Fox Valley Library Council Executive Board
Minutes of the September 3, 2003 meeting held at the Oshkosh Library

Present: Rick Krumwiede, Pete Gilbert, Terra Mobley, Joy Schwarz, Erin Czech, Mark Arend, and Elizabeth Timmins

  1. Call to order
    Rick called the meeting to order at 9:35. No one had additions to the agenda.

  2. Minutes of July 9, 2003 Board Meeting
    Joy graciously authored these minutes. Rick had a few minor corrections. Joy will email the corrected file to Pete to be posted on the website and to Elizabeth for her files. Pete motioned approval of the July 9, 2003 minutes as revised. Erin Czech seconded and the motion carried.

  3. Treasurer's Report
    Pete reported that FVLC is 92 cents to the good. There have been no transactions to speak of. Current status is that there is $9779.49 in the checkbook; $2032.67 for M & I Prime Account; LGIP is in $6500 range. Thanks to Pete.

  4. 2003-2004 Programs and Meeting Schedule
    Mark, better known as Mr. Education, reported that his committee is in progress. They have had difficulty meeting. However, they do have programming ideas and want to follow the same schedule as last year with 4 programs scheduled. October 10th is a strong possibility for the first meeting. Rick mentioned that when he sends out membership invoices he would really like the dates of the programs so that he can list them in a letter he is including with the invoice. The Board brainstormed several programming ideas. Mark said he would take those ideas back to the committee. Mark exited at 10:00.

  5. Board Vacancy
    Rhonda Butt resigned from the Board via email on Labor Day. She is unable to get away for the meetings. A few ideas were generated for possible candidates to replace Rhonda. Rick also had the idea that he would ask Rhonda if she could name anyone that might like to take her place. Rick will make contacts and bring a recommendation forward to the board for confirmation.

  6. Web-enabled Directory
    We have funds available for this project. Rick and Pete led discussion on this topic. The FVLC directory database is a Microsoft Access database maintained at OWLS. The database will need some "normalization" and updating to make it suitable for a Web interface. Everyone agreed going forward with this project was a good idea. The Board came to consensus that the work involved should be offered up as an option to all member libraries. Rick will draft a letter to begin an application process where member libraries could apply to do the updating and the work on the technical considerations such as access control and products generated from the database that will be accessible. There was considerable discussion by the Board of what this Directory could be and do. More specific assignments will be delineated for the chosen applicant.

  7. Gift Policy
    Discussion was prompted by this question, "Institutionally, do we need to give a gift to outgoing officers?" The answer the Board came up with was "no." Therefore, the FVLC policy will be not to reimburse for gifts. (People can choose to give personal gifts if they like.) The Officer Expense Policy is:

    FVLC will not pay for personal gifts to representatives of member institutions.

    Pete moved approval of the policy, Joy seconded, motion carried.

  8. Evaluation of Organizational Changes
    Thanks, Joy, vice-president, who offered to draft a survey that will be given to members in February to check in with how they feel about FVLC. Since things have changed organizationally, do they think things are better, worse, too soon to tell, or unnoticeable? Joy uses a web-based survey tool called Survey Monkey so she is prepared! She may email a copy of the draft to the board prior to the next meeting.

  9. Other Items for Discussion

  10. Adjournment
    Rick adjourned the meeting at 11:18 am.

Next FVLC Board Meeting is scheduled for Wednesday, November 19, 2003 at 9:30 at Oshkosh Public Library.

Respectfully Submitted By,
Elizabeth ("make it so") Timmins