LOCATION: Hoffman Estates Branch Library

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

BOARD MEMBERS ABSENT: None

OTHERS PRESENT: Mr. Hanrath, Mr. Kleffman, Mr. Peterson, Mrs. Adrianopoli, Ms. Teasdale, Mr. Sesso, Ms. Kotzamanis, Mr. Carlson, Mrs. Froehlich, Mrs. Rozek, Mrs. Jones, Mrs. Napier, Mr. Beechler, Mr. Terry Philippas, Mrs. Philippas, and Mr. George Philippas

TIME MEETING BEGAN:
7:30 p.m.

Pledge of Allegiance

Public Comments.
Mr. Kleffman of Hoffman Estates had asked to speak to the Board. He distributed a written report and then spoke. Mr. Kleffman highlighted a number of services that he had received in recent years from the library. He noted that many of those services are hard to quantify and that the Board can not just evaluate services from a pure dollars and cents point-of-view. Many contributions made by the library do not lend themselves to strict financial analysis. He feels that the staff is exceptional.

Mrs. Froehlich then spoke about the café lease. She feels that there is no urgency for the Board to act on that lease this evening and that the matter should be studied in greater detail. Ms. Kotzamanis supported her position. A Mr. Beechler said that he can not understand why so much attention has been given to this café matter in the press.

Trustee Comments.
Mr. Hetzer distributed a memo dealing with the café and then he went through the various points on the memo. He had a number of concerns about the timing of the approval of the lease, the fact that the Library’s cancellation of the lease clause was too strict and not equivalent to the cancellation privileges of the lessee, the cost and other matters.

Minutes.
It was moved by Mr. Lyons and seconded by Mr. Hetzer that:
The March 20, 2007 minutes be approved with the addition of the brand name of the laptops being purchased.
Motion passed unanimously.

Digitized Local History Grant Project.
Ms. Teasdale and Mrs. Rozek then gave a presentation on the digitized local history grant project. They also showed clippings of two of the videos that have been digitized. One clipping was an interview with a long time Schaumburg resident and the other one was a Schaumburg farm scene in the 1940’s. Mrs. Rozek also distributed a new book Schaumburg’s Woodfield Mall, a title where the Library has made a number of contributions.

Director’s Report.
The Director’s Report was mainly on the Hanover Park Branch Library. It is now one year since that facility opened. Mr. Hanrath noted that use is up 46% at the new facility. Mr. Lyons asked about the pipe that had burst at the branch. There have been no additional problems.

NSLS Representative.
Mrs. Scott said that the NSLS meeting will be held soon. Mr. Lyons mentioned that the new trustees might want to attend the NSLS trustee training sessions
Mrs. Scott also reported that our library has received a $158,858.02 per capita grant award from the State.

Plan of Service Committee.
Committee packets were distributed and the committee will meet next Sunday evening.

Treasurer’s Report.
Mr. Lucas noted that both income and expenses are in good shape and he projects a balance for the fiscal year of around $400,000.00. Mr. Hetzer asked why American Library Association membership costs vary among staff. ALA memberships are based upon the salary received; the higher the salary the more the membership costs.

Bylaws Amendment.
Mrs. Scott read a letter from the Library’s attorney that bylaws can be passed and amended in resolution form rather than ordinance form. Mr. Hetzer asked that a bylaws resolution then be prepared for the May Board meeting. Mrs. Jonen noted that she is happy that this issue has been raised and is now clarified.

Café Report.
Mrs. Jonen gave an extensive report on the café including a complete history of the operation. She noted that a committee consisting of herself as chair, Anita Scott, and Mike Madden has met with the current café renter and has reviewed all of the records relating to the café. Mrs. Napier who was on the original café committee has also supplied some background information. Mr. Hetzer felt that there is no reason why the Board needs to deal with this matter this evening and that it could be considered at a later Board meeting closer to the expiration of the present lease.
Mrs. Scott read a letter from the attorney on the café. That letter highlighted that the café does not have to be bid out and that the Board has the authority to negotiate a lease. Mr. Radley complimented the present café operator for the great job he has done. Mrs. Scott said that it is evident that the present café lessee is doing a wonderful job, providing the service that is needed.

It was moved by Mr. Hetzer that:
Discussion about the café be tabled until the new Board takes office.
There was no second and this motion died.

Mr. Lucas said that there is clear evidence of numerous failures of library cafes, including the recent closure of the café at the Naperville Public Library. What we have presently is working well and providing excellent services to the public and staff. Mr. Radley asked if staff members present would be willing to give their comments on the café. Several staff members responded, all stating that their experiences with the café have been very positive. Ms. Teasdale mentioned that she formerly was on the staff of the downtown library in Portland, Oregon. That library’s café, a Starbucks café, recently failed and closed.

Mr. Frankel said that it is obvious that there are no service issues relating to the present café renter. It appears to him that politics and money are what is motivating some to question the extension of the lease. Mr. Hetzer then noted that the provision for the cancellation of the lease on the part of the lessor is just too strict and that it should be the same 120 day notice that the lessee presently has.

There was then a question about continuing to discuss this matter in an executive session. Mr. Madden said that according to our lawyer only the cost of the lease could be discussed in an executive session.

Mr. Lyons mentioned that he too is aware of several library café failures. Mr. Hetzer would like to see more flexibility in the lease and he feels some of the present terms in the amendment are too restrictive and that it is not appropriate for the Board to make a decision that will hamper future Boards. Mr. Radley said that boards are always making decisions based upon the best information that they have and sure these decisions will impact future board.

Mrs. Jonen said that she has thirty years of experience in the food services industry and that she as a professional in this industry feels that these proposed additions are valid and necessary. She also feels that candidates for the Board have been misleading the public on this issue so it is especially important that the issue be addressed at this time. Mr. Hetzer recommends that there be a 120 day notice on the part of the Board if they decide to cancel the lease. Mr. Frankel feels that service issues are the main reason for canceling a lease. Mrs. Jonen then read the cancellation clause and recommended that for continuity and security reasons these additions to the lease be approved.

It was moved by Mrs. Jonen and seconded by Mr. Radley that:
The following additions to the lease be approved:
If Library management identifies problems of service quality or violations of the lease agreement, a written notice specifying the problem area(s) will be sent to the Lessee. The Lessee will be given no less than thirty (30) nor more than forty-five (45) days to address the issue(s). If the problem(s) is not satisfactorily resolved, the Lessor may terminate the lease for cause with a sixty (60) day notice. Café lease be extended to June 30, 2018. Effective July 1, 2007 the café rent will be "increased" for the coming year by the latest reported annual Consumer Price Index (CPI) increase since June, 2006 and will be readjusted annually on July 1st by the annual CPI increase since the previous rent increase.

Roll Call Vote:
Mr. Radley     Yes
Mr. Frankel     Yes
Mrs. Jonen     Yes
Mr. Lyons     Yes
Mr. Lucas     Yes
Mr. Hetzer     No
Mrs. Scott     Yes

Update on Hoffman Estates Building Issues.
A report prepared by Mr. Hutchinson on the problems at the branch was presented. Mr. Hetzer withdrew his agenda item on considering another consultant. The Board wants to review this report and discuss it in May.

Laptop Use Policy.
Ms. Teasdale distributed a proposed laptop use policy. Mr. Hetzer asked that it be reviewed first by the Library’s attorney. The document will be sent to the attorney and then discussed in May. Mrs. Scott suggested that because of the diversity of our population, policies like this be also prepared in other languages.

Resolutions.
It was moved by Mr. Hetzer and seconded by Mr. Radley that:
A resolution honoring LaVonne Presley for her work in videotaping older residents of the community be approved.
Motion passed unanimously.

It was moved by Mr. Hetzer and seconded by Mr. Lyons that:
A resolution honoring the library staff be approved.
Motion passed unanimously.
Mr. Frankel noted that the resolution is nice but that the staff always welcomes decent salary increases.

Other Matters.
Mr. Radley asked for an update on the summer concert brochure. Mrs. Scott wanted to know if the program calendar will be available this summer. Yes, the calendar has been prepared. Mr. Radley asked about his job club suggestion. Ms. Teasdale gave an overview of the employment programs that will be offered here this fall. Mr. Lucas said that he would like an opportunity at the end of the May Board meeting to give some of his thoughts about the future of the library. Mr. Frankel said that it has been an honor to have been on the Board with the three Board members leaving the Board. Since he will not be here in May, he wanted to thank them for their service.

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

Time of Adjournment.
9:35 p.m.