Warren-Newport Public Library District Lake County, Illinois Board of Trustees Laurie Styrcula, President Ronald J. Friedman Mary Ann Bretzlauf, Vice-President Robert H. Diehl, Sr. Steven J. Weinberg, Treasurer Andrea Farr Capizzi Jo Beckwith, Secretary Regular Meeting March 19, 2013 McCullough Board Room Call to Order President Styrcula called the meeting to order at 7:00 p.m. Trustees present: Beckwith, Bretzlauf, Diehl, Farr Capizzi, Styrcula, and Weinberg Trustees absent: Friedman Also present: Executive Director Stephen Bero, Recording Secretary Celia Ornelas, Noreen Reese and Pete Zaragoza Pledge of Allegiance President Styrcula led those present in the Pledge of Allegiance. Reading of Mission Statement Vice President Bretzlauf read the Mission Statement aloud. Consent Agenda for: a) Secretary’s Report: Approval of minutes as received or corrected i. Regular meeting of February 19, 2013 ii. Executive session of regular meeting of February 19, 2013, to remain closed to the public b) Financial Statements for February 2013 c) Executive Director’s Report for March 2013 d) Patron Suggestions for February 2013 e) Policy 3015 Materials Selection f) Policy 3070 Food Allergies Secretary Beckwith removed item a) ii. Executive session of regular meeting of February 19, 2013, to remain closed to the public from the consent agenda. Treasurer Weinberg removed item f) Policy 3070 Food Allergies from the consent agenda. Secretary Beckwith moved that the Consent Agenda items a) i., b) c) d) and e) be approved as presented. The motion carried on a roll call vote as follows: Ayes: Styrcula, Diehl, Weinberg, Bretzlauf, Beckwith, Farr Capizzi Absent: Friedman Item(s) removed from consent agenda President Styrcula recommended that Policy 3070 Food Allergies be discussed in the Policy Work part of the agenda under New Business, Item e. Secretary Beckwith will present the minutes for February 19, 2013 Executive Session at the April Board meeting. President’s Report Reports of Other Trustees Trustee Farr Capizzi enjoyed the Stop by for Pie event for Staff Appreciation Day and thanked the Board for approving the expenditure. President Styrcula expressed her appreciation to all the trustees who were involved with the Staff Appreciation Day and commended Chair Beckwith for a job well done. Vice President Bretzlauf met with the Secretary of the Grayslake Area Public Library District Board of Trustees to talk about libraries and library boards. She also attended a board meeting at Waukegan Public Library. Correspondence, Communications, and public comments President Styrcula passed around the monthly graphic report of the Library. a. Written: i. Memoranda from attorney Roger Ritzman - None ii. Other Executive Director Bero received a comment from a patron related to our Policy 3070 Food Allergies. President Styrcula was thrilled to receive many appreciation notes from staff members for the President’s Dinner. President Styrcula shared a thank you note from the staff in appreciation of the Slice of Pie event. b. Public comments Deputy Director Reese stated that the staff did really appreciate the pies. There were many comments on the wonderful variety of pies that were served. Pete Zaragoza, Trustee of the Waukegan Public Library and Chair of its Governance Committee, attended the meeting. He is looking into training for their board members. One of their ideas is to visit other libraries and other library board meetings to learn more about how local library boards conduct business. President Styrcula welcomed Pete Zaragoza. E.D.Bero was directed by the Board to provide a link to the RAILS directory of library board meetings. Approval of bills payable and payrolls Trustee Weinberg moved that the bills payable for March 2013 and payrolls for February 2013 be approved for payment. The motion carried on a roll call vote as follows: Ayes: Farr Capizzi, Beckwith, Bretzlauf, Styrcula, Diehl, Weinberg Absent: Friedman Reports of Committees a. Policy – Meeting of March 4, 2013 b. Building & Grounds - Meeting of March 14, 2013 c. Finance- Meeting of March 14, 2013 d. Personnel- Meeting of March 11, 2013 e. Art Acquisition- Meetings of February 18, March 4, and 12, 2013 f. Ad hoc Committee for Board Self-Evaluation- Meeting of March 11, 2013 This report was corrected to show the attendance of Trustee Bretzlauf rather than Trustee Beckwith. Progress report on the long-range plan Executive Director Bero gave an oral update. New Business a. Demo of Nook e-reader. Executive Director Bero invited Deputy Director Noreen Reese to give a hands-on presentation on the new Nook E-readers. She also mentioned that Zinio is almost ready to go. iPads with apps for kids should be ready for in-house use in April. Thanks to the Friends of the Library for doing the research, putting this all together and funding it. b. Extension of contract with auditor McClure, Inserra & Co. Trustee Farr Capizzi moved that the Board engage the auditing firm McClure, Inserra & Co., Chtd., to perform the audit of the financial statement for the fiscal year ending June 30, 2013, according to the terms set forth in the firm’s engagement letter dated February 1, 2013. Treasurer Weinberg and Trustee Farr Capizzi gave details. The motion carried on a roll call vote as follows: Ayes: Diehl, Bretzlauf, Farr Capizzi, Weinberg, Beckwith, Styrcula Abstain: Friedman c. Library’s participation in “Light It Up Blue” Autism Awareness Day, April 2, 2013. Executive Director Bero gave information. Vice President Bretzlauf moved that the Library participate in “Light It Up Blue” Autism Awareness Day, April 2, 2013. The motion carried on a roll call vote as follows: Ayes: Beckwith, Bretzlauf, Farr Capizzi, Styrcula, Weinberg, Diehl Absent: Friedman Vice President Bretzlauf thanked the Board members and appreciated their support. President Styrcula deferred agenda item on technology use by the Board to the discussion on Trustee Development to follow. Trustee Diehl left the meeting at 7:54 p.m. Trustee Diehl returned to the meeting at 7:59 p.m. d. Trustee Development: President Styrcula gave an update. President Styrcula distributed a Board training budget and expense report YTD with a breakdown by Trustee. She commented on the money left in the training budget. She asked for ideas about acquiring any technology or resources with money left in the budget. She suggested the idea of purchasing an external hard drive to contain board packets and board documents. The Board of Trustees requested that a trustee development financial report be provided quarterly. The Board of Trustees requested that Executive Director Bero compile a list of the print resources in the administration department that are available to the Board. i. Attendance by Laurie Styrcula and one other trustee at the Annual LACONI Trustee Banquet, April 19, 2013, Addison, IL Secretary Beckwith moved that the board send President Styrcula and one other trustee to the Annual LACONI Trustee Banquet, April 19, 2013, Addison, IL. The motion carried on a roll call vote as follows: Ayes: Farr Capizzi, Styrcula, Diehl, Weinberg, Bretzlauf, Beckwith Absent: Friedman Trustees were asked to contact E.D. Bero if they are interested in attending. Trustee Farr-Capizzi expressed interest but indicated she would pay her own way if attending. ii. Attendance by Mary Ann Bretzlauf at National Library Legislative Day, May 7-8, 2013, Washington, D.C. Trustee Farr Capizzi moved that the Board allocate $400.00 from the Trustee Development budget to Vice President Bretzlauf to defer her costs for attending the National Library Legislative Day, May 7-8, 2013 in Washington, D.C. The motion carried on a roll call vote as follows: Ayes: Weinberg, Bretzlauf, Styrcula, Farr Capizzi, Beckwith, Diehl Absent: Friedman e. Policy work: new fiscal policies i. Policy 2003 Fund Balance Secretary Beckwith provided information. Treasurer Weinberg and Trustee Farr Capizzi gave details. Secretary Beckwith moved that the Board adopt policy 2003 Fund Balance as presented. The motion carried on a roll call vote as follows: Ayes: Beckwith, Styrcula, Diehl, Weinberg, Bretzlauf, Farr Capizzi Absent: Friedman ii. Policy 2007 Debt Treasurer Weinberg and Trustee Farr Capizzi gave details. Secretary Beckwith moved that the Board adopt policy Policy 2007 Debt as presented. The motion carried on a roll call vote as follows: Ayes: Beckwith, Styrcula, Diehl, Weinberg, Friedman, Bretzlauf, Farr Capizzi Absent: Friedman iii. Policy 2013 Audit Secretary Beckwith moved that the Board adopt Policy 2013 Audit with additional sentence “The outgoing auditing firm is prohibited from being reengaged for a period of eight years.” The motion carried on a roll call vote as follows: Ayes: Beckwith, Styrcula, Weinberg, Bretzlauf, Farr Capizzi Nays: Diehl Absent: Friedman iv. Policy 3070 Food Allergies Treasurer Weinberg gave an explanation. Secretary Beckwith moved that the Board defer Policy 3070 Food Allergies to April Board meeting. The motion carried on a roll call vote as follows: Ayes: Beckwith, Styrcula, Diehl, Weinberg, Friedman, Bretzlauf, Farr Capizzi Nays: Weinberg Absent: Friedman The Board of Trustees asked E.D.Bero to obtain information from staff and other libraries regarding this issue and to present prior to April board meeting. f. Closing of the lLibrary for staff development day, Friday May 10, 2013. Vice President Bretzlauf moved that the Library be close on Friday, May 10, 2013, for a day-long in-service training in emergency procedures. The motion carried on a roll call vote as follows: Ayes: Diehl, Weinberg, Beckwith, Friedman, Farr Capizzi, Bretzlauf, Styrcula Absent: Friedman g. Call for special meeting of the Board as Personnel Committee of the Whole. President Styrcula gave an overview. President Styrcula moved that the entire Board meet to discuss the Executive Director Evaluation process. The motion carried on a roll call vote as follows: Ayes: Styrcula, Diehl, Farr Capizzi, Weinberg, Beckwith, Bretzlauf Absent: Friedman E.D.Bero will send out a Doodle meeting invitation by the end of the week. Trustees are to respond within 7 days or earlier, and President Styrcula will then select a date and notify trustees. Agenda items for April regular meeting . Legislative update . Zinio presentation Executive Director Bero showed the 12-month forecast spreadsheet, which is in the beginning stage of development. Trustees should send items for possible inclusion to Executive Director Bero. Trustee Diehl left the meeting at 9:01 p.m. Trustee Diehl returned to the meeting at 9:05 p.m. Public Forum Trustee Pete Zaragoza from Waukegan Public Library shared some observations. Executive session to consider the performance of a specific employee [5 ILCS 120/2.(c)(1)] President Styrcula moved that the Board enter into executive session to consider the performance of the Executive Director. The motion carried on a roll call vote as follows: Ayes: Bretzlauf, Farr Capizzi, Styrcula, Diehl, Beckwith, Weinberg Absent: Friedman Executive session started at 9:1306 p.m. Action as a result of considering the performance of a specific employee Open session resumed at 9:54 p.m. President Styrcula asked that E.D.Bero defer from presenting his projects template until the April meeting. Trustee Beckwith volunteered to draft an updated Committee form and a create a new Actionable Items form to be used at Board meetings. Announcements a. By the chair: i. Communications to the public ii. Upcoming calendar 1. Next regular Board meeting: Tuesday, April 16, 2013, 7:00 p.m. 2. Next Committee meetings: a. Finance – Thursday, April 11, 2013, 7:45 p.m. b. Personnel – TBD A Doodle invite will be sent by end of the week. c. Policy – Tuesday, April 9, 2013, 7:00 p.m. d. Building and Grounds –Thursday, April 11, 2013, 7:00 p.m. e. Art Acquisition - Monday, April 8, 2013, 6:30 p.m. Trustee Bretzlauf asked that all Board members to attend if at all possible. f. Ad hoc Board Self-Evaluation – TBD President Styrcula will contact Trustee Friedman and ask him to select a date. 3. Other dates: a. Consolidated Election – Tuesday, April 9, 2013 b. LACONI Annual Trustee Banquet – Friday, April 19, 2013 c. National Library Legislative Day, Tuesday and Wednesday, May 7-8, 2013, Washington D.C. b. By other Trustees or the Executive Director Adjournment Vice President Bretzlauf moved that the meeting be adjourned. The motion carried on a voice vote. President Styrcula adjourned the meeting at 10:14 p.m. Jo Beckwith Secretary Approved:__________ Recording Secretary Celia G. Ornela