Meeting Minutes. MEETING: KLA Council Meeting

Transcription

1 Meeting Minutes MEETING: KLA Council Meeting DATE: Tuesday, May 7, 2013 LOCATION: Online ATTENDEES: Mickey Coalwell, Royce Kitts, Cathy Reeves, Lisa Beebe, Terri Summey, Kim Gile, Candi Hemel, Angela Allen, Carol Barta, Eric Gustafson, Gail Santy, Heather Braum, M.E. Grosdidier, Margaret Knecht, Ray Walling, Rita Sevart, Sue Blechl, Paula Elder, Steven Gromatzky, Matthew Pannkuk, Jeff Imparato, Heidi Blackburn, Dan Ireton Table of Contents Call to order, additions to Agenda, Introductions, Approval of January 8, 2013 meeting minutes* TOPIC 1: Legislative issues update from Gail Santy, Governmental Affairs Chair, with discussion of Concealed Carry in libraries TOPIC 2: Review and approve 2013 Conference registration fees* Review and approve contracts for 2015 joint Conference in KC* TOPIC 3: Review and approve 2018 joint conference with MPLA* TOPIC 4: Review and discuss long-term contract with Wichita Hyatt for Conferences TOPIC 5: Discuss Manhattan as a future Conference venue TOPIC 6: Review and approve Corporate and Institutional Membership proposal (Kinsley Riggs) TOPIC 7: Review and approve KLA-APPLE statewide new librarian training partnership (Letter from Carol Barta)* TOPIC 8: Elections update TOPIC 9: Newsletter update TOPIC 10: KAN-ED update (Carol Barta) TOPIC 11: Special Council meeting in June select date for approval of slate. Bylaws revisions will be reviewed at the June meeting as well. *Items that call for Council Action NEXT MEETING DATE AND TIME: Tuesday, June 18 th at 1:00pm, Collaborate For minutes of additional meetings, visit the KLA s website. View the Blackboard Collaborate recording

2 AGENDA ITEMS Call to order, additions to Agenda, Introductions, Approval of January 8, 2013 meeting minutes* Mickey called the meeting to order at 10:04am. Carol requested that we add an agenda item for Kan-Ed. Mickey added it as Topic 10. Royce Kitts made a motion to approve the minutes, seconded by Paula Elder. Minutes approved. TOPIC 1: Legislative issues update from Gail Santy, Governmental Affairs Chair, with discussion of Concealed Carry in libraries Gail is working with Mickey and Jennie to see what we can suss out. We know the law goes into effect July 1 with a 6-month grace period and that libraries can file an exemption letter at that point. We as libraries want to be in compliance and we want to be able to make an informed decision. Jennie is going to be urging a meeting to provide clarification for libraries. We re hoping to have a KLA Conference session on the Conceal and Carry issue with legislators present. KLA is going to help libraries however possible. As always, we re working at relationship building with these legislators. We anticipate additional gun issues going through legislature in the coming years and we ll do the best we can to ensure you have the information you need. Mickey said libraries have two options: One is to accept that concealed weapons will be in your library, the other is to file a notice of exemption and a security plan that will be effective for four years. We don t know yet what the security plan would entail. Mickey invited others to share their experiences. Rita s library said they are filing for an exemption because their insurance company would drop their coverage if they didn t. There was no coverage provided for this case. Rita will follow up with Mickey and Gail on the wording of their exemption to share with the group, the Attorney General, and the legislature. Dan Ireton spoke to college campuses, asking they are different in this case. Heidi said that KBOR is looking into it. Steven said that his understanding is that private colleges and universities are exempt. He isn t sure about public institutions. Jeff asked about open carry laws and how/if it applies to libraries. Mickey instructed Gail to work directly with Jennie to get details and communicate them to membership through and KANLIB-L.

3 TOPIC 2: Review and approve 2013 Conference registration fees* Mickey thanked Cathy Reeves for her work thus far on the 2013 Conference. Mickey sent out the revised budget estimates to the group on 5/7/13. What KLA is responsible for outside of the general conference is programs and speakers. The sections and roundtables need to find their funding for additional events. KLA has received sponsorship support from LearningExpress, Ebsco, State Board of Education, ChiliFresh, Bound to Stay Bound, and Recorded Books. Cathy is working on an LSTA grant. Cathy encouraged everyone to join KLA in addition to registering for Conference so we would get full credit for member conference registration. Unaffiliated conference registrations will be split between KLA and KASL. Registration rates are higher than previous years because two meals are included (Thursday and Friday) as well as breakfast on Friday. School librarians do not receive meal reimbursements, so meals were included in the conference rate to address that issue. We are going to encourage people to stay through lunch on Friday, and KASL is hosting an author program on Friday afternoon to help that. Sue said that FOKL/KLTA would be hosting a luncheon on Wednesday that is not included in the cost of registration, but is open to all attendees. CULS will also have a luncheon on Wednesday. PALS will host a breakfast meeting at the conference. We re hoping to have a KLA Membership table in the exhibit hall to encourage membership. All sessions at Conference are open to all attendees. There will be more choices than there have been in the past. Mickey asked for a motion to approve the proposed 2013 conference rates. Jeff Imparato moved, Royce Kitts seconded. Motion approved. TOPIC 3: Review and approve contracts for 2015 joint Conference in KC* Mickey said we have been planning this joint conference for the past year. In March, we were able to get contracts with the venues and they have been signed. Royce and Terri have been taking the lead with our coordination with MLA. Terri said we looked at several sites on the KS and the MO side. There was a problem with scheduling with the Overland Park Convention Center for 2015, so we are holding the first joint conference in Kansas City Convention Center (aka Bartle Hall) on the MO side. It is a great space with the infrastructure we need. We are still looking for KASL to join us, but we are not sure yet whether or not they will. There are several catering options available, including Jack's Stack BBQ. We have also signed contracts with three hotels (Aladdin, Hotel Phillips, and Crowne Plaza) with discounted rates. KLA and MLA have split the $4,000 down payment on the Convention Center.

4 Mickey asked for a motion to approve the 2015 conference contracts. Gail Santy moved, Royce Kitts seconded. Motion approved. TOPIC 4: Review and approve 2018 joint conference with MPLA* Mickey asked the Site Selection Committee to look for potential partners for future conferences that resulted in MPLA's approving a joint conference with Kansas for Because we have moved KLA from a spring to a fall conference, we were able to agree to a joint MPLA conference. We are excited for the opportunity to work with them. Mickey said that MPLA piggybacks on a state conference. This year, they are going to be in Sioux Falls. Mickey encouraged the Council to become familiar with MPLA. He congratulated Royce on the joint conference. Mickey asked for a motion to approve the 2018 joint conference with MPLA. Royce Kitts made the motion, Paula Elder seconded. Motion approved. TOPIC 5: Review and discuss long-term contract with Wichita Hyatt for Conferences Mickey said we are ready to consider committing to the Wichita Hyatt for three years as the Topeka site is aging. While we get an excellent deal from Topeka, the buildings have too much wear and tear. We re trying to negotiate a three year term with a locked in, reduced rate with Wichita. We are discussing it now. That location has the ability to grow with our demand. It would even be able to handle a joint MPLA/KLA/KASL conference. Mickey asked to get a sense of the will of the Council. Ray asked if anyone has studied the location of registrants compared to the location of the conference from the last few years. Mickey is tasking the Site Selection Committee with that. Jeff asked about plans to remodel Topeka's ExpoCentre facility beyond TOPIC 6: Discuss Manhattan as a future Conference venue Royce was charged with looking at Manhattan as a site. There are enough sleeping rooms for us, but the problem is meeting rooms. There really isn t enough space for breakout sessions and large all-conference events. Mickey indicated that geographically, it is a good alternative. We ll continue to keep them in mind if venues are built or expanded.

5 TOPIC 7: Review and approve KLA-APPLE statewide new librarian training partnership (Letter from Carol Barta)* Carol spoke about APplied Public Library Education, an annual program where new public library directors would be trained. The Regional System Consultants would like to enter into a partnership with KLA to have one of the face-to-face events coincide with annual Conference. APPLE students are charged tuition, which could be used to pay for room rental space at conference. This partnership would be for 2014 and beyond, if approved. The maximum number of APPLE participants is capped at 30. There were 28 enrolled this year. Gail said that this would be a good way to encourage membership and conference attendance. Many APPLE participants have never attended KLA before. There is no significant financial obligation to KLA in the partnership. Mickey asked for a motion. Jeff Imparato moved that we approve the KLA-APPLE statewide new librarian training partnership. Candi Hemel seconded. Motion approved. TOPIC 8: Elections update Royce said the call for nominations has been extended through May 15 th. We are looking for nominations for Second Vice President, Treasurer, and the Nominating Committee. Royce encouraged chairs of Sections and Roundtables to contact their members and encourage them to become part of KLA leadership. The new KLA term starts immediately following KLA Conference in October TOPIC 9: Newsletter update Mickey introduced the new contact software that we are using for the KLA newsletter, MailChimp. We moved this new newsletter software because we wanted more frequency and oomph. Currently, Lisa Beebe is producing the monthly newsletter, and Mickey is the editor. Susan Brown has accepted the directorship of the Chapel Hill Public Library in North Carolina, so we are looking for a new Chair of Publications, Promotions and Publicity. TOPIC 10: Kan-Ed Update (Carol Barta) Carol spoke to the fact that Kan-Ed is now able to charge membership fees. They will

6 solely be working to provide web based meeting possibilities, largely for schools. They will be charging each site $50 annually to be connected. When there are meetings, the initiating site will be charged $10 per meeting, up to 99 meetings, to be billed quarterly. We do not know yet whether there will be a Kan-Ed advisory council, but it's unlikely. TOPIC 11: Special Council meeting in June select date for approval of slate. Bylaws revisions will be reviewed at the June meeting as well. Mickey is calling a special meeting to approve our nomination slate and get an update on bylaws. Royce asked if we could approve the nominations via . Dan Ireton, Parliamentarian, is going to look into it. After some discussion, Mickey set the meeting for June 18 th at 1:00pm, on Collaborate. Mickey will send out a reminder and meeting link. Candi Hemel moved to adjourn. Ray Walling seconded. Meeting adjourned at 11:14am. Minute Scribe: Kim Gile, KLA Secretary