LOCATION: Conference Room in Central Library

BOARD MEMBERS PRESENT: Mr. Frankel, Mrs. Froehlich, Mr. Lyons, Mrs. Miller, Mrs. Scott, and Mr. Sesso

BOARD MEMBERS ABSENT: None

OTHERS PRESENT: Ms. Couture, Mr. Sesso, Mrs. Sesso, Mr. Froehlich, Mr. Garvey, Mr. Madden, Mrs. Frankel, Mrs. Jonen, Mrs. Jones, Mr. Miller, Mr. Peterson, Mr. Iosco, Ms. Sloan and Mr. Kiefer

TIME MEETING BEGAN:
7:30 p.m.

Pledge of Allegiance

Swearing In of New Trustees
Judge Iosco swore in both Mrs. Froehlich and Mr. Sesso as new trustees.
Mrs. Scott swore in Mrs. Miller

Election of Officers
It was moved by Mrs. Miller and seconded by Mr. Lyons that:
Anita Scott be nominated for the position of Board President.
Motion passed.

Mrs. Froehlich asked if Mrs. Scott could state her position on the matter of the vacancy issue for Library Trustee. Mrs. Scott said she would do that when that matter came up on the agenda but not at this time.

It was moved by Mr. Lyons and seconded by Mrs. Miller that:
Anita Scott be declared President by acclamation.
Motion passed with Mrs. Froehlich and Mrs. Scott abstaining.

It was moved by Mr. Lyons and seconded by Mrs. Miller that:
Robert Frankel be nominated for the position of Treasurer.
Motion passed.

It was moved by Mr. Lyons and seconded by Mrs. Miller that:
Robert Frankel be declared Treasurer by acclamation.
Motion passed with Mr. Frankel abstaining.

It was moved by Mr. Frankel and seconded by Mrs. Miller that:
Robert Lyons be nominated for the position of Vice-President/Secretary.
Motion passed

It was moved by Mr. Frankel and seconded by Mrs. Miller that:
Robert Lyons be declared Vice-President/Secretary by acclamation.
Motion passed.

Public Comments.

Trustee Comments.
Mr. Frankel thanked Mr. Sesso for his recommendation for Tom Hutchinson as the consultant for the Hoffman Estates Branch Library water issue. Mrs. Miller noted that the exhibit of the lego space ship is outstanding and Mr. Javocic should be commended for having this display.
Mrs. Scott then read a note from Mr. Radley thanking the Board for their farewell luncheon for him. She noted that the current issue of the Illinois Library Reporter does mention Mr. Sesso in an article about younger trustees on library boards. She also distributed material on the new children’s memorial being sponsored by the Village of Hoffman Estates. She asked that the Board consider sponsoring one of the statues to be placed in the memorial garden.

Minutes.
It was moved by Mr. Lyons and seconded by Mrs. Scott that:
The minutes of May 14, 2007 be approved.
Motion passed.

Director’s Report.
Mr. Madden reviewed Building and Equipment Fund, trustee appointments, the summer concert brochure and the open meetings act. Mr. Lyons asked that thank you notes go out to all of the supporters of the summer concert brochure. Mrs. Miller reviewed library statistics. Mrs. Froehlich asked about the decline in use of the Youth Services information desk. Mr. Madden said that there are often variations in statistics from month to month. To get a better picture of trends, it is best to look at statistics over a one-year period. Such an annual report will be prepared for the July Board meeting.

Youth Services Report.
A Youth Services report was distributed and reviewed.

NSLS Representative.
Mrs. Scott reported that a new NSLS Board has been elected. She also distributed a brochure on “talking points on systems.” She also reviewed the trustee training classes run by the system.

Treasurer’s Report.
Mr. Frankel did a review of the different accounts held by the library. He also reported on accumulations as well as the capital projects that needed to be funded in the next few years. He anticipates that the library will have a surplus of around $1,000,000 this fiscal year which will be transferred to support needed capital improvements.

Ethics Ordinance and Open Meetings Act.
Mr. Lyons asked that this be placed on the agenda. He wanted all Board members to have the opportunity to review these important documents. Mrs. Miller highlighted that inappropriate emails between Board members could also be a violation of the Open Meetings Act.

Hoffman Estates Branch Library Update Report on Leaks.
A review of all of the corrections that needed to be made to the Hoffman Estates Branch Library was reviewed. According to the consultant Tom Hutchinson, the needed corrections have been completed. He also stated in an email distributed to the Board that the windows currently in place were improperly installed. After removal and reinstallation of the windows in which moisture intrusion is occurring below, the interior moisture intrusion has stopped. The windows themselves are not leaking per se and thus appear to have been specified correctly. At this time, the cause of the moisture infiltration appears to be the result of poor workmanship on the part of the glazing (window) unit installer.
Mr. Lyons asked if there were any roofing issues or if any leaks from the roof continue. He also asked if the cracks in the wallboard have been corrected. Reports on these matters will be obtained. It was recommended that the report on this matter be sent to former trustees, the architect, the owner’s representative and the contractor.

Preliminary Budget for 2007-2008.
It was moved by Mr. Frankel and seconded by Mrs. Miller that:
The preliminary budget for 2007-2008 be approved.
Roll call vote:
   Mr. Sesso     Yes
   Mr. Frankel     Yes
   Mr. Lyons     Yes
   Mrs. Miller     Yes
   Mrs. Froehlich     Yes
   Mrs. Scott     Yes

Setting of Time, Place and Dates of Regular Board Meetings.
It was moved by Mr. Lyons and seconded by Mrs. Froehlich that:
The Board meetings be changed to Mondays starting in July 2007.
Motion passed.

Resolutions For Library Trustees.
Mrs. Froehlich asked about the procedure for issuing resolutions. Mrs. Scott said that resolutions honoring various persons for their contributions to the library can be suggested by any Board member. Mr. Lyons asked that a resolution for Mr. Hetzer be prepared for the July Board meeting.
It was moved by Mr. Lyons and seconded by Mr. Frankel that:
Resolutions honoring Mr. Lucas, Mr. Radley and Mrs. Jonen be approved.
Motion passed.

Resolution Authorizing Transfer of General Funds to Building and Equipment Fund.
It was moved my Mr. Fankel and seconded by Mrs. Miller that:
A resolution transferring $1,399,371 from General Funds to the Building and Equipment Fund be approved.
Roll call vote:
   Mr. Sesso     Yes
   Mr. Frankel     Yes
   Mr. Lyons     Yes
   Mrs. Miller     Yes
   Mrs. Froehlich     Yes
   Mrs. Scott     Yes

Use of Rasmussen Room by School District #54.
It was moved by Mr. Lyons and seconded by Mrs. Miller that:
School District #54 may use the Rasmussen Room on September 20th and September 27th.
Motion passed.

Statue At the Village of Hoffman Estates.
It was moved by Mrs. Miller and seconded by Mrs. Froehlich that:
The Library participate in the children’s memorial garden at the Village of Hoffman Estates by purchasing with money from the Art Fund a statue of a child reading.
Motion passed.

Appointment To The Vacancy On The Library Board.
There was a very lengthy discussion about how to fill the vacancy on the Library Board created by the resignation of Trustee Hetzer. It began by Mr. Madden giving background on how such appointments were handled in the past.
It was moved by Mr. Frankel and seconded by Mrs. Miller that:
The Board go into executive session at 7:43 p.m. to discuss this matter.
Roll call vote:
   Mr. Sesso     Yes
   Mr. Frankel     Yes
   Mr. Lyons     No
   Mrs. Miller     Yes
   Mrs. Froehlich     No
   Mrs. Scott     Yes

When the purpose of an executive session was reviewed, the Board could discuss in executive session candidates for the Board but they could not discuss whether this vacancy should be filled by an immediate appointment or by interviews followed by an appointment. It was then decided it would be inappropriate to go into executive session.

The Board members where then surveyed on their opinions relating to this vacancy.

Trustee	Opinion
Sesso	He recommended interviewing candidates. Other governmental units such as the Park District and the Village of Hoffman Estates are presently interviewing and he feels the Library should follow with the same process.
Froehlich	She would also like to see the process opened to interviews. She agreed that the Library should adopt the same process that these other governmental units are following.
Frankel	He feels it is important to select the very best candidate and that there is such a candidate with experience (Ruth Jonen) available and able to serve this two-year term.
Lyons	No comments
Miller	No comments
Scott	She mentioned that Ruth Jonen had asked to still be involved with the library by an appointment as a non-Board member to the Personnel Committee. She then went on to list accomplishments of Ruth Jonen as well as how the library has advanced during the years that Ruth was on the Board.

Mr. Lyons added that the Village and Park District did open their process to interviews because they had no former Board member to select. Mrs. Miller also noted that this is the case for the Village of Hoffman Estates. Mrs. Froehlich then stated that an open process as well as experience is important. She noted that Mrs. Jonen’s attendance has been weak in the past year. Mrs. Jonen explained that she had been elected president of her national association and that position required a lot of travel. Mr. Madden then checked attendance records and noted that in previous years, Mrs. Jonen had very good attendance. Mrs. Jonen also explained that her commitment to her professional association is not as intensive and that she would be able to attend Board meetings regularly.
Mr. Sesso commented that there is over one hundred years of experience on the Board and that it is important to incorporate new members to replace those experienced members who may be leaving the Board in the coming years. Mrs. Froehlich stated that this is a major concern of hers. There could be considerable attrition in two years and now is the time to groom new members. Mr. Frankel then said that Mrs. Jonen brings a skill to the Board that no one on the Board has. As supervisor of over one hundred employees, Mrs. Jonen is an expert in personnel matters and has been a real important contributor in this area.

It was moved by Mrs. Miller and seconded by Mr. Frankel that:
The Board select a person to fill the vacancy.

Mr. Frankel said that we could interview but that would delay the process considerably. Also, there is no guarantee that anyone selected would run in two years. You could also have the issue of limited experience. Mr. Lyons says that he hesitates on interviewing if there are already qualified candidates available. Mrs. Scott said that Mrs. Jonen was once appointed by the Board after a lengthy interview process. Mrs. Miller felt that interviews are not the way to go. Mrs. Froehlich said that interviewing is an opportunity to attract new talent and to groom a new Board member. Mr. Frankel said there was just an election and if someone was really interested why didn’t they run for election. Mrs. Miller said that Pam Nelson is also a very good candidate and she only lost by a few votes.

Roll call vote:
   Mr. Sesso     No
   Mr. Frankel     Yes
   Mr. Lyons     Yes
   Mrs. Miller     Yes
   Mrs. Froehlich     No
   Mrs. Scott     Yes

It was moved by Mr. Frankel and seconded by Mr. Lyons that:
Ruth Jonen be appointed to fill the balance of Mr. Hetzer’s term.
Roll call vote:
   Mr. Sesso     No
   Mr. Frankel     Yes
   Mr. Lyons     Yes
   Mrs. Miller     Yes
   Mrs. Froehlich     No
   Mrs. Scott     Yes

Swearing In Of Mrs. Jonen.
Mrs. Scott then swore Mrs. Jonen in as a new Board member.

Adjournment.
It was moved by Mrs. Miller and seconded by Mr. Sesso that:
The meeting adjourn.
Motion passed unanimously.

Time of Adjournment.
9:23 p.m.