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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 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.

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.

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.

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.

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.

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

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)

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.

__________________________________

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

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

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.

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)

Summary of School Membership Criteria for the Southern Systems

November 4th, 2010 Comments off

Summary of School Membership Criteria for the Southern Systems posted on basecamp 9/21/2010 for the Legal, Governance & Membership Subcommittee. (PDF)

LCLS Documents for the September Planning Panel Meeting.

November 3rd, 2010 Comments off

These are the six documents submitted by Lewis & Clark Library System which answered the five questions of the systems for the Planning Panel meeting in September.

  1. Finances: General information, Cashflow p1 , Cashflow p2.
  2. Number of Employees: LCLS Organizational Chart, Employees part 1, Employees part 2.
  3. What is the system still doing?(see #1)
  4. System Status (see #1)
  5. Physical Assets over $10,000 (see #1)

LTLS Demographics

October 27th, 2010 Comments off

LTLS Demographics (PDF) posted for the Strategic Planning Committee 9.13.2010

RPLS Demographics

October 27th, 2010 Comments off

RPLS Demographics (PDF) posted for the Strategic Planning Committee 9.9.2010

LLSAP Proposal 8.26.2010

October 27th, 2010 Comments off

The Southern System Automation Managers seek to develop an LLSAP proposal (PDF) for consideration by the Southern System Planning Panel Resource Sharing committee. This plan includes basic philosophy as well as options for the future.

Stategic Planning committee todo’s from 8.26.2010

October 27th, 2010 Comments off

Stategic Planning committee list of todo’s (PDF) from the August 26, 2010 Conference Call.

Categories: Resources Tags:

Current Mission,Vision,Values of the Southern Systems posted 8.20.2010

October 27th, 2010 Comments off

Current Mission,Vision,Values of the Southern Systems (PDF) posted for the Strategic Planning Subcommittee on August 20, 2010.

Strategic Planning Visual 8.3.2010

October 22nd, 2010 Comments off

This is a visual (PDF) posted for the Strategic Planning Subcommittee on August 3, 2010.

Anne Craig Memo 7.19.2010

October 22nd, 2010 Comments off

This is a memo (PDF) from Anne Craig on July 19, 2010 regarding “Responses to Questions Received About Restructuring Library Systems”.

System Director’s Memo 11-005

October 22nd, 2010 Comments off

This is the System Director’s Memo, 11-005, (PDF) from the Illinois State Library which specifies the restructuring documents and the timeline for merging the systems.

Southern Systems Summary Financial Data 7.17.2010

October 22nd, 2010 Comments off

Southern Systems Summary Financial Data (PDF) originally provided to the Southern Systems Planning Panelists on 7.17.2010.

Strategic Plan Survey

October 15th, 2010 Comments off

Library Systems in Illinois are faced with financial challenges that necessitate looking at every service offered by the system. The four Southern Systems (LCLS, LTLS, RPLS, SHLS) are in a collaborative planning process to develop a new structure for library cooperation.  We need your help by completing this survey in order for us to create a Strategic Plan.  The link to the survey is:

http://bit.ly/SouthernSystemPlanning

We are asking you the directors, staff, trustees, and agency administrators for input and direction as we re-envision a new future. This survey provides a key opportunity for the Southern System Planning Panel to learn what is important to you. Your responses to the survey will directly impact the Strategic Plan that is being developed. The survey results will be posted to Cooperation Today (www.cooperationtoday.org) and will inform the Planning Panel members as they develop of a service program.

Please complete this survey by November 1, 2010. Your help and thoughtful comments are invaluable to us.

Please share this survey widely.  We want as many people as possible to complete this.  It will take you approximately 10 minutes of your valuable time but we need your help.  Thank you.

Leslie Bednar, LCLS
Jan Ison, LTLS
Bev Obert, RPLS
Ellen Popit, SHLS

Planning Process – 7.16.10

July 20th, 2010 Comments off

Planning Process – Southern Systems
Version 2.0
Goal/ Outcome

By July 1, 2011 to create a new and revitalized cooperative library service organization that encompasses the libraries in southern Illinois that are part of the LCLS, LTLS, RPLS and SHLS library systems, as well as any contiguous libraries or library systems that wish to be part of this cooperative program.  The organization will support the primary resource sharing services for the people of Illinois including providing automation services and physical delivery.   During the process for creating a restructured program it is anticipated that the plan will address how to expand and enhance these programs as well as support other cooperative programs such as advisory and education services.  At the end of the development process it is anticipated that there will be one administrative organization formed by uniting the current organizations through a merger process.

Roles

Planning Panel – The planning panel is a group of representatives from the Library System Boards who will work together to create a new and revitalized cooperative library service organization.

  • Representatives from each of Boards of the Southern Systems
  • 4 representatives from each board plus a formal alternate
  • Panel as a whole should be multitype
  • Panel should represent the interests of the people of Illinois
  • Panel should represent the interest of all the libraries in the region
  • Panel needs to be open to new ideas and creative in its approach to cooperative activities.
  • Each System Planning Panel group is responsible for reporting issues from the System member libraries at each meeting.
  • Subcommittees of the Planning Panel will be created.  Those subcommittees may invite topic experts to assist them.
  • Panel may set up additional working groups as needed with composition of the group to be determined at the time of appointment.
  • Additional:

Process and Meeting Facilitators – The process and meeting facilitators for the Planning Panel will be the current directors and interim directors of the Southern Systems.

  • Jointly develop agendas
  • Serve as meeting conveners, facilitators and recorders
  • Be neutral in discussions
  • Act as resource staff for the Planning Panel but not during the time that they are facilitating or recording.
  • Respect each other and clarify processes prior to meetings so that they go smoothly
  • Meeting weekly or more to ensure that planning goes smoothly
  • Assist Subcommittees as appropriate

Proceedings Recorders — The proceedings recorders will be a designated staff member from each of the systems.  The recorders will utilize the notes that the meeting facilitators create and other notes to create formal proceedings notes for each meeting.

  • Jointly develop proceedings notes
  • Post proceedings on Cooperation Today website
  • Post proceedings on the BaseCamp project management site
  • Attend all meetings of the Planning Panel
  • Notes to be completed and posted no later than 5 working days following the meeting.

Tools:

  • Cooperation Today web site for the public posting of all formal documents and calendar of events (eg minutes,agenda, plans etc.)
  • BaseCamp for the project management part of the site
  • Adobe Connect for online meetings
  • Video Conferencing for online meetings
  • Conference Calls
  • Face to Face Meetings
  • Survey Tools (eg Survey Monkey)
  • Others as needed

Givens

  • Multitype Organization – Includes all types of libraries
  • Utilize an open and transparent meeting process

Assumptions

  • Every participant has an equal voice
  • All Meetings are open and in accordance with the Illinois Open Meetings Act
  • Members of the Planning Panel will participate in discussions
  • Members of the “community” will be provided an opportunity to comment during an open comment time.
  • We assume we are working in good faith
  • Systems will link documents from the Planning Panel through the System website
  • Planning Panel members will report to the local system board and back to the Panel on issues.
  • All new positions will be filled through a competitive process.
  • Any assumption made here is not set in stone.

Decision Making

  • The front line decision makers are the Planning Panel
  • The Planning Panel will operate by consensus for decision-making
  • Key milestones of the planning process will go to Boards for decision -making.
  • Ongoing decision makers are the Boards of the Systems
  • The ultimate decision makers are the member libraries.

Preliminary Decision Points

  • System Boards agree to enter into the process
  • System Board formally appoint 4 representatives from the system board and an alternate who may be a non board member to the Planning Panel.
  • Planning Panel develops a Strategic Plan that includes Mission, Vision, Values as well as strategic directions
  • Current System Boards approve Strategic Plan

Additional Decisions / Issues

  • Service program based on Strategic Plan
  • Determine the size and make up of board.
  • Staffing
  • Current Facilities
  • Bylaws
  • Budget and Funding
  • Geographic Boundaries
  • Create Subcommittees
  • Legal Consulting as needed
  • Financial Decision — allocate agreed upon costs should they occur

Timeline

  • July 2010 – Representatives at July 14, 2010 meeting recommend that the groups enter into a joint planning process
  • July 2010 – Systems Board ratifies the recommendations of the Board representatives and appoints representatives
  • November 2010 — Strategic Plan Approved by the Boards
  • July 1, 2011 – Restructured Organization begins

Complete Financial Data for Southern Systems

July 16th, 2010 Comments off