September 9, 2011 minutes

Hope Welty Public Library District Board of Trustees Minutes

September 9, 2011

Page 1

Call to Order:

The regular meeting of the Hope Welty Public Library (HWPL) District board of trustees was held at the library on September 9, 2011.  The meeting was called to order at 1:15 PM by the President.  Present were board members: Irma Joynt,  Genea Lawler, Nancy McDermith, Mary Hissong and Library Director, Sandra Hayes. Absent were:  Janice Lonnon, Tracy Mogged and Chelle Shively.  Janice Lonnon did arrive later. 

The annual budget hearing was held from 1:00 PM until 1:15 PM.  At this time the regular meeting convened.

Public Forum:

Jody Burns was present to voice her concerns regarding the time the HWPL board meetings are held.

Minutes of the last HWPL meeting:

Mary Hissong moved to accept the minutes of the August 12, 2011 as read and Genea Lawler seconded the motion.  All present voted aye.  Motion carried.

Treasurer’s Report:

The treasurer’s report was given by Sandra Hayes in the absence of the treasurer. There is a balance $97,831.77 before paying this month’s bills.  Expenses for this month are $10,984.90  which includes $3000.00 from the construction grant.  Nancy McDermith moved expenses be allowed and Mary Hissong seconded the motion. All present voted aye; motioned carried. 

Announcements:

  NONE

.

Time for Librarian: (report attached)

            - Per Capita Grant - Sandi will send required information by the deadline. 

            - IHLS - Sandi will speak to the village board regarding the incident of the family           that left town before the police went to the home to collect the missing books.

            - The middle school asked Sandi and Jill to help at the book fair

HWPL District Board of Trustees Meeting Cont.  Sept. 9, 2011

Page 2

Old Business

            - Library Renovation - Brent McNamara had reported they will need to have the library closed for two weeks to prepare and lay the tile. 

            - Personnel Policy - Genea Lawler made a motion to accept the civic duty policy as presented.  Nancy McDermith seconded the motion.  All present voted aye.  Motion carried.  Sandi has jury duty for two weeks beginning September 12, 2011.

            - Salary Schedule - tabled until October.

            - Auditor - Mary Hissong made a motion to have a full audit by Kevin Huffman of MYHB.  Nancy McDermith seconded the motion.  All present voted aye.  Motion carried.

After further discussion Nancy McDermith moved to change the previous motion to state an audit be within the amount of $4700.00 as budgeted.  Janice Lonnon seconded the motion.  All present voted aye.  Motion carried.

            - Sandi Hayes reported that we can levy for the full cost of an audit.  She will contact the Decatur office.

New Business

            - Levy - Macon County is expected to have lower valuation.  We can levy for what we need for Social Security, Audit and Insurance. No increases will be made in the levy at this time.

            - Public Forum Policy - Genea Lawler moved to accept the public forum policy and procedure as presented.  Mary Hissong seconded the motion.  All present voted aye.  Motion carried.

            - Library board meeting time - Janice Lonnon made a motion to change the HWPL  District board of trustees meetings to the second Monday of each month at 4:30 PM beginning on November 14, 2011.  Mary Hissong seconded the motion.  All present voted aye.  Motion carried.

            - New Library cards - Sandi will do further checking on the minimum order of current cards as cost was a concern at this time for the new cards. 

            - A new vacuum is needed and Sandi will get one using donation money.

Closed Session - None

Janice Lonnon made a motion to accept the lawyer’s copy of the Budget for 2012.  Mary Hissong seconded the motion.  All 5 members present voted aye.  Motion carried.  The appropriate copies were signed and will be sent back to the lawyer. 

Next Meeting Date

The next regular meeting of the HWPL District Board of Trustees will be held October 14, 2011 at 1:00 PM.

Meeting Adjourned at 2:35 PM.                   

                                                                                                Nancy McDermith, Secretary