Meeting Notice, Special Meeting, August 30, 2016

SPECIAL MEETING

BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
TUESDAY, AUGUST 30, 2016
5:30 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) on Tuesday, August 30, 2016 at
5:30 PM.

Agenda

I. Call to Order.
16. Bradbury Associates, Search Firm for Director

17. Closed Session (if necessary)
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)]

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

Meeting Notice, Special Meeting, August 31, 2016

SPECIAL MEETING

BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
WEDNESDAY, AUGUST 31, 2016
5:30 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) on Wednesday, August 31, 2016 at 5:30 PM.

Agenda

I. Call to Order.
19. Bradbury Associates, Search Firm for Director

20. Closed Session (if necessary)
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)]

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

Minutes, Regular Monthly Meeting, June 8, 2016

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
JUNE 8, 2016

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, June 8, 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, Assistant Director Myung Gi Sung, Administrative Assistant Virginia Tsipas. Absent: Vice-President/Secretary Kimberly Reese, Treasurer Norm Huntley. Library staff present: Denise Farrugia, Heidi Krueger, Doug Perry, Pam Salomone, Michele Collette, Dana Hintz, Wendy Kmet, Marlise Schiltz. Guests: Carol Dawe of LINC and Amanda Kaiser.

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

Mrs. Haines requested a roll call to establish a quorum. AYES: Haines, Francissen, Hill, DeVault, 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. DeVault, to allow Mr. Huntley to participate in the meeting via telephone. Carried unanimously. Mr. Huntley joined the meeting via telephone at 7:04 pm.

Mrs. Haines introduced Interim Director, Donna Dziedzic.

CONSENT AGENDA
Minutes of Regular Monthly Meeting, May 11, 2016
Minutes of Executive Session Meeting, May 11, 2016
Minutes of Special Meeting, June 6, 2016
Investment Report: May 2016
IIIT
Motion by Mrs. Reese, second by Mr. Hill, to approve the Consent Agenda. Carried unanimously.

Lauterbach & Amen Financial Reports: May 2016
Motion by Mrs. Francissen, second by Mr. Hill, to approve the Lauterbach & Amen Financial Reports: May 2016. Carried unanimously.

Check Register, Payroll: May 2016
Motion by Mrs. DeVault, second by Mrs. Francissen, to approve the Check Register, Payroll for May 2016. Carried unanimously.

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

VISA Statement: May 2016
Motion by Mr. Hill, second by Mrs. DeVault, to approve the VISA Statement for May 2016. Carried unanimously. It has been requested that Pamela Leffler’s name, which appears on the statement, be removed.

Amazon Statement: May 2016
Motion by Mrs. DeVault, second by Mr. Hill, to approve the Amazon Statement for May 2016. Carried unanimously.

TRUSTEE RECOGNITION
Not applicable.

AGENDA TAKEN OUT OF ORDER
113. LINC/SWAN
Motion by Mrs. Francissen, second by Mrs. DeVault, to take the Agenda out of order. Carried unanimously.

Information in Board packets is to be reviewed by Trustees and a decision made in the fall. There will be Question and Answer meetings with SWAN at the Batavia Library on June 22, 2016, at 9:30 am and 1:30 pm; at the Bloomingdale Library on July 27, 2016, at 9:30 am and 1:30 pm; and a special Trustees presentation at the Bloomingdale Library on August 3, 2016, at 7:00 pm.

REPORT OF ASSISTANT DIRECTOR:
Ms. Sung stated there has been a request for individual Board member photographs to be placed in the Library and online. The Board will address this matter at a future date.

Dr. Steimle spoke to the Inservice survey given to the Board, and wanted to discuss the comments that questioned the impact of staff’s ability to service patrons with the most recent Inservice Day program; the purpose of the event. Some staff asked about an Inservice Day to talk about working with negative people. The managers will discuss the review of the Inservice Day at the next department managers’ meeting. Dr. Steimle suggested the next Inservice Day have parallel tracks in order to cover needs of all staff.

Mrs. Haines said she instructed the department managers to have a happy day with staff and bring them to a light hearted setting, and she feels the goal was accomplished.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
The Friends used book sale made $5,400 and $650 from the vintage book sale. Officers for next fiscal year are Mary Ann Tilton, President; Dawn Lassiter-Brueske, Vice President; Robert Gephart, Treasurer and Jon Duerr, Secretary. One Board member resigned, and there are two vacancies. Long time patrons Roger and Sandra Jensen donated $10,000 to be focused on the children’s department. Discussion of solution for additional space needed for existing donor wall. Current wall is at capacity and there are 16 eligible names to be added. The Foundation Board will provide the Library Board with a pictorial plan in July for the donor wall. Options include digital display, possibly smaller plates to designate categories, or adding onto existing donor wall. Legacy donors may be added as well. Foundation would like the statue in the lobby moved away from donor wall as it blocks a portion of the wall. Mr. Huntley suggested a free-standing type of display.

Intergovernmental Group (Mike Hill)
Report was placed in the Board packet.

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

Staff member Dana Hintz asked if the $10,000 donation was through annual giving. Mrs. DeVault said it was a separate unexpected donation. Ms. Hintz asked how much profit Books & Brunch made. Donna Dziedzic said she would obtain information and inform Ms. Hintz. Mrs. Haines said there was a $200 donation from Altrusa for teen programming.

TRUSTEE’S COMMENTS
Mr. Huntley thanked everyone for the well wishes. Mr. Hill said the parking lot repairs looked good.

UNFINISHED BUSINESS
106. REVIEW OF CHAPTER 5, “TECHNOLOGY,” OF SERVING OUR PUBLIC 3.0 STANDARDS FOR ILLINOIS PUBLIC LIBRARIES, 2014
Motion by Mr. Huntley, second by Mr. Hill, to approve the Review of Chapter 5 Technology. Carried unanimously.

NEW BUSINESS
107. CONSENT AGENDA – UPDATE TO INCLUDE ALL FINANCIAL STATEMENTS
Motion by Dr. Steimle, second by Mrs. Francissen, to place Lauterbach & Amen Monthly Financial Report, Check Register – Payroll, VISA Statement and Amazon Statement, on the Consent Agenda moving forward. The Invoices for Board Approval to Pay will remain as a separate Agenda item. Carried unanimously.

Request to survey the Board members to determine who will receive electronic Board packet and who will continue to receive a paper Board packet.

108. ORDINANCE 2015/2016-8: ANNUAL ORDINANCE AUTHORIZING PUBLIC LIBRARY DISTRICT NON-RESIDENT CARDS
Motion by Mrs. Francissen, second by Mr. Hill, to adopt Ordinance 2015/2016-8. AYES: Haines, Francissen, Hill, DeVault, Steimle, Huntley. NAYS: None. ABSENT: Reese. ABSTAINING: None.

109. ORDINANCE 2015/2016-9: ORDINANCE TRANSFERRING FUNDS TO THE SPECIAL RESERVE FUND
Motion by Mrs. Francissen, second by Mr. Hill, to adopt Ordinance 2015/2016-9. AYES: Haines, Francissen, Hill, DeVault, Steimle, Huntley. NAYS: None. ABSENT: Reese. ABSTAINING: None. Attorney Roger Ritzman reported that this transfer was to be made by June 30, 2016.

110. TECHNICAL SERVICES MANAGER
Ms. Sung requested the Board to approve Amanda Kaiser as the Technical Services Manager. Motion by Mrs. DeVault, second by Mr. Hill, to accept Amanda Kaiser as Technical Services Manager. Carried unanimously. Ms. Sung introduced Amanda Kaiser to the Board.

111. INFORMATION TECHNOLOGY 2016/2017 PLAN
The 2016/2017 IT Plan was very ambitious. Approximately 40 of the 75 initial desk tops have been received, internet upgrade was implemented and Watch Guard wall fail was ordered. The Library currently does not have email archive and it will be included now for FOIA purposes. Mr. Perry was requested to budget for future hardware upgrades so entire Library is not upgraded at the same time. There will be a five-year life management of hardware, which will be spread out over four-to-six year cycle. Motion by Dr. Steimle, second by Mrs. DeVault, to approve the Information Technology 2016/2017 Plan. Carried unanimously.

112. DIRECTOR’S OFFICE
Ms. Sung was directed by the Board to the take office of former HR Coordinator, and Ms. Dziedzic will take the office of former Director. An office for an HR staff member will be discussed in the future. There is concern of remodeling and using the Bisbee Conference Room as an office; it should remain as a conference room in honor of the Bisbee Family of St. Charles. Ms. Dziedzic said she could work through the files in the Director’s Office to determine what could be stored at Vanguard facility and which files to remain active.

114. EMPLOYEE BREAK ROOM
A service company will conduct a test to determine if there is mold in the staff lounge. When a report is received, Ms. Sung will share that information with the Board and inform staff of what is happening.

115. SCHEDULE LIBRARY BOARD COMMITTEE MEETINGS:
Finance Committee
457 Plan Oversight Committee
Virginia Tsipas will email Finance Committee members to schedule meeting before the end of June 2016.

116. BUILDING MAINTENANCE AND REPAIR
HVAC Replacement
Trustees received information on replacement of boiler system and HVAC system for future consideration and further discussion.

117. 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)] – Status of Lawsuit
c. Personnel [5 ILCS 120/2(c)(1)] – Personnel
Motion by Mrs. DeVault, second by Mr. Hill, at 8:15 pm, to go into Closed Session pursuant to Litigation [5 ILCS 120/2(c)(11)] and Personnel [5 ILCS 120/2(c)(1)]. AYES: Haines, Francissen, Hill, DeVault, Steimle, Huntley. NAYS: None. ABSENT: Reese. ABSTAINING: None.

Reconvene to Regular Session at 9:09 pm.

118. POSSIBLE VOTES OF CLOSED SESSION: Litigation and Personnel
No votes.

ADJOURN
Motion by Mrs. DeVault, second by Mr. Hill, to adjourn at 9:10 pm. Carried unanimously.
Michael Hill, Secretary Pro Tem
Board of Trustees

Minutes, Regular Monthly Meeting, May 11, 2016

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

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

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

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

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

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

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

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

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

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

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

TRUSTEE RECOGNITION
Not applicable.

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

COMMITTEE REPORTS:

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

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

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

AGENDA TAKEN OUT OF ORDER

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

Communications and Citizen’s Comments: Following Robert’s Rules of Order, there is a 10 minute time limit per issue on testimony with a limit of two (2) issues per meeting.

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

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

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

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

c. Future IT Proposal
Tabled for future meeting.

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

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

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

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

102. BUILDING MAINTENANCE AND REPAIR
Nothing to report.

103. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5 ILCS 120/2 (c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)] – Search Firm for Director, Interim Director,
Assistant Director and IT Manager
Motion by Mrs. DeVault, second by Mrs. Reese, at 7:56 pm, to go into Closed Session pursuant to Personnel [5 ILCS 120/2(c)(1)]. AYES: Haines, Francissen, Hill, DeVault, Reese, Huntley. NAYS: None. ABSENT: Steimle. ABSTAINING: None.

Reconvene to Regular Session at 8:21 pm.

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

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

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

Minutes, Regular Monthly Meeting, April 13, 2016

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

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, April 13, 2016 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Trustees Anne Francissen, Mike Hill, Karen DeVault and Cynthia Steimle; Administrative Assistant Virginia Tsipas. Absent: Treasurer Norm Huntley. Library staff present: Bonni Ellis, Denise Farrugia, Heidi Krueger, Christine Lees, Nick Petta, Pam Salomone, Myung Gi Sung, Emily Conradt, Wendy Kmet, Penny Walsh, Peg Coker. Guests: Doug Perry of LINC.

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

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

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

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

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

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

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

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

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

TRUSTEE RECOGNITION
Not applicable.

COMMITTEE REPORTS:

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

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

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

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

Communications and Citizen’s Comments: Following Robert’s Rules of Order, there is a 10 minute time limit per issue on testimony with a limit of two (2) issues per meeting.

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

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

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

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

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

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

Calaberry Consulting
Offer withdrawn.

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

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

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

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

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

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

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

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

AGENDA TAKEN OUT OF ORDER

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

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

AGENDA TAKEN OUT OF ORDER

NEW BUSINESS
92. EAGLE SCOUT AWARD PROJECT
Withdrawn

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

94. BUILDING MAINTENANCE AND REPAIR
The boilers are operable.

95. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5 ILCS 120/2 (c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)] – Search Firm for Director, Interim Director,
Assistant Director and IT Manager
Motion by Mrs. DeVault, second by Mrs. Francissen, at 8:41 pm, to go into Closed Session pursuant to Personnel [5 ILCS 120/2(c)(1)]. AYES: Haines, Hill, Francissen, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAINING: None.

Reconvene to Regular Session at 8:51 pm.

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

Interim Director
No vote taken.

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

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

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

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

Kimberly Reese, Secretary
Board of Trustees

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

ORDINANCE 2015/2016 – 7

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

BE IT ORDAINED by the Board of Trustees of the St. Charles Public Library District that the regular meetings of the Board of Trustees of the St. Charles Public Library District shall be held at the Library at One South Sixth Avenue at 7:00 p.m. on the second Wednesday of every month except August on the following dates:

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

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

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

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

Kimberly Reese /s/
Secretary, Board of Trustees

MEETING NOTICE: FACILITIES COMMITTEE, October 17, 2013

MEETING NOTICE

FACILITIES COMMITTEE

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

Thursday, October 17, 2013

7:00 PM

The Facilities Committee of the Board of Trustees of the St. Charles Public Library District will meet at the Library, One S. 6th Avenue, St. Charles, IL 60174 on Thursday, October 17, 2013 at 7:00 PM.

AGENDA

Approval of bids for interior Furnishings Project

Rules for Public Participation in Board Meetings

RULES FOR PUBLIC PARTICIPATION IN MEETINGS OF THE BOARD OF TRUSTEES OF THE

ST. CHARLES PUBLIC LIBRARY DISTRICT

 

The Board of Trustees of the St. Charles Public Library District provides for public participation in its meetings.  Any person shall be permitted an opportunity to address the Library Board under the rules established by the Library Board, in compliance with the Illinois Open Meetings Act [5 ILCS 120/2.06(g)].

                                          RULES

  1. An individual may address the Library Board only during the “Citizens’ Comments” portion of the Agenda.
  2. Comments must be limited to subjects on the agenda of the meeting at which the comments are made. The Board will not prohibit comments based on the viewpoint expressed in the comment.
  3. Following Robert’s Rules of Order, there is a 10-minute time limit per issue with a limit of two (2) issues per meeting.
  4. Under the terms of the Open Meetings Act, the Library Board President may suspend comments that are irrelevant, repetitious, or disruptive.

 

Public participation in library board meetings

11-14-11