Rolling Prairie Library System Minutes of Board Meeting January 28, 1999
Call To Order
The regular meeting of the Board of Directors of Rolling Prairie Library System (RPLS) was held at Rolling Prairie Library System. The meeting was called to order by Carol Hundley at 2:00 p.m.
Present: Ann Adkesson Warrensburg Pam Bradford Central A&M High School Kathryn Harris ISHL Carol Sue Hundley Argenta Shirley Moore Decatur Gib Smart Shelbyville Kay Summers Clinton Absent: Tim Bobinsky Rochester Connie Poole SIU School of Medicine
Jim Bradley, Illinois State Library; Neil Kelley, Illinois State Library; and Paul Johnson, Beverly Obert, Robert Plotzke, Carolyn Rokke and Peggy Durst of the RPLS staff.
Carol Hundley began the meeting by asking Neil Kelley to introduce Jim Bradley, from the Library Development Group at the Illinois State Library.
Kathryn Harris moved that the minutes of the November meeting be approved as distributed. Kay Summers seconded the motion. The motion passed unanimously by roll call vote.
A letter of resignation from Board President Carol Sue Hundley was distributed to the Board. Kathryn Harris moved that the Board approve Resolution 99-1 declaring a board vacancy in the category of At-Large Director from a Public Library of any Population effective January 28, 1999. Gib Smart will serve as President for the remainder of the fiscal year.
Gib Smart reported that the Executive Committee discussed health insurance coverage. Some staff members had expressed several concerns about health insurance coverage. All of these concerns were discussed with the insurance company and most have been resolved. There is still a problem with coverage for some prescriptions. The insurance company will be contacted to clarify the prescription coverage. They will also be invited to meet with the staff to review coverage and answer questions. The System will continue to offer the Employee Assistance Program to staff, which is the only service provided by St. Mary’s Hospital.
The Executive Committee also discussed the policy for snow days. It was decided that closing the System for bad weather will no longer be determined by the closing of Decatur Public Schools. The Executive Director may decide to close for bad weather when necessary. Employees may use floating or vacation time on bad weather days when the System is open. Cancellation of routes due to bad weather will be determined by road conditions, and drivers may choose not to complete a route if the driving conditions justify the cancellation. Drivers may return to the building to complete any tasks needed or be allowed to leave for the day. They will receive full pay for days when routes are cancelled.
Locks to the vehicle enclosure will be changed to enable the snow plowing company to have access to the enclosure without giving them access to the building.
Gib Smart reported that Mike Cardinal met with the Property/Insurance Committee and discussed the progress of the remodeling project. Discussion focused on RFP #1 for fire protection. The original estimate was for $46,633. Hopefully if the building can be designated a State facility, these costs can be eliminated. If it cannot be designated a State facility, Mike has alternative ways to bring the costs down.
The Finance Committee did not have a quorum. They are waiting for December financial statements in order to begin the budget process.
Kay Summers moved that the bills be approved as submitted. Kathryn Harris seconded the motion. The motion passed unanimously by roll call vote.
Kay Summers reported that a letter was received from Wayne Lively explaining the additional fee of $830 which he stated was time spent balancing the general ledger.
Request for Proposals for audit will be sent to 4 firms. The purchase of additional accounting software will be delayed until bids for the audit are received and an auditor is selected.
Marilyn Metzger and Carol Korte took advantage of the Early Retirement Incentive and retired on December 31. An estimate on the cost to amortize their retirement costs over 5, 7 and 10 years has been requested from IMRF.
The maintenance position is still vacant. A Technology Consultant has been hired. Matt Wilkerson will begin work on February 15.
Bob Plotzke and Ann Adkesson held exit interviews with Carol Korte and Marilyn Metzger. Information received will be used in conjunction with the Staff Utilization Study. Information received from the Round Tables will also be taken into consideration when looking at staffing levels.
The Long Range Plan Committee looked at the six month comments on the current plan. Hopefully a final draft of the new Plan will be completed in February.
The Librarians Advisory Committee will meet in March.
Steady progress is being made with DRA remote printing.
We have received word from the Illinois State Library that RPLS has been included in Wave Six of the e-rate funding.
RPLS has received a $38,000 Live & Learn technology grant which would be used to add seven more libraries to DRA. This would bring our total to 111 DRA libraries.
Another Live & Learn technology grant in conjunction with WebZ will provide Java training for System staff and funding to backload all member library profiles and records to OCLC.
The Board will visit Lincoln Trail Libraries System on February 27. We will leave the System at 11:30 and have lunch there at 12:30.
The new Technology Consultant will work on getting a reference listserv operable.
The first meeting of the School Library Special Interest Group will be February 18 at Central A&M High School.
The Membership Requirements committee has sent their recommendations of both minimum and ideal standards to the Illinois State Library. No further action will be taken until the Illinois State Library makes a final report on their study of system requirements.
Bev Obert gave an update on the Membership Meeting.
New sessions of LTA Illinois will begin in February and April.
Bev Obert gave an update on the distribution of the Prairie News by e-mail
Jesse White is the new State Librarian, and has appointed Jean Wilkins as the new Director of the Illinois State Library.
West Sangamon Public Library District (New Berlin) was established in November. They are applying for a grant from the Illinois State Library for $45,000 for operating costs for the first year until they start receiving tax money. They will come in as a DRA member.
Reports from Board Members
Kathryn Harris distributed brochures on the Abe Lincoln Association Banquet to be held on February 12.
The meeting adjourned at 3:35 p.m.
Robert F. Plotzke, Executive Director
Kathryn Harris, Secretary