Board of Trustees Meeting – 2014.06.09

Lebanon Public Library Board of Trustees Meeting

Monday, June 9, 2014

 

Board members in attendance: Crystal Catchings, Paula Gross, Luanne Holper, Sy Korte, Michele Stacy-Doyle and Miranda Wright-Kauffmann.   Absent at th beginning of the meeting were Susan Meister and Melissa Tinzmann, board members.  Librarian, Kelly Wilhelm, attended the meeting.   Linda Cappello attended as a guest.

 

1. Call to order & roll call
   Meeting called to order by Michele at 7:01 p.m.
2. Secretary’s report
   Michele Stacy-Doyle’s name was misspelled and should be corrected throughout the document. Paula Gross motioned for minutes to be approved as corrected.  Crystal Catchings seconded.  Motion approved unanimously.
3. Board President’s report
   Written report provided on the back of the agenda.  Properties that were viewed in the past month were discussed.
4. Library Director’s report
   Kelly attended the librarian’s conference which was wonderful.  The Illinois Library Association has paperwork to provide a 501c3 number for a sliding scale fund.  There is a $300 annual fee for grants obtained over $5,000.   If the donations are $1-999 per year then $50 annual grant.  $1,000 to $4,999 would be $100 annual fee. We have the right to use this process but we don’t have to send the money to them if we don’t want to.  We could have two 501c3 numbers in operation at the same time.  Kelly stated that we would need to petition for a different type of 501c3 if we anticipated receiving our own donations over $4,000-$5,000.  As a group we need to more information to make this decision – how much would be application be if we wished to have more than $4-5K in donations through our own 501c3.  Michele asked Kelly to obtain more information about the 501c3 process so we can make an educated decision.   This topic will be continued next meet.

2,300 people visited the library last month.  We anticipate this number will rise over the summer.  Our new part-time staff member, Genevieve Hamilton, will help with the summer reading program which we will have over 6-7 weeks.

Annual report is due in 2-3 weeks.  The reserve fund amount will be included.  Michele Stacy-Doyle motioned the reserve funds be designated for future building needs.  Sy Korte seconded.  Motion approved unanimously.

Board could consider a consent agenda where certain standing items such as reports that are considered with one motion rather than multiple specific motions.  Meeting minutes actually don’t require a vote, according to Robert’s Rules of Order minutes are approved unless there is an objection.  Reminder that reports shouldn’t include action items.  Action items should be presented under new or old business.  Michele Stacy-Doyle motioned that consent agenda for minutes, president’s report and librarian’s report to be used July, August and September.  In September we will reconsider if consent agenda works for our group. Financial reports wouldn’t be included since they cannot be distributed early but the goal would be to only address non-standard issues. Miranda Wright-Kauffmann seconded the motion. Motion approved unanimously.
Adult summer reading program sign up forms were distributed.

Miranda Wright-Kauffmann asked for library usage statistics from Polaris and overdrive.  If possible it would be nice to know how many people used our wireless internet connection.

1. Financial report
   Miranda Wright-Kauffmann motioned that account #5 be closed 90 days after the date of opening, or as close as reasonably possible, funds shall be transferred to account #4 (payroll).  Sy Korte seconded the motion. Motion approved unanimously.

Melissa Tinzman, board member, joined the meeting.
Miranda Wright-Kauffmann motioned to pay the bills as presented.  Sy Korte seconded the motion.  Motion approved unanimously.  There is no news on the PPRT lump sum payment.

Luanne reported $400 donation from Rotary Club for the water available for the library patrons.

 

1. Corresponding Secretary’s report
   Sent a thinking of you card to Jeff Gray and a thanks for your service card to Heather. A new staff member will receive a welcome to the team note.  Carpet cleaner and Rotary Club should receive thank you notes.
2. Unfinished business
   1. Lease with City of Lebanon signed and ready to file and pay rent for May and June
      $3,000 payment was made in October 2013 which means rent is pay through September 2014.
   2. Status of 501c3 application
      Kelly has contacted the financial consultant.  This will take 18 months to complete.
   3. Facilities: hand grip for restroom, wall repair, painting, work day/time?
      At some point we need to finish the hallway.  The city has cleaned out the hallway and it looks much better.  The walls need to be sanded and painted.  This would be a one day project.  Handgrip requested from the city and we are waiting on their response.
   4. Annual Report for FY 2013
      Kelly reported that this report is in process and will be completed before the deadline.
3. New business
   1. Meet potential Board Member Linda Cappello
      Linda is a retired nurse and moved to Lebanon in 1995.  She is a regular library user. Miranda Wright-Kauffmann motioned that Linda be accepted as new board of trustees member for the Lebanon Public Library pending approval of City Council.  Sy Korte seconded the motion.  Motion approved unanimously.
   2. Determine location for July 26, 2014 Stragetic Planning Meeting/Board Retreat
      Location of retreat will be Paula’s home.  As prep for the board retreat the librarian and board members should come up with a list of things we should potentially address in the future.  Determine the ideal things that would make Lebanon Library great.
   3. Policy Committee established with members of Miranda Wright-Kauffmann and Michele Stacy-Doyle.
   4. Fall Festival/Book Sale – October 4
      Board members should plan to volunteer for the book sale.

Blessing of the Animals Michele Stacy-Doyle moved to table this discussion.  Sy Korte seconded.  Motion approved unanimously.

1. Executive Session
   Executive session was not needed during this meeting.
2. Adjournment
   Paula Gross motioned to adjourn, Luanne Holper seconded.  Motion approved unanimously.

 

Submitted by,

 

 

Miranda Wright-Kauffmann

Recording Secretary