DRA GOVERNING BOARD MEETING

February 27, 2003

Taylorville Public Library

Meeting was called to order at 9:35 A.M. by Becky Wright

In attendance: Becky Wright, Shelley Koehler, Pat Burg, Ann Adkesson, Nancy Huntley, Mike Barnard, Cathy Marx, Paul Johnson, Linda Shaw, Betty Lou Hicks, and guest, Bev Obert.

Minutes of the previous meeting were corrected by adding a small z to the word LLANE. The minutes were approved on a motion by Cathy Marx and seconded by Pat Burg.

Committee Reports:

Database: no report

Technology: no report

Finance: no report

Policy: Linda Shaw reported the Committee is

working on a draft to change the By-laws to include

the statement that the Springfield Lincoln Library and the Decatur Public Library will be given a permanent seat on the Governing Board. A discussion on the topic was started by Nancy Huntley. She and her staff do not understand why they should have a permanent seat and then be able to hold a second seat by being elected (as a Committee Chair or as a representative from the Public Libraries). After much discussion a call was made to Lee Ann Fisher of the Decatur Public Library to ask if she could live with having the permanent seat and thus one vote. She agreed. Thus, it was agreed to strike the Board’s recommendation from the February 6, 2003 meeting which gave Springfield Lincoln Library and Decatur Public each a permanent seat plus limited any library from having more than two seats on the Board. The new by-law will give Decatur Public and Springfield Lincoln Library each a permanent seat on the User’s Group Board and limit the right to a voting position on the Board to one per Library ( the one vote matches that as defined for the User’s Group). Also, that the Vice-Chair has no vote on the User’s Group Board and the Chair who votes only in the case of a tie. This by-law change was recommended by Linda Shaw and seconded by Shelley Koehler. It passed the Board and will be sent for a vote to the User’s Group.

Linda Shaw, representing the Policy Committee, also recommended that the by-laws be changed so as to delete any vendor’s name from the by-laws when referring to the LLSAP. This was seconded by Nancy Huntley and passed.

RPLS REPORT: Paul Johnson reported that 5 of the 6 companies which received the RFP will be submitting proposals. Only the Library Corporation declined the offer to submit a proposal. No letters or phone calls were received from other companies.

Paul presented the job description for hiring a Trainer for the next automation system. Cathy Marx moved and Nancy Huntley seconded the motion to accept the job description. The Governing Board will recommend that the User’s Group spend up to $40,000 to hire a full-time LLSP Trainer as a RPLS employee. Betty Lou Hicks made the recommendation with Mike Barnard seconding. The recommendation will be proposed at the User’s Group meeting in March.

Paul commented on the zILLANE meeting held at Forsyth. He distributed a copy of the zILLANE Report Recommendations Response Package that RPLS will send in for March 31, 2003. Additions can still be made to the package. Pat Burg suggested some comment about our looking for a new automation system be mentioned.

Paul also distributed an updated list of members of the Evaluation Task Forces which will review the RFP.

On behalf of Lincoln Land Community College Library, Paul asked if the Governing Board would agree to let Kathy S? from ILCSO have the $ sign access to the DRA database. Kathy is experienced in the migration of data from one system to another. She will write a program that will help migrate LLCC Library’s holdings to ILCSO. This program will be available for when we want to migrate to another system. Terry Moreland is in favor of Kathy have this access. Linda Shaw moved the acceptance of allowing Kathy to have the needed access and Nancy Huntley seconded. The motion passed.

Meeting dates to remember:

User’s Group meeting Rochester Public Library, March 11 with Hanson and IDOT Libraries supplying the refreshments.

Next Board Meeting will be in Taylorville on April 3 with Pat Burg supplying the refreshments.

User’s Group meeting at Decatur Public Library on May 7.

Meeting adjourned at 11:45 A.M.

Respectfully submitted,

Betty Lou Hicks

Secretary