Notice of Special Meeting of
The Board of Trustees of
the St. Charles Public Library District,
Kane and
Public Notice is Hereby Given
that The Board of Trustees of the St. Charles Public Library District, Kane and
DuPage Counties, Illinois (the "Library
Board") will hold a special meeting of the Library Board on the
22nd day of July, 2010, at 6:30 o'clock P.M., at the St. Charles
Public Library, One South Sixth Avenue, St. Charles, Illinois.
The Agenda for
the Meeting is as follows:
1. Building Program Plans
2. Consideration
of an Ordinance providing for the submission to the voters of the District of a
proposition of issuing library bonds at the November 2, 2010 election.
3. Consideration
of an Ordinance providing for the submission to the voters of the District of a
proposition to increase the District's limiting rate at the November 2,
2010 election.
4. Consideration of a Resolution approving
a plan and estimate of cost in connection with the library improvement project.
Dated the
20th day of July, 2010.
|
|
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Secretary,
Board of Trustees, Kane and |
MINUTES
SPECIAL MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
June 14, 2010
The
Special Meeting of the Board of Trustees of the St. Charles Public Library
District was held on Monday, June 14, 2010 at 7:00 pm at the Library. Present:
President Tory Haines, Vice-President/Secretary Norm Huntley, Trustees Debra
McManus, Mike Hill, Karen DeVault, Kimberly Reese. Director Diana Brown. In the absence of Administrative Assistant
Virginia Tsipas, Laura Haule recorded the minutes.
President Haines
called the Special Meeting to order at 5:30 p.m. and welcomed the guests.
1. Interview of Library Board Candidate
Board
candidate Don Augustine introduced himself. He is a sales manager for an
airline maintenance tracking software company.
He travels 1-2 times per month and meetings should not be a
problem. He and his family are avid
library users, he especially enjoys audio books. He supports the expansion as an important
community resource. Anticipates running
for a full term if all goes well.
Mrs.
McManus' letter to Secretary of State Jesse White about the per capita grant
requirement was distributed to the Board members. It will be a July agenda
item.
2. Building Program
Ø
Mrs.
Brown pointed out that the Board has at place two documents from Paul Hanley of
George K. Baum: a "Public Policy Program
Update" and the "Mail Survey Summary Report", and a Q&A that responds to
questions and comments made by respondents in their mail surveys.
Ø
Mr.
Huntley commented that 24% of respondents indicated they were "definitely yes"
votes and the remaining 28% comprising the 52% support were "probably yes"
votes, not a true commitment.
Ø
There
was discussion that there had been no question about use of library, library
card possession. Mrs. Brown said the
telephone survey would have included a question about possessing a card.
Ø
The
open-ended questions showed that 8% felt need was not demonstrated, or the
current facility and services seemed perfectly adequate. 40% of the comments were about pocketbook
issues (cost, taxes, poor economy). Mrs.
Haines said that the acquisition of the properties, expenditures on studies,
surveys, and engineering would have to be justified. It (and the tel. survey,) were the due
diligence to make the referendum decision.
Mrs. Brown said that in fact we are short parking now. It seems to be the Board's sense that the
rezoning process should continue to allow some use of the remaining houses.
Ø
Comments
about need for service in northwest quadrant should be addressed. Mrs. McManus suggested a modest facility to
offer popular materials, limited catalog and database access, hold, a place for
duplicate materials, possibly a few children's programs.
Ø
Mrs.
Reese said we must keep moving forward and maintain momentum even if we cannot
do what we think is necessary. We need
to show we are sensitive to comments.
She mentioned a space that was formerly a video store near Caputo's at
Silver Glen and Randall that is near Thornwood and the bike overpass.
Ø
Mrs.
Brown mentioned that some time may show the direction of technology.
Ø
Mr.
Huntley said we need an updated branch cost estimate.
Ø
Mrs.
Brown said that perhaps we could talk about phasing with part of the parking
lot and some service on the west side.
Ø
Mrs.
Reese mentioned that the 4 items (the prioritized objectives on page 2 of the
Survey Summary) and the open-ended comments on page 3 are services that people asked
for, so we need to inform people how we are addressing them now.
Ø
Mr.
Hill said we don't want to put in paving and then have to tear it out for
permanent paving. We need to develop a
plan for responding to the community's concerns, through newsletter, web,
clubs. Now may not be the time to ask
for what we believe should happen eventually. We need to do a better job of
explaining/publicizing the need for space (current and future), the facts of
how we acquired the houses, the results of the survey, and what measures we can
take to address services patrons considered important in the survey if we do not hold the referendum now because
of the economy. The public needs to know that the space needs will not go away.
If there is no referendum now, there will be one at some point.
Ø
Mr.
Huntley and Mrs. Reese addressed that we need to not fall behind the curve, and
that despite interim steps, we will eventually need more money for true west
side service but that for now, we are trying to relieve some of the pressure on
the current facility and address priorities, as well as gauge use of a west
side facility.
Ø
Mrs.
Brown offered that we might ultimately end up with two facilities and not add
on as much to this original one.
Ø
Mrs.
Reese suggested an open public letter to the editor, responding to
comments. Also, suggested sending a
letter to the survey population.
Ø
Mrs.
Haines is anxious to communicate with staff that addressing community concerns
will not come at the expense of staff.
Ø
Mr.
Huntley mentioned that the negative comments of people who don't ever come to
the library would not be the major danger to the referendum, that the economy
and state's problems are the real threats.
Mr. Hill said that the yes votes in 1964 and 1988 were from people
looking at the community's future. The
community is still growing and needs a good service. We need to address, publicize growth and
need. The technology is still an unknown and has to be framed for people. Mrs.
Brown pointed out that people don't realize that the Library District is much larger
and has greater population growth potential than the City.
Mrs.
Brown asked about a meeting with the architects to address the parking lot
issue, but it could perhaps be done by email.
Other questions, comments from Board: Would Owner Services project new
branch costs at no charge? Rents for a
space might be more negotiable right now.
We really need some good marketing/communication support.
We
will ask Floyd Anderson about interim parking lot possibilities and move ahead
with the rezoning process. We should
pave partially only if it makes fiscal sense.
We don't want to pave now and dig up later.
Do a cost analysis of a west side facility. The reason for doing this would be to relieve
current space and service issues, not to appease the demands of residents.
The
Board agreed that any public letters should await the final public meeting on
July 17 and the Board decisions. In the
meantime, we can publicize the survey results with the statement that the board
is studying them.
3. 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)]
d. Selection
of a person to fill a vacancy in a public office [5 ILCS 120/2(c)(3)]
Motion by Mr.
Huntley, second by Mrs. McManus to adjourn to Executive Session at 6:30 p.m.
for discussion of filling a vacancy in a public office [5 ILCS
120/2(c)(3)]. Approved by roll call vote
as follows: AYES: Huntley, McManus,
Hill, Haines, DeVault, Reese. NAYS:
None. ABSENT: None. ABSTAINING: None.
Reconvene
to regular session at 6:33 p.m.
81. POSSIBLE
VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
Motion by Mr.
Huntley, second by Mrs. McManus to accept Mr. Don Augustine as replacement
Board member until the April election. AYES:
Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None.
ABSENT: None. ABSTAINING: None.
ADJOURN
Motion by Mr. Hill,
second by Mrs. Reese to adjourn at 6:34 p.m.
AYES: Huntley, McManus, Hill, Haines, DeVault,
Reese. NAYS: None. ABSENT: None. 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, June 9, 2010 at 6:30 pm 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 6:30 pm.
6:30 pm Interview of Applicant for Board of
Trustee Vacancy
In the absence of Mr. Tustin, the Board proceeded with the agenda.
MINUTES: Regular Meeting, May 12, 2010
Motion by Mr. Huntley, second by Mrs. McManus, to approve the minutes of the Regular Meeting of May 12, 2010. Carried unanimously.
MINUTES: Executive Session, May 12, 2010
Motion by Mr. Huntley, second by Mrs. McManus, to approve the minutes of the Executive Session of May 12, 2010 and for minutes to remain closed. Carried unanimously.
TREASURER'S
REPORT: May 2010
Motion by Mr. Huntley, second by Mrs. McManus to approve the Treasurer's Report for May 2010. Carried unanimously.
INTERNAL BUDGET REPORT: May 2010
Motion by Mr. Huntley, second by Mrs. McManus to approve the Internal Budget Report for May 2010. Carried unanimously.
Motion by Mr. Huntley, second by Mrs. McManus to approve the Year-to-date Statement for May 2010. Carried unanimously.
FUND BALANCE: May 2010
Motion by Mr. Huntley, second by Mrs. McManus to approve the Fund Balance Report for May 2010. Carried unanimously.
INVESTMENT
REPORT: May 2010
Motion by Mr. Huntley, second by Mrs. McManus to approve the Investment Report for Valley Community Bank for May 2010. Carried unanimously.
Motion by Mr. Huntley, second by Mrs. McManus to approve the Investment Report for IIIT for May 2010. Carried unanimously.
Motion by Mr. Huntley, second by Mrs. McManus to approve the bills for May 2010 in the amount of $565,078.74. Carried unanimously.
The memorial service for Jack Taft was lovely.
Motion by Mrs. McManus, second by Mrs. Reese, to accept the Director's Report. Carried unanimously.
Intergovernmental (Mr. Hill)
Diana Brown reported on the Library Board vacancy, building program, library cards for homeless residents at Lazarus House. Diana Brown and Mike Hill talked with D303 Superintendent and school PR representative regarding literature festival. Mike Hill and Denise Farrugia attended school board committee meeting. Diana Brown and Denise Farrugia attended the District PTO meeting. The school district is very positive about future literature festivals, which are in their budgets.
AGENDA TAKEN OUT OF
ORDER:
UNFINISHED
BUSINESS
129. BOARD VACANCY
a. Interview
of Applicants
Mr. Tustin arrived at 6:40 pm and reported that he recently
finished an MBA program at Northwestern. He works 60-70 hours per week and has worked
for the same company for 16 years. He
has handled big budgets. He would like
to give back to the community. He recently
worked with organization, Lost Boys Rebuilding Sudan and they have raised about
$100,000. Now he wants to work with
something else and he knows the Board vacancy is for a one-year
commitment. He is not sure if it is a
good fit or indifferent; he wants to be sure it is a professional group. Mr. Tustin asked the Board what they were
looking for. Mrs. McManus asked Mr.
Tustin if he used the Library. He said
yes. Mrs. McManus asked if he was
available for Board meetings the second Wednesday of each month. Mr. Tustin said he travels about 25-30% of
the time. Mrs. McManus told Mr. Tustin
that he would be appointed to a subcommittee and wanted to know if his
attendance would be a problem. Mr.
Tustin replied not really. Mr. Huntley
asked Mr. Tustin about his thoughts on the potential building program. Mr. Tustin replied that he was not sure what
we were actually building, another location?
Mr. Huntley said we are building right here; the plans are in the
lobby. Mr. Tustin said he has little
experience with building consulting office space; his background is
technology. He said he reads a lot,
mostly business books, David Alan, Getting Things Done. He has an IPad, but he likes actual
books. He thinks the paper version of
books is going away. He thinks Apple is
going to kill magazines and newspapers, and possibly textbooks. Mrs. Brown said she thinks the popular books
will stay in real books. Mrs. DeVault
said we like where you live. Mr. Tustin
said he has been there 5-6 years. He
said for people living in the northwest area, it is not easy to come to the
Library. Mrs. Haines asked, based on
where you live, do you support the
Foundation (Mrs. DeVault)
They will have an upcoming fundraiser event in the fall; acting out a story with a tea setting at Dunham Woods. Ideas for future projects would be an interest group once a month, i.e. poker lessons, internet training, knitting, a series of programs that will be interesting to people. They will support the Library Board building plan. They are 100% behind us.
LINC (Mrs. Reese)
Mrs. Reese will be representative for the LINC meetings, and requested the Board appoint an alternate.
Motion by Mr. Huntley, second by Mrs. McManus to accept the committee reports. Carried unanimously.
Mrs. Haines presented Virginia Tsipas with a thank you card from the Board for her work on compiling survey responses from the public and for all her help.
UNFINISHED
BUSINESS
129. BOARD VACANCY
b. Appointment
Will be discussed in closed session [5 ILCS 120/2(c)(3)].
130. BUILDING PROGRAM
a. General
update
b. Public
Information and Surveys
A discussion was held with regard to the Board's review of the public comments compiled from the surveys with regard to their view of the Library going forward with a referendum in November 2010. The Board also needs to make a decision whether or not they will go forward with a phone survey suggested by consultants. Board comments:
& They were very depressing. It is a matter of trust.
& If we go through with referendum, it will appear we are not listening and not empathetic.
& People don't see the need; possibly true in last couple of referendums.
& Last referendum there was no negativity. People were very positive. Now there are misunderstandings about eminent domain.
& Concerns about technology. Patrons are in favor of what they get now, but opposed to increase in taxes. They do not want us to throw away new materials.
& Public does not notice materials/seating space not here anymore.
& We get rid of best sellers when we do not need them anymore.
& We cannot allow service to go down to prove a point.
& We do not cut service if we can provide it. DLS is going away. Huge lack of understanding how libraries work. We cannot hand out Kindles.
& We are so efficient. We do not want the quality to go down.
& There will be a pinch. The building is getting old. Philosophically we have to say it is okay if we cannot provide the same service. We are out of space. We are not out of money. Do not think it is the time to ask for more money.
& Closing one day a year will be $2,000 a year savings.
& People in the community think we are bad. A lot has to do with teacher pension funds. There are accusations about the City. Everything is negative. This November will be a negative. We have to continue public relations of what is going on.
& We have more of a process to go through.
& Question tonight is about proceeding with the phone survey.
& By Monday, we should be able to post answers on the website to the public's questions.
& Our Library needs Facebook page. How people get information is changing, quickly, correctly and accurately.
& The consultants have provided a spreadsheet of each vote with comments. Their data show 57% yes, 47% no.
& With a high number of concerns about raising taxes and the bad economy, more than 50% of those comments indicated they would vote definitely yes/probably yes for the referendum.
& If referendum does not pass, it is harder for future referendums.
& The public meeting held on May 23, 2010 was very positive. If we go forward with the phone survey, it would provide scientific data; we would be covering all the basis.
& What we would learn from the phone survey is that it is weighed demographically, a cross-section of the population.
Motion by Mrs. McManus, second by Mrs. DeVault to proceed with a phone survey to help the Board make a decision to go for referendum in November 2010. AYES: Haines, DeVault. NAYS: Huntley, McManus, Hill, Reese. ABSENT: None. ABSTAINING: None.
Mrs. Brown will call Paul Hanley to inform him that the Board decided not to go forward with the phone survey. We will go forward with the next two public meetings already scheduled June 14, 2010 and July 17, 2010. There will be a Special Meeting on June 14, 2010 at 5:30 pm to brainstorm about a Plan B if the Board does not vote to go to referendum in November 2010.
NEW BUSINESS
131. REPORT AND RECOMMENDATIONS OF THE POLICY
COMMITTEE
a. Per
Capita Grant 2011 requirements
1. Review of
Mrs. McManus stated that we are not going to get any money for 2010 or 2011. Mr. Huntley said if you prepare a letter, he will sign it. Mrs. McManus said we should not submit an application and send a letter. Mrs. Brown said most libraries make up information and we carefully prepare this application. I know we are not getting any money for 2010. She has prepared an application, reviewed the bylaws and we are continuing our efforts for going green. They have complicated the requirements with no guarantee of money. I think we should write a letter.
2. Going Green Plan
A suggestion of Board packet going paperless; Library could provide laptops or IPads for the Board.
3. Review
of Bylaws
Mrs. Brown reported that we will revise the Library's Bylaws and present them to the Board at the next meeting.
131. b. Succession
Plan
One primary concern is if you inform someone that they would take over if a key staff member is not here, that you are not guaranteeing the replacement that they have the job.
131. c. Incapacitated
Patrons
Policy should be changed to read "Procedure for Dealing with Incapacitated Patrons". Motion by Mrs. McManus, second by Mr. Hill, to approve policy as so corrected. Carried unanimously.
131. d. Virtual
Services Coordinator
Motion by Mrs. McManus, second by Mr. Hill, to approve the job description of Virtual Services Coordinator to be filled by Heidi Krueger. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
132. RESOLUTION 2009/2010-13: TO TRANSFER INTEREST EARNED ON WORKING CASH
FUND #2 TO CORPORATE FUND
Motion by Mr. Huntley, second by Mrs. McManus to approve Resolution 2009/2010-13. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
133. RESOLUTION 2009/2010-14: TO TRANSFER JUNE 30, 2010 CORPORATE FUND
BALANCE TO SPECIAL RESERVE FUND
Motion by Mr. Huntley, second by Mrs. McManus to approve Resolution 2009/2010-14. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
134. JOHN SLUSSER MEMORIAL AND RESOLUTION
2009/2010-15
Motion by Mrs. McManus, second by Mrs. Reese to approve Resolution 2009/2010-15. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
135. REPORT AND RECOMMENDATIONS OF THE FINANCE
COMMITTEE
a. Anticipated
Income, 2010-2011
b. Tentative
Budget and Appropriation, 2010-2011
c. Depositories: Resolution 2009/2010-16
The Budget and Appropriation Ordinance will be discussed at the July Board meeting. The estimated income was presented. Assessed valuation is down almost a percent. Total extension tax for year 2009 is up only 1% over 2008. We will review budget considerations. Page 1097 of the Board packet lists other items to include in budget. Page 1098 of the Board packet is the budget draft by consultants and finance committee. Page 1100 of the Board packet is minutes of the March 10, 2010 meeting of the Finance Committee and we are following those recommendations. As Board directed, we did pay off mortgage. Mrs. Haines asked that the Minutes of May 12, 2010 specify the exact amount of the mortgage payoff in the amount of $164,051.87. Motion by Mr. Huntley, second by Mrs. McManus to approve Resolution 2009/2010-16. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
136. ORDINANCE 2009/2010-9: PREVAILING WAGE
Motion by Mr. Huntley, second by Mrs. McManus to approve Ordinance 2009/2010-9. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
137. GAMING NIGHT PROPOSAL
The date has changed and it will be held sometime in July. The event will only be for the members of the Gaming Club, with a limit of 40 and a $5.00 charge. Motion by Mrs. McManus, second by Mrs. Hill to approve the gaming night to be held at a date to be determined the summer of 2010. Carried unanimously.
138. LETTER TO SECRETARY JESSE WHITE ABOUT DLS
SERVICES
Motion by Mrs. McManus, second by Mrs. DeVault to approve letter to Secretary Jesse White. Carried unanimously.
139. APPOINTMENT OF ALTERNATE REPRESENTATIVE FOR
LINC GOVERNING BOARD
To be discussed later.
140. SCHEDULE AUDIT COMMITTEE MEETING
Schedule prior to June 14, 2010 meeting. Mrs. Brown indicated that not all the June minutes would be available.
141. BUILDING MAINTENANCE AND REPAIR
Nothing to report.
127. 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. McManus to adjourn to Executive Session at 7:49 p.m. for discussion of filling a vacancy in a public office [5 ILCS 120/2(c)(3)], litigation pursuant to [5 ILCS 120/2(c)(11)] and acquisition and lease of property pursuant to [5 ILCS 120/2(c)(5) and (6)]. Approved by roll call vote as follows: AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
Reconvene to regular session at 7:59 p.m.
81. POSSIBLE VOTE ON ITEMS DISCUSSED IN
CLOSED SESSION
No action taken.
ADJOURN
Motion by Mrs. McManus, second by Mrs. Reese to adjourn at 8:00 p.m. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
Norman C. Huntley
Secretary, Board of Trustees
]]>457 Plan Oversight Committee
St. Charles Public Library District
Meeting, July 21, 2010
2:00 PM
Agenda
Meeting:
Wednesday, July 21st, at 2:00 p.m., in the Bisbee Room at the
Library,
Discover Your Library: Your gateway top information, reading enjoyment, cultural enrichment, community involvement, and lifelong learning.
2:00 PM: Meeting of
the 457 Plan Oversight Committee
AGENDA:
six month period ending 6/30/10.
Fidelity
Nationwide
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, May 12, 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, April 14, 2010
Motion by Mrs. McManus, second by Mrs. Reese to approve the minutes of the Regular Meeting of April 14, 2010. Carried unanimously.
MINUTES: Executive Session, April 14, 2010
Motion by Mrs. McManus, second by Mr. Huntley to approve the minutes of the Executive Session of April 14, 2010 and for minutes to remain closed. Carried unanimously.
TREASURER'S
REPORT: April 2010
Motion by Mr. Huntley, second by Mrs. McManus to approve the Treasurer's Report for April 2010. Carried unanimously.
INTERNAL BUDGET REPORT: April 2010
Motion by Mr. Huntley, second by Mrs. McManus to approve the Internal Budget Report for April 2010. Carried unanimously.
Motion by Mr. Huntley, second by Mrs. McManus to approve the Year-to-date Statement for April 2010. Carried unanimously.
FUND BALANCE: April 2010
Motion by Mr. Huntley, second by Mrs. McManus to approve the Fund Balance Report for April 2010. Carried unanimously.
INVESTMENT
REPORT: April 2010
Motion by Mr. Huntley, second by Mrs. McManus to approve the Investment Report for Valley Community Bank for April 2010. Carried unanimously.
Motion by Mr. Huntley, second by Mrs. McManus to approve the Investment Report for IIIT for April 2010. Carried unanimously.
Motion by Mr. Huntley, second by Mrs. McManus to approve the bills for April 2010 in the amount of $486,869.56. Carried unanimously.
Reminder that the Policy Committee will meet on May 19. Thank you to Mrs. DeVault for hosting the Staff Recognition Dinner at the St. Charles Country Club. Investments of two CD's matured and we reinvested them at $250,000 each. They will mature May 2011. The short term rates are low and will not be coming up anytime soon. Mrs. Haines wanted to thank Jean Langlais and the Outreach Services Department for the wonderful volunteer luncheon. Mr. Hill said the Literature Festival went very well, the story telling at the Arcada was great and author signing went well. The Kara Foundation paid for the poetry slam which was very well attended. The sports' writer event did not go well and there were only four weeks to publicize this event. Onesti only had a ten day notice regarding Olio because the school contact did not follow through with that notification. Mrs. Haines asked if there was any response from key influencers. Diana Brown said the actual newsletter was good and key influencers said they received them.
Motion by Mrs. Reese, second by Mrs. McManus, to accept the Director's Report. Carried unanimously.
LINC (Mrs. Reese)
DLS (Mrs. Haines)
No meeting.
Foundation (Mrs. DeVault)
No meeting.
Intergovernmental (Mr. Hill)
No meeting.
Motion by Mrs. DeVault, second by Mrs. McManus to accept the committee reports. Carried unanimously.
UNFINISHED
BUSINESS
No unfinished business.
NEW BUSINESS
117. BOARD VACANCY
Mr. Huntley suggested publicizing the vacancy. Mrs. Haines said Tom and Sheila Tustin are
very interested in joining the Board and they live in
118. BUILDING PROGRAM
a. Citizens'
Committee
Mrs. Brown will email key influencers' list to trustees. Mrs. Haines said there may be someone who submits a letter of interest to sit on the Board who would be a good candidate for the citizens' committee. Terry Berkout was on the committee in 1999 and was very good. Trustees were asked to send potential committee members' names to Diana Brown as soon as possible. She said the Board should decide by July meeting about referendum. The architects will be at the three upcoming public meetings and Mrs. Brown asked that the Trustees come to the meetings.
b. Architect's
fees
Motion by Mr. Huntley, second by Mrs. McManus to approve the architect's fees not to exceed $22,500. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
c. Rental
property
To be discussed in executive session.
d. Demolition
update
Completed.
e. General
update
Open item.
119. SPACE UTILIZATION PROJECT
a. Collection
shift proposal
Final study was prepared by volunteer Christian Boissonnas. He mapped out space for growth and better accessibility. Oversized books are filed with rest of the collection. Some staff have completed some shifting. Motion by Mrs. McManus, second by Mrs. DeVault to approve Hallett's proposal in the amount of $14,682 for shifting the collection. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
b. Purchase of Additional Shelving
Motion by Mr. Huntley,
second by Mrs. McManus, to purchase additional shelving in the amount of
$10,136. AYES: Huntley, McManus,
Hill, Haines, DeVault, Reese. NAYS:
None. ABSENT: None. ABSTAINING: None.
The deposit was made from this year's fiscal year budget and the balance
will be paid from next year's fiscal year budget.
120. ADDITIONAL
FIRE ALARM FOR YOUTH SERVICES DEPARTMENT
Motion by Mrs. McManus, second by Mrs. Reese to approve the purchase of a fire alarm for Youth Services workroom, not to exceed $1,500. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
121. RESOLUTIONS
TO TRANSFER FUNDS FROM CORPORATE FUND TO SPECIAL FUND
a. Resolution 2009/2010-10: To Transfer Corporate Funds To The IMRF Fund
Motion by Mrs. McManus, second by Mrs. Reese to adopt Resolution 2009/2010-10 in the amount of $50,200. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
b. Resolution
2009/2010-11: To Transfer Corporate
Funds To The Social Security Fund
Motion by Mrs. Reese, second by Mrs. McManus to adopt Resolution 2009/2010-11 in the amount of $38,700. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
c. Resolution
2009/2010-12: To Transfer Corporate
Funds To The Liability Fund
Motion by Mrs. McManus, second by Mrs. DeVault to adopt Resolution 2009/2010-12 in the amount of $10,500. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
122. RESCHEDULE ANNUAL AUDIT PRESENTATION
Motion by Mr. Huntley, second by Mrs. McManus to change the audit presentation to October 2010. Carried unanimously.
123. MARKETING CONSULTANT PROPOSAL
Motion by Mrs. McManus, second by Mrs. Reese to approve the use of per capita grant funds for the marketing consultant proposal. Carried unanimously.
124. DEPOSITORIES: VALLEY COMMUNITY BANK
Motion by Mr. Huntley, second by Mrs. Reese to pay the Valley Community Bank mortgage, which originally was $300,000 and now has a payoff amount of $215,744[1] out of the special reserve fund. Diana Brown will talk with Brian Lefevre regarding his advice. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None. We will wait to hear from The Private Bank and Harris Bank regarding any action to be taken by the Finance Committee on our $25,000 money market account.
125. SCHEDULE FINANCE COMMITTEE MEETING
This will be scheduled at the end of the Board meeting.
126. BUILDING MAINTENANCE AND REPAIR
Nothing to report.
127. 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 Mrs. DeVault to adjourn to Executive Session at 7:47 p.m. for discussion of litigation pursuant to 5ILCS 120/2(c)(11) and personnel pursuant to 5ILCS 120/2(c)(1). Approved by roll call vote as follows: AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
Reconvene to regular session at 8:17 p.m.
81. POSSIBLE VOTE ON ITEMS DISCUSSED IN
CLOSED SESSION
No action taken.
ADJOURN
Motion by Mr. Hill, second by Mrs. DeVault to adjourn at 8:18 p.m. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: None. ABSTAINING: None.
Norman C. Huntley
Secretary, Board of Trustees
[1]The following correction was requested at the Regular Meeting of June 9, 2010: $215,744 was the balance in the 2008/2009 audit report and not the actual payoff amount, which was $164,051.87.
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, April 14, 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. Absent: Trustee
Mrs. Haines welcomed the staff members and guests present at 5:30 pm.
MINUTES: Regular Meeting, February 10, 2010
Motion by Mr. Huntley, second by Mr. Hill to approve the minutes of the Regular Meeting of February 10, 2010. Carried unanimously.
MINUTES: Executive Session, February 10, 2010
Motion by Mr. Huntley, second by Mr. Hill to approve the minutes of the Executive Session of February 10, 2010 and for minutes to remain closed. Carried unanimously.
NOTES of Architects'
Presentation on March 10, 2010, No Regular Meeting, no Quorum
Motion by Mr. Huntley, second by Mr. Hill to approve the notes of Architects' Presentation on March 10, 2010. Carried unanimously.
TREASURER'S
REPORT: February 2010
Motion by Mr. Hill, second by Mrs. McManus to approve the Treasurer's Report for February 2010. Carried unanimously.
INTERNAL BUDGET REPORT: February 2010
Motion by Mr. Hill, second by Mrs. McManus to approve the Internal Budget Report for February 2010. Carried unanimously.
A Motion by Mr. Hill, second by Mrs. McManus to approve the Year-to-date Statement for February 2010. Carried unanimously.
FUND BALANCE: February 2010
Motion by Mr. Hill, second by Mrs. McManus to approve the Fund Balance Report for February 2010. Carried unanimously.
INVESTMENT
REPORT: February 2010
Motion by Mr. Hill, second by Mrs. McManus to approve the Investment Report for Valley Community Bank for February 2010. Carried unanimously.
Motion by Mr. Hill, second by Mrs. McManus to approve the Investment Report for IIIT for February 2010. Carried unanimously.
Motion by Mr. Hill, second by Mrs. McManus to approve the bills for February 2010 in the amount of $411,497.22. Carried unanimously.
TREASURER'S
REPORT: March 2010
Motion by Mr. Huntley, second by Mr. Hill to approve the Treasurer's Report for March 2010. Carried unanimously.
INTERNAL BUDGET REPORT: March 2010
Motion by Mr. Huntley, second by Mr. Hill to approve the Internal Budget Report for March 2010. Carried unanimously.
A Motion by Mr. Huntley, second by Mr. Hill to approve the Year-to-date Statement for March 2010. Carried unanimously.
FUND BALANCE: March 2010
Motion by Mr. Huntley, second by Mr. Hill to approve the Fund Balance Report for March 2010. Carried unanimously.
INVESTMENT
REPORT: March 2010
Motion by Mr. Huntley, second by Mr. Hill to approve the Investment Report for Valley Community Bank for March 2010. Carried unanimously.
Motion by Mr. Huntley, second by Mr. Hill to approve the Investment Report for IIIT for March 2010. Carried unanimously.
Motion by Mr. Huntley, second by Mr. Hill to approve the bills for March 2010 in the amount of $606,146.09. Carried unanimously.
Motion by Mr. Huntley, second by Mrs. McManus, to accept the Director's Report. Carried unanimously.
DIRECTOR'S
REPORT: March 2010
Reminders about the Literature Festival events, Foundation
event, NIU exhibit. Friends of the
Library book sale made over $4,000 with the Sunday bag sale bringing in a
steady flow of buyers. Circulation is up
10.5% over March 2009. Comments and
concerns regarding the consultant letter to key influencers were requested. Motion
by Mrs. McManus, second by Mr. Hill, to accept the Director's Report. Carried unanimously.
DLS (Mrs. Haines)
No report.
Foundation (Mrs. DeVault)
Fundraising event on April 15 with Jim Kokoris as well as with Ginger's - see card at your place. October will be a High Tea with Mrs. Potter Palmer at the Dunham Hunt Club. Finances are good.
LINC (Mrs. Reese)
No report.
Intergovernmental (Mr. Hill)
Park District update on pool project, Sculpture in the Park, Arbor Day events, concerts in the park, and city-wide garage sale. Library reported on Snapshot day, exam cram, and Literature Festival.
Motion by Mr. Huntley, second by Mrs. McManus to accept the committee reports. Carried unanimously.
AGENDA TAKEN OUT OF ORDER
NEW BUSINESS
110. REPORT OF FACILITIES COMMITTEE: OWNER'S REPRESENTATIVE
See Committee report. Motion by Mr. Hill, second by Mrs. McManus to approve the report of the Facilities Committee. Carried unanimously. Motion by Mrs. McManus, second by Mrs. Reese to approve the pre-referendum phase for an Owner's Representative. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Slusser. ABSTAINING: None.
UNFINISHED
BUSINESS
98. BUILDING PROGRAM: ARCHITECT'S PRESENTATION
The plans reflect concerns expressed by the City, the public, and the staff.
SITE PLAN
·
March 14 site plans were discussed regarding the
parking lot with approval from the City allowing
·
April 1 plan addressed City issues and moved the
· April 14 plans reflect concerns expressed after meetings with St. Mark's and the City
o
Entrance is again realigned with
o Existing curb buts for Church lot are retained on 6th and Illinois Avenues
o
The Church parking lot exit onto
o
Fence will be along
o
Entrance on
o Drop-off area is more defined with curves and an island
o Stalls in the west lot have been realigned
o Sidewalks have been added all around the building
o Electric transformers have been moved from the east end of the building
o Still working with the City regarding the number of required parking stalls
§ In the Architect's experience if they demonstrate to the City that based on other libraries and what have played out there, the City is often willing to relax the requirement. Current requirement is 2.5 stalls per 1,000 gross sf. This takes into consideration the shared parking with the Church
o Throughout the new parking lot medians are linked to provide a suggested walking path to the Library
o Former Walnut opening is structured to accommodate emergency vehicles similar to the opening at 5th and Walnut
o Bike racks will be on the east side of the entrance court
o Double circle denotes existing trees that will be maintained
o
Library sign will be added on the southeast
corner of 6th and
o Drive-up area for bookdrop and delivery has been realigned to provide a clear path for drive-up in one direction with an island to separate and direct the flow of traffic
Interior
· Footprint for the building remains the same
· More windows added to the east end in Technical Services area
· Less windows on the south side of the windows in area of staff entrance, trash and grounds
Circulation
· RFID sort areas are enclosed rooms to contain noise
· Offices face the Circulation Desk area
· Queuing area leads to four circulation work stations
· Added a walkup bookdrop on the exterior wall off the court
· Driveup bookdrop has a minimal RFID sort with the option of taking the bins to the main area for sorting or being handled manually. This is to avoid long conveyor belt runs
Youth Services
· Additional self-checks to retain current number of stations
· Glass wall between the two entrances - aquarium directly in line with west entrance to draw children to the area
· East entrance to department is steps, west entrance is flat with a ramp from the 88 addition to the new building
· Almost all AV has been consolidated into area outside story room
· Additional space needed for grounds, janitor's closet, and IT at west end of department.
Lobby / Popular
Materials
· Refreshment/vending area located behind reception
· More self-checks
· West side opened up for clear site lines into adult area
· Readers Services Desk moved south
· Holds moved closer to lobby
· New books area includes Fiction and Nonfiction
Adult - second level
·
Area above the lobby is all enclosed with glass
·
Reference and
·
QUESTION -
would like to retain the study rooms as Reference will require less space
·
Young Adult is along the south near the stairs
and elevator and along the windows to create visual interest from outside
Lower Level
·
Literacy Volunteers relocated here from main
level
·
Book sale storage is in the Carnegie area
(current staff room)
·
Added 2-family bathrooms
·
All air handling equipment will be replaced with
new
·
More mechanical space is needed
Mechanical
· Three options being worked on
o Conventional forced air - needs lots of space
o Heat pump - less space needed than forced air
o Geothermal - less space needed than forced air - same as heat pump
§ Initial cost would be less than forced air when overall costs are evaluated, especially with cost of operation
· Fresh air intake will be on the north side, exhaust on the south side of the building
· Pricing out the unexcavated area to make it usable
· All current and new systems are being evaluated to develop a full plan for the expanded building
· Structural frame of the new building will be steel, not concrete
Exterior
· Northeast corner is essentially the same
o Revised the windows to reflect more of the existing window theme carrying it into the new building
o Added different horizontal look with either color and/or material to be different than brick in the area that separates the first and second floors
· Northwest corner has added windows on the west side
Aerial View - page 14
· Board selected view D for the entrance
o A has bigger skylights with a gable shape to give a modern look
o B is reduced in size with a smaller scale canopy over entrance and pulled back from the projected roof
o C has a lower elevation and is aligned with the windows on the 88 addition and the one story section to the east
o D expands the canopy and keeps the one story look - provides shelter
Construction
logistics
· QUESTION - will the geothermal option extend under the parking lotto melt snow - will be looked into
· Suggest the future parking lot be prepared to a subgrade level
o East half of the lot would be used for contractors, west half for patrons and staff
· Options to consider
o Operate in existing building and build (approximately 24+ months due to complexity of project)
§ During construction Administration could be in a trailer
§ Temporary entrance would be constructed
§ multiple short term closures - longer closure to move from existing into expansion - all services would be moved then existing building would be renovated and then a second move back
o Vacate Library
§
find a temporary space (
· Schedule
o A is the conventional way
-Would take 24 months from beginning of construction; possibly three years from referendum until built
o B is with a Construction Manager Guaranteed Maximum Cost (G-Max)
§ Possibility of better pricing
§ Manager is on board for the design process
§
§ Shorter construction time because contractor already on board
Next Steps
· Have dialog with referendum consultants regarding plans and costs
· Cost estimates in the next few weeks
· Drawings with new entrance and changes soon
99. LIBRARY PROPERTY
Deferred to Executive Session.
100. DEMOLITION STATUS
Covered in New Business, Item 112.
NEW BUSINESS
101. MEMORIAL BRICK FOR JANET NEWTON
Motion by Mr. Huntley, second by Mrs. McManus to purchase of paver brick in memory of Janet Newton. Carried unanimously.
102. FINANCE COMMITTEE REPORT AND
RECOMMENDATIONS
See report for projections, etc. Motion by Mr. Huntley, second by Mrs. Reese to approve recommendations of Finance Committee. Carried unanimously.
103. NON-RESIDENT LIBRARY CARD PARTICIPATION
AGREEMENT
Motion by Mrs. McManus, second by Mrs. Hill to approve participation in the non-resident card program. Carried unanimously.
104. LIBRARY ETHICS COMMITTEE
Mrs. Brown will ask Maureen Shepro if she wishes to remain on Ethics Committee.
105. REQUIREMENTS FOR PER CAPITAL GRANT 2011
Policy Committee will work on requirements to meet the October filing deadline. Motion by Mrs. McManus, second by Mrs. Reese to approve timetable and the review of Chapter III of Serving Our Public. Carried unanimously.
106. SCHEDULE POLICY COMMITTEE AND FINANCE
COMMITTEE MEETINGS
Mrs. Brown will send possible dates to committee members.
107. DISTRIBUTION OF DIRECTOR'S OBJECTIVES AND
EVALUATION:
a. Report
on 2009/2010
b. Tentative
2010/2011
Deferred to end of the Executive Session. Refer to reports. No questions. Comments that the reports were very thorough and achievements nicely presented. Motion by Mrs. Reese, second by Mrs. McManus to accept Report on 2009/2010. Carried unanimously. Motion by Mr. Huntley, second by Mrs. Reese to accept Tentative Objectives for 2010/2011. Carried unanimously.
108. RESOLUTION 2009/2010-9: AMENDMENT NUMBER 6 TO THE ST. CHARLES PUBLIC
LIBRARY DISTRICT FLEXIBLE BENEFITS PLAN
Motion by Mrs. McManus, second by Mrs. DeVault to adopt Resolution 2009/2010-9. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Slusser. ABSTAINING: None.
109. ANNUAL BOARD WALK-THROUGH
Trustees will do walk-through individually with Mrs. Brown. To be completed by June 30, 2010.
111. REQUEST FOR EXTENDED OPEN HOURS ON APRIL
23, 2010 AND MAY 14, 2010
Motion by Mrs. McManus, second by Mrs. DeVault to approve extended hours on April 23, 2010 and May 14, 2010. Carried unanimously.
112. CONTRACT:
Payment of demotion costs. Mrs. Brown referenced Attorney Juergensmeyer's letter, item #2, regarding the interest rate - see letter for details. Everyone agreed to revisit the rate indicated in the closing documents due to the current climate. Will consider a rate as low as 9% and make adjustments to the payment schedule. Motion by Mrs. McManus, second by Mr. Hill to move the issues to the Facilities Committee. Carried unanimously.
113. TRANE BILL
Motion by Mr. Huntley, second by Mrs. McManus to approve payment of Trane bill in the amount of $1,072. AYES: Huntley, McManus, Hill, Haines, DeVault, Reese. NAYS: None. ABSENT: Slusser. ABSTAINING: None.
114. BUILDING MAINTENANCE AND REPAIR
Open item.
Mrs. Haines presented Mrs. DeVault with her five year pin and thanked her for her years of service.
115. 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. McManus to adjourn to Executive Session at 7:58 p.m. for discussion of acquisition and lease of property [5ILCS 120/2(c)(5) and (6) and personnel [5 ILCS 120/2(c)(1). 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 8:18 p.m.
116. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED
SESSION
No action taken.
ADJOURN
Motion by Mr. Huntley, second by Mrs. McManus to adjourn at 8:19 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
The Regular Meeting of the
Board of Trustees of the St. Charles Public Library District was scheduled to
be held on Wednesday, March 10, 2010 at 7:00 pm at the Library. Present:
President Tory Haines, Treasurer Debra McManus, Director Diana Brown and
Administrative Assistant
ADJOURNMENT
In the absence of a quorum,
the meeting was adjourned at 7:05 pm.
ARCHITECTS' PRESENTATION
In the absence of a formal
meeting, the architects presented revised drawings based on public, staff and
Board input collected in fall and winter 2009 and prioritized by the Board at
the December 2009 regular and special Board meetings. Those present had an
informal discussion with the architect of the drawings presented.
_______________________________
Victoria
Haines
President
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)