The Jacksonville Public Library Board of Trustees met Oct. 11 to review annual inspection results.
Here are the meeting's minutes, as provided by the board:
The Jacksonville Public Library Board of Trustees meets at 4:30 a.m. on the second Monday of each month.
MINUTES OF THE JACKSONVILLE PUBLIC LIBRARY BOARD MEETING
October 11, 2016
The regular meeting of the Jacksonville Public Library Board of Directors was held October 11, 2016 in the library’s conference room. Present were President Mary Fergurson, Noel Beard, Katie Weeks, Robert Underbrink, Kevin Eckhoff, Adult Services Librarian Hillary Peppers and Library Director Chris Ashmore. Absent were Ted Roth, Forrest Keaton, Craig Albers, and Elizabeth Kennedy.
Fergurson called the meeting to order at 4:30 PM.
It was moved by Eckhoff and seconded by Underbrink that the minutes of the September board meeting be accepted as submitted. Motion carried.
It was moved by Beard and seconded by Eckhoff that all financial reports be approved and that all properly approved bills for October in the amount of $45,515.45 be paid out of general funds as funds are available. Motion carried.
At this point, Fergurson also reported on the latest Endowment Fund Report.
Director’s Report
September was a very busy month at the Jacksonville Public Library. Much of my time was spent finalizing all of the details and promoting the Bookstock music festival held on October 1. The event got great publicity during the latter part of September, including nice articles in the Jacksonville Journal-Courier, The Source and the Illinois Times. I also appeared on WLDS radio on two separate occasions to talk about the event – “What’s on your Mind?” on September 26 and the 7:50 AM segment on September 29. The use of social media, including Twitter and Facebook, by the library and many of the artists also spread word of the festival.
I also spent a great deal of time working on the library’s 2017 budget. The way I approach the budget is very detailed and thorough. For each line item, I look at this year’s budget number; look at the amount received or spent in the last full year (2015) for that line item and project what the final number will be this year for that line item, based on eight months of income or nine months of spending. After taking into consideration any additional relevant information, I use these numbers to determine each line item for the 2017 budget. This method has proved very successful in the past.
During the month, the library had two different annual inspections – one for the fire alarm system and one for the fire sprinkler system. Both inspections were passed with no deficiencies noted. After the September board meeting, I contacted Sam’s Mowing to let them know they were chosen for the library’s landscape maintenance. Per a board suggestion, I also asked if they were willing to begin right away instead of waiting until next spring, to which they were very receptive. Turner Tree Service was notified that they could stop work on the library landscaping immediately. Sam’s mowing came out once in September to begin some clean-up work.
The Friends of the Library held their annual meeting on Tuesday September 20. At this meeting, two new board members were elected (Penny Mitchell and Trevelyn Florence) and one current board member re-elected (Carol Chesebro) for three year terms. Officers for the next year were also elected. They were Mary Lou Lael as President, Sally Nurss as Vice-President, Sharon Zuiderveld as Secretary and Marty Reid as Treasurer. After the business portion of the meeting, Dr. Mike Fenner gave a very interesting talk about his book Crossing Denali.
The Humanities Film Series, a partnership with MacMurray College, kicked off its fourth season with the topic “Power and Responsibility” and the screening of the 1976 film Network. A post-film discussion was led by Dr. Christopher Strangeman of MacMurray College, who also introduced the film. Also in September, the Book Club met and discussed its first book of the season, When Breath Becomes Air by Dr. Paul Kalanithi. A very interesting discussion was held. The Poetry Group did not meet in September, but instead attended an open mic night at the Soap Co. Coffee Shop.
All of the Music Under the Dome concerts for this season were confirmed and publicity for the series was sent out. Other tasks keeping me busy in September included updating the library’s web site and Facebook page, collection development, renewing the library’s computer virus protection and maintaining the day-to-day operations of the library.
Adult Services
In September, Hillary worked with me to finalize the details for Bookstock, the library’s fall music festival. She organized and promoted the successful Model Railroad program with the Springfield Railroad Association. The program drew a large crowd and received positive feedback from patrons of all ages. She also worked with me to begin reviewing library policies and continued work on the Yearbook Project. She produced the October newsletter and distributed it to a variety of publications and social service providers to promote the library and its services.
Hillary maintained the library’s website and Twitter account with frequent updates. She had two technology appointments assisting patrons with downloading e-books and audiobooks. She performed several general reference requests as well as specific genealogy and local history queries, including conducting research for a writer interested in Murray McConnell, the first practicing attorney in Jacksonville.
Interlibrary Loan/Holds
In September, there were 858 items borrowed from other libraries; 608 items were lent to other libraries; and there were 604 reciprocal circulations.
Circulation Services
The Circulation Department has continued to provide great customer service to all Jacksonville Public Library patrons. September was a slower month in terms of patrons coming into the library, but that is normal for this time of year. Sarah continued to prepare for the upcoming computer classes in October. She also polished a presentation about library services that she and Diane Hollendonner will be giving to a group of retired teachers. The circulation staff has been working to weed the science fiction and fantasy section based on number of check-outs and other statistics. It has been taking a bit longer than expected because there are so many books that are part of a series.
Extension Services
September deliveries kept up a steady pace even though several homebound patrons are experiencing life changes as they prepare to move to Cedarhurst, the new assisted living facility on West Morton. Diane's first scheduled trip to Cedarhurst on September 14 didn't generate any checkouts because folks were too busy unpacking and figuring out the quickest route to the dining room, but she was able to provide some helpful information to the new activity director about voting, Talking Books and senior book clubs.
Diane attended the Morgan County Professionals for Senior Wellness meeting at Heritage Health on September 1 and picked up some information on the Prairie Council on Aging Senior Day coming up in October, a "Hoarders" program and "Time Slips" (a conversation technique to use with Alzheimer's patients).
The Knollwood Book Club held a discussion on the "History of Jacksonville" on September 9. The Jacksonville Area Senior Center Book Club's favorite topic, "Banned and Challenged Books", generated a lot of comments at the September 27 meeting. The banned books topic was also covered in a story by the Jacksonville Journal-Courier. Diane also participated in a phone interview with Jacksonville Journal-Courier reporter Nick Draper for a future story about book clubs in Jacksonville.
Youth Services
September was a nice, steady month in Youth Services. All of the regular programs were well attended, especially Lap Sit. Books about teddy bears, grandparents and pirates were read and the kids learned about polymers! Who could ask for anything more?
Technical Services
Things continued to operate smoothly in Technical Services. Diane Darnell efficiently kept up with cataloging. Heidi and Kim Pohlman processed materials. Volunteer Linda Little continued to work on special projects and assist where needed.
COMMITTEE REPORTS
Automation/Technology
None
Building and Grounds
Ashmore reported that he contacted Sam’s Mowing to let them know that they were chosen to take care of the library’s landscape maintenance in 2017. A contract was signed. Sam’s Mowing also agreed to start in 2016 with the annual fall cleanup and other work. Turner Tree Service was notified that their landscape maintenance services were no longer required.
Finance
Ashmore reported on the Finance Committee Meeting held on October 6th at which time the committee reviewed and approved the library’s 2017 budget and 2016 (payable in 2017) levy request. The committee recommended this budget and levy request be approved by the full board. Underbrink made a motion to approve the library’s 2017 budget and 2016 (payable in 2017) levy request. Weeks seconded the motion. Motion carried.
Personnel
None
Public Relations
Ashmore reported on the Bookstock Music Festival that was held on October 1. The event went very well. All in attendance were impressed by the assembled talent. The weather was rainy all day and kept attendance down. The library plans on holding another festival in 2017 and hopes for better weather.
FRIENDS OF THE LIBRARY
Ashmore reported on the Friends of the Library Annual Meeting which was held in September. New board members elected were Penny Mitchell and Trevelyn Florence. Officers for the 2016-2017 year are: Mary Lou Lael – President; Sally Nurss – Vice- President; Sharon Zuiderveld – Secretary; and Marty Reid – Treasurer. The program for the evening was a presentation by Dr. Mike Fenner on his book Crossing Denali.
RAILS/RSA
None
OLD BUSINESS
None
NEW BUSINESS
Eckhoff made a motion that the current board officers be re-elected for another year: Mary Fergurson – President; Craig Albers – Vice-President; and Elizabeth Kennedy – Secretary. Beard seconded the motion. Motion carried
Beard made a motion to adjourn the meeting at 5:05 PM, seconded by Weeks. Motion carried.
Respectfully submitted by Chris Ashmore
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