03/24/15 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
March 24, 2015

President Andersson called the meeting to order at 6:30 p.m.

ROLL CALL
Present: George Andersson; Wendy Driver; Mary E. Martin; Beverly Mull*; Stephanie Smith; and Matthew St. Cyr. Absent: Yadira Guzman. Staff Present: Carol Dolin and Tara Caldara. Visitors present: Jacqueline Holmes, Candidate for Trustee.

AGENDA
Mr. Andersson presented the agenda.
Motion: Mrs. Smith moved to adopt the agenda as presented. Second: Mrs. Driver. Roll Call: Aye: Driver; Martin; Smith; St. Cyr; and Andersson. Nay: None. Abstain: None. Motion carried.

COMMENTS BY VISITORS
There were no visitor comments.

MINUTES
The minutes of the 02/24/15 regular meeting were presented. Motion: Mr. St. Cyr moved to adopt the minutes of the 02/24/15 regular meeting as presented. Second: Mrs. Smith. Roll Call: Aye: Driver; Martin; Smith; St. Cyr. Nay: None. Abstain: Andersson. Motion carried.

The minutes of the 02/24/15 regular meeting executive session were presented. Motion: Mr. St. Cyr moved to adopt the minutes of the 02/24/15 regular meeting executive session as presented. Second: Mrs. Driver. Roll Call: Aye: Driver; Martin; Smith; St. Cyr. Nay: None. Abstain: Andersson. Motion carried.

The minutes of the 03/10/15 Strategic Planning Task Force meeting were presented. Motion: Mrs. Driver moved to adopt the minutes of the 03/10/15 Strategic Planning Task Force meeting as presented. Second: Mr. St. Cyr. Roll Call: Aye: Driver; Martin; Smith; St. Cyr. Nay: None. Abstain: Andersson. Motion carried.

The minutes of the 03/17/15 Strategic Planning Task Force meeting were presented. Motion: Mrs. Driver moved to adopt the minutes of the 03/17/15 Strategic Planning Task Force Meeting as presented. Second: Mrs. Smith. Roll Call: Aye: Driver; Martin; Smith; St. Cyr. Nay: None. Abstain: Andersson. Motion carried.

TREASURERS AND INVESTMENT REPORTS
The Treasurer’s and Investment report for February 2015 was presented.

* Mrs. Mull entered at 6:36 p.m.

BILLS
The list of bills for March-April 2015 was presented for approval. Motion: Mr. Andersson moved to approve payment of wire transfers and checks #39608-39667, in the amount of $168,051.54. Second: Mr. St. Cyr. Roll Call: Aye: Driver; Martin; Smith; St. Cyr; Andersson. Nay: None. Abstain: Mull. Motion carried.

REPORTS
Mrs. Mull reported that the After School Program is on Spring Break but going well. They are planning their annual field trip for June 6. They are considering the Planetarium or the Museum of Science and Industry.

Mrs. Driver reported that the Strategic Planning Task Force has prepared questions for two surveys, one online and the other face-to-face.  These will be ready to distribute with the May-June newsletter. Persons who wish to participate in a focus group may indicate their interest in the survey.

LIBRARY DIRECTOR’S REPORT
Mrs. Dolin presented the statistical, narrative and incident reports for February 2015.  Many more people are attending programs, especially those for families and children.  Black History Month programming was very successful. Mrs. Mull reported that the George Crum, History of the Potato Chip program was a lot of fun. Movie checkouts increased by 19% over last year. The lobby displays and elimination of checkout fees may be factors. All computers have been moved out of the Computer Lab and set up in Adult Services and Youth Services. Construction in the new Hive will begin this week.

COMMUNICATIONS
The following communications were presented:

  • Copies of the library’s placemat ads for the Kiwanis Pancake Breakfast.
  • A receipt from Our Lady of Humility for the donation of three prize bags for their Silent Auction fundraiser on 4/18/15.
  • A response to a patron compliment.
  • An invitation to the Coalition for Healthy Communities 20th Anniversary Celebration on 5/1/15.
  • A thank you from the Community of Character initiative for attending the Community Leaders Breakfast.

ACCENTUATE THE POSITIVE
See the Library Director’s Report.

TRUSTEE DEVELOPMENT
Mrs. Driver presented summary of chapter 14 from Trustee Facts File, Fourth Edition. Trustees were invited to attend Reaching Forward.

UNFINISHED BUSINESS
There was no unfinished business.

NEW BUSINESS
Demand has increased for the meeting rooms and community tables. Staff members have a difficult time finding space for programs. At the same time, an increasing number of reservations result in “no call, no shows,” who tie up the rooms and waste staff time for room setups they do not use. We are also seeing more private parties who refuse to vacate at closing time and trash the rooms so they cannot be turned around in a reasonable amount of time. Mrs. Dolin presented a revised Use of Facilities Policy and Procedure for Board consideration that we hope will address some of these issues. All non-library parties who wish to book the rooms will be charged a nominal fee. Reservations will remain in Pending Status until the fee is paid. Fees must be paid within 7 days of making the reservation or the room will become available again.
Motion: Mrs. Smith moved to approve the Use of Facilities Policy as presented. Second: Mr. St. Cyr. Roll Call: Aye: Driver; Martin; Mull; Smith; St. Cyr; Andersson. Nay: None. Abstain: None. Motion carried.

ADJOURNMENT
Motion: Mr. St. Cyr moved to adjourn the meeting. Second: Mrs. Driver. Roll Call: Aye: Driver; Martin; Mull; Smith; St. Cyr; Andersson. Nay: None. Abstain: None. Motion carried.

The meeting adjourned at 7:15 p.m.

Approved: April 28, 2015

Signed: /s/ George Andersson, President
Attest: /s/ Mary E. Martin, Secretary

Recorded by: Carol Dolin/Tara Caldara