Warren-Newport Public Library District Lake County, Illinois Board of Trustees Socrates Rivers, President Robert H. Diehl, Sr. Ronald J. Friedman, Vice President Ravisankar Kondin Jo Beckwith, Secretary George Kotsinis Andrea Farr Capizzi, Treasurer Regular Meeting January 20, 2015 Meeting Room A Call to Order, roll call, and determination of quorum President Rivers called the meeting to order at 7:00 p.m. Trustees present: Beckwith, Diehl, Farr Capizzi, Friedman, Kondin, Kotsinis and Rivers. Also present: Executive Director Ryan Livergood, Recording Secretary Celia Ornelas, Jan Marsh, Diana Vickery, Ray Vickery, Kristy Trouy, Pat Duncan, Don Duncan, Vincent Niemi, Doug Wideburg, Debbie Hoffman, Nancy Sheldon, Mary Hiett, Karen Mueller, Mark Mueller, Donna Morales, Steve Carlson, Laurie Styrcula, Jill Ballock, Edie Kristan, C. Hineline, N. Dicop-Hineline, Paula Menia Pena, Noreen Reese, Jim Hunter, Judah Soledad, Lynne Donoghue, Diane Shearer and Doug Shearer. Pledge of Allegiance Trustee Diehl led those present in the Pledge of Allegiance. Reading of Mission Statement Vice President Friedman read the Mission Statement aloud. Eddie Kristan, Security Monitor, gave an orientation to the public. Rails Trustee Coaching Program presentation by John Keister John Keister asked the trustees to explain why they want to be on the board. The discussion was not completed due to time constraints. Consent Agenda (Any trustee may remove items from the consent agenda for separate action by the Board) ACTION a. Secretary’s Report: Approval of minutes as received or corrected i. Regular meeting of December 15, 2014. ii. Executive session of December 15, 2014, to remain closed to the public. b. Monthly financial report for November and December 2014. c. Approval of payrolls for December 2014. d. Approval of bills payable for January 2014. e. Patron suggestions from December 2014. f. Policies: i. 1033 Safe Deposit Box ii. 1035 Legal Counsel and Professional Consultation iii. 2001 Budget and Finance iv. 2010 Routine Banking Procedures v. 2025 Purchasing (Bids/Quotes) vi. 3010 Hours of Operation vii. 3025 Interlibrary Loan viii. 4015 Sponsorship Secretary Beckwith moved and Vice President Friedman seconded that the Consent Agenda be approved as presented. The motion carried on a roll call vote as follows: Ayes: Farr Capizzi, Beckwith, Kondin, Diehl, Rivers, Kotsinis Abstain: Friedman Items(s) removed from consent agenda. None. President’s Report President Rivers gave an oral report. The reception to welcome Executive Director Livergood had a good turnout. About 399 patrons have registered for Hoopla. The Love Your Library Reception in memory of Carol McConnell will be held on Saturday, February 21 from 10:30-Noon. There will be a Library Legislative Meet-up in Buffalo Grove on Monday, February 16. The 2015 ILA Trustee Forum is on Saturday, February 14. Reports of Other Trustees Secretary Beckwith reported that, Executive Director Livergood asked her to prepare information for OMA Request for Review 2014 PAC 30623. The original notification of this review, postmarked August 25, 2014, was sent to the library addressed to Socrates Rivers, President of Warren-Newport Public Library Board of Trustees. It was received at the Administration Department on September 8, 2014. President Rivers received and signed for the letter at the Special Meeting of September 11, 2014. In January, President Rivers delegated his responsibility to respond to OMA Request for Review 30623 to Executive Director Livergood. Because Executive Director Livergood does not have access to the locked Board cabinet, he asked Secretary Beckwith to access and duplicate the closed minutes and verbatim recording of the July 29, 2014 executive session for the review. She offered that material to President Rivers to be sent with the response. President Rivers explained that he did not respond to the OMA Request for Review because Interim Director Reese had not given him the letter in a timely manner. He stated that the matter had been handled and that the review materials would no longer be needed. Secretary Beckwith took the materials back so that she could discard them in keeping with the Bylaws. President Rivers read Attorney Lenzini’s response. He would not say when he had learned of the OMA Request for Review or how long he knew about it before Attorney Lenzini sent a response. He did not explain why he hadn’t informed the Board of OMA Request for Review 30623. He did not explain why he had delegated the task of responding to both Attorney Lenzini and Executive Director Livergood. Treasurer Farr Capizzi moved and Trustee Kotsinis seconded a motion to authorize Secretary Beckwith to send the Attorney General the information they requested. The motion carried on a roll call vote as follows: Ayes: Beckwith, Kotsinis, Kondin, Diehl, Farr Capizzi Nays: Rivers, Friedman Trustee Kotsinis signed up for Hoopla. He mentioned the process was incredibly easy to do. He encouraged all our library patrons to sign up for this valuable service. Trustee Kondin talked about Hoopla, also. He signed into the service and mentioned that it was easy. He liked that the service was heavily promoted by the library. Trustee Diehl worked on the Building and Grounds Committee meeting minutes as a Chair Pro Tem to have them on time for the Board packet. He thanked the Vernon Area Public Library for helping him without hesitation to fax all the information to Gina Ornelas. He also thanked Gina Ornelas for handling and disbursing the information. Vice President Friedman mentioned that he successfully defended an objection to his filing by Susan Niemi, former Board President. He also reported that he was reelected to a term to the Home Owners’ Association. Correspondence, Communications, and public comments a. Written: i. Memoranda from legal counsel. None. ii. Other. President Rivers passed around two thank you cards from WNPL staff. He opened two letters from the office of Jesse White, Secretary of State: one announcing the Library’s receipt of the Per Capita Grant, and, the second, to congratulate all the new Library Directors in Illinois. b. Public comments. Noreen Reese stood up, took the microphone and expressed her concerns. Diana Vickery stood up, took the microphone and expressed her concerns. Reports of standing committees INFORMATION a. Policy & Bylaws – Monday, January 5, 2015, 7:00 p.m. b. Building & Grounds – Thursday, January 15, 2015, 7:00 p.m. c. Finance - Thursday, January 15, 2015, 8:00 p.m. Committee Report was presented at their seats. d. Personnel - No Meeting. e. Art Acquisition - Monday, January 5, 2015, 6:00 p.m. Executive Director’s report for January 2015 Executive Director Livergood proposed a special meeting for the purpose to find a solution to differences between Trustees. Vice President Friedman moved and Trustee Diehl seconded to have a Special meeting to meet in February to discuss board proper work collaboration. The motion carried on a roll call vote as follows: Ayes: Beckwith, Kotsinis, Kondin, Rivers, Diehl, Farr Capizzi, Friedman Trustee Kotsinis moved and Secretary Beckwith seconded to suspend Robert Rules for the purpose of this Special meeting. The motion carried on a roll call votes as follows: Ayes: Beckwith, Kotsinis, Kondin, Diehl, Farr Capizzi Nays: Rivers, Friedman New Business a. Ordinance 2014/2015-6 Abatement of Levy for debt service Treasurer Farr Capizzi moved and President Rivers seconded to adopt Ordinance 2014/2015-6, Abatement of Levy for Debt Service for year 2014. The motion carried on a roll call vote as follows: Ayes: Farr Capizzi, Diehl, Kondin, Rivers, Kotsinis, Friedman, Beckwith b. Ordinance 2014/2015-7 Annual Meeting Schedule for Fiscal Year 2015- 2016 Secretary Beckwith moved and Trustee Diehl seconded to adopt Ordinance 2014/2015-7, Annual Meeting Schedule for Fiscal Year 2015-2016. The motion carried on a roll call vote as follows: Ayes: Friedman, Kotsinis, Beckwith, Diehl, Rivers, Farr Capizzi, Kondin c. Midyear Financial Report from Business Manager Doug Wideburg Doug Wideburg, Business Manager, gave information. d. Semi-annual review of closed minutes. Secretary Beckwith moved and Trustee Diehl seconded to approve the semi- annual review of January 2015. The motion carried on a roll call vote as follows: Ayes: Rivers, Farr Capizzi, Diehl, Kondin, Kotsinis, Friedman, Beckwith e. Quarterly Update of trustee training & development budget vs. actual f. Other potentially actionable items: Agenda items for January 2015 regular meeting. Trustee Diehl left the meeting at 8:24 p.m. Vice President Friedman moved and President Rivers seconded to have a Policy Committee meeting in February to follow up open access to Policy 3005 Confidentiality. Trustee Diehl returned to the meeting at 8:27 p.m. The motion failed on a roll call vote as follows: Nays: Diehl, Rivers, Kotsinis, Beckwith, Farr Capizzi, Kondin Abstain: Friedman Public Forum Laurie Styrcula stood up, took the microphone and expressed her concerns. Vice President Friedman left the meeting at 8:31 p.m. Vice President Friedman returned to the meeting at 8:35 p.m. Announcements a. By the chair: i. Communications to the public. None. ii. Upcoming calendar 1. Next Regular board meeting: Tuesday, February 17, 2015, 7:00 p.m. 2. Next Committee meetings a. Finance –Thursday, February 12, 2015, 8:00 p.m. b. Personnel – No meeting c. Policy –Monday, March 2, 2015, 7:00 p.m. d. Building and Grounds – Thursday, February 12, 2015, 7:00 p.m. e. Art Acquisition – Monday, March 2, 2015, 6:00 p.m. 3. Other dates: a. ILA Trustee Forum Workshop: Saturday, February 14, 2015. Oak Brook. Trustee Friedman moved and Treasurer Farr Capizzi seconded to approve the expense of $135.00 for the ILA Trustee Forum Workshop to Vice President Friedman. The motion carried on a roll call as follows: Ayes: Kotsinis, Kondin, Rivers, Diehl Nays: Beckwith, Farr Capizzi Abstain: Friedman Trustee Kotsinis and Vice President Friedman will be attending. Trustee Kotsinis will pay for his own expense. b. Presidents’ Day Legislative Breakfast: Monday, February 16, 2015. Buffalo Grove. Executive Director Livergood and President Rivers will be attending. c. Love your Library Reception. In Memory of Carol McConnell, Saturday, February 21, 2015. 10:30 a.m. – 12:00 p.m. b. By other trustees or the Executive Director. None. Adjournment President Rivers moved and Secretary Beckwith seconded the motion that the meeting be adjourned. The motion carried on a voice vote. President Rivers adjourned the meeting at 8:50 p.m. Jo Beckwith Secretary Approved: __________ Celia G. Ornelas Recording Secretary