Minutes, Regular Monthly Meeting, May 13, 2015

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
MAY 13, 2015

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, May 13, 2015 at 7:00 pm at the Library. Present: President Tory Haines, Treasurer Norm Huntley, Trustees Anne Francissen, Mike Hill, Karen DeVault and Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Vice-President/ Secretary Kimberly Reese. Library Staff present: Bryan Wood, Heidi Krueger, Bonni Ellis, Pam Salomone, Nick Petta, Myung Gi Sung, Denise Farrugia and Emily Conradt. Guests: Francine Venegas and Joy Ganster.

WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.

TRUSTEE RECOGNITION
Not applicable.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, April 8, 2015
MINUTES: Executive Session, April 8, 2015
MINUTES: Special Meeting, April 29, 2015
Treasurer’s Report: April 2015
Internal Budget Report: April 2015
Year-To-Date Statement: April 2015
Fund Balance: April 2015
Investment Reports: April 2015
The First State Bank and Harris Bank
IIIT

Motion by Mr. Huntley, second by Mr. Hill, to approve the Minutes of the Regular Monthly Meeting, April 8, 2015; Minutes of the Executive Session, April 8, 2015; Minutes of the Special Meeting, April 29, 2015; Treasurer’s Report: April 2015; Internal Budget Report: April 2015; Year-To-Date Statement: April 2015; Fund Balance: April 2015; Investment Reports for The First State Bank, Harris Bank and IIIT: April 2015. Carried unanimously.

BILLS: April 2015
Motion by Mr. Huntley, second by Dr. Steimle, to approve the bills for April 2015 in the amount of $461,132.92. AYES: Huntley, Francissen, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None. Mrs. DeVault asked if Paycom was outsourcing our payroll and if proper controls were in place. Mrs. Leffler stated before we send payroll information to Paycom, time keeping is automated and managers approve time. The Library’s auditors prefer an outsource payroll system. With regard to payroll checks, previous report would show all checks with individual staff names. Now all information is uploaded to Paycom and all that is shown on report is one journal entry for Paycom. Mrs. DeVault asked how long we have been using Paycom. Mrs. Leffler said October, 2014.

DIRECTOR’S REPORT: April 2015
Nothing to add to Director’s Report. Motion by Mr. Huntley, second by Mr. Hill, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Intergovernmental Group (Pamela Leffler)
Meeting will be held on May 14, 2015.

Foundation (Karen DeVault)
Books and Brunch event was held at the St. Charles County Club in April. There were fewer attendees and about as much money was made. The authors were interesting. The Foundation was very grateful for Library staff that helped with event; Pam Salomone was involved with planning and coordinating the event and Virginia Tsipas sold tickets. Foundation is working to obtain a tax exempt number. Two Board members have submitted resignations, effective May, 2015. The donor thank you event will be held at the Pheasant Run Theatre on October 17, 2015, with the production of Maybe Baby It’s You! Tory Haines will attend Foundation meeting Thursday, May 14, 2015.

Motion by Mr. Huntley, second by Dr. Steimle, 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
84. SWEARING IN OF NEW TRUSTEE BY NOTARY PUBLIC
Virginia Tsipas gave Anne Francissen the Oath of Office as the new Trustee for the Board.

85. PERSONNEL
a. Human Resources Coordinator
b. Business Administrator
Mrs. Leffler introduced Francine Venegas as the Library’s new Human Resources Coordinator and Joy Ganster as the Library’s new Business Administrator. Both Mrs. Venegas and Mrs. Ganster spoke and thanked the Board for their approval for hire. Motion by Dr. Steimle, second by Mr. Hill, to ratify the position of Human Resources Coordinator for Francine Venegas and the position of Business Administrator for Joy Ganster. AYES: Huntley, Francissen, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

86. ARCHITECT REVIEW
Motion by Mr. Huntley, second by Mr. Hill, to move this agenda item to the end of the meeting.

NEW BUSINESS
87. COMMITTEE APPOINTMENTS
FINANCE
Members: Huntley (Chair), Haines, Francissen
FACILITIES
Members: Huntley, Hill, Steimle
AUDIT
Members: DeVault, Reese, Francissen
POLICY
Members: DeVault, Reese, Steimle
457 PLAN OVERSIGHT COMMITTEE
Members: Haines, Reese

RAILS REPRESENTATIVE ~ Haines
LINC REPRESENTATIVE ~ Leffler
FOUNDATION REPRESENTATIVE ~ DeVault, Alternate Haines
FOUNDATION FINANCE COMMITTEE ~ DeVault, Alternate Haines
INTERGOVERMENTAL GROUP ~ Hill, Alternate Francissen
ETHICS COMMITTEE ~ Bryan Wood, Denise Farrugia, Heidi Krueger

88. SCHEDULE FINANCE COMMITTEE MEETING
May 27, 2015 at 6:30 pm.

89. ORDINANCE 2014/2015-6: ESTABLISHING NON-RESIDENT CARD SERVICES
Motion by Mr. Huntley, second by Mrs. DeVault to reaffirm participation in Non-Resident Card Services program. AYES: Huntley, Francissen, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None. Dr. Steimle asked where the amount of $133.49 came from. Mrs. Leffler said it is a multiplier of the tax rate a resident in district pays. It is a statute and we do not have a choice.

90. BUILDING MAINTENANCE AND REPAIR
Mrs. Leffler reported that bids were requested, two quotes were received and the Library would like to recommend Budget Blinds. Motion by Mr. Huntley, second by Mr. Hill, to approve the bid from Budget Blinds in the amount of $25,500 to replace the shades on the clerestory windows and on the windows near the hold shelves. AYES: Huntley, Francissen, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

86. ARCHITECT REVIEW
On April 29, 2015, the Board of Trustees interviewed the architectural firms of Studio GC Architecture & BIM; Gillespie Design Group; Product Architecture & Design; and Cordogan Clark. All firms were given specifics of what the Library wanted and the budget to work within. After a lengthy discussion, the Board approved by Motion by Dr. Steimle, second by Mr. Huntley, to offer the contract of architect to the firm of Product Architecture & Design. AYES: Huntley, Francissen, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None. Mrs. Leffler will contact Product Architecture & Design on Thursday, May 14, 2015 and offer them the job. She thanked the Board for interviewing the firms and will notify by correspondence the firms that were not chosen for the project.

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 need to go into Closed Session.

92. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No votes needed.

ADJOURN
Motion by Mr. Huntley, second by Mrs. DeVault, to adjourn at 8:00 pm. AYES: Huntley, Francissen, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.
Michael Hill, Secretary Pro Tem
Board of Trustees

Meeting Notice, Finance Committee, June 22, 2015

MEETING NOTICE
FINANCE COMMITTEE
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
Wednesday, June 22, 2015
5:00 PM
Bisbee Conference Room

The Finance 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 Wednesday, June 22, 2015 at 5:00 PM.

Agenda

1. Review of the Tentative 2015/2016 Budget Documents

Minutes, Regular Monthly Meeting, April 8, 2015

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
APRIL 8, 2015

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, April 8, 2015 at 7:00 pm at the Library. Present: President Tory Haines, Treasurer Norm Huntley, Trustees Daniel Prath; Mike Hill and Karen DeVault. Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Vice-President/ Secretary Kimberly Reese, Trustee Steimle. Library Staff present: Bryan Wood, Heidi Krueger, Bonni Ellis, Pam Salomone, Denise Farrugia, Myung Gi Sung and Emily Conradt. Guests: Anne Francissen.

WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.

RECOGNITION
Trustee Karen DeVault was recognized for her ten years of service to the Library Board and presented a pin.

CONSENT AGENDA
MINUTES: Executive Session, January 14, 2015
MINUTES: Regular Monthly Meeting, March 4, 2015
MINUTES: Executive Session, March 4, 2015
Treasurer’s Report: February 2015
Treasurer’s Report: March 2015
Internal Budget Report: February 2015
Internal Budget Report: March 2015
Year-To-Date Statement: February 2015, March 2015
Fund Balance: February 2015
Fund Balance: March 2015
Investment Reports: February 2015
The First State Bank and Harris Bank
IIIT
Investment Reports: March 2015
The First State Bank and Harris Bank
IIIT

Motion by Mr. Huntley, second by Mr. Prath, to approve the Minutes of the Executive Session, January 14, 2015; Minutes of the Regular Monthly Meeting, March 4, 2015; Minutes of the Executive Session, March 4, 2015; Treasurer’s Report: February 2015; Treasurer’s Report: March 2015; Internal Budget Report: February 2015; Internal Budget Report: March 2015; Year-To-Date Statement: February 2015, March 2015; Fund Balance: February 2015; Fund Balance: March 2015; Investment Reports for The First State Bank, Harris Bank and IIIT: February 2015; Investment Reports for The First State Bank, Harris Bank and IIIT: March 2015. Carried unanimously.
BILLS: March 2015
Motion by Mr. Huntley, second by Mr. Prath, to approve the bills for March 2015 in the amount of $485,720.15. AYES: Huntley, Prath, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Steimle. ABSTAIN: None.

DIRECTOR’S REPORT: March 2015
Mrs. Leffler thanked the Board for rescheduling last month’s meeting. Motion by Mr. Huntley, second by Mr. Prath, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Intergovernmental Group (Dan Prath)
Discussed the loss of grants at all levels, including the City, Park District and School District. Everyone is proactive and assumes money is gone. City had $3,000,000; Park District said all monies are halted. Mrs. Leffler said we did receive our Per Capital Grant thanks to Jesse White.

Foundation (Karen DeVault)
March 12, Jon Duerr took notes at the meeting. Books and Brunch event, with six local authors, is coming up April 18 and tickets are $40. The event will be held at the St. Charles Country Club from 11:00 am to 2:00 pm. There will be auction baskets. Deadline is extended for purchase of tickets. Donor event will be October 17 at Pheasant Run, for the play Maybe Baby It’s You. Mr. Thomas Merritt donated $3,000 for the genealogy programs.

Motion by Mr. Huntley, 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
76. STAFF RECOGNITION DINNER UPDATE
Mrs. Leffler stated that in order to cancel Prairie Landing as the venue for the Staff Recognition Dinner there would be a significant cancellation cost. She apologized to the Board again for not receiving their approval of the venue for the dinner. Mrs. DeVault will speak on behalf of the Board.

77. USE OF SPECIAL RESERVE FUND/ARCHITECTURE SEARCH
Mrs. Leffler has met with some architects regarding the upcoming renovations. She is requesting proposals from the architects to present to the Board. The Board requested to interview two to four architectural firms at a Special Meeting on a Wednesday before the May Board meeting.

Dr. Cynthia Steimle arrived at 7:11 pm.

78. PERSONNEL
a. Approval of Human Resources Coordinator
Mrs. Leffler did make an offer to an applicant for the position of Human Resources Coordinator. Applicant has not informed her current employer and Mrs. Leffler will provide her name at the May meeting. Mr. Huntley requested that the Board go into Closed Session to discuss the prospective Human Resources Coordinator.

b. Update on Status of Other Positions
Interviews will be held for the Business Administrator this Friday and next week. Mrs. Leffler and Mrs. Marie Baldwin will interview the candidates. There have been a number of good candidates. The Information Technology Manager position is on hold awaiting the technology automated audit.

NEW BUSINESS
79. STATEMENT OF ECONOMIC INTEREST
A reminder for all Trustees to complete their online Statements of Economic Interest.

80. BUILDING MAINTENANCE AND REPAIR
An RFP is out for proposal for shades. We are currently working on parking lot items. The Lights in the parking lot have been fixed.

81. 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 Mr. Huntley, second by Mr. Hill, to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:15 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

Mr. Huntley asked Mrs. Leffler to introduce Anne Francissen to the Board.

Reconvene to Regular Meeting at 7:25pm.

82. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No votes needed.

ADJOURN
Motion by Dr. Steimle, second by Mr. Hill, to adjourn at 7:26 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.
Michael Hill, Secretary Pro Tem
Board of Trustees

Minutes, Regular Monthly Meeting, March 4, 2015

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
MARCH 4, 2015

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, March 4, 2015 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustee Daniel Prath; Absent: Trustees Cynthia Steimle, Mike Hill and Karen DeVault. Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Denise Farrugia, Myung Gi Sung, Barbara Klyczek, Emily Conradt, and Dana Hintz.

WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.

RECOGNITION
No recognitions this meeting.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, February 11, 2015
MINUTES: Executive Session, February 11, 2015
Treasurer’s Report: February 2015
Working Budget Report: February 2015
Year-To-Date Statement: February 2015
Fund Balance: February 2015
Investment Reports: February 2015
The First State Bank and Harris Bank
IIIT

Motion by Mr. Huntley, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, February 11, 2015 and the Minutes of the Executive Session, February 11, 2015. Carried unanimously.

The Treasurer’s Report: February 2015; Working Budget Report: February 2015; Year-To-Date Statement: February 2015; Fund Balance: February 2015; and Investment Reports for The First State Bank, Harris Bank and IIIT: February 2015, to be included in the April Board packet and voted on at the April 8, 2015 Regular Monthly Meeting.

BILLS: February 2015
Motion by Mr. Huntley, second by Mrs. Reese, to approve the bills for February 2015 in the amount of $481,101.81. AYES: Huntley, Prath, Haines, Reese. NAYS: None. ABSENT: Hill, DeVault, Steimle. ABSTAIN: None.

DIRECTOR’S REPORT: February 2015
Nothing to add to Director’s Report. Mr. Huntley is pleased to see that Thomas Merritt has donated funds for the genealogy program. Mrs. Leffler said Mr. Merritt has offered future funds for this program. Motion by Mrs. Reese, second by Mr. Huntley, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:
Intergovernmental Group (Dan Prath)
Park District referendum underway and Mr. Prath distributed brochures. School District is monitoring a measles case reported at Elgin Community College, but there are no cases reported within the District. City updated that the Quad will keep the Sears building and when the ground thaws they will continue with landscaping. The next meeting will be held at the Baker Community Building and be sponsored by the Park District. Mr. Huntley requested a correction in Mr. Hill’s report of February 12, 2015 Intergovernmental meeting, City’s report correcting the spelling of Peggy Forester’s name.

Motion by Mr. Prath, 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.

UNFINISHED BUSINESS
68. USE OF SPECIAL RESERVE FUND
a. Lohan Anderson’s Proposal
b. Closure of 6th Avenue
c. Trustee Mike Hill’s Comments
Mrs. Leffler mentioned the proposal of Lohan Anderson, email from City Administrator to possibly close 6th Avenue and comments of Mr. Hill which were included in the Board packet. There are a few things to consider; will we accept Lohan Anderson proposal, we need to clarify priorities and a resolution will need to be prepared to transfer funds. She has no objections to look at other architectural firms in light of the proposed amount. Mr. Huntley asked if we are thinking to reconfigure the parking lot. Mrs. Leffler said we talked about Learning Annex, but it makes more sense to build out from the Administration Office area of the Library and reconfigure parking. We could possibly request to close off Walnut Avenue.

Dr. Cynthia Steimle arrived at 7:08 pm.

Mrs. Leffler questioned if we go with another architect would the City require us to do anything new with the engineering survey. Mrs. Haines said if the City would want a new engineering survey it does not matter what architect we go with. Mr. Prath stated that Lohan Anderson cost the Library about $15,000 when they missed the existence of asbestos with last remodel. Mrs. Haines said to engage another architect could take another year for second remodel; however she feels that Lohan Anderson proposal is very high. She would like to see what a different architect would propose. Mrs. Leffler said there may be some benefit to have fresh eyes look at next remodel.
The Board decided on the following priorities:
• Not to build the Learning Annex
• Build out east from the existing Library
• New entry highlighting Library Main entrance
• Signage to clearly define Library entry
• Outdoor seating/gathering area/bicycle area
• Temperature controls throughout building
• Incorporate covered walkway to handicapped parking area
• Adjust drive up drop off book drop
• Improve traffic flow
• Possibly close off Walnut Avenue and 6th Avenue to integrate parking areas
• More study rooms
• Some discrepancy of building meeting room to accommodate above 90 people
• Improve office space for Administration Office
• Refresh Bisbee Conference Room, possible new ceiling
• Improve office space for Reference Workroom
• Reconfigure and/or expansion of Tech Center
• Refresh Huntley Meeting Room, possible new ceiling and lighting
• RFID with sorter
• Toilet Rooms – upgrades to finishes
• Other Staff Workrooms – possible improvements

Mr. Prath asked if there was a water main under Walnut Avenue and wanted to know if we could have two to three levels of the Library built out. Mr. Huntley said it is water storage area. Mr. Wood said we would have to look at plans for water main, they may have to relocate.

Motion by Mr. Prath, second by Dr. Steimle, to approach new architectural firms and receive proposed plans and costs. AYES: Huntley, Prath, Haines, Reese, Steimle. NAYS: None. ABSENT: Hill, DeVault. ABSTAIN: None.

Mrs. Leffler will arrange interviews with other architectural firms. Mr. Huntley asked Mrs. Leffler to meet with St. Marks Church and their Building Committee to inform them that we are discussing more renovations. Mrs. Leffler said we should begin drafting Resolution within next couple of months. Mr. Huntley said we need to approve Resolution every year regarding Special Reserve Fund and Building and Maintenance Fund.

Mr. Prath asked about removing remaining homes on Library property and consider a two tier parking lot.

Replacing clerestory window shading will be handled separately and will not go through any architectural plan.

Mrs. Leffler found a Resolution passed seven to eight years ago with regard to the Special Reserve Fund.
69. PERSONNEL
a. IT Manager Position
b. Update on Status of Other Positions
Steve Bumpas submitted his resignation and his last day will be Friday, March 6, 2015. To date we have not received any applications. David Macdonald will be interim Department Manager. Mrs. Leffler said there are companies we can contact and outsource in the interim.

Mrs. Leffler has received applications for the Human Resource position and closing date for that position is Friday, March 13, 2015. She hopes to hire someone soon in that position.

Mrs. Leffler and Mr. Wood are beginning to work on the Business Administrator position and plan to post that position the end of next week. Mrs. Baldwin will not be leaving the Library until April 30, 2015.

We have some openings for part-time Shelver, Information Technology Assistant, and Building Security Monitor.

NEW BUSINESS
70. APPROVAL OF 2016 LINC BUDGET
Mrs. Leffler reported that LINC is planning to spend down some reserve. Mrs. Carol Dawe of LINC did a good job working on budget. Motion by Mr. Huntley, second by Mrs. Reese, to approve the 2016 LINC Budget. Carried unanimously.

Mr. Prath said he heard some LINC libraries dropped due dates. Mrs. Leffler said she would be surprised and would verify.

71. 2016 PER CAPITA GRANT APPLICATION PROCESS
The due date for this application has been changed from October 15, 2015 to January 15, 2016. It will be completed online.

72. REVIEW OF CHAPTER 5, “TECHNOLOGY,” OF SERVING OUR PUBLIC 3.0: STANDARDS FOR ILLINOIS PUBLIC LIBRARIES, 2014
Mr. Huntley said we are fulfilling 98% of what is expected. Mrs. Leffler said we are exceeding in many areas. Motion by Mr. Huntley, second by Mr. Prath, to approve the standards set for Technology. Mrs. Leffler said we have resized our text on our website and Ms. Krueger has a list of standards for our website that we are maintaining.

Mr. Huntley asked about providing 3D printing. Mrs. Leffler said we are holding off now as printers are very expensive, often times broken and require a lot of staff time. The Northbrook Library has had success with their 3D printer and it is used so much it is in the shop for repair. They are getting about 17 requests per week and managers are maintaining it. Mr. Prath said parts for 3D printers are being repaired by high schoolers and this is a good partnership with the schools.

73. BUILDING MAINTENANCE AND REPAIR
The outdoor column lights are not working. We need to wait until the ground thaws to find out why. Mr. Wood said there may be an underground short. Mrs. Leffler has sent emails to staff informing them of the lighting situation. With the upcoming change of Daylight Savings Time it will be lighter later.

We have received a proposal for the replacement of vertical blinds for all the windows and it is about $25,000. Motion by Mr. Huntley, second by Mr. Prath, to go out for bids for the replacement of the blinds. AYES: Huntley, Prath, Haines, Reese, Steimle. NAYS: None. ABSENT: Hill, DeVault. ABSTAIN: None.

Mr. Prath asked why AT&T has been digging on Library property. Mrs. Leffler said to install fiber optics. Mr. Wood said AT&T will come back in April or May to fix the landscaping.

74. 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 Mr. Prath to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:44 pm. AYES: Huntley, Prath, Haines, Reese, Steimle. NAYS: None. ABSENT: Hill, DeVault. ABSTAIN: None.

Reconvene to Regular Meeting at 7:55pm.

75. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No votes needed.

ADJOURN
Motion by Mrs. Reese, second by Mr. Huntley, to adjourn at 7:56 pm. AYES: Huntley, Prath, Haines, Reese, Steimle. NAYS: None. ABSENT: Hill, DeVault. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees

Minutes, Regular Monthly Meeting, February 11, 2015

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
FEBRUARY 11, 2015

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, February 11, 2015 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustees Daniel Prath, Mike Hill, and Karen DeVault; Absent: Cynthia Steimle. Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Library Staff present: Bryan Wood, Heidi Krueger, David Kelsey, Denise Farrugia, Myung Gi Sung, Emily Conradt, Dana Hintz. Guest: Anne Francissen.

WELCOME OF GUESTS
Mrs. Haines read the Library’s Mission Statement, called the meeting to order at 7:00 pm and welcomed guests.

RECOGNITION
No recognitions this meeting.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, January 14, 2015
Treasurer’s Report: January 2015
Working Budget Report: January 2015
Year-To-Date Statement: January 2015
Fund Balance: January 2015
Investment Reports: January 2015
The First State Bank and Harris Bank
IIIT

Motion by Mr. Huntley, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting, January 14, 2015, Treasurer’s Report: January 2015; Working Budget Report: January 2015; Year-To-Date Statement: January 2015; Fund Balance: January 2015; and Investment Reports for The First State Bank, Harris Bank and IIIT: January 2015. Carried unanimously.

MINUTES: Executive Session, January 14, 2015
The Minutes of the Executive Session, January 14, 2015 were not finalized by Mrs. Leffler for distribution.

BILLS: January 2015
Motion by Mr. Huntley, second by Mr. Prath, to approve the bills for January 2015 in the amount of $462,356.04. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Steimle. ABSTAIN: None.

DIRECTOR’S REPORT: January 2015
Books and Brunch sponsored by the Foundation will be held on April 18, 2015. Motion by Mrs. DeVault, second by Mrs. Reese, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
Board retreat was canceled. Pam Leffler emailed information to report funds received from year end mailing; $8,400 for Endowment Fund, $1,500 for Classical Music Series, and $5,100 for Operating Fund. Next meeting will be February 12, 2015.

Motion by Mr. Prath, 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.

UNFINISHED BUSINESS
61. USE OF SPECIAL RESERVE FUND
Pam Leffler and Bryan Wood met with Michael Barnes, Bill Boznos and Dawn Brightfield of Lohan Anderson to walk through the Library and discuss additional remodeling ideas. The architects will send a proposal and believe all remodeling issues are within our budgeted amount. A temporary barrier to cut the wind from the main Library entrance was discussed. The Board would like to review the list of priorities created by the department managers. Mr. Huntley asked about having photo IDs on patron library cards. Mrs. Leffler said she will ask Bonni Ellis, Circulation Manager about the photo IDs. Mr. Huntley inquired where the Library’s storage unit is located. Mr. Wood said it was located on Kirk Road near Fabyan Parkway. He also stated the Library stores furniture at the house and garage located at 112 S. 6th Avenue. Mrs. Leffler said we want to get rid of storage unit. Mr. Huntley asked about the possibility of adding onto the garage at 112 S. 6th Avenue. Mr. Wood said that we did sell a lot of furniture and also donated over 40 pieces of furniture to the Marengo Library. Mr. Hill thought the architects did not like the idea of adding onto the house at 112 S. 6th Avenue. Mr. Hill’s concern was if patrons go to that property, they will not come into the main Library. Some parking spaces should be designated for charging electric cars. Mr. Wood said we have a plug-in unit for the program van.

Dr. Cynthia Steimle joined the meeting at 7:10 pm.

Mr. Hill thought it would be best to wait to correct the portico weather situation with something permanent rather than spending money for a temporary fix. He stated the list of priorities is very comprehensive. Mr. Prath asked about adding a low two story parking structure if it is possible. Mrs. Leffler said as soon as she receives the proposal from Lohan Anderson she will notify the Board members. Mrs. Haines said we will set a time for architects to come in and talk with Board.

62. PERSONNEL
a. Outreach Services Position
David Kelsey has been hired as the Reference Librarian II – Outreach Services Librarian and will start at the Library on February 17, 2015. Heidi Krueger, Reference and Information Services Manager, said the Outreach staff is looking forward to work with David. Motion by Mr. Huntley, second by Mrs. DeVault, to approve hiring David Kelsey as Reference Librarian II, Outreach Services Librarian. Carried unanimously.
b. Business Administrator Position
Marie Baldwin submitted her resignation letter effective April 30, 2015. She will help with any transition in May. Mrs. Leffler, Mr. Wood and Mrs. Baldwin will discuss the job description for her position and talk with Mr. LeFevre. Mrs. Baldwin has been very helpful and patient and will be truly missed. Mrs. Leffler will make the announcement to the staff on February 12, 2015.

NEW BUSINESS
63. STAFF RECOGNITION DINNER
Mr. Huntley asked why the Staff Recognition Dinner was booked at Prairie Landing. Mrs. Leffler said Prairie Landing’s costs were more reasonable and in working with Mrs. Salomone about program changes, more money would be available this year. Mr. Huntley said the Board can add extra money for the budget of the Staff Recognition Dinner. He further stated that the Board should decide where the dinner is to be held. Mrs. Leffler apologized that she was not made aware that the Board chose the venue. Mr. Huntley said Prairie Landing has low ceilings and the St. Charles Country Club is more open, acoustics are better and the food is always good. Mrs. DeVault said the St. Charles Country Club has a new chef and he is very good. Mr. Wood commented that he has attended some Rotary events at Prairie Landing and it was very nice. Mrs. Leffler said Prairie Landing offered different types of entrees and we would have a savings of $500-$1,000. Mrs. Leffler will call the St. Charles Country Club to reserve the date of May 1, 2015 by being sponsored by Mrs. DeVault. Mrs. Haines said Mrs. Salomone can attend another Board meeting to discuss ideas for the staff dinner. Mrs. Haines said the Board likes to keep the dinner in St. Charles. Mrs. Leffler said Prairie Landing is in the St. Charles Public Library District. Motion by Mr. Huntley, second by Mr. Hill, to hold the Staff Recognition Dinner at the St. Charles Country Club on May 1, 2015. Carried unanimously.

64. RESCHEDULE MARCH BOARD MEETING
Motion by Mr. Huntley, second by Mr. Prath, to reschedule the Regular Monthly Meeting on March 4, 2015, which is in accordance with the Open Meetings Act. Carried unanimously.

65. BUILDING MAINTENANCE AND REPAIR
We have some roof leaks within the last few days on the mezzanine level in the 800s. Ritterford Roofing found a small rip in the membrane and some other small issues. They completed some repairs. There was no damage to materials. Mr. Wood said the roof should be under warranty.

66. 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 Mr. Prath, second by Dr. Steimle to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:32 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Reconvene to Regular Meeting at 8:33 pm.

67. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Mr. Prath, second by Mr. Huntley to approve the Human Resources Coordinator position at a salary range of E-6, with the recommended changes in the job description that were discussed in Closed Session. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Mrs. Leffler will make revisions to the Human Resources Coordinator job description and email the final version to Trustees prior to posting the job.

Mr. Prath wanted to know if patrons’ questions that appear in Managers’ Reports are posted in the Library for staff to read. Mrs. Leffler said some patron concerns are placed in Stafax. Mrs. Leffler said the Library is doing more cross training between departments.

ADJOURN
Motion by Mr. Huntley, second by Mr. Prath, to adjourn at 8:35 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees

Ordinance 2014/2015-5, Establishing Dates of Regular Meetings of January 2015-January 2016

ORDINANCE 2014/2015 – 5

ORDINANCE ESTABLISHING` DATES OF REGULAR MEETINGS OF THE BOARD OF
TRUSTEES OF THE ST. CHARLES PUBLIC LIBRARY DISTRICT FOR CALENDAR YEAR

JANUARY 2015 – JANUARY 2016

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 14, 2015
February 11, 2015
March 11, 2015
April 8, 2015
May 13, 2015
June 10, 2015
July 8, 2015
September 9, 2015 (Annual Meeting)
October 14, 2015
November 11, 2015
December 9, 2015
January 13, 2016

This Ordinance shall be in full force and effect from its passage, approval and publication by law.

ADOPTED this 10th day of December, 2014, pursuant to a roll call vote as follows:

AYES:    Huntley, Prath, 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