GOVERNING BOARD MEETING

Thursday, September 11, 2003

Decatur Public Library

PRESENT: Becky Wright, Nancy Huntley, Lee Ann Fisher, Shelley Koehler, Paul Johnson, Betty Lou Hicks, Diane Yeoman, Ann Atkinson, Cathy Marx, Pat Burg, Amanda Standerfer, Jan Baker, and Lois Morse.  Guest attending were Robert Plotzke and Ed Booth.

Meeting was called to order at 9:30A.M. by Becky Wright.  The Board agreed to have Ed Booth speak first on the topic of the the LLSAP becoming incorporated.

Mr. Booth does not advise that the group become incorporated.  The group is actually an “unincorporated association”.  After reviewing the group’s by-laws, Mr. Booth suggested the group have an agreement with RPLS giving them more involvement in the decision making process regarding personnel, etc.  Ed Booth listened to the Board’s concerns and will draft an agreement.

The Board appointed an Ad Hoc Personnel Committee with the members being the Past Chair and the Chair-Elect of the Governing Board plus the RPLS representative to the Board.  The Chair-Elect will serve as Chair for the Ad Hoc Committee. This committee has no voting rights on the Board, but will give monthly reports to the Board.  Their charge: to oversee employees and evaluate the needs for the various numbers and kinds of positions new and in the future to handle the day to day operations of the LLSAP.

The Board heard a report from Betty Lou Hicks concerning the meeting on September 5, 2003 of the Statewide Cataloging Committee.  Betty Lou shared various documents that had been distributed at the meeting and asked if Patsy Walters had contacted Cathy Marx, Chair of the Database Committee, after the meeting.  Cathy had not heard from Patsy, but had received a copy of the report submitted by Jo McClain and Doris McKay regarding the meeting.  Betty Lou questioned why Patsy Waters had not been keeping the LLSAP informed about the workings of this Committee.  After much discussion, the Board agreed that in the future Jo McClain, Doris McKay and the Technology Chairman would serve as our representatives to these meetings.   

The Board further discussed Patsy Walters duties and the need to keep her employed.  Her contract is due to be renewed in December 2003.  The Board voted not to renew this contract.  Patsy is to be contacted, as soon as possible, regarding this decision.

Minutes: approved on the motion by Lee Ann Fisher and seconded by Diane Yeoman.

Committee Reports:

          Database: no report

          Finance: no report, but will set up a meeting in the near Future

          Policies: Have posted a reminder on the listserve regarding the policy on “Best Seller List”

          Technology: August 25 & 26 met with Rob McGee and Dynix representative to negotiate the contract.   Pat Burg plans to recognize all the Migration Team Chairs and Committee members at the User’s Group Meeting in October.

          The Technology Committee has become the  Evaluation Team and needs to reorganize as the Technology Committee, especially since it is time to elect a Technology Chair for the next two year term.

RPLS Report:  Paul Johnson began by reporting that Dynix as a Unix system does not support an e-mail system.  Thus, those libraries or individuals who still use RPLS as their e-mail system will need to be contacted about using something in the future.  Paul will see that the minimum operating specifications for Dynix is distributed to every library both for PAC  client and for staff usage.

The Migration Team recommends accepting the contract that has been negotiated with Dynix.  An agreement for maintenance has not been finalized.  Pat Burg moved that the Board accept and move forward with the licensing agreement and accept the maintenance once it is returned from the lawyer.  Also, that the motion be sent to RPLS Board for acceptance. Since Pat is Chair of the Technology Committee, no second was needed.  This motion passed.

Paul asked if the Board was interested in continuing our membership in SIRSI and sending someone to conference since we are not yet on Dynix.  The Board agreed to terminate the membership and not send anyone to SIRSI Conference.

Paul reported that Jo McLain has asked “Will the LLSAP pay for her membership in ILA?  Betty Lou Hicks asked if she also expects us to pay to send her to the ILA Conference.  Paul replied that she had only requested to have the membership fee paid.  The Board agreed to pay her membership in ILA.

New Business: The nominating committee reported that they had found a candidate willing to serve as Chair-Elect for the coming year.  It is Joan Rhoades from Clinton, Vespasion Warner Public Library.  Shelley Koehler moved to accept this nomination with Amanda Standerfer seconding.  The motion carried.

Becky Wright will remind all  members that at the October User’s Group meeting there will be the election of Chair and Chair-Elect.

 Also, that the various Committee Chairs need to be selected: Technology, Database Standards, Policy, and Finance.

Pat Burg thanked Becky Wright for serving as Chair.  Becky in turned thanked the Committee Chairs and the Library Representatives for their contributions.

Dates to remember:

October 1 User’s Group at Springfield Lincoln Library

October 9 next User’s Group Board meeting at Springfield Public Library.

Respectfully submitted,

Betty Lou Hicks