Prospect Heights Public Library Board of Trustees

March 21, 2012 Board Meeting Minutes

MINUTES OF THE MEETING OF THE PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES HELD MARCH 21, 2012


I. CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:00 p.m.

Roll Call: Present: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Absent: None
Also Present: Judith Stetina, Executive Director McCully, and Greg Mueller (7:05)


II. APPROVAL OF MINUTES

Trustee Peterson moved, seconded by Trustee Purcell, to approve the minutes of the regular Board meeting held on February 29, 2012 as presented.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None


III. PUBLIC COMMENTS

None.


IV. ATTORNEY'S REPORT

None.


V. COMMUNICATIONS

Judith Stetina thanked trustees for the opportunity to attend the Public Library Association (PLA) Conference. It was an interesting and informative event.

Annual LACONI Trustee Dinner is scheduled for April 20 in Lombard. Please let Judith know if you are interested in attending.


VI. TREASURER'S REPORT
 
Trustee Penick presented the following information.

As of February 29, 2012
Cash on Hand	$150.00
Library Petty Cash	784.13
NOW Checking Account	240,224.59
Checking - Deferred Medical	2,996.42
Illinois Funds	4,230,508.26
Illinois Funds - EPAY	1,371.13
	$4,476,034.53

Trustee Penick moved, seconded by Trustee Berman, to approve the Combined Statement of Assets in the amount of $4,476,034.53.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None   
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Berman, to approve the list of disbursements for March 21, 2012 in the amount of $167,867.27.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Berman, to approve the transfer of $175,500 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None


VII. EXECUTIVE DIRECTOR'S REPORT

A.  Building & Grounds Report
Greg reported on the status of TV, lights, ovens, HVAC, and other projects in and around the Library. He will obtain information for the Building & Grounds Committee to consider regarding door and curb work.

B. Ride the Reading Express Winter Reading Program
Enrollment seems to have reached a plateau, but the percentage of active participants is increasing, which bodes well for the program.

	2012    Ride the Reading Express		2011 Master the Arts READ		2010   Cure Cabin Fever
Total enrollment	159		183		158
Staff	39		41		41
Patrons	120		142		117
Completed logs	266		268		223
Active participants	91		83		74
% active participants	57%		43%		46%

Total 266 completed book logs compared to 268 last year.

91 participants qualified for the grand prize an increase of 8 patrons (12%) from last year.

C. Wolves Winter Reading Club for Children
The annual Wolves Winter Reading Club for children was very successful again this year.  From January 23 to March 3, 2012, children (ages birth - 8th Grade) were invited to join the Wolves Winter Reading Club. This year participants were required to come to the Library once a week during the program to win prizes. Total: sign-ups 175 (88 in 2011, 85 in 2010, 80 in 2009, 63 in 2008).

D. National Library Week, April 8-14, 2012
Staff members have planned many activities for adults and children in the Library during this week (See April calendars!).

E. Volunteer and Staff Recognition Luncheon, April 16, 2012
Volunteer Coordinator Alice Johnson has planned this annual event for Monday, April 16, 2012 in the Borland Room. Last year over 3367 hours were volunteered!

F.  Public Library Association (PLA) Conference
Alex Todd, Maureen Dunne, and Judith attended this biannual conference in Philadelphia. Alex was a speaker. There was a wide range of interesting programs relevant to public libraries.


VIII. COMMITTEE REPORTS

A. Building & Grounds Committee
Trustee Yager reported that he sent a letter two weeks ago informing Mr.Cacioppo of the Board’s decision regarding Argon Electric’s request for further consideration. Greg left the meeting at 7:17 p.m.

B. RAILS
Updated information continues to appear on the RAILS website. Some budgeted state funds for RAILS operation have been received. ILA's consultant report on the Future of Library Cooperation (FILC) including future delivery system configuration is under consideration.  Another RAILS update videoconference is scheduled for April 12 at their Wheeling location.

C. Chamber of Commerce
Trustee Kendall noted plans for the Chamber golf outing to raise money for scholarships.  Chamber scholarships are then available to anyone related to a Chamber member business.


IX. UNFINISHED BUSINESS

The Personnel Committee will meet on Monday, April 16 at 7:00 p.m. for the annual evaluation of the Executive Director.


X. NEW BUSINESS

None.


XI. ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 7:45 p.m.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President

 

February 29, 2012 Board Meeting Minutes

MINUTES OF THE MEETING OF THE PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES HELD FEBRUARY 29, 2012


I. CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:00 p.m.

Roll Call: Present: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Absent: None
Also Present: Indian Trails Public Library Trustee Doris Wagner, Judith Stetina, Executive Director McCully, and Greg Mueller (7:20)


II. APPROVAL OF MINUTES

Trustee Berman moved, seconded by Trustee Penick, to approve the minutes of the regular Board meeting held on January 25, 2012 as amended.

Roll Call: Ayes: Trustees Berman, Lahey, Penick, Peterson, and Yager
Nays: None
Absent: None
Abstain: Trustees Kendall and Purcell


III. PUBLIC COMMENTS

Visiting Indian Trails Trustee Doris Wagner was recognized as an observer. Trustee Berman noted Trustee Wagner's attendance at many area library board meetings including NSLS.


IV. ATTORNEY'S REPORT

None.


V. COMMUNICATIONS

President Lahey and Executive Director McCully received letters from Secretary of State Jesse White announcing the award to the Library of $14,431.86 in per capita funds for fiscal year 2012.

Trustees read letters from two staff members thanking the Board for recent service recognition awards and dinner.


VI. TREASURER'S REPORT

Trustee Penick presented the following information.

As of January 31, 2012
Cash on Hand	$150.00
Library Petty Cash	784.10
NOW Checking Account	188,127.96
Checking – Deferred Medical	2,996.42
Illinois Funds	4,069,707.03
Illinois Funds – EPAY	1,308.33
	$4,263,073.84

 

Trustee Penick moved, seconded by Trustee Berman, to approve the Combined Statement of Assets in the amount of $4,263,073.84.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Kendall, to approve the list of disbursements for February 29, 2012 in the amount of $212,997.43.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Kendall, to approve the transfer of $252,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None


VII. EXECUTIVE DIRECTOR'S REPORT

A. Building and Grounds Report
Executive Director McCully noted that all exterior lights were functioning due to recent replacement of some parking lot lights with more durable heads and to replacement of six bollard lights for improved safety. Window edges in the Borland Room have been painted to prevent glare. A large screen TV will soon be installed in the Lusk Room to aid computer training. Greg Mueller reported on Library gas/HVAC, plumbing, and roofing issues, pending cell phone antenna installation, and ongoing maintenance projects including interior light ballast replacements.

B. NSLS Legislative Breakfast Report - Monday, February 20, 2012
Trustees Berman and Kendall attended the ILA annual Legislative Breakfast on Monday, February 20 in Buffalo Grove. They reported on comments made by speakers and legislators regarding State funding for libraries, Internet filter mandates, and other library-related topics. A list was distributed of legislation to monitor on the state and federal levels.

C. Winter Staff Development Day - Friday, January 27, 2012
The Library was closed on Friday, January 27 for winter Staff Development Day. Rebecca Vnuk gave two excellent presentations about readers' advisory recommendations and connecting readers with books through the Internet. Each department had time to remind others of some services they considered "hidden treasures," and there was time for department meetings as well as some "housekeeping."

The Library's annual recognition dinner followed on Sunday, January 29. Service awards were distributed for 5-year service intervals, and recipients expressed their gratitude.

D. Volunteer Hours
More than 3367 hours were donated by library volunteers during 2011, including adult volunteers, Friends of the Library, junior volunteers, and Polish volunteers. Executive Director McCully noted the excellent work of Alice Johnson in assuming the position of Volunteer Coordinator and in compiling a comprehensive report of volunteer hours. He expressed appreciation for all the volunteers' efforts.


VIII. COMMITTEE REPORTS

A. Building & Grounds Committee
1) Vestibule Recommendations
Chairman Yager reported on recommendations from Christopher Burke Engineering personnel regarding replacement of curbing at the north entrance and east disabled parking to meet ADA standards. At Greg’s suggestion, we will also investigate installing electric melting coils under the sidewalk that is replaced near the main entry. Some questions remain regarding door replacement; it appears that brick piers at the entry may limit door options.

2) Argon Electric Status/Resolution
It was the consensus of trustees that thorough review of contract documents and additional documentation provided by Mr. Cacioppo following the Committee meeting with representatives of Argon Electric on December 8 does not provide convincing support for Mr. Cacioppo’s claim for additional payment. As Chair of the Committee, Trustee Yager will draft a letter to inform Mr. Cacioppo of the Board's decision.

Greg left the meeting at 8:15 p.m.

B. RAILS
Updated information continues to appear on the RAILS website. Su Bochenski, former Assistant Director of RAILS, is now Director of Lincolnwood Public Library. Availability of budgeted state funds for RAILS operation continues to be questionable. ILA received a report on the Future of Library Cooperation (FILC) including future delivery system configuration. The report is now being discussed, but since CCS does not receive State support as a Local Library System Automation Project (LLSAP), CCS participation in discussion to date has been limited.

C. Chamber of Commerce
No report.


IX. UNFINISHED BUSINESS

None.


X. NEW BUSINESS

Trustee Kendall mentioned that completing required IOMA training was tricky. Trustees should give Judith a copy of their completion certificate when they finish training later this year.

Rep. Elaine Nekritz has requested information regarding former Board President Charles Everett's service on the Library Board.

Trustees were reminded that the March Board meeting is scheduled for March 21, a week earlier than usual.

President Lahey appointed Personnel Committee members Purcell and Berman to conduct the annual review of the Executive Director by April 25.


XI. ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 8:38 pm.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President

January 25, 2012 Board Meeting Minutes

MINUTES OF THE MEETING OF THE
PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES HELD JANUARY 25, 2012


I. CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:05 p.m.

Roll Call: Present: Trustees Berman, Lahey, Penick, Peterson, and Yager
Absent: Trustees Kendall and Purcell
Also Present: Judith Stetina, Executive Director McCully, and Greg Mueller

Trustee Berman agreed to serve as Secretary pro tem.


II. APPROVAL OF MINUTES

Trustee Yager moved, seconded by Trustee Penick, to approve the minutes of the regular Board meeting held on December 28, 2012 as amended.

Roll Call: Ayes: Trustees Berman, Lahey, Penick, and Yager
Nays: None
Absent: Trustees Kendall and Purcell
Abstain: Trustee Peterson


III. PUBLIC COMMENTS

None.


IV. ATTORNEY'S REPORT

Attorney Smith sent a letter stating that all required levy documents were filed with the Cook County Clerk prior to the legal deadline.


V. COMMUNICATIONS

Trustees Berman, Lahey, Penick, and Peterson attended the annual State of the City/Village Chamber of Commerce luncheon today at Tuscany Restaurant in Wheeling. Prospect Heights Mayor Helmer and Wheeling Village President Abruscato reported on their communities. Mayor Helmer mentioned progress with City finances and completion of Phase I of road repairs. President Abruscato spoke of development projects underway in Wheeling.

Trustees read a letter from Wheeling Township Supervisor Michael Schroeder and Director of General Assistance Julie Villarreal thanking the Library for donations to the townships food pantry during the holidays. Executive Director McCully noted that the Library's Food for Fines program continues until the end of January.

Trustees also read a letter to the Library Staff Organization from WINGS Director Rebecca Darr thanking Library staff for donations.

Trustees noted with pleasure the birthday of Fran (Mrs. Henry) Levin, and a donation to the Library in her honor. A card was circulated for notes and signatures.


VI. TREASURER'S REPORT

Trustee Penick presented the following information.

As of December 31, 2011
Cash on Hand	$150.00
Library Petty Cash	784.07
NOW Checking Account	187,782.46
Checking - Deferred Medical	2,996.42
Illinois Funds	4,256,745.48
Illinois Funds - EPAY	1,260.27
	$4,449,718.70

Trustee Penick moved, seconded by Trustee Berman, to approve the Combined Statement of Assets in the amount of $4,449,718.70.

Roll Call: Ayes: Trustees Berman, Lahey, Penick, Peterson, and Yager
Nays: None
Absent: Trustees Kendall and Purcell
Abstain: None

Trustee Penick moved, seconded by Trustee Yager, to approve the list of disbursements for January 25, 2012 in the amount of $213,985.22.

Roll Call: Ayes: Trustees Berman, Lahey, Penick, Peterson, and Yager
Nays: None
Absent: Trustees Kendall and Purcell
Abstain: None

Trustee Penick moved, seconded by Trustee Yager, to approve the transfer of $201,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call: Ayes: Trustees Berman, Lahey, Penick, Peterson, and Yager
Nays: None
Absent: Trustees Kendall and Purcell
Abstain: None


VII. EXECUTIVE DIRECTOR'S REPORT

A. Building and Grounds Report
Greg Mueller reported on Library gas/HVAC issues, roof leaks, and ongoing maintenance projects including lights. HVAC is currently functioning properly.

Greg left the meeting at 8:01 p.m.

B. Winter Reading Clubs for Adults and Youth
Registration for the winter reading club for adults and high schoolers Ride the Reading Express has reached 140 since January 8. The closing date is February 29, so there is plenty of time to join, read, and win prizes!

The Chicago Wolves Reading Club started on January 23 and runs thru March 3. We are looking forward to a player visit this year on Thursday, March 1.

C. Technology Update
Trustees viewed the operating big screen TVs in the lobby/Circulation Department with their variety of messages for Library patrons about upcoming programs.

D. ILA Legislative Breakfast - Monday, February 20, 2012
The Illinois Library Association is sponsoring this year’s President’s Day Library Legislative Breakfast on Monday, February 20, 2012 from 8:30 - 10:30 a.m. at the Arboretum Club, 401 Half Day Road in Buffalo Grove.


VIII. COMMITTEE REPORTS

A. RAILS
Updated information continues to appear on the RAILS website. The Assistant Director of RAILS is leaving.

B. Chamber of Commerce
No report.


IX. UNFINISHED BUSINESS

Chairman Yager reported on communications with Argon Electric. Board discussion followed.

Trustee Penick conducted the semi-annual review of executive session records. She moved that records be preserved pending the next scheduled review. Trustee Peterson seconded.

Roll Call: Ayes: Trustees Berman, Lahey, Penick, Peterson, and Yager
Nays: None
Absent: Trustees Kendall and Purcell
Abstain: None


X. NEW BUSINESS

None.


XI. ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 9:46 p.m.


Respectfully submitted,
Kathy A. Berman
Secretary pro tem

ATTEST:
Margaret Lahey
President

December 28, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE
PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES HELD DECEMBER 28, 2011


I. CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:02 p.m.

Roll Call: Present: Trustees Berman, Kendall, Lahey, Penick, Purcell, and Yager
Absent: Peterson
Also Present: Judith Stetina, Executive Director McCully, and Greg Mueller (7:05)


II. APPROVAL OF MINUTES

Trustee Yager moved, seconded by Trustee Kendall, to approve the minutes of the regular Board meeting held on November 30, 2011 as amended.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick Purcell, and Yager
Nays: None
Absent: Peterson
Abstain: None


III. PUBLIC COMMENTS

None.


IV. ATTORNEY'S REPORT

Attorney Smith arranged for filing of all required levy documents as prepared by Judith Stetina prior to the legal deadline.


V. COMMUNICATIONS

An invitation was received from Warren-Newport Public Library to celebrate its grand reopening and completion of expansion and renovation on Sunday, January 22, 2012 from 2-4 pm. Trustees also received information about the annual State of the City/Village Chamber of Commerce luncheon planned for Wednesday, January 25, 2012 at Tuscany Restaurant in Wheeling. Judith will register any trustee who wishes to attend.

Trustee Kendall and Executive Director McCully attended the Indian Trails Public Library Open House to welcome new Library Director David Seleb on Monday, December 12. They reported a pleasant, well-attended event.

Trustees also received copies of a memo from Prospect Heights Park District Superintendent Kathy Nowicki regarding parking expansion.


VI. TREASURER'S REPORT

Trustee Penick presented the following information.

As of November 30, 2011
Cash on Hand	$150.00
Library Petty Cash	784.05
NOW Checking Account	188,173.12
Checking - Deferred Medical	3,206.02
Illinois Funds	4,377,404.30
Illinois Funds - EPAY	1,212.02
	$4,570,929.51

Trustee Penick moved, seconded by Trustee Yager, to approve the Combined Statement of Assets in the amount of $4,570,929.51.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Purcell, and Yager
Nays: None
Absent: Peterson
Abstain: None

Trustee Penick moved, seconded by Trustee Berman, to approve the list of disbursements for December 28, 2011 in the amount of $193,435.43.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Purcell, and Yager
Nays: None
Absent: Peterson
Abstain: None

Trustee Penick moved, seconded by Trustee Berman, to approve the transfer of $180,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Purcell, and Yager
Nays: None
Absent: Peterson
Abstain: None


VII. EXECUTIVE DIRECTOR'S REPORT

A. Building and Grounds Report
Greg Mueller reported on ongoing maintenance projects including lights, ovens, faucets, and TV messages. He mentioned several measures to improve heating in the Technical Services Department.

Greg left the meeting at 7:55 p.m.

B. Winter Reading Clubs for Adults and Youth
Winter reading club for adults and high schoolers called Ride the Reading Express begins on Sunday, January 8. It features various reading challenges and activities. Participants can earn chances on prizes in several different ways at the Library. The closing date is February 29, so there is plenty of time to join, read, and win prizes!

The Chicago Wolves Reading Club starts January 23 and runs thru March 3. Children, birth thru 8th grade, visit the Library to receive a booklet in which they collect stamps that will spell out a word. They bring this booklet once a week to the Youth Reference Desk for a stamp, and each week they get a new letter: 3 stamps to receive a Grand Prize raffle ticket for Chicago Wolves hockey tickets; 6 stamps to receive a second Grand Prize raffle ticket. For every weekly visit, they will have the chance to win other prizes from the Wolves Organization. There will be various other challenges for the kids to earn weekly raffle tickets for prizes. We are looking forward to a player visit this year on Thursday, March 1.

C. Staff Development Day-Friday, January 27, 2012
The Library will be closed on Friday, January 27 for our winter Staff Development Day. We are planning to concentrate on books, technology, and other library services as well as doing some "housekeeping." As usual, there will also be time for department meetings and discussion.

D. Highland Park Public Library in CCS
Highland Park Public Library has voted to join CCS bringing membership to 24 libraries.


VIII. COMMITTEE REPORTS

A. Building & Grounds Committee
Chairman Yager reported a meeting with representatives of Argon Electric was held on December 8. Mr. Cacioppo presented some new information while making his case for additional payment based on contract provisions regarding "unforeseen circumstances." Mr. Yager asked for copies of additional documentation and agreed to review contract provisions. Mr. Yager later spoke to Mr. Cacioppo on the telephone, but no additional documents have yet been received.

Trustee Yager moved, seconded by Trustee Kendall, to approve minutes of the Building & Grounds Committee meeting held August 31, 2011.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Purcell, and Yager
Nays: None
Absent: Peterson
Abstain: None

B. RAILS
Updated information continues to appear on the RAILS website. An update meeting was held in Wheeling on December 8 with many interested directors of NSLS area libraries attending in person. Questions regarding future delivery, local library system automation projects (LLSAPS), and future leadership and funding remain unanswered. Although CCS provides the desired resource sharing, it is not considered an LLSAP by the State Library since it does not receive funding from the State. State funding for LLSAPs is expected to decrease in the future.

The former NSLS building is again available with minimal support for library meetings. It has been taken off the real estate market.

C. Chamber of Commerce
Trustee Kendall noted the Chamber of Commerce Board met on December 6 and provided hot breakfast to Village of Wheeling employees.


IX. UNFINISHED BUSINESS

Trustee Purcell reminded the Board that the semi-annual review of executive session records is due to occur in January. Trustee Penick volunteered to carry out a preliminary review and report to the Board.


X. NEW BUSINESS

Due to a scheduling conflict, it was agreed to move the March Board meeting to Wednesday, March 21.


XI. ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 8:41 p.m.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President

November 30, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE 
PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES HELD NOVEMBER 30, 2011


The scheduled public hearing on the Proposed 2011 Tax Levy Ordinance was opened at 7:00 p.m. Since no residents were in attendance, the hearing was closed and the regular meeting began.


I. CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:02 p.m.

Roll Call: Present: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Absent: None
Also Present: Attorney Robert W. Smith, Judith Stetina, Executive Director McCully, Daniel Lynch and Paul Bourke of Christopher Burke Engineering, Ltd., and Greg Mueller (7:04)


II. APPROVAL OF MINUTES

Trustee Kendall moved, seconded by Trustee Peterson, to approve the minutes of the regular Board meeting held on October 26, 2011 as presented.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: Trustee Penick


III. PUBLIC COMMENTS

None.


IV. ATTORNEY'S REPORT

A. Ordinance 11-11-1
Attorney Smith distributed copies of the draft ordinance noting that there would be a slight decrease in the tax levy this year.  No "black border" ad was required.

Trustee Trustee Berman moved, seconded by Trustee Peterson, to approve Ordinance No. 11-11-1, An Ordinance Levying Taxes for Library Purposes for the Fiscal Year 2011/2012 (2011 Levy).

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

B. Ordinance 11-11-2
Attorney Smith noted a correction in the draft of the number of voters required to petition for election (10%=827). Trustee Yager moved, seconded by Trustee Peterson, to approve Ordinance No. 11-11-2, Ordinance Determining to Levy an Additional Tax of .02 Percent of the Value of all Taxable Property in the District for the Purchase of Sites and Buildings, the Construction and Equipment of Buildings, the Rental of Buildings Required for Library Purposes, and Maintenance, Repairs, and Alterations of Library Building and Equipment.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None 
Abstain: None

C. Ordinance No. 11-11-3
Trustee Penick moved, seconded by Trustee Kendall, to approve Ordinance No.11-11-3, Ordinance Setting Schedule of Regular Meetings of the Prospect Heights Library District, Cook County, Illinois.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None 
Abstain: None

D.  Property Acquisition
Messrs. Lynch and Bourke presented their report on Prospect Heights Library Parking Lot Expansion. They presented and evaluated four sites near the Library. Messrs. Lynch and Bourke left the meeting at 8:30 p.m.


V. COMMUNICATIONS

Rep. Mathias sent notice of a tax appeal seminar to be held December 6 for the public at Field School in Wheeling.

An invitation was received from Indian Trails Public Library to an Open House to welcome new Library Director David Seleb on Monday, December 12 from 3-5 p.m.

Trustees also reviewed information about trustee training sessions planned for February and March 2012.

Letters of appreciation were received for Youth Services staff members Alice Johnson (from Betsy Ross School) and Cindy Dingwall (from Eisenhower School).


VI. TREASURER'S REPORT

Trustee Penick presented the following information.

As of October 31, 2011
Cash on Hand                                             $150.00
Library Petty Cash                                        784.02
NOW Checking Account                        183,846.60
Checking - Deferred Medical                     3,206.02
Illinois Funds                                       3,699,549.20
Illinois Funds - EPAY                                 1,168.74      
                                                          $3,888,704.58

Trustee Penick moved, seconded by Trustee Kendall, to approve the Combined Statement of Assets in the amount of $3,888,704.58.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Berman, to approve the list of disbursements for November 30, 2011 in the amount of $271,473.34.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Kendall, to approve the transfer of $195,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None


VII. EXECUTIVE DIRECTOR'S REPORT

A. Building and Grounds Report
Greg Mueller reported on ongoing maintenance projects including ovens, faucets, and flag pole. Greg left the meeting at 8:45 p.m.

B. Library Card Registration - Cooperative Effort
Alice Johnson and School District 23 personnel recently arranged a very successful library card registration open house at the Library for K-3 students at Eisenhower and Ross Schools and their families. Twenty-nine new cards were issued to attendees (44 children and 33 adults). Attendees also received copies of our staff member and book illustrator Terri Murphy's bilingual book. The evening was a great success, and we are planning to repeat it next year.

C. Holiday Hours
The Library will be closed on December 24 (Saturday), 25 (Sunday), 26 (Monday), 31 (Saturday), January 1 (Sunday), January 2 (Monday) due to the holiday calendar this year.

D. Friends of the Library
Many remaining book sale books have been sent to Better World Books for resale with the Friends of the Library receiving some proceeds. Donated paperbook books are placed in the train station and Rob Roy book giveaway shelves.

E. Cooperative Computer Services (CCS)
CCS received a favorable audit and has voted to accept Highland Park Public Library as a new member. CCS bylaws are in transition pending news about future delivery routes. CCS will survey the vendor marketplace during 2012 to ensure that CCS receives the best services at low costs.


VIII. COMMITTEE REPORTS

A. Building & Grounds Committee
Chairman Yager reported a meeting with representatives of Argon Electric will be scheduled next week. Burke Engineering is preparing a report on the entry vestibule similar to the parking study report received tonight.

B.  RAILS
Information continues to appear on the RAILS website.  An update meeting is scheduled in Wheeling on Thursday, December 8.

C.  Chamber of Commerce
Trustee Kendall noted the Chamber of Commerce Board will meet on Tuesday, December 6.


IX. OLD BUSINESS

None


X. NEW BUSINES

None


XI. ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 9:20 p.m.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President 
  

October 26, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE
PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES HELD OCTOBER 26, 2011


I. CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:00 p.m.

Roll Call: Present: Trustees Berman, Kendall, Lahey, Peterson, Purcell, and Yager
Absent: Trustee Penick
Also Present: Judith Stetina, Executive Director McCully, Michael Cipolla of Knutte & Associates, and Greg Mueller (7:15)


II. APPROVAL OF MINUTES

Trustee Kendall moved, seconded by Trustee Purcell, to approve the minutes of the regular Board meeting held on September 28, 2011 as presented.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Peterson, and Purcell
Nays: None Absent: Trustee Penick
Abstain: Trustee Yager


III. PUBLIC COMMENTS

None.


IV. AUDITOR'S REPORT

Michael Cipolla of Knutte & Associates, P.C. distributed copies of the annual audit report for the fiscal year ended June 30, 2011, showing the Library in sound financial condition with no deficiencies in internal control or material weaknesses. Mr. Cipolla mentioned that he had responded to questions asked by Treasurer Penick. Library staff and trustees expressed their pleasure in working with Mr. Cipolla and Knutte, thanking him for his work and presentation. Mr. Cipolla left the meeting at 7:15 p.m.


V. ATTORNEY'S REPORT

Trustee Kendall moved, seconded by Trustee Peterson, to adopt Resolution 11-10-A Determining Amount of Money Estimated to Be Necessary to Be Raised by Taxation for 2011/2012 Fiscal Year as drafted by Attorney Smith. This shows a net decrease of 1% from the amount levied by Cook County last year for the Library.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Peterson, Purcell, and Yager
Nays: None
Absent: Trustee Penick 
Abstain: None

Trustees received copies of proposed Ordinance 11-11-1 Levying Taxes for Library Purposes for the Fiscal Year 2011/2012 (2011 Levy) for consideration.

Trustees were advised of several pending pieces of legislation relevant to libraries and the ILA position on each. Trustees were also informed of requirements for elected officials to complete online training for the Illinois Open Meetings Act after January 1, 2012.


VI. COMMUNICATIONS

President Lahey read a letter from Mt. Prospect Mayor Irvana Wilks advising that the Mt. Prospect Village Council had approved extending the agreement extending water service to the Library for the next ten years.

Trustees also received information about trustee training sessions planned for February and March 2012.


VII. TREASURER'S REPORT

In the absence of Treasurer Penick, Trustee Berman presented the following information.

As of September 30, 2011
Cash on Hand                                          $150.00
Library Petty Cash                                     784.00
NOW Checking Account                     195,932.58
Checking - Deferred Medical                  3,206.02
Illinois Funds                                    3,482,877.71
Illinois Funds - EPAY                              1,054.27  
                                                      $3,684,004.58

Trustee Berman moved, seconded by Trustee Peterson, to approve the Combined Statement of Assets in the amount of $3,684,004.58.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Peterson, Purcell, and Yager
Nays: None
Absent: Trustee Penick 
Abstain: None

Trustee Berman moved, seconded by Trustee Yager, to approve the list of disbursements for October 26, 2011 in the amount of $206,442.24.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Peterson, Purcell, and Yager
Nays: None
Absent: Trustee Penick
Abstain: None

Trustee Berman moved, seconded by Trustee Purcell, to approve the transfer of $174,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Peterson, Purcell, and Yager
Nays: None
Absent: Trustee Penick
Abstain: None


VIII. EXECUTIVE DIRECTOR'S REPORT

A. Building and Grounds Report
Greg Mueller reported on ongoing maintenance projects including ovens. Indoor light ballast replacement has been completed. Dr. McCully informed the Board that Mr. Ron Cacioppo of Argon Electric Co. has requested a meeting with trustees to discuss the amount of final payment for generator installation. Trustees discussed the request. Trustee Yager will draft a letter advising Mr. Cacioppo that the Building & Grounds Committee is willing to meet him to hear any new information regarding the project’s late completion.

A proposal for a study of additional library parking was received from Dan Lynch of Christopher B. Burke Engineering, Ltd. Trustee Yager moved, seconded by Trustee Peterson, to approve the proposal.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Peterson, Purcell, and Yager
Nays: None
Absent: Trustee Penick
Abstain: None

A proposal for a study of library entrance modifications was received from John Caruso of Christopher B. Burke Engineering, Ltd. Trustee Kendall moved, seconded by Trustee Peterson, to approve the proposal.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Peterson, Purcell, and Yager
Nays: None
Absent: Trustee Penick
Abstain: None

Greg left the meeting at 8:45 p.m.

B. ILA Report
Sue Seggeling, Beth Klein, Alex Todd, Betty Shubeck, Maureen Dunne, and Dr. McCully attended the Annual Conference of the Illinois Library Association held October 18-20 in Rosemont. There were many interesting programs and exhibits as described in the Executive Director's Report. Despite the upbeat Conference theme of "Bold, Brilliant, Brave," there was a disappointing shortage of substantive information about the future of library cooperation. The unknown level of ongoing state support leaves many unanswered questions now.

C. Staff Development Day Report - October 19, 2011
The day’s program was a full one. Library staff members brought many good observations/suggestions back from ILA exhibits in Rosemont that we can use here.

D. Library Technology Update
Last year, we updated our wireless network and laptops and installed Outlook 2010 on staff and public computers. We replaced servers and approximately 50 pcs in our local area network. BiblioCommons replaced iBistro on our CCS computers.

Last week, we began circulating the 6 Barnes & Noble Nook readers provided by the Friends of the Library. We also began utilizing BookMyne to help patrons access our catalogs and online resources with mobile devices. Fax service is now available to library patrons at a nominal fee. Two new flat-screen TV sets are now mounted in the lobby and circulation desk areas to provide continuous messages about upcoming library programs and services. We are also in the process of implementing Sharepoint software, which will allow us to better collect and share library information online for staff.

E. Holiday Hours
For Thanksgiving, the Library will close as usual at 3 P.M. on November 23 (Wednesday) and be closed on Thanksgiving Day, November 24. Regular hours will resume on November 25 (Friday). Board meeting is on Wednesday, November 30.

Trustees discussed the coming Christmas and New Year holiday schedule, agreeing that the Library should observe the two Sunday holidays by closing on the following Mondays in addition to weekend days, i.e. 3 days closed for each weekend.


IX. COMMITTEE REPORTS

A. RAILS
An article describing the formation and status of RAILS was distributed. Alex Todd is nominated for an opening on the Advisory Committee of librarians. Copies of an article by Sarah Long were also distributed.

B.  Chamber of Commerce
Trustee Kendall noted the Chamber of Commerce Board continues to meet monthly on the first Tuesday of the month.


X. OLD BUSINESS

None


XI. NEW BUSINESS

None


XII. ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 9:15 p.m.


Respectfully submitted,
Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President 

  

September 28, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE
PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES HELD SEPTEMBER 28, 2011


I. CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:03 p.m.

Roll Call: Present:  Trustees Berman, Kendall, Lahey, Penick, Peterson, and Purcell
Absent: rustee Yager
Also Present: Greg Mueller (7:15), Judith Stetina, and Executive Director McCully


II. APPROVAL OF MINUTES

Trustee Penick moved, seconded by Trustee Peterson, to approve the minutes of the regular Board meeting held on August 31, 2011 as amended.

Roll Call:  Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, and Purcell
Nays: None
Absent: Trustee Yager
Abstain: None


III. PUBLIC COMMENTS

None.


IV. ATTORNEY'S REPORT

Trustees received copies of amended bylaws.  Parking study was discussed.


V. COMMUNICATIONS

Architect Jay Carow visited the Library over the past weekend and commented favorably on its appearance and maintenance. LACONI administrators also commented favorably when they toured following their September 23 meeting here.

Trustees circulated a Chicago Tribune article regarding the variety of current programs presented by libraries.

Trustees noted the passing of Joan DuSold and former Indian Trails Director Ken Swanson with sympathy.


VI. TREASURER'S REPORT

As of August 31, 2011

Cash on Hand	$150.00
Library Petty Cash	783.97
NOW Checking Account	227,815.95
Checking - Deferred Medical	3,205.45
Illinois Funds	3,666,205.71
Illinois Funds - EPAY	1,027.96
	$3,899,189.04

 Trustee Penick moved, seconded by Trustee Berman, to approve the Combined Statement of Assets in the amount of $3,899,189.04.

Roll Call:  Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, and Purcell
Nays: None
Absent: Trustee Yager
Abstain: None

Trustee Penick moved, seconded by Trustee Peterson, to approve the list of disbursements for September 28, 2011 in the amount of $182,151.46.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, and Purcell
Nays: None
Absent: Trustee Yager
Abstain: None

Trustee Penick moved, seconded by Trustee Berman, to approve the transfer of $200,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, and Purcell
Nays: None
Absent: Trustee Yager
Abstain: None

A recent random audit conducted by Illinois Municipal Retirement Fund (IMRF) found no exceptions/discrepancies at Prospect Heights Public Library; all accounts and records were in good order.


VII. EXECUTIVE DIRECTOR'S REPORT

A. Building and Grounds Report
Maintenance and warranty information for the generator have been received, so Tony DeRicco has certified the generator project complete.  Greg reported on the status of several maintenance projects including TV installation, landscaping, ovens, soffit and ceiling repair, restroom faucet leaks, and indoor light ballast replacement.

Greg left the meeting at 8 p.m.

B. Annual Audit Visit Completed
Auditors from Knutte were in the Library working on September 13 and 14. Their work again went very smoothly. Their comments on the Library's financial status and procedures were very positive. The final audit report will be presented at the Board meeting on October 26.

C. Friends of the Library
The Friends Booksale held on September 8-10 was very successful, netting about $1,370 and moving thousands of volumes. The Friends may further reduce their stock of items by contributing to our annual Magazine Giveaway scheduled from October 6-8.

D. Staff Development Day - Wednesday, October 19, 2011
The Library will be closed Wednesday, October 19 for staff development.


VIII. COMMITTEE REPORTS

A. Planning Committee
Committee minutes from the meeting of September 20 were presented. Trustee Berman moved, seconded by Trustee Peterson to approve the minutes as presented.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, and Peterson
Nays: None
Absent: Trustee Yager
Abstain: Trustees Penick and Purcell

Trustee Peterson moved, seconded by Trustee Kendall, to approve the Library Workplan for 2011/2.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, and Purcell
Nays: None
Absent: Trustee Yager
Abstain: None

B. RAILS
An Advisory Committee of librarians is being formed at RAILS to provide member input on future System developments and services. Alex Todd is nominated for one of the openings.

C. Chamber of Commerce
Trustee Kendall noted the Chamber of Commerce "Puttin' on the Ritz" scholarship fundraising event on September 8 at Atlantis Banquets was a success.


IX. OLD BUSINESS

Copies of page 2 of the water agreement with Mt. Prospect were distributed to complete trustee copies.

Copies of Illinois State Library survey of capital needs for the next 2 years were distributed.


X. NEW BUSINESS

None


XI. ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 8:44 p.m.


Respectfully submitted,
Janet Purcell
Secretary

ATTEST:

Margaret Lahey
President

August 31, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE
PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES HELD AUGUST 31, 2011


I. CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:10 p.m.

Roll Call: Present: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Absent: None
Also Present: Christopher Schoenherr, Technology Resources Librarian, Greg Mueller, Judith Stetina, and Executive Director McCully


II. APPROVAL OF MINUTES

Trustee Kendall moved, seconded by Trustee Penick, to approve the minutes of the regular Board meeting held on July 27, 2011 as presented.

Roll Call: Ayes: Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays: None
Absent: None
Abstain: Trustees Berman and Yager


III. ATTORNEY'S REPORT

Trustee Penick moved, seconded by Trustee Purcell, to adopt Resolution 11-08-A Adopting Identity Protection Policy as drafted by Attorney Smith.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Kendall, to adopt Resolution 11-08-B Amending Bylaws (to Allow Public Participation).

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Clean documents will be prepared for signatures.


IV. COMMUNICATIONS

Trustee Penick noted an invitation to a fundraiser for Rep. Sidney Mathias to be held September 13, 2011. Trustees also signed a "Get Well Soon" card to send to him as he is recovering from heart surgery.

Trustee Kendall noted the Chamber of Commerce "Puttin' on the Ritz" scholarship fundraising event scheduled for September 8 at Atlantis Banquets.


V. TREASURER'S REPORT

As of July 31, 2011

 

Cash on Hand	$150.00
Library Petty Cash	783.94
NOW Checking Account	220,944.25
Checking - Deferred Medical	3,205.45
Illinois Funds	3,844,956.81
Illinois Funds - EPAY	993.84
	$4,071,034.29

 Trustee Penick moved, seconded by Trustee Berman, to approve the Combined Statement of Assets in the amount of $4,071,034.29.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Yager, to approve the list of disbursements for August 31, 2011 in the amount of $210,841.52.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

Trustee Penick moved, seconded by Trustee Yager, to approve the transfer of $205,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None


VI. EXECUTIVE DIRECTOR'S REPORT

A. Building and Grounds Report
Greg reported on the status of several maintenance projects in addition to the generator installation for which maintenance and warranty information are still needed: a few small areas of carpet have been replaced; Greg will be mounting the 2 new tvs paid for by the Friends; soffit/ceiling of the Friends sorting area repairs are underway; installation of a new gas flow regulator will bring ovens back online.

Greg discussed landscaping needs with a representative of Lundstrom's Nurseries who made several suggestions for improving areas near the building entrance with additional plantings and mulch. These should improve building appearance while reducing damage from winter snow plowings.

B. Illinois Public Library Annual Report July 1, 2010 - June 30, 2011
Trustees received copies of the IPLAR State Report for last fiscal year. Statistics only provide a limited picture of the entire year's activities which were extensive. (See also e.g. Department Board reports, program attendance, patron comments).

C. Another Very Successful Summer!
This was another excellent summer for participation in our summer "Midsummer Knight's Read" programs. Youth Services had 918 children registered (Birth - 3rd Grade: 497; 4th & 5th Grade: 246; 6th - 8th 137; Other 38) while Adult Services registered 337, including 100% staff participation. Adult readers completed 374 reading logs (5 books read). Attendance at programs was again very high. Patrons expressed many positive comments. Thanks to all who helped make summer so successful at the Library including dedicated staff and all the local businesses and Friends of the Library who donated prizes.

D. Reaching for the Heights Concert - Sunday, September 25 @ 3PM
Our sixth season of concerts by local students begins with Magical Strings of Youth at 3 PM on Sunday, September 25. These concerts complement our regular series of musical presentations while providing a great opportunity for talented local music students to gain concert experience and exposure to a wider audience.

E. Friends of the Library Booksale - September 8-10, 2011
The Friends continue to support many worthwhile efforts of the Library from reading clubs, to tutoring programs and maintenance of decorative plants in the Library with the proceeds of their booksales. At their Board meeting earlier today, they approved $8,000 of expenditures for the Library. Their next sale is set for September 8-10 and, as always, volunteer helpers are welcome! This would also be a good time for trustees to hear patrons' thoughts directly about the Library's operations.

Greg left the meeting at 8:10 p.m.


VII. COMMITTEE REPORTS

A. Building and Grounds Committee
The Committee met ahead of this meeting and decided to include air quality monitoring and air duct spot checking in this year's workplan.

B. RAILS
It was noted that developments RAILS can be monitored online at the RAILS website.

C. Chamber of Commerce
No report in addition to the Ritz event previously mentioned.


VIII.  OLD BUSINESS

None


IX. NEW BUSINESS

A. FY 2012 Illinois Public Library Per Capita Grant Application
Trustee Berman moved, seconded by Trustee Yager, to approve and submit the Library's application for funding to the Illinois State Library.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

B. Renewal of Intergovernmental Agreement for the Sale of Water by the village of Mt. Prospect Heights Public Library
Trustee Kendall moved, seconded by Trustee Peterson, to extend the existing agreement for municipally treated water with the Village of Mt. Prospect by another ten years as provided in the original agreement.

Roll Call: Ayes: Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays: None
Absent: None
Abstain: None

C. Planning Committee Meeting
Tuesday, September 20 was proposed for the annual Planning Committee meeting to review and revise the Library's workplan for this year subject to availability of trustees.


X. ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 8:45 p.m.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:

Margaret Lahey
President

July 27, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE
PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES HELD JULY 27, 2011


The public hearing on the proposed Combined Annual Budget and Appropriation Ordinance for Library Purposes for the Fiscal Year 2011/12 was opened at 7:01 p.m.

Roll Call:  Present:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Absent:  Trustees Berman and Yager
Also Present:  Judith Stetina and Executive Director McCully

Since there were no members of the public present, the meeting was closed at 7:03 p.m.


I.  CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:03 p.m.

Roll Call:  Present:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Absent:  Trustees Berman and Yager
Also Present:  Attorney Robert A. Smith, Anthony DeRicco (Christopher B. Burke Engineering, Ltd.), Greg Mueller, Judith Stetina, and Executive Director McCully


II.  APPROVAL OF MINUTES

Trustee Peterson moved, seconded by Trustee Penick, to approve the minutes of the regular Board meeting held on June 29, 2011 as presented.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Pucell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None


III.  ATTORNEY'S REPORT

Attorney Smith presented drafts of two documents he prepared for Board consideration: proposed bylaw wording for procedures to allow public participation in Board meetings, and proposed identity protection policy. These may be considered as Board resolutions next month. He said minutes of Board Committee meetings should be approved by Committee members in a timely manner. He also recommended an outside study of parking needs/availability be conducted.

Attorney Smith left the meeting at 8:48 p.m.


IV.  COMMUNICATIONS

Trustee Kendall represented the Library at the June 19 planning meeting of the Prospect Heights Park District and was made a member of the Delphi planning committee charged with making recommendations to improve operating procedures in the Park District. He and Rosalie also attended the Dollars for Scholars reception on July 22 where scholarships were awarded. Trustee Kendall will also attend the annual TIF meeting at Wheeling Village Hall on Friday with Executive Director McCully.


V.  TREASURER'S REPORT

As of June 30, 2011
Cash on Hand                                                $150.00
Library Petty Cash                                           783.87
NOW Checking Account                          179,089.20
Checking - Deferred Medical                        3,205.45
Illinois Funds                                          4,131,795.98
Illinois Funds - EPAY                                       918.52
                                                             $4,315,943.02

Trustee Penick moved, seconded by Trustee Kendall, to approve the Combined Statement of Assets in the amount of $4,315,943.02.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Trustee Penick moved, seconded by Trustee Kendall, to approve the list of disbursements for June 30, 2011 in the amount of $17,849.66.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Trustee Penick moved, seconded by Trustee Kendall, to approve the list of disbursements for July 27, 2011 in the amount of $275,781.08.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Check for Argon Electric is to be held pending word from Mr. DeRicco that all necessary work/paperwork is complete.

Trustee Penick moved, seconded by Trustee Peterson, to approve the transfer of $300,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Ordinance 11-07-01
Copies of Ordinance 11-07-1 Combined Annual Budget and Appropriation Ordinance for Library Purposes for the Fiscal Year 2011/12 were distributed to trustees. Attorney Smith noted that he had revised estimated cash on hand figures per June 30, 2011 bookkeeper reports. Trustee Penick moved, seconded by Trustee Peterson, to approve Ordinance 11-07-01.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None

Ordinance 11-07-02
Trustee Penick introduced proposed Ordinance 11-07-02 Authorizing Transfer of Money to Special Reserve Fund in the amount of $250,000.  Trustee Penick moved, seconded by Trustee Kendall, to approve Ordinance 11-07-02.

Roll Call:  Ayes:  Trustees Kendall, Lahey, Penick, Peterson, and Purcell
Nays:  None
Absent:  Trustees Berman and Yager
Abstain:  None


VI.  EXECUTIVE DIRECTOR'S REPORT

A.  Building and Grounds Report
Mr. DeRicco reported the new generator passed City of Prospect Heights plumbing and electrical inspections. Final testing and staff training are scheduled for tomorrow morning before the Library opens. That will leave noise testing and some paperwork pending for the installation to be completed. Final pay request is expected by early August for review before the mutually agreed deadline of August 10.

Mr. DeRicco left the meeting at 7:50 p.m.

Greg also reported the status of several maintenance projects: a few small areas of carpet cleaning/replacement remain; furniture cleaning was completed; gardening is complete. Again the Library escaped damage in recent storms. Although CCS suffered an electrical outage, our Library did not have any outages/shutdowns due to weather.

Greg left the meeting at 8:03 p.m.

B.  Summer Reading
Our summer reading programs are going strong again this year with over 1300 young readers and adults participating.

C.  Statistical Reports Online
Annual Library statistical reports are now available for trustees to view online. They show a 7% decline in borrowing, which can be attributed to new CCS borrowing guidelines that give local library resources first priority and decrease the number of items needing interlibrary delivery.

E.  Other News
Executive Director McCully reported that the annual staff evaluation process is complete. President Lahey read a note from staff member Mary Pace thanking the Board for sound budgeting and raises.

The vacant position of Technology Resources Librarian in the Adult Services Department has been filled by Christopher Schoenherr, who will receive his Master's degree in Library Science in August from Dominican University.


VII.  COMMITTEE REPORTS

A.  NSLS/RAILS
No report.

B.  Chamber of Commerce
No report.


VIII.  OLD BUSINESS

Price quotes for Library air duct condition testing have arrived. This matter was referred to the Building and Grounds Committee with power to act.


IX.  NEW BUSINESS

Trustees Penick and Peterson agreed to conduct the annual audit of Board minutes required for IPLAR.

Trustee Penick suggested searching for a new Assistant Board Secretary to handle monthly minutes and prepare Board packets.


X.  ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 9:12 p.m.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President

June 29, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE
PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES HELD JUNE 29, 2011


I.  CALL TO ORDER/ROLL CALL

The meeting of the Board of Trustees of the Prospect Heights Public Library was called to order at 7:04 p.m.

Roll Call:  Present:  Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Absent:  None
Also Present:  Greg Mueller, Judith Stetina, and Executive Director McCully


II.  APPROVAL OF MINUTES

Trustee Kendall moved, seconded by Trustee Purcell, to approve the minutes of the regular Board meeting held on May 18, 2011 as presented.

Roll Call:  Ayes:  Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays:  None
Absent:  None
Abstain:  None

Trustee Purcell reported that on June 29 she had reviewed the tapes of closed sessions of the Board as required and recommended no destruction or publication of any tapes at this time.  She moved, seconded by Trustee Berman, that this recommendation be approved by the Board.

Roll Call:  Ayes:  Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays:  None
Absent:  None
Abstain:  None


III.  ATTORNEY'S REPORT

A.  Ordinance 11-06-01 
Copies of Ordinance 11-06-1 Prevailing Wage Ordinance were distributed to trustees.  This ordinance is required annually for contractors directly employed by the Library.

Trustee Penick moved, seconded by Trustee Berman, to approve Ordinance 11-06-01, Prevailing Wage Ordinance.

Roll Call:  Ayes:  Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays:  None
Absent:  None
Abstain:  None

Attorney Smith plans to attend the July Board meeting.


IV.  COMMUNICATIONS

Trustees who attended the City of Prospect Heights Community Breakfast & Expo at Atlantis Banquets on Saturday, June 11, 2011 commented positively on the event.  Library staff distributed 90 bags of Library promotional materials at the door.


V.  TREASURER'S REPORT

As of May 31, 2011 

Cash on Hand                                          $150.00
Library Petty Cash                                     783.75
NOW Checking Account                     182,177.31
Checking - Deferred Medical                  2,125.09
Illinois Funds                                    4,458,218.64
Illinois Funds - EPAY                                 830.60
                                                       $4,644,285.39 

Trustee Penick moved, seconded by Trustee Kendall, to approve the Combined Statement of Assets in the amount of $4,644,285.39.

Roll Call:  Ayes:  Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager Nays:  None
Absent:  None
Abstain:  None 

Trustee Penick moved, seconded by Trustee Purcell, to approve the list of disbursements for June, 2011 in the amount of $409,970.21.

Roll Call:  Ayes:  Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays:  None
Absent:  None
Abstain:  None

Trustee Penick moved, seconded by Trustee Peterson, to approve the transfer of $345,000 from the Illinois Funds account to the Popular Community Bank checking account.

Roll Call:  Ayes:  Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays:  None
Absent:  None
Abstain:  None

Greg Mueller submitted a proposal for building maintenance services for the next three years. Trustees expressed their appreciation to Greg for all his work to date. Trustee Penick moved, seconded by Trustee Kendall, to approve the proposal as submitted.

Roll Call:  Ayes:  Trustees Berman, Kendall, Lahey, Penick, Peterson, Purcell, and Yager
Nays:  None
Absent:  None
Abstain:  None

A.  Budget & Appropriation Ordinance
Trustee Penick presented the Library's proposed Fiscal Year 2011/2012 Budget  Appropriation Ordinance prepared by Attorney Robert Smith using figures approved at the Board's recent Budget & Finance Committee meeting. Trustees will review and vote on the ordinance at the next Board meeting.


VI.  EXECUTIVE DIRECTOR'S REPORT

A.  Building and Grounds Report
The new generator arrived earlier today, unfortunately not in time to be operating during last week's prolonged power outage following the tornado. Commonwealth Edison has scheduled power cutover for tomorrow morning, so the Library will open at noon. Contractor bills have begun to arrive for review by Greg and Burke engineers before approval for payment. Contractors have been advised that all generator project bills must be received before August 10 to ensure payment before appropriation expires. Ron Cacioppo said he would have no problem meeting this deadline.

Greg also reported the status of several maintenance projects: carpet replacement is complete; most furniture and carpet has now been cleaned; annual gardening is complete; windows were washed today. Fortunately, the Library escaped damage in the recent storm (tornado). Price quotes for duct condition testing should arrive in time to be discussed by the Building & Grounds Committee in July.

Greg left the meeting at 8:00 p.m.

B.  Summer Reading Programs
Again this year, the Library's Summer Reading Programs for adults, teens, and younger children are off to a great start with over 1,000 individuals registered so far. Pat Rustemeyer and her staff helpers created and installed attractive decorations with this year's theme: A Midsummer Knight's Read. Please tour the Library to see them all! Many thanks are again due to the Friends of the Library and many local businesses that contributed prizes for reading program participants. Watch The Elm Leaf for a full listing!

C.  Other News
Executive Director McCully attended Book Expo America (BEA) in New York in May, learning much about forthcoming publications and sending many promotional items, catalogs, and new books back to the Library for use as prizes, etc.

The next annual conference of the Illinois Library Association will be held in Rosemont this fall; the next Library Staff Development Day will be planned in conjunction with this event.

The vacant position of Technology Resources Librarian in the Adult Services Department should be filled soon.

Trustee Yager left the meeting at 8:15 p.m.


VII.  COMMITTEE REPORTS

A.  NSLS
Trustee Berman completed 6 years of service on the NSLS Board. She reported that the North Suburban Library System will cease operations on June 30. The newly-elected Board of the RAILS (Reaching Across Illinois Library System) will hold its first meeting on July 1. Current delivery services will continue for at least 12 months after July 1, 2011.

B.  Chamber of Commerce
Trustee Kendall noted plans for Putting on the Ritz on Thursday, September 8, 2011 at the Chicago/Northbrook Hilton. Wheeling will have fireworks on July 4.


VIII.  OLD BUSINESS

None.


IX.  NEW BUSINESS

None.


X.  ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 8:34 p.m.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President