Warren-Newport Public Library District Board of Trustees Committee of the Whole Report August 4, 2015 Date and Location of Meeting: Tuesday, August 4, 2015, McCullough Board Room Members Attending: Nancy Sheldon, George Kotsinis, Sue Niemi, Bob Diehl, Andrea Farr Capizzi, Jo Beckwith, Ryan Livergood Also Attending: Noreen Reese, Carol Brandon Public Comment: None FINANCE COMMITTEE OF THE WHOLE: Tom Colwell arrived at 7:12. The June 30, 2015, year-to-date financial statements were discussed. They will reflect donations for specific purposes as temporarily restricted fund balance on the June 30, 2015, and on an on-going basis. Other general questions regarding the financial statements were discussed. The Committee of the Whole recommends approval of the June 30, 2014 year-to-date financial statements with the change to segregate temporarily restricted fund balance. Policy 2005 Investment of Public Funds was discussed. What’s Next? (Owner -Action Items -Deadline) Proposed changes to the types of investments allowed were approved by Committee of the Whole and sent on to Policy Committee. Recommendation for Board Action, if any (state in the form of a motion[s]): THAT THE BOARD APPROVES THE JUNE 30, 2015, YEAR-TO-DATE FINANCIAL STATEMENTS WITH THE CHANGE TO SEGREGATE TEMPORARILY RESTRICTED FUND BALANCE VIA THE CONSENT AGENDA. BUILDINGS AND GROUNDS COMMITTEE OF THE WHOLE: ED Ryan Livergood provided an update on the staff lounge renovation. Potential project partners have been identified and the list is being narrowed down. Selection will be soon. WNPLD Form April 2013 The Tween space project is moving along. Naming of the space and next steps were discussed. What’s Next? (Owner -Action Items -Deadline) Continued updates of both staff lounge renovation and Tween space. Review of capital projects. POLICY COMMITTEE OF THE WHOLE: Summary of Meeting: The committee discussed Policy 1033 Safe Deposit Box and recommended that the Board rescind this policy and discontinue use of the safe deposit box via the consent agenda. The committee discussed Policy 1030 Board-Executive Director Responsibilities and recommended that the Board approve the proposed changes to this policy via the consent agenda. The committee discussed Policy 1040 Indemnification and Insurance Responsibilities and recommended that the Board approve the proposed changes to this policy via the consent agenda. What’s Next? (Owner-Action Items-Deadline) Nancy Sheldon to make final non-content edits to Policies 1030 and 1040 and forward to Ryan Livergood prior to the next Board meeting. Recommendation for Board Action, if any (state in the form of a motion[s]): Move that the Board rescind Policy 1033 Safe Deposit Box. Move that the Library discontinue use of the safe deposit box and transfer the remaining contents of the box to the Library safe. Move that the Board approve Policy 1030 Board-Executive Director Responsibilities as presented. WNPLD Form April 2013 Move that the Board approve Policy 1040 Indemnification and Insurance Responsibilities as presented. Meeting and Policies for Next Month: The following Policies will be added to the Policy agenda of the next regularly scheduled Committee of the Whole meeting. . 2005 -Investment of Public Funds . 4005 -Volunteers . 4013 -Gift Donation The Committee took a break from 7:50 p.m. to 8:12 p.m. Bob Diehl left the meeting during the break. COMMITTEE OF THE WHOLE (OTHER): Possible freeze on local property tax levies: Ryan Livergood gave an update. The current proposal is unlikely to pass; the outcome is unpredictable at this time. He will keep the Board updated as changes occur. Bob Diehl returned to the meeting at 8:14 p.m. Term length for WNPLD board seats: Should the Board stay with the current 6 year term or change to a 4 year term? A lengthy discussion covered pros and cons. Consensus was to place this on the August 18 regular meeting agenda for a vote. Recommendation for Board Action, if any (state in the form of a motion[s]): MOVE THAT THE BOARD ADOPT A RESOLUTION TO CHANGE THE TERM LENGTH FOR WNPLD TRUSTEES FROM SIX YEARS TO FOUR YEARS. Andrea Farr Capizzi left the meeting at 8:40 p.m.; she returned at 8:52 p.m. Bookmobile collection: Bookmobile loan rules for reserving new items were discussed. What practices will offer a fresh, dynamic collection for bookmobile users, while increasing access for non-bookmobile patrons? Carol Brandon and Noreen Reese provided bookmobile statistics and practices. What’s Next? (Owner -Action Items -Deadline): Carol and Noreen will research using circulation data to identify which new items to reclassify to the regular bookmobile collection. The first report will be ready for the September 1 Committee of the Whole meeting. Any changes made will need to be reflected in Policy 3020 Circulation. Staff Association charity efforts: Toys for Tots: The Staff Association has always selected their charity efforts, and they will continue to do so. WNPLD Form April 2013 Agenda items for Committee of the Whole next month: Meeting of September 1, 2015 Financial: Review of July 2015 financial statements B & G: Capital Projects Staff Lounge update The Point update Policy: 4005 Volunteers 2005 Investment of Public Funds 4013 Gift Donation Other: Strategic Plan Update (Mission and Vision) ANNOUNCEMENTS: Gurnee Days Parade theme is Heroes. Costumes optional. George Kotsinis moved and Jo Beckwith seconded a motion to adjourn. Motion carried on unanimous voice vote. The meeting adjourned at 9:20 p.m. WNPLD Form April 2013