June 8, 2010 Minutes

June 8, 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 6:30 P.M.  Board Trustees Eric Cash, Dee Hinrichsen, Stacy Shane,

and Margaret Wolf were present.  Laura Haas was “virtually” present via

a tele-conference call.  Anne Colloton was absent.  A quorum was established. Library Director Kari Garman  was also present.  Stacy Shane moved that the minutes of the May 11 meeting be accepted after one correction:  Director Garman will soon receive her new credit card for library use.

Library Director’s Report

Director Garman highlighted her report as distributed.

-The summer reading program has 277 signed up so far and more to come

   before the June 18 deadline.  Last year there were around 200 participants.

-A volunteer will do Tot Time story hour during Sarah McCoy’s maternity leave.

-Gave an invitation to look around the library at new shelving and Gates computers.

President Lampert called attention to Rhonda Johnson’s Youth Director Report.

Secretary’s Report – Stacy Shane

There was no IMRF report this month!!

Trustee Shane presented two ordinances:

   The Prevailing Wage Ordinance.  In the past we have kept the ordinances the same as the fiscal year.  Thus this is the Prevailing Wage Ordinance 2009-2010-07.

Director Hinrichen moved we adopt this ordinance.

   The Regular Meeting Dates Ordinance 2009-2010-08.  This lists the proposed

Meeting schedule for FY2010-2011 (Second Tuesday, 6:30 P.M. at the Library).

Trustee Cash moved we adopt this ordinance.   This list will be posted on the

Library bulletin board.

Trustee Wolf moved that the 2009-2010 Executive Session Minutes be closed

and filed.

Treasurer’s Report – Laura Haas

All of the treasurer’s reports as distributed were reviewed and approved.

New Business

The new budget was discussed.  It was suggested a separate list need to be kept

   for the “Special Reserve” – what comes in and what goes out. 

   The Hamm Estate money is under “Gifts.”

   All the staff wish list was purchased and completed from the 2009-2010 budget.

   This will free up money in the 2010-2011 budget for “sprucing up” the building for  

   The 175^th Anniversary.    It was decided to hold the approval of the budget until

   under the Old Business agenda Mortgage discussion.

It was agreed to review the Bylaws of the Hudson Area Public Library District at the

    July 13^th Trustees meeting.  Action tabled.  The section on Offices and Elections

    needs  to reflect that we now have a secretary AND a recording secretary!

Director Garman led us through the 24 Illinois Public Library Core Standards as

Page 2   June 8 HAPL Trustee Minutes

   distributed.  These are benchmarks to be sure we are doing what we should and

   want to be doing. (Chapter 1 – Serving our Public 2.0: Illinois Public Library

   Standards for Per Capita Grant.)

   Trustee Haas noted Core 12 that might be added at the end of our new Budget:

      “revenues are sufficient to meet the needs of the community…”

   Director Garman noted that Core 23, “library conducts a review to determine if

       Library providing collections and services ..that meet needs of the community”

       could be done with a survey on the web at the same time we do promotional

       magnets.

   Director Garman reported that we are in complete compliance with these Chapter 1 Core Standards. :<)

Director Garman then led us through a review of the Chapter 2, Governance and Administration, of Serving our Public 2.0 for Per Capita Grant and recommended that we are in compliance.  The trustees suggested we need to create a binder of such library information for trustees, especially in orienting new members.

An additional note was made that we may not receive any per capita funds from the State of Illinois this year. :>(

Trustee Hinrichsen presented a sample landscaping plan for the flagpole/rock area.

   The trustees gave her many suggestions!  She will contact a second landscaper

   and bring more plans to the July 13 meeting.

Old Business

Trustees Haas and Cash presented the work on the Mortgage.  Discussion followed as to if we wanted to pay off the entire mortgage (with help of Hamm Estate monies)

or save some monies for unforeseen building expenses.  If the latter were chosen, the goal would still be to pay off the balance of the mortgage in a year and a half.

Trustee Haas moved that we pay $100,000 (from the Illini Bank money market account –Special Reserve) toward the mortgage on July 1. Trustee Cash will talk to Jayson Smith at Illini Bank to renegotiate the building loan for the balance owed.

Budget.  Trustee Haas then moved that we adopt the proposed Profit & Loss Budget Vs. Actual.  July 2010 through June 2011 as distributed with one amendment: transfer from Special Reserve $100,000 toward the Debt Service for the Building.

Director Garman is now using the new library credit card.

The meeting was adjourned at 8:10 P.M.

The next HAPLD Board of Trustees Meeting will be Tuesday, July 13, 6:30 P.M. at the Library.

Respectfully submitted,

Margaret Allen Wolf, recording secretary pro-tem