07/22/14 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE
ZION-BENTON PUBLIC LIBRARY DISTRICT
July 22, 2014

President Pro Tem Matthew St. Cyr called the meeting to order at 6:31 p.m.

ROLL CALL: Present: Wendy Driver, Yadira Guzman, Mary Martin, Beverly Mull, Stephanie Smith*, and Matthew St. Cyr. Absent: George Andersson. Staff present: Tara Caldara, Elsie Martinez, Rosemary Kauth and Sarah Washkoviak. Visitors present: None.

AGENDA: Mr. St. Cyr presented the agenda and added item IX.f Approve Circulation Policies and Review Procedures.
Motion: Mrs. Mull moved to adopt the agenda as amended. Second: Mrs. Guzman. Roll Call: Aye: Driver, Guzman, Martin, Mull, and St. Cyr. Nay: -0-. Abstain: -0-. Motion carried.

COMMENTS BY VISITORS: There were no visitor comments.

MINUTES: The minutes of the June 24, 2014 regular meeting were presented. Mrs. Driver noted an error on page 2, “Mr. Andersson appointed Mrs. Driver and Mrs. Smith to audit the FY13/14 Secretary’s minutes.” The minutes were corrected to state, “Mr. Andersson appointed Mrs. Driver and Mrs. Smith to audit the FY14/15 Secretary’s minutes.” Motion: Mrs. Guzman moved to approve the minutes from the June 24, 2014 regular meeting as corrected. Second: Mrs. Driver. Roll Call: Aye: Driver, Guzman, Martin, Mull, and St. Cyr. Nay: -0-. Abstain: -0-. Motion carried.

The minutes of the June 24, 2014 Executive Session were presented. Motion: Mrs. Guzman moved to approve the minutes from the June 24, 2014 Executive Session as presented. Second: Mrs. Driver. Roll Call: Aye: Driver, Guzman, Martin, Mull, and St. Cyr. Nay: -0-. Abstain: -0-. Motion carried.

TREASURER’S AND INVESTMENT REPORT: The treasurer’s and investment report for June 2014 was presented.

BILLS: The list of bills for 06/30/14 was presented for review. The list of bills for July 2014 was presented for approval. Motion: Mrs. Guzman moved to approve payment of wire transfers and checks #39047-39098, in the amount of $68,082.47. Second: Mrs. Martin. Roll Call: Aye: Driver, Guzman, Martin, Mull, and St. Cyr. Nay: -0-. Abstain: -0-. Motion carried.

* Mrs. Smith entered at 7:00 p.m.

LIBRARY DIRECTOR’S REPORT: Ms. Caldara presented the statistical, narrative and incident reports for June/July and reported on the copier installation, plans for tabling LibraryPalooza this year, an opportunity to partner with Zion Elementary District 6 and plans to participate in the 2014 Zion Community of Character Walk on 9/11/14.

ACCENTUATE THE POSITIVE: Ms. Kauth reported that she has hired Gizelle Barrios as a substitute Circulation Assistant. Gizelle was one of the Zion Township Summer Work Program students.

COMMUNICATIONS: The following communications were presented:

  • Response to a recommendation for a web link.
  • Notice of Richard Shurman’s retirement from CCS.
  • A compliment for Ben from a patron who likes the way he juggles.
  • A comment from a patron about a staff member.
  • A thank you to the board from a staff member for closing the library on Saturday, July 5.
  • A request for records under the Freedom of Information Act from OpenTheBooks.com.
  • Notification that the library has been awarded an FY2015 grant for $8,687 in support of Project Next Generation managed by Dawn Abron.
  • Response to an inquiry about the Craft Fair.
  • Thank you letters for memorial gifts in memory of Tom Allen.
  • A thank you from the Coalition for Healthy Communities to Tara, Ed, Rosa and Spencer for participating in the video that will launch A Community of Character!
  • Thank you cards from students in the Rotary Summer Reading program.
  • Meeting materials from the Libraries of Illinois Risk Agency meeting on 7/11/14.

UNFINISHED BUSINESS: There was no unfinished business.

NEW BUSINESS:

Ordinance 14/15-O-1, “Ordinance Determining to Levy an Additional Tax of 0.02% for the 2014-2015 Fiscal Year” was presented. Motion: Mrs. Smith moved to approve Ordinance 14/15-O-1, “Ordinance Determining to Levy an Additional Tax of 0.02% for the 2014-2015 Fiscal Year.” Second: Mrs. Martin. Roll Call: Aye: Driver, Guzman, Martin, Mull, Smith, and St. Cyr. Nay: -0- Abstain: -0- Motion carried.

The Tentative Budget and Appropriation Ordinance was presented. The Notice of Public Hearing will be published in the Zion-Benton News on 07/24/14 so that the public hearing can be held at 6:30 p.m. on 08/26/14. Motion: Mrs. Smith moved to approve the Tentative Budget and Appropriation Ordinance, to publish the Notice of Public Hearing, and to hold the public hearing, as required by law. Second: Mrs. Driver. Roll Call: Aye: Driver, Guzman, Martin, Mull, Smith, and St. Cyr. Nay: -0- Abstain: -0- Motion carried.

Ms. Caldara presented a request that trustees approve a transfer of $90,000.00 from the Library fund to the Special Reserve fund. Motion: Mrs. Mull moved to approve a transfer of $90,000.00 from the Library fund to the Special Reserve fund. Second: Mrs. Smith. Roll Call: Aye: Driver, Guzman, Martin, Mull, Smith, and St. Cyr. Nay: -0- Abstain: -0- Motion carried.

Ms. Caldara presented information regarding Employee Group Health Insurance and reported that the rate for our current health plan increased by 29.80%. She presented information provided by Linden Group, which included alternative plans. Ms. Caldara recommended that the board approve offering the ACA benefit plans and continue to pay 100% of the employee’s premium for the lowest-cost plan. Motion: Mrs. Guzman moved to approve the recommended ACA plans and to pay 100% of the HSA plan for benefitted employees and allow individuals who select the HMO or PPO plans to pay the difference of their plan premium and the age-based premium of the HSA plan via payroll deduction. Second: Mrs. Smith. Roll Call: Aye: Driver, Guzman, Martin, Mull, Smith, and St. Cyr. Nay: -0- Abstain: -0- Motion carried.

Trustees reviewed Chapter 7, “Collection Management and Resource Sharing” of Serving Our Public 3.0: Standards for Illinois Libraries, 2014. In order to meet the FY2015 Per Capita Grant for State Aid requirements, Trustees analyzed the library’s current budget and determined that revenues and expenditures are not sufficient. For example, the library does not meet the first standard by spending a minimum of 12 percent of its operating budget on materials for patrons and cannot do so unless there is an increase in revenue.

Ms. Kauth presented revised Circulation policies for approval and procedures for review. She outlined the recommended changes in all of them, which make borrowing items easier for our patrons. Motion: Mrs. Smith moved to adopt the revised Interlibrary Loan, Library Cards, Lost and Damaged Material, and Overdue Items policies.  Second: Mrs. Martin. Roll Call: Aye: Driver, Guzman, Martin, Mull, Smith, and St. Cyr. Nay: -0- Abstain: -0- Motion carried.

EXECUTIVE SESSION: Motion: Mrs. Guzman moved to enter into Executive Session, in accordance with 5 ILCS 120/2 (c)(1) with Tara Caldara in attendance. Second: Mrs. Smith. Roll Call: Aye: Driver, Guzman, Martin, Mull, Smith, and St. Cyr. Nay: -0- Abstain: -0- Motion carried.

The board reconvened in open session at 8:11 p.m.

Motion: Mrs. Guzman moved to approve additional increases for selected staff based on outstanding performance. Second: Mrs. Martin. Roll Call: Aye: Driver, Guzman, Martin, Mull, Smith, and St. Cyr. Nay: -0- Abstain: -0- Motion carried.

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

The meeting adjourned at 8:12 p.m.

Approved: August 26, 2014.

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

Recording Secretary: Tara Caldara