Rock Island Today

River Valley District Library Board of Trustees met Oct. 16.

Here is the minutes provided by the Board:

I. Call to Order by President Dave Brooks at 5:30 pm. Those in attendance were Trustees Butch Hugart, Jill Schutts, Gary Bohms, Linda Warren, Barb Brandt, Laura Andrews, Director Natalie Bazan, and staff member Cathy Lechtenberg. Dave Gosse from Carpentier, Mitchell, Goddard & Co., LLC was also present. Trustee Jill Schutts left the meeting early before New Business.

II. September 18, 2017 Minutes-were reviewed. First motion to approve was made by Linda. Motion adopted.

III. Financial Reports-(September) were reviewed and filed for audit.

IV. Public Comments - none

V. Director's Report-Cathy reported the crafting programs have had great attendance. Her Lego Robotics club has sponsorship from local companies and will be participating in a tournament on December 2". A coding class is being planned for January. First motion to approve was made by Linda. Motion adopted.

VI. Committee Reports

a. Community Meetings Liaisons-Barb reported the meeting time for the Village of Port Byron had been moved for the last meeting. She will report later if any meeting information pertained to the library.

Old Business

VII. AED - review and action-The Port Byron Fire Department will be attending the November meeting to speak to the board about AED's.

VIII. DVD Pouches - The staff is working on planning a system to label, store, and display the DVD pouches.

IX. Policy Manual Revisions (sections 5-7) - Various proofreading errors were corrected. Discussion was made on Section 5.d.6 (Electronic Meetings Policy) to change the policy to read "A Board member may attend a meeting through electronic conferencing if his or her physical presence at the meeting is prevented.” Discussion was made on Section 7.h. (Authority to Spend) to increase the library director's ability to spend up to $1,500 without prior board approval. First motion to approve policy manual revisions for Sections 5 through 7 with changes as recommended was made by Laura. Motion adopted. Plans to discuss and take action on Sections 9, 10, 11, 12, & 13 of the Policy Manual have been made for next meeting.

X. Library Hours -Natalie reported she is still collecting data on the times patrons use the library. She will also be contacting other libraries to see what hours they operate.

XI. Audit FY 2016/17 - Dave Gosse, Carpentier, Mitchell, Goddard & Co., LLC-reviewed results of the past year's audit and shared the annual financial report. Revenues exceeded expenses for FY 2017. No deficiencies were identified in the internal content that were considered to be material weaknesses. First motion to accept the audit as presented was made by Barb. Motion adopted. Secretary signed the Notice of Availability of the audit.

XII. Audit RFP - Only one response has been received for Request for Proposal sent to auditing companies. The reply was from the company the library currently uses. Natalie informed the board, the State of Illinois will be requiring libraries to move to a GASB method of accounting, and the auditing firm will charge 5% more for the library changing to the new system. Motion to continue to use Carpentier, Mitchell, Goddard & Co. was made by Barb. Motion adopted.

XIII. Levy Ordinance - was reviewed. Motion to accept the Levy Ordinance as presented was made by Linda. Motion adopted.

New Business

XIV. Background Check Subscription/Policy - Discussion was made on the need for a background checking service to be used when hiring personnel for the library. Aurico is the company Natalie recommended. Motion to have a background checking policy added to the manual and to use Aurico was made by Butch. Motion adopted.

XV. Efficiency Upgrades - was not discussed. Due to time restraints this was tabled until next meeting.

XVI Computer Replacement-Natalie discussed the need for the library to replace laptop computers used by patrons. Many of them are missing keys and are outdated. She received a bid for around $12,000 for desktop computers. Motion to purchase the computers per Natalie's proposal was made by Barb. Motion adopted.

XVII. Library Building/Addition-Discussion was made about a neighboring property going up for sale. The owners are planning to list for $140–$145,000. Natalie will speak with the attorney for more information about options to purchase and what can be done with the property if the library owned it.

XVIII. Director's 90 day review - was not discussed. Due to time restraints this was tabled until next meeting.

XIX. Closed Session - Personnel and Legal -No discussion was made. Board did not move into closed session.

XX. Other - Dave encouraged board members to come to the library and speak with Natalie in between meetings. Natalie will also be sending out updates and documents for the board every Thursday.

XXI. Adjournment - First motion to adjourn was made by Barb. Motion adopted.

Meeting adjourned at 8:00 pm.

http://rivervalleylibrary.org/ckfinder/userfiles/files/October%202017%20Minutes.pdf