WARRENVILLE PUBLIC LIBRARY DISTRICT

MINUTES OF THE REGULAR MEETING

BOARD OF TRUSTEES

WEDNESDAY, JANUARY 18, 2006 – 7:00 P.M.

 

PRESENT:       Trustees Arlowe (arrived at 7:12 p.m.), Clark, Goodman, Johnston, and Walker

 

ABSENT:        Trustees Engelbach and Stull

 

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 7:02 p.m.

 

2.         Approval of the agenda

 

            Trustee Johnston moved #12.D to be included in the consent agenda as #5.N.

 

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

 

3.         Public comments – none

 

4.         Correspondence

 

Director Whitmer stated that a letter had been received from Fred Olufs thanking the library for participating in the Christmas Sharing food drive.

 

5.         Consent Agenda

 

            Trustee Johnston read the consent agenda as follows:

 

            A.   Minutes of the November 8, 2005 Special Meeting

B.   Minutes of the November 8, 2005 Closed Meeting

C.   Minutes of the November 16, 2005 Regular Meeting

D.   Payment of non-contractor bills for January

E.   Ratify payment of non-contractor bills for December.

F.   Receive and file Building Construction and Investment Report for the

       Month of November.

G.    Receive and file Building Construction and Investment Report for the   

        Month of December                     

H.    Receive and file Financial Report for the month of November

I.      Receive and file Financial Report for the month of December

 

J.    Adopt Resolution No. 158 – Transfer of remaining FY04-05 Corporate Funds

       to Special Reserve Fund in the amount of $74,256.00.

K.   Ratify Disposition of Certificate of Deposit (moved from Corporate

       American Family Credit Union to NorthStar Credit Union)

L.    Approve 2006 Calendar of Responsibilities

M.   Certify Statements of Economic Interest List to be sent to County

N.   Adoption of Corporate Authorization Resolutions No. 159 and 160 for bank

       signatures.

 

6.         Treasurer’s Report

 

            A.        Ratify December payments

 

MOTION:  Trustee Goodman moved to ratify the December bills in the amount of $35,906.06 with checks #14834 – 14892, #14858 is voided. Trustee Walker seconded.  Roll call vote: Trustee Clark – aye; Arlowe – aye; Walker – aye; Goodman – aye; Johnston – aye.  (Trustees Engelbach and Stull absent)

 

MOTION:  Trustee Clark moved to pay the bills in the amount of $27,297.20 with checks #14893 – 14911, 14913 – 14922, 14924 – 14943, #14937 is voided.  Trustee Goodman seconded.  Roll call vote:  Trustee Clark – aye; Arlowe – aye; Walker – aye; Goodman – aye; Johnston – aye.  Motion carried.  (Trustees Engelbach and Stull absent)

 

7.         Director’s Report

 

            Director Whitmer reviewed her report. 

 

Director Whitmer asked if library related groups would be allowed to use the Board Room. After discussion Director Whitmer was instructed to draft an addendum to the Meeting Room Policy concerning library related groups use of the Board Room.

           

Director Whitmer stated that she would like to have all department heads enrolled  in the Illinois Library Association and two Department Heads enrolled in the American Library Association.

           

The Strategic Plan calls for a community survey to be conducted this year. Director Whitmer feels that the survey could not be completed in time for this year’s budget and suggested that the survey be done next fall so that the responses can be integrated in the budget for the following fiscal year.  After discussion it was the consensus of the Board to have the survey completed in the fall.

 

Director Whitmer will be meeting with Steve DeChiaro next week regarding the wireless computer network.

 

Eastern Illinois University contacted the library for information on the library’s artwork.  They are compiling a database of artwork in academic and public libraries throughout the State of Illinois. 

 

Vivian Lund  contacted Director Whitmer regarding gathering information for a tourism grant to have an artwalk in the city.

 

8.         President’s Report

 

Trustee Johnston reported that he had asked Director Whitmer to go back through the actual expenditures and budgeted amounts from previous fiscal years in order to see where corrections should be taken.

 

            Appointment of a Secretary Pro-Tem due to Trustee Stull absence

 

MOTION:  Trustee Clark moved to appoint Amy Arlowe as Secretary Pro-Tem.  Trustee Goodman seconded. Voice vote:  all ayes.  Motion carried.  (Trustees Engelbach and Stull absent)

 

9.         Miscellaneous Committee Reports

 

A.        Trustee Clark reported that the Foundation will be meeting on January 26, 2006.

 

11.       Unfinished Business

 

            A.        Interlibrary Loan Policy

 

After discussion it was the consensus of the Board to approve the Interlibrary Loan Policy as presented.

 

MOTION:  Trustee Clark moved to approve the Interlibrary Loan Policy.  Trustee Goodman seconded.  Voice vote:  All ayes.  Motion carried.  (Trustees Engelbach and Stull absent)                

 

12.       New Business

 

            A.        Purchase of shelving for storage areas

 

Director Whitmer stated that shelving and storage is needed for certain areas.     

 

MOTION:  Trustee Clark moved to purchase shelving for storage areas and two chair dollies for the meeting room chairs. Funds are to be taken from the Capital Improvement Fund in an amount not to exceed $5,000.00. Trustee Arlowe seconded. Roll call vote: Trustee Clark – aye; Arlowe – aye; Walker – aye; Goodman – aye; Johnston – aye.  Motion carried.  (Trustees Engelbach and Stull absent)

 

            B.         Library as a warming/cooling center

 

Director Whitmer stated that this means that the library is publicly listed as a safe place for people to stay warm or cool during library operating hours.

 

MOTION:  Trustee Walker moved to offer the library as a warming/cooling center. Trustee Arlowe seconded.  Voice vote: all ayes.  Motion carried.  (Trustees Engelbach and Stull absent)

 

            C.        Hiring of Kurt Anderson for Trustee Workshop

 

Trustee Clark stated that Kurt Anderson suggested having a workshop for the trustees and director to understand the workings between them and to review the Strategic Plan.  After discussion it was the consensus that Trustee Johnston contact Mr. Anderson to find out the agenda and topic for the meeting.

 

            D.        Naming of area between library and city hall

 

Trustee Johnston stated that the City is meeting on January 24th at 7:00 p.m.  After discussion it was the consensus that Trustee Johnston will represent the library.

 

13.       Trustee Comments

 

A.        Trustee Clark thanked everyone for the notes sent following the loss of his sister-in-law.

 

B.         Trustee Arlowe asked if ILA has any programs for Trustees and would be interested in attending.

 

C.        Trustee Walker stated if another grant becomes available for personnel development that it should be investigated.

 

D.        Trustee Goodman stated that she had received a wonderful email from Denise Zelinski from DLS regarding libraries and tax caps.  She read excerpts from the email to the Board.

 

            Trustee Goodman reviewed the importance of capturing all available funds through the tax levy.

 

            Trustee Goodman stated that a small percentage of the Monarch Landing Development is located in Warrenville. The majority of the development and all planned residences will be located in Naperville.   

           

MOTION:  Trustee Goodman moved to adjourn the meeting at 8:50 p.m.  Trustee Arlowe seconded.  All ayes.  Motion carried.  (Trustees Engelbach and Stull absent)

 

Respectfully submitted,

 

 

 

___________________

Amy Arlowe

Secretary Pro-Tem