Chambana Sun

City of Champaign Public Library Board of Trustees met September 20.

Here is the minutes provided by the Board:

1. The meeting was called to order at 5:32 p.m. by President, Lansford.

2. Members Present: Mark Ballard, Katie Blakeman, Deb Busey, Trisha Crowley, Michael La Due, Charles Lansford, Minnie Pearson, and Greg Stock

Members Absent: Rajeev Malik

Library Staff Present: Donna Pittman, Jill Bouvet, Kristina Hoerner, Debbie Keith, Brittany Michaels, Mike Rogalla and Brandon Stokes

Visitors Present: Tiffany Nash and Dan Pohrte, Architects

3. Approve the Agenda:

• Motion by Busey to approve the agenda as presented; seconded by Pearson. All: Aye.

4. Approve the Minutes:

a. Regular Meeting Minutes, August 16, 2017 b. Closed Minutes of September 6, 2017 c. Visioning Committee Minutes of September 7, 2017

• Motion by La Due to approve all sets of minutes as presented; seconded by Crowley. All: Aye.

5. Launch Project:

• Pittman introduced architects Tiffany Nash and Dan Porhte who will present designs for the Launch project and answer questions. The contract is being reviewed by the City Attorney and should be signed soon.

• Nash showed slides of the existing computer room and renderings of the Launch Space, which will include an area for consultations, flexible seating, a big collaborative table, large touch screen monitor for advertisements or instruction, a laptop counter, and study cubes. The room will include acoustical panels for noise, an information kiosk for the Bridge website, and different carpeting and lighting to give the space a different look and feel.

• Pittman noted the room is a walk-in space for individuals to work and can also be used as a collaborative space when needed.

• Blakeman arrived at 5:42 p.m.

• Nash shared their timeline for the project. The architects will return in October for the Library Board meeting to show plans for finishings and furniture. In early November, the project will go out for price quotes and bids, construction will take place in January through February, with an opening date in March.

6. Contract for Architectural Services:

• Pittman received the contract for the Launch project from the City Attorney and it should be signed soon with Product Architecture + Design. Nash and Pohrte were the only architects who replied to the Statement of Interest.

7. Procurement of Architectural Services for Early Learning Area:

• Pittman noted the next project we have talked about is renovating the area just outside of the story room to make it more of an activity and family area. This is to be funded by the Foundation at a cost of $85,000. The Foundation has raised $80,000 of that so we are ready to proceed with hiring architectural services for this project. We are planning to do the same process as with the Launch project and issue a Statement of Interest request for architectural services. The Statement of Interest wording and a Resolution allowing the Library Director to enter into a contract with an architect for this project was prepared by the City Attorney for Board approval.

• Motion by Ballard for approval as presented; seconded by La Due. All: Aye.

8. FY18 Proposed Revised Budget:

• Pittman proposed the FY18 budget to reflect the spending we will be doing from gift funds for the Launch Space and Early Learning Area project. The revised budget will go to City Council on Tuesday, October 3 along with the City’s revised budget.

• Motion by Blakeman to approve the proposed revised budget as presented; seconded by Stock. All: Aye.

9. Director’s Report:

• Pittman asked Brittany Michaels to give a preview of programs coming up this fall.

• Michaels noted the calendar is jam-packed this fall with programs. The author series includes Anthony Marra, appearing as part of the Pygmalion Festival on September 22, Javaka Steptoe, 2017 Caldecott Medal winner, will be here on September 24. Steptoe will provide a collage- making workshop with 35 area children grades 2 – 5, attend a VIP reception with area teachers and artists, and give a public talk, which will include a book signing. Following his talk, we will have a reception for the newest round of artwork from Unit 4 students displayed in the library.

• On November 6, we will host an Evening with Gregory Maguire, the author of Wicked and other novels. Jamie Ford, author of Hotel on the Corner of Bitter and Sweet will visit on November 16. Other programs include the Tuesdays at Ten series, Japanese flower arranging, and a Chinese Moon Festival celebration. Douglass Branch programs include the Table Talk book club, tech sessions on Friday mornings provided by U of I students, and DIY kids.

• Pittman announced that Topper Steinman was here to offer advice to staff who work with teens. He will be back in October to work with another group of staff members.

• Pittman has been working with Superintendent Susan Zola on a project to provide library cards to all of Unit 4 students. We are looking at creating an Intergovernmental Agreement to allow all Unit 4 students to use the library. Unit 4 will agree to compensate us allowing library staff to attend their in-services. There are about 600+ students attending Unit 4 who are not part of a library service area. This proposed plan would allow all students to have access to the library and our online resources.

10. Policy Committee-of-the-Whole: Meeting Room Policy Revisions:

• Pearson reported that Kathryn Cataldo, Assistant City Attorney, has made some suggestions for modifying the Meeting Room Policy. Her edits, along with Pittman’s involve use of meeting rooms for political purposes and recommended language in other areas.

• Pittman will prepare meeting room statistics and the Policy Committee will plan a meeting to discuss the suggested revisions prior to the November Board meeting.

11. My Media Mall Intergovernmental Agreement:

• Pittman indicated the Intergovernmental Agreement came about from libraries who have been part of the My Media Mall consortium for the purchase of ebooks through the Overdrive platform. The purchasing itself has been managed by LibrariesFirst. The member libraries have been concerned for a while about the LibrariesFirst performance and financial transparency. They decided to form the Electronic Content Consortium (ECC). This is an oversight group and CPL would be part of this along with all the other libraries. They would elect an executive committee and further plan the activities of the consortium. The Agreement is for us to join the consortium. It does not change our contract with My Medial Mall. Pittman recommends that we agree to be part of this new oversight group.

• Motion by Crowley to approve the Intergovernmental Agreement as presented; seconded by Busey. All: Aye.

12. FY 2016/17 IPLAR (Illinois Public Library Annual Report):

• Pittman explained this is the required report we complete each year for the Illinois State Library.

• Motion by Ballard to approve the FY 2016/17 IPLAR as presented; seconded by Busey. All: Aye.

13. Financial Reports:

a. Approve “Check Register” and “Handwritten Checks” for August 2017:

• Keith noted with the new financial system, voided checks are removed from the printed check register automatically with the number sequence. Keith noted those on the handwritten check summary sheet to avoid any missing check numbers.

• Motion by Stock to file the check register, handwritten checks and check summary for September 2017 in the amount of $472,172.89 as presented; seconded by La Due. All: Aye.

b. 2017-2018 Financial Statements:

• Keith reported the July and August reports were included in the packet and have been summarized and are similar to what was presented before. Some of the line items have been consolidated.

• Motion by Busey to accept the financial statements for July and August 2017 as presented; seconded by Pearson. All: Aye.

c. Conversion of Historical Financial Data:

• Keith noted that importing historical data from the previous accounting system was discussed at the last board meeting. Our old system is not compatible with the new Tyler Munis product, so there is no easy way to import the data. It would require a manual imputing of data by staff and a lot of back and forth with Tyler Munis. Cost would be $3,000 per year for each year converted with the City stating they would cover up to $5,000 from the CORE project budget. It would be next spring (best-case scenario) before it would be complete.

• Discussion followed regarding the possibility of error upon entry. Pittman and Keith weighed the cost, staff time, and benefit of doing the conversion and concluded that it would not be worth it.

• The Board agreed that staff should not pursue the conversion of historical financial data.

14. Library Statistics:

• Pittman explained the current statistics version and a new version are distributed for consideration. Brittany Michaels came up with the new form, which is meant to be easier to read.

• Michaels indicated most of the information is the same, however, there are a few changes, including virtual usage with website sessions, mobile app uses, and ebook usage. There are some areas where information was combined. Specific information will still be accessible.

• Pittman asked the Board if they prefer the new format or the old format. The consensus was the new format is preferred and easier to read.

15. Correspondence and Communications:

• Articles from The News-Gazette written by Kelly Strom, Collection Development Manager, entitled “Stories about sisters.plenty to choose from” (August 6, 2017) “A Good Escape Plan” (August 20, 2017) and “Let’s Get Creative” (September 3, 2017.

• “Top of the Morning – Something to get you going today, courtesy of Jim Rossow” articles from The News-Gazette regarding library programs (August 9, 13, 19, 2017).

16. Committee and Liaison Reports:

a. Champaign Public Library Foundation:

• No Report.

b. Friends of the Champaign Public Library:

• Lansford reported the Friends are better organized and membership is up. Ms. Michaels did an excellent job asking for program support and the Friends obliged.

c. Visioning Committee:

• Blakeman noted a meeting was held to discuss the RFP process for a strategic planning consultant. The RFP has been issued and the deadline is October 6. We will review those responses and vote in October. The strategic planning process could take three months. The plan is to wait until after the first of the year to avoid the holiday season. A copy of the RFP was distributed.

17. Comments from the Audience:

• None

18. Comments from the Board:

• Lansford noted that Pearson would chair the next meeting at Douglass Branch because he will be away.

• Pittman noted that the Anthony Marra program would be on Friday at 6:30 p.m. as part of the Pygmalion Festival so we are going to stay open until 9 p.m. that evening and keep it quiet for those who will stay for the program.

19. Next Meetings or Events:

• 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

• No regular meeting in December.

20. Adjournment:

• The meeting adjourned at 6:49 p.m.

http://documents.ci.champaign.il.us/v/0Bz2u2Y2vvnN6NC1VeFk2TGdKU2s