LIBRARY BOARD OF TRUSTEES MEETING

Jan 12 2016 7:00 pm

Minutes of the Board of Trustees

 

Johnsburg Public Library

 

January 12, 2016

 

                            

Call to Order

Meeting was called to order by President M.J. Farrell at 7:02 P.M. Trustees present:  M.J. Farrell, R. Barnes, M. Diedrich, K. Gustafson, K. Hughes and J. Stockwell.  Trustee absent:  B. Harmel.  Director M. Zawacki was present.

 

Approval of Minutes

Motion was made by K. Hughes and seconded by J. Stockwell to approve the minutes of the December 5, 2015 board meeting.

Ayes:  M.J. Farrell, R. Barnes, M. Diedrich, K. Gustafson, K. Hughes and J. Stockwell. Motion passed.

 

Approval of Bills

Motion was made by J. Stockwell and seconded by M. Diedrich to approve the payment of bills in the amount of $51,293.99.

 Ayes:  M.J. Farrell, R. Barnes, M. Diedrich, K. Gustafson, K. Hughes and J. Stockwell. Motion passed.

 

Treasurer’s Financial Report

Trustees reviewed the FY Year 2015-2016 December 31, 2015 financial report.

 

Committee Reports

None

 

Correspondence

Trustees received correspondence from our auditors Eder, Casella & Co. stating that our FY 2015 audit is complete. The auditors did not identify any deficiencies in internal control that they consider to be significant deficiencies.

Trustees reviewed the October, November and December 2015 Monthly IT Reports. 

Trustees reviewed the letter from Low Insurance that Rick Reese purchased the Frank Low & Blenner Insurance Agency. The Low family continues to be on the staff and there are no policy changes.

 

Unfinished Business

None

 

New Business

Trustees reviewed the report of progress of 2015 goals which include Increase our “value added services” and heavily promote what we do offer (the library now sells books of 20 postage stamps for $9.80 as a public service), evaluate collections and usage to obtain most efficient use of space (staff suggestion to convert part of the magazine shelving to a documentary DVD collection has been well received and the expanded Used Book Sale area has been popular), review entire policy manual and make any necessary revisions and updates (to be continued to be a 2016 goal), do safety training in all areas for all staff (staff received all safety procedures review in February and CPR/AED training in May plus acquiring a tornado survival kit), investigate new phone system (if FY2016 budget allows) (8 new phones were found on eBay), and make sure library website is always kept up to date and current (continues to be a 2016 goal).

 

Motion was made by J. Stockwell and seconded by R. Barnes to approve goals for 2016 (including finish reviewing policy manual and make any necessary revisions and updates, start planning process for library director’s replacement after retirement in July 2017, finalize decision and plans for PrairieCat membership level issue, review building maintenance needs at budget time and review Assistive Technology options at budget time).

Ayes: M. J. Farrell, R. Barnes, M. Diedrich, K. Gustafson, K. Hughes and J. Stockwell.  Motion passed.

 

Director’s Report

Regarding staff paid time off absence request forms must be submitted for at least half of all paid time no later than July 1 and absence request forms for the remaining paid time off must be submitted no later than September 1.

 

 

 

Public Input

None

 

Board Input

None

 

Adjournment

Motion was made by K. Hughes and seconded by R. Barnes to adjourn.

 Ayes:  M.J. Farrell, R. Barnes, M. Diedrich, K. Gustafson, K. Hughes and J. Stockwell. The meeting was adjourned by President  M.J. Farrell at 7:29 P.M.

 

                                                                   Respectfully submitted,

 

 

 

                                                                   Karen Gustafson, secretary

 

 

DIRECTOR’S REPORT

January 2016

 

  1. Staff paid time off:

After debating various options and talking to other small library directors, here’s the plan I’m going to try this year in an attempt to avoid scheduling issues that arise when everyone is trying to use up their paid time off in the last two months each year.  This is especially important now that we have more staff members who are earning vacation time.  Absence request forms must be submitted for at least HALF of all paid time no later than July 1.  This doesn’t mean the paid time has to be used by July 1, it just has to be requested by that date.  Absence request forms for the remaining paid time off must be submitted no later than September 1.

 

 

 

December 2015 statistics:

TOTAL CIRCULATION:  4,710                  AVG. DAILY CIRCULATION:  162

VOLUMES ADDED:             233                            VOLUMES WITHDRAWN:  306

TOTAL VOLUMES:  60,286                         TOTAL PATRONS REGISTERED:  11,970

ILL BORROWING STATISTICS:  173       ILL LENDING STATISTICS:  309

                                                                                   

Respectfully submitted,

 

 

 

Maria Zawacki

 

Library Director