Viola Public Library District

1701 17th Street    Viola, IL

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, 2023
 Rich Lawson, Vice President     [email protected] June, 2021
 Mindi Schultz, Treasurer [email protected] June, 2023
 Linda Engels, Secretary [email protected] June, 2023
 Barbara E. Harrison [email protected]  June, 2021
 Annette Essary [email protected] June, 2021
 Mark Trego [email protected] June, 2021

 

                       Schedule of Board Meetings

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

February 3, 2021 6:00 pm

March 3, 2021 at 6:00 pm

April 7, 2021 at 6:00 pm

May 5, 2021 at 6:00 pm 

June 2, 20201at 6:00 pm

August 4, 2021 at 6:00 pm

September 1, 2021 at 6:00 pm

October 6, 2021 at 6:00 pm

November 3, 2021 at 6:00 pm

 

 

 

Board of Trustees Regular & Special Meeting Agenda(s)


VIOLA PUBLIC LIBRARY DISTRICT

1701 17TH ST.     VIOLA, IL 61486


Regular Meeting

September 1, 2021

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.  SECRETARY'S REPORT - Final Action


V.   TREASURER'S REPORT - Final Action


VI.  OLD BUSINESS:

      A.  Lawsuit

      B.  Selling Old Library Building

      C.  FY21 Annual Report - Final Action

      D.  Security Camera Policy

     

VII.  NEW BUSINESS:

       A.  FY22 Tax Levy - Final Action

       B.  FY22 Building & Maintenance Tax - Final Action

       C.  Chain Link Fencing

       D.  Waterhog Rugs for Entryways

              

VIII.  NEXT REGULAR MEETING  -   October 6, 2021 at 6:00 pm



Board Meeting Minutes

Viola Public Library District

1701 17th St. Viola, IL 61486

Regular Meeting

June 2, 2021 

Meeting called to order at 6:01 pm.

Present:        Sandy Cook, President                   Rich Lawson, Vice President

Mindi Schultz, Treasurer                 Linda Engels, Secretary                

Annette Essary                            Barb Harrison

Lill Batson, Director 

Absent: Mark Trego

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.

Treasurer’s Report:

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

Secretary’s Report:

The secretary’s report was reviewed. Mindi Schultz made a motion to accept the secretary’s report. Annette Essary seconded. Motion passed.

Director’s Report:

Lill reported that the library numbers are still good and curbside is going well. Jeff has been doing well and is learning more tasks for the library. Summer reading has started with an art project challenge for children, and adults if they would like.

OLD BUSINESS:

Parking Lot

Lill reported that Phil Lenzini advised patience with the neighbors using the parking lot to get to their home. Phil did say to keep stressing that using the lot is temporary. He also advised the library to fix or replace the fencing and extend it along the south side of the parking lot.

Lill has received one estimate for resurfacing the parking lot from Taylor Ridge Paving for $12,550. She has not received an estimate from Superior Asphalt. Rich Lawson will ask if resurfacing the parking lot and a new fence would fall within TIF and if funds are available.

Library Signage

The board discussed library signs. Mindi Schultz made a motion to have Ben Newton make a sign for the North side of the building and for the east glass door. Linda Engels seconded. Motion passed.

Annette Essary moved to table have a graphic put on the upper part of the east side of the building. Linda Engels seconded. Motion passed.

New Business:

Swear in New Trustees

Linda Engels swore in the trustees elected in April. One spot remains unfilled. Lill mentioned that Mike DeLoose expressed interest in serving on the board. She will ask him to come to the August meeting.

Officers – Final Action

Barb Harrison moved to keep the officers the same with Annette Essary seconding. Motion passed.

Non-Resident Card Fees – Final Action

Mindi Schultz moved to keep the non-resident card fee the same at $55.00 per year effective July 1, 2021. Annette Essary seconded. Motion passed.

4th of July Holiday closing – Final Action

Rich Lawson moved to approved Lill’s request to close the library Saturday July 3 and Monday July 5 for the holiday. Annette Essary seconded. Motion passed.

Old Book Return

Lill brought up what to do with the old book return. After some discussion, Annette Essary moved to see if the Alexis library would like the return providing they come haul it away and if they are not interested, to try to sell it for $1,000 or best offer. Mindi Schultz seconded. Motion passed.

Curbside Recycling

Lill brought up renting a container from Eagle Recycling to handle recycling for the library. The cost is $12.00 per month. After discussing the size of the containers available, Rich Lawson moved to get the 48 gallon container for the library. Mindi Schultz amended the motion by requesting approval for Lill to get a larger size container if the library needs it without having to ask the board for permission. Annette Essary seconded the amended motion. Motion passed.

Mindi Schultz made a motion to close the meeting with Annette Essary, Barb Harrison and Rich Lawson all seconding simultaneously. Meeting adjourned at 6:58 pm. Next regular meeting is August 4, 2021 at 6pm.


Viola Public Library District

1701 17th St. Viola, IL 61486

Regular Meeting

April 7, 2021

 

Meeting called to order at 6:01 pm.

 

Present:        Sandy Cook, President                   Rich Lawson, Vice President

Mindi Schultz, Treasurer                 Linda Engels, Secretary                

Annette Essary                            Barb Harrison

Lill Batson, Director

 

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.

Treasurer?s Report:

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

Secretary?s Report:

The secretary?s report was reviewed. Annette Essary made a motion to accept the secretary?s report. Linda Engels seconded. Motion passed.

Director?s Report:

Lill reported that the library numbers are still good and curbside is going well. She reported that there is a minor gas leak in the shut off for the furnace. Dave Willems is repairing that. There was also water around the water heater so she will have someone look to see if we need a new water heater. She will let the board know if we need to have a special meeting to replace the water heater.

OLD BUSINESS:

Lawsuit Update

Lill reported that Annette Essary asked her to check into the lawsuit and any progress. She spoke with the attorney?s office. The case has been referred to another attorney in Iowa. That attorney is undergoing open heart surgery next week so they were unable to provide an update at this time.

Library Signage

Lill presented two quotes for library signage. One is for a sign on the north side of the building and the glass entrance door by Ben Newton. The other is for a graphic put on the siding on the east side of the building at the roof peak and ?Viola Public Library District? painted on the brick below that from Michael Clark. After some discussion, she will see if Mr. Newton can do the graphic on the siding and possibly a sign below that rather than painting on the brick. Annette Essary moved to table the decision for now with Barb Harrison seconding. Motion passed.

Security Cameras

Lill has looked into purchasing security cameras and question whether the library wanted wired or wireless, ones with night vision, how many cameras, etc. She reported that the Mercer County Sheriff?s Office recommended 4 cameras ? one above each door (west kitchen door, east main entry, and south entry) and one by the circulation desk. She also asked about the library paying at least part of the cost for her to upgrade her phone for the app to be on it and part of the cost of the cell phone plant so she can monitor the cameras when she is away from the library. After some discussion, Mindi Schultz moved to spend up to $1,500 for 4 to 5 wireless cameras with night vision. Rich Lawson seconded. Motion passed. Mindi also moved to have Lill find out the cost to upgrade her cell phone before the board voted on that. Rich Lawson seconded that motion and it passed.

New Business:

Opening

Annette Essary brought up doing a soft opening of the library ? have appointments, limit the hours we are open to start. After discussing various options, Annette Essary made a motion to open the library beginning April 26 with 30 minute appointments available from 10am ? 12pm & 2pm ? 5pm Monday through Friday and 10am ? 12pm on Saturdays. Patrons will be required to wear a mask at all times, use hand sanitizer when entering the library, allow walk-ins if the appointments do not bring the number of people in the library to the maximum allowed, and give Lill the option to change the appointments if necessary. Rich Lawson seconded. Motion passed.

Parking Lot, Use of, Repaving

Lill talked to the board about the neighbors to the west. They asked for temporary permission to park in the lot while waiting for permission from the State of Illinois to build a driveway into their property from Route 17. The issue is they are giving other people permission to park in the library?s parking lot sometimes getting in the library?s way for using the lot. She also reported that Terry Peroutka is donating part of the south parking lot to the library that he actually owns. Mindi Schultz made a motion for Lill to talk to Phil Lenzini about the issue with the neighbors to see how he recommends handling the situation and to also see if he can write up the document to be filed with the County about the parking lot donation. Rich Lawson seconded. Motion passed.

Lill reported that she requested a quote for repaving the parking lot from T&R Paving in Taylor Ridge and Superior Asphalt from Woodhull. She does not have the quotes yet.

Rich Lawson made a motion to close the meeting with Annette Essary seconding. Meeting adjourned at 6:57 pm. Next regular meeting is May 5, 2021 at 6pm.


Viola Public Library District

1701 17th St. Viola, IL 61486

Regular Meeting

March 3, 2021

 

Meeting called to order at 6:00 pm.

Present:        Sandy Cook, President                   Rich Lawson, Vice President

Mindi Schultz, Treasurer                 Linda Engels, Secretary                

Mark Trego                                 Barb Harison

Annette Essary                            Lill Batson, Director

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.

Treasurer?s Report:

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

Secretary?s Report:

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

Director?s Report:

Lill reported that the library numbers are still good and curbside is going well. Jeff is doing fine and learning more each day. He is showing initiative to learn additional tasks.

OLD BUSINESS:

Reopening Protocols

Lill presented reopening protocols based on items the board has discussed previously. After review, Rich Lawson moved to accept the protocols as written and giving Lill the ability to change them as needed. Linda Engels seconded. Motion passed.

New Business:

Library  Signage

The board discussed possible signs for the library. Lill will get some quotes for a sign on the North side of the building and for the door.

Rich Lawson made a motion to close the meeting with Mark Trego seconding. Meeting adjourned at 6:20 pm. Next regular meeting is April 7, 2021 at 6pm.


Viola Public Library District

1701 17th St. Viola, IL 61486

Regular Meeting

November 4, 2020

 

Meeting called to order at 6:00 pm.

Present:        Sandy Cook, President                   Rich Lawson, Vice President

Mindi Schultz, Treasurer                 Linda Engels, Secretary                

Barb Harrison                              Mark Trego

Annette Essary                            Lill Batson, Director

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.

Treasurer?s Report:

Mindi Schultz presented the treasurer?s report. Annette Essary 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. Annette Essary seconded. Motion passed.

Director?s Report:

Lill reported that curbside and Interlibrary Loans are going well and people are glad to be able to get materials. We have some new people using the curbside. Numbers are going up a little.

OLD BUSINESS:

 

New Business:

Masons Renting Old Building

Due to Covid-19, the Mason have not been meeting. They asked us to wait for them to decide about the former library building. Rich Lawson moved to table the discussion for now with Annette Essary seconding. Motion passed

Library Meeting Dates for 2021 ? Final Action

Lill presented the 2021 meeting schedule. Mindi Schultz moved to approve the dates. Linda Engels seconded. Motion passed.

Christmas Closing & Joyce?s Retirement ? Final Action

Lill announced that Joyce Johnson is retiring earlier than expected. Her last day will be December 18, 2020. Since Joyce will not be here to cover Lill?s scheduled vacation over Christmas and New Year?s, she asked about closing the library December 23 through January 2, 2021. Mindi Schultz moved to close the library for Lill to have her scheduled vacation. Mark Trego seconded. Motion passed.

Annette Essary brought up a retirement gift for Joyce. After some discussion, it was decided that each board member would give money towards a gift card for Joyce. Lill will purchase a Visa card and present it to Joyce on December 18. Motion made by Annette Essary and seconded by Rich Lawson. Motion passed.

Closed Meeting ? Review Old Minutes & Christmas Bonuses ? Final Action

Rich Lawson moved to close the meeting and Mindi Schultz seconded. Motion passed. Meeting closed at 6:26pm

Meeting was reopened at 6:36pm with Roll Call. All trustees and Lill still present.

Annette Essary moved to keep the closed minutes closed with Mark Trego seconding. Motion passed.

Rich Lawson moved to give Christmas bonuses as discussed. Annette Essary seconded. Motion passed.

OTHER NEW BUSINESS:

Rich Lawson brought up the issue of plowing the parking lot. He spoke to the Village about it and they agreed to do the snow removal. The library will not be a priority. Rich also brought up talking to Mike Lester about doing the snow removal if the city doesn?t. Lill will talk to Mike to see if he is willing to do that if needed.

Linda Engels made a motion to close the meeting with Barb Harrison seconding. Meeting adjourned at 6:38 pm. Next regular meeting is February 3, 2021 at 6pm.


Viola Public Library District

1701 17th St. Viola, IL 61486

Regular Meeting

October 7, 2020

 

Meeting called to order at 6:00 pm.

 

Present:        Sandy Cook, President                  

Mindi Schultz, Treasurer                 Linda Engels, Secretary                

Barb Harrison                              Mark Trego

Annette Essary                            Lill Batson, Director

Absent:         Rich Lawson, Vice President

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.

Treasurer?s Report:

Mindi Schultz presented the treasurer?s report. Annette Essary 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. Annette Essary seconded. Motion passed.

Director?s Report:

Lill reported that curbside is going well and people are glad to be able to get materials including borrowing from other libraries again. Lill has reached out to Ameren about their Energy Efficiency program. They will send her the information, including electricians who can evaluate if all of the library lighting is energy efficient. If not, the program covers between 40% and 90% of the cost to upgrade. She also brought up that the Masons are interested in renting the old library building. They are going to look at the building to see if it will work for what they need and get back to her.

OLD BUSINESS:


New Business:

Annual Report FY20 ? Final Action

Lill presented the annual report for review. Mindi Schultz moved to accept the report with Annette Essary seconding. Motion passed.

Tax Levy FY21 ? final action

Lill presented the FY21 tax levy for review. Mark Trego moved to approve the levy. Barb Harrison seconded. Motion passed.

Election Day Holiday ? Final Action

Lill reported that our attorney Phil Lenzini informed libraries that this is indeed a holiday and the libraries need to be closed, or pay staff holiday pay, or give staff another day off as a holiday. Mindi Schultz moved to close the library on November 3. Mark Trego seconded. Motion passed.

 Mindi Schultz made a motion to close the meeting with Mark Trego seconding. Meeting adjourned at 6:10 pm. Next regular meeting is November 4, 2020 at 6pm.


Viola Public Library District

1705 14th St. Viola, IL 61486

Regular Meeting

August 5, 2020

Meeting called to order at 6:04 pm.

Present:        Sandy Cook, President                   Rich Lawson, Vice President

Mindi Schultz, Treasurer                 Linda Engels, Secretary                

Barb Harrison                              Mark Trego

Annette Essary                            Lill Batson, Director

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.

Treasurer?s Report:

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

Secretary?s Report:

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

Director?s Report:

Lill reported that curbside is going well and people are glad to be able to get materials including borrowing from other libraries again. She mentioned Governor Pritzker mandated Election Day Holiday for all government offices. She is waiting to hear a decision on whether or not that includes libraries.

OLD BUSINESS:

Reopening Plans

Lill discussed with the board various procedures when the library is able to reopen to the public. Under current guidelines, no more than 10 people could be in the library at one time, including staff. Masks were discussed. It was decided that anyone 2 years of age and older will be required to wear a mask in the library. Mark Trego suggested the library purchase a remote doorbell. The interior glass door will remain locked and people will ring the doorbell for admittance. If they are not wearing a mask and will not put on a mask the library can provide, they will not be let in. If they create a scene, they will be banned from the library for 30 days. Hand sanitizer will be provided for patrons and staff. Patrons will be asked NOT to reshelve materials they look at and decided not to check out. Totes or baskets will be placed at the end of rows for the materials to be put in for staff to clean or quarantine before reshelving. Curbside will continue to be offered for those not wishing to enter the library or comply with the mask rule. Computers will be offered by appointment. Patrons will be given 45 minutes to use the computer. If they are late to their appointment, they will have whatever time of the 45 minutes is left. Example: a patron is scheduled for 10:00 to 10:45 and they arrive at 10:30. They will have 15 minutes to use the computer. They can request another appointment if one is available. Staff will clean the computers, desk area and chairs between appointments. The board gave Lill discretion on cleaning frequently touched areas on a schedule she will create. Staff will be required to wear a mask any time a patron is in the library or when providing curbside service. Library usage will change as the situation changes and Lill is expected to be fluid with those changes.

New Business:

Curbside Pick-Up

Lill could not remember what she wanted to talk about in regards to curbside pickup.

FY21 Budget ? final action

Lill presented the FY21 budget for review. Rich Lawson moved to approve the budget. Annette Essary seconded. Motion passed.

FY21 Building & Maintenance Tax ? Final Action

Lill presented the FY21 building and maintenance tax ordinance for review. Mindi Schultz moved to approve the ordinance with Rich Lawson seconding. Motion passed.

Mark Trego made a motion to close the meeting with Annette Essary seconding. Meeting adjourned at 6:45 pm. Next regular meeting is October 7, 2020 at 6pm.


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