BOARD MEETING
Federal Way Regional Library
Joan Weber, President
Cindy Cunningham, Vice-President/President Elect
Carol Gill Schuyler, Secretary
Mary Campbell, Coordinator of Continuing Education
Mike Wirt, Coordinator of Communications
Neel Parikh, 1997 Conference Coordinator
Joy Neal, 1998 Conference Coordinator
Tom Moak, 1999 Conference Coordinator
Jan Walsh, ALA Councilor
Gail Willis, Association Coordinator
Vince Kueter, Alki Editor
Linda Rhines, WLA Link Assistant Editor
Amy Ravenholt, Awards Chair
Donna McMillen, IG Liaison
Kathleen Ardrey, WLFTA Chair
Pat Kennedy, WALE Chair
Cher Ravagni, Intellectual Freedom Committee Chair
Steve Duncan, Legislative Liaison
Martha Parsons, WLA Webmaster
Louise Saylor, Alki Editorial Committee
The meeting was called to order at 9:40 a.m. by Vice-President Cindy Cunningham. Members of the Board introduced themselves. The agenda was amended.
Approval of the minutes of the September 5, 1997 Board Meeting.
- MOTION: Move to approve the minutes as submitted.
- Moved: Mike Wirt.
- Seconded: Jan Walsh.
- Passed unanimously.
Treasurer's Report:
Patty Duitman was not able to attend the meeting, but submitted a written report. The WALE Conference revenue has not been recorded and is not reflected in this report (dated November 7th); Pat Kennedy said that there was a profit of about $5300, $1480 ear-marked for the ADA fund.The revenues from the OLA/WLA Conference and the other fall workshops are also not within this budget report's time frame.
Old Business:
Approval of the procedures for reviewing WLA print materials by the PR Committee: Mike Wirt
Mike Wirt presented a draft of the procedures prepared by Mary Carr, Chair of the Public Relations Committee. Mike said that it was essential that a Public Relations' subcommittee review all print materials prior to distribution to ensure consistency in look and content. The questions that arose during the discussion included: What is "print"? Every "Link" and "Alki"? Conference-related materials? "Trustees' Manual"? How was the material to be submitted to the committee members? FAX? Photo-ready? Mail? What was the optimum time frame?
- MOTION: Move to accept the Public Relations Committees's recommendation.
- Moved: Mike Wirt.
- Seconded: Jan Walsh.
- Discussion: The discussion centered on the uncertainty about the expectations of the subcommittee in terms of format, content, and time frame for the approval process. The Public Relations Committee was meeting on December 4th following the Board Meeting. They could further clarify the procedures.
- MOTION: Move to table the motion until the February Board Meeting.
- Moved: Joy Neal.
- Seconded: Tom Moak.
- Passed unanimously.
Joan Weber arrived at the meeting in spite of fog and delayed flights, gavel in hand.
1997 OLA/WLA Conference Report: Neel Parikh
Neel Parikh presented both a written and oral report to the Board. The Conference profit for WLA was $28,753.72. The Conference budget was based on the 1992 joint conference with an emphasis on being both conservative and positive. One concern was the potential impact of Oregon's recently passed tax measure's effect on libraries in that state. Revenues: "ticketed events" brought in less because of the economic picture and fewer vendors participated than were anticipated. Expenses: audiovisual support of programs was extraordinarily expensive. The majority of the printing was handled "at cost" by the Pierce County Library District. Mailing costs were also lower because of that library. Neel said that a policies' agreement was essential for a joint conference between Oregon and Washington because the two Associations operate differently. For instance, the pre-conferences were not part of the budget and the profits were distributed separately because Oregon's profits go to their Interest Groups and Washington's go to the Association. Neel suggested that, if possible, all pre-conferences should come within the conference perimeter. Other notes included: Both credit cards and purchase orders dramatically impact the receipt of revenue. It is necessary to have a "hook" to keep exhibitors at the site until the close of the conference. A program should be used to facilitate the link between registration and the treasurer. The web site should be used for registration for and information about the conference. It is imperative to have an active fund-raiser who can successfully (Bruce Ziegman chaired this committee) connect costs with events and programs and target vendors. Neel said that the manual for conference chairs would be revised to reflect the procedures' approval process for printed materials when it is adopted by the Board. The Board heartily thanked Neel and her Conference Committee.
Interest Group Guidelines: Mike Wirt
Mike Wirt presented the guidelines developed by the ad hoc committee composed of Mike, Mike Wessells, Mary Hillman, and Karen Highum for members/interest groups/committees to follow when they are expressing viewpoints. Anyone can express a personal opinion, but not under the WLA auspices. Cher Ravagni said that interest group and committee chairs need to know legislative strategies and WLA stances in order to properly respond to questions. Steve Duncan said that anyone could be included in a conference call when it was appropriate. He needs to be in the discussion loop because of the need to explain strategies so that there are no conflicts. The web site also tells which bills are being tracked. A mailbox will be set up so that people can communicate with Steve about the issues. There was some concern about whether the guidelines would apply to editorials or other contributions in "Alki". Vince Kueter said that the opinions of the authors are there own. It is essential that there is a forum for dissension if the organization is to continue to grow.The difference is with whom someone is being identified.
- MOTION: Move that the Interest Group guidelines recommendation be substituted for the statement in the "Interest Group Manual" previously approved by the Board on June 5, 1997, concerning statements on WLA issues.
- Moved: Cindy Cunningham.
- Seconded: Mike Wirt.
- Passed unanimously.
Legislative Day: Tom Moak
Tom Moak reported that the flyers and registration materials have been ordered and will be ready to mail after the first of the year. The committee is contacting guest speakers who will make presentations on grass-roots advocacy of libraries in the State. The fortune cookies will be used again this year; they are always a great success. They hope that the governor will be able to attend. Kathleen Ardrey said that in spite of the success of last year's presentation of the WLFTA Awards at Legislative Day, they will be presented at the 1998 Annual Conference. Friends and Trustees are vital supporters of libraries and Legislative Day is a public relations' opportunity with the Legislature. In order to emphasize the support of the Friends and the Trustees for libraries, Joan Weber will include a description of the awards, the award process, and a conference invitation in her welcoming address.
Vendor Links to the WLA Homepage (discussion tabled at the September 5, 1997, Board Meeting):
A request had been made for vendor links to the WLA Homepage by a vendor through Gail Willis. The discussion included: It does not fit the mission of the homepage. It is not our role which is to be useful to the membership and keep members current on WLA information. It would be very time-consuming to keep the links current. It was also recognized that vendors are part of the library "community".
- MOTION: Move that the Board includes a statement in the WWW and Home Page guidelines that WLA On-line not accept commercial advertising links because they do not fit the stated mission of the web site.
- Moved: Mike Wirt.
- Seconded: Jan Walsh.
- Passed unanimously.
Failed By-Laws:
What did we learn from the failure of the by-laws' amendment to have WLFTA's role on the Board parallel that of the other Interest Groups? Mail-in ballots do not allow the proper forum for discussion of issues. In this case, the intent was lost in the process because mailed ballots did not allow an arena for discussion. Members of WLFTA see themselves as an association, not an interest group; it is composed of people who are interested in libraries, not employed by them. Kathy Ardrey said that they are currently looking at their by-laws. The by-laws' amendment failed. The vote was taken and the issue decided. It is time to move forward. Vince Kueter added that the October 1998 "Alki" had already been slated to focus on the Friends and Trustees and their strength in the library community.
Trustees' Manual: Kathy Ardrey
Kathy Ardrey said that the "Trustees' Manual" has been printed and was distributed to those members who attended the WLFTA-sponsored conference in September. Copies have been mailed to all other members as well. The manual was very well done. Board members will receive copies of the manual prior to the February Board Meeting.
New Business:
Conference 2000: Neel Parikh
Neel Parikh said that Tacoma is a possible site for the Conference in 2000. The things to consider include: conference space, the costs of rooms and meals, and the scheduling of sites by other groups. Conferences are more successful when attendees use both the hotel and meals offered through the Conference. Bell Center, used this past summer by PNLA, was discussed as an alternative site. Joan Weber said that a survey was included with the membership renewals to find out why members attend conferences, what they consider the most important aspects of conferences, and whether exhibits a draw. Neel will continue to investigate site possibilities.
President's Report: Joan Weber
Joan Weber reported that the Association now has two contract with Steve Duncan, a general consulting agreement and one that contracts with him to be our government relations' representative. Each is funded from a different part of the budget. Only personal dues can support his government relations' role. Helen Perry, library director in Pullman, is retiring. Donna McCool is participating in a British Council Library study tour of Northern Ireland to encourage the exchange of people and programs and enhance communication. Before she leaves on January 25, she would like any ideas that people have. ALA is encouraging support of the Internet copyright.
Vice-President's Report: Cindy Cunningham
Cindy Cunningham reported that at the State Action Plan meeting, she and Joan Weber had committed the Association to further state-wide goals, including communication among all members, support for access to information, telecommunications, and literacy, and acting as a forum for diverse types of information and libraries. We are already doing these things, but this puts them into a greater context. The Government Information Locator Service Committee is looking for members; it has legislative support for funding. A steering committee is also being formed under the auspices of WSACL to set guidelines for the use of the $500,000 allocated to off-set the costs to libraries of databases. Tribal librarians are interested in becoming an Interest Group. Cindy had received possible program descriptions (intellectual freedom and "advocacy") from ALA available for 1998 conferences. All of the Conference program spaces have been filled. WASCL dissolved itself at its last meeting with the intent to refashion so that it represents more types of libraries. The group will work with the Library Commission to for its reorganization.
Legislative Planning Committee: Steve Duncan
Steve Duncan said that he is predicting a very conservative legislature, both in the Senate and the House of Representatives, for the next four years with a focus on social issues. Library issues will be out of the Law and Justice Committee, including the "harmful to minors" bill.
Federal Relations Coordinator: Nancy Zussy
Although Nancy Zussy was unable to attend the meeting, she sent word that all of her report had been sent out through WIIF.
Coordinator of Continuing Education: Mary Campbell
Mary Campbell reported that five workshops have been presented this fall: "On the Frontline" (two times with two more scheduled), one on literacy, and "Bringing Puppets to Life". All of the workshops made a profit. The WALE Conference was a great success with more people attending than they had anticipated. Two pre-conferences are planned for the 1998 Conference, "Libraries Do It" and "Serving Homeschoolers". The Board thanked Mary and the Interest Groups for the presentations and commitment of energy.
Coordinator of Communications: Mike Wirt
Mike Wirt said that the Publications Council had met. Invitations have gone out to the Interest Groups to have a web site connected to the Association's home page. They are trying to set up a link so that members can e-mail Steve Duncan through the home page to enhance legislative bill tracking.
Coordinator of the Strategic Plan: Jill Jean
Although Jill Jean was unable to attend the meeting, she said that no responses had been sent to her about any changes in the strategic plan since it had been presented to the Board.
- MOTION: Move to approve the 1997 - 1999 Strategic Plan as presented.
- Moved: Cindy Cunningham.
- Seconded: Jan Walsh.
- Passed unanimously.
Coordinator of the 1998 Conference: Joy Neal
Joy Neal reported that the program is entirely full for the Conference. The remodeling of the conference center is complete with eight more meeting rooms and space for twice as many vendors than possible prior to the project. Bruce Ziegman is going to do the fund-raising for the Conference. More programs were submitted than space allowed to be presented; most programs have only minimal costs attached to them.
Coordinator of the 1999 Conference: Tom Moak
Tom Moak said that a questionnaire had gone out to the membership with their renewal applications to determine what people were really looking for in a conference. This should enable better planning to meet the needs of the membership. There were also questions about the importance of exhibits. The Conference Committee has contacted the Gates Foundation, asking if one of the Gates would make a presentation at the Conference. They are currently working on the logo for the Conference that should be ready for Board approval at the February Board Meeting. Tom asked Joy Neal to give him the information about the programs that had been submitted but not used for the 1998 Conference. They may be "re-cycled" in 1999. Registration forms will be on the home page.
ALA Councilor: Jan Walsh
Jan Walsh presented a written report to the Board. Highlights of the report included: the launching by ALA of a cybercollection of over 700 sites for children linked to its home page, the hiring of William Gordon as ALA's Executive Director, the creation of an task force to look at the issues of outsourcing, an urban legend involving the theft of kidneys in New Orleans, information about the "Digital Era Copyright Enhancement Act", programs that are planned for both PLA's 1998 Pre-Conference and Conference.
PNLA Representative: Linda Pierce
Linda Pierce as unable to attend the Board Meeting, but had prepared a written report to the Board. The PNLA Board met in November to determine is future direction and focus and determined that it needs to rebuild the organization around its regional nature. Its 1997 Conference was wonderful, but a financial blow to the Association. ALA contributed $5000 to help off-set the debts of the Conference. The 1998 Conference is planned for Sun Valley, Idaho, and the 1999 Conference for Calgary, Alberta. Linda requested that WLA approve a proposal to pay for her expenses for attending both of the PNLA Board Meetings, but this was not necessary because that budget line already has sufficient funds in it to cover the travel.
WLFTA Representative: Kathleen Ardrey
Kathy Ardrey said that the WLFTA Board had been hosted at two libraries for their October and November meetings. They are looking forward to the Conference in Wenatchee, with program planning going well. One program includes Board of Trustees' members, one is entitled "Friends as Partners", and one is on marketing libraries. They are participating in the goals of the statewide library planning and investigating producing a Friends' handbook. A link to WLFTA from WLA's home page is being developed. One of the goals of the group this year is to widen the WLFTA Board interaction with both Friends and Trustees.
Discussion of Reciprocity Issues WLA/WLMA: Nancy Collins-Warner
Nancy Collins-Warner was unable to attend the Board Meeting, but submitted a written recommendation to the Board. She said that the Association should re-open the reciprocal membership agreement between the two organizations. Issues to be addressed: the dues amounts (neither covers the mailing costs of publications) and the voting rights (WLMA members do not have WLA voting rights, WLA members have WLMA voting rights). Mike Wirt suggested that an ad hoc subcommittee should be formed to discuss the issues and come with recommendations prior to the development of the next budget and the 1999 membership renewals. Cindy Cunningham will chair the subcommittee, which will include a member of the CAYAS Board.
Items identified for the February Board Meeting:
Review of print materials guidelines a Public Relations Subcommittee (tabled in December)Endorsement of the "Trustees' Manual"
Presentation of the logo for the 1999 Annual Conference
Item identified for the June Board Meeting:
Proposal from the ad hoc subcommittee on reciprocity membership between WLA and WLMAThe meeting was adjourned at 3:05 p.m.
Approved (date): _______________________________________________________Submitted by: carol@linknet.kitsap.lib.wa.us Carol Gill Schuyler Kitsap Regional Library 1301 Sylvan Way Bremerton WA 98310 360-405-9127 FAX 360-405-9128