Fall Meeting Minutes (Approved) September 9, 2003 Westin La Paloma Murphey III Meeting Room Tucson, Arizona

Members present: Susan McVey, Oklahoma; Peggy Rudd, Texas; Jim Scheppke, Oregon; Rod Wagner, Nebraska; Diana Paque, California; Jan Walsh, Washington; Charles Bolles, Idaho; Doris Ott, North Dakota; GladysAnn Wells, Arizona; Richard Akeroyd, New Mexico; Sara Jones, Nevada; Duane Johnson, Kansas; Jerry Buttars, Utah; Karen Strege, Montana; George Smith, Alaska; Jack Mulkey, Arkansas; Lesley Boughton, Wyoming; Suzanne Miller, South Dakota; and Nancy Bolt, Colorado.

Lesley Boughton, Western Council president, called the meeting to order at 8:30 a.m. Lesley noted that we had a number of new members and suggested that we begin by introducing ourselves.

Lesley next asked if there were any changes to the agenda which she distributed. There being none, the first order of business was the approval of the minutes from Western Council's spring meeting in Henderson, Nevada which were distributed electronically. There were two minor corrections. Ben Wakashige is at Pacific University not Pacifica. On page 6, Diana Paque from California had a correction. The language should read: Literacy programs have been separated into a different act from the public library systems act, potentially leading to a move to eliminate systems. With these corrections noted, Peggy Rudd moved the adoption of the minutes and Sara Jones seconded the motion. The motion carried.

Karen Strege distributed a treasurer's report and some handouts. The documents are attached to the minutes. In general, Western Council is in good financial shape.

Lesley next moved to consideration of Old Business. Copies of the revised bylaws for Western Council were distributed. Lesley held up her Western Council binder and said that if new people cannot find the binder to contact Sara or Duane Johnson.

The next item of business was the spring meeting of Western Council to be held in Seattle. There will be a pre-conference on Tuesday and Wednesday sponsored by the Urban Libraries Council to which state librarians have been invited. Since there is relatively little information currently available on the Public Library Association program, Western Council members will need to decide which pre-conference, if any, will be of most assistance to them. The spring Western Council meeting expenses will be airfare, two nights lodging, 2 days per diem, up to $160 for PLA registration, ground transportation and parking at the airport. Jim Scheppke moved that Western Council would pay up to $160 for registrations at PLA and Jack Mulkey seconded the motion. The motion passed.

The Western Council meeting will probably be held on Tuesday, February 24, 2004 from 8:30 a.m. to noon. GladysAnn Wells will contact the Urban Libraries Council to see if we could meet in the hotel where their pre-conference will be held that afternoon in order to reduce travel. Jan Walsh and GladysAnn will work on local arrangements for the spring Western Council meeting. We will need a room that will allow for phone conferencing so that members who cannot attend the spring meeting in person can participate in the discussions. It is anticipated that the project coordinator for the IMLS grant will be employed and that the report on the grant will be the bulk of the business. Western Council has funds to pay for a meeting room and/or for the phone conferencing.

Doris Ott reported on the Council on Professional Education III (COPE). The focus of this conference was on library staffs who are not holders of a Masters in Library Science. Doris reported that the proceedings were posted on the ALA website. There are some state level groups of library workers that we may want to contact when our IMLS grant is underway.

Lesley updated the group on the IMLS grant. We were awarded the grant on August 15th. Karen Crane is not able to carry on as project director so we are in the process of interviewing candidates. There are five applicants and we hope to fill the position by the end of September. Lesley is the official on the grant until the project director is selected. There were some budget changes from our original submission. Costs for office space and supplies were eliminated and costs for an evaluation in the third year were added.

The grant creates an Advisory Council of five individuals who are not identified in the grant. Lesley has appointed the Western Council executive committee as the interim advisory council. Lesley believes that the advisory council needs to have a broad representation with expertise so the final advisory council will be critical to the success of the grant. There are travel funds in the grant for the advisory council.

There are three revenue streams for the project: IMLS grant ($291,600), Western Council ($106,000), and the partners ( ). Karen Strege, Western Council treasurer, will bring proposals to the February Western Council meeting on how we can meet our cash match. A suggestion was made that the project director develop a form that can be used for in-kind matches. Nancy Bolt suggested that early in the project director's work, the person should send out a reminder to each state as to what they have agreed to do for the grant.

The next topic of discussion was the progress on digitization at the National Library Service of the Library of Congress. Lesley said that she would report back to COSLA about our discussion. Several Western Council members expressed satisfaction that the discussion was more detailed than at the COSLA meeting.

Suggestions for ways to improve COSLA meetings were discussed next. Ideas included having written reports rather than oral reports at the COSLA meeting. A consent calendar concept was mentioned which would allow items to be moved to a more active discussion as necessary. The reports would need to be distributed at least a month in advance of the COSLA meeting. Another improvement would be to focus on the audience and tell COSLA members how the activity or event will affect us.

Member announcements were the concluding part of the meeting.

Alaska. George Smith from Alaska reported that the state library had received a $250,000 budget reduction and had lost three positions. They are in the second year of a federal grant to develop a virtual library. They are wrapping up the Gates project.

Montana. Karen Streghe announced a statewide marketing program with Public Service Announcements, tool kits for media contacts and tips, web site, marketing training. The state library did receive funding for statewide license and has a two year contract with Gale. There will be a special session in January to look at federal relief funds. She believes they will be taking a hard look at service to state employees.

Utah. Jerry Buttars reported that their new governor will be a woman and is their first woman governor. Utah will conduct a national search to replace Amy Owen as state librarian. Utah is launching an advertising campaign for information searches and library for the blind services. Jerry thanked the group for their hospitality.

Colorado. Nancy Bolt reported that the state library had experienced a 77% budget cut. Colorado is attempting to renegotiate their IMLS match but will have to lay off � of their staff if they lose their IMLS funding for failure to meet Maintenance of Effort requirements.

Kansas. Duane Johnson reported that business is pretty much normal. The state library has experienced 5-8% budget reduction. They have succeeded in establishing a broad band service for all education entities after a three year legislative struggle. There will be $1 million for research databases and $10 million for network costs funded by the Kansas state universal service fund. Duane is feeling optimistic.

Nevada. Sara Jones reported the state raised taxes so the state library funding remained about even but they lost all state aid funding. She has a 20% vacancy in staff but now is able to hire. Sara invited us to attend the Nevada Library Association joint conference with the Mountain Plains Library System in November. Sara asked for suggestions of vendors to invite to participate.

New Mexico. Richard Akeroyd reported that he had been at work only five weeks but that his boss has changed and that the Department of Cultural Affairs is going to be reorganized. Richard reported that New Mexico voters passed a $15 million general obligation bond for books for school, academic, and public libraries. The legislature encouraged them to come back and the library community intends to seek $41 million the next time.

North Dakota. Doris Ott reported a 5% reduction in their funding. They have pretty much completed a broad band access project. Every citizen will be within fifty miles of videoconference equipment. This was funded by federal e-rate and state funds. They have started collecting electronic state documents but are holding off on cataloging them until their IT consolidation is settled. They are migrating to a new statewide catalog. Ex Libris is the new vendor. They are engaged in lots of cooperative efforts with South Dakota and Minnesota.

Idaho - in the interests of time passed on comments.

Washington. The State Library was cut 13% last year. They eliminated specialized services to state agencies. IMLS was a wonderful help in their budget struggles. Judy Russell wrote a wonderful letter. The Friends of the State Library were also a big help as were genealogists. New initiatives include information literacy and virtual reference as well as statewide marketing efforts. They are also working hard to train school librarians.

California. The budget is in flux. They have 57 positions open. The state library has a 16% reduction. The MOE for federal funds is okay, however. Good news is that library construction funds from bonds has legislative support. There are funds also for preservation. Dr. Starr has received a 2003 lifetime achievement award. The virtual reference 24/7 service may be bought out by a commercial service. They have a grant project to deliver a MARC based cooperative purchasing plan.

Nebraska. The state budget cuts to the state library were 15% resulting in positions frozen. Nancy Bush has moved to the University Library. The Western Trails project received an IMLS National Leadership grant.

Oregon. They completed the longest legislative session in Oregon history. The state library made out well. There was a 15% cut to state aid, frozen positions were lost but others were gained so the net loss was only one.

Texas. The budget deficit in Texas is $2 billion. There has been a 7% budget cut, 12% budget cut this year. Twenty people took early retirement. The state universal service program was frozen so funds were lost there. It could have been so much worse. The Himmel and Wilson study is now up on the web about the future of public library service in Texas. The Library of Texas resource discovery service will search Z39.50 and commercial databases, records, and state documents. It will show shelf status. There were issues about the former governor's records. The records will be shipped back from the Bush presidential library. School library standards will be on their web site.

Oklahoma. New voluntary public library standards are on web site.

South Dakota. The budget is flat. There was a 2% raise for salary. There was reorganization and the new boss is the Secretary of Education who is great. They have two new FTE.

Wyoming. In August brought up a patron initiated interlibrary loan system. Fretwell Downing is the vendor.

The meeting was adjourned and a safe journey wished to all