01/26/10 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
January 26, 2010

President Rich called the meeting to order at 6:32 p.m.

ROLL CALL: Present: Mr. Andersson, Ms. Fleming, Mrs. Harris, Mr. McCarthy, Mrs. Mull, and Mr. Rich. Absent: Mrs. Smith.
Also present were the following: Nann Blaine Hilyard, Director; Tara Caldara, Administrative Services Coordinator; Susan Clark, Adult Services Coordinator; Carol Cramer, Youth Services Coordinator; Rosemary Kauth, Circulation/Technical Services Coordinator; Reva Kaplan, PR Associate; and David Cain, Auditor.

AGENDA: Mr. Rich presented the agenda and amended it to add items X.a.1 Adopt Ordinance 09/10-O-5, X.a.2 Adopt Ordinance 09/10/O-6, and X.d Accept FY08/09 Audit.
MOTION: Mrs. Mull moved to adopt the agenda as amended. Second: Mr. McCarthy.Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich. Nay: -0- Abstain: -0- Motion carried.

COMMENTS BY VISITORS: David Cain, Milburn Cain & Co. presented the audit for FY08/09 and highlighted events for the fiscal year. He recommended that the Board create an Audit Committee to meet with auditors before and after the audit takes place. The committee would set goals and identify items that auditors would focus on. There were no other visitor comments.

MINUTES: The minutes from the November 24, 2009 regular meeting were presented.
MOTION: Mr. Andersson moved to approve minutes from the November 24, 2009 regular meeting as presented. Second: Mr. McCarthy.
Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich. Nay: -0- Abstain:-0-. Motion carried.

TREASURER’S REPORT: The Treasurer’s Reports dated November 30, 2009 and December 31, 2009 were presented.

BILLS: The bills for January were presented.
MOTION: Mrs. Mull moved to approve payment of checks #33584-33687, with check #33640 being void, in the amount of $155,731.05. Second: Ms. Fleming.
Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich. Nay: -0- Abstain:-0-. Motion carried.

INVESTMENTS: There were no investments.

REPORTS:

There were no Finance Committee or Executive Committee reports. The Finance Committee will meet in February.

Ms. Hilyard reported that the Friends of the Library ended the year with a balance of $3,862.38. Income for 2009 was $1,556.17 and expenses totaled $2,366.07.

Mrs. Harris reported on activities at the North Suburban Library System. Layoffs were announced last week due to budget shortfalls. Over 10,000 library supporters sent emails to or called legislators, which resulted in a $716,000 payment to NSLS. This accounts for only one-third of the money owed to them by the State of Illinois. Mrs. Harris reminded trustees that the Legislative Breakfast is on 2/15/10 at 8:30 a.m.

Mrs. Mull reported that the After School Program is doing well.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical, narrative, and incident reports for November and December. Mr. Andersson asked about the location of the drop box and noted that it is difficult to get books into the box. Ms. Kauth explained the planning behind the installation of the book drop. Ms. Caldara presented an incident that occurred on 1/21/10 and supplied trustees with the subject’s history. Ms. Caldara noted that if the subject violated this suspension, he would be permanently banned from the library.

Accentuate the Positive: Mrs. Kaplan reported on the Geek the Library campaign.

Communications: The following communication was presented:

• A copy of the ad placed in the CYT program for A Christmas Carol.
• Suspension letters for Jamison, Bass, and Thundercloud.
• A letter from the National Telecommunications and Information Administration notifying the library that the BTOP grant application was not selected for funding.
• A thank you note from Jeannie Anderson for the holiday gift.
• A letter from the library’s attorney regarding Tax Objection Case: 09 TX 04.
• A thank you from CREW for participating in the 2009 Corporate Community Spelling Bee.
• A thank you from Johanna Wilemon for her retirement party.
• An answer to a suggestion that YA books be labeled.
• A response to a purchase suggestion.
• A response to a suggestion for more sewing books.
• A response to a comment from a patron who enjoyed his recent visit.
• A response to a suggestion for handicapped parking closer to the door.
• A response to a compliment on the Acupuncture program.
• An article in the Zion-Benton News about Tara Caldara’s participation in ILEAD U.

UNFINISHED BUSINESS: There was no unfinished business.

NEW BUSINESS:

Ordinances 09/10-O-5 and 09/10-0-6 were presented.
MOTION: Mrs. Mull moved to adopt Ordinance 09/10-O-5, “An Ordinance Transferring Funds To The General Fund From The Bond Fund.” Second: Mr. McCarthy.
Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich. Nay: -0- Abstain:-0-. Motion carried.

MOTION: Ms. Fleming moved to adopt Ordinance 09/10-O-6, “An Ordinance Closing Out The Bond Fund And Transferring Bond Fund Balance To The General Fund.” Second: Mrs. Harris.
Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich. Nay: -0- Abstain:-0-. Motion carried.

A memo on Freedom of Information Act (FOIA) procedures was presented.
MOTION: Mr. McCarthy moved to appoint Ms. Hilyard as the library’s FOIA Officer. Second: Mrs. Harris.
Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich. Nay: -0- Abstain:-0-. Motion carried.

The proposal for a telephone system upgrade from Sound Incorporated was presented.
MOTION: Mrs. Mull moved to accept the proposal from Sound Incorporated for a total of $14,986 to upgrade the current telephone system and to authorize the director to sign it; to accept the Silver Service Agreement for $84.00 per month and to authorize the director to sign it; and to authorize telephone wiring for five locations, at a cost not to exceed $2,500. Second: Mr. Andersson.Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich. Nay: -0- Abstain:-0-. Motion carried.

The FY08/09 Annual Audit was presented.
MOTION: Mr. McCarthy moved to accept the FY08/09 Annual Audit. Second: Mrs. Harris.
Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich. Nay: -0- Abstain:-0-. Motion carried.

ADJOURNMENT:
MOTION: Mrs. Mull moved to adjourn the meeting. Second: Mr. McCarthy.

Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich. Nay: -0- Abstain:-0-. Motion carried.

The meeting adjourned at 8:00 p.m.

Approved: February 23, 2010
Signed: Thomas Rich, President
Attest: Brenda Harris, Secretary
Recording Secretary: Tara Caldara