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July 2002 Board Minutes

Regular Meeting
Monday, July 22, 2002, 7:00 pm
System Center

1. CALL TO ORDER:

President Donald Roalkvam called to order the regular July meeting of the Board of Directors at 7:00 pm at the North Suburban Library System.

President Roalkvam welcomed all those in the audience.

2. PLEDGE OF ALLEGIANCE:

President Roalkvam requested everyone rise and face the Flag and recite the Pledge of Allegiance.

3. ROLL CALL

Directors present: Roalkvam, Bakker, Balbirer, Barefield, Bishop, Black, Claggett, Ente, Groh, Heggem, Hinaber, Johnson, Roalkvam, Seiden, Stretch, Williams.

4 PRESENTATION BY SENATOR ADELINE J. GEO-KARIS, 31st District

Senator Geo-Karis made a presentation of the book, Images of America: Greek-American Pioneer Women of Illinois, to each public library in Lake County, and answered a variety of questions regarding Illinois politics from those in attendance.

5. CONSENT AGENDA

a. Minutes of 2001-2002 Board meeting - June 24, 2002 (Exhibit 5.a. Attached)
Minutes of 2002-2003 Board meeting - June 24, 2002 (Exhibit 5.a. Attached)

b. Wire Transfers for the Month of June (Exhibit 5.b. - Attached)

Director Johnson moved for approval of the consent agenda. The motion was seconded by Director Williams and approved unanimously on a voice vote.

6. ADDITIONS TO AGENDA
None.

7. TREASURER'S REPORT

a. Review and approve the check register. Director Balbirer moved for approval of the check register.

b. Review of System Financial Procedures
Vic Johnson, Jan Hayes, Dale Lawrence, Business Manager, Adrienne Zaucha, Accounts Payable and Donna Veldt, Receptionist/Administrative Assistant gave presentations on accounting procedures and processes.

A NSLS Financial Infrastructure map was distributed and explained. Financial policies are available on our web site http://www.nsls.info/about/nsls_policies.pdf

8. UNFINISHED BUSINESS

a. Approval of Contract for Knowledge Management Consultant (Exhibit 8.a. Attached)

Total amount of contract would be $46,000, suggested to be paid over two budget years. The 10% penalty ($4,600) cancellation fee has been waived by APQC.

Director Johnson moved for approval of the Contract for Knowledge Management Consultant. Director Hinaber seconded the motion and it was approved unanimously on a roll call vote.

9. NEW BUSINESS

a. Presentation made to Past President William Seiden by Donald Roalkvam of a resolution and a gift of a fountain pen and fountain pen display box.

b. Approval and Acceptance of membership for Lake Forest Graduate School of Management. (Exhibit 9.b.) Director Johnson moved for approval and Director Barefield seconded the motion. The motion was approved unanimously on a roll call vote.

c. Approval of Agreement for EducationToGo. (Exhibit 9.c.)
Miriam Pollack spoke to this agreement and noted there is not any monetary commitment by NSLS.

Director Stretch asked if this would count towards credits for certification. (What type?) Miriam Pollack will follow-up on this.

Director Bakker moved for approval of the Agreement and Director Johnson seconded the motion. It was approved unanimously on a voice vote.

d. Approval of e-board Packet Proposal (Exhibit 9.d. - Attached)

After discussion of the proposal and the approaches available, Director Groh moved approval of e-board Packet Proposal, Approach 2. Director Claggett seconded the motion and passed on a voice vote.

e. Approval of Research Agreement for Advocacy Software (Exhibit 9.e. - Attached)

System Director Long explained that this agreement would allow the Consultant to research our needs and the products available and make a recommendation.

Director Balbirer moved approval of the Research Agreement of Advocacy Software not to exceed $3,600. The motion was seconded by Director Hinaber and passed on a roll call vote.

10. COMMUNICATIONS

11. REPORT: SYSTEM DIRECTOR

a. Oral Report

Sarah Long asked Miriam Pollack to give an update on the Keren Keshet Proposal. Pollack said the program had been funded. There are 3 Chicago Libraries and 5 NSLS Public Libraries participating in this program providing Jewish cultural resources to predominantly Jewish communities. Miriam Pollack will resend information to the Board.

Currently NSLS's property and auto insurance policies are with Gallagher Insurance. Dale Lawrence is taking bids from insurance companies to insure the best coverage at the best price.

China Trip: Group of 19 went to China to attend and present at the 50th Anniversary of the Shanghai Library. There was a paper on Knowledge Management that will be helpful with our Knowledgement Management project. A more complete report will be forthcoming.

Sharon Ball, NSLS Multitype Consultant, was the 2002 ILA recipient of the Davis Cup Award. This award is presented to the person who has made an outstanding contribution in library service to young people in Illinois.

Bob Lyons is the recipient of the 2002 ILA Trustee Citation. This annual citation is awarded to a public library trustee for achievement, leadership and service to libraries.

b. Proposal for Evaluation Process

Director Long proposed the following timetable for her evaluation process:
February: Gather all information and statistics for evaluation
March: Involve other Board members in process
May: Finalize discussion

12. REPORTS: OFFICERS

President Roalkvam provided an overview of the requirements and appointed the following Directors to the Nominating Committee:
William Seiden
Barbara Balbirer
Glen Williams, Jr.

President Roalkvam provided an overview of his committees and said a detailed e-mail will be sent to the Board shortly. President Roalkvam asked that everyone review the committees and let him know which one(s) they are interested in joining.

The Board of Directors Retreat will be held Friday, October 25 and Saturday, October 26 at the Marriott Lincolnshire. More information will be forthcoming.

President Roalkvam also reported that he had attended a seminar on Effective Meetings and will try to apply some of the procedures to the Board meeting, i.e., we will be starting the meeting at 7:00 p.m. and try to adjourn by 9:00 p.m. Times will be posted for each item on future agendas.

13. REPORTS: COMMITTEES, TASK FORCES, and LIAISONS

14. REPORT OF CONSULTANT, ILLINOIS STATE LIBRARY, PAT NORRIS

15. PUBLIC COMMENT

Several reports were made.

16. ADJOURNMENT

Director Balbirer moved to adjourn the meeting at 9:35 p.m. Director Bishop seconded the motion. The motion was passed unanimously by a voice vote.