Minutes, Regular Monthly Meeting, March 12, 2014

MINUTES

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.

COMMITTEE REPORTS:

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.

UNFINISHED BUSINESS

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.

NEW BUSINESS

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.

ADJOURN

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

Minutes, Regular Monthly Meeting, February 12, 2014

MINUTES

REGULAR MONTHLY MEETING

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

FEBRUARY 12, 2014

 The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, February 12, 2014 at 7:00 pm at the Library.  Present:  President Tory Haines, Treasurer Norm Huntley, Trustees Daniel Prath, Mike Hill, Karen DeVault; Director Pamela Leffler, Administrative Assistant Virginia Tsipas.  Absent:  Vice-President/ Secretary Kimberly Reese, Trustee Steimle.  Guest:  Christy Mazza, The Examiner.  Library Staff present:  Bryan Wood, Pam Salomone, Heidi Krueger, Denise Farrugia.

WELCOME OF GUESTS

Mrs. Haines read the Library’s Mission Statement and called the meeting to order at 7:00 pm.

In the absence of Vice-President/Secretary Kimberly Reese, Mike Hill served as Secretary Pro Tem.

MINUTES:  Audit Committee Meeting, January 8, 2014

Motion by Mr. Hill, second by Mrs. DeVault, to approve the Minutes of the Audit Committee Meeting of January 8, 2014.  Carried unanimously.

MINUTES:  Regular Monthly Meeting, January 8, 2014

Motion by Mr. Hill, second by Mrs. DeVault, to approve the Minutes of the Regular Monthly Meeting of January 8, 2014.  Carried unanimously.

TREASURER’S REPORT:  January 2014

INTERNAL BUDGET REPORT:  January 2014

YEAR-TO-DATE STATEMENT:  January 2014

FUND BALANCE:  January 2014

INVESTMENT REPORTS for Valley Community Bank,

Harris Bank and IIIT:  January 2014

Motion by Mr. Huntley, second by Mr. Hill, to approve the Treasurer’s Report for January 2014, Internal Budget Report for January 2014, the Year-to-date Statement for January 2014, the Fund Balance Report for January 2014, the Investment Reports for Valley Community Bank, Harris Bank and IIIT for January 2014.  Carried unanimously.  Mr. Prath asked if the Library was reaching out to residents in Campton Township.  Mrs. Leffler said currently there is not a plan.  Mr. Huntley said we do not want to push for Campton Township and there are some areas in South Elgin as well that we are not marketing.  Mrs. Leffler reported that we have tried to come to agreement with Gail Borden and they have not been interested in cooperating.  At this time we do not market to those areas.

BILLS:  January 2014

Motion by Mr. Hill, second by Mrs. DeVault, to approve the bills for January 2014 in the amount of $491,631.12.  AYES:  Huntley, Prath, Hill, Haines, DeVault.  NAYS:  None.  ABSENT:  Reese, Steimle.   ABSTAIN:  None.  Mr. Prath questioned check #694 for Amazon GECRB in the amount of $4,500, which is a reoccurring charge.  Mr. Wood said GECRB is a credit card company and it covers material charges that we pay monthly.

DIRECTOR’S REPORT:  January 2014

Mrs. Leffler said it has been a busy month.  Today she received notice the Library received the Per Capita Grant in the amount of $68,865.00 and it will need to be spent by June 30, 2015.  Mrs. DeVault asked what number of children participated in the recent Exam Cram sessions at the Library.  Ms. Krueger said there were over 300 children and 75 pizzas were purchased for the 3 day event.  Mrs. Leffler will inform the Superintendent of Schools at the next Intergovernmental Group meeting about the student participation in the Exam Cram event.  Mr. Prath asked if the new website would highlight e-Books and Overdrive.  Mrs. Salomone said yes and they are within the top three things they were in a prominent level of placement, as well as downloadables.  There is also a link for on-line classes.  The new website is scheduled to launch on February 25, 2014.  Motion by Mr. Prath, second by Mrs. DeVault, to accept the Director’s report.  Carried unanimously.

COMMITTEE REPORTS:

 Intergovernmental Group (Mike Hill)

Notes from the January 9, 2014 meeting are in the Board packet.  The next Intergovernmental Group meeting will be February 13, 2014.  Mr. Huntley asked that someone find out who the developer is for the Old Johnson Dairy Farm.  Mr. Hill said he would address that question at the meeting.

Foundation (Karen DeVault)

The goal for the year end donations is to raise $17,000 for the Youth Services Early Literacy Area.  As of January 9, 2014, $4,370 has been raised.  Friends will donate $4,500 and Suburban Tire will donate $1,324.  Extra books have been donated to the IYC.  On February 23, 2014 there will be a vocal recital with Solange Sior and March 23, 2014, violinist Ashley Fitzwater will perform.  On February 26, 2014, Daily Herald film critic Dann Gire will be previewing Academy Award films.  On April 26, 2014, the fundraiser Books and Brunch will be held at the Dunham Woods Riding Club.  There will be local authors with book signings, pieces of artwork have been donated, baskets and a replica statute of Read Them Like a Book for the Auction.

Mrs. DeVault would like to have a replacement for her position on the Foundation Committee, which meets on the second Thursday of the month.

Motion by Mr. Huntley, second by Mr. Prath, to accept the Committee Reports.  Carried unanimously.

At 7:13 pm, Trustee Cynthia Steimle arrived at the meeting.

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.        BUILDING PROJECT STATUS REPORT

There are three phases:  Phase I, the mezzanine and Carnegie Community Room; Phase II, ground floor and Phase III, Youth Services.  All carpeting has arrived and is almost completed.  Workers are currently working in the Net Gallery for tiling and carpeting.  Backing of carpeting is sticking and the equipment needed to remove the backing is very noisy.  However,  workers are arriving early to avoid creating as such noise in the hours the Library is open.  Construction workers will be working Monday, February 17 when the Library is closed for President’s Day.  Furniture sales did not receive responses desired and Marengo Library is interested in some pieces.  The Library would like to donate furniture to this library because they do not have a furniture budget.  Mr. Prath asked what the dollar value of the furniture to be donated is.  Mr. Bryan Wood said it is less than a few thousand dollars.  Marengo Library is interested in 40% of the furniture.  Dr. Steimle said we should donate the furniture to Marengo Library.  Motion by Mr. Huntley, second by Mr. Prath, to donate all interested furniture Marengo Library would request.  Carried unanimously.

Mrs. Leffler is sending construction updates to staff on a regular basis.  The Library has a supply of earplugs for staff and patrons.  Mr. Hill asked if there have been any comments by the patrons.  Mrs. Leffler said no.  Mr. Huntley asked if signs were posted in the Library.  Mrs. Leffler said yes and will be on the website.  Mrs. DeVault asked Mrs. Denise Farrugia if there have been any complaints about furniture being moved in Youth Services.  Mrs. Farrugia said the patrons love it.  Youth Services’ staff are moving the collection and there are 70 empty shelves.  They have removed 17,000 items, 95% of which are duplicate copies.  The quality of the collection is not diminished, only quantities.  The weeded copies are going to schools and libraries.  There have been 500 books donated to the Washington Public Library.  Washington Public Library lost 10,000 books when the tornado hit.  March 6 and 7 there will be an educator’s book sale.

Mr. Prath asked if there has been an issue with dust during the construction.  Mrs. Leffler said so far there has not been an air quality issue.  Mr. Prath said he noticed the intake vent on the mezzanine level needs to be checked.

69.        SALARIES 2014

               a.    Impact of Moving First Pay Date of 2014 to December 31, 2013

Mrs. Leffler said this was for informational purposes only.  Mrs. Leffler spoke previously with Mrs. Haines and also informed the staff.  Dr. Steimle asked how this would impact staff for income taxes.  Mrs. Haines said the taxes should be taken care of in the payroll as well.

NEW BUSINESS

70.       APPROVAL OF 2014/2015 LINC BUDGET

Mrs. Leffler said this budget is virtually the same as the 2013/2014 budget.  Mr. Prath asked about the 20% increase of liability insurance.  Mrs. Leffler will attend the LINC meeting on February 14 and talk with Carol Dawe about this line item.  Motion by Mr. Huntley, second by Mr. Prath, to approve the 2014/2015 LINC Budget.  AYES:  Huntley, Prath, Hill, Haines, DeVault, Steimle.  NAYS:  None.  ABSENT:  Reese.  ABSTAIN:  None.

 71.       SET DATE FOR STAFF RECOGNITION DINNER

The Staff Recognition Dinner will be held on Friday, May 2, 2014.

72.       APPROVAL OF NEW BENEFIT RATE FOR MAINTENANCE SUPERVISOR AND COMMUNICATIONS & MARKETING MANAGER POSITIONS

Mrs. Leffler reported that there are only two positions in their respective categories that do not receive the same type of benefits as others in their categories.  Mr. Prath asked if this was just regarding vacation.  Mrs. Leffler said yes.  Dr. Steimle asked if the positions in question currently have four weeks of vacation.  Mrs. Leffler said no.  Motion by Mr. Huntley, second by Dr. Steimle, to approve the new benefit rate for Maintenance Supervisor and Communications & Marketing Manager positions.  Carried unanimously.

Mr. Huntley requested that the Policy Committee review the Category B benefits.  Mrs. Haines asked if Wessels was consulted.  Mr. Wood did talk with Wessels and they said it is up to the Library to determine the benefits.  Mr. Huntley reiterated that the policy should be reviewed and Mrs. Haines asked that a current update be obtained from Wessels.

73.       COMMITTEE APPOINTMENTS

Mrs. Leffler stated that an additional member is needed for the Finance Committee.  Mrs. DeVault stated she may not be able to continue on the 457 Plan Oversight Committee because of her husband’s financial profession.  Dr. Steimle and Mrs. DeVault stated they would like to join the Finance Committee.  An updated list of committee members will be sent to Board members.

74.       BY-LAWS:  ADDENDUM TO INCLUDE PROCEDURES FOR ADOPTION OF CONSENT AGENDA

This will be placed on the March agenda for approval.  Director with Board President will choose what is to be placed on the Consent Agenda.  The Consent Agenda can be read at every meeting and if a Board member wants an item removed, that item will be placed separately on the agenda.  The By-Laws need to be amended for the approval of the Consent Agenda.

Mrs. Leffler said “By-Laws” is not in the Ordinance title for By-Laws.  Any changes to the By-Laws are referred to as addendum.  Mrs. Leffler will prepare a revised Ordinance.  Motion by Mr. Huntley, second by Mr. Prath, to approve procedures for preparing Consent Agenda and revised By-Laws.  Carried unanimously.

75.       BUILDING MAINTENANCE AND REPAIRS

Mrs. Leffler reported that we are probably over budget with snow removal.  We have had them come out to clear out additional lots.  Mr. Prath asked if the storm drains were clear.  Mr. Wood said he would check the drains.

76.       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. Hill, second by Mrs. DeVault, to adjourn to Closed Session with regard to Personnel [5 ILCS 120/2(c)(1)] matters at 7:40 pm.  Mr. Bryan Wood was asked to remain for Closed Session.  AYES:  Huntley, Prath, Hill, Haines, DeVault, Steimle.  NAYS:  None.  ABSENT:  Reese.  ABSTAIN:  None.

Reconvene to Regular Meeting at 7:50 pm.

77.       POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION

No votes necessary.

Mr. Huntley remembered we had an agreement with the Red Cross as a relief facility.  Mrs. Leffler stated we are not an official warming place.  We are listed in the newspapers, the City calls when a warm facility is needed and Mrs. Leffler will tell them if we are open.  Mr. Wood said to be an official warming center we would have to be open 24/7.  We do not meet all criteria.

Mr. Huntley said he had a number of items to add to the History of the Library Appendix to the Trustee’s Manual.  Virginia Tsipas will contact Mrs. Pam Solomone to request that she speak with Mr. Huntley prior to revising the Appendix.  Mrs. Leffler stated that Mrs. Salomone’s time has currently been spent on the website upgrade.

Mr. Prath asked about the Grubby Report.  Mrs. Leffler said libraries run this report when weeding materials which are discarded because of poor condition.

Mr. Prath asked about automatic renewal of library cards, should expired labels be removed.  Mrs. Leffler said yes, you can take the label off.  The postcards that are mailed to patrons will be revised to inform patrons to remove expired labels.

Mr. Hill commented that a Campton Township father came in and said he would like to be a fee card patron.  The staff member assisting the father was very good with explaining the situation.  Mrs. Leffler said our staff is very cognizant about this issue.

Mr. Huntley would like someone to talk with developer up front regarding annexation of new development.

Mr. Prath said the Norris Center will be requesting $4-5 million dollar funding and other agencies are going out for funds.

ADJOURN

Motion by Mr. Huntley, second by Mr. Hill, to adjourn at 7:57 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, January 8, 2014

MINUTES

REGULAR MONTHLY MEETING

BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

JANUARY 8, 2014

 The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, January 8, 2014 at 7:00 pm at the Library.  Present:  President Tory Haines, Vice-President/ Secretary Kimberly Reese, Treasurer Norm Huntley, Trustees Mike Hill, Karen DeVault, Cynthia Steimle; Director Pamela Leffler, Administrative Assistant Virginia Tsipas.  Library Staff present:  Bryan Wood, Pam Salomone, Heidi Krueger, Denise Farrugia.

WELCOME OF GUESTS

Mrs. Haines called the meeting to order at 7:00 pm.  Mrs. Haines welcomed Director Pamela Leffler and resident Daniel Prath.

MINUTES:  Regular Monthly Meeting, December 11, 2013

Motion by Mrs. DeVault, second by Mr. Hill, to approve the Minutes of the Regular Monthly Meeting of December 11, 2013.  Carried unanimously.

MINUTES:  Executive Session Meeting, December 11, 2013

Motion by Mrs. Reese, second by Mrs. DeVault, to approve the Minutes of the Executive Session Meeting of December 11, 2013, and for the Minutes of the Executive Session to remain closed.  Carried unanimously.

TREASURER’S REPORT:  December 2013

INTERNAL BUDGET REPORT:  December 2013

YEAR-TO-DATE STATEMENT:  December 2013

FUND BALANCE:  December 2013

INVESTMENT REPORTS for Valley Community Bank,

Harris Bank and IIIT:  December 2013

Motion by Mr. Huntley, second by Mr. Hill, to approve the Treasurer’s Report for December 2013, Internal Budget Report for December 2013, the Year-to-date Statement for December 2013, the Fund Balance Report for December 2013, the Investment Reports for Valley Community Bank, Harris Bank and IIIT for December 2013.  Carried unanimously.

BILLS:  December 2013

Motion by Mr. Huntley, second by Dr. Steimle, to approve the bills for December 2013 in the amount of $613,485.81.  AYES:  Huntley, Hill, Haines, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  None.  ABSTAIN:  None.

DIRECTOR’S REPORT:  December 2013

Diana Brown did not prepare a December 2013 Director’s Report prior to resigning.  Mrs. Leffler will prepare a Director’s Report for January 2014 meeting.

COMMITTEE REPORTS:

 Foundation (Karen DeVault)

Meeting to say farewell to Diana Brown.  Board will meet Thursday, January 9, 2014.

Intergovernmental Group (Mike Hill)

Annual breakfast meeting sponsored by the City.  Farewell for Diana Brown.  Next meeting will be held at the Park District, Baker Community Center on Thursday, January 9, 2014.

Motion by Dr. Steimle, 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.

Mrs. Haines would like to thank Nick Petta and the Maintenance staff for keeping the building secure during the winter, to thank Pam Leffler and Bryan Wood in dealing with Library closings in the best interest of patrons and staff, and to thank Pam Salomone and Penny Walsh for preparations for festivities for Diana Brown’s retirement.  Mrs. Haines welcomed Pam Leffler as incoming Library Director.

UNFINISHED BUSINESS

62.       SWEARING IN OF NEW TRUSTEE BY NOTARY PUBLIC

Daniel Prath was sworn in as new Trustee by Notary Public Virginia Tsipas.  Mrs. Haines will meet with Mr. Prath Saturday, January 18, 2014, to discuss Board Committees Mr. Prath would like to join and Trustee responsibilities.

63.        BUILDING PROJECT UPDATE

Mrs. Leffler reported that construction is expected to begin the first of February.  There have been delays with suppliers and a construction time line should be forthcoming from the construction contractor.  The Fire Department did approve the permits and they have a couple questions for the general contractor.  Bryan Wood said the lights and carpeting are on order.  Contractor will have trailer for staging furniture.  As work is conducted on the main lobby elevator and lower level lobby, construction crew will need use of the Huntley Meeting Room.  The building update will take about 3-4 months to complete.

NEW BUSINESS

64.       AUDIT COMMITTEE REPORT AND RECOMMENDATIONS

            a.   Review of Closed Minutes and Recordings of Closed Sessions

            b.   Review of Secretary’s Records for the Period July 1, 2013 to December 31, 2013.

Mrs. Reese stated that the Committee met just prior to the meeting this evening and reviewed all closed Minutes and recommend that they remain closed.  Motion by Mr. Huntley, second by Mr. Hill, to approve the Committee’s.  Carried unanimously.

65.        BUILDING MAINTENANCE AND REPAIRS

Trustees wanted to know how heating was working with most recent frigid temperatures.  Mr. Wood reported that heating was good.

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)]

No need to go into Closed Session.

67.       POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION

No votes necessary.

ADJOURN

Motion by Mr. Huntley, second by Mr. Hill, to adjourn at 7:12 pm.  AYES:  Huntley, Prath, Hill, Haines, DeVault, Reese, Steimle.  NAYS:  None.  ABSENT:  None.  ABSTAIN:  None.

                                                           

Kimberly Reese, Secretary

Board of Trustees

 

Minutes, Audit Committee, January 8, 2014

MINUTES

AUDIT COMMITTEE

 BOARD OF TRUSTEES

ST. CHARLES PUBLIC LIBRARY DISTRICT

JANUARY 8, 2014

 The Audit Committee of the Board of Trustees of the St. Charles Public Library District met at the Library at 6:30 p.m. on Thursday, January 8, 2014, to examine the Secretary’s minutes and other records for the period July 1, 2013 to December 31, 2013. Present: Audit Committee members Karen DeVault, Kim Reese and Cynthia Steimle; Library Director Pamela Leffler and Administrative Assistant Virginia Tsipas.

The Committee reviewed the Secretary’s records for the period July 1, 2013 to December 31, 2013, and found them to be in good order without errors or discrepancies. In addition, they examined the minutes and audiotapes of closed sessions for the same period, and the written minutes of all closed sessions, and agreed to make the following recommendation to the Library Board:

That the closed minutes of executive sessions remain closed.

Meeting adjourned at 6:58 p.m.

Respectfully submitted,

Virginia Tsipas

 

Ordinance 2013/2014-7 Establishing Dates of Regular Meetings, Jan. 2014-Jan. 2015

ORDINANCE 2013/2014 – 7

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

 JANUARY 2014 – JANUARY 2015

            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 8, 2014

February 12, 2014

March 12, 2014

April 9, 2014

May 14, 2014

June 11, 2014

July 9, 2014

September 10, 2014 (Annual Meeting)

October 8, 2014

November 12, 2014

December 10, 2014

January 14, 2015

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

ADOPTED this 11th day of December, 2013, pursuant to a roll call vote as follows:

AYES:    Huntley, 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