WARRENVILLE PUBLIC LIBRARY DISTRICT

MINUTES OF REGULAR MEETING

OF THE BOARD OF TRUSTEES

Wednesday, November 28, 2007 – 7:00 P.M.

 

ATTENDING:      Trustees Arlowe, Brown, DuRocher, Goodman, Johnston, and Stull

 

ABSENT:               Trustee Clark

 

ALSO ATTENDING:  Director Sandy Whitmer, Administrative Assistant Jackie Davis, Department Heads Joe Filapek and Leila Heath, Brian LeFevre, Sikich, LLP

1.       Call to order – Trustee Goodman called the meeting to order at 7:13 p.m.

 

2.       Approval of the agenda

 

a.       Trustee Stull removed Item 6.d. -  Approve Minutes of the November 3, 2007 Board Workshop to the Regular Agenda.

b.      Trustee Goodman removed the following items to the Regular Agenda

1)    Item 6.b. Approve Minutes of the October 17, 2007 Regular Board of Trustees Meeting

2)    Item 6.h. Receive and file financial Report for October

3)    Item 6.j. Ratify payment of regular bills for November in the amount of $45,593.52 with                checks numbered 16138 – 16205.

c.    Trustee Johnston added Department Head Reports to 16. Items for Information and/or Discussion.

MOTION:  Trustee Arlowe moved to approve the agenda as amended. Trustee DuRocher seconded. Voice vote –all ayes.  Motion carried (Trustee Clark absent)

3.       Presentation

                a.            Presentation of the FY 2006/2007 Audit by Brian LeFevre, Sikich, LLP

                                Mr. LeFevre reviewed the Annual Financial Report that was prepared by Sikich, LLP and                answered Trustee questions.

                                Mr. LeFevre reviewed the Management Letter and explained that the Library District should review the financial statements of the Library Foundation and evaluate if the Foundation is a component unit in accordance with Statement No. 29, Determining Whether Certain Organizations Are Component Unit.  He also reported that there are three criteria that the Foundation must met to be considered a component unit of the Library District.

                                Mr. LeFevre left the meeting immediately following his presentation.

MOTION:  Trustee Arlowe  moved to approve the regular agenda as amended.  Trustee DuRocher seconded. Voice vote – all ayes. Motion carried.  (Trustee Clark absent)

       4.     Public Comments - None             

        5.      Correspondence

                  a.          Email from patron Becki Sallee – no discussion

                  b.          Letter from Gary A. King, DuPage County Clerk

                                Due to the letter received from Gary King, Trustee Brown asked that if there’s a considerable delay in the library receiving tax funds next year, would this be a financial burden to continue library operations. Trustee Johnston stated that there are deposited funds that could be used in the interim.

        6.      Consent Agenda

                  Trustee Goodman read the consent agenda as follows:

                  a.          Approve Minutes of the October 17, 2007 Truth in Taxation Public Hearing

                  b.          Approve Minutes of the October 17, 2007 Closed Session

                  c.           Receive and file Minutes of the August 8, 2007 City/Library Task Force Meeting

                  d.          Receive and file draft Minutes of the November 7, 2007 City/Library Task Force Meeting

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

                  f.           Ratify payment of non-general contractor bills for November in the amount of $6,153.29                                      with checks numbered 16144 – 16147.

                  g.          Adopt Ordinance #07-08-08 Fixing Regular Meetings for 2008

                  h.          Accept FY 2006/2007 Annual Audit

                  i.            Adopt Resolution #169 – Transfer of remaining FY 06/07 Corporate Funds in the amount                                       of $4,053 to the Special Reserve Fund

 

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

7.    Regular Agenda

        a.    Approve Minutes of November 3, 2007 Board Workshop

                  Trustee Stull made the following changes:

                  1)          The time of Trustee Johnston’s arrival was changed from 9:25 a.m. to 9:27 a.m.

                  2)          To be added before Adjournment  - “Trustee Clark left the meeting at 3:10 p.m.”.

                  3)          Added to end of the adjournment motion:  “(Trustee Clark absent)”.

MOTION:  Trustee Arlowe moved to approve the corrected minutes of the November 3, 2007 Board Workshop. Trustee Johnston seconded.  Voice vote – all ayes. Motion carried.  (Trustee Clark absent)

        b.      Approve Minutes of the October 17, 2007 Regular Board of Trustees Meeting

                  Trustee Goodman made a change on Page 3, 9.b.– Fines for Food

                  1)          The second sentence should be changed to read “The library’s attorney stated that the library is not able to participate in a program that would require monetary donations.”

                  2)          The notation of a break taken at 8:43 p.m. and returned to regular session at 8:59 p.m. should be relocated to proceed the motion of Item 9.e.

                  3)          Under Trustee Comments  #15.c. the word “News” should be added after “DLS”.

MOTION:  Trustee Arlowe moved to approve the Minutes of the October 17, 2007 Regular Board of Trustees Meeting as amended. Trustee DuRocher seconded.  Voice vote – all ayes.  Motion carried.  (Trustee Clark absent)

        c.     Receive and file Financial Report for October – Trustee Goodman pointed out that on the Director’s Summary of the financial report for October actually reflects 33% of the fiscal year, not 41.67% as stated.

        d.    Ratify payment of regular bills for November in the amount of $45,593.52 with checks numbered 16138 – 16205.  Trustee Goodman asked Director Whitmer why the checks for Peregrine, Stime, Newman & Bruckner and Meilahn Manufacturing were listed in her narrative on Page 21.  Director Whitmer explained that they were singled out for explanation.  

MOTION:  Trustee DuRocher moved to receive and file the Financial Report for October and to ratify payment of regular bills for November in the amount of $45,593.52 with checks numbered 16138-16205.  Trustee Johnston seconded. Roll call vote:  Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Brown – aye; Goodman – aye.  Motion carried.  (Trustee Clark absent)

8.    Unfinished Business - None

9.    New Business

        a.      Consider adding liability insurance coverage for Internet Liability and Workplace Violence                                   Liability

                Director Whitmer explained that the insurance brokers had presented a quote for both types of coverage.  In her opinion, the Internet Liability is not necessary at this point, but she does feel that the library should obtain some level of coverage for Workplace Violence Liability.  After discussion it was the consensus of the Board to have Director Whitmer obtain more information on the coverage.

        b.      Consider revisions to Policy No. 210 – Circulation of Materials

                  Director Whitmer explained the proposed revisions:

·                     Library cards will be valid for three years

·                     Replacement library cards will cost $1 each

·                     New DVDs will circulate for 3 days. All other DVDs will circulate for 7 days

·                     All Audio Books (CD & Cassette) and Music CDs will circulate for 4 weeks

·                     Reciprocal borrowers will be allowed to check out any library materials except New                                   DVDs and New Books on CD. They will not be able to request or reserve materials.

·                     The library will no longer charge a $5 processing fee for books that have been lost or                                damaged. (Patrons will be responsible for paying only the cost of the book.)

·                     Inclusion of the three-day grace period

 

The changes will be effective January 1, 2008.

 

MOTION:  Trustee Arlowe moved to approve the revisions to Policy No. 210 – Circulation of Materials as presented.  Trustee DuRocher seconded.  Roll call vote – Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Brown – aye; Goodman – aye.   Motion carried.  (Trustee Clark absent)

        c.       Revisions to board By-Laws

                  Director Whitmer will have the library’s attorney review them and this item will be on the                                  December board meeting’s agenda for review and action.

        d.      Repair/replacement of roofing system

                Director Whitmer presented a complete roof condition report that was prepared by Mr. Nyberg of Commercial Roofing Solutions, Inc.  The report indicates that the roof on the oldest part of the building is in disrepair and in need of replacement.  Olsson Roofing proposed  two options for replacement:  1) Match the roofing system of the newest part of the building by installing an adhered membrane system in the amount of $74,885.00 or  2) Match the existing system in the amount of $59,695.00. Director Whitmer stated that the board should consider hiring a consultant to write the RFQ/RFP.

                Trustee Brown stated that the library’s architect should be contacted to write the specifications.  After further discussion it was the consensus of the Board to have Director Whitmer contact Newman Architecture for a proposal to evaluate the status of the roof and make recommendations for replacement.  Director Whitmer will present Newman Architecture’s proposal at the December board meeting.

10.  Director’s Report

        a.      Director Whitmer reported that the staff in-service day  held with Winfield and West Chicago                                   was a huge success.

        b.      A bid was obtained for staining of the building in the amount of $14,000.00 in October.  Since it is too late in the season to proceed with this work, other bids will be obtained in the spring for this project.

11.  President’s Report

        a.      Joint TIF Review Board Meetings for TIF #1 and TIF #2 (October 19, 2007)

                  Trustee Goodman reported that she attended the Joint TIF Review Board Meetings on October                                     19, 2007.   The Musselman Property was not purchased with TIF funds, but with water and                                  sewer funds.  Trustee Goodman explained some EAV reports that she received at the meeting.

                  Potential new construction, including the Library was discussed under TIF #2.

        b.      DuPage Library System Legislative Day (November 19, 2007)

                  Trustee Goodman attended the Legislative Day at the DuPage Library System on November 19, 2007.  She spoke to Representative Fortner who helped pass a new law for small library districts in which a person running for Library Board Trustee will only have to obtain 25 signatures instead of the previously required 50 signatures.

12.  Treasurer’s Report – None

13.  Secretary’s Report – None

14.  Committee Reports

        a.      Special Joint City Council Plan Commission Meeting:  Musselman Lumber Site Redevelopment

                  Director Whitmer stated that the purpose of the meeting was to discuss two concept site plans.   The main differences were that one extends Mount Street through the development to a realigned Rockwell Place and the other plan dead ends Mount Street in the development.

        b.      City of Warrenville 175th Anniversary Committee

                  Director Whitmer stated that she has met on numerous occasions with the Committee and details are still being worked out.  The library will have a children’s magic show along with someone making balloon animals. City Hall will have a historical video and the Park District will have a variety of musical groups and a dance troupe.  The light parade will commence at 5:00 p.m. and the evening will conclude with fireworks at 7:45 p.m.

        c.       Warrenville Library Foundation – Trustee Arlowe had attended the Foundation meeting on                              October 25, 2007.  The main topic was this year’s fundraising letter.  The Foundation approved                                  items requested by the Library in the amount of $1,875.00.

        d.      City/Library Task Force Meeting

                  Trustee Brown reported on the November 7, 2007 and shared the draft minutes with the                                  Board.

                   He also reported that he attended a City Council Meeting at which the Fire District requested                                         permission to conduct fire drills and practices at the Musselman Property.  

15.  Trustee Comments

        a.      Trustee Brown – has been coming to the library for approximately 1-1/2 hours every day to                              work on the computers and stated that the reference librarians have been very helpful.

16.  Items for information and/or discussion

        a.      Department Head Reports

                  1)          Joe Filapek reported that the circulation department has put considerable energy and effort in the shifting of materials in the Adult Services area which has created considerable space on the new shelving. 

                                Joe plans to have a library registration card form on the website for patrons to fill out and submit.  The library card will then be processed so that when the patron comes into the library all he has to do is show his identification and sign the card. 

                  2)          Leila Heath reported that they have finished the winter and spring programming plans and are currently working on the publicity for these programs.  They are also updating the collection and looking at obsolete materials.

17.  Closed Session

MOTION:  Trustee Arlowe moved to enter into closed session as allowed by 5 ILS 120/2(c)(5) for the purpose of “the purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired” at 9:17 p.m. Trustee Johnston seconded. Motion carried.  (Trustee Clark absent)

 

Returned to regular session at 9:36 p.m.

Trustee DuRocher left the meeting at 9:36 p.m.

18.  Discussion/action resulting from the above closed session - None

19.  Adjournment

MOTION:  Trustee Brown moved to adjourn the regular meeting at 9:37 p.m. Trustee Arlowe seconded. Voice vote – all ayes. Motion carried.  (Trustees Clark and DuRocherabsent)

Respectfully submitted,

 

Heather Stull

Secretary

Warrenville Public Library District

Library Board of Trustees