03/26/13 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
March 26, 2013

President Thomas Rich called the meeting to order at 6:36 p.m.

ROLL CALL: Present: George Andersson, Mary Martin, Stephanie Smith and Thomas Rich. Absent: Dana McCarthy and Beverly Mull. Staff present: Nann Blaine Hilyard, Tara Caldara, Rosemary Kauth, Elsie Martinez and Sarah Washkoviak. Visitors present: Yadira Guzman, candidate for trustee.

AGENDA: Mr. Rich presented the agenda and amended it to change item XI.a Executive Session to discuss matters under 5 ILCS 120/2(c)(1).
Motion: Mrs. Smith moved to adopt the agenda as amended. Second: Mrs. Martin. Roll Call: Aye: Andersson, Martin, Smith and Rich. Nay: -0- Abstain: -0- Motion carried.

COMMENTS BY VISITORS: Ms. Washkoviak announced that Zac Myers has been hired as an Associate in Youth Services and is eager to get the Guys Read program scheduled.

MINUTES: The minutes of the November 27, 2012 regular meeting were presented. Ms. Caldara noted a correction on page two regarding the Crew Community Spelling Bee.
Motion: Mr. Andersson moved to approve minutes from the November 27, 2012 regular meeting as corrected. Second: Mrs. Martin. Roll Call: Aye: Andersson, Martin, Smith and Rich. Nay: -0- Abstain: -0-. Motion carried.

TREASURER’S REPORT: The treasurer’s report for February 2013 was presented. Ms. Hilyard reported that Michael Wall, the accounting consultant, reported that the records are good and plans to return to do the year-end reports.

The investment report for February 2013 was presented.

BILLS: The bills for February were presented for approval.
Motion: Mr. Rich moved to approve payment of a wire transfer and checks #37627-37740, with checks #37319 and 37609 being void, in the amount of $210,190.39. Second: Mrs. Smith. Roll Call: Aye: Andersson, Martin, Smith and Rich. Nay: -0- Abstain: -0-. Motion carried.

The bills for March were presented for approval.
Motion: Mr. Rich moved to approve payment of a wire transfer and checks #37741-37829, with check #37658 being void, in the amount of $158,379.23. Second: Mrs. Martin. Roll Call: Aye: Andersson, Martin, Smith and Rich. Nay: -0- Abstain: -0-. Motion carried.

REPORTS: There was no Finance Committee report but Ms. Hilyard noted that the Lake County Tax Extension figures should arrive next week. There was no Friends of the Library Report. Ms. Hilyard reported that the After School Program is busy and there have been some disciplinary issues with students.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical, narrative and incident reports for February and displayed Partners in Reading gifts.

COMMUNICATIONS: The following communications were presented:

• A response to a comment about time limits on the public computers.
• A response to a comment about the charge to check out movies.
• A response to a complaint about after school activity.
• A response to a suggestion to do a “food for fines” promotion.
• A compliment for employee Pat, who “was courteous and very nice.”
• A compliment for employee Kayleen, who “was very helpful with everything.”
• A thank you from Jean for the library’s participation in the Socks for the Soul drive.
• A Christmas card from the Casual Crafters.

Trustee Development – Trustees were each given a copy of the Trustee Facts File, 4th edition and asked to present a chapter to the rest of the board each month. Mrs. Martin volunteered to present a summary of Chapter 1 at the April meeting.

UNFINISHED BUSINESS: There was no unfinished business.

NEW BUSINESS: Ms. Kauth presented information on the SimpleScan Station and explained how it would allow patrons to send their own faxes and scan documents and pictures.

Ms. Hilyard presented the Travel and Refund policies. Mr. Rich recommended the Refund policy be called the Reimbursement policy.
Motion: Mr. Rich moved to adopt the Travel and Reimbursement policies and to update any policies affected by them. Second: Mrs. Smith. Roll Call: Aye: Andersson, Martin, Smith and Rich. Nay: -0- Abstain: -0-. Motion carried.

Ms. Hilyard presented a memo about Black History Month activities and informed Trustees that Mrs. Mull asked that this be on next month’s agenda.

EXECUTIVE SESSION: The Board went into Executive Session at 7:40 p.m.
Motion: Mr. Rich moved to enter an Executive Session to discuss, in accordance with 5 ILCS 120/2 (c) (1) and invited Ms. Hilyard and Ms. Caldara to attend. Second: Mr. Andersson. Roll Call: Aye: Andersson, Martin, Smith and Rich. Nay: -0- Abstain: -0-. Motion carried.

The meeting reconvened in open session at 8:05 p.m.

ADJOURNMENT:
Motion: Mrs. Martin moved to adjourn the meeting. Second: Mrs. Smith. Roll Call: Aye: Andersson, Martin, Smith and Rich. Nay: -0- Abstain: -0-. Motion carried.

The meeting adjourned at 8:06 p.m.

Approved: April 23, 2013
Signed: /s/ Thomas Rich, President
Attest: /s/ Stephanie Smith, Secretary Pro Tem
Recording Secretary: Tara Caldara