MEETINGS

The GRLC meets at least three times per year, usually the first Wednesday of April, September, and November. Meeting locations rotate. 

Upcoming locations include...

• September 4, 2024 - Ralls County Public Library, Center, MO

• November 6, 2024 - Trails Regional Library, Odessa Branch

• April 2025 - PENDING 

GRLC also tries to offer at least one workshop per year for staff, usually in January or February.

Here you will find copies of agendas and minutes for past meetings.  Agendas for upcoming meetings are sent out through the e-mail list. 

HOW TO PLAN A GRLC MEETING

This guide is meant for GRLC officers and the host library of the GRLC periodic meetings.

Meetings are first Wednesday of the months of April, September, and November at GRLC member library locations throughout Northern Missouri.

It is good to begin planning as far in advance as possible.  Locations for meetings are usually planned one year in advance for GRLC meetings and are noted on the agendas for each meeting with the upcoming dates.

Agenda: The GRLC President or host library will post the agenda at least 3-4 weeks in advance on the GRLC email list with all the details about programs, presenters, lunch costs, requests for dietary restrictions, and locations.  A reminder one week in advance of the meeting will be sent to the GRLC email list as a reminder to make reservations with the host library.  Please also send the agenda to the Missouri State Librarian with an invite to attend.  Additionally, please send agenda and minutes of previous meetings to GRLC webmaster for posting online.

Number of Attendees: 15-20 Library Directors and/or Library Staff attend the meetings as a standard. 

Meeting Rooms Spaces: Large space with audio/visual equipment available for Zoom or virtual meetings platform to accommodate up to 20-25 people.

Meals:  The host library will be responsible for lunch reservations.

• Breakfast – GRLC will reimburse the host library for breakfast foods, i.e., pastries, fresh fruits and drinks.  The host library will need to supply receipts for reimbursement to the GRLC Treasurer, and normally these costs are less than $100.

• Lunch – It is preferred that lunch be catered in if possible at the host library.  When talking with the caterer, please note any dietary restrictions of individuals attending if needed. 

  • If the caterer charges per plate and our members pay GRLC directly, then GRLC pays the catering bill.  If the host library pays the caterer but GRLC collects from the members, then an invoice/receipt will need to be presented for reimbursement.  

  • Please include any presenters and their lunch in the count as GRLC will pay for their lunch.  

  • Receipts will need to be offered to individuals attending for the cost of their lunch for their home library’s reimbursement.  Either the GRLC Treasurer or host Library Director will make sure these are available for GRLC members.  Basically, the date, individual name and the cost of the lunch is included on the receipt noting GRLC lunch on the memo.

  • If the host library decides to arrange lunch at a restaurant, then individuals will pay for their own meal.

Programs: GRLC President, Vice-President and/or host library decide on the program offered at the GRLC meetings in advance.  Usually the topic is a current issue relevant to public library services.  Local speakers and local organizations are encouraged.    

Typically, GRLC uses speakers who do not charge for their services, except for mileage reimbursement costs.  If a presenter is invited who charges a fee, GLRC may elect to pay a speaker’s fee, mileage, and/or hotel reimbursement.  The GRLC President, Vice-President and/or host library should consult in advance to determine whether those charges are relevant and in the scope of the professional development and library staff training for GRLC member libraries.

The Missouri State Librarian and staff should be invited to attend GRLC meetings.  Typically, the Missouri State Library will appear on the agenda to relay the latest news at the State Library, grant opportunities, professional development, or training opportunities.

Business Meeting: GRLC business meetings are usually held in the afternoon after the networking lunch. 

Members may attend and cast votes at meetings in person or by electronic telecommunications in real time.

Every effort will be made to offer remote attendance options when technologically possible at host sites.  It is the responsibility of the attendee to speak up or call attention to themselves with chat or sound to participate in discussion and voting during the business meeting.

Election of officers (in even numbered years): The President shall appoint a nominating committee of three (3) at the November meeting, which shall nominate a slate of officers for presentation and election at the next April meeting.  Officers shall be elected in April.  They shall take office immediately and serve for two years.

Sample meeting agenda includes:

• Call to Order

• Secretary’s Report

• Treasurer’s Report

• Unfinished Business

• New Business

• Other Matters

• Adjournment

Atmosphere:  GRLC maintains a casual atmosphere where member library directors can speak freely and discuss concerns, joys and sorrows with their peers.

Sample agenda:

Grand River Library Conference

Wednesday, April 3, 2024

Daviess County Library, 306 West Grand, Gallatin, MO  64640

660-663-3222

Reservations: Elizabeth Plotner, Library Director

Email: daviesslibrarydirector@gmail.com

9:00 am - 10:00 am: Chat & Chew Coffee and refreshments for Library Directors

10:00 am – 10:30 am: MOSL LSTA Grant funded VR Equipment, Janet Caruthers, Missouri State Library Technology and Resource Sharing Consultant Library Development

10:30 am – 11:00 am: Partnerships in Small Towns: Bright Futures & 3C Power in Partnership, Shonna Morrison

11:00 am – 11:30 am: Virtual Zoom Presentation - MOREnet

11:30 am - 12:30 pm: Catered Lunch & Roundtable Discussions (costs of lunch $15.00)

12:30 pm – 1:15 pm: Zentangle via Zoom followed by discussion regarding MOREnet ending Zoom support

1:30pm – 2:30 pm: GRLC Business Meeting Agenda:

·       Call  to Order – President

·       Secretary’s Report – approval of minutes from November 1, 2023 meeting

·       Treasurer’s Report                                           

·       Unfinished Business                

o   Boundless/AXIS360 update

o   Blackstone Unlimited Audio Project Update

o   Other

·       New Business

o   Officers Election (take office June 1, 2024)

o   Other

·       Adjournment

o   Upcoming meetings dates/locations

*  September 4, 2024 – Ralls County

*  November 6, 2024 – Trails Regional Library- Odessa Branch

2:30 pm – 4:00 pm: Farmhouse Candle factory tour, Jamesport, MO (optional)

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