MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS

 

LINCOLN TRAIL LIBRARIES SYSTEM

 

 

 

DATE:          May 23, 2005

 

TIME:           7:00 P.M.

 

PLACE:        LTLS HEADQUARTERS, CHAMPAIGN, ILLINOIS

 

 

MEMBERS PRESENT:

 

                        Nina Pals, President.................................................. Altamont

                        James P. Quisenberry, Vice President...................... Urbana

                        Garold Eaglin, Secretary........................................... Marshall

                        Carolyn Adkins, Treasurer........................................ Charleston

                        Laura Barnes............................................................. Champaign

                        Rochelle Funderburg................................................. Champaign

                        Allen Lanham............................................................. Charleston

                        Susan McKinney......................................................... St. Joseph

                        Donna Miner.............................................................. Rantoul

                        Kathy Wickline.......................................................... Champaign

 

MEMBERS NOT PRESENT:

 

                        Paula Kaufman........................................................... Urbana

                        Sharron Kreider........................................................ Ashkum

 

 

OTHERS PRESENT:

 

                        LTLS Staff.................................................................. Champaign

                              Jan Ison, Executive Director

                              Pat Boze, Consultant

                              Kit Condill, Diversity Consultant

                              Donna Schaal, Consultant

                              Joe Sciacca, Consultant

                            Adrian Van Buskirk, Business Manager

                            Amy Weber, Consultant

                              Karen Wilkinson, Communications Manager

 

MINUTES OF THE MEETING OF THE LTLS BOARD OF DIRECTORS

May 23, 2005

 

President Nina Pals called the meeting to order at 7:00 p.m.  Roll call was taken with ten members present, two absent.

 

CONSENT AGENDA

 

The following Consent Agenda was presented:

 

A. Approval of Minutes of the April 18, 2005 Meeting

 

B. Approval of Treasurer¹s Report

 

€ Schedules of Checks

465 Check Nos. 45813 through 45893

465.1 Check Nos. 31979 through 32070

 

€ Schedules of Activity

465.2            Illinois Funds-Money Market Fund

465.3            The Illinois Funds-Prime Fund

465.4            BankIllinois Grant Account

465.5 Illinois Funds OCLC account

Investment Summary

Petty Cash Report as of May 5, 2005

 

Ms. McKinney moved to approve the Consent Agenda; Mr. Eaglin seconded the motion.  A roll call vote was taken:

 

Yes – Adkins, Barnes, Eaglin, Funderburg, Lanham, McKinney, Miner, Pals, Quisenberry, Wickline

No – None

 

PRESIDENT'S REPORT – none

 

DIRECTOR'S REPORT - Jan Ison

 

Ms. Ison reviewed the monthly executive director¹s, consultants¹, and statistical reports.  She talked about OCLC PromptCat, Monticello¹s Oral History Project, planning for Book Market on the Square to be held in August 2005, and the two-day Diversity Forum held in April.  She said that OCLC is preparing to announce the one billionth holding in WorldCat.

 

COMMITTEE REPORTS

 

Budget/Finance Committee

 

Ms. Adkins presented the following action items:

 

€Action Item No. 2005-24 Salary and Hourly Pay Grade Schedule Revision

 

In accordance with the recommendation of the 1995 LTLS Compensation Program study accepted by the Board, the staff reviewed the LTLS Salary and Hourly Pay Grade Schedule in relation to annual Consumer Price Index trends.  Since the April 2005 CPI indicates a 3.5% increase over the April 2004 CPI, the Budget/Finance Committee recommends adoption of the proposed revised Salary and Hourly Pay Grade Schedule below, which is based on a 3.5% increase of all salary and hourly pay grade mid-points.  The revised pay grade schedule will be effective July 1, 2005.

 

Pay Grade

Position

Minimum

Midpoint

Maximum

7

Executive Director

$ 59,725

$ 79,633

$ 99,541

6

Associate Director

$ 48,559

$ 64,745

$80,932

5

Consultant I

$  39,320

$ 52,427

$ 65,534

4

Consultant II

$ 31,608

$ 42,144

$52,680

3

Manager

$ 25,169

$ 33,558

$41,947

2

Database & Resource

 Assistant II

Office Assistant II

$  10.16

$  13.54

$  16.93

1

Office Assistant I

Database & Resource

Assistant I

Distribution & Maintenance Asst.

$  7.88

$  10.50

$  13.13

 

A roll call vote was taken:

 

Yes – Adkins, Barnes, Eaglin, Funderburg, Lanham, McKinney, Miner, Pals, Quisenberry, Wickline

No – None

 

€Action Item No. 2005-25 FY2006 Budget

 

The LTLS Budget/Finance Committee recommends that the FY2006 budget be approved. The FY2006

budget will be sent to the Illinois State Library on June 3, 2005 as part of the FY2006 System Area

and Per Capita Application.  (NOTE: Presentation of the estimated revenue is for information purposes only).

 

Fund

Expenses

Designations

Estimated Revenue

(Information Purposes Only)

General Fund

$853,181

277,260

$825,219

Cooperative Service Fund

$ 88,769

$110,000

$  92,777

Automation Fund

$369,841

$  39,547

$354,852

Capital Maintenance Fund

 

$203,481

 

Automation Equity Fund

 

$353,517

 

ILLINET/OCLC

$5,000,000

 

$5,000,000

TOTAL

$6,311,127

$983,805

$6,272,848

 

 

Ms. Ison gave a PowerPoint presentation on the FY2006 LTLS Budget and Work Plan showing the budget and revenue by fund, expenses by category, Board initiatives, and General Fund, Automation Fund, and Cooperative Services Fund initiatives.  

 

A roll call vote was taken for approval of Action Item No. 2005-25:

 

Yes – Adkins, Barnes, Eaglin, Funderburg, Lanham, McKinney, Miner, Pals, Quisenberry, Wickline

No – None


 

Membership Committee

 

Ms. Barnes presented the following action items:

 

€Action Item No. 2005-26 Membership Status - Georgetown-Ridge Farm CUSD #4

 

The Lincoln Trail Libraries System Board of Directors Membership Committee reviewed the Georgetown-Ridge Farm CUSD #4 membership status at its meeting on April 11, 2005.  The Membership Committee recommends that the membership of this agency be rescinded.  Georgetown-Ridge Farm CUSD #4 has not met the membership requirements for several years.  The agency¹s membership level was reduced to Developmental in 2003 and there has been no progress in meeting the membership requirements since that time.  The Lincoln Trail Libraries System Board of Directors Membership Committee reviewed FY2004 Annual Profile Summaries and membership eligibility for member libraries during its meeting on April 11, 2005. Donovan CUSD #3 was determined eligible for continued membership, based on their FY2004 Annual Profile Summary.

 

€Action Item No. 2005-27 Membership Status - Rantoul City Schools District #137

 

The Lincoln Trail Libraries System Board of Directors Membership Committee reviewed the Rantoul City Schools District #137 membership status at its meeting on April 11, 2005.  The Membership Committee recommends that the membership of this agency be rescinded.  LTLS has worked with the library to enable the library to become a full member and requested a plan be submitted by the agency outlining its intention to become a full member several times--in 2000, 2003, and again in March of 2005.  The library has not submitted a plan as requested.

 

The Board was unanimously in favor of Action Item No. 2005-26 and Action Item No. 2005-27.

 

 

Nominating Committee

 

€Action Item No. 2005-30 Board of Director Nominations

 

The Nominating Committee has not finalized the slate of candidates for the Board of Directors election.  Staff recommend that the Board authorize the Nominating Committee to complete the slate so that ballots can be distributed to all Official Representatives.

 

Ms. Barnes moved to approve Action Item No. 2005-30; Ms. McKinney seconded the motion. The Board was unanimously in favor of the motion.

Planning/Policy Committee

 

Mr. Quisenberry presented the following action items:

 

€Action Item No. 2005-28 Adoption of Interlibrary Loan Policy Revision

 

The Planning/Policy Committee recommends that the draft revisions to the LTLS Interlibrary Loan Policy be adopted.  The Interlibrary Loan Policy was originally adopted in May 1994.  The proposed revisions are relatively minor. The changes and deletions are highlighted in the document.  The committee received and reviewed comments from member libraries and made changes in the final draft as appropriate.  Following is a summary of the main revisions in the Interlibrary Loan Policy:

-Clarified the local library's responsibility in Section V.A. to allow due consideration for local needs.

-Added a requirement for the system to provide training to assist libraries participating in the Statewide Union List of Serials.

-Added a statement encouraging libraries to enable the patron-initiated interlibrary loan functionality in all online interfaces, especially SILC/WorldCat, to maximize resource sharing options available to users.

 

€Action Item No. 2005-29 Adoption of Resource Access Policy Revision

 

The Planning/Policy Committee recommends that the draft revisions to the LTLS Resource Access Policy be adopted.  The Resource Access Policy was originally adopted in 1990 and last revised in April 1995. The proposed revisions simplify the current policy and remove outdated content and procedural information.  The committee received and reviewed comments from member libraries and made changes in the final draft as appropriate.  Following is a summary of the main revisions in the Resource Access Policy:

-Incorporates Intersystem Reciprocal Borrowing as a member responsibility.

-Eliminates the 60% calculation for local circulation.

-Updates the provision for suspension of Reciprocal Borrowing privileges based on violation of the policy.

-Updates non-resident card provisions in accordance with state statutes.

-Updates the minimum requirements for issuing library cards, including plastic "key card" cards.

 

The Board was unanimously in favor of Action Item No. 2005-28 and Action item No. 2005-29.

 

ILLINOIS STATE LIBRARY REPORT – none

 

UNFINISHED BUSINESS - none

 

NEW BUSINESS

 

Ms. Funderburg presented a concern of the Champaign Public Library regarding the response time of the automation system.  Ms. Boze discussed possible problems and stated that LTLS will soon receive a tool from Dynix to monitor local network traffic and identify potential problems.  Ms. Ison said that LTLS will investigate further and report at the next meeting.

 

DISCUSSION/PLANNING

 

Ms. Schaal demonstrated the interlibrary loan interface for OCLC WorldCat and how searches in WorldCat connect back to the holdings in the LINC online catalog.  Mr. Sciacca demonstrated how to retrieve library records from Google and Yahoo searches using the OCLC ³Open WorldCat² project.

 
AnnouncementS - none
 

ADJOURNMENT

 

Ms. Barnes moved to adjourn the meeting; Ms. McKinney seconded the motion.  All were in favor of the motion and the meeting was adjourned at 8:40 p.m.

 

 

 

Approved by the Lincoln Trail Libraries System Board of Directors on Monday, June 20, 2005.

 

 

 

                                                                                                                                               

Nina Pals, President                                          Garold Eaglin, Secretary