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Committee Minutes |
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FACILITIES
STEERING COMMITTEE The
May 1, 2013 Facilities Steering Committee Meeting was called to order at 2:30
p.m. at the Lisle Library District, 777 Front Street. I.
Roll Call Present Richard
Flint - Co-Chair Tatiana
Weinstein - Co-Chair Mary
Ellen Durbin – Trustee John
Huff - Trustee Paul
Hurt - Director of Circulation Services John
Ferrari - Junior High Coordinator Shannon
Halikias - Director Kathy
Seelig - Assistant Director Eileen
Soliday - Recording Secretary Absent Ginger
Boskelly - Finance Manager Also
Present Jim
Filliung - Architect II.
Discussion of Goals and Objectives for building project
categories R.
Flint read through the draft outline for the Introduction
to Facilities Steering Plan.
The
committee made a few changes to the outline.
Aesthetics:
J.
Ferrari and M. Durbin worked with the committee to wordsmith the goals and
objectives for aesthetics. Technology:
K.
Seelig worked with the committee to wordsmith the goals and objectives for
technology. The
committee was happy with the changes made thus far, but will wordsmith
operational, community space and security at the next meeting.
It was suggested that the security category may be deleted as security
could be added to each of the other categories.
The
next meeting will be on Wednesday, May 15, 2013 at 2:30 in the meeting room. III.
Adjourn MOTION: J.
Huff moved to adjourn the meeting. P. Hurt seconded. Voice Vote - All Aye The
meeting adjourned at 3:34 p.m.
COMMITTEE OF THE WHOLE MEETING I.
Roll Call: Present: Richard
Flint – President Jay
French – Vice-President John
Huff – Secretary Colleen
Sehy – Trustee Maureen
Rieck – Trustee Jun
Yu – Trustee Absent: Mary
Ellen Durbin – Treasurer Also
Present: Shannon
Halikias – Director Kathy.
Seelig – Assistant Director Eileen
Soliday – Admin. Assistant Ginger
Boskelly – Finance Manager Tatiana
Weinstein – Director of Adult Services Beth
McQuillan – Director of Technical Services Lindsey
Dorfman – Director of Youth Services Peggy
Kapala – Aurora Resident Thomas
Hummel – Lisle Resident R.
Flint asked for a sense of the Board regarding the phase-in plans.
R. Flint wanted the one year plan, all others wanted two years or more. S.
Halikias stated that she has heard a local blog is going on in the Lisle Patch
about Library taxes, she will not respond to anonymous bloggers. The way the
information is presented is very misleading. There
was some discussion about the links on the Lisle Patch blog comparing Wheaton
Public Library to Lisle Library District. C.
Sehy stated you cannot compare these two libraries.
Wheaton library is a municipal library and Lisle library is a District
library. She also stated that
Wheaton library has been having a lot of trouble lately, they are looking at
cutting hours and staff due to funding cuts by the city of Wheaton. All the
other libraries compared were municipal. That
means they can ask for funds from their towns if they need it.
S.
Halikias stated she respects the taxpayer’s money and we are spending it
wisely. We do expect growth in the
village but we expect it to be slow. A
levy runs a year behind which is what can be confusing for people. Budget
Category Review:
R. Flint asked about online payment of fines. S. Halikias stated that may be coming with our new website. J. Yu asked if there was any liability involved. K. Seelig stated that everything is PCI compliant. It cannot store any information. We
need a new and larger bookdrop, a fire suppression system for our interior
bookdrop. Consulting fees for
building projects the Steering Committee may need to be accomplished.
S. Halikias
stated she would like to see the Budget passed with a two-year phase in plan for
salary increases. J.
French liked that the budget has been tightened up this year.
R.
Flint reminded trustees that the budget is not a legal document.
There was much discussion about the different plans: the Proposed
Budget-Minimum/3% and the Proposed Phased in plan.
S.
Halikias thanked the Board for all their hard work and deliberation on this
particularly difficult part of the budget. R. Flint
thanked the staff for the courage it took to tell the Board their feelings. MOTION:
M. Rieck moved to adjourn the meeting.
J. Yu seconded. Voice Vote
– All Aye The
Meeting adjourned at 9:04 p.m.
PERSONNEL-POLICY
MEETING The April 3, 2013 Personnel-Policy Committee Meeting was called to order at 6:33 p.m. at the Lisle Library District, 777 Front Street. Present: Colleen
Sehy - Chair John
Huff - Trustee Jun
Yu – Trustee Richard
Flint - President of the Board Jay
French – Vice President of the Board Maureen
Rieck - Trustee Shannon
Halikias - Director Kathy
Seelig – Assistant Director Ginger
Boskelly - Finance Manager Eileen
Soliday – Recording Secretary Tatiana
Weinstein - Director of Adult Services Beth
McQuillan - Director of Technical Services Lindsey
Dorfman – Director of Youth Services Paul
Hurt – Director of Circulation Services Peggy
Kapala – Aurora Resident Thomas
Hummel – Lisle Resident C. Sehy briefly summarized the two different salary revision plans and the impact of both plans on IMRF and FICA. One is the proposed minimum/3% plan and the other is the phased in plan. II.
Staff
feedback on Salary and Position Review Projects S. Halikias read an unedited letter the Leadership Team wrote to the Board. In it, they spoke of the salary study that was just completed showing that on average, Lisle Library staff are paid 11% below the norm. Staff are disheartened that the salary study they have been hoping for may not get adopted. They noted that the library has lost four staff members recently to better paying positions in other libraries and that existing staff members are watching job boards waiting to make a more profitable move. S. Halikias stated we want our employees to be passionate about their jobs. These employees are people who have bills of their own to pay. We want them to come to work and earn a fair paycheck. C. Sehy stated that the Board meant no disrespect to the staff. As trustees, they are stewards of taxpayer funds and discussion about the salary study is needed. J. Huff stated that the salary study is just a starting point and the Board needs to have a reasonable discussion. J. Yu appreciated the employee letter, but as trustees, we have to be responsible for taxpayer’s funds. He was surprised that the staff felt anger over this. III.
Discussion
of Salary and Position Review Projects S.
Halikias stated the library is under fiscally responsible management. C.
Sehy stated any changes made here will have a ripple effect.
R.
Flint stated he thinks we should spend the money for a one-time implementation.
We should match salaries to libraries like us.
We should think of this in the same way we think about other major
investments. When the roof is
leaking, you get a new roof – it’s a one-time cost.
The HVAC system breaks, you get a new HVAC system – it’s a one-time
cost. C.
Sehy stated that there are more variables with a salary adjustment, especially
since we are choosing to hold our levy where it is.
R.
Flint stated the staff is by far the most important resource the library has.
Everyone is willing and able to be placed on ad hoc committees and take
on extra work even though it is not in their job description.
J.
Huff stated that Lisle Library District may always be a stepping stone for
librarians to learn the ropes and get their feet wet, then move on to higher
paying libraries. R. Flint said this
would be a choice. J. Huff suggested we look at individual positions and choose
where they should fit on the scale. R.
Flint said the trustee’s job is allocating the money, the Director’s job is
distributing the raises. S.
Halikias stated the Board asked for two proposals.
G. Boskelly provided them. S.
Halikias noted that the Board wanted to acknowledge employee years of service
and that will be done. C. Sehy stated in two to three years we will be done with
the phase-in. The biggest hit to the
budget will be the first two years. J.
French stated he is not ready to make a decision yet.
He doesn’t think the staff turnover rate is very high. S. Halikias
stated our service standards are very high; we want professional level
employees. J.
Yu stated that this philosophical argument will never end.
We need to come to a middle ground. G.
Boskelly discussed the different scenarios with the Board.
J. Yu stated that the Board now has to decide if we can afford it.
C.
Sehy asked the Committee if they were ready to recommend or not.
MOTION: J. Yu moved to have the full Committee of the Whole look at the scenarios and make a final decision. J. Huff seconded. Roll Call Vote – All Aye IV.
Adjourn MOTION:
J. Huff moved to adjourn the meeting.
J. Yu seconded. Voice Vote
– All Aye The
meeting adjourned at 7:30 p.m. Approved by the Board of Trustees on April 10, 2013 FINANCE
COMMITTEE
I.
Roll call Present: Mary
Ellen Durbin – Chair Maureen
Rieck Jay
French Richard
Flint – President John
Huff - Trustee Shannon
Halikias – Director Ginger
Boskelly – Finance Manager Eileen
Soliday – Recording Secretary Tom
Hummel – Lisle Resident II.
II.
Investment Strategy M. Durbin
discussed the investment strategy from Ehlers Investments. It was laid out
nicely showing the principles they use in investing and she particularly liked
the list of authorized investments. There is a maximum on any one single
investment of $150,000 and these can be authorized by G. Boskelly, Director of
Finance. The old investment strategy stated that investments had a two year
limit. The new investment strategy will be up to five years for better
investment possibilities. MOTION: M.
Rieck moved to recommend the investment strategy from Ehlers to the Board at the
April 10, 2013 Board Meeting. J. French seconded. Roll Call Vote All Aye
III. Investment Policy M. Durbin stated
she reviewed Lisle Library’s investment policy and compared it with other
libraries investment policies. She said the wording in LLD’s policy was fine,
but it could be structured better. She liked the structure of Thomas Ford
Library’s policy. M. Durbin handed out documents to the Committee with the
LLD’s policy rewritten into categories. S. Halikias stated she liked the
structure of the document from M. Durbin. She suggested she and G. Boskelly
rewrite LLD’s Investment Policy fitting it into the structure of M. Durbin’s
document. M. Rieck stated she liked the way Thomas Ford and Woodridge libraries
wrote their policies on how to pick an investment advisor. M. Durbin stated she
liked Woodridge library’s policy wording better. S. Halikias stated she would
like to see wording that includes Board input on the matter of picking an
investment advisor for LLD. R. Flint stated that our policy should list the
principles used in determining whom to consider, and hire, as investment
advisor. J. French stated he would like to keep the Investment Policy broad.
Changes can always be made to the Investment Strategy. M. Durbin stated the
Treasurer should be bonded. G. Boskelly stated the Treasurer is bonded and
insured through the library. S. Halikias stated she will tighten up the policy
with G. Boskelly and send it to M. Durbin to review. G. Boskelly
received a tentative rate for IMRF of 14.47%. The library is more underfunded
than last year. We were at 60% and now we are at 56%. There are many factors
that make us underfunded. She stated that if we invested $500,000 or even $1
million it may not make a really big difference due to the unknown factors
involved. Also, once invested, we can never get that money back. She stated that
many organizations are running into the negative with IMRF. J. French
stated that IMRF would like to see 100% funding. G. Boskelly stated that
retirements are a wild card with IMRF. Whenever someone retires who worked at
LLD, even if they retire from another library, funds are removed to pay for the
time they worked with us. We cannot predict when current employees may retire,
everyone is different. M. Durbin asked if we should consider going up to 70%
funding in IMRF. J. French stated that we owe this money. G. Boskelly stated
that we have $1 million to invest. $150,000 will go into Special Reserves. S.
Halikias suggested we put $150,000 into IMRF. G. Boskelly stated that would be
fine. S. Halikias stated that maybe we should take a larger course of action. R.
Flint stated that we have an old building and it might be prudent to leave money
liquid for unknown problems. S.
Halikias stated she is budgeting for Special Reserves. R. Flint stated that we
just don’t want to sacrifice too much. The meeting adjourned at 8:45 p.m. Approved by the Board of Trustees on April 10, 2013. COMMITTEE OF THE WHOLE The Committee of the Whole Meeting was called to order at 7:50 p.m. at the Lisle Library District, 777 Front Street, Lisle, Illinois. I. Roll Call Richard
Flint – President Jay
French – Vice-President Mary
Ellen Durbin – Treasurer John
Huff – Secretary Colleen
Sehy – Trustee Maureen
Rieck – Trustee Jun
Yu - Trustee Shannon
Halikias – Director Kathy.
Seelig – Assistant Director Eileen
Soliday – Admin. Assistant Ginger
Boskelly – Finance Manager Tatiana
Weinstein – Director of Adult Services Beth
McQuillan – Director of Technical Services Lindsey
Dorfman – Director of Youth Services Thomas Hummel – Lisle Resident\
II.
Budget Discussion II. Budget Discussion S.
Halikias stated the budget is a long process for staff who must meet with
vendors, get quotes and compare costs.
J.
French asked what our revenue numbers will be for next year. G. Boskelly stated
we have not received the numbers yet, they should be out soon.
S. Halikias stated we are waiting for
the Facilities Management Steering Committee to finish their assessment before
beginning any large projects. C.
Sehy asked if we need more IMRF information.
M. Durbin stated we will continue the IMRF discussion at the next Finance
Meeting on April 2nd. The
Meeting adjourned at 8:55 p.m.
PERSONNEL-POLICY
COMMITTEE The March 20, 2013 Personnel-Policy Committee Meeting was called to order at 6:30 p.m. at the Lisle Library District, 777 Front Street. I. Roll call: Present: Colleen
Sehy - Chair John
Huff - Trustee Jun
Yu – Trustee Richard
Flint - President of the Board Jay
French – Vice President of the Board Mary
Ellen Durbin – Treasurer of the Board Maureen
Rieck - Trustee Shannon
Halikias - Director Kathy
Seelig – Assistant Director Ginger
Boskelly - Finance Manager Eileen
Soliday – Recording Secretary Tatiana
Weinstein - Director of Adult Services Beth
McQuillan - Director of Technical Services Lindsey
Dorfman – Director of Youth Services Thomas Hummel – Lisle Resident C. Sehy stated that all trustees should have received their packets for tonight’s meeting in an email. She noted the importance of this discussion and the implications it would have on salaries and the implications it would have on the budget. The project overview took about three months. The Leadership Team had many long meetings in order to accurately revise job descriptions to better reflect the changes that have occurred in those positions as they have evolved over the past 15 years. These revised job descriptions were given to Management Association to compare with other surveys. J. French questioned the libraries that we were compared with. He also questioned why we were comparing to both libraries and corporate businesses. He wanted to understand why we are doing a salary study at all. He said that the test for implementing an upward adjustment to the salary scales needed to be (a) whether employees are leaving LLD for better salaries elsewhere and (b) whether we are having trouble filling vacant positions. S. Halikias stated that she does not accept J. French's tests for salary adjustment. We ought to pay what is common for these positions in libraries of our size. M. Durbin stated it was for internal integrity, a salary survey hasn’t been done for 15 years and is definitely overdue. Flint said he doesn’t want us to join a race to the bottom by paying the minimum that will keep employees from leaving LLD. C. Sehy stated when she became a trustee 2 ˝ years ago, having a salary survey was discussed as something that needed to be done as it was clear then that the salary structure was outdated. Another issue is that the newly created job descriptions now accurately describe the duties that are required of staff members, however, these job descriptions do not fit into the old salary scale. M. Durbin stated we need a scale to fit these 14 levels of positions. Raises should be merit based. S. Halikias stated administration will assign metrics to job reviews. M. Durbin would like to bring employees to the minimum as a first step. J. Yu stated we need to build a structure for the future. C. Sehy stated G. Boskelly ran the numbers as to the cost of bringing everyone to the minimum if the new scale is adopted. She is leery of changing the review process for this Fiscal Year as employees should be notified of the change. C. Sehy asked the trustees for their sense of support and most were in agreement, however three trustees were concerned about long term effects. S. Halikias stated that G. Boskelly ran the numbers and we will not raise the levy for this project. G. Boskelly asked the trustees if there was something she needed to prepare for them to help form a decision. M. Durbin would like to see the numbers going out five years, to see the long term effect. J. Yu would like to see the percentage of salaries from the levy for the next five years, including a 3% increase and IMRF numbers to get the whole impact. MOTION: J.
Yu moved to recommend to the Board to adopt the new salary structure. J.
Huff secondewd . Roll Call Vote - All Aye MOTION:
J.
Yu moved to recommend to the Board to move all employees to the minimum in the
new salary structure. J. Huff seconded. Roll Call Vote - All Aye C. Sehy set the next Committee meeting for Wednesday, April 3, 2013 at 6:30 p.m. MOTION:
J.
Huff moved to adjourn the meeting. J. Yu seconded. Voice Vote - All
Aye
Approved
by the Board of Trustees on April 10, 2013 FACILITIES STEERING COMMITTEE The
February 27, 2013 Facilities Steering Committee Meeting was called to order at 2:30
p.m. at the Lisle Library District, 777 Front Street. I.
Roll
Call Present Richard
Flint - Co-Chair Tatiana
Weinstein - Co-Chair John
Huff - Trustee Paul
Hurt - Director of Circulation Services John
Ferrari - Junior High Coordinator Ginger
Boskelly - Finance Manager (arrived 3:45 p.m.) Shannon
Halikias - Director Kathy
Seelig - Assistant Director Eileen
Soliday - Recording Secretary Absent Mary
Ellen Durbin – Trustee Also
Present Jim
Filliung II.
Discussion
of Goals and Objectives for building project categories T.
Weinstein stated she has compiled the first draft of the Goals and Objectives
for each team. R. Flint showed an outline of the draft Executive
Summary and Introduction. J.
Huff stated this is all good but in the end, he feels the library needs either a
new building or an addition. J. Ferrari stated the plan is well developed, but
there are areas of weakness with the building as it is. We need to focus on
security issues, especially parking lot
security. The
committee liked the Introduction outline. S.
Halikias stated that everything looks good so far, we need to create a plan that
will be able to be presented to the Board and the Community. K.
Seelig stated that technology is only helpful if you use it. Technology must be
interwoven into each layer of this plan. Aesthetics:
J.
Ferrari stated he and M. Durbin talked about having an interactive green space
for patrons, perhaps gardening spaces. J.
Filliung suggested there is a new water detention law that includes using water
permeable bricks for parking and walkways. S.
Halikias was very pleased to see this, but would like the word “safety”
included in the plan as a priority issue. J.
Filliung suggested that maybe the library could partner with the Arboretum with
the green space. S. Halikias will talk with them. Technology:
Kathy
Seelig talked about the improvements needed in technology. R. Flint stated we
need a space for laptop usage that would relieve the space needs in the desktop area. S. Halikias stated we
are adding two new pods and many new outlets for laptop usage. R. Flint asked if
there is a limit to outlet usage. J. Filliung said that we can add new electric
to the building. S.
Halikias stated that RFID would be good, but it will not work in this building. Operational:
S.
Halikias would like to see lockers for patrons to place items into for after
hour pick-up. We could have a Red Box type of vending box for after hour pick up
of DVD’s. R. Flint stated that there will be a limited selection with this.
J.
Huff stated we have a safety issue with the AT&T box by the exit that needs
to be moved. He would also like to
see a door for seniors. R. Flint stated that could possibly be added by the bay
windows. He has heard complaints about this, there have been many requests for a
main entrance on the main floor. S.
Halikias stated she would like to see more office space for staff as quarters
are cramped with tiny areas. She would also like to see a better staff kitchen
area as space is not adequate, and staff don’t have much room to eat and are
here for long shifts. Community
Space: J. Huff stated that we could reconfigure storage space to allow more room for offices. S. Halikias stated that there are space planners that can be consulted. J. Huff would like to change the doors to include a front entrance. J. Filliung stated the site has a lot of constraints and would like the focus to narrow first. A referendum might be needed. S. Halikias stated we need to look at planning for the next 20 years. Security: J.
Ferrari stated that parking lot security is necessary. T. Weinstein asked
members to proofread their documents and follow the Strategic Plan in style.
She would like members to send her the edited goals and objectives by
email by Wednesday, April 10, 2013. R. Flint noted that we need to look at
overlaps between categories. We need to think about a Community Survey and would
like to bring a mockup of that survey to the next meeting.
S. Halikias suggested we do a community mailing. III. Adjourn MOTION:
S. Halikias moved to adjourn the meeting. J. Ferrari seconded. Voice Vote - All
Aye The
meeting adjourned at 4:10 p.m. Approved by the Board of Trustees on March 13, 2013 FACILITIES
STEERING COMMITTEE
Approved
by the Board of Trustees on February 13, 2013 |
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