WARRENVILLE PUBLIC LIBRARY DISTRICT

MINUTES OF THE Regular Meeting

Board of TrustEes

Wednesday, February 15, 2006 – 7:00 p.m.

 

 

ATTENDING: Trustees Arlowe (arrived 7:12p.m.),  Clark, Johnston, Stull, and Walker

 

ABSENT:                    Trustees Engelbach and Goodman

 

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

 

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

 

2.         Approval of the agenda

 

            Trustee Johnston suggested that Items #15 and 16 be removed.

 

MOTION:  Trustee Stull moved to approve the agenda as amended.  Trustee Walker seconded.  Voice vote: all ayes. Motion carried. (Trustees Engelbach and Goodman absent)

 

3.         Public comments – none

 

4.         Correspondence

 

Trustee Johnston stated that a letter had been received from the Warrenville Kiwanis in regards to their Distinguished Service and Scholarship Awards.  After discussion it was the concensus that the library should not make donations to private organizations.   Director Whitmer will draft a letter for use in these situations stating that the library does not use tax funds in this manner.

 

5.         Consent Agenda

 

            Trustee Johnston read the consent agenda as follows:

 

            A.        Minutes of the January 18, 2006 Regular Meeting

B.         Payment of non-general contractor bills in the amount of $2,504.79 with checks #14984 and 14985.

C.        Payment of regular bills in the amount of $21,206.96 with checks #14944 through 14986.

D.        Receive and file the Building Construction and Investment Report for the month of January 2006.

            E.         Receive and file Financial Report for the month of January.

 

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

 

6.         Treasurer’s Report – none

 

7.         Director’s Report

 

Director Whitmer reviewed her report. 

 

Director Whitmer announced that a  part time technical services clerk has been hired and will begin employment in March.

 

(Trustee Arlowe arrived at 7:12 p.m.)

 

The Monthly People Count graph was changed to indicate the difference from year to year.  The Patron Account Usage pie chart for card usage previously indicated the total number of cards in the system, including expired.  It is now based only on cards in force.  Joe Filapek will investigate a quarterly report on card usage per patron.

 

Director Whitmer will investigate an amnesty period for patrons with fines and overdue materials.  

 

A complaint was received concerning the step stools in the aisles. They will now be located at the ends of the aisles to minimize any accidents occurring.  It was also suggested that the stools be a different color so they do not  blend in with the carpeting.  Director Whitmer has ordered a beige colored stool to see if that will help the situation.

 

The library was awarded the Per Capita Grant in the amount of $16,456.54.

 

Director Whitmer reviewed the Corporate Fund Summary.

 

Trustee Johnston stated that he appreciated the individual department reports and suggested that the agenda include a line item for Department Reports under the Director’s Report.

 

8.         President’s Report

 

Trustee Johnston stated that the Staff Appreciation Dinner was a great success with the highest attendance of any year.

 

9.         Secretary’s Report

 

Trustee Stull appreciated the sympathy that was extended to her and her husband following her mother-in-law’s death. 

 

            Trustee Stull stated that the Staff Dinner was very nice.

 

10.       Miscellaneous Committee Reports

 

A.        Foundation – Trustee Clark reported that the Foundation met in January.  They raised $2,450.00 in their last fundraising campaign.  They discussed ways to solicit corporations.

 

            The Foundation would like the Board and Director Whitmer to identify a project that they can raise funds for or a grant through the DuPage Community Foundation.

                       

11.       Unfinished Business

 

            A.        Naming of area between Library and City Hall

 

Director Whitmer and Trustee Walker attended the meeting on January 24, 2006.  Trustee Johnston stated that the library was to have “right of review” and thought  that it would be named after Rich and Karen Volkmer who contributed to both the city and library.  The area, however, will be named after Bob Walters.

 

After discussion it was the consensus of the Board to contact Mayor Brummel that the signage erected state clearly that this is property owned and maintained by the city and library.

                       

The trustees asked Director Whitmer to draft a letter to be sent by Trustee Johnston as Board President to Mayor Brummel stating that the library board was very disappointed in the process of the naming procedures and that in the future the library board be contacted for approval prior to any plans for the area including placing of statues, etc.

 

            B.         Hiring of Kurt Anderson for staff/trustee workshop

 

Trustee Johnston stated that he received a proposal from Dr. Anderson regarding the proposed programs and feels Dr. Anderson should spend a few hours with Director Whitmer reviewing the Strategic Plan.

 

Trustee Clark suggested offering a fee of  $1,500 to have Dr. Anderson meet with Director Whitmer for approximately two hours, conduct the Strategic Planning and Director’s Evaluation in a one day workshop, with a 2-3 hour follow up committee meeting.

 

Trustee Johnston suggested that Director Whitmer be the main contact person for Dr. Anderson.

 

MOTION:  Trustee Clark moved to authorize Director Whitmer to negotiate with Dr. Anderson a fee not to exceed $1,500 for a meeting with Director Whitmer of approximately two hours, a  one day workshop and a follow-up committee meeting of approximately 2-3 hours.   Trustee Stull seconded.  Roll call vote:  Trustee Arlowe – aye; Stull – aye; Clark – aye; Walker – aye; Johnston – aye.  Motion carried (Trustees Engelbach and Goodman absent)

 

12.       New Business

 

            A.        Meeting Room Policy

 

Director Whitmer explained that this is an addendum to be added to the existing Meeting Room Policy for use of the Board Room.

 

Director Whitmer was instructed to survey other libraries for their fee schedule and policy and present it at the May board meeting.

 

            B.         Warrenville Library Foundation Requests

 

Director Whitmer stated that the Foundation has requested one file drawer to store their important documents.  She stated that there is a drawer available in the Administrative Assistant’s file cabinet.                   

 

They would like to publicize the existence of the Foundation in a small corner of the newsletter.  The consensus of the Board was to have Director Whitmer contact Attorney Ritzman to see if there is any legal problem and what items could be included.

           

They have asked if their informational brochures can be displayed in the library. The consensus of the Board was that the Foundation could display their brochures in the same area as other organizations.

 

The Foundation would like a copy of the Library’s Strategic Plan to understand what the library’s goals are. Trustee Johnston stated that the Strategic Plan is a public document and is available to the Foundation. 

 

MOTION:  Trustee Clark moved to allow the Foundation to have a file drawer in the library;  per the Attorney’s advice on publicizing in the newsletter; they may display their brochures in the same location as other organizations; and a copy of the Strategic Plan will be sent to the Foundation.  Trustee Arlowe seconded.  Roll call vote:  Trustee Arlowe – aye; Stull – aye; Clark – aye; Walker – aye; Johnston – aye.  Motion carried (Trustees Engelbach and Goodman absent)

 

            C.        Recycling Policy

 

Trustee Clark stated that he had talked to Director Whitmer about recycling and would like to formally adopt a recycling plan.  Director Whitmer and the staff will compile a policy for the next board meeting.

 

13.       Trustee Comments

 

A.        Trustees Arlowe and Stull thanked Director Whitmer for registering them for the  ILA Workshop.  

 

B.         Trustee Stull has been appointed to the Community in Partners Poetry Group.  They are organizing a presentation by Ted Kooser at the high school on September 16, 2006 and a “poetry night in the park” in Wheaton in June.

 

C.        Trustee Walker inquired about a self checkout station.  Director Whitmer stated that a unit costs between $20,000 - $25,000.

 

14.       Items for Information/Discussion

 

Director Whitmer stated she was asked by Mary Hudetz Marzano why the original “Hudetz Meeting Room” plaque had been removed.  After discussion it was decided that Director Whitmer would review and organize all the plaques of the library and bring this information to the April board meeting.   Director Whitmer will also consult with the library’s art consultant on ways to display them.

 

15.       Closed session 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 discussion whether a particular

parcel should be acquired.” (5ILCS 120/2(c)5).

 

MOTION:  Trustee Stull moved to enter into closed session at 8:55 pm. For the “purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussion whether a particular parcel should be acquired.” (5ILCS 120/2(c)5).  Trustee Clark seconded.  Roll call vote:  Trustee Arlowe – aye; Stull – aye; Clark – aye; Walker – aye; Johnston – aye.  Motion carried (Trustees Engelbach and Goodman absent).

 

            Returned to regular meeting at 9:06 p.m.

 

16.       Discussion/action resulting from the above closed session – no discussion

 

 

17.       Closed session for the purpose of “discussion of meetings and minutes lawfully closed for the purpose of semi-annual review.”  (5ILCS 120/2©21).

 

MOTION:  Trustee Arlowe moved to enter into closed session at 9:06 p.m. for the purpose of “discussion of meetings and minutes lawfully closed for the purpose of semi-annual review.”  (5ILCS 120/2(c)21). Trustee Stull seconded.  Roll call vote:  Trustee Arlowe – aye; Stull – aye; Clark – aye; Walker – aye; Johnston – aye.  Motion carried (Trustees Engelbach and Goodman absent).

 

Returned to regular meeting at 9:15 p.m.

 

18.       Discussion/action resulting from the above closed session

 

MOTION:  Trustee Arlowe moved to release the minutes of the closed session minutes dated March 16, 2005; June 22, 2005; June 30, 2005; October 15, 2005; and November 8, 2005.  Seconded by Trustee Stull.  Roll call vote:  Trustee Arlowe – aye; Stull – aye; Clark – aye; Walker – aye; Johnston – aye.  Motion carried (Trustees Engelbach and Goodman absent).

 

19.       Adjournment

 

MOTION:  Trustee Arlowe moved to adjourn the meeting at 9:17 p.m.  Trustee Clark seconded.  Voice vote:  all ayes.  Motion carried.  (Trustees Engelbach and Goodman absent)

 

 

Respectfully submitted,

 

 

 

 

_______________________

Heather Stull, Secretary