Fox Valley Library Council
Executive Board Meeting Minutes
Wednesday, September 21, 2005 at 9:00 a.m.
The Fabulous OWLS Conference Center

In attendance: Erin Czech, Gretchen Raab, Evan Bend, Desiree Bongers, Pete Gilbert

1. Call to order
   The meeting was called to order at 9:15 am.
2. Introductions and welcome
   We greeted one another warmly. We said, "hey" to Des, who was attending her first board meeting and we thanked Erin for the delicious cookies.
3. Secretary of the day
   Since noted glamour girl, Elizabeth Timmins, has fled the country, Gilbert was volunteered to be Secretary. He accepted with unusual alacrity, apparently anticipating the glory that would attend this position.
4. Additions to the Agenda
   There were none.
5. Approve minutes of April 26, 2005 and May 27, 2005
   The minutes of these meetings were approved unanimously on a motion by Gretchen, seconded by Evan. Gilbert was reminded to remove the "draft" designation from the Minutes web page.
6. "Areas of Concentration" for Directors-at-Large
   We discussed the the role of the Director-at-Large. Each of the three takes responsibility for an FVLC program area. Judy has volunteered to continue with Advocacy and Legislation, Evan will monitor Intellectual Freedom, and Des will be our Resource Sharing guru. We may wish to discuss the roles of the Directors-at-Large at a later date.
7. Treasurer's report
   There has been virtually no activity in the accounts since the July 1 beginning of the FVLC fiscal year. The treasurer's report was approved on a motion by Gretchen, seconded by Des.
8. Education Committee report
   Committee chair, Mark Arend, was not able to attend (apparently fearing he would be made secretary) but he submitted a written report. With the upcoming implementation of the new OWLSNet catalog, we agreed it would a good idea to have a stress management workshop in March. We are required to have two meetings per year, including our annual meeting in May. The other meeting is often in December, but with the Nancy Pearl event going on, that might be a bad time. We should, however, distribute spring program information at the December program.

Old Business:

9. School district membership
   After an extended discussion, we decided to send FVLC information to the 37 school districts in our service area. The mailing will include a letter (to be drafted by our illustrious President) explaining about FVLC and why this is the best $35 they'll ever spend, an invoice, the FVLC promotional brochure we sent out last year, and a list of the school libraries in each district. This last is an attempt to get the district to tell us who the contact is for each school so we can get them in the directory. The letter might include information about interloan and courtesy cards.

   We'll also try to contact as many school librarians as possible, letting them know that we've sent this info to the district and asking them to follow up with the district office about paying. Judy may be able to help us with district library contacts. Evan will investigate.

   While this is going on, we can start the regular renewal process for everyone else.

New Business:

10. FVLC Handbook revisions
    Erin had noted some inconsistencies in the fabled FVLC Handbook and brought them to the board for discussion and action.

    Under Directory:

    Old:
    Directory
    2. Directory is prepared and distributed by the business office as directed by the board.

    New:
    Directory
    2. Directory is maintained and made available as directed by the board.

    Under Interlibrary Loan Procedures:

    Old:
    Borrowing Libraries:
    3. The borrowing library shall honor any limitation on use imposed by the lending library. Addresses, phone numbers, and lending policies of members are in the FVLC Directory.

    Lending Libraries:
    2. The lending library may restrict the number of telephone requests it will accept in one telephone call and may require an ALA interlibrary loan request form(s) to be mailed as confirmation; such restrictions shall be published in the FVLC directory.

    New:
    Borrowing Libraries:
    3. The borrowing library shall honor any limitation on use imposed by the lending library. Contact the lending library for any limitations.

    Lending Libraries:
    2. The lending library may restrict the number of telephone requests it will accept in one telephone call and may require an ALA interlibrary loan request form(s) to be mailed as confirmation.

    These changes to the handbook were approved on a motion by Pete, seconded by Des.

    We also discussed the need for a review of the Courtesy Card program. It still seems to be A Good Thing but there may be many libraries who are not aware of the program or whose policies have changed since the last time we checked. We may want to send out Courtesy Card information with renewal invoices.

    Board members are encouraged to review the Handbook and let Erin know about other areas of concern.

11. Remove the word "Draft" from posted 2005-2006 Budget, which was approved at May 27, 2005 General Meeting
    Gilbert, the noted slacker, has done this.
12. Updates from Directors at Large
    There were none.
13. Next Board meeting
    We proposed three potential dates in mid-October. Erin will check with Judy and Elizabeth and let us know.
14. Adjournment
    On an enthusiastic motion by Gretchen, reluctantly seconded by Pete, the meeting was adjourned.

Created on ... September 21, 2005