REGULAR MEETING BOARD OF LIBRARY DIRECTORS AURORA (ILLINOIS) PUBLIC LIBRARY. September 12, 2012

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1 REGULAR MEETING BOARD OF LIBRARY DIRECTORS AURORA (ILLINOIS) PUBLIC LIBRARY September 12, 2012 CALL TO ORDER: at 6:00 p.m. Jerry Linzy of Jerold Panas, Linzy & Associates presented the Feasibility/Development Analysis Report to the Aurora Public Library Foundation Board and the Aurora Public Library Board. The report included Critical Observations, Recommendations and Evaluations from the data collected and interviews conducted. Jerry Linzy will also be presenting the Feasibility/Development Analysis Report on Thursday, September 13, 2012 at 8:00 a.m. in the multi-purpose room. ADJOURNMENT CALL TO ORDER: at 7:07 p.m. Present: Trustees Jeffry Butler, Norma Gobert, Richard Hawks, Walt Meinert, John Savage, Anthony Stanford and Jill Wold Absent: Trustees Jeffrey Redding and Norma Vazquez Also present are Library Director Eva Luckinbill, Main Library Coordinator Elizabeth Bumgarner, Business Manager Kathleen Fennell, Public Information Manager Amy Roth, Administrative Assistant Nicoletta Palmeri and AU intern Maria Elena Benitez ADDITIONS TO AGENDA: Eva Luckinbill requested the Board go into Executive Session to discuss the Request for Qualifications for an Owner s Representative and union negotiations. MINUTES OF THE PREVIOUS MEETING: Jill Wold moved, seconded by Walt Meinert to approve the minutes of the August 8, 2012 meeting as written. All in favor. PUBLIC COMMENTS: MINUTES APPROVED COMMUNICATIONS: Eva Luckinbill passed around the communications folder and the August 2012 publicity news clippings information binder collected by Amy Roth. Additional communication pieces are covered in the Director s Report. 1

2 Eva Luckinbill stated the article in the Beacon News on September 12, 2012, Aurora experiences rebounding revenues really has no bearing on the revenues for the library. Jeffry Butler noted the 4 th Annual Teen Talent Show on Saturday, August 18, 2012 was a very good event. There were no ramifications from staff or the public regarding TB testing stated Jeffry Butler. Base line testing was voluntary. The Kane County Health Department will return October 22nd, 24th and 26th to retest and evaluate staff. The health department did an excellent job educating the staff about TB. Jill Wold stated that going forward it s essential to keep the lines of communications open among the Board members. COMMITTEE REPORTS Finance Richard Hawks moved, seconded by Walt Meinert to approve the Aurora Public Library monthly expenditures as listed on the Authorization Sheet for the period August 8, September 12, 2012 in the amount of $875, Going forward, Walt Meinert asked the business office to prepare monthly expenditure reports by vendor for the new main library project. These reports will be added to the monthly board packet. Roll call on motion: Yes: Trustees Butler, Gobert, Hawks, Meinert, Savage, Stanford, Wold No: none Absent: Trustees Redding and Vasquez Abstained: none Building & Grounds Existing Main Library PAYMENT OF BILLS Main Library Design John Savage, Jeffry Butler and Elizabeth Bumgarner attended the Committee of the Whole on September 4, 2012, to ask city council to move forward with the $30 million bond issuance for the main library project. However at the Committee of the Whole meeting, a consensus on the principal amount of the bond issuance could not be reached. Therefore, the vote for the sale of the bonds has been rescheduled from September 11, 2012 to September 25, The City of Aurora City Council is aware that the library received notice from the State of Illinois that the library may possibly be eligible for the Illinois Public Construction Grant in amount of $10.8 million. According to the state, the bond money must be in the 2

3 bank before the state awards the library the construction grant money. The library will use the grant money to abate the project costs stated John Savage and Jeffry Butler. John Savage asked Eva Luckinbill to rework the budget for the satellite locations. Eva Luckinbill introduced Todd Drafall, president of the Aurora Public Library Foundation as of September 15, John Savage noted that Cordogan, Clark and Associates will provide new schematics of the new main library in approximately three weeks. Eva Luckinbill stated the transformation at Church Road Outreach Services location is almost ready. The Express Center will open Monday, September 17, 2012 to the public. The ribbon cutting ceremony is September 28, 2012 at 5 p.m. The Express Center will be open five days a week: Mondays and Thursdays from 3 to 8 p.m., Tuesdays and Wednesdays from 2 to 5 p.m. and Saturdays from 10 a.m. to 2 p.m. It will be closed on Fridays and Sundays. Technology Outsource Solutions Group technology consultants completed their audit and presented Eva Luckinbill with their findings of the library s current condition. There are items to prioritize before the consultants can move forward with the new main library project. They are also assisting the Network Support Team with the Request for Proposal (RFP) for a RFID system, as well as evaluating the Polaris System. They will be invited to attend the October 10, 2012 board meeting. Advocacy/Community Support The invitations for the 4 th annual Imagine..the possibilities event Dancing through the Decades will be mailed on Thursday, September 13, The event will be held on Friday, October 26, 2012 at 7:00 p.m. at the Eola Road Branch. Auction items are welcomed. Library and Personnel Jill Wold, Anthony Stanford and Walt Meinert met on September 5, 2012 to review the existing Aurora Public Library By-laws. The committee will prepare a draft of their recommendations/updates at the October board meeting. KDI Design, Inc. will schedule meetings with staff and board members to review interior concepts. A meeting is already scheduled with the teen advisory board on Thursday, September 13, Eva Luckinbill, Elizabeth Bumgarner and KDI Design, Inc. will visit the Merchandise Mart on Thursday, September 13, 2012 to explore movable walls for study rooms. KDI Design, Inc. would also like to schedule a special board meeting on October 24, 2012 at 6:30 p.m. to discuss final options for the new main library interiors. 3

4 Eva Luckinbill mentioned that the Naperville Public Library changed their Internet Policy to remove internet filters from its public computers. The change will bring the Naperville Library in line with many other libraries in the area, including Aurora Public Library which does not filter adult computers. Eva Luckinbill, Laura Stoney and Christina Campos have met several times to discuss and work out the details of the Aurora Township Scholarship Program Library Card plan. The terms agreed upon follows: 1) if the township has approved general assistance for the residents through their program, the residents will have a form showing financial status and this form will be accepted as proof by the library; 2) if the residents attend School District 129 and 131 and participate in the Federal Reduced or Free Lunch Program, a letter from the district will be accepted as proof by the library. Eva Luckinbill stated that she has received a copy of School District 129 s letter but not School District 131; and 3) if the residents present a LINK card, it will also be accepted as proof by the library. Eva Luckinbill asked the board to approve the non-resident Aurora Township Scholarship Library Card annual fee of $25.00 per household - existing library card policies and procedures will still apply. John Savage moved, seconded by Richard Hawks to approve the non-resident Aurora Township Scholarship Card annual fee of $25.00 per household. The Aurora Public Library Foundation will pay the balance of the non-resident fee from the special fund supported by Aurora Township and the foundations of the two School Districts. All in favor AURORA TOWNSHIP NON-RESIDENT SCHOLARSHIP LIBRARY CARD FEE APPROVED DIRECTOR S REPORT Circulation Statistics have leveled off stated Eva Luckinbill. The Bookmobile was out of service for a couple of days in July; therefore, circulation statistics were down in that department. Wireless connections were up and PC reservations were down continuing the trend. EXECUTIVE SESSION: Richard Hawks moved, seconded by Norma Gobert to go into Executive Session at 8:23 p.m. Reconvened from Executive Session at 8:29 p.m. During Executive Session the board discussed union negotiations. The Owner s Representative discussion was tabled until the October meeting FORMER BUSINESS: NEW BUSINESS: 4

5 ADJOURNMENT: Norma Gobert moved, seconded by Richard Hawks to adjourn at 8:29 p.m. All in favor. ADJOURNMENT CERTIFIED TO BE A TRUE COPY Secretary, Board of Directors np 5