Merger Design Team Meeting - October 4

Meeting of the Merger Design Team

October 4, 2010, 7 p.m. – MLS/Burr Ridge & Prearranged Videoconference Sites[1]

AGENDA – FINAL DRAFT

1.      MEETING CALLED TO ORDER – Su Erickson, Team Chair

2.      ROLL CALL OF THE MEMBERS OF THE MERGER DESIGN TEAM – Jane Plass, Team Secretary

3.      REQUEST BY TEAM MEMBERS TO ATTEND BY MEANS OTHER THAN PHYSICAL PRESENCE – Action Item

(5 ILCS 120/7)  Sec. 7. Attendance by a means other than physical presence.
(a) If a quorum of the members of the public body is physically present as required by Section 2.01, a majority of the public body may allow a member of that body to attend the meeting by other means if the member is prevented from physically attending because of: (i) personal illness or disability; (ii) employment purposes or the business of the public body; or (iii) a family or other emergency. "Other means" is by video or audio conference.

3.1.   Charlet Key, PALS (PALS Coal Valley Service Center)

3.2.   Sue Herring, Kitty Pope, John Richmond, and Web Turner, ALS (ALS East Peoria Office)

4.      REPORT ON THE OPEN MEETINGS ACT – Kathy Caudill, Merger Design Team Open Meetings Act Designee

4.1.   Letter to the Illinois State Library in Response of OMA Concerns – Document 4.1

4.2.   Clarification on the Use of Web Conferencing by the Merger Design Team

5.      RECOGNITION OF GUESTS & ANNOUNCEMENTS – Su Erickson

6.      PUBLIC COMMENT – Su Erickson

6.1.   Request for comments from persons at MLS/Burr Ridge

6.2.   Request for comments from each prearranged videoconference site

7.      ADOPTION OF THE AGENDA – Su Erickson - Action Item

8.      APPROVAL OF MEETING MINUTES- Action Item

8.1.    September 14, 2010 Meeting Minutes – Document 8

9.      UPDATES FROM SYSTEMS – System Representatives - Discussion

9.1.      Fiscal Year 2011 Status of Services, Budgets, and Properties

9.1.1.      ALS, DLS, MLS, NSLS, PALS

10.  MERGER CONSULTANT – Su Erickson - Action Item

10.1.        Request for Proposal (RFP) for Merger Consultant – Document 10.1

10.2.        Discussion on Responses to the Request for Proposal (RFP) for Merger Consultant

10.3.        Recommendation for Hiring a Consultant

10.4.        Motion to Hire Consultant

11.  TEAM SUBCOMMITTEES – Su Erickson - Action Item

11.1.  Decisions of the Merger Design Team on September 14, 2010 – Document 11.1

11.2.  Report from Systems on Appointments by Team Delegations to Subcommittees

11.2.1.  ALS, DLS, MLS, NSLS, PALS

11.3.  Charges to Subcommittees

11.3.1.  Recommendation of System Executive Staff – Document 11.3.1

11.3.2.  Approval of Subcommittee Charges by Merger Design Team

11.4.  Appointment of Subcommittee Chairs

11.4.1.  Nominations – Document 11.4.1

11.4.2.  Statements by Candidates

11.4.3.  Selection of Subcommittee Chairs by Merger Design Team

12.  MERGER PROPOSAL – Su Erickson - Discussion

12.1.  Application to the State Librarian together with a plan for the creation of the new system. Such
application shall contain:

o       Complete list of all liabilities of the library system.

o       Complete list of all assets of the library system including detailed equipment descriptions.

o       Proposals for distribution of assets/liabilities.  The sale of any equipment or real property requires the prior approval of the State Librarian.[2] Every effort shall be made to offer equipment items for the continuance of system services by the successor system or systems or to member libraries.

o       A plan for the orderly transition of system services.

12.2.  Report from the Illinois State Library (ISL) regarding application details

13.  INTERGOVERNMENTAL AGREEMENTS – Su Erickson - Discussion

13.1.  Discussion with the Illinois State Library (ISL) regarding ISL recommendation for intergovernmental agreements

M E M O R A N D U M

TO: Illinois Library System Presidents

FROM: Anne Craig, Director

Illinois State Library

DATE: July 19, 2010

SUBJECT: Responses to Questions Received About Restructuring Library Systems

Intergovernmental Agreements

Further, it is our recommendation that, once formal merger processes are undertaken, each of you seek intergovernmental agreements between library system entities that specify all roles and expectations during the merger and transitional period. At the point the new library system organization(s) is formed and approved by the Secretary of State/Illinois State Library, these intergovernmental agreements would expire and all functions would be governed by the new entity.

14.  MEETING SCHEDULE – Su Erickson - Discussion

14.1.  Dates for future meetings coordinated with and by merger consultant

14.2.  What format(s) for future meetings works best for Team members? (e.g., weeknights, weekends)

14.3.  Location Issues

14.3.1.  Desire to meet around the region

14.3.2.  A quorum must be present in person at the primary meeting location

14.3.3.  Is it correct that DLS, MLS, and NSLS Team members (12 of 20 members) are not permitted to attend the meeting by other means since DLS, MLS, and NSLS are under 4,500 square miles?

15.  NEXT MEETING AGENDA ITEMS – Su Erickson - Discussion

15.1.  Reports from the consultant

15.1.1.  Development and implementation of a merger design plan including a Merger Design Team meeting schedule, key decisions points, and timeline

15.1.2.  Design and implementation of a communications plan for the merger process

15.1.3.  Development of shared vision, mission, and values for the merged system

15.1.4.  Design of a governance structure, including bylaws and name of the merged system

15.2.  Other items…

16.  EVALUATION OF MEETING REGARDING COMPLIANCE WITH THE OPEN MEETINGS ACT  – Kathy Caudill - Discussion

17.   PUBLIC COMMENT – Su Erickson - Discussion

17.1.  Request for comments from persons at MLS/Burr Ridge

17.2.  Request for comments from each prearranged videoconference site

18.  ADJOURN – Su Erickson - Action Item