, Helen Sherman, Andrea Kross, and Steve Helm. Visiting were Janet Justis and Caroline Parr.

Ellen Bell pointed out a garbled sentence in the minutes, which had been distributed via e-mail to all Council members. A correction was made, and the minutes were approved as amended.

Executive Director’s Report:

Linda Hahne announced that VLA presently has 1,035 members. 244 are new, and 276 former members have so far not renewed. After the Paraprofessional Conference in May, a directory of VLA members will be published.

122 people have registered for the Paraprofessional Conference as of 4/4/01.

Also, as of 4/4, 19 have registered with Linda for ALA Legislative Day.

13 exhibitor booths have been sold for the Annual Conference in Oct.

Treasurer’s Report:

In Jeanette Friedman’s absence, Linda Hahne distributed her report (see attachment). She noted that legislative donations are down, but other expenses are on target. Cy reminded Council members to check with their own libraries to see if they have donated to the legislative liaison fund, or if they will. Linda also noted that $2,500 of the contingency fund has been spent for listserv software and for a donation to the ALA CIPA fund.

Executive Committee Report:

Cy stated that there are no action items for Council at this time, but there are issues for Council to be aware of:

The Executive Committee will budget for Linda to attend a Library Conference in another state every year, and also ALA, so that she can participate in the executive directors group.

Cy has instructed the Administrative Services Committee to develop a job description for a VLA Information Officer. The description will be ready for review at the June meeting, with the hope that this person can be in place by fall. Cy asked for recommendations for this appointment, and in answer to a question, estimated that it would take about the equivalent of two full days per month to perform the duties of this office.

The VLA CIPA resolution is on the ALA website, and VLA donated $1,000 to the ALA CIPA lawsuit.

Cy reminded Council that even more funds might be needed for the legislative liaison if the General Assembly holds a special session. Also extra funding will be needed when the JLARC State Aid study is released in July.

Cy will contact IAC in order to find out if they will continue its funding of the VLA scholarship.

Legislative Committee Report:

VEMA will be asked if they want to help sponsor ALA Legislative Day in Washington. Harriet Edmunds and Mary Clark of the Library of Virginia said that at least 17% of LVA’s total operating budget for FY 2000-2001 will be cut from the final quarter of the fiscal year. This includes cuts in Infopowering. However, the Gates computers for public libraries will still be purchased, but the purchase will be spread over this fiscal year and the next. Cy asked Council members to put pressure on their Delegates to call for a special session of the General Assembly to amend the Governor’s budget. Cy, as President of VLA, signed a letter requesting this.

Conference Committee Report:

Harriet Edmunds announced that the Academic Library Section will sponsor a preconference entitled, “Using ACRL Standards to create a continuous assessment environment”. This program will be presented by faculty from Augusta State University in Georgia.

The committee is working on the design of the conference logo. Please send suggestions to Harriet, Cy, or Jim Gwin.

Only seven concurrent sessions have been submitted so far.

Henrico County will display their new bookmobile at the Annual Conference.

John Moorman will serve as the Chair of the Conference Committee for 2002. Harriet will assist.

Federal Legislative Update:

Mary Mayer-Hennelly reported that the Tidewater bus for ALA Legislative Day in DC will leave Norfolk at 6:45 AM, with one stop in Hampton. More private citizens are needed. Skip Auld is in charge of the bus leaving Richmond. Linda Hahne reminded those organizing the buses that luncheon registrations should to be directed to her. She also said that VLA will subsidize the cost of the buses.

Region, Section, & Forum Reports & Announcements:

Public Library Section: Chair Sue Brown said that she and Steve Matthews of the School Library Section are working on programs to attract more school librarians to the VLA Conference. On Friday there will be a session on coordinating the Read Aloud program and Award Books with the SOLs. Also there will be a program on school/public library combinations. The Jefferson Cup award has been set for a Friday morning breakfast.

The Public Library Section also is planning conference sessions on the JLARC report and readers’ advisory.

School Library Section: In addition to planning the above programs, Chair Steve Matthews is working on a strategy to build up school librarian membership in VLA. His goal is to recruit 60 and give them specific tasks to work on within VLA. Harriet Edmunds suggested that these programs also be presented at VEMA.

Technical Services and Technology Forum: (report attached) Sharon McCaslin, Co-Chair, said that the Forum is planning a program at the Annual Conference featuring Gail McMillan from Virginia Tech, who will be talking about Tech’s project to make theses and dissertations available through electronic access.

Awards and Recognition Committee: Chair Connie Gilman reported that only one application had been received so far, and that the deadline is the middle of April. She encouraged Council Members to send in nominations.

Webmaster Report: Steve Helm said that the listservs had been re-established, but that members must resubscribe. It was suggested that all VLA members who have valid e-mail addresses be added to the VLA list automatically. Iza Cieszynski suggested that Steve present a session at the Annual Conference about the VLA website and the listservs. Steve also announced that the Facilities database will soon be on the website and that Skip Auld is maintaining the information for the Legislative Action Center on the website.

Virginia Libraries Report: Editor Andrea Kross said that two features of the VLA Conference will be in the next edition of Virginia Libraries—the Henrico County Bookmobile and Gail McMillan talking about digitization at Virginia Tech. Also Andrea announced that she will be moving to San Francisco to work at Innovative Interfaces.

Continuing Education Committee: Chair Barbara Rettinger reported that the Facilities Survey will be ready and mounted on the VLA website by August 1. An ad hoc committee from Region V will start working on the Speakers Bureau this month. Suggestions are welcome. The Program Planners’ Workshop at the Annual Conference will break into separate sessions so part of it will be available to the whole VLA membership. The Committee also wants to advertise library in-house programs through VLA, if the sponsoring library will admit up to five outsiders.

Region V: Polly Khater, Co-chair, announced that Region V will sponsor a workshop at the Freedom Forum on Sept. 21. The theme will be “Reaching our Users through Remote Technology”.

Scholarship Committee: Chair Marianne Ramsden reported that there were 13 applicants for the VLA scholarships, and that the committee will be meeting after Council to award the three scholarships.

Region VI: Chair Zanne Macdonald said that Region VI and the Intellectual Freedom Committee will co-sponsor a workshop, “Fair Use in the Digital Age” next Friday, April 13, at the Northside Branch of the Jefferson-Madison Regional Library.

Intellectual Freedom Committee: Co-chair Ted Hostetler reminded everyone that the IF Committee has its own website on the VLA website. Also the Committee will invite Rod Smolla back for a program at the Annual Conference.

Region III: Colette Macin, Chair, said that Region III is planning a program for the fall on community resources.

Shipping List Report: Janet Justis, editor, talked about reports from the GAO that will change the Government Documents hierarchy radically. Information about these reports can be found on the ALA website. Cy suggested that she might want to present a session on this topic at the Annual Conference. Janet also said that President Bush has not yet appointed a GPO transition team, so everything is behind schedule.

Paraprofessional Forum: Chair Susan Paddock distributed the Paraprofessional Conference registration and preliminary program (see attached). The Forum is looking for nominees for three awards. On Sept. 28, in Abingdon, a program titled “How to lead when you aren’t in charge” will be presented.

Youth Services Forum: Sherry Pearson, Chair, said that the Forum is meeting this afternoon to finalize sessions for the Annual Conference, and that Jim Murphy is the Jefferson Cup winner for Blizzard.

Public Documents Forum: Mary Clark, representing both the Forum and Region IV, asked that all VLA members be included on the VLA listserv, so that communication among unit members would be improved. In August there will be a program in Abingdon on government information for public librarians. Also there will be a Conference session on FOIA.

Collection Management Forum: Chair Ellen Wertman announced that the workshop on evaluating electronic resources is full.

ALA Councilor Report: Mary Mayer-Hennelly asked Council members to watch the VLA listserv and give her feedback on ALA issues.

Region II: Chair Ellen Bell is retiring from the directorship of the Blue Ridge Regional Library in the summer, and will also resign from her Chairmanship of Region II at the same time. A new chair will need to be appointed. Elaine Day will represent Region II at the next Council meeting, however. Also Ellen announced that a Region II program on Reference is being planned for the fall.

“Read Aloud Virginia” Report: Caroline Parr gave a delightful reading from Because of Winn Dixie, and announced that the Year Down Yonder by Richard Peck is the 2001 Newbery Award Winner. Read Aloud Virginia is a 501(3c) organization and has its own website. www.readaloudva.org. It was suggested that VLA link to this website.

Volunteer Management Forum: Chair Jan Rowley wants more Forum participants and nominations for the VLA awards.

Cy reminded Council that he needs recommendations for Virginia Libraries editor and Chairs for Trustees and Friends, Public Services and Region II.

Linda wants everyone to use her new e-mail address, lhahne@coastal.net.

There being no further business, the Council meeting adjourned at 12:15 PM.

Respectfully Submitted,

Janis Augustine