Board Minutes

HEARTLAND LIBRARY COOPERATIVE
November 28, 2007

HLC Governing Board members present: DeSoto-Ann Ryals, Paul Erickson, Felton Garner; Hardee-Gloria Davis; Highlands-Perry Newport; Okeechobee-Marion Davis. Not present: Elinor J. Batey, Robbie Chartier, Guy Maxy, Gordon Norris, Elvie Posey, Jeanne Renton. Library Directors present: Elizabeth Kenney, Kresta King, Patti Lang, Mary Myers. Others present: Michael Pate.

Chairman Paul Erickson called the meeting to order at 10:00 a.m. with Felton Garner leading in the invocation and the pledge following. The secretary read notice of public meeting. Mrs. Myers requested an addition to the agenda. Ann Ryals moved approval of the agenda with the revision, seconded by Felton Garner and approval was passed by voice vote. Gloria Davis moved the approval of the written minutes, Felton Garner seconded the motion, and approval was passed by voice vote.

Coordinator’s Report

Interlocal Agreement: The Highlands County Board of County Commissioners approved the Heartland Library Cooperative Interlocal Agreement on October 2nd, 2007.

Legal Opinion: Ross Macbeth, Highlands County Attorney, performed an analysis of certain findings in the Highlands County Clerk of Courts Audit. Coordinator Myers provided a copy of his analysis to Board Members.

Adopted Budget FY 2007-2008: Salaries, Overtime, and Benefits are now listed separately, which shows a clearer picture of employee-related costs. The Cooperative is now reflected in a separate cost center in the Highlands County Budget.

Budget Amendment Approval: Under the original Interlocal Agreement, the Coordinator had the ability to both make budget amendments. Under the new Interlocal Agreement, the Chairman and Treasurer approve these before any action is taken.

Public Internet Scheduling: After June 2008, 3M will no longer be providing PAMS. Several alternatives are being considered. Envisionware, a partner with Polaris Library System and used by a number of large libraries, is under consideration.

The Coordinator’s Report was moved for approval by Felton Garner, seconded by Ann Ryals and approval was passed by voice vote.

New Business

Annual Plan of Service and Budget for FY 2008: Perry Newport moved approval, seconded by Gloria Davis and approval was passed by voice vote.

CLIC grant agreement for Hardee: Hardee County received approval of their Community Libraries In Caring grant with funding of $8,000.

Unique Management Services: Unique Management Services offer services to aid in the collection of unpaid fines and fees and the return overdue materials. A one-time investment of $3,500 is needed to buy a component that will allow Polaris to give Unique the information they need to proceed. Unique is compensated by their keeping a percentage of the funds they collect, agreed upon through negotiation. Coordinator Myers felt that any money returned through this process should be placed in each Library’s materials budget rather than merely being returned to the general fund. Each Library will also need to ensure that all of their items are correctly priced in the Polaris Database and what percentage of that price should be collected. It was agreed that Coordinator Myers would write and present a proposal to the Counties about Unique Management Services.

Independent Special District: The Florida Department of Community Affairs has ruled that The Heartland Cooperative is a Special District. Prior to this ruling, the Cooperative required the use of a host county in order to participate in the Florida Retirement System (FRS). The Cooperative now has the ability to participate independently. Highlands County is now only providing the Cooperative with physical space and staff. If a decision were made to forgo the current hosting arrangement, the Cooperative would hire a full-time Coordinator (someone who had received an MLS) and combine the duties currently performed by Highlands County Staff on a part-time basis. A discussion ensued on how this would impact current and future funding.

Professional Dues and Conferences: Coordinator Myers explained that some counties were no longer paying the professional dues of their Library Directors to the Florida Library Association. Also both of new Directors wished to attend the Public Library Association Conference in Minneapolis, Minnesota, March 25-29th, 2008. Director Kenney declined the offer as she had already paid her 2008 dues. Chairman Erickson thought this was something could be done this year but that no precedent be set and asked Director Myers for a suggestion. She asked that the Cooperative fund FLA dues and attendance to the PLA for Director King and Director Lang. Perry Newport moved to accept the suggestion, Paul Erickson seconded and approval was passed by voice vote.

The NEXT MEETING of the board was set for WEDNESDAY, JANUARY 16, at Lake Placid Memorial Library at 10:00 a.m. The board adjourned at 11:15 a.m.

Respectfully submitted,

Estela Patrick

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