Board Minutes

HEARTLAND LIBRARY COOPERATIVE
March 20, 2002

HLC Governing Board voting members present: DeSoto—Ann Ryals, Paul Erickson, Felton Garner; Hardee—Elinor Batey, Gloria Davis; Highlands—Jeanne Renton, Guy Maxcy, Perry Newport; Okeechobee—Robbie Chartier, Marilyn Buxton. Also in attendance: Librarians Merry Cresswell, Elizabeth Kenney, Diane Hunt, Margo Taylor, Cooperative Coordinator Mary Myers, and secretary Carolyn Hesselink.

The Board was called to order at 10:02 a.m. by chairman Paul Erickson. Commissioner Felton Garner gave the invocation, the pledge was led by Paul. Notice of the meeting was read. Perry moved, Robbie seconded, that the agenda be approved as presented. Approved by voice vote. Felton moved, Marilyn seconded, that the minutes be approved as presented with the addition of Clois Harvey in attendance at the January 16 meeting. Approved by voice vote.

COORDINATOR’S REPORT
Robbie moved the board accept the written report, seconded by Marilyn, and passed by voice vote.
ARCHBOLD CONTRACT
Mary presented the proposition that Archbold Biological Station join the cooperative as a contract user, having the use of our on-line catalog, borrowing and lending privileges, and linking their web-site to ours. The cooperative would be paid to catalog their materials and for their Polaris licensing. All our work would be reimbursed by Archbold, per the contract. Their serials and other items would be available for our patrons.
Robbie asked about the payment schedule. Under “Duties of Archbold” she recommended we add the word “annual”, as in annual payment of $1600, and also “annual” to “maintenance costs”. The $25.00 PVC is the monthly charge by Sprint and the installation charges.
It was the consensus of the board that Mary will talk with the Archbold staff concerning when and how they pay their bills. If the cooperative incurs any costs, Archbold will be billed
monthly.
Robbie wondered what the time period would be when the contract says “be renewable thereafter”? Robbie moved to accept the agreement with Mary authorized to make the changes as suggested, seconded by Felton, and approved by voice vote.
It was suggested that the board hold one of our meetings at the Archbold facility.

RECIPROCAL BORROWING AGREEMENT WITH SFCC
An agreement with SFCC was presented to the board for their perusal. The reciprocal agreement would mean our library card would be accepted at the South Florida Community College library (no fee charged) and, of course, they could use their card to check out books at our libraries. According to Diane, their barcodes and ours will work in either system. We are thinking of using a decal on the library cards. Okeechobee was not included in the agreement because the area the college serves doesn’t include Okeechobee County. The language of exclusion was put in by SFCC but, since we cannot exclude circulation from any of our cooperative libraries, the board felt their exclusion clause would not work. Paul asked Mary to take the agreement back to SFCC to see if the individual library names could be removed so there would be no discrimination against any library patron, regardless of their location.
Mary informed the board that SFCC is not a recreational loaner, but a research loaner. We don’t expect a huge jump in their circulation, just a freer loaning of materials. She told the board that we are getting closer to a state-wide borrowers card.

POLARIS DEMONSTRATION
Gaylord trainers Kathie and David used the big screen to show board members the new look of the Polaris home page which will be see by our patrons.

NEXT MEETING SET FOR MAY 15.
Mary will confirm if the meeting is to be at Archbold at 10 a.m.

Adjourned at 11:10 a.m.

Respectfully submitted,

Carolyn Hesselink, Administrative Secretary

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