MESSENGER PUBLIC LIBRARY OF NORTH AURORA BOARD OF TRUSTEES MEETING MINUTES September 13, 2018 Messenger Public Library Conference Room Call to Order: President Treest called the meeting of the Messenger Public Library of North Aurora Board of Trustees to order at 7:00 p.m. Roll Call: Attending: President Marguerite Treest, Treasurer Tanya Berley, Vice President Mary Beth Hutches, Trustee Corinn Sparks, Trustee Mary Steed, Trustee Jim Hicks, and Trustee Dominick Leo. Staff members attending: Library Administrator Kevin Davis, Administrative Assistant Judy Jarvis, Nancy Wollwert, Laura Foutch, Joanne Galloway, Mary Malach and Michelle Kurczak. Members of the public in attendance: Jessica McFadden Additions and changes to the Agenda: There were no changes or additions to the Agenda. Presentation: Library Staff User Experience (UX) Committee Response to Patron 2017 Survey Nancy Wollwert, Virtual Services Librarian and Laura Foutch, Adult Services Librarian presented the Board members with responses from the 2017 Patron Survey. The presentation included the responses provided to patrons and the actions taken by the Library in regards to the survey. Ms. Wollwert indicated that a more detailed document would be provided at the end of the presentation. Ms. Wollwert and Ms. Foutch highlighted several topics to include, but not limited to, request for more art programs, more coffee selections, DVDs, Audio books, specific materials, on-going opportunities for patrons, 3D printer, and general suggestions from patrons. Ms. Wollwert and Ms. Foutch provided Board members with documented actions taken by the Library to have in place several items that patrons have requested. It was also determined that some materials and programs could not be offered or were not considered to be needed at this time. Ms. Wollwert and Ms. Foutch thanked the Board members for the time given for this presentation.
Board members in turn thanked the staff members for their time compiling the information and providing results of the survey requests. Approval of the August 9, 2018 Regular Board Meeting Minutes The members of the Board reviewed the Minutes from the August 9, 2018 Regular Library Board Meeting. President Treest asked for deletions or corrections. There were no requests for deletions or corrections to the August 9, 2018 Regular Board Meeting Minutes. Trustee Steed motioned to approve the August 9, 2018 Regular Board Meeting Minutes. Seconded by Trustee Hicks. All in favor. Motion carried. Public Comments: None Treasurer s Report Treasurer Berley reported that there was a total net income in the month of August of $26554.99. Expenses in the amount of $145,707.88 were disbursed. Current assets totaled $2,109,784.70. Check numbers 11463-14514 and Electronic Funds Transfers in the amount of $145,757.88 were written in August 2018. Treasurer Berley indicated that there was nothing unusual noted in the review of the month. There were no additional questions or comments at this time. Trustee Hicks motioned to approve the Treasurer s report and file for audit as presented. Seconded by Vice President Hutches. All in favor. Motion carried. Library Administrator s Report Administrator Davis reviewed with the Library Board his report for the month of August. Administrator Davis reviewed the following items with Board members: 1. Introduced to Board members COD Library Technical Assistant program intern Jessica Mc Fadden. Ms. McFadden will be shadowing Library staff members and departments thru November. 2. Commented that the recent Annual Trustee, Staff and Volunteer Brunch on September 9 th was a successful event with 78 attendees. 3. Reminded Board members of upcoming North Aurora Community Parade on September 23 rd. 4. Strategic Planning Process and recruiting for focus group members is underway along with the results of survey distributed for patrons. Goal to have 250 survey responses. 5. Updated Board members on status of HVAC project and estimated completion.
6. Informed Board members of upcoming meetings to include LIMRiCC Fall Meeting on open enrollment for health insurance and Final Audit. There were no additional questions placed before Administrator Davis at this time. Library Department Head/Administrative Assistant Reports Administrative Assistant Judy Jarvis mentioned that the final audit should be concluded on Friday. Joanne Galloway, Head of Tech Services mentioned the time that Jessica McFadden has spent in the Tech Services Department and shadowing on procedures and materials processing. Ms. Galloway indicted that Ms. McFadden would be working next on cataloging. Mary Malach, Head of Circulation Services, reminded Board members that September is National Library Card sign up month and the department has been busy creating displays within the Library and distributing flyers to local businesses to promote. Ms. Malach also indicated that weekly drawings and a grand prize drawing are planned for patrons. The theme from the Incredibles movie is being used to promote this as well. Michelle Kurczak, Head of Youth Services, indicated that there were some changes in the statistical reporting in the monthly reports. Ms., Kurczak also indicated that with school back in session the department is back to a slower pace to concentrate on programs and upcoming events as well. Summer is a very busy time for the department. Report of the President: President Treest thanked the Library for hosting the Annual Trustee, Volunteer and Staff Brunch. Correspondence: None. Reports of the Standing Committees: Did not meet Operations Committee Did not meet Planning Committee of the Whole- Did not meet Unfinished Business: None
New Business Review-Illinois State Library Per Capita Grant FY 2019 Requirements-Trustee Fact File Chapters 6-10-Trustee Comments and Share Insights. Administrator Davis reviewed with Board members the requirements for the FY 2019 Illinois State Library Secretary of State Per Capita Grant program. Administrator Davis focused on the contents of Chapters 6 thru 10 and welcomed comments. President Trustee Treest commented on the unusual wording of some of the components of the review. Trustee Sparks asked if the Library has an HR manual in place. Administrator Davis indicated that there is currently an employee manual in place. Trustee Sparks also inquired if a written policy on employee grievance was also in place. Administrator Davis indicated that a policy is in place and part of the employee manual. Treasurer Berley inquired if an e-rate grant for funding was utilized. Administrator Davis indicated that the Library has not applied for such a grant. Administrator Davis indicated it was a very time consuming process to complete and the Library currently does not have a dedicated staff member for such purposes. Approve-Resolution 10-2018-Roof Top Replacement Project HVAC Units-$7573.50 Mechanical Concepts of Illinois. Transfer of Funds from Reserve Fund to Checking Account. Administrator Davis asked Board members to approve Resolution 10-2018 Roof Top replacement project HVAC Units-$7573.50 Mechanical Concepts of Illinois -Transfer of funds from Reserve to Checking for payment. Vice President Hutches motioned to approve Resolution 10-2018 Roof Top Replacement Project HVAC Units-$7573.50 Mechanical Concepts of Illinois-Transfer of Funds from Reserve to Checking. Seconded by Trustee Hicks. Roll Call Vote. Ayes: Seven (7) President Trustee Treest, Treasurer Berley, Vice President Hutches, Trustee Sparks, Trustee Hicks, Trustee Leo and Trustee Steed. Nays: None. All in favor. Motion carried. Review-RFP-Cleaning Service Contractors Administrator Davis reviewed with Board members proposal for new cleaning company for the Library.
Administrator Davis presented document suggested by and reviewed by Library legal counsel for distribution to local area cleaning companies. Administrator Davis indicated recent and on-going service from the current contractor has prompted the need for a change in vendor. Approve-Estimated Expenditure of up to $940- Kevin Davis-Employee Travel Expenses- Illinois Library Association Conference-Peoria Illinois (October 9 th & 10 th ) Per Local Government Travel Expense Control Act. Administrator Davis asked Board members for approval of estimated expenditure for travel related expenses to attend the Illinois Library Association Annual Conference being held October 9 th and October 10 th in Peoria Illinois. Vice President Hutches motioned to approve estimated expenditure of up to $940-Kevin Davis- Employee travel expenses-illinois Library Association Conference Peoria, Illinois (October 9 th &10 th ) per local government travel expense control act as presented. Seconded by Trustee Sparks. All in favor. Motion carried. Trustee Comments President Treest: Thanked the Library for the Annual Brunch Trustee Secretary Sparks: Thanked the Library for the Annual Brunch Treasurer Berley: Commented that it was just a thought or the idea of having a fish aquarium in the Youth Department was something to consider. She has looked into local vendor and the cost involved. It was just something she wanted to mention to think about. She also mentioned that it would be a suggestion to have more live plants in the Library. Trustee Hicks: Thanked the Library for the Annual Brunch. It was an enjoyable event and he met many of the volunteers. Trustee Leo: Indicated he was going to start working with the Library maintenance staff on upgrading the light fixtures in the Library. Trustee Steed: Indicated she would like to be contacted for raffle prizes for summer/winter reading events. Vice President Hutches: Thanked the Library for the Annual Brunch Adjournment of Regular Board Meeting
Trustee President Treest requested a motion to adjourn the Regular Board Meeting. Trustee Hicks motioned to adjourn the Regular Board Meeting. Seconded by Trustee Steed. All in favor. Motion carried. The Regular meeting adjourned at 8:01p.m.