Hamilton Public Library
Board of Trustees meeting
January 13, 2020
The Board of Trustees was held at 6:30 pm January 13, 20220 at the Hamilton Public Library. Those present were President James (Jim) Noble, Vice President Heather Jones, Secretary Wanda Hansen, Treasurer John Wardwell, David Morgan, John Kelly, Theresa Scheihing and Library Director Kathryn Johnson. A quorum was declared and meeting called to order at 6:33pm by President Jim Noble. Also present were Friends of the Library representative Judy Kammerer and guest Mackenzie Sellens. Guests were welcomed by President Jim Noble.
Minutes
The minutes of the November 18, 2019 Board meeting were reviewed. David M. motioned to approve the minutes of the November 18, 2019 BOT meeting. Heather J. second. Motion passed.
Bills
The bills for November/December 2019 were reviewed. The bills for December 2019/January 2020 were reviewed. David M. motioned to approve the bills for November/December2019 and December 2019/January 2020. Heather J. second. All questions were asked and answered. Discussion was held regarding the overage in the personnel budget; John W. felt the overage should be resolved by the end of the budget year. Motion passed.
Finance
The Financial Report for December 29019 and January 2020 were viewed by Board members present. John W. recommended the Board to move $3,697.29 from the Memorial Fund, $176.49 from the Per Capita Fund, and $4,500.00 from the Money Market to the Main account. David M. motioned to move funds as recommended by Treasurer John W. John K. second. All questions were asked and answered. Motion passed.
Reports
Friends of the Library given by Judy Kammerer
Friends is working on a few ideas. They put up a new valance in the meeting room, the floor is done and the vacuums bought and in place. Friends did not have a meeting yet this year to discuss anything.
Librarian
A written report was submitted to Board members present. Kathryn J. went over the report verbally.
Heather J. questioned Kathryn J. regarding the old desk that was in the meeting room. Kathryn J. said she didn’t know where/what happened to it; it was crazy when the floor was being put in and the Friends were moving and cleaning things and placing things on the corner for anyone to take or be trash while she was busy in the children’s area. Heather J. reminded Kathryn J. the Board had specifically told Marilynn Miller of Friends the desk was not to be ‘gotten rid of’ when Marilyn M. told the Board she would like to see it gone.
Technology
1) Copy machine CDS Office Technologies in Quincy sent information regarding a copy machine after talking with Kathryn J. on the phone. The cost to purchase would be $5,000.00, but could lease for $92.00/month and $42.00/month service and supply package for a total of $134.00/month. The service and supply package would include service calls and parts plus ink/toner etc. The question was asked if there was a per copy fee not included in the monthly quotes; Kathryn J. said she thought it was all inclusive but would ask prior to any decision. The Board discussed the monies taken in by the Library for copying, etc. The Board felt the cost would be offset by the monies received for the service provided.
2) Library electronic devices Kathryn J. is waiting for Tony to setup a date to startup the new electronics; unfortunately they are playing phone tag. Kathryn J. purchased four (4) HP desktops, two (2) laptops, two (2) I- pads, two (2) headphones and the desk for a total cost of $3,458.95. Kathryn J. is in the process of downloading the games on the I-pads; there will be no internet access. The headphones were purchased with the hope the parents will participate with the child. The electronics were purchased from Staples with regular warrantees.
Old Business
1) Bylaws: The Board agreed to table the Bylaws review until next meeting. President Jim N. stated he and Kathryn J. have been discussing some state law requirements. Jim N. stated the recommendation is for 70% of budget to be salary; the Library budget is very close to 70%. He asked Board members to review the bylaws pertaining to vacations, personal time off, and possibly instituting a mandatory age retirement. With the mandatory age retirement the present employees would be grandfathered in.
2) Bank Accounts: All Marine Bank and Trust accounts and Fortress Bank accounts have been updated and signature cards signed.
3) Accounts:The Library has a credit card through Marine Bank and Trust. The name on the credit card is Hamilton Public Library with John W. and Kathryn J. as authorized users. The credit limit is $5,000.00; the rewards program is points per dollars charged. The balance will be paid in total monthly. John W. has the credit card information.
Building and Grounds
1) Shed The shed still needs a new handle.
2) Gutter Kathryn J. stated Peter’s wanted to charge for full gutter service to unclog the one gutter; she did not hear back from Ruh’s. The Board recommended to call Ruh’s again. Members to check around for someone who might have a plumber’s snake long enough to work.
Executive Session.
New Business
President Jim N. informed the Board he would like to start having budget meetings to discuss the 2020/2021 Library budget next month. Some things needing to be taken into consideration will be: Illinois has changed the mandatory minimum wage law to $10.00 by July 1, 2020 and $11.00 by the end of the year for hourly employees and Tony’s retainer. The plan would be to set-up a time, email members prior to meeting and whomever can come to come. Jim N. and Kathryn J. to develop the Appropriation Budget.
Kathryn J. informed the Board the Library safety standards do not meet code. Some simple upgrades would be: carbon monoxide detectors, a chain across the outside back stairs, safety lighting. The Board discussed the issue briefly. A safety Committee should be formed to address the issues and if needed bring in a fire official to give information. John K, questioned whether this is something which could be financed with the Per Capita grant money; Kathryn J, stated probably.
Heather J. asked if Kathryn J. knew if the box of old pictures, Library info, and articles had been placed, if not thrown away, might be. Kathryn J. went into the craft room and brought out a box which was Heather J. had wanted. Jim N. mentioned Heather J. was thinking of making a Library scrapbook; he suggested asking public regarding any pictures they might have to donate to the project. This could be presented at the Library’s anniversary.
Announcements
President Jim N. thanked Mackenzie Sellens for coming and hopes she will decide to come again and possibly become a Trustee on the Board.
Adjournment
Theresa S. motioned to adjourn the meeting. John K/ second. Motion passed. President Jim N. adjourned the meeting at 7:48 pm.
The next Hamilton Public Library Board meeting will be on Monday February 17, 2020 at 6:30pm.
Submitted by
Wanda Hansen, Secretary
I,_____________________________________________ and _____________________________________ attest that these are the true and correct minutes for the Hamilton Public Library Board meeting dated October 21, 2019.
Board of Trustees meeting
January 13, 2020
The Board of Trustees was held at 6:30 pm January 13, 20220 at the Hamilton Public Library. Those present were President James (Jim) Noble, Vice President Heather Jones, Secretary Wanda Hansen, Treasurer John Wardwell, David Morgan, John Kelly, Theresa Scheihing and Library Director Kathryn Johnson. A quorum was declared and meeting called to order at 6:33pm by President Jim Noble. Also present were Friends of the Library representative Judy Kammerer and guest Mackenzie Sellens. Guests were welcomed by President Jim Noble.
Minutes
The minutes of the November 18, 2019 Board meeting were reviewed. David M. motioned to approve the minutes of the November 18, 2019 BOT meeting. Heather J. second. Motion passed.
Bills
The bills for November/December 2019 were reviewed. The bills for December 2019/January 2020 were reviewed. David M. motioned to approve the bills for November/December2019 and December 2019/January 2020. Heather J. second. All questions were asked and answered. Discussion was held regarding the overage in the personnel budget; John W. felt the overage should be resolved by the end of the budget year. Motion passed.
Finance
The Financial Report for December 29019 and January 2020 were viewed by Board members present. John W. recommended the Board to move $3,697.29 from the Memorial Fund, $176.49 from the Per Capita Fund, and $4,500.00 from the Money Market to the Main account. David M. motioned to move funds as recommended by Treasurer John W. John K. second. All questions were asked and answered. Motion passed.
Reports
Friends of the Library given by Judy Kammerer
Friends is working on a few ideas. They put up a new valance in the meeting room, the floor is done and the vacuums bought and in place. Friends did not have a meeting yet this year to discuss anything.
Librarian
A written report was submitted to Board members present. Kathryn J. went over the report verbally.
Heather J. questioned Kathryn J. regarding the old desk that was in the meeting room. Kathryn J. said she didn’t know where/what happened to it; it was crazy when the floor was being put in and the Friends were moving and cleaning things and placing things on the corner for anyone to take or be trash while she was busy in the children’s area. Heather J. reminded Kathryn J. the Board had specifically told Marilynn Miller of Friends the desk was not to be ‘gotten rid of’ when Marilyn M. told the Board she would like to see it gone.
Technology
1) Copy machine CDS Office Technologies in Quincy sent information regarding a copy machine after talking with Kathryn J. on the phone. The cost to purchase would be $5,000.00, but could lease for $92.00/month and $42.00/month service and supply package for a total of $134.00/month. The service and supply package would include service calls and parts plus ink/toner etc. The question was asked if there was a per copy fee not included in the monthly quotes; Kathryn J. said she thought it was all inclusive but would ask prior to any decision. The Board discussed the monies taken in by the Library for copying, etc. The Board felt the cost would be offset by the monies received for the service provided.
2) Library electronic devices Kathryn J. is waiting for Tony to setup a date to startup the new electronics; unfortunately they are playing phone tag. Kathryn J. purchased four (4) HP desktops, two (2) laptops, two (2) I- pads, two (2) headphones and the desk for a total cost of $3,458.95. Kathryn J. is in the process of downloading the games on the I-pads; there will be no internet access. The headphones were purchased with the hope the parents will participate with the child. The electronics were purchased from Staples with regular warrantees.
Old Business
1) Bylaws: The Board agreed to table the Bylaws review until next meeting. President Jim N. stated he and Kathryn J. have been discussing some state law requirements. Jim N. stated the recommendation is for 70% of budget to be salary; the Library budget is very close to 70%. He asked Board members to review the bylaws pertaining to vacations, personal time off, and possibly instituting a mandatory age retirement. With the mandatory age retirement the present employees would be grandfathered in.
2) Bank Accounts: All Marine Bank and Trust accounts and Fortress Bank accounts have been updated and signature cards signed.
3) Accounts:The Library has a credit card through Marine Bank and Trust. The name on the credit card is Hamilton Public Library with John W. and Kathryn J. as authorized users. The credit limit is $5,000.00; the rewards program is points per dollars charged. The balance will be paid in total monthly. John W. has the credit card information.
Building and Grounds
1) Shed The shed still needs a new handle.
2) Gutter Kathryn J. stated Peter’s wanted to charge for full gutter service to unclog the one gutter; she did not hear back from Ruh’s. The Board recommended to call Ruh’s again. Members to check around for someone who might have a plumber’s snake long enough to work.
Executive Session.
New Business
President Jim N. informed the Board he would like to start having budget meetings to discuss the 2020/2021 Library budget next month. Some things needing to be taken into consideration will be: Illinois has changed the mandatory minimum wage law to $10.00 by July 1, 2020 and $11.00 by the end of the year for hourly employees and Tony’s retainer. The plan would be to set-up a time, email members prior to meeting and whomever can come to come. Jim N. and Kathryn J. to develop the Appropriation Budget.
Kathryn J. informed the Board the Library safety standards do not meet code. Some simple upgrades would be: carbon monoxide detectors, a chain across the outside back stairs, safety lighting. The Board discussed the issue briefly. A safety Committee should be formed to address the issues and if needed bring in a fire official to give information. John K, questioned whether this is something which could be financed with the Per Capita grant money; Kathryn J, stated probably.
Heather J. asked if Kathryn J. knew if the box of old pictures, Library info, and articles had been placed, if not thrown away, might be. Kathryn J. went into the craft room and brought out a box which was Heather J. had wanted. Jim N. mentioned Heather J. was thinking of making a Library scrapbook; he suggested asking public regarding any pictures they might have to donate to the project. This could be presented at the Library’s anniversary.
Announcements
President Jim N. thanked Mackenzie Sellens for coming and hopes she will decide to come again and possibly become a Trustee on the Board.
Adjournment
Theresa S. motioned to adjourn the meeting. John K/ second. Motion passed. President Jim N. adjourned the meeting at 7:48 pm.
The next Hamilton Public Library Board meeting will be on Monday February 17, 2020 at 6:30pm.
Submitted by
Wanda Hansen, Secretary
I,_____________________________________________ and _____________________________________ attest that these are the true and correct minutes for the Hamilton Public Library Board meeting dated October 21, 2019.
