MINUTES
REGULAR MEETING
BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
FEBRUARY 13, 2013
The Regular Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, February 9, 2013 at 7:10 pm at the Library. Present: President Tory Haines, Trustees Norm Huntley, following approval for him to attend electronically, Mike Hill, Karen DeVault, Cynthia Steimle; Director Diana Brown; Administrative Assistant Virginia Tsipas. Absent: Vice-President/Secretary Kimberly Reese, Treasurer Debra McManus. Library Staff present: Bryan Wood, Bonni Ellis, Denise Farrugia, Laura Haule, Heidi Krueger, Pam Salomone, Myung Gi Sung.
Mrs. Haines requested a roll call of the Board Trustees to establish a quorum of those physically present in order to permit Trustee Norm Huntley to attend electronically. Carried by roll call vote as follows: AYES: Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Huntley, McManus, Reese. ABSTAIN: None.
In accordance with Electronic Attendance at Meetings Rules, adopted by the Board of Trustees on April 11, 2007, and with the submission of the Electronic Attendance Request of Trustee Norm Huntley, who could not physically attend the meeting because of personal illness, a Motion was made by Karen DeVault, second by Mike Hill, to accept the request of Norm Huntley to attend the meeting electronically. AYES: Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: Huntley, McManus, Reese. ABSTAIN: None.
At 7:12 pm, Mr. Huntley joined the meeting electronically.
WELCOME OF GUESTS
Mrs. Haines welcomed the staff members present at 7:13 pm.
In the absence of Vice President/Secretary Kimberly Reese, Karen DeVault served as Secretary Pro Tem.
AGENDA TAKEN OUT OF ORDER
Motion by Mrs. DeVault, second by Mr. Hill, to approve to proceed to Agenda Item 75, Appointment of Reference and Information Services Manager. AYES: Hill, Haines, DeVault, Steimle and Huntley, present by electronic means. NAYS: None. ABSENT: McManus, Reese. ABSTAIN: None.
75. APPOINTMENT OF REFERENCE AND INFORMATION SERVICES MANAGER
Mrs. Brown recommended the Board approve Heidi Krueger as the Reference and Information Services Manager, to be effective April 1, 2013. Mrs. Haule spoke of Ms. Krueger’s leadership role with Tech/Ref Aides and within the Reference department, her forward looking and trend spotting with solid values and skills across the board, mainstay of recent outreach efforts to various groups, librarianship with this new era with all skills and positive outlook in these changing times. Mrs. Brown spoke of Ms. Krueger’s personal qualities of integrity and good relationship with fellow staff members. Mr. Hill said the Library is very fortunate to promote Ms. Krueger to this position, but is disappointed that she does not live in St. Charles. Mrs. Brown said that 75% of the Library staff does not live in St. Charles. Ms. Haule said that she did not live in St. Charles. Ms. Krueger said she would like to thank everyone for their kind words and their confidence is appreciated, she will work very hard and respect Ms. Haule’s legacy. She said she has a great amount of staff support and has a commitment to patron services and innovations, respecting the past and looking forward to the future.
Motion by Dr. Steimle, second by Mr. Hill, to approve the appointment of Ms. Krueger as Reference and Information Services Manager, effective April 1, 2013. AYES: Hill, Haines, DeVault, Steimle and Huntley, present by electronic means. NAYS: None. ABSENT: McManus, Reese. ABSTAIN: None.
MINUTES: Audit Committee Meeting, January 9, 2013
Motion by Mr. Hill, second by Mrs. DeVault, to approve the Minutes of the Audit Committee Meeting of January 9, 2013. Carried unanimously.
MINUTES: Regular Meeting, January 9, 2013
Motion by Mr. Hill, second by Mrs. DeVault, to approve the Minutes of the Regular Meeting of January 9, 2013. Carried unanimously.
TREASURER’S REPORT: January 2013
INTERNAL BUDGET REPORT: January 2013
YEAR-TO-DATE STATEMENT: January 2013
FUND BALANCE: January 2013
INVESTMENT REPORTS for Valley Community Bank, Harris Bank and IIIT: January 2013
Motion by Mr. Hill, second by Mrs. DeVault, to approve the Treasurer’s Report for January 2013, the Internal Budget Report for January 2013, the Year-to-date Statement for January 2013, the Fund Balance Report for January 2013, the Investment Reports for Valley Community Bank, Harris Bank and IIIT for January 2013. Carried unanimously.
BILLS: January 2013
Motion by Dr. Steimle, second by Mr. Hill, to approve the bills for January 2013 in the amount of $612,667.22. AYES: Hill, Haines, DeVault, Steimle and Huntley, present by electronic means. NAYS: None. ABSENT: McManus, Reese. ABSTAIN: None.
DIRECTOR’S REPORT: January 2013
Mrs. Brown reported about the article mentioned in Kane County Magazine honoring Tory Haines. She gave each Trustee a practical guide to replacement of library director for their review. A bill for board dinner from last October was received for payment. Mrs. Brown will email Trustees their portion due of the bill. Motion by Mrs. DeVault, second by Mr. Hill, to accept the Director’s report. Carried unanimously.
COMMITTEE REPORTS:
Intergovernmental Group (Mike Hill)
Mr. Hill emailed his notes from the January 17, 2013 meeting. An article appeared recently in the newspapers regarding new principals to be assigned next school year at all middle schools in St. Charles and also for St. Charles North High School. The Assistant Superintendent for Business for District 303 has resigned. There will be a meeting tomorrow at the School District.
Foundation (Karen DeVault)
Last month Pamuella Mann resigned as a Board member. The new 2013 Board members are Mary Ann Tilton and Robert T. Gebhart. The following are upcoming Library programs sponsored by the Foundation: Love Stories: Hollywood’s Greatest Romance Films with film critic Dan Gire, scheduled March 27, 2013; Make ‘Em Laugh! A Cursory History of American Comedy Movies, scheduled May 8, 2013; portrayal of Will Rogers, scheduled March 7, 2013.
LINC (Kimberly Reese)
Carol Dawe of LINC spoke about the Freedom of Information Act. The budget for 2013/2014 was approved. Searching for an investment company. Revised evaluation tool for the consortium manager.
Motion by Mrs. DeVault, second by Mr. Hill, to accept the Committee Reports. Carried unanimously.
Communications and Citizen’s Comments: Following Robert’s Rules of Order, there is a 10 minute time limit per issue on testimony with a limit of two (2) issues per meeting.
UNFINISHED BUSINESS
71. PARKING LOT PROJECT
Payment Request #3
Trustees received the new payment request in the amount of $14,961.59 from Chicagoland Paving. Upon approval of the landscaping work, the Library would pay the final amount due. Motion by Mr. Hill, second by Dr. Steimle, to approve the payment to Chicagoland Paving in the amount of $14,961.59. AYES: Hill, Haines, DeVault, Steimle and Huntley, present by electronic means. NAYS: None. ABSENT: McManus, Reese. ABSTAIN: None.
72. BUILDING PROGRAM
Consideration of Satellite Facility
Trustees received in their board packets service proposals, space needs and estimates of initial and ongoing costs for the proposed facility. Mrs. Brown reported that the cost for LINC services would be $15,000 for set up and $3,000 for annual operating costs. We need to finalize the costs, determine the site, obtain a firm and more realistic estimate of cost to build out the building from a contractor.
Mr. Huntley stated that the proposed site would only serve about 17% of the population and he is concerned about financing. He does not believe it is good business to use the Miller Fund; it is money you cannot replace. The money would go into remodeling a rented facility. Mr. Huntley asked if it could be built out within the budget. He would like the Library members to look at another location further south on Randall Road.
Mrs. Brown stated that retail space tends to be at the north end of Randall Road and the south end of Randall Road and not much in between. The Colonial building is too small.
Mrs. Haines stated that with a build out amount of $150,000 she wants to be certain it is an ideal location for a long time.
Mrs. Brown stated with a lease, if you leave the building you would lose your initial investment. Mr. Huntley suggested inquiring about a five year lease.
Mr. Hill said if we build a satellite location we need to be sure of the location in this market. He tends to favor a lease first to determine we are getting value out of the new location. Mr. Hill commented that looking at the chart, in area 7, 5% of population have cards and in area 5, 20% of population have cards.
Mrs. Haines asked if there was anything available at Dean Street and Randall Road. Mrs. Brown said northeast of Dean Street and Randall Road. Parking on Dean Street locations would be an issue.
Mr. Hill commented if a satellite location was at Dean Street and Randall Road, he would choose to come to main Library because of more material options. Miller Fund could be used for furniture, shelving and initial collection. We would inform family of how their wonderful gift was used.
Mrs. Brown stated that the .02% Building and Equipment Fund could be used for the lease, and Special Reserve Fund could be used for build out. Collection would come out of materials budget. Information in board packet shows costs to run facility. Mrs. Brown commented that to purchase property probably would be more expensive, but we would also have the option to sell it.
Dr. Steimle said if you are spending $150,000 over 5 years, that is nothing compared to the cost of expanding the main Library. There are a lot of people in the northwest area and it is the highest percentage of population holding library cards.
Mr. Hill suggested talking with owner of rental space and see if he is willing to deal. The building sat vacant for years. Mrs. Brown said he would waive first 3 months and discount first year by about $20,000. He might do more. Location is very visible from Randall Road with a prominent portico. Currently we have a book drop very close to the proposed facility and we would relocate it. Parking at this location is very good.
Mr. Huntley asked about total cost per year. Mrs. Brown said less than $1 million 3. $660,000 for first year for initial set up costs. We were looking at about $600,000 of operating or less than that.
Mr. Huntley said it would be nice to have our own place to build or buy, he doesn’t want to lease and not get a benefit in the long run.
Mrs. Brown suggested Library staff look at the actual cost for building out and the cost to purchase a stand-alone building. Board agreed we should look at all options.
Mrs. Brown stated money for lease and capital cost can come from 2% levy, assuming we can continue to levy that. We have had declining balances in Corporate Fund which are used to fund Special Reserve Fund. Using the Corporate Fund for satellite operating costs would end growth of Special Reserve Fund, but might be easier to justify. Will go back through and get more accurate figures and add LINC costs.
Motion by Mr. Hill, second by Mrs. DeVault, to have Mr. Bryan Wood look at properties for sale and also have Mrs. Brown work with architect to obtain firm estimates, check distances in terms of travel with Valley View area to this site and percentages served. AYES: Hill, Haines, DeVault, Steimle. NAYS: None. ABSENT: McManus, Reese. ABSTAIN: Huntley, present by electronic means.
Mr. Wood stated the distance from here to rental site is 7.9 miles. Mrs. Brown said standards suggest need for a branch when travel time to main library is more than one-half hour.
Mrs. Haines stated years ago we looked at mobile library. Mrs. Brown said most libraries are getting rid of bookmobiles; it does not fit into life styles now. We can look into that. A lot of them go to schools. Mrs. Haines said it could be part of the package, going to some areas where we have small percentage of card holders. Mrs. Brown said that is one reason we bought the large van; we went to some schools.
NEW BUSINESS
73. STRATEGIC PLAN
Mrs. Brown said the Strategic Plan is a three year plan. It will be reviewed each year.
Mr. Hill gave his congratulations and said it takes a lot of time to prepare. It is hard but you have taken tasks seriously and done a nice job. Within the mission statement, what do you mean by the word “enhance”. Mrs. Brown said we could use “encourage” or “support,” we want to promote a spirit of community.
Mr. Hill spoke of objectives a and b. Objective “a” is now number 1, maybe a.1 and a.2? Regarding 2.9 on second page, “provide collection services”, he was in favor of a drive up window in new building. Maybe you should promote curb service possibly for a mother who has 3 children and does not want to take 3 children out of the car and they have a set time and someone from circulation deliver books to the curb. Mrs. Brown said drive up window has not worked in configuration of present building, and she will talk with managers about possibility of curb service.
Mr. Hill mentioned 6.4 with regard to TUG – Tri City Unemployment Group. Mrs. Haule said they bring in speakers and they were referring to what could library do to build upon it. Mrs. Brown said we will remove reference to specific organization.
Mrs. DeVault said there are two “fs” on front page.
Dr. Steimle said it seems goals are same as mission statement. Mrs. Brown said your goals would grow from mission statement. Mr. Hill said they usually are. Mr. Huntley said he agreed with everyone.
Mrs. Brown asked if the Board wanted to see the Strategic Plan after corrections and revisions. Mrs. Haines said the biggest contribution should be not to edit but to support the spirit of it, goals and objectives. I believe we are in approval of it. Mrs. Brown will make revisions to draft.
Motion, by Mr. Huntley, second by Mrs. DeVault, for Mrs. Brown to make final revisions to Strategic Plan and note that it is in the spirit of what we are going for. AYES: Hill, Haines, DeVault, Steimle and Huntley, present by electronic means. NAYS: None. ABSENT: McManus, Reese. ABSTAIN: None.
74. RESOLUTION 2012/2013-4: ADOPTING AMENDED CAFETERIA PLAN AND FLEXIBLE BENEFITS PLAN SUMMARY PLAN DESCRIPTION
Mrs. Brown said it is a change in the law and it is mandatory. Motion, by Mr. Huntley, second by Dr. Steimle, to adopt Resolution 2012/2013-4. AYES: Hill, Haines, DeVault, Steimle and Huntley, present by electronic means. NAYS: None. ABSENT: McManus, Reese. ABSTAIN: None.
76. 2013 STAFF RECOGNITION DINNER
Mrs. Brown asked Mrs. DeVault if she was willing to sponsor Library at the St. Charles Country Club for the annual Staff Recognition Dinner to be held May 3, 2013. Mrs. DeVault said absolutely.
77. BUILDING MAINTENANCE AND REPAIRS
Nothing to report.
78. CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING SUBJECTS:
a. Acquisition and lease of property [5 ILCS 120/2 (c)(5) and (6)]
b. Litigation [5 ILCS 120/2(c)(11)]
c. Personnel [5 ILCS 120/2(c)(1)]
Closed Session not necessary.
79. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No votes needed.
ADJOURN
Motion by Mrs. DeVault, second by Mr. Hill, to adjourn at 8:09 pm. AYES: Hill, Haines, DeVault, Steimle and Huntley, present by electronic means. NAYS: None. ABSENT: McManus, Reese. ABSTAIN: None.
Karen DeVault, Secretary Pro Tem
Board of Trustees