Fox Valley Library Council
Executive Board Meeting
April 16, 2003

Present: Ken Hall, Rick Krumwiede, Meg Shriver, Peter Gilbert, Joy Schwarz, Erin Czech, Rhonda Butt

  1. The meeting was called to order at 9:36 am

  2. Pete Gilbert motioned approval of the February 19th Board minutes. Erin Czech seconded and the motion carried.

  3. Online Handbook Update
    Pete and Rick updated the online handbook to reflect current practice. Changes to Polices and Procedures were grammatical. The word adopted will be changed to updated. Online reimbursement forms will be available for Board travel reimbursement and for hosting libraries to submit their meeting expenses. Changes to the General and Scheduled Activities section of the handbook include:

    1. line 6 under the President's activities becomes " Appoint chairpersons and ad hoc committees annually and make other appointments as necessary".
    2. Line 8 under the Secretary's activities will be changed to read: Preserve all records, reports and official documents of the organization except those specifically assigned to the custody of other " by sending a hard copy to the Business Office"
    3. The Directors At Large serve as members of the Executive Board
    4. The wording for the activities of the Directors At Large will indicated that their "responsibilities include but are not limited to: " (see list in handbook)
    5. The areas of concentration for the Directors at Large will be determined each year by the Executive Board.

    Joy motioned to accept the updates. Pete Gilbert seconded. Motion carried. Changes will be brought to the full membership at the May general meeting.

  4. Treasurer's Report
    The program budget for the May annual meeting will be increased.
    The current budget will end the fiscal year in the black.
    Rick Krumwiede moved that the Treasurer's report be approved. Motion seconded by Erin Czech. Motion carried.

  5. 2003-2004 Draft Budget Discussion
    The following modifications will be suggested for the new budget year.

    1. increase the programming budget $1200
    2. insurance fund line moved to Resource sharing
    3. officer expenses line increased to $200
    4. delete the LDR lines and funds move to meeting programs line.
    5. Joy made a motion and Rick seconded the motion to recommend to the general membership that the dues remain the same for the 2003-4 budget year. Motion carried.

    In 2003-2004 the budget will operate with a $120 deficit.
    Rick motioned and Erin Czech seconded that the draft budget for 2003-4 be approved.

  6. Budget Surplus
    The following priorities for spending a portion of the budget surplus were discussed.

    There was a discussion the best ways of addressing the needs of small special libraries to have access to serials holdings from other libraries and to have other libraries see what they have. This matter will be referred to the incoming Executive Board for consideration.

  7. Nominating Committee
    The following slate of officers for 2003-2004 will be presented to the membership for approval:

  8. Other Business
    1. Pete Gilbert and Rick Krumwiede will have a new annual plan ready for the next Executive Board meeting.
    2. The next Executive Board meeting will be held on July 9th at Winnefox

  9. Ken Hall adjourned the meeting at 12:15 pm.