CHATHAM AREA PUBLIC LIBRARY DISTRICT BOARD MEETING MINUTES Monday, September 15th, 2025, 7:00 PM
1. Public hearing on Combined Annual Budget and Appropriation Ordinance No. 2026-2
Board President M. Roubitchek called the meeting to order at 7:00 pm. A roll call was conducted. The following board members were present: C. Westerlund, J. Vaughn, D. Roberts, R. Whelpley, J. Moore V. Ross. Director Byers & Business Mgr. E. Beeman were also present.
2. Public Comments
No comments were made.
3. Public Hearing Adjourned
A motion to adjourn the public hearing was made by J. Vaughn and seconded by V. Ross. The motion was approved, and the meeting adjourned at 7:01 pm.
I. Board Meeting Called to Order
Board President M. Roubitchek called the meeting to order at 7:02 pm. The following board members were present: C. Westerlund, J. Vaughn, D. Roberts, R. Whelpley, J. Moore V. Ross. Director Byers & Business Mgr. E. Beeman were also present.
II. Recognition of Visitors / Public Comments
No visitors were present or public comments were made.
III. Approval of Meeting Minutes: August 18, 2025
A motion to approve the Regular Board Meeting Minutes from August 18, 2025 was made by J. Vaughn and seconded by D. Roberts. The motion was approved.
IV. Finance Committee Meeting Minutes: August 25, 2025
A motion to approve the Finance Committee Meeting Minutes from August 25, 2025 was made by C. Westerlund and seconded by R. Whelpley. The motion was approved.
V. Treasurer’s Report / Review of Payments
Treasurer V. Ross and Director Byers reviewed the August financials.
A motion to approve the Treasurer’s Report / Review of Payments was made by J. Vaughn and seconded by C. Westerlund. The motion was approved.
VI. Reports
A. Library Director’s Report / APPROVAL
Director Byers shared updates on recent library happenings. The carpets were cleaned last month, and M. Harmon’s planter has been installed, with plans to change out the contents every other month. She has also contacted HR Source to conduct a full legal review of our personnel manual, and additional security cameras have been ordered for the patio and meeting rooms. The library has received the B. Ruebush bequest. Later this month, the Sangamon County Department of Health will conduct Narcan training, and free samples will be available here. As always, there is a lot happening at the library, and it continues to be a busy place.
A motion to approve the Library Director’s Report was made by J. Vaughn and seconded by D. Roberts. The motion was approved.
B. Friends of the Library Update
The Friends are focused on the numerous donations that they have received since the book sale. They already have 20 boxes for next year.
C. Art Committee Update
Our next show is Call to Entry which will be going up at the beginning of October with a reception on October 17, 2025. It has been a record year for entries received, with half being new artists.
D. ILA Report
Director Byers shared that she is chairing two committees, Nominating and DEI Subcommittee. She also mentioned that the Library was recently in the ILA Institutional Member Spotlight.
E. Library Foundation and Backyard at the Library Update
The ribbon cutting and reception were held last Wednesday. It was a wonderful turnout with great food and refreshments, music entertainment and a photographer. J. Vaughn did a wonderful job with her opening remarks, and everyone had a lovely evening. There are still a few punch items still needing to be done before the project is completed, such as finalizing memorials, landscaping and the canopy.
F. Finance Committee Update
The Finance Committee met in August and had a discussion regarding the building repair, the Library’s health and insurance plans.
G. Tax Receipts Update
We continue to receive tax income.
H. Other
VII. Unfinished Business
A. Building Repair and Financial Planning / DISCUSSION
The board continues to have discussions the Long-term Financial and Building.
B. Other
VIII. New Business
A. Combined Annual Budget and Appropriation Ordinance No. 2026-2 / ROLL CALL APPROVAL
A motion to approve the Combined Annual Budget and Appropriation Ordinance No. 2026-2 was made by J. Vaughn and seconded by C. Westerlund. A roll call vote was taken, with all Trustees voting in the affirmative. The motion was approved.
B. FY26 Estimate of Revenues by Source / ROLL CALL APPROVAL
A motion to approve the FY26 Estimate of Revenues by Source was made by R. Whelpley and seconded by C. Westerlund. A call vote was taken with all Trustees voting in the affirmative. The motion was approved.
C. Staff Pension Plan / ROLL CALL APPROVAL
A motion to approve removing the current SEP staff pension plan, effective December 31st, 2025, and replacing it with a SIMPLE IRA Plus Staff Pension Plan, beginning January 1st, 2026, was made by J. Vaughn and seconded by V. Ross. A roll call vote was taken with all Trustees voting in the affirmative. The motion was approved.
D. Interior Master Plan / APPROVAL
A motion to approve the Interior Master Plan proposal from FGMArchitects was made by J. Vaughn and seconded by J. Moore. A roll call vote was taken with all Trustees voting in the affirmative. The motion was approved.
E. 4-100 Computer and Internet Acceptable Use Policy / REVIEW
Board President M. Roubitchek asked the board to review policy 4-100 Computer and Internet Acceptable Use.
F. 5-20 Community Bulletin Board Use
A motion to approve policy 5-20 Community Bulletin Board Use was made by R. Whelpley and seconded by C. Westerlund. The motion was approved.
G. 5-22 Notary Service / APPROVAL
A motion to approve policy 5-22 Notary Service was made by D. Roberts and seconded by J. Vaughn. The motion was approved.
H. 5-30 Meeting Room Use / APPROVAL
A motion to approve policy 5-30 Meeting Room Use was made by D. Roberts and seconded by J. Moore. The motion was approved.
I. 5-50 Solicitation of Donations /REVIEW – Please Review
Board President M. Roubitchek asked the board to review 5-50 Solicitation of Donations.
J. Levy & Assessment of Taxes Ordinance No. 2026-3 / REVIEW – Please review
Board President M. Roubitchek asked the board to review the Levy & Assessment of Taxes Ordinance No. 2026-3.
K. Determination of Estimated Amounts of Money Necessary to be Raised by Taxation for Tax Year 2025 / ROLL CALL APPROVAL
A motion to levy for $1,956,621.25, which is the estimated amount of money necessary to be raised by taxation for tax year 2025, was made by R. Whelpley and approved by J. Moore. A roll call vote was taken with all Trustees voting in the affirmative. The motion was approved.
L. Quarterly Usage Report / REVIEW – Please Review
Board President M. Roubitchek asked the board to review the Quarterly Usage Report.
M. Other
IX. Announcements
A. Next Board Meeting and Truth-in-Taxation Hearing: October 20th, 2025
X. Adjournment
A motion to adjourn the meeting was made by D. Robert and seconded by J. Vaughn. The motion was approved, and the meeting adjourned at 8:03 pm.
