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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

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

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

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.