Tolono Public Library District
Regular Board of Trustees Meeting Minutes
February 5, 2008

President Paula Baker called the meeting of the Tolono Public Library District Board of Trustees to order at 7:00 p.m. in the Library Meeting Room.  Trustees present were Paula Baker, Tracy Culkin, Linda Fisher, Joshua Mikeworth, and Katrina Olson. Staff present was Janet Cler.  Trustee Sherrie Roderick was absent.

 Minutes:  The minutes of the January 8, 2008 Board of Trustees meeting were reviewed.  Under “New Business” it was pointed out that the 2nd paragraph first sentence should have the word “to” changed to “two”.  Paula Baker pointed out that under “Roof Repairs” she did not specify to “start securing” but rather to “locate” a vending representative.   The minutes were then approved with the noted corrections.

 Treasurer’s Report: Tracy Culkin moved to approve checks as written.  Linda Fisher seconded.  Motion carried.  Under the Cash & Investment Report, Linda Fisher recommended leaving Busey CD 912828CX6 due on 10/15/09 alone in lieu of attempting to find a better interest rate.  Paula Baker asked about Busey CD 912828FE5 due on 5/15/09.  Linda indicated that we were currently at better interest rates on our CDs than we would find by shopping them around.  Paula asked about Busey CD 912828AT7 due on 2/15/08.  After discussion Katrina Olson moved to empower Treasurer Linda Fisher to find the best rate at the shortest recommended term for reinvestment of Busey CD 912828AT7 in the amount of $15,993.76.  Tracy Culkin seconded the motion.  A roll call vote was taken as follows:

           Tracy Culkin             Yes

            Linda Fisher             Yes

            Joshua Mikeworth   Yes

            Katrina Olson           Yes

            Sherrie Roderick      Absent

            Paula Baker              Yes

 

The motion carried, 5 for and 1 absent.

Linda then asked what the procedure would be for transfer of funds to another bank as in who would handle the money.  Janet Cler indicated she would check with Dianne Hoffman about directly depositing to the Library’s savings account.

 Library Director’s Report:  The Library Director’s Report was reviewed.  Janet Cler asked if any board members would be available to assist in running the family movie nights on February 15th and March 28th.  Tracy Culkin volunteered to assist with the February 15th date and Joshua Mikeworth volunteered to assist with the March 28th date. Discussion ensued regarding the television in the meeting room.  Katrina Olson volunteered to see if any vendors would donate a television to the Library.

Program Coordinator’s Report:  The Program Coordinator’s Report was distributed and reviewed. 

Unfinished Business:

Investments:  Discussed under Treasurer’s report.

Clarification on vacation for staff: 

After discussion Katrina Olson moved that under Tolono Public Library District Personnel Policy Section II Fringe Benefits, Item D to clarify and add that full time employees will obtain paid vacation at the following rates:

            1 year service           5 days/yr       

            2 years service         10 days/yr

            3 years service         15 days/yr

            10+ years service     20 days/yr

Joshua Mikeworth seconded the motion.  A roll call vote was taken as follows:

            Tracy Culkin             Yes

            Linda Fisher             Yes

            Joshua Mikeworth   Yes

            Katrina Olson           Yes

            Sherrie Roderick      Absent

            Paula Baker              Yes

The motion carried, 5 for and 1 absent.

Trustee Vacancy:

Paula indicated that two ladies had written letters expressing possible interest in the vacant Board of Trustees seat.  Katrina Olson recommended calling both to find out if they were still interested and calling them in. 

Marketing:

Katrina Olson made a presentation concerning continued marketing efforts for the library.  She recommended a “reminder” campaign that would again target specific high density user areas in the library district.  Linda Fisher recommended showing the email and internet services available to patrons.  Katrina indicated that it would be a good idea to include testimonials from frequent and faithful patrons. 

 Policy and Bylaws:

Paula Baker asked the board to review the following policy documents:


Tolono Public Library Illinois Freedom of Information Act (IFOIA)

Tolono Public Library Internet Public Policy

Tolono Public Library Code of Conduct

Tolono Public Library Wireless Internet Access Policy

 Paula asked for a motion to approve the IFOIA Policy as it pertains to the Tolono Public Library.  Tracy Culkin moved to approve the policy as written.  Linda Fisher seconded the motion.  The motion carried.

 Discussion then followed regarding guidelines for closing the library due to inclimate weather or emergencies.  It was agreed that Janet Cler should be involved in this decision when necessary.  If Janet was unavailable, then Dianne Bland was to assist in this decision. 

 Paula Baker asked the board to review policies for patrons with handicaps and “At Will” employees for future discussion.

 

New Business:  

Review Avenues of Excellence:

Paula Baker asked the board to review this document.  This document can be found online or in the CD enclosed in the Board of Trustee Binders

 Sadorus Town Hall Vacancy:

Tracy Culkin indicated the Village Board of Sadorus had requested that it be mentioned to the Tolono Library Board that they had space available in their town hall for a satellite library.  After discussion, it was agreed that no action would be taken at this time.

 Next Meeting:  March 4, 2008 at 7:00 pm in the Library Meeting Room.

 The meeting was adjourned at 8:58 pm.

 

Respectfully Submitted,

 

 

 

Joshua Mikeworth, Secretary