WARRENVILLE PUBLIC LIBRARY DISTRICT

Minutes of the Regular Meeting

of the Board of Trustees

Wednesday, June 21, 2006, 7:00 p.m.

 

ATTENDING:  Trustees Arlowe (arrived at 7:02 p.m.), Clark, Johnston, Stull and Walker

 

ABSENT:           Trustee Goodman

 

ALSO ATTENDING:  Director Sandra Whitmer, Department Heads Joe Filapek, Leila Heath and Sue Larson

 

1.         Call to order – President Johnston called the meeting to order at 7:00 p.m.

2.         Approval of the agenda

Trustee Clark suggested moving #16 Closed Session and #17 to follow #12 Unfinished Business.  Items #18 and #19 are removed.

MOTION:  Trustee Clark moved to approve the agenda as amended. Trustee Stull seconded. Voice vote – all ayes.  (Trustee Arlowe and Goodman absent)

     3.    Public comments - none

3.         Correspondence

a.       Thank you letter from staff member Enid Weiser

4.         Consent Agenda   

Trustee Johnston read the consent agenda as follows:

a.       Minutes of the May 17, 2006 Committee of the Whole

b.      Minutes of the May 17, 2006 Regular Meeting

c.       Minutes of the May 17, 2006 Closed Session

d.      Payment of non-contractor bills in the amount of $24,523.30 with checks #15149 and #15150 and reclassify $8,400 of check #15028 paid March 15, 2005 to Peregrine, Stime, et. al from Corporate Account, Regular Bills to Capital Improvement Fund, Non-Contractor payment.

e.       Payment of regular bills in the amount of $74,847.70 with checks #15137 – 15200.  #15185 and #15199 are voided.

f.        Receive and file Building Construction and Investment Report for the month of May

g.       Receive and file Financial Report for the month of May

h.       Adopt Prevailing Wage Ordinance (Ordinance 05-06-06)

i.         Adopt Ordinance Amending Budget & Appropriation Ordinance for the Fiscal Year 2005-2006 (Ordinance 05-06-07)

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

5.         Treasurer’s Report – Director Whitmer reported that the financials report is 91% into the fiscal year and total corporate expenditures are 86%. Expenditures should be under budget and income over budget.

6.         Director’s Report

a.         Director Whitmer reported she and Jackie had their first meeting with the auditors.

b.         She shared a picture of children enjoying one of the weekly movies which use the new laptop, speakers and LCD projector. 

c.         Received notification from DLS, that the Board will have two public library seats up for election in the fall.

d.         Received from the Illinois Library Association a copy of the new conference program.  

e.         Reported that she attended the Old Town/Civic Center Triangle meeting during the week of June 12th. There will be an opportunity for public input in late August with as many as 150-200 citizens involved.  The planning companies do recognize that the library is an asset to the area.

f.          Has received a few meeting room requests one of which is from the Debate Team that the Walker family is involved with.  The Debate Club is planning a two day city wide event and have requested the large room and one of the smaller rooms whether the Board Room or study room.  The second request was from the Community Partners in Poetry.  Would like to make an exception for reserving the small study room for the Debate Team.

g.         Trustee emails – will have a generic trustee email at Warrenville.com which Director Whitmer will monitor.  Director Whitmer will monitor the individual trustee emails with the exception of Trustee Johnston’s.

h.         Received a quote in the amount of $800 for a sign indicating where the book return is located. 

i.          The Foundation has invited anyone interested to participate in the July 3rd Parade. 

     6.    Department Head Reports

            a.         Adult Services – Leila Heath

1)         Leila Heath reported that the King Tut program was a success.

2)         Signup for the Summer Reading Program has begun.  Complimentary Ravinia tickets were given to Warrenville Library cardholders who signed up to participate.

 3)        Richard Gier is back to work from medical leave.

       b.              Youth Services – Sue Larson

1)         Penny Bohlen had a program based on the Dora character for parents and children that drew a big crowd. There were many activities available.

2)         Story time was attended by 62 this week.

      c.               Automation – Director Whitmer

1)         Director Whitmer reported that Kent from Computers for Business was at the library all day and he thinks he has found a solution to Cybrarian.   The part time position for the Computers Systems Assistant has now been filled.

2)         The new website will be available for staff testing during the month of July with hopes to have it up in August, and publicity in September.

3)         Director Whitmer reported that the wireless is now functioning properly.           

7.         President’s Report – No report

8.         Secretary’s Report – No report

9.         Miscellaneous committee reports

a.       Director’s Evaluation Process

Trustee Clark reported that he, Trustee Clark, and Director Whitmer had met with Kurt Andersen.  Kurt is preparing a complete set of documents recommending an evaluation process that includes management style,  professional knowledge and skills, interpersonal communication skills, work ethic, community involvement,  relationship with Board, personnel, personal and professional growth, vision oriented and strategic plan.  He further explained the entire process.

This item will be included on next month’s meeting agenda for discussion and approval.

10.     Unfinished business

a.       Approve Revised Strategic Plan  

MOTION:  Trustee Clark moved to approve the revised Strategic Plan with the stipulation that any document that is put out for public review does not include the tasks. Trustee Arlowe seconded.  Voice vote: all ayes. Motion carried.  (Trustee Goodman absent)

11.  Closed session

MOTION:  Trustee Stull moved at 7:43 p.m. to enter into closed session as allowed by 5ILCS 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 Clark seconded. Roll call vote:  Trustee Stull – aye; Clark – aye; Arlowe – aye; Walker – aye; Johnston – aye. Motion carried. (Trustee Goodman absent

Returned to regular session at 8:06 p.m.)

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

13.       New Business

a.   Adopt FY 2006-2007 Working Budget  

Trustee Johnston questioned how many eligible employees will be receiving the health insurance. Director Whitmer responded that 7 out of 9 eligible employees are now on the health plan.  Twelve employees signed up for the vision plan.

Trustee Johnston asked if the $47,000 has been transferred into the budget from the automation plan in the Capital Improvement Funds. Director Whitmer stated that it has not.  A separate sheet will be added to show Capital Improvements Funds with both the automation amount and materials amount that will be transferred.

Director Whitmer stated that there are a few items that have not been included in the budget which includes additional overhead lighting in the youth services area, additional bookcase for the historical collection, additional shelving for the music CD collection.  Trustee Johnston stated that sufficient amounts be included in the Budget and Appropriation Ordinance to reflect these amounts.

Director Whitmer asked if the attorney line item should reflect an amount from the Capital Improvements Fund for the ongoing litigation.  After discussion it was the consensus of the Board to increase the amount to $30,000.00.  The Budget and Appropriation Ordinance will also reflect this amount.

MOTION:  Trustee Clark moved to adopt the FY 2006-07 Working Budget as presented. .  Trustee Walker seconded.  Roll call vote:  Trustee Stull – aye; Clark – aye; Arlowe – aye; Walker – aye; Johnston – aye. Motion carried.  (Trustee Goodman absent)

b.      Amend Policy No. 320-General Rules of Conduct 

Director Whitmer recommended the policy be amended to include a statement regarding animals in the library.

MOTION:  Trustee Clark moved to amend Policy No. 320 – General Rules of Conduct. Trustee Arlowe seconded. Voice vote: all ayes.  Motion carried.  (Trustee Goodman absent).

c.       Appoint board committee to audit Board Secretary’s records for FY05/06  

MOTION:  Trustee Clark moved to appoint Trustee Arlowe and Stull to audit the Board Secretary’s records for FY 05/06.  Trustee Walker seconded.  Voice vote: all ayes.  Motion carried.  (Trustee Goodman absent)

d.      DuPage County Bicycle Parking Program (Grant Opportunity) 

Director Whitmer stated that this is a program for additional bike racks.  Trustee Clark questioned the $100 cost to the library since the County is receiving a grant to purchase the rack for $100.  Director Whitmer did not know the answer to this question, however, she will ask the County for more clarification and inquire about receiving 5 of the racks.

e.   Review “Serving Our Public: Standards for Illinois Public Libraries,”   Chapter VI: Programming (Per Capita Grant Requirement)

      Director Whitmer explained that at this time she did not see any specific areas relating to the applicable core standards that need to be revised.

f.    Town Sub-Area Steering Committee 

      Trustee Stull stated that she had noticed that there was no representative from the Library on this Committee.  Director Whitmer is now attending the meetings and will keep the Board advised.

14.       Trustee Comments

a.         Trustee Stull reported on attending the “Getting on Board” Workshop.  It was more of an introductory workshop for new board members, but there were many interesting things discussed. 

1)         One of the main things was that a board member should always be an advocate in the community for the library. 

2)         Meeting minutes were discussed and that they are a legal document and stated to use a staff member or volunteer to write them, include no dialogue and keep them short.

3)         To have a form to put an item on the agenda so that you know it was received.

b.         Trustee Walker encouraged all to see what you might want to see reflected in the outside area between the library and city hall.

15.       Items for Information/Discussion  - none

16.       Adjournment 

MOTION:  Trustee Clark moved to adjourn the meeting at 8:59 p.m. Trustee Arlowe seconded.  Voice vote: All ayes.  (Trustee Goodman absent)

 

Respectfully submitted,

 

Heather Stull, Secretary