10 South Batavia Avenue Batavia, IL (630) FAX (630)

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1 Agenda Item # 5 a (2) w w w. B a t a v i a P u b l i c L I b r a r y. o r g MINUTES Board of Library Trustees of the Batavia Public Library District Regular Meeting Tuesday 15 January Call to Order President Sullivan called the regular meeting to order at 7:01 p.m. in the Elizabeth L. Hall Conference Room of the Batavia Public Library. 2. Pledge of Allegiance to the Flag 3. Call the Roll Trustees Present: Virginia C. Babcock, Randall E. Gibson, Maureen A. Jakubowski, Cara M. Schuster, Douglas S. Sullivan, James F. Trefil, and J. Thomas Von Lunen Trustees Absent: None Staff Members Present: Director George H. Scheetz, Joy K. Ganster (arrived at 7:04 p.m.), Kathy A. Moecher, Stacey L. Peterson, and Joanne C. Zillman (arrived at 7:02 p.m.) Visitors Present: Barb Mabbs, volunteer, Batavia Access Television (BATV), Inc. 4. Comments from the Audience There were no comments from the audience. Zillman arrived at 7:02 p.m. 5. Approve the Consent Agenda Trustee Sullivan read the consent agenda. Trustee Sullivan asked whether there were any changes to the consent agenda. 10 South Batavia Avenue Batavia, IL (630) FAX (630)

2 In respect to Agenda Item # 5 a (1), Director Scheetz reported a change to Section 15 of the minutes for the Regular Meeting on Tuesday, 21 August Motion by Trustee Gibson to approve the consent agenda, as amended, to include the following items: a. Minutes: (1) Regular Meeting, Tuesday, 21 August 2012 (as amended) (2) Public Hearing, Tuesday, 20 November 2012 (3) Public Hearing, Tuesday, 20 November 2012 b. Expenditures: (1) Expenditures ( Cash Disbursement Detail Report ): November December 2012, including General Fund checks ( ) in the amount of $223,195.59, and payroll and taxes in the amount of $233,875.35, for a grand total of $457, in expenditures c. Other Action Items: (1) Professional Services under Contract (Studio GC Inc., of Chicago, Illinois): Strategic Plan ( ): Objective / Project 6 (Standing Committee on Facilities) Seconded by Trustee Von Lunen. Roll Call: Babcock, aye; Gibson, aye; Jakubowski, aye; Schuster, aye; Sullivan, aye; Trefil, aye; Von Lunen, aye. The motion carried, Approve the Agenda Motion by Trustee Von Lunen to approve the agenda, as presented. Seconded by Trustee Babcock. All: Aye. The motion carried. Ganster arrived at 7:04 p.m. 7. Financial Reports: November December Working Budget Statement of Revenue and Expenditures (Annual Budget and Appropriation) Investment Report Business Manager Ganster asked whether there were any questions regarding the financial reports, which were included in the Board packet. There were no questions. 8. President s Report Trustee Sullivan said that he was looking forward to seeing the Trustees as the Annual Awards Dinner sponsored by the Batavia Chamber of Commerce on Saturday, 26 January Trustee Sullivan expressed his wish for a productive year for the Library and the Board. MINUTES (REGULAR MEETING) 15 JANUARY 2013 PAGE 2 OF 6

3 9. Good News / Comments from the Board There were no comments from the Board. 10. Correspondence and Communications There were no items of correspondence and communications. 11. Director s and Librarians Reports: November December 2012 Director Scheetz highlighted portions of his written report, as follows: Statistical Reports Total Circulation (Items Checked Out) The total circulation in November reflected a decrease of 302 items (0.5%) from November 2011 (63,293 compared to 63,595) for an average of 2,182.5 items checked out per day over 29 days (the Library was closed on November 22 for Thanksgiving) for an average of items per hour over 280 hours! The total circulation in December reflected a decrease of 3.6%) from December 2011 (56,906 compared to 59,021) for an average of 1,962.3 items checked out per day over 29 days (the Library was closed on December for Christmas) or an average of items per hour over 268 hours! Total year-to-date circulation (July December 2012) reflected a decrease of 2.0% from the same period in the previous fiscal year (386,367 compared to 394,393). In response to a comment by Director Scheetz on the number of items checked out, Trustee Von Lunen observed that the Library s statistical reports reflect tremendous growth over several years time. Trustee Gibson requested Director Scheetz to produce a chart of the Library s progress in this regard. 1 Total Number of Visits The total number of visits in November reflected a decrease of 620 visitors (2.3%) from November 2011 (26,225 compared to 26,845) for an average of visits over 29 days (the Library was closed on November 22 for Thanksgiving) or an average of 93.7 visits per hour over 280 hours! The total number of visits in December reflected a decrease of 2.2% over December 2011 (23,351 compared to 24,613) for an average of visitors per day over 29 days (the Library was closed on December for Christmas) or an average of 87.1 visitors per hour over 268 hours! 1 As reported on the occasion of the 10th anniversary of the new building (January 2012), The Library is a very busy place! From 2001 to 2011, the number of books and other materials checked out increased 164.6% (from 294,389 to 779,053) and the number of visitors increased 125.7% (from 145,444 to 328,251). MINUTES (REGULAR MEETING) 15 JANUARY 2013 PAGE 3 OF 6

4 Total year-to-date number of visitors (July December 2012) reflected a decrease of 2.2% from the same period in the previous fiscal year (164,824 compared to 168,490). Other Highlights Batavia Public Library Foundation: Director Scheetz reported that, at its meeting on Thursday, 3 January 2013, the Board of Directors of the Batavia Public Library Foundation approved one grant to the Library, in the total amount of $2, This grant will fund a series of three American Red Cross babysitting workshops in Director Scheetz expressed his appreciation to the Foundation Board for its generous support of the Library. In response to a question from Trustee Gibson, Director Scheetz reported that this grant request was part of a wish list produced for the Friends Board and Foundation Board by the Library s Management Team. Report from Youth Services Joanne C. Zillman presented highlights from her written report and, in particular, reported on the Reading Wonderland, the 2013 Winter Reading Club for children and families. In addition, Zillman announced that Lego Day will take place on Saturday, 26 January Report from Adult Services Stacey L. Peterson presented highlights from her written report and, in particular, reported on next event in the New Lyceum Lecture Series, Investigating Impressionism: The Working Methods of Claude Monet, presented by Kimberley H. Muir, assistant research conservator, The Art Institute of Chicago, on Wednesday, 16 January 2013, at 7:00 p.m. In addition, Peterson reported that Adult Services was particularly focused on its regular cycle of collection development and maintenance projects. In response to a question from Trustee Von Lunen, discussion followed on what happens to books and other materials that are weeded from the collection. Finally, Peterson reported on Reading Wonderland, the 2013 Winter Reading Club for adults and teens. 12. Committee and Official Representative Reports a. Standing Committee on Facilities: Trustee Gibson reported that, in addition to one item on the Board agenda (architectural services), agenda items included exterior masonry, parking lot improvements, and future agenda items. b. Standing Committee on Finance: There were no meetings in December or January. c. Standing Committee on Outreach: Trustee Jakubowski reported that agenda items included recognition as a Library Leader and the digital signage system. MINUTES (REGULAR MEETING) 15 JANUARY 2013 PAGE 4 OF 6

5 Trustee Sullivan observed that the digital display was a nice addition to the Check Out Desk. Discussion followed. d. Standing Committee on Services: There were no meetings in December or January. e. Batavia Public Library Foundation: Trustee Jakubowski presented a brief report on the work of the Batavia Public Library Foundation and, in particular, reported on the Foundation grant for a series of three American Red Cross babysitting workshops in 2013, and the success of the Foundation s support for the New Lyceum Lecture Series. f. Friends of the Batavia Public Library: There were no meetings in December or January. The next meeting is scheduled for Thursday, 24 January Trustee Babcock extended an invitation to attend the annual meeting of the Friends of the Batavia Public Library on Thursday, 28 February In addition, she announced a call for volunteers to help sort books for the book sales. Trustee Jakubowski reported that she recently worked as a volunteer at a Saturday book sale, and enjoyed the experience. g. Library Integrated Network Consortium (LINC): Trustee Von Lunen presented a brief report on the work of LINC and, in particular, reported that the Governing Board approved the budget for in November. There were no meetings in December or January. The next meeting is scheduled for Wednesday, 6 February 2013, at Villa Park. 13. An Ordinance Abating the Tax hereto Levied for the Year 2012 to Pay the Principal of and Interest on General Obligation Library Bonds, Series 1998, and General Obligation Library Bonds, Series 1999, of the Batavia Public Library District, Kane and DuPage Counties, Illinois (Standing Committee on Finance) ORDINANCE Trustee Sullivan stated that this Ordinance would reduce the local tax burden by $150,000. Discussion followed. Motion by Trustee Gibson to approve An Ordinance Abating the Tax hereto Levied for the Year 2012 to Pay the Principal of and Interest on General Obligation Library Bonds, Series 1998, and General Obligation Library Bonds, Series 1999, of the Batavia Public Library District, Kane and DuPage Counties, Illinois (Ordinance ), as presented. Seconded by Trustee Schuster. Roll Call: Babcock, aye; Gibson, aye; Jakubowski, aye; Schuster, aye; Sullivan, aye; Trefil, aye; Von Lunen, aye. The motion carried, Future Agenda Items Director Scheetz noted that an updated list of future agenda items was included in the Board packet. Director Scheetz commented on a new requirement from the Illinois State Library, the Annual Certification for Full Membership in, and Designation of Official Representative to, the Reaching Across Illinois Library System. Discussion followed. MINUTES (REGULAR MEETING) 15 JANUARY 2013 PAGE 5 OF 6

6 15. Next Meetings or Events a. Inauguration Day, Sunday, 20 January 2013, Library Open b. Birthday of Martin Luther King, Jr. (Observed) (3rd Monday in January), Monday, 21 January 2013, Library Open c. ALA Midwinter Meeting (Seattle), Friday Tuesday, January 2013 d. Lincoln s Birthday, Tuesday, 12 February 2013, Library Open e. Washington s Birthday (Observed) (3rd Monday in February) official name (5 U.S. Code 6103); also known as Presidents Day Monday, 18 February 2013, Library Open f. Board of Library Trustees (Regular Meeting), Tuesday, 19 February 2013, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library g. Daylight Saving Time Begins at 2:00 a.m. (2nd Sunday in March), Sunday, 10 March 2013 h. Freedom of Information Day, Saturday, 16 March 2013 annual event on or near March 16, the birthday of James Madison, who is widely regarded as the Father of the Constitution and the foremost advocate for openness in government i. Board of Library Trustees (Regular Meeting), Tuesday, 19 March 2013, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library j. Good Friday, Friday, 29 March 2013, Library Open k. Easter, Sunday, 31 March 2013, Library Closed 16. Adjournment Motion by Trustee Von Lunen to adjourn the meeting. Seconded by Trustee Gibson. All: Aye. The motion carried. Trustee Sullivan declared the meeting adjourned at 7:31 p.m. Respectfully submitted, Douglas S. Sullivan President Maureen A. Jakubowski Secretary MINUTES (REGULAR MEETING) 15 JANUARY 2013 PAGE 6 OF 6

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