WARRENVILLE PUBLIC LIBRARY DISTRICT

MINUTES OF REGULAR MEETING OF THE BOARD OF TRUSTEES

Wednesday, February 20, 2008 – 7:00 P.M.

 

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

 

2.Roll Call

 

ATTENDING: Trustees Arlowe, DuRocher, Goodman, Johnston, and Stull

ABSENT:Clark

ALSO ATTENDING:  Director Sandy Whitmer, Administrative Assistant Jackie Davis, Department Heads Leila Heath and Barb Heilenbach

 

3.Approval of the agenda

 

MOTION:  Trustee Arlowe moved to approve the agenda.  Trustee DuRocher seconded. Voice vote –all ayes.  Trustee Clark absent (motion carried)

 

4.Presentations - None

 

5.Public comments – None

 

6.Correspondence

 

a.Email from patron regarding Kelly James-Enger program - Director Whitmer explained   that Adult Services Manager Leila Heath is holding a series of writers programs which this patron had attended and thoroughly enjoyed.

b.Hotel/Motel Grant Award Letter – Director Whitmer explained that the Library had                         submitted a Hotel/Motel Grant to the City of Warrenville in the amount of $12,300.  The library was awarded $11,750 of the amount requested.  The Library Foundation will fund the amount not awarded by the City in the amount of $550.00.

c.An email from Ed Clark was received by Trustee Goodman thanking the Library Board of                               Trustees and Staff for the plant that he had received following his surgery.

 

7.Consent Agenda

 

Trustee Stull read the consent agenda as follows:

 

a.Approve Minutes of the January 16, 2008 Regular Board of Trustees Meeting

b.Approve Minutes of the January 16, 2008 Closed Session

c.Receive and file Building Construction and Investment Report for January

d.Receive and file Financial Report for January

e.Approve payment of non-general contractor bills for February in the amount of $5,352.50 with checks #16321-16325.

f.Approve payment of regular bills for February in the amount of $35,409.42 with checks #16310 – 16321, 16325 – 16376. Checks #16341 and 16342 are voided.

 

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

 

8.Regular Agenda – None

 

9.Unfinished Business – None

 

10.New Business

a.Waive full-time employment requirement and authorize tuition reimbursement in the                  amount of $154.50 for part-time employee Sylvia Thompson.

 

Director Whitmer explained that Sylvia Thompson had requested tuition reimbursement for an LTA course completed in December 2007.  Director Whitmer took into consideration the Board’s comments from the January board meeting and the tuition reimbursement practices of other area libraries in determining the final reimbursement amount.

 

After discussion, it was the consensus of the Board to approve reimbursement in the amount recommended by Director Whitmer.

 

MOTION:  Trustee Arlowe moved to waive the full-time employment requirement and authorize tuition reimbursement in the amount of $154.50 for part-time employee Sylvia Thompson.  Trustee Stull seconded.Roll call vote:  Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Goodman – aye.  Motion carried  (Trustee Clark absent)

 

                b.            Consideration of changing format and/or contents of board packet to conserve paper

 

Trustee DuRocher suggested looking into ways to conserve paper in the board packets. One option she suggested was to email the packets. Trustee Goodman stated that this topic was discussed at the Board President’s Roundtable she attended and that DuPage Library System is currently working on “going green”.  DuPage Library System has a shredder and recycling can located in the board room for trustee use. The trustees discussed possible solutions. Director Whitmer will consider these items for the 2008-09 Budget.  

 

                c.Review possible Email Communications Policy for Trustees

 

Director Whitmer explained that Attorney Ritzman forwarded several email communication policies to her.  She incorporated what she felt were the best components of each policy into a possible draft Email Communications Policy for Trustees.   Trustee Goodman stated that from an Open Meetings Act Presentation that she attended this topic was discussed and that it was stated that “email is dangerous” and that nothing should be discussed by email. Trustee Goodman explained that email can be used for an “informational item” i.e. major security issue but replies should not be made to an email.

 

Trustee Goodman stated that there will be a new edition of the Guide to the Illinois Open Meetings Act available in March 2008 and it will most likely address these issues.  

 

Attendance at a board meeting by electronic means was also discussed and should be included in a new separate policy

 

11.Director’s Report

 

Director Whitmer stated that there is only one year (2 payments) remaining until the bonds are paid in full.

 

She also commented that due to the changes in the Circulation Policy the Adult DVD collection has had an increase in circulation.  Circulation Supervisor Joe Filapek reported to Director Whitmer that more patrons are checking them out since the loan period is now 7 days for older DVDs.

 

12.Department Head Reports

 

a.Adult Services – Leila Heath reported the following:

1) Several programs were held during January with a large attendance.

2)On February 27th there will be a program with a Mark Twain impersonator and currently over 65 are signed up to attend.

3)The meeting room is working out very well for the computer classes.

4)Adult Services staff is continuing to edit the collection and working on selections of new materials.

 

b.Circulation – Director Whitmer stated that the six month report on reciprocal borrowers was completed and that the majority are from Aurora, Wheaton and Naperville.  She will ask Joe Filapek to report on which libraries Warrenville patrons visit the most next month.  Also, she stated that the Pages have completed a majority of the shifting of the growing AV collections. 

 

c.Technical Services – Barb Heilenbach reported that large orders of AV materials are still continuing to arrive and that the department spent most of January processing these materials.They processed 242 DVDs, 44 books on CD and 36 CDs.

 

Trustee DuRocher stated that she thinks patrons might not report a defective DVD in case they would be responsible to pay for the item.  She suggested that a sign be put on the circulation desk asking if all items were fine or possibly to put something in the case for reporting these issues.

 

13.President’s Report

 

Trustee Goodman reported that she and Trustee Stull will be attending the Illinois Library Association Trustee Forum 2008 Workshop on February 23rd.

 

Trustee Goodman attended the Warrenville State of the City Address luncheon on February 14, 2008.

 

Trustee Johnston questioned Trustee Goodman’s comment in the fourth paragraph on Page 37,              concerning destroying the closed session minutes that she reported in her review of the Open        Meetings Act.   After review, Trustee Goodman stated that it should read  “to destroy the      tapes”.  The words “the minutes and” should be crossed out.

 

14.Treasurer’s Report

 

                Director Arlowe reported that the financials are on track and that expenditures are at 56.08%.   Director Whitmer explained that library materials appear lower in percentage due to $30,000          being expended out the Capital improvements Fund.

 

15.Secretary’s Report – None

 

16.Committee Reports

 

a.Warrenville Library Foundation – Trustee Arlowe reported that the  library submitted a payment request in the amount of $1,802.74 for expenses incurred to date for items previously approved by the Foundation.

Director Whitmer stated  that Dr. Nelson continued discussion of his proposal for a business technology and career development center located in the library.

 

17.Trustee Comments

 

                a.            Trustee DuRocher stated that she has accepted an appointment to the  Illinois State                                       Library Advisory Committee.  This group is an advisory board to the Illinois State Library.

b.Trustee Johnston stated that Todd Walker told him that Cathy is doing well and is still recovering.

 

18.Items for information/discussion

 

                a.Review of how to get items placed on the agenda

 

Director Whitmer stated that in order to get an item on the agenda you must notify the Director or Board President by noon on the Wednesday preceding the board meeting.                  Items to be discussed can also be added at the beginning of a meeting, however, no                                      action can be taken on these items.

 

A break was taken at 8:26 p.m.

 

Meeting resumed at 8:31 p.m.

 

19.          Closed session

 

MOTION:  Trustee DuRocher moved to enter into closed session at 8:32 p.m.  as allowed by 5 ILCS 120/2(c)(21) for the purpose of “discussion of minutes lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review as mandated by Section 2.06.”  Trustee Stull seconded.  Roll call vote – Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Goodman – aye.  Motion carried. (Trustee Clark absent)

 

Returned to regular session at 8:43 p.m.

 

20.Discussion/action resulting from the above closed session

 

MOTION:  Trustee Johnston moved to destroy recordings of the February 25, 2006; April 26, 2006; May 17, 2006; June 21, 2006, July 15, 2006; July 19, 2006 #1 and July 19, 2006 #2 closed sessions.  Trustee DuRocher seconded.  Roll call vote: Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Goodman – aye.  Motion carried. (Trustee Clark absent)

 

21.Closed session

 

MOTION:  Trustee DuRocher moved to enter into closed session at 8:46 p.m. as allowed by 5 ILCS 120/2(c)(5) for the purposes 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”.

 

Returned to regular session at 9:17 p.m.

 

22.Discussion/action resulting from the above closed session

 

MOTION:  Trustee Arlowe moved to direct Director Whitmer to direct the attorney to inform the property owner that we are no longer interested.  Trustee Johnston seconded.  Roll call vote:  Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – nay; Goodman – aye.  Motion carried.  (Trustee Clark absent)

 

23.Closed session

 

MOTION:  Trustee Arlowe moved to enter into closed session at 9:19 p.m. as allowed by 5 ILCS 120/2(C)(3) for the purpose of “the selection of a person to fill a public office, as defined in this Act, including a vacancy in a public office, when the public body is given power to appoint under law or ordinance, or the discipline, performance or removal of the occupant of a public office, when the public body is given power to remove the occupant under law or ordinance.”  Trustee Stull seconded. Roll call vote – Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Goodman – aye.  Motion carried.  (Trustee Clark absent)

 

Returned to regular session at 9:47 p.m.

 

24.Discussion/action resulting from the above closed session - none

 

25.Adjournment

 

MOTION:  Trustee Stull moved to adjourn the meeting at 9:47 p.m. Trustee DuRocher seconded. Voice vote – all ayes.  Motion carried. (Trustee Clark absent)

 

Respectfully submitted,

 

 

Heather Stull

Secretary

Warrenville Public Library District

Library Board of Trustees