REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
MARCH 9, 2016
The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, March 9, 2016 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Trustees Anne Francissen, Karen DeVault and Cynthia Steimle; Administrative Assistant Virginia Tsipas. Absent: Treasurer Norm Huntley, Trustee Mike Hill. Library staff present: Bonni Ellis, Denise Farrugia, Heidi Krueger, Nick Petta, Pam Salomone, Myung Gi Sung, David Macdonald, Michele Collette, Wendy Kmet, LaRaie Zimm. Guests: Don Sofolo, Dan Klobnak and Allison Norton of Outsource Solutions Group, Jim Annes of Equilibrium, Doug Perry of LINC.
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 requested a roll call to establish a quorum. AYES: Reese, Francissen, Steimle, Haines. NAYS: None. ABSENT: Huntley, Hill, DeVault. ABSTAINING: None.
Mrs. Haines informed the Board that Treasurer Norm Huntley submitted a request to attend the meeting electronically due to illness.
Mrs. DeVault arrived at the meeting.
Motion by Mrs. Reese, second by Mrs. DeVault, to allow Mr. Huntley to participate in the meeting via telephone. Carried unanimously. Mr. Huntley joined the meeting via telephone at 7:04 pm.
Mrs. Francissen asked that the Treasurer’s Reports for January and February 2016, be removed from the Consent Agenda. Dr. Steimle asked that the Minutes of the Regular Monthly Meeting, February 10, 2016, be removed from the Consent Agenda.
Minutes of Executive Session Meeting, February 3, 2016
Minutes of Executive Session Meeting, February 10, 2016
Minutes of Policy Committee Meeting, March 2, 2016
Fund Balance Report: January 2016
Fund Balance Report: February 2016
Bank Reconciliation, January 31, 2016
Investment Reports: January and February 2016
The First State Bank and Harris Bank
Investment Report: February 2016
Motion by Mrs. DeVault, second by Mrs. Reese, to approve the Minutes of Executive Session Meeting, February 3, 2016; Minutes of Executive Session Meeting, February 10, 2016; Minutes of Policy Committee Meeting, March 2, 2016; Fund Balance Reports: January and February 2016; Bank Reconciliation, January 31, 2016; Investment Reports for The First State Bank and Harris Bank: January and February 2016; Investment Report: IIIT for February 2016. Carried unanimously.
Check Register, Accounts Payable: February 2016
Check Register, Payroll: February 2016
Motion by Mrs. Francissen, second by Mrs. DeVault, to approve the Check Register, Accounts Payable: February 2016 in the amount of $439,603.32 and Check Register, Payroll for February 2016. Carried unanimously. Dr. Steimle asked for clarification of Baker & Taylor expense. Mrs. Kmet said it is for Library books and materials.
Invoices for Board Approval to Pay: February 2016
Mrs. Francissen asked why some of the OSG invoices dated back to August, 2015 had not been paid. Mrs. Kmet said the invoices were sent to the former Director and she did not give them to Mrs. Kmet for payment.
Motion by Mrs. Reese, second by Mrs. DeVault, to approve payment of invoices to OSG in the amount of $17,289.28. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAINING: None.
Motion by Mrs. Francissen, second by Mrs. DeVault, to approve payment of invoice to Kantar Media in the amount of $7,908.00. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAINING: None.
VISA Statement: February 2016
Amazon Statement: February 2016
Airline tickets were purchased for staff attending PLA in April. There is no longer a cash balance available on Library’s credit cards. An explanation of credit card expenses is shown in an Excel spreadsheet attached to the credit card statements.
Motion by Mrs. Reese, second by Mrs. DeVault to approve the VISA and Amazon Statements for February 2016. Carried unanimously.
Foundation (Karen DeVault)
Mrs. Haines and Mrs. DeVault attended the Foundation meeting on February 11, 2016 and reported the Director of the Library had resigned. Foundation’s upcoming Books & Brunch Event is scheduled for April 23, 2016 and Trustees were encouraged to attend. Signatures on Foundation’s bank accounts have been changed to Robert Gephart, Mary Ann Tilton and Dawn Lassiter-Brueske. Some Foundation members may come to April Library Board meeting to provide information about charging stations that were mentioned in the year-end donor letters mailed out November 2015. Mrs. DeVault attended Friends’ meeting on February 13 to report the Director’s resignation. Display in Library Lobby represents Friends and Junior Friends. Friends will be handling the pass-through of the book sales for The Boys in the Boat, for One Book, One Community. Friends’ Used Book Sale will be April 15-17 and a vintage book sale in the Lobby will be April 15 and 16th only. Foundation will be providing hotel accommodations for Judy Rantz Willman as a guest at Books & Brunch Event. The Foundation raised $427 with fundraiser held at Francesca’s Restaurant. They may have a fundraiser at McNally’s Pub in the future.
Motion by Dr. Steimle, second by Mrs. Reese, 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.
68. LAUTERBACH & AMEN, LLP
Thompson Reuters CS Professional Suite software used by Lauterbach and Amen is great and reports are clear. The Library can purchase the software and work independently at any point in time, there would not be a contract. Mrs. Kmet and Mrs. Kippes have both worked with Lauterbach & Amen at the Geneva Public Library and have a good working relationship with Lauterbach. The books are now balanced but need to have accounts allocated properly. Mrs. Francissen felt the services of Lauterbach & Amen overlapped with job descriptions for Business Administrator and Business Office Assistant. Mrs. Kmet spoke to the qualities of Lauterbach & Amen and the Library desperately needing their assistance with checks and balances, in order to be fiscally responsible. Lauterbach is a great resource for IMRF, ACA issues and back up. A payment for Abila or Lauterbach is due by April 1, 2016. Mrs. Haines spoke with Auditor Brian LeFevre, and he is very happy with Lauterbach & Amen. Mrs. Francissen wants to see specifically what Lauterbach is doing because of numbers changing in reports. Mrs. Kmet said numbers are reclassified and that is making changes in the numbers. Motion by Mrs. Francissen, second by Mrs. Reese, to accept the proposal from Lauterbach & Amen, with an explanation of duties Lauterbach will be performing in regards to the job descriptions of the Business Administrator and the Business Office Assistant. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAINING: None.
AGENDA TAKEN OUT OF ORDER
72. UPDATE REPORT
The credit cards used by Library staff have all been returned to the Administration Office. We only have three cards, one for maintenance, Communications & Marketing and the general Library card. The House Accounts have been updated and limited. Reports have been provided for VISA and Amazon statements, with explanations of expenses. We do not need an RFP for financial consulting services. Director’s email and voicemail have been password protected by Mrs. Haines and Mrs. Tsipas. Cash withdraw option of credit cards has been removed from the accounts.
69. IT ANALYSIS PRESENTATIONS
Outsource IT Solutions Group
Dan Klobnak spoke to the IT Audit which was prepared by OSG and the completed items documented in the Board packet of the report given by OSG. He spoke of the current IT problems at the Library and that OSG would like to work with the Library and Board. OSG does not feel the Library’s IT staff is sufficient and feels it would be better to outsource all IT staff with OSG.
Equilibrium IT Solutions
Jim Annes of Equilibrium provided a presentation of services offered by Equilibrium, their fees, what it would take to bring the Library up to speed with software and hardware, possibly outsourcing some or all IT matters to the companies they work with, keeping our staff certified, come up with recommendations to achieve business goals, get understanding of our environment, written report by their engineers, preparation of IT business plan. Equilibrium’s fees could possibly be $15,000-$22,000 for a library this size.
Doug Perry is a network and system coordinator, has worked on technology projects with the Library, recommends hiring IT Manager, document inventory equipment replacement, feels our current IT department is understaffed, would have open communication with Library management and Board of Directors to evaluate what technology needs are and develop plan, request and evaluate proposals from consultants, need for expertise in-house to work with consultants, work on projects with Windows, Office and Citrix, server switches and access points, digital media lab, 3D printing, RFID, tech petting labs, library user self-serve projects, is Sirsi Dynex serving our needs, future projects for ILS. Library may be migrating to Swan Systems, and looking at other consortia options, as well as stand-alone option. Mr. Perry would like to be considered for the IT Manager position. He has experience with LINC, a good track record with the Library, his technology background is with library technology and he has worked a lot with St. Charles Public Library staff.
Mrs. DeVault questioned OSG and said they did not seem to understand what information the Board wanted. Don Sofolo said yes, because the Library is not ready to make a decision with either having IT in house or outsourcing everything. He continued to say they developed a plan for the last several months but to restart the process would not be wise for Library resources.
OSG was questioned about communication with the Board. Don Sofolo stated from the beginning they wanted to talk with the Board, had presented quotes for replacing hardware and licensing with software issues, met with director and pushed to meet with the Board.
Mr. Annes was asked if he had experience working with libraries. He said they are working with Aurora Public Library and local governments and non-profits. Mrs. Haines asked Equilibrium in order to have another company to consider.
Mr. Sofolo of OSG said the DesPlaines Library has an RFP document and encouraged the Board to prepare something similar and get more bids.
Mrs. Haines said the decision from the IT analysis presentations will be discussed by the Facilities Committee at an upcoming meeting.
70. PHONES – WI-FI THROUGHOUT LIBRARY
David Macdonald said the wi-fi throughout the Library is working fairly well. In the Huntley Meeting Room phone service is hard to get through. Mrs. Haines asked Mr. Macdonald to put together a proposal of the wi-fi system and cellular system for April Board meeting.
71. POLICY COMMITTEE RECOMMENDATIONS
RATIFICATION OF FULL-TIME YOUTH SERVICES LIBRARIAN
REVIEW SEARCH FIRMS FOR DIRECTOR
STAFF INSERVICE DAYS
The Policy Committee ratified the Full-Time Youth Services Librarian, and approved Staff Inservice dates. The Committee members did talk with some search firms. Mrs. Farrugia introduced LaRaie Zimm, the new Youth Services Librarian and the Board welcomed Ms. Zimm.
Mrs. DeVault spoke with June Garcia, who is also working with Skokie Library and she needs to find out if there is a non-compete clause from Skokie. Ms. Garcia’s fee structure for hiring is $18,000 to $20,000. She lives in Colorado, said the best candidates are working at other libraries now and that the Board could skype with prospective candidates. Mrs. DeVault distributed a handout regarding points she spoke to with Ms. Garcia. Ms. Garcia highly recommends Calaberry Consulting.
Mrs. Reese spoke with Calaberry Consulting. They are a local firm and Alice Calabrese Berry is a librarian. She has conducted searches for directors, is a Library Trustee, has never had a failed search, only takes on one or two searches at a time and performs reference checks. She would work with Director and Board for three months after hiring of Director. She mentioned often the first replacement does not stay, but the second replacement is the one that stays. Her fee is $15,000. If the search went national the fees would be higher.
Mrs. Haines spoke with Lona Lausen from Colorado. She was recommended to the Board by Carol Dawe. Her fee is a percentage of the salary. She sent a resume of an interim director to Mrs. Haines. Ms. Lausen knows the local area.
Mrs. Haines has not spoken with Bradbury Associates because they were traveling.
Motion by Mrs. Reese, second by Mrs. DeVault to request Calaberry Consulting and Bradbury Associates to attend the April 13, 2016 Board meeting to speak to the Board about their search firms. Carried unanimously.
73. INTERIM DIRECTOR SEARCH (Closed Session)
To be discussed in Closed Session.
74. LINC BUDGET 2016-2017
Mrs. DeVault said Myung Gi Sung and Bonni Ellis are now attending the LINC meetings in absence of a Library director. Motion by Mrs. Francissen, second by Mrs. Reese, to approve the LINC Budget 2016-2017. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAINING: None.
75. REVIEW OF CHAPTER 5, “TECHNOLOGY,” OF SERVING OUR PUBLIC 3.0 STANDARDS FOR ILLINOIS PUBLIC LIBRARIES, 2014
Tabled for April 13, 2016 meeting.
76. SCHEDULE LIBRARY BOARD COMMITTEE MEETINGS:
457 Plan Oversight Committee
To be discussed after Closed Session.
77. BUILDING MAINTENANCE AND REPAIR
TRANE PROPOSAL – AHU-1 COMPUTER MODULE
Nick Petta reported that Batavia Damp came in to repair the AHU2 corner closet leak located in Youth Services. Damico performed cold patch repairs of potholes and will come back in April to walk all four parking lots and provide proposal. The Trane module is out. Mr. Petta spoke with Artlip who proposed to replace module using a used product with a guarantee for three months at a cost of $2,000. A new module is guaranteed for one year. Module is used for heating in fall and winter. Mrs. Francissen said we need a capital budget plan. Mrs. Haines said this is nothing urgent and requested to bring this matter before the Facilities Committee. Mr. Petta was requested to obtain second proposal.
78. 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)] – Interim Director Search
Motion by Mrs. Reese, second by Mrs. DeVault, at 8:41 pm, to go into Closed Session pursuant to Personnel [5 ILCS 120/2(c)(1)]. AYES: DeVault, Reese, Francissen, Steimle, Huntley, Haines. NAYS: None. ABSENT: Hill. ABSTAIN: None.
Reconvene to Regular Session at 9:00 pm.
Dr. Steimle requested a revision of the February 10, 2016 Regular Monthly Minutes, page 00707, “Don Sofolo, owner of OSG said they did not prepare a presentation for the meeting,” to be changed to “Don Sofolo, owner of OSG said they were not aware they were requested to give a presentation.” Motion, by Mrs. DeVault, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, February 10, 2016, as so corrected. Carried unanimously.
Dr. Steimle asked if staff communicating with Board via email goes directly to Board. Mrs. Haines said yes, David Macdonald corrected that.
Mrs. DeVault will call June Garcia and inform her that the Library will not go with her firm.
The following Committees of the Board were scheduled:
Special Board Meeting
Wednesday, March 16, 2016
6:30 pm – 7:30 pm
Interview Interim Director Candidates
Policy Committee Meeting
DeVault, Reese, Steimle, Haines
Wednesday, March 16, 2016
Finance Committee Meeting
Huntley, Haines, Francissen
Wednesday, March 23, 2016
6:30 – 8:00 pm
Facilities Committee Meeting
Huntley, Hill, Steimle, Haines
To be scheduled either 3/30/16 or 4/6/16
457 Plan Oversight Committee
Haines, Reese, Venegas
To be scheduled after Tory talks with Fran Venegas
79. POSSIBLE VOTE ON INTERIM DIRECTOR SEARCH
Motion by Mrs. Reese, second by Mrs. Francissen, to adjourn at 9:15 pm. AYES: Huntley, Francissen, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Hill. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees