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 Sheldon, Secretary Regular Meeting July 21, 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, Kotsinis, Niemi, and Sheldon Trustees absent: Diehl and Farr Capizzi Also present: Executive Director Ryan Livergood, Recording Secretary Celia Ornelas, Sharon Burkhart, Barbara McCreary, Doug Wideburg, and Noreen Reese. Pledge of Allegiance President Beckwith led those present in the Pledge of Allegiance and requested a moment of silence in remembrance of the 5 servicemen killed in Chattanooga. Reading of Mission Statement Trustee Kotsinis read the Mission Statement aloud. Safety Instructions Security Monitor Will Auguste gave safety instructions. 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 June 16, 2015. b. Approval of payrolls for June 2015. c. Approval of bills payable for July 2015. d. Patron Suggestions from June 2015. e. Policies: Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting July 21, 2015– Page 1 i. 1010 Trustee Code of Ethics ii. 1013 Standards of Public Conduct iii. 1050 Correspondence from the Board iv. 3040 Library Services to Schools f. Ordinances i. 2015/2016-1 Building, Sites and Maintenance Levy ii. 2015/2016-2 Non-Resident Library Card Program g. Developer donation agreements i. Developer contribution agreement with Moon Development Inc. and The Burton Foundation, for supportive living community in Gurnee ii. Developer contribution agreement with Hawthorn 45 LLC., for assistive living community in Gurnee. President Beckwith removed item g.ii. from the consent agenda. Vice President Colwell moved and Trustee Niemi seconded to accept the Consent Agenda as presented with the exemption of item g. ii. The motion carried on a voice vote as follows: 5 ayes, 2 absent Items(s) removed from consent agenda, if any Trustee Niemi moved and President Beckwith seconded to accept the revised developer contribution agreement with Hawthorn 45 LLC. The motion carried on a voice vote as follows: 5 ayes, 2 absent President’s Report President Beckwith presented a written report at the meeting. Reports of Other Trustees. None. Correspondence, Communications, and public comments a. Written: i. Memoranda from attorney Roger Ritzman. Chronology for annual financial ordinances for FY 2015–2016 ii. Other. None. b. Public comments. None Reports of standing committees INFORMATION a. Art Acquisition – Meeting of June 24, 2015 Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting July 21, 2015– Page 2 President Beckwith made a correction to the list of those present; she was unable to attend the meeting. b. Ad Hoc Strategic Planning Process Instrument – Meetings of June 25 and July 16, 2015 c. Building & Grounds – Meeting of July 13, 2015 CANCELLED d. Policy & Bylaws – Meeting of July 13, 2015 e. Finance-Meeting of July 16, 2015 CANCELLED Executive Director’s report for July 2015, to include quarterly report on projects INFORMATION Executive Director Livergood presented a written report and gave an oral update on quarterly report on major projects. Treasurer Farr Capizzi arrived at the meeting at 7:05 p.m. Unfinished Business a. Committee of the Whole. INFORMATION AND POSSIBLE ACTION The Board agreed to proceed with the draft agenda. The first meeting will be on August 4, 2015. Each committee chairperson will present his/her own report, and Secretary Sheldon will assemble the reports into one document. b. Strategic Planning Process. INFORMATION AND POSSIBLE ACTION Executive Director Livergood gave information. Tentative date for having the Community Survey ready is Saturday, October 3, 2015, which is the date of the Friends of the Library Book Sale. The survey will be available in English and Spanish. Trustee Niemi moved and Trustee Kotsinis seconded to accept the community survey as amended for 2015. The motion carried on a voice vote as follows: 6 ayes, 1 absent. New Business a. Modification of working budget for fiscal year 2015–2016. INFORMATION AND POSSIBLE ACTION Trustee Kotsinis moved and Treasurer Farr Capizzi seconded to approve the modification of working budget for FY 2015-2016 as presented. The motion carried on a roll call vote as follows: Ayes: Niemi, Sheldon, Kotsinis, Colwell, Farr Capizzi, Beckwith Absent: Diehl Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting July 21, 2015– Page 3 b. Adoption of Ordinance 2015/2016-3 Tentative Annual Budget & Appropriations. ACTION Treasurer Farr Capizzi moved and President Beckwith seconded that the Board adopt ordinance 2015/2016-3 Tentative Budget and Appropriations for FY 2015-2016. The motion carried on a roll call vote as follows: Ayes: Kotsinis, Sheldon, Niemi, Farr Capizzi, Colwell, Beckwith Absent: Diehl c. Setting the public hearing for the annual budget and appropriations. ACTION Secretary Sheldon moved and Treasurer Farr Capizzi seconded that the Public Hearing for the Annual Budget & Appropriations be set for Monday, September 1, at 6:45 p.m. in the McCullough Room. The motion carried on a voice vote as follows: 6 ayes, 1 absent. d. Policy 1001 Bylaws Treasurer Farr Capizzi moved and President Beckwith seconded that the Board adopt Policy 1001 Bylaws as presented. The motion carried on a voice vote as follows: 6 ayes, 1 absent. e. Policy 1007 E-mail Communication among Trustees Treasurer Farr Capizzi moved and Secretary Sheldon seconded that the Board approve Policy 1007 E-mail Communication among Trustees as presented. The motion carried on a voice vote as follows: 6 ayes, 1 absent. f. Requirements for IPLAR and Per Capita Grant FY 2016. INFORMATION Executive Director Livergood gave information. g. Library Disaster Plan. INFORMATION AND POSSIBLE ACTION Executive Director Livergood gave information. Secretary Sheldon moved and Treasurer Farr Capizzi seconded not to approve the Library Disaster Plan at this time and to refer back to the staff to be brought later this calendar year. The motion carried on a voice vote as follows: 6 ayes, 1 absent. h. Semi-annual review of closed minutes ACTION President Beckwith moved and Trustee Niemi seconded that all executive session minutes that are currently closed remain closed to the public and the audio recordings of executive sessions older than 18 months be destroyed. The motion carried on a voice vote as follows: 6 ayes, 1 absent. i. Agenda items for August 2015 Committee of the Whole meeting. ACTION i. Term lengths ii. Review of monthly financial statements Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting July 21, 2015– Page 4 iii. Policies 1. 1030 Board and Director Responsibilities 2. 1033 Safe Deposit Box 3. 1040 Indemnification and Insurance j. Other potentially actionable items for August 2015 regular meeting ACTION iv. Illinois Public Library Annual Report (IPLAR) v. Application for the Per Capita Grant vi. Strategic Plan vii. Fundraising Retreat Public Forum. None. Announcements a. By the chair: i. Communications to the public ii. Upcoming calendar 1. Next Regular board meeting: Tuesday, August 18, 2015, 7:00 p.m. 2. Next Committee meetings a. Committee of the Whole -Tuesday, August 4, 2015, 7:00 p.m. b. Art Acquisition – Monday, August 3, 2015, 6:00 p.m. c. Ad hoc Strategic Planning Process Instrument -TBD President Beckwith dissolved the Ad hoc Strategic Planning Process Instrument Committee. 3. Other dates: a. Informational Delivery meeting from Rails, July 22, 2015, 10:00 a.m.-12:00 p.m., Warren-Newport Public Library, Meeting Rooms A & B. b. Lake County Fairgrounds, July 29 – August 2, 2015. c. Gurnee Days: August 6-9, 2015. b. By other Trustees or the Executive Director Deputy Director Noreen Reese announced that there will be a team representing WNPL in the rib eating contest at Gurnee Days on Saturday, August 8, 2015. President Beckwith passed around a thank you letter from Seema Gandhi. Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting July 21, 2015– Page 5 Adjournment Secretary Sheldon moved and Treasurer Farr Capizzi seconded that the meeting be adjourned. The motion carried on a voice vote as follows: 6 ayes, 1 absent. President Beckwith adjourned the meeting at 8:20 p.m. Nancy Sheldon Secretary Approved: __________ Celia Ornelas Recording Secretary Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting July 21, 2015– Page 6