10/27/15 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
October 27, 2015

President Pro Tem Mull called the meeting to order at 6:32 p.m.

ROLL CALL
Trustees: Present: Wendy Driver; Jacqueline Holmes; Beverly Mull; Amy Onan; and Dale Ridder [arrived at 6:38 p.m.]. Absent: Mary Martin; Matthew St. Cyr. Staff: Ryleigh Busch, Carol Dolin, Elsie Martinez, Sarah Washkoviak. Visitors: None.

PLEDGE OF ALLEGIANCE

AGENDA
The agenda was presented.
Motion: Mrs. Driver moved to adopt the agenda presented. Second: Ms. Onan. Roll Call: Aye: Driver, Holmes, Mull, Onan. Nay: None. Abstain: None. Motion Carried.

COMMENTS BY VISITORS
None.

MINUTES
The minutes of the September 22, 2015 Regular Board Meeting were presented.
Motion: Mrs. Driver moved to approve the minutes of the September 22, 2015 Regular Board Meeting as presented. Second:  Ms. Holmes. Roll Call: Aye: Driver, Holmes, Mull, Onan. Nay: None. Abstain: None. Motion Carried.

The minutes from the October 20, 2015 Strategic Planning Task Force Meeting were presented. The typographical error was corrected as requested by Mrs. Driver.
Motion: Mrs. Driver moved to approve minutes from the October 20, 2015 Strategic Planning Task Force Meeting. Second: Ms. Holmes. Roll Call: Aye: Driver, Holmes, Mull, Onan. Nay: None. Abstain: None. Motion Carried.

TREASURERS AND INVESTMENT REPORTS
The Treasurer’s and Investment reports were presented. There was a question about zero spending in the per capita expenditures line. Mrs. Dolin explained that we have not spent from per capita budget due to the uncertainty surrounding those funds this year.

BILLS
The list of bills for September-October 2015 was presented for approval.
Motion:  ­­­­Mrs. Driver moved to approve payment of wire transfers and checks #40107-40195 , in the amount of $233,528.79. Second: Ms. Holmes. Roll Call: Aye: Driver, Holmes, Mull, Onan. Nay: None. Abstain: None. Motion Carried.

REPORTS
Strategic Planning Task Force: The majority of comments made by survey respondents consisted of requests to be open on Friday and Sunday. Community input groups will meet on November 17 from 6:30-7:30p.m., with Ms. Holmes and Mrs. Driver, and on November 21 from 10:00-11:00 a.m. with Ms. Onan and Mrs. Mull.

After School Program: Mrs. Mull reported that she and Mrs. Dolin completed and submitted paperwork to CDW to acquire a laptop computer for the after school program.  CDW is interested in partnering with the library to assist with technology needs. They look forward to showcasing this partnership with a nice PR piece. Mrs. Mull is waiting to hear back from them for the official date. After school program went to Kroll’s farm, where they participated in a hay ride, seeing animals and picking out pumpkins.

LIBRARY DIRECTOR’S REPORT
Ms. Dolin presented the statistical, narrative and incident reports for September and October 2015. Movie checkouts continue to increase. Meeting room scheduling for the public has decreased due to the amount of staff led programming. The online payment option to pay meeting room fees has been restored. Sarah Washkoviak reported that kids are getting more comfortable with sharing what they enjoy, which has prompted a number of very successful impromptu programs. Elsie Martinez reported that despite the availability of tech assistance, the reference desk still does a lot of computer and internet basics assistance in the mornings. The boiler has seen intermittent problems and the facilities staff is monitoring it. Jean Klaeren Gross resigned effective early November. Her position is currently posted internally and will be posted externally. The incidence report seemed longer than usual, but it contained almost two months of incidents. There have been no serious problems, just nuisances. Ms. Holmes asked how we prevent suspended patrons from entering. Mrs. Dolin reported that security monitors track suspensions, know the individuals, and remind them that they are not allowed in the library while on suspension. The security monitors performed identification checks during the last week of October. Patrons were allowed to stay, but asked to have their ID’s on them in the future. They will be asked to leave if they do not have identification with them during the next identification check.

COMMUNICATIONS
The following communications were presented:

  • Pictures from the sensory garden planting
  • Mrs. Caldara’s monthly report, with Library eNews old and new formatting
  • Thank you letter from Mrs. Dolin to school principals for Summer Reading Program participation
  • Romario Avila employee compliment card
  • 2015 State of the Youth Report forum invitation from Lake County Workforce Development Board to Mrs. Dolin

ACCENTUATE THE POSITIVE

  • Sensory Garden had a great turnout with children and parent participation.
  • Mrs. Martinez went to the Gente y Cuentos (People and Stories) training session in Princeton, NJ. She received a grant that provides all materials, support, education, and reimbursing up to $800.00 for each of four 8-week sessions for other material needs, such as refreshments or books. ZBPLD is the first Illinois library to participate in this grant.
  • The administration staff has finished with the annual financial audit field work for fiscal year 2014-15.

TRUSTEE DEVELOPMENT
Ms. Onan summarized the Short Takes for Trustees video What it means to be a Trustee. She explained that there are two types of library boards: advisory and governing. In an advisory board, the trustees make suggestions but have no governing power. The director reports either to the mayor, or the city manager. In a governing board, the library’s director reports to the board of trustees and there are legal and fiduciary responsibilities, the trustees hold the public’s trust, and must adhere to a high level of integrity. Zion-Benton Public Library District has a governing board of trustees. Mrs. Driver volunteered to summarize Board Meetings for the November meeting.

UNFINISHED BUSINESS
Traveling Library Policy
Motion: Mrs. Driver moved to approve the traveling library policy. Second: Ms. Onan. Roll Call: Aye: Driver, Holmes, Mull, Onan, Ridder. Nay: None. Abstain: None. Motion Carried.

NEW BUSINESS
Ordinance 15/16-O-4, “Levying Taxes for Corporate Purposes for the Current Fiscal Year Commencing July 1, 2015 and Ending June 30, 2016 for Zion-Benton Public Library District, Lake County, Illinois.”
Motion: Mrs. Driver moved to adopt Ordinance 15/16-O-4. Second: Mr. Ridder. Roll Call: Aye: Driver, Holmes, Mull, Onan, Ridder Nay: None. Abstain: None. Motion Carried.

Intergovernmental Agreement Providing for Risk Management and Authorizing Membership in the Library Insurance Management and Risk Control Combination (LIMRiCC).
Motion: Mrs. Driver moved to adopt the Intergovernmental Agreement Providing for Risk Management and Authorizing Membership in the LIMRiCC. Second: Ms. Onan. Roll Call: Aye: Driver, Holmes, Mull, Onan, Ridder. Nay: None. Abstain: None. Motion Carried.

Notice of Appointment of Authorized Agent for the Illinois Municipal Retirement Fund.
Motion: Ms. Onan moved to appoint Mrs. Dolin as the IMRF authorized agent. Second: Ms. Holmes. Roll Call: Aye: Driver, Holmes, Mull, Onan, Ridder. Nay: None. Abstain: None. Motion Carried.

ADJOURNMENT
Motion:  Mrs. Driver moved to adjourn the meeting. Second: Ms. Onan. Roll Call: Aye: Driver, Holmes, Mull, Onan, Ridder. Nay: None. Abstain: None. Motion Carried.

The meeting adjourned at 7:14 p.m.

Approved: November 24, 2015

Signed: __________________________, President

Attest: __________________________, Secretary

Recording Secretary: Ryleigh Busch/Carol Dolin