Meeting Notice, Regular Monthly Meeting, November 9, 2016

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

Board Meeting: Wednesday, November 9, 2016, 7:00 p.m., Carnegie Community 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 Director Edith Craig
III. Welcome of Guests
IV. Temporarily Suspend Citizen Comments Policy
V. Approve Consent Agenda
Minutes of Annual Meeting, September 14, 2016
Minutes of Policy Committee Meeting, October 12, 2016
Minutes of Regular Monthly Meeting, October 12, 2016
Investment Report: October 2016
IIIT
Lauterbach & Amen, Monthly Financial Report: October 2016
Check Register, Payroll: October 2016
VI. Approve the Form and Content of Minutes of Executive Session Meeting,
September 14, 2016 And Minutes of Executive Session Meeting, October 12, 2016
VII. Invoices for Board Approval to Pay: October 2016
VIII. Trustee Recognition
IX. Director’s Report, October 2016
X. Assistant Director’s Report, October 2016
XI. Committee Reports
XII. Communications and Citizen’s Comments
XIII. Trustee Comments

XIV. Unfinished Business
42. Introduction of Human Resource Manager
43. Contract with Donna Dziedzic, Consulting Services
44. Policy of Hiring of Full-Time Staff Approval by Board
45. Facilities Committee Recommendations
a. Asbestos Update
b. Overview of Youth Services Carpeting
XV. New Business
46. Ordinance 2016/2017-5: An Ordinance Levying Taxes for Library
Purposes For the Fiscal Year 2016/2017
47. Presentation of Audit 2015/2016 by Sikich
48. Distribution of St. Charles Public Library Annual Report
49. Building Maintenance and Repair
XVI. Monthly Reports
50. Department Managers’ Report, October 2016
51. Statistical Report, October 2016
XVII. Adjournment

Meeting Notice, Facilities Committee, November 7, 2016

FACILITIES COMMITTEE

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

Monday, November 7, 2016

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 Monday, November 7, 2016 at 7:00 PM in the Bisbee Conference Room.

AGENDA

  1. Call to Order
  2. Discussion of Asbestos Report
  3. Presentation of Youth Services Carpeting
  4. Adjournment

Minutes, Special Meeting, September 26, 2016

MINUTES

SPECIAL MEETING

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

SEPTEMBER 26, 2016

The Special Meeting of the Board of Trustees of the St. Charles Public Library District was held on Monday, September 26, 2016 at 7:00 pm at the Library.  Present:  President Tory Haines, Trustees Anne Francissen, Mike Hill, Karen DeVault, Cynthia Steimle; Interim Director Donna Dziedzic and Administrative Assistant Virginia Tsipas.  Absent:  Vice-President/Secretary Kimberly Reese, Treasurer Norm Huntley.  Library Staff present:  Myung Gi Sung.

WELCOME OF GUESTS

Mrs. Haines called the meeting to order at 7:01 pm, read the Library’s Mission Statement and welcomed guests.

Mrs. Haines requested a roll call to establish a quorum.  AYES:  Haines, Francissen, Hill, DeVault, Steimle.  NAYS:  None.  ABSENT:  Huntley, Reese.  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. Francissen, to allow Mr. Huntley to participate in the meeting via telephone.  Carried unanimously.  Mr. Huntley joined the meeting via telephone at 7:02 pm.

Motion by Mr. Hill, second by Mrs. DeVault, to discuss the Annual Budget & Appropriation Ordinance.  Carried unanimously.

Mrs. Haines recommended that the Board pass the Ordinance and requested any changes to the budget be made in the next fiscal year.

Mr. Hill had a question about section D.III., Raymond B. Miller Memorial Trust Fund in the amount of $10,000.00.  Business Administrator, Mrs. Kmet, was called into the meeting to verify that this amount represented “Grants”.  Mrs. Kmet confirmed this and left the meeting.

Mrs. Francissen stated her thought would be to limit the extension to 3% instead of the recommended 4.98%.

Mr. Hill said he would not want to make any cuts until we do a building program, as the parking lot may cost more than previously thought and the houses that need to be razed may contain asbestos.

Dr. Steimle said another matter for discussion is the library is a place where there should be plenty of people capable and willing to make substantial donations to a building project.

Mr. Huntley said he recommends that for this period of time we leave the budget as it is presented from the Finance Committee.

Motion by Mr. Hill, second by Mrs. DeVault, to adopt the Annual Budget and Appropriation Ordinance, as so corrected with regard to the Grants reference for $10,000.  AYES:  Huntley, Hill, Haines, DeVault, Steimle.  NAYS:  Francissen.  ABSENT:  Reese.  ABSTAINING:  None.

ADJOURN

Motion by Mrs. Francissen, second by Mrs. DeVault to adjourn at 7:17 p.m.  AYES:  Haines, Huntley, Francissen, Hill, DeVault, Steimle.  NAYS:  None.  ABSENT:  Reese.  ABSTAINING:  None.

                                                                                                                                             
                                                                                    Michael Hill, Secretary Pro Tem

Minutes, Public Hearing, September 26, 2016

MINUTES

PUBLIC HEARING

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

SEPTEMBER 26, 2016

The Public Hearing on the Annual Budget and Appropriation Notice of the Board of Trustees of the St. Charles Public Library District was held on Monday, September 26, 2016 at the Library.  Present:  President Tory Haines, Trustees Anne Francissen, Mike Hill, Cynthia Steimle; Interim Director Donna Dziedzic, Administrative Assistant Virginia Tsipas.  Absent:  Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustee Karen DeVault.  Library Staff present:  Myung Gi Sung.

6:45 PM   HEARING ON ANNUAL BUDGET AND APPROPRIATION NOTICE

 President Haines called the Public Hearing to order at 6:47 p.m.

There were no public comments about the Annual Budget and Appropriation Notice.

At 7:00 pm a Motion to adjourn from the Public Hearing was made by Dr. Steimle, second by Mike Hill.  Carried unanimously.

                                                           

Michael Hill, Secretary Pro Tem

Board of Trustees

 

Minutes, Finance Committee, September 23, 2016

MINUTES

FINANCE COMMITTEE

BOARD OF TRUSTEES

 ST CHARLES PUBLIC LIBRARY

SEPTEMBER 23, 2016

 The Finance Committee of the Board of Trustees of the St. Charles Public Library District met at the Library on Friday, September 23, 2016, at 10:30 am.  Present:  President Tory Haines, Treasurer Norm Huntley, Trustee Anne Francissen, Business Administrator Wendy Kmet, Administrative Assistant Virginia Tsipas.

Mr. Huntley called the meeting to order at 10:31 am.

  1. Review of Proposed Budget & Appropriation Ordinance

Mrs. Francissen has concern to increase the budget by 5% with increase in salaries year after year and decrease in materials and programming coming in flat.  Mr. Huntley stated why not increase materials, programming and technology and help to get addition on building.  Taxpayers approved certain amount of money; we should be building a reserve fund as much as we possibly can.  Mrs. Francissen said going forward for materials, salaries and programs, there is a good opportunity to have a budget in the future that matches our values.  She would like to see more of the increases go into the materials side of the budget instead of the expenditures and salaries if the levy is kept flat.

Mrs. Haines said the salaries have only gone up 3% over three years.  She said the Finance Committee could look at the budget in the future and reallocate expenses so they make more sense where the Library will be spending based upon the strategic plan.  Until the board understands how staffing for programs and possible changes in regards to e-products versus actual material might change, it is best to leave the budget as it is now and have plan to look at it in the future.

Mrs. Kmet said with salaries for Human Resources and Interim Director she would like to move $100,000 into professional fees as the library does not have a termination date for the two consultants at this time.  We have allocated the money to salaries but have been using consultants to fill the spots until the positions have been filled.  This was agreed upon by all Finance Committee members.

Mrs. Kmet answered Mrs. Francissen’s question of the difference between the appropriation and the working budget.  The appropriation is what the State of Illinois will give us.  The working budget is actually what we are going to use; we work off the working budget.

Mrs. Francissen said last year the levy was 4.8%-4.9% and it ended up a bit with building renovation.  She asked why increase the levy this year.  Mr. Huntley said if not we will not make money we just reallocated to the other funds.  Mrs. Haines said we don’t always get what we levy.

Mrs. Haines reported that Midwest Environmental was at the Library to take air quality testing in Technical Services and Communications & Marketing.  They are also testing for mold in both rooms and should have a report ready in five days.  A new copier was installed and they are looking at smells emitted by copier as well.  With air quality and asbestos the expenses are unexpected.  Mr. Huntley asked what happened with prior asbestos check of the building because we were clean at one time and now it is showing up.  Mrs. Kmet said it is underneath book shelves.  Mrs. Haines said before we only disturbed the area that needed to be done.

Motion by Mrs. Haines, second by Mr. Huntley, to go with the Budget and Appropriation Ordinance as it stands with increase of 4.98%, with reallocation of $100,000 into professional fees.   AYES:  Haines, Huntley.  NAYS:  Francissen.  ABSENT:  None.  ABSTAINING:  None.

  1. Salary Increases – Annual and Merit

Two percent base is automatic every year.  Mrs. Kmet said we are under the national average.  Mrs. Haines asked where we stand with other libraries our size.  She asked Mrs. Kmet to obtain information from libraries our size, specifically with Elmhurst, Oakpark and Orland Park.

Mrs. Kmet said she agrees with performance and merit because that drives people to do better.  She stated the Committee should be careful in climate of turmoil; we do not want people to look at union.

Mrs. Kmet said last year the average salary increase was 2.5%.  Mrs. Haines said that with evaluations due October 31, 2016, we should not change for this year.  Moving forward we will discuss this very seriously.

Mrs. Kmet said she did talk with Management Association and suggested to have a wage analysis.  Mrs. Haines asked for a report for wage analysis and recommended the same salary base as last year.  Salaries will be brought before the Policy Committee to review and revise.

ADJOURN

Motion by Mrs. Haines, second by Mrs. Francissen to adjourn at 11:18 am.

 Respectfully Submitted,

Virginia Tsipas

 

 

Minutes, Special Meeting, September 12, 2016

MINUTES

SPECIAL MEETING

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

SEPTEMBER 12, 2016

The Special Meeting of the Board of Trustees of the St. Charles Public Library District was held on Monday, September 12, 2016 at 5:30 pm at the Library.  Present:  President Tory Haines, Vice-President/Secretary Kimberly Reese, Treasurer Norm Huntley, Trustees, Anne Francissen, Mike Hill, Karen DeVault, Cynthia Steimle.  Guests:  JoBeth Bradbury and Dan Bradbury of Bradbury Associates.

WELCOME OF GUESTS

Mrs. Haines called the meeting to order at 5:59 pm, read the Library’s Mission Statement and welcomed guests.

  1. Bradbury Associates, Search Firm for Director
20.       CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
  1. Acquisition and lease of property [5 ILCS 120/2(c)(5) and (6)]
  2. Litigation [5 ILCS 120/2(c)(11)]
  3. Personnel [5 ILCS 120/2(c)(1)]

Motion by Mr. Hill, second by Mrs. DeVault to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters for the purpose of discussion of Director’s search at 6:00 pm.  AYES:  Haines, Huntley, Francissen, Hill, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  None.  ABSTAINING:  None.

Reconvene to regular session at 7:30 pm.

  1. Possible vote/final action on one or more of the items listed in Agenda Item 20.

No vote taken.

ADJOURN

Motion by Mrs. DeVault, second by Mrs. Reese to adjourn at 7:31 p.m.  AYES:  Haines, Huntley, Francissen, Hill, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  None.  ABSTAINING:  None.

                                                                                                                                             
                                                                                    Kimberly Reese, Secretary

Minutes, Special Meeting, August 31, 2016

MINUTES

SPECIAL MEETING

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

AUGUST 31, 2016

The Special Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, August 31, 2016 at 5:30 pm at the Library.  Present:  President Tory Haines, Vice-President/Secretary Kimberly Reese, Trustees, Anne Francissen, Mike Hill, Karen DeVault, Cynthia Steimle.  Interim Director, Donna Dziedzic.  Absent:  Treasurer Norm Huntley.  Guests:  JoBeth Bradbury and Dan Bradbury of Bradbury Associates.

WELCOME OF GUESTS

Mrs. Haines called the meeting to order at 5:39 pm, read the Library’s Mission Statement and welcomed guests.

  1. Bradbury Associates, Search Firm for Director
20.       CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
  1. Acquisition and lease of property [5 ILCS 120/2(c)(5) and (6)]
  2. Litigation [5 ILCS 120/2(c)(11)]
  3. Personnel [5 ILCS 120/2(c)(1)]

Motion by Mr. Hill, second by Mrs. DeVault to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters for the purpose of discussion of Director’s search at 5:40 pm.  AYES:  Haines, Francissen, Hill, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  Huntley.  ABSTAINING:  None.

Reconvene to regular session at 8:21 pm.

  1. Possible vote/final action on one or more of the items listed in Agenda Item 20.

No vote taken.

ADJOURN

Motion by Mrs. DeVault, second by Mrs. Reese to adjourn at 8:22 p.m.  AYES:  Haines, Francissen, Hill, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  Huntley.  ABSTAINING:  None.

                                                                                                                                             
                                                                                    Kimberly Reese, Secretary

Minutes, Special Meeting, August 30, 2016

MINUTES

SPECIAL MEETING

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

AUGUST 30, 2016

The Special Meeting of the Board of Trustees of the St. Charles Public Library District was held on Tuesday, August 30, 2016 at 5:30 pm at the Library.  Present:  President Tory Haines, Vice-President/Secretary Kimberly Reese, Trustees, Anne Francissen, Mike Hill, Karen DeVault, Cynthia Steimle.  Interim Director, Donna Dziedzic.  Absent:  Treasurer Norm Huntley.  Guests:  JoBeth Bradbury and Dan Bradbury of Bradbury Associates.

WELCOME OF GUESTS

Mrs. Haines called the meeting to order at 5:30 pm, read the Library’s Mission Statement and welcomed guests.

  1. Bradbury Associates, Search Firm for Director
17.       CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
  1. Acquisition and lease of property [5 ILCS 120/2(c)(5) and (6)]
  2. Litigation [5 ILCS 120/2(c)(11)]
  3. Personnel [5 ILCS 120/2(c)(1)]

Motion by Mr. Hill, second by Mrs. DeVault to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters for the purpose of discussion of Director’s search at 5:32 pm.  AYES:  Haines, Francissen, Hill, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  Huntley.  ABSTAINING:  None.

Reconvene to regular session at 8:45 pm.

  1. Possible vote/final action on one or more of the items listed in Agenda Item 17.

No vote taken.

ADJOURN

Motion by Mrs. DeVault, second by Mrs. Reese to adjourn at 8:46 p.m.  AYES:  Haines, Francissen, Hill, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  Huntley.  ABSTAINING:  None.

                                                                                                                                            
                                                                                    Kimberly Reese, Secretary

Minutes, Special Meeting, August 24, 2016

MINUTES

SPECIAL MEETING

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

AUGUST 24, 2016

The Special Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, August 24, 2016 at 7:00 pm at the Library.  Present:  President Tory Haines, Vice-President/Secretary Kimberly Reese, Trustees, Anne Francissen, Cynthia Steimle.  Interim Director, Donna Dziedzic; Administrative Assistant, Virginia Tsipas.  Absent:  Treasurer Norm Huntley, Trustees, Mike Hill, Karen DeVault.  Staff present:  Myung Gi Sung, Bonni Ellis, Denise Farrugia, Wendy Kmet, Doug Perry.

WELCOME OF GUESTS

Mrs. Haines called the meeting to order at 7:04 pm, read the Library’s Mission Statement and welcomed guests.

  1. ORDINANCE 2016/2017 – 2: TENTATIVE BUDGET AND APPROPRIATION ORDINANCE

Mrs. Haines said the Finance Committee would like to see a drop of 1% for the general fund, which would be about $67,000.  Dr. Steimle asked what the overspending is on.  Mrs. Francissen said is speaking about the general fund not the special reserves or the IMRF fund.  Now the increase the library is asking for is at 5%. When inflation is less than 1%.  The area has significant population increase and a 5% increase is a big jump for one year.  Mrs. Francissen would like to see 3%-3.5% and thinks that it would be appropriate to have the total be under a 4% increase in general fund.

The last three years of salaries have been increasing while at the same time materials have been decreasing.  Mrs. Reese asked if this was because of space.  Mrs. Haines said yes.  Ms. Dziedzic said the most recent trend in libraries is community center, public programming, and interactive type of public programming.

Dr. Steimle said salaries are going up, and should, if you add people to provide programming and we want to maintain quality of collection.  If we have issues of space we should quell what we have to add new materials.  She thinks there are certain things we have under spent on in the past few years and need to continue to provide quality products and services to our patrons. We have underspent on technology in the past and we need to continue to upgrade the systems.  We have been moving money into Special Reserve Fund perhaps we should spend some of that money.  Perhaps we should not be asking taxpayers to pay if we are not using all of the funds.

Ms. Dziedzic said this library has an active weeding program.  The collection is being actively worked on.  Dr. Steimle said she does not want to say we are not adding to the collection.  Do we have active programs to sell some of the popular books that we do not need?  You don’t want people to wait four months but do we need to buy 40 copies of a book that is highly anticipated then be holding so many copies when it is not as popular.   I do not know what we can cut but how it affects aspect of budget on patron usage needs to be considered.

Mrs. Haines said we have had several areas of neglect through the building, inside and outside.  We will be hiring Facilities Manager.  It is difficult to discuss.  This is a Tentative Ordinance and we will not pass until September.  Tonight’s budget is not final and can be changed a bit.

Mrs. Reese said what is best tonight is what public sees.  Can we make changes?  Ms. Dziedzic said the budget internally can be changed.  The public will see the Tentative Budget.

Mrs. Kmet said she could prepare a parallel budget.  Mrs. Francissen said there is existing money in the funds.  She said maybe we should have been transferring out from general fund to Reserve Fund.  Mrs. Haines said it does if we want to build something.

Dr. Steimle said another question is that appropriate to move money into other funds to build.  Are those funds intended to build or repair and replace because of problems.  She is uncomfortable with saving money to do building project that the public says they do not want.  We should not tax taxpayers to pay more than we need to provide for the library.  When we ask people to pay taxes and support the library we should not tax them more than we need to run the library.  If we want to do major building project people may agree to pay for it.

Ms. Dziedzic said three years in a row we did reduce levy from a library I came from.  I do not know that this library has had the opportunity to really do kinds of things within the organization that help reduce costs.  Various operations have been reviewed for effectiveness or efficiency.  Within each department and among departments to say where savings can be made.  I do agree that one reason that it was a chunk of money that was not utilized was due to the funds not being spent on facility and its systems and carpets and technology.  In terms of Special Reserve Fund really is pretty clear and it needs to be used for facilities.

Dr. Steimle said that she does not disagree but is concerned that part of the problem is some budget was too low at times and may need to be higher now to tackle the larger projects we have to address and to add additional programming.  If we are going to add programming it costs money to purchase things the community would want us to have but those things are expensive.  Mrs. Kmet said those costs would come out of the operating fund.

Mrs. Haines said for tonight’s publication this is tentative.  We can look to reduce some costs in the operating budget to lessen the 4.98% increase that has been submitted when we meet in September.  Part of the problem is we have underspent this year due to open positions and staff vacancies.   Other libraries did lower appropriations over several years with staff, programs and operations.  If we want that to be our goal we need to prepare in a different way.

Motion by Dr. Steimle, second by Mrs. Reese, to adopt Ordinance 2016/2017 – 2:  Tentative Budget and Appropriation Ordinance.  AYES:  Haines, Francissen, Reese, Steimle.  NAYS:  None.  ABSENT:  Huntley, Hill, DeVault.  ABSTAINING:  None.

ADJOURN

Motion by Dr. Steimle, second by Mrs. Reese to adjourn at 7:26 p.m.  AYES:  Haines, Francissen, Reese, Steimle.  NAYS:  None.  ABSENT:  Huntley, Hill, DeVault.  ABSTAINING:  None.

                                                           
                                                                                    Kimberly Reese, Secretary

Minutes, Finance Committee, August 24, 2016

MINUTES

FINANCE COMMITTEE

BOARD OF TRUSTEES

 ST CHARLES PUBLIC LIBRARY

AUGUST 24, 2016

 The Finance Committee of the Board of Trustees of the St. Charles Public Library District met at the Library on Wednesday, August 24, 2016, at 6:30 pm.  Present:  President Tory Haines, Trustee Anne Francissen, Interim Director Donna Dziedzic, Administrative Assistant Virginia Tsipas.  Absent:  Treasurer Norm Huntley.  Staff present:  Wendy Kmet.

Mrs. Haines called the meeting to order at 6:31 pm.

  1. First State Bank Account

Committee members recommend closing the First State Bank account.  This item will go before the Board on September 14, 2016, by letter from Library.

  1. Tentative Budget & Appropriation Ordinance

Mrs. Haines asked about the 3% budgeted for salaries.  In prior years the percentages were 2.5% or 3%.  Mrs. Haines stated there is an increase in insurance costs and IMRF because IMRF did not perform as expected.  Mrs. Kmet stated that salary and IMRF costs rise accordingly since IMRF is a percentage of earned salary.

Mrs. Haines asked if we are reducing printed material to add to audio visuals and downloadables.  Mrs. Kmet said there is a lack of space for books.  The printed materials budget was spent down well this year and needs to be decreased to put more money into downloadables since we are utilizing more of this type of service.  We dropped 15% on books and did increase in downloadables and will adjust budget and appropriations accordingly.

Mrs. Haines said we left automation the same.  Mrs. Kmet said we will utilize this through the majority of the year as the transition to SWAN/standalone will not happen until late in our fiscal year.

Mrs. Haines believes we went over budget with water sewer.  Mrs. Kmet said when utilities were transferred over, the accounts consolidated so the costs rolled up to one GL account line under utilities. We will go back to breaking out by service next year.

Mrs. Kmet said employee insurance went up a bit so we added 3% to cover the cost.

Mrs. Haines said professional development was down.  Mrs. Kmet said we did cut down and budgeted this year based upon the professional development policy in our handbook.

Mrs. Haines said equipment rental is higher for lease on copiers.  Mrs. Kmet stated we will be doing the copier leases under contractual since they are on a monthly lease for five years.

Mrs. Kmet said there was a substantial jump in professional service fees due to costs for using professional consultants for vacant management positions this year.

Mrs. Haines said Paychex is going to be absorbed into contractual, and the attorneys will be in professional fees.  Mrs. Kmet stated a lot of costs will be allocated into professional fees including attorneys, Interim Director, Management Association, and accountants.

Mrs. Francissen asked if Mrs. Kmet had total of categories and trend she sees for salaries increasing every year while materials are decreasing.  Of general fund almost 5% increase when inflation is less than 1%.  Hard time voting for anything over 3.5% increase.  Mrs. Kmet said we have not padded the budget; we allocated the proper amount of money for salaries.  There is a large increase in salaries with the positions we have added.  We added 2%-3% for employees’ annual increases.

Ms. Dziedzic asked what percentage of general fund are salaries.  Mrs. Francissen said 56%.  Ms. Dziedzic said it is typically 70%-75% for salaries, 15% for materials and another 15% covering everything else.  Mrs. Francissen said that is not the case in this Library.

Mrs. Haines said when comparing salaries to materials our staff is part of our services to our patrons and for that we just can’t be materials, but the people.  Mrs. Francissen said materials are getting less and salaries are going up.  Mrs. Haines said we added HR position, IT position and about to add a Facilities Manager.  Ms. Dziedzic said Bryan Wood was both Assistant Director and Facilities Manager and those two positions are now split into two separate positions.

Mrs. Francissen said our people are our greatest asset but overall not above 5% in general fund.  Mrs. Kmet said we are at 4.98%.  Mrs. Francissen said overall it needs to be about 3.5% increase.  Ms. Dziedzic said we are experiencing an increase in public programing at the library, and it is labor intensive.  Promotion and facilities labor are involved in that.  These are projections at this time and likely to change in the course of the year.  Same with IMRF and insurance.  The percentages are not where you like them but all these things are likely to change.  Mrs. Kmet said she does not feel it is padded.  She does not want to overspend.  It is not that we are going to give 3% raise to everyone.

Mrs. Francissen would like to see total at 3.5% and bigger break down for salaries.  Mrs. Kmet stated she would review the salaries again but feels reducing it lower would cause a problem.  We could do salary analysis to show our reasoning. We did use salary reports to base our annual projections.  Ms. Dziedzic said with salaries, IMRF and health costs; there is moratorium on new positions.  Mrs. Kmet said we can always work numbers and do projections on the salaries as we bring people in.

Mrs. Haines asked if 2015/2016 appropriation was $3.7 million and YTD was 3.65%.  Mrs. Kmet said yes that is correct.  Mrs. Haines said working budget is 3.8% and appropriation cost is 3.9%.  Mrs. Haines said we have to consider appropriation tonight too.

Mrs. Kmet said we have a lot of retirements coming; the salaries will come in lower and this will happen more towards December to April.  We need to do overall analysis to get a better gear of the retirement pipeline from one year to five years out.

Mrs. Haines said she understands point on Special Reserve.  We have major issues coming up but looked at plans to renovate building and could not satisfy what we want to do.

Mrs. Francissen said some things have to give.  We can’t justify budget increase of 5% just in general fund; maybe administration or equipment in the general fund.

Ms. Dziedzic said there have been a number of things that have been neglected over the years and should have been spent.  We were able to reduce carry over in prior years.  Facility cleaning needs and terms in programming and IT is well behind.

Mrs. Kmet said now we have old servers and they are expensive to replace.  We replaced 75 desktop computers which we purchased under last year’s budget.

Ms. Dziedzic said range of Ordinance itself is preliminary budget.  In the course of the year should certainly be working to what the Board needs.

Mrs. Francissen said general fund working budget $6 million and 1% is approximately $67,000, can you find somewhere across the board to take out 1%.  Mrs. Kmet said she feels she can but feels any reduction should be phased annually not as one bulk cut.  This would help to not have as large of an effect on operations.

Mrs. Haines would like to recommend to the Board to approve the Tentative Budget and Appropriation Ordinance with a 1% reduction in the general fund.

ADJOURN

Motion by Mrs. Francissen, second by Mrs. Haines, to adjourn at 7:03 pm.

 Respectfully Submitted,

Virginia Tsipas