WARRENVILLE PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
MINUTES OF REGULAR BOARD MEETING
WEDNESDAY, JUNE 20, 2007 – 7:00 P.M.
ATTENDING: Trustees
Arlowe, Brown, Clark, Goodman,
ABSENT: Trustee DuRocher
ALSO ATTENDING: Director Sandy Whitmer, Administrative Assistant Jackie Davis, Department Heads Joe Filapek and Sue Larson
1. Call to order – President Goodman called the meeting to order at 7:00 p.m.
2. Approval of the agenda
a. Trustee Goodman removed #17, 18, 19 and 20.
b. Trustee Brown requested that #5.g Adopt Prevailing Wage Ordinance #06-07-06 be removed from the consent agenda and put under New Business as item #14.i – Prevailing Wage Ordinance #06-07-06.
c. Trustee Clark added a discussion regarding a meeting with Kurt Anderson under Items for Information/Discussion (16.a.)
d. Director Whitmer added a request from the Pedestrian and Bicycle Commission be added to Items for Information/Discussion (16.b.)
MOTION: Trustee Arlowe moved to approve the agenda as amended. Trustee
Clark seconded. Voice vote: all ayes. Motion carried. (Trustee DuRocher absent)
Trustee Goodman read the amended consent agenda as follows:
a. May 16, 2007 Committee of the Whole Minutes
b. May 16, 2007 Regular Meeting #1
c. May 16, 2007 Closed Session #1
d. May 16, 2007 Regular Meeting #2
e. May 16, 2007 Closed Session #2
f. Certification of Board of Trustees
MOTION: Trustee Clark moved to approve the amended consent
agenda as read. Trustee Arlowe seconded.
Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe – aye; Johnston
– aye; Brown – aye; Goodman – aye.
Motion carried. (Trustee DuRocher
absent)
6.
Treasurer’s
Report
a. Receive and file Building Construction and Investment Report for May
Trustee Arlowe reported that the balance in the account is $94,224.41 and interest was $414.68 for the month of May.
MOTION: Trustee Clark moved to receive and file the
Building Construction and Investment Report for May. Trustee Stull
seconded. Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe –
aye; Johnston – aye; Brown – aye; Goodman – aye. Motion carried. (Trustee DuRocher absent).
b. Receive and file Financial Report for May
Trustee Arlowe reported that the financial report is at 92% expended for 11 months of the fiscal year.
MOTION: Trustee Brown moved to receive and file the
Financial Report for May. Trustee Stull
seconded. Roll call vote: Trustee
Stull – aye; Clark – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman –
aye. Motion carried. (Trustee DuRocher absent).
c. Payment of non-general contractor bills for June
Trustee Arlowe reported that there are two invoices to be paid this month.
MOTION: Trustee Clark moved to pay the non-contractor
bills in the amount of $6,245.00 with checks #15874 and 15907. Trustee Stull
seconded. Roll call vote: Trustee
Stull – aye; Clark – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman –
aye. Motion carried. (Trustee DuRocher absent).
d. Payment of regular bills for June
MOTION: Trustee Arlowe moved to pay invoices in the
amount of $54,326.19 with checks #15839 – 15873, 15875 – 15911. Check #15843 and 15860 are voided. Trustee Clark seconded. Roll call vote: Trustee
Stull – aye; Clark – aye; Arlowe – aye; Johnston – aye; Brown – aye; Goodman –
aye. Motion carried. (Trustee DuRocher absent).
7. Director’s Report
a. Director Whitmer explained that she has investigated a flex spending plan for employees and will have more information available for the August board meeting.
b. TumbleBooks has been extremely popular with the Youth Services patrons.
c. Director Whitmer talked to the attorney about the developer donations and that the attorney feels that the City’s hold harmless requirement is standard.
d. The July 3rd parade kicks off at 6 p.m. Sue Larson and Judy Chapman will be riding in the Foundation’s convertible. Several staff members, along with Director Whitmer will be walking the parade route. Interested trustees are also welcome to participate.
e. America in Bloom has installed 4 flower baskets outside the Library’s Stafford Place entrance. The library did receive a certificate of liability insurance from the installing contractor.
f. The West Chicago Library Director contacted Director Whitmer and the Winfield Library Director regarding holding a cooperative staff in-service day.
g. The look of the statistical reports may be changing in the upcoming months.
h. Director Whitmer stated that the staff has been discussing a longer loan period for DVD’s. After discussion, it was the consensus of the board to have Director Whitmer conduct research on DVD loan periods at other libraries.
i. The District 203 lawsuit is scheduled for a hearing on June 22nd.
8. Department Head Reports
a. Adult Services
· Joe Filapek reported in Leila Heath’s absence that there are 250 adults signed up for summer reading.
· There is a program on Thursday, June 21st on Ravinia’s theme for the year and a videographer will be filming the program for a podcast on Ravinia’s website.
b. Circulation – Joe Filapek
· Joe reported that May was a quiet month, however, June has been busy.
· He stated that in his written report he outlined what services Unique Management Services provides to the library. The library sees a return of $5 for every $1 spent with Unique Management.
c. Youth Services – Sue Larson
· Sue reported that there were over 60 attendees at the movie on Monday, June 18th and storytimes are averaging 60-65 attendees.
· The first Concert on the Commons, Jim Gill, was attended by 225 people.
d. Technical Services – Director Whitmer reported that the technical services department has been working very hard to catch up with the backlog of materials and the part time staff has been working extra hours during June.
9. President’s Report
· President Goodman reported that she and Director Whitmer met with Mayor Brummel on Monday, June 4th to discuss several of the board’s concerns. Trustee Goodman reviewed some of the key items that were discussed with the Mayor and stated that it was a very vague but positive meeting. One of the most interesting things discussed with the Mayor was the hotel/motel tax. There are three more hotels to be built in Warrenville increasing the hotel/motel tax fund. She would like the library to consider installing wi-fi for the entire community in the future.
· Trustee Johnston asked about the library’s staff parking lot being used in the subarea planning and Director Whitmer stated that the City has acknowledged that the library’s staff parking lot will not be developed by the City.
· Trustee Goodman stated that she has made some changes to the agenda by adding next meetings/events to the end of the agenda.
· Trustee Brown stated that he asked three City Clerks about including approval of the minutes under the consent agenda. He was informed that minutes should be voted on individually.
Trustee Johnston reported that he was the trustee who made the change to the agenda to include the minutes in the consent agenda and that he had researched other government units including libraries and almost all of them included the minutes in the consent agenda.
Director Whitmer had checked with the library’s attorney and if it is a routine item it can be included on the consent agenda, however if there is any doubt, a trustee can remove the item from the consent agenda and put it on the regular agenda. Ordinances are not common on the consent agenda unless it’s a routine ordinance. Trustee Johnston reiterated that any item can be removed from the consent agenda for discussion.
· Trustee Goodman asked that trustees inform either herself or the director about meetings that they have attended. Committee reports have also been separated out to include library committee reports and then other meetings/events attended.
· Trustee Goodman asked about Playaway audiobooks that are now available at the Aurora Public Library. Director Whitmer will bring a Playaway to next month’s board meeting.
10. Secretary’s Report – Trustee Stull reported that she had a very nice trip and thanked the board for reelecting her to another term as secretary.
11. Library Committee Reports – the Library Foundation will have a convertible and walking participants in the Independence Day parade on July 3rd.
12. Other meetings/events attended
a. LACONI Trustee Dinner – May 18, 2007 (Attended by Trustee Arlowe and Director Whitmer)
Director Whitmer stated that she and Trustee Arlowe sat with trustees from Glenside and Villa Park. Timothy Gilfoyle spoke on Chicago’s Millennium Park and pickpockets in the 1800’s.
b. Bob Walters Commons Dedication – May 29, 2007 (attended by Trustees Brown, Goodman and Stull)
Trustee Stull reported that it was very nice ceremony with refreshments served in the library’s meeting room.
c. Bob Walters Commons Citizens Committee – May 30, 2007 (attended by Trustees Goodman, Brown, Arlowe and Director Whitmer)
Trustee Arlowe reported that Vivian Lund was in charge of the meeting and led a walk around the commons. They have very large plans with no money. Trustee Brown stated that the plan that Bob Siebert presented was drawn up by an architect. Very preliminary but the library does need to take part in the committee. Director Whitmer shared a list of library’s concerns. Director Whitmer reported that she was included on a city memo regarding vandalism to the fountain. Maintenance was an issue that was brought up often during the meeting.
13. Unfinished Business – None
14. New Business
a. Appoint
Board Liaison to
Trustee Arlowe will attend the June 28th meeting and Trustee Brown the next scheduled meeting.
b. Trustees to City/Library Task force
Trustees Brown and Clark were appointed to the City/Library Task Force.
c. Appoint
Board Liaison to City of
Trustee DuRocher will be asked to be the library’s liaison to this committee.
d. Two trustees to audit the Board Secretary’s Records
Trustee Brown and Durocher were appointed to audit the Board Secretary’s Records.
e. Adopt working Budget FY 07/08
Director Whitmer pointed out two mistakes in the budget. Trustee Goodman stated that she would like any monies spent out of the special reserve fund to have a sub-account number reflecting that the funds will come out of the special reserve fund. After discussion, it was the consensus of the board to ask the auditor if a transfer of funds or if certain account numbers should be designated.
MOTION: Trustee Johnston moved to approve the Budget
for Fiscal Year 2007-2008 with a transfer of $140,000.00 from the Special
Reserve Fund into the Corporate Fund and will be allocated as per the
expenditures. Trustee Brown
seconded. Roll call vote: Trustee Stull – aye; Clark – aye; Arlowe –
aye; Johnston – aye; Brown – aye; Goodman – aye. Motion carried. (Trustee DuRocher absent)
f. Publication of Legal Notices – Director Whitmer explained that Warrenville Today had sent a letter to the library that implied the library was not in compliance with the law. Director Whitmer contacted the library’s attorney who advised Director Whitmer that the library is following the law and can publish their legal notices in any newspaper that circulates in the district. Director Whitmer asked Warrenville Today for rates of publication of which have not been received as of this date. After discussion it was the consensus of the board to continue publishing the legal notices in the Press.
g. Intergovernmental Agreement with City of Warrenville for Shared Stormwater Detention – no information available at this time.
h. Expansion Plans – Trustee Brown
· Trustee Brown reviewed how the Library Board and staff planned and completed the building addition that was completed in 2004. Trustee Brown presented a plan that is not an expansion but remodeling plan. He presented a timeline of meetings that would need to be scheduled and reviewed his drawings and cost estimates.
Trustee Johnston left the meeting at 9:28 p.m.
· Trustee Goodman suggested that the board meet as a Committee of the Whole to discuss issues related to a future remodeling plan.
· Director Whitmer will be meeting with Matt Hichens of Newman Architecture this summer to discuss issues related to a future remodeling plan.
· Director Whitmer was directed to discuss with the staff what areas need enlarging.
· After Director Whitmer has met with Mr. Hichens the board will meet as a Committee of the Whole.
i. Prevailing Wage
Trustee Brown stated that the law hasn’t changed but the opinion of the law has changed and stated that the Library is responsible to confirm that contractors are paying their laborers the prevailing rate of wage.
MOTION: Trustee Arlowe moved to adopt the Prevailing
Wage Ordinance 06-07-06. Trustee Clark
seconded. Roll call vote – Trustee Stull – aye; Clark – aye; Arlowe – aye;
Brown – aye; Goodman – aye. Motion carried.
(Trustees DuRocher and Johnston absent).
15. Trustee Comments
a. Trustee Stull – asked if the Director could make a sign stating “we hear you” when a procedural or policy change is made from a patron comment.
b. Trustee Brown stated that Mrs. Goodman volunteered Mr. Goodman to serve coffee in the lower level.
16. Items for information/discussion
a. Meeting with Kurt Andersen
Trustee Clark proposes that the board (and possibly staff) hold a ½ day or full day workshop with Kurt Anderson. This workshop will also help to integrate Trustee DuRocher into the Board. This will be added to the July agenda.
b.
Pedestrian Bicycle Commission Petition - Director
Whitmer explained that a box was dropped off at the library with forms for
comments regarding the intersection at Rt. 59 and
17. Adjournment
MOTION: Trustee Brown moved to adjourn the meeting at
9:58 p.m. Trustee Clark seconded. Voice
vote – all ayes. Motion carried. (Trustee DuRocher and Johnston absent)
Respectfully submitted,
Heather Stull
Secretary