North Suburban Library District Absent: Staff Members: Steve … · 2020-05-06 · North Suburban Library District Regular Session February 18, 2016 Present: Jane Burden, Rachel Parry,

North Suburban Library District Regular Session March 17, 2016

Present: Jane Burden, Rachel Parry, Tom Powers, Nick Nelson. Absent: Melodie Meyer, Steve Sinkiawic, Gary Welden. Staff Members: Mary Petro, Joyce Kohley. Guest: Steve Nelson, Larson & Darby. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL and was called to order by Jane at 6:07 P.M. Prior to call to order, Mr. Nelson conducted a tour of the renovation areas in process with the Trustees and Mary. Public Comments: None

Approval of Minutes: Motion to accept the minutes of the February 2016 regular meeting with heading date correction was made by Nick and seconded by Rachel. Motion carried. New Business: Mr. Nelson reviewed renovation progress to date, stating that the project is on schedule and that preliminary punch lists are five to five and one half weeks away. Closing dates for bone dry material application and many other construction tasks to be accomplished were confirmed. Mr. Nelson has been working with Michael Platt regarding work to be done at the Roscoe facility. It appears that roofing repairs may be needed but that the roof itself has 2-3 years or useful life left. Parking lot plans were distributed and discussed. Numbers of spaces, ingress/egress options, handicap access, surface options. Next step is to learn the city’s requirements. Treasurer’s Report: Tom reviewed the treasurers’ report, the bills paid report, the renovation expenditures reports and the financial summary. Motion to accept the Treasurers Report, bills paid report, the financial summary, and the two new renovation reports was made by Rachel and seconded by Nick. Motion carried. Librarian’s Report:

Mary reported on the addition of Pinterest to the available NSLD tools, the new IFiber and bringing Wi-Fi into service at both libraries.

A new laminator will need to be purchased to replace the old one that is not working well.

The NSLD/Loves Park closing between 3/25 and 4/1 was explained to the trustees, Mary listed the many construction projects to be accomplished during that time.

Work is being done to qualify for renovation rebates.

New furniture arrival is scheduled for April 14-15.

Staff is working to resume programming at Loves Park.

Might need some new software to manage the scheduling of the increased number of meeting rooms.

Board Development: A spreadsheet will be generated and distributed to the trustees listing the improvements and renovations made to the Roscoe buildings and grounds over the last 10 years. Laptops for computer classes, speakers, and projectors will be needed for meeting rooms, and monitors for the service desks as will other equipment, fixtures, furniture and shelving/laminate for the new spaces at NSLD/LP. We plan to use funds in various FY 2016 lines to get this started, and will incorporate some money in the FY 2017 budget. Staff is working on plans for an Open House to celebrate the renovation to take place on October 15th from 9:30 to 11:30 AM. New Business: Resolution 2016-01 Non Resident Card Fee states that the non-resident fee remains the same at $120.00 annually. Motion to accept the resolution was made by Jane and seconded by Rachel. Motion carried with 4 ayes, 0 nays, 3 absent.

Motions to approve the Children’s Internet Protection Act (CIPA), the cell phone policy, the code of conduct policy, the no smoking policy and the confidentiality policy were made by Tom and seconded by Nick. Motions carried.

Correspondence: A thank you was sent to Steve Nelson for file cabinets he donated to NSLD. A thank you note was received from Linda Bedward for flowers sent to her during her illness. A check for $500 was received from Kohls to be used for Children’s programming. Board Discussion: Has everyone received their financial interest forms which are due soon? Jane and Mary visited with the ladies of the Loves Park Women’s Club who started the North Suburban Library many years ago. These ladies are finding it difficult to maintain their building, and are considering donating it to North Suburban Library. Motion to adjourn was made at 7:17 PM by Nick and seconded by Rachel. Motion carried.

North Suburban Library District Regular Session

February 18, 2016 Present: Jane Burden, Rachel Parry, Steve Sinkiawic, Nick Nelson, Gary Welden Absent: Melodie Meyer, Tom Powers. Staff Members: Mary Petro, Joyce Kohley. Guest: Bob Burden. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL and was called to order by Jane at 5:35 P.M. Mary brought forward current thinking regarding storage responsibilities of taped board meetings. Taping regular meetings is not legally required, and since tapes are rarely used, it was decided that regular meetings would no longer be taped.

Mary conducted a tour of the premises which was taken by the trustees and Mr. Burden. Public Comments: None Approval of Minutes: Motion to accept the minutes of the November 2015 and January 2016 regular meetings was made by Rachel and seconded by Nick. Motion carried. Unfinished Business: Status update: Mary distributed a narrative and spreadsheet with the renovation budget, progress to date, and total spent YTD. Discussion was held on the project expenditures, change orders, weekly project reviews with contractors. Discussion of policy updates for Code of Conduct, Smoking and Confidentiality policies will be postponed until the next meeting. Treasurer’s Report: Steve reviewed the treasurers’ report, the bills paid report, the renovation expenditures report and the financial summary. Problems with the financial summary were discussed covering the last several months of this report. Steve wishes to come in to review earlier reports, discuss formulas. Motion to accept the treasurer’s reports and payments history reports for November and January was made by Steve and seconded by Gary. Motion carried. Financial summaries information will be voted on at next meeting. Librarian’s Report:

Mary discussed the upcoming closing 3/28 thru 4/1 for more ‘Bone Dry’ carpeting vaper barrier, painting, door repair and more. RJC will hand over the entire building to the library by May.

An Open House will be planned for late October or early November.

Plans to purchase more monitors, lap tops, projectors and speakers, a refrigerator for the kitchen, signage, shelving, a laminator, and other items to support the new programming and service areas will be spent out of the remaining funds in the FY16 budget and what remains must be incorporated into the next budget.

Looking ahead budget wise, planning is underway for the new programs and services that can be run in the new spaces. Also being planned for are fund raising, staffing to provide programs and services, software updates for NIC and ILS. Some savings should be realized for utilities etc., and for improved workflow.

IPTIP (Illinois Funds) changes and problems, and possible switch to an alternative bank were briefly covered.

New Business: Mary recommends that the non-resident fee remain the same. Motion to continue to keep non-resident fee at $120.00 annually was made by Jane and seconded by Steve. Motion carried.

Correspondence: A sympathy card was sent to the family of Gerry McKearn. Board Discussion:

Trustees expressed approval regarding the walk thru of the library, the staff, and new additions. All great! Michael is a phenomenon!

Nick invites everyone to the Parks Chamber business expo at the Loves Park City Hall. Breakfast will be served.

Corrected audit reports were distributed.

Motion to adjourn was made at 7:30 PM by Nick and seconded by Rachel. Motion carried.


January 21, 2016 Present: Jane Burden, Rachel Parry, Steve Sinkiawic, Tom Powers, Nick Nelson, Gary Welden Absent: Melodie Meyer,. Staff Members: Mary Petro, Joyce Kohley. Guest: Steve Nelson of Larson and Darby Architects. The Board of Trustees meeting was held at the North Suburban Library, 5562 Clayton Circle, Roscoe, IL and was called to order by Jane at 5:35 P.M. Public Comments: None Approval of Minutes: Motion to accept the minutes of the November 2015 regular meeting was made by Rachel and seconded by Steve. Motion carried.

Treasurer’s Report: Steve reviewed the treasurers’ report, the bills paid report, the renovation expenditures report and the financial summary. Motion to accept these reports was made by Tom and seconded by Nick. Motion carried. November information will be voted on at February meeting. Old Business: Steve Nelson discussed the renovation progress and expenditures, structural adjustments to be made, as well as progress on the concrete slab, the lighting, sprinkler piping. Once concrete is level, finishing is minimal since the area is pretty much a large open space. He stated that the Larson & Darby budget is still on track and that we are under budget to date. Roscoe issues were briefly discussed, i.e. new air conditioning, roof needs work, parking lot expansion and water retention problem involved. Estimates $500,000 cost as a discussion point only; hard data is not yet available. Motion was made by Steve to allow Larson & Darby to go ahead with preliminary planning of Roscoe roof and parking lot. Seconded by Nick. Motion carried. Still have a little money left from reserve and planned renovation funds. They will know more as time passes. Librarian’s Report: Mary discussed furniture arrival, equipment and lights. Another closing will be needed in March for remaining carpet installation due to caustic odors involved. Discussion was

had with the trustees regarding ‘budgeting’ of renovation soft costs. New Business:

First reading: Confidentiality, No Smoking on Library Property and Code of Conduct policies.

Correspondence:

Per Capita grant was sent to ISL in December. NLSD may not get any funds this year. If we do get something it will likely be at a reduced rate.

Thank you note from Steve Nelson for his Christmas gift.

A letter was sent to a patron for being a nuisance.

Board Discussion:

Rachel expresses a thank you to the staff for tolerating all the renovation upset. Possibly a special function of appreciation to be held. Mary Petro will discuss this with the supervisors and get their recommendation.

Motion to adjourn was made at 7:20 PM by Steve and seconded by Rachel. Motion carried.


November 19, 2015 Present: Jane Burden, Rachel Parry, Tom Powers, Nick Nelson, Gary Welden Absent: Melodie Meyer, Steve Sinkiawic. Staff Members: Mary Petro, Joyce Kohley. Guest: Mark Trotter of Quimby Incorporated, Rich Hartman of Ringland Johnson Corp. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL and was called to order by Jane at 5:30 P.M. Public Comments: None Approval of Minutes: Motion to accept the minutes of the 10/15/15 regular meeting was made by Nick and seconded by Gary. Motion carried.

Treasurer’s Report: Tom reviewed the treasurers’ report, the bills paid report, the renovation expenditures report and the financial summary. Motion to accept these reports was made by Nick and seconded by Tom. Motion carried. Apparently Treasurer’s Report was omitted from board packets sent to trustees, so it will be sent out via email to them ASAP. Mark Trotter presented the financial audit results. He stated that the audit went well, that all necessary information was available and in good order. Tom pointed out that the long term portion of debt certificates was included in current liabilities section of balance sheet, and audit reports will be corrected and re-distributed. Motion to accept audit with Tom’s clarification was made by Jane and seconded by Tom. Roll call vote was taken, 6 ayes 0 nays, motion carried. Unfinished Business: Rich Hartman reported on progress and stated that the renovation project is going along as projected. He stated that it has been a good team effort with the architect, NSLD, and RJC. Explained the need for the moisture barrier beneath carpeting to be installed on the slab area of the old portion of the library, how it will be done, that it will take about 2 weeks to complete this step and will cost $20-30M total. Mr. Hartman took the Board attendees on a tour of the construction area. Motion to approve change order to go ahead with vapor barrier up to a maximum cost of $40,000 was made by Tom and seconded by Jane. Motion carried. Librarian’s Report:

Mary has completed the Per Capital grant application to go to the State of Illinois. Even though no funds will be dispersed this year we may get the money in the next year or two. The “Edge Initiative” has also been completed, a new requirement for the Per Capita Grant.

We are working on additional fund raising to offset the loss of the grant money.

I Fiber installation has begun – connection should be ready in 2-3 months. Peter and Josh need to work on IP’s shortly after.

HVAC units are scheduled to go onto the roof December 2nd or 4th.

We are probably going to be doing the phase 1 move to the week of Christmas.

The server room is slightly delayed.

New Business:

Furniture is on order. Should start to arrive on 12/10.

Holiday wish list: Close a couple of closing days is needed during Christmas week to accomplish the move to phase 2. The Board of Trustees concurs.

There will be no December meeting this year. Next meeting is in January and will be held in Roscoe.

Resolution #2015-09 to transfer the remaining balance in the debt service fund 75 to the operating fund 10 was made by Nick and seconded by Rachel. Motion carried via roll call vote of 5 aye and 0 nay.

Correspondence:

A thank you card from Eve Kirk.

A Boy Scout event brochure.

Patron comments: “We like NSLD, but the chairs are uncomfortable”. “NSLD is

the best” – patron happy that we fetched her book for her promptly.

Dumpster violation – Michael has reduced the size of the Roscoe dumpsters to accommodate regulations.

Board Discussion:

No response from Melodie.

Bob Burden is turning 65 and would be interested in a Medicare function at the Library.

Rachel questions how patrons without Facebook will be notified of closings, etc. (The information will also be posted on the electric sign in front of the Library.)

Jane congratulates the staff and RJC for exemplary cooperation. Motion to adjourn was made at 7:25 PM by Nick and seconded by Tom. Motion carried.


October 15, 2015 Present: Tom Powers, Nick Nelson, Gary Welden, Rachel Parry. Jane Burden, Steve Sinkiawic. Absent: Melodie Meyer. Staff Members: Mary Petro, Joyce Kohley. Guest: Julie Williams of Larson & Darby Architects. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:34 P.M. Public Comments: None Approval of Minutes: Motion to accept the minutes of the 9/17/15 regular meeting was made by Rachel and seconded by Nick. Motion carried.

Treasurer’s Report: Steve reviewed the treasurers’ report, the bills paid report, the renovation expenditures report and the financial summary. Motion to accept these reports was made by Rachel and seconded by Tom. Motion carried. Motion to accept Levy Ordinance #2015-05 was made by Jane and seconded by Steve. Motion carried. Error was discovered in renovations expense report – line error only. Correction will be sent. Motion to accept was made by Rachel, seconded by Gary. Motion carried. Librarian’s Report:

Samples of furniture fabrics and finishes were brought by Julie of Larson and Darby for the trustees to review. Julie covered paint colors, task chairs, lounge chairs, table heights, and furniture placements. Will be practical, durable, and attractive.

On 10/26/15 the computers will be moved again to allow renovations to continue as needed. Parts of the new area will be used for storage of carpeting etc. Hallett is being contacted to move shelves.

Contingency money is mostly gone.

Dead trees in Roscoe will be removed soon, and trimming of dead limbs will take place in Loves Park.

Book sales are up, and donations are coming in.

1,000 books before kindergarten campaign kicked off. 91 have signed up.

Reminder that Chamber dinner is coming up soon.

Mary is selling Rotary candy again this year. Board Development: None New Business:

2016 holiday closings were approved and a motion to accept was made by Steve and seconded by Nick. Motion carried.

First reading of moisture, mold, and insect damage policy was performed.

Correspondence: A note regarding banned books, a thank you for programs from the schools, a thank you from the Klaman family, an economic development communication from Winnebago County regarding tax abatement. Board Discussion: News of Melodie? Jane will check on her. Motion to adjourn was made at 7:10 PM by Nick and seconded by Rachel. Motion carried.

North Suburban Library District

Regular Session September 17, 2015

Present: Tom Powers, Nick Nelson, Gary Welden, Rachel Parry. Absent: Jane Burden, Steve Sinkiawic, Melodie Meyer. Staff Members: Mary Petro, Joyce Kohley. Guest: Steve Nelson of Larson & Darby Architects. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Nick at 5:32 P.M. Public Comments: None Approval of Minutes: Motion to accept the minutes of the 8/20/15 regular meeting was

made by Tom and seconded by Gary. Motion carried. Treasurer’s Report: Tom reviewed the treasurers’ report, the bills paid report, the renovation expenditures report and the financial summary. Motion to accept these reports was made by Nick and seconded by Tom. Motion carried. Librarian’s Report:

Mary highlighted the 1000 books before kindergarten program that is being promoted by area libraries including Ida, Talcott, Byron, NSLD, and Rockford Public. More libraries will likely join as time passes. Expenses related to the program were briefly covered. The hope is that new library users will sign up for the program as well as current library users.

Donations continue to filter in. We are enjoying much positive support from our patrons and the community, including the Backyard Bar & Grill fund raiser and the Alpine Bank and Larson and Darby ice cream treats.

Trees are being removed at the Roscoe Library due to disease. Trimming of dead branches will occur in the NSLD Loves Park north parking lot.

New additional shelving is due to arrive in Roscoe next week.

Steve Nelson reviewed the renovation project and spoke about the progress being made, which is right on schedule, in spite of minor plan changes turning up. Change orders have been minor, and as a result, $102,000+ remains in the contingency fund. The trustees were conducted thru the project while Steve Nelson explained the placement of study rooms, bathrooms, the new reference area and more.

Board Development: None New Business: The Resolution to Determine Estimate of Funds to be raised by Taxation, the Certification of Estimate of Revenues by Source, and the Black Border Notice were discussed. Black Border Notice does not need to be published this year because our levy is under the 5% cap, however, copies of all three reports are forward to the counties for their records. The second reading of bylaw and policy changes was performed, covering a new telecommuting policy and what may be displayed on bulletin boards, exhibits, displays and the electronic sign, i.e. for library functions only, or other functions in the community

as well. Motion to accept the new bulletin board, exhibits and displays was made by Gary and seconded by Nick. Motion carried. Motion to accept the telecommuting policy was made by Rachel and second by Tom. Motion carried. Other items of note:

Joyce will become a Notary Public. Rachel warns that this will probably take a long time because the State does not act quickly with this.

Nick Nelson will be added to the authorized signer record on our bank accounts.

Joyce and Mary will remain as NSLD’s FOIA officers.

Correspondence: Obituaries for past employees Carol Klaman and Shirley Swanson, a thank you from the Rotary Club. Board Discussion: None. Motion to adjourn was made at 6:35 PM by Nick and seconded by Gary. Motion carried.


Regular Session August 20, 2015

Present: Jane Burden, Tom Powers, Steve Sinkiawic, Nick Nelson, Gary Welden. Absent: Rachel Parry, Melodie Meyer. Staff Members: Mary Petro, Joyce Kohley. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:31 P.M. Public Comments: None Approval of Minutes: Motion to accept the minutes of the 7/20/15 regular meeting, the closed session minutes and the policy committee meeting minutes was made by Steve and

seconded by Gary. Motion carried. Treasurer’s Report: Steve reviewed the treasurers’ report, the bills paid report and the financial summary. Motion to accept these three reports was made by Tom and seconded by Nick. Motion carried. Discussion followed regarding how to properly track renovation funds and expenses. The Budget and Appropriations Ordinance was discussed. A black border notice will be required this year. This ordinance represents the legal budget from which the levy will be generated. Motion to pass the Budget & Appropriations Ordinance #2015-05 was made by Jane and seconded by Tom. Motion carried. Librarian’s Report:

Mary suggested that In Service days be uniformly scheduled so that the Libraries will open at 1PM those days. Board consensus agreed that this is acceptable.

FOIA’s will generate additional legal bills as well as more expenses related to staff time and records procurement.

Committee Reports: The first reading of bylaw and policy changes was performed, covering a new telecommuting policy and what may be displayed on bulletin boards, exhibits, displays and the electronic sign, i.e. for library functions only, or other functions in the community as well. Board Development: None Unfinished Business:

Problems and progress made on the Loves Park renovation project were reviewed. New Business:

None

Correspondence: Correspondence and articles of interest to the Library were circulated which included; the Parks Chamber newsletter, an article from Steve Nelson, Larson and Darby Architect and a letter from GPS Faith Community on their property tax exemption request that they are required to mail to NSLD.

Board Discussion: The next meeting date and trustee schedules were reviewed in order to assure a quorum would be in attendance. Motion to adjourn was made at 6:50 PM by Steve and seconded by Jane. Motion carried.


Regular Session July 16, 2015

Present: Jane Burden, Tom Powers, Rachel Parry, Nick Nelson, Steve Sinkiawic, Gary Welden. Absent: Melodie Meyer. Guests: Steve Nelson, Larson and Darby, Rich Hartman, Ringland Johnson. Staff Members: Mary Petro, Joyce Kohley. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:30 P.M. Public Comments: None Approval of Minutes: Motion to accept the minutes of the 6/18/15 regular meeting and

the closed session minutes was made by Tom and seconded by Nick. Motion carried. Treasurer’s Report: Steve reviewed the treasurers’ report and the bills paid reports. Motion to accept these two reports was made by Steve and seconded by Jane. Motion carried. A discrepancy was found between financial summary report and the fiscal financial summary report. Correction will be made and distributed. Reports will be accepted at the next meeting. Unfinished Business:

Steve Nelson reported that renovation progress is going well; phasing plan has been adjusted. Project looks to be finished two months sooner than originally planned. Have found the need for additional concrete repair. Exterior brick has been chosen.

Rich Hartman spoke regarding project progress and stated that the NSLD staff has been great in dealing with the noise and discomfort. The staff’s great reputation is well deserved!

City is still holding permits with 5-6 exceptions to be corrected before issuance may be done. Problems are with bathroom relocation and handicap spacing, with interior stairway egress, with exit doors and sidewalks. Hopefully will have the balance of the permits back on next Monday.

Michael checking lead times for door hardware – RJC is acting quickly to get these things on order.

Shooting to finish phase 1 by Thanksgiving.

Steve Nelson, Rich Hartman conducted a tour of the area under construction.

Librarian’s Report:

Mary described the banking and record keeping of the renovation funds.

A ¼ page ad will be purchased for $275 in the Rotary publication.

Renovations are moving ahead. Have had a few disruptions in services, but patrons have been understanding.

Committee Reports: Motion was made by Jane to accept the Spectrum proposal and go ahead with the Aetna insurance plan beginning in August or September, 2015. Rachel seconded the motion and it was carried unanimously. FOIA policy was quickly reviewed and discussed.

New Business:

None

Correspondence: Two cards were received – a thank you from Cheryl Aamodt and a postcard from the Loves Park Chamber regarding their upcoming chamber picnic. Board Discussion: None Motion to go out of regular session and into closed session at 7:12 PM was made by Nick and seconded by Steve. Motion carried. Motion to return to open session from closed session at 7:25 PM was made by Gary and seconded by Nick. Motion carried.

Motion to adjourn was made at 7:25 PM by Nick and seconded by Tom. Motion carried.


Regular Session June 18, 2015

Present: Jane Burden, Tom Powers, Rachel Parry, Nick Nelson, Melody Meier, Gary Welden. Absent: Steve Sinkiawic. Guests: Mike Meier, Steve Nelson, Larson and Darby Staff Members: Mary Petro, Joyce Kohley. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:42 P.M. Public Comments: None Approval of Minutes: Motion to accept the minutes of the 5/21/15 regular meeting was

made by Tom and seconded by Gary. Motion carried. Treasurer’s Report: Tom reviewed the treasurers report the financial summary and the bills paid reports. Motion to accept these three reports was made by Tom and seconded by Rachel. Motion carried. Librarian’s Report:

Mary reported on progress to date of the ongoing renovations at Loves Park.

The $4,013,000 was received from Chase and funds have been deposited in the Illinois Funds IPTIP account, which is fully insured.

Summer is the biggest programs quarter at the Libraries. Summer reading and pool parties are two of the programs that are being promoted.

Committee Reports: - None New Business:

2nd reading of the non-resident charge was made for $120 per year. Motion to accept Resolution 2015-03 for the non-resident fee of $120 for F/Y 2016 was made by Melodie and seconded by Rachel. Roll call vote taken with six ayes and 0 nays.

Motion was made by Tom to accept Library Resolutions 2015-4,5,6,7 to transfer funds from the operating fund to or from the general fund. Motion was seconded by Nick. Roll call vote taken with 6 aye votes and 0 nay votes.

Mary requested that a corporate Chase credit card be acquired due to the occasional difficulty encountered when using the American Express card. Cards for Mary, Nicole, Michael and Barb Johnson would be under one account.

Motion to approve the Chase credit card for four staff members was made by Rachel and seconded by Melodie. Motion carried unanimously.

Old Business: Mary displayed a copy of the ordinance as well as the listing of the current prevailing wages. Motion to approve Prevailing Wage Ordinance 2015-08 was made by Nick and seconded by Tom. Motion carried. Mary updated the trustees on the renovation project. A timeline was distributed, subject to acquisition of permits granted by the city of Loves Park. Demolition is in progress and will continue. Air conditioning will be discontinued, and we are buying fans to help move the air.

Working budget for F/Y 2015-16. Motion was made by Tom to accept the budget as prepared by Mary for the 2015-16 year. Motion seconded by Rachel, and a roll call vote yielded 6 aye votes and 0 nay votes. Correspondence: A newsletter award from the LP/Machesney Park Chamber for stating that the library earned an award for their participation in the Young at Heart parade. Board Discussion: None Motion to go out of regular session and into closed session was made by Rachel and seconded by Nick. Motion carried. Motion to return to open session from closed session at 6:50 PM was made by Nick and seconded by Tom. Motion carried.

Motion to adjourn was made at 6:52 PM by Nick and seconded by Gary. Motion carried.



Present: Jane Burden, Tom Powers, Rachel Parry, Nick Nelson, Melody Meier, Gary Welden. Absent: Steve Sinkiawic. Guests: Mike Meier, Steve Nelson, Larson and Darby Staff Members: Mary Petro, Joyce Kohley. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:42 P.M. Public Comments: None Approval of Minutes: Motion to accept the minutes of the 5/21/15 regular meeting was

made by Tom and seconded by Gary. Motion carried. Treasurer’s Report: Tom reviewed the treasurers report the financial summary and the bills paid reports. Motion to accept these three reports was made by Tom and seconded by Rachel. Motion carried. Librarian’s Report:

Mary reported on progress to date of the ongoing renovations at Loves Park.

The $4,013,000 was received from Chase and funds have been deposited in the Illinois Funds IPTIP account, which is fully insured.

Summer is the biggest programs quarter at the Libraries. Summer reading and pool parties are two of the programs that are being promoted.

Committee Reports: - None New Business:

2nd reading of the non-resident charge was made for $120 per year. Motion to accept Resolution 2015-03 for the non-resident fee of $120 for F/Y 2016 was made by Melodie and seconded by Rachel. Roll call vote taken with six ayes and 0 nays.

Motion was made by Tom to accept Library Resolutions 2015-4,5,6,7 to transfer funds from the operating fund to or from the general fund. Motion was seconded by Nick. Roll call vote taken with 6 aye votes and 0 nay votes.

Mary requested that a corporate Chase credit card be acquired due to the occasional difficulty encountered when using the American Express card. Cards for Mary, Nicole, Michael and Barb Johnson would be under one account.

Motion to approve the Chase credit card for four staff members was made by Rachel and seconded by Melodie. Motion carried unanimously.

Old Business: Mary displayed a copy of the ordinance as well as the listing of the current prevailing wages. Motion to approve Prevailing Wage Ordinance 2015-08 was made by Nick and seconded by Tom. Motion carried. Mary updated the trustees on the renovation project. A timeline was distributed, subject to acquisition of permits granted by the city of Loves Park. Demolition is in progress and will continue. Air conditioning will be discontinued, and we are buying fans to help move the air.

Working budget for F/Y 2015-16. Motion was made by Tom to accept the budget as prepared by Mary for the 2015-16 year. Motion seconded by Rachel, and a roll call vote yielded 6 aye votes and 0 nay votes. Correspondence: A newsletter award from the LP/Machesney Park Chamber for stating that the library earned an award for their participation in the Young at Heart parade. Board Discussion: None Motion to go out of regular session and into closed session was made by Rachel and seconded by Nick. Motion carried. Motion to return to open session from closed session at 6:50 PM was made by Nick and seconded by Tom. Motion carried.

Motion to adjourn was made at 6:52 PM by Nick and seconded by Gary. Motion carried.


Regular Session May 21, 2015

Present: Jane Burden, Tom Powers, Rachel Parry, Nick Nelson, Steve Sinkiawic, Melody Meier, Gary Welden. Guests: Mike Meier, Steve Nelson, Larson and Darby Architects. Steve Larson, Ehlers. Staff Members: Mary Petro, Joyce Kohley. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:34 P.M. Public Comments: None New Business: Trustees oath of office was administered by Nick Nelson. Newly elected and re-elected trustees were sworn in; Rachel Parry, Steve Sinkiawic, Melodie Meier, and Gary Welden. A slate of candidates was put forth; Jane Burden, President, Nick Nelson, Vice President, Rachel Parry, Secretary. Motion to accept the slate of officers was made by Gary and seconded by Tom. Motion carried. Committee appointments were made by Jane;

Jane Burden, Gary Welden and Melodie Meier are on Policy/Bylaws committee. Jane Burden and Nick Nelson are on the Strategic Planning committee. Tom Powers and Steve Sinkiawic are on the Budget/Finance committee. Rachel Parry and Melody Meier are on the Board Development committee. All board members are on the Building and Maintenance committee.

Approval of Minutes: Motion to accept the minutes of the 4/16/15 regular meeting was made by Nick and seconded by Steve. Motion carried. Treasurer’s Report: Steve reviewed the treasurers report the financial summary and the bills paid reports. Motion to accept these three reports was made by Tom and seconded by Rachel. Motion carried. Librarian’s Report:

• Mary reported that due to the renovation, more programs and services are being held away from the library building. For example, three pool parties are being held this year instead of one.

• As a side effect of renovation restrictions, we are learning more about patron preferences for services, programs, and collections. This is a good thing.

• A new database, Chilton’s Auto Maintenance Manual, has been acquired. • NSLD staff are working with the schools and libraries on cooperative programs. • Mary to be attending a library management program soon. Being held at the U of I

in Springfield. Will be away for NSLD for one week. Committee Reports: - None Old Business: Steve Nelson reported that seven bidders of record have bid on the NSLD/Loves Park renovation project. Ringland Johnson was the low bidder. Bids were

very close, and all bidders were under the low budget number, which means that it is possible to accomplish all the alternates as well. Larson and Darby recommends that the Ringland Johnson bid with alternates be accepted, totaling $3,199,150 including a contingency of $135,000. This would leave us with $500,000 to use as we wish. Discussion followed regarding contractors. Motion to award bid for renovation of North Suburban Library based on Larson and Darby recommendation was made by Steve and seconded by Tom. Roll call vote was taken and motion was carried unanimously. Steve Larson discussed the financing bids with the board. Steve Sinkiawic brought forward discussion regarding mortgage rate from Stillman Bank in comparison to bond rate from Chase, and discussion followed regarding the merits of both. The parameters ordinance to do a debt certificate to pay for most of the renovation projects for NSLD/Loves Park and at NSLD/Roscoe was explained by Steve Larson. He went over with the board current rates and how the bids were reviewed. Discussion was held. Motion was made by Steve and seconded by Tom to approve the Parameters Ordinance #2015-02. Roll call vote was taken and unanimously carried. Motion to accept bid from JPMorgan Chase Bank for $4,040,000 in Debt Certificates was made by Tom and seconded by Steve. Roll call vote taken and carried unanimously. A special meeting will be held June 11 during which the contract with Ringland Johnson will be signed, final paperwork for the financing with Chase will be signed and approved and the NSLD budget will be reviewed. Regular meeting will be held June 18, third Thursday, as is normally done. Correspondence: A lovely thank you letter was received from Stacie Gentry. Board Discussion: The Loves Park beautification bench is in place and was nicely done. The Library staff will be marching in the Young at Heart parade wearing hard hats and specially created by Tami Munger with renovation promotion. Motion to adjourn was made at 6:50 PM by Nick and seconded by Rachel. Motion carried.


Regular Session April 30, 2015

Present: Jane Burden, Stacie Gentry, Rachel Parry, Nick Nelson, Steve Sinkiawic, Chris Cauwels, Melody Meier, Gary Welden. Absent: Tom Powers. Staff Members: Mary Petro, Joyce Kohley. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:30 P.M. Public Comments: None Approval of Minutes: Motion to accept the minutes of the 3/30/15 regular meeting, and the 3/19 and 4/9 special meetings was made by Steve and seconded by Rachel. Motion carried. New Business: The City of Loves Park renovation agreement was briefly reviewed; ribbon cutting will be on May 26th. Motion to accept the Construction and Easement Agreement with Loves Park was made by Steve and seconded by Stacie. Motion carried. Treasurer’s Report: Steve reviewed the treasurers report the financial summary and the bills paid reports. Motion to accept these three reports was made by Steve and seconded by Jane. Motion carried. Librarian’s Report:

• Mary briefly reviewed the schedule for placement of the LP Beautification bench. • Mentioned that Rotary raffle tickets are available and that she has some if the

trustees wish to purchase any. • Asbestos remediation is starting; • Schedules of renovation work and any library closings will be posted on the

Facebook site; • The Local History department is now in storage; • Welcome to the new board members, and thank you to departing trustees Stacie

Gentry and Chris Cauwels. Committee Reports:

• Finance Committee – Larson & Darby will be responsible for telling us when to disburse project funds since we will not have a project manager. They will also help us with possible rebate and grant options that may be available.

• Mary reviewed the .02% Building and Maintenance ordinance. Motion to pass the Ordinance to Levy an Additional Tax for Certain Operation, Building and Maintenance Purposes #2015-01 was made by Steve and seconded by Nick. Motion carried.

• Staff dress policy was altered to accommodate lack of air conditioning during renovation. Staff may dress in appropriate warm weather clothing. No bikinis or speedos. Trustees okayed the change.

Board Development: Mary advised that FOIA requests might increase now because of library renovation and expenditures. We are currently making an effort to keep the public informed of the progress and costs involved.

Mary is going to a statewide accident “Sue Me” conference to be held at the U of I in Springfield, May 31 to June 6th, cost $50.00. Mary is advised to track expenditure in order to be properly reimbursed.

Correspondence: Several greeting cards were circulated. More Unfinished Business:

• Mary and Michael are meeting on Monday with asbestos remediation contractor; • Renovation bids are out, due back by May 14. Seven contractors came to bid

meeting that was hosted by Steve Nelson; • Candidate to be hired will be here on the 21st.

Board Discussion: Election of officers is next month. Jane asks trustees to think about their prospective positions. Jane thanks the departing trustees for their service and wishes them well. Motion to adjourn was made at 6:15 PM by Stacie and seconded by Chris. Motion carried.


Regular Session March 19, 2015

Present: Jane Burden, Stacie Gentry, Rachel Parry, Tom Powers, Nick Nelson, Steve Sinkiawic. Absent: Chris Cauwels. Staff Members: Mary Petro, Joyce Kohley. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Stacie at 5:46 P.M. Public Comments: None Approval of Minutes: Motion to accept the 2/26/15 regular meeting made by Tom and seconded by Nick. Motion carried. Motion to accept the minutes from the March 4th special meeting was made by Rachel and seconded by Nick. Motion carried.

Treasurer’s Report: Tom reviewed the treasurers report the financial summary and the bills paid reports. Motion to accept these three reports was made by Rachel and seconded by Tom. Motion carried. Question regarding payments to Larson & Darby will be addressed in an email to follow as well as an adjustment made to the financial summary per S. Sinkiawic request. Librarian’s Report:

Steve stressed that a lender should be chosen ASAP so that bids can be awarded by the end of May. Meetings were scheduled to accomplish tasks in a timely manner.

Mary reviewed progress to date, touching on schedules of meeting rooms, local history, study rooms. Much detail to be handled – door swings, fire suppression systems etc. Soft costs will include insurance, wiring, shelving movers.

Motion to award shelf moving contract, re-carpeting, relocation and removal of Local History and other shelves with the specification that prevailing wage is included for the correct (Winnebago) County. Motion was made by Steve and seconded by Stacy. Motion carried with roll call vote of five ayes, 0 nays.

First reading of policy change regarding maternity and new parenthood leave was done with suggested changes.

Staffing changes were listed. Committee Reports: None

Correspondence: Machesney Park Economic Development is seeking non-profit organizations to take over bond payments. Mary lists four patron suspensions of 30 days made. Unfinished Business:

Steve discusses financing options with local (Alpine, Blackhawk, Stillman) banks and Chase in Chicago.

Board Discussion: None Motion to adjourn was made at 6:50 PM by Steve and seconded by Tom. Motion carried.


February 26, 2015 Present: Jane Burden, Stacie Gentry, Tom Powers, Nick Nelson. Absent: Steve Sinkiawic, Rachel Parry, Chris Cauwels. Staff Members: Mary Petro, Michael Platt, Joyce Kohley. Guests: Melody Meier, Mike Meyer. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:46 P.M. Public Comments: None Approval of Minutes: Motion to accept the 1/15/15 regular meeting and the 1/23/15 special meeting minutes was made by Stacie and seconded by Tom. Motion carried. Treasurer’s Report: Tom reviewed the treasurers report the financial summary and the bills paid reports. Motion to accept these three reports was made by Nick and seconded by Stacie. Motion carried. Librarian’s Report:

• Mary reviewed special projects for library renovation: Johnson control door locks $19,994, digital sign $16,294, container storage (two 20’ containers) @ $84.00 per month starting in April. Items to be paid from current budget.

Committee Reports:

• Finance committee will be meeting to discuss bid package. • Board Development –

1. Additional maintenance position will be added to the new budget. Trying to build in some of the soft costs of renovation as well. Losing state funds makes this more difficult, not only for us, but for other partners we work with.

2. Summarized the donation process and where the money is used.

Correspondence: None Unfinished Business:

• Mary gave a renovation project status update, reviewing progress to date. Latest plans were distributed to Trustees for questions and progress to be discussed at the next meeting on 3/4/15 with the architects.

• Mary reviewed the renovation project needs and plans for the Meiers to bring them up to date.

• Michael reported that he will be meeting with the engineers again for more specific information they need. They will have alternates

• Technical services planning meeting will be held next week. • Parts and fixtures will be re-used if possible. Storage will be required. • Trustees reviewed the Larson & Darby contract and felt comfortable with revisions.

Motion to accept the Larson & Darby Contract with corrections was made by Tom and seconded by Stacie. Roll call vote was taken with 4 ayes. Motion carried.

• Second reading of the Code of Conduct policy and the ADA policy was performed. Motion to accept revised Code of Conduct policy was made by Jane and seconded by Stacie. Motion carried. Motion to accept the revised ADA policy was made by

Stacy and seconded by Nick. Motion carried. Motion to accept Quimby Inc. audit contract was made by Jane and seconded by Tom. Motion carried.

Board Discussion: Reminder that there will be a meeting with the Architects next week, 1/23/15. Motion to adjourn was made at 6:54 PM by Nick and seconded by Tom and Stacie. Motion carried.


Regular Session January 15, 2015

Present: Jane Burden, Rachel Parry, Stacie Gentry, Steve Sinkiawic, Chris Cauwels and Tom Powers, Nick Nelson. Staff Members: Mary Petro, Michael Platt, Joyce Kohley. Guests: Richard McClelland, Steve Nelson, Julie Williams, of Larson and Darby Architects. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:30 P.M. Public Comments: None New Business: Architects McClelland, Nelson, and Julie Williams reviewed their plans to date, and discussion followed regarding the tentative plans to update the HVAC in the basement, main floor and the roof. Phasing will required. This means moving areas/departments/shelving in order to accommodate work being done. The project is still coming in at $300,000 too high. It does include contingencies, fees and escalation. Concern is that there are possible expenses other than those specified in renovation plans. Architects will come to monthly meetings and provide updates. Larson and Darby role is supportive only; they will come to the site weekly. Michael will be on site and attend monthly construction meetings also attended by Mary, two board members, and the L&D representative. Discussion followed regarding legalities, insurance, permits and “who does what”. Meeting to be held Friday 1/23/15 to be attended by Tom, Steve, Jane, Mary, Mr. Nelson. Specifics for additional meetings will follow. Quimby audit prices are increasing for 2015, 2016 and 2017. This is due to more audit requirements now as well as additional work due to building projects. Approval of Minutes: Motion to accept the 11/19/14 regular meeting minutes was made by Stacie and seconded by Rachel. Motion carried. Treasurer’s Report: Steve reviewed the treasurer’s report, the financial summary and the paid bills reports for December. Stacie questions total expense for electricity. Motion to accept the above reports was made by Jane and seconded by Tom. Motion carried. Motion to accept the financial summary, payments history and treasurer’s reports for November was made by Jane and seconded by Nick. Motion carried. Librarian’s Report:

• Mary has referred to the Ehlers report for financing these projects. Discussion followed regarding how to finance the requisite funds – bonds, loans, and mortgage?

• Calculations were done and options were discussed regarding cost of financing, including legal expenses, interest, annual payments.

• Steve will get some more information on this and another meeting will be held. • Mary will be emailing project updates and information to keep trustees up to date.

• Purchasing equipment and repairing things (phones, projectors, WiFi, chairs, Roscoe shelving, building locks) should be done now. Budget will show these bills.

• Quotes for tech projects will come next year. • Working on the fiscal 2016 budget – need to clear out the remaining fund balances. • E-Rate consultant was recommended if we wish to continue applying for this grant. • Flex administrator is being changed from Spectrum to Averill Anderson. Motion to

accept change was made by Steve and seconded by Chris. Motion carried. • Would like to close on Thanksgiving Eve at 5PM or 5:30 PM rather that at 8:30PM.

Mary will poll the supervisors and advise trustees of the findings. Committee Reports: Motion to accept the first reading of the library code of conduct was made by Jane and seconded by Tom. Motion carried. Board Development: A tour of Roscoe was conducted to view space needs and placement of additional shelving being purchased.

Correspondence: None Unfinished Business: None Board Discussion: Jane reminded everyone that the April election is coming up and candidates for pending board of trustees’ vacancies were briefly discussed. Motion to adjourn was made at 7:45 PM by Nick and seconded by Steve. Motion carried.


Regular Session November 20, 2014

Present: Jane Burden, Rachel Parry, Stacie Gentry, Steve Sinkiawic, Chris Cauwels and Tom Powers, Nick Nelson. Staff Members: Mary Petro, Joyce Kohley. Guest: Mark Trotter. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:35 P.M. Public Comments: None Approval of Minutes: Motion to accept the 10/16/14 regular meeting minutes and the 10/16/14 Finance Committee minutes was made by Steve and seconded by Tom. Motion carried. Unfinished Business:

• Now that the referendum has passed, planning how to proceed with needed repairs and upgrades must be addressed. The trustees agreed that continuing to work with Larson and Darby Architects was the best way to move forward. Funding options were briefly discussed.

• A code of conduct problem was discussed, in that notifications of offending behavior need to be given to patron involved at the time of the incident. Further discussion to follow in January.

Treasurer’s Report: Mark Trotter of Quimby & Company distributed bound copies of the 2013-14 financial audit to the trustees and review its contents. He stated that the audit went well, and that the result was a clean report. Steve reviewed the treasurer’s report, the financial summary and the paid bills reports for August. Several questions were brought forward concerning the ‘miscellaneous’ vendor categories. Detail will be forwarded to the trustees. Motion to accept the above reports was made by Tom and seconded by Nick. Motion carried. Motion to adopt levy #2014-04 was made by Steve and seconded by Rachel. Motion carried. Librarian’s Report:

• Mary highlighted staffing changes that will be made in the not too distant future. • The Rotary dictionary project was described. • An integrated library system with the NIC libraries was discussed. Mary requested

that the use of some donation money be used to hire a consultant who will refine what NSLD patrons’ need. Trustees agreed.

• Mary also stated that a fat pipe upgrade needs to be made soon, door locks are being upgraded, and that the lighting upgrade project is going forward

• Adjusting the adult services area, i.e. installing another desk for a part time librarian in that area, and moving computers away from the circulation area and into the adult services area was explained. Pricing will be acquired. Additional discussion in the future.

Board Development: We are going to need help to keep upgrades logged, etc.

New Business: • Motion to accept the resolution for All World Machinery was made by Jane and

seconded by Steve. Roll call vote was taken by Nick with 7 ayes and 0 nays. Correspondence:

• Stu Smith obituary was circulated, donation sites and flowers were mentioned by Jane.

• Informative correspondence regarding property to be annexed. • Donation received from Amy Rivera in the amount of $800.

Board Discussion:

• A thank you was expressed by Jane to all the board members and to Mary for their help and hard work on the referendum effort.

• No meeting will be held in December. Motion to adjourn was made at 7:12 PM by Steve and seconded by Stacie. Motion carried.


Regular Session October 16, 2014

Present: Jane Burden, Rachel Parry, Stacie Gentry, Steve Sinkiawic, Chris Cauwels and Tom Powers. Absent: Nick Nelson. Staff Members: Mary Petro, Joyce Kohley, Nicole Johnson. Guest: Gary Welden. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:34 P.M. Public Comments: None Approval of Minutes: Motion to accept the 9/23/14 regular meeting minutes was made by Rachel and seconded by Tom. Motion carried. Treasurer’s Report: Steve reviewed the treasurer’s report, the financial summary and the paid bills reports for August. Motion to accept the above reports was made by Tom and seconded by Stacie. Motion carried. Librarian’s Report:

• Nicole described the activities and services performed in the Reference department, including patron questions, their computer and printing problems and more. She is hoping to gain more time for reference functions by installing another employee in the Reference Department to answer some of the minor questions that currently take a lot of time. Ebooks and their cost were discussed briefly.

• Mary advised the trustees that the NIC server upgrade was performed today, that the teleforms upgrade will happen November 1, and that there will be another upgrade next February.

• The postcard to promote a ‘yes’ vote for the referendum will go into the mail soon; 200 yard signs will be installed, and we will soon have two billboards promoting the Library and urging voters to vote for our referendum effort.

• The Per Capita application has been submitted, and we have been advised to expect cuts.

• The ILS is down to two employees now – everyone is struggling to deal with cuts. • Our new people counter has been installed, but because we were a month with

inaccurate counts, the statistical data will be off. • Dealing with the aging air handlers replacement and costs was reviewed. An

engineer is needed to help us plan ahead to avoid a disaster. • The earlier work with the architects is still appropriate, although costs may be a bit

higher now. Estimated cost to deal with the air handlers removal & replacement, dealing with asbestos, running electrical and ductwork to new units, shoring up the roof support to support the weight of these units, is $2-3 million approximated.

Board Development: Ethics requirements for the Trustees were reviewed, and necessary election forms and information were distributed. Unfinished Business:

• Holiday closings and board meeting dates for 2015 were approved. Motion to accept was made by Steve and seconded by Tom. Motion carried.

New Business:

• Motion to accept the Resolution to Determine Estimate of Funds to be Raised by Taxation was made by Stacie and seconded by Steve. Motion carried.

• Motion to accept Certification of Estimate of Revenues by Source was made by Jane and seconded by Stacie. Motion carried.

• Black Border notice will be published November 6; a hearing will be held in November prior to the regular board meeting.

• Trustees decided to have Mary and Joyce continue as the Library’s FOIA agents. • The December 18 meeting will be cancelled unless it is necessary.

Correspondence: Thank you note from Debbie Nelson. Letter from Margie Mullens advising that two precincts have been added to our polling place. Board Discussion: Board members, employees, and others are welcome to meet at the Backyard Grill on election night. Motion to adjourn was made at 6:38 PM by Stacie and seconded by Tom. Motion carried.


Regular Session September 23, 2014

Present: Jane Burden, Rachel Parry, Stacie Gentry, Nick Nelson, Tom Powers. Absent: Steve Sinkiawic, Chris Cauwels. Staff Members: Mary Petro, Joyce Kohley The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane at 5:30 P.M. Public Comments: None Approval of Minutes: Motion to accept the 8/21/14 regular meeting minutes was made by Stacie and seconded by Nick. Motion carried.

Treasurer’s Report: Tom reviewed the treasurer’s report, the financial summary and the paid bills reports for August. Motion to accept the above reports was made by Nick and seconded by Stacie. Motion carried. Mary reviewed the Budget and Appropriations Ordinance 2014-04 and reviewed how the ordinance flows to the levy which is the next step in the system. She noted that the increase assuming NSLD wins the upcoming referendum is included, however if the referendum fails, that money is simply not received. Motion to approve the Budget and Appropriations Ordinance, was made by Rachel and Seconded by Tom. Motion carried. Librarian’s Report:

The Committee to Maintain NSLD is meeting regularly. Meetings are open; feel free to attend. The committee is raising funds for yard signs and other promotion expenses. It seems that once people understand the wording on the ballot they are receptive. So far it seems that there is no negative sentiment toward NSLD.

Finance committee meeting is scheduled in October – date to be determined.

Donations are going well and are being used to support programs and services.

An additional projector is needed for programs and NSLD will be purchasing another one to be used in Roscoe.

NIC group is meeting to examine the TLC product.

Work is being done on an annual report so it is less wordy, has more pictures, etc.

Board Development: The Per Capita Grant application has been filed. Proceeds are usually spent on materials. The collection development policy is being reviewed.

An HR seminar was attended by Nicole, Joyce, Tami and Kari. Staff is starting to discuss and make plans to update the various staff policies that need it. Motion to accept the changes to the collection policy was made by Jane and seconded by Stacie. Motion carried. Unfinished Business:

No additional news regarding the Loves Park beautification project was learned.

New Business:

2015 election packets were handed out. Stacie announced that she is planning to leave the board in the spring. NSLD will be looking for new board members.

There is an available lighting rebate program that NSLD staff has been looking into. They have a speaker they would like to have address the board in November.

ERate is changing and local and long distance phone is being phased out. We may discontinue applying for this government funded benefit if it becomes too cumbersome. NIC libraries are looking into other options and will know more as the new eRate rules are made clearer.

Mary reviewed the problem with the terminology in the staff manual regarding vacation time off. Motion to move forward with settling vacation time off of approximately $15,000 to various employees was made by Stacie and seconded by Nick. Motion carried.

Correspondence: Brochure regarding Talcott Library 125 year anniversary. Thank you’s from Mary Petro, Debbie Nelson, Diane Lamb. Articles regarding the library proposition. Board Discussion: Riverside Bank is to change its name – is merging with Illinois Bank & Trust. Also Harlem School’s discontinuing their AR program was mentioned. Motion to adjourn was made at 6:48 PM by Stacie and seconded by Tom. Motion carried.


Regular Session August 21, 2014

Present: Steve Sinkiawic, Rachel Parry, Stacie Gentry, Nick Nelson, Tom Powers, Chris Cauwels. Absent: Jane Burden. Staff Members: Mary Petro, Joyce Kohley The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Stacie at 5:32 P.M. Public Comments: None Approval of Minutes: Motion to accept the 7/17/14 regular and special sessions minutes was made by Rachel and seconded by Tom. Motion carried.

Treasurer’s Report: Steve reviewed the treasurer’s report, the financial summary and the paid bills reports for June. Motion to accept the above reports as amended was made by Nick and seconded by Rachel. Motion carried. Mary reviewed the Budget and Appropriations Ordinance 2014-04 and how the ordinance works into the levy system. The increase for the upcoming referendum is included, however if the referendum fails, that money is simply deleted from the Levy. The hearing is in September, the ordinance is passed at the regular meeting and is then published in the “black border notice”. Then it goes to the voters. Motion to pass Ordinance #2014-04, the Budget and Appropriations Ordinance, was made by Steve and Seconded by Tom. Motion carried. Mary explained that some employees are owed back pay for vacation hours. The trustees felt more information was necessary. Librarian’s Report:

Loves Park Rotary is offering ad space in their annual publication, and the board approved purchase of an ad again this year.

Jonathan applied for and was given a grant for signage.

Summer Reading is over, with a somewhat ‘softer’ end date being used which allows participants turn in their results a little late.

ERate is changing, in that the benefit for technology lines will no longer be given.

NIC is looking at alternatives to Innovative.

New servers are needed – ours are very old. Mike and Josh are looking at a server specifically for handling HVAC.

Tom discussed the proceedings of the “Citizens to Maintain NSLD”. Their goal is to get the word out, and the group is looking for donations. Mary will send out a little presentation.

Mary explained the function of and need for the HR Management Association; cost is $750 per year. The trustees agree to purchase to try the membership out for a year.

Board Development: Information on SWOT (strengths, weaknesses, obstacles, tasks) and the Edge Trustee and Financial Reviews were given to the trustees. These are tools for serving the public. Staff looks this over, and the trustees will be asked to vote on this.

Old Business:

The city of Loves Park is trying to replace benches on the 251 corridor. An agreement will be forthcoming that spells out details such as placement, maintenance, snow removal, etc.

New Business:

The surety bond we currently purchase is the best that we can purchase.

The September meeting has been moved to the Tuesday 23rd of the month. The change is necessary to accommodate legal requirements.

Correspondence: None Board Discussion: None Motion to adjourn was made at 7:10 PM by Nick and seconded by Steve. Motion carried.


Regular Session July 17, 2014

Present: Jane Burden, Steve Sinkiawic, Rachel Parry, Stacie Gentry, Nick Nelson, Tom Powers. Absent: Chris Cauwels. Staff Members: Mary Petro, Joyce Kohley The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane Burden at 5:32 P.M. Public Comments: None Approval of Minutes: Motion to accept the regular session 6/19/14 was made by Tom and seconded by Nick. Motion carried.

Treasurer’s Report: Steve reviewed the treasurer’s report, the financial summary and the paid bills reports for June. Motion to accept the above reports was made by Stacie and seconded by Rachel. Motion carried. Librarian’s Report:

Five patrons have been give second warnings for computer use and verbal abuse problems. Names were read and the board agrees with the warnings.

Loves Park beautification project timeline indicates first bench placement will be in October or November. Maintenance questions were raised by the trustees. The board will get an agreement from the City of Loves Park which will address the issues of the bench near the Library.

Motion was made at 6:23 PM to go to closed session by Nick and seconded by Jane. Resumed regular session at 6:37 PM.

Board Development:

Mary did an end of the year review of the FY13/14 budget.

We have a new full time employee in both the Children and Circulation departments.

Old Business:

Mary read the proposition to increase the extension limitation ordinance aloud. Motion to accept Extension Limitation Proposition Ordinance #2014-03 was made by Steve and seconded by Tom. Roll call vote resulted in six ayes, zero nays.

New Business:

An eleven year old copier is being retired in Roscoe and replaced with the copier from the Loves Park Interlibrary Loan area. The new copier is being leased for Loves Park. Motion to accept the maintenance agreement with Des Plaines Office Equipment Co. was made by Jane and seconded by Stacie. Motion carried.

The Secretary’s Books for F/Y 2014 will be review by Jane and Tom this year. Correspondence: A thank you was received for our support of the mobile blood drive that took place in June. A Beloit Daily News article was shared which highlighted the work of NSLD volunteers to transcribe letters. A thank you letter was received from DCFS. A resignation letter from Connor Warriner was read to the board.

Board Discussion: August and September board meeting dates were discussed. Several of the trustees have scheduling conflicts with the upcoming meetings. Motion to adjourn was made at 6:40 PM by Stacie and seconded by Nick. Motion carried.



Present: Steve Sinkiawic, Rachel Parry, Chris Cauwels, Nick Nelson, Tom Powers. Absent: Jane Burden, Stacie Gentry. Staff Members: Mary Petro, Joyce Kohley The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Nick Nelson at 5:30 P.M. Public Comments: None Approval of Minutes: Motion to accept the regular session 5/19/14 was made by Rachel and seconded by Chris. Motion carried.

Treasurer’s Report: Steve reviewed the treasurer’s report, the financial summary and the paid bills reports for May. Motion to accept the above reports was made by Tom and seconded by Rachel. Motion carried. Mary reviewed the working budget for fiscal year 2015, explaining the move of some fund 30 expenses to fund 10, health insurance cost uncertainties, and work that could be done if referendum passes in November. Motion to approve the working budget for Fiscal 2015 was made by Steve and seconded by Tom. Motion carried. Librarian’s Report:

Mary reported that the duress system is being installed, and that the parking lot seal coating is done. The elevator wiring is on hold for the time being until parts and timing for the entities involved can be worked out.

NIC: The Sierra quote came in high, but we are not in a rush to act as yet.

Summer Reading involvement is breaking records this year.

Grants and donations continue to come in, from Rotary, the Friends, EScrip and the corner and hallway book sales in Loves Park and Roscoe.

Board Development:

Mary summarized her work and activities that were accomplished during the past year. Her goals for the next year were reviewed.

Old Business:

First review of Extension Limitation Proposition Ordinance #2014-03. To be passed in July.

Loves Park Beautification Project would entail removing old bus stop benches and placement of new ones along North Second Street. Possible incorporation of artwork. Upkeep paid for by the city. Should be in place by 2015. Project would be presented to the Board for approval.

New Business:

Motion to adopt the Prevailing Wage Ordinance 2014-02 was made by Steve and seconded by Rachel. Motion carried unanimously.

Review of closed meeting minutes is unnecessary at this time.

Correspondence: A thank you from Paul Smith for the Lifescape ACA program; A thank you from the Roscoe Chamber of Commerce for our support. Several favorable comments regarding the recent Downton Abbey program. Board Discussion: None Motion to adjourn was made at 6:40 PM by Rachel and seconded by Nick. Motion carried.

North Suburban Library District Regular Session May 22, 2014

Present: Jane Burden, Steve Sinkiawic, Rachel Parry, Chris Cauwels, Nick Nelson, Tom Powers. Absent: Stacie Gentry. Staff Members: Mary Petro, Joyce Kohley The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane Burden at 5:30 P.M. Public Comments: None Approval of Minutes: Motion to accept the regular session 4/16/14 was made by Tom and seconded by Steve. Motion carried. Motion to accept the minutes form the 4/16/14 Special Committee meeting was made by

Nick and seconded by Rachel. Motion carried. Treasurer’s Report: Steve reviewed the treasurer’s report, the financial summary and the paid bills reports for April. Motion to accept the above reports was made by Rachel and seconded by Nick. Motion carried. Librarian’s Report:

Mary reported on building projects that are underway, including the duress system, the elevator update, and building projects that need to be addressed, i.e. the broadband needs an upgrade.

Heavy Metals were taken by Peter to be recycled.

Programs and services in progress include the Harlem veterans program, continuing education for the staff, and an upgrade to Tumble Books.

The Vietnam Healing Wall is coming to Loves Park.

The volunteers were surveyed in April and the results show that they don’t really want a recognition event. NSLD can probably cancel that event.

NIC met for a demonstration of the Innovative Interfaces Inc. Sierra operating system.

Board Development:

2013 Per Capita Grant was received.

The buyers are looking at policies to be sure we stay compliant for Per Capita requirements. (Purchasing, weeding, space challenges, e-materials, cataloging.)

We are working on a code of conduct. Old Business:

Preliminary working budget was reviewed. Tom asked what is included in the

Special Projects line: upgrade the HVAC server, outdoor ramp changed to steps, duress systems, move computers in Roscoe, shelving changes, lighting upgrades.

Consultants included are Steve Larson and for the Management Association, an HR consulting firm.

Staffing changes were reviewed.

Salary ranges were briefly discussed. Motion was made by Steve to raise salary ranges across the board by 4%, seconded by Chris. Motion carried.

Motion was made to pass Resolution 2014-01 that Non-Resident Fees will remain the same was made by Nick and seconded by Tom. Motion carried.

New Business:

Rotary Grants totaling $1,500 were awarded. They will be used for Children’s and Teen’s award books.

Correspondence: A sympathy card was sent to Nancy Flanagan, whose husband died. Board Discussion: None Motion to adjourn was made at 7:00 PM by Nick and seconded by Jane. Motion carried.


Regular Session April 17, 2014

Present: Jane Burden, Stacie Gentry, Steve Sinkiawic, Rachel Parry, Chris Cauwels, Nick Nelson, Tom Powers. Staff Members: Mary Petro The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL was called to order by Jane Burden at 5:46 P.M. Public Comments: None Approval of Minutes: Motion to accept the regular session 3/20/14 was made by Stacie and seconded by Tom. Motion carried.

Treasurer’s Report: Steve reviewed the treasurer’s report, the financial summary and the paid bills reports for March. Motion to accept the above reports was made by Rachel and seconded by Stacie. Motion carried. New Business:

Discussion was held on the upcoming November referendum. The board cannot be specific about any cuts that might have to take place should the referendum not pass. Nor can they be specific about the improvements at this time.

Librarian’s Report:

Mary went over the building projects that were underway. They include fixing the leaks in the roof over the study rooms, installing a new children’s bathroom toilet, improvements to the security system and new LED lights in some locations.

Review of the integrated library system (ILS) has been underway and the NIC group will need to purchase a new teleforms module next year and perhaps a new server.

Department supervisors who are going to be retiring next fiscal year; Peggy Miller and Kathy Rasch. This will result in changes in staffing which we are planning for.

Committee Reports:

Finance committee met to discuss the upcoming budget and specifically personnel.

Motion to pass the .02% Building Maintenance Tax Levy Ordinance #2014-01 was made by Stacie and seconded by Steve. Motion carried.

Board Development: Per Capita Grant “Serving Our Public” review of the personnel chapter took place.

Old Business:

Policies: Use of Meeting Rooms. Motion to accept the changes in the meeting room use policy was made by Nick and seconded by Tom. Motion carried.

Correspondence: None Board Discussion: None Motion to adjourn was made at 6:25 PM by Stacie and seconded by Nick. Motion carried.


Regular Session March 20, 2014

Present: Stacie Gentry, Steve Sinkiawic, Rachel Parry, Tom Powers, Chris Cauwels. Absent: Nick Nelson, Jane Burden. Staff Members: Mary Petro, Barb Jacobs, Joyce Kohley. Guest: Rod Stuffle The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL and was called to order by Stacie Gentry at 5:30 P.M. Public Comments: None Approval of Minutes:

Motion to approve the minutes from the February 20 meeting was made by Steve and seconded by Chris. Motion was carried.

Treasurer’s Report: Steve reviewed the Financial Summary, the Treasurer’s Report and Trustees viewed the Payment History report. Motion to accept the above reports was made by Steve and seconded by Rachel. Motion carried. Librarian’s Report:

Guest Rod Stuffle arrived, was introduced, and presented the gift from the estate of Mrs. Colberg-Anderson.

Mary read the policy regarding troublesome patrons with two warnings to the trustees. Information regarding patron’s violations is kept in their violation file.

April is budget time. Policy committee will meet and budget will progress from there.

Volunteer recognition is on April 8 in Roscoe. 4:30 PM.

Mary will be taking some time off work and will be visiting her family out of state.

Committee Reports: Reviewed meeting room /study room policy. No major changes, but wording of policy is reorganized. First reading of policy was done. Unfinished Business: Referendum did not pass in March, and after due consideration by the Trustees, a motion was made by Steve that we proceed with the referendum at the November General Election, seconded by Rachel. Motion carried. Motion was made to pass the 12 year TIF partial extension for parcels #08-20-126-004 and #08-20-176-026 in Machesney Park by Steve, and seconded by Tom. Motion carried. Board Development: None. New Business: None Correspondence:

Thank you from Kathy Rasch, and correspondence from Parks Pinnacle. Board Discussion: Note to staff thanking them for hard work on Referendum effort. Motion to adjourn was made at 6:55 PM by Steve and seconded by Tom. Motion carried.


Regular Session February 20, 2014

Present: Jane Burden, Steve Sinkiawic, Rachel Parry, Tom Powers, Nick Nelson. Absent: Stacie Gentry, Chris Cauwels. Staff Members: Mary Petro, Joyce Kohley. The Board of Trustees meeting was held at the North Suburban Library, 6340 North Second Street, Loves Park, IL and was called to order by Jane Burden at 5:34 P.M. Public Comments: None Approval of Minutes:

Motion to approve the minutes from the January 16 meeting was made by Tom and seconded by Nick. Motion was carried.

Treasurer’s Report: Steve reviewed the Financial Summary, the Treasurer’s Report and trustees viewed the Payment History report. Motion to accept the above reports was made by Rachel and seconded by Tom. Motion carried. Librarian’s Report:

Mary brought forward for the trustees opinion the possibility of purchasing a program of free library passes to area museums. Cost would be $500 annually and would give us four passes for each library. EScrip donation money would be used to pay for the program. Trustees thought it was worth a try.

There have recently been first and second warnings given to two unruly patrons. Third warning would ban the patron from the library for one year but would require prior approval by the board of Trustees. Policy adjustment will be made to allow for more timely approval of this action by Board President Jane Burden, rather than waiting for the next board meeting date.

The weather, snow removal, sidewalk clearing/maintenance has been challenging, and expenditures are over budget.

TIF extension next month.

OSHA training tours and in process to keep us compliant.

Staffing changes are pending.

Polaris demonstrations are in progress.

Have had many Outreach requests. A welcome side effect of advertising done to promote the proposed referendum.

Committee Reports: None

Unfinished Business: Stacy Bernardi, Economic Development Director at Winnebago County presented information regarding a proposed property tax abatement for a hydraulic parts manufacturer planning to move their facility to the Roscoe area. Abatement would be at 50% for five years, with possibility of renewal at the end of the first 5 years. Motion was made to support Project Orpheus and issue a concurrence letter upon disclosure of the identity of company relocating to the Village of Roscoe was made by Steve and seconded by Rachel. Motion carried. Project Meijer Development is dead. Project Weldstar is in County approval stages now. Board Development: Mary and Jane will be visiting the Rockford Register Star to promote coverage in the newspaper for the referendum.

New Business: None Correspondence:

Letter from the State of Illinois granting funds under the Per Capita Grant. Board Discussion: None Motion to adjourn was made at 6:45 PM by Nick and seconded by Rachel. Motion carried.


Regular Session January 16, 2014

Present: Jane Burden, Stacie Gentry, Rachel Parry, Chris Cauwels, Tom Powers, Nick Nelson. Absent: Steve Sinkiawic. Staff Members: Mary Petro, Joyce Kohley. The Board of Trustees meeting was held at the North Suburban Library, 5562 Clayton Circle, Roscoe, IL and was called to order by Jane Burden at 5:29 P.M. Public Comments: None Approval of Minutes:

Motion to approve the minutes from the December 19 meeting was made by Stacie and seconded by Nick. Motion was carried.

Treasurer’s Report: Tom reviewed the Financial Summary, the Treasurer’s Report and trustees viewed the Payment History report. Motion to accept the above reports was made by Nick and seconded by Tom. Motion carried. Librarian’s Report:

Mary reported that the DYI program allowing several children to listen to the same book at once is in place, funded with Bates Memorial donations.

North Suburban is #1 in E-Scrip monies donated by Schnucks.

Roscoe shelving has been moved, and plans are being made to purchase more shelving for Roscoe.

Summer Reading plans are beginning to be made.

Volunteer training is going well.

Committee Reports: None Unfinished Business: Orpheus tax abatement request representative did not appear for the meeting. Board Development: A tour was made of the Roscoe facility highlighting recent shelving and functional changes made in the Children’s Department, the Reference area and the adult non-fiction area. New Business:

Promotional efforts for the referendum have generated no negative feedback so far. Mary reviewed some of the efforts being made so far, and requested contacts from the Trustees.

Correspondence:

Thank you cards were received from Tom Powers and from volunteers. Board Discussion: None Motion to adjourn was made at 6:41 PM by Stacie and seconded by Rachel. Motion carried.

Documents

North Suburban Library District Absent: Staff Members: Steve … · 2020-05-06 · North Suburban Library District Regular Session February 18, 2016 Present: Jane Burden, Rachel Parry,