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Helen Matthes Library Board of Director’s Meeting Minutes August 20, 2007 The August 20, 2007 regular meeting of the HML Board of Directors was called to order at 7:03 by President Jeff Weis. Roll call was taken. Members present: Ellen Welton, Dana Keller, Jeanna Hook, Bob Willenborg, Jeff Weis, Dave Seiler, Gloria Bauer, Rod Wiethop, and Karen Luchtefeld. Staff present: Amanda Standerfer, Johnna Schultz, and Shirley Marshall. Media present: EDN reporter. Marshall presented the results Summer Reading Program. Her evaluation was that the program was quite successful. The participation level was a record for the program. She explained all of the factors that went into the program including local donors of prizes. She further explained how the summer reading program has an outreach aspect…books were brought to local daycares in order to help those kids access the program as well. Marshall explained about the scope of the program that children from all over the area participated in the program. Marshall detailed a particular program in which some teenagers visiting the library assisted the smaller kids. A brief discussion about different possible ways to advertise the programs in order to get better attendance at events later in the summer ensued. Weis asked for public comment, but there was none. Weis drew the board’s attention to the Omnibus Agenda. A question was asked about the changes made in the TIF agreement with the city that allowed HML to allocate funds for landscaping. There was a motion to approve the omnibus agenda made by Hook with a second by Bauer. All members present voted aye with a roll call vote. Weis asked the board to look over the August bills. There was a motion to approve made by Willenborg with a second by Bauer. All members present voted aye with a roll call vote. Weis asked the board to look at the calendar for HML library holidays for 2008. It was noted that the list failed to include Veteran’s Day. There was a motion to approve the holiday calendar with the noted correction made Keller and seconded by Wiethop. All members present voted aye, no dissent. Weis asked the board to examine the HML board meeting schedule for 2008. No changes were suggested. There was a motion to approve made by Bauer and seconded by Willenborg. All members present voted aye, no dissent. The board reviewed the Illinet membership responsibilities and approved participation in the program as stated in the Serving Our Public library standards. There was a motion that we reviewed the standards made by Seiler and seconded by Welton. All members present voted aye, no dissent. Weis asks board to review the HML Board of Trustees job description. Hook asked about how the idea of the youth board member would fit into the document. There was a motion to approve made by Bauer and seconded by Weis. All members present voted aye, no dissent. Weis asked the board to look at the creation of an account with the Effingham County Foundation started by the Passalacqua donations intended for building purposes. Joedy Hightower from the foundation had some questions via email about establishing time frames, etc. There was a further discussion regarding the potential hazards of establishing specific usage donation accounts. Willenborg explained how once the money is deposited it is under the jurisdiction of the Foundation. Weis asked the board to consider what sort of building project goal we ought to establish. It was suggested that a goal of $5,000 a year be established and that the language be adjusted to limit the usage of the money for major projects and not day to day repair. There was a motion to approve the agreement the Effingham County Community Foundation with the discussed changes made by Seiler and seconded by Willenborg. All members present voted aye, no dissent. There was a discussion about the transfer of the funds to Effingham County foundation. There was a motion to move the funds made by Willenborg and seconded by Bauer. All members present voted aye by roll call vote, no dissent. There was a discussion of the HML Long Range Plan. Hook suggested that a slight change in wording be made to address the teen budget. There was a motion to approve made by Weis and seconded by Seiler. All members present voted aye, no dissent. There was a discussion about the HML disaster plan. Suggestions were made about how to improve the HML Disaster Plan. Welton is going to forward some suggestions to Standerfer. Standerfer pointed out improvements in the plan that still need to be made. There was discussion about the Library Card sign up month letter to the editor. Luchtefeld suggested some grammatical changes. Standerfer will make the changes. There was discussion about how to better invest HML funds and there will be a proposal from Midland States Bank about how to invest at the September or October meeting. There was a motion to move to executive session to discuss property and personnel pursuant to sections 2(c)(1) and 2(c)(5) of the Open Meetings Act at 8:30 made by Hook and seconded by Welton. All members present voted aye, no dissent. At 8:58 a motion to adjourn was made by Bauer and seconded by Welton. All members voted aye, no dissent. Submitted by, |