LOCATION: Conference Room

BOARD MEMBERS PRESENT: Mr. Frankel, Mr. Hetzer, Mr. Lucas, Mr. Lyons, Mr. Radley (arrived 7:53 p.m.) and Mrs. Scott

BOARD MEMBERS ABSENT: Mrs. Jonen

OTHERS PRESENT: Mrs. Adrianopoli, Mr. Madden, Mr. Oliver, Mr. Garvey, Mrs. Jones, Ms. Teasdale, Mr. Hanrath and Mrs. Napier

TIME MEETING BEGAN:
7:30 p.m.

Pledge of Allegiance
Mr. Lyons also acknowledged that today is Martin Luther King Day and that the Library was open and offered programs in honor of Dr. King.

Public Comments

Trustee Comments.
Mr. Hetzer said that he has seen the procedure for who is in charge when the Director is gone and he feels it is not clear. Mr. Madden said that the senior member of the Management Team in the building is in charge. Also, Mr. Madden leaves information on where he can be reached with the Business Office and the Business Office can normally handle any issue that may arise.

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

Staff Reports.
Mr. Hanrath had prepared a report on circulation statistics and Mrs. Napier had prepared a report on Reader’s Advisory services. There were a considerable number of questions to both of them. Mr. Hanrath gave an overview of the role of audio-visual circulation, overdues, and the collections process. Mrs. Napier discussed space issues, the weeding of the collection, the introduction of MP3 items into the collection, the fact that VHS will no longer be made after March, and the large growth in circulation of items for teens. Mr. Hetzer suggested that it would be good to let patrons know that they can renew online by having an article in the newsletter. (Mr. Radley arrived at 7:53 p.m.)

Hanover Park Branch Library.
Mr. Oliver gave an extensive update on the Hanover Park Branch construction project. He highlighted that the project is moving along very well. The building is enclosed and a number of items have been or will be completed such as the masonry work, stonework, the roofing, sheet metal ducts, and windows. Heating the building is in process and the landscaping plan has been completed.

It was moved by Mr. Frankel and seconded by Mrs. Scott that:
Pay request #5 for $316,892.00 be approved.
Roll call vote:
  Mr. Hetzer     Yes
  Mrs. Lucas     Yes
  Mr. Radley     Yes
  Mr. Frankel     Yes
  Mrs. Scott     Yes
  Mr. Lyons     Yes

The Board would like to have a tour of the building and a tour will be organized, possibly in February.

NSLS Representative.
Mr. Lyons said that NSLS had no December meeting. A copy of a resolution approving the changes in reciprocal borrowing was distributed. Mr. Hetzer said that it would have been helpful if an explanation of the changes had been attached to the resolution.

It was moved by Mr. Hetzer and seconded by Mr. Frankel that:
The resolution adopting the North Suburban Library System’s revised reciprocal borrowing tenets be approved.

Motion passed unanimously.

Treasurer’s Report.
Mr. Lucas reviewed financial statements. The Library has now completed half of this fiscal year and appears in good fiscal condition. He feels that there could be a deficit of a little over $100,000.00 based on current income and projection figures. Mr. Madden said that the projection figures are a little high. Mr. Hetzer said that he likes the new report on investments.

Additional Information From Auditor.
Information on conducting a Comprehensive Annual Financial Report as well as the cost of providing consulting services was distributed. Mr. Frankel noted that these are interesting information proposals that need to be examined further.

Impact Fees.
Mr. Lyons reported that he had done a survey of our two school district to see what impact fees they are receiving from villages. Also, letters were sent to both Schaumburg and Hoffman Estates requesting that they consider impact fees for the library. At this time, only the Village of Roselle pays impact fees of $150.00 per new home to the Library. The Village of Schaumburg does give impact fees to School District #54, the park district and some others but not to School District #211. A letter from the Hoffman Estates Village Manager has been received and he noted that there is almost no construction in the Schaumburg Township portion of Hoffman Estates.

Cleaning Contract.
The cleaning contract for the Library was rebid. The following fifteen bids were received.

The references for the low bidder J. M. Bright were checked and some of the references did not know who J. M. Bright was.  It appears as if this company did some subcontract work for other cleaners.  Generally, the references were not acceptable.  Then the references for General Cleaning were all checked and those references were outstanding.

Mrs. Scott asked how a cleaning contract was handled. Mr. Madden gave some background information. Up to 1998 the Library maintained its own cleaning staff. In preparation for the move to the new building, a maintenance consultant was hired who recommended that the Library use a cleaning service. The service was bid out and one company had the contract until they sold out to another company a year ago. A one-year contract will be issued with a three month probation period. After the one year is completed, the contract will be extended with a thirty day cancellation clause.

It was moved by Mr. Lucas and seconded by Mr. Hetzer that:
A cleaning contract be awarder to General Cleaning for $8,000/month.
Roll call vote:
  Mr. Hetzer     Yes
  Mrs. Lucas     Yes
  Mr. Radley     Yes
  Mr. Frankel     Yes
  Mrs. Scott     Yes
  Mr. Lyons     Yes

Sonya Crawshaw.
Mr. Lyons noted that the former mayor of Hanover Park, Sonya Crawshaw, has died. She was very supportive and encouraged the creation of a branch in Hanover Park. He would like the Board to consider naming the meeting room in the new branch library after Mayor Crawshaw. This matter will be considered next month.

Art.
Mrs. Scott showed the artwork by Ed Cook that has been acquired by the library. The new Village of Schaumburg calendar that has a picture showing the four different library buildings was also discussed. The Board would like to see a poster made enlarging the library picture.

Adjournment.
It was moved by Mr. Hetzer and seconded by Mr. Lucas that:
The meeting adjourn.

Motion passed unanimously.

Time of Adjournment.
8:30 p.m.