BOARD MEETING

December 10, 1999
Federal Way Regional Library

Members present:
Cindy Cunningham, President
Carol Gill Schuyler, Vice President/President-Elect
Karen Highum, Secretary
Kim Hixson, Treasurer
Sandra Sebbas, Coordinator of Strategic Planning
Susan Odencrantz, 2000 Conference Coordinator
Merri Hartse, 2001 Conference Coordinator
Gail Willis, Association Coordinator
Martha Parsons, Webmaster/WALE Chair
Ginny Rabago, WLA Link Editor
Cathy Brownell, Assistant WLA Link Editor
Mary Campbell, PNLA Representative
Louise Saylor, ALKI Editorial Committee
Mary Carr, Coordinator of Communications, PR Committee Chair
Cher Ravagni, Intellectual Freedom Committee Chair
Jan Walsh, ALA Chapter Councilor
Mike Wessells, IFIG Chair
Shirley Painter, WLFTA member
Jan Hogan, CAYAS Co-Chair
David Menard, RIG Co-Chair
Sarah Hunt, RIG Co-Chair
Kathleen Ardrey, ALKI, Awards Committee Chair

President Cindy Cunningham called the meeting to order at 10:10 a.m.
Members of the board introduced themselves.

Approval of the minutes of the September 24, 1999 Board Meeting: Karen Highum. The minutes were approved as distributed.

Treasurer's Report: Kim Hixson

Kim Hixson distributed a draft budget statement for August-December 1999, which showed that finances are where they usually are at this time of year. She is using a new format, and wants to break out expenses/costs for workshops and add percentages to the form. She also reported that the audit is going well and that the auditor has suggestions for handling conference money.

OLD BUSINESS:

WALE Conference 1999 Final Report: Martha Parsons

Martha Parsons, WALE Chair, reported that the 1999 WALE Conference was the largest ever with 304 registered, and that Ocean Shores was the right size and a wonderful place for a conference. There will be a profit, but the figures are not finalized. A written report will be provided when final financial figures are available.

Draft Intellectual Freedom Statement: Cher Ravagni

Cher Ravagni distributed the draft WLA Intellectual Freedom Document. The document was discussed and revised, and will be included in the March Alki so that members can review it before they vote on it at the 2000 conference. This document will replace two older documents and should be used in addition to the issue brief and the WLA IF Handbook. Cher will send another draft to the Board via e-mail. Cindy will finalize the document that gets sent to members and include an explanation of the document.

Distribute Final Strategic Plan 1999-2000: Sandra Sebbas

Sandra Sebbas distributed the final 1999-2000 Strategic Plan. Comments from the last meeting were included, the dates were adjusted so that they were consistent throughout the document, and names of groups or individuals were spelled out. Changes or comments should be sent to Sandra. She will update the document after Board meetings if dates change or activities have been completed and she will also remind people when deadlines are coming up. The document will go on the website.

Draft RFP Permanent Conference Coordinator: Cindy Cunningham

Cindy Cunningham distributed a RFP for a Conference Manager for WLA. Funding for the position is not available, but she asked the Board to look at the document and discuss funding later. Alternatives for providing continuity in conference planning were discussed. Kim suggested that we create better budgeting forms for conferences. It was recommended that the WLA and WALE conference handbooks should be re-done this summer, so Cindy will write a draft RFP to do this as a contract job. A committee that includes the Conference Coordinators, WLA President, Treasurer and WALE Chair, will be formed to look at the revised handbooks. It was also recommended that the past conference coordinator continue on the WLA Board to answer questions, that two coordinators for future conferences serve on the WLA Board so that they learn more about doing a conference, and that a board member be added to work on vendor relations. Cost impacts will be studied and the Board will review the proposal.

Proposal to Split Membership and Public Relations Committee: Mary Carr

MOTION: Move that we split the Public Relations Committee into a PR Committee and a Membership Committee with the PR Committee focusing on external communications and publications and the Membership Committee focusing on internal communications and expanding membership.
Moved: Mary Carr
Seconded: Jan Walsh
Passed unanimously.

Cindy reported that Susan Madden had agreed to chair the new Membership Committee if the Board approved the split. PR committee members can transfer to the new committee if they want to and Cindy will appoint others as needed.

2000 Conference Fees: Susan Odencrantz

Susan Odencrantz, 2000 Conference Coordinator, distributed a document outlining conference fees.

MOTION: Move to approve fees as distributed.
Moved: Carol Gill Schuyler
Seconded: Jan Walsh
Passed unanimously.

Draft Archival Policy: Gail Willis

Gail Willis, Association Coordinator, distributed a draft WLA Archives Policy written by Gail and Kristi Coomes. Cindy will ask if UW Libraries will take our older archives.Minor revisions were made to some timelines and a corrected copy will be made available.

MOTION: Move to approve the policy with minor revisions.
Moved: Susan Odencrantz
Seconded: Merri Hartse
Passed unanimously.

Payments online: Martha Parsons

Martha Parsons, Webmaster, reported that it is technically possible to set up registration payments on the web using a secure server. Gail mentioned that the bank needs a signature on the form for credit card payments. Kim will talk to the bank about procedural changes and any cost changes to switch the method of accepting MC and Visa payments for conferences and report back to the Board.

NEW BUSINESS:

Discussion of fall events that trigger possible new member activity (e.g. student programs beginning and the WALE Conference): Membership Committee will discuss and bring back recommendations of how to handle partial year (prorated rate) membership for people who want to join WLA in the fall after participating in fall events.

Officer reports

President: Cindy Cunningham reported that she sent a letter to Governor Locke about funding for K-20 legislation. There are two sustaining members of WLA. We should acknowledge them in the conference program. They can use signage in their booths to say they are sustaining members. Center for a Free Cuba sent a letter to WLA asking us to write to Castro about libraries. We will not send a letter.

Vice President/President-Elect: Carol Gill Schuyler announced that Mona Lee Locke has been asked to give the keynote address at Legislative Day. (Note: Unfortunately, after the meeting we were informed that she had to regretfully decline the invitation. Jeanne Crisp will do a presentation on K-20.)

Conference 2001 Coordinator: Merri Hartse distributed four possibilities for the theme of the conference: "Convergence", "Enduring Traditions/Expanding Horizons", "2001: Journey of the Mind", "2001: The Odyssey Continues". She'll bring the final choice of the 2001 WLA Conference Coordinating Committee to the January Board meeting.

Coordinator of Continuing Education: Diane Cowles submitted a written report about CE activities (CE Committee granted $2,168 to CAYAS for their spring workshop to be held March 17 & 18, 2000 in Seattle and Spokane), evaluations from the Leadership Workshops, and summary of results from the CE survey distributed at the conference in Pasco and to WLA members when they received their membership renewal notices. Diane will compile the results of the surveys returned with membership applications and report to the Board at the May meeting.

Coordinator of Communications: Mary Carr reported that the Publications Council re-did the Web guidelines and that next they will focus on a re-vamp of the Friends packet.

PNLA Representative: Mary Campbell reported that the PNLA Board met in October. The Intellectual Freedom and Bibliographic Committees are being re-formed, and all Interest Groups are being dissolved. Other means will be used for programs and networking.

ALA Chapter Councilor: Jan Walsh reported that ALA has appointed a core values task force, PLA 2000 will be held in Charlotte N.C., and a standing ALA advisory committee has been appointed.

ALKI Editorial Committee: Louise Saylor announced that the December issue is at the press and should be mailed soon. The issue was delayed because of the large number of photographs included in the issue. Louise asked Cindy if she had nominated ALKI for the Wilson award. Cindy will do it soon.

Webmaster: Martha Parsons reported that the listserve includes about 400 members.

RIG Co-Chairs: Sarah Hunt and David Menard reported that RIG is working on four programs for the 2000 conference.

CAYAS Co-Chair: Jan Hogan reported that CAYAS is working on conference programs and trying to get new members. Their board meeting is January 7, 2000 in Redmond.

Task Force to Plan Alternative to 2004 Conference: Cindy Cunningham reported that each year WLA has to have a gathering of members to have a business meeting. A task force is being formed for ideas (e.g. joint meeting with BCLA).

ALA/ALTA National Advocacy Honor Roll: Cindy will submit a list of nominees (5 living, 5 deceased). If our nominees make it to the finals at ALA Conference in Chicago on July 7, 2000, WLA has no funding to send anyone. In the past living honorees have often been willing to attend using their own funds. The list of possible nominees include: living: Bill and Melinda Gates, Sharon Hammer, Mary Ann Reynolds, Tom Meyer, Ann Haley and deceased: Irving Leiberman, Margaret Chisholm. Many names were suggested and Cindy will add those to some suggested through the egroup and will bring the names of those forwarded to ALA to our next Board meeting.

Scholarship Committee Changes: The Scholarship Committee submitted a report that reviewed the criteria for Graduate School Scholarships and Conference Attendance Grants:

  1. Graduate School Scholarships: The changes were discussed and the Board suggested that the points that are not enforceable be taken out of the agreement/contract and instead be included in a cover letter that outlines expectations. The Board also suggested that the scholarship recipient should be offered the opportunity to serve on the Alki Committee (the offer should be in the cover letter), but it is not an obligation or a criteria for the scholarship.
MOTION: Move to approve the changes as amended
Moved: Carol Gill Schuyler
Seconded: Susan Odencrantz
Passed unanimously.
  1. Conference Attendance Awards:
    • Is $375 per recipient still sufficient? Since the amount has been budgeted for this year, it can't be changed, so the committee should consider a change for next year and write it into the budget due May 1, 2000.
    • Applicants who are first-time conference attendees will be given preference. The Board suggested that a place be provided for first time attendees to "self-identify".
    • Sell ribbons at the WLA conference to raise funds. The committee can still arrange for a table at the 2000 Conference or share the WLA table.
    MOTION: Move to approve as amended.
    Moved: Jan Walsh
    Seconded: Carol Gill Schuyler
    Passed unanimously.

The next Board meeting will be held January 27, 2000, 9:00 a.m. at Timberland Library.

National Library Legislative Day (May 1-2, 2000) sent WLA a letter asking for a donation. Since it was not in our budget we will not support it, but individual can do so.

Agenda items identified for January 27th Board meeting:

Agenda item identified for the May 2000 Board meeting:

Agenda item identified for WLA Retreat:


The meeting was adjourned at 3:20 p.m.


Approved (date): __________________________________________________
________________________________________________________________
Karen Highum, Secretary
________________________________________________________________
Cindy Cunningham, President
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