May 11, 2010 Minutes

May 11, 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, Laura Haas, Stacy Shane and Margaret Wolf were present.  Anne Colloton and Dee Hinrichsen were absent.  Library Director Kari Garman was also present. Laura Haas moved that the minutes of the April 13 meeting be accepted after these corrections:  Under Old Business rather than several employees it should read two.  Under

New Business break after six hours should read five hours.  Also the sentence “The Board will take action on this at a later date” should be deleted.  Under Continued New Business, first paragraph about the Book Sale, last line, the words approved this idea should read gave their consent.

Library Director’s Report

Director Garman highlighted her report as distributed.

-New employee, Mendy Toland, will start her regular hours on May 17.

-The new multi-use photocopier is installed.   The new computers have been purchased.

-Hudson businesses have been great contributors for the summer reading program, up to $325.   A great kick-off party is planned.

-The regular first Thursday of the month (May 6) Staff Meeting was held.

-Highlights of the distributed Youth Services Manager report were made.

The Summer Reading Program theme is “Scare Up A Good Book!”

Secretary’s Report

Shane noted that the IMRF rate for 2010 was 10.13%.  In 2011 it will be 10.75%.

Treasurer’s Report

Laura Haas said they are continuing to work on the Proposed Budget.

New Business

-The McLean County TAX COMPUTATION REPORT was distributed and reviewed.  There is an increase of 5% bringing the total extension to $201,797.50. Haas moved to accept the report.  President Lampert signed it and it will be faxed May 12.

-The Illinois Non-Resident Card Program – FY11 Report Form was distributed.  Using the 2008-2009 IPLAR, a “Non-Resident Card” fee was set at $167.00. Lampert noted that we do not have many out-of-district applications for this.

-The HAPLD “Going Green:” Environmental Impact Plan” was distributed. Director Garman reviewed the plan.   She consulted with Rose Chenoweth of the Alliance Library System for suggestions in creating the plan. It includes Recycling and Energy-efficiency.    To date we have not received any State of Illinois funds for this type of plan.

-One board member is needed to serve with the staff on the Technology Committee to assist with the library technology plan for the FY2011 Per Capita Grant.  Garman said this would involve about 5 hours (1 hr. meeting in May, 2 1 hr. meetings in June and 2 in July.)  Eric Cash volunteered to serve in this capacity.

-One board member (or more if they wish) should take the Freedom of Information Act (FOIA) and the Open Meetings Act (OMA) training on line.  This would take approximately one hour each to be certified.  Margaret Wolf volunteered.  This is to be completed by June 30, 2010.  Director Garman has already been certified.

-The Proposed Budget was discussed in regard to the mortgage.  On May 3 Garman, Lampert, Shane and Haas met to review figures.  As a prelude Director Garman reported that the current budget is in good order.  There is still $4000 for the planned shelving and $500 for a refrigerator –both to be spent by June 30, 2010.  The final presentation of the Budget will be made June 8.   Should

it include an accelerated payment on the building mortgage?   Cash said he would check with Jayson Smith at the Illini Bank to get figures.   (These were sent from Cash by e-mail to all board members on May 12.):

“The estimated pay off of the current mortgage on July 1, 2010 will be $134,973.   Smith’s estimate to pay off the mortgage by June 30, 2014, the payment would be $3169/mo.at 6% rate.  The total interest cost would be $17,180.” 

Cash suggested a $30,000 special reserve be held for unexpected repairs. 

Old Business

-The Personnel policy:  vacation roll-over and employee breaks were reviewed by Director Garman.  The discussion included input from the two absent trustees, Colloton and Hinrichsen.  Garman distributed pages 15, 16 and 17 from the Personnel Policy Handbook. She particularly noted paragraph two of # 2. Meal and Break Periods which states “ In addition, each employee scheduled to work at least four hours shall be entitled to a paid 15-minute rest period for each four hours worked; as practicable, this break shall occur in the middle of each work period.”  This was accepted as printed.   Under# 4. Vacation, Library Director, third bullet, the board suggested it be re-written as: A maximum of 10 vacation days may be rolled over to the next fiscal year.

However, any vacation days in excess of 10 shall be lost at the beginning of the fiscal year, nor shall the employee be compensated in any way for these forfeited days.  Still in # 4, under section Full Time Staff, third bullet, the board suggested it be re-written as: A maximum of 10 vacation days may be rolled over to the next fiscal year.  However, any vacation days in excess of 10 shall be lost at the beginning of the fiscal year, nor shall the employee be compensated in any way for these forfeited days.   Trustee Shane moved we accept these board suggestions.

-Wolf distributed the final report on the Gates Grant and results of the May 1^st BOOK SALE.   $451.50 was earned.  She asked to add Tom Brumleve’s name to the list of book sale volunteers.   A thank you note from the newly created Whistle Stop Library in Emden, IL was circulated.   Two van loads of remaining books were given to them, thanks to the suggestion of Joanna Weirman.

-In the absence of Dee Hinrichsen, the 175^th Anniversary of Hudson and landscaping report will be given in June.

-Director Garman has received her new credit card for library use.

The meeting was adjourned at 7:55 P.M. and immediately moved into an Executive Session.  The Executive Session adjourned at 8:10 P.M.

The next HAPLD Board Meeting will be Tuesday, June 8, at 6:30 P.M.

Respectfully submitted,

Margaret Allen Wolf, recording secretary pro-tem