Lebanon Public Library Board of Trustees Meeting
Monday, April 14, 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, attended the meeting. Visitors were Patrick Keeney, Superintendent of Lebanon Community School District #9, Gary Haas and Paul Baer, school district board members.
Call to order & roll call
Susan Meister called the meeting to order at 7:00 p.m.
School district superintendent, Patrick Keeney, handed out a map of the district property. Took request for old school to be used as the library very seriously and reviewed our request. The red square designated on the map could be considered as a library. The two story building will be demolished. The kindergarten building is approximately 60 years old. The other building is not independent due to boiler. The red area closest to highway 4 does stand alone with HVAC. The contractor and engineer completed a feasibility study to protect the red building. Electricity would need to be re-wired, sewer, water, etc. would be ~$150,000. Footprint of the future LCSD would include the red building. This is not a feasible plan and the library will be unable to move to this location.
Designation of recording secretary (pro tem)
Miranda Wright-Kauffmann was designated to serve as the recording secretary for the April meeting.
Secretary’s report, approval of minutes
Luanne motioned to approve the minutes as corrected. Motion approved unanimously.
Correspondence, communications, and public comments
Board president report
Susan Meister provided her report which included:
- Appreciate the efforts given by Lebanon Community School District to consider the use of their building for a future library.
- Mayor has announced Lebanon will re-establish an economic development commission. The library has a seat at that table during this discussion.
- Samantha Rogers submitted her letter of resignation which was accepted. Paula Gross will send a letter of thanks for her service.
- Publication seeking a new board member will be published in the newspaper. Former applications would be reconsidered if applicant requests to be reconsidered. The deadline for applications will be May 5. Applications will be presented at board meeting on May 12.
Library director’s report
Kelly Wilhelm presented the library director’s report:
- Computer usage for March was 455. There were 2,205 visits to the library in March.
- Shelves were picked up from SWIC and are stored in two storage units.
- McKendree students and other volunteers are helping to transfer our DVD collection to the new secure cases. The task should be completed by the end of April.
- The new Lebanon Seed Library collection is open and people are borrowing seeds already. The seeds are counted toward our total circulation numbers.
- 1000 Books for Kindergarten has seven children enrolled.
- Summer reading program will be “Dig into Reading” and will run in June and July. The program will be science and ecology based with related activities. The park board has graciously allowed the library to have a summer reading program at the Johnson/McCallister Park on South Cherry Street. We will hold the traditional program here as well. Volunteers are needed for both venues. We would need to review our insurance to ensure coverage for the offsite location.
- Chairs to Nicaragua will benefit from our used library chairs. This will help schools and libraries globally.
- Applying for Lemine Snicket grant and proposed 14 library programs for 2014.
- The Traveling Library Show – summer reading at Cherry
- Seed Library
- Book Bundles
- Leap Frog reader
- 1000 Books Before Kindergarten
- Book Worm Penpals
The library board needs to have retreat to address a strategic plan and goals for the library.
Financial Report
Luanne presented the financial reports. PPRT money was received from City Hall for 2014. January funds received were $269.41, March $79.95 and April $357.33. There will be eight payments which are 22% of the funds received by the City of Lebanon. These payments will be reflected on future financial report. At this time there is no plan for back payment of owed PPRT funds by City Hall. Overdrive annual membership was included in Contract Services. Michele Stacy-Doyle motioned to pay the bills. Sy Korte seconded. Motion approved unanimously.
Two special reserve funds were closed and funds transferred to account #3. The third special reserve fund will be closed on April 19 and funds transferred to account #3.
Old Business
- Shelving acquisition and storage issues
There will be additional scrap metal from the donated metal shelves. Michele Stacy-Dole motioned that the scrap metal will be donated to the company that assist with truck donation. Sy seconded. Motion approved unanimously. Luanne motioned that if the company does not want metal Kelly can contact an alternate source to donate/remove. Crystal seconded. Motion approved unanimously. - Status of relationship with City of Lebanon (FEIN, Payroll and other administrative issues)
Luanne reported for $300-$400 the city can handle their own payroll with QuickBooks. There will be a backup person established to assist with this task. QuickBooks will track the financial issues related to payroll. Another checking account needs to be established since payments will be electronically for taxes. QuickBook can provide direct deposit.Michele Stacy-Doyle motioned that the library purchase QuickBooks to complete payroll functions. Paula seconded. Motion approved unanimously.Luanne motioned that Susan Meister should serve as the backup for payroll. Miranda Wright-Kauffmann seconded. Motion approved unanimously.
Miranda Wright-Kauffmann motioned the library will obtain its own FEIN number. Crystal seconded the motion. Motion approved unanimously.
Miranda motioned that Luanne will obtain the FEIN number. Melissa seconded. Motion approved unanimously.
Susan Meister motioned that the she will add library workman’s comp to the existing insurance policy through Wilken Insurance. Miranda Wright-Kauffmann seconded. Motion unanimously.
Susan will communicate payroll process as appropriate to City Hall.
- Friends of the Library request
Friends needs $400 to obtain 501c3 number. This status will allow them to apply for grants. The process to obtain the 501c3 is a six to nine month process and should be started as soon as possible. Miranda Wright-Kauffmann motioned that the library board provides $400 to pay for the 501c3 application. Sy seconded. Motion approved unanimously. - Reserve Fund Ordinances 14-01, 14-02
Per library attorney guidance no public notice was required to adopt these ordinances. Notice of the consideration of these ordinances was provided through the agenda. Sy Korte motioned to adopt 14-01 and 14-02 to create a special reserve fund for the library. Melissa seconded. Motion approved unanimously. - Review of draft bylaws
Michele Stacy-Doyle and Miranda Wright-Kauffmann proposed a complete revision of the library. This revision will be reviewed and voted upon at the next meeting. - Status of the website
New website is up and running. Nancy will upload to the website. Board meeting agendas and minutes will be posted on the website in the future. Kelly and Al retain the rights to grant others permission to edit the website.
New Business
- Budget review and approval
Sy Korte motioned the budget be approved as presented. Paul, city treasurer, has been notified to request a 5% increase of tax funds. Miranda Wright-Kauffmann seconded. Motion approved unanimously. - Approval of non-resident feeds
Kelly Wilhelm reports that $54 non resident fee still is in line with current calculations. - Proposal to share internet services with City of Lebanon
This motion was tabeled was Melissa. Motion approved unanimously. - Statement of Economic Interest
Reminder to board members that statement of economic interest must be completed online by May 1, 2014. - Summer Reading Program
Heather Helfrich will help with summer reading program. - Election of Officers
Miranda Wright-Kauffmann motioned that nominations will be accepted from the floor, voice votes will be held, majority wins. Michele Stacy-Doyle seconded. Motion approved unanimously.
- Michele Stacy-Doyle nominated Susan for the office of president. Nominations were closed. Susan was approved to serve as president unanimously.
- Sy nominated Michele Stacy-Doyle for the office of vice president. Nominations were closed. Michele Stacy-Doyle was approved to serve as vice president unanimously.
- Sy nominated Miranda Wright-Kauffmann for the office of recording secretary. Nominations were closed. Miranda Wright-Kauffmann was approved to serve as recording secretary unanimously.
- Miranda Wright-Kauffmann nominated Paula Gross for the office of corresponding secretary. Nominations were closed. Paula Gross was approved to serve as corresponding secretary unanimously.
- Michele Stacy-Doyle nominated Luanne Hoper for the office of treasurer. Nomination were closed. Luanne was approved to serve as treasurer unanimously.
Miranda Wright-Kauffmann motioned to adjourn the meeting. Paula seconded the motion. Motion approved unanimously.
Respectfully submitted,
Miranda Wright-Kauffmann