KLA Council Meeting via Elmer Network
Friday, January 30, 2009

 
MEETING CALLED TO ORDER 9:10 A.M.   
           
CONSENT AGENDA: Diana Weaver moved and Richard Brookman 2nd to approve consent agenda. Motion Carried.
 
Rob Banks told the group his report could be found on the ALA Councilor blog.
 
FINANCIAL REPORT: Connie Mitchell moved to ratify the Executive Committee’s action to Amend the 2008-9 Budget as presented by Marie Pyko. Cynthia Akers 2nd.   Motion carried.
 
PESIDENTS REPORT: Laura gave an update on advocacy and current legislative news. Capwiz link is live and updates are made regularly on Kansas issues as well as national. issues. Capwiz will be used as the basis of the session at conference provided by the KLA Governmental Affairs Committee (GAC). 
 
Rob and Laura reported that we have a great slate of presentations at the conference.   Registration is underway. More than 100 are registered to date. 
 
DIRECTOR VALUATION:  The evaluation was conducted at anniversary hire date during December.  Laura and Marie Pyko will meet with Rosanne on February 2 to discuss the evaluation. 
 
1st VICE PRESIDENTS REPORT:  Denise Smith gave a brief update on the KLA/MPLA conference.   Rosanne thanked Emily Sitz for helping with the upcoming conference. Denise brought up the idea of the possibility of hiring a conference planner in the future. Nan Myers suggested that we look at other states on what they are doing. Laura Loveless has already checked with neighboring states and it would be cost prohibitive to hire someone. It was suggested to spread the duties around. Dalene commented about a group she is involved in that is run by volunteers.  Rosanne thanked Laura Loveless also for her endless hour’s time spent on Conference planning. Laura stated that as we utilize Affiniscape to the fullest it should ease the process.   Affiniscape so far has generated more work and is labor intensive. The discussion centered around the workload people are faced with when they take on the responsibility of an officer for KLA. 
 
Hans questioned members in attendance how they got approval from their respective boards to run for office and serve as a KLA officer or on KLA Council. Laura stated that her library has a form to give to her board letting them know the hours that are involved. Most in attendance said they had to get permission. 
 
Denise thanked Rosanne, Laura, Jean Hatfield and others for helping with the planning.
Cynthia would like to be involved in the planning encouraging academic and regents,
Rob suggested that the group look at MPLA best practices. This document is on MPLA website.
Nan suggested that past presidents might be volunteer advisors.
 
Royce moved and Rob 2nd to form a Conference Planning Task Force.   Royce will chair this Task Force. 
 
KLA DUES RESTRUCTURING AND RECOMMENDATIONS:  The taskforce was comprised of Laura DeBaun Carolyn Little, Marie Pyko, and Rosanne Siemens, and Denise Smith. Laura DeBaun emailed Council members the recommendations. The TF looked at a list of best practices from surrounding states, and other state associations. Discussion was held about the recommendations including breakouts, benefits of membership, including institutional, corporate and business memberships.
 
Recommendations include: Suggestions for the KLA homepage on the website, benefits to membership has been split for Individual and Institutional, membership will become “roll over” and people will be encouraged to join in month of their birthday (public library trustees according to terms of appointment), new dues rates have changed (in some cases lower, in some cases the same), category of “Business Membership” was added, public library trustee membership was changed to separate category with dues to KLA and Trustee Section each lowered by $5 and to be made by one click on the membership page to simplify. 
 
Use and capabilities of Affiniscape were also considered by the TF. 
 
Rosanne clarified that one or two trustees from each public library board (board chair and treasurer) would be promoted rather than every trustee on a board, which would better serve advocacy efforts. Hans would report this to KLTA at their next board meeting and report back to Rosanne with comments about the recommendations. Hans indicated he found the recommendations pertinent to trustees to be very acceptable. 
 
Council will take final action on the recommendations at the April Council meeting
 
Laura thanked the task force members for their work on this task. 
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POLICY ADOPTION FOR 990 IRS FILINGS:CONFLICT OF INTEREST, RECORD RETENTION, WHISTLE BLOWER, COUNCIL MEMBER LIABILITY:   Rosanne informed the group that Council will need to take action on the completed 990 as per advice from attorney, Chuck Engle. Rosanne introduced 3 policies: Record Retention, Whistleblower, and Conflict of Interest.   Council will need to approve the 990 filing after the accountant has prepared and answered questions on the filing in July. Discussion was held about the fact that we have no Director Liability insurance and policy and member privacy policy. Policy will need to specify what records are and are not legal to share. Everyone will need to fill out a conflict of interest statement. Rosanne will seek Director Liability Insurance quotes and bring to next meeting.  
 
CONFLICT OF INTEREST POLICY: Diana weaver moved to approve the Conflict of Interest policy. Laura DeBaun 2nd motion carried. Rob stated this should be signed annually. Laura DeBaun moved to amend the previous motion to include yearly completion in person at the July council meeting. Donna Lauffer 2nd. Motion carried.
 
RECORDS RETENTION POLICY: Sharon Moreland moved to approve the Records Retention policy. Royce 2nd.   Motion carried. It was noted that the record retention policy applies to sections and roundtables as well.
 
WHISTLE BLOWER POLICY:  Sharon Moreland moved and Cynthia 2nd the motion to approve the Whistleblower Policy. Motion carried.
 
Publications Committee including Andrew and Rob will work on the remaining afore mentioned policies with the advice of Chuck Engle. These policies should be available for the April meeting.
 
 
NEKSL/KLA Benefit contract will end on June 30. We will need to look into what changes need to take place for the Executive Director position as KLA becomes the employer for that position. This includes the issues of a retirement package since KPERS will no longer be available, providing health insurance, and other employment issues. Rosanne will prepare information on this for the KLA Finance Committee as the 2009 – 10 budget is prepared and for Council at the April meeting.
 
KLA NOMINATIONS: Nominating Committee comprised of Cynthia Akers, Kathy Newland, Sharon Moreland and Heather Smith Collins brought forth the following names for the approval.
 
2nd VICE CHAIR - Dalene Hawthorn and Royce Kitts
 
TREASURER -Cynthia Berner Harris and Bruce Flanders

 
NOMINATING COMMITTEE - Melia Erin Fritch, Jeff Imparato and Tyler Williams
 
KLA/MPLA REPRESENTATIVE - Mickey Coalwell

 
Mary Ann moved to approve the slate of nominations. Rob Banks 2nd.  Motion carried.
 
Rosanne will distribute ballots via Affiniscape this year. Nan Meyers ask about GODORT being a part of the KLA ballots. Rosanne works with all Sections and Roundtables and their elections and will be sending information out to the chairs. 
 
CALL FOR KLA PRESIDENTIAL AWARD NOMINATIONS – Cynthia Akers.   Form is in word format on KLA website.  Nominations are due date is March 5th. Email as attachment to cakers@emporia.du. The Committee will screen applications. As a past recipient, Denise will help with the screening. Laura Loveless will present the awards at the Awards banquet during the KLA/MPLA Conference. 
 
STRATEGIC PLAN UPDATE- Discussion was held about the need to update the current Strategic Plan. Hans suggested using his son Rich Fisher as Facilitator.   Hans negotiated a fee of mileage only for the services. After discussion the group decided to use Rich as the Facilitator. Laura will get in touch with Rich about the decided date.  
 
FUTURE MEETING DATES:  The next meeting date will be April 2 during the conference. Denise will have the dates for 2009 – 10 Council meetings at the April meeting.
 
OTHER ANNOUNCEMENTS:  Rob Banks mentioned the Consumer Product Safety Improvement Act Anti-Lead Law, which lowers the permissible level of lead in children’s products and imposes certification requirements, may require libraries to limit access to their children’s collections or have them tested for lead content. The American Library Association is seeking exemption for children’s books from Anti-Lead Law.
 
Marc Galbraith reported on 2009 and 2010 State Library Budget. Much of it is on hold until we know how the President’s Stimulus Program will affect it.
 
Laura Loveless encouraged everyone to attend Legislative Day on February 19, 2009 in Topeka. She also extended the invitation to the State Librarian’s Luncheon at conference. 
 
Rob Banks announced that two librarians on their way home to Old Greenwich, Connecticut, from the American Library Association’s Midwinter Meeting in Denver were killed January 28 when the taxi they were taking to Denver International Airport was struck by a suspected drunk driver.
 
Rosanne is working with Peter Haxton at the State Data Center on a survey looking at increased library usage in Kansas as a result of the economic downturn.
 
Laura reminded everyone to go the KLA website for Conference registration forms. Meeting adjourned 10:54 A.M.
 
Respectfully submitted: Joyce Armstrong, Secretary
 
 
Kansas Library Association Council Meeting January 30, 2009 via Elmer
 

ATTENDANCE: 
President - Laura Loveless
Vice President - Denise Smith
Second Vice President - Emily Sitz
Secretary - Joyce Armstrong
Treasurer - Marie Pyko
Immediate Past President - Cynthia Akers
Executive Director - Rosanne Siemens
ALA Councilor - Rob Banks
KLA Representative to Mountain Plains Library Association - Connie Mitchell
Governmental Affairs - Co-Chairs Donna Lauffer
Publications - Royce Kitts
College and University Libraries (CULS) - Susan Taylor
Private Academic Libraries (PALS) - Mary Ann Buhler
Public Library (PLS) - Sharon Moreland
Government Documents (GODORT) - Nan Myers
Information Access and Technology (RIAT) - Steven Gromatzky
Interlibrary Loan (KILR) - Diana Weaver
KPLACE Librarians - Royce Kitts
Technical Services - Dalene Hawthorne
Young Adult - Richard Brookman
ALA Membership - Laura DeBaun
Archivist - Margaret Knecht
Parliamentarian - Andrew Evans
State Library - Marc Galbraith

 
Guest: Hans Fischer