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.
No recognitions this meeting.
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
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.
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.
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.
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.
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.
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