West Chicago Public Library District Board met August 28.
Here is the minutes provided by the Board:
A. Call to Order: The meeting was called to order at 7:02 p.m. by President Nancy Conradt.
B. Roll Call:
Trustees Present: Nancy Conradt, President; Frank Fokta, Vice President; Richard Bloom, Treasurer; Pat Weninger, Secretary; and Rosario Herbst, Diane Kelsey, and David Reynolds, Members.
Staff Present: Ben Weseloh, Library Director; Joan Happel, Administrative Secretary; Amanda Ghobrial, Adult Services Manager; Dominique Mendez, Youth Services Manager; Gabe Cardenas, Circulation Services Manager; Michael Novy, Technical Services Manager.
C. Approval of the Minutes:
1. Board Meeting - June 26, 2017: Ms. Herbst moved to approve the Minutes of the Regular Board Meeting of July 24, 2017 as published; seconded by Mr. Fokta.
Motion carried by unanimous voice vote.
D. Recognition of the Public: A list of public present was retained by the Administrative Secretary. President Conradt stated on the many years she has served on the Library Board only once has she seen as many as four or five present for public comments; usually no one is present from the public. Almost every one of the people who signed in for the public comment section of tonight's meeting is a West Chicago resident. President Conradt is going to alternate the speakers from the two sign-in lists, one from the pro side of maintaining the book in the children's collection; and one from the con side, or removing the book from the children's collection.
Mr. Reynolds proposed a motion that the board suspend the 30-minute rule and give the public more time to speak. This motion was out of order as not being listed as an action item on the agenda. Discussion was had regarding compliance with the Open Meetings Act and the President's authority to extend the meeting when deemed necessary.
E. Public Comments: Members of the public who spoke regarding the book This Day in June were:
Opposed to the book: Michaela Jaros, Kurt Jaros, Margaret Beaird, Sondra Reynolds.
In favor of the book: Anthony Spears, Mary Black, Kelly Borchering, Maria Dalianis, Eric Margolis, Corrine Jakacki Dattomo, Daniel Lopez, Helen Pinder,
The public was invited to stay and listen to the board discussion of reconsideration of this work, Item K-1 on the Agenda.
F. Agenda - Additions/Deletions:
1. Mr. Fokta inquired about moving Section H Communications and Item K-1 up to follow Section F, Additions/Deletions of the Agenda for the convenience of the public. The parliamentarian agreed that this was within the jurisdiction of Robert's Rules to do so.
2. Add Item No. 5, under I. Reports, Finance Committee report.
G. Treasurer's Report:
1. Approval of the Bills for August 2017: Mr. Bloom moved that the Board accept for payment expenses in the amount of $162,378.31; seconded by Mr. Fokta.
Page 2 of the Claims List, last line item, World Trade Press, no amount is listed, and that item should be removed. West Chicago Printing Company is for postage on the newsletter.
Roll Call Vote - Yes: Richard Bloom, Frank Fokta, Rosario Herbst, David Reynolds, Diane Kelsey, Pat Weninger, Nancy Conradt. Motion carried.
2. Financial Statements for July 2017: Database subscriptions and insurance expenses are front-loaded in the fiscal year. The AJEs have not been made. Page 11, Special Revenue Funds, lists IMRF expense, and that number is in error. The IMRF representative currently is on vacation; when she does return, she will work with the Library and issue a new IMRF sheet.
Fiscal year lapsed is 8.33 percent. All categories except the two front-loaded expenses are under that percentage. The expenses at this time are at 8.54 percent of the overall budget.
H. Communications: (Taken out of order after F. Agenda)
1. Correspondence Re: The book titled This Day in June: Mr. Weseloh stated notes/emails were received requesting reconsideration and removal of the book from Rene Upton, Carol Sikorski, Heather Brown, and Deborah Crews. Mr. Weseloh also stated he received a large number of emails from across the country on the issue of this book existing in the collection, and the majority of the emails were in favor of keeping the book on the Library's shelves.
2. Patron "Thank You" for the Eclipse Program: A patron sent a thank-you note to the Library for providing the solar eclipse glasses and the solar eclipse program, which was very well attended.
I. Reports:
1. President:
a. Secretary's Audit: President Conradt appointed Diane Kelsey and David Reynolds to serve as the audit committee to perform the secretary's audit, which is required by law. This will be performed after this evening's meeting.
2. Library Director: A written report was provided in the Board packets. Mr. Weseloh stated that the Library received tax distributions in the amount of $23,479.51; and a check was received on July 17 for the PPRT from January 1 to June 30th for 2017 in the amount of $27,604.16.
A water bill dated August 2, 2017 was received, and the amount was higher than typical, $2,838.44. The Library still has a remaining credit on its account of $730.84. The annual budget for this line item is $3,500.00 for the year, with half paid midway through the year and the other half at the end of the fiscal year. Staff will continue to monitor this expense.
A staff in-service was held August 18th at the library, which included some training and team-building activities. The survey results may be available in the September board packet.
WebLinx provided access to the new website. Staff are testing the site before making it live to the public.
LINC Board of Directors met at the Glen Ellyn Public Library on August 10, 2017. The Board of Directors provided an update on Delivery Service, the Overlay Project, the SWAN Board Meeting, and the Consortia Committee.
The Mexican Cultural Center is aiming toward a World Record Cup Mural during Mexican Independence Day Celebration. The assembly of the mural will be from 11 a.m. to 9:00 p.m. on September 16. The cleanup of the cups will be on Sunday, September 17, between 6:00 and 7:00 p.m.
3. Department Managers: Written reports were included in the Board Packets. Oral reports were provided by department managers for the Adult Services, Youth Services, Technical Services, and Circulation Services departments.
In July 129 new patrons were added. The number of cardholders is 13,637, representing 45.57 percent of the district's population. The new library card design was rolled out. September is Library Sign-Up Month.
4. Policy Committee: Mr. Fokta stated the Policy Committee met August 10, 2017, at 6:00 p.m. Present were Mr. Fokta, Chair; Pat Weninger, David Reynolds, members; Nancy Conradt, ex officio; and Ben Weseloh and Dominique Mendez, staff.
The committee reviewed five policies including the Purchasing policy, Collection Development and Material Selection policy, Public Comments policy, Leave of Absence Without Pay from the handbook, and Electronic Board Meeting Attendance policy. Recommendations for approval will be addressed later in the agenda.
5. Finance Committee: Mr. Bloom reported the Finance Committee met at 6:15 this evening prior to the Board Meeting. Present were Mr. Bloom, Chair; Ms. Herbst and Ms. Kelsey, Members; and Mr. Weseloh, Staff.
The Finance Committee discussed new approaches in securing insurance coverage for the Library. A number of suggestions were made, and it was agreed that each committee member would develop a template for moving forward. A Finance Committee meeting was scheduled for Monday, September 25, at 6:15 p.m. to establish a timeline to address the insurance renewal process. The meeting adjourned at 6:44 p.m.
Mr. Fokta expressed his appreciation of Mr. Bloom's work on this issue, and stated the Policy Committee is open to suggestions on changes to the purchasing policy with respect to the insurance coverage.
J. Unfinished Business:
1. Response to Theodore Utchen's Request for a Library Card:
Mr. Reynolds moved to approve Theodore Utchen's request for a library card; seconded by Ms. Weninger.
Discussion was had regarding how library policy is developed, put in place and adhered to; and the consensus is that the Library would be setting the wrong precedent by issuing a library card for the West Chicago Public Library District to individuals who live in other communities. Mr. Utchen lives in Wheaton and is not a taxpayer in the West Chicago Library District.
Roll Call Vote - No: David Reynolds, Pat Weninger, Richard Bloom, Frank Fokta, Rosario Herbst, Diane Kelsey, Nancy Conradt. Motion failed.
K. New Business:
1. Reconsideration of a Work: This Day in June: (Taken out of order after F. Agenda) The Board addressed the public to state that Illinois Public Libraries operate with policies and procedures, and the relevant policy for materials available in the library is the Collection Development and Material Selection policy. The policy is reviewed every two years and is up for renewal tonight. The Board vote is an advisory vote; it is not a binding vote. The decision lies with the Director, the Managers and staff.
Mr. Fokta moved to retain This Day in June as it is currently in the collection; seconded by Ms. Weninger. Discussion was had by the Board, and several members expressed their support for the policy and this book in particular. Mr. Reynolds expressed his opinion that the book is controversial and that it should not be in the children's section.
Further discussion of the Board included the trustees' confidence in the library staff as well as confidence in the patrons choosing materials from the collection that meet needs. The ethics statement of public libraries applicable to librarians, trustees, and staff was covered insofar as the trustees must distinguish clearly in their actions and beliefs between their personal philosophies and attitudes and those of the institution, acknowledging the formal position of the board, even if they personally disagree; and trustees must be prepared to support to the fullest the efforts of the librarians and resisting censorship of library materials by groups or individuals. In addition, the West Chicago Library and its Board support the policies set forth by the American Library Association and the Illinois Library Association.
Mr. Fokta stated the Policy Committee has reviewed the Collection Development and Material Selection policy, and two lines in that policy are pertinent to this discussion: One, the library has the duty to provide representative selection of materials on controversial subjects of interest to its readers and not prohibited by law including materials on all sides of a specific controversy; and two, this library holds censorship to be a purely individual matter and declares that while anyone is free to reject for himself/herself books and other materials of which he or she does not approve, he or she cannot exercise the right of censorship to restrict the freedom of others. This policy was recommended for reapproval to the Board by two thirds of the Committee.
Also noted in the discussion was the point that the Library belongs to the taxpayers of West Chicago; and it is the responsibility of this Board to give the highest rate of return possible for the community's investment.
Roll Call Vote - Yes: Frank Fokta, Pat Weninger, Rosario Herbst, Richard Bloom, Diane Kelsey, Nancy Conradt. No: David Reynolds. Motion carried.
2. Ordinance 17-03: An Ordinance Providing for the Budget and Appropriations of the West Chicago Public Library District for the Fiscal Year Beginning July 1, 2017, and Ending June 30, 2018. Mr. Bloom moved that the Board approve Ordinance 17-03, An Ordinance Providing for the Budget and Appropriations of the West Chicago Public Library District, DuPage County, Illinois for the Fiscal Year Beginning July 1, 2017, and ending June 30, 2018, in the amount of $5,990,079.00; seconded by Ms. Herbst.
Roll Call Vote - Yes: Richard Bloom, Rosario Herbst, Frank Fokta, David Reynolds, Diane Kelsey, Pat Weninger, Nancy Conradt. Motion carried.
3. Ordinance 17-04: Freedom of Information Act: Ms. Herbst moved to approve Ordinance 17-04 Illinois Freedom of Information Act; seconded by Ms. Weninger.
Minor changes were made including changing "Administrative Assistant" to "Person-In-Charge," as well as the new board members were added.
Motion carried by unanimous voice vote.
4. Ordinance 17-05: Ethics: Ms. Weninger moved to approve Ordinance 17-05, Ethics; seconded by Mr. Fokta.
Roll Call Vote - Yes: Richard Bloom, Frank Fokta, Pat Weninger, Diane Kelsey, Rosario Herbst, Nancy Conradt. Abstain: David Reynolds.
5. Resolution 17-04: Estimate of Funds: Mr. Bloom moved that the Board approve Resolution 17-04, West Chicago Public Library District, DuPage County, Illinois, Estimate of Funds Needed for the Fiscal Year Beginning July 1, 2017, and Ending June 30, 2018, in the amount of 6,095,106.00. Seconded by Ms. Herbst.
Roll Call Vote - Yes: Richard Bloom, Rosario Herbst, Frank Fokta, David Reynolds, Diane Kelsey, Pat Weninger, Nancy Conradt. Motion carried.
6. Policies:
a. Purchasing (Bids & Quotations): Mr. Fokta stated that the Policy Committee recommends the Board approve the Purchasing Policy as amended. The changes are indicated in blue.
Motion carried by unanimous voice vote.
b. Collection Development & Selection: Mr. Fokta stated the Policy Committee recommends the Collection Development and Selection policy for approval. The policy was reviewed upon request from the public. No changes were made.
Roll Call Vote - Yes: Frank Fokta, Richard Bloom, Rosario Herbst, Diane Kelsey, Nancy Conradt, Pat Weninger. No: David Reynolds. Motion carried.
c. Public Comments: Mr. Fokta stated the Policy Committee reviewed the Public Comments policy. The Committee recommended approval, but Mr. Fokta would like to take the policy back to Committee based on the large turnout for the material reconsideration tonight. Mr. Fokta withdrew the policy from recommendation, and it will be sent back to the Policy Committee.
d. Personnel Handbook: Mr. Fokta stated the Policy Committee recommends changes to the Personnel Handbook Leave of Absence Without Pay. Previously leave of absence was to be approved by the Board, and the Library's attorney has said that that should be under the Library Director's purview; so this change was made. Motion carried by unanimous voice vote.
e. Personnel Handbook: Employee Classifications: Mr. Fokta stated that the Committee recommends that the Board approve the Employee Classification in the Personnel Handbook. Full-time employee is defined as 30 or more hours per week (as opposed to 36).
Motion carried by unanimous voice vote.
f. Electronic Board Meeting Attendance. Mr. Fokta stated that the Policy Committee recommends to the Board approval of the Electronic Board Meeting Attendance policy as is, which remains unchanged.
Motion carried by unanimous voice vote.
7. Salary Schedule: In the packets were a revised list of policies and a Salary Schedule.
L. Closed Session:
None held.
M. Return to Open Session:
No closed session held.
N. Adjournment:
The meeting was adjourned at 9:20 p.m.
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