Urbana Free Library Board Meeting

The Urbana Free Library Board of Trustees Minutes of a Regular Meeting Held on Tuesday, August 11, 2015 CALL TO ORDER The Urbana Free Library Board of Trustees met in the Lewis Auditorium of The Urbana Free Library on August 11, 2015. The meeting was called to order by the president, Chris Scherer, at 7:00 p.m. ATTENDANCE Present: Geoff Bant, Bill Brown, Anna Merritt, Beth Scheid, Chris Scherer, and Jane Williams Absent: Mary Ellen Farrell, Anh Ha Ho, and Mark Netter Staff present: Becky Brown, Celeste Choate, Teri de Haro, Lora Fegley, Carol Inskeep, M.C. Neal, Elisabeth Paulus, Anke Voss, Kathy Wicks, Caleb Wilson, and Lisa Wilson Others present: Al Kagan, Matt Murrey, and Joey Wright APPROVAL OF THE AGENDA It was moved by Anna Merritt and seconded by Beth Scheid, to amend the agenda by moving New Business up on the agenda before the Closed Session. It was moved by Beth Scheid, seconded by Bill Brown, and passed unanimously to approve the amended agenda. CONSENT AGENDA It was moved by Anna Merritt, seconded by Jane Williams, and passed unanimously to accept the consent agenda as presented. PETITIONS AND COMMUNICATIONS Public comment Elisabeth Paulus spoke of her concerns about the hours being cut back for part time circulation clerks. Presentations M. C. Neal gave a presentation on the EDGE Assessment, which is an assessment tool that provides a snapshot of current public technology services. The Illinois State Board of Trustees of The Urbana Free Library – Minutes for the meeting of August 11, 2015 – Page 2 Library is requiring libraries to participate as part of the Public Library Per Capita and Equalization grants program and it is paying the cost for them to do so. ITEMS FOR ACTION OR DISCUSSION Building and Grounds Celeste reported that the library is having issue with several doors. Workmen have been called, and hopefully the issues will be resolved very soon. Technology No report. Finance Celeste provided the Board a report in the Board packet of the balances in the library’s bank accounts and in the different library funds for each month of fiscal year 2015. There was discussion about how much should be available for reserved funds, cash flow issues, and setting aside a fund for future building needs. Policy It was moved by Anna Merritt, seconded by Jane Williams, and passed unanimously to approve the Circulation and Interloan Policy as presented. Education and Training There was discussion about two books given to the Board at the July meeting, Trustee Facts File, 4th ed. and Illinois Library Laws and Rules: In effect April 2015. The Board discussed ways to create a system to work through the books over the coming year. REPORTS OF LIAISON OFFICERS Friends of the Library Anna Merritt reported that the Friends passed a revised set of By-laws at their last meeting. Anna was pleased to find that ex-officio officers can vote at the meetings. The Friends also discussed the upcoming August and November book sales, and garden volunteers and plantings for the flower beds around the library. Celeste reported that the Friends had awarded the annual Goldhor Award to GSLIS student Kim Naples. Kim had volunteered in the Teen Open Lab at the library. The Urbana Free Library Foundation No report. Illinois Heartland Library System Board of Trustees of The Urbana Free Library – Minutes for the meeting of August 11, 2015 – Page 3 Geoff Bant attended his first Illinois Heartland Library System meeting last month. He volunteered to be the IHLS Open Meetings Act official. REPORTS OF ADMINISTRATIVE STAFF Executive Director Celeste told the Board that September is National Library Card Sign Up month. There was discussion about ways to address the non-resident population in the schools. Associate Director Kathy reported that there is an exhibit on the Sister Cities Program in the exhibit case. The Library will be hosting a public reception for the French delegation on September 11, 2015, in the McFarlane-Hood Reading Room from 2-3 pm. Adult Services No further report. Children’s Service Lora Fegley invited the Board to come visit the library table at the Market at the Square in September for Battle of the Books trivia for kids and adult. She reported that one more Urbana elementary school has joined the Battle of the Books, making a total of four: Yankee Ridge, Leal, Wiley and Dr. Preston L. Williams, Jr. Elementary. This addition may make a change of venue necessary. Archives Anke Voss invited the Board to come see the new exhibit on the second floor about the 1918 influenza epidemic in Champaign County. She also reported to the Board about the League of Women Voters oral history project about the early history of the organization. Mary Blair is the first person interviewed. Circulation Services No further report. NEW BUSINESS After discussion, it was moved by Jane Williams, seconded by Beth Scheid, and approved unanimously to accept the insurance package bid submitted by the Cincinnati Insurance Company. CLOSED SESSION At 8:04 p.m., it was moved by Beth Scheid, seconded by Anna Merritt, and approved by roll call vote to move into closed session to perform the semi-annual review of closed session minutes, pursuant to 5ILCS 120/2 (c) (21). Board of Trustees of The Urbana Free Library – Minutes for the meeting of August 11, 2015 – Page 4 At 8:25 p.m. it was moved by Beth Scheid, seconded by Anna Merritt, and approved by roll call vote to move back into open session. UNFINISHED BUSINESS It was moved by Bill Brown, seconded by Jane Williams, and approved unanimously to open the closed session minutes for the meetings on May 12, 2015 and June 9, 2015. The Board discussed the draft of the report that Celeste wrote for the City Council. After discussion, it was moved by Bill Brown, seconded by Anna Merritt, and approved unanimously to send the City the report as amended. ADJOURNMENT It was moved to adjourn at 8:59 p.m. Becky Brown Recording Secretary Supplementary information and department reports are available in the Board packet of August 11, 2015.