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
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.
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
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.
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.
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.
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.
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.
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.
Secretary, Board of Trustees