09/24/13 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
September 24, 2013

President Thomas Rich called the meeting to order at 6:32 p.m.

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

AGENDA: Mr. Rich presented the agenda and added item X.d Technology Disaster. Motion: Mrs. Smith moved to adopt the agenda as amended. Second: Mrs. Mull. Roll Call: Aye: Andersson, Guzman, Martin, Mull, Smith, St. Cyr and Rich. Nay: -0-. Abstain: -0-. Motion carried.

COMMENTS BY VISITORS: Volunteer Coordinator Paula Pavelski explained how the Volunteer Program has progressed since she took it over in July. She has added two new teens and two new ongoing volunteers to the program, gets several applications each week and talks to people daily. She explained that the proposed policy revisions will allow more people to give their time to the library.

MINUTES: The minutes of the August 24, 2013 regular meeting were presented. Mrs. Smith noted that Mrs. Mull, who was not in attendance, was erroneously listed as voting on several motions. Ms. Caldara noted that it was a word-processing error. Motion: Mr. St. Cyr moved to approve the minutes from the August 24, 2013 regular meeting as amended. Second: Mrs. Martin. Roll Call: Aye: Andersson, Guzman, Martin, Mull, Smith, St. Cyr and Rich. Nay: -0-. Abstain: -0- Motion carried.

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

BILLS: The bills for September were presented for approval. Motion: Mrs. Martin moved to approve payment of wire transfers and checks #38289-38358, in the amount of $223,973.10. Second: Mrs. Smith. Roll Call: Aye: Andersson, Guzman, Martin, Mull, Smith, St. Cyr and Rich. Nay: -0-. Abstain: -0-. Motion carried.

REPORTS: There were no reports.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical, narrative and incident reports for August. She reported that there were two Shelver positions open. Ms. Caldara played the voice mail message left by the patron who verbally threatened a staff member.

ACCENTUATE THE POSITIVE: Trustees were shown pictures from LibraryPalooza on 9/21/13 and informed about the Declaration of the Right to Libraries and invited Trustees to sign.

COMMUNICATIONS: The following communications were presented.

  • A thank you for the library’s support of the 2013 Backpack and School Supply Drive sponsored by Catholic Charities.
  • A suspension notice for Hardison.

TRUSTEE DEVELOPMENT: Mrs. Smith summarized Chapter 5 from the Trustee Facts File, 4th Edition.

UNFINISHED BUSINESS: There was no unfinished business.

NEW BUSINESS:

Ordinance 13/14-O-3, “Ordinance Correcting Scrivener’s Error in Budget and Appropriation Ordinance for the Fiscal Year 2013-2014,” was presented. Motion: Mrs. Smith moved to adopt Ordinance 13/14-O-3, “Ordinance Correcting Scrivener’s Error in Budget and Appropriation Ordinance for the Fiscal Year 2013-2014,” as presented. Second: Mrs. Martin. Roll Call: Aye: Andersson, Guzman, Martin, Mull, Smith, St. Cyr and Rich. Nay: -0-. Abstain: -0-. Motion carried.

Resolution 13/14-R-1, “Resolution to Determine an Estimate of Funds Needed for 2013-2014 Fiscal Year,” was presented. Motion: Mr. St. Cyr moved to adopt Resolution 13/14-R-1, “Resolution to Determine an Estimate of Funds Needed for 2013-2014 Fiscal Year,” as presented. Second: Mrs. Guzman. Roll Call: Aye: Andersson, Guzman, Martin, Mull, Smith, St. Cyr and Rich. Nay: -0-. Abstain: -0-. Motion carried.

The revised Volunteer Policy and Procedure was presented. Motion: Mr. St. Cyr moved to adopt the Volunteer Policy as presented. Second: Mrs. Mull. Roll Call: Aye: Andersson, Guzman, Martin, Mull, Smith, St. Cyr and Rich. Nay: -0-. Abstain: -0-. Motion carried.

Ms. Caldara presented an update on the Technology Disaster that occurred on 9/21/13 and presented a recommendation to approve quotes provided by Prairie Technology Solutions. Motion: Mr. Rich moved to approve the Technology Recovery Project, as proposed by Prairie Technology Solutions at an approximate cost of $85,837 and to authorize payment of a 50% deposit. Second: Mrs. Martin. Roll Call: Aye: Andersson, Guzman, Martin, Mull, Smith, St. Cyr and Rich. Nay: -0-. Abstain: -0-. Motion carried.

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

The board reconvened in open session at 7:37 p.m.

Motion: Mrs. Mull moved to allow an employee to use benefitted sick time in advance of the employee’s anniversary date. Second: Mrs. Smith. Roll Call: Aye: Andersson, Guzman, Martin, Mull, Smith, St. Cyr and Rich. Nay: -0-. Abstain: -0-. Motion carried.

Mr. Rich announced that he was moving out of the District and tendered his resignation from the library board.

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

The meeting adjourned at 7:45 p.m.

Approved: October 22, 2013
Signed: /s/George Andersson, President Pro Tem
Attest: /s/Mary E. Martin, Mary E. Martin, Secretary

Recording Secretary: Tara Caldara