VLA Council Meeting

April 7, 2000

Northside Branch, 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; Linda Hahne, Executive Director; Heather Hannan, Admin. & Mgmt. Forum; Libby Lewis, Admin. & Mgmt. Forum;  Mary Mayer-Hennelly, ALA Council; Susan Keller, Awards & Recognition Committee; Morel Fry, Conference Committee; Skip Auld, Federal Relations; Jeff Clark, Intellectual Freedom Committee; Janis Augustine, Legislative Committee; Virginia Dunn, Local History, Genealogy Forum; Wanda Brown, Paraprofessional Forum; Clara Stanley, Paraprofessional Forum; Dave Hayes, Public Services Forum; Mary Lou Carr, Trustee/Friends Forum; Barbie Selby, Publications Committee; Wilma Dotson, Region II; Pearline Harmon, Region III; Collette Macin, Region III; Keith Weimer, Region IV; Jennifer Davison, Region VI; Marianne Ramsden, Scholarship Committee; Sue Brown, Public Library Section; Sharon McCaslin, TSAT; Mary Hansbrough, VLA Newsletter Editor; Andrea Kross, Virginia Libraries Editor; Rebecca Purdy, Youth Services Forum.  Visitors:  Phil Abraham, VLA Legislative Liaison; Kip Campbell and Conley Edwards, LVA

 

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

 

2)  Minutes from the February 2000 Council meeting were approved as distributed.

 

3)  Treasurer's Report:  Linda Hahne reported for Treasurer Friedman, distributing an Income/Expense Sheet through April 2000 (appended to the official minutes as attachment #1).  Linda noted that on the income side, membership dues are on target.  The Paraprofessional Conference has brought in $37,653 to date, and the Annual Conference 2000 $2,000 to date.  Expenses are also on target.  The negative $647 under membership incentive is due to a slight additional cost in mailing membership packets.  Expenses are minimal so far for both conferences.

 

4)  Executive Director's Report: Linda Hahne reported that membership currently stands at 1,016:  856 renewals and 160 new members.  To date 321 have not renewed their memberships and they are not receiving publications.  Membership packets at approximately $1 per packet have been mailed to all new and renewing members.   Twenty registrations have come in for Federal Legislative Day and 405 registrations have been received for the Paraprofessional Conference.  Invitations to 480 exhibits for the Annual Conference have been sent and seven booths have been sold.  Twenty-one scholarship application forms have been received, with a May 15 deadline. 

 

Linda signed a contract with Holiday Inn Select/Koger South in Richmond for the 2001 Annual Conference on October 17-19, 2001.  Room rates are $82 per night, with free parking and several other amenities.  Linda also reported for Steve Helm (VLA Webmaster) that he will set up listservs for any VLA units that would like to start one.  Council members should get in touch with him if they're interested.

 

5)  Legislative Session Report:  Phil Abraham (VLA Legislative Liaison) reported on this past year's "great session" in the legislature.  Full funding for Virginia's public libraries was achieved, although the $600,000 to maintain it in year 2 wasn't granted.  "Infopowering" was funded at an actual figure of $4.7 million, with LVA receiving one position for Infopowering.  Phil noted that Governor Gilmore was very supportive of this initiative.  JLARC (Joint Legislative Audit and Review Commission) will review the State Aid formula and the geography cap this year.  Phil read the actual language of the JLARC mandate (appended to the official minutes as attachment #2).  JLARC will report after 2001, but their staff will start now with interim reports.  On UCITA, Skip Auld has worked with this with good result.  UCITA will become law in Virginia but each state will make changes, so it will not be a true Uniform Code.  A representative from VLA will be appointed to work with this issue.  Thank you notes will be sent to all legislators supporting full funding from local public library directors.  Phil's summary:  libraries were "like a bullet" in the legislature.  Of non-state agencies libraries fared the best.

 

6)  Proposed Changes to Library of Virginia ILL policy:  Conley Edwards and Kip Campbell (LVA).  Conley Edwards and Kip Campbell announced that, after completing an inventory of the LVA collection, LVA is proposing that no books with publication dates prior to 1925 be circulated through interlibrary loan.  (This is a change from pre-1900 in the current policy).  Books will still be available at the LVA.  Heather Hannan asked if the possibility of digitizing frequently requested items might be considered.  LVA will track requests and try to make copies as needed.  Conley Edwards asked about statewide impact of the change.  Cy Dillon replied that there will be an impact, but the change is understandable and digitizing is important.  He also noted that borrowing libraries should pay for damages/cost of replacing lost books.  Skip Auld questioned using a cutoff date as opposed to rarity of items.  Kip Campbell replied that family and local histories are often irreplaceable and it is hoped the cutoff date will winnow these out.  Cy Dillon noted that with heavy ILL traffic case-by-case decisions are hard to make.

Morel Fry moved, with Barbie Selby seconding that "Council support the 1925 decision, but the no later cutoff date be accepted."  The motion carried.

 

7)  Carolyn Barkley introduced two new members of Council:  Sue Brown (Public Library Section) and Andrea Kross (Virginia Libraries editor).  All Council positions are now filled.

 

8)  Consent Agenda:  Carolyn Barkley announced that the VLA Executive Committee approved a Manual change in their Thursday meeting, which would change terms of office for two members of the Executive Committee.  The Second Vice-President would assume office on January 1 following the annual conference (as opposed to immediately after the annual conference) and the Secretary would assume office at the planning retreat (again as opposed to immediately after the annual conference).  This change will allow for more efficient and effective transfer of responsibility and will be distributed at a later date.

 

Carolyn also announced that the Executive Committee had voted to accept resolution of co-sponsorship with "Read Aloud Virginia."  A VLA member will be appointed to the Read Aloud Virginia Board and VLA will assist in promotion.  (A copy of the resolution is appended to the Executive Committee minutes as attachment #5).  Keith Weimer moved, with Sue Brown seconding, endorsement of the Executive Committee's vote.  The motion carried.

 

9)  Approval of the Conference Budget:  Morel Fry presented the proposed 2000 Conference Budget.  Skip Auld questioned whether the conference tries to make a profit or is just self-supporting.  Carolyn Barkley noted that proceeds from the annual conferences have helped to keep dues down and build up reserves.  Linda Hahne responded that proceeds are not used for the operating budget, but if the conference loses money that needs to come out of VLA's budget.  VLA is non-profit.  The revenue figure of $17,500 is merely a wish.  Linda also noted that registration fees have not been raised in quite a while.  Carolyn Barkley and Cy Dillon noted that Linda has worked very hard in contract negotiations to keep costs down.  Barbie Selby moved, with Susan Keller seconding, that the budget be adopted.  The motion carried.

 

10)  Reports

 

Nominating Committee:  Sandy Heinemann announced that the Nominating Committee met on February 15 and proposed the following slate of candidates:  for Vice President/President-Elect, Izabela Cieszynski (Newport News Public Library System) and Chuck Koutnik (Appomatox Regional Library).  For Secretary:  Janis Augustine (Salem Public Library) and Keith Weimer (Virginia Union University). Ballots will go out in late August/early September.  Petition candidates will be accepted.

 

Scholarship Committee/Publications Committee:  Carolyn Barkley reported that these committees are working on and will give reports on their designated agenda item charges (scholarship and advertising plans) at the June Council meeting.

 

Membership Committee:  Cy Dillon raised the question of whether the New Members Roundtable is still needed.  He proposed that the Membership Committee assume the duties of this roundtable.  He suggested three ideas for Membership Committee consideration: a program at annual conference for new members to address career development; a list of VLA mentors to work with new members; and a challenge to libraries in the commonwealth to pay VLA dues for one paraprofessional for the year.  He reported that VLA region chairs will have lunch with the Executive Committee following the Council meeting. 

 

Cy moved, with Ruth Arnold seconding, the following:  “That the New Members Roundtable be dissolved and their activities assigned to the Membership Committee.”  The motion carried.

 

Awards & Recognition Committee:  Susan Keller summarized the report from the committee regarding their designated agenda charge to study and revise the Awards and Recognition Program.  She reiterated that the committee is not taking over any other unit awards.  The committee will coordinate the administration of VLA awards and recognition. All awards will be listed in an awards brochure, which the Publications Committee will help to design.  The VLA Executive Office will hold all forms for nominations and all nominations will be returned to the VLA Executive Office.  The committee will work to establish consistency with forms and with deadlines.  April 15 is the proposed deadline for all VLA awards.  All winners will be announced in the VLA Newsletter and at the annual conference; winners of the Paraprofessional Scholarships will be announced at the Paraprofessional Conference also.  Ruth Arnold asked if forms will be on the VLA website (yes) and Carolyn Barkley thanked the committee for their good work. 

 

Conference Committee:  Morel Fry began the conference update with the exciting announcement the William Styron will be the speaker for the closing general session (October 20, 2000), thanks to coordination with the Center for the Book and the Virginia Beach Public Library.  The session will also be open to the public, so some restructuring will be involved (i.e. awards presentations moved to the social perhaps).  Linda Hahne has sent invitations to exhibitors plus thanks to those who exhibited this past year.  She announced that the Clarion’s name is now the Radisson.  Please let Linda Hahne know equipment needs for concurrent sessions. 

 

Legislative Day:  Skip Auld reported that Tuesday, May 2, 2000 is the National Legislative Day lunch with representatives (or aides).  Monday, May 1, 2000 is the ALA session and the ALA website at http://ala.wash.org has details. 

 

ALA Councilor:  Mary Mayer-Hennelly stressed the importance of National Legislative Day.  She announced a “thank you day” to thank legislators during National Library Week (this coming week).  Also, she noted publicity opportunities through ALA and noted that successes like full funding should be publicized nationwide.

 

11)   Roundtable Announcements:

 

Carolyn Barkley announced that she will continue last year's initiative by writing letters to newspaper editors in those districts where legislators are supporting VLA.  She also noted that lunch with region chairs would begin at 12:30 p.m.   Linda Hahne announced that she is still selling mouse pads, and distributed new VLA Rosters.  Heather Hannan (Administrative & Management Forum) reminded everyone to celebrate National Library Week.  Skip Auld (Federal Relations) reported that Virginia and Maryland are racing to enact UCITA.  Maryland will vote this weekend.  The April issue of American Libraries will have more information about UCITA.  Sharon McCaslin (TSAT) announced that workshops on Serials Cataloging will be held in the next few weeks.  Colette Macin (Region III) introduced herself to Council.  Keith Weimer (Region IV) reported that they are planning a program to address the needs of school librarians.  Barbie Selby (Publications Committee) reported that they are working on Designated Agenda charges for a report to Council in June.  She introduced Andrea Kross as the new editor of Virginia Libraries.  The committee will also be investigating photos in the VLA archives at LVA.  Barbie also reported for the Public Documents Forum that their program at Va. Tech. brought in approximately $400, and thanked SWING for rescheduling their meeting for the same day.  A census workshop is planned for summer.  Clara Stanley (Paraprofessional Forum) reported that 405 registrations have been received for the Paraprofessional Forum Conference in May.  Pearline Harmon (Region III) reported that they are planning a program on customer service.  Dave Hayes (Public Services Forum) reported that they are also working on program planning.  Cy Dillon (Virginia Libraries) reported that an article had been used in a class on school libraries.  Thanks go to the VLA photographer, Pierre Courtois, for donating photos from the Paraprofessional Conference to the VLA archives.  Rebecca Purdy (Youth Services Forum) announced that Preacher’s Boy by Katherine Paterson is the Jefferson Cup Winner.  Honor books are Through My Eyes by Ruby Bridges; The Perilous Journey of the Donner Party by Marian Calabro and The Birchbark House by Louise Erdrich; Mary Mayer-Hennelly (ALA Councilor) announced that Region III hosted a meeting with Catholic University about programming and that attendance was good.  Carolyn Barkley announced that she will meet with Catholic University’s library school Dean to discuss a possible tuition reduction for VLA members.

 

The meeting adjourned at noon.

 

Respectfully submitted

Nancy Newins, Secretary