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SCHAUMBURG TOWNSHIP DISTRICT LIBRARY

MINUTES OF THE REGULAR MEETING OF THE LIBRARY BOARD

MAY 16, 2005

LOCATION: Conference Room

BOARD MEMBERS PRESENT: Mr. Lucas, Mrs. Scott, Mr. Hetzer, Mr. Lyons, Mr. Frankel and Mrs. Jonen

BOARD MEMBERS ABSENT: Mr. Radley

OTHERS PRESENT: Mr. Scott, Mr. Madden, Mrs. Frankel, Mr. Peterson, Mr. Ranken, Mr. Garvey, Mrs. Llerandi, Ms. Shoffner, Mrs. Miura, and Ms. Teasdale

TIME MEETING BEGAN: 7:30 p.m.


Pledge of Allegiance.


New Trustees.
Each of the four recently elected trustees (Mrs. Scott, Mr. Frankel, Mr. Hetzer and Mr. Lyons) read and signed an oath of office and then received an election certificate from Cook County.


Minutes.
It was moved by Mrs. Jonen and seconded by Mr. Frankel that:
The minutes of April 11th and April 26th be approved.


Mr. Hetzer distributed a separate sheet giving more detailed information on his relationship with financial firms and asked that this become a part of the minutes. Mr. Frankel said that it would not be appropriate to include since that sheet does not reflect what was actually discussed at the meeting. Then a vote was taken on whether to include or exclude the additional information.
Mr. Hetzer Yes
Mrs. Jonen No
Mr. Frankel No
Mrs. Scott Abstain
Mr. Lyons No
Mr. Lucas No


A vote was then taken on the approval of the April minutes.
Mr. Hetzer No
Mrs. Jonen Yes
Mr. Frankel Yes
Mrs. Scott Abstain
Mr. Lyons Yes
Mr. Lucas Yes


Investments.
Mr. Ranken of the firm of Mischler, the investment advisory firm for the Library, then gave an overview of the Library’s investments. He explained that because of the low interest rates, it is important to have as many investments as possible long-term. This will result in higher overall interest rates. He also distributed a sheet giving background on interest rates the Library is receiving. Mr. Hetzer asked when most of the Library’s long-term investments mature. They mature in 2007 and no investments are longer than five years.

Mr. Frankel asked about the relationship between Mr. Ranken’s firm and the firm Mr. Hetzer works for. Mr. Ranken explained that ALPS where Mr. Hetzer works is the administrator of the investment funds but does not make investment decisions. Then Mr. Ranken explained the grants available from Mischler to Veterans organizations. More information on these grants will come to the Library soon.


Staff Reports.
The new Director of Reference Services, Rebecca Teasdale, was introduced. Teen services and statistics were discussed.


NSLS Representative.
Mr. Lyons explained how systems in Illinois operate and how they started. He also covered their funding and basic services. He then reported that system income is very flat although NSLS is getting some fees for services. He explained the problems of parking at the system headquarters in Wheeling. He then gave information on Senate Bill 847, a law introduced to solve a problem between Vernon Hills and the public library in Libertyville. In order to solve that problem, this bill would change the way that a municipality can disconnect from a district library. One concern is that this bill could affect other district libraries in the state. Mr. Hetzer asked if this could affect the part of Elk Grove in our library district and Mr. Madden said it could. Mr. Lyons reported that the bill has been amended with the hope that it would only relate to the Vernon/Libertyville situation.


Other Committee Reports.
Written reports for three committees were presented (Plan of Service, Extension, Facility and Equipment). There was a brief discussion by Mr. Lyons on the use of reserves for long-term commitments such as an RFID system.


Treasurer’s Report.
Mr. Frankel reported that fiscal year 2005 will probably end with a $100,000.00 to $200,000.00 surplus of funds. At this time, there is a large reserve in the operating funds that should be transferred to the Building and Equipment Fund.

It was moved by Mr. Frankel and seconded by Mr. Lyons that:
$2,500,000.00 be transferred from the Operating to the Building and Equipment Fund.
Roll call vote:
Mr. Hetzer Yes
Mrs. Jonen Yes
Mr. Frankel Yes
Mrs. Scott Yes
Mr. Lyons Yes
Mr. Lucas Yes

Mr. Frankel then reported that he had sent a letter to the States Attorney Office (See Appendix A) asking them to investigate a possible conflict of interest involving Mr. Hetzer. In the Statement of Economic Interest filed by Mr. Hetzer, he states that he is an Executive Vice President of Financial Investors Trust. However, that firm says that he is not an officer of that firm. Because of the Library investments through that firm, it is requested that the States Attorney Office investigate this matter further.

Mr. Hetzer had prepared a letter dealing with this matter and Mr. Lyons requested that it be a part of the official record of this meeting (See Appendix B).


Trustee Election.
An official canvas of the election was conducted by John Lucas, Ruth Jonen and Russell Radley on April 26th. The following is the result of that canvass.

Robert J. Frankel - 11,843 votes - ELECTED
Aruna Sathia - 7,563
Robert Lyons - 11,896 - ELECTED
Anita L. Forte-Scott - 13,304 - ELECTED
Richard M. Hetzer - 10,330 - ELECTED
Debby Miller - 1,008 write in votes


Resolution for Christine Mutter.
It was moved by Mr. Lyons and seconded by Mr. Hetzer that:
A resolution honoring Christine Mutter be approved (See Appendix C)

Motion passed unanimously.


Hanover Park Branch Library.
There is a prequalification of bidders’ process that has been started. The following is the schedule:

- April 28th Distribution of bidder information packages
- May 31st Information from potential bidders due
- May 31st+ Prequalification interviews with bidders
- June 3rd Determination of which bidders are qualified to bid
- June 3rd+ Bid documents available
- June 24th Bids due
- Date? Board approval of general contractor

Construction is scheduled to begin around July 1st and run for seven months ending January 31st, 2006. Mr. Hetzer asked if there is a penalty if the contractor ends late. Since there is no bonus for ending early, there is no penalty for ending later.


Village of Roselle Community Meeting.
Mr. Lyons agreed to be the Library representative at the May 31st Village of Roselle Government Forum.


Ordinances.
Mr. Madden explained that all ordinances received from the lawyer are numbered and kept in two places:
the original with the minutes and a copy in a separate ordinance book. Mr. Hetzer was concerned that the ordinances needed to be numbered properly and updated when legal changes occur.


Bonding of Treasurer and President.
Presently, both the Treasurer and President have the power to sign checks and yet only the Treasurer is bonded. The question raised by Mr. Hetzer is that the President also should be bonded. Mr. Madden explained that the signing process is now automated and only the Treasurer’s signature will appear. The question then was asked what would happen if the check signing machine broke down. If the check signing machine were to break down, the Business Office has a backup system that is separate and kept locked in a safe. That system then would be used.


Bylaws Procedures.
In the Bylaws, five votes are required to dismiss the library director. Mr. Hetzer questioned whether this Bylaws provision is in line with the law which he believes would only require four votes. Mr. Madden said that this question has been sent to the Library’s attorney for an opinion. It was also felt that the Bylaws as a whole should be re-examined since they have not been reviewed since 1987.


Recording of Minutes.
It was moved by Mr. Hetzer and seconded by Mr. Frankel that:
All official meetings of the Library Board be recorded.
Motion passed unanimously.


Date of Regular Board Meeting.
Mr. Hetzer suggested that the Board meeting be changed to Saturday. Mr. Frankel noted that he works on Saturday. Mrs. Jonen felt that the meeting has been on a third Monday for over fifteen years and that Board members have tried to adjust their schedules so that day of the month is free.

It was moved by Mr. Hetzer and seconded by Mr. Lyons that:
The Board meeting continue on the third Monday of the month.
Motion passed unanimously.


Chief Financial Officer.
Mr. Hetzer recommends that the Library have a full-time financial officer. Others felt that this is a matter to be reviewed by the Personnel Committee.

It was moved by Mr. Hetzer and seconded by Mr. Lyons that:
The Personnel Committee review the position of full-time financial officer.
Motion passed unanimously.


Flags in Library.
Presently, each main meeting room has a flag and has had a flag since 1972. There are also flags outside the main entrances of the Central and Hoffman Estates libraries as well as a flag in the Conference Room. Only the classrooms do not have flags. Mrs. Jonen expressed concern that it is important that respect be shown to the flag and that care be given to the display of flags. It was decided that extra flags be purchased that would be listed on the meeting room form and could be requested by library users for any meeting in a room where no flag exists.


Surplus Computers.
Mr. Hetzer recommended that surplus computers be distributed to low income families through a lottery system. In the past, computers have been given to non-profit agencies, sold to staff, sold to resellers and distributed to non-profit centers involved in rebuilding computers. Mrs. Jonen stated that the Library should not get into the business of trying to determine eligibility of low income families. Mr. Lucas felt that this would be best to work through a social service agency such as Schaumburg Township. It was requested that this matter be looked into further and that a policy be presented to the Board.


Friends of the Library.
Mr. Hetzer felt that donations of materials should not be made to the Friends unless they organize as a 501(C-3) corporation. A sheet showing that some Friends groups in NSLS are 501(C-3) organizations, some are non-profit corporations, and some have no formal state organization had been presented. At this time, the Friends are turning over their funds to a special Friends bank account established by the library. This matter will be reviewed further in the future.


Birthday Cards for Staff.
Mr. Hetzer recommended that all staff members receive a birthday card from the Board and he distributed a sample copy. Mrs. Jonen says that this was started in School District #211 and while it worked for a while, it was not well received by staff after the first few years. There is also a cost involved in the preparation of these cards by the Business Office. Mr. Scott mentioned that he felt that corporations were generally moving away from practices such as distributing birthday cards to staff.


ALA Legislation Day.
Mr. Frankel reported that he attended the ALA Legislation Day. LSTA funding has increased. There is also a review of the Patriot Act. He felt that this legislative day was poorly planned. The Senate was in recess at the time.


Secretary.
It was moved by Mr. Lyons and seconded by Mrs. Jonen that:
Mrs. Scott be appointed Interim Secretary until elections take place.
Motion passed unanimously.


Art Appointment.
Mr. Lucas announced that he is appointing Debby Miller as art liaison to the Library Board.


Adjournment.
It was moved by Mr. Hetzer and seconded by Mr. Frankel that:
The meeting adjourn.
Motion passed unanimously.

Time of Adjournment. 9:34 p.m.