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01-20-2005 PLIBMThe January 20, 2005 meeting of the Pioneerland Library System Board was called to order at 7:30 pm by Chair John Baker. Role was passed. We have a quorum. Welcome and introduction of new board members. Visitors are Cindi Henddckx and Sue Hilgert Hale changed VI.B. to info from action. Wilde added VIIA.7. Baker & Taylor agreement and VII.A.8. Clarkfield Contract. Reigstad reproved VII.B.2. New and revised policies from the agenda. Hale motioned to approve the agenda as amended. Second by Reigstad. Carried. Reckdahl motioned to approve the November2004 minutes. Second by Nelson. Carried. John Baker presented for the nominating committee. Baker nominated Garrison Hale for Chair and called for further nominations. There being none, Reigstad moved to cease calls and cast a unanimous ballot for Hale for Chair. Second by Hannemann. Carried. Baker nominated Eric Weiberg for Vice Chair and called for further nominations. There being none, Reckdahl moved to cease calls and cast a unanimous ballot for Weiberg for Vice Chair. Second by Lopez. Carried. Baker nominated Amy Wilde for Treasurer and called for further nominations. There being none, Reckdahl moved to cease calls and cast a unanimous ballot for Wilde for Treasurer. Second by Reigstad. Carried. Baker nominated Stacey Schuette for Secretary and called for further nominations. There being none, Hannemann moved to cease calls and cast a unanimous ballot for Schuette for Secretary. Second by Dille. Carried. Baker nominated Jeff: Lopez for Finance Chair and called for further nominations. There being none, Falk moved to ease calls and cast a unanimous ballot for Jeff Lopez for Finance .Chair. Second by Dille. Carried. Baker turned the meeting over to new Chair Hale who welcomed all and reviewed a list of key items PLS will need to look at this year. These include: • Automation • Restructuring of PLS/State Library Plan • Funding Health • Policies - Operations, Personnel and Infrastructure • Trustee Education - Roles of Board/Director PLS Collections • Union Contract for'06 -'07 • Future of Libraries - what do the patrons want? There are a number of board members who retired . Ivey Vonderharr, Gary Johnson, Herb Rotunda, Julie Jury, Mary Huesing, Jim Schueller, Al Clouse, Neva Kamrath, Jack Johnson, Alvin Maas and Dean Shuck. Thanks to all of them. They will be receiving a certificate of appreciation. Beth Lunn made a presentation of the automation system selection process with the aid of Jean Clark, Cindi Hendrickx and Sue Hilgert. Director Houlahan presented the portion on costs /financing and the group took questions from the board. Hale presented for the. Joint Executive/Finance Committee. There will be orientation for new board members. Other members may join for a refresher as well. We are looking at setting up a trustee education meeting in July. This would be a special meeting. There. are several new policies being looked at by committees that will be brought to future meetings. Make sure to hand in your committee preferences. The committees will be selected before the next meeting. Amy Wilde presented for the Finance Committee. Wilde motioned to approve the December 2004 Financial Report with the correction of the Yellow Medicine County line item and the `05 budget revisions. Second by Nelson. Carried. Wilde motioned to approve the Bills and Check Registers. Second by Reigstad. Carried. Wilde motioned to adopt the current Federal mileage reimbursement rate of $.405 per mile and keep the current meal rate. Second by Hannemann. Questions. Carried. We need to update our flex plan due to changes in state and federal law. Wilde motioned to approve the changes. Second by Reigstad. Carried. Wilde motioned that we sign an agreement with Baker & Taylor for a current in print book list. Second by Reckdahl. Carried. This will save about $700 per year over our other listing supply option. Clarkfield is not a member of PLS but PLS patrons may use their holdings due'to a contract we maintain with them for $3899 per year. Wilke motioned to renew the contract with Clarlfield. Second by Brown. Carried These funds come €rom Yellow Medicine County. Dan Reigstad presented for the personnel Committee. Reigstad motioned to approve the new hire of the following: • Beth Selle at Brawnton • Teagan Earhad at Glencoe Stacey Penk at Grove City • Mary Ann Price at Hutchinson • Sarah Hobbs at Litchfield • Barbara FeWL%bd at Madison Carol Harberts at Madison Second by Setzepfandt. Carried. The Policies will be moved to the Feb. Meeting. Schuette presented for the ad hoc Evaluation/Goals committee. There was a day long session wherein the PLS staff informed the committee of their jobs and what they think it is crucial to maintain as a central function regardless of system type. These include processing and technology. Hale presented for the LMC and Negotiating committees. Hale is resigning from Negotiation committee due to his election as Board chair. Setzepfandt motioned to accept that resignation and appoint Dan Reigstad as chief negotiator. Second by Jeff' Lopez. Carried. There needs to be 1 more member. If interested, let Director or Hale know. The LMC also need volunteers of 2 alternates. Director Houlahan presented the director's report. We still need a site for the Awards banquet to be held 4/21. Nelson moved that Willmar host the banquet. Second by Baker. Carried. The MLA annual conference is in September. Baker moved that PLS pay the MY for board members who attend. Second by Sandberg. Carried. Sandy Ward has received MN voluntary program certification. Wilde motioned that the board send her a letter of congratulation. Second by Nelson. Carried. The LMC meeting will be March 8 and every other month on the 20 Tuesday evening thereafter. These are at the Montevideo Iibrary. The Executive meeting will be rescheduled. The ALA conference is in Chicago in ,tune. Director Houlahah Would like to attend. Wide motioned to authorke Director Houiahan to attend. Second by Hannemann. Carried. Feb. 2411 is MLA legislative day. Let Mary know if you are interested in attending and she will set up appointments. . Setzepfandt motioned to adjourn. Second by Hannemann. Meeting adjourned at 14:10 pm. Stacey Schuette Secretary -5 (n-) �.