LIBRARY BOARD OF TRUSTEES MEETING

Aug 16 2016 7:00 pm

 

 Minutes of the Board of Trustees

 

Johnsburg Public Library

 

August 16, 2016

 

Public Hearing on Tentative Budget & Appropriation Ordinance

 

Call to Order

Public Hearing on Tentative Budget & Appropriation Ordinance was called to order by President M. Diedrich at 6:30 P.M.  Trustees present: R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell.

Trustee absent: K. Gustafson

 

Adjournment

As there were no others from the public present, a motion was made by J. Stockwell and seconded by R. Barnes to adjourn.  Ayes: R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell.  Public hearing was adjourned by President

 M. Diedrich at 7:00 P.M.

 

Minutes of the Board of Trustees

Johnsburg Public Library

August 16, 2016

Regular Board Meeting

 

Call to Order

Meeting was called to order by President M. Diedrich at 7:02 P.M.

Trustees present:  R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell. Trustee absent: K. Gustafson.  Director M. Zawacki was present.

 

Approval of Minutes

Motion was made by J. Stockwell and seconded by K. Hughes to approve the minutes

of the July 12, 2016 board meeting.  Ayes: R. Barnes, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell.

Abstain:  M. Diedrich

Motion passed.

 

Approval of Bills

Motion was made by J. Stockwell and seconded by R. Barnes to approve the payment of bills in the amount of $45,075.03.  Ayes: R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell.  Motion passed.

  

Treasurer’s Financial Report

Trustees reviewed the FY Year 2016-2017 July 31, 2016 financial report.

 

Committee Reports

None

 

Correspondence

Trustees reviewed grant application that has been submitted but is still pending for “Upgrading to Fully Participating Membership in Prairie Cat”.

 

Trustees reviewed the June and July IT Systems Reports.

 

Trustees reviewed Friends of the Library report on online sales for the period June 2015 to May 2016 which totaled $7,590.32.

 

Unfinished Business

None

 

New Business

Motion was made by J. Stockwell and seconded by R. Barnes to approve the updated, final Working Budget for FY2017 as presented. Ayes: R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell.  Motion passed.

 

Motion was made by K. Hughes and seconded by J. Stockwell to approve Ordinance No. 2016-8-1 (Combined Budget and Appropriation Ordinance for FY 2017). Ayes: R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell.  Motion passed.

 

Motion was made by J. Stockwell and seconded by P. Shearer to approve Statement of Receipts & Disbursements for FY2016. Ayes: R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell.  Motion passed.

 

Trustees noted that K. Hughes and J. Stockwell audited the FY2016 Secretary’s Audit of Minutes.  The audit is certified and approved.

 

Trustees approved the Certified Estimate of Revenues by Source for FY2017.

 

Motion was made by J. Stockwell and seconded by R. Barnes to approve the Resolution to Determine Estimate of Funds Needed for 2016-2017 Fiscal Year. 

Ayes: R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell.      Motion passed.

 

Motion was made by R. Barnes and seconded by J. Stockwell to Approve and Certify FY2016 Annual Report (IPLAR). Ayes: R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell.  Motion passed.

 

Director’s Report

1.  

PrairieCat Conversion Timeline:

We are starting to do some cataloging clean-up work to get ready for conversion. While our collection is in PrairieCat (for the most part), RAILS has told us there are approximately 20,000 of our 60,000+ items that do not have barcodes.  This is due to how our collection was transferred years ago to this database, which resulted in “dummy” barcodes assigned to these older items.  So we will be working from RAILS generated printouts on getting barcodes into PrairieCat.  We’re also discovering many of these items were deleted from Follett (our system used for in-house circulation), but were never deleted from PrairieCat.

 

2.  

Additional Donation Received:

We received another donation in memory of Betty Thiel from Donna von Allmen, which was used to purchase a knitting book and a Minnesota travel book.

 

Public Input

None

 

Board Input

None

 

Adjournment

Motion was made by R. Barnes and seconded by J. Stockwell to adjourn.

Ayes: R. Barnes, M. Diedrich, B. Harmel, K. Hughes, P. Shearer, and J. Stockwell. 

President M. Diedrich adjourned the meeting at 7:40 P.M.

 

                                                                                    Respectfully submitted,

 

 

                                                                                    Barbara Harmel,

                                                                                    Acting Secretary

 

DIRECTOR’S REPORT

August 2016

 

  1. PrairieCat Conversion:

We are starting to do some cataloging clean-up work to get ready for the conversion.  While our collection is in PrairieCat (for the most part), RAILS has told us there are approximately 20,000 of our 60,000+ items that do not have barcodes.  This is due to how our collection was transferred years ago to this database, which resulted in “dummy” barcodes assigned to these older items.  So we will be working from RAILS generated printouts on getting barcodes into PrairieCat.  We’re also discovering many of these items were deleted from Follett (our system used for in-house circulation), but were never deleted from PrairieCat.

 

  1. Additional donation received:

We received another donation in memory of Betty Thiel from Donna von Allmen, which was used to purchase a knitting book and a Minnesota travel book.

 

 

 

July 2016 statistics:

TOTAL CIRCULATION:  6,359                  AVG. DAILY CIRCULATION:  245

VOLUMES ADDED:             213                            VOLUMES WITHDRAWN:  186

TOTAL VOLUMES:  62,675                         TOTAL PATRONS REGISTERED:  12,022

ILL BORROWING STATISTICS:  205       ILL LENDING STATISTICS:  398

                                                                                   

Respectfully submitted,

 

 

 

Maria Zawacki

 

Library Director