Meeting Notice, Regular Monthly Meeting, February 10, 2016

BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
REGULAR MONTHLY MEETING
FEBRUARY 10, 2016

Board Meeting: Wednesday, February 10, 2016, 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.

AGENDA

I. Call to Order
II. Welcome of Guests
III. Approve Consent Agenda
Minutes of Audit Committee Meeting, January 13, 2016
Minutes of Regular Monthly Meeting, January 13, 2016
Minutes of Executive Session Meeting, January 13, 2016
Minutes of Special Meeting, January 27, 2016
Minutes of Executive Session Meeting, January 27, 2016
Minutes of Special Meeting, February 3, 2016
Minutes of Executive Session Meeting, February 3, 2016
Treasurer’s Report: January 2016
Fund Balance Report: January 2016
Investment Reports: January 2016
The First State Bank and Harris Bank
IIIT
IV. Check Register, Accounts Payable: January 2016
V. Check Register, Payroll: January 2016
VI. VISA Statement: January 2016
VII. Amazon Statement: January 2016
VIII. Trustee Recognition
IX. Committee Reports
X. Communications and Citizen’s Comments

XI. Unfinished Business
60. OSG – IT Audit
61. Staff Recognition Dinner, May 7, 2016, St. Charles Country Club

XII. New Business
62. Lauterbach & Amen Accountants
63. Ratification of Full-Time Youth Services Librarian by the
Policy Committee Prior to the March 9, 2016 Board Meeting
64. Discussion of Interim Director, Search Firm for New Director
65. Discussion with Department Managers
66. Building Maintenance and Repair
67. 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)]

MONTHLY REPORTS
Department Managers’ Report, January 2016
Statistical Report, January 2016

Minutes, Special Meeting, November 30, 2015

MINUTES
SPECIAL MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
NOVEMBER 30, 2015

The Special Meeting of the Board of Trustees of the St. Charles Public Library District was held on Monday, November 30, 2015 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/Secretary Kimberly Reese, Treasurer Norm Huntley, Trustees, Anne Francissen, Mike Hill, Karen DeVault. Director Pamela Leffler and Administrative Assistant Virginia Tsipas. Absent: Trustee Cynthia Steimle. Staff: Bonni Ellis, Denise Farrugia, Nick Petta, Myung Gi Sung, Michele Collette, Nancy Huntsha, Susan Mitchell, Penny Walsh.

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

44. BUILDING PROJECT
Mrs. Haines stated the Trustees will have a lot of comments on the November 9, 2015 plans; it is not a final plan or even close. This is our time to say what we want and what we do not want. She thanked Mrs. Leffler for her comments on the Trustees’ comments. We are meeting tonight so we can give architects Board’s direction. We need to look at comments as a success. There were a lot of comments about the proposed new meeting room. Many comments were that the Board wants public use of mezzanine; to have it open expands the common place and gives access to the Carnegie Community Room. Trustees like entry, collection in one place and staying on budget. Trustees should talk about what they want to see rather than talk about how to move November 9, 2015 plan around. We want to see more options as suggested by Mrs. DeVault.

Mr. Huntley stated that this is a discussion of Board members and no one else. He did not want Mrs. Leffler to defend the plan or lead the discussion. Mr. Huntley does not want to see any more publicity about a project until the Board says this is what we are doing and voting on. We had not voted on use of Miller Trust Fund; no further publicity about Miller Trust Fund.

Mr. Huntley stated we need to consider access to garbage and deliveries. The proposal plan of November 9, 2015 makes it more difficult for pick up of garbage and access for deliveries. He does not want the garbage located in the front of the Library.

Mr. Hill liked Mrs. DeVault’s comment that Board’s thoughts should go to architects and they should come up with three plans within budget. Not one plan was on budget and all three should be on budget and based on the comments we are making. He would like to strongly stress the concern of access to the Carnegie Community Room for large groups; without main staircase the elevator is very slow. This is a difficult problem.

Mr. Huntley said he does not want the public to use the enclosed stairway by Carnegie Community Room because it leads to the lower level. With about 100 people to arrive for programs it is a problem. Limiting the access to it just through the elevator is a problem.

Mrs. Leffler said the Board agreed on a one story addition and asked Trustees if they wanted a two story addition that could address area of elevator. Mrs. Haines said architects should present a plan to address this problem. Programs have been so successful and growing and we need to concentrate on new plan and make programs more successful.

Mrs. Francissen said the new west end meeting room looks like it would be larger than the Carnegie Community Room and wanted to know if it would make the Carnegie Community Room secondary for programs. Mr. Huntley stated we do not want Carnegie Community Room to go by the wayside.

Mr. Huntley said the elevator should be used by seniors. Meeting room to the west end of building is out of place. Mr. Hill said the positive side when people move through areas is they see displays and some things they have not seen before. Mr. Huntley said that will be disturbing to patrons.

Mr. Hill said consider parking lot and talk with City about vacating Walnut Avenue and Sixth Avenue and work with St. Marks Church. This would give us a lot of flexibility for parking and the retention pond may not be size they are expecting. It could also be to Church’s advantage. Mrs. Haines said the Church would be amenable to this. Mrs. Leffler said she contacted Rita Tungare with the City and they have meetings on the first and third Thursday of each month for development review. Mrs. Leffler will schedule to attend a meeting to talk about closing Walnut Avenue and Sixth Avenue. When we talked with the City they did not seem opposed. Mr. Hill said for referendum, Walnut Avenue was shown closed. Mr. Huntley said there was a plan for the Church having access from their present lot across the street to the proposed new lot; areas of ingress and egress. Mr. Hill said this could give a fresh look for entrance and parking. The Board is serious about this. Mr. Huntley said until we know something can happen we do not know square footage we have for building purposes.

Mr. Hill said he does like the new meeting room size, kitchen, restrooms and outside access.

Mrs. Haines said to have single collection in one place is different than having entire collection in one place. We need dedicated space for computer classes. Mrs. Francissen said our new meeting room and computer room should be moveable working spaces with equipment that is flexible. Mr. Huntley asked if there were computer classes every day. Mrs. Leffler said it depends upon the season. Mr. Hill said there is a mobile lab in the Carnegie Community Room and wanted to know what it was used for. Mrs. Leffler said staff is reconsidering this; it was originally meant for Carnegie Community Room use.

Mrs. Haines asked about report of study room use. Mrs. Leffler said we have not kept stats to answer that question. The use of the rooms previously did not reflect demand because of prior restrictions; room one was only for Literacy Volunteers, study room three was only recently opened to allow reservations one week prior. Small study room is used more frequently. We can do a more formal study if the Board wants. Mrs. Leffler said the demand is usually for one to two people, and as Library has gotten noisier. Mrs. Francissen mentioned the computer area is loud. Mrs. Haines said we could have more study rooms if that is what the public wants. Bonni Ellis, Circulation Manager, said it is very noisy and patrons ask for a quiet place to go. Sometimes we try to direct patrons to the Carnegie Business Room.

Mr. Huntley commented that patrons could find a place to study with all the tables and chairs along the wall facing Route 64 in the proposed November 9, 2015 plan. Mrs. Leffler said it probably would be more of quiet reading areas. Mr. Huntley talked about use of space; I do not think we should talk about all seating and give up all closed study rooms. We need to look at square footage and uses. He does not see the need for that many open seating areas.

Mrs. Leffler said frequently staff will encourage patrons to use large study rooms because of noise. Patrons have asked for study rooms to keep noise level down.

Mr. Hill said he liked the idea of a special teen area and that it is open to other areas. Mrs. Haines said teen area is ok if it is enclosed in glass.

Mr. Huntley said if mezzanine level is closed off we lose all charm, all openness, we lose the St. Charles Library.

Mrs. Haines does not like the back staircase that leads to the Children’s Department. Mrs. DeVault asked if it was intended just for staff. Mrs. Leffler said yes. Mrs. Haines said no, we do not like that stairway leading down to Youth Services. Mrs. Francissen asked if we needed two means of entry. Mrs. Leffler said yes; on the proposed plan there is a staircase by audio books and also storage.

Mrs. Haines, Mrs. DeVault and Mr. Hill said there is a problem with accessibility of Administration Offices. The Director needs to be accessible to the public. Accounting and Human Resources are okay to have on mezzanine level. Some management needs to be visible to public and public should be visible to management. Mrs. Leffler asked if they wanted the Administration Office near the entrance or just on the main level. Mrs. Haines said if someone wants to speak with Director, public needs to feel Director is accessible to them.

Mr. Huntley said the staff lounge has no indication of water facilities or kitchen facilities. Mrs. Leffler said the November 9, 2015 plan is a rough draft and details are not shown yet.

Mrs. Haines said we need sufficient space for meeting rooms, staff workrooms and all departments. Have architects come back with minimum of three options that are within budget. Mr. Huntley said not to increase size for departments but increase size for staff use and meetings. Solve first two problems that Mrs. Haines mentioned first. When people walk into library they are getting bang for buck, that wow factor. Some people see that now because it is a nice place.

Mr. Hill said we have to be realistic with $8 million. The Miller Trust Fund, that money should not be used for incidental things as furniture. Diana Brown said Mr. Miller’s attorney suggested he give it to the Library. He wants the Miller Trust Fund used for something that recognizes Mr. Miller. Mrs. Francissen asked about using it for the atrium. Mr. Huntley said anything that has attachment for this building, that money should not be used for paying for any part of this building. Mr. Hill suggested it be used for a garden. Mr. Huntley said this plan was to be used with money that we have.

Mrs. Francissen said with streets to close maybe we could build addition further south. Mr. Huntley said they cannot build out south because of St. Marks Church parking lot. Mr. Huntley said if we close streets we could build further east. This would be much safer for patrons because it would cut out through traffic; a better way to deal with parking and building addition.

Mr. Huntley said original site plan showed use for parking area and there could be more parking. They need to look at whole site. Mr. Hill said retention pond was going to be much more expensive because of grading. To close the streets it might give them more land to deal with and less cost for retention.

Mr. Huntley said we are in no rush. Previous plan took six years and we have done well. Mrs. Leffler said she will prepare notes and send to Trustees for review. The architects offered to do a workshop with the Board to move sections around or come back with three to four plans with what was requested. Mrs. Haines said having a workshop would be more effective. Mrs. Leffler said they can come with some ideas with Board’s priorities and do the workshop. Mr. Hill said notes should be shared with architects and they should ask Trustees if they have questions. No action should be taken until they meet with Board.

Mrs. Leffler will provide the notes to the Trustees and then send to architects. The Trustees asked to have the architects attend the December 9, 2015 Board meeting.

ADJOURN
Motion by Mrs. DeVault, second by Mr. Hill to adjourn at 7:49 p.m. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAINING: None.
Kimberly Reese
Secretary, Board of Trustees

 

Minutes, Regular Monthly Meeting, November 11, 2015

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
NOVEMBER 11, 2015

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, November 11, 2015 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; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Treasurer Norm Huntley. Library staff present: Fran Venegas, Heidi Krueger, Bonni Ellis, Pam Salomone, Myung Gi Sung, Denise Farrugia, Michele Collette, Kristen Lawson.

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

Motion by Mrs. DeVault, second by Mr. Hill, to allow Mr. Huntley to participate in the meeting via telephone. Carried by roll call vote for quorum as follows: AYES: Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAIN: None.

Mr. Huntley joined the meeting via telephone at 7:02 pm.

TRUSTEE RECOGNITION
Not applicable.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, October 14, 2015
Treasurer’s Report: October 2015
Fund Balance Report: October 2015
Investment Reports: October 2015
The First State Bank and Harris Bank
IIIT
Check Register: October 2015

Motion by Dr. Steimle, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, October 14, 2015; Treasurer’s Report: October 2015; Fund Balance Report: October 2015; Investment Reports for The First State Bank, Harris Bank and IIIT: October 2015; Check Register:  October 2015.  Carried unanimously.

DIRECTOR’S REPORT: October 2015
Mrs. Leffler stated the Director’s Report was at Trustees’ places. Updated remodeling plans were emailed to Trustees on Monday, November 9, 2015. Bryan Wood is still out on FMLA. Mrs. Leffler and Mr. Petta are handling maintenance matters. Mrs. Leffler has been meeting with Ms. Venegas regarding FSLA. Financial reports are fewer and clearer. Mrs. Leffler and Wendy Kmet met with Mrs. Haines and determined that reports were redundant and dependent upon manual entry with possible errors. There are now four basic reports presented to the Board, directly from Investment Firms or accounting software. Contact Mrs. Leffler with any questions about the reports. Boiler started leaking and repairs will be made early Thursday, November 12, 2015 with hopes that water will be turned on before the Library opens Thursday morning. LINC, MAGIC and SWAN met regarding future consortia which would improve patron services across the board. Motion by Mrs. DeVault, second by Mrs. Reese, to approve the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
Nothing to report as prior meeting was held October 8, 2015 and next meeting will be Thursday, November 12, 2015.

Intergovernmental Group (Michael Hill)
Members will be participating in Salvation Army bell ringing at Blue Goose Market. Mrs. Leffler is coordinating event with Mr. Anderson and will email details to Trustees. Intergovernmental Group will meet Thursday, November 12, 2015.

Motion by Mrs. Reese, second by Mrs. Francissen, 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.

Mr. Hill attended the Historical Portrayal of Eleanor Roosevelt program at the Library. The room was packed and it was a nice event. Mrs. Francissen registered for the event but was placed on a waiting list and was impressed as to the number of attendees registered.

UNFINISHED BUSINESS
32. BUSINESS OFFICE ASSISTANT POSITION
Motion by Dr. Steimle, second by Mrs. DeVault, to approve the appointment of Debra Kippes for the Business Office Assistant full-time position, effective Monday, November 16, 2015 at her current pay rate. Carried unanimously.

33. ORDINANCE 2015/2016 -5: ORDINANCE FOR LEVYING TAXES FOR LIBRARY PURPOSES FOR THE FISCAL YEAR 2015/2016 (INCLUDES CERTIFICATE OF LEVIES AND TRUTH IN TAXATION CERTIFICATE OF COMPLIANCE)
Mrs. Leffler presented the Board with the final version of the Ordinance and stated there were no changes. There is $7,840,000 in total funds. The Certificate of Compliance certifies that the Ordinance meets the Truth in Taxation requirement. A hearing is not necessary as the levy does not exceed 105% of the previous year’s tax extension. Motion by Mrs. DeVault, second by Mr. Hill, to adopt Ordinance 2015/2016-5. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

34. ARCHITECT PRESENTATION DISCUSSION
Mrs. Leffler previously provided paper copies to the Trustees and emailed an electronic version of the updated November 9, 2015 plans for the Library remodeling project, which plans are now within budget.

Mrs. Haines stated that the presentations on October 14, 2015 were almost $2.5 million above what five different groups told us we could achieve. Mrs. Haines asked the Trustees to share their thoughts. Mrs. Haines further stated that the architects met with staff to hear their concerns and with Director and although all requests were not within budget, the architects decided to go forward. The architects referenced a “team” endeavor, but their team is the Board. We could even start over with another architectural group.

Mr. Huntley agrees with Mrs. Haines. He was offended by architect’s presentations. He did not like that money was put forward from other funds. The plans were staff driven totally, with only two meetings of Board input. Mr. Huntley did not like that the architects asked to get approval the same night of the presentations. He said we have taken care of office space, for children, I do not see a whole lot for public. I do not like the way it is laid out.

Mrs. Reese said that she was in shock at the October meeting with the overall presentations and that the architects wanted the Board to make a decision. She was dumbfounded and disillusioned.

Mr. Hill stated he had a lot of concerns. There was no way he was going to consider voting at the October 14, 2015 meeting. Looking at dollar amount and using Miller Trust Fund further bothered him. Mr. Hill was not sure about looking for another architect, but we have to go back to beginning. He wants people to walk in and say we did a good job for the public. How much more space for public? How much more space from what we have now? Staff spaces are not very good, air flow not well, too many concerns to move forward with this plan. Fresh start in terms of the beginning of the plans and a lot more Board input.

Mrs. DeVault said she was surprised that the most modest plan was $875,000 over what we were going to go with. She was dumbfounded at meeting and could not vote. Create something well worth $8.425 million that will serve patrons and staff for the next number of years that we would be proud of. Mrs. DeVault does not feel we need to go with new architectural firm but need to be sure we are all starting on same page.

Mr. Huntley said it is not that staff did a bad job; the Board was cut out. The proposed plan does not fit with what the Board is after. The Board needs to take charge.

Mrs. Francissen said the new proposed plan is reasonable. She likes the collections all in one place, study rooms, teen room, would like meeting room located somewhere else. Mrs. Francissen would like to see plan to remain within budget and more communication with the Board.

Dr. Steimle said if the architects’ direction was to talk with Director and staff, the Board should have taken responsibility upon themselves to bring more communication. We could not vote in October, this is not a rush. We cannot put all blame on architects; we need to accept our fault. She does not like taking loft away and then you have a wall. We need to look more at needs to expand staff space and public space.

Mrs. Haines said we need to call architects back and let them know these are Board’s decisions, and want staff to work within plan. They need to work with the Board. Will take concerns from the staff but it is Board’s decision.

Mrs. Reese said when we went with firm did we not give clear directive? Mrs. Haines said we thought we did. The Board hired them and they got carried away with who they were working for, but we are correcting it tonight. Before we were working with a firm that was used to working with the Board.

Dr. Steimle said all libraries have different ways of approaching things. We can tell them the Board wants to get more involved. We need to offer more specific comments about what we do or do not like with what they are offering. We need to make sure we are serving all needs.

Mr. Huntley said we need to go back and close Walnut Street. We need to contact the City to get that done; it will change the whole perspective with site plan. Entrance to parking area could be further south and we would have more site land to work with. Building could be a different form. Mr. Huntley wants to see a whole site plan.

Mrs. Francissen said we need to have a Special Meeting before the December 9, 2015 meeting with architects to make sure they understand the Board’s expectations and reset process. Dr. Steimle said the Board should meet separately to determine what we expect and want to present to the architects; have a unified concept. Project needs to come at the budget they are given.

Motion by Mrs. Francissen, second by Mr. Hill, to schedule a Special Meeting of the Board without the architects to come up with a unified set of recommendations for architects to proceed. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Mrs. Leffler said the Board had agreed on general layout addition so you may want to consider what was previously agreed upon by having a one floor addition.

Dr. Steimle asked who the Library should approach at the City to talk about Walnut Avenue. Mrs. Leffler said she talked with the City and they indicated they would be open to closing Walnut Avenue. If the Board certainly says this is what we want to pursue then Mrs. Leffler or architects will proceed.

Mrs. Haines asked if the architects talked with the City before. Mr. Huntley said he originally talked with the City. Mrs. Reese asked if Lohan Anderson talked with the City before the referendum. Mr. Huntley said that was for electrical matters. Mr. Hill said Mrs. Leffler should talk with the City. Mr. Hill said he would talk with Ray Rogina at the Intergovernmental Group meeting on Thursday, November 12, 2015. Mrs. Leffler will forward an email she had with Mark Koenen within last six months regarding closing Walnut Avenue.

Mrs. Leffler will email Trustees about meeting dates for Special Meeting. Mr. Hill suggested the Board members email each other their concerns prior to the meeting. Mrs. Leffler said all Trustees should email her and she will combine into one document to email to all Trustees to stay within Open Meetings Act rules. Mr. Hill stated his concern of patrons using the Carnegie Community Room and only having access with the proposed back staircase and elevator.

Mrs. Leffler asked if Trustees wanted to see priorities from patrons or staff. Mr. Hill stated he has not seen patron input. Mrs. Leffler said most staff comments are based on patron input. Mr. Huntley said we need new public input. Dr. Steimle said we should see what we have to review. Mrs. Haines said we had recommendations from public before referendum.

Mrs. Francissen asked if most of staff input was incorporated into plans. Mrs. Leffler said everything was still in schematic design stage. Mrs. Haines asked Bonni Ellis if she was satisfied with the Circulation workroom. Mrs. Leffler said she has been meeting with department managers and the plans incorporate what staff suggested.

Mr. Hill said if comments by staff are made by patrons, what are patrons asking for? Mrs. Leffler said she believes department managers’ comments were based on what was heard by public. Mrs. Leffler is meeting with all department managers on Thursday, November 12, 2015 and they will discuss patron concerns. Mrs. Haines asked if department managers could send that input to Mrs. Leffler and then Mrs. Leffler could email to Trustees.

Mrs. Francissen asked Mrs. Haines what she was expecting. Mrs. Haines said there were three scenarios and she was not expecting all three to be over budget and that offended her. Their feeling that they don’t work with the Board offended her. Mrs. Haines wants more meetings with architects, more collaboration.

Dr. Steimle said if we among ourselves have different ideas we need to discuss before we talk with architects. Part of the reason for the cost overrun was their surprise of the condition of the site. It seemed basic. She was taken aback from that. Mrs. Leffler said the point being after resurveyed they were not expecting what they found.

Mrs. Leffler said she didn’t think it was communicated well about the plans coming in over budget. Architects will work as closely with the Board as you like and they are willing to work with the Board as much and apologize for the way it came across. Mrs. Leffler apologized for her part in not communicating more with the Board.

35. TRUSTEE MANUAL REVISION RE: BUDGET AND LEVY SECTION
Mr. Huntley made a motion to approve the revisions to the Trustee Manual. Prior to a second and roll call, Mrs. Francissen stated during October meeting it was decided that the Finance Committee would meet with Attorney Ritzman to discuss the proposed revisions to the Trustees Manual. She still feels it is important to do that. She would like to have that meeting prior to the Board voting on the revisions to the Trustee Manual. Dr. Steimle asked if there was a time sensitivity to pass these revisions now.

Mrs. Leffler said the vote on the revision does not preclude a meeting with Mr. Ritzman. Dr. Steimle said if we pass the revisions and the Finance Committee meets with Mr. Ritzman, we could vote again. Mr. Huntley said he sees no reason to meet with Mr. Ritzman and Mrs. Francissen. Mrs. Francissen said she would like to meet with Mr. Ritzman and then talk with members of Finance Committee. Mrs. Leffler said she would arrange a meeting with Mr. Ritzman, Mrs. Francissen and herself.

Motion by Mr. Huntley, second by Mr. Hill, to approve the revisions made to the Trustee Manual by Attorney Ritzman. AYES: Huntley, Hill, Haines, DeVault, Reese, Steimle. NAYS: Francissen. ABSENT: None. ABSTAIN: None.

NEW BUSINESS
36. EXPLANATION OF PROPOSED SUBSTANTIVE AMENDMENTS TO LIMRiCC BY-LAWS AND INTERGOVERNMENTAL AGREEMENT
Mrs. Leffler said that LIMRiCC is going from solely insured to self-insured organization. This changes the Intergovernmental Agreement and all participating libraries need to pass this agreement. It does not change much in terms of the plans or insurance available to staff.

Fran Venegas said they are still using the same broker, but that LIMRiCC is holding money to pay out claims rather than having Blue Cross/Blue Shield pay out claims.

37. ORDINANCE 2015/2016-6: AN ORDINANCE PROVIDING FOR THE EXECUTION OF AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE LIBRARY INSURANCE MANAGEMENT AND RISK CONTROL COMBINATION (“LIMRiCC”) AND THE ST. CHARLES PUBLIC LIBRARY DISTRICT
Motion by Mrs. Reese, second by Mrs. DeVault, to approve Ordinance 2015/2016-6. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

38. EMPLOYEE BENEFITS: HEALTH INSURANCE
For 2016, proposing that all employees receive all benefit dollars. Proposed amounts all fall within budget parameters with past budget and appropriation ordinance. There is a new plan that LIMRiCC is offering, high deductible HSA plan and it is confusing and has taken time to understand, but LIMRiCC says we have to offer it.

Plan is cheaper but health savings account and this plan is relatively new. You cannot have FSA and HSA at same time. LIMRiCC will not handle HSA points. If staff chooses this plan then staff needs to meet with Pam Leffler and Fran Venegas to go over plan. LIMRiCC will provide someone to talk with staff. LIMRiCC’s full-time administrator resigned. Open enrollment is very soon. We need to make plans available but there are some timing issues involved with obtaining all information. Mrs. Haines asked Mrs. Leffler to check with Sikich and Wessels Sherman.

Dr. Steimle said that LIMRiCC is administering through BlueCross/BlueShield. Generally with HSA the employer has to fund HSA.

Our goal is to standardize as much as possible with what Library will pay for all plans. We need a motion to approve the employer coverage and a motion to approve employee monthly rates.

Dr. Steimle said if they chose a plan for themselves only, they would have zero for health insurance premium and their fund would be funded $500, but they have $2,500 deductible. We need to have insurance experts explain this plan to staff.

Motion by Dr. Steimle, second by Mrs. Francissen, to approve changes to the employer portion of coverage so that all eligible employees receive the same benefit dollars regardless of plan type chosen. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Motion by Dr. Steimle, second by Mrs. Reese, to approve changes to employee monthly rates. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

39. SALARY RECOMMENDATIONS FOR 2016
Managers are preparing evaluations which are due by November 30, 2015. The base increase is 2% with merit level increases in 0.5% increments up to 3.5%. Mrs. Francissen asked if there were descriptions of the different merit levels. Mrs. Leffler said 2% base is meeting expectations. Above base rate are varying levels of exceeding expectations.

Mrs. Francissen asked for the percentages of employees in the past and what levels they received. Mrs. Leffler said she could go back and figure out as far back as Mrs. Francissen would request. Mrs. Francissen said she would like Mrs. Leffler to go back five years. Mrs. Haines said the decision was made by the Finance Committee with this recommendation to the Board. Mrs. Haines asked Mrs. Leffler to schedule a Finance Committee meeting to further discuss Salary Recommendations for 2016. Mrs. Leffler asked if she should prepare the requested information for the Finance Committee meeting. Mrs. Haines asked Mrs. Leffler when the salary recommendations needed to be finalized. Mrs. Leffler said increases would be applied to the first full pay period in 2016, but if the decision is made later, payments would be retroactive to the first full pay period in 2016.

40. AGENDA FORMAT
After communicating with Mr. Ritzman, he stated it is still appropriate to have Closed Session with three choices, Acquisition and Lease of Property, Litigation and Personnel, but the more detail we could give the better. The Board can always choose to go into Closed Session even if a specific need is not stated on the Agenda.

Mr. Hill asked for an example; if it is for personnel, what more would we say. Mrs. Leffler referred the Trustees to the article from Ancel Glink which gives some examples in the article. We need to make sure we are following OMA as close as we can. Mrs. Haines said the motion to go into Closed Session should reference discipline of a specific employee rather than just saying personnel. Mrs. Leffler said the trend is more information without disclosure. Mrs. Haines said we need more guidance from Mr. Ritzman.

41. BUILDING MAINTENANCE AND REPAIR
Work is currently being done on the boiler.

42. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5 ILCS 120/2 (c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)]
Motion by Mrs. Reese, second by Mrs. DeVault, to go into Closed Session at 8:18 pm, to discuss Personnel pursuant to [5 ILCS 120/2(c)(1)]. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None. Mrs. Leffler asked Fran Venegas, Human Resources Coordinator, to attend the Closed Session meeting. Motion by Dr. Steimle, second by Mrs. Francissen, to allow Fran Venegas to attend the Closed Session meeting. Carried unanimously.

Regular Session reconvened at 8:42 pm.

43. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Mrs. Francissen, second by Dr. Steimle, to extend Bryan Wood’s leave to December 7, 2015, per Library policy. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Dr. Steimle stated if this is how employees get disability insurance through IMRF, the IMRF disability rules seem odd.

ADJOURN
Motion by Mr. Huntley, second by Mrs. DeVault, to adjourn at 8:43 pm. AYES: Huntley, Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: 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

Minutes, Regular Monthly Meeting, October 14, 2015

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
OCTOBER 14, 2015

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, October 14, 2015 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; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Treasurer Norm Huntley. Library staff present: Heidi Krueger, Bonni Ellis, Pam Salomone, Nick Petta, Myung Gi Sung, Denise Farrugia, Penny Walsh, Michele Collette. Guests: Brian LeFevre of Sikich, Dan Pohrte and Tiffany Nash of Architecture + Design and Steve Hendrickson of ShalesMcNutt Construction.

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

TRUSTEE RECOGNITION
Not applicable.

CONSENT AGENDA
MINUTES: Audit Committee Meeting, September 9, 2015
MINUTES: Annual Meeting, September 9, 2015
MINUTES: Executive Session Meeting, September 9, 2015
Treasurer’s Report: September 2015
Internal Budget Report: September 2015
Year-To-Date Statement: September 2015
Fund Balance: September 2015
Investment Reports: September 2015
The First State Bank and Harris Bank
IIIT

Motion by Mrs. Reese, second by Mrs. DeVault, to approve the Minutes of the Audit Committee Meeting, September 9, 2015; Minutes of the Annual Meeting, September 9, 2015; Minutes of the Executive Session Meeting, September 9, 2015; Treasurer’s Report: September 2015; Internal Budget Report: September 2015; Year-To-Date Statement: September 2015; Fund Balance: September 2015; Investment Reports for The First State Bank, Harris Bank and IIIT: September 2015. Carried unanimously.

BILLS: September 2015
Motion by Mrs. Reese, second by Mr. Hill, to approve the bills for September 2015 in the amount of $309,107.04. AYES: Huntley, Francissen, Hill, Haines, Reese. NAYS: None. ABSENT: DeVault, Steimle. ABSTAIN: None.

Motion by Mrs. DeVault, second by Mrs. Reese, to take Agenda out of order and move Agenda Item 23 before the Board. Carried unanimously.

UNFINISHED BUSINESS
23. PRESENTATION OF AUDIT
Brian LeFevre of Sikich discussed the audit of the Library and reported that the Library received an unqualified opinion, which is the highest level. Mr. LeFevre stated the audit was based on two sets of standards; AICPA auditing standards and GASB financial reporting standards. An important note was that all deposits were fully collateralized. Any deposits above $250,000 are insured and covered by collateral. Library is in compliance with investment policy.

Mr. LeFevre reminded Trustees of GASB 68 which is a new standard for reporting of IMRF pension liability on the financial statements. This is an accounting change, not a funding change. The Library did pay off their final mortgage. The total pension liability this year includes both active members and retirees; before, only active members were included. KPMG did an audit of IMRF and found them to be 82.8% funded.

Dr. Steimle arrived at 7:22 pm.

Auditor’s Communication to the Board of Trustees notes there are no disagreements with management; process is going smoothly. No issues were identified. There were a couple recommended adjustments in accounts payable and transfer with Special Reserve Fund, a couple of old cash accounts and cleaning up items. The Auditors discussed recommendations with Mrs. Leffler and Mrs. Kmet, including securing blank check stock, which were addressed.

GASB looks at related entities, i.e., Foundation and Friends and puts onus on Board, to evaluate their financial statements. There is a 5% test if an item is of significance. Mr. LeFevre stated they use a professional judgment with regard to these matters. Mrs. Leffler stated that the Foundation held approximately $300,000 in funds. Mr. LeFevre stated that an audit would be warranted at the $850,000 level.

Note was made to Library’s vacation policy which will be revised because of complexity of accrued vacation time for new staff.

Mrs. Francissen asked if there was an audit of internal controls. Mr. LeFevre said they gain an understanding of internal controls, review procedures of processing cash receipts and accounts payable and conduct a test of transactions to see if the procedures and process are aligned. We did not identify any risks.

Mrs. Haines asked if they were pleased with new payroll system. Mr. LeFevre said yes. The comments from staff concerning payroll acts as a second control. Management can review reports from Paycom. Mrs. Haines asked if work was done on controls in payroll. Mr. LeFevre said yes; we do a lot of work in the payroll area.

Mrs. Haines said the financial statement for the Foundation as of August 31, 2015 shows holdings of $249,000. Mrs. Haines prepares the I-90 for the Friends of the Library.

Motion by Mrs. Reese, second by Mrs. Francissen to approve the Audit. Trustees were directed to contact Mr. LeFevre if they had further questions. Mrs. Haines thanked Mr. LeFevre. Mr. LeFevre left the meeting at 7:24 pm.

DIRECTOR’S REPORT: September 2015
Mrs. Leffler did not have anything to add to the Director’s Report. Mrs. DeVault asked about payments to OSG dated 9/21/15 in the amount of $2,025.00 and dated 9/30/15 in the amount of $13,500.00. Mrs. Leffler said those payments are accurate and she is meeting with Dan Klobnak of OSG and David Macdonald, IT Interim Manager, weekly to discuss status of work to upgrade hardware and software and to work through issues stated in the IT Audit. Mrs. DeVault asked how much longer the Library would need the services of OSG. Mrs. Leffler said we could use their assistance for another 100 hours, depending upon how we choose to move forward with IT Manager position. Motion by Mrs. DeVault, second by Mrs. Reese, to approve the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Intergovernmental Group (Michael Hill)
Mr. Hill suggested the Library consider conducting an annual survey of community. He mentioned the School District conducts one on an annual basis. Mrs. Leffler has talked with other library directors, the City of St. Charles and Park District to consider survey options. We can conduct a casual survey or statistical survey, but need to be sure the survey is relevant.

Foundation (Tory Haines)
There are two new members on the Foundation Board, Claudia Frost and William P. (Mike) Weible. Foundation reviewed their annual financials and Mrs. Haines worked with Treasurer, Mr. Gephart to improve financial reporting. Carol Abel submitted her resignation from the Foundation Board. Donor Event scheduled for October 17, 2015 was canceled due to Fox Valley Repertory abruptly closing their doors. Foundation has requested refund of $1,000.00 from FVR for the purchase of the tickets. Books and Brunch Event is scheduled for April 23, 2016. Friends’ book sale will be held October 30, 2015 through November 1, 2015. Friday, November 13, 2015 there will be a fundraiser at the eastside Panera to benefit the Friends of the Library. The Foundation may hold similar fundraisers at local restaurants in February and March 2016.

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
24. PRESENTATION OF ANNUAL REPORTS
Trustees enjoyed reading the Annual Reports and praised the staff. Mrs. Leffler said that Mr. Huntley, who could not be present at the meeting, wanted the staff to know he felt they were doing very well. Mr. Hill requested summary of Annual Report to distribute at upcoming Intergovernmental meetings. Mrs. Leffler will prepare the Annual Report Summary.

25. BUSINESS OFFICE ASSISTANT POSITION
Mrs. Leffler reported the revised proposed job description addresses the internal control issues raised at the September meeting and recommended that the new job description be adopted by the Board. Motion by Mr. Hill, second by Mrs. DeVault, to adopt the full-time job description for Business Office Assistant. Carried unanimously.

26. TRUSTEE MANUAL REVISION RE: P-TELL AGGREGATE EXTENSION BASE
Mrs. Leffler provided a revised page 10 of the Trustee’s Manual to clarify the levy aggregate extension rate. Mrs. Francissen had questions about the sentence “Because tax income each year is based upon the preceding year, the Library Board must be cautious to levy as close to its legal rate as possible so it will not permanently reduce the amount of taxes it should receive.” Mrs. Haines stated the discussion would be tabled and brought before the Finance Committee with the requested attendance of Attorney Ritzman. Mrs. Leffler will schedule the Finance Committee meeting with Mr. Ritzman.

NEW BUSINESS
27. DRAFT ORDINANCE 2015/2016-5: ORDINANCE FOR LEVYING TAXES FOR LIBRARY PURPOSES FOR THE FISCAL YEAR 2015/2016
Mrs. Leffler said the Ordinance will be on the October 2015 Agenda and is the same amount as approved in the budget.

28. PRODUCT ARCHITECTURE + DESIGN AND SHALES MCNUTT CONSTRUCTION PRESENTATION(S)
Dan Pohrte and Tiffany Nash presented the Board with three proposed schemes for the remodel of the Library. The plans came in a little over budget. Highlights of schematics:

• Additional 10,000 square feet – cost $10,900,000
• Use existing southeast staff parking lot
• YS – remove Story Room
• YS – remove large workroom for additional patron seating
• YS staff will use existing Graphics workroom
• Existing Huntley Meeting Room will become Story Room and craft room
• Atrium will be added for natural lighting from main level to lower level with indoor usable space
• Existing main floor lobby will become café area
• Create new entrance, patrons to see Circulation staff upon entry
• New study rooms on main floor
• New training lab and meeting room with two new restrooms
• New meeting room will be closed off for evening events
• Under mezzanine area, teen maker space and new study rooms
• Non-fiction will be housed in new addition
• All collection areas have not been reduced
• Receiving on south side of library to be considered as a second option
• Staff offices on mezzanine level – Administration, Reference, Outreach, Communications & Marketing
• All patron functions on main level
• Outside view along Main Street – more windows in existing building and in new addition
• Lower hedges to see more of library, but will hide receiving dock
• Blend exterior of existing building with addition
• Entrance wide with lots of windows – able to see through building from new entrance into library and out through north side of library
• More decorative fixtures under mezzanine ceiling area

Dr. Steimle asked about safety glass in case of tornadoes. Architects said they do not use a special type of glass.

Budgeted cost of addition is $24 per square foot. There is a design and construction contingency included to allow for issues that may arise or design changes. Throughout construction the construction contingency money will be moved back to the library if not needed. Plan is to keep majority of furniture from most recent renovation.

Scheme 2 – remove atrium from design and addition would be 8,600 square feet.
Scheme 3 – no new meeting room on main floor. Huntley Meeting Room and Helen Gale Story Room remain as is. No atrium.

Several reasons schematic estimates are coming in higher than planned is there is more work to do in Youth Services than initially planned, atrium design was not in original plan, site work is very expensive, topography is dramatic, retention is a problem, and demolishing of houses that may have asbestos and possible asbestos in older part of existing library.

Architects have been meeting with City Building Department to be sure they are compliant. Architects would like to use as much of existing building as possible. City of St. Charles will waive fees on building permits; a savings as another library project has building permit fees of $100,000.

Mrs. Haines mentioned that Scheme 1 is $2.4 million above budget. Architects said $1 million is for site work. Architects are working with civil and landscape engineers with saving as many trees as possible.

Dr. Steimle asked if addition of atrium is costing $1 million. Architects said yes. It will bring natural sunlight into the building and down to Youth Services. With Scheme 1, the new meeting room will be on main level, leaving only children in lower level.

Mrs. Leffler said when set original budget, we did transfer $1 million into Special Reserve Fund. We have available Miller Trust of $630,000 to be used for capital expenditures. We have total available funds of $9,993,017.

Mr. Hill asked how patrons would get to Carnegie Community Room. Architects said by the back elevator. In Scheme 1, new plans show an outside door on west end of building. There could be possible garden seating in front of old Carnegie Building or in new café. Atrium would be glass enclosed on main level and on lower level, children could walk into atrium.

Mr. Hill asked if City was approached about closing off Walnut Avenue to become part of Library property. Mrs. Leffler said she spoke with City and they are thinking about it. However, depending on decision we have not gone further with discussions. The architects will be meeting with Building Department about parking requirements.

Mrs. DeVault asked if collection size remained the same with Schemes 1 and 2. Architects said the footage for Schemes 1 and 2 are the same. Some rows are lengthened from one scheme to another.

Mrs. Haines asked when construction would begin. Architects said in the summer. First the Board needs to vote on the financial matter and then we would obtain the construction estimate. Plan is to have addition up and site work completed prior to cold weather in 2016.

Mrs. Haines said it is irresponsible to go $2.5 million over budget, especially with addition of atrium. We are uncertain about future of property taxes. Mrs. Francissen said she feels we cannot go over budget now. We could possibly look at alternative funding for atrium. Mr. Hill felt the Board could not vote at this time for a certain plan, especially to go that far over budget. Mrs. Reese said she does not want to go over budget for atrium. She does not want to see collection cut. Mrs. Reese felt that Mr. Huntley should be present for vote. Dr. Steimle said if atrium costs $1 million, going with Scheme 2 is doable. Would favor Scheme 2 unless could obtain private funding. Atrium area could be art gallery. Mrs. Haines said we need another month and need to hear what Mr. Huntley thinks. The Foundation may know people who may wish to donate for additional funding needed.

Architects offered to create renderings to use in approaching outside funding donors. Architects want Board to consider whether to place receiving area in the front or back of Library.

29. BUILDING MAINTENANCE AND REPAIR
Nothing to report.

8. 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)]
Closed Session not required.

9. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No vote necessary.

ADJOURN
Motion by Dr. Steimle, second by Mrs. Francissen, to adjourn at 8:40 pm. AYES: Francissen, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Huntley. ABSTAIN: None.
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