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Mississippi Libraries Vol. 68, No. 1, Spring 2004 Page 24MLA Executive Board MeetingMinutesDECEMBER 12, 2003BOARD MEMBERS ATTENDINGPrima Plauché, PresidentHelen J. Flanders, Vice-President/President-electJennifer Smith, TreasurerSara Morris, SecretaryBilly Beal, ALA CouncilorGlenda Segars, SELA CouncilorTerry Latour, Past PresidentSandy Hayes, Special Libraries ChairGretchen Cook, ACRL ChairRandy Sherard, Trustee ChairOthers in AttendanceMary Julia Anderson, Executive SecretaryLinda McKay, Financial Management CommitteeFreda Hartness, State FriendsAllison Mays, MS Authors AwardJane Webster, Special Libraries SectionMolly Signs, Web CommitteePeggy Price, ACRL SectionSusan CassagneBettie Cox, School Library SectionPresident Plauché called the meeting to order at 10:07a.m. A quorum was declared and the agenda presented.President Plauché asked for a motion to amend the agendato include under New Business section D, Accept LSTAGrant for National Library Week; Authorize Vice-PresidentFlanders to sign grant agreement. T. Latour moved toaccept the change to the agenda. J. Smith seconded. Themotion passed unanimously.I. OFFICERS’ AND STAFF REPORTSA. Secretary – Minutes of the previous Boardmeeting were distributed and reviewed. J. Smithmoved to accept the minutes. G. Segars seconded.The motion passed unanimously.B. Treasurer – Treasurer Smith submitted the MississippiLibrary Association Balance Sheet as ofNovember 30, 2003. The sheet showed$110,571.66 as liabilities and equity with a netincome for the year of $37,685.68. This sheetdoes not reflect reimbursement for the speakers’grant – MLA should get $6,403.81 before the endof the year. These totals do not reflect all expensesfor the conference. There will be some profit fromthe conference. J. Smith commented that CommitteeChairs are updating their accounts as theywork on their annual reports. J. Smith also reportedthat MLA has 649 members. S. Morris movedto accept the treasurer’s report. J. Flanders seconded.The motion passed unanimously.C. President – P. Plauché reported that her activitiesare reflected in other areas of the agenda. Shehas been working with J. Flanders to make thetransition in leadership.D. Vice President – J. Flanders reported thatthere were 600 individuals in attendance at thisyear’s MLA conference. 98 of these 600 were firsttime attendees. She thanked the MississippiLibrary Commission for the speakers’ grant thatmade it possible to get some excellent speakers.P. Plauché also thanked everyone for their hardwork on making the conference a success.E. Past President – No ReportF. ALA Councilor – No ReportG. SELA Representative – G. Segars remindedeveryone that the 2004 SELA conference is a jointconference with the North Carolina Library Associationmeeting in Charlotte. The meeting will befrom November 9th through 13th. She alsoannounced that SELA would be hosting, “Assessmentin Libraries: Practical Approaches for Creatinga Continuous Assessment Environment,” a preconferenceat ALA. More information about theprogram can be found on the SELA website.H. Executive Secretary – No ReportI. ML Co-Editors – P. Plauché reported that theeditors are in the final stages of preparing the winterissue. It will be mailed during the first week ofJanuary.II. SECTION REPORTSA. ACRL – G. Cook announced that the new Presidentof ACRL is Peggy Price. The new ViceChair/ Chair Elect is Jana Hudson Breeden. Thenew Secretary/Treasure is Stephen Turner.B. Public Libraries – No Report. P. Plauchéreported that Deborah Lundy is the new chair ofthe Public Libraries Section.C. School Libraries – No ReportD. Special Libraries – Sandy Hayes reported thatthe section had a small business meeting at conference.Anne Lipscomb Webster is the new Chair.Clara Joorfetz is Vice Chair. Secretary is Ann Bellenger.E. Trustees – No ReportIII. OLD BUSINESSA. Action Item: Resignation of Kaileen Thieling,2004 Vice-President/President Elect– P. Plauché announced to the board that KaileenTheiling had submitted her resignation as the2004 Vice-President/President Elect. P. Plauchéread the following to the Board:12/8/03It is with great regret that I tender my resignationas Vice President/President-Elect of the MississippiLibrary Association for 2004. When Iagreed to run for office in January of 2003 andwhen I was elected in April 2003, my life was vastlydifferent.In October 2003, my eighty-four year oldmother fell. She cracked a rib and fractured a vertebra.We have spent hours visiting doctors andhaving tests done. She is currently in physicaltherapy three days a week. However, we are notoptimistic that this is going to help. As the onlychild and caregiver, her care and treatment must bemy top priority.After much deliberation and prayer, I knowthat at this point, I cannot give the MississippiLibrary Association the time and energy that isrequired to provide a convention that is second tonone. I apologize to all those who placed theirfaith in me by according me this honor. I wouldstrongly recommend that Susan Cassagne beappointed to replace me. Susan has already donea great deal of work as local arrangements chairperson.The CMRLS staff and I will do all that wecan to assist her.Sincerely,Kaileen R. ThielingDirectorCentral MS Regional Library SystemJ. Smith moved to accept Kaileen Theiling’sresignation as 2004 Mississippi Library AssociationVice-President/President elect. B. Beal seconded.The motion passed unanimously.B. Action Item: Appointment of Susan Cassagneas 2004 Vice-president/PresidentElect – P. Plauché deferred to B. Beal, MLAParliamentarian concerning the replacement of anopen officer position. B. Beal reported thataccording to Article 1, Section B, of the MLA Bylawsthat for any unfilled office, except for President,the Executive Board can appoint an individualto fill the vacancy. G. Segars moved to appointSusan Cassagne Vice-President/President-Elect bythe provisions made in Article 1, Section B of theMississippi Library Association By-laws. S. Hayesseconded. The motion passed unanimously. S.Cassagne who was present accepted her new position.C. Action Item: EBSCO proposal for rightsand permissions for ML to be included inEBSCO databases – P. Plauché asked RandySherard for his comments concerning the documentfrom EBSCO. R. Sherard commented thatparagraphs 5.2 and 5.3 state that MLA indemnifiesEBSCO Publishing, however MLA does not havethose resources. R. Sherard suggests that we askfor the removal of these paragraphs. Paragraph6.1 on page four has a line missing. This needs tobe corrected. On the final page the documentneeds to read the “laws of Mississippi” not those of“Massachusetts.” R. Sherard recommended thatML obtain a waver or release from all authors togrant permissions dealing with copyright anddatabase inclusion. T. Latour commented that atone point ML did have a form and should reinstatethis policy. P. Plauché thanked R. Sherard for hiscomments. The issue of royalty was raised by anumber of different individuals. T. Latour questionedwhat “royalties will be equal to twenty percent(20%) of the net revenue collection for inclusionof Content from the Publications on Productssold.” R. Sherard suggested that EBSCO includein the final contract an appendix with an exampleof how this would work. J. Smith commented thatin 2003 MLA had received $384 in subscriptionfees. B. Beal made a motion to adopt a resolutionrequesting the 2004 board to seek clarification inboth language and contractual issues in the licenseagreement and than consider its adoption. R.Sherard seconded. The motion passed unanimously.D. Action Item: Amend Natchez ConventionSite Contract – P. Plauché recommended thatthe Natchez Convention Site contract be modifiedfrom a block of 200 rooms to 300 rooms. In thepast few years the MLA conference has requiredmore rooms than 200. T. Latour asked whichhotels MLA is using. The main hotel will be theIsle of Capri with The Comfort Inn and the Ramadataking in the overflow. Discussion ensued concerningthe ability to cancel rooms if they are notbooked. T. Latour moved to amend the Natchezcontract from 200 to 300 rooms if the contract canalso be modified to contain language that allows forthe cancellation of rooms without obligation by aspecified date. J. Smith seconded. The motionpassed unanimously. J. Smith moved to approvethe following as the official 2004 conferencehotels: Isle of Capri, Comfort Inn, and RamadaInn. R. Sherard seconded. The motion passedunanimously.