Meeting Notice, Regular Monthly Meeting, November 12, 2014

 BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
REGULAR MONTHLY MEETING
NOVEMBER 12, 2014

Board Meeting: Wednesday, November 12, 2014, 7:00 p.m., Bisbee Conference 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 – Board Walk-Through – Lower Level

AGENDA

I. Call to Order
II. Welcome of Guests
III. Approve Consent Agenda
Minutes of Regular Monthly Meeting, October 8, 2014
Treasurer’s Report: October 2014
Internal Budget Report: October 2014
Year-to-date Statement: October 2014
Fund Balance: October 2014
Investment Reports: October 2014
The First State Bank and Harris Bank
IIIT
IV. Approval of October 2014 Bills
V. Director’s Report: October 2014
VI. Committee Reports
VII. Communications and Citizen’s Comments

VIII. Unfinished Business
36. Ordinance 2014/2015-4 An Ordinance Levying Taxes for Library Purposes
for the Fiscal Year 2014/2015 (includes Certificate of Levies)
37. Truth in Taxation Certificate of Compliance

38. Director Review
39. Youth Services Librarian – Middle School Specialist
40. Search for Library Attorney

IX. New Business
41. Set Policy Committee meeting
42. Building Maintenance and Repair
43. 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)]
44. Possible Vote on Items Discussed in Closed Session

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

 

Minutes, Annual Meeting, September 10, 2014

MINUTES
ANNUAL MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
September 10, 2014

The Annual Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, September 10, 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 and Cynthia Steimle; Director Pamela Leffler and Administrative Assistant Virginia Tsipas. Library Staff present: Bryan Wood, Pam Salomone, Bonni Ellis, Heidi Krueger, Marie Baldwin, Myung Gi Sung, Denise Farrugia. Guest present: Brian LeFevre of Sikich Gardner & Co., LLP.

Public Hearing was called to order by President Tory Haines at 6:45 pm regarding the Budget and Appropriation Ordinance. No comments were made during this Hearing.

Motion by Dr. Steimle, second by Mrs. DeVault, to adjourn from the Public Hearing for the Budget and Appropriation Ordinance to the Annual Meeting at 7:00 pm. Carried Unanimously.

WELCOME OF GUESTS
Mrs. Haines welcomed the guests and staff members present at 7:01 pm.

AGENDA TAKEN OUT OF ORDER

NEW BUSINESS
Motion by Mr. Huntley, second by Mrs. Reese, to move to Agenda Item 15. Carried unanimously.

15. AUDIT, FY 2013/2014: PRESENTED BY BRIAN LeFEVRE
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.

GASB 68 is a new standard for reporting of IMRF pension liability on the financial statements. Working cash funds work as reserves. Mrs. Haines asked if there will be a $2.4 million liability next year. Mr. LeFevre said yes, something comparable; both exist for active and retirement employees for IMRF.

Auditor’s Communication to the Board of Trustees notes there are no disagreements with management; process is going smoothly. No issues were identified.

GASB looks at related entities, i.e., Foundation and Friends and puts onus on Board, to evaluate their financial statements. There are three criteria for Foundation to be considered a component unit. The Foundation Board needs to decide when to be audited.

Audit went very smoothly. There was only one adjustment to the financial statement. Mr. LeFevre congratulated Marie Baldwin for the excellence of her work.

In conducting a review of the vacation policy and attendance maintained manually, it is recommended that the vacation policy be reviewed and consider simplifying the policy and procedure to ensure proper amounts of vacation are recorded and accurate.

GASB 68 is most significant standards within last 10-15 years to go into place. GASB 71 is sister to 68. GASB 69 and 70 will not have impact on District.

The audit was accepted. Trustees were directed to contact Mr. LeFevre if they had further questions. Mrs. Haines thanked Mr. LeFevre and complimented Mrs. Baldwin for their work in preparation of the audit. Auditor Brian LeFevre left the meeting at 7:30 pm.

CONSENT AGENDA
MINUTES: Audit Committee Meeting, July 9, 2014
MINUTES: Regular Monthly Meeting, July 9, 2014
Treasurer’s Reports: July 2014 and August 2014
Internal Budget Reports: July 2014 and August 2014
Year-To-Date Statements: July 2014and August 2014
Fund Balances: July 2014 and August 2014
Investment Reports: July 2014 and August 2014
The First State Bank and Harris Bank
IIIT

Motion by Mr. Huntley, second by Mr. Prath, to approve the Minutes of the Audit Committee Meeting, July 9, 2014; Minutes of the Regular Monthly Meeting, July 9, 2014; Treasurer’s Reports: July 2014 and August 2014; Internal Budget Reports: July 2014 and August 2014; Year-To-Date Statements: July 2014 and August 2014; Fund Balances: July 2014 and August 2014; and Investment Reports for The First State Bank, Harris Bank and IIIT: July 2014 and August 2014. Carried unanimously.

BILLS: July 2014
Motion by Mrs. Reese, second by Mrs. DeVault, to approve the bills for July 2014 in the amount of $845,259.09. Carried unanimously.

BILLS: August 2014
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the bills for August 2014 in the amount of $544,500.88. Carried unanimously.

DIRECTOR’S REPORT: July and August 2014
Mrs. Leffler stated that the Technology Impact Survey contained comments about Library staff and she has talked with some department managers regarding these comments. This issue will also be discussed at Thursday, September 11’s department managers’ meeting. Pam and Bryan Wood have met with St. Marks’ staff regarding the November 8, 2014 test and response as a Red Cross Shelter. St. Marks will be using the Library’s parking for emergencies.

Mr. Prath said he was not able to see the Ukraine program recently held at the Library because they had reached full capacity. Mrs. Leffler said our programs are becoming increasingly popular. We may use registration more often and notify people if program is expected to be very popular. Mr. Dixon, who presented the Ukraine program, was going to speak at another location. Historical Portrayals have been publicized in Discover and required attendees to register. Some Sunday concerts may also require registration. Mr. Huntley suggested setting up another meeting room with skype equipment. Pam Salomone, Communications and Marketing Manager said we do not have the equipment now but we do have the funds to purchase this equipment. She also mentioned we are seeing people from other libraries on our waiting list. Motion by Mr. Huntley, second by Mrs. Reese, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:
Intergovernmental (Mr. Hill)
Report is included in Board packet.

Foundation (Mrs. Leffler)
At the August Foundation meeting they reviewed the operating fund policy and approved their budget. The Foundation funded the Early Literacy pieces for the Library. They are looking for ideas for next year’s funding and Mrs. Leffler is looking for new projects for the Library. Next year’s Author Event will be held at the St. Charles Country Club on April 18, 2015.

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

COMMUNICATIONS AND CITIZENS 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
12. BUILDING PROJECT STATUS REPORT
We are still waiting on punch list items for signage and the completion of the storage cabinet under the stairway leading to the lower level. We have a quote from Dreissen, but their quote was twice as high as Meihlan’s. Meihlan has come out for measurements.

13. APPROVAL OF CLOSING FOR STAFF INSERVICE
Motion by Mr. Huntley, second by Mrs. DeVault, to approve closing the Library on November 7, 2014, from 9:00 am to 1:00 pm for Staff Inservice Day. Carried unanimously.

14. APPROVAL OF NEW YOUTH SERVICES POSITION – MIDDLE SCHOOL SPECIALIST
This Agenda item will be discussed under New Business, Item 20.c.

NEW BUSINESS
16. ORDINANCE 2014/2015-3: ANNUAL BUDGET AND APPROPRIATION ORDINANCE FOR LIBRARY PURPOSES FOR THE FISCAL YEAR 2014/2015
Motion by Mrs. Reese, second by Mrs. DeVault, to approve Ordinance 2014/2015-3. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAINING: None.

17. CERTIFICATES OF ESTIMATED REVENUE, 2014/2015
Motion by Mr. Huntley, second by Mrs. Reese, to approve the Certificates of Estimated Revenue, 2014/2015. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAINING: None.

18. PRESENTATION OF ANNUAL REPORTS, 2013/2014
Director’s Annual Report stated that Jane Shelton’s and Brandon Buckley’s positions were created with no additional staff hours. Mr. Huntley asked if it is normal recommendation for percentage of budget for materials. Mrs. Leffler said standards for Per Capita Grant is 12% and above and we have always been well above. Motion by Mr. Huntley, second by Mr. Hill, to accept the Annual Report for 2013/2014, with congratulations for a job well done. Carried unanimously.

19. PRESENTATION OF YOUTH SERVICES UNCONFERENCE REPORT
Mr. Prath attended the Youth Services Unconference to see what other libraries were doing about difficulty with communicating with 7th graders to get children involved and to attend programs. Libraries in general are struggling. When middle schoolers come to use facility we do not know what percentage is here. Communication with teachers of middle schoolers is not good. Some libraries’ collection development departments are de-deweying and not sure where to find materials. Mrs. Leffler said we are not fans of de-deweying.

20. PERSONNEL
a. Approval of Full Time Youth Services Librarian I
Motion by Mr. Huntley, second by Mrs. Hill, to approve hiring Kristen Lawson for full-time position of Youth Services Librarian I. Carried unanimously.

b. Approval of Part Time Information Technology Assistant A
IT Department requesting additional staff member for 14.5 hours a week at IT Help Desk. IT Assistant Manager, David Macdonald, is currently working these hours at the Help Desk and is not able to assist IT Manager, Steve Bumpas. There is money in the budget for the additional hours we are requesting. Motion by Mr. Hill, second by Mrs. Reese, to approve the hiring of Part Time Information Technology Assistant A. Carried unanimously.

c. Approval of Full Time Youth Services Librarian I – Middle School Specialist
Mrs. Leffler provided additional information requested at the July meeting to the Trustees regarding this new position. No actual moratoriums were recorded in past meetings from the Board. Mrs. Leffler did talk with previous Director, Diana Brown and she said discussion of moratorium came out of Baum recommendations after the failed referendum and were based on spending.

Mr. Prath had concerns about job description, especially difficulty of tying in Youth Services and Young Adults. Denise Farrugia said there are staff dedicated to serving high school students. Mr. Prath requested we build the bridge between Youth Services and Young Adults, but to develop bridge for the middle school students. Mrs. Leffler said this is a draft of the job description and this is a goal to transition children through the years. Mrs. Haines felt we need middle schoolers in Youth Services. Mrs. Farrugia said any patron feels comfortable moving anywhere throughout the Library.

At times with programs for Youth Services and Young Adults, we have middle schoolers do one thing and high schoolers do something else for the program. Mrs. Reese said we need to leave this up to the librarians to work out.

Mr. Huntley is more concerned about procedural method and that it comes to the total Board and not through budget process and through policy committee. This is not as smooth a process as we have done in the past. Mrs. Leffler said she takes responsibility for the confusion.

Motion by Mr. Hill, second by Dr. Steimle to move forward for the Middle School Specialist position and to advertise for the job. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAINING: None. Mr. Huntley wanted to know if this was in the budget. Mrs. Leffler said yes in personnel, as some vacant positions have not been replaced when retiring staff have left. Mrs. Haines said from now on we will go through the regular process.

21. RESOLUTION 2014/2015-2, RESOLUTION AUTHORIZING MEMBERSHIP IN THE LIBRARIES OF ILLINOIS RISK AGENCY
Mrs. Leffler reviewed the period for insurance coverage. LIRA began about one to one and one-half years ago. Mr. Wood solicited proposals and only two companies bid because of broker of record. LIRA was significantly cheaper. Number of other bigger libraries are being administered by Gallagher Insurance. Forming an intergovernmental pool. Libraries are less risk than manufacturers. LIRA needs a Resolution passed by the Board. Motion by Mr. Huntley, second by Mrs. DeVault to approve RESOLUTION 2014/2015-2. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAINING: None.

22. SCHEDULE FINANCE COMMITTEE MEETING
This meeting will be scheduled at the end of the Board meeting. Items on the agenda will be salary recommendations, levy documents and truth-in-taxation. No hearing is required because levy request is not more than 5%. Mr. Juergensmeyer has prepared the appropriate documentation.

Board decided to schedule Board Walk-Through prior to the October Board Meeting, to begin at 6:30 pm on October 8, 2014.

23. BUILDING MAINTENANCE AND REPAIRS
Landscaping will be installed on the corner of Illinois and 6th Avenue. Mrs. Haines mentioned that the tree planted in honor of Diana Brown in front of the Carnegie Building did not look healthy. Mr. Wood said it would be replaced in the spring of 2015.

24. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
Acquisition and lease of property [5ILCS 120/2(c)(5) and (6)]
Litigation [5 ILCS 120/2(c)(11)]
Personnel [5 ILCS 120/2(c)(1)]
Closed Session not needed.

28. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No votes necessary.

ADJOURN
Motion by Mrs. Reese, second by Mrs. DeVault to adjourn at 8:07 p.m. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAINING: None.
Kimberly Reese
Secretary, Board of Trustees

Minutes, Regular Monthly Meeting, July 9, 2014

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

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, July 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; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Trustees Karen DeVault and Cynthia Steimle. Library Staff present: Bryan Wood, Pam Salomone, Heidi Krueger, Bonni Ellis, Steve Bumpas, Michele Collette, Myung Gi Sung, 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.

CONSENT AGENDA
MINUTES: Finance Committee Meeting, June 11, 2014
MINUTES: Regular Monthly Meeting, June 11, 2014
MINUTES: Finance Committee Meeting, June 23, 2014
MINUTES: Finance Committee Meeting, June 30, 2014
Treasurer’s Report: June 2014
Working 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

Motion by Mr. Huntley, second by Mrs. Reese, to approve the Minutes of the Finance Committee Meeting, June 11, 2014, Regular Monthly Meeting, June 11, 2014, Finance Committee Meeting, June 23, 2014, Finance Committee Meeting, June 30, 2014; Treasurer’s Report: June 2014; Working Budget Report: June 2014; Year-To-Date Statement: June 2014; Fund Balance: June 2014; and Investment Reports for The First State Bank, Harris Bank and IIIT: June 2014. Carried unanimously.

BILLS: June 2014
Motion by Mr. Huntley, second by Mr. Hill, to approve the bills for June 2014 in the amount of $672,635.07. AYES: Huntley, Prath, Hill, Haines, Reese. NAYS: None. ABSENT: DeVault, Steimle. ABSTAIN: None.

DIRECTOR’S REPORT: June 2014
Director’s Report was distributed to Trustees, working on budget preparation and meetings, payroll service provider has been chosen and is reflected in the budget, spoke before Kiwanis about the Library renovation project, all work complete except for signage and built-in cabinet under stairs leading to lower level, which should be completed by the end of July, 2014. Motion by Mrs. Reese, second by Mr. Hill, to accept the Director’s Report. Carried unanimously.
Trustee Cynthia Steimle arrived at 7:10 pm.

COMMITTEE REPORTS:

Intergovernmental Group (Daniel Prath)
Reminder of Fourth of July celebrations and Opening of Sculpture in the Park, School District getting ready for school, reduction in school enrollment will be discussed this fall, discussed Library Ribbon Cutting Ceremony.

Mr. Huntley asked Mrs. Leffler to talk with Mr. Juergensmeyer about the annexation issue with The Bluffs of St. Charles. Mrs. Leffler said there is not a lot of support on the county level because of rural designation. The property is in the Library district. Mr. Huntley wants to see the map.

Motion by Mr. Prath, 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
1. BUILDING PROJECT STATUS REPORT
Updated in Director’s Report.

NEW BUSINESS
2. ORDINANCE 2014/2015 – 1: ENACTING .02% BUILDING EQUIPMENT AND MAINTENANCE LEVY.
Motion by Mr. Prath, second by Mrs. Reese, to enact Ordinance 2014/2015 – 1. AYES: Huntley, Prath, Hill, Haines, Reese, Steimle. NAYS: None. ABSENT: DeVault. ABSTAIN: None.

3. ORDINANCE 2014/2015-2: TENTATIVE BUDGET AND APPROPRIATION, 2014/2015.
Motion by Mr. Prath, second by Mrs. Reese, to enact Ordinance 2014/2015 – 2. AYES: Huntley, Prath, Hill, Haines, Reese, Steimle. NAYS: None. ABSENT: DeVault. ABSTAIN: None.

4. RESOLUTION 2014/2015-1: TRANSFER OF FUNDS FROM CORPORATE FUND TO AUDIT FUND.
Motion by Mr. Huntley, second by Mrs. Reese, to approve Resolution 2014/2015 – 1. AYES: Huntley, Prath, Hill, Haines, Reese, Steimle. NAYS: None. ABSENT: DeVault. ABSTAIN: None.

5. AUDIT COMMITTEE REPORT AND RECOMMENDATIONS
Mrs. Reese reported that the Committee met to review the records and minutes of closed sessions for the period January through June 2014, and found them to be in good order. They recommend that all closed minutes of closed sessions remain closed. Approved destroying closed session tapes dated 1/11/12, 3/14/12, 4/11/12, 5/9/12, 9/12/12 and 10/10/12, according to criteria stated in Resolution 2006/2007-8. Motion by Mr. Huntley, second by Mr. Hill, to approve the recommendation of the Audit Committee. Carried unanimously.

6. AUTHORIZATION TO ACCEPT LOW BID ON PARKING LOT REPAIR AND RESURFACE
Motion by Mr. Prath, second by Mrs. Reese, to approve acceptance of low bid to be received by 4:00 pm on July 18, 2014, for parking lot repair and resurface, not to exceed $28,000. AYES: Huntley, Prath, Hill, Haines, Reese, Steimle. NAYS: None. ABSENT: DeVault. ABSTAIN: None.

7. RATIFY ACCEPTANCE OF PROPOSAL FROM PAYCOM
Mrs. Leffler informed the Trustees that there will not be a contract with Paycom; the initial set up charge is a one-time fee; set up will include a lot of interaction in the beginning and Paycom will be onsite during the set up and training; the amount per pay period is locked in for a year; Mrs. Leffler is familiar with Paycom. Our training will begin in the next couple of weeks and go over the next few months. We could go live in October, but Mrs. Leffler prefers to go live in January. Mrs. Leffler will talk with Paycom representative about taxes with successorship. Some of the vacation policies may need to be tweaked. Motion by Mr. Huntley, second by Mr. Hill, to approve proposal from Paycom. AYES: Huntley, Prath, Hill, Haines, Reese, Steimle. NAYS: None. ABSENT: DeVault. ABSTAIN: None.

8. APPROVAL OF NEW YOUTH SERVICES POSITION – MIDDLE SCHOOL SPECIALIST
The Trustees discussed this new position and had several concerns before a decision could be made. The Board asked Mrs. Leffler to provide more detailed information for the September meeting.

9. BUILDING MAINTENANCE AND REPAIRS
New phone system hardware has been approved in the tentative budget. It is several thousand dollars less than original estimate. Motion by Mr. Prath, second by Mrs. Reese to purchase the phone system from Wireline, Inc. Carried unanimously.

11. 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 need to go to Closed Session.

12. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No votes to be made.

ADJOURN
Motion by Mr. Huntley, second by Mr. Hill, to adjourn at 7:46 pm. AYES: Huntley, Prath, Hill, Haines, Reese, Steimle. NAYS: None. ABSENT: DeVault. ABSTAIN: None.

Kimberly Reese, Secretary
Board of Trustees

 

Minutes, Regular Monthly Meeting, June 11, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
JUNE 11, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, June 11, 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, Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Guests: Citizens Michael Dixon; Stephanie Baer, Chicago Tribune. Library Staff present: Bryan Wood, Pam Salomone, Bonni Ellis, Denise Farrugia, Myung Sung.

MISSION STATEMENT
To support the growth and creativity of the individual and foster the spirit of community and local economy.

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, May 14, 2014
TREASURER’S REPORT: May 2014
INTERNAL BUDGET REPORT: May 2014
YEAR-TO-DATE STATEMENT: May 2014
FUND BALANCE: May 2014
INVESTMENT REPORTS for Valley Community Bank,
Harris Bank and IIIT: May 2014

Motion by Mrs. Reese, second by Mr. Prath, to approve the Minutes of the Regular Monthly Meeting, May 14, 2014; Treasurer’s Report: May 2014; Internal Budget Report: May 2014; Year-To-Date Statement: May 2014; Fund Balance: May 2014; and Investment Reports for Valley Community Bank, Harris Bank and IIIT: May 2014. Carried unanimously.

BILLS: May 2014
Motion by Mr. Huntley, second by Mr. Hill, to approve the bills for May 2014 in the amount of $635,413.32. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

DIRECTOR’S REPORT: May 2014
Mrs. Leffler reported that the Library had a lovely ribbon cutting ceremony and she would like to thank everyone who helped and to those who attended. Motion by Mr. Huntley, second by Mrs. Reese, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:
Intergovernmental Group (Mike Hill)
The next meeting will be Thursday, June 12, 2014.
Foundation (Karen DeVault)
The next meeting will be Thursday, June 12, 2014.

Motion by Mr. Prath, second by Mrs. DeVault, 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
103. BUILDING PROJECT STATUS REPORT
Mrs. Leffler reported the carpeting on the stairs to the lower level is in progress. Walls and ceiling in lower level were painted. Waiting for delivery of couple pieces of furniture which were returned because of the wrong fabric, and signage. Some concerns about bills with architect with engineers. Some things have been taken off the bill but nothing substantive and we are still discussing these matters. Mrs. Leffler said we have an abundance of lounge chairs. Mr. Hill asked about the enclosure of the stairwell on the lower level lobby. Mrs. Leffler will find out what date the enclosure is to be completed. Judi Asselborn and Pottawatomie Garden Club have worked on the landscaping and it looks nice.

104. ST. CHARLES PARK DISTRICT PROPOSAL UPDATE
Mrs. Leffler referred the Trustees to the letter she sent the Park District letting them know the Library would not be partnering with the Park District at their west side facility. She has not received a response from the Park District.

105. AUDITOR PROPOSALS AND FINANCE COMMITTEE RECOMMENDATION
Mrs. Haines stated the Finance Committee recommends the Library stay with Sikich, who was the lowest bidder. Motion by Mrs. Hill, second by Mrs. DeVault to accept Finance Committee recommendation. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

106. LOCATION/RELOCATION OF JONES LAW OFFICE
Mrs. Leffler provided photographs of where the Jones Law Office would be placed. The City marked off the property, showing the building location and design of the landscaping. Mrs. Leffler reported the Library paid $270,000 to $290,000 for the house that was previously on that site.

Motion by Mr. Huntley, second by Dr. Steimle, to state we respectfully feel we should not accept the law office on our property; it is not the right decision for the Library at this time. AYES: Huntley, Haines, DeVault, Reese, Steimle. NAYS: Hill. ABSENT: None. ABSTAIN: Prath.

Dr. Steimle said she does not understand why the Library site was considered; this is not the goal of the Library, may be something for the Park District to consider. Mrs. Haines thinks they would feel this would be the optimum place for the law office. Mr. Hill favors the placement of the law office on Library property, but feels there are risks involved. It would be closer to the historic district. In our Mission Statement we talk about building spirit of community. The Library works a lot with the Heritage Center and a staff member is on their Board. We have a sizeable collection of historic documents.

We have had joint agreements with the Church with sharing the parking lot. At that time there were some questions of sharing costs and parking.

Moving the Jones Law Office to the Library property probably has a lot of interest in the community. Outside groups have said they would raise funds to provide programming and maintain the building. The Library purchased the property for parking and at this time we are not sure what expansion plans will be.

There is a concern for safety factor with Lincoln Elementary School. We do not know what that piece of property will be used for in the future. We may provide a building for Fox Valley Literacy and/or a place for tutors. The City is proceeding as if the Jones Law Office will be moved to Langum Park along with a second historic building which is already there.

Mrs. Haines had a meeting with the City, and the Mayor stated a negative decision from us would not affect a positive relationship between the City and the Library. City Council voted on Langum Park.

The City would retain ownership and responsibility for the structure. The Library would maintain landscape, hardscape and maintenance work one foot outside of the actual structure. The Library will also be responsible for liability for area outside building.

Mrs. Reese said she is concerned about putting something up that would impede our use of that property for its original purpose.

Dr. Steimle said once it is there it is harder to move. It is a permanent decision. She is concerned about giving up property we acquired for a specific reason.

Mrs. Leffler said she will contact the City by phone and in writing of the Board’s decision to decline the request.

NEW BUSINESS
107. ORDINANCE 2013/2014-10, ORDINANCE ESTABLISHING PREVAILING WAGE RATES
Motion by Mr. Huntley, second by Mrs. DeVault, to approve Ordinance 2013/2014-10, Ordinance Establishing Prevailing Wage Rates. AYES: Huntley, Hill, Haines, DeVault, Reese, Steimle. NAYS: Prath. ABSENT: None. ABSTAIN: None. Mr. Prath asked if the Library abides by certified payroll. Mrs. Leffler said the contractor is to maintain it; if it is requested they provide it. Mr. Prath questioned the prices bid to contractors, laborers. Mrs. Leffler said it is the law that they have to pay prevailing wages. Positions such as maintenance are not included in prevailing wage law. Mr. Prath does not think we should pay internal employees less than laborers.

Mr. Huntley said when we look at contract of someone we would hire then we could find out if they are paying the contractors those rates. Dr. Steimle said we do not have much choice. When we approve a contract we can ask those laborers what they are being paid. We are required to approve this. When we deal with people then we can discuss the wages.

Bryan Wood said when we post for a bid we state that we follow the Prevailing Wage Act. Responsibility is with the contractor. Mr. Prath asked when we last asked for payroll records. Mr. Wood said for the parking lot project. Mrs. Leffler said when you are sending out to bid if bid is very low then we ask contractor if they are paying prevailing wage.

108. RESOLUTION 2013/2014 – 4, RESOLUTION TRANSFERRING INTEREST EARNED ON WORKING CASH FUND #2 IN FY 2013/2014 TO THE CORPORATE FUND
Motion by Mrs. Reese, second by Dr. Steimle, to approve Resolution 2013/2014-4. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

109. RESOLUTION 2013/2014 – 5, RESOLUTION TRANSFERRING CORPORATE FUND BALANCE TO THE SPECIAL RESERVE FUND
Motion by Mr. Huntley, second by Mrs. DeVault, to approve Resolution 2013/2014-5. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

110. STAFF IN-SERVICE TRAINING DATES
Mrs. Leffler requested the Board to approve closing mornings of two dates, one in October and one in May, from 9:00 am to 1:00 pm. October meeting is an outside presenter and May will be more internal. Anticipate it will be a reoccurring occurrence. Motion by Mr. Huntley, second by Mr. Hill, to approve the requested dates for In-Service Training Dates. Carried unanimously.

111. SET DATE FOR MEETING OF AUDIT COMMITTEE
The Audit Committee will meet on Wednesday, July 9, 2014 at 6:30 pm. Mrs. DeVault will not be present.

The Finance Committee will meet on Monday, June 23, 2014 at 7:00 pm to discuss the presentation of the 2014/2015 draft Budget.

112. HIRING OF FULL-TIME CATALOGING ASSISTANT
Motion by Mr. Prath, second by Mrs. Reese, to approve the hiring of Rebekah Wielgos for the position of Cataloging Assistant in Technical Services. Carried unanimously.

113. BUILDING MAINTENANCE AND REPAIRS
Nothing to discuss.

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 Mrs. DeVault, to adjourn at 7:45 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

 
Kimberly Reese, 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