LOCATION: Conference Room
BOARD MEMBERS PRESENT: Mr. Frankel, Mr. Hetzer, Mrs. Jonen, Mr. Lucas, Mr. Lyons and Mrs. Scott
BOARD MEMBERS ABSENT: Mr. Radley
OTHERS PRESENT: Mr. Garvey, Ms. Shoffner, Mr. Oliver, Mr. Peterson, Mr. Musni, Mr. Madden, Mrs. Adrianopoli, Mrs. Miller, Mr. Miller, Mrs. Marik, Mrs. Napier and Mr. Juergensmeyer
TIME MEETING BEGAN:
7:30 p.m.
Pledge of Allegiance
Public Comments
Mrs. Miller noted how wonderful she thought the groundbreaking for the Hanover Park Branch Library was.
Trustee Comments.
Mr. Hetzer noted that he understands that the Credit Card Policy for staff and the Employee Background Criminal Check will be on the agenda for October. Mr. Madden said that is correct. Mr. Frankel expressed his concern about the items appearing on the agenda. He feels that lately the agenda has not included what is most important, services to our public, but instead concentrates on procedural issues. He recommends that the Board President and Director review the agenda closer. Mrs. Jonen said that because of a medical emergency, she is sorry that she was unable to attend the Personnel Committee meeting. Mr. Lucas talked about a tour he took through the Art Institute of Chicago. A Chicago branch library with outstanding art was one of the places visited. To him, this highlighted again the importance of art in the public library.
Minutes.
It was moved by Mr. Hetzer and seconded by Mrs. Jonen that:
The minutes of August 22, 2005 be approved with one change. In the budget section, change the wording “and a new roof” to “and maintenance of the roof.”
Motion passed unanimously.
Friends of the Library.
Mr. Miller, President of the Friends of the Library, reported that he has two checks for the Library: a donation of $30,011.68 to the Library’s art fund and a donation of $800.00 to the Staff Social Committee for the holiday party. Mr. Miller then read a one-page paper (see separate report) entitled “Trustee Fights to Destroy Local ‘Friends of Library.” According to the memo, “A rookie trustee of the Schaumburg Township District Library, Richard Hetzer, is using the State’s Attorney General to change the Library “Friends” to his design, or eliminate it.”
A letter from Mr. Juergensmeyer on the Friends had been distributed in advance. He had highlighted that the current donation policies and activities conducted by the Friends do not violate any state laws. He suggested three possibilities for the Friends: (a) continue the present policy, (b) establish a not-for-profit corporation with 501(c)3 status to conduct book sales or (c) handle book sales entirely by the Library staff, with voluntary assistance by the Friends or other groups or individuals. Mr. Frankel said in October the Board needs to vote that proceeds from the book sales go into the art fund to be dispersed by joint agreement of the Library Director consulting with the Friends.
Mr. Lucas noted that some of the book sales have been used for a staff fund raising activity and some items have even been sold separately through the Internet.
It was moved by Mrs. Jonen and seconded by Mr. Hetzer that:
The $800.00 for the Staff Social Committee and the $30,011.68 for the art fund be accepted.
Motion passed unanimously.
Mr. Lucas then expressed a debt of gratitude for the work of the Friends over the years, especially for their contributions to art projects for the Library. Mr. Lyons said all of the Board thanks the Friends for their contributions.
Bylaws (Regulations) and Policies.
Mr. Juergensmeyer then introduced a set of regulations that revised the old bylaws. This set had been distributed by email to the Board earlier this day. The attorney mentioned that he tried to incorporate everything that the Board Bylaws and Policy Committee recommended. He then asked if there were any additions, changes etc.
Mr. Lyons asked when the position of Secretary/Vice-President would be effective and Mr. Juergensmeyer said after the document is passed in October. Mr. Hetzer noted that the ordinance is incorrectly numbered and should be #4. He recommended that in section 2:13 that an audio or media record of all Board meetings be done. In section 2:16.1, he recommended adding the words that a balanced budget be passed. The other trustees did not feel that such a provision should be added and that each fiscal year needs to be examined in light of a variety of financial factors. Mr. Hetzer recommended in section 2.23 that the Board agenda items did not include all of the items currently considered. During the discussion, it was felt that the agenda does evolve over time so that wording mentioning that the agenda may be amended time-to-time should be added. Mr. Lucas then commented on section 2.4 which deals with when a new Board is organized after the election. Mr. Juergensmeyer said current law specifies “within 74 days.” Some language is also necessary in this section to indicate the time frame as found in the statutes.
Popular Services Department.
Judy Napier and Barbara Marik were there for a report on the summer concert series. They explained that the concert budget for this fiscal year has been almost all committed. One of the problems they face is that the new fiscal year starts in July and in order to get bands you need to book them now. However, there is no funding available since that is actually a new fiscal year. Mr. Lucas said that there needs to be some way of handling a budget situation like this. Mr. Lyons said it is important to continue the outdoor concerts. Mrs. Marik gave some background on the programs. Mr. Hetzer asked about the advertising and it was noted that it is all free. He suggested that some of the restaurants in this area such as Bonefish and Oberweis may be willing to fund one concert program.
It was moved by Mr. Lucas and seconded by Mr. Hetzer that:
$4,000 to be taken from Contingency be allocated to help fund the 2006 summer concert series.
Roll call vote:
Mr. Lucas Yes
Mrs. Scott Yes
Mr. Frankel Yes
Mrs. Jonen Yes
Mr. Hetzer Yes
Mr. Lyons Yes
Other Staff Reports.
Statistics were discussed.
NSLS Representative.
Mr. Lyons read part of a letter from the State Librarian to NSLS highlighting that some of their fund raising plans are not in line with State guidelines. He also described the foundation that exists and that individual libraries can have “subfoundations” within the organization.
Personnel Committee.
Mr. Hetzer mentioned that he has a revised administrator evaluation on his computer and it could be easily modified. Mrs. Jonen said that the evaluation of an administrator needs to be tied to the strategic plan. It is important that the Plan of Service Committee review the strategic plan annually. Mr. Lyons said that there would be no modification in the evaluation process for the director this fiscal year and that whatever new system is created is for the 2006-2007 fiscal year. Mr. Lucas says that he considers the Plan of Service Committee meeting as the evaluation of the library director. He also noted that any evaluation system using numbers or ratings is generally not helpful. Specific comments on what needs to be accomplished are helpful. Mr. Hetzer said that it is important that the director is meeting outlined goals and heading the library in the right direction. Mrs. Jonen says that many things in an administrator’s accomplishments can not be quantified. Mr. Frankel noted that some goals can not be met or may need to be changed. What is most important to him in evaluating an administrator is the quality of the staff and whether the Library’s public are pleased with the services. It was agreed that the Personnel Committee will meet on October 25th at 7:00 p.m. to continue to review these matters.
Hanover Park Branch Library.
Mr. Oliver distributed a report highlighting some of the current issues for the new Hanover Park Branch Library. Some issues are:
It was moved by Mr. Lucas and seconded by Mr. Hetzer that:
The four change orders be approved.
Roll call vote:
Mr. Lucas Yes
Mrs. Scott Yes
Mr. Frankel Yes
Mrs. Jonen Yes
Mr. Hetzer Yes
Mr. Lyons Yes
Mr. Oliver mentioned that the construction of this project will take longer than he originally estimated but that he does not plan to ask for any additional fees. The issue of hiring a landscape architect was then discussed. In order to allow for proper bidding for the landscaping and in order to meet all Village requirements, it was recommended that a landscape architect rather than a design/install landscaping plan be adopted.
It was moved by Mr. Lucas and seconded by Mr. Hetzer that:
A contract of $7,446.50 be awarded to Planning Resources Inc., the low bidder for landscape architect services.
Motion passed unanimously.
There was then a discussion about a change order for an underground sprinkler system. Because of the drought this summer, it has been hard to maintain the lawns, especially at the branch libraries. Mrs. Scott mentioned that consideration could be given to having hardier grass that can withstand droughts. Mrs. Jonen said an advantage of sprinklers is that they can prolong plant life and make maintenance easier. It was decided that a sprinkler system would be bid as an alternate. Once the true costs are known, then the Board can decided whether they want to purchase a sprinkler system.
Mr. Lyons said that the construction meetings are going well and that Anthony Oliver has been very effective in building a good team.
It was moved by Mr. Lucas and seconded by Mr. Hetzer that:
A $152,757.00 payment be made to the contractor Bulley & Andrews.
Roll call vote:
Mr. Lucas Yes
Mrs. Scott Yes
Mr. Frankel Yes
Mrs. Jonen Yes
Mr. Hetzer Yes
Mr. Lyons Yes
Treasurer’s Report.
Mr. Lucas said that he would like to express his personal philosophy about fund balances. Having large fund balances allows the library to be responsive to new service requests. By 2011 it is important to have at least $6,000,000 in reserves in order to meet cash flow. He feels that as few categories as possible should be listed in fund balances and he does not think that projects such as the RFID need to have a specific line. In 2011 it is important to have a referendum since it is the only time that the library can hold a referendum without increasing taxes.
Mr. Frankel agrees but does feel that listing expensive projects can be helpful. Mr. Lucas also mentioned that in all the years he has been on the Board he has never heard a complaint about the library’s taxes. Mr. Hetzer said that it is important to reserve for large projects. The public needs to know what major expenses are in the future.
Patron Code of Conduct Policy.
It was moved by Mrs. Jonen and seconded by Mrs. Scott that:
The Patron Code of Conduct Policy be approved.
Motion passed unanimously.
Employee Grievance Procedure Policy.
It was moved by Mrs. Jonen and seconded by Mrs. Scott that:
The Employee Grievance Procedure Policy be approved.
Motion passed unanimously.
Per Capita Grant.
Mr. Hetzer mentioned that the name of the library on the grant is not the same as the official library name in the Regulations.
It was moved by Mr. Lucas and seconded by Mrs. Jonen that:
The Per Capita Grant application be approved.
Motion passed unanimously.
Copying Machines.
Mr. Musni reported that three bids were received for copiers:
Mrs. Scott asked if the copiers accepted cash. Mr. Musni said that presently the copiers accepted both cash and a library debit card. The new machines could have the same capability. It will take 4-6 weeks for delivery and the low bidder will take the older machines away.
It was moved by Mr. Hetzer and seconded by Mr. Lucas that:
The low bid of $21,490.00 by CSC be accepted.
Roll call vote:
Mr. Lucas Yes
Mrs. Scott Yes
Mr. Frankel Yes
Mrs. Jonen Yes
Mr. Hetzer Yes
Mr. Lyons Yes
RFID Report.
Mr. Musni had distributed a fairly lengthy report on RFID system. The recommendation of the computer committee is that RFID technology should not be implemented sooner that 2008-2009. At this time, it can be very costly to invest in this technology until standards become available. It is more realistic to consider RFID if better adoption in the library industry is achieved and the majority of issues of concern are addressed.
Library Donations for Hurricane Katrina Assistance.
A number of different measures designed to assist libraries devastated by Hurricane Katrina are being explored. One problem in acquiring books is the high cost of shipping them. Mrs. Scott said that FedEx has offered some cheaper rates for shipping supplies to the devastated area.
Impact Fees.
At this time only the Village of Roselle pays impact fees to this library. Mr. Hetzer recommended that other villages be contacted to see if they too would be willing to pay impact fees. The Board President will send letters out.
School District #54 Meeting.
It was moved by Mr. Hetzer and seconded by Mr. Frankel that:
A meeting using both Rasmussen Rooms for School District #54 be approved.
Motion passed unanimously.
October Board Meeting.
Mr. Lyons requested that the October Board meeting be changed from Monday to Tuesday, October 18th.
Adjournment.
It was moved by Mr. Hetzer and seconded by Mrs. Jonen that:
The meeting adjourn.
Motion passed unanimously.
Time Meeting Ended.
9:25 p.m.