WARRENVILLE PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES

MINUTES OF REGULAR MEETING

WEDNESDAY, JULY 18, 2007 – 7:00 p.m.

 

 

 

ATTENDING:  Trustees Arlowe, Brown, Clark, DuRocher, Goodman, Johnston

 

ABSENT:          Trustee Stull

 

ALSO ATTENDING:  Director Sandra Whitmer, Administrative Assistant Jackie Davis, Department Heads Leila Heath and Sue Larson, Steve Larson of Ehlers & Associates, Inc.

 

1.         Call to order – President Goodman called the meeting to order at 7:02 p.m.

 

2.         Appoint Secretary Pro-Tem – Trustee Goodman appointed Trustee Brown to act as Secretary Pro-Tem in Secretary Stull’s absence.

 

3.         Approval of the Agenda

 

            a.         Director Whitmer removed #13.b.

            b.         Trustee Goodman removed #17 and #18.

            c.         Trustee Goodman moved #14.i to follow Public Comments.

 

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

 

4.         Public Comments – None

 

5.         Adopt Revised Financial Plan – presented by Steve Larson of Ehlers & Associates, Inc.

 

Mr. Larson presented and reviewed the revised financial plan to the Board page by page. 

 

He explained that there may be an option to combine special tax funds into a single operating fund. The limited levy rate would remain the same whether these funds are levied separately or as a single combined fund. He cautioned that there may be legislation in the future that would eliminate the tax cap on levies for certain expenses, such as IMRF.

 

When the TIF is closed out, the library will receive approximately 50% more in property taxes than in previous years.           

 

Mr. Larson explained the Projections of Revenues and Expenditures and Fund Balances in his report. He presented two options. In the first, the special reserve fund remains unexpended and an increasing cumulative deficit occurs in the Operating Fund. In the second, money in the special reserve fund is expended on materials, technology, and other capital expenses, eliminating the deficit in the Operating Fund, but drawing down the balance of the Special Reserve Fund.

 

In either option, the total balance of all funds on June 30, 2011 is expected to be $574,691. This fund balance does not include approximately $500,000 in property tax income which is deferred to July 1, 2012.

 

6.         Correspondence

 

Director Whitmer explained that a letter was received from the library’s attorney indicating that the hourly rate for legal fees was increased.

 

7.         Consent Agenda

 

            Trustee Goodman read the consent agenda as follows:

 

            a.         Approve Minutes of the June 20, 2007 Regular Board of Trustees Meeting

            b.         Receive and file March 21, 2007 Personnel Committee Minutes

            c.         Receive and file April 11, 2007 Personnel Committee Minutes

            d.         Receive and file April 11, 2007 Personnel Committee Closed Session Minutes

            e.         Receive and file May 9, 2007 Personnel Committee Minutes

            f.          Receive and file May 9, 2007 Personnel Committee Closed Session Minutes

 

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

 

8.         Treasurer’s Report

 

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

 

MOTION:  Trustee Clark moved to receive and file the Building Construction and Investment Report for June.  Trustee Arlowe seconded. Roll call vote:  Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman – aye. Motion carried.  (Trustee Stull absent)

 

            b.         Receive and file Financial Report for June

 

MOTION:  Trustee Arlowe moved to receive and file Financial Report for June. Trustee DuRocher seconded.

 

Director Whitmer reported that the report on Page 16 of the board packet reflects May 31 financials. For June 30, 2007, the corporate fund income is at 104% and expenditures are at 96.17%, which is $38,000 under budgeted expenditures.

 

Roll call vote: Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman – aye. Motion carried.  (Trustee Stull absent)

 

            c.         Payment of Non-General Contractor Invoices

 

MOTION:  Trustee Clark moved to pay non-general contractor bills for July in the amount of $17,824.92 with checks numbered 15919, 15943, 15947 – 15949.  Trustee Arlowe seconded. Roll call vote:  Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman – aye. Motion carried.  (Trustee Stull absent)

 

            d.         Payment of Regular Bills

 

MOTION:  Trustee Arlowe moved to pay regular bills for July in the amount of $49,131.54 with checks numbered 15912 – 15918, 15920-15948, 15950-15967.  Check number 15917 is voided. Trustee DuRocher seconded.  Roll call vote:  Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman – aye. Motion carried.  (Trustee Stull absent)

 

9.         Director’s Report

 

·         Director Whitmer reported that the computer server transition is complete. The library is now a member of the Management Association of Illinois which enables the library to have access to human resources experts and attorneys who specialize in labor and employment law.

·         The library’s attorney drafted a response to the Warrenville Today regarding the publication of legal notices which was signed by President Goodman and mailed in late June. To date, no response has been received.

·         Director Whitmer distributed a booklet from North Suburban Library System regarding upcoming trustee workshops.

·         Director Whitmer reported that the library may become a member of NIMEC to save on electricity costs.

 

 

 

10.       Department Head Reports

 

            a.         Adult Services – Leila Heath

 

Leila reported that she attended ALA in Washington D.C. June 22-25.   She reported that the conference was exciting, informative and inspiring. She attended many good programs encompassing programming, library renovation and transformation, readers’ advisory and reference. She thanked the Board and Director Whitmer for allowing her to attend.

 

Trustee Clark asked what a typical reference question is. Leila stated that there really is not any typical reference question, but gave several examples and noted the difference between a reference question and a directional question.

 

            b.         Youth Services – Sue Larson 

 

                        Sue Larson reported that the Concerts on the Commons have been well attended.

                       

Tumblebooks is very popular and had 655 hits during the month of June.

 

She thanked the board for inviting her to be in the parade as a “Star Employee” of the library.

 

11.       President’s Report

 

            a.         Meeting with Trustee Clark and Director Whitmer on June 29, 2007

 

Trustee Goodman summarized the items discussed at the meeting and the next steps that Director Whitmer will be taking concerning the building remodeling/expansion project.  She will present a report to the Board at the August board meeting concerning these items.

 

            b.         Article from the Daily Herald about the Future of Libraries

 

Trustee Goodman pointed out the Daily Herald article that was included in the board packet. Trustee Arlowe added that there is an excellent article in the ILA Reporter on how the content of libraries has evolved over the years.

 

c.         Tourism and Arts Commission Grants – There are two workshops scheduled in August. The grants are due on September 10, 2007. Three new hotels are planned to be built in Warrenville which will provide added funds.

 

d.         Musselman Property –  S.B. Friedman has been hired by the City to assist in facilitating the development of the property.

 

e.         Warrenville Today July 12th issue:

 

Trustee Goodman reported there was an article regarding Cathy Kimber’s garden and that Director Whitmer was thanked by the Eagle Scout who had a Humane Society collection box in the library for his project. Also, the library was thanked for donating library book bags to the July 3rd parade judges.

           

f.          Trustee Goodman reported that there are openings on the DuPage Library System Board of Directors.

 

12.       Secretary’s Report – None

 

13.       Library committee reports

 

a.         Personnel Committee – July 18, 2007 (Trustees Clark, Stull and Director Whitmer)

 

Trustee Clark reported that this meeting was in regards to the goals and objectives for the Director for the next fiscal year.  Director Whitmer prepared a series of strategic plan goals, personal goals, and professional goals which she presented to Trustees Clark and Stull.  She will prioritize them and the Personnel Committee will present them to the board at the August board meeting.

 

14.       Other meetings/events attended

 

            a.         Bob Walters Commons Citizens Committee – June 28, 2007

                        (Trustees Arlowe and Brown, Director Whitmer)

 

A copy of the plan presented was included in the board packet.  Trustee Arlowe stated that the walkway originally planned between the library’s parking lot and the detention basin was removed due to space constraints. 

           

            b.         City of Warrenville Parade – July 3, 2007

 

Trustee Arlowe reported that she walked with the Library Foundation handing out pencils and received very positive comments from bystanders.

 

15.       Unfinished Business

 

            a.         Appoint Board of Liaison to City of Warrenville’s 175th Anniversary Committee

 

MOTION:  Trustee Arlowe moved to appoint Trustee DuRocher to be the liaison to the City of Warrenville’s 175th Anniversary Committee.  Trustee Clark seconded.  Voice vote:  all ayes. Motion carried.  (Trustee Stull absent)

 

16.       New Business

 

a.       Adopt Ordinance # 07-08-01 Tentative Budget & Appropriation Ordinance              for FY 07/08

 

MOTION:  Trustee Arlowe moved to adopt Ordinance #07-08-01 Tentative Budget & Appropriation Ordinance for FY 07/08.  Trustee DuRocher seconded.  Roll call vote: Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Stull absent)

 

b.      Adopt Public Notice of Budget & Appropriation Public Hearing scheduled for September 19, 2007

 

MOTION:  Trustee Clark moved to adopt the Public Notice of Budget & Appropriation Public Hearing scheduled for September 19, 2007.  Trustee Arlowe seconded.  .  Roll call vote: Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Stull absent)

 

c.       Adopt Building & Maintenance Levy Ordinance for FY 07/08

 

MOTION:  Trustee Arlowe moved to adopt Ordinance #07-08-02 Building & Maintenance Levy Ordinance for FY 07/08.  Trustee Clark seconded.  Roll call vote: Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Stull absent)

 

d.      Review “Serving Our Public: Standards for Illinois Public Libraries,” Chapter X: System and ILLINET Membership Responsibilities

 

Director Whitmer reviewed the items and stated that the library meets all of the Core Standards as well as 3 out of 5 of the Supplemental Standards.

 

e.       Artwork Donation

 

Director Whitmer displayed two pieces of artwork by Dick White that Nancy Yonker wishes to donate to the library. Discussion was held regarding the artwork and possible locations within the library to display the pieces.

 

MOTION:  Trustee Arlowe moved to accept the donation of the artwork donate.   Trustee DuRocher seconded.  Roll call vote:  Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman – aye. Motion carried.  (Trustee Stull absent)

 

 

            f.          Disposition of Library Equipment Furnishings

 

Director Whitmer reported that in anticipation of the additional shelving needed for books, two study carrels need to be stores or discarded. She stated that the study carrels are valued at over $1,000 and according to library policy, the Board may authorize the sale of such items in accordance with Illinois Library Law as follows:

1)      Donate or sell to any other tax supported library, or

2)      Post a public notice of its availability, the date and the terms of the proposed sale.

 

After discussion on whether to retain or dispose of the furnishings, it was the consensus of the Board to have Director Whitmer dispose of them.

 

MOTION:  Trustee Arlowe moved to dispose of library equipment/study carrels.  Trustee Clark seconded.  Roll call vote:  Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – nay; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Stull absent)

 

            g.         Closing of library for Staff In-Service on Friday, October 19, 2007

 

Director Whitmer stated that she met with the Directors from Winfield and West Chicago Libraries and they are finalizing plans for a multi-library staff in-service that will take place at the West Chicago library.

 

MOTION:  Trustee Clark moved to close the library for Staff In-Service on October 19, 2007.  Trustee DuRocher seconded. 

 

Trustee DuRocher asked if Board Members could attend, but Trustee Johnston stated that it could inhibit a staff member’s participation if board members were present.

 

Roll call vote:  Trustee Clark – aye; DuRocher – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman – aye. Motion carried.  (Trustee Stull absent)

 

            h.         Security Report

 

Trustee Johnston asked if this item of business should be discussed in Closed Session. Director Whitmer stated that she could not find exception in the Open Meetings Act that would allow for discussion of this matter in closed session. Director Whitmer reported that she had spoken with a representative of the Warrenville Police Department and it was suggested that the Trespass Order not be rescinded at this time. After discussion, it was the consensus of the board to keep the Trespass Order in place at this time and review the matter in six months. Director Whitmer will notify the patron of the board’s decision by certified mail.

 

            i.          Special Reserve Fund

 

Director Whitmer stated that the library’s attorney advised her that the Board should adopt a plan for the use of the money in the Special Reserve Fund.  According to state law, a plan must be adopted that outlines specific uses for the funds being accumulated.

 

Director Whitmer had recommendations on how to spend the money for capital expenses and revise the recommended amounts and bring an ordinance for approval to the next board meeting.

 

Trustee Johnston left the meeting at 9:27 p.m.

 

j.          Board Development/Strategic Planning Workshop

 

Trustee Clark stated that he would like to schedule a workshop with Kurt Anderson in order to revisit the Strategic Plan and Long Range Plan and also to integrate Trustee DuRocher into the Board.

 

Director Whitmer will contact Mr. Anderson to confirm the date of Saturday, October 13, 2007 and to clarify if a half or full day workshop is needed.

 

k.         City/Library Task Force

 

Trustee Brown distributed information on Development Impact Fees that he had prepared and explained developer impact fees and how the library needs a plan for these fees or the fees revert back to the developer.

 

The proposed agenda for the meeting that will be held on Wednesday, August 8, 2007 was discussed and what items should have top priority. It was decided that the library would like to discuss (1) Bob Walters Commons Committee – development plans, (2) Developer Donations, (3) Development of Property Adjacent to the Library, and (4) Library Long Range Planning (remodeling/expansion).

 

17.       Trustee Comments

 

a.                   Trustee Arlowe pointed out the article “A Librarian’s 2.0 Manifesto”from the ILA Reporter.

 

b.         Trustee DuRocher asked if the board meeting was scheduled for November 21, 2007 which is the night before Thanksgiving. Director Whitmer stated that due to the holiday the meeting had been changed to November 28th at the time the meeting schedule was approved.

 

c.         Trustee Clark stated that as we begin to think about the possibility of remodeling the building, an adult quiet room with a chess board and coffee pot would be nice.  A teen room with video games and a vending machine would also be nice as long as the refreshments were contained to that room.

 

d.         Trustee Goodman suggested that the agenda be revised to move important items to the beginning of the meeting.  Director Whitmer reported that the layout of the agenda is included in the Trustee By-Laws and would need to be changed in the By-Laws. It was recommended that the by-laws be reviewed at a future meeting.

 

18.       Adjournment

 

MOTION:  Trustee Brown moved to adjourn the meeting at 10:00 p.m. Trustee DuRocher seconded. Voice vote:  all ayes.  Motion carried.  (Trustees Johnston and Stull absent)

 

Respectfully submitted,

 

 

____________________________________

Bob Brown,

Secretary Pro-Tem

Warrenville Public Library District

Library Board of Trustees