VERNON AREA PUBLIC LIBRARY DISTRICT

 

Board of Library Trustees Meeting – July 17, 2006

 

Minutes of the Meeting of the Board of Library Trustees of June 19, 2006

 

  1. Roll Call

 

President Goldstein called the meeting to order at 7:00 p.m.

 

Trustees present:  Apostolakis, J. Foss, Goldstein, Kasten, Peterson

and Stover.

 

Trustees absent: Berman.

 

Staff present: Director Meyer, Head of Adult Services Vlcek, Head of Youth Services Costello, Head of Patron Services Territo, Manager of Information Technology Martin, Head of Building Services Kay and Recording Secretary Miller.

 

Also present was Mr. Vince Smith of Service Insurance Agency, Inc.

 

  1. Approval of the Minutes of the Previous Meetings

 

Trustee Kasten moved and Trustee Apostolakis seconded to approve the minutes of the Executive Session of March 20, 2006 and the minutes of the regular meeting of the Board of Library Trustees of May 15, 2006 as corrected. Trustee Stover requested the minutes of the Executive Session of March 20, 2006 show that Trustees Stover and Apostolakis were absent. Several other typographical changes were also requested. President Goldstein led a discussion in the grammatical correctness of the minutes of the regular meeting of May 15, 2006. He requested page 3, line 30 be changed from they to it and provide to provides. Voice vote was unanimous. Motion carried.

 

  1. New Business

 

a)  Acceptance of a Proposal for Insurance Coverage

 

President Goldstein stated this issue would be addressed upon the arrival of             Trustee Berman.

 

            b) Adoption of Ordinance 2006-4, Regularly Scheduled Meetings of the

                 Board of Library Trustees, FY 2007.

 

Trustee Kasten moved and Trustee Apostolakis seconded to adopt Ordinance 2006-4, Regularly Scheduled Meetings of the Board of Library Trustees, FY 2007. Ayes: Apostolakis, J. Foss, Goldstein, Kasten, Peterson and Stover. Nays: None. Motion carried unanimously.

 

c) Approval of Ordinance 2007-1, Tentative Annual Budget and                                  Appropriation Ordinance for the Vernon Area Public Library District for the Fiscal Year Commencing July 1, 2006 and Ending June 30, 2007.

 

Trustee Apostolakis moved and Trustee Peterson seconded to approve Ordinance 2007-1, Tentative Annual Budget and Appropriation Ordinance for the Vernon Area Public Library District for the Fiscal Year Commencing July 1, 2006 and Ending June 30, 2007.  Discussion followed. Ayes: Apostolakis,

J. Foss, Goldstein, Kasten, Peterson and Stover. Nays: None. Motion carried unanimously.

 

  1. Old Business

 

Trustee Stover moved and Trustee Kasten seconded to let the record show that the cost for the annual financial audit agreement with Swarztrauber & Co. not exceed $7,400 in 2006, $7,600 in 2007 and $7,900 in 2008. Ayes: Apostolakis, J. Foss, Goldstein, Kasten, Peterson and Stover. Nays: None. Motion carried unanimously.

 

  1. Approval of the Financial Reports for May 2006

 

Trustee Kasten moved and Trustee Apostolakis seconded to approve the Financial Reports for May 2006. Director Meyer reviewed several points. In the past, line item transfers have been done, but this is not necessary. The Board concurred that line item transfers do not need to be made. Director Meyer also explained the personnel line item will be over budget in next month’s report due to the fact there are 27, not 26, pay periods for FY 2006. This will not affect the overall budget. Martin reported the Information Technology expenses for the month were for computer infrastructure items, firewalls and networks. He stated the library has 36 public access terminals, not including the meeting room computer lab. He is very happy with the performance of the equipment the library has put in place. Ayes: Apostolakis, J. Foss, Goldstein, Kasten, Peterson and Stover. Nays: None. Motion carried unanimously.

 

       3.  New Business

 

             a) Acceptance of Proposal for Insurance Coverage

 

President Goldstein called for this agenda item at this time. Trustee Apostolakis reported that he and Director Meyer obtained insurance quotes from four separate agencies. He introduced Mr. Vince Smith, VP of  Service Insurance Agency, Inc. of Arlington Heights. Mr. Smith was at the Board of Library Trustees meeting to discuss his company’s proposal and the differences and similarities as it related to the other proposals.

 

Trustee Berman arrived at the meeting at 7:43 p.m.

 

 

 

Discussion was held on what insurance coverage the library currently has and what Mr. Smith would recommend for insurance coverage. Items discussed in detail included Workers’ Compensation insurance, the Umbrella Policy, who provides legal representation should it be required, Employment Practices Liability, Internet insurance coverage and Directors’ and Officers’ insurance. Also discussed was the need to review insurance coverage every year and Mr. Smith’s recommendation to have the library property reappraised. Mr. Smith stated the library would have the ability to adjust its coverage limits up or down during the year if it desired.

 

Mr. Smith left the meeting at 8:12 p.m.

 

Further discussion was held about Mr. Smith’s insurance agency vs. the other agencies providing quotes and the importance of customer service from the library’s insurance agent and company. Payment options were also discussed.

 

Trustee Stover moved and Trustee Kasten seconded to accept the proposal from Service Insurance Agency, Inc. as presented to the Board of Library Trustees on June 19, 2006 in an amount not to exceed $48,000 for insurance coverage to begin July 1, 2006 and continue to June 30, 2007. Increases or decreases in insurance coverage will be discussed with Mr. Smith as necessary. Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten, Peterson and Stover. Nays: None. Motion carried unanimously.

                                                                                                                             

  1. Committee Reports

 

a)   Ad Hoc Library Foundation Committee

 

Trustee Peterson reported that the Ad Hoc Library Foundation Committee met on June 6. The committee discussed the make-up of the board and recommended it include Trustees, Friends, civic and business leaders. It is the committee’s  recommendation that the Board of Library Trustees authorize the formation of a library foundation.

 

Trustee Apostolakis left the meeting.

 

The Board concurred, and instructed Director Meyer contact legal counsel to begin the process. Trustee Peterson moved and Trustee Kasten seconded that the report of the committee be accepted. Ayes: Berman, J. Foss, Goldstein, Kasten, Peterson and Stover. Nays: None. Motion carried.

 

Trustee Apostolakis returned to the meeting.

 

Trustee Peterson requested Director Meyer obtain a production schedule from attorney Bob Smith of how the library needs to proceed with this issue.

 

 

 

             b)  Committee of the Whole June 6, 2006

                 

                  Trustee Apostolakis, Finance Committee Chair, reported that the meeting            went well. He further stated that everything was    in order. Trustee Apostolakis          moved and Trustee Kasten seconded to accept the report of the Committee        of the Whole. Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten,     Peterson and Stover. Nays: None. Motion carried unanimously.

 

             c)  Committee of the Whole, June 14, 2006

 

Trustee Berman, Personnel Committee Chair, reported that this meeting also went well with all proposals being on track.  Trustee Berman moved and Trustee Apostolakis seconded to accept the report of the Committee of the Whole. Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten, Peterson and Stover. Nays: None. Motion carried unanimously

 

  1. Management Reports

 

           a)   Director’s Report

 

                  No addition to the written report.

 

b)   Department Heads’ Reports

 

Several items were discussed, including clarification of the circulation numbers, the development of a technology training program for staff, the recent Technology Expo Staff In-Service, the building repair work currently being done in Adult Services, the emptying of the book drops particularly over holiday weekends and the statewide grant received from Oprah’s Angel Network.

 

      8.   Communication and Correspondence

 

Director Meyer reported 25 thank you cards were received from Riverside for the recent Extension Services program provided by VAPLD. Meyer stated that our community outreach and partnership programs have greatly improved over the past year. President Goldstein commented it was good the library was involved in all this community work.

 

      9.   Other

 

            None.

 

     10.  Public Discussion

 

None.

 

 

 

11.   Adjournment

 

Trustee Kasten moved and Trustee Peterson seconded to adjourn at

9:15 p.m. Voice vote was unanimous. Motion carried.

 

 

 

 

Respectfully submitted,

 

 

 

____________________________

Joseph M. Foss III, Secretary

 

 

 

 

                                                                            ___________________________

                                                                             George I. Goldstein, President