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.
No recognitions this meeting.
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
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.
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.
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.
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.
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.
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