City of Champaign Public Library Board of Trustees met August 16.
Here is the minutes provided by the Board:
1. The meeting was called to order at 5:37 p.m. by President, Lansford.
2. Members Present: Katie Blakeman, Deb Busey, Michael La Due, Charles Lansford, Rajeev Malik, and Minnie Pearson
Members Absent: Mark Ballard, Trisha Crowley, and Greg Stock
Library Staff Present: Donna Pittman, Amy Al-Shabibi, Jill Bouvet, Nanette Donohue, Kristina Hoerner, Debbie Keith, Brittany Michaels, Mike Rogalla and Brandon Stokes
Visitors Present: None
3. Approve the Agenda:
• Motion by Pearson to approve the agenda as presented; seconded by Malik. All: Aye.
4. Approve the Minutes:
a. Regular Meeting Minutes, July 19, 2017
• Motion by Busey to approve the regular minutes of July 19, 2017 as presented; seconded by La Due. All: Aye.
5. Election of Vice-President:
• Lansford noted a quorum of five was present and the Board would proceed with the election of Vice-President. Minnie Pearson and Michael La Due were nominees. The vote took place and Minnie Pearson received five votes. She will be the Vice-President for FY 2017-18. Lansford thanked La Due for his service as Vice-President.
6. Procurement of Architectural Services:
• Pittman reported that after consulting with the City Attorney, the recommendation was to solicit Statements of Interest from architects for the Launch space remodeling project, following the City’s lead for procurement. We will need to place a Statement of Interest Request on our website for two weeks and if any responses are received from architects (including the ones we have been working with) we can make a selection based on the evaluation criteria of qualifications, ability, performance, data, and willingness to meet time demands. Pittman presented a Resolution the City Attorney prepared for the Board’s consideration. It authorizes Pittman to solicit Statements of Interest, select an architect, and sign a contract.
• Motion by Busey to move ahead with the resolution, seconded by Blakeman. All: Aye.
7. Director’s Report:
• Pittman discussed weeding the collection, which public libraries do continually. We have popular, current collections and do not keep things forever as an academic or research library does. We are continually culling the collection in order to keep it current, fresh, and popular. We have guidelines for weeding that we follow. Pittman has appointed Nanette Donohue as our “weeding czar” who will be over weeding for the entire library. She will be in charge of training staff to make sure it is consistent and staff understand why we do it.
• Donohue gave a presentation on weeding, including the guidelines we use. There is concentrated weeding going on in TeenSpace in order to make as much room as we can for teens themselves. Our current TeenSpace was designed a decade ago and we are evaluating the seating, technology, and shelving to best meet the needs of teen users. We are committed to maintaining the diversity and quality of our teen collection.
• We are in the process of remodeling the TeenSpace. All areas of the TeenSpace are being evaluated, including the technology, the furniture, and the collection. Our current TeenSpace was designed a decade ago and the way teens want to use the space has changed. TeenSpace will have a smaller collection of popular materials to make the space more flexible. We are committed to maintaining the diversity and quality of our teen collection, and there will continue to be abundant choices for our teen readers.
• Pittman reported that we had another successful Food Truck Rally, which was well organized, and well attended, with 15 food trucks with music groups playing throughout. Many families attended and we were very pleased how well it all went.
• We are the only place in town still offering eclipse glasses. People are lining up early before we open to receive theirs. We will be giving out 500 pairs at our Eclipse party from 12-2 p.m. on Monday with more food trucks and free Kona shaved ice.
• Summer Reading is going well. Registrations were up from last year. Pittman credited staff who have worked hard over the past months to provide so many fun things this summer.
• Pittman mentioned that we have started circulating free chrome books and mobile hotspots at both Main and DBL. There are waiting lists for these and we are purchasing more.
8. Policy Committee-of-the-Whole: Review Materials Selection Policy:
• Pearson reported the policy has been revised to eliminate outdated wording and is before the Board for approval.
• Motion by the committee to approve the changes noted as revised. All: Aye.
9. Staff Development Day Approval:
• Pittman asked the Board to approve closing the library on Veteran’s Day, November 10, 2017 for staff development. It is not a paid holiday for staff.
• Motion by Blakeman to approve the library closing for Staff Development Day for staff training as presented; seconded by Pearson. All: Aye.
10. Financial Reports:
a. Approve “Check Register” and “Handwritten Checks” for July 2017:
• Keith reported that in response to the question from last month regarding why the City did not import historical data from the library into the new accounting system, the City Finance Director indicated it was cost-based. They budgeted $5,000 and if the library would like to use that money to import historical financial data, they will allow us to do that.
• Keith will work with City Finance to find out what the cost will be to convert one or more years of data.
• Motion by Blakeman to file the check register, handwritten checks and check summary for July 2017 in the amount of $434,129.59 as presented; seconded by Malik. All: Aye.
b. 2016-2017 Financial Statements:
• Due to the new financial software, there is no financial report prepared for July. Keith and Pittman will meet with Ballard to discuss what the financial reports should include and a report will be presented at the September Board meeting.
11. Correspondence and Communications:
• Pittman reported the City hired a consultant to look at replacing the telephone system, including the Library’s system. A vendor has been selected and contacts are being drawn up for the City and the Library. It will be on the agenda for the September meeting. The money has been budgeted and will come out of the capital fund.
• Articles from The News-Gazette written by Kelly Strom, Collection Development Manager, entitled “Vacation Reading” (July 9, 2017) and “Not your Father’s Comic Books” (July 23, 2017).
• Article from The News-Gazette, entitled “Champaign council gives initial OK for business center at library” (July 26, 2017).
• Article from www.smilepolitely.com entitled “Have you seen Champaign Public Library’s Book Face Friday Photos?” (August 10, 2017)
• Full-page ad in The News-Gazette entitled “What’s going on at the Champaign Public Library?” highlighting the Solar Eclipse Viewing Party on Monday, August 21, 2017. (August 3, 2017)
12. Committee and Liaison Reports:
a. Champaign Public Library Foundation:
• No Report.
b. Friends of the Champaign Public Library:
• No Meeting.
13. Comments from the Audience:
• None.
14. Comments from the Board:
• Blakeman mentioned the Champaign Circuit Clerk’s office launched their new website last week, which has a great deal of legal information on it. She presented once before to Adult Services and would like to come back and review the new resources available on the website and prepare library staff for e-filing. There is a mandate that all civil cases be filed electronically as of January 1. There will be a greater burden placed on libraries, as it will the Clerk’s office.
• Blakeman realized how to use the Overdrive app for audiobooks and really liked it.
15. Next Meetings or Events:
• Regular Meeting, Wednesday, September 20, 2017, 5:30 p.m., Burnham Conf. Room, Main Library
• Regular Meeting, Wednesday, October 18, 2017, DBL Large Meeting Room
• Regular Meeting, Wednesday, November 15, 2017, 5:30 p.m., Burnham Conf. Room, Main Library
16. Adjournment:
• The meeting adjourned at 6:26 p.m.
http://documents.ci.champaign.il.us/v/0Bz2u2Y2vvnN6TGl3czN5OWxITlk
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