Robinson Public Library District

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Board Minutes

Minutes from the November , 2017 meeting of the Board of Trustees.

Robinson Public Library District

Board of Trustees

November 15, 2017

A. President Debbie Scott called the meeting of the Robinson Public Library District’s Board of Trustees to order at 4:00 p.m. on Wednesday, November 15, 2017, in the Carnegie Room of the Robinson Public Library.  

Members Present:   Allen Summers, Debbie Walls, Debbie Scott, Rhonda Moade and Wendy Kastner

Members Absent:  Elmer Hale and Michael Garrard 

Staff Present:   Breyanna Weaver and Jerry Barker

B. Minutes of the October 21, 2017 Meeting:  The October 21, 2017 meeting minutes stand approved as read.

C. Minutes of the October 21, 2017 Personnel Committee Meeting:  The October 21, 2017 Personnel Committee meeting minutes stand approve as read.

D. Public Comments:  No public in attendance.

E. Financials:

1. Check Register:  After review, a motion was made by Debora Walls and seconded by Rhonda Moade, “that the October 2017 check registers be approved.”  The motion carried.

2. Aged Payables:  The Board reviewed the October 2017 aged payables report.

3. Income & Budget Statement:  After Board review, the October 2017 financials are filed for audit.  

4. Investments and Reserves:  The Board reviewed the District’s October 2017 investments, rates, reserves, interest income and check register details.  

F. President’s Report:  

1. Old Business: NA 

2. New Business:

a. Per Capita Requirements – The Trustees reviewed their Per Capita requirements, Board Organization – Library Bylaws, Board Meetings & Open 

b. Meetings Act, Officers of the Board, Committees, & Agendas. There was some discussion concerning the Committees.  They plan to rectify this as soon as possible. 

c. FOIA 

1. Appointment of Officers – President Deborah Scott appointed Breyanna Weaver and Mindi Williamson as FOIA officers.

2. The Robinson Public Library District’s Freedom of Information was reviewed with one correction on C. The total amount of our operating budget for FY2016/2017 is $1,296,783.

d. Open Meetings Act

1.  Appointment of Officers – After some discussion, President Scott appointed Wendy Kastner and Breyanna Weaver as Open Meetings Act Officers.

e. Assistant Director Qualifications and Duties – After reviewing the prepared Assistant Director’s revised Qualifications and Duties, Wendy Kastner made a motion and Allen Summers seconded, “ that the revised Assistant Director Qualifications and Duties are approved.”  The motion carried.

f. Holiday Closings 

1. After the Board discussed closing the libraries on the day after Thanksgiving due to lack of patron usage and shortage of staff, Debora Walls made a motion and Rhonda Moade seconded, “that the District Libraries make the day after Thanksgiving a permanent holiday.”  The motion passed.  Rhonda Moade made a motion and Debbie Scott seconded, “that the staff scheduled to work Friday, November 24, 2017, be paid their wages.”  The motion carried.  

2. Due to the Christmas Eve holiday falling on Sunday, the Trustees discussed closing December 23, 2017 for Christmas Eve.   Wendy made a motion and Debbie Scott seconded, “that Saturday, December 23, 2017 will be closed for Christmas Eve holiday.”  The motion passed.

g. Evaluations -    

1. The staff has been returning their questionnaire for evaluations.  Director Breyanna Weaver will be scheduling one on one interview with each employee starting next week.  

2. Debbie Scott and Debbie Walls had completed Breyanna’s evaluation.  All Board Trustees were able to review a written copy. 

h. Other New Business - NA

G. Director’s Report:

· All Halloween events were successful, with participants enjoying the activities.

· Jim Munson has been called to look at the back entrance to Oblong.  Some of the wood is rotting out and needs to be replaced.

· Goff’s completed the annual furnace maintenance and everything is running smoothly.

· All of our new leased computers are installed.  We also ordered an external drive, because we will no longer have a computer with a CD Drive once the purchased leases are installed.

· The new loveseat for the children’s section has arrived.

· Breyanna will be attending the Autism Workshop in Champaign this weekend.


    Nov. 23  Thanksgiving Day (Closed)

    Dec. 25 Christmas Day Observed (Closed) 

    Jan. 1  New Year’s Day (Closed)

    Jan.15  Martin Luther King, Jr. Day (Closed) 

H. Monthly Reports:  All reports were reviewed by the Board.

1.  Robinson Public Library Children’s Report

2. Hutsonville Public Library 

3. Oblong Public Library

4. Susie Wesley Memorial Library

I. New Books Ordered in October

J. December Calendar

K. Announcements:  Due to the lack of a quorum, the December Board meeting has been cancelled.  The next Board Meeting is Saturday, January 20, 2018 at 8:30 a.m.

L. Adjournment:  President Debbie Scott asked to adjourn the meeting at 5:40 p.m., Wendy Kastner made a motion and Rhonda Moade seconded, “that the November 15, 2017 Board meeting is adjourned.”  The motion passed.