Library Board

Wheaton Public Library Special Board Meeting Minutes of July 30, 2018 I. Call to Order and Roll Call: The Board of Trustees of the Wheaton Public Library held a special meeting on Monday, July 30, 2018, in the Library Board Room. Board President Christine Fenne called the meeting to order at 7:00 p.m. Members present at roll call were: Mr. Cho, Mrs. Fenne, Mr. Kipfer, Mr. Lyon, Mr. McDonough, Mrs. Metanchuk and Mr. Sanguinetti. Absent: Mr. McHaley. Betsy Adamowski, Library Director was in attendance and took the minutes for this meeting. Mrs. Fenne led the attendees in the Pledge of Allegiance. II. Citizens to Be Heard: None CONSENT AGENDA III. Minutes for the June 18, 2018 Board Meeting IV. Financial Reports for June 2018 and Bill Listing for July 2018 Payment: Mrs. Metanchuk moved and Mr. Cho seconded to approve the Consent Agenda items. Roll Call Vote Ayes: Mr. Kipfer Mr. Sanguinetti Mrs. Fenne Mrs. Metanchuk Mr. Cho Mr. Lyon Mr. McDonough Nays: None Absent: Mr. McHaley Motion Carried V. Friends of the Library Report – Mrs. Adamowski: Mrs. Adamowski reported that the next Friends Book Sale is August 21-25. August 21st is the Preview sale. VI. Library Director’s Report for June 2018: Mrs. Adamowski reported that the first Finance Committee meeting will be on September 17th. Notification for the time and agenda will be sent out closer to the meeting date. All members of the board are welcome to attend. The Finance Committee is chaired by Treasurer Ray Sanguinetti and committee members are Mr. McHaley and Mrs. Metanchuk. Mrs. Adamowski gave an update on the status of the security camera project. On July 31st, she will be meeting with the City Facility Manager and a security consultant that the City of Wheaton used when they upgraded the city security system. Deputy Director, Dawn Kovacs, and Library IT Manager, Ed Sirovatka, will also be attending as well. It has been advised that the library replace Chiller #2. With the high cost of the replacement of the chiller, Mrs. Adamowski is beginning the process of finding an energy efficiency engineer consultant to help with the determination of what needs to be done; to either repair or replace the existing chiller. Mrs. Adamowski met with John Tsingas, Vice President of Grumman/Butkus Associates, Kami Farahmandpour, Consultant from Building Technology Consultants, Al Schefske, City Facilities Manager, and Larry Wasik, Library Facilities Supervisor, on July 30, 2018 to begin the discussion on how to move forward. Mrs. Adamowski will keep the Board up-to-date as the process continues. Mrs. Adamowski is also recommending that the Board begin the process of thinking about putting a capital asset plan together on the long term costs of maintaining the library building. Mrs. Adamowski will work with Kami Farahmandpour on this process to determine the costs of the study. More information and discussion will be held at the August 2018 Board meeting. Mrs. Adamowski will keep the Board members up to date on the project as it moves along. The Board will have the final decision to do the capital plan. Mrs. Adamowski wrapped up her report by giving a brief presentation on the Strategic Planning session that was done with the management team on July 24, 2018. At this time a community survey is being 1 Wheaton Public Library Special Board Meeting Minutes of July 30, 2018 drafted to hand out to the public in the next 2 weeks and a new mission statement is being put together for the Board to approve at the August 2018 meeting. VII. Unfinished Business: A. Motion to Approve Installing an Electromechanical Door Operator on the Library’s West Side Entrance Door. Cost Not to Exceed $9,000: Mr. McDonough moved and Mr. Lyon seconded to approve the stated motion. Roll Call Vote Ayes: Mr. Cho Mr. Sanguinetti Mr. Lyon Mrs. Metanchuk Mr. McDonough Mr. Kipfer Mrs. Fenne Nays: None Absent: Mr. McHaley Motion Carried B. Motion to Approve Studio GC to Prepare Construction Documents for the Interior Remodel Phase II Project: Mrs. Metanchuk moved and Mr. McDonough seconded to approve the above motion. Roll Call Vote Ayes: Mr. Sanguinetti Mrs. Metanchuk Mr. Cho Mr. Lyon Mr. Kipfer Mr. McDonough Mrs. Fenne Nays: None Absent: Mr. McHaley Motion Carried VIII. New Business: A. Motion to Approve Amended Library Use of Photography Policy: Mrs. Metanchuk moved and Mr. McDonough seconded approval of this motion. Roll Call Vote Ayes: Mr. Lyon Mr. Cho Mr. Kipfer Mr. McDonough Mrs. Metanchuk Mr. Sanguinetti Mrs. Fenne Nays: None Absent: Mr. McHaley Motion Carried 2 Wheaton Public Library Special Board Meeting Minutes of July 30, 2018 B. Motion to Approve Amended Circulation Policy: Mr. Sanguinetti moved and Mr. Cho seconded to approve the Amended Circulation Policy. Roll Call Vote Ayes: Mr. McDonough Mr. Lyon Mr. Kipfer Mr. Cho Mr. Sanguinetti Mrs. Metanchuk Mrs. Fenne Nays: None Absent: Mr. McHaley Motion Carried C. Motion to Approve Nominating Committee Minutes of June 18, 2018: Mr. Sanguinetti moved and Mr. Kipfer seconded to approve the Nominating Committee Minutes of June 18, 2018. Roll Call Vote Ayes: Mrs. Metanchuk Mr. Cho Mr. Sanguinetti Mr. Lyon Mr. Kipfer Mrs. Fenne Nays: None Abstain: Mr. McDonough Absent: Mr. McHaley Motion Carried D. Election of Officers: The Nominating Committee Chair, Mrs. Metanchuk, presented the slate of officers for July 1, 2018 – June 30, 2019: President Mrs. Fenne Vice-President Mr. McHaley Secretary Mrs. Metanchuk Treasurer Mr. Sanguinetti Mr. McDonough moved and Mr. Lyon seconded to approve the slate as presented. Roll Call Vote Ayes: Mr. Kipfer Mr. McDonough Mrs. Metanchuk Mr. Lyon Mr. Sanguinetti Mr. Cho Mrs. Fenne Nays: None Absent: Mr. McHaley Motion Carried 3 Wheaton Public Library Special Board Meeting Minutes of July 30, 2018 E. Motion to Approve the Renewal of the Food and Beverage Concessionaire Service Agreement with Café on the Park, LLC for a 3-Year Term at a Concession Fee of $500 per Month: Discussion occurred on the concessionaire agreement term and it was agreed that more information was needed on finances, concessionaire needs and library survey results in order to proceed with term and fee. The motion was amended to be a 1-Year Term and the Concession Fee would stay at $500. In the next year, it was agreed that dialogue will occur with Café on the Park owner, Pete Leonard concerning the café’s finances, and other questions and opportunities. Due to Café on the Park not opening until April 2016, it was fair to give Pete Leonard the full 3 years to give a full report on operations. It was agreed by all that the Café is doing a good job and that the Library is happy with the service. The term limit will be reviewed in July 2019. Mrs. Metanchuk moved to approve the amended motion, replacing “3-Year Term” to “1-Year Term.” Mr. Cho seconded the motion. Roll Call Vote Ayes: Mr. Kipfer Mr. Cho Mr. McDonough Mr. Sanguinetti Mrs. Metanchuk Mr. Lyon Mrs. Fenne Nays: None Absent: Mr. McHaley Motion Carried IX. Board Member Comments (Round the Table): None X. Adjournment: There being no further business of the Wheaton Public Library Board of Trustees, Mr. McDonough moved and Mrs. Metanchuk seconded that the meeting be adjourned. A voice vote was taken and the motion for adjournment carried at 7:46 p.m. Respectfully Submitted, Betsy Adamowski Library Director Wheaton Public Library 4