DRA GOVERNING BOARD

MINUTES

April 3, 2003

Taylorville Public Library

PRESENT: Nancy Huntley, Mike Barnard, Paul Johnson, Lee Ann Fisher, Pat Burg, Shelley Koehler, Cathy Marx,

Becky Wright, Diane Yeoman (new Finance Chair), Linda Shaw, and Betty Lou Hicks.

Minutes of the previous meeting were approved on a motion by Nancy Huntley and seconded by Lee Ann Fisher.

COMMITTEE REPORTS:

        Database: Cathy Marx reported they have not met.

        Finance: Diane Yeoman will be taking Nancy

Huntley’s place as Chair. There was no report.

        Policies: Linda Shaw reported that the proposed Network Sharing Policy will be sent to every library and is to be voted upon at the May User’s Group meeting.  It is to be put on the RPLS DRA web site as a draft.  The next meeting for this committee is scheduled on April 24 at one o’clock at RPLS to discuss the survey which dealt with sharing materials and especially billing problems.

        Technology: Pat Burg reported that the committee will be meeting later this afternoon to discuss the RFP responses and the timetable.  Task Force Committees are holding their respective meetings to be able to evaluate the various parts of the RFP submissions.

        RPLS: Paul Johnson distributed an e-mail with proposal costs.  Paul warned that these costs are proposed and will be negotiated.  The Board agreed these costs did not need to be broadcast to the general membership since they are very preliminary.

        In checking the costs, Becky Wright inquired as to what is the cost currently per year for the automation system.  The answer was about $75,000.  The Board agreed that the Finance Committee will need to plan for the maintenance cost after the first year.

OLD BUSINESS: an update was given by Paul Johnson as to the timetable for hiring a trainer.  He distributed an outline of the process being followed.

        By-laws:  Linda Shaw reported reported that no one on the committee had received any questions concerning the proposed by-law changes.  These are slated to be voted upon at the May User’s Group Meeting.

NEW BUSINESS: Lincoln Land Community College Library has been accepted by ILCSO as a member. LLCC is requesting that they be allowed to keep their data in the RPLS database for 3 months, making no changes to data, but kept only for backup.  They request records be changed to non-circ and be allowed one full user password.  Linda Shaw moved with Lee Ann Fisher seconding that this request be allowed and that the data can remain until RPLS changes databases if needed.  The motion also contained the provision that there would be no fee for the password.

This motion passed.

Internet connect using 56K line:  many libraries have chosen to drop from this service through RPLS.  The cost is becoming such that RPLS feels the few remaining members should be checking to see if it now would be cheaper to get another connection.  Linda Shaw spoke to this point and feels it is still cheaper for Rochester Public to use this 56K line, but will begin to watch her bills and check with other sources for Internet connections.

Printing of Shelf List: Pam Bradford asked how many times and how often can a library ask to have a shelf list printed?  She explained that a neighboring school library had been told that they had one printed, which was year at the end of the school year, and that they would have to pay to have more printed.  Mason City had been told they get one printed for free and then must pay.  The Board did not agree with this policy.  The Board believes the policy to be: one shelflist per year to be printed.  Paul Johnson is to check into this situation.

Adjourn:  The meeting adjourned at 11 A.M.

Dates to remember:

May 1 & 2 the RFP Committee with meet with Rob McGee at RPLS

May 6 at Taylorville Public Library at 1 P.M. next Governing Board meeting

May 7 at 9:30 A.M. at Decatur Public Library for the Users Group Meeting

Respectfully submitted

Betty Lou Hicks, Secretary