LOCATION: Conference Room

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

BOARD MEMBERS ABSENT: None

OTHERS PRESENT: Mrs. Jester, Mrs. Adrianopoli, Mr. Oliver, Mr. Madden, Ms. Teasdale, Mr. Holmberg, Mrs. Jones, Mr. Hanrath and Mr. Ericson

TIME MEETING BEGAN:
7:30 p.m.

Pledge of Allegiance

Public Comments
Mrs. Jester, a resident of the Sarah’s Grove, the neighborhood just west of the Central Library, said that she feels more landscaping is needed on the berm because of the noise level of various library activities. (In 1999, Mrs. Jester also requested that the Board approve additional landscaping on the berm because of the library noise problem. At that time, the Board contributed $2,385.00 for additional landscaping on the berm behind Mrs. Jester’s property). It was mentioned that the berm is really controlled by the Town Square Owner’s Association and not by the Library. The address of the association will be given to Mrs. Jester. She also mentioned that the carpet cleaning equipment is noisy. Mr. Madden mentioned that one carpet cleaning company did use the north entrance to the Library for their equipment, even though they were suppose to use the south garage area. That company has been informed that using the north entrance is not acceptable.

Trustee Comments.
None.

Minutes.
It was moved by Mr. Hetzer and seconded by Mrs. Scott that:
The minutes of March 20, 2006 be approved.
Motion passed unanimously.


It was moved by Mr. Hetzer and seconded by Mrs. Jonen that:
The minutes of February 20, 2006 be approved.
Motion passed unanimously.

Staff Reports.
Mr. Holmberg, a long-term reference librarian, had been invited to the Board meeting because the Board wanted to acknowledge his expertise on Napoleon and the fact that he is considered one of the top experts in the world on Napoleon. Mr. Ericson, the Library’s Business Liaison, then appeared and gave an overview of his position and how the business community is served.

Mr. Lyons reported on the recent Public Library Association Conference that was held in Boston. He did attend along with four staff members. He found the programs very valuable and gave some information on two programs: an RFID discussion and a Succession program dealing with issues relating to staff retirements.

Hanover Park Branch Library.
Mr. Oliver then gave a report on the status of the new Hanover Park Branch Library. The move from the old library to the new one is complete. The new library will open on Wednesday although the Grand Opening will be on May 6th. He gave the status of the punch list, those items that have not been completed or have not been completed properly. There are still some major problems with Applied Communication, the low voltage contractor.

It was moved by Mr. Lucas and seconded by Mr. Frankel that:
A payment of $236,666.00 to the contractor Bulley and Andrews be approved.
Roll call vote:
  Mr. Hetzer     Yes
  Mr. Lucas     Yes
  Mrs. Jonen     Yes
  Mr. Frankel     Yes
  Mr. Radly     Yes
  Mrs. Scott     Yes
  Mr. Lyons     Yes

As far as the landscaping bids are concerned, the low bidder had not included the required notary seal nor had supplied required documents such as the Contractor Certification and Sexual Harassment Certification.

It was moved by Mr. Frankel and seconded by Mr. Lucas that:
The second lowest landscaping bid by Atrium for $24,208.75 be accepted.
Roll call vote:
  Mr. Hetzer     Yes
  Mr. Lucas     Yes
  Mrs. Jonen     Yes
  Mr. Frankel     Yes
  Mr. Radly     Yes
  Mrs. Scott     Yes
  Mr. Lyons     Yes

Landscaping will begin at the end of April.

It was moved by Mrs. Jonen and seconded by Mr. Radley that:
Change orders #12, #21-#25 be approved.
Motion passed unanimously.

Hoffman Estates Branch Library.
Mr. Oliver then gave a report on the Hoffman Estates Branch Library. There have been a number of leaks there and he has been examining the building trying to determine the cause of the leaks. He believes that the building is located on land where there is a very high water table. The outside drains along the side of the building need to be examined to make sure that they are not clogged and that the water is being properly drained. Mr. Madden mentioned that a number of years ago in the previous branch library at this same location there was a crack in the concrete floor and water rose up from underneath the building through that crack.

Mr. Radley asked if there were any problems with leaks or mold in the ventilation system or on the roof. Mr. Oliver said that there is no evidence of this.

Delivery Study.
Mr. Hetzer noted that he had been reading about a study involving the Skokie Public Library being part of a project delivering materials directly to user’s homes. He wondered if our library was considering something similar. Mr. Madden said that this project also involves two other libraries and when the results of the study are completed, our library should investigate whether any of the approaches are suitable for this institution.

NSLS Report.
Mr. Lyons mentioned an article by Sarah Long praising one of our reference librarians for his assistance with a patron seeking information on saving her eyesight. He also reported on two library visits he had recently: McHenry Nunda and Aurora libraries.

Plan of Service Committee Meeting.
Mr. Madden distributed the packets for this coming Sunday’s Plan of Service Committee meeting.

Committee Meetings.
The following committee meetings were scheduled:

  Friday, May 12th.   6:00 p.m.  Facility and Equipment Committee.
  Monday, May 22nd.   7:00 p.m.  Extension Committee
  Wednesday, May 24th.   7:00 p.m.  Personnel Committee
  Monday, June 5th.   7:30 p.m.  Budget Committee

Theft of CD’s.
A report by Mrs. Napier showing an increase in the amount of thefts of cd’s as well as some possible solutions had been included in the Board packet. The Board said they would like to explore this issue further at the Plan of Service Committee meeting.

Treasurer’s Report.
Mr. Lucas said that he had examined all financial reports and feels at this time that the Library will have a surplus of around $500,000.00 for the 2005-2006 fiscal year. He asked that the accountant check whether Harris would be able to raise their rate to match the Illinois Fund. This item needs to be reviewed at the next Board meeting.

Disposal of Remaining Furniture at the Old Hanover Park Branch Library.
Mr. Madden reported that there will be some furniture remaining at the old Hanover Park Branch Library that none of our departments feel will be used in the next few years. He would like Board permission to sell off any remaining items. Mr. Hetzer suggested that first it would be good to determine if any non-profit groups such at the Vogelei Barn Youth Center or the Youth Group in the Schaumburg Village Barn have any need for such furniture.

Update On Impact Fees.
Mr. Lyons reported that he had met with the Schaumburg Village Manager to discuss whether the Village of Schaumburg would pay any impact fees to the Library for new construction. At this time there is little remaining residential construction but the issue will be looked into further.

Library Director’s Annual Evaluation.
A proposed schedule for a 2006-2007 library director’s annual evaluation was presented. After the Plan of Service Committee has completed their list of priorities, goals for the Library Director will be determined in line with overall library goals. The Board will then evaluate in May, 2007.

Auditor.
An advertisement requesting auditing proposal was run in the Daily Herald. Six inquiries were received. However, only two of the firms decided to bid:

  McClure, Inserra and Company   $10,600.00
  Sikich LLP   $10,500.00*  (*$10,500 per year is for a three-year engagement.)

The references for both firms were excellent. Mr. Frankel said that it would be good to have a different firm since it would be a fresh look at our finances. Mr. Hetzer said that state statutes suggest a change every three years and it would be good to change auditing firms.

It was moved by Mrs. Jonen and seconded by Mr. Lucas that:
An engagement contract for three years be offered to the firm of Sikich LLP.
Roll call vote:
  Mr. Hetzer     Yes
  Mr. Lucas     Yes
  Mrs. Jonen     Yes
  Mr. Frankel     Yes
  Mr. Radly     Yes
  Mrs. Scott     Yes
  Mr. Lyons     Yes

Mr. Hetzer suggested that combining audits with other local governments could result in some additional savings.

Intergovernmental Agreement With Hanover Park.
Since there was no quorum at the March Board meeting, the following action taken that evening needs to be reaffirmed.

It was moved by Mr. Hetzer and seconded by Mrs. Scott that:
The intergovernmental agreement with the Village of Hanover Park be approved.
Motion approved unanimously.

Executive Session.

It was moved by Mr. Frankel and seconded by Mrs. Jonen that:
The Board go into Executive Session at 9:08 to discuss a personnel matter.
Roll call vote:
  Mr. Hetzer     Yes
  Mr. Lucas     Yes
  Mrs. Jonen     Yes
  Mr. Frankel     Yes
  Mr. Radly     Yes
  Mrs. Scott     Yes
  Mr. Lyons     Yes

It was moved by Mrs. Jonen and seconded by Mr. Radley that:
The Board leave Executive Session at 9:28.
Roll call vote:
  Mr. Hetzer     Abstain
  Mr. Lucas     Yes
  Mrs. Jonen     Yes
  Mr. Frankel     Yes
  Mr. Radly     Yes
  Mrs. Scott     Yes
  Mr. Lyons     Yes

Adjournment.
It was moved by Mr. Lucas and seconded by Mrs. Jonen that:
The Board adjourn.

Motion passed unanimously.

Time of Adjournment.
9:29 p.m.