WARRENVILLE PUBLIC LIBRARY DISTRICT

MINUTES OF THE

 REGULAR BOARD MEETING

WEDNESDAY, JANUARY 17, 2007 – 7:00 P.M.

 

ATTENDING: Trustees Arlowe, Brown (arrived at 7:23 p.m.), Clark, Goodman, Stull and Walker

 

ABSENT:                    Trustee Johnston

 

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

 

1.         Call to Order:  Trustee Clark called the meeting to order at 7:00 p.m.

 

2.         Approval of the Agenda – Trustee Clark amended the agenda as follows:

 

·                    Remove #13.a. since that will be covered Under #22 during closed session.

·                    Move #20 to #15.A.

·                    Remove #16, 17, and 21.

 

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

 

3.         Public Comments – None

 

4.         Correspondence - Director Whitmer shared the following:

·                    Thank you notes regarding the library’s participation in the Christmas Sharing and Toys for Tots programs. 

·                    A thank you from the Oswego Library Youth Services staff referred to the fact that the library shared the “If You Give A Mouse a Cookie” costume.

·                    Information was shared about the final Subarea Planning Community Workshop and an Intergovernmental Gathering that will be hosted by the Park District.

·                    A list of upcoming trustee workshops at DuPage Library System was also distributed.  Director Whitmer will make reservations for the trustees that will be attending.

 

5.         Consent Agenda

 

            Trustee Clark read the consent agenda as follows:

 

            a.         Minutes of the November 15, 2006 Regular Meeting

            b.         Minutes of the November 15, 2006 Closed Session

            c.         Ratify payment of non-contractor bills for December in the amount of $4,626.96 with checks #15523 and 15546.

d.         Ratify payment of regular bills for December in the amount of $28,725.86 with checks #15512-15545 and 15547-15553.

e.         Payment of non-contractor bills for January in the amount of $9,332.48 with checks #15554 and 15575.

f.          Payment of regular bills for January in the amount of $27,874.19 with checks #15555-15574, 15576-15608.

g.         Receive and file Building Construction and Investment Report for December and January.

h.         Receive and file Financial Report for November.

i.Receive and file Financial Report for December.

j.Ratify Disposition of Certificate of Deposit – Transfer $97,802.24 from NorthStar Credit Union to Illinois Funds Corporate Prime Funds Account.

k.Approve 2007 Calendar of Responsibilities.

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

m.Authorize Director and Administrative Assistant to act as designees in acceptance of candidate nominating petitions.

 

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

 

6.Treasurer’s Report

            Trustee Goodman reported that the funds from the CD at NorthStar were transferred to the Illinois Funds Prime Funds Corporate Account. The amount transferred was 97,802.24. This equaled the amount on deposit less a $22 wire transfer fee. The library still has $5 deposited in a share account. She also shared that with 50% of the fiscal year completed, it appears that income and expenditures are on track to finish the year as budgeted.

 

 

7.Director’s Report

 

·                    Director Whitmer reported that the musical presentation by “The ForEverlys” sponsored by the Library Foundation in November was a success with over 50 people in attendance.

·                    Director Whitmer met with each department head to discuss progress on their yearly goals.

·                    The statistics for both November and December were up from the previous year.

·                    The first Holiday Open House held on Sunday, December 10th was a huge success. Circulation for that one day was twice that of the same Sunday last year.

·                    The library was a meeting site for a family literacy program that is coordinated by the College of DuPage for the benefit of Spanish-speaking families whose children attend Johnson Elementary School.  They also received a tour of the library.

·                    A leak in the roof was repaired and the Director is in the process of obtaining a quote for other roof repair work that should be performed this year.  Also next fiscal year the parking lot should be sealcoated and the front of the building needs to be stained.

·                    Pat Jacobs, part time Technical Services Clerk resigned from the library effective December 28, 2006.

 

8.Department Head Reports

 

Adult Services - Leila Heath

 

·          Reported that the Winter Reading Program already has more people signed up this winter than last year. 

 

Circulation -Joe Filapek

 

·        Reported that in December the email notification system began on overdue notices and has received very good feedback from patrons on this service.

 

9.         President’s Report  - Director Whitmer will share Trustee Johnston comments   during the discussion of agenda items in his absence.

 

10.       Secretary’s Report – None

 

11.       Miscellaneous Committee Reports – None

 

12.       Unfinished Business – None

 

13.       New  Business

 

A.        Patron Satisfaction Survey Results

 

·                    The Board reviewed the patron satisfaction survey and were pleased with the high satisfaction rate and the many positive comments about the staff. 

·                    Director Whitmer pointed out several items that may be considered for the future: adding a materials request form to the website, addressing the loan period/RBP borrowing guidelines for DVD’s and Books on CD as these collections grow, extending library hours and coffee vending on the lower level. 

·                    The summary portion of the survey report presented to the Board will be posted on the library’s website.

 

B.         Ongoing Book Sale

 

The Board discussed several options to clear out the library’s inventory of paperback books and withdrawn items. The Board advised the staff that a giveaway would be appropriate for the paperbacks and VHS tapes which could be held during National Library Week.  Hardcover books in good condition will be offered to small public libraries in Illinois.

C.        Library Service for Non-residents at Fermilab

 

      Director Whitmer explained that the library has received a request from the Fermilab Users Group to provide library service to people who reside in the “village” at Fermilab. Because this portion of Fermilab is not in any library district, state law dictates how (and where) the residents should apply for a library card.  They must pay a fee to the “closest” public library.  Legislative rules define the “closest” library as the one located within the same school district as the non-resident.  In this case, the residents in the “village” at Fermilab are within the West Chicago School District. Further information will be gathered on this issue and discussed at a future board meeting.

 

D.        Longevity Awards

 

Director Whitmer explained that Judy Chapman will be recognized for her 20th anniversary with the library at the staff dinner on January 28, 2007.  Director Whitmer asked if the library should recognize her in some way for this achievement.  Consensus of the Board is to have Judy choose a book which will be placed in the library with a bookplate with her name on it and a gift card in the amount of $50. Total expenditure should not exceed $100.

 

A committee will be formed to discuss forming a policy on this issue. Trustee Goodman will represent the board on this committee.

 

14. Trustee Comments

 

A.Trustee Brown –  Stated that the Library Foundation is registered with the State but repeated his concerns regarding the status of other legallyrequired forms. Director Whitmer will contact the library’s attorney regarding this issue.

 

He also stated that he would like to see a plaque located on the wall in the lower level explaining why the Bob Walters Commons was named after Mr. Walters.

 

B.         Trustee Goodman stated that she read that the Foundation might be requesting Director Whitmer’s presence to help them solicit funds.  The consensus of the Board is that Director Whitmer should not be soliciting funds on behalf of the Foundation at this time.

 

C.        Trustee Walker stated that due to Mrs. Deer moving, the beautification of the Bob Walters Commons area has been put on hold. Before Trustee Walker leaves the Board she will share pictures of places her family found enchanting with the Board.

 

She asked if the library has a plan for a fallout shelter in case of a dirty bomb.  Director Whitmer stated that in the next 6 months she will be revising the Disaster Plan and could address this issue in the revised plan.

 

D.        Trustee Arlowe read an article about libraries becoming babysitting places on children’s days off of school.

 

E.         Trustee Clark expressed his appreciation to Leila Heath for research        that she and Richard Gier did for him.

 

15.       Items for information/discussion

 

Director Whitmer explained that as part of her evaluation process she is to give an update on the Strategic Plan. 

 

Some of the highlights were:

 

·                    While activity is on the rise, our cardholder rate has actually decreased.

·                    Circulation broke the 200,000 item mark in the 12-month period January December 2006.

·                    The library has hired a bilingual youth services assistant and is addressing issues surrounding services to our Spanish-speaking residents (including the upcoming Spanish for Libraries training).

·                    The library is on target to reach its goal of budgeting 20% of its operating budget for library materials and e-resources in the 2008-2009 Fiscal Year.  (We are at 18.4% this year).

·                    The Board discussed the library’s relationship with the Library Foundation and the Library Director’s involvement in the Foundation.

·                    The library will be developing a “buzz” marketing plan targeting a single library service this spring as part of a DLS/NSLS grant program.

 

A break was called at 9:05 p.m.

 

Regular meeting resumed at 9:11 p.m.

 

16.       Closed session

 

MOTION:  Trustee Walker moved to enter into 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”. Trustee Arlowe seconded. Roll call vote:  Trustee Stull – aye; Arlowe – aye; Walker – aye; Goodman – aye; Brown – aye; Clark – aye. Motion carried.  (Trustee Johnston absent).

Returned to regular session at 9:18 p.m.

17.       Discussion/action resulting from the above closed session  - None

18.       Closed session

Trustee Stull moved to enter into closed session as allowed  by 5 ILCS 120/2(c)(1) for the purpose of “the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity.” at 9:19 p.m.  Trustee Arlowe seconded. Roll call vote:  Roll call vote:  Trustee Stull – aye; Arlowe – aye; Walker – aye; Goodman – aye; Brown – aye; Clark – aye. Motion carried.  (Trustee Johnston absent).

Returned to regular session at 9:26 p.m.

19.       Discussion/action resulting from the above closed session.

MOTION:  Trustee Goodman  moved to “waive the 1,250 hour requirement, approve Arlene Tousignant’s request for unpaid leave and revisit the library’s leave policy at a future meeting”.  Trustee Arlowe seconded.  Voice vote:  Trustee Stull – aye; Arlowe – aye; Walker – aye; Goodman – aye; Brown – aye.  Motion carried.  (Trustee Johnston absent)

20.       Adjournment

MOTION:  Trustee Brown moved to adjourn the meeting at 9:26 p.m. Trustee Arlowe seconded.  Voice vote – all ayes. Motion carried.  (Trustee Johnston absent).

 

Respectfully submitted,

 

________________________________

Heather Stull, Secretary