01 August 2008 Minutes from the Board of Trustees
Present: Blackman, Brown, Fahrenbach, Landman, Sullivan, Harris
Absent:
Also Present: Kozak
President Economou called the meeting to order at 7: 06 p.m.
MOTION: minutes
Blackman moved that the minutes be approved with one request, Sikes to be designated Fahrenbach. Brown seconded. All approved.
Treasurer's Report: Brown
Some property tax revenue for FY08 has started to arrive. A separate account needs to be set up for the Debt Retirement fund balance. Expenditures for the Capital Fund for the second month totaled $6,919.78. Large items on the Vendors List were salaries, benefits, and property insurance. Dalquist and Lutzow, Architects ran over their budget of $18,000, by about $900, but did not bill the Library for the excess.
MOTION: vendors list
Brown so moved to approve the Vendors List in the amount of $96,160.59 for February, 2008. Landman seconded. All approved.
Brown will provide a final expense sheet for the Reading Railroad Project at the April meeting.
Librarian's Report:
- Kozak recapped her monthly report:
- Economic disclosure statements have been mailed to Trustees and were due back by 3/31/08
- The Reading Room ceiling repair is done, work has passed inspection, Kozak will arrange for the painters to complete the work:
- Dave Mortimer will draw up a Lamp Plan for the Library so staff know the size, hue and number of bulbs to order/keep on hand:
- A recent review file of magazines shows that Consumer Reports is the top circulating magazine at Thomas Ford, followed by People:
Visitors:
Communications: Kozak received thank you notes regarding Youth Services, Kris Downs and Board support of the League of Women Voters' program, Cool Villages Day.
Committees:
Finance: Brown
Quarterly Report:
Brown reviewed the quarterly report for the Library's Illinois Funds as of 12/31/07. This report is difficult to understand as some CDs were accidently overinvested by the Village and others accidently co-mingled by the bank with Library Foundation monies. Brown will update this report at the April meeting.
Letter from County Clerk: sample
MOTION: letter to taxpayers re: arrearage
Pending consultation with Janet Petsche, Library Attorney regarding the wording of the letter to be mailed to tax payers from the Office of the Cook County Treasurer, Landman so moved that Kozak notify the Village Board of the Library Board's desire to pursue collection of the tax revenue shortfall of $29,233.40 caused by an administrative error by the Cook County Clerk's Office. Harris seconded. All approved.
Goals and PR: Landman
Policy: Responsibilites of the Library Board and Library Director:
Kozak will revise 1.21 to read, "Hire and supervise all other Library staff subject to Board approval." 1.14 and 1.24 Suburban Library Systerm to read Metropolitan Library System.
MOTION: Responsibilites policy
Landman so moved to approve the revised Responisbilites of the Library Board and Library Director Policy. Harris seconded. All approved.
Technology: Sullivan
With phase 1 of the new website successfully launched, Sullivan suggested that it would soon be time to start thinking about phase 2. Kozak and Roche are updating Lupetini's White Paper for e*communications; Roche is tracking time spent on website maintenance. Blackman stated that he would like to know how much time Roche spends on content development and how much time on mechanics. How to proceed is still a matter for discussion. Sullivan suggested that an IT person might be able to maintain the website more effectively than existing staff members.
Building and Grounds: Economou
The Building and Grounds Committee met March 12 and discussed the two bids submitted to repair the Reading Room ceiling. Dalquist and Lutzow, Architects reviewed bid specifics and approved the bid submitted by Construction Resource Group, motion to be ratified by the entire Board and recorded in the minutes of the April 1st meeting.
MOTION: Reading Room repairs
Fahrenbach moved that the Construction Resource Group bid in the amount of $23,199 for repair of the ceiling in the Reading Room be accepted. Brown seconded.
Roll call:
Economou - Aye
Brown - Aye
Fahrenbach - Aye
Landman - Aye
Blackman - Aye
Harris - Aye
Sullivan - Aye
ALL APPROVED.
Kozak will contact painters to complete the spruce up.
Friends: Harris
The Friends need volunteers to help with their spring book sale, April 25, 26, and 27. At the Friends last meeting, March 12th, monies were awarded to purchase adult materials and fund the Summer Reading Program for children.
New Business:
Insurance appraisal:
Great Realty Advisors determined that the replacement cost of the Library is $4,272,583. This figure does not include the cost of replacing the contents of the building. Currently the Library is insured at $3,988,469 for the building and $3,339,180 for the contents. Kozak will query Great Realty Advisors to recommend a company to appraise the contents of the Library. Kozak will compile a list of all Library insurance limits.
Nominating Committee:
Trustees opted to keep the same slate of officers and committee assignments until April of 2009.
MOTION: Graham Trust Proposal: Kallio
Blackman so moved to send Jamie Kallio, reference librarian, to the American Library Association Convention, June 26-July 2, 2008 in Anaheim, CA ($1312.00) Brown seconded. All approved.
Parking:
Kozak will draft a letter to the Village detailing parking problems at the Library. Blackman suggested that perhaps new signage could protect the Library's 10 spots on Chestnut.
Old Business:
Strategic Plan:
Kozak will meet with Department Heads and have the updated Strategic Plan at the April Board Meeting.
MOTION: Executive Session 8:15 p.m.
Economou so moved to adjourn to Executive Session. Harris seconded.
Roll call:
Economou - aye
Blackman - aye
Sullivan - aye
Landman - aye
Harris - aye
Brown - aye
Fahrenbach - aye
All approved.
MOTION: Regular session 8:40 p.m.
Economou moved to return to regular session. Sullivan seconded.
Economou aye
Blackman aye
Sullivan aye
Landman aye
Harris aye
Brown aye
Fahrenbach aye
All approved.
MOTION: At 8:47 p.m. Fahrenbach moved to adjourn. Sullivan seconded. All approved.
