LITA BOARD OF DIRECTORS
2004 Midwinter Meeting

President Tom Wilson, presiding

Minutes

First session
Saturday, January 10, 2004, 9:30 a.m. - 12:30 p.m.
CC-27A

Present:  President Tom Wilson, presiding; Vice-President Colby Riggs; Past-President Pat Ensor; Councilor Barbra Higginbotham; Directors-at-large Kristin Antelman, Mark Beatty, Karen Cook, James Kennedy, Jennie McKee, Pat Mullin, and Bonnie Postlethwaite; Bylaws & Organization Chair Colleen Cuddy; LITA Executive Director Mary Taylor

Staff:  Valerie Edmonds, Rob Carlson

Guests:  Michelle Frisque, Chair of the Web Coordinating Committee; Scott Muir

 

Call to order, announcements, introduction of guests

President Tom Wilson called the meeting to order at 9:40 a.m.  At that time there were no guests to introduce, but Wilson noted that Michelle Frisque would be arriving at 10:00 a.m. to present some web issues to the Board.  Former Board member Scott Muir would be present for the discussion of the LITA vision statement.

  
Meeting Agenda

A discussion of the ITAL editor’s position description was added to the agenda, and would be addressed at approximately 10:00 a.m.

The order of the first three items on the agenda were altered.  First would be the Consent Agenda, then the Vice-President’s Report, and then the President’s Report.

Consent agenda

The following items were on the Consent Agenda:

 Confirmation of email votes taken since the last Board meeting:
  Approved Annual Conference 2003 minutes (2004MW-1);
  Approved Sharon Rankin appointment as TER Editor;
  Approved response to Carla Hayden’s Equity of Access Presidential Initiative with thanks to the LITA Technology and Access Committee for their prompt and excellent response. (2004MW-2)
 Accept the following reports:
  Executive Director’s Report (2004MW-3)
  FY2004 Budget Report (2004MW-4)
  Review of draft FY2005 budget (2004MW-5)  Action item

Approval of the Consent Agenda was moved and seconded.  The motion carried unanimously.

Vice President’s Report

Colby Riggs reported on her activities since her election.  She has started to evaluate committee appointments, especially those for the 2005 Forum Planning Committee.  She and Mary Taylor had attended ASAE leadership forum in August and found it very helpful.  She attended the LITA Forum in Norfolk and introduced one of the keynote speakers.  She attended the ALA Division Leadership meeting in Chicago in the fall and thought it was informative and productive.  The LITA Executive Committee meeting followed the Division Leadership meeting.  She did not attend CNI, but will attend the spring CNI meeting.  She is still developing her president’s program for 2005 Annual, but would like to look into changing the day to Sunday instead of Monday because of all the competing presidents’ programs on Monday.  She hopes to attract a large audience with a program possibly built around the work of the Top Technology Trends group.

President’s Report

Wilson reported that the visioning exercise started in Toronto in June 2003 would continue later in the session.  The title of his president’s program in Orlando is “IT’s a Small World After All.”  It is about the Children’s Digital Library Project.  He reported on the meeting with Committee and IG chairs earlier that day.  The group discussed the need for wider distribution of meeting reports and minutes, as well as a revision of the online form and other activities that could help to streamline the reporting process and lead to wider representation of Committee and IG chairs on the LITA website.  The Executive Committee met with the Committee and IG coordinators after their Friday Executive Committee meeting and discussed issues of reporting and orientation for new chairs, as well as for Committee and IG coordinators.

Wilson then addressed the relationship between LITA and OITP.  Rick Weingarten will attend Tuesday’s meeting to report on OITP.  There is an ongoing process to try to establish a more formal relationship between the two units.

Wilson attended the ALA/CIPA response meeting in Chicago in August.  Division and other ALA leaders discussed how the association should respond to the Supreme Court’s decision in favor of CIPA in June of 2003.  Reports of the meeting and follow-up information are available on the ALA website.  Wilson also attended the ALA Division Leadership meeting at ALA in fall, and thought the discussions were very productive.  He attended the LITA Forum in Norfolk.  The 2004 Forum Planning Committee would meet on Monday to evaluate proposals.  He reported that the 2004 Forum is moving along nicely.

He concluded his report by reemphasizing the need to resolve the membership communication & reporting conundrum facing LITA.

Pat Mullin, in his capacity as LITA liaison to the ALA Conference Program Coordinating Team, asked Wilson about descriptive copy for his president’s program for the preliminary program book.  Wilson and Taylor reported that a description was available on a flyer about Annual programs.  Wilson would like to see the program marketed to more Divisions.  Mark Beatty suggested there be something about the program available for distribution at the PLA conference in February.

ITAL Editor Position Description (2004MW-6)

Wilson asked for comments and suggestions on the position description for ITAL editor.  Pat Ensor said she thought is was important that the wording of the description emphasize how essential actual editing experience is.  James Kennedy asked if something could be added to No. 3 about timeliness of communications about the flow of articles through the process.  Wilson asked if it would suffice if a brief sentence were added to No. 3 to the effect that the process will happen in a timely fashion.  Kennedy agreed.

A motion to accept the ITAL Editor Position Description, with the noted changes, was moved and seconded.  The motion carried unanimously.

Wilson reported that one candidate for the position would be interviewed in San Diego.  Taylor reported that the planned timetable is to have an appointment made by Annual Conference in Orlando so the new editor can shadow Dan Marmion for at least one issue of ITAL.

LITA Website

Michelle Frisque reported that we now have the ability to dynamically generate membership information from the iMIS membership database system to the website.  This ability raises a number of privacy concerns.  Access to directory information can be restricted to members only, but there are still some who are uncomfortable making their names, addresses, phone, etc., available to the entire membership.  The system uses the “preferred address” from iMIS, which in many cases is the member’s home.  At this time, there is no ability for individuals to “opt out” of the display, or to pick and choose which directory items (say, phone) are or are not displayed.

Wilson expressed his sense that there were serious issues to resolve before we proceed to make directory information available on the web.  If there is no ability for individuals to opt out, his sense is that we shouldn’t mount directory information.  The group generally agreed, and asked Frisque to raise the question of individual opt-out with the ALA Web Advisory Committee.

Frisque further reported that ALA is working on an RFP for “community-building” software to manage chat, discussion lists, and collaboration.  Riggs suggested LITA be used as a test Division for the software.  Frisque reported she did not know the timetable for implementing this software, but would get the question on the WAC agenda.

Ensor noted that the Executive Committee had discussed putting summary budget information up on the website.  Frisque should expect to receive it in the next few months.

Frisque concluded by reporting that the “shorter URL” solution was set to be implemented starting January 15th.  No changes could be made to web files until the process was complete, which ALA anticipated would be January 19th.

Issues discussion-Vision Statement

After a break, the group reconvened to further discussion of the LITA vision statement that had begun in Toronto.  Wilson noted that he would like the group to come to consensus on a brief vision statement which could then be wordsmithed over the next couple of months, made available to membership for comments, and then reviewed again by the Board before being announced at the President’s Program in Orlando.
  
Wilson then presented a summary of what a vision needs to be and do, according to the Institute for Alternative Futures.  A vision must:

1.  Be legitimate (can’t be imposed, has to have emotional power for those who accept it)
2.  Be shared (a way of generating/defining group spirit)
3.  Expresses people’s highest aspirations (generate buy-in)
4.  Stretch beyond limits of current realities
5.  Be achievable within a given time frame.

The Board engaged in a wide-ranging discussion of possible vision-related concepts and statements before breaking into small groups to explore what LITA is and what we wish it to become.  Wilson appointed a task force consisting of James Kennedy; Jennie McKee, Pat Mullin, and Mark Beatty to take the ideas expressed and pull together a statement by the end of February to share with the Board in March/April and then the LITA membership via LITA-L prior to Annual Conference.

The meeting adjourned at 12:25 p.m. and would reconvene at 1:00 p.m. on Tuesday, January 13, 2004 in Room CC-27A of the San Diego Convention Center.

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LITA BOARD OF DIRECTORS
2004 Midwinter Meeting

President Tom Wilson, presiding

Minutes

Second session
Tuesday, January 13, 2004, 1:00 - 4:30 p.m.
CC-27A

Present:  President Tom Wilson, presiding; Vice-President Colby Riggs; Past-President Pat Ensor; Councilor Barbra Higginbotham; Directors-at-large Kristin Antelman, Mark Beatty, James Kennedy, Jennie McKee, Pat Mullin, and Bonnie Postlethwaite; Bylaws & Organization Chair Colleen Cuddy; LITA Executive Director Mary Taylor

Absent:  Karen Cook

Staff:  Valerie Edmonds, Rob Carlson

Guests (in alphabetical order):  Buckley B. Barrett, Michael Gorman, Anne Heanue, Michael Leach, Anne Reuland, Karen G. Schneider, Emily Sheketoff, Zoe Stewart-Marshall, Barbara Stripling, and Rick Weingarten

President Tom Wilson called the meeting to order at 1:08 p.m.

Announcements, introduction of guests

Wilson introduced guests Michael Leach, a new LITA member, and Zoe Stewart-Marshall, a member of the Bylaws and Organization Committee.  Later, he said, we would be joined by the candidates for ALA President, Michael Gorman and Barbara Stripling, as well as Rick Weingarten and Emily Sheketoff of the ALA Washington Office.

Wilson announced some additions to agenda:  Two items from Wilson:  1) International Relations Committee (possible action item), and 2) a proposal to establish a public librarian task force.  Ensor would also give an informational presentation about the Spectrum Leadership Institute.

ALA Council

Councilor Higginbotham reported on ALA Council activities in San Diego.  The USA PATRIOT Act, independent librarians in Cuba, the closing of Clark-Atlanta University’s LIS program, and an attempt to rescind the ALA motto were hot issues.  One issue of possible import to LITA was the creation of a new ALA membership category for support staff.  While the support staff category may not acurately describe non-MLS-holding library systems people, LITA may want to explore ways of using the new membership category and/or joint membership promotions with other Divisions as a way of encouraging more systems people to join.  Other issues being discussed were the use of ALA resources by Divisions and other units to promote specific candidates for election; a revised name and charge for the ALA Web Advisory Committee; vendor (partner) dissatisfaction with exhibit hall traffic and a possible new no-conflict time; and the continued discussions regarding core values.

Before she ended her report, Higginbotham asked Buckley Barrett to address the Board about Legislation and Regulation Committee issues that would be coming before Council.  (2004MW-9)  Barrett asked for LITA Board discussion and possible endorsement of three resolutions to come before Council.  The first was a resolution commending the National Archives and Records Administration and the Government Printing office for “their ongoing commitment to the preservation of and provision of permanent public access to government information.”  The second was a resolution of tribute for the ERIC Clearinghouse “for their Service to the Education Community, the Library Community, and the Public.”  These being brought forward by the Legislation & Regulation Committee, they required no second.  The motion to endorse the two statements passed 11 for, 1 absent

The third document brought to the Board by Barrett was a treatise on Principles of Government Information.  There were many questions about the scope, wording, and intent of this document.  A motion to endorse failed 1 for, 2 abstain, 8 against, 1 absent.

ALA Presidency (Michael Gorman)

Michael Gorman addressed the Board as both a candidate for ALA President and liaison between LITA and the ALA Executive Board.  As ALA Board liaison, he reported that ALA is beginning the strategic planning process for the next five years.  As part of the process, a series of focus group meetings will be held at ALA, Division, and Chapter meetings over the next couple of years.  There will also be a section of the ALA website devoted to the planning process.  He also reported that the ALA-Allied Professional Association is up and running, and that Jenifer Grady had been hired as its first Executive Director.  A new publication, “Library Worklife,” began publication by ALA-APA in January of 2004, replacing “Library Personnel News” from HRDR.  He further reported on ALA’s response to the Supreme Court’s CIPA decision, which includes both advice for libraries dealing with filter implementation and advocacy for changing the law.  There were questions about ALA’s legal counsel, Jenner and Block, representing both ALA and Divine Interventures, when the latter’s bankruptcy has caused so much harm to libraries.  Gorman expressed the belief that ALA’s needs can only be met by a large firm with a variety of specialties, and that a firm with this kind of expertise just as likely attracts firms like Divine.  There is probably no way to find a firm that would turn away other clients based on ALA’s disapproval.  Gorman also reported on the likelihood that policies about equitable committee appointments would be developed.  There is a perception of unfairness about the appointment process, and some groups feel underrepresented.

[Gorman covered a number of other issues that were covered in Councilor Higginbotham’s report (new support staff membership category, USA PATRIOT Act, Cuba, etc.) and Michelle Frisque’s discussion with the Board during its first session (website URLs), so they are omitted here.]

Gorman vowed that if elected to the ALA Presidency, he would pursue the development of more continuity from year to year (as new Presidents take office) and a speedy conclusion to the core values discussion.  He would also strengthen the ALA-APA.  He stressed the need to express what we believe in, and what kinds of skills one needs to be part of the library profession, if we are to proceed as a unified profession.  He noted the example of his library, where they spend thousands of dollars per year teaching new librarians things they should already have known.

ALA Presidency (Barbara Stripling)

Barbara Stripling addressed the Board regarding her priorities if she were to be elected President of ALA.  She believes strongly in building community and empowering people to participate in society.  To do this we must provide access to diverse information and connect people to those materials, as well as provide the literacy and other skills needed for participation.  She would stand tall for intellectual freedom and equity of access, and be a strong public voice for the profession.  She would mount an action agenda that would pull together a host of activities to build a better definition of civic, cultural, and technological literacy and critical thinking skills.

She outlined a four-point program to include 1) recruitment of a diverse workforce.  As the current cohort of librarians ages, we will need to bring more people in; 2) proactive support of library schools; 3) building the Spectrum Endowment; and 4) greater inclusivity for the profession.  The new membership category is a good first step, but ALA needs to do more to implement the COPE 3 recommendations.

Office for Information Technology Policy

Rick Weingarten updated the Board on the OITP eBooks Task Force, Internet 2, and standards.  OITP believes the activities of the eBooks Task Force have moved from policy to implementation, and that the Task Force is looking for a home in the Divisions.  Internet 2 is unfolding at a rapid pace, with many institutions creating super-fast, high-bandwidth networks and hooking them into Internet 2.  I2 is looking to create partnerships between libraries and people with content and applications.  On the issue of standards, OITP is watching the increasing tendency of the government to set policy through technology standards instead of through the law.  Digital rights management is one example.  The growing area of computer security standards is another, and appears to be broadening into areas of privacy.  The library community needs to become much more active in the area of standards.  Weingarten noted that LITA is a natural locus for work in this arena.  It is not enough to monitor developments; librarians need to be involved in the creation of standards to begin with.

Kennedy asked about funding for digitization.  The sale of radio bandwidth was supposed to provide funding.  Emily Sheketoff responded.  “Digital Promise,” as it is known, is a proposal to use the proceeds of the sale of unused military spectrum to fund digitization projects to make educational materials available in electronic format.  The money would also be used to provide equipment for people who can’t afford it.  Proposals include more money for equipment and connections for libraries, boys and girls clubs, schools, etc.  Connecticut Senator Christopher Dodd has sponsored a bill to this effect in the Senate, but there is no bill in the House yet.  Election-year primary activities shorten the amount of time available for Congress to do its work, so there is much pressure on the legislative calendar.  She thinks it very unlikely anything about Digital Promise will pass this year.

Riggs asked Weingarten how LITA could become more involved in standards work.  He suggested the identification of, and support for, LITA members who can bring expertise to the effort.  Mullin suggested libraries and consortia that are members of NISO could discuss among themselves how to use more effectively their collective voice within NISO.  Weingarten noted that he would soon be having a conversation about this topic with Patricia Harris, Chair of NISO.

ALA Washington Office

Sheketoff began her update by announcing the availability of a new copyright book by Carrie Russell.  It addresses the need among librarians and library users for better understanding of what is and isn’t allowed by copyright.

She continued with a discussion of changes in the E-Rate program to discourage waste, fraud, and abuse.  Libraries are not the guilty parties, but the changes will affect them.  For instance, there are new limits on support for the upgrade of internal connections.  They can now be upgraded only twice every three years.  Moving of equipment is also limited.  $420 million that went unused from previous years will be carried forward and dispersed.  OITP has a proposal on how the level of discount that applies is decided.  Their proposal ties a child’s home address to their school address, so that library branches serving those children get the same discount as the child’s school.
 

LITA Bylaws and Organization Committee (2004MW-7)

Colleen Cuddy reported that Bylaws & Organization hopes to wrap up its committee review soon. 

Publications Committee.  Cuddy reported that the Publications Committee is looking into changing its charge to include something about the need for committee members to assist with copy editing, something that is not currently in the committee’s charge.  This has been done informally in the past.  The board discussed the need to address the issue of a newsletter (whether paper or electronic) in the Publications Committee’s charge.  Riggs pointed out that member input would be solicited on the issue of a newsletter in the upcoming member satisfaction survey.  Wilson cautioned that the survey should not proffer the possibility of a paper newsletter unless previous Board actions eliminating the paper newsletter for financial reasons were overturned.  The revised charge for the Publications Committee was withdrawn from the motion to accept.

Technology and Access Committee.  Cuddy reported that the committee’s charge had been reworked with the chair.  Essential changes were the removal of coordinating activities with an ALA committee that no longer exists, and adding a focus on legal access.

Web Coordinating Committee.  Cuddy presented an interim charge for the Web Coordinating Committee.  It is to be reviewed again in a year, with input expected from the Web Policy Task Force.

A motion from the Bylaws and Organization Committee to accept the charges for the Technology and Access Committee and the Web Coordinating Committee passed with 11 for and 1 absent.

Award and Scholarship Committees.  Cuddy asked the Board to look these revised charges over and discuss via email.  There was brief discussion about the Library Hi Tech Award language regarding the meaning of “outstanding communication.”  It was suggested that Library Hi Tech be contacted for clarification.  There was discussion of which is the official version of award and scholarship charges and procedures, the ALA Handbook or the LITA website.  The Handbook contains the official information, but the website may contain updated information before the next version of the Handbook appears.  Taylor strongly urged the inclusion of language for all awards committees that committee members should be prepared to make recommendations for award winners if appropriate nominations don’t come in.  There was some discussion of whether or not award committees’ charges should include a statement that they may choose not to make an award if no suitable candidates are found.  In the end, Cuddy asked the Board to review these charges and discuss them via email by February 13th.

Interest Groups.  Bylaws and Organization Committee recommended the renewal of three IGs:  Authority Control in the Online Environment, Digital Library Technologies, and Emerging Technologies.  The motion passed 11 for, 1 absent.

Cuddy asked the Board for input on which groups should make the changes to the LITA manual being proposed by the LITA Manual Task Force.  They are recommending the creation of a repository of official committee and IG information and procedures on the LITA website.  Riggs worked on the TF and recommended that Bylaws & Organization work on it.  Zoe Stewart-Marshall pointed out that the dissolution of the Manual as a single document provided an opportunity to apportion sections out for updating.  Ensor expressed a desire to have the Web Policy Task Force’s input on this.  For instance, would they think it better for the Publications Committee to maintain the Publications Committee’s section of the website, or is it better for B&O to do it?  Higginbotham noted that B&O should always maintain the big picture.

2004 National Forum

Wilson reported that the 2004 Forum Planning Committee had met and had reviewed 65 proposals.  There were some very strong proposals and many good poster sessions.  Everything is proceeding normally for the Forum.

LITA Program Planning Committee

Mullin, Board liaison to the Program Planning Committee, reported for Hannah Walker, PPC Chair.  There will be three preconferences in Orlando, two full-day and one half-day.  All will be held on Friday, June 25.  Three new program proposals were received and accepted by the PPC in San Diego:  “Data Fountains:  Open Source Internet Resource Discovery and Metadata Generation Service” by the Internet Portals IG; “Is Distance Learning Passé?” by the Distance Learning IG; and “The Radio Frequency Revolution:  Tips and Trends for Implementing RFID Systems in Libraries” by the Emerging Technologies IG.  The PPC also agreed to co-sponsor two ALCTS programs, one on metadata and one on LOCKSS.

Mullin reported that the previously-proposed Imagineering IG program might possibly become a live interview with Arthur C. Clarke, in which case it would need a larger venue.  LITA staff have been working with ALA Conference Services to shepherd this along.  Nothing about this program is certain, and may not be up to the last minute.  As for other major ALA programming, Carla Hayden has invited Linda Brown, of Brown vs. the Board of Education of Topeka, the 1954 landmark civil rights case.  She is still working on bringing Bill Clinton, but that may not happen.  One option is to invite James Carville and Mary Matalin.  FBI director Robert Mueller has cancelled his appearance.

A motion from the Program Planning Committee to accept the slate of programs passed 11 for, 1 absent.

LITA Membership Development committee (2004MW-8)

Ensor reported for the absent Karen Cook, liaison to the Membership Development Committee.  The MDC recommends LITA scholarship winners be given a one-year free LITA membership at the same time they receive their scholarships, and the Executive Committee recommends LITA offer the same to Spectrum Scholarship winners.
 
In the brief discussion that followed, the consensus was that this did not pose a serious financial risk to LITA.  The motion passed 11 for, 1 absent.

Board liaisons’ reports on Committees

 Mark Beatty:  Education
 Tom Wilson:  International Relations
 Kristin Antelman:  Awards Committees
 Karen Cook:  Membership/Development
 Patrick Mullin: Program Planning
 James Kennedy: Publications
 Pat Ensor: Regional Institutes
 Jennie McKee: Technology and Access
 Colby Riggs: Top Technology Trends
 Bonnie Postlethwaite: Web Coordinating

In the interest of saving time, it was agreed that all these reports would be submitted by email.  Ensor pointed out that Legislation & Regulation does not have a Board liaison.

New Business:

1) Ensor reported on her activities as a member of the planning committee for the Spectrum Leadership Initiative.  There is very little money available from the Spectrum Endowment to support this institute, which is put on by past Spectrum scholars.  She will be participating both days, and is the point person for fundraising.  There will be a letter to LITA and the other divisions inviting them to contribute about $1800 to support one Spectrum scholar’s attendance at the Institute.

2) Wilson announced that he would like to establish a LITA Public Librarian Task Force to study the level of public library participation in LITA activities, to look at cooperation with other groups, and to explore what features and services LITA could initiate to attract more public librarians to LITA.  A motion to approve the creation of the LITA Public Librarian Task Force passed 11 for, 1 absent.

3) Wilson also reported that both the International Relations Committee and the Forum Planning Committee were supportive of the idea of funding an international guest to attend the Forum and present a poster session.  The IRC will draft a process for selecting an individual and Wilson will work on funding.  The Forum Planning Group will select the person based on their poster session proposal.  Wilson noted that the focus is on someone from the Western Hemisphere, excluding the United States and Canada.  He sees this as a pilot project to see if it could be expanded in future years.  This would rely on external funding, except that the LITA Executive Committee would need to comp the registration fee for the international guest.

The meeting was adjourned at 4:45 p.m.

Respectfully submitted:  Rob Carlson