Meeting Notice, Audit Committee Meeting, January 14, 2015

MEETING NOTICE

AUDIT COMMITTEE
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
January 14, 2015

The Audit 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, January 14, 2015 at 6:30 PM.

AGENDA

1. Review of Secretary’s Minutes and Records for the Period July 1 to December 31, 2014.

2. Review of Closed Minutes and Recordings of Executive Sessions.

Meeting Notice, Regular Monthly Meeting, January 14, 2015

BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
REGULAR MONTHLY MEETING
JANUARY 14, 2015

Board Meeting: Wednesday, January 14, 2015, 7:00 p.m., Bisbee Conference Room at the Library, One South Sixth Avenue, St. Charles, IL 60174.

Mission Statement
To support the growth and creativity of the individual and foster the spirit of community and local economy.

AGENDA

I. Call to Order
II. Welcome of Guests
III. Approve Consent Agenda
Minutes of Regular Monthly Meeting, December 10, 2014
Minutes of Executive Session, December 10, 2014
Treasurer’s Report: December 2014
Internal Budget Report: December 2014
Year-to-date Statement: December 2014
Fund Balance: December 2014
Investment Reports: December 2014
The First State Bank and Harris Bank
IIIT
IV. Approval of December 2014 Bills
V. Trustee Recognition
VI. Director’s Report: December 2014
VII. Committee Reports
VIII. Communications and Citizen’s Comments

IX. Unfinished Business
54. Legal calendar for 2015
55. First Street TIF District
56. Use of Special Reserve Fund

X. New Business
57. Personnel
a. Outreach Services position
b. FMLA leave
c. Introduction of new YS librarians
58. Building Maintenance and Repair
59. 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)]
60. Possible Vote on Items Discussed in Closed Session

MONTHLY REPORTS
Department Managers’ Report, December 2014
Statistical Report, December 2014

Minutes of Regular Monthly Meeting, November 12, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
NOVEMBER 12, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, November 12, 2014 at 7:00 pm at the Library. Present: President Tory Haines, Treasurer Norm Huntley, Trustees Daniel Prath, Mike Hill, Karen DeVault and Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Vice-President/ Secretary Kimberly Reese. Guests: Anne Francissen, Resident; Drew Glassford, Hunter Glassford and A.J. Lullo, Boy Scout Pack 13. Library Staff present: Bryan Wood, Heidi Krueger, Pam Salomone, Myung Gi Sung, Denise Farrugia.

6:30 PM – Board Walk-Through

The Trustees had the following comments during the Library Walk-Through for the lower level:
• Dividing Wall doors are damaged in Huntley Meeting Room
• Wallpaper behind stack of chairs in Huntley Meeting Room is pealing and marred
• Several dirty spots on wall covering throughout Huntley Meeting Room, including kitchen area
• Cabinet to be installed under stairs leading to lower level by November 20, 2014
• Purchase Diaper Jeanie for bathroom in Youth Services Department
• Place security covers for all outlets in Youth Services Department
• Plastic covers over metal plates on floor in Youth Services Department
• Enclose data wires in Youth Services Department
• Cord for TV to be enclosed by Helen Gale Story Room in Youth Services Department
• Large workroom in Youth Services has a squeaky Heat/AC fan

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

In the absence of Kimberly Reese, Michael Hill was appointed Secretary Pro Tem.

CONSENT AGENDA
MINUTES: Regular Monthly Meeting, October 8, 2014
Treasurer’s Report: October 2014
Working Budget Report: October 2014
Year-To-Date Statement: October 2014
Fund Balance: October 2014
Investment Reports: October 2014
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, October 8, 2014, Treasurer’s Report: October 2014; Working Budget Report: October 2014; Year-To-Date Statement: October 2014; Fund Balance: October 2014; and Investment Reports for The First State Bank, Harris Bank and IIIT: October 2014. Carried unanimously.

BILLS: October 2014
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the bills for October 2014 in the amount of $539,686.18. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

DIRECTOR’S REPORT: October 2014
Litigation is being handled by Attorney Robert Smith, who will later attend this meeting to discuss issue in Closed Session. Motion by Mr. Huntley, second by Mrs. DeVault, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
Friends of the Library made $5,000 at book sale and used a credit card app for the first time. Francesca’s fund raising event made approximately $450. Foundation Board will meet January 10, 2015 in the Carnegie Community Room to review Strategic Plan and plan to have new Board member in place. End of the year fundraising letters went out in November. Will discuss new landscaping of Illinois and Sixth Avenues.

Intergovernmental Group (Mike Hill)
High School Kickathon raised over $100,000. Q Center is no longer for sale. Next meeting will be Thursday, November 13, 2014 at the School District.

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.

Three Boy Scout visitors attended the meeting to see the process of running a board meeting.

UNFINISHED BUSINESS
36. ORDINANCE 2014/2015-4 AN ORDINANCE LEVYING TAXES FOR LIBRARY PURPOSES FOR THE FISCAL YEAR 2014/2015 (INCLUDES CERTIFICATE OF LEVIES)
Mrs. Leffler said there were no changes from the Tentative Levy Ordinance. Motion by Mr. Hill, second by Mr. Prath to enact Ordinance 2014/2015-4. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

37. TRUTH IN TAXATION CERTIFICATE OF COMPLIANCE
Motion by Mr. Prath, second by Mrs. DeVault, to certify adoption of Levy Ordinance and state that no public hearing is necessary as the levy does not exceed 105% of the previous year’s tax extension. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

38. DIRECTOR REVIEW
This will be placed on December 2014 Agenda.

39. YOUTH SERVICES LIBRARIAN – MIDDLE SCHOOL SPECIALIST
Brittany Staszak was hired and has unique and interesting ideas, is enthusiastic and very professional. Brittany will attend the December meeting to meet the Trustees. Mrs. Leffler will share the new position at the Intergovernmental Group meeting on Thursday, November 13, 2014. Motion by Dr. Steimle, second by Mrs. DeVault to ratify the hiring of Brittany Staszak. Carried unanimously.

40. SEARCH FOR LIBRARY ATTORNEY
7:15 pm, Attorney Roger Ritzman arrived.

Roger Ritzman spoke of his experience in working with public libraries, which represents 80% of his practice. He has been with the firm of Peregrine, Stime, Newman, Ritzman & Bruckner, Ltd. since 1976. He lives in Wheaton and the firm is located in an historical building in Wheaton. His client base extends up into Wisconsin and down through Oswego. He handles all types of issues: capital improvement, policy reviews, levies, annexations, personnel issues, etc.

Mr. Ritzman’s son, Mark Ritzman has experience with libraries and has been with the firm for over five years. Mark Ritzman and Dale Bruckner are available when Roger Ritzman is out of town.

Mr. Ritzman said his firm represents about 51 libraries. His firm has represented Geneva Library for 30 years and Batavia Library for 20-30 years. He represented Algonquin Library several years ago.

Mr. Ritzman does not work on retainers and his hourly rate is $195. Fees are charged portal to portal. If he has a conflict of interest with another library, he will recommend other attorneys with local government law. He would not represent either party.

Mrs. Haines said she did a survey with other libraries and he received raving reviews. Mr. Ritzman left the meeting at 7:23 pm.

NEW BUSINESS
41. SET POLICY COMMITTEE MEETING
This meeting will be scheduled after the Board meeting.

42. BUILDING MAINTENANCE AND REPAIRS
Library will be contracting with Siebert Landscaping, Inc. for snow plow removal.

With regard to blind repair, different window firms will be contacted over the next few days. Most problems with new phone system have been worked out. Heidi Krueger is now recording phone messages for the Library, as Cindy Bravos who used to record our messages is now working full time.

40. SEARCH FOR LIBRARY ATTORNEY
7:28 pm, Attorney Bob Smith arrived.

Bob Smith was a former partner of John Juergensmeyer’s for a number of years. He is committed to library law and has been very active in library districts and working to form various library districts. He has worked on both issues of referenda. He has worked with various libraries throughout Illinois, is a sole general practitioner and lives in Elgin.

Mr. Smith is comfortable working with a retainer or by hourly fee, but it is the Board’s decision. He said he could stay in touch and go to Board meetings without having to bill each month. Retainer fee would be $400 per month and hourly rate is $275.

Mr. Smith met with Mrs. Leffler and talked about current tax objection issue and will stay to discuss this issue in Closed Session.

Mrs. Haines told Mr. Smith, on behalf of the Board, they appreciate him stepping in as their interim attorney and he has been very helpful.

Mrs. Haines asked if the Boy Scout guests had any questions. They wanted to know what the Board would do with a difference of opinion on an issue. A Board Trustee responded that they compromise and discuss the issue and once an agreement is made, we are united outside of Board room. The Boy Scouts wanted to know what some of the issues were where there were differences of opinion. Those issues were when there was a decision to hire a consultant, to discuss raising fines, and the placement of Jones Law Office on Library property.

11. 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 Litigation [5 ILCS 120/2(c)(11)] matters at 7:40 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

Reconvene to Regular Meeting at 8:24 pm.

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 8:25 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

Reconvene to Regular Meeting at 8:36 pm.

44. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Mrs. DeVault, second by Mr. Hill, to engage Mr. Roger Ritzman of Peregrine, Stime, Newman, Ritzman & Bruckner, Ltd. as the new attorneys for the St. Charles Public Library. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

ADJOURN
Motion by Mr. Huntley, second by Dr. Steimle, to adjourn at 8:37 pm. AYES: Huntley, Prath, Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Reese. ABSTAIN: None.

       /Michael Hill/                             
Michael Hill, Secretary Pro Tem
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

 

Minutes, Regular Monthly Meeting, October 8, 2014

MINUTES
REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
OCTOBER 8, 2014

The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, October 8, 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, Heidi Krueger, Barb Klyczek, Myung Gi Sung, Denise Farrugia.

6:30 PM – Board Walk-Through

The Trustees had the following comments during the Library Walk-Through:
• On the portico, possibly install panels between posts to protect from wind.
• Lobby – area by water fountain, black cord lying on floor and various wires going up door frame need to be covered.
• Copier by Circulation – create new sign “retrieve your copies below”.
• Ledge above main doors to Library – sculpture needed.
• Look into options for window treatments for higher windows.
• DVDs – small sign is crooked. (Sign is magnetic)
• If we put window on north side of west end, we will have to take out two stacks.
• Freedom Wall will not be going back up.
• Soffit near Tech Lab – masking tape needs to be removed.
• Sign missing in stacks of 646-646, 5th stack east of Reference Workroom wall, last stack in row, furthest north.
• All window sills need to be cleaned of spider webs.
• Spot on wall going into Carnegie Business Room.
• Two ceiling tiles missing in window wells in Carnegie Business Room, facing north wall, window well furthest west and window well furthest east.
• Carnegie Community Room – cover for piano is missing.
• Will go through Youth Services before November meeting.

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

CONSENT AGENDA
MINUTES: Annual Meeting, September 10, 2014
MINUTES: Finance Committee Meeting, September 17, 2014
Treasurer’s Report: September 2014
Working Budget Report: September 2014
Year-To-Date Statement: September 2014
Fund Balance: September 2014
Investment Reports: September 2014
The First State Bank and Harris Bank
IIIT

Motion by Mrs. Reese, second by Mr. Prath, to approve the Minutes of the Annual Meeting, September 10, 2014, Finance Committee Meeting, September 17, 2014; Treasurer’s Report: September 2014; Working Budget Report: September 2014; Year-To-Date Statement: September 2014; Fund Balance: September 2014; and Investment Reports for The First State Bank, Harris Bank and IIIT: September 2014. Carried unanimously.

BILLS: September 2014
Motion by Mr. Huntley, second by Mrs. Reese, to approve the bills for September 2014 in the amount of $521,704.66. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

DIRECTOR’S REPORT: September 2014
Long-time employee Jean Langlais will be retiring December 31, 2014 and we will be planning something for her. Mrs. Langlais offered to work while we transition to new Outreach Manager. Motion by Mrs. DeVault, second by Mr. Hill, to accept the Director’s Report. Carried unanimously.

COMMITTEE REPORTS:

Foundation (Karen DeVault)
Press Release regarding $17,000 donation for Early Literacy in Youth Services. Foundation would like Library to make a wish list. Next year’s Author event they are looking for six authors and want sponsorships. Reviewing Bylaws. Secretary position will be filled by Roman Seckel. Resolution to honor Susannah Lesswing who is retiring. Recruiting for new Foundation member. Donor Event of Brighton Beach Memoirs at Pheasant Run on September 20 was enjoyable.

Intergovernmental Group (Mike Hill)
Comments from School District comparing student population from outside city limits to inside city limits; more people moving inside city limits. Q Center is up for sale. City thought it would be sold to religious organization or non-profit but it has not been sold yet. Next meeting tomorrow at Hickory Knoll.

Motion by Mr. Huntley, 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
26. BUILDING PROJECT STATUS REPORT
The signage punch list items were completed one and one-half weeks ago. A few signs were redone. Received revised final bill. Still waiting for Meilhan proposal for storage area under stairs leading to lower level.

NEW BUSINESS
27. REPORT AND RECOMMENDATIONS OF FINANCE COMMITTEE:
a. Tentative Levy, 2014/2015
Did not change. Motion by Mr. Huntley, second by Mr. Hill, to approve the Tentative Levy, FY 20154/2015. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

b. Truth in Taxation Certificate of Compliance
Need to file it but we do not have to hold a Truth in Taxation Hearing. Motion by Mr. Huntley, second by Mr. Hill, to approve the Truth in Taxation Certificate of Compliance. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

c. Resolution 2014/2015-3: To Determine Estimate of Funds Needed for FY 2014/2015
Estimate $7,650,000. Motion by Mr. Huntley, second by Mr. Prath, to approve Resolution 2014/2015-3. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

d. Salaries, January 1, 2015
Recommendation for salary and merit increases. There has been a small cost of living increase and staying consistent with City, Mrs. Leffler recommends 2% base increase with three merit increases with .5% intervals. Motion by Mr. Huntley, second by Mrs. Reese, to approve the Director’s proposed salary increases. AYES: Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.

Mr. Prath asked what percentage goes on top of base rate. Does everyone receive a merit increase at least half way? Mrs. Leffler said the managers are careful about awarding merit for staff performance meeting above expectations.

28. PER CAPITA GRANT 2015 APPLICATION
The application is due October 15 and was distributed to Trustees. The application has been shortened. One requirement is for Trustees to view the Library Edge Seminar which will be shown at the end of the meeting. Uses for the Per Capita Grant, will be funding going to One Book, One Community, upgrading of website, increased promotion of National Library Week, new logo in 2016 with regard to types of services offered. Motion by Mr. Huntley, second by Mrs. Reese, to approve the Per Capital Grant 2015 Application. Carried unanimously.

29. SEARCH FOR LIBRARY ATTORNEY
Library attorney, Mr. Juergensmeyer was killed in a plane crash on September 28, 2014. There was only one other associate in his practice and he does not have library experience. We will be looking to hire an attorney with experience in municipal and library law. Mr. Huntley asked that we quickly obtain information from prospective attorneys of fees, contract and retainer. We did pay Mr. Juergensmeyer $500 a month. We will need to have information transferred from Mr. Juergensmeyer’s office to new attorney’s office. We do not have to go out for bid. Board would like to see prospective attorneys at the November Board meeting. Immediate documents that were needed to be filed within October had already been prepared by Mr. Juergensmeyer. Services for Mr. Juergensmeyer will be held on Saturday, October 11 at 2:00 pm at Wesley United Methodist Church in Elgin. Mrs. Leffler has sent condolences to his office and flowers were sent to Mrs. Juergensmeyer.

30. DIRECTOR REVIEW
Previously the Board reviewed the Director at the April meeting. Mrs. Leffler would like to keep her review with the timing of all staff, which would be conducted at the December or January meeting. Mrs. Leffler had no goals for the year 2014, but will have objectives by November. Mr. Huntley requested that the Director’s review be placed on the December agenda.

31. VACATION POLICY
Mrs. Leffler would like to meet soon with the Policy Committee to review the vacation policy. There are some other issues that have arisen since using Paycom for payroll. First payroll with Paycom was run this week.

32. LANDSCAPING PROPOSAL (LIBRARY PROPERTY AT 6TH AND ILLINOIS)
Sebert Landscaping submitted a proposal for the landscaping. Mr. Huntley would like signage showing that it is property of the Library. Mrs. Leffler will approach the Foundation. Motion by Mrs. DeVault, second by Mr. Prath, to approve the concept and idea of adding a bench, landscaping and signage and approaching the Foundation, for this work to be done in spring 2015. Carried unanimously.

33. BUILDING MAINTENANCE AND REPAIRS
The new phones will be installed in a week from Monday and the Library will go live with new system the following Tuesday.

Mr. Prath asked how often the Library is dusted. Mr. Wood said it is dusted and vacuumed each week.

11. 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 to Closed Session.

12. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No votes to be made.

Mrs. Leffler will send link to Trustees to view the Library Edge Seminar.

ADJOURN
Motion by Mr. Huntley, second by Mr. Hill, to adjourn at 7:35 pm. AYES: Huntley, Prath, Hill, Haines, DeVault Reese, Steimle. NAYS: None. ABSENT: None. ABSTAIN: None.
Kimberly Reese, Secretary
Board of Trustees

Minutes, Annual Meeting, September 10, 2014

MINUTES
ANNUAL MEETING
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

NEW BUSINESS
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.

CONSENT AGENDA
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
IIIT

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.

COMMITTEE REPORTS:
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.

UNFINISHED BUSINESS
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.

NEW BUSINESS
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.

20. PERSONNEL
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.

ADJOURN
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.
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

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