Meeting Notice, Audit Committee, July 9, 2014

MEETING NOTICE

AUDIT COMMITTEE
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
July 9, 2014
6:30 p.m.

The Audit 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 Wednesday, July 9, 2014 at
6:30 PM.

AGENDA

1. Review of Secretary’s Minutes and Records for the Period January 1 to June 30, 2014

2. Review of Closed Minutes and Recordings of Executive Sessions

Meeting Notice, Regular Monthly Meeting, July 9, 2014

BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
REGULAR MONTHLY MEETING
JULY 9, 2014

Board Meeting: Wednesday, July 9, 2014, 7:00 p.m., Huntley Meeting 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.

6:30 PM – Audit Committee Meeting

AGENDA

I. Call to Order
II. Welcome of Guests
III. Approve Consent Agenda
Minutes of Finance Committee Meeting, June 11, 2014
Minutes of Regular Monthly Meeting, June 11, 2014
Minutes of Finance Committee Meeting, June 23, 2014
Minutes of Finance Committee Meeting, June 30, 2014
Treasurer’s Report: June 2014
Internal Budget Report: June 2014
Year-to-date Statement: June 2014
Fund Balance: June 2014
Investment Reports: June 2014
The First State Bank and Harris Bank
IIIT
IV. Approval of June 2014 Bills
V. June 2014 Director’s Report
VI. Committee Reports
VII. Communications and Citizen’s Comments

VIII. Unfinished Business
1. Building Project Status Report
IX. New Business
2. Ordinance 2014/2015-1: Enacting .02% Building Equipment and Maintenance Levy
3. Ordinance 2014/2015-2: Tentative Budget and Appropriation, 2014/2015
4. Resolution 2014/2015-1: Transfer of funds from Corporate Fund to Audit Fund
5. Audit Committee report and recommendations
6. Authorization to Accept Low Bid on Parking Lot Repair and Resurface
7. Ratify Acceptance of Proposal from Paycom
8. Approval of New Youth Services Position – Middle School Specialist
9. Building Maintenance and Repair
10. 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)]
11. Possible Vote on Items Discussed in Closed Session

MONTHLY REPORTS
Department Managers’ Report, June 2014
Statistical Report, June 2014

 

Minutes, Regular Monthly Meeting, May 14, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
MAY 14, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, May 14, 2014 at 7:00 pm at the Library. Present: President Tory Haines, Treasurer Norm Huntley, Trustees Daniel Prath, Mike Hill, Karen DeVault; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Vice-President/ Secretary Kimberly Reese, Trustee Cynthia Steimle. Guests: Citizens Michael Dixon; Don Haines; Vevia Martin, Daughters of the American Revolution; Kurt Giesler; Pat Pretz; Elizabeth Safanda; Gloria Klimek; Ginny Waller; Jo Krieger, City Alderman, Ward 4; Maureen Lewis, City Alderman, Ward 5. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Denise Farrugia, Myung Sung.

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

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, April 9, 2014
TREASURER’S REPORT: April 2014
INTERNAL BUDGET REPORT: April 2014
YEAR-TO-DATE STATEMENT: April 2014
FUND BALANCE: April 2014
INVESTMENT REPORTS for Valley Community Bank,
Harris Bank and IIIT: April 2014

Motion by Mr. Huntley, second by Mr. Hill, to approve the Minutes of the Regular Monthly Meeting, April 9, 2014; Treasurer’s Report: April 2014; Internal Budget Report: April 2014; Year-To-Date Statement: April 2014; Fund Balance: April 2014; and Investment Reports for Valley Community Bank, Harris Bank and IIIT: April 2014. Carried unanimously.

BILLS: April 2014
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the bills for April 2014 in the amount of $781,705.69. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None.

AGENDA TAKEN OUT OF ORDER

New Business
96. LOCATION/RELOCATION OF JONES LAW OFFICE
Guest Pat Pretz distributed a fact sheet to the Trustees. She spoke on behalf of the Historic Preservation Commission and explained their desire to move the original Jones Law Office to the corner of Sixth Avenue and Illinois Avenue, across from Lincoln Elementary School. The City of St. Charles has offered to pay $74,000 to move the building to its new location. The Historic Preservation Commission originally requested to move the office to Baker Park, but the Park District said no and the only location they approved would be Primose Farm, which is a 1930’s working farm, six miles due west of the Library. Langum Park was also a consideration, but there are issues with parking and traffic. Vevia Martin and Ginny Waller suggested the Library property as it would be close to where the law office was originally built. Many groups are interested in seeing this project go forward. The original deadline to make a final decision on the location is May 26, 2014.

Mike Dixon distributed a handout of the history of the law office, a photograph of the desired location on Library property and an architect’s concept site plan showing an outdoor classroom setting to accompany the law office to be used by D303 students. The groups interested in helping with fundraising for maintenance of the law office are Heritage Center Preservation Partners and District 303.

Pat Pretz stated the operational costs could include lighting if that is added to the inside of the law office and liability costs. They may look into an audio presentation for visitors and also use volunteer docents. They are planning to fundraise over $30,000 for operational costs. The Library has always been an interactive group with community interest projects. The Library would only lose two parking spots that were designated on the drawings of the Library’s expansion project that went to referendum in 2010.

Mr. Hill stated that he is concerned that no one from the Heritage Center was at the meeting showing their support. Pat Pretz said Kathy Brens could not attend but she is very supportive. The operational funds would run through Preservation Partners. They are not asking the Library for any funds. They will be forming a 501C3 corporation to raise funds, to landscape and provide for insurance funds. It would be a partnership with the Library.

Mr. Dixon said the St. Charles Public Library Foundation has raised funds for the new staff parking lot. He cannot speak on behalf of the Foundation at this time, but plans to approach them regarding this proposed project. Mr. Huntley said he is concerned about traffic safety with children from Lincoln School coming over out of curiosity.

Ms. Lewis said the City owns the building and they would consider donating the building to the Library and Preservation Partners.

Mr. Huntley stated that if there will be another building at Langum Park, why not also the Jones Law Office. Mrs. DeVault said when the Library began purchasing property for the Library, they paid a good price for the home which was located on the subject site and also paid to tear down the home because it was not safe to rent. She is concerned about justifying the property now for the location of an historical building when the public was told the property would be used for much needed parking when an addition to the Library may be built.

Mr. Huntley asked for the date of extension and Ms. Pretz said it is September 15, 2014. Mr. Hill said the Board would need time to review the matter with all materials recently received.

Ms. Lewis spoke on behalf of City Council and said they were excited about the project and would be happy with the Jones Law Office located at Langum Park or the Library.

Mrs. Haines said the Board would discuss the matter with counsel and the City to find out what the parameters are. The Board needs to feel certain that this supports the Mission of the Library; parking has always been an issue and if the Library builds a new facility, there might not be enough parking for that project. She said the Jones Law Office is a lovely building, but the Board does not know what the future may hold for the proposed site for the Jones Law Office building on Library property. She thanked all the guests for coming and supporting the history of the City of St. Charles. The Board will get back to everyone concerned.

Motion by Mr. Huntley, second by Mrs. DeVault, to appoint Mike Hill as Secretary Pro Tem for this meeting in the absence of Vice President/Secretary Kimberly Reese, and to continue that appointment as needed. Carried unanimously.

DIRECTOR’S REPORT: April 2014
Mrs. Leffler reported we are finishing up with the building project. We have had issues with the engineer and architect. The steps down to the lower level will be re-carpeted within the next two weeks and signage needs to be completed. When everything is complete, we want to have an opening ceremony.

Mr. Hill asked Mrs. Leffler about the issues with the building project and the engineer and architect. Mrs. Leffler said there were mistakes by the engineer that should have been caught by the architect and were not. She does not feel the Library should be held responsible for these additional costs incurred. The Library will not use the engineering company in the future. Mrs. Leffler is still talking with the architects. Mr. Hill felt that the architects should have known about the asbestos. Mrs. Leffler said there have been a few things that the architects did not catch and she was taken aback. Mr. Huntley asked if there were outstanding bills because he would like the questionable matters separated from the original bill. Mrs. Leffler said she would request a separate bill with regard to questionable matters. Mr. Prath asked if the architects carried errors and omissions insurance. Mr. Kurt Giesler, a citizen at the meeting stated he was a contractor and the architects would not be required to carry errors and omissions insurance unless it was stated in our contract. Mrs. Leffler will keep the Board updated on the billing issues.

Motion by Mr. Huntley, second by Mrs. DeVault, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:
Intergovernmental Group (Mike Hill)
Reports from meetings on April 10 and May 8, were emailed to the Board members. There will be a reception for the artist whose sculpture has recently been installed at the Mt. St. Mary’s Park on June 13, 2014 from 5:00-7:00 pm. All Board members are invited. The School District reported that mental health issues at the schools have increased with student transportations to the hospital by ambulance. A police liaison officer has been helping the deans and counselors. The increase may be due to students being asked to report any issues regarding fellow students in need. In the previous week, they had to transport three students. A school board member said she has never seen the numbers this high. The City reported resurfacing Dean Street and Tyler Road.

Foundation (Karen DeVault)
There have been two Foundation meetings; the April meeting to plan the Books and Brunch event at the Dunham Woods Riding Club and the May meeting to recap the events of the day. The event was very successful and the Foundation hopes to net $4,800. Extra baskets will be donated to the St. Charles Heritage Center from the Library and Friends. The Communications Committee will meet to discuss a like future event. Mike Dixon would like to be back on the Board, he is now a Director Emeritus. The Foundation would like to create a position for a Foundation Secretary. When Judi Asselborn is in attendance at the Foundation meetings she will take the minutes. The Donor Wall is running out of room for donor’s names. A suggestion was made to remove the category plates which would accommodate room for 10 of the 11 donor plates needed. The eleventh donor is a Library staff member and the plate for this donor will be added as soon as possible. A separate wall is under discussion which would include donors of larger amounts to the Foundation. The Operating Account Policy was accepted at the last meeting.

Motion by Mr. Huntley, second by Mr. Prath, 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.

Citizen Kurt Giesler stated he is upset about the Library tax rates. The Library’s tax rate is higher than the fire departments and they offer 24/7 service. He wanted to know why the Library’s expenses were so high. Mr. Huntley stated that the Library covers more territory than the fire department, including South Elgin and West Chicago. Mr. Giesler stated the Library receives tax monies from both South Elgin and West Chicago. Mr. Huntley also stated Library staff members receive less pay than fire department staff. Mr. Giesler was directed to the Library’s website to view the budget. He said he wanted to see it broken down into various categories. Mr. Giesler provided his contact information for Mrs. Leffler to communicate further with him regarding the budget.

Mr. Huntley thanked all those who worked in preparation of the Staff Recognition Dinner which was held at the St. Charles Country Club on May 2, 2014.

UNFINISHED BUSINESS
93. BUILDING PROJECT STATUS REPORT
Mrs. Leffler said the items she mentioned in her Director’s Report would begin this week and be completed within the next couple of weeks. Comments from patrons have been overwhelmingly positive. Mrs. Leffler will talk about bills with the architect. Although there were delays with asbestos and waiting on signage, the construction schedule is on time. The construction management firm did a very good job.

94. CREATION OF LIBRARY SPACE IN PROPOSED ST. CHARLES PARK DISTRICT WEST SIDE FACILITY
Mrs. Leffler said information is in the Board packet from the Park District. Jeff Greenwald will be happy to talk with the Board at any future meetings. Mr. Huntley said it does not add up to be a viable thing for the Library. The activities, the amount of people, the distance, no handicap parking, it is almost in Campton, and he does not like the location.

Mr. Prath said the cost is almost as if we are building the space. Our build out costs would be high. Mr. Huntley said he does not think we should move forward. Mrs. DeVault said she is with Mr. Huntley. Costs up front and ongoing would be an issue with residents paying taxes for the Library, along with the fact that we do not own the property. The location is not where the need is. Mr. Hill said if it were in the northwest location it would be better.

Motion by Mr. Huntley, second by Mr. Prath, to thank the Park District for the consideration but for our needs we do not wish to move forward. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None. Mrs. Leffler will inform the Park District and thank them.

NEW BUSINESS
95. CREATION OF FT POSITION IN REFERENCE SERVICES
Mrs. Leffler reported that Carol Haggas, Readers Service Assistant, will be retiring May 16, 2014. Heidi Krueger, Reference & Information Services Manager, submitted a proposal to increase Jane Shelton’s, Reference Librarian, status to full time. There will be a small deficit of hours which will be covered by existing Readers Service staff with the retirement of Mrs. Haggas, whose part time position will not be filled. Jane Shelton’s part-time benefits are close to full-time benefits. The Library’s expense will be an increase in health insurance coverage and paying for eight paid holidays instead of four she is currently receiving. Motion by Mr. Prath, second by Mrs. DeVault to approve the full-time position of Jane Shelton. Carried unanimously.

97. PUBLIC LIBRARY NONRESIDENT CARD PARTICIPATION
Motion by Mrs. DeVault, second by Mr. Hill, to approve Ordinance 2013/2014-9 Annual Ordinance Authorizing Public Library District Non-Resident Cards. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None. Mr. Prath asked if patrons move out of the library district, how the Library knows since expiration dates have been removed from library cards. Bonni Ellis, Circulation Services Manager, stated that library cards are mailed and if the patron no longer lives at that address, the library card is returned to the library.

98. GAIL BORDEN PUBLIC LIBRARY GEOGRAPHIC REFERENDUM
Mrs. Leffler distributed additional material from Attorney Juergensmeyer to accompany documents in the board packet. Gail Borden wants to annex unserved areas in their district. They are trying to annex residential areas not in D303. These areas are only in D301. If the Board wants to take any additional stand, Mr. Juergensmeyer will come to a future meeting to discuss. This is no threat to our library district. Mrs. Leffler said for our purposes there is no encroachment to serve in D303. Trustees determined there is no need to discuss further with Mr. Juergensmeyer.

99. SET DATE FOR MEETING OF FINANCE COMMITTEE
Will be scheduled after meeting.

100. BUILDING MAINTENANCE AND REPAIRS
We have a proposal from Davie Tree Experts to remove a tree which was planted in 1964 and now held together with cables. It will be replaced with an ornamental tree. Bryan Wood, Assistant Director, said the replacement tree will cost approximately $500 and removal costs of previous trees has been between $1,000 and $2,000. He also said there have been previous costs of $300 to $500 to trim trees. He did not feel the proposal from Davie Tree Experts in the amount of $1,350 was out of line. Mrs. DeVault asked if we would receive a guarantee for the new tree. Mr. Wood said yes. Motion by Mrs. DeVault, second by Mr. Hill, to approve removal of damaged tree and planting replacement tree in the amount of $1,350.00. AYES: Huntley, Hill, Haines, DeVault. NAYS: Prath. ABSENT: Reese, Steimle. ABSTAIN: None.
91. 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)]
No reason to go into Closed Session.

92. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No vote needed.

ADJOURN
Motion by Mr. Huntley, second by Mr. Hill, to adjourn at 8:15 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.
Mike Hill, Secretary Pro Tem
Board of Trustees

Minutes, Regular Monthly Meeting, April 9, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
APRIL 9, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, April 9, 2014 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; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Cynthia Steimle. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Denise Farrugia, Myung Sung.

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

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, March 12, 2014
MINUTES: Executive Session Meeting, March 12, 2014
TREASURER’S REPORT: March 2014
INTERNAL BUDGET REPORT: March 2014
YEAR-TO-DATE STATEMENT: March 2014
FUND BALANCE: March 2014
INVESTMENT REPORTS for Valley Community Bank,
Harris Bank and IIIT: March 2014

Motion by Mr. Huntley, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, March 12, 2014; Minutes of the Executive Session Meeting, March 12, 2014 and for said Minutes to remain closed; Treasurer’s Report: March 2014; Internal Budget Report: March 2014; Year-To-Date Statement: March 2014; Fund Balance: March 2014; and Investment Reports for Valley Community Bank, Harris Bank and IIIT: March 2014. Carried unanimously.

BILLS: March 2014
Motion by Mr. Prath, second by Mr. Hill, to approve the bills for March 2014 in the amount of $577,947.03. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.

DIRECTOR’S REPORT: March 2014
Mrs. Leffler did not add to her Director’s Report. Motion by Mrs. Reese, second by Mrs. DeVault, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:
Intergovernmental Group (Daniel Prath)
City says the new subdivision is in the preliminary stages, they do not have streets or layouts. Proposed development is to be called Hudson Burnham. Pam Leffler spoke with lawyer regarding annexation before homes are built. Charlestowne Mall has been sold and will be named The Quad, with renovation beginning May 2014 and expected completion time in June 2015. It will be an outside mall like Oakbrook and they will begin with new landscaping. Pheasant Run will remodel their entrance. St. Patrick’s Day Parade was held March 15. School District celebrated John Wredling’s 100th birthday at Wredling Middle School. On The Table is being planned which will have representatives from every government agency to take questions. More information will be forthcoming. Township to host meeting on Thursday, April 10, 2014. Pam Leffler discussed update of remodeling of Library.

Foundation (Karen DeVault)
Minutes of meetings will be taken by members of the Foundation instead of by Library Director. Denise Farrugia gave presentation showing different components of funds being raised by the Foundation for Youth Services Early Literacy area. Foundation pledged $17,000. Friends raised $1,800 with Educator’s Book Sale. Friends will hold their general book sale from April 11-13. Youth Services’ volunteers are raising money for the aquarium. The Books and Brunch Event will be held April 26 with nine local authors, including a meal with silent auction. Mrs. Leffler said there are many nice gifts, including Cubs tickets.

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
85. BUILDING PROJECT STATUS REPORT
Mrs. Leffler said the remodeling is looking very nice and is ahead of schedule. Hallett Movers will move shelving back into its final location. Reference desk will be delivered next week. Remodeling in Youth Services is almost complete, except for wiring for computers and lightening. Construction crews are wonderful. Recommend Trustees walk throughout the Library. Library was closed for abatement and staff is to be commended for working during closing week and for Circulation shelvers when they returned, shelving 9,000 items checked in by Monday morning. Abatement was least disruptive. We are in the process of getting all paperwork for filing. Mrs. Haines thanked Mrs. Leffler for all the construction update reports emailed during the process.

86. APPROVAL OF ORDINANCE 2013/2014 – 8, BY-LAWS ADDENDUM B, PROCEDURES FOR THE NOMINATION AND ELECTION OF OFFICERS OF THE BOARD OF LIBRARY TRUSTEES OF THE ST. CHARLES PUBLIC LIBRARY DISTRICT REFLECTING CHANGE IN TITLE OF ADDENDUM
Motion by Mr. Huntley, second by Mrs. DeVault, to approve Ordinance 2013/2014 – 8, to reflect name change from Board of Directors to Board of Library Trustees. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.

NEW BUSINESS
87. PER CAPITA GRANT FY 2015 REQUIREMENT: REVIEW CHAPTER 7, “COLLECTION MANAGEMENT AND RESOURCE SHARING” OF SERVING OUR PUBLIC 3.0: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES (2014)
This is a requirement for FY 2015, new edition. Library meets all standards. Trustees received handout at meeting. The State has a project, the Edge Project the Library needs to participate in. This will be discussed at a future meeting.

88. APPROVAL OF RESOLUTION 2013/2014 – 3, HONORING NORMAN C. HUNTLEY ON THE ANNIVERSARY OF HIS FORTY-FIVE YEARS OF SERVICE AS A TRUSTEE OF THE ST. CHARLES PUBLIC LIBRARY DISTRICT
Mrs. Haines read the Resolution honoring Norman Huntley. Motion by Mrs. Reese, second by Mrs. DeVault, to approve Resolution 2013/2014 – 3. AYES: Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: Huntley. Mrs. Salomone stated there would be a cover story in the Kane County Chronicle featuring Norman Huntley on April 10, 2014.

89. CREATION OF LIBRARY SPACE IN PROPOSED ST. CHARLES PARK DISTRICT WEST SIDE FACILITY
Mrs. Leffler distributed documents to Trustees. She was contacted by Park District as they will build a west side facility near Hickory Knolls on property owned by the Park District. The total size of the building will be 80,000 square feet. The Park District would like the Library to lease space in their new facility. The Fox Valley Special Recreation Association will be renting a space of about 3,200 square feet. The Park District would like to know if the Library would be interested in leasing space and if so, how much space is needed. If the Library says they are interested at this time, they would be included in the second round of schematic drawings. Library would have no upfront costs. In this offer, the Park District would take care of shared space with bathrooms and meeting rooms. The Park District would have a referendum to build. They have an ad hoc committee. Mrs. Leffler spoke with Jeff Greenwald, who earlier spoke with Diana Brown regarding this opportunity. We do not see any downside to being considered in the second round of schematic drawings. The Park District has offered to give a presentation to the Library Board at a future meeting.

Bryan Wood said the Harley building the Library visited had 8,000 square feet and the Library would need a minimum of 7,500 square feet.

Mrs. Leffler said this would be a satellite location. Small service point, smaller office, computers and holds; a way to reach out to the west side neighbors.

Mrs. Haines asked if additional staffing would be needed. Mrs. Leffler said not in the beginning, but if public wants same services as main library, then we may need to hire additional staff.

Daniel Prath asked why we would not ask for 9,000 square feet, room to grow. Mrs. Leffler said we can say we want more square footage and discuss it with the Park District. The overflow of meeting room needs could go to satellite location, as well as some tutors. Mr. Hill said the tutors bring a lot of students that may not normally be here. Mrs. Leffler said we would have tutors at both locations. Mr. Prath said a library in Seattle had 40% of space for study rooms and computers.

Mr. Hill said if we say we are interested at this time, we need to look carefully at how much it would cost to run. He does not believe the site is good. Mr. Hill said if we had to vote tonight, he would say absolutely not. Mrs. Leffler said if we are interested now and in a couple months down the road decide we are not, we can pull out. Mrs. Reese said it is worth cautiously pursuing if we can pull out. This Park District location is not any easier to get to than here at the main Library. She asked about servicing the northwest area.

Mrs. Haines said if we mirrored that with something in northwest area, it would serve our underserved area. It would be wonderful to partner with the Park District. We should look into it. Maybe another opportunity will come in another area. Mr. Huntley said we could say we are interested but not sure we could put out that kind of money. Location is six blocks north of Geneva and six blocks west in Campton Township.

Mrs. Leffler said she would take direction from the Board. Mr. Huntley said we should look into it with reservation. Ask for 7,500 square feet. Our space will be included in second drawings by the end of April. Also maybe have Mr. Greenwald come to future Board meeting. Mrs. Leffler said the Park District is continuing to meet about costs for Library.

90. BUILDING MAINTENANCE AND REPAIRS
Nothing.

91. 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)]
No reason to go into Closed Session.

92. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No vote needed.

ADJOURN
Motion by Mrs. Reese, second by Mr. Prath, to adjourn at 7:40 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.
Norm Huntley, Secretary
Board of Trustees

Minutes, Regular Monthly Meeting, March 12, 2014

MINUTES

REGULAR MONTHLY MEETING

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

MARCH 12, 2014

 The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, March 12, 2014 at 7:00 pm at the Library.  Present:  President Tory Haines, Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustees Daniel Prath, Karen DeVault, Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas.  Absent:  Mike Hill.  Guests:  Christy Mazza, Examiner.  Library Staff present:  Bryan Wood, Heidi Krueger, Nick Petta, Denise Farrugia.

WELCOME OF GUESTS

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

MINUTES:  Regular Monthly Meeting, February 12, 2014

Motion by Mr. Prath, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting of February 12, 2014.  Carried unanimously.

MINUTES:  Executive Session Meeting, February 12, 2014

Motion by Mrs. DeVault, second by Mr. Prath, to approve the Minutes of the Executive Session Meeting of February 12, 2014, and to remain closed.  Carried unanimously.

TREASURER’S REPORT:  February 2014

INTERNAL BUDGET REPORT:  February 2014

YEAR-TO-DATE STATEMENT:  February 2014

FUND BALANCE:  February 2014

INVESTMENT REPORTS for Valley Community Bank,

Harris Bank and IIIT:  February 2014

Motion by Mr. Huntley, second by Mrs. DeVault, to approve the Treasurer’s Report for February 2014, Internal Budget Report for February 2014, the Year-to-date Statement for February 2014, the Fund Balance Report for February 2014, the Investment Reports for Valley Community Bank, Harris Bank and IIIT for February 2014.  Carried unanimously.

Mr. Prath had questions about the Treasurer’s Report, Internal Budget Report and Managers’ report.  He was requested to ask these questions at the end of the meeting as his notes were not readily available.

BILLS:  February 2014

Motion by Mr. Prath, second by Mrs. Reese, to approve the bills for February 2014 in the amount of $531,981.41.  AYES:  Huntley, Prath, Haines, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  Hill.  ABSTAIN:  None.

DIRECTOR’S REPORT:  February 2014

Mrs. Leffler did not have anything further to add to her Director’s Report and stated the Building Project update was on the Agenda.  Motion by Mr. Huntley, second by Mrs. DeVault, to accept the Director’s report.  Carried unanimously.

COMMITTEE REPORTS:

Intergovernmental Group (Mike Hill)

Notes from the February 12, 2014 meeting are in the Board packet.  The next Intergovernmental Group meeting will be held March 13, 2014.

Foundation (Karen DeVault)

The Foundation received $15,800 in year-end donations, which was higher than last year.  Mrs. Haines reviewed the financials and stated that an audit was not necessary.  Next Friend’s Book Sale will be held in April.  Currently the Library is not taking donated books in the lobby with the remodeling.  Friends made about $400 to $500 per month on lobby book sales.  Donor wall will not be moved from lobby.  Books and Brunch event planned for April 26.  They will be mailing 400 invitations.  Pam Leffler said donor letters have been mailed.  Tickets for the event are $40.  Nine authors are confirmed.  Watch for publicity.  Mrs. DeVault said the Foundation is continuing to receive raffle basket items and Board members are asked to donate baskets.

Motion by Mrs. Reese, second by Dr. Steimle, 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

78.        BUILDING PROJECT STATUS REPORT

Mrs. Leffler mentioned her building update in the Agenda Explanation.  The detectable warning strip at the top of the steps of the mezzanine was completed today.  The rest of the furniture should arrive Friday through Monday to complete the mezzanine.  The removal of carpeting in Youth Services is going well and will continue Thursday and Friday and install new carpeting early next week.  Hallett Movers will be moving stacks back in place in Youth Services and will be moving stacks on the main floor for the area to be abated.

We will be closed on March 24 through March 28.  Mrs. Leffler gave the Trustees a list of what work will be done while the Library is closed.  The Reference staff will do virtual reference and emails answered by reference staff.  We will continue on general construction and lobby will be done while we are closed along with the Youth Services family bathroom.  Overall timeline is still pretty good.  Daily updates are sent to all staff.  Several staff complimented the construction crews as being very respectful of the staff and public.  The construction company is LJ Morse.

Mrs. Haines asked what the general reaction has been to closing.  Mrs. Leffler said most people understand.  We explain what we are trying to accomplish while we are closing.  People understand the necessity for the abatement and considering the health and safety of staff and patrons.  Will also receive some complaints while we are closed.  Mrs. Haines thanked Mrs. Leffler for updating the staff and Board members daily.

79.        APPROVAL OF  ORDINANCE 2013/2014 – 8  AN ORDINANCE ESTABLISHING PROCEDURES FOR THE ST. CHARLES PUBLIC LIBRARY DISTRICT  REFLECTING ADOPTION OF THE USE OF A CONSENT AGENDA

The Board received this Ordinance last month for review and discussed the parameters of the Consent Agenda.  The Consent Agenda would be read each month and if a Trustee wants to discuss a certain agenda item in further detail, that agenda item will be pulled off the Consent Agenda and discussed in the timeframe it appears on the regular Agenda.  The Director and Board President will decide the agenda items to place on the Consent Agenda.  Mr. Prath asked about the wording in Addendum B to this Ordinance and asked if “Board of Directors” should be changed to “Board of Trustees”.  Mrs. Haines asked Mrs. Leffler to place this question on the April agenda.  Motion by Mr. Huntley, second by Mrs. Reese, to approve Ordinance 2013/2014 – 8.  AYES:  Huntley, Prath, Haines, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  Hill.  ABSTAIN:  None.

80.        COMMITTEE APPOINTMENTS

Mrs. DeVault stated she would remain as Foundation Representative and on the Foundation Finance Committee, since she has no voting rights.  With regard to Mrs. DeVault’s husband’s profession, she feels she needs to excuse herself from the 457 Plan Oversight Committee and the Library Finance Committee.  Mrs. DeVault will remain on the Policy Committee and the Audit Committee.  Mrs. Reese would like to be removed from the Facilities Committee.

NEW BUSINESS

81.       ADOPTION OF THE UPDATED PUBLIC LIBRARY TRUSTEE ETHICS STATEMENT

Motion by Mr. Huntley, second by Mrs. Prath to adopt the Public Library Trustee Ethics Statement.  Carried unanimously.

82.       BUILDING MAINTENANCE AND REPAIRS

Mrs. Leffler reported that there was an issue when the electrical power shorted out the main server and the back-up server temporarily on Wednesday, March 12.  Steve Bumpas and David Macdonald successfully brought the server backup; however Dell representatives will be coming to the Library Thursday morning, March 13, to assist with this issue.

83.       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. Huntley, second by Mrs. Reese, to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:20 pm.  AYES:  Huntley, Prath, Haines, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  Hill.  ABSTAIN:  None.

Reconvene to Regular Meeting at 7:49 pm.

77.       POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION

Motion by Dr. Steimle, second by Mr. Huntley, to approve, in addition to two days provided by the Forced and Special Closings policy, staff members receive pay for the period the Library will be closed the week of March 24, 2014 through March 28, 2014, extending this time period to five days to allow for abatement of the asbestos found in the Library; and that details pertaining to this pay be decided upon by the Director and Board President.  AYES:  Huntley, Prath, Haines, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  Hill.  ABSTAIN:  None.

Mr. Prath had additional questions on the Managers’ reports, specifically on page 000799, concerning what items in the new Enterprise catalog cannot be fixed.  Mrs. Leffler said that the old catalog had a lot of customizations.  When we went to Enterprise a lot of those customizations did not carry over.  Mr. Prath asked if the Reference Department was assisting patrons.  Mrs. Leffler said yes, they have done a lot of patron education.

Mr. Prath asked if the Youth Service Department was doing any outreach to Davis Primary and Richmond Intermediate Schools and wondered what we can do to reach out to these schools who are struggling with their test scores.  Mrs. Leffler stated that we do outreach to all schools and different schools have different needs.  We have discussed with both Heidi Krueger and Denise Farrugia increasing our services to the Spanish speaking population.  Mrs. Leffler will obtain more information on specific outreach initiatives.

Mr. Prath had a question with regard to the February bills, specifically on page 000775, a payment to LIMRiCC in the amount of $29,087.44.  In the Statement of Revenues and Expenditures, on page 000732, there is a reference to insurance health employee in the amount of $20,924.12.  Mrs. Haines said that could be a timing difference.  (Mrs. Leffler will seek clarification with Marie Baldwin, Business Administrator.)  The difference is probably between the overall bill paid by the Library and the amount paid by the employee.  Mrs. Haines said she would like to set an appointment with Mrs. Leffler and Mrs. Baldwin to review accounting matters.

Mr. Huntley suggested Mr. Prath bring his questions to Mrs. Leffler prior to the meeting so that she can give a firm answer at the Board meeting.

Mr. Prath had a question with the Internal Budget Report, specifically on pages 000744-000745, the percentage total budget remaining appears to have errors in the calculations.  For example, on page 000744, room rental income, total electronic expenditures and on page 000745, total materials percentage.  Mrs. Leffler said she will talk with Mrs. Baldwin about these matters.

ADJOURN

Motion by Mr. Huntley, second by Mrs. DeVault, to adjourn at 8:03 pm.  AYES:  Huntley, Prath, Haines, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  Hill.  ABSTAIN:  None.

 

                                                           

Norm Huntley, Secretary

Board of Trustees

Ordinance 2013/2014-7 Establishing Dates of Regular Meetings, Jan. 2014-Jan. 2015

ORDINANCE 2013/2014 – 7

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

 JANUARY 2014 – JANUARY 2015

            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 8, 2014

February 12, 2014

March 12, 2014

April 9, 2014

May 14, 2014

June 11, 2014

July 9, 2014

September 10, 2014 (Annual Meeting)

October 8, 2014

November 12, 2014

December 10, 2014

January 14, 2015

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

ADOPTED this 11th day of December, 2013, pursuant to a roll call vote as follows:

AYES:    Huntley, 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