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HEARTLAND LIBRARY COOPERATIVE

October 18, 2006

HLC Governing Board members present: DeSoto–Felton Garner, Paul Erickson; Hardee–Elinor Batey; Highlands–Jeanne Renton, C. Guy Maxcy; Okeechobee–Robbie Chartier, Elvie Posey, Marion Davis. Librarians and guests: E. M. Kenney, Diane Hunt, Margo Taylor, Mary Myers, Highlands H.R. Director Freddie Carino, Asst. Highlands Co. Library System Director Michael Pate, Highlands County Administrator Carl Cool.

Chairman Erickson called the meeting to order at 10 a.m. with Felton Garner leading in the invocation and the pledge following. The secretary read notice of public meeting. Mrs. Myers, covering the subject of by-laws, requested an addition to the agenda. Comm. Posey moved approval of the agenda with the revision, seconded by Felton Garner and passed unanimously by voice vote.  Robbie Chartier moved the approval of the written minutes, Elvie Posey seconded the motion, and it passed with a voice vote.

There was no Coordinator’s report, however Mrs. Myers did hand out an InterLocal Agreement revision that the chosen committee of Robbie Chartier and Paul Erickson had looked over.

There was much discussion of wording changes made to the document to better explain various provisions, including creating a volunteer position of Treasurer to help with the financial details of the cooperative. Mrs. Myers suggested to the board that Okeechobee County’s Assistant County Administrator, Robbie Chartier, would be a good choice. Guy Maxcy moved to create this position, seconded by Elvie Posey, and carried. This gives the cooperative three offices; Chairman, Vice-Chairman, and Treasurer.

 Robbie moved the Coordinator develop general purchasing policies similar to our host county, to be ratified at our next meeting, seconded by Jeanne Renton, and carried by unanimous voice vote. Guy Maxcy moved the board accept the By-laws as revised, seconded by Robbie Chartier, and unanimously passed by voice vote. The committee will receive the revised Interlocal Agreement and local attorneys will review it with a goal of accepting the new Agreement by early 2007.

Concerning having an outside vendor do our bookkeeping, Carlos Roman was recommended by our Coordinator and Highlands County Purchasing, having had extensive experience in government accounting. His estimate of expenses was about $6,000 a year.  Robbie Chartier moved and Felton Garner seconded the motion, that Carlos Roman be accepted as our accounting service. This passed by voice vote.

The NEXT MEETING of the board was set for WEDNESDAY, NOVEMBER 29, at Lake Placid Memorial Library at 10 a.m.The board was adjourned at 11:58 a.m.

Respectfully submitted,

 

HEARTLAND LIBRARY COOPERATIVE

September 27, 2006

HLC Governing Board members present: DeSoto–Paul Erickson, Felton Garner, Ann Ryals; Hardee–Gloria Davis, Elinor Batey; Highlands–Perry Newport, Jeanne Renton; Okeechobee–Robbie Chartier, Elvie Posey, Marion Davis. Librarians: E. M. Kenney, Diane Hunt, Fred Lohrer, Margo Taylor, Michael Pate, and Coordinator Mary Myers, plus guests Carl Cool and NCT Group’s Mike Carter and Julie Fowler.

Chairman Erickson called the meeting to order at 10:02 a.m., with Commissioner Garner giving the invocation, followed by the pledge of allegiance. Notice of public meeting was read. Robbie Chartier moved and Commissioner Posey seconded the motion to approve the addition of financial services added after item 6 on the agenda. Carried unanimously. Mrs. Chartier moved, and Mrs. Ryals seconded the motion, to approve the minutes and that carried unanimously.

COORDINATOR’S REPORT

Mrs. Myers noted that the new statistical report the board receives would include a printout of our current financial status. The board was informed that Chairman Erickson now approves all the checks and budget amendments, which are then sent on to the Budget Office and Finance. Mrs. Chartier moved that the board approve the Coordinator’s Report, seconded by Jeanne Renton, and carried unanimously.

NEW BUSINESS

Mike Carter presented the arrangement letter for the 2007 audit by NCT Group and introduced the manager of the Sebring office, Julie Fowler. Mrs. Chartier moved its acceptance, seconded by Comm. Posie, and carried unanimously.

Highlands County Administrator Carl Cool commented on the letter from the Highlands Clerk of Courts declining to do business in fiscal year 2006-07 with the Cooperative. He will address the negative statements made.  Mrs. Myers and Admin. Cool talked to the board members about our urgent need for an accounting firm on a temporary basis until we can do an R.F.P. to take over on a more permanent basis. We are now paying the Clerk of Courts about $10,000 a year for their bookkeeping and oversight of our finances and inventory. Myers told the board we would pay Highlands County per the Interlocal Agreement to do the request for proposals and hire the accounting firm.

Mr. Cool suggested we use Highlands County’s professional services acquisition committee of five, and add to it cooperative representatives to interview any qualified firms. Selected to serve on the committee: Robbie Chartier, Guy Maxcy, Gordon Norris, and Paul Erickson.

Mr. Cool recommended we formulate an interim engagement letter as soon as possible. Mrs. Chartier moved that Paul Erickson work with Mary Myers and Carl Cool to put together this letter, seconded by Jeanne Renton, and carried unanimously. This interim accounting firm would be signing our State Aid Agreement for Heartland.

Mike Carter suggested we go back to issuing our own purchase orders. Mrs. Myers noted our need to revise our Interlocal Agreement (now ten years old), to be more specific. All four county commissions would need to approve it, including the county attorneys. Mr. Cool agreed that we could continue to occasionally use Highlands County’s attorney, Ross Macbeth, for legal services. Mrs. Myers felt that her job description should be altered to document her duties as Cooperative Coordinator, and our Interlocal Agreement should mention the length of appointments to the board.  Mrs. Chartier asked that the Chairman’s new duties also be listed, all to strengthen the cooperative.

Mr. Cool assured the board that all five Highlands County commissioners are very supportive of the cooperative. His reply letter to the Clerk will document the many changes the cooperative has made.

An Interlocal Committee to rewrite our document was chosen: Robbie Chartier, Paul Erickson, and Mary Myers, with the understanding that Mr. Cool and the various county lawyers could also look it over. Board members were encouraged to send in any comments.

BUDGET REVIEW AND ADOPTION

Verbal changes made to the budget handout: fee for outside audit 53200 increased to $7,200; account 55206 Prime Time donations (Hardee County) in the amount of $517; reduction in 55201 of $11,135; line item Other Charges retitled Financial Services. It was noted that we could have 2 set-up fees by accounting firms. Mrs. Myers will ask for the inevitable budget changes as needed. This budget includes three grant applications: CLIC for DeSoto, Hardee, and Highlands counties. Perry Newport moved the adoption of this budget, seconded by Ann Ryals, and passed unanimously.

Mrs. Ryals moved to approve the Heartland grant agreement application, seconded by Mrs. Chartier, and carried unanimously.

INTERNET FILTERING

Congressional action is in the works on a law called DOPA (delete on-line predators act), which will require all those entities receiving federal funds to filter primary social sites, including Myspace, among others. Coordinator Myers told the board that the cooperative librarians have already agreed to do this. She asked the board to affirm their decision to filter these social networking sites. Comm. Posey moved this action, seconded by Mrs. Renton, and carried unanimously.

NEXT MEETING DATE OCTOBER 18, 10 A.M., tentatively Lake Placid Library.

Adjourned at 11:23 a.m.

Respectfully submitted,

Carolyn Hesselink, Administrative Secretary

HEARTLAND LIBRARY COOPERATIVE

May 17, 2006

HLC Governing Board members present: DeSoto–Ann Ryals, Paul Erickson, Felton Garner; Hardee–Gordon Norris, Elinor Batey, Gloria Davis; Highlands–Perry Newport, Jeanne Renton, Guy Maxcy; Okeechobee–Robbie Chartier, Marion Davis, Elvie Posey. Librarians: Margo Taylor, Elizabeth Kenney, Diane Hunt, Fred Lohrer, and Mary Myers. Highlands County Administrator Carl Cool.

Chairman Erickson called the meeting to order at 10:05 a.m. with the pledge of allegiance. Felton Garner led in the invocation. Notice of public meeting was read. As there were no additions to the agenda, it was moved for approval by Ann Ryals, seconded by Felton Garner, and passed by voice vote.

COORDINATOR’S REPORT

The Expenditure Status report was passed out to all in attendance. It was noted that Polaris would be upgrading about once a year. The newest upgrade increases efficiency at the circulation desk, and the library information pages will now be the same in-library and at-home computers.  Robbie Chartier moved approval of the coordinator’s report, Perry Newport seconded the motion, and it passed unanimously.

INTERNAL AUDIT

Highlands County Administrator Carl Cool briefed the board, as a matter of information, on some of the on-going internal audit issues. Mary has contacted the State Library and TBLC head Charlie Parker, who helped form the cooperative. The board felt that if any definitions to the Interlocal Agreement need tweaking, the board could do that. Some changes have already been made regarding cooperative vehicles, purchasing, and travel. Mary recommends that if any of the county commissioners are concerned about their decision to create a cooperative, Kurt Spitzer would be willing to talk to them about the role of a library cooperative.  Mary will be making an official comment to Mr. Cool on each allegation.  The board thanked Mr. Cool for his advice and comments.

Specific comments on questions brought up by the audit:

7. Budget amendments and purchase orders changes will mean the amendments will be sent to Paul Erickson, our chairman, for his signature, then to our Budget Office, then to Finance. Purchase orders will be printed out by the Purchasing Department and they will mail them out.

8. Regarding vehicle use and authorization, the board requests the extension of the arrangement/agreement from 2002 between Heartland and Highlands to have joint-use vehicles. This extension of the arrangement was moved by Gordon Norris, 2nd by Jeanne Renton and approved by voice vote.

9. The Cooperative in-service training day will be cancelled for this year.

COMMENTS

Fred Lohrer commented that the job description of the county librarian/coordinator needs to reflect cooperative activities.

Board member Ann Ryals asked for updates on the audit issues.  Gordon Norris of Hardee asked that Mary’s responses to the audit issues be sent to the librarians. The board members agreed that our board should function as a support for our coordinator. Gordon Norris moved that the board show a vote of confidence for Mary Myers, 2nd by Robbie Chartier, and passed unanimously.

NEXT BOARD MEETING SET FOR WEDNESDAY, SEPTEMBER 20, 10 AM, AT LAKE PLACID MEMORIAL LIBRARY.

Adjourned at 11:35 am.

Respectfully submitted,

Carolyn Hesselink, Admin. Secretary

HEARTLAND LIBRARY COOPERATIVE

March 15, 2006

HLC Governing Board members present: DeSoto–Felton Garner, Paul Erickson; Hardee–Elinor Batey; Highlands–Perry Newport, Guy Maxcy, Jeanne Renton; Okeechobee–Robbie Chartier, Marion Davis. Members excused: Ann Ryals, Gloria Davis, Gordon Norris, Elvie Posey. Librarians and guests: Mary Myers, Mike Carter of NCT Group, Diane Hunt, Margo Taylor, E.M. Kenney, Fred Lohrer, and Merry Cresswell.

Chairman Erickson called the meeting to order at 10 a.m. Attendees said the pledge of allegiance, and Commissioner Garner led in the invocation. Notice of public meeting was read. There were no additions to the agenda. Approval of the agenda was moved by Jeanne Renton, seconded by Elinor Batey, and carried. Robbie Chartier moved the approval of last meeting’s minutes, seconded by Marion Davis, and carried.

COORDINATOR’S REPORT

The new magnetic logos on the cooperative vehicles were noted. Commissioner Garner moved the acceptance of the Coordinator’s Report, seconded by Robbie Chartier, and carried.

NCT GROUP, CPA’S AUDIT REPORT

Mike Carter of the NCT Group passed around the written audit report and announced that, once again, the cooperative had a “clean opinion” from the auditors. He noted that the phone rebates have helped the cooperative accrue a reserve of money to carry the budget for about three and one-half months. There was a discussion about the on-going internal audit in Highlands and what, if any, ties there are to Heartland.  Commissioner Maxcy stated he was interested in talking with the auditors along with Mrs. Myers. Mr. Carter informed the group that his office would be informed when the internal audit report was submitted.

LSTA GRANT APPLICATIONS APPROVAL

Mary Myers submitted for approval the Okeechobee County schools and library partnership grant application called PRIDE (putting resources into developing excellence), targeting low income and migrant families.  The grant would enable the school system and library to offer family reading nights, ESOL training for parents who are non-or-minimal readers, and purchase books to upgrade the school libraries and the public library.  This could be a multi-year project, as they are asking for $577,525, with $479,000 for library materials, and $84,000 for school library computers.  Perry Newport moved the approval of the grant application, Robbie Chartier seconded the motion, and it carried.

Sebring Library has applied for a Day of the Child/Day of the Book grant, a bilingual program for young children. Funding is asked for in the amount of $500.00 for a storyteller to come for special programs for bilingual children. Jeanne Renton moved approval of the grant, Elinor Batey seconded the motion, and it carried.

INFORMATION TECHNOLOGY (IT) SPECIALIST’S REPORT

Paul Ramponi’s written report noted that the cooperative has purchased a mobile computer lab (11 computers) for Okeechobee Library. Lake Placid has a mobile lab, also.

The Polaris system will be upgraded to 3.2 soon after the Easter holiday. Commissioner Garner moved to accept the report, Robbie Chartier seconded the motion, and it carried.

BOARD MEMBER COMMENTS

The Board congratulated Merry Cresswell on her impending retirement as of March 31, and gave their thanks for her hospitality over the years.

The next board meeting is scheduled for May 17, 10 a.m., at the newly renovated Avon Park Library, 100 N. Museum Avenue in Avon Park, just off the Main Street Boulevard.

The board adjourned at 11:46 a.m.

Respectfully submitted,

Carolyn Hesselink

Administrative Secretary

HEARTLAND LIBRARY COOPERATIVE

January 18, 2006

HLC Governing Board members present: DeSoto–Ann Ryals, Paul Erickson, Felton Garner; Hardee–Gloria Davis, Gordon Norris, Elinor Batey; Okeechobee–Marion Davis. Members excused: Robbie Chartier, Perry Newport, Guy Maxcy, Jeanne Renton, Elvie Posey. Librarians present: Mary Myers, Michael Pate, Merry Cresswell, Elizabeth Kenney, Margo Taylor, and Diane Hunt. Librarian excused: Fred Lohrer.

Paul Erickson called the meeting to order at 10 a.m. Members said the pledge and Felton Garner led in the invocation. Notice of public meeting was read and the agenda was approved as presented with a motion to approve from Gordon Norris, second by Ann Ryals and passed by voice vote. Approval of the minutes was moved by Gloria Davis, seconded by Ann Ryals, and passed by voice vote.

COORDINATOR’S REPORT

All members were given copies of the marketing plan proposed by Jane English, formerly from Lake Placid and now working for the Tampa-Hillsborough Library System as a librarian and in marketing.  A set of three posters focusing on the libraries, the librarians, and the cooperative, will be completed and available to all libraries. New magnetic signage is proposed for the vans. Two bookmarks, with libraries hours on the back, will be worked up. The literature will have the theme of “boots, books and bytes! It’s all at your library!”  Gloria moved that the board approve this marketing campaign, Gordon Norris seconded the motion, and the board passed it unanimously by voice vote.

Mary Myers also talked about the Network Specialist’s report, given to all members, which showed that outside of salaries, the majority of our cooperative funds are spent on technology.  She noted that Sebring and Lake Placid Friends are going to buy each library a carding station for patrons to add value to their cards, bypassing the waiting line at the circulation desk. Also, Mrs. Myers announced that the Gates Grant to the cooperative, to be distributed in the summer of 2006, would enable each library to buy about five computers. Paul Ramponi, the Network Specialist, is planning to have a power company consultant do a power survey of the Sebring server room.

The secretary was asked to send our Sebring Library emergency cell phone number to all librarians.  That cell phone number is 381-1124.

BOARD MEMBER COMMENTS

Gordon Norris asked about issues to be presented to our legislators. Mrs. Myers said that our number one priority would be an increase in State Aid to Libraries. It has been at the same level for three years, with the addition of municipal libraries now increasing the number receiving aid from the same budgeted amount. If a revision to the State Aid passes the legislature, cooperatives will have a $100,000 increase in their base grant.  

NEXT MEETING IS MARCH 15, 2006, AT LAKE PLACID LIBRARY.

Respectfully submitted,

HEARTLAND LIBRARY COOPERATIVE

September 21, 2005

HLC Governing Board members present: DeSoto–Ann Ryals, Paul Erickson, Felton Garner; Hardee–Elinor Batey, Gloria Davis; Okeechobee–Marion Davis, Robbie Chartier; Highlands–Perry Newport, Guy Maxcy, Jeanne Renton. Librarians present: E.M. Kenney, Margo Taylor, Merry Cresswell, Diane Hunt, Mary Myers, Fred Lohrer.

Guest–Mike Carter.

Paul Erickson called the board meeting to order at 10 a.m. Commissioner Felton Garner voiced the invocation and led in the pledge. The notice of public meeting was read. Ann Ryals moved the approval of the revised agenda, seconded by Robbie Chartier, and passed by voice vote.  Jeanne Renton moved the board approve the minutes, with a correction adding in Gloria Davis in attendance at that meeting, seconded by Perry Newport, and given unanimous approval.

COORDINATOR’S REPORT

Mrs. Myers informed members that the statistical report included in their packet did not reflect DeSoto’s Internet session numbers, as they are not yet using the smart cards. Her statistics were handed out at the meeting and will be sent to Mary for inclusion in the report from now on. Mary noted that her report shows the number of active borrowers (library use within the last year), as a more accurate picture compared to the number holding library cards. The statistics also now show how many items were circulated, comparing year by year. Mary told board members that the statistics show about half of smart card library holders used the Internet. It was the consensus of the board that the change in the statistics format was very helpful.

Wireless access is now available in all six Heartland libraries. Members were given a newspaper article and photo showing DeSoto’s participation as a wireless “hot spot”.

The board talked about wireless access in municipalities. Mary noted that this was a topic of debate, a social and economic issue, as to whether cities and counties should offer free Internet service in competition with Internet providers. Express checkout at Sebring is working out very well, along with all reserved items being accessible for the patrons to retrieve and check out themselves.

The board was informed that a person running a red light totaled one of our Heartland vehicles and we will be getting a $7,200 settlement, which will go toward purchasing another vehicle. Jeanne Renton moved that the Coordinator’s Report be accepted, seconded by Robbie Chartier, and passed by voice vote.

NEW BUSINESS

AUDIT LETTER

Michael Carter, from NCT Group, our auditors, brought to the board an arrangement letter for their approval, authorizing the NCT Group to do our 2005 audit. Included is an increase in the cost of the audit.  Robbie Chartier moved its acceptance, seconded by Perry Newport, and approved by voice vote.

BUDGET

The revised budget was gone over line by line. The budget included 2 position upgrades: a PG17 Computer Support Specialist to be upgraded to Network Specialist I, PG23, hourly salary approved at $19.26 per hour. The current incumbent in this position is Paul Ramponi; and the second PG17 Computer Support Specialist to be upgraded to Computer Support Specialist I, PG21, at an hourly salary of $15.93 per hour. The current incumbent in this position is Max Mindar. This puts both positions in line with BCC and Clerk of Courts employees.  Mrs. Myers also asked for the board’s approval to give, at her discretion, a 0-2% merit increase and a 3% COLA increase for all Heartland employees.

The new budget reflects increases in Polaris software expenses, due in part to the new SeePoint express check system, increases in operating supplies because all computers are now being purchased out of this account, and the equipment line allowing for the purchase of two Dodge Caravans as needed for our Technical Trainer and the Courier. Mrs. Myers reminded the board that 70-80% of our communications costs would be reimbursed through Erate.

Mary explained that the State Aid from the State Library funds our cooperative, based on what the individual county libraries are given by their county commissioners. She is expecting a significant drop in our funding next year, because both Hardee and Highlands have been given a reduced amount in their budgets. Since the State Aid program now includes municipal libraries and the State Library’s funding for State Aid has not increased in four years, the amount given has dropped to 5-6 cents on the dollar.

It was agreed that supporting our technology should be our prime focus.

After a discussion on paring our budget by looking at self-cataloging or purchasing already cataloged items, Paul Erickson asked that the librarians give the board a plan on the future of the catalogers at the next scheduled meeting.  Mrs. Myers mentioned that the librarians might have a workshop on this issue.  Ann Ryals moved to approve the revised budget; Felton Garner seconded the motion, which was carried by voice vote.

STATE AID AGREEMENT

Ann Ryals moved to approve the application for State Aid, seconded by Felton Garner, carried by voice vote.

LONG RANGE PLAN, 2005-2010

Ann Ryals moved approval of the Long Range Plan, seconded by Jeanne Renton, carried by voice vote.

ANNUAL PLAN OF SERVICE

Felton Garner moved to approve the Annual Plan of Service, seconded by Elinor Batey, carried by voice vote.

BOARD COMMENTS

Fred Lohrer asked the staff to look into energy efficient vehicles. Mrs. Myers told the board that the Dodge Caravan has the highest fuel economy for that type of vehicle.

NEXT MEETING DATE IS NOVEMBER 16, 10 A.M., LAKE PLACID LIBRARY.

The board adjourned at 11:20 a.m.

Respectfully submitted,

Carolyn Hesselink

Administrative Secretary

HEARTLAND LIBRARY COOPERATIVE

June 1, 2005

HLC Governing Board members present: DeSoto—Paul Erickson, Ann Ryals, Felton Garner; Hardee—Elinor Batey; Highlands—Jeanne Renton, Perry Newport. Librarians present: Fred Lohrer, Elizabeth Kenney, Diane Hunt, and Mary Myers.

Paul Erickson called the meeting to order at 10:05 a.m. with Commissioner Felton Garner

giving the invocation and leading the pledge of allegiance. The notice of public meeting was read and there were no additions to the agenda. Jeanne moved, Ann seconded, that the board approve the agenda as printed, passed by voice vote. Ann moved, Jeanne seconded, that the board approve the minutes as printed, passed by voice vote.

Paul Erickson asked Coordinator Mary Myers about the implementation of the Smartcard in Okeechobee Public Library. Mary Myers was happy to inform that reports were very positive with the system running smoothly.

 

NEW BUSINESS:

Librarian Michael Pate was introduced to the board to give a demonstration of the new Heartland Web Page. He presented the current Heartland web page to the members, going through each option on the tool bar, and then presented them with some new ideas gathered at the 20th Anniversary Conference at Washington D.C. on “Computers in the Library”.

This new ideas have in mind help us make the current web page more user friendly to the patrons by using in the design the patron’s terminology, as well as, helping the patrons get a better understanding of the cooperative and its members.

Some of the new ideas included having a homepage with direct access to all libraries in the cooperative, with an option to directions and a map for each one of them.

Having a subject guide option to look by topics on the tool bar (keeping the electronic database access inside an option). Having information on how to apply for a library card accessing through a picture of the actual card. Having a calendar of events. Keeping the board and home pages updated. Having an option to e-book and ask a librarian with a state link.

The fact that not only the Heartland web page needs to be updated but that also the individual libraries’ web pages need it too, was brought up. And the options of having them look just like the Heartland page or keeping them linked but each looking its distinctive way was given.

Paul Erickson suggested that the libraries should maintain their individuality. 

Fred Lohrer suggested creating a logo for the cooperative, to which Perry Newport suggested doing it through a contest, and Mary Myers suggested as another option seeking the help of a professional. A review of the budget should take place before any decision could be made.

Paul Erickson suggested the members to think about it and come back in September to the next board meeting with an agenda item and decide then what to do about getting a logo.

Fred Lohrer suggested the members to check web pages and think of their reactions to what they see bearing in mind the differences between big and small cities; so they can 

bring suggestions and have a better understanding of the new design presented for the Heartland web page.

BUDGET WORKSHOP

Mary Myers presented to the members a draft budget for the fiscal year 2006 that showed no changes from the current budget if approved without the attachment for a Book Mobile and an Outreach Librarian. 

She proceeded to inform the members on the cost and requirements for a bookmobile which would have an initial cost of $142,000-$342,000 total. And an ongoing cost that could eliminate completely the reserve for contingency.

The individual libraries all agreed when asked that they don’t have money to invest in the project. And at present the State Aid is under review.

So, even though the Book mobile is a wonderful idea this is not the right time for the cooperative to invest in it. Mary recommended not getting involved in any new projects at this moment. 

Ann agreed there isn’t money for such an investment. Besides, the main objectives of the Cooperative are communications and technology.  

Fred suggested the members to think on other possibilities for outreach, like providing a computer service at mobile parks.

Mary said that there are other ways. Other counties do books by mail, or by delivery. It all depends on the resources each one has.

Paul agreed the Book Mobile is not a project the cooperative can afford right now according to its resources. It would be a shame to invest in the Book Mobile and to be unable to operate it because of lack of resources to cover the ongoing expenses.

Mary informed the members of a project that the Sebring Library does called Deposit Collection. With an agreement through a lawyer the library provides adult living facilities with several large print new releases copies every month. Desoto an Okeechobee have the money to invest in a project like that.

Diana agreed not to be in a hurry to spend and do great things.

Gloria thought it was better to stay with the original motive for the cooperative since the actual situation is a bit unstable with the Florida Aid under review and no resources available from the individual libraries. 

Gloria moved to put the Book Mobile aside indefinitely and to concentrate on the original motive for the cooperative.

Paul moved to accept the budget as propose, Ann seconded, and it passed by voice vote.

The next MEETING IS SEPTEMBER 21st, LAKE PLACID MEMORIAL LIBRARY.

Librarian Fred Lohrer commented on how essential it is to assist to professional meetings as Librarian Michael Pate did, were you will inevitably learn of new ideas and get energized to do your job even better than before.

The board was adjourned at 11:25 a.m.

Respectfully submitted,

Estela A. Patrick

Library Assistant

HEARTLAND LIBRARY COOPERATIVE

April 20, 2005

HLC Governing Board members present:  DeSoto–Paul Erickson, Ann Ryals; Hardee–Gloria Davis, Gordon Norris, Elinor Batey; Highlands–Guy Maxcy, Jeanne Renton, Perry Newport; Okeechobee–Robbie Chartier, Marion Davis, Elvie Posey. Librarians present: Fred Lohrer, Elizabeth Kenney, Diane Hunt, Merry Cresswell, and Mary Myers. Guest: Mike Carter, NCT Group CPAs.

Paul Erickson called the meeting to order at 10 a.m. with Commissioner Maxcy giving the invocation and leading the pledge of allegiance.  We introduced ourselves to help orient our new board members.  The notice of public meeting was read and there were no additions to the agenda.  Robbie moved, Ann seconded, that we approve the agenda as printed, passed by voice vote.  Ann moved, Jeanne seconded, that the board approve the minutes as printed, passed by voice vote.

Coordinator Mary Myers passed out a statistical page showing the Heartland libraries circulations, collections, patrons, and patron visits for Nov. 2004-March 2005, along with her coordinator’s report. Robbie moved and Ann seconded it be approved, passed by voice vote.

NEW BUSINESS

NCT Group’s Mike Carter was introduced to the board to give our annual audit report. He passed out reports to each member and his summation was that we had another good report.  Gordon moved to accept the audit, Jeanne seconded, and it was passed by voice vote.

The dollars available in our unrestricted fund were discussed. Most of the suggestions to increase our publicity and to help the member libraries will be addressed in the long range plan and budget to be discussed next month. Among those suggestions was that of a bookmobile and a tie-in with 2006 being our 10th anniversary as a cooperative.

 The board was in agreement that we think about looking for some other source of funds for our libraries other than county budgets, such as an impact fee especially for libraries or a special taxing district.

Mrs. Myers informed the board that we are currently undergoing an internal audit going back to 1996 when the interlocal agreement was signed by all four county commissions. The board agreed it was comfortable with completing this audit.

TECHNOLOGY PLAN UPDATE

Concerning the plan update, the board was informed that the E-rate money reimbursements from the Federal Universal Services fund, is redistributed to libraries and school based on numbers of children getting free or reduced lunches.  The institutions must provide a technology plan showing goals and how the money will be spent, and the plan must be given to the State Library.  Perry moved to adopt the updated plan, Robbie seconded, and it passed by voice vote.

The next MEETING IS MAY 18, 10 A.M., LAKE PLACID MEMORIAL LIBRARY.

Librarian Diane Hunt told the board about her Prime Time grant funding which enabled her to work with some 28 families in a six-week program.  Both children and parents listen to stories, take home books, and have family discussions about the topics in the books.

We talked briefly about having an all day workshop for library employees and board members, which would mean closing all libraries for that day.  We’d like to do this before October of this year.

The board was adjourned at 11:10 a.m.

Respectfully submitted,

Carolyn Hesselink

Administrative Secretary

HEARTLAND LIBRARY COOPERATIVE

November 17, 2004

HLC Governing Board members present: DeSoto–Paul Erickson; Hardee–Elinor Batey; Highlands–Jeanne Renton, Guy Maxcy; Okeechobee–Robbie Chartier. Librarians present:  E.M. Kenney, Fred Lohrer, Diane Hunt, Mary Myers, Merry Cresswell, Margo Taylor.  Guest–Debra Worley.

The Board met at Lake Placid Memorial Library and was called to order at 10:05 a.m. by Chairman Paul Erickson.  Commissioner Guy Maxcy led in the invocation and pledge to the flag.

The board secretary read the public meeting notice.  Mrs. Myers requested an addition to the agenda for the long-range plan.  Robbie moved the approval of the agenda with the addition, Elinor seconded, and it carried.  A correction to the September minutes under New Business was the changing of the budget year to show 2004-2005.  Robbie moved to accept the minutes as corrected, seconded by Elinor, and carried.

NEW BUSINESS

Annual Plan of Service 

Mary Myers presented the Annual Plan of Service for 2005 to the board. Wireless Internet access is going to be available first at DeSoto County Library.  Besides patrons using their personal notebook computers, this access will also include wireless notebooks available to be checked out for in-library use.  Fred Lohrer wondered if wireless access could be offered to courthouse employees.  It was noted that any businessperson could use this service, but they would need either a smart card or a $5-a-week guest card.  The board asked that the Annual Plan under Access to Information add “wireless access management system”.  Elinor Batey moved to approve the Plan with the addition, Robbie seconded, and it carried.

Budget

The combined 2005 budget was presented and Robbie moved to approve it contingent on the DeSoto County Commission approval of their library budget in the amount of $269,428. Elinor seconded the motion and it passed unanimously.

Summary Financial Report

The Summary Financial Report was presented and Mrs. Myers was asked to correct it by rounding up the figures.  Jeanne Renton moved to approve the report; Elinor Batey seconded the motion, which passed.

Long Range Plan

The State Library notified us that our Long Range Plan would expire in 2005. The Highlands County Library System’s Long Range Plan is in the Bibliotrail quarterly newsletter, which was passed out to board members.  Mary suggested focus groups made up of our local library boards talk about what they want in the Heartland Long Range Plan for their county.  After the focus groups meet, then the library directors would come up with an over-all plan for the cooperative.  The board agreed to use focus groups and asked Mary to head this up.  Along the line of cooperative needs, Paul Erickson mentioned the on-going need of continued cross training of library workers. Mrs. Myers told board members that she would like library workers to become more service oriented, having more direct contact with the patrons.

Board Members Comments

Robbie Chartier stated that at the November 18th Okeechobee Board of County Commissioners’ meeting, they would be appointing two members to our Heartland Board.

Hardee, said Diane Hunt, is also expecting the appointment of Gordon Norris to the board.  She announced that the November 28th Today Show will feature the Wauchula house of the mother of library worker Nancy Collins, for a holiday decorating show.

NEXT MEETING DATE IS JANUARY 19, WEDNESDAY, 10 A.M., AT LAKE PLACID MEMORIAL LIBRARY.

Chairman Paul Erickson adjourned the meeting.

Respectfully submitted,

Carolyn Hesselink, Administrative Secretary