West Chicago Public Library District Board met April 24.
Here is the minutes provided by the Board:
A. Call to Order: The meeting was called to order at 7:00 p.m. by President Nancy Conradt.
B. Roll Call:
Trustees Present: Nancy Conradt, President; Frank Fokta, Vice President; Richard Bloom, Treasurer; Corrine Jakacki, Secretary; and Diane Kelsey, Member.
Staff Present: Ben Weseloh, Library Director; Joan Happel, Administrative Secretary; Amanda Ghobrial, Adult Services Manager; Dominique Mendez, Youth Services Manager.
C. Approval of the Minutes:
1. Board Meeting - March 27, 2017: Ms. Jakacki moved to approve the Minutes of the March 27, 2017 as amended; seconded by Mr. Bloom.
- Page 1, Item D, Recognition of the Public, David Reynolds was present.
- Page 2, Item I-1, President's Report, second sentence should read
"... that trustee's last meeting will be the April meeting."
Motion carried by unanimous voice vote.
D. Recognition of the Public: David Reynolds, Deborah Crews, Marissa Parker.
E. Public Comments:
Deborah Crews asked that the library continue to have sufficient number of computers available for patron access.
Marissa Parker informed the board that she depends on the Library for hard-bound books, including academic books, and would like to have them available at the West Chicago Library rather than have to have the books brought in through interlibrary loan. Trustees noted that it is difficult for public libraries to maintain academic texts in their collections, especially if the library is not a university library; and that patrons who live in DuPage County can obtain a library card at the College of DuPage, which may be more likely to have academic books among its resources.
David Reynolds asked who among the trustees was not present; and he was informed that Trustees Weninger and Herbst were absent from the meeting.
F. Agenda - Additions/Deletions: None.
G. Treasurer's Report:
1. Mr. Bloom moved that the Board approve for payment expenses in the amount of $146,637.24; seconded by Corrine Jakacki. Snow removal expenses are high this month because the vendor became behind schedule in their billing, and the bill is for a couple months of service.
Roll Call Vote - Yes: Richard Bloom, Corrine Jakacki, Frank Fokta, Diane Kelsey, Nancy Conradt. Motion carried.
2. Financial Statements for March 2017: Snow removal for the season will come in $4,225.00 under budget. Additional financial statement information is referenced under the Director's Report.
1. Summer Food Service Program: Mr. Weseloh stated that the library received a letter from the Illinois State Board of Education about the Summer Food Service Program. The Library will tell patrons where to access the Summer Food Service Program for Summer 2017.
2. Sikich proposed solution for email storage and retrieval and data backup: Mr. Don Nims spoke to the Board regarding a couple options for the Library's email backup system, which is currently provided by Skykick. Two proposals were provided to the Board, one is an email archive and backup, and the other is a storage backup; some pricing accommodation was included.
Carol Dawe at LINC has indicated the records retention time requirement is one year. Information was provided regarding Microsoft Office 365, which stores email; and Skykick backup. Neither product has an archiving feature, and therefore neither is a compliance-based archiving solution. The solution offered for compliance-based archiving is Mimecast.
The annual fee for Skykick cloud backup for 61 users at $3 per user per month is approximately $2,200. Mimecast would result in a savings, about $2,200 a year. The Library's five servers are being backed up to the Cloud using a product called Live Vault; and a redundant backup of the servers is stored locally.
Consensus of the Board is to remain in compliance with all rules, regulations and procedures established by the State. Mr. Nims will do some research and respond back to the Board whether the suggested options are compliant with the State rules.
1. President: President Conradt appointed Trustees Pat Weninger and Corrine Jakacki to serve on the Nominating Committee for the new Officer Slate to be presented in May.
a Special Meeting in which the Board will evaluate the Library Director's performance will be held May 9, 2017 at 6:00 p.m. Said meeting will start in open session, as legally required, and will then be moved to closed session.
During the next closed session the Board will review for approval two sets of closed session minutes: May 23, 2016; and July 27, 2016.
A Trustee Orientation will be held for the benefit of the newly elected Trustee, David Reynolds. An agenda for the meeting will be posted in advance; and President Conradt, Trustee Bloom and Trustee Fokta will present information to Mr. Reynolds to familiarize him with the duties and responsibilities of the Board. This meeting will most likely be held in June.
2. Library Director: A written report was included in the Board packets. The Library's fiscal year elapsed is 75 percent. The expenditures are at 66.82 percent of the fiscal year budget; and the revenues received are at 98.86 percent of fiscal year budget. The Per Capita Grant has been awarded to the Library in the amount of $23,234.19. Those funds will probably be delayed because of the State budget impasse; and they must be expended by June 30, 2018.
American National Sprinkler is scheduled to be onsite May 16th to investigate a portion of the grounds where plantings fail to thrive.
Mr. Weseloh met with Chris Schneider from Management Association to discuss HR consulting. The Library will return to receiving HR services through Management Association beginning in July, which will result in a cost savings.
Mr. Weseloh met with the West Chicago City Museum staff to discuss the surplus Library property which the Museum will be acquiring/displaying: the phone booth, the Big Book, some artwork. The artwork was inventoried, and a list will be provided and an agreement entered into before the assets leave the building.
The LINC board meeting was held at the West Chicago Library on April 4, 2017. Mr. Weseloh spoke with the State records retention specialist and invited him to return to the West Chicago Library to look at some of the Library's files and to advise on records retention requirements. The budget was approved; and the election of officers took place. The officers remain the same for continuity purposes leading up to the migration to SWAN. A closed session was held to discuss the LINC Executive Director position and her performance.
The ILA Executive Board met April 13, 2017. The Serving Our Public publication will be revised; and when the new edition is available, the West Chicago Library District Trustees will receive updated copies.
President Trump's budget plan calls for the elimination of four independent cultural agencies: The National Endowment for the Arts; the National Endowment for the Humanities; the Institute of Museum and Library Services; and the Corporation for Public Broadcasting. These are large funding agencies which provide grant funding for libraries. Loss of these funding resources would have a significant negative effect on libraries; and this loss could impact libraries' upcoming budgeting process. ALA has sent correspondence to the U.S. Senators in support of maintaining the funding through these agencies.
The migration from LINC to SWAN is expected to occur in April 2018.
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 Mendez from the Youth Services Department.
Access Services Department: The percent of district residents who hold library cards is at 44.3 percent; and 19 new cardholders were signed up during the World Relief Outreach event.
Mr. Weseloh plans to have a new door counter installed by the end of the fiscal year.
J. Unfinished Business:
1. Report of the Committee for Semi-Annual Review of Closed Session Minutes and Executive Session Tapes of July through December 2016: Mr. Fokta reported that he performed a review of what is held in the file cabinet; and he also began to create a written procedure for performing this review, which will be brought to the policy meeting for further development. The cabinet contains no list of the closed session meetings from which to compare the proper storage of required information.
The only recording in the cabinet which falls into the timeframe for review is November 23, 2015. Mr. Fokta moved to destroy the closed session recordings from November 23, 2015; seconded by Corrine Jakacki.
Roll Call Vote - Yes: Frank Fokta, Corrine Jakacki, Richard Bloom, Diane Kelsey, Nancy Conradt. Motion carried.
K. New Business:
1. Set the Date for the Library Director's Evaluation: Mr. Bloom moved to set a meeting at 6:00 p.m. on May 9, 2017, to perform the Library Director's evaluation; seconded by Ms. Jakacki.
Motion carried by unanimous voice vote.
L. Closed Session: None held.
M. Return to Open Session: No closed session held.
N. Adjournment: President Conradt adjourned the meeting at 8:05 p.m.