October 12, 2010 Minutes

October 12, 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, Anne Colloton, Dee Hinrichsen and Laura Haas were present. Margaret Wolf and Stacy Shane were absent. Library Director Kari Garman was also present.  The minutes of the previous meeting were read and approved after so moved by Cash.

Library Director's Report

    Garman reviewed the previous month at the library for the Board.  The HAPLD survey was completed, the 2010 Per Capita grant would be finished the next day and she was working on finalizing Phase Two of the Gates grant.  She noted that her next project, "We the People Bookshelf" would begin soon. 

    The 2009 Per Capita grant funds were further extended, now with a December 31 deadline, per the Secretary of State, Jesse White's, office.

    The fire alarm is malfunctioning.  This was very inconvenient because the fire department and ambulance service arrived and there was no way to turn the alarm off.  The alarm company, "Alert Signal," responded slowly to Garman's request for assistance in turning off the alarm.  The Board requested Garman to look into purchasing a new fire alarm system as this concern may continue to happen.  Hinrichsen noted that it was encouraging to know how fast the fire department responds to alarms.

     Garman noted that on the budget report the $100,000 transfer could not be adequately illustrated using Quickbooks.  She continues to work with Quickbooks.

Secretary's Report

In Shane's absence, President Lampert reviewed Ordinance 20010-2011-05.  The Board approved the levying and assessing property tax ordinance after Laura Haas so moved.  The Board all voted "aye." 

Treasurer's Report

Haas reported there was nothing new with the budget at this time.  She and Garman reviewed the $100,000 transfer and how it was listed in the budget for this month.

President's Report

    Judy Lampert, Stacy Shane and Eric Cash's library board terms will be completed with the spring 2011 elections.  The board discussed petitions and advertising for new board members for the upcoming spring election.  Lampert and Shane at this time do not plan on seeking re-election to the Board.  Cash remains undecided.

    The HAPLD failed to file incorporation papers after the first year, 1991, of incorporation.  After a brief discussion, Dee Hinrichsen moved that HAPLD pay the late incorporation fees to reinstate our not for profit status.  The motion was approved and Garman will pay the fees.

New Business

      Garman reviewed the Library survey responses. She gave each board member a printed booklet containing the survey results, noting that most of the people responding to the survey were regular library users.  Some notable results of the survey are as follows: Two-thirds of the people in the HAPLD have a library card.  75%  of households in our district do not have children living in the household.  91.5% of the respondents reported receiving excellent service from the library staff and 92.5%  thought the staff was courteous and friendly.  There were a few concerns about how the library was organized and not enough people are using the databases we have purchased.  Garman will use all of the results to help form the Long Range Plan for the library.

     The library's Staff Day will be a tour of several local libraries.  They will eat lunch at Medici and the Board is please to purchase their lunch in recognition of their excellent service to the patrons of the Hudson Library.  The library will be closed on Saturday, Oct. 23 for Staff Day.

      The Christmas party will take place from 5:30 to 6:30 the second Tuesday of December with the December board meeting to follow.

      The Swain Memorial fund, of $260.00, will be used to purchase a new children's area rug for the meeting room at the library.  The room is often used for children's programming and the rug from the library has to be moved into the room.

      Lampert and Shane will work on creating a calendar of due dates for all appropriations and regular state and local requirements of forms for the HAPLD.  Lampert also noted she will outline the requirements for petitions for the election of new board members.  The New Trustee Orientation Program will be updated.  Colloton volunteered to look into this.

     The Board reviewed Chapter 10: Marketing, Promotion and Collaboration and Chapter 11:System and ILLINET Membership Responsibilities from "Serving Our Public 2.0: Illinois Public Library Standards"  in accordance with the requirements for the Per Capita Grant.  A few notations were made by the Board and the director as the chapters were reviewed for areas of review and possible improvement for the library in the future.

     The meeting was adjourned after so moved by President Lampert at 7:50 PM.

Respectfully submitted,

Anne Colloton