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DECATUR PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes
Date: July 20, 2017
Where: Board Room
In Attendance: Mark Sorensen (President)
Michael Sexton
Gregg Zientara
Donna Williams
Aaron Largent
John Phillips
Keyria Rodgers
Absent:
Staff: Rick Meyer, City Librarian
Robert Edwards, Asst. City Librarian
Guests:
Communications from the Public
None
Call to Order:
Mr. Sorensen called the meeting to order at 4:32 pm
Agenda
Motion to approve the agenda by Mr. Largent, seconded by Mr. Sexton, unanimously approved
Minutes
Motion to approve the minutes by Mr. Largent, seconded by Mr. Sexton, unanimously approved
City Librarian’s report– Director Rick Meyer
Mr. Meyer reported that there had been discussions and meetings about redesigning the
website. He said Jones and Thomas had presented a proposal to redesign and maintain the
website. He also met with Mark Sturgell to plan customer loyalty training. He discussed his trip
to the ALA conference, He said there had been dozens of sessions to choose from, he would be
discussing some of the ideas that he got from ALA in the future. He reported the circulation of
library materials was up, the gate count was up and new registrations were also up. He talked
about Fine Forgiveness, and the patrons who had expressed their happiness to be able to use
library services again. There was more discussion about fine forgiveness. Mr. Meyer reported
that there had been recent promotions within the library, one staff member to Routing Clerk
and two staff members to the Clerk position. The summer reading statistics were down,
however there had been 91,000 searches performed in the catalog, Local History assists and
Adult Services Assistant were also down. Mr. Meyer reported that the library had a soft opening
for the new RFID system on July 7, 2017. He said appreciated the individuals who attended the
opening, however he would’ve liked to have had more media coverage. There was discussion
about news coverage in the past compared to the media coverage lately. There was discussion
about the library resources such as the databases and the resources. Mr. Sorensen asked the
board members if they understood some of the resources that were offered by the library and
how to find them. Mr. Sorensen discussed the need for the board to understand library
resources.
Friends of the Library
Mr. Meyer reported that the Friends of the Library did not meet in July, 2017. Mr. Zientara
reported that there had been conversations by the Friends with Risk Management about a 3-ton lift the Friends were considering buying. Mr. Largent stated that he thought the lift was a
good idea, given there was some concern to the risk factor involved with lifting of the boxes of
materials.
Foundation
Mr. Phillips stated that the Foundation had not met, they might try to meet in August.
Personnel, Policy & Public Relations Committee
Mr. Largent stated that the committee had reviewed some library policies presented by Mr.
Meyer. He said there was only one update recommended, the Security Camera Policy. The
committee had recommended additional signage be posted in specific areas. Motion to accept
the updated security camera policy by Mr. Largent, seconded by Mr. Sexton, unanimously
approved
Closed Session
Motion to enter into closed session by Mr. Largent at 4:49 p.m. per section 5 ILCS 120 § 2 (c)
(1)) (The appointment, employment, compensation, discipline, performance, or dismissal of
specific employees of the public body or legal counsel for the public body, including hearing
testimony on a complaint lodged against an employee of the public body or against legal
counsel for the public body to determine its validity.), seconded by Mr. Sexton, unanimously
approved
Motion to exit closed session at 4:59 p.m. by Mr. Largent, seconded by Mr. Phillips,
unanimously approved
Summary of closed session- Mr. Sorensen stated that the closed session had been held for the
purpose of conducting the City Librarian’s evaluation.
Motion by Mr. Sexton to raise the City Librarian’s annual salary by $3000.00, seconded by Mr.
Largent, unanimously approved
Finance and Properties Committee
Check Register
Motion to approve the check register by Mr. Largent, seconded by Mr. Sexton, unanimously approved
RFID
Mr. Meyer reported that the final RFID numbers were compiled. There was discussion about the RFID
transition process. Mr. Sorensen asked about the pictures that were taken at the opening and there had
been any response from the Herald and Review. Mr. Meyer stated that the workflows challenges had
been addressed and there hadn’t been anyone in from the Herald and Review to cover the new RFID
system. Mr. Sorensen stated that if it was possible he would like to see the pictures from the opening
out there for the public to see.
Budget Update
Mr. Meyer reported that the library budget was in good shape at this point. There was discussion about
transferring funds into the capital fund. There was discussion about staffing costs and real estate taxes.
Mr. Meyer said that the library had received a reward letter from the State announcing that the library
would get the per capita grant funds. He added that said he would be proposing that the board
eliminate fines all together. There was discussion about the elimination of fines. Mr. Phillips discussed
the budget timeline. Mr. Zientara stated that the City would probably be looking for the budget to be
submitted around September. Mr. Phillips asked if there was any direction that they should be going in
terms of goals. Mr. Zientara answered that the City Manager would get the priorities from the City
Council and they could go from there. There was discussion about the various types of revenue that the
library received.
Old Business
Trustee Candidates
Mr. Sorensen said he had met with the mayor and had a discussion about the new library candidates.
The new library candidates would be interviewed at the August 7th, 2017 City Council meeting . He said
the candidates had been interviewed by him in the role of Board President and the City Librarian Mr.
Meyer. Mr. Meyer had also given them their orientation.
Ms. Rodgers announced that it would possibly be her last board meeting, due to work schedule changes
and other obligations. Mr. Sorensen asked Ms. Rodgers if she thought of any recommendations for
future candidates to please submit their names to the board.
Mr. Sorensen stated that the Library Board of Trustees would like to thank Keyria Rodgers for
her service.
New Business
Mr. Sorensen stated that at the last meeting, Mr. Largent had suggested that a letter to inquire
about the City’s plans for the Annex be drafted for review. There was discussion about the
Annex building. Mr. Zientara reported that Peerless had advised that they, for health reasons,
due to the presence of mold, not enter the building without taking the proper safety
precautions. There was discussion about the parking lot and renting space. There was
discussion about the costs related to renting.
Illinois Heartland Library System (IHLS)
Mr. Phillips said the IHLS board had met and they now had a budget.
SERVING OUR PUBLIC: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES
Chapter 1: Core Standards
Mr. Meyer said that the library does pretty well with this section. He said the library may want
to look the section 23. He said the library was working to update the current disaster plan.
Public Comments
None
Adjournment
Motion to adjourn by Mr. Sexton, seconded by Mr. Largent, unanimously approved at 5:42 pm
Scribe,
Robert L. Edwards
Assistant City Librarian
Approved 8/17/17
Minutes
Date: July 20, 2017
Where: Board Room
In Attendance: Mark Sorensen (President)
Michael Sexton
Gregg Zientara
Donna Williams
Aaron Largent
John Phillips
Keyria Rodgers
Absent:
Staff: Rick Meyer, City Librarian
Robert Edwards, Asst. City Librarian
Guests:
Communications from the Public
None
Call to Order:
Mr. Sorensen called the meeting to order at 4:32 pm
Agenda
Motion to approve the agenda by Mr. Largent, seconded by Mr. Sexton, unanimously approved
Minutes
Motion to approve the minutes by Mr. Largent, seconded by Mr. Sexton, unanimously approved
City Librarian’s report– Director Rick Meyer
Mr. Meyer reported that there had been discussions and meetings about redesigning the
website. He said Jones and Thomas had presented a proposal to redesign and maintain the
website. He also met with Mark Sturgell to plan customer loyalty training. He discussed his trip
to the ALA conference, He said there had been dozens of sessions to choose from, he would be
discussing some of the ideas that he got from ALA in the future. He reported the circulation of
library materials was up, the gate count was up and new registrations were also up. He talked
about Fine Forgiveness, and the patrons who had expressed their happiness to be able to use
library services again. There was more discussion about fine forgiveness. Mr. Meyer reported
that there had been recent promotions within the library, one staff member to Routing Clerk
and two staff members to the Clerk position. The summer reading statistics were down,
however there had been 91,000 searches performed in the catalog, Local History assists and
Adult Services Assistant were also down. Mr. Meyer reported that the library had a soft opening
for the new RFID system on July 7, 2017. He said appreciated the individuals who attended the
opening, however he would’ve liked to have had more media coverage. There was discussion
about news coverage in the past compared to the media coverage lately. There was discussion
about the library resources such as the databases and the resources. Mr. Sorensen asked the
board members if they understood some of the resources that were offered by the library and
how to find them. Mr. Sorensen discussed the need for the board to understand library
resources.
Friends of the Library
Mr. Meyer reported that the Friends of the Library did not meet in July, 2017. Mr. Zientara
reported that there had been conversations by the Friends with Risk Management about a 3-ton lift the Friends were considering buying. Mr. Largent stated that he thought the lift was a
good idea, given there was some concern to the risk factor involved with lifting of the boxes of
materials.
Foundation
Mr. Phillips stated that the Foundation had not met, they might try to meet in August.
Personnel, Policy & Public Relations Committee
Mr. Largent stated that the committee had reviewed some library policies presented by Mr.
Meyer. He said there was only one update recommended, the Security Camera Policy. The
committee had recommended additional signage be posted in specific areas. Motion to accept
the updated security camera policy by Mr. Largent, seconded by Mr. Sexton, unanimously
approved
Closed Session
Motion to enter into closed session by Mr. Largent at 4:49 p.m. per section 5 ILCS 120 § 2 (c)
(1)) (The appointment, employment, compensation, discipline, performance, or dismissal of
specific employees of the public body or legal counsel for the public body, including hearing
testimony on a complaint lodged against an employee of the public body or against legal
counsel for the public body to determine its validity.), seconded by Mr. Sexton, unanimously
approved
Motion to exit closed session at 4:59 p.m. by Mr. Largent, seconded by Mr. Phillips,
unanimously approved
Summary of closed session- Mr. Sorensen stated that the closed session had been held for the
purpose of conducting the City Librarian’s evaluation.
Motion by Mr. Sexton to raise the City Librarian’s annual salary by $3000.00, seconded by Mr.
Largent, unanimously approved
Finance and Properties Committee
Check Register
Motion to approve the check register by Mr. Largent, seconded by Mr. Sexton, unanimously approved
RFID
Mr. Meyer reported that the final RFID numbers were compiled. There was discussion about the RFID
transition process. Mr. Sorensen asked about the pictures that were taken at the opening and there had
been any response from the Herald and Review. Mr. Meyer stated that the workflows challenges had
been addressed and there hadn’t been anyone in from the Herald and Review to cover the new RFID
system. Mr. Sorensen stated that if it was possible he would like to see the pictures from the opening
out there for the public to see.
Budget Update
Mr. Meyer reported that the library budget was in good shape at this point. There was discussion about
transferring funds into the capital fund. There was discussion about staffing costs and real estate taxes.
Mr. Meyer said that the library had received a reward letter from the State announcing that the library
would get the per capita grant funds. He added that said he would be proposing that the board
eliminate fines all together. There was discussion about the elimination of fines. Mr. Phillips discussed
the budget timeline. Mr. Zientara stated that the City would probably be looking for the budget to be
submitted around September. Mr. Phillips asked if there was any direction that they should be going in
terms of goals. Mr. Zientara answered that the City Manager would get the priorities from the City
Council and they could go from there. There was discussion about the various types of revenue that the
library received.
Old Business
Trustee Candidates
Mr. Sorensen said he had met with the mayor and had a discussion about the new library candidates.
The new library candidates would be interviewed at the August 7th, 2017 City Council meeting . He said
the candidates had been interviewed by him in the role of Board President and the City Librarian Mr.
Meyer. Mr. Meyer had also given them their orientation.
Ms. Rodgers announced that it would possibly be her last board meeting, due to work schedule changes
and other obligations. Mr. Sorensen asked Ms. Rodgers if she thought of any recommendations for
future candidates to please submit their names to the board.
Mr. Sorensen stated that the Library Board of Trustees would like to thank Keyria Rodgers for
her service.
New Business
Mr. Sorensen stated that at the last meeting, Mr. Largent had suggested that a letter to inquire
about the City’s plans for the Annex be drafted for review. There was discussion about the
Annex building. Mr. Zientara reported that Peerless had advised that they, for health reasons,
due to the presence of mold, not enter the building without taking the proper safety
precautions. There was discussion about the parking lot and renting space. There was
discussion about the costs related to renting.
Illinois Heartland Library System (IHLS)
Mr. Phillips said the IHLS board had met and they now had a budget.
SERVING OUR PUBLIC: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES
Chapter 1: Core Standards
Mr. Meyer said that the library does pretty well with this section. He said the library may want
to look the section 23. He said the library was working to update the current disaster plan.
Public Comments
None
Adjournment
Motion to adjourn by Mr. Sexton, seconded by Mr. Largent, unanimously approved at 5:42 pm
Scribe,
Robert L. Edwards
Assistant City Librarian
Approved 8/17/17