05/28/13 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE
ZION-BENTON PUBLIC LIBRARY DISTRICT
May 28, 2013

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

ROLL CALL: Present: George Andersson, Yadira Guzman, Mary Martin, Stephanie Smith and Thomas Rich. Absent: Beverly Mull. Staff present: Nann Blaine Hilyard, Rosemary Kauth and Elsie Martinez. Visitors present: Dr. John Patenaude and Dr. David Picchietti from Maves Chiropractic Clinic.

AGENDA: Mr. Rich presented the agenda. Motion: Mr. Andersson moved to adopt the agenda as presented. Second: Mrs. Martin. Roll Call: Aye: Andersson, Guzman, Martin, Smith and Rich. Nay: -0-. Abstain: -0-. Motion carried.

COMMENTS BY VISITORS: Drs. Patenaude and Picchietti presented 1000 used books collect in the Maves spring book drive. Their patients donated more than twice as many books this year as last year! Ms. Kauth said that the Simple Scan fax/scanner is up and running. She said that the Reaching Forward conference was a great success. Mr. Rich said that there were more than 900 people at RF. Ms. Martinez said that the book discussions are going very well and that they welcome additional participants.

MINUTES: The minutes of the April 23, 2013 regular meeting were presented. Motion: Mrs. Guzman moved to approve minutes from the April 23, 2013 regular meeting as presented. Second: Mrs. Martin. Roll Call: Aye: Andersson, Guzman, Martin, Smith and Rich. Nay: -0-. Abstain: -0- Motion carried.

The minutes of the April 23, 2013 Executive Session were presented. Motion: Mr. Rich moved to approve minutes from the April 23, 2013 Executive Session as presented. Second: Mr. Andersson. Roll Call: Aye: Andersson, Guzman, Martin, Smith and Rich. Nay: -0-. Abstain: -0-. Motion carried.

TREASURER’S REPORT: The treasurer’s report for April 2013 was presented. Ms. Hilyard reported that although we received notice several weeks ago from the State Library that we were awarded Per Capita State Aid funds this year, we have not received the money. The past three years the Per Capita funds have come from the State Library’s LSTA (federal) funds with payment in March. She contacted the State Library and learned that they are going to use only state funds, no federal, this year. Disbursement will be in the fall of 2013. Because of our experience with LSTA funds that must be encumbered by September 30, we spent the entire Per Capita amount at the beginning of the fiscal year. The library fund balance is sufficient to bridge the gap.

The investment report for April 2013 was presented.

BILLS: The bills for April were presented for approval. Motion: Mrs. Martin moved to approve payment of a wire transfer and checks #37915-37993 in the amount of $161,232.27. Second: Mrs. Guzman. Roll Call: Aye: Andersson, Guzman, Martin, Smith and Rich. Nay: -0-. Abstain: -0-. Motion carried.

REPORTS: Mr. Andersson volunteered to be the third trustee on the Finance Committee, joining Mrs. Mull and Mrs. Martin. They will meet with Ms. Hilyard prior to the June board meeting to review the 2013-14 budget proposal. There were no Friends of the Library or After School Program reports.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical, narrative and incident reports for April.

COMMUNICATIONS: The following communications were presented:

• Correspondence between Jiquanda Nelson and Ms. Hilyard about an incident in which Mrs. Nelson’s two-year-old was told to put his shoes back on when he was playing in the preschool area. (The specific staff member was not identified.)
• Comment forms from Sophia DeGraffenreid and her cousin about Tom Jones, with Ms. Caldara’s reply to both of them.
• Compliment for Tom Jones on his helpfulness to Bill Rantz.
• Request from a patron to install coat hooks on the restroom doors in youth services. (Ms. Hilyard asked the Maintenance Supervisor to do so, and he has.)
• Letter from Jill Eschen from the Organ/Tissue Donor Program thanking the library for providing a place to promote the program.
• New Tech interns’ comments about their experience this spring. ZBPL’s interns enjoyed their time here.
• Ms. Hilyard’s May 2 essay in the Zion-Benton News about Choose Privacy Week.

TRUSTEE DEVELOPMENT: Mrs. Martin presented a summary of Chapter 1 from the Trustee Facts File, 4th Edition.

UNFINISHED BUSINESS: There was no unfinished business.

NEW BUSINESS: There was no new business.

EXECUTIVE SESSION: The Board went into Executive Session at 7:22 p.m. Motion: Mr. Rich moved to enter an Executive Session to discuss items, in accordance with 5 ILCS 120/2 (c) (1) and 5 ILCS 120/2 (c) (3). Mr. Rich invited Ms. Hilyard to attend. Second: Mrs. Martin. Roll Call: Aye: Andersson, Guzman, Martin, Smith and Rich. Nay: -0-. Abstain: -0-. Motion carried.

The meeting reconvened in open session at 7:49 p.m.

Motion: Mr. Rich moved to waive vacation carryover limits for a specific employee for an additional twelve months. Second: Mrs. Martin. Roll Call: Aye: Andersson, Guzman, Martin, Smith and Rich. Nay: -0-. Abstain: -0-. Motion carried.

There are seven candidates for the open trustee position. Interviews will be conducted from 6:00-8:00 p.m. Thursday, June 6, and Thursday, June 13, with Wednesday, June 12, as an alternate. Ms. Hilyard will schedule the interviews.

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

The meeting adjourned at 7:55 p.m.

Approved: June 25, 2013
Signed: /s/ Thomas Rich, President
Attest: /s/ Steffi Smith, Secretary Pro Tem

Recording Secretary: Nann Blaine Hilyard