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Board Minutes - FY06-07 |
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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 June Board Meeting was called to order at 7:32 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Richard Flint -President Elliot Spiegel -Vice-President Jay French -Secretary Thomas Hough -Treasurer Barbara Lund -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Absent: George Banas -Trustee Sharon Callais -Trustee II. Opportunity For Visiitors To Speak No visitors present. III. Consent Agenda - Action Required
B. Approve Minutes of June 4, 2007 Physical Plant Meeting C. Approve Minutes of June 4, 2007 Special Board Meeting D. Acknowledge Treasurer’s Report, 5/31/07, Revenue Report, 5/31/07, Current Assets Report, 5/31/07, and Investment Activity Report, 5/31/07 E. Authorize Payment of Bills, 6/13/07 MOTION: B. Lund moved to approve the Consent Agenda, items A-E. T. Hough seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by R. Flint and B. Lund. J. French and R. Flint will review the July bills. B. Strecker stated that the July Board Meeting will be changed to Wednesday, July 18th at 7:30 pm instead of Wednesday, July 11th because several Board members will be out of town. B. Strecker stated that the Friends of the Lisle Library Spring Book Sale amounted to $5,971. A report was handed out prior to the meeting with additional details. B. Strecker stated that the final tally from the sale of the Oriental Collection, handled through the Bunge Auction House, amounted to $2,000. The final dollar amount, minus commissions and handling, amounted to $1,038.10. B. Strecker handed out a tentative schedule for the interior renovation project. These dates are only estimates. June 26th - revised bid specs to Board members, June 29th - revised bid specs to contractors, July 20th - open bids from contractors, July 24th - review bids from contractors, and August 1st - Special Board Meeting to award bid. B. Strecker stated that the Lisle-Woodridge Fire District had recent renovations done by LZT Filliung and there is a discussion concerning architect performance and work done by the firm matching the dollar amount. There has not been a lawsuit filed yet, according to our lawyer who has talked to their lawyer. VI. Assistant Director’s Report K. Seelig stated that the past month has been very quiet except for the last week or so. R. Aldrich and K. Seelig installed a new server for the library’s main application data and moved that data from the old Novell Netware operating system to a new Windows 2003 operating system. A new script was successfully written that mapped the new server to the same drive letter as the old, which made the transition go quite smoothly and users experienced a minimum of disruption. VII. Communications None VIII. Committee Reports Finance T. Hough scheduled a Finance Committee Meeting for Wednesday, July 25th at 3:00 pm to meet with T. Krafcheck from MB Financial. Personnel/Policy R. Flint stated that Personnel/Policy Committee has not met. Physical Plant E. Spiegel stated that he had met with B. Strecker and J. Filliung and discussed working out how flexible certain bid items were in determining the final bids. There were a couple of possibilities, the recommended base bid and the possible alternates to add to the bid package. Compact shelving and a new phone system could be added as separate parts of the bidding process down the road. Included in the Board packet, are the revised base and alternate bids for the renovation that were discussed. E. Spiegel stated that July 24th is the tentative date for reviewing the contractor bids. Technology R. Flint stated that the Technology Committee had not met. MLS E. Spiegel stated that MLS has sent their per capita grant to the state library. Some of the items include expansion and continuing education. The MLS budget is balanced. Another item being discussed is a statewide delivery co-op among academic libraries. Committee Assignments R. Flint stated that having talked to Board members as to their preferences prior to the meeting, the Committees will be comprised of the following: Finance T. Hough, Chair, E. Spiegel, George Banas Personnel/Policy B. Lund, Chair, J. French, G. Banas Physical Plant E. Spiegel, Chair, T. Hough, S. Callais Technology S. Callais, Chair, B. Lund, J. French IX. Unfinished Business Interior Renovations B. Lund asked if the new flat window as discussed should be added to the base bid as Item #21 on the revised list. B. Strecker agreed. B. Lund also asked if new lighting was considered an alternate instead of cleaning the lights and replacing the lamps in the Meeting Room and in Youth Services. B. Strecker would follow up with the architect. B. Strecker stated that he is meeting again with J. Filliung on Friday morning. X. New Business A. Approve Investment Plan T. Hough stated that approval of the Investment Plan should be put on the agenda after the Finance Committee has met with T. Krafcheck. B. Annual Ordinance for Non-Resident Library Cards MOTION: T. Hough moved to approve the Annual Ordinance for Non-Resident Cards, 08-01, setting the new fee at $298. B. Lund seconded. Roll Call Vote - All Aye C. Notice of Prevailing Wage Ordinance MOTION: B. Lund moved to approve the Notice of Prevailing Wage Ordinance for publication. J. French seconded. Roll Call Vote - All Aye D. Prevailing Wage Ordinance MOTION: E. Spiegel moved to approve the Prevailing Wage Ordinance, 08-02, ascertaining the prevailing rate of wages as stated by law. J. French seconded. Roll Call Vote - All Aye E. Enact Meeting Date Ordinance MOTION: J. French moved to approve the Meeting Date Ordinance, 08-03, setting the Board Meeting dates be held the second Wednesday of the month at 7:30 pm. T. Hough seconded. Roll Call Vote - All Aye F. List of Board Members MOTION: B. Lund moved to approve, R08-01, listing the current Board members. T. Hough seconded. Roll Call Vote - All Aye G. Appoint Committee to Review Secretary’s Minutes R. Flint and G. Banas will review the Secretary’s minutes. H. Increase Salary Schedule to Reflect New Minimum Wage MOTION: E. Spiegel moved to approve increasing the salary schedule to reflect the minimum wage from $7.00 to $7.50 as set forth by the government. T. Hough seconded. Roll Call Vote - All Aye XI. Executive Session MOTION: E. Spiegel moved to go into Executive Session for the purpose of (5ILCS 120/2(c)(1) appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body, including hearing testimony on a compliant lodged against an employee to determine its validity. (5ILCS 120/2(c)(1)) and deliberations concerning salary schedules for one or more classes of employees. (5ILCS 120/2(c)(1)). B. Lund seconded. Roll Call Vote - All Aye The Board moved into Executive Session at 8:15 pm. The Board returned to Open Session at 8:39 pm. XII. Adjourn MOTION: T. Hough moved to adjourn the meeting. J. French seconded. Voice Vote - All Aye The meeting adjourned at 8:40 pm.
The May Board Meeting was called to order at 7:31 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Patricia Kummer -President (Left at 7:45 pm) Richard Flint -Vice President Barbara Lund -Secretary Sharon Callais -Treasurer Elliot Spiegel -Trustee (Arrived at 7:50 pm) Jay French -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Also Present: Thomas Hough -Newly Elected Trustee George Banas -Newly Elected Trustee Jim Filliung -Architect Lucy Gaven -Patron (Arrived at 7:35 pm) After the Roll Call was taken, P. Kummer said a few remarks as the outgoing President. P. Kummer thanked staff for their professionalism, friendliness, as well as being actively involved in the Strategic Planning Committee and Long Range Plan Committee while she was on the Board. P. Kummer specifically thanked Administration : B. Strecker, K. Seelig, S. Wittenauer, and C. Quentin for their professionalism in answering any question that arose whether it was a Board matter, newest technology, or financial issue. P. Kummer expressed her gratitude to fellow Board members for their dedication and commitment as well as using their talents and skills while serving on the Board. P. Kummer thanked the newly elected Board members for choosing to run and serve on the Board. R. Flint read a Resolution in honor of P. Kummer’s service on the Board since 1999. The Board adopted the Resolution after a voice vote - all ayes. B. Strecker presented P. Kummer a plaque honoring her dedicated service for the past eight years. The elected trustees in the April, 2007 Consolidated Election took the oath of office. They were R. Flint, J. French, T. Hough, and G. Banas. B. Lund administered the oath.
III. Nominations for Officers The Board Re-Organization was as follows: S. Callais nominated R. Flint for President. J. French seconded. R. Flint accepted. Roll Call vote - All Aye G. Banas nominated E. Spiegel for Vice-President. S. Callais seconded. Roll Call Vote - All Aye G. Banas nominated J. French for Secretary. S. Callais seconded. Roll Call Vote - All Aye B. Lund nominated T. Hough for Treasurer. G. Banas seconded. T. Hough accepted. Roll Call Vote - All Aye IV. Opportunity for Visitors to Speak No visitors spoke. V. Consent Agenda
B. Approve Minutes of May 2, 2007 Special Board Meeting C. Acknowledge Treasurer’s Report, 4/30/07, Revenue Report, 4/30/07, Current Assets Report, 4/30/07, and Investment Activity Report, 4/30/07 ` D. Authorize Payment of Bills, 5/21/07 MOTION: S. Callais moved to approve the Consent Agenda, items A-D. B. Lund seconded. Roll Call Vote - All Aye VI. Director’s Report The bills were reviewed by E. Spiegel and B. Lund. R. Flint and S. Callais will review the June bills. B. Strecker stated that HB 1727 passed by the House on May 3rd. The HB has not come back to the Senate. All bills have to have a third reading by May 31st. At this time, It doesn’t look like a 3rd reading will happen. B. Strecker stated that the Pre-Qualified Statements for the General Contractors are due by this Friday at 5 pm. Eight contractors from before have expressed an interest in re-bidding. At the moment, there are 10 pre-qualified contractors who have submitted documentation. VII. Assistant Director’s Report K. Seelig read a note from the suggestion box from a new patron complementing staff and the services provided by the library. VIII. Communications None IX. Committee Reports Finance S. Callais stated that the Finance Committee has not met. Personnel/Policy R. Flint stated that the Personnel/Policy Committee has not met but will be meeting some time soon. Physical Plant B. Strecker stated that he, E. Spiegel, and J. Filliung have met to discuss the items in the new Bid packet. Technology R. Flint stated that the Technology Committee has not met. MLS No report. X. Unfinished Business Proposed Financial Plan B. Strecker stated that the only change in the Proposed Financial Plan was to list a two-month cash reserve instead of a three-month cash reserve. B. Strecker has not received the proposed plan back. It will be put on the June agenda. Architect Update J. Filliung gave an update on the interior renovations and the re- bidding process. J. Filliung went over the items listed on a handout included in the Board packet which showed possible deductions and their effect on the cost of the project. Possible deductions include reducing changes in the new circ office, redoing the stair railings, less soffit throughout, a flat window on the north exposure, not moving vestibule door, only doing paint and ceiling tiles in the meeting room. This was a partial list. Interior Renovation E. Spiegel stated that the Physical Plant Committee should meet as soon as possible. E. Spiegel was confused about some of the figures and would like more detail as to cost estimates for the project. The Board approved $1,250,000 for the renovation project. T. Hough came up with a cost estimate of approximately $1,500,000 which is over the original amount. MOTION: E. Spiegel moved to re-confirm the Board’s decision to cap off the total cost of the interior renovations project not to exceed $1,250,000. T. Hough seconded. Roll Call Vote - All Aye XI. New Business B. Strecker scheduled a Physical Plant Committee meeting for June 4th at 7:30 pm immediately followed by a Special Board meeting. XII. Adjourn MOTION: S. Callais moved to adjourn the meeting. T. Hough seconded. Voice Vote - All Aye The meeting adjourned at 8:45 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: Richard Flint -Vice President Barbara Lund -Secretary Sharon Callais -Treasurer Betty Long -Trustee Elliot Spiegel -Trustee Jay French -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Also Present: Jim Filliung -Architect Thomas Hough -Trustee Candidate George Banas -Trustee Candidate Absent: Patricia Kummer -President In P. Kummer’s absence, R. Flint, Acting President, welcomed back K. Seelig who returned from sick leave. MOTION: B. Lund moved to amend the agenda and move Item A, Architect Update, under Unfinished Business, up to the top of the agenda. B. Long seconded. Roll Call Vote - All Aye Architect Update J. Filliung gave his presentation. J. Filliung stated that so far two general contractors have dropped out of the bidding process due to work load. J. Filliung felt comfortable with the eight remaining firms. On Tuesday, April 17, J. Filliung and B. Strecker will have a pre-bid meeting for the contractors. This meeting is mandatory. J. Filliung has contacted a civil engineer to give a better estimate on costs for the parking lot phase of the renovations. The Village Building Department has responded with some suggested changes to the signage for the library. An addendum to the bid contract will be handed out to the contractors on Tuesday. The signage on the corner of Front and Kingston will be lit on one side, at an angle, for easy visibility. J. Filliung suggested a pedestal base for the entry/exit sign in the north and south parking lots. The sign would be double sided. The north parking lot would become staff parking. The book drop would remain in its present location. II. Opportunity for Visitors to Speak No visitors spoke. III. Consent Agenda - Action Required
B. Approve Minutes of April 4, 2007 Special Board Meeting C. Approve Minutes of March 28, 2007 Special Board Meeting D. Approve Minutes of April 4, 2007 Executive Session E. Acknowledge Treasurer’s Report, 3/31/07, Revenue Report, 3/31/07, Current Assets Report, 3/31/07, and Investment Activity Report, 3/31/07 F. Authorize Payment of Bills, 4/11/07 MOTION: E. Spiegel moved to approve the Consent Agenda. S. Callais seconded. Roll Call vote - All Aye IV. Director’s Report The bills were reviewed by P. Kummer and J. French. E. Spiegel and B. Lund will review the May bills. B. Strecker stated that the Statistics Report will be included in next month’s packet. A copy of the final budget is included in this month’s packet. The May Board Meeting will be Monday, May 21 at 7:30 pm due to the election process. V. Assistant Director’s Report K. Seelig stated that she has just returned from sick leave. Her monthly report is included in the packet. VI. Communications There will be a Special Board Meeting on May 2 at 6:30 pm. T. Krafcheck will be present at the beginning of the meeting to discuss investment planning. E. Spiegel asked B. Strecker to send out an updated meeting schedule. VII. Committee Reports Finance S. Callais stated that the next Finance Committee Meeting will be part of the Special Board Meeting on May 2 at 6:30 pm. Personnel/Policy R. Flint stated that no meeting has been scheduled at this time. Physical Plant E. Spiegel stated that the Physical Plant Committee has not met formally this month. A contractor walk-through with the architect is scheduled for Tuesday, April 17 at 11:00 am. Technology R. Flint stated that the Tech Committee has not met. B. Strecker stated that he has contacted a cabling firm to do a survey for us before pursuing a new telephone system. The cable system and the telephony system will be sent out for bids separately. MLS E. Spiegel attended the Systems’ President’s and Director’s meeting in Springfield. The Secretary of State’s budget, subject to legislation, will keep funding for Systems at the same level. The FY2008 Public Library Per Capita and Equalization Aid Grant requirements includes a library review and report on progress in meeting Chapter X, library orientation, and training process for newly hired staff member, library orientation, and training process for newly seated trustees, and an up to date Disaster Plan. In FY09 - FY12, issues to be addressed in Per Capita grants will include co-operation between libraries according to standards and encouragement in adopting technology. At MLS, LIMRiCC was discussed. MLS is working on reaching a balanced budget, and the next MLS Board meeting is scheduled for April 16. VIII. Unfinished Business HB 1727 Board members signed Resolution HB 1727 (Internet Filtering). Disposition of Furniture B. Strecker stated that no decision has been made on disposition of furniture to the Park District. IX. New Business B. Strecker stated that his final notes on the FY07 - FY08 budget are included in the Board packet. MOTION: B. Long moved to approve the FY07 - FY08 budget. J. French seconded. Roll Call Vote - All Aye Resolution R. Flint read a Resolution honoring B. Long’s eight years of service on the Lisle Library District Board of Trustees. MOTION: E. Spiegel moved to approve the Resolution honoring B. Long’s service to the library in various capacities as a Board member of the Lisle Library District. S. Callais seconded. Voice Vote - All Aye Adjourn MOTION: B. Lund moved to adjourn the meeting. J. French seconded. Voice Vote - All Aye The meeting adjourned at 8:25 pm. The March Board Meeting was called to order at 7:31 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Patricia Kummer -President Richard Flint -Vice-President Barbara Lund -Secretary Betty Long -Trustee Elliot Spiegel -Trustee Jay French -Trustee Bill Strecker -Director Carol Quentin -Recording Secretary Absent: Sharon Callais -Treasurer Kathy Seelig -Assistant Director Also Present: George Banas -Trustee Candidate Lucy Gavin - Patron (Arrived 7:35 pm)
II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required
B. Approve Minutes of March 8, 2007 Physical Plant Meeting C. Approve Minutes of March 8, 2007 Special Board Meeting D. Acknowledge Treasurer’s Report, 3/31/07, Revenue Report, 3/31/07, Current Assets Report, 3/31/07, and Investment Activity Report, 3/31/07 E. Authorize Payment of Bills, 3/14/07 B. Long requested that S. Wittenauer include in the financial reports an encumbrance figure for the remainder of the architect’s contract. E. Spiegel stated that he had talked with S. Wittenauer about two items concerning the leasing of D & B books and mileage reimbursement. MOTION: B. Long moved to approve the Consent Agenda as presented. B. Lund seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by E. Spiegel and S. Callais. P. Kummer and J. French will review the April bills. B. Strecker stated that the library received a check for $250. from the Village of Lisle from properties located on Thornhill Court. B. Long suggested that any annexation issues come before the Board. B. Strecker stated that T. Krafcheck from Oak Brook Bank replied to B. Long’s question about the bank’s fee schedule. The service fee for investments remains the same and does not change depending on the size of the investment. B. Strecker stated that an additional $30,000 -$35,000 be added to the facilities replacement schedule for re-paving the front parking lot. B. Long asked if the parking lot should be included in the architect’s contract or wait and make the parking lot a separate project. Discussion followed. B. Strecker stated that the lease with the management company for the property next door was being renewed. The same tenants are still living there. B. Long mentioned that in the director’s update, advance payment was made to J. Ruhl for laying of the sod near the retaining wall. B. Strecker stated that the sod will be laid as soon as the weather permits. B. Long asked about the reduction in the collection by 10%. B. Strecker stated that weeding is on-going and about 1,000-2,000 books and materials per month have already been weeded prior to the start of renovations. Usually, weeding of materials is about 700 per month. B. Strecker stated that about 99% of weeded materials are old. E. Spiegel stated that with the reconfiguration of the shelving, there will be room for the collection to grow. B. Strecker stated that the Friends will use one-half of the meeting room for the Book Sale in May. E. Spiegel stated that D. Cunningham should again be notified that the storage room will be used to store the library’s overflow collection. P. Kummer requested that a letter be sent to the Board of the Friends letting them know. VI. Communications B. Strecker read a note from A. Perry, a recent author who presented a program, complimenting staff and their efforts on making her visit a memorable one. B. Strecker stated the Village of Lisle’s 50th Anniversary Committee is hosting a reception and movie debut celebrating the village’s 175-year history. Details are on the handout that was passed out prior to the meeting. The library is purchasing three of the books and a DVD on Lisle’s history. VII. Committee Reports Finance P. Kummer stated that the next Finance/Budget meeting is scheduled for April 4th at 7:00 pm. Personnel/Policy R. Flint stated that no meeting has been scheduled at this time. Physical Plant E. Spiegel stated that the Physical Plant Committee reviewed the relatively final drawings, the interior design options, and carpeting. E. Spiegel stated that the parking lot issues were still being discussed. E. Spiegel stated that the next meeting of the Physical Plant Committee will be determined after conferring with J. Filliung. Technology R. Flint stated that no meetings have been scheduled at this time. MLS E. Spiegel stated that MLS is providing buses for the trip to Springfield on April 19th for Library Advocacy Day. MLS has renewed a five-year lease on its Chicago office. Continuing Education classes are held at that location, as well as the Burr Ridge building. Unfinished Business Architect’s Update B. Strecker stated that J. Filliung is out of town, and thus, could not attend the Board Meeting. B. Strecker stated that the most recent update on costs is included in the handout passed out prior to the meeting. The phone system as well as landscape costs are included in the Budget. Furnishings will cost between $50,000-$60,000. Parking lot costs are estimated at $30,000. A new security system and fire panel are already included. B. Strecker along with J. Filliung talked to J. Ruhl about the landscaping. Several trees, including the Bradford Pear, in the front parking lot will need to be removed. The Bayberry bush out front may be given to the Arboretum. Director’s Evaluation R. Flint stated that the director’s evaluation packets have been given to all Board members. Staff evaluation comments have already been submitted. R. Flint asked that the evaluation forms be returned to his mailbox by Friday, March 23rd. Emailing responses electronically is fine. Disposition of Furniture B. Strecker stated that 235 items of furniture are listed most with limited value. Giving the items to charitable organizations is one option. B. Strecker will check other options of disposing of furniture and will check with R. Ritzman as to proper disposition. Disposition of Library Materials B. Strecker stated that in his update of March 14th the library is currently weeding about 1,000 to 1,200 items per month. Most companies, both online and traditional would not accept any library books. Another problem was shipping. The most effective way to dispose of unwanted material is a company called Better World Books. This firm sells a lot of material on the Internet. A discussion followed and the Board asked the Director to check Better Books under Guide Stars.com before proceeding. Disposition of Oriental Collection B. Strecker stated that there is a local auction house, Bunte, that would take the Oriental Collection. E. Spiegel has used their services. The auction house takes varied collections dating from 30 to 100 years. The library would have to pay for shipping and wrapping. The insurance appraisal on file is high. B. Strecker requested permission to go ahead and set up a contract with Bunte. MOTION: R. Flint moved to approve the Director to dispose of the Oriental Collection through Bunte auction house. J. French seconded. Roll Call Vote - All Aye Collection Management Policy MOTION: B. Long moved to approve the Collection Management Policy as presented. B. Lund seconded. Roll Call Vote - All Aye IX. New Business Approval of Building Plans No changes at this time. Approval of Interior Design Changes MOTION: B. Lund moved to approve the Physical Plant Committee choices for interior library renovations. J. French seconded. Roll Call Vote - 4 ayes, R. Flint - abstain, B. Long - nay. Motion carried. New Library Telephony B. Strecker passed out a handout prior to the meeting comparing the cost of a new Voice Over Internet Protocol (VOIP) phone system versus the cost of a new POTS. The chart indicates a 4 ½ year payback of VOIP. The current phone system was installed in 1999. The library will need a new phone system in the next 1-2 years. The advantages for VOIP is the ability to move phones to different boxes. B. Strecker stated that the new phone system would go out for bids. The architect would advise the type of wiring needed for future installation. E. Spiegel stated that the phone system contract should include installation and guarantee of support. J. French asked if there was any trade- in value to the present phones. B. Strecker would check. MOTION: R. Flint moved to approve the Director to go ahead with pursuing the VOIP system and to go ahead with bidding out services. J. French seconded. Roll Call Vote - All Aye X. Executive Session: 5ILCS No Executive Session was held. XI. Adjourn MOTION: B. Long moved to adjourn the meeting. R. Flint seconded. Voice Vote - All Aye The meeting adjourned at 9:05 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: Patricia Kummer -President Richard Flint -Vice-President Barbara Lund -Secretary Sharon Callais -Treasurer Betty Long -Trustee Elliot Spiegel -Trustee Jay French -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Also Present: Jim Filliung -Architect (Left at 8:05 pm) Tom Hough -Trustee Candidate George Banas -Trustee Candidate Lucy Gavin -Patron P. Kummer introduced G. Banas and T. Hough, Trustee Candidates in the April 17th Consolidated Election. II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required A. Approve Minutes of January 10, 2007 Board Meeting B. Approve Minutes of January 17, 2007 Physical Plant Meeting C. Approve Minutes of January 24, 2007 Personnel/Policy Committee Meeting D. Approve Minutes of February 7, 2007 Physical Plant Meeting E. Acknowledge Treasurer’s Report, 1/31/07, Revenue Report, 1/31/07, Current Assets Report, 1/31/07, and Investment Activity Report, 1/31/07 F. Authorize Payment of Bills, 2/14/07 B. Long requested a correction be made to the February 7, 2007 Physical Plant Committee Meeting Minutes to read in the third paragraph, “three” color palettes were presented instead of “four.” MOTION: E. Spiegel moved to approve the Consent Agenda as amended with the correction made to the Physical Plant Committee Meeting on February 7, 2007. R. Flint seconded. Roll Call Vote - All Aye B. Long thanked staff member S. Wittenauer for including suggested corrections to the Current Assets Report. P. Kummer introduced J. Filliung. J. Filliung gave a presentation updating changes made to the conceptual drawings for the interior renovations. Topics included options for the east entry way, questions raised about the south parking lot as a two-way entry, and color palette choices for the furnishings. B. Strecker, J. Filliung, and T. Budzikowski will meet on Friday to discuss parking lot issues. B. Long asked J. Filliung if obtaining permits from the Village was possible within 45 days as outlined in the phasing plan when it would usually take 2-3 months. J. Filliung stated that it would be quicker due to interior renovations versus structural change. The Legal Notice for the Prequalification of General Contractors would be published as soon as possible in the Daily Herald. J. Filliung stated that the Notice would also appear in the Dodge Construction News. IV. Director’s Report The bills were reviewed by B. Lund and B. Long. S. Callais and E. Spiegel will review the March bills. B. Strecker stated that J. French has signed up for the Trustee workshop to be held at Hickory Ridge on February 24th. B. Strecker would check if new Board members elected in April can go to the workshop. G. Banas and T. Hough expressed interest in going on the 24th. The new Trustee candidates are running unopposed. V. Assistant Director’s Report K. Seelig stated that she would be on medical leave for 6-8 weeks starting next Tuesday. K. Seelig stated that she has talked with a vendor, 3Com, about updating our phone system. They discussed Voice Over IP as an alternate option. Phones are purchased and can be moved to other locations within the library. E. Spiegel suggested keeping this item purchase separate from the architect’s plan. VI. Communications None VII. Committee Reports Finance S. Callais thanked the Board and staff for the beautiful flower arrangement she received while recuperating. Personnel/Policy P. Kummer stated there will be a meeting in March. Date to be determined. Physical Plant E. Spiegel stated that the Committee has met several times with J. Filliung and minutes from these meetings are included in the packet. Technology R. Flint stated that no meetings are scheduled at this time. Director’s Evaluation R. Flint stated that staff would receive evaluation forms for the Director by the end of the month. The Board will receive evaluation forms for the Director in March. MLS MLS has formed a nominating committee. E. Spiegel stated that he will remain as MLS President through June and will remain on the Board for one more year. April 19th is Annual Library Day in Springfield. VIII. Unfinished Business None IX. New Business Authorization for Change Orders by Director A discussion followed. MOTION: B. Long moved to empower the Director to authorize change orders up to $7500. for the interior renovation project and to inform either the Physical Plant Committee Chairman or secondly, the President of the Board about such changes. J. French seconded. Roll Call Vote - All Aye Approval of Building Plans MOTION: R. Flint moved to approve the Design Development Plan as outlined by the architect. S. Callais seconded. Roll Call Vote - All Aye Approval of Proposed Schedule and Phasing Plan as Presented By Architect A discussion followed. MOTION: B. Lund moved to approve the Proposed Schedule and Phasing Plan as presented by the architect. R. Flint seconded. Roll Call Vote - All Aye Authorization for Pre-Qualified Statements for General Contractors Qualifications Statements must be submitted by 5:00 pm on Friday, March 2, 2007. B.Strecker and J. Filliung plan to meet over the weekend to discuss submitted statements. A Physical Plant Committee meeting was scheduled for Monday, March 5th. A Special Board meeting to discuss the Physical Plant Committee recommendations and the 2007-2008 Budget was scheduled for Wednesday, March 7th at 7:00 pm. MOTION: E. Spiegel moved to authorize the Legal Notice for the Pre-Qualification of General Contractors and publication of the Notice. B. Lund seconded. Roll Call Vote - All Aye The above motion combines Item D and E on the agenda. Approval of Canopy Design A discussion followed. The Board members were polled as to their choice for the canopy design. The vote was as follows: S. Callais, Option #3, E. Spiegel, abstain, J. French, Option #3, B. Long, Option #2, B. Lund, Option #2, R. Flint, Option #2, P. Kummer, Option #3. The vote resulted in a tie. Discussion followed. MOTION: S. Callais moved to approve the Canopy Design, Option #3. J. French seconded. Roll Call Vote - S. Callais, aye, E. Spiegel, abstain, J. French, aye, B. Long, nay, B. Lund, aye, R. Flint, aye, P. Kummer, aye. The results were 5-1-1. The motion carried. Letter Requesting Waiver of Permit Fees by the Village of Lisle MOTION: E. Spiegel moved to authorize a letter be written Requesting a Waiver of Permit Fees by the Village of Lisle. B. Long seconded. Roll Call Vote - All Aye Disposition Of Furniture B. Strecker stated that disposition needs to start by the middle of April. There is not a written procedure concerning this matter. This item will be placed on the next Physical Plant Committee meeting agenda. B. Long suggested a “silent auction”. B. Strecker will check on this. Disposition of Materials B. Strecker stated that there is not a written procedure concerning this matter. Our collection needs to be slimmed down to meet ADA requirements. Materials will be offered to the Friends or other libraries on a non-gratis basis. B. Strecker asked the Board for their suggestions in disposing of materials. B. Long suggested a one-time public sale and remaining books could be donated to other libraries in need perhaps in the Katrina affected areas. E. Spiegel suggested moving companies be contacted to see if this was a feasible idea. B. Strecker would check on this matter. Disposition of Oriental Collection B. Strecker suggested the Oriental Collection be auctioned through an auction house. The items in the showcase near the stairs would remain. The Quiet Room items would have to go. E. Spiegel suggested checking into the insurance appraisal as it may not be accurate and a 10% premium may be required by the auction house. MOTION: E. Spiegel moved to direct the Director to come up with a plan for disposition of the Oriental Collection and come back to the Board with recommendations. B. Lund seconded. Roll call Vote - All Aye Personnel Duties during Closures of Departments A discussion followed. A list compiled by Department Heads is included in the packet. Collection Management Policy - First Read B. Strecker stated that the Collection Management Policy has been re-written for a first read. Board members should send comments to him. B. Long complemented K. Seelig for the thorough job she did in rewriting the Policy. Date for May Board Meeting B. Strecker recommended Monday, May 21st at 7:30 pm as a date for the May Board meeting. May 21st is the first day newly elected Board members can be sworn in. The April Consolidated election is April 17th. MOTION: E. Spiegel moved to set the date for the May Board meeting to Monday, May 21st at 7:30 pm for the purpose of swearing in newly elected Board members. S. Callais seconded. Roll Call Vote - All Aye B. Strecker stated that the February 21st Physical Plant Committee meeting may be re-scheduled to Wednesday, February 28th at 3:15 pm because the interior designer needs a little more time. B. Strecker will know by Friday. The Personnel/Policy Committee meeting originally on the calendar for February 21st will be rescheduled after the March Board meeting. X. Executive Session: 5ILCS 120/2(c)(1)No Executive Session was held. XI. Adjourn MOTION: R. Flint moved to adjourn the meeting. B. Long seconded. Roll Call Vote - All Aye The meeting adjourned at 9:15 pm. The January Board Meeting was called to order at 7:37 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present Patricia Kummer -President Richard Flint -Vice-President Betty Long -Trustee Jay French -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Lucy Gavin -Patron (Arrived at 7:40 pm) Absent: Barbara Lund -Secretary Sharon Callais -Treasurer Elliot Spiegel -Trustee II. Opportunity For Visitors To Speak No visitors present. III. Consent Agenda - Action Required A. Approve Minutes of December 13, 2006 Board Meeting B. Approve Minutes of December 20, 2006 Physical Plant Meeting C. Acknowledge Treasurer’s Report, 12/31/06, Revenue Report, 12/31/06, Current Assets Report, 12/31/06, and Investment Activity Report 12/31/06 D. Authorize Payment of Bills, 01/10/0 B. Long stated that she received a call from MB Financial concerning her question about the percent of interest the library would actually get on the $400,000 amount listed in the Current Assets Report. B. Strecker stated that S. Wittenauer had not received a call back yet. B. Strecker would follow-up. MOTION: J. French moved to approve the Consent Agenda. B. Long seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by R. Flint and J. French. B. Lund and B. Long will review the February bills. B. Strecker stated that some of the topics for the Staff In-Service Day scheduled for February 1st include blood borne pathogens, fire prevention at the library and at home, and customer service of various kinds. B. Strecker stated that the crack in the storage area foundation has been repaired. Excavation to repair the crack in the foundation along the south wall where the old and new building come together will start in about 1-2 weeks. The cost estimate is approximately $5,000. The next task will be to contact a firm that specializes in mold remediation. B. Strecker and K. Seelig met with the architect on January 9th. The architect has had several meetings with the Village. No variances may be needed. The architect has also had a preliminary meeting with the fire department. At the next Board meeting, B. Strecker would like the Board’s authorization for implementing change orders between $5,000 and $10,000. V. Assistant Director’s Report K. Seelig stated that her report is short since she has been involved in several meetings with the architect. A web statistics report is included with her report. VI. Communications B. Strecker stated that he has received four assessment re-evaluations from commercial properties in the district. B. Strecker has forwarded the requests to R. Ritzman. VII. Committee Reports Finance No meetings scheduled. Personnel/Policy B. Strecker would like to schedule a Personnel/Policy Committee meeting for January 24th either afternoon or evening. B. Strecker would contact committee members to set up a time. Physical Plant B. Strecker stated that a firm set of plans would be available for approval in the next few weeks. A more detailed set of plans would be forthcoming. The Physical Plant Committee is meeting on January 17th at 3:00 pm. Technology R. Flint stated that no meetings have been scheduled. MLS No report. Inter-Governmental Meeting P. Kummer stated that she and B. Strecker attended an inter-governmental meeting this morning. Representatives from the school district, park district, and Benedictine University also attended. VIII. Unfinished Business Backdoor Annexation B. Long asked about annexation and expressed her thoughts that more needs to be done with working with the Village about annexing properties into the district. B. Strecker stated that he will continue to monitor the situation. Discussion of Public Comments for Interior Renovation B. Strecker stated that interior renovation plans could go out for bidding as soon as the end of February or early March. Policy 500 Material Selection - Second Read B. Long suggested several changes be made to the Material Selection Policy. A discussion followed. J. French also suggested some additional changes to the policy. B. Strecker will incorporate these suggestions into a new and revised policy that will be put on next month’s agenda for review. Discussion of Director’s Goals for 2007 P. Kummer stated that the Director’s evaluation process will start next month. B. Long suggested that an assessment of the parking lot be included in the goals under the heading of Budget/Financial Management. J. French suggested that all staff have access to emails as a means of communication between administration and staff. K. Seelig is looking into web mail as a source. J. French stated that the library’s web page is not ADA compliant in terms of text with graphics for the blind and should be reviewed for implementing features that would offer this service to our patrons. K. Seelig responded that the Web pages will be reviewed to make sure that text with graphics are on all pages. J. French also asked if the library’s emergency plans have been reviewed recently. B. Strecker stated that emergency plans will be revised after the interior renovations are completed. New Business Dates for Budget Meetings B. Strecker scheduled a tentative Budget meeting with the Board as a Committee of the Whole for March 7th at 7:00 pm. X. Executive Session: 5ILCS 120/2(c)(1) No Executive Session was held. XI. Adjourn MOTION: B. Long moved to adjourn the meeting. J. French seconded. Voice Vote - All Aye The meeting adjourned at 8:15 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: Patricia Kummer -President Barbara Lund -Secretary Sharon Callais -Treasurer Elliot Spiegel -Trustee Betty Long -Trustee Jay French -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Lucy Gavin -Patron (Arrived at 7:40 pm) Absent: Richard Flint -Trustee II. Opportunity For Visitors To Speak No visitors present. III. Consent Agenda - Action Required
B. Approve Minutes of November 8, 2006 TITA Public Hearing C. Approve Minutes of November 8, 2006 Board Meeting D. Approve Minutes of November 15, 2006 Physical Plant Committee Meeting E. Approve Minutes of December 6, 2006 Physical Plant Committee Meeting F. Acknowledge Treasurer’s Report, 11/30/06, Revenue Report, 11/30/06, Current Assets Report, 11/30/06, and Investment Activity Report 11/30/06 G. Authorize Payment of Bills, 12/13/06 P. Kummer made a correction in the Physical Plant Committee Meeting minutes of November 8, 2006 on page 2. The sentence starting with “P. Kummer suggested flexibility and the Board should try to meet” should be changed to the “Physical Plant Committee should try to meet every week or every other week.” Also, P. Kummer made a correction to the Board Meeting minutes of November 8, 2006 on page 4. The sentence starting with “A second read of the above policies will be placed on the December agenda for further review” should be moved to the second paragraph under Subsection L of Section VIII Conditions of Work in the Employee Handbook. P. Kummer made a correction to the Physical Plant Committee minutes of November 8, 2006 adding J. French’s name to Trustees present. E. Spiegel asked why in the Revenue Report, under Items To Note, the percentages don’t match up. B. Strecker stated that the library has received nine payments to date (of a total of 10) totaling $3,663,223,75 or 99.16% of our taxes extended. In the Revenue Report, the figure under 06-07 YTD, 99.93% reflects the percent of Budget received. B. Long asked about the Fair Market Value Report. What is the interest rate today versus on the day of maturity? B. Strecker will follow up and ask T. Krafcheck for a further explanation. MOTION: B. Long moved to approve the amended Consent Agenda with the corrections stated above. J. French seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by E. Spiegel and P. Kummer. R. Flint and J. French will review the January bills. E. Spiegel asked why microfiche is being purchased for current magazines. E. Spiegel talked with T. Weinstein and L. Phillips of Adult Services and some of the magazines involved are not currently available in other formats. Also, a question of movie licensing was answered, as current activity in the Adult Services and Youth Services warrant it. B. Strecker stated that R. Flint’s mother passed away. A floral piece and a fruit basket have been sent from the Board and staff. B. Strecker mentioned there are areas of moisture in the Circulation office area and also in the storage room area to J. Filliung. There is a separation in the foundation between the old and new building. Deep excavation will probably be needed. B. Strecker and K. Seelig met with J. Filliung with ideas about office areas, study room areas, and did some measurements. One possibility would be moving the Circulation office to the Audio-Visual office space and enlarging the work area. B. Strecker stated that book thefts have continued on a random basis. Assistant Director’s Report K. Seelig stated that in November, an Express/Self check station was placed on the floor near the Circulation Desk. Also, the library went live with its new SAM software that has been installed on the public use Internet PCs. B. Long noted that in the Staff Minutes, courtesy calls to patrons about overdue AV materials will no longer be made. B. Strecker stated that calls will be discontinued starting January 1. VI. Communications P. Kummer read a thank you note from U. Nori, from Circulation Services, thanking the Board for the floral piece that was given to her upon becoming a citizen. B. Strecker stated that he received a property tax assessment valuation request and the letter was forwarded to R. Ritzman. VII. Committee Reports Finance S. Callais stated that no meetings were scheduled at this time. Personnel/Policy B. Strecker stated that the Committee will meet in January to discuss policy changes. Physical Plant E. Spiegel stated that the Committee has met three times. The next scheduled meeting is Wednesday, December 20th at 2:30 pm. E. Spiegel stated that the Committee has narrowed down the direction for the library renovations from the two schemes that were presented by J. Filliung. The Committee chose Scheme 2. It would give the library interior a more curved and linear look. Various ideas for consolidating and re-arranging were discussed at the meetings. Technology No meeting has been scheduled. MLS E. Spiegel stated that MLS did not have a meeting in December. In November, the Steering Committee for the Strategic Plan met for the last time. E. Spiegel praised the strategic software that was used by the Committee. The Chicago Public Schools received a grant from MLS. Librarians would work for a day in the Chicago Public School System. VIII. Unfinished Business Backdoor Annexation B. Strecker stated that a list of properties was sent to R. Ritzman. LaSalle Bank Organization Resolution MOTION: B. Long moved to approve the original resolution from LaSalle Bank for small businesses. S. Callais seconded. Roll Call Vote - All Aye IX. New Business Discussion of Public Input for Interior Renovation E. Spiegel and B. Long felt that public input was necessary through a community forum. Discussion followed. B. Strecker stated that more detailed plans should be available around the third week in January. B. Strecker stated that the Lisle Sun would be doing a series of articles over several weeks about the conceptual ideas. E. Spiegel suggested setting a date at the January Board Meeting for a community forum for patron’s comments. No major revisions in the plan would be made. J. French asked about closing the library at some phases and the consolidation of the collection. B. Strecker stated the library will have to close at some phases, from a few days to a week at a time, however, it will be kept to a minimum. Policy 500 Material Selection - First Read B. Long submitted several edits and questions for review. B. Strecker stated a second read will be put on the agenda after the Personnel/Policy Committee has met to review these policies and any suggested changes. J. French asked if audio-visual use is covered under the Internet Policy. B. Strecker stated that it is covered. Discussion of Director’s Goals for 2007 Board members suggested several ideas for the Director to consider as he formulates his 2007 goals Report, due to the Board in January. X. Executive Session: 5ILCS 120/2(c)(1) No Executive Session was held. XI. Adjourn MOTION: B. Long moved to adjourn the meeting. E. Spiegel seconded. Voice Vote - All Aye The meeting adjourned at 8:45 pm. The November Board Meeting was called to order at 8:07 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Pat Kummer -President Richard Flint -Vice President Barbara Lund -Secretary Sharon Callais -Treasurer Elliot Spiegel -Trustee Betty Long -Trustee Jay French -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary II. Opportunity For Visitors To Speak No visitors present. III. Consent Agenda
B. Approve Minutes of October 11, 2006 Board Meeting C. Acknowledge Treasurer’s Report, 10/31/06, Revenue Report, 10/31/06, Current Assets Report, 10/31/06, & Investment Activity Report 10/31/06 D. Authorize Payment of Bills, 11/08/06 MOTION: B. Long moved to approve the Consent Agenda. S. Callais seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by S. Callais and R. Flint. E. Spiegel and P. Kummer will review the December bills. B. Strecker stated that the library received, through J. Demas’s efforts, a $1,000 literacy grant from Wal-Mart. B. Strecker stated that there has been an increase in the theft and defacing of books. In the past three weeks, fifteen books have been defaced or stolen. Staff is aware of the problem and have made some suggestions to help solve the problem. B. Strecker stated that he would talk to staff and would look into what security measures other libraries use. B. Strecker stated that there is still a drainage problem along the south wall of the building near the Circulation office. B. Strecker has talked to P. Moser about re-routing the gutter to see if that helps. Otherwise, digging up along the south wall may be necessary to avoid standing water. B. Strecker stated that the landscaping has been completed except for the sod that needs to be laid in the basin area. Work has been delayed because of the recent heavy rain. The new windows installed in the Youth Services area have to be cleaned up and a section of the retaining wall fence on the north end needs to be stained. Newly elected trustees will be sworn in the third week in May and officers will be nominated in June. B. Strecker passed out the most recent organizational chart as well as a hand-out explaining bond terminology. A Friends of the Library report was handed out showing total sales of $6,000 from the recent Book Sale. B. Strecker stated that he would discuss with D. Cunningham the possibility of the Friends contributing to our renovation project. B. Strecker stated that he has talked with P. Moser about the possible interior mold in the Circulation office on the south wall as a result of the standing water outside the building. P. Moser suggested taking up all the furniture, removing the mold, and replacing the carpet tiles. V. Assistant Director’s Report K. Seelig stated that she attended along with A. Lin, the Polaris Users Group in Syracuse. K. Seelig also attended a training session in Ottawa on security issues presented by IVNUA, a networking support group. K. Seelig also spent time exploring the library’s new web tracking software and a report was handed out before the meeting. K. Seelig also handed out a copy of the changes that have been made to our website. The SAM software program was installed this past week. Patrons put money into an account. Right now, patrons are allowed to print ten free pages. Patrons have access for one hour on the internet terminals and fifteen minutes on the express terminals. Patrons bar codes are scanned and put on a waiting list if there is not a terminal available. The Polaris Beta back-up system will be upgraded beginning next week. K. Seelig stated that the self-check out machine is available for patron use and is located across from the Circulation desk. VI. Communications P. Kummer stated that an updated list of trustees was handed out as well as a list of revised committee assignments. J. French has been added to the Personnel/Policy Committee replacing E. Spiegel and to the Technology Committee replacing B. Long. VII. Committee Reports Finance S. Callais stated that no meetings are scheduled. Personnel/Policy R. Flint stated that a meeting was held prior to the last Board Meeting to review policies which are included in the Board packet for a first read. Physical Plant E. Spiegel stated that the next meeting is scheduled for November 15, 2006 at 3:30 pm to discuss prioritizing the list of interior renovations. Department Heads’ input will also be included. Technology R. Flint stated that no meetings are scheduled. MLS E. Spiegel stated he attended a presentation by the Secretary of State’s office in Springfield as well as the annual MLS meeting held at Tinley Park. VIII. Unfinished Business Backdoor Annexation B. Long stated that she is aware of two areas to be considered, the Arbor Glen subdivision near Auvergne Avenue and the Thornhill subdivision near Plank Road. The Arbor Glen subdivision has 12 plus town homes planned. Now would be the time to negotiate with the developer or possibly a pre-annexation agreement, if such property is not contiguous to the district. IX. New Business A. Personnel/Policy Committee Revised Policies Policy 200 - Article XII The Board reviewed Policy 200 - Article XII. The policy regards teleconferencing and electronic communication as a means of participating in a Board or committee meeting. Discussion followed. Policy 200 - Article XIV The Board reviewed Policy 200 - Article XIV. Discussion followed. The policy regards nepotism. E. Spiegel stated that by law trustees cannot be restricted. Further discussion followed. B. Strecker will check with R. Ritzman for additional clarification. Subsection L of Section VIII Conditions of Work in the Employee Handbook The Board reviewed Subsection L. The policy regards Disability Leave. Discussion followed. A second read of the above policies will be placed on the December agenda for further review. B. Review Material Selection Policy 500 The Board reviewed Policy 500 - Materials Selection. Discussion followed. Several areas need updating. C. Physical Plant Committee Recommendations B. Strecker asked Board members to return the forms that were handed out by Monday, November 13 prioritizing the items listed on the interior renovations list. The Physical Plant Committee will be meeting with the architect on Wednesday, November 15. D. LaSalle Bank Organization Resolution B. Long stated that the library’s internal policy requires two signatures on documents, one Board member and the Director. LaSalle Bank requires only one. B. Strecker will follow up with LaSalle and the Resolution will be placed on the December agenda. E. Approve Levy Ordinance 07-06 MOTION: B. Long moved to approve the Levy Ordinance 07-06. R. Flint seconded. Roll Call Vote - All Aye F. Certification of Compliance with TITA MOTION: E. Spiegel moved to approve the Certification of Compliance with TITA. J. French seconded. Roll Call Vote - All Aye X. Executive Session None XI. Adjourn MOTION: B. Lund moved to adjourn the meeting. R. Flint seconded. Voice Vote - All Aye The meeting adjourned at 9:00 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: Patricia Kummer -President Richard Flint -Vice President Barbara Lund -Secretary Sharon Callais -Treasurer Betty Long -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Jay French -New Trustee Sarah Hezlep -Knutte & Associates Lucy Gavin -Patron (arrived at 7:40 pm) Absent: Elliot Spiegel -Trustee B. Lund administered the oath of office to the new trustee, J. French.
II. Opportunity For Visitors To Speak No visitors present. III. Consent Agenda - Action Required
B. Approve Minutes of September 13, 2006 Public Hearing for B & A C. Approve Minutes of September 13, 2006 Board Meeting D. Approve Minutes of September 20, 2006 Special Board Meeting E. Approve Minutes of September 26, 2006 Special Board Meeting F. Approve Minutes of September 26, 2006 Executive Session G. Approve Minutes of September 27, 2006 Finance Committee Meeting H. Acknowledge Treasurer’s Report, 9/30/06, Revenue Report, 9/30/06, Current Assets Report, 9/30/06, and Investment Activity Report, 9/30/06 I. Authorize Payment of Bills, 10/11/06 B. Long noted corrections to the September 13, 2006 Physical Plant Committee Meeting minutes as follows: Under Motion, B. Long moved to recommend to the Board approval of the landscape design, including plant substitutions as noted and discussed, and at the price submitted by J. Ruhl. MOTION: B. Long moved to approve the Consent Agenda as amended with the above corrections to the Physical Plant Committee Minutes. R. Flint seconded. Roll Call Vote - All Aye P. Kummer introduced S. Hezlep, from Knutte & Associates, who presented the audit to the Board with recommendations noting GASB-34 differences, Special Reserves expenditures and its name, and a discussion of note in the management letter concerning a different way of presenting the B & A. B. Long complemented S. Hezlep and Knutte and Associates for the fine job on the audit. B. Long also expressed the same complements from E. Spiegel who is on the Finance Committee but was not present at the Board meeting. MOTION: R. Flint moved to accept the audit as presented by S. Hezlep from Knutte and Associates. S. Callais seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by B. Lund and B. Long. S. Callais and R. Flint will review the November bills. B. Strecker stated that no statistics were available as staff was unavailable for various reasons the week prior to the Board meeting. B. Strecker mentioned the letter from the State’s Attorney’s office, re: ‘98-‘99 levies/tax rate, that was handed out before the meeting. The letter was forwarded to R. Ritzman. No further action is anticipated by the library. B. Strecker stated that Trustee Election packets would be available on Monday. In the future, the library will not be a polling place. B. Strecker stated that the Daily Herald no longer has a reporter to cover the library (or Lisle). M. Warble has been reassigned to other duties. V. Assistant Director’s Report K. Seelig stated that the library received a $1598. rebate check from 3Com for trading in a switch for a better version. K. Seelig stated that in September, planned upgrades of PCs and monitors were completed. Also, in September, a defective network appliance that blocks spyware and allows limited types of traffic on our bandwidth was replaced. K. Seelig included in her report, statistics from our new web analyzer software. K. Seelig stated that both she and A. Lin attended the PUG conference in Syracuse this past week. One interesting new product is called Play-Away, which plays an entire book in a small cassette format. Another new product is called Book Letters, which allows patrons to sign up for an e-letter. K. Seelig stated that the new self-checkout unit should be available in November. VI. Communications P. Kummer stated that she had received a letter from G. Banas expressing an interest in running for a trustee position in the April election. VII. Committee Reports Finance S. Callais stated that the Finance Committee had reviewed the audit at their last meeting. No meeting has been scheduled at this time. Personnel/Policy R. Flint stated that the Committee met prior to the Board meeting tonight at 7 pm. B. Strecker stated that three policies were reviewed and would be included on the November agenda for first read. Physical Plant B. Long stated that the Committee discussed the landscape design for the new south side retaining wall and recommended to the Board approval of the landscape design, including plant substitutions as noted. B. Strecker stated that he would contact E. Spiegel to set up a meeting date to discuss interior renovation plans. B. Strecker handed out several pictures for the Board to consider regarding style design. A tentative meeting date was scheduled for Wednesday, November 1st at 7:00 pm. Technology R. Flint stated that no meeting was scheduled at this time. MLS No report at this time. VIII. Unfinished Business Enhanced Insurance Coverage MOTION: B. Long moved to approve the recommendation for the $1,000,000 insurance coverage for computer fraud. R. Flint seconded. Roll Call Vote - All Aye Landscaping Contract B. Strecker stated that half of the total amount of $16,530.42 is due with the approved contract. Plantings would start at the end of October and beginning of November. MOTION: B. Long moved to approve J. Ruhl’s contract totaling $16,530.42 and approve a check for $8,000, to be sent with the approved contract. B. Lund seconded. Roll Call Vote - All Aye IX. New Business Approval of Per Capita Grant MOTION: J. French moved to approve the Per Capita Grant. B. Lund seconded. Roll Call Vote - All Aye Transfer of $15,000 to IMRF Fund MOTION: S. Callais moved to approve the Transfer of $15,000 to the IMRF Fund to eliminate a negative balance. B. Long seconded. Roll Call Vote - All Aye Transfer of Funds from General Fund to Special Reserve Fund B. Strecker stated that this is being done to provide additional funds for our interior renovation project and other projects that may occur in the future. MOTION: S. Callais moved to approve the Transfer of Funds from the General Fund to the Special Reserve Fund in the amount of $338,278.00. J. French seconded. Roll Call Vote - All Aye Architect Contract B. Strecker stated that the architect contract is a standard AIA contract. The contract is currently being reviewed with our attorney, R. Ritzman. The fee the architect is asking for is 9% of the total project cost. This fee is arrived at by guidelines set by the State of Illinois. MOTION: B. Lund moved to approve the architect contract with the Larson, Darby Group as amended by R. Ritzman and approved and signed by P. Kummer. S. Callais seconded. Roll Call Vote - All Aye Nevin Hedlund, Architect Payment B. Strecker stated that several minor items will be finished either today or tomorrow, with expenses for these items not expected to exceed $1,000. MOTION: B. Lund moved to approve payment to Nevin Hedlund, Architect, Invoice #5, in the amount of $1,589.96. R. Flint seconded. Roll Call Vote - All Aye Resolution to Determine Estimate of Funds B. Strecker stated that this Resolution is done annually. MOTION: B. Long moved to approve Resolution 07-03 for FY 06-07. S. Callais seconded. Roll Call Vote - All Aye TITA Notice B. Strecker stated that this is done if the library is requesting to levy a tax that is more than the 5% allowed by law. In the past two years the library has stayed under the 5%, however this year an increase in our levy of 6.95% is appropriate. It has become increasingly difficult to be sure the library is receiving all the funds allowed if the levy is at 5%. MOTION: S. Callais moved to publish the TITA Notice providing notice to the public of a TITA hearing on November 8, 2006 at 7:30 pm. R. Flint seconded. Roll Call Vote - All Aye Determination of Funds Available For Interior Renovation Project B. Strecker stated that after the transfer of funds approval to the Special Reserve Fund, he is recommending the library use $1,250,000 for interior renovation. B. Long recommended the parking lots be reviewed as to future repair and replacement which would incur future expenses. Accept Audit The audit was approved earlier in the meeting. Backdoor Annexation B. Strecker stated that the library should pursue properties that have been annexed into the school district and village. There are three options available which the library could pursue in the future. Discussion will continue at future meetings. MC Building, Inc. September Bill B. Strecker recommended pending approval of MC Building, Inc.’s September bill upon approval of Certificate of Completion. MOTION: B. Lund moved to approve payment to MC Building, Inc.’s September bill pending Certificate of Completion and review by B. Strecker and P. Kummer not to exceed the amount of $44,383.00. B. Long seconded. Roll Call Vote - All Aye XI. Executive Session None XII. Adjourn MOTION: J. French moved to adjourn the meeting. R. Flint seconded. Voice Vote - All Aye The meeting adjourned at 8:55 pm.
The September Board Meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Patricia Kummer -President Richard Flint -Vice President Barbara Lund -Secretary Sharon Callais -Treasurer Betty Long -Trustee Bill Strecker - Director Kathy Seelig - Assistant Director Carol Quentin - Recording Secretary Lucy Gavin - Patron (arrived at 7:34 pm) Absent Elliot Spiegel - Trustee
II. Opportunity For Visitors To Speak No visitors present. III. Consent Agenda - Action Required
B. Approve Minutes of August 9, 2006 Physical Plant Meeting C. Approve Minutes of August 15, 2006 Physical Plant Meeting D. Approve Minutes of August 24, 2006 Finance Committee Meeting
B. Long noted corrections to the August 9, 2006 Board Meeting minutes as follows: On Page 7, the name of the contractor, MC Building, Inc. should be included in the paragraphs under Contractor Payment Request. MOTION: B. Long moved to approve the Consent Agenda as amended with the above corrections to the Board Minutes. B. Lund seconded. Roll Call vote - All Aye IV. Director’s Report The bills were reviewed by P. Kummer and S. Callais. R. Flint and B. Lund will review the October bills. B. Strecker stated that the statistics for the month remained level. Internet usage dropped for no particular reason other than hi-speed accessibility is available in other areas in Lisle. V. Assistant Director’s Report K. Seelig stated that our new web calendar and online event sign-up went live on our web site on the morning of September 11th. It allows patrons to register for programs from their own computers at home or the office. Staff has begun training and working on procedures for the Room Request software that links to our web calendar. The library has purchased new web tracking software that provides more data on usage of our web site. VI. Communications B. Strecker stated that a total of 5 applicants have submitted resumes for the Board Trustee vacancy. VII. Committee Reports Finance S. Callais stated that the next Finance Committee meeting is scheduled for September 27th at 7 pm. S. Callais stated that the minutes of the last Finance Committee meeting on August 24, 2006 are included in the packet. B. Long asked that an assessment of the parking lot, as to how much it would cost and when it needs to be re-paved/replaced, be considered in the renovation expenses. Personnel/Policy B. Strecker stated that he would like to schedule a meeting of the Personnel/Policy Committee on October 11th at 7 pm to discuss several items on current policies. Physical Plant B. Strecker stated that a meeting of the Board, as a Committee of the Whole, is scheduled for architect interviews on September 20th at 6 pm. S. Callais and B. Lund asked that J. Ruhl be contacted about trimming some of the tree branches that hang down over parking spaces especially in the front parking lot near the book depository. Technology No report. MLS No report. VIII. Unfinished Business B. Strecker stated that the exterior renovation is nearing completion within the next two weeks. Topsoil was recently delivered. Some painting and staining still needs to be finished up. IX. New Business Adopt B & A MOTION: S. Callais moved to adopt Ordinance 07-05, Budget and Appropriations for FY 06/07. R. Flint seconded. Roll Call Vote - All Aye Approve Certified Estimate of Revenues by Source MOTION: S. Callais moved to adopt the Certificate of Estimated Revenue for FY06/07. B. Lund seconded. Roll Call Vote - all Aye In-Service Training B. Strecker stated that he would like to schedule a full day In-Service for staff in the next few months. Topics would include fire and disaster procedures and customer service. Due to staff scheduling, the library would have to close a full day. Discussion followed. MOTION: B. Lund moved to have the Director schedule a full day In-Service, closing the library for a complete day, sometime in January. S. Callais seconded. Roll Call Vote - All Aye Review Logo MOTION: R. Flint moved to adopt the new library logo that was recommended. S. Callais seconded. Voice Vote - All Aye. Payment of 2nd Bill From General Contractor MOTION: B. Long moved to approve the bill from the general contractor, MC Building, Inc., approved by the architect, for a total of $92,687. S. Callais seconded. Roll Call Vote - All Aye Discussion of Vacancy on Board of Trustees B. Strecker stated that five applicants have submitted resumes for the trustee vacancy. B. Strecker suggested 20- minute interviews with each candidate with 10 -minutes in between. A Special Board Meeting was scheduled for Tuesday, September 26th at 6 pm. B. Strecker will follow up with phone calls to each candidate and certified letters sent to each. The Board would move into Executive Session as allowed by state statues for the interviews. Lighting Contract B. Strecker stated that the firm chosen (United Energy) for the installation of the energy efficient lighting was selected on the basis of four governmental agencies that have used them for the same energy grant project that the library is doing. The total cost of this project is $39,837. The grant pays for $29,400 and the remaining $10,437 would be paid by the library over ten months. This contract was written and approved by our attorney. Both ballasts and lamps would be replaced. MOTION: B. Long moved to approve payment for a ten month period to United Energy for $10,437 as stated in the contract. S. Callais seconded. Roll Call Vote - All Aye Enhanced Insurance Coverage B. Strecker stated that item #6 in the Board Update (included in the packet) outlines the enhanced coverage. There are two parts to the coverage. Funds transfer fraud insurance provides insurance if a financial institution transfers money or securities based on fraudulent documentation purported to have been sent by the library. The second part, computer fraud insurance, protects loss of money, securities, and property against a hacker. B. Strecker recommended $1 million each in coverage. B. Long asked to what extent is the library liable. B. Strecker would follow up. The enhanced liability insurance will be put on next month’s agenda. Backdoor Annexation B. Strecker asked the Board to consider pursuing further examination of this topic. A memo from our attorney was included with the Board update of August 25, 2006. Building Appraisal B. Strecker stated that quotes were obtained for the appraisal of the building and the land (landscaping is not included). The lowest quote came in at $3,995 from Industrial Appraisal. This total does not include an annual update of $350. per year. B. Strecker recommended accepting the low quote. MOTION: R. Flint moved to approve the low quote from Industrial Appraisal for $3,995 for building and land appraisal. S. Callais seconded. Roll Call Vote - All Aye Change Order B. Strecker stated that the north gutter needed to be replaced because it could not be repaired. The amount for the new gutter is $1,730. MOTION: B. Lund moved to approve replacing the north gutter as recommended by MC Building, Inc., and payment for a total of $1,730. S. Callais seconded. Roll Call Vote - All Aye X. Executive Session No Executive Session was called. XI. Executive Session No Executive Session was called. XII. Adjourn MOTION: S. Callais moved to adjourn the meeting. R. Flint seconded. Voice Vote - All Aye The meeting adjourned at 8:32 pm. The August Board Meeting was called to order at 7:31 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Patricia Kummer -President Barbara Lund -Secretary Sharon Callais -Treasurer Elliot Spiegel -Trustee Betty Long -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Absent: John Rushing -Vice President Richard Flint -Trustee II. Opportunity For Visitors To Speak No visitors present. III. Consent Agenda - Action Required
B. Approve Minutes of August 1, 2006 Physical Plant Committee Meeting C. Approve Minutes of July 12, 2006 Executive Session D. Acknowledge Treasurer’s Report, 7/31/06, Revenue Report, 7/31/06, Current Assets Report, 7/31/06, and Investment Activity, 7/31/06 E. Authorize Payment of Bills, 8/09/06 B. Long noted corrections to the July 12, 2006 Board Meeting minutes as follows: 1. Page 2: Section IV. Director’s Report: Replace first sentence “The bills were reviewed by B. Long and J. Rushing.” with “The bills were reviewed by B. Long.” 2. Page 2: Section IV. Director’s Report: 5th paragraph: 2nd sentence: Replace “The gutter on the south side may also need to be replaced.” with “A gutter on the south side may need to be installed.” B. Strecker noted that a correction to the Physical Plant Committee Meeting minutes of August 1, 2006 should read as follows: 1. Page 2: Second heading: Replace “Lighting Grant” with “Construction Grant.” E. Spiegel raised some questions with regard to the Treasurer’s Report. The Revenue Report should tie in with the details on the Treasurer’s Report. E. Spiegel asked why the revenues are allocated in July when the money is received in June. B. Strecker stated that this is due to early taxes received in June and the adjustment is made on the July report. E. Spiegel noted that the Workman’s Compensation category shows a negative balance. B. Strecker stated that the premium is paid in July and the negative balance fund is replenished with future tax receipts. MOTION: B. Long moved to approve the Consent Agenda as amended with the above corrections to the Board Minutes, Physical Plant Minutes, and inquiries about the Treasurer’s Report. E. Spiegel seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by B. Lund and E. Spiegel. P. Kummer and S. Callais will review the September bills. B. Lund discussed with S. Wittenauer the ILA dues for J. Rushing and the renewal fees were deleted. J. Rushing has resigned from the Board. B. Strecker stated that the monthly statistics show no substantial change. Internet terminal usage was down this month but renewals had increased as did reference questions and the percentage of database hits to our web page. E. Spiegel raised the question of low usage of the World Book database and as to whether or not the library should continue to use it. B. Strecker stated that A. Krzak is evaluating its value. Building Update B. Strecker stated that the architect recommended eliminating some of the initial caulking needed on the south wall. Portions of the caulking surfaces are solid and there is no need to replace. B. Strecker stated that the retaining wall on the south end should be finished this week and the north retaining wall reconstruction should begin early next week. Painting is on hold as the carpenters are waiting for the replacement siding to replace the defective siding. This should arrive next week and the completion of the siding work will take 2-3 days. B. Strecker stated that the non-contract replacement costs list included in the Board packet will be discussed at the next Finance Committee meeting. V. Assistant Director’s Report K. Seelig stated that J. Demas’s 2005/2006 Annual Literacy Report was handed out tonight. K. Seelig stated that staff have continued learning to use and feel comfortable with the new web calendar. The plan is to make it publicly available on our web site September 1st. A new software program for tracking web usage, the Alter Wind Log Analyzer, will be tested this next month. K. Seelig stated that the SPAM filter has been adjusted to try to eliminate even more of the unwanted emails. VI. Communications K. Seelig stated that she had received a phone call from a grateful patron whose dog was found here at the library entrance last week. K. Seelig called the non-emergency number and through the dog tag, the police were able to return the dog to its owner. VII. Committee Reports Finance S. Callais stated that the next Finance Committee meeting is scheduled for Thursday, August 24, 2006 at 3:30 pm. Topics would include available funds for interior renovation and non-contract maintenance replacement cost itemization. Personnel/Policy R. Flint was absent. No report. Physical Plant Update on exterior renovation E. Spiegel stated that the Physical Plant Committee met on August 1, 2006. The Committee discussed the building repairs (painting, windows, gutters, etc.) and progress on the retaining walls. Liability Coverage The Committee discussed the library’s liability coverage, which currently is $5 million. E. Spiegel stated that the library needs to establish a base that includes building, contents, and landscaping that will cover 90% of the assessed value. An appraisal is needed, as the $5 million amount may not be enough. Landscaping The Committee discussed landscaping on the north side and south side where it has been removed for work on the retaining wall. E. Spiegel suggested that re-landscaping might be an interesting “collaborative community project” (funding, planting, etc.) with Friends, the Foundation, patrons, etc. Contractor’s Bills The Committee recommended payment of the two contractor’s bills from 6/30/06 and 7/25/06. The Committee also recommended payment of the #4 invoice (May-July) to the architect. Off-site storage E. Spiegel stated that off-site storage was discussed and B. Strecker had met with D. Cunningham to discuss the matter. Construction Grant E. Spiegel stated that our current architect has submitted a proposal to help write the grant, which includes preparing a building plan, for $2800. The Committee recommended approval of the proposal from the architect. Prevailing Wage A prevailing wage/FOI request has been filed re: a carpenter on the siding project. B. Strecker is providing requested documentation. RFQs E. Spiegel stated that when the Committee met on August 1, nine architects had submitted RFQs. The Committee met at 4:30 pm today to discuss the RFQs. Each Committee member rated each of the firms and narrowed the choices down to three: Burnidge Cassell Associates, LZT/Filliung Architects, and PSA Dewberry. Criteria included public library experience and experience in the hospitality field. P. Kummer suggested that another Board member is needed to serve on the Physical Plant Committee in the absence of J. Rushing. B. Long agreed to serve on the committee. The next Physical Plant Committee meeting is scheduled for Tuesday, August 15, 2006 at 2:00 pm. Technology R. Flint was absent. No report. MLS At the MLS July Board meeting, E. Spiegel was elected President. E. Spiegel spent a day in Springfield part of which was spent with the Inspector General. E. Spiegel attended a Trustee Workshop at MLS. Handouts were given to each Board member. E. Spiegel gave a ten- minute overview of the information included in the handouts. VIII. Unfinished Business Both Item A: Board Training for the Per Capita Grant and Item B: Building Update were covered in previous reports. IX. New Business Notice of Public Hearing on B & A MOTION: B. Long moved to approve the Notice of Public Hearing on the tentative B & A scheduled for September 13, 2006 at 7:00 pm. S. Callais seconded. Roll Call vote - All Aye Tentative B & A Ordinance 07-05 MOTION: B. Long moved to approve the tentative B & A. S. Callais seconded. Roll Call Vote - all Aye IPLAR Report MOTION: B. Lund moved to approve the annual IPLAR Report. S. Callais seconded. Roll call vote - All Aye Certification of Review of Secretary’s Minutes MOTION: B. Long moved to approve the Certification of Review of the Secretary’s Minutes. S. Callais seconded. Roll Call Vote - All Aye Approve Bescam Opener Changes The total amended contract to Bescam was $10,430. MOTION: B. Long moved to approve the Bescam contract totaling $10,430 as amended. E. Spiegel seconded. Roll Call vote - All Aye Sick Leave Policy with Grandfather Clause The addition to the Sick Leave Policy reads as follows: “All Employees of the library district who are employed as of January 1, 2006 shall automatically receive 30 sick days as of that date based on scheduled hours assigned and then accumulate sick leave as outlined above.” MOTION: B. Long moved to adopt the Sick Leave Policy with the Grandfather Clause as amended. B. Lund seconded. Roll Call Vote - All Aye Review Logo New designs for the library’s logo were included in the Board packets. No decision was made and the item should be placed on the next agenda under Old Business - Action Required. Architect Payment Request MOTION: E. Spiegel moved to approve the Architect Payment Request as recommended by the Physical Plant Committee. B. Lund seconded. Roll Call vote - All Aye Approve Hiring of Architect for Assistance with Construction Grant B. Strecker stated that the amount of the grant is $125,000 through the Illinois State Library. The time frame to apply for the grant is August 1, 2006 through September 1, 2006. MOTION: E. Spiegel moved to approve the hiring of Nevin Hedlund, Architect, for Assistance with the Construction Grant. B. Lund seconded. Roll Call Vote - All Aye Contractor Payment Request The contractor’s payment requests, MC Building, Inc., amounted to $20,520 and $50,760. MOTION: B. Lund moved to approve the Contractor’s Payment Request, MC Building, Inc., with a corrected certificate as amended. B. Long seconded. Roll Call vote - All Aye Review of Change Orders The approximate cost of installing gutters and window replacement is $5700. MOTION: E. Spiegel moved to approve up to $5700 for gutter installation and window replacement for Change Order #1 and #2. B. Lund seconded. Roll Call Vote - All Aye Discussion of Landscaping near Retaining Walls The discussion of the landscaping was included in the topics for the Physical Plant Committee scheduled to meet August 15, 2006 at 2 pm. Accept Resignation of John Rushing MOTION: B. Long moved to regretfully accept J. Rushing’s resignation due to family and work commitments. E. Spiegel seconded. Roll Call Vote - All Aye Elect New Vice President MOTION: E. Spiegel moved to nominate R. Flint as Vice President. B. Lund seconded. Roll Call Vote - All Aye Appointment of New Trustee B. Strecker reported that R. Ritzman stated that the Board does not have to replace a trustee vacancy before the April election. B. Strecker recommended that the Board start the procedure to fill the trustee vacancy by placing a notice in the paper. Copies of the vacancy notice will be placed at the Reception desk and the Circulation desk. Applicants must live in the library district and submit letters of interest and a resume. Applicants will also be encouraged to run in April for a four-year term on the Board. The deadline for submission is Friday, September 8th at 5:00 pm. X. Executive Session No Executive Session was called. XI. Executive Session No Executive Session was called. XII. Adjourn MOTION: B. Lund moved to adjourn the meeting. E. Spiegel seconded. Voice Vote - All Aye The meeting adjourned at 9:12 pm. The July board Meeting was called to order at 7:31 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Patricia Kummer - President Barbara Lund - Secretary Sharon Callais -Treasurer Elliot Spiegel - Trustee Betty Long - Trustee Richard Flint - Trustee (Arrived at 7:48 pm) Bill Strecker - Director Kathy Seelig - Assistant Director Beth McQuillan - Temp Recording Secretary Absent: John Rushing - Vice President
II. Opportunity for Visitors to Speak No visitors present. III. Consent Agenda - Action Required A. Approve Minutes of June 14, 2006 Board Meeting B. Approve Minutes of June 29, 2006 Technology Committee Meeting C. Acknowledge Treasurer’s Report, 6/30/06, Revenue Report, 6/30/06, Current Assets Report, 6/30/06, and Investment Activity Report, 6/30/06 D. Authorize Payment of Bills, 7/12/06 MOTION: B. Long moved to approve the Consent Agenda. P. Kummer seconded. Roll Call Vote - All Aye A discussion on current spending followed. E. Spiegel requested a listing of due dates with the length of notes on the current asset list. The discussion also included current reserves and projects not encumbered, utilities costs, and a plan for the Finance Committee in September to discuss the breakdown of the budget by expense. Certain budget items were highlighted. The Night Owl Reference Service cost increased after the budget was set. Budgeted money for In-service training was not spent. Staff has completed in-house safety training with no cost. The Board questioned the Personal Property Replacement Tax. B. Strecker will follow up and report back to the Board. The Board questioned the Per Capita Grant in 06/07 budget. The Library does not know the amount it will receive. IV. Director’s Report The bills were reviewed by B. Long. B. Lund and E. Spiegel will review the August bills. P. Kummer presented B. Strecker with a 5-year Service Award. A question was raised about the orange coil on the west side of the library causing a safety hazard. B. Strecker stated that after numerous phone calls the coil is still there. B. Strecker will follow up. B. Strecker stated that work should start on July 17th on the east end door opener. B. Strecker stated that after three repairs, the gutter on the north side needs to be replaced. A gutter on the south side may need to be installed. Water coming down from the gutter may have contributed to the south side building deterioration. B. Strecker will check with the architect. B. Strecker stated that the scaffolding is up for the south side siding repair. After checking for structural damage and the condition of the windows, four windows may need replacement. B. Strecker and the architect will meet with a rep from Pella Windows. Update on the south side retaining wall: Three (3) deliveries of materials have been received Ground must be level before installation Work is continuing B. Strecker stated that Brookfield Zoo passes are available at the Circulation Services desk. Four passes are available, each pass is good for four admissions to the zoo, and the pass does not include parking. Passes can be checked out for three days. B. Strecker stated that ten staff, including Board members and patrons have tested downloading audio books from home. Most were successful with careful reading of the instructions. There is a one time download limit. This service will be advertised in the newspaper and library newsletter. B. Strecker that the Youth Services petting zoo program was well attended and filled the meeting room. B. Strecker stated that the Village of Lisle will be celebrating its 50th anniversary of incorporation with a parade on September 30th. The library will have a float. The cost is $700. with grants available totaling $350. The Board would like a float and would pay the full cost if necessary. The Board would like other riders on the float, besides board members, especially children. B. Strecker stated that he is pursuing an Illinois State Library grant of $125,000 for interior renovation. The deadline for submitting applications is August 1st. V. Assistant Director’s Report K. Seelig stated the library recently had a server failure. The following occurred: Several hard drives were rebuilt due to a concern over reliability A Dell vendor supplied support Our technology consultant is not billing the library Latest versions of appropriate software was downloaded to rebuilt server If K. Seelig is unavailable, a consultant would be called A technology disaster work plan is in progress VI. Communications VII. Committee Reports Finance S. Callais stated that the Committee did not meet. A meeting is scheduled for August 23rd at 7:00 pm. Personnel/Policy R. Flint stated that no meeting was scheduled at this time. Physical Plant E. Spiegel stated that no meeting has yet been scheduled. The Committee could meet either August 1st or 3rd. The Committee will discuss renovation - RFQ’s, timetables, and check contracts. Discussion of saving landscape plants in future work will also be discussed. Technology R. Flint stated that the Committee met on June 29th. A demo was presented on audio downloading. A meeting will be scheduled in September to review the audio book downloading and instructions on the library’s web site. MLS E. Spiegel stated that he would attend the MLS Board meeting next week. The Consulting Department has been realigned and will focus on being more flexible rather than specialized. VIII. Unfinished Business A session for Board Trustee training is scheduled for August 2 at 7:00 pm at MLS. E. Spiegel will attend. IX. New Business Public Notice for .02% Ordinance 07-04 MOTION: B. Long moved to adopt the Public Notice for .02% Ordinance 07-04 for posting and publication. S. Callais seconded. Roll Call Vote - all Aye Approve Ordinance 07-04 MOTION: E. Spiegel moved to approve Ordinance 07-04. B. Long seconded. Roll Call vote - All Aye Certification of Authenticity MOTION: R. Flint moved to accept the Certification of Authenticity for Ordinance 07-04. E. Spiegel seconded. Voice Vote - All Aye Resolution Authorizing Preparation and Filing of B & A MOTION: B. Lund moved to adopt the Resolution R07-02 authorizing preparation and filing of B & A. S. Callais seconded. Roll Call vote - All Aye Architect RFQ B. Strecker stated that the RFQ will include the size of the budget. The Finance Committee will work on staging renovation projects to match the budget. A discussion followed on available money for interior projects. Payment of Tree Removal MOTION: B. Long moved to authorize payment for the tree removal on the property next door. E. Spiegel seconded. Roll Call vote - All Aye LAMA Award B. Strecker read the following about Elizabeth Nelson (Library Assistant in YS) upon receiving notification of a $1,000 award given to her. Elizabeth Nelson, a student in Dominican University’s Graduate School of Library and Information Science, has been awarded the 2006 Library Administration and Management Association/YBP Student Writing and Development Award for her manuscript title “Library Statistics and the HAPLR Index.” The award is given to honor the best article written by a student enrolled in a library and information studies graduate program on a topic in the area of library administration and management. The paper will be published in the Fall 2006 issue of Library Administration & Management magazine. The Library and Management Association (LAMA) recognized Elizabeth’s achievement at the American Library Association annual Conference on June 25, 2006 in New Orleans, LA. IX. Executive Session MOTION: B. Lund moved the Board go into Executive Session for the purpose of 5ILCS 120/2(c)(5) The purchase or lease of real property for the use of public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. S. Callais seconded. Roll Call Vote - All Aye The Board went into Executive Session at 8:40 pm. The Board returned from Executive Session at 8:56 pm. X. Adjourn MOTION: R. Flint moved to adjourn the meeting. B. Long seconded. Voice Vote - All Aye The meeting adjourned at 8:58 pm. |
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