REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
NOVEMBER 11, 2015
The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, November 11, 2015 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Trustees Anne Francissen, Mike Hill, Karen DeVault and Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Treasurer Norm Huntley. Library staff present: Fran Venegas, Heidi Krueger, Bonni Ellis, Pam Salomone, Myung Gi Sung, Denise Farrugia, Michele Collette, Kristen Lawson.
WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.
Mrs. Haines informed the Board that Treasurer Norm Huntley submitted a request to attend the meeting electronically due to illness.
Motion by Mrs. DeVault, second by Mr. Hill, to allow Mr. Huntley to participate in the meeting via telephone. Carried by roll call vote for quorum as follows: AYES: Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAIN: None.
Mr. Huntley joined the meeting via telephone at 7:02 pm.
MINUTES: Regular Monthly Meeting, October 14, 2015
Treasurer’s Report: October 2015
Fund Balance Report: October 2015
Investment Reports: October 2015
The First State Bank and Harris Bank
Check Register: October 2015
Motion by Dr. Steimle, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, October 14, 2015; Treasurer’s Report: October 2015; Fund Balance Report: October 2015; Investment Reports for The First State Bank, Harris Bank and IIIT: October 2015; Check Register: October 2015. Carried unanimously.
DIRECTOR’S REPORT: October 2015
Mrs. Leffler stated the Director’s Report was at Trustees’ places. Updated remodeling plans were emailed to Trustees on Monday, November 9, 2015. Bryan Wood is still out on FMLA. Mrs. Leffler and Mr. Petta are handling maintenance matters. Mrs. Leffler has been meeting with Ms. Venegas regarding FSLA. Financial reports are fewer and clearer. Mrs. Leffler and Wendy Kmet met with Mrs. Haines and determined that reports were redundant and dependent upon manual entry with possible errors. There are now four basic reports presented to the Board, directly from Investment Firms or accounting software. Contact Mrs. Leffler with any questions about the reports. Boiler started leaking and repairs will be made early Thursday, November 12, 2015 with hopes that water will be turned on before the Library opens Thursday morning. LINC, MAGIC and SWAN met regarding future consortia which would improve patron services across the board. Motion by Mrs. DeVault, second by Mrs. Reese, to approve the Director’s Report. Carried unanimously.
Foundation (Karen DeVault)
Nothing to report as prior meeting was held October 8, 2015 and next meeting will be Thursday, November 12, 2015.
Intergovernmental Group (Michael Hill)
Members will be participating in Salvation Army bell ringing at Blue Goose Market. Mrs. Leffler is coordinating event with Mr. Anderson and will email details to Trustees. Intergovernmental Group will meet Thursday, November 12, 2015.
Motion by Mrs. Reese, second by Mrs. Francissen, 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.
Mr. Hill attended the Historical Portrayal of Eleanor Roosevelt program at the Library. The room was packed and it was a nice event. Mrs. Francissen registered for the event but was placed on a waiting list and was impressed as to the number of attendees registered.
32. BUSINESS OFFICE ASSISTANT POSITION
Motion by Dr. Steimle, second by Mrs. DeVault, to approve the appointment of Debra Kippes for the Business Office Assistant full-time position, effective Monday, November 16, 2015 at her current pay rate. Carried unanimously.
33. ORDINANCE 2015/2016 -5: ORDINANCE FOR LEVYING TAXES FOR LIBRARY PURPOSES FOR THE FISCAL YEAR 2015/2016 (INCLUDES CERTIFICATE OF LEVIES AND TRUTH IN TAXATION CERTIFICATE OF COMPLIANCE)
Mrs. Leffler presented the Board with the final version of the Ordinance and stated there were no changes. There is $7,840,000 in total funds. The Certificate of Compliance certifies that the Ordinance meets the Truth in Taxation requirement. A hearing is not necessary as the levy does not exceed 105% of the previous year’s tax extension. Motion by Mrs. DeVault, second by Mr. Hill, to adopt Ordinance 2015/2016-5. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
34. ARCHITECT PRESENTATION DISCUSSION
Mrs. Leffler previously provided paper copies to the Trustees and emailed an electronic version of the updated November 9, 2015 plans for the Library remodeling project, which plans are now within budget.
Mrs. Haines stated that the presentations on October 14, 2015 were almost $2.5 million above what five different groups told us we could achieve. Mrs. Haines asked the Trustees to share their thoughts. Mrs. Haines further stated that the architects met with staff to hear their concerns and with Director and although all requests were not within budget, the architects decided to go forward. The architects referenced a “team” endeavor, but their team is the Board. We could even start over with another architectural group.
Mr. Huntley agrees with Mrs. Haines. He was offended by architect’s presentations. He did not like that money was put forward from other funds. The plans were staff driven totally, with only two meetings of Board input. Mr. Huntley did not like that the architects asked to get approval the same night of the presentations. He said we have taken care of office space, for children, I do not see a whole lot for public. I do not like the way it is laid out.
Mrs. Reese said that she was in shock at the October meeting with the overall presentations and that the architects wanted the Board to make a decision. She was dumbfounded and disillusioned.
Mr. Hill stated he had a lot of concerns. There was no way he was going to consider voting at the October 14, 2015 meeting. Looking at dollar amount and using Miller Trust Fund further bothered him. Mr. Hill was not sure about looking for another architect, but we have to go back to beginning. He wants people to walk in and say we did a good job for the public. How much more space for public? How much more space from what we have now? Staff spaces are not very good, air flow not well, too many concerns to move forward with this plan. Fresh start in terms of the beginning of the plans and a lot more Board input.
Mrs. DeVault said she was surprised that the most modest plan was $875,000 over what we were going to go with. She was dumbfounded at meeting and could not vote. Create something well worth $8.425 million that will serve patrons and staff for the next number of years that we would be proud of. Mrs. DeVault does not feel we need to go with new architectural firm but need to be sure we are all starting on same page.
Mr. Huntley said it is not that staff did a bad job; the Board was cut out. The proposed plan does not fit with what the Board is after. The Board needs to take charge.
Mrs. Francissen said the new proposed plan is reasonable. She likes the collections all in one place, study rooms, teen room, would like meeting room located somewhere else. Mrs. Francissen would like to see plan to remain within budget and more communication with the Board.
Dr. Steimle said if the architects’ direction was to talk with Director and staff, the Board should have taken responsibility upon themselves to bring more communication. We could not vote in October, this is not a rush. We cannot put all blame on architects; we need to accept our fault. She does not like taking loft away and then you have a wall. We need to look more at needs to expand staff space and public space.
Mrs. Haines said we need to call architects back and let them know these are Board’s decisions, and want staff to work within plan. They need to work with the Board. Will take concerns from the staff but it is Board’s decision.
Mrs. Reese said when we went with firm did we not give clear directive? Mrs. Haines said we thought we did. The Board hired them and they got carried away with who they were working for, but we are correcting it tonight. Before we were working with a firm that was used to working with the Board.
Dr. Steimle said all libraries have different ways of approaching things. We can tell them the Board wants to get more involved. We need to offer more specific comments about what we do or do not like with what they are offering. We need to make sure we are serving all needs.
Mr. Huntley said we need to go back and close Walnut Street. We need to contact the City to get that done; it will change the whole perspective with site plan. Entrance to parking area could be further south and we would have more site land to work with. Building could be a different form. Mr. Huntley wants to see a whole site plan.
Mrs. Francissen said we need to have a Special Meeting before the December 9, 2015 meeting with architects to make sure they understand the Board’s expectations and reset process. Dr. Steimle said the Board should meet separately to determine what we expect and want to present to the architects; have a unified concept. Project needs to come at the budget they are given.
Motion by Mrs. Francissen, second by Mr. Hill, to schedule a Special Meeting of the Board without the architects to come up with a unified set of recommendations for architects to proceed. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Mrs. Leffler said the Board had agreed on general layout addition so you may want to consider what was previously agreed upon by having a one floor addition.
Dr. Steimle asked who the Library should approach at the City to talk about Walnut Avenue. Mrs. Leffler said she talked with the City and they indicated they would be open to closing Walnut Avenue. If the Board certainly says this is what we want to pursue then Mrs. Leffler or architects will proceed.
Mrs. Haines asked if the architects talked with the City before. Mr. Huntley said he originally talked with the City. Mrs. Reese asked if Lohan Anderson talked with the City before the referendum. Mr. Huntley said that was for electrical matters. Mr. Hill said Mrs. Leffler should talk with the City. Mr. Hill said he would talk with Ray Rogina at the Intergovernmental Group meeting on Thursday, November 12, 2015. Mrs. Leffler will forward an email she had with Mark Koenen within last six months regarding closing Walnut Avenue.
Mrs. Leffler will email Trustees about meeting dates for Special Meeting. Mr. Hill suggested the Board members email each other their concerns prior to the meeting. Mrs. Leffler said all Trustees should email her and she will combine into one document to email to all Trustees to stay within Open Meetings Act rules. Mr. Hill stated his concern of patrons using the Carnegie Community Room and only having access with the proposed back staircase and elevator.
Mrs. Leffler asked if Trustees wanted to see priorities from patrons or staff. Mr. Hill stated he has not seen patron input. Mrs. Leffler said most staff comments are based on patron input. Mr. Huntley said we need new public input. Dr. Steimle said we should see what we have to review. Mrs. Haines said we had recommendations from public before referendum.
Mrs. Francissen asked if most of staff input was incorporated into plans. Mrs. Leffler said everything was still in schematic design stage. Mrs. Haines asked Bonni Ellis if she was satisfied with the Circulation workroom. Mrs. Leffler said she has been meeting with department managers and the plans incorporate what staff suggested.
Mr. Hill said if comments by staff are made by patrons, what are patrons asking for? Mrs. Leffler said she believes department managers’ comments were based on what was heard by public. Mrs. Leffler is meeting with all department managers on Thursday, November 12, 2015 and they will discuss patron concerns. Mrs. Haines asked if department managers could send that input to Mrs. Leffler and then Mrs. Leffler could email to Trustees.
Mrs. Francissen asked Mrs. Haines what she was expecting. Mrs. Haines said there were three scenarios and she was not expecting all three to be over budget and that offended her. Their feeling that they don’t work with the Board offended her. Mrs. Haines wants more meetings with architects, more collaboration.
Dr. Steimle said if we among ourselves have different ideas we need to discuss before we talk with architects. Part of the reason for the cost overrun was their surprise of the condition of the site. It seemed basic. She was taken aback from that. Mrs. Leffler said the point being after resurveyed they were not expecting what they found.
Mrs. Leffler said she didn’t think it was communicated well about the plans coming in over budget. Architects will work as closely with the Board as you like and they are willing to work with the Board as much and apologize for the way it came across. Mrs. Leffler apologized for her part in not communicating more with the Board.
35. TRUSTEE MANUAL REVISION RE: BUDGET AND LEVY SECTION
Mr. Huntley made a motion to approve the revisions to the Trustee Manual. Prior to a second and roll call, Mrs. Francissen stated during October meeting it was decided that the Finance Committee would meet with Attorney Ritzman to discuss the proposed revisions to the Trustees Manual. She still feels it is important to do that. She would like to have that meeting prior to the Board voting on the revisions to the Trustee Manual. Dr. Steimle asked if there was a time sensitivity to pass these revisions now.
Mrs. Leffler said the vote on the revision does not preclude a meeting with Mr. Ritzman. Dr. Steimle said if we pass the revisions and the Finance Committee meets with Mr. Ritzman, we could vote again. Mr. Huntley said he sees no reason to meet with Mr. Ritzman and Mrs. Francissen. Mrs. Francissen said she would like to meet with Mr. Ritzman and then talk with members of Finance Committee. Mrs. Leffler said she would arrange a meeting with Mr. Ritzman, Mrs. Francissen and herself.
Motion by Mr. Huntley, second by Mr. Hill, to approve the revisions made to the Trustee Manual by Attorney Ritzman. AYES: Huntley, Hill, Haines, DeVault, Reese, Steimle. NAYS: Francissen. ABSENT: None. ABSTAIN: None.
36. EXPLANATION OF PROPOSED SUBSTANTIVE AMENDMENTS TO LIMRiCC BY-LAWS AND INTERGOVERNMENTAL AGREEMENT
Mrs. Leffler said that LIMRiCC is going from solely insured to self-insured organization. This changes the Intergovernmental Agreement and all participating libraries need to pass this agreement. It does not change much in terms of the plans or insurance available to staff.
Fran Venegas said they are still using the same broker, but that LIMRiCC is holding money to pay out claims rather than having Blue Cross/Blue Shield pay out claims.
37. ORDINANCE 2015/2016-6: AN ORDINANCE PROVIDING FOR THE EXECUTION OF AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE LIBRARY INSURANCE MANAGEMENT AND RISK CONTROL COMBINATION (“LIMRiCC”) AND THE ST. CHARLES PUBLIC LIBRARY DISTRICT
Motion by Mrs. Reese, second by Mrs. DeVault, to approve Ordinance 2015/2016-6. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
38. EMPLOYEE BENEFITS: HEALTH INSURANCE
For 2016, proposing that all employees receive all benefit dollars. Proposed amounts all fall within budget parameters with past budget and appropriation ordinance. There is a new plan that LIMRiCC is offering, high deductible HSA plan and it is confusing and has taken time to understand, but LIMRiCC says we have to offer it.
Plan is cheaper but health savings account and this plan is relatively new. You cannot have FSA and HSA at same time. LIMRiCC will not handle HSA points. If staff chooses this plan then staff needs to meet with Pam Leffler and Fran Venegas to go over plan. LIMRiCC will provide someone to talk with staff. LIMRiCC’s full-time administrator resigned. Open enrollment is very soon. We need to make plans available but there are some timing issues involved with obtaining all information. Mrs. Haines asked Mrs. Leffler to check with Sikich and Wessels Sherman.
Dr. Steimle said that LIMRiCC is administering through BlueCross/BlueShield. Generally with HSA the employer has to fund HSA.
Our goal is to standardize as much as possible with what Library will pay for all plans. We need a motion to approve the employer coverage and a motion to approve employee monthly rates.
Dr. Steimle said if they chose a plan for themselves only, they would have zero for health insurance premium and their fund would be funded $500, but they have $2,500 deductible. We need to have insurance experts explain this plan to staff.
Motion by Dr. Steimle, second by Mrs. Francissen, to approve changes to the employer portion of coverage so that all eligible employees receive the same benefit dollars regardless of plan type chosen. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Motion by Dr. Steimle, second by Mrs. Reese, to approve changes to employee monthly rates. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
39. SALARY RECOMMENDATIONS FOR 2016
Managers are preparing evaluations which are due by November 30, 2015. The base increase is 2% with merit level increases in 0.5% increments up to 3.5%. Mrs. Francissen asked if there were descriptions of the different merit levels. Mrs. Leffler said 2% base is meeting expectations. Above base rate are varying levels of exceeding expectations.
Mrs. Francissen asked for the percentages of employees in the past and what levels they received. Mrs. Leffler said she could go back and figure out as far back as Mrs. Francissen would request. Mrs. Francissen said she would like Mrs. Leffler to go back five years. Mrs. Haines said the decision was made by the Finance Committee with this recommendation to the Board. Mrs. Haines asked Mrs. Leffler to schedule a Finance Committee meeting to further discuss Salary Recommendations for 2016. Mrs. Leffler asked if she should prepare the requested information for the Finance Committee meeting. Mrs. Haines asked Mrs. Leffler when the salary recommendations needed to be finalized. Mrs. Leffler said increases would be applied to the first full pay period in 2016, but if the decision is made later, payments would be retroactive to the first full pay period in 2016.
40. AGENDA FORMAT
After communicating with Mr. Ritzman, he stated it is still appropriate to have Closed Session with three choices, Acquisition and Lease of Property, Litigation and Personnel, but the more detail we could give the better. The Board can always choose to go into Closed Session even if a specific need is not stated on the Agenda.
Mr. Hill asked for an example; if it is for personnel, what more would we say. Mrs. Leffler referred the Trustees to the article from Ancel Glink which gives some examples in the article. We need to make sure we are following OMA as close as we can. Mrs. Haines said the motion to go into Closed Session should reference discipline of a specific employee rather than just saying personnel. Mrs. Leffler said the trend is more information without disclosure. Mrs. Haines said we need more guidance from Mr. Ritzman.
41. BUILDING MAINTENANCE AND REPAIR
Work is currently being done on the boiler.
42. 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)]
Motion by Mrs. Reese, second by Mrs. DeVault, to go into Closed Session at 8:18 pm, to discuss Personnel pursuant to [5 ILCS 120/2(c)(1)]. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None. Mrs. Leffler asked Fran Venegas, Human Resources Coordinator, to attend the Closed Session meeting. Motion by Dr. Steimle, second by Mrs. Francissen, to allow Fran Venegas to attend the Closed Session meeting. Carried unanimously.
Regular Session reconvened at 8:42 pm.
43. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Mrs. Francissen, second by Dr. Steimle, to extend Bryan Wood’s leave to December 7, 2015, per Library policy. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Dr. Steimle stated if this is how employees get disability insurance through IMRF, the IMRF disability rules seem odd.
Motion by Mr. Huntley, second by Mrs. DeVault, to adjourn at 8:43 pm. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees