TRANSCRIPT: COVID-19 Directors' Chat - January 7, 2021


Directors' Chat
Thursday, January 7, 2021


  Bill from Mt. Vernon: Let's start with a big question. Does the OMA exception run out on the 9th? If so, I need to have a quorum show up in person at my Board Meeting next week.

  Ellen Popit/IHLS: Hope everyone had a lovely holiday!  Welcome back to the Directors Chats!

  Ellen Popit/IHLS: Bill, I don't know if anyone else in the group has an answer for you, but we can certainly look into it. 

  Ellen Popit/IHLS: How has getting back to work been for everyone?

  Annette Columbia Public: There has been an extension on the per capita grant correct?

  Shari / Hope Welty: We are open to come in library by appointment only. Also still offering curbside. most people still want curbside.

  Michelle Barclay PLD: Oh, I sure hope it doesn't run out! You mean meeting online for board mtgs, yes?

  Ellen Popit/IHLS: The per capita grant will be due on March 15th.

  Teresa (Paris): One deadline or crisis after another. It's been a long week.

  Bill from Mt. Vernon: Yes

  Michelle Barclay PLD: I need to know too then!

  Michelle Barclay PLD: I sure hope they extend it! I have been trying so hard NOT to catch Covid. My mom and her husband have it right now and it is affecting her husband's brain. He can't read. He looks at word on a page but can't make any sense out of them. Scary thought for a librarian!

  Teresa (Paris): My board meeting is Monday - need to know about OMA, too

  Kami - Germantown: Haven't been back to work yet. My anti-social teenager somehow got Covid.   So quarantine at my house.  Luckily, my library clerk can hold down the fort at work.

  Ellen Popit/IHLS: We know who is attending and we'll get that OMA information to you.

  Esther Curry--CE Brehm Memorial PLD: Anyone have an idea of how long we have to retain the recordings of our virtual meetings?

  Anna Yackle - IHLS: The PAC may be worth contacting to get your answer Bill:  1-877-299-FOIA(1-877-299-3642) Fax: (217) 782-1396 E-mail:

  Diana Donahoo_CentraliaRLD: Esther- 18 months and then the board has to act on them.

  Esther Curry--CE Brehm Memorial PLD: Thanks, Diana!

  Erin - Crab Orchard Public Library: Oh, Michelle!  How awful and scary!

  Bill from Mt. Vernon: Left them a message

  Jo - Greenville Public Library: I need to know about the OMA exception also, please.

  Diana Donahoo_CentraliaRLD: I have the Q&A from RAILS Angel Glick session on OMA that I will email to the directors list.

  Michelle Barclay PLD: Please let us know what you find out, Bill!

  Kami - Germantown: Are we able to postpone board meetings or cancel if necessary?  What are the rules regarding this situation?

  Michelle Barclay PLD: Is everyone still planning to pay employees in quarantine?

  Ginger - Athens: Just posted our annual report graphs and stats on Facebook, if anyone wants to see... Thanks to all of you who sent examples to me!

  Shari / Hope Welty: Our library board say they will not pay us if we are in quarantine.

  Bill from Mt. Vernon: Fortunately, my board passes a resolution every year to pay bills when their isn't a quorum, to be approved at the next meeting.

  Bill from Mt. Vernon: There not their

  Diana Donahoo_CentraliaRLD: @ Ginger looks good!

  Lisa Winters (Allerton Public Library: My personal feeling is that if one of my employees needs to quarantine that I will continue to pay them. It shows me that they are responsible and concerned about not spreading to others at work.

  Ellen Popit/IHLS: Kam, you can cancel or reschedule a board meeting.  Just pay attention to the rules about posting meetings.

  Kami - Germantown: @ Ellen. Thank you.  I will look for those rules.  :-)

  Shari / Hope Welty:  I think by not paying us during quarantine, they see this as a way to save money.

  Ellen Popit/IHLS: Re:  OMA  Here's an article from Municipal Minute and I wonder if the legislation passed in June supersedes the Executive Order:

  Michelle Barclay PLD: Will they not even pay you, Shari? Are you having to take sick time?

  Shari / Hope Welty:  yes, I would have to use my few sick days I have.

  Michelle Barclay PLD: @ Shari, that is too bad! :(  I would worry that it would discourage staff from quarantining when they should if they are not getting paid

  Ellen Popit/IHLS: @Shari.  If you were asymptomatic, you could work from home and perhaps have projects for staff to do from home?

  Ellen Popit/IHLS: Let's hope that once we're two weeks away from January 1st that the numbers might start to go dow.

  Ellen Popit/IHLS: ...go down.

  Rachel- Sherman PLD: We are getting a new area code in the central Illinois region.  All calls will require area code plus phone number starting February 27th.  I wonder how that is going to work with POLARIS and automatic text messaging for notifications. 

  Carrie Winkelmann - Petersburg PL: Oh that is a great question Rachel, I hadn't thought about that....

  Anna Yackle - IHLS: Cinger at Athens that looks really good. Diana thank you for posting those useful docs. from the PAC to the directors list.

  Ellen Popit/IHLS: We just checked with Joe Natale at the state library.  The exception does run out on January 9th unless it would be extended again.

  Anna Yackle - IHLS: Rachel that is interesting do you have any more information about that. Maybe a link  to an article?

  Cassandra Thompson, IHLS: Rachel, I didn't know about that! I will notify our staff. Do you know the new area code? Will your library fall on a boundary, or will they all need to change?

  Rachel- Sherman PLD: The new area code number is 447.  I got a letter from CassComm stating that all calls must be made with the area code from now on or else they won't go through.  I just wonder how many phone numbers we have set for text notification that do not have the area code in front of it.

  Rachel- Sherman PLD:

  Mary Ray/Sidell District Library: No change in area code, just addition of area code for all calls.

  Anna Yackle - IHLS: Thank you Rachel

  Rachel - Forsyth: We did a search for all our patron phone numbers that were missing area codes and added 217 to the ones that were missing it.  Can't remember if we used Simply Reports or Polaris to find them.

  Cassandra Thompson, IHLS: Rachel, it looks like it will only be changed for new numbers. I'll send something out and we'll work on it from our end.

  Mary Ray/Sidell District Library: I guess they are running out of 217 numbers, so they added 447 for new numbers.

  Rachel- Sherman PLD: That's great Rachel.  I think all the libraries in the region should make sure they do this!

  Ginger - Athens: is simply reports something all libraries with IL Heartland have access to?

  Cassandra Thompson, IHLS: Give me a moment and I'll get you some instructions!

  Kathleen Bennett - Catlin Public: Thank you, Rachel - I had not heard of this so I appreciate the new info!

  Cassandra Thompson, IHLS: I'll add it to the newsletter too!

  Ellen Popit/IHLS 2: I had a library inquire for the first time about hotspots this week.  If you use them at your library, where are you getting them from and where can you find good deals?

  Teresa (Paris) 3: So if the OMA extension runs out we go by  P.A. 100-0640 (SB 2135), Is Tier 3 considered a disaster declaration?

  Kathleen Bennett - Catlin Public: I think Diana Donahoo posted the "days and dates" for public and municipal libraries earlier today on the director listserve.  That was super helpful, too!

  Ellen Popit/IHLS 2: Anna also added the link to the days ond dates document on the ILA website.

  Jo - Greenville Public Library: @ Ellen - We went through TechSoup for our hotspots.  It was $15 to purchase the device and it is $120 per year for service from Mobile Beacon/Sprint.

  Ginger - Athens: @ Ellen, we do the same as Greenville.

  Ellen Popit/IHLS 2: Here's the link again:

  Cassandra Thompson, IHLS: You can search the phone numbers in your database by using the find tool, patron records (F7). Search by: Phone and Limit by: Patron’s registered library. Use the wildcard (*) in the search bar to pull up all phone numbers. From there, you can scan to see which numbers do not follow the correct pattern: 618-656-3216

  Maria Dent - Mt. Zion District: @Ellen.  TechSoup for us as well, but

  Diana Donahoo_CentraliaRLD: We go through sprint/TMobile for hotspots

  Cassandra Thompson, IHLS: @Ginger you do, and we actually have some reports trainings scheduled in L2!

  Maria Dent - Mt. Zion District: as of last week orders are delayed by weeks because of high demand

  Ellen Popit/IHLS 2: @Maria, is there another part of your Tech Soup/Sprint statement?

  Ginger - Athens: @Cassandra, signing up! Thank you

  Ginger - Athens: Also, @Cassandra, when I attempted that, phone numbers are not displayed

  Tammi - Oakwood Public Library: Off topic... Does anyone use Kanopy?

  Shari / Hope Welty: I have talked to Kanopy, but we do not use them. Do you know cost amount

  Amy Byers - Chatham APLD: We use Kanopy

  Amy Byers - Chatham APLD: It's lovely. It doesn't get a lot of use, but I can tell the people who use it love it

  Shawn-Elwood Library District: Does anyone have a template or example of their treasurer's report of receipts and disbursements?

  Amy Byers - Chatham APLD: since it's a PPU, a small number is okay

  Maria Dent - Mt. Zion District: @ Ellen, I was “helped” by my granddaughter :) and then finished.

  Tammi - Oakwood Public Library: I have not researched very far. We currently use Hoopla and didn't know if it would be worth adding Kanopy.

  Shawn-Elwood Library District: I haven't seen my treasurer since March 2020 LOL so I am trying to figure this out on my own

  Cassandra Thompson, IHLS: Also, good news for telephone notification users. According to Brandon, our IT wizard, "So many areas of our country have required 10 (11) digit dialing for quite some time that Polaris (and other applications) had to implement this anyway."

  Diana Donahoo_CentraliaRLD: @ Ginger no phone #'s showed when I tried it

  Ginger - Athens: @Diana, glad it isn't just me!!!

  Ellen Popit/IHLS 2: @Maria.  Thanks!  Those helpers are a lot of fun.  We've seen it all in the last few months!  My sons have threatened to process in the back of a zoom meeting with signs!

  Amy Byers - Chatham APLD: @Tammi, I think it's nice and different than Kanopy. I like the great courses and the scholastic videos for kids

  Julia Pernicka, IHLS: If your library looking to develop or expand your mobile library services and community outreach, check out the IHLS Surplus Vehicles Grant:

  Cassandra Thompson, IHLS: Darnit you are right. It pulls up your patrons but doesn't list their number on the results. I'll keep working on it.

  Amy Byers - Chatham APLD: @Shawn, I can send you our Receipts and disbursements if you'd like. What's your email

  Maria Dent - Mt. Zion District: @Ellen - too funny!   I’ve been on Zoom meetings with all sorts of pets in the background - mine too.

  Tammi - Oakwood Public Library: Thank you @ Amy Byers I will continue the research

  Amy Byers - Chatham APLD: Let me know if you have any questions

  Shawn-Elwood Library District: @Amy Byers  Thank you so much!!!

  Kathleen Bennett - Catlin Public: @ Shawn - is this in reference to the January 10th deadline in Days and Dates - last day for publisher of Reports and Receipts and Disbursements to file a Certificate of Publication with the County Clerk?

  Rachel- Sherman PLD: Let us know what you come up with Cassandra.  Thanks!

  Shawn-Elwood Library District: @Kathleen Yes. I also see there is a last day (within 60 days from January 1) for treasurers to file a sworn, detailed and itemized statement of all receipts and expenditures of any character for the preceding six months and showing the names, addresses, positions and salaries of every employee. I am not sure what that is either. If anyone has an example.

  Rachel- Sherman PLD: Shawn do you use Quickbooks?

  Shawn-Elwood Library District: I have Quickbooks. I don't understand how to use it that well

  Shawn-Elwood Library District: I have looked at the statutes that are included with the days and dates-- Not the most detailed requirements.

  Michelle Barclay PLD: We have Kanopy but it isn't getting the use I had hoped for.

  Anna Yackle - IHLS: WE will be having an exiting speaker at our ext Members  Matter. He will discuss harnessing the pwoer of community partnerships during Covid-19. Actually it will be good. Then we will have our regular State, SHARE, and IHLS round-up

  Anna Yackle - IHLS: It will be on Jan. 27 from 10 to noon. It will be on L2 by the end of the day

  Shawn-Elwood Library District: @Julia the grant opportunity for the surplus vans for libraries is a fabulous idea from IHLS. (I don't need one)

  Janet-Carlinville Public Library: Do you know if the Tier 3 Mitigations have been extended past Jan. 9th?

  Amy Byers - Chatham APLD: @Janet, I read today that Pritzker is looking at Jan 15th to possibly go to tier 2

  Janet-Carlinville Public Library: Thank you.

  Ellen Popit/IHLS 2: The move to Tier 2 is only for regions that meet the metrics of positivity, hospital availability and declining cases.  Check out the Governor's update from yesterday..

  Shari / Hope Welty:  Have a great and safe weekend

  Kay Burrous  South Macon: Stay safe everyone!!!

  Cassandra Thompson, IHLS: You can search the phone numbers in Simply Reports. Go to patron accounts tab at the top, add patron barcode, patron phone 1, and patron phone 2 in the columns selected for output. From there, click on the plus icon to expand the patron account general filters. Select branch under transacting library

  Twilla Coon-Mount Carmel Public Library: Have a great rest of week and Thank you!!!!

  Cassandra Thompson, IHLS: I'll send out full instructions with screen shots in the newsletter. If you need help, I can also pull this report for you. Thanks again for letting me know!

  Rachel- Sherman PLD: Thanks Cassandra

  Shawn-Elwood Library District: Thank you for the help everyone. :D Happy New Year

  Ellen Popit/IHLS 2: See you next Thursday!

  Anna Yackle - IHLS: Take care all