Mary Ann Bretzlauf, President Ronald J. Friedman Socrates Rivers, Vice-President Robert H. Diehl, Sr. Andrea Farr Capizzi, Treasurer Ravisankar Kondin Jo Beckwith, Secretary Regular Meeting July 16, 2013 McCullough Board Room Call to Order Vice President Rivers called the meeting to order at 7:05 p.m. Trustees present: Beckwith, Diehl, Farr Capizzi, Friedman, and Rivers Trustees absent: Bretzlauf, Kondin Also present: Executive Director Stephen Bero, Recording Secretary Celia Ornelas, Noreen Reese, Kevin Getty, Lauren Chilvers, Jan Marsh, Paula Pena, Jeremy Tucker, Max Mest, Carol Brandon, Doug Wideburg, Melissa Ceisel, Gerardo A. Ornelas, and Consultants Dan and Sarah Armstrong Pledge of Allegiance Trustee Diehl led those present in the Pledge of Allegiance. Reading of Mission Statement Vice President Rivers read the Mission Statement aloud. Executive session to discuss the minutes of a closed meeting [5 ILCS 120/2 (c) (21) Vice President Rivers moved and Secretary Beckwith seconded a motion that the Board enter into Executive session to discuss the minutes of the meeting of the Board Self Evaluation Committee on July 1, 2013. The motion carried on a roll call vote as follows: Ayes: Beckwith, Friedman, Rivers, Farr Capizzi, Diehl Absent: Kondin, Bretzlauf Executive Session: 7:08 p.m. Reconvene Open session: 7:20 p.m. Action as a result of the executive session to discuss the minutes of a closed meeting. Secretary Beckwith moved and Vice President Rivers seconded that the Board discard the results of the last Board self evaluation made on April 26, 2013. The motion carried on a roll call vote as follows: Ayes: Diehl, Beckwith, Rivers, Farr Capizzi Nays: Friedman Absent: Bretzlauf, Kondin Trustee Friedman moved and Secretary Beckwith seconded a motion that the Board accept the resignation of Trustee Friedman as Chair of the Ad Hoc Board Self Evaluation Committee effective immediately. The motion carried on a roll call vote as follows: Ayes: Beckwith, Farr Capizzi, Rivers Nays: Diehl Abstain: Friedman Absent: Bretzlauf, Kondin Consent Agenda for: a. Secretary’s Report: Approval of minutes as received or corrected i. Regular meeting of April 16, 2013, corrected ii. Regular meeting of June 18, 2013 iii. Executive session of June 18, 2013, to remain closed to the public b. Financial Statements for June 2013 c. Executive Director’s Report for July 2013 d. Patron Suggestions for June 2013 e. Ordinances: i. Ordinance 2013/2014-1 Building, Sites & Maintenance Levy ii. Ordinance 2013/2014-2 Non Resident Library Card Program f. Policy Work: i. Revised Policy 1007 Emailing Communication among Trustees ii. Revised Policy 3030 Programing iii. Revised Policy 4025 Public and Community Relations iv. Revised Policy 4030 Freedom of Information Act Trustee Farr Capizzi moved and Secretary Beckwith seconded a motion that the Board accept the Consent Agenda as presented. The motion carried on a roll call vote as follows: Ayes: Farr Capizzi, Rivers, Beckwith Abstain: Diehl, Friedman Absent: Kondin, Bretzlauf President’s Report - None. Reports of Other Trustees Trustee Diehl had the idea of changing the Library address to “Bookhaven” Road. This will be referred to the Building & Grounds Committee. Correspondence, Communications, and public comments a. Certificate of Appreciation from Project Head Start Executive Director Bero passed around the original Certificate of Appreciation from the Head Start Program in honor of the work of WNPL librarian Janet Colwell. b. Written: i. Memoranda from attorney Roger Ritzman - None ii. Other Vice President Rivers recognized staff for articles in newspapers during this month. He read the thank you letter to Carol Brandon, Head of Outreach Services, composed by President Bretzlauf for her department’s service to our patrons while the bookmobile is off road. He also presented the monthly collage of programs. c. Introduction of new employees: Jeremy Tucker, Systems Administrator; and Max Mest, Facilities Maintenance Technician. Executive Director Bero asked Kevin Getty, Head of Technology and Facilities, to introduce Jeremy Tucker and Max Mest to the Board. d. Public comments - None Approval of bills payable and payrolls Trustee Farr Capizzi moved and Trustee Diehl seconded that the bills payable for July 2013 and payrolls for June 2013 be approved for payment. The motion carried on a roll call vote as follows: Ayes: Rivers, Diehl, Farr Capizzi, Beckwith Abstain: Friedman Absent: Bretzlauf, Kondin Reports of Committees a. Policy – Meeting of July 10, 2013 b. Building & Grounds - Meeting of July 10, 2013 Vice President Rivers gave an oral update. c. Finance - Meeting of July 08, 2013 d. Personnel - No meeting e. Art Acquisition - Meeting of July 1, 2013 f. Board Self Evaluation - Meeting of July 1, 2013 Trustee Friedman moved and Trustee Diehl seconded a motion that any Trustee in any Board meeting who gives the finger to another trustee be asked to leave that meeting. The motion failed on a roll call vote as follows: Ayes: Diehl, Friedman Abstain: Beckwith, Farr Capizzi, Rivers Absent: Bretzlauf, Kondin Long-range plan. Progress Report. None. Fundraising report: Presentation by Lauren Chilvers, Development Officer. Executive Director Bero introduced Lauren Chilvers. Lauren Chilvers gave an oral presentation and distributed a written report. New Business a. Presentation by consultants Sarah and Dan Armstrong on community library usage assessment Trustee Friedman moved and Trustee Diehl seconded a motion that the Board will go for the distribution method to be used for- the Board focus group. The motion failed on a roll call vote as follows: Ayes: Friedman Nays: Beckwith, Farr Capizzi Abstain: Diehl, Rivers Absent: Bretzlauf, Kondin Secretary Beckwith moved and Vice President Rivers seconded a motion that the Board do an in person focus group instead of a written survey. The motion carried on a roll call vote as follows: Ayes: Beckwith, Diehl, Farr Capizzi, Rivers Nays: Friedman Absent: Bretzlauf, Kondin The Board Focus group will be conducted at a special Board meeting. Executive Director Bero will conduct a poll for availability of the Trustees. b. Requirements for the Per Capita Grant Trustee Diehl left the meeting room at 8:17 p.m. Trustee Diehl returned at 8:21 p.m. Treasurer Farr Capizzi moved and Secretary Beckwith seconded a motion that the Board approve Executive Director Bero’s recommendation to use a SWOT analysis for the Per Capita Grant, with a first draft to be brought to the August Board meeting and a completed document to be brought to the September Board meeting. The motion carried on a roll call vote as follows: Ayes: Beckwith, Diehl, Farr Capizzi, Rivers Nays: Friedman Absent: Bretzlauf, Kondin c. Revised working Budget fiscal year 2013-2014 Doug Wideburg gave an explanation of the revised Budget. Treasurer Farr Capizzi moved and Vice President Rivers seconded that the working budget for fiscal year 2013-2014 be adopted. The motion carried on a roll call vote as follows: Ayes: Friedman, Beckwith, Rivers, Diehl, Farr Capizzi Absent: Bretzlauf, Kondin d. Ordinance 2013-2014-3: Tentative Annual Budget and Appropriations Vice President Rivers moved and Treasurer Farr Capizzi seconded that the Board adopt Ordinance 2013-2014-3, Tentative Annual Budget and appropriations for fiscal year 2013-2014. The motion carried on a roll call vote as follows: Ayes: Beckwith, Rivers, Farr Capizzi Nays: Diehl Abstain: Friedman Absent: Bretzlauf, Kondin e. Setting the public hearing for the annual budget and appropriations. Treasurer Farr Capizzi moved and Secretary Beckwith seconded that the Public Hearing for the Annual Budget & Appropriations be set for Tuesday, September 17, 2013, at 6:45 p.m. in the McCullough Board Room. The motion carried on a roll call vote as follows: Ayes: Rivers, Farr Capizzi, Friedman, Beckwith Abstain: Diehl Absent: Bretzlauf, Kondin f. New Policy 3057 Art Collection Secretary Beckwith moved and Vice President Rivers seconded that the Board adopt Policy 3057 Art Collection as written. The motion carried on a roll call vote as follows: Ayes: Farr Capizzi, Beckwith, Rivers Nays: Diehl, Friedman Absent: Bretzlauf, Kondin g. Jigsaw: Library/community partnerships such as those developed by the Skokie Public Library Vice President Rivers moved and Secretary Beckwith seconded a motion that the Board move the Jigsaw to next Board meeting. The motion carried on a roll call vote as follows: Ayes: Beckwith, Farr Capizzi, Friedman, Rivers Nays: Diehl Absent: Bretzlauf, Kondin h. Audiotaping board meetings Trustee Friedman moved and Trustee Diehl seconded that the Board make audiotape transcripts of board meetings available on the web site. The motion failed on a roll call vote as follows: Ayes: Friedman, Diehl Nays: Farr Capizzi, Beckwith, Rivers Absent: Bretzlauf, Kondin XVI. Agenda items for August 2013 regular meeting a. Illinois Public Library Annual Report b. Presentations on investment of Library funds by PMA c. Requirements for Per Capita Grant, continued d. Executive Director’s midyear performance evaluation e. Other Trustee Friedman moved and Trustee Diehl seconded a motion that the Board add change the Library’s mission statement to next month’s agenda. The motion failed on a roll call vote as follows: Ayes: Friedman, Diehl Nays: Rivers, Beckwith, Farr Capizzi Absent: Bretzlauf, Kondin Treasurer Farr Capizzi drew everybody’s attention to the handout about PMA from the Finance Committee. She asked that Trustees read it in preparation for the August meeting. Public Forum. None. Announcements a. By the chair: i. Communications to the public ii. Upcoming calendar 1. Next regular Board meeting: Tuesday, August 20, 2013, 7:00 p.m. 2. Next Committee meetings: a) Finance – Thursday, August 15, 2013, 8:00 p.m. b) Personnel – Monday, July 22, 2013, 7:00 p.m. c) Policy – Tuesday, August 13, 2013, 5:30 p.m. d) Building and Grounds – Thursday, August 15, 2013, 7:00 p.m. e) Art Acquisition – Monday, July 29, 2013, 6:30 p.m. f) Ad hoc Board Self Evaluation – No meeting 3. Other dates: a) Dominican University Trustee Training – Saturday, August 3, 2013 (Gail Borden Public Library) b) Gurnee Days, August 8-11, 2013. i. Testimonial Dinner – Thursday, August 8, 2013, Midlane Country Club ii. Gurnee Days Parade - Sunday, August 11, 2013, Gurnee b. By other trustees or the director i. Executive Director’s Biennial Trustee Appreciation Dinner - TBD ii. Other Adjournment Treasurer Farr Capizzi moved and Vice President Rivers seconded the motion that the meeting be adjourned. The motion carried on a voice vote. Vice President Socrates adjourned the meeting at 9:05 p.m. Jo Beckwith Secretary Approved: __________ Celia G. Ornelas Recording Secretary