Lebanon Public Library Board of Trustees Meeting
Monday, March 10, 2014
Board member attendees: Crystal Catchings, Paula Gross, Luanne Holper, Sy Korte, Susan Meister, Michele Stacy-Doyle, Melissa Tinzmann and Miranda Wright-Kauffmann. Samantha Rogers, board member, was unable to attend. Librarian, Kelly Wilhelm, in attendance.
Call to order & roll call
Welcome to our new board members: Crystal Cathings, Michele Stacy-Doyle and Melissa Tinzmann. Reviewed contact information for all board members. Information provided to new members regarding required Illinois Open Meeting Act training within 90 days of meeting.
Clarice Kuch, president of Lebanon Woman’s Club, presented a check for $200 to be used to benefit the library.
Designation of Recording Secretary (pro tem)
Miranda Wright-Kauffmann designated to take minutes for this meeting.
Secretary’s report
Minutes of the February 10, 2014 meeting were reviewed. Spelling of Michele Stacy-Dole should be adjusted. Sy Korte motioned to approve the minutes as amended. Paula Gross seconded the motion. Motion approved unanimously.
Correspondence, Communication & Public Comments
The board wishes to express our thanks to the following people for their assistance with the bathroom remodeling project. Donations received from Stephen Hagan and Rich Wilken. Volunteer laborers were John Wright, Terry Gagain, Justin Lamar, T&J Contracting and John Schoon.
Board President Report
Susan provided the president’s report:
- Attended the Illinois Library Association (ILA) Library Trustee Forum on February 22. Thank you to the board for underwriting my attendance and participation. It was well worth the time and investment. She provided an update on topics discussed. Miranda Wright-Kauffmann motioned for Kelly Welhelm, librarian, to serve as Freedom of Information Action Officer (FOIA) for the library. Luanne Holper seconded. Motion approved unanimously. The library needs a FOIA form if this type of request was received in the future. Melissa Tinzmann stated she has access a draft copy of the form that could be reviewed at the next meeting.American Library Association (ALA) recommends “acceptable use policy” rather than filtering software for the internet. This is a topic for future discussion. Melissa Tinzmann to provide a draft of the agreement. Susan distributed a copy of the Library Bill of Right from the American Library Association website for board member reference.
Library Attorney, Phil Lenzini, provided useful websites are Illinois Library Association www.ila.org., American Library Association www.ala.org, Illinois General Assembly www.ilga.gov (statutes, bills, amendments) and WebJunction Illinois Administrative Ready Reference www.webjunction.org/partners/illinois/il-topics/readyref.html.
Library Director’s Report
- DVD circulation needs improvement over the current method. Currently we have approximately 800 DVDs in our collection. Daughterty Public Library had offered to donate 1000 locking cases. Sy Korte motioned to purchase uncoupler device and security clips with cost not to exceed $1,000. Michele Stacy-Dole seconded the motion. Motion approved unanimously.
- Our new program 1000 books before kindergarten will partner with Lebanon School District.
- Bylaws and policy book are under revision. Kelly requested assistance with policy development for review. Miranda Wright-Kauffmann, Michele Stacy-Doyle and Kelly Wilhelm to complete bylaws work by June 30. Sy Korte, Paula Gross and Kelly Wilhelm to complete policy book work by June 30.
Financial Report
Luanne Holper provided the monthly financial report. Donations included $250 for the bathroom hallway renovations. Miranda Wright-Kauffmann motioned to pay bills in the amount of $5,660.29. Michele Stacy-Dole seconded. Motioned approved unanimously.
Sy Korte motioned that matured CD 8457, CD 8430 and CD 8554 with maturity dates in April 2014 be moved to money market account. Miranda Wright-Kauffmann seconded. Motion approved unanimously.
Old Business
- Shelving acquisition and storage issues (rental space and Wilken’s building)
Kelly Wilhelm reported that Luanne Holper procured storage space at $35/month through LG Mini Storage. Six months rent has been paid. Kelly Wilhelm retains the key to the storage area. Volunteers are needed to move shelves from Greenville College and Southwester Illinois College (SWIC) to the storage area. SWIC shelves must be disassembled prior to move. Library archival records are stored at Wilken Insurance. Steel shelves are stored at Wilhelm family farm. - Library-specific FEIN; payroll service
Susan explained the separation of library from city business. Library legal representation recommended as much separation as possible from the city. The exception would be levy of taxes.Luanne Holper reported three quotes for payroll services from Tim Boyce, LR Bookkeeping and ADP. All three quotes are higher than what we currently pay the city. Motion to table the issue of independent payroll services by Michele Stacy-Doyle. Crystal seconded the motion. Motion approved unanimously. Kelly pointed out that in the future we may wish to have our own FEIN number to apply for grants. - Status of relationship with City of Lebanon
Susan Meister committed to payment of $250 for restroom hallway remodel. The agreement between Lebanon City Hall & Lebanon Public Library was signed by Susan effective February 25, 2014.Library pro bono attorney, Phil Lenzini, has worked with the city attorney to ensure payment of 22% of total personal property replacement tax (PPRT) paid to the library from any new payments. There is not a proposal for back payment of PPRT. Miranda Wright-Kauffmann proposed PPRT be tracked separately on the library financial statements. Everyone agreed this would be helpful.
At this time there is not a proposed lease from Chairwoman Wright for the board to consider. The fire department lease was obtained through a Freedom of Information Act requested by Lebanon Public Library. The lease provided documents $1 annual payment for the term of January, 2003 through the 31st day of December, 2007. The ambulance lease also obtained. There is no rental agreement.
- Status of relationship with Lebanon Community Unit School District (LCUSD) #9
The school district is considering the library’s use of soon to be vacated buildings to due to new construction. Susan Meister will contact Patrick Keeney, superintendent, to determine the current status. At this time no commitment has been made.
Library website will be updated in approximately one week. The new website may include an ecommerce section, section for Friends of the Lebanon Library, and board meeting minutes. A library volunteer Nancy Fuccillo will serve under the guidance of Kelly to develop web content.
New Business
- Friends of the Library request
Susan Knepper is leading the Friends of the Library group. A membership application was distributed at the meeting. Authors are scheduled for meet the author sessions for the next three months.Friends of the Lebanon Illinois Public Library submitted a letter for seed money to start their organization. This will be considered at our April meeting. - National Library Week, April 13-19
Next board meeting will be held on the Monday of National Library Week. We will send a letter to have the week proclaimed at Library Week by the mayor and a letter to the editor for publication during the week. Kelly will consider a window display, newspaper article, etc. to celebrate this week. - Reserve Funds Ordinances 14-01, 14-02
Board needs to establish a fund to deposit any excess money at the end of the fiscal year. Traditionally this has been handled at other libraries through the adoption of an ordinance. Luanne Holper wants clarification what specifically needs to be done. Sy Korte motioned that Susan Mesiter will research and publish in the newspaper, if necessary, the proposed ordinances. Michele Stacy-Doyle seconded. Motioned approved unanimously. - Election of officers at April 14 meeting
Nominations and election of officers will be held at Monday, April 14. Currently the recording secretary position is vacated and must be filled.
Executive Session
An executive session was not needed during the meeting.
Adjournment
Miranda Wright-Kauffmann motioned to adjourn. Paula Gross seconded the motion. Motion approved unanimously.
Respectfully submitted,
Miranda Wright-Kauffmann