Minutes of the Regular Meeting of the Illinois Heartland Library System Board October 25, 2011 Edwardsville Office. Susan Justice, George Trammell

Transcription

1 Minutes of the Regular Meeting of the Illinois Heartland Library System Board October 25, 2011 Edwardsville Office Board Members Attending: Board Members Absent: Others Present: Karen Bounds, Janet Hasten, Elizabeth Letterly, Betsey Mahoney, Linda McDonnell, Susan Mendelsohn, Joshua Mikeworth, Brock Peoples, Joan Rhoades, Jacob Roskovensky, Anthony Schuering, Susan Tulis, Nina Wunderlich. Susan Justice, George Trammell Leslie Bednar, Nick Bennyhoff, Pat Boze, Janet Cler, Chris Dawdy, Juliette Douglas, Mary Downing, Peggy Durst, Edie Elliott, Tina Hubert, Pat Norris, Julia Pernicka, Jill Pifer, Ellen Popit, Michelle Ralston, Ramona Rollins, Mark Shaffer, Pam Storm, Mike Szymkoski, Bob Towner, Lawren Tucker, Jeanna Vahling, Diane Yeoman. By V-tel at the Illinois State Library: Anne Craig, Neil Kelley, Cyndi Colletti, Karen Egan and Bonnie Mathias. Call to Order: Karen Bounds called the meeting to order at 6:10 PM Roll Call: Thirteen members were present and two were absent. Minutes: Anthony Schuering moved that minutes of the September 27, 2011 meeting be approved as submitted. Susan Tulis seconded the motion. The motion passed unanimously by voice vote. Financial Report: Karen Bounds reported that auditors are still working on the audit for the former Lewis & Clark Library System. The Board has received copies of the audit and annual report for the former Lincoln Trail Libraries System. Nina Wunderlich moved that the Board approve the audit of the Lincoln Trail Libraries System as presented. Anthony Schuering seconded the motion. The motion passed unanimously by voice vote. Brock Peoples moved that the Board approve the Lincoln Trail Libraries System Annual Report. Anthony Schuering seconded the motion. The motion passed unanimously by voice vote. Nina Wunderlich reviewed several bills on the bill list: Health Alliance. The bill includes both the monthly payment of approximately $40,000 plus several adjustments from previous billings. Refunds to some Gatenet members. These payments reflect the decision of the LCLS Board to use system resources to support Gatenet with 10% of the member fees. Bills had already been sent when this decision was made, and some members paid their yearly fee without deducting the 10% credit. These checks refund their overpayments. Payment to Amanda McKay for taking minutes at the Transition Board meetings.

2 Nina Wunderlich moved that the Board approve the bills as submitted. Susan Mendelsohn seconded the motion. The motion passed unanimously by roll call vote. Public Comment: None. Staff Report: Leslie Bednar introduced Chris Dawdy, newly appointed Gatenet Manager. Leslie told the Board that a copy of the Staff Activities Report was distributed on the table. A new format was used to tie ISL Priorities and IHLS Goals and Objectives to IHLS staff activities and expenditures. Illinois State Library: Pat Norris told the Board that Secretary of State Jesse White and the Illinois State Library are pleased to be able to provide grants to replace library system delivery vehicles with over 200,000 miles. IHLS will receive nine vans and RAILS will receive seven. The Illinois State Library received news that their request for a waiver for its Maintenance of Effort level, was granted by the Institute of Museum and Library Services (IMLS). Illinois, along with almost every other state, has seen a decline in financial aid for libraries. In accordance with federal regulation, IMLS must reduce individual state LSTA allotments by an equivalent percent; however, under the law IMLS may grant a waiver to individual states. Meeting notes from the All Systems Board Meeting on September 23 have been distributed. Next meeting will be April 18, 2012 at the Illinois State Library. New legislation requires state agencies to justify all grant programs except for formula grants. The Illinois State Library is requesting that libraries submit accounts demonstrating the use of the funds, and the positive impact of the grant on their clientele. IMLS has awarded Georgia State Library a grant to plan the development of an open-source software system for B&PH services. Pat Boze will be the state s representative to the project. Lawren Tucker reviewed Library System Service Standards pertaining to library system boards. Anne Craig gave an overview of the Illinois Digital Archives (IDA), the Electronic Depository of Illinois (EDI) and OCLC services for Illinois Libraries LLSAP Report: Jill Pifer from Fairview Heights Public Library gave an update on the efforts of the LLSAP Working Group. The two vendors (Polaris and SirsiDynix-Symphony) will give demonstrations on November 7 & 8 and November 15 & 16 in Effingham. Demonstrations will be available in person, by live web stream and they will be recorded for later viewing. Evaluations will be sought from committee members, LLSAP staff and member librarians. Communications Report: Michelle Ralston informed the Board of the various listservs available for IHLS members. The most important for IHLS news is the IHLS announce listserv. Nick

3 Bennyhoff gave an overview of the IHLS Website. Jeanna Vahling reviewed the extensive online learning opportunities on WebJunction for librarians, staff and trustees. Personnel Committee: Linda McDonnell stated that the review of the Personnel Code has been completed. Anthony Schuering moved that the agenda be amended to add 13 e. Resolution to approve the IT Director as contact person in behalf of IHLS for the purpose of dealing with Verizon. Brock Peoples seconded the motion. The motion passed unanimously by voice vote. Policy and Planning Committee: The committee met prior to the meeting to discuss a few policies that may need some language changes. Membership Committee: The committee met with the Policy & Planning Committee prior to the board meeting to discuss issues pertaining to the Champaign Public Library. They also received an update on current membership trends Finance Committee: The committee met on October 24 by phone. Mike Szymkoski has obtained interest rates from the Decatur area. He will work with George Trammel and IHLS staff to get rates from other areas of the system. It will be necessary to invest money in several financial institutions in order to make sure we don t exceed the insured maximum. When Lewis & Clark Library System audit figures are available in draft form, he will prepare monthly financial reports. Hopefully those will be available by the November meeting. The Finance Committee will review the draft of the Financial Procedures and Practices. Suggested changes should go to Mike as soon as possible so that the document can be sent to the entire board prior to the November meeting. It is hoped it can be approved at that meeting. Facilities Committee: Joshua Mikeworth reported that both the Champaign and Decatur offices have significant issues with their buildings. Bob Towner has obtained quotes for the repair of the Champaign building. The Facilities Committee plans to meet in the next week or so to review those quotes and what needs to be done. The committee also hopes to determine the operational costs for each of the four buildings. Other issues to determine are whether any of the buildings could be sold, if they should be repaired before they are sold, and where staff would go if the buildings are disposed of or not usable and the need for a long range plan for all four locations. Champaign Public Library: The Membership and Policy & Planning Committees recommended with regret that IHLS move to suspend Champaign Public Library with a written response from system staff that includes the specific violations of the state administrative code, IHLS policies and any other pertinent policies. Betsy Mahoney moved that the board suspend Champaign Public Library. Libby Letterly seconded the motion. The motion passed unanimously by voice vote.

4 Janet Hasten stated that Executive Director Leslie Bednar and Board Vice President Joan Rhoades have met with all three libraries concerned (Champaign, Mahomet and Tolono). Champaign Public Library has received letters from IHLS in addition to discussion of the issues with no resolution to those issues. Karen Bounds stated that it is hoped that something can be worked out that is amenable to all parties. Leslie Bednar stated that the Champaign Public Library will receive a letter advising them of the suspension with a copy to the Illinois State Library. The Illinois State Library will then respond to both IHLS and Champaign Public Library concerning the suspension. Champaign will have 60 days from their receipt of the letter from the Illinois State Library to rectify the situation. If suspended, a library cannot receive IHLS services including delivery, IHLS communications, interlibrary or reciprocal borrowing. Unfinished Business: Response to ISL re Area & Per Capita Grant: IHLS received an additional letter from the Illinois State Library regarding the Area & Per Capita Grant application (pages 10 and 11 in the board packet). Five concerns remain and a draft response has been prepared. Leslie Bednar reviewed the items in the response. Travel Expenditures will be significantly less than originally budgeted and staff memberships in professional associations will not be supported this year. Conferences & CE expenses will be closely monitored and less than budgeted. A salary study will be conducted in-house and an outside consultant will not be needed. IHLS will plan to move the IHLS Digital Gems to the Illinois Digital Archives no later than June 30, 2012 and suggest that Pat Boze (LINC LLSAP Manager) work collaboratively with IDA staff to resolve any technical concerns and develop an appropriate schedule for the data move. Language will be changed in the Financial Policy. Facilities Report: Anthony Schuering moved that the Board go into Executive Session. Jacob Roskovensky seconded the motion. The motion passed unanimously by roll call vote. The Board returned to regular session. IHLS Advisory Councils: Ellen Popit reported that there has been good response to the call for member library volunteers for the advisory councils. Financial Policy: Jacob Roskovensky moved that the board amend the IHLS Financial Policy to add the following sentence to the end of section 2.5 at the request of the Illinois State Library: IHLS will provide the Illinois State Library with the names of all IHLS Board of Directors members and staff who have filed a Statement of Economic Interest, as required by Section 4A-101 of the Illinois Governmental Ethics Act (5ILCS 420), within seven days after the deadline for filing. Brock Peoples seconded the motion. The motion passed unanimously by voice vote.

5 Secondary Employment: Joan Rhoades moved that the Board go into Executive Session to discuss secondary employment for IHLS staff. Susan Tulis seconded the motion. The motion passed unanimously by roll call vote. The Board returned to regular session. Brock Peoples moved that the board concur with the recommendations of the Executive Director regarding secondary employment of IHLS staff. Libby Letterly seconded the motion. The motion passed unanimously by voice vote. Libby Letterly moved that Ellen Popit be appointed as IHLS Ethics Advisor. Susan Tulis seconded the motion. The motion passed unanimously by voice vote. Anthony Schuering moved that the Board approve the State of Illinois Joint Purchasing Program Participation Resolution to authorize and direct Troy Brown to execute on behalf of IHLS all necessary forms, applications, requisitions and other documents related to this program. Brock Peoples seconded the motion. The motion passed unanimously by voice vote. Brock Peoples moved that the meeting adjourn. Jacob Roskovensky seconded the motion. The motion passed unanimously by voice vote.