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Blue Mound Memorial Library

May 2020 Board Minutes

Attendance:

Anne Byard, President

Nancy Gorden, Vice-President

Diana Kupish, Secretary  

Amy Brown, Treasurer

Dani Noland, Trustee  

Julie Chapman, Trustee

Sharon Reynolds, Trustee

Alice Reed, Consultant

Julie Jones, Library Director

 

Tuesday May 26th, 2020 at 6:00 p.m., the Blue Mound Memorial Library Board of Trustees met in accordance with social distancing guidelines in the annex of the Library with two board members seated at opposite ends of 8’ tables, spaced several feet apart. The Blue Mound Memorial Library President, Anne Byard, called to order the Board of Trustees Meeting for May, 2020.   

 

The Board recited the Pledge of Allegiance.  

  

Secretary’s Report: Julie Jones verified that everyone received the minutes that had been emailed. The following Minutes were emailed to each Board Member for their review:

  1. Minutes from March 15th for the Emergency Board Meeting by Telephone Meeting in response to Social Distancing Request by the Federal Government to mitigate spread of the CoronaVirus.
  2. Minutes from March 21st for an Emergency Board Meeting by Telephone in response to Governors’ Stay At Home order to mitigate spread of the CoronaVirus and to determine employees’ payroll during this period.
  3. Minutes from Regular Session on February 24th Blue Mound Memorial Library Board of Trustees.   
  4. Librarian’s Report:    
  5. Treasurer’s Report:   The Treasurer’s report was presented in writing and reviewed by the Board of Trustees. Alice added that the finances are “doing ok” and there were no changes since the last face-to-face board meeting in February. The Annual Financial Report was sent to the Illinois Comptroller. The Libraries have been given an extension for the due date of the Per Capita Grant submission. Normally it would be due on June 30th but it has been extended until September 30th. Nancy Gorden made a motion to accept the Treasurer’s Report as presented. Julie Chapman seconded the motion.  The motion carried with all ‘Aye’ votes.  
  6. The Minutes for the May 15th, 2020, were read aloud regarding Special Meeting to discuss and approve the Annual Financial Report required by the Illinois Comptroller. After a little discussion, Dani Noland made a motion to accept all four Minutes as presented. Amy Brown seconded the motion. The motion carried with all ‘Aye’ votes.    
  • Book Club has continued to meet through Zoom during the Stay at Home order (March, April and May).
  • A staff meeting is scheduled Wednesday (May 27th) evening to review reopening plans.
  • Floors for the Library will be cleaned and waxed by Hites in April.
  • Each of the Library Clerks have been in and worked several hours during the shutdown. They were all very appreciative to the Board for continuing their pay during this rough period. Two employees sent Thank You notes that were passed around.
  • Flowers were planted in the window flower box in front of the Library by Sandy Anderson.
  • Julie is working hard to obtain the required Personal Protection Equipment (PPE) in hopes of safely opening the Library to employees and patrons. There is a supply of the hand sanitizer but sanitary wipes have been difficult to find. Julie asked the Board Members to pick up some if they ever find it on the store shelves.
  • All Library Activities and programs that had been scheduled since March 20th were cancelled.    
  • The Library will be able to offer some library access in Phase 3 of Governor Pritzger’s reopening plans. Phase 3 begins May 29th. Curbside service will begin on June 1st. Book requests will be phoned in to the library; a pick-up time will be determined; and a designated employee will take the material to the patron’s vehicle. Employees will be wearing face masks and protective gloves. Returned items will be set out for 72 hours to naturally decontaminate unless someone requests one of the items before the decontamination period has expired, in which case a designated employee will wipe down the material with bleach water or sanitary wipes.
  • Planning for Phase 4 would include the necessity for the Library to obtain and install Plexiglas barriers around the check out desk. Other clear plastic needs to be hung down the length of the tall counters of either side of the check out desk. Alice will work on getting the Plexiglas installed.
  • Plastic keyboard covers will be ordered for four keyboards: two for public use and one for each of the keyboards for the employees. These should simplify sanitizing them after each use.        Old Business:  
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  • Up Coming -- Programs: Julie is working on remote Summer Reading ideas. Several ideas were passed out including: Dig Deeper (Read, Investigate, Discover), At Home BINGO, Hero’s Summer (program offered by South Macon Public Library). Julie noted that four Blue Mound kids have signed up for Macon’s Summer program.  
  • Library Activities:  Cancelled since March 20th
  1. Storage: The storage arrangement made with Joe Gorden isn’t really necessary right now because we didn’t have the Easter Egg Hunt due to the Coronavirus issue. However, Joe went out of his way to accommodate the Library and the $100 rate for the year is hard to beat. So, it seems right to pay for the use of the facility this year. Anne suggested putting it in the 2020-21 budget and send him a check in July, 2020.
  2. Improve outside front of the Library: With the shutdown, nothing has been done to improve the front of the Library. Scott Younger had said the Village could pour a larger pad in front of the Library when they pour a new sidewalk. However, space is limited and pros and cons need to be considered while considering beautifying the area. Benches, big planters, bench, and/or a statue could be considered. With the Memorial money available, the Board members are encouraged to be thinking of options. New Business: 
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  • Alice distributed a copy of the Ordinance No 2020-1 regarding an additional .02% of the value of all taxable property in Blue Mound Memorial Public Library District be levied for the fiscal year beginning July 1, 2020. Dani Noland made a motion to approve the Ordinance No. 2020-1.   Sharon Reynolds seconded the motion. The motion carried with all ‘Aye’ votes.  
  • Library Fees for non-residents has been formula based on the property tax revenue of the non-resident. The Library has very few non-resident patrons. Amy Brown made a motion to continue to use the formula.   Nancy Gorden seconded the motion. The Motion carried with all ‘Aye’ votes.
  • As an entity supported by tax dollars, the Library must adopt prevailing wage standard for contractor and subcontractors. Nancy Gorden made a motion to Adopt Prevailing Wage standard for contracted work. Sharon Reynolds seconded the motion. The motion carried with all ‘Aye’ votes.
  • A Budget Committee needs to be appointed and meet before the next Library Board Meeting at the end of June. Dani Noland, Nancy Gorden, Amy Brown and Julie Jones will serve on the committee. They have agreed to meet on Wednesday, June 10th at 9:00 a.m. Other:
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  • Dani Noland asked that the Board consider bringing back successful programs offered by the Library and brainstorm other programs in an effort to bring back Library patrons. Some of the programs mentioned include: Next of Kiln, water games, race day, whip guy, and paint party.
  • Alice mentioned that the Library has money that had been intended to be used for the cancelled Easter Egg Hunt. With the Fourth of July Fireworks coming up, perhaps that money could be used to buy glow necklaces and/or other items to hand out to children at the Fireworks Display. Dani Noland made a motion to purchase glow necklaces and/or other items to hand out at the Fourth of July Fireworks up to $1000. Sharon Reynolds seconded the motion. The motion carried with all ‘Aye’ votes.
  • Alice presented a record of items inventoried that need to be destroyed. These records are reviewed by the state, numbered, and inventoried. They then tell the Library when they can be destroyed. There will be a supervised burn to destroy those items scheduled to be destroyed in 2020.   Personnel:  As of June 1st, personnel will be paid for hours worked. Motion to adjourn:  With no further business to discuss,  Nancy Gorden made a motion to adjourn the meeting;  Julie Chapman seconded the motion. The motion carried with all ‘Aye’ votes. The meeting adjourned  at 7:50 p.m.  
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The next Regular Board Meeting will be Monday June 22nd, 2020 at 6:00 p.m.  

 

  

 

 

Diana Kupish, Secretary  

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