MINUTES OF THE SPECIAL BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
MAY 30, 2009

A special meeting of the Board of Trustees was held on Saturday, May 30, 2009, for the purpose of appointing to the Board two of the seven applicants who were interviewed on May 23 and May 28.

Present: Mr. Andersson, Mrs. Mull, Mr. Rich, Mrs. Smith, and Nann Blaine Hilyard, Library Director.

Mr. Rich called the meeting to order at 9:11 a.m.

Mrs. Smith moved and Mr. Andersson seconded that Brenda Harris of Zion and Dana McCarthy of Winthrop Harbor be appointed to the open trustee positions for the terms ending April 30, 2011 and April 30, 2013.
Aye: Mr. Andersson, Mrs. Mull, Mr. Rich, Mrs. Smith.
Nay: None.

Ms. Hilyard was instructed to inform all candidates.

The Board approved changing the date of the regular June meeting to Monday, June 29.

Meeting adjourned at 9:27 a.m.

Approved: June 29, 2009

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

Recording Secretary: Nann Blaine Hilyard

MINUTES OF THE SPECIAL BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
MAY 28 2009

A special meeting of the Board of Trustees was held on Thursday, May 28, 2009, for the purpose of interviewing applicants for open seats on the Board.

Present: Mr. Andersson, Mrs. Mull, and Mrs. Smith. Absent: Ms. Ower and Mr. Rich.
Meeting started at 6:35 p.m.

The trustees interviewed Lana Clark of Zion, Dana McCarthy of Winthrop Harbor, and Lauren Fleming of Zion. Interviews concluded at 7:55 p.m.

There was discussion of pros and cons of all seven candidates.

The meeting adjourned at 8:10 p.m.

Approved: June 29, 2009

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

Recording Secretary: Stephanie Smith

MINUTES OF THE SPECIAL BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
MAY 23 2009

A special meeting of the Board of Trustees was held on Saturday, May 23, 2009, for the purpose of interviewing applicants for open seats on the Board.

President Tom Rich called the meeting to order at 9:00 a.m.
Present: Mr. Andersson, Mrs. Mull, Ms. Ower, Mr. Rich, Mrs. Smith, and Library Director Nann Blaine Hilyard.

The trustees interviewed Patti Kelley-Smith of Winthrop Harbor; Joseph Jones of Zion; Dale Ridder of Beach Park; and Brenda Harris of Zion.

The meeting adjourned at 10:15 a.m.

Approved: June 29, 2009

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

Recording Secretary: Nann Blaine Hilyard

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
MAY 26, 2009

President Rich called the meeting to order at 6:30 p.m.
ROLL CALL: Present: Mr. Andersson, Mrs. Mull, Ms. Ower*, Mrs. Smith, Ms. Taylor, and Mr. Rich. Absent: None.
Also present were the following: Nann Blaine Hilyard, Director; Susan Clark, Adult Services Coordinator; Rosemary Kauth, Circulation/Technical Services Coordinator; and Roz Bonar and Michael Snipes from Executive Service Corps.

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

COMMENTS BY VISITORS: There were no visitor comments.

MINUTES: The minutes from the April 28, 2009 regular meeting were presented.
MOTION: Mrs. Smith moved to approve minutes from the April 28, 2009 regular meeting as presented. Second: Mr. Andersson.
Roll Call: Aye: Andersson, Mull, Smith, Rich. Nay: -0- Abstain:-0-. Motion carried.

TREASURER’S REPORT: The Treasurer’s Report dated April 30, 2009 was presented.

* Ms. Ower entered at 6:34 p.m.

BILLS: The bills for April-May were presented.
MOTION: Mrs. Smith moved to approve payment of checks #32971-33056, with checks #32981 and #33055 being void, in the amount of $180,213.46. Second: Mrs. Mull.
Roll Call: Aye: Andersson, Mull, Ower, Smith, Rich. Nay: -0- Abstain: -0- Motion carried.

INVESTMENTS: There were no investments.

REPORTS: Roz Bonar and Michael Snipes reviewed the list of recommendations from Executive Service Corps. They suggested that the trustees use the strategic plan as a guide for what employees should do. Ms. Bonar and Mr. Snipes left at 7:08 p.m. Recommendations from the Policy Review Committee (Mrs. Smith and Mrs. Mull) were presented.

There were no Finance or Executive Committee reports.

Ms. Hilyard reported that the Friends of the Friends of the Library held a bake sale the day of the plant swap. Proceeds were $78.00 plus three new members.

Ms. Ower reported that the NSLS board has new board members, including Jeanne Lohfink, media specialist for District 3. The NSLS administration seeks new revenue streams in light of flat funding from the state.

Mrs. Mull reported that the third year of the After School Program is winding down. The year-end field trip on June 6 will be to the Shedd Aquarium.

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

Communications – The following communications were presented:

• An answer to a suggestion to add a change machine, cappuccino machine, and more books.
• An answer to comments about the piano, memorial garden and quieting kids in the library.
• A comment that kids should be able to come into the library and not have to be quiet.
• A thank you from Michele Vaughn, Associate Dean Community Education, College of Lake County for providing space for Families First; Shantal Taylor for the send-off reception; and Joseph Jones for the trustee interview.
• A copy of the Christian Youth Theater program with the library’s display ad.

UNFINISHED BUSINESS: An update was given on the trustee selection process.

NEW BUSINESS: Trustees discussed the new Performance Management System form and reviewed the revised Personnel Policy Manual.
MOTION: Ms. Mull moved to approve the revised personnel policy subject to clarification on nepotism, length of workday and mealtime, and directed Ms. Hilyard to consult the library’s attorney. Second: Mrs. Smith.
Roll Call: Aye: Andersson, Mull, Ower, Smith, Rich. Nay: -0- Abstain: -0- Motion carried.

The Finance Committee set a meeting for 6/9/09 at 6:30 p.m. to review the 2009-2010 budget.

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

The meeting adjourned at 7:49 p.m.

Approved: June 29, 2009

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

Recording Secretary: Nann Blaine Hilyard

I. CALL TO ORDER.

II. ROLL CALL.

III. AGENDA.
a. Adopt agenda.

IV. COMMENTS BY VISITORS. Visitors are asked to identify themselves by stating their name and organization or purpose. General visitor comments are invited at this time. Visitor comments specific to an agenda item will be allowed at the beginning of the agenda item’s discussion.

V. MINUTES
a. Approve minutes from the May 26, 2009, Regular Meeting. (Enclosed)

VI. TREASURER’S REPORT, BILLS, AND INVESTMENTS
a. Treasurer’s Report. (Enclosed)
b. List of Bills. (Enclosed)
c. Approve monthly investments. (None)

VII. REPORTS.
a. Finance Committee. (Budget 09-10 Enclosed)
b. Executive Committee.
c. Friends of the Library.
d. NSLS Representative.
e. After School Program.

VIII. LIBRARY DIRECTOR’S REPORT.
a. Statistical Report.
b. Narrative Report. (Enclosed)
c. Reaching Forward Reports. (Enclosed)
d. Staff Day 2009 Evaluation Compilation. (Enclosed)
e. Incident Report. (Enclosed)
f. Accentuate the Positive.
g. Communications.

IX. UNFINISHED BUSINESS.

X. NEW BUSINESS.
a. Installation of newly elected Trustees.
b. Election of Officers.
c. Appointment of Board Committees.
d. Approve FY09/10 Budget.
e. Authorize Treasurer to Approve Final List of Bills for FY08/09.
f. Schedule FY09/10 Regular Board Meetings.
g. Personnel Policy Change. (Enclosed)
h. Statement of concern. (Enclosed)
i. Accept Megan Ower’s resignation.

XI. EXECUTIVE SESSION
a. To discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the Zion-Benton Public Library. (Enclosed)

XI. ADJOURNMENT.

A reception honoring Megan Ower’s service to the library will follow the meeting.

Notice is hereby given that the regularly scheduled meeting of the Board of Trustees of the Zion-Benton Public Library District has been rescheduled from 6:30 p.m., Tuesday, June 23, 2009 to 6:30 p.m., Monday, June 29, 2009 in Meeting Room A at the Library, 2400 Gabriel Ave., Zion, Illinois.

Notice is hereby given that the Finance Committee of the Zion-Benton Public Library District will meet at 6:30 p.m., Tuesday, June 9, 2009 at Zion-Benton Public Library, 2400 Gabriel Ave., Zion, Illinois.

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
APRIL 28, 2009

President Rich called the meeting to order at 6:33 p.m.

ROLL CALL: Present: Mr. Andersson, Mrs. Mull, Ms. Ower, Mrs. Smith, Ms. Taylor, and Mr. Rich. Absent: None.

Also present were the following: Nann Blaine Hilyard, Director; Tara Caldara, Administrative Services Coordinator; Carol Cramer, Youth Services Coordinator; Rosemary Kauth, Circulation/Technical Services Coordinator; Scott Landy, President of the Grayslake Area Public Library Board; and the Taylor family.

AGENDA: Mr. Rich presented the agenda and added Item VI.c Authorize a Transfer of $150,000 and Item X.c Appoint Policy Review Committee.

MOTION: Mr. Andersson moved to adopt the agenda as amended. Second: Mrs. Smith.

Roll Call: Aye: Andersson, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

COMMENTS BY VISITORS:

There were no visitor comments.

MINUTES: The minutes from the March 24, 2009 regular meeting were presented.

MOTION: Mrs. Mull moved to approve minutes from the March 24, 2009 regular meeting as presented. Second: Mrs. Smith.

Roll Call: Aye: Andersson, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain:-0-. Motion carried.

TREASURER’S REPORT: The Treasurer’s Report dated March 31, 2009 was presented. Ms. Hilyard expressed her concern about interest income and noted that the Per Capita Grant money is delayed due to the state’s budget situation.

BILLS: The bills for March-April were presented.

MOTION: Mrs. Taylor moved to approve payment of checks #32894 through #32977, with checks #32903, #32905 and #32971 being void, in the amount of $153,211.95. Second: Mrs. Smith.

Roll Call: Aye: Andersson, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

INVESTMENTS: There were no investments. Ms. Caldara asked trustees to authorize a $150,000 transfer from the Illinois Funds Investment account to the library’s Super Checking account.

MOTION: Mrs. Smith moved to authorize a $150,000 transfer from the Illinois Funds Investment account to the library’s Super Checking account. Second: Ms. Ower.

Roll Call: Aye: Andersson, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

REPORTS: There were no Finance or Executive Committee reports.

The next Friends of the Library meeting is 5/9/09. Ms. Hilyard reported the IRS sent the Friends a refund check for taxes paid on lobbying expenses, which they claim was in error and are requiring a repayment of the money plus a penalty fee.

Ms. Ower reported that the NSLS board met at the Skokie Public Library.

Mrs. Mull reported that the After School Program is planning their summer field trip.

Ms. Hilyard presented an update on the personnel project.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical, narrative, and incident reports for March. Ms. Kauth reported that the Reuse-A-Shoe program was successful, with 10 pairs collected for the Salvation Army and 166 shoes collected for Nike. Mrs. Mull stated her appreciation that Dorothy “Dot” Miller’s family asked that memorials be given to the library to purchase children’s books.

Zion-Benton Public Library District -2- April 28, 2009

Library Board Minutes

Communications – The following communications were presented:

• A compliment about employee Rosemary Kauth.
• A compliment about employee Fran Pataska.
• An opinion that the “main library area” is too loud.
• A suggestion that the library sell 16 oz coffee mugs for $3-$5.
• A suggestion that the library sell donuts.
• A thank you from Deb Will, IMC Coordinator at ZBTHS, for the tour, food and activities for the IMC advisory students.
• A thank you from Virginia Lopez, Winthrop Harbor trustee candidate, for hosting the community forums.
• A thank you from North Point Christian Church for collecting food for the food pantry.
• A suspension notice for Lechuga.
• A suspension notice for Wesson.
• Notice awarding the library a We the People “Picturing America” Bookshelf grant.
• An announcement from the American Library Association about the creation of ALTAFF, the Association of Library Trustees, Advocates, Friends and Foundations.

UNFINISHED BUSINESS: There was no unfinished business.

NEW BUSINESS: Mrs. Taylor presented her resignation from the library board to serve as a City of Zion Commissioner.

MOTION: Mrs. Smith moved to accept Mrs. Taylor’s resignation. Second: Mr. Andersson.

Roll Call: Aye: Andersson, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0-. Motion carried.

Trustees approved the application for Library Trustee and set a 5/15/09 deadline. Completed applications will be sent to all trustees electronically for review.

Mrs. Mull and Mrs. Smith volunteered to serve on the Policy Review Committee, which will meet on 5/7/09.

ADJOURNMENT:

MOTION: Mrs. Taylor moved to adjourn the meeting. Second: Mrs. Mull.

Roll Call: Aye: Andersson, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

ANNOUNCEMENTS: Ms. Hilyard reported that Mrs. Smith was elected to a 6-year term with 93 write-in votes. Mr. Andersson and Mr. Rich were also elected to new 6-year terms.

The meeting adjourned at 7:03 p.m.

Approved: May 26, 2009

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

Recording Secretary: T. Caldara

ZION-BENTON PUBLIC LIBRARY DISTRICT REGULAR MONTHLY BOARD MEETING
6:30 p.m., Tuesday, May 26, 2009
Place: Zion-Benton Public Library, Meeting Room A, 400 Gabriel Ave., Zion, IL 60099

I. CALL TO ORDER.

II. ROLL CALL.

III. AGENDA.
a. Adopt agenda.

IV. COMMENTS BY VISITORS. Visitors are asked to identify themselves by stating their name and organization or purpose. General visitor comments are invited at this time. Visitor comments specific to an agenda item will be allowed at the beginning of the agenda item’s discussion.
a. Rosalie Bonar and Michael Snipes, Executive Service Corps.
b. Other.

V. MINUTES
a. Approve minutes from the April 28, 2009, Regular Meeting.

VI. TREASURER’S REPORT, BILLS, AND INVESTMENTS
a. Treasurer’s Report.
b. List of Bills.
c. Approve monthly investments.

VII. REPORTS.
a. Executive Service Corps report – R. Bonar and M. Snipes. (Enclosed)
     Policy Review Committee – B. Mull and S. Smith.
b. Finance Committee.
c. Executive Committee.
d. Friends of the Library.
e. NSLS Representative.
f. After School Program.

VIII. LIBRARY DIRECTOR’S REPORT.
a. Statistical Report. (Enclosed)
b. Narrative Report. (Enclosed)
c. Incident Report.
d. Accentuate the Positive.
e. Communications.

IX. UNFINISHED BUSINESS.
a. Trustee selection update.

X. NEW BUSINESS.
a. Approve revised Personnel Policy.
b. Set date for Finance Committee to review 2009-2010 budget proposal.

XI. ADJOURNMENT.

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
MARCH 24, 2009

President Rich called the meeting to order at 6:30 p.m.
ROLL CALL: Present: Mr. Andersson, Ms. Ower, Mrs. Smith, Ms. Taylor, and Mr. Rich. Absent: Mrs. Mull.
Also present were the following: Nann Blaine Hilyard, Director; Tara Caldara, Administrative Services Coordinator; Carol Cramer, Youth Services Coordinator and Rosemary Kauth, Circulation/Technical Services Coordinator.

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

COMMENTS BY VISITORS: There were no visitor comments.

MINUTES: The minutes from the February 24, 2009 regular meeting were presented.
MOTION: Ms. Ower moved to approve minutes from the February 24, 2009 regular meeting as presented. Second: Mrs. Smith.
Roll Call: Aye: Ower, Smith, Taylor, Rich. Nay: -0- Abstain: Andersson. Motion carried.

The minutes from the February 24, 2009 Executive Session were presented.
MOTION: Mrs. Smith moved to approve minutes from the February 24, 2009 Executive Session as presented. Second: Ms. Ower.
Roll Call: Aye: Ower, Smith, Taylor, Rich. Nay: -0- Abstain: Andersson. Motion carried.

TREASURER’S REPORT: The Treasurer’s Report dated February 28, 2009 was presented. Ms. Hilyard expressed her concern about interest income.

BILLS: The bills for February-March were presented.
MOTION: Mrs. Taylor moved to approve payment of checks #32816 through #332893 and wire transfers, with checks #32827 and #32892 being void, in the amount of $149,344.80. Second: Mrs. Smith.
Roll Call: Aye: Andersson, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

INVESTMENTS: There were no investments.

REPORTS: There were no Finance or Executive Committee reports.

The Friends of the Library held their annual meeting on 3/14/09. Ms. Hilyard reported that officers were elected. Betsy Hastings will continue as President; Pat Tarter will continue as Treasurer; and Olivia Lakso was elected Vice-President. The Friends reported they have $4,208.58 in their treasury. They allocated $200 to the After School Program as a follow up to last year’s successful field trip. The Friends will also underwrite the cost to tune the piano in 2009.

Ms. Ower reported that she had her second legislative visit as part of her NSLS trustee responsibility. She met with Rep. Keith Farnham (D-Elgin). She also reported that NSLS has been testing delivery bins instead of bags on some routes. Just switching containers has saved 60-90 minutes.

There was no After School Program report.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical, narrative, and incident reports for February. She added that recycling efforts were going well and that the candidate forums were great. Mrs. Taylor thanked Ms. Hilyard for her efforts to connect the library and the community. Ms. Ower thanked the library for providing staff and bringing the Wii Gaming System for ZBTHS’s Teen Tech Week celebration.

Communications – The following communications were presented:

• A thank you note from retired librarian Jean Pivovar.
• A thank you note for flowers from Shantal Taylor.
• A thank you note (and commendation to Jim Balsamello) from the A.A.R.P. Driver’s Safety instructor.
• Notice awarding the library a $49,028.35 FY2009 Illinois Public Library Per Capita Grant.
• Notice that the Illinois State Library Live & Learn Construction Grant was not awarded.
• A response to feedback about the selection of titles available through MyMediaMall.
• A response to feedback about noise produced by a library program.
• An article about the Black History Month celebration published in the 3/5/09 edition of the Zion-Benton News.

UNFINISHED BUSINESS: There was no unfinished business.

NEW BUSINESS: The March Interim Status report from Executive Service Corps was presented. Ms. Ower stated that the welcome letter is a great idea.

The proposed change in e-Pay Agreement was presented.
MOTION: Mrs. Smith moved to authorize the Director to sign a new agreement with the Illinois Funds e-Pay to absorb transaction fees and to purchase a point-of-sale terminal for credit card transactions. Second: Mrs. Taylor.
Roll Call: Aye: Andersson, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0- Motion carried.

The proposed change in Use of Facilities policy was presented. Ms. Caldara noted that staff have had an opportunity to comment on the proposed policy. One staff member recommended shortening this to three or four months to accommodate programming needs and another staff member felt six months would allow groups more time to advertise and plan meetings.
MOTION: Mrs. Taylor moved approve the Use of Facilities policy as presented. Second: Mr. Andersson.
Roll Call: Aye: Andersson, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0-. Motion carried.

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

ANNOUNCEMENTS: Ms. Ower shared the news that she has been appointed Teen Librarian at the Palatine Public Library. She will begin her new job in April.

The meeting adjourned at 7:05 p.m.

Approved: April 28, 2009
Signed: Thomas Rich,President
Attest: Megan Ower, Secretary
Recording Secretary: T. Caldara