Special Meeting Notice, April 29, 2015

SPECIAL MEETING

BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
WEDNESDAY, APRIL 29, 2015
6:30 PM

A Special Meeting of the Board of Trustees of the St. Charles Public Library District will be held at the Library (One S. 6th Avenue, St. Charles, IL 60174) in the Huntley Meeting Room for the purpose of interviewing architectural firms on Wednesday, April 29, 2015 at 6:30 PM.

Agenda

1. Call to Order.

2. Interview of Architectural Firms.

Minutes, Regular Monthly Meeting, March 4, 2015

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

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, March 4, 2015 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustee Daniel Prath; Absent: Trustees Cynthia Steimle, Mike Hill and Karen DeVault. Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Denise Farrugia, Myung Gi Sung, Barbara Klyczek, Emily Conradt, and Dana Hintz.

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

RECOGNITION
No recognitions this meeting.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, February 11, 2015
MINUTES: Executive Session, February 11, 2015
Treasurer’s Report: February 2015
Working 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

Motion by Mr. Huntley, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, February 11, 2015 and the Minutes of the Executive Session, February 11, 2015. Carried unanimously.

The Treasurer’s Report: February 2015; Working Budget Report: February 2015; Year-To-Date Statement: February 2015; Fund Balance: February 2015; and Investment Reports for The First State Bank, Harris Bank and IIIT: February 2015, to be included in the April Board packet and voted on at the April 8, 2015 Regular Monthly Meeting.

BILLS: February 2015
Motion by Mr. Huntley, second by Mrs. Reese, to approve the bills for February 2015 in the amount of $481,101.81. AYES: Huntley, Prath, Haines, Reese. NAYS: None. ABSENT: Hill, DeVault, Steimle. ABSTAIN: None.

DIRECTOR’S REPORT: February 2015
Nothing to add to Director’s Report. Mr. Huntley is pleased to see that Thomas Merritt has donated funds for the genealogy program. Mrs. Leffler said Mr. Merritt has offered future funds for this program. Motion by Mrs. Reese, second by Mr. Huntley, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:
Intergovernmental Group (Dan Prath)
Park District referendum underway and Mr. Prath distributed brochures. School District is monitoring a measles case reported at Elgin Community College, but there are no cases reported within the District. City updated that the Quad will keep the Sears building and when the ground thaws they will continue with landscaping. The next meeting will be held at the Baker Community Building and be sponsored by the Park District. Mr. Huntley requested a correction in Mr. Hill’s report of February 12, 2015 Intergovernmental meeting, City’s report correcting the spelling of Peggy Forester’s name.

Motion by Mr. Prath, 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. USE OF SPECIAL RESERVE FUND
a. Lohan Anderson’s Proposal
b. Closure of 6th Avenue
c. Trustee Mike Hill’s Comments
Mrs. Leffler mentioned the proposal of Lohan Anderson, email from City Administrator to possibly close 6th Avenue and comments of Mr. Hill which were included in the Board packet. There are a few things to consider; will we accept Lohan Anderson proposal, we need to clarify priorities and a resolution will need to be prepared to transfer funds. She has no objections to look at other architectural firms in light of the proposed amount. Mr. Huntley asked if we are thinking to reconfigure the parking lot. Mrs. Leffler said we talked about Learning Annex, but it makes more sense to build out from the Administration Office area of the Library and reconfigure parking. We could possibly request to close off Walnut Avenue.

Dr. Cynthia Steimle arrived at 7:08 pm.

Mrs. Leffler questioned if we go with another architect would the City require us to do anything new with the engineering survey. Mrs. Haines said if the City would want a new engineering survey it does not matter what architect we go with. Mr. Prath stated that Lohan Anderson cost the Library about $15,000 when they missed the existence of asbestos with last remodel. Mrs. Haines said to engage another architect could take another year for second remodel; however she feels that Lohan Anderson proposal is very high. She would like to see what a different architect would propose. Mrs. Leffler said there may be some benefit to have fresh eyes look at next remodel.
The Board decided on the following priorities:
• Not to build the Learning Annex
• Build out east from the existing Library
• New entry highlighting Library Main entrance
• Signage to clearly define Library entry
• Outdoor seating/gathering area/bicycle area
• Temperature controls throughout building
• Incorporate covered walkway to handicapped parking area
• Adjust drive up drop off book drop
• Improve traffic flow
• Possibly close off Walnut Avenue and 6th Avenue to integrate parking areas
• More study rooms
• Some discrepancy of building meeting room to accommodate above 90 people
• Improve office space for Administration Office
• Refresh Bisbee Conference Room, possible new ceiling
• Improve office space for Reference Workroom
• Reconfigure and/or expansion of Tech Center
• Refresh Huntley Meeting Room, possible new ceiling and lighting
• RFID with sorter
• Toilet Rooms – upgrades to finishes
• Other Staff Workrooms – possible improvements

Mr. Prath asked if there was a water main under Walnut Avenue and wanted to know if we could have two to three levels of the Library built out. Mr. Huntley said it is water storage area. Mr. Wood said we would have to look at plans for water main, they may have to relocate.

Motion by Mr. Prath, second by Dr. Steimle, to approach new architectural firms and receive proposed plans and costs. AYES: Huntley, Prath, Haines, Reese, Steimle. NAYS: None. ABSENT: Hill, DeVault. ABSTAIN: None.

Mrs. Leffler will arrange interviews with other architectural firms. Mr. Huntley asked Mrs. Leffler to meet with St. Marks Church and their Building Committee to inform them that we are discussing more renovations. Mrs. Leffler said we should begin drafting Resolution within next couple of months. Mr. Huntley said we need to approve Resolution every year regarding Special Reserve Fund and Building and Maintenance Fund.

Mr. Prath asked about removing remaining homes on Library property and consider a two tier parking lot.

Replacing clerestory window shading will be handled separately and will not go through any architectural plan.

Mrs. Leffler found a Resolution passed seven to eight years ago with regard to the Special Reserve Fund.
69. PERSONNEL
a. IT Manager Position
b. Update on Status of Other Positions
Steve Bumpas submitted his resignation and his last day will be Friday, March 6, 2015. To date we have not received any applications. David Macdonald will be interim Department Manager. Mrs. Leffler said there are companies we can contact and outsource in the interim.

Mrs. Leffler has received applications for the Human Resource position and closing date for that position is Friday, March 13, 2015. She hopes to hire someone soon in that position.

Mrs. Leffler and Mr. Wood are beginning to work on the Business Administrator position and plan to post that position the end of next week. Mrs. Baldwin will not be leaving the Library until April 30, 2015.

We have some openings for part-time Shelver, Information Technology Assistant, and Building Security Monitor.

NEW BUSINESS
70. APPROVAL OF 2016 LINC BUDGET
Mrs. Leffler reported that LINC is planning to spend down some reserve. Mrs. Carol Dawe of LINC did a good job working on budget. Motion by Mr. Huntley, second by Mrs. Reese, to approve the 2016 LINC Budget. Carried unanimously.

Mr. Prath said he heard some LINC libraries dropped due dates. Mrs. Leffler said she would be surprised and would verify.

71. 2016 PER CAPITA GRANT APPLICATION PROCESS
The due date for this application has been changed from October 15, 2015 to January 15, 2016. It will be completed online.

72. REVIEW OF CHAPTER 5, “TECHNOLOGY,” OF SERVING OUR PUBLIC 3.0: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES, 2014
Mr. Huntley said we are fulfilling 98% of what is expected. Mrs. Leffler said we are exceeding in many areas. Motion by Mr. Huntley, second by Mr. Prath, to approve the standards set for Technology. Mrs. Leffler said we have resized our text on our website and Ms. Krueger has a list of standards for our website that we are maintaining.

Mr. Huntley asked about providing 3D printing. Mrs. Leffler said we are holding off now as printers are very expensive, often times broken and require a lot of staff time. The Northbrook Library has had success with their 3D printer and it is used so much it is in the shop for repair. They are getting about 17 requests per week and managers are maintaining it. Mr. Prath said parts for 3D printers are being repaired by high schoolers and this is a good partnership with the schools.

73. BUILDING MAINTENANCE AND REPAIR
The outdoor column lights are not working. We need to wait until the ground thaws to find out why. Mr. Wood said there may be an underground short. Mrs. Leffler has sent emails to staff informing them of the lighting situation. With the upcoming change of Daylight Savings Time it will be lighter later.

We have received a proposal for the replacement of vertical blinds for all the windows and it is about $25,000. Motion by Mr. Huntley, second by Mr. Prath, to go out for bids for the replacement of the blinds. AYES: Huntley, Prath, Haines, Reese, Steimle. NAYS: None. ABSENT: Hill, DeVault. ABSTAIN: None.

Mr. Prath asked why AT&T has been digging on Library property. Mrs. Leffler said to install fiber optics. Mr. Wood said AT&T will come back in April or May to fix the landscaping.

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)]
Motion by Mrs. Reese, second by Mr. Prath to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:44 pm. AYES: Huntley, Prath, Haines, Reese, Steimle. NAYS: None. ABSENT: Hill, DeVault. ABSTAIN: None.

Reconvene to Regular Meeting at 7:55pm.

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

ADJOURN
Motion by Mrs. Reese, second by Mr. Huntley, to adjourn at 7:56 pm. AYES: Huntley, Prath, Haines, Reese, Steimle. NAYS: None. ABSENT: Hill, DeVault. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees

Minutes, Regular Monthly Meeting, February 11, 2015

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
FEBRUARY 11, 2015

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, February 11, 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, and Karen DeVault; Absent: Cynthia Steimle. Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Library Staff present: Bryan Wood, Heidi Krueger, David Kelsey, 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
No recognitions this meeting.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, January 14, 2015
Treasurer’s Report: January 2015
Working Budget Report: January 2015
Year-To-Date Statement: January 2015
Fund Balance: January 2015
Investment Reports: January 2015
The First State Bank and Harris Bank
IIIT

Motion by Mr. Huntley, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, January 14, 2015, Treasurer’s Report: January 2015; Working Budget Report: January 2015; Year-To-Date Statement: January 2015; Fund Balance: January 2015; and Investment Reports for The First State Bank, Harris Bank and IIIT: January 2015. Carried unanimously.

MINUTES: Executive Session, January 14, 2015
The Minutes of the Executive Session, January 14, 2015 were not finalized by Mrs. Leffler for distribution.

BILLS: January 2015
Motion by Mr. Huntley, second by Mr. Prath, to approve the bills for January 2015 in the amount of $462,356.04. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.

DIRECTOR’S REPORT: January 2015
Books and Brunch sponsored by the Foundation will be held on April 18, 2015. Motion by Mrs. DeVault, second by Mrs. Reese, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
Board retreat was canceled. Pam Leffler emailed information to report funds received from year end mailing; $8,400 for Endowment Fund, $1,500 for Classical Music Series, and $5,100 for Operating Fund. Next meeting will be February 12, 2015.

Motion by Mr. Prath, 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
61. USE OF SPECIAL RESERVE FUND
Pam Leffler and Bryan Wood met with Michael Barnes, Bill Boznos and Dawn Brightfield of Lohan Anderson to walk through the Library and discuss additional remodeling ideas. The architects will send a proposal and believe all remodeling issues are within our budgeted amount. A temporary barrier to cut the wind from the main Library entrance was discussed. The Board would like to review the list of priorities created by the department managers. Mr. Huntley asked about having photo IDs on patron library cards. Mrs. Leffler said she will ask Bonni Ellis, Circulation Manager about the photo IDs. Mr. Huntley inquired where the Library’s storage unit is located. Mr. Wood said it was located on Kirk Road near Fabyan Parkway. He also stated the Library stores furniture at the house and garage located at 112 S. 6th Avenue. Mrs. Leffler said we want to get rid of storage unit. Mr. Huntley asked about the possibility of adding onto the garage at 112 S. 6th Avenue. Mr. Wood said that we did sell a lot of furniture and also donated over 40 pieces of furniture to the Marengo Library. Mr. Hill thought the architects did not like the idea of adding onto the house at 112 S. 6th Avenue. Mr. Hill’s concern was if patrons go to that property, they will not come into the main Library. Some parking spaces should be designated for charging electric cars. Mr. Wood said we have a plug-in unit for the program van.

Dr. Cynthia Steimle joined the meeting at 7:10 pm.

Mr. Hill thought it would be best to wait to correct the portico weather situation with something permanent rather than spending money for a temporary fix. He stated the list of priorities is very comprehensive. Mr. Prath asked about adding a low two story parking structure if it is possible. Mrs. Leffler said as soon as she receives the proposal from Lohan Anderson she will notify the Board members. Mrs. Haines said we will set a time for architects to come in and talk with Board.

62. PERSONNEL
a. Outreach Services Position
David Kelsey has been hired as the Reference Librarian II – Outreach Services Librarian and will start at the Library on February 17, 2015. Heidi Krueger, Reference and Information Services Manager, said the Outreach staff is looking forward to work with David. Motion by Mr. Huntley, second by Mrs. DeVault, to approve hiring David Kelsey as Reference Librarian II, Outreach Services Librarian. Carried unanimously.
b. Business Administrator Position
Marie Baldwin submitted her resignation letter effective April 30, 2015. She will help with any transition in May. Mrs. Leffler, Mr. Wood and Mrs. Baldwin will discuss the job description for her position and talk with Mr. LeFevre. Mrs. Baldwin has been very helpful and patient and will be truly missed. Mrs. Leffler will make the announcement to the staff on February 12, 2015.

NEW BUSINESS
63. STAFF RECOGNITION DINNER
Mr. Huntley asked why the Staff Recognition Dinner was booked at Prairie Landing. Mrs. Leffler said Prairie Landing’s costs were more reasonable and in working with Mrs. Salomone about program changes, more money would be available this year. Mr. Huntley said the Board can add extra money for the budget of the Staff Recognition Dinner. He further stated that the Board should decide where the dinner is to be held. Mrs. Leffler apologized that she was not made aware that the Board chose the venue. Mr. Huntley said Prairie Landing has low ceilings and the St. Charles Country Club is more open, acoustics are better and the food is always good. Mrs. DeVault said the St. Charles Country Club has a new chef and he is very good. Mr. Wood commented that he has attended some Rotary events at Prairie Landing and it was very nice. Mrs. Leffler said Prairie Landing offered different types of entrees and we would have a savings of $500-$1,000. Mrs. Leffler will call the St. Charles Country Club to reserve the date of May 1, 2015 by being sponsored by Mrs. DeVault. Mrs. Haines said Mrs. Salomone can attend another Board meeting to discuss ideas for the staff dinner. Mrs. Haines said the Board likes to keep the dinner in St. Charles. Mrs. Leffler said Prairie Landing is in the St. Charles Public Library District. Motion by Mr. Huntley, second by Mr. Hill, to hold the Staff Recognition Dinner at the St. Charles Country Club on May 1, 2015. Carried unanimously.

64. RESCHEDULE MARCH BOARD MEETING
Motion by Mr. Huntley, second by Mr. Prath, to reschedule the Regular Monthly Meeting on March 4, 2015, which is in accordance with the Open Meetings Act. Carried unanimously.

65. BUILDING MAINTENANCE AND REPAIR
We have some roof leaks within the last few days on the mezzanine level in the 800s. Ritterford Roofing found a small rip in the membrane and some other small issues. They completed some repairs. There was no damage to materials. Mr. Wood said the roof should be under warranty.

66. 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. Prath, second by Dr. Steimle to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:32 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Reconvene to Regular Meeting at 8:33 pm.

67. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Mr. Prath, second by Mr. Huntley to approve the Human Resources Coordinator position at a salary range of E-6, with the recommended changes in the job description that were discussed in Closed Session. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Mrs. Leffler will make revisions to the Human Resources Coordinator job description and email the final version to Trustees prior to posting the job.

Mr. Prath wanted to know if patrons’ questions that appear in Managers’ Reports are posted in the Library for staff to read. Mrs. Leffler said some patron concerns are placed in Stafax. Mrs. Leffler said the Library is doing more cross training between departments.

ADJOURN
Motion by Mr. Huntley, second by Mr. Prath, to adjourn at 8:35 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees

Minutes, Regular Monthly Meeting, 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

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