April 13, 2010 Minutes

April 13, 2010

Hudson Area Public Library District

Board of Trustees Meeting

104 W. Pearl Street

Hudson, IL 61748

 

Call to Order and Review of Previous Minutes

 

The Hudson Area Public Library board meeting was called to order by President Judy Lampert at 6:34 PM.   Board Trustees Stacy Shane, Anne Colloton, Eric Cash, Laura Haas and Dee Hinrichsen were present.  Margaret Wolf was absent.  Library Director Kari Garman was also present.    Laura Haas moved that the minutes of the March meeting be accepted after one correction was noted.  Lampert noted that the State Farm donation had not yet been received.  She will check on this.

 

Library Director’s Report

-Garman noted that Ladies Night Out, the Literary Guild, Story time/Tot time and the Mother Daughter book club at the library had all gone well. 

-The library is obtaining newly released DVD’s from Wal-Mart each Tuesday, Garman reported.  Rhonda Johnson stops and picks these up and the library patrons appreciate the current releases.

-Garman’s first library staff meeting was held April 1; they will be held the first Thursday of each month.

-Recruiting continues for a new library staff member.

 

Secretary’s Report

Shane noted that the Board members are to complete the Statutes of Economic Interest and they will then be filed the McLean County Clerk’s office before May 1, 2010.

 

Treasurer’s Report

Haas noted nothing new to report at this time.  At the end of the month Lampert and Haas will meet to adjust some budget line items in the budget due to the changes in library staff etc.

 

Old Business

-The IRS audit was accomplished.  We discovered that we have not been filling out 1099 forms.  This is corrected.  Also, several employees considered contract workers were deemed “employees” by the IRS.  This alters how we pay these people and these changes will be instituted.

 

New Business

-Garman proposed that we change the Personnel Policy to include a fifteen minute break after four hours and a thirty minute break after six hours.  These breaks are required by law.  She also suggested adding vacation time rollover, so if full time employees do not take all of their vacation time in one year, this time will “rollover” to the next year.  Garman suggested twenty days of “rollover.”  She will revise the Personnel Policy and the Board will vote at the next board meeting on these changes.

-Garmin presented new copier proposals she had received from several vendors.  After discussing these options, the Board approved her selection of a Canon copier, from RK Dixon.  She will ask about security options for printing, wireless connection to the printer and will assess the cost of toner versus the service contract.

-Garman presented several options for new computer purchases.  The Board discussed purchasing two desktop and one laptop computer.  The computers need to be purchased by August 1, 2010 according to the Gates Grant’s criteria.  The Board will take action on this at a later date.

-Garman suggested getting an intern to assist in the Hudson History Room.  She has looked into this at ICC and through U. of Illinois.  The Board approved this idea and she will follow through to find a good candidate through one of these programs for the internship.

 

Continued New Business

-The annual Book Sale is coming up.  People starting a volunteer library asked if we would donate our books left over after the sale to their new library.  The Board approved this idea.  

-Cash discussed options for a new mortgage contract with Illini bank.  The Board will consider these options and discuss again at a future date.  Re negotiation of the loan is due in September of 2010.

-Garman is waiting for the issuance of her HAPLD credit card through Illini bank.  Johnson also has a credit card she uses for purchases for the library.

-Sue Franzen’s name needs to be deleted from the safety deposit box at Illini Bank.  Shane so moved and the motion was approved by the Board.

 

Around this time, the lights went out in the library.  Cash had to leave the meeting for family obligations.  Garman left the meeting room to assist with the situation in the main library.  When she returned, the Board moved into an Executive Session at 8:00 PM.

 

The Executive Session concluded at 8:23.  The meeting was adjourned.

 

Respectfully submitted,

Anne Dull Colloton, recording secretary