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LITA Board of Directors

Meeting Minutes

First session

January 15, 2005

9:30 a.m. – 12:30 p.m.

Hynes Convention Center, 101

Boston, Massachusetts

Presiding:  Colby Riggs, President

Present:  Kristin Antelman, Mark Beatty, Colleen Cuddy, Jennie McKee, Pat Mullin, Andrew Pace (until 10:30), Bonnie Postlethwaite, Karen Schneider (until 12:00), Mary Taylor, Flo Wilson, Tom Wilson

Not Present:  David Dorman

Staff:  Rob Carlson, Valerie Edmonds-Merritt

Guests:  Aaron Dobbs, Austin Peay State University; Kathlene Hanson, LITA Acquisitions Editor; Sherri Vanyek, ITTS Director, ALA

TOPIC:  Call to order, Announcements, and Introduction of Guests

Riggs called the meeting to order at 9:30 a.m. and asked the guests to introduce themselves.  Flo Wilson, liaison to the Membership Development Committee (MDC) announced that the handout Board members had received regarding a mentoring program (Doc. 12) was intended to be informational.  The MDC is moving ahead with implementation of the mentoring proposal previously approved by the Board in 2001.  Andrew Pace announced that he would need to leave at 10:30 to keep a prior engagement.

TOPIC:  Meeting Agenda

Riggs requested that acceptance of  the President’s Report be moved into the Consent Agenda, as it had been delivered earlier by email.  Sherri Vanyek, Director of ITTS at ALA, would be coming in around 10:00 to discuss the upcoming online communities system.  After a break, the issues discussion would continue with a discussion of the draft LITA Strategic Plan first, then the ALA Ahead 2010 plan.

TOPIC:  Consent Agenda

No Board member requested that any item on the Consent Agenda be handled separately.   Schneider moved and Postlethwaite seconded that the Consent Agenda be accepted.  The motion passed 11 for, 1 absent.

TOPIC:  Vice President’s Report

Mullin reported that he had made appointments to the Nominating Committee and had appointed Dale Poulter, Systems Librarian at Vanderbilt University, as chair of the 2006 National Forum Committee.  Mullin has contacted all LITA Committee chairs to discuss reappointment, if possible, or to request leads on replacements if reappointment is not possible.  He has received about 30 requests for appointment.  His recommendations to Michael Gorman for appointment to ALA-wide positions would be decided on later that day.  Mullin reported that he and Mary Taylor had attended the ASAE symposium in the fall, and that he found it very helpful.  Finally, he thanked Flo Wilson for stepping in to fill out his term on the Board.

TOPIC:  Online Communities

Sherri Vanyek arrived at 10:00 a.m. to discuss the upcoming online communities system.  After a period of wide-ranging input (including LITA Board and Committee and IG chairs), ALA has chosen NetOnline to implement the online communities system.  Vanyek presented slides from a Powerpoint presentation that covered the features of the system.  There were many questions about the calendar function and whether or not items entered in users’ private calendars could be synched with PDAs (Vanyek responded affirmatively).  Several Board members expressed a desire to have the online communities system’s calendar function more closely integrated with Conference Services’ event planner.  Riggs thanked Vanyek for her presentation and noted that the new system would provide nice support for LITA’s communications needs.

TOPIC:  LITA Strategic Plan

Riggs introduced the LITA strategic plan discussion.  She and Taylor had worked on the ALA Ahead 2010 plan, and in the course of this work had had an opportunity to review a great many Division, Round Table, and other ALA-unit strategic plans.  They chose RUSA’s as the most appropriate model on which to build the LITA strategic plan.  Based on notes from the vision statement exercises of past Board meetings, the LITA Town Meeting, and Committee and IG reports, she created this draft.  The Executive Committee reviewed it at their fall meeting.  She pointed out that with expectations raised by the recent dues increase, it is important to communicate the activities of the organization better.  A strategic plan that is updated annually will provide for the measurement of success and communicate priorities.

She proposed that the Board have a brief discussion about the overall plan, then break into three groups, each of which will examine in closer detail one objective from the plan.  She then called for a short break at 10:30 a.m.

When the discussion resumed, there was general agreement that retaining the three major sections, or objectives, of “LITA Educates,” “LITA Serves,” and “LITA Reaches Out” was a good thing, but that the details of what is meant for each statement should be folded into the subsequent bullet points.  Flo Wilson asked if it would be a good idea to add time frames, or to leave the objectives open-ended.  Mullin suggested that nearer-term items be placed at the top of the lists, and that farther-out items be put nearer the bottom.  It was suggested that “assessment” language (found in Objective 1) be added to all the strategies.

When discussion began to turn to the content and wording of individual objectives, Riggs called for everyone to select a particular objective they wanted to work on and retire to various corners of the room for more detailed work.  After about one-half hour, the group reconvened to discuss what changes would be recommended.  “Scribes” for each group were Beatty, Objective 1; Tom Wilson, Objective 2; and Schneider, Objective 3.  They were to email their input to Riggs, who would provide a new draft to present at the LITA Town Meeting.

TOPIC:  ALA Ahead 2010

At 12:00 p.m., discussion turned to the ALA Ahead 2010 plan.  In general, the group agreed with Schneider’s assessment that it is a strong statement, well framed, but that it was also somewhat reactive (as in ALA responding to legislation instead of influencing its creation).  Riggs agreed to recommend that some mention of technology be made in the “Envisioned Future” section, under “The Association.”

The meeting was adjourned at 12:30 p.m.

LITA Board of Directors

Meeting Minutes

Second session

January 18, 2005

1:00 p.m. – 4:30 p.m.

Hynes Convention Center, 102

Boston, Massachusetts

Presiding:  Colby Riggs, President

Present:  Kristin Antelman, Mark Beatty, Colleen Cuddy, David Dorman, Jennie McKee, Pat Mullin, Andrew Pace, Bonnie Postlethwaite, Karen Schneider, Mary Taylor, Flo Wilson, Tom Wilson

Staff:  Rob Carlson, Valerie Edmonds-Merritt

Guests:  Leslie Burger, Christine Hage, Janet Swan Hill, Carrie Lowe, Peter Murray, Dale Poulter, Emily Sheketoff

TOPIC:  Announcements, Introduction of Guests

Riggs called the meeting to order at 1:00 by thanking everyone for their participation in the LITA Town Meeting.  Riggs asked guests Murray and Poulter to introduce themselves.  The other guests would arrive throughout the meeting, and the group would pause for their presentations to the Board.

There was one addition to the afternoon’s agenda:   Scheduling of the second LITA Board of Directors meeting at Midwinter.

TOPIC:  Scheduling of the Second LITA Board Meeting at Midwinter

Riggs opened a discussion of moving the second meeting of   the LITA Board at Midwinter Meetings from Tuesday afternoon to Monday afternoon.  The discussion focused on conflicts with other meetings and the impact on other ALA units who might want to bring items to the LITA Board.  Schneider noted that most “governance” business at the ALA level doesn’t even begin until Tuesday morning.  It was pointed out that other Divisions (such as PLA) have their second Midwinter board meetings on Mondays.  Riggs pointed out that the first LITA Board meeting has until now been reserved for “big picture” discussions, and the second for reports and actions, but that she was open to the idea of rearranging the order of the agenda to accommodate the change.  Tom Wilson moved and Schneider seconded that the second LITA Board meeting at Midwinter be moved to Monday afternoon from 1:30 p.m. to 5:00 p.m.  The motion passed unanimously.

TOPIC:  Christine Hage, Candidate for ALA President

Hage discussed her candidacy and its focus on 21^st Century Literacy.  She feels it is an area where all parts of ALA can have an impact.  She would also work on recruitment to the profession, open access and opposition to censorship, and advocacy for libraries and librarians.

TOPIC:  LITA Councilor’s Report

Schneider reported that ALA’s financial situation looks good, despite a decrease in conference-related net revenues.  Publishing and Membership revenues were both strong.  A Council resolution on workplace speech was referred to legal counsel.  The Policy Monitoring Committee has vowed to explore ways of making the “Reference File” (an historical file of relevant documents) more accessible.  It currently exists only in paper form.  A resolution calling for national health care coverage passed overwhelmingly, while a motion to ban cell phone use on the Council floor was resoundingly defeated.  Schneider spoke against a resolution on the No Child Left Behind (NCLB) act because of wording she found disparaging to library technology.

A resolution by the Intellectual Freedom Committee (IFC) on the use of Radio Frequency Identification (RFID) technology and privacy principles was basically sound.  It had been reviewed by the Office for Information Technology Policy (OITP) and recommended that ALA endorse the Book Industry Study Group (BISG) policy statement.

A resolution protesting the closing of all public libraries in Salinas, California received a great deal of discussion on Council.  (Was it passed?)

Schneider told the group about a recent comment by John Berry in Library Journal that stated that information on pre-Midwinter workshops would not be included in LJ because the editor did not feel they were worth the money.  While the LITA Board declined to comment on the controversy, Peter Murray offered to encourage attendees at LITA’s two pre-Midwinter workshops (which were actually Regional Institutes) to write to Mr. Berry with their opinions on the value of their workshop attendance.  The Board also encouraged Rob Carlson to pull together information on attendance and attendee evaluations of past preconferences and workshops to have at hand.

TOPIC:  ALA Executive Board Liaison Janet Swan Hill

Hill reported on a number of items, including:  ALA’s strategic planning efforts; the upcoming online election; the purchase of office space for Washington Office operations; partnership/sponsorship guidelines (in development); a recent privacy audit done at ALA; the online communities system (in development); the new search engine on the ALA website (Google); ALA legal counselor changing firms (but continuing to work with ALA); the creation of a website for the Cuba issue; discussion of the Operating Agreement; and the new skeleton schedule approved for Midwinter Meetings and Annual Conferences.  Beatty and Antelman mentioned the slow response time and frequent down times of the ALA website.  Hill replied that these issues are being addressed by the Website Advisory Committee.  Before leaving, Hill asked to be added to the LITA Board discussion list as an observer.

TOPIC:  Bylaws and Organization Committee

Cuddy reported that Bylaws and Organization (B&O) continues its ongoing committee review.

The Bylaws and Organization (B&O) Committee recommends the adoption of a revised charge to the Executive Committee (EC) that states the EC is the steering committee for the LITA National Forum.  The motion passed unanimously.

B&O recommends the adoption of a revised set of procedures for awards committees.  The motion passed unanimously.

B&O recommends changes to the LITA Manual regarding Publications.  The motion passed unanimously.

B&O recommends changes to the Appointment Form.  The motion passed unanimously.

B&O reviewed responsibilities for updating the LITA Manual online, and feels very strongly that B&O should coordinate all changes and updates.

B&O has received renewal petitions from three of the four IGs up for renewal in 2005.

B&O recommends the Board approve the creation of the JPEG 2000 in Archives and Libraries Interest Group.  The motion passed unanimously.

B&O continues its review of a possible online IG renewal form.

B&O continues its deliberations on the meaning of virtual membership.   It will develop a survey of virtual members and of chairs who have worked with virtual members, and will report at Annual Conference.

TOPIC:   2005 National Forum

Riggs reported that the 2005 Forum Committee had reviewed 61 proposals and had selected 28 definite concurrent sessions, 12 possible concurrent sessions (in need of clarification) and 11 poster sessions.   It was a very strong group of proposals; clearly there will be no problem filling all available concurrent and poster session slots.  The group had also identified three desired keynote speakers and three back-ups, and will be inviting these people to speak in the coming weeks.  Michael Gorman will also be asked to speak, possibly at the Saturday luncheon.

TOPIC:   Washington Office Update

Emily Sheketoff and Carrie Lowe of the ALA Washington Office (WO) updated the Board on legislative and policy issues.   Much has changed in Washington following the 2004 election, and the WO is still getting its bearings.  E-Rate funding is back, following a corruption and mismanagement scandal, but there is more work to be done.  It seems clear the Telecommunications Act will be overhauled in the next legislative session, and Lowe sees libraries as an inextricable part of this next phase.  March 13-19, 2005 will be “Sunshine Week,” highlighting the importance of freedom of information.  The E-Rate Task Force is looking for volunteers; everyone was encouraged to subscribe to ALAWON (the electronic Washington Office Newsletter) for more information.  There is a move in Washington to apply existing wiretap laws to broadband technologies, especially Voice over IP (VOIP).  Sheketoff encouraged the Board to support the Council resolution on RFID technology.  Finally, Sheketoff reported that she had raised enough money to develop a double-blind (so as not to violate the government’s gag order) study on how the USA PATRIOT Act is affecting libraries.  She encouraged everyone who is invited to complete a survey to do so immediately.

TOPIC:   Liaison Reports

1)   Tom Wilson reported on the International Relations Committee (IRC).  The IRC is reviewing language in their recently-completed policy paper on LITA representation at international conferences.  eBrary has agreed to fund Wilson’s proposal for a librarian from Latin or South America to attend and possibly present at the LITA National Forum.  It is not clear at this point if this will be an ongoing commitment on eBrary’s part.  Staff from the University of Illinois-Chicago will facilitate a webcast of the Top Tech Trends program in Chicago.  Riggs asked that the logistics of selecting an international participant to do a poster session at the Forum be added to the spring Executive Committee meeting agenda.

2)   Mullin reported on Program Planning Committee (PPC) activities and issues.  There are three preconferences and sixteen programs set for Chicago.  At its most recent meeting, the PPC added new programs on Google and JPEG 2000.  The PPC requests Board approval of the slate of preconference and programs for the 2005 Annual Conference in Chicago.  The motion passed unanimously.

3)   Pace reported that John Webb, ITAL Editor, had said that the ITAL Board rejects approximately 50% of submissions.  The Publications Committee (PC) asked that a new Guide on E-Scholarship by Deb Shapiro be “fast-tracked.”  Pace reported on the PC’s merchandizing efforts.  The PC wants to start a discussion with ALA Publishing and other Divisions about on-demand publishing.  Riggs asked if there had been any discussion of reviving some sort of LITA newsletter (electronic).  Pace said there hadn’t.

TOPIC:   Leslie Burger, Candidate for ALA President

Leslie Burger briefed the Board on her run for the ALA presidency.   She truly believes in the idea that libraries can be made better than they are today.  She would take a proactive stance toward library-related legislation.  She feels strongly the recruitment and salary issues need continued attention.  She would also like to review all ALA procedures to transform the organization.  She also feels that the ALA Allied Professional Association must be made to succeed.  Pace asked Burger what she thought about John Berry’s LJ quote on the value (actually, lack thereof) of ALA continuing education efforts.  She replied that all offerings need to be reviewed to assure the highest quality programs are on the schedule.  Dorman expressed a need for ALA to re-think the bi-annual program cycle when the world is working on “Internet time.”

TOPIC:   Regional Institutes Report

Peter Murray recapped his written report on Regional Institutes Committee (RIC) activities and issues.   Riggs asked if the RIC was happy with the concept of debuting new regional institutes at Midwinter.  Murray reported they are, and that they feel this is a beneficial arrangement for everyone.  Mullin noted that this has also been discussed at PPC, and that PPC was pleased with the arrangement as well.

TOPIC:   Liaison Reports (continued)

4)   Postlethwaite reported on the meeting of the Web Coordinating Committee.  The website will be redesigned to incorporate the new logo, as well as to incorporate some of the feedback received through the recent online survey.

5)   McKee reported on the meeting of the Technology and Access Committee (TAC).  TAC will be presenting another installment of its ongoing discussion on the maintenance of patron information by libraries, called “To Save or Not to Save?” at Annual in Chicago.  She asked those present to send her their institution’s policies on saving patron information; she would forward them to the TAC.

6)   Beatty reported on Top Technology Trends.  Things are going well, though there is some unease about having to replace David Ward as chair of the TTT Committee when his term ends in June.

7)   Antelman reported that she had exchanged email with one award committee chair.  Award committees are working on making their selections.

As time was running short, Riggs asked that the remaining liaison reports be posted to the Board discussion list.

Riggs encouraged new Board members to visit her website for new Board member orientation information.

Schneider urged Board members to contact her with questions, comments, issues, etc.

Mullin stated that at the Sunday morning meeting of ALA division presidents, president-elects, and past presidents that the group decided to propose that the ALA Budget and Review Committee (BARC), a committee appointed by ALA Council, include division representation.  It currently does not and this is the group within ALA which brought up the notion this week of re-opening the Operating Agreement between ALA and the divisions.

Riggs encouraged Board members to sign up for the inaugural banquet in Chicago.   If enough Board members sign up, there can be a LITA-only table.  It was noted that in addition to this being Pat Mullin’s inauguration, this will be former LITA President Michael Gorman’s inauguration as ALA President.

The meeting was adjourned at 4:20 p.m.