LOCATION: Conference Room
BOARD MEMBERS PRESENT: Mr. Frankel, Mr. Hetzer, Mr. Lucas, Mr. Lyons, Mr. Radley (arrived 8:00 p.m.) and Mrs. Scott
BOARD MEMBERS ABSENT: Mrs. Jonen
OTHERS PRESENT: Mr. Garvey, Mrs. Adrianopoli, Ms. Teasdale, Mr. Musni, Mr. Hanrath, Mr. Oliver and Mr. Madden
TIME MEETING BEGAN:
7:30 p.m.
Pledge of Allegiance
Public Comments
Trustee Comments.
Minutes.
It was moved by Mr. Hetzer and seconded by Mr. Lucas that:
The minutes of November 21, 2005 be approved.
Motion passed unanimously.
Staff Reports.
Ms. Teasdale discussed reference services and the way these services have changed in recent years. She presented a written report and highlighted certain area. There was a discussion about the change of providing a lot of reference services indirectly through electronic resources. Mr. Madden presented a compilation of statistics on Illinois public libraries serving over 75,000 people.
NSLS Representative.
The system has a revised policy on reciprocal borrowing that needs to be passed by our Board in January. Mr. Frankel asked if there were any significant changes but Mr. Lyons said most of the changes are minor. There is a new procedure for the handling of NSLS awards. This time library staff will vote for the candidates. The one exception is that library staff may not vote for candidates from their own library. Our library has the following award candidates:
Treasurer’s Report.
Mr. Lucas reported that most of the receipts from the first tax installment have been received. An additional $455,000.00 received on December 3rd is not included in the income statement. Although it appears as if the library may have a deficit, Mr. Madden noted that a lot of the expenses will be under budget. This could result in a balanced budget. Mr. Hetzer asked that staff report yields on investments each month. (At this point Russell Radley arrived)
Hanover Park Branch Library.
Mr. Oliver reported on a number of issues relating to the Hanover Park Branch Library. In the last week and during this week a number of important accomplishments have been made. The windows are being installed, most of the block inner walls are complete, most of the roofing is completed, power is in the process of being installed and the building should be enclosed and heated within two weeks.
It was moved by Mr. Lucas and seconded by Mr. Hetzer that:
A contract for $32,370.00 be awarded to the low bidder Applied Communication Group for the installation of the low voltage system.
Roll call vote:
Mr. Hetzer Yes
Mr. Radley Yes
Mrs. Scott Yes
Mr. Frankel Yes
Mrs. Lucas Yes
Mr. Lyons Yes
It was moved by Mr. Lucas and seconded by Mr. Radley that:
Change orders #15-#19 for $57,181.00 be approved.
Roll call vote:
Mr. Hetzer Yes
Mr. Radley Yes
Mrs. Scott Yes
Mr. Frankel Yes
Mrs. Lucas Yes
Mr. Lyons Yes
It was moved by Mr. Radley and seconded by Mrs. Scott that:
The following payments be made to the general contractor:
#3 $283,491.00
#4 $326,115.00
Roll call vote:
Mr. Hetzer Yes
Mr. Radley Yes
Mrs. Scott Yes
Mr. Frankel Yes
Mrs. Lucas Yes
Mr. Lyons Yes
Mr. Oliver noted that the $50,000.00 donation from the Village of Hanover Park has not been received yet. It was requested that Mr. Madden check out the status of the donation.
It was moved by Mr. Lucas and seconded by Mr. Hetzer that:
The contract for the consulting firm of C-OS be increased by $2,175.00 for additional inspections of the installation of the low voltage system.
Motion passed unanimously.
Mr. Oliver noted that the Board had signed a fifteen month contract with him ending December, 2005. He requested an extension of the contract to April 30, 2006.
It was moved by Mr. Frankel and seconded by Mr. Lucas that:
The contract with Mr. Oliver be extended until April 30, 2006 at a cost of $43,000.00.
Roll call vote:
Mr. Hetzer Yes
Mr. Radley Yes
Mrs. Scott Yes
Mr. Frankel Yes
Mr. Lucas Yes
Mr. Lyons Yes
Mr. Madden then said it is important to set a date for the Grand Opening since staff needs to prepare the publicity for this event. After checking calendars a tentative Grand Opening date of May 6th was set.
Resolution on the Transferring of Funds.
As the auditor requested, the Board needs to pass a resolution approving the transfer of Working Cash Fund moneys into the Operating Account until taxes were received.
It was moved by Mr. Hetzer and seconded by Mr. Lucas that:
Resolution 05-6 on the transferring of funds be approved with the following modifications:
Friends of the Library.
Mr. Lyons noted that Mr. Hetzer had sent a letter to the Library’s attorney John Juergensmeyer requesting that the attorney ask the Friends to turn over remaining funds and that the Friends supply a financial report. Mr. Frankel said that it was very inappropriate to send such a letter since this request was not authorized by the Board. Mr. Lyons said that any moneys held by the Friends of the Library belong to the Friends of the Library and that it is Mr. Miller’s decision on how remaining funds will be distributed. Mr. Hetzer said that he had spoken to the attorney earlier and the attorney mentioned that if he ever had any concerns, he should let the attorney know. Mr. Lucas said that such a request is unnecessary since the attorney already has given an opinion on funds held by the Friends of the Library and the attorney noted that those funds belong to the Friends and not to the Library.
Art Fund.
Mrs. Scott reported that before local artist Ed Cook moved out of the community his last original painting was purchased for $2,500.00. This painting will be permanently displayed in the library.
Debt Service Fund.
To date $206,333.00 in interest has accumulated in the Debt Service Fund. According to our attorney, that money can be transferred by the Board to cover other expenses such as the Hanover Park Branch Library building project. The Board does not wish to use these funds at this time.
Mr. Lucas said another concern is what will happen with any other funds in the Debt Service account after all the bonds are paid. The legal issues are not clear on how such funds can be expended.
Audit.
Mr. Hetzer said that he feels that the present audit fee of over $10,000.00 is high and that it is time to rebid the service. The last time the audit service was bid was in the year 2000. Mr. Madden noted that certainly this will be done.
Sale of Library Property.
Mr. Madden introduced a policy on the sale of library property.
It was moved by Mrs. Scott and seconded by Mr. Hetzer that:
Library property having a unit value of $1,000.00 or less may be disposed of in the following ways:
Meeting Room Requests.
It was moved by Mr. Hetzer and seconded by Mr. Lucas that:
The following meeting room requests for the entire Rasmussen Room be approved.
Adjournment.
It was moved by Mr. Hetzer and seconded by Mr. Lucas that:
The meeting adjourn.
Motion passed unanimously.
Time of Adjournment.
9:00 p.m.