26 February 2008 Minutes from the Board of Trustees
Present: Brown, Blackman, Harris, Landman, Fahrenbach, Economou
Absent: Sullivan
Also present: Kozak
The meeting was called ot order at 7:05 p.m. by President Economou. Trustees visited the Reading Room to inspect the ceiling problems which prompted closure of the Reading Room since February 21st. Kozak will obtain at least two quotes for repairs and advertise the project in the newspapers should that be necessary.
MOTION: Minutes
Sikes so moved to approve the minutes of the January Board Meeting. Brown seconded. All approved.
Treasurer's Report: Brown
Salaries and IMRF are slightly under budget, year to date property tax revenue totals $81,389.53. $9,729.00 was recently paid for online databases accessible from both the Library and home
MOTION: Vendors List
Fahrenbach so moved to approve the Vendors List for the first month. Landman seconded. All approved.
Librarian's Report: Kozak
Kozak has contacted Great Realty Advisors of Oak Brook to provide a quote for an updated appraisal (last done 2004) of the Library.
Still no word on how much it will cost the Library to hook up to the Village fiber optic line.
Last month the coffee program cost the Library only $22.62.
Sandy Frank, Shannon Halikias, Rick Roche and Anne Kozak all serve on Advisory Boards at the Metropolitan Library System, helping to shape policies and programs while making Thomas Ford Memorial Library's ideas known to the Library community.
Visitors:
Communications:
A thank you note to the Reference staff from Christine Scriba
An email from The League of Women Voters of the La Grange Area asking the Library to help promote their program, Cool Villages Day to foster a greener community. The Board will offer space on the Library website for publicity, however the Spring Newsletter has already gone to press.
Committees:
Finance: Brown
Review of investments:
Brown will present the review of investments at the March meeting.
Property Tax update for FY07: Kozak
Kozak distributed copies of a letter from Bill Vaselopulos, Tax Extension Manager regarding the $29,233.40 shortfall in tax revenue to the Library caused by the failure of the Tax Accessor to include the value of the annexation of Timber Trails to the 2006 tax year. As stated by Mr. Vaselopulos the only way to recoup these monies would be 2 additional tax bills to taxpayers in the Library's taxing district, i.e., the owner of a $500,000 home would be billed about $5.80 in 2008, payment to be broken into two equal installments of $2.90 each. The first payment would be mailed to tax payers in January 2009, the second to be mailed at the same time as the second installment bills in the fall of 2009. Trustees must respond by June 30, 2008 if they wish to pursue this matter. Kozak will request that Library Attorney, Janet Petsche compose a letter to Mr. Vaselopulos to request a copy of the letter that would be mailed to taxpayers concerning this additional tax burden to the tax payers of Western Springs.
Goals and PR:
A Policy Review schedule for FY08 was included in this month's Board packets. Next month Trustees will review the Responsibilities of the Board and the Director.
Board Action Calendar:
Kozak requested that Trustees review the proposed Board Action Calendar for FY08; Kozak will be glad to make any necessary changes. March will be a busy month with duties to include appointing the nominating committee, Technology Plan review, updating the ecommunications whitepaper, commencing work on the marketing plan and evaluating technology in the Children's Department.
Building and Grounds:
Reading Room Ceiling Repair:
Dave Mortimer of Construction Resource Group Inc. has provided the first cost quotation to repair the Reading Room Ceiling, $23,199, total time to completion, 1 1/2 to 2 weeks. Trustees expressed concern that the repairs be done in a timely manner with the highest quality work possible. Kozak will obtain another bid, then contact members of the Building and Grounds Committee and all Trustees for a phone vote. Sikes suggested that the bylaws be revised to permit voting by email.
Long Term Capital Plan:
A rough estimate of the cost to complete every project on the Long Term Capital Plan is $291,000. The time line stretches out to 5-7 years. While the estimates are approximate, the plan does give Trustees a good picture of future expenses.
Personnel:
MOTION: New Hires
Blackman so moved to approve recent personnel appointments: Jamie Kallio as Reference Librarian - salary $36,000 and Uma Nori as Youth Services Librarian - salary $36,000. Sikes seconded. All approved.
Technology:
The Technology Committee needs to set a date for their next meeting.
New Business:
The March Board Meeting will be held on Tuesday, April 1st. due to conflicts with Spring Break and the Public Library Association Convention in Minneapolis.
Old Business:
Marketing project update: Brown
Brown would like to find a consultant to perform a marketing study to insure that Thomas Ford is the best Library it can be. Trustees expressed interest in outreach, user surveys, technology upgrades, space utilization and maintaining the condition of the building. Kozak and Brown will request that Grace Turi of the Village Finance Department help them find a bond agency in order to discuss how to finance future Library improvements detailed in the Long Term Capital Plan.
Blackman and Brown requested that Department Heads attend a future Board Meeting prepared to discuss a plan for tomorrow, things they would like to be doing in their respective departments, what they and their departments do well, what they could do better or differently and what they would do if they had all the money in the world.
Volunteers: Harris
A recruiting announcement will be included in the March Newsletter. Kozak and Harris will meet 2/27/08 to discuss procedures for selecting volunteers and incentives to keep them.
Graham Trust
New Children's Librarian, Uma Nori will attend the Public Library Association Meeting on March 22 - 29 in Minneapolis, MN, $621.11.
Friends of the Library: Harris
The Spring Book Sale will be held April 25, 26 and 27. Trustees are invited to help set up or work the day of the sale.
MOTION: Executive Session
At 8:15 p.m. Landman moved to adjourn to Executive Session. Blackman seconded.
Roll call:
- Economou - aye
- Brown - aye
- Fahrenbach - aye
- Landman - aye
- Blackman - aye
- Harris - aye
- Sullivan - absent
ALL APPROVED
MOTION: At 8:52 p.m. Economou so moved to reconvene the regular Board meeting; Sikes seconded.
Roll call:
- Economou - aye
- Brown - aye
- Landman - aye
- Fahrenbach - aye
- Blackman - aye
- Harris - aye
- Sullivan - absent
ALL APPROVED
MOTION: Economou moved to approve FY08 salary proposal retroactive to January 1, 2008 and Staff position adjustments effective June 1, 2008 as recommended by the Personnel Committee. Brown seconded.
Roll call:
- Economou - aye
- Brown - aye
- Landman - aye
- Fahrenbach - aye
- Blackman - aye
- Harris - aye
- Sullivan - absent
ALL APPROVED
MOTION: Landman so moved to increase the Library Director's salary for FY08 by 5%, retroactive to January 1, 2008. Blackman seconded.
Roll call:
- Economou - aye
- Brown - aye
- Landman - aye
- Fahrenbach - aye
- Blackman - aye
- Harris - aye
- Sullivan - absent
ALL APPROVED
MOTION: At 8:56 p.m. Economou moved to adjourn the regular Board meeting; Brown seconded. ALL APPROVED.
