Dolton Public Library District

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August 25, 2014 Minutes

MINUTES OF THE REGULAR MEETING

DOLTON PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES

August 25, 2014

7:00 pm

President Jackson called the regular meeting of the Dolton Public Library District to order at 7:02pm.  Response to roll call was as follows:

            Aye:                Trustees Bendell, Johnson, Jackson, Williams and Gray.

            Absent:            Trustee Brown and Robinson.

Also present:   Attorney Angelo Vitiritti and Administrative Librarian Jay Kalman.

Introduction of Visitors:       Brett Mueller of O’Neill & Gaspardo.

Report from Auditor:           The 2012/2013 audit was finished and a report was emailed to everyone but print copies weren’t available so the Director stepped out of the room to make them.

7:04pm Trustees Robinson and Brown arrived.

Approval of Minutes:

 

A motion was made and seconded to approve the July 28 minutes and the minutes of the August 18, 2014 special meeting.

Roll Call Vote:

            Aye:    Trustees Robinson, Jackson, Brown, Bendell, Gray, Williams and Johnson.

Motion Carried.

Approval of Bills and review of Financial Statements:

Statement of Accounts July 31, 2014:            IL Funds General Acct.                      $3,463,234.67

                                                                        IL Special Reserve                              $119,351.41                                                                            Standard Bank General Acct.             $202,904.03

                                                                        Standard Bank Petty Cash                 $756.77

Communications, Petitions, Resolutions, Ordinances:       None.

Report from the Auditor:     Brett Mueller gave the audit report informing the Trustees that the library is financially sound.  The real estate taxes are the bulk of our revenue and it goes from Cook County straight to the US Bank.  No problems.  Fines and fees for the last four to five years there has been no paper trail.  Bottom line is there have been no major expenses or discrepancies so they didn’t see anything that could not be accounted for.  No deposits have been seen for at least three years so cash money that came in was not deposited in a timely fashion.

A motion was made and seconded to approve the 2012-2013 audit.

Roll Call Vote:

            Aye:    Trustees Robinson, Jackson, Brown, Bendell, Gray, Williams and Johnson.

Motion Carried.

Now the audit will be sent to the comptroller’s office and the library will see what type of fines will be issued.  These fines could be reduced but more than likely will not be waived.  It is now time to begin the 2013/2014 audit.  The engagement letter was tabled until the September meeting.

The Board wants to look at other proposals from auditors for the next season.

President Jackson would like all Trustees to have binders to put their minutes in.

Approval of Bills and review of Financial Statements:     Trustees had questions on some of the invoices.  Aquamist – This is for an estimate of $834.64 for a broken line. Trustees would like this to go out to bid.  Baker and Taylor invoices are for the books the library orders.  Trustees would like to see copies of invoices on book purchasing.  JR Landscaping they were here to cut grass and saw that a tree had fallen and decided to take it down without permission.  Trustees and Attorney Vitiritti felt he did this voluntarily and with no approval so therefore he would not be paid.  $14,000.00 for software – Director explained this is a yearly fee.  President Jackson felt the library needed to be more carefully in its spending since we are renovating.

A motion was made and seconded to approve the August bills minus the Aquamist $834.64 and JR Landscaping for $2800.00 with the new total being $50,296.96.

Roll Call Vote:

            Aye:    Trustees Robinson, Jackson, Brown, Bendell, Gray, Williams and Johnson.

Motion Carried.

Motion was withdrawn and corrected motion made.

A motion was made and seconded to approve the August bills minus the Aquamist $834.64 and JR Landscaping for $2800.00 with the new total being $105,427.07.

Roll Call Vote:

            Aye:    Trustees Robinson, Jackson, Brown, Bendell, Gray, Williams and Johnson.

Motion Carried.

Librarian’s Report:  IPLAR report is due September 1st and figures from the audit will complete it.

We forgot our policy committee and need members for that.  Trustees Jackson, Bendell and Williams volunteered.

Public Computers and Replacement Library Cards:   After a discussion with the circulation staff I would recommend that we raise the replacement library fee to five dollars.  Patrons are losing or forgetting their library cards and replacing them for one dollar.  Regarding public computers, it is recommended that we offer the privilege of free computers to Dolton residents only and a one dollar fee for all guest passes regardless of where the patron lives.

A motion was made to raise the replacement cost of a Dolton Library card to five dollars and for patrons without a valid Dolton Library card to purchase guest passes at a fee of one dollar.

Roll Call Vote:

            Aye:    Trustees Robinson, Jackson, Brown, Bendell, Gray, Williams and Johnson.

Motion Carried.

Unfinished Business: Attorney Vitiritti swore new Trustee Williams in.

New Business:                        SWOT Analysis – we need to talk about this tonight for the Per Capita Report that is due in October.  SWOT stands for Strengths, Weaknesses, Opportunities and Threats in the library community.  Strengths – the Trustees felt that the Board has come together to begin a renovation project.  The Trustees discussed the library’s building as a weakness and being in the beginning stages of a renovation project it will no longer be a weakness.  Opportunities – The Board felt that there were grants and donations to be found to bring more money and information into the library for the residents.  To have more programming for all ages such as Zumba, line dancing, computer classes, storytelling and tax services.  Threats – the only items the Board saw a threats were the empty houses in Dolton and the loss of revenue from them and trying to keep up with the digital age such as keeping computers up to date etc.

Chapter 7 of Serving Our Public “Collection and Resource Sharing” – Once we fill in the positions of Adult and Youth Services we will be in good standings.  Trustees wanted to know if one person could do both positions and the Director felt that it is possible.  Once the library has a permanent Administrator this position will be filled. 

President’s Message:  This Board is really beginning to come together to accomplish the library’s goals.

A motion was made and seconded to adjourn the meeting.

Roll Call Vote:

            Aye:    Trustees Robinson, Jackson, Brown, Bendell, Gray, Williams and Johnson.

Motion Carried.

Meeting adjourned at 8:53pm