Warren-Newport Public Library District Lake County, Illinois Board of Trustees Susan K. Niemi, President Ronald J. Friedman Thomas J. Colwell, Vice-President Nancy Jackson Steven J. Weinberg, Treasurer Laurie Styrcula Nancy E. Sheldon, Secretary Regular Meeting May 18, 2010 Call to Order President Niemi called the meeting to order at 7:04 p.m. Trustees present: Colwell, Jackson, Niemi, Sheldon, Styrcula, and Weinberg Trustees absent: Friedman Also present: Director Stephen Bero, Recording Secretary Mary Thacker, WNPL Staff Kristin Arnold, Sandra Beda, Kathie Fifer, Jan Marsh, Paula Pena, Noreen Reese, and Patty Sawin; Monica Gruse-Hartman and Don McKay of Nagle Hartray Architects; Jim Dyer and Steve Bruszer of Berglund Construction; and resident Tom Stiles. Pledge of Allegiance President Niemi led those present in the Pledge of Allegiance. Approval of Consent Agenda for: a) Secretary’s Report: Approval of minutes as received or corrected: i. Regular meeting of April 20, 2010, as received. b) Acceptance of Financial Statements for April 2010. c) Acceptance of the Director’s Report for May 2010. d) Acceptance of the Patron Suggestions for April 2010. e) Approval of developer donation agreement with Barron Development LLC. Trustee Weinberg moved and Trustee Jackson seconded a motion to approve Items (a) through (e) of the Consent Agenda. The motion carried on a roll-call vote as follows: Ayes: Jackson, Niemi, Sheldon, Styrcula, and Weinberg Abstain: Colwell Absent: Friedman President’s Report President Niemi attended the Personnel, Policy, Building and Grounds, and Finance Committee meetings this month, as well as the Sunday (5/16) public meeting to review the building project. President Niemi thanked Don McKay of Nagle Hartray Architects for presenting the project so well. Reports of Other Trustees a. LACONI TRUSTEE/Librarian Dinner, May 7, 2010 Trustee Styrcula attended the LACONI Annual Dinner along with Trustee Friedman and Director Bero. She reported that there were many opportunities for networking, and our building project was a popular item of discussion. The library and Board were lauded for their conservative use of funds to allow this project and also for the great (AA+) Bond rating from S&P. b. Other i. India Fun Fair – Saturday, April 24, 2010 Trustee Friedman provided a written report on his attendance at this event. ii. Everyday Life and Culture in India – Thursday, April 29, 2010 Trustee Styrcula attended this adult program presented by Seema Gandhi. She reported the event was well received and everyone involved did a good job. iii. Volunteer Recognition Luncheon – Wednesday, May 5, 2010 Trustee Styrcula attended the Volunteer Recognition Luncheon and reported it was well done and the Volunteers seemed pleased with the pins given for hours of service to the library. Trustees Friedman and Sheldon also attended the luncheon. Correspondence, communications, and public comments. a. Written: Memoranda from attorney Roger Ritzman. There were no memoranda from Attorney Ritzman; however, it was noted that he did attend Sunday’s public meeting for the building project. b. Recognition of visitors and public comments President Niemi did not recognize any visitors. Director Bero announced that, as shown on the monthly photo montage provided to the Board, Diane Braun received the MECS Award on behalf of WNPL from the Warren Township High School Environmental Group. Treasurer's Report Trustee Weinberg moved and Trustee Colwell seconded a motion that the bills payable for May 2010 and payrolls for April 2010 be approved for payment. The motion carried on a roll-call vote as follows: Ayes: Colwell, Jackson, Niemi, Sheldon, Styrcula, and Weinberg Absent: Friedman Reports of Standing Committees Policy Meeting of May 11, 2010 Trustee Sheldon provided an oral report of the committee meeting, indicating that the new policy would be discussed later in the meeting. Building & Grounds Meeting of May 10, 2010 Trustee Styrcula provided an oral update of the committee meeting. Finance Meeting of May 10, 2010 Trustee Weinberg provided an oral report of the committee meeting, adding that the proposals on investment of the Bond funds would be discussed later in the meeting. He also commented the focus on fund-raising will increase. Personnel Meeting of May 11, 2010 President Niemi provided an oral update of the committee meeting. Trustee Development Meeting of May 6, 2010 Trustee Styrcula provided an oral report of the committee meeting. President requested that all Trustees check their calendars and email Director Bero with their first and second choice for September dates for speakers for Trustee Technology Training. Progress Report on the long-range plan Director Bero briefly reviewed the fact that the current building program will be taking care of necessary capital improvements. He also noted the fund-raising opportunities provided by the Board’s approval of the Naming Policy, which will be discussed later in the meeting. New Business a. Investment of bond proceeds Following discussion, Trustee Weinberg moved and Trustee Colwell seconded a motion to authorize Director Bero to work with Fifth Third Bank to invest our Bond proceeds in a very safe vehicle. The motion carried on a roll-call vote as follows: Ayes: Colwell, Jackson, Niemi, Styrcula, and Weinberg Abstain: Sheldon Absent: Friedman b. Update on building project Don McKay and Monica Gruse-Hartman of Nagle Hartray presented two options for flooring, ceiling, and wall treatments for the building project. Following discussion, the consensus of the Board was Option B, and Don will return to next month’s meeting with further information/options. c. Approval of amendment to the professional services agreement with Nagle Hartray Trustee Styrcula moved and Trustee Colwell seconded a motion that the Board approve the Amendment to the Professional Services Agreement with Nagle Hartray Danker Kagan McKay Penney Architects Ltd. for additional services and compensation as shown in the Amendment. The motion carried on a roll- call vote as follows: Ayes: Colwell, Jackson, Niemi, Sheldon, Styrcula, and Weinberg Nays: None Absent: Friedman d. Trustee Development: Presentation by Sandy Beda and Kathie Fifer on the new Overdrive download station The Trustees accompanied Sandy Beda and Kathie Fifer to the new Overdrive download station for a demonstration. e. Budget for fiscal year 2010-2011: Initial Revenue Projections Director Bero provided the Board with the initial revenue projections for fiscal year 2010-2011. The monies expected from the per capita grant will not be included as revenue, as confidence in actually receiving these funds from the State of Illinois is absent. The full budget will be presented to the Board in June. f. Policy Work: New Policy 4018 Naming Facilities, first reading. Trustee Weinberg moved and Trustee Colwell seconded a motion that Policy 4018, Naming Facilities, be approved as presented. The motion carried on a roll-call vote as follows: Ayes: Colwell, Jackson, Niemi, Sheldon, Styrcula, and Weinberg Nays: None Absent: Friedman g. Fate of the North Suburban Library System and van delivery services Director Bero led the discussion of the fate of the North Suburban Library System. The Board was informed that WNPL will be contributing $2,661.00 as our percentage share to provide van service for the months of June, July, and August 2010. Public Forum There was no public forum. Announcements a. By the chair: i. Communications to the public – none ii. Upcoming calendar 1. Next regular Board meeting: Tuesday, June 15, 2010, 7:00 p.m. NOTE: Vice President Colwell will be leading the June Board meeting as President Niemi will be absent. 2. Next Committee meetings: a. Finance – June 10, 2010, 8:00 p.m. b. Personnel – May 25, 2010, 6:00 p.m. c. Policy – May 25, 2010, 7:00 p.m. d. Building and Grounds – June 10, 2010, 7:00 p.m. e. Trustee Development – June 8, 2010, 7:00 p.m. Adjournment Trustee Jackson moved and Trustee Colwell seconded the motion to adjourn the regular meeting. The motion carried on a voice vote. President Niemi adjourned the meeting at 9:07 p.m. Respectfully submitted, Nancy E. Sheldon Secretary Mary Ann Thacker Recording Secretary /mt