WARRENVILLE PUBLIC LIBRARY DISTRICT

Regular Meeting of the Board of Trustees

Wednesday, October 17, 2007 – 7:10 p.m.

 

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

 

ABSENT:          Trustee Clark

 

ALSO ATTENDING:  Director Sandra Whitmer, Administrative Assistant Jackie Davis, Department Head Leila Heath, Guest Rob Sperl

1.       Call to order – President Goodman called the meeting to order at 7:10 p.m.

 

2.       Approval of the agenda

 

It was the general consensus of the Board that Items #17, 18, 21, and 22 be removed. 

 

Trustee Johnston removed #6.j. from the consent agenda and moved it to Item No. 8.a.

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

3.       Presentation

 

a.       Bob Walters Commons Committee – Rob Sperl (President of Warrenville Parks and member of the Bob Walters Commons Committee) gave a presentation on the proposed conceptual plan for improvements to the Bob Walters Commons and a brief history of how the committee arrived at the proposed improvements , consisting of three phases:

        Phase 1 – removal and/or transplanting of plantings; sub drainage of areas and utilities that would need to be put in place for performances; walkways and retaining walls.

        Phase 2 - paving of stage area; site furnishings such as trash cans, seating, etc. and          extension of the stairs and installation of handrails. 

        Phase 3 – installation of  shade sails; clock tower and fencing;, final landscaping;                renovation of the lawn; and installation of the water feature.

He stated the City of Warrenville has committed $20,000 to the project, however, the committee needs the Library Board to endorse the plan before they can move forward. They have also applied for a $35,000 Hotel/Motel Grant which would fund the first phase.

Trustee Brown asked who would be handling the funds committed by the City.  Mr. Sperl responded that it is his opinion that the City would pay consultants directly for services rendered during the preliminary phase.   

Trustee Goodman asked what the library’s role would be in each phase.  Mr. Sperl replied that intergovernmental agreements will have to be drawn up with the Library, City and Park District.  From the committee’s standpoint, long term management would be up to the governing bodies, not the committee.  Mr. Sperl stated that this was also one of the major concerns of the City. 

 

4.       Public comments – Mr. Sperl stated that as a citizen of Warrenville, he feels the new book selection is great.

 

5.       Correspondence

 

a.            Announcement regarding DuPage Library System Legislative Breakfast

        Trustee Goodman asked if any trustees would like to attend the breakfast along with    Director Whitmer on November 19, 2007.

6.       Consent Agenda

        Trustee Stull read the consent agenda as follows:

        a.            Approve Minutes of the September 19, 2007 Budget & Appropriation Public Hearing.

        b.            Approve Minutes of the September 19, 2007 Regular Board of Trustees Meeting.

        c.             Receive and file Building Construction and Investment Report for September.

        d.            Receive and file Financial Report for September.

        e.            Payment of non-general contractor bills for October in the amount of $3,668.85 with                              checks numbered 16097, 16119, 16122, 16123, 16128, and 16131.

        f.             Payment of regular bills for October in the amount of $33,230.68 with checks numbered                       16086-16089, 16091-16118, 16120, 16121, 16123-16130, and 16132-16137.  Checks                                               #16085 and 10690 are voided.

        g.            Authorize payment of bills due on or before November 21 with ratification at the                                     November 28, 2007 board meeting.

        h.            Adopt Ordinance 07-08-06 Levy Ordinance for FY 2007-2008.

        i.              Certify compliance with Truth in Taxation Act.

 

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

 

7.            Regular Agenda – None

 

 

8.            Unfinished Business

a.       Adopt Ordinance 07-08-07 Ordinance Concerning Developer Contributions

MOTION: Trustee Arlowe moved to adopt Ordinance 07-08-07 Ordinance Concerning Developer Contributions.  Trustee Stull seconded. Roll call vote – Trustee Stull – aye; Arlowe – aye; Durocher – aye; Brown – aye; Johnston – pass; Goodman – aye.  Motion carried.  (Trustee Clark absent)

9.            New Business

a.       Trustee Attendance at 2008 Public Library Association Conference

Trustee Arlowe requested that she be able to attend the 2008 Public Library Association Conference in Minneapolis in March. 

MOTION:  Trustee Stull moved to approve up to $400 for Trustee Arlowe to attend the 2008 Public Library Association Conference in March 2008.  Trustee DuRocher seconded. Roll call vote – Trustee Stull – aye; Arlowe – abstain; Durocher – aye; Brown – aye; Johnston – aye; Goodman – aye.  Motion carried.  (Trustee Clark absent)

                b.            Consider request from Christmas Sharing “Fines for Food”

        Director Whitmer explained that Christmas Sharing had requested the library conduct a                “Fines for Food” program.  The library’s attorney stated that the library is not able to   participate in a program that would require monetary donations.  After considerable      discussion, the Board authorized Director Whitmer to contact Christmas Sharing    representatives to discuss the library serving as a location to collect mittens, scarves,        and hats. 

MOTION:  Trustee DuRocher moved to direct the Director to speak to the head of Christmas Sharing, Fred Olufs, to discuss a time period and the appropriate items that could be collected at the library.  Trustee Arlowe seconded. Roll call vote – Trustee Stull – aye; Arlowe – aye; Durocher – aye; Brown – aye; Johnston – aye; Goodman – aye.  Motion carried.  (Trustee Clark absent)

                c.             Consider request from Donna Hathaway regarding inclusion of information about the                                    Spiritual Book Discussion Group in the library’s literature

        Director Whitmer explained that Ms. Hathaway would like the library to include her        book discussion group in the library’s newsletter and website. The library’s attorney advised Director Whitmer that once you include one group, you would have to           include any group making the same request.

        After considerable discussion, it was the consensus of the Board that the library is           unable to publicize/promote this and other outside organizations/events in library      literature. They may continue to publicize their meeting on the library’s bulletin board in        the lobby.  Director Whitmer stated that in the future when the library has more staff          and funds the library would be a great place to host a community calendar.

d.    Extend library hours of operation to 7:30 p.m. on Saturday, January 12, 2008 for City of Warrenville 175th Anniversary Kick-off event

MOTION:  Trustee Arlowe moved to extend the library hours of operation to 7:30 p.m. on Saturday, January 12, 2008 for the City of Warrenville’s 175th Anniversary Kick-Off Event. Trustee DuRocher seconded.

                Trustee Johnston asked if the staff has been asked their opinion on this event. Director                Whitmer stated that the staff is in favor of participating.

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

e.            Consider request from Bob Walters Commons Committee to endorse concept plans for               Bob Walters Commons

                The Board discussed a list of questions that were presented by Trustee Brown.  Director              Whitmer stated that she does not think the committee will be asking for any funding        from the library at this time.  Director Whitmer stated that the City is also concerned                 with  maintenance issues, scheduling, liability certificates, and an agency needs to be                 responsible for the programming.  Director Whitmer stated that a policy will have to be      written with the qualifications for use of the commons. 

                After considerable discussion of the Board, it was the consensus of the Board that the concept be approved with the exception of the water feature and conditioned upon             having the  proper easements and legal agreements  in place.

A break was taken at 8:43 p.m.

Returned to regular session at 8:56 p.m.

MOTION: Trustee Johnston moved to approve the concept as presented with the exception of the water feature conditioned upon having the proper easements and legal agreements in place.  Trustee DuRocher seconded. Roll call: Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Johnston – aye; Goodman – aye.  Motion carried. (Trustee Clark absent)

10.            Director’s Report

The litigation brought by District 203 continues following Judge Duncan’s earlier dismissal of the case. District 203 has been given time to respond to the dismissal.  It is expected that the next hearing will take place in December.

NewmanArchitecture’s celebration will be on Friday, October 19th from 3-7 pm.

The Board workshop is on Saturday, November 3rd from 9 am – 4 pm.  A packet will be available by 4 pm on Friday, October 26th. 

This month’s agenda was changed to match the By-laws.

 Director Whitmer reported that Leila Heath is working hard on the library’s enewsletter.  Trustee emails will be added to the list.

Shelving is installed and the pages are hard at work shifting materials.

Jackie Davis will be taking medical leave for six weeks beginning December 4th. 

Trustee Johnston asked about the low circulation of adult MP3s. Director Whitmer stated the library has not purchased any new MP3 titles because you need to have special equipment to listen to them.

Trustee Goodman stated that she likes the new graphs that have been included in the board packet.    

11.          President’s Report

 

a.       DLS Public Library President’s Roundtable – October 1, 2007

Trustee Goodman stated that she met with nine other Library Board Presidents and shared information that she learned. The next meeting is scheduled for February 2008.

b.      Next meetings or events

Trustee Goodman reported that there is a meeting on Monday, October 22th at City Hall for the purpose of discussing the redevelopment of the Musselman Property.

Trustee DuRocher stated that a 175th Anniversary Committee meeting will be held on November 14th at 7 p.m. at the library.

12.          Treasurer’s Report

Trustee Arlowe reported that the library is on  track with almost 95% of taxes levied received and expenditures are at 26.5% for the fiscal year.

Director Whitmer reported that the auditor will give his report at the November board meeting

13.          Secretary’s Report- None

 

14.          Committee Reports – Trustee Arlowe stated that if any Trustee has comments regarding the By-             Laws that they should get their comments to either Trustee Arlowe or Clark.

15.          Trustee Comments

a.       Trustee DuRocher asked if anyone else had read the column by George Stafford in the Warrenville Today.  Director Whitmer stated that the library is not the first entity to be written about in the column.

b.      Trustee Johnston

1)    Reported that Frango Mints will once again be made in Chicago.

2)    He noticed that the plaques are up for the Albright paintings.

3)    The mobile is not moving..

       

c.       Trustee Brown stated that in the DLS News had an article about the Warrenville Public Library District and the Buzz Marketing program.

 

16.          Items for information and/or discussion

 

a.            City of Warrenville 175th Anniversary Committee – Trustees were referred to the written             report.

 

b.            Set meeting date for Committee of the Whole to discuss Board by-laws

Trustee Goodman would like to discuss term of office; agenda; who draws up the agenda; committees; and  public access to the board meeting.  Trustee Goodman suggested installing a buzzer for access after hours during the board meeting. 

Director Whitmer and Trustees Arlowe and Clark will try to meet before the Committee-of-the-Whole to discuss the By-Laws.   The committee-of-the-whole will  be a discussion only meeting with items changed sent to the attorney for review.  A meeting will be held at 6:00 p.m. before the November 28th board meeting.

17.          Closed Session

MOTION:  Trustee Stull moved to enter into closed session as allowed by 5 ILCS 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 propose of discussion whether a particular parcel should be acquired.  Trustee Johnston seconded.  Roll call vote:  Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Brown – aye; Johnston – aye; Goodman – aye.  Motion carried. (Trustee Clark absent)

Returned to regular session at 10:06 p.m.

18.          Adjournment

MOTION:  Trustee Brown moved to adjourn the regular board meeting at 10:06 p.m. Trustee Arlowe seconded.  Voice vote – all ayes.  (Trustee Clark absent)

Respectfully submitted,

 

__________________________________

Heather Stull

Secretary

Warrenville Public Library Board

Library Board of Trustees