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 December 15, 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, Farr Capizzi, Niemi, and Sheldon Trustees absent: Diehl and Kotsinis Also present: Executive Director Ryan Livergood, Recording Secretary Celia Ornelas, Noreen Reese, and Jan Marsh. 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 August gave safety instructions. Trustee Diehl joined the meeting at 7:01 p.m. Consent Agenda a. Secretary’s Report. Approval of minutes as received or corrected i. Regular meeting of November 17, 2015. ii. Executive session of October 20, 2015, to remain closed to the public. b. Monthly Financial Report for October 2015. c. Approval of payrolls for November 2015. d. Approval of bills payable for December 2015. Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting December 15, 2015– Page 1 e. Patron suggestions from November 2015. Trustee Kotsinis joined the meeting at 7:02 p.m. Vice President Colwell removed item e. from the consent agenda. Trustee Niemi moved and President Beckwith seconded to approve the Consent Agenda minus item e. The motion carried on a unanimous voice vote. Items Removed from Consent agenda Vice President Colwell moved and Secretary Sheldon seconded approve the Patron Suggestions from November 2015 as presented. The motion carried on a unanimous voice vote. President’s Report President Beckwith presented a written report in the packet. She also presented a copy of the message she wrote to enclose with the year’s staff bonuses. President Beckwith moved and Secretary Sheldon seconded to authorize Treasurer Farr Capizzi to write a letter to thank Steve Weinberg for his service as a citizen member of the Finance Committee. The motion carried on a unanimous voice vote. Treasurer Farr Capizzi will sign and mail the letter. She will share a copy at the January meeting. Reports of Other Trustees Trustee Niemi attended the Van Dedication program on Saturday, December 12, 2015; she mentioned the program was excellent and very well attended. Vice President Colwell also attended the Van Dedication program and said that it was a great program. Executive Director Livergood passed a poster of pictures from the event. Trustee Kotsinis mentioned his daughter attended the Finals Cafe program and she enjoyed it. Treasurer Farr Capizzi learned how to use the A to Z database. She was amazed how much time she saved mailing her holiday cards thanks to the database. Correspondence, Communications, and Public Comments a. Written: Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting December 15, 2015– Page 2 i. Memoranda from legal counsel. None ii. Other. Thank You Cards from WNPL staff to the Board of Trustees for the generous holidays bonus. President Beckwith received a letter from an accounting firm interested in becoming the library’s next auditing firm. She gave copies to ED Livergood, Doug Wideburg, and Treasurer Farr Capizzi. b. Public comments. None. Reports of Standing Committees a. Art Acquisition – Meeting of December 7, 2015 Report was presented at the meeting. b. Committee of the Whole – meeting of December 1, 2015. Executive Director’s Report for November 2015 Executive Director Livergood announced the Van Dedication program was a success. He informed the Board that on December 7, 2015, the Illinois Senate unanimously passed Senate Bill (SB) 2039 which was approved by the Illinois House of Representatives a previous week. This legislation appropriates more than half of the proposed budget for Fiscal 2016 library grants, including equalization and per capita grants for public libraries, systems, and schools. Once the Governor signs the SB 2039, Illinois Secretary of State and State Librarian Jesse White and the state library will have to determine how this partial grant funding will be disbursed. Staff evaluations were completed throughout the fall. This is an annual process for each employee; this year, there were 101 staff evaluations. Executive Director Livergood asked all trustees to copy Gina on all correspondence. Old Business a. Update on tween space project. Executive Director Livergood presented a budget for The Point. He will send out a computer image of signage. Timeline is to be ready for the January Board meeting. b. Update on staff room project. Executive Director Livergood presented computer renderings of the design for the staff room project. A preliminary budget was presented and discussed, along with trustee questions. Tiffany Nash will be invited to present at a future board meeting. Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting December 15, 2015– Page 3 c. Fundraising update. Executive Director Livergood gave an oral update. The first three members recruited for the Fundraising Ad-hoc Committee are Teresa Hall Bartels, Executive Director of Gateway for Cancer Research; Krystina Kovarik, Mayor of Gurnee; and Michael Farrell, Vice President of the Zacharias Center Board of Directors. d. Disaster Plan. Trustee Niemi moved and Treasurer Farr Capizzi seconded that the Board approve 2015 WNPL Disaster Plan RV6 as presented. The motion carried on a voice vote. Abstain: Diehl New Business a. Requirements for the Per Capita Grant for fiscal year 2016. Executive Director Livergood explained the technology requirements of qualifying for the grant. The Board agreed to review Policy 3065 Technology Use by the Public on an annual basis to meet the requirement for the Illinois Public Per Capita Grant. b. Submission of application for Illinois Public Library Per Capita Grant for fiscal year 2016. Trustee Niemi moved and President Beckwith seconded that the Application for the Illinois Public Library Per Capita Grant for Fiscal Year 2016 be submitted. The motion carried on a voice vote. c. Other potentially actionable items: Agenda items for January 2016 regular meeting. i. Bond Levy Abatement Ordinance ii. Executive Session to consider performance of Executive Director iii. Appointment of Board Self-Evaluation Committee iv. Midyear Financial Report v. Semi-annual review of closed minutes vi. Other. None. Public Forum. None. Announcements a. By the chair: i. Communications to the public. None. Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting December 15, 2015– Page 4 ii. Upcoming calendar 1. Next Regular board meeting: Tuesday, January 19, 2016, 7:00 p.m. 2. Next Committee meetings a. Committee of the Whole – Tuesday, January 5, 2016, 7:00 p.m. b. Art Acquisition – Monday, January 11, 2016, 6:00 p.m. c. Personnel – Tuesday, January 12. 2016, 7:00 p.m. b. By other Trustees or the Executive Director. None. 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 8:10 p.m. Nancy Sheldon Secretary Approved: __________ Celia Ornelas Recording Secretary Warren-Newport Public Library District Board of Trustees—Minutes of Regular Meeting December 15, 2015– Page 5