WARRENVILLE PUBLIC LIBRARY DISTRICT

Minutes of the Regular Meeting

Of the Board of Trustees

Wednesday, July 19, 2006 – 7:00 p.m.

 

ATTENDING:  Trustees Arlowe, Clark, Goodman, Johnston, Stull and Walker

 

ALSO ATTENDING:  Director Sandra 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 7:07 p.m.

 

2.         Approval of the Agenda

 

Trustee Johnston moved #3 and #4 to follow #17 or at 8:30 p.m. and  removed #7.j; #20 and #21.

 

MOTION:  Trustee Walker moved to approve the agenda as amended.   Trustee Arlowe seconded.  Voice vote:  all ayes. Motion carried.

 

3.         Public comments – none

 

4.         Correspondence – A thank you from Mayor Brummel was received for Target gift cards that the library donated for the Chamber of Commerce Good Citizen Award gift packets.

 

5.         Consent Agenda

 

Trustee Johnston read the consent agenda as follows:

 

a.                   Approve the Minutes of the June 21, 2006 Regular Meeting

b.                  Approve the Minutes of the June 21, 2006 Closed Session

c.                   Payment of non-general contractor bills in the amount of $0.00.

d.                  Payment of regular bills in the amount of $58,233.92 with checks #15201 – 15276. Check #15258, 15262, 15271 and 15272 are voided.

e.                   Receive and file Building Construction and Investment Report for June

f.                    Receive and file Financial Report for June

g.                   Adopt Tentative Budget & Appropriation Ordinance for FY 06/07 (Ordinance #06-07-01)

h.                   Adopt Public Notice of Budget & Appropriation Hearing scheduled for September 20, 2006.

i.                     Adopt Building & Maintenance Levy Ordinance for FY 06/07 (Ordinance #06-07-02)

 

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

 

6.         Treasurer’s Report - Trustee Goodman reported that this month’s financials report the end year balances.  Income exceeded projections and expenditures fell below budgeted amounts.

 

7.         Director’s Report

 

·                    Director Whitmer stated that the year end circulation was up 11% over the last fiscal year.

·                    Director Whitmer participated in the July 3rd parade along with Trustee Stull and members of the Library Foundation.

·                    Matt Plass, the new Computer Systems Assistant began work on July 13th.

 

8.         Department Head Reports

 

a.                   Adult Services

 

Trustee Goodman asked about articles/monographs lent to which Leila Heath responded.

Leila Health explained about a new database called “NextReads.com” which will be available through the library’s website.

Trustee Clark stated that the Library Foundation might be interested in co-sponsoring some programs.

 

b.         Youth Services

 

Sue Larson explained a new database that will soon be available called Tutor.Com which will provide one on one interaction with a tutor.  Spanish speaking tutors will also be available.  Services are available 7 days a week from 4-10 p.m.

 

b.                  Circulation

 

Trustee Goodman asked why DVD’s are not permitted to be put into the book drop.  Joe Filapek explained that the DVD cases get broken by the books hitting the cases.

Joe Filapek pointed out an additional statistical report that showed 4 out of 5 cardholders used their library cards in FY 05/06.

 

9.         President’s Report

 

Trustee Johnston stated the board meetings are being held with the door closed.  He feels that a sign stating “board in session – public welcome”  and Closed session – do not enter” should be put outside the door.  The staff will address this prior to the August board meeting.

 

10.       Secretary’s Report – None

 

11.       Miscellaneous Committee Reports - none

 

12.       Unfinished Business – None

 

13.       New Business

 

a.         Approve procedures for Director’s Evaluation

 

Director Whitmer explained the procedures and timeline for the Director’s Evaluation. 

 

MOTION:  Trustee Clark moved to approve the Director’s Evaluation Process as presented.  Trustee Stull seconded.  Voice vote:  all ayes.  Motion carried.

 

b.         Appoint Personnel Committee

 

Trustee Johnston appointed Trustees Clark and Stull to the Personnel Committee.

 

MOTION:  Trustee Arlowe moved to approve the appointment of Trustees Clark and Stull to the Personnel Committee. Trustee Walker seconded.  Voice vote:  all ayes. Motion carried.

 

c.                   Review “Serving Our Public:  Standards for Illinois Public Libraries”, Chapter VII: Access

 

Director Whitmer explained that this is the final chapter that needs to be reviewed for the per capita grant application.  She reported that the library is in compliance with all of the core standards and meets supplemental standards as well.

 

14.       Trustee Comments

 

a.         Trustee Arlowe congratulated Joe Filapek on handling the dog situation in the library on a recent Saturday.

b.         Trustee Goodman stated that she was so happy to see how busy the library is and thanked the staff.

 

15.       Items for Information/Discussion – None

 

16.       Closed Session

 

MOTION:  At 7:58 p.m. Trustee Clark moved to enter into closed session at  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 Arlowe seconded.  Roll call vote:  Trustee Stull – aye; Clark – aye; Arlowe – aye; Walker – aye; Goodman – aye; Johnston – aye.  Motion carried.

 

17.              Trustee Vacancy

 

MOTION:  Trustee Goodman made a Motion to appoint Bob Brown to fill the trustee vacancy.  Trustee Walker seconded.  Roll call vote:  Trustee Arlowe – aye; Clark – aye; Goodman – aye; Johnston – aye; Stull – aye; Walker. (Motion carried)

 

Trustee Clark left the meeting at 9:11 p.m.

 

18.       Closed Session

 

MOTION:  At 9:12 p.m. Trustee Goodman 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.”  Trustee Arlowe seconded.  Roll call vote:  Trustee Stull – aye; Arlowe – aye; Walker – aye; Goodman – aye; Johnston – aye.  Motion carried (Trustee Clark absent)

19.       Discussion/action resulting from the above closed session – None

20.       Adjournment

MOTION:  Trustee Goodman motioned to adjourn the meeting at 9:53 p.m.  Trustee Arlowe seconded.  Voice vote:  all ayes.  Motion carried.  (Trustee Clark absent)

 

Respectfully submitted,

 

 

____________________________

Heather Stull, Secretary