Board Meeting Documents

Sherrard Public Library District Board of Trustees
Regular Meeting
AGENDA
Feb 18, 2014—7PM 200 Fifth St, Sherrard IL

1. Call to Order
2. Roll Call
3. Public Comment
4. Call for agenda
5. Approval of the Agenda
6. Consent Agenda
A. Approval of Minutes to Previous Meetings
B. Treasurer’s Report
7. Director’s Report
8. Unfinished Business

9. New Business
A. Approval to join CMS distribution—Central Management Services of IL redirects used furnishings and equipment.

10 . Adjournment

Next meeting:
March 18 meeting: at the Sherrard Library 7PM

 

MINUTES OF THE NOV, 2013
SHERRARD PUBLIC LIBRARY DISTRICT

Board members in attendance: Barb Ruane, Allen Holdsworth, Molly Kindelsperger, Marnita Curry, Tawnya Werner.
Staff: Dodie Wessel.
Guest: Larry Stone, Wayne McComb.
MOTIONS:
1. Motion by Ruane to approve the Agenda. Second by Curry. Motion carried.
2. Motion by Ruane to approve the Consent Agenda with minutes from the October Board meeting as amended. Second by Kindelsperger. Motion carried.
3. Motion by Ruane to move forward with upgrading the upstairs rooms and handicap access compliable with ADA. Second by Werner. Motion carried.
4. Motion by Ruane to accept with regret the resignation of Stephanie Murphy as Recording Secretary. Second by Kindelsperger. Motion carried.
5. Motion by Ruane to forgo a December Board meeting, and instead, the Board accepts an invitation to the Holiday Open House on December 13th. Second by Kindelsperger. Motion carried.
6. Motion by Kindelsperger to go with Dodie’s recommendations for holiday bonuses. Second by Werner. Motion carried.
7. Motion by Curry to adjourn at 7:53. Second by Kindelsperger.
DISCUSSIONS:
1. Director’s Report:
? Midwest Contracting visited the library to look at the roof and said there are minor flaws on the old side. There were leaks repaired on the new side for $240. Zach noted what he believed to be human feces on the roof. Dodie has found windows open on the old side on more than one occasion. Zach believes that the old roof will last 10 years and has put that in writing. Zach has agreed to do shoveling this winter.
? Dodie rode in the bookmobile lately. For the months of December, January, and February, the bookmobile will only go out on Wednesday morning and alternate between Coyne Center and Matherville Park.
? Megan went to NASA inFlorida for the workshop on STEM.
? The library is preparing for the Pushing the Limits program which will begin in February.
? A newsletter will be going out in November.
? The Astronomy Club moved to the fire station for the last program.
? Dodie requested from the Friends $2,500 to purchase children’s items.
? Dodie noticed there were no carbon monoxide or smoke alarms in the building but has since added them.
? The Mercer County treasurer says she cannot explain why the library owes the money. The State’s attorney is doing an investigation and Dodie will keep the Board informed on the status of this.
2. Unfinished Business:
? Nu-Trend Accessibility Systems, Inc. will be installing the handicap lift and there is a three year warranty on parts. Savari is the manufacturer. Their price is $17,600. Midwest Contracting will stick with their original bid of $19,300 for electrical work with H-VAC, drywall and the preparation for the lift. See Motion 3. All members agreed with going ahead with the upgrade except Curry.
3. Holiday/Year-End Bonuses:
? Part-time employees were not paid for the holidays so Dodie suggests the library reimburses their pay for holiday time off, or, give paid time off. The staff bonuses have already been figured into the budget.

MINUTES OF THE OCTOBER 22, 2013

SHERRARD PUBLIC LIBRARY DISTRICT

Board members in attendance:   Barb Ruane, Allen Holdsworth, Marnita Curry, Brittney Belha, Tanya Werner.

Staff:  Dodie Wessel                                           Public:  Larry Stone.

MOTIONS:

  1. Motion by Belha to approve the Agenda.  Second by Ruane.  Motion carried.
  2. Motion by Curry to approve the minutes from the September Board meeting.  Second by Werner.  Motion carried.
  3. Motion by Curry to adjourn at 7:46.  Second by Belha.

DISCUSSIONS:

  1. Treasurer’s Report:
    • Mercer County sent correspondence to the library stating they overpaid the library $2,000+  in 2012.  Dodie looked through our records and does not believe this to be true.  She sent a copy of our records to them and is waiting for a reply.
  2. Director’s Report:
  • Megan was invited to Florida for a workshop on Mars Mission and will attend that November 14-19.
  • Dodie is working with other Rivershare Libraries and QC Writing Center on getting author Neil Gaiman to visit the QCA.  They are expecting between 1,600-2,000 people.
  • IGNITE was good and Dodie got a lot of ideas and there was a lot of networking.
  • IMRF has begun and employer share will be 9.27% this next year.  A consultant visited with the eligible employees.
  • There is a grant for almost $1 million for the RAILS e-reader project for the entire state of Illinois but Dodie does not want to participate because of the unknown when the grant runs out and the details on this product in the future.
  1. Unfinished Business:
    • There was a discussion on the quality of the roof in the old side of the building where the room upgrade would be.  Larry spoke on the matter and thinks the roof may be beyond repair.  The Board would like to have the roof checked before moving forward on the room upgrade.  This discussion will be tabled until the November meeting.
  2. Items to be placed on the next meeting’s agenda:
    • Roof
    • Upstairs Room Upgrade

      Sherrard Public Library District Board of Trustees

      Regular Meeting

      AGENDA

      Nov 19, 2013—7PM    200 Fifth St, Sherrard IL

       

      1. Call to Order
      2. Roll Call
      3. Public Comment
      4. Call for agenda
      5. Approval of the Agenda
      6. Consent Agenda
        1. Approval of Minutes to Previous Meetings
        2. Treasurer’s Report

      7.   Director’s Report

      8.  Unfinished Business

      A.  Rooms Upgrade: computer lab; meeting room; handicap access          needed; consider & vote bids/estimates

      9.   New Business

      A. Stephanie Murphy’s resignation (recording secretary)

      B. December meeting change to Holiday Open House? Cancel December meeting if no new business is discovered and instead ask Board & Staff to attend Holiday Open House

      10.  Holiday/Year End Bonus’: all staff; figured into budget monies or PTO

      11.  Items for next meeting

      12 . Adjournment

       

      Next meeting: ???

      January meeting: 21st at the Sherrard Library 7PM

       

Sherrard Public Library District Board of Trustees

Oct 22, 2013—7PM    201 Fifth St, Sherrard IL

Regular Meeting

AGENDA

 

  1. Call to Order
  2. Approval of the Agenda
  3. Public Comment
  4. Approval of Minutes to Previous Meetings
  5. Treasurer’s Report
  6. Director’s Report

7.  Unfinished Business

A. Upstairs room(s) upgrade—computer lab; meeting room; handicap access needed; consider & vote bids/estimates

8.   Executive Session

9.   New Business

10.  Items on next month’s agenda:

11.  Adjournment

MINUTES OF THE August 20, 2013

SHERRARD PUBLIC LIBRARY DISTRICT

Board members in attendance:   Barb Ruane, Allen Holdsworth, Molly Kindelsperger, Marnita Curry, Brittney Belha, Tanya Warner.

Staff:  Dodie Wessel

MOTIONS:

  1. Motion by Kindelsperger to approve the Agenda.  Second by Ruane.  Motion carried.
  2. Motion by Curry to appoint Brittney Belha and Tanya Warner as trustees of the Sherrard Public Library District Board.  Second by Kindelsperger.  Motion carried.
  3. Motion by Kindelsperger to approve the minutes from the regular meeting, Advisory Committee meeting, public hearing, and the closed session meeting.  Second by Ruane.  Motion carried.
  4. Motion by Kindelsperger to establish a working cash fund.  Second by Ruane.  Motion carried.
  5. Motion by Kindelsperger to approve the Building and Maintenance ordinance.  Second by Ruane.  Motion carried.
  6. Motion by Ruane to establish an IMRF Fund at 1,000 hours per employee with the library director as the authorized agent.  Second by Kindelsperger.  Motion carried.
  7. Motion by Curry to approve the Budget and Appropriation Ordinance.  Second by Kindelsperger.  Motion carried.
  8. Motion by Kindelsperger to make a 5% wage increase for each employee retroactive to July 1, 2013.  Second by Belha.  Motion carried.
  9. Motion by Curry to keep the CD at 1st Community Bank.  Second by Kindelsperger.  Motion carried.
  10. Motion by Kindelsperger to put the $100,000 that is being saved for the new building into 1st Community Bank of Sherrard as a 12 month CD.
  11. Motion by Curry to approve moving money into one bank account and separating the fund categories by QuickBooks.  Second by Holdsworth.  Motion carried.
  12. Motion by Kindelsperger to adjourn at 8:44.  Second by Belha.

DISCUSSIONS:

  1. Treasurer’s Report:
    • The two computers and a/c repair are the only expenses that are worthy of noting as they are not regular expenses.

 

  1. Director’s Report:
  • The Board took a minute to review the written update given by Dodie.
    • Finance – Marnita Curry, Allen Holdsworth
    • Personnel – Allen Holdsworth, Tanya Warner, Brittney Belha. Barb Ruane
    • Policy – Barb Ruane, Tanya Warner.
    • Technology – Marnita Curry, Molly Kindelsperger.
    • Building and Grounds – Brittney Belha, Molly Kindelsperger.
  1. Unfinished Business:
    • Working Cash Ordinance – See Motion 4.
    • Building and Maintenance Ordinance – See Motion 5.
    • IMRF Ordinance – For the year of 2013, the IMRF will cost the library between $11,000 and $13,000, which is 9.27% of each employee’s salary.  This enrollment is optional.  Should the employee choose to enroll, it will cost 4.5% of their salary.  See Motion 6.
    • Budget and Appropriation Ordinance – See Motion 7.
    • Wage Increases – Per Dodie, we are 20% behind in wages in comparison to the places Dodie checked.  The salary should be approximately 65% of the budget.  The SPLD is not even at 50% of the budget right now.  Dodie is suggesting a 5% increase for each employee.  See Motion 8.
  2. New Business:
    • Committees:
    • Upstairs room(s) upgrade – Midwest Contracting put in a bid of $19,300 for updating two rooms. They also put in a bid for adding a wheelchair lift/ramp (installed by Kone) for $17,600.  The library could furnish these rooms with the current furniture and furnitue stored upstairs.  The discussion on whether to move forward or not will be tabled.
    • CD maturing – The CD is currently at .5% with $14,827.  See Motion 9.
    • Savings – Currently there is $100,000, which is for a future building, at the Bank of Orion.  See Motion 10.
    • Bank accounts – there are multiple bank accounts.  We can have them listed separate in QuickBooks with only one account at the bank.  See Motion 11.
    • Personnel policy – family – Currently in the Personnel policy, it states that family cannot be hired into the SPLD.  Dodie has hired her husband and one son to drive the bookmobile as substitutes and has hired her other son to help in setting up the computers. One son and her husband  have been doing maintenance.  She wanted the Board to be aware of this.  The Board agrees that this is only temporary help and is not going against the Personnel policy.
    • Tires for the bookmobile – The Board give approval to Dodie to work with Larry Stone in getting the two tires replaced for the book mobile.
    • October meeting – Dodie will be at ILA and so the October meeting will be moved to October 22nd.
  1. Items to be placed on the next meeting’s agenda:
    • Levy Ordinance
    • Upstairs Room Upgrade

 

MINUTES OF THE JUNE 11, 2013

SHERRARD PUBLIC LIBRARY DISTRICT

 

Board members in attendance:   Barb Ruane, Allen Holdsworth, Molly Kindelsperger, Marnita Curry

Staff:  Dodie Wessel

MOTIONS:

  1. Motion by Ruane to approve the Agenda.  Second by Kindelsperger.  Motion carried.
  2. Motion by Curry to approve the minutes of the May meeting.  Second by Ruane.  Motion carried.
  3. Motion by Ruane to approve the Treasurer’s Report.  Second by Kindelsperger.  Motion carried.
  4. Motion by Kindelsperger to set the meeting dates for FY 2013/14 on the third Tuesday of each month.  Second by Ruane.  Motion carried.
  5. Motion by Ruane to approve the Prevailing Wage Ordinance.  Second by Holdsworth.  Motion carried.
  6. Motion by Kindelsperger to add Allen Holdsworth as a trustee authorized for banking/checks.  Second by Ruane.  Motion carried.
  7. Motion by Ruane to approve adding eight  computers for a computer lab.  Second by Kindelsperger.  Motion carried.
  8. Motion by Kindelsperger to dissolve the Working Cash fund as of June 30, 2013 transfer to General Fund.  Second by Holdsworth.
  9. Motion by Kindelsperger to adjourn at 8:08.  Second by Holdsworth.

DISCUSSIONS:

  1. Treasurer’s Report:
    • The last of the Mercer County money owed was received.  It was $8,712.00.
    • In the spreadsheet, unemployment insurance is automatically added by QuickBooks but the library does not have unemployment insurance; this is the amount we need to have in liability fund to cover claims.
    • The 12 month CD matures in August so the Board will have to decide what to do with it by the July meeting.
  2. Director’s Report:
  • There are some changes being made in the Children’s Area.
  • Kacy came to the library today.  There is now a new circulation desk computer and there will be two from this day forward.
  • There was a letter sent to the library about preparing for an audit.  There was an audit done last year and since it is supposed to be done every other year, Dodie will call to see if there was a misunderstanding or if there needs to be another audit.
  • The Friends of the Library will have their luau in July as part of the summer reading party instead of its own party.
  • Looking into opening a room upstairs and fixing it up to add more space to the library.  Marnita asked if asbestos would be a concern.  Larry Stone does not think there is any concern for asbestos.  If a lift is added for the stairs to get to this room, the money can come out of the liability fund.
  • Megan got the Lego Club going and there were six children here the other day.
    • The Working Cash Fund is to be used only when an appropriate fund for the expense has been depleted.
    • The board can come to Dodie with suggestions/changes to the budget between now and the July meeting.  At that time, a decision will be made.
  1. Unfinished Business:
    • Set a meeting schedule for FY 2013/14 – See Motion 4.
  2. New Business:
    • Wage Increases – This does not need to be done by July 1st.  Dodie will look into this and there will be a discussion at the next meeting.
    • Prevailing Wage Ordinance – see Motion 7.
    • Tentative Budget and Appropriations Ordinance – A spreadsheet was given to each board member.  A notice will be in the newspaper stating the public can view the tentative budget at the library.  An employee must work 16 hours per week/1,000 per year to receive IMRF.  At this time, employees do not have retirement.
    • Appointment of trustees authorized for banking/checks – see Motion 8.
    • Computer Lab – Kacy said there is plenty of bandwidth for adding 6-8 laptops.  Dodie’s guesstimate is $550-600 per computer for cost.  Kacy estimates they will last 6-8 years.  See Motion 9.
    • Dissolve Working Cash Fund – See Motion 10.
  1. Items to be placed on the next meeting’s agenda:
    • Budget Ordinance
    • Appoint Tawnya Werner to board.

 

 

 

MINUTES OF THE APRIL 16, 2013

SHERRARD PUBLIC LIBRARY DISTRICT

 

Board members in attendance:   Clint Ziemer, Lois Watson, Dennis Dean, Marnita Curry, Diann Carran

Staff:  Dodie Wessel.

Guests: Barb Ruane, Allen Holdsworth, Molly Kindelsperger, Wayne McCombs

MOTIONS:

  1. Motion by Curry to approve the agenda as amended.  Second by Dean.  Motion carried.
  2. Motion by Curry to approve the Consent Agenda.  Second by Carran.  Motion carried.
  3. Motion by Ziemer to accept letter of resignation by Diann Carran and declare the board seat vacant.  Second by Carran.  Motion carried.
  4. Motion by Ziemer to appoint Allen Holdsworth and Molly Kindelsperger to the two vacant board seats.  Second by Dean.  Motion carried.
  5. Motion by Dean to agree to Dodie pursuing the Wal-Mart credit card for Dodie and two employees.  Second by Curry.  Motion carried.
  6. Motion by Ziemer to table the discussion regarding paying someone to take board meeting minutes and the new board will have a discussion at the May meeting as to what they would like to do.  Second by Watson.
  7. Motion by Ziemer to approve Fregal database with an amount not to exceed $1,500 per year with a parental policy put in place and having the said policy modeled off the computer usage policy.  Second by Watson.  Motion carried.
  8. Motion by Curry to adjourn at 7:46.  Second by Dean.  Motion carried.

DISCUSSIONS:

  1. Public Comment:
    • Wayne McCombs wanted to know how a new board could be started next month with only two people on it.  Per Clint, there will be two people appointed tonight so there will be four people on the board for the May meeting.  The new board will need to fill three more seats for the board to be full.
  2. Director’s Report:
    • A copy of the Director’s written report was given to each board member and Dodie added a verbal report.
    • The following items were highlighted:
  • May 18th the Friends will be doing BINGO at the fire station.
  • Dodie stated that a grant was received for Juvenile books (ages 0-18) for $5,000 and the money is to be spent by September 30.
  • New seats were installed on the bookmobile.
  • There are raccoons in the building.  Larry is working on getting them out.
  • Friends of the Library will replace the items from the library that were lost in the Sherrard house fire.  The estimated loss is $200.
  • The library needs a children’s librarian to help with children 0-18 and the programs that come with that.  The hours are available per payroll to hire for this position.
  1. President’s Report:
    • The past month has been busy for Clint.  This is the last meeting for many of the current members.  Dianne Graham was unable to attend and sends her thanks to the Board and apologizes she was unable to attend.
  2. Unfinished Business:
    • Carran submitted a letter of resignation and Clint read that aloud to the Board (See Motion 3).  Someone will swear in the new board members at the next meeting and the new board will need to be constituted.
    • The limits for the Wal-Mart credit card can be set for each employee.  The limits will be aprox $1,000 for Dodie, $250-500 for Paula and then $150 for the children’s librarian after she has been employed for 90 days.
  3. New Business:
    • A motion was made to table the discussion of paying someone to take the minutes (See Motion 6).
    • Fregal – The library will get up 35% off depending on how many Rivershare libraries participate.  The price is based on patrons not usage.  They market this as a way to get young people into the library.  There are millions of titles on their database.  A person is scheduled to come into the library to do a demo.  The only concern is a minor downloading a song with explicit lyrics.  Maybe a policy could be in place and a parent/guardian would provide a signature to approve their children to download songs.  This policy would be modeled off the computer usage policy (See motion 7).
    • Dodie is looking into replacing a few computers.  From experience, Clint would recommend NOT renting as was done in the past.
  4. Items to be placed on the next meeting’s agenda:
    • Swearing in new members
    • Organizational meeting (pick officers)
    • Secretary/Recording Secretary

MINUTES OF THE MARCH 19, 2013

SHERRARD PUBLIC LIBRARY DISTRICT

 

Board members in attendance:  Dianne Graham, Clint Ziemer, Lois Watson, Dennis Dean, Marnita Curry, Diann Carran

Staff:  Dodie Wessel.

MOTIONS:

1      Motion by Curry to approve the agenda as amended.  Second by Carran.  Motion carried.

2      Motion by Curry to approve the Consent Agenda.  Second by Watson.  Motion carried.

3      Motion by Carran to transfer all but $100 of the Illinois Funds to the 1st Community Bank.  Second by Dean.  Motion carried.

4      Motion by Ziemer to table the credit card for Wal-Mart/Sam’s Club until the April 2013 meeting.  Second by Carran.  Motion carried.

5      Motion by Watson to adjourn at 8:02.  Second by Ziemer.  Motion carried.

DISCUSSIONS:

1      Director’s Report:

?     A copy of the Director’s Report was given to each board member.  The item discussed was that Dodie asked Larry to start keeping track of what dates/days he performs duties so we can track his billing.  She also asked him to keep his purchases within building maintenance unless he has been given prior approval from the director.  Clint is asking that Larry’s time be monitored because if you track his time you will need to list him as an employee.  Dodie said she is just asking him to put an “L” on the calendar when he is here working.

2      President’s Report:

?     Clint passed out working cash fund information packets to each board member to educate them on the subject.  June 2013 will mark the abolishment of current working cash fund.  There needs to be resolution by July 2013 to start a new working cash fund.  Having this allows you to add an extra tax line to the tax bill.  In July of 2009, the current working cash fund was dissolved and the money was put towards the building loan, mortgage and demolition loan.  On July 30, 2010, it was put into a generalized fund.  2% of the EAV of 1998 district property can be accumulated over the four years.

?     Dodie now does bookkeeping and payroll. Clint says it is going well.

3      Unfinished Business:

?     Building grant status: If we cannot certify the money is there and the state does this again, we will lose our place in line.  We cannot put all the money together at this time.

 

4      New Business:

?     Fundraising ideas: Dodie wanted to see if the board wanted to do fundraisers for the new building.  Dianne Graham showed the Board a Pizza Hut fundraiser.  Most organizations will require it to be a non-profit fundraiser.  The library does have a non-profit ID # through the Illinois Library Association. .

?     IL Funds vs Savings: IL State Treasurer supervises $80,000 in IL funds.  There is an average 0.047% rate.  This is not a deposit-insured account.  Both Bank of Orion and 1st Community are FDIC insured.  There is no penalty in closing the account.  A check will be written so there will be a $0 balance and the account will close.  Lois is concerned with having money in the State right now, due to what has recently happened to the Illinois retired teachers.  Clint only writes one check a year on this account so it would not hurt the library to move it to the bank.  Another option would be to keep $100 in the IL fund just to keep it open and move the rest somewhere else.  If the interest rate went up, it could be moved back (see Motion 3).

?     Credit card for Wal-Mart/Sam’s Club: Dodie is looking for an additional card to use at Wal-Mart and/or Sam’s Club.  Between $150 and $200 is the average spent for a visit at the listed establishments.  Items purchased would be paper plates, napkins, paper towels and craft/office supplies.  Wal-Mart cards itemizes their statements, which Dodie prefers so that what has been purchased is easily viewable.  You can get a card for each employee who would be purchasing supplies (see Motion 4).

?     Open Board Seats: Carran is in without a vote and there are two people on the ballot.  The Board needs four to do anything at a meeting but five for the months Carran is out of town.

5      Items to be placed on the next meeting’s agenda:

?     Credit card for Wal-Mart/Sam’s Club.

?     Meet the new Board candidates.

MINUTES OF THE JANUARY 15, 2013

SHERRARD PUBLIC LIBRARY DISTRICT

 

Board members in attendance:  Dianne Graham, Clint Ziemer, Lois Watson, Dennis Dean, Marnita Curry.

Staff:  Dodie Wessel.

Guest:  Don Moffit (Illinois State representative), Cookie Dean.

MOTIONS:

  1. Motion by Dean to approve the agenda as amended.  Second by Graham.  Motion carried.
  2. Motion by Curry to approve the Consent Agenda.  Second by Dean.  Motion carried.
  3. Motion by Ziemer that the board is willing to comply with the Children’s Internet Protection Act to allow filtering on all public library computers and the Board directs Dodie to move forward in regards to getting this completed.  Second by Curry.  Motion carried.
  4. Motion by Graham to acknowledge Paula as the assistant library director and to give her a bonus of $250.  Second by Curry.  Motion carried.
  5. Motion by Curry to authorize Dodie to use billy pay to do the bookkeeping, financial reports and to pay liabilities.  There will be no changes to the signature card.  Second by Ziemer.  Motion carried.
  6. Motion by Watson to adjourn at 8:02.  Second by Dean.  Motion carried.

DISCUSSIONS:

  1. Public Comment:
  • The current Illinois Blue Book was presented to the library by Don Moffit.
  1. Committee Reports:
    • The new director search was successful.  The new director is Dodie Wessel.
    • The Friends of the Library will hold an Easter Egg Hunt the day before Easter (March 30th).  They will also be selling treats by the pound on February 8th at the library and on August 8th they will be holding a luau.
  2. Director’s Report:
    • Dodie would like the library to become part of the Illinois Library Association 501 (c) (3) to receive grants.  She is asking the board to give her any affiliations with other businesses to help get more money.  It was mentioned that maybe the library could use the Friends of the Library 501 (c) (3) so there is no cost to the library.
    • Paula has a friend who may want to be on the board.  She will talk to him.
    • The flag in the front needs to be replaced.

 

  1. President’s Report:
    • There have been changes to the Open Meeting Act.  We need to add more detail into the agenda so people can get an idea of what we are doing and the minutes need to be placed where the public can view them.  An idea was for them to be posted at the Tiger’s Den and the bank.
    • Anyone that comes onto the board has 90 days to complete their training.  All current board members have completed their training.
  2. New Business:
    • Erate – federal subsidies for Internet & Telecommunications Inet portion requires compliance with the Children’s Internet Protection Act (CIPA)/public computers must be ‘filtered’.  Based on the number of kids in the school district, there are 26.9% of students who receive free lunches.  The library can get 76% back on the Telecommunications & Internet bill ($2,500 per year).  Kacy Kelly said it is not a problem to filter the computers.  Verizon is the company used for the Internet on the bookmobile, Mediacom services the Internet in the library and Frontier services the telephone.  There are 63 days left to get the form in.  Whoever gets their form in first gets the money first.  The board is willing to comply with the Children’s Internet Protection Act to allow filtering on the library computers (see motion 3).
    • The board gave a $100 thank you to Paula at Christmas and would like to give her another gift as a thank you for her work as the interim director (see motion 4).
  3. Items to be placed on the next meeting’s agenda:
    • Invite Barb Ruane to the February board meeting.
    • Discussion on report for grant application for new building.

MINUTES OF THE NOVEMBER 20, 2012

SHERRARD PUBLIC LIBRARY DISTRICT

 

Board members in attendance:  Dennis Dean, Dianne Graham, Marnita Curry, Clint Ziemer, Lois Watson, Diann Carran.

Staff:  Laura Long.

Guest:  Larry Stone.

MOTIONS:

  1. Motion by Carran to approve the agenda as amended.  Second by Graham.  Motion carried.
  2. Motion by Carran to approve the Consent Agenda.  Second by Curry.  Motion carried.
  3. Motion by Curry to approve Ordinance 12-04, Levy Ordinance.  Second by Dean.  Motion carried.
  4. Motion by Clint to adjourn at8:50.

DISCUSSIONS:

  1. Public Comment:
  • The board agrees that it is okay for Larry Stone to represent the Board at the Rock Island County meeting for application of review of taxes.  They will evaluate whether it is a legitimate complaint.  In addition, as far as the landfill assessment, it will cost about $7,000 in taxes per year.

 

 

  1. Committee Reports:
  • The Friends of the Library had their meeting and there will be no Christmas Open House this year.  They will be doing a Valentine’s Day “Sweets for Your Sweetheart” on Friday, February 8th.
  • As far as the Donation/Funding Committee, it was stated that there are professional fund writers and grant writers and Laura forwarded those names to Clint.  Clint has been in contact with the architect and he would be on board with the plans if the Board wants to move forward.
  • In regards to the Unserved Areas Committee, Laura got in touch with Bi-State.  Mercer County is no longer a member of Bi-State because they are municipal government.  Lisa, from Bi-State, spoke with her director and they will create a map with boundaries that list street names.  One will be poster size and there will also be some smaller ones.  The director will see what the project cost is and get back to Paula Graff.  If it is $100 or less it is approved.  If it is greater than $100 the board has to approve first.

 

 

 

 

  1. Director’s Report:
  • The Berwyn Public Library donated a book drop that Larry Stone picked up.  It will be put out in the next week or so.  The library will put a thank you in the newsletter and will forward a copy to the contact person at the Berwyn library.
  • Barb Ruane  will circulate election  petitions replace Sylvia on the board.
  • December 10th at 6:30 there will be a Rivershare Board and Legislative Day.  It will be held at the Davenport Fairmount.  Laura will confirm and send an email to the Board members.
  • Laura went to the TIF joint review board meeting.  There are a lot of questions and not so many answers.

 

  1. President’s Report:
  • Nothing to report.

 

  1. Old Business:
  • Ordinance 12-04 was approved (see Motion 3)
  • Election information – Petitions are due on December 17th.  They need to be turned in to the library.
  • Meeting Schedule for District Events – The board was reminded to attend events around town.  The calendar is available to sign up for the meetings.

 

  1. New Business:
  • Appointment of TIF Joint Review Board Representative – Clint needs official appointed representative from the library board.  Up until now, it has been Laura.  At the very least, one meeting per year that lasts about 45 minutes, at the most, a few meetings per year.  Call Teresa Johnson at City Hall to give name of representative.  A certified letter will be sent.  This appointed person may have someone go in their place if they are unable to attend.  Clint will be the representative.  Laura will call Teresa and let her know.
  • Director’s resignation and new Director search – The board went over documents prepared for director search including a newspaper ad, the job description and letter to schools.  Denny recommends only doing a two week ad and at the end of that period, the ad could be extended, if necessary.  The board agrees to just run the ad one Sunday per Laura’s recommendation because if someone is actively looking for this type of job, they will see the posting right away.  Health benefits or a health savings plan would be an option of something to offer the potential director.  Applications must be received by

 

 

Reviewed the Director requirements that were put into place before Laura was hired.

 

Dianne Graham and Dennis Dean will be our search committee

An ad will be placed in the local newspaper and on the website

Friday, Dec. 14 at 7pm –special meeting to review applicants

Diann Carran talked with Sedona Staffing – we will try on our own first

Reminder of the Christmas Party at O’Melia’s Saturday, Dec. 8 at 5pm

MINUTES OF THE OCTOBER 16, 2012

SHERRARD PUBLIC LIBRARY DISTRICT

 

Board members in attendance:  Dianne Graham, Marnita Curry, Clint Ziemer, Lois Watson, Diann Carran.

Staff:  Paula Graff.

Guests:  Larry Stone, Sylvia Swegle, Tom Swegle.

MOTIONS:

  1. Motion by Graham to approve the agenda as amended.  Second by Curry.  Motion carried.
  2. Motion by Watson to accept resignation of Sylvia Swegle from the Sherrard Public Library District Board.  Second by Carran.  Motion carried.
  3. Motion by Curry to elect Lois Watson as the new Sherrard Public Library District Board Secretary.  Second by Graham.
  4. Motion to Curry to approve the Consent Agenda.  Second by Carran.  Motion carried.
  5. Motion by Ziemer to table the approval of Ordinance 12-04, Levy Ordinance, until the November Board meeting.  Second by Carran.  Motion carried.
  6. Motion by Carran to adjourn at 8:31.

DISCUSSIONS:

  1. Public Comment:
  • Larry Stone talked about Waste Management being given the okay by the EPA to expand their landfill by 42-43 acres.  The EPA has given them a 95 feet limit.  Larry wants to pursue this and see if the fire department or school board would be okay with lowering the levy.  Larry is willing to represent the library board.  The only downside to this is the legal fees.  The purpose in pursuing this is to provide relief for the homeowners affected by this.
  • Larry Stone also mentioned the passing of Mike Hutchins recently and just wanted to ask the Board to remember him and how much he wanted to see the new library built before he passed.

 

  1. Friends of the Library:
  • Nothing to report at this time.

 

 

 

 

 

  1. Committee Reports:
  • The Fundraising/Donation Committee is taking fundraising ideas in two different directions.  They will send a letter to the architect to consider breaking the project into small stages (ex: pouring a slab of concrete).  They are gathering the data of all cardholders and will get a map to show where members live so when the fundraising is done, they know where to look.  Over the winter break, the library will be hiring a college student to help with different tasks around the library.  Laura thought it would be a good idea for this student to work on the project of gathering the data, etc.  Laura is also looking for suggestions on what else this employee could do.  Sylvia suggested finding out the number of people in the Sherrard Public Library District who work at large companies (ex: Alcoa, Deere, Hon).  If this number is significant, the employer may be willing to donate funds to the new library.  The Board should email Laura if they think of any other ideas and Clint will follow-up with this.  In the past, the Board hired a consultant to help with fundraising.  Clint asked if the Board wants to seek help now or wait.  This will be looked into and questions will be asked on cost and what it entails.  Some cost ideas will be gathered and shared at the next meeting.  Larry Sandhouse and Karen Bechears will be meeting the first or second week in November.  Since they were previously on the Board, they will reflect on previous fundraising efforts to keep from re-inventing the wheel this time around.  The last thing noted was that Laura has not heard from Bi-State.

 

  1. Director’s Report:
  • Cecilia attended a webinar for better utilizing the Peek-a-Book system.
  • IPLAR and Per-Capita were turned in.
  • Laura attended a meeting on E-books.
  • The bookmobile broke down again.  Dan got a new alternator and then it was taken in for a new battery.

 

  1. President’s Report:
  • Nothing to report.

 

  1. Old Business:
  • Approval of Ordinance 12-04, Levy Ordinance, will take place at the November meeting as there are still incorrect dates and the amount in the general fund did not include finds and fees.  Clint will update the Ordinance and it will be approved at the November meeting.
  • It was recommended that a person outside of the Board review bank statements to ensure Clint and Marnita stay above questioning.  Diann Carran spoke with her neighbor, Cheryl Johnson, and she said she would be happy to review the bank statements.  Carran will also be present when she does this.  She will be volunteering for this position and will do it at random.  Lois stated that since 95% of the bills are paid online there is no audit trail so someone will also need to look at invoices and verify the amounts that were paid online.  Marnita stated that she does this so that is taken care of.
  • The election information was reviewed and the Board was reminded to get their signatures and to seek Laura if there are any questions.
  • The Board was reminded of the calendar of local events and encouraged to sign up to attend a meeting if they haven’t yet done so.
  • The IPLAR report was signed by Marnita Curry and Dianne Graham and Paula Graff will turn this in to the State.

 

 

  1. Items to be placed on the next meeting’s agenda:
  • Landfill tax issue discussion and give direction to Larry Stone.
  • Ordinance 12-04, Levy Ordinance.

 

MINUTES OF THE SEPTEMBER 18, 2012

SHERRARD PUBLIC LIBRARY DISTRICT

Board members in attendance: Dianne Graham, Sylvia Swegle, Marnita Curry, Clint Ziemer,
Lois Watson, Diann Carran, Dennis Dean.

Staff: Laura Long, director.

Guest: Kim Hoffman, Timmer and Assoc.

MOTIONS:

1.
Motion by Carran to approve the agenda. Second by Watson. Motion carried.
2.
Motion by Carran to approve the Consent Agenda as amended. Second by Graham.
Motion carried.
3.
Motion by Swegle to adjourn at 8:31.
DISCUSSIONS:

1.
Presentation of Audit, Kim Hoffman, Timmer and Associates:
1.
All members were given green folders with the audit information. Kim notes that on the
third page, fourth paragraph down, the most important information is listed. Kim went
through the report with the board. She also noted that cash basis means deposits in and
checks written is expense. On page two, the cash on hand was $316,098 on June 30,
2012. The ’06 and ’07 demolition costs are considered land value as well as library
planning to add asset of the new library (if it goes through), which is where the number
$305,718 comes from.
2.
Kim made a comment from page 10 in the folder. She stated that it is a good idea to look
at budget versus actual monthly.
3.
On Page 13 is the building fund and it was noted that there was no overspending.
4.
On Page 14 is the Social Security Fund and it was noted that this looks good.
5.
2007 was the last time an audit was performed by Kim.
6.
Kim asked the board what the library is doing to keep Clint and Marnita above question,
as they are the ones who have check signing authority. To alleviate the risk of being
questioned, Kim suggested that either Clint is not a check signer, or, that Clint is a check
signer who reviews all outgoing payments but has an accountant do the monthly
bookkeeping and that person would produce financial statements and the President or
Secretary would review.

A check signer should always review the bank statements to ensure they signed
all the checks on the statement. Carran gets copies of the bank statements but not
copies of checks. 95% of the bills are paid online and not written out on a paper
check.
g.
Forty to fifty bills are paid monthly, plus payroll.
h.
The library needs an outside volunteer to check the statements every year. Carran has a
neighbor who used to work for an accounting firm and she will ask her about possibly

taking on this role. This job will take around two hours to complete once a month.
Carran will let the board know of this person’s decision at the October meeting.

2.
Friends of the Library:
7.
The Christmas open house will be December 1st from 1-4 (or 5). There will be photos
with Santa, baked goods available to purchase by the pound and crafts. There will be no
Christmas trees or wreaths this year. There may be silent auctions.
8.
There will be no event for Halloween this year.
3.
Donation/Funding Committee Report:
1.
September 14th the Donation/Funding Committee met. They started organization.
Minutes of this meeting were given to each board member.
4.
Annexation Committee Report:
1.
The Committee decided “annexation” was not a good name so it was renamed Committee
on Unserved Areas.
5.
Presentation from Mid-State Finances:
1.
The presentation did not take place as stated in the Agenda as the representative was
unable to make it to the meeting. This presentation will take place in 2013.
6.
Director’s Report:
1.
Paula is now a notary public. There is no charge for this service and a library card is not
needed. It was $60 to get her notarized and the Board paid for the training. A note will
be added to the window of the library noting a notary public is available. If the use of the
notary public becomes overwhelming, a charge will be enforced.
2.
The library may start selling stamps and flat-rate boxes. This will be a supplement to the
post office, not a replacement. The library will receive a payment for offering this
service. This idea is still a work in progress.
3.
Laura is working on IPLAR and that will be completed soon.
7.
President’s Report:
1.
Laura has made a partial list of meetings for the Board to attend. This is not an
exhaustive list. This will be available in Laura’s office at each meeting. Each board
member will choose a meeting and initial which one they are going to attend.
2.
It was noted that gifts from the Board (example would be flowers for a funeral) cannot be
used with the library money.
8.
Correspondence:
1.
Sylvia Swegle has submitted a letter of resignation. There will be an open board seat
after this meeting is adjourned.
9.
New Business:
1.
First review of Ordinance 12-04, Levy Ordinance
1.This ordinance was given to each member. Laura asked this be reviewed and
will be discussed at the October meeting.

2.
Pumpkin Fest Volunteer Schedule
1.The library needs two volunteers. The first shift will be 10-11:30, which will be
Lois Watson and the second shift is 11:30-1, which will be Diann Carran and then
Marnita will work from 1 until the end. There will be two gift bag raffles (1
adult, 1 child).
10.
Election Information:

1.
If a member is appointed before December, they still have to run in the election but can
sit in the seat until after the election, which is in April 2013. December 17-24 Laura will
know who put their name on the ballot. The board will see if they can find someone to
run. A Statement of Candidacy was given to each board member. On September 25th,
members can start circulating and they have to be returned to Laura by December 1st.
11.
Meeting Schedule for District Events:
1.
As listed in the notes for the President’s Report, Laura has made a partial list of meetings
for the board to attend and this will be in her office.
12.
Items to be placed on the next meeting’s agenda:
1.
Ordinance 12-04

MINUTES OF THE AUGUST 14, 2012

                                              SHERRARD PUBLIC LIBRARY DISTRICT

Board members in attendance:  Diann Carran, Marnita Curry, Dennis Dean, Lois Watson, Clint Ziemer.

 

Staff:  Laura Long, director.

 

MOTIONS:

 

  1. Motion by Carran to approve the agenda.  Second by Graham.  Motion carried.
  2. Motion by Curry to approve the Consent Agenda, as amended.  Second by Watson.  Motion carried.
  3. Motion to approve the Ordinance 12-02 Budget and Appropriations for FY2012-2013 by Curry.  Second by Graham.  Motion carried.
  4. Motion by Graham to adopt FY2012-2013 Sherrard Public Library District Board goals.  Second by Watson.  Motion approved.
  5. Motion by Carran to adjourn at 7:46.

 

DISCUSSIONS:

  1. 1.      Friends of the Library –
  • The luau went very well.  Twenty five children were in attendance and 10 people

played in the bags tournament.  The Friends raised about $500.

  • There is a meeting Friday, August 17th to discuss the next event.  The Friends may help with library events but will probably not do any more of their own events until Christmas.
  1. 2.      Director’s Report –
  • Three staff members have left the library.  A decision was made to hire one person to replace the three with this person having extended hours.  Cecilia will be in charge of all of the Children’s Services, including Story Times, Jump ‘n Play, the monthly book parties, and all mobile branch activities.
  • There was an audit at the end of July and everything looked good.  Laura will send the accountant the last of the items that were requested.  They will have a meeting and if everything goes well, the accountant will be present at the meeting in September.
  • A bond financing company, First Midstate, Inc., will be present at the September meeting to discuss different forms of financing for public library construction projects.
  • RiverShare had their first strategic planning meeting and the next meeting will be held on August 22nd.
  1. 3.      President’s Report –
  • In line with goal number one, Laura has arranged for a financial consultant to meet with the Board at the September meeting to discuss potential financing options for the new library.
  • Clint proposes a committee be set in place to address goal number two, which would be developing a plan for annexation.  Graham volunteered to be on the committee as well as Watson and Ziemer.  The first meeting is set for Tuesday, August 28th at 6:30 to get the committee organized.
  • Goal number three is for the board to attend meetings.  Ziemer will work with Laura to get a calendar to present to the board at the September meeting with a list of opportunities.  The school board, Village of Sherrard, Mercer County, Fire districts and Richland Grove meetings would be good places to meet.  Laura will come up with other places and then the board can prioritize the list.
  1. 4.      Correspondence –
  • § A letter was received from the bank stating the certificate balance is $14,782.54 and is due.  The certificate is currently earning .6% and a discussion was held on whether or not to move it to the Illinois Fund where it would earn .8%.  Lois will talk to her boss and see if the bank would match the .8% so the Library would leave it at the bank.  Lois will advise Clint of the decision.

 

 

 

 

  1. 5.      Old Business –

a. Ordinance 12-02 Budget and Appropriations for FY2012-013 was approved (see motion # 3).  The only change was made in Section 2 on the third page where numbers were changed to represent the current year.

 

b. Goals for FY2012-2013 were adopted (see motion #4).

 

c. Christmas Party Update – will be Saturday, December 8th at O’Melia’s Supper Club at 5 p.m.

  1.       6.            New Business –

                                    a. Review of Supplemental Taxes for Per Capita –

A letter was received from the Secretary of State for Per Capita where the library is required to review supplemental taxes that public libraries may impose.  The Board reviewed the letter and is satisfied with the current taxes.

  1.       7.            Items to be placed on the September agenda –

                                    1. September 18th visitor David Pistorius from First Midstate, Inc.

2. Levy ready for first review.

3. Report from annexation committee meeting.

4. Donation committee report.

5. Calendar of meetings for the district

 

MINUTES OF THE JULY 24, 2012 – SPECIAL BOARD MEETING

SHERRARD PUBLIC LIBRARY DISTRICT

Board members in attendance:  Sylvia Swegle, Marnita Curry, Dianne Graham, Diann Carran, Clint Ziemer, Dennis Dean.

 

Staff:  Laura Long,

 

DISCUSSION:

1)      The library got a letter from the State stating the grant was not received because the State ran out of money.  There are factors that may bring the Sherrard Library higher up on the list with the potentiality of receiving the grant.  However, for the time being, the library needs to review and change the current goals and add new goals, too.

 

2)      Goal 1 currently says to “Secure other sources of funding by July 31, 2012.”  The date is going to be removed but otherwise this goal will remain the same.

 

3)      It is in the best interest of the library to secure the finances of the library.  This is already a work in progress, but we guesstimated how much we could afford to pay for a mortgage payment.  During the next year, Laura will figure out what a comfortable number is to spend on a mortgage.  A financial planner would be in the best interest of the library.  This is more of an administrative task rather than Board related task, so Laura will work on this.  Laura stated the only need for the Board to be involved will be in specifics such as not having a bookmobile garage if need be.

 

4)      Goals 2 and 3 will be left the same (“Develop a plan for annexation and Build community relationships by attending meetings around the District”).

 

5)      Goal 4 is “Develop a financial plan for the construction budget of a new building”.

 

6)      The next step was to come up with another goal.  After some brainstorming, goal 5 is to “Review personnel policies manual and staff evaluation process”.

 

7)      Goal 6, which is “Mobile Branch Outreach/building new patrons and visits”, will be kept the same.  Laura will work on making this more of a goal, less of a statement.

 

8)      Goal 7 is to “Repair, renovate and redecorate the meeting room”.  This is a goal to get more groups to use the room and to repair the leak in the kitchen.

 

9)      Goal 8 is to “Develop Reference Pathfinders on various topics – 10 for adults, 10 for children”.  This is a goal because Laura would love to offer more adult programming but there just is not a good turnout.  A thought for maybe bringing forward the adults is to prepare a pathfinder, which is a compilation of multiple topics for people to view when they are interested in a specific topic.

 

10)  Goal 9 is to “Develop a minimum of 12 adult reader advisory guides.  A reader advisory is

service, which involves suggesting fiction and nonfiction titles to a reader through direct or indirect means.

 

Diann Carran called a motion for adjournment at 7:47.

 

 

The following is a list of public board meeting documents for the Sherrard Public Library District.

FY11-12

FY10-11

FY09-10