10/23/07 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
OCTOBER 23, 2007

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

ROLL CALL:
Present: Mr. Andersson, Mr. Hughes, Mrs. Mull, Ms. Ower*, Mr. Rich, Mrs. Smith, and Mrs. Taylor.*
Absent: None.
Also present were the following: Nann Blaine Hilyard, Director; Tara Caldara, Administrative Services Coordinator; Susan Clark, Adult Services Coordinator; Carol Cramer, Youth Services Coordinator; and Rosemary Kauth, Circulation and Technical Services Coordinator.

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

AGENDA: The agenda was presented.
MOTION: Mrs. Mull moved to adopt the agenda as presented.
Second: Mrs. Smith.
Roll Call: Aye: Andersson, Hughes, Mull, Smith, Rich. Nay: -0- Abstain: -0-
Motion carried.

COMMENTS BY VISITORS: There were no visitor comments.

MINUTES: The minutes of the September 25, 2007, regular meeting were presented.
MOTION: Mr. Andersson moved to approve the minutes of the September 25, 2007, regular meeting as presented.
Second: Mrs. Smith.
Roll Call: Aye: Andersson, Hughes, Mull, Smith, Rich. Nay: -0- Abstain: -0-
Motion carried.

* Ms. Ower entered at 6:35 p.m.
* Ms. Taylor entered at 6:37 p.m.

TREASURER’S REPORT: The Treasurer’s Report dated September 30, 2007 was presented. Ms. Hilyard reported that ‘Referral Income’ on page A2 is the collection agency charge, paid by the patron. She explained the schedule for Personal Property Replacement Tax.

BILLS: The bills for September/October were presented.
MOTION: Mrs. Smith moved to approve payment of a wire transfer and checks #31445 through #31529, with checks #31452, #31512, #31514, #31519 and #31524 being void, in the amount of $154,480.39.
Second: Mrs. Taylor.
Roll Call: Aye: Andersson, Hughes, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0-
Motion carried.

INVESTMENTS: There were no investments.

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

Mrs. Smith reported that the Friends book sale during LibraryPalooza! was a big success and made $249 more than the previous year. She reminded Trustees that the Friends Annual Meeting is Saturday at 10:00 a.m.

Ms. Ower reported that the North Suburban Library System presented Illinois Libraries as 21st Century Technology Leaders at the Illinois Library Association conference.

Mrs. Mull reported that the After School Program planted red tulips at the library last week.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical, narrative, and incident reports for September. Ms. Kauth added that Circulation will use volunteer help to check for items before mailing out notices and to remind patrons that their library cards are about to expire.

Mrs. Taylor remarked that it is a blessing to see all of the community coming together and she thanked the staff, especially Mrs. Clark, for scheduling Make Your Money Work for You. Mrs. Taylor also thanked Ms. Hilyard for her updates on new staff members.

Accentuate the Positive – Ms. Caldara created a scrapbook of LibraryPalooza using digital composition. Ms. Kauth reported that 562 buttons were made at event.

COMMUNICATIONS: The following communications were presented:

– A response to a complaint about reserving the pay-phone chair for those using the pay-phone.
– A response to a complaint about a patron who was unhappy with the time limit on the Express workstation.
– A response to a compliment to the library staff and suggestion about Friday and Sunday hours.
– A memo from attorney Roger Ritzman, regarding Use of Meeting Rooms.
– A “Principal’s Award” from ZBTHS for participating in the 1st Annual Educational Fair.
– A response to a complaint about incorrect fines on a library card.
– A copy of the Fiscal Responsibility Report Card from the Illinois State Comptroller.
– A thank you for being a hold sponsor at the Zion Area Chamber of Commerce’s annual Flamingo Open.
– A response from Representative Melissa Bean regarding Ms. Hilyard’s phone call about the SKILLs Act.

BOARD BRIEFS: Tabled to the November meeting due to technical difficulties.

UNFINISHED BUSINESS: Use of staff names in Incident Reports. Mr. Rich asked each Trustee to state their opinion about using staff names in incident reports.

Mrs. Taylor stated that she appreciates the incident reports because they help keep her aware of what is happening at the library. She believes that the reports have encouraged solutions such as improvements with the Monitor team and the ID checks.

Ms. Ower stated that she wants to balance patron privacy and staff safety with keeping informed. She expressed her concern for minors and is not comfortable with their full names being part of the public record.

Mr. Rich questioned the need for a narrative.

Mr. Hughes stated that his preference is for a narrative and for public information.

Mrs. Mull stated she appreciates the narrative but asked why library card numbers were on this month’s report. Ms. Caldara explained that it was helpful for identification purposes but that it was not intended to be part of the official report.

Mr. Rich stated that he has mixed feelings. He feels that names should not be included in the public document and noted that staff names are not listed on reports for other areas. He stated that he is not comfortable talking about staff in open meetings. If future discussions regarding the incident reports turn to discussions regarding specific staff, he will enter into Executive Session in accordance with the Open Meetings Act.

MOTION: Mrs. Taylor moved to retain the current format of incident reports including all names and excluding library card numbers.
Second: Mrs. Smith.
Roll Call: Aye: Andersson, Hughes, Mull, Smith, Taylor. Nay: Ower, Rich. Abstain: -0-
Motion carried.

NEW BUSINESS: Resolution 07/08-R-1, “Estimate of Funds Needed for FY2007-2008 Fiscal Year,” was presented.
MOTION: Mrs. Mull moved to adopt Resolution 07/08-R-1, “Estimate of Funds Needed for FY2007-2008 Fiscal Year.”
Second: Mrs. Smith.
Roll Call: Aye: Andersson, Hughes, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0-
Motion carried.

Ms. Hilyard presented information on an Electronic Participation Policy. Trustees directed her to draft a policy for approval.

Ms. Hilyard presented information about remodeling and recommended the library issue an RFQ for library remodeling that will a focus on better use of the lobby.
MOTION: Ms. Ower moved to authorize the library to issue an RFQ for library remodeling.
Second: Mrs. Mull.
Roll Call: Aye: Andersson, Hughes, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0-
Motion carried.

ADJOURNMENT:

MOTION: Mrs. Taylor moved to adjourn the meeting.
Second: Mrs. Mull.
Roll Call: Aye: Andersson, Hughes, Mull, Ower, Smith, Taylor, Rich. Nay: -0- Abstain: -0-
Motion carried.

The meeting adjourned at 8:10 p.m.

Approved: November 27, 2007

Signed: Thomas Rich, President
Attest: Megan Ower, Secretary

Recording Secretary: T. Caldara