BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
AUGUST 10, 2016
Due to lack of quorum, the July 13, 2016 Regular Monthly Meeting was moved to the Special Meeting of the Board of Trustees of the St. Charles Public Library District on Wednesday, August 10, 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; Interim Director Donna Dziedzic, Administrative Assistant Virginia Tsipas. Absent: Treasurer Norm Huntley. Guest: Carol Dawe of LINC. Library Staff present: Myung Gi Sung, Michele Collette, Bonni Ellis, Denise Farrugia, Amanda Kaiser, Heidi Krueger, Doug Perry, Pam Salomone.
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 Mrs. DeVault, 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 7:04 pm.
Minutes of Regular Monthly Meeting, June 8, 2016
Minutes of Executive Session Meeting, June 8, 2016
Minutes of Finance Committee Meeting, June 29, 2016
Minutes of Finance Committee Meeting, July 11, 2016
Investment Report: June 2016
Lauterbach & Amen, Monthly Financial Report: June 2016
Check Register, Payroll: June 2016
VISA Statement: June 2016
Amazon Statement: June 2016
Motion by Mrs. Francissen, second by Mrs. Reese, to approve the Consent Agenda. Carried unanimously.
Invoices for Board Approval to Pay: June 2016
AGENDA TAKEN OUT OF ORDER
8. INTERIM DIRECTOR
a. Jane M. Peterson Trust Bequest
b. Office Moves – Update
c. Management Association
d. Paul Gunderlock, HR Temporary Manager
The Library received a donation of $25,000 from the Jane Peterson Trust and a thank you has been sent to the family. The HR Consultant’s office is located in Study Room 1, the Assistant Director’s office is now in the former Assistant Director’s office, and the Interim Director is now located in the former Director’s office. Ms. Dziedzic is organizing the files in the Director’s office and preparing those for storage at Vanguard. The Library has become a member of the Management Association, which will save the Library 30%-40% for goods and services. This savings will also be reflected in Paul Gunderlock’s salary. The Management Association offers training services onsite, HR services and legal services.
Mrs. DeVault asked about the move of Literacy Volunteers out of Study Room 1. Mrs. Ellis said Literacy Volunteers use the other two study rooms and are being directed to quiet areas within the Library.
Motion by Mrs. Francissen, second by Mrs. DeVault, to approve the Report of Interim Director. Carried unanimously.
REPORT OF ASSISTANT DIRECTOR
The water bottle filling dispensers have been installed, and patrons like them. The plaques donated to the Library by Kurt Wolbrink have been installed in the Carnegie Community Room. Dr. Steimle asked if the Library could provide Nalgene bottles for purchase for patrons.
Motion by Mr. Hill, second by Mrs. DeVault, to approve the Report of Assistant Director. Carried unanimously.
Foundation (Karen DeVault)
In June, Donna Dziedzic was introduced as Interim Director. Friends asked for help with sorting and cataloging books for book sale. They have had training for this task and are working on it. Books and Brunch raised $4,555. Donor Wall committee met, and Jon Duerr gave his presentation to the Board members in July. A donation from Roger and Sandra Jensen was given to the Library for Youth Services in the amount of $10,000.
Intergovernmental Group (Mike Hill)
Notes from June meeting are in the Board packet. Notes from July meeting were emailed to Trustee. August 11, 2016 meeting will be held at the Library.
Motion by Mr. Huntley, second by Mrs. Reese, to accept the Committee Reports. Carried unanimously.
Communications and Citizen’s Comments
No Citizen comments were made.
Mr. Hill stated he attended the Student Art Reception. He felt it was a great job in organizing the social event and happy there was a large turnout. He also stated the entry way to the Library with the flower pots is very nice.
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.
1. DONOR WALL REPLACEMENT PROJECT
Jon Duerr presented the Foundation’s Donor Wall Replacement ideas to the Board in July. Motion by Mr. Hill, second by Mrs. Francissen, to approve the recommendation of the Foundation to purchase an electronic donor wall.
2. MIDWEST ENVIRONMENTAL CONSULTING SERVICES, INC.
Mold Air/Tape-Lift Sampling Report
Ms. Dziedzic stated some staff members commented there may be mold in the Staff Room. The Library received a clean report from Midwest Environmental Consulting Services, Inc. and this information was shared with all staff.
3. SWAN/STANDALONE MIGRATION INFORMATION AND RECOMMENDATION
CHICAGO TRIBUNE ARTICLEOF ELMHURST LIBRARY
Donna Dziedzic stated there were several experts at the meeting to address questions, Carol Dawe, Director of LINC, Doug Perry and Amanda Kaiser, former LINC personnel and current Library staff.
Mrs. Dawe confirmed that the deadline for the Board to vote on this issue has been extended to the end of the year, and with a new Director being hired, the Library Board could also ask for an additional 30 day extension.
Mrs. Francissen asked for verification that 3% of the items checked out at the St. Charles Library are LINC items. St. Charles users do check out at other libraries, and that figure is 53,000. Mrs. Dawe stated that information is difficult to calculate. Patrons with ownership of St. Charles have gone to other libraries and that was 55,000. Mr. Perry stated that 6% total items were checked out from other libraries, and the 3% of these are items we do not own.
Mr. Hill asked what the Library pays now to LINC. Ms. Sung said $100,000.
Ms. Dziedzic said we did offer the funding summary, and when you look at variables the prices may go up or down.
Mr. Hill asked if we do standalone, could we join SWAN later. Ms. Dziedzic said yes. Mrs. Dawe said we would have to pay for data costs. Ms. Dziedzic said some libraries do come and go and we do not know what the terms would be at this time. Mrs. Dawe said three libraries went standalone and then came back to SWAN. Mrs. Dawe said there used to be a discount for cataloging, and now that is not offered. It is important to note that the operating fees do not include circuits.
Dr. Steimle attended the August 3 meeting and felt that answers given were not provided in a non-biased way. Dr. Steimle stated if you had SWAN to compare to Chicago Public Library, they are making sure there are unique materials and unusual materials. She stated it would be interesting to talk with a Director of a library that has been standalone and then recently joined SWAN. Mr. Hill stated it would also be interesting to speak with someone who was part of the consortium and then decided to go standalone; how did patrons act, what happened to their library, and were there any pitfalls with hidden costs. Mr. Hill is concerned about public perception of standalone if patrons have to sign up every year with other libraries.
Ms. Dziedzic said there are ways in which a standalone can provide materials by being linked with other libraries. Mrs. Kaiser said we do provide links for patrons to open out their search around the world through OCLC, which does include current LINC and SWAN libraries. Patrons could search down to libraries near our library. Mr. Hill asked if any libraries do this. Mrs. Kaiser said yes, Rockford Library does this. Mrs. DeVault asked about pricing for this. Mrs. Kaiser said we pay a flat fee to OCLC. However, there are also staff costs and postage, with transfers within Illinois being free.
Ms. Dziedzic said it is also important to know that RAILS is exploring the concept of an overlay and if and when implemented it could link standalone libraries with consortia. This is not a plan to happen soon, and there would be a certain amount of protocol to implement.
Mrs. Francissen said the collection is still the prime value purpose, and the cost differential should not be the primary decision. She said we could easily afford what is best for the patrons. They expect seamless service and great technology. Happy to say we do not have to make a decision before October 1, 2016. Feel more comfortable to have input of new library Director.
Mrs. Reese is concerned about how patrons will perceive this; she feels they will see this as less service. We have provided this for years. This will have direct impact with patrons.
Mr. Hill asked if we join SWAN will patrons see all libraries. Ms. Dawe said yes, with St. Charles being the first and they may do groupings, but it is not in place at this time.
Mr. Hill said the information provided the Trustees states department managers, Myung Gi Sung and Donna Dziedzic stand by going standalone. Mr. Hill asked if there are staff and managers who are opposed to this. Ms. Dziedzic said yes, there are several managers who would want to go in a different direction and a couple to migrate to SWAN. About four managers prefer standalone.
Mr. Hill said he would like to see a brief statement of how managers feel about standalone or going with SWAN. Mrs. DeVault said she agrees with Mr. Hill and said she would like to hear from libraries that have been in the consortium and left and libraries that have gone standalone.
Mrs. Haines said it seems to her that the cost will be about the same and is irrelevant. There is no definitive cost between $84,000 and $100,000. We are concerned about the collection and service to patrons. One department head is more concerned about patrons. Whichever way we go it is change and a lot of people do not like change. How will we manage the expectations with patrons. With SWAN we would be one of the biggest libraries, we pay the highest amount, and they have a seven member board and we are not on it. We may not have control. SWAN has taken on about two libraries a year and is about to take on 23 now and there is a concern about technology. Mrs. Haines has concerns to put a new Director in position to deal with consortium than to have to deal with just this library.
Mr. Huntley agrees with Mrs. Haines. Our library went with DLS and LINC and can go back to standalone where we started.
Dr. Steimle asked if we go with a consortium, what kinds of things they could do that would not be in the interest of our patrons. Mrs. Haines said we do not know. Mrs. Francissen said SWAN’s rules follow wherever the patron checks out and that governs. Ms. Dziedzic asked what programs would be added to consortium as a whole. Dr. Steimle said if we are standalone we will have to purchase more materials. Mrs. Francissen said it will affect our space. Ms. Dziedzic said ILL does continue to exist. Mrs. Kaiser said we could purchase more materials or receive them through ILL. Extending the search you can populate what we would order.
Motion by Dr. Steimle, second by Mrs. DeVault to table the decision to join SWAN. Carried unanimously.
4. FINANCE COMMITTEE RECOMMENDATIONS – JUNE 29, 2016
a. Financial Investments (IIIT)
c. Water Bottle Filling Dispensers
d. Online Payroll Systems
Motion by Mr. Hill, second by Mrs. Reese, to accept the recommendations of the Finance Committee from the June 29, 2016 meeting. AYES: Haines, Francissen, Hill, DeVault, Reese, Steimle, Huntley. NAYS: None. ABSENT: None. ABSTAINING: None.
5. FINANCE COMMITTEE RECOMMENDATIONS – JULY 11, 2016
a. Prevailing Wage Ordinance
Motion by Mr. Hill, second by Mrs. Francissen, to adopt Ordinance 2016/2017 – 1: Ordinance Adopting Prevailing Wage Rates. AYES: Haines, Francissen, Hill, DeVault, Reese, Steimle, Huntley. NAYS: None. ABSENT: None. ABSTAINING: None.
b. Tentative Budget and Appropriation Ordinance
Tabled until the Finance Committee meets later in August, meeting date to be scheduled.
c. Water Bottle Filling Dispensers
The water bottle filling dispensers have been installed. Mr. Hill asked to have a lead content checked on the dispensers.
d. Board Packet Financials
Motion by Mrs. Francissen, second by Mrs. DeVault to include only the Lauterbach Monthly Financial Report and the Check Register, Payroll in each monthly Board packet. AYES: Haines, Francissen, Hill, DeVault, Reese, Steimle, Huntley. NAYS: None. ABSENT: None. ABSTAINING: None. Dr. Steimle asked if the Finance Committee will review all financial reports on a regular basis. Mrs. Haines replied yes.
6. RESOLUTION 2016/2017-1: RESOLUTION TO APPOINT IMRF AUTHORIZED AGENT
Motion by Mr. Huntley, second by Mr. Hill, to approve Resolution 2016/2017 – 1: Resolution to Appoint an Authorized Agent Pertaining to the Illinois Municipal Retirement Fund. AYES: Haines, Francissen, Hill, DeVault, Reese, Steimle, Huntley. NAYS: None. ABSENT: None. ABSTAINING: None.
7. FAIR LABOR STANDARDS ACT INFORMATION
Informational from Attorney Roger Ritzman.
9. BUILDING MAINTENANCE AND REPAIR
10. 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)]
c. Exceptions [5 ILCS 120/2(c)(16)] – Self Evaluation, practices and
procedures or professional ethics, when meeting with a representative
of a statewide association of which the public body is a member.
Closed Session not required.
11. POSSIBLE VOTE/FINAL ACTION ON ONE OR MORE OF THE ITEMS LISTED IN AGENDA ITEM 10.
No vote necessary.
Audit Committee (Kimberly Reese)
Mrs. Reese stated the Audit Committee reviewed the Secretary’s records for the period January 1, 2016 to June 30, 2016, and found them to be in good order without errors or discrepancies. In addition, they examined the written minutes and audiotapes of closed sessions for the same period, and recommend that the closed minutes of executive sessions remain closed. The Committee further recommends the destruction of executive session tapes dated November 12, 2014, December 10, 2014, January 14, 2015, and February 11, 2015, pursuant to Resolution 2006/2007-8, Resolution on Recording Meetings of the Board of Trustees of the St. Charles Public Library District.
Motion by Mr. Hill, second by Dr. Steimle, to approve the report of the Audit Committee. Carried unanimously.
Motion by Mr. Hill, second by Mrs. DeVault, to adjourn at 8:00 pm. AYES: Haines, Francissen, Hill, DeVault, Reese, Steimle, Huntley. NAYS: None. ABSENT: None. ABSTAINING: None.
Kimberly Reese, Secretary
Board of Trustees