TRANSCRIPT: COVID-19 Directors' Chat - April 9, 2020


Directors' Chat
Thursday, April 9, 2020


  Anna IHLS:I found these great resources on the RAILS COVID19 page Libraries and FEMA/IEMA Funding: Public Assistance (PA) FEMA funds via the Illinois Emergency Management Agency (IEMA). Public libraries and public library districts ARE eligible! Fact Sheet , Public Assistance Grant , Comprehensive information, Steps and Forms


  Anna IHLS:Fact Sheet

  Anna IHLS:Public Assistance Grant

  Anna IHLS:Comprehensive Information

  Anna IHLS:Steps and Forms

  Anna IHLS:First Step: Libraries must submit a request for a public assistance to IEMA (Illinois EmergencyManagement Agency). The form to do that is here. Currently the application deadline is April 12, 2020.Once completed, the request for public assistance should be emailed to IEMA

  Diana_CentraliaRLD:@Anna the link for IEMA isn't coming up

  Anna IHLS:More great information can be found at the RAILS  Novel Coronavirus 19 page


  Diana_CentraliaRLD:@Anna I got it up through the RAILS email. It looks the same. May be my browser.

  Anna IHLS:@Diana the one I just posted seems to work

  Diana_CentraliaRLD:yes it does. thank you

  Anna IHLS:Diana who the heck knows they look the same

  Diana_CentraliaRLD:I know..right?

  Anna IHLS:Don't worry this information will all be in the transcripts and if you can't wait for that go to the Rails Page

  Ellen Popit/IHLS:Anna's been working hard!

  Elecia Cooper - Kinmundy Public:Is there anyone working from home in cataloging? I have several books that needed cataloged and I wondered if it would be possible to email good pictures and specs and have them cataloged like that. It isn't a time sensitive thing, I just hate that they will probably but overrun when we are back up and running and wondered if they were looking for things to do from home

  Anna IHLS:Don't forget the IHLS COVID 19 site

  Ellen Popit/IHLS:Elecia, let me reach out to Shelley Stone and we'll see what she says.

  Elecia Cooper - Kinmundy Public:Thanks Ellen

  Ellen Popit/IHLS:It might take Shelley a few minutes to get the message.

  Ellen Popit/IHLS:How's everything going for you?

  Anna IHLS:ILA also has a great cite that they frequently update

  Elecia Cooper - Kinmundy Public:Great! I had a huge donation of books and movies right before the shut down so I just took everything home with me.

  Celeste @ Urbana Free:I know it's going to be a while, but what kinds of things are you considering for re-opening. Masks for staff? Social distancing?

  Celeste @ Urbana Free:programs for helping people with resumes and other job searching services?

  Diana Brawley Sussma:Elicia, I have a cataloger who is going to do some from home. IHLS and Lazerware worked together to get Polaris and cataloging platforms uploaded onto a laptop. The cataloger will stop by the library to pick up books, then bring the books back when finished.

  Diana_CentraliaRLD:ILA emails a daily update. You can sign up for it at the link Anna posted above.

  Anna IHLS:from ILA 4/6/2020 update: Slides from a March 27, 2020 presentation "FEMA and COVID-19" by Gallagher, the insurance firm that supports ILA's Libraries of Illinois Risk Agency (LIRA) pool.

  Janet Cler - Tolono Public Library District:@Celeste - I am starting to think about that too

  Ellen Popit/IHLS:Celeste, I saw something earlier this morning that discussed a very gradual reopening.  First a few days for staff, then a few days with curbside service......   It will also be interesting to see what kinds of state guidelines we have for sizes of gatherings.

  Anna IHLS:@Celeste I am working on slides for job and resume resources

  Celeste @ Urbana Free:yes. curbside delivery is on our mind...

  Celeste @ Urbana Free:@Anna, that is fabulous!

  Diana_CentraliaRLD:@Ellen that's the way I am thinking about starting back up.

  Diana Brawley Sussma:Celeste, for reopening: masks for staff and I might ask our maintenance manager to make temporary plexiglass barriers at the circ desk. I will temporarily remove a lot of chairs so people don't crowd around table, and will disable some computers as well to create space between patrons. We'll limit programming to small groups with pre-registration. for example, we have a steam program that attracts about 16-20 kids . We'll probably limit that to 8 kids so we can ensure social distancing.

  Shelley Stone 3:Elecia-Yes, we have catalogers working from home.  If you send me the title page, title page verso, plus description of the book (page numbers, size in centimeters, type of illustrations, etc.), I can forward them to a cataloger.

  Diana Brawley Sussma:Celeste and Diana, we may end up doing a phased-in reopening as well. Depends upon state recommendations, etc.

  Elecia Cooper - Kinmundy Public:Shelley awesome! I will get right on it!

  Diana_CentraliaRLD:We didn't do any curb service so that would be new for us.

  Shelley Stone 3:Elecia, we will try it with books and audiobooks, but I am not so sure we can do videos that way.  We usually need information from the screens on videos.

  Ellen Popit/IHLS:The Public Library Association just released the results of the survey they conducted through April 1st regarding what libraries were doing during the pandemic.  Here's a link to the findings:

  Carmi Public Library:We did not do curb side either---any suggestions?

  Celeste @ Urbana Free:@Diana, Normal does the curbuse delivery, and Champaign has begun it. Patrons seem to like it, so it's been something we were looking into, but we hadn't gotten it up & running yet. It's gained more relevancy now.

  Celeste @ Urbana Free:Curb It

  Carmi Public Library:We have always just done home deliveries.

  Anna IHLS:I just got email fromPLA about their Public Libraries Respond to COVID-19: Survey of Response & Activities

  Diana_CentraliaRLD:@Celeste thanks for the info. I see a lot of "new" services in all our futures!

  Anna IHLS:Or maybe same services just delivered differently

  Ellen Popit/IHLS:You may want to look into sharing information on this e-book with your patrons:  Coronavirus:  a Book for Kids.  It's a free e-book that might be helpful to parents and educators.  It's a glowing review from School Library Journal:

  Anna IHLS:How many of you have made masks

  Anna IHLS:Any patterns that are easy

  Diana_CentraliaRLD:I have two on staff that have been sewing masks...that I know of. They are both going to make some for staff when we open back up.

  Ellen Popit/IHLS:@Diana---that's great!

  Anna IHLS:Did everyone look at all of the information on the State library's newsletter?

  Elecia Cooper - Kinmundy Public:my mother has been sewing masks like crazy, which is a blessing since my husband is a nurse. I'm sure we will all have masks with books on them !!

  Anna IHLS:@Elicia that is a good idea, the masks can look intimidating

  Brenda Gilpatrick-Red Bud Public Library:I have a couple that were made for me. I realize we need them, but they are a pain!

  Diana_CentraliaRLD:I made myself one with just a bandana and rubber bands.

  Anna IHLS:I find if you wear glasses the mask is even more challenging

  Robert Brady, IHLS:Elecia … One possibility for your books in need of cataloging … you may want to use the $3 bib option for print materials if a matching bibliographic record is found online and a help-desk ticket is sent to IHLS Cataloging (For more on this see IHLS website under SHARE> Cataloging> $3 Bibliographic Record Option).

  Elecia Cooper - Kinmundy Public:well we already have the option where we pay a yearly fee based on our book budget

  Diana_CentraliaRLD:Just received an email from karen Egan regarding PNG grant report changes "the April 15 due date for Quarterly Financial and Narrative Reports has been extended to May 15, 2020.  Budget change request forms will also be due May 15 for grant activity that concludes on June 30, 2020."

  Bobbi Perryman - Vespasian Warner PLD:I'm late to the party - we have four levels of re-opening planned from curbside, to circ desk only, to touchless/no seating/no meeting rooms, to full open.

  Ellen Popit/IHLS:@Bobbi, what will circ desk only and touchless/no seating look like?

  Diana_CentraliaRLD:@Bobbi what phase will your public computers be available? The full open?

  Shelley Stone 3:Elicia, you could still use the $3 bib option, but you would not be billed for those bib records since you are a Barcoding A library.  The option that Robert mentioned might be easier for you to find the OCLC record that you want us to load.  Whichever is easier for you is fine with us.

  Bobbi Perryman - Vespasian Warner PLD:Circ desk only means staff get items for patrons and we will allow fax and coping.

  Bobbi Perryman - Vespasian Warner PLD:Once we get to touchless/no meeting rooms, we will allow computer access.

  Bobbi Perryman - Vespasian Warner PLD:This is where we were before we closed.

  Ellen Popit/IHLS:@Bobbi   what about browsing the stacks?

  Bobbi Perryman - Vespasian Warner PLD:That wouldn't be until the touchless stage.

  Diana_CentraliaRLD:@Bobbi Thanks for sharing. I'm looking at any ideas I can find.

  Bobbi Perryman - Vespasian Warner PLD:My business manager made a great matrix for this. I can send it out on the listserv.

  Bobbi Perryman - Vespasian Warner PLD:You're welcome!

  Diana_CentraliaRLD:@Bobbi would love the matrix!

  Diana Brawley Sussma:Thanks, Bobbi. That would be wonderful!

  Lisa - Stinson Memorial PLD:Yes, thank you Bobbi. That would be great!

  Bobbi Perryman - Vespasian Warner PLD:I'm happy to do it and if anyone has better ideas, I would love to hear them!

  Anna IHLS:Bobbi could you share that with Directors list

  Carmi Public Library:Carmi would like the matrix

  Diana_CentraliaRLD:IMO no ideas are better than others. We just have to each choose what fits our libraries and communities. That's why the more the better!

  Bobbi Perryman - Vespasian Warner PLD:I'll put it out in the directors' listserv.

  Bobbi Perryman - Vespasian Warner PLD:@Diana - I agree!

  Lisa - Stinson Memorial PLD:Is everyyone feeling that we will be able to begin opening in May?

  Julia, IHLS:I'm looking forward to the Summer Reading Discussion tomorrow:

  Kristen (Palestine Public Library):Thank you, Bobbie!  That would be so helpful.

  Kathleen - Catlin Public:I would appreciate the matrix as well.  Are you planning on limiting the number of people you allow in your building? 

  Janet Cler - Tolono Public Library District:Thanks Bobbi for sharing!

  Kristen (Palestine Public Library):Bobbi - didn't mean to add the e to your name.

  Diana_CentraliaRLD:my youth librarian in coming into the library tomorrow to participate in the SRP discussion. She is unable to get internet where she lives.

  Anna IHLS:That will be a large but great meeting

  Bobbi Perryman - Vespasian Warner PLD:@Krisen - no worries :)

  Bobbi Perryman - Vespasian Warner PLD:I just sent the matrix out on the IHLS directors' listserv

  Bobbi Perryman - Vespasian Warner PLD:We have considered limiting the number of people in the building, but we're still figuring that out.

  Diana_CentraliaRLD:I'm thinking the state may put a limit on # in building after we open.

  Ellen Popit/IHLS:@ Bobbi.  I think that limiting #s of people is where we might start seeing statewide guidelines.

  Bobbi Perryman - Vespasian Warner PLD:That would make sense.

  Celeste @ Urbana Free:Has anyone written down what you consider "essential functions"?

  Bobbi Perryman - Vespasian Warner PLD:Our board discussed this last night. 1) Maintaing our bulding 2) Bookkeeping/payroll 3) Digital offereings 4) Maintaining inventory/being ready for re-opening

  Lori/ Clifton Public Library:Our building is so small we will have to limit the number of patrons allowed in once we re-open.  There is out one area where they would be more than 4ft apart. 

  Anna IHLS:How are you sharing information with your board. we have thought about having a meeting for trustees using Zoom but the meetings would have to be open to the public . Some of the topics might not want to be shared with them

  Bobbi Perryman - Vespasian Warner PLD:We used Zoom. No public showed up.

  Celeste @ Urbana Free:We are Zooming next Tuesday night

  Diana_CentraliaRLD:We have a board meeting next week via Zoom

  Bobbi Perryman - Vespasian Warner PLD:I've also had several Zoom meetings with just my board president.

  Celeste @ Urbana Free:login information on Agenda for the public

  Ellen Popit/IHLS:Did you see the Municipal Minute piece this morning that discussed receiving public comment via e-mail?

  Celeste @ Urbana Free:

  Bobbi Perryman - Vespasian Warner PLD:Yes, that was useful information.

  Anna IHLS:@Bobbi that is great. I would love to have this kind of open conversation for our Trustees but we would definitely have quorums and need to make it public which would limit how open the discussion could be.

  Diana Brawley Sussma:We used Zoom for our board meeting. Rather than publicly advertise the link I put: Email (my email) to attend. The trustees were all successful logging into zoom, and no public requested a link to attend.

  Diana_CentraliaRLD:@Diana I posted the same messge regarding email for the log in info

  Bobbi Perryman - Vespasian Warner PLD:We put the link on our agenda. I set up a waiting room, so I approved everyone who came to the meeting. I also locked Zoom down so only I could share my screen and all participants came in muted.

  Bobbi Perryman - Vespasian Warner PLD:The email was a very good idea.

  Ellen Popit/IHLS:I hope that all of you are making sure you get a little bit of down time----we all need it

  Diana Brawley Sussma:Here's a link for an article on how to make sure zoom is fairly secure (safe from intrusive zoom bombing): advice includes things like enabling the waiting room (you could put a sabateur in there), and ensuring that only the moderator can control the desktop.

  Diana Brawley Sussma:So true, Ellen. We have to keep our immune systems healthy and destressed.

  Ellen Popit/IHLS:Yep!  I sat in the sun for a bit yesterday and it felt WONDERFUL!

  Bobbi Perryman - Vespasian Warner PLD:After a minor breakdown Saturday, I decided I need to take weekends off again. It was hard after being "on" 24/7 since this all started.

  Diana_CentraliaRLD:my problem is getting a good night's rest. Anyone have any good remedies to share?

  Ellen Popit/IHLS:@Diana, well reports are starting to sound encouraging and I think the library community is being amazingly supportive.  You don't have to wrestle with those nightime thoughts all by yourself.

  Diana Brawley Sussma:Diana, I use sleep meditations on a free ap called Insight Timer. I also sometimes take melatonin.

  Elecia Cooper - Kinmundy Public:im struggling to juggle it all too, i'm jealous of people who say they are bored right now. Brought home work, homeschooling 4 kids from high school to prek and my husband is a nurse. this is hard

  Brenda Gilpatrick-Red Bud Public Library:No kidding, Elecia. You have a full plate!

  Elecia Cooper - Kinmundy Public:I also had my libraries phone transferred to my cell phone since no one else is in the building. anyone else do this?

  Anna IHLS:You are a trooper Elicia

  Diana Brawley Sussma:Bobbi, I've been taking weekends off, and also going for a walk every day. I'm also being careful to only email people during normal business hours. If I send an email at 3am, then I'm putting my middle-of-the-night freakout mode onto the recipient, which sets a bad precedent. 

  Elecia Cooper - Kinmundy Public:Thanks

  Mahomet John H:Sorry I came in so late.  I am not having trouble sleeping, I seem to need 10-12 hours per day right now or I feel exhausted.  I think it is a form of  mild depression

  Bobbi Perryman - Vespasian Warner PLD:@ Diana - good advice!

  Janet Cler - Tolono Public Library District:@Elecia - I did too!  We have set the hours from 10:00 to 6:00 pm for phone calls

  Bobbi Perryman - Vespasian Warner PLD:@John - it sounds like it. Depression is easy to slide into right now.

  Mahomet John H:We are looking at offering resume and cover letter advice via email starting as soon as next week.  we picked the idea up from another library that is doing it.

  Bobbi Perryman - Vespasian Warner PLD:Interesting

  Diana Brawley Sussma:John, that's a great idea!

  Mahomet John H:(Sorry catching up) I very much like the idea of a phased re-opening. Maybe not 4 phases but some.  I would be concerned about the confusion that will result from making it too complex.  That being said, I am anxious to read Bobbi's document

  Mahomet John H:I have our practicum student researching job search resources so we can beef up that part of our website soon.  I have a feeling we are going to see a lot of people looking for help finding work.

  Mahomet John H:@Diana what SRP discussion are you referencing?

  Diana_CentraliaRLD:@John I think you are on the right track using email and other online resources. That all can carryover to after libraries reopen.

  Celeste @ Urbana Free:@Elicia, we did not transfer the calls but I updated the voicemail to let people know they can Ask a Librarian online.

  Bobbi Perryman - Vespasian Warner PLD:We took Carbondale's idea and re-worked our home page to include links to emergency assistance, small-business loans, etc.

  Diana Brawley Sussma:Elicia, I am going to figure out how to access our voicemail remotely, and then farm out that work to staff members so it's not a burden for any one person. We're encouraging patrons to leave us a voicemail message. If you're answering phone calls all day every day you may be taking on more than you ought to handle. You probably wouldn't do that to a staff member. It's admirable that you're doing it, but you might consider a bit of self compassion, Superstar!

  Mahomet John H:We are not answering phones but the outgoing messages encourages them to contact us via email or FB Messenger.

  Mahomet John H:We get 3-4 emails per day with various requests - I have one staff member handling that for the most part.

  Diana_CentraliaRLD:@John SRP event tomororw at 1p

  Ellen Popit/IHLS:John, there's a zoom meeting tomorrow to discuss summer reading. I do think you have staff already registered.

  Bobbi Perryman - Vespasian Warner PLD:Since I am in the building during the week, I am answering the phone and messages. We have so many patrons who do not have internet access. Another staff member is answering the library's email at home.

  Celeste @ Urbana Free:Who's offering what for Bereavement: who can take it and how many days do they receive?

  Celeste @ Urbana Free:we currently require that staff use sick days for bereavement, and we are going to change that.

  Mahomet John H:@Diana Thanks.  I missed that and that alone is worth the price of admission today.

  Mahomet John H:Possibly my staff was already on top of it.

  Bobbi Perryman - Vespasian Warner PLD:We allow three days for bereavement

  Diana_CentraliaRLD:Today's ideas have been great! You are all awwesome and doing a wonderful job! Pat yourselves on the back. :)

  Bobbi Perryman - Vespasian Warner PLD:Thank you everyone!

  Ellen Popit/IHLS:With that ---it's 2:00 p.m.   Hope the sun stays out and we all have a lovely weekend!

  Diana Brawley Sussma:Thanks, all!

  Anna IHLS:I second Diana's comments

  Debby Nokomis Public:Thank you!

  Kristen (Palestine Public Library):Thank you!

  Michelle Prickett/ Hartford:Very good info again today, thank you

  Kay Burrous  South Macon:Thanks everyone. Stay safe!

  Celeste @ Urbana Free:yes, thank you! you are the best :-)

  Rita Stephens:If you have any PNG project questions, please reply to

  IHLS Admin:You can find past Directors' Chat transcripts on the IHLS COVID-19 page: