March 2018

HERRIN CITY LIBRARY

BOARD OF TRUSTEES MEETING

13th March 2018Agenda

Call to Order at 6:30 pm

  1. Roll Call of Trustees (Present and Absent)
  2. Audience to Visitors

Secretary’s Report

  1. Correspondence
  2. Reading & Approval of the Minutes for 13th February 2018 Meeting

Treasurer’s Report

  1. Review & Approval of the Bills to be paid in March 2018
  2. February 2018 City Budget Report for the Library
  3. Financial Balance Statement for February 2018

Librarians’ Report for February 2018

  1. Library Directors Reports – Susan Mullen
  2. Children’s Librarian Report – Allison Albert

Illinois Heartland Library System Report & Illinois Library Association (ILA) news

  1. Status updates

Committee Reports

  1. Building & Grounds –
  2. Community Enrichment – Barbara Guebert
  3. Library Development & Technology – Mandara Savage
  4. Special Gifts Committee
  5. Friends Liaison – James Starnes
  6. Herrin History Room –

Old Business

  1. CD Renewal
  2. Any other unfinished business

New Business

  1. Fiscal Year/2018/2019 Budget – (Salaries, Income & Expenses)
  2. Nominating Committee – New Officers
  3. Any New Business
  1. Closed Executive Session (if necessary)
  1. Adjournment

Next Meeting Date = 10th April 2018– 6:30pm

Notice to Reconvene

The regular March 2018 Meeting of the Herrin City Library Board of Trustees will reconvene on Tuesday, March 20, 2018, at 6:30 pm.  

MINUTES

HERRIN CITY LIBRARY

BOARD OF TRUSTEES MEETING
March 13, 2018; reconvened on March 20, 2018

PRESENT:                     Guebert, Frost, Hickman, Priest, Jones, Caringer, Sarver, and Starnes

ALSO PRESENT:           Mullen

ABSENT:                      None

Visitor(s):                     None

The meeting was called to order at 6:29 PM by President Savage. 

No correspondence.

SECRETARY’S REPORT:  Starnes moved to approve the minutes from the February meeting as corrected. Frost seconded.  Motion carried.

TREASURER’S REPORT:

  1. Bills to be paid. Interim treasurer Frost presented the treasurer’s report.  Starnes moved to approve the payment of $3,766.60 for expenses incurred during the 2nd half of the previous month and approved $3,851.36 for expenses this month to date.  Priest seconded.  Motion carried. 
  2. February (83% of the year completed) shows that 82% of the expense budget has been used leaving a checking account balance of $148,728.67. Guebert moved to approve the report.  Sarver seconded.  Motion carried.   Starnes moved to approve the library balance sheet report for February 2018.  Priest seconded.  Motion carried. 

LIBRARIAN’S REPORT:  Mullen reported the circulation and usage statistics for the library for the month of February 2018.  Circulation was up 1.5% as compared to the previous year. Traffic on the website continues to remain highly active with 1,454 views making it the second highest month for our site. 

The library will be hosting a Family Fun Night on Thursday, April 26th from 5:00 to 7:00 PM.  Mullen has arranged for attendance prizes as well as other family oriented activities.

CHILDREN’S LIBRARIAN REPORT: No report.

ILLINOIS HEARTLAND LIBRARY SYSTEM REPORT & ILA News:  Mullen attended the director’s chat on March 7, 2018.   

COMMITTEE REPORTS:

Building and Grounds (TBA):  Mullen reported that she has found someone that will professionally clean the tile floors before the Friend’s Annual meeting/Open House on April 8th. 

Community Enrichment (Guebert):  No report.

Library Development & Technology (Savage):  No report.

Special Gifts Committee (TBA): No report.

Friends Liaison (Starnes): Starnes submitted a written report.  The pancake breakfast will be Saturday, March 17th from 7 – 11 AM at the Williamson County Senior Citizens Center in Herrin.  The Friends Annual Meeting and Library Open House will be Sunday, April 8th at 2 PM at HCL.  The Friends approved to pay $1,469.03 for items that were requested by HCL.

History Room: (Carnaghi): -No report.

OLD BUSINESS:  

  1. CD Renewal: CD rates and terms from local banks were reviewed. Banterra’s 25 month CD was the best rate offered.  Guebert moved to transfer the CD expiring at First Southern Bank to Banterra Bank for a term of 25 months.  Frost seconded.  Motion carried unanimously.

NEW BUSINESS:

  1. Nominating Committee- Standing committees were appointed.
  • Building and Grounds: Priest and Jones
  • Community Enrichment Coordinator: Sarver
  • Library Development and Technology Committee: Savage and Caringer
  • Special Gifts Committee: Guebert and Frost
  • Friends Liason: Starnes
  • Herrin History Room: Hickman
  • Nominating Committee- New officers- Frost and Priest agreed to chair the nominating committee for next year’s HCL officers.
  • Fiscal Year 2018-2019 Budget

The board discussed the proposed budget.  Director Mullen became ill during the meeting.  Board members decided to table the budget discussion and reconvene.

Motion to recess was called at 8:49 PM by Starnes to reconvene on Tuesday, March 20, 2018 at 6:30 PM.

March 20, 2018 Reconvened:

PRESENT:  Jones, Frost, Priest, Hickman, Starnes, Guebert, Sarver, Caringer, and Savage.

ABSENT: None

President Savage reconvened the meeting to continue discussion of the 2018-2019 Budget. 

Closed Session: Starnes moved to go into closed session at 7:05 PM to discuss salaries.  Priest seconded. 

Frost moved to end the closed session at 7:50 PM.  Starnes seconded.  Close session ended. 

Guebert moved to approve a budget of $310,648 for 2018-2019 to include salary increases and funds for new equipment.  Frost seconded.  The motion was approved unanimously.

Starnes moved to adjourn at 8:03 PM. 

Respectfully submitted:

Barbara A. Guebert, Secretary