CHATHAM AREA PUBLIC LIBRARY DISTRICT
BOARD MEETING MINUTES
Monday, October 20th, 2025, 7:00 PM
I. Board Meeting Called to Order
- Board President M. Roubitchek called the meeting to order at 7:02pm. The following board members were present: C. Westerlund, J. Moore, D. Roberts, R. Whelpley, J. Vaughn. Absent: V. Ross. Director Byers & Business Mgr. E. Beeman were also present.
II. Recognition of Visitors / Public Comments
- No visitors were present or public comments were made.
III. Approval of Minutes:
A. Regular Board Meeting: September 15th, 2025
- A motion to approve the Regular Board Meeting minutes from September 15, 2025 was made by J. Vaughn and seconded by D. Roberts. The motion was approved.
B. Special Board Meeting, September 23rd, 2025
- A motion to approve the Special Board Meeting minutes from September 23, 2025 was made by J. Vaughn and seconded by C. Westerlund. The motion was approved.
C. Finance Committee Meeting: October 1st, 2025
- A motion to approve the Finance Committee Meeting Minutes from October 1, 2025 was made by R. Whelpley and seconded by C. Westerlund. The motion was approved.
IV. Treasurer’s Report / Review of Payments /APPROVAL
- Director Byers reviewed the Treasurer’s Report / Review of Payments.
- A motion to approve the Treasurer’s Report / Review of Payments was made by J. Moore and seconded by C. Westerlund. The motion was approved.
V. Reports
A. Library Director’s Report/APPROVAL
- Director Byers shared updates on recent library happenings. The staff has been informed of the changes to the Library’s pension plans, and BOS is in the process of setting everything up. Alanna and Erica have been enhancing safety measures throughout the library. Recently the adult services team moved and reorganized a variety of the collections. By doing so, it allows for more space to expand collections like Large Print and decrease others like Audiobooks. Staff members have been participating in a variety of Outreach and Continuing Education opportunities. As always, the library and staff continue to keep busy.
- A motion to approve the Library Director’s Report was made by D. Roberts and seconded by J. Vaughn. The motion was approved.
B. Friends of the Library Report
- The Friends will be meeting on Tuesday, October 21, 2025
C. Library Foundation Report
- The Foundation Board met on September 30th, and discussed the future of the group. It was concluded that the Foundation would dissolve, and transfer any remaining funds to the Friends of the Library. The Friends of the Library will need to meet, review and vote on this plan.
D. Art Committee Report
- The Call to Entry Reception was held this past Friday with a fantastic showing of support for the local artists.
E. ILA Report
- Director Byers, and Dept. Heads A. Janssen, L. Mitkos and A. Sablotny attended the ILA Conference last week in Rosemont. Director Byers also mentioned that her role at conference had been reduced to a few required engagements, including announcing award winners at the luncheon.
F. Tax Receipts Update
- We continue to receive tax income.
G. Other
VI. Unfinished Business
A. Building Repairs and Financial Planning / DISCUSSION
- The board continues to have discussions about the long-term financial and building plans.
B. Other
VII. New Business
A. Exterior Improvements Professional and Architectural Services
- Agreement with Graham and Hyde, INC. / APPROVAL
A motion to approve the Exterior Improvements Professional and Architectural Services with Graham and Hyde, Inc was made by C. Westerlund and seconded by R. Whelpley. A roll call vote was taken with all Trustees voting in the affirmative.
B. Determination of Estimated Amounts of Money Necessary to be Raised by Taxation for Tax Year 2025 / ROLL CALL APPROVAL
- A motion to approve to levy for $1,956,621.25, which is the estimated amount of money necessary to be raised by taxation for tax year 2025 was made by J. Vaughn and seconded by C. Westerlund. A roll call vote was taken with all Trustees voting in the affirmative. The motion was approved.
C. Statement of Receipts and Disbursements FY25 / APPROVAL
- A motion to approve the Statement of Receipts and Disbursements FY25 was made by J. Vaughn and seconded by J. Moore. The motion was approved.
D. Special Reserve Plan for FY26 / APPROVAL
- Board President M. Roubitchek had tabled this approval until our next board meeting.
E. 5-60 Americans with Disabilities Act Compliance Policy / REVIEW
- Board President M. Roubitchek asked the board to review compliance policy 5-60 Americans with Disabilities Act.
F. Other
VIII. Announcements
A. Next Board Meeting and Truth-in-Taxation Hearing: November 17th, 2025
IX. Adjournment
- A motion to adjourn the meeting was made by J. Vaughn and seconded by J. Moore. The motion was approved and the meeting adjourned at 7:44pm.