Board of Trustee Meeting Minutes of February 17, 2026

Board members present:  Michael Garrard, Rhonda Moade, Guy Rumler, Debbie Scott and Debbie Walls

Board members absent:  Craig Beals and Todd Liston

Total board members present: 5

Library staff present: Doug Roberts, Director and Mindi Williamson, Circulation Manager

Library staff absent: Janice Shick, Bookkeeper

Guests present: None

Public Present: None

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

Action Items:

  • Approved to accept the January 15, 2026 Personnel Committee meeting minutes as written, with no changes.  A roll call of five approved.
  • Approved to accept the January 20, 202 Board meeting minutes as written, with no changes.  A roll call of five approved.
  • Approved the January Check Register results as presented by Doug Roberts, Director, based on information provided by Janice Shick, Bookkeeper. A roll call of five approved.
  • Board was also provided with a brief review of the month/year-to-date balance sheet results and the aged payables report.
  • Approved the Six-Month Statement of Receipts and Expenditures report.  A roll call of five approved.
  • Approved the sale of old card catalogue at a price to be negotiated with any identified prospective buyer.  A roll call of five approved.

Discussion Items:

President’s report highlighted the following:

  • No items to report.

Board heard Director’s report which highlighted the following:

  • We received our $10,000 check from Carnegie Corporation on Monday, February 2, 2026.
  • Working on a couple of estimates – one for installation of the LED lighting that we recently purchased and one for installation of a privacy fence that encompasses the Newlin room exit, the covered patio and sitting area on the south side of the building.  These items will be part of my submission for the Lorena & Don White Foundation grant.
  • The film crew will return the week of April 5.
  • Had a nice turnout for the Valentine Day party on Friday, February 13.   

Debbie Scott summarized upcoming events and then made a motion to adjourn.  All were in favor.

Meeting adjourned at 5:31 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President                   

Minutes of the February 17, 2026

Robinson Public Library 50th Anniversary Planning Meeting

Board members present:  Michael Garrard, Rhonda Moade, Guy Rumler, Debbie Scott and Debbie Walls

Community members present: Lisa Schaefer, Chamber of Commerce

Library staff present: Doug Roberts, Director; Mindi Williamson, Circulation Manager

Meeting called to order at 5:33 p.m.

  • Doug Roberts welcomed our one community member in attendance, Lisa Schaefer from the Chamber of Commerce.  He then provided the group with a summary of the previous meeting, on Tuesday, January 20.
  • Roberts noted that he now had confirmations for all five scheduled performers for the event.
  • Roberts stated that he had received the name for another potential food vendor for the event, the Copper Cactus.  I have left a voicemail and sent an email but haven’t had a response yet.  Our other food vendors – Kona Ice of Terre Haute, Curbside Cravings, TJ’s Smashburgers and Chillers Lemon Shakeups have confirmed.  The one potential issue is that I requested Chillers to not sell smashburgers (which is a recent addition for them) just their shakeups and hot dog menu items at the event.  The owner expressed her understanding and said that she would talk with her husband.  Food vendors will be positioned on the north side of the parking lot and the area barricaded to prohibit vehicle traffic.  There will be a few parking spaces available on the south side of the lot, along with the book drop, for those patrons that are just picking up or dropping off books and not visiting the event.
  • Roberts said that he spoke with David Chamblin, the current owner of the former Tempco business (currently for sale) about parking visitors on the property.  While he hoped that the business would be sold by then, if he still owned the property at the time of the event, he was okay with parking vehicles there during the event.  Roberts will check back in early to mid-May on the sale status.
  • Lisa suggested talking to Mayor Shimer directly regarding usage of the city’s “train” to shuttle visitors from the city’s parking lot at the corner of Locust and Jefferson (behind Los Jardines, The Pub, etc.) and potentially from the former Tempco property.
  • Roberts expressed that he had reached out to Mayor Shimer already to bring him up to speed on initial planning.  He said that received a reply back from the Mayor Shimer that he (the mayor) will give thought to anything they (the city) could do to help our event.
  • Roberts said that he had left a voicemail with the library’s insurance provider, Weber Insurance, regarding the need for a rider policy for the day of the event.  He is waiting to hear back.
  • Roberts asked Lisa whether or not an Inter-Governmental Agreement (IGA) would be needed between the library and the city since we would be utilizing some of the city’s resources.  That is likely a question to speak with Mayor Shimer about.
  • Lisa noted that since this is going to be a festival-type event, the library should provide the Crawford County Health Department with a list of food vendors that will be participating.  There will be some paperwork that will need completion along with points of contact for each of the vendors that will be onsite that day.
  • Roberts said that he also received confirmation that Wild Child rentals would be providing a Dinosaur-inspired bounce house for the event. The unit, which can be used wet or dry (dry is our choice), measures 33 feet in length by 17 feet in width by 14 feet in height.
  • Roberts said that he reached out to Matt Draper, on the advice of Heath Harvest Fest organizer Glenda Fulling, about possible assistance with electrical needs (e.g. powering food trucks) the day of the event since Matt had helped with that in the past at HHF.  Matt said that he had helped with that but has since retired from Marathon (the organization that provided the resources).  He suggested reaching out to Jeremy Dix with any questions.
  • Roberts said that he had also spoken with the library’s electrician about checking the exterior outlets on the south side of the building to make sure they are operational for the bounce house (if needed) and the musical performance that will likely take place on the covered patio.
  • The group discussed possibly having the farmers market and other vendors as part of the festivities.  Lisa suggested that there would be a shift this year in the city’s farmers market.  After exchanging ideas, it was decided to make the space available for non-profit vendors first, probably around a dozen. 
  • Roberts said that he was going to reach out the local high school art department to see about having a face painting booth set up and run by students.
  • Roberts mentioned that the film crew will return for a follow up filming from Monday, April 6 through Thursday, April 9.  We are planning a children’s event while they are here.  The group from Evansville, FellerExpress, will be putting on a Bluey-inspired event based on the Australian K-9 characters.  This will create some filming opportunities for the film crew.
  • Roberts also noted that the idea of a STEM competition/exhibition was not having any success in generating interest in the community.
  • Roberts also mentioned that the idea of partnering with the school district on an essay contest also fell apart, due to other commitments and upcoming state testing.
  • Roberts said that he was preparing to send out an e-mail blast in March to patrons, consortium members and other dignitaries around the state, requesting that they “save the date” for our event.  He said that he would follow up again in mid to late April or early May with an official invite as a second reminder to the various individuals/groups.

The meeting adjourned at 6:22 p.m.

Board of Trustee Meeting Minutes of January 20, 2026

Board members present:  Todd Liston, Rhonda Moade, Guy Rumler, Debbie Scott and Debbie Walls

Board members absent:  Craig Beals and Michael Garrard

Total board members present: 5

Library staff present: Doug Roberts, Director and Mindi Williamson, Circulation Manager

Library staff absent: Janice Shick, Bookkeeper

Guests present: None

Public Present: None

Meeting called to order at 5:03 p.m.

Action Items:

  • Approved to accept the December 13, 2025 board meeting minutes as written, with no changes.  A roll call of five approved.
  • Approved the December Check Register results as presented by Doug Roberts, Director, based on information provided by Janice Shick, Bookkeeper. A roll call of five approved.
  • Board was also provided with a brief review of the month/year-to-date balance sheet results and the aged payables report.
  • Approved the library district’s new personnel policy manual.  A roll call of five approved.
  • Approved the new Saturday hours of operation at the Robinson facility.  A roll call of five approved.
  • Approved the bulk purchase of various exterior LED light fixtures for future installation.  A roll call of five approved.

Discussion Items:

President’s report highlighted the following:

  • No items to report.

Board heard Director’s report which highlighted the following:

  • First Choice removed the faltering canopy lights – under the eve just west of the director’s office and at the employee entrance – and replaced them with LED fixtures on Friday, December 26.
  • Lazerware upgraded our public Wi-Fi availability to 24 hours/day, seven days/week on Wednesday, December 17.  This will result in no extra charge to the library.
  • Securitas completed the annual inspection of our fire notification system on Tuesday, December 30.  All systems checked out normal.
  • The Director completed the IHLS-mandated Bloodborne Pathogens online training course on Wednesday, December 31.
  • Dara Potts, University of Illinois Extension, provided prospective guidelines for our proposed Jr. and Sr. high STEM competition.  The theme is Robinson Community Library of 2076 Futuristic Architecture.  Exhibiting and judging will take place sometime in April when our film crew is back with finalists invited to our anniversary celebration where winners in each category will be announced.
  • Met with Kasey Robinson, principal at Washington Grade School, on Wednesday, January 7 about conducting an essay contest for grade-school aged children.   Finalists in each category, TBD, would be invited to our anniversary celebration where the winners in each group would be announced.
  • Completed this year’s annual certification process on Thursday, January 8, as required by the Illinois State Library for library system membership. [23 Ill. Adm. Code 3030.200(a)(2)(I)]
  • Submitted the FY26 Illinois Public Library Per Capita and Equalization Aid Grant Application to the Secretary of State’s office.
  • Scheduled this year’s community shred event with Data Management Services.  The event is scheduled for Friday, March 20, 2026 from 9 a.m. to 12 noon.

Debbie Scott summarized upcoming events and then made a motion to adjourn.  All were in favor.

Meeting adjourned at 5:57 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President

Minutes of the January 20, 2026

Robinson Public Library 50th Anniversary Planning Meeting

Board members present:  Todd Liston, Rhonda Moade, Guy Rumler, Debbie Scott and Debbie Walls

Community members present: None

Library staff present: Doug Roberts, Director; Mindi Williamson, Circulation Manager

Meeting called to order at 6:03 p.m.

The following items were discussed:

  • Doug Roberts presented a list of confirmed performers. 
    • Chris Fascione – story teller/juggler (Oak Park, IL)
      • Two shows (each approximately 45 min. to an hour):  tentatively one is an audience show and the other would be crowd mingling
      • $800 performance fee
    • Chad Collyer – magician/mentalist (Indianapolis, IN)
      • Two shows (each approximately 45 min. to an hour):  one would be an audience show and the other would be crowd interaction (mind reading)
      • $675 performance fee
    • Damon Mitchell – Musical performance (Robinson, IL)
      • One 45-minute to an hour solo performance
      • Rock genre
      • $450 performance fee
    • Bright Star Touring Theatre (Raleigh, NC)
      • One 45-minute, two person performance of Peter Pan with 15 minute Q & A post performance where they talk about reading
      • $720 performance fee
    • Jamie Poorman – story teller (Marshall, IL)
      • Subject matter:  Orphan Train Movement was a supervised welfare program that transported children from crowded Eastern cities of the United States to foster homes located largely in rural areas of the Midwest short on farming labor. The orphan trains operated between 1854 and 1929, relocating about 200,000 children.
      • $250 performance fee
  • Discussed two targeted competitions – a STEM event for Jr./Sr. high school students and an essay contest for grade school students. 
    • Both competitions would be held in the spring. 
      • The STEM event celebrates the library 50th anniversary and challenges the competitors to  (teams of 1-3 individuals) to envision and build a futuristic library set 50 years into the future. 
      • Registration deadline is February 20
      • Build period is February – March
      • Display and judging will take place on April 7
      • Awards will be at the anniversary celebration
    • The essay competition would have a theme something akin to “Why I Love the Library”
      • I have had one discussion with Kasey Robinson, Washington Elementary School Principal
      • Still determining the number of categories – probably each grade would be an individual category
      • Judging would take place in April or May – prior to the end of school
      • Awards will be at the anniversary celebration    
  • Discussed the parking set up and use of the city’s training to transport event goers back and forth to the library.  The idea would be to potentially use the parking lot behind the Mexican restaurant (intersection of Locust/Jefferson) and the parking lot of the former Tempo business just off of N. Lincoln St. (adjacent to the library’s NE side)
  • Reached out to Glenda Fulling (organizer of the Heath Harvest Festival) for feedback surrounding permitting and electrical assistance.  No permit needed.  Was provided with a contact to possibly provide some generator help.
  • T-Graphics will set up a website for t-shirt (anniversary-specific as well as non-event, library district shirts) purchases.  We will markup the cost of each shirt by $5 to generate a small revenue stream that will go toward event costs.
  • Requested anniversary t-shirt sizes from board members.
  • Working on anniversary-related graphics for outgoing messages and social media posts (e.g. save the date).  One of our employees (Jayde) will be helping to create an anniversary-specific page on our website for things like a list of entertainers, parking map, vendors, etc.

The meeting adjourned at 6:40 p.m.

Board of Trustee Personnel Committee Meeting Minutes of January 15, 2026

Board members present:  Craig Beals, Guy Rumler, Rhonda Moade, Debbie Walls and Debbie Scott

Board members absent:  None

Total board members present: 5

Library staff present: Doug Roberts, Director

Library staff absent: None

Guests present: None

Public Present: None

Meeting called to order at 4:05 p.m.

The purpose of the Personnel Committee meeting was to discuss the newly created Robinson Public Library District personnel policy manual, which would replace the current policy document; and also the proposed changing of the Saturday hours of operation at the Robinson facility. 

Director Doug Roberts opened the meeting with roll call of attendees and a brief summary of his thoughts on the need for a new manual.  The current manual’s last major revision occurred sometime around 2007.  In last nearly twenty years, there have been minor updates, or inclusions, but not a full overhauling of the policy manual.

Roberts noted at the onset that this was not a reinvention of the wheel and that the document presented was based on the recent policy manual enacted by the Effingham Public Library, with the aid of a human resource attorney.  While most of the policy adjustments centered on name changes (e.g. from Effingham to Robinson), there were some departures from the Effingham versions – i.e. usage of our leave of absence policy instead of the FMLA policy in the Effingham document and inclusion of a remote work policy that was not included in the Effingham manual.

Roberts emphasized some specific sections of the new policy that would be key areas addressed to the staff at the rollout meeting:

  • Cross training – we have developed a “silo thinking” mindset over the years.  We some jobs that because we have a staff person specially trained for the role, the thinking was that no one else needed to be trained.  The opposite is true.  In the event of an unforeseen incident – illness, injury, etc., it is incumbent to have at least one person, if not more than one person, trained to be able to step into those specialized roles in order to continue business resumption.
  • There is also a section devoted to emphasizing that the first responsibility of every staff member is service to the public, with a follow up that there is no such thing as “that’s not my job”.  The emphasis is that no one is above any task needed to tending do, regardless of his or her role and that we a tax supported organization and our responsibility is to our patrons.
  • Social media – one of the key items of change since the last major policy manual publication, is the advent of social media in our culture.  Social media touches nearly aspect of our daily lives today, demanding that some stipulations for its use at work, at home, on district-owned computers, and on personal devices, be addressed.  The emphasis to staff is that these measures are put in place not only for the district’s protection, but also their own protection.
  • The purpose in building this new policy now is not necessarily just to address shortcomings now but to construct a manual that will be serve the staff of the next generation.

Roberts also discussed the possibility of changing the Saturday hours of operation at the Robinson facility.  The genesis of this proposed change has come after hearing for a number of months from various staff members how few visitors we typically get from the middle of the afternoon until close.  Roberts explained that while he has been tracking attendance on a daily basis for a few years, in recent months he has been tracking attendance on a daily basis, with emphasis on hourly numbers, especially the last three hours of each day, not just on Saturdays.  In addition, Roberts noted that he started looking at open hours at other facilities in the area – Effingham, Charleston, Olney, etc.  In total eight facilities were reviewed.  Based on our current hours of operation, we are open more than all of the other facilities.  After adjusting the Saturdays by two and a-half hours, there would on be one facility that would only be open more time than us, and that be by 1.5 hours for the week.

After hearing both items, it was the recommendation of the committee to bring both items forward to the full board for a vote at the next meeting, scheduled for Tuesday, January 20, 2026 at 5:00 p.m.

Meeting adjourned at 5:24 p.m.

Respectfully submitted,

________________________________                                                                 ______________________________      

Michael Garrard, Secretary                                                                       Deborah Scott, President                                                     

Board of Trustee Meeting Minutes of December 13, 2025

Board members present:  Michael Garrard, Guy Rumler, Debbie Scott and Debbie Walls

Board members absent:  Craig Beals, Todd Liston, and Rhonda Moade

Total board members present: 4

Library staff present: Doug Roberts, Director; and Janice Shick, Bookkeeper

Library staff absent: Mindi Williamson, Circulation Manager

Guests present: None

Public Present: None

Meeting called to order at 9:00 a.m.

Action Items:

  • Reviewed and approved the annual audit results as summarized by Kemper CPA.  A roll call of four approved.
  • Approved to accept the November 18, 2025 board meeting minutes as written, with no changes.  A roll call of four approved.
  • Approved the November Check Register results as presented by Janice Shick, Bookkeeper. A roll call of four approved.
  • Board provided with a brief summary of the Excess Accumulation of Funds  
  • Board was also provided with a brief review of the month/year-to-date balance sheet results and the aged payables report.
  • Approved the FY 2025 Annual Treasurer’s Report.  A roll call of four approved.

Discussion Items:

President’s report highlighted the following:

  • No items to report.

Board heard Director’s report which highlighted the following:

  • Summarized key district statistics from the month of November.
  • T-Graphics installed the new lettering on the Robinson building on Monday, November 24.  Our name officially reads Robinson Public Library instead of Robinson Township Library.
  • Hobby Lobby finished the three different collages that depicted the library during the 1975-76 building process; the moving from the Carnegie to the current location in 1976; and the building process/dedication of the Newlin addition in 1982-83.  They were picked up on Friday, November 23.  The majority of the pictures were provided from the Ormal Love collection.  The three collages will be installed in the Newlin hallway for visitors to view.
  • Sent out over 175 donation request letters on Monday, December 8, to local businesses for our June anniversary celebration.
  • We once again hosted Santa, Mrs. Claus and one reindeer from Dahnke Farms on Tuesday, December 9 from 2:30 pm – 4:30 pm.  We had 120 children and 94 adults in attendance.
  • We are looking at adjusting our Saturday hours of operation which will in turn provide some staffing efficiencies and ultimately some payroll savings as well.
  • I am planning an essay contest for various groups with a working theme of “Why I Love the Library”.  The goal would be to have all submissions and voting completed by the end of the school year.  Finalists would be invited to our 50th anniversary celebration where the various winners would be announced. 
  • I am also planning a STEM event for various age groups.  The goal would be to have exhibits ready for judging in April when our film crew returns.  We would have ballot boxes in place for viewers to vote.  Finalists in each category would be invited to the anniversary event where the winners would be announced.  I am working with Dara Potts at the U of I Extension on the details.

Debbie Scott made a motion to adjourn.  All were in favor.

Meeting adjourned at 9:30 a.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President

Board of Trustee Meeting Minutes of November 18, 2025

Board members present:  Craig Beals, Todd Liston, Rhonda Moade, Guy Rumler, Debbie Scott and Debbie Walls

Board members absent:  Michael Garrard

Total board members present: 6

Library staff present: Doug Roberts, Director; Janice Shick, Bookkeeper and Mindi Williamson, Circulation Manager

Library staff absent: None

Guests present: Leslee Thomas

Public Present: None

Meeting called to order at 5:00 p.m.

Action Items:

  • Approved to accept the October 21, 2025 board meeting minutes as written, with no changes.  A roll call of six approved.
  • Approved the October Check Register results as presented by Doug Roberts, Director. A roll call of six approved.
  • Board was also provided with a brief review of the month/year-to-date balance sheet results and the aged payables report.

Discussion Items:

President’s report highlighted the following:

  • President Scott advised the group of  the following annual Christmas party items:
    • A Taste of Country Catering had been booked for Tuesday, December 16 at 5:30 p.m.  The same menu as in the previous years will be provided.
    • All district locations will close at 4 p.m. on the night of the party.
  • All district locations will close one hour earlier than their regularly scheduled times the week between Christmas and New Year’s, as has been the practice in years past.

Board heard Director’s report which highlighted the following:

  • Summarized key district statistics from the month of October.
  • Shared with the board of the notification from the Carnegie Corporation that as a legacy Carnegie operation, Robinson library would be receiving a $10,000 gift in commemoration of the nation’s 250th anniversary of the signing of the Declaration of Independence.  We should expect the gift sometime in January.
  • Sorted, scanned and re-printed pictures from the Ormal Love collection of the library during the 1975-76 building process; the moving from the Carnegie to the current location in 1976; and the building process/dedication of the Newlin addition in 1982-83.  Took the duplicate pictures to Hobby Lobby in Terre Haute.  The goal is to have three individual collages of each historical event matted and framed.  The three collages would then be installed in the Newlin hallway for visitors to view.
  • Mindi shared details surrounding the “silent book club” event that was held on Saturday, November 15.
  • Talked a bit about the first ever puzzle race that was held on Monday, November 17.
  • Briefly discussed the remaining itinerary for the film crew doing our anniversary video.

Debbie Scott made a motion to adjourn.  All were in favor.

Meeting adjourned at 5:36 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President  

Board of Trustee Meeting Minutes of October 21, 2025

Board members present:  Todd Liston, Rhonda Moade, Guy Rumler, Debbie Scott and Debbie Walls

Board members absent:  Craig Beals and Michael Garrard

Total board members present: 5

Library staff present: Doug Roberts, Director; Mindi Williamson, Circulation Manager

Library staff absent:  Janice Shick, Bookkeeper

Guests present: None

Public Present: None

Meeting called to order at 5:06 p.m.

Action Items:

  • Approved to accept the September 16, 2025 board meeting minutes as written, with no changes.  A roll call of five approved.
  • Approved the September Check Register results as presented by Doug Roberts, Director. A roll call of five approved.
  • Board was also provided with a brief review of the month/year-to-date balance sheet results and the aged payables report.
  • Approved the payout of annual staff bonuses (dollar amounts included in FY26 budget) for those staff members that worked during the 2025 calendar year.   A roll call of five approved.

Discussion Items:

President’s report highlighted the following:

  • President Scott asked for feedback on this year’s staff/board Christmas party.  The group agreed to the following:
    • They would like to have “A Taste of Country Catering” provide the meal again this year.  President Scott said she would call the owner.
    • Agreed on Tuesday, December 16 at 5:30 p.m. as the primary date and Thursday, December 11 at 5:30 p.m. as the secondary date.
    • Agreed to close all district locations at 4 p.m. the day of the event to allow those working that would like to attend, the opportunity to go home and freshen up, pick up plus one, etc.   

Board heard Director’s report which highlighted the following:

  • Attended (virtually) the SHARE e-resource meeting on September 22.  One key item mentioned at the meeting was the system-wide password reset for staff that hasn’t changed their password in the past year.  Also, discussed the procedures related to shipping items that will encounter the new automatic material handling machine help IHLS staff at the hub facility.
  • Attended (virtually) the Rolling Prairie digital consortium meeting (Libby) on September 25.  Covered some of the key metrics (e.g. checkouts, holds, etc.) that were discussed.  E-resource platform usage is on the rise at our facilities, especially with hoopla.
  • Attended (in-person) the South Central Illinois Directors meeting in Fairfield on September 30.  Discussed ways to improve programming numbers among school-aged children; programming initiatives at other facilities; Mesker Park Zoo’s animal program and corresponding pricing; and I mentioned our anniversary event next June.
  • Hired Jayde Sietzinger on Monday, October 6 for a part-time position at the Robinson library.
  • Working on construction of a new personnel manual that will hopefully be ready for review at the November meeting.
  • Handed out copies of Illinois Public Library Standards that was released in September.  Used for Per Capita reporting.    

Debbie Scott summarized upcoming events and then made a motion to adjourn.  All were in favor.

Meeting adjourned at 5:53 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President                                                  

Board of Trustee Meeting Minutes of September 16, 2025

Board members present:  Todd Liston, Rhonda Moade, Guy Rumler, and Debbie Walls

Board members absent:  Craig Beals, Michael Garrard and Debbie Scott

Total board members present: 4

Library staff present: Doug Roberts, Director; Janice Shick, Bookkeeper; and Mindi Williamson, Circulation Manager

Library staff absent:  None 

Guests present: None

Public Present: None

Meeting called to order at 5:42 p.m.

Action Items:

  • Approved to accept the August 19, 2025 board meeting minutes as written, with no changes.  A roll call of four approved.
  • Approved the August Check Register results as presented by bookkeeper, Janice Shick. A roll call of four approved.
  • Board was also provided with a brief review of the month/year-to-date balance sheet results and the aged payables report.
  • Approved Levy Ordinance (Ordinance 2025-6).  A roll call of four approved.
  • Reviewed closed session minutes in accordance with 5 ILCS 120/2.06(d).  Roll call of four approved the motion to keep the minutes closed.

Discussion Items:

President’s report highlighted the following:

  • No report. 

Board heard Director’s report which highlighted the following:

  • Received the two glass display cases purchased from Innovative Office Solutions on Monday, August 18, 2025.  They were installed on the main floor, just west of the circulation desk and adjacent to the adult reading area, on Wednesday, August 20.  We set up our initial display of magazines on Friday, August 22.  We have had a number of positive comments from patrons thus far.
  • Mindi attended a Poverty Simulation Program hosted the by the Marshall Public Library on Wednesday, August 27 at the Clark County Clubhouse.
  • Doug attended the quarterly Continuing Education Advisory Committee meeting on Wednesday, August 27 via Zoom.  The group discussed the social media platforms (e.g. YouTube, Tik Tok) to post recorded training videos and the basics surrounding the videos (i.e. length, subject matter, etc.).    Also discussed the types of training to be included.  Some of the suggestions were: Google Forms; Canva for beginners; TIF (tax increment financing); and basic video editing for YouTube/social media.
  • Sent a down payment check for 75% of the out-of-pocket costs for the video production group on Thursday, September 4.  It was received on Monday, September 8.
  • Kemper CPA Group conducted our annual audit on Wednesday, Thursday and Friday, September 10 – 12, 2025.

Debbie Walls summarized upcoming events and then made a motion to adjourn.  All were in favor.

Meeting adjourned at 6:13 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President

Board of Trustee Meeting Minutes of August 19, 2025

Board members present:  Craig Beals, Todd Liston, Rhonda Moade, Guy Rumler, Debbie Scott and Debbie Walls

Board members absent:  Michael Garrard

Total board members present: 6

Library staff present: Doug Roberts, Director; Janice Shick, Bookkeeper; and Mindi Williamson, Circulation Manager

Library staff absent:  None 

Guests present: None

Public Present: None

Meeting called to order at 5:03 p.m.

Action Items:

  • Approved to accept the June 17, 2025 board meeting minutes as written, with no changes.  A roll call of six approved.
  • Approved the June Check Register results as presented by bookkeeper, Janice Shick. A roll call of six approved.
  • Approved the July Check Register results as presented by bookkeeper, Janice Shick. A roll call of six approved.
  • Board was also provided with a brief review of the month/year-to-date balance sheet results and the aged payables report.
  • Approved the Six Months Statement of Receipts and Expenditures for the period of January 1, 2025 to June 30, 2025.  A roll call of six approved.
  • Approved the Ordinance 2025-5 to levy and assess a tax of .02% of the value of all taxable Property within the Robinson Public Library District for building and maintenance purposes for the fiscal year beginning July 1, 2025 and ending June 30, 2026.  A roll call of six approved.
  • Approved Budget and Appropriation Ordinance 2025-3.  A roll call of six approved.
  • Approved Weber Insurance as the District’s Commercial Insurance provider for the next two years, effective September 16, 2025.  A roll call of six approved.

Discussion Items:

President’s report highlighted the following:

  • No report. 

Board heard Director’s report which highlighted the following:

  • Summarized summer reading results for each location as well as the end of program pool party.  While we started slow, we ended the season with two strong weeks in July.  The pool party was down from the previous year due to rescheduling.
  • Preliminary discussions have begun on next June’s 50th anniversary celebration event.
  • Repairs and/or painting was completed on the east and west A/C enclosures.  Other additional exterior fixtures were painted during the month of July.
  • New carpeting was installed in the Director’s office
  • The Illinois Public Library Annual Report (IPLAR) was submitted on Wednesday, August 6, 2025.

Debbie Scott summarized upcoming events and then made a motion to adjourn.  All were in favor.

Meeting adjourned at 5:47 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President

Board of Trustee Meeting Minutes of July 15, 2025

No July meeting due to lack of a quorum on the original meeting date of Tuesday, July 15, 2025 or the rescheduled meeting date of Tuesday, July 22, 2025.

Board of Trustee Meeting Minutes of June 17, 2025

Board members present:  Craig Beals, Michael Garrard, Rhonda Moade, Guy Rumler (had to leave @ 5:55 p.m.), Debbie Scott and Debbie Walls

Board members absent:  Todd Liston

Total board members present: 6

Library staff present: Doug Roberts, Director; Janice Shick, Bookkeeper

Library staff absent:  Mindi Williamson, Children’s Librarian

Guests present: None

Public Present: None

Meeting called to order at 5:25 p.m.

Action Items:

  • Approved to accept the May 20, 2025 board meeting minutes as written, with no changes.  A roll call of six approved.
  • Approved the May Check Register results as presented by bookkeeper, Janice Shick. A roll call of six approved. Board was also provided with a brief review of the month/year-to-date balance sheet results and the aged payables report.
  • Approved the proposed staff salaries for FY 2026.  A roll call of six approved.
  • Approved the proposed district budget for FY 2026.  A roll call of six approved.
  • Approved Ordinance 2025-1 Summary of prevailing wage rates.  A roll call of six approved.
  • Approved Ordinance 2025-2 Establishment of Board of Trustee meeting dates, place and time for FY 2025-2026.  A roll call of five approved.
  • Approved the Notice of Public Hearing for Ordinance 2025-3 Annual Budget & Appropriation Ordinance.  A roll call of five approved.
  • Approved Ordinance 2025-4 Authorization for transferring monies from the Special Reserve to the general library fund.  A roll call of five approved.
  • Approved the Interfund loan policy.  A roll call of five approved.
  • Approved the Disaster plan manual.  A roll call of five approved.
  • Approved the new Non-Resident fee.  A roll call of five approved.
  • Approved the estimate from T-Graphics to install new 8” cast aluminum letters for the exterior of the Robinson Public Library to show the correct name of the facility. A roll call of five approved.
  • Approved the hiring of Weston Roberts as a temporary summer helper for the month of July at 10 hours per week.  A roll call of five approved.

Discussion Items:

President’s report highlighted the following:

  • No report. 

Board heard Director’s report which highlighted the following:

  • Summarized the participation results at each location for the first two weeks of summer reading.  Our results down in comparison to past years and we wonder if the first summer of the Boys & Girls Club operation has not had some impact on our numbers.
  • Hosted another American Red Cross blood drive on Friday, June 6.  We had 13 donors.
  • Submitted the bid notice to the Robinson Daily News for the two-year insurance bid on Wednesday, June 11.
  • Have had some issues with the EnvisionWare Branch Manager.  This is the program that alerts us at various computer stations when an RFID tag is not disabled and sets off the gates.  Lazerware is partnering with EnvisionWare to correct the issue.

Debbie Scott summarized upcoming events and then made a motion to adjourn.  All were in favor.

Meeting adjourned at 6:28 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President

Board of Trustee Meeting Minutes of May 20, 2025

Board members present: Guy Rumler, Todd Liston, RJ1onda Moade, Debbie Scott and Debbie Walls

Board members absent: Craig Beals and Michael Garrard Total board members present: 5

Libra1y staff present: Doug Roberts, Director; Janice Shick, Bookkeeper; Mindi Williamson, Children’s Librarian

Libra1y staff absent:

None Guests present:

None Public Present:

None

Meeting called to order at 5:00 p.m.

Following roll call, and prior to addressing general action items, the following election-related action items were completed:

  • The oath of office was administered to newly elected (re-elected) trustees Debbie Scott and Rhonda Moade by board Vice-President Debbie Walls.
  • The board voted to approve Debbie Scott as the new board President for two consecutive years (until May 2027).  A roll call of five approved.
  • The board voted to approve Debbie Walls as the new board Vice-President for two consecutive years (until May 2027).  A roll call of five approved.
  • The board voted to approve Michael Garrard as the new board Secretary and Treasurer for two consecutive years (until May 2027). A roll call of five approved.

Action Items:

  • Approved to accept the March 27, 2025 Budget & Finance Committee Meeting minutes as written, with no changes. A roll call of five approved.
  • Approved to accept the April 15, 2025 board meeting minutes as written, with no changes.  A roll call of five approved.
  • Approved the April Check Register results as presented by bookkeeper, Janice Shick. A roll call of five approved. Board was also provided with a brief review of the month/year- to-date balance sheet results and the aged payables report.
  • Reviewed and approved the district Ethics Policy (Ordinance 2025-7) as written. A roll call of five approved.

Discussion Items:

President’s report highlighted the following:

  • Assignment of board members to the Personnel Committee for two years.  Members assigned were Beals, Moade, Rumler, and Walls.
  • Assignment of board members to the Insurance Committee for two years.  Members assigned were Beals, Liston, and Moade.
  • Assignment of board members to the Building and Grounds Committee for two years.  Members assigned were Garrard, Liston, and Rumler.

Board reviewed Director’s report which highlighted the following:

  • Innovative Office Supplies installed the new desks and cabinets in Janice and Mindi’s office on Thursday, April 17.  They also made minor repairs to the magnet door strips in on privacy pods.  Some had come loose since the March 2024 installation.
  • Lazerware moved Mindi and Janice’s computer-related equipment back into the office space following furniture installed on April 17.  Mindi’s equipment was hooked back up but there was an issue with the newly installed power outlet next to Janice’s desk that kept the setup from being complete.
  • Janice completed the IMRF audit conducted by Sue Scofield, IMRF Employer Compliance Associate.  We had our wrap-up call with Ms. Scofield on Wednesday, April 23.  There were no findings, which Ms. Scofield said was rare, on the full audit.
  • We held the last of the community STEM workshops at the Hutsonville Community building on Saturday, April 26.  We had five children and three adults in attendance.
  • T-Graphics installed the James Jones wall graphics in the Newlin hallway on Thursday, May 8.
  • Ryan Hill installed the transition strip across the doorway threshold to complete the carpet installation fully in Janice and Mindi’s office.   Plans are being made to install new carpeting in Doug’s office.
  • I requested and received sell sheets and pricing guides from Innovative Office Solutions for shelving to house some of basement collection on a rotating basis.
  • I met with representatives from Multi Imaging Group (MIG) on Thursday, May 15 about the possibility of compiling a tribute video for our library’s 50th anniversary.
  • We provided sixty STEM kits to Lincoln Grade School for their 5th grade AR party held on Tuesday, May 20.

Board heard the Children’s Librarian report:

  • We had a Headstart Story Hour.  There was singing, dancing and reading.  We also made a craft and played a game of gigantic memory.  We finished with our STEM projects.
  • Summer reading is just around the corner.  We will start with the dinosaurs from Feller Express, followed by Chad Collyer magic, Rich Rubietta, and Babaloo music to round the first month.

Debbie Scott summarized upcoming events – including the date for the next board meeting on June 17. She then made a motion to adjourn. All were in favor. Meeting adjourned at 6:05 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah L. Scott, President

Board of Trustee Meeting Minutes of April 15, 2025

Board members present: Todd Liston, Guy Rumler, Debbie Scott and Debbie Walls

Board members absent: Craig Beals, Michael Garrard and Rhonda Moade

Total board members present: 4

Library staff present: Doug Roberts, Director; Janice Shick, Bookkeeper (via phone); Mindi Williamson, Children’s Librarian

Library staff absent: None Guests present: None Public Present: None

Meeting called to order at 5:03 p.m.

Action Items:

  • Approved to accept the March 18, 2025 board meeting minutes as written, with no changes. A roll call of four approved.
  • Approved to accept the revised February 1, 2025 emergency board meeting after the addition of language identifying that the money to pay for the parking lot light repairs would be allocated from the special reserve fund.  A roll call of four approved.
  • Approved the March Check Register results as presented by bookkeeper, Janice Shick.  A roll call of four approved. Board was also provided with a brief review of the month/year-to-date balance sheet results and the aged payables report.
  • Approved the Robinson Public Library District five-year plan of service.  A roll call of four

      approved.

Discussion Items:

President’s report highlighted the following:

  • No report.

Board reviewed Director’s report which highlighted the following:

  • A brief review of the key district statistics for the month of March.  The director noted that even though the patron visits were down, it was only by one patron versus February’s total.  Also it was noted that our downloadable audio and e-book numbers continue to rise, especially with the February addition of Libby.  We had 717 checkouts in March.
  • We had the carpet installed (Thursday, March 20) and the walls painted in Janice and Mindi’s office during the week of March 24.  First Choice installed electrical outlets and data ports on the common wall that connects the two offices.  We are still on schedule for an April 17 installation date of new desks and cabinets.
  • The wall in the Newlin Hallway where the water fountain was previously located, has been repaired and repainted.  It is now ready for the James Jones graphics to be applied by T-Graphics.  First Choice also repaired the lighted table that houses our Jones collection before it is relocated to the Newlin hallway in front of the new graphics.
  • We had a wildly successful community shred event on Friday, March 21.  In total, we dumped 38, 95-gallon totes during the three-hour event.  We had a number of participants express their thanks during the event and few that called in post event to express how much they appreciated the service.
  • We held the second and third community STEM workshops at Oblong (March 29) and Flat Rock (April 12).  We had seven participants build the “Powered Pet” project at the Oblong event.  We had three children at the Flat Rock workshop.  Those participants constructed a battery-powered Air Racer.  Our last event will be held on April 26 at the Hutsonville Community building.
  • We had a homeschool co-op group visit the library on Monday, March 31 for a “show and tell” event.  The event was originally scheduled for the park but because of weather, was moved to our location.  We had 33 kids in attendance.  We handed out 16 of the “Powered Pet” STEM build kits, that weren’t used for our Oblong event, to some of those in attendance.
  • Miranda and Christine attended this year’s Reaching Forward South Conference, held at the Thelma Keller Convention Center in Effingham.  There were several breakout groups that focused on children’s activities.  Both indicated that the conference was very beneficial.
  • The group was invited to preview the second episode of “Page One” following the meeting.  “Page One” is the library district’s promotional program that features stories from county newspapers from various dates.  The effort is to spotlight our newspaper archives that are located on the district’s website genealogy page.

Board heard the Children’s Librarian report:

  • We held summer reading kickoff events featuring Dino O’Dell at Washington and Lincoln Grade Schools on Monday, April 7.  Unfortunately, due to a sudden illness, the Oblong program scheduled for Tuesday, April 8 was postponed and was presented on Friday, April 11.

Debbie  Scott summarized  upcoming events – including the STEM event at Hutsonville on April 26 and the next board meeting on May 20.  She then made a motion to adjourn. All were in favor. Meeting adjourned at 5:40 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President

Budget and Finance Committee Meeting Minutes of March 27, 2025

FY26 Budget Planning Discussion – Thursday, March 27, 2025

President Debbie Scott called the meeting to order at 2:48 p.m. in the Robinson Library’s Newlin Room.

Members present were Michael Garrard (phone), Debbie Scott, Debbie Walls, Doug Roberts and Janice Shick. 

Members Absent: 

The purpose of the meeting was primarily to review and discuss the proposed salaries anticipated for FY26 in advance of Janice’s absence so that she would be able to start compiling the budget plan while out of the office.

Summary:  The group reviewed and discussed the FY26 wage model developed by Janice, along with a brief review of the individual spreadsheets for all district facilities plus a corporate spreadsheet for general revenue and expense line items for FY25 and FY26.

The group agreed to the proposed wage increase percentage and will provide a recommendation for approval to the full board at the May 20 meeting.  The group also discussed the long-term feasibility of continued wage increases of this size, with this size of staff.  The group agreed that there was a need for both an examination of staffing requirements for the long-term (e.g. next 5-10 years) and also the development of more up-to-date job descriptions that includes salary ranges for each particular role present in the library district, including the director’s role. 

The group was provided a view of operating expenses with actual – as of 3/15/25 versus budgeted FY2025 figures represented plus the preliminary forecasted FY2026 numbers. 

In addition to the preliminary agreement  of the payroll numbers offered, it was agreed that Janice would provide more definitive information for all other revenues (i.e. audit tax, building tax, FICA tax, etc.) and expenditures (i.e. building fund, FICA fund, IMRF fund, etc.) to be discussed and voted upon at the meeting.

The meeting adjourned at 3:34 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President

Board of Trustee Meeting Minutes of March 18, 2025

Board members present: Craig Beals, Todd Liston, Rhonda Moade, Debbie Scott and Debbie Walls

Board members absent: Guy Rumler and Michael Garrard

Total board members present: 5

Library staff present: Doug Roberts, Director; Janice Shick, Bookkeeper; Mindi Williamson, Children’s Librarian

Library staff absent: None Guests present: None Public Present: None

Meeting called to order at 5:23 p.m.

Action Items:

  • Approved to accept the February 18, 2025 board meeting minutes as written, with no changes. A roll call of five approved.
  • Approved the February Check Register results as presented by bookkeeper, Janice Shick. A roll call of five approved. Board was also provided with a brief review of the month/year- to-date balance sheet results and the aged payables report.
  • Reviewed the submitted lawn care bids for the summer of 2025 and approved JOAT Services as the company to provide mowing, trimming, fertilizer and weed control services. A roll call of five approved.
  • Approved the quotation provided by Innovative Office Solutions for new furniture to be installed in the administration office of the Robinson Public Library.  A roll call of five approved.
  • Approved the estimate from Droste Concrete to do power washing and sealing work at the beginning of FY26 on all the aggregate and brick surfaces of the Robinson building.  A roll call of five approved.
  • Approved Doug Roberts and Mindi Williamson as election officers for the April 1, 2025 Consolidated election.  A roll call of five approved.
  • Approved Doug Roberts and Mindi Williamson as Freedom of Information (FOIA) Officers for FY26.  A roll call of five approved.
  • Reviewed closed session minutes in accordance with 5 ILCS 120/2.06(d).  Roll call of five approved the motion to keep the minutes closed.

Discussion Items:

President’s report highlighted the following:

  • No report but did mention a recently had conversation regarding a possible STEM partnership between the library and the newly founded Boys and Girls Club of Robinson.  Director Roberts will follow up.

Board reviewed Director’s report which highlighted the following:

  • The district held its first community STEM event, entitled A Passport To Build, on Saturday, March 15 at the Robinson facility.  The workshop, in partnership with the University of Illinois Extension office, is the first in a series of four workshops that will be held across the district over the months of March and April.  We only had six attendees (out of 24 signed up) but believe that inclement weather may have been a factor.  The next event is scheduled for Saturday, March 29 at the Oblong Community Center.
  • RFID gates were installed on Tuesday, February 25.  Limited staff training conducted by the EnvisionWare tech on Wednesday, February 26.  The remainder of the training will be on-the-job, staff-to-staff training.
  • Janice, Mindi and Doug took part in CPR/AED training on Friday, February 28.  The training was conducted by a representative from Cintas, which is the company that we lease our AED from.
  • We are having the carpet installed in Janice and Mindi’s office on Thursday, March 20.  Patching and painting of walls will occur the week of March 24.  This is in anticipation of a proposed mid-April installation date of new desks and cabinets.
  • The Director also mentioned a preliminary quote to re-concrete the parking spaces east of the sidewalk.  A follow-up discussion and potential vote may occur at a future meeting. 
  • Registered Miranda Waddell and Christine Cornwell to attend this year’s Reaching Forward South Conference in Effingham on Friday, April 4.
  • Jordon has made some nice headway in the clean-up, reorganization and research efforts in the basement.  There are definitely some magazines and older books that we would like to somehow display on the main floor.  We are currently entertaining a variety of options with a focus on having something in place ahead of the building’s targeted 50th anniversary celebration in the summer of 2026.  Additionally, we are looking at how best display the printed DVD summary cards and checkout cards now that we have our entire collection tagged with RFID reader chips.   Those cards are currently situated in a waist-high table at the beginning of the adult reading section.
  • Shared a document received just before the meeting related to the recent Presidential Executive Order that addresses the potential downsizing of the Institute of Museum and Library Services (IMLS), which is the organization responsible for administering crucial grants to state and local libraries.

Board heard the Children’s Librarian report:

  • The Robinson Library had a Secret Agent Spy night on Tuesday, February 25th.  There were 39 kids and 25 adults that attended.  Participants were able to complete their training by learning about disguises (costumes), target practice (corn hole), and code breaking.  Each spy also received a special code name. 
  • Summer reading kickoff events plus Washington Grade School Fun Day is just around the corner with this year’s summer reading beginning the first week in June.

Debbie  Scott summarized  upcoming events – including the date for the next board meeting on April 15 and the community shred event on March 21.  She then made a motion to adjourn. All were in favor. Meeting adjourned at 6:31 p.m.

Respectfully submitted,

Michael Garrard, Secretary

Deborah Scott, President