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.
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
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.
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.
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.
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.
87. COMMITTEE APPOINTMENTS
Members: Huntley (Chair), Haines, Francissen
Members: Huntley, Hill, Steimle
Members: DeVault, Reese, Francissen
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.
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