WARRENVILLE PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES

MINUTES OF REGULAR MEETING

WEDNESDAY, SEPTEMBER 19, 2007 -  7:10 p.m.

 

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

 

ABSENT:          Trustee Goodman

 

ALSO ATTENDING:  Director Sandra Whitmer, Administrative Assistant Jackie Davis, Department Heads Joe Filapek, Leila Heath, Barb Heilenbach and Sue Larson

 

1.            Call to order – President Pro-Tem Clark called the meeting to order at 7:10 p.m.

 

2.            Approval of the agenda

 

a.            Trustee Clark removed Items 17, 18, 19, and 20.

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

3.            Public Comments

a.            Ken Doenges (29W384 Emerald Green Drive) spoke on behalf of his wife.  He stated that his wife would like to see the selection of audiobooks expanded.

b.            Bob Brown (29W431 Emerald Green Drive) – Mr. Brown stated that Emerald Green Subdivision has a large population of seniors who listen to audiobooks.  The library should budget to provide more of these materials in the future.

4.            Correspondence

a.            Director Whitmer stated that a thank you from the Golconda Public Library, located in    southern Illinois, was received for a set of withdrawn encyclopedias that they received   from  the Warrenville Public Library District.

5.            Consent Agenda

 

                a.            Approve Minutes of the August 15, 2007 Regular Board of Trustees Meeting

                b.            Approve Minutes of the August 15, 2007 Closed Session #1

                c.             Approve Minutes of the August 15, 2007 Closed Session #2

 

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

 

6.            Treasurer’s Report

                a.            Receive and file Building Construction and Investment Report for August

                b.            Receive and file Financial Report for August

                c.             Payment of non-general contractor bills for September in the amount of $13,990.38       with checks numbered 16029, 16030, 16032, 16081 and 16084.

                d.            Payment of regular bills for September in the amount of $38,131.11 with checks               numbered 16022-16028, 16030-16083.

 

MOTION:  Trustee Johnston moved to file and receive the Building Construction and Investment Report for August; receive and file Financial Report for August; Payment of non-general contractor bills for September in the amount of $13,990.38 with checks numbered 16029, 16030, 16032, 16081 and 16084 and payment of regular bills for September in the amount of $38,131.11 with checks numbered 16022-16028, 16030-16083. Trustee Stull seconded. Roll call vote: Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – aye; Brown – aye; Clark – aye.  Motion carried.  (Trustee Goodman absent)

 

7.            Director’s Report

 

                a.            Director Whitmer reported that newmanArchitecture will be hosting their 25th                                                   anniversary event at the library on Friday, October 19, 2007 from 3-7 p.m. The library is                                  closed for staff in-service on that day and this is an invitation only event.

b.            The annual staff & trustee recognition dinner will be on Sunday, January 27, 2008 at the                Courtyard Banquets in Warrenville.

c.             Joe Filapek has pursued the theft of DVDs and has been in contact with the police           department regarding the incidents.

d.            There is no update on the litigation.  A letter from the library’s attorney was distributed                to  trustees at the meeting.

e.            There has been some discussion with the City regarding property acquisition and the     City/Library Task Force in November needs to be rescheduled.

 

8.            Department Head Reports

 

a.            Circulation – Joe Filapek stated that some shifting of materials has been completed in anticipation of the new shelving.   September is  Library Card Sign-up Month with about 100 new cards issued as of this date.  Children who sign up for a library card can put their name on a nameplate and place it in a new book of their choice.  

b.            Adult Services- Leila Heath reported that programming has been scheduled for the fall and winter.  Leila and Jack Kowalski have talked to Dorothy Deer of America in Bloom about  gardening programs.  Warrenville Library, along with 7 other libraries and DuPage Library System, will be participating in a series of programs on writing and publishing.  Each library will host one of the programs.  

 

 

c.             Youth Services – Sue Larson reported that they have been working on programming and storytimes have begun for the fall and winter.  She is also working on “Get Smart with Homework” and will be visiting local schools presenting information on the library’s databases.

d.            Technical Services – Barb Heilenbach is interviewing candidates for a vacancy in the department.

 

9.            President’s Report – In Trustee Goodman’s absence Director Whitmer stated that Trustee Goodman had requested that she share news articles.

 

10.          Secretary’s Report – None

 

11.          Library committee reports - None

 

12.          Other meetings/events attended

 

a.            City of Warrenville 175th Anniversary Committee -  Trustee DuRocher stated that the committee has lots of plans and volunteers. A big kick-off event will be held  in January 2008. The library will likely participate in the event.

b.            Bob Walters Commons Citizens Committee

                1)            Trustee Arlowe reported that the committee will be requesting money from the             City at an upcoming Community Development meeting.  The committee has          applied for a hotel/motel grant.  Trustees Arlowe and Brown continue to remind                the committee that the Library Board needs to approve any plans.

                2)            Trustee Brown stated that any organization collecting money from citizens          must have their financial records audited by an outside source and submitted to               the City.  He would like the library to receive a copy of the audit also.

                3)            After considerable discussion it was the consensus of the Board to ask the          committee to obtain a copy of the yearly audit for Friends of Warrenville Parks.

                c.             City of Warrenville Finance & Personnel Committee of the Whole Meeting

Director Whitmer stated that she and Trustees Goodman and Brown attended the City’s meeting when the library’s request for developer donations was discussed.

 

13.          Unfinished Business

 

                a.            Developer Donation Request – Approve Indemnity and Hold Harmless Agreement

 

Director Whitmer reported that the library’s attorney had reviewed the City’s Indemnity and Hold Harmless document and recommended the library sign the agreement.  The document states that the library will accept any liabilities that may arise from the library’s use of developer donations.

 

MOTION:  Trustee Arlowe moved to approve Ordinance 07-08-05 – Ordinance Concerning Developer Donations.  Trustee DuRocher seconded. Roll call vote: Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – pass; Brown – aye; Clark – aye.  Motion carried.  (Trustee Goodman absent)

 

14.          New Business

a.       Approve Disaster Plan

MOTION:  Trustee Arlowe moved to approve the Disaster Plan. Trustee Johnston seconded. Voice vote –all ayes.  Motion carried. (Trustee Goodman absent)

b.      Approve the FY08 Per Capita Grant Application

                c.    Approve Chief Fiscal Officer’s Certificate of Estimate Revenue for FY 07/08

                d.    Adopt Resolution #168 – Determine Estimate of Funds Needed for FY 07/08

                e.   Adopt Ordinance #07-08-04 - Budget & Appropriation Ordinance for FY 07/08

                f.   Approve Truth in Taxation Notice

MOTION:  Trustee Johnston moved to approve the FY08 Per Capita Grant Application; approve Chief Fiscal Officer’s Certificate of Estimate Revenue for FY 07/08; Adopt Resolution #168 – Determine Estimate of Funds Needed for FY 07/08; Adopt Ordinance #07-08-04 – Budget & Appropriation Ordinance for FY 07/08; and approve Truth in Taxation Notice. Trustee DuRocher seconded.  Roll call vote: Trustee Stull – aye; Arlowe – aye; DuRocher – aye; Johnston – pass; Brown – aye; Clark – aye.  Motion carried.  (Trustee Goodman absent)

 

                g.            Distribution of first draft of Levy Ordinance

        Director Whitmer explained that this is the first draft and that the final version will be    approved next month.

                h.            Bob Walters Commons Improvements

1)            Trustee Johnston stated that he does not want the library’s name mentioned   along with the group. 

2)            Trustee Stull explained that the group has not designated who will be    responsible for maintenance of the area.

3)            Trustee DuRocher asked about the background of the group.  The Board              explained the history of the group and that the library at this time does not have          funds to contribute to this endeavor.

 

It was the consensus of the Board to request that the committee make formal, specific requests of the Library Board and that these requests be placed on a future agenda for action.

 

 

15.          Trustee Comments

 

                a.            Trustee Clark - distributed an article on wi-fi radiation.

b.            Trustee Johnston

                1)            Stated that he is disappointed that the Board is not pursuing acquisition of any additional property.

                2)            He stated that if the board meetings continue after the library is closed, the       Board is in violation of the Open Meetings Act since the front door is locked.              The Board briefly discussed ways to avoid this situation.

 

c.             Trustee Stull asked if there was a December meeting.  Director Whitmer stated that this will be decided in November.  It was also noted that the  November meeting is one week later than normal on November 28th.

 

16.          Items for Information/Discussion – None

 

17.          Next meetings and events

 

                Trustee Arlowe asked if she could attend PLA in Minneapolis, Minnesota in March 2008. The      library would only have to pay for the conference registration since her sister lives in           Minneapolis. This item will be placed on the October agenda.

 

18.          Adjournment

 

MOTION:  Trustee Brown moved to adjourn the meeting at 8:18.  Trustee Johnston seconded. Voice vote – all ayes. Motion carried.  (Trustee Goodman absent)

 

Respectfully submitted,

 

 

 

Heather Stull

Secretary

Warrenville Public Library District

Library Board of Trustees