9/22/15 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
September 22, 2015

President St. Cyr called the meeting to order at 6:30 p.m.

ROLL CALL
Trustees: Present: Wendy Driver; Jacqueline Holmes; Beverly Mull; Amy Onan; Dale Ridder [arrived at 6:40]; and Matthew St. Cyr. Absent: Mary Martin. Staff: Ryleigh Busch; Carol Dolin; Tara Caldara; and Elsie Martinez. Visitors: None.

PLEDGE OF ALLEGIANCE

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

COMMENTS BY VISITORS: None.

HEARING FOR THE BUDGET AND APPROPRIATION ORDINANCE FOR FISCAL YEAR 2015-2016
President St. Cyr declared the Public Hearing for the Budget and Appropriation Ordinance for Fiscal Year 2015-2016 open at 6:41 p.m. and invited comments. Mrs. Dolin noted the following typographical errors in the Tentative Budget and Appropriation Ordinance for Fiscal Year 2015-2016 that had been corrected in ORDINANCE-15/16-O-3.

In SECTION 2

  • Salaries Budget amount should be $1,031,025 instead of $1,030,000
  • Other Funds Total should be $768,340 instead of $542,904

In SECTION 4.b

  • Taxes should be $2,078,958 instead of $2,018,818
  • Corporate Replacement Tax should be $80,000 instead of $90,000
  • Interest should be $10,665 instead of $13,325
  • Fines, Fees, Gifts, Other should be $63,350 instead of $80,900

No additional comments were made. President St. Cyr declared the Public Hearing closed at 6:47 p.m.

MINUTES
The minutes of the 08/25/15 regular meeting were presented.
Motion: Mrs. Mull moved to approve the minutes of the 8/25/15 regular meeting as presented. Second: Mrs. Driver. Roll Call: Aye:  Driver; Holmes; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion Carried.

The minutes of the 8/25/15 executive meeting were presented.
Motion: Mrs. Driver moved to approve the minutes of the 8/25/15 executive meeting as presented.
Second: Ms. Holmes. Roll Call: Aye:  Driver; Holmes; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion Carried.

TREASURERS AND INVESTMENT REPORTS
The Treasurer’s and Investment reports were presented. Approximately 50% of overall revenue is in at 16.7% through the fiscal year. The salary expense line is slightly ahead of budget due to the third payroll in July. We anticipate being back on budget by the end of September. There is a tax objection to the BSM tax from previous years. Ms. Dolin plans to speak with attorney, Mr. Mark Ritzman, on Thursday.

BILLS
The list of bills for August/September 2015 were presented for approval.
Motion:  ­­­­Mrs. Driver moved to approve payment of wire transfers and checks #40044-40107 , in the amount of $171,232.51.  Second: Ms. Onan. Roll Call: Aye:  Driver; Holmes; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion Carried.

REPORTS
Strategic Planning Task Force: Nothing new to report at this time. The task force will meet Tuesday, September 29th at 6:30 p.m. to compile data and plan next steps.

After School Program: Mrs. Mull reported that last week (the first week for the program this year), After School Program had a turnout of 8 children total, 2 of which are 6th and 7th grade homeschoolers.

LIBRARY DIRECTOR’S REPORT
Mrs. Dolin presented the statistical, narrative and incident reports for August and September 2015. There was a big increase in circulation this month. The use of books continues to decline, while use of movies and audio increased. We added many movies and audio recordings in August and patrons are using them. Program attendance decreased slightly in August. eResources use continues to increase, most notably Ancestry and Heritage Quest, which had been declining. Novelist Plus, My Media Mall, eRead Illinois, One Click Digital, Zinio also continue to see increased use. We anticipate more growth in the use of these services as the eServices staff begins to demonstrate and feature them in promotions. The main AT&T data line was upgraded and the router has been ordered. We hope it will be installed in the next few weeks to take advantage of the faster data delivery speed.  Mrs. Washkoviak, Ms. Abron, and Mrs. Elise Martinez promoted the library at many school events in August and said it went very well.  New staff members were hired for administration, adult services, eServices, teen services, and youth services. Circulation has two positions posted to replace college students who left for school. Students plan to substitute during their school breaks to fill in for people who will be on vacation. Delivery of homebound services is increasing and we are exploring ways to add staff to manage the increased workload and ensure staff safety as they travel to homes and facilities in various areas of the district. There was a major continuing education event for all staff, which included active shooter and fire awareness/safety training.  Trustees noted that the incident report is very short and addresses relatively minor incidents. Mr. Moss has been building relationships with the children, being proactive and consistent, which helps to keep incidents to a minimum.

COMMUNICATIONS

The following communications were presented:

  • Jubilee Days Pamphlet
  • Notice of Appointment of Authorized Agent IMRF Form 2.20
  • Crucial Conversations Certificate of Completion: Carol Dolin
  • City of Zion taxing bodies meeting invitation

ACCENTUATE THE POSITIVE

  • Library staff participated in the Coalition for Healthy Community’s Character Walk, which drew more than 500 people. The Zion Police showed the movie Frozen on the library grounds and approximately 25 people attended.
  • Mango languages promotion – Talk like a pirate day was a lot of fun. We look forward to more programs like this that are offered through our online resources.
  • The eServices department is beginning to get up to speed and is offering much needed technical support. We look forward to this growing as the staff gets trained and up to speed.
  • Mrs. Martinez reported on her successful grant application for connecting lives to literature: The grant will cover all training and materials.

TRUSTEE DEVELOPMENT
Short Takes for Trustees is a program sponsored by ALA’s United for Libraries, with access provided by RAILS. When accessed online, trustees and staff experienced problems streaming the videos and they are not available for download. Ms. Dolin asked if trustees would like to use these for trustee development as they had the previous year with the Trustee Fact File. Trustees approved this resource for trustee development and due to the streaming issues with the videos, everybody agreed to use the review and summarize the Resource Handouts. Ms. Onan volunteered to summarize What it Means to be a Trustee, the first of ten sessions, for the October meeting.

UNFINISHED BUSINESS
None.

NEW BUSINESS
President St. Cyr appointed Mr. Ridder as Secretary Pro Tem.

Ordinance 15/16-O-3 “Combined Budget and Appropriation Ordinance for the Zion-Benton Public Library District for the Fiscal Year Beginning July 1, 2015 and ending June 30,2016.”
Motion: Mr. Ridder moved to adopt Ordinance 15/6-O-3. Second: Mrs. Driver.Roll Call: Aye:  Driver; Holmes; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion Carried.

Resolution 15/16-R-2, “Resolution to Determine an Estimate of Funds Needed for 2015-2016 Fiscal Year.”
Motion: Mr. Ridder moved to adopt Resolution 15/16-R-2. Second: Mrs. Driver. Roll Call: Aye:  Driver; Holmes; Mull; Onan; Ridder; and St. Cyr. Nay: None. Abstain: None. Motion Carried.

Traveling Library Policy
Ms. Elsie Martinez outlined concerns about the amount of deliveries and visits Ms. Herrera has to do each month. There is also concern for Ms. Herrera going alone to delivery sites, and for loan periods that cause items to become overdue over the course of a month. Staff is developing policy and procedures that work with other library policies to address the issues. We are also exploring the possibility of partnering with other agencies that deliver home services, such as Meals on Wheels.

Friends Development
Mrs. Mull asked about what is needed to start up this program again. Ms. Dolin and Mrs. Caldara explained that it needs core group of 10-15 people, and some type of activity on a regular basis and/or an appealing project to champion. Friends groups also tend to draw from a pool of volunteers who are very active with other organizations, which limits the amount of time and funding available for library projects.

Ridder volunteered to attend City of Zion Taxing Bodies Meeting.

Driver, St. Cyr, Onan, Dolin, Caldara, and eServices Technology and Instruction Associate Sean Epple plan to attend the upcoming Illinois Library Association Annual Conference in Peoria, Illinois.

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

The meeting adjourned at 7:22 p.m.

Approved:  /s/ Beverly Mull, President Pro Tem
Attest: /s/ Jacqueline Holmes, Secretary Pro Tem

Recording Secretary: Ryleigh Busch/Carol Dolin