08/26/14 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
August 26, 2014

President George Andersson called the meeting to order at 6:32 p.m.

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

AGENDA: Mr. Andersson presented the agenda and added item IX.a Group Health Insurance Update.
Motion: Mrs. Smith moved to adopt the agenda as amended. Second: Mrs. Mull. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

A hearing on the Combined Budget and Appropriation Ordinance was conducted. The notice of the hearing was duly published. No written comments were received, nor did anyone come to the meeting to address the Board regarding Ordinance 14/15-O-2, “Combined Budget and Appropriation Ordinance for the Zion-Benton Public Library District for the Fiscal Year Beginning July 1, 2014, and Ending June 30, 2015.” Mr. Andersson declared the hearing closed.

COMMENTS BY VISITORS: There were no visitor comments.

MINUTES: The minutes of the July 12, 2014 special meeting were presented. Motion: Mrs. Driver moved to approve the minutes from the July 12, 2014 special meeting as presented. Second: Mr. Andersson. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

The minutes of the July 12, 2014 special meeting executive session were presented. Motion: Mrs. Smith moved to approve the minutes from the July 12, 2014 special meeting executive session as presented. Second: Mrs. Martin. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

The minutes of the July 22, 2014 regular meeting were presented. Motion: Mrs. Driver moved to approve the minutes from the July 22, 2014 regular meeting as presented. Second: Mrs. Martin. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

The minutes of the July 22, 2014 regular meeting executive session were presented. Motion: Mrs. Smith moved to approve the minutes from the July 22, 2014 regular meeting executive session as presented. Second: Mrs. Driver. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

The minutes of the July 29, 2014 special meeting were presented. Motion: Mrs. Driver moved to approve the minutes from the July 29, 2014 special meeting as presented. Second: Mrs. Martin. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

The minutes of the July 29, 2014 special meeting executive session were presented. Motion: Mrs. Martin moved to approve the minutes from the July 29, 2014 special meeting executive session as presented. Second: Mrs. Driver. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

The minutes of the July 31, 2014 special meeting were presented. Motion: Mrs. Smith moved to approve the minutes from the July 31, 2014 special meeting as presented. Second: Mrs. Driver. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

The minutes of the July 31, 2014 special meeting executive session were presented. Motion: Mrs. Smith moved to approve the minutes from the July 31, 2014 special meeting executive session as presented. Second: Mrs. Driver. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

TREASURER’S AND INVESTMENT REPORT: The treasurer’s and investment report for June 2014 and July 2014 were presented.  Ms. Caldara explained the corrections on June 2014 report.

BILLS: The list of bills for August 2014 was presented for approval. Motion: Mrs. Smith moved to approve payment of wire transfers and checks #39098-39188, in the amount of $240,113.16. Second: Mrs. Martin. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

REPORTS: Ms. Martin reported on the Libraries of Illinois Risk Agency (LIRA) Mid-Year Full Membership Meeting held on August 20, 2014. Ms. Martin reported that members would need to complete a Loss Control Assessment and have a Hazard Survey completed in 2014.

LIBRARY DIRECTOR’S REPORT: Ms. Caldara presented the statistical, narrative and incident reports for August 2014 and updated Trustees on the installation of the new HVAC heat exchangers. Ms. Mull extended congratulations to Ms. Washkoviak on being named Supervisor of the Year for Zion Township’s Summer Work Program.

COMMUNICATIONS: The following communications were presented:

  • Thank you letters for memorial gifts in honor of Carol Cramer, outlining plans to plant a sensory garden in her honor.
  • A thank you letter for a memorial gift in memory of Tom Allen.
  • A thank you from Carol Dolin for the warm welcome she received during her interview.
  • Peer compliments for Debbie P., Ben (2), Don, and Sara.
  • Suspension notices for Johnson and Woodruff.
  • A report from Gizelle Barrios on her Zion Township Summer Work Program experience.
  • A thank you from the Zion Area Chamber of Commerce for support of “One Spectacular Weekend.”
  • A letter from Zion Elementary District 6 regarding the 2014 Zion Community Schools Forum.
  • A letter of support for the Boys and Girls Club of Lake County.
  • A letter of support to the Illinois 21st CCLC Selection Committee for Zion Elementary District 6.
  • A notification from Niles Public Library District regarding Reciprocal Borrowing.
  • A copy of the 07/23/14 edition of the RAILS e-News, highlighting an announcement listing the library as a recipient of the 2015 Project Next Generation grant.
  • Compliments for Allen, Fran, Elise and Dawn.
  • User feedback stating, “I love the library.”
  • A response to a request for assistance with setting up a school reading club.
  • A response to an incident regarding photographs.
  • A response to Ms. Kauth’s inquiry about handicapped parking along Gabriel Ave.

TRUSTEE DEVELOPMENT: Mr. Andersson presented a summary on Chapter 10: Budgeting and Financial Management from Trustee Facts File, 4th Edition. Mrs. Martin volunteered to present a summary of Chapter 11: Fundraising at the next meeting.

UNFINISHED BUSINESS: Ms. Caldara presented an update on Group Health Insurance. Trustees reviewed the information.

NEW BUSINESS:

The Combined Budget and Appropriation Ordinance was presented. Motion: Mrs. Driver moved to approve Ordinance 14/15-O-2, “Combined Budget and Appropriation Ordinance for the Zion-Benton Public Library District for the Fiscal Year Beginning July 1, 2014 and Ending June 30, 2015.” Second: Mrs. Martin. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

A revised Collection Development Policy was presented for approval and procedures for review. Motion: Mrs. Mull moved to adopt the revised Collection Development Policy.  Second: Mr. Andersson. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

Trustees reviewed the library’s information to be submitted to the Illinois State Library for the 2014 Illinois Public Library Annual Report.

Ms. Martinez presented a request for the library to become an Affiliate Library of the Family Search International Center. Motion: Mrs. Driver moved to approve the request for the library to become an Affiliate Library of the Family Search International Center and to authorize Ms. Caldara to sign the agreement.  Second: Mrs. Smith. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

Trustees reviewed the FY2015 Per Capita Grant for State Aid application.

The Statement of Cash Receipts and Disbursements, July 1, 2013 through June 30, 2014 was presented. Motion: Mrs. Smith moved to approve the Statement of Cash Receipts and Disbursements, July 1, 2013 through June 30, 2014 and to authorize the Treasurer to sign it. Second: Mr. Andersson. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

EXECUTIVE SESSION: Motion: Mr. Andersson moved to enter into Executive Session, in accordance with 5 ILCS 120/2 (c)(1) and ILCS 120/2 (c)(21) with Tara Caldara in attendance. Second: Mrs. Martin. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

The board reconvened in open session at 8:00 p.m.

Motion: Mrs. Smith moved to release the minutes of the Executive Session from 2/25/14, and to retain the minutes from 3/26/13, 4/23/13, 9/24/13, 3/25/14, 5/7/14, 5/27/14, 6/24/14, 7/12/14, 7/22/14, 7/29/14 and 7/31/14 as closed. Second: Mrs. Driver. Roll Call: Aye: Driver, Martin, Mull, Smith, and Andersson. Nay: -0-. Abstain: -0-. Motion carried.

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

The meeting adjourned at 8:01 p.m.

Approved:  September 23, 2014.

Signed:  /s/ Matthew St. Cyr, President Pro Tem
Attest:    /s/ Mary E. Martin, Secretary

Recording Secretary: Tara Caldara