MEETING NOTICE
FACILITIES COMMITTEE
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY
DISTRICT
Wednesday, March 24, 2010
6:30 PM
The Facilities
Committee of the Board of Trustees of the St. Charles Public Library District
will meet at the Library (
AGENDA
3. Demolition update
Posted
3/19/2010
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
The Regular Meeting of the Board of Trustees of the St.
Charles Public Library District was held on Wednesday, February 10, 2010 at the
Library. Present: President Tory Haines, Vice-President/
Secretary Norm Huntley, Treasurer Debra McManus, Trustees Mike Hill, Karen
DeVault, Director Diana Brown and Administrative Assistant
Mrs. Haines welcomed the staff members and guest present at 7:00 pm.
MINUTES: Regular Meeting, January 13, 2010
Motion by Mrs. McManus, second by Mr. Hill to approve the minutes of the Regular Meeting of January 13, 2010. Carried unanimously.
MINUTES: Executive Session, January 13, 2010
Motion by Mr. Huntley, second by Mrs. McManus to approve the minutes of the Executive Session of January 13, 2010 and for minutes to remain closed. Carried unanimously.
TREASURER'S
REPORT: January 2010
Motion by Mr. Huntley, second by Mrs. DeVault to approve the Treasurer's Report for January 2010. Carried unanimously.
INTERNAL BUDGET REPORT: January 2010
Motion by Mr. Huntley, second by Mr. Hill to approve the Internal Budget Report for January 2010. Carried unanimously.
A Motion by Mr. Huntley, second by Mr. Hill to approve the Year-to-date Statement for January 2010. Carried unanimously.
FUND BALANCE: January 2010
Motion by Mr. Huntley, second by Mr. Hill to approve the Fund Balance Report for January 2010. Carried unanimously.
INVESTMENT
REPORT: January 2010
Motion by Mrs. McManus, second by Mr. Hill to approve the Investment Report for Valley Community Bank for January 2010. Carried unanimously.
Motion by Mrs. McManus, second by Mr. Hill to approve the Investment Report for IIIT for January 2010. Carried unanimously.
Motion by Mr. Huntley, second by Mrs. McManus to approve the bills for January 2010 in the amount of $467,636.18. Carried unanimously.
Today was "Snapshot: One Day in the Life of Illinois Libraries" and we have received good comments from the public. Trustees received the RBP six month report. Library Trustee revised Handbooks will be ordered for all Trustees. Circulation is up 11.6% over January 2009. Trustees received newspaper article updates for their Building Plan binders. ILA workshop in Lisle will be held on February 27, 2010. Recommending field trip to Gail Borden Public Library to visit their Youth Services Department, which contains traditional to progressive features.
Motion by Mr. Huntley, second by Mrs. DeVault, to accept the Director's Report. Carried unanimously.
DLS (Mrs. Haines)
Mrs. Haines did not attend meeting.
Foundation (Mrs. Brown)
Results of the Finance Committee were given. Agreement to have an audit after one and one-half year period of transition to new fiscal year. Continuing to work on fundraising ideas. Request of Library Board to give wish list for new building. Mr. Huntley stated that we need their support with upcoming events and financial support with community for referendum. Memorial for Dalton Bergsten will be discussed at next month's meeting.
LINC (Mrs. Reese)
No report given
Intergovernmental (Mr. Hill)
Park District hosted meeting. City presented Priorities Survey
Results. Voted against video gaming in
bars. Budget difficulties, reserves very
strong.
Motion by Mrs. McManus, second by Mrs. DeVault to accept the committee reports. Carried unanimously.
UNFINISHED
BUSINESS
70. RATIFY APPROVAL OF ART LOAN TO NIU
Motion by Mr. Huntley, second by Mrs. McManus to ratify loan of Library's WPA prints to the NIU Gallery. Carried unanimously.
71. LIBRARY PROPERTY
a. Demolition
Schedule and Costs
Demolition delayed because of Freon removal requirement. Mrs. Brown will call renters, church and school and email Trustees when demolition begins.
b. Rental
No discussion.
NEW BUSINESS
72. ARCHITECT'S REPORT AND BUDGET
Architect submitted an update to their Pre-referendum Proposal from September 2007. There is an increase in cost because of the length of time that has passed. They are not recommending a model because of the expense, but are recommending renderings. Motion by Mr. Huntley, second by Mrs. McManus to approve the proposal dated February 5, 2010 with a new budget amount of $170,000. AYES: Huntley, McManus, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Slusser. ABSTAINING: None.
73. LIBRARY BOARD DINNER
Mrs. Brown will make reservations at
74. 25TH ANNUAL STAFF RECOGNITION
DINNER
Mrs. DeVault has called St. Charles Country Club to reserve May 7, 2010 for the Library's Staff Recognition Dinner. Motion by Mrs. DeVault, second by Mrs. McManus to close the Library on May 7, 2010 at 6:00 pm to allow all staff members to attend recognition dinner. Carried unanimously.
75. LIBRARY FOUNDATION REQUEST FOR WISH LIST
Mrs. DeVault will relay comment made by Mr. Huntley that the Board would appreciate the Foundation's support and help with the citizens group in regards to the referendum.
76. BUILDING PROGRAM
a. East
Gateway Proposal
Mrs. Brown and Mrs. Haines met with Brian Townsend, Mark
Koenen, Rita Tungare and Russell Colby of the City and they want the Library to
grant 400 square feet of the northeast corner as an entrance point to historic
downtown
b. Recent
Public Comments and Suggestions
Distributed in Trustees' packets.
77. PER CAPITA GRANT 2010: LETTER TO SECRETARY JESSE WHITE
Motion by Mrs. McManus, second by Mrs. DeVault to send thank you letter to Secretary of State Jesse White for the 2010 Per Capita Grant funding. Carried unanimously.
78. EMPLOYEE TO FULL TIME STATUS
Motion by Mr. Huntley, second by Mrs. McManus to approve recommendation to bring Emily Gilmore's job status to full time, effective immediately. AYES: Huntley, McManus, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Slusser. ABSTAINING: None.
79. BUILDING MAINTENANCE AND REPAIRS: OPEN
Nothing to report.
80. CLOSED SESSION FOR DISCUSSION OF THE
FOLLOWING SUBJECTS:
Acquisition and lease of property
[5ILCS 120/2(c)(5) and (6)]
Litigation [5 ILCS
120/2(c)(11)]
Personnel
[5 ILCS 120/2(c)(1)]
Motion by Mr. Huntley, second by Mrs. DeVault to adjourn to Executive Session at 7:55 p.m. for discussion of litigation pursuant to 5ILCS 120/2(c)(11). Approved by roll call vote as follows: AYES: Huntley, McManus, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Slusser. ABSTAINING: None.
Reconvene to regular session at 8:05 p.m.
81. POSSIBLE VOTE ON ITEMS DISCUSSED IN
CLOSED SESSION
No action taken.
Mrs. Brown reminded the Trustees to visit Gail Borden
Library's Youth Services Department. Our
patrons are asking why we do not offer crafts and have play equipment. Mrs. McManus said she was concerned with
children with special needs. Mrs. Brown
stated that one of our staff members would be attending a meeting regarding
that issue very soon. It was recommended
that the Trustees visit Gail Borden Library on their own so that this matter
can be discussed at a future meeting.
ADJOURN
Motion by Mr. Huntley, second by Mrs. McManus to adjourn at 8:13 p.m. AYES: Huntley, McManus, Hill, Haines, DeVault. NAYS: None. ABSENT: Reese, Slusser. ABSTAINING: None.
Norman C. Huntley
Secretary, Board of Trustees
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
The Regular Meeting of the Board of Trustees of the St.
Charles Public Library District was held on Wednesday, January 13, 2010 at the
Library. Present: President Tory Haines, Vice-President/
Secretary Norm Huntley, Treasurer Debra McManus, Trustees Mike Hill, Karen
DeVault, Kimberly Reese, Director Diana Brown and Administrative Assistant
Mrs. Haines welcomed the staff members present at 7:00 pm.
MINUTES: Regular Meeting, December 9, 2009
Motion by Mrs. Reese, second by Mrs. McManus to approve the minutes of the Regular Meeting of December 9, 2009. Carried unanimously.
MINUTES: Executive Session, December 9, 2009
Motion by Mr. Huntley, second by Mrs. McManus to approve the minutes of the Executive Session of December 9, 2009 and for minutes to remain closed. Carried unanimously.
MINUTES: Special Meeting, December 16, 2009
Motion by Mrs. McManus, second by Mrs. Reese to approve the minutes of the Special Meeting of December 16, 2009. Carried unanimously.
MINUTES: Special Meeting, December 30, 2009
Motion by Mrs. McManus, second by Mrs. DeVault to approve the minutes of the Special Meeting of December 30, 2009. Carried unanimously.
TREASURER'S
REPORT: December 2009
Motion by Mrs. McManus, second by Mrs. Reese to approve the Treasurer's Report for December 2009. Carried unanimously.
INTERNAL BUDGET REPORT: December 2009
Motion by Mr. Huntley, second by Mrs. McManus to approve the Internal Budget Report for December 2009. Carried unanimously.
A Motion by Mr. Huntley, second by Mrs. McManus to approve the Year-to-date Statement for December 2009. Carried unanimously.
FUND BALANCE: December 2009
Motion by Mr. Huntley, second by Mrs. McManus to approve the Fund Balance Report for December 2009. Carried unanimously.
INVESTMENT
REPORT: December 2009
Motion by Mrs. McManus, second by Mrs. DeVault to approve the Investment Report for Valley Community Bank for December 2009. Carried unanimously.
Motion by Mrs. McManus, second by Mrs. DeVault to approve the Investment Report for IIIT for December 2009. Carried unanimously.
Motion by Mrs. DeVault, second by Mrs. McManus to approve the bills for December 2009 in the amount of $456,098.12. Carried unanimously.
Discover Your Library is available in large print
selectively and has been distributed to some retirement homes. Asbestos abatement at the
Motion by Mr. Huntley, second by Mrs. Reese, to accept the Director's Report. Carried unanimously.
DLS
No report given.
Foundation (Mrs. DeVault)
Foundation did not meet in December.
LINC (Mrs. Haines)
Dinner was December 3, 2009.
Intergovernmental (Mr. Hill)
D303's budget needs $5.8 million reduction. $1.4 million of stimulus money and $4.4
million needed in costs. No across the
board class size increases. Mrs. Brown
reported on the asbestos abatement and property demolition. Story reported in November Chicago Magazine
about drug problem in
Motion by Mrs. McManus, second by Mrs. DeVault to accept the committee reports. Carried unanimously.
AGENDA TAKEN OUT OF
ORDER
68. CLOSED SESSION FOR DISCUSSION OF THE
FOLLOWING SUBJECTS:
Acquisition and lease of property
[5ILCS 120/2(c)(5) and (6)]
Litigation [5 ILCS
120/2(c)(11)]
Personnel
[5 ILCS 120/2(c)(1)]
Motion by Mrs. McManus, second by Mr. Hill to adjourn to Executive Session at 7:13 p.m. for discussion of litigation pursuant to 5ILCS 120/2(c)(11). Approved by roll call vote as follows: AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Slusser. ABSTAINING: None.
Reconvene to regular session at 7:28 p.m. No action taken.
UNFINISHED
BUSINESS
62. EMPLOYEE HANDBOOK: POLICY COMMITTEE REPORT AND RECOMMENDATIONS
Mrs. Brown reported there were no major changes made, except for changes Board made to grievance procedure. Revisions are mainly to update compliance with state and federal laws and to state procedures already in place. Motion by Mr. Huntley, second by Mrs. McManus to approve changes to Employee Handbook. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Slusser. ABSTAINING: None.
NEW BUSINESS
63. BUILDING PROGRAM STATUS REPORT
Mrs. Brown spoke with Floyd Anderson and they will have a report ready in about 10 days. Mrs. Brown also contacted Russell Colby about the traffic study. Lohan Anderson will include the traffic study in their report.
64. RENTAL/RESIDENTIAL PROPERTY STATUS REPORT
Discussed in Executive Session. (See above, closed session)
65. FINANCE COMMITTEE REPORT AND
RECOMMENDATIONS
a. Financial
Projections and Impact on 2010/2011 Budget
b. Salaries,
2010
Mrs. McManus reported that Albert Boumenot and William Hofherr from Baum did a fabulous job working with the committee on the budget projections for 2010/2011 and beyond. They were very conservative. Baum consultants will come back with projections for the next two years. Motion by Mr. Huntley, second by Mrs. DeVault to approve the recommendations by the Finance Committee and to approve a 2% across the board salary increase for all staff, effective January 1, 2010. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Slusser. ABSTAINING: None.
66. AUDIT COMMITTEE REPORT AND
RECOMMENDATIONS
a. Review
of Closed Minutes of Closed Sessions
b. Review
of Secretary's Records for the Period July 1 through December 31, 2009
Mrs. Reese reported that the Audit Committee reviewed library records from July 1 through December 31, 2009, and all Executive Session minutes and recommends that they remain closed. The committee also destroyed Executive Session tapes from July 11, 2007 through June 11, 2008 and confirmed existence of paper copies of those minutes. Motion by Mrs. McManus, second by Mr. Hill to approve the recommendations of the Audit Committee. Carried unanimously.
67. BUILDING MAINTENANCE AND REPAIRS
No action needed.
69. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No action needed.
OTHER BUSINESS (not on agenda)
Mrs. Brown reminded the Board of the letter from NIU requesting a loan of artwork and asked the Board to approve the loan and ratify the motion at the February Regular Meeting. There would be no additional insurance expense and Mrs. Brown would personally deliver the artwork which has been packaged properly. NIU's insurance does not cover transport. Mr. Huntley said the Turzak series is valuable to the Library in terms of history and collection. Mrs. Brown stated that NIU would have the artwork from February to June of this year and their exhibit would run from April through May. Mrs. Haines said we will leave it in Mrs. Brown's hands.
ADJOURN
Motion by Mr.
Huntley, second by Mrs. McManus to adjourn at 7:44 p.m. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None.
ABSENT: Slusser.
ABSTAINING: None.
Norman C. Huntley
Secretary, Board of Trustees
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
NOTICE OF REGULAR MEETING
TIME CHANGE
April 14, 2010
The regular monthly meeting
of the Board of Trustees of the St. Charles Public Library
District will begin at 5:30 PM rather than 7:00 PM on Wednesday,
April 14, 2010.
Posted
February 18, 2010
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
The Special Meeting of the Board of Trustees of the St.
Charles Public Library District was held on Wednesday, December 30, 2009 at the
Library. Present: President Tory Haines, Vice-President/
Secretary Norm Huntley, Trustees Mike Hill, Karen DeVault. Director Diana Brown, Administrative
Assistant
President Haines called the special meeting to order at 7:00 p.m. and welcomed the guests.
BUILDING PLANS
Opening
Remarks
·
Mr.
Anderson - Quite a bit of design change takes place after referendum.
·
Mrs.
Brown - We need a cost estimate and overview of what the building will offer, what
the public will gain.
Outside of
Building
·
Mr.
Anderson -At City meetings it was decided that a secondary entrance on
·
Mrs.
Haines - We need to work on the entrance; need to get away from carport look
and make it mirror the entrance of the Carnegie building. As a Board, our priorities are safety and
fluidity of movement around entrance and loading dock area. Possibly have a drop box in the parking
lot. We need to have two book
drops. With parking separate from building,
could City vacate Walnut?
·
Mr.
Barnes - They can consider redesigning layout of parking lot and go in to PUD
application with slightly less parking spaces.
We need to leave access for utilities under
·
Mr.
Huntley - Traffic flow suggestion of Walnut one-way east and
·
Mrs.
Haines - If entrance to parking lot is located either midway on
·
Mr.
·
Mr.
Huntley - What about sun glare with new west windows? Mr. Barnes - high performance glass with
rolling perforated, motorized shades in dark color. You can see through them from the inside and
they are not very noticeable from the outside.
There is also something you can apply to the glass. We would use a combination of things.
·
Mr.
Inside
Building
·
Mrs.
Haines - Keep the
·
Mrs.
Haines - We should dig out basement. Will
that throw us off with parking? Mrs.
Brown said City would reconsider that.
Mr. Anderson said to make it a price option in estimating. We would like to talk with general
contractors as to how to build this.
Mrs. Brown has names of contractors that have come to the Library and she
will email the names to Mr. Anderson and Mr. Barnes.
·
Mr.
Huntley - Be sure refreshment area not referred to as a café, and have it located
near Friends book sale area. Mr. Hill
would like to see something larger and more inviting, not just a row of vending
machines.
·
Mr. Huntley
- Boardroom needs to be close to administrative offices, have tables for press
and more room for IT equipment. Mrs.
Brown also suggested a central storage area in boardroom.
·
Mr.
Hill - Staff lounge is not adequate. Mr.
Barnes -Initially had area for staff room where mechanical is in lower level
near tech center. This may be the time
to talk with mechanical engineers to know what our needs will be for mechanical
space and location.
·
Mr.
·
Mr. Hill
- What about elevator and stairs off main lobby that would be affected during
construction. Mr. Anderson said this is
something to talk with general contractor about. Mr. Barnes said they also could advise how to
stage the parking lot.
·
Mr.
Anderson - What is concern of interior shelving having "institutional
look"? Mr. Huntley -Walk in and all you
see are shelves. Mr. Anderson - in Youth
Services we would stagger lower and higher shelving. Mrs. Brown - Possibly have eye-catching
mobiles as focal point. Mr. Anderson - On
upper level, the roof will bring light and your eye will go to that.
·
Mr.
Anderson -L.E.E.D. rating - it is not hard to get a silver or gold rating. Platinum is out of the box cost wise. Mrs. Haines - this would be a huge selling
point for referendum. Mr. Anderson -
there are lighting standards we need to comply with. Mr. Barnes - L.E.E.D. also gives points for
educational programs. Mr.
·
Mr.
Barnes showed schematic plans from Elmhurst Library they worked on. Next, design development before construction
drawings. We are still in conceptual
phase. Professional rendering can be in
pencil or watercolor. Advises against computer
generated rendering which makes it too confident for referendum. We need to get into some technical reality
now.
·
Mr.
Huntley - engage engineers as necessary.
Mrs. Brown is Board's liaison with architects.
8:10 pm Mr.
Anderson and Mr. Barnes left.
REQUEST FOR UNPAID LEAVE OF ABSENCE
Mrs. Brown reported
a staff member has had FMLA leave since August and needs more recovery
time. He is asking for additional 6 ½
weeks until January 22, 2010. Motion by Mr. Huntley, second by Mrs.
DeVault to grant leave of absence for staff member until January 22, 2010. Carried unanimously.
There was no
need for a closed session.
Motion to adjourn from special meeting at 8:15 pm was made by Mrs.
DeVault, second by Mr. Hill. Carried
unanimously.
Norman C. Huntley
Secretary
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
The Special Meeting of the Board of Trustees of the St.
Charles Public Library District was held on Wednesday, December 16, 2009 at the
Library. Present: President Tory Haines, Vice-President/
Secretary Norm Huntley, Treasurer Debra McManus. Trustees Mike Hill, Karen DeVault, Kimberly Reese. Administrative Assistant
President Haines called the special meeting to order at 7:00 p.m.
Mrs. Haines
stated that the purpose of the special meeting was to review preliminary
building plans and comments of the staff and public and to determine trustees'
priorities to put before the architect.
Youth
Services Department
Ø
Mr.
Huntley - Why did we move the youth services department from downstairs to
upstairs?
Ø
Mrs.
Haines - I have an email sent by Denise Farrugia which firmly states she wants
the youth services department on the main floor.
Ø
Mr.
Hill - Two adult patrons preferred the youth services department in the lower
level because of security.
Ø
Mrs.
Reese - I like the youth services department in the lower level.
Ø
Mrs.
Haines - Library staff initially met with Dawn, the interior architect
concerning the location of the youth services department. Mrs. Farrugia stresses the main level and a
secure department with one public entrance, enclosed with walls and doors;
emergency exits easily navigated with strollers; revisit collection statistics
to be sure space is adequate for current and future holdings until 2030; be
sure services are properly accounted for, one example, possibility of
interactive early literacy/learning area; story rooms retain capacity that will
seat no less than 60 and 40 people; story room storage be located between story
rooms with access from each room, access from staff area would be wonderful
bonus if possible; realign space allocation for collections, services and story
room space based on foregoing concerns.
Everyone wants children to be safe and secure.
Ø
Mrs.
Reese - We need more of a sensory area in youth services, especially for
children with autism; more tactile sensory chairs. Old figures show 1 out of 150 children, now
statistics show 1 out of 90 children with these needs. We should make the library more of a
comfortable space for them.
Ø
Mr.
Huntley - Place in youth services for a giant tree or fish tank in wall.
Ø
Mr.
Huntley - Personally wants to maintain entire
Staff
Lounge Area
Ø
Mr.
Huntley - Staff lounge area is not adequate.
Ø
Mr.
Hill - One current staff member said they want staff lounge in same area, but
larger.
Board Room
Ø
Mr.
Huntley - The board room is not adequate.
Ø
Mr.
Hill - It would be good to have tables for guests to use.
Technology
Room
Ø
Mr.
Hill - Will technology room in lower level be open all day and will it be
staffed all day.
Lower Level
Excavation
Ø
Mr.
Huntley - Lower level should be fully excavated.
Ø
Mrs.
Haines - We need to check if we need more parking spaces for excavating out that
area.
Administrative
Offices
Ø
Mr.
Huntley - Space for administrative offices seems too small.
Ø
Mrs.
Haines - Comments from youth focus groups is that they could use all the space
on the mezzanine level and they do not want to be near administrative offices.
Ø
Mr.
Huntley - It seems ridiculous to have the board room in the lower level and the
administrative offices on the mezzanine level.
These two areas need to be together.
Ø
Mrs.
Haines - Administrative offices need to be accessible to the public.
Ø
Mr.
Huntley - Administrative offices need to be centrally located.
Interior
Shelving
Ø
Mr.
Huntley - Concerned about site lines. We
don't want to develop an institutional look.
Ø
Mr.
Hill - Youth services has a lot of shelving.
Ø
Mrs.
Reese - There will be some lower shelving for younger and smaller children.
Ø
Mrs.
McManus - Border style shelving is nice, but our collection is huge and it is
not a good way to shelve.
Drop Off
Area
Ø
Mr.
Hill - A few patrons are concerned about space for drop off area, not adequate
for turnaround. We now have two drop off
boxes. Also wondering if we are
considering pick up service for parents with young children in the car who call
ahead to have materials ready?
Ø
Mr.
Huntley - Diana Brown said we do not have enough room to offer this service,
nor do we have the staff.
Ø
Mrs.
McManus - Drive-up service has to be staffed at all times and what function
does that staff person perform in the meantime.
Ø
Mrs.
Haines - Suggested having another book drop in the parking lot.
Ø
Mrs.
Haines - The outside area designated as "A" could be used for the drive through.
Ø
Mr.
Huntley - We need the bicycle area there.
Walnut
Avenue &
Ø
Mrs.
Haines - As a board, we need to concentrate on the safety issue of the streets,
Ø
Mr.
Huntley - We need to apply for vacation of
Ø
Mrs.
Reese - It won't take too long for people to stop viewing it as a city street.
Front
Entrance
Ø
Mr.
Huntley - The front entrance needs a lot of work on its beauty and safety.
Ø
Mrs.
Reese - An entrance off of
Ø
Mrs.
McManus - The only way to have two entrances is to have both staffed.
Tutors
Ø
Mr.
Hill - It is important for staff throughout the building to look at all spaces
to be sure there is adequate seating in the proposed plan for tutors.
Ø
Mr.
Huntley - We are not in the business to provide space for tutoring.
Ø
Mrs.
Reese - We need to think in terms of is there going to be an adequate balance
so that we can serve everyone.
Refreshment
Area
Ø
Mr.
Hill - We need to be very specific about "refreshment" area or "café". He liked the reference to refreshment area
and possibly having it located near the entrance, with quality vending machines
and near the Friends book sale.
Receptionist
& Readers Services
Ø
Mr.
Huntley - The entrance we have now functioning with a greeter and readers
services staff seems difficult to do with the new plans. We need to offer those services to patrons at
the door.
Ø
Mr.
Hill - The set up we have now is confusing; they should not be together. It would be better to have them separated.
Ø
Mrs.
McManus - She would like to see one large work space and put the greeter and
readers service staff on either end.
Ø
Mr.
Hill - It would be good to have the receptionist in the lobby.
Green
Aspects for Library
Ø
Mrs.
Haines - The need for green aspects of the library. She informed the trustees that one local
center who has offered assistance, Aquascape, is temporarily closed down. They will re-evaluate their business status mid
winter.
Ø
Mr.
Huntley - Last thing we need is a water feature on the corner of
Ø
Mrs.
McManus - It would be attractive, but also distracting.
Ø
Mrs.
Haines - We could also look at a parking lot like Aquascapes and possibly
pondless waterfalls, etc.
Delivery
Trucks
Ø
Mr.
Huntley - What about truck area?
Ø
Mrs.
Haines - Don't think it has been addressed.
John Varga has a lot of great points.
Ø
Mr.
Huntley - We may need to angle that area.
Washrooms
Ø
Mrs.
Haines - Need for more washrooms, more women's than men's. I believe there is at least one on each floor.
Ø
Mr.
Huntley - Believe there are two on each floor.
Construction
- Functioning During
Ø
Mr.
Hill - Once demolition begins on current lobby area, what about parents with
strollers and small children who once used the elevator. Will they need to use back elevator? Will the stairs be there?
Ø
Mrs.
Haines - Next big issue, how will we function during construction.
Ø
Mr.
Huntley - Carefully look at any cost staff has in mind for now. Areas are extremely functional and in good
shape. If the existing building needs to
change, we need to be careful.
Exterior
Ø
Mrs.
Haines - Important to City that both buildings blend.
Ø
Mrs.
Haines - Do we have a strong opinion about the saw-tooth roof. Historic Preservation Committee did not like
it. City thought it was fine.
Ø
Mr.
Hill, Mrs. McManus - we like it.
Relationship
with Architect
Ø
Mr.
Huntley - the present time we have great support with the proposed plans. We are the ones calling the shots, not the
architects. They are working for us and
we are not working for them.
Signage -
Current
Ø
Mrs.
McManus - Do we presently have signage by the CD collection that it is illegal
to copy CDs?
Ø
Mrs.
Tsipas - Yes we do.
There was no
need for a closed session.
At 8:02 pm a Motion to adjourn from special meeting
was made by Mr. Huntley, second by Mr. Hill.
Carried unanimously.
Norman C. Huntley
Secretary
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
The Regular Meeting
of the Board of Trustees of the St. Charles Public Library District was held on
Wednesday, December 9, 2009 at the Library.
Present: President
Mrs. Haines welcomed
the staff members and guests present at 7:00 pm.
Mrs. Haines
appointed Kimberly Reese as Secretary Pro Tem, in the absence of Vice-President/Secretary
Norm Huntley.
MINUTES:
Special Meeting, November 11, 2009
Motion by Mr. Slusser, second by Mrs. Reese to approve the minutes
of the Special Meeting of November 11, 2009.
Carried unanimously.
MINUTES: Regular Meeting, November 11,
2009
Motion by Mr. Slusser, second by Mrs. Reese to approve the minutes
of the Regular Meeting of November 11, 2009. Carried unanimously.
MINUTES:
Executive Session, November 11, 2009
Motion by Mr. Slusser, second by Mr. Hill to approve the minutes
of the Executive Session of November 11, 2009 and for minutes to remain closed.
Carried unanimously.
TREASURER'S REPORT: November 2009
Motion by Mrs. Reese, second by Mr. Hill to approve the Treasurer's Report
for November 2009. Carried unanimously.
INTERNAL BUDGET REPORT: November 2009
Motion by Mrs. Reese, second by Mr. Hill to approve the Internal Budget
Report for November 2009. Carried unanimously.
Motion by Mrs. Reese, second by Mr. Hill to approve the Year-to-date Statement
for November 2009. Carried unanimously.
FUND BALANCE: November 2009
Motion by Mrs. Reese, second by Mr. Hill to approve the Fund Balance Report
for November 2009. Carried unanimously.
INVESTMENT REPORTS: November 2009
New statements for
Investment Report because some investments were moved from the Illinois
Treasurer's Fund.
Valley Community Bank
Motion by Mrs. Reese, second by Mr. Slusser to approve the Valley Community
Bank Investment Report for November 2009. Carried unanimously.
IIIT
Motion by Mr. Slusser, second by Mrs. Reese to approve the IIIT Investment
Report for November 2009. Carried
unanimously.
Motion by Mrs. Reese, second by Mr. Slusser to
approve the bills for November 2009 in the amount of $432,832.80. Carried
unanimously.
Motion by Mr. Slusser, second by Mr. Hill, to accept the Director's
Report. Carried unanimously.
Mr. Juergensmeyer
arrived at 7:08 pm.
LINC (Mr.
Slusser)
Mrs. Brown attended
the dinner last month.
DLS (
Mrs. Haines did not
attend the meeting but did participate in the survey.
Motion to accept the
committee reports will be voted on later time in the meeting after the arrival
of Karen DeVault when she gives her reports on the Foundation and
Intergovernmental meetings.
UNFINISHED BUSINESS
47. TUTOR
AREA
Mr. Hill had asked
the Library staff and Board to review the new tutor policy. Staff collected data and Mr. Hill had a
couple meetings with Mrs. Brown. He
reviewed the Library's Mission Statement with regard to its goals and
objectives, in particular that we provide "a user friendly environment," which
he felt we are doing. He referred to two
items from his participation on the Strategic Planning committee - succeed in
school and visit a comfortable place. He
felt the Library's services are meeting these needs. Surveys of 14 tutors were gathered from
November 30-December 6 and from 3:00 pm to 8:00 pm. Comments were very positive about current
tutor area. Only one comment was
negative, which stated improvement needs for table size and chairs. Seven tutors are patrons and of tutors who were
not
Karen DeVault
arrived at 7:14 pm.
Utilization data was
collected from October 19-November 1, from 3:00-9:00 pm and 12:00-5:00 on
Saturday and Sundays. Tutor area was never
fully occupied, only 26% of area occupied on average. Mezzanine was occupied 24% of the time. Mr. Hill's recommendation is to continue with
designated tutor area. If area is full tutors
can go up to mezzanine. When building
expansion occurs, we can go back to the system of tutors sitting where they want,
outside of the quiet areas. Space crunch
was reason for starting this policy.
Citizen Kim Stepien,
a tutor of 10 years, asked if the survey was for tutors or children. Mrs. Brown said it was for tutors. Ms. Stepien likes the recommendation to use
other areas if the space is full. She
thinks as the school year progresses, more tutors will be coming to the Library. Mrs. Brown will change the sign so tutors will
know about overflow area. Mr. Hill
requested that staff talk with tutors to let them know about signage and
overflow area. Ms. Stepien asked why
tutor area was put in adult section instead of on mezzanine. Mrs. Brown said the Young Adult area is
expanding and students felt put off that adults were in the area. Mr. Hill stated that patrons liked the chairs
on the main floor for families waiting. Mrs.
Reese stated that the tutors are one group and we have to balance all groups.
AGENDA TAKEN OUT OF ORDER
COMMITTEE REPORTS (continued)
Intergovernmental
(Mrs. DeVault)
Red Gate drawings were distributed.
Mrs. Brown sent Trustees email about Resolution needed. Park District did not support the Resolution
as it is a matter of Park District policy.
Beth Mund will be in charge of the City's US Census complete county
committee. Transit survey to be finished
by December 20. Economic Director is Chris
Aiston. Park District is upgrading
Cranston Meadows.
Foundation (Mrs. DeVault)
Craig Morgan will
join the finance committee. Discussion of other fundraising ideas.
Motion by Mr. Slusser, second by Mr. Hill to accept the committee reports.
Carried unanimously.
AGENDA TAKEN OUT OF ORDER
54. RESOLUTION
2009/2010-8: RED GATE BRIDGE
Motion by Mr. Hill, second
by Mrs. DeVault to approve Resolution 2009/2010-8:
48. EMPLOYEE
HANDBOOK (POLICY COMMITTEE RECOMMENDATION)
Mrs. Brown reported
that additional information regarding grievance procedures needs to be reviewed
by the Policy Committee. This matter
will come back to the Board by recommendation from the Policy Committee.
49. ASBESTOS
ABATEMENT BID APPROVAL (FINANCE COMMITTEE RECOMMENDATION)
Motion by Mrs. Reese, second by Mrs. DeVault to ratify the bid in the amount
of $29,869 by Ramsco Remediation and Management Services Corporation for
properties at
50. FREEDOM
OF INFORMATION ACT IMPLEMENTATION
Motion by Mr. Slusser, second by Mrs. DeVault to approve addition FOIA
Officers Diana Brown and Virginia Tsipas.
Carried unanimously. New officers
will need to complete online training every year. Mrs. Brown is updating rules and regulations for
web site.
51. BUILDING
PROJECT
Consultants are
still working on budget projections and they would like to meet with the
Finance Committee in January 2010.
NEW BUSINESS
52. TRUSTEE
RECOGNITION
Mrs. Haines thanked
Mr. Hill for his 5 years of service to the Board and presented him with a
Trustee pin.
53. ORDINANCE
2009/2010-8: ESTABLISHING MEETING DATES
FOR CALENDAR YEAR 2010
Motion by Mrs. DeVault, second by Mrs. Hill to accept Ordinance 2009/2010-8:
Establishing Meeting Dates for Calendar Year 2010. AYES: Hill, Haines, DeVault, Reese, Slusser. NAYS: None.
ABSENT: Huntley, McManus. ABSTAINING: None.
55. AUDIT
PROPOSAL APPROVAL (FINANCE COMMITTEE RECOMMENDATION)
Motion by Mrs. Reese, second by Mrs.
DeVault to accept five year proposal of Sikich of Aurora, Illinois. AYES:
Hill, Haines, DeVault, Reese, Slusser.
NAYS: None.
ABSENT: Huntley, McManus. ABSTAINING: None.
56. REPORT
ON TIF REVIEW BOARD MEETING
Mrs. Haines attended
the City meeting. The City has five TIF
districts: Hotel Baker, Foundry, St.
Charles Mall,
57. POLICY
REVISIONS (POLICY COMMITTEE RECOMMENDATION)
a. Service to Patrons with Disabilities
Mrs. Brown reported
that Jean Langlais updated this policy.
b. Statement of Purpose and Legal Basis
Added Library hours
and locations of book drops.
c. Rules and Regulations Pertaining to the
See Agenda Item 50.
d. Meeting Room Policy
Most important
change was to expand the policy to include requirements for additional
insurance and payment for additional security by groups renting room that have
a history of or potential for being confrontational.
Motion by Mr. Hill, second by Mrs. Reese to adopt recommendations of Policy
Committee. Carried unanimously.
58. BUILDING
MAINTENANCE AND REPAIRS
No action.
59. AUDIT
COMMITTEE: SCHEDULE MEETING FOR
SEMI-ANNUAL REVIEW OF RECORDS
Will be scheduled
after Board meeting.
60. CLOSED
SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5ILCS 120/2(c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)]
The Board voted to
convene in closed session for the purpose of discussing personnel in accordance
with 5 ILCS 120/2(c)(1), upon unanimous approval of Motion by Mr. Slusser, second by Mrs. DeVault to adjourn to closed
session at 7:53 pm. AYES: Hill, Haines, DeVault,
Reese, Slusser. NAYS: None. ABSENT: Huntley, McManus. ABSTAINING: None.
Reconvened to open
session at 8:14 pm.
61. POSSIBLE
VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No Action Taken.
ADJOURN
Motion by Mrs. Reese, second by Mr. Slusser to adjourn at 8:14 p.m. AYES: Hill, Haines, DeVault, Reese, Slusser. NAYS: None.
ABSENT: Huntley, McManus. ABSTAINING: None.
Kimberly
Reese, Secretary Pro Tem
Board
of Trustees
ORDINANCE 2009/2010 - 8
ORDINANCE ESTABLISHING DATES OF REGULAR MEETINGS OF THE BOARD OF
TRUSTEES OF THE ST. CHARLES PUBLIC LIBRARY DISTRICT FOR CALENDAR YEAR
JANUARY 2010 - JANUARY 2011
BE IT
ORDAINED by the Board of Trustees of the St. Charles Public Library District
that the regular meetings of the Board of Trustees of the St. Charles Public
Library District shall be held at the Library at
January 13, 2010
February 10, 2010
March 10, 2010
April 14, 2010
May 12, 2010
June 9, 2010
July 14, 2010
August - No Meeting
September 8, 2010 (Annual Meeting)
October 13, 2010
November 10, 2010
December 8, 2010
January 12, 2011
This Ordinance shall be in full force and effect from its passage, approval and publication by law.
ADOPTED this 9th day of December, 2009, pursuant to a roll call vote as follows:
AYES:
NAYS:
ABSTAINING:
ABSENT:
______________________________
ATTEST: President, Board of Trustees
St. Charles Public Library District
_____________________________
Secretary Pro Tem, Board of Trustees
SECRETARY'S CERTIFICATE
I, Norman C. Huntley, DO HEREBY CERTIFY that I am the duly elected, qualified, and serving Secretary, and as such am keeping of the books and records of the BOARD OF LIBRARY TRUSTEES OF THE ST. CHARLES PUBLIC LIBRARY DISTRICT, KANE AND DUPAGE COUNTIES, ILLINOIS; and
I DO FURTHER CERTIFY that the above-attached "Ordinance 2009/2010 - 8" is a true and correct copy of said Ordinance which was presented, passed, and recorded by said Board at their Board meeting on December 9, 2009, by a vote of:
AYES:
NAYS:
ABSTAINING:
ABSENT:
DATED this 9th day of December, 2009
__________________________________
Secretary Pro Tem
Board of Trustees
(Seal)
