01/26/16 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
January 26, 2016

President St. Cyr called the meeting to order at 6:32 p.m.

ROLL CALL:
Trustees: Present: Wendy Driver; Jacqueline Holmes; Mary Martin; Amy Onan; Dale Ridder; Matthew St. Cyr
Absent: Beverly Mull
Staff: Ryleigh Busch; Tara Caldara; Carol Dolin; Rosa Herrera; Sarah Washkoviak
Visitors: None.

PLEDGE OF ALLEGIANCE

AGENDA
The agenda was presented.
Motion: Mrs. Onan moved to adopt the agenda as presented. Second: Driver. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

COMMENTS BY VISITORS: None.

MINUTES
The minutes of the November 24, 20015 Regular Board Meeting were presented.
Motion: Mrs. Onan moved to approve the minutes of the November 24, 2015 Regular Board Meeting as presented. Second: Holmes. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

The minutes of the December 15, 2015 Strategic Planning Task Force meeting were presented.
Motion: Mrs. Driver moved to approve the minutes of the 12/15/2015 strategic planning task force meeting as presented. Second: Onan. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

TREASURERS AND INVESTMENT REPORTS
The Treasurer’s and Investment reports for November and December 2015 were presented. The salary expense line is slightly ahead of budget because both 3 payroll months happened in the first six months. Annual audit adjustment will appear in the January 2016 financial reports. There was a question about whether payroll taxes include worker’s compensation. Mrs. Dolin explained that worker’s compensation goes in an insurance budget line.

BILLS
The list of bills for November and December 2015 were presented for approval. It was noted that the first bills in November were approved at the November 2015 Board Meeting.
Motion: Mr. Ridder ­­­­moved to approve payment of wire transfers and checks #40233-40400, in the amount of $194, 407.02. Second: Martin. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

REPORTS
Strategic Planning Task Force: The library has operated for eight years under a Strategic Plan that expired in 2008, but Mrs. Driver acknowledged that staff continue to innovate to provide needed programs. This fiscal year is focused on community engagement; the proposed strategic plan focuses for the next 4 years are: Early Childhood Literacy (2016-2017 and 2018-2019) and Education and Lifelong Learning (2017-2018 and 2019-2020).  Being open on Fridays and Sundays remains a high priority, but it is a goal that must be viable in the long-term before it is implemented. The finance committee will need to examine whether this is feasible. The county assessor estimates a CPI of 0.7% increase for the coming year. This small increase coupled with a potential decline in EAV will likely mean a flat or decreasing budget for the coming year.

LIBRARY DIRECTOR’S REPORT
Mrs. Dolin presented the statistical and narrative reports for November and December 2015. A/V leads the way with usage increases of more than 200% for movies, while the use of books declines. The use of picture books and early readers is increasing right now. J Fiction and Hot Picks Adult Fiction also do well. It is hard to pinpoint exactly where the increases and decreases are due to how our reports are structured. The new CCS director is working on that. The maker fair will have a similar format to the Hogwarts party, with activities all over the library. There will be multiple sewing stations, Little Bits, led light papercrafts, knitting, and more. Our first smart TV is set up in youth services, and the others will be set up in the near future to display graphics and advertise programs. The incident report for November and December 2015, and January 2016 was presented. Trustees asked about several of the incidents and staff provided details as requested.

COMMUNICATIONS
The following communications were presented:

  • Employee Compliments: Joy, Eddie, Susan, Gabe
  • Deanne Lipsey Opinion Card
  • Christmas Village pictures from 2014- no creepy dolls per staff and patron request
  • Lake County Workforce Investment Board and Youth Council 2015 State of the Youth Report
  • ZB Reads I Am Malala Book Discussions and Programs flyer
  • Illinois Funds letter about transferring agent services to U.S. Bancorp Fund Services, LLC
  • E-mail Correspondence between Mark Ritzman and Carol Dolin regarding tax revenue settlement
  • Letter from Sheri L. Jesiel, State Representative regarding the reforms of Illinois Unemployment Insurance Act
  • Thank you letters for magazines and playaways from Sierra group
  • 9 optical illusions
  • Harvard Business Review article: “The Right Way to Hold People Accountable”
  • Coalition for Healthy Communities thank you letters and picture from Spelling Bee

ACCENTUATE THE POSITIVE

  • Hogwarts party was a huge hit, with over 200 participants.
  • Allen and his wife will be honored as community “unsung heroes” of the community for Black History Month
  • Sarah Washkoviak is expecting a baby in July.
  • Amy Onan is expecting a baby in June.

TRUSTEE DEVELOPMENT
Mrs. Martin summarized Short Takes for Trustees #3, Board Ethics. The packet consisted of sample policies of conflicts of interest and ethics, and an ethics statement for a public library board of trustees. Some ethics topics for library employees and board members included in the documents were: respecting opinions, no discrimination, confidentiality, and not using a position for personal gain. We will use these ethics sample policies as we revise our current policies. Mr. St. Cyr volunteered to summarize Short Takes for Trustees #4, Library Advocacy.

UNFINISHED BUSINESS
None.

NEW BUSINESS
IL Funds ePay Banking Authorization Document
ePay is switching from US Bank to Illinois National Bank, so banking authorization must be resubmitted. This document had to be signed by Mr. St. Cyr, Mrs. Driver, and Mrs. Martin.

Ameritrade Certificate Regarding Corporate Resolutions
Motion: Mrs. Driver moved to adopt the Ameritrade Certificate Regarding Corporate Resolution. Second: Ridder. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

Strategic Plan
Motion: Mr. Ridder moved to adopt as presented the Strategic Plan for the years 2016-2020. Second: St. Cyr. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr Nay: None. Abstain: None. Motion Carried.

Mrs. Holmes said Mrs. Mull requested that the library hold a candidates forum in February for the Primary election. She wanted to be sure to put it in the library’s newsletter. Mrs. Dolin explained that the first quarter’s newsletter has already gone out, so it is too late for the March election. The last candidate forum drew such a large crowd that the space available in the library was insufficient. We will reach out to other organizations and co-sponsor a candidate forum in late summer or early fall prior to the General Election in November.

EXECUTIVE SESSION
Motion:  Mrs. Onan moved to enter Executive Session under 5 ILCS 120/2(c)(1), at 7:33 p.m. and invited Mrs. Dolin to remain. Second: St. Cyr. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

The board reconvened in open session at 8:08

Action:
Department coordinator application for unpaid leave of 10 weeks and 1 day following 12-weeks of paid leave under FMLA.
Motion: Mr. Ridder moved to deny approval of the application for 10 weeks and 1 day of unpaid leave. Second: Driver. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

Part-time benefitted staff application for 6-8 weeks of unpaid leave under FMLA
Motion: Mr. Ridder moved to approve the application for unpaid leave under FMLA for a benefitted part-time staff member. Second: Martin. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

Part-time non-benefited staff application for 6-8 weeks of unpaid leave under FMLA
Motion: Mr. Ridder moved to approve the application for unpaid leave under FMLA for a part-time non-benefitted staff member. Second: Driver. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

ADJOURNMENT
Motion: Mrs. Driver moved to adjourn the meeting. Second: Martin. Roll Call: Aye: Driver; Holmes; Martin; Onan; Ridder; St. Cyr. Nay: None. Abstain: None. Motion Carried.

The meeting adjourned at 8:12 p.m.

Approved:  February 23, 2016
Signed: /s/ Matthew St. Cyr, President
Attest: /s/ Mary Martin,  Secretary

Recording Secretary: Ryleigh Bush/ Carol Dolin