THE DUPAGE LIBRARY SYSTEM
BOARD OF DIRECTORS MINUTES
June 19, 2003

 

  1. ROLL CALL OF THE BOARD OF DIRECTORS

    The regular meeting of the DLS membership held at the Messenger Public Library of North Aurora, 113 Oak Street, North Aurora, Illinois was called to order at 7 p.m. Dir. Kagann called the roll with the following board members present to establish a quorum: Tanya Berley, Steve Fulton, Karen Hannah, Laurie Kagann, Robert Kepka, Jackie Plourde, John Slusser, and Marguerite Treest. Joyce Whitehead arrived at 7:02, and Don Brant arrived at 7:05 p.m. Member with excused absence was Marti Guarin.


    DLS staff members attending were Shirley May Byrnes, Claudia Sheets, Jane Plass, Pam Kramer, Karen Odean, and Phylis Wagner.

    Also present was Neil Kelley, Illinois State Library representative, and Janet Leach, Board President Messenger Library, and librarian at the Provena Mercy Center in Aurora.


  2. PUBLIC COMMENT

    Treas. Treest, who is a trustee on the Messenger Library Board, introduced Janet Leach, Board President. They both welcomed everyone to the library this evening, and invited those interested to tour the building after the meeting.

  3. ADOPTION OF THE AGENDA

    Treas. Treest moved and V.P. Plourde seconded that:

    THE AGENDA BE ADOPTED.     Agenda adopted.

    Motion carried unanimously.


    4.  
  4. APPROVAL OF MAY 15, 2003 REGULAR MEETING MINUTES

    Dir. Kagann moved and Dir. Berley seconded that:

    THE MAY 2003 REGULAR MINUTES BE APPROVED.     Minutes approved.

    Motion carried unanimously.

     

  5. FINANCIAL REPORT

    Treas. Treest moved and V.P. Plourde seconded that:

    THE PAYMENT OF THE JUNE 2003 BILLS IN THE AMOUNT
    OF $172,370.22 BE APPROVED.

    		     June bills approved for payment.

    Motion carried unanimously.


  6. EXECUTIVE DIRECTOR’S REPORT

    Library Dedication: The Eola Branch of the Aurora Public Library and the new bookmobile will be dedicated on Saturday, June 28. An invitation to this event is in the correspondence folder. Speaker of the House, Representative Dennis Hastert has been invited, as have state legislators.

    21st Century Service Award: This week members were sent information on the 21st Century Service Award, formerly the Millennium Award. The announcement was included in your handouts.

    Bylaws: Following the May board meeting, the revised DLS bylaws were sent to the Illinois State Library. The first set didn’t find their way to Jean Wilkins’ desk, but the second set did. The letter of approval was hand delivered by Neil Kelley.

    Annual Meeting: The memo about the annual meeting along with a nomination form for new board members has been changed to reflect the process in the revised bylaws. Two seats are open – one for a special librarian and one for a public library trustee. The Board agreed that the schedule from last year’s annual meeting be followed. Refreshments and socializing will begin at 6:30 p.m. The annual meeting will start at 7 p.m. with a brief report on the state of the system by the director and staff. The ballots will be counted and the new board members will be introduced. The board meeting will immediately follow.

    DLS Budget: Since the systems have not heard what their area and per capita grant amount will be for FY04, it is not necessary to schedule an Operations Committee meeting at this time. The amount of $266,682.72 is still due for FY03.

    Merger Talks: A copy of the memo received from Jean Wilkins about "Adjustment of the Geographic Boundaries of Library Systems" was in the handouts. It basically states that there will be no adjustments at this time.

  7. COMMUNICATIONS

    8.  
    1. Report of the President

      Pres. Kepka received a letter from Bernie Fradkin, Library Dean at College of DuPage, thanking us for hosting the Russian delegation at the May Board meeting. The letter is in the correspondence folder.

      2.  
    2. Report from the Illinois State Library

      Budget: Neil Kelley stated that the systems should receive word on the FY04 grant amount within the next two weeks.

      Legislation: Probably the most significant and disturbing statement in any of the legislation that was passed this year states that a 0% to 8% fee may be assessed from time to time on a variety of funds including those administered by the State Library. The statement is ambiguous, the intent cannot be ascertained, and ISL has real concerns with the open-ended language.

      Small Public Library Institute: The Small Public Library Institute for library directors ended on June 6, and there were 51 attendees. The participants attended the dedication ceremony to rename the State library after Geraldine Brooks and had the opportunity to visit with Secretary of State Jesse White. There were speakers from all over including Canada and Ohio, and it was a special time for everyone.

      School and Public Library Institute: The School and Public Library Institute at Bradley University was held the week of June 9, and there were 47 attendees. The School Library Institute is for staff dealing with day-to-day issues. Everyone at ISL is busy planning these institutes for next year.

      ISL Scholarship Grant: Interviews for the scholarship grant of $7,500 were conducted the week of June 16 in Chicago and in Springfield the week of June 23. The qualifying applicants will have the opportunity to receive a graduate degree in library science at either the University of Illinois or Dominican University. After graduation, they are required to serve two years in an Illinois library or pay back the $7,500.

    3. Legislative Report

      A bill has been introduced by Rep. Bernie Sanders (I-VT) to protect libraries and bookstores from the Patriotic Act.

      4.  
    4. Correspondence – Available upon request

      5.  
  8. REPORT OF STANDING COMMITTEES

    9.  
    1. Planning Committee

      2. On June 9, the Planning Committee met at DLS, and a draft of the minutes was included in the handouts. The discussions included:

  9. UNFINISHED BUSINESS

    10.  
    1. FY04 Budget Update 

      Because of the impending cut in the budget for FY04, staff has been discussing ways to reduce costs.

      2.  
      1.  Interlibrary Loan (ILL)

        In early 2000, members were encouraged to do direct interlibrary loan requests for materials that their library did not own, rather than use DLS as an intermediary. As a result, the amount of ILL done by DLS has dropped dramatically, and about half of the requests still being received come from just two libraries. The staff is recommending that the interlibrary loan service be phased out, which is consistent with what other systems have done. DLS would continue to provide training for member library staff, act as an OCLC referral center for items located outside of Illinois, and fill interlibrary loan requests for materials in our professional collection. The Resource Sharing Assistant, who currently does ILL plus other duties, would be assigned some of the duties that would have been in the new technician position; the staff is recommending the latter be deleted.

        Sec. Whitehead moved, and V.P. Plourde seconded, that:

        THE RECOMMENDATION TO PHASE OUT INTERLIBRARY LOAN SERVICE BE ADOPTED.

        		     Phase out ILL adopted.

        Motion carried unanimously.

         

      2. Holiday Party

        In this poor economic climate, it was decided to bring to the Board the option of canceling or relocating the DLS holiday party held in December. The Board stated this is a good thing for employee morale and should still be held.

         

    2. Sites for Board Meetings

      Since the dates for the meetings have been scheduled, the Board was asked if they wanted to continue holding meetings at member libraries. Don Brant suggested the Bensenville Public Library for July. It was agreed that the meeting for October, November, January, February, and March will be held at DLS. Everyone agreed it would be fine to schedule meetings at member libraries during the other months when the weather is mild.

       

  10. NEW BUSINESS

    11.  
    1. Prevailing Wage Resolution 

      There was a suggestion to delete Section 6, which states that DLS will publish the notice in the newspaper. After discussion, it was agreed to adopt the resolution in its entirety. 

      Dir. Kagann moved, and Dir. Hannah seconded, that

      PREVAILING WAGE RESOLUTION 03-01 BE ADOPTED.

      		     Resolution 03-01 adopted.

      Motion carried unanimously.

    2. DLS/NSLS Discussions

      The planning committee recommended to the board that DLS continue discussions with NSLS at the staff level to explore sharing resources. The Board unanimously voted to adopt the committee’s recommendation.

       

    3. Designate Reserve Funds

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

      DLS DESIGNATE REMAINING FUNDS TO THE OPERATIONAL AND CAPITAL PROJECTS RESERVE FUNDS.

      		     Designate funds to reserve funds.

      Motion carried unanimously.

       

  11. ADJOURNMENT

    Dir. Kagann moved and V.P. Plourde seconded that:

    THE MEETING BE ADJOURNED  

    Motion carried unanimously.

    Meeting adjourned at 8:12 p.m.

    Respectfully submitted.

 

_______________________________

Joyce Whitehead, Secretary

 

  X  Minutes approved as read

     Minutes approved as amended

 

______________________________________

Robert J. Kepka, President