CoALL Meeting Minutes
Compiled by David Selden

Date: December 9, 1999
Location: Colorado Supreme Court Library
Attendees: Georgia Briscoe, Linda Rose, Patty Wellinger, Druet Cameron Klugh, Bev Agnew, Carly Shipley, Camilla Walker, Martha Campbell, Anne Marie Wills, Tamara Smith and David Selden.

The Executive Committee was called to order by Georgia Briscoe at 3:30 PM.

A) OLD BUSINESS: 1) The minutes from the 10/28/99 meeting were approved without changes.

B) NEW BUSINESS: The following reports were given:

1) Treasurer's report:
* A written report was summarized by Patty Wellinger. There was little change from our last reported balance of $4,127.08: A copy of the full report will be published in the January issue of the Scuttle.

* Reimbursement policy - Georgia Briscoe polled members of the AALL chapter listserv to find out what their policies were concerning reimbursing members for chapter related expenses. The replies did not reveal any consistent policies. Given that, Georgia suggested the following reimbursement policy: If members wish to be reimbursed for expenses related to CoALL activities (travel and food/lodging expenses related to CoALL service projects such as LISP CLA conference presentations), they should submit a written budget for approval to the CoALL Board for approval prior to the event. Requests for reimbursement will be handled on a case by case basis, Georgia made a motion to approve this policy. The motion was seconded by Martha Campbell and passed by a unanimous voice vote.

* Tax exempt status - (See last month's minutes for background on this topic.) Patty Wellinger reported that she did more research on 501(c)3 versus 5010 (6) non-profit status. In her opinion, the most important concern about remaining a 501(c)(6) association was that donations made to CoALL would not be tax deductible by the donor. AALL's position has been that we would receive more donations if we changed our status to 50 1 (c)(3). It was noted that our tax-exempt status has not appeared to be a problem with donors (mostly information vendors) in the past. Druet Cameron Klugh made a motion to bring the issue to a vote by the membership on the next officer election ballot. The motion was seconded by Linda Rose and unanimously approved by the Board.

2) Membership report:

* Bev Agnew reported that since our last Board meeting, membership has grown from 97 to 101 members. The CoALL print directory proof went to the publisher and copies should be distributed to the membership in early January. Copies of the Joint Directory which were distributed by Bev at the last general meeting may need to be re-done to correct omissions and errors. The Special Libraries Association (SLA) and another professional library association members were accidentally omitted. CoALL may need to pay a small fee for this revision.

3) Programs report:

*Mark Folmsbee meeting - Linda reported that the April 13, 2000 date for a meeting with Mark Folmsbee from AALL is planned, even though it conflicts with a "Collection Re-balancing" video conference that is happening earlier on the same day.

*Institute -Linda reported that the costs associated with hiring other organizations to put on an Institute program such as American Research Libraries (ALR) and LAMA are generally very high. West offers a 1/2day program on "Managing Multiple Priorities" at no cost to us. Lexis-Nexis also offers similar programs. One disadvantage of the West program is that it can be offered to only 35-40 people. If we offered this program we would probably need to limit attendance to CoALL members. The Board was also concerned about being biased towards a particular vendor so Linda will be looking into offering a simultaneous or sequential program provided by Lexis-Nexis, BNA or another vendor.

4) Brown Bag report:

*Coordinator Camilla Walker reported that the hot topics under consideration for the next brown bag session are "tax research" and "securities research."

5) Library School Liaison Report:

*Patty Wellinger reported that nine CoALL libraries agreed to host library science student tours at their libraries. Patty will write an article for the DU library school newsletter about CoALL and will list the libraries that have volunteer to give 1-2 hour tours. Information about the tours will be also be distributed to the Emporia library science program. Patty has some AALL marketing brochures "Finding the Way" that promote law librarianship as a career.

6) Webpage/Listserv Report:

*Tamara Smith reported that she will be adding the CoALL by-laws to the web site. She will also be creating password protected access to the union list and other information in order to limit access to CoALL members. Tamara has reported that the new listserv has been operating without any problems.

7) Newsletter Report:

*Caryl Shipley volunteered to take on the responsibility of the newsletter for another year. This announcement was received with much excitement and relief, and Board members demonstrated their appreciation. The Board agreed to immediately start looking for volunteers to do the newsletter the following year.

8) Government Relations Report

* Anne Marie Wills reported that the Colorado library funding bill that did not pass last year was going to be reintroduced this year with a change in language dealing with Internet use by minors. The governor is in favor of filtering. Anne Marie will write an article about the legislation for the next issue of the Scuttle. Sponsors of the bill are looking for "polished"and/or well known speakers to testify in favor of the bill.

9) Long Range Planning Report

* Martha Campbell had no report.

10) Union List Report

* Camilla Walker spoke for Wanda McDavid and reported that Wanda is gathering materials from the Boston area law librarians association to find out how they developed their union list. It will be important for a cataloger to work with the union list group to help determine what techniques could be used to pool records in a union list. The union list was suggested as a future brown bag topic.

11) Nominations Report

* Tom Seward was not present and did not issue a report.

12) Publicity/AALL Chapter Report

* Karen Selden was not present and did not issue a report.

OTHER NEW BUSINESS

1) Colleague Connection

* Georgia reported that SLA was taking a leadership role in sponsoring an educational program dealing with web design and PUSH technologies. They are looking for panel members and Caryl will make an announcement about this opportunity in the next Scuttle.

2) Grants and Scholarships

* Library science students wishing to apply for scholarships from CoALL must be a member of CoALL.

3) CoALL Archives

* Patty reported that she currently has five boxes of archival materials. Other CoALL members may also have archival materials and the membership will be polled on the CoALL listserv to find out who has what. The plan is to send these materials to AALL for storage. A "weeding party" will be organized to sort through the materials to determine what is worth keeping.

4) Marketing Recognition

* SLA issued us a certificate of appreciation regarding our CoALL letterhead design.