Prospect Heights Public Library Board of Trustees

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
 

May 18, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE PROSPECT HEIGHTS PUBLIC LIBRARY  DISTRICT BOARD OF TRUSTEES HELD MAY 18, 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, Penick, Peterson, Purcell, and Yager
Absent:  None
Also Present:  Judith Stetina and Executive Director McCully


II.  ELECTION OF OFFICERS

Trustee Berman moved, seconded by Trustee Peterson, that nominations be closed and a unanimous ballot cast to reelect current officers for the next two years.

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


III.  APPROVAL OF MINUTES

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

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


IV.  ATTORNEY'S REPORT

Dr. McCully said he had referred questions about public participation at Board meetings and identity protection to Attorney Smith, who plans to attend the June Board meeting.


V.  COMMUNICATIONS

A letter to the editor regarding teacher pensions from longtime Schaumburg Township Library trustee Robert Lyons appeared in The Daily Herald.

Trustees received an invitation to the formal completion ceremony at Glenview Public Library's new building on Sunday, June 12 at 2:00 p.m.

Ela Area Public Library Director Mary Beth Campe has been named the new Director of Elmhurst Public Library.


VI.  TREASURER'S REPORT

As of April 30, 2011
Cash on Hand                                                  $150.00
Library Petty Cash                                             783.43
NOW Checking Account                            228,073.30
Checking - Deferred Medical                          2,124.09
Illinois Funds                                            4,532,264.01
Illinois Funds - EPAY                                         718.30
                                                               $4,764,113.13

Trustee Penick moved, seconded by Trustee Berman, to approve the Combined Statement of Assets in the amount of $4,764,113.13.

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 May, 2011 in the amount of $184,819.58.

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 transfer of $125,000 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

Trustees discussed the status of the Special Reserve Fund.


VII.    EXECUTIVE DIRECTOR'S REPORT

A.  Building and Grounds Report
Generator installation is proceeding. Commonwealth Edison has scheduled power outage for construction on Thursday, May 26, so the Library will be closed all day. Executive Director McCully reported the status of several maintenance projects: 4 new single light heads have been installed on poles in the east parking lot; 2 bollard lights have been repaired; carpet replacement is almost complete; most furniture from Borders has been installed; parking lots will be restriped on a summer weekend. No price quote has yet been received for duct condition testing.

B.  Community Breakfast - June 11, 2011
The Community Breakfast has been rescheduled for Saturday, June 11, 2011at Atlantis (formerly Mr. Peters) Banquets. Several library staff members will attend. Please let Judith know ASAP if you plan to attend.

C.  "Reaching for the Heights" Concerts
Another successful year of "Reaching for the Heights" student concerts is complete. The concerts continue to offer a great variety of music, and attendance (almost 2,000 over 3 years) remains high.

D.  Summer Reading Theme: "A Midsummer Knight's Read"
Summer Reading programs for teen and adult readers begin Wednesday, June 1, 2011 and runs until July 30.  Book displays and various games for readers will focus on medieval times, castles, a Jester's corner, and Shakespeare.

Youth signup also starts on June 1 with program kickoff on Monday, June 13. Youth summer reading runs until July 30. Staff is already promoting participation in local schools. Details appear in the June Elm Leaf.


VIII.  COMMITTEE REPORTS

A.  Personnel Committee
Trustee Purcell reported the Committee met on May 5 and asked for an Executive Session to follow the New Business agenda item tonight.

B. NSLS
Trustee Berman reported that the merger process for the new RAILS (Reaching Across Illinois Library System) continues. Current delivery will continue for at least 12 months after July 1, 2011.

C.  Chamber of Commerce
Trustee Kendall noted a luncheon at Rob Roy scheduled for May 25, and said he plans to attend.


IX.  OLD BUSINESS

None.


X.  NEW BUSINESS

Trustees reviewed Chapter 2 "Governance and Administration" in Serving Our Public 2.0, and determined that all standards are currently being met.


XI.  EXECUTIVE SESSION

Trustee Penick moved, seconded by Trustee Yager, to go into executive session at 8:42 p.m. to discuss the annual review of the Executive Director.

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

Executive session ended at 8:55 p.m.

Trustee Peterson moved, seconded by Trustee Lahey to increase the Executive Director's annual salary to $119,000 as of July 1, 2011.

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


XII.  ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 8:59 p.m.


Respectfully submitted,
Janet Purcell 
Secretary

ATTEST:
Margaret Lahey
President

April 27, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES HELD APRIL 27, 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, Purcell, and Yager
Absent:  None
Also Present:  Maureen Dunne, Greg Mueller (7:11), Judith Stetina, and Executive Director McCully


II.  OATH OF OFFICE

Vice President Yager administered the oath of office to newly elected trustees Kendall, Lahey, Peterson, and Purcell, and congratulated them on their success.


III.  APPROVAL OF MINUTES

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

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


IV.  ENGINEER'S REPORT

Mr. DeRicco recommended an alternative way of connecting the new generator. Trustee Yager moved, seconded by Trustee Peterson, to accept this recommendation.

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

Trustees also received a proposal for up to $7,500 of additional engineering services from Christopher Burke, Engineering. Trustee Yager moved, seconded by Trustee Kendall, to accept the proposal.

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


V.  ATTORNEY'S REPORT

Dr. McCully completed required annual FOIA and OMA training for the Library. Attorney Smith will provide recommendations for public participation at Board meetings.


VI.    COMMUNICATIONS

A letter was received from Jerome A. Klaric, Safety Officer of the Illinois Department of Labor, who conducted an unannounced OSHA inspection of the Library on March 31, 2011 noting "no apparent safety or health hazards indentified and . . . no safety or health violations cited."

Trustees noted recent Daily Herald articles about standby generators and longtime Arlington Heights Memorial Library trustee Richard Frisbie.


VII.  TREASURER'S REPORT

As of March 31, 2011
Cash on Hand                                        $150.00
Library Petty Cash                                   783.43
NOW Checking Account                   227,169.50
Checking - Deferred Medical                 2,124.09
Illinois Funds                                   3,793,097.60
Illinois Funds - EPAY                                610.37
                                                      $4,023,934.99

Trustee Penick moved, seconded by Trustee Kendall, to approve the Combined Statement of Assets in the amount of $4,023,934.99.

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 dated April 27, 2011 in the amount of $171,367.50.

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 $221,000 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

A message was received from Village of Wheeling Finance Director Michael Mondschain correcting the amount expected to be realized by the Library from TIF surplus funds; additional funds are still awaiting distribution by the Cook County Treasurer. Authorized State of Illinois per capita grant funds in the amount of $15,479.91 have not yet been received. The Library has received $4,694 from NSLS refunding last year's "donation" to support continued delivery service.

Trustee Penick recommended a proposal from William Grigg for continued bookkeeping and accounting services for 2011/12 at no change in price from last year. She moved, seconded by Trustee Peterson, to accept this proposal.

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


VIII.  EXECUTIVE DIRECTOR'S REPORT

A.  Building and Grounds Report
Greg Mueller reported the status of several maintenance projects: 3 new single light heads have been ordered for poles in the east parking lot carpet replacement is underway. No price quote has yet been received for duct condition testing. Greg also presented additional information about HVAC work performed recently by Mechanical. He left the meeting at 8:35 p.m.

B.  Volunteer Recognition - Thursday, May 5, 2011
There will be a luncheon in the Borland Room on Thursday, May 5 for National Volunteer Week and National Library Week in appreciation of our dedicated volunteers including trustees!) and staff.

C.  Borders Closing April 20, 2011
The Borders store at Randhurst closed on April 20. Store fixtures were light wood matching library furniture, so we were able to obtain many pieces of shelving and display units at bargain prices.

D.  2012 Per Capita Grant
It is now time to begin the list of requirements to qualify for an Illinois per capita grant for FY 2012. Standards for government and administration will be reviewed next month.

E.  Circulation Department Report
Circulation Department Head Maureen Dunne reviewed YTD circulation statistics noting decreases in items circulated after the change in CCS policies last year. Local circulation indicates continued steady use of the Library's collections.


IX.  COMMITTEE REPORTS

A.  Personnel Committee
Trustee Purcell will set an evening meeting in the week of May 2-6.

B.  NSLS
Trustee Berman reported that the merger process for North Suburban Library System and 4 other regional systems continues with a goal of achieving merger by July 1, 2011. Former DuPage System Director Tom Sloan is Acting Director for the new RAILS (Reaching Across Illinois Library System) working out of Burr Ridge now.

Donations made in 2010 to continue delivery service were returned by NSLS.

C.  Chamber of Commerce
Trustee Kendall reported on the April 5 Chamber Board meeting. He noted a lunch at Rob Roy scheduled for May 25. He plans to attend the next Chamber Board meeting on Tuesday, May 3.


X.  OLD BUSINESS

None.


XI.  NEW BUSINESS

Plans were discussed for a "Patron Appreciation" event at the time of the Friends September booksale as mentioned in the 2010/11 library workplan.


XII.  ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 9:28 p.m.

Respectfully submitted,
Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President
 

March 30, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES HELD MARCH 30, 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, Purcell, and Yager
Absent:  None
Also Present:  Anthony DeRicco (Christopher B. Burke Engineering, Ltd.), Sue Seggeling, Judith Stetina, and Executive Director McCully


II.  APPROVAL OF MINUTES

Trustee Purcell moved, seconded by Trustee Peterson, to approve the minutes of the regular Board meeting held on February 23, 2011 as presented.

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


III.  ATTORNEY'S REPORT

Attorney Smith recommended no action be taken at this time regarding a letter received from the Alliance Defense Fund of Leawood, Kansas about meeting room policies or the Village of Wheeling's projected challenge to a tax exemption for the Korean Cultural Center in our district. Attorney Smith will attend a Board meeting in the near future.


IV.  ENGINEER'S REPORT

The agenda was amended to hear Mr. DeRicco's report. Generator installation is running several weeks behind schedule for a number of reasons. Proposal and pricing for additional work will be provided by the contractors. Trustees discussed the project with Mr. DeRicco, who left the meeting at 7:30 p.m.


V.  COMMUNICATIONS

A patron's favorable comment regarding the student art display was read along with the e-mail response from Executive Director McCully.

Trustees discussed a suggestion to maintain township government at the expense of library and park districts. The township representative in Springfield denied that this approach is endorsed by townships. With government consolidation in the wind, libraries need to monitor developments carefully.

The annual LACONI Trustee Dinner will be at Cantigny in Wheaton on Friday, April 15.


VI.  TREASURER'S REPORT

As of February 28, 2011
Cash on Hand                                                  $150.00
Library Petty Cash                                             783.23
NOW Checking Account                            227,018.10
Checking - Deferred Medical                          2,662.08
Illinois Funds                                            3,526,552.26
Illinois Funds - EPAY                                         450.85
                                                               $3,757,616.52

Trustee Penick moved, seconded by Trustee Yager, to approve the Combined Statement of Assets in the amount of $3,757,616.52.

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

Trustee Penick moved, seconded by Trustee Kendall, to approve the list of disbursements dated February 23, 2011 in the amount of $196,655.91. Continual heating problems during the winter were discussed; Mechanical contractors seem unable to solve the continuous heat distribution problems.

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 $180,000 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

Trustee Penick also noted receipt of a letter from Illinois State Librarian and Secretary of State Jesse White informing the Executive Director that $15,479.91 was authorized as a per capita grant to Prospect Heights Public Library.


VII.  EXECUTIVE DIRECTOR'S REPORT

A.  Building and Grounds Report
Since Greg Mueller was on vacation, Dr. McCully reported the status of several maintenance projects: new light heads had been installed on the remaining 3 double poles; Comcast connected their cable inside the Library; carpet replacement where needed has begun. The old toilet with the broken tank top in the staff restroom has been replaced.

B.  Master the Art of Reading Winter Reading Program
2011 marked our 3rd year in a row of double digit growth - and another year of 100% staff participation. 

                                2011       2010       % change       
                             Master     Cure                            
                            the Arts    Cabin                             
                             READ      Fever                               
Total Enrollment    183          158             17.7%
Staff                         41            41                  0%
Patrons                  142          117             21.3%

                                      2009               % change
                                  Reading
                                    Road
                                     Trip
Total Enrollment           129                    22.4%
Staff                                34                    10.8%
Patrons                           95                    27.1%

Total 268 completed book logs
83 qualified for prizes - an increase of 9 patrons from last year.

Most popular winter challenge - biographies! Congratulations to Maria Ampulski of the Adult Services Department for another very successful year!

C.  Wolves Winter Reading Club for Children

The annual Wolves Winter Reading Club for children was very successful again this year. From January 17 to February 26, 2011, 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: 88 sign-ups (85 in 2010, 80 in 2009, 63 in 2008).

D.  UIUC Library Student - Monica Fumarolo
University of Illinois Urbana-Champaign (the nation's top-ranked library program!) Master's degree Library Science student Monica Fumarolo visited the Library last week for her week-long "Alternative Spring Break." She was particularly interested in learning about all the Youth Services Department did, so Sue Seggeling coordinated her visit. We kept her very busy exploring the variety of programs and activities to be found working in our Library. We wish her well in her goal of working with young people in libraries after graduation.

E.  National Library Week, April 10-16, 2011
There will be lots of activities in the Library during this week. (See your April calendars!) Staff have planned some great programs for adults and children. Money Smart Week runs from April 2-9.

The Staff Development Day held March 25 was divided between technology updates, particularly e-readers, and a visit to the new Fox Lake Public Library.

Merete Penick left the meeting at 8:10 p.m. due to illness.

Sue Seggeling, Head of Youth Services, reported on her Department's many activities, website features, summer reading plans and participatory possibilities. Youth Services staff are also involved in several important area and ILA  positions. After responding to several questions and compliments, Sue left the meeting at 8:25 p.m.

Trustees were reminded to complete their annual Statements of Economic Interest online this year and provide a copy of the receipt to the Library.


VIII.  COMMITTEE REPORTS

A.  NSLS
Trustee Berman reported that the merger process for North Suburban Library System and 4 other regional systems continues with a goal of achieving merger by July 1, 2011. Return of donations received to continue delivery service was addressed by ISL Director Anne Craig in a letter to NSLS, and NSLS will return them. Northwestern University students studied delivery service, and presented their report to NSLS.

B.  Chamber of Commerce
Trustee Kendall reported on the Chamber Board meeting held March 1 at Wheeling Village Hall. Board members expressed condolences on the death of Charles Everett. Trustee Kendall volunteered to help the Chamber collect some outstanding dues, and plans to attend the Chamber Board's April 5 meeting.


IX.  OLD BUSINESS

Negotiation of the new refuse hauling contract for Prospect Heights has been delayed.


X.  NEW BUSINESS

President Lahey reminded trustees that the Prospect Heights Community Breakfast is scheduled for Saturday, May 7.


XI.  ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 9:00 p.m.

Respectfully submitted,
Janet Purcell 
Secretary

ATTEST:
Margaret Lahey
President

February 23, 2011 Board Meeting Minutes

MINUTES OF THE MEETING OF THE PROSPECT HEIGHTS PUBLIC LIBRARY DISTRICT BOARD OF TRUSTEES HELD FEBRUARY 23, 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 7:01 p.m.

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

President Lahey asked for a volunteer to give the Treasurer's report in the absence of Trustee Penick.  Trustee Peterson volunteered.


II.  APPROVAL OF MINUTES

Trustee Purcell moved, seconded by Trustee Peterson, to approve the minutes of the regular Board meeting held on January 26, 2011 as amended.

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


III.  ATTORNEY'S REPORT

No report.


IV.  COMMUNICATIONS

A thank-you note to Executive Director McCully and trustees was received from Arlene Behnke for her service recognition award and check. Dr. McCully noted that he received verbal thanks from many staff recognized for their service this year.

A letter from Wheeling Township thanked the Library for food donated during the Library's annual Food for Fines program.

A Daily Herald article recognized Trustee Peterson and her husband for their work at First United Methodist Church to provide mosquito netting to missions via a handmade Valentine project.


V.  TREASURER'S REPORT

As of January 31, 2011
Cash on Hand                                            $150.00
Library Petty Cash                                        783.09
NOW Checking Account                       214,076.15
Checking - Deferred Medical                     2,661.47
Illinois Funds                                       3,655,820.82
Illinois Funds - EPAY                                    394.55
                                                          $3,873,886.08

Trustee Peterson moved, seconded by Trustee Berman, to approve the Combined Statement of Assets in the amount of $3,873,886.08.

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

Trustee Peterson moved, seconded by Trustee Berman, to approve the list of disbursements dated February 23, 2011 in the amount of $187,687.27.

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

Trustee Peterson moved, seconded by Trustee Kendall, to approve the transfer of $182,000 from the Illinois Funds account to the Popular Community Bank (formerly Banco Popular) checking account.

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


VI.  EXECUTIVE DIRECTOR'S REPORT

A.  Building and Grounds Report
A quote is expected soon for inspection of the Library's air ducts by an independent inspector. The Board's Building and Grounds Committee will then consider the quote and cleaning options.

Greg Mueller reported that new light heads had been installed on the remaining 3 double poles and that all parking area lights are again functioning; two bollard lights are out.

Comcast has been contacted to connect their cable inside the Library.

Cambridge Carpet, our carpet manufacturer has agreed to replace up to 500 yards of carpet that has still not properly adhered with similar new carpet, beginning in 5-6 weeks. All materials and labor required will be paid for by the manufacturer.

A drain clogged with ice caused leakage into the Circulation foyer following the February 1-2, 2011 blizzard; Greg was able to melt the ice and restore flow, which ended the leak. This was not a roof leak.

Greg left the meeting at 7:35 p.m.

B.  ILA Legislative Breakfast Report
Trustees Berman and Kendall attended the Illinois Library Association's President's Day Library Legislative Breakfast on Monday, February 21, 2011 at the Arboretum Club in Buffalo Grove. Trustee Kendall reported that only 8 legislators attended. Trustees were able to visit with Reps. Sid Mathias and Senator Susan Garrett about pending legislation affecting libraries. A picture was taken with Rep. Mathias. U.S. Rep. Robert Dold also attended. Funding from the State of Illinois for statewide library services remains problematic.

Census figures show a decline in population for the City of Prospect Heights but a gain for Wheeling. Dr. McCully noted that participation in this winter's reading clubs for adults, high schoolers and children has set new records.

C.  Technology @ the Library
Head of Adult Services Alex Todd reported on the activities of his department staff, highlighting new technology now available at the Library and its advantages. Services include: BiblioCommons - the new user catalog interface adopted by CCS libraries. This offers much faster searching plus many new personalized features available to catalog users, e.g. personal accounts, shelves, lists. It also provides users with opportunities to rate and comment on items they use. These comments may then be shared with other BiblioCommons users worldwide.

Freegal offers free music downloads to Prospect Heights Public Library users. Now limited to 3 songs/week, this may be increased as usage widens.

MyMediaMall offers downloadable audiobooks, books, and DVDs to library users. Library staff often help with initial downloads, but users seem quite independent after that.

The Library has begun to circulate Blu-ray versions of popular feature films. The current small collection is expected to grow steadily.

In addition, Alex mentioned the extensive weeding project underway for reference books in light of information currently available online. He recognized the outstanding effort of part-time librarian Aldona Salska in building service to Polish and Russian-speaking users and in founding the new Polish-American Librarians Association recently recognized by the American Library Association. Trustees also expressed appreciation for Aldona's efforts as well as those of staff member Sophia Bochula.

Alex left the meeting at 9:02 p.m.


VII.  COMMITTEE REPORTS

A.  NSLS
Trustee Berman reported that the merger process for North Suburban Library System and 4 other regional systems continues with a goal of achieving merger by July 1, 2011. The next merger meeting is planned for February 28.

B.  Chamber of Commerce
Trustee Kendall will represent the Library at the Chamber Associates Board meetings are held from 8 to 9 a.m. on the first Tuesday of the month at Wheeling Village Hall.


VIII.  OLD BUSINESS

None.


IX.  NEW BUSINESS

Trustees were reminded that the May Board meeting will be held on May 18, 2011.

Our water agreement with Mt. Prospect is approaching its renewal date. Park and Library Board will coordinate their renewal efforts.

President Lahey reminded trustees that the Prospect Heights Community Breakfast is scheduled for Saturday, May 7.


X.  ADJOURNMENT

There being no further business to be brought before the Board, the meeting was adjourned at 9:09 p.m.

Respectfully submitted,

Janet Purcell
Secretary

ATTEST:
Margaret Lahey
President