Kansas Library Association Council Meeting Minutes – June 12, 2003 - Topeka, Kansas

Present: Bob Walter, President; Deb Ludwig, First Vice President; Patti Butcher, Second Vice President; Karyl Buffington, Past President /Presidential Awards Committee/ Nominating Committee; Rosanne Goble, Executive Director; Barbara Dew, Recording Secretary; Catherine Newland, New Members Roundtable Co-Chair/Public Library Section Co-Chair; Gloria Creed-Dikeogu, Information Access & Technology Roundtable Chair; Cheryl Jorgensen, Information Access & Technology Roundtable Vice Chair; Hans Fischer, KLTA Representative; Margaret Knecht, Archivist; Connie Doeden, Continuing Education Committee Chair; Duane Johnson, State Librarian; Lynn Haggard, Interlibrary Loan Roundtable Chair; Janet Anderson-Story, CULS Chair; Joseph Forte, CULS Vice-Chair; Jean Hatfield, Public Library Section Chair; Carol Barta, ALA Councilor; Dennis Wilson, Collection & Technical Services Roundtable Chair; Michelle Swain, Library Instruction Roundtable Incoming Chair; Leroy Gattin, Futures Committee Chair; Susan Moyer, MPLA Representative; Terri Summey, Distance Education Roundtable; Laura DeBaun, incoming ALA Membership Chair; Patricia Renn-Scanlan, KASL Representative; Eric Hansen, Executive Director, Kansas Library Network Board; Anne Liebst, KLA Webmaster; Tim Rogers, Collection & Technical Services Incoming Chair; Sha Li Zhang, Publications Committee Chair; Karen Nordgren, Government Documents Roundtable Chair.

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

II. Approval of the Minutes of the Previous Meeting: Jean Hatfield noted that the following correction is needed for the minutes of April 9, 2003: She will continue as chair of the Public Library Section and Cathy Newland will be vice chair.  With this correction, the minutes were unanimously approved.

III. Approval of the Agenda: Bob Walter asked for additional agenda items and added one concerning a memorandum of understanding between various state library associations along the route of the Corps of Discovery (Lewis and Clark) and the National Park Service.   Patti Butcher asked for a discussion of Tri-Conference.  It will be discussed under Futures. Terri Summey pointed out that Distance Education is a roundtable, not a committee.  

IV. Financial Report:  Rosanne Goble reviewed the printed financial reports.  She has Section and Roundtable balances for the chairs and will mail those for whom the chair is not present at today’s meeting.  She is pleased that KLA took in slightly more than what had been projected.  Although some lines were overspent, the total was not.  Expenditures information will be used to allocate line items in the next budget preparation cycle.

V. Executive Secretary's Report: Rosanne reported that she coordinated Kansas’ participation in ALA’s Legislative Day in Washington, DC.  She worked with the insurance agent about content insurance for the office. She has solicited materials from libraries throughout the state for the Chapter Relations booth at ALA’s annual conference in Toronto.  Laura DeBaun assisted her with KLA’s financial computer program.

 VI. Action Items:

A.                            Proposal from Professional Fund Raising Groups/Committee Report.  Bob reviewed that the RFP that was approved in April was circulated. There were four responses.  Two stood out to the evaluation committee. Bob hopes that interviews can take place in July.

B.                             2003-2004 Budget.  There is a need for some Income Sources line items to be broken out for clarity. And there is need to add several Expenditure line items.  It does not change the total that was approved at the April 9, 2003 by Council.  On the motion of Karyl Buffington, Council unanimously approved the revised budget format. 

C.                             Executive Director’s Six-Month Evaluation.  Bob thinks the KNLB and BCR director evaluation process are good examples to follow.  He and the Executive Committee will take care of Rosanne’s six-month evaluation and with Council input will develop an annual evaluation procedure for future use.

D.                            Content Insurance and Bond.  Further issues that arose during budget discussions included content insurance, liability for small conferences not otherwise covered, recovery costs for computer data, and having employees bonded.  This was built into the budget.  On the motion of Hans Fischer, council unanimously approved content insurance proposal from Anderson Peck Agency for coverage at a cost of $804 annually and to begin on July 1, 2003.

E.                             Collaboration with SLIM, State Library, KLA, KLTA-Formation of Two Positions.  Rosanne reviewed recent discussions about collaborating to create two positions.  A coordinator for The Institute for Continuous Education under the School of Library and Information Management at Emporia State University has been posted.  Five applications have been received.  This position would work out of the KLA offices.  Interviews will be held next week, and Rosanne hopes to have a person begin on July 1. KLTA has allocated $3,500 for the hire of an assistant to KLTA and KLA.  The job description for this position will be paired with a SLIM Graduate Assistantship that will be funded at about the same amount.  This position will also be working out of the KLA offices. 

F.                             Membership Drive.  Rosanne stated that Sally Conard, Membership Committee Chair, Deb Ludwig, incoming KLA President, and Shali Zhang, Publications Committee Chair, would work with her in mid-July to coordinate a membership drive later in July and early August.  Forms for membership renewals and new memberships will go out in coordination with the drive.   

G.                             Memorandum of Understanding Between KLA and the National Park Service Regarding Lewis and Clark Celebration. Bob Walter stated there are no financial implications, but that National Park Service would like to have a memorandum of understanding with all state associations along the route of The Corps of Discovery to coordinate special exhibit and activity information.  On the motion of Anne Liebst, council unanimously endorsed this action.  Hans Fischer stated that he thought this tie has good publicity value for local libraries. Patti Butcher added that next year’s summer reading theme ties in to this.

VII. Committee/Officer Reports:

A. Bylaws:  Patti Butcher had no report.

B. Continuing Education: Connie Doeden highlighted her written report of grants provided during the year.

C. Finance: Jane Hatch was not present.

D. Futures: Leroy Gattin reported that the committee recently toured the renovated Radisson Broadview in Wichita and blocked a number of rooms there for the 2004 conference. Patti reported that Chris Crutcher is the keynote speaker next year.  There has been some discussion about the monetary split between KLA, KAECT, and KASL.  One-half is split three ways; half is split by attendance.  Patti agreed that KLA awards would not be given at the keynote speech next year.  There were some complaints that they took too much time from the speaker. Awards will be presented at the beginning of the exhibitor’s bash instead.  Other groups will probably give their awards at their luncheon.  Bob noted that there were more awards than usual this year.  The exhibitors are agreeable to this because it brings people to the exhibits.  Leroy noted that the exhibitors don’t really want to be there on Friday. Few people come just for Friday, although that is the usual day for the KASL luncheon.  Leroy and Patti plan to have different colored nametags for one-day registrations because there is a problem with some people who have registered for only one day but attend the whole conference.  Patti reported that Wednesday would be FoKL/KLTA day next year. The 2009 conference in Overland Park may be with MPLA.  Leroy reported that they usually hold back $4,000 for future conferences, but that they increased this to $10,000 because the next few conferences may be more expensive.

E. Legislative:  Mona Carmack was not present.  

F. Membership:  Sally Conard was not present.

G. Nominating: Karyl Buffington had no report.

H. Presidential Awards: Karyl Buffington echoed the previous comment that special circumstances warranted there were more awards than usual this year.

 I. Tri-Conference Planning:  Deb Ludwig has visited with Anne Liebst about building an online database of proposals as they come in to cut down photocopying and rewriting, faxing, etc.

J.  ALA Councilor: Carol Barta asked for opinions on direct elections of the executive board. SARS is still a big concern for ALA’s Annual Conference in Toronto.  Several big vendors and a number of programs have canceled.

K. MPLA Representative: Susan Moyer noted that applications for MPLA Leadership Institute are due June 15.  MPLA is considering breaking out some duties held by the executive director.

 L.  Archivist: Margaret Knecht reminded chairs to turn in committee minutes and reports.

M.  Publications Committee: Sha Li Zhang reviewed her written report.  She discussed with Rosanne an update of the KLA brochure.  The KLA Newsletter Guidelines developed by Kate Capps, Newsletter Editor, need to be reviewed before they can be implemented. Parliamentarian Carol Barta stated that she sees no conflict with KLA  bylaws.

N.  Parliamentarian: Carol Barta had no report.

O.  Promotion: Rosanne stated that there is no one in this position.  Several people have asked her about a Kansas Library Month promotion. She asked for opinions of whether this should be pursued.  Hans reviewed the work of the previous committee that directed it several years ago. It was a good project but it takes work. Patti suggested holding off on a big push. Rosanne will work with those interested on an individual basis.

P.  ALA Membership Committee: Patti Butcher introduced incoming chair Laura DeBaun. 

Q. KLA Webmaster:  Anne Liebst reviewed her written report.  She has revamped the website and has posted Tri-Conference information and photos.  Having a deadline for handouts helped prevent a last-minute rush, and she’ll continue that next year.  She’ll continue to work on the underlying pages.  She’s working with Rosanne about an online membership renewal with credit card.  She thanked everyone for the KLA Leadership Award.

R.  Newsletter Editor: Kate Capps was not present. Rosanne reported that they worked with different printing and mailing companies for the latest edition and it went much smoother.  

S.  KLA Education Foundation Report:  Bob Walter noted that the committee has still not reorganized.

IX. Section and Roundtable Reports:

A. Children's and School Libraries Section: Julie Linneman was not present.

B. College and University Libraries Section: Janet Anderson-Story reported that a major bylaws revision is underway.

C. Private Academic Libraries Section: Max Burson was not present.

D. Public Libraries Section: Jean Hatfield reviewed her written report. Information will be out soon about the fall conference scheduled with KLTA in Hesston on September 11-12

E.  Collection & Technical Services Roundtable: Dennis Wilson had no report.  He noted that Tim Rogers is the incoming chair.

F. Intellectual Freedom Roundtable:  Melanie Miller was not present. Bob asked Duane Johnson for an update on recent issues.  Duane expects the filtering bill to come out of committee again next year and that the Kansas Legislature will pass it in some form. The library community’s response will require care and may require professional advice. Bob suggested that the Intellectual Freedom and Legislative Committees work closely on this.  The CIPA decision will also affect what strategy these groups will determine.

H.  Interlibrary Loan Roundtable: Lynn Haggard reviewed her written report.

I.  Kansas Library Operations Associates Roundtable: Susan Zuber-Chall was not present.  Janet Anderson-Story reported that they are regrouping.

J.  Kansas Library Trustee Association (Section): Hans Fischer noted that there was a good report of Tri-Conference trustees and friends programs in the recent ”KLA Newsletter.” They are working on the fall conference in Hesston with the Public Library Section.  Salaries continue to be the focus.

K. KPLACE Roundtable: Terry Harley was not present.

L. SRRT/Libraries for Cultural and Ethnic Diversity Roundtable: Kim Patton was not present.

M. Government Documents Roundtable:  Karen Nordgren reported that there would be a summer workshop on the census at Fort Hays on July 11. 

N. Library Instruction Roundtable: 2003-2004 Coordinator Michelle Swain reported a summer workshop on creating library instructional videos would be held at ESU.

O. New Members Roundtable: Catherine Newland recapped organization elections and Tri-Conference activities. 

P. Information Access and Technology Roundtable:  Gloria Creed-Dikeogu introduced incoming chair Cheryl Jorgensen.

Q. Independent Information Workers Roundtable: Susan Fowler was not present.

R. Distance Education Roundtable:  Terri Summey reported that she would stay on but that the committee is still trying to line up leadership for next year.

IX. Affiliate Association Reports:

A.      KASL – Patricia Renn-Scanlon reported that they will hold a meeting in the early fall.  

B.       KAECT – No representative present.

C.       FoKL – Following his KLTA report, Hans Fischer reported that Lawrence Public Library Friends have hired an Executive Secretary. This is the first known in Kansas.

D.      KLNB  - Eric Hansen reported that the numbers for KanAnswer are down a bit. 

E.       Kansas State Library – Duane Johnson had nothing further.

F.       REFORMA – Jean Hatfield highlighted Heartland Chapter information.

X. Other Announcements/Items of Business:  Rosanne asked that she be sent new chair contact information.  She has note cards for sale at $9 for one package or $8/package if more than one is purchased.  Anne Liebst also needs the list of new chairs for the website.  Janet Anderson-Story announced that KAN-ED hopes to have databases up by summer’s end.

XI. Adjournment:    Bob noted that this is his last meeting as president and thanked everyone for their contributions.  Rosanne thanked Bob for all his work and noted that hiring an executive director and setting up the KLA office in Topeka made his an especially demanding and unique term in the history of the Kansas Library Association. There being no further business, the meeting adjourned at 11:30 p.m.

Barbara Dew

Recording Secretary