March 2020

HERRIN CITY LIBRARY

BOARD OF TRUSTEES MEETING

10th March 2020 Agenda

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 11th February Meeting

Treasurer’s Report

  1. Review & Approval of the Bills to be paid in March 2020
  2. February 2020 City Budget Report for the Library
  3. Financial Balance Statement for February 2020

Librarians’ Report for February 2020

  1. Library Directors Reports – Susan Mullen

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

  1. Status updates

Committee Reports

  1. Building & Grounds – Priest & Jones
  2. Community Enrichment
  3. Library Development & Technology – Caringer
  4. Special Gifts Committee – Guebert & Frost
  5. Friends Liaison – Starnes
  6. Herrin History Room – Hickman

Old Business

  1. Second Reading of the FY20/21 Budget
  2. Any other old business

New Business

  1. NEW – Health Emergency Response Procedures Policy
  2. Nominating Committee New Officers FY20/21
  3. Staff Training/Workshop Day: March 11, 2020: Library Closed
  4. Any other new business

Closed Executive Session (if necessary)

Adjournment (did not close session)

Session Continues: Adjourned meeting is set to continue on March 17, 2020, 6:30 pm.

Next Meeting Date = 14th April 2020– 6:30 pm

HERRIN CITY LIBRARY BOARD OF TRUSTEES MEETING

March 10, 2020 & Continued Session March 17, 2020

PRESENT: Caringer, Guebert, Hickman, Jones, Priest, & Starnes

ALSO PRESENT: Mullen

ABSENT: Frost & Sarver

The meeting was called to order at 6:30 PM by President Starnes.
Visitor(s): None
No correspondence.

  1. SECRETARY’S REPORT: Guebert moved to approve the minutes from the February 2020 meeting. Jones seconded. Motion carried unanimously.
  2. TREASURER’S REPORT: A. Bills to be paid. Priest moved to approve the payment of $2,517.48 for expenses incurred during the 2nd half of the previous month and $3,312.21 for expenses incurred this month to date. Caringer seconded. Motion carried unanimously. (In an effort to expedite the payment of the library’s bills, the treasurer’s reports are approved pending review by Steve Priest who is substituting this month for Treasurer Frost.) A. The previous month’s city budget report showed that 85% of the budget (83.3% of the year completed) has been spent leaving a checking account balance of $187,859.52. Caringer moved to approve the report. Priest seconded. Motion carried unanimously. B. Financial Balance Statement: Guebert moved to approve the library balance sheet report from previous month. Jones seconded. Motion carried unanimously.
  3. LIBRARIAN’S REPORT: Mullen reported that circulation for February was down about 2.8% as compared to the same month a year ago. OPAC online use was slightly increased. Other statistics were reviewed.
  4. CHILDREN’S LIBRARIAN REPORT: None
  5. ILLINOIS HEARTLAND LIBRARY SYSTEM REPORT & ILA News: None
  6. COMMITTEE REPORTS:
  1. Building and Grounds (Priest & Jones): No report.
  2. Community Enrichment (Sarver): No report.
  3. Library Development & Technology (Savage & Caringer): No report.
  4. Special Gifts Committee (Guebert & Frost): No report.
  5. Friends Liaison (Starnes): Starnes submitted a written report outlining upcoming events.History Room: (Hickman): -No report.

NEW BUSINESS: A. Health Emergency Response Procedures Policy: Tabled to Future Meeting B. Nominating Committee: Priest and Frost agreed to serve on the FY20/21 Nominating Committee for HCL Board officers. C. Staff Training/Workshop: March 11, 2020 (Library will be closed to public.) D. Recommendations for a new board member to fill vacancy were discussed.

OLD BUSINESS: Second reading of the draft budget for FY 20/21. At 7:19 PM Priest moved to enter executive session to discuss the FY 20/21 budget including salaries. Guebert seconded. At 8:05 PM the board returned to regular session. Members directed Mullen to prepare a revised budget with specific changes.

The board unanimously agreed to continue the March meeting on Tuesday, March 17, 2020.



HERRIN CITY LIBRARY BOARD OF TRUSTEES MEETING

Continued Session Meeting, March 17, 2020

PRESENT: Frost, Hickman, Jones, Priest, & Starnes; Caringer & Guebert via Zoom video conferencing

ALSO PRESENT: Mullen

ABSENT: Sarver Visitor(s): None

The meeting was called to order at 6:31 PM by President Starnes.


Old Business: Mullen explained budget modifications and answered questions from board members.

Executive Session: At 6:45 PM Jones moved to enter executive sessions to discuss the FY 20/21 budget including salaries. Caringer seconded. At 7:21 PM Frost moved to leave executive session. Jones seconded. All approved.
Frost moved to approve the C-3 budget as presented with the exception of specifically noted changes for salaries and staff development. Caringer seconded. All approved.


Jones moved to allow approval for the HCL board to communicate via email to conduct immediate library business during times when a state of emergency has been declared for our nation, state, or county. Priest seconded. All approved.

Because of the COVID-19 pandemic, part-time HCL employees have been temporarily relieved of their duties and sent home. Priest moved to allow the HCL to pay all part-time staffers their regular wages/hours until reassessment at the April 2020 HCL board meeting. Frost seconded. All approved.


Frost moved to approve electronic board meetings for the duration of the COVID-19 pandemic. Hickman seconded. All approved.

Priest moved to adjourn at 7:40 PM.

Respectfully submitted:
Barbara A. Guebert, Secretary