June 15, 2026

 

Attendance: Patty, Laura, Marcia, Meredith, Claudia,

Tiffi, and Fran.  Absent: Mary

The meeting was called to order by Tiffi.   There were no public comments.

The May minutes were read for additions or corrections.  A motion was made by Meredith/Marcia to approve the record as read.

Financials were reviewed from the treasurer’s reports.  Fran explained that if line-item amounts budgeted for FY 25-26 are over, it will be due to emergency plumbing expenses plus shed purchase. Additionally, Fran advised that Windsor did not file their village levy on time so the Shelby County tax bills will be delayed and first disbursement will not be received when expected.  Therefore, the money market funds will not be moved until tax income is received

Librarian Report:

Review of policies will be resumed in 2027 to comply with the three-year requirement.

OLD BUSINESS:

Fran & Tiffi will be meeting to further explore offering notary services.

Fran has not contacted Alex Stringer to determine a source to purchase the AED.

FY 26-27 Budget line items: Fran & Marcia are working on more precise budget amounts for submission to the library attorney.

Money Market funds are pending resolution of the county taxes addressed above.

Roof estimates will be requested from two local contractors for comparison with current estimates.

Jeff will be contacted regarding overgrown landscaping i.e. Smoke bush etc.

Motion for adjournment by Laura/Marcia.

 

 

May 18, 2026

Attendance: Patty, Laura, Mary, Marcia, Tiffi, and Fran.  Absent: Meredith & Claudia

The meeting was called to order by Tiffi.   There were no public comments.

The April minutes were read for additions or corrections.  A motion was made by Marcia/Mary to approve the record as read.

Financials were reviewed from the treasurer’s reports including the April expenses paid to Stiner Plumbing & Peerless Cleaning. Fran indicated this current 25-26 fiscal year has involved approximately $5,000 in plumbing costs.  The Canva subscription renewal was explained as the charge for hosting new email accounts.  The FoL $3,300 donation provided today will be on the May bank statement next month. The last book sale provided $2,200 funding.

OLD BUSINESS:

Notary service has no new activity.

Copier replacement is tabled for the upcoming fiscal year to keep spending percentages from being over the budgeted amount for that line item.

The library attorney, Patrick Sullivan who replaced Ed Flynn made opinion recommendations for FY 26-27 Budget Line-items.

The purchase of an AED is also tabled.

The Money Market

NEW BUSINESS:

An initial inspection of possible hail damage to the roof indicates action should be taken.

A motion for the adoption of the annual Non-Resident $75 Fee policy required by the Heartland library system was made by Patty with a second for approval by Mary.

Adjournment motion was made by Patty with a second for approval by Laura.

 

April 20, 2026

Attendance: Patty, Laura, Mary, Meredith, Marcia, Tiffi, Claudia and Fran 

The meeting was called to order by Tiffi.   There were no public comments.

The March minutes were read for additions or corrections.  A motion was made by Meredith/Laura to approve the record as read.  Secretary, Patty Jordan suggested that someone verify there has been no hail damage to the building roof.

Financials were reviewed from the treasurer’s reports. The percentage of spending currently at 86% should be at approximately the 75% level.  The overage may be due to shed purchase and Peerless cleaning expenses after plumbing issues.

Transfer of funds from Ayars MM is delayed pending plumbing resolution.  The first lawn mowing was in March.  The fee has increased from $55 to $60 per mowing.

A motion for approval was made by Patty/Meredith.

Librarian report:

Policy review discussion resulted in determination that we are complying per Fran until 2027 at which time the policies must be reviewed over a three-year period.

OLD BUSINESS:

The Trustee email conversion has been completed by Meredith & will be tested for verification.

Policy review schedule was covered above.

Money Market

The AED will be obtained after Alex Stringer provides sources available.  He will be leading a class.

 

NEW BUSINESS:

The FY 26-27 will include $7,800 available for another line item following the mortgage payoff which eliminates future interest expense associated with a loan.

Motion to adjourn by Meredith/Laura.

 

 

 

March 16, 2026

Attendance: Patty, Meredith, Marcia, Tiffi, Claudia and Fran Absent: Laura and Mary 

The meeting was called to order by Tiffi.   There were no public comments.

The February meeting minutes were read for additions or corrections.  A motion was made by Meredith/Marcia to approve the record as read.

Financials were reviewed from the treasurer’s reports. Trustees were advised that the Dewitt certificate of deposit was renewed in February for a 12-month period. The reports reflect the mortgage loan payoff. Tiffi referenced the $18 mortgage release fee.  Marcia explained the adjustment of loan payoff

 A discussion followed regarding the Ayars money market account. The minimum balance for this account is $750.  Due to the signatures required to establish an account for the library, it was agreed to continue the minimum balance and transfer the remainder to a DeWitt six-month certificate of deposit.  A motion was made by Patty with a second for approval by Meredith.

A motion to approve financials was made by Patty with a second for approval by Meredith.

Librarian’s report covered March 17th election, purchase of a transport chair, Pharmacy tax assessment hearing outcome, servicing on automatic doors, maintenance payroll, newsletter, website updates, podcast link and Sparklight STEAM $2,500 grant.

OLD BUSINESS:

Policy update requirements were discussed to allow for advance planning on monthly agendas.

Sponsorship of a Pow Wow at $100/$200 or $300 level was reviewed, and consensus was not to use taxpayer funds.

New email accounts for trustees are being pursued to eliminate communications to trustees being sent to personal email accounts.  The search is for an inexpensive host that will allow all emails to be received at the library.

The purchase of a new copier was discussed and determined to be delayed until the end of this fiscal year to avoid having that line item exceed the budget allotted for the current year.

Application for notary service was again discussed.

Ordinance 26-01 establishing meeting dates for FY26-27 was adopted following a motion by Meredith and a second for approval by Marcia.

NEW BUSINESS:

Action on Ayars money market account was completed earlier in conjunction with reviewing financials.

Discussion from prior meeting continued for consideration of another lock box versus a fireproof box kept at the library.  Options for two different lock box sizes were provided.  It was determined that some items should be secured at the library. Such items which would not be normally stored off site at the bank.

Meeting adjourned. Following motion by Meredith and second by Patty.

 

 

 

February 16, 2026

Attendance: Patty, Laura, Meredith, Marcia, Mary, and Fran Absent: Tiffi. 

The meeting was called to order by Meredith.   There were no public comments.

The January meeting minutes were read for additions or corrections.  A motion was made by Marcia/Meredith to approve record as read.

Financials were reviewed from the treasurer’s reports.  Marcia advised the January mortgage payment was made as scheduled then the remaining mortgage balance was paid in February.

A motion to approve financials was made by Patty with a second for approval by Laura.  All in favor.

The librarian report provided update on the following topics:

• Notification to both county clerks as well as the Illinois State Library regarding current trustees and a trustee vacancy.

• Progress on establishing new trustee email accounts.

• Return of lock box key by Shari Bresnan after library had paid the $250 drilling fee required by the bank!

• Pow Wow sponsorship opportunities.

• February 24th hearing for Moweaqua Pharmacy complaint to reduce $684,482 value to $215,031

• Posting of holiday closures on library website.

• Policy for Notary Services if application is submitted.

• Tap Business Systems proposal for new color copier.

 

OLD BUSINESS:

 

Fran confirmed that the deed for the library property had been received following $77 release fee payment.The February 6th payment of $27,584.45 which was due February 8th satisfied the mortgage balance.

 

Update of options for new trustee email accounts will follow at a future meeting.

 

NEW BUSINESS:

 

A motion was made by Patty with a second for approval by Mary to appoint Claudia Hatfield to complete the 4-year unexpired term following Arwen’s resignation.

 

Trustees reviewed meeting dates for the upcoming fiscal year prior to adopting Ordinance 26-01 at a future meeting.

 

A motion was made by Laura with a second for approval by Mary to adjourn the meeting. All in favor.

 

 

 

January 12, 2026

Attendance: Patty, Laura, Meredith, Marcia, Mary, Tiffi and Fran. 

Meeting called to order by Patty Jordan.   There were no public comments.

The November meeting minutes were read for additions or corrections.  Record was approved as read.

Financials were reviewed from treasurer’s reports.

A motion to approve financials was made by Laura with a second for approval by Mary.  All in favor.

Librarian report provided updates on past and future programing

OLD BUSINESS:

A round table discussion of a potential replacement President led to a motion by Patty with a second for approval by Mary to appoint Tiffi to serve as President and Meredith to serve as Vice President.  Roll call vote was taken with six aye votes in favor of the motion.

A motion was made by Meredith with a second for approval by Patty to pay off the approximately $28,000 remainder of the mortgage.

NEW BUSINESS:

A potential new trustee was introduced.  Any action to appoint a replacement for an unexpired term will be on a future agenda.

Holiday closures for the library were reviewed and discussed

A motion to adjourn was made by Meredith with a second for approval by Tiffi.  All in favor.

 

 

 

November 17, 2025

Attendance: Patty, Laura, Meredith, Marcia, Mary, Tiffi and Fran. 

Meeting called to order by Patty Jordan.   There were no public comments.

The October meeting minutes were read for additions or corrections.  Record was approved as read.

Financials were reviewed from treasurer’s reports. The insurance payment that was due has been paid.  The Director’s & Officer’s policy renewal may be in February.  A motion was made by Laura with a second for approval by Patty.  All trustees were in favor of approving the reports.

The librarian confirmed that the Dreyfus grant was not awarded, which was intended to fund teen lounge furniture. It was not known whether this grant is offered annually.

NEW BUSINESS:

Holiday closures for the library were reviewed and discussed.   These will be approved at a future meeting.

Arwen Bicknell’s resignation from the board and as president was noted. The resignation was effective immediately.

OLD BUSINESS:

Standards for Illinois Libraries were reviewed as required for the upcoming Per Capital Grant.  Sections reviewed covered Programming, Safety and Emergency Preparedness, plus Technology.

Meeting went into closed session to consider personnel matters.

A motion for adjournment was made by Tiffi with a second for approval by Meredith.  All were in favor.

 

 

October 20, 2025

Attendance: Arwen, Patty, Marcia, Mary, Tiffi and Fran.  Absent: Laura, Meredith

Meeting called to order by President, Arwen.   There were no public comments.

The September meeting minutes were read for additions or corrections.  Record was approved as read.

Financial reports were reviewed including citizen’s audit completed by Little Accounting.  Marcia noted that categories are on target.  One third of the annual budget has been spent during July, August, & September.  Ninety percent of the projected annual taxes have been received.

The librarian advised the trustees of the distribution issues resulting following the unexpected closing of Baker & Taylor.  Additionally, Fran provided information on the shed permit, prevailing wages, Halloween hours for Haunted House set up, sensory Halloween plans, financial audit and ordinances to be filed in November.

NEW BUSINESS:

Ordinance 25-05 Special Reserve Fund for Capital Improvements was approved following a motion by Patty and second for approval by Tiffi.  All trustees were in favor.

Consideration of a security camera was discussed following recent crimes in the area.

OLD BUSINESS:

Standards for Illinois Libraries were reviewed as required for the annual Per Capita grant.

Closed Session to complete annual staff performance review.

Motion to adjourn meeting was made by Patty with a second for approval by Tiffi.

 

September 15, 2025

Attendance: Arwen, Patty, Laura, Marcia, Meredith, Tiffi and Fran.  Absent: Mary

Meeting called to order by President, Arwen.   There were no public comments.

The August meeting minutes were read for additions or corrections.  Record was approved as read.

Financial reports were reviewed.  Fran advised of petty cash increase. It was noted that the mortgage payment cleared the bank on July 31st.  Marcia advised that the shed purchase was entered into the capital improvement category rather than general operating expense.  A motion to approve the financials was made by Meredith with a second for approval by Laura.

President advised outstanding certificate that remain for trustees completion of Open Meetings Act or Sexual Harassment training.

Librarian’s Report: (copy & paste)

NEW BUSINESS:

A motion to approve the tax levy Ordinance 25-4 was made by Tiffi with a second for approval by Laura. Roll call vote was taken; six aye votes in favor of the motion. Truth in Taxation applies to the ordinance.

The annual review for the librarian will be discussed at the October meeting.

OLD BUSINESS:

Standards for Illinois Libraries were reviewed and discussed.  Completion is required prior to January application for the annual Per Capita grant.

A motion for adjournment was made by Patty with a second for approval by Tiffi.

 

 

Minutes for August 18, 2025

Attendance: Arwen, Patty, Marcia, Meredith, Tiffi and Fran.  Absent: Laura & Mary

Meeting called to order by President, Arwen.   There were no public comments.

The July meeting minutes were read for additions or corrections.  Record was approved as read.

Financial reports were not available for review pending receipt of monthly bank statement in the mail. Concern regarding the Ameren utility bill was discussed.

Librarian’s Report: (copy & paste)

There was no old business.

NEW BUSINESS:

A motion was made by Tiffi with a second for approval by Marcia to adopt the budget Ordinance 26-03.   Roll call vote resulted in five votes in favor.

A motion for adjournment was made by Patty and a second by Meredith.

 

Minutes for July 21, 2025

Attendance: Arwen, Patty, Laura, Marcia, Mary, and Fran. Absent: Tiffi & Meredith

Meeting called to order by President, Arwen.   There were no public comments.

The June meeting minutes were read for additions or corrections.  Record was approved as read.

Financial reports were reviewed.  Maria at Shelby County had previously provided an explanation regarding the county’s early tax disbursements.  A question was raised whether the closing of the nursing home would have impact on future tax revenues. Trustees were advised that annual budget numbers have been corrected.  The next budget will reflect gross salary numbers.

 A motion for approval was made by Laura with a second by Mary.

Librarian’s Report: (copy & paste)

There was no old business.

Arwen advised which training certificates remain outstanding.

NEW BUSINESS:

A motion to adopt Ordinance 26-02 for creation and maintenance of Building Fund was made by Patty with a second by Mary.   Roll call vote resulted in 5 aye votes in favor.

The Standards for Illinois Libraries were tabled for review considering absences of two trustees.

A motion for adjournment was made by Patty and a second by Mary.

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