Board of Trustees Meeting – 2014.08.11 (Corrected)

Board members in attendance: Linda Cappello, Crystal Catchings, Luanne Holper, Sy Korte, Susan Meister, Michele Stacey-Doyle, Melissa Tinzmann and Miranda Wright-Kauffmann.  City Treasurer, Paul Grob, attended the meeting.   Paula Gross, board member, and Kelly Wilhelm, librarian, were unable to attend the meeting.

1. Call to order & roll call
   Meeting called to order by Susan Meister, president, at 7:00 p.m.
2. Welcome to guest City Treasurer Paul Grob
   It was acknowledged that an amount owed has been distributed between the two attorneys.  Paul Grob wanted everyone to know that there was not past knowledge of PPRT this was not an intentional error rather an oversight.  It was noted that Paul Grob does not have the authority to commit rather he can take a proposal and start the discussion.  The City of Lebanon’s fiscal year starts May 1.  There currently isn’t a line item in the budget for back pay.   Discussions should between with Paul Grob for the city at this time.  We can create our own model to determine back payment rather than modeling off other cities and libraries that have reached settlements.  Paul queried if we need lump sum money or payment plan?  Which works best for the library? Two options were presented a) $18,000 lump sum for next fiscal year or B) $9,000/year, for three years, starting 2015-2016?   Ideally a written decision would be made by October 2014, presented to Paul, to impact next year.  Paul Grob will forward to Finance Committee for their consideration and then to full city council for a vote.

   Susan Meister questioned when a new tax levy decision would be due to the city for the next tax period.  Paul Grob explained that the library would need to handle this on our own.  Susan requested a meeting with Paul to help understand this process and to potential request the building and maintenance tax.  Paul agreed to assist with this process.

   Susan Meister questioned who served as the city’s Illinois Municipal Retirement Fund (IMRF) representative?  Paul Grob stated this would need to be handled between the lawyers.  This may be a point of further discussion for the library board.

3. Board President Report, Director’s Report and Minutes of July 14, 22 & 26 were presented for approval as written via consent agenda.  Sy Korte motioned and Crystal Catchings seconded the motion to approve as written.  Motion approved unanimously.

1. Corresponding Secretary’s Report
   No report was provided due to Secretary’s absence.

1. Financial Report
   Luanne Holper, treasurer, presented the financial reports.  Faronic is the software that was approved at our last meeting for computer security.

   Discuss held about how to streamline the approval of financial reports and expense payment.  Board may choose to consider a list of approved expense categories or potentially set a spending limit which would require expenses over a certain amount to be approved by the board.  The board understood there to be no legal obligation that requires the board to approve each expense.

Michele Stacey-Doyle motioned to pay the bills as presented. Linda Cappello seconded the motion.  Motion approved unanimously.

Library received Sales/Usage Tax E911 Surcharge notification.   Luanne drafted two letters to inform both listed organizations to explain that we are a library and this does not apply to our organization.   These letters will be mailed today.  Copies of all documents will be placed with the minutes.

Personnel concerns addressed at the prior meeting are resolved.  We do not anticipate budget overages.

1. Unfinished Business
   1. Consideration of Paul Grob presentation on PPR reimbursement
      Luanne Holper confirms that the library’s rent is paid through October 2014.  Susan Meister requested documentation of this since the newly signed leased indicates that monthly payments were to begin May 2014.   Potential documentation that would fulfill this request is board minutes and the bill given to the library by city hall.  If this is unable to be located a letter could be sent to city hall to define that we believe our rent is paid for the period.

A motion to request that the city pay the remaining PPRT balance in three equal payments, with payments to be made no later than October of each fiscal year, beginning in fiscal year 2015-2016 made by Michele Stacey-Doyle.  Motion seconded by Luanne Holper.  Motion approved unanimously.  A letter will be drafted to Paul Grob, city treasurer, by Susan Meister.

1. eReader Program Update
   No update provided since Kelly was unable to attend the meeting.
2. Status of Friends of Library Group
   Requested access to a key for the library.   We would need to identify a person to oversee the key and address concerns.  Susan motioned to table the discussion until the next meeting.  There are concerns about liability.   Suggestion given by Miranda Wright-Kauffmann that this group meets under our organization’s membership in the chamber for the Lebanon Visitors Center.
3. Fall Festival Book Sale/Community Outreach Event
   Shipments to the book buyer can be dropped off rather than shipped.  To ship we must send at least 300lbs of books at one time for them to split the shipping cost with us.  The shipping cost is estimated to be $8-9/box.  Melissa TInzmann will coordinate with Kelly Wilhelm to take these boxes to the company on her way to/from work.
4. Review of July 26 planning meeting.  Kelly and Linda worked to find former strategic plans. 1998 and 2004 strategic plans were located.
   Results of the services survey were distributed.  Board members should read and prepare for discussion during a future meeting.

1. New Business
   1. Marketing Committee
      Linda Cappello and Crystal Catchings were appointed to the Marketing Committee.  Ideas for consideration would a library float in the Lebanon Fireman’s Picnic and outreach event discussed during Lebanon’s Fall Festival discussed during July meeting.   Potential meeting two weeks 8/25 at 7pm to brainstorm marketing plans.  Focus will be the fall festival event.  Reminders were given about the requirements to comply with the Illinois Open Meeting Act.
   2. Staffing Considerations
      Consideration of an increase in staff hours while maintaining current hours of the library will be held at a future meeting.  Job Descriptions should move from policy and procedure committee to personnel committee.
2. Working Session
   1. Ideas on the mission statement should be sent to Michele Stacey-Doyle by email.  She will compile the list and redistribute for the next meeting without submitter names.  We can then work to determine a mission statement during our next meeting.
   2. Board members should mark their calendars for October 4 to assist with potential event for Fall Festival.
   3. Michele Stacey-Doyle motioned that library be closed on October 4, 2014 due to fall festival, Luanne Holper seconded the motion.  Motion passed unanimously.

Michele Stacey-Doyle motioned to adjourn.  Motion unanimously approved.  Meeting adjourned at 9:11 p.m.