March 19, 2008

 

HLC Governing Board members present: DeSoto-Felton Garner, Paul Erickson; Highlands-Perry Newport; Okeechobee-Robbie Chartier, Elvie Posey. Excused absences: Ann Ryals, Commissioner Gordon Norris, Gloria Davis, Commissioner Guy Maxcy, and Marion Davis. Others present: Glades Librarian Mary Booher, Librarians Fred Lohrer, Kresta King, Patti Jean Lang, and Elizabeth Kenney, Cooperative Coordinator Mary Myers, Highlands County Community Services Division Director June Fisher, NCT Group representative Julie Fowler, CPA Carlos Roman, prospective member Jan McKibben.

 

Chairman Paul Erickson called the meeting to order at 9:56 a.m., asking Commissioner Felton Garner to open with prayer and lead in the pledge to the flag. Mr. Erickson then asked for any additions to the printed agenda. Mrs. Myers offered these additions: #10 a resolution on mileage, #11 vehicle usage policy, #12 legislative updates, and #13 member comments. Perry Newport moved to approve the additions, Elvie Posey seconded, unanimously carried. One correction to the minutes was to change the words "stand along" to "stand alone". With this correction in mind, Robbie Chartier moved the minutes be accepted, seconded by Felton Garner, and carried unanimously.

 

Chairman Erickson asked each one to introduce themselves as we have some new attendees. Librarian Patti Jean Lang announced the resignation of long-time Hardee County representative Elinor Batey and introduced prospective board member Jan McKibben. Newly hired Community Services Division Director June Fisher was introduced by Mary Myers.

 

COORDINATOR'S REPORT

Elvie Posey moved the adoption of the Coordinator's written report, seconded by Robbie Chartier, carried unanimously.

 

AUDIT REPORT

Comments were received from CPA Carlos Roman, our Heartland accountant, and NCT Group representative Julie Fowler presented their clean audit opinion, but noted that the office of Carlos Roman would be making changes to add controls in journal entries with a written document for each entry. Robbie Chartier moved to accept the printed audit, seconded by Felton Garner, and unanimously carried.

 

IRS MILEAGE ALLOWANCE RESOLUTION

Mary read from the latest IRS mileage allowance, asking the board to agree to a resolution to use whatever would be the current IRS mileage rate, presently rounding it off to .50 per mile. Perry moved to accept the resolution, seconded by Robbie, carried unanimously.

 

 

 

GLADES MEMBERSHIP ACCEPTANCE

Mrs. Myers noted that, if accepted by the Board, the Glades membership will be effective October 1st. Six counties in the cooperative will mean an extra $50,000 from the State Library which is applying for an LSTA Grant to cover the costs of the equipment start-up. Elvie Posey moved to approve the agreement to accept Glades, Felton Garner seconded, carried unanimously.

 

IT POLICY REVISIONS AND UPDATES

A printed comprehensive policy was presented to the board, including email usage, software, public computers, Internet usage, etc. Perry Newport moved to accept the revised, updated IT policy, Felton Garner seconded, carried unanimously.

 

CIRCULATION POLICIES 

Mary Myers led a discussion of the policies, which will be brought back to the board, in final form, at the next meeting.

 

HEARTLAND VEHICLE USAGE POLICY

The written policy was presented to the board, Robbie moved to adopt this policy, Elvie Posey seconded, carried unanimously.

 

LEGISLATIVE UPDATE

Mrs. Myers informed the board of Senate Bill 1210 and House Bill 795 concerning Special Districts needing to codify their charter. This would mean ours would need to be audited next year.

There has also been a revision introduced to the multi-library grant to increase it by $100,000.

 

NEXT MEETING DATE SET for May 21st, 10 a.m., at Lake Placid Library.

 

The meeting adjourned at 12:07 pm.

 

Respectfully submitted,

Carolyn Hesselink

Administrative Secretary