Bryan-Bennett Library

Regular Monthly Board Meeting Minutes

September 18, 2018

Call to order

President Jane Gaston called the regular monthly board meeting to order at 6:33 PM with the following trustees present: Tom Champion, Jane Gaston, Joyce Hahn, Lynn Larimer, Joyce Raver, Gayla Wilkerson and Ann Wilzbach. Also in attendance were Library Director Kim Keller and Library Assistant Director Kim Baldridge. Trustees Jack McGuire and Jane Mordecai were absent. There were no visitors.

Secretary’s Report

The minutes of the August 2018 regular monthly board meeting minutes were approved as presented on a motion by Trustee Raver with a second by Trustee Larimer. All present approved.  President Gaston made a request to have the board minutes e-mailed to all board members having e-mail prior to the meetings. A copy will be mailed to those board members who don’t have an e-mail address. Assistant Director Baldridge will attach the minutes to the “reminder” e-mails she sends to the board and mail a copy to the board members not getting “reminder” e-mails.

Treasurer’s Report

The treasurer’s report for September 2018 was presented.  President Gaston instructed Director Keller to remove the $5,000.00 in the Memorial Fund report labeled South Parking Lot project from the Memorial Fund report for next month.  President Gaston requested the magazine subscription report from Assistant Director Baldridge, who then passed out copies to all present. The subject of magazine subscriptions was then tabled until next month so board members could go over the information.  President Gaston requested it be put on next month’s agenda.  A motion to approve the treasurer’s report as presented was made by Trustee Wilzbach with a second by Trustee Wilkerson. All present voted “yes” on roll call.

The bills for September 2018 totaling $17,559.84 were examined and approved on a motion by Trustee Champion with a second by Trustee Wilkerson. All present voted “yes” on roll call.

Committee Reports

1. Finance-President Gaston updated the board on the bank accounts. The Memorial Fund is now called MCSB General Fund. Plans to buy CDS from Edward Jones have been cancelled due to legalities. After a brief discussion, the board decided to leave the Money Market account at People’s State Bank for now and wait for better interest rate opportunities to occur before making a final decision on this account.
2. Policy-None at this time.
3. Personnel-None at this time.
4. Building and Grounds-None at this time.

New Business

1. Holidays, early closing dates in 2019-After a brief discussion on early closing dates, a motion was made by Trustee Champion with a second by Trustee Wilzbach to approve the early closing of the library on the day before Thanksgiving, Wednesday, November 17, 2019, at 3 PM and to close early on New Year’s Eve, Tuesday, December 31, 2019, at 5 PM. All present approved.
2. Early closing dated for Holidays in 2018-A motion to close the library early on the day before Thanksgiving, Wednesday, November 21, 2018, at 3 PM and to close early on New Year’s Eve, Monday, December 31, 2018, at 5 PM was made by Trustee Champion with a second by Trustee Wilzbach. All present approved.

Unfinished Business

1. Approval of bid for South Parking Lot Paving-Director Keller reported on her discussion with City Manager Bill Gruen on the South Parking Lot Project. City Manager Gruen stated to her that it was not necessary to hire engineers and that the project did not meet the criteria for bid letting. After discussing the project, the board decided to accept the bid from Jax Asphalt Company contingent on the company taking a second look at the cracks on the North Parking Lot as some appear not to have been filled completely and contingent on the cost capped at $25,000.00. A motion to accept the bid from Jax Asphalt Company with the contingencies stated above was made by Trustee Raver with a second by Trustee Champion. All present voted “yes” on roll call.
2. Proposal to Filter Computers-Director Keller reported that in order to be able to continue participation in the E-Rate Grant Program the library will need to filter all computers in the Library. After filtering, the Library will then be eligible for reimbursements for internet expenses. The Library currently has Lazerware on contract for IT services. Lazerware will filter the computers for $2.08 per month per computer. There are 9 computers. This makes the cost $18.82 per month or $224.64 per year. A motion to have Lazerware filter all the libraries computer at a cost of $224.64 per year was made by Trustee Raver with a second by Trustee Champion. All present voted “yes” on roll call.

Director’s Report

Director Keller followed up on a question from last month concerning the phone bill. The charges in question were for FAXes.  The library has a long-distance plan that was grandfather in when Wabash obtained ownership from US Sonet. This plan covers the phone line only, not the FAX line. Director Keller recommends leaving this plan for this line as it is. It is a more economical plan than what is currently offered.  Wabash does offer a package plan for the FAX line of unlimited use for long-distance for $64.32 per month. She recommends using the per-use fee for FAXes as the library does not FAX enough to warrant the expense of an unlimited long-distance plan. The board agreed.

Director Keller followed up on a concern from last month concerning the board members who are bonded. Currently the library has a bond in the amount of $120,000 on the Library treasurer. Bond amounts are based on revenue and in order to maintain adequate coverage on the treasurer, the Library would need to increase the current amount by $2,000. This would be the minimum to meet State requirements. The bond costs are $5 per $1,000 that is insured. She recommends increasing the bond by $10,000. This would be an additional cost of $50 for this fiscal year.  If the Board would like to bond the President or Vice President also for $130,000, the cost would be an additional $650 for each officer.  After discussion, a motion was made by Trustee Larimer with a second by Trustee Wilzbach to increase the current bond on the treasurer by only $2,000 in order to be compliant with the State’s minimum standards. All present voted “yes” on roll call.

Director Keller attended an IHLS networking workshop in Mt. Vernon August 28. She took the opportunity to talk with the Heartland staff about them conducting a Salem Board workshop. They felt that this was something that could be arranged but advised there was also special training for trustees at the September 27 membership meeting at the Thelma Keller Conference Center in Effingham. Trustees Champion and Larimer want to attend and Director Keller will register them for the event.

Board Members’ Reports

President Gaston inquired about the installation of the exterior motion light. Director Keller stated that the light itself had only recently arrived and Maintenance person Bryan was scheduled to install the light on Wednesday, September 19.

Vice President Raver had a discussion with City Public Works Director John Pruden about the recently installed water meter at the library.  It was left protruding from the ground by several inches. CPW Director Pruden had his crews here the next day correcting the problem.

Adjournment

The meeting adjourned at 8:52 PM. All present agreed.

Respectfully submitted,

 Gayla Wilkerson                                                                                                                                              BBL Board Secretary