THE DUPAGE LIBRARY SYSTEM
MEETING OF THE BOARD
SEPTEMBER 18, 2003

 
  1. ROLL CALL OF THE BOARD OF DIRECTORS/RECOGNITION OF GUESTS

    The regular meeting of the DLS Board of Directors held at the System Center, 127 South First Street, Geneva, Illinois was called to order at 7:03 p.m. Pres. Kepka asked Dir. Kagann to serve as secretary and call the roll. The following board members were present to establish a quorum: Steve Fulton, Karen Hannah, Laurie Kagann, Rob Kepka, Jackie Plourde, John Slusser, and Marguerite Treest. Joyce Whitehead was an excused absence.

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

    Also present were Neil Kelley, the Illinois State Library (ISL) Consultant to DLS, and guests DLS Auditor Rick Swanson and Georgene Jarecki, Tellabs Corporate librarian.

  2. PUBLIC COMMENT - None

  3. ADOPTION OF THE AGENDA

    Dir. Hannah moved and Dir. Kagann seconded that:

    THE AGENDA BE APPROVED. Agenda approved.

    Motion carried unanimously.

  4. APPROVAL MEETING MINUTES

    1. July 17, 2003 Board Meeting Minutes

      The motion on the last page regarding the continuing education fee for non-DLS library staff and trustees was changed to read “that for the coming year DLS not charge a fee to anyone who wishes to attend DLS programs.”

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

      THE JULY 17, 2003 REGULAR MINUTES BE APPROVED AS AMENDED.

      		 July Board meeting minutes approved as amended.

      Motion carried.

    2. May 7, 2003 Operations Committee Meeting Minutes

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

      THE MAY 7, 2003 OPERATIONS COMMITTEE MINUTES BE APPROVED.

      		 May Operations Committee minutes approved.

      Motion carried.

    3. June 9, 2003 Planning Committee Meeting Minutes

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

      THE JUNE 9, 2003 PLANNING COMMITTEE MINUTES BE APPROVED.

      		 June Planning Committee minutes approved.

      Motion carried.

    4. August 28, 2003 Operations/Planning Joint Committee Meeting Minutes

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

      THE AUGUST 28, 2003 OPERATIONS/PLANNING
      JOINT COMMITTEE MEETING MINUTES BE
      APPROVED.

      		 Operations/Planning Joint Committee meeting minutes for August approved.

      Motion Carried.

  5. FINANCIAL REPORT FOR SEPTEMBER 2003

    1. Auditor’s Report

      Rick Swanson from Weber & Associates presented the DLS audit report to the Board, and briefly went over some of the highlights.

      • The balance sheet showed that we were two per capita payments short.

      • The general fund shows a positive balance although a deficit budget was adopted. Spending was below budget.

      • There was a restatement of assets as a result of the survey of assets. This is a step toward compliance with GASB34. Management will need to do a narrative as part of the final compliance.

      The audit was completed in July, but could not be finalized because the last two payments from the state had not been received. Swanson complimented Claudia Sheets and her staff for doing a great job. The books were in great shape, which allowed for a clean audit.

    2. Confirmation of Pre-approved August Bills

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

      THE PRE-APPROVED BILLS FOR AUGUST IN THE AMOUNT OF $119,142.54 BE CONFIRMED.

      		 August bills confirmed.

      Motion carried.

    3. Approval of September Bills

      Treas. Treest moved and Dir. Hannah seconded that:

      THE SEPTEMBER BILLS IN THE AMOUNT OF $183,668.72 BE APPROVED FOR PAYMENT.

      		 September bills approved.

      Motion carried unanimously.

  6. EXECUTIVE DIRECTOR’S REPORT

    Exec. Dir. Byrnes introduced Georgene Jarecki, the librarian at the Tellabs Corporate Library.

    ISL letter: A letter from Jean Wilkins was received stating that the ISL has approved the changes in Interlibrary Loan (ILL) service, and the discontinuation of backup reference service.

    Legislative Breakfast: In the handouts is an invitation to the DLS Fall Legislative Breakfast. This breakfast is scheduled for November 3, 2003, which is the day prior to the start of the veto session. It will be a good time to remind legislators of how important libraries are, so please plan to attend.

    Talks Among Northern Systems: An email was received September 18 from Robert McKay, Executive Director of the River Bend Library System (RBLS). The RBLS Board met September 17, and the Board approved the resolution calling for the system to be dissolved and merged into a new system with the Heritage Trail (HTLS) and Northern Illinois Library Systems (NILS) effective July 1, 2004. HTLS and NILS will vote on this issue at their board meetings on September 23. It is expected the merger will be approved. Jan Jones, Executive Director at NILS, will serve as the director of the transition board, which is composed of three board members from each system.

    DLS Board Ballots: The ballots have been sent out, and some of them have already been returned. They are from members who normally do not attend the annual meeting, so more members are participating in the election process.

     
  7. COMMUNICATIONS

    1. Report of the President - No report.

    2. Report from the Illinois State Library (ISL) - Neil Kelley

      Webcast: There will be a special webcast titled Customer Service for People with Disabilities Wednesday, September 24 from 10 a.m. to 12 p.m. To date, over 300 people have registered for the program from 31 states and seven foreign countries.

      Electronic Resources: ISL is putting money into electronic resources. There is sometimes a partial cost to the library for these services, but this is the best way to leverage available dollars. The Ask-Us! Illinois virtual reference service is being rolled out. This offering grew out of past grants, which ISL funded, and provides back up reference service. Try-It! Illinois is again available between 10/1/03-11/30/03. So far, 27 vendors have committed to participating in the trial. This is the fourth year for this popular program.

      Illinois Library Computer Systems Organization (ILCSO): The 56 academic library members of ILCSO finished rebuilding their universal catalog. ILSCO is offering another open enrollment period.

      Library Services and Technology Act (LSTA): The good news is that the bill reauthorizing LSTA is on its way to President Bush for signature. Now the funding has to be passed. ISL reviewed over 860 grant applications for the current grant period, and the recommendations have been made to Secretary of State White.

      Budget: ISL has no concrete information on the state budget. They are waiting for the end of the fall veto session, so they will have some firmer information on the ISL budget. By that time, ISL expects to know what the per capita amount for the public and school libraries will be.

       

    3. Legislative Report

      Covered in Neil Kelley’s report.

       

    4. Correspondence

      The article and correspondence files were circulated. Copies are available upon request.

       

  8. REPORT OF STANDING COMMITTEES

    1. Operations/Planning Committee

      The Operations and Planning committee met jointly on August 28 to discuss the prioritization of the Durrant Report and budget revisions.

       
  9. UNFINISHED BUSINESS

    1. Prioritization of Durrant Report Recommendations

      Claudia Sheets updated the Board on the progress of the repairs done since the August 28 meeting. The sprinklers have been checked and the fire alarm tested. The Geneva Fire Chief provided a second opinion on several items recommended in the report; some do not have to be done. The electrical problems, the bathroom on the ground floor, and checking for asbestos are being addressed. Treas. Treest thanked Claudia and Jim Holt for the great job the two have done on prioritizing the list, and Jim for maintaining the building.

      Treas. Treest moved that:

      THE BOARD ACCEPT THE OPERATIONS/PLANNING COMMITTEE’S RECOMMENDATION TO APPROVE THE PRIORITZED DURRANT LIST.

      		 Prioritized Durrant list approved.

      Motion carried unanimously.

       

    2. Approval of DLS Budget Revision

      Treas. Treest moved that,

      THE BOARD ACCEPT THE OPERATIONS/PLANNING COMMITTEE’S RECOMMENDATION TO APPROVE THE REVISED DLS BUDGET.

      		 Revised DLS budget approved.

      Motion carried unanimously.

       
  10. NEW BUSINESS

    1. Approval of Annual Report

      The final draft of the annual report was discussed. Exec. Dir. Byrnes was commended for her work on the report, and Jane Plass was recognized for her time and effort on the LLSAP portion.

       

      Dir. Fulton motioned, and Dir. Kagann seconded, that:

      THE ANNUAL REPORT BE APPROVED. Annual report approved.

      Motion carried unanimously.

       

    2. 21st Century Award

      There were four nominations for the 21st Century Award, formerly the Millennium Award. They are:

      • Bartlett and Poplar Creek Public Library Districts for their cooperative and innovative efforts to provide convenient library card registration for residents who don’t know which district they live in. 
      • Geneva Public Library District for their adult readers’ advisory service for recreational readers. 
      • Glenside Public Library for their “Caught Being Good” solution to having numerous students from nearby schools in the library after 3 p.m. 
      • Wheaton College, Buswell Memorial Library focused on the changing role of exhibits in the library and campus setting.

      After a review of the applicants and much discussion, V.P. Plourde moved, and Dir. Slusser seconded, that:

      THE 21st CENTURY AWARD FOR 2003 BE
      PRESENTED TO THE GLENSIDE PUBLIC LIBRARY
      DISTRICT FOR THEIR “CAUGHT BEING GOOD”
      PROGRAM.

      		 21st Century  awarded to Glenside.

      Motion carried unanimously with the note that the Board had a difficult time selecting the winner.

    3. Approval of New Members - Tellabs Corporate and BP America Law Library

      The Board is glad to see that new libraries are joining. Tellabs was previously a member of the Heritage Trail Library System. Georgene Jarecki, the Tellabs Corporate librarian, spoke of her desire to be a library system member for Interlibrary Loan, FirstSearch, Illinet, etc. BP America came to DLS by way of the Chicago Library System due to that company’s reorganization effort.

       

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

      TELLABS CORPORATE AND BP AMERICA LAW LIBRARIES BE ACCEPTED AS NEW SPECIAL LIBRARY MEMBERS.

      		 New members accepted.

      Motion passed unanimously.

  11. ADJOURNMENT

    Pres. Kepka adjourned the meeting at 8:20 p.m.

Respectfully submitted.

 

 

_____________________________

Laurie Kagann, Acting Secretary

 

  X  Minutes approved as read

___ Minutes approved as amended

 

 

_______________________________

Robert J. Kepka, President