Peoria Standard

Alpha Park Public Library District Board met April 20.

Here is the minutes provided by the board:

1. CALLTOORDER

The regular meeting of the Alpha Park Public Library District Board of Trustees was called to order at 7 pm. via Zoom Meeting, authorized by State of Illinois executive department Executive order 2020-07 on March 16, 2020 that allows our APL Board of Directors monthly meeting to be held via a Zoom meeting in order to comply with the mandates set out due to the COVID 19 outbreak. President Kyle presiding.

Members Present: Gayle Carr, Shawn Edwards, Crystal Kyle, Sandy Lingenfelter, Tom Stagg, Larry Thomason, and Sara Woiwode.

Members Absent: none

Staff Present: Melissa Sierra and Patti Borland. Public Present: none

2. PUBLIC AND AUDIENCE COMMENTS

3. FORMATION AND ACCEPTANCE OF CONSENT AGENDA

4. MINUTES

RESOLVED, THAT THE MINUTES OF THE MARCH 16, 2020, REGULAR MEETING BE ADOPTED AS PRESENTED.

A motion was made by Trustee Lingenfelter to accept the minutes of March 16, 2020 as corrected, and seconded by Trustee Carr.

The motion passed by 6 yes votes and one, not present at the last meeting.

5. FINANCIAL

RESOLVED, THAT THE FINANCIAL REPORT’S FOR MARCH BE SUBMITTED FOR REVIEW.

RESOLVED, THAT THE EXPENSES FOR MARCH IN THE AMOUNT OF $129,464.81 BE ACCEPTED.

A motion was made by Trustee Thomason and seconded by Trustee Edwards to accept the review of the Financial Reports and the expenses for March in the amount of $129,464.81.

The motion passed by 6 yes votes and one, not present at the last meeting.

6. PRESIDENT’S COMMENTS

I am submitting my report that I will read also via written document for ease of recording and hearing. I am happy to report as I have kept each of you up to date with the weekly, Friday email communications on the status of our Library during this unusual time of operations. Our staff is doing a great job as they continue to work from home to be able to keep up on events and also begin brainstorming about our future and what our programming will look like & how we will phase in the reentry process once we have been given permission from the Governor to open our Library. I am happy to report that we have been granted a loan thru the PPP program (Paycheck Protection Plan) of the CARES Act as our staff has worked locally with the Better Banks to get our information in quickly and get approved so we can continue payroll for 8 weeks in the future. Melissa will update you further on all the details in her report tonight.

We have also been in communication with Erik Christian from HR Fit, LLC in regards to the progress of our Strategic Plan. Understandably, we have not been able to put this in the front of our workload but we have regrouped and will begin to get back on track with this project. We did not have our public meeting in March as previously planned. This all comes at a good time with the process of a Strategic Plan being formulated and the changes we will have to make in regards to the COVID 19 outbreak. Erik will begin his communication on an individual level with our staff and begin brainstorming what is needed for our public and our library. His plan is to get back to us around July with a summary, and then possibly late summer we can have our public meeting and bring all these communications together.

Thank you all for your support of our Library and we will all work together to learn how to be there for our patrons & staff here at Alpha Park Public Library.

7. COMMITTEE REPORTS A. Finance Committee

The Finance committee meeting was called to order at 10:11 a.m.

A discussion was held to continue to pay our employees throughout the duration of public closure due to COVID-19. It was determined that funds have continued to come in and because we are not paying for some expenses like books and such that we are able to pay our employees even if the shutdown extends into May.

A new facilities Manager has been hired and she starts April 20th. The search for the Office Manager is still ongoing.

Sara has done some revisions for summer reading.

We also discussed if we should apply for the portion of the stimulus package to receive funds for paying our employees for up to 8 weeks. We decided that we should pursue this, although we may not qualify, we are not sure at this point. There are some other stipulations like filing for forgiveness of the loan once the target date for paying the loan comes up.

We reviewed the FY 2020-2021 budget. One area to point out is the health insurance increase. That was due to two new hires and a 4% increase for the year. The new rates do not come out until January so we will try to have a better feel for what the new rates will be by the time we revise the budget. It was noted that when the new B & A is done that we raise the levy slightly for the Audit fund.

The budget is flat compared to last year with the exception of the health insurance. I will be recommending that the budget be approved.

There was no other business we adjourned at 10:51.

B. Building, Grounds, and Safety Committee

No meeting held.

C. Marketing

No meeting was held this month, but everything is running smoothly.

8. LEGISLATIVE NEWS

None

9. DIRECTOR’S REPORT

Updates:

1) Staffing update:

New Hire for Business Manager position. This hire started today, 04/20/2020.

New Hire for Facilities Manager position. This hire will start 04/27/2020.

2) Committee for the Strategic Plan:

Erik and I confirmed a reconfiguration for this process Possibility for staff development/or new position

3) Grant applications

Facilities:

1) Preparation for reopening

Looking to procure PPE

Guidelines for practicing social distancing Limited programing

Reduced computer use

2) Developments are on hold while the shelter in place is in effect.

Community:

1) Up-tic in digital and virtual programming

Trying to expand our online presence and see how we can digitally partner with community orgs.

Our Website and our digital content is currently our focus.

Reopening:

1) Addressing facility needs

See items listed above

2) Addressing staff needs

We will take at least 3 days to come back online to ensure proper measures are in place

Critical operations will be our focus until shelter in place is lifted

10. COMMUNICATIONS None

11. UNFINISHED BUSINESS A. Library Board By-Laws

12.

This is tabled until Summer. NEW BUSINESS

A. Reopening Plan

Several things have been discussed, when we reopen.

1. Make marking placements on the floor

2. Hand Sanitizer placed around the library

3. Some libraries are starting a drive thru pick up.

B. Budget FY20-21 #0420-8

A motion was made by Trustee Lingenfelter and seconded by Trustee Woiwode to approve the FY20-21 Budget.

This passed by unanimous roll call vote.

13. Closed Session, per 5 ILCS (Open Meetings Act) 120/2 (c) (2)

None

14. COMMENDATIONS

Director Sierra reported everything is awesome. The librarians are preparing a puppet show to be put on the website.

15. ADJOURNMENT

There being no other business, the meeting was adjourned at 7:42p.m.

http://www.alphapark.org/images/Board/minutes04-20-20.pdf