Lebanon Public Library Board of Trustees Meeting
Monday, February 10, 2014
Attendees: Paula Gross, Luanne Holper, Sy Korte, Susan Meister, Samantha Rogers, Kelly Wilhelm (librarian) and Miranda Wright-Kauffmann.
Call to Order
Meeting called to order by Susan Meister.
Designation of Recording Secretary (Pro Tem)
Miranda Wright-Kauffmann agreed to serve as recording secretary for this meeting.
Secretary’s Report, Approval of the Minutes
Minutes of January 13, 2014 were reviewed. A correction to the draft minutes was noted, PPRT city attorney agrees we are owed money for 2014. This will be figured out and we should receive ~$150 per month. Sy Korte motioned to approve the amended minutes. Paula Gross seconded the motion. Motion approved unanimously.
Correspondence, Communications & Public Comments
Paula Gross reported that a thank you note was sent to Rick Gale for his service to the library board. Additional thank you notes were also sent to recent donors. Susan Meister reported she received a letter regarding the fiscal year 2014 Illinois Public Library Per Capita Grant. Our library will receive $5,522.50 which must be expended by June 3, 2015.
Board President Report
Susan Meister provided the President’s Report.
Work on the hallway to the bathroom beings 8 a.m. on Saturday, February 15. The library will delay opening until noon so the work to cut the door in the wall will not disrupt patrons. It is important to note no changes or other improvements will be made to the actual bathroom. A total of three doors will be installed to facilitate patrons having a direct hallway to the bathroom and no other areas. City hall will request a written agreement regarding bathroom usage. The board agreed this document should be reviewed by the entire board prior to signature.
Susan met with David Porter, new owner/editor of the Lebanon Advertiser newspaper.
Spoke with Phil Lenzini, attorney assisting the library, regarding PPRT. The city attorney agrees PPRT is due for this year but unsure how to handle prior years. Phil Lenzini will call the city attorney to discuss. Mr. Lenzini recommended the library work establish independent payroll practices and obtaining our own FEIN number. City of Lebanon has requested this change by April 1. Luanne Holper, treasurer, will present a proposal on this topic at the next meeting.
Susan suggested a board retreat in the future so everyone can learn more about laws pertaining to libraries.
Library Director’s Report
Kelly Wilhelm provided the Library Director’s Report.
There will be a drop in overall circulation numbers until March due to an error with the IHLS. This will be modified to return to normal operations in March.
Library shelves have been donated from the Southwestern Illinois College (SWIC) and Greenville College libraries. Storage of these shelves will be an issue until the library is relocated to a new
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facility. Miranda Wright-Kauffmann motioned to obtain storage for shelves for a cost not to exceed $400 for a one year period. Sy Korte seconded the motion. Motion approved unanimously. If a private vehicle is used to transport mileage would be reimbursed.
Susan plans to nominate Kelly for the American Library Association conference grant which would be held June 26-July 1.
It was noted the exit sign over the front door has burned out. The board noted this should be fixed and additional signage should be provided by city hall to mark the fire exit for the rear exit of the building.
Signage will also be put in place that guns are prohibited in the library.
Financial Report
Luanne Holper provided the monthly financial report. Paula Gross motioned to pay the bills as presented. Motioned was seconded by Samantha Rogers. Motion approved unanimously.
It was noted the annuity date was previously published on the financial reports incorrectly. The annuities are not due for renewal at this time. Discussion was held on the annual report that is submitted to the state.
Old Business
a. Status Report on relationship with the City of Lebanon This information was covered in the President’s Report. The only other update is we are working to consolidate our storage.
b. Policy & Bylaw review No report at this time.
c. Capital campaign Susan Meister requested that board members think about a future capital campaign theme and how much we are committing and how much we are seeking from the community.
d. Presentation of persons recommended to fill three vacant board positions and other considerations Susan Meister and Sy Korte presented the results of their interview meetings with the potential board members.
i. Susan nominated Melissa Tinzmann to complete the board term that expires in 2014. Sy Korte seconded the nomination. Motion approved unanimously.
ii. Susan nominated Michele Stacy-Doyle to complete the board term that expires in 2015. Sy Korte seconded the nomination. Motion approved unanimously.
iii. Susan nominated Crystal Catchings to complete the board term that expires in 2015. Sy Korte seconded the motion. Motion approved unanimously.
Al Gerdes has committed to convert the current website to the new format, WordPress, on a volunteer basis. The hosting contract has expired.
Board terms for the following members have been extended until 2016: Susan Meister, Sy Korte and Miranda Wright-Kauffmann. The mayor has approved these extensions in writing.
9. New Business
a. Trustees Workshop, February 22 in Springfield, IL Miranda Wright-Kauffmann motioned that $135 be approved for registration and applicable mileage for travel to and from the conference for Susan Meister to attend. Sy Korte seconded this motion. Motion approved unanimously.
b. Friends of the Library The Friends of the Library held their meeting last week. Susan Knepper has agreed to lead the
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Friends of the Library group. They will start a monthly meet the authors series on the fourth Thursday.
c. National Library Week, April 13-19 This is a topic for the future. Please review the website below it includes a sample proclamation from city hall and a letter to the editor. We may consider a reception for National Library Week at our next meeting. http://www.ala.org/conferencesevents/celebrationweeks/natlibraryweek
Our next meeting will include a discussion of the potential space available to us through the school district.
10. Executive Session
An executive session was not needed during the meeting.
11. Adjournment
Miranda Wright-Kauffmann motioned to adjourn the meeting. Luanne Holper seconded the motion. Motion approved unanimously.
Written by Miranda Wright-Kauffmann