Warren-Newport Public Library District Lake County, Illinois Board of Trustees Jo Beckwith, President Robert H. Diehl, Sr. Tom Colwell, Vice-President George Kotsinis Andrea Farr Capizzi, Treasurer Susan K. Niemi Nancy E. Sheldon, Secretary Regular Meeting June 16, 2015 McCullough Room Call to Order, roll call, and determination of quorum President Beckwith called the meeting to order at 7:01 p.m. Trustees present: Beckwith, Colwell, Diehl, Farr Capizzi, Kotsinis, Niemi, and Sheldon Also present: Executive Director Ryan Livergood, Recording Secretary Celia Ornelas, Jan Marsh, Jim Hunter, Doug Wideburg, Edward Kristan, Diana Vickery, Karen Mueller, Mark Mueller, Laurie Styrcula, Barbara Nerroth, Don Duncan, Pat Duncan, Steven Bero, Cass McGovern, Bill Ballock, and Jill Ballock. Pledge of Allegiance Trustee Diehl led those present in the Pledge of Allegiance. Reading of Mission Statement Trustee Sheldon read the Mission Statement aloud. Safety Instructions Eddie Kristan, Security Monitor, gave safety instructions. Trustee Farr Capizzi moved and Trustee Niemi seconded to suspend the agenda and move items XIII. a. and b. to the next item on the agenda. The motion carried on a roll call vote as follows: Ayes: Niemi, Colwell, Farr Capizzi, Kotsinis, Diehl, Beckwith, Sheldon New Business a. Resolution of Appreciation to former Executive Director Stephen P. Bero. ACTION Trustee Farr Capizzi moved and President Beckwith seconded to accept the Resolution of Appreciation to former Executive Director Stephen P. Bero as read. The motion carried on a unanimous voice vote. b. Resolutions in honor of former trustees Laurie Styrcula and Steve Weinberg. ACTION Trustee Farr Capizzi moved and President Beckwith seconded to accept the Resolution in honor of former Trustee Laurie Styrcula as read. The motion carried on a unanimous voice vote. Trustee Farr Capizzi moved and President Beckwith seconded to accept the Resolution in honor of former Trustee Steve Weinberg as read. The motion carried on a unanimous voice vote. Trustee Sheldon moved and Trustee Colwell seconded to resume the agenda with item V. Consent Agenda. The motion carried on a voice vote. 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 May 19, 2015. ii. Executive session of May 19, 2015, to be open to the public. b. Monthly Financial Reports for May 2015. c. Approval of payrolls for May 2015. d. Approval of bills payable for June 2015. e. Patron Suggestions from May 2015. f. Policies: i. 1035 Legal Counsel and Professional Consultation ii. 1053 Recording of Board Meetings iii. 1055 Public Participations at Library Board Meetings iv. 3060 Standards of Public Conduct v. 4010 Friends of the Library vi. 4030 FOIA Trustee Sheldon requested that items f. i., ii., iii., and iv. be removed from the consent agenda. Trustee Farr Capizzi moved and Trustee Colwell seconded to accept the Consent Agenda with the exception of items f. i., ii., iii., and iv. The motion carried on a roll call vote as follows: Ayes: Colwell, Kotsinis, Beckwith, Farr Capizzi, Sheldon Abstain: Diehl, Niemi Items(s) removed from consent agenda, if any Trustee Sheldon moved and Trustee Kotsinis seconded to approve policies 1035 Legal Counsel and Professional Consultation, 1053 Recording of Board Meetings, 1055 Public Participations at Library Board Meetings, and 3060 Standards of Public Conduct as amended. The motion carried on a roll call vote as follows: Ayes: Sheldon, Niemi, Colwell, Beckwith, Farr Capizzi, Kotsinis, Diehl President’s Report President Beckwith passed around an article from the Chicago Tribune announcing that the Aurora Public Library is moving from its old Carnegie Library to a new building. President Beckwith attended the Freedom Shrine Dedication. She mentioned that it was a lovely event and Executive Director Livergood did a great job. She also sent letters to the applicants for the vacancy on the board thanking them for their interest. President Beckwith also attended the volunteer luncheon; Laura Stone did a terrific job. Reports of Other Trustees Trustee Farr Capizzi attended National Donut Day, a non-library-related event, at Gurnee Donuts. Trustee Diehl mentioned that at the library one night, he encountered a gentleman from Philippines reading every word of the Freedom Shrine. Trustee Kotsinis attended Freedom Shrine Dedication and was happy to see the Exchange Club helping out. He, as a member of the community, is pleased to know that the Library is reaching to our Spanish-speaking patrons and expanding Hispanic/Latino programs. Correspondence, Communications, and public comments INFORMATION a. Written: i. Memoranda from legal counsel, if any. None. ii. Other. President Beckwith shared thank you cards to herself and Trustee Farr Capizzi for sweets they provided to WNPL staff on May 20, 2015. b. Public comments. None. Executive Director’s report for June 2015 Executive Director Livergood passed out materials and was happy to announce that Inside Angle was one of the winners at the “PR Xchange Award Competition 2015.” Reports of standing committees INFORMATION a. Policy & Bylaws – Monday, June 8, 2015, 7:00 p.m. b. Building & Grounds – Wednesday, June 10, 2015, 7:00 p.m. c. Finance- Wednesday, June 10, 2015, 8:00 p.m. d. Personnel- No Meeting e. Art Acquisition- Monday, June 8, 2015, 6:00 p.m. Old Business a. Appointments to committees. ACTION President Beckwith updated Committee members and appointed Trustee Niemi and Trustee Kotsinis as members of Personnel Committee. She also appointed Trustee Niemi as member of the Finance Committee b. Bank signature cards. INFORMATION Executive Director Livergood advised the officers that he now has signature cards they need to sign. New Business c. Approval of board roster ACTION Trustee Farr Capizzi moved and Trustee Sheldon seconded that the Board ratify the current board roster for filing as amended. The motion carried on a voice vote. d. Ordinance 2014/2015-8 Prevailing Wage Rate for FY 2015-2016 Trustee Niemi moved and Trustee Kotsinis seconded that the Board adopt Ordinance 2014/20154-8 Prevailing Wage Rate for FY 2015-2016. The motion carried on a roll call vote as follows: Ayes: Kotsinis, Niemi, Bretzlauf, Diehl, Farr Capizzi, Beckwith, Sheldon e. Ordinance 2014/2015-9 Transfer to the Special Reserve Fund ACTION Trustee Farr Capizzi moved and Trustee Sheldon seconded that the Board adopt 2014/2015-9 Transfer to the Special Reserve Fund as presented. The motion carried on a roll call vote as follows: Ayes: Sheldon, Diehl, Kotsinis, Farr Capizzi, Niemi, Colwell, Beckwith f. Regular meeting schedule for fiscal year 2015-2016 ready for public posting DISCUSSION Trustee Farr Capizzi moved and Trustee Diehl seconded that the Board the Board approve regular meeting schedule for fiscal year 2015-2016 for public posting as it is. The motion carried on a roll call vote as follows: Ayes: Niemi, Colwell, Beckwith, Farr Capizzi, Kotsinis, Diehl Abstain: Sheldon g. Discussion of potential capital expenditures: addition of exit door and hybrid power stations DISCUSSION AND POSSIBLE ACTION Trustee Farr Capizzi moved and Trustee Diehl seconded that the Board directs Buildings and Grounds Committee to proceed to add up to four more exterior doors. The motion failed on a roll call vote as follows: Ayes: Diehl Nays: Farr Capizzi, Niemi, Colwell, Beckwith, Sheldon, Kotsinis Trustee Niemi moved and Trustee Sheldon seconded that Buildings and Grounds Committee investigate adding a hybrid power station before the budget for FY 2016-2017 is determined. The motion carried on a roll call vote as follows: Ayes: Niemi, Farr Capizzi, Kotsinis, Diehl, Beckwith, Sheldon Nays: Colwell h. Adoption of working budget for fiscal year 2015-2016 ACTION Trustee Farr Capizzi moved and Trustee Kotsinis seconded that the Board accept working budget for fiscal year 2015-2016 as presented. The motion carried on a roll call vote as follows: Ayes: Farr Capizzi, Niemi, Diehl, Beckwith, Kotsinis, Sheldon, Colwell i. Semi-annual review of closed minutes INFORMATION Trustees Colwell and Sheldon will review the closed minutes prior to the July meeting. j. Discussion of Committees: Use of Committees, Committee of the Whole, and Citizen members of the Committees POSSIBLE ACTION Trustee Diehl left the meeting at 8:43 p.m. Trustee Diehl returned to the meeting at 8:46 p. m. k. Review of information in Board Packet: Executive Director’s Report INFORMATION AND ACTION President Beckwith moved and Trustee Niemi seconded that the Board accept the format of Executive Director’s Report as presented and to add quarterly data on major projects as well. The motion carried on a unanimous voice vote. Motion from item j. Discussion of Committee of the Whole. Trustee Niemi moved and President Beckwith seconded that the Board change its use of Committees into a Committee of the Whole for a three-month period beginning August 2015. Citizen members of committee will be on hold until November 2015. Art Acquisition Committee will not be included in Committee of the Whole and will continue to meet separately. The motion carried on a voice vote. Nays: Sheldon l. Strategic planning process initial overview and timeline INFORMATION AND ACTION Executive Director Livergood gave an overview of the strategic planning process. The Board suggested Executive Director Livergood have a draft of questions for the July meeting. President Beckwith declared an ad-hoc committee for the strategic planning process instrument chaired by Trustee Kotsinis. Members: President Beckwith and Trustee Sheldon. Executive Director Livergood will send a Doodle for dates for a committee meeting. m. Proposed staff development day: Friday, September 18, 2015 ACTION Trustee Niemi moved and President Beckwith seconded that the Board approve the closing of the Library on Friday, September 18, 2015, for a staff development day focusing on diversity. The motion carried on a roll call vote as follows: Ayes: Colwell, Beckwith, Sheldon, Farr Capizzi, Kotsinis, Niemi, Diehl Agenda items for July 2015 regular meeting. INFORMATION AND POSSIBLE ACTION a. Tentative Budget and Appropriations Ordinance b. Building, Sites, and Maintenance Ordinance c. Annual review of non-resident card participation d. Audit of closed minutes e. Quarterly update of trustee training & development budget vs. actual f. Discussion of trustee term length g. Others: - Survey review - Committee of the Whole - Disaster Plan President Beckwith moved and Trustee Niemi seconded that the board eliminate the quarterly report of trustee training and development budget vs. actual. The motion carried on a unanimous voice vote. Public Forum Deputy Director Noreen Reese reminded the Board that Friday, June 19, will be 2015 the last day of Seema Gandhi, Circulation Supervisor, who is retiring after 28 years of service at WNPL. Announcements a. By the chair: i. Communications to the public ii. Upcoming calendar 1. Next Regular board meeting: Tuesday, July 21, 2015, 7:00 p.m. 2. Next Committee meetings a. Finance –Thursday, July 16, 2015, 8:00 p.m. b. Personnel – N/A c. Policy – Monday, July 13, 2015, 7:30 p.m. d. Building and Grounds – Monday, July 13, 2015, 6:30 p.m. e. Art Acquisition – Wednesday, June 24, 2015, 6:00 p.m. 3. Other dates: a. ALA Annual Conference, June 25-30, 2015. San Francisco, CA. b. Intergovernmental Picnic, June 29, 2015, 6:00 p.m. b. By other Trustees or the Executive Director Trustee Diehl suggested adding a discussion about bringing to the library Toys for Tots fundraising to next month’s agenda or to Committee of the Whole. Executive Director Livergood thanked all trustees for a great evening and emphasized he enjoyed working with this Board. Adjournment Treasurer Farr Capizzi moved and Secretary Sheldon seconded the motion that the meeting be adjourned. The motion carried on a voice vote. President Beckwith adjourned the meeting at 9:18 p.m. Nancy Sheldon Secretary Approved:______________ Celia Ornelas Recording Secretary