Alpha Park Public Library District Board met June 18.
Here is the minutes provided by the Board:
1. Call To Order
The regular meeting of the Alpha Park Public Library District Board of Trustees was called to order at 7:00 p.m. Monday, June 18, 2018, in meeting room #4, President Kyle presiding. A board meeting could not be held for lack of a quorum. The attending board members held a discussion, but could not take any action.
Members Present: Crystal Kyle, Mary Ann Gottlieb, and Tom Stagg.
Members Absent: Jennifer Hattermann, Shondra Johnson, Sandy Lingenfelter, and Tamara Ruth.
Staff Present: John Richmond and Patti Borland.
Public Present: None
2. Public And Audience Comments
3. Formation And Acceptance Of Consent Agenda
4. Minutes
Tabled.
5. Financial
Tabled.
6. President’s Comments
President Kyle is excited about the programs offered at the library. The Director’s review will need to be tabled until next month.
7. Committee Reports
A. Finance Committee
No meeting
B. Building & Grounds Committee
A meeting is scheduled for Thursday at 9:00 a.m.
C. Marketing
No meeting
D. Safety Committee
Trustee Stagg suggested that we consider background checks for new employees and volunteers.
8. Legislative News
ILA has passed a budget, but not all of grant money has been approved yet.
9. Director’s Report
1.) On Oct. 8, the day before the Illinois Library Assoc. (ILA) annual conference begins in Peoria, two members of the ILA Youth Services Forum will lead tours of area libraries; 20-25 people will be involved. Alpha Park is one of the hosting libraries.
2.) On Sat., Sep. 29, the Hanna City Park District will hold a fundraiser, a road rally of some sort. A Park District board member asked if the library could be a stop along the way— front parking lot, after hours, no interference with traffic. We will get a “shout out” in their publicity.
3.) As part of a follow-up concerning the drive-up book drop, a one-question survey was first offered to the public on the Summer Reading kick-off day. The survey is on a table in front of the circulation desk. The survey is not online, at this point, but will appear next on Facebook.
4.) The Budget & Financial Practices Policy is here, slightly amended to show that we aspire to budget at least 12% of the General Fund budget for materials, but recognize that that may not always be possible.
5.) The policy concerning lost and damaged items has been clarified where requested, by inserting words from Circulation’s procedures/policies.
6.) Director Richmond stated that under separate cover, he will provide a review of this fiscal year’s events/accomplishments, along with a look ahead to FY 2019.
7.) Finances: The next big infusion of money comes on June 22. APL has enough cash to make it through remaining bills and payroll. Staff has ordered books and other materials sparingly. Director Richmond is withholding order cards. If there has been anything related to Summer Reading topics and programs, Director Richmond has permitted ordering.
Director Richmond e-mailed Phil Lenzini to clarify when APL’s four years of levying for Working Cash would be over. Working cash was abolished in Oct., 2015, and levied anew for the Fund in 2015-2016—so the board would know when the library would have working cash available for the Special Reserve or General Fund(s). Mr. Lenzini wrote, in part:
I don't know where the "October" dates for dissolution come in and there is no real magic on that, so long as you do it once the full four years of the WC fund is formed and before the next (or "fifth") year starts rolling in, you'd be fine with that. It does look to me like THIS year's levy (due before Dec. to be adopted and filed) is the 4th year of the "new" working cash fund though of course you won't really see that cash until the time period from about July 2019 through October/November 2019. By that time you will have taken a vote to dissolve the fund (regardless of when you actually close the account or transfer all of the money out to general fund or special reserve) and then adopt the new WC Ordinance so you can include the new "first year" in the 2019 B&A and Levy next July through September.
Director Richmond noted that it may be necessary to increase our levy, one-time only, publishing a Truth in Taxation notice for the levy still to be approved (following the B&A Ordinance). The Equalized Assessed Valuation in the county is down, and the past two years’ cash flow has been tight from February or March until the third week of June, when the library receives the large payment applied to the next fiscal year.
10. Communications
None.
11. Unfinished Business
A. Lost, Damaged, and Overdue Materials Policy #618-6
The wording was changed from last month’s discussion and will be ready to vote on at the July meeting.
B. Budget and Financial Practices Policy #618-7
Trustee Stagg would like the 12% spent on materials from the general fund broken down, so they know what exactly is being purchased on a monthly basis.
President Kyle would like the Finance Committee to discuss when CDs are coming due, so it could be brought to the board.
After these changes are addressed it will be included in next month’s packet.
12. New Business
A. Approval to release closed meeting minutes for 3/20/17, 5/15/17, and 6/19/17.
This will be addressed at the July meeting.
B. Development
Trustee Stagg asked that the board be told about upcoming conferences or webinars, for trustee development, so members can plan to attend. The Director will e-mail sources of continuing education, and may include announcements at the end of the Special Activities report.
13. Executive Session
Executive Session for discussion of the Director’s Review, per 5 ILCS (Open Meeting Act) 120/2(c)(1), will be at the July meeting.
14. Commendations
Commendations: Heidi Rhea for the success of the “Concert in the Park,” and to Sara Bell for the great attendance at the summer reading programs.
15. Comments
16. Adjournment
There being no other business, the meeting was dismissed at 7:52 p.m.
http://www.alphapark.org/images/Board/minutes6-18-18.pdf
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