Robinson Public Library District

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Board Minutes

Minutes from the November 19, 2016 meeting of the Board of Trustees.

Robinson Public Library District

Board of Trustees

November 19, 2016


  1. Vice President Debbie Scott called the meeting of the Robinson Public Library District’s Board of Trustees to order at 8:06 a.m. on Saturday, November 19, 2016, in the Carnegie Room of the Robinson Public Library. 


Members Present:   Debbie Walls, Debbie Scott, Elmer Hale, and Wendy Kastner


Members Absent: Michael Garrard


Staff Present:   Breyanna Weaver


            Guest Present: Allen Summers


  1. Public Comments:  None.


  1. Minutes of the October 2016 Meeting:  The October 15, 2016 meeting minutes stand approved as written.


  1. Financials:

1.      Check Register:  After review, a motion was made by Debbie Walls and seconded by                              

Wendy Kastner, “that the October 2016 check registers are approved.”  The motion is approved.


2.      Aged Payables:  The Board reviewed the October 2016 aged payables report.


3.      Income & Budget Statement:  After Board review, the October 2016 financials are filed for audit. 


4.      Investments and Reserves:  The Board reviewed the District’s October 2016 investments, rates, reserves, interest income and check register details. 


5.      Director Breyanna Weaver notified the Board that the annual bonus checks would be dispursed the week of Thanksgiving.


6.      The Board also reviewed the Illinois Municipal Retirement Fund Contribution Rate for 2017.


  1. President’s Report: 

1.      Old Business:

a.       Water Softener: The Board reviewed information on the water softener options from two companies and after much discussion, Debbie Walls made a motion to accept the lowest quote to replace the water softener with a Culligan unit. Debbie Scott seconded the motion. The motion passed. The Board would also like to include the library on the monthly salt route.


2.      New Business:

a.       Board Vacancies: Vice President Debbie Scott appointed Allen Summers and Rhonda Moade to fill the seats vacated by Bob Laswell and Keith Boyd on the Robinson Public Library District Board of Trustees.


b.      Per Capita: The Board reviewed the Per Capita requirements and discussed “Access” as noted in the Standards for Illinois Public Libraries as well as education and training.


c.       Travel Expense Control Act: After discussion of the law, a motion was made by Debbie Walls and seconded by Wendy Kastner, to adopt resolution 2016-2 Travel Expense Control Act. The motion passed unanimously.


d.      Overtime Final Rule: After discussing the Overtime Final Rule law, a motion was made by Debbie Scott and seconded by Debbie Walls to reclassify Michelle Blair and Mindi Williamson as hourly employees and to pay time and a half for overtime pay to any employee who works over 40 hours per week, as per the Final Rule.


e.       Freedom of Information Act: After review of the Freedom of Information Act Policy, Vice-President Debbie Scott appointed Breyanna Weaver and Michelle Blair FOIA officers.


f.       Open Meetings Act: After discussion, Vice-President Debbie Scott appointed Wendy Kastner and Breyanna Weaver as Open Meetings Act Officers. They will take the Attorney General’s annual online training.


g.      Flat Rock – Breyanna reported that Larry Keeler, Flat Rock Mayor, had called with information concerning a lease for the potential new facility. After discussion and review of the cost of existing utilities, Debbie Walls made a motion to accept the terms of $300 per month for rent, the library district paying 25% of all utilities, and entering a three year lease. Elmer Hale seconded the motion, and it passed unanimously.  The Board will meet again to finalize and approve the lease agreement document with the Village of Flat Rock as there are still some details to work out.


h.      Lawn Care – Our lawn care contract for Robinson Public Library is coming to an end in December. After Board discussion, it was decided to publish a request for quote in the Robinson Daily News for a three year contract for lawn care. The quotes should include mowing, trimming, fertilization, and treatments for the lawn.


  1. Director’s Report:


  • Robinson hosted Silly Safari’s Not So Scary SCARY animal show for a Halloween event.  Oblong hosted Andrew the Magician. The shows were educational and fun for all those who attended! Both shows had a great crowd!


  • Oblong is having more leaks around the window and ceiling. Jim Munson has been called to investigate the issues.


  • Hutsonville had an issue with their carbon monoxide detector causing them to close early on Saturday, October 29 and not open on Tuesday, November 1. Mike Kraemer replaced the unit.


  • The new computer at Hutsonville has been installed. The new Oblong equipment is installed and working well!!!!!


  • Michelle and Breyanna attended the IMRF workshop in Effingham on Wednesday, October 26th.


  • We have had other requests for information that have been complied with.




Nov. 24:  Thanksgiving Day (Closed)

Dec. 17:  Board & Endowment Meetings

Dec. 24:  Christmas Eve (Closed)                              

Dec. 26:  Christmas Day Observed (Closed)

                                    Jan. 2:     New Year’s Day Observed (Closed)

                                    Jan. 18:   Martin Luther King Jr. Day (Closed)


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


1.       Robinson Public Library Children’s Report


2.       Susie Wesley Memorial Library


3.      Hutsonville Public Library


4.      Oblong Public Library



  1. Books Ordered in October


  1. November Calendar


  1. Announcements:  The December meeting has been cancelled. The next Board Meeting is Saturday, January 21, 2017 at 8:30 A.M.


  1. Adjournment: Vice-President Debbie Scott adjourned the meeting at 9:48 a.m.