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Board Minutes - FY04-05 |
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These are copies of minutes as approved by the Board. Official minutes are on file in the Library administrative offices |
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The July Board meeting was called to order at 7:30 p.m. at the Lisle Library District, 777 Front Street, Lisle, Illinois.. I. Roll Call B. Strecker introduced Jacquelyn Lee, Executive Assistant from Kelly Temporary Service that will be recording the minutes for this meeting. Present: Betty Long - President Patricia Kummer - Vice President John Rushing - Treasurer Elliot Spiegel - Trustee Richard Flint - Trustee - arrived at 7:45 Bill Strecker - Director Kathy Seelig - Asst. Director Jacquelyn Lee - Temp Recording Secretary Absent: Barbara Lund - Secretary Sharon Callais - Trustee Carol Quentin - Recording Secretary
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda: Minutes The following minutes were presented for approval: June 9 Board meeting, June 10 Finance Committee meeting and the July 7 Physical Plant Committee meeting. B. Long requested that the June 9 Board meeting and the July 7 Physical Plant Committee meeting minutes be removed from the Consent Agenda. B. Long referred to the June 9 minutes on Page 6 under the New Business Section. The Intergovernmental Agreement was presented untitled for future reference. The Agreement is now titled “Intergovernmental Agreement to Participate in the Lisle Township Property Assessment Consortium.” The June 9 minutes will be corrected to reflect the following corrections: Add title to the Intergovernmental Agreement to read: “Intergovernmental Agreement to Participate in the Lisle Township Property Assessment Consortium.” Add the Page 6 to the top of the page. July 14, 2004 Agenda Change: Section III - Consent Agenda change the July 7 Physical Plant Committee meeting minutes to July 5. Treasurer’s Report The Treasurer’s Report for June was presented. The report will be filed for audit. The Revenues Report, Expenditures Report, Current Assets Report and Investment Activity Reports were presented. Payment of Bills E. Spiegel and J. Rushing reviewed the bills this month. MOTION: P. Kummer motioned to approve the Consent Agenda with corrections to the June 9 Board Meeting and July 7 Physical Plant Committee meeting The motion was seconded by E. Spiegel. Roll Call Vote - All Aye. IV. Director’s report B. Strecker reviewed the monthly and yearly statistics. He stated that year-to-date circulation has increased 4% and there has been an increase in the Reference questions. The Internet usage by hours statistics has been consistent for the past 6 months. B. Strecker informed the Board that two grants have been received from the Wal-Mart Foundation for $750.00 and $1500.00. These funds will be used in two specific areas: Youth Services and Literacy. Wal-Mart was very impressed with the grant proposal submitted by J. Demas and they have invited her to participate in their corporate meeting. B. Long and R. Flint will review the bills next month. V. Assistant Director’s Report K. Seelig is back from medical leave and is working limited hours. No report was presented. . VI. Communications: B. Strecker read the Resolution of the Board of Trustees, Lisle Library District that was presented to J. Pearce for her outstanding contributions, dedication and performance while serving as the Administrative Office Manager to the Lisle Library District for 25 years. MOTION: P. Kummer motioned to approve the Resolution commended to J. Pearce. The motion was seconded by J. Rushing. Roll Call Vote - All Aye. The Board will sign the resolution and return to J. Pearce. VII. Committee Reports Finance - The Board reviewed the investment plan with Oakbrook Bank. The Oakbrook Projected Cash Assessment Report reflected $200,000 that will be available in the spring of 2005. These funds will be invested in a 1-6 month short-term interest-bearing account. The committee had some brief discussions on the best short-term investment plan for these funds. B. Strecker referred to the Assessment Valuation Comparisons Report that was requested by E. Spiegel. This comparison indicated the commercial assessed valuations have been significantly lower compared with residential valuations for the past two years. E. Spiegel pointed to a Daily Herald newspaper article that was brought in by B. Long. The article titled “Property Tax: It Can Often Be A Surprise,” detailed issues with residential and non-residential property and tax burden shifting between neighborhoods. Personnel/Policy P. Kummer presented the committee report as follows:
P. Kummer discussed proposed Article XIII of the by-laws. This item will be discussed at the Personnel/Policy meeting on July 21. MOTION: P. Kummer motioned to approve the Job Title and Employee Handbook changes. The motion was seconded by R. Flint. Roll Call Vote - All Aye. Physical Plant E. Spiegel stated that B. Strecker put together an outline for the RFQ which was approved with two modifications. Also discussed was the preliminary financial report from Ehlers Associates concerning debt services. The report from Ehlers confirms the Board’s discussions on this issue. MOTION: E. Spiegel motioned to approve the RFQ. The motion was seconded by J. Rushing. Roll Call Vote - All Aye. TIF Ad Hoc E. Spiegel and J. Rushing attended the public hearing held at the Village Hall. J. Rushing discussed the TIF Project stating his comments were strictly financial and pertain only to the Library District. CMLS/SLS Merger The MLS will hold their first Board Meeting next Monday. VIII. Unfinished Business There was no unfinished business. IX. New Business Setting of Annual Non-Resident Fee according to Policy 305 B. Strecker stated that the annual non-resident fee of $265.00 would increase $5.00 to $270.00 for the fiscal year 2004-05. MOTION: E. Spiegel motioned to approve the $270.00 annual non-resident fee. The motion was seconded by P. Kummer. Roll Call Vote - All Aye. 02% Ordinance 05-06 MOTION: P. Kummer motioned to approve 05-06. J. Rushing seconded the motion. Roll Call Vote - All Aye. Resolution R-05-02 to Prepare Budget and Appropriation Ordinance MOTION: E. Spiegel motioned to approve the Resolution R-05-02 to Prepare Budget and Appropriation Ordinance. The motion was seconded by P. Kummer. Roll Call Vote - All Aye. X. Executive Session Semi-Annual Review of Executive Session Minutes; 3/10/04, 3/15/04, 3/24/04, 4/14/04, and 5/12/04 MOTION: E. Spiegel motioned for the Board to go into Executive Session for the purpose of Discussion of Minutes of Meetings Lawfully Closed under this Act, Whether for Purposes of Approval by the Body of the Minutes or Semi-Annual Review of the Minutes as Mandated by 5 ILCS 120/2 c (21). The motion was seconded by P. Kummer. Roll Call Vote - All Aye. The Board went into Executive Session at 8:30 pm. The Board came out of Executive Session at 8:45 pm. MOTION: E. Spiegel moved to release the Executive Session minutes for 3/24/04 to the public. The motion was seconded by P. Kummer. Voice Vote - All Aye. MOTION: E. Spiegel moved to adjourn the meeting. P. Kummer seconded the motion. Voice Vote - All Aye. The meeting adjourned at 8:48 pm. The August Board meeting was called to order at 7:34 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois.
I. Roll Call Present: Betty Long - President Patricia Kummer - Vice President John Rushing - Treasurer Richard Flint - Trustee Barbara Lund - Secretary Bill Strecker - Director Kathy Seelig - Asst. Director Carol Quentin - Recording Secretary Absent: Sharon Callais - Trustee Elliot Spiegel - Trustee II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda Minutes The following minutes were presented for approval: July 14 Board meeting, July 21 Personnel/Policy meeting and July 21 Executive Session minutes. Treasurer’s Report The Treasurer’s Report for July was presented. The report will be filed for audit. The Revenues Report, Expenditures Report, Current Assets Report and Investment Activity Reports were presented. Payment of Bills B. Long and R. Flint reviewed the bills this month. The August bills will be reviewed by P. Kummer and B. Long. MOTION: P. Kummer motioned to approve the Consent Agenda. The motion was seconded by J. Rushing. Roll Call Vote - All Aye. IV. Director’s Report B. Strecker reviewed the monthly and yearly statistics. B. Long suggested a few changes be made in the financial report possibly showing a 12-month trend as well as a Y-T-D figure. B. Strecker will look into this change. B. Strecker went over the estimated renovation costs according to the latest new construction data and recent space study. All of the items do not need immediate attention, however, ceiling, carpeting, and painting would be priority items. We have $1.1 million in special reserve and if needed we could transfer funds or use the equity from the house recently purchased next door. P. Kummer and S. Callais did the auditing of the Board minutes for the FY 2003-2004. B. Long referred to the 8/13/03 minutes and the final disposition as to whether or not the developer’s fees were returned because the annexation did not take place. B. Strecker will follow-up. B. Strecker reported that the Village took care of a parking space which had developed a pot hole next to the storm drain. Compensation was made to the Village. The Public Works department also took care of a tree limb that had broken during a recent storm. B.Strecker stated that J. Sprecher called from the Village about a tentative date for a neighborhood meeting that would be held at Tate Woods school on 9/23 from 7-9 pm. The meeting would have an informal agenda. B. Long would also attend. B. Strecker reported that a letter will be sent to the neighbor across from the purchased property updating them on possible future plans for the library. B. Strecker reported that the auditors will be here starting next week. V. Assistant Director’s Report K. Seelig reported that she is back full-time. An up-grade was made to two switches in the system and 3-Com applied a $1200.00 rebate. VI. Communications None were presented. VII. Committee Reports Finance J. Rushing reported that the committee did not meet. After receiving 40 requests for RFQ’s, 26 responses were received. Regarding QBS, B. Strecker needs to fill out a form for each architect packet even those that have been rejected. The field has been narrowed down to 13. The Finance Committee and the Physical Plant Committee members will review them one by one by the end of next week. B. Long would like to have the architect hired by the September Board meeting. A special Board meeting would be held to interview potential architects. Possible dates for a special Board meeting would be 9/8 and 9/9. Personnel/Policy P. Kummer referred to the three policies that were under consideration for a first read. The employee dress code would become a part of the employee handbook. At this point the committee and staff agree with the policy. Article XIII under the By-laws should be corrected to read Trustee. at the end of the first paragraph. The approval of these policies will be put on the September agenda. Physical Plant A possible Physical Plant Committee meeting has been scheduled for 8/25 at 7:70 p.m. At that time, 3-5 architects would be chosen. Technology Committee R. Flint reported that the Technology Committee met with B. Strecker and K. Seelig to discuss additional computers and configuring the work area. Future meetings will be scheduled. TIF Ad Hoc This heading will be removed from future agendas. MLS There was no report. B. Strecker reported that the August Board meeting was cancelled. VIII. Unfinished Business The Investment Policy from Oakbrook Bank was reviewed. MOTION: B. Lund motioned to approve the Investment Policy from Oakbrook Bank. J. Rushing seconded. Roll Call Vote - All Aye. As part of unfinished business, B. Long raised the question of disclosing minutes regarding personnel issues. Discussion followed. It was decided that any minutes with regard to personnel information would remain closed. IX. New Business The Board set 9/15 at 7:30 p.m. for the Hearing on the Budget and Appropriation Ordinance. The notice and the B & A will be posted for 30 days. MOTION: J. Rushing motioned to approve the Notice for the Hearing on the Budget and Appropriation for publication. P. Kummer seconded. Roll Call - All Aye. MOTION: P. Kummer motioned and R. Flint seconded to approve the tentative B & A. Roll Call Vote - All Aye. Librarian’s State Annual Report B. Long noted several corrections be made to the Annual Report. On Page 16, under no. 2, “x” should be deleted next to Purchase. On Page 15, no. 13, program attendance should be added, and on Page 15 under no. 1, if any changes were made in the limits or boundaries of the district (B. Strecker will follow up). MOTION: B. Lund motioned to approve with minor corrections the Librarian’s State Annual Report. R. Flint seconded. Roll Call Vote - All Aye. Discussion of Newly Acquired Property at 725 Front Street B. Strecker reported that the insurance company is requiring a fence be place around the property newly acquired. The library’s lawyer stated we need to follow those guidelines. Our options are to fence it in, demolish the house, or use the house on a rental basis. Discussion followed. The Board directed B. Strecker to investigate the possibilities of hiring a management company to handle the rental. No other action was taken. MOTION: R. Flint motioned to adjourn the meeting. P. Kummer seconded the motion. Voice Vote - All Aye. The meeting adjourned at 9:00 p.m.
The September Board meeting was called to order at 7:32 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long - President Patricia Kummer - Vice President Barbara Lund - Secretary John Rushing - Treasurer Richard Flint - Trustee Sharon Callais - Trustee Bill Strecker - Director Carol Quentin - Recording Secretary Absent: Elliot Spiegel - Trustee Kathy Seelig - Trustee
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda Minutes The following minutes were presented for approval: August 11, 2004 Board meeting, August 30, 2004 Physical Plant Committee meeting, September 8, 2004 Special Board meeting, September 9, 2004 Special Board meeting. Treasurer’s Report The Treasurer’s Report for August was presented. The report will be filed for audit. The Revenues Report, Expenditures Report, Current Assets Report and Investment Activity Reports were presented. P. Kummer and B. Long reviewed the bills this month. The October bills will be reviewed by S. Callais and B. Lund. MOTION: P. Kummer moved to approve the Consent Agenda. R. Flint seconded. Roll Call Vote - All Aye. IV. Director’s Report B. Strecker presented two checks for approval. One to engage MC Management Corp. at $100. per month for their services. The check will not be sent until the contract has been signed and returned. The second check was for $1,000. to pay the consultant for the safety inspection that was conducted for insurance purposes. MOTION: S. Callais moved to approve payment to MC Management Corp, and to the consultant for insurance purposes. J. Rushing seconded. Roll Call vote - All Aye. B. Strecker presented the Monthly Statistics Report. B. Long suggested that ”Circulation Without Renewals” be moved down to #9. B. Strecker will follow-up. B. Strecker went over some additional information which covered the project schedule report, meeting notes with J. Carow on Monday, and a slide picture overview that was presented by Carow architects at their presentation. Possible projected revenues and tax rates were also presented. Discussion followed. B. Strecker stated that our plans for the future should reflect what we need to do and the cost should be determined on what we need to do. Our current capacity is 30,000 sq. ft. with a proposed 15,000 sq. ft. expansion. Within the next two weeks, all departments will meet with Carow architects concerning staff’s input for renovation/expansion. The Board will also meet with Carow by the end of the month. Public meetings with the community will be scheduled for early October. B. Strecker reported that he has ordered several surveys be done on the property next door. Right now, we only have a plat map and not a topographical survey. A meeting with the Ehlers Group, our financial consultants, will be scheduled within the next 3-4 weeks. It was decided that the Finance Committee will meet with the auditors on September 29 at 5:00 pm at which time the auditors will give their presentation. The Board will hold a special meeting to meet with Carow at 6:30 pm. V. Assistant Director’s Report K. Seelig was attending a Polaris Users Meeting in Syracuse, New York. No report was given in her absence. VI. Communications B. Long, B. Strecker, and R. LaMell attended Monday’s Village Board Meeting where Mayor Joe Broda proclaimed this week Library Card Week. As a token gesture, temporary library cards were given to each Board member. B. Long thanked the Village Board for allowing the Library to use its Conference Room for interviews with architects last week. VII. Committee Reports Finance J. Rushing reported that the Finance Committee will be meeting with the auditors. Personnel/Policy P. Kummer presented the new dress code, the change to Article XIII in the By-laws, and the change in Policy 810 to be included in the Employee Handbook. MOTION: P. Kummer moved to approve the new dress code and changes made to the above policies to be included in the Employee Handbook. B. Lund seconded. Roll Call Vote -All Aye. Physical Plant In E. Spiegel’s absence, B. Strecker reported that the MC Management Corp. has started advertising for possible tenants in the Daily Herald. No improvements will be made until such time as tenants are found. MLS The Board has not met so far. We have received some free CD’s as a result of a lawsuit filed against AG Records. The CD’s were distributed among member libraries as part of the settlement. VIII. Unfinished Business Adoption of the Budget and Appropriation Ordinance 05-7 MOTION: P. Kummer moved to adopt the Budget and Appropriation Ordinance 05-7. S. Callais seconded. Roll Call Vote - All Aye. The Ordinance will be published and filed with the County. Architect B. Strecker reported that we do not have a contract from the architect yet. Also, we have not received the signed contract back from MC Corp. Property Management MOTION: J. Rushing moved to authorize B. Strecker to execute the contract when it is received from MC Corp. P. Kummer seconded. Roll Call Vote - All aye. IX. New Business Certificate of Estimated Revenue for the Lisle Library District MOTION: R. Flint moved that we approve the Certificate of Estimated Revenue for the Lisle Library District. B. Lund seconded. Voice Vote - All Aye. Referendum Committee B. Long appointed E. Spiegel as the chair for the Referendum Committee. S. Callais and J. Rushing will also serve on the committee. A Citizens Committee will be formed in the future. Residents will be chosen from throughout the district. Previous Board members have also expressed interest in helping out. A brainstorming discussion followed. Topics included site ideas, both interior and exterior, efficient use of space, and technology. MOTION: R. Flint moved to adjourn the meeting. J. Rushing seconded. Voice Vote - All Aye. The meeting adjourned at 9:30 pm.
The October Board meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long - President Patricia Kummer -Vice President Barbara Lund -Secretary John Rushing -Treasurer Richard Flint -Trustee Sharon Callais -Trustee Elliot Spiegel -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary J. Repsholdt -Ehlers & Associates - arrived at 7:50 pm
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda Minutes The following minutes were presented for approval: Finance Committee meeting, September 29, 2004, Special Board Meeting, September 29, 2004, Board meeting, September 15, 2004, and B & A Public Hearing, September 15, 2004. B. Long asked to remove September 15 Board Meeting from the consent agenda. She asked for a correction to the meeting minutes on page 4 under Referendum Committee: “B. Long appointed...(not B. Strecker)...” MOTION: B. Lund moved to accept the Board meeting minutes as corrected. E. Spiegel seconded. Roll Call Vote - All Aye. Treasurer’s Report The Treasurer’s Report for September was presented. The report will be filed for audit. The Revenues Report, Expenditures Report, Current Assets Report and Investment Activity Report were presented. S. Callais and B. Lund reviewed the bills this month. The November bills will be reviewed by J. Rushing and R. Flint. E. Spiegel raised some question as to the 1-1-1/2% above normal expenditure this month for materials. MOTION: S. Callais moved to accept the Consent Agenda. R. Flint seconded. Roll Call Vote - All Aye. IV. Director’s Report B. Strecker presented the monthly statistics. He noted that September’s figures were down compared to August but did not see an overall trend. Reference questions were up 16%. B. Strecker recommended that we close Sunday, December 26 for the holiday weekend but remain open Sunday, January 2 for the New Year’s weekend. We are closed both Christmas Eve, December 24 and Christmas Day, December 25 as well as New Year’s Eve, December 31 and New Year’s Day, January 1. Discussion followed. We will be closed on December 26. Other libraries in the area are closed for the three days. A 3-year strategic plan for the library is attached to the Per Capita Grant. It was suggested to hold off until February upon review by the Board as a whole or by committee. V. Assistant Director’s Report K. Seelig reported no technology report this month. She has been participating in many of the meetings with the architect. VI. Communications E. Spiegel mentioned an article he had recently read about canvassing the vote for library trustees. The time frame has been changed to 21 days. B. Strecker reported that he received a thank you from Ms. Beuhler, a local mystery writer, whom the LLD sponsored at the ILA conference author luncheon. A possibility for next year is to sponsor a present Board member/author. VII. Committee Reports Finance As Chair of the Finance Committee, J. Rushing recommended adoption of the annual audit for the Lisle Library District. Comments were made that the report was well-integrated and that B. Strecker would expand in the future on the revenues vs. expenses area. MOTION: J. Rushing moved to accept the annual audit. B. Lund seconded. Roll Call Vote - All Aye. Personnel/Policy P. Kummer reported that the Personnel/Policy Committee had not met. Physical Plant E. Spiegel reported that the Physical Plant Committee had not met. Technology Committee R. Flint would like the committee to meet in the near future with some ideas. A meeting date to be announced. Referendum Committee E. Spiegel would like to meet within two weeks with the Board as a whole and Ehlers to discuss the upcoming referendum. Discussion followed. It was decided to make the Board Referendum Committee a committee of the whole. Wednesday, October 27 at 7 pm was set as the meeting date. E. Spiegel suggested that each Board member compile a list of possible names of community leaders and residents who would be willing to serve on a Citizens Advisory Committee. This list could include friends, neighbors, or people active in the community. The methods used include speaking before local groups, fund-raising, coffees, and phone banks. The library’s position remains neutral and the purpose is to explain what the referendum is all about. MLS E. Spiegel reported that MLS has been meeting regularly. The management of SWAN has changed and improvements have been made. Unfinished Business Per Capita Grant B. Strecker reported that on page 3, #12, d, e, and f will be eliminated and a corrected copy will be sent to the Illinois State Library. MOTION: E. Spiegel moved to accept the Per Capita Grant application with corrections. P. Kummer seconded. Roll Call Vote - All Aye. TITA No TITA is necessary this year. B. Strecker talked to J. Trowbridge, Assessor, and as a result of no re-assessment in the township, the library’s tax increase is 4.9% over last year. Resolution 05-3 MOTION: J. Rushing moved to adopt Resolution 05-3, Resolution to Determine Estimate of Funds Needed for 2004-2005 Fiscal Year. S. Callais seconded. Voice Vote - All Aye. Ordinance 05-8 MOTION: J. Rushing moved to adopt Ordinance 05-8 transferring $407,712.00 from the General Fund to the Special Reserve Fund. B. Lund seconded. Voice Vote - All Aye. Referendum J. Repsholdt, of Ehlers, arrived at 7:50 pm. He gave an overview of how the library would go about putting a referendum on the ballot. A steering committee would consist of eight members, two would be Board members. He asked Board members to start thinking of possible candidates who would be willing to serve on the committee and possible names for leadership roles in that group. The group would work as a political action committee being registered with the state, being able to meet freely and make decisions. Mr. Repsholdt will meet with the Board on October 27 at 7 pm and again at the November Board meeting along with J. Carow, our architect. MOTION: P. Kummer moved to adjourn the meeting. S. Callais seconded. Voice Vote - All Aye. The meeting adjourned at 9:00 pm. The November Board meeting was called to order at 7:32 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long -President Barbara Lund -Secretary John Rushing -Treasurer Richard Flint -Trustee Sharon Callais -Trustee Elliot Spiegel -Trustee Bill Strecker -Director Carol Quentin -Recording Secretary Absent: Patricia Kummer -Vice President Kathy Seelig -Assistant Director
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda Minutes The following minutes were presented for approval: October 13, 2004 Board meeting, and October 28, 2004 Committee of the Whole Special Board meeting. Treasurer’s Report The Treasurer’s Report for October was presented. The report will be filed for audit. The Revenues Report, Expenditures Report, Current Assets Report and Investment Activity Report were presented. J. Rushing and R. Flint reviewed the bills this month. The December bills will be reviewed by P. Kummer and B. Long. MOTION: B. Lund moved to accept the Consent Agenda. S. Callais seconded. Roll Call vote - All Aye. Director’s Report B. Strecker recommended that we close one day at the end of June so staff could attend ALA in Chicago at McCormick Place. Bus transportation could be provided. ALA starts on June 26 and runs for one week. Discussion followed. No decision was made. B. Strecker mentioned that L. Skeens in Youth Services has for the past 2-1/2 years received $1600.00 in grants for the library. A noted children’s author (Jim Aylesworth) will be here in April. V. Assistant Director’s Report No report. K. Seelig is on vacation this week. B. Lund mentioned in the Staff meeting minutes that she enjoyed reading staff’s comments about the programs they attended at the ILA conference. VI. Communications E. Spiegel mentioned a “letter to the editor” in this week’s Lisle Reporter. B. Strecker plans on addressing the age of our building and the addition in a letter to the Daily Herald. E. Spiegel recommended getting updated population statistics prior to 1979 and 1987 and the circulation base now. B. Strecker will follow up. The Board reviewed the Friends report on the recent book sale. S. Callais asked about the Hennan Poll (which ranks libraries) and where does Lisle Library rank. There has been a recent newspaper article about Woodridge and Naperville libraries. B. Strecker explained there are several categories in the annual ranking and he will check the new listing for Lisle Library. VII. Committee Reports Finance MOTION: J. Rushing moved to accept the annual audit. E. Spiegel seconded. Roll Call Vote - All Aye. B. Strecker recommended a December meeting date be set to discuss a decision on the plans presented by J. Carow. It was also recommended that a Special Board meeting of the Committee as a Whole may need to be scheduled. E. Spiegel commented that after the November 20 meeting with J. Carow and the Board as well as the public, basic figures for the proposals should be available for the Board to review. Final figures could be available by the end of December. Discussion followed. December 1st was the date set for both the Finance Committee at 6:00 pm and a Special Board meeting at 7:00 pm. E. Spiegel stated that he would like to see a bond issue vs. an operating expense issue be combined into one question on the referendum. E. Spiegel also stated that he would like to see a cost estimate for maintaining the library over the next 20 years. E. Spiegel recommended asking J. Carow the life cycle cost for each proposal. B. Strecker will follow up with J. Carow. B. Strecker stated that a preliminary walk thru by the engineers raised some concern about structural issues as well as storm water laws required for compliance by the government. Personnel Policy No report at this time. Physical Plant No report at this time. Technology Committee Upcoming meeting date to be announced. Referendum Committee The decision on the architect contract was put on the November 20th agenda. B. Strecker requested approval of a $10,000 advance to J. Carow. This is part of the initial $25,000 to be paid upon acceptance of the contract. MOTION: E. Spiegel moved to approve an additional $10,000 for J. Carow. J. Rushing seconded. Voice Vote - All Aye. The architect’s contract would be reviewed by B. Long, E. Spiegel, and J. Rushing. B. Long recommended that in addition to E. Spiegel, a second Board member be added to serve as a liaison to the Citizens’ Ad Hoc Committee. S. Callais was added. MLS E. Spiegel reported that he would be attending a Board meeting on November 15 at which time the Board would be looking at how to handle LIMMERIC. Unfinished Business The landscaping fee for the rental property was discussed. B. Strecker would look into alternate options. New Business Levy Ordinance 05-9 MOTION: B. Lund moved to approve Levy Ordinance 05-9. R. Flint seconded. Roll Call Vote - All Aye. Certification of Compliance with TITA MOTION: R. Flint moved to approve the Certification of Compliance with TITA. S. Callais seconded. Roll Call Vote - All Aye. Certificate of Authenticity MOTION: B. Lund moved to approve the Certificate of Authenticity. S. Callais seconded. Roll Call Vote - All Aye. Agenda for Special Board Meeting B. Long recommended that the agenda for the November 20 Special Board Meeting include the following: presentation by the architect, questions and comments from the Board, questions and comments from the public, and the contract with the architect. MOTION: J. Rushing moved to adjourn the meeting. R. Flint seconded. Voice Vote - All Aye. The meeting adjourned at 8:52 pm. The December Board meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long -President Patricia Kummer -Vice President Barbara Lund -Secretary John Rushing -Treasurer Richard Flint -Trustee Sharon Callais -Trustee Elliot Spiegel -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda Minutes The following minutes were presented for approval: November 10, 2004 Board meeting, December 1, 2004 Finance Committee meeting, and December 1, 2004 Special Board meeting. A corrected copy of the Finance Committee meeting minutes has been distributed this evening. It includes a format change only. B. Long asked that a correction on the November 10, 2004 Board meeting minutes be corrected, on page 1, to read “a Special Board meeting.” MOTION: R. Flint moved to accept the minutes as amended. S. Callais seconded. Roll Call Vote - All Aye. Treasurer’s Report The Treasurer’s Report for November was presented. The report will be filed for audit. The Revenues Report, Expenditures Report, Current Assets Report and Investment Activity Report were presented. B. Long stated that there is an error occurring in the expenditures column. In some areas, three columns are totaled and in others two columns are totaled. B. Long talked to S. Wittenauer about this problem. It could be a problem in the accounting software. B. Strecker will follow up. P. Kummer and B. Long reviewed the bills this month. The January bills will be reviewed by S. Callais and E. Spiegel. MOTION: B. Lund moved to accept the Consent Agenda. S. Callais seconded. Roll Call Vote - All Aye. IV. Director’s Report B. Strecker distributed a notice showing Changes In Law To Affect April 2005 Election. ”Library boards must now canvass the vote within twenty-one (21) days, instead of within seven (7) days after the close of the election.” The “Illinois Library Act (Public Act 93-847) was not amended by the Public Act and the requirement that trustees take office sixty (60) days after their election or appointment, still remains as it was prior to adoption of the Act.” April 19th is the deadline to certify the votes. Sometime between the third Monday in May and June 5th, the Board will have to canvass votes and swear in the elected trustees. A special board meeting will have to be called in May and the 2005 calendar will have to be amended as necessary. B. Strecker stated that under the architect’s amended plan certain changes would have to be implemented concerning the delivery dock area or a variance would have to be requested. B. Strecker has talked to T. Budzikowski of the Village regarding the need to address any entrances and exits facing Kingston. We now have a one-way exit out to Kingston. E. Spiegel asked if the staff parking lot could be placed adjacent to the other planned parking areas. In the current plan, they are separate. Some options are restricted by the new storm water codes. Questions will be passed on to J. Carow. B. Strecker stated that a collection box for personal care items has been placed near the Reception area in conjunction with a local organization sending these items overseas in support of our troops. B. Strecker reported that five years ago, fifty-seven staff members attended ALA at McCormick Place. The bus cost was $615. The ALA convention is held in Chicago every five years. B. Strecker talked to D. Garvey of the Park District about the possibility of a “tot lot” in the back of our property. Liability and maintenance would be covered under the Park District. At this point, it is only conceptual. B. Strecker reported that J. Repsholdt of Ehlers is planning to schedule a meeting with the steering committee members prior to Christmas. B. Strecker reported that Lockformer, now bankrupt, has no property value. The township will now handle it. B. Strecker reported that a tape of the Village Board of Trustees meeting is available at the Information Services desk. It is available in VHS and DVD format. It will be available each month and can be checked out for 1 week. Circulation Services will keep statistics on usage. V. Assistant Director’s Report K. Seelig reported that the literacy computer workstation has been upgraded. Additional software has also been purchased through grants we have received. J. Demas has been involved with this. K. Seelig stated that our mail server has also been upgraded. A spam filter program called “Barracuda” is in place. On the first day, out of 3,154 messages, 2,950 were considered spam and deleted. K. Seelig reported that the ESL Program involving parents who have students in the district who speak English as a second language was very successful and may be repeated. Each of the instructors from the Lisle schools were paid $600 each. VI. Communications B. Long received a letter regarding the library’s expansion/renovation from M/M Gaven, Lisle residents. They offered helpful suggestions. VII. Committee Reports Finance J. Rushing suggested a meeting with J. Repsholdt of Ehlers in late December or early January. No date was set. Personnel/Policy P. Kummer stated a meeting of the Personnel/Policy Committee is scheduled for Wednesday, December 15 at 7:00 pm in Meeting Room A. Topics to be discussed include a 360 degree evaluation of the director, personnel benefits and an employee recognition plan. P. Kummer asked Board members to pass to her suggestions for ‘05 goals for B. Strecker. Physical Plant No report. Technology Committee R. Flint reported that a meeting will be scheduled in the near future. Referendum Committee J. Rushing reported that under the scope of services, the cost estimates under the energy portion are included in the preliminary final cost estimate. J. Rushing, E. Spiegel, B. Strecker, and the library’s attorney, Roger Ritzman have all reviewed the architect’s contract. An additional $10,000. is due to J. Carow upon signing of the contract. The plans are copyrighted by the architect. However, the library owns the supporting documents, cost estimates, and deliverables. New drawings with added changes should be available at the end of December. The time frame for the Board members to review the drawings and further discussion is between December 31 and January 19. The deadline for placing the referendum on the ballot is January 19. E. Spiegel recommended the Physical Plant Committee schedule a meeting the day after the schematics are received. MOTION: J. Rushing moved to accept the standard A.I.A. contract submitted by J. Carow. E. Spiegel seconded. Roll Call vote - All Aye. MLS No report. VIII. Unfinished Business B. Strecker reported that the payment of landscaping fees for the rental property next door has been turned over to the rental agent, MC Property, Inc. IX. New Business None MOTION: B. Lund moved to adjourn the meeting. J. Rushing seconded. Voice Vote - All Aye. The meeting adjourned at 8:34 pm. The January Board meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long -President Patricia Kummer -Vice President Barbara Lund -Secretary John Rushing -Treasurer Richard Flint -Trustee Sharon Callais -Trustee Elliot Spiegel -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda A. December 8, 2004 Board Meeting Minutes, December 15, 2004 Personnel/Policy Committee Minutes, December 15, 2004 Executive Session Minutes, and January 5, 2005 Special Board Meeting Minutes B. Treasurer’s Report, 12/31/04, Revenues Report, 12/31/04, Current Assets Report, 12/31/04, and Investment Activity Report, 12/31/04 C. Payment of Bills, 1/12/05 The December 8, 2004 Board Meeting minutes and the Payment of Bills were removed from the Consent Agenda. MOTION: R. Flint moved to accept the Consent Agenda. S. Callais seconded. Roll Call Vote - All Aye. B. Long asked that a correction on the December 8, 2004 Board meeting minutes on page 1 to read “a Special Board meeting.” A discussion of the Payment of Bills followed. E. Spiegel asked that a receipt from J. Carow be obtained for fees already paid to him. Several accounts payable items were discussed. The Restricted Funds category was also discussed as to its present usefulness at this time. Some items fall under the general revenue category. B. Strecker plans to review the expenses in this category. B. Long asked that it be put on the March agenda for further discussion. MOTION: E. Spiegel moved to accept the December 8, 2004 minutes as amended and the Payment of Bills. B. Lund seconded. Roll Call Vote - all Aye. IV. Director’s Report S. Callais and E. Spiegel reviewed the bills this month. The February bills will be reviewed by B. Lund and J. Rushing. B. Strecker reported that according to the monthly report, statistics have leveled off. B. Strecker will review statistics over the next six months to see if there is a trend. E. Spiegel suggested a possible membership drive in the future. B. Strecker reported that included in the Board packet are informational hand-outs on “The Big Read”, which detail eight libraries, including Lisle, which are involved in sponsoring events around the book “The Devil in the White City.” Indian Prairie received the money for this program through a grant. Each Board member received a copy of two ballot question possibilities B. Strecker received from R. Ritzman. A discussion followed regarding the possible referendum. B. Strecker asked the Board for approval for membership renewal in MLS. This item will be placed on February’s Board meeting agenda. In the future, this item will be placed on January’s agenda. In the Staff meeting minutes, B. Long asked for clarification on A. Lin’s report that patrons will be able to request a change in personal information on-line. K. Seelig responded that it meant a change of address or phone number. V. Assistant Director’s Report K. Seelig reported that no big projects have been completed recently. She is looking into a calendar software program for implementation in the future. VI. Communications B. Long asked if other Board members had received through ILA, the Trustee Facts File III via e-mail. Discussion followed. Some Board members had not yet received the Trustee Facts File II. VII. Committee Reports Finance J. Rushing reported that no meetings were scheduled at this time other than upcoming budget meetings. No firm dates at this time. Physical Plant E. Spiegel reported no meetings have been scheduled at this time. Personnel/Policy P. Kummer reported that B. Strecker is working on the procedure and basic format for the 360-degree Director’s evaluation. The evaluation form will be out in February. A discussion followed concerning the December 15, 2004 Executive Session meeting. Technology R. Flint reported that no meetings have been scheduled until the status of the referendum has been resolved. Referendum B. Strecker reported that updated drawings are available from J. Carow at this time and accompanying figures will be available early next week. MLS E. Spiegel reported that no meeting was scheduled in December. The next meeting is January 20. VIII. Unfinished Business None IX. New Business The Director’s goals will be put on the February Board meeting agenda for discussion. B. Strecker asked that the first of possibly two meetings on the working budget be scheduled the first part of March. March 2 was a suggested date. The second meeting would be sometime the middle of April. An approved budget should be in place before the new Board is sworn in. MOTION: B. Lund moved to adjourn the meeting. S. Callais seconded. Voice Vote - All Aye. The meeting adjourned at 8:15 pm. The February Board meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long -President Patricia Kummer -Vice President Barbara Lund -Secretary John Rushing -Treasurer Richard Flint -Trustee Sharon Callais -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Absent: Elliot Spiegel -Trustee
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda A revised first page rewording the Motion statement under the January 12, 2005 Consent Agenda was passed out to the Board members and the Director. A. January 12, 2005 Board Meeting Minutes, January 19, 2005 Special Board Meeting Minutes, January 22, 2005 Special Board Meeting Minutes, January 31, 2005 Referendum Committee of the Whole Meeting Minutes B. Treasurer’s Report, 1/31/05, Revenues Report, 1/31/05, Current Assets Report, 1/31/05, Investment Activity Report, 1/31/05 C. Payment of Bills, 2/9/05 MOTION: B. Lund moved to accept the Consent Agenda. R. Flint seconded. Roll Call Vote - All Aye. IV. Director’s Report B. Strecker stated that the monthly statistics show an increase in the number of materials checked out. The number of reference questions has gone down a little while the patron count has increased. A job description has been posted in-house for the position created by combining Popular Collections and Information Services. It will be posted through the end of next week. The new Adult Services Department will foster better cooperation between the two present departments as well as eliminating some duplication of activities. It will also improve the selection process. Each applicant is asked to submit a letter of interest and a one-page essay outlining possible challenges and opportunities as a result of the reorganization. B. Strecker is looking for an applicant who can “see the big picture.” As a follow-up from last month’s meeting, B. Strecker stated that the public has the freedom to cite any information it finds on our website. J. Rushing and B. Lund reviewed the bills this month. The March bills will be reviewed by P. Kummer and R. Flint. V. Assistant Director’s Report K. Seelig has compiled a list of FAQ’s for the library’s website concerning the referendum. The list has been edited from the original which was too long. Patrons will be able to scroll down the list of questions. Ten of the most frequently asked questions from patrons was submitted by T. Weinstein in Information Services. Any suggestions or comments are welcome from the Board. VI. Communications B. Strecker reported that the Library has received a $36,900 per capita grant from the IL State Library. B. Long reported that Board members should have received the Trustee Fact File III in their mailboxes. B. Long is planning to attend the upcoming ILA Trustee Workshop at Hickory Ridge on March 5, 2005. If any other Trustee is interested in attending, they should let B. Strecker know as soon as possible. VII. Committee Reports Finance J. Rushing reported that a Committee of the Whole Budget Meeting is scheduled for March 2, 2005 at 7 pm. B. Strecker stated that he will have figures including utilities for the ‘05-‘06 budget ready by the meeting. A second meeting will be scheduled after the April referendum. Personnel/Policy P. Kummer stated that the 360 degree evaluation form for the director including a cover letter will be out to the Board and staff by the end of February or early March. As needed, an Executive Session could be scheduled for the March 9 Board meeting. Physical Plant No report. Technology R. Flint will get together with B. Strecker after the referendum in April to schedule a meeting. Any suggestions should be forwarded by e-mail to R. Flint. Referendum S. Callais reported on the meeting of the Citizen’s Advisory Committee. The group plans to meet every Thursday evening through the end of March. A discussion followed. A Chairman and other leadership positions would be chosen at the next meeting on February 10th. MLS No report. Unfinished Business MOTION: R. Flint moved to accept Resolution 05-04 approving a plan and estimate of cost in connection with certain library improvements in and for the Lisle Library District, DuPage County, Illinois, and setting a meeting date at which the financing of said shall improvements shall be determined. J. Rushing seconded. Roll Call Vote - All Aye. A meeting is scheduled for March 17th at 7:30 pm. for the purpose of determining the financing of the cost of building a library building for the District. A quorum of Board members is needed. New Business The Library’s membership in MLS was discussed. MOTION: B. Lund moved to renew the library’s membership in MLS. P. Kummer seconded. Roll Call Vote - All Aye. B. Strecker encouraged Board members to make any additions or deletions to the Director’s Goals. One suggestion was to reword reduction in costs to improve operating efficiencies. MOTION: B. Lund moved to adjourn the meeting. P. Kummer seconded. Voice Vote - All Aye. The meeting adjourned at 8:22 pm. The March Board meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long -President Patricia Kummer -Vice President Barbara Lund -Secretary John Rushing -Treasurer Richard Flint -Trustee Sharon Callais -Trustee Elliot Spiegel -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda
B. Acknowledge Treasurer’s Report, 2/28/05 Revenues report 2/28/05, Current Assets Report, 2/28/05, and Investment Activity Report, 2/28/05 C. Authorize Payment of Bills, 03/09/05 MOTION: J. Rushing moved to accept the Consent Agenda. P. Kummer seconded. Roll Call - All Aye. IV. Director’s Report B. Strecker stated that the monthly statistics remain about the same. Internet use and patron count has increased. Circulation figures are at the same level. There was a question about y-t-d total available borrowers and monthly borrowers. B. Strecker will follow-up on these totals. It was suggested that this category remain on the monthly report. Copies of the April 5th official ballot were included in the Board packets. B. Strecker also stated that copies of an article published in American Libraries written by T. Weinstein have been passed out to Board members. It is an excellent article about self check-out. B. Strecker mentioned Senate Bill 1882 which deals with libraries’ procurement. The amount could increase from $10,000 to $20,000. B. Strecker stated that the Cherry Valley District near Rockford tried a back-door referendum and it was overturned. The case is now being appealed in Appellate Court. B. Strecker mentioned a pamphlet and flyer included in the Board packet that publicize a YS chess tourney and an upcoming program featuring a noted children’s author, Jim Aylesworth. B. Strecker stated that he will be attending a series of six workshops, one a month, on Leadership in Action sponsored by MLS. P. Kummer and R. Flint reviewed the bills this month. The April bills will be reviewed by B. Long and S. Callais. V. Assistant Director’s Report K. Seelig stated that new security software has been installed called “drive shield” which eliminates saved files on the public computers when rebooted. Also, cables have been placed on the public computers so patrons could save their files on a flash drive instead of a floppy disc. VI. Communications B. Long attended the Trustee Workshop at Hickory Ridge last weekend. An outline of topics covered was passed out to Board members. B. Long presented a book on arctic wildlife, provided by the Lannan Foundation to workshop attendees, which she will donate to our collection. B. Long stated that one of the topics discussed was challenges to library materials B. Strecker stated that the library has such procedures in place. The library also has posted a disclaimer on use of the internet. The library does not prohibit the use of a chat room. Another topic discussed was a book selection process. B. Strecker stated the library has a policy is in place for both selection and weeding of the collection. Internet screening was another topic. There is no mandate on screening but many local libraries choose to do it. VII. Committee Reports Finance J. Rushing stated that the next Budget meeting will be after the April Referendum. Personnel/Policy P. Kummer stated the 360 degree evaluation forms of the Director was placed in each Board members’ evaluation packets. A possible Executive Session will be on the April agenda to discuss the evaluation. P. Kummer asked that Board members return the completed forms to her at the next scheduled Special Board Meeting on March 17th. An article in the Metro News was mentioned concerning Family Medical Leave and Sick Leave and how it applies to current Library policy. The topic will be discussed at a later date. Physical Plant No report. Technology R. Flint stated that no meetings had been scheduled at this time. Referendum S. Callais stated that there is a list available of voters who have voted in the last three elections. J. Repsholdt has a copy. S. Callais commented on the good job and support the Citizens’ Committee has provided. The Citizens For Lisle Library Committee has designed a brochure which will be mailed out to patrons upon approval. The CD-Rom which was originally going to be mailed to patrons was costly and it was too late to be the most effective means for mailing information. M. Canzano has spoken to the Lisle Woman’s Club and E.Spiegel has spoken to the Green Trails Homeowners Association. E. Spiegel will also be speaking at the next Chamber of Commerce meeting on the 17th. S. Callais suggested that a computer monitor with a slide show presentation in loop format be placed near the west end entrance showing the architect’s sketches for the new library. MLS B. Lund stated that April 13th is Library Advocacy Day in Springfield. Transportation is available through MLS. VIII. Unfinished Business None XI. New Business B. Strecker stated that the Restricted Funds category was originally set up many years ago. The original reason for having this fund is no longer necessary. The balance in the AV fund is growing as the cost of video materials is dropping. Discussion followed. This particular category could be closed at the end of this fiscal year. The annexation petition has to be tabled. B. Strecker had not received the plat document necessary to move forward. MOTION: P. Kummer moved to put the annexation petition requisition on the agenda for the April Board meeting. S. Callais seconded. Roll Call Vote - All Aye. B. Strecker stated that there will be a meeting on March 17 at 7:30 pm for the purpose of passing a resolution determining the financing of certain improvements. The canvassing of the vote from the election must be completed by April 26th. Discussion followed. A possible meeting on April 20th by the Committee of the Whole to cover the budget and the canvassing of the vote was suggested. B. Strecker would follow up and let the Board members know the scheduled date. The regular Board meeting is scheduled for April 13th. MOTION: B. Lund moved to adjourn the meeting. E. Spiegel seconded. Voice Vote - All Aye. The meeting adjourned at 8:40 pm. The April Board Meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long -President Patricia Kummer -Vice President Barbara Lund -Secretary John Rushing -Treasurer Richard Flint -Trustee Sharon Callais -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Absent: Elliot Spiegel -Trustee Also Present: Michael Wamble -Daily Herald Barbara Green -Lisle Sun Jean Demas -Literacy Outreach Co-ordinator II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda
B. Approve Minutes of March 9, 2005 Committee of the Whole Budget Meeting C. Approve Minutes of March 17, 2005 Special Board Meeting D. Acknowledge Treasurer’s Report, 3/31/05, Revenues Report, 3/31/05, Current Assets Report, 3/31/05, and Investment Activity Report, 3/31/05 E. Authorize Payment of Bills, 4/13/05 MOTION: R. Flint moved to accept the Consent Agenda. S. Callais seconded. Roll Call - All Aye. B. Long recommended the Executive Session, under Item VIII-C, Unfinished Business be moved to the end of the meeting as the last item on the Agenda. IV. Director’s Report B. Strecker passed out copies to Board members of a Resolution for A. Krzak presented to her by the Metropolitan Library System in recognition and appreciation for her contributions as a member of the 2003 committee to revise the Core Reference List for School Libraries Serving Grades K-8. The Monthly Statistics Report reflects renewals continuing to climb, reference questions steadily climbing, and the patron count going up a little. Each department included their Quarterly Report in the Board packets. B. Long asked for clarification in the Circulation Services Report in the last paragraph, “the MLS online course “Intermediate Words.” It refers to an MS Word course online. B. Long and S. Callais reviewed the bills this month. B. Long questioned the fees in the Maintenance Category covering the property next door. J. Ruhl’s charges are $125.00 monthly compared to other landscaping contractors whose fees range in the $200.00 to $250.00 category. The May bills will be reviewed by B. Lund and J. Rushing. B. Long asked if we do any type of volunteer recognition. B. Strecker stated that certificates are given and recognition to volunteers is usually done in late spring or early summer. V. Assistant Director’s Report K. Seelig attended a conference in Washington, D.C. on “Computers In Libraries” in March. Sessions she attended included topics on navigating on the web site, privacy issues, targeting specific sections on the web page, and web blogs. K. Seelig reported that she is working with Technical Services cataloguing our magazine collection for accessibility on the web site. J. Demas reported that the Literacy Outreach Program has been very successful. As Coordinator, she also included a Quarterly Report in the Board packet. Highlights included two successful classes for ESL students taught by teachers from local schools. The Outreach Program has received grants from Sam’s Club and the Friends. A group of about 15 librarians who are involved with literacy meet every quarter to discuss issues. One topic discussed is whether or not to provide ESL adults with fiction items in several languages or in English only or a combination of the two. MLS will host a website for the group in the future. VI. Communications B. Long received an e-mail from ILA regarding HB 3761 which addresses construction grants for libraries. B. Strecker also received a letter from the Secretary of State’s office. B. Strecker has some issues with HB 3761, basically we do not have enough information at this time. B. Long received an e-mail from Ehlers & Associates regarding an April 29th Referendum Workshop. B. Long also received a letter from Richard and Lucy Gaven which was put in each Board member’s mail box prior to the meeting. The reporters present asked for a copy of the letter which was provided to them. B. Long reported that some creative and inventive ideas were put forth in the letter. B. Long hopes to address informally some of the points that were raised in opposition to the referendum with patrons who voiced their opinions. S. Callais asked that perhaps when ideas are suggested that financial alternatives be also provided. B. Long asked that Board members between now and the next Board meeting do a walk-through both inside and outside to prioritize items that need short term attention to keep this building going. B. Strecker stated that a 2-3 month period is needed before any decisions going forward would be made. B. Long stated that on the short list painting of the building would be a priority item due to scheduling with a painting contractor. B. Long stated that the voters had sent a clear message and no future referendums would be possible for several years. The Board needs to pursue alternative options. VII. Committee Reports Finance J. Rushing reported that a Committee of the Whole Budget meeting is scheduled for April 25th at 7:15 pm following the Canvassing of the Vote meeting scheduled at 7:00 pm. A meeting to invest tax monies usually occurs in May. Personnel/Policy P. Kummer reported that the Director’s Evaluation sheets have been returned to her. The Board will go into Executive Session after the meeting. Physical Plant No report at this time. Technology R. Flint reported that the committee would meet soon to discuss future technology needs now that the referendum did not pass. Referendum S. Callais reported that the Citizen’s Committee needs to hear from the Board about future plan so it can decide if there is a need to continue the committee. The Board did not form the Committee and thus, cannot dissolve the committee. B. Strecker stated that the Board did what it thought was best for the library and its patrons by pursuing a referendum. A list of alternative actions to a failed referendum for a new library building was discussed. This list was compiled from several Trustees, B. Strecker, and a letter from a patron. The list is not meant to be comprehensive and was a starting point to generate ideas. Other comments included: B. Long stated that co-operating with other inter-governmental bodies was an option in future decisions while still trying to work within our means. S. Callais stated that renovating the current building at a 12 million cost estimate was not as cost effective as a new building. The current building was not structurally able to have another addition added on. B. Lund stated it appears the public may not have received enough information to understand the structural/construction details behind the Board decision to support construction of a new building instead of renovating the current building. P. Kummer stated that the public does not always realize that the Library District is a separate entity from the Village of Lisle and the only money the library receives is from property taxes. The District is up against a tax cap as are other taxing bodies.MLS Nothing to Report. VIII. Unfinished Business B. Strecker suggested deleting Policy #710 which deals with Restricted Funds. It is not a viable category at this time and it would simplify bookkeeping. This was a first read of the policy change. It would be put on next month’s agenda for action. B. Strecker stated that there is nothing to report on the annexation petition. XI. New Business B. Strecker presented a first read on changes to Policy #200 which deals with the election laws being changed in reference to Trustee terms of office, dates to take oath of office and electing Board officers. The change in Articles IV and V are per our attorney. The changes will be voted on at the May Board meeting. The Library Election Timing under 2005 Legislation included in the packet does not affect the library as elections are held only in odd-numbered years. Economic Interest Statements are due to the County by May 1. Election of Officers will take place at the June Board meeting. B. Strecker stated that there will be at least two Board members participating in the Memorial Day Parade. We will arrange for one car for the parade. Upcoming Meetings: Canvassing of the Election Results is scheduled for April 25th at 7:00 pm followed by a Budget meeting at 7:15 pm. MOTION: P. Kummer moved to go into Executive Session for the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, including hearing testimony on a complaint lodged against an employee to determine its validity. Authorized by (5ILCS 120/2c (1)). R. Flint seconded. Roll Call Vote - All Aye. The Board moved to Executive Session at 8:40 pm. MOTION: J. Rushing moved to return to Open Session. P. Kummer seconded. Voice Vote - All Aye. The Board went back into Open Session at 9:05 pm. B. Strecker returned to the meeting. The Board discussed items for the Committee of the Whole Budget meeting on April 25th. B. Strecker distributed a chart of long-term “surplus” financial projections. B. Long mentioned continuing the review of staffing needs as we plan building renovations with long-term financial projections. MOTION: R. Flint moved to adjourn the meeting. S. Callais seconded. Voice Vote - All Aye. The meeting adjourned at 9:20 pm. The May Board Meeting was called to order at 7:32 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long -President Patricia Kummer -Vice President Barbara Lund -Secretary John Rushing -Treasurer Richard Flint -Trustee Sharon Callais -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda
B. Approve Minutes of April 13, 2005 Executive Session Meeting C. Approve Minutes of April 25, 2005 Special Board Meeting D. Approve Minutes of April 25, 2005 Committee of the Whole Meeting E. Acknowledge Treasurer’s Report, 4/30/05, Revenues Report, 4/30/05, Current Assets Report, 4/30/05, and Investment Activity Report, 4/30/05 F. Authorize Payment of Bills, 5/11/05 MOTION: R. Flint moved to accept the Consent Agenda. P. Kummer seconded. Roll Call - All Aye. IV. Director’s Report B. Lund and J. Rushing reviewed the bills this month. The June bills will be reviewed by P. Kummer and E. Spiegel. The Monthly Statistics Report reflects no significant changes. Patron count is up 2 ½% over the past year. B. Strecker referred to a letter forwarded to Board members from R. Ritzman regarding SB 847,Library Districts, concerning proposed legislation relating to disconnection of territory from Library Districts. B. Strecker referred to SB1882, Libraries-Contracts, which has passed both houses in Springfield and is awaiting the governor’s signature. Certain contracts in excess of $20,000 (now $10,000) must be let for competitive bidding. B. Strecker passed out to Board members magnetic ribbons from ILA which read “Support Illinois Libraries.” B. Strecker referred to a hand-out passed out to Board members which list the costs related to the Referendum. This list does not include the fees from Ehlers or the purchase of the house. It does include legal fees. B. Long referred to J. Carow’s fees and the amount listed being different from the current Treasurer’s Report. B. Strecker will follow up. V. Assistant Director’s Report K. Seelig reported that she attended a training seminar in Mendota last week. Topics included internet security, and spyware. VI. Communications B. Long and P. Kummer met informally with residents who had written letters to the Board or the newspaper concerning what their expectations are and their suggestions and ideas for improving the library now that the referendum did not pass. A summary of those ideas follows: 1. Eliminate typing room 2. Re-think usage of computers instead of buying more 3. Weeding collection - quality instead of quantity 4. Do more searches outside of LLD 5. Moving high school or entire Youth section to house next door 6. Close west entrance - lot of wasted space 7. Have accessible handicapped spaces as well as 10-15 minute parking spaces for quick drop-off or pick-up 8. Upgrade lighting including some sky-lights 9. Replace HVAC
11. Under-utilization of quiet room - move periodicals near quiet room 12. Technical Services and Administration offices relocated to house next door 13. Free-standing Children’s library 14. Cyber Café downtown 15. Storage - where and what is used for - modular building behind house for storage Some participants at the meeting thought that having the option of adding an addition on to the existing building on the ballot may have given voters a favorable alternative. VII. Committee Reports Finance J. Rushing reported that a Finance Committee meeting is scheduled for May 25 at 5:00 pm in the Meeting Room. T. Krafcheck from Oakbrook Bank will be present to review our current investment plan. Personnel/Policy P. Kummer reported that no meeting has been scheduled but the committee would be looking at the medical leave policy in the near future. Physical Plant E. Spiegel reported that the committee would meet in June to discuss possible options to the interior and exterior of the building. Each Board member was asked to walk through the interior and around the exterior and make a list of suggestions of what we want to do. June 1 at 7:00 pm was set for the Physical Plant meeting. It was also suggested that staff suggestions be passed on to B. Strecker who would report back to the Board. B. Long asked about placing the exterior painting of the building as a priority as we go into the summer months and the scheduling of a painter becomes more difficult. The south wall of the building is in need of prompt attention. E. Spiegel asked about the library’s replacement plan for equipment, etc. Is there an evaluation report from J. Carow available? B. Strecker will follow-up and contact J. Carow. Technology R. Flint will meet with B. Strecker and K. Seelig on Monday, May 16 at 9:30 am in the Director’s office to discuss the library’s future technology needs. Referendum S. Callais reported that the Citizen’s Committee would meet on Thursday, May 12 at the library. S. Callais asked Board members their opinions on the referendum question next year or in the future. The Committee needed some closure. A consensus of the Board was no referendum next year and possibly not for several years. The Referendum Committee would no longer be a standing committee on the agenda. MLS No report at this time. VIII. Unfinished Business Policy 710 MOTION: P. Kummer moved to delete Policy 710 - Restricted Funds from our Policy Manual. R. Flint seconded. Voice Vote - all Aye. Policy 200 MOTION: P. Kummer moved to change the By-Laws to reflect recent legislation changing Illinois Statutes in reference to Trustee terms of office, dates to take the oath of office and electing Board officers. R. Flint seconded. Voice Vote - all Aye. Director’s Salary MOTION: P. Kummer moved to set the Director’s salary at $80,100 as discussed at the last Board meeting to be effective July 1, 2005. B. Lund seconded. Roll Call Vote - All Aye. Resolution 05-06 MOTION: E. Spiegel moved to adopt R05-06 on Canvassing of the Vote and Public Question Results for the Consolidated Election. B. Lund seconded. Voice Vote - All Aye. MLS Membership Agreement MOTION: S. Callais moved to accept the MLS Membership Agreement. J. Rushing seconded. Voice Vote - All aye. XI. New Business In June, Trustees would be elected and take the oath of office. The Standing Committees would be organized before the July Board Meeting. B. Strecker reported that he is working on the library’s Strategic Plan and re-thinking what we are trying to accomplish in relation to our mission statement and future goals. E. Spiegel suggested allowing 15-20 minutes on the June agenda to review the process used in developing a strategic plan. X. Adjourn MOTION: E. Spiegel moved to adjourn the meeting. R. Flint seconded. Voice Vote - All Aye. The meeting adjourned at 8:50 pm. The June Board Meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Betty Long -President Patricia Kummer -Vice President Barbara Lund -Secretary John Rushing -Treasurer (Left at 8:15 pm) Richard Flint -Trustee Sharon Callais -Trustee Elliot Spiegel -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary The elected trustees in the April, 2005 Consolidated Election took the oath of office. They were B. Lund, S. Callais, and E. Spiegel. B. Long administered the oath. The Board Re-Organization was as follows: E. Spiegel nominated P. Kummer for President. S. Callais seconded. P. Kummer accepted. B. Long nominated J. Rushing for Vice-President. B. Lund seconded. J. Rushing accepted. E. Spiegel nominated B. Lund for Secretary. B. Long seconded. B. Lund accepted. B. Lund nominated S. Callais for Treasurer. R. Flint seconded. S. Callais accepted. Voice Vote - All Aye.
II. Opportunity for Visitors to Speak There were no visitors present at this meeting. III. Consent Agenda A. Approve Minutes of May 11, 2005 Board Meeting B. Approve Minutes of May 25, 2005 Finance Committee Meeting C. Approve Minutes of June 1, 2005 Physical Plant Committee Meeting D. Acknowledge Treasurer’s Report, 5/31/05, Revenues Report, 5/31/05, Current Assets Report, 5/31/05, and Investment Activity Report, 5/31/05 E. Authorize Payment of Bills, 6/08/05 J. Rushing asked that the Physical Plant Committee minutes be removed from the Consent Agenda for corrections. P. Kummer asked that the Strategic Plan be put after Item G under New Business. MOTION: S. Callais moved to approve the Consent Agenda as amended. B. Lund seconded. Roll Call vote - All Aye. J. Rushing had two corrections to the Physical Plant Committee minutes. The first correction was the rewording of the sentence in the first paragraph to read “J. Rushing believes the elevator to be the right size for the building.” The second correction was to change “Circulation” in the first paragraph to a lower case c. MOTION: J. Rushing moved to approve the Physical Plant Committee minutes as amended. B. Long seconded. Roll Call Vote - All Aye. P. Kummer asked for two Board members to review the secretary’s minutes for the last year by the end of August. J. Rushing and E. Spiegel will review the minutes. IV. Director’s Report P. Kummer and E. Spiegel reviewed the bills this month. The July bills will be reviewed by B. Long and S. Callais. The Monthly Statistics Report shows figures remaining static generally the same as last year at this time. B. Strecker reported that the Zone I librarians are holding an evening get-together for library trustees either on July 27 or July 28 at the Indian Prairie Library. Topics to be discussed include ILA, SWAN, Advocacy, Personnel, Fund-Raising. etc. J. Rushing and E. Spiegel expressed an interest in attending. B. Strecker asked Board members to consider the library becoming a key sponsor for the upcoming Scarecrow Scramble 5K Run/Walk to be held on October 22 in Lisle. A $500 contribution would include the library’s name on T-shirts, and our logo on banners. There is money available in the Character Counts fund. The Board agreed to go ahead. Under New Hires, B. Long asked for clarification on the term re-hired. B. Strecker stated that this is a temporary position usually for the summer months. B. Long asked B. Strecker to have an updated and revised list of referendum costs at July’s Board meeting. V. Assistant Director’s Report K. Seelig reported that the library has acquired a new hardware appliance called EnKoo Box. It offers a secure link between computers and requires no additional software. Advantages include technical support being able to see the problems as they occur. It also enables selected staff with broadband connections to access files on their own libraries computer from home. K. Seelig stated that it allows five concurrent users. The cost of this appliance was around $1500. K. Seelig reported that Dell 3Com offered a money back rebate if switches were purchased within a certain time frame. The switches were purchased and the 25% rebate amounted to $1385. Some Board members were interested in going to ALA at the end of June. B. Strecker would follow-up on obtaining passes to the exhibition area. VI. Communications P. Kummer referred to D. Cunningham’s report on the Friends’ Spring Book Sale. Once again, sales amounted to $5,000. B. Strecker referred to staff who have helped the Friends’ efforts in sorting (and discarding if not suitable for sale) books as they are donated. VII. Committee Reports Finance J. Rushing reviewed the investment strategy presented by T. Krafcheck at the Finance meeting held on May 25. Short-term investments yield a higher rate of return at this time. E. Spiegel reported that long-term investment rates are not where they should be. The focus should be on other instruments for investment. Personnel/Policy P. Kummer stated that no meetings have been scheduled. B. Strecker passed out a suggested change in Sick Leave Policy. Several Board members have previously had questions concerning our current sick leave policy and the possibility of changing it to reflect what most other governmental bodies and libraries currently have in place. Discussion followed. This is not a first read of a changed policy but an opportunity to get Board reaction to a possible change. Physical Plant E. Spiegel reported that the Physical Plant Committee had met on June 1. B. Strecker passed out a list of repairs and renovations, both exterior and interior, of the current building. The list of projects is not meant to be comprehensive but it appears to be a consensus by Board and staff on what needs to be done. Discussion followed. B. Strecker has been in touch with the engineers who did our facilities study concerning specs if we need to go out for bids. R. Flint suggested categorizing these projects. B. Strecker stated that some of these interior projects will be tied in with our Strategic Plan objectives. E. Spiegel suggested setting a meeting date the last week in June. The next meeting was set for Wednesday, June 29th. Technology R. Flint suggested setting a meeting date soon. The next meeting was scheduled for Tuesday, June 21st at 7 pm. MLS E. Spiegel reported that the MLS Board members are nearing completion of their first year. One of the highlights of the past year is the expanded continuing education courses available. VIII. Unfinished Business Policy 200 B. Strecker passed out a revised version of Policy 200 for a first read. Changes are being made to reflect the new election law timetable for the election of trustees. P. Kummer passed out committee assignment sheets to each Board member and asked to have them returned with their committee preferences concerning first, second, and third choice. IX. New Business FY 2005-06 Budget MOTION: B. Long moved to adopt the FY05-06 Budget. S. Callais seconded. Roll Call Vote - All Aye Investment Planning MOTION: E. Spiegel moved to accept the Investment Plan as presented by T. Krafcheck from Oak Brook Bank. B. Lund seconded. Roll Call Vote - All Aye Non-Resident Fee MOTION: B. Long moved to adopt the 2005 Annual Ordinance Authorizing Public Library Non-Resident Cards at a fee of $278 per year. B. Lund seconded. Roll Call vote - All Aye Prevailing Wage Ordinance 06-01 MOTION: R. Flint moved to adopt the Prevailing Wage Ordinance 06-01. S. Callais seconded. Roll Call Vote - 6 Aye 1 Nay Ordinance 06-02 MOTION: B. Lund moved to adopt Ordinance 06-02 setting the regular meetings of the Lisle Library District Board of Trustees. R. Flint seconded. Voice Vote - All Aye Resolution 06-01 MOTION: B. Lund moved to adopt Resolution 06-01 which lists Lisle Library Board members effective June, 2005. B. Long seconded. Voice Vote - All Aye B. Strecker cancelled Item H, Executive Session, on the agenda. Strategic Plan B. Strecker stated his suggestions on our Strategic Plan process. Discusion followed. B. Strecker felt that we need to get some response from district users and non-users as to what patrons want and are we able to do it. Our goals and objectives should reflect what we did and should be updated on a rolling basis. R. Flint asked the difference between a long-term plan and a strategic plan. B. Strecker replied that every organization needs a plan for future goals and objectives and the library is required by state law to have such a plan. E. Spiegel suggested establishing a Strategic Plan Committee. This item will be place on the July agenda. B. Long stated that the lease on the property next door is up for renewal in August. B. Long asked whether or not the library should continue to provide lawn mowing and snow shoveling for the tenants in the future. No decision was made. R. Flint stated that recent technology articles are available in his mailbox for members of the Technology Committee to review before the meeting scheduled for June 21st. E. Spiegel, on behalf of the Board, congratulated and thanked B. Long for her two years of hard work as President. MOTION: R. Flint moved to adjourn the meeting. B. Long seconded. Voice Vote - All Aye The meeting adjourned at 9:30 pm. |
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