Multi-County Library Cooperative Planning Meeting

July 17, 1996

Attendees: Jeri Canale, Highlands County Commissioner, acting Chairman and Cooperative Board member; Barbara Smith, DeSoto County Commissioner and Cooperative Board member; Sue Rood, HCLS Advisory Board; Merry Cresswell, Lake Placid Librarian; Sondra Taylor-Furbee, State Library of Florida; Paul Erickson, DeSoto County Community Services Director and Cooperative Board member; Ed Kilroy, Okeechobee County Librarian; Bonnie Dyga, Okeechobee County Asst. Administrator and Cooperative Board member; Perry Newport, Highlands Co. Cooperative Board member; Jeanne Renton, HCLS Advisory Board and Cooperative Board member; Mary Booher, Glades County Librarian; John Booher, Glades County; Mary Myers, Highlands County Library System Director; Anita Martinic, Glades County; Don Obrakta, Hardee County Librarian; Carl Cool, Highlands County Administrator; June Fisher, Glades County; Clois Harvey, Okeechobee County Commissioner and Cooperative Board member; Diana Youmans, Hardee County Library Advisory Board and Cooperative Board member, and Carolyn Hesselink, Admin. Secretary for HCLS.

Chairman Jeri Canale called the meeting to order at 10:00 a.m.

Listing of appointed Heartland Library Cooperative Board members are: Highlands - Jeri Canale, Jeanne Renton, Perry Newport; Okeechobee - Clois Harvey, Bonnie Dyga, 3rd member yet to be appointed; DeSoto - Barbara Smith, Paul Erickson, Sharon Turner; Hardee - Walter Olliff, Diana Yeomans, Gloria Davis.

Interlocal Agreements approved by County Commissioners: Highlands, Okeechobee, and Hardee. DeSoto expects approval shortly.

Long Range Plan

Ed Kilroy talked about the long range plan hand-out, pointing out that it was the latest edition of the draft and included an appendix of county statistical information as to how the counties relate to each other. The three goals will be: resource sharing, shared technology, and collection development. The eight objectives include target dates starting as early as December, 1996.

Annual Plan of Service and Budget for Fiscal Year 1997 Discussion Summary:

1. The plan only lists 4 counties. If Glades wants to join, their 1996-1997 budget would be appended to the Cooperative budget.

2. The Annual Plan, including a budget, is a requirement of the State Library. State Aid dollars for the Cooperative will come from the individual counties budget figures.

3. Per the State Library, the signing of the Interlocal Agreement establishes the Cooperative as a legal entity. Charlie Parker will talk with the Highlands Clerk of the Court and the county attorney concerning the Cooperative as a legal entity.

Changes to the draft of the Annual Plan of Services

1. Page 2 Finances after "to develop policies" add "and procedures".

Budget discussion summary:

1. The Clerk of the Court for Highlands County is willing to handle the budget of the Cooperative, after the legalities of establishing the Cooperative as a legal entity are resolved.

2. Highlands County has in hand a full cost allocation study which shows the cost to the clerk's office of handling any type of budget. Any budget reimbursement to the Clerk of the Court will be based on a 2% charge.

3. Cost of an audit was included in the proposed budget. It is assumed that a maximum of $2.500 would cover an annual budget audit.

4. The proposed part-time courier positions offers health insurance based on the cost to Highlands County. The other 3 counties do not offer health insurance to part-time employees.

5. Monies will be needed for position advertising, drug testing, a criminal background check, and equipment. If the Highlands County BCC carries out any of these functions, they will invoice the Cooperative (including drug testing, background checks, advertising).

6. No contingency funds for sudden needs or emergencies are in the proposed budget.

7. We need to know if cooperative employees are eligible for inclusion in the State retirement system.

Action taken by the committee:

1. Bonnie Dyga moved we authorize Carl Cool to negotiate with the Clerk's office for finance and accounting service. Seconded and passed by majority vote.

2. Bonnie Dyga moved the courier position be funded at $8.00 an hour with no health insurance offered. Seconded and passed by majority vote.

3. Clois Harvey moved a cap be set of $2,500 for the annual audit. Seconded and passed by majority vote.

4. Bonnie Dyga moved we establish a line item for personnel hiring costs of under $500.00. Seconded and passed by majority vote.

5. Bonnie Dyga moved we establish a contingency fund of approximately 5% (around $15,000). Seconded and passed by majority vote.

Laws governing Cooperative Board meetings:

1. Carl Cool announce that, with elected members to the Cooperative Board, all should be aware of the Government in the Sunshine law. It request that each meeting be given public notice. Two or more voting members cannot discuss any policies of this cooperative outside of the actual meeting.

2. Mr. Cool reminded us that the Public Records law says that all notes made at the meeting are public records. Do not throw away your notes.

Financing the Cooperative in 1996-97 discussion:

1. Per Sondra Taylor-Furbee, the Cooperative will not get its approved grant monies from the State Library until probably February, 1997. The Cooperative may request a loan of start-up funds on a temporary basis.

2. Mr. Carol Cool stated that he believed the BCC of Highlands Count would be willing to loan the Cooperative monies with interest the same as what was being earned, on as as-needed basis.

3. Sondra Taylor-Furbee was asked to get a formal letter from the State Library Grants Office giving their permission to borrow monies ahead of the projected February, 1997, date.

The board agreed to vote on the Annual Plan of Service and Budget at the August meeting when everyone has had time to reflect on it. Introductions of new and establish members were made. Interlocal Agreements will be passed from county to county for signatures. It was agreed that a chairman and vice-chairman will be voted on at the August meeting.

Next Cooperative Board meeting is set for Wednesday, August 14, 10:00 a.m. at the Lake Placid Memorial Library meeting room.

Meeting adjourned at 11:51 a.m.