THE DUPAGE LIBRARY SYSTEM
BOARD OF DIRECTORS MINUTES
February 20, 2003

 

  1. ROLL CALL OF THE BOARD OF DIRECTORS

    The regular meeting of the DLS membership held at the System Center, 127 South First Street, Geneva, Illinois was called to order at 7:00 p.m. Pres. Kepka asked Sec. Whitehead to call the roll. The following board members were present to establish a quorum: Tanya Berley, Don Brant, Marti Guarin, Karen Hannah, Laurie Kagann, Robert Kepka, John Slusser, Marguerite Treest, and Joyce Whitehead. Committee members Steve Fulton and Jackie Plourde were excused absences.

    DLS staff members attending were Shirley May Byrnes, Claudia Sheets, Pam Kramer, Jane Plass, Denise Zielinski, Karen Odean, Eric Bain, and Phylis Wagner. Also present were representatives from the Illinois State Library Neil Kelley, System Consultant, Anne Craig, Associate Director, Library Automation & Technology, and Suzanne Schriar, Digital Access Coordinator, and DLS Public Library members Barbara West, Warrenville, and Mark West, Naperville.

  2. PUBLIC COMMENT - None

  3. ADOPTION OF THE AGENDA

    Dir. Kagann moved, and Dir. Slusser seconded, that: 

    THE AGENDA FOR FEBRUARY 20, 2003 BE APPROVED.  Agenda approved.

    Motion carried unanimously.

  4. APPROVAL OF JANUARY 16, 2003 REGULAR MEETING MINUTES

    Dir. Guarin moved, and Dir. Brant seconded, that:

    THE JANUARY 16, 2003 MINUTES BE APPROVED. January minutes approved.

    Motion approved unanimously.

  5. FINANCIAL REPORT

    1. FEBRUARY 2003 

      Treas. Treest moved and Dir. Slusser seconded that: 

      THE PAYMENT OF THE FEBRUARY BILLS IN THE AMOUNT OF $136,429.49 BE APPROVED.  Payment of February bills approved.

      Motion carried unanimously.

    2. Semi-annual Financial Report The semi-annual financial report was presented to the Board.


  6. zILLANE REPORT DISCUSSION – ISL Staff

    Exec. Dir. Byrnes introduced the Illinois State Library representatives, who presented information on the zILLANE report and encouraged DLS board members and library staff to offer feedback. The discussion ended at 8:30 p.m.


  7. EXECUTIVE DIRECTOR’S REPORT

    DLS Legislative Breakfast: The DLS Legislative Breakfast was held on Monday, February 24. There were 56 guests including three Illinois Representatives, Patricia R. Bellock, District 47, Carole Pankau, District 45, and Sandra Pihos, District 42. Among the attendees were several trustees from our public libraries, a member of the DuPage County Board, the Bloomingdale Mayor and Village Administrator as well as library staff from all types of libraries. 

    Illinois Advocacy Day: The latest information about the costs related to the bus SLS is taking to Advocacy Day was received today. At this time, three DLS staff, one DLS board member, and one library director are planning to take advantage of it. The cost for the bus and reception is $40. We have stated that member library staff and trustees will need to pay their hotel and meal costs. If the Board approves, DLS will pick up the cost of the transportation. It was approved. If DLS board members are planning to take the bus or attend on the day, please let Phylis Wagner know. We will make arrangements for you to ride one of the other system buses if you are going on the day. 

    Card Campaign: Denise was at a meeting at LTLS today and brought them back. The first two cards are to be delivered to the legislators in person if possible. The next card is to be mailed in March, and the fourth one hand delivered to the legislator on Illinois Advocacy Day on April 9. If you cannot go to Springfield, please make arrangements for someone else to deliver it. 

    Open Meetings Act: Exec. Dir Byrnes and Pam Kramer attended the v-tel on the Open Meetings Act on Wednesday, February 19. It was offered again on Wednesday, February 26 from 8:30 – 10 am in the DLS technology lab. Exec. Dir. Byrnes encouraged everyone to attend, because it was a very informative presentation. 

    ILSDO: DLS will host the system directors meeting on March 11-12. 

    SP&D: The System Presidents & Directors will meet at the Illinois State Library from Tuesday evening, March 18-March 20. Since this meeting is in Springfield until 2:30 or 3 p.m., the Board was asked if the start time of the March 20 Board meeting could be moved to 7:30 p.m. The Board agreed to start at 7:30 p.m. 

    zILLANE: The DLS response packet is due to ISL on March 31, so a Planning Committee meeting needs to be scheduled to review the responses. The committee members were asked if they would be available Thursday, March 13 at 6 p.m. They indicated they were, and the meeting was set. 

    National Library Legislative Day: DLS Board members should let Phylis know if you are interested in attending this event in Washington, D.C. So far we have not received any applications for the two $500 grants. 

    Legislation: In your handouts tonight, there is information on three bills, which have been introduced and are related to libraries. 

    • HB 2272 is the first filter bill of the year. It is limited to schools serving up to grade 8. 
    • HB 2342 eliminates the term limitation for a system trustees. It was introduced by a Peoria legislator. 
    • SB 383 sets up a not-for-profit foundation to solicit funds for the Illinois State Library. 

    Library openings: Several DLS staff attended the Eola Branch sneak preview on Thursday, February 13. The facility opened to the public on February 15, with the official grand opening to be held during National Library Week in April. 

    Library Community Foundation: The scholarship funds are invested through the Library Community Foundation. An invitation for DLS to participate in the strategic planning for this foundation is Monday, March 10 was received. Exec. Dir. Byrnes is unable to attend and offered the invitation to Board members to participate.

  8. COMMUNICATION

    1. Report of the President 

      Pres. Kepka attended the meeting with the staff from the Illinois State Library (ISL) in Springfield on January 27 to discuss the zILLANE Report and the response packet each system is to prepare and send by March 31.

    2. Report from the Illinois State Library – Neil Kelley 

      Neil thanked everyone for sharing their thoughts this evening on the zILLANE presentation. Any additional thoughts are welcome. 

      • Novelist: Don’t miss the opportunity to subscribe at the reduced rate before February 28, because the cost will be $750 per building after that. 
      • ILA Trustee Forum: Neil reminded the Board members of the trustee forum in Hickory Ridge on February 22. 
      • 2004 System Applications: The memo about the system per capita application will be sent soon. Since the Governor will not present his budget until April 9, the deadline for the application has been extended to June 15.

    3. Legislative Report 

      In the February issue of DLS News, there is an article on UCITA (Uniform Computer Information Transactions Act) stating that it failed to receive American Bar Association approval, which essentially killed it.

    4. Correspondence – Available upon request.


  9. UNFINISHED BUSINESS

    1. ZILLANE Response

      Jane Plass reported that many responses to the automation survey have been received, and follow up is being done on those who have not responded. She is compiling the responses and working on a draft of these responses. If you wish to respond to the recommendations, please give that information to Jane.

    2. DLS Scholarship Committee Report 

      Pam Kramer reported that this committee has met twice to develop criteria and create a timeline. An application form has been drafted, and a brochure will be designed.

    3. Proposal for Facility Review and Maintenance Plan 

      The board requested proposals on creating a maintenance plan in preparation for future necessary repairs to the building. The report would be broken down into most critical items for a one-year, two-year, five-year and ten-year plan and costs attached to each one. The Board received the proposals from KS+A and Durrant with the agenda. 

      Dir. Kagann moved, and Sec. Whitehead seconded, that: 

      DLS HIRE DURRANT TO DO A FACILITY REVIEW OF THE BUILDING NOT TO EXCEED $2500.  Durrant hiring approved.

      Motion carried unanimously.

    4. Sites for Board Meetings

      A number of members extended invitations to DLS to host the April 24, May 15, and June 19 meetings. A list of these were presented to the board. 

      Dir. Kagann moved, and Treas. Treest seconded, that: 

      DLS ACCEPT THE INVITATIONS TO HOST BOARD MEETINGS FROM THE AURORA LIBRARY AT THE EOLA BRANCH ON APRIL 24, THE HELEN PLUM LIBRARY IN LOMBARD ON MAY 15, AND THE MESSENGER PUBLIC LIBRARY OF NORTH AURORA ON JUNE 19.  Invites for April, May, and June meetings accepted.

      Motion carried unanimously. 

      The DLS Board thanked all the members who extended invitations.


  10. NEW BUSINESS

    1. GASB 34 

      DLS needs to develop a comprehensive report covering the capital assets to assist in meeting the reporting requirements of the Governmental Accounting Standards Board’s (GASB) Statement No. 34 by June 30, 2003. A proposal from American Appraisal Associates to develop and implement capital asset reporting programs for DLS to comply with these standards was sent with the agenda. A second proposal was sought, but none were received. 

      Dir. Guarin moved, and Dir. Brant seconded, that: 

      DLS ACCEPT THE AMERICAN APPRAISAL ASSOCIATES FULL PROPOSAL.  Accept American Apprasial Associates proposal.


      Motion carried unanimously.


  11. ADJOURNMENT Pres. Kepka adjourned the meeting at 9:32 p.m.

Respectfully submitted. 

 

__________________________________ 
Joyce Whitehead, Secretary 

  X  Minutes approved as read 

      Minutes approved as amended

 

__________________________________ 
Robert J. Kepka, President