5/26/15 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
May 26, 2015

Vice-President St. Cyr called the meeting to order at 6:31 p.m.

ROLL CALL
Trustees: Wendy Driver [present]; Mary E. Martin [present]; Beverly Mull [present]; and Matthew St. Cyr [present].

Staff: Carol Dolin; Tara Caldara; Elsie Martinez; and Sarah Washkoviak. Trustee-Elects: Jacqueline Holmes; Amy Onan; and Dale Ridder. Visitors: Family members Barbara and Kendra Ridder; and new staff members Madelynn Austin; Myra Flores; and Garnet Miller.

INSTALLATION OF NEWLY ELECTED TRUSTEES
Mrs. Martin administered the Oath of Office to newly elected and appointed trustees.

ELECTION OF BOARD OFFICERS
Motion: Mrs. Mull moved to appoint Mr. St. Cyr as President Pro Tem for the Election of Board President. Second: Mrs. Driver. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

President Pro Tem St. Cyr opened the nominations for the office of President. Mr. St. Cyr nominated himself. Second: Mrs. Mull. No other nominations were made and Mr. St. Cyr declared the nominations closed. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

President St. Cyr opened the nominations for the office of Vice-President. Mrs. Mull nominated herself. Second: Mrs. Martin. No other nominations were made and Mr. St. Cyr declared the nominations closed. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

President St. Cyr opened the nominations for the office of Secretary. Mrs. Martin nominated herself. Second: Mr. St. Cyr. No other nominations were made and Mr. St. Cyr declared the nominations closed. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

President St. Cyr opened the nominations for the office of Treasurer. Mrs. Martin nominated Mrs. Driver. Second: Ms. Holmes. No other nominations were made and Mr. St. Cyr declared the nominations closed. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Mr. St. Cyr appointed the following committees:

  • Executive Committee: Wendy Driver; Mary Martin; Beverly Mull; and Mr. St. Cyr (chair).
  • Finance Committee: Wendy Driver (chair): Mary Martin; and Dale Ridder.
  • Strategic Planning: Wendy Driver (chair); Jacqueline Holmes; and Amy Onan.

AGENDA
The agenda was presented. Item XIII. Executive Session was deleted.

Motion: Mrs. Driver moved to adopt the agenda as amended. Second: Mrs. Mull. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

COMMENTS BY VISITORS
Mr. Ridder introduced his wife, Barbara, and daughter, Kendra. New staff members Madelynn Austin, Myra Flores, and Garnet Miller introduced themselves to the board and discussed their new positions. Visitors left after comments.

MINUTES
The minutes of the 04/28/15 regular meeting were presented.

Motion: Mrs. Driver moved to approve the minutes of the 04/28/15 regular meeting as presented. Second: Mrs. Martin. Ms. Holmes asked for clarification regarding a statement in the Director’s report. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

TREASURERS AND INVESTMENT REPORTS
The Treasurer’s and Investment report for April 2015 was presented. Ms. Caldara reported that the AT&T issue has still not been resolved but that she and Mrs. Dolin continue to follow up.

Mr. Ridder asked about the negative balance in the Insurance Fund. Ms. Caldara explained that the library joined the Libraries of Illinois Risk Agency last year and that the cost was more than anticipated. She also explained that the previous broker had underinsured the Treasurer’s Bond and that additional staff were notaries and had to be bonded.

BILLS
The list of bills for May-June 2015 was presented for approval.

Motion: Mrs. Mull moved to approve payment of wire transfers and checks #39755-39817, in the amount of $145,118.78. Second: Mrs. Martin. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

REPORTS

After School Program: Mrs. Mull reported that she showed students the red tulips planted outside by a previous class of students.

Strategic Planning Task Force: Ms. Caldara distributed a summary of the survey. Trustees were disappointed that there were only 68 respondents. A meeting will be scheduled to discuss strategies for collecting responses.

Other: Mr. St. Cyr reported that he attended the Reaching Forward Conference with staff and that it was a great experience.

LIBRARY DIRECTOR’S REPORT
Mrs. Dolin presented the statistical, narrative and incident reports for April 2015. Mrs. Mull commented that she was impressed with the community building staff is doing. Mr. Ridder noted his dismay in the amount of incidents.

Communications:

  • Thank you notes from Mrs. Nepstad’s 3rd grade class at Elmwood School.
  • Staff Reaching Forward reports.
  • A peer compliment for Bob, Sandra, Susan, Ben, and Daryn.
  • An anecdote from youth services staff about two kids with their parents working on a puzzle together.
  • A complaint from a patron about library staff.

Accentuate the Positive: Ms. Caldara showed Trustees the Summer Reading Club web page at zblibrary.info/read with the Facebook graphics that patrons could use to declare their support for a particular school.

UNFINISHED BUSINESS
There was no unfinished business.

NEW BUSINESS

Authorization to designate First Midwest Bank as a depository for library funds.

Motion: Mrs. Driver moved to designate First Midwest Bank as a depository for library funds and authorize Matthew St. Cyr, President; Wendy Driver, Treasurer; and Amy Onan, Trustee; to sign as agents for the library’s accounts and to authorize Carol Dolin, Director; Tara Caldara, Assistant Director; Matthew St. Cyr, President; Wendy Driver, Treasurer; and Amy Onan, Trustee, to conduct wire transfers. Second: Mrs. Mull. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Authorization to designate the Illinois Funds as a depository for library funds.

Motion: Mr. St. Cyr moved to designate the Illinois Funds as a depository for library funds and to authorize Matthew St. Cyr, President; Wendy Driver, Treasurer; Carol Dolin, Director; and Tara Caldara, Assistant Director to act as agents for the library’s accounts and to conduct wire transfers. Second: Mrs. Driver. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Authorization to designate TD Ameritrade as a depository for library funds.

Motion: Mr. St. Cyr moved to remove George Andersson and Yadira Guzman as authorized agents. Second: Ms. Holmes. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Motion: Mr. St. Cyr moved that it be RESOLVED, that the President, Vice President, Treasurer, Director, and Assistant Director of this corporation, or any one of such officers, are hereby fully authorized and empowered to open a brokerage account, transfer, endorse, sell, assign, set over and deliver any and all shares of stocks, bonds, debentures, notes, evidences of indebtedness or other securities (including short sales) now or hereafter standing in the name of or owned by this corporation, to purchase stocks, bonds, debentures, notes, evidences of indebtedness and other securities (on margin or otherwise), and to make, execute and deliver, under the corporate seal of this corporation, any and all written instruments necessary or proper to effectuate the authority hereby confirmed. Second: Mrs. Mull. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

IMRF Fund Balance and Employer Rates: Mrs. Dolin noted the projected equity balance in the IMRF Fund for the end of the fiscal year and asked Trustees to consider using the excess funds to pay down a portion of the unfunded IMRF balance to lower the employer rate. Trustees directed Mrs. Dolin to contact IMRF to obtain exact figures.

Review of Bylaws and Authority of Library Trustee Policy: Changes to the Bylaws were recommended to be presented at the June meeting. Proposed changes include:

  • Verifying statements in Article II, Section 5 with the Public Library District Act of 1991.
  • Adding Item II: Pledge of Allegiance to the agenda and renumbering subsequent items.
  • Removing Nominating Committee as a standing committee, as reference in Article V, Section 2.
  • Adding Strategic Planning Committee as a standing committee in Article V, Section 2.
  • Replacing “appoint” with “hire” in Article VI, Section 1.

Set meeting date for Finance Committee: The Finance Committee will meet on 06/02/15 at 4:30 p.m.

Set meeting date for Strategic Planning Task Force: The Strategic Planning Task Force will meet on 06/02/15 at 6:30 p.m.

Mrs. Dolin reported that Rosemary Kauth is retiring in June and that Department Heads have been working with her to examine reorganizing Circulation, ILL, Shelving, and Technical Services staff.

Mr. St. Cyr reminded Trustees that everyone should come to the meeting having already read the board packets, so that business could be conducted efficiently.

ADJOURNMENT

Motion: Mrs. Driver moved to adjourn the meeting. Second: Mrs. Mull. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

The meeting adjourned at 8:21 p.m.

Approved: June 23, 2015

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

Recorded by: Carol Dolin/Tara Caldara