Champaign Office: 1704 West Interstate Drive Champaign, IL 61822 217-352-0047

Du Quoin Office: 500 South Madison Du Quoin, IL 62832 618-985-3711

Edwardsville Office: 6725 Goshen Road Edwardsville, IL 62025 618-656-3216

Illinois Heartland Library System September 23, 2014 Board of Directors Meeting

Helen Matthes Library 100 East Market Avenue, Effingham, IL 62401

Phone: 217-342-2464 5:00 P.M.

You may also attend the meeting via v-tel at the following locations:

Champaign Office: 1704 W. Interstate Dr., Champaign, IL 61822 217-352-0047 DuQuoin Office: 500 S. Madison, DuQuoin, IL 618-985-3711 Edwardsville Office: 6725 Goshen Road, Edwardsville, IL 62025 618-656-3216 Decatur Public Library: 130 North Franklin Street, Decatur, IL 62523-1327 217-424-2900 Illinois State Library, Gwendolyn Brooks Building, 300 South 2nd Street, Springfield, IL 62701 217-785-5600

AGENDA

5:00 PM 1. Call To Order

5:01 PM Action 2. Roll Call

5:05 PM Action 3. Approval of August 26, 2014 Minutes (Attachment A)

5:10 PM Information 4. FOIA Update

5:15 PM Information 5. Public Comment

5:20 PM Information 6. Communications

7. Staff Report

5:25 PM Information a. Staff Activities (Attachment B)

5:30 PM Action b. Staff Update (Attachment C)

5:35 PM Action c. Secondary Employment – IHLS Staff (This portion of the meeting may be held in executive session pursuant to Section 5 ILCS 120 § 2(c)(1))

5:40 PM Action d. Personnel (This portion of the meeting may be held in executive session pursuant to Section 5 ILCS 120 § 2(c)(1))

5:45 PM Information 8. Illinois State Library Report

6:00 PM Information 9. SHARE/Dream Grant Report (Attachment D)

6:05 PM Information 10. Human Resources Report (Attachment E)

6:10 PM Information 11. Operations Report (Attachment F)

6:15 PM Information 12. Grants Report

6:20 PM Information 13. Membership Report

6:25 PM Information 14. IT Report (Attachment G)

15. Committee Reports

6:35 PM Information a. Executive

6:40 PM Information b. Policy & Membership

6:45 PM Information c. Personnel

6:50 PM Information d. Financial

6:55 PM Information e. Facilities

Information f. Long Range Planning

16. Unfinished Business

7:00 PM Information

Action

a. FY2015 Board Committees (Attachment H)

b. Consent Agenda Format

17. New Business

7:05 PM Information a. Member Day (Attachment I)

b. Proposed Bylaw Revision (Attachment J)

7:10 PM Information 18. Public Comment

7:15 PM Information 19. Announcements

7:20 PM Action 20. Adjournment

The Illinois Heartland Library System strives to ensure that its meetings are accessible to individuals with disabilities. If you are an individual with a disability and require assistance to observe or participate in this meeting, please contact any system office at least 48 hours prior to the start of the meeting with your specific request.

Minutes of the Illinois Heartland Library System Board August 26, 2014

Helen Matthes Public Library, Effingham, Illinois

Call to Order President James Matthews called the meeting to order at 6:00 p.m. Roll Call Board Members Attending:

Karen Bounds, Lynda Clemmons, James Fenton, Susan Justice, Jim Matthews, Jacob Roskovensky.

Board Members Attending by V-tel:

Rachel Fuller, Sarah Isaacs, Susan Mendelsohn, Erin Steinsultz, George Trammell, Sandra West.

Board Members Attending by Phone:

Valerie Green, Nancy Huntley

Board Members Excused:

Gary Denue

Board Members Absent:

None

Others Present:

Champaign: Joan Bauer, Mary Johnston Decatur Public Library: Robert Edwards DuQuoin: Ellen Popit Edwardsville: Leslie Bednar, Chris Dawdy, Adrienne Elam, Kathy Jackson, Julia Pernicka Effingham: Troy Brown, Peggy Durst Illinois State Library: Cyndi Colletti, Anne Craig, Tom Huber, Beth Paoli, Lawren Tucker

Approval of Minutes Jim Matthews advised the Board that a second Board packet with amended minutes was sent to them on Monday. Karen Bounds moved that the minutes of the July meeting be approved as amended. Susan Justice seconded the motion. The motion passed unanimously by voice vote.

Financial Report Jim Matthews reported that the Executive Committee reviewed the financial report. There were no unusual expenses this month. Jacob Roskovensky moved that the financial report be approved as submitted. Lynda Clemmons seconded the motion. The motion passed by roll call vote. Yes: Bounds, Clemmons, Fenton, Fuller, Green, Isaacs, Justice, Matthews, Roskovensky, Steinsultz, Trammell, West. Abstain: Mendelsohn.

August 26, 2014 Board Minutes Page 2

Public Comment Valerie Green stated that several member librarians have expressed their thanks to Leslie Bednar and the staff for the in-person meetings to collect comments and proposed changes to the Library System Proposed Rules and Standards.

Communications An article was shared concerning former IHLS Board Member Betsy Mahoney’s appointment to the Court Guidance and Training Committee of the Illinois Supreme Court’s Access to Justice Commission.

FOIA Update No report.

Staff Report Staff Update: Kathy Jackson reported that with the resignation of Champaign staff member Eugene Ard, bids have been obtained for a cleaning service for the Champaign office. Since those bids have been prohibitively high, a replacement part-time custodian will be sought.

Karen Bounds moved that the Board approve the Staff Update as submitted. James Fenton seconded the motion. The motion passed unanimously by roll call vote.

Staff Activities: This month’s format for the Activities report was based on the new FY2015 Plan of Service. There were no questions concerning the Staff Activities.

Personnel: At the July meeting it was hoped that there would be an agreement to share this month for the Board to approve or disapprove, but that document did not arrive.

Secondary Employment: Two employees have completed the form for secondary employment for determination about a conflict of interest. Leslie Bednar recommended that the Board approve both.

Karen Bounds moved that the Board approve secondary employment for two employees. Susan Justice seconded the motion. The motion passed unanimously by roll call vote.

ISL Report Anne Craig reported that many comments have been received concerning the proposed changes to System Rules and Standards. Illinois State Library staff will review all of them and make recommendations to the Illinois State Library Advisory Committee, which meets on September 4. That committee will be asked to endorse the proposed rules with revisions, and the document will then be sent to the Index Department, made available for formal comment and eventually a Joint Committee on Administrative Rules (JCAR) hearing. Depending on that action, they will be adopted and made effective at a future date.

August 26, 2014 Board Minutes Page 3

The Illinois State Library is offering competitive grants for eligible libraries for digital imaging projects.

Tom Huber has joined the literacy staff at the Illinois State Library.

Pat Norris has retired and Cyndi Colletti has been named Head of the Library Development Group.

Nancy Huntley joined the meeting at 6:30 p.m.

SHARE/Dream Grant Report As of today we have 49 transitional members. Staff are currently working with 22 libraries on barcoding and hope to have this completed soon so that they will be full members on Polaris.

Ellen Popit has visited the public libraries in Patoka and Vienna. Both libraries have agreed to join SHARE.

Operations Report The report was included in the Board materials. Work to streamline delivery routes continues. The new HVAC units at the Edwardsville office are working great.

IT Report We are testing a new video bridge using RAILS’ video communications software.

Committee Reports Executive Committee: Jim Matthews reported that the Executive Committee met and received the financial report, looked at committee assignments, reviewed the poll on meeting times. The committee also discussed use of a consent agenda at future meetings. The committee seriously considered the request of the Illinois State Library to hold meetings earlier in the day.

Unfinished Business Library System Proposed Rules and Standards Changes: Jim Matthews asked for additional comments from Board members. Susan Mendelsohn asked if there was anything in the responses that were surprising or that they felt were unreasonable.

Anne Craig stated that it is disheartening that some libraries in Illinois still have a very narrow view of resource sharing and reciprocal borrowing. Illinois State Library staff have read every comment and will seriously consider each one. However, in making revisions to the proposed changes for submission to ISLAC, the role of the Illinois State Library is as administrator of the library system grant program and system law must be seriously considered.

Response to Area & Per Capita Grant: Sarah Isaacs moved that the Board approve the budget changes as presented. James Fenton seconded the motion. The motion passed by roll call vote. Yes: Bounds, Clemmons, Fenton, Fuller, Huntley, Isaacs, Justice, Matthews, Mendelsohn, Steinsultz, Trammell, West. No: Roskovensky. Abstain: Green.

August 26, 2014 Board Minutes Page 4

Board Meeting Time, Location and Dates: Jacob Roskovensky moved that the Board meet on the fourth Tuesday of the month at 5:00 p.m. Susan Justice seconded the motion. The motion passed unanimously by voice vote.

New Business FY2015 Committees: Nancy Huntley moved that the committee assignments be approved as submitted. Lynda Clemmons seconded the motion. The motion passed unanimously by voice vote.

Jim Matthews will talk to Susan Justice to determine her committee assignments.

Member at Large: Jim Matthews will appoint a Member at Large to the Executive Committee.

Board Agenda Format: A consent agenda format will be discussed at the September executive committee meeting.

Audit Update: Our auditors have not been able to clear their calendar in order to complete our audit prior to the Annual Report’s September 30 deadline. The Illinois State Library has generously granted a 30 day extension of the entire Annual Report. Auditors will be on site the week of September 22.

Annual Report: Staff have begun working on the other portions of the Annual Report.

Milford Area Public Schools District #124: Karen Bounds moved that the Board approve the membership of Milford Area Public School District 124. Valerie Green seconded the motion. The motion passed unanimously by voice vote.

Appoint Board OMA Officer: Jacob Roskovensky moved that the Board renew the appointment of Jim Matthews as Open Meetings Act Officer. Karen Bounds seconded the motion. The motion passed unanimously by voice vote.

IHLS Personnel Code: Jim Matthews asked that this item be tabled pending lengthier discussion by the Executive Committee.

Public Comment None.

Adjournment The meeting adjourned at 7:25 p.m.

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August Activities for September Board Meeting

IHLS Monthly Staff Report

Tying our Activities to the ISL Priorities

Priority: Resource Sharing Goal I: Provide an innovative resource discovery, sharing and delivery system: Objective A: Encourage resource sharing Activities

1. Promote the resource sharing capabilities of the LLSAP to all member libraries. ✓ IT Director worked with several 3rd party vendors to allow our Polaris database to be

searchable through their applications. Allows for more resource sharing and more resource accessibility.

2. Provide training on how to effectively use tools for interlibrary loan beyond the LLSAP using OCLC WorldShare ✓ New manuals on Administering WorldShare ILL and WorldCat Discovery were written.

3. Utilize training on the SHARE Polaris platform for all available modules across a variety of delivery methods. When appropriate, interlibrary loan, reciprocal borrowing and reciprocal access as well as copyright will be addressed. ✓ SHARE staff provided 36 training opportunities in August, using mobile labs onsite, IHLS

computer labs, Adobe Connect, and in-person meetings. 4. Explore the cost and capability of interoperability with libraries independent of the

LLSAPs. ✓ Several IHLS staff met with members of the MOBIUS staff regarding INN Reach.

5. The 2014 revision of the ILLINET Interlibrary Loan Code and the expected revision of System Standards provide a valuable opportunity for outreach to our membership. In conjunction with the IHLS Resource Sharing Policy, these documents will clarify roles, responsibilities and benefits for all participants. The “Best Practices” and Checklist information that will be a part of the ILL Code revision rollout will be a significant help. There are occasions that will come as a matter of course during FY 15 that will allow us to review and/or provide training in this area. · Site visits ---to approximately 20% of our membership. This will be a special focus of

visits to new library directors. ILL review will be documented as a component of each visit. ✓ Ellen Popit and Chris Dawdy visited Patoka Public Library, Ramsey Public Library, and

Nokomis Public Library, to review their options for resource sharing, the benefits of belonging to SHARE, and the potential benefits for their library from the Dream Grant.

· System Communication Tools---There will be enthusiastic support for the ILL Code Revision and ILL compliance will be a regular topic. ✓ The “chat” series has been expanded to include a monthly chat for public library

directors on administrative and management topics.

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✓ ILL Rollout: We have been successful in taking a single event “on the road” throughout the system and the code revision would be well suited to that type of presentation. Typically, we have chosen at least seven venues throughout the system and training would be documented through L2 and the registration lists. We would also contact the special interest groups that meet throughout the system ask that ILL training (with system staff) be placed in their agendas. That documentation would also come through L2.

SHARE Statistics

Circulation

ILL

Reciprocal Borrowing

Pac Searches

Holdings

Bibs

Patrons

April 2013 770,817 61,818 48,513 661,126 8,953,361 1,910,883 790,049

May 2013 743,549 114,430 61,942 1,100,785 8,942,050 1,920.634 784,283

June 2013 814,417 184,940 65,891 661,566 8,981,075 1,905,087 788,023

July 2013 850,892 138,641 68,960 644,208 8,991,402 1,928,106 784,028

August 2013 790,258 139,555 61,543 652,256 8,995,814 1,929,231 798,119

September 2013 885,916 141,666 60,944 696,999 9,021,461 1,935,716 800,708

October 2013 943,153 154,268 66,625 707,758 9,046,157 1,935,157 802,871

November 2013 831,585 135,707 58,710 623,768 9,066,327 1,934,896 804,875

December 2013 719,734 120,643 51,533 557,802 9,062,746 1,931,142 807,509

January 2014 827,562 143,710 60,069 692,213 9,058,711 1,884,609 808,450

February 2014 802,661 140,364 55,648 650,213 9,058,711 1,884,609 805,634

March 2014 886,973 153,957 61,457 727,703 9,065,928 1,884,067 803,207

April 2014 847,678 150,545 57,731 637,041 9,035,531 1,886,715 802,743

May 2014 736,091 129,779 58,784 651,784 9,027,758 1,886,611 802,743

June 2014 822,888 125,101 65,477 788,302 9,003,233 1,883,498 797,887

July 2014 817,895 137,139 65,731 641,523 8,999,978 1,867,287 801,116

August 2014 751,143 134,225 58,665 643,478 8,990,468 1,866,118 810,233

Objective B: Provide a framework for members to participate in a state-of the-art integrated library system. Activities

1. Continue participation in the Statewide E-Books Grant opportunity.

Page 3

✓ At the end of August, 139 SHARE libraries are participating in the 3M Cloud Library shared collection. (Academic: 3, Public: 120, School: 13, Special: 3)

✓ More items were circulated from the 3M Cloud Library shared collection in August than in any other month since the launch in October. The total number of checkouts was 8,654.

✓ Two virtual demos of the 3M Cloud and four Technology Petting Zoo sessions were provided this month with 23 library staff members attending.

✓ Discussions with 3M and Polaris continued regarding the implementation of filtering for school libraries participating in the 3M Cloud Library shared collection.

✓ eRead Illinois Project Team members recommended that the loan rules for eRead Illinois eBooks change to reflect our larger collections. The eRead Illinois Advisory Committee approved these changes on August 14, 2014. Users may now checkout 5 eBooks at one time and the loan period has been extended to 21 days. Users may also place 5 eBooks on hold at one time.

2. Employ a variety of instructional methods to allow SHARE members to work effectively and efficiently with the ILS, and other shared databases. ✓ SHARE staff provided 36 training opportunities in August, using mobile labs onsite, IHLS

computer labs, Adobe Connect, and in-person meetings. 3. Promote new membership in the SHARE LLSAP through the Growing Resource Sharing in

IHLS Through Growing SHARE grant. IHLS will continually consider opportunities to more fully involve these members in resource sharing. ✓ August 7, 2014---Chris Dawdy and Ellen Popit visited the Patoka Library and attended a

Board meeting of the Ramsey Public Library to discuss the grant opportunity. ✓ August 11, 2014---Chris Dawdy and Ellen Popit attended the Nokomis Public LIbrary Board

Meeting to discuss the grant opportunity. 4. Continue to offer SHARE member libraries special IHLS SHARE group purchase prices for

common third-party database products (e.g. Gale, Ebsco, Library Ideas, World Book). Available products and pricing information will be funneled through SHARE staff to all SHARE members. Ordering and invoicing will be coordinated by SHARE staff, thereby providing an incentive to vendors. A $40.00 handling fee per database is assessed for cost recovery. ✓ Provided information to member libraries about an offer from Wowbrary, an automated

electronic newsletter program to send information to patrons about new items in the library.

Goal II: Provide a sustainable delivery system that provides the best service possible for Illinois libraries and their users. Objective A: Ensure that IHLS delivery of library materials is accurate, timely, and meets member library needs. Activities

1. Working in concert with ISL, RAILS and CARLI, continue the implementation of recommendations from the Delivery Advisory Committee. ✓ Received the list of IHLS members and updated hub information ✓ Gathered responses for volume = frequency chart

Page 4

2. Conduct quarterly counts of library materials and continue to refine the counting methodology. ✓ Prepared libraries for the upcoming Count Week Sept. 8 – 12 to get the physical count of

all items. 3. Develop methods to deliver training to member libraries on labeling, packaging, and

other preparation of library materials with the goal of improving delivery time. ✓ The third revision of our Welcome To Delivery packet is now being finished.

4. Evaluate the current delivery routes and adjust as needed to improve delivery efficiency using the fleet management system. ✓ Combined the Champaign hub with the Decatur hub and have adjusted routes along with

the sorting area

August 2014 Delivery picked up

/delivered ILDS Delivery Items to Hub

ILDS Delivery Items from Hub

Champaign 119009 29296 30679

Du Quoin 77615 13293 18745

Edwardsville 199322 32096 26798

Objective B: Leverage existing delivery resources. Activities

1. Optimize sorting processes. ✓ Instituted in Champaign the pre-sort method to reduce the number of steps that are taken

to sort the incoming items 2. Follow the delivery replacement schedule in which fleet vehicles are replaced when

mileage exceeds 200,000 miles. ✓ 5 delivery vans have been ordered

Priority: Illinois Machine Sublending Agency Goal: Provide good customer service and well maintained machines to patrons of the Talking Books Program. Objective: Support the statewide machine lending program located in DuQuoin. Activities

1. Contract with the Illinois State Library to manage statewide services. ✓ Required monthly reports were submitted to the National Library Service. ✓ July 2 initiated reconciliation reports for all machines to be cross-checked with NLS

BPHICS, and KLAS. 2. Serve all persons eligible for service within the state of Illinois as stipulated in the

agreement with NLS. ✓ Sent 9 C1s.

Page 5

✓ Sent 94 DA1s. ✓ Sent 173 DA1s. ✓ Staff responded to 8 BARD inquiries during the month of August.

3. Participate in the planning, coordination and evaluation of Illinois Talking Book Service, and ensure appropriate provision of services by staying informed of current procedures and trends related to Talking Books, the National Library Services/Library of Congress and librarianship in general. ✓ Outreach at DuQuoin State Fair. ✓ Outreach at Okawville Senior Fair. ✓ Midlands Conference committee conference call. ✓ Machine Clerk started on the 25th, now we are fully staffed, but 2 staff are out for

vacation and surgery. ✓ Sarah Varner started as the new Patron Services Coordinator on August 4.

4. Ensure the efficient and successful provision of service in accordance with the Revised Standards and Guidelines. ✓ Filled all requests for machines and equipment within 2 business days of receipt. ✓ Responded to all BARD inquiries in a timely and efficient manner.

Priority: Provide timely and pertinent information to member libraries Goal: Effective and efficient communications with member libraries and partners. Objective A: Provide various mechanisms to ensure good communications with member libraries and partners. Activities

1. Conduct visits to 20% of our more than 550 agencies. This goal would give IHLS staff the opportunity to arrange approximately 110 on-site visits. A particular area of focus would be those library agencies who have recently seen a change in leadership. Another target audience would be those libraries facing any challenges that might impact their membership status and their ability to receive system services. Also in consideration would be conversations with library boards or other administrative bodies who might request specific information from IHLS. School staffing has shifted dramatically in the last several years and working to ensure that population is informed about system services and membership criteria would have a broad-based impact. When appropriate, system staff will also be available to meet with special interest groups for the purpose of discussing membership criteria and system services. ✓ August 29, 2014_---Ellen Popit visited new directors at the Elwood Township and Casey

Public Libraries. 2. Maintain an interactive website to assist member libraries in effective utilization of IHLS

services and promote member forums. ✓ Updated core and module software on IHLS and SHARE websites ✓ Updated staff and board pages with changes

Page 6

Priority: Administrative Activities Goal 1: Ensure effective utilization of IHLS resources Objective A: Ensure fiscal accountability Activities:

1. Maximize use of new accounting software to achieve improved financial record keeping. ✓ Working on the implementation of the new accounting software and audit preparation.

Objective B: Employ qualified, professional, accountable staff. Activities

1. Recruit and employ qualified personnel of diverse backgrounds to carry out the mission and goals of IHLS. Increase the applicant pool by participating in local community events, college job fairs and advertising current openings with culturally diverse media and professional organizations. ✓ Participated in Veteran Job Fair sponsored by Congressman Davis ✓ Background check and drug screen (3) new employees ✓ Conduct HR assistant interviews, hire part-time HR Assistant 8/18/14 ✓ Posted (12) current openings on IHLS website, the DuQuoin Newspaper, IDES and Madison

County, Craigslist and Monster 2. Continue development of the evaluation process and assign goals for 2015. Supervisors

will have quarterly one-on-one meetings with employees to ensure each employee is on track with goals. ✓ One on One quarterly meetings have begun

3. Implement an enhanced hiring process. Train managers/supervisors on interviewing techniques and tools. Create and implement employee orientation at all locations. ✓ Hiring managers receive, interview tools to aid in selection process

4. Provide training to staff in areas of management and content specific to their areas of responsibility. Develop a manager/supervisor 101 training to include employment law, employee relations, performance management and IHLS personnel code. ✓ Sent email to management re: hiring and terminations procedures

5. Seek and encourage participation in continuing education opportunities for staff as appropriate. Consider tuition reimbursement or enroll IHLS in Star program which enables employees to attend workshop or courses for one fee. ✓ Requested IT register IHLS for possible training opportunities with Lynda.com ✓ Registered HR Assistant to take HR Workshop in November

6. Provide all-staff training retreat focused on staff collaboration and customer service. ✓ Sent email to all staff re: Openness and transparency

7. Continue monthly staff meetings as well as expand the Hi-Five local meetings that can update staff in each location about weekly activities. ✓ Work in Champaign and DuQuoin with High Five meetings.

8. Develop and implement a wellness program. ✓ Six employees have been reimbursed (a one-time) $50 for participation in an exercise

program. ✓ Currently designing a weight loss competition to begin Oct/Nov

Champaign Office: 1704 West Interstate Drive Champaign, IL 61822 217-352-0047

Du Quoin Office: 500 South Madison Du Quoin, IL 62832 618-985-3711

Edwardsville Office: 6725 Goshen Road Edwardsville, IL 62025 618-656-3216

MEMO TO: IHLS Board of Directors FROM: Leslie Bednar DATE: September 18, 2014 RE: Staffing Update IHLS is currently recruiting to fill 3 full-time positions, Web Developer, Staff Accountant and Share Director. We are also recruiting to fill 8 part-time positions, (2) Courier Drivers, (2) Page/Sorters, (2) Operations Relief and (2) Cataloging Assistant. Courier Driver, Operations Relief and Page/Sorter interviews are complete and we are in the process of conducting background checks/references and scheduling drug screen and fit for duty exams. All other positions are scheduled to begin interviews early October. Please let me know if you have any questions and I will provide as much information as I am able. I respectfully ask that you approve the personnel changes below. Thank you. Resignations, Terminations and Retirements: Employee Name: Neal Bauer Classification: Courier Driver (Part-time) Project/Location: Operations/ Champaign Term Date: September 23, 3014 Salary: $ Comment: Gave required notice; got another job. Promotions/Change in Position: Employee Name: Julia Pernicka Previous Classification: Communications Assistant Current Classification: Executive Assistant Project/Location: General Fund/ Edwardsville Start Date: September 22, 12014 Salary: $ Comment: This is a temp assignment, we will re-evaluate in December 2014.

Illinois Heartland Library System Champaign Office 1704 West Interstate Drive, Champaign, IL 61822 217/352-0047

DuQuoin Office 500 South Madison, Du Quoin, IL 62832 618/985-3711 Edwardsville Office 6725 Goshen Road, Edwardsville, IL 62025 618/656-3216

September 23, 2014

DREAM GRANT REPORT for IHLS Board of Directors

Potential SHARE Members recently visited for the purpose of discussion the DREAM Grant

opportunity include:

Jonesboro Public Library (Union County) on September 8th.

Dongola Public Library District (Union County) on September 8th.

Dodge Memorial Public Library District (Alexander County) on September 11th.

We currently have 50 transitional members. A list of these libraries can be found at:

http://share.illinoisheartland.org/?q=node/486

Of these 50 transitional libraries:

4 are now live on Polaris and the Johnston City Public Library (Franklin County) is scheduled to

go live on October 15th.

20 libraries have completed their profiling data, and it is entered in Polaris.

10 libraries are currently working on barcoding their collections, with the assistance of Barcoding

SWAT teams and Barcoding Buddies.

SHARE Executive Council

At the September 22nd meeting of the SHARE Executive Council, Bobbi Perryman from the

Vespasian Warner Public Library District was elected Vice-President and April Becker from

Hanson Professional Services was elected Secretary.

The Semi-Annual Meeting for SHARE membership will be held in conjunction with IHLS

member day on Monday, October 20th at 2:00 p.m. at the Knights of Columbus Hall in

Effingham.

The next meeting of the SHARE Executive Council was set for Monday, November 10th at

3:00 p.m.

Champaign Office: 1704 West Interstate Drive Champaign, IL 61822 217-352-0047

Du Quoin Office: 500 South Madison Du Quoin, IL 62832 618-985-3711

Edwardsville Office: 6725 Goshen Road Edwardsville, IL 62025 618-656-3216

Human Resources Report September 18, 2014 Greetings IHLS Board:

• The new HR Assistant began employment on 8/18/2014. She is currently in the process of learning IHLS processes and procedures.

• Updating and combining (old) personnel files. • Creating medical and confidential files. • Updated emergency contact for employees. • Participated in job fair organized by Congressman Rodney Davis at Southern

Illinois University at Edwardsville. • Updating recruiting and on-boarding initiatives. • Reviewed and updated Operations Department job descriptions. • Currently recruiting for 11 positions. • Employee Appreciation Ice Cream Social, 9/23. • September is Homeland Security Preparedness Month. • Coordinating preparation of evacuation kits with Safety Committee. • Safety demos and drills scheduled for October. • Preparing annual HR report. • Begin HRIS implementation next week.

Respectfully Submitted by, Kathy R. Jackson, M.S. HR Director

Champaign Office: 1704 West Interstate Drive Champaign, IL 61822 217-352-0047

Du Quoin Office: 500 South Madison Du Quoin, IL 62832 618-985-3711

Edwardsville Office: 6725 Goshen Road Edwardsville, IL 62025 618-656-3216

Operations Board Report September 2014 Delivery Accomplishments:

• Submitted to ISL days of service for all of our libraries • Planning meeting of ISL, RAILS, IHLS and CARLI meeting in Lincoln, IL to

discuss the customer service ticketing software • Successful completion of Count Week where the libraries and delivery do a

manual count of ALL items for one week Delivery Outreach Went on a route out of the Du Quoin hub Building Updates Champaign HVACs are on order Du Quoin Landlord has received quotes for gutter work and should be having that done within the next week Edwardsville Staff cars were delivered Respectfully submitted, Susan Palmer

IT Report - Page 1 of 1

IT Report for IHLS Board, Sept 23, 2014

Update on Telecommunications Upgrade After the recent upgrades to the telephone system to consolidate services and equipment, the

projected monthly savings are now being realized. The transition to the new system went off

without a hitch and since our staff continued to use the same telephones they already had,

there wasn’t a learning curve. We have started seeing the savings of ~$950/mo as we now

have only one telephone service provider instead of three.

As we continue to monitor usage and work with the provider to streamline our service, we may

still have the ability to save even more. Currently we have 16 phone lines dedicated to IHLS

staff in all 3 locations, but that might be able to be reduced once actual usage is monitored for

several months.

Polaris Upgrade to Test Web-based Circulation Client We are scheduled to receive the latest upgrade from Polaris to start testing the web based

circulation client call LEAP. This upgrade will first happen in our test environment and will only

be available to IHLS staff. Once it has gone through our testing, we will upgrade our production

environment to Polaris 5.0 and make it more widely available to the IHLS libraries. The whole

process should take about 6 months.

Video Conferencing Bridge After a very successful meeting during last month’s board meeting, we are investigating the

possibility of partnering with RAILS to use their video bridge or looking into the possibility of

having our own bridge. Cost is a huge factor in this decision and as soon as we know more we’ll

let you know.

Other News The IT staff focuses heavily on daily requests from members and IHLS staff for needs. We have

hired an IT Specialist in Champaign and we are in the process of hiring a Dream Grant Web

Developer soon.

9/19/2014

FY 2015 Board Monthly Calendar

Monday Tuesday Wednesday Thursday Friday 1st Week of Month Personnel 6:30 pm

2nd Week of Month Long Range Plan 4 pm Policy 1:45 pm Facilities 4 pm

3rd Week of Month

Finance 4 pm Executive 4 pm Board Packet Out

4th Week of Month

Board Meeting 5 p.m.

Board meeting recap posted

Executive: Matthews, Chair Bounds Roskovensky Huntley Green

Finance: Huntley, Chair Fenton Fuller Justice Mendelsohn West

Personnel: Green, Chair Clemmons Denue Justice Steinsultz Trammell

Facilities: Bounds, Chair Fenton Isaacs Mendelsohn

Policy & Membership: Roskovensky, Chair Clemmons Fuller Steinsultz West

Long Range Plan: Trammell, Chair Denue Green Isaacs

09/19/2014

Illinois Heartland Library System Committee Appointments

2014 - 2015

Executive Committee James Matthews, President Karen Bounds, Vice President Jacob Roskovensky, Secretary Nancy Huntley, Treasurer Valerie Green, Member at large

Budget and Finance: Nancy Huntley, Chair James Fenton Rachel Fuller Susan Justice Susan Mendelsohn James Matthews

Personnel: Valerie Green, Chair Lynda Clemmons Gary Denue Susan Justice Erin Steinsultz George Trammell James Matthews

Policy & Membership: Jacob Roskovensky, Chair Lynda Clemmons Rachel Fuller Erin Steinsultz Sandy West Jim Matthews

Facilities: Karen Bounds, Chair Jim Fenton Sarah Isaacs Susan Mendelsohn Troy Brown James Matthews

Long Range Plan (Ad Hoc): George Trammell, Chair Gary Denue Valerie Green Sarah Isaacs James Matthew

James Matthews, Board President serves as an Ex-Officio member of each of the standing committees.

IHLS Member Day 2014

when: October 20, 2014

where: Knights of Columbus Hall,

Effingham, IL

cost: $10 (includes Lunch)

Earn

CPDUs!

Join library colleagues for Illinois Heartland Library System’s 1st “Annual” Member Day! This day is designed as an opportunity for the

diverse membership of IHLS to gather together, to network, and to share

in a variety of professional development opportunities.

Visit our vendors!

Attend the presentations! Three sessions will be scheduled in each of three

time slots and the offerings include:

The Open Meetings Act

A conversation for New Directors

What’s New in Technology?

The Freedom of Information Act

Marketing and Customer Service

School Library Roundtable

Safety in the Library

Weeding

A Conversation on Library Construction

Enjoy lunch and the opportunity to network.

Champaign Office: 1704 West Interstate Drive Champaign, IL 61822 217-352-0047

Du Quoin Office: 500 South Madison Du Quoin, IL 62832 618-985-3711

Edwardsville Office: 6725 Goshen Road Edwardsville, IL 62025 618-656-3216

POLICY COMMITTEE REPORT

The Policy Committee met on Wednesday, September 10th to address the following:

• Directive from ISL regarding Bylaws Change: Although IHLS has an electronic meetings policy, it is tailored to general meetings. ISL recommends that the Board Bylaws be amended to include a similar section concerning board meetings where meetings occur via electronic means and where actions are taken, quorums are required, and adherence to the Open Meetings Act is required.

The Policy Committee has drafted the following change to the bylaws:

Article VI Board of Directors

Section 11. Meetings

a. The Board shall hold a minimum of nine (9) regular monthly meetings per year to conduct the business of the System. The dates, times and locations of the meetings shall be determined at the July meeting. Board agendas shall be posted in accordance with the Illinois Open Meetings Act.

b. All Board and Committee meetings will be conducted in full compliance with the Open Meetings Act (5 ILCS 120/1 et seq.). All Board, Committee, and sub-committee meetings will be conducted in full compliance with the Open Meetings Act (5 ILCS 120/1 et seq.) and the IHLS Policy on Meetings via Electronic Means.

Submitted September 23, 2014