THE DUPAGE LIBRARY SYSTEM
MEETING OF THE BOARD
September 15, 2005

 

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

    The regular meeting of the DLS board, held at the Villa Park Public Library, 305 South Ardmore, Villa Park, IL, was called to order at 7:05 p.m. Pres. Mikyska asked Sec. Whitehead to call the roll. The following board members were present to establish a quorum: Elaine Buch, Robert Kepka, Halle Mikyska, Pattie Piotrowski (7:15), Mesfin Tefera, Marguerite Treest, Robert Wagner, and Joyce Whitehead. Stephen Fulton, Karen Hannah and Carolyn Roys were excused absences.

    DLS staff members attending were Shirley May Byrnes, Claudia Sheets, Jane Plass, Pam Kramer, Karen Odean, Denise Zielinski, and Mary Jean McCleary. Also in attendance were Mike McCaslin, Illinois State Library representative, and Villa Park Library Director Sandy Hill.

  2. PUBLIC COMMENT

    None
     
  3. ADOPTION OF THE AGENDA

    It was moved and seconded that:

    THE AGENDA BE ADOPTED.

    Agenda adopted.

    Motion carried unanimously.

  4. APPROVAL OF THE JULY 21, 2005 MEETING MINUTES

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

    THE JULY BOARD MEETING MINUTES BE APPROVED.

    July minutes approved .

    Motion carried unanimously.

  5. FINANCIAL REPORT FOR JULY 2005
     
    1. Confirmation of Pre-approved August Bills

      Treas. Treest moved that:

      THE PAYMENT OF THE AUGUST, 2005 BILLS IN THE AMOUNT OF $132,458.23 BE APPROVED

      August bills approved for payment.

      Motion carried unanimously.

    2. Confirmation of September Bills

      Treas. Treest moved that:

      THE PAYMENT OF THE SEPTEMBER, 2005 BILLS IN THE AMOUNT OF $135,373.75 BE APPROVED

      September bills approved for payment

      Motion carried unanimously.

    3. Auditor's Report

      Dan Berg, CPA of Sikich Gardner & Co, LLP, presented the audit report to the Board. He reviewed the Statement of Net Assets, Statement of Activities, and Balance Sheet Governmental Funds. Berg felt comfortable with the accounting process at DLS. In addition to the internal controls that are in effect, his recommendations for improvement included the development of a financial procedures manual and development of an information technology disaster recovery plan and periodic testing.

      It was moved and seconded to:

      ACCEPT THE AUDIT

      Audit accepted.

      Motion carried unanimously.

    4. Capital Reserve Revision

      Vice Pres. Kepka moved, and Dir. Piotrowski seconded, to:

      MOVE $69,615.00 FROM THE OPERATING FUND TO THE CAPITAL PROJECTS FUND.

      Funds transferred

      Motion carried unanimously.

  6. EXECUTIVE DIRECTOR’S REPORT

    Villa Park thanks: Byrnes thanked Director Sandy Hill for hosting the September Board meeting.

    Anne Craig’s visit: The DLS staff has planned a reception for Anne Craig, the new ISL Director, for its members on Monday,September 26. Please invite your trustees and staff to come and greet Anne.

    Legislative breakfast: The annual DLS breakfast with area legislators will be held at the Batavia Public Library District on Monday, October 24 from 8:00-10:30 a.m. Please plan to come, and register on the DLS online calendar.

    DLS Board Ballot: There is a copy of the memo, candidate biographies, and a sample ballot in the handouts. There were six applications for the six open positions and space for write-in candidates.

    DLS Orientation : The September 19 orientation has been cancelled due to low registration. The management team will discuss a date to reschedule it.

    Mileage: Due to the recent steep increase in gas prices, the IRS has increased the federal mileage rate as of September 1 from 41 cents per mile to 48.5 cents per mile. DLS has used the federal rate in the past.

    Annual Schedule of DLS Events: As was suggested at the Executive Committee meeting on September 7, Byrnes put together a schedule of annual events with the help of the other managers. It was included in the handouts.

    Next board meeting: In October we return to DLS for the Annual Meeting, followed by the regular Board meeting.
     
  7. COMMUNICATIONS
     
    1. Report of the President

      Pres. Mikyska stated the importance of attending the Legislative Breakfast. This is a chance to meet our legislators and discuss library issues. She noted we had a great turn-out the last two years, and she encouraged everyone to bring as many people as they can. She also reported that she has stepped down from her position as chair of the DLS Legislative Advisory Committee. Pattie Piotrowski has agreed to chair it.

    2. Report from the Illinois State Library

      NSLS Media Mall Project: Libraries participating are Bloomingdale, Aurora, Itasca, and Wood Dale.

      Read for a Lifetime: This is on the State of Illinois website.

      ALA Message to Council and Membership: Michael Gorman is urging ALA to keep its June ’06 conference in New Orleans.

      Disaster Relief Fund : Both ILA and ALA have established disaster relief procedures. Anne Craig sent a memo to ISL staff stating that CPL is offering an Accommodations Library Card for displaced people who end up in Chicago.

      Texas Library Association: They are accepting book donations for libraries hit by the hurricanes.

      Reporting Workshops for FY06 LSTA Grants: They are scheduled for October 19 and October 20 from 10:00 a.m. to noon or 2:00 to 4:00 p.m.

      Essential Elements Workshops: These will be held at the Peoria Public Library on October 11 from 1:30 to 4:30 p.m. and at the ISL on October 18 from 1:30 to 4:30 p.m.

      LibraryU Keeps Growing: One of the new courses is on storytelling.

      Secretary of State: Jesse White will be running for re-election in 2006, and he will have a Republican opponent.

      Upcoming events:

      October 2005 - Diversity Awareness Month
      October 11-14 - ILA Conference in Peoria
      October 27-29 - Illinois School Library Media Association Annual Conference in Decatur

      November 17 - Family Reading Night
       
    3. Legislative Report

      The American Library Association (ALA) is setting up a federal legislative network. Chad Raymond, Director at North Brook Public Library, has agreed to be the Illinois liaison for this. He would like to have a contact in each Congressional district who would establish a relationship with the legislator to keep him or her informed about library issues.
       
    4. Correspondence - The Article and Correspondence files were passed around

     
  8. REPORT OF STANDING COMMITTEES
     
    1. Executive Committee

      The Executive Committee met on September 7. Its recommendations will be addressed later on the agenda.

       
  9. UNFINISHED BUSINESS
     
    1. Grants for Illinois Advocacy Day

      The Legislative Advisory Committee developed draft guidelines for Illinois Advocacy Day Grants and presented it to the Board. Vice Pres. Kepka recommended removal of item number eight since it was redundant, and the consensus of the Board was to remove it.

      Dir. Wagner moved, and Dir. Buch seconded, to:

      ACCEPT THE AMENDED GUIDELINES

      IL Advocacy Day Grant guidelines adopted

      Motion carried unanimously.

    2. Name of the System

      This was discussed at the July Board meeting and further talked about at the September Executive Committee meeting. While Pres. Mikyska has stated she would like the system to have a more representative name, the consensus of the Committee was to keep the name of the system as it is.

  10. NEW BUSINESS
     
    1. 21st Century Award

      Four applications for the 21st Century Award were received.

      • Addison Public Library for its “Senior Computer Camp.” This was a week-long camp planned to be an enjoyable and stress free experience for 24 senior citizens who wanted to improve their computer skills.
      • Glen Ellyn Public Library for its “International Festival” held on June 5, 2005. Events were held around an international theme, including storytelling, dancing, food, and a map project, “Where in the World is My Family?”
      • Itasca Community Library for its “Letters from Santa” program, held in 2003 as an outreach program to serve children in preschool through elementary grades. Letters to Santa brought a personalized letter encouraging reading and a holiday book for each participant.
      • Town & Country Public Library District in Elburn for its “Dewey Dash,” a 5K run held to raise funds for the growing library district. Three hundred runners (and walkers) plus many area business sponsors helped raise almost $6000 at this year’s Shakespeare Shuffle, which was used to buy children’s books.

      After the Board reviewed the applicants and voted by paper ballot, Pres. Mikyska announced that there was a two-way tie.

      Dir. Wagner moved, and Treas. Treest seconded, to

      DIVIDE THE $1000 AWARD EQUALLY BETWEEN TOWN & COUNTRY PUBLIC LIBRARY DISTRICT AND GLEN ELLYN PUBLIC LIBRARY

      21st Century Award awarded to Town & Country and Glen Ellyn

      Motion carried unanimously.

    2. Executive Director's Goals

      Included in tonight’s handouts is a copy of Byrnes’ revised goals for 2006. Vice Pres. Kepka suggested having the new Board vote on these. They could be distributed at the October meeting and voted on at the November meeting.

    3. Approval of the Annual Report

      Vice Pres. Kepka moved, and Dir. Buch seconded, to:

      APPROVE THE DLS FY2005 ANNUAL REPORT

      Annual Report approved.

      Motion carried unanimously.

    4. Donation to Libraries Hit by Hurricane

      Byrnes reported that DLS has some spare computers and excess furniture that the staff would like to donate to a library hit by one of the recent hurricanes. DLS staff would clear the hard drives prior to donating them. One staff member volunteered to drive them down, and we would need to rent a truck to do that. Dir. Piotrowski stated that she has been in touch with friends in the affected area. They report that there is no hotel space for volunteers and trucks filled with donations are being turned away.

      Plass has been in contact with people in the three states that are affected. The state that originally requested computers has received all that they need. Mississippi also requested computers, but the DLS spares do not meet their specifications. The American Library Association (ALA) has established a program to adopt a library, and that is the avenue staff recommends that DLS use. DLS members could be asked for additional donations, including funds to offset the expenses of delivering them.

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

      DLS STAFF GET THE EQUIPMENT READY FOR WHENEVER IT CAN BE USED.

      Prepare equipment for library hurricane victims

      Motion carried unanimously.

      The Board also agreed that funds received when excess equipment and furnishings are sold in the next six months will be used to assist the library that DLS adopts.


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

    THE BOARD MOVE TO CLOSED SESSION UNDER ILLINOIS STATUTE 5ILCS 120/2 (c)(1).

    Board moved to closed session

    Motion carried unanimously.

    Board went into closed session at 8:47 p.m.

    Board returned to open session at 9:20 p.m.

    Dir. Buch moved, and Vice Pres. Kepka seconded, that

    THE SALARY OF THE EXECUTIVE DIRECTOR BE INCREASED BY 4% EFFECTIVE JANUARY 1, 2006

    Board approves salary increase

    Motion carried unanimously.

    Vice Pres. Kepka moved and Dir. Wagner seconded, that:

    APPROVAL OF CLOSED SESSION MINUTES OF JUNE 16, 2005

    Closed session minutes approved

    Motion carried unanimously.

  11. ADJOURNMENT

    Treas. Treest moved to adjourn the meeting

    Motion carried unanimously

    Meeting adjourned

    Meeting was adjourned at 9:28 p.m.


Respectfully submitted.

 

_______________________________
Joyce Whitehead, Secretary

 

 

____Minutes approved as read

____Minutes approved as amended

 

_______________________________

Hallé Mikyska, President