04/24/07 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
April 24, 2007

President Thomas Rich called the meeting to order at 6:39 p.m.

ROLL CALL:
Present: *Mr. Andersson, Mrs. Mull, Ms. Ower, Mr. Rich, *Mrs. Smith, Mrs. Taylor, Mr. Townsend.
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 and Technical Services Coordinator; incoming Trustee Sean Hughes, and visitors Stephanie Townsend and Betsy.

AGENDA: The agenda was presented. Mr. Rich added item VII.g Legislative Day.
MOTION: Mr. Townsend moved to adopt the agenda as amended.
Second: Mr. Townsend.
Roll Call: Aye: Mull, Ower, Taylor, Townsend, Rich. Nay: -0- Abstain: -0- Motion carried.

COMMENTS BY VISITORS: There were no visitor comments.

* Mr. Andersson entered at 6:40 p.m.

MINUTES: The minutes of the March 27, 2007, regular meeting were presented.
MOTION: Mrs. Taylor moved to approve the minutes of the March 27, 2007, regular meeting as presented.
Second: Mr. Townsend.
Roll Call: Aye: Andersson, Mull, Ower, Taylor, Townsend, Rich. Nay: -0- Abstain: -0- Motion carried.

Treasurer’s report: The Treasurer’s Report dated March 31, 2007, was presented.

BILLS: The bills for April were presented.
MOTION: Mrs. Mull moved to approve payment via wire transfer and checks #30977 through #31045, with check #30986 being void, in the amount of $125,699.47.
Second: Mr. Townsend.
Roll Call: Aye: Andersson, Mull, Ower, Taylor, Townsend, Rich. Nay: -0- Abstain: -0- Motion carried.

Investments: There were no upcoming investment activities; however, Ms. Hilyard asked the Board to approve a $100,000 transfer from the Illinois Funds Investment Account to the Library’s Super Checking Account.
MOTION: Mr. Townsend moved to approve a $100,000 transfer from the Illinois Funds Investment Account to the Library’s Super Checking Account.
Second: Mrs. Mull.
Roll Call: Aye: Andersson, Mull, Ower, Taylor, Townsend, Rich. Nay: -0- Abstain: -0-Motion carried.

REPORTS: There was no Finance Committee report. Ms. Hilyard noted that she expects an 8% increase in the tax income for the FY07/08 budget, which allows the library to expand some programs and staffing, but is not enough to open additional hours. There was no Executive Committee or Friends of the Library report.

Ms. Ower, NSLS Representative, reported that the Board met on 4/23/07 and the main topic was again the van delivery policy. NSLS is concerned that some libraries do not package their books correctly and they will be working on an instructional video. Ms. Kauth confirmed that ZBPLD packages delivery bags correctly.

Trustees discussed the results of the 4/17/07 referendum. Mrs. Taylor commended Ms. Hilyard for her extra efforts, stating that Ms. Hilyard put in many hours and gave many presentations. Mrs. Taylor said she is proud of Ms. Hilyard. Mr. Townsend stated that he felt the referendum failed due to negative voters and poor turnout. Mr. Rich proposed that the Board award all staff members one paid day off, to be taken within six months, to convey the Board’s gratitude and support.
MOTION: Mrs. Taylor moved to approve one paid day off, for all staff members, to be taken within six months.
Second: Mr. Townsend.
Roll Call: Aye: Andersson, Mull, Ower, Taylor, Townsend, Rich. Nay: -0- Abstain: -0-Motion carried.

Mr. Rich echoed Mrs. Taylor’s comments about Ms. Hilyard’s referendum efforts and proposed granting Ms. Hilyard a $2,000 bonus to compensate her for time spent on referendum presentations. Mrs. Mull asked if a bonus was warranted, as Ms. Hilyard was performing her job. Mr. Rich maintained that Ms. Hilyard went above and beyond what was normally expected of a director. Mrs. Taylor concurred, stating that Ms. Hilyard’s performance could have been just average.
MOTION: Mr. Rich moved to approve a $2,000 bonus for Ms. Hilyard to compensate her for time spent on referendum efforts.
Second: There was no second.

Mr. Rich suggested the Board enter executive session to discuss the matter further.
MOTION: Mrs. Taylor moved to enter an Executive Session in accordance with 5 ILCS 120/2 (c) (1) to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the Zion-Benton Public Library District, and invited Ms. Hilyard to attend.
Second: Mr. Townsend.
Roll Call: Aye: Andersson, Mull, Ower, Taylor, Townsend, Rich. Nay: -0- Abstain: -0-Motion carried.

* Mrs. Smith entered at 7:03 p.m.

The Board reconvened in open session at 7:11 p.m. Mr. Rich withdrew the motion.

Mrs. Mull reported on the Focus Group After School Program, which began on 3/26/07. She stated that there were originally six boys enrolled, but that yesterday, there were seven youth (boys and girls) and two parents. She explained that she discusses the Six Pillars of Character and that the children were responding to her efforts. Mrs. Taylor commended the program and stated that “children do respond to love.” Mrs. Mull stated that she would like to expand the program and needs more volunteers. It was suggested that an item be published in the Zion-Benton News.

Ms. Ower reported on Library Legislative Day in Springfield (April 19). Ms. Ower, Ms. Hilyard, and Mrs. Mull attended. Ms. Ower stated that they were able to see more people than in the previous year. Ms. Hilyard and Ms. Ower commended Mrs. Mull’s networking skills and reported that she got them onto the Senate Floor to see Senator Michael Bond.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical and narrative reports for March. Ms. Caldara presented the Incident Report and Mrs. Taylor asked to see two video clips. Mrs. Taylor stated that she was concerned with staff and patron safety, and that she felt the Gerrell Davis incident was a warning. She suggested that staff check IDs at the door to hold patrons accountable for their behavior. Ms. Hilyard and Ms. Caldara stated that doing so would take an enormous amount of staff resources and that Security Monitors were needed to circulate the public areas. Ms. Caldara stated that it could be done on a random basis. Ms. Hilyard stated that only persons who appeared to be of a certain age group could be required to show ID at the door. Mr. Rich directed Ms. Caldara to have the Safety Committee plan one week in May when IDs would be required to enter the building. He stated that a show of force is necessary and that patrons need to be held accountable for their actions. Notices could be sent to the newspapers and the schools, stating that ID is required at the library and that random checks will occur. Trustees are willing to respond to public comments.

COMMUNICATIONS: The following communications were presented:

– A response to a patron inquiry about limiting computer registration in Youth Services to those under the age of 15.
– A response to a letter commending Maintenance Supervisor, Jim Balsamello.
– A response to a patron complaint that staff were rude.
– A thank-you from the Children of Memorial United Methodist Church for video coupons for the Easter Egg Hunt.
– Samples of new bi-lingual library card applications.
– Articles and a letter to the editor to the Zion-Benton News regarding the referendum.
– An article published in the Chicago Tribune about safe Internet use.
– Pictures of Library Legislative Day and graffiti.
– Notices of suspension for Latashia McNeal, Deandre Reed, Seondai Campbell, Dominique Richard, and Dale Wells.

IX. UNFINISHED BUSINESS: None.

X. NEW BUSINESS: Mr. Rich thanked Mr. Townsend for his service to the library.

Mr. Rich and Mr. Andersson administered the Oath of Office to the newly elected trustee.

Mrs. Smith was nominated President Pro Tem.

President Pro Tem Smith opened the nominations for the office of President. Mrs. Taylor nominated Mr. Rich for the office of President. Mr. Andersson seconded the nomination. President Pro Tem Smith declared the nominations closed.

President Pro Tem Smith opened the nominations for the office of Vice-President. Mrs. Mull nominated Mrs. Taylor for the office of Vice-President. Mr. Rich seconded the nomination. President Pro Tem Smith declared the nominations closed.

President Pro Tem Smith opened the nominations for the office of Treasurer. Ms. Ower nominated Mrs. Mull for the office of Treasurer. Mrs. Taylor seconded the nomination. President Pro Tem Smith declared the nominations closed.

President Pro Tem Smith opened the nominations for the office of Secretary. Mrs. Mull nominated Ms. Ower for the office of Secretary. Mr. Andersson seconded the nomination. President Pro Tem Smith declared the nominations closed.
MOTION: Mr. Rich moved to accept the Election of Officers.
Second: Mrs. Mull.
Roll Call: Aye: Andersson, Hughes, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

President Rich appointed the following committees:
Executive: Thomas Rich (Chair), Shantal Taylor, Megan Ower, and Beverly Mull.
Finance: Beverly Mull (Chair), Megan Ower, and Stephanie Smith.
Strategic Planning: Thomas Rich (Chair), Sean Hughes, Megan Ower, and Shantal Taylor.

A proposal for a new video surveillance DVR server was presented.
MOTION: Mrs. Smith moved to approve the proposal from Star Security for a DVR server, for $5,250.00, and to authorize Ms. Caldara to sign it.
Second: Mrs. Taylor.
Roll Call: Aye: Andersson, Hughes, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

A proposal for new video surveillance cameras, including installation, was presented.
MOTION: Mrs. Mull moved to approve the proposal from Star Security for new video surveillance cameras, including installation, for $15,339.00, and to authorize Ms. Caldara to sign it.
Second: Mrs. Taylor.
Roll Call: Aye: Andersson, Hughes, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

Trustees discussed the revised Emergency Closing Policy. Trustees were concerned with item 3.22.2. Ms. Caldara reported that the revised policy clarified the existing one and was similar to other library’s policies. Ms. Caldara offered to compile answers from area Business Managers. Trustees decided to table the issue.
MOTION: Mrs. Smith moved to table approval of the revised Emergency Closing Policy.
Second: Mrs. Taylor.
Roll Call: Aye: Andersson, Hughes, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

Interior painting is one of this year’s capital improvements projects. Maintenance supervisor Jim Balsamello got three bids for the job: $23,500, $21,000, and $8,000. Mr. Balsamello is checking references. Ms. Hilyard and Ms. Caldara explained that they chose a palette of five coordinating colors. Employees in each department conferred and selected the paint color(s) for their parts of the library.

Ms. Kauth invited Trustees to the 8th Annual Plant Swap on May 12th.

Adjournment:
MOTION: Ms. Ower moved to adjourn the meeting.
Second: Ms. Smith.
Roll Call: Aye: Andersson, Hughes, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

The meeting adjourned at 8:35 p.m.

Approved: May 22, 2007

Signed: Thomas Rich, President
Attest: Megan Ower, Secretary

Recording Secretary: T. Caldara