May 10, 2011 Minutes

May 10, 2011

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 trustees meeting was called to order by Dee Hinrichsen at 6:32 PM.  Board Trustees present were Dee Hinrichsen, Margaret Wolf, Laura Haas and Anne Colloton.  Stacy Shane, acting as legal secretary, was also present.  Library Director Kari Garman was present.   Hinrichsen introduced the newly elected trustees David Hoeper and Nancy Rinda.   Heather Plattner was absent.

Stacy Shane swore in David Hoeper at 6:35 PM and Nancy Rinda at 6:36 PM.  Stacy Shane reviewed the IMRF report and gave a brief overview of the report to the newly elected trustees.  She left the meeting at 6:45. The previous minutes were reviewed and a motion to accept by David Hoeper was approved by the Board.

Library Director's and Youth Director's Report

Garman reviewed the month, noting the completion of the report for "We the People" Bookshelf Grant and programming at the Hudson Elementary School from the grant.  The computers purchased with assistance from the Gates Grant were bought; purchasing of the license for the antivirus for the computeres is proceeding and then they will be installed by OnSite. 

Ann Triphan was hired to work at the circulation desk.  A practicum student, Andrew Boettcher,  will donate 100 hours in the Hudson History Room this summer.

Reader's Theatre was accomplished well.  Summer Reading is gearing up.

The Book Sale on Saturday, May 7 netted $265.80.  Thanks to Margaret Wolf for serving as book sale manager.

Treasurer's Report

Laura Haas explained the budget for the new trustees; Hoeper asked about audits for the library's finances. A discussion followed about the history of audits at the library; Garman will ask other library directors the procedure they follow for audits at the upcoming TriCounty Directors meeting.  Haas explained the publication of the budget in the Quill and a copy is sent to McLean County.

The board discussed not having as many financial reports printed for each meeting.  Haas recommended the "Profit and Loss Budget versus Actual" for each month as the primary financial document for the Board to assess.  Wolf also recommended that Garman continue to monitor staff usage hours to determine the need for numbers of staff at any given time in the library.

Election of Officers

The slate of officers for the upcoming year is Dee Hinrichsen, president, David Hoeper, vice president, Laura Haas, treasurer, Margaret Wolf, legal secretary, Anne Colloton, recording secretary and Nancy Rinda, assistant recording secretary.  The officers were elected as slated, so moved by Haas and seconded by Hoeper.  All members voted "aye."

Old Business

The library will have a flag raising and dedication to Mrs. Hamm on the 175th anniversary celebration of Hudson.  It will be at 8:30 AM on Saturday, July 9.

Dee Hinrichsen appointed David Hoeper as the new IMRF authorizing agent.

New Business

The designation of the new signatories for the HAPLD checking account and money market fund began with the decision to have the president, treasurer and legal secretary be signatories.  Judy Lampert, Eric Cash, Stacy Shane were removed as previous signatories.  This was moved by Colloton and approved by the Board.  Dee Hinrichsen and Margaret Wolf were added to the signatories, so moved by Rinda and approved by the Board.  The removal of the signatories for the safe deposit box of the previous officers was moved by Haas and approved by the Board.  Wolf moved that Dee Hinrichsen and Margaret Wolf be added as signatories for the safety deposit box and the Board approved.  Haas is already a signatory of the two financial accounts and the safety deposit box.

Garman explained and recommended the Board approve the Non-resident Card Program for 2011-2012.  It was moved by Hoeper and approved by the Board.

The Interlibrary Loan policy was reviewed by Garman.  Jenny Losey and Garman updated the policies for Interlibrary Loan.  Wolf moved for approval of the updated policy and the Board approved.

The Board reviewed the budget for fiscal year 2011-2012.  The expected changes of the new budget from the earlier appropriated budget are changes in the line item of the assistant's wages and the director bonus.  There were also changes made in the Gifts designation for the upcoming fiscal year.  The Budget will be reviewed and approved at the June meeting.

Colloton recommended looking at the collection data on a quarterly basis, examining trends rather than actual numbers each month.  Garman will keep track of this and include in her report.

Wolf recommended that Heather Plattner also review the Open Meetings Act and Freedom of Information Act as required of at least one Board member.  This will insure that two members have reviewed the information.

Hinrichsen reminded the Board that information pertaining to the Board not be discussed outside of the board meetings.  The meeting was adjourned at 8:12 PM, so moved by Haas and approved by the Board.

Respectfully submitted,

Anne Colloton