NSLS Board

North Suburban Library System
Regular Meeting, Board of Directors
Monday, June 20, 2011, 7:00 p.m.
System Center

AGENDA

1.         CALL TO ORDER

 2.         ROLL CALL

3.         PUBLIC Q&A ABOUT STATE OF SYSTEMS AND MERGER PROCESS – In the interest of time, each individual will be allowed to speak for a period of not more than five minutes.

4.         MINUTES OF PREVIOUS MEETING

          *a.       Approve Minutes of NSLS Board meeting, May 23 , 2011 (Exhibit 4.a. – Attached)

5.         REPORTS: OFFICERS

          a.         President, Kathy Caudill

          b.         Vice President, Kathleen Pilat

          c.         Secretary, Leora Siegel

          d.         Treasurer, Stu Baker

               1.         Statement of Revenues and Expenditures – Budget and Actual from May 1 through May 31, 2011 (Exhibit 5.d.1. – Attached)

               2.         Schedule of Expenditures – Budget and Actual from May 1through May 31, 2011 (Exhibit 5.d.2. – Attached)

               r*3.      A motion is needed to ratify Checks/Voucher Register issued from May 1 through May 31, 2011 (Exhibit 5.d.3. – Attached)

6.         REPORT: ACTING EXECUTIVE DIRECTORS

          a.         Merger Update

          b.         Delivery Update

          c.         Report on June 17 Member Meeting/Reception

7.         REPORTS: COMMITTEES, TASK FORCES, LIAISONS

          a.         Executive Committee, Kathy Caudill, Chair

          b.         Finance Committee, Stu Baker, Chair

          c.         Management Affairs Committee, Kathleen Pilat, Chair  (Exhibit 7.c. – Attached)

                r1.       Proposed Change in NSLS Personnel Policies (Exhibit 7.c.1. – Attached)

                r2.       Proposed Policy on Approval of the Last Meeting Minutes of the NSLS Board (Exhibit 7.c.2. – Attached)
                       
          d.         Nominating Committee, Richard Lee, Chair

          e.         Real Estate Committee, Kathy Caudill, Chair 

8.         REPORT: CONSULTANT, ILLINOIS STATE LIBRARY, GWEN HARRISON

          a.       To be distributed.

9.         UNFINISHED BUSINESS

10.         NEW BUSINESS

          *a.       Two resolutions for NSLS Board recognizing the efforts of the persons cited.  (To be distributed)

          r*b.      Review of Executive Session Minutes (Exhibit-10.b.-Attached)

               r*b.1.  Executive Session pursuant to 5 ILCS 120/2(c)(21) for the purpose of approval of the minutes by the Board and review of the minutes as required under the Open Meetings Act

          r*c.      Resolution for change in bank signature (To be distributed)

11.       COMMUNICATIONS

12.       PUBLIC COMMENT

13.       OTHER

14.       ADJOURNMENT

* Indicates that a motion is needed; r* indicates a roll call vote is needed.

Management Affairs Meeting Agenda
Monday, June 13, 2011
7:00 p.m. – System Center

1.         Welcome and Introductions – Kathleen Pilat, Chair

2.         Approve draft minutes from March 14, 2011  (Exhibit 2)

 3.         Proposed Change in NSLS Personnel Policies (Exhibit 3)

 4.         Personnel Issues

 5.         Proposed Policy on Approval of the Last Meeting Minutes of NSLS Board (Exhibit 5)

 6.         New van purchase

 7.         Other

8.         Adjournment

North Suburban Library System
Regular Meeting, Board of Directors
Monday, May 23, 2011, 7:00 p.m.
System Center

AGENDA

1.         CALL TO ORDER

2.         ROLL CALL

3.         PUBLIC Q&A ABOUT STATE OF SYSTEMS AND MERGER PROCESS – In the interest of time, each individual will be allowed to speak for a period of not more than five minutes.

4.         MINUTES OF PREVIOUS MEETING

           *a.       Approve Minutes of NSLS Board meeting, April 25, 2011 (Exhibit 4.a. – Attached)

5.         REPORTS: OFFICERS

          a.         President, Kathy Caudill

          b.         Vice President, Kathleen Pilat

          c.         Secretary, Leora Siegel

          d.         Treasurer, Stu Baker

               1.         Statement of Revenues and Expenditures – Budget and Actual from April 1 through April 30, 2011 (Exhibit 5.d.1. – Attached)

               2.         Schedule of Expenditures – Budget and Actual from April 1 through April 30, 2011 (Exhibit 5.d.2. – Attached)

               r*3.      A motion is needed to ratify Checks/Voucher Register issued from April 1 through April 30, 2011 (Exhibit 5.d.3. – Attached)

 
6.         REPORT: ACTING EXECUTIVE DIRECTORS

          a.         Merger Update

          b.         Delivery Update

          c.         June 22 Member Meeting/Reception

          d.         June 20 NSLS Board dinner

          e.         RAILS’ use of NSLS personal property

           f.          Status of current NSLS contracts

          g.         NSLS audit

7.         REPORTS: COMMITTEES, TASK FORCES, LIAISONS

          a.         Executive Committee, Kathy Caudill, Chair

          b.         Finance Committee, Stu Baker, Chair

          c.         Management Affairs Committee, Kathleen Pilat, Chair 
                     
          d.         Nominating Committee, Richard Lee, Chair

          e.         Real Estate Committee, Kathy Caudill, Chair  (Exhibit-7.e.-Attached)

           
8.         REPORT: CONSULTANT, ILLINOIS STATE LIBRARY, GWEN HARRISON

          a.       (Exhibit 8.a. – Attached)

9.         UNFINISHED BUSINESS

10.         NEW BUSINESS

          r*a.         Purchase or lease of delivery van(s) (To be distributed)

          b.         Revised NSLS inventory for application to merge (Exhibit 10.b. – Attached)

             1.         NSLS inventory list (Exhibit-10.b.1.-Attached)

          r*c.      Proposed Policy on Adoption of the Last Meeting Minutes of NSLS Board (Exhibit 10.c. – Attached)

11.       COMMUNICATIONS

 
12.       PUBLIC COMMENT

 
13.       OTHER

 
14.       ADJOURNMENT

* Indicates that a motion is needed; r* indicates a roll call vote is needed.

NSLS Board Real Estate Committee Meeting Agenda
Monday, April 25, 2011
6:00 p.m. – System Center

 1.         Welcome and Introductions – Kathy Caudill

2.         Approve draft minutes from March 14, 2011 (Exhibit 2 – Attached)

3.         Discussion of next steps regarding sale of NSLS building

4.         Discussion of requirement for appraisal for System real estate for FY2011 Library System Annual Report (due September 30, 2011)  

5.         Other

6.         Next meeting

7.         Adjournment

North Suburban Library System

Regular Meeting, Board of Directors
Monday, April 25, 2011, 7:00 p.m.
System Center

 AGENDA

1.         CALL TO ORDER

2.         ROLL CALL

3.         PUBLIC Q&A ABOUT STATE OF SYSTEMS AND MERGER PROCESS – In the interest of time, each individual will be allowed to speak for a period of not more than five minutes.

4.         MINUTES OF PREVIOUS MEETING

          *a.       Approve Minutes of NSLS Board meeting, March 28, 2011 (Exhibit 4.a. – Attached)

5.         REPORTS: OFFICERS

          a.         President, Kathy Caudill

          b.         Vice President, Kathleen Pilat

          c.         Secretary, Leora Siegel

          d.         Treasurer, Stu Baker

               1.         Statement of Revenues and Expenditures – Budget and Actual from March 1 through March 31, 2011 (Exhibit 5.d.1. – Attached)

               2.         Schedule of Expenditures – Budget and Actual from March 1 through March 31, 2011 (Exhibit 5.d.2. – Attached)

               r*3.      A motion is needed to ratify Checks/Voucher Register issued from March 1 through March 31, 2011 (Exhibit 5.d.3. – Attached)

 
6.         REPORT: ACTING EXECUTIVE DIRECTORS

          a.         Merger Update

               1.         Report on Executive Director meetings

               2.         Report on April 6 and April 20 Transition Board meetings

          b.         Delivery Update

          c.          L2 Update

          d.          Final NSLS Board meeting plans

          e.          June NSLS member meeting/celebration

7.         REPORTS: COMMITTEES, TASK FORCES, LIAISONS

          a.         Executive Committee, Kathy Caudill, Chair

          b.         Finance Committee, Stu Baker, Chair

          c.         Management Affairs Committee, Kathleen Pilat, Chair 
                       
          d.         Nominating Committee, Richard Lee, Chair

          e.         Real Estate Committee, Kathy Caudill, Chair 
          

8.         REPORT: CONSULTANT, ILLINOIS STATE LIBRARY, GWEN HARRISON

          a.        Exhibit 8.a. – Attached

9.         UNFINISHED BUSINESS

10.         NEW BUSINESS

          *a.       Resolution for Northwestern students  (Exhibit-10.a.-Attached)

 11.       COMMUNICATIONS

12.       PUBLIC COMMENT

13.       OTHER

14.       ADJOURNMENT

* Indicates that a motion is needed; r* indicates a roll call vote is needed.

1.         CALL TO ORDER

2.         ROLL CALL

3.         PUBLIC Q&A ABOUT STATE OF SYSTEMS AND MERGER PROCESS – In the interest of time, each individual will be allowed to speak for a period of not more than five minutes.

4.         MINUTES OF PREVIOUS MEETING

*a.       Approve Minutes of NSLS Board meeting, February 28, 2011 (Exhibit-4.a.-Attached)

5.         REPORTS: OFFICERS

a.         President, Kathy Caudill

b.         Vice President, Kathleen Pilat

c.         Secretary, Leora Siegel

d.         Treasurer, Stu Baker

1.         Statement of Revenues and Expenditures – Budget and Actual from February 1 through February 28, 2011 (Exhibit 5.d.1. – Attached)

2.         Schedule of Expenditures – Budget and Actual from February 1 through February 28, 2011 (Exhibit 5.d.2. – Attached)

r*3.      A motion is needed to ratify Checks/Voucher Register issued from February 1 through February 28, 2011 (Exhibit 5.d.3. – Attached)

6.         REPORT: ACTING EXECUTIVE DIRECTORS

a.         Delivery Update

*1.         Resolution honoring Ken Mitsuoka for 37 years of service to  NSLS (To be distributed)

2.         Northwestern Study results presentation

b.         Merger update

1.         Report on March 4, March 17 and March 22 Executive Director meetings

2.         Report on March 10 and March 22 Transition Board meetings

3.         Report on March 14 Merger Update for NSLS members

c.         Report on March 15 V-tel with Illinois State Library regarding Per Capita Grant application

7.         REPORTS: COMMITTEES, TASK FORCES, LIAISONS

a.         Executive Committee, Kathy Caudill, Chair (Exhibit-7.a.-Attached)

b.         Finance Committee, Stu Baker, Chair

c.         Management Affairs Committee, Kathleen Pilat, Chair (Exhibit-7.c.-Attached)

r*1.         Executive Session pursuant to 5 ILCS 120/2(c)(6) for the purpose of  setting a price for sale or lease of property owned by the public body

r2.         Possible sale of NSLS building

r3.         Possible repayment of May 2010 member donations for delivery (Exhibit 7.c.3. – Attached)

a.         February 14, 2011 letter from Kathy Caudill to Anne Craig  (Exhibit 7.c.3.a. – Attached)

b.         March 2, 2011 response from Anne Craig (Exhibit 7.c.3.b.pdf – Attached)

d.         Nominating Committee, Richard Lee, Chair

e.         Real Estate Committee, Kathy Caudill, Chair (Exhibit-7.e.-Attached)

8.         REPORT: CONSULTANT, ILLINOIS STATE LIBRARY, GWEN HARRISON

a.      Exhibit 8.a. – Attached

9.         UNFINISHED BUSINESS

10.         NEW BUSINESS

r*a.      Application to Merge for Board approval   (Exhibit-10.a.)

1.      Application to Merge (Exhibit 10.a.1. – Attached)

r*b.          Determination that NSLS property is no longer needed by System (Exhibit-10.b.-Attached)

c.         Nominations for new system board

11.       COMMUNICATIONS

12.       PUBLIC COMMENT

13.       OTHER

14.       ADJOURNMENT

* Indicates that a motion is needed; r* indicates a roll call vote is needed.

TO:                  NSLS Real Estate Committee

FROM:            Jan Hayes and Mary Witt

 DATE:             March 7, 2011

 RE:                   Meeting Agenda

Monday, March 14, 2011

5:30 p.m. – System Center

 The following items have been placed on the agenda:

 1.         Welcome and Introductions – Kathy Caudill

 2.         Approve draft minutes from October 21, 2010 (Exhibit 2 – attached)

 3.         Update from Steve Trapp on possible sale of NSLS Building 

 4.         Executive Session pursuant to 5 ILCS 120/2(c)(6) for the purpose of setting a price for  sale or lease of property owned by the public body.

5.       Possible sale of NSLS building 

6.        Update on sale and/or disposal of personal property

7.        Other  

8.         Next meeting

9.         Adjournment

TO:                  NSLS Management Affairs Committee

FROM:            Jan Hayes and Mary Witt

DATE:             March 7, 2011

RE:                   Meeting Agenda

Monday, March 14, 2011
7:00 p.m. – System Center

The following items have been placed on the agenda:

1.         Welcome and Introductions – Kathleen Pilat, Chair

2.         Approve draft minutes from August 9, 2010 (Exhibit 2)

3.         Update on sale of NSLS Building

4.         Executive Session pursuant to 5 ILCS 120/2(c)(6) for the purpose of setting a price for  sale or lease of property owned by the public body.

5.         Possible sale of NSLS building

6.         Discussion regarding funding of delivery

7.         Discussion of proposed change in NSLS personnel policies (Exhibit 6)

8.         Update on sale and/or disposal of personal property

9.         Other

10.       Next meeting

11.       Adjournment

1.         CALL TO ORDER

2.         ROLL CALL

3.         PUBLIC Q&A ABOUT STATE OF SYSTEMS AND MERGER PROCESS – In the interest of time, each individual will be allowed to speak for a period of not more than five minutes.

4.         MINUTES OF PREVIOUS MEETING

           *a.       Approve Minutes of NSLS Board meeting, January 24, 2011 (Exhibit-4.a.-Attached)

 5.         REPORTS: OFFICERS

          a.         President, Kathy Caudill

          b.         Vice President, Kathleen Pilat

          c.         Secretary, Leora Siegel

          d.         Treasurer, Stu Baker

               1.         Statement of Revenues and Expenditures – Budget and Actual from January 1 through January 31, 2011 (Exhibit 5.d.1. – Attached)

               2.         Schedule of Expenditures – Budget and Actual from January 1 through January 31, 2011 (Exhibit 5.d.2. – Attached)

               r*3.      A motion is needed to ratify Checks/Voucher Register issued from January 1 through January 31, 2011(Exhibit 5.d.3. – Attached)

 6.         REPORT: ACTING EXECUTIVE DIRECTORS

          a.         Merger update

               1.         Report on February Executive Director meetings

               2.         Report on February 8 and February 24 Merger Design Team Meetings

               3.         Report on February 24 joint staff meeting

               4.         Report on February 28 v-tel for members from merging system libraries  

               5.         March 14 merger information session for members

          b.         Report on phone conversation with Anne Craig

          c.         NSLS Delivery Bin Conversion Project, Phase IV

          d.         Northwestern Study Update

 7.         REPORTS: COMMITTEES, TASK FORCES, LIAISONS

          a.         Executive Committee, Kathy Caudill, Chair – Report on meeing of February 28, 2011 at 6:30 p.m.

               1.         Executive Session pursuant to 5 ILCS 120/2(c)(1) for the purpose of discussing the compensation and performance of specific employees of the public body.

 b.         Finance Committee, Stu Baker, Chair

          c.         Management Affairs Committee, Kathleen Pilat, Chair – March 14, 2011 meeting

          d.         Nominating Committee, Richard Lee, Chair

          e.         Real Estate Committee, Kathy Caudill, Chair 

               1.         Executive Session pursuant to 5 ILCS 120/2(c)(6) for the purpose of discussing sale of NSLS  building          

8.         REPORT: CONSULTANT, ILLINOIS STATE LIBRARY, GWEN HARRISON

           a.        Exhibit 8.a. – Attached

 9.         UNFINISHED BUSINESS

 10.         NEW BUSINESS

           r*a.      Proposed Intergovernmental Agreement (Exhibit 10.a. – Attached)

           *b.       Appointment of three representatives to Merger Transition Board (Exhibit10.b. – Attached)

           *c.       Resolution to terminate 457(b) Retirement Plan with Nationwide Retirement Solutions (Exhibit 10.c. – Attached)

          *d.         Authorization of Cole-Taylor debit card (Exhibit 10.d. – Attached)

          e,         NSLS Board members eligible to serve on new system’s board (Exhibit 10.e. – Attached)

 11.       COMMUNICATIONS

          a.         Letter to Anne Craig regarding delivery donations (Exhibit 11.a. – Attached)

          b.         Crystal Lake Public Library resolution regarding return of delivery donation (Exhibit 11.b. – Attached)

               1.         Response from Kathy Caudill to Crystal Lake letter and resolution (Exhibit 11.b.1. – Attached)

 12.       PUBLIC COMMENT

 13.       OTHER

 14.       ADJOURNMENT

* Indicates that a motion is needed; r* indicates a roll call vote is needed.

TO:                 NSLS Executive Committee

FROM:          Jan Hayes and Mary Witt, Acting Executive Directors

DATE:           February 23, 2011

RE:                 Meeting Agenda

 Monday, February 28, 2011

6:30 p.m. – System Center (Conference Room)

 The following items have been placed on the agenda:

 1.         Welcome and Introductions – Kathy Caudill, Chair

 2.         Benefits for NSLS Acting Executive Directors

             Executive Session – 5 ILCS 120/2(c)(1)
             The compensation and performance of specific employees of the public body

 3.         Other

 4.         Adjournment