· web viewthere will now be one bank acct. for each fund due to fdic rules. c. b christian made...

Dunlap Public LibraryRegular Monthly Board Meeting

July 28, 20147:00 PM

1. Call to Ordera. Acting President Jim Emanuels called to order the regular meeting of theDunlap Public Library Board of Trustees at 7:04 PM in the library meeting room.

b. Roll CallI. The following persons were present: Jim Emanuels, Eric Holshouser,Beth Christensen, Brenda Christian and Library Director Brock

Peoples.Absent: Angie Dhall and Bob Anderson.

2. Board Concernsa. Appointment to fill vacant positions:. Beth Christensen was sworn in to fillthe position vacated by Bob Wilson. Brenda Christian was sworn in to fill the position vacated by Sam Sisk. Brian Puetz will be sworn in next meeting to fill the position vacate by Jane Sieck.b. Election of officers: J. Emanuels proposed a vote to select officers betabled until the full board is seated.c. E.Holshouser made a motion to table the election until the full board isseated. B. Christian secondd. Signers Resolution: E. Holshouser stated the need for three signatures on allbank accounts.e. E. Holshouser made the motion that B Christensen and J Emanuels also beauthorized to sign bank accounts. B Christensen second.f. FOIA Policy and representatives: It was agreed that staff member AlexandraWalsh be appointed on short term to be the FOIA representative

3. Secretary's Reporta. Communication: noneb. Public Comment: No public in attendance.c. E. Holshouser made a motion to approve the minutes. J. Emanuels second.

4. Treasurer's Reporta. Treasurer E. Holshouser reported the budget was under spent by 5% for thefiscal year.b. There will now be one bank acct. for each fund due to FDIC rules.c. B Christian made the motion to approve the treasurer's report. B Christensen second. Passed unanimously.

5. Director's Reporta. Director Peoples reported the addition of new lap top computers and IPads. New copier and scanner.b. There will be new REID tags for books.c. New furniture and display units.d. The new circulation policy is 2 weeks for all items checked out.e. Director Peoples will be working on the annual per capita grant.

6. New Businessa. E. Holshouser made the motion to pass the preliminary budget B. Christensen secondb. The preliminary budget will be published in the paper.c. Building and maintenance tax levee.d. E. Holshouser made the motion. B. Christian 2nd.

7. Announcements: Director Peoples will be out of the office from Friday, August 1st.until Tuesday August 5th.

8. Adjournment: 8:30.

Respectfully Submitted:Brenda ChristianSubstitute Secretary


August 25, 20147:00 PM

1. Call to Order a. Acting President Jim Emanuels called to order the regular meeting of the Dunlap

Public Library Board of Trustees at 7:02 PM in the library meeting room.b. Roll Call

i. The following persons were present: Jim Emanuels, Bob Anderson, Eric Holshouser, Beth Christensen, Angie Dhall, and Library Director Brock Peoples. Absent: Brenda Christian

ii. Guest: Lexi, Director of Youth Services

2. Board Concernsa. Election of Officers

i. B. Anderson nominated Jim Emanuels for President.ii. B. Anderson made a motion to elect J. Emanuels as President. A. Dhall

seconded motion. Motion passed. iii. A. Dhall nominated Bob Anderson for Vice-President.iv. A. Dhall made a motion to elect B. Anderson as Vice-President. Beth

Christensen seconded motion. Motion passed.

3. Public Comment: no public in attendance

4. Secretary’s Report a. Communication:

i. Received a letter for an additional $1666.66 to the Business Grant for MacBooks and Programs

ii. Received a letter from Niles Public Library discussing a change to reciprocal borrowing mandatory concerning RAILS .

b. E. Holshouser made a motion to approve with grammatical and references corrections to the July 28, 2014 minutes. B. Anderson seconded motion. Motion passed.

c. Secretary’s Auditi. The board reviewed the items from FY 2014 that the Audit Committee

addressed Beth Christiansen made a motion to accept the Audit of FY 2014 Minutes. A. Dhall seconded motion. Motion passed.

d. Director Peoples mentioned that the secretary should provide a list of closed minutes to the best of her ability.

5. Treasurer’s Report a. Treasurer E. Holshouser discussed the balance sheet. b. 2nd Tax Installment received in August. It was a smaller amount and was not

reflected in balance sheet. c. Received grant monies in July.d. Expenses were higher. Not a routine a month. Some of those expenses include

RFID, Furnishing Project, Annual Maintenance, Apple, Copier, RSA annual renewal) August is RFID and Sursi.

e. Routine budget was normalf. B. Anderson made a motion to approve the March Treasurer’s Report.

B.Christensen seconded the motion. Motion passed.

g. Auditori. Director Peoples reported that the Library Board needed a new auditor

to do our review. He needs approval to engage an auditor under the constraints of the budget of $5,200. He requested to bump it up to $7,000 after speaking with other libraries.

ii. E. Holshouser made a motion to engage an audit firm to perform and annual audit for FY 2014 up to $7,000. B. Anderson seconded motion. Motion passed.

6. Director’s Report a. Building Maintenance – front door lock (crash bar and lock) has been fixed.

i. Plumber came out to fix the staff kitchen sink (valves) and the hot water heater (the ventilation pipe had been blocked by a bird’s nest).

ii. Garber Heating and Cooling was called out since the southwest corner of the building was not cooling. A condenser belt was broken and will be replaced. Director Peoples will have them also inspect other units in other zones.

b. Conference Room has been upgraded.c. RFID tagging will begin the second week in September. Equipment was to arrive

in late August.d. Furniture is to be delivered in September. Reminder that the library will be

closed on that day as the shelves are being installed.e. Smooth operating during boil orderf. Homecoming is Friday, September 19 so the library will be closed at 2:00 p.m. g. Lexie , Director of Youth Services

i. Summer Reading 20141. Summer Reading program stats were up. Programs went from

19 in 2013 to 50 in 2014.2. Concern about the Summer Reading Program would be in

improvement in reading logs and reading3. Teen numbers were up. 4. Some patrons asking for Summer Reading to be extended.

Most are happy with it only in June. 5. Talking with the Dunlap CUSD District Library about Book Chats.

ii. Statistics- New Programming in December.iii. Teen Program would like numbers to be higher. iv. Astronomy Program in September.v. Weeding in July in Youth Services.

vi. The Director of Youth Services was selected to be on the I-Read 2015 Showcase Coordinator ILA

h. Statistics i. Circulation is up

ii. Programming is upiii. Patron Count is up

i. B. Anderson asked about doing Dunlap Days since it was mentioned as a possibility in past meetings.

7. Unfinished Business- None 8. New Business

a. RFID Projecti. Director Peoples reported that there is a need to run a data cable.

Doesn’t have cables. Conduits are there but not cables. 1. Data Cables will be installed after tagging in October/November

is the possible time frame.ii. Implementing

1. Increase staff having to get tagging done in 3 months plus training sessions.

2. There will be associated costs.iii. E. Holshouser question about mobile cart to tag books. iv. B. Anderson questioned about materials coming from other libraries

can be read by the Dunlap Library RFID. b. Election of Officers

9. Announcements 10. Adjournment

a. Motion was made to adjourn the meeting by A. Dhall. B. Christiansen seconded motion. Motion passed. Meeting was adjourned at 8:27 PM.

Respectfully submitted by Angie Dhall, Secretary


September 22, 20147:00 PM

11. Call to Order a. President Jim Emanuels called to order the regular meeting of the Dunlap

Public Library Board of Trustees at 7:00 PM in the library meeting room.b. Roll Call

i. The following persons were present: Jim Emanuels, Bob Anderson, Eric Holshouser, Brenda Christian, Beth Christensen, Brian Puetz, Angie Dhall, and Library Director Brock Peoples.

12. Board Concernsa. Swearing in of New Officers

i. Introduction of new trustee. ii. Brian Pitts was sworn in.

b. Signer’s Resolution

i. Eric Holshouser made a motion to have Beth Christensen and Bob Anderson as signers on the accounts. Beth Christensen seconded motion. Motion passed.

13. Public Comment: no public in attendance

14. Secretary’s Reporta. Beth Christensen presented a sheet of corrections to the minutes that

include the following:i. Roll Call i: “Christiansen” should be corrected to Christensen”

ii. Roll Call ii: “Guest Lexie, Director of Youth Services” should be corrected to Lexie Walsh

1. Secretary’s Audit i: “Christiansen” should be corrected to Christensen

2. “Director Peoples mentioned that the secretary should provide a list of closed minutes to the best of her availability” should be corrected to ability”

iii. Treasurer’s Report f: “Christiansen” should be corrected to Christensen

1. Routine budget “ws” changed to wasiv. Director’s Report “Gerber” should be corrected to Garber.

b. B. Christian made a motion to approve with grammatical and spelling corrections to the August 25, 2014 minutes. B. Anderson seconded motion. Motion passed.

15. Treasurer’s Report a. Treasurer E. Holshouser discussed the balance sheet.

i. Expenses were approximately $75,000. Noted that there were 3 payrolls.

ii. Added expense for RFID also. iii. Some question about balance.

1. Director Peoples and Eric Holshouser will check into balance by talking with library accountant.

b. The following CDs have rolled over: CEFCU ($223, 000) and Heights Bank ($102, 500)

c. Some Issues on the balance sheets which include the following:i. Project Tracking/ Tagging

ii. 2 Checks from Tort 522iii. SirsiDynex check was wrongly categorized. One check not noted.

d. 2nd Tax Installment received for approximately $72,000. e. B eth Christensen made a motion to approve the September Treasurer’s

Report. Brenda Christian seconded the motion. Motion passed.

16. Director’s Report a. RFID Project Update

i. Tagging has started. Some sections are already completed. The entire staff received training on how to tag, and there are five tagging stations operating which is allowing staff to get a lot done. Staff is aiming to be done at the end of October.

ii. Cat 5 (Ethernet) cabling needed to be run to service the self-check location. Cable was also run to the new patron computer location instead of relying on Wi-Fi. Heart Technologies made the installation on September 15 at a cost of $2, 564. This amount is within the budget for RFID project (50, 000 was approved at $42, 038 has been expended.

b. Furniture Project Updatei. Rearranging of furniture has taken place to make room for the new

install. The Library was closed on the 22nd at 2p.m. for everyone’s safety as the new furniture was being installed.

c. Auditor Updatei. Director Peoples has engaged the services of Hopkins and Associates for

FY2014 audit at a rate of $4,500. They are based in Granville with offices in Peru and Princeton. They specialized in local government auditing services. The audit will be conducted in October.

d. Maintenance i. Garber Heating and Cooling came out again because other zones were

not cooling after condenser belt was replaced on one of the zones. The technician found the problem and fixed the issue.

ii. S&S Lighting came out for a regularly scheduled check and replaced burnt out bulbs. The time clock was also reset for “winter” hours -6:30 p.m.-8 a.m.

e. ILA Annual Conferencei. Three library staff members (Lexie, Tina, and Brock) will be in Springfield

for the ILA Conference the week of October 13. f. Stats

i. Circulation has increased for hard copy circulation in August. ii. Meeting room reservations are up.

iii. Director Peoples talked about putting a Community Bulletin Board possibly in the front foyer. Questions about policy.


a. Budget and Appropriations Public Hearingi. Director Peoples gave an overview to new trustees.

ii. Eric Holshouser gave some input on the numbers.

iii. Bob Anderson asked about the risk management and loss control program. Director Peoples explained it encompasses RFID and fire alarms.

b. Ord 2014-3: Budget and Appropriationsi. E. Holshouser motioned to approve. Brenda Christian seconded

motion. Motion passed.

19. Announcements a. Director Peoples announced an invitation to a cookout to celebrate his new

marriage on October 18. 20. Adjournment

a. Motion was made to adjourn the meeting by A. Dhall. B. Anderson seconded motion. Motion passed. Meeting was adjourned at 7:33 PM.



October 27, 20147:01 PM

21. Call to Order a. President Jim Emanuels called to order the regular meeting of the

Dunlap Public Library Board of Trustees at 7:00 PM in the library meeting room.

b. Roll Calli. The following persons were present: Jim Emanuels, Bob

Anderson, Eric Holshouser, Brenda Christian, Beth Christensen, Brian Pitts, Angie Dhall, and Library Director Brock Peoples.

22. Public Comment a. No public in attendance

23. Secretary’s Report a. Communications

i. Letter received as a FYI about the Rural Enterprise Zone. b. Approval of Minutes

i. B. Puetz made a correction in the spelling of his last name in the Roll Call and elsewhere in the September Minutes. His last name is Puetz and not Pitts.

ii. E. Holshouser requested a copy of the August and September minutes.

iii. A. Dhall made a motion to approve with grammatical and spelling corrections to the September 22, 2014 minutes. B. Anderson seconded motion. Motion passed.

24. Treasurer’s Report a. Treasurer E. Holshouser discussed the balance sheet.

i. Expenses were approximately $ 31, 530. 2/3 salaries and IMRF.

1. B. Anderson asked about IMRF. ii. Tax check came in September.

iii. One of the Illinois National Bank CDs came due. 1. E. Holshouser made a motion to adopt the resolution

with Illinois National Bank that indicates that B. Anderson, B. Christensen, and E. Holshouser. B. Christensen seconded the motion.

iv. Balance is off because tax monies received recently is not included on the balance sheet.

v. Beth Christensen made a motion to approve the October Treasurer’s Report. B. Anderson seconded the motion. Motion passed.

25. Director’s Report a. Director of Youth Services Report – Alexandra Walsh was unable to be

at meeting due to illness. Director Peoples presented a paper copy of her report.

i. Book vs. Movie Club had seven participants in attendance. It is a group aimed at teens. She will keep an eye on interest and numbers going forward.

ii. She created a take-home Halloween craft, which was very popular. 46 kits were picked up. She will continue craft kits going forward.

iii. Lunch time book chats are very successful with 98 kids at the two middle schools this past month.

iv. ILA was successful and she was able to network with many other librarians throughout the state and working on the iRead committee.

v. She was asked to present at iRead at the SPLMI conference in May. She will be presenting with Katie Kite, Director of Wood River Public Library, on the benefits of summer reading in public libraries.

vi. She has reached out to area schools to make them aware of resources their students can use. She is working Peoria Notre Dame to do a library instruction session there.

b. Audit i. Auditors were at the library and all was in order.

c. Miscellaneous i. Director Peoples sat in on a community stakeholders meeting

with the consultants conducting the search for Dunlap CUSD’s superintendent.

d. Furniture Installation Report i. Furniture was installed as planned and staff was able to make

effective use of time to tag items. Also all materials were shifted to their new locations so that everything was in the correct place when we opened the next day.

e. Building Maintenance i. Window repair has been schedule with Glass Doctors out of

Morton for he amount of $1,782.76. The glass has been ordered and will be installed in November. This may be charged as Maintenance or a Tort expense.

f. ILA A Recapi. It was very informative. Tina was unable to attend as planned.

The conference cost was $1,547 out of the budgeted $3,400. ii. Director Peoples is investing joining the Rotary Club to foster

community engagement and improve the library’s position within the greater community. He would like to pay for that membership but doesn’t have a dollar amount.


a. Tort Liability Budget Line i. Director Peoples discussed the use of Tort Fund after obtaining

information at the ILA Conference. There are things currently being paid out of Building and Maintenance and Corporate that could be paid out of Tort, including percentages of salaries other than the directors (they deal with risk management, loss prevention, and janitorial. Director Peoples plans on reclassifying appropriate items as Tort Miscellaneous.

ii. Time study going to study justifying classing 10% of two employees salary as Tort and 5-7% of Director of Youth Services.

iii. Tort income should be budgeted.

1. Need to adjust the “Tort Liability”. b. Janitorial Concerns

i. Director Peoples would like to have carpet cleaned on a regular schedule. He is looking for approval to schedule the cleaning. J. Emanuels recommended that the Director Peoples should check with carpet manufacturer.

ii. Beth Christensen made a motion to approve having carpets cleaned and establishing a schedule to have carpets cleaned and janitorial services up to 5 days weekly as required. 4 days at $966 or 5 days at $ 11208. B. Christian seconded motion. Discussion. It was noted by Director Peoples that this is a public safety and risk management concerned and expenses can be partly classified as Tort. Motion passed.

c. Furniture and Equipmenti. Director Peoples discussed that the display units used for

movie collection are more crowded then was expected. Staff is analyzing use of the area and there may be need to add one additional multimedia range and one additional display unit. The estimated cost of adding these units is approximately $6,064.

1. E. Holshouser made a motion to increase the working budget LFI Furniture line by $8, 000 and authorize the upgrading the purchase of the items as discussed. B. Christian seconded the motion. Discussion. Motion passed.

2. Disc Repair Machine a. Director Peoples recommends purchasing an RTI

Eco-SMART for $3,195 with the conference promotion discount of $500. The machine will help to “repair” unreadable discs. Also could offer repair services to the public for a fee.

ii. B. Anderson made a motion to purchase the Disc Repair Machine for $3,195. B. Christensen seconded motion. Motion passed

d. Display Policyi. Directors Peoples presented a Preliminary Display Policy.

ii. B. Christian made a motion to accept the Preliminary Display Policy as presented. A. Dhall seconded motion. Discussion. Motion passed.

e. Personnel Policy Addendum

i. Director Peoples brought to the attention of the board that since expanding hours there has been a problem with staffing. Discussion by library staff on how to handle this and it has been suggested that hiring a full time employee.

1. Circulation Clerks will have a set schedule and allow Pages to sign up for available hours before assigning them. Both Circulation Clerks and Pages will be required to work at least one Saturday shift per month. Pages will be required to sign up for at least one shift per payroll if they are to remain an employee. The restricting will preserve the hours available for Circulation Clerks.

2. To help assist with scheduling would be to hire a full time employee. The new employee will carry the title of Public Services Librarian and will work closely with head of Circulation. They will be involved with library programming such as technology and library instruction.

3. It is within the current budge to achieve the goals of greatly simplifying the library’s scheduling process, increase our ability to provide library programming, and to provide great customer service to our patrons through greater continuity of staffing.

ii. E.Holshouser made a motion to approve the Personnel Policy Addendum with the corrected salaries. B. Anderson seconded motion. Discussion. Motion passed.

f. Risk Management Policyi. Corrections made to Dunlap Public Library District Policy on

Tort Levy Expenditures/Risk Management Plan 1. Section Director of the Library -Page 2: 2. …workers

compensation changed to workers compensation,2. Section Responsibilities Performed by Other Personnel-

Page 3/Custodians –daily changed to routineii. Section Responsibilities Performed by Other Personnel- Page

3/ Other Personnel – libraries changed to library’siii. Section Responsibilities Performed by Other Personnel- Page

3- seven percent (7%) changed to seven percent (7%) minimum.

iv. Recommended that it be passed by library attorney.

v. B. Christensen made a motion to approve the Dunlap Public Library District Policy on Tort Levy Expenditures/Risk Management Plan subject to review and recommendations by the Dunlap Public Library. B. Christian seconded motion. Motion passed.

g. Library Hoursi. Director Peoples discussed experimenting with opening

earlier. Open at 8 a.m. Monday –Thursday at no additional payroll expense, adding 208 service hours per year.

ii. B. Anderson made a motion to open library at 8 a.m. with the established set schedule at the Director’s discretion. E. Holshouser seconded motion. Discussion. Motion passed.


a. Motion was made to adjourn the meeting by A. Dhall. B. Christian seconded motion. Motion passed. Meeting was adjourned at 8:47 PM.



November 24, 20147:00 PM




Anderson, Eric Holshouser, Brenda Christian, Beth Christensen, Brian Puetz, Angie Dhall, and Library Director Brock Peoples. Kathy Simmons and Lexie Walsh, Director of Youth Service were in attendance.

31. Public Comment-none 32. Secretary’s Report

a. Communications-Noneb. Approval of Minutes

i. A. Dhall made a motion to approve with grammatical and spelling corrections to the October 27, 2014 minutes. B. Anderson seconded motion. Motion passed.

ii. See Correction at the end of the November 2014 minutes. 33. Treasurer’s Report

a. Treasurer E. Holshouser discussed the balance sheet. i. Typical operating month. There was nothing out of the routine.

ii. Director Peoples mentioned the Heartland Bank & Trust CD (Corporate Fund) E.Holshouser recommends rolling over the CD that is coming due on December 3, 2014.

1. E. Holshouser made a motion to take the balance from the Heartland Bank & Trust and reinvest it into a CD at a local bank in accordance to the board’s investment policy. B.Christensen seconded the motion. Motion passed.

iii. E. Holshouser had questions about any other outstanding expenses from the special furniture projects. Director Peoples answered that the library is getting closer to having all the bills paid for special projects and the only amount outstanding is the amount agreed to during the board action in October.

b. B. Christian made a motion to approve the November Treasurer’s Report. B. Anderson seconded the motion. Motion passed.

34. Director’s Report a. RFID- 33, 000 materials were tagged by the end of October.b. Building Maintenance –New Businessc. Marketing

i. New marketing materials (posters, social media outlets, etc.) emphasizing our social media presence and promote specific services.

d. Misc.i. Director Peoples spoke to an Administration class at GSLIS and

part of a three-person Director’s Panel.ii. Director Peoples has attended Peoria North Rotary. Ashley

Taylor will sponsor his membership. iii. Several business owners/leaders in town are talking about

forming a Chamber of Commerce in Dunlap. Director Peoples will update the board as more information is available.

iv. Stats1. Interested in seeing how the DVD circulation changes

with the new shelving.2. Looking into separating Juvenile (J’s) dvds from the

other dvds on the shelf has been discussed.

v. Following questions were brought to Trustee B. Christian by library patrons

1. Possible high school student representation on board2. How to get a book published and into the library

system. 3. Teen Advisory Board

e. Lexie Walsh, Director of Youth Servicesi. Kids and Teens Winter Reading program began in November.

ii. Program schedule change in January1. Expanding story times to include weekly book babies,

toddler story time, preschool story time, and all ages story time.

iii. A record total of 121 students at book chats at the middle schools in November.

iv. Summer Reading1. A new 6-week schedule planned for 2015. Dates are

June 8 to July 17.2. Participants will collect points throughout the program. 3. At the end of the program, there will be a final prize

event. Participants will be able to redeem their points for raffle tickets, which will allow them to put their tickets into drawings for various prizes.


a. Ordinance 2014-5 : Ordinance levying and assessing property tax for Dunlap Public Library District of the County of Peoria State of Illinois for the fiscal year beginning the 1st day of July, 2014 and ending the 20th day of June, 2015.

i. Director Peoples gave an explanation of the ordinance. Motion made by B. Christian to approve the Ordinance No. 2014-5. Motion seconded by E. Holshouser.

1. Discussion. a. E. Holshouser mentioned that the ordinance did

not include bonds and interest.b. Motion passed.

b. Heating Issues

i. Library building has heating issues in the front bathrooms. Garber came out and changed the filters. It was suggested that a second duct be run or a secondary heat source (such as baseboard heaters) be installed to solve the issue.

ii. Motion made by B. Christensen to have Director Peoples to look into heat sources for the bathroom and authorizing expenditures for installation after estimates are reviewed with J. Emanuels and E. Holshouser. Amended to include Director of Youth Services in an auxiliary heat source. Motion seconded by B. Christian. Discussion. Motion passed.

c. Minimum Wage Hike Contingencyi. Director Peoples would like authorization to pay minimum

wage if it is passed by the State of Illinois in the future. 1. E. Holshouser made a motion to comply with the

changes to the state’s minimum wage for those staff members affected and giving the Library Director authorization. B. Anderson seconded motion. Motion passed.

d. Staff Holiday Partyi. As per past years, the board will provide funds for a staff

holiday party. 1. B. Puetz made motion to provide up to $500 for the staff

holiday party. B. Christian seconded motion. Motion passed.


a. Motion was made to adjourn the meeting by A. Dhall. E. Holshouser seconded motion. Motion passed. Meeting was adjourned at 8:00 PM.


CORRECTIONS MADE TO MINUTES-OCTOBER 2014 B. Puetz made a correction in the spelling of his last name throughout the

document.

Treasurer’s Report

E. Holshouser made a motion to adopt the resolution with Illinois National Bank that indicates designates that B. Anderson, B. Christensen, and E. Holshouser as signers. B. Christensen seconded the motion.

Director’s ReportDirector of Youth Services Report

She has reached out to area schools to make them aware of resources their students can use. She is working with Peoria Notre Dame to do a library instruction session there.

Building Maintenance Window repair has been schedule with Glass Doctors out of Morton for the

amount of $1,782.76. The glass has been ordered and will be installed in November. This may be charged as Maintenance or a Tort expense.

ILA A ILAA Recap Director Peoples is investing investigating joining the Rotary Club to foster

community engagement and improve the library’s position within the greater community.

New BusinessTort Liability Budget Line

(They deal with risk management, loss prevention, and janitorial.)

Furniture and Equipment Director Peoples discussed that the display units used for movie collection

are more crowded then than was expected. E. Holshouser made a motion to increase the working budget LFI Furniture

line

by $8, 000 and authorize the upgrading the purchase of the items as discussed. B. Christian seconded the motion. Discussion. Motion passed.

E. Holshouser made a motion to increase the working budget LFI Furniture line

by $8, 000 and authorize the upgrading the purchase of the items as discussed. B. Christian seconded the motion. Discussion. Motion passed.

Personnel Policy Addendum The restricting restriction will preserve the hours available for Circulation

Clerks. To A solution to help assist with scheduling would be to hire a full time

employee. The new employee will carry the title of Public Services Librarian and will work closely with head of Circulation.

Risk Management Policy B. Christensen made a motion to approve the Dunlap Public Library District

Policy on Tort Levy Expenditures/Risk Management Plan subject to review and recommendations by the Dunlap Public Library attorney.


January 26, 20157:00 PM




Anderson, Eric Holshouser, Brenda Christian, Beth Christensen, Brian Puetz, Angie Dhall, and Library Director Brock Peoples.


a. Communications-i. Annual Per Capita Grant Award Letter

ii. OCLC Letter concerning increased fees in the futureb. Approval of Minutes

i. B. Puetz made a motion to approve with grammatical and spelling corrections to the November 24, 2014 minutes. B. Christian seconded motion. Motion passed.

ii. See Correction at the end of the January 2015 minutes. 42. Treasurer’s Report

i. November Report1. Treasurer E. Holshouser discussed the balance sheet. 2. Typical operating month. 3. Bond, interest, labor related, and special projects (RFID)

and audit were expenses for the month.4. Payment on principal and interest on library bonds was

done during the last part of November. 5. B. Anderson made a motion to approve the November

Treasurer’s Report. B. Christian seconded the motion. Motion passed.

ii. December Report1. Treasurer E. Holshouser discussed the balance sheet. 2. $18,000 in income3. Expenses included a $44,000 bond interest payment.

Next bond payment will be in May. Other expenses included employee pay and tort.

4. B. Christian made a motion to approve the December Treasurer’s Report. B. Anderson seconded the motion. Motion passed.

iii. Audit- take a look at audit report will be put on an agenda in an upcoming meeting. There were no issues that came from the audit.

1. If a trustee does not want to keep the audit, please return your copy to Director Peoples and he will put them away in the library.

iv. Audit and Treasurer’s Report are on library website.

43. Director’s Report a. RFID

i. The library is working with Bibliotheca to fix minor kinks in the setup/system.

b. Marketingi. Putting out monthly newsletters with the calendar of activities

at the library. 1. They are not being mailed out because it would be

costly. 2. Compiling a list of address of patrons that would like to

receive through traditional means.

ii. Postcards will be sent out with selected programs. iii. The library has experimented with paid Facebook advertising.

c. Exterior Lighting- See New Business d. Personnel-

i. Director of Youth Services, Lexie Walsh, has resigned and will be leaving in early February to start her new position at the Washington Library. She has been working hard on getting things done for Summer Reading before leaving.

ii. Interviews will be starting in the near future.e. Stats

i. Increase in patrons attending programsii. Increase in DVD circulation which may be directly related to

the new shelving making the DVDs more accessible to patrons.f. Director Peoples presented an Annual Review PowerPoint

presentation.

44. Unfinished Business- None

45. New Business a. Appointment of FOIA Officer

i. B. Christensen made motion to appoint Angie Dhall FOIA Officer. E. Holshouser seconded motion. Discussion. Motion passed.

b. Identity Protection Policyi. E. Holshouser made motion to approve the Identify Protection

Policy. B. Christensen seconded motion. Discussion. All units of government are to have this policy. Motion passed.

c. Policy on Public Participation at Board of Trustees Meetingsi. B. Christian made motion to adopt the policy as written. B.

Anderson seconded motion. Discussion. Motion passed. d. Policy on Photographing and Recording on Library Premises

i. B. Puetz made motion to adopt the policy as written. B. Christian seconded. Discussion. Motion passed.

e. Exterior Lightingi. Director Peoples reported that the time-clock for the exterior

lighting has been working properly again. S&S has suggested two options: a simpler mechanical time-clock for $300 or installation for a photo-sensitive sensor for $650. Director Peoples recommends that the library go with the photo-sensitive sensor.

ii. B. Puetz made a motion to allow S&S to install a photo-sensitive sensor. B. Anderson seconded motion. Discussion. Motion passed.

f. Thermostats and automation systemsi. Tabled until future meeting

g. Personnel (This portion of the meeting may be held in executive session pursuant to Section 5 ILCS 120 2(c) (2).)

i. B. Christian made a motion to go into Executive Session. E. Holshouser seconded motion. Motion passed. Entered into Executive Session at 8:07.

ii. E. Holshouser made a motion to leave Executive Session. B. Christian seconded motion. Left Executive Session at 8:29.

h. Personnel Policyi. Dunlap Public Library District Personnel Policy

1. Discussion of changes made to policy concerning the following:

a. Work Schedule – (page 4) salaried employee with a partial appointment defined as working not less than twenty-five hours per week.

b. Benefits- (page 5) c. Disciplinary Action-(page 8-9)

i. B. Christensen had a question about incident report. Who can file it?

d. Grievance Procedure (page 9)i. B. Christensen made motion to accept the

revised Dunlap Public Library District Personnel Policy with changes highlighted from the sections and pages listed above. B. Anderson seconded motion. Discussion. Motion passed.




CORRECTIONS MADE TO MINUTES- NOVEMBER 2014Call to Order


Anderson, Eric Holshouser, Brenda Christian, Beth Christensen, Brian Puetz, Angie Dhall, and Library Director Brock Peoples. Kathy Simmons and Lexie Walsh, Director of Youth Service were in attendance.

Treasurer’s Reportc. Treasurer E. Holshouser discussed the balance sheet.

i. Typical operating month. There was nothing out of the routine. [ii.] Director Peoples mentioned that the Heartland Bank & Trust CD

(Corporate Fund)

Director’s Reporte. Lexie Walsh, Director of Youth Services

i. Kids and Teens Winter Reading program began in November.

ii. Program schedule change in January[1.] Expanding story times to include weekly

book babies, toddler story time, preschool story time, and all age’s ages story time.

New Business

b. Heating Issuesii.[iii.] Library building has heating issues in the front bathrooms.

Garber came out and changed the filters. It was suggested that a second duct be run or a secondary heat source (such as baseboard heaters) be installed to solve the issue.

iii.[iv.] Motion made by B. Christensen to have Director Peoples to look into heat sources for the bathroom and authorizing expenditures for installation after estimates are reviewed with J. Emanuels and E. Holshouser. Amended to include Director of Youth Services in an auxiliary heat source. Motion seconded by B. Christian. Discussion. Motion passed.

c. Minimum Wage Hike Contingencyiv.[v.] Director Peoples would like authorization to pay minimum wage

if it is passed by the State of Illinois in the future. 1. E. Holshouser made a motion to comply with the

changes to the state’s minimum wage for those staff

members effected affected and giving the Library Director authorization. B. Anderson seconded motion. Motion passed.


February 23, 20157:00 PM

48. Call to Order Vice- President B. Anderson called to order the regular meeting of the Dunlap Public Library Board of Trustees at 7:09 PM in the library meeting room.

a. Roll Calli. The following persons were present: Jim Emanuels arrived

later at 7:16, Bob Anderson, Eric Holshouser, Brenda Christian, Beth Christensen, Angie Dhall, and Library Director Brock Peoples. Guests: Ashley Huffines and Dylan Grose Absent: Brian Puetz


a. Communications-b. Approval of Minutes

i. B. Christensen made a motion to approve with grammatical and spelling corrections to the January 26, 2015 minutes. E. Holshouser seconded motion. Motion passed.

ii. See Correction at the end of the February 2015 minutes. 51. Treasurer’s Report

i. January Report1. Treasurer E. Holshouser discussed the balance sheet.

There was not much change.2. Total income was $1500.00 which included person

property replacement, tax fines, and copies. 3. Profit and Loss Budget Performance

a. Salary and Maintenance budget lines were below budget. Audit was paid earlier and most went to TORT.

4. B. Christian made a motion to approve the January Treasurer’s Report. B. Christensen seconded the motion. Motion passed.

ii. Audit- Favorable opinion. Clean Audit. Thanks to B. Anderson getting the signature change.

iii. B. Christensen made a motion to accept the audit. J. Emanuels seconded motion. Motion passed.

52. Director’s Report a. Personnel

i. Director Peoples introduced Ashley Huffines, the library’s new Youth Services Librarian. He also introduced Dylan Grose, the library’s new Public Service Librarian.

b. Maintenance1. S&S Lighting installed a new photo sensor on exterior

lighting.2. New lock put on the staff bathroom door.3. Water heater was fixed after it stopped working. Tom

Smith Plumbing came out and found birds in the air intake. A netting was installed over the intake pipe. They also fixed the computerized control, which was locked up.

c. Programmingi. Adding new programming to take advantage of the school’s SIP

days was well as more story times. ii. Stats are still trending upwards.

iii. Working towards the Best Small Library in America 2017. Director Peoples show a mockup of poster for the award.


54. New Business i. Policy Review

1. General Policya. A Resolution Concerning the Adequacy of the

Dunlap Public Library District b. Discussion

i. Where do removed materials go? Director Peoples advised on disposition of items removed from collection. Better World Books receives the discards.

ii. Faxing Cost to the public1. Reducing the cost which is

currently $1 per page2. B. Christensen made a motion to approve the packet of

policies as written and to affirm the existing policies

that were not changed. Also to decrease the cost of facsimile from one dollar to twenty-five cents per page. B. Anderson seconded. Discussion. Motion passed.

ii. Resolution concerning adequacy of library facilities1. Director Peoples presented resolution to begin a study

of library facilitiesa. Planned real estate including residential

(subdivisions) b. Director Peoples spoke about long range would

include Plan Outline/Flowchartc. Beth Christian made a motion to table Agenda

Item Resolution Concerning Adequacy of Library Facilities to next month (March). Motion seconded. Motion passed to table.

iii. District Wide Mailing1. April Newsletter will be mailed to every address in the

61525 and library district 2. Will include a Summer Reading insert3. Discussion4. B. Christian made a motion to mail “Footnotes” (library

newsletter) to residents in the Dunlap Public Library District at the cost of $2, 384. B. Anderson seconded motion. Motion passed.




CORRECTIONS MADE TO MINUTES- January 2015Director’s Report

a. Statsi. Increase in patrons attending programs

ii. Increase in DVD circulation which may be directly related to the new shelving making the DVDs more assessable accessible to patrons.

New Businessh. Personnel Policy

i. Dunlap Public Library District Personnel Policy1. Discussion of changes made to policy concerning the

following:a. Work Schedule – (page 4) salaried employee

with a partial appointment defined as working not less than twenty-five hours per week.

b. Benefits- (page 5) c. Disciplinary Action-(page 8-9)

i. B. Christensen had a question about incident report. Who can file it?

d. Grievance Procedure (page 9)i. B. Christensen made motion to accept the

revised Dunlap Public Library District Personnel Policy with changes highlighted from the sections and pages listed above. B. Anderson seconded motion. Discussion. Motion passed.


March 23, 20157:00 PM

57. Call to Order President Jim Emanuels called to order the regular meeting of the Dunlap Public Library Board of Trustees at 7:00 PM in the library meeting room.

a. Roll Calli. The following persons were present: Jim Emanuels, Bob

Anderson, Eric Holshouser, Beth Christensen, Brian Puetz, Angie Dhall, and Library Director Brock Peoples. Guests: Ashley Huffines Absent: Brenda Christian


a. Communications-b. Approval of Minutes

i. B. Anderson made a motion to approve with grammatical and spelling corrections to the February 23, 2015 minutes. B. Puetz seconded motion. Motion passed.

ii. See Correction at the end of the March 2015 minutes. 60. Treasurer’s Report

i. February Report1. Treasurer E. Holshouser discussed the balance sheet.

Approximately $27,000 in expenses for month which is about average

2. Balance sheet is strong. 3. Staff Development charge was the staff dinner.

ii. B. Christensen made a motion to approve the February Treasurer’s Report. B. Anderson seconded motion. Motion passed.

61. Director’s Report a. Personnel

i. L. Kraft resigned her position. She asked to be kept in mind if there is a need for someone to fill-in to cover during other employees’ vacations, etc.

b. Programming

i. Staff has been working on future programming especially for April and Summer Reading.

ii. Worked on the newsletter1. Director Peoples is very proud of the final product that

was put together by the library staff 2. Newsletter should be received soon

c. State of the Village Recapi. Director Peoples showed us a PowerPoint of his presentation

at the State of the Village d. Statistics are looking good. e. Annexation is moving forward.f. Ashley Huffines, Youth Services Librarian discussed the Young Adults

book club and to talk about Friday Programming. On Fridays at the library each month there will be different programming including 2 separate programs for preschoolers and grade school students.

g. Director Peoples also discussed publicity through the high school sport’s program. The cost is $65 for a small square or $95 for the bigger square. It would be part of marketing. Director Peoples will contact the person to discuss details.


63. New Business

a. Insurance renewal i. Director Peoples recommends repackaging the policy to be

increased because of the addition of the RFID equipment and new library furnishings

ii. B. Anderson had a question about the building coverage on the policy

1. Discussion on what is under building and contents2. Have a new quote on increase in contents and

reevaluation of the buildingiii. Director Peoples will have Agent B. Zeone reevaluate the

insurance coverage with the above mentioned points. b. Strategic Planning

i. Director Peoples presented “Strategic Planning Overview”. 1. Does not need action2. The goal is to be able to apply for “Best Small Library”

a. Outreach – How can the library more effectively serve the people in our district and community

i. Questions about homebound 1. Senior population2. Logistics

a. Setting up is not too badb. Facility- adequacy of the facilityc. E. Holshouser addressed that marketing is done

every other year and technology plan is every year

d. B. Anderson asked about technology. Director Peoples discussed the EDGE Initiative and Gates Foundation.


a. Motion was made to adjourn the meeting by A. Dhall. B. Anderson seconded motion. Motion passed. Meeting was adjourned at 7:50 PM.

Respectfully submitted by Angie Dhall, SecretaryCORRECTIONS MADE TO MINUTES- February 23, 2015

1. Treasurer’s Report i. Audit- Favorable opinion. Clean Audit. Thanks to B. Anderson

and B. Christensen for their hard work to get all information in order. getting the signature change.

1. B. Christensen made a motion to accept the audit. J. Emanuels seconded motion. Motion passed.

2. New Business i. Policy Review

1. General Policya. A Resolution Concerning the Adequacy of the

Dunlap Public Library District b. Discussion

i. Where do removed materials go? Director Peoples advised on disposition of items removed from collection. Better World Books receives the discards.

ii. Faxing Cost to the public

1. Reducing the cost which is currently $1 per page

2. B. Christensen approved made a motion to approve the packet of policies as written and to affirm the existing policies that were not changed. Also to decrease the cost of facsimile from one dollar to twenty-five cents per page. B. Anderson seconded. Discussion. Motion passed.

ii. Resolution concerning adequacy of library facilities1. Director Peoples presented resolution to begin a study

of library facilitiesa. Planned real estate development including

residential (subdivisions) b. Director Peoples spoke about long range would

include Plan Outline/Flowchartc. Beth Christian Christensen made a motion to

table Agenda Item Resolution Concerning Adequacy of Library Facilities to next month (March). Motion seconded. Motion passed to table.

iii. District Wide Mailing1. April Newsletter will be mailed to every address in the

61525 and library district 2. Will include a Summer Reading insert3. Discussion4. B. Christian made a motion to mail “Footnotes” (library

newsletter) to residents in the Dunlap Public Library District at the cost of $2, 384. B. Anderson seconded motion. Motion passed.


April 27, 20157:00 PM


a. Roll Call

i. The following persons were present: Jim Emanuels, Bob Anderson, Eric Holshouser, Brenda Christian, Beth Christensen, Brian Puetz, Angie Dhall, and Library Director Brock Peoples. Guests: Ashley Huffines

67. Public Comment-None 68. Secretary’s Report

a. Communications-A thank you card and a donation from patron Suzanne McDonough.

b. Approval of Minutesi. B. Christensen made a motion to approve with corrections to

the March 23, 2015 minutes. B. Puetz seconded motion. Motion passed.

ii. See Correction at the end of the April 2015 minutes. 69. Treasurer’s Report

i. March Report1. Treasurer E. Holshouser discussed the Profit and Loss

and Balance Sheet. Approximately $59,300 in expenses for month which included three payrolls in March, library materials expense were over for March ( money spent for materials is due to trying to spend budgeted amount by the end of fiscal year), mailing of the newsletter (Footnotes), special projects, insurance payment, and tort liability.

a. March is usually a higher expense month. b. Questions about budget line 505 on the Profit

and Loss Performance Sheet. This should have been under 501 but was placed under 505.

ii. B. Christian made a motion to approve the March Treasurer’s Report. B. Anderson seconded motion. Motion passed.

70. Director’s Report a. Miscellaneous

i. The AV section has been rearranged. ii. Strategy/board games are now circulating and doing well so

far.b. Outreach

i. Outreach page has been added to the website to highlight both outreach programs- Homebound and Off-Site Delivery. Information has also been given about these programs to daycares and churches.

c. National Library Weeki. Posters and social media posts were posted during National

Library Week. d. Wells Fargo Donation

i. Wells Fargo made a donation and has been included into FY2016 Budget.

e. Reaching Forward Conferencei. Conference is May 8 in Rosemont, Illinois. It is a conference

designed for front-line and programming staff. Three staff members are attending.

f. Statisticsi. April was a very high month for programming. It showed the

highest daily average seen this year. Electronic resources also saw a large increase.

ii. Other circulation metrics which include patron count, etc., fall within an average range for this fiscal year.

iii. In April, total circulation passed more than 100, 000 which was not reached until June in Fiscal Year 2014 with 117,878. Circulation is projected to reach 140, 000 by the end of this fiscal year (June).

iv. In May, we will be swearing in “new” board members and organizing the board, which includes the election for all officer positions.

1. This means that all “new” members must complete the online OMA training Open Meeting Act). FOIA (Freedom of Information Act) and OMA officers must retake as well.

2. If you received a yellow sheet from the county please make sure you turn it in.

3. In May, we will discuss the Prevailing Wage Ordinance and the Meeting Date Ordinance for FY16.

4. June or July we need to review closed-session minutes.

g. Ashley Huffines, Youth Services Librarian reported that new nonfiction has been purchased for the juvenile section after noticing junior high students doing research and needing materials.


72. New Business

a. Insurance Renewal i. Director Peoples reported that the library insurance agent B.

Zeone recommended increasing the coverage of library contents because of the addition of the RFID equipment and new library furnishings. The cost would be an additional $160 which would increase contents insurance by $95,000.

ii. B. Christensen made a motion to increase the content insurance by $95,000 at a cost of an additional $160 per year. E. Holshouser seconded motion. Discussion. Motion passed.

b. FY2016 Working Budgeti. Director Peoples presented the Working Budget for Fiscal Year

2016. a. Board reviewed the Working Budget draft presented by

Director Peoples. b. EAV is on an upward track of 2 to 3%. c. Reducing some of the levy items which include the

Audit, IMRF, Social Security/Payroll Taxes, and Worker’s Compensation

d. B. Anderson had a question about salary increase. It is within the 3% and is due to the past year’s staff increases, which are now being counted for the full fiscal year.

e. Discussion about Technology Area of the Working Budget

i. B. Anderson asked about the need for console game systems. These devices would mainly be used for the various programs that are in place now or in the future rather than for day to day usage.

ii. Discussion about STEAM System, 3D Printer, and MakerSpace. These are possibilities for the future.

f. B. Anderson made a motion to pass the FY2016 Working Budget. B. Puetz seconded motion. Discussion. Motion passed.

c. Trustee Appointmenti. With the departure of J. Emanuels in May, there will be a trustee

position open. Jeff Jensen has shown interest in being considered for

the position. Director Peoples will invite Mr. Jensen to the May Board Meeting.

73. Announcements a. J. Emanuels was thanked for his 8 years of dedicated service as a

library trustee. 74. Adjournment

a. Motion was made to adjourn the meeting by A. Dhall. B. Christian seconded motion. Motion passed. Meeting was adjourned at 8:05 PM.


CORRECTIONS MADE TO MINUTES- March 23, 20151. Call to Order Vice- President Jim Emanuels called to order the regular

meeting of the Dunlap Public Library Board of Trustees at 7:00 PM in the library meeting room.


May 18, 20157:00 PM


a. Roll Calli. The following persons were present: Jim Emanuels, Bob

Anderson, Eric Holshouser, Brenda Christian, Beth Christensen, Brian Puetz, Angie Dhall, Youth Services Librarian Ashley Huffines and Library Director Brock Peoples.

76. Public Comment-None 77. Oath of Office for New Trustees

a. President Emanuels conducted the swearing in of the following trustees: Beth Christensen, Brenda Christian, Eric Holshouser, and Brian Puetz.

b. A. Dhall made a motion to allow Director B. Peoples to preside over the meeting in interim until new officers are nominated and elected. B. Christensen seconded motion. Motion passed.

i. Jeff Jensen was sworn in to fill-in vacant board trustee position. ii. Nomination of Beth Christensen for Board of Trustee President

made by B. Anderson. B. Christian seconded. Passed/ Approved.

iii. Nomination of Bob Anderson for Board of Trustee Vice-President made by Brenda Christian. A. Dhall seconded. Passed/ Approved.

iv. Nomination of Eric Holshouser for Board of Trustee Treasurer made by B. Anderson. A. Dhall seconded. Passed/Approved

v. Nomination of Angie Dhall for Board of Trustee Secretary made by B. Christian. B. Anderson seconded. Passed/ Approved.

78. Thank you to Jim Emanuels for his leadership as an officer and trustee over the last several years.

79. Secretary’s Report a. Approval of Minutes

i. B. Christian made a motion to approve with corrections to the April 27, 2015 minutes. E. Holshouser seconded motion. Motion passed.

ii. See Correction at the end of the May 2015 minutes. 80. Treasurer’s Report

i. April Report1. Treasurer E. Holshouser discussed the Profit and Loss

and Balance Sheet. a. April Profit and Loss showed that 83 1/3% of

budgeted amount has been spent for this fiscal year

i. Public Relations were over budgeted amount because of the newly added newsletter

b. Interest payment due. c. Amount of income coming in was low.

i. Time of year in which we don’t receive any revenue/tax monies.

ii. Tax monies begin to be distributed in June/July timeframe.

d. B. Anderson asked about an amount of check cut for Children’s Services. It was a check cut to Director Peoples. He had personally covered the programming deficit.

e. A. Huffines asked about “Direct Deposit” for staff payroll. B. Peoples will look into it with the library accountant and banks.

f. Discussion about interest rates on bonds. B. Anderson and B. Puetz will meet with Treasurer E. Holshouser. Discuss refinancing in July.

ii. B. Anderson made a motion to approve the April Treasurer’s Report. B. Puetz seconded motion. Motion passed.

81. Director’s Report a. Marketing

i. Doing final marketing pushes leading up to the summer reading program which include Facebook posts and announcements on Peoria Public Radio. Facebook campaign has resulted in large number of new likes for the library page and has had a huge effect on library’s “reach.” Public Radio announcements will run the week of May 18th both during drive-time and throughout the day.

b. Statisticsi. Daily average for program attendance in May has been

32.7which is the highest number so far this year.ii. The Patron Count Daily Average is 181.2 which is the highest

this calendar year. 1. Typically, May is a very slow program month, so the

library is on track to beat those trends.iii. Patron Counter Gates may be off with higher amount of people

coming in. Needs to reset itself.c. Miscellaneous

i. Custodian has been replaced.ii. June 26 and 27 are Early Voting Dates in Study Room

d. Ashley Huffines, Youth Services Librariani. Reaching Forward Conference

1. Introduced the idea of Aggressively Passive Teen Programming

a. It is programming without an adult leading2. Communication Overload3. Organization4. Configured some numbers for Summer Reading. Budget

is on track.5. Lots of programming for Summer Reading 6. Meghan Colvin, a college student and page, is helping

with the Summer Reading Program


83. New Business

a. FY2016 FOIA Policyi. B. Christian made a motion to accept the following as library

FOIA Officers: Director Peoples, Ashely Huffines, Kelly Kerckhove, Bob Anderson, and Angie Dhall. B. Anderson seconded motion. Motion passed.

ii. E. Holshouser made a motion to have the FOIA Policy be updated to reflect the current board membership and various sundry. B. Christian seconded. Motion passed.

b. Ord 15-1 FY16 Prevailing Wagei. Director B. Peoples clarified for new trustees what it means.

ii. E. Holshouser made a motion to accept the Ord 15-1 FY16 Prevailing Wage. B. Anderson seconded. Discussion. Motion passed.

c. Ord 15-2 FY16 Meeting Datesi. B. Anderson made motion to approve the Ord 15-2 FY16

Meeting Dates with August 2015 meeting date being removed. (There will be not board meeting). E. Holshouser seconded motion. Motion passed.

84. Announcements a. Director Peoples reminded the board to complete their OMA (Open

Meetings Act) and FOIA (Freedom of Information Act) Trainings and to bring in certificate of completion.

85. Adjournment a. Motion was made to adjourn the meeting by A. Dhall. B. Anderson

seconded motion. Motion passed. Meeting was adjourned at 8:29PM.


CORRECTIONS MADE TO MINUTES- April 27, 2015a. Statistics

i. April was a very high month for programming. It showed the highest daily average seen this year. Electronic resources also saw a large increase.

ii. Other circulation metrics which include patron count, etc., fall within an average range for this fiscal year.

iii. In April, total circulation passed more than 100, 000 which was not reached until June in Fiscal Year 2014 with 117,878. Circulation is projected to reach 140, 000 by the end of this fiscal year (June).

iv. In May, we will be swearing in “new” board members and organizing the board, which includes the election for all officer positions.

1. This means that all “new” members must complete the online OMA training Open Meeting Act). FOIA (Freedom of Information Act) and OMA officers must retake as well.

2. If you received a yellow sheet from the county please make sure you turn it in.

3. In May, we will discuss the Prevailing Wage Ordinance and the Meeting Day Dates Ordinance for FY16. In

4. In June or July we need to review closed-session minutes

7. New Business

b. Insurance Renewal i. Director Peoples reported that the library insurance agent B.

Zeone recommended increasing the coverage of library

contents because of the addition of the RFID equipment and new library furnishings. The cost would be an additional $160 which would increase contents insurance by $95,000.

ii. B. Christensen made a motion to increase the content insurance by $95,000 at a cost of an additional $160 per year. E. Holshouser seconded motion. Discussion. Motion passed.

Dunlap Public Library

Regular Monthly Board Meeting

June 22, 2015

7:00 P.M.

l. Call to Order- President Beth Christensen called to order the regular meeting of the Dunlap Public Library Board of Trustees at 7:05 P.M. in the library meeting room. a. Roll Call 1. The following persons were present: Beth Christensen, Bob Anderson, Eric Holshouser, Brenda Christian, Director of Youth Services Ashley Huffines, and Library Executive Director Brock Peoples.

2. Public Comment-None

3. Secretary's Report a. Approval of minutes

I. B. Anderson made a motion to approve with corrections to the May 15, 2015 minutes E. Holshouser seconded the motion. Motion passed.

4. Treasurer's Report

I. May Report 1. Treasurer Eric Holshouser stated year to date we are below budget. a. There was a bond payment made in May b. Eric stated we received a capital grant in the

amount of $8252.50

ii. B. Christian made a motion to approve the May treasurer's report. B. Anderson second. Motion approved.

5. Summer Reading Report

I. Director of Youth Services Ashley Huffines reported the five summer programs held so far have had a great response. a. The summer kickoff had an attendance of 187. b. Paws to read had 67 participants. c. The visit by the Dunlap Fire Department had 64 participants. d, The picnic was attended by 120 participants e. The Forest Park Nature Center visit had 89 participants.

II. The April newsletter helped get the word out about the summer reading program. Megan Colvin has been a great help to Ashley with the program.

6. Director's Report a. Brock and Eric will be contacting the State Bank of Speer to set up direct deposit.. The cost is $3.00 per payroll. b. Concern that the patron count gate does not correlate with the circulation numbers. The census may be to low. c. Discussion to place signage near dvd and audio book area warning damage to each when exposed to prolonged heat. d. E. Holshouser made a motion to accept the preliminary budget and to approve Ord 2015.-3. B. Anderson second. Motion passed. e. B. Anderson made a motion to maintain the current tax levy. B. Christian second. Motion passed.

7. Adjournment a. Motion made to adjourn the meeting by B. Christian. B. Anderson second. Meeting was adjourned @ 8:16 P.M.

Respectfully submitted by Brenda Christian, Acting Secretary.

· web viewthere will now be one bank acct. for each fund due to fdic rules. c. b christian made...

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