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Board Minutes - FY07-08 |
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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 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Richard Flint -President Sharon Callais -Vice-President Barbara Lund -Secretary Thomas Hough -Treasurer Elliot Spiegel -Trustee Jay French -Trustee George Banas -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Also Present: Terese Krafcheck -MB Financial (Left at 8:10 pm) Lucy Gavin -Patron Saif Patel -Patron (Left at 7:50 pm) Barbara Roake -Patron (Left at 7:45 pm) Theresa Myszkowski -Patron (Left at 7:45 pm)
II. Opportunity For Visitors To Speak B. Roake stated that as a patron of the library, she was very pleased with the outcome of the renovations. B. Roake made some suggestions as follows: ∙ Additional benches both inside and outside for patrons to sit, especially seniors and handicapped patrons ∙ Additional seating near the non-fiction area ∙ Automated doors do not work properly when exiting ∙ Difficulty reading the bottom shelves, especially for seniors and handicapped patrons ∙ Additional new signage for meeting rooms/group study rooms. Suggested having a new floor plan diagram for patrons to follow ∙ Available seating (midaisle) is too low, especially for seniors and handicapped patrons T. Myszkowski stated that she agreed with B. Roake on several of the items. In addition, T. Myszkowski stated that she had called the library and was unable to get an answer as to when the Board Meeting was in June. She could not find it on the web site. R. Flint thanked the patrons for their comments and stated that the Board is open to suggestions. S. Patel stated that he wanted to thank the Board and library staff for their help especially A. Cadwell. S. Patel is a writer and poet and won the Poetry Award several years ago when the library had a Poetry Contest. S. Patel stated that he is moving out of state. III. Consent Agenda - Action Required
B. Approve Minutes of May 14, 2008 Finance Committee Meeting C. Approve Minutes of May 14, 2008 Physical Plant Committee Meeting D. Acknowledge Treasurer’s Report, 5/31/08, Revenue Report, 5/31/08, Current Assets Report, 5/31/08, and Investment Activity Report, 5/31/08 E. Authorize Payment of Bills, 6/11/08 MOTION: B. Lund moved to approve the Consent Agenda as presented. S. Callais seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by T. Hough and E. Spiegel. T. Hough and J. French will review the bills for July. B. Strecker stated that during the renovations, usage statistics went down a total of 15%, however, over the past six months statistics have gone down only 3%. B. Strecker stated that the grant the library has applied for through S. Pihos office has been sent to Springfield and the library is in good shape to receive the funds. V. Assistant Director’s Report K. Seelig stated that the library has purchased new video editing software. B. Stein, one of the library’s discipline monitors, has video taped the “before and after” pictures of the renovations. The video will be shown at the library’s “open house.” VI. Communications B. Strecker stated that a patron, Ms. Guzzo, send a note complimenting the Board and the Director on the renovations. The patron had one suggestion. It was easier when the new books were on the back shelf instead of placing all new fiction, fiction, and mysteries together. B. Lund stated that the library’s former director, J. Shaw, has had some medical issues the past few months and is in an assisted care facility in St. Charles. B. Lund stated that she had talked to B. Strecker and if the Board agreed a floral arrangement would be sent from the Board and the staff. The Board agreed. T. Krafcheck from MB Financial gave a report on the investment analysis that was included with the Board packets. The analysis was divided into the following categories: ∙ Economic and Market Commentary ∙ Consolidated Summary of Assets ∙ Projected Cash Balances ∙ Portfolio Recommendations and Resulting Portfolio T. Krafcheck answered questions from the Board members. T. Hough stated that the investment strategy outlined in the Board packet was in line with the MB Financial analysis. T. Hough recommended reviewing investment opportunities on a frequent basis. For the short term, a conservative strategy is suggested. T. Hough would amend the 2008/2009 Fiscal Year Investment Strategy and forward a revised version to the Recording Secretary as an attachment to the minutes. VII. Committee Reports R. Flint announced the following Committee Assignments:
Committee Reports Finance T. Hough stated that the Committee’s report was covered under Communications. Personnel/Policy B. Lund stated that no meeting has been scheduled in July. Physical Plant E. Spiegel stated that the Physical Plant Committee met prior to the Board Meeting to discuss the parking lots. Cost estimate is approximately $165,000. A Bid Notice will be published in the newspaper. E. Spiegel also stated that there are some issues with the landscaping as to when it will be done. In addition, there are only two bollard lights working. The bollard lights that need replacing will be included with the parking lot renovations. Technology J. French stated that no meeting has been scheduled. J. French stated that he will meet with B. Strecker before scheduling a future meeting. MLS E. Spiegel stated that he will attend his final MLS Board Meeting on Monday, June 16th. IX. Unfinished Business A. Interior Renovations No Action Required. B. Strecker stated that he will be meeting with the contractor about library signage. B. Contractor’s Fee No Action Required. C. Library Open House B. Strecker stated that the library’s “Open House” is scheduled for Saturday, June 28th from 1-4 pm. X. New Business A. Annual Ordinance for Non-Resident Library Cards B. Strecker stated that the new non-resident library card fee is $311. MOTION: E. Spiegel moved to adopt the Annual Ordinance for Non-Resident Library Cards, 09-01. The new fee will be $311. J. French seconded. Roll Call Vote - All Aye B. Notice of Prevailing Wage Ordinance MOTION: T. Hough moved to adopt the Notice Of Prevailing Wage Ordinance. B. Lund seconded. Roll Call Vote - All Aye C. Prevailing Wage Ordinance MOTION: S. Callais moved to adopt the Prevailing Wage Ordinance, 09-02. T. Hough seconded. Roll Call vote - All Aye D. Enact Meeting Date Ordinance and List of Board Members MOTION: G. Banas moved to adopt the Meeting Date Ordinance, 09-03. S. Callais seconded. Roll Call Vote - All Aye MOTION: B. Lund moved to adopt R09-01, List of Board Members. T. Hough seconded. Roll Call Vote - All Aye E. Appoint Committee to Review Secretary’s Minutes G. Banas and B. Lund will review the secretary’s minutes for FY08. F. Adopt Investment Strategy for FY 08-09 T. Hough explained in detail the 2008/2009 Fiscal Year Investment Strategy that was included in the Board packets. Discussion followed. T. Hough will re-write some of the wording and forward a copy to C. Quentin. Each Board member will receive a revised copy. MOTION: E. Spiegel moved to adopt the Investment Strategy for FY 08-09 as amended by T. Hough. G. Banas seconded. Roll Call Vote - All Aye G. Approve MB Financial Plan T. Hough stated that the MB Financial Plan closely follows the Library’s Investment Strategy although not as structured. Each Board member received a copy of the MB Financial Plan along with their Board packets. MOTION: E. Spiegel moved to approve the MB Financial Plan as outlined. J. French seconded. Roll Call Vote - All Aye H. Committee Assignments Committee Assignments were covered under Committee Reports. I. Parking Lot Design B. Strecker stated that plans for the parking lot design are being worked on by J. Filliung. J. Bids on Parking Lot B. Strecker stated that a Bid Notice will be sent to the Daily Herald for publication. MOTION: E. Spiegel moved to approve accepting bids for the parking lot renovations which would include any electrical work and additional lighting for the sign located on Front and Kingston. T. Hough seconded. Roll Call Vote - All Aye XI. Executive Session MOTION: S. Callais moved to go into Executive Session for the purpose of the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, including hearing testimony on a complaint lodged against an employee to determine its validity. 5ILCS 120/2(c)(1)). Seconded by B. Lund. Roll Call Vote - All Aye The Board went into Executive Session at 8:44 pm. The Board returned to Open Session at 8:57 pm. MOTION: E. Spiegel moved to approve additional compensation, per the schedule submitted, for the Assistant Director (1 employee) of $3000, the Department Heads (5 employees) of $500 each, Library Staff (39 employees/more that 20 hours) of $100 each, Library Staff (15 employees/less than 20 hours) of $50 each, Pages & Temps (25 employees) of $25 each, to be paid as a one-time lump-sum payment included in the June 30 payroll, not to exceed the total of $13,000 overall, including appropriate FICA/IMRF costs, in recognition of the hard work of the staff during the recent renovations. Seconded by S. Callais. Roll Call Vote - All Aye XII. Adjourn MOTION: S. Callais moved to adjourn the meeting. Seconded by T. Hough. Voice Vote - All Aye The meeting adjourned at 9:00 pm. The May 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 -President Elliot Spiegel -Vice-President Jay French -Secretary Thomas Hough -Treasurer Barbara Lund -Trustee Sharon Callais -Trustee George Banas -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Also Present: Jim Filliung -Architect (Left at 8:15 pm) Lucy Gavin -Patron II. Nominations for Officers The Board Re-Organization was as follows: B. Lund nominated R. Flint for President; T. Hough seconded. R. Flint accepted. Roll Call Vote - All Aye B. Lund nominated S. Callais for Vice-President. E. Spiegel seconded. S. Callais accepted. Roll Call Vote - All Aye E. Spiegel nominated T. Hough for Treasurer. S. Callais seconded. T. Hough accepted. Roll Call Vote - All Aye E. Spiegel nominated B. Lund for Secretary. T. Hough seconded. B. Lund accepted. Roll Call Vote - All Aye Committee assignments will be decided by the June Board Meeting.
III. Opportunity For Visitors To Speak No visitors spoke. E. Spiegel thanked the Board and staff for the floral arrangement and for all the get- well wishes. IV. Consent Agenda - Action Required
B. Approve Minutes of April 9, 2008 Executive Session Meeting C. Approve Treasurer’s Report 4/30/08, Revenue Report, 4/30/08, Current Assets Report, 4/30/08, and Investment Activity Report, 4/30/08 D. Authorize Payment of Bills, 5/14/08 MOTION: S. Callais moved to approve the Consent Agenda as presented. J. French seconded. Roll Call Vote - All Aye V. Director’s Report The bills were reviewed by T. Hough and R. Flint. T. Hough and E. Spiegel will review the bills for June. B. Strecker noted that each Board member received a monthly signing schedule in their packets from S. Wittenauer. B. Strecker stated that circulation statistics are up during the renovations but also about the same as last year. Patrons are returning and utilizing the new atrium lounge area. B. Strecker also noted: ∙ Free recyclable green bags are being given out to patrons when they check out books. ∙ A. Krzak was chosen by the Chicago Tribune to review children’s books on horses. Her reviews appeared in last Saturday’s literary section of the Chicago Tribune (5/10). ∙ A. Krzak also received a complimentary note from a cub scout leader who recently brought the group of scouts here for a presentation at the library. B. Strecker stated the library would be receiving a check for $23,000 for developer’s fees from the OPUS development on Warrenville Road. B. Strecker will contact J. Sprecher to review and consider making changes to the schedule of developer’s fees. The schedule has not been changed since 1979. B. Strecker asked the Board if they would like to participate in this year’s Memorial Day parade. Some of the Board members will be attending the parade but the library will not be entered in the parade. B. Strecker noted that he received a call from MLS and our library is the second highest in circulation of Brookfield Zoo passes. B. Strecker also stated that he received a call from S. Pihos about a grant that the library was eligible for last fall. S. Pihos stated that the library has not been forgotten and is still being considered. VI. Assistant Director’s Report K. Seelig stated that she did not submit a written report. K. Seelig and R. Aldrich installed the latest version of Polaris this past week. The transition went smoothly and the server was ready before opening the library. The catalog link now has a new look. K. Seelig also stated that last week she attended a user’s group meeting in Utica, Illinois. The two day meeting focused on virtualization. The newest hardware servers will be capable of doing more than one thing as well as serving as a backup. B. Lund asked K. Seelig if there was an on-going problem with the mail server. K. K. Seelig stated that the problem has been corrected. The mail server has been moved to a new box and some old firewalls were eliminated. VII. Communications R. Flint attended the last inter-governmental meeting held on April 23rd. The following topics were discussed. W. Dunham from the Eyes to the Skies stated that there would be an entry fee to enter the festival and an entry fee to the concert area. ∙ The Lisle Police Department has now installed a red-light camera on the corner of Maple and Route 53. An additional camera will be placed on the corner of Ogden and Yackley. ∙ B. Carroll from Benedictine stated that the university is focusing on minimization rather than prevention with regard to campus threats. ∙ The Park District will be deciding in the near future whether or not to place a referendum on the ballot for a new facility. The Board of Trustees have not voted for it yet. The next inter-governmental meeting will be held on August 9th at the library. VIII. Committee Reports Finance T. Hough stated that the Committee met this evening and reviewed year-to-date performance of Fidelity and Illinois funds. Rates have dropped but returns are not unexpected for short term investments. The Committee also compared investment policy for Illinois Funds Money Market and Prime Funds. A plan of action will be drawn up and presented to the Board in June. Personnel/Policy B. Lund stated that the Committee had not met. Physical Plant E. Spiegel stated that the Committee met this evening. The Committee reviewed current renovations and estimated amount of work to be done. E. Spiegel thanked B. Strecker for doing a good job on project management. The Committee discussed replacement of the north and east parking lots. A time line should be drawn to include the parking lots, bollard lights and landscaping. E. Spiegel also stated that the Committee discussed the replacement of the AC unit at the east end. The next Physical Plant Committee Meeting will be scheduled for July. Technology S. Callais stated that the Committee had not met. MLS E. Spiegel stated that there is an open position for the head of SWAN. A voting ballot is available on-line to elect new trustees. E. Spiegel stated that at the April Board Meeting, Board members reviewed a balanced budget. MLS should have a balanced budget for the next three years due to contributions by member SWAN libraries within the system. IX. Unfinished Business Interior Renovation J. Filliung stated that the project is almost completely done except for paperwork that needs to be completed. The contractor needs to provide manuals, warranties, etc. The bonding company needs to release paperwork to the architect. J. Filliung stated that the Walter Daniels Construction Company was a good contractor to work with on the project. B. Strecker will talk with the architect tomorrow on a three-phase schedule for the parking lots, bollard lights, and the landscaping. The parking lots may be an issue as conduit beneath the asphalt has corroded and may have to be entirely replaced. R. Flint complemented J. Filliung on his management of the project. Director’s Compensation At the April Board Meeting, the Board approved the Director’s salary for FY 08-09 at $92,000 with an additional $6,000 bonus. E. Spiegel stated that the Director’s salary is spread out over twelve months. Library policy does not prohibit awarding bonuses in a lump sum. MOTION: S. Callais moved to approve that the Director’s bonus in the amount of $6,000 be awarded in a lump sum on a one time only basis. E. Spiegel seconded. Roll Call Vote - All Aye Architect’s Fee B. Strecker stated that the architect’s fee in the amount of $297.05 remains to be paid. The total cost of the architect’s fee for the parking lot engineering study is $15,500. MOTION: T. Hough moved to approve final payment to the architect in the amount of $297.05. S. Callais seconded. Roll Call Vote - All Aye Contractor’s Fee B. Strecker stated that he had not yet received a bill from the contractor. X. New Business B. Strecker asked the Board if they would like to have a re-opening event for the library. T. Hough suggested having an open house with some refreshments. The Board agreed. A suggestion was made to schedule the open house in conjunction with the Summer Read. B. Strecker would follow up. XI. Adjourn MOTION: G. Banas moved to adjourn the meeting. J. French seconded. Voice Vote - All Aye. The meeting adjourned at 8:25 pm. The April Board Meeting was called to order at 7:31 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call: Present: Richard Flint -President Jay French -Secretary Thomas Hough -Treasurer Barbara Lund -Trustee George Banas -Trustee Sharon Callais -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Absent: Elliot Spiegel -Vice-President Also Present: Jim Filliung -Architect II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required
B. Approve Minutes of April 2, 2008 Committee of the Whole Meeting C. Approve Minutes of February 13, 2008 Board Meeting (Amended) D. Acknowledge Treasurer’s Report, 3/31/08, and Revenue Report, 3/31/08, Current Assets Report, 3/31/08, & Investment Activity Report, 3/31/08 E. Authorize Payment of Bills, 4/09/08 MOTION: B. Lund moved to approve the Consent Agenda as presented. T. Hough seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by T. Hough and B. Lund. T. Hough and R. Flint will review the bills for May. B. Strecker stated that the May Board Meeting will meet in the Quiet Room. B. Strecker asked the Board if they wished to return to the Meeting Room now that renovations are nearly complete. The Board consensus was to remain in the Quiet Room. B. Strecker stated that the library received a check from the Friends for $15,000 towards the purchase of new furniture in Youth Services. The library also received a Per Capita grant check for $35,797.98 on April 1st. J. Broz from the Daily Herald will be here tomorrow to do an article on the library’s renovations. The Lisle Sun has also contacted us to do an article on the renovations. B. Strecker stated that staff has received a lot of compliments from patrons on the library’s new look. Lucy Gavin, a patron who attends Board meetings on a regular basis, also sent a complimentary letter. B. Strecker requested that if any Board member is interested in going to the LACONI dinner to let him know. V. Assistant Director’s Report K. Seelig stated that she spent a week in Washington D. C. attending a Computers In Libraries Conference. K. Seelig stated that 99% of the wiring installation related to the library renovations is now complete. K. Seelig stated that there was a problem with the speed of the internet connection which has been corrected by cleaning up some files. VI. Communications None VII. Committee Reports Finance T. Hough requested re-scheduling the Finance Committee meeting for May 14th at 7:00 pm before the monthly Board meeting. It will be held in the Quiet Room. Personnel/Policy No report. Physical Plant T. Hough suggested a meeting be scheduled soon. S. Callais agreed. Technology No report. MLS No report. VIII. Unfinished Business Interior Renovations J. Filliung gave the Board an updated report on the renovations. The Business Office areas are being painted and carpeted. Additional light fixtures have been ordered for areas that need additional lighting. Director’s Evaluation The Board will go into Executive Session at the end of the Board meeting. Destruction of Executive Session minutes tapes prior to August, 2006 A Motion was approved at the last Board meeting. IX. New Business Approve FY08-09 Budget MOTION: J. French moved to approve the FY08-09 Budget. B. Lund seconded. Roll Call Vote - All Aye Parking Lot Engineering Study The parking lot engineering study can be done by LZT/ Filliung Group at a cost of $15,500. A set of construction drawings can be ready before the next Board meeting. MOTION: T. Hough moved to approve the Parking Lot Engineering Study by LZT/Filliung Group at a cost of $15,500. S. Callais seconded. Roll Call Vote - All Aye Approve FY08-09 Salary Schedule B. Strecker requested that the Salary Schedule be increased across the board. Some open positions have been harder to fill recently, due in part to pay. Increasing the schedule should alleviate the problem. MOTION: B. Lund moved to approve the Salary Schedule for FY08-09 with a 3% increase across the board. S. Callais seconded. Roll Call Vote - All Aye Approve Architect Payment The current architect payment is $2,653.87. MOTION: S. Callais moved to approve the current architect payment in the amount of $2,653.87. G. Banas seconded. Roll Call Vote - All Aye Approve Contractor Payment MOTION: T. Hough moved to approve the Contractor’s Pay Request for $373,082 contingent upon the release of lien waivers. J. French seconded. Roll Call Vote - All Aye X. Executive Session MOTION: B. Lund moved to go into Executive Session for the purpose of the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, including hearing testimony on a complaint lodged against an employee to determine its validity. 5ILCS 120/2(c)(1)). Seconded by S. Callais.. Roll Call Vote - All Aye The Board went into Executive Session at 8:00 pm.The Board returned to Open Session at 9:17 pm. MOTION: S. Callais moved that the Director’s salary be set at $92,000 for FY 08-09, along with a bonus of $6,000, effective July 1. Seconded by T. Hough. Roll Call Vote - All Aye XI. Adjourn MOTION: S. Callais moved to adjourn the meeting. Seconded by J. French. Voice Vote - All Aye The meeting adjourned at 9:20 pm. The March Board Meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Richard Flint -President Jay French -Secretary Thomas Hough -Treasurer Barbara Lund -Trustee Sharon Callais -Trustee Bill Strecker -Director Carol Quentin -Recording Secretary Absent: Elliot Spiegel -Vice-President George Banas -Trustee Kathy Seelig -Assistant Director Also Present: 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 February 13, 2008 Executive Session C. Approve Minutes of March 5, 2008 Committee of the Whole Meeting D. Acknowledge Treasurer’s Report, 2/29/08, Revenue Report, 2/29/08, Current Assets Report, 2/29/08, and Investment Activity Report, 2/29/08 E. Authorize Payment of Bills, 3/12/08 MOTION: T. Hough moved to approve the Consent Agenda as presented. J. French seconded. Roll Call Vote - All Aye B. Lund stated that a correction be made in the February 13, 2008 Board Meeting minutes. A Motion was omitted. The Board will vote on the corrected minutes at the April Board meeting. IV. Director’s Report The bills were reviewed by T. Hough and G. Banas. T. Hough and B. Lund will review the bills for April. The library replacement schedule calls for replacement of the oldest AC unit in the 07-08 time frame. B. Strecker stated that he will request four quotes when replacing the AC unit. B. Strecker stated that he has asked S. Wittenauer to bill the Friends of the Library for their donation towards the purchase of new furniture in Youth Services, at the Friends’ request. B. Strecker also stated that he will enlist LZT/Filliung to do an engineering study for the East and North parking lots. This project is also on the replacement schedule. The project will involve completely digging down to the base and replacing rather then re-surfacing the parking lots. The project will be completed in two phases and will take a couple of months to complete. Curbing will also be re-configured in the North parking lot. The parking lots will be re-striped and additional handicapped spaces will be added. In J. Filliung’s absence, a Construction Status Report was passed out to Board members. Work accomplished in the past couple of weeks: A. Non-fiction Area - North Side • Bay window completed • Carpeting underway • New lighting fixtures and ceiling installed • Painting underway • New Quiet room almost complete • New Adult Services office underway • Existing toilet rooms being remodeled • Book stacks to be moved to north end this week in order for work to commence on south side. • Remodeling work (new ceiling tile, carpet, and paint) in staff office areas to commence this week (selectively) • Work on south side is expected to take 3 weeks. B. Fiction Area • Stack end panels were installed this week. A punch list was generated on Monday, March 10, for the Youth Services. V. Assistant Director’s Report No report. VI. Communications B. Strecker stated that he had received the sex offender listing from the County. This listing comes out about three times a year. VII. Committee Reports Finance T. Hough requested scheduling a Finance meeting. A meeting was scheduled for Wednesday, April 2nd at 6:30 pm before the Budget meeting. Topics include recent investment activity. B. Strecker and T. Hough will set up an agenda. Personnel/Policy No report. Physical Plant No report. Technology No report. MLS No report. VIII. Unfinished Business A. Interior Renovations No further report. B. Director’s Evaluation B. Lund stated that the Director’s Evaluation forms will be available in the Trustee mailboxes on Friday, March 14th. The evaluation can also be submitted electronically. The evaluation forms are due back to B. Lund by Wednesday, April 2nd. An Executive Session on the Director’s Evaluation will be placed on the April agenda. IX. New Business A. Payment to Architect B. Strecker recommended that payment be made to the architect for $5907.29. This covers bills for January and February. MOTION: B. Lund moved to approve payment to the architect in the amount of $5,907.29. T. Hough seconded. Roll Call Vote - All Aye B. Payment to Contractor B. Strecker stated that he has not received a bill from the contractor. C. Assign Signer for Payroll at End of Month In T. Hough’s absence, J. French agreed to sign for payroll at the end of March. J. French asked that an email reminder be sent. D. Review Salary Schedule The salary schedule will be included in the next budget packet. It is expected that this year’s salary increases will be 3% max. X. Adjourn MOTION: B. Lund moved to adjourn the meeting. T. Hough seconded. Voice Vote - All Aye The meeting adjourned at 8:35 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: Richard Flint -President Elliot Spiegel -Vice-President Jay French -Secretary (Arrived at 8:20 pm) Thomas Hough -Treasurer Barbara Lund -Trustee Sharon Callais -Trustee George Banas -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Also Present: Jim Filliung -Architect (Left at 8:00 pm) II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required A. Approve Minutes of January 9, 2008 Board Meeting B. Acknowledge Treasurer’s Report, 1/31/08, Revenue Report, 1/31/08, Current Assets Report, 1/31/08, and Investment Activity Report, 1/31/08 C. Authorize Payment of Bills, 2/13/08 B. Lund stated that she talked to C. Quentin about correcting 2-3 grammar errors in the minutes. MOTION: T. Hough moved to approve the Consent Agenda, with minutes as corrected. S. Callais seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by T. Hough and G. Banas. T. Hough and S. Callais will review the bills next month. B. Strecker stated that he received a letter from our neighbor stating that a portion of the fence on the south end is broken. B. Strecker also stated that he received a letter from the rental agent stating that the rental property tenant expressed an interest in buying the present property. V. Assistant Director’s Report K. Seelig stated that the Youth Services Internet PCs were setup once the counter height had been raised and grommets had been installed. K. Seelig also stated that on January 31 and February 1, while the library was closed, we made the switch over to our new Voice-over-IP phone system. All went smoothly and we opened on February with the system working correctly. VI. Communications None VII. Committee Reports Finance No report. Personnel/Policy No report. Physical Plant No report. Technology No report. MLS E. Spiegel stated that MLS is hosting a legislative breakfast on February 18th. K. Dillard will be present. E. Spiegel also stated that through Congressman B. Rush’s efforts, the libraries in his district will receive a $240,000 grant. The grant will formally be announced next week. VIII. Unfinished Business A. Interior Renovations J. Filliung updated the Board. The project is back on track according to the latest schedule. The non-fiction and reference areas should be completed by mid-March. B. Strecker stated that some areas above the fiction area are dark. J. Filliung stated that these areas are being looked at for additional lighting. T. Hough stated that he noticed the paint is coming off the handrails. J. Filliung stated that a permanent final coat will be applied. B. Director’s Goals B. Strecker stated that the Director’s Goals for FY 08 were included in the Board Packet. Discussion followed. B. Lund asked the Board if there were any additional comments or questions. MOTION: E. Spiegel moved to accept the Director’s Goals for FY 08. S. Callais seconded. Roll Call Vote - All Aye C. Architect’s Fees B. Strecker stated that he had not received the payment requisition for this month’s architect’s fees. IX. New Business A. Approval of Contractor’s Pay Request - $285,000 MOTION: T. Hough moved to approve the Contractor’s Pay Request for $285,000 contingent upon the release of lien waivers. E. Spiegel seconded. Roll Call Vote - All Aye B. Extend Date of Substantial Completion for Contractor to May 1, 2008 MOTION: E. Spiegel moved to Extend the Date of Substantial Completion for Contractor to May 1, 2008 to clarify current contractual legal terminology. B. Lund seconded. Roll Call Vote - All Aye X. Executive Session: 5ILCS 120/2(c)(21) MOTION: B. Lund moved to go into Executive Session for the purpose of discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. E. Spiegel seconded. Roll Call Vote - All Aye B. Executive Session: 5ILCS 120/2(c)(1)). No Executive Session was held for (5ILCS 120/2(c)(1)). The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, including hearing testimony on a complaint lodged against an employee to determine its validity. The Board went into Executive Session at 8:05 pm. The Board returned to Open Session at 8:30 pm. MOTION: B. Lund moved to release the minutes for the following dates 9/26/06, 7/12/06, 4/4/07, 6/13/07, 7/18/07 into the public record. E. Spiegel seconded. Roll Call Vote - All Aye MOTION: E. Spiegel moved to destroy tapes prior to 7-01-06 per Illinois Statues. T.Hough seconded. Roll Call vote - All Aye XII. Adjourn MOTION: T. Hough moved to adjourn the meeting. J. French seconded. Voice Vote - All Aye The meeting adjourned at 8:35 pm. The January Board Meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Present: Richard Flint -President Elliot Spiegel -Vice- President Thomas Hough -Treasurer Barbara Lund -Trustee Sharon Callais -Trustee George Banas -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Absent: Jay French -Secretary Also Present: Jim Filliung -Architect (Left at 7:55 pm) Lucy Gavin -Patron (Arrived at 7:40 pm)
II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required
B. Acknowledge Treasurer’s Report, 12/31/07, Revenue Report, 12/31/07, Current Assets Report, 12/31/07, & Investment Activity Report, 12/31/07 C. Authorize Payment of Bills, 1/09/08 T. Hough stated that on page 2 under Physical Plant, the third sentence should read “would be needed to show” the new traffic flow. On page 3, the second sentence should read “single project starting in FY08.” B. Lund stated that also on page 2 under Physical Plant, the fourth and fifth sentence should read “An island was one option also being considered for the book drop on Front Street.” R. Flint stated that on page 4, under Library Statistics, the second sentence should read “e.g., new fiction compared to non-fiction.” On page 4, under Director’s Evaluation and Goals, T. Hough stated that the second paragraph should read “T. Hough recommended.” R. Flint stated that in the Expense Report under the total per cent of budget expended the column should be redesigned to clarify totals. B. Strecker would follow up on his recommendation. MOTION: S. Callais moved to approve the Consent Agenda as amended with corrections. B. Lund seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by T. Hough and J. French. T. Hough and G. Banas will review the bills next month. B. Strecker stated that the library has received about 20 tax assessment objections which have been forwarded to our attorney. B. Strecker stated that he attended the inter-governmental meeting this month. Several items of information presented were: • The school district has hired a new superintendent from Berwyn. Dr. Lueck is retiring at the end of the school year. Also, the school district is looking for a new principal at Tate Woods. A new position, Information Director has been created. V. Goliber has been chosen to fill the position and will manage the web site as well as handle public relations. • Mayor Broda stated that the Maple Avenue bridge will be narrowed down to one lane starting soon and the reconstruction project will take about six months. The Short Street bridge will be next starting in 2009. • The final plan for the old Village Hall site will include retail stores, about fifty condos and ten townhouses. • The Park District may place a referendum on the ballot this fall for expansion of their facilities. • Tony the Tailor has applied for approval to re-do his store front facade. • Benedictine University is at its maximum for students and housing. B. Strecker stated that circulation statistics are up for the same period last year. More ILLs are being requested. B. Strecker asked the Board for comments about the graphics that were included in this month’s packet. Monthly statistical reports from neighboring libraries were included in the packet. Discussion followed. VII. Committee Reports Finance No report. Personnel/Policy No report. Physical Plant No report. Technology S. Callais stated that the Technology Committee will meet in February or March MLS E. Spiegel stated that MLS has its next meeting next Monday, the 14th. E. Spiegel stated that he will not be a system board member after this term. MLS has been in a discussion about health care coverage to member libraries extending the coverage area to southern Illinois. Unfinished Business A. Interior Renovations J. Filliung updated the Board on interior renovations. The east end bathrooms are now open. The counter in the Youth Services area has been raised to the correct height. The flat window in the front has been installed. An updated schedule is included in the packet. B. Strecker stated that he would like the Board to comment on whether the workers should be paid overtime to move the renovations along. Discussion followed. The cost of the movers, Hallett, to work on Saturdays or evenings would be about $7500. and would save possibly three days. R. Flint stated that the time saved paying the overtime costs is not enough to make a difference. S. Callais asked about the height of the shelving. The movers would take care of cutting the shelving down at the top. S. Callais asked about the height of the diaper changing station. J. Filliung stated that it meets ADA requirements. S. Callais asked about the pay phone being re-installed. B. Strecker stated that at this time, the cost to keep the phone is minimal and is used by patrons. B. Strecker stated that the new furniture would be delivered either Monday or Tuesday when the library re-opens. D. Garvey from the Park District will be picking up some of the old furniture this week. The Park District is donating 30 Sea Lion Park passes for Summer Read prizes in appreciation for the furniture. J. Filliung left the meeting at 7:55 pm. B. Director’s Evaluation and Goals B. Strecker stated that the monthly process for the Director’s Evaluation process is included in the packet as well as last year’s Director’s Goals. This item will be placed on the February agenda. C. Architect’s Fees B. Strecker stated the architect’s bill for December for $2700. was not paid. The January bill is $2200. The next pay requisition is due in February. R. Ritzman, the library’s attorney, does not recommend withholding payments. B. Strecker asked for authorization to pay the architect’s fees as the library receives them. MOTION: B. Lund moved to authorize payment of the architect’s fees as they are received for December and January. G. Banas seconded. Roll Call Vote - G. Banas - aye, S. Callais - nay, R. Flint - aye, T. Hough - nay, B. Lund - aye, E. Spiegel, aye. Motion carried. IX. New Business A. Library Closings B. Strecker stated that he would like authorization to close the library for four days to install carpeting and install the Circulation and Youth Services check-out desks. The four days may not be all in a row. Dates will be determined as needed. MOTION: T. Hough moved to authorize closing the library for four days with dates to be determined as needed. S. Callais seconded. Roll Call Vote - All Aye B. Set First Budget Meeting B. Strecker stated that the budget process requires two meetings, the first meeting covers insurance, equipment, etc. The second meeting covers salary schedule. The first budget meeting of the Board as a Committee as a Whole is scheduled for March 5, 2008 at 7:00 pm. The second budget meeting of the Board as a Committee as a Whole is scheduled for April 2, 2008 at 7:00 pm. X. Executive Session: 5ILCS 120/2(c)(21) Discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. No Executive Session was held. Dates of previous Executive Sessions recorded on tape will be obtained by R. Flint. Copies of Executive Session minutes for the past year are included in the Board packets. This item will be placed on the February agenda. XI. Adjourn MOTION: E. Spiegel moved to adjourn the meeting. T. Hough seconded. Voice Vote - All Aye The meeting was adjourned at 8:37 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: Richard Flint -President Jay French -Secretary Thomas Hough -Treasurer Barbara Lund -Trustee Sharon Callais -Trustee George Banas -Trustee Bill Strecker - Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Absent: Elliot Spiegel -Vice-President Also Present: Jim Flliung -Architect (Left at 7:55 pm) II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required
B. Approve Minutes of November 14, 2007 TITA Public Hearing C. Approve Minutes of December 5, 2007 Physical Plant Committee D. Acknowledge Treasurer’s Report, 11/30/07, Revenue Report, 11/30/07, Current Assets Report, 11/30/07, & Investment Activity Report, 11/30/07 E. Authorize Payment of Bills, 12/12/07 MOTION: B. Lund moved to accept the Consent Agenda as presented. J. French seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by T. Hough and R. Flint. T. Hough and J. French will review the bills next month. B. Strecker stated that the Library has received a Petition For Annexation. The Property Address is 4750 Karns Road, Naperville. Roman and Alla Milikovsky are the owners of the property. V. Assistant Director’s Report K. Seelig stated that the Library received a $2200. Rebate check from 3Com for switches that were recently purchased. K. Seelig stated that the phone system is on hold until the main Circulation Desk is installed. VI. Communications B. Strecker stated that training classes are available through MLS for Board Trustees. A hand-out was included in the Board packet. VII. Committee Reports Finance No report. Personnel/Policy No report. Physical Plant In E. Spiegel’s absence, B. Strecker stated that the Physical Plant Committee met on December 5th. The Committee discussed making the Front Street entrance one-way. Signs would be needed to show the new traffic flow. An island was one option also being considered. There is no book drop available on Front Street. B. Strecker stated that items E9 and E10, replacement of the southeast parking lot and the north parking lot would be combined into a single project starting in FY08. J. French asked about combining E8 and E9, replacement of the south and southeast parking lots. B. Strecker stated that the southeast and north parking lots are the worst. The Committee recommended replacing the south parking lot as planned in the current maintenance schedule for FY2010. Technology S. Callais stated that R. Flint passed along a listing about technology development that she would email to Board members. R. Flint would like to see a replacement schedule for computers in a spreadsheet format and an audit of hardware and software currently used in the library. K. Seelig stated that an audit was done about three years ago and the report is very lengthy. MLS No report. Unfinished Business Interior Renovations J. Filliung gave an update to the Board on the renovations. The foyer area is almost completed and the bathrooms on the east end are completed except for the partitions. This delay has held up opening the bathrooms to the public. The partitions are scheduled to be installed by December 21st. The soffits are nearing completion in the AV and main Circulation desk area. Renovations are set to start next in the Fiction area. Temporary carpeting will be installed. The foundation for the new bay window and the other front windows has been poured. J. Filliung stated that the contractor is approximately four weeks behind schedule primarily due to the delay in the installation of the carpeting. Review of Facility Replacement Schedule B. Strecker reviewed the cost update for the renovation project. On the Facility Replacement Schedule, B. Strecker stated that Items E9 and E10 concerning the parking lot was discussed under the Physical Plant Committee report. J. Filliung stated that the Variable Air Volume (VAV) boxes will be replaced according to to the replacement schedule in 2012 at a cost of approximately $180,000. The library has two HVAC systems. R. Flint asked when the computer table in Youth Services would be completed. J. Filliung responded that there was a miscommunication in the planning about the height and the table height would be corrected very soon. B. Strecker stated that the new furniture that had been ordered would be shipped to the warehouse on Monday with delivery scheduled as renovations in specific areas are completed. B. Strecker stated that the library is donating our used furniture to the Lisle Park District Library Statistics R. Flint stated that he would like to see statistics that show how materials are circulating in the library, e.g., new fiction compared to non-fiction, and how the library’s databases are being used. T. Hough recommended B. Strecker ask other districts what statistics are reported to other Boards and how statistics are used. IX. New Business. Release of Construction Funds The Board discussed the release of construction funds to the general contractor. MOTION: B. Lund moved to approve the release of construction funds In the amount of $122,764 as stated in the October statement upon submission and approval of any construction lien waivers against Walter Daniels Construction Company. J. French seconded. Roll Call Vote - All Aye Director’s Evaluation and Goals B. Lund stated that the Director’s Evaluation process starts in January. The Director submits a list of goals for the coming year and his comments on the goals that have been met. The Board does give some input to the Director. The 360 degree evaluation process extends until mid-February. B. Strecker asked Board members to email with questions or comments. T. Hough recommended an Executive Session to discuss director’s goals. Approve Ordinance 08-07 Annexing Territory to the Lisle Library District T. Hough moved to approve Ordinance 08-07 regarding annexation of territory to the Lisle Library District concerning the property of Roman and Alla Milikovsky, the owners, commonly known as 4750 Karns Road, Naperville, Illinois, P. I. N. 08-08200-013. G. Banas seconded. Roll Call Vote - All Aye X. Adjourn MOTION: S. Callais moved to adjourn the meeting. T. Hough seconded. Voice Vote - All Aye The meeting adjourned at 8:55 pm. The November Board Meeting was called to order at 7:55 pm at the Lisle Village Hall Board Meeting Room, 925 Burlington, Lisle, Illinois. I. Roll Call Present: Richard Flint -President Elliot Spiegel -Vice-President Jay French -Secretary Thomas Hough -Treasurer Barbara Lund -Trustee Sharon Callais -Trustee George Banas -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Also Present: Jim Filliung -Architect (Left at 8:15 pm) Andrew Yender -Patron Lucy Gavin -Patron Charles Callais -Patron II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required
B. Approve Minutes of October 10, 2007 Physical Plant Committee Meeting C. Approve Minutes of October 10, 2007 Finance Committee Meeting D. Approve Minutes of October 10, 2007 Executive Session E. Acknowledge Treasurer’s Report, 10/31/07, Revenue Report, 10/31/07, Current Assets Report, 10/31/07, & Investment Activity Report, 10/31/07 F. Authorize Payment of Bills, 11/14/07 B. Lund stated that there were a few minor spelling corrections to the Board Minutes which have already been corrected. B. Lund stated that she reviewed the bills for S. Callais this month. In the Motion to approve the Personnel/Policy changes - Second Read, all policies should be listed in the Motion. Under K. Seelig’s report, the cabling company should be listed as MIDCO. T. Hough stated that in the Monthly Investment Activity report, under Fidelity Institutional Treasury, the second sentence should read three new investments were purchased, totaling $384,681.25. T. Hough would follow up with S. Wittenauer on the changes. B. Lund stated that the Physical Plant Committee Minutes did not list the Voice Vote after the Motion was made to adjourn the meeting. B. Lund also stated that the format for going into Executive Session from the Board Meeting should be changed to reflect the time the Board members went into Executive Session and returned into Open Session. MOTION: B. Lund moved to approve the Consent Agenda as amended with corrections noted. J. French seconded. Roll Call Vote - All Aye Director’s Report The bills were reviewed by T. Hough and B. Lund. T. Hough and E. Spiegel will review the bills next month. J. Filliung agreed to waive the $2500 design change fee and not bill the library. B. Strecker stated that the Village has re-imbursed the library $11,574.00 for fees and permits. B. Strecker also stated that the library received a $400 check for developer’s fees. T. Hough requested a copy of the Director’s goals from last year. Also, T. Hough requested a copy of the last Strategic Plan. E. Spiegel suggested a review of Circulation and web statistics re-thinking what their purpose is used for and what the goals are in the future. B. Strecker would send copies to Board members. V. Assistant Director’s Report K. Seelig stated that the statistics report shows a decrease during renovations as expected. VI. Communications None VII. Committee Reports Finance T. Hough stated that the Finance Committee has not met. Personnel/Policy B. Lund stated that the Personnel/Policy Committee has not met but a meeting will be scheduled after the holidays. Physical Plant E. Spiegel stated that a meeting be scheduled at the beginning of next month. A meeting was scheduled for Wednesday, December 5, at the library in the Group Study Room at 3:45 pm to discuss interior renovations, updated schedule. Technology S. Callais stated that no meeting is scheduled. S. Callais suggested a discussion about dissolving the Committee after the renovations are completed. S. Callais, J. French, and B. Lund are members of this committee. MLS E. Spiegel stated that awards were given out on November 9th. E. Spiegel also stated that state monies will be available. Some library systems are facing a deficit. Seventy-seven libraries now participate in SWAN. VIII. Unfinished Business Interior Renovations B. Strecker stated that the contractor should provide an updated schedule tomorrow. J. Filliung updated Board members on the renovations. Fixtures in the Youth Service and foyer areas are in. The bathrooms have tile installed. The archway in the AV area is progressing. Meeting completion deadlines is not going as fast as he would like. J. Filliung has asked vendors and suppliers to speed up deliveries. E. Spiegel stated that the quality of the work is excellent, however, the present schedule does not bear any relation to reality. E. Spiegel suggested periodic meetings with the general contractor and architect. It was suggested that all parties meet on Mondays at 8:00 am for a weekly update. Personnel/Policy Changes - Second Read B. Lund recommended that policies be approved and listed in the Motion. MOTION: B. Lund moved to approve the following policies as amended, #315, #320, #325, #336, #355, #605, #800, #830, #835, #840, #845, Performance Evaluation, Tuition Re-Imbursement, and attached forms. T. Hough seconded. Roll Call vote - All Aye IX. New BusinessA. Release of Funds for Furniture Purchase - Action Required B. Strecker stated that looking at other options for purchasing furniture amounted to a $20,000 savings for the same type and quality of furniture. The interior designer’s fees will no longer be billed to the library. The amount totaled $75,000, with $60,000 already included in the renovations’ costs and another $15,000 coming from the Friends. AV will be getting a new tiered display, Youth Services will be getting all of the furniture they requested, and Adult Services will prioritize the items they requested. MOTION: E. Spiegel moved to approve the Release of Funds for Furniture Purchase in the amount of $60,000 plus $15,000 coming from the Friends and confirmation of the order with payment upon delivery and installation as required. B. Lund seconded. Roll Call Vote - All Aye B. Release of Funds for September Construction - Action Required B. Strecker stated that the amount of funds needed amounted to $237,286. MOTION: E. Spiegel moved to approve payment to the General Contractor, Walter Daniels, in the amount of $237,286 as specified in payment requisition #1. T. Hough seconded. Roll Call Vote - All Aye C. Adopt Ordinance 08-06 Levy Ordinance - Action Required MOTION: E. Spiegel moved to adopt Ordinance 08-06 Levying Taxes for Corporate Purposes for the Fiscal Year Beginning July 1, 2007 and Ending June 30, 2008 for the Lisle Library District, of DuPage County, Illinois. J. French seconded. Roll Call Vote - All Aye. D. Approve Certificate of Authenticity for Levy Ordinance 08-06 -Action Required MOTION: B. Lund moved to approve the Certificate of Authenticity for Ordinance 08-06 levying and assessing taxed for said Lisle Library District for the fiscal year beginning July 1, 2007 which was adopted by said Board of Trustees at a meeting of said Board of Trustees held on November 14, 2007. S. Callais seconded. Roll Call Vote - All Aye E. Certification of Compliance with the Truth in Taxation Act - Action Required MOTION: S. Callais moved to approve the Certification of Compliance with the Truth in Taxation Act. J. French seconded. Roll Call Vote - All Aye F. Approve Transfer of Funds from General to Reserve Funds - Action Required MOTION: S. Callais moved to approve the Transfer of Funds from General to Reserve Funds in the amount of $223,516. T. Hough seconded. Roll Call Vote - All Aye X. Adjourn MOTION: B. Lund moved to adjourn the meeting. S. Callais seconded. Voice Vote - All Aye The meeting adjourned at 8:50 pm. The October Board Meeting was called to order at 7:34 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 Sharon Callais -Trustee George Banas -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Beth McQuillan -Acting Recording Secretary Sandy Wittenauer -Finance Officer (Left at 7:55 pm) Also Present: Sarah Hezlep -Auditor (Left at 7:55 pm) Jim Filliung -Architect II, Opportunity For Visitors To Speak No visitors spoke. III. Auditors’ Presentation S. Hezlep from the audit firm Knutte and Associates, presented the annual financial report. This is the second year doing the audit for the Lisle Library District. The opinion of the audit firm is unqualified with no problems. T. Hough had a question on fixed assets in the appraisal. The appraisal company will maintain additions and deletions of assets. Items listed over $5,000, are listed individually. E. Spiegel had a question on IMRF. S. Wittenauer reported that the 2007 rate of 10.86% is the same as 2006. The 2008 rate is projected to be the same as 2007. E. Spiegel also had a question on special funds. S. Hezlep reported the funds are good. S. Hezlep explained Status 112. IV. Consent Agenda - Action Required
B. Approve Minutes of September 19, 2007 Personnel/Policy Committee Meeting C. Approve Minutes of September 26, 2007 Special Board Meeting D. Approve Minutes of October 2, 2007 Physical Plant Meeting E. Acknowledge Treasurer’s Report, 9/30/07, Revenue Report, 9/30/07, Current Assets Report, 9/30/07, and Investment Activity Report, 9/30/07 F. Authorize Payment of Bills, 10/10/07 MOTION: B. Lund moved to accept the Consent Agenda as presented. T. Hough seconded. Roll Call Vote - All Aye V. Director’s Report The bills were reviewed by T. Hough and S. Callais. T. Hough and R. Flint will review the bills next month. B. Strecker stated that the statistics report shows a decrease during renovations as expected with parts of the building and collection closed to patrons. B. Strecker attended the intergovernmental meeting where activities of the village, park district and the schools were discussed. B. Strecker stated that interlibrary loans are increasing. During the renovations, interlibrary loans are one of several ways to provide continued access to library materials. VI. Assistant Director’s Report K. Seelig stated that web statistics are down due to renovations with seven less internet stations. K. Seelig stated that the cabling company has been picked. MIDCO is the cabling firm chosen. K. Seelig attended the Polaris Users Group meeting in Syracuse, N.Y. K. Seelig explained enhancements in Polaris 3.3. K. Seelig stated that this is the first year of web statistics to compare. VII. Communications None Committee Reports Finance T. Hough had a telephone consultation with MB Financial. Investment rates were discussed. Personnel/Policy B. Lund stated that at the last Personnel/Policy meeting, policy and employee handbook changes were mostly made to the Employee Handbook making it a complete document. Physical Plant E. Spiegel discussed changes to the renovation schedule. E. Spiegel stated that the maintenance and replacement schedule will require $100,000 for the next three year budgets. E. Spiegel and B. Strecker stated that Board members met with representatives of the Friends of the Lisle Library group and the Foundation to discuss involvement with the renovations. The Friends would like to be involved but have made no commitment. The Foundation needs to re-organize. A discussion followed on selecting liaisons to the Friends and the Foundation. T. Hough and R. Flint will followup with the Friends and the Foundation. Technology S. Callais stated that the Committee has not met. MLS E. Spiegel stated that the MLS September meeting discussed membership agreement changes. Per Capita grants were discussed. IX. Unfinished Business Interior Renovations B. Strecker updated the status of the renovations. X. New Business Adopt B & A 08-05 MOTION: E. Spiegel moved to adopt the B & A 08-05. T. Hough seconded. Roll Call Vote - All Aye Adopt Chief Fiscal Officer’s Certificate of Estimated Revenue MOTION: B. Lund moved to adopt the Chief Fiscal Officer’s Certificate of Estimated Revenue. J. French seconded. Roll Call Vote - All Aye Approve Certification of Authenticity for B & A MOTION: T. Hough moved to approve the Certification of Authenticity for B & A. S. Callais seconded. Roll Call Vote - All Aye Approve TITA Public Hearing Date For November MOTION: B. Lund moved to approve the TITA Public Hearing Date For November. T. Hough seconded. Roll Call Vote - All Aye Adopt Resolution to Determine Estimate of Funds 08-02 MOTION: T. Hough moved to adopt the Resolution to Determine Estimate of Funds 08-02. J. French seconded. Roll Call Vote - All Aye Accept FY2006-2007 Audit MOTION: J. French moved to accept FY2006-2007 Audit. G. Banas seconded. Roll Call Vote - All Aye Facility Replacement Schedule J. Filliung presented the report to the Board. A discussion followed with questions on the maintenance schedule and ADA improvements being done with the renovations. The HVAC system will need replacement in approximately 5 years. HVAC balancing is being done with the renovation. B. Lund thanked J. Filliung for the pictures included with the report. MOTION: E. Spiegel moved to accept the Facility Replacement Schedule. S. Callais seconded. Roll Call Vote - All Aye Policy Changes - First Read B. Strecker will review and rewrite any policy changes. Approve Per Capita Grant MOTION: B. Lund moved to approve the Per Capita Grant. J. French seconded. Roll Call Vote - All Aye Release of Funds for New Cabling for Technology and New Phone System MOTION: E. Spiegel moved to approve the Release Funds for the New Cabling for Technology and New Phone System. S. Callais seconded. Roll Call Vote - All Aye XI. Executive Session (5ILCS 120/2(c)(5)) The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. MOTION: B. Lund moved to go into Executive Session. E. Spiegel seconded. Voice Vote - All Aye The Board went into Executive Session at 9:10 pm. XII. Adjourn MOTION: T. Hough moved to adjourn the meeting. G. Banas seconded. Voice Vote - All Aye The meeting adjourned at 9:33 pm. The September Board Meeting was called to order at 7:30 pm at the Lisle Library District, 777 Front Street, Lisle, Illinois. Roll Call Present: Richard Flint -President Jay French -Secretary Thomas Hough -Treasurer Barbara Lund -Trustee Sharon Callais -Trustee George Banas -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Absent: Elliot Spiegel -Vice-President Also Present: Jim Filliung -Architect Rhonda Snelson -Public Relations/Program Co-ordinator Lucy Gavin -Patron (Arrived at 7:40 pm) II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required A. Approve Minutes of August 8, 2007 Board Meeting B. Approve Minutes of August 30, 2007 Finance Committee Meeting C. Acknowledge Treasurer’s Report, 8/31/07, Revenue Report, 8/31/07, Current Assets Report, 8/31/07, and Investment Activity Report, 8/31/07 D. Authorize Payment of Bills, 9/12/07 MOTION: S. Callais moved to approve the Consent Agenda. B. Lund seconded. Roll Call Vote - All Aye IV. Director’s Report The bills were reviewed by S. Callais and T. Hough. T. Hough and B. Lund will review the bills next month. B. Strecker stated that he would like to put Item A under Unfinished Business, Interior Renovations, at the end of the agenda. B. Strecker stated that the new Teen Fiction area is being used a lot by younger patrons. B. Strecker stated that he has talked to the Library’s Foundation about participating in the donation program to obtain monies towards the library’s interior renovations. The Foundation is in a position where it needs to re-elect officers, re-organize and then discuss with the Director if the Foundation wants to participate. B. Strecker hopes to hear something from the Foundation by the October Board Meeting. B. Strecker stated that a large part of a tree near the northeast side of the building fell last week obstructing the drive to the east and south parking lot. The whole tree may have to be removed to prevent it from falling on the building. The Bradford Pear tree in the front of the building near where the bay window will be installed is also in delicate condition. It is over 20 years old and is nearing the end of its life cycle. B. Strecker stated that he will be meeting with an arborist to discuss the situation. B. Strecker stated that the Village has waived building permit fees totaling $11,574. B. Strecker stated that the Library has also received a $10,000 grant for small community and economic development through S. Pihos office. The Village and the Park District also received similar grants. V. Assistant Director’s Report K. Seelig stated that included in the Board packet are monthly web stats and SAM stats. K. Seelig stated that a VOIP telephone system has been selected. The new system utilizes an internal network instead of phone lines. The new phone system will be installed once Phase I is completed. VI. Communications None VII. Committee Reports Finance T. Hough stated that at the last meeting, the Committee discussed a plan to generate donations to purchase furnishings for the library. Vendors and merchants would be sent a letter asking to donate. The plan is to have this fund-raising completed by the end of December. An Open House fund-raiser in the spring, when construction is completed to raise money, was discussed. Personnel/Policy B. Lund stated that the Committee would meet on Wednesday, September 19th at 7:00 pm. to review current policies. Physical Plant No report. Technology No report. MLS B. Strecker stated that System libraries would be receiving the same amount as last year. There would be no reduction in funds. VIII. Unfinished Business Interior Renovations B. Strecker stated that J. Filliung will give the Board an update and a tour of the Youth Services renovations at the end of the meeting. Certification of Review of Secretary’s Minutes B. Strecker stated that R. Flint and G. Banas reviewed the secretary’s minutes and there were no changes. Questions were presented to the Director and were answered. B. Lund requested a copy of the questions be given to Board members. MOTION: G. Banas moved to approve the Certification of Review of the Secretary’s Minutes for the past 6 months. B. Lund seconded amending the Motion to read the past year. Roll Call Vote - All Aye IX. New Business Adopt B & A MOTION: B. Lund moved to adopt Ordinance 08-05. J. French seconded. Roll Call Vote - All Aye Approve Chief Fiscal Officer’s Certificate of Estimated Revenue T. Hough had some questions about the dollar amounts. B. Strecker stated that the library law allows for appropriating more revenue than budgeted. MOTION: B. Lund moved to approve the Chief Fiscal Officer’s Certificate of Estimated Revenue. J. French seconded. Release of Funds for New Telephone System B. Strecker stated that the proposal for the new VOIP phone system totaled $17,258.76. with two additional phones included. B. Strecker stated that K. Seelig is still working on the cabling costs with various vendors. MOTION: T. Hough moved to approve the Release of Funds for the New Telephone System totaling $17,258.76. S. Callais seconded. Roll Call Vote - All Aye Interior Renovations B. Strecker stated that so far the renovations are going extremely well. The contractor is very cooperative and easy to work with as well as the site supervisor. The Village did its first inspection today and it went well. J. Filliung updated the Board on the renovations. Building permit fees were waived. The carpeting has been removed in Youth Services. The contractor is working on the soffits at this time. B. Strecker stated that the Village will refund the permit fees within two to three weeks. Staff has been great making adjustments during the renovation. J. Filliung gave each Board member a hard hat and proceeded to give Board members a tour of the renovation up in the Youth Services area.. X. Adjourn MOTION: B. Lund moved to adjourn the meeting. T. Hough seconded. Voice Vote - All Aye The meeting adjourned at 8:45 pm. The August 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 Sharon Callais -Trustee George Banas -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Carol Quentin -Recording Secretary Also Present: Lucy Gavin -Patron (Arrived at 7:40 pm) II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required
B. Approve Minutes of July 18, 2007 Executive Session C. Approve Minutes of July 25, 2007 Finance Committee Meeting D. Approve Minutes of August 1, 2007 Physical Plant Meeting E. Approve Minutes of August 1, Special Board Meeting F. Acknowledge Treasurer’s Report, 7/31/07, Revenue Report, 7/31/07, Current Assets Report, 7/31/07, and Investment Activity Report, 7/31/07 G. Authorize Payment of Bills, 8/08/07 MOTION: S. Callais moved to approve the Consent Agenda with corrections as noted. B. Lund seconded. Roll Call Vote - All Aye T. Hough made the following corrections to the minutes listed in the Consent Agenda. Board Meeting 7/18/07, page 3, last paragraph, should read “The Special Reserve category in the forecast will be removed from consideration of funds availability for investment.” Remove the following sentence “The monthly report will be working capital only.” Board Meeting 7/18/07, page 5, first paragraph, the last sentence should be deleted starting with “If the publication. . .” Finance Committee Meeting 7/25/2007, third paragraph, should read “A discussion followed reviewing where money is held and the earnings on funds through the last fiscal year.” Finance Committee Meeting 7/25/07, fourth paragraph, second sentence should read “T. Hough presented a version of 2008 expected cash flow from a different perspective.” Special Board Meeting 8/01/07, first MOTION: should read E. Spiegel moved that the Board accept Walter Daniels for the Base Bid of $1,100,000 and for alternates #1, in the amount of $3,064, #2, in the amount of $38,175, #5, in the amount of $5,960, #6, in the amount of $41,338, and #9, in the amount of $19,940. T. Hough seconded. Roll Call Vote - G. Banas, - aye, R. Flint - aye, J. French - aye, T. Hough - aye, B. Lund - aye, E. Spiegel - aye. S. Callais absent. A detailed listing of the base bid and alternates chosen will be attached to the minutes. Special Board Meeting 8/01/07, second MOTION: should read “E. Spiegel moved that the Board allow $198,000. . .” IV. Director’s Report The bills were reviewed by G. Banas and T. Hough. T. Hough and S. Callais will review the bills next month. B. Strecker stated that the September newsletter has gone out with updates on the renovations. The project is expected to start in September and last five months. V. Assistant Director’s Report K. Seelig stated that she has been working on obtaining quotes for the new phone system and for necessary cabling to be installed during the renovation process. VI. Communications R. Flint stated that he attended an inter-governmental meeting recently. There was a discussion about the Eyes To The Skies and the roles of the service providers and event providers. Earlier communication was planned between the two groups. VII. Committee Reports Finance T. Hough stated that the Finance Committee met on July 25th and investments with regard to the financial climate of current returns will be discussed. Future investments for September will require a telephone conference call to review the suggested maturities and rates and validate the investment rationale before MB Financial takes action. The next Finance Committee Meeting is scheduled for Thursday, August 30th at 3:00 pm. Personnel/Policy B. Lund stated that the next Personnel/Policy meeting is scheduled for Wednesday, September 19th at 7:00 pm. Physical Plant E. Spiegel stated that bids were received from five contractors and results are shown in the handouts. Walter Daniels was the lowest for the base bid and most alternates. The bids were reviewed by E. Spiegel, R. Flint, B. Strecker, K. Seelig, and J. Filliung. It was the Committee’s recommendation that the Library go ahead with the project. LZT Filliung would also be doing the facility replacement schedule. Technology S. Callais stated that the Committee has not met. MLS E. Spiegel stated that the MLS Board did not meet in August. E. Spiegel attended meetings at the Illinois State Library in Springfield recently. The new President of MLS is J. Kelenson, a trustee of the Oak Park Library. The next quarterly meeting for administrators is scheduled for September 6th. VIII. Unfinished Business A. Interior Renovations B. Strecker stated that he is waiting for the contract as well as other documents from the contractor regarding bonding and insurance. Paperwork should arrive shortly. Upon review of the change order policy, the Director or the Chairman of the Physical Plant Committee are authorized to approve change orders of $7500 or less. B. Strecker asked the Board to consider implementing a plan to accept donations from sponsors and vendors for the renovation project. This could be discussed at the next Finance Committee Meeting. Investment Plan Discussion T. Hough stated that the handouts that were passed out show a consolidated summary of assets, the projected cash balances, portfolio recommendations, and a proposed portfolio in maturity date order. MOTION: T. Hough moved to accept and approve the projected cash balance which includes the renovation project and proposed investments subject to a conference call with MB Financial to validate the type of investments and duration before any action is taken. S. Callais seconded. Roll Call vote - All Aye IX. New Business A. Approve Notice of Public Hearing on B & A B. Strecker stated that the Public Hearing for the B & A is scheduled for Wednesday, September 12th at 7:30 pm immediately followed by the Board Meeting. MOTION: B. Lund moved to approve the Notice of Public Hearing on the B & A. E. Spiegel seconded. Roll Call Vote - All Aye B. Approve Tentative B & A MOTION: J. French moved to approve the tentative B & A. T. Hough seconded. Roll Call Vote - All Aye The final B & A will be approved at the September Board Meeting following the Public Hearing. C. Approve IPLAR Report MOTION: B. Lund moved to approve the IPLAR Report as amended and submit it to the Illinois State Library. S. Callais seconded. Roll Call Vote - All Aye T. Hough noted that a correction to his phone number was needed. The last digit was dropped. It should read 8. S. Callais also noted that her phone number’s last digit was dropped. It should read 3. Corrections will be made before submitting the report. D. Certification of Review of Secretary’s Minutes No action taken. X. Adjourn MOTION: B. Lund moved to adjourn the meeting. T. Hough seconded. Voice Vote - All Aye The meeting adjourned at 8:29 pm. The July 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 Sharon Callais -Trustee George Banas -Trustee Bill Strecker -Director Kathy Seelig -Assistant Director Beth McQuillan -Acting Recording Secretary Also Present: Thomas R. McWilliams Jim Filliung -Architect (left at 7:50 pm) Lucy Gavin -Patron II. Opportunity For Visitors To Speak No visitors spoke. III. Consent Agenda - Action Required
B. Approve Minutes of June 13, 2007 Executive Session C. Acknowledge Treasurer’s Report, 6/30/07, Revenue Report, 6/30/07, Current Assets Report, 6/30/07, & Investment Activity Report, 6/30/07 D. Authorize Payment of Bills, 7/18/07 B. Lund had a correction in the time for the Executive Session minutes. J. French had a question on a specific bill. Will follow-up with S. Wittenauer. MOTION: S. Callais moved to approve the Consent Agenda with corrections. T. Hough seconded. Roll Call Vote - All Aye. IV. Director’s Report The bills were reviewed by J. French and R. Flint. G. Banas and T. Hough will review the bills next month. B. Strecker stated that the library received a $125 contribution from a developer. B. Strecker stated that circulation is up 2.82% over last year. The increase is small but other libraries are seeing decreases in circulation for the same period. B. Strecker stated that ALA software is available for READ posters. The library can create posters with pictures of local people, staff, or board members using the software. R. Flint had a question about staff changes in Adult Services and Circulation Services effective July 1st. B. Strecker stated that as of July 1st, AV and RA page and clerk staff would be under the supervision of A. Lin, head of Circulation Services. The goal is to have one circulation desk on the first floor. Cross training and a review of procedures are currently being done. There is no plan to reduce staff with this change, but there may be staff reduction through attrition. B. Strecker stated that the library received a plaque from the group Little Friends. The library has worked with the organization for many years. VI. Assistant Director’s Report K. Seelig stated that she is working on web-based email for staff. K. Seelig stated that she has also helped several Board members to use the library’s web email.. VII. Communications B. Strecker mentioned the donation from the developer. VIII. Committee Reports Finance T. Hough stated that the Finance Committee will meet on Wednesday, July 25th at 3:00 pm. Board members requested an email reminder and an agenda. Personnel/Policy No report. B. Lund recommended scheduling a Personnel Policy meeting after the renovations begin possibly September 19th. Physical Plant E. Spiegel stated that the contractors interested in bidding had a walk thru on July 16th. Seven contractors are expected to bid. Bids will be opened July 26th at 3:00 pm. Technology No report. MLS E. Spiegel stated that he is now past president of MLS. New officers were elected at the last meeting. E. Spiegel stated that he will be going to Springfield to present the system’s strategic plan to the Illlinois State Library. Each library system presents its own plan. VIII. Unfinished Business Interior Renovations J. Filliung spoke about the renovations. Plans have been submitted to the Village. No new permits are needed at this time. Interested bidders looked at the plans. The pre-construction meeting on Monday, July 16th went well. Seven bidders are expected. No action was taken. Investment Plan Discussion B. Strecker and T. Hough met with MB Financial. Updated cash flow numbers are needed. The Special Reserve category in the forecast will be removed from consideration of funds availability for investment. After the funds for renovation are spent, the library will have a new look at the Special Reserve. At the July 25th meeting, investments with regard to the financial climate of current returns will be discussed. Future investments for September will require a telephone conference call to direct type of investment and duration before MB Financial takes action. Approve Investment Plan No action taken. IX. New Business A Treasurer to review bills and sign checks on a monthly basis T. Hough volunteered to be one of the two bill reviewers. Discussion followed. The bills will continue to be reviewed by two Board members with one always being T. Hough as Treasurer or his replacement if not available. MOTION: E. Spiegel moved to have the Board Treasurer or his replacement and rotating Board members review bills. This will require a policy change. Seconded by S. Callais. Roll Call Vote - All Aye B. Approval of Ordinance 08-04 - .02% S. Callais moved to approve Ordinance 08-04 - .02%. T. Hough seconded. Roll Call Vote - All Aye C. Certification of Authenticity for Ordinance 08-04 B. Lund moved to approve the Certification of Authenticity for Ordinance 08-04.J. French seconded. Roll Call Vote - All Aye. D. Public Notice for .02% Ordinance 08-04 S. Callais moved to approve the Public Notice for .02% Ordinance 08-04. T. Hough seconded. Roll Call Vote - All Aye E. Resolution 08-02 Authorizing Preparation and Filing of B & A B. Lund moved to approve the Resolution 08-02 Authorizing Preparation and Filing of B & A. S. Callais seconded. Roll Call Vote - All Aye. F. Community Newsletter B. Strecker passed around a sample of Batavia’s booklet/governmental newsletter which includes advertising. Batavia is using this bimonthly mailed publication instead of a newsletter. A vendor has offered this kind of mailing for the government units in Lisle. The booklet was discussed at the Village of Lisle’s intergovernmental meeting, If other government agencies agree to go ahead, the library would not be included unless we buy into the plan. Discussion followed. If the publication goes forward in the Lisle area, B. Strecker will check with both Batavia and Darien to see if it is working for them. The consensus was it is costly and not current. If other government agencies agree to go ahead, the library would not be included. G. Renovation Project - Consulting Architect B. Strecker stated that the cost for a consulting architect to review plans would be from $15,000 to $17,000. It would be for one time review of the existing plans for the renovation. Discussion followed. No action taken. H. Facility Replacement Schedule B. Strecker stated that the firm contacted is not available to do the work. E. Spiegel suggested contacting MLS to find other firms. Discussion followed. MOTION: E. Spiegel moved to have the Director seek three quotes for doing a facility replacement schedule. The lowest bid up to $12,000 will be accepted. T. Hough seconded. Roll Call Vote - All Aye. XI. Executive Session B. Lund 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 and Deliberations concerning salary schedules for one or more classes of employees. (5ILCS 120/2(c)(2)). S. Callais seconded. Roll Call Vote - All Aye. The Board moved into Executive Session at 8:22 pm. The Board returned to Open Session at 8:42 pm XII. Salary Schedule MOTION: E. Spiegel moved to adopt the Proposed Lisle Library District Salary Scale dated 7/13/07. Seconded by B. Lund. Voice Vote - All Aye XIII. Adjourn MOTION: B. Lund moved to adjourn. Seconded by T. Hough. Voice Vote - All Aye The meeting adjourned at 8:45 pm. |
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