Robinson Public Library District

Loading palette preview Loading

Board Minutes

Robinson Public Library District

Board of Trustees

May 20, 2017


  1. Vice President Debbie Scott called the meeting of the Robinson Public Library District’s Board of Trustees to order at 8:05 a.m. on Saturday, May 20, 2017, in the Carnegie Room of the Robinson Public Library. 


Members Present:   Allen Summers, Debbie Walls, Debbie Scott, Elmer Hale, and Rhonda Moade


Members Absent: Michael Garrard and Wendy Kastner


Staff Present:   Breyanna Weaver and Jerry Barker



  1. Minutes of the April 2017 Meeting:  The April 15, 2017 meeting minutes stand approved as written.


  1. Minutes of the May 4, 2017 Special Meeting and Insurance Committee:  The May 4, 2017 Special meeting and Insurance committee minutes stand approved as written.



  1. Public Comments:  No public in attendance.



  1. Financials:

1.      Check Register:  After review, a motion was made by Debbie Walls and seconded by Rhonda Moade, “that the April 2017 check registers be approved.”  The motion passed.


2.      Aged Payables:  The Board reviewed the April 2017 aged payables report.


3.      Income & Budget Statement:  After Board review, the April 2017 financials are filed for audit. 


4.      Investments and Reserves:  The Board reviewed the District’s April 2017 investments, rates, reserves, interest income and check register details. 


5.      Budget and Appropriation Comparison:  The Trustees reviewed the FY17 Budget and Appropriation Five Year Comparison.



  1. President’s Report: 

1.      Old Business:

a.       Other Old Business: - NA



2.      New Business:


a.       Non-Resident Services Program:  The Trustees reviewed the Non-Resident Services Program.  A motion was made by Debbie Walls and seconded by Debbie Scott, “that the Robinson Public Library District participate in the Non-Resident Card Fee State Program, District rate $101.00 for FY18.”  The motion carried.


b.      Ethics Policy:  The Board reviewed the Ethics Policy.


c.       Building and Grounds:

1)      Robinson Library A/C unit froze up.  Goff’s said it is beyond repair.  Goff estimates a replacement unit is $3,836.  After Board discussion, Debbie Walls made a motion and Allen Summers seconded, “that the A/C unit be replaced for $3,836 by Goffs.”  The motion passed.


2)      Flat Rock Library has opened in their new location.  The Village and Ellen have had discussion about a possible Grand Opening May 27th.


3)       Mette Cabinets plan installation for Circulation desk July 21 – 29, 2017.  The Library will need to close during this time.


4)       Mette Cabinets also suggested an added decorative grommet around the book drop entrance on the front of the circulation desk.  Cost is $189.  Board agreed.


d.      Oath of Office:  After preliminary explanation, the newly elected Board Trustees were sworn in to Office as follows, Rhonda Moade and Allen Summers.


e.       Election of Officers:  After some discussion, a slate of officers was determined as follows:


President- Debbie Scott

Vice President- Debbie Walls

Secretary/Treasurer- Michael Garrard


After a short review, Rhonda Moade made a motion and Allen Summers seconded, “that the Slate of Officers are approved as presented.”  The motion carried.


f.       Other New Business: NA



  1. Director’s Report:

*        Goff’s performed the annual maintenance on our air conditioners.


*        Mette’s Cabinet Corner was here to measure the circulation desk again and get us set up for installation.


*        Michelle has submitted her resignation.  Her last day will be June 23rd.  We wish her success as Director of the Newton Public Library.


*        McCoy’s did some work at the Oblong Library on the air conditioner.


*        Oblong had another leak by the front door.  Droste has been working on it and has contacted Hayden Glass to check the seals and windows.


*        Hutsonville had several leaks occur in their building on May 4th.  Mr.  Kraemer is checking on them.


*        Hutsonville’s copier had to be repaired by Miller Office Equipment.


*        Robinson had trouble with the front doors.  The arm on the inside door came apart.  There is also trouble with the sensor unit.  We are awaiting a quote on the part.


*        Flat Rock opening was successful.  The Pioneer families have begun moving genealogy materials into the library.  We are awaiting more library shelving so that the non-fiction books may be placed in circulation.


*        We had a loss control meeting with our insurance.  It went very well.


*        Droste discovered a soft spot in the wood surrounding the upper windows on the Robinson building.  Munson is preparing a quote to repair it.  Droste has finished the building project.


*        Inboden’s have scheduled work on gardens and planting trees.




May 29            Memorial Day (Closed)

May 30            Summer Hours Begin (Robinson)

June 17            Endowment and Board Meetings

July 4              Independence Day (Closed)



  1. Monthly Reports:  All reports were reviewed by the Board.


1.       Robinson Public Library Children’s Report


2.      Hutsonville Public Library


3.      Oblong Public Library



  1. Books Ordered in April



  1. June Calendar



  1. Announcements:  The next Board Meeting is Saturday, June 17, 2017 at 8:30 A.M.



  1. Adjournment:   President Debbie Scott adjourned the meeting at 9:40 A.M.