HEARTLAND LIBRARY COOPERATIVE BOARD MEETING

November 17, 1999

HLC Governing Board voting members present: DeSoto - Paul Erickson, Ann Ryals; Hardee - Gloria Davis, Elinor Batey; Highlands - Perry Newport, Bob Bullard; Okeechobee - Marilyn Buxton

Board members excused - DeSoto - Bob Avant; Hardee - Walter Olliff Jr.; Highlands - Jeanne Renton; Okeechobee - Robbie Clarke

Board members absent, reasons unknown: Okeechobee - Clois Harvey.

Others present: Cooperative Coordinator Mary Myers, Librarians Diane Hunt, E.M. Kenney, Ed Kilroy, Admin. Secretary Carolyn Hesselink.

The meeting was called to order at 10:40 a.m. at the newly remodeled Hardee County Library in their largest meeting room by Chairman Perry Newport. The Notice of Meeting was read. There were no additions to the agenda. Paul moved to approve the agenda, seconded by Bob, carried by voice vote.

COORDINATOR'S REPORT

Mary's written report will be including a report from Diane Hunt on stats from Centralized Cataloging. Mary noted that the libraries are getting Gates grant computers installed and training on them will commence asap.

We revisited the questioned on how computers are to be insured. Mary states that once equipment is given to a library it becomes part of that library's inventory, so is covered by the individual county's insurance. Perry felt we needed a follow-up letter to the county administrators to be sure they all had the same understanding. Mary informed board members that our Galaxy system will be able to track our inventory by the use of a bar code on each piece, so they can be transferred to the counties as needed.

Ed Kilroy asked that the library directors talk about the implications of disposing of Heartland purchased equipment if it is to be on individual county inventories. The directors will come back to the board with a recommendation.

Diane Hunt noted that, with a new fiscal year, the monthly figures of processed books by Centralized Cataloging will continue to grow.

Mary informed the board that she is appointing Sebring Reference Librarian Michael Pate as project director to be the point man for all calls on network or desktop problems. Sebring Library is also building up a depot of extra parts and equipment for quick replacement work throughout the cooperative.

The board members discussed the large roll-overs each year. Coordinator Myers told members that some of that roll-over was caused by Okeechobee holding off on spending for books and furniture until they were in a position to do so in their building project. She informed the board that there will come a time when these "excesses" will be minimal. An itemized listing of how much is available to each library in given in the 99-2000 budget.

A motion to accept the Coordinator's Report was made by Elinor, seconded by Marilyn and carried by voice vote.

NEW BUSINESS

Chairman Perry Newport's letter of resignation was read and proffered to the board effective this date. Perry moved that Bob Bullard be elected the next chairman, seconded by Paul. Mr. Bullard commended Perry for his leadership. The motion was carried by voice vote.

All appointments to this board are to be confirmed annually by January 1st. All libraries should have their 2 citizen appointments and commissioner appointment, per our Inter-Local Agreement.

CARGO VAN PURCHASE - AMENDED BUDGET

Coordinator Myers told the board that the directors had originally thought of trading in the current can when we purchase a cargo van (with a Tommy Life), but after discussing the need of our cooperative trainer, are recommending to the board that we keep the van for our trainer's use, plus the occasional trip by cooperative personnel, instead of paying mileage (which sometimes exceeds $200 a month). We may need to use part of our contingency money to add to this budgeted line item. An amended budget was submitted to the board showing the correct roll-over. Mary will be checking to be sure we have budgeted enough for two vehicles in gas, oil, and repairs. Paul moved to accept the amended budget, Bob seconded, carried by voice vote.

It was announced that Okeechobee Library would be closed for moving next week with their ribbon cutting Nov. 29, December 16 at 5:30 PM is open house. Bob Bullard asked that a resolution of thanks by made to the Gates Foundation so the BCCs can sign, in recognition of the different this furniture & equipment will make to our citizens. Census 2000 is also recommended for our utmost support. Mr. Bullard noted that counties lose $1,000 in federal funds for every person we miss.

NEXT MEETING SET FOR JANUARY 19, WED., 10 AM, LAKE PLACID LIBRARY.

Board members toured the newly remodeled facilities with Librarian Diane Hunt.

Respectfully submitted,

Carolyn Hesselink

Administrative Secretary