BOARD OF TRUSTEES
ST. CHARLES PUBLIC LIBRARY DISTRICT
September 11, 2013
The Annual Meeting of the Board of Trustees of the St. Charles Public Library District was held on Wednesday, September 11, 2013 at 7:00 pm at the Library. Present: President Tory Haines, Vice-President/ Secretary Kimberly Reese, Trustees Norm Huntley, Mike Hill, Karen DeVault and Cynthia Steimle; Director Diana Brown and Administrative Assistant Virginia Tsipas. Absent: Treasurer Debra McManus. Library Staff present: Bryan Wood, Pam Salomone, Bonni Ellis, Heidi Krueger, Jean Langlais, Denise Farrugia, Myung Gi Sung and Christian Boissonnas. Guests present: Brian LeFevre of Sikich Gardner & Co., LLP; Floyd Anderson and Michael Barnes of Lohan Anderson; and Christy Mazza of Examiner.
Public Hearing was called to order by President Tory Haines at 6:45 pm regarding the Budget and Appropriation Ordinance. No comments were made during this Hearing.
Motion by Mrs. DeVault, second by Mr. Hill, to adjourn from the Public Hearing for the Budget and Appropriation Ordinance to the Annual Meeting at 7:00 pm. Carried Unanimously.
WELCOME OF GUESTS
Mrs. Haines welcomed the guests and staff members present at 7:01 pm.
AGENDA TAKEN OUT OF ORDER
Motion by Mr. Huntley, second by Mrs. DeVault, to move to Agenda Item 15. Carried unanimously.
15. AUDIT, FY 2012/2013: PRESENTED BY BRIAN LeFEVRE
Brian LeFevre of Sikich discussed the audit of the Library and reported that the Library received an unqualified opinion, which is the highest level. Mr. LeFevre stated the audit was based on two sets of standards; AICPA auditing standards and GASB financial reporting standards. An important note was that all deposits were fully collateralized.
The IIIT is economically better off from beginning of fiscal year to end. Fund balance measure is no different. Operationally in balance. Transfer of $649,000 to Special Reserve Fund. Any deposits above $250,000 are insured and covered by collateral. Library is in compliance with investment policy. One mortgage in the amount of $37,907 with two more years of payments matures June 1, 2015. IMRF employer contributions are funded 100% of contribution amount. In 2015, the unfunded IMRF will be a liability on financial statements due to implementation of GASB Statement No. 68. It will create a significant change to what financial statements will look like in the future. After levy is extended collection rate is very good.
Mrs. Haines asked if Sikich continues as auditor, would their staff be rotated to perform audit. Mr. LeFevre said they can rotate.
Auditor’s Communication to the Board of Trustees notes there are no disagreements with management; process is going smoothly. No issues were identified. GASB looks at related entities, i.e., Foundation and Friends and puts onus on Board, to evaluate their financial statements. GASB No. 68 is the one that will have significant impact June 2015. It will be significant undertaking for Trustees and auditing firm.
The audit was accepted. Trustees were directed to contact Mr. LeFevre if they had further questions. Mrs. Haines thanked Mr. LeFevre and complimented Mrs. Baldwin for their work in preparation of the audit. Auditor Brian LeFevre left the meeting at 7:18 pm.
Motion by Mrs. DeVault, second by Mrs. Reese, to move to Agenda Item 13. Carried unanimously.
13. BUILDING PROJECT: INTERIOR IMPROVEMENTS
a. Status Report: Interior Upgrades and Cost Estimate
b. Building Expansion Options: Presentation by Architects
Mr. Barnes said they looked at phased expansion in the future. Reviewed program based on numbers for a smaller building. The overall capacity of stacks will not change. Generally staffing counts will also continue on as now. Offer more technology, social media, study rooms and seating and more efficient staffing areas. Size of 82,650 square feet with possible future phase II expansion to 93,880 square feet. He explained the new layout. The footprint is smaller; there is open space to the east. If you need to grow more in future you have space. Going east for drop off and delivery of materials and mainly staff areas. In the future there is room to north for expansion.
On the first floor to the west, are new material, audiobooks, AV, Readers Service, holds, large print and fiction. Large meeting room and board room on west end. Carnegie Business Room to house business reference and periodicals. To the east Circulation workroom, Receiving, Tech Services. Under mezzanine, Info Commons, Young Adult, Media Room, Literacy Volunteers and Administrative Offices.
The mezzanine will house Adult Services, non-fiction, Reference desk, quiet study area and reference collection. Study rooms to the north. Adult services workroom to the far north.
On the lower level are: Ask Me Desk, AV, fiction, two story rooms, storage area, Graphics and IT workrooms. Info Commons, non-fiction and reference to the east. To the west storage and maintenance room needs. There is a landscaped walk out area near the exterior light well that offers a protected area for children. There is space for a bioswale water retention area on the east side. Parking area the same as where it was before.
This is a more efficient plan. View of eastern part of building is not as imposing. Mr. Huntley said they need time to digest. Mrs. Haines said it was very nice and thoughtful.
Mr. Anderson said they still would need the costs. He asked Board if they are still contemplating to go to referendum, they may want to get a professional estimator later. Do not retain someone until you are certain it will be in the next year. Having good cost idea would help in presenting to the public and using reserve funds. Mr. Anderson and Mr. Barnes left the meeting at 7:47 pm.
Motion by Mrs. DeVault, second by Mrs. Reese, to move to Agenda Item 14. Carried unanimously.
14. SWOT ANALYSIS REPORT
Mr. Boissonnas summarized his report and said it was an interesting session. Trustees shared common ideas about strengths; four mentioned good community support and great staff. It was mostly the same for weaknesses and threats. Top weaknesses were not enough space and then other ideas are all over the map. One problem that doesn’t come through is technology. Very hard to make program to plan for technology until you get general understanding of what you need with technology. Spend some time thinking about it a little bit. Take a look at strategic plan; does anything have any impact on selection of new director? If the managers went through the same exercises would they have same concerns? I don’t think so. Do we have all that we need to evaluate program data?
Mrs. Haines said it was a very interesting exercise and thanked Mr. Boissonnas. Mr. Boissonnas left the meeting at 7:55 pm.
MINUTES: Regular Meeting, August 7, 2013
Motion by Mrs. Reese, second by Mrs. DeVault, to approve the minutes of the Regular Meeting of August 7, 2013. Carried unanimously.
TREASURER’S REPORTS: July and August 2013
Motion by Mrs. Reese, second by Mrs. DeVault, to approve the Treasurer’s Reports for the months of July 2013 and August 2013. Carried unanimously.
INTERNAL BUDGET REPORTS: July and August 2013
YEAR-TO-DATE STATEMENTS: July and August 2013
FUND BALANCES: July and August 2013
INVESTMENT REPORTS: July and August 2013
The First State Bank/Harris Bank
Motion by Mr. Huntley, second by Mrs. DeVault, to approve the Internal Budget Reports, Year-To-Date Statements, Fund Balances, Investment Reports for The First State Bank/Harris Bank and IIIT, all for the months of July and August 2013. Carried unanimously.
BILLS: August 2013
Motion by Mr. Huntley, second by Mr. Hill, to approve the bills for August 2013 in the amount of $575,126.68. Carried unanimously.
DIRECTOR’S REPORT: August 2013
Mrs. Brown stated that any Trustees interested in attending the ILA Trustee Day on October 16 should look at the schedule in the Board packet. Thank you to Bonni Ellis for preparing the report on impact of expanded summer hours on use. Motion by Mrs. Reese, second by Mrs. DeVault, to accept the Director’s Report. Carried unanimously.
Foundation (Mrs. DeVault)
There was not a meeting in August.
Intergovernmental (Mr. Hill)
Mr. Hill presented his report. The Intergovernmental Group will meet Thursday, September 12 at the Park District, which has a new director.
Motion by Mrs. Reese, second by Mrs. DeVault, to accept the Committee Reports. Carried unanimously.
COMMUNICATIONS AND CITIZENS 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.
16. ORDINANCE 2013/2014-4: ANNUAL BUDGET AND APPROPRIATION ORDINANCE FOR LIBRARY PURPOSES FOR THE FISCAL YEAR 2013/2014
Motion by Mr. Huntley, second by Mrs. Reese, to approve Ordinance 2013/2014-4. AYES: Huntley, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: McManus. ABSTAINING: None.
17. CERTIFICATES OF ESTIMATED REVENUE, 2013/2014
Mrs. Brown said this was for informational purposes only and for Trustees to review.
18. PRESENTATION OF ANNUAL REPORTS, 2012/2013
Comments were made that the Annual Reports were well done. Mr. Huntley said it connects well with SWOT report. Mrs. Brown said there was a summary report for the Annual Report at the Trustees’ place.
Regarding the General Improvements and FFE Design Schedule, a new time line has been placed at each Trustee’s place.
19. APPROVAL OF AUDITOR FOR FY 2014
Motion by Mrs. DeVault, second by Mrs. Reese, to approve Sikich as the Library’s auditor for fiscal year 2013/2014. Carried unanimously. Mrs. Brown mentioned that it would be the last year of Sikich contract for the Library and the Library will need to issue an RFP.
a. Approval of Full Time Reference Librarian
Mrs. Brown stated that during the SWOT analysis, the Board mentioned importance of technology and service to young adults and 20s and 30s. She said we need someone to focus on recreational programs for teens to attract and engage them. Brandon Buckley who just completed his MLIS and is currently a full-time Circulation Assistant has experience in digitization projects, and worked on historic sign for St. Charles Downtown Partnership. Heidi Krueger said Brandon has a lot of good ideas for teen programming. The effective date for this new position would be October 1, 2013. Motion by Mr. Hill, second by Mrs. DeVault, to approve Brandon Buckley as a full-time Reference Librarian, at a salary of $40,000, effective October 1, 2013. Carried unanimously.
b. Approval of Revised Position Descriptions: Information Technology Assistants A and B. Motion by Mrs. DeVault, second by Mrs. Reese, to approve the revised job descriptions for Information Technology Assistant A and Information Technology Assistant B. Carried unanimously.
21. ORDINANCE 2013/2014-5: SETTING A REVISED SCHEDULE OF FINES
Motion by Mr. Huntley, second by Mrs. DeVault, to approve Ordinance 2013/2014-5. AYES: Huntley, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: McManus. ABSTAINING: None.
22. RESCISSION OF ORDINANCE 2012/2013-4
Motion by Mr. Huntley, second by Mrs. DeVault, to rescind Ordinance 2012/2103-4. AYES: Huntley, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: McManus. ABSTAINING: None.
23. BIDDING POLICY REVISION
Will be on October Agenda.
24. LINC BYLAWS REVISION
Mrs. Reese said the revision would eliminate the LINC Governing Board and replace it with a Board of Directors composed of LINC library directors. The LINC Governing Board voted to present the revision to the LINC libraries. We will have formal vote next month. We could ask Carol Dawe to come in October if the Board has questions. Motion by Mr. Huntley, second by Mrs. DeVault to approve the LINC Bylaws revision. AYES: Huntley, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: McManus. ABSTAINING: None.
25. SCHEDULE FINANCE COMMITTEE MEETING
Mrs. Brown will email Trustees to schedule this meeting.
26. BUILDING MAINTENANCE AND REPAIRS
Nothing to report.
27. 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)]
Closed Session not needed.
28. POSSIBLE VOTE ON ITEMS DISCUSSED IN CLOSED SESSION
No votes necessary.
Motion by Mrs. Reese, second by Mrs. DeVault to adjourn at 8:11 p.m. AYES: Huntley, Hill, Haines, DeVault, Reese, Steimle. NAYS: None. ABSENT: McManus. ABSTAINING: None.
Secretary, Board of Trustees