Viola Public Library District

Subtitle

Library Board of Trustees

Board members are elected for four year terms.  The current trustees and their term lengths are:

 

 TRUSTEE EMAIL ADDRESS TERM LENGTH
 Sandra Cook, President [email protected] June, 2019
 Rich Lawson, Vice President     [email protected] June, 2017
 Mindi Schultz, Treasurer [email protected] June, 2019
 Linda Engels, Secretary [email protected] June, 2019
 Barbara E. Harrison [email protected]  June, 2017
 Eric Butz [email protected] June, 2017
 Mark Trego [email protected] June, 2017

 

                       Schedule of Board Meetings

Board meetings are the first Wednesday of the month at the library

February 1, 2017 6:00 pm

March 1, 2017 at 6:00 pm

April 5, 2017 at 6:00 pm

May 3, 2017 at 6:00 pm 

June 7, 2017 at 6:00 pm

August 2, 2017 at 6:00 pm

October 4, 2017 at 6:00 pm

November 1, 2017 at 6:00 pm

 

 

 

Board of Trustees Regular & Special Meeting Agenda(s)

                                                                    

VIOLA PUBLIC LIBRARY DISTRICT

1705 14TH St.              Viola, IL  61486

Regular Meeting

May 3, 2017

6:00 PM

AGENDA 

                           I.    Call Meeting to Order 

                          II.    Roll Call

                         III.    Public Comment - Members of the public are invited to speak to the Board of Trustees.  Please identify yourself when called upon.  Comments are to be limited to three (3) minutes or less.  In compliance with the Open Meetings Act, actions may not be taken on items not already on the agenda, but action may be deferred to a later Board meeting at the discretion of the Board.

 

                         IV.    Treasurer's Report - review bills paid and income received - Final Action

                           V.    Secretary's Report - review minutes from previous meeting, make changes if necessary, and approve - Final Action

                          VI.    Director's Report - monthly numbers & information

                        VII.    OLD BUSINESS:

A.     

                     VIII.    NEW BUSINESS:

A.    Non-Resident Card Fee ? Set Fee ? Final Action

B.    Prevailing Wage Ordinance ? Final Action

c.  July 4th Holiday Closing - Final Action

D.    Closed Meeting to Review Minutes ? Final Action

                        IX.    NEXT REGULAR MEETING  -   June 7, 2017 at 6:00 pm


Board Meeting Minutes


Viola Public Library District


1705 14th St. Viola, IL 61486


Regular Meeting


February 1, 2017


 


Meeting called to order at 6:04 pm.


Present:         Sandy Cook, President                    Rich Lawson, Vice President


                    Mindi Schultz, Treasurer                  Linda Engels, Secretary


                    Eric Butz                                        Mark Trego


                    Barb Harrison                                Lill Batson, Director


 


            


Treasurer’s Report:


Mindi Schultz presented the treasurer’s report. Barb Harrison moved to accept the report as presented with Linda Engels seconding. Motion passed.


Secretary’s Report:


The secretary’s report was reviewed. Mindi Schultz made a motion to accept the secretary’s report with the correction to September’s minutes. Barb Harrison seconded. Motion passed.


Director’s Report:


Lill reported that the library numbers are good and interlibrary loan requests from other libraries wanting our materials were high. She reminded board members about the upcoming trivia fundraiser on February 18. Donations have been coming in and it should be a good event.


Old Business:


 

New Business:


Board Meeting Schedule – Final Action


Lill presented the board meeting schedule for 2017. After reviewing, Linda Engels moved to accept the schedule with Mindi Schultz seconding. Motion passed.


 

Raises – Final Action


Lill brought up raises. After some discussion, Rich Lawson moved to raise Joyce Johnson to $10.00 per hour. Barb Harrison seconded. Motion passed. Mindi Schultz moved to raise Lill Batson’s pay $500.00 per year. Mark Trego seconded. Motion passed. The board tabled a raise for Linda Miller until the new building is done.


The next regular meeting is March 1, 2017 at 6:00 pm.  Barb Harrison moved to close the meeting. Mindi Schultz seconded. Motion passed. Meeting closed at 6:25 pm.



Viola Public Library District


1705 14th St. Viola, IL 61486


Regular Meeting


November 2, 2016


 


Meeting called to order at 6:02 pm.


 Present:         Sandy Cook, President                    Rich Lawson, Vice President


                    Mindi Schultz, Treasurer                  Linda Engels, Secretary


                    Barb Harrison                                Lill Batson, Director



Treasurrer's Report:


Mindi Schultz presented the treasurer?s report. Barb Harrison moved to accept the report as presented with Linda Engels seconding. Motion passed.


 

Secretary's Report:


The secretary's report was reviewed. Mindi Schultz made a motion to accept the secretary?s report with the correction to September?s minutes. Barb Harrison seconded. Motion passed.


 

Director's Report:


Lill reported that the library numbers are good and interlibrary loan requests from other libraries wanting our materials were high. She also brought up the Royal Neighbor chapter activity of adopting seniors from the Genesis Senior Living and Brookstone for Christmas. The two placed will provide the library with names and items to purchase and the group will provide them. Lill mentioned the Children?s Christmas Store is scheduled for Saturday December 3 from 9am ? 11am at the Viola United Methodist Church.


 

Old Business:


New Building ? Ceiling Bid ? Final Action


Bob Essary , Jr. bid $5,000.00 to install the ceiling grids and ceiling tiles. This cost does not include materials. He recommended the library purchase new ceiling tiles since some of the ones taken down are now bent, plus new ones include an insulation factor so we won?t need to put insulation on top of the tiles. After some discussion, Rich Lawson moved to hire Mr. Essary and Mindy Schultz seconded. Motion passed.


 

Local Expense Reimbursement Policy - Final Action


Phil Lenzini provided the libraries with a Local Expense Reimbursement Policy. After reviewing the new policy, Mindy Schultz moved to adopt the policy effective January 1, 2017 with Barb Harrison seconding. Motion passed.


 

New Business:


Christmas & New Year?s Closings - Final Action


Lill asked about closing the library on Friday December 23 for Christmas. The library is scheduled to be closed Saturday December 24 and Monday December 26 for Christmas. Mindi Schultz moved to close on December 23 and Linda Engels seconded. Motion passed.

 


Book Limit Policy - Final Action


Lill brought up a book limit policy of 20 books checked out at a time. There is a patron who likes to come in every few days and check out 25 or more items per visit, sometimes without returning the previous checkouts. She will check out entire sections leaving nothing for other patrons in that subject. After some discussion, Barb Harrison moved to adopt a book limit policy effective immediately. Rich Lawson seconded. Motion passed.

 


Closed Meeting - Review Minutes, Raises, Christmas Bonuses - Final Action


Rich Lawson moved to close the regular meeting to go into closed meeting to review minutes, discuss raises and Christmas bonuses. Linda Engels seconded. Motion passed. Meeting closed at 6:35pm


 Reopened regular meeting at 6:42pm. Linda Engels did roll call. Present were: Sandy Cook, Rich Lawson, Linda Engels, Mindi Schultz, Barb Harrison, and Lill Batson.

 

Mindi Schultz moved to keep the closed meeting minutes closed. Linda Engels seconded. Motion passed.


Mindi Schultz moved to give Christmas bonuses as discussed. Barb Harrison seconded. Motion passed.


The next regular meeting is January 4, 2017 at 6:00 pm.  Barb Harrison moved to close the meeting. Linda Engels seconded. Motion passed. Meeting closed at 6:45 pm.


 




Viola Public Library District


1705 14th St. Viola, IL 61486


Regular Meeting


September 7, 2016


 


Meeting called to order at 6:03 pm.


 


Present:         Sandy Cook, President                    Rich Lawson, Vice President            


Mindi Schultz, Treasurer                  Linda Engels, Secretary                  


Barb Harrison                                Mark Trego


Lill Batson, Director


Absent:          Eric Butz


 


Public Comment:



Treasurer?s Report:

Mindi Schultz presented the treasurer?s report. Rich Lawson moved to accept the report as presented with Linda Engels seconding. Motion passed.


 

Secretary?s Report:


The secretary?s report was reviewed. Rich Lawson made a motion to accept the secretary?s report. Barb Harrison seconded. Motion passed.


 

Director?s Report:


Lill reported that the library numbers are good including interlibrary loan requests from other libraries wanting our materials. Summer reading was very well attended this year with compliments from the kids and adults on the crafts/activities offered. Cathy Gibson planned the end-of-summer party at the park. Next up for the library is the book sale at the Threshers Reunion and breakfast on Sunday for the Viola Masons.


 

Old Business:


New Building


We discussed that the priming has been done and if we should put up ceiling grids before or after painting the walls. Lill will look at paint colors. We will work on getting a quote to put up ceiling grids.


 

New Business:


Budget ? Final Action


Lill presented the budget for FY17. After review, Mindi Schultz moved to approve the budget with Rich Lawson seconding. Motion passed.


 

Building Maintenance Tax ? Final Action


Lill presented the ordinance to approve a Building Maintenance Tax. Rich Lawson moved to approve the ordinance with Mindi Schultz seconding. Motion passed.


 

Annual Report


Lill presented the annual report for FY16. After review, Mindi Schultz moved to accept the annual report. Rich Lawson seconded the motion. Motion passed.


 

Mindi Schultz moved to adjourn the meeting. Linda Engels seconded. Meeting adjourned at 6:28pm. Next regular meeting is October 5 at 6:00 pm.




Viola Public Library District


1705 14th St. Viola, IL 61486


Regular Meeting


May 4, 2016


 


Meeting called to order at 6:10 pm.


 

Present:         Sandy Cook, President                    Rich Lawson, Vice President            


Mindi Schultz, Treasurer                  Linda Engels, Secretary                  


Barb Harrison                                Mark Trego


Lill Batson, Director


Absent:          Eric Butz


 


Special Guests:          Kirk Doonan, Mayor, Village of Viola


                              Mindy Barnhouse, Trustee for Village of Viola


 


Public Comment:


 


Treasurer?s Report:


Mindi Schultz presented the treasurer?s report. Barb Harrison moved to accept the report as presented with Rich Lawson seconding. Motion passed.


 

Secretary?s Report:


The secretary?s report was reviewed. Rich Lawson made a motion to accept the secretary?s report. Mindi Schultz seconded. Motion passed.


 

Director?s Report:


Lill reported that the library numbers are good including interlibrary loan requests from other libraries wanting our materials. Summer reading is starting in June with the kick-off being Ballet Quad Cities Read Me A Story program. Lill chose ?Where the Wild Things Are? for the book to be read and danced to. It?s the first time the Ballet Quad Cities has had a grant to bring the program to Illinois libraries. Crafts and activities are planned and pretty much ready to go. Cathy Gibson will again do the end of summer party/program.


 

Old Business:


New Building ? TIF


Kirk Doonan talked about a possible TIF loan to complete the new building. He also presented to the board that the Village is interested in purchasing the current library building. They found out they can use TIF money to purchase it. Phil Lenzini informed Lill that the library can be sold to another governmental agency as long as the property is less than five (5) acres. Kirk mentioned that if the library was willing to sell to the Village, we could stay here until our building is ready. The board tabled this until the next regular meeting when we can put it on the agenda.


 

New Business:


Officers ? Final Action


Barb Harrison moved to keep the officers the same: Sandy Cook, President; Rich Lawson, Vice President; Mindi Schultz, Treasurer; and Linda Engels, Secretary. Mark Trego seconded. Motion passed.



Non-Resident Card Fee ? Set Fee ? Final Action


Mindi Schultz moved to set the fee at $50.00 as of 7/1/16 with Mark Trego seconding. Motion passed.




Prevailing Wage ? Adopt Resolution ? Final Action


Mindi Schultz moved to adopt the prevailing wage resolution. Mark Trego seconded. Motion passed.


 

Review Closed Meeting Minutes ? Final Action


Mindi Schultz moved to close the meeting to review closed meeting minutes. Rich Lawson seconded. Meeting closed at 6:33 pm.


 

Meeting called back to order at 6:37pm by Sandy Cook. Roll call taken. Same board members and Lill Batson present. Kirk Doonan and Mindy Barnhouse had left. Mindi Schultz moved to keep the closed minutes closed with Mark Trego seconding. Motion passed.


 

Mindi Schultz moved to adjourn the meeting. Mark Trego seconded. Meeting adjourned at 6:39pm. Next regular meeting is August 3 at 6:00 pm.



Viola Public Library District

1705 14th St. Viola, IL 61486

Regular Meeting

March 2, 2016

 

Meeting called to order at 6:10 pm.

 

Present:         Rich Lawson, Vice President             Mindi Schultz, Treasurer                                     

                     Linda Engels, Secretary                   Barb Harrison                               

Mark Trego                                    Lill Batson, Director

 

Treasurer?s Report:

Mindi Schultz presented the treasurer?s report. Linda Engels moved to accept the report as presented with Mark Trego seconding. Motion passed.

 

Secretary?s Report:

The secretary?s report was reviewed. Mindi Schultz made a motion to accept the secretary?s report with the correction to September?s minutes. Barb Harrison seconded. Motion passed.

 

Director?s Report:

Lill reported that the library numbers are good including interlibrary loan requests from other libraries wanting our materials. She reported the trivia fundraiser made $1700. We cannot submit the report for matching funds until after the end of March. Summer reading will start in June.

 

Old Business:

New Building - Update

After discussion Lill will get estimates from area contractors about completing the building so we know if we need to request bids or not. She still has no quotes for the drywall completion.

 

New Business:

TIF Loan/USDA Loan for New Building

Lill talked with Kirk Doonan about TIF funding. Kirk spoke to a gentleman from the State and was told it was not advisable for the town to give the library a TIF loan. They talked about giving the library a grant of around $1,000.00.

 

Kirk also asked what the library was going to do with the current building. The village is interested in purchasing it. I explained about needing to sell by sealed bids. He questioned using the current building as collateral for the TIF loan. Lill told Kirk she would check into it. Lill spoke with Phil Lenzini and found out there is another statute/state law pertaining to other governmental units purchasing property less than 3 acres. Legally, we can do whatever we want for sale or transfer to another governmental unit (town, school, fire department, etc.).

 

The USDA loan is only for 15% of the total costs. If we cannot get a TIF loan, we will talk to the bank about a loan.

 

Change Meeting Date

Lill asked again about changing the meeting date due to conflicts with a few trustees. After discussion, it was decided to leave the meeting date on the first Wednesday.

 

Mindi Schultz moved to adjourn the meeting. Linda Engels seconded. Meeting adjourned at 6:45pm. Next regular meeting is April 6 at 6:00 pm.

 

 

 

Viola Public Library District

1705 14th St. Viola, IL 61486

Regular Meeting

February 3, 2016

 

Meeting called to order at 6:02 pm.

 

Present:         Sandy Cook, President                    Rich Lawson, Vice President

                    Mindi Schultz, Treasurer                  Linda Engels, Secretary

                    Eric Butz                                      Barb Harrison                               

Mark Trego                                   Lill Batson, Director

 

            

Treasurer?s Report:

Mindi Schultz presented the treasurer?s report. Barb Harrison moved to accept the report as presented with Mark Trego seconding. Motion passed.

 

Secretary?s Report:

The secretary?s report was reviewed. Mark Trego made a motion to accept the secretary?s report with the correction to September?s minutes. Eric Butz seconded. Motion passed.

 

Director?s Report:

Lill reported that the library numbers are good including interlibrary loan requests from other libraries wanting our materials. She reminded everyone about the trivia fundraiser February 20 at the Viola Methodist Church Fellowship Hall.

 

Old Business:

New Building - Update

After discussion regarding insulation, Eric Butz moved to approve purchasing different insulation for the ceiling on the North side of the building with Mark Trego seconding. Motion passed.

 

New Business:

Meeting Schedule

Lill gave out the meeting schedule for 2016 for review and any changes. After reviewing, Mindi Schultz moved to approve the schedule. Barb Harrison seconded. Motion passed.

 

Replace Copier/Printer

Lill presented a quote from Office Specialists for an updated copier/printer. The current one is not compatible with Windows 10 meaning the library cannot update computers. The quote is for a similar model that is faster and should keep us going for the next five years of updates, at least. The price to purchase outright is $5,217.00 after trade-in and non-profit discount. After some discussion, it was decided to send letters to various organizations to solicit donations for the copier/printer and to purchase it outright rather than leasing it. Mindi Schultz moved to purchase the printer with Linda Engels seconding. Motion passed.

 

Eric Butz moved to adjourn the meeting. Mindi Schultz seconded. Meeting adjourned at 6:35pm. Next regular meeting is March 2 at 6:00 pm.



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