Board of Trustees Meeting – 2014.05.12

Lebanon Public Library Board of Trustees Meeting

Monday, May 12, 2014

 

Board members in attendance: Crystal Catchings, Paula Gross, Luanne Holper, Sy Korte, Susan Meister, Melissa Tinzmann and Miranda Wright-Kauffmann.   Absent was Michele Stacy-Doyle, board member.  Librarian, Kelly Wilhelm, attended the meeting.

Call to order and roll call

Meeting called to order at 7:05 p.m.

Secretary’s Report, Approval of minutes as received or corrected

Michele Stacy-Doyle’s name was misspelled and should be corrected throughout the document.  Sy Korte motioned to approve the minutes as corrected.  Paula Gross seconded.  Motion approved unanimously.

 

Board President’s report

Susan Meister reported that most the president’s report will be addressed in other sections of the agenda.

• Meeting with Jim Merideth who is willing to let the library use the small blue building (311 West St. Louis) near the funeral home for free.
• The library is attempting to get a tour of the old bank building at Highway 50 and East St. Louis Street.  The tour is to determine the status of the building, this is for discussion only.
• Susan met with the Bunker Hill library which moved from a city library to a library district.
• Would like to determine a date for strategic planning for the library, please review your calendars and proposed a date in July.
• PPRT discussions continue with city hall, nothing new to report at this time.  This discussion has moved to the city’s finance committee which is chaired by Alderman Stephen Hagen.

Library Director’s report

Kelly Wilhem informed us:

• Computer usage was 530 for April.  Overall computer usage for the year is 7,242.
• Patron visits for the month was 2,132.
• Lots of volunteer assistance obtained this month which has enabled us to transfer most of our DVD collection over to security cases.
• New DVD buffing machine allows for DVDs and CDs cleaning.  A new service will be offered to clean DVDs and CDs for $1.  Recommendation made to post a sign stating we are not responsible for damage when cleaning disks.  The usage of this should be tracked separately.  Luanne Holper motioned that we offer a community service to clean CDs and DVDs for $1.  Miranda Wright-Kauffmann seconded the motion.  Motion approved unanimously.
• Al Gerdes assisting with installation of Microsoft Office Professional 2013 on all new computers.
• Proposed fundraiser of book sale during the citywide yard sale in conjunction with Lebanon Kids.  Lebanon Kids would assist with moving the books, staffing the sale, and borrowing tables from the fire department.  Potential location would be the city hall parking lot.  Kelly will provide direction on which items would be sold.  Library board members and staff would not provide assistance.  Sy Korte motioned that profits of the sale would be split with 60% to Lebanon Kids and 40% to Lebanon Library.  Melissa Tinzman seconded motion.  Motion approved unanimously with abstention from Miranda Wright-Kauffmann.
• Heather Helfrich, staff member, has submitted her resignation effective May 19.  Two applications have been received for a replacement.  Susan Meister requested that notification of an open position be posted on the window with closing posted of applications posted on Friday.

Financial report

Luanne Holper reported:

• Receipts include $5,522.50 grant received for per capita grant this money is for next year and must be spent by April 30, 2015.
• Laptop and laser printer were printed for library use as we assume payroll responsibilities.  This equipment will be kept with Luanne Holper to accomplish library financial projects.
• Television monitor for display was purchased at the main circulation desk.
• QuickBooks payroll service charges will be automatically deducted from our account.
• Sy Korte motioned to pay the bills as presented.  Paula Gross seconded.  Motion approved unanimously.
• Payroll functions have been transferred to the library.  Checks will be directly deposited every two weeks on Friday.  First check distributed Friday, May 16.  Employee’s vacation time will be tracked and usage signed by the employee through the library rather than city hall.   Employees are to be reminded of their annual hour maximums; these cannot be exceeded.
• FEIN number has been obtained.
• Electronic federal tax transfer is in place.
• Work continues to obtain state electronic tax transfer.
• Workman’s compensation has transferred to the library policy.
• Account #5, listed on financial statements, will close in 90 days since we cannot electronically pay from this account.
• Special reserve saving account has been established based on ordinances passed during our April meeting.  Any remaining tax dollars will be transferred to this account.
• Brenda, cleaning lady, has increased her rate to $25 per week.   Susan Meister motioned to pay the new rate.  Crystal Catchings seconded.  Motion approved unanimously.

Corresponding Secretary’s Report

Paula Gross reported she sent a thank you note to Samantha Rogers for her service to the board.

 

Unfinished Business

1. Status of relationship with City of Lebanon
   1. Lease
      Susan Meister requested the board provide feedback on the proposed lease.  Feedback included: proposed lease needs a termination clause; define how city hall should request the use of the library space and how much advance notice; monthly rent payments requested due date of 15^th of the month rather than 1^st.  Since the lease is not signed at this time we will consider payment of May and June rent during the next meeting as a bill.
   2. FEIN/Payroll
      Reported on this earlier in the meeting.
2. Status of Friends of the Library request, 501c3 application
   Kelly Wilhelm reported there is an organization that assists potential non-profits with their 501c3 application.  She will have additional information at the next meeting.Next Friends of the Library event will be a meet the author which will be held on 5/22.  They will take the summer off and meet again in the fall.
3. Bylaws
   Miranda Wright-Kauffmann motioned for proposed bylaws to be adopted as presented.  Sy Korte seconded the motion.  Motion approved unanimously.
4. Status of applications for open board position
   This will be addressed at the June meeting due to time limitations.
5. Summer Reading Program
   Kelly will provide additional information at the June meeting due to time limitations.

 

New Business

1. Review of annual report required section.
   Tabled until June board meeting without objection.
2. Technology plan
   Tabled until June board meeting without objection.
3. Approve 5-year plan
   Tabled until June board meeting without objection.
4. Change to fax policy.
   Miranda Wright-Kauffmann motioned to change to $1 per page charge to use the fax.  Sy Korte seconded the motion.  Motion approved unanimously.  Policy will be updated.
5. Board retreat
   Proposed date is Saturday 7/26 from 8am-12pm.  All in attendance appeared agreeable about this date.
6. Little gray building across the street for storage, meetings and/or summer reading program.
   Tour of this building scheduled for Saturday.  Please plan to attend to provide your input.
7. Work day to get the hallway painted.
   There isn’t room for everyone to work at the same time.  Schedule your volunteer day with Kelly.

Miranda Wright-Kauffmann motioned to adjourn.  Sy Korte seconded the motion.  Motion approved unanimously.  Meeting adjourned at 9:17 p.m.

 

Submitted by,

 

 

Miranda Wright-Kauffmann

Recording Secretary