WARRENVILLE PUBLIC LIBRARY DISTRICT

Minutes of the Regular Meeting of the Board of Trustees

Wednesday, December 19, 2007

 

 

Attending:  Trustees Arlowe, Brown, DuRocher, Goodman, Johnston, and Stull

 

Absent: Trustee Clark

 

Also Attending: Director Sandy Whitmer, Department Heads Joe Filapek and Leila Heath, Community Development Director Ronald Mentzer

 

 

1.         Call to order- President Goodman called the meeting to order at 7:01 p.m.

2.         Approval of the agenda (ACTION)

a.       President Goodman removed items #17 and #18

b.      President Goodman moved item #22 to new business item #9c and removed item #23. 

c.       Trustee Johnston added department head reports as item #16a under Items for information and discussion. 

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

3.         Presentation

Ron Mentzer gave a short presentation regarding the Resolution of Understanding between the City and the Library that memorializes both parties intent to work cooperatively to exchange two small parcels of land at the northwest corner of the library’s property. The Resolution was developed in response to concerns expressed by the Library related to possible future expansion. Mr. Mentzer shared the status of the City’s progress in developing an RFQ/RFP for the former Musselman Lumber site. Having this Resolution in place would allow the City to include the potential land exchange in documents provided to potential developers. Architects for the library have indicated that by squaring off the northwestern corner of the library’s property, an addition of approximately 5,000 square feet may be accommodated on the property in question. Mr. Mentzer reiterated that the resolution does not commit either party to an exchange of land. A land exchange would be achieved only if both the City Council and the Library Board determine that an exchange would be beneficial for both parties.

 

The trustees asked questions regarding the parking spaces that would be lost on Stafford Place. Both Director Whitmer and Mr. Mentzer agreed that approximately 5-6 library-owned spaces would be lost if the land is exchanged. Director Whitmer stated that the library may wish to establish an agreement with a future homeowners association regarding residential and/or visitor parking in the library’s lot. Mr. Mentzer noted that the concept plans show ample parking for the development including 2 garage spaces for each unit, additional parking within the development, and on-street parking. Possible reconfiguration of the lower level lot would add approximately 10-11 new spaces for the library. This could be accomplished if the City extends the right of way on Mount Street. The City is not suggesting, however, that either the City or the Developer would pay for this reconfiguration.

 

A question regarding stormwater detention was addressed by Mr. Mentzer. He explained how the library may be able to deal with stormwater issues should the library decide to build an addition in the future.

 

Mr. Mentzer noted that while it is a possibility that the City may not find a developer for the property, the City has received recent inquiries from developers. The City Council requested that the City have a developer in place prior to the land exchange so that the needs of all parties – the City, the Library, and the Developer - would be carefully considered before an actual exchange of land took place.

 

When asked what would happen if a potential developer was not interested in a land swap. While this is not a likely scenario, as it will be disclosed to developers in the RFQ/RFP,  Mr. Mentzer noted that the Library District would have the opportunity to voice any concerns about the potential development.

 

4.         Public comments- None

5.         Correspondence

a.       Thank you from Judith Nonnie regarding enjoyable adult programming at the library

b.      Invitation to January 12th city anniversary event

6.         Consent Agenda (ACTION)

a.       Approve Minutes of the November 28, 2007 Committee of the Whole Meeting

b.      Approve Minutes of the November 28, 2007 Regular Board of Trustees Meeting

c.       Approve Minutes of the November 28, 2007 Closed Session

d.      Receive and file Building Construction and Investment Report for November

e.       Receive and file Financial Report for November

f.       Approve payment of non-general contractor bills for December in the amount of $521.98 with check number 16220.

g.      Approve payment of regular bills for December in the amount of $36,636.67 with checks numbered 16206 through 16257.

 

MOTION: Trustee Arlowe moved to approve the consent agenda as read.  Trustee Brown seconded. 

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

7.         Regular Agenda -  None

8.         Unfinished Business

a.       Adopt a Resolution of Understanding Between the City of Warrenville and the Warrenville Public Library District Regarding the Future Redevelopment of the Former Musselman Lumber Company Property and the Potential Exchange of Land Between the City of Warrenville and the Warrenville Public Library District

 

Trustees discussed several concerns regarding the resolution:

·         The resolution appears to give the City the sole discretion over the exchange of property.

·         The document gives the district a preconceived notion about how we will expand without examining the library’s need for expansion.

·         If, at some point in the future, the library does expand the building onto the property in question, the trash and delivery locations may need to be relocated, resulting in poor workflow for staff.

·         The resolution proposes and exchange of land that will not increase the amount of property available to the library.

Director Whitmer reminded the board that the City was not willing to give the Library District any land, but rather work toward an exchange that would be beneficial to both parties.President Goodman shared that the library’s attorney has stated that the document is not legally binding to the district.

 

MOTION:  Trustee Arlowe moved to adopt the Resolution of Understanding Between the City of Warrenville and the Warrenville Public Library District.  Trustee DuRocher seconded.  Roll call vote – Trustee Brown – no; Trustee Johnston – pass; Trustee DuRocher – aye; Trustee Arlowe – aye; Trustee Stull – aye; Trustee Goodman – aye.  Motion Carried. (Trustee Clark absent)

 

b.      Adopt revisions to board by-laws

Director Whitmer stated that the bylaw revisions had been reviewed by the attorney and his revisions were noted on a separate document. It was also shared that the mission statement section could only be approved by a unanimous vote of the full board of trustees. Because Trustee Clark is absent, approval of this section would need to be postponed.

 

MOTION:  Trustee Arlowe moved to adopt the revisions to the board by-laws, excluding the mission statement.  Trustee DuRocher seconded.  Roll call vote – Trustee Stull – aye; Trustee Arlowe – aye; Trustee DuRocher- aye; Trustee Johnston – aye; Trustee Brown – aye; Trustee Goodman – aye.  Motion carried. (Trustee Clark absent)

9.         New Business

a.       Review and accept proposal from Newman Architecture for work related to the repair and replacement of roof

Director Whitmer discussed the two options outlined in the board packet.  Option #2 would include architectural drawings as well as assistance with bid evaluation process.  Matt noted that part of our roof was not redone during the remodeling in 2003.  The architect felt that the prices quoted were reasonable.  Director Whitmer also stated that our special reserve fund could be used for this purpose.

MOTION:  Trustee Arlowe moved to accept option #2 for the repair and replacement of the roof.  Trustee Stull seconded.  Roll call vote – Trustee Brown – aye; Trustee Johnston – aye; Trustee DuRocher –aye; Trustee Arlowe – aye; Trustee Stull – aye; Trustee Goodman – aye; Motion carried. (Trustee Clark Absent)

b.      Discussion of items to be brought to the January 9, 2008 City/Library Task Force meeting.

Trustee Durocher inquired about the first item on the agenda, update on Intergovernmental Agreement with County re: Stafford Place Parking.  Director Whitmer indicated this was a dead issue, as the spaces need to be utilized for any public uses.

Director Whitmer stated that agenda items #2 and #5 could be removed.

c.       Trustee Resignation/Vacancy

President Goodman shared Trustee Brown’s letter of resignation effective January 2, 2008.

It was the general consensus of the board that the process used with the last trustee vacancy worked well.  Director Whitmer recommended that the press release advertising a vacancy on the board not be released until the first week of January.  Resume and letter of interest would be accepted until February 8th, and a closed session would be scheduled for February 20th to discuss applicants.  Interviews would be conducted during the first two weeks of March.

10.     Director’s Report

a.       Developer donations have been received, and the new shelving units purchased with these funds are being installed by Loren Getz

b.      Smoking ban – effective January 1, 2008

Ashtrays will need to be removed from garbage receptacles, and signs will need to be posted at both entrances.  The ban restricts smoking within 15 feet of any entrance.

c.       Update regarding email communication by trustees

Attorney Roger Ritzman has forwarded example library policies to Director Whitmer.  Director Whitmer will review these policies and bring a draft policy.

d.      Update on Bob Walters Commons progress

The City approved funding for preliminary design documents, and is moving forward with a request for proposal.  Director Whitmer will meet with the city and park district for further planning.  John Coakley stated that the city and library district will need to begin to work together to create an intergovernmental agreement. 

Trustee Stull asked if there will be a discussion of commitment of funds on the district’s part. Whitmer reiterated that the board has not committed any funds for this project. 

e.       Update on District 203 litigation

Next hearing will be January 8, 2008.

f.       Director Whitmer purchased flat panel monitors to replace the failing CRT public monitors in the public areas at a cost of $5,700.  Capital improvement funds were used for this purpose.

g.      Director Whitmer received an objection to the District’s 2006 levy.  There will be a status hearing on the objection in March.

11.     President’s Report

a.       Next meetings or events – referred to list in packet

b.      Daily Herald article “Lombard Library Secures Expansion Tract”-referred to article in packet

c.       Accepted Bob Brown’s resignation.  Trustee Goodman expressed gratitude for Brown’s expertise and in particular his help with the building expansion. 

d.      Trustee Goodman thanked all board members for their commitment to the library’s cause. 

12.     Treasurer’s Report

a.       Trustee Arlowe reported that the budget is 40% expended and in general financials are in good shape.

13.     Secretary’s Report -  None

14.     Committee Reports

a.       City of Warrenville 175th Anniversary Commission (November 14 and    December 12, 2007) (Director Whitmer)

Director Whitmer referred to the report in the packet and noted that the kickoff event is January 12th, with parade beginning at 5:00 on Stafford. 

15.     Trustee Comments

a.       Trustee Arlowe stated that the board slow down a bit with projects and remember that Director Whitmer’s time is limited.

b.      Trustee Brown thanked staff for computer help, and recognized the hard work and dedication of staff. 

c.       Trustee Johnston stated the board must recognize limitations of Sandy’s time.  Thanked Trustee Brown for hard work and expertise.

d.      Trustee Johnston voiced concern over the library’s cell phone policy.  Director Whitmer shared that staff regulate this on a case by case basis, but that a library is not a silent building anymore.  In the future, this could be addressed with a no cell phone zone inside the library. Staff will continue to  regulate this using their best judgment. 

16.     Department Head Departments

a.       Leila Heath reports that the library’s e-newsletter will be distributed at the end of December.  She also reports that the staff has been working hard on the winter newsletter. Updates to the website were done during the past month.

b.      Joe Filapek added a library card registration form to the website.  Staff has been publicizing the changes to the circulation policy.  New thermal printers were purchased for use at the circulation desk.

17.     Closed session as allowed by 5 ICLS 120/2(c)(11) 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.” – not needed

18.     Discussion/action resulting from the above closed session – not needed

19.     Adjournment

Motion: Trustee Brown moved to adjourn the regular board meeting at 8:59 p.m.  Trustee Johnston seconded.  Voice vote – all ayes. (Trustee Clark absent)

 

Respectfully submitted,

 

 

__________________________

Heather Stull, Secretary

Board of Trustees

Warrenville Public Library District