HAMILTON PUBLIC LIBRARY
BOARD of TRUSTEES MEETING
April 20, 2020
The Hamilton Public Library Board of Trustees meeting was called to order at 6:20 pm on Monday April 20, 2020 by President James (Jim) Noble. Those present were: President Jim Noble, Vice President Heather Jones, Secretary Wanda Hansen, John Kelly, and Theresa Scheihing. Treasurer John Wardwell, Mackenzie Sellens, David Morgan, and Kathryn Johnson Library Director were present via Zoom due to the mandate for public meetings by Illinois Governor Pritzker. A quorum was declared by President Jim Noble. Chris W. joined the Board meeting at 6:30 pm; President Jim N. welcomed and explained to Chris W. why the Board meeting started early and informed Chris W. of what had been addressed at the meeting so far.
Minutes
The minutes of the March 16, 2020 Board meeting were reviewed. Heather J. motioned to accept the minutes of the March 16, 2020 Board meeting. John K. second. Motion passed.
The minutes for the Emergency Board meeting held on March 26, 2020 were reviewed. Heather J. motioned to accept the minutes of the March 26, 2020 Emergency Board meeting. Theresa S. second. Motion passed.
Bills
John W. went over the bills as presented. All other questions were asked and answered. Wanda H. motioned to pay the March 2020 bills as presented. Heather J. second. Motion passed.
Finance
The Board went over the Financial Report. John W. motioned to move $5,000.00 from the Money Market to the Main Account. John K. second. Motion passed.
Reports
Friends of the Library - given by Kathryn Johnson
Friends has not had a regular meeting since the Governor’s mandate. The planned golf tournament has been postponed until further notice. They are hoping to be able to have the golf tournament in August.
Library Director
Read through written report emailed to Board members previous to the meeting. Copies were available for the Board members who came to the Library for the meeting. Questions were asked as the report was presented by Kathryn J. The question of doing temporary cards for new/rural patrons was presented by Kathryn J. to the Board. She explained this would allow more access to the Access 360 program with termination at the end of the mandated shutdown. The person would have to provide a valid telephone number and email address to be able to sign up for the program. Kathryn J. would mark their accounts as inactive if the person did not pay the Library member fee once the mandate is lifted. Kathryn J. stated the ILA has lifted some of their requirements at this time. David M. motioned to allow the use of temporary cards for new/rural patrons until the mandate for the Library closure is lifted by Governor Pritzker. Chris W. second. Discussion was held; the Board questioned the number of rural resident members and requested a report. Motion passed.
Technology
Copy Machine - Kathryn J. stated the new printer was installed and is great.
Library electronics devices – Kathryn J. stated waiting for the closure mandate to be lifted so Tony can update the last two computers upstairs and bring back the new laptop.
Old Business
2020/2021 Budget meeting – The Board members were emailed a copy of the proposed budget based on Revenues of $73,000.00 previous to the meeting. Discussion was held. During discussion Wanda H. recommended remove $1000.00 from the Technology Budget and $500.00 from the Incidentals Budget and place $3,000.00 in the Buildings and Grounds Budget. Discussion ensued. John K. motioned to adopt the 2020/2021 Budget as stated. Heather J. second. The stated 2020/2021 Budget is Books/Books on CD - $9,600.00, Utilities - $3,500.00, Building and Grounds - $3,000.00, Technology - $2,400.00, Personnel - $51,00.00, Incidentals - $1,500.00, Other/Per Capita - $1,500.00, Continuing Ed - $500.00. Motion passed.
Safety Committee – Mackenzie S. stated her husband who is with the fire department agreed to doing an unofficial assessment of the Library’s safety needs; this will be done after the closure mandate is lifted. Members agreeing to be on the Safety Committee are Jim N., Wanda H., and Kathryn J. Other members may join in at any time. The committee will do the walk thru and then present to the other Board members the recommendations to be prioritized.
Termination of Employee – John K. informed the Board he had spoken with Mayor Sellens and the City attorney regarding the Board’s previous discussion about staff person Mary P. The Board can set a policy regarding a mandated retirement age. To dismiss an employee need to have a policy in place to help prevent legal issues. Documentation needed. Performance evaluation and protocol for dismissal policy with steps should be developed. John K. volunteered to work on a policy/protocol. Heather J. stated she will present an Emergency Protocol Policy next meeting. Jim N. advised to include snow days in the policy.
COVID 19 – Discussed phases for reopening Library when mandates lifted by Governor Pritzker.
Phase 1: if “shelter in place‘” order lifted the Library would open for curbside service for patrons. A patron can call to request or return a book(s) to the Library. If requesting a book the patron would call the Library with the request and anticipated time of arrival. The staff would advise the patron if available and have ready for the patron; the patron would call when at the Library, then Kathryn J. would take out to the patron and if returning any books take them from the patron. The returned books will be placed in quarantine for 72 hours per recommended Library protocol by the ILA. The same would take place for anyone wanting document services. The Library door will remained locked to minimize the need for disinfecting areas. The Library hours will be modified to 10 am – 4 pm Monday – Friday.
Mary P. and Bonnie w. will be asked if they would feel comfortable to work during Phase I and if working will only be working inside the Library during designated hours. Masks and gloves will be worn.
Kathryn J. stated she thought she would be able to procure gloves and masks. If not, Wanda H. stated she had some sample packages she would be willing to donate. To inform the public, Kathryn J. stated she would announce this on the Library Facebook page, place a sign on the window of the Library, place in the paper, and change the greeting on the Library phone. Discussion by the Board was held during the development of Phase I. The Board felt a necessity to start reconnecting with patrons as soon as allowed would be beneficial. Heather J. motioned to accept Phase I and implement when “shelter in place” lifted. Chris W. second. Motion passed.
If “shelter in place not lifted the Board discussed continuing to pay the staff until the May Board with Kathryn J. working from home and checking on the Library Monday – Friday. Chris W. motioned to continue paying the staff until the next Board meeting or until “shelter in place” lifted with Kathryn J. working from home and checking on the Library Monday thru Friday. John W. second. Motion passed.
Buildings and Grounds
Gutter –The Plumbing Co. of Keokuk, IA came by and looked at the gutters; they don’t believe any of the gutters go underground. Kathryn J. stated someone is to come back tomorrow. They may be able to unclog the gutter.
Executive Session
New Business
Election of 2020/2021 Hamilton Public Library Board Officers – David M. nominated James Noble for President. Chris W. second. John K. nominated Heather Jones for Vice President. Theresa S. second. Heather J. nominated Theresa Scheihing for Secretary. Wanda H. second. Wanda H. nominated John Wardwell for Treasurer. Heather J. second. All nominees accepted their nominations. John K. motioned to accept the nominations as presented as there were no contested offices. Heather J. second. Motion Passed.
Announcements
Adjournment
Theresa S. motioned to adjourn the meeting. Heather J. second. President Jim N. adjourned the meeting at 8:16 pm.
The next Hamilton Public Library Board meeting will be held on Monday May 18, 2020 at 6:30 pm.
Submitted by
Wanda Hansen, Secretary
I _____________________________________ and ___________________________________ attest that these are the true and correct minutes for the Hamilton Public Library Board meeting dated February 17, 2020.
BOARD of TRUSTEES MEETING
April 20, 2020
The Hamilton Public Library Board of Trustees meeting was called to order at 6:20 pm on Monday April 20, 2020 by President James (Jim) Noble. Those present were: President Jim Noble, Vice President Heather Jones, Secretary Wanda Hansen, John Kelly, and Theresa Scheihing. Treasurer John Wardwell, Mackenzie Sellens, David Morgan, and Kathryn Johnson Library Director were present via Zoom due to the mandate for public meetings by Illinois Governor Pritzker. A quorum was declared by President Jim Noble. Chris W. joined the Board meeting at 6:30 pm; President Jim N. welcomed and explained to Chris W. why the Board meeting started early and informed Chris W. of what had been addressed at the meeting so far.
Minutes
The minutes of the March 16, 2020 Board meeting were reviewed. Heather J. motioned to accept the minutes of the March 16, 2020 Board meeting. John K. second. Motion passed.
The minutes for the Emergency Board meeting held on March 26, 2020 were reviewed. Heather J. motioned to accept the minutes of the March 26, 2020 Emergency Board meeting. Theresa S. second. Motion passed.
Bills
John W. went over the bills as presented. All other questions were asked and answered. Wanda H. motioned to pay the March 2020 bills as presented. Heather J. second. Motion passed.
Finance
The Board went over the Financial Report. John W. motioned to move $5,000.00 from the Money Market to the Main Account. John K. second. Motion passed.
Reports
Friends of the Library - given by Kathryn Johnson
Friends has not had a regular meeting since the Governor’s mandate. The planned golf tournament has been postponed until further notice. They are hoping to be able to have the golf tournament in August.
Library Director
Read through written report emailed to Board members previous to the meeting. Copies were available for the Board members who came to the Library for the meeting. Questions were asked as the report was presented by Kathryn J. The question of doing temporary cards for new/rural patrons was presented by Kathryn J. to the Board. She explained this would allow more access to the Access 360 program with termination at the end of the mandated shutdown. The person would have to provide a valid telephone number and email address to be able to sign up for the program. Kathryn J. would mark their accounts as inactive if the person did not pay the Library member fee once the mandate is lifted. Kathryn J. stated the ILA has lifted some of their requirements at this time. David M. motioned to allow the use of temporary cards for new/rural patrons until the mandate for the Library closure is lifted by Governor Pritzker. Chris W. second. Discussion was held; the Board questioned the number of rural resident members and requested a report. Motion passed.
Technology
Copy Machine - Kathryn J. stated the new printer was installed and is great.
Library electronics devices – Kathryn J. stated waiting for the closure mandate to be lifted so Tony can update the last two computers upstairs and bring back the new laptop.
Old Business
2020/2021 Budget meeting – The Board members were emailed a copy of the proposed budget based on Revenues of $73,000.00 previous to the meeting. Discussion was held. During discussion Wanda H. recommended remove $1000.00 from the Technology Budget and $500.00 from the Incidentals Budget and place $3,000.00 in the Buildings and Grounds Budget. Discussion ensued. John K. motioned to adopt the 2020/2021 Budget as stated. Heather J. second. The stated 2020/2021 Budget is Books/Books on CD - $9,600.00, Utilities - $3,500.00, Building and Grounds - $3,000.00, Technology - $2,400.00, Personnel - $51,00.00, Incidentals - $1,500.00, Other/Per Capita - $1,500.00, Continuing Ed - $500.00. Motion passed.
Safety Committee – Mackenzie S. stated her husband who is with the fire department agreed to doing an unofficial assessment of the Library’s safety needs; this will be done after the closure mandate is lifted. Members agreeing to be on the Safety Committee are Jim N., Wanda H., and Kathryn J. Other members may join in at any time. The committee will do the walk thru and then present to the other Board members the recommendations to be prioritized.
Termination of Employee – John K. informed the Board he had spoken with Mayor Sellens and the City attorney regarding the Board’s previous discussion about staff person Mary P. The Board can set a policy regarding a mandated retirement age. To dismiss an employee need to have a policy in place to help prevent legal issues. Documentation needed. Performance evaluation and protocol for dismissal policy with steps should be developed. John K. volunteered to work on a policy/protocol. Heather J. stated she will present an Emergency Protocol Policy next meeting. Jim N. advised to include snow days in the policy.
COVID 19 – Discussed phases for reopening Library when mandates lifted by Governor Pritzker.
Phase 1: if “shelter in place‘” order lifted the Library would open for curbside service for patrons. A patron can call to request or return a book(s) to the Library. If requesting a book the patron would call the Library with the request and anticipated time of arrival. The staff would advise the patron if available and have ready for the patron; the patron would call when at the Library, then Kathryn J. would take out to the patron and if returning any books take them from the patron. The returned books will be placed in quarantine for 72 hours per recommended Library protocol by the ILA. The same would take place for anyone wanting document services. The Library door will remained locked to minimize the need for disinfecting areas. The Library hours will be modified to 10 am – 4 pm Monday – Friday.
Mary P. and Bonnie w. will be asked if they would feel comfortable to work during Phase I and if working will only be working inside the Library during designated hours. Masks and gloves will be worn.
Kathryn J. stated she thought she would be able to procure gloves and masks. If not, Wanda H. stated she had some sample packages she would be willing to donate. To inform the public, Kathryn J. stated she would announce this on the Library Facebook page, place a sign on the window of the Library, place in the paper, and change the greeting on the Library phone. Discussion by the Board was held during the development of Phase I. The Board felt a necessity to start reconnecting with patrons as soon as allowed would be beneficial. Heather J. motioned to accept Phase I and implement when “shelter in place” lifted. Chris W. second. Motion passed.
If “shelter in place not lifted the Board discussed continuing to pay the staff until the May Board with Kathryn J. working from home and checking on the Library Monday – Friday. Chris W. motioned to continue paying the staff until the next Board meeting or until “shelter in place” lifted with Kathryn J. working from home and checking on the Library Monday thru Friday. John W. second. Motion passed.
Buildings and Grounds
Gutter –The Plumbing Co. of Keokuk, IA came by and looked at the gutters; they don’t believe any of the gutters go underground. Kathryn J. stated someone is to come back tomorrow. They may be able to unclog the gutter.
Executive Session
New Business
Election of 2020/2021 Hamilton Public Library Board Officers – David M. nominated James Noble for President. Chris W. second. John K. nominated Heather Jones for Vice President. Theresa S. second. Heather J. nominated Theresa Scheihing for Secretary. Wanda H. second. Wanda H. nominated John Wardwell for Treasurer. Heather J. second. All nominees accepted their nominations. John K. motioned to accept the nominations as presented as there were no contested offices. Heather J. second. Motion Passed.
Announcements
Adjournment
Theresa S. motioned to adjourn the meeting. Heather J. second. President Jim N. adjourned the meeting at 8:16 pm.
The next Hamilton Public Library Board meeting will be held on Monday May 18, 2020 at 6:30 pm.
Submitted by
Wanda Hansen, Secretary
I _____________________________________ and ___________________________________ attest that these are the true and correct minutes for the Hamilton Public Library Board meeting dated February 17, 2020.