LOCATION: Youth Services Classroom

BOARD MEMBERS PRESENT: Mr. Frankel, Mr. Hetzer, Mr. Lucas, Mr. Lyons, Mr. Radley and Mrs. Scott (arrived 7:50 p.m.)

BOARD MEMBERS ABSENT: Mrs. Jonen

OTHERS PRESENT: Mr. Madden, Mr. Musni, Mrs. Adrianopoli, Mrs. Napier, Mrs. Jones and Ms. Shoffner

TIME MEETING BEGAN:
7:00 p.m.

Public Hearing On Proposed Tax Levy.
At 7:00 a public hearing on the proposed tax levy opened. No members of the public were present. The public hearing closed at 7:30 p.m.

Pledge of Allegiance

Public Comments

Trustee Comments.
Mr. Lucas noted that he has been observing a lot of suggestions about limited seating. He feels that it may be time to review the extra space in the building and redesign some of it for public services. Certainly, this issue could be explored by the Plan of Service Committee. In order to gain additional seating, several suggestions were made: 1) add more chairs, 2) add dividers on tables and 3) book meeting rooms for study space during busy periods.

Minutes.
It was moved by Mr. Hetzer and seconded by Mr. Frankel that:
The minutes of September 19, 2005 be approved.
Motion passed unanimously.

Computer Retirement Process.
Mr. Musni had distributed a report on the computer retirement process. In that report he reviewed the salvage costs that are involved in removing a computer from the Library’s system. He proposed a number of options and discussed the advantages and disadvantages of each option:

• Hardware redeployment programs
• Trade-in programs
• Employee purchase programs
• Non-profit organization donations
• Non-profit centers distribution
• Disposal programs

Staff Reports.
Mr. Madden reviewed the history of library tax rates and assessed valuation. Mr. Radley suggested an additional report on the history of library tax income would be helpful. Mrs. Jones gave a report on the Youth Services summer program. She showed the lunch bag that was distributed to 1,747 children. Mr. Hetzer asked if the cost of the flyers and other promotional materials could be underwritten by a corporate sponsor. The Flyers Baseball Team did underwrite the materials one summer but at this time there is no corporate sponsor. Statistics were reviewed and it was felt that a history of reciprocal borrowing would be helpful to see. Mr. Frankel noted some of the surprising changes in reciprocal borrowing statistics in recent years. Mr. Lucas remembers that an analysis of reciprocal borrowing at one time showed that nonresidents were more interested in little used or specialized materials. Mr. Hetzer asked about loss statistics. Such statistics are maintained for items checked out but not returned. However, information on stolen materials has not been compiled in recent years.

NSLS Representative.
Mr. Lyons attended the recent Illinois Library Association Conference in Peoria. He gave an overview of a number of programs that he was able to attend.

Treasurer’s Report.
Mr. Lucas said that because taxes have not been received yet, the financial reports are not as meaningful as they will be in the coming months. Mr. Hetzer asked if the construction financial report takes into account change orders. Change orders have not been incorporated into the report yet.

Hanover Park Branch Library.
The Board first reviewed a payout request from the general contractor.

It was moved by Mr. Hetzer and seconded by Mr. Frankel that:
A payment of $119,223.00 be made to Bulley and Andrews.
Roll call vote:
  Mr. Hetzer     Yes
  Mr. Lucas     Yes
  Mr. Frankel     Yes
  Mr. Radley     Yes
  Mrs. Scott      Yes
  Mr. Lyons     Yes

The Board then turned to the bids for the furniture. The following bids were received.

In addition, the computer furniture from KI was bid through the State of Illinois at $25,724.00. There was then a discussion about the shelving bid. Library Furniture International, the low bidder, had listed the wrong size for the shelving on their bid document. When contacted after the bid opening by the architect, they changed the size to the correct size. The question the Board members had: Is this change legal and is it permissible to award them the contract? IT was felt that this issue needs to be reviewed by the attorney.

It was moved by Mr. Hetzer and seconded by Mr. Lucas that the following contracts be awarded:

• Architectural Compliance Sign -- $6,362.00
• Library Furniture International -- $26,142.48 (if approved by the library attorney)
• Meilahn Manufacturing -- $20,190.00
• Interiors for Business -- $100,576.29
• KI -- $25,724.00

These bids came in approximately $67,000.00 under budget.

The Hanover Park project is going well except for one problem. The electrical wires are located too close to the building and the masons are not able to complete their work. ComEd needs to raise the wires so that the wires do not present any danger to the construction workers. Although ComEd has agreed to do this, the process has been moving slowly. Mrs. Scott asked about the age of the lines and their purpose. These are old lines that serve not only the branch property but adjoining businesses and some residents. The Mayor and Village Clerk of Hanover Park have been trying to get ComEd to do this needed work as soon as possible. It was suggested by Mr. Hetzer that the State Senator for the area might also be helpful in getting this project completed.

Staff Institute Day And Training Activities.
Mr. Hetzer asked about the FISH program that most of our department heads attended. Mrs. Adrianopoli and Mrs. Napier gave an overview of the program. Mrs. Scott asked about the upcoming Staff Institute Day. Mr. Madden said that he will be sure that the Board gets a copy of the program.

Bylaws (Regulations) and Policies.
Mr. Lucas expressed some concern about provision 4.1 on annexations. As written, he was concerned if it really reflected an appropriate Board role. It was generally felt that since there was no possibility of any annexations, the provision was basically meaningless.

It was moved by Mr. Hetzer and seconded by Mr. Lucas that The Bylaws (Regulations) and Policies Ordinance be approved.
Roll call vote:
  Mr. Hetzer     Yes
  Mr. Lucas     Yes
  Mr. Frankel     Yes
  Mr. Radley     Yes
  Mrs. Scott      Yes
  Mr. Lyons     Yes

Friends of the Library.
There was then a discussion about the Friends of the Library and their role in raising funds through library book sales. Last month the Friends gave a very generous donation to the Library’s art fund. The Friends are still holding approximately $900.00 for the purpose of funding future library projects. Previously, the Board has discussed these issues but has not taken any formal action on the exact role that the Friends should be playing today as far as book sales are concerned. Mr. Lucas said that a strong and clear statement needs to be made. Mr. Hetzer said that he recommends that the proceeds from the sale of all materials needs to be under the control of the Library Board. Mrs. Scott asked how that would apply to bLogistics, a firm in Colorado that the Library has been using for the sale of some materials. Mr. Madden said that staff is still exploring other ways of handling the sale of withdrawn and donated materials. Currently, more expensive withdrawn reference titles are being listed on Amazon. Another issue is that the January book sale in even number years has funded the staff picnic.

It was moved by Mr. Hetzer and seconded by Mr. Lucas that:
All proceeds from materials owned and sold at a book sale or other sale approved by the Library Board will go into either the art fund or another approved fund controlled by the Library Board.
Roll call vote:
  Mr. Hetzer     Yes
  Mr. Lucas     Yes
  Mr. Frankel     Yes
  Mr. Radley     Yes
  Mrs. Scott      Yes
  Mr. Lyons     Yes

Employee Background Check Policy.
Mrs. Scott asked why the proposed policy requires background checks at the age of seventeen rather than as the age of eighteen. In Illinois, a person becomes an adult for criminal purposes at the age of seventeen. Mr. Lucas said that he really questions the value of this policy since there are so many loopholes. He is concerned that these background checks may not really be helpful. Mr. Hetzer said that he feels it would be best to fingerprint and that the Schaumburg Police Department is willing to assist the library with this process. Members seemed to agree that if background checks were done, fingerprinting would be the preferred process.

It was moved by Mr. Frankel and seconded by Mrs. Scott that:
The matter be tabled for additional discussion at the November Board meeting.
Motion unanimously approved.

Visa Card Use Policy.
Mr. Lucas asked if the auditors review Visa expenditures. Mr. Madden said that they do.

It was moved by Mr. Hetzer and seconded by Mr. Frankel that:
The Visa Card Use Policy be approved.
Motion passed unanimously.

Levy Ordinance.
It was moved by Mr. Hetzer and seconded by Mr. Frankel that:
The Ordinance Levying taxes for Library Purposes for the Fiscal Year 2005/2006 be approved.
Roll call vote:
  Mr. Hetzer     Yes
  Mr. Lucas     Yes
  Mr. Frankel     Yes
  Mr. Radley     Yes
  Mrs. Scott      Yes
  Mr. Lyons     Yes

Request From the First Organization.
First is requesting the full Rasmussen Room for the following meetings:
January 21, 2006 – Republican candidates for Congress
February 18, 2006 – Republican candidates for Governor

It was moved by Mr. Hetzer and seconded by Mr. Lucas that:
The request by First be approved.
Roll call vote:
  Mr. Hetzer     Yes
  Mr. Lucas     Yes
  Mr. Frankel     Yes
  Mr. Radley     Yes
  Mrs. Scott      Yes
  Mr. Lyons     Abstain

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

Time of Adjournment.
8:58 p.m.