Fox Valley Library Council
Executive Board Meeting
November 4, 2002

Present: Ken Hall, Mark Arend , Rhonda Butt, Erin Czech, Pete Gilbert, Rick Krumwiede

1. The meeting was called to order at 9:35 am.

2. Pete motioned to approve the minutes of the May 24, 2002 Executive Board Meeting. Rick seconded and motion was carried.

3. Treasurer's Report
   Rick moved to accept the Treasurer's Report as presented. Rhonda seconded and the motion carried. It was clarified that both the OWLS and Winnefox budgets contain funds for 2003 dues.

4. Membership
   75% of the membership has paid 2002 dues. A second invoice will be sent on November 15 to those who have not yet paid.

5. Programs
   A listing of the programs for future FVLC meetings was handed out and can be found online at http://www.focol.org/fvlc/schedule.html. The program in November is tentatively planned to be on library advocacy. There was a discussion of how to increase attendance at the FVLC meetings especially the September networking meeting. In 2003 the networking meeting will be moved to late September, early October to perhaps accommodate more people.

6. There is a vacancy for the Vice-President/President- Elect position. Mid-term vacancies are filled by the President and confirmed by the Executive Board. Pete made a motion to direct Ken Hall to ask Joy Schwarz to fill the VP position. If Joy declines, then Rick would be asked and Joy would fill his position on the Executive Board. Rhonda seconded the motion. The motion passed. A nominating committee for the 2003-4 year will be put together by Ken Hall.

7. Projects
   Erin Czech was appointed chair of the Resource Sharing committee. Erin along with Karen Probst, and Joy Schwarz will review the FVLC's contract with NEWIL. They will determine what is covered by the agreement and the extent of ILL charges that NEWIL libraries are passing on to FVLC libraries and if it would be an option for FVLC to pay these charges for their members.

   Ken will work on developing the FVLC's long-range plan for 2003-2004. One of the points that will be included in the new plan is an evaluation of the effectiveness of the new organizational structure. The new plan will be emailed to the Executive Board for input before going to the full membership.

8. Others
   The education grant form and the accompanying guidelines have been updated. The last two sentences on the form about reporting to the membership on the training and the source of the funds have been deleted.

   The amount of the educational grants has been changed to two $150 grants. The FVLC President and the Chair of the Education Committee will award the grants. Pete made a motion that the changes be approved. Erin Czech seconded. The motion carried. The new form and guidelines can be found online at http://www.focol.org/fvlc/ser.html.

   The most current version of the courtesy card and ILL policy and procedures will be linked on the FVLC website.

   An email directory of the members will be created to facilitate electronic mailing of meeting announcements and training opportunities. Ken will compose a message about FVLC to accompany the initial mass mailing which individuals can either do nothing and remained subscribed to the listserv or unsubscribe themselves or their organizations. Once a year at a general meeting, members will be reminded to keep their email addresses up to date. Once the listserv is active most of the FVLC communications will come via email. The resource sharing committee will write the "specs" for the list - what information should be included in each entry. This will be completed by March.

   The FVLC website contains links to member library websites. If your library site is not linked, please contact Pete with the URL.