WARRENVILLE
PUBLIC LIBRARY DISTRICT
MINUTES OF REGULAR
MEETING
OF THE
BOARD OF TRUSTEES
WEDNESDAY,
MARCH 19, 2008 – 7:00 P.M.
1.Call to order – President Goodman called the meeting to order at 7:14 p.m.
2.Roll call
ATTENDING:Trustee Arlowe, DuRocher, Goodman, Johnston and Stull
ABSENT:Trustee Clark
ALSO ATTENDING:Director Sandy Whitmer, Administrative Assistant Jackie Davis, Department Heads Joe Filapek and Leila Heath
3.Approval of the agenda
MOTION: Trustee Stull moved to
approve the agenda. Trustee Arlowe seconded. Roll call vote: Trustee Stull – aye; Arlowe – aye; DuRocher –
aye; Johnston – aye; Goodman – aye.
Motion carried.(Trustee Clark absent)
4.Presentations – None
5.Public comments – None
6.Correspondence
· Director Whitmer shared a thank you card from Trustee Clark for flowers received while he was in the hospital.
· She also shared an anonymous letter that was addressed to Board and staff on the March 18, 2008 public hearing for widening of Butterfield Road (Rt. 56)
7.Consent Agenda
Trustee Stull read the consent agenda as follows:
a.
Approve Minutes of the February 20, 2008 Regular
Board of Trustees Meeting
b.
Approve Minutes of the February 20, 2008 Closed
Sessions #1, #2, and #3
c. Receive and file Building Construction and Investment Report for February
d.
Receive and file Financial
Report for February
e.
Approve payment of
non-general contractor bills for March in the amount of $7,313.54 with checks
#16383, 16386, 16418, 16421, 16422, 16426, and 16428.
f.
Approve payment of
regular bills for March in the amount of $37,905.99 with checks #16373-16382,
16384-16417, 16419, 16420, 16423-16425, 16427, and 16429-16435. Check #16433 is
voided.
MOTION: Trustee
Arlowe moved to approve the consent agenda as read. Trustee DuRocher
seconded. Roll call vote: Trustee Stull
– aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Goodman – aye.Motion carried.(Trustee Clark absent)
9.Unfinished Business
a.Strategic Plan Revision
Director Whitmer stated that all authorized funds for Kurt Anderson’s services have been expended due to the additional half-day session with the Board, leaving no funds available for the final session with board and staff. Director Whitmer feels that the information gathered from the meetings Mr. Anderson has facilitated has given the Board and staff enough information needed to complete the revisions to the strategic plan.
Director Whitmer stated that she and the Department Heads had reviewed the Mission Statement, the roles of the library and the strategic priorities.
Director Whitmer reviewed staff recommendations regarding the Mission Statement, the Roles of the Library and the Strategic Priorities. The Board agreed with the staff recommendations.Staff will proceed with writing objectives, goals and tasks for each priority.
b.Roof Replacement Update
Matt Hichens of Newman Architecture surveyed the roof on March 12, 2008 and will have recommendations regarding the type of roofing system that should be installed as well as a report on some possible challenges that might be encountered with this project. He will also be contacting the City regarding requirements for the replacement.The goal will be to have the replacement done in June 2008.
A Committee-of-the-Whole Meeting will be held on April 9, 2008 at 7:00 p.m. for Mr. Hichens to present the roof replacement plan and answer any questions.
10.New Business
a.Non Resident Library Card Participation for FY 08/09
Director Whitmer explained that it is time to sign the annual form stating that we will issue non-resident cards and honor other non-resident cards issued by other participating public libraries in the State of Illinois. Trustee Johnston asked Joe Filapek how many current non-resident cards the library has. Joe Filapek stated that there are two families who pay for non-resident cards.
MOTION: Trustee Arlowe moved to
pass the Non-Resident Library Card Participation for FY 08/09. Trustee DuRocher seconded. Roll call
vote: Trustee Stull – aye; Arlowe – aye;
DuRocher – aye; Johnston – aye; Goodman – aye.
Motion carried. (Trustee Clark
absent)
b.Purchasing Policy - #120
Director Whitmer stated that Attorney Bob Kay has reviewed and made his suggestions to the policy which will adopt revisions related to Public Act 04-435 increasing the threshold for advertised bids from $10,000 to $20,000.
After discussion, it was the consensus of the Board to approve the new policy.
MOTION: Trustee Arlowe moved to pass the revised Purchasing Policy #120 as presented. Trustee DuRocher seconded. Roll call vote: Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Goodman – aye. Motion carried. (Trustee Clark absent)
c.Freedom of Information Procedure
Director Whitmer explained the revisions that she would like to see implemented and that the library’s attorney has reviewed the proposed changes.
After discussion it was the consensus of the Board to bring this item to the April 2008 Board meeting for approval on the consent agenda.
d.Tuition Reimbursement Policy
Director Whitmer explained how the new policy will be structured.After discussion it was the consensus of the Board to bring this item to the April 2008 Board meeting for approval on the consent agenda.
e.Expenditure of Capital Improvement Funds
Director Whitmer shared that there are funds available for furniture and equipment purchases and recommended that staff purchase new shelving for the historical collection and a new atlas stand.In addition, she recommended that the library trade-in the staff photocopier and upgrade to a new color photocopier that can be networked for staff printing, scanning and faxing.
Existing furnishings will be relocated and/or discarded depending upon condition.
Trustee Johnston explained that since these items were already approved in the current fiscal year’s budget under Furniture and Equipment that no board approval is needed for these expenditures.
f.LSTA Grant Opportunity
Director Whitmer explained that one of the LSTA Grant offerings this year is an opportunity to receive a matching grant for joining a Local Library System Automation Plan (LLSAP) which is MAGIC through the DuPage Library System.She explained the pros and cons of joining a consortium and also the expenses related to it. Since the grant is federal funds, if any of the grant is used for purchasing computers or internet access internet filters would have to be installed on all computers in the library so the library is CIPA compliant.
After discussion, it was the recommendation of Director Whitmer to not pursue the grant at this time to which the Board concurred.
11.Director’s Report
a.Litigation Report – Director Whitmer gave an update on the District 203 litigation.
b.Credit cards – Director Whitmer explained that she feels that society is becoming more and more dependent on plastic, whether debit or credit cards, and offering this option would give patrons another avenue to pay their fines, fees, meeting room rental fees, etc. Director Whitmer stated that this item will be included in the budget discussions.
c.Employee changes – Director Whitmer stated that an employee in Technical Services has abandoned her job.
d.Economic Interest Statements – Director Whitmer reminded the Board that the statements are due to the County by April 30, 2008.
e.There will be a Finance Committee of the Whole on April 16, 2008 at 6:00 p.m. to discuss the FY 09 budget. Trustee Goodman asked how Director Whitmer arrives at the budget numbers. Director Whitmer explained that she meets individually with each Department Head to review their department requests, materials, salaries, etc.
f.DuPage Library System (DLS) News - DLS Day is April 25 with several different programs at Pheasant Run Resort. One of the programs offered which might be of interest to trustees is Parliamentary Procedures.
g.DuPage Library System has requested the use of the library to host their annual awards program on Tuesday, June 3. They will be serving catered appetizers and desserts.
12.Department Head Reports
a.Adult Services – Leila Heath
Leila reported that she held a meeting on March 13 for the Adult Services SIG group and received many positive comments on the library.
Adult Services is currently planning summer and spring programming.82 attended the Warren Brown program on February 27 and 30 attended the first gardening program held at the library on March 11. The gardening program is in conjunction with the Warrenville Park District and America In Bloom.
The summer reading theme is “Get in the Game - Read”.
b.Circulation – Joe Filapek reported on reciprocal borrowing statistics between 2005-2007. Aurora and Wheaton patrons continue to be the biggest users of the Warrenville Public Library, while the Naperville and Wheaton Libraries have been the two locations where our patrons reciprocate the most. While no genuine patterns emerged from the three years of data, Joe did notice that Wheaton patrons seemed to continue using the Warrenville Public Library at a high level even after the renovation of their own library was completed.
13.President’s Report
· Trustee Goodman told Trustee Arlowe to have a great time at the Public Library Association Conference the week of March 23 in Minneapolis, Minnesota.
· Trustee Stull reported on the ILA Trustee Forum that she attended along with Trustee Goodman. Trustee Goodman stated that the first part of the Forum was on the history of the founding of the United States and intellectual freedom. The Illinois Library Trustee Day will be held on September 25 at Navy Pier in Chicago with all the exhibits open for trustees.
· She reported that she has received a reply to the letter she sent to the Attorney General’s office in regards to the Open Meetings Act clarification stating that they have forwarded the matter to Terry Mutchler, Public Access Counselor.
· Trustee Goodman attended a public hearing on March 18, 2008 regarding the expansion of Butterfield Road (Route #56). The cost will be approximately $63 million. Numerous 12’ lanes will be added and a tree-lined median with construction scheduled to begin in 18-24 months.
14. Treasurer’s Report – Trustee Arlowe reported that the financials are on track.
15. Secretary’s Report – None
16. Committee Reports
a.Personnel Committee – Trustee Stull distributed the Director Evaluation forms and Director Whitmer’s self-evaluation to trustees and stated that they need to be returned to her either by hard copy or email by April 2, 2008. Forms will also be distributed to the Department Heads. Trustee Stull will compile the results and present them at the April Board Meeting.
17.Trustee Comments
18.Items for information and/or discussion – None
Jackie Davis, Joe Filapek and Leila Heath
left the regular meeting at 9:01 P.M.
19.Closed Session
MOTION: Trustee DuRocher moved to enter into closed session 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.” Seconded by Trustee Arlowe. Roll call vote: Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Goodman – aye. Motion carried. (Trustee Clark absent)
Returned to Open Session at 9:25 p.m.
20. Discussion/action resulting from the above closed session
MOTION by Trustee Stull moved to “Appoint Jerri Picha to the open
trustee seat”. Trustee Johnston seconded.
Roll call vote – Trustee Stull – aye; Arlowe – aye; DuRocher – aye;
Johnston – aye; Goodman – aye. Motion
carried. (Trustee Clark absent)
21. Adjournment
MOTION: Trustee Johnston moved
to adjourn the regular board meeting at 9:27 p.m. Seconded by Trustee DuRocher. Voice vote – all ayes. Motion carried. (Trustee Clark absent)
Respectfully submitted,
Heather Stull
Secretary
Warrenville Public Library District
Library Board of Trustees