6/23/15 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
June 23, 2015

President St. Cyr called the meeting to order at 6:32 p.m.

ROLL CALL
Trustees: Wendy Driver [present]; Jacqueline Holmes [present]; Mary E. Martin [present]; Beverly Mull [present]; Amy Onan [present]; Dale Ridder [present]; and Matthew St. Cyr [present].

Staff: Carol Dolin; Tara Caldara; Elsie Martinez; Sarah Washkoviak; and Dawn Abron. Visitors: None.

COMMENTS BY VISITORS
Mrs. Dolin invited Ms. Abron to report on a Teen Read Week Grant the library was awarded along the theme Get Away (Travel). In October, Teens will read All the Bright Places and Nick and Norah’s Infinite Playlist and travel to area attractions in ways similar to characters in the books. They will also visit with authors via a “Skype-a-rama.”

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

MINUTES
The minutes of the 05/26/15 regular meeting were presented.
Motion: Mrs. Mull moved to approve the minutes of the 05/26/15 regular meeting as presented. Second: Mrs. Driver. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

The minutes of the 06/02/15 finance committee meeting were presented.
Motion: Mrs. Driver moved to approve the minutes of the 06/2/15 finance committee meeting as presented. Second: Mrs. Mull. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

The minutes of the 06/02/15 strategic planning task force meeting were presented.
Motion: Mrs. Driver moved to approve the minutes of the 06/02/15 strategic planning task force meeting as presented. Second: Mrs. Onan. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

TREASURERS AND INVESTMENT REPORTS
Ms. Dolin reported that at 91.7% through the fiscal year the library has collected 99.93% of anticipated revenues and spent 85.17% of anticipated expenditures. Some lines within budget categories are overspent, but all budget categories are within budget overall, except insurance, which also had unanticipated revenues to offset higher than anticipated costs. We anticipate ending the year with a surplus.

BILLS
The list of bills for May/June 2015 was presented for approval.
Motion: Mr. Ridder moved to approve payment of wire transfers and checks #39818-39889, in the amount of $165,014.53. Second: Mrs. Driver. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

REPORTS
Finance Committee: See committee meeting minutes.

After School Program: Mrs. Mull reported that she took students to the Museum of Science and Industry. The children enjoyed the hump back whales, coal car, and other exhibits. The trip was a great success.

Strategic Planning Task Force: Ms. Driver reported that has contacted several businesses in the area to see if trustees can staff tables outside their businesses to gather input from the community about the library. She will be at Nostalgia Days to distribute the community survey and will report on her findings next month.

LIBRARY DIRECTOR’S REPORT

Mrs. Dolin presented the statistical, narrative and incident reports for May 2015. She also spoke about Rosemary Kauth’s retirement party, which was attended by trustees, staff, colleagues from other libraries, Rosemary’s family, and friends.

Communications: None this month.

Accentuate the Positive: Ms. Caldara reported on a lexile searching feature that was added to the catalog. This feature will enable us to more effectively help teachers and caregivers find materials suited to their students’ reading levels.

UNFINISHED BUSINESS

Revised bylaws: The bylaws were presented with the revisions requested during the May 2015 meeting.
Motion: Mrs. Driver moved to approve the revised bylaws as presented. Second: Mr. Ridder. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

IMRF Unfunded Liability: Analyses of the library’s current financial status and the effect of paying down IMRF unfunded liability may affect the IMRF rate paid during the following fiscal years were presented for Board consideration. Mrs. Dolin consulted with the library’s financial advisors and confirmed that the library has sufficient cash flow to pay down some of the unfunded liability to reduce the future IMRF rate.
Motion: Mr. Ridder moved to: 1) reinvest $260,000 in a CD as recommended by the financial advisor; 2) pay $100,000 toward the IMRF unfunded liability before the end of FY 2014-15 using surplus funds; 3) pay $150,000 toward the IMRF unfunded liability before January 1, 2016, if cash flow permits.  Second: Mr. St. Cyr. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

NEW BUSINESS

Ordinance 14/15-O-4: Prevailing Wage Rates:
Ordinance 14/15-O-4: Prevailing Wage Rates was presented for the Board’s consideration. Mr. Ridder confirmed that this is required by the state.
Motion: Mrs. Driver moved to adopt Ordinance 14/15-O-4 as presented. Second: Mr. St. Cyr. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Appointment to audit secretary’s minutes:
Mr. Ridder and Mrs. Holmes volunteered to audit the secretary’s minutes.

Authorize Treasurer to approve final list of bills for FY 14/15:
Motion: Mr. Ridder moved to authorize Mrs. Driver to approve the final list of bills for FY 14/15. Second: Mrs. Mull. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Schedule of FY 15/16 Regular Board Meetings:
Motion: Mr. St. Cyr moved to approve the schedule of FY 15/16 Regular Board Meetings as presented. Second: Mrs. Driver. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Resolution 14/15-R-2: Approve Non-Resident Fee for FY 15/16:
Motion: Mrs. Driver moved to approve the Non-Resident Fee Structure as presented. Second: Mrs. Mull. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Approve the FY 15/16 Proposed Operating Budget:
The finance committee recommended approval of the operating budget as presented and to discuss specific personnel issues in executive session.
Motion: Mrs. Martin moved to approve the proposed operating budget as presented. Second: Mrs. Mull. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Approve New Investment Policy:
The financial advisors recommend adopting a new investment policy rather than revising our existing policy. This policy was presented for board consideration.
Motion: Mrs. Driver moved to approve the minutes of the 06/02/15 strategic planning task force meeting as presented. Second: Mr. Ridder. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Resolution 14/15-R-3: Approving Zion Power Station Agreement:
Mrs. Dolin received a call from the City of Zion on Monday requesting that Trustees and/or staff attend a meeting of the taxiing bodies to discuss the agreement. Mrs. Dolin will be out of state and cannot attend. Mr. St. Cyr, Mrs. Mull, and Mrs. Caldara will attend and report on the meeting at the July meeting.
Tabled until the July 28, 2015 meeting.

EXECUTIVE SESSION

Motion: Mrs. Driver moved to enter Executive session under under 5 ILCS 120/2 (c)(1) at 7:55p.m. and invited Mrs. Dolin to remain. Second: Mrs. Mull. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

Trustees returned to open session at 8:20p.m.

Motion: Mr. St. Cyr. moved to approve the new organizational structure, salaries, and pay scales as proposed. Second: Mrs. Onan. Roll Call: Aye: Driver; Holmes; Martin; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion carried.

ADJOURNMENT

Motion: Mrs. Martin 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 8:30p.m.

Approved: July 28, 2015

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

Recorded by: Carol Dolin/Tara Caldara