Meeting Notice, Regular Monthly Meeting, March 4, 2015

BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
REGULAR MONTHLY MEETING
MARCH 4, 2015

Board Meeting: Wednesday, March 4, 2015, 7:00 p.m., Bisbee Conference Room at the Library, One South Sixth Avenue, St. Charles, IL 60174.

Mission Statement
To support the growth and creativity of the individual and foster the spirit of community and local economy.

AGENDA

I. Call to Order
II. Welcome of Guests
III. Approve Consent Agenda
Minutes of Regular Monthly Meeting, February 11, 2015
Minutes of Executive Session, February 11, 2015
Treasurer’s Report: February 2015
Internal Budget Report: February 2015
Year-to-date Statement: February 2015
Fund Balance: February 2015
Investment Reports: February 2015
The First State Bank and Harris Bank
IIIT
IV. Approval of February 2015 Bills
V. Trustee Recognition
VI. Director’s Report: February 2015
VII. Committee Reports
VIII. Communications and Citizen’s Comments

IX. Unfinished Business
68. Use of Special Reserve Fund
69. Personnel
a. IT Manager Position
b. Update on Status of Other Positions
X. New Business
70. Approval of 2016 LINC budget
71. 2016 Per Capita Grant Application Process
72. Review of Chapter 5, “Technology,” of Serving Our Public 3.0: Standards
for Illinois Public Libraries, 2014.
73. Building Maintenance and Repair
74. 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)]
75. Possible Vote on Items Discussed in Closed Session

MONTHLY REPORTS
Department Managers’ Report, February 2015
Statistical Report, February 2015

Minutes, Regular Monthly Meeting, January 14, 2015

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
JANUARY 14, 2015

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, January 14, 2015 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 and Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Denise Farrugia, Myung Gi Sung, Emily Conradt, Dana Hintz. Guest: Anne Francissen.

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

RECOGNITION
Mrs. Haines recognized Director Pamela Leffler for her first anniversary with the Library.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, December 10, 2014
MINUTES: Executive Session, December 10, 2014
Treasurer’s Report: December 2014
Working Budget Report: December 2014
Year-To-Date Statement: December 2014
Fund Balance: December 2014
Investment Reports: December 2014
The First State Bank and Harris Bank
IIIT

Motion by Mr. Huntley, second by Mrs. DeVault, to approve the Minutes of the Regular Monthly Meeting, December 10, 2014, the Minutes of the Executive Session, December 10, 2014 and to remain closed to the public, Treasurer’s Report: December 2014; Working Budget Report: December 2014; Year-To-Date Statement: December 2014; Fund Balance: December 2014; and Investment Reports for The First State Bank, Harris Bank and IIIT: December 2014. Carried unanimously.

BILLS: December 2014
Motion by Mr. Huntley, second by Mr. Prath, to approve the bills for December 2014 in the amount of $643,900.12. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

DIRECTOR’S REPORT: December 2014
Mrs. Leffler and Mrs. Haines attended the Joint Review Board meeting and more information is in the Director’s Agenda Explanation. Packets of information are available if desired. We learned that we can request TIF money from the City to compensate for a small portion of the funds we would lose. Once the TIF redistricting has been approved on we will talk with Roger Ritzman to recoup the funds. Mr. Huntley asked if this was new and Mrs. Haines said no. Mrs. Haines commented that during typical Joint Review Board meetings you don’t receive a lot of detail. The law firm retained by the City for the TIF redistricting walked us through the details. Mrs. Leffler will talk with Roger to inform us of the process of applying for the payments, which take place between July 1 and September 30 each year. It might be worth to ask for every year. Mr. Huntley said it is interesting to ask School District if they are receiving the funds. Mrs. Leffler said the budget for Library’s funds is 2% and the School District’s is 40%. We are losing the increment but if we can get a small percentage back it would be good. Motion by Mrs. Reese, second by Mrs. DeVault, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
Retreat was canceled. Monday, January 26, there will be a fundraiser for the Foundation at McNally’s Pub. Ten percent of the proceeds from the entire day will go to Foundation. Upcoming Sunday Concerts, January 25, Paul Moeller and Kerena Moeller. February 22, Antique Baroque Consort. Next meeting will be February 12, 2015.

Audit (Kimberly Reese)
The Audit Committee reviewed the Secretary’s records for the period July 1, 2014 to December 31, 2014, and found them to be in good order without errors or discrepancies. The Executive Session Minutes are to remain closed. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Intergovernmental Group (Mike Hill)
There will not be a meeting on January 15, 2015. Looking forward to receiving finished study of student population for School District. Mrs. Leffler said today they were talking about growth of School District and looking at decrease particularly in 4th, 5th and 6th grades. It is expected they might not get up to 14,000 enrollment again. Boundaries may be reworked and some schools may close. Some data is about four years old because the Board of Health is not releasing recent live birth data. Dr. Schlomann said what the committee finds will guide the decisions of the School Board. All schools outside City limits are not at maximum enrollment. We have moved from growth community to mature community.

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
54. LEGAL CALENDAR FOR 2015
Attorney Ritzman reviewed legal calendar and it was distributed at this meeting.

55. FIRST STREET TIF DISTRICT
Discussed in Director’s Report.

Letter provided to Trustees from Secretary of State informing Library of award of 2015 Per Capita Grant funds in the amount of $68,865.00. Each Trustee also received 2016/2017 Requirements for Per Capita Grant.

56. USE OF SPECIAL RESERVE FUND
Trustees received Special Reserve Fund/Building & Equipment Fund Priorities and Possible Building & Equipment Fund Purchases. Mrs. Leffler and Mrs. Marie Baldwin talked with Mr. Brian LeFevre about prior purchases to Building and Maintenance Fund that we could transfer. We need to keep good notes in ledger. Contract equipment maintenance use with Building and Maintenance Fund. Discussed same with Attorney Ritzman and Attorney Bob Smith. Mrs. Haines said Mr. LeFevre said we could transfer funds for all possible building and equipment fund purchases and also budget contractual. Total is about $225,000 to transfer into Special Reserve Fund.

Motion by Mr. Prath, second by Dr. Steimle, to transfer payments from the General Fund to the Building and Equipment Fund for the purchases already made and contractual. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Board will review priorities, then we can obtain cost estimates and prepare a Resolution. Mr. Huntley said we need to remodel the front entrance and need to change the portico now. Mrs. Leffler said she will approach Lohan Anderson. Mr. Hill felt Lohan Anderson let us down with the renovations and he felt they should have known about asbestos. Because of additional payments due to their mistakes they might be willing to cut us a break. Mr. Hill asked if they were aware there was a concern. Mrs. Leffler said yes.

Motion by Mr. Huntley, second by Mr. Hill to move ahead on portico area. Carried unanimously. Dr. Steimle suggested we talk with companies about temporary options.

Mrs. Leffler said she is still going through Minutes for information or resolutions for use of Special Reserve Fund and Building and Equipment Fund. She has not found anything in the last nine years that we had a resolution. There have been discussions but no resolutions.

NEW BUSINESS
57. PERSONNEL
a. Outreach Services Position
Ms. Krueger has been interviewing for this position and has a couple good candidates.

b. FMLA Leave
One employee out on leave now.

c. Introduction of New YS Librarians
Mrs. Leffler has heard good comments from patrons about our two new YS Librarians. Mrs. Farrugia introduced Kristen Lawson who was hired on October 6, 2014 and Brittany Staszak who was hired on November 3, 2014.

Mrs. Sung has interviewed applicants for the position of Cataloging Assistant. This was once a full-time position and will now be a part-time position.

58. BUILDING MAINTENANCE AND REPAIRS
Nothing to report.

59. 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 adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:35 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Reconvene to Regular Meeting at 8:26 pm.

60. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No votes needed.

Suggestion made that railing from main level to lower level should be restained.

ADJOURN
Motion by Dr. Steimle, second by Mr. Hill, to adjourn at 8:27 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees

Meeting Notice, Meeting Date Change for March, 2015

BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT

NOTICE OF REGULAR MARCH 2015
MEETING DATE CHANGE

The regular monthly meeting of the Board of Trustees of the St. Charles Public Library District originally scheduled on March 11, 2015, has been rescheduled to Wednesday, March 4, 2015, at 7:00 pm, at the Library (One S. 6th Avenue, St. Charles, IL 60174).

 

Minutes, Regular Monthly Meeting, December 10, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
DECEMBER 10, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, December 10, 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 and Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Library Staff present: Bryan Wood, Bonni Ellis, Heidi Krueger, Pam Salomone, Jean Langlais, Emily Conradt, Denise Farrugia, Myung Gi Sung.

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

TRUSTEE RECOGNITION
Mrs. Haines recognized Trustee Michael Hill and thanked him for his service to the Board for 10 years.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, November 12, 2014
MINUTES: Executive Session, November 12, 2014
Treasurer’s Report: November 2014
Working Budget Report: November 2014
Year-To-Date Statement: November 2014
Fund Balance: November 2014
Investment Reports: November 2014
The First State Bank and Harris Bank
IIIT

Motion by Mr. Huntley, second by Mr. Prath, to approve the Minutes of the Regular Monthly Meeting, November 12, 2014, the Minutes of the Executive Session, November 12, 2014 and to remain closed to the public, Treasurer’s Report: November 2014; Working Budget Report: November 2014; Year-To-Date Statement: November 2014; Fund Balance: November 2014; and Investment Reports for The First State Bank, Harris Bank and IIIT: November 2014. Carried unanimously.

BILLS: November 2014
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the bills for November 2014 in the amount of $503,727.91. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

DIRECTOR’S REPORT: November 2014
The cabinet under the stairs in the lower level lobby has been installed. Mr. Huntley commented that the Staff Inservice Day seemed like a good program. Mrs. Leffler said we would like to build on that program of team building. Motion by Mr. Huntley, second by Mr. Prath, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
The Foundation sent out their year-end letter on November 19 with a focus of donation for the landscaping at the corner of Illinois and Sixth Avenue. The Library Foundation retreat will be held on January 10, 2015 at the Library, coordinated by CJ Morgan and Roman Seckel. A potential new Board member will be interviewed. The next meeting will be held on December 11, 2014.

Intergovernmental Group (Mike Hill)
Mr. Hill presented his written report.

Motion by Dr. Steimle, 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
45. DIRECTOR REVIEW
a. Proposed Objectives, 2015
b. Annual Review
Motion, by Mr. Hill, second by Mrs. DeVault, to discuss this agenda item in Closed Session. Carried unanimously.

46. POLICY COMMITTEE RECOMMENDATIONS
a. Vacation Policy
Tabled pending further information to be provided.

b. Outreach Services Position
c. Business Office Assistant
d. Salary Schedule, Updated
Policy Committee recommends revised Outreach Services position and Business Office Assistant position, and approval of updated Salary Schedule. The Salary Schedule had no actual dollar amount changes, there were job positions eliminated on the schedule that are no longer active. Trustees received information previously by email from Mrs. Leffler regarding these recommendations. Motion by Mr. Prath, second by Mrs. DeVault, to approve the job descriptions for the Reference Librarian II/Outreach Librarian and the Business Office Assistant and to approve the updated Salary Schedule. AYES: Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: Huntley.

NEW BUSINESS
47. ORDINANCE 2014/2015-5: ESTABLISHING DATES OF REGULAR BOARD MEETINGS OF THE BOARD OF TRUSTEES FOR CALENDAR YEAR, JANUARY 2015 – JANUARY 2016.
Motion by Mr. Huntley, second by Mrs. Reese, to adopt Ordinance 2014/2015-5. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

48. LEGAL CALENDAR 2015
Mrs. Leffler has not received the 2015 Legal Calendar from Attorney Roger Ritzman, but will have it at the January meeting. However, all legal obligations in December have been met and we have reviewed January’s schedule with the attorney.

49. FIRST STREET TIF
Mrs. Leffler and Mrs. Haines met with Mark Koenen and the City wants to deTIF and then reTIF, which will save the City money. The Library is potentially losing the tax increment should development in the TIF district take place. Mrs. Leffler has more documentation for review by the Trustees if requested. We need to vote at a Joint Review Meeting on December 16. There will be a Public Hearing in January 2015.

Mr. Hill agreed we should vote yes, but would like the Library to let the City know how disappointed we were when we went to referendum and their support was lukewarm, at best.

Mr. Prath stated that by adding Main Street to a TIF, it is going to raise taxes. This vote will impact on all governing bodies. Mr. Huntley stated that we do not really have a choice on this issue.

Mr. Huntley felt the economy killed the advancement that was going on.

Motion by Mr. Huntley, second by Mr. Hill, to vote yes for the First Street TIF and to tell the City of our disappointment in their lack of support for our referendum. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAIN: Steimle.

50. BUILDING MAINTENANCE AND REPAIRS
Nothing to report. A compliment was made that the lighting outside looks much better and it is safer for staff and patrons.

51. USE OF SPECIAL RESERVE FUNDS
Mr. Huntley would like to hear from our attorney about this situation. Mr. Juergensmeyer always told us to ask for the buildup and that it was legal. Mrs. Leffler said it is not illegal, but we need to have a plan on spending it down. Mr. Huntley said Mr. Juergensmeyer said we had to have a plan and he felt a plan was passed several years ago. Mrs. Leffler reviewed minutes six years back and could not find any mention of a specific plan. Mrs. Leffler will supply Mr. Ritzman with a plan.

Mrs. Leffler said we have a Building and Maintenance Fund and we do not have a plan. For the last three years we only spent approximately $8,000 while we have levied approximately $500,000. We will prepare a resolution for use of the Special Reserve Fund and to transfer some of the Building and Equipment Funds to the Special Reserve Fund.

Mr. Huntley said we do not want to be shy about passing a .02% levy. He recalls past Trustee Jeannie Folk speaking to building up the fund to construct a new building. Mr. Juergensmeyer would have prepared an original resolution for this decision.

Mrs. Leffler stated we need to discuss spending down the Special Reserve Fund, outlining the ideas and material costs, prepare the resolution and transfer the funds from Building and Maintenance into the Special Reserve Fund. Mr. Ritzman suggested a plan by January.

Mrs. Leffler said the renovation we recently went through was more of a temporary fix because we thought we would be building a larger library. We should have been more aggressive with our renovation.

Mrs. Haines said we also talked about a satellite facility but decided not to go through with it.

Mrs. Haines would like for Mrs. Leffler to speak with the department managers to prioritize necessities for the Library’s renovation. What are some issues we see day to day.

Mrs. Leffler said both attorneys told her that Building and Equipment Funds can be used for contractual maintenance for facilities. Mr. Huntley suggested maintenance upkeep of Library, HV/AC and snow removal. Mrs. Haines said we should ask if we can do this retro to July 1, 2014. Mrs. Leffler said she would check with Marie Baldwin and Sikich.

Mr. Huntley asked for department managers to separate their ideas of wishes and needs.

Mr. Prath asked if the community was asking for a west side facility. Mrs. Haines said yes. Mr. Prath stated the School District may be selling some land on the west side of Randall Road, south of Macdonald Road. We could approach the School District and ask them about purchasing it. Mrs. Haines said we could look at that option, but then you have up costs of staff and ongoing maintenance of that building. A lot of other governmental agencies have satellite facilities but they are not always staffed. We need to know what the community expects from us.

Mr. Hill said if we look into a west side branch again, he would suggest staff put together a packet of the land costs, building costs and operating costs. However, it could detract from services from the main facility.

Mr. Prath said he liked the idea of tutors and meeting rooms across the street from the main library. Mrs. Leffler said it would not add much for staff costs.

Dr. Steimle said the advantage of a “learning annex” across the street would not try to duplicate services at another location, but expand upon what we have. The cost for a satellite facility is much more than she anticipated. She is much more in favor to have a learning facility.

Mrs. Haines said we purchased the land across the street with a plan for expansion. We do want to show the community that we have a plan for that property.

Mr. Prath suggested enclosing the portico to help with the cold and wind problem. Mrs. Haines asked when we would receive ideas and costs. Mrs. Leffler said we could bring ideas to January meeting and then push it out to February to obtain costs.

Mrs. Haines would like to see at January meeting the amount in the fund, what we should transfer and what we should spend. Mrs. Leffler said with the Building and Maintenance Fund we can continue to levy for .02% but then we have to make transfers. Mrs. Leffler will talk with both Attorney Ritzman and Brian LeFevre of Sikich.

52. 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 adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:41 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Reconvene to Regular Meeting at 8:32 pm.

53. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Dr. Steimle, second by Mrs. Reese, to increase the Director’s salary up to a total of 3%, for an annual salary of $115,360. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

ADJOURN
Motion by Mrs. Reese, second by Mrs. DeVault, to adjourn at 8:34 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees

Minutes of Regular Monthly Meeting, November 12, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
NOVEMBER 12, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, November 12, 2014 at 7:00 pm at the Library. Present: President Tory Haines, Treasurer Norm Huntley, Trustees Daniel Prath, Mike Hill, Karen DeVault and Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Vice-President/ Secretary Kimberly Reese. Guests: Anne Francissen, Resident; Drew Glassford, Hunter Glassford and A.J. Lullo, Boy Scout Pack 13. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Myung Gi Sung, Denise Farrugia.

6:30 PM – Board Walk-Through

The Trustees had the following comments during the Library Walk-Through for the lower level:
• Dividing Wall doors are damaged in Huntley Meeting Room
• Wallpaper behind stack of chairs in Huntley Meeting Room is pealing and marred
• Several dirty spots on wall covering throughout Huntley Meeting Room, including kitchen area
• Cabinet to be installed under stairs leading to lower level by November 20, 2014
• Purchase Diaper Jeanie for bathroom in Youth Services Department
• Place security covers for all outlets in Youth Services Department
• Plastic covers over metal plates on floor in Youth Services Department
• Enclose data wires in Youth Services Department
• Cord for TV to be enclosed by Helen Gale Story Room in Youth Services Department
• Large workroom in Youth Services has a squeaky Heat/AC fan

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

In the absence of Kimberly Reese, Michael Hill was appointed Secretary Pro Tem.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, October 8, 2014
Treasurer’s Report: October 2014
Working Budget Report: October 2014
Year-To-Date Statement: October 2014
Fund Balance: October 2014
Investment Reports: October 2014
The First State Bank and Harris Bank
IIIT

Motion by Mr. Huntley, second by Mr. Hill, to approve the Minutes of the Regular Monthly Meeting, October 8, 2014, Treasurer’s Report: October 2014; Working Budget Report: October 2014; Year-To-Date Statement: October 2014; Fund Balance: October 2014; and Investment Reports for The First State Bank, Harris Bank and IIIT: October 2014. Carried unanimously.

BILLS: October 2014
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the bills for October 2014 in the amount of $539,686.18. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

DIRECTOR’S REPORT: October 2014
Litigation is being handled by Attorney Robert Smith, who will later attend this meeting to discuss issue in Closed Session. Motion by Mr. Huntley, second by Mrs. DeVault, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
Friends of the Library made $5,000 at book sale and used a credit card app for the first time. Francesca’s fund raising event made approximately $450. Foundation Board will meet January 10, 2015 in the Carnegie Community Room to review Strategic Plan and plan to have new Board member in place. End of the year fundraising letters went out in November. Will discuss new landscaping of Illinois and Sixth Avenues.

Intergovernmental Group (Mike Hill)
High School Kickathon raised over $100,000. Q Center is no longer for sale. Next meeting will be Thursday, November 13, 2014 at the School District.

Motion by Mr. Huntley, 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.

Three Boy Scout visitors attended the meeting to see the process of running a board meeting.

UNFINISHED BUSINESS
36. ORDINANCE 2014/2015-4 AN ORDINANCE LEVYING TAXES FOR LIBRARY PURPOSES FOR THE FISCAL YEAR 2014/2015 (INCLUDES CERTIFICATE OF LEVIES)
Mrs. Leffler said there were no changes from the Tentative Levy Ordinance. Motion by Mr. Hill, second by Mr. Prath to enact Ordinance 2014/2015-4. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

37. TRUTH IN TAXATION CERTIFICATE OF COMPLIANCE
Motion by Mr. Prath, second by Mrs. DeVault, to certify adoption of Levy Ordinance and state that no public hearing is necessary as the levy does not exceed 105% of the previous year’s tax extension. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

38. DIRECTOR REVIEW
This will be placed on December 2014 Agenda.

39. YOUTH SERVICES LIBRARIAN – MIDDLE SCHOOL SPECIALIST
Brittany Staszak was hired and has unique and interesting ideas, is enthusiastic and very professional. Brittany will attend the December meeting to meet the Trustees. Mrs. Leffler will share the new position at the Intergovernmental Group meeting on Thursday, November 13, 2014. Motion by Dr. Steimle, second by Mrs. DeVault to ratify the hiring of Brittany Staszak. Carried unanimously.

40. SEARCH FOR LIBRARY ATTORNEY
7:15 pm, Attorney Roger Ritzman arrived.

Roger Ritzman spoke of his experience in working with public libraries, which represents 80% of his practice. He has been with the firm of Peregrine, Stime, Newman, Ritzman & Bruckner, Ltd. since 1976. He lives in Wheaton and the firm is located in an historical building in Wheaton. His client base extends up into Wisconsin and down through Oswego. He handles all types of issues: capital improvement, policy reviews, levies, annexations, personnel issues, etc.

Mr. Ritzman’s son, Mark Ritzman has experience with libraries and has been with the firm for over five years. Mark Ritzman and Dale Bruckner are available when Roger Ritzman is out of town.

Mr. Ritzman said his firm represents about 51 libraries. His firm has represented Geneva Library for 30 years and Batavia Library for 20-30 years. He represented Algonquin Library several years ago.

Mr. Ritzman does not work on retainers and his hourly rate is $195. Fees are charged portal to portal. If he has a conflict of interest with another library, he will recommend other attorneys with local government law. He would not represent either party.

Mrs. Haines said she did a survey with other libraries and he received raving reviews. Mr. Ritzman left the meeting at 7:23 pm.

NEW BUSINESS
41. SET POLICY COMMITTEE MEETING
This meeting will be scheduled after the Board meeting.

42. BUILDING MAINTENANCE AND REPAIRS
Library will be contracting with Siebert Landscaping, Inc. for snow plow removal.

With regard to blind repair, different window firms will be contacted over the next few days. Most problems with new phone system have been worked out. Heidi Krueger is now recording phone messages for the Library, as Cindy Bravos who used to record our messages is now working full time.

40. SEARCH FOR LIBRARY ATTORNEY
7:28 pm, Attorney Bob Smith arrived.

Bob Smith was a former partner of John Juergensmeyer’s for a number of years. He is committed to library law and has been very active in library districts and working to form various library districts. He has worked on both issues of referenda. He has worked with various libraries throughout Illinois, is a sole general practitioner and lives in Elgin.

Mr. Smith is comfortable working with a retainer or by hourly fee, but it is the Board’s decision. He said he could stay in touch and go to Board meetings without having to bill each month. Retainer fee would be $400 per month and hourly rate is $275.

Mr. Smith met with Mrs. Leffler and talked about current tax objection issue and will stay to discuss this issue in Closed Session.

Mrs. Haines told Mr. Smith, on behalf of the Board, they appreciate him stepping in as their interim attorney and he has been very helpful.

Mrs. Haines asked if the Boy Scout guests had any questions. They wanted to know what the Board would do with a difference of opinion on an issue. A Board Trustee responded that they compromise and discuss the issue and once an agreement is made, we are united outside of Board room. The Boy Scouts wanted to know what some of the issues were where there were differences of opinion. Those issues were when there was a decision to hire a consultant, to discuss raising fines, and the placement of Jones Law Office on Library property.

11. 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 Mr. Huntley, second by Mr. Hill to adjourn to Closed Session with regard to Litigation [5 ILCS 120/2(c)(11)] matters at 7:40 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

Reconvene to Regular Meeting at 8:24 pm.

Motion by Mr. Huntley, second by Mr. Hill to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 8:25 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

Reconvene to Regular Meeting at 8:36 pm.

44. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Mrs. DeVault, second by Mr. Hill, to engage Mr. Roger Ritzman of Peregrine, Stime, Newman, Ritzman & Bruckner, Ltd. as the new attorneys for the St. Charles Public Library. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

ADJOURN
Motion by Mr. Huntley, second by Dr. Steimle, to adjourn at 8:37 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

       /Michael Hill/                             
Michael Hill, Secretary Pro Tem
Board of Trustees

Ordinance 2014/2015-5, Establishing Dates of Regular Meetings of January 2015-January 2016

ORDINANCE 2014/2015 – 5

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

JANUARY 2015 – JANUARY 2016

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 14, 2015
February 11, 2015
March 11, 2015
April 8, 2015
May 13, 2015
June 10, 2015
July 8, 2015
September 9, 2015 (Annual Meeting)
October 14, 2015
November 11, 2015
December 9, 2015
January 13, 2016

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

ADOPTED this 10th day of December, 2014, pursuant to a roll call vote as follows:

AYES:    Huntley, Prath, 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