REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
MAY 14, 2014
The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, May 14, 2014 at 7:00 pm at the Library. Present: President Tory Haines, Treasurer Norm Huntley, Trustees Daniel Prath, Mike Hill, Karen DeVault; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Vice-President/ Secretary Kimberly Reese, Trustee Cynthia Steimle. Guests: Citizens Michael Dixon; Don Haines; Vevia Martin, Daughters of the American Revolution; Kurt Giesler; Pat Pretz; Elizabeth Safanda; Gloria Klimek; Ginny Waller; Jo Krieger, City Alderman, Ward 4; Maureen Lewis, City Alderman, Ward 5. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Denise Farrugia, Myung Sung.
WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.
MINUTES: Regular Monthly Meeting, April 9, 2014
TREASURER’S REPORT: April 2014
INTERNAL BUDGET REPORT: April 2014
YEAR-TO-DATE STATEMENT: April 2014
FUND BALANCE: April 2014
INVESTMENT REPORTS for Valley Community Bank,
Harris Bank and IIIT: April 2014
Motion by Mr. Huntley, second by Mr. Hill, to approve the Minutes of the Regular Monthly Meeting, April 9, 2014; Treasurer’s Report: April 2014; Internal Budget Report: April 2014; Year-To-Date Statement: April 2014; Fund Balance: April 2014; and Investment Reports for Valley Community Bank, Harris Bank and IIIT: April 2014. Carried unanimously.
BILLS: April 2014
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the bills for April 2014 in the amount of $781,705.69. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None.
AGENDA TAKEN OUT OF ORDER
96. LOCATION/RELOCATION OF JONES LAW OFFICE
Guest Pat Pretz distributed a fact sheet to the Trustees. She spoke on behalf of the Historic Preservation Commission and explained their desire to move the original Jones Law Office to the corner of Sixth Avenue and Illinois Avenue, across from Lincoln Elementary School. The City of St. Charles has offered to pay $74,000 to move the building to its new location. The Historic Preservation Commission originally requested to move the office to Baker Park, but the Park District said no and the only location they approved would be Primose Farm, which is a 1930’s working farm, six miles due west of the Library. Langum Park was also a consideration, but there are issues with parking and traffic. Vevia Martin and Ginny Waller suggested the Library property as it would be close to where the law office was originally built. Many groups are interested in seeing this project go forward. The original deadline to make a final decision on the location is May 26, 2014.
Mike Dixon distributed a handout of the history of the law office, a photograph of the desired location on Library property and an architect’s concept site plan showing an outdoor classroom setting to accompany the law office to be used by D303 students. The groups interested in helping with fundraising for maintenance of the law office are Heritage Center Preservation Partners and District 303.
Pat Pretz stated the operational costs could include lighting if that is added to the inside of the law office and liability costs. They may look into an audio presentation for visitors and also use volunteer docents. They are planning to fundraise over $30,000 for operational costs. The Library has always been an interactive group with community interest projects. The Library would only lose two parking spots that were designated on the drawings of the Library’s expansion project that went to referendum in 2010.
Mr. Hill stated that he is concerned that no one from the Heritage Center was at the meeting showing their support. Pat Pretz said Kathy Brens could not attend but she is very supportive. The operational funds would run through Preservation Partners. They are not asking the Library for any funds. They will be forming a 501C3 corporation to raise funds, to landscape and provide for insurance funds. It would be a partnership with the Library.
Mr. Dixon said the St. Charles Public Library Foundation has raised funds for the new staff parking lot. He cannot speak on behalf of the Foundation at this time, but plans to approach them regarding this proposed project. Mr. Huntley said he is concerned about traffic safety with children from Lincoln School coming over out of curiosity.
Ms. Lewis said the City owns the building and they would consider donating the building to the Library and Preservation Partners.
Mr. Huntley stated that if there will be another building at Langum Park, why not also the Jones Law Office. Mrs. DeVault said when the Library began purchasing property for the Library, they paid a good price for the home which was located on the subject site and also paid to tear down the home because it was not safe to rent. She is concerned about justifying the property now for the location of an historical building when the public was told the property would be used for much needed parking when an addition to the Library may be built.
Mr. Huntley asked for the date of extension and Ms. Pretz said it is September 15, 2014. Mr. Hill said the Board would need time to review the matter with all materials recently received.
Ms. Lewis spoke on behalf of City Council and said they were excited about the project and would be happy with the Jones Law Office located at Langum Park or the Library.
Mrs. Haines said the Board would discuss the matter with counsel and the City to find out what the parameters are. The Board needs to feel certain that this supports the Mission of the Library; parking has always been an issue and if the Library builds a new facility, there might not be enough parking for that project. She said the Jones Law Office is a lovely building, but the Board does not know what the future may hold for the proposed site for the Jones Law Office building on Library property. She thanked all the guests for coming and supporting the history of the City of St. Charles. The Board will get back to everyone concerned.
Motion by Mr. Huntley, second by Mrs. DeVault, to appoint Mike Hill as Secretary Pro Tem for this meeting in the absence of Vice President/Secretary Kimberly Reese, and to continue that appointment as needed. Carried unanimously.
DIRECTOR’S REPORT: April 2014
Mrs. Leffler reported we are finishing up with the building project. We have had issues with the engineer and architect. The steps down to the lower level will be re-carpeted within the next two weeks and signage needs to be completed. When everything is complete, we want to have an opening ceremony.
Mr. Hill asked Mrs. Leffler about the issues with the building project and the engineer and architect. Mrs. Leffler said there were mistakes by the engineer that should have been caught by the architect and were not. She does not feel the Library should be held responsible for these additional costs incurred. The Library will not use the engineering company in the future. Mrs. Leffler is still talking with the architects. Mr. Hill felt that the architects should have known about the asbestos. Mrs. Leffler said there have been a few things that the architects did not catch and she was taken aback. Mr. Huntley asked if there were outstanding bills because he would like the questionable matters separated from the original bill. Mrs. Leffler said she would request a separate bill with regard to questionable matters. Mr. Prath asked if the architects carried errors and omissions insurance. Mr. Kurt Giesler, a citizen at the meeting stated he was a contractor and the architects would not be required to carry errors and omissions insurance unless it was stated in our contract. Mrs. Leffler will keep the Board updated on the billing issues.
Motion by Mr. Huntley, second by Mrs. DeVault, to accept the Director’s Report. Carried unanimously.
Intergovernmental Group (Mike Hill)
Reports from meetings on April 10 and May 8, were emailed to the Board members. There will be a reception for the artist whose sculpture has recently been installed at the Mt. St. Mary’s Park on June 13, 2014 from 5:00-7:00 pm. All Board members are invited. The School District reported that mental health issues at the schools have increased with student transportations to the hospital by ambulance. A police liaison officer has been helping the deans and counselors. The increase may be due to students being asked to report any issues regarding fellow students in need. In the previous week, they had to transport three students. A school board member said she has never seen the numbers this high. The City reported resurfacing Dean Street and Tyler Road.
Foundation (Karen DeVault)
There have been two Foundation meetings; the April meeting to plan the Books and Brunch event at the Dunham Woods Riding Club and the May meeting to recap the events of the day. The event was very successful and the Foundation hopes to net $4,800. Extra baskets will be donated to the St. Charles Heritage Center from the Library and Friends. The Communications Committee will meet to discuss a like future event. Mike Dixon would like to be back on the Board, he is now a Director Emeritus. The Foundation would like to create a position for a Foundation Secretary. When Judi Asselborn is in attendance at the Foundation meetings she will take the minutes. The Donor Wall is running out of room for donor’s names. A suggestion was made to remove the category plates which would accommodate room for 10 of the 11 donor plates needed. The eleventh donor is a Library staff member and the plate for this donor will be added as soon as possible. A separate wall is under discussion which would include donors of larger amounts to the Foundation. The Operating Account Policy was accepted at the last meeting.
Motion by Mr. Huntley, second by Mr. Prath, to accept the Committee Reports. Carried unanimously.
Communications and Citizen’s Comments: Following Robert’s Rules of Order, there is a 10 minute time limit per issue on testimony with a limit of two (2) issues per meeting.
Citizen Kurt Giesler stated he is upset about the Library tax rates. The Library’s tax rate is higher than the fire departments and they offer 24/7 service. He wanted to know why the Library’s expenses were so high. Mr. Huntley stated that the Library covers more territory than the fire department, including South Elgin and West Chicago. Mr. Giesler stated the Library receives tax monies from both South Elgin and West Chicago. Mr. Huntley also stated Library staff members receive less pay than fire department staff. Mr. Giesler was directed to the Library’s website to view the budget. He said he wanted to see it broken down into various categories. Mr. Giesler provided his contact information for Mrs. Leffler to communicate further with him regarding the budget.
Mr. Huntley thanked all those who worked in preparation of the Staff Recognition Dinner which was held at the St. Charles Country Club on May 2, 2014.
93. BUILDING PROJECT STATUS REPORT
Mrs. Leffler said the items she mentioned in her Director’s Report would begin this week and be completed within the next couple of weeks. Comments from patrons have been overwhelmingly positive. Mrs. Leffler will talk about bills with the architect. Although there were delays with asbestos and waiting on signage, the construction schedule is on time. The construction management firm did a very good job.
94. CREATION OF LIBRARY SPACE IN PROPOSED ST. CHARLES PARK DISTRICT WEST SIDE FACILITY
Mrs. Leffler said information is in the Board packet from the Park District. Jeff Greenwald will be happy to talk with the Board at any future meetings. Mr. Huntley said it does not add up to be a viable thing for the Library. The activities, the amount of people, the distance, no handicap parking, it is almost in Campton, and he does not like the location.
Mr. Prath said the cost is almost as if we are building the space. Our build out costs would be high. Mr. Huntley said he does not think we should move forward. Mrs. DeVault said she is with Mr. Huntley. Costs up front and ongoing would be an issue with residents paying taxes for the Library, along with the fact that we do not own the property. The location is not where the need is. Mr. Hill said if it were in the northwest location it would be better.
Motion by Mr. Huntley, second by Mr. Prath, to thank the Park District for the consideration but for our needs we do not wish to move forward. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None. Mrs. Leffler will inform the Park District and thank them.
95. CREATION OF FT POSITION IN REFERENCE SERVICES
Mrs. Leffler reported that Carol Haggas, Readers Service Assistant, will be retiring May 16, 2014. Heidi Krueger, Reference & Information Services Manager, submitted a proposal to increase Jane Shelton’s, Reference Librarian, status to full time. There will be a small deficit of hours which will be covered by existing Readers Service staff with the retirement of Mrs. Haggas, whose part time position will not be filled. Jane Shelton’s part-time benefits are close to full-time benefits. The Library’s expense will be an increase in health insurance coverage and paying for eight paid holidays instead of four she is currently receiving. Motion by Mr. Prath, second by Mrs. DeVault to approve the full-time position of Jane Shelton. Carried unanimously.
97. PUBLIC LIBRARY NONRESIDENT CARD PARTICIPATION
Motion by Mrs. DeVault, second by Mr. Hill, to approve Ordinance 2013/2014-9 Annual Ordinance Authorizing Public Library District Non-Resident Cards. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None. Mr. Prath asked if patrons move out of the library district, how the Library knows since expiration dates have been removed from library cards. Bonni Ellis, Circulation Services Manager, stated that library cards are mailed and if the patron no longer lives at that address, the library card is returned to the library.
98. GAIL BORDEN PUBLIC LIBRARY GEOGRAPHIC REFERENDUM
Mrs. Leffler distributed additional material from Attorney Juergensmeyer to accompany documents in the board packet. Gail Borden wants to annex unserved areas in their district. They are trying to annex residential areas not in D303. These areas are only in D301. If the Board wants to take any additional stand, Mr. Juergensmeyer will come to a future meeting to discuss. This is no threat to our library district. Mrs. Leffler said for our purposes there is no encroachment to serve in D303. Trustees determined there is no need to discuss further with Mr. Juergensmeyer.
99. SET DATE FOR MEETING OF FINANCE COMMITTEE
Will be scheduled after meeting.
100. BUILDING MAINTENANCE AND REPAIRS
We have a proposal from Davie Tree Experts to remove a tree which was planted in 1964 and now held together with cables. It will be replaced with an ornamental tree. Bryan Wood, Assistant Director, said the replacement tree will cost approximately $500 and removal costs of previous trees has been between $1,000 and $2,000. He also said there have been previous costs of $300 to $500 to trim trees. He did not feel the proposal from Davie Tree Experts in the amount of $1,350 was out of line. Mrs. DeVault asked if we would receive a guarantee for the new tree. Mr. Wood said yes. Motion by Mrs. DeVault, second by Mr. Hill, to approve removal of damaged tree and planting replacement tree in the amount of $1,350.00. AYES: Huntley, Hill, Haines, DeVault. NAYS: Prath. ABSENT: Reese, Steimle. ABSTAIN: None.
91. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5 ILCS 120/2 (c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)]
No reason to go into Closed Session.
92. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No vote needed.
Motion by Mr. Huntley, second by Mr. Hill, to adjourn at 8:15 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.
Mike Hill, Secretary Pro Tem
Board of Trustees