Library Board

Monday, September 17, 2018 7:00 p.m. I. Call to Order The Board of Trustees of the Wheaton Public Library held its regular monthly meeting on Monday, September 17, 2018, in the Library Board Room. Board President Christine Fenne called the meeting to order at 7:01 p.m. Members present at roll call were: Mr. Cho, Mrs. Fenne, Mr. Lyon, Mr. McDonough, Mrs. Metanchuk and Mr. Sanguinetti. Absent: Mr. McHaley and Ms. Staron. Betsy Adamowski, Library Director and Lisa Christell-Sandri, Library Finance Manager and recording secretary for this meeting, were in attendance. Mrs. Fenne led the attendees in the Pledge of Allegiance. II. Citizens to be Heard None CONSENT AGENDA III. Minutes for the August 20, 2018 Special Board Meeting IV. Financial Reports for August 2018 and Bill Listing for September 2018 Payment Mr. Cho moved and Mrs. Metanchuk seconded to approve the Consent Agenda items. Ms. Christell- Sandri noted that tonight’s agenda item III. erroneously stated Minutes for the August 20, 2018 Special Board Meeting. She will remove the word Special to correct. Roll Call Vote Ayes: Mr. Lyon Mr. McDonough Mrs. Fenne Mr. Sanguinetti Mr. Cho Mrs. Metanchuk Nays: None Absent: Mr. McHaley Ms. Staron Motion Carried Mrs. Adamowski requested that the Board move to Item VII. Unfinished Business before she made her reports. The members agreed. Ms. Staron entered the meeting at 7:05 p.m. VIII. Unfinished Business: A. Chiller Replacement Study Report: John E. Tsingas, Grumman/Butkus Associates Mrs. Adamowski gave some background on Mr. Tsingas and his firm and introduced Larry Wasik, the Library’s Facilities Supervisor, who was in attendance for the report on the chillers.  WHEATON PUBLIC LIBRARY BOARD MEETING MINUTES August 20, 2018 Mrs. Adamowski stated that the study was done to get proper information to decide whether the chillers needed to be replaced or not. Mr. Tsingas started by telling the Board how the study was conducted and some of the findings, mainly that the conclusion was that the chillers were in good shape and he did not recommend replacing them. He explained about the make-up of the system and noted that, at 10 years old, it could last another 5 years or more. His report did provide an approximate cost of replacement and an estimate for a 5 year warranty on the existing system. Because of this comprehensive study, Mrs. Adamowski said there is no need for one in 2019, so she will take it off next year’s Building Renewal budget. Mrs. Adamowski said she will work with Mr. Tsingas on the warranty and that it would need to be reviewed by the City attorney. B. Interior Remodel Project Discussion with Nikki Bridges, Studio GC Mrs. Adamowski introduced Ms. Bridges and noted that they were both present at the bid opening on September 13th. She also said that the Friends’ portion of the plans (Book Nook) still needed to be presented to the Friends’ Board for funding approval, but even with that cost, the total is still within budget. Ms. Bridges explained the bidding process and was very happy with the number of bid submissions (11). She stated that she was very comfortable with the low bid of Construction Solutions of Illinois and noted that they also had done the Library’s café. Mrs. Adamowski pointed out that the architect fee of $25,000 needed to be added to the bid cost. C. Motion to Approve Awarding Bid Package for Interior Remodel Project Mr. McDonough moved and Mr. Lyon seconded to approve awarding the bid package for Interior Remodel Project to Construction Solutions of Illinois. The base bid amount plus Alternate Bids 1, 3 & 5 totals $225,923 plus $25,000 for the architect fees. Ms. Bridges will follow-up on the permits and Mrs. Adamowski will work on getting a timeline by next week. Roll Call Vote Ayes: Mr. McDonough Mrs. Metanchuk Mr. Sanguinetti Mr. Cho Mr. Lyon Ms. Staron Mrs. Fenne Nays: None Absent: Mr. McHaley Motion Carried V. Friends of the Library Report – Mrs. Adamowski Mrs. Adamowski stated that she and Ms. Bridges will be attending the Friends’ Board meeting. The Book Nook plans will be presented for possible funding by the Friends of Wheaton Library. Mrs. Adamowski told the Board that the Friends volunteers are working to set up for the Media Sale this week. 2  WHEATON PUBLIC LIBRARY BOARD MEETING MINUTES August 20, 2018 VI. Library Director’s Report for July 2018 Mrs. Adamowski said that the City Municipal Band is interested in performing on the Library’s west plaza next year as Memorial Park will be under construction. She is very excited about the prospect of this collaboration. Mrs. Adamowski shared that she added the words, “within City limits” to the Business Library Card Policy to clarify that WPL business library cards will only be given to businesses that reside in the City limits. Mrs. Adamowski said the focus groups for the Strategic Plan went well. The staff will have their meeting this Wednesday and the Board in October. VIII. New Business A. Discussion of CY2019 Budget Mrs. Adamowski referred the members to her Budget Notes, noting that the CY2019 Budget is pretty straightforward. There are some items coming out of the replacement/renewal funds. City Manager Mike Dzugan and City Finance Director, Bob Lehnhardt met with the Finance Committee to explain about the City budget and tax disbursements. Mrs. Adamowski explained the Fund Balance Policy and how it is now essential to begin the budget year with enough funds for 5 months of operations due to the tax disbursement timing. She told the Board that the approval of the CY2019 Budget to go to the City Council will be on October’s agenda. Mr. Sanguinetti left the meeting at 7:53 p.m. B. Motion to Approve Fund Balance Policy Mrs. Metanchuk moved and Mr. Lyon seconded to approve the Fund Balance Policy to read: The Library will strive to maintain an unreserved fund balance equal to five months of operating expenditures. This level is necessary to provide funding for operations until the annual property tax distribution is received from the City and for unanticipated expenditures. Annual budgets will be adopted which will replenish the reserve balance to the appropriate levels after any drawdown. Roll Call Vote Ayes: Ms. Staron Mr. Cho Mr. Lyon Mr. McDonough Mrs. Metanchuk Mrs. Fenne Nays: None Absent: Mr. McHaley Mr. Sanguinetti Motion Carried C. Motion to Approve Employee Introductory Appointment Period Policy Mrs. Adamowski explained that this is in the City’s employment policy manual and she feels that the Library should follow it also. She stated that final approval of the Library’s Employee 3  WHEATON PUBLIC LIBRARY BOARD MEETING MINUTES August 20, 2018 Manual will be in November. Mr. McDonough moved and Mrs. Fenne seconded to approve the Employee Introductory Appointment Period Policy. Roll Call Vote Ayes: Mr. Cho Mr. Lyon Mrs. Metanchuk Mr. McDonough Ms. Staron Mrs. Fenne Nays: None Absent: Mr. McHaley Mr. Sanguinetti Motion Carried D. Discussion of Trustee Facts on File – Chapters 7 & 10 Mrs. Fenne noted the section in Chapter 7, Assessing Where We Are Now, and said that she would like to have the Department Heads and other staff report at Board meetings as they did a couple of years ago. It helped the Board keep up with what the staff was doing. Mrs. Adamowski said that a schedule will be made, starting in January. VII. Board Member Comments (Round the Table) Ms. Staron said she told many of her friends about the Friends of the Library Book Sale. She said she really enjoyed shopping as did her kids. Mr. McDonough mentioned a library that had a policy of not carrying recent political books. VIII. Adjournment There being no further business of the Wheaton Public Library Board of Trustees, Mrs. Metanchuk moved and Mr. McDonough seconded that the meeting be adjourned. A voice vote was taken and the motion for adjournment carried at 8:20 p.m. Respectfully Submitted, Lisa Christell-Sandri Finance Manager Wheaton Public Library 4