06/25/13 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE
ZION-BENTON PUBLIC LIBRARY DISTRICT
June 25, 2013

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

ROLL CALL: Present: George Andersson, Yadira Guzman, Mary Martin*, Beverly Mull, Stephanie Smith and Thomas Rich.  Absent: None. Staff present:  Tara Caldara, Nann Blaine Hilyard, Rosemary Kauth, Elsie Martinez and Sarah Washkoviak. Others present: Matthew St. Cyr, newly appointed trustee.

Mr. Rich appointed Mrs. Smith as Secretary Pro Tem.

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

COMMENTS BY VISITORS:  There were no visitor comments.

MINUTES:  The minutes of the May 28, 2013 regular meeting were presented. Motion:  Mrs. Smith moved to approve minutes from the May 28, 2013 regular meeting as presented. Second: Mrs. Mull.  Roll Call: Aye: Andersson, Guzman, Mull, Smith and Rich.  Nay: -0-. Abstain: -0- Motion carried.

The minutes of the May 28, 2013 Executive Session were presented. Motion:  Mrs. Smith moved to approve minutes from the May 28, 2013 Executive Session as presented. Second: Mr. Andersson.  Roll Call: Aye: Andersson, Guzman, Mull, Smith and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

The minutes of the June 6, 2013 special meeting were presented. Motion:  Mrs. Smith moved to approve minutes from the June 6, 2013 special meeting as presented. Second: Mrs. Mull.  Roll Call: Aye: Guzman, Smith and Rich.  Nay: -0-. Abstain: Andersson and Mull. Motion carried.

The minutes of the June 13, 2013 special meeting were presented. Motion:  Mrs. Mull moved to approve minutes from the June 13, 2013 special meeting as presented. Second: Mr. Andersson.  Roll Call: Aye: Andersson, Guzman, Mull, Smith and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

* Mrs. Martin entered at 6:35 p.m.

TREASURER’S REPORT:  The treasurer’s report and investment report for May 2013 were presented.

BILLS:  The bills for May were presented for approval. Motion:  Mrs. Mull moved to approve payment of wire transfers and checks #37994-#38107, with check #38042 being void, in the amount of $219,440.47.  Second: Mrs. Martin.  Roll Call: Aye: Andersson, Guzman, Martin, Mull, Smith and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

REPORTS:  The Finance Committee met in June to review the FY2013-14 Preliminary Budget.  Minutes will be presented at the July meeting. Mrs. Mull reported that seven children attended the After School Program’s field trip to Millennium Park and the Chicago Cultural Center.  Unfortunately, three children were not able to attend.

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

ACCENTUATE THE POSITIVE: Ms. Caldara reported that 113 participated in the READing Run on June 15, and showed photos of events at the run. Ms. Kauth noted that Shelving Supervisor Paula Pavelski purchased colorful book carts.

COMMUNICATIONS: The following communications were presented:

  • A photo of the Lakeview Preschool visit on 6/19/13 promoting “Have Book—Will Travel!”
  • A copy of the library’s ad in the Spotlight Youth Theater’s program for Godspell.
  • A copy of a photo and caption from the Zion-Benton News of Girls Scouts planting flowers, featuring employee Bob Bigden-Russell’s family.
  • A thank you for supporting the Illinois Library Association as an Institutional member.
  • A compliment for employee Ransford Botchey, thanking him “…for the great service today and working hard for the job you were given….”

TRUSTEE DEVELOPMENT: Mrs. Guzman presented a summary of Chapter 2 from the Trustee Facts File, 4th Edition.

UNFINISHED BUSINESS:  There was no unfinished business.

NEW BUSINESS:

Mr. Rich administered the Oath of Office to Matthew St. Cyr, who was appointed to fill the vacancy left by Dana McCarthy’s resignation.

Mrs. Smith was nominated President Pro Tem.  Mrs. Smith opened the nominations for the office of President. Mr. Rich nominated himself.  Mr. Andersson seconded the nomination.  No other nominations were made and Mrs. Smith declared the nominations closed. Roll Call: Aye: Andersson, Guzman, Smith, St. Cyr and Rich.  Nay: -0-. Abstain: Mull. Motion carried.

Mr. Rich opened the nominations for the office of Vice-President.  Mrs. Mull nominated Mr. Andersson.  Mr. St. Cyr seconded the nomination.  Mr. Rich nominated Mrs. Smith.  No one seconded the nomination. No other nominations were made and Mr. Rich declared the nominations closed. Roll Call: Aye: Andersson, Guzman, Mull, Smith, St. Cyr and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

Mr. Rich opened the nominations for the office of Treasurer.  Mrs. Mull nominated Mrs. Guzman.  Mrs. Smith seconded the nomination. No other nominations were made and Mr. Rich declared the nominations closed. Roll Call: Aye: Andersson, Guzman, Mull, Smith, St. Cyr and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

Mr. Rich opened the nominations for the office of Secretary.  Mrs. Martin nominated herself.  Mr. Rich seconded the nomination. No other nominations were made and Mr. Rich declared the nominations closed. Roll Call: Aye: Andersson, Guzman, Mull, Smith, St. Cyr and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

Mr. Rich appointed the following committees:

  • Executive Committee: Mr. Andersson, Mrs. Guzman, Mrs. Martin and Mr. Rich (chair).
  • Finance Committee: Mrs. Guzman (chair), Mrs. Martin, Mrs. Mull and Mr. St. Cyr.
  • Strategic Planning Task Force: Mr. Andersson, Mrs. Mull, Mr. Rich (chair), Mrs. Smith and Mr. St. Cyr.

Mr. Rich appointed Mrs. Guzman and Mr. St. Cyr to audit the FY12/13 Secretary’s minutes.

The proposed FY2013-14 Preliminary Budget was presented.  Motion:  Mrs. Mull moved to adopt the FY2013-14 Preliminary Budget as presented. Second: Mrs. Smith. Roll Call: Aye: Andersson, Guzman, Mull, Smith, St. Cyr and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

Mrs. Smith moved to authorize the Treasurer to approve the final list of bills for FY12/13. Second: Mrs. Martin. Roll Call: Aye: Andersson, Guzman, Mull, Smith, St. Cyr and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

Ordinance 12/13-O-5, “Ordinance Adopting Prevailing Wage Rates” was presented. Motion:  Mr. St. Cyr moved to approve Ordinance 12/13-O-5, “Ordinance Adopting Prevailing Wage Rates.” Second: Mrs. Mull. Roll Call: Aye: Andersson, Guzman, Mull, Smith, St. Cyr and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

The policy on the non-resident fee was presented for review. Ms. Hilyard presented the per capita method for calculating the fee and recommended that the non-resident fee be set at $135 through June 30, 2014. Motion:  Mrs. Mull moved to set the non-resident fee at $135 through June 30, 2014. Second: Mrs. Martin. Roll Call: Aye: Andersson, Guzman, Mull, Smith, St. Cyr and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

Mr. Rich set the Board Meeting schedule for FY13/14 the following Tuesdays at 6:30 p.m.: July 23, 2013; August 27, 2013; September 24, 2013; October 22, 2013; November 26, 2013; January 21, 2014; February 25, 2014; March 25, 2014; April 22, 2014; May 27, 2014 and June 24, 2014.

Mrs. Hilyard presented a memo asking the Board to approve library cards for members of the Zion Genealogical Society. Motion:  Mrs. Smith moved to approve library cards for members of the Zion Genealogical Society. Second: Mr. Andersson. Roll Call: Aye: Andersson, Guzman, Mull, Smith, St. Cyr and Rich.  Nay: -0-. Abstain: -0-. Motion carried.

EXECUTIVE SESSION: The Board went into Executive Session at 7:56 p.m.
Motion:  Mr. St. Cyr moved to enter an Executive Session to discuss items, in accordance with 5 ILCS 120/2 (c) (21).  Mr. Rich invited Ms. Hilyard and Ms. Caldara 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 8:06 p.m.

Motion:  Mr. Andersson moved to release the minutes of the Executive Sessions from 9/26/11, 10/23/12 and 5/28/13, and to retain the minutes from 3/26/13 and 4/23/13 as closed. Second: Mrs. Mull.  Roll Call: Aye: Andersson, Martin, Smith and Rich.  Nay: -0-. Abstain: Guzman. Motion carried.

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

The meeting adjourned at 8:08 p.m.

Approved: July 23, 2013

Signed: /s/ Thomas Rich, President
Attest: /s/Mary E. Martin, Secretary

Recording Secretary: Tara Caldara