Meeting Notice, Finance Committee, September 17, 2014

Meeting Notice
FINANCE COMMITTEE
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
September 17, 2014
6:30 PM
Bisbee Meeting Room

The Finance Committee of the Board of Trustees of the St. Charles Public Library District will meet at the Library (One S. 6th Avenue, St. Charles, IL 60174) on Wednesday, September 17, 2014 at 6:30 PM.

Agenda

1. 2015 Salary recommendations.
2. Levy and related documents: Resolution to Determine Estimate of Funds Needed for 2014/2015.
3. Truth in Taxation notice.

 

Minutes, Regular Monthly Meeting, June 11, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
JUNE 11, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, June 11, 2014 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustees Daniel Prath, Mike Hill, Karen DeVault, Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Guests: Citizens Michael Dixon; Stephanie Baer, Chicago Tribune. Library Staff present: Bryan Wood, Pam Salomone, Bonni Ellis, Denise Farrugia, Myung Sung.

MISSION STATEMENT
To support the growth and creativity of the individual and foster the spirit of community and local economy.

WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, May 14, 2014
TREASURER’S REPORT: May 2014
INTERNAL BUDGET REPORT: May 2014
YEAR-TO-DATE STATEMENT: May 2014
FUND BALANCE: May 2014
INVESTMENT REPORTS for Valley Community Bank,
Harris Bank and IIIT: May 2014

Motion by Mrs. Reese, second by Mr. Prath, to approve the Minutes of the Regular Monthly Meeting, May 14, 2014; Treasurer’s Report: May 2014; Internal Budget Report: May 2014; Year-To-Date Statement: May 2014; Fund Balance: May 2014; and Investment Reports for Valley Community Bank, Harris Bank and IIIT: May 2014. Carried unanimously.

BILLS: May 2014
Motion by Mr. Huntley, second by Mr. Hill, to approve the bills for May 2014 in the amount of $635,413.32. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

DIRECTOR’S REPORT: May 2014
Mrs. Leffler reported that the Library had a lovely ribbon cutting ceremony and she would like to thank everyone who helped and to those who attended. Motion by Mr. Huntley, second by Mrs. Reese, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:
Intergovernmental Group (Mike Hill)
The next meeting will be Thursday, June 12, 2014.
Foundation (Karen DeVault)
The next meeting will be Thursday, June 12, 2014.

Motion by Mr. Prath, second by Mrs. DeVault, to accept the Committee Reports. Carried unanimously.

Communications and Citizen’s Comments: Following Robert’s Rules of Order, there is a 10 minute time limit per issue on testimony with a limit of two (2) issues per meeting.

UNFINISHED BUSINESS
103. BUILDING PROJECT STATUS REPORT
Mrs. Leffler reported the carpeting on the stairs to the lower level is in progress. Walls and ceiling in lower level were painted. Waiting for delivery of couple pieces of furniture which were returned because of the wrong fabric, and signage. Some concerns about bills with architect with engineers. Some things have been taken off the bill but nothing substantive and we are still discussing these matters. Mrs. Leffler said we have an abundance of lounge chairs. Mr. Hill asked about the enclosure of the stairwell on the lower level lobby. Mrs. Leffler will find out what date the enclosure is to be completed. Judi Asselborn and Pottawatomie Garden Club have worked on the landscaping and it looks nice.

104. ST. CHARLES PARK DISTRICT PROPOSAL UPDATE
Mrs. Leffler referred the Trustees to the letter she sent the Park District letting them know the Library would not be partnering with the Park District at their west side facility. She has not received a response from the Park District.

105. AUDITOR PROPOSALS AND FINANCE COMMITTEE RECOMMENDATION
Mrs. Haines stated the Finance Committee recommends the Library stay with Sikich, who was the lowest bidder. Motion by Mrs. Hill, second by Mrs. DeVault to accept Finance Committee recommendation. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

106. LOCATION/RELOCATION OF JONES LAW OFFICE
Mrs. Leffler provided photographs of where the Jones Law Office would be placed. The City marked off the property, showing the building location and design of the landscaping. Mrs. Leffler reported the Library paid $270,000 to $290,000 for the house that was previously on that site.

Motion by Mr. Huntley, second by Dr. Steimle, to state we respectfully feel we should not accept the law office on our property; it is not the right decision for the Library at this time. AYES: Huntley, Haines, DeVault, Reese, Steimle. NAYS: Hill. ABSENT: None. ABSTAIN: Prath.

Dr. Steimle said she does not understand why the Library site was considered; this is not the goal of the Library, may be something for the Park District to consider. Mrs. Haines thinks they would feel this would be the optimum place for the law office. Mr. Hill favors the placement of the law office on Library property, but feels there are risks involved. It would be closer to the historic district. In our Mission Statement we talk about building spirit of community. The Library works a lot with the Heritage Center and a staff member is on their Board. We have a sizeable collection of historic documents.

We have had joint agreements with the Church with sharing the parking lot. At that time there were some questions of sharing costs and parking.

Moving the Jones Law Office to the Library property probably has a lot of interest in the community. Outside groups have said they would raise funds to provide programming and maintain the building. The Library purchased the property for parking and at this time we are not sure what expansion plans will be.

There is a concern for safety factor with Lincoln Elementary School. We do not know what that piece of property will be used for in the future. We may provide a building for Fox Valley Literacy and/or a place for tutors. The City is proceeding as if the Jones Law Office will be moved to Langum Park along with a second historic building which is already there.

Mrs. Haines had a meeting with the City, and the Mayor stated a negative decision from us would not affect a positive relationship between the City and the Library. City Council voted on Langum Park.

The City would retain ownership and responsibility for the structure. The Library would maintain landscape, hardscape and maintenance work one foot outside of the actual structure. The Library will also be responsible for liability for area outside building.

Mrs. Reese said she is concerned about putting something up that would impede our use of that property for its original purpose.

Dr. Steimle said once it is there it is harder to move. It is a permanent decision. She is concerned about giving up property we acquired for a specific reason.

Mrs. Leffler said she will contact the City by phone and in writing of the Board’s decision to decline the request.

NEW BUSINESS
107. ORDINANCE 2013/2014-10, ORDINANCE ESTABLISHING PREVAILING WAGE RATES
Motion by Mr. Huntley, second by Mrs. DeVault, to approve Ordinance 2013/2014-10, Ordinance Establishing Prevailing Wage Rates. AYES: Huntley, Hill, Haines, DeVault, Reese, Steimle. NAYS: Prath. ABSENT: None. ABSTAIN: None. Mr. Prath asked if the Library abides by certified payroll. Mrs. Leffler said the contractor is to maintain it; if it is requested they provide it. Mr. Prath questioned the prices bid to contractors, laborers. Mrs. Leffler said it is the law that they have to pay prevailing wages. Positions such as maintenance are not included in prevailing wage law. Mr. Prath does not think we should pay internal employees less than laborers.

Mr. Huntley said when we look at contract of someone we would hire then we could find out if they are paying the contractors those rates. Dr. Steimle said we do not have much choice. When we approve a contract we can ask those laborers what they are being paid. We are required to approve this. When we deal with people then we can discuss the wages.

Bryan Wood said when we post for a bid we state that we follow the Prevailing Wage Act. Responsibility is with the contractor. Mr. Prath asked when we last asked for payroll records. Mr. Wood said for the parking lot project. Mrs. Leffler said when you are sending out to bid if bid is very low then we ask contractor if they are paying prevailing wage.

108. RESOLUTION 2013/2014 – 4, RESOLUTION TRANSFERRING INTEREST EARNED ON WORKING CASH FUND #2 IN FY 2013/2014 TO THE CORPORATE FUND
Motion by Mrs. Reese, second by Dr. Steimle, to approve Resolution 2013/2014-4. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

109. RESOLUTION 2013/2014 – 5, RESOLUTION TRANSFERRING CORPORATE FUND BALANCE TO THE SPECIAL RESERVE FUND
Motion by Mr. Huntley, second by Mrs. DeVault, to approve Resolution 2013/2014-5. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

110. STAFF IN-SERVICE TRAINING DATES
Mrs. Leffler requested the Board to approve closing mornings of two dates, one in October and one in May, from 9:00 am to 1:00 pm. October meeting is an outside presenter and May will be more internal. Anticipate it will be a reoccurring occurrence. Motion by Mr. Huntley, second by Mr. Hill, to approve the requested dates for In-Service Training Dates. Carried unanimously.

111. SET DATE FOR MEETING OF AUDIT COMMITTEE
The Audit Committee will meet on Wednesday, July 9, 2014 at 6:30 pm. Mrs. DeVault will not be present.

The Finance Committee will meet on Monday, June 23, 2014 at 7:00 pm to discuss the presentation of the 2014/2015 draft Budget.

112. HIRING OF FULL-TIME CATALOGING ASSISTANT
Motion by Mr. Prath, second by Mrs. Reese, to approve the hiring of Rebekah Wielgos for the position of Cataloging Assistant in Technical Services. Carried unanimously.

113. BUILDING MAINTENANCE AND REPAIRS
Nothing to discuss.

91. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5 ILCS 120/2 (c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)]
No reason to go into Closed Session.

92. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No vote needed.

ADJOURN
Motion by Mrs. Reese, second by Mrs. DeVault, to adjourn at 7:45 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

 
Kimberly Reese, Secretary
Board of Trustees

Minutes, Regular Monthly Meeting, May 14, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
MAY 14, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, May 14, 2014 at 7:00 pm at the Library. Present: President Tory Haines, Treasurer Norm Huntley, Trustees Daniel Prath, Mike Hill, Karen DeVault; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Vice-President/ Secretary Kimberly Reese, Trustee Cynthia Steimle. Guests: Citizens Michael Dixon; Don Haines; Vevia Martin, Daughters of the American Revolution; Kurt Giesler; Pat Pretz; Elizabeth Safanda; Gloria Klimek; Ginny Waller; Jo Krieger, City Alderman, Ward 4; Maureen Lewis, City Alderman, Ward 5. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Denise Farrugia, Myung Sung.

WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, April 9, 2014
TREASURER’S REPORT: April 2014
INTERNAL BUDGET REPORT: April 2014
YEAR-TO-DATE STATEMENT: April 2014
FUND BALANCE: April 2014
INVESTMENT REPORTS for Valley Community Bank,
Harris Bank and IIIT: April 2014

Motion by Mr. Huntley, second by Mr. Hill, to approve the Minutes of the Regular Monthly Meeting, April 9, 2014; Treasurer’s Report: April 2014; Internal Budget Report: April 2014; Year-To-Date Statement: April 2014; Fund Balance: April 2014; and Investment Reports for Valley Community Bank, Harris Bank and IIIT: April 2014. Carried unanimously.

BILLS: April 2014
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the bills for April 2014 in the amount of $781,705.69. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None.

AGENDA TAKEN OUT OF ORDER

New Business
96. LOCATION/RELOCATION OF JONES LAW OFFICE
Guest Pat Pretz distributed a fact sheet to the Trustees. She spoke on behalf of the Historic Preservation Commission and explained their desire to move the original Jones Law Office to the corner of Sixth Avenue and Illinois Avenue, across from Lincoln Elementary School. The City of St. Charles has offered to pay $74,000 to move the building to its new location. The Historic Preservation Commission originally requested to move the office to Baker Park, but the Park District said no and the only location they approved would be Primose Farm, which is a 1930’s working farm, six miles due west of the Library. Langum Park was also a consideration, but there are issues with parking and traffic. Vevia Martin and Ginny Waller suggested the Library property as it would be close to where the law office was originally built. Many groups are interested in seeing this project go forward. The original deadline to make a final decision on the location is May 26, 2014.

Mike Dixon distributed a handout of the history of the law office, a photograph of the desired location on Library property and an architect’s concept site plan showing an outdoor classroom setting to accompany the law office to be used by D303 students. The groups interested in helping with fundraising for maintenance of the law office are Heritage Center Preservation Partners and District 303.

Pat Pretz stated the operational costs could include lighting if that is added to the inside of the law office and liability costs. They may look into an audio presentation for visitors and also use volunteer docents. They are planning to fundraise over $30,000 for operational costs. The Library has always been an interactive group with community interest projects. The Library would only lose two parking spots that were designated on the drawings of the Library’s expansion project that went to referendum in 2010.

Mr. Hill stated that he is concerned that no one from the Heritage Center was at the meeting showing their support. Pat Pretz said Kathy Brens could not attend but she is very supportive. The operational funds would run through Preservation Partners. They are not asking the Library for any funds. They will be forming a 501C3 corporation to raise funds, to landscape and provide for insurance funds. It would be a partnership with the Library.

Mr. Dixon said the St. Charles Public Library Foundation has raised funds for the new staff parking lot. He cannot speak on behalf of the Foundation at this time, but plans to approach them regarding this proposed project. Mr. Huntley said he is concerned about traffic safety with children from Lincoln School coming over out of curiosity.

Ms. Lewis said the City owns the building and they would consider donating the building to the Library and Preservation Partners.

Mr. Huntley stated that if there will be another building at Langum Park, why not also the Jones Law Office. Mrs. DeVault said when the Library began purchasing property for the Library, they paid a good price for the home which was located on the subject site and also paid to tear down the home because it was not safe to rent. She is concerned about justifying the property now for the location of an historical building when the public was told the property would be used for much needed parking when an addition to the Library may be built.

Mr. Huntley asked for the date of extension and Ms. Pretz said it is September 15, 2014. Mr. Hill said the Board would need time to review the matter with all materials recently received.

Ms. Lewis spoke on behalf of City Council and said they were excited about the project and would be happy with the Jones Law Office located at Langum Park or the Library.

Mrs. Haines said the Board would discuss the matter with counsel and the City to find out what the parameters are. The Board needs to feel certain that this supports the Mission of the Library; parking has always been an issue and if the Library builds a new facility, there might not be enough parking for that project. She said the Jones Law Office is a lovely building, but the Board does not know what the future may hold for the proposed site for the Jones Law Office building on Library property. She thanked all the guests for coming and supporting the history of the City of St. Charles. The Board will get back to everyone concerned.

Motion by Mr. Huntley, second by Mrs. DeVault, to appoint Mike Hill as Secretary Pro Tem for this meeting in the absence of Vice President/Secretary Kimberly Reese, and to continue that appointment as needed. Carried unanimously.

DIRECTOR’S REPORT: April 2014
Mrs. Leffler reported we are finishing up with the building project. We have had issues with the engineer and architect. The steps down to the lower level will be re-carpeted within the next two weeks and signage needs to be completed. When everything is complete, we want to have an opening ceremony.

Mr. Hill asked Mrs. Leffler about the issues with the building project and the engineer and architect. Mrs. Leffler said there were mistakes by the engineer that should have been caught by the architect and were not. She does not feel the Library should be held responsible for these additional costs incurred. The Library will not use the engineering company in the future. Mrs. Leffler is still talking with the architects. Mr. Hill felt that the architects should have known about the asbestos. Mrs. Leffler said there have been a few things that the architects did not catch and she was taken aback. Mr. Huntley asked if there were outstanding bills because he would like the questionable matters separated from the original bill. Mrs. Leffler said she would request a separate bill with regard to questionable matters. Mr. Prath asked if the architects carried errors and omissions insurance. Mr. Kurt Giesler, a citizen at the meeting stated he was a contractor and the architects would not be required to carry errors and omissions insurance unless it was stated in our contract. Mrs. Leffler will keep the Board updated on the billing issues.

Motion by Mr. Huntley, second by Mrs. DeVault, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:
Intergovernmental Group (Mike Hill)
Reports from meetings on April 10 and May 8, were emailed to the Board members. There will be a reception for the artist whose sculpture has recently been installed at the Mt. St. Mary’s Park on June 13, 2014 from 5:00-7:00 pm. All Board members are invited. The School District reported that mental health issues at the schools have increased with student transportations to the hospital by ambulance. A police liaison officer has been helping the deans and counselors. The increase may be due to students being asked to report any issues regarding fellow students in need. In the previous week, they had to transport three students. A school board member said she has never seen the numbers this high. The City reported resurfacing Dean Street and Tyler Road.

Foundation (Karen DeVault)
There have been two Foundation meetings; the April meeting to plan the Books and Brunch event at the Dunham Woods Riding Club and the May meeting to recap the events of the day. The event was very successful and the Foundation hopes to net $4,800. Extra baskets will be donated to the St. Charles Heritage Center from the Library and Friends. The Communications Committee will meet to discuss a like future event. Mike Dixon would like to be back on the Board, he is now a Director Emeritus. The Foundation would like to create a position for a Foundation Secretary. When Judi Asselborn is in attendance at the Foundation meetings she will take the minutes. The Donor Wall is running out of room for donor’s names. A suggestion was made to remove the category plates which would accommodate room for 10 of the 11 donor plates needed. The eleventh donor is a Library staff member and the plate for this donor will be added as soon as possible. A separate wall is under discussion which would include donors of larger amounts to the Foundation. The Operating Account Policy was accepted at the last meeting.

Motion by Mr. Huntley, second by Mr. Prath, to accept the Committee Reports. Carried unanimously.

Communications and Citizen’s Comments: Following Robert’s Rules of Order, there is a 10 minute time limit per issue on testimony with a limit of two (2) issues per meeting.

Citizen Kurt Giesler stated he is upset about the Library tax rates. The Library’s tax rate is higher than the fire departments and they offer 24/7 service. He wanted to know why the Library’s expenses were so high. Mr. Huntley stated that the Library covers more territory than the fire department, including South Elgin and West Chicago. Mr. Giesler stated the Library receives tax monies from both South Elgin and West Chicago. Mr. Huntley also stated Library staff members receive less pay than fire department staff. Mr. Giesler was directed to the Library’s website to view the budget. He said he wanted to see it broken down into various categories. Mr. Giesler provided his contact information for Mrs. Leffler to communicate further with him regarding the budget.

Mr. Huntley thanked all those who worked in preparation of the Staff Recognition Dinner which was held at the St. Charles Country Club on May 2, 2014.

UNFINISHED BUSINESS
93. BUILDING PROJECT STATUS REPORT
Mrs. Leffler said the items she mentioned in her Director’s Report would begin this week and be completed within the next couple of weeks. Comments from patrons have been overwhelmingly positive. Mrs. Leffler will talk about bills with the architect. Although there were delays with asbestos and waiting on signage, the construction schedule is on time. The construction management firm did a very good job.

94. CREATION OF LIBRARY SPACE IN PROPOSED ST. CHARLES PARK DISTRICT WEST SIDE FACILITY
Mrs. Leffler said information is in the Board packet from the Park District. Jeff Greenwald will be happy to talk with the Board at any future meetings. Mr. Huntley said it does not add up to be a viable thing for the Library. The activities, the amount of people, the distance, no handicap parking, it is almost in Campton, and he does not like the location.

Mr. Prath said the cost is almost as if we are building the space. Our build out costs would be high. Mr. Huntley said he does not think we should move forward. Mrs. DeVault said she is with Mr. Huntley. Costs up front and ongoing would be an issue with residents paying taxes for the Library, along with the fact that we do not own the property. The location is not where the need is. Mr. Hill said if it were in the northwest location it would be better.

Motion by Mr. Huntley, second by Mr. Prath, to thank the Park District for the consideration but for our needs we do not wish to move forward. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None. Mrs. Leffler will inform the Park District and thank them.

NEW BUSINESS
95. CREATION OF FT POSITION IN REFERENCE SERVICES
Mrs. Leffler reported that Carol Haggas, Readers Service Assistant, will be retiring May 16, 2014. Heidi Krueger, Reference & Information Services Manager, submitted a proposal to increase Jane Shelton’s, Reference Librarian, status to full time. There will be a small deficit of hours which will be covered by existing Readers Service staff with the retirement of Mrs. Haggas, whose part time position will not be filled. Jane Shelton’s part-time benefits are close to full-time benefits. The Library’s expense will be an increase in health insurance coverage and paying for eight paid holidays instead of four she is currently receiving. Motion by Mr. Prath, second by Mrs. DeVault to approve the full-time position of Jane Shelton. Carried unanimously.

97. PUBLIC LIBRARY NONRESIDENT CARD PARTICIPATION
Motion by Mrs. DeVault, second by Mr. Hill, to approve Ordinance 2013/2014-9 Annual Ordinance Authorizing Public Library District Non-Resident Cards. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None. Mr. Prath asked if patrons move out of the library district, how the Library knows since expiration dates have been removed from library cards. Bonni Ellis, Circulation Services Manager, stated that library cards are mailed and if the patron no longer lives at that address, the library card is returned to the library.

98. GAIL BORDEN PUBLIC LIBRARY GEOGRAPHIC REFERENDUM
Mrs. Leffler distributed additional material from Attorney Juergensmeyer to accompany documents in the board packet. Gail Borden wants to annex unserved areas in their district. They are trying to annex residential areas not in D303. These areas are only in D301. If the Board wants to take any additional stand, Mr. Juergensmeyer will come to a future meeting to discuss. This is no threat to our library district. Mrs. Leffler said for our purposes there is no encroachment to serve in D303. Trustees determined there is no need to discuss further with Mr. Juergensmeyer.

99. SET DATE FOR MEETING OF FINANCE COMMITTEE
Will be scheduled after meeting.

100. BUILDING MAINTENANCE AND REPAIRS
We have a proposal from Davie Tree Experts to remove a tree which was planted in 1964 and now held together with cables. It will be replaced with an ornamental tree. Bryan Wood, Assistant Director, said the replacement tree will cost approximately $500 and removal costs of previous trees has been between $1,000 and $2,000. He also said there have been previous costs of $300 to $500 to trim trees. He did not feel the proposal from Davie Tree Experts in the amount of $1,350 was out of line. Mrs. DeVault asked if we would receive a guarantee for the new tree. Mr. Wood said yes. Motion by Mrs. DeVault, second by Mr. Hill, to approve removal of damaged tree and planting replacement tree in the amount of $1,350.00. AYES: Huntley, Hill, Haines, DeVault. NAYS: Prath. ABSENT: Reese, Steimle. ABSTAIN: None.
91. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5 ILCS 120/2 (c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)]
No reason to go into Closed Session.

92. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No vote needed.

ADJOURN
Motion by Mr. Huntley, second by Mr. Hill, to adjourn at 8:15 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.
Mike Hill, Secretary Pro Tem
Board of Trustees

Minutes, Regular Monthly Meeting, April 9, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
APRIL 9, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, April 9, 2014 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustees Daniel Prath, Mike Hill, Karen DeVault; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Cynthia Steimle. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Denise Farrugia, Myung Sung.

WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, March 12, 2014
MINUTES: Executive Session Meeting, March 12, 2014
TREASURER’S REPORT: March 2014
INTERNAL BUDGET REPORT: March 2014
YEAR-TO-DATE STATEMENT: March 2014
FUND BALANCE: March 2014
INVESTMENT REPORTS for Valley Community Bank,
Harris Bank and IIIT: March 2014

Motion by Mr. Huntley, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, March 12, 2014; Minutes of the Executive Session Meeting, March 12, 2014 and for said Minutes to remain closed; Treasurer’s Report: March 2014; Internal Budget Report: March 2014; Year-To-Date Statement: March 2014; Fund Balance: March 2014; and Investment Reports for Valley Community Bank, Harris Bank and IIIT: March 2014. Carried unanimously.

BILLS: March 2014
Motion by Mr. Prath, second by Mr. Hill, to approve the bills for March 2014 in the amount of $577,947.03. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.

DIRECTOR’S REPORT: March 2014
Mrs. Leffler did not add to her Director’s Report. Motion by Mrs. Reese, second by Mrs. DeVault, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:
Intergovernmental Group (Daniel Prath)
City says the new subdivision is in the preliminary stages, they do not have streets or layouts. Proposed development is to be called Hudson Burnham. Pam Leffler spoke with lawyer regarding annexation before homes are built. Charlestowne Mall has been sold and will be named The Quad, with renovation beginning May 2014 and expected completion time in June 2015. It will be an outside mall like Oakbrook and they will begin with new landscaping. Pheasant Run will remodel their entrance. St. Patrick’s Day Parade was held March 15. School District celebrated John Wredling’s 100th birthday at Wredling Middle School. On The Table is being planned which will have representatives from every government agency to take questions. More information will be forthcoming. Township to host meeting on Thursday, April 10, 2014. Pam Leffler discussed update of remodeling of Library.

Foundation (Karen DeVault)
Minutes of meetings will be taken by members of the Foundation instead of by Library Director. Denise Farrugia gave presentation showing different components of funds being raised by the Foundation for Youth Services Early Literacy area. Foundation pledged $17,000. Friends raised $1,800 with Educator’s Book Sale. Friends will hold their general book sale from April 11-13. Youth Services’ volunteers are raising money for the aquarium. The Books and Brunch Event will be held April 26 with nine local authors, including a meal with silent auction. Mrs. Leffler said there are many nice gifts, including Cubs tickets.

Motion by Mrs. Reese, second by Mr. Hill, to accept the Committee Reports. Carried unanimously.

Communications and Citizen’s Comments: Following Robert’s Rules of Order, there is a 10 minute time limit per issue on testimony with a limit of two (2) issues per meeting.

UNFINISHED BUSINESS
85. BUILDING PROJECT STATUS REPORT
Mrs. Leffler said the remodeling is looking very nice and is ahead of schedule. Hallett Movers will move shelving back into its final location. Reference desk will be delivered next week. Remodeling in Youth Services is almost complete, except for wiring for computers and lightening. Construction crews are wonderful. Recommend Trustees walk throughout the Library. Library was closed for abatement and staff is to be commended for working during closing week and for Circulation shelvers when they returned, shelving 9,000 items checked in by Monday morning. Abatement was least disruptive. We are in the process of getting all paperwork for filing. Mrs. Haines thanked Mrs. Leffler for all the construction update reports emailed during the process.

86. APPROVAL OF ORDINANCE 2013/2014 – 8, BY-LAWS ADDENDUM B, PROCEDURES FOR THE NOMINATION AND ELECTION OF OFFICERS OF THE BOARD OF LIBRARY TRUSTEES OF THE ST. CHARLES PUBLIC LIBRARY DISTRICT REFLECTING CHANGE IN TITLE OF ADDENDUM
Motion by Mr. Huntley, second by Mrs. DeVault, to approve Ordinance 2013/2014 – 8, to reflect name change from Board of Directors to Board of Library Trustees. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.

NEW BUSINESS
87. PER CAPITA GRANT FY 2015 REQUIREMENT: REVIEW CHAPTER 7, “COLLECTION MANAGEMENT AND RESOURCE SHARING” OF SERVING OUR PUBLIC 3.0: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES (2014)
This is a requirement for FY 2015, new edition. Library meets all standards. Trustees received handout at meeting. The State has a project, the Edge Project the Library needs to participate in. This will be discussed at a future meeting.

88. APPROVAL OF RESOLUTION 2013/2014 – 3, HONORING NORMAN C. HUNTLEY ON THE ANNIVERSARY OF HIS FORTY-FIVE YEARS OF SERVICE AS A TRUSTEE OF THE ST. CHARLES PUBLIC LIBRARY DISTRICT
Mrs. Haines read the Resolution honoring Norman Huntley. Motion by Mrs. Reese, second by Mrs. DeVault, to approve Resolution 2013/2014 – 3. AYES: Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: Huntley. Mrs. Salomone stated there would be a cover story in the Kane County Chronicle featuring Norman Huntley on April 10, 2014.

89. CREATION OF LIBRARY SPACE IN PROPOSED ST. CHARLES PARK DISTRICT WEST SIDE FACILITY
Mrs. Leffler distributed documents to Trustees. She was contacted by Park District as they will build a west side facility near Hickory Knolls on property owned by the Park District. The total size of the building will be 80,000 square feet. The Park District would like the Library to lease space in their new facility. The Fox Valley Special Recreation Association will be renting a space of about 3,200 square feet. The Park District would like to know if the Library would be interested in leasing space and if so, how much space is needed. If the Library says they are interested at this time, they would be included in the second round of schematic drawings. Library would have no upfront costs. In this offer, the Park District would take care of shared space with bathrooms and meeting rooms. The Park District would have a referendum to build. They have an ad hoc committee. Mrs. Leffler spoke with Jeff Greenwald, who earlier spoke with Diana Brown regarding this opportunity. We do not see any downside to being considered in the second round of schematic drawings. The Park District has offered to give a presentation to the Library Board at a future meeting.

Bryan Wood said the Harley building the Library visited had 8,000 square feet and the Library would need a minimum of 7,500 square feet.

Mrs. Leffler said this would be a satellite location. Small service point, smaller office, computers and holds; a way to reach out to the west side neighbors.

Mrs. Haines asked if additional staffing would be needed. Mrs. Leffler said not in the beginning, but if public wants same services as main library, then we may need to hire additional staff.

Daniel Prath asked why we would not ask for 9,000 square feet, room to grow. Mrs. Leffler said we can say we want more square footage and discuss it with the Park District. The overflow of meeting room needs could go to satellite location, as well as some tutors. Mr. Hill said the tutors bring a lot of students that may not normally be here. Mrs. Leffler said we would have tutors at both locations. Mr. Prath said a library in Seattle had 40% of space for study rooms and computers.

Mr. Hill said if we say we are interested at this time, we need to look carefully at how much it would cost to run. He does not believe the site is good. Mr. Hill said if we had to vote tonight, he would say absolutely not. Mrs. Leffler said if we are interested now and in a couple months down the road decide we are not, we can pull out. Mrs. Reese said it is worth cautiously pursuing if we can pull out. This Park District location is not any easier to get to than here at the main Library. She asked about servicing the northwest area.

Mrs. Haines said if we mirrored that with something in northwest area, it would serve our underserved area. It would be wonderful to partner with the Park District. We should look into it. Maybe another opportunity will come in another area. Mr. Huntley said we could say we are interested but not sure we could put out that kind of money. Location is six blocks north of Geneva and six blocks west in Campton Township.

Mrs. Leffler said she would take direction from the Board. Mr. Huntley said we should look into it with reservation. Ask for 7,500 square feet. Our space will be included in second drawings by the end of April. Also maybe have Mr. Greenwald come to future Board meeting. Mrs. Leffler said the Park District is continuing to meet about costs for Library.

90. BUILDING MAINTENANCE AND REPAIRS
Nothing.

91. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5 ILCS 120/2 (c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)]
No reason to go into Closed Session.

92. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No vote needed.

ADJOURN
Motion by Mrs. Reese, second by Mr. Prath, to adjourn at 7:40 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.
Norm Huntley, Secretary
Board of Trustees

Ordinance 2013/2014-7 Establishing Dates of Regular Meetings, Jan. 2014-Jan. 2015

ORDINANCE 2013/2014 – 7

 ORDINANCE ESTABLISHING DATES OF REGULAR MEETINGS OF THE BOARD OF TRUSTEES OF THE ST. CHARLES PUBLIC LIBRARY DISTRICT FOR CALENDAR YEAR

 JANUARY 2014 – JANUARY 2015

            BE IT ORDAINED by the Board of Trustees of the St. Charles Public Library District that the regular meetings of the Board of Trustees of the St. Charles Public Library District shall be held at the Library at One South Sixth Avenue at 7:00 p.m. on the second Wednesday of every month except August on the following dates:

January 8, 2014

February 12, 2014

March 12, 2014

April 9, 2014

May 14, 2014

June 11, 2014

July 9, 2014

September 10, 2014 (Annual Meeting)

October 8, 2014

November 12, 2014

December 10, 2014

January 14, 2015

            This Ordinance shall be in full force and effect from its passage, approval and publication by law.

ADOPTED this 11th day of December, 2013, pursuant to a roll call vote as follows:

AYES:    Huntley, Hill, Haines, DeVault, Reese, Steimle

NAYS:    None

ABSTAINING:   None

ABSENT:   None

 

  /Victoria A. Haines/    

President, Board of Trustees

St. Charles Public Library District

ATTEST:

  /Kimberly Reese/                                     

Secretary, Board of Trustees

MEETING NOTICE: FACILITIES COMMITTEE, October 17, 2013

MEETING NOTICE

FACILITIES COMMITTEE

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

Thursday, October 17, 2013

7:00 PM

The Facilities Committee of the Board of Trustees of the St. Charles Public Library District will meet at the Library, One S. 6th Avenue, St. Charles, IL 60174 on Thursday, October 17, 2013 at 7:00 PM.

AGENDA

Approval of bids for interior Furnishings Project

Rules for Public Participation in Board Meetings

RULES FOR PUBLIC PARTICIPATION IN MEETINGS OF THE BOARD OF TRUSTEES OF THE

ST. CHARLES PUBLIC LIBRARY DISTRICT

 

The Board of Trustees of the St. Charles Public Library District provides for public participation in its meetings.  Any person shall be permitted an opportunity to address the Library Board under the rules established by the Library Board, in compliance with the Illinois Open Meetings Act [5 ILCS 120/2.06(g)].

                                          RULES

  1. An individual may address the Library Board only during the “Citizens’ Comments” portion of the Agenda.
  2. Comments must be limited to subjects on the agenda of the meeting at which the comments are made. The Board will not prohibit comments based on the viewpoint expressed in the comment.
  3. Following Robert’s Rules of Order, there is a 10-minute time limit per issue with a limit of two (2) issues per meeting.
  4. Under the terms of the Open Meetings Act, the Library Board President may suspend comments that are irrelevant, repetitious, or disruptive.

 

Public participation in library board meetings

11-14-11