Carbondale Reporter

Illinois Heartland Library System Board met July 25.

Here is the agenda provided by the Board:

Call to Order -Sandy West called the meeting to order at 5:02

Roll Call Board Members: Champaign: Geoff Bant (entered 5:06) Edwardsville (primary location): Debbie Owen, Sara Zumwalt, Tina Hubert, Gary Denue, Tiffany Droege Illinois State Library: Susan Pennington, Sandy West Southeastern Illinois College: Gary Jones Phone: Bev Obert Absent: John Phillips, Clyde Hall, Sarah Isaacs, Charlene Topel

Carbondale Office: 1740 Innovation Drive Carbondale, IL 62903 618-985-3711

Champaign Office: 1704 West Interstate Drive Champaign, IL 61822 217-352-0047

Edwardsville Office: 6725 Goshen Road Edwardsville, IL 62025 618-656-3216

Other Attendees: Carbondale: Troy Brown, Ellen Popit Champaign: Mary Johnston Edwardsville: Stacie Bushong, Adrienne Elam, Colleen Dettenmeier, Shirley Paden, Chris Dawdy, Betsy Mahoney, Susan Palmer Illinois State Library: Greg McCormick, Deb Aggertt, Vandella Brown, Leslie Bednar

Appoint Susan Pennington Sandy West appointed Susan Pennington to begin her term 2 months early to fill Rachel Fuller’s vacancy.

Consent Agenda Bev Obert motion. Susan Pennington second. Motion carried.

Approval of Bills April Tina Hubert motion. Gary Denue second. Motion approved unanimously by roll call vote.

Financial Reports Tina Hubert motion. Sara Zumwalt second. Motion carried unanimously by roll call vote.

General Fund Cash Position Analysis Adrienne Elam gave an overview of the system’s available cash at 30 April 2017. Based on the approved FY2017 budget, IHLS general fund can continue operations with no additional revenue for approximately 18 months. Upon receipt of the remaining FY2017 System Area and Per Capita allocation ($1,362,924.98), IHLS general fund can continue operations for approximately 24 months.

Share Financial Fact Sheet Adrienne Elam explained the SHARE fund report and how the proprietary account operates annually. At 30 April 2017, available SHARE cash can continue operations with no additional revenue for approximately 4 months. Within this time frame the majority of SHARE membership fee revenue is anticipated which will support the project through FY2018.

FOIA Update None

Open Meetings Act (OMA) Update None

Public Comment None

Communication We have a thank you from Senator Dick Durbin acknowledging the Thank You card we sent to state and federal officials.

Staff Report No actions this month

Illinois State Library Report Greg McCormick welcomed Susan Pennington. Illinois State Library staff closely monitoring the FY2017- FY2018 budget situation. The proposed FY2018 federal budget includes the elimination of the Institute of Museum and Library Services (IMLS). If approved, this would have a significantly negative impact on library services statewide, as Library Service and Technology Act (LSTA) grants are distributed through IMLS. The Illinois State Library would see the immediate impact of such an elimination in FY2019.

Executive Sandy West reported the meeting recapped all other committee work. Discussed membership and the Wal-Mart Grant in addition to board training on July 18.

Finance Tina Hubert reported the committee met on May 9. It was a routine meeting. The special board meeting was discussed along with the new budget and Plan of Service. Next meeting June 14, 3:00 p.m. via Zoom

Membership & Policy Sara Zumwalt reported they discussed the Plan of Service and possibility of Centreville Public Library joining again.

Facilities & Operations Sara Zumwalt reported updates on all buildings were received with concerns on how much should be spent on the Champaign office in regard to flooring and other needed improvements that will be needed. Discussed the possibility of finding a different location. They approved a list of surplus vehicles to be presented to the board at the June meeting and reviewed the surplus item list that will be auctioned to members first and then the public.

Personnel Geoff Bant reported there was no meeting.

Advocacy Sandy West reported the committee feels they are not making progress. Next meeting is June 7, 10 a.m. - noon with Laura Huth of DoGood Consulting to review goals and objectives.

Nominating Committee Betsy Mahoney reported 140 eligible ballots were submitted. Sandra West was reelected as academic library representative, Susan Pennington was elected as school library representative, Stacey Carter was elected as special library representative, Gary Denue and Mary Smith were elected as public library trustee representatives. Suggestions for the next nominating committee include: developing a packet of board member responsibilities and expectations, and to send to the committee the commitment to serve in addition to posting on the board page of our website. They also request ideas on how to get more involvement in the election process. To identify more candidates, send out message in December stating what seats will be open.

Board Citation Review Sandy West presented the Illinois Human Rights Act (775 ILCS 5). Also seeking volunteers for citation reviews beginning in July.

Unfinished Business Facilities Leslie Bednar reported a leak in the new Champaign roof that has been repaired. We have received our new 25-year warranty. The mapping of the roof repairs have not been received from KingLar.

RAILS Draft Membership Standards Greg McCormick will be discuss with the RAILS board tomorrow and give them the State Library’s recommendation.

IHLS FY2018 System Area & Per Capita Grant Capital, General and SHARE Budgets Leslie Bednar provided an overview of the budget items that had changed since the special board meeting. Tina Hubert motion to approve, Gary Denue second. Motion carried unanimously by roll call vote.

Plan of Service Leslie Bednar explained the changes in the Plan of Service. Sara Zumwalt motion. Susan Pennington second. Motion carried unanimously by roll call vote.

New Business Board Elections Bev Obert motion. Sara Zumwalt second. Motion carried.

Board Officers Nomination Committee Sandy West has asked Sarah Isaacs to head this committee. If you have an interest in being part of the committee reach out to Sarah.

Executive Director Evaluation Sandy West has been working on the evaluation and will have the information to the board via electronic survey the second week of June. The survey will be anonymous.

IHLS FY2018 Board Meeting Dates Tiffany Droege motion. Sara Zumwalt second. Motion carried.

IHLS FY2018 Holidays Debbie Owen motion. Gary Denue second. Motion carried.

IHLS FY2018 System Attorneys Debbie Owen motion. Gary Denue second. Motion carried.

Vehicle Purchase Tina Hubert motion. Sara Zumwalt second. Motion carried unanimously by roll call vote.

Agenda Building Board officer nominations, Executive Director Evaluation, RAILS Membership Standards and FY2018 Prevailing Wage.

Public Comment Debra Aggertt remarked on the Staff Activities under Delivery, additional activities regarding a celebratory meeting of IHLS, CARLI (Consortium of Academic and Research Libraries in Illinois), and RAILS delivery staff at the conclusion of the first year of the ILDS (Illinois Library Delivery Service) contract. Requested the Illinois State Library be included in future meetings. Susan Palmer explained it was a celebration meeting at Mariah’s Steakhouse at 11:00 on May 17.

Announcement Tina Hubert thanked the IHLS staff, Lesley Zavadiuk and Sue Pearson for providing training to Six Mile Regional Library District staff on May 12. Setting committee dates for June, July and August, look for a message to the board list soon. Annual meeting June 20, 4:00 p.m. at the Carbondale hub and a board training in Effingham July 18.

Adjournment

Tina Hubert motion. Gary Denue second. Motion carried unanimously by roll call vote. Adjourned at 6:28 p.m.

http://www.illinoisheartland.org/sites/default/files/meetings/other/3.1%20DRAFT%20Board%20Meeting%20Minutes%2005-25-17.pdf