Heyworth Public Library District

Board of Trustees Meeting Minutes, April 14, 2026

The Library Board of Trustees convened at 6:30 p.m.

Vice-President Tami Koch called the meeting to order.

Roll Call

Kira Stevens                                      President                                         Absent

Tami Koch                                         Vice-President                                 Present

Lisa Shaffer                                       Secretary                                          Present

Amy Roehrig                                     Treasurer                                          Present

Kathleen Clesson                             Trustee                                             Present

Wendy Hadden                                Trustee                                             Present

Anne Pickett                                     Trustee                                              Present

Staff present: Lori Urban, Director

Correspondence, Communications, and Public Comments

We received an invitation to the Business Meeting at Heyworth Village Hall on March 11th which Kira and Lori attended.  We also received a thank you note from Regan Deering, State Representative, for hosting the Mobile DMV.

Secretary’s Report

Trustee A. Pickett made a motion, seconded by Trustee K. Clesson.  to approve the minutes of the previous board meeting as presented. Motion carried (6-0).

Treasurer’s Report

Trustee L. Shaffer made a motion, seconded by Trustee T. Koch to approve all account balances, payables, and transactions as presented for February 2026. Motion carried (6-0).

Trustee W. Hadden a motion, seconded by Trustee K. Clesson to approve all transfers as presented for February 2026. Motion carried (6-0).

Trustee K. Clesson made a motion, seconded by Trustee T. Koch to approve all account balances, payables, and transactions as presented for March 2026.  Motion carried (6-0).

Trustee W. Hadden made a motion, seconded by Trustee A. Pickett to approve all transfers as presented for March 2026.  Motion carried (6-0).

President’s Report

None

Comments by Trustees

Trustee L. Shaffer reported that the Little Free Library has been opened for the season out at Centennial Park.

Director’s Report

Director L. Urban reported that the Weblinx Project has begun.  She has received mockups for the home page and a couple of internal pages.  The project is now in phase 2 and will take up to 14 weeks for this part.  Staff email has been moved from Google to Microsoft Outlook.  There are still a few things being finalized but is overall happy with the progress so far.  Hard drives have been replaced on all three desktops in the circulation area.  The Financial Audit is due in the Fall of 2026. Director L. Urban reached out to CLA (CliftonLarsonAllen LLP) and received a quote to complete this at a cost of around $20,000.  We will look in to doing the audit annually instead of every 4 years.   DH Pace has been out of couple of times in February for maintenance on the automatic doors.  They will provide annual maintenance and replace all the batteries which we will provide.  Anderson Electric installed the outlets in the new charging area with many patrons already using this new space.  Reviewed the Buildings and Grounds, Collection Management and Finance & Budget chapters for the Per Capita Grant and all core standards are met.

Unfinished Business

Capital Asset Plan

Trustee A. Roehrig made a motion, seconded by Trustee T. Koch to approve the Capital Asset Plan as a strategic framework that includes a list of projects prioritized over the next 10 years.  Motion carried (6-0).

Review Donation Policy

Donation Policy was reviewed and no further action is needed.

Review Photography and Video Policy

Photography and Video Policy was reviewed and no further action is needed.

New Business

Discuss Reupholstering Chairs

Discussed reupholstering the chairs around the conference table, in the lobby area, and on the adult side of the library in a navy-blue fabric based on the $5,930 estimate from Paul’s Upholstery.  Trustee A. Pickett made a motion, seconded by Trustee L. Shaffer to accept the estimates and proceed with the project.  Motion carried (6-0).

Discuss Siding and Painting Estimates for Building Exterior

Discussions took place regarding the bid from Sundown Exteriors for new siding on the library for $13,120 which did not include soffit/fascia, gutters/guards and aluminum.  Also, the bid from RW Vandegraft to repaint the exterior of the library for $19,326 and the exterior doors and frames for $4,200 for a total of $23,526.  Trustee L. Shaffer made a motion, seconded by Trustee A. Roehrig to approve moving forward with the bid from RW Vandegraft.  Motion carried (6-0).

Review Non-Resident Card Fee FY26/27

The non-resident card fee for the fiscal year 2026-2027 beginning July 1, 2026, is proposed to increase to $142 per household.

FY 26/27 Budget Discussion

The board began discussions on the amount to be levied for FY 26/27.  A review of the timeline for the budget and levy process was also done.

Director’s Evaluation

Trustee L. Shaffer and Trustee A. Pickett were appointed to conduct the Director’s evaluation before the May meeting.

Adjournment

Vice-President T. Koch adjourned the meeting at 8:26 p.m.

Next meeting will be on Tuesday, May 12, 2026, at 6:30 p.m.