08/25/09 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
August 25, 2009

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

ROLL CALL: Present: Mr. Andersson, Ms. Fleming, Mrs. Harris, Mr. McCarthy, Mrs. Mull, *Mrs. Smith, and Mr. Rich.  Absent: None.

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 and amended it to add Item X.d Accept policy for sales tables and to move the review of executive session minutes to XI.b – Executive Session.
MOTION: Mr. McCarthy moved to adopt the agenda as amended. Second: Ms. Fleming. Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich.  Nay: -0- Abstain: -0- Motion carried.

COMMENTS BY VISITORS:

There were no visitor comments.

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

TREASURER’S REPORT: The Treasurer’s Report dated July 31, 2009 was presented.  Ms. Hilyard noted that account codes had been transposed so there was an error in reporting for health insurance on pages B3 and C6.  The error will be corrected during the accountant’s next visit.

* Mrs. Smith entered at 6:40 p.m.

BILLS: The bills for August were presented.
MOTION: Mrs. Mull moved to approve payment of checks #33236-33294 and a wire transfer, with check #33241 being void, in the amount of $135,719.60. Second: Mr. Andersson. Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Rich.  Nay: -0- Abstain: Smith. Motion carried.

INVESTMENTS: There were no investments.

REPORTS: There were no Finance Committee or Executive Committee reports.

Mrs. Smith reported that the Friends are sorting for the book sale on 9/26/09 and that two large donations have helped to stock the sale.

Brenda Harris, NSLS Representative, reported that the NSLS Board held a meeting on 8/24/09 to discuss a revised budget and a 16.5% cut in their state aid.  Mrs. Harris’s last day of trustee training is 9/1/09 and NSLS plans to repeat the classes in November and provide online sessions.

Mrs. Mull reported that the After School Program’s first day is 9/14/09.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical, narrative, and incident reports for July and added that Sarah Covey has been hired as the Adult Services Associate.  Department Coordinators gave reports on their open positions.  Rosemary Kauth reported that Luke Rathburn has been promoted from Shelver to Circulation Assistant.

Incident Report: Mrs. Mull requested that the video from the 8/5/09 incident be shown.  Ms. Hilyard reported on a telephone conversation with and her subsequent letter to Mrs. Christina Storino regarding her recent experience at the library.

Accentuate the Positive: Ms. Cramer and Ms. Kauth reported on the Macy’s Museum Adventure Pass program, which starts 9/1/09.  Ms. Kauth added that Beach Park and Zion McDonald’s are participating in Library Card Sign Up Month and giving away an ice cream cone or cookies when presented with a library card.  Ms. Cramer reported that Youth Services is planning a Back-to-School Open House on 9/12/09.

Communications: There were no communications.

UNFINISHED  BUSINESS: There was no unfinished business.

NEW BUSINESS: The Treasurer’s Statement of Cash Receipts and Disbursements for July 1, 2008 through June 30, 2009 was presented.
MOTION: Mrs. Smith moved to accept the Treasurer’s Statement of Cash Receipts and Disbursements for July 1, 2008 through June 30, 2009 as presented. Second: Mrs. Mull. Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Smith, Rich.  Nay: -0- Abstain:-0-. Motion carried.

The Illinois State Library Annual Report for FY2008-2009 was presented.
MOTION: Mrs. Mull moved to approve the Illinois State Library Annual Report for FY2008-2009 as presented. Second: Mrs. Smith. Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Smith, Rich.  Nay: -0- Abstain:-0-. Motion carried.

Ms. Caldara presented a recommendation to contract with Prairie Technology Solutions for IT support.
MOTION: Mrs. Mull moved to approve the recommendation to contract with Prairie Technology Solutions for IT support and to authorize Ms. Hilyard to sign the contract. Second: Mrs. Smith. Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Smith, Rich.  Nay: -0- Abstain:-0-. Motion carried.

Ms. Hilyard presented a proposal to allow organizations to have sales tables in the lobby.  A discussion ensued and trustees approved the concept but asked for a final policy at the September meeting.  Mr. Rich also asked that the library’s attorney approve the policy.
MOTION: Mrs. Smith moved to approve the concept of a sales table in the lobby and to authorize Ms. Hilyard to draft a policy and submit it to the library’s attorney. Second: Mr. Andersson. Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Smith, Rich.  Nay: -0- Abstain:-0-. Motion carried.

Ms. Hilyard presented information on the “Geek the library!” campaign.  Trustees approved ZBPL’s participation.

Ms. Hilyard presented information on group health insurance for 2009-10.  She explained that the health insurance contract is effective October 1.  The broker cannot give a binding quotation when the budget is prepared (May).  The renewal rate for the same benefit level as last year is a 24% increase.    The budget allowed a 12% increase.   The broker presented other options; the one chosen has an increased deductible for the PPO option and an increased office visit payment for the HMO option.  The rate increase is 19.3% over last year; the next additional expense is $1767.

Ms. Hilyard and Ms. Caldara recommend that in the next fiscal year (2010-11) the Board consider instituting an employee contribution for those who elect the PPO plan.    Trustees asked Ms. Hilyard to determine what percentage increase (2010-11) the library could absorb and thus what amount employees would have to pay.

The Per Capita Grant Application for 2010 requires that the board and staff review the library policies.   Mrs. Smith and Mr. McCarthy volunteered to work with Ms. Hilyard to do that review.
MOTION: Mr. McCarthy moved to enter an Executive Session in accordance with 5 ILCS 120/2 (c) (1) to discuss the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the Zion-Benton Public Library District and to discuss minutes of meetings lawfully closed under this Act for semi-annual review of the minutes, and invited Ms. Hilyard to attend. Second: Mrs. Harris. Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Smith, Rich.  Nay: -0- Abstain:-0-. Motion carried.

The meeting reconvened in open session at 8:24 p.m.

MOTION: Mrs. Mull moved to advance time off benefits to employee Johanna Wilemon. Second: Mr McCarthy.Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Smith, Rich.  Nay: -0- Abstain:-0-. Motion carried.

MOTION: Mrs. Smith moved to release the minutes of Executive Sessions from 8/22/95, 8/27/96, 2/24/98, 10/27/98, 11/24/98, 4/25/00, 2/27/01, 4/4/01, 6/25/02, 7/10/02, 7/22/02, 7/31/02, 8/7/02, 8/14/02, 8/21/02, 11/14/02, 5/24/05, 6/21/05, 6/26/05, 10/24/06, 4/24/07, 6/19/07, 6/24/08, 8/26/08, and 9/23/08; and to keep minutes from 9/25/01 closed.  Second: Mrs. Mull. Roll Call: Aye: Andersson, Fleming, Harris, McCarthy, Mull, Smith, Rich.  Nay: -0- Abstain:-0-. Motion carried.

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

Ms. Hilyard reminded Trustees of the Chamber of Commerce mixer at Pinsters Bowling Alley on August 27, Jubilee Days Parade on Labor Day, and Library Palooza on September.  Trustees are encouraged to participate.

Ms. Hilyard distributed a memorandum from Attorney Roger Ritzman with information about the changes to the Illinois Freedom of Information Act that go into effect on 1/1/10.

The meeting adjourned at 8:30 p.m.

Approved: September 22, 2009
Signed:  Thomas Rich, President
Attest:  Brenda Harris, Secretary
Recording Secretary:  Tara Caldara