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: Mrs. Jonen
OTHERS PRESENT: . Madden, Mr. Scott, Mr. Miller, Mrs. Adrianopoli, Ms Teasdale, Mr. Juergensmeyer and Mr. Singer
TIME MEETING BEGAN:
7:30 p.m.
Pledge of Allegiance
Public Comments
Trustee Comments.
Mrs. Scott read a letter from Mrs. Presley thanking the Board for the resolution honoring her work with Schaumburg Township history. Mrs. Miller noted that she enjoyed the comments from former employee Adeline Olson on the early history of this library.
Minutes.
It was moved by Mrs. Miller and seconded by Mrs. Froehlich that:
The minutes of June 19, 2007 be approved with one correction, changing a misspelling of guarantee on page three.
Motion passed unanimously.
Attorney Juergensmeyer.
The Library’s attorney John Juergensmeyer attended the Board meeting to review legal issues and to answer any questions that members of the Board may have. He first explained the powers of the President of the Board in dealing with Board decorum. Then he discussed the open meetings act and under what circumstances emails among Board members is appropriate. Emails that are informational are fine but emails that involve decisions and discussion probably would violate the open meetings act.
Mrs. Froehlich asked about the role of executive sessions in relationship to the appointment of trustees. He stated that executive sessions are appropriate when there is discussion of candidates. As far as discussing procedures in executive session, this is probably not appropriate unless the discussion of procedures is coupled with the discussion of candidates. So, sometimes matters like this are grey and are not clear-cut. Mrs. Froehlich then asked about executive minutes and how long they should be kept. Mr. Juergensmeyer recommended that tapes be kept for six months. He also stated that it is important for the Board to review executive minutes and to release them in a timely fashion.
Mrs. Froehlich asked how are personal attacks handled in Robert’s Rules of Order? Is that anything pertaining to that? Mr. Juergensmeyer responded that in the formal Robert’s Rules of Order based on the US Congress there are no personal attacks at all. Mrs. Scott apologized stating that she certainly did not mean to offend anyone when she made a comment last month about a facial gesture but she was concerned about inappropriate gestures. Mr. Juergensmeyer then discussed inappropriate gestures and how under certain circumstances such gestures could be considered disruptive. The law does allow videotaping Board meetings and that would be the best way to monitor such matters.
Mr. Juergensmeyer then discussed that he receives direction from the President of the Board and from the Library Director on what legal matters to review. If other Board members have concerns, they need to raise these matters at a Board meeting rather than contact him directly. Mrs. Froehlich asked if an opinion given by the attorney could be emailed to the Board and Mr. Juergensmeyer said that would be appropriate as long as there is no discussion on the matter outside of a regular Board meeting.
Tentative Budget and Appropriation Ordinance.
It was moved by Mr. Frankel that:
The Tentative Combined Annual Budget and Appropriation Ordinance for Library Purposes for the Fiscal Year 2007/2008 be approved.
Roll call vote:
Mr. Sesso Yes
Mr. Lyons Yes
Mr. Frankel Yes
Mrs. Miller Yes
Mrs. Froehlich Yes
Mrs. Scott Yes
Extension Department.
Mrs. Adrianopoli had distributed a report on the Extension Department to the Board. Mr. Lyons asked about computers for the disabled and whether more are needed. Mrs. Adrianopoli said there are now two and there really is no space for a third computer unless other equipment is rearranged or eliminated. She then continued to explain other equipment available for the disabled. Mrs. Miller mentioned that she had seen a page turner at the ALA Conference.
Mrs. Adrianopoli then went on to explain the various sites served by the department including nursing homes, senior centers, retirement complexes, the train station and others.
Statistics Review.
Mr. Madden had prepared a report comparing our recent annual statistics to the previous fiscal year as well as to five years ago. The biggest increases are in remote services relating to the use of the Library’s web page. Mr. Lyons asked about wireless users and Mr. Madden said that he would email additional information on the wireless system. Mr. Frankel then reviewed the reciprocal borrowing and the interlibrary loan statistics. Reciprocal borrowing has actually gone down a little while interlibrary loan has increased greatly. He expressed concern about the costs for interlibrary loan. Ms. Teasdale said that our interlibrary loan costs are lower than most libraries because our OCLC costs have been subsidized through a State contract. Mrs. Froehlich asked if that contract would be expiring and Mr. Madden said that it was just renewed.
NSLS Representative.
Mrs. Scott said she missed the last NSLS meeting because she was in Germany. She then mentioned that the system is running a number of trustee training programs in the coming months.
Committee Appointments.
Mrs. Scott would like to hear from Board members on what committees they would like to serve. Mr. Madden will email a committee listing from last year to everyone.
Treasurer’s Report.
Mr. Frankel reported that the fiscal year has ended and the library will have a surplus of funds approaching a $1,000,000.00. He also noted that this is good since 2008-2009 will be a deficit year because of the large amount of capital expenditures that are necessary. Investments generated over $600,000 in interest this last year. Mrs. Froehlich asked about how investments are managed. It was decided that it would be best to have our investment manager appear before the Board in the next few months to review the investment situation.
Hoffman Estates Branch Library.
Mrs. Adrianopoli reviewed the work done at the Hoffman Estates Branch Library to correct the leaks. Most of the work has now been completed. Mrs. Scott noted that we have had some leakage in the pipes on the south side of our Central Library and that recently was corrected at a cost of $5,000.00
Automobiles.
Library received the following bids for the purchase of two Chevrolet Uplander vans:
| Dealer | Price |
|---|---|
| Woodfield Chevrolet | $35,496.76 |
| Biggers Chevrolet | $35,078.00 |
| Wickstrom Chevrolet | $35,000.00 |
ALA Conference.
Mrs. Miller noted that she is presently chair of the American Library Trustee Association’s Intellectual Freedom Committee and that she recently attended the ALA Conference. One of the major issues is RFID systems. Board members asked several questions about RFID systems and an update will be given on RFIDs to the Facility and Equipment Committee when they meet next spring.
State Fair and Bronze Statues.
Mrs. Scott gave two updates. The State Library will have a booth at the State Fair. Also she is obtaining catalog information on the different bronze statues that could be purchased for the children’s memorial in the Village of Hoffman Estates.
Adjournment.
It was moved by Mr. Frankel and seconded by Mr. Sesso that:
The meeting adjourn.
Motion passed unanimously.
Time of Adjournment.
8:55 p.m.