A Special Meeting of the Board of Trustees

Meeting #2Page1

August 14, 2017

MINUTES AUGUST 14, 2017

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Exhibit 2.a.

REGULAR MEETING NO.2

The regular public meeting of the Board of the Library Trustees of the Lake Villa Public Library District, Lake County, Illinois, held at 1001 E. Grand Ave., Lake Villa, Illinois, in said Public Library District at 6:31 PM on the

14th day ofAugust2017, was called to order byPresident Gundrum.

ROLL CALL: / Secretary Rettingercalled roll. The following Trustees answered present: Felicia Case Johnson, Pat Gallagher, Tony Gundrum, Doug Nieman, Terry O’Brien, Kathleen Rettinger, and Barb Venturi. Also present: Director Andy Lentine and Administrative Services Coordinator Julie Binkley. Guests: Independent Construction Services (ICS) representative Dan Eallonardo.
APPROVAL
OF AGENDA: / TRUSTEE NIEMAN MOVED TO APPROVE THE AGENDA AS PRESENTED. TRUSTEE RETTINGER SECONDED THE MOTION. UPON BEING PUT TO A VOTE, THE MOTION CARRIED. AYES-7; NAYS-0; ABSENT-0.
PUBLIC HEARING ON BUDGET & APPROPRIATION ORDINANCE 17-104: / Public Hearing on Budget and Appropriation Ordinance 17-104
President Gundrum opened the public hearing for Budget and Appropriation Ordinance 17-104 at 6:32 PM.
Hearing no questions or comments, President Gundrum closed the hearing at 6:33 PM.
TRUSTEE NIEMAN MOVED THAT BUDGET AND APPROPRIATION ORDINANCE 17-104 BE ENACTED. TRUSTEE VENTURI SECONDED THE MOTION. UPON BEING PUT TO A ROLL CALL VOTE, THE MOTION CARRIED. AYES-7: CASE JOHNSON, GALLAGHER, GUNDRUM, NIEMAN, O’BRIEN, RETTINGER, AND VENTURI; NAYS-0; ABSENT-0.
ORDINANCE 17-104
ANNUAL BUDGET AND APPROPRIATION ORDINANCE FOR THE LAKE VILLA PUBLIC LIBRARY DISTRICT FOR FISCAL YEAR COMMENCING JULY 1, 2017 AND ENDING JUNE 30, 2018, BE IT ORDAINED BY THE BOARD OF LIBRARY TRUSTEES OF THE LAKE VILLA PUBLIC LIBRARY DISTRICT: the Ordinance shall be in full force and effective immediately upon passage, approval and publication as required by law. Passed and approved August 14, 2017. A copy of Ordinance 17-104 is on file.
BUILDING AND CONSTRUCTION UPDATE: / Independent Construction Services (ICS) representative Dan Eallonardo provided the Board with a status report update on the building construction project. He reported that the storm water management portion of the building permitting process remains open due to some adjustments that needed to be made relating to storm water run-off which impacted the landscaping design. The revised landscaping drawings are being finalized and should be submitted by the end of this week.
Dan also reported that the Village of Lindenhurst is requiring that the Library provide a letter of credit to the Village for the value of the public improvements for the village owned elements of the project (sidewalks, sewer, etc.). This is intended as a guarantee that the work will be completed in a satisfactory manner and is
similar to an escrow account. He stated that he will investigate to see if there are other options available such as providing a cashier’s check for this fee, which is estimated to be $172,000. These funds will be held until the work is complete.
Dan also reported that Camosy Construction and the subcontractors are registering with the village and will be ready to go once the permits are available.
PUBLIC COMMENTS: / None.
APPROVAL OF MINUTES: / TRUSTEE NIEMANMOVED TO APPROVE THE BOARD MEETING MINUTES OF
JULY 10, 2017. TRUSTEEGALLAGHERSECONDED THE MOTION. UPON
BEING PUT TO A VOTE, THE MOTION CARRIED. AYES-7; NAYS-0; ABSENT-0.
TRUSTEE O’BRIEN MOVED TO APPROVE THE EXECUTIVE COMMITTEE AND PRESIDENT’S REPORT MEETING MINUTES OF JULY 10, 2017. TRUSTEE VENTURI SECONDED THE MOTION. UPON BEING PUT TO A VOTE, THE MOTION CARRIED. AYES-7; NAYS-0; ABSENT-0.
PRESENTATION OF BILLS: / Augustdisbursementswere presented in the amount of $212,150.64. July payroll was $103,173.80.
TREASURER’S
REPORT: / Account balances as of July 31, 2017 were as follows: NorStates NOW
Account=$253,736.30; Schwab Investment Account=$19,041,200.33;Schwab Short
Term Account=$2,171,303.97. Real Estate Taxes in the amount of $47,688.95 and Replacement Property Taxes in the amount of $2,409.51 were also received in July.
APPROVAL OF BILLS: / TRUSTEE NIEMANMOVED TO APPROVE THE BILLS AND TREASURER’S REPORT AS PRESENTED. TRUSTEE O’BRIENSECONDED THE MOTION. UPON BEING PUT TO A ROLL CALL VOTE, THE MOTION CARRIED. AYES-7: CASE JOHNSON, GALLAGHER, GUNDRUM, NIEMAN, O’BRIEN, RETTINGER, AND VENTURI; NAYS-0; ABSENT-0.
TRUSTEE NIEMAN MOVED TO TRANSFER $225,000 FROM THE SCHWAB ACCOUNT TO THE NORSTATES NOW ACCOUNT TO COVER SALARIES FOR JULY AND DISBURSEMENTS FORAUGUST. TRUSTEE O’BRIEN SECONDED THE MOTION. UPON BEING PUT TO A ROLL CALL VOTE, THE MOTION CARRIED. AYES-7: CASE JOHNSON, GALLAGHER, GUNDRUM, NIEMAN, O’BRIEN, RETTINGER, AND VENTURI; NAYS-0; ABSENT-0.
COMMITTEE REPORTS: / Executive Committee - President’s Report – President Gundrum
No report at this time.
Audit & Finance – Trustee Venturi
No report at this time.
Building & Grounds -Trustee Gallagher
No report at this time.
Friends – Trustee Gundrum
Trustee Gundrum mentioned that the Friends could use some additional volunteers
for the book sale setup this Wednesday, August 16, 2017. The book sale is August 17-19.
Director’s Report
Director Lentine reported on the recent retirement announcement made by Head of Circulation Debbie Rosen. Debbie plans to retire in October after 32 years of employment at the Library. Debbie has been an integral part of our library for many years and will truly be missed.
Director Lentine also mentioned that LVDL participated in the Lindenfest Parade over the weekend. Trustee O’Brien stated that the library was the highlight of the parade and complimented staff for their efforts.
Director Lentine also reported that an all staff meeting was held on Friday, August 11th to present the Strategic Plan - Building for Change.
Director Lentine informed the Board that she recently received a phone call from Lake Villa Village Administrator Karl Warwick regarding some possible interest in the purchase of the library’s upper parking lot, andhe asked if the library would consider selling it separately from the building. After much discussion, the consensus of the board was tonot consider selling the parking lot separate from the building, as it may affect the sale of the building.
President Gundrum mentioned that he has received many positive compliments on the recent newsletter, which featured renderings of the new building.
COMMUNICATIONS: / The Communication folder consisted of:
An email message with information about the Northern Illinois Food Bank.
A complimentary email from a patron expressing their appreciation for the help they received from Adult Reference Librarian Kelly.
UNFINISHED BUSINESS: / None.
NEW BUSINESS: / Approve Revised Meeting Room Policy (Action)
TRUSTEE O’BRIEN MOVED TO APPROVE THE REVISED MEETING ROOM POLICY AS REVIEWED AND PRESENTED AT THE JULY 10, 2017 EXECUTIVE COMMITTEE MEETING. TRUSTEE NIEMAN SECONDED THE MOTION. UPON BEING PUT TO A VOTE, THE MOTION CARRIED. AYES-7; NAYS-0; ABSENT-0.
Approve Transfer of Unexpended Funds to Special Reserve Fund (Action)
TRUSTEE GALLAGHER MOVED TO APPROVE THE TRANSFER OF THE UNEXPENDED FUND BALANCE OF $1,800,000 FROM THE GENERAL FUND TO THE SPECIAL RESERVE FUND EFFECTIVE JUNE 30, 2017. TRUSTEE NIEMAN SECONDED THE MOTION. UPON BEING PUT TO A ROLL CALL VOTE, THE MOTION CARRIED. AYES-7: CASE JOHNSON, GALLAGHER, GUNDRUM, NIEMAN, O’BRIEN, RETTINGER, AND VENTURI; NAYS-0; ABSENT-0.
Approve Strategic Plan (Action)
TRUSTEE O’BRIEN MOVED TO APPROVE THE STRATEGIC PLAN FOR JULY 1, 2017 – JUNE 30, 2019 AS PRESENTED AT THE JULY 10, 2017 COMMITTEE MEETING. TRUSTEE GALLAGHER SECONDED THE MOTION. UPON BEING PUT TO A VOTE, THE MOTION CARRIED. AYES-7; NAYS-0; ABSENT-0.
PUBLIC COMMENTS: / None.
ADJOURNMENT: / There being no further business, at7:28PM, TRUSTEE VENTURI MOVED AND TRUSTEEO’BRIEN SECONDED THAT THE MEETING BE ADJOURNED.
UPON BEING PUT TO A VOTE, THE MOTION CARRIED. AYES-7; NAYS-0; ABSENT-0. The next regular Board Meeting is scheduled for6:30 PM, September 11, 2017.

Secretary