Knoxville Public Library Board of Trustees

May 7, 2013

The May meeting of the Board of Trustees was not conducted as there proved to be no quorum.  Those present were President Terry Mauer, David Wilt, Doug Slaton, Reva Schoenwetter, and Librarian Pat Rose.

The meeting was reconvened on May 9^th at 7:00 P.M. at the library. Members were contacted by emails and phone calls.  Again, there was no quorum.  Those in attendance were President Terry Mauer, David Wilt, Doug Slaton, Mary Chapman, and Librarian Rose.

Correspondence was sent to all board members via email in order to gain concensus to pay the bills, approve reciprocal borrowing, and approve salary adjustments(all items on the agenda under New Business).  Approval was received from David Wilt, RevaSchoenwetter, Ann Peck, Doug Slaton and Terry Mauer,  Therefore, a quorum was reached and the above new business items were approved.

Respectfully submitted,

Pat Rose, acting Secretary

in the absence of Penny Flesner

KNOXVILLE PUBLIC LIBRARY

AGENDA

  7:00 P.M.

                                                       May 7, 2013                     

CALL TO ORDER

ROLL CALL

SECRETARY’S REPORT

TREASURER’S REPORT

BILLS PRESENTED FOR PAYMENT

LIBRARIAN’S REPORT

UNFINISHED BUSINESS

Automation report Doug/Pat

NEW BUSINESS

Reciprocal borrowing renewal

June meeting date

Recognition of Marijean’s contributions

MAINTENANCE

ADJOURNMENT

Knoxville Public Library Board of Trustees

April 2, 2013 Meeting Minutes

The April meeting of the Board of Trustees was called to order by President Terry Mauer. In attendance were Trustees Chapman, Flesner, Wilt, Hickman, Mauer,  Mastin, Slaton, and Librarian Rose.

The minutes of the March meeting were approved as read. Correspondence included a letter from Jesse White, Secretary of State and State Librarian which awarded us a Library Per Capita Grant of $2,991.49 for our use before June 30, 2014. 

Jill Hickman, Treasurer, reviewed the financial changes which occurred during the past month.Bills were presented for payment and Doug Slaton made a motion to pay them. Dave Wilt seconded the motion and unanimous board approval followed.

The Librarian's Report was read by Pat Rose and included the increased usage when compared to a year ago. 

Unfinished Business: Regarding internship Doug Slaton found that Bradley University does not offer a library science program. Ilinois State University has the program, but it does not require an internship. The University of Illinois' program facilitator did not return Doug's call. Doug felt that pursuing this further was not in the best interests of the board's attempts to automate in a timely manner. 

On March 11, 2013, a letter was sent to the City asking them to allot us tax money in the amount of $25,000 to provide library services to the community. In response to our letter, the City asked us to clarify how the money would be used. Penny Flesner will write a letter explaining how the library plans to update their equipment and systems, in addition to maintaining all current library services.

New Business: The microfilm reader/printer is not performing routine tasks with clarity and the prints are barely legible. Since it is used on a regular basis, it may need cleaning or repaired. Pat will call Galesburg Public Library to inquire where they get their machine serviced. She will also contact Office Specialists of Galesburg to see if they have suggestions for service providers that could repair our microfilm machine. This will be revisited during next month's meeting after Pat has had a chance to contact these sources.

The City authorized increases in the SEP contributions for its employees in the amount of 6%. The trustees reviewed the impact of these increases before Doug Slaton made a motion to accept this proposal. Mary Chapman seconded the motion and unanimous board approval followed.

With no further business, the meeting was adjourned at 7:35pm.

Respectfully submitted,

Penny Flesner, Secretary

February 5, 2013

Knoxville Public Library Board of Trustees

The February meeting of the KPL Board of Trustees was called to order by President Terry Mauer. In attendance were trustees Slaton, Peck, Mauer, Chapman, Flesner, Wilt, Hickman, Mastin, and Librarian Pat Rose.

The minutes of the January meeting were read and Pat Rose cited a correction; the maintenance contract discussed as part of January New Business; is for the copy machine, rather than the fax machine. Correspondence included a letter from Firefighter Joel Wilford, who had inspected the library, along with Firefighter Shawn Cooper, as representatives of the Knoxville Fire Department. They tested the smoke detectors, and found one on the upper level that needed new batteries or permanent replacement. Librarian Rose said that after their inspection, the batteries in the smoke detector were replaced and it is currently working.

Treasurer Jill Hickman presented documents of the past month’s financial activity. After reviewing the documents, as well as the bills submitted for payment, Doug Slaton made a motion to pay the bills. This motion was seconded by Dave Wilt, and unanimous board approval followed.

The Librarian’s Report was read by Pat Rose.

In Unfinished Business, Dave Wilt made a letter available which he had received from Steven Wilder, Superintendent of the Knoxville School District. Since the school district inventory automation is nearly complete, they are unable to piggyback with us in automating our inventory, Mr. Wilder suggested that the district's media specialist might be contacted to guide the selection of software for our library. Pat stated that she would like to take Michelle Walker and Marijean Zolper with her when she meets with this media specialist to discuss software for automation. Doug Slaton recommended that library science lab instructors from both WIU and ISU should be contacted to offer an internship which might significantly reduce automation costs, while providing a student with an internship opportunity at our library.

In New Business, Pat passed out Chapter 10, Marketing, Promotion, and Collaboration guidelines for the trustee's review before our March meeting.

Maintenance: none, other than reported in paragraph 2 regarding the smoke detector battery replacement.

With no further business to come before the trustees, the meeting was adjourned at 7:15 p.m.

Respectfully Submitted,

Penny Flesner, Secretary

January 8, 2013

Knoxville Public Library Board of Trustees

The January meeting of the KPL Board of Trustees was called to order at 7:00 p.m. by President Terry Mauer. In attendance were trustees Wilt, Hickman, Schoenwetter, Chapman, Peck, Flesner, Slaton, Mastin, and Mauer, as well as Librarian Pat Rose.

The minutes of the December meeting were approved as read. Three thank you notes were received during the month from employees and these were read to the trustees.

Treasurer Jill Hickman reported on the financial transactions which had transpired during the past month. Bills were presented for review and Doug Slaton made a motion that they be paid. Dave Wilt seconded the motion and unanimous board approval followed.

The Librarian's Report was read by Pat Rose.

In Unfinished Business, Dave Wilt had no report from the individual from our school district who will respond to our inquiry about the piggybacking of our library inventory to their automated inventory. Wilt will follow up at the February meeting. Pat Rose read an excerpt from a Mable Woolsey newsletter which stated that their inventories are now complete and they are fully automated, which may indicate that our request would come too late.

The fax purchase that was authorized during our December meeting was completed, however the old fax machine has been reliable since its delivery. Pat was willing to return the new machine if the trustees felt that the expense could be postponed. Considering the age of the old fax machine, the board members felt that the expense of a new machine was justified and prudent.

In New Business, a copier machine maintenance contract was offered for $260 per year, which included maintenance, as well as service, when the machine requires repair. Doug Slaton made a motion to contract with Office Specialists for this maintenance agreement for the next twelve months. Reva Schoenwetter seconded the motion and unanimous board approval followed.

The ADML participation agreement was available to the trustees for review, along with their bill of $275 for one year of participation. Of that amount, $162.50 is due now, which includes $25 membership fee. Jill Hickman made a motion to continue our agreement with ADML. Ann Peck seconded the motion and unanimous board approval followed.

With no further business to discuss, the meeting was adjourned at 7:20 p.m.

Respectfully submitted,

Penny Flesner, Secretary

December 4, 2012 

Knoxville Public Library Board of Trustees

The December meeting of the KPL Board of Trustees was called to order by President Terry Mauer. In attendance, were Trustees Mastin, Wilt, Peck, Chapman, Schoenwetter, Flesner, and Librarian Rose. 

In Treasurer Hickman's absence, Pat Rose invited the trustees to examine the financial documents that the treasurer had provided for review. Once reviewed, bills were presented for payment. Dave Wilt made a motion to pay the bills, which was seconded by Debbie Mastin and then approved by unanimous consent of the remaining members.

Pat Rose presented the Librarian's Report.

In Unfinished Business, Dave Wilt stated that Steven Wilder had passed information on to another (not named) individual who would look into the possibility of our joining the school district in automating the library's inventory. Trustee Wilt will follow up on this automation issue and have more information at the January meeting. 

At this time, Dave Wilt provided members with information regarding City funding for the library. In researching, Dave found that the Library has not received City funding since 2009, and none is appropriated during the 2012-2013 budget year. Wilt shared that the library will have difficulty realizing its potential by being frugal with operating expenses. President Mauer would not entertain more discussion of this topic and redirected the board to move to discussion of the town clock. 

The town clock is in place and all installation problems were solved.

In New Business, trustees were given handouts of the FY2014 Requirements regarding an environmental scan of the community to comply with the next per capita grant application, due September 1, 2013. Pat will ask Marijean to get online to find out how to complete the community information in the environmental scan. Meanwhile, the trustees were asked to review the documents during the next month and provide input next month.

Dave Wilt asked for clarification regarding the request for a funding letter to the City which was proposed and encouraged during the October 2012 meeting. During this request for clarification, discussion was halted by President Mauer, who directed the trustees and Librarian Rose to cease their discussion and stay on the agenda.

Christmas bonus policy was reviewed prior to Mary Chapman making a motion to provide the same Christmas bonuses as last year for library employees. Dave Wilt seconded the motion and unanimous board approval followed.

Pat Rose had contacted Office Specialists to provide the cost of a fax machine to meet the Library's needs. Two models had features that would meet or exceed the current 2003 model that is not longer working. Since there were some features that were unclear, Dave Wilt made a motion, seconded by Ann Peck, which would enable Pat to purchase either one of the fax machines up to the amount of $216.33, once she had clarification of the abilities of each machine. Unanimous Board approval followed.

Pat reminded trustees to submit their online training certificate to the City before January 1, 2013. 

With no further business, the meeting was adjourned at 7:25 p.m. 

Respectfully Submitted,

Penny Flesner, Secretary

KNOXVILLE PUBLIC LIBRARY

Agenda for Library Board Meeting

                                                                  December 4, 2012                        

CALL TO ORDER

ROLL CALL

SECRETARY’S REPORT

TREASURER’S REPORT

BILLS PRESENTED FOR PAYMENT

LIBRARIAN’S REPORT

UNFINISHED BUSINESS

Automation report-David   

Final clock update

NEW BUSINESS

Trustee requirement for 2014 per capita grant/handout

Christmas bonuses

FAX machine report

MAINTENANCE

ADJOURNMENT