Urbana Free Library Board Meeting

The Urbana Free Library Board of Trustees Minutes of a Regular Meeting Held on Tuesday, July 9, 2013 Present: Scott Bennett, Anh Ha Ho, Anna Merritt, Mark Netter, Chris Scherer, and Jane Williams Absent: Mary Ellen Farrell, Bill Brown, and Beth Scheid Staff present: Becky Brown, Debra Lissak, and Anke Voss Also present: Many people from the public The Urbana Free Library Board of Trustees met in the Lewis Auditorium of The Urbana Free Library on July 9, 2013. The meeting was called to order by the president, Chris Scherer, at 7:30 p.m. It was moved by Anna Merritt, seconded by Jane Williams, and passed unanimously that the consent agenda be approved as mailed. It was moved by Mark Netter, seconded by Anna Merritt, and passed unanimously to move New Business to the beginning of the meeting. NEW BUSINESS Mark Netter announced revisions to the Board statement from June 19, 2013. The weeding ban has been lifted to allow for normal weeding to resume. The Urbana Free Library will host informational question and answers sessions on the Strategic Plan. The plan will be made available for review and public comment. Comments will be recorded and incorporated into the Strategic Plan as an addendum. The Board is looking into the feasibility of televising and live-streaming future Board meetings, with the possibility of holding future meetings in the City building. Board packets will now be made available on the library website. It was moved by Mark Netter, seconded by Scott Bennett, and passed unanimously to accept these revisions to the Board statement of June 19, 2013. PETITIONS AND COMMUNICATIONS Public comment The following people spoke during public comment: Board of Trustees of The Urbana Free Library – Minutes for the meeting of July 9, 2013 – Page 2 Carol Tilley, Ed Weiskamp, Esther Patt, Carol Inskeep, Elizabeth Nicol, Cope Cumpston, Stephen Portnoy, Stuart Levy, Walter Matherly, Mike Weissman, Larry Smith, Laura Haber, Aimee Rickman, J.P. Goguen, and Becky Mead. Presentations None. ITEMS FOR ACTION OR DISCUSSION Building and Grounds None. Technology None. Finance It was moved by Mark Netter, seconded by Anna Merritt, and passed unanimously to accept the revised FY 2014 library budget, which matches the budget passed by the City. This budget is option A of the options presented at the March 19 Board meeting. Policy Collection management policies are required by state statute to be reviewed biennially. The policies are due for review by September 2013. Deb suggested having staff do the first review. This will be brought to the Board for the August meeting for their comment, and the final draft will be brought to the Board for approval for the September meeting. Education and Training None. Strategic Planning Chris reported that the Strategic Plan for Services will be reviewed to allow for public comment, which can be included in an addendum. The Board received the Champaign County Regional Planning Commission’s final draft of the CUUATS Library Parking and Transportation Study. RPC will incorporate suggestions from the City, library staff, and library Board before issuing the final report. The Board received the IGW space assessment, a preliminary program update to the original 1991 programmatic study. This space assessment comes at the halfway mark of the last 20-year expansion. IGW met with all department heads in the course of preparing the update. The results show that the library’s current need for space approximates the amount projected as the 25-year need in the original 1991 study. Board of Trustees of The Urbana Free Library – Minutes for the meeting of July 9, 2013 – Page 3 REPORTS OF LIAISON OFFICERS Friends of the Library The Friends have agreed to incorporate the sorted returns from Better World Books into the next book sale. The Urbana Free Library Foundation No further report. Illinois Heartland Library System No further report. REPORTS OF ADMINISTRATIVE STAFF Executive Director No further report. Associate Director No further report. Adult Services No further report. Children’s Service No further report. Archives Chris commended the Archives and Anke’s presentation to the Urbana Rotary Club. Circulation Services No further report. UNFINISHED BUSINESS None. Board of Trustees of The Urbana Free Library – Minutes for the meeting of July 9, 2013 – Page 4 CLOSED SESSION At 8:40 p.m., it was moved by Mark Netter, seconded by Anna Merritt and approved by roll call vote that the Board moved into closed session for the purpose of discussing personnel and property acquisition. At 10:10 p.m., it was moved by Jane Williams, seconded by Mark Netter and approved by roll call vote that the Board move back into open session. Scott Bennett read the following statement: “The Board and the Executive Director have jointly agreed that it is in the best interest of The Urbana Free Library to pursue an early separation agreement. Specifics of this agreement, including the Director’s end date, will be worked out in the coming weeks as the Board searches for an interim director.” ADJOURNMENT At 10:12 p.m., Anna Merritt moved adjournment, seconded by Scott Bennett. Becky Brown Recording Secretary Supplementary information and department reports are available in the Board packet of July 9, 2013.