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

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1 Agenda Item # 5 a (1) 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 20 November Call to Order President Sullivan called the meeting to order at 7:14 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 (arrived at 7:07 p.m.), Randall E. Gibson, Maureen A. Jakubowski, Cara M. Schuster, Douglas S. Sullivan, and James F. Trefil Trustees Absent: J. Thomas Von Lunen Staff Members Present: Director George H. Scheetz, Kathy A. Moecher, Stacey L. Peterson, Pamela W. Weber, and Joanne C. Zillman Visitors Present: Bryant Kintz, volunteer, Batavia Access Television (BATV), Inc. 4. Comments from the Audience There were no comments from the audience. 5. Approve the Consent Agenda Trustee Sullivan read the consent agenda. Trustee Sullivan asked whether there were any changes to the consent agenda. Motion by Trustee Babcock to approve the consent agenda, to include the following items: 10 South Batavia Avenue Batavia, IL (630) FAX (630)

2 a. Minutes: (1) Regular Meeting, Tuesday, 17 July 2012 b. Expenditures: (1) Expenditures ( Cash Disbursement Detail Report ): October 2012, including General Fund checks ( ) in the amount of $142,223.89, and payroll and taxes in the amount of $117,900.01, for a grand total of $260, in expenditures c. Other Action Items: (1) An Ordinance Levying the Annual Taxes for Library Purposes in the Batavia Public Library District, in the Counties of Kane and DuPage, Illinois, for the Fiscal Year (Standing Committee on Finance): ORDINANCE (2) An Ordinance Revising the Regular Meeting Schedule for (Standing Committee on Services): ORDINANCE (3) A Resolution to Cast a Ballot in the 2012 Election of Executive Trustee of the Illinois Municipal Retirement Fund (Standing Committee on Services): RESOLUTION (4) Request for Proposals for Cleaning Services (Standing Committee on Facilities) (5) Request for Proposals for a Community Survey (Standing Committee on Services) (6) Biannual Review of Closed Sessions, as required by 5 ILCS 120/2.06(d) (Board Secretary) (7) Budget for the Library Integrated Network Consortium (LINC) for Seconded by Trustee Schuster. Roll Call: Babcock, aye; Gibson, aye; Jakubowski, aye; Schuster, aye; Sullivan, aye; Trefil, aye; All: Aye. The motion carried, 6 0, with one member absent. 6. Approve the Agenda Motion by Trustee Schuster to approve the agenda, as presented. Seconded by Trustee Babcock. All: Aye. The motion carried. 7. Financial Reports: October Working Budget Statement of Revenue and Expenditures (Annual Budget and Appropriation) Investment Report In the absence of Joy K. Ganster, the Library s business manager, Director Scheetz 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 There was no President s report. MINUTES (REGULAR MEETING) 20 NOVEMBER 2012 PAGE 2 OF 7

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 Director Scheetz highlighted portions of his written report, as follows: Statistical Reports: Total Circulation (Items Checked Out) The total circulation in October reflected an increase of 0.9% from October 2011 (63,820 compared to 63,267) for an average of 2,058.7 items checked out per day over 31 days or an average of items per hour over 312 hours! Total year-to-date circulation (July October 2012) reflected a decrease of 2.1% from the same period in the previous fiscal year (266,168 compared to 271,777). In response to a comment by Director Scheetz, discussion followed on Total Circulation trends in Batavia and in comparison to other public libraries. Total Number of Visits The total number of visits in October reflected a decrease of 0.3% from October 2011 (28,086 compared to 28,163) for an average of visits per day over 31 days or an average of 90.0 visitors per hour over 312 hours! Total year-to-date number of visitors (July October 2012) reflected a decrease of 1.5% from the same period in the previous fiscal year (115,248 compared to 117,032). Other Highlights New Lyceum Lecture Series (Season 6): Director Scheetz announced the twentieth and twentyfirst events in the New Lyceum Lecture Series: The 2012 Election and the Future of the U.S. Supreme Court, presented by Artemus Ward, associate professor of Political Science, Northern Illinois University, on Monday, 3 December 2012, at 7:00 p.m. 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. Annual Awards Dinner: Director Scheetz announced that the annual dinner of the Batavia Chamber of Commerce, featuring the Ole and Citizen of the Year awards, is scheduled for Saturday, 26 January MINUTES (REGULAR MEETING) 20 NOVEMBER 2012 PAGE 3 OF 7

4 Holiday Decorations: Director Scheetz reported that, in celebration of the season, the Library would install wreaths on the southern and western pediments (as in the previous five years) and decorate the large artificial tree (donated by the Sullivan family) for the area near the Check Out Desk. In addition, the Library, under the leadership of Joanne C. Zillman, will host its annual holiday storytime as part of the Celebration of Lights Festival at the Batavia Riverwalk on Sunday, 25 November 2012, at the Gustafson Research Center, 6:30 7:00 p.m. Friends of the Batavia Public Library: Director Scheetz reported that, at its meeting on Thursday, 25 October 2012, the Board of Directors of the Friends of the Batavia Public Library approved five grants to the Library, in the total amount of $8, In addition, the Friends Board approved payment in full to the Library for the improvements to the Book Sale Area ($8,700.25). Director Scheetz expressed his appreciation to the Friends Board for its generous support of the Library. Batavia Public Library Foundation: Director Scheetz reported that, at its meeting on Thursday, 15 November 2012, the Board of Directors of the Batavia Public Library Foundation approved two grants to the Library, in the total amount of $3, Director Scheetz expressed his appreciation to the Foundation Board for its generous support of the Library. In response to a question from Trustee Gibson, discussion followed on the Revised Edition of Windmill City: A Guide to the Historic Windmills of Batavia, Illinois. Batavia ACCESS Toy Store: Director Scheetz reported that, for the seventh consecutive year, the Library was a drop-off site for the Batavia ACCESS Toy Store, now in its 25th year, which sponsors the Christmas Toy Store for Batavia Township. Donations will be accepted until December 7. Report from Youth Services Joanne C. Zillman presented highlights from her written report and, in particular, reported on several special events, including BatFest, the Preschool Fair (at the Library), an early childhood resource fair at the Batavia Apartments (in connection with Head Start), and the holiday storytime at the Celebration of Lights. The very popular Preschool Fair was presented jointly by the Batavia Public Library and the Geneva Public Library. In addition, Zillman presented a sampling of the winning designs from the Library s annual Bookmark Contest, which is produced in Youth Services. In response to a question from Trustee Babcock, discussion followed on services for homeschooled students and their families. MINUTES (REGULAR MEETING) 20 NOVEMBER 2012 PAGE 4 OF 7

5 Report from Adult Services Stacey L. Peterson presented highlights from her written report and, in particular, reported on the next two events in the New Lyceum Lecture Series. In addition, Peterson reported that Adult Services was particularly focused on its regular cycle of collection development and maintenance projects. 12. Committee and Official Representative Reports a. Standing Committee on Facilities: Trustee Gibson reported that, in addition to two items on the Board agenda (cleaning services and parking lot improvements), agenda items included architectural services and future agenda items. b. Standing Committee on Finance: There was no meeting in November. c. Standing Committee on Outreach: There was no meeting in November. d. Standing Committee on Services: Trustee Sullivan reported that, in addition to four items on the Board agenda (regular meeting schedule, IMRF ballot, community survey, and the Policy on Meeting Rooms), agenda items included how to register for a library card and future agenda items. In response to the report on library cards by Trustee Sullivan, discussion followed on issues related to library cards and their use (and abuse). In response to a comment by Trustee Babcock, discussion followed on adding photographs to library cards. In response to a question from Trustee Gibson, Pamela W. Weber, the Library s Circulation Services manager, presented information on loss rates. The consensus of the Board was to direct staff to investigate the use of photographs on library cards. Further discussion was referred to the Standing Committee on Services. e. Batavia Public Library Foundation: At the request of Trustee Jakubowski, Director Scheetz presented a brief report on the work of the Batavia Public Library Foundation and, in particular, reported on the approval of two grants to the Library and the annual election of officers. f. Friends of the Batavia Public Library: Trustee Babcock presented a brief report on the work of the Friends of the Batavia Public Library and, in particular, the success of the book sales, and the need for new volunteers. President Sullivan observed that his parents worked as volunteers at the most recent book sale and had a great time in a good cause. g. Library Integrated Network Consortium (LINC): At the request of Trustee Schuster, Director Scheetz presented a brief report on the work of LINC. MINUTES (REGULAR MEETING) 20 NOVEMBER 2012 PAGE 5 OF 7

6 13. Policy on Meeting Rooms (Part 1): Statement of Philosophy, Scope, and Purpose for the Policy on Meeting Rooms: Strategic Plan ( ): Objective / Project 9 (Standing Committee on Services) Trustee Sullivan reported that the purpose of this agenda item was to recommend that the Board of Library Trustees approve a new policy statement, Statement of Philosophy, Scope, and Purpose for the Policy on Meeting Rooms. Director Scheetz presented an overview of the new policy statement and its relationship to the Policy on Meeting Rooms. Discussion followed. In response to a question from Trustee Gibson, discussion followed on the effective date of the policy and plans for the transition, which will take six months. Trustee Schuster commended Director Scheetz for his efforts, and those of the Task Force on Meeting Rooms, for their work on the new policy statement, and the efforts to communicate the proposed changes to stakeholders. Motion by Trustee Schuster to approve the policy statement, Statement of Philosophy, Scope, and Purpose for the Policy on Meeting Rooms, as presented. Seconded by Trustee Jakubowski. Roll Call: Babcock, aye; Gibson, aye; Jakubowski, aye; Schuster, aye; Sullivan, aye; Trefil, aye; All: Aye. The motion carried, 6 0, with one member absent. 14. Parking Lot: First Street Entrance Improvements (Walter E. Deuchler Associates Inc.) (Standing Committee on Facilities) Director Scheetz presented a progress report on this project. Discussion followed. 15. Future Agenda Items Director Scheetz noted that an updated list of future agenda items was included in the Board packet. 16. Next Meetings or Events In response to a question from Trustee Babcock, discussion followed on the statutory requirement for the Library (and all local governments that are usually closed on Christmas Eve) to open on Monday, December 24, for the purpose of accepting nomination papers from candidates for public office. Director Scheetz reported that the Library s Business Office (only) would open from 1:00 5:00 p.m. on Monday, December 24, in order to comply with Illinois law. 1 a. Thanksgiving Eve, Wednesday, 21 November 2012, Library Closed at 5:00 p.m. b. Thanksgiving (4th Thursday in November), Thursday, 22 November 2012, Library Closed c. Day after Thanksgiving, Friday, 23 November 2012, Library Open d. Board of Library Trustees (Regular Meeting), Tuesday, 18 December 2012, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library No Meeting 1 Public Act (effective 12/2/12) extended the filing period for the 2013 Consolidated Election. The new filing period was December 2012 [10 ILCS 5/10 6(2)]. As a result, the Library did not open on Christmas Eve. MINUTES (REGULAR MEETING) 20 NOVEMBER 2012 PAGE 6 OF 7

7 e. Christmas Eve, Monday, 24 December 2012, Library Closed Business Office Open, 1:00 5:00 p.m. (the last day to file election papers for the Consolidated Election) f. Christmas, Tuesday, 25 December 2012, Library Closed g. New Year s Eve, Monday, 31 December 2012, Library Closed at 12:00 noon h. New Year s Day, Tuesday, 1 January 2013, Library Closed i. Board of Library Trustees (Regular Meeting), Tuesday, 15 January 2013, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library 17. Adjournment Motion by Trustee Gibson to adjourn the meeting. Seconded by Trustee Babcock. All: Aye. The motion carried. Trustee Sullivan declared the meeting adjourned at 8:13 p.m. Respectfully submitted, Douglas S. Sullivan President Maureen A. Jakubowski Secretary MINUTES (REGULAR MEETING) 20 NOVEMBER 2012 PAGE 7 OF 7

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