Kansas Library Association Council Meeting Minutes – October 18, 2002 - Topeka , Kansas

Present: Bob Walter, President; Deb Ludwig, First Vice President; Patti Butcher, Second Vice President; Karyl Buffington, Past President /Presendential Awards Committee/ Nominating Committee; Leroy Gattin, Executive Secretary/Futures Committee; Rosanne Goble, Recording Secretary; Anne Liebst, Webmaster/Government Documents Roundtable; Dennis Wilson, Collection and Technical Services Roundtable, Chair; Max Burson, Private and Academic Libraries, Chair; Catherine Newland, New Members Roundtable Co-Chair; Gloria Creed-Dikeogu, Information Access and Technology Round Table; Hans Fischer, KLTA  Representative; Karen Nordgren, GODART, Chair; Margaret Knecht, Archivist; Janet Anderson-Story, College and University Libraries; Connie Doeden, Continuing Education Committee, Chair; Melanie Miller, Intellectual Freedom Round Table; Patricia Renn-Scanlon, K-LIRT/KASL Representative; Duane Johnson, State Librarian; Kate Capps, Editor, KLA Newletter; Julie Linneman, Children’s and School Section, Chair; Eric Hansen, Kansas Library Network Board; Terri Summey, Distance Education Roundtable, Chair.

I. Call To Order: President Bob Walter called the meeting to order at 10:02 a.m. A quorum was present.

II. Approval of the Minutes of the Previous Meeting: On a motion by Hans Fischer, seconded by Karyl Buffington, the June 28, 2002 meeting minutes were approved.

III. Approval of the Agenda: Two agenda items were added under VI. Action Items:  d. Freedom to Read Foundation, and e. Proposal from CUNA Financial Organization.  On a motion by Karen Nordgren, seconded by Janet Anderson-Story, the agenda was approved with the two additions.

IV. Financial Report:  Leroy Gattin provided the financial report.  He pointed out the individual membership dues line looks good for this time of year.  There are currently 963 paid members of which 281 are new.  He also pointed out the institutional membership line item looks excellent.  The Executive Director line item was discussed.  Since the position is open no money has been spent from the line.  Hutchinson has not billed KLA $9,500 from this line item yet.  The line item for the Executive Director Benefits is a low estimate.  A concern was expressed about this line item and the travel and supplies line item being too low.  But the overall operations total looks fine through the end of the year. 

Bob expressed a special appreciation to Northeast Kansas Library System for the “Loaned Employee” contract arrangement with KLA, allowing the hire of the first full time KLA Executive Director.  He announced that the Recruitment and Hire Committee accepted applications and interviewed several candidates.  He announced that Rosanne Goble was offered the position, has accepted, and will begin on December 1.  Bob also discussed the problem of naming a new Recording Secretary.  Hans praised the entire Kansas library community for its support during the last year.  This support allowed KLA to proceed with moving the offices and the hire of the new director.  Bob and Hans volunteered to get a message out regarding an “office shower” to equip the new office.   Bob thanked Leroy and staff for the years of service and work for KLA.  He also thanked David Leamon and the Topeka Shawnee County Library Board  for providing office space for KLA.  Bob will write a formal letter of thanks to be published in the next issue of the KLA Newsletter to all of those institutions who made additional funds available, to Sections and Round Tables who understood the financial problem KLA faces, and to the institutions who became members

It was agreed to leave the budget line items as they are and see where they are at the end of the year.  The line items will no doubt be adjusted when preparing the 2003 – 2004 budget.

V. Executive Secretary's Report: Leroy reported the move will take place soon.  There is not a lot to move.  He also reported that the database for membership is being updated this next week.

VI. Action Items:

A.      Proposal to conduct a fundraising campaign:  A draft proposal for the KLA Endowment Development was presented to council members.  It is intended for use in conjunction with the Request for Proposal Leroy is working on to be presented to three firms.  The aim is to retain a professional fundraiser early spring to ensure endowment of the association and to ensure long term financial stability.  Action from Council is needed to give authority to move forward with the RFP process.  Duane Johnson made a motion to approve the document and proceed with the hire of a fundraiser.  Patti Butcher seconded the motion.  The motion passed unanimously. 

 

B.      Proposed amendment to the budget:  This item was discussed in conjunction with the Financial Report (see Agenda Item IV). 

 

C.      By-Laws language change from Executive Secretary to Executive Director:  This change will be placed on the ballot in spring with the regular election.  On a motion by Karyl and seconded by Terry Summey, the proposed by-laws change was unanimously approved for placement on the ballot in spring.

 

D.      Freedom to Read Foundation contribution request:  A request for a donation to the Freedom to Read Foundation was entertained.  On a motion by Anne Liebst, seconded by Gloria Creed-Dikeogu that a donation of $230 be made unanimously passed.

 

E.      CUNA Financial Organization proposal:  Leroy reported that CUNA Financial Insurance Company was approaching KLA to offer members long term care insurance at a group rate.  After questions and some discussion, it was proposed a special committee be appointed by the president to look into this and other things KLA could offer its members.  On a motion by Patti, and seconded by Hans the proposal for Bob to appoint a special “Membership Benefits Committee” was unanimously approved. 

VII. Committee Officer Reports:

A. Bylaws:  No report.

B. Continuing Education: Connie Doeden provided a written report that included a financial statement and recipients of grants.  Committee members would like to add a representative from SLIM because of the work currently being done with SLIM.  There will be a bylaws change to limit the term of chair

C. Finance: No report

D. Futures: Leroy reported that the conference arrangements for Overland Park have become expensive and complicated because of the demands placed on KLA.  Liability insurance is being changed to one million.  The contract is now at $4,000.  Salina is no longer an option after 2003 because of the limited space.  He gave conference locations for the next 5 years – 2004 Wichita, 2005 Overland Park, 2006 Wichita, 2007 Topeka, 2008 Overland Park (in conjunction with MPLA).

F.  Legislative:  It was reported the KLA Legislative Committee will have its first meeting on Tuesday.  Mona Carmack, Johnson County Librarian, will chair this committee. 

G.  Membership: Suggestions for a new chair and members should be given to Bob.

H. Nominating: Karyl reported the committee is working on a nomination for Second Vice President.  . 

H. Presidential Awards: Karyl reported award forms are on the website

I. Tri-Conference Planning:  Deb provided a detailed written report.  Program proposals are due November 1.  Hans pointed out that Friends/Trustee Day is on Wednesday this year and not Thursday. 

J.  ALA Councilor: No report.

K.  MPLA Representative: No report.

L.  Archivist: No report.

M.  Publications Committee: Sha Li Zhang reported the committee is working on a draft editorial policy and will work with Carol Barta to make sure they fit with KLA bylaws.

N.  Parliamentarian: No report.

O.  Promotion: This is a standing committee and cannot be dropped. This needs to be looked into.

P.  ALA Membership Committee: No report.

Q.  Distance Education Committee: Terri Summery reported the committee met at CULS.  The committee is producing a database of distance learning programs and will produce a wegpage to assist public libraries in knowing what is offered.

R.  Webmaster: Anne Liebst provided a written report.  She is at Washburn University now.  She has asked for more space on the server.  She also reported she can create listserves for groups.

S.  Newsletter Editor: Kate Capps provided a written report. She is drafting guidelines for editor responsibilities, editorials, advertising, and for terms on the committee.   A rate sheet is being developed for ads.  Her goal is to include current and timely information in the newsletter.  Hans thanked her for her work, that the newsletter is thorough and needed. 

T.  KLA Education Foundation Report:  No report.

 

 

VIII. Section and Roundtable Reports:

A. Children's and School Libraries: No report.

B. College and University Libraries: Janet reported the CULS Conference was a success and that new topics and speakers are being looked into for Tri-Conference. 

C. Private Academic Libraries: Max Burson provided a written report. 

D.  Public Libraries: No report.

E.  Special Libraries: Connie Dalremple at Wichtia State University has been in contact with Bob regarding this group.

F.  Collection & Technical Services: Dennis Wilson reported they are working on proposals for Tri-Conference. 

G.  Intellectual Freedom:  Melanie Miller reported that Dick Kurtenbach, Director of the Kansas City Office of the American Civil Liberties Union will speak at Tri-Conference on CDA/CIPA issues.  He will be donating his time.  The title of the program will be “Soulmates in Intellectual Freedom.” 

H.  Interlibrary Loan Roundtable: No report.

I.  Kansas Library operations Associates: It was reported that the annual conference will be held April 23 – 25.  Excellent speakers have been lined up for the conference.

J.  Kansas Library Trustee Association: KLTA has been working with Marty Hale on an exhaustive and inclusive strategic plan.  KLTA will be taking on a statewide librarians salary initiative.  

K. KPLACE Roundtable: The conference was a success in September.  It was held in Dodge City.  It will be held in Great Bend in 2004.

L. SRRT/Libraries for Cultural and Ethnic Diversity: No report.

M. Government Documents:  The Federal Depository Library Conference will be in Washington, D.C. next week.  The government printing office is looking at the state plan fostering cooperation. 

N. Library Instruction: There was no Summer Institute this summer.  The group wants to cooperate with other round tables.  There has been discussion on recruitment of members and the update of the website.

O. New Members: Catherine Newland provided a written report. She reported this group will be working closely with the Membership Committee.  Plans for a spring workshop with SLIM are developing nicely and several presenters have already committed to the event. 

P. Roundtable on Information Access and Technology:  Gloria Creed-Dikeogu provided a written report.  Three programs will be sponsored at Tri-Conference.  The group met last week for a business meeting.  Two programs were organized by the group and presented at CULS.

Q. Independent Information Workers Roundtable: No report.  There was discussion as to the possibility of this group merging with Special Libraries.

IX. Affiliate Association Reports:

A.      KASL – Patricia Renn-Scanlon is the new representative to KLA. 

B.      KAECT – No report.

C.      FoKL – Met last Friday in Hutchinson

D.      KLNB – Eric Hansen introduced the plan for the virtual library project.  He provided council members with a schedule for KANAnswer Operators and the statewide virtual reference service.

E.      Kansas State Library – Duane spoke about the upcoming changes that KLA will be undergoing.  He thanked Bob for the leadership he has provided.  Duane also thanked Leroy and his staff for the support they have provided in the past, and will be providing during the transition period.

X. Other Announcements/Items of Business:  The next KLA Council meeting will be January 17, 2003 at the Topeka Shawnee County Public Library.

Adjournment:  There being no other business the meeting was adjourned at 11:45.  Lunch was served.