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 October 20, 2015 McCullough Room Call to Order, roll call, and determination of quorum President Beckwith called the meeting to order at 7:00 p.m. Trustees present: Beckwith, Colwell, Diehl, Farr Capizzi, Niemi, and Sheldon Trustees absent: Kotsinis Also present: Executive Director Ryan Livergood, Recording Secretary Janice Marsh, Doug Wideburg, Noreen Reese, Gustavo Borelli, Silvia Duportal, and Chris McClure. Pledge of Allegiance President Beckwith led those present in the Pledge of Allegiance. Reading of Mission Statement President Beckwith read the Mission Statement aloud. Safety Instructions Security Monitor Will Auguste gave safety instructions. Trustee Kotsinis arrived at 7:02 p.m. Treasurer Farr Capizzi moved and Secretary Sheldon seconded to move item New Business a. Presentation of audited financial statement for fiscal year ended June 30, 2015, to this time in the agenda. The motion carried on a unanimous voice vote. Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting October 20, 2015– Page 1 New Business a. Presentation of audited financial statement for fiscal year ended June 30, 2015. Chris McClure gave a comprehensive explanation. Treasurer Farr Capizzi moved and Trustee Niemi seconded that the Financial Statement for Fiscal Year ended June 30, 2015, as audited by McClure, Inserra and Company Chartered be accepted for filing. The motion carried on a roll call vote as follows: Ayes: Kotsinis, Niemi, Farr Capizzi, Colwell, Sheldon, Diehl, Beckwith 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 September 21, 2015. b. Monthly Financial Report for August 2015. c. Approval of payrolls for September 2015. d. Approval of bills payable for September 2015. e. Approval of bills payable for October 2015. f. Patron suggestions from September 2015. g. Approval of Memorandum of Commitment for staff room update project. h. Elimination of personnel policies: . 020 Welcome, New Employee! . Introductory Statement . 060 Patron Relations . 051 Employee Acknowledgement Form . 802 Recycling . 804 Employee Commute Options i. Policies: . 115 Serious Illnesses in the Workplace . 528 Suggestions for improvement Trustee Diehl removed item i. Policies from the consent agenda. Treasurer Farr Capizzi moved and President Beckwith seconded to accept the Consent Agenda with the exception of item i., bullet points 1 and 2. The motion carried on a unanimous voice vote. Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting October 20, 2015– Page 2 Items(s) removed from consent agenda, if any President Beckwith moved and Secretary Sheldon seconded to approve Policy 115 Serious Illnesses in the Workplace as amended. The motion carried on a unanimous voice vote. Treasurer Farr Capizzi moved and President Beckwith seconded to approve Policy 528 Suggestions for Improvement with the written out months in the dates changed to numbers. The motion carried on a voice vote with Trustee Diehl abstaining. President’s Report President Beckwith corrected a written report presented in the packet. Reports of Other Trustees Secretary Sheldon attended Strategic Plan Community Café on September 30, the Friends of the Library Special Storytime on October 10; and Thursdays @ the movies: The Theory of Everything on October 15. Treasurer Farr Capizzi attended the Fundraising Workshop on October 17. She reminded that the November 2 Art Acquisition Committee meeting will include student art presentation. Trustee Kotsinis also attended the Fundraising Workshop and also attended Friends of the Library Special Storytime with his younger son. Trustee Niemi attended both Strategic Plan Community Cafés and the Fundraising Workshop. Correspondence, Communications, and public comments a. Written: i. Memoranda from legal counsel, if any. Correspondence from Roger Ritzman regarding FOIA and emails from personal devices was presented in the packet. ii. Other -None. b. Public comments. Gustavo Borelli spoke regarding ILL and microfilm readers. Microfilm loaned through ILL is limited to library use only. There are no microfilm readers at WNPL. Reports of standing committees a. Committee of the Whole – October 6, 2015 Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting October 20, 2015– Page 3 Trustee Diehl left the meeting at 7:45 p.m. Trustee Diehl returned at 7:51 p.m. Executive Director’s report for October 2015, to include quarterly report on projects Executive Director Livergood advised the Board the statistics section of the Director’s report is being revised. Old Business a. Update on staff room project. INFORMATION Executive Director Livergood updated the Board on clarifications provided by Tiffany Nash regarding her proposal on the architecture design. Trustee Kotsinis raised questions about permits required by the Village of Gurnee. b. Design firm for the staff room project. ACTION Treasurer Farr Capizzi moved and President Beckwith seconded to retain Tiffany Nash for the project design of the staff lounge. The motion carried on a roll call vote as follows: Ayes: Niemi, Farr Capizzi, Diehl, Sheldon, Kotsinis, Colwell, Beckwith c. Update on tween space project. INFORMATION Executive Director Livergood will arrange for Tiffany Nash to present an update to the Board at the November Board meeting. d. Update on shelving of books in series. INFORMATION Executive Director Livergood reported that this was discussed by the Collection Development Committee. Tech Services will see how other libraries manage this. e. Fundraising workshop update. INFORMATION Executive Director Livergood shared a report from Friends of the Library President Diana Vickery. New Business b. Resolution to Determine Estimate of Funds Needed. ACTION Trustee Niemi moved and Trustee Kotsinis seconded that Resolution 2015/2016-2 to Determine the Estimate of Funds Needed for Fiscal Year 2015– 2016 be adopted. The motion carried on a roll call vote as follows: Ayes: Kotsinis, Farr Capizzi, Colwell, Niemi, Sheldon, Beckwith Abstain: Diehl Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting October 20, 2015– Page 4 c. Other potentially actionable items: Agenda items for November 2015 regular meeting ACTION i. Annual Levy Ordinance ii. Ordinance Providing for the Execution of an Intergovernmental Agreement with the Library Insurance Management and Risk Control Combination iii. Ordinance Approving Proposed Amendments to LIMRiCC’s Bylaws and intergovernmental Agreement iv. Year-end bonuses for staff v. Executive director’s annual performance evaluation vi. Treasurer’s report of annual receipts and disbursements vii. Others: Committee of the Whole Fundraising Homebound Delivery Service Building Projects Enter into Executive Session to consider litigation [5ILCS 120/2.(c)(11)] INFORMATION {5} Trustee Niemi moved and Vice President Colwell seconded that the Board enter into Executive Session 5 ILCS 120.(2)(11), for Litigation, when an actions against, affecting or on behalf of the particular body has been files and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting. The motion carried on a roll call vote as follows: Ayes: Kotsinis, Farr Capizzi, Colwell, Niemi, Diehl, Sheldon, Beckwith The Board entered into Executive Session at 8:21 p.m. The regular meeting reconvened at 8:27 p.m. Public Forum. None. Announcements a. By the chair: i. Communications to the public ii. Upcoming calendar 1. Next Regular board meeting: Tuesday, November 17, 2015, 7:00 p.m. 2. Next Committee meetings a. Committee of the Whole – TBD Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting October 20, 2015– Page 5 b. Finance: TBD c. Building & Grounds: TBD d. Personnel/Policy: Tuesday, November 3, 2015, 7:00 & 7:30 p.m. e. Art Acquisition – Monday, November 2, 2015, 6:00 p.m. 3. Other dates: a. ILA Annual Conference. Executive Director Livergood will attend from October 22 – 24, 2015. b. By other Trustees or the Executive Director Adjournment Treasurer Farr Capizzi moved and President Beckwith seconded the motion that the meeting be adjourned. The motion carried on a voice vote. President Beckwith adjourned the meeting at 8:28 p.m. Nancy Sheldon Secretary Approved: __________ Janice Marsh Recording Secretary Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting October 20, 2015– Page 6