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Archive for the ‘Southern System Planning’ Category

Please visit the Illinois Heartland Library System Website

June 13th, 2013 Comments off

This website is no longer maintained and is only available for records retention.

Please visit us at http://www.illinoisheartland.org

 

Agenda posted for 06.30.2011 IHLS Transition Board Meeting

June 29th, 2011 Comments off

The Illinois Heartland Library System Transition Board Agenda for 06.30.2011 has been posted.

PDF Version of IHLS Board Agenda for 06.30.2011

Illinois Heartland Library System
Transition Board of Directors
June 30, 2011; 6 pm
Hilton Garden Inn; Effingham Illinois

AGENDA
1. Call to Order
2. Roll Call – Recording Secretary
3. Public Comments
If a member of the audience desires to speak to the Board, sign in and give to a System Staff member. When making a comment, please state your name, affiliation and nature of your business. Please limit your time to 3 minutes.
4. Minutes
June 9, 2011 Meeting
June 15, 2011 Meeting
5. Financial Report
Cash statements all funds and all accounts as of 5.31.2011.
6. President’s Report
7. Staff Report
Property Insurance — Mike Szymkoksi
8. Committee Reports
Facilities Location Committee — Dick Helton
Personnel Committee – Nina Wunderlich
Deferred Compensation Plans
Resolution No: TBR 2011 – 33 revised
Personnel Code
Document No: TBD 2011 – 37
Resolution No: 2011 – 40
Application Review Committee – Karen Bounds
Position Classification
Resolution No: TBR 2011 – 41
IHLS Staffing
Document No: TBD 2011 – 38
9. ISL Report – Greg McCormick; Lawren Tucker
10. Unfinished Business
a. RFB – Medical Insurance (Vision)
Resolution No: TBR 2011 — 42
b. Logo
Document No: TBD 2011 – 39
c. Budget Revision
Document No: TBD 2011 – 40
Resolution No: TBR 2-11- 43
11. New Business
a. LIMRICC
Resolution No: TBR 2011 – 44
b. Prevailing Wage
Resolution No: TBR 2011 – 45
Items related to starting IHLS.
12. Public Comments
If a member of the audience desires to speak to the Board, sign in and give to a System Staff member. When making a comment, please state your name, affiliation and nature of your business. Please limit your time to 3 minutes.
13. Announcements

The Illinois Heartland Library System Transition Board strives to ensure that its meetings are accessible to
individuals with disabilities. If you are an individual with a disability and require assistance to observe or participate in
this meeting, please contact any of the current Library Systems at least 48 hours prior to the start of the meeting with
your specific request.

IHLS Applications Review Committee Agenda Posted

June 28th, 2011 Comments off

Illinois Heartland Library System Transition Board

Applications Review Committee

June 30, 2011  5:00 p.m.

Hilton Garden Inn, Effingham IL

  1. Call Meeting to Order—Karen Bounds
  2. Review Offers Made to Internal Staff
  3. Executive Session—Personnel issues related to employment
  4. Review Position Classifications
  5. Adjournment

Agenda Posted for IHLS Board Meeting 06.15.2011

June 14th, 2011 Comments off

Illinois Heartland Library System

Transition Board of Directors

June 15, 2011; 7 pm

Helen Mathis Public Library; Effingham Illinois

AGENDA

 

  1. Call to Order
  2. Roll Call – Recording Secretary
  3. Public Comments – If a member of the audience desires to speak to the Board, sign in and give to a System Staff member.  When making a comment, please state your name, affiliation and nature of your business. Please limit your time to 3 minutes.
  4. Minutes June 9, 2011 Meeting
  5. Committee Reports
  6. Application Review Committee  — Karen Bounds Staffing for IHLS beginning July 1, 2011Executive Session – Personnel issues related to employment, salaries and benefits.
  7. Document No TBD 2011 – 35
  8. Resolution No: TBR 2011 – 38
  9. ISL Report – Greg McCormick; Lawren Tucker
  10. Unfinished Business a. RFB – Medical Insurance — Bid responses
  11. Document No TBD 2011 — 36
  12. Resolution No: TBR 2011 – 39
  13. Public Comment
  14. New Business
  15. Announcements – Next Meeting:  June 30, 2011, Hilton Garden Inn, Effingham, IL 6 PM

 

 

Agenda Posted for IHLS Board Orientation 06.15.2011

June 14th, 2011 Comments off

IHLS Board Orientation

Helen Matthes Library

100 East Market Avenue

Effingham, IL 62401

Wednesday, June 15, 20115:00 PM

  1. Call to Order
  2. Welcome—Tom  Turner
  3. The System and the Illinois State Library—Greg McCormick
  4. Roles and Responsibilities of the Board of Directors and the System Director— Jan Ison
  5. Background: How we came to this point!—Leslie Bednar
  6. Bylaws, Policies and Resolutions— Bev Obert
  7. Search Committee – Tom Turner and Ellen Popit
  8. Finance and Budget Presentation—Diane Steele
  9. Strategic Plan and Annual Plan—Val Green
  10. Q & A
  11. Interest forms and Biographical Information—Ellen Popit
  12. First meeting of the IHLS Board of Directors
  13. Pictures

Agenda Posted for IHLS Applications Review Committee 06.15.2011

June 14th, 2011 Comments off

ILLINOIS HEARTLAND LIBRARY SYSTEM TRANSITION BOARD
Applications Review Committee
June 15, 2011; 3:30 – 5:00 pm
Helen Mathis Public Library, Effingham, Illinois

1. Call Meeting to Order – Karen Bounds
2. Review the Transition Board Actions regarding offering positions
3. Positions to be considered for offers
4. Executive Session – Personnel issues related to employment
5. Action related to Personnel
6. Adjournment

 

Agenda Posted for IHLS Transition Board Meeting for 06.09.2011

June 7th, 2011 Comments off

 

Agenda June 9, 2011

The Agenda for the June 9, 2011 meeting of the Illinois Heartland Library System Transition Board.

June 9, 2011 Agenda in PDF format

June 9, 2011 Documents in PDF format [Due to the file size it is posted on IHLS.]

The Illinois Heartland Library System Transition Board strives to ensure that its meetings are accessible to individuals with disabilities. If you are an individual with a disability and require assistance to observe or participate in this meeting, please contact any of the current Library Systems at least 48 hours prior to the start of the meeting with your specific request.

Illinois Heartland Library System

Transition Board of Directors

May 26, 2011; 6 pm

Hilton Garden Inn; Effingham Illinois

AGENDA

1.   Call to Order

2.   Roll Call – Recording Secretary

3.   Public Comments

      If a member of the audience desires to speak to the Board, sign in and give to a System Staff member. When making a comment, please state your name, affiliation and nature of your business.

Please limit your time to 3 minutes.

4.   Minutes

      May 26, 2011 Meeting

5.   Financial Report

      Cash statements all funds and all accounts.

6.   President’s Report

7.   Staff Report

8.   Committee Reports

       Facilities Location Committee — Dick Helton

       Personnel Committee – Nina Wunderlich
       Illinois Heartland Library System ServiceCredit & Sick Leave Carry Over
       Resolution No: TBR 2011 – 25 rev (Tabled Resolution)
       IHLS Pay Period
       Resolution No: 2011 – 32
       Deferred Compensation Plans
       Resolution No: 2011 – 33
       Exempt and Non-Exempt rates of pay for 40-hour work week
       Resolution No: 2011 – 34

       Nominating Committee – Janet Hasten reporting
       Resolution No: 2011 –35

       Application Review Committee
       Position Descriptions
       Document no: TBD 2011 – 29
       Resolution No: TBR 2011 – 36

Executive Committee – Tom Turner
       Illinois Heartland Library System Staffing
       Resolution No: TBR 2011-26 (Tabled Resolution)
       Illinois Heartland Library System Annual Plan and Budget
       Document No: TBD 2011 – 30
       Resolution No: TBR 2011 – 37

9. ISL Report – Greg McCormick; Lawren Tucker

10. Unfinished Business
       a. RFB – Medical Insurance
           Update on the Bidding Process
       b. RFB – Property Insurance
           Document No: TBR 2011 – 31
       c. Logo
          Document No: TBD 2011 – 32
          Resolution No: TBR 2011 – 38
       d. LLSAP Issues TBD 2011 – 33
       e. IMRF Rate
           Document No TBR 2011 – 34

11. New Business
       a. Interim Executive Director
           Executive Session – Personnel issues related to employment, salaries and benefits.
        b. Bank Accounts
        c. Check Signing

        d. Special Board Meeting

12. Announcements
Next Meeting: June 30, 2011, Hilton Garden Inn, Effingham, IL 6 PM
Orientation: June 15, 2011, Helen Mathis Public Library Effingham, IL

IHLS Legal Notice for Property, Casualty and Liability Insurance

June 7th, 2011 Comments off

LEGAL NOTICE
ILLINOIS HEARTLAND LIBRARY SYSTEM
INVITATION TO BID
PROPERTY, CASUALTY AND LIABILITY INSURANCE

Sealed bids will be accepted by the Illinois Heartland Library System for various property, casualty and liability insurance coverage for the coverage period July 1, 2011 through June 30, 2012. The coverage shall become effective July 1, 2011.

We invite bids to be submitted to the following address: Illinois Heartland Library System, c/o Rolling Prairie Library System, 345 W. Eldorado St., Decatur,Illinois, 62522-2114. Bids shall be clearly marked on the outside “Sealed Bid-Insurance”.

We will accept bids until Friday, June 24, 2011 at 2:00 p.m. CST when they will be publicly opened and read aloud.

Bid documents, information and answers to questions may be obtained by contacting:

Michael J. Szymkoski
Rolling Prairie Library System
345 W. Eldorado St.
Decatur, IL 62522-2114
217-429-2586
E-mail: mikes@rpls.ws

The deadline for submitting questions is Thursday, June 23, 2011 at 4:00 p.m. CST.

IHLS Application Review Committee Agenda for 06.07.2011 Posted

June 2nd, 2011 Comments off

The Illinois Heartland Library System
Application Review Committee

Conference Call Meeting

June 7, 2011 1:00 p.m.

Conference call in Number 1-800-444-2801 Pin number 3892694

be Connect Room: URL:http://wjil3.acrobat.com/r13898509/

  1. Call Meeting to Order –
  2. Continue the Review of Job Descriptions
  3. Executive Session – Personnel issues related to employment
  4. Adjournment

IHLS Application Review Committee Agenda for 06.06.2011 Posted

June 2nd, 2011 Comments off

The Illinois Heartland Library System
Application Review Committee

Conference Call Meeting

June 6, 2011 1:00 p.m.

Conference call in Number 1-800-444-2801 Pin number 3892694

be Connect Room: URL:http://wjil3.acrobat.com/r13898509/

  1. Call Meeting to Order –
  2. Continue the Review of Job Descriptions
  3. Executive Session – Personnel issues related to employment
  4. Adjournment

IHLS Transition Board Minutes for 05.09.2011 Posted

June 1st, 2011 Comments off

PDF version of May 9, 2011 minutes.

Place:         Hilton Garden Inn, Effingham, IL
Date: May 9, 2011
Attending: Karen Bounds, Valerie Green, Janet Hasten, Amy Ihnen,  Katie Marsh, Linda McDonnell, JoAnn Nabe, Mary Ann Pohl, Bill Randall, Miranda Shake, Diane Steele, Anieta Trame, Tom Turner, Nina Wunderlich
Absent: Rochelle Funderburg
Other’s Present: Greg McCormick, Lawren Tucker, Bev Obert, Nina Pals, Ellen Popit, Donna Schaal, Ramona Rollins, Amanda McKay, Juliette Douglas, Leslie Bednar, and Jan Ison
Call to Order: Called to Order at 6:05pm
   

 

Agenda Item Discussion and Decisions
1. Public Comments  No members of the public wished to comment.
2. Minutes It was moved by Green and seconded by Steele that the April 26, 2011 minutes be approved as written. Grammatical errors and omissions were corrected during discussion. Minutes passed with amendments during a roll call vote.
3. Financial Report Steele reported that there was no cash flow report available for this meeting; however, cash flow report for all Systems would be available for the next meeting.
4. President’s Report Turner reported that Mary has withdrawn from the Building Committee. Richard Helton has become the chair of the Building Committee. Turner requested that the final meeting of the Transition Board be a face-to-face meeting with a celebration afterward. He also requested that the Planning Committee, and incoming board members, and other supporters be invited as well.
5. Staff Report Ison reported that the position descriptions are being developed by Obert and that Ison is taking care of the personnel portion of the area and per capita application. Reported that all documents have been submitted.
6. Committee Reports Nominating Committee: Nina Pals reported the slate of candidates to consider for nomination to the Board. Steele wondered why not all candidates were put on the ballot. Pals explained that there will be 5 positions to be replaced each year so there will be additional opportunities for interested people to participate. Pals also noted that the slate was constructed with geography in mind.It was moved by Pohl and seconded by Marsh that the slate of candidates for IHLS Board be accepted as presented. There was no discussion. The motion passed with a roll call vote.

Facilities Location Committee: Turner noted that the committee is looking at various locations, including locations in Effingham.

Search Committee: Turner reported that the committee received 3 responses to the request for bids for a search firm for the Executive Director search. The bid from Bradbury and Associates was the low bid with a range of $14,000 not to exceed $18,000. It was moved by Bounds and seconded by Nabe that the bid from Bradbury and Associates be accepted. There was no discussion. The motion passed with a roll call vote.

Personnel Committee: Wunderlich reported on the process of combining philosophies of four institutions. The method that the committee chose was to use the Shawnee personnel code as the template and work to meld each System into one. In an effort to streamline the actual document, many supplemental materials are being placed in an appendix.

Wunderlich moved and Randall seconded that the Illinois Heartland Library Employment Definitions, Resolution No: TBR 2011-22, be accepted as presented. During discussion, there were minor corrections regarding grammatical issues. “Exempt” will be removed from the first item. Nabe questioned the fact that the 20-29 hour/week part-time employees should have pro-rated time off. She noted that receiving sick leave was especially important. The motion passed with a roll call vote with Bounds, Green, Hasten, Ihnen, Marsh, McDonnell, Pohl, Shake, Steele, Trame, Turner, and Wunderlich voting aye, Nabe voting no, and Randall abstaining.  

7. ISL Report – Greg McCormick; Lawren Tucker Greg McCormick; Lawren Tucker Tucker reported that the additional documentation arrived today for the application. The board should hear soon regarding the acceptance of the application to merge.
8. Unfinished Business Illinois Heartland Library System BenefitsDocument No: TBD 2011-12 is for informational purposes and will be discussed at the next meeting.

Illinois Heartland Library System Salary Scale

Document No: TBD 2011-13 is for informational purposes and will be discussed at the next meeting.

Illinois Heartland Library System Pay Period

Document No: TDB: 2011-14 is for informational purposes and will be discussed at the next meeting.

9. New Business Executive Session
Steele moved and Marsh seconded that the Transition Board move into closed session to discuss personnel issues related to employment, salaries, and benefits. The motion passed with a roll call vote. The board adjourned to closed session at 7:08pm.The board returned to open session at 9:22 p.m.Hasten moved and Randall seconded that the directors be authorized to take applications for and to hire the following positions for employment, effective July 1, 2011: LLSAP Manager, LLSAP Support,  Cataloger, Cataloging Support, WebJunction Coordinator,  Web Junction Assistant, OCLC Billing Manager, Director BPH, Machine Advisor, Machine Clerk, Delivery/Site Supervisor, Delivery Assistant, Delivery Driver, Page/Sorter. In addition, all other positions will be posted and initially available to internal candidates. The motion passed with a roll call vote.

The Staffing Committee was established. Steele, Marsh, Shake, Green, Bounds plus four system directors to work on other positions to be filled as soon as possible.

IHLS Fund Descriptions
Steele motion and Trame seconded that Resolution No: TBR 2011 – 24 with Supporting Document No: TBD 2011-23 be accepted as presented. The motion passed with a roll call vote.

Position Descriptions
Document No: TBD 2011-24 was presented for information purposes only and will be considered by the board at a later time. The board wishes to have more details provided by the directors.

Annual Plan FY 2012
Green presented Document No: TBD 2011-25, which is for information purposes only. Green asked for consideration of the document as well as feedback at a later time.

Budget FY 2012
Steele presented Document No: TBD 2011-26, which is for information purposes only. Steele asked for consideration of the document as well as feedback at a later time. A more detailed budget will be presented at the May 26 meeting. Albers provided assumptions for the delivery budget. Bednar will send delivery budget plus additional vehicle information to the board.

10. Announcements Juliette Douglas announced the Medical Bid went out and hope to have recommendations at the next meeting.

Upcoming Meetings: May 26, 2011 – Video Conference – It was recommended that this be changed to an in person meeting, location to be determined.
June 9th meeting in person at Hilton Garden Inn, Effingham.
June 30th meeting in person at Hilton Garden Inn, Effingham.

Meeting was adjourned at 9:56 pm.

Agenda Posted for 05.31.2011 Executive Committee Meeting

May 27th, 2011 Comments off

ILLINOIS HEARTLAND LIBRARY SYSTEM

Executive Committee

MAY 31, 2011; 6:00 – 7:00 pm

Electronic Meeting with Conference Call

Electronic Meeting Sign in:

http://wjil2.acrobat.com/ihlsexcom:

Conference Number(s): 1-800-444-2801:

Participant Code: 3892694

  1.    Call Meeting to Order – Tom Turner
  2.    IHLS Annual Plan – Val Green
  3.    IHLS Budget – Diane Steele
  4.    Adjournment

IHLS Transition Board Agenda for 05.26.2011

May 24th, 2011 Comments off

The Illinois Heartland Library System Transition Board strives to ensure that its meetings are accessible to individuals with disabilities. If you are an individual with a disability and require assistance to observe or participate in this meeting, please contact any of the current Library Systems at least 48 hours prior to the start of the meeting with your specific request.

PDF version of the IHLS Transition Board Agenda for 05.26.2011

PDF of Documents for the 05.25.2011 IHLS Transition Board meeting.

Illinois Heartland Library System
Transition Board of Directors
May 26, 2011; 6 pm
Hilton Garden Inn; Effingham Illinois

AGENDA

  1. Call to Order
  2. Roll Call – Recording Secretary
  3. Public Comments If a member of the audience desires to speak to the Board, sign in and give to a System Staff member. When making a comment, please state your name, affiliation and nature of your business.
    Please limit your time to 3 minutes.
  4. Minutes
    May 9, 2011 Meeting
  5. Financial Report
  6. President’s Report
  7. Staff Report
  8. Committee Reports
    Facilities Location Committee — Dick Helton
    Search Committee – Tom Turner
    Position Ad; Position Description
    Personnel Committee – Nina Wunderlich
    Illinois Heartland Library System Paid Time Off
    Resolution No: TBR 2011-XX
    Illinois Heartland Library System Service Credit
    Resolution No: TBR 2011-XX
    Other personnel committee recommendations
    Nominating Committee – Diana Brawley Sussman
    Executive Committee – Tom Turner
    Illinois Heartland Library System Staffing
    Resolution No: TBR 2011 XX; Executive Session TBD –
    Application Review Committee —
    Position Descriptions
    Resolution No: TBR-Document No: TBD 2011-24
    Executive Session – Personnel issues related to employment, salaries
    and benefits.
  9. ISL Report – Greg McCormick; Lawren Tucker
  10. Unfinished Business
    a. RFI – Medical Insurance
    b. Annual Plan FY 2012 — Val Green
    Resolution No: TBR; Document No: TBD 2011-XX
    c. Budget FY 2012—Diane Steele
    Resolution No: TBR; Document No: TBD 2011-XX
  11. New Business
    a. IHLS Salaries re: Classification and Pay
    Resolution No: TBR;
    Logo
    Resolution No: TBR
    Set date for the first meeting of the IHLS Board Meeting and Orientation session.
  12. Announcements

Next Meeting: June 9, 2011, Hilton Garden Inn, Effingham, IL 6 PM

Applications Review Committee Meeting Agenda for 05.24.2011 Posted

May 20th, 2011 Comments off

The Illinois Heartland Library System Applications Review Committee is meeting agenda for Tuesday, May 24, 2011; 5:00 – 8:00 pm at the Hilton Garden Inn, Effingham, Illinois.

ILLINOIS HEARTLAND LIBRARY SYSTEM
Applications Review Committee Agenda for
MAY 24, 2011; 5:00 – 8:00
Hilton Garden Inn, Effingham, Illinois

    1. Call Meeting to Order –
    2. Review charge and agree on a process
    3. Executive Session – Personnel issues related to employment
    4. Adjournment

IHLS Personnel Committee Meeting Agenda for 05.18.2011 posted

May 17th, 2011 Comments off

ILLINOIS HEARTLAND LIBRARY SYSTEM PERSONNEL COMMITTEE

CONFERENCE CALL MEETING – May 18, 2011 6:30 P.M.

Conference call in Number 1-800-444-2801 Pin number 3892694

URL:http://wjil3.acrobat.com/r13898509/

AGENDA

  1. Attendance noted as each calls in
  2. Notes from 5/11 meeting
  3. From previous meetings/Juliette creating
    1. Employment Definitions – Sec. IV of original doc., Part C, job classification based on other criteria
    2. System Provided Benefits – agreed upon during last meeting; Juliette furnishing us with wording to approve this meeting: Medical Leave, Bereavement, Holidays (also religious), Election Day, Personal Leave, Sick bank, Vacation

  4. New Item:
    If hired in IHLS, credit for years worked in present system transferred to IHLS
  5. Continuing with:
    1. Employment Benefits (Juliette providing wording for our reaction)
      1. System Provided
        1. Medical Leave – upon retirement
        2. Vacation
          1. One time carry-over for yrs. of service credit
          2. Carry-over for sabbatical or other similar reason
        3. Tuition Reimbursement – want to allow at this time or not?
        4. Health
        5. Pension
        6. Unpaid Benefit [reworking 4.6 of LCLS]
      2. Legally Required – Soc. Sec., FMLA, Workman’s Comp., etc.
    2. Working Conditions – Work week, lunch period, breaks, etc.
  6. Questions/Concerns
  7. Meeting next week

IHLS Minutes for the 04.25.2011 meeting posted.

May 17th, 2011 Comments off

Illinois Heartland Library System Minutes for the videoconference meeting held 04.25.2011 have been posted. (PDF version of 04.25.2011 minutes)

 Place: 

          

Illinois State Library Video Conference
LCLS Video Conference
LTLS Video Conference
RPLS Video Conference
SHLS Video Conference
Eastern Illinois University, Gregg

strong>Date:

April 25, 2011

Attending:

Karen Bounds, Valerie Green, Janet Hasten, Amy Ihnen, Katie Marsh, Linda McDonnell, JoAnn Nabe, Mary Ann Pohl, Bill Randall, Miranda Shake, Diane Stele, Anieta Trame, Tom Turner, Nina Wunderlich

Absent:

Rochelle Funderburg

Other’s Present:

State Library—Diane Yeoman, Elizabeth Letterly, Joan Rhodes, Anne Craig, Greg McCormick, Lawren Tucker.
RPLS—Bev Obert, Louise Green, Richard Helton, Mike Szymkoski
ShLS—Christine Fine, Ellen Popit
LTLS—Donna Schaal, Ramona Rollins
LCLS—Amanda McKay, Juliette Douglas, Leslie Bednar
EIU—Jan Ison

Call to Order:

Called to Order at 6:19 pm

   

 

Agenda Item

Discussion and Decisions

1. Public Comments

 No members of the public wished to comment.

2. Minutes

It was moved by Green and seconded by Bounds that the April 6, 2011 minutes be approved as written. Grammatical errors were corrected during discussion. Minutes passed with amendments during a roll call vote.

3. Financial Report

Steele provided the report of the total Area and Per Capita funding received so far. Requested that all business managers present cash flow as of April as well as a status update of the LLSAPs funding. Question posed by Steele about what committee will work on the budget. It was determined that the Finance Committee would do this work. She asked that the Finance Committee seek consensus on line item reserve fund.

4. President’s Report

Turner met with the search committee via call and Adobe Connect. The initial bid request has been placed. Results will be reviewed on Thursday.

5. Staff Report

System Directors are meeting April 26 to continue discussions about the budget for next year.

6. Committee Reports

Nominating Committee—Dianna Brawley Sussman sent out a questionnaire to solicit nominations.

 

Facilities Location Committee—No report presented.

 

Search Committee—Turner noted that bids were due April 25 and the group will be reviewing them on Thursday.

 

Personnel Committee—Wunderlich reported a discussion held between the committee and Juliette Douglas regarding the difference between a code versus a manual. The bylaws stipulate that it is a code.

 

The Personnel Committee then presented two resolutions to be considered by the board.

 

Illinois Heartland Library System Work Week:

Wunderlich motioned and Randall seconded that Resolution No: TBR 2011-17 along with supporting Document No: TBD 2011-11 pass as presented. There was no discussion. The resolution passed with a roll call vote.

 

Illinois Heartland Library System Paid Holidays:

Steele motioned and Marsh seconded that Resolution No: TBR 2011-18 along with supporting Document No. TBD 2011-22 pass as presented. There was discussion regarding how many paid holidays state employees receive. It’s either 12 or 13, depending on whether it is an election year. The resolution passed with a roll call vote.

7. ISL Report – Greg McCormick; Lawren Tucker

Tucker  presented a report regarding the letter to Turner on April 20, 2011. The application to merge has been received and reviewed. The letter on April 20, 2011, addresses a few items that need to be included to make the application complete. Once those are received, final determination can be made about the ability to merge.

8. Unfinished Business

Illinois Heartland Library System Benefits

Document No: TBD 2011-12 is for informational purposes and will be discussed at the next meeting.

 

Illinois Heartland Library System Salary Scale

Document No: TBD 2011-13 is for informational purposes and will be discussed at the next meeting.

               

Illinois Heartland Library System Pay Period

Document No: TDB: 2011-14 is for informational purposes and will be discussed at the next meeting.

 

9. New Business

Membership Grievance Policy

Steele moved and Trame seconded that Resolution No: TBR 2011-13 along with supporting Document No: TBD 2011-18 be passed as presented. During discussion, several grammatical changes were proposed. The resolution passed as amended with a roll call vote.

 

Freedom of Information Procedures

Green moved and Bounds seconded that Resolution No: TBR 2011-14 along with supporting Document No: TBD 2011-19 be passed as presented. There was no discussion. The resolution passed as amended with a roll call vote.

 

Resource Sharing Policy

Bounds moved and Nabe seconded Resolution No: TBR 2011-15 along with supporting Document No: TBD 2011-20 be passed as presented. There was no discussion. The resolution passed as presented with a roll call vote.

 

LLSAP Funds Policy

Pohl moved and Nabe seconded Resolution No: TBR 2011-16 along with supporting Document No: TBD 2011-21 be passed as presented. During discussion, several grammatical changes were proposed. The resolution passed as amended with a roll call vote.

 

Illinois Heartland Library System Staffing Assumptions

Marsh moved and Bounds seconded that Resolution No: TBR 2011-19 be passed as presented. During discussion, Nabe questioned the use of the word tenure. Turner defined it as longevity. Nabe questioned whether it was the most appropriate word. “Years of Service” was offered as a replacement. Wunderlich questioned the phrasing “highest scale.” Nabe questioned whether that bullet should have a qualifier of “as funds are available.” The resolution passed with amendments with a roll call vote.

 

Compensated Absence and Sick Leave

Pohl moved and Trame seconded that Resolution No: TBR 2011-20 be passed as presented. The resolution passed without amendments with a roll call vote.

 

Illinois Heartland Library System Employee Medical, Dental, Life, Vision, Employee Assistance Program

Ison presented a bid prepared by the business managers. It is one bid that asks for two things; one that asks for the best insurance offerings amongst all of the Systems and one that asks for the minimum offered by the current Systems. Douglas mentioned that from a conversation with McCormick that the specifications should be tight enough so that the low bid can be accepted. Having two plans makes following this recommendation difficult. The business managers are recommending a single bid. McCormick confirmed that it doesn’t seem possible to request a bid for two separate plans. The concern for a single bid was that what if the lowest bid was still too high. McCormick said that in that case, all bids would be rejected and an emergency procurement would need to happen. Business managers will forward recommendation onto executive committee.

Green moved and Shake seconded that that Resolution No: TBR 2011-21 be passed as presented with approval of the final document of the executive committee and executive directors. During discussion Wunderlich asked if the first paragraph was being disregarded. Green confirmed that this is how she made the motion. The resolution passed with a roll call vote.

10. Announcements

Bednar announced that LCLS has a prospective tenet. IHLS will be included in the language of the contract so that future payments will be made to IHLS. Bednar also announced that a prospective buyer has been found for a parcel of land owned by LCLS, but this deal is expected to close before June 30. LCLS will retain the proceeds in their name.

 

The next meeting will be on May 9, 2011, at the Hilton Garden Inn, Effingham, Illinois.

Meeting was adjourned at 7:32 pm.

Illinois Heartland Library System 2011 Board Of Trustees Election Slate Posted

May 12th, 2011 Comments off

ILLINOIS HEARTLAND LIBRARY SYSTEM 2011 BOARD OF TRUSTEES ELECTION SLATE

Voting is done by an online survey. The link to the voting ballots is emailed directly to each member library (anticipated date: May 10 or 11, 2011). Contact your system for information about who will receive the email at your library. Voting deadline: 5/23/2011.

IHLS 2011 Board of Trusees Election Slate with Bios, PDF version for printing.

Public Library Trustee seats (8) (2 seats from each former system)

RPLS Trustee
(choose 1)

Biography

Extra

Nina Wunderlich

Trustee Taylorville Public Library 1978–., currently V. Pres. B.S. major Lib. Sci. 1971, ISU; MLS 1976, UIUC. Career as school, academic librarian, and system consultant.

ISLMA: Conference Steering Comm. ’97,’05,’07. Membership Ch. ’06-08. Bluestem Award Steering Comm. 2008-10.

ILA: Public Policy Comm. 1986-88, Co-Ch. of Legis. Day 1986; Conference Steering Comm. ’87 and ’88. Conf. speaker ’84.

Trustee Forum: Pres. ‘89-90; V. Pres. ’87-89. Ch. of spring wrkshp. ’86. Trustee of the Year 1991.

Public Lib. Forum: “Ave. to Excellence” standards review comm. ’87-88

RPLS: Board member as a Trustee 1980-86, 2009-11; Pres. 1983-86. Sect. 2011. Pres. of the System Presidents 1984-85. LLSAP Gov. Board: school rep.; Finance Com.

IHLS: Planning Comm., Legal/Gov./Membership 2010-11; Transition Board, Ch. of Personnel.

I would like to continue serving the multi-type library community and developing the new IHLS because we need to continue to establish a quality and respected system which builds a united family among its members. I believe my background can help me serve IHLS during these challenging times while policies are still being developed within the state system network. Being retired, I have the flexible time to serve the new board in any elected capacity needed.

This candidate served on the IHLS Transition Board, and has indicated willingness to serve on the IHLS Board as an officer.

Valerie J. Green

I have been a trustee of Barclay Public Library Board for 12 years and president for 11 years. I am in my fifth year serving as a trustee for RPLS. I served two years as treasurer and am currently president. I graduated Millikin University in 1992 with a Bachelor of Arts degree in Philosophy and a minor in Business Administration. I have been active in the Decatur area in a variety of youth programs and youth athletics including YMCA volunteer coach, Special Olympics, Boy Scouts of America, Warrensburg-Latham Athletic Boosters, Youth League, Parish School of Religion, PTO, as well as school literacy, tutoring and science programs for various age groups. I am a Friend of Barclay Public Library and a United Way Donor. I believe in the power of libraries to inform and improve our lives and our communities now and in the future. Public access to information and quality services empowers individuals to achieve.

This candidate served on the IHLS Transition Board, and has indicated willingness to serve on the IHLS Board as an officer.

RPLS Trustee
(choose 1)

Biography

Extra

Anthony Schuering

I currently serve as the Secretary of the Board of Directors of Lincoln Library, which is the public library in Springfield, Illinois. I believe I am qualified to serve on this board because of my service on Lincoln Library’s board and my service on the Long-Range Planning Committee for Lincoln Library. I also believe that, as a young person, I am in a unique position to understand some of the trends that have to do with technological innovation and long-range planning for libraries.

This candidate has indicated willingness to serve on the IHLS Board as an officer.

Debra J. Kraft

I have served on the Blue Mound Memorial Library Board of Trustees for over 15 years, eight years as board president. I feel it is an obligation to become more involved in the workings of our library system.

LTLS Trustee
(choose 1)

Biography

Extra

Joshua Mikeworth

My name is Joshua Mikeworth and I currently serve as President of the Board of Trustees for the Tolono Public Library District. I have served the patrons of my district for six years and have been involved in municipal, regional and state government for nearly a decade prior to that. My wife and I are blessed with three young children and we have all come to love the resources and opportunities of our local library. It was chiefly due to my passion for my local library that I ran for elected office to our library board of trustees several years ago. It is also for these reasons that I would consider it an honor to be selected to serve as a representative to the Illinois Heartland System Board.

Over the past year, events have unfolded that have brought my own library district and our system into the public forum of debate as to the essential question of what are the responsibilities of libraries to the public and to each other, particularly in the light of tightening fiscal budgets, dwindling revenues, and delayed assistance programs. I am proud of the work that I have been involved with in protecting the resources and rights of the patrons and public users of my own district and library system. I am fortunate to have had opportunity to have been enlightened in matters of Illinois Library Law and State Library Code by Mr. Phil Lenzini and State Director Anne Craig. I owe both of these individuals a debt of gratitude for the support, information, and direction they have given.

As a member of the Heartland System Board, I would like to continue to work to ensure that the member libraries and patrons of this new and much larger system are serviced equitably. Further, I would be honored to be afforded the opportunity to serve many of the communities in Southern Illinois where I was raised. Growing up near Robinson Illinois, I can attest to the tremendous value and impact the local library had on my upbringing, cultural experience, and literary enrichment. Though the advances in technologies have bridged many gaps, there is fundamentally still great reliance upon the local library in the rural communities and this makes it all the more imperative that a larger Heartland System be sensitive to the needs of the entirety of its patronage.

Ann Panthen

Ann Panthen, Mahomet Library Board of Trustees. I am interested in becoming involved in the IHLS so that I can be a voice for smaller libraries in the system, as well as being able to bring back important information to the area I serve. I am currently a library trustee and so I have some idea about the issues facing libraries today in Illinois and would like to learn more as well as help the IHLS in whatever manner needed as they get up and running.

This candidate has indicated willingness to serve on the IHLS Board as an officer.

LTLS Trustee
(choose 1)

Biography

Extra

Christine Payne

My name is Christine Payne. I am currently Secretary of Philo Public Library District. I am committed to libraries (public, school and special interest) as a viable future resource for citizens to access information in its many formats. The library system is a cost effective and efficient means to service the public’s need for information resources (primarily through automation and delivery). I served two (2) terms in the 1980s and 1990s on the LTLS board as a small public library representative. I held the position of Treasurer of the LTLS board during the second term. Serving on the committee which hired the Director as well as many other committees related to budgeting and governance allowed me access to information important to my own library as well as all other libraries in the system. I was on the board when systems became multi-type as well as automated. Lobbying for libraries in Washington took me to Washington DC two times with other LTLS board members.

I have been a member of the Philo library board since December of 1978. We were originally a township library and went through a difficult, but necessary, transformation to become our own taxing unit as a district library in 1990.Philo Library was one of the first small libraries to be automated. It then became the first automated library to discontinue automation. Once economic forces and technology became more favorable, Philo Public Library District again became automated. The positions I have held on the Philo library board include President, Treasurer, Secretary and trustee member. I chaired committees to formulate the Long Range Plan and Building Maintenance Plan.

Janet Hasten

Marshall Public Library Board of Trustees.

My name is Janet Hasten, and I would like to represent you, your library, and your patrons as a public library trustee on the Illinois Heartland Library System Board of Directors.

My roots run deep in the Illinois heartland. I was raised on a centennial farm in rural ClarkCounty which my sister and I still own and manage. My husband is also a native of ClarkCounty and we raised our two daughters here.

My professional background is in education. I graduated from EasternIllinoisUniversity with my BS in Education in 1974 and earned my MS in Education at EIU in 1995. I currently teach business at MarshallHigh School. However, my first job in education (1974-1977) was in the library at SouthElementary School in Marshall.

In 1987 I was appointed to the Marshall Public Library Board of Trustees and have been serving on this board ever since. The mayor called recently and asked if I would be willing to complete another three year term, and I gladly accepted his offer. During my tenure on the MPL Board I have served as secretary, vice president, and since 2006 have been serving as president.

In 2007 I was elected to the Lincoln Trail Library System Board of Directors. In 2008 I was selected to fill the position of secretary and am still serving in this capacity. I was nominated by the LTLS Board to be a member of the Illinois Heartland Library System Transition Board and was honored to have been selected for this position. At the first Transition Board meeting, I was elected secretary and am currently serving as a member of the Executive Committee and the Search Committee.

During these years of library service, I have gained a greater understanding of the types of services that a library system provides. I am convinced that these services are vital to the library patrons in my small rural community. The services of a library system truly provide the citizens of our community with a “window to the world” and with access to information that would not otherwise be available. I would consider it both an honor and a privilege to be your voice on the Illinois Heartland Library System Board. The IHLS serves a wide geographic area and a diverse population. I believe that my rural roots, my professional background in education, and my record of library service makes me a qualified candidate to serve you on the IHLS Board. Thank you for your consideration of my candidacy.

This candidate served on the IHLS Transition Board.

LCLS Trustee
(choose 1)

Biography

Extra

Gary N. Denue

Edwardsville Public Library, Trustee. I have been involved in libraries for over forty years and have recently retired from Library and Information Services at SIUE where I held the position as Associate Dean. I have a strong belief that cooperative ventures are the future in dealing with the economic and technological challenges facing all libraries. I believe my knowledge of libraries, the challenges they face and past involvement in cooperative ventures such as CARLI, the Lewis and Clark Library system and my present role as a trustee for a public library would provide expertise and leadership for this new cooperative venture.

This candidate has indicated willingness to serve on the IHLS Board as an officer.

Linda McDonnell

Linda McDonnell is Board of Trustees President for the Six Mile Regional Library District located in Granite City, Illinois, as well as President of the current Lewis & Clark Library System Board of Directors.

As a retired elementary school teacher, I have always valued reading and access to information. My passion for libraries and the possibilities they offer their communities (whether the community is a school or academic population, a special interest group, or a physical community) is evident in the hours I have devoted to my local library board, the current System board, and the Transition board. I can help us bridge from the traditional to the future Illinois multi-type library system. I understand our road will be rocky and firmly believe that I can assist in smoothing the path ahead. I would be honored to continue to advocate for libraries and all they offer as a board member of the Illinois Heartland Library System. I am very committed to the success of the new Library System for the best interest of the people of Illinois.

This candidate served on the IHLS Transition Board, and has indicated willingness to serve on the IHLS Board as an officer.

LCLS Trustee
(choose 1)

Biography

Extra

Andrew Wolkiewicz

My name is Andrew V. Wolkiewicz and I am currently Vice-President of the Morrison-Talbott Library Board in Waterloo, Illinois. I received my undergraduate history degree from the University of Notre Dame in 2005 and my law degree from Saint Louis University in 2008. I am presently an associate with the law firm of Thompson Coburn, LLP and work out of the Belleville, Illinois office. As a student of the arts and letters and the law, and now as a practicing attorney, I know the importance of having access to libraries with significant collections and resources. Without access to strong libraries throughout my life, I would not have achieved the high academic goals I have set for myself, nor have already scored significant success in my current occupation. Of course, libraries also offer the opportunity to escape reality and enter new and exciting worlds of adventure, fantasy, and make-believe. I have benefited from libraries in countless ways over the years and believe I would be a strong proponent of Illinois libraries as they face the challenge of incorporating modern technology and overcoming the unwarranted prejudice towards reading in people of all ages.

Levi Ottwell

Columbia Public Library Trustee, Treasurer.
My name is Levi Ottwell and I grew up in the Edwardsville, IL area and currently live in Columbia, IL. I am married and have one daughter; my wife is the Spanish teacher at the middle school in Columbia. I graduated in 2003 from SIUC with a Bachelors of Science in Aviation Management and then in 2005 from SIUE with a Master’s Degree in Public Administration. I currently work as a Project Engineer for a construction company in St. Louis, MO. I have served the Columbia Public Library board as treasurer since being appointed in September of 2009. I feel my education, life experience, and local board service are a good basis for serving the larger system board. Throughout my life and education I depended on the services of libraries and understand the importance of the library system to make each of its member libraries stronger and more useful to their patrons. My masters’ degree work focused on the specific challenges and aspects of the public sector which I think will translate well to the work this board will be undertaking. My board service in Columbia has shown me the strain that can develop between the state and municipalities with their libraries. More specifically my time as treasurer has shown me that libraries can continue to thrive with good fiscal policy. Most importantly I have also seen that support from the community cannot be stressed enough as they are not only who we are in place to serve but are often times our greatest supporters. Continuing to keep them involved and up to date on our concerns and issues is extremely important in the future to ensure our overall success.

Susan Mendelsohn

Glen Carbon Centennial Library, VP of the Board of Trustees (4+ yrs on this Board, 2 yrs as Treasurer). I am also currently serving as Secretary of the LCLS Board (2 yrs on this Board) I have attended at least 80% of the IHLS Planning Board and Transitional Board meetings. I have contributed input to all four committees in the process and would like to continue to take part in doing what I can to help with building and maintaining the new system. I have a strong financial back ground and believe I could make a noteworthy contribution in assisting in putting together an operating budget, developing cost saving programs, etc.

ShLS Trustee
(choose 1)

Biography

Extra

Linda Egge

Trustee, Chester Public Library. I am retired from the Chester Community Unit 139 school system after having worked there for 33 years. I worked as a high school physical education and English teacher for 27 years; media specialist and technology coordinator for the district for 6 years. After retiring from the schools, I was appointed to the Board of Trustees of Chester Public Library. I have been a board member for 3 years, but have not held any offices.

Ms. Egge’s educational background includes: bachelor’s degree in education, 1971, Concordia Teachers College, Seward, Nebraska; master’s degree in education, 1984, Southern Illinois University – Edwardsville; and master’sof library and information science – 2001 University of Illinois – Champaign-Urbana.

Susan Justice

Trustee, Eldorado Memorial Library. I have a bachelor of science in math education from the University of Illinois at Urbana-Champaign and a master’s degree in school counseling from Chapman College. I taught math in high schools in Georgia and Ohio for four years. After my son entered school, I worked as a social worker in Virginia and Ohio for several years. When I returned to my hometown, Eldorado, I worked for the Gallatin County School System for 21 years as high school counselor and psychology teacher. Following my retirement, I worked at Southeastern Illinois College as admissions testing supervisor for four years. I am now completely retired, but I am a very active volunteer for my church, the library and our local garden club among other things. Reading is my passion; I have been an active public and education library user since I was 4 years old. Some of my earliest and happiest memories revolve around my dad taking me to the library every week to check out books.

This candidate has indicated willingness to serve on the IHLS Board as an officer.

ShLS Trustee
(choose 1)

Biography

Extra

George R. Trammell

Mr. Trammell has been a member of the Marion Carnegie Library Board since 2002. Since 2009, he has been vice president of the library board. Other library board offices he has held include: treasurer, 2006-2007; secretary, 2007-2008; and president 2008-2009. He served on the Shawnee Library System Board of Directors in 2007-2008 and is presently the president and chief executive officer of the Marion Chamber of Commerce. His education background includes a bachelor’s degree in workforce education and a master’s degree in education, both from Southern Illinois University. Mr. Trammell has been involved in several community activities and organizations, including: the Marion Rotary Club, where he has held several offices; Williamson County Tourism Board; Williamson County Pavilion/Events Commission Board; Southern Illinois Regional Chambers of Commerce; Regional Economic Development Corporation Advisory Board member; Marion Main Street Board, where he held several offices; Williamson County Airport Task Force; Greater Marion Area United Way Board of Directors; and Veterans of Foreign Wars Ritual Team Member.

This candidate has indicated willingness to serve on the IHLS Board as an officer.

Frank Bandre

Mr. Bandre has been a member of the Mascoutah Public Library Board since 1999. Starting in May 2008, he has been the Board (and library) Treasurer. He served on the Shawnee Library System Board of Directors from 2001 to 2004. Mr. Bandre has a Bachelor’s Degree in Electrical Engineering and a Master’s Degree in Engineering Management. He has retired from the USAF after twenty years of service and is currently working for ARINC supporting the Department of Defense under various contracts.

Public Library seats (2)

LCLS (choose 1)

Biography

Extra

Brock Peoples

Director, Smithton Public Library District. I believe that the voice of the small rural library has traditionally been underrepresented at the system and the state level. As we move forward with ever-increasing cooperation between libraries in Illinois, it is vital that this community of libraries is represented. As a member of the Board of IHLS, I will bring the perspective that comes from working in a small rural library as well as the fresh perspective of having not served on such a board in the past.

Beth Harp-Huffines

I am Beth Harp-Huffines, Director of the Roodhouse Public Library. I would like to run so that I can be a voice for the small libraries. So often we feel that we are overlooked and having someone from a small library who would advocate for us would be a big plus. I think that IHLS is going to be a very positive thing for all libraries and I would love to be able to be on the board to promote and move IHLS forward into the future!

RPLS (choose 1)

Biography

Extra

Lee Ann Fisher

Decatur Public Library, City Librarian. I currently have a seat on the RPLS Governing Board and have been president, the RPLS Advisory Board and the Medium Public Library group. I am a member of ILA (Public Policy Committee), PLA & ALA. I have been very active in the Decatur community holding memberships in the Chamber, ABWA (American Business Women’s Association) past president, United Way fund distribution committee, and their Community Impact Committee, Decatur Area Arts Council, as well as a recruiter for Vanderbilt University. I think I will bring a wealth of experience to the board, an ability to see the big picture and the desire to see the new system succeed. I also come from GA were we went to 1 computer system for all public libraries and a statewide library card. Please don’t hesitate to contact me for further information. I would be willing to be an officer if needed.

This candidate has indicated willingness to serve on the IHLS Board as an officer.

Joan B. Rhoades

I have worked at the Vespasian Warner Public Library District, in Clinton, for 23 years, serving as Co-Director for the past ten years. I obtained my MS in Library and Information Science from the University of Illinois in 1995. I believe I am a strong candidate for the Illinois Heartland Library System Board (IHLS) because of my knowledge of library systems and how they interact with member libraries. For the past 20 years I have served on numerous committees for the Rolling Prairie Library System (RPLS) and the RPLS Local Library System Automation Program (LLSAP). I am currently the chair of the LLSAP Policy committee, and also serve on the Finance, Database and Technology committees. I am past president of the LLSAP Users’ Group. I am also currently on the board for the DeWitt County Human Resource Center and recently assisted in hiring a new director for that facility. I would be happy to consider running for an officer position on the board of the IHLS.

The IHLS board position will require the ability to look at all sides of issues and the ability to listen and consider viewpoints that are different. We have four similar yet different cultures merging into one. Cooperation is vital to this endeavor. I attended the majority of the Southern System Planning meetings and the majority of the Transition Board meetings, so I bring a history of the work that has been done over the past year to get to this point.

One of the things I am proud of is changing and updating procedures at my library and getting away from the “it’s always been done that way” attitude. We need to be able to change for the transition process to work smoothly. I believe I can assist as the IHLS moves forward. Thank you for your consideration.

Joan B. Rhoades
Co-Director
Vespasian Warner Public Library District Clinton, Il 61727

This candidate has indicated willingness to serve on the IHLS Board as an officer.

School seats (3)

ShLS School (choose 1)

Biography

Extra

Karen Bounds

My name is Karen Bounds and I am currently employed by Centralia High School as their district librarian, a position I have held for 18 years. I strongly believe in the power of libraries in the lives of our students and the adults they will become. I have served on the Shawnee Library System board twice during 18 years and am currently president of the Shawnee Board. As a member of the Illinois Heartland Planning Panel and Transition Board, I would like to continue to help make Illinois Heartland Library System the very best that it can be and am willing to serve as an officer of the new IHLS board if asked to do so. As a school representative, I will work to ensure IHLS recognizes the importance of school libraries as a part of the team of libraries that brings an invaluable service to the citizens of Illinois.

This candidate served on the IHLS Transition Board.

Katie Marsh

I have served in the library field in various capacities; as a school librarian, public library trustee and system board member. My first position was as librarian for Kinmundy/Alma School District for 2 years at the Elementary, Junior High, and High School. I was the media specialist for Franklin Park Middle School in Salem for 7 years. Before coming to Nashville High School, I was the librarian for 2 years at Raccoon Elementary School, Centralia. I have been Media Center director at Nashville High School for the past 5 years, where I achieved my National Board Certification in Library Media. I also served as trustee for the Salem Bryan-Bennett Public Library for many years and am currently on the Board of Directors for Shawnee Library System. I was appointed to the Transition Board for the Illinois Heartland Library System to help with the transition to the new library system. I currently hold a bachelor’s degree in elementary education and a master’s degree in instructional technology. I am a wife, mother, and proud grandmother of 8 (almost 9) grandchildren.

This candidate served on the IHLS Transition Board.

LTLS School (choose 1)

Biography

Extra

Jacob P. Roskovensky

Jacob Roskovensky, Library Media Specialist for the Shiloh Community Unit School District #1, has taught for five years. He earned his bachelors degree in Library Media Services K-12 from Indiana State University in 2006 and his master’s degree in Educational Instructional Media from Wilkes University in 2010. Jacob served on the LINC Policy Council as a school representative from 2009-2011 for the Lincoln Trail Libraries System. He has earned the Shiloh CUSD#1 Outstanding Contribution Award and serves on the 2011 ISLMA Annual Conference Steering Committee. He is the High School Representative for the Shiloh Education Association and Publicity Chairman for the Shiloh PTO.

Jacob truly believes that powerful libraries do make powerful learners, and his program shows it. He feels that each library in the multi-type system has a vital role, and should be a contributing member. He would ensure that all types of libraries would be valued in our multi-type system. Jacob appreciates all of the libraries; he works in a building with 310 students, but has served a building as large as 1,800 students. He respects the thoughts of others, and isn’t afraid to vocalize his own thoughts. He is strong in seeking the wisdom of his experienced colleagues. While he is proficient in the use of technology, he still sees the importance of social interaction and would enjoy hearing from anyone.

This candidate has indicated willingness to serve on the IHLS Board as an officer.

Anieta Trame

Anieta Trame has been the middle school librarian in Mattoon for the past 12 years and a member of Lincoln Trail Library System board for the past 5 years. She received her Master’s in Library and Information Science from the University of Illinois. Since that time she has been involved in ISLMA and her local librarian group. In addition she has won the ISLMA/Highsmith and AASL awards for her work in a community read program. She has also been the recipient of the Jefferson award in her community for her work in literacy. Anieta now co-teaches a school library class at the University of Illinois.

This candidate served on the IHLS Transition Board.

RPLS School(choose 1)

Biography

Extra

Elizabeth L. Letterly

Williamsville CUSD #15, District Librarian. My interest stems from a commitment to school libraries and the ideals of service that are at the heart of all fields of librarianship. My experience includes 17 years as a school librarian, 4 years as a prison librarian, and several years of service as a member of Rolling Prairie’s LLSAP Governing Board. Like most of us, I began my journey toward IHLS with apprehension, but, like most of us, I am encouraged by the professionalism and seriousness that has characterized the transition. I am excited about the opportunity to be a part of its beginnings and to represent schools in that process.

This candidate has indicated willingness to serve on the IHLS Board as an officer.

Karen Smith-Cox

CUSD #303 Lovington, Illinois District Librarian. School libraries are overlooked by many administrators and we need as much support as we can get. The new system will need an involved representative and I know I could fill the position and be an advocate for all school librarians in the new system.

Vicky Ludwig

Unit librarian for Neoga CUSD#3. I am interested in running for the Board of IHLS. I feel it is important to be involved in our new library system and think this is a great opportunity to serve.

Special Library seats (1)

LCLS (choose 1)

Biography

Extra

Betsy Mahoney

Law Library Clerk, Madison County Law Library.
I strongly believe systems benefit each library and community in numerous ways, from interlibrary loans to continuing education for librarians. Serving on the board, I would be able to help with the efficient running of a valuable resource to central and southern Illinois. I have grown up in and always worked in a library environment, which led me to my decision to pursue my MLS at Indiana University’s School of Library and Information Science. Having worked in both public and special libraries, I appreciate the many services Illinois Systems provide to all types of libraries. I am currently serving on the Lewis and Clark Library System Board of Directors as a Library Representative at Large. I am also part of the Illinois Heartland Library System Search Committee for the new Executive Director.

This candidate runs uncontested.

Academic seats (1)

ShLS (choose 1)

Biography

Extra

Rebecca Bostian

Rebecca Bostian is a reference Librarian at the John A. Logan College Library. “I have previously served on system boards in Illinois and Kansas. I believe systems serve a vital function in coordinating and facilitating the activities of multi-type libraries and the board has a role in advocating for those services.” Ms. Bostian has a master’s in library and information science from Louisiana State University. Her bachelor’s degree from San Diego State University is in public administration. She has doctoral course work at Emporia State University at Kansas. Her community involvement has included a term as vice president of the Rotary of Topeka, Kansas.

Susan Tulis

Susan Tulis is the Associate Dean for Information Services at Southern Illinois University – Carbondale Morris Library. “I believe in the value of public libraries and the resources that the library systems throughout the state of Illinois provide to its citizens. I have been a professional librarian for over 30 years and would like to help in any way possible.” Ms. Tulis was appointed to the Carbondale Public Library Board in April of this year. She has a master’s degree from the University of North Carolina at Chapel Hill and has worked at SIUC since 2001. Her resume also includes work at the University of Virginia Main Library and the Law Library. She was a lobbyist for the American Association of Law Libraries.

IHLS Personnel Committee Meeting Agenda for 05.11.2011 Posted

May 11th, 2011 Comments off

ILLINOIS HEARTLAND LIBRARY SYSTEM
PERSONNEL COMMITTEE
CONFERENCE CALL MEETING – May 11, 2011 6:30 P.M.
**New Conference call in Number 1-800-444-2801 Pin number 3892694
URL:http://wjil3.acrobat.com/r13898509/

AGENDA
I. Attendance noted as each calls in

II. Notes from 4/27 and 5/04 meetings

III. New section to review – Sec. IX of original doc.
A. Working Conditions – Work week, lunch period, breaks, etc.
B. Employment Benefits
1. Legally required
2. System provided -Vacations, sick leave, personal days, funeral leave, etc.

IV. From previous meetings/Juliette creating/waiting for input from system Ex. Directors
A. Employment Definitions – Sec. IV of original doc., Part C, job classification
based on other criteria
B. Salary/Compensation Policy

V. Questions/Concerns

VI. Meeting next week

IHLS Final Version of Agenda Posted for 05.09.2011

May 9th, 2011 Comments off

The final version of the agenda and associated documents for the Illinois Heartland Library System Transition Board meeting for 05.09.2011 at 6 pm at the Hilton Garden Inn in Effingham, IL has been posted.

Final version of Agenda and associated Documents in PDF format.

TBResolution2011-22 (Employment Definitions) in PDF format.

TBD 2011-24 (Position Descriptions) in PDF format.

TBDocument2011-25 (Annual Plan) in PDF format.

TBDocument2012-26 (FY2012 Budget) in PDF format.

IHLS Transition Board Agenda for 05.09.2011 Meeting Posted

May 6th, 2011 Comments off

Illinois Heartland Library System
Transition Board of Directors
May 9, 2011; 6 pm
Hilton Garden Inn; Effingham Illinois

Documents for 05.09.2011 Meeting in PDF format.
TBD 2011-24 in PDF format.

AGENDA

  1. Call to Order
  2. Roll Call – Recording Secretary
  3. Public Comments
    If a member of the audience desires to speak to the Board, sign in and give to a System Staff member. When making a comment, please state your name, affiliation and nature of your business. Please limit your time to 3 minutes.
  4. Minutes
    April 26, 2011 Meeting
  5. Financial Report
  6. President’s Report
  7. Staff Report
  8. Committee Reports
    Nominating Committee – Dianna Brawley Sussman or representative
    Slate of Candidates for IHLS Board
    Facilities Location Committee
    Search Committee – Tom Turner
    Search Firm Announcement
    Personnel Committee – Nina Wunderlich
    Illinois Heartland Library Employment Definitions
    Resolution No: TBR 2011-21;
  9. ISL Report – Greg McCormick; Lawren Tucker
  10. Unfinished Business
    1. Illinois Heartland Library System Benefits
      Document No: TBD 2011-12; Document No: TBD 2011-21
    2. Illinois Heartland Library System Salary Scale
      Resolution No: TBR 2011-22; Document No: TBD 2011-13
  11. New Business
    Executive Session – Personnel issues related to employment, salaries and benefits.
    Position Descriptions
    Resolution No: TBR 2011 – 22: Document No: TBD 2011-XX
    Annual Plan FY 2012
    Document No: TBD 2011-XX
    IHLS Funds
    Resolution No: TBR 2011 – XX: Document No: TBD 2011-XX
    Budget FY 2012
    Document No: TBD 2011-XX
    Appointment of positions IHLS Positions
  12. Announcements

Next Meeting: May 26, 2011 – Video Conference – Recommend changing to in person meeting.

The Illinois Heartland Library System Transition Board strives to ensure that its meetings are accessible to individuals with disabilities. If you are an individual with a disability and require assistance to observe or participate in this meeting, please contact any of the current Library Systems at least 48 hours prior to the start of the meeting with your specific request.

IHLS Nominating Committee Minutes from 04.28.2011 Posted

May 5th, 2011 Comments off

Minutes, Nominating Committee
Date: April 28, 2011, 2:00pm
Location: Phone Conference

1) Meeting called to order at 2:00pm

2) Roll call
Present:
Diana Brawley Sussman , Committee Chair, Carbondale Public Library
Deanne Holshouser, Edwardsville Public Library
Nancy Huntley, Lincoln Library
Kim Keller , Bryan-Bennett Library
Bev Obert , Committee Liaison, Rolling Prairie Library System

Committee Members absent:
Nina Pals, Sarah Bush Lincoln Hospital Medical Library

Visitors:
None

3) The committee discussed committee assignments and next steps for soliciting and verifying nominations, setting slate of candidates and distributing voting ballot.

Discussion:
A draft ballot was created using almost all candidates who so far had responded to the survey that “yes” they were interested. The few exceptions include: Excluded one candidate who stated that she would not run if someone from her Board wanted to run, and her Board member did want to run; Excluded about 10-12 candidates who answered the survey with “yes,” but did not give their name or contact information; Excluded one or two “yes” candidates who would have thrown off the geographic balance, which guarantees 3-4 seats for each system; Included one candidate who had responded that she was “interested in serving if needed, but would prefer not to” (the only System representative willing to serve; that nominee will run uncontested unless another candidate comes forward).

The ballot groups individuals into pairs, or in some cases, groups of 3. Voters will choose one candidate from each group of 2-3 individuals. This follows ILA’s ballot as an example, and ensures geographic equality. The committee agreed that achieving the geographic equality requested was of utmost importance, and that doing so would make continuing geographic equality much easier to achieve in future elections.

There were more than 300 survey responses. Many people indicated that they were willing to serve if needed, but preferred not to. Because enough candidates said “yes,” they were interested, the committee did not seek out candidates who did not say “yes.” People who were recommended to the committee were invited by email to respond to the survey, when an email address was given. There may have been some people recommended without an email address provided, but the committee did not need to seek out these candidates because there were enough willing candidates. The committee did not eliminate or add any candidates beyond the above configuration, so no personal preferences were used to determine the slate. The slate appears to be balanced geographically, and according to other known factors (age, sex, library size). Library type is determined by the bylaws http://www.illinoisheartland.org/about-us/ihls-policies/IHLSBylaws.pdf/view?searchterm=bylaws :
a. Eight (8) members from the governing boards of public library members.
b. Two (2) members representing public libraries
c. Three (3) members representing school libraries
d. One (1) member representing special libraries
e. One (1) member representing academic libraries
  
Additional responses that come in to the survey, and interested or recommended candidates who were not selected to appear on the ballot will be given to subsequent nominating committees to help find potential candidates. It is unfortunate that we could not use everyone who was interested, but we were very pleased and surprised to find enough candidates to create a ballot with such strict specifications regarding geography and type of representative. Most selection committees (ILA, for example), hand pick nominees rather than open up the process to a broader audience with an area-wide survey.

Next steps:
Each committee member representing one of the 4 systems will contact the candidates in their system, verify that they are still interested, obtain a final biography for the ballot, and email it to Diana. Each system is to send Diana one email address per line, for each voting library. Diana will import these into survey monkey (again following ILA’s model). The ballot will be a survey sent to those specific emails. It can only be answered once by each respondent, ensuring that the process allows just one vote for voting each member library. As in the past, each entity, school district, library district, etc. gets just one vote no matter how many buildings they have.

4) Set next committee meeting to resolve any issues that arise, and set final ballot. Date to be determined.

5) Adjourned at 3:25 p.m.

Respectfully prepared and submitted by:

Diana Brawley Sussman, Nominating Committee Chair
Carbondale Public Library

IHLS Nominating Committee Agenda for Meeting on 05.06.2011

May 4th, 2011 Comments off

Nominating Committee Agenda:

 Date: Friday, May 06, 2011, 10:00 a.m.

Location: Phone Conference

Dial-in Number:                1-605-475-6350

Participant Access Code:  62901

Visitors welcome.

1) Call to order

2) Discuss and resolve any issues that arose with proposed slate or election process. Add or delete candidates as needed to comply with geographic balance or legal by-laws.

3) Vote to approve final agenda

4) Adjourn

IHLS Search Committee Meeting Agenda for 05.03.2011 Posted

May 3rd, 2011 Comments off

Illinois Heartland Library System Search Committee Tuesday, May 3, 2011 7 PM.

Agenda

  1. Call meeting to order
  2. Minutes of the Previous Meeting
  3. Update from conversation with Greg McCormick
  4. Review Search Firm Responses
  5. Agree on Next Steps.

IHLS Nominating Committee Meeting 04.28.2011

April 27th, 2011 Comments off

The Nominating Committee for the Illinois Heartland Library System has posted its Agenda for the 04.28.2011, 2pm conference call Meeting (PDF).

IHLS Personnel Committee Meeting 04.27.11 Agenda

April 26th, 2011 Comments off

The IHLS Personnel Committee will be meeting via conference call and Adobe Connect on Wednesday, April 27th.  For more information click on the agenda below.

Agenda-April 27

Illinois Heartland Library System Transition Board Minutes for 04.07.2011 Meeting

April 26th, 2011 Comments off

Illinois Heartland Library System Transition Board  Minutes for 04.07.2011 Meeting in PDF format.

Search Firm Invitation to Bid

April 13th, 2011 Comments off

At the April 7, 2011 Meeting of the Illinois Heartland Library System Board of Directors, the decision was made to retain the services of a search firm or consultant to assist in the process of hiring an Executive Director for the Illinois Heartland Library System.  In compliance with (30 ILCS 525/) Governmental Joint Purchasing Act, notice will be posted in the Breese Courier (http://breezecourier.com/index.asp).

Invitation for Bid

Delivery Standards upadated as of 02.26.2011

April 12th, 2011 Comments off

Delivery Standards upadated as of 02.26.2011 (PDF)

Planning Panel Agenda for 04.08.2011 Meeting

April 5th, 2011 Comments off

Planning Panel Agenda for 04.08.2011 (PDF) for meeting at the Knights of Columbus Hall in Effingham.

Transition Board Agenda April 7, 2011

April 5th, 2011 Comments off

Here is the agenda for the Transition Board for April 7, 2011. The meeting will be held at the Garden Inn in Effingham beginning at 6 pm.

Draft Planning Panel Minutes for 3.23.2011 Meeting

March 29th, 2011 Comments off

Planning Panel Draft Minutes for 3.23.2011


Southern System Planning
Wednesday, March 23, 2011
Hilton Garden Inn
Effingham, IL 62401-1972

Attending:

LCLS:

JoAnn Nabe, Linda McDonnell, Dianne Steele, Ron Coleman

LTLS:

Nina Pals

RPLS:

Val Green, Amy Ihnen, Richard Helton, Nina Wunderlich

SHLS:

Marian Albers, Karen Bounds, Arlene Dueker (Alt), Tom Turner

Absent:

LCLS:

Harriet Zipfel (Alt)

LTLS:

Allen Lanham, Rochelle Funderburg, Scott Drone-Silver (Alt), Rosanne Reidner, Anieta Trame (Alt)

RPLS:

Brenda Larison (Alt)

SHLS:

Andrea Witthoft, Susan Yallaly (Alt)

Others Present:

LCLS:

Leslie Bednar, Juliette Douglas

LTLS:

Jan Ison, Pat Boze, Ramona Rollins, Donna Schaal

RPLS:

Bev Obert, Doris McKay, Mike Syzmkoski, Mary Ann Pohl

SHLS:

Ellen Popit, Traci Edwards, Christine Fine

ILS:

Greg McCormick and Lawren Tucker

Audience:

Anita Driver, Jean Forness, Judy Groom, Kay Marshall, Susan Mendelsohn, Erica Pyle, Joan Rhoades, Lacey Wright, Diane Yeoman

Topic

Process

Start Ups:
Welcome
Purpose
Desired outcome
Agenda/Additions?

The meeting was called to order at 10:10. For additional agenda items, Val asked to add determining meeting dates as far out as possible – for both the Transition Board and the Planning Panel. An email will be sent out to TB to determine the best days in the month to meet.

&nbsp

Minutes of February 25 &
26, 2011 & March
11, 2011 Meeting

Joan moved, Tom second to approve Minutes of 2/25 & 26, 2011 meeting. The motion carried with 1 abstention (Amy). Diane moved, Val second to approve Minutes of the 3/11/2011 videoconference meeting. The motion carried with 2 abstensions (Tom, Amy).

Ground Rules

Bev reviewed the Ground Rules for the Panel and asked if there were any additions or changes. The group is in continued agreement with the Ground Rules.

Report from System Board
and Membership
Comments

Cooperation Today Comments – Leslie reviewed several comments received on C2Day, primarily regarding resource-sharing policy, new name of entity.

LCLS – The system Board endorsed delivery recommendations, discussed Resource Access policy suggested changes for consistent wording, approved the Strategic Plan but believes it must be amended to match 2012 ISL application.

LTLS – The Board approved delivery recommendations, Strategic Plan, presented a statement to the Transition Board from Board President Roseanne Reidner, and reviewed the Resource Access Policy and will pass comments along to the committee.

SHLS – The Shawnee Board voted to implement delivery recommendations, endorsed Strategic Plan with addition of literacy, had questions about the Resource Access Policy 3.a1 & 2, approved the application to merge, discussed location of new entity.

RPLS – The Board discussed the Transition Board organization, approved necessary documents.

Bev updated that the northern system agreed on a name – Reaching Across Illinois Library System (RAILS). The Transition board will meet at Hilton Garden Inn at 6:00 3/29.

Committee Meetings

Committee meetings began at 10:40 am. The Planning Panel reconvened at 1:30 pm.

Planning

Val indicated that the Strategic Planning committee discussed the comment to amend the document for the ISL application. The Strategic Plan is a document for a long view. The ISL Plan of Service is for a year and this will be pulled from the Strategic Plan document. Diane indicated that it needs to be clear which parts of the Strategic Plan will be included in the Plan of Service document and which parts won’t be included. The SP Committee discussed activities from joint committee meetings with Resource Sharing and Delivery. The chosen activities will eventually be translated into budget numbers in the Plan of Service. Still have questions for fees/charges, how to allocate money to activities – that will come next. Preliminary information will be prepped for System Directors on Friday, focusing on strategic direction 1, goals 1, 2, 3. Marion asked if this is the document that has to do with the reciprocal borrowing percentage – no, that’s resource sharing.

Resource Sharing

Amy indicated the committee talked a lot about net lending/net borrowing, particularly related to comments received on 3.a.1 & 3.a.2. Additional language is being added to those areas, also adding legal reference to definition of nonresident property owner and other edits for the LLSAP section. All definitions will be collapsed to one area. Next step – changed policy will be ready by 3/28, open for membership and system board comment until 4/8, approval by PP on 4/8, then approval by system boards. The committee will have another conference call before 4/8. Marion asked how issues are resolved when problems occur – how do we get compliance? Discussion about whether this is grievance procedure or arbitration. Tom indicated that the beginning grievance policy draft could include not just from library to system but from library to library as well. Jan said not sure if all grievances should end in membership change. Are there some policies that just mean they lose certain privileges? Or does it all ultimately end up in membership. Nina asked does the complaint handling process agree with state’s focus on automation/delivery? Or are we not allowed to handle complaints between libraries any more? Marion asked to add – ‘in the event that disagreements cannot be solved – grievance process is how this will be handled’. Jan asked if the planning panel wants the system directors to talk about the grievance/membership process, policy violation, arbitration process.

Delivery

Dick indicated that all 4 systems have approved delivery changes and the committee hopes these will be implemented in April. There were some questions on the alternate method of delivery that the committee is clarifying. On-demand/on-call is one of the alternate methods that can be used. Between that and mailing, it’s going to be up to the individual system and each system should use the method that is more cost effective. Delivery on Go – all a director has to do is look on the route, see who follows, then band DOG together and mark as DOG, so drivers know it goes to a library down the route. CAT libraries – books will be presorted for each location, even if dropped off at one place. We’re also asking for libraries to pre-bundle not just DOG but materials going to other libraries as well. The committee wants any questions that come up to be directed to them so they can determine procedure. Some questions also about ‘returns’ – can a library wait on those items longer time? Leslie said we don’t want the sorting/bundling to be onerous. The Transition Board will need to adopt delivery standards

Legal Governance &
Membership

Tom reported that the committee reviewed the Executive Director job description, in preparation to present to Transition Board. They also reviewed a financial policy/investment of public funds policy which will be presented to Transition Board and must be in the ISL application. They reviewed a grievance policy for member libraries and would like a lawyer to review that grievance policy. They reviewed a conflict of interest policy for Board members; a FOIA policy, and reviewed Open Meetings-Electronic Attendance for the Transition Board. The proposed membership standards were changed slightly – added one last phrase – ‘to remain a member in good standing, must abide by system plan of service and all systems policies’. System boards will need to approve change to membership policy. The committee is developing an employee telecommuting policy and began looking at some employee manuals, will likely have two policy manuals. The Transition Board will have to look at employee holidays, full time definition, other benefits, etc. for employees. Health insurance is an issue – have received some info from LIMRCC. SHLS board discussed, at its last meeting, a need to create a new identity for the new entity and suggestion was discussed by LGM. There was discussion about leasing a new office space with own address, some place where new director may take up residence, have office personnel, have own identity, phone, answering machine, etc. Discussion followed about temporary location, where it would be, discussion about Community College/Small Business lease programs. Effingham is in the center of IHLS, Kluthe is a CC campus. May want to look at short-term location, just a temporary place until final decisions are made. Marion made a motion for Transition Board to investigate leasing office space within the Effingham area for purpose of maintaining a point of contact for the new IHLS, second by Ron C. The motion passed unanimously.

Public Comment on
Committee reports

Mary Ann Pohl – getting meeting times out early and getting them set – could Doodle polls be binding? Everyone’s time should be equally respected. She also suggested ‘Consequence’ may be the word if someone doesn’t comply with policy.

Anita Driver – everything going smoothly, very impressed

Greg McCormick – discussed that L&L payment would be received and payment was made last night.

Transition Board Meeting

The first Transition Board meeting will be 3/29, Hilton Roosevelt/Truman room, 6-8:30. ISL will be in attendance 3/29.

Because this is the first Organizational meeting, from the Planning Panel members – a name will be drawn out of hat and that person becomes convenor to call meeting to order, convene, move to election of officers. Merger application has identified topics that need to be considered at the TB meetings. Northern group has FOIA and Open Meetings Act officer – may need to include these officers. Need to gather a list of newspapers where agenda needs to go. Northern group has had all meetings electronically, need to be aware of open meetings act with electronic meetings. Need to adopt bylaws, attendance by electronic meetings. Documents will be renumbered (TB 2011-??) to include action item with documents. Recommendations from Planning Panel will be part of action. Hope to soon have an Illinois Heartland Lib System web site, hope to have all documents separate – the more transparent, the better. Need to talk about staff for TB, dates, times, Doodle poll/email to find out what days of the month are best. Executive Director position; grievance procedure; personnel committee; facilities committee, standing committees (board members); ad hoc (chaired by board member, but staffed by others). Nominating committee needs to be appointed. Benefits for staff, have to authorize if we will be an IMRF employer; have to make the application and discuss COBRA issues. System directors hope to have action items regarding staff for consideration by 3/29. Could use the merger application as the timetable document. Documents will be on basecamp and public site. Minutes up before approved may be issue. We need to establish guidelines for public participation. Business managers might give us a beginning financial report with fund balances. Do we need to establish a bank account for the TB? Not sure if the board will need checks. Who will take minutes for PP? Proposing that staff taking notes at current system boards also take notes for this Board. Don’t need all 4, just have to have one. Diane suggested rotating minute takers; system directors will discuss and make suggestion. Are we going to have videoconference sessions after first session? Meetings will happen electronically. Secretary of Board should review Board clerk’s minutes before they go out. Should we display agenda electronically? When will documents be posted? They need to be posted to meet open meetings act. The policies that need to be adopted are bylaws and electronic meetings policy. It would be good to have position descriptions – president, vice president, secretary, treasurer, open meetings, FOIA as well as descriptions of standing committees so members understand what each is doing. Strategic plan could be adopted – not required. Discussion on executive director. We need a timeline for interviews, etc. for executive director – this needs development.

Review of action items for
System Boards and
items for next
Planning Meeting

Transition Board investigate leasing location for IHLS

Resource Sharing Policy goes back for comment until 4/8, revised draft out Monday, 3/28. System boards approve in April

LGM – additional statement for membership criteria should be approved by local boards

Strategic Plan – continue to think about what should be included in the annual plan

Meeting Review

Plus

Things went smoothly today
Thank Roseanne for her letter
Everyone got along well
Facilities are nice – thanks to Donna
Stayed on time
Committees have gotten over several humps
Thanks to guests and ISL for coming
Executive Directors have done a terrific job

Delta
Have trouble reading the minutes – need to be larger – transfer to
C2Day didn’t work so well
Would like to know which one has changes – documents posted with changes.

Questions
ISL assigning a person to new system board? Not yet
Board members continuing after transition board – is it a new entity?
The way the statute is written it is just 6 years on a system
board. It depends on the person, not the board entity.

Adjournment

Nina moved to adjourn, Ron second, unanimously approved at 3:55 pm.

Minutes in PDF format.

Transition Board Agenda and Documents — 3/28/11

March 28th, 2011 Comments off

The Agenda for the Transition Board was posted on March 25, 2011.  The document in this post has the agenda and the board packet including documents for the Board to consider and take action on.

Transition Board Agenda & Documents 3.29.11

 

Resource Sharing Document – March 23, 11 Revision

March 28th, 2011 Comments off

This document includes revisions that were made after discussions at the March 23rd Planning Panel Meeting.  Revisions are in red.

Click here to access the document.

Legal Governance and Membership Committee Minutes for 02.25.2011 Final Version

March 24th, 2011 Comments off

Legal Governance and Membership Committee Minutes for 02.25.2011 Final Version (PDF)

Legal Governance and Membership Committee Minutes for 02.26.2011 Final Version

March 24th, 2011 Comments off

Legal Governance and Membership Committee Minutes for 02.26.2011 Final Version (PDF)

Legal Governance and Membership Committee Minutes for 03.08.2011 Final Version

March 24th, 2011 Comments off

Legal Governance and Membership Committee Minutes for 03.08.2011 Final Version (PDF)

Planning Panel Minutes from 02.25-26.2011 Final Version

March 24th, 2011 Comments off

Planning Panel Minutes from 02.25-26.2011 Final Version (PDF)

Agenda for the 03.23.2011 Planning Panel Meeting

March 18th, 2011 Comments off

Southern System Planning
March 23, 2011
Hilton Garden Inn
1301 Avenue of Mid America
Effingham, IL 62401

10:00 AM – 4:30 PM

Meeting Purpose
The purpose of this meeting is to further the work of the panel toward the Goal/Outcome as approved by the individual system boards.

Desired Outcomes of Planning Meeting — By the end of the meeting:

  1. Review and approved minutes of February 25 & 26 and March 11 meetings,
  2. Received comments and questions from the Planning Panel and system members.
  3. Considered reports from the subcommittees
    • Delivery
    • Planning
    • Resource Sharing
    • Legal, Governance and Membership
  4. Agree in Meeting dates for April and May.
  5. Agenda March 23, 2011

    Topic

    Process

    Who

    Time

    Start Ups:
    Welcome
    Purpose
    Desired outcome
    Agenda/Additons?

    Review
    Check for agreement

    Panel
    F:
    R:

    5 min
    (10:05 am)

    Minutes of February 25 & 26, 2011 & March 11, 2011 Meeting

    Approve (PP Doc. 3.23.11 A & PP Doc 3.23.11 B)
    Motion / Vote

    Panel
    F:
    R:

    5 min
    (10:05 am)

    Ground Rules

    Review Ground Rule

     

    5 min
    (10:10 am)

    Report from System Board and Membership Comments

    Report from Cooperation Today Comments (PP Doc. 3.23.11 C)
    Each System Report (includes correspondence from the system and written reports)
    LCLS — (PP Doc. 3.23.11 D)(PDF)
    LTLS – (PP Doc. 3.23.11 E)
    RPLS – (PP Doc. 3.23.11 F) (PDF)
    SHLS – (PP Doc. 3.23.11 G) (PDF)
    Q & A

     

    30 min
    (10:15 am)

    Committee Meetings

     

     

    1 hr 45 min
    (10:45 am)

    Lunch

     

     

    45 min
    (12:30 pm)

    Moving and biological break time

     

     

    15 min
    (1:15 pm)

    Report from Subcommittees

    Resource Sharing

    Report (PP Doc. 3.23.11 H) (PDF)
    Q & A
    Next Steps

    Panel
    R: Ellen

    35 min
    (1:30 pm)

    Planning

    Report (PP Doc. 3.23.11 I)
    Q & A
    Next Steps

    Panel
    R: Jan

    35 min
    (2:05 pm)

    Delivery

    Report
    Q & A
    Next Steps

    Panel
    R: Leslie

    20 min
    (2:40 pm)

    Legal, Governance & Membership

    Report (PP Doc.3.23.11 J)
    Q & A

    Panel
    R: Bev

    20 min
    (3:00 pm)

    Break

     

     

    15 min
    (3:20 pm)

    Public Comment on Committee reports

    Comments
    Q & A

    F:
    R:
    Audience

    15 min
    (3:35 pm)

    Transition Board Meeting

     

     

    20 min
    (3:50 pm)

    Review of action items for System Boards & Items for next Planning Meeting

     

     

    10 min
    (4:10 pm)

    Meeting Review

    Plus/Delta

     

    5 min
    (4:25 pm)

    (PDF) version of Agenda

Draft Planning Panel Minutes for Videoconference Meeting 03.11.2011

March 17th, 2011 Comments off

Southern System Planning
Friday, March 11, 2011

Videoconference Sites: ISL, LCLS, LTLS, RPLS, ShLS
3:30 PM – 5:30 PM

Attending at:

 

 

 

ILS:

Anne Craig, Lawren Tucker, Greg McCormick, Mary Ann Pohl (RPLS Alt), Nina Wunderlich (RPLS)

 

LCLS:

Leslie Bednar, Juliette Douglas, Ron Coleman, JoAnn Nabe, Diane Steele, Linda McDonnell, Marian Albers (ShLS), Audience: Tina Hubert

 

LTLS:

Jan Ison, Ramona Rollins, Rochelle Funderburg, Nina Pals, Rosanne Reidner, Scott Drone-Silver (Alt)

 

RPLS:

Val Green, Richard Helton, Bev Obert, Doris McKay, Mike Syzmkoski, Audience: Maria Dent

 

SHLS:

Ellen Popit, Traci Edwards, Christine Fine, Karen Bounds, Andrea Witthoft

 

 

 

Absent:

 

 

 

LCLS:

Elaine Steingrubey (Alt), Harriett Zipfel (Alt)

 

LTLS:

Allen Lanham, Anita Trame (Alt)

 

RPLS:

Amy Ihnen

 

SHLS:

Tom Turner, Arlene Dueker (Alt), Susan Yallaly (Alt)

 

 

 

 

 

 

Bev Obert gave instructions on how to be compliant with the Open Meetings Act during the videoconference.

Jan Ison noted the minutes from the February 25-26, 2011 meeting would be approved at the next meeting. Jan also updated the Planning Panel on the domain name for the new system: IllinoisHeartland.com, IllinoisHeartland.info, IllinoisHeartland.mobi and three or four other variations have been purchased. Troy Brown is setting up Gmail for the email addresses.

Bev Obert reported that Phil Lenzini had applied for the FEIN # and registered the servicemark with the Secretary of State’s Office. They were registered with Phil’s address until such time as the new system established a headquarters. Bev then checked for questions by doing a round-robin of the sites. There were no questions.

Bev Obert asked Mike Syzmkoski to report on the work done by the fiscal officers on the first two parts of the Application for Merger: the complete list of all liabilities of the library system and the complete lists of all assets of the library system including detailed equipment descriptions. Mike noted that the fiscal officers had worked together to insure that the information presented by each of the existing systems was reported in the same way and that all the documents had been posted on Basecamp in pdf format. Juliette Douglas noted that they had all agreed on the formats for all the numbers presented. Christine Fine noted that the numbers will change, but that this data was an accurate snapshot as of 2/28/2011. Ramona Rollins noted that any comparisons would be apples to apples. Jan Ison asked if the information could also be available in Excel. Each of the fiscal officers indicated that yes it could. Greg McCormick was asked if he had any questions for the fiscal officers and he indicated that he did not at this time. Bev Obert noted that the fiscal data for the northern system’s application would be as of 10/31/2010, due in large part to their having lost many of the staff members for responsible generating the needed reports.

Bev Obert asked the Planning Panel members to turn their attention to the narrative portion of the application starting with “C. Distribution – Assets & Liabilities”. Jan Ison asked what the rational was for the dates in this section. Juliette Douglas indicated that the dates were established in order to allow time to complete sales, so that the information would be available for the new system by July 1st. Rochelle Funderburg indicated that the “musts” could present a problem for the systems attempting to complete sales of property. Bev Obert asked if changing the “must” to “should” would fix this. Rochelle indicated the either would be problematic. Greg McCormick indicated that there would be no penalty with the ISL should these dates not be met and that the document was more of a management tool for the transition board. There was discussion about the time constraints since there would be two board meetings required to meet the guidelines in the Law and get the approval of the ISL to dispose of the surplus equipment. Karen Bounds suggested a revision of the second paragraph removing the musts. Further discussion and suggestions by Scott Drone-Silver resulted in the removal of the reference to June 6th.

Original paragraph C. 2: All inventory declared surplus must be sold prior to May 30, 2011 and must be reported to the Illinois Heartland Library System Transition Board prior to June 6, 2011 so it can be removed from the asset list. All remaining assets as listed at that time will be transferred to the new system effective July 1, 2011.

Revised paragraph C. 2: All inventory declared surplus sold or given away must be reported to the Illinois Heartland Library System Transition Board by June 30, 2011 so it can be removed from the asset list. All remaining assets as listed at that time will be transferred to the new system effective July 1, 2011.

Jan Ison asked that the references to LLSAP in paragraph be expanded to explain the acronym and list the four current LLSAP names and that the reference to fund be revised to read fund(s), since the LCLS LLSAP has multiple funds.

Original paragraph C. 4: As of June 30, 2011, each LLSAP proprietary fund will remain in separate accounts and used to support that LLSAP. The current LLSAPs will retain their current governance structure, fee schedule, and policies until such time, as each LLSAP joins the shared database. Effective July 1, 2011, the Illinois Heartland Library System will become the fiscal agent for those LLSAPs that currently have a library system as their fiscal agent.

Revised paragraph C. 4: As of June 30, 2011, each Local Library System Automation Program (LLSAP) (Gatnet, LINC, Silnet, RPLS) proprietary fund(s) will remain in separate accounts and used to support that LLSAP. The current LLSAPs will retain their current governance structure, fee schedule, and policies until such time, as each LLSAP joins the shared database. Effective July 1, 2011, the Illinois Heartland Library System will become the fiscal agent for those LLSAPs that currently have a library system as their fiscal agent.

It was asked if the sites could take a brief break to review the document. From 4:15-4:25 the videoconference was muted so that the attendees at each of the sites could read the document. At the end of the break it was announced that Anne Craig and Lawren Tucker had joined the videoconference at the ISL site.

Ellen Popit asked that the April notes that the references to staffing be done consistently to indicate if it references current system staff or new system staff. Jan Ison asked if the Executive Director might be called something else. Bev Obert asked why. Jan indicated that she felt the term was not generic enough. There was a discussion regarding the use of Executive Director when the Transition Board may decide to hire an interim director rather than a permanent director. Rochelle Funderburg indicated that the Transition Board would need to make this decision earlier rather than later. Juliette Douglas indicated that from an HR standpoint that once the Transition Board made this decision that it would be a 15 minute process to go from the existing job description to an advertisement for the position. The consensus was that the term Executive Director was appropriate and that it would be the decision of the Transition Board how extensive the search would be and whether the position would be filled by an interim or permanent director. Bev Obert suggested that the two bullet points be combined and a bullet point be added above for discussing the options with regard to filling the Executive Director position.

Juliette Douglas asked if the Transition Board could address at their March meeting the options for IMRF coverage for retirees and Cobra, as this would impact the bids for insurance that the fiscal officers were seeking.

Leslie Bednar asked that the Delivery Plan on page two be changed to Delivery Standards.

Miriam Albers asked why the Transition Board was being asked to take action on the Membership Standards at their April meeting when the ISL and Northern systems would be working on developing a statewide standard for membership. Bev Obert noted that the new system must adopt Membership Standards for their plan of service even though those standards would certainly change.

Ellen asked if all existing staff will be carried over. Bev indicated that yes, they would probably prefer to leave it open as needed. Ellen asked that the date be removed out of consideration for the staff. Jan Ison asked if in March the Transition Board could address IMRF retiree purchases of insurance as an action item. Diane Steele noted that we need to insure that this is in place. Nina Wunderlich asked if this would also be true for current retires as well as new retirees. Juliette Douglas indicated that this would be up to the new entity. Rochelle Funderburg indicated that this should be a part of the RFP for health insurance. Mike Szymkoski indicated that the larger group might give the new system more leverage in its search for health insurance.

Bev Obert asked if the application was good enough to go to the individual system boards for approval. If so, she would put up a clean version in Basecamp which could be taken to the boards at their meetings later this month.

Jan Ison noted that she was having trouble getting enough of her transition board members to be able to attend a live meeting in Effingham on the 29th or 30th of March as originally planned. Ellen Popit noted that she had contacted Effingham HS and that they could meet there. Miriam Albers asked if they could have a Doodle poll for meeting dates. Diane Steele asked if two hours would be enough time to address all the agenda items. Jan will send out dates in March for a live meeting, including a Saturday, as well as possible dates for April and May for videoconference meetings for the Transition Board.

Action: Rochelle Funderburg moved that the Merger Application be approved as amended and
be sent to the local system boards for adoption. Ron Coleman seconded the motion.

A roll call vote was called: Ayes – Marian Albers, JoAnn Nabe, Diane Steele, Linda McDonnell, Ron Coleman, Mary Ann Pohl, Nina Wunderlich, Karen Bounds, Andrea Witthoft, Rochelle Funderburg, Rosanne Reidner, Nina Pals, Scott Drone-Silver, Val Green, and Richard Helton. Nayes- none. Abstentions –none. The motion passed with all ayes.

Next Actions: Application for Merger as amended goes to the individual system boards for adoption.

Meeting and Facilitation Review
Plus/Delta
Jan Ison indicated that she will continue to generate an action item list from each meeting, so that all know what actions are to be taken.
Karen Bounds noted that individuals should watch their local comments and paper shuffling during the videoconference. Comments should not be rude and all should be able to hear. Ron Coleman noted that he did not think anyone had been rude.
Jan Ison noted that the phone noise had been because no one had logged on the conference call option.
JoAnn Nabe asked that the pages of documents presented be numbered for easier citation. Linda McDonnell asked if the March 30th date for the Transition Board meeting was firm. Jan Ison indicated that it was not and that she would send out a Doodle Poll with additional dates. Dick Helton indicated that he felt the meeting went very well. Mary Ann Pohl noted that she appreciated not having to drive.

At 5:32 Ron Coleman moved that the meeting be adjourned. Scott Drone-Silver seconded the motion. The motion passed with all ayes.

(PDF) version of Minutes

Resource Sharing Document – February 26 Revision v.2

March 15th, 2011 Comments off

The link below will take you to the Feb 26 v.2 revision of this document.

Resource Sharing Document – February 26 Revision v.2

Delivery Committee Minutes for 02.25-26.2011

March 15th, 2011 Comments off

Delivery Committee Minutes for 02.25-26.2011 (PDF)

Draft Planning Panel Minutes from the Meeting on 02.25-26.2011

March 10th, 2011 Comments off

Southern System Planning
February 25 & 26, 2011
Hilton Garden Inn
1301 Avenue of Mid America
Effingham, IL 62401

10:00 AM – 6:00 PM February 25, 2011
8:00 AM – 11:30 February 26, 2011

Attending:

 

 

 

LCLS:

Linda McDonnell, JoAnn Nabe, Diane Steele, Harriett Zipfel (Alt)

 

LTLS:

Allen Lanham (2/25 pm only and 2/26), Nina Pals, Rosanne Reidner

 

RPLS:

Val Green, Richard Helton, Mary Ann Pohl (Alt), Nina Wunderlich

 

SHLS:

Marian Albers, Karen Bounds, Arlene Dueker (Alt), Tom Turner

 

 

 

Absent:

 

 

 

LCLS:

Ron Coleman

 

LTLS:

Scott Drone-Silver (Alt), Rochelle Funderburg, Anita Trame (Alt)

 

RPLS:

Amy Ihnen, Brenda Larison (Alt)

 

SHLS:

Andrea Witthoft, Susan Yallaly (Alt)

 

 

 

Others Present:

 

 

 

LCLS:

Leslie Bednar, Juliette Douglas

 

LTLS:

Jan Ison, Pat Boze, Ramona Rollins

 

RPLS:

Bev Obert, Doris McKay, Mike Syzmkoski

 

SHLS:

Ellen Popit, Traci Edwards, Christine Fine

 

ISL:

Greg McCormick and Lawren Tucker

 

 

 

Audience: Amanda McKay (25th only), Bill Randall (26th only), Joan Rhoades, Donna Schaal, Margaret Turner (26th only), Diane Yeoman

 

 

 

Topic

Process

Start Ups:
Welcome
Purpose
Desired outcome
Agenda/Additions?

Bev started the meeting at 10:19 a.m.
There were no comments on the outcomes or agenda additions.

Minutes of February 10, 2011
Meeting

(PP Doc. 2.25/26.11 A)
Leslie asked if there were any changes to the minutes.
Val—In the Strategic planning section—the committee completed the task of going through services to see how they fit to the strategic plan. Going to look at proposed services next.
Val—In the Public comment section, after name of organization– “8 weeks is not enough” should be 6.
Karen—JoAnn’s name needs to be changed under resource sharing.
Diane Steele moved and Karen Bounds seconded the motion to approve the minutes as amended. The vote was 14 ayes.

Ground Rules

Jan directed everyone to the last page of agenda to review the current ground rules. These need to be revisited now that we are more knowledgeable about each other.
Val asked if these were supposed to be the same as assumptions.
She couldn’t find the original document.
Tom–process is starting to panic but has gotten to the point that it is getting too personal for a lot of us. We represent our people but it is time to get things done. Jan—Are you saying we should not take any of our actions as personal? Tom—Not exactly. Consider the big picture.
Nina Pals—Keep it professional.
Tom—Once all is said and done and the options are voiced and voted on, we have to go on, even if the vote didn’t go like you wanted.
Val—Democratic—Don’t revisit decided issues.
Tom—We know there are going to have to be some changes when we get done but think we’ve lost track.
Harriet—Don’t get bogged down in the details.
Tom/Val—Stay true to the democratic process. Everyone gets a vote and then it is decided until such time that it might need to be revisited.
Jan—So this panel is final not local boards?
Val—Panel is representing the boards.
Tom—No pet projects. Can’t keep revisiting just because we didn’t get our way.
Harriet—Don’t go back to local board and say this is what the panel wants but I want something else.
Tom—Even though I don’t like the decisions, I am obligated to take it back to my local board and explain that this is what the panel wants.
Jan—Need to make sure everyone knows what is expected of the boards.
Marian—I read the comments and know that people are not happy but there are never any NO votes.
Tom—Felt good after last meeting and then got documents in the last few days and wondered what happened.
Jan—It’s only in the last week that we have started getting comments from members. We need to think about these people.
Rosanne—Maintain professionalism.
Karen—We have a goal to create 1 system out of 4. We won’t all agree but have to keep moving forward. New board has the right to change everything we are doing. Don’t loose sight of the goal.
Mary Ann–Don’t let the perfect be the enemy of the goal.
Val—Stay true to the democratic process.
Jan—Wants to be sure we agree with these.
Nina W—Is it on there to not keep bringing things up?
Jan–Listen as though you support it. Don’t think you can have a ground rule to not keep bringing things up. If you vote no, you can’t bring it back up but if you vote yes you can, according to Roberts rules.
Jan—What does it mean to have sufficient conversation?—need to talk to directors. When committees come back from meetings with items, feel they are rushed.
Arlene—We are trying to build the strongest foundation.
Nina W–Don’t know that ground rules for this group covers but we have to make sure that our libraries and boards understand the presented information.
Diane—Need to start taking roll call votes.
Val—Question where is SHLS report? There isn’t any.

Arlene Dueker motioned to add the suggested ground rules to the existing list, Nina Wunderlich seconded.
Roll call vote was all ayes.

Report from System Board and
Membership Comments
LCLS
LTLS
RPLS
SHLS

MEMBERSHIP COMMENTS
Leslie reported comments from Cooperation Today.
Not all committee meeting minutes are posted. There have been a lot of comments on naming the system, membership and delivery. Marian thanked Leslie for responding to all the delivery comments.
Marian—she is getting verbal feedback also and having to clarifying.

LCLS REPORT ( PP Doc 2.25/26.11C PDF)
Linda—Our board discussed and considered the assign documents. The intergovernmental agreement was approved. They are submitting James Fenton, Linda McDonnell, Diane Steele, and JoAnn Nabe to serve on the interim board. There have been many concerns from members on the criteria—read board statement. We hope that the criteria can be more inclusive.
Strategic plan—add statement for delivery of electronic resources. Delivery—pleased about community delivery.
Bylaws–The committees should not prepare but determine the cost of living, they approve and recommend to the board.

Arlene—LCLS has taken concerns and made constructive suggestions.
Jan—We have a strategic direction for e-resources and don’t know why we would add it. Is it something that you can’t live with?
Linda—They discussed and felt it didn’t fit and feel that it needs to be considered for the future.
Jan—All boards have accepted the mission, visions and values so can this be changed? Just trying to use this as a good example. She understands the e-resource suggestion but do we want to add a goal to the 1st page.

JoAnn—Thought that the only thing that had to be approved was intergovernmental agreement and comments for strategic plan.
Ellen—Shawnee approved 3 documents.

LTLS REPORT (PP Doc 2.25/26.11D)
Rosanne–Have concerns on intergovernmental agreement. The document as it stands doesn’t provide flexibility to move forward if timelines are not met. Nina P—The board did fully support but just concerned that something needs to be added.
JoAnn—Did you approve it or not?
Rosanne—No, but support it.
Tom—So by not approving it, it’s going to keep us from meeting deadlines.
Val—Does it have to be listed or just understood. New system will handle the unfinished business.
Karen—Anything left over will be taken care of by the new entity. We should have people in place by July 1.
Karen/Val/Tom agree everything won’t be done but it will be fine.
Marian—Only way to get something done is to set a deadline. We will have a director and board in place.
Rosanne—Just wants a clause added.
Nina W—The state library gave us the July 1 date so we have to live with it.
Arlene—Ann said we could go past but they are defending us.
Karen—It will be done by July 1.
JoAnn—There is no if. It will be done.
Bev—Another document that committee will be working on is the application. Part of it is says how we are going to transfer the services.
Rosanne—Board also had a problem with the Bylaws—number of meetings was put down to a minimum. Using the term “members” instead of “directors.”
Board is suggesting that Jan become the interim director because she is retiring and wouldn’t have a stake in it.
Membership Criteria is set too low. LTLS requires OCLC membership. School criteria is lower, also. There were no levels of membership mentioned.
Strategic plan was good.
Resource sharing—Would like it to include the 65% rule.
Delivery—Doesn’t seem like there was any type of change being made. Wants outsourcing looked at.
Diane—thinks the new board will look into it.
Val—What passed?
Rosanne—Inter-governmental Agreement was not passed but endorsed.
Jan—“Action item” is what was passed (what is indented)
Val—Approved criteria?
Jan—No.
Val—But it is an action item.
Jan—Just for comments and suggestions.
Val—I still don’t know which ones were approved.
JoAnn—We are wasting time on discussing criteria since it is mute. Just go on to the next thing.
Arlene—At the end of these 2 days, is this a directive that we have to agree with you (LTLS) on or we are stuck?
Jan—They just want one little thing added. Don’t want to stall the process.
Harriett—If there were 4 systems and 3 approved and one didn’t, is it approved? People think not.
Jan—Thinks they could be convinced that the transition board doesn’t need to go on past July 1.
Harriett—We are getting bogged down by details that need to be left to the new board.
Bev—LGM are going to be looking at the intergovernmental agreement and bylaws and discussing with Lawren so when we report back this afternoon, we will have a plan to move forward.

RPLS REPORT (PP Doc 2.25/26.11E PDF)
Val–Approved new transition board, intergovernmental agreement, endorsed the bylaws, discussed membership criteria but no vote was taken. Strategic plan was approved. Delivery plan didn’t seem like the final draft. Comments on delivery—Did a survey of members and received 100 responses. A lot of the changes proposed in delivery plan are already implemented by RP libraries.
RP is closed on Mondays. Schools seemed to suffer the most—took longer to get materials. The issue can be addressed by preparing schools for the change and working out a plan. Comments about community delivery but mainly concerned the schools. Large volume was second place. Half said larger volume was fine, other half said they would have staff problems with more volume. They have the data from their survey.

SHLS REPORT
Karen—No paper report. Had a motion to accept the transition board and passed unanimously. Sentence change to intergovernmental agreement and approved unanimously. Looked at strategic plan and accepted it unanimously. Delivery always incites a lot of discussion. We can make changes to delivery but it will keep evolving. New board will have to deal with it, and we have accepted it. Membership had a lot of discussion on school criteria. We understand that everyone will be grandfathered in. The new board, with the help of state library will have the responsibility of setting membership criteria and we are not going to worry anymore about it.
Jan—I understand not discussing it. But does it mean that each system would maintain their current criteria?
Tom—Neal said that Anne said we should wait on criteria.
Diane—Feb 17 Anne’s memo—“all existing membership should be grandfathered into the system”.
Marian—Why not pass this document knowing it is going to be tweaked but we would all be the same until the change.

Jan—Propose that we ask Greg to speak now and then take 10 minutes after lunch for system name discussion.

Public Comment

Joan Rhodes–Glad she spent the night.
Diane Yeoman—Everyone’s working very hard.

Name of New Organization

Moved to afternoon agenda.

FY 2011 Funding
FY 2012 Budget Projections

Greg—Only make assumptions as of yesterday. FY11 can be summed up in two words—it’s complicated. Never been a time in state history where they have been running 3 fiscal years at once. This year and next year are years of restraint. Programs specific to State Library were flat funded. Did have new appropriation to public library construction but court has suspended it so all work is on hold. Library systems in FY11 15.3 million same as FY10. Of 15.3, still owe 10M for current fiscal year. In the next few months that all has to be processed. There is no lapse of payment in affect for this FY–Aug 31 is the current date. Owe this group 2.2 million for FY11. Even with historic tax increase, still 8 billion back log of bills. Still an issue of how soon payments can be made. Lively discussion on pension funding. Governor office put together a sheet of real reductions of 3.6 billion over 3 years. FY12 year of restraint. There will be many many many reviews of programs–an ongoing discussion that occurs in Springfield. Impact for FY12 for system area and per capita, budget presentation and house bill (2112) shows flat funding. Bit more difficult to read because things were lumped together. In a very preliminary stage of the process and before July 1, many decisions will be made. Plan on 3.4 million for 4 systems. Cash flow could be an issue in FY12 but hope that it is better addressed. There is another senate bill 1311 which addresses a change to the live and learn fund and will change how it is collected. Can’t go in the general revenue fund and in theory could help payments. Never loose site of LLSAPs, delivery, resource sharing, BPH and administrative costs. There will be a lot of tying up of personnel, real estates, etc. Discuss in the plan of service.
Marian—2nd page grants 1515 to 87.? Greg—that was the lumping together of money. The reduction became the new base line.
Greg—Libraries are getting per capita. If census is all filed and certified by grant time, may change. It always changes. Had a high number of public libraries that didn’t apply this year so everyone gets more. They get a pool of money to split between those who apply.
Jan—What is your estimation when we will see more money.
Greg—8 billion total…live and learn is what we are left to receive.
Jan—There will be a change in the census and will affect the southern systems more than north. And according to cash flow northern will have 5 million in the bank. All LLSAPs are on their own so what are they going to spend their money on? She has problems with this. Alice Calabrese thought that the formula needed to be changed. Jan has asked in the past that systems should never loose money if census changes. Don’t know how you can in good conscience send money up there when they only do delivery. Look at the inequities between north and south. Hopes the conversations have happened at state library. A legislator is going to see the 5 million and wonder why they are giving them funds.
Greg—It has been discussed by state library advisory committee. End result has always been to leave the formula as is. Now we are at a time where that inequity is visible.
Jan—She is trying to educate the planning panel not lecturing.
State library has changed, funded on per capita but have to operate by programs. Consulting–tell people to write to state library about it.
Marian—We are cutting delivery and now north has 5 million and we are cutting. Who do I need to talk to about this?
Greg—Where is the 5 mil coming from?
Bev—From their cash flow statement at last night’s meeting.
Greg—This is why they are stating what they want systems to do.
Nina W—Does this include selling buildings? No.
Jan—They get 2 million for LLSAPs and don’t have any. State library is punishing all of us because of 1 system.
Lawren—We have limited resources for support. Want to make sure that they will have enough for the basics. Can’t divvy up any differently than what the law requires.
Greg—They would have to redraw lines to change. Not the process that anyone wanted to do last May. If other northern library boards didn’t cover the one system in question, they could move that system but they are covering them.
Greg—Looking at it statewide, what was directed is what they know is affordable so that is where we start.
Jan—We need to think differently so maybe this is why the LT board did what they did. Thinks you have an opportunity now.
Marian—Thought they couldn’t bank tax money.
Greg—Two types of grants but there has always been provisions that the board has authority to bank to plan for the future. Systems don’t have other borrowing choices.
Jan—System XYZ she understands that we get the money after we show our plan of service. Would it have been in the authority of state library not to grant all the money to xyz because not giving all the service.
Greg—It’s either all or nothing. We either agree with the plan or not.
Jan- So if they need 1 million to do basic services and they get 3 million can’t you just give them 1 million?
Greg—Law says have to give them 3 million.
Break for lunch 12:35

Lunch on Site

 

Name of New Organization

Meeting starts at 1:26 p.m.

Ellen facilitated going through the list of names and eliminating what we do not want. Looked at pros and cons. Everyone was directed to take the list back to committees and come up with two choices to bring back to the panel.

Heartland—overused
Crossroads—overused
Heart of Illinois
White oak
Four Rivers

Jan—Lets do a quick brainstorm, non geographical, futuristic.

Val—North system names choices are :
Bridges, Cardinal, Pinnacle, 5 Star, Reach Across IL, Railsplitter, Zephyr

Brainstorm in committee. We want a name today or tomorrow.
Jan—Let me suggest library system doesn’t have to be at the end. System of ? Library.

Bev—Supposed to be back here at 3:45 and now 1:45, so should we change the time? Be back here at 4:00.

Public Comment

 

Committee meetings

1:45-4:00

Name

Val—New names:
Illinois System of Information Service (ISIS)
Illinois Library System of Information Services
Noesis Library System (means knowledge) people will ask what it is. Trigger curiosity.
Four C’s Library System—cooperation community collaboration communication
Tom-Illinois Heartland Library System
Harriet—Illinois Library and Information Systems

 

Report from Subcommittees

Planning

Resource sharing and strategic planning committees are working together.
Val—worked through part of the requirements, working to fit in resource and delivery into the strategic plan. Long list of resource sharing objectives and tasks. Then they will be able to put budget together.
Jan—looked at it differently–what is it that we would like it to be. Talked about 24/7 support. What patrons expect.
Alan—Some are talking about futuristic service and others about just getting vans down the road!

Delivery

Marian had been fielding a lot of questions on the numbers and the committee decided to go with Rolling Prairie’s numbers. She has had people who thought they had to have bags or tubs for every library in the 4 systems. The committee has changed the numbers and made better explanations. We looked at the plan of service and took the items we wanted to see implemented and tried to translate into the plan of service.
Alan—need language jived between all documents.

Legal, Governance & Membership

Bev reported that the committee got through 5 things on their agenda and will call for voting tomorrow.

Tom reported:
Membership Criteria
The committee discussed membership criteria with Greg and Lawren. We have two choices—grandfather everyone in and then adopt our draft recommendations or grandfather everyone in and adopt the Illinois code of minimal standards. Either way, the committee would like to send the draft to the northern libraries.
Intergovernmental Agreement
The document will be null and void after June 30 so the option to add flexibility is not applicable. Bev explained that when agencies are going to continue, flexibility is important but our agencies are not so flexibility is not appropriate in our document.
Nina P still has the concern that if everything isn’t done, what happens.
Jan—Isn’t it just because that is how this agreement is written?
Our disillusion has special wording in it. They were told it was ok. LTLS’s is different and that is the difference here.
Tom doesn’t remember that theirs is different.
Rosanne we would have to have a special meeting.
Gregg—July 1 timeframe goes back months ago. Key is making the June 2 application deadline, working towards a July 1 date. Assumes they will only get 1 system application from us. After June 30, there will not be four separate systems. There is no extension.
Lawren—You can amend your documentation to include only 3 systems. You can submit 5 plans of service but we might not approve them.
BYLAWS
Diane went over the changes made to the Bylaws. Will ask for approval tomorrow. Bev also went through Lawren’s changes. He was trying to protect us by putting in 9 instead of 10.
Nina P—Did you discuss section 2 about the levels. Bev—look at page 3 and it refers to membership criteria so if put in specifics, would have to change in more spots. This document doesn’t have to go back to boards. Wants cross-outs to stay in.
TRANSITION BOARD
Rosanne explained that we have three Special potential board members and only need one. Lincoln Trail already has four members so it comes down to LCLC and RPLC. Committee suggests that we draw for the name. One system will only have 3 members on the board. Panel decided to draw.
MERGER APPLICATION
Nina W. reported that the list of liabilities and assets are the responsibility of fiscal agents and will be based on Feb 28th. Need them by March 21. Greg and Lawren approved this timeline. All assets as listed will be transferred to the new system as well as all liabilities. LLSAP funds will remain separate until the time LLSAPs are on the same platform. Another document is the plan for transition of services. Illinois state library will help on retention/disposal of official records. Unofficial records will be dealt with later.
Jan—We assume we are writing personnel into the annual plan.
Bev—Our document needs more dates and the numbers. Application for merger isn’t going to be a perfect document and not everyone will like it but it will have to be adopted at March board meetings.
Jan—I think it is time that we make all our individual board meetings available on videoconference. Shawnee doesn’t meet at a videoconference location but could videotape.
Val—Had asked for plans of service from each group and hasn’t received them. Jan has them.

Public Comment on Committee reports

Joan Rhodes—Thanked Tom for his comments on not rehashing. In committee was controversial. Does anyone know how to give injections? Greg can.
Diane Yeoman—We appreciate that you are moving forward.

5:10 adjourn.

Donna—We can leave posters in here but take all personal stuff. We are to eat breakfast in this room tomorrow. Need to be out by 11:30 tomorrow.

Committee meetings

 

February 26, 2011—Day Two
Breakfast at Hotel
Begin at 8:00 am with Committees

Committee meetings

 

BREAK

 

Delivery

Likes: Illinois Heartland Library System
Handout has new content in italics. Want systems to implement these in March or April.

The document has lower numbers of items required for delivery. Most communities could get very frequent deliveries.
Committee feels that delivery drivers need to wear something that identifies them.
It is a necessity to get logos on all vans to get some kind of familiarity.
Ellen questioned that under stats, all delivery departments will keep statistics.
Marian explained that the numbers used are estimates and need to keep stats to have better numbers for future planning.
System staff need to count how many tubs, bags and partials.
Pat reported how Lincoln Trail drivers operate. Each route is assigned a DANA (handheld device) that collects data that they download at the end of each week. Drivers record mileage between each stop and the number of bags delivered. Routes are preset in the device. Marian wants to get something conducive to drivers…not too small.
Alan suggested that there needs to be someone that looks over all delivery issues for whom ever is working on staffing.

The committee wants this document approved by the planning panel and to system boards for endorsement and implementation of the content. The boards do not have to approve.

Resource Sharing

Nina P—Got an update from the LLSAP working group that they have received several quotes for software. They have also sent an email of interest in a grant opportunity to Anne.
The committee met with the strategic planning committee and went over objectives. They also reviewed the resource sharing policy and there are changes state library would like. Ellen is making changes and will be up on Basecamp Monday for you to share with your membership. Looking for comments from members and boards. No board action is required. It will also be posted to Cooperation Today for member comments.
Marian asked about Overdrive. Ellen explained that the language is very broad and they are talking about it in the strategic plan committee.
Pat said that Overdrive is looking at every contract this year.

Strategic Planning
Strategic Plan

Jan addressed Greg and Lawren. From our survey licensed resources are a high priority for members, but Jan doesn’t see it in State Library priorities. Could we have a person that handles license resources in the new system? Lawren asked for a description of the job.
Explained that we share electronic books etc. and it is very staff intensive to get better pricing. You have to see how many libraries are interested and then go back to negotiate pricing.
Lewis and Clark has Gale for 60 libraries but would like to get it for more.
Jan—We don’t see that it falls into the priorities of state library.
Alan—Carli group has someone to review legalities.
Greg—Collective purchasing can be listed but it has to be part of resource sharing or delivery. They have discussed collective purchasing and what is being purchased. If tied to the LLSAP (resources) is ok.
Lawren—This is not to say it couldn’t be but, not now due to the financial situation.
Karen—Move on.

Val reported that they are adding literacy on the front page to the list of values. Ask that we take back to our boards.

Monitor trends—Wanted e-resource added but committee decided not to change.

Wants to have a conference call of two committees—resource and strategic to work on activities and tasks.

They met with delivery and going to work together on more specifics regarding the budget to include in the plan of service.

Next step is to get deeper into the plan of service and look at fee structures?

Legal, Governance & Membership

Tom reported for LGM.
The simple membership criteria was added using the language in the law. You have the option of this one or the one presented earlier, knowing either one will be changed in the future. The committee would like approval to send the original document to the northern libraries.
Jan asked if the committee has discussed not adding any new members.

Bylaw changes are in red. Need to remove “Librarians” from the last sentence in that section. Also remove the last sentence on the first page.

Intergovernmental Agreement (IA) —After discussion with Greg and Lawren, decided that the amendment clause should cover. If things are not done in time, the IA can be amended and 4 systems can submit a plan of service for 30 days. We are writing up the details and emailing to Lincoln Trail. We are asking them to have a special board meeting to approve this document.
Jan—They also were concerned about a cancellation clause.

Transition board—Mary Ann Pohl from RPLS was drawn as the special representative on the interim board. Committee recommends that meetings be held evenings and Saturdays. The first meeting should be face to face and others may be by electronic means.
Alan asked if transition board members can run for the real board? Yes they can.

Committee would like to recommend that we allow the fiscal people to gather information so we can seek bids for health insurance. Bids will be for all current staff for comparison. We want to be fair to staffs at all systems.
Juliette—As we do that analysis, is it a possibility that we can offer two different plans? Yes.
Marian—What about other insurance?
Bev—Will look at those in the future but health insurance is the most critical now.

Merger application: The committee would like to adopt this document as is, giving authority to directors to hash it out as needed. Has to be approved by the boards. If you want a more final document before approval, then we will have to have another panel meeting before the next board meetings.
Jan asked that Bev send each committee parts that relate to them.

Bev reported that the north is at the same point we are.

Name of New Organization

Heartland Library System
Illinois Heartland Library System
ILSI
Muse LS

Committee wants Illinois Heartland Library System
Greg checked and the name has not been incorporated.

Public Comment on Committee reports

Joan Rhoades—Hooray you have a name!

Delivery

An email will be sent to panel members with exact board actions needed.

Motion made requesting panel approve the Delivery Plan PP2.25/26.11 R (PDF) to be sent to system boards for endorsement and implementation.
Diane moved and Tom seconded the motion.
Roll call vote: all ayes.

Resource Sharing

Motion for panel to forward the Resource Sharing Plan PP 2.25/26.11 O(a) to system boards and membership for review and comments. Motion for panel to forward the Resource Sharing Plan PP 2.25/26.11 O(a) (PDF) to system boards and membership for review and comments.
Marian motioned and Diane seconded the motion.
All ayes. No roll call vote needed.

Strategic Planning
Strategic Plan

Recommend that the three system boards (LTLS, RPLC, SHLS) that have already endorsed the Strategic Plan, endorse the addition of Literacy as a value and that LCLS board endorse the Strategic Plan.
Val motioned and Arlene seconded the motion.
Roll call vote: all ayes.

Legal, Governance & Membership

Motion made that the Planning Panel recommend to the Transition Board that all current system members be grandfathered into the new system and adopt the simple criteria PP2.25/26.11 Q (PDF) with the understanding that these are interim until new criteria is established.
Diane motioned and Karen seconded the motion.
Roll call—14 ayes, 1 no Nina Pals.

Moved for Planning Panel to forward the Membership Criteria PP2.10.11 F (PDF) to the Transition Board and the northern libraries for comments.
Val motioned and Karen seconded the motion.
All ayes. No roll call needed.

Recommend to system boards there be a moratorium on new members.
Allen motioned, Nina W seconded the motion.
All ayes. No roll call needed.

Moved to adopt Bylaws PP2.25/26/11 K & Ka (PDF)and submit them to the Transition Board for ratification.
Marian motioned and Rosanne seconded the motion.
Roll call: all ayes.

The planning panel encouraged Lincoln Trail board to adopt the intergovernmental agreement as soon as possible.

Moved to ratify the Transition Board LGM 2.25./26.11 Ba (PDF) with Betsy Mahoney’s name eliminated and Mary Ann Pohl as special library. If a member cannot serve, that system will submit a replacement.
Tom motioned and Rosanne seconded the motion.
Roll call: all ayes.

Moved to meet March 11 via video conference at 3:30 in order to review the system application.
Arlene motioned and Diane seconded the motion.
All ayes. No roll call needed.

Panel agrees to let fiscal officers collect health insurance information.

Moved to accept Illinois Heartland Library System as the new system name.
Marion motioned and Karen seconded the motion.
All ayes. No roll call needed.

Meeting Dates

March 11 via video conference, 3:30 p.m.
March 23 at Hilton in Effingham 10-4
April 8—need location, can’t at Hilton

Meeting and Facilitation Review

Plus
Space was good.
Thank Donna
Got docs for approval, worked through issues and have a name
Gregg and Lawren very helpful
Understand each others frustrations and still friends

Delta
Yesterday too long.
Need a time keeper
Got off task

Diane motioned to adjourn and Nina W. seconded the motion.
Meeting adjourn at 11:52 a.m.

(PDF) version of Minutes.

Legal Governance and Membership Minutes for Meeting on 03.08.2011

March 10th, 2011 Comments off

Legal Governance and Membership Minutes for Meeting on 03.08.2011 (PDF)

Resource Sharing Committee Meeting Minutes for 02.10.2011

March 9th, 2011 Comments off

Resource Sharing Committee Meeting Minutes for 02.10.2011 (PDF)

Resource Sharing Committee Meeting Minutes for 01.14.2011

March 9th, 2011 Comments off

Resource Sharing Committee Meeting Minutes for 01.14.2011 (PDF)

Resource Sharing Committee Minutes for 12.02.2010

March 9th, 2011 Comments off

Resource Sharing Committee Minutes for 12.02.2010 (PDF)

Legal Governance and Membership Committee Minutes for 02.26.2011

March 9th, 2011 Comments off

Legal Governance and Membership Committee Minutes for 02.26.2011 (PDF)

Categories: Southern System Planning Tags:

Legal Governance and Membership Committee Minutes for 02.25.2011

March 9th, 2011 Comments off

Legal Governance and Membership Committee Minutes for 02.25.2011 (PDF)

Categories: Southern System Planning Tags:

Intergovernmental Agreement Version 3 final

March 9th, 2011 Comments off

Intergovernmental Agreement Version 3 final as adopted by all four systems.
(PDF)

Southern System Planning Panel Agenda for 03.11.2011

March 9th, 2011 Comments off

Southern System Planning
March 11, 2011
Videoconference with sites at
Illinois State Library
Lewis and Clark Library System
Lincoln Trail Libraries System
Rolling Prairie Library System
Shawnee Library System

3:30 PM – 5:00 PM

Meeting Purpose
To Review the Application for Merger due at ISL April 4, 2011

Desired Outcomes of Planning Meeting — By the end of the meeting:

  • the application for merger will be reviewed, revised and approved.
  • receive updates on actions since February meeting
  • review and approve February minutes

Agenda March 11, 2011

Topic

Process

Who

Time

Start Ups:
Welcome
Purpose
Video Conference Protocol
Desired outcome

Review
Check for agreement

Panel
F: Bev
R:

3:30 PM (3 min.)

Minutes of Previous
Meeting

Review
Approve

Panel
F:
R:

3:33 PM (2 min.)

Action Updates
Domain Name
FEIN

Describe
Q & A

Presenter: Bev/Jan
Panel

3:35
(10 minutes)

Report from LGM on
Application for Merger

Review
Q & A
Discussion

LGM
Fiscal officers
Panel
R: Jan

3:45PM
(1 hour)

Transition Board Meeting

Update
Q & A

Panel
F:
R:

4:45 PM
(10 min.)

Meeting and Facilitation Review

Plus/Delta

 

4:55 PM
(5 min.)

(PDF) version of Agenda

PP DOC 2.25/26.11 D

February 24th, 2011 Comments off

Lincoln Trail Libraries System Board of Directors Report to the Southern System Planning Panel for the 2.25-26.2011 meeting. (PDF)

Categories: Resources Tags:

State Budget Request Libraries document for February 25-26, 2010 meeting.

February 24th, 2011 Comments off

State Budget Request Libraries document for February 25-26, 2010 meeting. (PDF)

Categories: Resources Tags:

Transition Board Nominations

February 24th, 2011 Comments off

Transition Board Nominations (PDF) to be acted on at the February 25-26, 2011 Meeting.

Categories: Resources Tags:

PP DOC 2.25/26.11 J

February 24th, 2011 Comments off

LGM Intergovernmental Agreement V 2.2, PP DOC 2.25/26.11 J (PDF), for the February 25-26, 2011 meeting.

Categories: Resources Tags: ,

PP Doc 2.25/26.11K

February 24th, 2011 Comments off

LGM Bylaws v 6.1 document, PP Doc 2.25/26.11K (PDF), for February 25-26, 2011 Planning Panel meeting.

Categories: Resources Tags: ,

Planning Panel Agenda 2.25-26.2011

February 23rd, 2011 Comments off

Southern System Planning
February 25 & 26, 2011
Hilton Garden Inn
1301 Avenue of Mid America
Effingham, IL 62401

10:00 AM – 6:00 PM February 25, 2011
8:00 AM – 11:30 February 26, 2011

Meeting Purpose

The purpose of this meeting is to further the work of the panel toward the Goal/Outcome as approved by the individual system boards.

Desired Outcomes of Planning Meeting — By the end of the meeting:

  1. Review and approved minutes of February meeting
  2. Received comments and questions from the Planning Panel and system members.
  3. Received an update on the state of finances in Illinois and Library Systems
  4. Accepted the following:
    • Transition Board Make-up
    • Strategic Plan
  5. Heard comments and revisions for the following documents
  6. Considered reports from the subcommittees
    • Delivery
    • Planning
      • Annual Plan and Budget
    • Resource Sharing
    • Legal, Governance and Membership
      • By-Laws of the new organization
      • Membership Criteria
      • Application
  7. Agree in Meeting dates for March, April and May.

Agenda February 25, 2011

Topic

Process

Who

Time

Start Ups:
Welcome
Purpose
Desired outcome
Agenda/Additions?

Review
Check for agreement

Panel
F:
R:

5 min.

Minutes of February 10, 2011
Meeting

Approve (PP Doc. 2.25/26.11 A)
Motion / Vote

Panel
F:
R:

5 min
(10:05 am)

Ground Rules

Review Ground Rules
Add
Agree

 

5 min
(10:10 am)

Report from System Board and
Membership Comments
LCLS
LTLS
RPLS
SHLS

Report from Cooperation Today Comments (PP Doc. 2.25/26.11 B) (PDF)
Each System Report (includes correspondence from the system and written reports)
LCLS –( PP Doc 2.25/26.11C)
LTLS – (PP Doc 2.25/26.11D)
RPLS – (PP Doc 2.25/26.11E PDF)
SHLS – (PP Doc 2.25/26.11F)
Q & A
Review comments Next Steps

Panel
F:
R:

30 min.
(10:15 am)

Name of New Organization

Review Considerations (PP Doc 2.25/26.11G)
Eliminate
Pros/Cons of each name
Ask each subcommittee to submit top 2 choices for Panel consideration

Panel
F:
R:

20 minutes

(10:45 am)

FY 2011 Funding
FY 2012 Budget Projections

Report (PP Doc 2.25/26.11H)

Q & A

Greg McCormick
Panel
F:
R:

30 minutes
(11:05 am)

System Fund projections

Report (PP Doc 2.25/26.11I)

Q & A

Panel
F:
R:

15 minutes
(11:35 am)

Public Comment

 

 

10 minutes
(11:50 am)

Lunch on Site

 

 

30 min.
12:00 pm

Committee meetings

 

 

3 hours
(12:30 pm)
(committees to break as needed)

 

Break

 

15 min.
(3:30 pm)

Report from Subcommittees

Planning

Report

Q & A
Next Steps

Panel
R: Jan

10 minutes
(3:45 pm)

Delivery

Report

Q & A
Next Steps

Panel
R: Leslie

10 minutes
(3:55 pm)

Resource Sharing

Report

Q & A
Next Steps

Panel
R: Ellen

10 minutes
(4:05 pm)

Legal, Governance & Membership

Report

Q & A
Next Steps

Panel
R: Bev

10 minutes
(4:15 pm)

Public Comment on Committee reports

Report

Q & A
Next Steps

Panel
R:
Audience

10 minutes
(4:25 pm)

Committee meetings

 

 

1.3 hours
(4:40 pm)

 

END

(6:00 pm)

Break for the Day – Dinner on your own

Agenda February 26, 2011

Topic

Process

Who

Time

Breakfast at Hotel
Begin at 8:00 am with Committees

Committee meetings

 

 

1.25 hours
(committees to break as needed)

 

Break

15 min.
(9:15 am)

Delivery

Report

Q & A
Next Steps

Panel
R: Leslie

15 minutes
(9:30 am)

Resource Sharing

Report

Q & A
Next Steps

Panel
R: Ellen

15 minutes
(9:45 am)

Strategic Planning
Strategic Plan

Report

Q & A
Next Steps

Panel
R: Jan

15 minutes
(10:00 am)

Legal, Governance & Membership

Report

Q & A
Next Steps

Panel
R: Bev

15 minutes
(10:15 am)

Name of New Organization

List Committee Choices
Pros/Cons
Select 3 to forward to boards for consideration

Panel
F:
R:

15 minutes

(10:30 am)

Public Comment on Committee reports

Report

Q & A

Panel
F: Jan
R: Ellen
Audience

10 minutes
(10:45 am)

Delivery

Action Items
(PP Doc 2.25/26.11P)

Panel
R: Leslie

5 minutes
(10:50 am)

Resource Sharing

Action Items
(PP Doc 2.25/26.11O)

Panel
R: Ellen

5 minutes
(10:55 am)

Strategic Planning
Strategic Plan

Action Items
(PP Doc 2.25/26.11N)

Panel
R: Jan

5 minutes
(11:00 am)

Legal, Governance & Membership

Action Items
ByLaws (PP Doc 2.25/26.11K)
Intergovernmental Agreement (PP Doc 2.25/26.11J)
Appointment of Transition Board (PP Doc 2.25/26.11L)
Application for Merger (PP Doc 2.25/26.11M)

Panel
R: Bev

5 minutes
(11:05 pm)

Meeting Dates

Announce

 

5 minutes
(11:10 am)

Agenda items for next meeting

List items
Clarify
Agreement

Panel
F: Jan
R: Bev

5 minutes
(11:15 am)

Meeting and Facilitation Review

Plus/Delta

 

5 minutes
(11:20 am)

Adjournment Safe Travels
THANK YOU FROM THE STAFF AND MEMBERS OF THE LIBRARY SYSTEMS

Ground Rules As Agreed from July 2010 Meeting.

  • All comments are important
  • Don’t everyone talk at once
  • Be concise
  • Think of the citizens of the state
  • Stay on topic
  • Be realistic in comments
  • Vote/Consensus

(PDF) version of Agenda

Naming the New System

February 22nd, 2011 Comments off

Naming the New System document in (PDF) format.

Southern Systems Planning Panel Input Needed!

February 22nd, 2011 Comments off

The Southern Systems Planning Panel is working diligently, in conjunction with individual system boards, to move forward to a merged system that will be in place July 1, 2011. To that end, we would like to solicit comments from the membership on several of our working documents. The planning panel will meet on Friday and Saturday, February 25 and 26 to address these issues and membership comment will be needed.

Specifically, we are asking you to consider the three documents listed below:

In addition, the new system will need a name! Please read: Naming the New System and share your thoughts. We are still actively soliciting names, so please let us know if you have additional suggestions.

We cannot stress enough how important it is to share your thoughts, concerns and suggestions at this juncture in the process. Time to speak up!!!

Draft Resource Sharing Plan Version 5

February 22nd, 2011 Comments off

Draft Resource Sharing Plan Version 5 in (PDF) format.

Membership Criteria Version 6

February 22nd, 2011 Comments off

Membership Criteria Version 6 in (PDF) format.

Delivery Recommendations

February 22nd, 2011 Comments off

Delivery Recommendations in (PDF) format.

Draft Planning Panel Minutes for 2.10.2011

February 17th, 2011 Comments off

Planning Panel Draft Minutes for 2.10.2011


Southern System Planning
Thursday, February 10, 2011
Knights of Columbus Hall
1501 West Fayette Avenue
Effingham, IL 62401-1972
(217) 342-6565

Attending:

 

LCLS:

JoAnn Nabe, Linda McDonnell, Dianne Steele, Elaine Steingrubey (Alt)

LTLS:

Allen Lanham, Nina Pals

RPLS:

Val Green, Amy Ihnen, Mary Ann Pohl (Alt), Nina Wunderlich

SHLS:

Marian Albers, Karen Bounds, Arlene Dueker (Alt), Tom Turner

Absent:

 

LCLS:

Ron Coleman

LTLS:

Rochelle Funderburg, Scott Drone-Silver (Alt), Rosanne Reidner, Anieta Trame (Alt)

RPLS:

Richard Helton

SHLS:

Andrea Witthoft, Susan Yallaly (Alt)

Others Present:

 

LCLS:

Leslie Bednar, Juliette Douglas, Harriett Zipfel (Alt)

LTLS:

Jan Ison, Pat Boze, Ramona Rollins, Donna Schaal

RPLS:

Bev Obert, Doris McKay, Mike Syzmkoski

SHLS:

Ellen Popit, Traci Edwards, Christine Fine

ILS:

Greg McCormick and Lawren Tucker

Audience:

Maria Dent, Sandra Hayes, Janet Hicks, Kay Marshall, Gisa Powers, Lacy Wright, Diane Yeoman

Topic

Process

Start Ups:
Welcome
Purpose
Desired outcome
Agenda/Additions?

Bev Obert welcomed the Planning Panel at 12:50 and apologized for late start time (orig. 12:30).

There were no additions to the agenda.

Minutes of December 2, 2010 Meeting

Minutes of December 2, 2010 as amended. (PDF)

Linda McDonnell noted that Susan’s correct name was ‘Mendelsohn’, not ‘Middleton’ and that ‘meeting as much as possible’ should be changed to ‘meet as much as possible’.
JoAnn Nabe moved and Tom Turner seconded the motion to approve the minutes as amended.
The vote was 13 Ayes, 1 abstention.

Panel members comments from members

Report from Panel & Cooperation Today Comments (PP Doc. 2.10.11 B) (PDF)
SHLS—Marian Albers noted that there had been several questions regarding membership criteria. She had explained to those concerned that criteria are needed for the new system to operate.
RPLS—Val Green reported that school libraries not part of the LLSAP are asking what is the benefit for them in the new system if we don’t offer consulting and CE. Schools are not allowing staff to go to CE and can’t meet the education criteria. They don’t want to lose membership so we need to be clear on what benefits will be.
LTLS – none
LCLS – Diane Steele noted the LCLS members’ concern of small libraries being reduced to a lesser membership level or eliminated from membership completely. There is a fear factor regarding the new standards, particularly regarding the education requirements.
Val Green mentioned that budget restrictions and not offering training will make it more difficult for people to obtain training.
Ellen Popit indicated we haven’t gotten a lot of comments on Cooperation2day and criteria is going to impact membership so we need to encourage members to read the documentation.

Status of Due Diligence

Discussion item at this point in the meeting – action items for the proposals will be after public comment.
Tom presented the Transition Board document from LGM. Board makeup is based on number of libraries in combined systems (1131 total: 39 academic, 231 public, 260 school, 65 special) while also meeting legal requirement for 51% public library trustees. The transition board will be composed of existing system board members and terms will end 6/30. Each system should submit nominations to LGM by 2/24 meeting when Planning Panel will approve members.
Marian asked how soon transition board will be in place. Tom said Transition board would be in effect March 1 and will operate in conjunction with Planning Panel during the transition period.
JoAnn asked what will the two do? The Planning Panel will develop documents, the Transition Board will spend, hire director, conduct the board election, etc. The Transition Board will operate under the same agreement procedures as Planning Panel.
Juliette asked if LGM has discussed the audit required by individual systems in August. That discussion has not yet happened.

Intergovernmental Agreement v.2.1
(PP Doc 2.10.11 D) (PDF)

Tom indicated this is similar to a document developed by the northern system process. It’s been reviewed by Phil Lenzini, lawyer, and is ready for system boards’ approval. Once approved, it will go to ISL. ISL has already seen a preliminary copy.
Elaine asked Lawren if the ISL thought the document was ok. He said yes, if it is similar to the northern systems’ intergovernmental agreement.
Action on this document will be taken during committee reports section of the agenda.

By-Laws of New Organization v 4.1
(PP Doc 2.10.11 E) (PDF version posted with the agenda) (PDF of Phil Lenzini revisions)

Tom Turner reported on changes made in the Bylaws document, by LGM, during the morning meeting. There are additional revisions suggested by Phil Lenzini and an addendum on electronic meetings (PDF) in compliance with the Open Meetings act to be added. The newest version was posted on Basecamp prior to the meeting and will be re-posted on Cooperation Today (tomorrow), with these additional revisions:

Page 1, Article 3 – modified to say “and other counties that may be associated with the System in the future”

Page 7, Section 7 – the listed “Order of Business” section will be replaced with “Standard Order of Business will comply with the Open Meetings Act”

Page 6—Change “Standing Committees (other than Nominating Committee)” to “Standing Committees (other than Nominating Committee for the Board of Directors)” for clarification

Page 8, Article VII – add ”or equivalent professional credentials” to the qualifications.

Val indicated a small issue, that Article 6 is not centered like the rest. Allen asked what does equivalent professional credentials mean for the Executive Director qualifications? He thinks it leaves the door wide open. Bev indicated it is a consideration for international applicants. Lawren, when asked, indicated “professional” may not agree with the legal language. The description of the Executive Director qualifications, p. 5 of Intergovernmental Agreement, agrees with the legal requirements and needs to match the language in the Bylaws. This wording will be changed. The “Meetings via Electronic Means” addendum (PDF) will be added to the Bylaws, with the numbering organization of ‘J’.

Action on this document will be taken during the committee reports section of the Agenda.

System Membership Criteria v5
(PP Doc 2.10.11 F)

Tom Turner reported on changes to the Membership Criteria document made in the morning LGM meeting. This is a challenging document, there have been many concerns expressed about the criteria. The goal is to meet standards set by the state while also trying to accommodate members who have issues meeting the new criteria. The committee discussed the following changes:
Appendix C, p. 9: Staffing, third paragraph, change to “…hire, they can remain at full status two years upon proof that they advertised. A third year…”
Action on this document will be taken during the committee reports section of the Agenda.

Strategic Plan
(PP Doc 2.10.11 G)

Tom Turner reported on changes to the Membership Criteria document made in the morning LGM meeting. This is a challenging document, there have been many concerns expressed about the criteria. The goal is to meet standards set by the state while also trying to accommodate members who have issues meeting the new criteria. The committee discussed the following changes:
Appendix C, p. 9: Staffing, third paragraph, change to “…hire, they can remain at full status two years upon proof that they advertised. A third year…”
Action on this document will be taken during the committee reports section of the Agenda.
Val Greene reported for the committee, highlighted changes committee had made to the Strategic Plan based on comments from the survey.
Strategic Direction II – change Goal 2 to read “Seek funding opportunities to expand local, regional and statewide service.” Add Goal 3 – Leverage system resources to support services.
Strategic Direction IV – Change Goal 3 to read “Identify services that would be more cost effective to provide as a group or negotiate with vendors to offer those services.”
Strategic Direction VI – Change Goal 3 to read “Provide opportunities to network and share services and strategies which enhances education and the promotion of libraries.”
Next task is to go back to the list of suggested services, from surveys, and see what can be included in this document.
The committee will also work on putting together some elements of the Plan of Services. They need to discuss this with the fiscal officers to match the budget proposal with the plan of service.
Juliette indicated due diligence documents includes current years budgets and lists all current staff and salary ranges. However, current plan of service of each system is not part of due diligence.
Val indicated the committee will need current plan of service from each system. Nina indicated some wording inconsistencies in the document.
Action on this document will be taken during the committee reports section of the Agenda.

Resource Sharing Plan v 4
(PP Doc 2.10.11 H)

Karen Bounds presented the changes to the Resource Sharing document.
Page 4, 3.a)1) add “A member library is expected to provide 60% or more of local circulation to their card members.” Also, remove last sentence in that paragraph
Page 4, 3.a)2) add “No library is expected to lend more than 15% of total circulation to cardholders of another single library.” Also, remove last sentence in that paragraph.
Bev had some questions about consistency in those statements. Marian asked f you are one of those libraries that are loaning more than 15%, do you have the right to refuse? How are you going to enforce? Do you call the library? JoAnn Name indicated it is up to the local board. The wording needs to be clearer.
Ellen indicated that the document includes statements that indicate what libraries are expected to do. We know it is difficult to enforce. If it happens, it is up to a local library to address it.
Allen asked about card-issuing vs. home library wording – needs to be consistent. The committee will revise during the break.
Action on this document will be taken during the committee reports section of the Agenda.

Name of New Organization

Ellen asked everyone to review the names we’ve already received, from the surveys. Eliminated from the list were any names with ‘southern,’ ‘downstate,’ ‘central,’ ‘lincoln,’ and words from current systems. The procedure for soliciting more names was discussed. Val said we need to include ‘library system’ for legal reasons. Tom said the LGM committee wanted to suggest “four rivers library system”. LGM would like name suggestions by February 24th from system membership and boards. Local system boards and the Planning Panel are going to choose the name and asked the system directors to submit 5-7 names at the February meeting.
Allen suggested that if we have a hand show vote now we may eliminate some from the list. The names were voted on, with the following names being approved for additional consideration by a majority count.

  • Between the Rivers Library System BRLS
  • Big Bluestem Library System
  • Crossroads
  • Heart of Illinois Library System
  • Land between the Rivers (Ohio & Mississippi)
  • Pioneer Trails System
  • White Oak Library System (state tree)
  • Four Rivers Library System

Public Comment

Lacy Wright asked that the Planning Panel consider changing the reciprocal borrowing billing period (Resource Access Policy) from 6 weeks to 8 weeks. Eight weeks is not enough time to try and collect from the patron. Ellen asked if better to use the phrase ‘timely fashion’ but Lacy indicated 8 weeks would be more definite.
Gisa Powers stated that she likes the four rivers library system name.
Kay Marshal thought that ‘between four rivers’ might describe the area.
Sandi Hayes asked if membership criteria includes ‘grandfathering’ of current directors. What happens if directors can’t meet critera in 5 years? Tom Turner pointed out that all system members will be grandfathered into the new system and Appendix C indicates new criteria should be met only when there is a change of director.
Break at 2:17.

Report from Subcommittees

Legal, Governance & Membership

  • Transition Board Make – Up
  • Intergovernmental Agreement v2.1
  • By-Laws of the New Organization 4.1
  • Membership Criteria v 5

A motion was made by Marion, second by Val, to approve the Transition Board Makeup document. During discussion, Allen stated he wanted to be recorded that he thinks the 1 board position for academics will marginalize academic libraries. In the entire state, there will only be 2 academics on any system board. Tom indicated that some board members can be dual representatives from multiple libraries.

There was discussion about whether the new board can change the bylaws to allow different representation. This group is trying to get a transition board in place – a new board can make changes. Elaine and Diane stated that once a new entity is in place and has a board seated, it is their responsibilities to determine what the vision is for the new organization; this is not cast in stone.

The motion to adopt the document passed unanimously (Ayes – ALL)

A motion was made by Allen, second by Tom, to refer the Intergovernmental Agreement (PDF) to the system boards for comment and approval. There was no additional discussion. The motion passed unanimously (Ayes – ALL).

A motion was made by Tom, second by Val, to refer the newly-revised ByLaws (PDF)to the system boards for comment and approval. Tom then amended the motion to include the Resolution on Electronic Meetings document (PDF)as an addendum, Val agreed to this amendment. In additional discussion, Marian asked if the change regarding the wording on counties was to allow for other systems or libraries joining. It was indicated this wording would make this a possibility. The motion passed unanimously (Ayes – ALL).

A motion was made by Tom, second by Nina, to refer the newly-revised Membership Criteria to the system boards for comment and approval. This needs to be done for the March Planning Panel meeting. The motion passed unanimously (Ayes – ALL)

Tom indicated that the LGM committee plans to work on the following at their next meeting: ISL Plan of Service Application, hiring a new director, organizational chart, job descriptions, and personnel policy.

Delivery

Leslie indicated the Delivery Committee had met with its working group in January and the goal for the Delivery Committee is to determine the best process going forward.

Elaine discussed these components being worked on:

  1. Prior to 7/1/2011, would like to initiate a delivery schedule based on volume. Largest libraries, with largest volumes, will still get 5 day a week delivery. For the remainder: Receives 500+ items or more per week = 4 day, 300-499 = 3 day, 50 -299 = 2 day, less than 50 on demand/mail/. This is the base starting point.
  2. In order to plan for revisions, need counts by delivery drivers of items in/out of each library on routes. Will have to be changed as data changes, Right now based on FY 2010 numbers.
  3. CAT (Community Access Terminal) will be where several libraries in a community can form a CAT and increase their frequency of delivery by increasing the volume delivered to a single site. A letter will be sent to the libraries offering this opportunity – not predetermined by the system. Libraries would be responsible for formation and must remain a CAT for a year.
  4. DOG (Delivery on the G0). Libraries will be asked to presort and bundle for others who come later on delivery routes. This could be implemented soon.
  5. The delivery point needs to be as close to the door as possible. That will minimize driver time spend at each stop. It will be a requirement for keys and access codes be given to system. If not this, have an alternate drop spot or drop box. School deliveries, unless controlled by volume, will all be delivered to school office to save time. Drivers will identify libraries that can improve their delivery access. Letters will go to the library from the current executive director.

Jan asked if the Delivery Committee report will be posted to basecamp and if it could be voted on for implementation. Also, has the committee looked at outsourcing.

A motion was made by Elaine, second by Diane to take delivery recommendations (PDF)to local boards for comment and approval. The motion passed unanimously (Ayes – ALL)

The committee will continue its work by making a budget recommendation soon. It was noted that the current buildings are paid for and that as the LLSAPS merge delivery patterns will change.

Resource Sharing
Resource Sharing Plan v 4

Resource Sharing committee reviewed their revisions to the Resource Sharing Plan, which included the following changes:
Page 3, 2b and page 4, 3e change time from 6 to 8 weeks.
Page 4 3e move subsections 1 and 2 to 2b on page 3.
Consistently use card issuing/home library.
Page 4 3a and b change “restrict access” to “restrict reciprocal borrowing”.
The motion was made by Diane, second by Nina, to take the Resource Sharing Plan, with revisions (PDF), to local boards for comment and approval, with a March deadline. The motion passed unanimously (Ayes – ALL)

Karen indicated further work for the committee includes asking LLSAP group for budget information as well as a possible state grant to help LLSAPs migrate to a new platform.

The committee asked that LGM work on a grievance policy for libraries and personnel to bring grievances to the new entity.

Strategic Planning
Strategic Plan

The motion was made by Valerie, second by Linda to take the Strategic Plan, with revisions, (PDF)to local boards for comment and approval by February meeting. The motion passed unanimously (Ayes – ALL)

Val indicated the committee is going to look at combined budgets, services to see where money comes from, and surveys to see if we will meet membership wishes.

Jan asked that ISL prepare the plan of service documentation as soon as possible so we can work on preparation.

Public Comment on Committee reports

Allen asked who is discussing to be sure we are in compliance regarding personnel. Are there any dates for possible layoffs, etc. Jan indicated the four directors have some basic beginning assumptions but are not ready to discuss yet. The directors want to be as fair as they can and want to offer Cobra. Closing systems may take longer than June 30. Looking at personnel policies. System directors are trying to lead this. Appreciate everyone who has stayed with the systems. Goal is to not disrupt people as much as possible while looking at budgets in a different way.

Juliette said there is no time period that employees have to get notified.

Kay Marshall loves the delivery plan, please include limitations on weight in delivery containers

Doris did put up agenda on coop2day with links to all documents.

Agenda items for next meeting

Jan explained there will be a two-day meeting on 2/24 and 2/25. It will be a working meeting, with times for committee breakouts, large panel meetings, evenings perhaps. After discussion, the group indicated this format:

2/24 – start at 10-12 with committees, lunch, panel 1-2, committees 2-4, panel 4-6, free evening.

2/25 – start at 9-11 with panel. Holiday Inn asks us to be done by 11:30. Hotel rooms will be in Country Inn & Suites.

Val asked in the interest of the public let the time of the public action be specified, so we are in compliance with the open meetings act.

Meeting and Facilitation Review

Plus++++
Allen said documentation was very good

Jan said northern systems not having this rich discussion it’s important that our panel is multi-type.

Tom said we don’t always get along but there is still comradery—we all want the same thing.

Diane indicated this is the place to voice opinions.

Done early

Good public input

Lunch great

Deltas—-
Remember markers and paper

Upon motion by Elaine, second by Diane, the meeting was adjourned at 4:08.

 

(PDF version)

Planning Panel Minutes for 12.02.2010 Final version

February 17th, 2011 Comments off

Planning Panel Minutes for 12.02.2010 Final version (PDF)

Planning Panel Agenda for 2.10.2011

February 8th, 2011 Comments off

Southern System Planning

Thursday, February 10, 2011

Knights of Columbus Hall

1501 West Fayette Avenue
Effingham, IL 62401-1972
(217) 342-6565

10:00 AM – 4:30 PM

Meeting Purpose

The purpose of this meeting is to further the work of the panel toward the
Goal/Outcome as approved by the individual system boards.

Desired Outcomes of Planning Meeting — By the end of the meeting:

  1. Review and approved minutes of December meeting,
  2. Received comments and questions from the members.
  3. Update on the status of the Due Diligence work.
  4. Received, revised and accepted the following documents for consideration by the local system boards
    • Transition Board Make-up
    • Intergovernmental Agreement
    • By-Laws of the new organization
    • Strategic Plan
    • Resource Sharing Plan
    • Membership Criteria
  5. Considered reports from the subcommittees
    • Strategic Plan
    • Legal, Governance and Membership
    • Delivery
    • Resource Sharing
  6. Agree on a strategy for the February 25 & 26, 2011 meeting.

Agenda February 10, 2011

Topic Process Who Time
Subcommittee Meetings     2 hours

10:00 am

Lunch on Site     30 min.

12:00 pm

Start Ups:

Welcome

Purpose

Desired outcome

Agenda/Additions?

Review

Check for agreement

Panel

F: Bev

R: Leslie

5 min.

 

(12:30 pm)

Minutes of December 2, 2010 Meeting Approve (PP Doc. 2.10.11 A)

Motion / Vote

Panel

F:Bev

R: Leslie

5 min

(12:35 pm)

Panel members comments from members Report from Panel & Cooperation Today
Comments (PP Doc. 2.10.11 B) (PDF)

Q & A

Next Steps

Panel

F: Bev

R: Leslie

10 min.

(12:40 pm)

Status of Due Diligence Report from System Fiscal Officers

Comments

Questions

Next Steps

Fiscal Officers

Panel

F: Jan

R: Bev

10 minutes

(12:50 pm)

Transition Board Make-Up

(PP Doc 2.10.11 C) (PDF)

Review

Questions

Revise

Action to be taken during committee reports in order to allow for Public
Comment

LGM Present

Panel

F: Leslie

R: Jan

20 minutes

(1:00 pm)

Intergovernmental Agreement v.2.1

(PP Doc
2.10.11 D) (PDF)

Review

Questions

Revise

Action to be taken during committee reports in order to allow for Public
Comment

By-Laws of New Organization v 4.1

(PP Doc
2.10.11 E) (PDF)

Review

Questions

Revise

Action to be taken during committee reports in order to allow for Public
Comment

System Membership Criteria v5

(PP Doc
2.10.11 F) (PDF)

Review

Questions

Revise

Action to be taken during committee reports in order to allow for Public
Comment

LGM Present

Panel

F: Jan

R: Ellen

20 minutes

(1:20 pm)

Strategic Plan

(PP Doc 2.10.11 G) (PDF)

Review

Questions

Revise

Action to be taken during committee reports in order to allow for Public
Comment

Planning Comm.

Panel

F: Ellen

R: Bev

20 minutes

(1:40 pm)

Resource Sharing Plan v 4

(PP Doc 2.10.11
H) (PDF)

Review

Revise

Action to be taken during committee reports in order to allow for Public
Comment

RS Comm.

Panel

F: Bev

R: Leslie

20 minutes

(2:00 pm)

Break

15 min.

(2:20 pm)

Name of New Organization Review Considerations developed by System
Directors

Review/eliminate options

Agree to next steps to determine name at 2.25-26 mtg

Panel

F: Ellen

R: Bev

15 min.

(2:35)

 

Public Comment   Audience

Panel

F: Leslie

R: Bev

15 minutes

2:50 pm)

Report from Subcommittees

Legal, Governance & Membership

o Transition Board Make – Up

o Intergovernmental Agreement v2.1

o By-Laws of the New Organization 4.1

o Membership Criteria v 5

Action Items – Motion; Discussion Vote (PP
Docs 2.10.11 C-F)

Report

Q & A

Next Steps

Panel

R: Bev

20 minutes

(3:05 pm)

Delivery Report

Q & A

Next Steps

Panel

R: Leslie

20 minutes

(3:25 pm)

Resource Sharing

Resource
Sharing Plan v 4

Action Items – Motion;
Discussion Vote (PP Docs 2.10.11 H)

Report

Q & A

Next Steps

Panel

R: Ellen

10 minutes

(3:45 pm)

Strategic Planning

Strategic Plan

Action Items – Motion; Discussion Vote (PP
Docs 2.10.11 G)

Report

Q & A

Next Steps

Panel

R: Jan

10 minutes

(3:55)

Public Comment on Committee reports Comments

Q & A

Panel

F: Jan

R: Ellen

Audience

10 minutes

(4:05pm)

Agenda items for next meeting List items

Clarify

Agreement

Panel

F: Jan

R: Bev

15 minutes

(4:20 pm)

Meeting and Facilitation Review Plus/Delta   5 minutes

(4:25m)

Agenda in PDF format.

Join us in Effingham!

February 7th, 2011 Comments off

February is a good month to learn more about the Southern Systems merger process, and a great time to join your colleagues in Effingham for planning panel meetings!  The Southern Systems Planning tab on this site will lead you to names and contact information for planning panel members, System-specific data and reports, official documentation from the merger process, and much, much more!  All posts related to the merger are designed for your input, and posting a response is easy.

This month’s planning panel meetings are:

  • Thursday, February 10, 2011, 10 a.m. – 4:30 p.m. at the Effingham Knights of Columbus.  Topics included on the agenda are a review of proposed by-laws, membership standards, resource sharing plan, and membership standards.
  • Friday, February 25 – Saturday, February 26, 2011, (time TBD), at the Effingham Hilton Garden Inn.  A final agenda will be posted soon.

__________________________________

Draft Membership Standards

January 28th, 2011 Comments off

The Planning Panel working on the southern Illinois library System merger have put in many long hours crafting an organization that supports its members and provides necessary library services such as talking books, materials delivery and library automation software.  This merged “super” System will only be as strong as your participation and involvement in critical matters, and we have reached a juncture that necessitates member input.  Draft membership standards have been submitted to members of all four southern library Systems (Lewis & Clark Library System, Lincoln Trail Libraries System, Rolling Prairie Library System and the Shawnee Library System) for comment.

Please review the proposed standards, along with a comparison of the proposed standards to any comparable guidelines in Illinois laws or administrative rules, and the most current edition of Serving our Public.  We compiled the comparison as a guide for members evaluating the proposed standards.  All current library system members will be grandfathered into the new super system, with membership status as defined in Appendix C of the proposed standards.

There are several options for response:

  • Post a comment on CooperationToday
  • Contact any member of the Planning Panel
  • Attend Planning Panel meetings and provide feedback directly to the Planning Panel [the next meetings are slated for February 10 (Effingham Knights of Columbus), and February 25-26 (Effingham Hilton Garden Inn)].  Agendas have not yet been posted.
  • Contact me (lesliebednar@lcls.org |   618/656.3216, x120)

Thanks very much for your time and consideration,
Leslie Bednar   |    Executive Director, Lewis & Clark Library System

Categories: Features, Southern System Planning Tags:

Delivery Committee Meeting Agenda 1.21.2011

January 20th, 2011 Comments off

Joint Delivery Working Group/Committee Meeting
Southern Systems Group
Friday, January 21, 2011
Helen Matthes Library, Luttrell Room
100 East Market Avenue
Effingham, IL
10:00 a.m. – 3:00 p.m.
AGENDA

Participants: Marian Albers, Faith Jones (SHLS)
Dick Helton, Chris Jenkins (RPLS)
Allen Lanham, Bob Towner (LTLS)
Ron Coleman, Brook Weber (LCLS)
Recorder: Doris McKay (RPLS)
Coordinator: Leslie Bednar (LCLS)
I Welcome
II Introductions
III Impact of community delivery on the delivery system
IV Impact of the newly recommended volume rates, geography and LLSAP on delivery
V Number of drivers currently working at each system and whether they are full- or part-time
VI Number of stops per day (currently)
VII Estimate of possible staffing needs with suggested changes
VIII Delivery to border libraries and other anomalies
IX Public comment

PDF version

Planning Process Document V 4.0 9.13.2010

January 14th, 2011 Comments off

Planning Process Version 4.0 posted in Basecamp on 9.13.2010 (PDF)

Resource Sharing Subcommittee Minutes from 8.30.2010

January 12th, 2011 Comments off

Resource Sharing Subcommittee Minutes from 8.30.2010 (PDF)

Categories: Resources Tags: ,

Resource Sharing Committee Agenda for January 14, 2011

January 12th, 2011 Comments off

Resource Sharing Committee Meeting

Southern Systems Planning Panel


Friday, January 14, 2011

Knights of Columbus, Effingham
1501 W. Fayette Avenue
Effingham, IL

10:00 a.m.—3:00 p.m.

Documentation:

Draft Resource Sharing Policy
Draft Interlibrary Loan Policy
Basic Philosophy Document from LLSAP Managers
Issues and Consideration from Jan Ison
Outcomes:

1.       To review the work done to date by the LLSAP working group and the Resource Sharing Committee.

2.       To begin the draft of a plan that will merge the work of the LLSAP managers with the work of the Resource Sharing committee and indicate to membership the scope of resource sharing in the new entity.

a.       What does resource sharing look like to the membership as a whole?

b.      How are responsibilities of Resource Sharing shared?

  • Draft Resource Sharing Policy
  • Draft ILL Policy

c.        How is Resource Sharing Implemented?

  • LLSAP (regionally)

o   Policies
o   Participation
o   Funding
o   Other

  • Statewide
  • Globally

3.       To review and edit documents created to date by the resource sharing subcommittee.

4.       Identify areas of further consideration for the resource sharing subcommittee and establish a working timeline.

PDF Version

Minutes for the 11.10.2010 Meeting of the Planning Panel

January 4th, 2011 Comments off

Minutes of the November 10, 2010

Southern System Planning Panel

Place:

Decatur Public Library
130 N Franklin
Decatur, IL

Date:

November 10, 2010

Attending:

LCLS: Linda McDonnell, JoAnn Nabe, Dianne Steele, Elaine Steingrubey (Alt)
LTLS: Allen Lanham, Nina Pals, Rosanne Reidner
RPLS: Val Green, Richard Helton, Amy Ihnen, Mary Ann Pohl (Alt),
SHLS: Marian Albers, Karen Bounds, Tom Turner, Susan Yallaly (Alt)

Absent:

LCLS: Ron Coleman, Harriett Zipfel (Alt)
LTLS: Rochelle Funderburg, Scott Drone-Silver (Alt), Anita Trame (Alt)
RPLS: Brenda Larison (Alt), Nina Wunderlich
SHLS: Arlene Dueker (Alt), Andrea Witthoft

Others Present:

LCLS: Leslie Bednar, Juliette Douglas,
LTLS: Jan Ison, Pat Boze, Ramona Rollins
RPLS: Bev Obert, Doris McKay, Mike Syzmkoski
SHLS: Ellen Popit, Traci Edwards

ISL: Anne Craig and Lawren Tucker

Audience: Ann Adkesson, Debbie Campbell, Jan Dungey, Sarah Garley, Sandra Hayes, Janet Hicks, Deanne Holshouser, Libby Letterly, Susan Mendelsohn, Joan Rhoades, Suzy Saunders, Nancy Simpson, Cheryl Soerensen, Miranda Sowers, Lacey Wright, Diane Yeoman.

Introductions began at: 1:30 pm following meetings of the Subcommittees and a tour of the Rolling Prairie Library System headquarters.

Agenda Item Discussion and Decisions

Start Up
Welcome
Review of Purpose and
Desired Outcomes
Agenda/Additions
Approve Minutes of
October 13th Meeting
Affirm changes to planning document

Bev Obert started the meeting with introductions and welcome to everyone, asked everyone to please sign in, hoped everyone got a tour of RPLS.
Additions to agenda: future meeting dates
Minutes of the Oct. 14 meeting had no corrections, Val moved to accept, second by Diane, approved.
V. 6 Planning Process document (pdf) is now out with additions to timeline.
Discussion on member vote in February – if system boards approve resolution to dissolve, need to get information out to members. Should we remove member vote from the timeline? Is it a check on progress being made? LTLS put out the dissolution for comment and should have a good idea of the membership’s perspective by the end of the month. It’s not a vote but a ratification of what we’re doing. Tom said LGM committee recommended that’s what we do – ratification by members in the timeline instead of ‘vote’.
Timeline is to have resolution to ISL by 2/1 and it seems backward to have the member vote after that date. Also, members need to have some answers. Dissolution resolution has to be done by Feb. 1 – then give members the option to ratify what has already been passed by the systems. March 1 will be the new deadline for ratification by members. Tom made the motion, Karen 2nd, unanimously approved.

Report on Issues/
Concerns from
Members

Jan facilitated discussion of C2Day comments from members about the timeline and finances. Some concern expressed by members asking what happens if they vote ‘no’. General discussion followed about planning panel members going out to members to explain financial reality, offering to assist in delivering the message about scaling back on expenses. An explanation is needed by system to individual library boards about what is happening.
LCLS Because of economics, no funding, some of systems have reluctantly eliminated consulting, may have to look at resource-sharing & delivery for potential cuts as well.
LTLS Some comments on what it will cost, would like to keep consulting, intergovernmental agreement to hire consultants? Some are unaware of what is going on, as much as we try not all libraries paying attention to the process.
ShLS is publicizing something every week – so far no comments
RPLS Commitment to visiting boards. In talking to libraries, question they have is ‘will this thing work’?
The sooner we all start thinking as ‘one entity’ then we will all be the same. When we do that, we can continue to provide good services, have a foundation for going forward.

Communication
Discussion
Review of SP&D
session

Bev reviewed recent SP&D meeting, session about communications emphasizing that communication is crucial. Our communication is being done through C2D. Key issue is systems have to merge and focus on delivery and LLSAP. Stakeholders – library members, boards, users, SOS, ISL, elected officials, local officials, library associations, vendors, anyone who touches the system is a stakeholder – we have to know what they want. They have to know if it’s going to work, what services they will have – they want straight information. Officials want to be elected, with happy library users, important to save dollars. Members want to know how it will affect them, have to make sure that we as individuals and panel can communicate clearly. If we do it right they won’t notice a change. It’s important to update groups as much as possible, assure/disseminate progress made so far, set up meetings with libraries to discuss process. May not hurt to involve media, let them know what is going on/why, what we’re trying to do. Need to put out to wider media – but we don’t a lot of detail to put out right now.

Report from
Subcommittees

Strategic Plan

Val presented info about the Strategic Planning survey, The committee spent a lot of time reviewing results, noticed that schools lowest in response, ShLS lowest response rate, public libraries highest response rate. Comments numbered in the hundreds, tried to pull best wording from the survey. Key terms for mission were: sharing of resources, enable libraries to provide better service, communication of library agencies. Committee developed a beginning draft mission: community of multitype libraries developing partnerships and sharing resources in pursuit of excellent service. Mission came about quickly, still working on vision/values for next meeting. Customer satisfaction was the highest value.

Jan gave a powerpoint of many of the survey responses – % by system, % by type of library, pop surveyed, majority 3-7500. Delivery data is interesting – libraries under 500 population ok with 2 day, 4 day/wk is least popular. One of the things the committee wants to do is a press release, give number who responded, state that the systems merging are compatible. Jan thinks this is a really comprehensive response. Need to include more comments – if the powerpoint goes on C2D, people may not understand context. Usually when you put out results of surveys, it says ‘majority’, ‘minority’ – make it clear in the powerpoint if comments are ‘majority, few, etc.’.

If there is a weakness in the survey, it’s how we received data about a vision statement. We have to go back to the survey more than once to help us figure out the vision. In structuring the vision of what we’re going to do, don’t want to leave out other services we should offer. Would like feedback from other groups – visions for future years may allow us to build on the two priorities – want to include what’s important.

Legal, Governance &
Membership

Bev indicated the committee is presenting discussion, not recommendations. There will be a ‘Board Representation’ document put up, for voting at next meeting. This is Option 4, with 15 members:
2 Public Library Trustees from each system board
2 Public Librarians
3 School Librarians
1 Special Librarian
1 Academic Librarian
Best option for serving the new area with 260 schools, 231 publics, 65 specials, 38 academic. Committee will propose process for appointing the first year board and for staggered terms thereafter. Document will be on Basecamp.

Headquarters discussion: Committee thinks the best geographically logical location is Effingham if central office is needed. Final decision will be made by the new board and is depending on selling of buildings. Recommending that we stay in current building until sold, look at possibility of leasing space, etc.

The committee also revisited the due diligence issue – finance managers have put info on CD but it will be uploaded on C2D with a new tab added to site, in pdf format. Documents should be sent to: Doris McKay.

The committee will refer other ‘contract’ issues to committees for discussion: OCLC & E-resources – to Resource-Sharing and recommend that the RS committee keep those in place
Plinkit – to Strategic Planning, recommend to keep in place as long as possible
IMRF – don’t have the problems we thought, will have some rules we will have to look at but will likely recommend not dropping IMRF.
Discussed membership but no decisions. Looking at tiered situation for membership (staffing issues, inequity with size, finances, have to look at some tiering of membership)
Timeline for possible new Board – will have better idea in December but may want them appointed earlier.
Question about how will we get new board members – committee is looking at a possible structure.
Committee also developing draft documents – search committee, bylaws, etc. for new board.

Resource Sharing

JoAnn indicated committee reviewed previously approved LLSAP capital reserve accounts document. RS committee is asking LLSAP working group to clarify some of the language, will have that for the next meeting. The committee reviewed survey data, were pleased resource-sharing was so high as a value. The RS committee discussed the possibility of two-tiered resourcesharing plan as well. The next task is to look at Resource Sharing policies of all four systems, hope to have a draft document ready for review for the next meeting. In answer to question at the end about what tiered membership means, Ellen said in relation to membership with resource-sharing access– that there might be a two-tiered resource-sharing standard. Two-tiered membership might include who would be required to do reciprocal access (special library collections), etc. In regards to actual membership, some of the small libraries don’t have resources to hire/meet standards, need to look at membership standards, two-tiered approach.

Delivery

Allen said committee reviewed past work, steps forward , continue to have some discrepancies of data across systems. Instead of 5 day, looking at 4 day as highest frequency. Any library receiving 500+ items weekly would get at least 4 day/week. 300-500 3 day weekly, 50-299 2 day, mail for those under 50. The committee continues to look at community dropoff, which favors highest volume in community. Preference to deliver to site with most volumes but libraries could decide. If dropoff is insufficient, multiple dropoffs would be considered. The committee is also developing materials for an RFP for a commercial vendor – cost quote – quality and quantity. They have another meeting planned with the working group to determine possible routes, no overlap on borders. Also looking at cross-over routes of vans, might be consequence if libraries close and don’t tell us. Dick talked about the US Mail option box which at a media rate is mailed at a half-price rate. The committee is discussing implementing change to 4,3,2, day and mail delivery in January, to see how things work out. Who pays return mail cost is not yet decided. Also if funds are flat-lined, perhaps everyone will have to pay something for delivery. Know that big libraries may require 5 day/wk, will look at this in the next meeting. Academic libraries have been mailing to patrons – each system also may mail now. Is there concern that this might slow the return of material? Libraries might hold on to material, instead of spending money on boxes. As far as an idea of number of routes, vans, drivers, the committee needs more data, library by library what volume has been. Last time mentioned 3 hubs, word is there may not be any new money, don’t have money to move building hubs until they all get sold. Allen: all committees need to meet together, with the building/hub issue.

Public Comment on Committee reports

– Comfort level at how everyone is working together. How counting 500 coming or going only? Both ways
-How are you defining community dropoff? What are you using for volume – last year’s? How often assessing – using 2010 figures, will reassess yearly? Community hubs could be school or public – or several places within the community. One with the highest volume. Community dropoff – multiple towns? Still looking at all options while trying to cut costs.
-Issue raised at ILSDO – archives of all data that needs to be retained as systems consider merge. Financial – no money for headquarters? What happens to past systems archival material?

Timeline of Key
Milestones

Delivery will give ‘progress’ report in December, due diligence documents discussed.
Feb. 1 – dissolution to ISL
March 1 – ratification
April 4 – ISL application, intergovernmental agreement
June 1 – area&per cap grant application due
Add date of new board? Feb/Mar at latest

Agenda items for next
meeting

Dates for next meeting
Dec. 2 at LTLS
Discussion about January-doing a vtel for planning panel, separate vtels or phone calls at other times May have to look at a 2-day meeting to finish up everything. Aren’t going to get done otherwise. ½ day com/pp, ½ day comm./pp – January meeting? Planning a face to face with vtel on hold? Would like to meet in person, working with maps, etc. Directors will send out poll for dates

December meeting agenda items:
New Board decision – solidification – discuss tasks of new board?
What Resource Sharing will look like in the new system?
Draft of strategic plan – mission, vision, values
Finance piece – need to know what money we will have & plan – who will handle it.
RS/delivery groups will need to decide – before finances can be determined, also tied to hiring exec. dir
If we wait too long for Exec. Dir hire, have to handle employees, benefits, etc. Discussion of buildings? What happens if buildings are sold, if we become a new entity, who gets liabilities and assets – new entity.
Will current system/directors stay in effect until July 1? Yes, even with new board/hire
Strategic Planning committee may merge into developing annual plan, as result of what they are doing
New board has intergovernmental agreement with four existing boards – plan of service runs through June 30? Have to take a look at how this will all be handled. Need information on intergovernmental agreements that should be in place

Meeting and
Facilitation Review

Plus:
Accomplished lot in subcommittee
2 hour subcommittee helps
Report backs are useful
Document list was helpful (what was needed)
Appreciate ISL reps coming to meeting
Lunch was good

Delta:
More time for subcommittees

(PDF) version.

Minutes for the 10.13.2010 Meeting of the Planning Panel

January 4th, 2011 Comments off

Minutes of the October 13, 2010

Southern System Planning Panel

Place:

Lewis & Clark Library System
6725 Goshen Road
Edwardsville, IL

Date:

October 13, 2010

Attending:

LCLS: Ron Coleman, JoAnn Nabe, Dianne Steele, Harriett Zipfel (Alt)
LTLS: Allen Lanham, Nina Pals, Rosanne Reidner,
RPLS: Val Green, Richard Helton, Mary Ann Pohl (Alt), Nina Wunderlich
SHLS: Marian Albers, Arlene Dueker (Alt), Tom Turner, Susan Yallaly (Alt)

Absent:

LCLS: Linda McDonnell
LTLS: Rochelle Funderburg, Scott Drone‐Silver (Alt), Anita Trame (Alt)
RPLS: Amy Ihnen, Brenda Larison (Alt)
SHLS: Karen Bounds, Andrea Witthoft

Others Present:

LCLS: Leslie Bednar, Juliette Douglas, Elaine Steingrubey (Alt)
LTLS: Jan Ison, Pat Boze, Ramona Rollins
RPLS: Bev Obert, Doris McKay, Mike Syzmkoski
SHLS: Ellen Popit, Traci Edwards, Christine ine

ISL: Ann Craig and Vandella Brown

Audience: Vince Nicholas Bennyhoff, Stacy Bond, Susan Carr, Chris Dawdy, Horst Driesner, Anita Driver, Edie Elliott, Judy Groom, Janet Hicks, Larry Jones, Cheri Schuler‐Faust, Sherry Highley, Tina Hubert, Kay Marshall, Susan Mendlesohn, Sue Pearson, Julia Pernicka, Michelle Petersen, Peggy Pick, Jill Pifer, Donna Vesper, David Voyles, Lacy Wright, Jan Zuke

Introductions began at: 1:10

Agenda Item Discussion and Decisions

Start Up
Welcome
Purpose
Desired Outcome
Agenda/Additions?
Approve Minutes of
September 14th Meeting

Leslie Bednar facilitated the introductions. Leslie asked if there were any additions to the agenda. No additions were made.

Approve Minutes of September 14th Meeting

Leslie asked if there were any changes to the September 14, 2010 minutes. Andrea Witthoft was absent and Scott Drone-Silver’s name was misspelled. Diane Steele moved and Tom Turner seconded the motion to approve the minutes with the requested changes. The motion carried.

Task: Change the minutes and post to Basecamp and Cooperation2Day.

Report on Issues/
Concerns from
Members

Ellen Popit facilitated the reporting on issues and concerns from members.

LC: JoAnn reported that members are concerned about the location of the new system building, how much money will be saved by the merger, having consulting at the local level, what services there will be for non‐LLSAP members, loss of autonomy, and that small library concerns won’t be heard.

LT: There were no new concerns.

RP: Members are concerned that Cooperation Today is not being kept up-to-date. Other concerns include autonomy of libraries and that outside facilitation may be needed.

SH: Concerns are similar to LC: buildings, future money needs, and how to plan ahead.

Report on meeting with ALS Board and status of Northern Merger Process

Jan and Bev reviewed their visit to the Alliance Board meeting. They presented an overview of the southern system’s merger process and the progress made so far. An invitation to join the southern systems was extended. They were not asked a lot of questions and found the board very non-committal. There was a discussion on whether the panel should send an invitation to join the southern systems to each of the other systems. Another option would be to talk with colleagues from other systems. Suggested asking ISL to list the address for Cooperation Today in their weekly newsletter to keep everyone informed.

Bev updated the panel on the progress of the northern systems. Their planning panel is in place with four members from each system (director and 3 board members). They have created three committees: communication, future of library systems, and governance. FIO Partners has been selected as their consultant. Their panel is depending on the consultant to do a lot of the work for them. The formal agreement made by the northern libraries is non-binding.

Cooperation Today Comments

There were two comments on Cooperation Today: (1) Couldn’t find the updated planning process document and (2) Statements supporting library systems.

Nina Wunderlich noted that not everything is getting published to Cooperation Today. Our member libraries aren’t getting enough information. It was decided that minutes, flipchart notes, approved subcommittee minutes, the updated planning process document, and any other type of definitive information should be added to the site. The panel agreed that suggestive information not be added to Cooperation Today. The panel would like to add a place on the site for questions.

Report on fiscal data requested at
August 12 meeting

System fiscal officers Juliette Douglas (LCLS), Ramona Rollins (LTLS), Mike Szymkoski (RPLS) and Christine Fine (SHLS) reviewed assets, liabilities, and fund balances as of June 30, 2010.

Fiscal Data:

SHLS – Governmental funds only
Assets: 1,500,000
Liabilities: 200,000
Fund balance: 1,300,000

RPLS– Governmental funds only
Assets: 900,000
Liabilities: 200,000
Fund balance: 700,000

LCLS – Governmental funds only
Assets: 738,700
Liabilities: 100,400
Fund balance: 638,900

LTLS – Governmental funds only
Assets: 584,600
Liabilities: 76,700
Fund balance: 507,935

SHW– Proprietary Fund
(no separate account for automation)
Assets: 43,000
Liabilities: 600
Fund balance: 42,400

RPLS– Proprietary Fund
(Interprise fund computer development)
Assets: 847,000
Liabilities: 16,000
Fund balance: 831,000

LCLS– Proprietary Fund (Gatenet)
Assets: 401,000
Liabilities: 37,300
Fund balance: 364,000

LTLS– Proprietary Fund
3 funds—Automation, Cooperative service fund (training), Automation
equity fund (charge for ports)
Assets: 947,881
Liabilities: 35,890
Fund balance: 911,991

No capital assets are included in the governmental figures but they are in the proprietary figures. Panel members asked for current building appraisal amounts: RPLS $410,000, LTLS $500,000 (no formal appraisal
has been done), SHLS $1,800,000, LCLS $2,000,000 (no formal appraisal has been done). Diane thanked the fiscal officers of each system for presenting the information in an understandable way. There was a round of applause.

Outside Expertise/Facilitation,Legal, Financial, Transportation

The directors developed a report to explain when outside help might be needed and presented it to panel members. They feel it is important that expertise is obtained in a fiscally responsible manner. Future needs may include a facilitator, fiscal expertise, legal advice, transportation expertise, and others. The process is going well now but directors may need to be more involved and unable to facilitate in the future. Subcommittee, directors, or the planning panel would write a brief proposal of what expertise is needed and the requirements for the expertise. Proposals would be brought to the panel for approval with at least 2 potential contractors. Cost estimates should also be included. Once the panel approves the proposal, the group that presented the proposal is authorized to select the contractor with an agreed upon dollar amount. System directors agreed to put together a small list of potential contractors in various subject areas.

The document recommends using per capita percentage to divide costs. It was proposed that the panel agree to share costs equally and that the revised “Outside Expertise” document be taken to system boards for approval. Nina Wunderlich made the motion and Rosanne Reidner seconded. Passed unanimously.

Task: System directors will make a small list of potential contractors.
Task: Change the document “Outside Expertise” to share costs evenly and post on Basecamp.

Report from committees

Report from committees
Strategic Plan

Val gave an update on the survey. The committee missed the projected distribution date but is still on target for receiving the results. The current version will be sent out tomorrow to system directors to debug with the final version out within two weeks. Please encourage member libraries to complete. Subcommittee needs listserv addresses from each system with an estimate of the number that will complete the survey. Survey participants will have two weeks to complete the survey.

Task: Committee needs listserv addresses from each system and the number subscribed.

Committee asked for suggestions on how to make the survey successful. Allen suggested sending out an email announcing the coming of the survey including the amount of time it will take. Also suggested saying it will take 10 minutes instead of 15 to get a better response rate. Tom encouraged everyone to get planning panel updates out to their members. All boards should be getting reports on panel activities. The committee plans to meet before the next panel meeting to work on survey results so they can be presented at the November meeting.

Allen is worried that people won’t know what LLSAP stands for. There was discussion on whether i‐Share libraries will answer yes to the LLSAP question. Jan is going to make changes so it will be clear.

Break

Legal, Governance & Membership

Tom explained that due to State Library’s timeline, each system board has to make a resolution to dissolve and merge into the new system at their November or December board meetings so the board minutes can be approved in January. The resolution will be posted to Basecamp tomorrow. The subcommittee feels that the interim board needs to be in place by April so that a director and central office staff can be hired by May.

A list of due diligence information will be posted to Basecamp by Friday. This list is to be completed by December 31, 2010. All information will be burned to cds and distributed to system directors and panel members. The committee feels that it is not necessary to have an outside person analyze the information since information revealed will not stop the merger process. The panel is going to have conference calls before the next meeting to put together a list of decision points with assigned time frames.

Timelines:
List of Assets: Due Dec. 1, 2010
Due Diligence information: Due Dec. 31, 2010
Resolution: Due February 1, 2011
Member vote to ratify merger: Feb or March, 2011
If needed—Intergovernmental Agreements between systems: Due April 4, 2011
Application to Merge: Due April 4, 2011
Bylaws and Plan of Service: Due May 2, 2011
Annual Per capita and Area Grants: Due June 1, 2011
Marian asked if the makeup of the new board was decided. So far the committee has discussed a 15 member board. The law requires that the majority of board members be from public libraries. There would be two public library board members from each system for a total of 8. The other 7 positions are still being discussed. One suggestion is to have 1 large library, 2 academics, 2 schools, and 2 specials. The subcommittee has had discussions about having an interim board for the first year. One of the next recommendations will be the location of the new system headquarters.

Tom read the resolution: We, the board of _____System, do resolve that the _____ System will terminate effective June 30, 2011. Furthermore, we resolve to merge into a new single system that includes Lewis and Clark Library System, Lincoln Trail Libraries System, Rolling Prairie Library System, and Shawnee Library System, effective July 1, 2011.

It was proposed to take the resolution to system boards for approval. Tom Turner made the motion and Diane Steele seconded. Motion passed.

Resource Sharing

Nina stated that the committee has an advantage since the LLSAP managers have been meeting regularly. LLSAP managers presented the resource sharing committee with two documents for approval: “LLSAP Basic Philosophy” and “LLSAP Capital Reserve Accounts”. Both documents were approved by the committee. The basic philosophy document will be the cornerstone for the resource sharing committee. The LLSAP managers group will be adding someone from each system to their working group.

Jan suggested adding an additional sentence to the second bullet in the capital reserve document that the new board will determine the amount of system funding allocated to LLSAPs. It was also suggested to add “LLSAP” before the word “governance”.

Allen Lanham motioned to add “LLSAP” before the word “governance” to the second bullet in the capital reserve document and to add a second sentence: “Additionally, the new system board will determine the amount of system area and per capita funding that will be allocated to support LLSAP services.” Diane Steele seconded the motion. Motion passed.

Task: Make changes to the document “LLSAP Capital Reserve Accounts”.

Delivery

A map was projected showing various levels of delivery frequencies. Marian explained there is more work to be done in determining what volume constitutes high, medium and low. A working group made up of delivery staff from each system met via telephone conference. Dick commended them on their work and felt it was a good exchange of ideas. Ideas for cost savings, vehicle maintenance, vehicle age and size were discussed. One suggestion was to sell advertising space on delivery vehicles. Everyone agreed they need bigger vans or box trucks. They discovered that every system does things pretty much the same with some differences in sorting.

The committee suggests having three hubs to save overhead on a fourth building. Possible hub locations might be Benton, Tuscola, and the Highland area. A November meeting will be held with delivery staff and drivers to see if they think it is feasible. Low volume libraries may end up having materials delivered through the mail. The committee is also looking at sorting in the library to streamline delivery of items. The possibility that some drivers could drive directly to one location and back has also been discussed. Having one stop for a town has also been discussed. Other libraries in the community would have to pick up their delivery at the drop off location. Shawnee has a teamster’s union contract and may need legal advice on how to handle that contract. Nina W. asked if schools are considered braches in a town? The answer is yes. Allen stated that the three hub locations were proposed without the knowledge of where a system might reside.

Public Comment on Committee reports

Comments

Jill Pifer—Will delivery information be given to the committee ahead of time so they can be ready? Marian replied that they will send the maps to them in the next couple of days so they can study them.

Kay Marshall—Have you mapped out which deliveries run out of which hubs? Dick replied that is what the working group is going to do. Allen stated they just needed to put something on the table to start.

Tina Hubert— Thank everyone for generosity of time given. When talking about what information to share, she thinks that real information like the zillane comparison document should be included. Not recommendations but factual information only. Tina suggested a resource section on Cooperation Today where factual information used to make decisions is posted.

What committee is doing the budget? LGM committee is responsible. What happens if we don’t meet our deadline dates? Allen answered that everyone keeps going.

Tina Hubert reminded the panel that systems may have to do per capita grants separately if deadlines are not met.

Diane Steele made the motion that if we don’t meet the deadlines, we will keep going. Rosanne Reidner seconded. Passed unanimously.

Elaine Streingrubey thanked ISL for sending the document with guidelines and dates and thanked committees for taking on this project.

Anita Driver asked about the board makeup. Bev replied that it hasn’t been decided yet. We know it will be 15 members and the majority must be public library trustees (8). The other 7 positions are still being decided. Jan asked that the word “rotation” not be used.

Jill Pifer asked what committee is responsible for naming the new system. LGM committee is responsible. A suggestion was made to put a question on the survey for name ideas.

Joan Roads doesn’t think naming the system should be a contest—just suggestions. She is surprised how far ahead we are compared to the north. Thinks the north’s process is difficult due to night meetings and the fact that everyone is at difference locations.

Maria Dent: Agreed with Joan on how far ahead we are.

LLSAP Funding & Reserves

Topic was covered in the fiscal reports.

Timeline of Key Milestones

Jan suggested that a visual chart of all timelines would be very helpful.
Everyone agreed.

Task: Combine all committee timelines into one document.

Juliette suggested adding a place to mark items as accomplished.

Agenda items for next meeting

Need to have more information about hiring an expert. Bev will revise the document and make a list of possible experts.
Reports on boards passing resolutions.
Review combined timeline.

Timeline needs to be added to Basecamp and Cooperation Today.

Meeting and Facilitation Review

Next meeting will be November 10 at Rolling Prairie Library System. The following meeting is be December 2, at Lincoln Trail Libraries System.

Plus/Delta
Plus:
Decisions were made
Committees accomplished a lot in morning
A lot accomplished
LCLS did a good job with meeting setup and food
Great Facility
Good that Anne and Vandella attended
Good audience size
Facilitators did a good job

Delta:
Need more committee time

Tasks for Facilitators:
Revise expert document and compile a list of experts
Get minutes out faster
Get more information up on Cooperation Today
Try to reorganize Basecamp
Work on upcoming meeting schedule

Anne invited everyone to the directors meeting tomorrow at Lincoln Library in Springfield.

Ron Coleman made a motion and Diane Steele seconded to adjourn the meeting at 4:35 p.m.

(PDF) version.

Draft Minutes for the 12.02.2010 meeting of the Planning Panel at Lincoln Trails Libraries System.

December 30th, 2010 Comments off

Southern System Planning

Thursday, December 2, 2010

Place:

Lincoln Trail Libraries System
1704 West Interstate Drive
Champaign, IL

Date:

December 2, 2010

Attending:

LCLS: Ron Coleman, JoAnn Nabe, Dianne Steele, Harriett Zipfel (Alt)
LTLS: Rochelle Funderburg, Allen Lanham, Nina Pals, Rosanne Reidner, Anita Trame
RPLS: Richard Helton, Amy Ihnen, Mary Ann Pohl (Alt), Nina Wunderlich
SHLS: Marian Albers, Karen Bounds, Tom Turner

Absent:

LCLS: Linda McDonnell
LTLS: Scott Drone-Silver (Alt)
RPLS: Val Green, Brenda Larison (Alt)
SHLS: Arlene Dueker (Alt), Andrea Witthoft, Susan Yallaly (Alt)

Others Present:

LCLS: Leslie Bednar, Juliette Douglas, Elaine Steingrubey (Alt)
LTLS: Jan Ison, Pat Boze, Ramona Rollins

RPLS: Bev Obert, Doris McKay, Mike Syzmkoski
SHLS: Ellen Popit, Traci Edwards, Christine Fine

ISL: Anne Craig and Lawren Tucker

Audience: Eleanore Brown, Judy Groom, Marsha Grove, Sandra Hayes, Tina Hubert, Casey Jones, Beth Kent, Kay Marshall, Susan Mendelsohn, Joan Rhoades, Barbara Rhodes, Sarah S Sagen, Molly Scanlan, Diane Yeoman.

Introductions began at: 1:30 pm following meetings of the Subcommittees and a tour of the Lincoln Trails Libraries System headquarters.

Agenda Item Discussion and Decisions

Start Up
Welcome
Review of Purpose and
Desired Outcome
Agenda/Additions?
Approve Minutes of
November 10th Meeting

Jan Ison welcomed everyone to LTLS.

In reviewing the agenda there were no additions requested.

The minutes from the November 10th (PDF) meeting were reviewed.
Action on the November 10th minutes: Tom Turner moved that the minutes be approved. Marian Albers seconded the motion. The motion passed with all ayes. Nayes- none.

Report on Issues/
Concerns from
Members

Bev asked for comments received from the membership.

ShLS – Marian Albers reported that at the SILNET meeting that members expressed concerns about membership standards and and delivery. They also had questions about what would happen to the LLSAP if the system dissolved. Marian made the suggestion that the systems have a trustee day to discuss the entire process. Arlene at Kaskaskia CC would be willing to serve food. Ellen Popit addressed LLSAP concerns. Vtel to other systems. List to look at Vtel.

LCLS – Diane Steele was concerned that voting should not be consensus because of the important issues coming up. Recently in ratification. Nayes were not called for and there needs to be a Roll call vote.
Harriette, LCLS members concerned about loosing representation. May need a neutral person to help. Libraries are already hurting and feeling added costs due to lack of consultants in LCLS. The consequences to the libraries Diane Steele indicated that there were concerns about new board’s make up.

RPLS – Amy Inhen indicated that RPLS members felt that all Subcommittees’ minutes should all be posted on CooperationToday. Delivery committee members should be required to go on a route. The members also want CooperationToday updated more frequently. Panel was working well and members fears had been alleviated.

LTLS – Rosanne Reidner indicated that there had been no feed back on the dissolution.

Others
Dick Helton – Delivery committee had received Marsha Burgner’s email, and she was concerned about libraries having a choice in geographic communities for delivery.
Harriette Zipfel – Libraries are concerned about the added costs to the libraries because of Community Delivery and the need to allocate additional space for delivery. There is also concern about how Automation is funded differently in different systems, as how will we be serving the un-served? Will there be a statewide card?

Allen Lanham reported that he will be reporting to the ILA board on our process.

Marian Albers moved and Diane Steele seconded the motion that Allen Lanham be named as the Southern System Planning Panel liaison to the ILA board.

A voice vote was called: Ayes – all. Nayes- none. Abstentions -none.

Action on the roll call votes: Allen Lanham moved that all financial, policy and personnel matters be put to a roll call vote, and that all other votes be roll call when any member asks for a roll call vote. Ron Coleman seconded the motion.

A voice vote was called: Ayes – all. Nayes- none. Abstentions –none. The motion passed.

Mission, Vision and Values

Rosanne Reidner presented the draft of the Mission, Vision and Values and asked that it be taken to systems for comments. [See Mission, Vision and Values document. (PDF)]
~~~~~~~~~~~~~~~~~~~
MISSION: XXX is a community of multitype libraries developing partnerships and sharing resources in pursuit of excellent service.
VISION: We envision a future where all libraries & information partners collaborate to provide accessible & innovative services.
VALUES: We value–

Open access and sharing of resources.
Cooperation, collaboration and contribution among members & information partners.
Quality customer service.
Honest and open communications among stakeholders.
Respect and integrity in all interactions.
The diversity of our members and their communities.
Fiscal stability and accountability.
The protection of Intellectual Freedom and Privacy.
Innovation and creativity.
~~~~~~~~~~~~~~~~~~~

Rosanne asked for suggestions and/or contributions. She indicated that the information came from the survey and was presented in the way that the members categorized the values in the survey.

Action on the Mission, Vision and Values:

A motion was made by Diane Steele to take to the Mission, Vision and Values statement to the system boards for approval. Tom Turner seconded the motion. A voice vote was called: Ayes – all. Nayes- none. Abstentions –none. The motion passed.

New board structure and
tasks

Diane Steele presented for the Legal, Governance and Membership subcommittee the proposed structure for the new system board. The draft Board Structure document is available on Cooperation Today in pdf format.
Option 4 is the structure preferred by the Legal, Governance and Membership subcommittee. They will seek two public library trustees from each of the current system boards with at least one year remaining in their term. System submissions on Librarians, with no more than two from each system. The goal is to get a balance of representation from each of the systems. It was thought that perhaps there could be councils from geo areas which could communicate any questions and concerns to the new board.
First board 4 reps from 3 systems and 3 reps from one. The subcommittee looked at the representation of types of libraries : 261 schools, 231 publics 65 schools & 38 academics in selecting the representation for the new board. [8 public trustees (2 from each current system), 3 school librarians, 2 public librarians, 1 academic librarian, 1 special librarian]

Diane Steele moved Allen Lanham seconded the motion that the Proposal be taken back to the current system boards for approval.

There was an extensive discussion of the issues of serving on the new board. It was noted that everyone would need to be trust the new board and the people appointed. Roseanne Reidner asked if there was a discussion of size of library, and it was noted that it had been deliberately left out due to the legal limits imposed on the size of the board and the difficulty finding individuals willing to serve such a large area. Allen Lanham noted that as trustees it would be their responsibility to represent all types of libraries not just their own library. JoAnne Nabe noted that she had concerns about representation for small libraries, and noted that they need to volunteer to be on the board. Nina Wunderlich noted that proper representation depends on the people not necessarily the size of library. Jan Ison was concern that only one special and one academic were represented. She suggested that they eliminate the public librarians in favor of additional seats for the Academics and Specials. Jan would prefer that they not necessarily be librarians.

There was a discussion regarding whether the Legal, Governance and Membership subcommittee was seeking comments or ratification of the proposal. It was decided that the motion currently was to take this proposal to the system boards for approval. What about input? Vote down and the panel would have to start over. It was noted that it can’t be approved if they are making change. Nina Wunderlich noted that Legal, Governance and Membership subcommittee was hoping to have the board in place soon in order to hire an Executive Director. The motion was then amended to state that rather than asking the boards to approve the proposal that the Planning Panel get their reactions to the proposal and that the Planning Panel would be making a decision at the next meeting. Diane Steele so moved and Allen Lanham agreed to the amended motion.

The question on taking the Legal, Governance and Membership subcommittee’s proposal to the local system boards for comments with the intent of having the Planning Panel vote on the board makeup at the next Planning Panel meeting was called:
A roll call vote of all the members present was taken [Rochelle Funderburg was present and voted rather than Anita Trame (Alt), who was present and voted for LTLS earlier.] Ayes –all, Nayes – None, Abstaining – None. The motion passed.

Public Comment on: Mission,
vision and values; New board
structure and tasks

Comments

Leslie Bednar requested comments from the public in attendance.

Jan Rhoades noted that she felt that it is important to have Public librarians on the board.

Kay Marshall noted that on the board one special or academic is fine. Public trustees bring you the general public point of view. The public should have an opportunity to comment on the board makeup. Librarians should also be on the board.

Sarah S Sagen stated that it is difficult to get people involved and would like to encourage reaching out to small libraries to be represented on the board.

Report from committees

Resource Sharing

Ellen Popit noted that the Resource Sharing subcommittee had met twice.
Amy Inhen reported for the Resource Sharing subcommittee. Amy noted that Ellen had done a great job of merging the Resource Sharing and ILL policies from each of the four systems together, and that they had much more in common than not. The subcommittee hopes to have to the full panel the Resource Sharing and ILL mashups on basecamp by Christmas.
LLSAP managers reported on the process and interface to merge the automation systems together. The process is going well. The subcommittee heard further from the LLSAP managers regarding a description of what a shared system means. They also reviewed Jan Ison’s thought piece on LLSAPs. They looked at existing policies of all systems, including the format. They are using “responsibility of” structure for the documents.
Harriette Zipfel noted that the LLSAP policies may be an issue for legal review. Amy noted that there would be a need for the Legal, Governance and Membership subcommittee to review the grievance policies. Each of the systems have different practices for a reciprocal borrowing card.

Break

Delivery

Leslie Bednar noted that Delivery Committee has met twice. Dick Helton met via phone with the delivery supervisors, and the subcommittee hopes to have face–to-face meeting with the working group in two weeks. There are a lot of maps to look at. It has been decided that delivery drop-off centers should be called Regional Hubs rather than community centers, as they may be a pickup point for more than one town. In looking at the impact of Regional Hubs, it reduces the 400-500 stops to 250 stops. Delivery would be to Public libraries and others would come and pick up the materials. This would save time and gas. Allen Lanham noted that there would be several cases where due to the volume both the school and public would receive delivery. Delivery is also looking at mailing books to smaller volume libraries. Possibly having the system pay the postage on mailing the books. Determination of the cost of postage vs the cost of a delivery stop. Problems with drivers going to libraries that ARE closed and no one is at the library. Proposing fines on libraries ($50 min ) and costs to be determined by the system board. Warnings should be issued with no delivery until the fine is paid. The problems caused with delivery are often due to not having keys to some of the buildings. In order to get delivery the library must give driver a key or go before the board and ask for an exception. Possibly using keyed delivery boxes outside the building. Bids from delivery company to do delivery. Leslie is working on an RFP for delivery.
DOG – Delivery On the Go. – Route on to and mark in a special way, so that those books can avoid being handled twice and it means that a book can be delivered more quickly. Colored sheets to show the items are delivered on to another library later on the route. Banding books for several books going to the same location regardless of whether they are on the same route. Convenience points for delivery. Have the books near the door or at least on the same floor. 15-30 min per stop. Time saver. Marian Albers noted that for now there would be four delivery hubs, and they would be working at becoming more efficient. Harriett Zipfel reminded the subcommittee that in looking at an outside Delivery company; what about a no strikes. DOG is a good idea. Libraries need to be aware of the route. How do earlier libraries benefit? Banding books takes space. LCLS the drivers bring their own carts why is there an extra cart. Delivery area on the first floor. Allen Lanham resource for other libraries. Drivers are providing good service meeting and greeting staff and a minimal number of stops would make this more efficient. Marian Albers – try to save sorting time by doing what they can at the libraries. Nina Wunderlich asked about giving and getting the rubber bands. Non sticky tape was more of a problem. It works out over time. Diane Steele – Are there a lot of libraries that haven’t submitted keys? Consequences… are necessary. Bev Obert indicated that book drop boxes might be a solution to this problem for some libraries. Banding books. Rochelle Funderburg – You should offer an alternative to the key, as there may be liability issues associated with handing out keys. Educating the library public that libraries are not free. Here are what it costs to get this service. In response to Jan Ison’s question on delivery volumes being proposed, Leslie Bednar noted that based on the FY2010 library volume she had developed a map using Batch Geo and the suggested volume ranges for delivery indicated below.
Mail for 49 or less
50-299 2 days
300-499 3 days
500+ 4 days
5 days based on discretion of the delivery supervisor or the system. The result of use of Regional Hubs would reduce the number of stops down to 233 from individual stops of 568. The goal is to share this information with working the group to see if this makes sense.
Rochelle Funderburg left the meeting. Juliette Douglas – Consider if it is just one year, you may have lost your opportunity. Is it is forever, or is it the time to consider outsourcing.

Legal, Governance &
Membership

Nina Wunderlich reported for the Legal, Governance & Membership (LGM) subcommittee that they felt the Intergovernmental Agreement [pdf] was ready to take to a lawyer. Nina requested that the LGM subcommittee be authorized to hire Phil Lenzini to review this document as well as future documents such as bylaws, etc. for the subcommittee. Jan Ison pointed out that on page 4 it should say, planning panel, and that the Lincoln Trail zip code should be 61822.

Nina Wunderlich made the motion to authorize the Legal, Governance & Membership (LGM) subcommittee to hire Phil Lenzini. Rosanne Reidner seconded the motion. A roll call vote of all the members present was taken [Anita Trame (Alt) voted rather than Rochelle Funderburg, as Rochelle was not present.] Ayes –all, Nayes – None, Abstaining – None. The motion passed.

Nina noted that the LGM subcommittee planned to post the proposed membership criteria for public and academic libraries for public comment by Christmas. Bev is going to meet with a school representative from each system to get feedback before the school membership criteria are made available for public comment. It is hoped that they will be available in January. At that point it is agreed and sent to System Boards for review and posting to membership.

LMG would like to recommend that a working group of fiscal officers be created to develop and present financial information to answer the committee’s questions regarding the salary information for the system director, surplus property and procedures of disposal, and building operating costs. Allen Lanham requested that it be presented in a written format. Jan Ison requested that that information be made available to the entire planning panel, not just the LGM subcommittee.

The job description is being created and should soon be up in bootcamp as a draft.

This new entity needs a “Name”, so please consider this over the holidays.

LGM will be meeting by conference call in December.

Public Comment on Committee reports

Comments

Kay Marshall – Thanked the panel for their work.

Casey Jones – Are we able to get the service we’ve been getting? Are we looking at old solutions in regards to delivery? 19th century solutions to 20th century problems. Technology is downloading books. Have they thought about a regional download service instead of spending on delivery?

Marian Albers – We do Overdrive, but we still have 4,000 items per month that need to be delivered.

Joan Rhoades – DOG = We love it. We will change right away where the delivery driver walks to pick up our items. According to my co-director Carli gets5 day per delivery regardless of volume. Where is the parity?

Barb Rhoades – I know from experience that if you remove the word system from the name you will confuse people. Please disregard removing the word system. Consider an efficiency expert. We are turning a corner, the survey invited us to respond to what we remember. We don’t need what we had, hoping that you will be brave enough to take the next step. Next generation things that will need to be defined. Do we need consultants waiting at their desk. Do we need cataloging? How can we deliver services in a different way Hopes… don’t go back to what systems were. Deliver services in a different way.

Sarah Homer – We still have paper books. The new system will need to think about the future. Automated independently, we don’t have a community where we are likely to be able to expand to join a new LLSAP.

Judy Groom Freeport Lib – Visual maps of delivery are wonderful. Would like to see them posted for the public. Leslie Bednar indicated that when there was a proposal and when they were as clean and accurate as possible, they would be posted.

Tina Hubert, Six Mile Library, asks that you not sweat the details. Make them good enough, don’t worry about making them perfect. Don’t make yourselves crazy with the wording. You need to meeting as much as possible. There is a lot to be done. You have fabulous momentum. Don’t lose it. Thank you, you are doing a fabulous job. Delivery – recognize the huge change for the members. May increase costs on the other end. Once it is figured out, help along to visit as many of the libraries as possible. Help people to recognize the new ways of doing things.

Harriette Zipfel – Loved what Barb had to say. IL has been leader. Reinvent ourselves. Reestablish ourselves as a library leader and to become trailblazer. Need to gain energy and synergy—trailblazers. Maybe a good name.

Susan Middleson LCLC, personnel requirements should be left to the new Executive Director, who will make those appointments.

JoAnne Nabe– Kindle won’t participate in Overdrive.

Ron Coleman – the new Executive Director from should be from IL.

Rose Ann – Homer thanks everyone and encourages the posting of comments.

Jan Ison thanked the audience for the challenging us to think differently.

Review of Key Milestones

Bev asked, “Are we on track?”
Key milestones. – Progress. JoAnne Nabe was concerned that we might have trouble meeting the timeline.

What might we adjust?

We are ahead of the game even though we have a lot of work to do.

Desired outcomes for next
meeting

List items

Full panel will not be able to meet in January, so subcommittees will meet. Full panel will meet twice in February, early and late, probably in Effingham.

  • Thursday 10
  • Fri & Sat 25 & 26

Final action on board makeup, executive director job description, resource sharing, vision values, strategic directions, governmental agreement.

Jan sending out visions ahead for comments so can take to boards before our next meeting. Also on coop2day for public comment.

Rosanne thanked everyone for their comments. Encouraged all to watch coop2day and make comments.

Meeting and Facilitation Review

Plus/Delta
Bev – Intergovernmental agreement will be ready in January with the others in February on Basecamp.

Turn the heat on.

Public comments are very helpful.

Allen concern because of helter skelter of the documents in basecamp. Need to be more organized, perhaps color coded by committee. Staff time organizing for this board.

Dated – Advanced list helped. Notebooks and ready to go.

Karen – Project documents to be discussed on the screen, so that all will know what the document looks like.

Adjourn

At 5:02 Ron Coleman moved that the meeting be adjourned. Tom Turner seconded the motion. The motion passed with all ayes.

(PDF) version.

Delivery Committee Minutes for December 2, 2010 meeting.

December 30th, 2010 Comments off

Delivery Committee Minutes for December 2, 2010 meeting. (PDF)

Your Input Needed

December 23rd, 2010 Comments off

There are two documents that the Legal, Governance, Membership Subcommittee has worked on that need comments from the membership of the four southern systems. The first is the make up of the Transition Board (PDF) and the first full Board of the new System. Currently, the Transition Board will be appointed from members of the current system boards and will be in charge of selecting a director, adopting by-laws and policies and submitting the system area and per capita for the new system. Originally it was thought that the Transition Board could become the actual Board of the new System July 1, 2011. However, there will be an election in May where all system members will have the opportunity to select the new Board. Please comment with your thoughts on the distribution of trustees and librarians/representatives by library type that is being suggested.

The second document is one that many librarians have asked about. What will be the criteria for membership in the new system? What happens if my library does not qualify? The draft Membership Criteria (PDF) document begins to answer this question. The Subcommittee began with the draft criteria created by system consultants in early 2010. The draft criteria were slated to eventually become statewide criteria for all systems. The Subcommittee has reviewed this document, made changes to it based on input from school librarians and a study of current membership. In Appendix C there is information on levels of membership that spells out the process the new System will use for grandfathering in all current members of the four southern systems.

Your careful reading, study, and comments are needed by the Legal, Governance, Membership Subcommittee and the Planning Panel. Both of these documents are drafts but they need to be finalized in late February. The Subcommittee has worked hard to make these documents as equitable as they can. I know we all look at how things will impact our own particular library. I ask that as you study them think about how they will impact all the libraries in our systems and how they will guide the new System in the future.

Comments can be added to the documents on Cooperation Today, emailed to your System Director, or to members of the Planning Panel. [Because of issues with spammers, your comments do not automatically appear. If they fail to appear after two business days please contact Doris McKay for help.]

Beverly J. Obert, Executive Director, Rolling Prairie Library System

Proposed Membership Criteria

December 22nd, 2010 Comments off

The Legal, Governance and Membership subcommittee is requesting comments on the proposed membership criteria for the new system.
Please download the (PDF) document.

Proposed Illinois Library Systems map

December 16th, 2010 Comments off

Proposed Illinois Library Systems map ( pdf )

Categories: Resources, Southern System Planning Tags:

Mission Vision & Values

December 8th, 2010 Comments off

The Southern System Planning Panel accepted the following Mission, Vision, and Values for the new organization from the Strategic sub-committee.  This document is now available for public comment and for concept concurrence.  At the February, 2011 meeting the document with revisions, as appropriate, will be forwarded to the panel for approval.

Mission Vision Values

Survey of Membership Summary

December 8th, 2010 Comments off

The Southern System Planning panel conducted an extensive survey of the membership of the library systems from mid October 2010 to early November 2010. The response to the survey was outstanding and demonstrated the interest in the planned merger between the systems.  Over 750 people took time to participate in the survey.

Survey Summary

SD Memo 10-021 on System Mergers

November 29th, 2010 Comments off

The link below is the System Director’s Memo from the Illinois State Library regarding system’s merger.

SD Memo 10-021 – System Mergers

Agenda for the Southern Systems Planning Panel Meeting 12.2.2010

November 24th, 2010 Comments off

Southern System Planning
Thursday, December 2, 2010

Lincoln Trail Libraries System
1704 West Interstate Drive, Champaign, IL
Phone  217-352-0047

10:30 AM – 4:30 PM

Meeting Purpose
The purpose of this meeting is to further the work of the panel toward the Goal/Outcome as approved by the individual system boards.

Desired Outcomes of Planning Meeting
By the end of the meeting
Approved minutes of last meeting
Understand concerns and questions of members
Reports from the subcommittees

Strategic Plan

Endorse the mission, vision, and values for the new organization for distribution to the each system for member input and board action.

Legal, Governance and Membership

Endorse for distribution Board composition and selection process for distribution to the each system for member input and board action.

Delivery

Resource Sharing

Review a draft plan for Resource Sharing

Review the Timeline
A list of outcomes Items for the January Meeting

Agenda
Topic Process Who Time
Subcommittee Meetings & Tour

@ Lincoln Trail

2 hours

10:30 AM

Lunch and Meeting @ Lincoln Trail 1 hour

12:30 PM

Start Ups:

Welcome

Purpose

Desired outcome

Agenda/Additions?

Approve Minutes of November     10th Meeting

Affirm changes to planning document

Present

Check for agreement

Panel

F:Jan

R: Leslie

15 minutes

(1:30 pm)

Report on Issues/concerns  from Members Report

Q & A

Next Steps

Panel

F:Bev

R: Ellen

15 minutes

(1:45 pm)

Mission, Vision and Values Present Draft

Revise

Panel

F: Leslie

R: Jan

20 minutes

(2:00 pm)

New board structure and tasks Present Draft

Revise

Panel

F: Ellen

R: Bev

25 minutes

(2:20 pm)

Public Comment on: Mission, vision and values; New board structure and tasks Comments

Q & A

Panel

F: Leslie

R: Bev

Audience

20 minutes

(2:45 pm)

Break 15 minutes

(3:00 pm)

Report from committees
Resource sharing Draft Plan

Q & A

Next Steps

Panel

R: Ellen

15 minutes

(3:15 pm)

Delivery Report

Q & A

Next Steps

Panel

R: Leslie

15 minutes

(3:30 pm)

Strategic Plan Mission Vision Values – Agree, and send to individual system boards for concurrence

Report on other tasks

Q & A

Next Steps

Panel

R: Jan

10 minutes

(3:45 pm)

Legal, Governance & Membership Board Structure – Agree, and send to system Boards for review and posting to membership

Report on other tasks

Q & A

Next Steps

Panel

R: Bev

10 minutes

(3:55 pm)

Public Comment on: Committee reports Comments

Q & A

Panel

F: Leslie

R: Jan

10 minutes

(4:05 pm)

Review of Key Milestones Are we on track?

What might we adjust?

Agreement

Panel

F: Bev

R: Ellen

5 minutes

(4:15 pm)

Desired outcomes for next meeting List items

Clarify

Agreement

Panel

F: Ellen

R: Jan

5 minutes

(4:20 pm)

Meeting and Facilitation Review Plus/Delta Panel members 5 minutes

(4:25 pm)

(PDF) version.

Summary of FY 2010 Library System Annual Report LLSAP Annual Report

November 19th, 2010 Comments off

Summary of FY 2010 Library System Annual Report LLSAP Annual Report adapted from Appendix F of the zILLANE Study. (PDF)

Lincoln Trail Libraries System Audit for 2010.

November 19th, 2010 Comments off

Lincoln Trail Libraries System Audit for 2010. (PDF)

ShLS Delivery Sites and Contacts

November 19th, 2010 Comments off

ShLS Delivery Sites and Contacts (pdf)

LTLS Letter of Clarification to the ISL

November 19th, 2010 Comments off

LTLS Letter of Clarification to the ISL with regard to the FY2011 Per Capita Grants application. (PDF)

ShLS FY 2010 Library System Annual Report LLSAP Annual Report

November 19th, 2010 Comments off

ShLS FY 2010 Library System Annual Report LLSAP Annual Report adapted from Appendix F of the zILLANE Study.

RPLS FY 2010 Library System Annual Report LLSAP Annual Report

November 19th, 2010 Comments off

RPLS FY 2010 Library System Annual Report LLSAP Annual Report adapted from Appendix F of the zILLANE Study.

LTLS FY 2010 Library System Annual Report LLSAP Annual Report

November 19th, 2010 Comments off

LTLS FY 2010 Library System Annual Report LLSAP Annual Report adapted from Appendix F of the zILLANE Study.

LCLS FY 2010 Library System Annual Report LLSAP Annual Report

November 19th, 2010 Comments off

LCLS FY 2010 Library System Annual Report LLSAP Annual Report adapted from Appendix F of the zILLANE Study and an Appendix.

RPLS Letter of Clarification to the ISL

November 19th, 2010 Comments off

RPLS Letter of Clarification to the ISL with regard to the FY2011 Per Capita Grants application. (PDF)

Shawnee Library System Audit for 2010.

November 19th, 2010 Comments off

Shawnee Library System Audit for 2010. (PDF)

Lewis & Clark Library System Audit for 2010.

November 19th, 2010 Comments off

Lewis & Clark Library System Audit for 2010. (PDF)

ShLS Staffing for FY2011 as per ISL Per Capita Update.

November 19th, 2010 Comments off

ShLS Staffing for FY2011 as per ISL Per Capita Update. (PDF)

Proposal for the make up of New Board.

November 18th, 2010 Comments off

The Legal, Governance & Membership Subcommittee of the Southern Systems Planning Panel is seeking comments on the proposed make up of the new board. Please download the (PDF) document.

Southern System Planning Panel Flip notes for the 11.10.2010 meeting

November 17th, 2010 Comments off

Southern System Planning Panel Flip notes for the 11.10.2010 meeting (PDF) in Rolling Prairie Library System at the Decatur Public Library.

Southern Systems Planning Panel meeting Minutes for 11.10.2010

November 17th, 2010 Comments off

Southern System Planning

Wednesday, November 10, 2010

Place:

Decatur Public Library
130 N Frankin
Decatur, IL

Date:

November 10, 2010

Attending:

LCLS: Linda McDonnell, JoAnn Nabe, Dianne Steele, Elaine Steingrubey (Alt)
LTLS: Allen Lanham, Nina Pals, Rosanne Reidner
RPLS: Val Green, Richard Helton, Amy Ihnen, Mary Ann Pohl (Alt),
SHLS: Marian Albers, Karen Bounds, Tom Turner, Susan Yallaly (Alt)

Absent:

LCLS: Ron Coleman, Harriett Zipfel (Alt)
LTLS: Rochelle Funderburg, Scott Drone-Silver (Alt), Anita Trame (Alt)
RPLS: Brenda Larison (Alt), Nina Wunderlich
SHLS: Arlene Dueker (Alt), Andrea Witthoft

Others Present:

LCLS: Leslie Bednar, Juliette Douglas,
LTLS: Jan Ison, Pat Boze, Ramona Rollins
RPLS: Bev Obert, Doris McKay, Mike Syzmkoski
SHLS: Ellen Popit, Traci Edwards
ISL: Ann Craig and Lawren Tucker

Audience: Ann Adkesson, Debbie Campbell, Jan Dungey, Sarah Garley, Sandra Hayes, Janet Hicks, Deanne Holshouser, Libby Letterly, Susan Mendelsohn, Joan Rhoades, Suzy Saunders, Nancy Simpson, Cheryl Soerensen, Miranda Sowers, Lacey Wright, Diane Yeoman

Introductions began at: 1:30 pm following meetings of the Subcommittees and a tour of the Rolling Prairie Library System headquarters.

Agenda Item Discussion and Decisions

Start Up
Welcome
Purpose
Desired Outcomes
Agenda/Additions
Approve Minutes of
October 13 meeting
Affirm changes to
planning document

Bev Obert started the meeting with introductions and welcome to everyone, asked everyone to please sign in, hoped everyone got a tour of RPLS.
Additions to agenda: future meeting dates Minutes of the Oct. 14 meeting had no corrections, Val moved tp accept, second by Diane, approved. V. 6 Planning Process document is now out with additions to timeline. Discussion on member vote in February – if system boards approve resolution to dissolve, need to get information out to members. Should we remove member vote from the timeline? Is it a check on progress being made? LTLS put out the dissolution for comment and should have a good idea of the membership’s perspective by the end of the month. It’s not a vote but a ratification of what we’re doing. Tom said LGM committee recommended that’s what we do – ratification by members in the timeline instead of ‘vote’. Timeline is to have resolution to ISL by 2/1 and it seems backward to have the member vote after that date. Also, members need to have some answers. Dissolution resolution has to be done by Feb. 1 – then give members the option to ratify what has already been passed by the systems. March 1 will be the new deadline for ratification by members. Tom made the motion, Karen 2nd, unanimously approved.

Report on Issues/
Concerns from
Members

Jan facilitated discussion of C2Day comments from members about the timeline and finances. Some concern expressed by members asking what happens if they vote ‘no’. General discussion followed about planning panel members going out to members to explain financial reality, offering to assist in delivering the message about scaling back on expenses. An explanation is needed by system to individual library boards about what is happening.

LCLS: Because of economics, no funding, some of systems have reluctantly eliminated consulting, may have to look at resource-sharing & delivery for potential cuts as well.

LTLS: Some comments on what it will cost, would like to keep consulting, intergovernmental agreement to hire consultants? Some are unaware of what is going on, as much as we try not all libraries paying attention to the process

ShLS is publicizing something every week – so far no comments.

RPLS: Commitment to visiting boards. In talking to libraries, question they have is ‘will this thing work’?

The sooner we all start thinking as ‘one entity’ then we will all be the same. When we do that, we can continue to provide good services, have a foundation for going forward.

Communication
Discussion
Review of SP&D
session

Bev reviewed recent SP&D meeting, session about communications emphasizing that communication is crucial. Our communication is being done through C2D. Key issue is systems have to merge and focus on delivery and LLSAP. Stakeholders – library members, boards, users, SOS, ISL, elected officials, local officials, library associations, vendors, anyone who touches the system is a stakeholder – we have to know what they want. They have to know if it’s going to work, what services they will have – they want straight information. Officials want to be elected, with happy library users, important to save dollars. Members want to know how it will affect them, have to make sure that we as individuals and panel can communicate clearly. If we do it right they won’t notice a change. It’s important to update groups as much as possible, assure/disseminate progress made so far, set up meetings with libraries to discuss process. May not hurt to involve media, let them know what is going on/why, what we’re trying to do. Need to put out to wider media – but we don’t a lot of detail to put out right now.

Report from Subcommittees

Strategic Plan

Val presented info about the Strategic Planning survey, The committee spent a lot of time reviewing results, noticed that schools lowest in response, ShLS lowest response rate, public libraries highest response rate. Comments numbered in the hundreds, tried to pull best wording from the survey. Key terms for mission were: sharing of resources, enable libraries to provide better service, communication of library agencies. Committee developed a beginning draft mission: community of multitype libraries developing partnerships and sharing resources in pursuit of excellent service. Mission came about quickly, still working on vision/values for next meeting. Customer satisfaction was the highest value.

Jan gave a powerpoint of many of the survey responses – % by system, % by type of library, pop surveyed, majority 3-7500. Delivery data is interesting – libraries under 500 population ok with 2 day, 4 day/wk is least popular. One of the things the committee wants to do is a press release, give number who responded, state that the systems merging are compatible. Jan thinks this is a really comprehensive response. Need to include more comments – if the powerpoint goes on C2D, people may not understand context. Usually when you put out results of surveys, it says ‘majority’, ‘minority’ – make it clear in the powerpoint if comments are ‘majority, few, etc.’.

If there is a weakness in the survey, it’s how we received data about a vision statement. We have to go back to the survey more than once to help us figure out the vision. In structuring the vision of what we’re going to do, don’t want to leave out other services we should offer. Would like feedback from other groups – visions for future years may allow us to build on the two priorities – want to include what’s important.

Legal, Governance &
Membership

Bev indicated the committee is presenting discussion, not recommendations. There will be a ‘Board Representation’ document put up, for voting at next meeting. This is Option 4, with 15 members:
2 Public Library Trustees from each system board
2 Public Librarians
3 School Librarians
1 Special Librarian
1 Academic Librarian
Best option for serving the new area with 260 schools, 231 publics, 65 specials, 38 academic. Committee will propose process for appointing the first year board and for staggered terms thereafter. Document will be on Basecamp.

Headquarters discussion: Committee thinks the best geographically logical location is Effingham if central office is needed. Final decision will be made by the new board and is depending on selling of buildings. Recommending that we stay in current building until sold, look at possibility of leasing space, etc.

The committee also revisited the due diligence issue – finance managers have put info on CD but it will be uploaded on C2D with a new tab added to site, in pdf format. Documents should be sent to: Doris McKay.

The committee will refer other ‘contract’ issues to committees for discussion:
OCLC & E-resources – to Resource-Sharing and recommend that the RS committee keep those in place

Plinkit – to Strategic Planning, recommend to keep in place as long as possible
IMRF – don’t have the problems we thought, will have some rules we will have to look at but will likely recommend not dropping IMRF.
Discussed membership but no decisions. Looking at tiered situation for membership (staffing issues, inequity with size, finances, have to look at some tiering of membership)
Timeline for possible new Board – will have better idea in December but may want them appointed earlier.
Question about how will we get new board members – committee is looking at a possible structure.
Committee also developing draft documents – search committee, bylaws, etc. for new board.

Resource Sharing

JoAnn indicated committee reviewed previously approved LLSAP capital reserve accounts document. RS committee is asking LLSAP working group to clarify some of the language, will have that for the next meeting. The committee reviewed survey data, were pleased resource-sharing was so high as a value. The RS committee discussed the possibility of two-tiered resource-sharing plan as well. The next task is to look at Resource Sharing policies of all four systems, hope to have a draft document ready for review for the next meeting. In answer to question at the end about what tiered membership means, Ellen said in relation to membership with resource-sharing access– that there might be a two-tiered resource-sharing standard. Two-tiered membership might include who would be required to do reciprocal access (special library collections), etc. In regards to actual membership, some of the small libraries don’t have resources to hire/meet standards, need to look at membership standards, two-tiered approach.

Delivery

Allen said committee reviewed past work, steps forward , continue to have some discrepancies of data across systems. Instead of 5 day, looking at 4 day as highest frequency. Any library receiving 500+ items weekly would get at least 4 day/week. 300-500 3 day weekly, 50-299 2 day, mail for those under 50. The committee continues to look at community dropoff, which favors highest volume in community. Preference to deliver to site with most volumes but libraries could decide. If dropoff is insufficient, multiple dropoffs would be considered. The committee is also developing materials for an RFP for a commercial vendor – cost quote – quality and quantity. They have another meeting planned with the working group to determine possible routes, no overlap on borders. Also looking at cross-over routes of vans, might be consequence if libraries close and don’t tell us. Dick talked about the US Mail option box which at a media rate is mailed at a half-price rate. The committee is discussing implementing change to 4,3,2, day and mail delivery in January, to see how things work out. Who pays return mail cost is not yet decided. Also if funds are flat-lined, perhaps everyone will have to pay something for delivery. Know that big libraries may require 5 day/wk, will look at this in the next meeting. Academic libraries have been mailing to patrons – each system also may mail now. Is there concern that this might slow the return of material? Libraries might hold on to material, instead of spending money on boxes. As far as an idea of number of routes, vans, drivers, the committee needs more data, library by library what volume has been. Last time mentioned 3 hubs, word is there may not be any new money, don’t have money to move building hubs until they all get sold. Allen: all committees need to meet together, with the building/hub issue.

Public Comment on Committee reports

– Comfort level at how everyone is working together. How counting 500 coming or going only? Both ways

-How are you defining community dropoff? What are you using for volume – last year’s? How often assessing – using 2010 figures, will reassess yearly? Community hubs could be school or public – or several places within the community. One with the highest volume. Community dropoff – multiple towns? Still looking at all options while trying to cut costs.

-Issue raised at ILSDO – archives of all data that needs to be retained as systems consider merge. Financial – no money for headquarters? What happens to past systems archival material?

Timeline of Key Milestones

Delivery will give ‘progress’ report in December, due diligence documents discussed.
Feb. 1 – dissolution to ISL
March 1 – ratification
April 4 – ISL application, intergovernmental agreement
June 1 – area&per cap grant application due
Add date of new board? Feb/Mar at latest

Agenda items for next meeting

Dates for next meeting
Dec. 2 at LTLS
Discussion about January-doing a vtel for planning panel, separate vtels or phone calls at other times
May have to look at a 2-day meeting to finish up everything. Aren’t going to get done otherwise. ½ day com/pp, ½ day comm./pp – January meeting?
Planning a face to face with vtel on hold? Would like to meet in person, working with maps, etc. Directors will send out poll for dates.

December meeting agenda items:
New Board decision – solidification – discuss tasks of new board?
What Resource Sharing will look like in the new system?
Draft of strategic plan – mission, vision, values
Finance piece – need to know what money we will have & plan – who will handle it.
RS/delivery groups will need to decide – before finances can be determined, also tied to hiring exec. dir
If we wait too long for Exec. Dir hire, have to handle employees, benefits, etc.
Discussion of buildings? What happens if buildings are sold, if we become a new entity, who gets liabilities and assets – new entity.
Will current system/directors stay in effect until July 1? Yes, even with new board/hire
Strategic Planning committee may merge into developing annual plan, as result of what they are doing
New board has intergovernmental agreement with four existing boards – plan of service runs through June 30? Have to take a look at how this will all be handled. Need information on intergovernmental agreements that should be in place

Meeting and Facilitation Review

Plus:
Accomplished lot in subcommittee
2 hour subcommittee helps
Report backs are useful
Document list was helpful (what was needed)
Appreciate ISL reps coming to meeting
Lunch was good

Delta:
More time for subcommittees

(PDF) version.

ShLS Letter of Clarification to the ISL

November 16th, 2010 Comments off

ShLS Letter of Clarification to the ISL with regard to the FY2011 Per Capita Grants application. (PDF)

RPLS Audit for 2010

November 4th, 2010 Comments off

Rolling Prairie Library System Audit for 2010 posted in Basecamp on 10.6.2010. (PDF)

Due Diligence information given to the Legal, Governance & Membership Subcommittee

November 4th, 2010 Comments off

Due Diligence information given to the Legal, Governance & Membership Subcommittee in Basecamp on September 23, 2010. (PDF)

Southern System Planning Panel Flip notes from the meeting 9.14.2010

November 4th, 2010 Comments off

Southern System Planning Panel Flip notes from the meeting 9.14.2010 in Carterville, IL. (PDF)