10/25/11 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF
THE ZION-BENTON PUBLIC LIBRARY DISTRICT
October 25, 2011

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

ROLL CALL: Present: George Andersson, Jessica Keddy, Mary Martin, Dana McCarthy, Stephanei Smith and Thomas Rich. Absent: Beverly Mull. Staff present: Nann Blaine Hilyard, Sarah Covey, Debbie Evans and Rosemary Kauth. Visitors present: David Cain and Larry Kreuscher, Milburn Cain & Co.

AGENDA: Mr. Rich presented the agenda.
Motion: Mrs. Smith moved to adopt the agenda as presented. Second: Mr. Andersson. Roll Call: Aye: Andersson, Keddy, Martin, McCarthy, Smith and Rich. Nay: -0- Abstain: -0- Motion carried.

COMMENTS BY VISITORS: Mr. Cain and Mr. Kreuscher presented the 2010 audit and Management Letter. Mr. Kreuscher noted that 2010-2011 showed a $173,600 decrease in net assets and a $10,500 decrease in fund balances, but stated that despite these decreases, the financial position of the District remains strong as cash and investment balances increased by $28,000 to $2,671,000. The total cost of all governmental activities for the year was $2,221,000, with $91,000 paid for by users of the District’s programs and $68,000 paid for by grants and contributions. The remainder was covered by tax payments, TIF rebates, disposition of assets and investment earnings. Mr. Cain commented that they were impressed with the performance of the District’s Business Office staff as they found the accounting records to be well-maintained and in balance.

MINUTES: The minutes of the September 26, 2011 regular meeting were presented.
Motion: Mr. Andersson moved to approve minutes from the September 26, 2011 regular meeting as presented. Second: Mrs. Martin. Roll Call: Aye: Andersson, Keddy, Martin, McCarthy, Smith and Rich. Nay: -0- Abstain: -0- Motion carried.

The minutes of the September 26, 2011 Executive Session were presented.
Motion: Mr. McCarthy moved to approve minutes from the September 26, 2011 Executive Session as presented. Second: Mrs. Keddy. Roll Call: Aye: Andersson, Keddy, Martin, McCarthy, Smith and Rich. Nay: -0- Abstain: -0- Motion carried.

TREASURER’S REPORT: The treasurer’s report dated September 30, 2011 was presented. Ms. Hilyard presented the Investment Performance Summary.

BILLS: The bills for September/October were presented for approval.
Motion: Mrs. Smith moved to approve payment of checks #35093-#35154, with check #35108 being void, and wire transfers, in the amount of $201,831.56. Second: Mrs. Martin. Roll Call: Aye: Andersson, Keddy, Martin, McCarthy, Smith and Rich. Nay: -0- Abstain: -0- Motion carried.

REPORTS: There was no finance committee report. Ms. Hilyard encouraged Trustees to purchase tickets for the Antiques Appraisal. She reported that the Friends of the Library quilt raffle is going well. Local basketmaker Wendy Driver has donated a large basket and a woven bell to the raffle. Ms. Hilyard said that when John Ahlgrim (District 6 Superintendent) was at the library for a meeting he stopped in to see Mrs. Mull and the After School Project kids. Mrs. Mull will provide attendance figures to include in the monthly statistical report.

LIBRARY DIRECTOR’S REPORT: Ms. Hilyard presented the statistical, narrative, and incident reports for October. Ms. Kauth reported that the two new self-checkouts were installed and that they’ve had a good response. Circulation staff are rotating shifts in Technical Services and staff are being cross-trained.

Accentuate the Positive: Ms. Covey shared the video of the Stuffed Animal Sleepover. She recounted the activities of Teen Read Week, which had 61 participants (up 50% from last year).

COMMUNICATIONS: The following communications were presented:

  • Compliments for employees Luke Rathburn and Peggy Johnson.
  • An answer to a suggestion about the coffee machine being out of order.
  • An answer to a comment that the security tag was placed over content, which is sometimes unavoidable.
  • An answer to a suggestion that the Welcome Packet include basic information for first-time library users. (A revised brochure is in the works).

UNFINISHED BUSINESS:

Ms. Hilyard relayed a message from Mrs. Mull about the progress of changing the procedure for the Group Study Room to allow one person to use it. Ms. Hilyard stated that she was unable to initiate a change in the two days immediately following the September board meeting because she was out of town. She has gathered information from other libraries and consulted with department heads. Changes will be implemented shortly. Mr. McCarthy inquired about the availability of relatively quiet study areas in other parts of the building. Ms. Hilyard stated that the study tables along the perimeter of the adult department are out of the line of traffic and relatively secluded. She also noted the Genealogy room is available to individuals for quiet study.

NEW BUSINESS:

Resolution 11/12-R-1, “Estimate of Funds Needed for the 2011-2012 Fiscal Year” was presented.
Motion: Mrs. Smith moved to adopt Resolution 11/12-R-1, “Estimate of Funds Needed for the 2011-2012 Fiscal Year” and to set the Truth-In-Taxation hearing for November 22, 2011 at 6:30 p.m. at the library. Second: Mrs. Martin. Roll Call: Aye: Andersson, Keddy, Martin, McCarthy, Smith and Rich. Nay: -0- Abstain: -0- Motion carried.

The annual audit was presented.
Motion: Mrs. Martin moved to accept the FY10/11 Annual Audit. Second: Mr. McCarthy. Roll Call: Aye: Andersson, Keddy, Martin, McCarthy, Smith and Rich. Nay: -0- Abstain: -0- Motion carried.

Ms. Hilyard reminded Trustees about the following events:

  • The 6th Annual Corporate Community Spelling Bee on 11/3/11.
  • The Antiques Appraisal on 11/5/11.
  • The 7th Annual Craft Fair on 11/19/11.

ADJOURNMENT:

Motion: Mrs. Martin moved to adjourn the meeting. Second: Mrs. Smith. Roll Call: Aye: Andersson, Keddy, Martin, McCarthy, Smith and Rich. Nay: -0- Abstain: -0- Motion carried.

The meeting adjourned at 7:31 p.m.

Approved: November 22, 2011
Signed: Stephanie Smith, President Pro Tem
Attest: Mary Martin, Secretary

Recording Secretary: Nann Blaine Hilyard