REGULAR MONTHLY MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
MARCH 12, 2014
The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, March 12, 2014 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustees Daniel Prath, Karen DeVault, Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas. Absent: Mike Hill. Guests: Christy Mazza, Examiner. Library Staff present: Bryan Wood, Heidi Krueger, Nick Petta, Denise Farrugia.
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, February 12, 2014
Motion by Mr. Prath, second by Mrs. Reese, to approve the Minutes of the Regular Monthly Meeting of February 12, 2014. Carried unanimously.
MINUTES: Executive Session Meeting, February 12, 2014
Motion by Mrs. DeVault, second by Mr. Prath, to approve the Minutes of the Executive Session Meeting of February 12, 2014, and to remain closed. Carried unanimously.
TREASURER’S REPORT: February 2014
INTERNAL BUDGET REPORT: February 2014
YEAR-TO-DATE STATEMENT: February 2014
FUND BALANCE: February 2014
INVESTMENT REPORTS for Valley Community Bank,
Harris Bank and IIIT: February 2014
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the Treasurer’s Report for February 2014, Internal Budget Report for February 2014, the Year-to-date Statement for February 2014, the Fund Balance Report for February 2014, the Investment Reports for Valley Community Bank, Harris Bank and IIIT for February 2014. Carried unanimously.
Mr. Prath had questions about the Treasurer’s Report, Internal Budget Report and Managers’ report. He was requested to ask these questions at the end of the meeting as his notes were not readily available.
BILLS: February 2014
Motion by Mr. Prath, second by Mrs. Reese, to approve the bills for February 2014 in the amount of $531,981.41. AYES: Huntley, Prath, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Hill. ABSTAIN: None.
DIRECTOR’S REPORT: February 2014
Mrs. Leffler did not have anything further to add to her Director’s Report and stated the Building Project update was on the Agenda. Motion by Mr. Huntley, second by Mrs. DeVault, to accept the Director’s report. Carried unanimously.
Intergovernmental Group (Mike Hill)
Notes from the February 12, 2014 meeting are in the Board packet. The next Intergovernmental Group meeting will be held March 13, 2014.
Foundation (Karen DeVault)
The Foundation received $15,800 in year-end donations, which was higher than last year. Mrs. Haines reviewed the financials and stated that an audit was not necessary. Next Friend’s Book Sale will be held in April. Currently the Library is not taking donated books in the lobby with the remodeling. Friends made about $400 to $500 per month on lobby book sales. Donor wall will not be moved from lobby. Books and Brunch event planned for April 26. They will be mailing 400 invitations. Pam Leffler said donor letters have been mailed. Tickets for the event are $40. Nine authors are confirmed. Watch for publicity. Mrs. DeVault said the Foundation is continuing to receive raffle basket items and Board members are asked to donate baskets.
Motion by Mrs. Reese, 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.
78. BUILDING PROJECT STATUS REPORT
Mrs. Leffler mentioned her building update in the Agenda Explanation. The detectable warning strip at the top of the steps of the mezzanine was completed today. The rest of the furniture should arrive Friday through Monday to complete the mezzanine. The removal of carpeting in Youth Services is going well and will continue Thursday and Friday and install new carpeting early next week. Hallett Movers will be moving stacks back in place in Youth Services and will be moving stacks on the main floor for the area to be abated.
We will be closed on March 24 through March 28. Mrs. Leffler gave the Trustees a list of what work will be done while the Library is closed. The Reference staff will do virtual reference and emails answered by reference staff. We will continue on general construction and lobby will be done while we are closed along with the Youth Services family bathroom. Overall timeline is still pretty good. Daily updates are sent to all staff. Several staff complimented the construction crews as being very respectful of the staff and public. The construction company is LJ Morse.
Mrs. Haines asked what the general reaction has been to closing. Mrs. Leffler said most people understand. We explain what we are trying to accomplish while we are closing. People understand the necessity for the abatement and considering the health and safety of staff and patrons. Will also receive some complaints while we are closed. Mrs. Haines thanked Mrs. Leffler for updating the staff and Board members daily.
79. APPROVAL OF ORDINANCE 2013/2014 – 8 AN ORDINANCE ESTABLISHING PROCEDURES FOR THE ST. CHARLES PUBLIC LIBRARY DISTRICT REFLECTING ADOPTION OF THE USE OF A CONSENT AGENDA
The Board received this Ordinance last month for review and discussed the parameters of the Consent Agenda. The Consent Agenda would be read each month and if a Trustee wants to discuss a certain agenda item in further detail, that agenda item will be pulled off the Consent Agenda and discussed in the timeframe it appears on the regular Agenda. The Director and Board President will decide the agenda items to place on the Consent Agenda. Mr. Prath asked about the wording in Addendum B to this Ordinance and asked if “Board of Directors” should be changed to “Board of Trustees”. Mrs. Haines asked Mrs. Leffler to place this question on the April agenda. Motion by Mr. Huntley, second by Mrs. Reese, to approve Ordinance 2013/2014 – 8. AYES: Huntley, Prath, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Hill. ABSTAIN: None.
80. COMMITTEE APPOINTMENTS
Mrs. DeVault stated she would remain as Foundation Representative and on the Foundation Finance Committee, since she has no voting rights. With regard to Mrs. DeVault’s husband’s profession, she feels she needs to excuse herself from the 457 Plan Oversight Committee and the Library Finance Committee. Mrs. DeVault will remain on the Policy Committee and the Audit Committee. Mrs. Reese would like to be removed from the Facilities Committee.
81. ADOPTION OF THE UPDATED PUBLIC LIBRARY TRUSTEE ETHICS STATEMENT
Motion by Mr. Huntley, second by Mrs. Prath to adopt the Public Library Trustee Ethics Statement. Carried unanimously.
82. BUILDING MAINTENANCE AND REPAIRS
Mrs. Leffler reported that there was an issue when the electrical power shorted out the main server and the back-up server temporarily on Wednesday, March 12. Steve Bumpas and David Macdonald successfully brought the server backup; however Dell representatives will be coming to the Library Thursday morning, March 13, to assist with this issue.
83. 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 Mrs. Reese, to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:20 pm. AYES: Huntley, Prath, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Hill. ABSTAIN: None.
Reconvene to Regular Meeting at 7:49 pm.
77. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Dr. Steimle, second by Mr. Huntley, to approve, in addition to two days provided by the Forced and Special Closings policy, staff members receive pay for the period the Library will be closed the week of March 24, 2014 through March 28, 2014, extending this time period to five days to allow for abatement of the asbestos found in the Library; and that details pertaining to this pay be decided upon by the Director and Board President. AYES: Huntley, Prath, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Hill. ABSTAIN: None.
Mr. Prath had additional questions on the Managers’ reports, specifically on page 000799, concerning what items in the new Enterprise catalog cannot be fixed. Mrs. Leffler said that the old catalog had a lot of customizations. When we went to Enterprise a lot of those customizations did not carry over. Mr. Prath asked if the Reference Department was assisting patrons. Mrs. Leffler said yes, they have done a lot of patron education.
Mr. Prath asked if the Youth Service Department was doing any outreach to Davis Primary and Richmond Intermediate Schools and wondered what we can do to reach out to these schools who are struggling with their test scores. Mrs. Leffler stated that we do outreach to all schools and different schools have different needs. We have discussed with both Heidi Krueger and Denise Farrugia increasing our services to the Spanish speaking population. Mrs. Leffler will obtain more information on specific outreach initiatives.
Mr. Prath had a question with regard to the February bills, specifically on page 000775, a payment to LIMRiCC in the amount of $29,087.44. In the Statement of Revenues and Expenditures, on page 000732, there is a reference to insurance health employee in the amount of $20,924.12. Mrs. Haines said that could be a timing difference. (Mrs. Leffler will seek clarification with Marie Baldwin, Business Administrator.) The difference is probably between the overall bill paid by the Library and the amount paid by the employee. Mrs. Haines said she would like to set an appointment with Mrs. Leffler and Mrs. Baldwin to review accounting matters.
Mr. Huntley suggested Mr. Prath bring his questions to Mrs. Leffler prior to the meeting so that she can give a firm answer at the Board meeting.
Mr. Prath had a question with the Internal Budget Report, specifically on pages 000744-000745, the percentage total budget remaining appears to have errors in the calculations. For example, on page 000744, room rental income, total electronic expenditures and on page 000745, total materials percentage. Mrs. Leffler said she will talk with Mrs. Baldwin about these matters.
Motion by Mr. Huntley, second by Mrs. DeVault, to adjourn at 8:03 pm. AYES: Huntley, Prath, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: Hill. ABSTAIN: None.
Norm Huntley, Secretary
Board of Trustees