July 13, 2010 Minutes

July 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 6:32 P.M.  Board Trustees Eric Cash, Stacy Shane, Margaret Wolf, Anne Colloton and Dee Hinrichsen were present. Laura Haas was present through a teleconference call.  Library Director Kari Garman was also present.  The minutes of the previous meeting were read, corrected and approved.

Library Director’s Report

      Director Garman noted that the Summer Reading Program was going well. There had been at least one program a week.  The program “Ghosts of Illinois”-one for adults in the evening and one for children during the day, was well attended.  She noted that there were fewer adults participating this year; Garman thinks possibly more public service announcements are needed to increase participation.  The staff and library patrons enthusiastically like the paper free system for signup of the summer reading program.  The Technology Committee of Eric Cash, Sara McCoy and Garmin met and the technology plan is progressing forward.

Secretary’s Report

     Ordinance 2010-2011-01, outlining the time and location of the HAPLD meetings was read by Shane.  Margaret Wolf moved that the ordinance be accepted as read; the Board approved this motion.  The Ordinance on the Special Reserve fund for HAPLD will be discussed at the August meeting.

     The public is invited to the HAPLD Board of Trustees meeting in September when the projected budget for 2010-2011 is presented.  The meeting will begin at 6:15 to accommodate any public discussion.

     The Board discussed the 5% tax levy.  After the discussion Margaret Wolf moved that the Board approve the request for an additional 5% tax levy.  The Board approved this motion.

Treasurer’s Report

     Haas discussed with the Board the negative balance in the budget at year end.  The Board looked at the reasons for this, primarily over budgeting the amount of money we will receive from donations and from interest.  The Executive Committee will take this into account when meeting to work on appropriations for the upcoming fiscal year.  Money from Special Reserve can be used to balance the budget if so required in the future.

New Business

     The Board discussed the Board of Trustees Bylaws.  Several areas of corrections were discussed by the Board including: change four year terms for officers to two year terms, add recording secretary to the officers, include the fact that we have seven board members, the board packet is to be distributed by the library director, list the officers on the Executive Committee, add that board members are present if attending by teleconference, administrative records may be stored off site as necessary by the Board and all signers of the checks will be bonded.

     Director Garman then went through the checklist for Chapter 3 Personnel, from "Serving Our Public 2.0: Illinois Public Library Standards."  We have a long range plan in place, but will revise and update in the upcoming year.  Garman then went through the checklist for Chapter 4 Facilities from "Serving Our Public 2.0: Illinois Public Library Standards."

      It was determined that “fiction” signage will be up after the filing of the shelving is completed.  A new floor plan, with emergency exits noted will be developed by Garman; she will add signage noting the fire extinguishers; she will purchase an AED, and a fire and tornado drill is planned for the future.

     The minutes from the meetings for 2009-2010 will be audited by Stacy Shane and Dee Hinrichsen before September of 2010.

Old Business

     Dee Hinrichsen presented the most recent landscape proposal put forth by LKM.  The landscape design proposal (with addition of grasses) and price of approximately $600 was moved for acceptance by the Board by Hinrichsen.  The motion passed.  She will also look into getting a plaque noting the Hamm donation to the library.  The pavers used in the landscape design was donated by the Koons family.

     Laura Haas noted that we will wait until after the cd at Illini Bank matures in August before paying off some of the library mortgage.  At that time, funds will be transferred from the CD to the bank, paying off $100,000 of the mortgage.  Cash will refinance the mortgage at that time.

     The HAPLD will receive the final $10,350.00 payment from the Hamm estate, less any costs to the bank, plus any interest received.  The library has received $129,554 from the estate prior to this.

The meeting was adjourned at 8:18 PM

Respectfully submitted,

Anne Dull Colloton