2026.09.29 Regular Meeting Minutes

MINUTES OF THE REGULAR BOARD MEETING OF
THE ZION-BENTON PUBLIC LIBRARY DISTRICT

September 29, 2026

1. Call to Order
   Secretary K. Pickenpaugh called the regular meeting to order at 6:35 PM.
2. Roll Call
   Present: M. Martin, K. McCoy, A. Onan, N. Peterson, & K. Pickenpaugh
   Absent: T. Montgomery, T. Adams
   Staff: Smith, Torrez
3. Pledge of Allegiance
   All present recited the Pledge of Allegiance.
4. Addenda to the Agenda
   1. Approve remote attendance
      Motion not needed.
   2. Adopt agenda
      The board moved to adopt the agenda as presented.
      MOTION: A. Onan
      SECOND: M. Martin
      Roll Call: All in favor.
      Motion Carried.
5. Public Comments
   Community Member Arthur Batley stopped in to thank the Board for their service and to express his opinion that the library could seek grant funding to expand the footprint of the library. Mr. Batley is also a published author with prior grant writing experience.
6. Consent Agenda

MINUTES

1. Approve Minutes from the August 25, 2026 Policy Committee Meeting
2. Approve Minutes from the August 25, 2026 Special Meeting: Budget and Appropriation and Estimate of Revenues Meeting
3. Approve Minutes from the August 25, 2026 Regular Meeting

TREASURERS AND INVESTMENT REPORTS AND BILLS

1. Treasurer’s Report for August 2026
2. Cash Disbursements for August 2026

DIRECTOR’S REPORT

1. Narrative Reports for August 2026
2. Statistical Reports for August 2026

The board moved to approve the consent agenda items a through g.
MOTION: A. Onan moved to approve Consent Agenda items a through g as presented.
SECOND: M. Martin
Roll Call:
All in favor.
Motion Carried.

Regular Agenda

7. Community Outreach Report & Communications

1. 1. FRIENDS of the Zion-Benton Public Library: They met on Monday, 9/28/2026 and their next meeting will be in January. They are working on enlarging the group and are open to ideas on how to attract new members. They are also seeking fundraising activities.
   2. Community 365: The Lagoon Glow has been cancelled this year but will be back in the future.
   3. ZBCHC: They provide scholarships for at least 5 students. The new leadership is in place.
   4. TIF: R. Smith attended the Winthrop Harbor TIF meeting. They are going to be trying to implement a .001 cent sales tax to fund the village.
   5. Other: None.

8. Unfinished business

1. 1. 1. 2025. Tentative Fiscal Year Board Calendar for 2025.2026
               The Board reviewed the tentative fiscal year board calendar.
         2026. Trustee Orientation Follow Up
               Trusteed Peterson and McCoy had a good time and learned just how much staff do behind the scenes.
         2027. Construction Update including dates and library hours
               The board was made aware that heavy construction is expected for the week of October 5, and that the director would like to close to the public from 9 AM to 1 PM, and open to the public from 1-9 PM M-T of that week. The board moved to approve closing the library and opening at 1 PM Monday through Thursday the week of October 5.
               MOTION: M. Martin moved to approve opening at 1 PM.
               SECOND: K. McCoy
               Roll Call:
               All in favor.
               Motion Carried.
2. New Business
   2025. Update from Audit for Fiscal Year Ending 6/30/2025.
         The Audit onsite portion took place on Thursday, September 10, 2026 with the auditor onsite from 10 AM to 2 PM.
   2026. Permitted Travel Expenses
         The board heard the policy committee recommendation and would like to approve as recommended: The committee discussed the amounts of the per diem and decided on $80.00 per day with no meal breakdowns.
         MOTION: A. Onan moved to approve the Permitted Travel Expenses as amended.
         SECOND: N. Peterson
         Roll Call:
         Aye: M. Martin, K. McCoy, K. Pickenpaugh, A. Onan, N. Peterson
         Nay: -0-
         Abstain: -0-
         Absent: T. Adams, T. Montgomery
         Motion Carried.
   2027. Travel Policy
         The board heard the policy committee recommendation and would like to approve as recommended: The committee discussed the policy and recommended removing the word annual and replacing it with daily in the Meals paragraph.
         MOTION: A. Onan moved to approve the Travel Policy as amended.
         SECOND: M. Martin
         Roll Call:
         All in favor.
         Motion Carried.
   2028. Food & Drink Policy
         The board heard the recommendation of the policy committee and moved to approve the Food and Drink Policy as presented.
         MOTION: A. Onan moved to approve the Food & Drink Policy as presented.
         SECOND: K. Pickenpaugh
         Roll Call:
         All in favor.
         Motion Carried.
   2029. Routine Banking Transactions
         The board heard the recommendation of the policy committee and moved to approve the Routine Banking Transactions Policy as presented.
         MOTION: A. Onan moved to approve the Routine Banking Transactions Policy as presented.
         SECOND: M. Martin
         Roll Call:
         Aye: M. Martin, K. McCoy, K. Pickenpaugh, A. Onan, N. Peterson
         Nay: -0-
         Abstain: -0-
         Absent: T. Adams, T. Montgomery
         Motion Carried.
   2030. Surplus Property
         The board heard the recommendation of the policy committee and moved to approve the Surplus Policy as presented.
         MOTION: A. Onan moved to approve the Surplus Property Policy as presented.
         SECOND: M. Martin
         Roll Call:
         Aye: M. Martin, K. McCoy, K. Pickenpaugh, A. Onan, N. Peterson
         Nay: -0-
         Abstain: -0-
         Absent: T. Adams, T. Montgomery
         Motion Carried.
   2031. Preview of Levy Ordinance
   2032. Holiday Closing
         The board heard the recommendation of the Policy Committee and moved to approve as amended: The committee discussed adding Thanksgiving Eve and the Sunday after Christmas 2027 as holidays for eligible staff. They also recommended closing at 5 pm on Thanksgiving Eve. They recommended approving the policy as presented with changes discussed.
         MOTION: A. Onan moved to approve the Holiday Closing as amended.
         SECOND: K. McCoy
         Roll Call:
         All in favor.
         Motion Carried.
   2033. IMRF Director Update
   2034. City of Hope Application for Property Tax Exemption/atty memo
3. Executive Session
   1. 5 ILCS 120/2(c)(1 or 2 or 3)

Motion not needed.

1. Adjournment
   1. Action taken pursuant to discussion during Executive Session
   2. Move to adjourn.

MOTION: A. Onan motioned to adjourn the regular meeting.
SECOND: M. Martin
Roll Call: All in favor.
Motion Carried.
Secretary K. Pickenpaugh declared the September 29, 2026 Regular Board Meeting adjourned at 7:41 PM.