Board members in attendance: Linda Cappello, Luanne Holper, Sy Korte, Miranda Wright-Kauffmann, and Melissa Tinzmann. Kelly Wilhelm, Librarian, attended the meeting, as did guest Daniel Ramsey. Crystal Catchings and Paula Gross were not present.
- Call to Order and Roll Call
The meeting was called to order at 7:01 p.m. by Miranda Wright-Kauffmann.
- Welcome Guests and Opportunity for Public Comment
Daniel Ramsey was welcomed at the meeting.
- President’s Report
Luanne Holper and Miranda Wright-Kauffmann have changed the names on the bank accounts. Miranda Wright-Kauffmann will work through current version of the IL Library Trustees Fact File and conduct a “gap analysis” (to determine what is required of us and what recommendations we could follow) so we can ensure we are following the correct procedures. After this has been reviewed, she plans to look through Illinois Library Laws & Rules. Miranda Wright-Kauffmann is planning on attending the IL Trustees workshop in Chicago in February.
- Recording Secretary’s Report
A motion was made by Linda Cappello to accept the January 2015 Board of Trustees meeting minutes as presented, seconded by Sy Korte. Motion approved.
- Corresponding Secretary’s Report
No report was available as the Corresponding Secretary was absent.
- Treasurer’s Report
The line item “Luanne Holper” with memo “intuit & AVG” is a reimbursement for charges related to software used by the treasurer. This is several months’ worth of charges, and we will have future charges of this nature to pay for monthly usage of software. Motion made to pay the bills as presented by Melissa Tinzmann, seconded by Linda Cappello. Motion approved.
- Director’s Report
The dates at the top of the report incorrectly indicate a date range through December 2015. The figures are intended to be for calendar year 2014, but do include some of January 2015.
We will host Ms. Jennifer Ward for a story time and craft event. Kelly will look into using the Visitor’s Center for this event.
Our security system will be installed next week. It will be able to record video.
- Friends of the Library Update
Kelly reported that the Friends are still working on their small book exchange “libraries,” which are intended to go in area parks.
- New Business
- Annual library certification via Illinois State Library – Kelly reported that the library certification has been done for 2015.
- Statewide Public Library Management Institute Application Deadline March 6 – Kelly attended this last year and therefore cannot attend this year’s event.
- Applications for two Board of Trustees Open Positions – There is an opening for a position that expires this year and a position that expires in 2016. Sy Korte and Miranda Wright-Kauffmann will interview the candidates who have applied and will make a recommendation at the next board meeting.
- Election of Vacated President of Board of Trustees Position – Sy Korte nominated Miranda Wright-Kauffmann for Board President. Miranda Wright-Kauffmann accepted the nomination. Motion carried.
- Election of Vacated Vice-President of Board of Trustees Position. Luanne Holper nominated Sy Korte for Vice-President. Sy Korte accepted the nomination. Motion carried.
- Election of Vacated Recording Secretary Position. Linda Cappello nominated Melissa Tinzmann for Recording Secretary. Melissa Tinzmann accepted the nomination. Motion carried.
- Building Repair Request (Lighting) – A light fixture was broken and causing a fire hazard. Kelly Wilhelm noticed that other bulbs and light fixtures did not appear to be in good working order. Miranda Wright-Kauffmann will call the city to ask them to inspect the lights to ensure they are functioning correctly.
- Old Business
- Building Repair Request (Accessible Door Button) – Since it has been determined that the door belongs to the library, not to the city, Kelly Wilhelm will get a quote for repairing the door. Melissa Tinzmann moved that we spend up to $200 to repair the door, seconded by Sy Korte. Motion carried.
- Alternate library locations. We plan to appoint a committee to research our future plans once our new board members have been elected.
- Policy Manual Revision – Kelly has made the following recommendations for our policy:
- Use of vacation time (page 30) – Director should request their vacation at least one month in advance. If unable to provide one month’s notice, the request should be submitted to the executive board.
- Internet access policy and agreement – no action taken.
- Floppy disk and CDRs sale (page 70) – CDR’s and Flash drives are available for sale at the circulation desk ($1 for CDRs, and $6 for an 8GB flash drive).
- Ergonomics (page 76) – this section will be struck from the policy.
- Drug and Alcohol Use – Change references to “the city” as the employer to “the library” and remove all references to “human resources” within this section and the sections listed below in lines 10.c.vi through 10.c.xv.
- Employee Conduct and Work Rules – See 10.c.v. above
- No Harassment Policy – See 10.c.v. above
- Attendance and Punctuality – See 10.c.v. above
- Personal Appearance – See 10.c.v. above
- Return of Property – See 10.c.v. above
- Security Inspection – See 10.c.v. above
- Drug Testing – See 10.c.v. above
- Progressive Discipline – See 10.c.v. above
- Life-Threatening Illnesses in the Workplace – See 10.c.v. above
- Recycling – See 10.c.v. above
Melissa Tinzmann moved that the changes to the policy manual items listed above as 10.c.i through 10.c.xv be made as presented by Kelly Wilhelm. Seconded by Sy Korte. Motion carries.
- Part-Time Employee Leave Earning Policy – Linda Cappello moved to table this pending further research. Seconded by Sy Korte. Motion carries.
- Kelly Wilhelm and Miranda Wright-Kauffmann will work on a few policy changes to be presented to the board at a future meeting. This will allow a few more urgent policy revisions to be made until our new board members and committees have been determined.
- Adjournment
Luanne Holper moved that the meeting is adjourned. Seconded by Linda Cappello. Meeting adjourned at 8:30 p.m.
Respectfully submitted,
Melissa Tinzmann
Acting Recording Secretary