THE DUPAGE LIBRARY SYSTEM
MEETING OF THE BOARD
January 16, 2003
The regular meeting of the DLS board held at the DuPage Library System Center, 127 South First Street, Geneva, Illinois was called to order at 7:05 P.M. President Kepka asked Sec. Whitehead to call the roll with the following board members present to establish a quorum: Tanya Berley, Don Brant, Marti Guarin, Karen Hannah, Laurie Kagann, Robert Kepka, Jackie Plourde, John Slusser, Marguerite L. Treest, and Joyce Whitehead. Stephen Fulton was an excused absence.
DLS staff members attending were: Shirley May Byrnes, Claudia Sheets, Pam Kramer, Jane Plass, Denise Zielinski, Karen Odean, and Phylis Wagner.
Also present was Neil Kelley, Illinois State Library Consultant.
Exec. Dir. Byrnes introduced the two new staff members, Claudia Sheets,
Director of Administrative Services, and Karen Odean, Director of Voices of
Vision.
V.P. Plourde motioned, and Dir. Kagann seconded, that:
| THE AGENDA BE ADOPTED. | Agenda adopted |
Motion carried unanimously.
Dir. Hannah moved and Dir. Kagann, seconded, that:
|
THE NOVEMBER 21, 2002 REGULAR MEETING |
November minutes approved. |
Motion carried unanimously.
The December bills were approved for payment at the November meeting with confirmation at the January meeting. The total for the month of December was $191,483.29. Dir. Kagann moved, and V.P. Plourde seconded, that:
| THE DECEMBER BILLS BE CONFIRMED. | December bills confirmed. |
Motion carried unanimously.
Treas. Treest presented a list of the January 2003 bills for payment. Treas. Treest moved, and Sec. Whitehead seconded, that:
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THE PAYMENT OF THE JANUARY 2003 BILLS IN THE AMOUNT OF $99,694.56 BE APPROVED AS PRESENTED. |
January bills approved. |
Motion carried unanimously.
zILLANE: Exec. Dir. Byrnes stated that a copy the PowerPoint presentation for the Webcast on January 17 about the zILLANE Report was included in the handouts. Please bring it with you if you attend. Also in the handouts is a two-page study summary prepared by ISL.
The Illinois State Library (ISL) has requested the zILLANE discussion with the board occur at the February board meeting. Anne Craig and Suzanne Schriar will be the ISL staff attending the board meeting with Neil to talk about the report and to get feedback on the recommendations.
OCLC: At ILSDO, Jean Wilkins gave the directors a memo on OCLC. Although OCLC has been the stated standard for MAGIC members, and all are full OCLC members for cataloging, not all MAGIC members have been complying with this standard. The pilot project which Jane is proposing will help those members meet the standard and bring our LLSAP into compliance with ISL’s mandate.
Illinois Advocacy Day: The date for the Illinois Advocacy Day is set for Wednesday, April 9. The Suburban Library System (SLS) plans to take a bus down the night before. They will have speakers talk about the issues and what to do on Advocacy Day. DLS members have expressed interest in participating with SLS, and this has been communicated to them. SLS is also offering a bus to go down on April 9, as is the Northern Illinois Library System, Chicago Library System, and the North Suburban Library System. DLS members who want to go just for the day will be offered the opportunity to sign up for one of those buses.
Card Campaign: The cards are not available yet, so legislators will get two in February. In the handouts are two charts of DLS legislators, which Denise has prepared. On the left hand side, under the district number, you will see the person who has volunteered to visit that legislator. Some legislators still need a contact. Board members volunteered to be the contact and see that their legislators hear about libraries every month.
ILSDO: The system directors met January 7 and 8. Jean Wilkins was there, but she didn’t have any specifics about the state budget. She was not optimistic about either the current budget or the next one. Jean handed out a memo about a trial 24/7 virtual reference service. She requested that we give her the names of four volunteers from four different types of libraries interested in taking part in the pilot project looking at QuestionPoint, an OCLC product. Denise sent an email to the members and has received several responses.
ILCSO: ILCSO is an automation consortium of academic libraries in Illinois. Last fall they began accepting new members and added 12, at least four of which are currently in a system LLSAP. ISL is concerned that more academic libraries will withdraw from the LLSAP program to join this consortium. Jean urged us to fight to keep our academic members as part of the automated system. The system directors were surprised that the consortium is adding members when they have not been able to get the new automation system to work for interlibrary loan yet.
Jean does not agree with the recommendations in the zILLANE report that there should be a separate database for school library holdings and a separate one for special libraries. The system directors were glad to hear that, since we are multitype systems and so are the LLSAPs. The reason schools and special libraries are not members of system LLSAPs would probably keep them from joining a separate consortium too.
METS Directors: Directors of the 6 METS systems, CLS, DLS, HTLS, NILS, NSLS, and SLS, met on December 19 with their respective board presidents. The minutes from the meeting are in the handouts tonight. The directors met again on January 24 to continue the discussion on collaborative projects. The most work has been done on advocacy, by working with ILSDO.
iPAC Catalog: Jane has sent out a memo that the iPAC web catalog is now available to the MAGIC library staff members for testing. This web catalog is fairly customizable. A general MAGIC version will be on the DLS website when it is ready for public use. Each MAGIC library will have the opportunity to develop a profile that is customized for their use.
Exec. Dir. Byrnes asked the new board members to talk with her about setting
a date for the new director orientation after the meeting.
Pres. Kepka attended the METS meeting with Exec. Dir. Byrnes. He will be glad to answer any questions about the meeting from his perspective.
On Monday, January 27, at 10 a.m. there is a meeting scheduled in Springfield with ISL staff for a 90-minute discussion of the zILLANE report. Exec. Dir. Byrnes and Jane Plass will be there, and ISL has requested two board members also attend. Please let Exec. Dir. Byrnes know if you can make it.
Pres. Kepka acknowledged that invitations from Messenger Public Library to
attend the opening of their new library have been received by all the board
members.
Neil mentioned DLS is very fortunate to have Karen Odean on staff. He feels she is one of the best people in the talking book field in the country.
The bill to re-authorize LSTA needs co-sponsors. The act is part of the Museum and Library Services Act. LSTA is a five-year program, and it was supposed to be re-authorized last year. If it is not re-authorized this year, there will be no LSTA funds, which would mean a loss of $6 million for Illinois in 2005.
Pres. Kepka called the board’s attention to the article about e-mail and
public meeting violations.
The committee met prior to this meeting. The items discussed will be
addressed later on in this meeting under Unfinished Business.
The planning committee recommends the board approve the Executive Director’s goals for 2003. V.P. Plourde moved, and Treas. Treest seconded, that:
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THE BOARD APPROVE THE EXECUTIVE DIRECTOR’S GOALS FOR 2003. |
Goals approved. |
Motion carried unanimously.
After much discussion on draft 3 of the bylaw revisions, the committee agreed to rework the revisions and present draft 4 to the board later.
It has been suggested that DLS hold board meetings at member libraries occasionally. The planning committee recommends that the board meetings on April 24, May 15, and June 19 be held at a member library. The Executive Director will send an email to all member libraries asking for volunteers to host a board meeting. V.P. Plourde moved, and Treas. Treest seconded, that:
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THE BOARD APPROVE HOLDING THE APRIL 24, MAY 15, AND JUNE 19 BOARD MEETINGS AT A MEMBER LIBRARY. |
Board meetings held at member libraries. |
Motion carried unanimously.
In past years, the Board has approved grants to member library trustees or governing authorities to help defray the expenses to attend National Library Legislative Day in Washington D.C. Because there were more applicants than grants last year, it was decided to develop criteria for awarding these grants in the future.
The committee recommends that two grants for $500 be awarded to applicants who meet the criteria. V.P. Plourde moved, and Dir. Kagann seconded, that:
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DLS OFFER TWO GRANTS FOR $500 TO TWO MEMBER LIBRARY TRUSTEES OR GOVERNING AUTHORITIES WHO MEET THE CRITERIA TO ATTEND NATIONAL LIBRARY LEGISLATIVE DAY. |
Grants awarded to members meeting criteria. |
Motion carried unanimously.
Since 1994, DLS has had an Internet Program fund. With the advent of the Illinois Century Network, DLS has been phasing out its provision of dedicated Internet access and the fund has seen no activity since 2000. Jane Plass has requested the transfer of $20,514 from this fund to the general fund for Internet related technology expenditures. Dir. Guarin moved, and V.P. Plourde seconded, that:
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DLS TRANSFER THE INTERNET PROGRAM FUNDS TO THE GENERAL FUND FOR TECHNOLOGY EXPENDITURES. |
Transfer Internet program funds to general fund. |
Motion carried unanimously.
MAGIC adopted OCLC records as a standard in 2000, and they have made great progress towards that goal. However, for some of the smaller libraries, it is difficult for them to furnish OCLC records. Jane Plass proposes a pilot project in which DLS would hire a temporary cataloger and pay for one day’s worth of cataloging service to every MAGIC agency. It would be done this fiscal year, and then the situation would be assessed to see where to go from there. If it is successful, we might look at hiring someone permanently, possibly on a part time basis. There has also been discussion of possibly doing this at cost recovery beyond the 8-hours. Dir. Guarin moved, and V.P. Plourde seconded, that:
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DLS APPROVE THE CATALOGING PILOT PROPOSAL. |
Cataloging pilot approved. |
Motion carried unanimously.
This was already covered in Exec. Dir. Byrnes and Neil Kelley’s reports. The handout mailed with the January agenda included the chart for responses, and board members are encouraged to complete the chart and return it to Jane Plass. Neil mentioned chapters 4 and 5 of the report are the most important to read.
Pres. Kepka adjourned the meeting at 8 p.m.
Respectfully submitted.
_____________________________
Joyce Whitehead, Secretary
X Minutes approved as read
Minutes approved as amended
_______________________________
Robert J. Kepka, President