Crazy Horse Meeting Facility

COSLA

2004 Fall Meeting

Monday, October 19, 2004

Crazy Horse Meeting Facility

Crazy Horse, SD

General Meeting Minutes

Members Present:

Akeroyd, Richard (NM)
Blake, Norma (NJ)
Bolt, Nancy (CO)
Bolles, Charles (ID)
Boughton, Lesley (WY)
Budler, Jo (OH)
Brandau, Christie (MI)
Cooper, Sandy (NC)
Drew, Sally (WI)
Galbraith, Marc (KS)
Gleaves, Ed (TN)
Hildreth, Susan (CA)
Jacques, Tom (LA)
Johnson, Jim (SC)
Jones, Sara (NV)
Liegl, Dorothy (SD)
Maier, Rob (MA)
Maxwell, Barbara (IN)
McShane, Sybil (VT)
McVey, Susan (OK)
Miller, Suzanne (MN)
Mitchell, Rebecca (AL)
Morris, Donna (UT)
Mulkey, Jack (AR)
Annie Norman (DE)
Nelson, Jim (KY)
Parent, Anne (RI)
Parker, Sara (MO)
Ring, Judi (FL)
Scheppke, Jim (OR)
Schindler, JoAnn (HI)
Smith, George (AK)
Staffeldt, Darlene (MT)
Veatch, Lamar (GA)
Waggoner, J.D. (WV)
Walsh, Jan (WA)
Wagner, Rod (NE)
Wegner, Mary (IA)
Wells, GladysAnn (AZ)
Yelich, Nolan (VA)
York, Michael (NH)
Member Designates:
Desch, Carol for Janet Welch (NY)
Littrell, Deborah for Peggy Rudd (TX)
Guests Present:
Bittner, Mamie (IMLS)
Chute, Mary (IMLS)
Heiser, Jane (IMLS)
Martin, Bob (IMLS)
Mason, Eileen (National Endowment for the Arts)
Stephens, Keith (National Endowment for the Arts)
Staff Present:
Tucker, Tracy (AMR)

Call to Order/Welcome

President Wells called the meeting to order at 10:50am MDT. Members and guests were introduced.

President’s Report – GladysAnn Wells

Wells reported Nichols was absent from the meeting due to him receiving the Maine librarian award last night. Wells read a letter she wrote to Nichols on behalf of COSLA and a resolution written by Barratt Wilkins. Copies of the letter and resolution were distributed. A dozen red roses were delivered to Nichols today from COSLA. Parent moved to accept the resolution. Veatch seconded the motion. Hearing no further discussion, Wells called for a vote. The motion passed.

Wells reported the new member orientation held yesterday went well. Issues that came up during the meeting were dues structure, meeting structure, Washington presence, balance between independence and inclusion, meetings with chief officers only versus meetings with invited guests, and consensus and action on COSLA items. New members expressed interest in how to stay informed of emerging issues, being politically savvy in their states, e-gov, support for each other, status on issues, how to build strategic partners, recruitment and retention, cultural community, and state projects.

The bylaw review and survey analysis of other organizations are still pending. Updates will be made at a later date.

Tucker reviewed the meeting dates for 2005. The next meeting will be January 14th at the Salem Athenaeum. Tucker noted that the Spring meeting will be held May 2nd and it will be in the downtown DC area. A COSLA room block will only be held for the 2005 fall meeting.

Wells reviewed the list of states who have not hosted a fall meeting. They are OR, NV, ND, NE, KS, MN, IA, MO, AR, TN, MS, WV, RI, NJ, DE, MD, and AK. NE and AR have both offered to host meetings. York moved to hold the 2006 fall meeting in AR and hold the 2007 fall meeting in NE. Smith seconded the motion. Hearing no further discussion, Wells called for a vote. The motion passed.

Wells reported Western Council will have a cash bar reception from 6:30p.m.-7:30p.m. this evening and then divide up for dinner.

Report from the Secretary – Suzanne Miller

Miller presented the minutes from the May 2004 meeting. Mulkey moved to approve the minutes. Johnson seconded the motion. Hearing no further discussion, Wells called for a vote. The motion passed.

Report from the Treasurer – Lesley Boughton

Boughton noted the August financial report would be sent out to members. Mulkey moved to approve the August financial report. Bolt seconded the motion. Hearing no further discussion, Wells called for a vote. The motion passed.

COSLA will be adding approximately $40,000 to its fund balance at the end of the year. This is mainly due to the recent dues increase and not spending money on a Washington presence. Boughton presented the 2005 budget. At the advice of the Legislative chairs, the Washington presence line item has been zeroed out. In addition, $10,000 has been added to the special projects line item, $4,000 added to executive committee, and $10,000 added to legislative committee. Boughton reported the Executive Board has approved the management contract with AMR for 2005. Scheppke moved to approve the 2005 budget. McVey seconded the motion. Hearing no further discussion, Wells called for a vote. The motion passed.

Member Item – Barbara Maxwell

The Indiana State Library recently held conversations with the State CIO office and the Homeland Security office which are looking for new office space. The State Library has a vacant floor that could accommodate them. The 9/11 commission report says libraries need to be involved in HS. The details are still being worked out and Maxwell will keep COSLA updated on the progress. MO is also involved with HS department. Parker serves on a subcommittee of HS in MO.

Committee/Liaison Reports:

A. Library of Congress – Akeroyd reported Deanna Marcum has contacted him regarding the best way to get COSLA’s input into a massive user survey LC is undertaking at the end of the year. Akeroyd will pass on more information as he gets it.

LC has just submitted a report to ARL on collections it has acquired since April 2004. They have asked if COSLA would like a similar report. Akeroyd responded to LC to let them know COSLA would like one and will distribute it when he receives it.

B. GPO – No report.

C. Legislative – The latest draft of the Legislative agenda was distributed. It was separated into three categories – priorities, principles, and issues to monitor. Brandau reported a session was held in DC in May to discuss the agenda as something that could be updated rather than starting from scratch each time. Input from that meeting was taking and an informal meeting was held in Orlando during the summer. The audience of the agenda includes COSLA, library agencies within each of the states, and those interested in where COSLA stands on a particular issue. Copies of the latest draft agenda were distributed.

Akeroyd moved to accept the legislative agenda. Scheppke seconded the motion.

Scheppke moved to amend the original motion to add NCLIS and NASCIO and to change the spelling of ARL under legislative principles, bullet 1, #3. Mulkey seconded the motion. Hearing no further discussion, Wells called for a voted. The motion passed.

Johnson moved to drop “through the reauthorization process” under legislative principles, bullet 2, #1. Waggoner seconded the motion. Hearing no further discussion, Wells called for a vote. Motion does not carry.

Parker moved to insert the word “statistics” in “Support the role of IMLS in library, recruitment, statistics, and workforce development.” under legislative priorities, bullet 2, #5. Scheppke seconded the motion. Hearing no further discussion, Wells called for a vote. The motion passed.

Hearing no further discussion on the original motion to accept the legislative agenda, Wells called for a vote. The motion passed.

D. IMLS – Lamar Veatch

Veatch reported three museums and three libraries were recognized for the National Award for Museum and Library Service. The National Award for Museum Service winners were Chicago Botanic Garden, Western Folklife Center, and Zoological Society of San Diego. The National Award for Library Service winners were Flint Public Library, Mayaguez Children’s Library, Inc., and The Regional Academic Health Center Medical Library of the University of Texas Health Science Center at San Antonio.

Jane Heiser’s vacancy has been reposted for three additional weeks and will close on November 5th. The job has changed so IMLS felt it was only fair to repost it. Specific changes include more vision for agency, how agency can help, building bridges between libraries and museums, and providing better integration between museum and library divisions.

The National Book Festival was a success again this year. There were 85,000 people in attendance which was 15,000 more than last year. Picture will be available on the website. IMLS will support COSLA again in the Pavilion of the States. Tucker and Chute appreciate COSLA members’ responses to the evaluation.

The IMLS fall conference is November 8-10. There will be 8 state librarians attending the new chief orientation on November 8th.

NDIPP is working with IMLS on state digitization. States would receive a minimum of $50,000 each.

Martin reported an RFP went out to translate the existing outcome based evaluations to make it web-based. The deadline was 9/15. IMLS plans to award the contract by the end of the year.

Wells noted some people had concerns over the evaluation IMLS did on the state profiles. Martin has drafted a letter explaining the evaluations. If you would like a copy attached to your profile, let Chute know.

IMLS has invited COSLA to work with them on the next 5-year evaluation process. Cooper, Maier, Wegner, Wiggin, Parker, Veatch, Hildreth, Norman, and Scheppke have all agreed to work on this group. Spring 2007 is the end of the next term.

Martin reviewed LSTA’s appropriation status. The House has passed the President’s request. The Senate’s reported bill has the same bottom line as the President’s request, but the money is allocated differently from the House. It takes $4 million from museums and gives it to libraries. This is not earmarked money. The money taken from museums is a small amount for libraries. Desch moved to approve COSLA’s support of both the Senate’s level of increased funding for libraries and support for the restoration of the funding level for museums. Cooper seconded the motion. Hearing no further discussion, Wells called for a vote. The motion passed. This language will be put into a letter and Bolt will take it to the ALA Legislative Committee.

Research & Statistics – J.D. Waggoner

Thirty states received John G. Lorenz Awards including AK, AR, CO, CT, DE, FL, HI, ID, IL, IN, KS, KY, MA, MI, MO, NE, NY, ND, OH, OK, PA, SC, SD, TN, TX, UT, VA, WV, WI, and WY.

A question was raised at the FSCS Committee meeting concerning encouraging all libraries in each state to participate in the annual survey. COSLA members concluded that this was not a big issue.

The FSCS Steering Committee is also looking for COSLA’s endorsement of a proposed change in how data elements are added to the annual survey. Currently new elements are added through a “sign on” process that allows ten states to move an element forward. Following Committee review the element is placed on the ballot and is passed by a simple majority of the voting states. The proposed change would require 40% of the states to sign on and move an element forward. Then at least 45 states would have to vote on the ballot. A 2/3rds majority voting for the element would be required before the data element would be added to the survey. The Research and Statistics committee recommends support of the proposal. COSLA members agreed through general consensus.

The Research & Statistics Committee emphasized the importance of both the Public Library and State Library Agency surveys. The Committee is aware of the need for possible changes, not all of which will be influenced by the library community. The Committee urges COSLA to position itself to have strong voice in any changes. COSLA must work closely with IMLS and NCLIS to assure timely, accurate and useful data.

The StLA Steering Committee has asked COSLA to write a letter of support to NCES to keep the State Library Agency Survey an annual survey. Scheppke moved to approve COSLA to write letter to NCES to support keeping the State Library Agency Surveys an annual survey. Mulkey seconded the motion. Hearing no further discussion, Wells called for a vote. The motion passed. Waggoner will draft the letter for Wells’ signature.

Network Committee – Rod Wagner

Wagner thanked McVey for her work on the CE program and noted a Web Junction update was given by Marilyn Mason on Monday morning. Doug Robinson, NASCIO Executive Director, was the keynote speaker for the CE program.

Tucker will distribute the power point presentations from the CE program on the listserv.

Let Tucker or Hermann know if you have a project or major news item to highlight on the COSLA website and don’t forget to update your state profile page.

Gates Foundation – Ken Wiggin

Wiggin thanked members for attending the Gates presentation yesterday and encouraged everyone to fill out the survey from Gates. It is possible someone from Gates will attend the Midwinter.

ALA– Ken Wiggin

The ALA President, Carol Brey-Casiano, has been attending state conferences.

Digitization Committee – Ken Wiggin

Wiggin reported the committee is refining the proposal and will be talking to various organizations to partner with COSLA. The current process at this time is to request funding from Congress around the same time the IMLS budget is being heard. Anyone interested in serving on the committee should let Wiggin know. The goal is to get a separate stream of funding for states to create content.

NLS – Michael York

The Digital Long Term Planning Group of NLS met in DC on Sept. 22-24. COSLA was represented by Maier, Morris, Rudd, and York. The group discussed concerns about the transition from tapes to digital media, not having enough players when the program begins in 2008, and the content will only be available in digital format during transition excluding those who have not received a player. The timetable established in the planning report was discussed and it remains the same; 2008-2012 for full implementation of the Digital Talking Book including the development and production of the player which will use flash memory for content and the conversion of tapes to digital. There will be 20,000 titles by 2008. Two articles will appear in the March/April 2005 Issue of Public Libraries were distributed at the NLS meeting. One was written by Scheppke. The group is scheduled to meet in the spring after the results of the distribution survey are known.