Fox Valley Library Council

Executive Board Meeting

Appleton Public Library

Friday – 13 October 2000

 

I. Call to order

II. Approval of the minutes of the Board Meeting of 25 August 2000.

III. Treasurer’s Report

IV. Standing Committee and Appointed Position Reports

            A. Business Video Committee – Janice Munkholm

1. Update - Evaluation of the continued need for the Business Video Committee

 

            B. Constitution and Bylaws Committee – Rick Krumwiede

            C. Council Advocate – Edie Phillips

            D. Education Committee – Ken Hall/Greta Thompson

                        1. Program for November 17, 2000 General Meeting.

                                   

            E Intellectual Freedom Advocate – VACANT

            F Membership Committee – Terri Richards

1. Update – Enumeration of eligible institutions within the FVLC area that are not members of FVLC

 

            G. Planning Committee – Cheryl Gage (President-elect)

            H. Public Relations Committee – VACANT

            I. Resource Sharing Committee – Karen Probst

                        1. Update – Revisions to the FVLC Courtesy Card

V. Old Business

           

VI. New Business

A. Additional discussion regarding the change of Bylaws regarding FVLC meetings adopted at the last meeting of the Board. SEE ADDITIONAL PAGES

B. Proposed change of FVLC Bylaws establishing the position of FVLC Webmaster as an appointed position. SEE ADDITIONAL PAGES

C. Approval of the Job Description of Council Webmaster SEE ADDITIONAL PAGES

D. Appointment of Peter Gilbert as FVLC Webmaster.

E. Discussion of the FVLC Policy and Checklist for “Hosting Libraries”. SEE ADDITIONAL PAGES

 

VII. Other

VIII. Adjourn

VI. A. Additional discussion regarding the change of Bylaws regarding FVLC meetings adopted at the last meeting of the Board.

 

 

It was adopted at the last Executive Meeting that the FVLC Bylaws be amended to read: “The President shall call two meetings per year in include an annual meeting of the Fox Valley Library Council each May”. 

 

The Bylaws as currently stated make no distinction between meetings of the general membership and the Executive Board. 

 

Should we further amend this section of the Bylaws to make a clear distinction between meetings of the general membership and meetings of the executive board and the minimum number of each?

 

The current Bylaws specify that “Written notice of all Fox Valley Library Council meetings shall be mailed to the members at least ten days prior to the meeting.”  Although a physical mailing of materials for general meetings should continue, should be provide the option of providing such mailing via e-mail?

 

 

VI. B. Proposed change of FVLC Bylaws establishing the position of FVLC Webmaster as an appointed position.

 

 

I would like to propose that the FVLC Bylaws Article V. Section 4 be  changed to read:

 

“Section 4.  Appointed positions are:

 

1. Council Advocate.

2. Intellectual Freedom Advocate

3. Council Webmaster”

 

VI. C. Approval of the Job Description of Council Webmaster

 

The Board is asked to approved the following job description and to include it in the FVLC Handbook:

 

“GENERAL DESCRIPTION

The mission of the Fox Valley Library Council website is to distribute information about the business, programs and services of the FVLC to its members and potential members.

 

The Council Webmaster manages the Fox Valley Library Council World Wide Web site.  The general duties include creating content, receiving content from the members of the Executive Board of FVLC, adapting existing content to a Web-friendly format, creating and maintaining the logical structure of the content, and  adapting the Website to utilize software and tools designed to facilitate the use of the Website by all FVLC members.

 

GENERAL ACTIVITIES

·        Accept and post all notices, agendas, and document relating to FVLC general and executive board meetings.

·        Maintain online archival files of the minutes of the general and executive board meetings.

·        Maintain and update the online version of the Fox Valley Library Council Directory.

·        Maintain and update the online version of the Fox Valley Library Council Handbook of Polices and Procedures.

·        Maintain and updates all other information on the Website as directed by the Executive Board.

·        Moderate and maintain the FVLC-L electronic mailing list.

 

VI. E. Discussion of the FVLC Policy and Checklist for “Hosting Libraries”

 

Nancy Britten of Neenah Public Library asked me for guidance regarding preparing for the FVLC meeting that they will be hosting.   The policy and checklist that provides guidelines is the FVLC policy “Hosting Libraries” which is in the FVLC Handbook.

 

Can we review this policy for additional details and any changes especially the specific checklist of for the hosting libraries?  At this time, we can address the issue of lunch arrangements in or out of the hosting library.