Minutes August 2018

MINUTES of the

 East Dubuque District Library                 

Board of Trustees Meeting

Wednesday, August 8, 2018 

4:45 P.M. at 122 Wisconsin Ave., East Dubuque

Call to Order:  Hearing on LEVY Ordinance 2018-2019 #5:

Motion to open Levy Hearing on Ordinance 2018-2019 #5 for July1,2018-June 30,2019 was made by Stephanie and seconded by Kay.

 Roll call vote:      Ayes –             Kevin Kramer,  Stephanie Lange,  Rick Leute,

                                                Linda Phillips,  Kay Zillig,    Deb Ehrler.     Absent – Lisa Appel.            

 Motion carried.    Time: 4:47 PM. 

Discussion was held.

Motion to approvethe LEVY Ordinance 2018-2019 #5. was madeby Kevin and seconded by Linda.

Roll Call vote:         Ayes –          Kevin Kramer,  Stephanie Lange,  Rick Leute,

                                                Linda Phillips,  Kay Zillig,    Deb Ehrler.     Absent – Lisa Appel. 

Motion carried.         Time: 4:50 PM

Motion to close LEVY Hearing for 2018-2019 was made by Kay and seconded by Kevin.

Roll call vote:          Ayes –          Kevin Kramer,  Stephanie Lange,  Rick Leute,

                                                Linda Phillips,  Kay Zillig,  Deb Ehrler.    Absent- Lisa Appel.

Motion carried.  Time: 4:51 PM

Call to Order of the Regular Board Meeting was made by Kay and seconded by Stephanie.                  

Roll Call:       Kevin Kramer,  Stephanie Lange,  Rick Leute, Linda Phillips,  Kay Zillig, Deb Ehrler.                 

Record Attendance:  Lisa Appel – absent

Quorum is declared.

Changes to the Agenda

Librarians Report:

Treasurers Report for July 2018:  The Treasurers Report will be filed for audit.                              We move to receive said report.

Consent Agenda

Approval of Minutes of the July 2018 Regular Board Meeting.

A Motion to approve the Minutes with typo corrected was made by Kevin and seconded by Linda.

A Motion to approve the payment of invoices and payroll as presented was made byRick and seconded by Stephanie.

Roll Call:       Ayes –          Kevin Kramer, Stephanie Lange,  Rick Leute, Linda Phillips,

Kay Zillig,  , Deb Ehrler.    Lisa Appel – absent

Motion carried.  Time: 5:13 PM

Committee Meeting Reports-None

Foundation Update: See attached July 19, 2018 Report

Unfinished Business:

1.  Website Project Update. The Domain issues are being researched. Director, Cathy & Dena are reviewing and updating new information on site as time permits.

2. Technology Project Update. Integrate five new computers and upgraded all staff computers and seven patron computers. Unexpected cost of almost $400. To upgrade Zoomtext Software for visually impaired. The remaining upgrades should be completed this month.

3. Dubuque Racing Association Grant update.  Material purchases are complete. We are implementing documentation and promotional requirements.

4. Ill State Library Grant Update.  List curation, purchasing, processing, and requirement compliance including promotions are being implemented.

5.  General Building & Grounds review. Certified letters to neighboring property owner were returned unsigned.  Rick Leute of the Building Committee spoke with owner’s tenant.

6. The Board approved trimming of cedars by Kevin Kramer.  The Board requests that an outdoor smoking container be purchased and placed near the parking area.

7. The Board approved removal of the dead tree by Kevin Kramer and Mark Schueller, or in the alternative Tom Arnold at no cost to the library. 

8. On a motion by Linda and seconded by Rick, the Library Building painting of the front stucco area including crack repairs will be done Jay Welu.

Roll Call:       Ayes –          Kevin Kramer,  Stephanie Lange,  Rick Leute,

                                       Linda Phillips,  Kay Zillig,   Deb Ehrler

Motion carried.  Time: 5:44 PM

9. The director will replace the spotlight for the outdoor flag area with a solar powered unit.

10. The Director displayed the new library signs for the front and sides of building.

11.  Tabled until October: The Board asked the Director to obtain price estimates for the possible installation of outdoor security cameras. 

12.  Tabled until October: The Board asked the Director to obtain price estimates for the removal and replacement of window tinting or other light blocking treatment for upper library windows. 

13.  No request for fund to fund transfers at this time.

New items:

1. Motion to approve fees for audit services for FY ending 06/30/2018 including filing of the State Comptroller Annual Report for Mr. McCarthy CPA of O’Connor Brooks in the amount of $5,900 was made by Kevin and seconded by Kay.   Auditor expects to begin this month.

Roll call:       Ayes-   Kevin Kramer,  Stephanie Lange,  Rick Leute,

                              Linda Phillips, Kay Zillig,  Deb Ehrler.

Motion carried.  Time:  5:56 PM

2. Director will request Wagner Accounting to complete the Annual Receipts & Disbursements/Treasurers Report which must be published before filing with the County Treasurer and County Clerk.                                                                                         

3.  Director has started the Illinois State Library Annual Report that must be completed this month.

4.  Library has experienced multiple internet connection issues from July 23-Aug 6 entailing work disruption and necessitating multiple calls and visits from internet provider who replaced all equipment from the street into the building on Aug 6.

5.   Review the Jo Daviess County Treasurer’s Report for 2nd automatic distribution of property taxes on 07-23-2018 into the authorized library account.www.jodaviess.org. (Info)

6.  Director set up and hosted an Author visit during the morning Book Club by the NY Times bestselling author Michelle Bonnet-Cox.

7.  Director coordinated the United Way visit promoting the Imagination Library.                    

8.  Director & Staff worked Saturday executing the Library’s craft program at Wing Fest.  They coordinated with the East Dubuque District Library Foundation’s Reading program, and together served more than 145 children.

9.  The Foundation meeting on July 19 was held at the library.

10. The Board and Foundation will hold a goal setting session 09/29/18 at 9:00 AM.  The Library’s Open House & 100 Artists Reception is set for 11/08/2018 from 4:30-6:30 PM.

A Motion to adjourn was made by Stephanie and seconded by Linda.  Motion carried. Time: 6:12 PM

Respectfully submitted,

Deb Ehrler, Secretary

East Dubuque District Library Officers:               Other Board Members:

President:     Stephanie Lange                                            Kay Zillig

Vice President:  Lisa Appel                                                 Linda Phillips

Treasurer:     Rick Leute                                                     Kevin Kramer

Secretary:     Deborah Ehrler

East Dubuque District Foundation Members:

Katherine Kelly, Diane Gallagher, Ben Anderson, Eileen O’Neill, Cheryl Knutson, Vicki Middendorf, Bev Vanderzyl, Gina Lange, Mary Schreiber.