WARRENVILLE PUBLIC LIBRARY DISTRICT

Minutes of the Regular Board Meeting

Of the Board of Trustees

Wednesday, August 16, 2006 - 7:00 p.m.

ATTENDING: Trustees Arlowe, Brown, Clark, Goodman, Johnston and Stull

ABSENT: Trustee Walker

ALSO ATTENDING: Library Director Sandra Whitmer, Administrative Assistant Jackie Davis, Department Heads Joe Filapek, Leila Heath and Sue Larson

1. Call to order – President Johnston called the meeting to order at 7:00 p.m.

2. Swearing in of Appointed Trustee

Trustee Stull administered the Oath of Office to Robert Brown.

3. Approval of the Agenda

Trustee Johnston removed Items 19 and 20.

MOTION: Trustee Clark moved to approve the agenda as amended. Trustee Arlowe seconded. Voice vote: all ayes. Motion carried. (Trustee Walker absent)

4. Public Comments – None

5. Correspondence

a. Director Whitmer shared an invitation for the Warrenville Chamber of Commerce’s Annual Steak Fry.

b. Director Whitmer shared a memo from Attorney Ritzman regarding an Open Meetings Act amendment that addresses attendance by conference call or video conferencing.

6. Consent Agenda

Trustee Johnston read the consent agenda as follows:

a. Minutes of the July 15, 2006 Special Meeting

b. Minutes of the July 15, 2006 Closed Session

c. Minutes of the July 19, 2006 Regular Meeting

d. Minutes of the July 19, 2006 Closed Session #1

e. Minutes of the July 19, 2006 Closed Session #2

f. Payment of non-contractor bills in the amount of $13,803.86 with checks #15280 and 15295.

g. Payment of regular bills in the amount of $37,882.13 with checks #15277-15279, 15281 – 15294, and 15296 – 15334.

h. Receive and file Building Construction and Investment Report for July

i. Receive and file Financial Report for July

j. Adopt Certification of Board Members

k. Approve the Illinois Public Library Annual Report for FY05/06

l. Approve Annual Statement of Income and Disbursements

m. Approve extension of Intergovernmental Agreement with City of Warrenville for maintenance of parking lot lights

n. Adopt Corporate Authorization Resolutions No.163 and 164 for Oak Brook Bank and Illinois Funds accounts

o. Adopt Resolution No. 165 - Premium Conversion Plan

MOTION: Trustee Stull moved to approve the consent agenda as read. Trustee Clark seconded. Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe – aye; Brown – aye; Goodman – aye; Johnston – aye. Motion carried. (Trustee Walker absent)

7. Treasurer’s Report - Trustee Goodman reported that the financials are one month into the fiscal year and the income reflects the first payment from the County Treasurer. Director Whitmer reported that some of the items are a one time yearly expense and will reflect a high percentage of budget spent for that line item.

8. Director’s Report

Director Whitmer asked if there were any questions on the Annual Report. Trustee Johnston questioned the amount of the surety bond and Director Whitmer stated that the bond expires in September will be reviewed by the insurance agent at that time.

9. Department Reports

a. Youth Services

Sue Larson reported that the Summer Reading Program was very successful with 569 teens and children registered with a 73% completion rate. Over 8,800 hours of reading time were logged. Over 220 people attended the final program which featured the Bucket Boys and this was the first time that the Bob Walters Commons area had been used.

b. Adult Services

1) Leila Heath reported that the Adult Summer Reading Program had over 180 adults registered which was 63% over last year’s. Half of those registered completed the reading logs.

2) Sylvia Thompson is a two time winner of the DuPage Library Systems scholarship in the amount of $500 for continuing education at College of DuPage.

3) The library’s website went live on Monday, August 14^th and there are handouts in the library and signs are located on the entrance doors announcing this. Press releases are planned and it will be mentioned in the Fall Newsletter. There is also a form for patrons to address any problems they are experiencing.

c. Circulation

1) Joe Filapek reported that they will be updating the website on a regular basis.

2) The library has been with Unique Management Services, the collection agency, for over two years and the library is receiving $5.44 back for every dollar spent, whether in fines or materials brought back.

10. President’s Report – Trustee Johnston stated that he really likes the website and congratulated Joe and Leila on a job well done.

Trustee Johnston stated that after reviewing the Annual Report, all library services have increased over the last year.

Trustee Johnston suggested that a copy of the Board Packet be made available for all staff in the staff lounge and one for patron use.

Trustee Clark suggested a summary of the Annual Report be on the website. Trustee Johnston suggested the Annual Report bookmark that had been done in the past be made and available to patrons. Also, to contact the newspapers to get coverage on the statistics from last year.

11. Secretary’s Report – Trustee Stull stated that she is on the Partners in Poetry Committee and the Ted Kooser reading will be on September 14^th. She distributed free tickets to all trustees and Director Whitmer as there is a $3 admission fee to the event.

12. Miscellaneous Committee Reports

a. Warrenville Library Foundation - Trustee Clark could not attend the last meeting, however, Director Whitmer was in attendance. She presented the Foundation with a list of possible funding projects for the Library. They have agreed, with the Board’s approval, to sponsor an Adult Services Program in November, the ForEverlys along with refreshments; to sponsor the library’s subscription to Book Page which will have a label on the front page indicating that the Foundation provides funds for this publication; and $750 to purchase new books on CD.

Director Whitmer also explained the Laptop Instructional Lab that has been discussed with the Foundation and she will be preparing a formal proposal for them. The plan is to use this project as this year’s fundraising target. Trustee Johnston suggested that in next year’s budget funds be included in the Capital Improvement technology funds to be able to match a percentage of what the Foundation will contribute. This item will be added to the September agenda for official approval by the Board.

13. Unfinished Business – None

14. New Business – None

15. Trustee Comments

a. Trustee Arlowe stated that she also thought the website looks great.

b. Trustee Brown – thanked the Board for their vote of confidence in appointing him to the Board.

c. Trustee Clark stated that he is tremendously impressed with the work of the Director and staff.

d. Trustee Johnston suggested getting something in the local newspapers about the greatness of the library and staff.

e. Trustee Johnston asked if there is any contingency plan for power outages, etc. Director Whitmer stated that there is a Disaster Plan and that it will need to be reviewed in the next year for the Per Capita Grant.

16. Items for Information/Discussion – None

17. Closed Session

MOTION: Trustee Stull moved to enter closed session for the Closed session as allowed by 5 ILCS 120/2(c)(21) for the purpose of the “discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi‑annual review of the minutes as mandated by Section 2.06.” Trustee Clark seconded. Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe – aye; Brown – aye; Goodman – aye; Johnston – aye. Motion carried. (Trustee Walker absent)

Returned to regular session at 8:10 p.m.

MOTION: Trustee Arlowe moved to release the minutes from the September 24, 2005 and February 15, 2006 (#2) closed sessions. Trustee Goodman seconded. Voice vote: all ayes. Motion carried (Trustee Walker absent)

19. Adjournment

MOTION: Trustee Brown moved to adjourn the meeting at 8:11 p.m. Trustee Goodman seconded. Voice vote: all ayes. (Trustee Walker absent)

Respectfully submitted,

___________________________

Heather Stull, Secretary