Wauconda Area Library - Board of Trustees

Minutes - Regular Board meeting - December 12, 2011

WAUCONDA AREA PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES REGULAR MEETING

December 12, 2011

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mrs. Hultquist; Mrs. Hughes, Dr. Johnson, Mr. Kosty, Mrs. Miller, and Mr. Stevig. Trustees absent: Mrs. Babbey. Staff present: Tom Kern (Library Director); Jan Staudemeyer (Head of Children’s Services); Julie DeReu (Adult Services). One visitor was present: Mike Doehler (Vice President, Friends of the Library).

Mr. Kosty presided.

Mrs. Hughes made a motion seconded by Mrs. Hultquist to approve the minutes of the November 14, 2011 meeting. Voice vote. All in favor. Motion carried.

The current financial and budget reports were discussed. Topics included: commas missing from some totals on the balance sheet; expenditures for T-1 lines (AT&T); electrical expenditures for ballast replacement and emergency lighting system maintenance; group rates for online services through Innovation Experts; authorization of payroll expenditures and the signing (or not signing) of the paychecks; advance payment of quarterly retainer to Computer View, Inc., for LAN management services; the need to update the library’s list of vendors for the board.

Mrs. Hultquist made a motion seconded by Mrs. Hughes to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

Roll call vote

YES: Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO: none

ABSTAIN: none

ABSENT: Babbey

Motion carried.

Library usage statistics were discussed briefly. Mr. Kern noted that, although the reports are more complete than in the prior month, some numbers are still not available. Other topics included; foreign language book usage increases and the addition of Russian books planned for January; general usage trends at peer libraries and how this library compares. Mr. Kern noted that this library’s decrease in circulation is related to more widespread use of Netflix and Redbox combined with decreases in non-resident usage due to improvements at neighboring libraries and reciprocal borrower restrictions that have been established at this library.

Library director’s report was discussed. There was some discussion of the need to update the library’s plans for special projects in order to set priorities, such as remodeling the reference area to add small meeting or study rooms, adding a self-checkout station to Children’s Services, improving lighting in the building and in the parking lot, and other projects. It was determined that Mr. Kern would present a Trustee Training session covering general trends in public library development.

Mr. Kern discussed his plan talk to the Friends of the Library about starting a fund-raising campaign for a delivery van which would service three drive-up book returns, various senior centers in the district, and delivery and pickup of library materials for homebound patrons. He noted that he would also be discussing the need for funding for a self-checkout station in the Children’s department.

There was some discussion of a new community calendar being discussed by the United Partnership and other community groups. Mr. Kern is serving on a United Partnership committee that will oversee the development and implementation of this calendar.

Mr. Kosty noted that there had been a lot of Children’s programs and school visits in November.

Suggestions from the Suggestion Box were discussed. The need for additional lighting near the main crosswalk in the parking lot, as well as in the parking lot in general, was discussed at length. It was determined that Mr. Kern would get preliminary pricing for upgrading or replacing the existing lighting in the parking lot, and that this would be added to the list of other special projects to consider in the coming year or two.

There was some discussion of a letter to the board president (Mr. Kosty) from a patron suggesting that the library’s lights be switched while closed in order to decrease costs to the taxpayer. Mr. Kern had discussed the letter with Mr. Kosty and had responded with a letter explaining that the because the library is a public facility there are certain lights that must remain on at all times for the safety of library staff and patrons and for security purposes. In order to comply with various building codes when this facility was built, the lighting system was designed to leave some lighting on all night long.

There was some discussion of considering “green” solutions to lighting problems.

Incident reports were reviewed briefly.

Mrs. Hultquist made a motion seconded by Mrs. Miller that the meeting be adjourned. Voice vote. All in favor. Motion carried.

The meeting adjourned at 8:38 p.m.

Approved 1-9-2012

Minutes - Regular Board Meeting - November 14, 2011

WAUCONDA AREA PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES  REGULAR MEETING

November 14, 2011

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mrs. Babbey, Mrs. Hultquist; Mrs. Hughes, Dr. Johnson, Mr. Kosty, Mrs. Miller, and Mr. Stevig.  Trustees absent: none.  Staff present: Tom Kern (Library Director); Elizabeth Greenup (Head of Adult Services); Kathy Nielsen (Head of Circulation Services); Candice Pittman (Children’s Services).  Two visitors were present: Mike Doehler (Vice President, Friends of the Library) and Cliff Babbey. 

Mr. Kosty presided. 

Mrs. Hultquist made a motion seconded by Mrs. Miller to approve the minutes of the October 10, 2011 meeting as corrected.  Voice vote.  All in favor.  Motion carried.

The current financial and budget reports were discussed.  Topics included: budget lines for capital improvements and maintenance; legal expenses for Special Reserve Fund ordinance; daily cleaning service and quarterly carpet cleaning expenses; light ballast replacement expenses.

Mrs. Miller made a motion seconded by Dr. Johnson to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

Roll call vote

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT:                                         none

Motion carried.

Library usage statistics were discussed briefly.   Mr. Kern noted that because of the migration of the library automation system from Dynix to Polaris, the library usage report will not list item type statistics until the comparisons to last year’s numbers are “apples to apples.” 

Library director’s report was discussed.   Topics included: the upgrading of all library computers from XP to Windows 7; Friends of the Library celebration party; the purchase of new “Stop for Pedestrians in Crosswalk” signs.  Mr. Kern reported that after discussing the equalized assessed valuation (EAV) for the library district with the Assessor for Wauconda Township (Pat Oaks) and requesting a special report from the Lake County Assessment Office, he had determined that the EAV for the Lake County portion of the library district will decrease at least 6.3 percent next year, resulting in an average decrease of about 4 to 4.5 percent in property taxes for library district residents of Wauconda Township. 

Suggestions from the Suggestion Box were discussed.  Topics included: nice compliments about the library’s computer classes; making the new items listings in Polaris more user-friendly; duplicate barcodes for library cards and their corresponding keychain cards; difficulty a patron had printing from the Computer Resource Center; relocating the Suggestion Box to the main front desk (the Information Desk), and expanding the 3-space handicapped parking near the front entrance to five spaces.

Incident reports were reviewed briefly.

Mrs. Babbey made a motion seconded by Mrs. Hultquist that the meeting be adjourned. Voice vote.  All in favor.  Motion carried. 

The meeting adjourned at 8:15 p.m.

 

 

Minutes - Regular Board Meeting - October 10, 2011

WAUCONDA AREA PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES  REGULAR MEETING

October 10, 2011

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mrs. Babbey, Mrs. Hughes, Dr. Johnson, Mr. Kosty, Mrs. Miller, and Mr. Stevig.  Trustees absent: Mrs. Hultquist.  Staff present: Tom Kern (Library Director); Jan Staudemeyer (Head of Children’s Services); Elizabeth Greenup (Head of Adult Services). One visitor was present: Mike Doehler (Vice President, Friends of the Library). 

Mr. Kosty presided. 

A couple of corrections were made to the minutes of the September 12, 2011 board meeting.

Mrs. Hughes made a motion seconded by Mr. Stevig  to approve the minutes of the September 12, 2011 meeting as corrected.  Voice vote.  All in favor.  Motion carried.

The current financial and budget reports were discussed.  Topics included: mat and towel service costs; the library’s cost-effective access to Comcast broadband wireless; window cleaning service and schedule; the sale of library tote bags; billing from independent booksellers as opposed to from Baker and Taylor; repair of the front door hardware.

Mrs. Miller made a motion seconded by Dr. Johnson to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

Roll call vote

YES:                                                  Babbey, Hughes, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT:                                         Hultquist

Motion carried. 

Library usage statistics were discussed briefly.   

Library director’s report was discussed.   Topics included: the process of migrating from the old library automation system (Dynix “Classic”) to the new one (Polaris), focusing on the offline phase; Elected Officials Roundtable held at the Wauconda Village Hall, attended by Mr. Kosty (as the library’s elected official) and Mr. Kern (as the library’s administrator); the annual auditors’ review of their annual financial report for FY2010/2011.  Mrs. Hughes (Treasurer), who attended the meeting with the auditor, noted that the library had received a “gold star” for its fiscal management.

There was some discussion of the new pine trees in front of the library that had been planted to replace the dead ones that had been removed this year.  This grove is being replenished with about four new trees per year, as the old ones die off.  This was a particularly difficult year for the old pines because of several long periods of excessive heat.

Mr. Kosty noted Jan Staudemeyer’s fifteenth employment anniversary and congratulated her for this achievement.

There was some discussion of the author visits that had been taking place at the library and at the school auditorium.  It was noted how valuable these are for young people, and that some of these have been hosted this year at low or even cost to the library

Suggestions from the Suggestion Box were discussed briefly.  

Incident reports were reviewed briefly.

Mr. Kern presented a Trustee Training session covering Chapter 2 (“Governance and Administration”) of the Illinois Public Library Standards, noting that he library board addresses the various issues laid out in Chapter 20 on an ongoing basis. Mr. Kern had distributed this chapter in its entirety in his monthly report, and offered to answer any questions trustees might have.   Leading up to that discussion, though, several actions had been taken earlier in the year.  The board reviewed the Illinois Public Library Standards in its entirety a year earlier.  Two items from Chapter 2 had been singled out for further action:

1) It has been 10 years since the library conducted a community survey, and a survey should be conducted within the next two years.   A community survey is likely to be implemented in FY2012/2013.

2) It had been determined that a new Special Reserve Fund Ordinance was needed, and this was  adopted at the August 8, 2011, board meeting.  Elimination  of the Working Cash Fund is planned for early 2012.

There was some discussion of the proposed Levy Ordinance for FY2011/12.  Mr. Kern noted that he had reduced the Social Security and IMRF Fund as listed in the Budget and Appropriation Ordinance by $20,000.  He also noted that for the first time in at least 20 years, the aggregate levy increase relative to the tax extension this year is less than the five percent threshold that would otherwise require a Truth in Taxation hearing.  He further noted during the discussion that whether or not someone’s tax would be increased as a result of this levy would be determined by several factors, including a likely lower total equalized assessed valuation (EAV) for the district in general (down 4 percent last year and probably down at least another 4 percent this year), combined with a tax cap of 1.5 percent and a maxing out of the voter-approved tax rate of .0038, relative to last year’s rate of .00369.  Assuming these figures are correct, the proposed levy would result in a net decrease in tax revenue next year.  If the EAV for the district declines more than four percent, the net decrease in tax revenue will be even greater.

Mrs. Hughes made a motion seconded by Mr. Stevig that the Board adopt the Levy Ordinance 11-3 for fiscal year 2011-2012.

Roll call vote

YES:                                                  Hughes, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         Babbey

ABSENT:                                          Hultquist

Motion carried.

Mrs. Miller made a motion seconded by Mrs. Babbey that the meeting be adjourned. Voice vote.  All in favor.  Motion carried.

The meeting adjourned at 8:15 p.m.

 

 

Minutes - Regular Board Meeting - September 12, 2011

WAUCONDA AREA PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES  REGULAR MEETING

September 12, 2011

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mrs. Babbey, Mrs. Hughes, Mrs. Hultquist, Dr. Johnson, Mr. Kosty, Mrs. Miller, and Mr. Stevig.  Trustees absent: none.  Staff present: Tom Kern (Library Director); Kathy Nielsen (Head of Circulation Services); Jan Staudemeyer; Terri Suda (Adult Services). Three visitor was present: Mike Doehler (Vice President, Friends of the Library).  John Liuzzi and Nicole Graver (Northern Illinois Special Recreation Assocation (NISRA)).

Mr. Kosty presided. 

John Liuzzi and Nicole Graver (Northwest and Eastern Region Coordinators of the Northern Illinois Special Recreation Assocation, respectively) presented a Community Service Award to the Wauconda Area Library on behalf of the Illinois Park and Recreation Association and Illinois Association of Park Districts with NISRA.  Terri Suda (Adult Programming Coordidinator) accepted the award on the library’s behalf.  The library received the award because of its Friday evening movie nights for adults with disabilities.  NISRA’s  mission is to enrich the lives of people with disabilities through meaningful recreation experiences.

Mrs. Miller made a motion seconded by Mrs. Hultquist to open the public hearing for the FY2011/2012 Budget and Appropriations Ordinance 11-2.  The hearing had been advertised and posted as required.  Voice vote.  All in favor.  Motion carried.

No visitors were present for the public hearing for the FY2011/2012  Budget and Appropriations Ordinance 11-2. 

Dr. Johnson made a motion seconded by Mrs. Hughes to close the public hearing for the FY2011/2012  Budget and Appropriations Ordinance 11-2.  Voice vote.  All in favor.  Motion carried.

Mrs. Hughes made a motion seconded by Mrs. Miller to approve the minutes of the August 8, 2011 meeting as corrected.  Voice vote.  All in favor.  Motion carried.

The current financial and budget reports were discussed.  Topics included: TitleSource online subscription for ordering materials from Baker and Taylor; ComputerView LAN management contract; Movie Licensing USA public viewing licensing service; an expenditure that was zeroed out because of a voided check; new DVR server for the security video system; the library’s Visa card; the well attended Stockwood concert; liability insurance and workman’s comp.

Mrs. Miller made a motion seconded by Mrs. Hughes to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

Roll call vote

YES:                                                  Babbey, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                

Motion carried.

Library usage statistics were discussed briefly.   Mr. Kern noted that reciprocal borrowing is down significantly, leaving more availability of library resources for district residents.  A significant increase in laptop computer usage was discussed.  Mr. Kern attributed a decrease in the library’s PC workstations to the outdated technology, noting that the upgrades to Polaris, Windows 7 and Office 2010 in October is intended to correct this trend.  The community website hosted by the library was discussed briefly.

Library director’s report was discussed.   Topics included the “Read Down Your Fine” program.

Mr. Kosty appointed Mr. Stevig and Dr. Johnson as auditors of the Minutes as required by the Illinois State Library for the library's FY2010/2011 annual report to the Illinois State Library.

The audit meeting scheduled for September 26 was discussed briefly.  It was determined that Mrs. Hughes and Mr. Kosty would attend, along with Mr. Kern and Julie Cerqua (Head of Administrative Services).

An “Elected Officials Roundtable” scheduled for September 21 at the Wauconda Village Hall was discussed briefly.  Mr. Kern said that he planned to attend and would report back for the library trustees who were not able to attend.

Suggestions from the Suggestion Box were discussed briefly.   Topics discussed included: the possibility in the future of adding a drive-up window for picking up and dropping off library materials. 

There was some discussion of the need for improved lighting in Children’s Services.

The proposed Spending Plan for FY2011/2012 had been discussed at length at the meeting of the Committee of the Whole before the regular board meeting.

Mrs Hultquist made a motion seconded by Mrs. Miller that the Board adopt the Budget and Appropriation Ordinance 11-2 for fiscal year 2011-2012. 

Roll call vote

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 none

Motion carried.

Mrs Hultquist made a motion seconded by Mrs. Miller that the Estimate of Revenue for fiscal year 2011-2012 be approved as presented

Roll call vote

 

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 none

Motion carried.

Mrs. Miller made a motion seconded by Mrs. Hultquist that $250,000 of unexpended FY2010/2011 funds be transferred from the General Fund to the Special Reserve Fund. 

Roll call vote

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 none

Motion carried.

There was some discussion of the Special Reserve Fund and how it will be used to pay for some future building- and technology-related expenditures.  There was some discussion of the auditor’s mention that there were some new GASB standards with respect to fund accounting.

Mrs. Babbey explained that she had missed a couple of earlier board meetings due to family emergencies.

 

Mrs. Miller made a motion seconded by Mrs. Babbey that the meeting be adjourned. Voice vote.  All in favor.  Motion carried.

The meeting adjourned at 8:50 p.m.

Approved ____________________

 

Minutes - Regular Board Meeting - August 8, 2011



WAUCONDA AREA PUBLIC LIBRARY DISTRICT

 

BOARD OF LIBRARY TRUSTEES  REGULAR MEETING

 

August 8, 2011

 

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mrs. Hughes, Mrs. Hultquist, Dr. Johnson, Mrs. Miller, and Mr. Stevig.  Trustees absent: Mrs. Babbey, Mr. Kosty.  Staff present: Tom Kern (Library Director); Julie Cerqua (Head of Administrative Services); Kathy Nielsen (Head of Circulation Services); Marcia Beach (Children’s Services); Vanessa Trask (Adult Services). One visitor was present: Mike Doehler (Vice President, Friends of the Library).

 

Mr. Kern introduced Marcia Beach (Children’s Services) and Vanessa Trask (Adult Services) to the board.

 

Mrs. Miller presided. 

 

Mrs. Hughes made a motion seconded by Mrs. Hultquist to approve the minutes of the July 11, 2011 meeting as corrected.  Voice vote.  All in favor.  Motion carried.

 

The current financial and budget reports were discussed.  Topics included: drill rental for the electrical project; replacement tax revenue from the Wauconda Township; purchasing of keys vs. fobs; Historical Documents, a publication from Congressional Quarterly, staff using their own credit cards for library-related purchases.

 

Dr. Johnson made a motion seconded by Mr. Stevig to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

 

Roll call vote

 

YES:                                                   Hughes, Hultquist, Johnson, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 Babbey, Kosty

 

Motion carried.

 

Library usage statistics were discussed briefly.   The effect of the hot weather and the power outage on library usage was discussed.

 

Library director’s report was discussed.   Mr. Kern discussed the exterior refinishing project briefly.

 

Mr. Kern distributed the proposed Special Reserve Fund Ordinance and explained its purpose and the need for board approval.  He discussed the library’s audit that was in process, and the auditor’s explanation of a new accounting standard that requires the annual financial reports to provide more information about the library’s fund balances.  Mr. Kern explained the need to transfer the unexpended funds from FY2010/2011 to the General Fund at the September 2011 board meeting.

 

Mr. Stevig made a motion seconded by Dr. Johnson to adopt an ORDINANCE NUMBER 11-01,  AN ORDINANCE CONFIRMING THE PURPOSES OF ACCUMULATIONS IN

THE SPECIAL RESERVE FUND.

 

 

Roll call vote

 

YES:                                                   Hughes, Hultquist, Johnson, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 Babbey, Kosty

 

Motion carried.

 

There was some discussion of the annual report for FY2010/2011, posted on the library’s website.   It was noted that the annual report shows that the library has been fiscally responsible and has made good use of tax revenue.

 

Suggestions from the Suggestion Box were discussed briefly.   Topics discussed included: Foreign language story times for children; noisy patrons and the use of cell phones; service to non-residents and the fact that non-resident usage has decreased; scheduling evening programs for children.  

 

There was some discussion of the need for improved lighting in Children’s Services.

 

Mrs. Babbey’s absence was discussed briefly.

 

The proposed Spending Plan for FY2011/2012 had been discussed at length at the meeting of the Committee of the Whole before the regular board meeting.

 

Mrs. Hultquist made a motion seconded by Dr. Johnson to approve the FY2011/2012 Spending Plan as presented.

 

Roll call vote

 

YES:                                                   Hughes, Hultquist, Johnson, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 Babbey, Kosty

 

Motion carried.

 

Mr. Kern noted that the proposed B&A Ordinance and the resulting Levy would ask for the lowest tax increase in decades – so low, in fact, that publication of a Truth in Taxation notice would not be necessary this year. 

 

Dr. Johnson made a motion seconded by Mrs. Hughes that the meeting be adjourned. Voice vote.  All in favor.  Motion carried.

 

The meeting adjourned at 8:33 p.m.

 

Approved ____________________

 

________________________________                    ________________________________

President                                                                     Secretary

 

Minutes - Regular Board Meeting - July 23, 2011



WAUCONDA AREA PUBLIC LIBRARY DISTRICT

 

BOARD OF LIBRARY TRUSTEES  REGULAR MEETING

 

July 11, 2011

 

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mrs. Babbey, Mrs. Hughes, Mrs. Hultquist, Dr. Johnson, Mrs. Miller, and Mr. Stevig.  Trustees absent: Mr. Kosty.  Staff present: Tom Kern (Library Director); Elizabeth Greenup (Head of Adult Services); Beth Markko (Circulation Services). One visitor was present: Mike Doehler (Vice President, Friends of the Library).

 

Mr. Kern introduced Beth Markko (Library Assistant in Circulation Services) to the board.

 

Mrs. Miller presided. 

 

Mrs. Hultquist made a motion seconded by Mrs. Babbey to approve the minutes of the June 13, 2011 meeting as corrected.  Voice vote.  All in favor.  Motion carried.

 

The current financial and budget reports were discussed.  Topics included: purchase of some Illinois fishing guides and maps.

 

Mrs. Miller made a motion seconded by Mrs. Hughes to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

 

Roll call vote

 

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 Kosty

 

Motion carried.

 

Library usage statistics were discussed briefly.   Total circulation for June was down by 11 percent.  Mr. Kern noted that DVD circulation was down sharply possibly because of alternative sources such as RedBox, Netflix, and cable TV, and the high price of gasoline.  Mr. Kern noted that total  circulation for the past year was down by 3 percent.  There was some discussion of the library’s air conditioning providing relief from the heat for many people when during extended power outages elsewhere in the district.

 

Library director’s report was discussed.   Mr. Kern discussed the proposed budget for FY2011/2012, noting that it also included a tentative budget for FY2012/2013 as well.  He discussed the need for the Finance Committee to meet before the August 8 meeting, at which the spending plan should be review prior to approval at the regular August 8 board meeting.  It was determined that a Committee of the Whole meeting would be scheduled for 6:30 p.m., August 8, to discuss the FY2011/2012 Spending Plan.

 

There was some discussion of the crosswalk in the parking lot and the need for more effective signage to ensure that drivers actually do stop for pedestrians.

 

Other topics Mr. Kern discussed briefly include: new electrical outlets in the Quiet Study Room, concrete repairs near the building’s front entrance; the annual audit in process.

 

Incident reports were discussed briefly.

 

Mr. Kern distributed a list of the bids submitted at 10 a.m. that morning (July 11) for the Library Refinishing project and there was some discussion.  He and owner’s rep Tom Featherstone recommended that the contract be awarded to the lowest bidder, D.E.S. Painting, Inc.

 

Mrs. Hultquist made a motion seconded by Mrs. Hughes to accept the bid from D.E.S. Painting, Inc. for the Exterior Refinishing Project at the proposed cost of $24,374 as presented.

 

Roll call vote

 

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 Kosty

 

Motion carried.

 

Mr. Kern discussed the proposed upgrade of the library’s computer system to a Windows 7 platform.  A current inventory of all PCs in the library was be completed and it was determined that 20 PCs must be replaced in order for the upgrade to work.  Mr. Kern had included a summary of the costs in his monthly report to the board.  The proposed spending plan for FY2011/2012 includes the money to cover the cost of this project.   

 

Dr. Johnson made a motion seconded by Mrs. Hultquist to approve the proposal from Computer View, Inc. for the Windows 7 upgrade project as presented.

 

Roll call vote

 

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 Kosty

 

Motion carried.

 

Mr. Kern discussed the likelihood that he would request proposals from other insurance companies or brokers in 2012, depending on the results of survey of other public libraries in the area.

 

There was some discussion of the Friends of the Library.

 

Dr. Johnson made a motion seconded by Mrs. Hughes that the meeting be adjourned. Voice vote.  All in favor.  Motion carried.

 

The meeting adjourned at 8:33 p.m.

 

Approved ____________________

 

________________________________                    ________________________________

President                                                                     Secretary

 

Minutes - Regular Board Meeting - June 13, 2011



WAUCONDA AREA PUBLIC LIBRARY DISTRICT

 

BOARD OF LIBRARY TRUSTEES  REGULAR MEETING

 

June 13, 2011

 

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mrs. Hughes, Mrs. Hultquist, Dr. Johnson, Mr. Kosty, and Mrs. Miller.  Trustees absent: Mrs. Babbey and Mr. Stevig.  Staff present: Tom Kern (Library Director); Barbara Gruenwald (Circulation Services); Jan Staudemeyer (Head of Children’s Services). One visitor was present: Mike Doehler (Vice President, Friends of the Library).

 

Mr. Kern introduced Barb Gruenwald (Library Assistant in Circulation Services) to the board.

 

Mr. Kosty presided. 

 

Dr. Johnson made a motion seconded by Mrs. Hultquist to approve the minutes of the May 9, 2011 meeting as corrected.  Voice vote.  All in favor.  Motion carried.

 

The current financial and budget reports were discussed.  Topics included: timing of the tax revenue; under-spending in the FY1011 New Equipment budget line; deferment of some equipment purchases to future fiscal year(s); café revenue vs. expenditures; explanation of payments to the employee credit union for payroll deductions; payment of the interest on the building bond.

 

Mrs. Miller made a motion seconded by Mrs. Hughes to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

 

Roll call vote

 

YES:                                                   Hughes, Hultquist, Johnson, Kosty, Miller

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 Babbey, Stevig

 

Motion carried.

 

Library usage statistics were discussed briefly.   Total circulation for May was 1% lower than in May, 2010.  Mr. Kern noted that DVD circulation was again down slightly.  Mr. Kern noted that VHS video tapes have been removed from the collection.

 

Library director’s report was discussed.   Topics included: a request for price quotes related to upgrading the library’s computers from a Windows XP platform to Windows 7.; the purchase of two iPad2s and two of the earlier iPads for public use, three of which will be paid for by the Friends of the Library; the purchase of some additional iPads for staff use.

 

There was some discussion of whom to hire for the seal-coating and striping of the parking lot and the need to comply with prevailing wage requirements.   It was determined that Mr. Kern would email the trustees if he hired someone before the next meeting. 

 

The proposed lists of regular board meeting dates and library closings were discussed and corrections were made.

 

Dr. Johnson made a motion seconded by Mrs. Hultquist to approve the Schedule of Regular Monthly Board Meetings as corrected.

 

Roll call vote

 

YES:                                                   Hughes, Hultquist, Johnson, Kosty, Miller

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 Babbey, Stevig

 

Motion carried.

 

Dr. Johnson made a motion seconded by Mrs. Hultquist to approve the Schedule of Holiday Closings as corrected.

 

Roll call vote

 

YES:                                                   Hughes, Hultquist, Johnson, Kosty, Miller

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 Babbey, Stevig

 

Motion carried.

 

There was some discussion of Lake County’s shoe recycling program, of which the library is one of the largest contributors in the Wauconda area.

 

The weeding vs. the growth of the collection was discussed, and it was noted that items discarded because of damage are replaced as necessary.

 

The Friends’ plan to participate in the Farmers Market this year  was discussed, as well as their plan to sell paperbacks and serve ice cream at the library’s summer concerts.  Visitor Mike Doehler (Vice President of the Friends of the Library) noted that the Friends’ annual book sale would be earlier this year than in the past and is scheduled for September 29 through October 2.

 

Suggestions from the Suggestion Box were discussed briefly.   Topics discussed include: the expanded book shelves in Children’s Services and the need to turn large picture books on their sides; video game tournaments at the library; cupcake programs; the need for an additional handicapped parking space and the plan to do this when the parking lot is restriped after seal-coating.

 

Mr. Kern reported that he is working on the FY2011/2012 budget and would provide a tentative spending plan at the July 11 board meeting so that several summer projects (i.e., the painting of the building and the Windows 7 upgrade) could proceed before the final budget is approved in August.

 

Mr. Kern recommended that Featherstone, Inc. be hired to serve as the library’s project manager for the exterior paint project.  He said that the project would be put out for bid and that Featherstone had served the library well in past projects as owner’s rep.  It was agreed that Featherstone would be hired and he would serve as the owner’s rep.

 

The status of the library system merger was discussed briefly.  Mr. Kern noted that he would be attending an informational meeting at NSLS later that week and would report back.

 

Dr. Johnson made a motion seconded by Mrs. Hughes that the meeting be adjourned. Voice vote.  All in favor.  Motion carried.

 

The meeting adjourned at 8:30 p.m.

 

Approved ____________________

 

________________________________                    ________________________________

President                                                                     Secretary

 

Minutes - Regular Board Meeting - May 9, 2011



WAUCONDA AREA PUBLIC LIBRARY DISTRICT

 

BOARD OF LIBRARY TRUSTEES  REGULAR MEETING

 

May 9, 2011

 

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mrs. Babbey, Mrs. Hughes, Mrs. Hultquist, Dr. Johnson, Mr. Kosty, Mrs. Miller, and Mr. Stevig.  Trustees absent: none.  Staff present: Tom Kern (Library Director); Elizabeth Greenup (Head of Adult Services); Kathy Nielsen (Head of Circulation Services). One visitor was present: Mike Doehler (Vice President, Friends of the Library).

 

Mr. Kosty presided. 

 

Introductions were made for new library trustee Barbara Babbey.

 

Mrs. Hughes made a motion seconded by Dr. Johnson to approve the minutes of the April 11, 2011 meeting.  Voice vote.  All in favor.  Motion carried.

 

The current financial and budget reports were discussed.  Topics included: timing of the listing of the bills; purchase of a used desensitizer from Deerfield Public Library.

 

Mrs. Hultquist made a motion seconded by Dr. Johnson to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

 

Roll call vote

 

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 none

 

Motion carried.

 

Library usage statistics were discussed briefly.   Total circulation for April was 4% higher than in April, 2010.  Mr. Kern noted that DVD circulation had increased to a healthy level.  Circulation of foreign language circulation showed a significant increase.  Circulation of Kindles and Nooks is well underway.

 

Library director’s report was discussed.   Topics included: the time period covered by the director’s and departmental reports; the purchase of a hard-drive backup system for the new Polaris system (on order);  the Polaris contract negotiation; planning for the upgrading of the library’s computers from XP to Windows 7; library system merger, forming the Reaching Across Illinois Library System (RAILS) and the impact on the interlibrary and loan and reciprocal borrowing delivery system, as well as other system services such as professional networking; an overview of the library’s tax rate and extension for the coming year and the related impact of decreasing real estate values.

 

Mr. Kosty mentioned that a book had been donated to the library in memory of his wife Janet.

 

Suggestions from the Suggestion Box were discussed briefly.   Topics discussed include: the addition of a U.S.P.S. mailbox in the library parking lot; the use of cell phones in the library and the drafting of a new policy that will allow cell phone conversations in designated areas of the library; service to sixth graders as children or young adults; enforcement of the library’s behavior policy with respect to personal hygiene.

 

Mr. Kern explained the need for electing a treasurer, now that Mr. Crivello is no longer on the board.

 

Mrs. Hultquist made a motion seconded by Mr. Stevig to elect Mrs. Hughes as Secretary and Treasurer, effective immediately.

 

Roll call vote

 

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 none

 

Motion carried.

 

The election of officers was discussed. 

 

Mrs. Hultquist made a motion seconded by Mrs. Hughes to elect Mr. Kosty as President and Mrs. Miller as Vice President.

 

Roll call vote

 

YES:                                                   Babbey, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:                 none

 

Motion carried.

 

Mr. Stevig reported that he had heard a suggestion from a library patron that there be more programs for young children in the evening, in order to accommodate those families with mothers who work all day and cannot take advantage of the daytime programs.  Some discussion followed, and Mr. Kern said that he would follow up with the Head of Children’s Services.

 

Mrs. Babbey made a motion seconded by Mrs. Miller that the meeting be adjourned. Voice vote.  All in favor.  Motion carried.

 

The meeting adjourned at 8:45 p.m.

 

Dr. Johnson made a motion seconded by Mrs. Hughes that the meeting be adjourned. Voice vote.  All in favor.  Motion carried.

 

 

Approved ____________________

 

________________________________                    ________________________________

President                                                                     Secretary

 

Minutes - April 11, 2011

 

WAUCONDA AREA PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES  REGULAR MEETING

April 11, 2011

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mr. Crivello, Mrs. Hughes, Mrs. Hultquist, Dr. Johnson, Mr. Kosty, Mrs. Miller, and Mr. Stevig.  Trustees absent: none.  Staff present: Tom Kern (Library Director); Elizabeth Greenup (Head of Adult Services); Kathy Nielsen (Head of Circulation Services); Jan Staudemeyer (Head of Children’s Services). One visitor was present: Mike Doehler (Vice President, Friends of the Library).

Mr. Kosty presided. 

Mr. Crivello made a motion seconded by Mrs. Miller to approve the minutes of the March 14, 2011 meeting.  Voice vote.  All in favor.  Motion carried.

The current financial and budget reports were discussed.  Topics included: the annual cost of anti-virus and backup software support for the library’s computer network; purchase of computer supplies at Costco; a typo in the library director’s checking account report; DuPage Credit Union paycheck deductions; concrete parking lot bumpers.

Mrs. Hughes made a motion seconded by Mrs. Miller to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

Roll call vote

YES:                                                  Crivello, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:      none

Motion carried.

Library usage statistics were discussed briefly.   Total circulation for March was 2.4% higher than in March, 2010.  Reciprocal borrowing statistics were discussed briefly.

Library director’s report was discussed.   Topics included: the proposed Identity Protection Policy; write-in candidate for the two-year library trustee seat in the April 5 election; statements of economic interest; refund from North Suburban Library System for the library’s donation of 2010 to keep the van delivery system in operation until NSLS received the state funding owed them; Mr. Kern’s meeting with John Cargill about the proposed Douglas Glen senior housing development.

Mr. Kosty mentioned that a book had been donated to the library in memory of his wife Janet.

Suggestions from the Suggestion Box were discussed briefly. 

A Shakespeare program sponsored by the Wauconda Area Library at the Wauconda High Schools auditorium was discussed briefly.

There was some discussion of privacy of employee records with respect to the library’s LAN management consultants, and the need to ensure that they are aware of the library’s Identity Protection Policy.

For this month’s Trustee Training, Mr. Kern presented his recommendation to purchase Polaris as the library’s new integrated library system (ILS).  The process of migrating from the library’s existing system to the new system was discussed.  Mr. Kern noted that the four leading vendors had submitted demonstrated their systems to the library’s ILS search committee and submitted proposals, and that Polaris was ultimately the committee’s first choice.  Pricing and affordability were discussed in depth.

Mr. Stevig made a motion seconded by Dr. Johnson to approve the purchase of the Polaris integrated library system as proposed and to authorize the library director to take all actions necessary to finalize and implement the contract.

Roll call vote

YES:                                                  Crivello, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:      none

Motion carried.

Mr. Kern thanked the Board for their approval of Polaris and the  ILS Search Committee for their help in determining the best system for the Wauconda area Library.

There was some discussion of the proposed Identity Protection Policy Mr. Kern was recommending.  Several changes were suggested in order to clarify the policy.

Dr. Johnson made a motion seconded by Mrs. Hughes to adopt the Identity Protection Policy as presented and the Statement of Purpose for the Collection of Social Security Numbers as revised.

Roll call vote

YES:                                                  Crivello, Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                                     none

ABSTAIN:                                         none

ABSENT AND NOT VOTING:      none

Motion carried.

The Per Capita Grant award letter from Secretary of State Jesse White was discussed briefly.

Dr. Johnson made a motion seconded by Mrs. Hughes that the meeting be adjourned. Voice vote.  All in favor.  Motion carried.

The meeting adjourned at 9:05 p.m.

Approved May 9, 2011

 

March 14, 2011

WAUCONDA AREA PUBLIC LIBRARY DISTRICT

BOARD OF LIBRARY TRUSTEES  REGULAR MEETING

March 14, 2011

The meeting was held at the library at 7:30 p.m. with the following Library Trustees present: Mrs. Hughes, Mrs. Hultquist, Dr. Johnson, Mr. Kosty, Mrs. Miller, and Mr. Stevig.  Trustees absent: Mr. Crivello.  Staff present: Tom Kern (Library Director); Kathy Nielsen (Head of Circulation Services); Jan Staudemeyer (Head of Children’s Services);  Terri Suda (Adult Services Programming Coordinator). One visitor was present: Mike Doehler (Vice President, Friends of the Library).

Mr. Kosty presided. 

Dr. Johnson made a motion seconded by Mrs. Hughes to approve the minutes of the February 14, 2011 meeting.  Voice vote.  All in favor.  Motion carried.

The current financial and budget reports were discussed.  Topics included: renewal of the electricity and natural gas cooperative agreement; a bookkeeping question about a transaction in the library director’s checking account;

Mrs. Hughes made a motion seconded by Mr. Stevig to pay the bills as presented and to transfer sufficient funds from the Investment Pool into the checking account.

Roll call vote

YES:                                       Hughes, Hultquist, Johnson, Kosty, Miller, Stevig

NO:                                         none

ABSTAIN:                                 none

ABSENT AND NOT VOTING:      Crivello

Motion carried.

Library usage statistics were discussed briefly.   Mr. Kern noted that circulation was down slightly because of the closing in early February due to the snow emergency.

Library director’s report was discussed.   Topics included: the drafting of an Identity Protection Policy planned for approval at the April 11 board meeting.

Mr. Kern reported that the developers of the proposed 128-unit Douglas Glen senior community were planning to make a brief presentation at the April 11 board meeting.

Mr. Kern noted the success of the District 118 student art exhibition

Suggestions from the Suggestion Box were discussed briefly.  It was noted that not all materials that are suggested are purchased, but that the library often does purchase older video titles to replace those that are worn out or that have recently become available on DVD or Blu-ray.  The library’s practice with respect to special displays honoring particular national celebration months, such as Black History Month or Women’s History Month, was discussed.

Mr. Kern discussed the electrical work planned for the Quiet Study Room.

March incidents were discussed.

Mr. Kern presented a Trustee Training session covering the library’s search for a new integrated library system (ILS).  He reported that the four vendors being considered (Innovative Interfaces, Polaris, SirsiDynix, and The Library Corporation) had presented demos at the library.  He noted that he and the Management Team were serving as a selection committee and the final choice would be a group decision.  He noted also that an important part of this process involved contacting existing customers of each of the systems to get their feedback with respect to their experiences with these vendors.  Mr. Kern said that he planned to present the committee’s final recommendation at the April 11 board meeting for board approval.

Mr. Stevig reported that the Personnel and Salary Committee had met March 7 to discuss personnel budget issues and the library director’s annual performance review.  Some discussion followed.  Mr. Kern reported on the results of a survey of how the other NSLS libraries handle compensation for Sunday hours, along with the various positive aspects of establishing this new policy.

Mr. Stevig made a motion seconded by Dr. Johnson that staff working Sunday hours be paid straight time rather than time-and-a-half, effective July 1, 2011.

Roll call vote

YES:                      Hughes, Hultquist, Johnson, Kosty, Miller, Stevig
NO:                        none
ABSTAIN:                none
ABSENT AND NOT VOTING:     Crivello

Mr. Stevig made a motion seconded by Mrs. Hughes that the average pay increase for library staff in the coming fiscal year (FY2011/2012) be set at 1.9 percent.

Roll call vote

YES:                                       Hughes, Hultquist, Johnson, Kosty, Miller, Stevig
NO:                                        none
ABSTAIN:                               none
ABSENT AND NOT VOTING:     Crivello

Dr. Johnson made a motion seconded by Mr. Stevig that the meeting go into executive session to discuss the library director’s annual review.  Voice vote.  All in favor.  Motion carried.

Executive Session

Dr. Johnson made a motion seconded by Mr. Stevig to come out of executive session.  Voice vote.  All in favor.  Motion carried.

Mr. Stevig made a motion seconded by Dr. Johnson that the library director’s salary be increased by 1.9 percent, effective as of his employment anniversary date. 

 Roll call vote

YES:                                       Hughes, Hultquist, Johnson, Kosty, Miller, Stevig
NO:                                          none
ABSTAIN:                                 none
ABSENT AND NOT VOTING:     Crivello

There was some discussion of the timing of the election and the April and May board meetings.  Mr.

Kern noted that the counties will not have canvassed the results of the election until after the April 11 board meeting, and that the May board meeting would be the first meeting at which elected trustees would official start serving their new terms.

The question of which trustee would serve as Treasurer after Mr. Crivello finishes out his term was discussed.  Mr. Crivello’s last meeting would be the meeting of April 11, 2011.  The responsibilities of the Treasurer were discussed.  It was determined that Mrs. Hughes would probably serve as Secretary and Treasurer in the coming year, and that Mr. Kern would determine whether or not there is any legal reason why a single trustee could not serve as both.

Mrs. Hultquist made a motion seconded by Mrs. Hughes that the meeting be adjourned. Voice vote.  All in favor.  Motion carried.

The meeting adjourned at 8:55 p.m.