Highlights from KLA Council Meeting – Jan. 21, 2011

KLA Council Meeting (via Elluminate) – Jan. 20, 2011 – Highlights

(1)   2nd Quarter Financial Report – Cynthia Berner-Harris, Treasurer

  • YTD Balance = $34,848.29 (includes $4,000 in donations from the KLA Educational Foundation for conference and $18,000 from the regional systems for advocacy)
  • Total Assests = $88,888.65 = $34,848.29 (KLA) + $40,780.56 (Sections & Roundtables) + $13,257.29 (Paypal (reserve account))
    • Assets Report for PLS shows a YTD balance of $4,366.43
  • Finance Study Group is working on reformatting the reports to make them easier to understand.  Also working on a proposed budget & would appreciate any feedback.
  • Trying to move the organization to a position so it is not as reliant on conference.  Live from the base budget and let conference take care of itself.

(1)   President’s Report – Emily Sitz

  • Membership cards sent out today. Working on correcting roster in Avectra.
  • Online membership meeting on Feb. 1 (approximately 1  hour long)
    • Updates from study teams
    • Introduction of new legislative liaison & a report from her
    • Budget report from KLA Educational Foundation
    • Send any additional agenda items/suggestions to Emily
  • Study teams met and shared information & thoughts.
  • KLA will hold mock interviews at conference for students. 1st step in engaging students.
  • Need to update organization manual.

(1)   Moving annual conference to a Fall calendar

  • Better for KLA finances with more time to make corrections with conference in front of the fiscal year.
  • Opens up possibility of joint conference with KASL and KAECT
  • Always receive a boost to budget with influx of memberships just before conference
  • Timing better for vendors, since KLA would no longer be competing with much larger spring conferences such as Texas Library Association & Public Library Association

I voted ‘Yes.’ Motion passed. KLA will move to a fall conference in 2013, because we are already under contract for 2012 in Wichita.  My apologies for not reaching out to the PLS membership sooner on this issue.  I anticipated that we would have the opportunity to poll PLS membership with the survey we have planned for next month before a decision would be made.

  • Maybe have an interim or virtual conference between April 2012 and fall 2013? Issue to be considered at a later date.

(1)   Election procedure – will use Avectra to distribute ballots; members will download ballot, vote and send back via email attachment. Nominating committee will certify results.

(1)   Nominating committee slate for 2011 election:

  • 2ndVice-President
    • Matt Upson, Director Library Services, McPherson College
    • Melany Wilks, Director, Pioneer Memorial Library, Colby
    • Cathy Reeves, Director, Dodge City Public Library
    • MPLA Representative
      • Dan Ireton, Hale Library, KSU
      • Mickey Coalwell, NEKLS
      • ALA Representative
        • Rob Banks, Topeka Shawnee County Public Library
        • Treasurer
          • Candi Hemel, Director, Cimarron City Library

(2)   Best Small Library Program, Service or Activity – new annual award; information to be shared at conference for the first award to be bestowed at 2012 conference

(3)   KPLACE Roundtable given notice for possible disbanding.  Bylaws note that if a section or roundtable fall below a minimum membership it may be disbanded.  KLA plans to give notice to sections and roundtables in jeopardy to give them the opportunity to recruit additional members.

(4)   Conference report – Royce Kitts

  • putting pieces together to be ready; web site up in a few days; speakers finalized; mock interviews for students being set up
  • virtual conference – 5 virtual sessions approximately for the same price as a 1-day registration
    • library displays
    • library signage
    • big picture discussion of electronic resources
    • presentation by keynote speaker Jamie LaRue
    • easy advocacy for everyone
    • KLA Educational Foundation activities – Marie Pyko
      • Trivia Night (on Thurs. eve.) – fundraiser to be held after exhibit event
      • Baskets

(5)   Governmental Affairs – Roger Carswell

  • State budget – 5% reduction; state aid – 6.5% reduction
  • Kan-ed bill to be introduced
  • Jo Budler reappointed as State Librarian
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PLS Finance Report FY 2010

Here is our section finance report for FY 2010. We will be receiving updates on a quarterly basis and I will forward them. Please let me know if you have any questions. Thanks.
Ken Werne, PLS Chair

PLS Finance Report FY10

Documents from KLA Membership Meeting via OPAL – 8/2

Well, I have finally taken the time to figure out how to upload files on a WordPress post. Here are the documents shared at the KLA Membership Meeting earlier this month. Sorry for the delay. Please let me know if you have any questions and I can find answers for your.
Ken Werne, PLS Chair

An announcement from KLA President, Emily Sitz, on joint ALA/KLA memberships!

Greetings!

On behalf of our Membership Committee Chair Ken Werne, I would like to call your attention to the two joint membership programs in which KLA is participating. Students can join ALA and KLA for $35. Support staff can join ALA and KLA for $65.

ALA administers the program although the membership fees are evenly split between ALA and KLA. Individuals join through ALA and then ALA sends KLA a monthly roster of new members and a check. It really is a great deal for our members and for our organization. Our brochures are available for downloading at

http://www.ala.org/ala/mgrps/affiliates/chapters/student/jointmembership/jointmembership.cfm

Please help spread the work through your sections and roundtables, committees, etc!

Thanks, Emily

KLA Meeting with Members via OPAL – Aug. 2, 2010 – Highlights

Even with a little technical difficulty at my end, I managed to be present at almost the whole meeting. Total attendees for the meeting: 32

Cynthia Berner Harris, Treasurer’s reports:
• Budget review 2009-2010 vs. 2010-2011
• Fiscal Year 2010 Budget Report – final deficit $7,727.34
• KLA and Section and Roundtable Assets Report
o all assets reside in the same checking account; transactions will not be going back and forth between KLA and sections and roundtables in the future to avoid some of the confusion that occurred in the past.
o Sections and roundtables can receive detailed account reports on a periodic basis. I plan to start with a request for quarterly reports for PLS.
o 60-day operating reserve required
• Fiscal Year 2011 Budget

Emily Sitz gave a report and her observations on the 2010 Conference.

Due to the Association’s current condition, rather than try to produce a strategic plan this year, Emily Sitz has formed three study teams to get KLA on a stronger footing.
• Organization Model – Rob Banks, Chair
• Finance – Cynthia Berner Harris, Chair
• Benefits of Membership – Cindi Hickey, Chair

Royce Kitts introduced the new KLA web site at http://www.kslibassoc.org/home

Advocacy – hope to expand beyond legislative day and include some grassroots work with local government, local bodies. See results of Snapshot Day at http://www.snapshotkansas.com

Royce Kitts gave a brief report on 2011 Conference – will be held at Topeka Capitol Plaza Hotel, April 6-8, 2011. He noted technology costs will be rolled into the meal minimum, which will make it much easier to avoid any out-of-pocket costs.

ALA Councilor – Rob Banks – watch for his updates on his blog at http://www.tscpl.org/kalac. Activity tends to increase just before, during and just after ALA Annual and Midwinter.

As soon as I figure out how to attach documents or find somewhere to park documents so that you can access them, I will post the reports mentioned above.

Let me know if you have any questions.

Ken Werne, Chair

KLA Membership Meeting OPAL 8/2/2010

Even with a little technical difficulty at my end, I managed to be present at almost the whole meeting. Total attendees for the meeting: 32

Cynthia Berner Harris, Treasurer’s reports:
• Budget review 2009-2010 vs. 2010-2011
• Fiscal Year 2010 Budget Report – final deficit $7,727.34
• KLA and Section and Roundtable Assets Report
o all assets reside in the same checking account; transactions will not be going back and forth between KLA and sections and roundtables in the future to avoid some of the confusion that occurred in the past.
o Sections and roundtables can receive detailed account reports on a periodic basis. I plan to start with a request for quarterly reports for PLS.
o 60-day operating reserve required
• Fiscal Year 2011 Budget

Emily Sitz gave a report and her observations on the 2010 Conference.

Due to the Association’s current condition, rather than try to produce a strategic plan this year, Emily Sitz has formed three study teams to get KLA on a stronger footing.
• Organization Model – Rob Banks, Chair
• Finance – Cynthia Berner Harris, Chair
• Benefits of Membership – Cindi Hickey, Chair

Royce Kitts introduced the new KLA web site at http://www.kslibassoc.org/home

Advocacy – hope to expand beyond legislative day and include some grassroots work with local government, local bodies. See results of Snapshot Day at http://www.snapshotkansas.com

Royce Kitts gave a brief report on 2011 Conference – will be held at Topeka Capitol Plaza Hotel, April 6-8, 2011. He noted technology costs will be rolled into the meal minimum, which will make it much easier to avoid any out-of-pocket costs.

ALA Councilor – Rob Banks – watch for his updates on his blog at http://www.tscpl.org/kalac. Activity tends to increase just before, during and just after ALA Annual and Midwinter.

As soon as I figure out how to attach documents or find somewhere to park documents so that you can access them, I will post the reports mentioned above.

Let me know if you have any questions.

Ken Werne, Chair

KLA Council Meeting – July 15, 2010 – Highlights

Hello! Fellow Public Library Section Members!

I wanted to start the year by taking to heart Emily Sitz’s, our KLA President’s, goal to be more transparent about KLA business.  So here are highlights from the first meeting of the year. 

(1)   Minutes from April 8, 2010 meeting approved.

2)   Minutes from June 30, 2010 special meeting of the Executive Committee with KLA Council – highlights:

  • Cynthia Berner Harris thanked many people involved in reviewing KLA finances, in offering opinions & ideas and in maneuvering QuickBooks including Finance Committee members, Heather Collins and Rosanne Siemens, current Executive Committee members, Laura Loveless, Denise Smith, Emily Sitz, Royce Kitts, and Joyce Armstrong and incoming officers Cindy Hickey and Mickey Coalwell and others including Bonnie Keim and Laura DeBaun.
  • Other highlights from Cynthia’s report and budget proposal:
    • 2009-2010 budget ends with $9,244.52 deficit, substantially lower than $20,000 estimate at conference in April.
    • Although necessary to rely on section and roundtable assets to offset majority of shortfall, the amount can be programmed into 2010-2011 budget for quick and complete reimbursement. [red font is my emphasis]
    • Upgraded Quick Books will provide more regular financial reports to sections and roundtables and association as a whole.
    • End of year projections for 2010-2011 are conservative projections for receipts and expenditures
    • Use Quick Books to reorganize financial records to make it easier to track revenue and expenses and provide budget status reports to everyone.
    • 2010-2011 budget – of greatest importance a budget line for repayment of loans from sections and roundtables that is larger than anticipated year-end shortfall.
      • Cautious projections for membership levels and conference revenues
      • Not return to a full-time Exec. Dir.; instead maintain admin. asst. at 12 hours per week + some extra hours for conference-related tasks
  • Final motion – “money required to offset current year losses be borrowed from non-conference funds of sections and roundtables at rates proportional to the % of each group’s portion of the unit assets held by KLA.” Passed unanimously.
  • Emily Sitz announced that a general membership meeting will be scheduled after the July council meeting to provide an update on the budget, membership drive and more. In addition, to the four regularly scheduled council meetings, additional online meetings will be scheduled to encourage more transparency of KLA business and provide access to meetings to more members.

(3)   Treasurer’s Report – information from June 30 meeting shared with new council. 

(4)   Other business included discussions on 2011 conference, fall Snap Shot Day in November during Kansas Reads to Preschoolers, tour of new webpage http://kslibassoc.org/home/ , memo of understanding with KLA Education Foundation and some section and roundtable reports. 

(5)   Emily Sitz shared her goals for 2010-2011.  She is setting up study teams to develop a financial plan for KLA, to investigate possible new organizational models for KLA and to develop a list of benefits of membership in KLA for individuals and institutions.

Please let me know if you have any questions about anything discussed during the meeting.

Ken Werne, Chair, Public Library Section