10 South Batavia Avenue Batavia, IL (630) FAX (630)

Transcription

1 Agenda Item # 5 a (1) w w w. B a t a v i a P u b l i c L i b r a r y. o r g MINUTES Board of Library Trustees of the Batavia Public Library District Regular Meeting Tuesday 16 June Call to Order Trustee Sullivan called the regular meeting to order at 7:01 p.m. in the Elizabeth L. Hall Conference Room of the Batavia Public Library. 2. Pledge of Allegiance to the Flag 3. Call the Roll Trustees Present: Andrew R. Deitchman, Richard A. Henders, Cara M. Schuster, Douglas S. Sullivan, and J. Thomas Von Lunen Trustees Absent: Diane L Blodgett and Francine C. McGuire-Popeck Staff Members Present: Director George H. Scheetz, Gary N. Frisch, Kathy A. Moecher, Stacey L. Peterson, and Joanne C. Zillman (arrived at 7:13 p.m.) Visitors Present: Barbara L. Mabbs, volunteer, Batavia Access Television (BATV), Inc. 4. Recognition of Trustee: Maureen A. Jakubowski Trustee Sullivan expressed his appreciation to Trustee Jakubowski for her years of service to the Library and her leadership on the Board of Library Trustees, and her impact on the youth of Batavia. He presented her with a plaque commemorating her 11½ years of service to the Board of Library Trustees. Trustees Schuster and Von Lunen acknowledged Trustee Jakubowski for her outstanding service, as well as her dedication to the Born to Read program. 5. Comments from the Audience There were no comments from the audience. 10 South Batavia Avenue Batavia, IL (630) FAX (630)

2 6. Approve the Consent Agenda Trustee Sullivan read the consent agenda. Trustee Sullivan asked whether there were any changes to the consent agenda. Director Scheetz requested that Agenda Item # 5 a (2) be deferred to the next meeting. Motion by Trustee Von Lunen to approve the consent agenda, as amended, to include the following items: a. Minutes: (1) Regular Meeting, Tuesday 21 April 2015 (2) Regular Meeting, Tuesday 19 May 2015 b. Expenditures: (1) Expenditures ( Cash Disbursement Detail Report ): May 2015, including General Fund checks ( ) in the amount of $291,372.50, and payroll and taxes in the amount of $123,971.13, for a grand total of $415, in expenditures. c. Other Action Items: (1) An Ordinance Specifying the Library Board s Regular Meeting Schedule for (Standing Committee on Services): ORDINANCE (2) An Ordinance Ascertaining Prevailing Wage (Standing Committee on Finance): ORDINANCE (3) An Ordinance Transferring Accumulated Interest from the Bond & Interest Fund (Fund 24) to the Library Fund (Fund 10) (Standing Committee on Finance): ORDINANCE (4) An Ordinance Transferring Funds from the Library Fund (Fund 10) to the IMRF (Illinois Municipal Retirement Fund) Fund (Fund 12) (Standing Committee on Finance): ORDINANCE (5) An Ordinance Transferring Funds from the Library Fund (Fund 10) to the FICA Fund (Fund 14): ORDINANCE (6) An Ordinance Transferring Funds from the Library Fund (Fund 10) to the Special Reserve Fund (Fund 22) (Standing Committee on Finance): ORDINANCE Seconded by Trustee Schuster. Roll Call: Deitchman, aye; Henders, aye; Schuster, aye; Sullivan, aye; Von Lunen, aye. The motion carried, 5 0, with two members absent. 7. Approve the Agenda Motion by Trustee Schuster to approve the agenda, as presented. Seconded by Trustee Von Lunen. All: Aye. The motion carried. MINUTES (REGULAR MEETING) 16 JUNE 2015 PAGE 2 OF 8

3 8. Financial Reports: May Working Budget Statement of Revenue and Expenditures (Annual Budget and Appropriation) Investment Report Director Scheetz introduced Gary N. Frisch as the Library s new Library Accountant / Finance Specialist. Director Scheetz asked whether there were any questions regarding the financial reports, which were included in the Board packet. There were no questions. 9. President s Report Appoint two (2) trustees (other than Secretary) to perform audit of Secretary s records on or before September 1, as required by 75 ILCS 16 / (c): Trustee Sullivan reported that two Trustees (other than the Secretary) were needed to conduct the annual Secretary s Audit. At his request, Director Scheetz provided a brief explanation of what the audit entailed. Trustee Von Lunen and Trustee Henders agreed to carry out this assignment. 10. Good News / Comments from the Board Joanne C. Zillman arrived at 7:13 p.m. Trustee Von Lunen expressed his appreciation to Director Scheetz and Trustee Blodgett for their participation in the Batavia Cemetery Walk. Trustee Schuster reported on the opening day of the Summer Reading Club at Mooseheart Child City & School. She expressed her appreciation to Allison C. Blaetz, Youth Services Librarian, for her work in support of this outreach program, and to Trustee Henders for his work as a volunteer. 11. Correspondence and Communications There were no additional items of correspondence and communication. 12. Director s and Librarians Reports: May 2015 Statistical Reports Total Circulation (Items Checked Out) The total circulation in May reflected a decrease of 5.0% from May 2014 (47,627 compared to 50,143) for an average of 1,642.3 items checked out per day over 29 days (the Library was closed May for Memorial Day) or an average of items per hour over 278 hours! Total year-to-date circulation (July 2014 May 2015) reflected a decrease of 7.3% from the same period in the previous fiscal year (568,628 compared to 613,199). MINUTES (REGULAR MEETING) 16 JUNE 2015 PAGE 3 OF 8

4 Total Number of Visits The total number of visits in April reflected an increase of 0.6% over May 2014 (21,821 compared to 21,691) for an average of visits per day over 29 days (the Library was closed May for Memorial Day) or an average of 78.5 visits per hour over 278 hours! Total year-to-date number of visits (July 2014 May 2015) reflected a decrease of 2.0% from the same period in the previous fiscal year (264,169 compared to 269,490). Report from Youth Services Joanne C. Zillman presented highlights from her written report and, in particular, reported on the Summer Reading Club for children and families, as well as a wide variety of summer programs. Report from Adult Services Stacey L. Peterson presented highlights from her written report and, in particular, reported on the Summer Reading Club for adults and teens and the annual series of art programs at the Library in support of the Art in Your Eye Fine Arts Festival. 13. Committee and Official Representative Reports a. Standing Committee on Facilities: There was no meeting in May. However, Trustee Deitchman and Director Scheetz updated the Board on the progress of the construction project. Discussion followed. b. Standing Committee on Finance: Trustee Von Lunen presented a brief report on the work of the Standing Committee on Finance, the agenda for which was distributed to the Board. c. Standing Committee on Outreach: There was no meeting in May. d. Standing Committee on Services: There was no meeting in May. e. Batavia Public Library Foundation: Trustee Schuster presented a brief report on the work of the Batavia Public Library Foundation. f. Friends of the Batavia Public Library: In the absence of Trustee McGuire-Popeck, Director Scheetz presented a brief report on the work of the Friends of the Batavia Public Library. g. Library Integrated Network Consortium (LINC): The June meeting was rescheduled to Friday, 19 June h. Batavia Access Television (BATV): Trustee Schuster presented a brief report on the work of BATV. 14. Budget Issues (Standing Committee on Finance) a. Working Budget for Trustee Sullivan reported that the purpose of this report was to present the Working Budget for , which was recommended to the Board of Library Trustees for approval by the Standing Committee on Finance. MINUTES (REGULAR MEETING) 16 JUNE 2015 PAGE 4 OF 8

5 Director Scheetz reported that the Working Budget was designed to provide greater detail in revenues and expenditures than the combined Annual Budget and Appropriation that is required by statute. The proposed Working Budget for was developed by the Library Director with additional, selected input from members of the Library s Management Team, including the former Finance Manager. Guidelines At the Library Director s request, the Standing Committee on Finance established guidelines for the preparation of the Working Budget. Trustee Von Lunen reported that, with this Working Budget, the Library has fulfilled one of its fiduciary commitments to the community. The budget, as presented is a balanced budget and meets all guidelines, as follows: Books and Other Materials: Budget at least 12% of the operating budget for books and other materials Note: Collection Management and Resource-Sharing Standard # 1, from Chapter 7 in Serving Our Public 3.0: Standards for Illinois Public Libraries (2014), states: The library spends a minimum of 12 percent of its operating budget on materials for patrons. The proposed Working Budget (at 12.0%) meets this guideline. Salary Issues: Budget a salary pool in the range of 2.0% to 3.5% of the expenditure line for salaries (in the Working Budget for ) for merit pay, contingent upon available revenue The proposed Working Budget includes a salary pool of 2.5% for merit pay. Personnel Complement: Present options for additional staff positions and/or hours, contingent upon available resources The proposed Working Budget does not include funds for additional staff positions; however, the position of Library Accountant / Finance Specialist was changed from hours per week to hours per week, and several other adjustments that took place throughout the Library in were carried over to Director Scheetz reported that the net effect of the various changes related to the guidelines on Salary Issues and Personnel Complement was a 1.70% increase in the affected expenditure code ( Salaries ) in the Working Budget. Reserve Funds: Budget 2.0% of the revenues in the Library Fund for the Special Reserve Fund The proposed Working Budget includes a transfer of 2.0% from the Library Fund to the Special Reserve Fund. Overall: Make a good faith effort to control expenditures and improve revenues without diminishing the overall quality of service The proposed Working Budget meets this guideline. MINUTES (REGULAR MEETING) 16 JUNE 2015 PAGE 5 OF 8

6 Highlights Highlights of the Working Budget for include: The proposed Working Budget reflects an overall increase in estimated property tax revenues (in the Library Fund) of $32,319 (1.2%). The Library s property tax revenues were significantly limited by the Property Tax Extension Limitation Law (PTELL). 1 The proposed Working Budget once again reflects a decrease in interest income. Working Budget Interest Income Difference $ 575 $( 425) $ 1,000 $( 1,350) $ 2,350 $ $ 2,100 $( 1,900) $ 4,000 $( 2,500) $ 6,500 $( 33,500) $ 40,000 $( 40,000) $ 80,000 The proposed Working Budget follows the Committee s guideline for books and other materials; to wit: Budget at least 12% of the operating budget for books and other materials. The additional amount required to meet this guideline ($4,220) is reflected in the Working Budget in the line item Materials Adjustment to Achieve 12.0%. The budget for books and other materials (not including Technical Services Supplies) reflects an increase of $4,349 (1.1%). The budget for total personnel expenses (including benefits) reflects an increase of $ (3.8%) compared to $41,068 (2.2%) for Expenditures for books and other materials account for 12.00% of the total Working Budget, and expenditures for personnel expenses account for 57.55% of the total Working Budget. 1 The Property Tax Extension Limitation Law (PTELL) is designed to limit the increases in property tax extension (total taxes billed) for non-home rule taxing districts. Although the law is commonly referred to as tax caps, use of this phrase can be misleading. The PTELL does not cap either individual property tax bills or individual property assessments. Instead, the PTELL allows a taxing district to receive a limited inflationary increase in tax extensions on existing property plus an additional amount for new construction. The limit slows the growth of revenues to taxing districts when property values and assessments are increasing faster than the rate of inflation. As a whole, property owners have some protection from tax bills that increase only because the market value of their property is rising rapidly. The limiting rate is calculated, for each taxing district, by the county clerk to implement PTELL. The sum of a district s rates extended for those funds subject to the PTELL cannot exceed this limiting rate. After calculating preliminary rates for the funds, the county clerk will compare the sum of these rates to the limiting rate. If this sum exceeds the limiting rate, the county clerk will reduce each rate proportionally, unless instructed by a taxing district to reduce them in a different way. MINUTES (REGULAR MEETING) 16 JUNE 2015 PAGE 6 OF 8

7 The same definition of operating budget was used to calculate both the percentage of expenditures for personnel expenses and the expenditures for books and other materials. No reserve funds were used to balance the Working Budget for The current target balance for the Special Reserve Fund is $1,000,000 (Ordinance ). Discussion followed. Trustee Sullivan noted that the Library was able to maintain a high standard of operations in difficult times. He commended Director Scheetz for an outstanding job in preparing the Working Budget. Motion Motion by Trustee Henders to approve the Working Budget for , as presented. Seconded by Trustee Schuster. Roll Call: Deitchman, aye; Henders, aye; Schuster, aye; Sullivan, aye; Von Lunen, aye. The motion carried, 5 0, with two members absent. b. Tentative Form of An Ordinance Approving and Adopting the Annual Budget and Appropriation for Library Purposes for Fiscal Year Trustee Sullivan noted that a copy of the Tentative Form of An Ordinance Approving and Adopting the Annual Budget and Appropriation for Library Purposes for Fiscal Year was included in the Board packet. Director Scheetz described the Annual Budget and Appropriation process, which is followed later in the year by the Annual Levy process. Director Scheetz reported that a notice will appear in the Kane County Chronicle and the tentative form of the Ordinance will be available in the Business Office and at the Reference Desk for public review. A public hearing will be held on Tuesday, 21 July Director Scheetz commended Frisch for his work on the Annual Budget and Appropriation. In response to a question from Trustee Deitchman, discussion followed on the zero budget for building & grounds expenditures in the Library Fund (Fund 10). Director Scheetz noted that such expenditures were included in the Building, Equipment & Maintenance Fund (Fund 16). 15. Future Agenda Items Director Scheetz noted that an updated list of future agenda items was included in the Board packet. 16. A closed session for The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, as authorized by 5 ILCS 120/2(c)(1) Motion by Trustee Von Lunen to enter closed session for the purpose stated. Seconded by Trustee Henders. Roll Call: Deitchman, aye; Henders, aye; Schuster, aye; Sullivan, aye; Von Lunen, aye. The motion carried, 5 0, with two members absent. MINUTES (REGULAR MEETING) 16 JUNE 2015 PAGE 7 OF 8

8 The Board entered closed session at 7:48 p.m. The Board returned to open session at 8:43 p.m. 17. Next Meetings or Events a. ALA Annual Conference (San Francisco), Thursday Tuesday, June 2015 b. Observance of Independence Day, Friday, 3 July 2015, Library Closed [F] c. Independence Day, Saturday, 4 July 2015, Library Closed d. Board of Library Trustees (Regular Meeting), Tuesday, 21 July 2015, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library e. Board of Library Trustees (Regular Meeting), Tuesday, 18 August 2015, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library f. Staff Development Day (4th Friday in August), Friday, 28 August 2015, Library Closed g. Library Card Sign-Up Month, September 2015 launched in 1987 as a national campaign: every child should obtain a library card h. Sunday before Labor Day, Sunday, 6 September 2015, Library Closed i. Labor Day (1st Monday in September), Monday, 7 September 2015, Library Closed j. Regular Library Hours on Sunday Begin (12:00 noon 5:00 p.m.) (Sunday after Labor Day), Sunday, 13 September 2015 k. Board of Library Trustees (Regular Meeting), Tuesday, 15 September 2015, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library 18. Adjournment Motion by Trustee Deitchman to adjourn the meeting. Seconded by Trustee Von Lunen. All: Aye. The motion carried. Trustee Sullivan declared the meeting adjourned at 8:55 p.m. Respectfully submitted, Douglas S. Sullivan President Cara M. Schuster Secretary MINUTES (REGULAR MEETING) 16 JUNE 2015 PAGE 8 OF 8