Fox Valley Library Council
Minutes of the Meeting of the Executive Board

April 26, 2005
Appleton Public Library

Present: Joy Schwarz, Pete Gilbert, Elizabeth Timmins, Evan Bend, Erin Czech, Judy Owen, Gretchen Raab

Preliminaries
How is everyone? In honor of National Poetry Month, Pete responded in rhyme, "Just groovy, like an old-time movie". Joy let us know about Pete's new position. Congratulations, Pete, who will be (in July) Library Director of Lawrence University's Seeley G. Mudd Library! Erin has a hybrid car-way cool!

  1. Call to order
    Joy Schwarz called the meeting to order at 1:35.

  2. Additions to the agenda
    None.

  3. Minutes of March 7, 2005 Board Meeting
    Pete Gilbert motioned approval of the March 7, 2005 minutes. Gretchen Raab seconded and the motion carried.

  4. Treasurer's Report
    The treasurer's report is through March 31, 2005. The last deposit of dues brings us $1000 to the good. We have a healthy balance. Erin Czech motioned acceptance of the Treasurer's Report. Evan Bend seconded the motion. The motion carried. Thanks Pete!

    5. Old Business:

  5. FVLC/OWLS/WLS bus to ALA Conference exhibits in Chicago
    We have 30 registrations. There was discussion about tag a longs from other systems. We agreed that after May 15th, if there is still room, we will accept tag a longs at the cost of $10 each.

  6. Annual Plan (PDF)
    Looks great, Erin! Thank you for your hard work. Draft will be put on website for membership to look at. Erin will eliminate word "draft" after acceptance by the membership.

    7. 1:45 Coffee Break-time for an afternoon boost. 1:50 Meeting resumed

  7. Continuation of the discussion of how we bill school districts versus individual schools; also a similar model for systems versus individual libraries.
    Evan did the research on this. Thank you, Evan. Of 24 schools, 5 paid dues this year. Of 7 school districts, 4 paid dues this year. We have 37 school districts in our service area. There will be no loss of income if we change the way we set up our dues. If we go to the districts, how do we inform the schools? What fee would we change? Judy suggested a $35.00 charge to each district. The WEMA directory would be a great way to identify contacts. This would also make it easier for Erin. She could check by district, rather than by schools for Interloan requests. We don't foresee a need for a two-tier system. We may revisit that idea in the future. We will have targeted emails and mailings to school districts. We will do these in fall for the next fiscal year. Erin checked the By Laws, Article III, Membership and we can change any time we want. Joy will put the billing procedure changes into her president's report. Evan Bend made a motion to bill school districts rather than schools for the 2005-2006 budget cycle. All schools will be members by default. Judy Owen seconded the motion and the motion carried. Evan added that it would be beneficial to send out both bills & programming opportunities earlier.

  8. Budget
    Pete has been using 70 as a baseline times $35.00. 2 new lines on the budget are Special Programs and WLAF Contribution. Erin Czech motioned to accept the 2005-2006 budget. Gretchen Raab seconded and the motion carried. Great work, Pedro! The budget will be presented to the membership at the Annual Meeting.

  9. Online Survey
    This survey was for schools and special libraries. Joy will report on this survey at the Annual Meeting. One thing we know for sure is that it would be good to get on calendars at least the dates for the 2005 meetings. 2006 is a little far out.

    10. New Business:

  10. Vacancies on the board in the upcoming fiscal year
    New person would be vice-president. All Directors at Large turned down the vice-president position. Joy has a possible lead with a medical librarian and Evan has a possible lead with a librarian from Waupaca county.

  11. Draft agenda for the May 27, 2005 annual meeting
    May meeting is all set. Great! Joy will post the agenda to FVLC-L in early May.

  12. Any updates from Directors at Large?
    Not today.

  13. Setting the date for the next Board Meeting.
    Erin needs to get to everyone about this (including new vice-President) after the Annual Meeting on May 27, 2005.

    Joy took this opportunity to thank all the Board members. Meetings are fun and members work hard. Joy was thanked for her serving and leadership.

  14. Adjournment
    At 2:50, Gretchen Raab motioned adjournment. Judy Owen seconded. The motion carried. Happy spring & summer to all!

Respectfully Submitted By,
Elizabeth ("What's so funny about peace, love & understanding?" ) Timmins