Meeting Notice, Finance Committee, June 29, 2016

FINANCE COMMITTEE
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
JUNE 29, 2016
6:30 PM

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) in the Bisbee Conference Room on Wednesday, June 29, 2016 at 6:30 PM.

AGENDA

1. Financial Investments (IIIT)
2. Copiers
3. Water Bottle Filling Dispensers
4. Online Payroll System

Minutes, Regular Monthly Meeting, May 11, 2016

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
MAY 11, 2016

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, May 11, 2016 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Trustees Anne Francissen, Mike Hill, Karen DeVault; Assistant Director Myung Gi Sung, Administrative Assistant Virginia Tsipas. Absent: Treasurer Norm Huntley, Trustee Cynthia Steimle. Library staff present: Bonni Ellis, Denise Farrugia, Heidi Krueger, Doug Perry, Pam Salomone, Michele Collette, Wendy Kmet, Kristen Lawson. Guests: Jeff Schroeder and Michelle Binns of PFM.

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 requested a roll call to establish a quorum. AYES: Haines, Francissen, Hill, DeVault, Reese. NAYS: None. ABSENT: Huntley, Steimle. ABSTAINING: None.

Mrs. Haines informed the Board that Treasurer Norm Huntley submitted a request to attend the meeting electronically due to illness.

Motion by Mr. Hill, second by Mrs. DeVault, to allow Mr. Huntley to participate in the meeting via telephone. Carried unanimously. Mr. Huntley joined the meeting via telephone at 7:04 pm.

CONSENT AGENDA
Minutes of Regular Monthly Meeting, April 13, 2016
Minutes of Executive Session Meeting, April 13, 2016
Minutes of Finance Committee Meeting, April 27, 2016
Minutes of Executive Session of Finance Committee Meeting, April 27, 2016
Investment Report: March 2016
IIIT
Motion by Mrs. Reese, second by Mr. Hill, to approve the Consent Agenda. Carried unanimously.

Treasurer’s Reports: January and February 2016
Fund Balance Reports: January and February 2016
Lauterbach & Amen Financial Reports: March and April 2016
Motion by Mrs. Francissen, second by Mr. Hill, to approve the Lauterbach & Amen Financial Reports for March and April 2016, which encompasses year-to-date financial reporting included in the Treasurer’s Reports for January and February 2016, and the Fund Balance Reports for January and February 2016. Carried unanimously.

Check Register, Payroll: April 2016
Motion by Mr. Huntley, second by Mr. Hill, to approve the Check Register, Payroll for April 2016.

Invoices for Board Approval to Pay: March 2016
Motion by Mrs. DeVault, second by Mrs. Reese, to approve Invoices for Board Approval to Pay for April 2016. AYES: Haines, Francissen, Hill, DeVault, Reese, Huntley. NAYS: None. ABSENT: Steimle. ABSTAINING: None.

VISA Statement: March 2016
Amazon Statement: March 2016
Motion by Mrs. Reese, second by Mrs. DeVault, to approve the VISA Statement for April 2016, and Amazon Statement for April 2016. Carried unanimously.

TRUSTEE RECOGNITION
Not applicable.

REPORT OF ASSISTANT DIRECTOR:
Ms. Sung clarified that the title Managers in Charge is replacing the term Librarians in Charge. Motion by Mrs. Reese, second by Mrs. DeVault, to approve the Assistant Director’s Report.

COMMITTEE REPORTS:

Intergovernmental Group (Mike Hill)
The next meeting will be held on Thursday, May 12, 2016, and hosted by the Library. The School Board reported the large bond issue will retire in 2018. If nothing is done, residents who own a home worth $300,000 will see a decrease of $650 in taxes. However, a possible referendum is being considered to address the middle school situation. Recent forums show the community is in favor of a referendum to possibly change from three middle schools to two middle schools by closing Haines Middle School and remodeling Thompson Middle School. Mr. Hill felt it would be a good idea to have Public Relations from the School District attend a Board meeting and talk with the Board about their plans. Trustees agreed this would be a good idea.

Foundation (Karen DeVault)
Friends’ Used Book Sale was held, and there was an Eat and Earn fundraiser at Francescas. The Books and Brunch Event was very successful. JoAnn Poole went to Batavia Library to look at charging stations and took photographs. Board members were underwhelmed with the look of the charging stations and not satisfied with the cost involved. Ms. Sung spoke with St. Charles Library department managers and they are not interested in the charging stations. There will be more discussion about a special project with the approximate $2,000 from the annual drive for the pre-designated monies to go towards the charging stations. Those who donated for the charging stations will be notified and requested to inform the Foundation where their donations should now be directed. The donor wall is insufficient for all the qualified donors to be placed on the wall. There are 15 names that should be added to the wall at this time. An additional plaque may be purchased to accommodate the names. There will also be a discussion of a new slate of officers for the next fiscal year.

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

AGENDA TAKEN OUT OF ORDER

100. INVESTMENT UPDATE WITH IIIT
Jeff Schroeder and Michelle Binns of PFM presented the Board with a handout and discussed their firm’s experience. They proceeded to talk with the Board about the Library’s investments with IIIT CD’s and the importance of safety, liquidity of the Library’s funds and the yield of the investments. Mr. Schroeder requested that when the Library is ready for renovations, they would like to be contacted to be sure the funds are available when needed. Maturities of CDs are staggered with renewals becoming due at different times. Mrs. Francissen asked for net of fees to be provided quarterly to the Board. Mrs. Haines said she would like quarterly phone calls about the Library’s cash flow. Mrs. Haines will schedule a meeting with Mr. Schroeder and Ms. Binns once a new Director has been hired by the Board for a Finance Committee meeting.

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 would like Trustee’s Comments added to future Board Agendas.

Mr. Hill stated the recent Community Read Programs were superb. He read the book and has heard astounding feedback for all programs. Mr. Huntley said it was an outstanding program for the community.

UNFINISHED BUSINESS
97. FINANCE COMMITTEE RECOMMENDATIONS
a. Preliminary Proposal from IT Manager
Mrs. DeVault reported that ten additional desk top computers have been ordered. Mr. Doug Perry confirmed that the desktops have been received and are being set in place. Motion by Mrs. Francissen, second by Mr. Hill, to accept the recommendation of the Finance Committee to test ten more desktops and purchase 65 additional desktops if testing is successful. Carried unanimously.

b. Review Previous Proposal for LIC Compensation
Motion by Mrs. Francissen, second by Mrs. Reese, to accept the recommendation of the Finance Committee to award gift cards to department managers who have performed Librarian-In-Charge duties in the absence of a Director. Carried unanimously.

c. Future IT Proposal
Tabled for future meeting.

98. PARKING LOT RENOVATION
a. Damico Paving
b. Midwest Sealcoat, Inc.
Motion by Mr. Huntley, second by Mr. Hill, to approve Damico Paving repairs for the southwest parking lot in the amount of $37,950, repairs for the southeast parking lot in the amount of $2,450, and repairs for the east parking lot in the amount of $2,525. AYES: Haines, Francissen, Hill, DeVault, Reese, Huntley. NAYS: None. ABSENT: Steimle. ABSTAINING: None.

Ms. Sung and Mr. Nick Petta will schedule parking lot repair work and meet with representatives of St. Mark’s Church regarding scheduling and costs of repairs of southwest parking lot.

99. 2016 HOLIDAY SCHEDULE – CHRISTMAS HOLIDAY
Motion by Mr. Huntley, second by Mrs. Francissen, to approve the Library’s Holidays/Closings for calendar year 2016. Carried unanimously.

101. SCHEDULE LIBRARY BOARD COMMITTEE MEETINGS:
457 Plan Oversight Committee
Virginia Tsipas will email 457 Plan Oversight Committee members to schedule meeting.

102. BUILDING MAINTENANCE AND REPAIR
Nothing to report.

103. 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)] – Search Firm for Director, Interim Director,
Assistant Director and IT Manager
Motion by Mrs. DeVault, second by Mrs. Reese, at 7:56 pm, to go into Closed Session pursuant to Personnel [5 ILCS 120/2(c)(1)]. AYES: Haines, Francissen, Hill, DeVault, Reese, Huntley. NAYS: None. ABSENT: Steimle. ABSTAINING: None.

Reconvene to Regular Session at 8:21 pm.

96. POSSIBLE VOTES:
Department Head
Motion by Mr. Huntley, second by Mrs. DeVault, to reduce the salary of Department Manager in the amount of 4.6% effective as of May 11, 2016. AYES: Haines, Francissen, Hill, DeVault, Reese, Huntley. NAYS: None. ABSENT: Steimle. ABSTAINING: None.

Interim Director
Motion by Mrs. Francissen, second by Mrs. DeVault, to hire Donna Dziedzic as Interim Director. AYES: Haines, Francissen, Hill, DeVault, Reese, Huntley. NAYS: None. ABSENT: Steimle. ABSTAINING: None. Mrs. Haines will call Ms. Dziedzic to offer her the position of Interim Director.

ADJOURN
Motion by Mr. Hill, second by Mrs. Reese, to adjourn at 8:23 pm. Carried unanimously.
Kimberly Reese, Secretary
Board of Trustees

Minutes, Regular Monthly Meeting, April 13, 2016

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
APRIL 13, 2016

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, April 13, 2016 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; Administrative Assistant Virginia Tsipas. Absent: Treasurer Norm Huntley. Library staff present: Bonni Ellis, Denise Farrugia, Heidi Krueger, Christine Lees, Nick Petta, Pam Salomone, Myung Gi Sung, Emily Conradt, Wendy Kmet, Penny Walsh, Peg Coker. Guests: Doug Perry of LINC.

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 requested a roll call to establish a quorum. AYES: Haines, Francissen, Hill, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.

Mrs. Haines informed the Board that Treasurer Norm Huntley submitted a request to attend the meeting electronically due to illness.

Motion by Mr. Hill, second by Mrs. DeVault, to allow Mr. Huntley to participate in the meeting via telephone. Carried unanimously. Mr. Huntley joined the meeting via telephone at 7:04 pm.

CONSENT AGENDA
Minutes of Regular Monthly Meeting, March 9, 2016
Minutes of Executive Session Meeting, March 9, 2016
Minutes of Special Meeting, March 16, 2016
Minutes of Executive Session, March 16, 2016
Minutes of Policy Committee Meeting, March 16, 2016
Minutes of Finance Committee Meeting, March 23, 2016
Minutes of Facilities Committee Meeting, April 6, 2016
Investment Reports: March 2016
The First State Bank and Harris Bank
IIIT
Mrs. Francissen asked that the Treasurer’s Reports for January and February 2016, and the Fund Balance Reports for January and February 2016, be removed from the Consent Agenda.

Motion by Mrs. DeVault, second by Mr. Hill, to approve the Consent Agenda as revised. Carried unanimously.

Treasurer’s Reports: January and February 2016
Fund Balance Reports: January and February 2016
Motion by Mrs. Francissen, second by Mr. Hill, to remove the Treasurer’s Reports for January and February 2016 from the Consent Agenda. Carried unanimously. Motion by Mr. Hill, second by Mrs. DeVault, to remove the Fund Balance Reports for January and February 2016 from the Consent Agenda. Carried unanimously.

Lauterbach & Amen Financial Packet: March 2016
Tabled approval of Lauterbach & Amen financial packet for March 2016 until May 11, 2016 Board meeting. Request for Finance Committee to review Lauterbach & Amen financial packet of March 2016, Treasurer’s Reports for January and February 2016, and Fund Balance Reports for January and February 2016, prior to May 11, 2016 meeting.

Check Register, Accounts Payable: March 2016
Check Register, Payroll: March 2016
Invoices for Board Approval to Pay: March 2016
VISA Statement: March 2016
Amazon Statement: March 2016
Motion by Mr. Hill, second by Mrs. DeVault to approve the Check Register, Accounts Payable for March 2016; the Check Register, Payroll for March 2016; Invoices for Board Approval to Pay for March 2016; VISA Statement for March 2016 and Amazon Statement for March 2016. Carried unanimously.

TRUSTEE RECOGNITION
Not applicable.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
Friends’ Used Book Sale will be held April 15, 16 and 17, 2016. Friends’ Vintage Book Sale will be held April 15 and 16, 2016. Wendy Kmet has been appointed Library Foundation Registered Agent for the State of Illinois accounts. Books & Brunch Event will be held April 23, 2016. Judith Rantz Willman will be attending the fundraiser and will be available to meet and individually speak with attendees. Approximately 80 tickets have been sold and the number of tickets is higher than last year’s sales at this time. There will be raffle baskets and silent auction. Jo Ann Poole will be visiting Batavia Library to see their charging stations and will attend the May 11, 2016 Board meeting to discuss the Library’s possible purchase of charging stations.

Intergovernmental Group (Anne Francissen)
Pam Salomone spoke of One Book, One Community programming and received positive feedback. School District spoke of their upcoming meeting to discuss issues with Thompson Middle School. With property values increasing, tax assessments may be raised. There was no discussion with regard to lowering tax increases if student enrollment declines.

LINC (Myung Gi Sung)
LINC is working to join SWAN. LINC office lease will end in July 2016. LINC will be dissolved within two years when the Sirsi contract is over in 2018. Carol Dawe will be working from home, and Joanne Surratt will work at the current LINC location. All LINC libraries must decide if they are going to join SWAN, and they are waiting for pricing information. Next LINC meeting will be April 22, 2016. Ms. Sung was requested to call Mr. Huntley to discuss LINC report.

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
82. UPDATE REPORT
Salaries of former Director, Assistant Director, IT Manager, and current Maintenance Supervisor were supplied to Board. Alice Calaberry withdrew her interest as a search firm for Director because of personal issues. Job Description of Business Administrator and Business Office Assistant currently reference Sage MIP Accounting Software and those job descriptions need to be updated to remove that reference and include Thompson Reuter’s software program provided by Lauterbach & Amen. State Attorney approved 2016 Per Capita Grant. Review of Chapter 5 Technology of Serving our Public 3.0 Standards for Illinois Public Libraries, 2014; Wi-Fi System and Cellular System will be reviewed by Doug Perry who will be joining the Library on April 18, 2016. Mr. Perry will report at May 11, 2016 meeting. Damico will provide proposal for parking lot repairs. One lot will be closed for two days. The Church will pay half of the repair price for the lot they share with the Library.

7:21 pm, Mr. Huntley left the meeting via phone because of audio problems. Library staff will look at correcting this issue.

Staff Recognition Dinner will be held May 6, 2016 at the St. Charles Country Club. Mrs. Francissen will welcome attendees at the dinner.

Motion by Mr. Hill, second by Mrs. Francissen to approve the Update Report. Carried unanimously.

83. INTERVIEW OF INTERIM DIRECTOR, JIM MINGES
Will be held at 8:00 pm.

84. INTERVIEW OF SEARCH FIRM FOR DIRECTOR
Bradbury Associates
Will be held after 8:00 pm.

Calaberry Consulting
Offer withdrawn.

85. POLICY COMMITTEE RECOMMENDATIONS – MARCH 16, 2016 MEETING MINUTES
i. Salary Range of Interim Director
ii. Full-Time Director Search
iii. Assistant Director Job Description
Motion by Dr. Steimle, second by Mrs. Reese, to revise Organizational Chart to indicate that Business Administrator will report directly to the Director. Until a Director is hired, Business Administrator will report to Assistant Director.

Resumes are to be provided each time a job description is before the Board for approval.

Job descriptions are to be revised to contain relevant physical demands. Motion by Dr. Steimle, second by Mrs. Francissen, to remove physical functions numbers 8, 11, 17, 26 and 27 of Assistant Director’s job description. Carried unanimously.

Motion by Mrs. Francissen, second by Mr. Hill, to approve recommendations of Policy Committee regarding Salary Range of Interim Director and Full-Time Director Search Firm. Carried unanimously.

86. FINANCE COMMITTEE RECOMMENDATIONS – MARCH 23, 2016 MEETING MINUTES
i. Librarian-In-Charge Proposal
Not discussed.
ii. Paycom
Tabled for future date of review.
iii. Interim Director Salary
Motion by Mr. Hill, second by Mrs. Francissen, to approve the recommendation of the Finance Committee. AYES: Haines, Hill, Francissen, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.
iv. Facilities Engineer Salary
Job description should be revised to update position to Facilities Engineer from Facilities Manager. Pay range will be $50,000 to $70,000.
v. IT Manager Salary
Motion by Mrs. Francissen, second by Mr. Hill, to move salary grade to E-7. AYES: Haines, Hill, Francissen, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.

87. FACILITIES COMMITTEE RECOMMENDATIONS – APRIL 6, 2016 MEETING MINUTES
i. Information Technology
ii. Facilities Engineer
iii. Assistant Director
iv. Parking Lot Signage
Motion by Mrs. Francissen, second by Mrs. Reese, to approve the Facilities Committee recommendations. AYES: Haines, Hill, Francissen, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.

88. STAFF RECOGNITION DINNER, MAY 6, 2016, ST. CHARLES COUNTRY CLUB
Reported in Update Report.

89. FACILITIES ENGINEER JOB DESCRIPTION
Position will replace Maintenance Supervisor Position
Physical Functions should be revised to applicable skill level required.

AGENDA TAKEN OUT OF ORDER

83. INTERVIEW OF INTERIM DIRECTOR, JIM MINGES
Jim Minges was interviewed by the Board.

84. INTERVIEW OF SEARCH FIRM FOR DIRECTOR
Bradbury Associates
JoBeth and Dan Bradbury were interviewed by the Board.

AGENDA TAKEN OUT OF ORDER

NEW BUSINESS
92. EAGLE SCOUT AWARD PROJECT
Withdrawn

93. SCHEDULE LIBRARY BOARD COMMITTEE MEETINGS:
FINANCE COMMITTEE
457 PLAN OVERSIGHT COMMITTEE
To be scheduled by Administrative Assistant via email.

94. BUILDING MAINTENANCE AND REPAIR
The boilers are operable.

95. 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)] – Search Firm for Director, Interim Director,
Assistant Director and IT Manager
Motion by Mrs. DeVault, second by Mrs. Francissen, at 8:41 pm, to go into Closed Session pursuant to Personnel [5 ILCS 120/2(c)(1)]. AYES: Haines, Hill, Francissen, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.

Reconvene to Regular Session at 8:51 pm.

96. POSSIBLE VOTES:
Search Firm for Director
Motion by Mrs. DeVault, second by Mrs. Reese, to approve Bradbury Associates as search firm for position of Director. AYES: Haines, Hill, Francissen, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.

Interim Director
No vote taken.

Assistant Director
Motion by Mrs. Reese, second by Mr. Hill, to approve Myung Gi Sung for position of Assistant Director. AYES: Haines, Hill, Francissen, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.

IT Manager
Motion by Mrs. DeVault, second by Mr. Hill, to approve Doug Perry for position of Information Technology Manager. AYES: Haines, Hill, Francissen, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.

Ms. Sung and Mr. Perry were brought back into meeting at 9:01 and informed of Board’s votes.

ADJOURN
Motion by Mrs. Reese, second by Mrs. Francissen, to adjourn at 9:04 pm. AYES: Haines, Hill, Francissen, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.

Kimberly Reese, Secretary
Board of Trustees

Minutes, Regular Monthly Meeting, March 9, 2016

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
MARCH 9, 2016

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, March 9, 2016 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Trustees Anne Francissen, Karen DeVault and Cynthia Steimle; Administrative Assistant Virginia Tsipas. Absent: Treasurer Norm Huntley, Trustee Mike Hill. Library staff present: Bonni Ellis, Denise Farrugia, Heidi Krueger, Nick Petta, Pam Salomone, Myung Gi Sung, David Macdonald, Michele Collette, Wendy Kmet, LaRaie Zimm. Guests: Don Sofolo, Dan Klobnak and Allison Norton of Outsource Solutions Group, Jim Annes of Equilibrium, Doug Perry of LINC.

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 requested a roll call to establish a quorum. AYES: Reese, Francissen, Steimle, Haines. NAYS: None. ABSENT: Huntley, Hill, DeVault. ABSTAINING: None.

Mrs. Haines informed the Board that Treasurer Norm Huntley submitted a request to attend the meeting electronically due to illness.

Mrs. DeVault arrived at the meeting.

Motion by Mrs. Reese, second by Mrs. DeVault, to allow Mr. Huntley to participate in the meeting via telephone. Carried unanimously. Mr. Huntley joined the meeting via telephone at 7:04 pm.

Mrs. Francissen asked that the Treasurer’s Reports for January and February 2016, be removed from the Consent Agenda. Dr. Steimle asked that the Minutes of the Regular Monthly Meeting, February 10, 2016, be removed from the Consent Agenda.

CONSENT AGENDA
Minutes of Executive Session Meeting, February 3, 2016
Minutes of Executive Session Meeting, February 10, 2016
Minutes of Policy Committee Meeting, March 2, 2016
Fund Balance Report: January 2016
Fund Balance Report: February 2016
Bank Reconciliation, January 31, 2016
Investment Reports: January and February 2016
The First State Bank and Harris Bank
Investment Report: February 2016
IIIT
Motion by Mrs. DeVault, second by Mrs. Reese, to approve the Minutes of Executive Session Meeting, February 3, 2016; Minutes of Executive Session Meeting, February 10, 2016; Minutes of Policy Committee Meeting, March 2, 2016; Fund Balance Reports: January and February 2016; Bank Reconciliation, January 31, 2016; Investment Reports for The First State Bank and Harris Bank: January and February 2016; Investment Report: IIIT for February 2016. Carried unanimously.

Check Register, Accounts Payable: February 2016
Check Register, Payroll: February 2016
Motion by Mrs. Francissen, second by Mrs. DeVault, to approve the Check Register, Accounts Payable: February 2016 in the amount of $439,603.32 and Check Register, Payroll for February 2016. Carried unanimously. Dr. Steimle asked for clarification of Baker & Taylor expense. Mrs. Kmet said it is for Library books and materials.

Invoices for Board Approval to Pay: February 2016
Mrs. Francissen asked why some of the OSG invoices dated back to August, 2015 had not been paid. Mrs. Kmet said the invoices were sent to the former Director and she did not give them to Mrs. Kmet for payment.

Motion by Mrs. Reese, second by Mrs. DeVault, to approve payment of invoices to OSG in the amount of $17,289.28. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAINING: None.

Motion by Mrs. Francissen, second by Mrs. DeVault, to approve payment of invoice to Kantar Media in the amount of $7,908.00. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAINING: None.

VISA Statement: February 2016
Amazon Statement: February 2016
Airline tickets were purchased for staff attending PLA in April. There is no longer a cash balance available on Library’s credit cards. An explanation of credit card expenses is shown in an Excel spreadsheet attached to the credit card statements.

Motion by Mrs. Reese, second by Mrs. DeVault to approve the VISA and Amazon Statements for February 2016. Carried unanimously.

TRUSTEE RECOGNITION
Not applicable.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
Mrs. Haines and Mrs. DeVault attended the Foundation meeting on February 11, 2016 and reported the Director of the Library had resigned. Foundation’s upcoming Books & Brunch Event is scheduled for April 23, 2016 and Trustees were encouraged to attend. Signatures on Foundation’s bank accounts have been changed to Robert Gephart, Mary Ann Tilton and Dawn Lassiter-Brueske. Some Foundation members may come to April Library Board meeting to provide information about charging stations that were mentioned in the year-end donor letters mailed out November 2015. Mrs. DeVault attended Friends’ meeting on February 13 to report the Director’s resignation. Display in Library Lobby represents Friends and Junior Friends. Friends will be handling the pass-through of the book sales for The Boys in the Boat, for One Book, One Community. Friends’ Used Book Sale will be April 15-17 and a vintage book sale in the Lobby will be April 15 and 16th only. Foundation will be providing hotel accommodations for Judy Rantz Willman as a guest at Books & Brunch Event. The Foundation raised $427 with fundraiser held at Francesca’s Restaurant. They may have a fundraiser at McNally’s Pub in the future.

Motion by Dr. Steimle, second by Mrs. Reese, 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
68. LAUTERBACH & AMEN, LLP
Thompson Reuters CS Professional Suite software used by Lauterbach and Amen is great and reports are clear. The Library can purchase the software and work independently at any point in time, there would not be a contract. Mrs. Kmet and Mrs. Kippes have both worked with Lauterbach & Amen at the Geneva Public Library and have a good working relationship with Lauterbach. The books are now balanced but need to have accounts allocated properly. Mrs. Francissen felt the services of Lauterbach & Amen overlapped with job descriptions for Business Administrator and Business Office Assistant. Mrs. Kmet spoke to the qualities of Lauterbach & Amen and the Library desperately needing their assistance with checks and balances, in order to be fiscally responsible. Lauterbach is a great resource for IMRF, ACA issues and back up. A payment for Abila or Lauterbach is due by April 1, 2016. Mrs. Haines spoke with Auditor Brian LeFevre, and he is very happy with Lauterbach & Amen. Mrs. Francissen wants to see specifically what Lauterbach is doing because of numbers changing in reports. Mrs. Kmet said numbers are reclassified and that is making changes in the numbers. Motion by Mrs. Francissen, second by Mrs. Reese, to accept the proposal from Lauterbach & Amen, with an explanation of duties Lauterbach will be performing in regards to the job descriptions of the Business Administrator and the Business Office Assistant. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAINING: None.

AGENDA TAKEN OUT OF ORDER

72. UPDATE REPORT
The credit cards used by Library staff have all been returned to the Administration Office. We only have three cards, one for maintenance, Communications & Marketing and the general Library card. The House Accounts have been updated and limited. Reports have been provided for VISA and Amazon statements, with explanations of expenses. We do not need an RFP for financial consulting services. Director’s email and voicemail have been password protected by Mrs. Haines and Mrs. Tsipas. Cash withdraw option of credit cards has been removed from the accounts.

69. IT ANALYSIS PRESENTATIONS
Outsource IT Solutions Group
Dan Klobnak spoke to the IT Audit which was prepared by OSG and the completed items documented in the Board packet of the report given by OSG. He spoke of the current IT problems at the Library and that OSG would like to work with the Library and Board. OSG does not feel the Library’s IT staff is sufficient and feels it would be better to outsource all IT staff with OSG.

Equilibrium IT Solutions
Jim Annes of Equilibrium provided a presentation of services offered by Equilibrium, their fees, what it would take to bring the Library up to speed with software and hardware, possibly outsourcing some or all IT matters to the companies they work with, keeping our staff certified, come up with recommendations to achieve business goals, get understanding of our environment, written report by their engineers, preparation of IT business plan. Equilibrium’s fees could possibly be $15,000-$22,000 for a library this size.

Doug Perry
Doug Perry is a network and system coordinator, has worked on technology projects with the Library, recommends hiring IT Manager, document inventory equipment replacement, feels our current IT department is understaffed, would have open communication with Library management and Board of Directors to evaluate what technology needs are and develop plan, request and evaluate proposals from consultants, need for expertise in-house to work with consultants, work on projects with Windows, Office and Citrix, server switches and access points, digital media lab, 3D printing, RFID, tech petting labs, library user self-serve projects, is Sirsi Dynex serving our needs, future projects for ILS. Library may be migrating to Swan Systems, and looking at other consortia options, as well as stand-alone option. Mr. Perry would like to be considered for the IT Manager position. He has experience with LINC, a good track record with the Library, his technology background is with library technology and he has worked a lot with St. Charles Public Library staff.

Mrs. DeVault questioned OSG and said they did not seem to understand what information the Board wanted. Don Sofolo said yes, because the Library is not ready to make a decision with either having IT in house or outsourcing everything. He continued to say they developed a plan for the last several months but to restart the process would not be wise for Library resources.

OSG was questioned about communication with the Board. Don Sofolo stated from the beginning they wanted to talk with the Board, had presented quotes for replacing hardware and licensing with software issues, met with director and pushed to meet with the Board.

Mr. Annes was asked if he had experience working with libraries. He said they are working with Aurora Public Library and local governments and non-profits. Mrs. Haines asked Equilibrium in order to have another company to consider.

Mr. Sofolo of OSG said the DesPlaines Library has an RFP document and encouraged the Board to prepare something similar and get more bids.

Mrs. Haines said the decision from the IT analysis presentations will be discussed by the Facilities Committee at an upcoming meeting.

70. PHONES – WI-FI THROUGHOUT LIBRARY
David Macdonald said the wi-fi throughout the Library is working fairly well. In the Huntley Meeting Room phone service is hard to get through. Mrs. Haines asked Mr. Macdonald to put together a proposal of the wi-fi system and cellular system for April Board meeting.

71. POLICY COMMITTEE RECOMMENDATIONS
RATIFICATION OF FULL-TIME YOUTH SERVICES LIBRARIAN
REVIEW SEARCH FIRMS FOR DIRECTOR
STAFF INSERVICE DAYS
The Policy Committee ratified the Full-Time Youth Services Librarian, and approved Staff Inservice dates. The Committee members did talk with some search firms. Mrs. Farrugia introduced LaRaie Zimm, the new Youth Services Librarian and the Board welcomed Ms. Zimm.

Mrs. DeVault spoke with June Garcia, who is also working with Skokie Library and she needs to find out if there is a non-compete clause from Skokie. Ms. Garcia’s fee structure for hiring is $18,000 to $20,000. She lives in Colorado, said the best candidates are working at other libraries now and that the Board could skype with prospective candidates. Mrs. DeVault distributed a handout regarding points she spoke to with Ms. Garcia. Ms. Garcia highly recommends Calaberry Consulting.

Mrs. Reese spoke with Calaberry Consulting. They are a local firm and Alice Calabrese Berry is a librarian. She has conducted searches for directors, is a Library Trustee, has never had a failed search, only takes on one or two searches at a time and performs reference checks. She would work with Director and Board for three months after hiring of Director. She mentioned often the first replacement does not stay, but the second replacement is the one that stays. Her fee is $15,000. If the search went national the fees would be higher.

Mrs. Haines spoke with Lona Lausen from Colorado. She was recommended to the Board by Carol Dawe. Her fee is a percentage of the salary. She sent a resume of an interim director to Mrs. Haines. Ms. Lausen knows the local area.

Mrs. Haines has not spoken with Bradbury Associates because they were traveling.

Motion by Mrs. Reese, second by Mrs. DeVault to request Calaberry Consulting and Bradbury Associates to attend the April 13, 2016 Board meeting to speak to the Board about their search firms. Carried unanimously.

73. INTERIM DIRECTOR SEARCH (Closed Session)
To be discussed in Closed Session.

NEW BUSINESS
74. LINC BUDGET 2016-2017
Mrs. DeVault said Myung Gi Sung and Bonni Ellis are now attending the LINC meetings in absence of a Library director. Motion by Mrs. Francissen, second by Mrs. Reese, to approve the LINC Budget 2016-2017. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAINING: None.

75. REVIEW OF CHAPTER 5, “TECHNOLOGY,” OF SERVING OUR PUBLIC 3.0 STANDARDS FOR ILLINOIS PUBLIC LIBRARIES, 2014
Tabled for April 13, 2016 meeting.

76. SCHEDULE LIBRARY BOARD COMMITTEE MEETINGS:
Policy Committee
Facilities Committtee
Finance Committee
457 Plan Oversight Committee
To be discussed after Closed Session.

77. BUILDING MAINTENANCE AND REPAIR
TRANE PROPOSAL – AHU-1 COMPUTER MODULE
Nick Petta reported that Batavia Damp came in to repair the AHU2 corner closet leak located in Youth Services. Damico performed cold patch repairs of potholes and will come back in April to walk all four parking lots and provide proposal. The Trane module is out. Mr. Petta spoke with Artlip who proposed to replace module using a used product with a guarantee for three months at a cost of $2,000. A new module is guaranteed for one year. Module is used for heating in fall and winter. Mrs. Francissen said we need a capital budget plan. Mrs. Haines said this is nothing urgent and requested to bring this matter before the Facilities Committee. Mr. Petta was requested to obtain second proposal.

78. 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)] – Interim Director Search
Motion by Mrs. Reese, second by Mrs. DeVault, at 8:41 pm, to go into Closed Session pursuant to Personnel [5 ILCS 120/2(c)(1)]. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAIN: None.

Reconvene to Regular Session at 9:00 pm.

Dr. Steimle requested a revision of the February 10, 2016 Regular Monthly Minutes, page 00707, “Don Sofolo, owner of OSG said they did not prepare a presentation for the meeting,” to be changed to “Don Sofolo, owner of OSG said they were not aware they were requested to give a presentation.” Motion, by Mrs. DeVault, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, February 10, 2016, as so corrected. Carried unanimously.

Dr. Steimle asked if staff communicating with Board via email goes directly to Board. Mrs. Haines said yes, David Macdonald corrected that.

Mrs. DeVault will call June Garcia and inform her that the Library will not go with her firm.

The following Committees of the Board were scheduled:

Special Board Meeting
All Trustees
Wednesday, March 16, 2016
6:30 pm – 7:30 pm
Interview Interim Director Candidates

Policy Committee Meeting
DeVault, Reese, Steimle, Haines
Wednesday, March 16, 2016
7:30-8:45 pm

Finance Committee Meeting
Huntley, Haines, Francissen
Wednesday, March 23, 2016
6:30 – 8:00 pm
Librarian-In-Charge Proposal
Paycom

Facilities Committee Meeting
Huntley, Hill, Steimle, Haines
To be scheduled either 3/30/16 or 4/6/16
IT

457 Plan Oversight Committee
Haines, Reese, Venegas
To be scheduled after Tory talks with Fran Venegas

79. POSSIBLE VOTE ON INTERIM DIRECTOR SEARCH
No votes.

ADJOURN
Motion by Mrs. Reese, second by Mrs. Francissen, to adjourn at 9:15 pm. AYES: Huntley, Francissen, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Hill. ABSTAIN: None.

Kimberly Reese, Secretary
Board of Trustees

Ordinance 2015/2016-7: Ordinance Establishing Dates of Regular Meetings of January 2016 – January 2017

ORDINANCE 2015/2016 – 7

ORDINANCE ESTABLISHING DATES OF REGULAR MEETINGS OF THE BOARD OF
TRUSTEES OF THE ST. CHARLES PUBLIC LIBRARY DISTRICT FOR CALENDAR YEAR
JANUARY 2016 – JANUARY 2017

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 13, 2016
February 10, 2016
March 9, 2016
April 13, 2016
May 11, 2016
June 8, 2016
July 13, 2016
September 14, 2016 (Annual Meeting)
October 12, 2016
November 9, 2016
December 14, 2016
January 11, 2017

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

ADOPTED this 9th day of December, 2015, pursuant to a roll call vote as follows:

AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle
NAYS: None
ABSTAINING: None
ABSENT: None
Victoria A. Haines /s/
ATTEST: President, Board of Trustees
St. Charles Public Library District

Kimberly Reese /s/
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