Lebanon Public Library Board of Trustees Meeting Date: Nov 11, 2013
President Jeff Gray called the regularly scheduled meeting of the Lebanon Public Library Board of Trustees to order on Monday, Nov 11, 2013 at 7:20 PM.
(Delayed in starting to allow members to arrive due to confusion with the Veteran’s Day Holiday)
Other members physically present:
Miranda Wright- Kauffmann, Susan Meister, Luann Holper (Treasurer), Sy Korte, Rick Gale (Recording Secretary), and Kelly Wilhelm (Librarian).
Members absent: Paula Gross, and Samantha Rogers
Guests in attendance: Alderperson Cheri Wright and Mr. Al Gerdes
Secretary’s Report: The minutes of the Sep 20132 meeting were reviewed and approved with the correction to the spelling of Luanne’s name.
Librarian’s Report
The Library Report was verbally submitted (Due to printer errors) by Kelly Wilhelm and was accepted. The following items of discussion were also made with each item:
– One staff member had hours reduced by half. On the 17th she came in a few minutes before her shift was to start and said she decided that perhaps it would be better if she retired. The rest of the staff filled in as best they could to fill her shifts.
– The book sale did pretty well, though we closed down early due to rain. The extra books were donated to Lebanon Kids and will be picked in a few weeks.
– The staff continues to monitor the restroom after the incident of the supposed paper towel clog that occurred after the book club departed. The restroom was fine at the time they left.
The city has not confirmed who found the paper towel clog and how it was handled by the employee. Penny from the water department informed me of this supposed problem.
(Italicized items added by Kelly Wilhelm)
Receipts
- Receipts of $1,174.47 were reviewed. Bills
- Bills were reviewed and explained. It was noted by the Treasurer that Kelly did an outstanding job organizing the bills this month and she wanted to recognize her for her efforts!Motion to Pay Bills
Susan motioned to pay the bills and Sy seconded. All approved. Treasurer’s Report
The budget outlay and spending to date was reviewed. There were no issues related with this. Old Business
Facilities & Lease: Cheri Wright explained that the City’s desire is to have the lease resolved by 1 Jan if possible. Discussion was held concerning this as the library is on a fiscal year through May and that 1 Jan would be part way through the year.. Other discussion was related to the city’s desire for the Library to take over responsibility of managing the day to day activities such as writing and signing the staff’s paychecks, tax submission for State/Federal payroll taxes, tracking of hours and vacation time/requests, and managing the insurance programs. The boardraised questions as to how the electric was broken out as there is not a separate meter for the Library and we are paying a larger percentage of the bill than we have by square footage of the facility.
- Policy book: Nothing was raised concerning the policies at this time
- Website status: Al explained that due to personal family reasons he has not completed the website on time. He stated he will have it completed by the end of November. He has clear expectations of the need for getting this accomplished. As part of this discussion Kelly discussed ongoing issues with the printer and 24 port switch and router. The board approved Kelly to obtain a new 24 port switch and Router as long as the two do not exceed $500.00 This will include the cost of a new tray for the printer. Discussion was held concerning getting figures for the replacement of the color printer.
- The HVAC thermostat occasionally does not function properly and it is part of the building.
- New Library Location: Kelly stated we need to get the issue onto the next School Board meeting.This would allow enough time for grant submission. .
- Insurance Quotes: Kelly spoke to Wilken insurance and we would be looking at approximately$1,434 for insuring the Library contents, liability and workers comp for the current building. Thisagain raised the issue of why we are paying so much currently. Insurance:
- “PPRT, IMRF, Building and Maintenance Tax: Apparently the city has been receiving monies under these programs that potentially should have been coming to the library. ” the list of taxes is correct but the only one the city has been receiving but was not disbursed is the PPRT. The other two are ones the library board can ask for if they want it. It was suggested that we seek legal advice concerning this and also concerning our actual structure under the City. The question was again raised as to why we even pay rent when many local libraries do not pay at all as they are considered part of the City.New Business
- Architectural Assistance: A question was raised again about if we want Mr. Werth’s services or not in pursuing the planning of grants for a new facility at the school. The board felt we did not want his services.
- Grant: We will peruse the obtaining of a grant through other means
- A Committee formed (Sy Korte, Miranda Wright-Kauffmann and Susan Meister), to meet with therepresentatives from the City Council to review and work out the lease issues.
- Personnel: Nominations were reviewed of replacement staff. Kelly will discuss options with thetwo applicants.
The official portion of the meeting adjourned at 9:15 PM.
Submitted by,
Rick Gale, Recording Secretary