WARRENVILLE PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES

MINUTES OF REGULAR MEETING

WEDNESDAY, AUGUST 15, 2007 – 7:00 P.M.

 

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

 

ABSENT:                   Trustee Johnston

 

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

 

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

 

2.               Approval of the Agenda

 

Trustee Goodman moved #5.a from the Consent Agenda to the regular agenda as item #5.  Items 17 and 18 were also removed.

 

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

 

3.               Public comments – none

 

4.               Correspondence

 

Director Whitmer shared the invitation to the DuPage Library System Scholarship Fund Banquet on September 28th.  Any trustees interested in attending should respond to Jackie Davis by September 10th.

 

5.        Approval of the July 19, 2007 Regular Board Meeting Minutes.

 

President Goodman recommended that on Page 9, Paragraph 17.d be revised to state “Trustee Goodman suggested that the agenda be revised to move important items to the beginning of the meeting.”

 

MOTION:  Trustee Arlowe moved to approve the July 19, 2007 Regular Board meeting minutes as amended.  Trustee DuRocher seconded.  Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye. Motion carried. (Trustee Johnston absent)

 

6.        Treasurer’s Report

 

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

 

MOTION:  Trustee DuRocher moved to approve the Building Construction and Investment Report for July. Trustee Clark seconded.  Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye. Motion carried. (Trustee Johnston absent)

 

         b.           Receive and file Financial Report for July

 

MOTION:  Trustee Stull moved to receive and file Financial Report for July. Trustee DuRocher seconded.  Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye. Motion carried. (Trustee Johnston absent)

 

         c.           Payment of non-general contractor bills for August

 

MOTION:  Trustee Clark moved to pay non-general contractor bills in the amount of $12,188.38 with checks #15983, 15998, 16001 and 16018.  Trustee DuRocher seconded.  Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye. Motion carried. (Trustee Johnston absent)

 

        d.           Payment of regular bills

 

MOTION:  Trustee Clark moved to pay the regular bills for August in the amount of $64,988.05 with checks numbered 15968 – 15982, 15984 – 15997, 15999 – 16021.  Trustee Stull seconded. Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye. Motion carried. (Trustee Johnston absent)

 

7.        Director’s Report       

 

a.         Director Whitmer stated that the library joined NIMEC to take advantage of group pricing for electricity. The contract will expire in May 2008 at which time it will be determined whether to remain with the group or return to Commonwealth Edison.

 

  b.       Director Whitmer reported that she met with representatives from Carlisle Roofing and Olsson Roofing Company regarding the original building’s roof due to recent roof leaks. The representatives reported that the roof needs to be replaced as any patching would only be a temporary solution.  Trustee Stull stated that buildings are trying to go “green” now and wondered what options there would be for an environmentally friendly roof system.

 

c.         Director Whitmer reported that Matt Plass, the computer systems assistant and April Nichols, a part time technical services clerk have resigned.

 

8.        Department Head Reports

 

           a.         Adult Services – Leila Heath

 

            Leila reported that both Adult and Youth Services summer reading participation and completion had increases over last year.

 

           b.         Joe Filapek

 

Joe reported that the Circulation Department has been conducting a survey on DVDs being returned via the book drops versus having the patrons bring them into the library.  He reported that approximately 425 DVDs have been returned in the book drops and that damage has been minimal.  The library may consider continuing to allow DVDs be returned in the book drops.

 

9.        President’s Report – None

 

10.      Secretary’s report – None

 

11.      Library Committee Reports

 

a.        Personnel committee – Recommendations for Director’s Goals for FY07/08.

 

            Trustee Stull reported that she has destroyed all the individual trustee and staff Director Evaluation forms.

 

            Trustee Clark recommended the Board accept the Director’s Goals as presented in the board packet.

 

MOTION:  Trustee Arlowe moved to accept the Personnel Committee’s Recommendations for the Director’s Goals for FY 07/08.  Trustee DuRocher seconded.  Voice vote – all ayes.

 

b.        Library/City Task Force

 

           Trustee Clark reported that the following items were discussed:

           1)          Bob Walters Commons development plans

            2)         Developer donations  - the library asked if these funds could be used for items other than capital improvement.  John Coakley suggested Director Whitmer submit a letter to the City Council outlining specific requests.

            3)         Development of property adjacent to the library – City representatives stated that they have reviewed the original conceptual plan. They shared an illustration showing that a small addition to the library would not affect the development of the Musselman property.  Mr. Coakley suggested that Director Whitmer submit a letter addressed to the City Council with the library’s request. 

            4)         The library informed the City representatives that the library board and staff are developing a long range plan.

            5)         The next meeting of the Task Force is scheduled for November 14, 2007 at 7:00 p.m. at the library.

 

12.      Other meetings/events attended

 

a.        Bob Walters Committee Citizens Committee

 

                        Trustee Arlowe stated that the landscape architect presented a rendering and colored photos of the area. An estimate of costs was also distributed.  

 

b.         City of Warrenville’s 175th Anniversary Committee – Trustee DuRocher reported that the committee is planning events and activities that will take place beginning in January 2008 and run the entire year.  The theme is “remember, celebrate, imagine”.  The library staff may consider using a theme for the Winter Reading Club that will complement the celebration.  

 

c.         Warrenville Library Foundation – Trustee Arlowe stated that the Foundation is receptive to contributing to the Bob Walters Commons Area and hosting a visit from a children’s author.  They also expressed an interest in providing the Holiday Open House refreshments and having an information table at the event.

 

d.         Unlocking the Puzzle of Taxes, Tax Caps, Levies and Referenda (Trustee Training)

 

            Trustee Clark reported that the title did not describe either of the programs that he and Trustee Goodman attended.  The first discussion concerned referenda while the second discussion regarded tax caps and how to live with a tax cap.  Trustee Goodman distributed copies of some of the handouts to the Board.

 

13.      Unfinished Business

 

a.        Adopt Revised Financial Plan

 

            Director Whitmer explained that Steve Larson made revisions from the plan presented at the July board meeting.   These changes included:

            1)         Employee costs – 5% annual increase due to increases in minimum wage (was 4%).

            2)         Transfers from Special Reserve Fund to show expenditures of $200,000 from the Special Reserve Fund in FY 2009, 2010, and 2011.

 

MOTION:  Trustee Arlowe moved to approve the revised Financial Plan as stated.  Trustee DuRocher seconded.  Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

b.        Board Development/Strategic Planning Workshop

 

                        Director Whitmer reported that Kurt Anderson is available in November to conduct a full day workshop for trustees and staff, and also two half-day workshops.  

 

MOTION:  Trustee Arlowe moved to approve the hiring of Kurt Anderson for $2,500 to conduct planning workshops for staff and trustees.  Trustee Clark seconded.  Roll call vote:  Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

c.        Library Remodeling/Expansion

 

            Director Whitmer stated that she met with Matt Hichens of NewmanArchitecture regarding library expansion.  He suggested the library try to square off the property to the west of the staff entrance.  The other option would be to cantilever off the back of the building.

           

            He also stated that the original design for the lower level was for storage, with the exception of the odd shaped storage room.  This area was to be finished at some future date for the board meeting room.


 

14.      New Business

 

a.         Approve the Illinois Public Library Annual Report for FY 06/07

 

MOTION:  Trustee Arlowe moved to approve the Illinois Public Library Annual Report for FY 06/07. Trustee Stull seconded.

 

            Trustees Brown and DuRocher stated that they completed the audit of the board meeting minutes and found no discrepancies.

 

            Trustee Goodman stated that the income and expenses did not balance on the bookmark that Director Whitmer had designed for the public.  After discussion, it was the consensus of the board to add a statement explaining that reserves were used to offset the deficit.

 

Roll call vote:  Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye. Motion carried.  (Trustee Johnston absent)

 

           b.         Approve Annual Statement of Income and Disbursements for FY 06/07

 

MOTION:  Trustee Arlowe moved to approve the Annual Statement of Income and Disbursements for FY 06/07.  Trustee DuRocher seconded.  Roll call vote:  Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye. Motion carried.  (Trustee Johnston absent)

 

            c.         Adopt Ordinance #07-08-03 Ordinance Amending Purposes of the Special            Reserve Fund

 

MOTION  Trustee Arlowe moved to approve Ordinance #07-08-03 Amending Purposes of the Special Reserve Fund. Trustee Stull seconded.

 

            Trustee Arlowe asked the purpose of this ordinance.  Director Whitmer stated that the library’s attorney has advised the Board that a plan outlining specific uses for the Special Reserve funds must be adopted. 

 

Roll call vote:  Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

           d.         Newman Architecture’s request to use the library facility for a private event

 

MOTION:  Trustee Arlowe moved to approve Newman Architecture’s request to use the library facility for a private event.  Trustee Brown seconded.

 

            Director Whitmer stated that Newman Architecture asked to use the library’s facility to celebrate their 25th anniversary. After considerable discussion, it was the consensus of the board to have Director Whitmer contact Matt Hichens and inform him that they could hold their event on October 19th, the day the library is closed for the staff in-service.  Newman Architecture would be responsible for cleaning, liability insurance and the cost of any library staff that would be in attendance.

 

Trustee Arlowe amended the motion to include the date of  October 19, 2007, provided Newman Architecture will meet the library’s requirements for expenses and liability issues.   Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

           e.         Appointment of ad hoc committee to recommend revisions to Board By-Laws

 

            Director Whitmer stated that an ad hoc committee needs review the Board By-Laws and make recommendations to the Board.

 

                       Trustees Clark and Arlowe volunteered to be on this committee.  

 

            All trustees are to review the By-Laws and bring their comments and submit suggestions to the committee at the September board meeting. Specific items that should be reviewed are:

 

                       Article IV  – length of trustee term

                       Article VII, Section 9 – preparation of the agenda

            Article VII, Section 11 – publication of meeting dates in local newspapers

                       Article X - rearrangement of the agenda

 

MOTION:  Trustee Stull moved to appoint Trustees Clark and Arlowe to the ad hoc committee to review and make recommendations on the By-Laws of the Warrenville Public Library District. Trustee DuRocher seconded.  Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

f.      Authorize staff to direct the attorney to draft an intergovernmental Agreement for use of developer donations

 

Director Whitmer explained that the Intergovernmental Agreement would state the purpose of the developer donations and that the city would be held harmless, as the City would like to see the library accept any liability that could arise.  Director Whitmer stated that the library would use developer donations for capital expenditures to accommodate residential growth.

 

MOTION:  Trustee DuRocher moved to authorize library staff to direct the attorney to draft an intergovernmental agreement for use of developer donations.  Trustee Arlowe seconded.  Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

g.         Authorize library staff to compose a letter to the City of Warrenville requesting developer donations for additional shelving

 

MOTION:  Trustee Arlowe moved to authorize the library staff to compose a letter to the City of Warrenville requesting developer donations for shelving. Trustee DuRocher seconded.  Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

A break was taken at 9:25 p.m.

 

Meeting resumed at 9:31 p.m.

 

15.      Trustee Comments

 

a.         Trustee DuRocher stated that the DLS newsletter had an article about Glen Ellyn Library staying open late and providing refreshments for students to cram for exams.  She would love to see the Warrenville Public Library host a similar event.  Director Whitmer will pass this information to Sue Larson and Leila Heath.

 

16.      Items for Information/Discussion – None

 

  17.     Closed session as allowed by 5 ILCS 120/2(c)(21) for the purpose of “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”.

 

MOTION:  Trustee Arlowe moved to enter into closed session at 9:37 p.m. as allowed by 5 ILCS 120/2(c)(21) for the purpose of “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”. Seconded by Trustee Stull.   Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

Returned to open session at 9:53 p.m.

 

  18.     Discussion/action resulting from the above closed session

 

MOTION:  Trustee Arlowe moved to destroy the verbatim recordings of closed sessions held prior to February 2006.  Trustee DuRocher seconded. Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

19.       Closed session as allowed by 5 ILCS 120/2(c)(5) for the purpose of “the purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired”.

 

MOTION:  Trustee Clark moved to enter into Closed session at 9:56 p.m. as allowed by 5 ILCS 120/2(c)(5) for the purpose of “the purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired”.  Trustee DuRocher seconded. Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

Returned to open session at 10:13 p.m.

 

20.       Discussion/action resulting from the above closed session

 

MOTION:  Trustee Arlowe moved to authorize the Director to send a request to the Warrenville City Council as discussed in closed session.  Trustee DuRocher seconded.  Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Johnston absent)

 

21.       Next meetings or events – no discussion

 

22.       Adjournment

 

MOTION:  Trustee Brown moved to adjourn the meeting at 10:15 p.m.  Trustee Arlowe seconded.  Voice vote:  all ayes.  (Trustee Johnston absent). Motion carried.

 

Respectfully submitted,

 

_______________________

Heather Stull

Secretary

Warrenville Public Library District

Library Board of Trustees