REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
DECEMBER 10, 2014
The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, December 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, Administrative Assistant Virginia Tsipas. Library Staff present: Bryan Wood, Bonni Ellis, Heidi Krueger, Pam Salomone, Jean Langlais, Emily Conradt, Denise Farrugia, Myung Gi Sung.
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 recognized Trustee Michael Hill and thanked him for his service to the Board for 10 years.
MINUTES: Regular Monthly Meeting, November 12, 2014
MINUTES: Executive Session, November 12, 2014
Treasurer’s Report: November 2014
Working Budget Report: November 2014
Year-To-Date Statement: November 2014
Fund Balance: November 2014
Investment Reports: November 2014
The First State Bank and Harris Bank
Motion by Mr. Huntley, second by Mr. Prath, to approve the Minutes of the Regular Monthly Meeting, November 12, 2014, the Minutes of the Executive Session, November 12, 2014 and to remain closed to the public, Treasurer’s Report: November 2014; Working Budget Report: November 2014; Year-To-Date Statement: November 2014; Fund Balance: November 2014; and Investment Reports for The First State Bank, Harris Bank and IIIT: November 2014. Carried unanimously.
BILLS: November 2014
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the bills for November 2014 in the amount of $503,727.91. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
DIRECTOR’S REPORT: November 2014
The cabinet under the stairs in the lower level lobby has been installed. Mr. Huntley commented that the Staff Inservice Day seemed like a good program. Mrs. Leffler said we would like to build on that program of team building. Motion by Mr. Huntley, second by Mr. Prath, to accept the Director’s Report. Carried unanimously.
Foundation (Karen DeVault)
The Foundation sent out their year-end letter on November 19 with a focus of donation for the landscaping at the corner of Illinois and Sixth Avenue. The Library Foundation retreat will be held on January 10, 2015 at the Library, coordinated by CJ Morgan and Roman Seckel. A potential new Board member will be interviewed. The next meeting will be held on December 11, 2014.
Intergovernmental Group (Mike Hill)
Mr. Hill presented his written report.
Motion by Dr. Steimle, 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.
45. DIRECTOR REVIEW
a. Proposed Objectives, 2015
b. Annual Review
Motion, by Mr. Hill, second by Mrs. DeVault, to discuss this agenda item in Closed Session. Carried unanimously.
46. POLICY COMMITTEE RECOMMENDATIONS
a. Vacation Policy
Tabled pending further information to be provided.
b. Outreach Services Position
c. Business Office Assistant
d. Salary Schedule, Updated
Policy Committee recommends revised Outreach Services position and Business Office Assistant position, and approval of updated Salary Schedule. The Salary Schedule had no actual dollar amount changes, there were job positions eliminated on the schedule that are no longer active. Trustees received information previously by email from Mrs. Leffler regarding these recommendations. Motion by Mr. Prath, second by Mrs. DeVault, to approve the job descriptions for the Reference Librarian II/Outreach Librarian and the Business Office Assistant and to approve the updated Salary Schedule. AYES: Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: Huntley.
47. ORDINANCE 2014/2015-5: ESTABLISHING DATES OF REGULAR BOARD MEETINGS OF THE BOARD OF TRUSTEES FOR CALENDAR YEAR, JANUARY 2015 – JANUARY 2016.
Motion by Mr. Huntley, second by Mrs. Reese, to adopt Ordinance 2014/2015-5. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
48. LEGAL CALENDAR 2015
Mrs. Leffler has not received the 2015 Legal Calendar from Attorney Roger Ritzman, but will have it at the January meeting. However, all legal obligations in December have been met and we have reviewed January’s schedule with the attorney.
49. FIRST STREET TIF
Mrs. Leffler and Mrs. Haines met with Mark Koenen and the City wants to deTIF and then reTIF, which will save the City money. The Library is potentially losing the tax increment should development in the TIF district take place. Mrs. Leffler has more documentation for review by the Trustees if requested. We need to vote at a Joint Review Meeting on December 16. There will be a Public Hearing in January 2015.
Mr. Hill agreed we should vote yes, but would like the Library to let the City know how disappointed we were when we went to referendum and their support was lukewarm, at best.
Mr. Prath stated that by adding Main Street to a TIF, it is going to raise taxes. This vote will impact on all governing bodies. Mr. Huntley stated that we do not really have a choice on this issue.
Mr. Huntley felt the economy killed the advancement that was going on.
Motion by Mr. Huntley, second by Mr. Hill, to vote yes for the First Street TIF and to tell the City of our disappointment in their lack of support for our referendum. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAIN: Steimle.
50. BUILDING MAINTENANCE AND REPAIRS
Nothing to report. A compliment was made that the lighting outside looks much better and it is safer for staff and patrons.
51. USE OF SPECIAL RESERVE FUNDS
Mr. Huntley would like to hear from our attorney about this situation. Mr. Juergensmeyer always told us to ask for the buildup and that it was legal. Mrs. Leffler said it is not illegal, but we need to have a plan on spending it down. Mr. Huntley said Mr. Juergensmeyer said we had to have a plan and he felt a plan was passed several years ago. Mrs. Leffler reviewed minutes six years back and could not find any mention of a specific plan. Mrs. Leffler will supply Mr. Ritzman with a plan.
Mrs. Leffler said we have a Building and Maintenance Fund and we do not have a plan. For the last three years we only spent approximately $8,000 while we have levied approximately $500,000. We will prepare a resolution for use of the Special Reserve Fund and to transfer some of the Building and Equipment Funds to the Special Reserve Fund.
Mr. Huntley said we do not want to be shy about passing a .02% levy. He recalls past Trustee Jeannie Folk speaking to building up the fund to construct a new building. Mr. Juergensmeyer would have prepared an original resolution for this decision.
Mrs. Leffler stated we need to discuss spending down the Special Reserve Fund, outlining the ideas and material costs, prepare the resolution and transfer the funds from Building and Maintenance into the Special Reserve Fund. Mr. Ritzman suggested a plan by January.
Mrs. Leffler said the renovation we recently went through was more of a temporary fix because we thought we would be building a larger library. We should have been more aggressive with our renovation.
Mrs. Haines said we also talked about a satellite facility but decided not to go through with it.
Mrs. Haines would like for Mrs. Leffler to speak with the department managers to prioritize necessities for the Library’s renovation. What are some issues we see day to day.
Mrs. Leffler said both attorneys told her that Building and Equipment Funds can be used for contractual maintenance for facilities. Mr. Huntley suggested maintenance upkeep of Library, HV/AC and snow removal. Mrs. Haines said we should ask if we can do this retro to July 1, 2014. Mrs. Leffler said she would check with Marie Baldwin and Sikich.
Mr. Huntley asked for department managers to separate their ideas of wishes and needs.
Mr. Prath asked if the community was asking for a west side facility. Mrs. Haines said yes. Mr. Prath stated the School District may be selling some land on the west side of Randall Road, south of Macdonald Road. We could approach the School District and ask them about purchasing it. Mrs. Haines said we could look at that option, but then you have up costs of staff and ongoing maintenance of that building. A lot of other governmental agencies have satellite facilities but they are not always staffed. We need to know what the community expects from us.
Mr. Hill said if we look into a west side branch again, he would suggest staff put together a packet of the land costs, building costs and operating costs. However, it could detract from services from the main facility.
Mr. Prath said he liked the idea of tutors and meeting rooms across the street from the main library. Mrs. Leffler said it would not add much for staff costs.
Dr. Steimle said the advantage of a “learning annex” across the street would not try to duplicate services at another location, but expand upon what we have. The cost for a satellite facility is much more than she anticipated. She is much more in favor to have a learning facility.
Mrs. Haines said we purchased the land across the street with a plan for expansion. We do want to show the community that we have a plan for that property.
Mr. Prath suggested enclosing the portico to help with the cold and wind problem. Mrs. Haines asked when we would receive ideas and costs. Mrs. Leffler said we could bring ideas to January meeting and then push it out to February to obtain costs.
Mrs. Haines would like to see at January meeting the amount in the fund, what we should transfer and what we should spend. Mrs. Leffler said with the Building and Maintenance Fund we can continue to levy for .02% but then we have to make transfers. Mrs. Leffler will talk with both Attorney Ritzman and Brian LeFevre of Sikich.
52. 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 adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:41 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Reconvene to Regular Meeting at 8:32 pm.
53. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Dr. Steimle, second by Mrs. Reese, to increase the Director’s salary up to a total of 3%, for an annual salary of $115,360. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Motion by Mrs. Reese, second by Mrs. DeVault, to adjourn at 8:34 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees