Skip to main content

Robinson Public Library District

Board of Trustee Meeting Minutes of October 19, 2021

Minutes of the October 19, 2021 Robinson Public Library District Board Meeting

Board members present in-person:  Craig Beals, Rhonda Moade, Guy Rumler and Debbie Scott

Board members present via Remote: None

Board members absent: Michael Garrard, Todd Liston and Debbie Walls

Total board members present: 4

Library staff present in person: Director Doug Roberts, and Janice Shick, Bookkeeper.

Library staff present via Remote: None

Library staff absent:  None

Guests present: Jodi Truitt, Kemper CPA Group LLC

Public Present: None

Meeting called to order at 5:02 p.m.

Action Items:

  • After hearing the presentation of results concerning the library’s FY21 annual audit by Jodi Truitt of Kemper CPA Group LLC, the board approved to accept the findings of that audit. Roll call of four approved.
  • Approved to accept a corrected version of the August 17, 2021 board meeting minutes as written, with no changes. Roll call of four approved.
  • Approved to accept the September 21, 2021 board meeting minutes as written, with no changes. Roll call of four approved.
  • Approved the September Check Register results as presented by bookkeeper, Janice Shick. Roll call of four approved. Board was also provided with a brief review of the excess of accumulated funds report in addition to the month/year-to-date balance sheet results and the aged payables
  • Approved the FY2021 Annual Treasurer’s Report. Roll call of four approved.

Discussion Items:

  • President’s report highlighted the following:
    • A brief discussion of what kind of annual Christmas celebration to have for the staff – i.e. a lunch with the staff like the previous year. Tentatively agreed to schedule the party on Tuesday, December 21, 2021, which is the date of the regularly scheduled monthly board meeting.  Agreed to finalize plans at the November board meeting.
    • Discussed the permissibility of memorial contributions being made on behalf of the library. After reaching out to the library’s attorney for clarification, it was discovered that organizational donations are not permissible but individual (board or staff) donations or publicly funded “collection jar” donations are.
  • Board heard Director's report which highlighted the following:
    • Provided a summary of key district statistics for September.
    • Mid-America conducted their semi-annual inspection of our material lift elevator on Tuesday, October 12.
    • The Robinson library hosted the annual Pumpkin Grove event on Thursday, October 7 from 4 p.m. to 6 p.m. We had 170 children (98) and adults (72) in attendance.
    • We picked up two more story hour dates per week – one at Little Learners and the other at Storybrooke Preschool. That is an average of 50 additional children per week for our story hour program.
    •  We participated in this year’s Heath Harvest Festival on Saturday, October 2. We had nearly 100 people stop by our booth to pick up literature and look at the photos of our recent and future interior changes.
    • T-Graphics installed the wall-to-wall graphics in the children’s area on Friday, October 1. The design has been well received.
    • We had a number of visitors to our district locations as part of this year’s IHLS Library Crawl. Some of the participants have come from as far away as Alton and Troy, Illinois.  The event ran from September 27 through October 17.
    • Working on converting the coat room into a dedicated supply closet.
    • Had several computer and desk moves during the month. Among them, Janice (Shick, bookkeeper) is now sharing the office with Mindi (Williamson, Children’s Librarian) and Janet Hill (cataloger) has a desk set up in the area previously occupied by Janice Shick, minus the cubicle.
    • New furniture for the children’s area has been ordered. Estimated ship dates range from October through January for the various components.
    • Robinson Fire Department bringing a truck to the library for story hour on Wednesday, October 27.
    • New SHARE mobile library app scheduled to launch on Monday, October 25.
    • The Public Library Per Capita and Equalization Aid Grants Illinois State Library due January 15, 2022. Currently in the process of reviewing the annual requirements and reviewing Serving Our Public 4.0 Standard for Illinois Public Libraries.

Meeting adjourned at 6:18 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President