27 May 2008 Minutes from the Board of Trustees
Present: Economou, Brown, Fahrenbach, Landman, Harris, Blackman
Absent: Sullivan
Also present: Kozak
Meeting preceded by Strategic Plan session.
President Economou called the meeting to order at 7:14 p.m.
MOTION: Minutes
Blackman moved to approve the minutes of April 22, 2008. Fahrenbach seconded. All approved.
Treasurer's Report: Brown
Brown reported that expenses are on track, the only item of note: $30,000 to repair the Reading Room Ceiling.
MOTION: Vendor List
Landman so moved to approve the Vendor List for March 2008, $116, 687.60. Harris seconded. All approved.
Librarian's Report:
Kozak recapped her written report to the Board:
- The half-glass door which opens outward has been installed in the Story Hour Room
- Department Head presentations will begin in June
- New hires: Heather Booth, Young Adult librarian, Annie Authier, Reference Librarian
- Elimination of the magazine desk positions and reduction of the administrative aide position take effect June 1st. Kozak will advertise for a part-time custodian in June.
Communications:
Committees:
Finance: Brown
Kozak has received preliminary audit figures for fund balances as of 12/31/07:
- Library Operating: $218.008
- Graham Trust: $266,819
- Building/Maintenance: $24,426
- Capital Fund: $22,935
- Total Assets: $694,396
While the Library Operating Fund was under spent, it was not enough to offset the $29,000 shortfall due to the collection error on the part of the Cook County Assessor's Office.
Fund Transfers:
MOTION: Timber Trails Fund
Brown moved that $75,000 be transferred in May 2008 from the Library Operating Fund with the remaining $75,000 to be transferred after the second installment of taxes is received. Fahrenbach seconded. All approved.
MOTION: Debt Retirement Fund
Brown moved that the entire balance of the Debt Retirement Fund be transferred in the Library's Capital Fund #8103970 and that the Debt Retirement Fund #940 be closed.
Blackman seconded. All approved.
Personnel: Blackman
Blackman stated that he had reviewed Kozak's goals and especially endorsed goal #4 - to identify core competencies for employees and then create ways to measure staff mastery of these skills.
Technology:
Technology Committee Members hope to have an updated ECommunications White Paper sometime before fall. Members will address budgeting, goals, philosophy, use and services.
Building and Grounds: Economou
Dwain Lutzow, architect has submitted the results of the masonry investigation and project phasing for the Library. Kozak stated that the most pressing work to be done is to the south wall of the original building. Mr. Lutzow will assist the Board through the bid process. Kozak, at the request of Trustees will investigate the cost effectiveness of doing some or all of the repairs in phases. New carpeting for the first floor may be installed as soon as August.
Marketing:
Friends: Harris
The recent used book sale raised $3,649.00, down about $100 from 2007. Friends voted to award a Library School scholarship of $1,000.00 to a local resident. Kozak will compile a report on Friends' recent cash awards to the Library.
New Business:
Non-Resident Cards:
MOTION: Fee for non-resident cards
Fahrenbach so moved to set the cost of a non-resident Thomas Ford Memorial Library card at $200 for the period of 6/1/08 - 5/31/09. Brown seconded. All approved.
Annual Report Review:
Kozak discussed her annual report to the Illinois State Library and recapped the annual report statistics: comparison of FY2007-2003. Library usage has increased in all areas since 2003 except program attendance. The Reading Railroad construction project may have affected this statistic as fewer programs were offered by the Children’s Department in Fall 2007. The Thomas Ford Memorial Library has 9,433 registered borrowers.
Kozak's Goals for FY08:
Kozak presented her draft goals for FY08:
- Beautification of the Library's first floor
- Completion of the Strategic Plan
- Phase II of the Library's Website Re-Design Project to be initiated
- Review the Library's performance evaluation process
Program Policy:
The proposed Program Policy was discussed. Kozak reviewed legal advice from Library Attorney, Janet Petsche regarding clause 22.32, prizes and clause 22.5, the complaint process. Trustees discussed the possibility of having a single form to challenge/protest materials, programs and employee behavior. This policy will be discussed again at the next Board Meeting, June 25, 2008.
Envirosell Report: Brown and Kozak
Brown summarized "Behavior of Library Visitors: Metropolitan Library System Study, Envirosell Report of April 29, 2008." Kozak and Brown came away from the meeting with many new ideas to improve service, materials arrangement, signage and staff interactions with visitors. Board consensus was that it would be a good idea to hire a marketing person.
Old Business:
Fiber Optic Project:
A monthly high speed Internet/broadband - 6 Mbps hookup with the Village of Western Springs would cost the Library $300. Currently the Library utilizes a T1 line through the Illinois Century Network for $198/month. Trustee Bob Sullivan recommended that the Library continue to use the less expensive T1 line; connection speeds would not make that great a difference to Library visitors.
June Board Action:
- Department presentation by Rick Roche
- Review Library Emergencies and Prohibited Gifts Policies
- Adopt Building Maintenance Levy
- Ascertain prevailing wage rate and Library compliance.
MOTION: Blackman moved to adjourn at 8:15 p.m. Fahrenbach seconded. All approved.
