Bryan-Bennett Library

Regular Monthly Board Meeting Minutes

June 20, 2017

Call to order

President Jane Gaston called the regular monthly board meeting to order at 6:34 PM with the following trustees present: Jane Gaston, Joyce Hahn, Lynn Larimer, Joyce Raver, Gayla Wilkerson and Ann Wilzbach. Trustees Tom Champion, Jack McGuire and Jane Mordecai were absent. Also in attendance were Library Director Kim Keller and Assistant Library Director Kim Baldridge. There were no visitors.

Secretary’s Report

The minutes of the May 2017 meeting were approved as presented on a motion by Trustee Raver with a second by Trustee Wilkerson. All present approved.

Treasurer’s Report

The treasurer’s report for June 2017 was presented and approved on a motion by Trustee Wilzbach with a second by Trustee Larimer. All present voted “yes” on roll call.

The bills for June 2017 totaling $17,828.26 were examined and approved on a motion by Trustee Wilzbach with a second by Trustee Larimer. All present voted “yes” on roll call.

A motion to transfer $17,000.00 from the Money Market account into the Checking account for the purpose of paying the June bills was made by Trustee Raver with a second by Trustee Larimer. All present voted “yes” on roll call.

President Gaston suggested only leaving no more than $5000.00 in the checking account after bills are paid in order to collect more interest from the money market account. All present agreed.

Committee Reports

The only committee reporting was the Ad Hoc Remodeling Committee. Chairwoman Raver reported that two tables were purchased for the Reference Room.  Chairs with rack holders were bought for the gym. This completes the remodeling project.  Although possibly painting chairs in the Reference Room and buying art work might still be done but this is not part of the grant.

New Business

A.      Semi-annual vote on Closed Session Minutes-A motion to keep Closed Session Minutes closed was made by Trustee Hahn with a second by Trustee Wilzbach. All present voted “yes” on roll call.

B.      Shall audio recordings of Closed Session Minutes prior to October 2015 be destroyed-After a brief discussion, a motion to destroy audio recordings of Closed Session Minutes prior to JUNE 2015 was made by Trustee Larimer with a second by Trustee Hahn. All present voted “yes” on roll call.

Unfinished Business

A.      Proposed Fiscal Year 2017-2018 Budget-The proposed budget was discussed. A change on page 1, column labeled FY17 Actual, line reading transfer from city gen funds06-4501-00 be changed from $27,500.00 to $50,000.00, thus changing the total in the same column labeled receipts total to $ 277,306.88 was made. A motion to add a line item for a fund to redo the South Parking Lot adding $3000.00 to this fund was made by Trustee Wilzbach with a second by Trustee Wilkerson. All present voted “yes” on roll call. A motion to approve the proposed budget with the above changes except for salaries and contingency expenses was made by Trustee Wilkerson with a second by Trustee Raver. All present voted “yes” on roll call.

Director’s Report

Recent use of the Library by groups providing services to local residents include:  the Lakewood Homeowner’s Association, Barn Quilt Trail of Marion County, CEFS of Effingham, and the Hungry Hearts.

Gloria Bierman represented the Library at the Family Fun Day in the Park. She distributed Library brochures and the Library’s Summer Newsletter, as well as 100 “Paws to Read” plastic bags.

We will be losing Circulation Clerk Erica Gaines in August as she will be getting married and moving to another state. She has not yet turned in her two weeks’ notice. She will be doing this soon.

Director Keller is taking vacation days on June 21, June 26 and July 3.

Director Keller will finalize the Construction Grant’s last report after the last payment check is signed in tonight’s meeting.

The Illinois Public Library Annual Report is due on June 30.

Bryan-Bennett Library passed a pre-application survey for the Reverse Funding Fair through the South-Central Illinois Regional Planning and Development Commission. The grant application will be for shelving. The next phase is to submit a written request via Survey Monkey. From those submitting on Survey Monkey, eight applicants will be selected to make their proposals to a panel of potential funders. Director Keller requested she be allowed to state on the application that the Library has money set aside for this project. A motion to allow $5000.00 of unencumbered funds in the Memorial Fund to be designated for this purpose was made by Trustee Wilkerson with a second by Trustee Hahn. All present voted “yes” on roll call.

Trustee Raver has arranged for a young lady to supplement the City’s efforts to water the library’s flowers.

Mary Bell McMackin contacted Director Keller about donating a picture of the courthouse to the library. The board felt that since it is a picture of the courthouse it would be best if Ms. McMackin donate the picture to them. Director Keller will inform Ms. McMackin.

Staff has worked with new City Finance Director Keli Barrow to prepare for the Fiscal Year 2017 audit.

A summary of the Summer Reading Program written by Sherry Daniels is printed on the back of the Director’s Report.

Board Members’ Reports

Trustee Raver reported on the installation of panic buttons. She contacted Security Alarm about the installation and monitoring of the buttons. They quoted a $475 installation fee and a $273 per year monitoring fee. These prices represent a major discount for the Library. This amount would get the library 3 buttons. The equipment would then belong to the Library and any damage that may occur would be an expense for the Library. A motion to accept the proposal as presented by Trustee Raver was made by Trustee Raver with a second by Trustee Hahn. All present voted “yes” on roll call. Trustee Raver will notify Security Alarm of the decision.

President Gaston inquired if the board would like to discuss employee raises and the contingency expenses for this calendar year or table the matter for next month. The board decided to discuss the topics at this meeting. A motion for a 3% raise for all employees employed longer than one year, with a 3% raise to all employees employed less than one year to be given upon their anniversary date was made by Trustee Wilzbach with a second by Trustee Wilkerson. All present voted “yes” on roll call.

A motion to approve half of the contingency hours listed on the budget with the understanding the issue would be looked at again in September was made by Trustee Larimer with a second by Trustee Raver. All present voted “yes” on roll call.

The board requested a report on any contingency hours used be done by Director Keller halfway through the fiscal year.

Trustee Hahn reported that her husband is doing well and is up and walking after a recent surgery and health issues.

Trustee Larimer reported that Trustee McGuire is out and about on a walker after his injury and surgery last month.

Adjournment

A motion to adjourn the meeting was made by Trustee Raver with a second by Trustee Wilzbach. All agreed. The meeting adjourned at 8:26 pm.

Respectfully submitted,

Gayla Wilkerson

BBL Board Secretary