Archives - Strategic Plan: Summary

Conference Attendees

Name, Organization

Judy Triplehorn, Geophysical Institute/UA Fairbanks
Kari Mohn, Retired school librarian/Kenai Peninsula Borough School District
Susan Elliott, UAA Consortium
Patience Frederiksen, Alaska State Library
Barbara Berg, Juneau Public Library
Dee McKenna, Kegoayah Kozga Library
George V. Smith, Alaska State Library
Bob Anderl, AkLA
Nancy Clark, AML -- Loussac Library
Karen Grussendorf, School Librarian/Chapter Chair - Sitka
Charlotte Glover, Ketchikan Public Library
Beth Odsen, Alaska State Court Law Library
Greg Hill, Fairbanks North Star Borough Public Libraries

Mission

The Alaska Library Association works to build and strengthen the library community throughout Alaska through continuing education, political advocacy and cooperative efforts.

The above mission statement represents an effort to clarify and distill the existing document. It was unanimously approved by the AkLA Strategic Initiative Workshop participants who recommend its consideration and adoption by the executive action.

Key Issues

1. Action Item: Membership and Dues

Goal: Energize Membership Committee

Two year chair commitment
Chair votes at face-to-face and reimbursed for travel
Goal: Dues Structure Should Be An Annual Agenda Item

Each year, executive council should review the following items at the face-to-face meeting. The Chair of the membership committee is responsible for researching and placing these items on the agenda.
Is the dues structure meeting the needs of the members?
Is it meeting the needs of the organization?
What are the trends with membership?
Goal: Dues Recommendations

Revised 1998 dues structure must be publicized ASAP. Too many people at workshop were not aware of change.
First-time members' dues for first year of membership should be based on hard cost of providing membership benefits.
Goal: Restructure Membership Procedures

Annual membership renewals should be:
Mailed out by the executive secretary
Should be filled out (by computer) so members can note changes and write a check
Include a return envelope addressed to AkLA Fairbanks address
Include prepaid postage
All renewals should be returned to the executive secretary, who will update the membership list
AkLA should have a rolling year membership. The Executive secretary should add month and year of renewal (MM/YY) to membership database, so this information appears on every mailing label
Only those members registered on January 1 will be included in the directory
Goal: Develop An AkLA Membership Packet

The membership committee should pull together an AkLA membership packet before the 1998 Annual Conference The membership committee is responsible for updating items in the packet on an annual basis The Executive secretary is responsible for maintaining the supply of packets and distributing them as needed The AkLA membership packet should be composed of the following items:
a. a presentation folder (to be designed professionally)
b. list of benefits for joining AkLA
c. Mission statement sheet
d. list of local and state officers
e. fact sheets on AkLA/AkASL Web pages/How to join the List SERV
f. a calendar of future AkLA events
g. list of recent accomplishments by AkLA
h. sample newsletter
i. membership form and return envelope
j. legislative priorities
k. something fun or a promotional item, i.e. logo for washable tattoo or chocolate book

Goal: Uses Of Membership Packet

Distribute packets to:
New library staff -- add to each library's orientation packet for new hires
Commercial members, past, present -- exhibit chairs can distribute with initial conference mailing
Chapter chairs for local meetings -- bring 3-4 packets to each meeting
Chair of AkASL -- for potential members
AkLA exhibit booth -- Make sure booth is in a prominent spot during conferences
Any other appropriate AkLA events

Goal: Use of Packet with AkLA Members

Send each member a complete membership packet once
Update selected items annually and send these replacement pages to members when they renew their annual membership
Goal: Promote AkLA Membership

Market association electronically by:
having membership form on web page, which people can fill out then print out
having an e-mail address on web page where people can request membership information and packet
Other ways to market include:
send membership packet to each school in September (Exec. secretary) set up AkLA booth at job fairs and other events (local chapter chairs) create incentives for joining, i.e. promotional items (membership committee) set up mentoring banks within chapter or via e-mail (membership committee)

2. Action Item: Partnership Between AkLA and the State Library

The partnership between AkLA and the State Library is mutually beneficial, however it must be clearly delineated. This issue broaches the confusion arising from the shared concerns of the State Library and AkLA. This overlapping of interests can blur the roles, rights and responsibilities of both organizations.

Roles of AkLA in Relation to the State Library
All lobbyist instructions need to come from the lobbyist (not the State Library)
Foster library community/unity among library people, i.e. cooperation and networking
Lobbying
Continuing Education coordinated by ASL
Public Advocacy for libraries and the library community
Set legislative priorities
chapter chair's subcommittee draft priorities and reports to the E-Council
voting members of E-Council decide
Communicating activities, priorities, and concerns to membership
Advocacy for intellectual freedom
Publish the benefits of the partnership between ASL and AkLA
Roles of the State Library in Relation to AkLA
Communicate services they provide to library community
Continuing education -- coordinate with AkLA
State librarians report to E-Council at AkLA Annual Conference
Frequent communication to AkLA on recent developments and issues of
interest to the library community
Incorporate the statements about ASL and AkLA roles into the AkLA Handbook

Lobbyist
Revise contract to include regular weekly reporting to AkLA during session by lobbyist (Barbara)
Get back on track (March 97-98/Barbara)
Form PAC (Government relations committee) to strategize and communicate with members Hands-on Conference Session PAC makes at least weekly reports to AkLA-L during the session (Lobbyist)
Lobbyist to have Internet access and training
Activate government affairs committee

3. Action Item: Communication/Publicity

Goal: Improve Internal and External Communication

Change publication of Newspoke. This publication becomes independent of State Library -- AkLA pays for all of it
less formal, shorter, monthly publication 2-4pp (10 issues, no summer) (E-Board) by mail to paid members only -- 12-15 months (AkLA Secretary) sell subscriptions to out of state only (AkLA Secretary) no subscriptions to libraries who are not institutional members in-state edit for content (E-Board get volunteer) executive secretary does layout, printing, distribution include very current news -- jobs, cross postings from AkLA-L (Editor + secretary) new on AkLA Web column (Trace)
AkLA pays for mailing and printing (AkLA, E-Board) Newspoke
AkLA secretary provides alternative print distribution for Web information -- by request (AkLA secretary)
Establish policies for format, content, editorial duties and AkLA review.
Establish AkLA Editorial Board for all AkLA publications (E-Board) Welcome to new members each issue -- list of new members and photo and history (E-Board appoints)
AkLA-L
Automatically subscribe new members. Include welcome messages (Exec. secretary)
Phone those without e-mail to welcome and get survey of number of members without e-mail (Exec. secretary)
Get agreement from other entities that AkLA-L is "official" list for news that should reach all libraries (E-Board)
Post more association news. Make sure postings are published in print in Newspoke (AkLA Secretary)
Goal: Directory

Mail only to members (Exec. secretary)
Improve layout, Consolidate member information (E-Board)
Mail only to institutional member libraries (Exec. secretary)
Sell copies for $20 to non-members; calendar issue -- current officers, etc.; distribute order form or opportunity to join at all non-member libraries in Alaska (Exec. secretary)
Goal: Web Page

Get higher limit account from Internet Alaska to allow more publication (E-Board)
Investigate more e-mail accounts to conduct business on-line and lobbying (E-Board)
More AkLA business on Web page (E-Board)
Post new dues structure on Web page immediately
Publicize home page in Newspoke "New on AkLA Web"
Goal: AkLA Membership Form

Decide what to ask about volunteer opportunities and then follow-up (E-Board)
Must coordinate this with redo of committee structure (E-Board)
Committee chair to close the loop and get back to volunteer (Committee chair)
Goal: External Publicity

Welcome packet including past achievements, what we do, and what to expect as benefits (Membership committee)
Sponsorships with partners and create visible events like radio spots (Chapters)
Develop statewide library these projects like statewide library card or statewide survey -- "Alaska is a library"

4. Action Item: Conference/Continuing Education

Goal: Round Robin

Round table chairs will be responsible for planning two conference sessions, one which will be a "how to" session with a facilitator (Fall 1998 -- Round table chair)
Someone needed to help plan training opportunities other than at conference (president will appoint)
An AkLA member (Continuing Ed. chair?) to as liaison to the University of Alaska to facilitate distance learning opportunities could also work with the State Library

5. Action Item: Leadership - Chapters/Continuing Education/Mentoring

Goal: Outreach

Develop career packets and display for local areas, i.e. high school career fairs (1 year Sept. 1998 - Chapter chair could represent AkLA/AkLA E-Board could develop materials/Continuing education opportunities and degree programs)
Goal: Foster Leadership Through Continuing Education

Plan a leadership skills session at AkLA or the Seven Habits of Highly Effective People (Conference program chair or possibly a statewide video conference event)
Goal: Increase Participation Of Chapters And Awareness Of Issues And Insure

Contact With AkAS-L Leaders
Chapter chairs meet informally at annual face-to-face meeting to discuss programs, ideas, etc. (September -- everyone)
A programming idea exchange on AkLA web site
Officers should have a formal time to exchange binders and discuss job duties (March 1998 Conference)
AkLA President and Vice-president should obtain a subscription to Puffin (Barbara and Charlotte)
Goal: Encourage Participation in AkLA

Match new members with interested mentors
Begin a new sub-division of AkLA directory with member organizations by job description (2 yrs. - Post stories on web about "how I got involved in AkLA") Have a past president host first-time attendees meeting (March 1998)
Goal: To Increase Visibility And Awareness Of Both Statewide Akla And Local

Chapter Using Publicity, Positive Image And Leadership Within The Community
Have AkLA President and/or Chapter chairs regularly (once a year) address local community groups, i.e. rotary, chamber, quilting groups, etc. (Officers, chapter chairs)
Each year AkLA President should have theme and involve chapter chair with publicity and activities
Take business books and bibliography to a chamber meeting, take travel books, etc. to rotary, talk about vacation planning
Goal: Get Library Directors To Commit To Akla

Have Library directors publicly state how they will support AkLA, i.e. release time for meetings and conference, number of people who can attend conference, money support for travel, and work time to do cooperative efforts (AkLA E-Board send letter to directors -- director's response letter should be publicize within library and local chapter.
Send library directors thank you letter for support provided by their individual employees to AkLA - AkLA President.

6. Action Item: Business Processes

This issue addresses business practices, procedures and the calendar of activities. The following items are included: being a responsible board member; conduct meetings in a business manner and revise calendar of AkLA activities.

Goal: New Calendar Of AkLA

Revise calendar as follows: (E-Board)
Jan. - President-elect appoints committee chairs
Feb. - Directory published which includes members, E-Council, membership
form, membership packets updated and published
Mar. - Conference -- Officers new term begins
May - Nominating committee audio conference appropriate job description sent to interested parties
Sep. - State announced at E-Council fact and face candidates bios on WEB and Newspoke
Oct. - Election packet mailed 10/1, returned ballots postmarked by 10/31
Nov. - Results announced

Goal: How To Be A Responsible Board Member

Train E-Council in how to be a board member (ASAP using a hired trainer) half-hour old officers talk with new officers (At conference face-to-face -- AkLA President)
Conference face-to-face is two to three hours long (Conference -- AkLA President)
New council meets -- new council orientation (After business meeting at conference -- New AkLA President)
Goal: Improve AkLA Business Practices

Read handbook, follow procedures (each officer)
Form an interim committee to address budget practices. See handbook (E-Board)
Investigate the possibility of hiring a treasurer for AkLA (President)
Goal: Conduct All E-Board/E-Council And The Membership Meetings In A

Businesslike Manner
Use an accepted Rules of Order ( Parliamentarian/Exec. secretary)
half-hour presentation on conducting a meeting (Exec. secretary)
Goal: Strengthen AkLA Committees

Appoint committee chairs in January (President-elect, Jan. 1998) Advertise for committee members -- WEB/AkLA-L/Newspoke/Membership form/Welcome packet (Committee chair notifies web master -- 11/97 - 1/98 Draft an organizational chart (E-Council/AkLA President)
Goal: Strengthen Chapter/Round Tables

Follow handbook for information and dissolution (individual initiative)
Goal: Form A Support Staff Round Table

Designate contact person (Greg Hill)
Announce contact person on AkLA-L (Greg Hill)
Follow manual to petition for new round table (contact person)