LOCATION: Conference Room

BOARD MEMBERS PRESENT: Mr. Frankel, Mrs. Jonen, Mr. Lucas, Mr. Lyons, Mrs. Miller and Mr. Radley

BOARD MEMBERS ABSENT: Ms. Mutter

OTHERS PRESENT: Mr. Madden, Mrs. Walther, Mrs. Kenney, Mrs. Jones and Mrs. Adrianopoli

TIME MEETING BEGAN: 7:30 p.m.

Minutes. It was moved by Mr. Radley and seconded by Mr. Frankel that:

The minutes of November 17, 2003 be approved.

Motion passed unanimously.

Reference Report. A Reference Department report concentrating on training classes was presented and Mrs. Kenney answered several questions about programs conducted.

Audit Reports. Mrs. Walther of the firm of McClure Inserra and Company then did an overview of the 2003 audit and management report. First she reviewed capital assets. Mr. Frankel had a question about how the depreciation of electronic databases is handled. Mrs. Walther said that all materials are depreciated on a seven-year cycle. Mr. Lucas wanted to know about the excess principal that might be left in the bond account when all of the bonds are retired. Mrs. Walther said that the law does not allow for the use of bond principal for anything outside of the retirement of debt.

Mr. Lucas also questioned the way that property tax income is reported (p. 19) and asked that the lawyer review this matter since the appropriation reported is so much lower that the actual collection. Mrs. Walther after going through all of the financials then turned to discussing the management report. There were three recommendations from last year of which two had been dealt with as requested. The third one dealt with borrowing from the Working Cash Fund and that each time this is done, the auditor recommends that the Board pass a resolution. This matter was discussed and it was generally felt that this was an unnecessary step to take since the moneys are quickly repaid once tax receipts are received. Then the auditor gave a report on the new firm that is handling the Library’s investments. Mr. Lucas noted that it is important to have a supplementary audit prepared for the State of Illinois so that the remaining $25,000.00 of construction grant funds can be released.

Laptop Report. A survey on laptop use in the Library was distributed. During the three-day survey period in November, 206 laptops were in use by patrons in the Library.

Staff In-Service Day. Debby Miller reported that she had attended the December In-Service Day and was very impressed. A survey of the staff is being compiled and the Board would like to see the results of this In-Service Day questionnaire.

Schaumburg TIF District. Mr. Radley reported on the Schaumburg TIF District meetings for the Village of Schaumburg that he is attending. He also had a number of drawings and maps showing the TIF District borders as well as some of the improvements either planned or implemented.

NSLS Representative. Mr. Lyons reported on two matters: (1) the Winnetka Library has sent out a letter to all residents asking for donations and (2) the Illinois Library Association is asking for reactions to a resolution requesting that the State Income Tax rate be increased in order to better fund State services.

It was moved by Mr. Lyons and seconded by Mr. Lucas that:

The Library support the Illinois Library Association resolution requesting that the State Income Tax rate be increased.

Roll Call Vote:

Mr. Frankel No

Mrs. Jonen No

Mr. Lucas Yes

Mr. Lyons Yes

Mr. Radley No

Mrs. Miller Yes

Motion failed.

Review of Mission Statement, Vision Statement and Goals. The Board reviewed the Mission Statement, Vision Statement and Goal adopted in the 2003 Long-Range Plan. It was felt that the Mission Statement needed to be promoted more in Browsing, on the Web Page, in Footnotes, on the bulletin board and in other places.

Treasurer’s Report. Mr. Lucas reviewed financial statements and reported that the cost cuts made by staff will assist greatly in reducing the Library’s fiscal year deficit. He feels that the deficit may be under $100,000.00. Then a three-year income/expense statement was reviewed.

Hoffman Estates Branch Library. Mrs. Adrianopoli presented pictures showing that leaks were still occurring at the new Hoffman Estates Branch Library. Mr. Lyons expressed concern that these leaks could lead to mold problems. It was recommended that the Library hire an independent roofing consulting firm to examine and report on the condition of the roof on this building.

Mrs. Adrianopoli also reports on some tree damage and shelving breakage problems. There was concern expressed that the roofing matter is so serious that legal steps may be necessary.

Audit Report. Mr. Lyons noted that the same audit firm has been used for over ten years now and it might be a good idea to interview other firms. Mrs. Jonen suggested that this not be done for at least one year because the new GASB standards have just been implemented and it would be good to wait until these standards have been in place for comparative purposes.

State Legislator Visit. Mrs. Miller reported that State Representative Paul Froehlich will be visiting the Library at 10:30 a.m. on Monday, December 22^nd.

Legislation Brunch. Mrs. Miller recommended that a brunch with legislators be planned for February 1^st.

Adjournment. It was moved by Mrs. Jonen and seconded by Mr. Lucas that:

The meeting adjourn.

Motion passed unanimously.

Time of Adjournment. 9:00 p.m.