West Chicago Public Library District Board of Trustee
West Chicago Public Library District Board of Trustee met Monday, Jan. 23.
West Chicago Public Library District is located at 118 W. Washington St., West Chicago.
REGULAR MEETING MINUTES
MONDAY, JANUARY 23, 2016
A. CALL TO ORDER: The meeting was called to order at 7:07 p.m. by President Nancy Conradt. President Conradt appointed Pat Weninger as secretary pro tem.
B. ROLL CALL:
TRUSTEES PRESENT: Nancy Conradt, President; Frank Fokta, Vice President; Richard Bloom, Treasurer; Pat Weninger, Secretary Pro Tem; Diane Kelsey and Rosario Herbst, Members
STAFF PRESENT: Ben Weseloh, Library Director; Joan Happel, Administrative Secretary; Amanda Ghobrial, Adult Services Manager; Dominique Roman, Youth Services Manager.
C. APPROVAL OF THE MINUTES:
C. APPROVAL OF THE MINUTES: 1. Special Board Meeting - November 28, 2016: Mr. Bloom moved to approve the Minutes of the Special Meeting of November 28, 2016; seconded by Ms. Kelsey. The Board Room will be noted at the top as the location of the meeting.
Motion carried by unanimous voice vote.
2. Board Meeting - November 28, 2016: Mr. Bloom moved to approve the Minutes of the November 28, 2016 Board Meeting; seconded by Mr. Fokta.
Motion carried by unanimous voice vote.
3. Board Meeting - December 19, 2016: Mr. Bloom moved to approve the Minutes of the December 19, 2016 Board Meeting; seconded by Mr. Fokta.
Motion carried by unanimous voice vote.
D. RECOGNITION OF THE PUBLIC: David Reynolds and Sandra Reynolds.
E. PUBLIC COMMENTS: Discussion was had regarding Internet access on library computers as related to distasteful or obscene material. The Library's policies regarding Internet and materials are available online at the Library's website and are contained in the Internet and Electronic Information Network Policy and the Collection Development and Materials Selection policy. The American Library Association also has policies regarding free access. While the Library does not specifically filter content, the ability to use electronic filtering may be reviewed in the future because federal dollars can be available to libraries for implementing electronic filtering.
F. AGENDA - ADDITIONS/DELETIONS: None.
G. PRESENTATION:
1. Annual Financial Report Year Ended June 30, 2016: Brian LaFevre, of Sikich, Gardner LLC, presented to the board regarding the Annual Financial Report and Auditor's Communication to the Board. The Auditors are pleased to present an unmodified opinion - previously called nonqualified opinion - to the West Chicago Library District, the highest level of opinion which can be received on the financial statements.
Mr. LaFevre reviewed with the Board details of the Annual Report, including the following: The Management Discussion and Analysis letter; the Statement of Net Position; the accrual basis of accounting, reflecting three funds: General Fund, Special Reserve Fund, and IMRF. The fund balance of the General Fund totaled $247,000.00 as of June 30th, 2016.
Significant projects were completed in the fiscal year totaling $442,000.00. The IMRF fund had an increase in fund balance of 1,369.00.
Notes to the Financial Statement include Note No. 2 regarding the deposits and investments of the District. The auditors confirm that the Library's deposits are either covered by FDIC, by a collateral pledge by the bank, or held at a third-party custodian. More information is being provided regarding the pension plan, which was required under the new GASB standard implemented June 30th, 2015, related to pension reporting. The plan is 74 percent funded. The IMRF is currently on a rolling 28-year basis and does not need to be 100 percent funded.
The Library's levy of tax monies have been collected at a rate of 99.85 percent for the 2014 tax year, a consistent trend over the last several years.
The Auditor's Communication to the Board informs the District that a standard that will impact the financial statements in the future is GASB 75, relating to post-employment benefits, retiree health insurance. The Standard 75 will be effective for the June 30, 2018 fiscal year and audited financial statements from that year.
H. TREASURER'S REPORT:
1. Approval of the Bills for December 2016 and January 2017: Mr. Bloom moved that the Board approve for payment expenses for December in the amount of $190,066.61. Seconded by Mr. Fokta.
Roll call vote - Yes: Richard Bloom, Frank Fokta, Rosario Herbst, Diane Kelsey, Pat Weninger, Nancy Conradt. Motion carried.
The expenses for January 2017 were not transmitted from the accountant. They will be on the February Agenda for approval.
2. Financial Statements for November/December 2016: The Financial Statements will be addressed under the Library Director's Report.
I. COMMUNICATIONS:
1. The Daily Herald annually requests to receive the Board Meeting Agenda in advance of the meetings. They also requested personal email addresses of the board member trustees; however, the Library does not distribute trustees' personal email addresses.
2. The Alliance Group is disbanding, and the money remaining in their fund has been disbursed equally among the member entities. The Library received a check in the amount of $1,083.00; which will be used to purchase youth materials.
3. The COD LTA program has requested a tour of the West Chicago Library to be held March 14th, 2017.
4. Literacy DuPage is discontinuing their ESL conversation group held at the Library due to lack of membership.
J. REPORTS:
1. President: No report.
2. Library Director: A written report was contained in the board packet.
Mr. Weseloh reported that the Library has received property tax revenue at the rate of 99.71 percent; overall income received is at 96.99 percent of budget. Interest income has improved over last year.
The Library is 50 percent through the fiscal year elapsed; the expenses are currently at 48.44 percent; and once the AJEs are made, the expenses should be closer to an even 48 percent.
Mr. Weseloh requested that the doors to the Youth Services Department be removed, which has opened up the lobby space.
Spielman Plumbing performed repairs to faucets and toilets, which were original to the building 23 years ago.
Mr. Weseloh attended the intergovernmental meeting at a District 94 school. District 94 has approved going to referendum for approximately $37 million for an expansion project. That question will be on the ballot in April 2017.
The Per Capita Grant application and the 2015 expenditure report were submitted January 12, 2017. In 2016 the Per Capita Grant award was reduced from the previous year; the expected funds were $43,000.00, and actual received were approximately $23,000.00.
Sikich provided the Library in November a quote for setting up the email backup and archive, which totaled $17,000.00 for the two services. An additional ongoing monthly cost for services to backup and archive would be approximately $1,000.00. SWAN will not be participating in the email services.
Mr. Weseloh was asked to try to find alternatives providers, possibly receiving recommendations from the other LINC libraries who will also be seeking to find a replacement to the LINC provider.
Voting is not yet completed for the SWAN membership; however, enough votes have been received to accept the LINC and Magic libraries into the SWAN system. The consolidation into the SWAN system will not occur until 2018. In the meantime, LINC will continue with its functions.
LINC board of directors did not meet this month. LINC will be looking at the new budget at the February meeting.
The next Council of Governments meeting will be hosted at the West Chicago Library on January 30, 2017, at 6:30 p.m. The trustees are to let Mr. Weseloh know if they would like to attend.
There are four prospective candidates for three seats open for the spring election of the West Chicago Library District Board of Trustees.
The library will be closed on Friday, February 10, 2017, for our staff in-service. The annual ILA Legislative Luncheon will be held at the Chicago Marriott in Oak Brook on February 13, 2017, at 11:30 a.m. to 2:30 p.m.; the cost is $40.00 a person. Reservations must be in by February 1, 2017.
The Trustee Forum will be held at the Chicago Marriott in Oak Brook on February 18, 2017, from 8:00 a.m. to 3:30 p.m.; the cost is $135.00 per person.
3. Department Managers: Written reports from the Department Managers were included in the Board Packets. Short oral reports were provided by Amanda Ghobrial from the Adult Services Department and Dominique Roman from the Youth Services Department.
(Staff left)
4. Policy: Ms. Weninger reported that the Policy Committee met January 19, 2017. They reviewed the Internet and Electronic Information Network, Freedom of Information, Confidentiality of Library Records, Special Services, Library Card and Circulation, and Bloodborne Pathogens policies; the only policy with substantive changes recommended to be made was the Internet and Electronic Information Network.
5. The Evaluation Committee met to review the Performance and Evaluation tool developed by the Board in 2016. Present were Ms. Weninger, Mr. Bloom, Ms. Jakacki, and Ms. Kelsey. The document was slightly modified, and it will be included in the February Board Packets. The committee believes that rather than set specific goals in advance for the Library Director to achieve, the goals would be eliminated to enable the Director to attend to specific projects as they arise during the year at the request of the Board.
K. UNFINISHED BUSINESS: None.
L. NEW BUSINESS:
1. Policy Review:
a. Internet and Electronic Information Network: Mr. Fokta stated the Policy Committee recommends the changes to the Internet and Electronic Information Network as provided in the board packet.
Motion carried by unanimous voice vote.
b. Freedom of Information: Mr. Fokta stated the Policy Committee recommends changes to the Freedom of Information policy as provided in the board packet.
Motion carried by unanimous voice vote.
c. Confidentiality of Library Records: Mr. Fokta stated the Policy Committee recommends approval of the Confidentiality of Library Records as provided in your packet.
Motion carried by unanimous voice vote.
d. Special Services: Mr. Fokta stated the Policy Committee recommends passage of the Special Services policy.
Motion carried by unanimous voice vote.
e. Library Card and Circulation: Mr. Fokta stated the Policy Committee recommends changes to the Library Card and Circulation policy as provided in the board packet.
Motion carried by unanimous voice vote.
f. Bloodborne Pathogens: Mr. Fokta stated the Policy Committee has reviewed the Blood Borne Pathogens policy and recommends no changes to the policy at this time.
Motion carried by unanimous voice vote.
2. Appointment of Committee for Semi-Annual Review of Closed Session Minutes and Executive Session Tapes of July through December 2016: Ms. Conradt appointed the Committee for the Semiannual Review of Closed Session Minutes and Executive Session Tapes of July through December 2016. The committee will be Frank Fokta and Diane Kelsey. The committee will note the process of this procedure for reference by future review committees.
3. Sale or Disposition of Property (75 ILCS 16/30-55.32): a. Phone Booth: Mr. Weseloh stated he would like to sell the phone booth that is located in the lobby. Consideration has been given to the possibility of utilizing the existing phone line to have a fax machine put in for patron use as a revenue-generating service.
Mr. Weseloh has reviewed the Disposition of Surplus Library Property policy as well as researched on the Internet the value of the English phone booth. The value appears to be between $1,000.00 to $8,000. He will contact the City Museum to inquire whether they would have an interest in this item.
The policy provides that property having a value of more than $1,000.00 and less than $1,500.00 may be displayed at the library along with a public notice of its availability, and the date and terms of the proposed sale shall be posted.
The management team has discussed the possibility of having coffee available for sale in the lobby as a revenue generator.
4. Strategic Planning: Mr. Weseloh had included funds for a Strategic Plan in the budget. Discussion was had regarding the cost of the strategic planning process and the consistent goals of the Library comprising engagement, space utilization, and technology.
Mr. Weseloh proposed to extend the current Strategic Plan for two more years, at which time the Library will be recognizing the 25th year of being in its new building. Outreach and space utilization continue to be at the forefront of the Library's initiatives. The consensus of the Board at this time is not to spend money on a consultant for a new strategic plan.
5. Board Retreat: The Board had decided, two or three years ago, that it would have a board retreat only if necessary. Mr. Weseloh made the recommendation to invite the Library's lawyer, Roger Ritzman, to a board retreat, possibly in June. A board orientation will be held if a candidate is elected to the board who is new to serving on the Library District Board.
L. CLOSED SESSION: None held.
M. ADJOURNMENT: President Conradt adjourned the meeting at 8:55 p.m.
https://pipeline.locallabs.com/stories/511110403
Alerts Sign-up